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2014 - Agendas & Minutes�.January 6,2014 meeting canceled due to 0 extreme cold temperatures 0 CITY OF SPRING PARK CITY COUNCIL AGENDA JANUARY 21, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake 94innetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from December 16, 2013 b. Draft Planning Commission Minutes from January 8, 2014 c. Administration Committee Minutes from January 9, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS. REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-01: Naming Official Depositories b. Resolution 14-02: Establishing Order of Business and A Time For Regular Council Meetings and Monthly Study Sessions • c. Resolution 14-03: Council Appointments d. Resolution 14-04: Dates of Meetings, Holidays, and Office Hours e. Resolution 14-05: Adoption of The Hennepin County All -Hazard Mitigation Plan f. Resolution 14-06: 2014 Fees For Licenses, Permits, and Services g. Resolution 14-07: Public Utilities Rate Schedule 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council i. Water Tower Discussion — Mark Vyvyan b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. January 22 — Fire Commission — 11:00 AM b. January 22 — LMCD — 7:00 PM c. January 27 —Work Session — 7:00 PM d. February 3 — City Council — 7.30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Orono Police Department Compliance Checks • b. c. Mound Fire Department Press Release Mound Fire Department December Report d. Hennepin County Open Book Meeting Date 16.ADJOURNMENT 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK On Lake Minnetonka CITY OF SPRING PARK CITY COUNCIL MINUTES JANUARY 21, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Williamson, Bren, Hughes, Reinhardt. Sippel excused. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Utility Superintendent Goman, Attorney Beck, Attorney Mark Vyvyan. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Bren makes a motion and Hughes seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from December 16, 2013 b. Draft Planning Commission Minutes from January 8, 2014 c. Administration Committee Minutes from January 9, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS. REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS Reinhardt explained this is the first meeting of the year due • to canceling the first meeting because of inclement weather. a. Resolution 14-01: Naming Official Depositories — Williamson makes a motion and Hughes seconds to adopt Resolution 14-01. All votes ayes, motion carries. b. Resolution 14-02: Establishing Order of Business and A Time For Regular Council Meetings and Monthly Study Sessions — Hughes asked about the study session where no decisions are made. Therefore, Hughes moves to strike "...and monthly study sessions" in the heading. Bren seconds. All votes ayes, motion carries. c. Resolution 14-03: Council Appointments — Reinhardt explains there is an attached list with committee assignments. She said there are no changes other than acting mayor goes to Sippel as it's rotating. She also said there is a planning commission vacancy. Bren makes a motion and Williamson seconds to adopt Resolution 14-03. All votes ayes, motion carries. d. Resolution 14-04: Dates of Meetings, Holidays, and Office Hours — Reinhardt said this lists the specific dates and holidays. Hughes asked about number six, Fire Commission Meetings and, because they meet five times a year, it shouldn't be referred to as quarterly. Williamson said the wordage could be "...typically held quarterly" instead. Bren makes a motion and Williamson seconds to adopt Resolution 14-04 with the suggested change. All votes ayes, motion carries. e. Resolution 14-05: Adoption of The Hennepin County All -Hazard Mitigation Plan — Reinhardt said this is an annual resolution. Williamson asked about the obligation of the city. He wonders if it obligates to spend money or delegate funds. Tolsma said he said it is at the request of the Orono Police Department to adopt and it would make it easier • if there was a situation when requesting aid. Goman said OPD is the emergency management director and it joins other cities for FEMA funding and grant funding and it allows eligibility. Williamson makes a motion and Hughes seconds to adopt Resolution 14-05. All votes ayes, motion carries. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 f. Resolution 14-06: 2014 Fees For Licenses, Permits, and Services — Reinhardt explained there are new copies of 14-06 and 14-07 as there were a few inconsistencies with the stated fees and a test fee was listed wrongly and a sewer connection fee needed to be changed. She said 14-06 lists all the fees the city collects. She said at • time -to -time the city does make changes to it and tonight it's to affirm the present fees. She said they're changeable at any time. Bren asked what a home occupation is. Bren asked about the massage services and she wonders if this is new. Reinhardt said it was at the time Zhen Spa was in Spring Park. Bren asked about a home massage business. Reinhardt said it would probably be a home occupation and an investigative report would be done. Bren asked about Pres Homes massage services. Williamson moves adoption of Resolution 14-06 and Bren seconds. All votes ayes, motion carries. g. Resolution 14-07: Public Utilities Rate Schedule — Hughes asked about penalties and delinquent bills. He wonders about the word "presentation." Hughes thinks it should be changed to state something like the date of the invoice or date of postmark. Williamson suggests looking at the language in the ordinance as it may be recited from there. Reinhardt said this can be changed at a later date, if necessary. Reinhardt moves to adopt and Hughes seconds. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council i. Water Tower Discussion — Mark Vyvyan — Reinhardt explained this will be a closed session due to potential pending litigation. Williamson makes a motion for to close the meetiing at 7:51 pm for executive session for consultation regarding litigation or pending litigation. Hughes seconds. Closed meeting is reopened at 8:16 pm. • Other council member reports: • Reinhardt said she wants to mention to staff that the utility bills came out later than they normally do. She said there was some cold weather but she said they do want to get the process moving. She said the claims are late because there wasn't time to prepare. She said there is a policy for the 10th of the month to get the billing out. Tolsma said there was a meeting about this and they're going to look at ways to make this work better, even if the meters are read earlier. Goman said it was cold weather and for the 13 years he has been here it's the only time this has happened. Hughes doesn't think it's a big deal. Reinhardt said it's more than that. It's revenue for the city that is being delayed, Sharon feels it's a reflection on her performance and it might affect businesses who depend upon billing to be received. • Hughes said the LMCD with the safety meeting with the HC sheriff and there will be 4 to 5 years of charts showing calls and statistics on the lake. Hughes asked for long range trends. b. City Administrator— nothing. c. City Engineer — Nothing. d. City Attorney- nothing. e. Utility Superintendent- Goman said he is filling in for the engineer and wants to give a brief update on the snow removal process. He said there is a claim for December snow removal. He said there are residents that are saying they're doing too good of a job and some say they're not doing enough. He said the policy can be modified if the council wishes. He said there are • positive comments about the sidewalks being down to the concrete and others are complaining that it doesn't need to be down to the concrete. Reinhardt asked about the current policy and Goman said it's that they plow after one inch. He said majority of cities are two inches or three inches. He said the policy was revised in 2011 with minor tweaks. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 He said going to a two inch snowfall and talking with other street guys the one inch removal works better because they're not spending as much time removing the heavier snow pack. Hughes said he had a neighbor ask about why it's being done so much. Hughes asks • about the budget. Goman said for 2013 we were over by 30-40%. Hughes said the lesson might be to budget more money. Williamson said it's a public safety thing and the city is not broke. He doesn't think the city should skimp on this. Reinhardt agrees and she knows Pres Homes uses the sidewalk with their shooter vehicle and there are bus stops. She said she understands it's tax dollars but she doesn't think we're ready to designate plowing only one side of the street yet. Williamson said when going through the budget there are discretionary things or timing of things but he doesn't believe in cutting public safety items. Goman said he has daily conversations with the snow contractor because they were out all weekend. He said last year for the entire season they were out 28 times and as of yesterday they've been out 25 times. Hughes asked if the residents are cleaning out the hydrants. Reinhardt said a 16 year -old needs some volunteer hours but she understands we can't rely on volunteers for this. Hughes wants it mentioned to the public to clean around the fire hydrants so fireman can reach them. Bren said she thinks the streets look nice and wonders if we use a lot of salt or a better type of salt. Her concern is the water runoff comes down the street and it goes into the park and it goes into the lake. She's concerned about the salt going into the lake and she thinks the city should have a road plan so that this drainage doesn't go into the lakes. Goman agrees that the road that Bren lives on gets more treatment because of the large hill. Bren said the snow on the side of the street is blue in color due to the salt so she wanted to bring it up. Reinhardt agrees and she would like a comprehensive road study for the city. Goman said there has been updated pricing to redo the road condition survey and it's budgeted after the • spring thaw. Williamson said there is a CIP plan and there is a street rating plan. He said we have very little in regards to streets and our neighboring cities do have to have a more comprehensive plan and arrange financing. He said they tend to move on street repairs if the neighborhood wants it done. 12. UPCOMING MEETINGS & TRAINING a. January 22 — Fire Commission — 11:00 AM b. January 22 — LMCD — 7:00 PM c. January 27 — Work Session — 7:00 PM Reinhardt said this is a joint session with the Planning Commission. Hughes said the PC did a nice job at their previous meeting on the discussion. d. February 3 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Williamson asked what Five Technology is. Tolsma said there is a monthly agreement for them to maintain our servers and to give technical support. Tolsma said it's higher now because it's back payment for a number of months they didn't bill the city because of their error. It also includes one computer purchase and the setup. Bren asked about the AT&T Mobility and the city Ipad. She said there was discussion on what was going to happen on that. Tolsma said there might be one more final statement coming but that will be the end. Williamson makes a motion and Hughes seconds to pay the bills. All votes ayes, motion carries. • 15. MISCELLANEOUS (Information Only) a. Orono Police Department Compliance Checks — all liquor licenses holders passed their compliance checks. b. Mound Fire Department Press Release 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 0 C. c. Mound Fire Department December Report d. Hennepin County Open Book Meeting Date — Reinhardt said April 16th is the requested date for Open Book meeting about property value and classification. Williamson thinks it's arranged by appointment. Reinhardt asked if this is okay with staff and Tolsma said it works. Reinhardt thinks 6-8 pm would work. Tolsma said he'll confirm the date and time. Williamson asks if there was a dividend received from the LMCIT. Hughes wonders about sales tax. Tolsma said it's going okay so far and Farniok is watching for this. Hughes wonders about the BP credit card and having the tax ID number on it. 16.ADJOURNMENT — Williamson makes a motion and Hughes seconds to adjourn at 8:49 pm. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK WORK SESSION AGENDA JANUARY 27, 2014 — 7:00 PM SPRING PARK CITY HALL On Lake Yinnetonka 1. ACCESSORY STRUCTURE DISCUSSION WITH PLANNING COMMISSION a. See the attached memo from Al Brixius. 2. PUBLIC WORKS FACILITY a. Staff is asking for feedback from the council regarding their thoughts on continuing the lease indefinitely or restarting negotiations for purchasing a more permanent facility for public works operations. Past memos from staff regarding site options are included. 3. LIQUIDATED DAMAGES a. Paul Pearson will recap recent discussion with Granite Ledge regarding liquidated damages and will provide the council with options for moving forward. 4. MISCELLANEOUS • C7 SPRING PARK On Lake 911 CITY OF SPRING PARK WORK SESSION MINUTES JANUARY 27, 2014 — 7:00 PM SPRING PARK CITY HALL Council Members: Reinhardt, Hughes, Bren, Sippel (Williamson excused) Planning Commissioners: Hoffman, Struck, Mason (Kaczanowski absent) Staff: Brixius, Paul Pearson, Beck, Tolsma, Lewin, Goman Resident: Rick Rehman, Pam Horton ACCESSORY STRUCTURE DISCUSSION WITH PLANNING COMMISSION a. See the attached memo from Al Brixius. Brixius said he is looking for this to go to public hearing in March. He said he wants this to undergo a lot of review. Brixius said he wants the council and PC to ultimately be in agreement on this. Brixius said R1 and R2 are primarily residential. He said examples of accessory buildings (AB) allowed are private garages, conservatories, greenhouses, tool sheds, swimming pools, animal shelters and the redominate use is residential. Sippel said he even wonders if altering the definition might be in rder. Perhaps subordinate to secondary as subordinate indicates smaller. He doesn't like reasonable and necessary as it's vague. Brixius said the questions are should the building match the home, AB not used as commercial use, plumbing allowed for water, toilet, wash sink but not shower or bathing. He said right now 1,000 square foot limit is on the garage except by CUP and the PC doesn't want the CUP to be available. Brixius said there could be a hard cap established and there are examples provided. He said 1200 sf would accommodate a larger vehicle. In looking at various photographs, there are so many variable lot sizes so the question is should it be a hard cap or should it be percentage of lot size. Another suggestion is that the height of the AB be limited to no higher than the primary structure. Another question is how many accessory buildings would be allowed on a lot. Reinhardt asked if this is cumulative, i.e. if there is a 1000 foot garage, the only thing further allowed would be 200 sq ft and Brixius confirmed. Brixius said 30% is the threshold for hardcover so he is suggesting storm water management be the rule on exceeding this. Brixius said page eight is the draft ordinance and he'd like to start with discussion on eliminating the conditional use permit. Sippel asked where else CUP's are options in an R-1 district. Brixius said the previous criteria used for variance, a larger garage couldn't be rationalized as a hardship so they allowed it by CUP. Hughes wonders about residential use in commercial districts. Brixius said the question would be does continuing investment in residential property negate the commercial use. Brixius said someone might want to build a warehouse in a commercial district and call it a garage. Mason asks for clarification. Hughes said for instance a residence in a commercial district. He said there are a few on Shoreline Drive that fall into that category. Sippel said the question was specific to 4P's in residential. He remembers a previous proposal was to rezone those few properties zoned mmercial to residential and all property owners were against it. So, he believes if there is a desire to expand the residential in a commercial district, that could be an argument. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 Hughes is concerned about uniformity where it says R-1 and R-2, it should be the same throughout. �einhardt said she wants to focus on this for now as there is an applicant that is waiting on this. ughes wondered about the siding material for the AB being the same as the principal building. Reinhardt said she wants totake this in order. Reinhardt said she is in favor of taking away the CUP in R-1. Reinhardt said the consensus is to remove. Maximum building size. Brixius said in discussion should that maximum cap include attached garages and would they be entitled to pursue unattached? Hughes asked about what determines attached and Brixius said it needs to have a common foundation connected. He said size of accessory and a hard cap or a percentage or percentage of lot and whether it should encompass attached or detached needs to be decided. Struck said there could be an option where the combination would have to meet a hardcover requirement. Reinhardt wonders if there could be all three. Sippel said he thinks they're making it too complicated. He said a total of square footage working within the hardcover constraints keeps it simpler. Brixius said they'd still have to meet setbacks. He thinks interior storage is always better than exterior storage so they should decide what would be allowed. Reinhardt asked about lot combination and she wonders if it could set up an out - of -proportion situation. Brixius said if there is a hard cap set up and they cannot exceed the hard cap all setbacks and impervious surface has to be met. Brixius wants to be clear. If someone wants to build a 1200 square foot attached garage, then can they also build a 1200 square foot AB. Hoffman said he agrees with Sippel. If someone can meet the setbacks and hardcover, they should be allowed to per the square footage allowed. Brixius asked if there is going to be caps on attached garages proportionate to the house. Sippel said this is difficult. He said there are too many design options so he doesn't want to restrict that to the code. Reinhardt said she wants options and doesn't ant to be overly restrictive. Sippel doesn't advocate limiting the size of an attached garage. Brixius ked for clarification and Sippel states if the garage is attached, there should be no limits but if it's detached there should be limits. He said as long as it meets everything else, why limit it. Hoffman said in our community, the PC felt it should be proportionate to the principal structure. He said in general, home design is living space and a place to park their vehicle. Reinhardt is concerned about not limiting the size of an attached garage in fear of having six garage doors. Brixius said he thinks it should be limited to perhaps 80% of the size of the principal structure. Sippel asked how a tuck under garage would be treated and Brixius said it's by the floor space measurement. Discussion about attached garages treated as a percentage of floor space of principal building and the detached would have a hard cap. Hoffman wondered if they should then think about a percentage of the house. Reinhardt likes the idea of making it a percentage. Brixius said he suggests it be set at 80%-100%. Hoffman advocates for equal. Struck said there could be a home that has 500 sf living space and the basement has 500 so what would the limit be. Brixius said according to the code, the basement doesn't count and it would be based on floor area, multiple stories above grade. Struck said she likes the 80%. The debate ends with leaning towards being equal. Reinhardt said this is a good starting point although she prefers something less instead of equal to. Discussion on hard cap on detached. Reinhardt likes 1200 square feet. Struck said if there is an allowance for a large attached garage, shouldn't it be proportionate. Brixius asked if 1200 square feet is a cumulative number. Struck is concerned about limiting accessory structures. She thinks it ould be three because she has seen houses where there are two detached garages and it looks ry nice and then they may want a shed. Reinhardt likes a cumulative figure. Hoffman likes to limit it to two because it's less clutter and if they want to add on an utility shed they could attach it. Struck 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 3 still thinks it should be three. Brixius said there could be such a thing where the third accessory building is an open air structure, such as a gazebo. Mason agrees saying he knows of such an Wngement and the gazebo is temporary and it looks nice. Brixius said he's going to suggest the square footage be the building footprint versus the floor area so there is rafter storage allowed. Sippel said he's concerned about the footprint and the height limites and other than that, he's not concerned. Brixius thinks the height limit should be 16 feet. Sippel said he's fine with going to 20 as long as it doesn't exceed the height of the house because it allows for more storage and a bigger garage door. Hughes is concerned about matching the siding materials. He is concerned about having to match something that is really old, such as stucco. Brixius said there could be a list put together. Sippel wonders if the commercial design standards should be revisited for residential because he doesn't see diverting from that by much. Reinhardt likes the words compatible and or complimentary materials. Hoffman doesn't like the pole barn look either but there are some new designs using metal components. Brixius wonders about keeping in character of the neighborhood. Hoffman thinks this should be limited to siding and not refer to roofing materials as steel roofing is becoming popular. Brixius said there is a list within the residential district that can be utilized in conjunction with going with the 30% impervious surface. He wants Pearson to look at this and perhaps come up with a list of options; it could be a grass swale, it could be a rain garden. Hoffman wonders if the size needs to be defined. Brixius said this would be based upon the quantity of stormwater runoff and the city engineer's review. Hoffman would like to see some standards set with this. He said it might create problems if one neighbor has to put in one size garden and another required to put in another. offman is concerned about percolation because a required rain garden could just end up being a mMosquito pond. Hoffman said he believes that's why the 30% rule is in effect and Brixius said it's a Shoreland rule and the uniqueness of Spring Park's lots. Brixius said this isn't ready to go to public hearing. He said he'll put together a draft ordinance so it can be reviewed. He believes it won't be ready for public hearing until March. 2. PUBLIC WORKS FACILITY a. Staff is asking for feedback from the council regarding their thoughts on continuing the lease indefinitely or restarting negotiations for purchasing a more permanent facility for public works operations. Past memos from staff regarding site options are included. Reinhardt said when renting Norling's space it alleviated some pressure and it's coming up once again to keep this on the radar. She said when it first came up in June and July, it was urgent. Tolsma said the TCE's and the streetlight projects took precedent and they are now bringing this back for further feedback. He said previous options were the old SuperAmercia site and the property next to city hall. He said he thinks both are still options. Tolsma said if there is interest in pursuing this, he would be interested in exploring the scope of the project. He said this is being picked up where it left off. Tolsma said Goman has been in the leased building for a while and he might have some comments. Sippel said there is no new information in this packet. He said what he would like to see is estimates for renovating the SA site versus a tear down. He said he thought he remembered the neighboring site as being dismissed. Goman said he met with three contractors last October. He 4wid a broad scope was developed for both properties. He said based on the broad scope, the isting SA property they are looking at a remodeling cost of approximately $500K, a design/build. He said that doesn't include land acquisition costs. Reinhardt asked for a report from a contractor 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 E showing these rough numbers. Goman said he also got two other companies to discuss this. Ebert, Gail Schutte and Pheasant Hills. Goman said both bids came in at $500, 000 for a remodel and to Dar it down and rebuild it's $600,000. Goman said when looking at next door property, the costs ould double due to the site preparations and elevations. Goman said 2400 square feet is the size being talked about as it's the size of the SA space and what is in the city hall underground space now. Hughes asked Goman what he likes at Norling's and what he dislikes. Tolsma thinks what should be asked is what do we want and what do we need. Hughes said he's leary on the design/build. Goman said he likes Norling's location as it's easy access from the county road. He said what he doesn't like is they've been shifted over to the other side per the agreement during the winter months. Goman said it's difficult to work on equipment without jockeying equipment around. He said the depth of the building isn't adequate right now. Goman said there's no computer access and that's not a big deal. Reinhardt asked if Norling needs to get the internet connection and Goman said yes. He said there's an exterior bathroom and you have to walk outside. He said these are temporary. Sippel said maybe not and Reinhardt agrees. Goman said he recognizes this. Goman said the structure won't work, even when reconfigured. He said there is a lean-to and there is Norling equipment stored there so there is a lot of jockeying around. Goman said the drawback to having just the one side is site access to the back side. Hughes said nothing can be done anyway because of the lease. Tolsma said the lease is up in June and then it goes in three months increments. Sippel said his original thought was he didn't want to throw money away on a lease but now he's heard the sticker shock. He said maybe we can take over the entire building with a lease renewal. Bren agrees that a scope of the needs and the building 0 eds to be framed and discussed. Bren thinks "What's Needed" needs to be defined. Hughes said �(e thinks a list of space and functions needs to be defined. Bren thinks future needs should be defined as well. Bren asked about the mowing and continuing with a part-time helper or contracting out the mowing services. Goman said a subcontractor has been used in the past and he's not in favor due to costs versus having a part-timer which was much more cost efficient. Sippel said there are pros and cons to this. He said it might be more cost efficient to contract out versus having all kinds of equipment to maintain in order to accommodate parks and ballfields. Goman wonders about getting rid of public works. Goman said he's heard talk about merging. Hughes said if we merge with Orono, this city will look like Orono and he's concerned with the way things look. Tolsma wonders if the council is still interested in pursuing a permanent facility. He said it's difficult. Maybe a wish list should be put together and examined. Tolsma said if the council isn't interested in a million dollar facility, then maybe they should pursue the Norling lease further. Bren wonders if a new facility would have to go on a voting ballot for referendum. Reinhardt said she isn't totally sure. Hughes thinks this should be reactivated. He thinks it should be done right. Hughes believes more in tearing down the SA site and building what is needed. He's also interested in the Norling's building. Sippel thinks we are a long ways away from purchasing a property. He said if we're paying $2000 a month, that goes a long way in financing something. Tolsma said a lot of the problems stemmed from the tractor and getting rid of it. Goman said consideration should be given that they are now working out of two separate locations. Everything under one roof is a lot easier. Goman is in favor of having further discussion with Norling. Hughes asked about mold issues. Goman said nothing has been done since they've moved out. Hughes thinks that needs to be addressed now. Tolsma said what he's hearing is to make Norling's work for now. If there are some changes, they can work that out. He aid they will look for accurate numbers for the wish list and go from there. 40 3. LIQUIDATED DAMAGES 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 a. Paul Pearson will recap recent discussion with Granite Ledge regarding liquidated damages and will provide the council with options for moving forward. earson said he spoke with Tolsma and an update was decided on. As a recap, Pearson said GLE Granite Ledge)) was obligated by the contract to complete the work by the end of August. On September 10th, the majority of work was completed. Pearson said $400 a day can be assessed so if using the September 10th date, that would be 10 days at $400 or the November 1st date, when they installed the stoplights, for 60 days. Pearson said that was decided to be a little too harsh so negotiation was decided upon. Pearson said he contacted Ron Brown and the response was they worked very hard in completing the project. Pearson said the council recommends a good job was done and they were respondent but the problem was being held up by the supplier. He said he then sent an e-mail outlining the deduction and why it's being argued. Pearson's memo states that in the manual the "...delays of the supplier will be deemed to be the delay of the contractor. " Pearson said the response from Granite Ledge was they feel at no time were the delays due to GLE's due diligence. He said these were beyond their control. He said the spec type was dictated by the city of Spring Park and they feel they don't have any control over this. Pearson said US made materials were specified and MillerBernd is the only one who could provide that. Pearson said he recalled email correspondence and the davit on the arms at the signals caused the delays. Pearson asked Ron Brown why this delay occurred and who's responsible. Brown said the delay in the davits is US Architectural missed the forecasting for the davits and the order went through for just the light poles. Pearson said staff talked and if liquidated damages are assessed, can it be passed on to US Architectural. Pearson said he phoned A 1 Electric and when discussing this, Wawas told when a purchase order is received to pay for the product and it's been paid, there is no y to go back and collect. Pearson wonders if GLE bears the brunt of this cost. Pearson said the Admin Committee was consulted. Reinhardt said the Admin Committee felt they didn't want to be jerks over $12,000. He said there is still a warranty period and it was wondered if an extended warranty could be asked for. Pearson said there is a pay request number two and he has brought this tonight. Reinhardt asked if the pay request will be in front of the council at the next meeting and was told yes. Sippel asked if we're already retaining 5% of the total contract. Sippel said if we're talking about $12K and we're retaining $20K. Pearson said in the final request the 12K would be deducted. Sippel suggests an extended warranty or a couple of spare poles and lights so in case someone hits one, the city doesn't have to wait. Reinhardt likes the idea of getting a couple extra poles versus the 12K. Hughes likes the option. Pearson said he thinks they would like the extended warranty. Goman says two poles, one light and one year extended warranty. Beck reminds that there is still 12K that could be withheld and they probably won't litigate for 12K. 4. MISCELLANEOUS Hughes said he's been against the new fire truck being proposed by Mound Fire but a new element has come in. Hughes said Mound's Chief Pederson said Maple Plain Fire has staffing trouble during the day. Hughes has softened his stand on buying a truck but he believes in buying a used truck. He 16 mks that's worth pursuing. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 PC Reinhardt thinks the second meeting in February should be still be on the calendar. She said it was always canceled when Rockvam was mayor because he was gone at that time. She thinks there is Spough going on that a meeting is necessary. 9:52 pm adjourned. • • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 9 SPRING PARK On Lake Minnetonka CITY OF SPRING PARK CITY COUNCIL AGENDA FEBRUARY 3, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from January 21, 2014 b. Work Session Minutes from January 27, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-08: WeCAN Support for CDBG Application 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator • i. Liability Waiver ii. Orono Comprehensive Plan Amendment - Request for Comments c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. February 12 — Administration Committee — 1:00 PM b. February 12 — LMCD — 7:00 PM c. February 12 — Planning Commission — 7:00 PM d. February 18 (Tuesday) — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) 16.ADJOURNMENT • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRIMG PARK On Lake 31 inneton a CITY OF SPRING PARK CITY COUNCIL MINUTES FEBRUARY 3, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 pm. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Bren makes a motion and Williamson seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from January 21, 2014 b. Work Session Minutes from January 27, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS a. Resolution 14-08: WeCAN Support for CDBG Application — • Reinhardt explained this is support for a grant application. She said it's an organization that helps those in need. She said it's not money coming from the city it's coming through a consolidated pool from the county. Williamson makes a motion to adopt Resolution 14-08 and Hughes seconds. Williamson said these dollars don't come from tax dollars and it's a consortium of communities to combine resources for area -wide benefit. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt has nothing. • Hughes has a small presentation from the HC Sheriff Department to the LMCD. He said vehicles through the ice for the 2012-13 season, 23 of 25 were on Lake Minnetonka. He said the figures in the presentation are representative of weather driven days - nice days and not nice days. Hughes said the number of hours are for calendar years and the HC Water Patrol on Lake Minnetonka has increased their hours year round. Hughes said citations are down and this is also weather related for Lake Minnetonka. He said the last slide is illustrative of the number of safety presentations county wide. Hughes said lastly there are three air boats, one being an 18 foot air boat dedicated to Lake Minnetonka. b. City Administrator i. Liability Waiver — Tolsma said this is an annual statutory liability waiver form. He said traditionally the council elects to not waive the statutory limits. This includes a memo from the League explaining the limits in place. He said the City's excessive liability coverage is two million dollars and it's a nice safety net for the city. Williamson moves to select the option that the city does not • waive the monetary limits of municipal tort liability and Hughes seconds. All votes ayes, motion carries. ii. Orono Comprehensive Plan Amendment - Request for Comments — 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 Tolsma explained the City of Orono requests adjacent jurisdictions to review their recent Comprehensive Plan amendment regarding the Lakeview Golf Course rezoning to rural residential. He said this is an opportunity for comment. Tolsma said he asked Brixius to share comments and Brixius feels Spring Park is unaffected by the changes they are proposing and doesn't need to comment. This is not due until March so it can be delayed or it can be submitted back. Williamson said it's a two part project, one being in Minnetrista and one being in Orono. He said Orono made a mistake by not keeping an eye on the Comprehensive Plan with anticipated changes because the Comprehensive Plan trumps the zoning. He said now this development proposal has come forward so it effects a Comprehensive Plan change. He wonders about 55 private wells being proposed and whether that has projected future impact on the water table and the aquifer. He said there is no sewer problem as each property will have their own private system. He said traffic shouldn't be significantly different between the golf course and the new development. However, he is concerned about the water quality and would like affirmation in the record that there will not be a negative impact. He wants to delay this to a future meeting. Reinhardt asked Tolsma to follow up on this concern. Williamson said there is a conflict of interest because Brixius is working with Orono on this Comprehensive Plan amendment. Sippel said he also shares these concerns and the lack of metro sewer connection in that close proximity to the lake. He wonders if the city could recommend the development be connected to the wastewater treatment facility. Reinhardt agrees with both concerns and feels the same. c. City Engineer — Nothing. d. City Attorney — Nothing. e. Utility Superintendent — Nothing. 12. UPCOMING MEETINGS & TRAINING a. February 12 — Administration Committee — 1:00 PM b. February 12 — LMCD — 7:00 PM c. February 12 — Planning Commission — 7:00 PM • d. February 18 (Tuesday) — City Council — 7:30 PM — Reinhardt said it's noted there might be some council absences for this meeting so there is concern about a quorum. Williamson said he wonders about canceling the second meeting in February and post the work session instead. Reinhardt agrees. Williamson makes the motion to cancel the February 18th council meeting and take up any business at the following work session. Reinhardt seconds. All votes ayes, motion carries. 13. UNFINISHED BUSINESS — None. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes makes a motion and Sippel seconds to pay the bills. Sippel asked about bids for hanging flags and banners. He said he's amazed every time. Williamson said there have been times in the past when they've borrowed Mound's equipment. Williamson agrees it's a lot of money. He said they've tried to combine put up and take downs together. Reinhardt agrees that this should be bid out. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) 16.ADJOURNMENT — Williamson makes a motion and Hughes seconds to adjourn at 7:51 pm. All votes ayes, motion carries. Wendy Lewin, City Clerk • Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 • February 18th (Tues) meeting 0 canceled 0 SPRING PARK On Lake Yinne 1. PUBLIC WORKS LEASE a. See attached staff memo. CITY OF SPRING PARK WORK SESSION AGENDA FEBRUARY 24, 2014 — 7:00 PM SPRING PARK CITY HALL 2. WATER METERS a. See attaGhed staff me Coming on Monday. 3. LIFT STATION #5 a coo attached staff .,,o.,,,,. Coming on Monday. 4. LORD FLETCHER'S MUSIC PERMIT a. For their 2014 live music permit Lord Fletcher's is requesting the city to allow live music from noon — 9:00 p.m., a significant increase over last year's permit which allowed live music from 6:00 p.m. — 9.00 p.m. Thursday & Friday (unamplified) and 3:00 p.m. — 7:00 p.m. Saturday & Sunday (amplified). Staff is asking the council for feedback on the 2014 permit application. • 5. PRES HOMES CONDUIT FINANCING REQUEST a. Pres Homes is preparing to refinance the debt from the 2010 project at their Spring Park facility and have again asked if we would be interested in assisting with conduit financing for $9.3 million. Using the same fee that was used last year (1/8th of 1% the city would net $11,625. See the attached memo from Catherine Courtney of Briggs & Morgan. 6. MISCELLANEOUS 7. INFORMATIONAL ITEMS a. Planning Commission Applications b. Gillespie Center Financial Report c. Mound Fire Department Press Release d. Mound Fire Department January Report e. Building Stronger Families & Community Relationships Public Forum 0 SPRING PARK CITY OF SPRING PARK WORK SESSION MINUTES FEBRUARY 24, 2014 — 7:00 PM SPRING PARK CITY HALL On Lake Y nneton a Attendance: Reinhardt, Hughes, Bren, Sippel, Williamson, Pearson, Beck, Tolsma, Lewin, Goman 1. PUBLIC WORKS LEASE a. See attached staff memo — Tolsma said the council direction was to pursue investigating whether it would work at Norling's. Tolsma said Norling is very agreeable with this arrangement. Tolsma said big ideas got thrown around but it was decided to start small and figure out what is needed. Tolsma said a list was created including immediate improvements and a timeline. He said some of the costs have been assigned between the city and Norling. He said costs are around $10-15,000 and it includes mold mitigation at city hall. Tolsma said he thinks the costs can be spread out to different departments in the budget. Tolsma thinks Norling is looking at a three -five year lease. Hughes asked about long-term improvements and drainage in the cold storage and he wonders if that's at Norling's or City Hall. Tolsma said the exterior drainage of city hall is under the immediate plan. Hughes asks about the lift hoist and Tolsma said one is the overhead and the other is a floor hoist. Reinhardt asked what the floor lift would be used for. Tolsma said it probably wouldn't be used but it's already in place at Norling's. Sippel said he had the same • questions. He said the pictures on the overhead help to explain things. Tolsma said if the council is in favor, they'll meet further with Norling and look for drafting a long-term lease. Sippel said he thinks items need to be prioritized and what Norling is going to pay for. Hughes thinks lighting upgrades should be sooner rather than later. Beck said she thinks the list should be gone through to determine what's wanted because now's the time to negotiate the deal. Things that stay in the building should be Norling's cost. Reinhardt said maybe the list can be refined and some cost estimates gotten. Hughes and Sippel would like to see the rent stay the same and stage the improvements. Beck recommends better cost estimates and then amortizing the costs into the lease. 2. WATER METERS a. See attaGhed staff me Coming on Monday. Goman apologizes the memo wasn't in the packet but he was diverted to the snow emergency. He said this would finalize the cross over from the hand-held system to a total radio read. Goman said there are 345 services, commercial and residential. He said some are done radio (216) and 129 have to be physically read. He said of the 129 there are some that have multiple water meters (LF Apartment - two) but one radio read covers both meters. Goman said they've been budgeting for this for several years. He said a rough cost is about $14,000 to finish the change out. Goman said right now, between the two systems, with good weather and no distractions, it takes two work days. Reinhardt asked where the $10,000 allotted in this year's budget is located and Goman said under the water department. He said this has been factored into several past budgets and it includes meters and supplies. Hughes asked Goman • if he would still have to drive around versus having the system on the water tower and' Goman said it would cost around $100,000. Williamson asked where the power comes from and Goman said it comes from the hand held unit and it's good for 20 years. He demonstrates a 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 radio read. Reinhardt said this should go on a council agenda in order to vote on this. Williamson asked about the age of the reader meter and the fact that it's no longer supported. He wonders how long this will last. Goman said they've purchased a new hand held and the • software that goes with it. He said they are borrowing the equipment to ready the 129 units and they are local. Goman said City of Mound, Tonka Bay, Minnetrista, St. Boni have this setup. Reinhardt asked why we're borrowing when we bought a new handheld. Goman said because they're not supported, they no longer have the machine to read. Reinhardt asked so when this is changed over, Goman should be able to just drive around in about an hour and have all the meters read and he confirmed. 3. LIFT STATION #5 a coo attached staff .,,o.,,,, Coming on Monday. Lord Fletcher's Apartments. Goman said last fall during budget discussion and doing projects, LS #5 came up. He said an engineering proposal feasibility was received to about $11,000. He said life expectancy of the lift station was discussed and there are photos. Pearson had an independent testing firm do a condition assessment of the existing structure. Goman said the other LS's previously done did not have the structural analysis done. The new structure would be a concrete structure, precast and fitted together on the site. Hughes asked about a permanent generator being installed and Goman said it's being requested. Sippel said he recalls soil borings were done for lift two and wondered if this was included and Goman said no, that was different. Williamson said it's worth getting the soil borings because of past experience with LS#6. Sippel agrees that this should be done. Goman said a feasibility study wasn't done for LS#2. Reinhardt asked for next step options. Williamson said feasibility will help to figure out what to do. He said if they are going to do the project it might not be necessary to do the feasibility study and instead start engineering it. Timing and scheduling is • discussed and August and September could possibly be the construction time. Williamson is concerned about bid strategy and doesn't want to pay if contractors aren't hungry enough. Sippel thinks it should be shovel ready and then go from there. He said bids can be gotten and figure out from there. Reinhardt said this should be put in front of the council at the next meeting for a vote to skip the feasibility and go to the engineering and move this forward. 4. LORD FLETCHER'S MUSIC PERMIT a. For their 2014 live music permit Lord Fletcher's is requesting the city to allow live music from noon — 9:00 p.m., a significant increase over last year's permit which allowed live music from 6:00 p.m. — 9:00 p.m. Thursday & Friday (unamplified) and 3:00 p.m. — 7:00 p.m. Saturday & Sunday (amplified). Staff is asking the council for feedback on the 2014 permit application. — Reinhardt said they were surprised about the change in music hours and were concerned about this change. Reinhardt said she talked to Tom Emer today and it was clarified it wasn't an increase in amplified music hours. Emer said he misread the form and quoted the wrong hours. He said nothing is changing from last year. 5. PRES HOMES CONDUIT FINANCING REQUEST a. Pres Homes is preparing to refinance the debt from the 2010 project at their Spring Park facility and have again asked if we would be interested in assisting with conduit financing for $9.3 million. Using the same fee that was used last year (1/8th of 1% the city would net $11,625. See the attached memo from Catherine Courtney of Briggs & Morgan. — Reinhardt said Pres Homes is refinancing the bond for the SP property and asking the city to be a conduit and fees would be collected. She said this was discussed at Admin Committee 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 and it was decided to bring it to the council. Sippel said the only concern is if the city was going to bond and the limits placed on that. Tolsma said there are ways around that, if necessary. Tolsma said this was recently done so it's pretty fresh. • 6. MISCELLANEOUS — • Reinhardt said she went to a meeting with local mayors regarding the proposed scenic byways. She said this is very early and preliminary. She said there were a lot of questions and not a lot of answers. • Reinhardt said Rockvam contacted her asking about banner poles on Sunset Drive in front of his business on six power poles to extend the Spring Park banners down to his business area. Goman said some cities have these already and pictures are requested in order to get an idea as to what they would look like. Goman said for the six poles, banner price is $55 and mounting hardware not to exceed $1000 per pole so around $1,000. • Sippel said too much salt and Williamson said he feels not enough. Goman said they can't get salt anymore. He said he's talking to others about salt/sand combination. Sippel said he observed a heavy layer being set down, which was okay, but then they came by two more times. He thinks it's excessive. • Hughes wonders about cost savings data for the new street lights. 7. INFORMATIONAL ITEMS a. Planning Commission Applications — Reinhardt said two applications came in and wondered about doing interviews before the next council meeting. Reinhardt thinks about ten minutes each and schedule a 7 and 7:15 pm for the interviews. b. Gillespie Center Financial Report - c. Mound Fire Department Press Release — Hughes said Pederson is good about getting is extra funds and this application for Save the Lake was well written and efficient. He said it was super thorough and congratulations should be mentioned. d. Mound Fire Department January Report e. Building Stronger Families & Community Relationships Public Forum — Reinhardt said this is about domestic abuse and will be at the Gillespie Center. Reinhardt said because of the cancelation of the second meeting in February, there are some claims to be approved. Hughes said going back to when he was on the Planning Commission he was concerned about the Planner's charges of $800 for the Black Lake Road variance. He said the city doesn't recover their costs in these detailed analysis. Sippel said if we were to exercise the option, there should be a limit on what the city would be charged back for planner fees. Hughes makes a motion and Sippel seconds to pay the bills. All votes ayes, motion carries. 0 Wendy Lewin, City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK CITY COUNCIL AGENDA MARCH 3, 2014 — 7.30 PM SPRING PARK CITY HALL On Lake Wi 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from February 3, 2014 b. Administration Committee Minutes from February 12, 2014 c. Planning Commission Minutes from February 12, 2014 d. Work Session Minutes from February 24, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. Donna Smith — Gillespie Center 9. PETITIONS, REQUESTS & APPLICATIONS a. Resolution 14-09: Variance Application 2301 Black Lake Road 10.ORDINANCES & RESOLUTIONS a. Ordinance 14-01: Accessory Structure Moratorium * 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council i. Orono Comprehensive Plan Amendment - Request for Comments ii. Appoint Planning Commissioner b. City Administrator 0 Water Meter Radio Read Project Authorization c. City Engineer i. Lift Station #5 Engineering Authorization d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. March 12 — Administration Committee — b. March 12 — LMCD — 7:00 PM c. March 12 — Planning Commission — 7:00 d. March 17 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. AIS Symposium 16.ADJOURNMENT 110-LTA I& 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK CITY OF SPRING PARK CITY COUNCIL MINUTES MARCH 3, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake 31 inneton a 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Attorney Beck, Engineer Pearson, Planner Brixius. 4. PLEDGE OF ALLEGIANCE - 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Williamson seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from February 3, 2014 b. Administration Committee Minutes from February 12, 2014 c. Planning Commission Minutes from February 12, 2014 d. Work Session Minutes from February 24, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS —Reinhardt said the Gillespie Center will reschedule at a later date due to a conflict. a. Donna Smith — Gillespie Center • 9. PETITIONS, REQUESTS & APPLICATIONS — a. Resolution 14-09: Variance Application 2401 Black Lake Road Reinhardt said the Planner will give a report then there will be questions of the applicant. Brixius said this property had come before the council in 2003 to replace an existing home. He said in 2003 the original building had a tuck under garage and it was decided to convert that into living space. He said in 2006 a petition by the property owner came before the council to add a detached garage to the property. This variance was denied as it was deemed to be a hardship created by the property owner. Brixius illustrated the garage being proposed tonight. He pointed to rain gardens being proposed and said this has been reviewed by the city engineer. He also said variance criteria has changed since 2006. Brixius said the rules for variance have been changed by the state and the state statute now reads a determination if the use is reasonable within the context of the neighborhood and are there practical difficulties to meet the code requirements. Brixius said one condition is if it's consistent with the comprehensive plan and Brixius said modernization is encouraged. He said shoreland protection is required and this has been addressed with this application. Brixius said most Black Lake Road homes have garages and he noted R1 and R2 setbacks are identical. He said the request is not out of character with the neighborhood. Brixius said most properties on BLR have variances on the street side and the lake side. He said at one point in time variance was disallowed if the hardship was created by the property but now it's different. 18 Brixius said the site is undersized and the applicant is asking for a 22 x 22 garage. He said the placement of the garage is outside the easement, there will be a slatted deck and rain gardens for storm water treatment. Brixius said the total proposed floor space is under 1000 square feet for both floors. He said street setbacks are averaged and a variance is not needed for the garage on 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 the street side. Brixius said there is a 20 foot clearance from the garage to the street providing room for a parked vehicle. •Brixius said the variance being requested is the setback from the lakeshore from 50 feet to 35 feet. Brixius said the garage is consistent with the surrounding area and the impervious surface is being reduced. Brixius said a landscape plan will be requested in order to soften the lakeside fagade and a restoration plan upon completion. Brixius said the PC reviewed this and felt it met the criteria for variance. He said the conditions are identified. Brixius said the PC recommends approval. Sippel asked about the improvements to make it attractive for sale. He is concerned the next property owner may take the rain gardens out and wonders if this will be recorded with the property. Brixius said the variance is recorded and the conditions can be recorded with the variance and Brixius would incorporate that into the resolution. Williamson said enforceability has proved be difficult. He said it's one thing to make promises but wonders what the insurance is. Brixius said there can be stipulations that everything has to be approved per the plan. Brixius said for future maintenance, there are always the concerns things change. He said it then becomes an enforcement procedure and administrative enforcement would be necessary. Reinhardt asked property owner Fadell to speak. Fadell said he thanks Brixius and Hughes for crafting this final plan. He said the past history is two young guys bought this older lake cabin and took a risk to reinvest in the property and rehab what was there. He said Graham Neve was a partner in this and he lead the original variance request and he didn't really take part in that. Fadell said he's now wiser as time has gone on. Fadell said the slope of the driveway is an extreme hardship. He said he needs an all terrain vehicle just to get out of it. Fadell said he's •looked at the comprehensive plan and is hoping he is granted the opportunity to bring this property into modern times where a garage is considered a necessity. Hughes said he has lived next to Fadell for 11 years. He said he's voted on the past two applications and this is by far the best plan he's seen from a practicality. He does have some concerns however. Hughes wonders about a cleaner designation of the side yard. He said he wants to avoid future problems with property line disputes. Brixius said there it can be stipulated that verification of property lines and monument locations need to be identified or replaced. Sippel said he remembers this from previous and he believes the applicant has addressed all their concerns and it's a good plan. Hughes said he still has a concern about the variance from the 50 foot lakeside setback. Reinhardt said she was pleased as well to see how this has evolved. She too is concerned about the less than 50 feet from the lakeshore. She feels the reasons are solid that have been presented. Hughes asked about who would do the work on this. Fadell said the house is for sale presently. He said it doesn't work for his size of family anymore. He said if the house is sold he doesn't know who would actually do the work. Hughes said he's concerned about the quality level if Fadell doesn't do the actual contracting. Brixius said two more conditions could be added, the applicant will record the variance conditions on the property title and the rain gardens are part of this approval and be maintained and the applicant shall locate and identify the south property monuments. Reinhardt asked about how long a variance is good for and how soon must they act on this. Brixius said it's approved for a year and if work is commenced, it must show continual progress according to the building permit process. Brixius said Fadell needs a building permit and engineering elements need to be • verified. Williamson said he has witnessed this property come in front of the council several times and he thinks it's been managed as well as humanly possible. He said a garage has always been an on- 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 3 going issue with this property. Williamson is concerned about the conditions being met and especially with a subsequent owner. He said now there is potentially a downgrade in the standards approved. He said the biggest issue is the lakeshore setback. He said dealing with the •topography, considerations have been accounted for. He said this can be a problem anywhere within the watershed. He said one of the solutions has been to increase the setbacks. However Spring Park appealed to the DNR to allow for 50 foot setback versus the 75 foot setback suggested. He said Spring Park did get approved for 50 feet due to the already existing non conforming lots. Williamson feels this is a radical reduction from 50 feet to 35 feet. Brixius said the model shoreline setback couldn't be met. He agrees that the setback intent provides for stormwater treatment and it makes for separation. However, he said when looking on either side of Fadell, it's not out of character in the neighborhood. Brixius said to counteract the lakeside setback the impervious surface is being improved and so many improvements have been factored in compared to what is currently in place. Brixius said there are Shoreland filter strips being designed for this property and it's all that can be done with the existing property. Williamson wonders what will the standard be applied to another property. Brixius said the circumstances are looked at, determination made if it's a reasonable use, if it's within the character of the neighborhood and if it is an investment into the property and the city as a whole. Hughes asked Fadell about raising it to street level and proper grading. Fadell said the slope will be done properly. Reinhardt moves to approve resolution 14-09 for construction of a detached garage with the addition to record the variance on the title on file with the county and the condition the rain gardens are always maintained and the south side property line monuments are verified. Sippel seconds. Hughes comments on the wording of the resolution under item #3. •He wonders about the 50 foot setback to the lake and not including the front yard setback. Brixius said this is one of the findings. He said they are compliant with the street side. Hughes makes a friendly amendment to Resolution 14-09 under #3 to strike the rest of the sentence after ...shoreline setback. Reinhardt is okay and Sippel is okay with that friendly amendment. Hughes said he's concerned about the 50 foot shoreline setback encroachment however he said he's researched previous requests and has noted he doesn't see Fadell's name mentioned in those previous documents so he has softened his feelings on this. Sippel, yes; Bren, yes; Hughes, yes; Williamson, yes; Reinhardt, yes; Motion passes unanimously. Brief break taken 8:27 pm 10.ORDINANCES & RESOLUTIONS a. Ordinance 14-01: Accessory Structure Moratorium — Reinhardt said the city is under an accessory structure moratorium. Background information is the initial expiration date is being approached. Tolsma said he and Beck have been working on extending the moratorium. He said it's more complicated and it requires a public hearing. He said the moratorium will expired on the 14th and the council meets on the 17th. He said if the council works from the PC's recommendation they will have something to work from. He said he would recommend adopting the ordinance and getting it on the books and it can be reworked after that. Tolsma said the public hearing is scheduled for March 12th and he said there is a draft ordinance that will be ready to move forward. Williamson wondered if commissioners are still divided two to two on the square footage size. Williamson wonders why this has become so complicated. Beck said what's odd is a public hearing was not necessary to adopt the initial moratorium. She said it specifically says in order to extend an interim ordinance, a public hearing is necessary and it can • only be extended for three years, none of which probably technically applies. Beck said a different moratorium could be adopted as the first one was for study purposes. She said by resolution another interim ordinance could be adopted to get through it. Sippel said his primary concern was a conditional use within a residential neighborhood and he thought that was taken away. Beck 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 N thinks the PC has scheduled a public hearing on an amendment of the zoning ordinance so a new interim ordinance moratorium could be established. Williamson asked if this is a parallel. (Beck is asked to draft some new language while the meeting continues.) Beck said she has drafted some Islanguage while the meeting has continued and she has adjusted the current resolution as minimally as possible. Beck wonders about 45 days and said she may recommend a specific date instead of days. Hughes thinks 60 days or April 30th makes the most sense. Hughes makes the motion and Williamson seconds for a new interim ordinance for accessory structures in excess of 1000 square feet through April 30, 2014. Motion passes four to one, Sippel votes nay. Motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council i. Orono Comprehensive Plan Amendment - Request for Comments — • Reinhardt said this was discussed at the February 3rd meeting and there were some concerns about sanitary sewer and 50 new wells. Tolsma said the use of septic tanks was clarified. He said this development is outside of the MUSA service area and they aren't required to have sanitary sewer and the Met Council is not interested in amending the boundary. He said ideally they would like to connect to a water service and they are looking to connect with Minnetrista as Orono is not willing to extend water to that area. Brixius said Orono changed the land use designation from golf course to rural residential land use. He said adjoining communities get to comment on this comp plan amendment. He said all lots will be two acre buildable to insure property drain fields and they must meet standards. Brixius said this is consistent in what's occurring in the surrounding area. Reinhardt said the next step is to notify Orono. Sippel questions Musa not expanding the service area and wonders if this can be a requirement o the developer. Brixius said this • can't be required of them. It's decided that for the Met Council to bring sewer availability the density will be increased so the lake water can be affected anyway. Williamson is worried about unintended consequences. He is in favor of extending the Musa boundary in order to treat the sewage. He feels the return comment should be not approving but no specific objections at this time. Brixius said he thinks they're looking for comments. He said he thinks it's unlikely they'll pursue a Musa extension. He thinks it's reasonable to request exploration of joining Minnetrista for water. Bren asked about septic Mound systems and she feels they are much more efficient than what was in place in older times. Williamson makes a motion this council takes no position to Orono's change in their comprehensive plan. Hughes seconds. All votes ayes, motion carries. • Williamson said the LMCC can continue to operate under the preexisting franchise. He said the communities that left are no longer receive LMCC programming. ii. Appoint Planning Commissioner — Reinhardt said there were two applicants and interviews were conducted. Reinhardt would like to make a motion to appoint Gavin Tempero to the planning commission. Sippel seconds. She said there were two solid candidates and many times there is no one so it was nice to have a choice. Williamson makes a subsequent motion to appoint Pam Horton. Hughes said both individuals are highly qualified and either one would be an asset. He said he could vote for either one and both could bring something worthwhile. Reinhardt appreciates Tempero's history of living in the area, she likes the fact that Tempero lives on Lafayette Road and believes it offers a different perspective. Sippel said he's not familiar with a substitute motion. Reinhardt said she is looking for a second. Motion dies for lack of • second. Reinhardt said there is a motion and second to appoint Tempero to the PC. Motion passes unanimously. It is suggested to supply Tempero with the background material and ordinance book. b. City Administrator i. Water Meter Radio Read Project Authorization — 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 Tolsma brings this to the council as he wants an official record approving this and where the funds come from. Hughes said he thinks this comes out of the water fund. Williamson doesn't want to deplete the fund down so he wonders about splitting it. Williamson is suggesting $7,000 out of existing line item for meters and supply and the other half from the PIR fund. Sippel would rather see all the costs come under the same fund so the accounting is clear. Sippel moves to approve the $14,000 expenditure with the do nothing option and make a note to the auditor in order to track this. Hughes seconds. All votes ayes, motion carries. c. City Engineer i. Lift Station #5 Engineering Authorization — Pearson has put together some information to authorize the plans and specs. Pearson said there is a memo from MFRA describing the proposed project for Lift Station #5. He said there is evidence that the LS is deteriorating. Pearson said the existing structure would be replaced with a concrete structure, motors and pumps would be replaced, a valve manhole, a standby electric generator and a control panel and temporary pumping to provide service to the existing homes. Pearson said in March and April the soil borings and survey work will be completed. He said June would be plan date to present final plans and specs to the council, bids would be received by June 26th and provided to the council at the July 7th meeting. Pearson said if the bids are awarded, the generator and control panels would be ordered and construction would start in September and October and complete the project in November. He said estimated fees are given in detail breakdown. Civil $45,000 Electrical $5,000, geotechinal of $4,300 for a $54,300 total cost. Sippel wonders about a "to not exceed" number. MFRA said it's difficult to predict because of variables but if the city prefers a "not to exceed" they could do that for the design phase. Reinhardt said what's being authorized is the bidding and design phase and, if the council agrees, then it goes out for bids. Sippel said with previous projects and reserving the right to bond, he wonders if this happens now. Williamson said it can happen any time during the process of the project. Sippel makes a motion to approve the expenditure as proposed not to go past the bid phase and accept the not to exceed $14,483. Williamson seconds. All votes ayes, motion carries. d. City Attorney — nothing. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING a. March 12 — Administration Committee — 1:00 PM b. March 12 — LMCD — 7:00 PM c. March 12 — Planning Commission — 7:00 PM d. March 17 — City Council — 7:30 PM 13. UNFINISHED BUSINESS — Hughes asked for an update on the city inspector for nuisance properties. Tolsma said there is a draft agreement in progress and it will come to the March work session and it goes to the respective cities for approval. Tolsma said this is based on through the 2014 year but there is a budgeted amount. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Williamson makes a motion and Hughes seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. AIS Symposium — Reinhardt said there is a small fee that the city will reimburse. 16.ADJOURNMENT — Sippel makes a motion and Hughes secon to adjourn the meeting at 9:30 p.m. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK CITY COUNCIL AGENDA MARCH 17, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake 'Minnetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from March 3, 2014 b. Planning Commission Minutes from March 12, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. Donna Smith — Gillespie Center b. Greg Nybeck — LMCD 9. PETITIONS, REQUESTS & APPLICATIONS a. Lord Fletcher's Live Music Permit b. Port of Call 10.ORDINANCES & RESOLUTIONS • 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. March 24 — Work Session — 7:00 PM b. March 26 — LMCD — 7:00 PM c. April 7 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. February Fire Department Report b. Fire Department Press Release c. WeCAN 2013 Statistics 16.ADJOURNMENT • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 a 9 ✓i�I Z Let ;7� y "A On La 1. 2. 3. 4. 5. 6. 7. 8. • • �Idi CITY OF SPRING PARK CITY COUNCIL MINUTES MARCH 17, 2014 — 7:30 PM SPRING PARK CITY HALL CALL TO ORDER — Alternate Sippel called the meeting to order at 7:30 p.m. ROLL CALL — Bren, Hughes, Sippel. Reinhardt and Williamson excused. INTRODUCTIONS — Sippel introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Jeanie Brustad and Donna Smith from Gillespie Center, Peter and Tom Emer from Lord Fletchers Restaurant, Greg Nybeck, LMCD. PLEDGE OF ALLEGIANCE ADOPT AGENDA — Hughes makes a motion and Bren seconds to adopt the agenda. All votes ayes, motion carries. ADOPT CONSENT AGENDA — Hughes makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from March 3, 2014 b. Planning Commission Minutes from March 12, 2014 PUBLIC FORUM — No one. PRESENTATIONS & GUEST SPEAKERS a. Donna Smith — Gillespie Center — Smith said Jeanie Brustad, Gillespie Center president, is along. They want to report on the second year of financial support. She said they are growing their endowment fund and are here to thank Spring Park for their continued support. She said they like to be called the Gillespie Community Center. Brustad said she will give a short presentation of what they do. .Brustad went through a slide show about the activities that are supported by the Gillespie Center. She said there are programs that may evolve into learning classes. Brustad said there are several gardens at the facility and they are looking for assistance with the new garden. She said they have musicals and dances and they celebrate all the holidays. They have fund raising events, a golf tournament, and their special Festival of Trees which lasts several days and involves people of all ages. She said their goal is to raise funds and to match the endowment. Brustad said they have one staff member and many volunteers. She said there is collaboration with the schools, grandparents, quilting clubs and activities that interest all groups. She said upcoming there is a fashion show and an Easter egg hunt with St. Boni Fire Department. Brustad said Gillespie wants to say thanks for creating a community to live in for the present and the future. Donna Smith said Williamson is on a committee that oversees the ten year contract and Brustad said it's going successfully. b. Greg Nybeck — LMCD — Nybeck introduced himself and said there is a topic of importance to Lake Minnetonka and to commercial marinas on the lake. Nybeck said last September there was an informal meeting and they had discussion with the marinas about issues both current and future. According to Nybeck, marinas claim their property can be more valuable if they go out of business and sell to real estate developers but they feel marinas are very important to the lake. Nybeck said suggestions were to get something in writing to be presented at a later date. Nybeck said in February the commercial marinas came forward at a workshop. It was determined that commercial facilities could be described as yacht clubs, commercial transit facilities and marinas. He said they would like three changes; to allow a facility to construct 200 feet from 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 Fil the shore, special density licenses to be changed to greater density by providing public amenities and they may be looking for an exemption to this. • Nybeck said right now minor changes can be processed by LMCD staff but marinas are looking at greater latitude for approval at the staff level. He said there is unanimous support to consider the changes. The first group is commercial marinas, second is the yacht club and then commercial transits. Nybeck said they will be looking at impact if granting the requests. He said the action item for council direction is a proposed ordinance and a matrix will be provided to streamline aspects for consideration. He said they have to establish a process to consider ordinance amendments. Hughes asked what kind of impacts are affecting a city and he wonders about the 200 foot rule and allowing this. Nybeck said directly affected will be those who have special density licenses. Nybeck said it will vary from city to city. Sippel asked about Fifth Street Ventures and The Mist and what they are considered. Nybeck said they are considered to be legal non conforming. Nybeck said as part of their exercise they have to define what a commercial marina is and the difference between that and a place that is a commercial district but doesn't operate as a marina. Nybeck said typically the LMCD governs the water and the city would govern the land. Bren asked if these proposed changes would directly affect Spring Park. Nybeck said he doesn't see anything changing other than minor things. Nybeck said last November there was a boater safety course conducted as a pilot program. He said they will conduct this course in April and again in June and one in the fall. Hughes encourages those who have questions to call Nybeck at the LMCD. 9. PETITIONS, REQUESTS & APPLICATIONS • a. Lord Fletcher's Live Music Permit — Sippel said the permit application is the same as the past few years. He said hours and days remain the same. Sippel said random noise testing is done by a third party and it's done periodically. Tom Emer from Lord Fletchers steps to the podium and Hughes asked what Emer thinks is the best operating procedure. Emer said the rules haven't changed for several years after tweaking it. Hughes asked about the reaction from the customers and Emer said the response is positive. He said their deck is so large that guests can escape the music if they don't like it. Emer said Lord Fletcher's has their own sound tech so there is consistency with the different bands. Tolsma agreed and said it's worked well. Hughes makes a motion to approve and Bren seconds. All votes ayes, motion carries. b. Port of Call — Sippel asked if this is informational and Tolsma said the council traditionally makes a motion on this. Sippel makes a motion to accept the port of call application for the Bayview Charter Cruises to pick up guests at Lord Fletchers. Bren seconds. All votes ayes, motion carries. 10.ORDINANCES & RESOLUTIONS — None. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Bren said she went to the forum at the Gillespie Center on domestic abuse. She said she wants to thank everyone who participated and the help that is available and the information was helpful. She said Domestic Abuse, Sojourn and WeCan was in attendance. Bren said the next forum will be on marijuana use in the communities. Bren said as the Planning . Commission representative she wants to say they worked very well together on the accessory structure ordinance. Bren said Commissioner Mason mentioned the need to do more with the parks. Bren said the PC made suggestions for park improvements but it didn't go anywhere. She thinks the council needs to pursue the suggestions brought forward by the PC. She said new picnic tables and perhaps a walkway. Bren said the 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 planters on Shoreline Drive were mentioned and the request that Norlings put in more color for the upcoming year. Hughes said he remembers the park suggestions and he thinks it should go on the next work session agenda. Sippel said bids might be necessary but he doesn't think anything should be done until the drainage issue is solved. He thinks there might be drain tile that would be necessary. He said it's one thing to discuss it and another to take action on it. Bren wondered if the drainage was partially done and Sippel said the only drainage that was done was around the ball field and it continues to be a problem in the spring. • Hughes wants to once again thank Nybeck for attending tonight's meeting. Hughes wanted to once again mention the boat safety program Nybeck referred to. He said it was a fabulous day, there is no charge and participants will get a certificate. Sippel asked about marketing and Hughes said it's Save the Lake and it's the LMCD's program but through the DNR. b. City Administrator — nothing. c. City Engineer — nothing. d. City Attorney — nothing. e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. March 24 —Work Session — 7:00 PM b. March 26 — LMCD — 7:00 PM c. April 7 — City Council — 7:30 PM 13. UNFINISHED BUSINESS — none. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel asked about the bill from Bienek and wondered if this was the first bill we had received. Tolsma said they don't bill as frequently as they probably should. Tolsma said 2014 budget for snow removal is already maxed out so it will be interesting in the fall to see how bad this gets. Hughes wondered about revisiting what is done and how frequently. Tolsma said it can be changed at any time. Sippel said it would be helpful to see the guiding policy in place now and then they can look for changes at that time. Sippel wonders if it can be negotiated beyond time and materials and they base it more on the call -out factor depending upon the snow event. Hughes makes a motion and Sippel seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. February Fire Department Report b. Fire Department Press Release c. WeCAN 2013 Statistics 16.ADJOURNMENT — Hughes makes a motion and Bren seconds to adjourn at 8:21 p.m. All votes ayes, motion carries. We dy Lewin, City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK WORK SESSION AGENDA MARCH 24, 2014 — 7:00 PM SPRING PARK SPRING PARK CITY HALL On Lake 94innetonka 1. BANNERS, HOLIDAY DECORATIONS, & FLAGS a. See attached staff memo. 2. PRIVATE WELL a. See attached staff memo. 3. SHARED NUISANCE ENFORCEMENT AGREEMENT a. See attached staff memo. 4. LORD FLETCHER'S OKTOBERFEST PERMIT a. See attached staff memo. 5. MISCELLANEOUS 6. INFORMATIONAL ITEMS • a. 2014 Assessment Summary (double sided) • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK CITY OF SPRING PARK WORK SESSION MINUTES MARCH 24, 2014 — 7.00 PM SPRING PARK CITY HALL On Lake 9dinneton a Attendance: Sarah Reinhardt, Gary Hughes, Shirley Bren, Engineer Pearson, Attorney Beck, Administrator Tolsma, Clerk Lewin. Williamson excused. 1. BANNERS, HOLIDAY DECORATIONS, & FLAGS a. See attached staff memo. Reinhardt said there are some quotes and options from local installers. She said there is a schedule for putting up and taking down of banners. Sippel said he appreciates the investigating work but it isn't what he was looking for. He said hourly rates don't work. He wants an annual quote. Tolsma said that was pursued but nobody wants to bid it that way. Tolsma said there are variables involved but he doesn't know the specifics. Sippel thinks this is predictable. Beck said the current installer should know what this entails. Tolsma said if the council wants to hire it out, it should go for RFP and the only option will be for the job, not by the hour. Reinhardt wonders what could possibly vary. Tolsma said it's more than likely weather related. Winter and fall does take longer. Hughes would like to see more information in how they bill. He said he understands Dahlke sometimes is at the city working and he might not be charging the city until he's actually installing or changing out. Tolsma -iaid Dahlke has an informal style. He has older equipment and sometimes has trouble with it. inhardt asked about the equipment rental and whether it could be done by the city instead of hiring it out. Tolsma said Goman is pretty open to this as long as he has assistance. He is incapable of doing this on his own. Hughes said Goman has higher priorities that might pull him off the job. He is concerned about this and thinks his time could be better spent. Reinhardt wonders about a split direction, perhaps hiring out the Christmas decorations but renting something for the flags. Reinhardt asked about the schedule and perhaps make changes. Sippel said when looking at the schedule, it is coordinated quite well. He thinks maybe MLK day could be eliminated in January. Sippel said ideally in invoicing, he wonders about running reports on hours and other comments. He would like to see a year -over -year comparison in order to get accurate timing. He thinks this could be used for snowplowing and grooming sidewalks and make notations about it being a six inch event or a four inch event. Hughes said there are more poles now so it would be good to track this. Hughes also said the snow plow contractor used at his church really breaks the job down in terms of hours, equipment, etc. Tolsma said perspective contractors should be informed about the numbers of flags, decorations, poles and banners in order to bid it better. Sippel wants a better set of benchmarks in order to compare this. Reinhardt asks for council direction. Sippel and Hughes aren't in favor of Goman taking this on, they feel there are too many interruptions to make this work. Tolsma said invoices could be researched to see the breakdown or detail of the jobs. Hughes wonders what Dahlke gets paid in a year for his tree trimming and his installation. Tolsma said the city is Dahlke's biggest client. Tolsma said it wouldn't hurt to send an RFP out for a fixed rate. Reinhardt said there is some time 0-tween now and the next flag install and come up with a per pole cost and a general idea of the number of hours and do an RFP for a fixed fee or try another contractor. Pearson wondered about an hourly rate but a "not to exceed" number. Tolsma said some events aren't the same. He said with 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 Fil holiday decorations they're taking down and putting up flags. Sippel said that's why he thinks it should go as an annual rate. He said he would like to see at least a couple year's history from �ahlke for these events to break it down. Bren said she knows Dahlke and thinks he's honest, fair id good. Hughes agrees that Dahlke is conscientious about his work. Reinhardt said it's hard to know if Dahlke is charging it right or not until we investigate it further. Tolsma wondered about a fixed price for putting up holiday decorations, fixed for banners and fixed for flags. 2. PRIVATE WELL a. See attached staff memo. Reinhardt said it's been discovered that Norling has a private well. Apparently the issue for Norling is the chlorination in the city's water. Tolsma said Norling was surprised by this and not necessarily opposed to it but he had been using a private well at his old location and the city knew about that. He said he didn't think twice about a well at his new location. Tolsma said the chlorination is the problem with watering the nursery stock. Norling said if this was the only way, he would make it work but, if the scenario is to use municipal water, he wonders about the costs. Tolsma said it's hard to determine as he doesn't know how much water is being drawn from the private well. Sippel wondered about supplying pre-treated water and whether the water in the tower is treated. Tolsma said the water tower is the finished product so it's treated. Tolsma said one option is the council can make an exception due to the landscaping and charge him accordingly. Rienhardt is concerned about how this private well contributes to the city's TCE problem. She is looking for a professional opinion as to whether this is affecting the contaminate plume or not. Hughes asked if Norling's well could be tested for TCE. Reinhardt also feels that if we tell one business (Boomerang) they can't have a well, then Norling can't have one either. Bren said the argument that Norling had a well before shouldn't fly because he's now at a different location. Isma explained Boomerang's discharge going into the lake is being metered and they are getting a eduction from their sewer bill because it's not going to the sewer treatment plant. He said Boomerang is still asking about the water rate and their private well. Reinhardt asked if there is anything from the health department and Tolsma said nothing yet. Reinhardt said she would be open to modify the ordinance to irrigation if confirmation can come from the PCA or health department that this doesn't impact the public water supply. Reinhardt wants to move this along as it's lagged long enough. Sippel thinks it might be a good compromise if the city revisits industrial water rates and allow pre-treated water to be drawn from. Hughes wondered how many gallons Norling pumps because Goman said pumping numbers are up and the city might have to pay more. 3. SHARED NUISANCE ENFORCEMENT AGREEMENT a. See attached staff memo. Reinhardt said there is a draft agreement for nuisance inspections. Tolsma said he's looking for direction from the council after meeting with Mound's City Administrator, Kandis Hanson, Mike Wocken and himself. He wonders if these are agreeable terms based upon the practical way forward. Tolsma said Mound had some things they wanted to do differently such as a two hour minimum. Tolsma said he didn't like that component. Tolsma said Beck put this in a more formal format. Hughes asked about communicating this to the city and Tolsma said by newsletter. Sippel wonders if it's necessary. Hughes thinks it is because it's a marked squad and Mound uniform. Sippel wonders if this could turn around where the city is inundated with complaints about properties. Hughes said perhaps there can be some sort of paperwork that could be presented stating this is through the City of Spring Park. Reinhardt said she agrees that this could turn and this is really 0om plaint based. Sippel thinks the priorities should be very clear given the limited budget. He ners about derelict vehicles. Reinhardt said since it's complaint based, it will be filtered through city hall whether it's legitimate or not. Reinhardt thinks it might be okay to announce we are 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 contracting with the City of Mound for some CSO services. Sippel likes the paperwork idea. Tolsma said they are going to create a lanyard for the CSO to wear when he comes into Spring Park so there W11eabe identification. Hughes asked about the specific time and Tolsma said this is a pilot project for r and, if it works out, there might be a three year contract drafted. Reinhardt said perhaps the draft be forwarded to Mound for their comments. Beck said there is also a termination with 30 days notice if this isn't working out. Sippel said if there's only $5K being allocated, a lot of that could be burned up in administering this. Beck said this shouldn't be a problem and Tolsma said Wocken is used to keeping a log as he already has to account for job changes within his day. 4. LORD FLETCHER'S OKTOBERFEST PERMIT a. See attached staff memo. Reinhardt said the difference is this is a two day request. She said the music is from 2-7 pm. Reinhardt said even though it's stated there weren't any complaints, there actually were a few of them due to the noise. Reinhardt said one of the complainants used to complain about the summer music but has been happy with the changes made and hasn't felt it to be a problem for many years. However, they felt last year's Oktoberfest was too loud. Hughes said this should fall under the same noise considerations as their other music. Reinhardt said there could be a different set of regulations as the music is in a tent and it's out in the parking lot. Tolsma said the main focus is the neighboring property line and it's 65 decibels. He said the complaint from Sunset Drive using a handheld device, it was registering 95. Reinhardt said it would be interesting to find out what the city of Mound does for the Fish Fry and the Spirit of the Lakes. She wonders how they are approved and if they get complaints. Reinhardt said she is okay with this except limit it to one day. Hughes said if it's a popular band for an Oktoberfest event, would that band be better off going somewhere else where they can book for two days. Sippel doesn't think this will be the same band for back-to-back days. Sippel said if this is approved, Manny should be there for testing. Sippel said even though there is a nt, the flaps are open and people are going in and out. He said there really wasn't any buffer. He onders about acoustical tiling or something that would contain the noise. Sippel said he attended last year and it was loud. Beck said she would be happy to speak with Emer and state more intent is needed regarding sound abatement as there were complaints received. Beck said one of the conditions could also be the applicant pays for the sound monitoring and allows complete discretion in order to keep the decibel limit according to the ordinance. 5. MISCELLANEOUS — Hughes said between 16 and 17 fire stations responded to a house fire on Old Beach Road. Hughes said a command vehicle was brought in from St Louis Park. He said the fire was fought from 9 am to 4 pm. Hughes said when there is a large fire of this sort, many agencies respond. Confidential Material 'Tolsma said Farniok approached the city last week about a possible location for the SW Drug Task Force. Tolsma said they are interested in renting out the lower level of city hall. They would have some money to spend on the city hall. They need office space for about six offices. Tolsma said Farniok was told about the problems and Farniok is still interested. He said they like the privacy and the security of the building. He said they'd be in city from 10 am-5 pm. He said they would have parking in front. Beck recommends discussing what security measures could be put into place. Hughes thinks some questions should be asked regarding where they've been in the past, what's worked, what hasn't. Tolsma said he could invite Farniok to an Admin Committee meeting or maybe a work session and keep the minutes vague. 011 6. INFORMATIONAL ITEMS a. 2014 Assessment Summary (double sided) 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 0 Reinhardt said the open book meeting and sales data was included. She said the Open Book meeting will be April 16th and once the meeting is over the assessor will be invited to give an verview. Bren asked if the council needed to attend the Open Book and Reinhardt said no, only if ey had a specific concern. Sippel asked what is MCAP. Reinhardt said this is new. Meeting adjourned at 9:20 p.m. 1A, endy Lewin, City Clerk • Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK CITY COUNCIL AGENDA -0 6 APRIL 7, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Vinnetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from March 17, 2014 b. Work Session Minutes from March 24, 2014 c. Garbage Hauler Licenses 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS a. Lord Fletcher's Oktoberfest b. Red Ribbon Ride c. Minnesota Bound Crappie Contest 10.ORDINANCES & RESOLUTIONS • 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. April 9 — Police Commission — 8:00 AM b. April 9 — Administration Committee — 1:00 PM c. April 9 — Planning Commission — 7:00 PM d. April 21 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Building Permit Report 16.ADJOURNMENT LJ 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK CITY COUNCIL MINUTES APRIL 7, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7.30 pm. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck. Peter and Tom from Lord Fletcher's restaurant. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. Reinhardt suggests amending the agenda to move 9 b to 9c. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from March 17, 2014 b. Work Session Minutes from March 24, 2014 c. Garbage Hauler Licenses 7. PUBLIC FORUM - No one. 8. PRESENTATIONS & GUEST SPEAKERS - No one. • 9. PETITIONS, REQUESTS & APPLICATIONS a. Lord Fletcher's Oktoberfest — Tolsma explained last year was the inaugural event and according to Lord Fletcher's, it was a success. He said there is hope to continue this again this year and add a second day. He said the event will be similar to last year's event including a tent in the parking lot and a band. Tolsma said this was discussed at a work session and there is a little concern regarding a few complaints received last year. Tom Emer said it would be similar to last year with the music from 4-7 pm. Reinhardt said she is concerned about the addition of the second day. She said there were some noise complaints. Emer said October is a tough month for them and that day really helped boost their sales. Hughes asked about sound restrictions applied like usual. Emer said they did employ the same technician as they do for their summer events. Emer said last year the tent back flap was open and he would close that this year. Sippel said he was at the event and he noticed the flap open but wondered about other things that could be done such as insulating panels that would help with the sound control. Emer said he could check into sound mitigation. Emer said there will always be a few that will complain when in fact many more enjoyed the event. Hughes said two days of revenue might help with the extra cost for sound control. Emer said they could change the hours of the music and Reinhardt said that didn't seem to be the problem. Emer said he has two bands on hold right now. He said Martin Zeller is a performer that might be brought back. Williamson said he wants this to succeed as Lord Fletcher's has been a good business for the city. He feels there have been great collaborative efforts put forth to make sure things run well. Williamson said he thinks the addition of the Oktoberfest has been positive. He thinks it's a benefit to the community to have lively events versus industrial noise produced. Williamson said musical program conditions have been imposed and he'd like to see 0 me or similar apply to the Oktoberfest — those that are relevant such as decibel limits, security staff, frigeration noises and the like. Hughes said he would encourage some kind of sound abatement for the tent structure. Hughes makes a motion to accept the application for the Oktoberfest for the two day event as presented by Lord Fletcher's. Williamson seconds. Reinhardt asked about 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 conditions to apply. Williamson said the standards that apply to the musical summer programs apply also to the Oktoberfest. He said yet there are some inconsistencies that don't apply. Hughes said that was meant to be part of his motion. Sippel said, not as a condition, but *ggests Manny do the decibel testing for that day. He said it would be a good baseline for future omparison. He said there would also be recourse to ask that the music be turned down. Tolsma asked about the funding of Manny's testing. Sippel thinks one of the testing dates can be dedicated to the Oktoberfest event. Reinhardt said she wants to thank Williamson for refreshing the memory of the establishment of conditions. She said she is a little concerned but, if it works, it will be good thing. All votes ayes, motion carries. c. Minnesota Bound Crappie Contest — Tolsma explained the event is May 3d and there is an expectation of about 500 people. He said it might not be a council decision but staff thought it might be good to bring it to council's attention. Reinhardt asked for questions. Williamson said this is a weigh-in event. Williamson has no problem with this. He thinks this is a healthy thing for everyone involved. He makes a motion to approve the permit and in the future that staff, unless some unusual issue, can approve this administratively. Motion to approve the crappie contest permit. All votes ayes, motion carries. Hughes said this was the right thing to do to bring it to council staff. Williamson said this is probably more due to the size of the event. He said there should be something that says small, minor events can be approved and the dividing line could be discussed at a future study session. b. Red Ribbon Ride — Tolma said there was some followup done with the event organizer due to the application being vague. He said it's a charity event to benefit Aids and this is the first time they'd be coming through this area. He said they'd be riding from Waconia to St. Paul so Spring Park would be early in the day, 630-10 a.m. -ish. He said there are approximately 200 riders and some will dropout because this is three day event and some don't want to ride all three days. Tolsma said Minnetonka Beach denied the application so the route has to be rerouted. Tolsma said the conditions used for Tour de Tonka have been included as they are similar events. Williamson said this was applied and signed for by Gretchen Harris, volunteer route coordinator and he wonders if this is the proper person in authority to accept the conditions. Reinhardt said there is a second person listed on the application. Hughes asked if this is the first time they've ever staged an event like this, is there a track record established, would they have monitors at the crossroads and rest stops in place. Hughes said he wishes a representative were in attendance so questions could be directed. Reinhardt said if it's 200 bikers, that's lower than the Tour de Tonka so some of the conditions might not be applicable. She said trail etiquette would be appropriate to apply. She also wonders if road crossing monitors would be necessary and wonders if the police chief has a standard to base this on. Hughes said he likes crossroad monitors because riders typically move fast on the trail. Reinhardt suggests conditions 1, 2, 4 and 7 be applied and Tolsma said he'd run this by the organizer of the event. Tolsma said the organizer is aware this was going to be presented and there might be more information that would be necessary. Tolsma said he thought this event had been previously run but more in the southeastern part of Minnesota. Bren said the application requires a map showing the start and finish and that hasn't even been submitted yet. Reinhardt suggests presenting the list of conditions and say that Spring Park is generally in favor of this. Williamson said these events are getting popular and every year there are more applications presented. He said at some point consideration needs to be given about the use of the trail. He said a shared solution is the best solution but perhaps limiting the number of the events to maybe one weekend a month. He is solution about the takeover of the trail by event coordinators and fund raisers. Reinhardt said there was a suggestion that perhaps Three Rivers was going to limit the use of the trail for these events but it isn't a hard and fast rule, yet. Hughes likes an organized ride that has a common set of codes or commands that riders understand in terms of moving over for walkers. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 10.ORDINANCES & RESOLUTIONS 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt said she met with Pam Myers and there is a hope for a Spring Park exhibit that is dedicated to the history of Spring Park. • Bren said she has been volunteering to cut historical articles and has been sorting these things. She said there is a folder that has a lot of Spring Park historical items and it might be helpful for them to see these things. • Reinhardt said she was contacted by a sixth grade student doing a report on Spring Park. Reinhardt said she interviewed Kyla for her report on Spring Park. b. City Administrator - nothing. c. City Engineer - nothing. d. City Attorney - nothing. e. Utility Superintendent - nothing. 12. UPCOMING MEETINGS & TRAINING a. April 9 — Police Commission — 8:00 AM b. April 9 — Administration Committee — 1:00 PM — Reinhardt said there is a conflict so they are looking for a replacement date. c. April 9 — Planning Commission — 7:00 PM d. April 21 — City Council — 7:30 PM Reinhardt reminded the council the open book meeting is April 161n from 6-8 pm. Hughes said there is an LMCD meeting on April 9tn 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Williamson said there is an item regarding a floral arrangement and he wants to say thank you to the staff of the beautiful display and it arrived at a very timely time. Williamson really appreciated the thoughtfulness of the city for sending this momento. Williamson wonders about the attorney's bill this month. Beck said this really represents more than just an audit letter. She said it's three month's worth of work too. Williamson asked about the Star & Tribune for 13 weeks and he wonders about this and thinks there should be more of a break. Bren said the rates recently were raised. Tolsma said he'll check on this. Williamson makes a motion and Hughes seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Building Permit Report — b. Hughes said in the newsletter the boater safety course is being mentioned. 16.ADJOURNMENT — Sippel makes a motion and Bren seconds to adjourn the meeting at 8:22 pm. All votes ayes, motion carries. Xw. L -- Dan Tolsma, Administrator • Wendy Lewin, City Clerk 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK On Lake Minnetonka • 2 3 4 5 6 10 CITY OF SPRING PARK CITY COUNCIL AGENDA APRIL 21, 2014 - 7:30 PM SPRING PARK CITY HALL CALL TO ORDER ROLL CALL INTRODUCTIONS PLEDGE OF ALLEGIANCE ADOPT AGENDA ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from April 7, 2014 b. Planning Commission Minutes from April 9, 2014 PUBLIC FORUM PRESENTATIONS & GUEST SPEAKERS PETITIONS, REQUESTS & APPLICATIONS a. Red Ribbon Ride ORDINANCES & RESOLUTIONS a. Catherine Courtney — Briggs & Morgan i. Open Public Hearing ii. Discussion / Comments iii. Take Action On Resolution 14-10 Pres Homes Conduit Financing Agreement iv. Close Public Hearing v. Recess Council Meeting & Convene Housing & Redevelopment Authority (HRA) vi. Oath of Office, Assign Board Chair, Assign Board Secretary vii. Take Action On Resolution 14-11: TIF Collateral Assignment viii. Adjourn HRA & Reconvene Council Meeting b. Ordinance 14-01: Accessory Structures 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator i. Shared CSO Agreement With Mound c. City Engineer d. City Attorney i. Termination of Pres Homes Development Agreement e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. April 28 — City Council Work Session — 7:00 PM b. May 5 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) • a. March Fire Department Report b. LMCD Request for Comment / Public Hearing Notice — Bayview Apts. Dock Reconfiguration 16.ADJOURNMENT 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 r CITY OF SPRING PARK CITY COUNCIL MINUTES APRIL 21, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:28 pm. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Catherine Courtney of Briggs and Morgan, Mark Beese of Northland, Richard Rehman of 3942 Del Otero, representatives from the Red Ribbon Ride. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Bren makes a motion and Sippel seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from April 7, 2014 b. Planning Commission Minutes from April 9, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS a. Red Ribbon Ride — Reinhardt explained this is a charity bike ride for Aids and she asked for background. Teresa • Betch and Gretchen Harris said it's a four day bike ride and it's about 300 miles. Harris said it starts at the Mall of America and from there to Belle Plaine, Mankato, Waconia and ends at the Capitol. This is their twelfth year. Reinhardt asked about the route. Betch said their final day they are coming from Waconia and going through Mound, Spring Park, Wayzata and ending at the Capitol. Hughes asked the coordinator if they've checked the cross streets and agree to the conditions to have crossing monitors at the two cross streets in Spring Park. Harris agreed and said volunteers will be directing the bikers on the trail. Reinhardt said there is a list of conditions that have been put together and they've applied to previous rides through the city. Reinhardt said uniformed tour volunteers are being requested at both cross streets in our city. She said bike patrols might not be necessary 45 minutes before the event. Hughes assumed there is a leader that heads the pack. Harris said no, bikers will travel at their own pace. Harris said they'll be identified by helmet stickers, numbers and bracelets. Reinhardt said there is trail etiquette and, she explained, there have been previous bike events that have not been courteous. Reinhardt said the signs might not be necessary due to the limited size of the group. Harris said there will be lots of markings on the trail since it's a new route. Hughes asked if the police has the contact information and/or city staff. Hughes wants to talk about the Kings Road crossing as the intersection can be dangerous as some vehicles don't always look. Harris said they will be alerted to this and monitor it. Hughes moves to approving the Red Ribbon Ride based upon the conditions set out. Sippel seconded. Reinhardt asked for clarification and asks for a friendly amendment to also monitor Sunset Drive as part of the crossings. Sippel and Hughes accept the friendly amendment. All votes ayes, motion carries. •10.ORDINANCES & RESOLUTIONS a. Catherine Courtney — Briggs & Morgan Reinhardt said Catherine Courtney of Briggs and Morgan is present to discuss conduit financing for Presbyterian Homes. Courtney said Presbyterian Homes has the senior housing 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 campus in Spring Park and four years ago there was a new construction project and they are now looking at refinancing the entire campus. She said in order for it to be bank qualified it will be divided into three bond issues. he said Spring Park is being asked to issue 9.3 million and 0 Northwest bank will be purchasing the notes. Courtney said two things need to happen, one for the city council to hold a public hearing and then vote on a resolution to approve the issuance of the note. She said there is also a tax increment development agreement and it's between the HRA and Pres Homes. Courtney said as part of the overall financing there is a request of collateral assignment and the HRA must grant approval. Reinhardt asked for a definition of conduit financing. Courtney said conduit financing is a vehicle that allows 5013c's to get tax exempt financing. She said the tax code requires the note be issued by a government entity. So, even though Pres Homes gets the advantage, the city issues the note. Courtney said Pres Homes enters into a loan with the city but they (PH) are fully responsible. She said it's a pass through obligation to Pres Homes. i. Open Public Hearing — Reinhardt opens the public hearing at 7:45 pm. ii. Discussion / Comments iii. Take Action On Resolution 14-10: iv. Pres Homes Conduit Financing Agreement v. Close Public Hearing — 7:46 pm. Sippel said the amount being financed is the same amount financed in 2010 and he wonders why it's not less. Courtney said it is a little bit less. She said in 2010 it was $28 million. Beese said there was a prepayment penalty involved. Sippel asked when the collateral is assigned to the new loan he wonders if there is something that has to be done to unencumber the previous. Courtney said there was a collateral assignment but the benefit of that is with the bank that holds the 2010 note and they terminate it. Williamson • wants to emphasize the fact that the advantages to the city are significant as the city receives an administrative fee of $11,000 and it shows support to a major facility in our area. He said there is zero risk to the tax payers of the city and he quotes from the document. Williamson moves to adopt Res 14-10. Sippel seconds. All votes ayes, motion carries. vi. Recess Council Meeting & Convene Housing & Redevelopment Authority (HRA) 7.51 pm recess. Call to order as the HRA at 7:51 pm. It was explained that there is a requirement to swear in the HRA. Williamson nominates Reinhardt as the chair of the HRA. Sippel seconds. All votes ayes, motion carries. Hughes nominates Williamson for Secretary and Bren seconds. All votes ayes, motion carries. vii. Oath of Office, Assign Board Chair, Assign Board Secretary viii. Take Action On Resolution 14-11: TIF Collateral Assignment — Reinhardt explains Res 14-11 is the action they will take this evening. Williamson moves adoption of Res 14-11, Sippel seconds. All votes ayes, motion carries. ix. Adjourn HRA & Reconvene Council Meeting — 7:54 pm adjourn and reconvene the city council meeting at 7:54 p.m. b. Ordinance 14-01: Accessory Structures — Brixius said there is a report dated March 17th outlining the work done over the last few months. He said there is a strikeout version to note the changes. Brixius goes through the changes to the ordinance. Brixius said exterior materials were discussed in depth. They decided exterior finishes should be complimentary to the principal structure but certain • materials are limited to 30%. Plumbing was discussed and shower and bathing facilities are prohibited but toilet and washing stations would be allowed. Sippel wants to confirm in section 42-64, 1 b. an attached garage and 80% or 1200 square feet, whichever is larger. Brixius confirms. Sippel is concerned with the continuous foundation of an attached garage and it doesn't specifically state the percentage of the wall. Brixius said "one wall or a portion of 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 thereof' might clarify. Reinhardt thinks a portion might be confusing. Brixius said it says at least one wall. Brixius would like to leave it flexible. Sippel suggests adding or portion thereof. Hughes referred to one attached garage and one attached accessory building and he wonders • about the height of the 100 square foot. Brixus said it will be measured like any other building, average grade up to the mean of the hip roof. Hughes said regarding the side yard setback is it with the foundation or the overhang. Brixius said right now an eave is allowed so this will remain the same. Hughes asked about the 30% of each wall and Brixius said there is room for clarity and it should say for each wall. Hughes asked about plumbing and the assumption is to hook into the house and not a direct hookup to the sewer line. Brixius said this was left flexible depending upon location. Hughes said what he understands is an accessory structure could have water and sewer and they could have separate systems depending upon the location to the service. Brixius said there was a recent inquiry received from a resident about a proposed accessory structure. Brixius passed out a site plan of the proposal. Brixius said this is for 4516 West Arm Road and it is lakeshore property. Brixius said there is a sanitary sewer easement that cuts between the house and the lake so an accessory structure would be placed after the sewer easement. Brixius said a cursory review was performed regarding the limited proposal at this time. Brixius said at this time it appears to meet all code requirements however there is an adjoining neighbor who has expressed some concern about this proposal. Brixius said this proposed structure would be two stories high. He said there is also the possibility of a hold harmless agreement regarding the sewer easement. Brixius said currently there is no prohibition of this and it would also be allowed with the new ordinance being proposed. Reinhardt said the PC did a great job with this ordinance. She wondered if this scenario was ever raised with the PC. Brixius said there was some general discussion. Williamson asked 40 about 50 feet to survey line and 70 feet to water and he wonders about this versus the OHW. Brixius said the setback is from OHW but there has been some confusion due to unassigned property fronting lakeshore. Hughes said he is concerned about how deep is the sewer line easement and worries about potential backups. Reinhardt said this would have to be explored if this proposal became formal. Reinhardt said she would be against allowing an accessory structure on the lake side. She is concerned that this didn't previously come up and it is her recommendation that the PC looks at this again. Reinhardt would recommend to prohibit detached accessory structure unless it was even with the principal structure but not in front of the principal building. Williamson agrees with Reinhardt and he's been trying to think of exceptions. He thinks if he had a house on the lake he wouldn't want to build something in front of it. He said unless there is a steep bank and the main house could look over the accessory structure. Williamson said even though this is finely tuned and crafted, this might be difficult. Brixius said there can be location restrictions put on this. Hughes asked when the moratorium was up and is told April 30th is the end date. Reinhardt said she would be open to prohibiting the larger structure but a 100 square foot shed be allowed. She would like the prohibition put in and then have the PC look at this again. Bren said she wouldn't want an accessory structure built on the lakeside as it would probably open it up to more than just storage. Hughes asked about the ten foot shed that is really a fish house that sits at the lakeshore. Brixius said this is very difficult. Brixius said on page five for setbacks there could be exceptions added that no accessory buildings between the principal • structure and the shoreline. He said open air structures could be added, such as gazebos would be allowed. Reinhardt rephrased no accessory building between the principal structure and the lakeshore line with the exception of the open air gazebo or the 100 square foot shed. Williamson thinks 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 this can't be crafted tonight. He asked if the ordinance can be adopted and amended later. Reinhardt said she is concerned that this leaves open applications that come in during the meantime. Hughes wonders about the 25 feet that is restricted by the DNR. Brixius said that • is the shoreland impact zone and there are some allowances and flexibility. Reinhardt asked if this ordinance is passed and can a moratorium be declared for lake side structures. Hughes suggests amending the current ordinance to not allow accessory structures larger than 100 square feet in the lakeshore setback. Reinhardt suggests this be made in motion form. Brixius outlines the suggested changes before a motion is made. He refers to exterior materials being a percentage of each wall, clarification of one wall or portion thereof of the principal building and no accessory building will be located between the principal building and shoreline in the districts with the following exceptions as listed and include an open air structure. Hughes makes a motion to adopt those outlined changes. Reinhardt seconds. Hughes said if there is something similar applied for it should go through the variance process. Sippel wants to clarify the suggestion there be nothing placed between the principal structure and the lakeshore other than a 100 square foot accessory structure. All votes ayes on roll call, motion carries. Reinhardt wants to thank Brixius and the PC for ferreting out all the issues. Sippel said he would like this to revert back to the PC to investigate this change further to make sure this should stand. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — Reinhardt said she, Bren and Tolsma attended the police commission meeting and response times are under four minutes per average. Williamson said he has noticed articles in the paper for Orono Police to expand their facility and he wonders if there is any calculation as to what that might do to the City's contribution. Reinhardt said this was asked before and it has been said, for the time being, no financial impact to Spring Park beyond what is in place. • b. City Administrator i. Shared CSO Agreement With Mound — • Tolsma said Mound has officially approved this and there have been some slight modifications made by Beck. He said Kandis Hansen is bringing this back to the Mound council tonight. He said the main points are still in place. Williamson asked about services included but not limited to... conduct property inspections and he would be more comfortable with the word "requested." Tolsma said it is clarified further in the agreement. Williamson thinks it's too generic and he wants to be specific about directed property inspections. Hughes said he agrees but while on routine patrol the officer could become aware of potential nuisance properties. Williamson wants this to be clear and not just an understanding. Reinhardt asked if the council could act on this tonight. Reinhardt asked if there were any other potential changes. Seeing none, Bren makes the motion for the agreement with Mound for nuisance enforcement services including the language change suggested by Williamson and Sippel seconds. All votes ayes. • Tolsma said at the last PC meeting there was a variance request on West Arm East and it was unanimously recommended to deny. After that meeting the applicants have decided to redesign their structure and the variance request has been withdrawn. Williamson asked about the fees paid. Tolsma said costs would be assessed and applied against the escrow. • Sippel asked in past years there was an application from Linders for the flower house. Lewin explained Linders is no longer in business. • c. City Engineer d. City Attorney i. Termination of Pres Homes Development Agreement — Reinhardt said there is a revised version in front of the council and Beck said the revision is just the addition of the last sentence. She said this is part of the Pres Homes 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 refinancing. Williamson asked about a landscaping issue and he wondered how it was settled. He said it's a landscaping agreement and a warranty agreement. He wonders about warranties if this termination agreement is enacted. He also wonders if there are • any escrows still being held. Beck said escrowed funds have been returned and they were held to cover the warranties but the warranties have expired after two years. Williamson thinks there might still be time left on the warranties. He also wonders about the claims during the construction period and silt being deposited along the lakeshore. He is concerned about future claims of that property owner that may want to pursue that claim further. Beck said claims of property do continue and their obligation is to defend and indemnify even after the termination. Sippel asked if this is a legal procedure and the development agreement has lapsed. Beck said that is correct but a signed document is required in order to register this with the Recorder. Sippel emphasized the city is no more exposed than before by doing this. Sippel moves to adopt the termination agreement with Pres Homes. Hughes seconds. All votes ayes, motion carries. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING a. April 28 — City Council Work Session — 7:00 PM b. May 5 — City Council Regular Meeting — 7.30 PM Hughes said April 30th is the fire commission meeting and an LMCD meeting on Wednesday, April 23rd 13. UNFINISHED BUSINESS — none. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel asked about the assist police with Black Lake Road. Tolsma said Goman was away from the office. There was an overweight vehicle on BLR and the police had stopped the vehicle. The vehicle was unable to get off the road due to the icy conditions of the road. Norling was requested to salt that portion of the road. Hughes asked about Mpg Marketing and Mary Pat McNeil are the same. Sippel moves to approve the claims and Bren seconds. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. March Fire Department Report b. LMCD Request for Comment / Public Hearing Notice — Bayview Apts. Dock Reconfiguration — Hughes directed the attention to the document. Hughes said whenever a multiple dock license wants to reconfigure, they have to submit to the LMCD. Hughes said the square footage is not being increased. Sippel said when looking at the new layout there are five new slots and Hughes thinks that might be for PWC's. Sippel said he asked about restroom facilities and toilet pumping. He is concerned about parking to support additional boatslips, refuse containers and additional parking. Williamson asked about the rentals of docks to residents or non residents and that's why there are these extras put in place. Reinhardt asked if there are comments we should submit back to the LMCD. Lewin said dock license applications have been mailed to multiple housing along with a copy of the ordinance and requirements. Pres Homes, Bayview, Edgewater, Parks Island and Lord Fletcher's Apartments receive the application. Reinhardt said as long as the applications have gone out, she would like to look at LF's Apartments for their boat launch. • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 16.ADJOURNMENT — Sippel makes a motion and Hughes seconds to adjourn the meeting at 9:12 pm. All votes ayes, motion carries. Wendy Lewin, Clity Clerk Dan Tolsma, Administrator • 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK On Lake 914innetorc a CITY OF SPRING PARK WORK SESSION AGENDA APRIL 28, 2014 — 7:00 PM SPRING PARK CITY HALL 1. 2014 ASSESSMENT REPORT — KEVIN WYNN a. Kevin will be at the meeting to discuss the current status of property values in Spring Park and to answer any questions from the council. Please bring the 2014 Assessment Summary that was included with your March 24 work session packet, or let staff know if you need another copy. 2. WATER TOWER DISCUSSION — MARK VYVYAN a. See attached staff memo & documents (Confidential). 3. PRIVATE WELL DISCUSSION a. See attached staff memo. 4. BANNERS DISCUSSION a. See attached staff memo. • 5. LMCC FRANCHISE AGREEMENT DISCUSSION a. See attached summary of agreement priorities from LMCD staff. 6. LMCD UPDATE — GARY HUGHES 7. MISCELLANEOUS I (corrected) CITY OF SPRING PARK WORK SESSION MINUTES APRIL 28, 2014 - 7.00 PM SPRING PARK CITY HALL On Lake Minne Reinhardt called the meeting to order at 7:01 pm. Those present: Reinhardt, Sippel, Bren, Hughes, Williamson, Administrator Tolsma, Clerk Lewin, Attorney Beck, Engineer Pearson, Assessor Wynn, Mark Vyvyan. 1. 2014 ASSESSMENT REPORT— KEVIN WYNN a. Kevin will be at the meeting to discuss the current status of property values in Spring Park and to answer any questions from the council. Please bring the 2014 Assessment Summary that was included with your March 24 work session packet, or let staff know if you need another copy. Wynn said he had only one person come to the open book meeting and he had talked to her previously. Wynn said she had some questions about how things were done as she was from a different state. Wynn said he had a total of seven calls and only four addressed valuation. He said it's been very quiet and he detects a clear appreciation of the fact that values are starting to rebound. Wynn said the trend this year is at least flat but mostly up and some properties are up a lot. Wynn said the condo number is deceiving because the vast majority is in The Mist. He said this is remaining flat for one more year but there is no question the values are increasing. Reinhardt asked Ww many owners were at The Mist and Wynn said he notes seven. He said they're not even being arketed as condos, they're being marketed as rentals. He said there is concern about the tax disparity between condo classification and rental classification. Williamson asked about what MCAP means and Wynn said it is market condition adjusted price. Wynn said it comes from the Department of Revenue. He explained when an appraiser pulls comparables and evaluating property to a given date (January 2" d) if the comps aren't close to the appraisal date, there's going to be some difference — especially if there is something like an eight month difference. They've had to figure out a market condition adjustment and it's adjusting for the change in market. He said if property values are changing at 12% a year in order to evaluate at the end of the year they should value at 12% or at 6 months, 6%. He said they now have programming to do that. He said it's a change in the process to more accurately reflect what the market is doing and not reflect low sales in a neighborhood and later sales with higher prices. Wynn said sometimes it's hard to value a property for various reasons. He said the market is trying to find itself right now and there are so few sales because of low inventory and it's subject to wild swings because of this. Sippel wonders about the difference between townhouse and double bungalow. Wynn said townhouses are easiest to confuse because they can be classified as condos. Townhouses may own the land under the unit and the owner may be responsible for the outside maintenance. He said in a condo the owner typically just owns the inside. Duplexes and Triplexes are units on one PID number and there isn't usually an association fee. 2. WATER TOWER DISCUSSION — MARK VYVYAN — Meeting is closed to discuss litigation strategy. 7:49 pm. a. See attached staff memo & documents (Confidential). Wopen the meeting at 8:49 pm. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 (corrected) 3. PRIVATE WELL DISCUSSION a. See attached staff memo. Bren wonders why the city should be concerned about this. She said she's watered her flowers with *lorinated water. She doesn't think he should get any price breaks. Goman said there are other rseries that water with chlorinated water. Sippel thinks there is another conversation and that is industrial rates. He said the whole point in the tiered structure is to conserve. He said the rates predicate on single household use. Tolsma said he's been keeping Norling in the loop on this and Tolsma said he's not sure what approach Norling will take. He said at times Norling seems to want to work with the city and at other times he has suggested he might take legal action because his well is perfectly legal, according to him. Bren wonders if the well is legal. From what she understands is if city water is available, that's what has to be used. Beck said the code isn't as clear as it could be but the code with the statute makes it more strong. Tolsma said he spoke to Rick Jolly at the MPCA and the concerns about the TCE's and Jolly thought the chances were probably minimal that Norling's well has affected the water because of how shallow it is. Tolsma said Norling states the city knew he had a well at his other location and the city knew he was going to drill a well at the new place. Goman said that's not true as he drilled the well on the weekend. Reinhardt suggests this be put in writing. Beck said she originally sent him a letter that she drafted. Bren thinks the well needs to be capped as it's illegal. Tolsma said another letter can be sent outlining the ultimatums. Beck wonders about the water rates and industrial use. Reinhardt said she'd be interested in looking into this. Williamson is concerned about kicking the dog and prefers to let sleeping dogs lie. He said this could essentially raise rates for everyone in order to make up for this. Reinhardt said some of the big water users were hit hard with the initial increase to the conservation rates. Reinhardt said this was mandated at the time and now the mandate is optional. Goman said he would be in favor of an annual increase. Williamson said the operating system is very efficient and he doesn't want to see 46at change. Sippel feels industrial rates could be tied to having Norling switch. 4. BANNERS DISCUSSION a. See attached staff memo. Tolsma said there is a draft RFP for the remainder of this year. He said there are six events and the RFP has been adjusted to reflect four events remaining this year. Williamson wonders when this would go out and due back because it might be too late for Memorial Day. Sippel said he brought this up because of a reaction to the invoices he saw but he doesn't think it has to happen today. He would prefer a bid be for a full year versus piecemeal. Hughes said he would like to study closer the placement of the banners and how they would end up looking along Sunset Drive. Goman suggests that maybe a banner be placed on a pole in order to study this. Sippel thinks this might be a good idea when Dahlke is putting up the flags for Memorial Day. After looking at the sample photos, Reinhardt said she doesn't think it looks as bad as she thought it would. It's agreed that a sample banner will be put up in front of Rockvam Boatyards. Sippel would like to see MLK flags not displayed. Goman wants the flags put up for Presidents' Day. Sippel thinks winter is not the time to have someone up in a bucket truck and Reinhardt agrees, flags just don't seem to work in the winter. Reinhardt wonders if a motion to cancel MLK Day is necessary at a meeting. Williamson suggests to delegate the staff to streamline the program and update the schedule. 5. LMCC FRANCHISE AGREEMENT DISCUSSION a. See attached summary of agreement priorities from LMCC staff. • Williamson said this has been a three year process following guidelines from the FCC and other commissions who have been through this process. He said there was a technical • assessment done as well. Williamson said on priorities with 17 cities some areas couldn't get cable because of density so they negotiated a better standard of 15 houses per mile but some 4349 WARREN AVENUE., SPRING PARK, MINNE.SOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 3 (corrected) cities decided to depart the LMCC so there is only one city left, Independence, that it applies to. He said it's a better deal and it may help to attract cities to join them. He said in the remaining twelve cities under the terms of the franchise it will be 100% built out. Williamson said technical standards were achieved for safety and quality but the upgrade to the system capacity was traded away for a variety of other things: • customer service for payments and to maintain availability. • notice requirements when changing the program lineup or rate changes, customers get 30 days notice. • telephone service availability must be maintained. • there were four PEG channels and now they have five with one dedicated to Wayzata Schools. The other four channels are two for government playback channels, channel twelve is a public access for public service, school events and the other one is an information channel. • funding is a big one. • the needs assessment was ten year need for $3 million. This was to replace equipment and update to high definition. He said this was very ambitious and the increase would have been from $1.40 to $5. Increase in Peg fees will only come as a result of the commission to initiate it. He said there isn't a majority vote to do this at this time He said the power to do this is written into the agreement. • They tightened up definitions, • the 5% franchise fee stays the same, a twelve percent annual interest rate for underpayments has been built in. • Payments for audits when deficiencies are found was written in. • The status of the franchise hasn't come up for a final vote but it needs to be adopted by the member cities. Two cities have taken it up and adopted it. Williamson said he didn't think this was ready to be brought forward yet as it isn't a final document. 6. LMCD UPDATE — GARY HUGHES Hughes said Bayview Condominiums reconfigured the dock so it all extends into the water. Mary Ann Thurk is concerned they are adding more boatslips and they aren't. It's remained the same; it's an entire new docking system. Thurk is also concerned this will come too close to her property and it was determined it will not and it is within the setbacks. Hughes said they are losing two BSU's so they are keeping some small spots for fishing boats and PWC's. Reinhardt asked whether they are renting to outsiders and Hughes said he doesn't want to get into it but all checks performed have revealed the boats belong to residents at the apartments. 7. MISCELLANEOUS • Hughes said in Dan's dispatch there was an issue with someone about the water quality and while he was in the hospital at Waconia, nursing staff asked about Spring Park's water quality and whether it is drinkable or not. • Sippel asked about water main break in front of SA (3701 Sunset Drive). He said it was obvious to him it was bulging. Sippel wondered why this wasn't caught. Goman said part of it was the frost. Sippel said this was a couple of weeks. Goman said the water pumping wasn't out of range. Goman said there was a previous break in 1990 and it was a leaker. Goman said this will be an expensive repair. He thinks there should be a leak study to pinpoint small leaks. Goman said pumping has gone down since the break. Sippel wonders with the radio meters if it would have been caught if the building (SA) had been occupied. Goman said no • because it was before the meter. Sippel wonders if by doing the math on radio reads and if they don't add up to the right numbers, does that tell if there is a leak. 4349 WARREN AVFNIJF, SPRING PARK, MINNFSOTA 55384 9711 (952) 471 9051 [AX (952) 471-9160 4 (corrected) • Tolsma said it's likely there will be a group of West Arm residents coming to the council meeting on Monday night council meeting due to flooding and improper drainage. • Pearson said an agreement has been reached with GLE on two streetlights. Sippel said part of the rationale was to push back some of the costs on the suppliers and Pearson said they won't know. Work Session adjourns at 9:55 pm. Wendy Lewin, City Clerk Dan Tolsma, Administrator • SPRING PARK On Lake Minnetonka CITY OF SPRING PARK CITY COUNCIL AGENDA MAY 5, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from April 21, 2014 b. City Council Work Session Minutes from April 28, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. Jim Eichten — 2013 Audit Report 9. PETITIONS, REQUESTS & APPLICATIONS West Arm Road Drainage and Road Issues a. Memo from Mayor Reinhardt 10.ORDINANCES & RESOLUTIONS a. Resolution 14-12: Authorizing Scenic Byway Feasibility Study b. Resolution 14-13: WeCab Week Proclamation • 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator c. City Engineer i. MS4 Public Hearina (Annual RenuiremPntl d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. May 7 — Fire Commission (Rescheduled) — 11:00 AM b. May 14 — Administration Meeting — 1:00 PM c. May 14 — Planning Commission — 7:00 PM d. May 19 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. MCFOA Education Credits — City Clerk Wendy Lewin & Office Assistant Sharon Farniok 16.ADJOURNMENT CJ Ci� of rinq ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL MINUTES MAY 5, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake Min Attendance: CJ Lunning, Kevin O'Neil, Tom & Laura Geib, Marilyn Ronnkvist, John Samuelson, Jackie Valek, Sandy Karlak, LuAnn Fransen, Susie Valek, Adrienne Reuss. 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Engineer Pearson, Utility Superintendent Goman. 4. PLEDGE OF ALLEGIANCE - 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. Reinhardt would like to move agenda item number nine to the public forum because of the number of residents. Williamson withdraws and remakes a motion to amend the agenda by switching #9 to the public forum. Hughes seconds. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Williamson said there is a correction to the work session minutes on page two, a typo and correction to change the LMCD to LMCC. Beck has a change on the work session minutes, #2 of the water tower discussion meeting where it says it is closed to discuss litigation strategy not strategizing. Williamson makes a motion to • adopt the consent agenda and Bren seconds. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from April 21, 2014 b. City Council Work Session Minutes from April 28, 2014 7. PUBLIC FORUM a. Expecting West Arm Road Residents Regarding Drainage Issues Reinhardt said there are a number of residents in the audience. She suggests three to five minutes per person and each person is allowed to speak once, first. She said questions will be addressed at the end of the meeting. Reinhardt said the current council had no plans to do a road project but knows there are drainage issues on West Arm Road and, after hearing comments, the council can direct staff further. • Susie Valek, 4464 West Arm Rd. She said for 34 years she and her neighbors have some issues. She said her husband Randy and Randy's sister have lived in the area their entire lives and they have never seen it so bad. She said it's flooding houses, eroding driveways and deposits sediment in the yards. She said it's been brought to the city's attention for three years. She said there has been an asphalt berm constructed to redirect the runoff. They've resodded the flooded areas. She said they used to have plush yards. She wonders if Dakota Trail is partially responsible for this problem. She feels the trail slants down towards the mailboxes and she wonders if this site could be diverted under the road to another holding pond. She wonders about a rain garden. Valek said she's been told there would be an update and something would happen. • John Samuelson, 4484 West Arm Rd. Samuelson said he's lived there for 22 years. He said there has always been a drainage problem. Samuelson thinks the trail does have something • to do with it and it flows across the road and flows into Valek's property. Samuelson said 7-8 years ago they came to city hall about the drainage problem as it would go across their yard Ci� o f ll' Tiny Park 4349 WARREN AVENUE, SPRING PARK. MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 IAVX1 l CI SPRING -PARK MN US 2 and down their driveway. He said there has been a lot of damage. He said a curb was put in that went across their driveway and it helped but it created another problem further down. Samuelson said last year they had a landscaper come in and dig a swale and that has worked • out perfectly for them. Samuelson said there has been some action by the council that helped them out. He said this isn't just in the spring, this happens whenever there is a rain. Samuelson thinks a culvert under the road and the trail would help to divert the runoff. • Adrienne Reuss lives with her grandmother and they've replaced molding and drywall because of the flooding. • Reinhardt said staff put together a memo about options that the council may consider. Tolsma said the earlier options are minimal options in scope and cost and the obvious concern is they are bandaid approaches. Tolsma said one option is an earthen berm to increase the capacity to the pond (south side of West Arm Rd). He said they could improve the retention capacity by creating an infiltration basin (commercial style rain garden) however the clay soil might not be good. Tolsma said the third option is to drain the ponding to the retention pond on the south side of the trail and the east side of Kings Rd. He said capacity would have to be measured. Tolsm said they could install a curb and gutter system with storm sewer infrastructure and that would be a more significant project. He said the final option is to do a complete road, curb and gutter and stormwater project. He said he thinks there might be some interest in this option. Hughes asked about distinguishing the holding pond water going through the yards and before it goes to the yard, what kind of runoff are they getting. Adrienne said it's a constant flow and once the pond fills up they can see current running through the yard. Samuelson said the comprehensive fix is a concern because he doesn't think anyone is unhappy with the road itself. He said it's the runoff situation and the reason why they are here tonight. Samuelson said it's more about what do they do about the water, not necessarily a new road project. • • Laura Geib, 4550 West Arm Rd. She said the third option was a drain at the corner to the other side of the trail. She said it's already a drainage ditch. Tolsma said it's true. He said the elevations don't match because the elevation is actually higher. He said they are pumping the water to the other side. Tolsma said the drainage option is to drain it to the south and the east side of Kings Road. Geib said she agrees with Samuelson with the fact that the road isn't the problem, it's the drainage. Tolsma said that's the type of feedback their looking for. • CJ Lunning, 4564 and 4568 West Arm Rd. She agrees, she doesn't see a problem with the private road but needs to have the drainage fixed. • Reinhart, 4490 West Arm Rd, said she also lives on the street and, as a resident of the street, she would like to see the road reconstructed. She said tax dollars pay for public improvement and she feels they're not getting improvements. She is speaking as a resident and not as the mayor. She thinks some pricing needs to be done. She said there should be some additional study to see if it can be done. Lunning asked about Reinhardt wanting to see improvement and where. Reinhardt said she is interested in seeing the public road improved. She said if she's acting as mayor again, she would be open to the private road weighing in on this. Reinhardt said there is clearly a drainage problem and it is unacceptable. Reinhardt is looking for a recommendation to staff. Sippel said the sense he gets is there is a trend towards the lowest cost option to fix the road. He thinks the city needs to fix the runoff from the street. He wonders if the culvert idea is worth pursuing to see if it works. Bren wonders about the retention pond where the water is being diverted and wonders if that pond would be able to handle that runoff. She doesn't want to make it worse. Hughes asked about before the pond • fills up the city needs to look at all the drainage to make sure it's diverted before it goes into the yards. C� of , �'Knj ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 ViVPJ V CI SPRING -PARK MN US • Tom Geib, 4550 West Arm Rd. He said he's on the private road. He doesn't believe berming is a good idea as he believes it will spill over. He thinks that most of the water is coming from • the top of the hill. Reinhardt directs staff to further refine these options at the study session with some prices and after the study session invite the residents of West Arm to talk more about the options. Williamson said this is a difficult problem. He has observed this. Williamson said the discussion comes down to how to move the water. He said it's not only the cost, it's the effectiveness. Williamson is concerned about considering running a culvert because the capacity needs to be measured in the amount of what can be handled. He also is concerned about diverting the runoff into the lake because the runoff can be quite polluted. He said the water should be percolated in order to filter it and treat it. Williamson believes this should go to work session so the engineer can study this and present best options. Reinhardt said if there are any other significant rain events, they will pump. Goman said the road sheds towards the houses and he's not in favor of the berm. He said it's also the road surface. He said what they do now, might have to be redone if there ever is a full road reconstruction project. Reinhardt said she appreciates the residents for coming in and working towards a solution. Tom Geib, asked about whether this will be for the private road or the public. Reinhardt thinks the invitation should be extended to everyone on the public and private. 8. PRESENTATIONS & GUEST SPEAKERS a. Jim Eichten — 2013 Audit Report — Eichten has a Powerpoint presentation. He said they will be going through the management report. He said there are no findings beyond the capability of staff. Eichten said the first part is how compliance with laws and regulations and the second is how things are going. He said • property taxes and values were declining and they are now on the upswing. He said tax rates and market values come into play. He said the average tax rate went up. He said that's a function of market values. He said the average tax rate is below average and debt service is above average. Eichten said cash flow at a city increases only twice a year so a fund balance is important so city operations can cash flow. The water fund and the sewer fund are positively cash flowing. He said financially the city is doing quite well. He said the audit resulted in a clean opinion and there is no corrective action. Eichten said the general funds are very good and the enterprise funds are very stable. Williamson said there is a major component to the numbers and the revenue per capita. He said other cities around the state of similar size receive state aid. He said it should be understood that how much money comes from the public we get $700 and the average is over $1000. He said the city runs a tight ship. Sippel said he noticed a dip in the income in 2012 for the water fund and is surprised. Goman said part of it was the water pumping was higher than the water coming in. Tolsma said that was the year the wells were redone and there was a big line item in the expenditures. Sippel wonders if depreciation is taken into account, is the city still in the black. Eichten said he thinks there was a net loss of about $70,000 and he thinks that was depreciation. 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS b. Resolution 14-13: WeCab Week Proclamation — Reinhardt suggests 10b be discussed before 10 a. Luann Fransen is a new resident of Spring Park, 4201 Sunset Drive. She said she is the program director and it was a grassroots initiative. She said they provide transportation to those that need it for a very minimal cost. • She said it's for shopping, medical, church, work. She said they have about 35 drivers and they have about 250 clients. She is very proud of her drivers and she would like to honor Ci% o f 3�' n jc ?Pave 4140 WAPPFN A\/FNUF SPRINT; PARK MINNFSOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 IMIMJ CI SPRING -PARK MN US 4 them. She said there is a volunteer party tomorrow night. Williamson said he makes the motion to adopt resolution 14-13 and Hughes seconds. Williamson said he's impressed because it was started on a shoestring. He said the earlier transportation program was sad to • see end. He said there is a very vital need for this and it's increasing. Reinhardt said she appreciates them serving this area. All votes ayes, motion carries. a. Resolution 14-12: Authorizing Scenic Byway Feasibility Study — Reinhardt explained this comes from the city of Wayzata and they are looking to explore this to be modeled after the state scenic byways but on a smaller scale. She said they are looking for support to study this. She said no financial participation is being requested at this time. She said the gauge she's gotten is it's very neutral. Williamson said he thinks it's highly relevant to a Wayzata and Excelsior. He said it's kind of a return to roots to re-establish a destination. He's concerned and has a hard time imagining the routing. He said he wonders what they are contemplating. He said in the second whereas clause the designation of a route imposes no financial restrictions. He said he's concerned about a stewardship group to further study the feasibility. He said this usually means it's not free. He's concerned about the unknown level. Hughes said it does talk about a local match of 20%. Reinhardt said according to the meeting she attended, when the feasibility is done and if there is a potential cost, this might be the breakdown. She said right now there is no commitment for funds. Reinhardt said this is a very loose concept. Williamson asked about the stewardship group, he wonders who that would be. Reinhardt makes a motion to approve to authorize a feasibility study. Sippel seconds. Sippel said he doesn't have a problem with it going forward. He said his initial sense is it already is in place. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES •a. Mayor and Council — • Reinhardt has nothing. • Hughes said the LMCD will be doing their boat count this year. It happens every other year. Hughes said the LMCD boat is being kept at the Water Patrol. He said the boater safety education just completed and there is good feedback. He said there probably will be another course at the end of June for 12-13 year olds. b. City Administrator — nothing. c. City Engineer i. MS4 Public Hearing (Annual Requirement) — Reinhardt opens the public hearing at 8:46 pm. Pearson said the reason for the public hearing is the stormwater prevention and the permitting program for the MS4 is regulated by the MPCA. Pearson said earlier this evening they were talking about drainage and this applies and part of their responsibility will be to evaluate the stormwater runoff and to eliminate pollutants from flowing to the lake. He said an annual report is prepared by the city and it's required to be submitted to the MPCA by the end of June. He said a public hearing is mandated and required to be held and it is to receive input from residents regarding stormwater pollution concerns. He said one item in the annual report is asking about illicit discharges in the community and for calendar year 2013 there have been no illicit discharges. Sippel asked about the sewer line break by Rockvams and Goman said it was two years ago but the volume wasn't enough. Pearson said a lot of this is documentation such as where the ponds are located in the city and the coordinates. Williamson said he thought that's what was done in 2006. Pearson said that's correct but they are now asking for coordinates and • Pearson said that can be obtained from GIS sources. Williamson said the process has been ongoing from 2001 through 2006 and there have been delays and he's concerned about ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CI SPRING -PARK MN US inventing work. He said the city has been very proactive and done preventive. He said they've followed the plan and beyond. He said if there is meaningful work, it should be done but if it's playing around and editing a document the he wonders. Pearson said the MPCA has identified some items to be updated including modifications in the city's ordinances. He said they are working on a proposal and will be submitting it for review. Pearson said these mandates can be debated and argued. Reinhardt asked about the timing of the modification. Pearson said the cities are treated alike and they are given one year from February 2014. Reinhardt closes the public hearing at 8:58 pm. Reinhardt said they'll look forward to future updates. d. City Attorney e. Utility Superintendent — Goman said lift station number five plans and specs are on track to send out in about two weeks. He said there was a water main break on Northern Avenue. He said there is no frost in the ground. When the break happened it didn't come to the surface right away and there is about 150 feet of blacktop that had to be removed. Williamson asked about the timing and is it warm enough and how soon the paving project can be done. Goman said they'll try to let it settle through this week so more than likely looking at next week. Williamson asked if the county is patching Sunset Drive. Goman said it's the city's responsibility. Sippel asked about the water running east and west. Sippel said there was a cavity and he wonders where the dirt ran to. Goman said it was in the sewer ditch and once it popped through it ran towards Hazeldell. He said there wasn't a major washout but some settlement. Goman said road restrictions are not off but will come off this week. 12. UPCOMING MEETINGS & TRAINING a. May 7 — Fire Commission (Rescheduled) — 11:00 AM b. May 14 —Administration Meeting — 1:00 PM c. May 14 — Planning Commission — 7:00 PM d. May 19 — City Council Regular Meeting — 7:30 PM Hughes would like the LMCD meetings added routinely. 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes makes a motion and Bren seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. MCFOA Education Credits — City Clerk Wendy Lewin & Office Assistant Sharon Farniok Reinhardt thanks Lewin and Farniok for attending these learning classes. 16.ADJOURNMENT — Sippel makes a motion and Bren seconds to adjourn the meeting at 9:07 pm. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator 0 Cifm of Shrina Va4 CITY OF SPRING PARK CITY COUNCIL AGENDA MAY 19, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake 9tinneton(a 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes from May 5, 2014 b. Planning Commission Minutes from May 14, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator i. Sign Retroreflectivity Policy • c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. May 27 (Tuesday) — Work Session — 7:OC b. May 28 — LMCD — 7:00 PM c. June 2 — City Council Regular Meeting — 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) [wivil 7:30 PM a. Met Council Population & Household Estimate b. Fire Department Press Release c. Fire Department April Report 16.ADJOURNMENT • (,'iff W,Vhrino VaW SPRING PARK On Lake Yinneton a CITY OF SPRING PARK CITY COUNCIL MINUTES MAY 19, 2014 — 7.30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 pm. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS - Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck. 4. PLEDGE OF ALLEGIANCE - 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Hughes was impressed with the PC minutes and the analysis of the park and he thinks this should be moved on. Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes from May 5, 2014 b. Planning Commission Minutes from May 14, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS — None. • 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Williamson agrees with Hughes about the Commissioners' comments about evaluating the park and he thinks at a study session he would like to highlight a few of the suggestions and tackle these. Williamson also wondered about the mention in the PC minutes of some sort of sign sticking out perpendicular and Lewin explained the sign applicant is wanting a sign that juts from the building. Williamson also wondered about a potential penalty for a premature sign placement and Tolsma explained this was due to the paddleboard business putting up an unapproved sign. b. City Administrator i. Sign Retroreflectivity Policy — Tolsma said this has been in the works for a couple of years. He said it was mandatory that by 2012 cities had to replace their signage. He said it's been delayed and watered down and now it's down to requiring cities to have a policy in place. He said the memo gives information on what retroreflectivity is. He said there is a sample policy supplied with fill in blanks. Tolsma said this can be discussed and changes made or it can be adopted this evening with recommended changes. Tolsma said Engineer Pearson has worked on this with a different township and it's recommended that 100% every five years be the choice. He said it's a relatively simple procedure and can most likely be done in one evening. Hughes asked about street signs and visibility. He wondered if blue or brown backgrounds will be excluded. Tolsma said this doesn't apply to street signs. Sippel also questioned that section. He wondered if it should be stated what will be included. He thinks stop signs would be the most important sign of all but it looks to be excluded. Tolsma agrees and thinks it might be an idea • to spell it out specifically. He recommends the page two language to be included. Pearson Cif of srn,y ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW CI SPRING -PARK MN US said the MN MTCE manual has identified signs and he anticipated these questions. He said the R8 series gives examples. Williamson said the desire is to upgrade the signs. He said with the aging population, the ability to adjust to night-time driving is difficult for aging baby boomers. He feels budget considerations and sign inventories plus what signs need to have maximum reflectivity are necessary. Hughes wonders about the device that measures reflectivity and it's suggested the device be borrowed due to its cost. Reinhardt said there is a lot of leeway on establishing an inventory and it's probably not necessary to get into the details at this time. Tolsma said different methods or combinations can be decided on. Sippel agrees with the entire city once every five years and a sign inventory and then visit the applicable signs. He wants to specifically state what needs to be included in terms of signs. Bren asked about night time visible inspection and she wonders about the trained, visual inspector and wondering if they would have their own equipment. Pearson said he's previously dealt with this. He said there are some online courses and there are written directions that can be followed. He said there is some subjectivity but best judgment is acceptable. Reinhardt said there are some signs on Sunset Drive that would be good examples of retroreflectivity. c. City Engineer — Pearson said he has an update of lift station five. A set of prints have been submitted for review and he feels they're about 80% complete. He thinks by the end of the week they should be 100% complete and it can go out for bids. Sippel asked about the results of the soil borings. Pearson said there were no concerns about the stability below. He said there is some fill material in the upper layer and there is a recommendation to use piers on the valve manhole. Williamson wants to know when bid opening would take place and Pearson said a three week period is allowed for bidding so towards the end of June. He said the bid date has not been finalized yet. d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. May 27 (Tuesday) — Work Session — 7:00 PM b. May 28 — LMCD — 7:00 PM c. June 2 — City Council Regular Meeting — 7:30 PM d. Doug said there is a full commission meeting for the LMCC on May 20. 13. UNFINISHED BUSINESS — None. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes makes a motion and Sippel seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Met Council Population & Household Estimate — Reinhardt said they're about a year behind. Williamson said households have a more limited definition. Housing units can be Pres Homes. b. Fire Department Press Release c. Fire Department April Report ADJOURNMENT — Sippel made a motion and Bren seconds o adjourn at 8:05 pm. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator 0 (;i{U W NS'fwno'Pl4iNk SPRING PARK CITY OF SPRING PARK WORK SESSION MINUTES MAY 27, 2014 — 7:00 PM SPRING PARK CITY HALL On Lake Minnetonka Reinhardt, Williamson, Hughes, Slppel, Bren, Qualle, Pearson, Beck, Tolsma, Lewin, Goman 1. DRAINAGE DISCUSSION a. See attached staff memo. Paul Pearson will have documents for the council on Tuesday. Reinhardt said this has been a problem, especially lately due to the rain. Tolsma said this is complex and thought it's better to just jump into this. Pearson said research and background information is important. He went back to old file documents and talked to Tolsma and Goman. He brought some plans this evening, one dated to 1976 and it's the east road and extension. He said the 1976 plan shows an 18" culvert with draining coming from the west and under the railway tracks. Pearson said there was aerial topography with no date but it does show the old McDonalds and the Blue Lagoon. He said there is a drainage swale identified on the south side of the RR tracks. Pearson then refers to a plan dated August 1990. He said what is shown is a drainage basin at Kings Rd, West Arm Rd East, Lord Fletcher's Apts. He said this plan shows a catch basin that Was added. He said a pond was proposed that was about 10 feet deep. This project never went 'wThrough and it might have been because of the railroad tracks. Pearson said the runoff from Warren Avenue is contributing to this. Goman said there's a drainage problem on both the north and south side of the trail. Pearson said there was a cost estimate dated April 2005 for street construction costs for $75, 000. Reinhardt asked if there were drainage improvements factored. Pearson said it shows pipes, about 150 feet, but it wasn't factored into the costs. Sippel said if the basin was talked about in 1990 and it wasn't done, he wonders how it appeared. Goman said it's more of a natural basin. Pearson said a plan goes along with a report of September, 1991. A drainage area was identified but what's interesting is the boundary goes down the center of the RR track. It also shows expansion of the basin. Williamson said the O'flanagan property was developed as well as the bank property creating more hardcover surface. Pearson said he printed off an aerial in order to identify contours. He said they've been working on developing a concept plan. Pearson identified breaks in drainage areas. Pearson said drainage from this area is towards the trail. The back of the Spring Park Auto, Blue Lagoon drains towards the RR tracks. The mini storage site drains to the catch basin. He said some of the water drains towards the trail but there is a box elder tree that blocks a lot of it. Pearson said in developing a concept plan what was talked about is to attempt to mimic a design and stay away from buried fiber optic, work around parking stalls and develop proposed contours. They would look at a basin and collect sediment and an infiltration bed similar to a rain garden that allows water to percolate through the soils. Cost estimate of the analysis to excavate to sand and ack fill with rock for percolation, perhaps there might be some grant money showing they're filtrating and removing phosphorous. They would also use a backup of drain tile if it doesn't infiltrate. That's called a filtration system as it filters through the rock and goes through the pipe 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 (drain tile). Pearson said that's acceptable to the watershed based on prior conversations. Hughes wonders about sediment filling up on top of the rock. Goman said it would have to be maintained. Pearson said there'd be an outlet control structure having an 8" pipe entering the bottom of the structure and concept wise about five feet at about 937 there'd be a small diameter 60pening and that controls the runoff so there's no more water and the pressure is maintained. During high water situations there is a bar grate across a four foot manhole allowing a lot of water to discharge out. Pearson is always thinking about costs and minimizing costs. He said what is being designed is not extravagant but something the watershed would expect. Four options have been looked at, two for drainage. It shows existing contours, elevations, additional storage on the north side of the trail. It continues the drainage and routes it to the basin, underneath the road and trail. There'd be a drain basin and drain tile. He recommends the catch basin in order to drain water from the street to the catch basin. He shows a sump on the catch basin and the watershed prefers. It catches the larger particles and cleans it. He said it's relatively inexpensive to do. That is option A. The cost estimate is $209K, ballpark. Williamson asks what is the biggest component of this. Pearson said there is $70K worth of excavation and hauling material and the directional drilling is around $32K. Pearson said there could be some cost participation from the Watershed District. Pearson said his instinct is the basin is a good thing. Reinhardt asks about specific numbers for phosphorous reduction and Pearson said this could be supplied. Option B: Pearson said to create a ditch and a swale and clean up along the south side of the trail. Develop a new swale in the right of way. In front of the Blue Lagoon there isn't really a lot of room and it's in the right of way. It picks up the water to the catch basin north of the mini storage and across Kings Rd and into the drainage. The catch basin is slightly different but it adds the �drainage from the north side. Pearson said the drainage from the north side is very small. The oad would be directional drilled due to the traffic. Cost $226K. Option C adds street improvements for extending curb and gutter from the trail crossing to the north west and follows the design developed in 2005. There is a tumaround area but fire trucks cannot make this maneuver. The drainage would be pitched back towards the drainage area. Cost is broken out according to drainage option A or B. He said there are no sanitary or water cost estimates factored into these estimates. Option C adds in a section of storm sewer. Option D has erosion problems on the east and would extend curb from the north side of Warren Avenue to the trail. There'd be a flume or swale to the catch basin. It is the same as Option C except for the addition of the curb on the one side. Reinhardt thanks Pearson for his efforts and presentation. Hughes asked about the difference when doing the street and the cost to existing residents. He wonders if some of the businesses should have some cost -bearing responsibility. Reinhardt said she looked at the city's assessment policy and it is based upon specific projects so it's very vague. Reinhardt said most residents that came to the previous meeting were private road residents. She said the other residents are fearful of high costs. Williamson said there is about a $150K spread and 25% of the difference is fractions. Next steps: Reinhardt said the resident meeting was a perception of a quick, easy fix of drilling nder the road to the retention plan and it's done. She wonders if it's combined with a road roject, this would take longer. Sippel thinks the road project needs to be separated from the drainage issue. Reinhardt thinks the next step is perhaps a refined plan and an open house type 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 forum for questions and concerns. Sippel is concerned about when to involve the Rail Authority for the right-of-way. He thinks it should be done sooner rather than later. Sippel said we need to find out if there is permission to use right-of-way. Hughes thinks this should be socialized with the AWatershed too and at the same time. Reinhardt thinks a couple of date options should be pulled together for an open house. Williamson thinks the Watershed should be consulted too in order to find out where they're at with this. Pearson said he could begin to look and explore timelines for Option B and D. 2. RENTAL ORDINANCE DISCUSSION a. Scott Qualle will be in attendance to discuss the next steps in pursuing a rental ordinance. Reinhardt said staff is looking for further clarification. Qualle said the important question is if this is the way the city wants to go. He said there is expense and time involved. Qualle said he is concerned about an incremental approach to rental licensing. He said if they start low key, there will always be a higher standard and landlords find that to be a hard pill to swallow. Hughes said he's still in favor of this but from a priority standpoint, he thinks the city has more pressing issues. He recalls his last motion being to send this back to the planning commission for more input. He also recalls the code as setting the standard. He wonders about approving the property maintenance code and thinks that might be enough teeth for enforcement. Qualle remembers it being approved but not sure about who to direct this to. Williamson said he doesn't think there's a clear yes or no. He asks what is the problem we're trying to solve. Immediate safety is the obvious and it's appealing. Williamson is worried about adding cost burdens to people that might be wanting to rent out a room for financial reasons. He doesn't think it should be given to the PC without more direction. He said the goals need to be 0lear. Sippel said he's conflicted. Based upon the rental percentage in SP, it probably should be looked at closer. He also believes intent and goals need to be determined. Sippel would like to see bare minimum, middle of the road, over -the -top examples. Sippel thinks the facility should be taken into consideration. A rental ordinance for an apartment complex versus someone renting out a room should be different. Reinhardt agrees that this might not be the right time to discuss this. She's not even sure how many complaints and of what nature the city staff receives right now. Williamson said this should go on a pending projects list and resurface again. Qualle said inspection costs will most likely not be in the $250 range, he thinks more around the $60-75 range that is bi-annual. Reinhardt suggests this be put on the study session agenda in six to nine months from now. Tolsma suggests it be put off until after the election. Hughes wonders about adopting the property maintenance code so at least there is something on the books. Qualle said they could consider this and it could be dealt with on a complaint basis. Beck said when nuisance questions come up, a set of standards would define this. Reinhardt wonders if it's adopted as a whole or if it's cherry picked for specifics. Qualle said chapter three is the general requirements. He said it isn't really that comprehensive. Reinhardt wonders if there is an ad hoc group that wants to look at this now. Hughes thinks with upcoming projects this isn't the time right now. Sippel would like to see a few bullet points and summarized concepts. Minimal is fire safety, maximum is everything and somewhere in between is probably best. !. WATER RATE DISCUSSION a. See attached water rate comparison spread sheet. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 E Sippel said he thinks the city's rates are competitive. He wonders how Wayzata does it. Tolsma said some cities have a base rate. Sippel asked about apartments even though there is only one hook up, they are charged according to the units. Williamson said it used to be where the first •5, 000 gallons were included in the base rate and that is no longer the case. He said this increased the apartments water costs by a lot. Sippel asks for the number of units. Hughes wonders about other charges attached to their water rates and what are they. 4. LMCD DRAFT BUDGET a. See attached LMCD memo & draft budget. Hughes said Tolsma is invited to a meeting. Williamson said he's always been happy with the LMCD's budget. Hughes encourages the council to look at the summary. He said the only thing new is the contract viewing. He said the third item is the leasing and storage space savings. Everyone is in agreement that a rubber stamp saying "sold" is warranted due to the very minimum increase. 5. MISCELLANEOUS Meeting adjourned at 9:36 C: U 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK On Lake Minnetonka • • CITY OF SPRING PARK CITY COUNCIL AGENDA JUNE 2, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Work Session Minutes From May 27, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council i. LMCD: AIS Training for Local Law Enforcement Officers ii. Set Date & Time for West Arm Road Drainage & Potential Road Improvement Discussion (Proposed Date & Time: Thursday, June 19th at 7:00 p.m.) b. City Administrator i. Amended Sign Retroreflectivity Policy c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. June 5 — LMCD Budget Meeting — 11:00 AM b. June 11 — Administration Committee — 1:00 PM c. June 11 — LMCD — 7:00 PM d. June 11 — Planning Commission — 7:00 PM e. June 16 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) 16.ADJOURNMENT C� of-' r nJc ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On Lake 91llinneton a CITY OF SPRING PARK CITY COUNCIL MINUTES JUNE 2, 2014-7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt calls the meeting to order at 7:30 pm. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA - Sippel makes a motion and Williamson seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Work Session Minutes From May 27, 2014 — 7. PUBLIC FORUM — Catherine Palen, 4352 West Arm Rd — Palen said she dropped off photos and a letter regarding their duress due to the rain runoff at their and Bob Diettrich's home. She said she is here to request some relief from the city for storm drains and better curbing. She is aware of a portion of West Arm Rd being repaired and she is hoping their side would be considered as well. She said she is representing her neighborhood of six homes. She said the runoff is coming off the trail and the runoff comes into their driveways and yard. Reinhardt is said the city shares their concerns. Reinhardt said she thinks perhaps staff and the engineer can look at this situation and come up with a project assessment and options for remedies. Tolsma said he met with Palen and he looked at neighboring properties. He said this came up at a planning commision meeting in relation to a variance request in that area. He said he will look at this further. Sippel said this was discussed at the study session. He said one of the things off the table was cleaning the drainage swale next to LF apartments and he thinks this needs to be improved as well. Palen said she agrees with Sippel. Sippel said that is not the only remedy but it is contributing. Reinhardt agrees that the engineer needs to take a look at this. Palen said Shoops' property was surrounded by water and their crawl space was full of water. Bren said she walked the trail yesterday and the drain into the swale was covered with debris, understandably. She agrees with Sippel that the drainage ditch needs attention too. Reinhardt said this definitely needs to be explored. 8. PRESENTATIONS & GUEST SPEAKERS — none. 9. PETITIONS, REQUESTS & APPLICATIONS — none. 10.ORDINANCES & RESOLUTIONS — none. 11. REPORTS OF OFFICERS & COMMITTEES - a. Mayor and Council i. LMCD: AIS Training for Local Law Enforcement Officers — Reinhardt said there is a request for training. Hughes said the DNR will offer the training. Hughes said the AIS committee is wanting to expand the ability of the law enforcement agencies to be able to cite for violations. Hughes thinks this should be brought up at the police • commission meeting so if officers witness this, it gives them another avenue for control. Reinhardt said this is good timing as there is a police commission meeting this Wednesday. Cif of NinJc Vark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 Williamson said he wonders if there is an increment of expense related to this. He thinks not. Hughes suspects its a recertification. ii. Set Date & Time for West Arm Road Drainage & Potential Road Improvement • Discussion (Proposed Date & Time: Thursday, June 19th at 7:00 p.m.) — Reinhardt said staff has recommended the date. She said this is a result of Kings Road and Warren Avenue and the water runoff coming from the south side of the trail. Reinhardt said this will be an open house type of meeting. Hughes makes the motion for the recommended date. Williamson seconds. Hughes wonders if this can't be held earlier. Tolsma said this date came about as a middle ground reflecting soon enough but still far enough out for planning. Williamson wonders if everything is ready to go. Tolsma said they're still working on a few things. There will be a power point set up and by then they will be ready for this meeting. Sippel asked about whether this needs to be published. Tolsma said just the affected residents. Reinhardt suggests publishing because of open meeting law. Sippel suggests all West Arm Rd residents be invited. Reinhardt said they could be invited but she doesn't want to give the illusion at this point that West Arm Rd East residents will be a part of this. Williamson said with the concerns expressed tonight they might feel they can weigh in on this and a lot of planning has already gone into this initial project. He is concerned about new changes being introduced and the misconception being established that this can be a joint project. He doesn't want to jeopardize the present project. Hughes wonders about amending the motion to June 12tn. Williamson is amenable to this due to the amount of time yet to move this forward. Pearson has a draft timeline with the assumption the meeting would be held on June 19tn Pearson said the schedule is tentative. He said tentatively the meeting on the 19th the council could at the 23rd work session discuss the meetingy results. They could order the feasibility study at that meeting. The next meeting is July 7t so a public hearing could be held at that 40 meeting and order the plans and specs. He said state statute requires ten day notice and the numbers work. He said it will take time to prepare the plans and specs but they could advertise in The Laker on the 29tn and submit the ad for bid with publication for July Vt. State statute requires three weeks. They would open bids on August 26th and bids could be reviewed on September 1st with another two weeks for notification to the winning contractor. Pearson said an anticipated completion date would be October 31st. Construction could be finished up to Thanksgiving time. He said permits need to be procured with Dakota Rail and the Watershed. He wants to get dialogue started with the affected agencies. Williamson said there is a lift station project and they should be coming in around the end of June. Williamson is concerned with the logistics of machinery and digging and the impact of the residents. Pearson is aware of this and is confident there won't be conflict between the two projects. Williamson wonders about possibly moving this to next week. He is concerned about not delaying this too long. He wants to see three or four bids versus one bid. Reinhardt said this could wait until next spring if it becomes critical. All votes ayes, motion carries for June 19th. Hughes said there will be an emergency meeting of the LMCD board at 6 pm this Wednesday due to high water levels. Sippel wonders if there can be a declaration of no wake on the entire lake versus 600 feet out. b. City Administrator i. Amended Sign Retroreflectivity Policy — Reinhardt thanks Tolsma for making the changes. Tolsma said Beck worked on this and • Reinhardt thanks Beck. Tolsma said this is clearer now. He said the main points stick to what Ci% o f ��rin\ y Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 3 was discussed previously. Sippel said this captured his questions and concerns and he is comfortable with this. Williamson said he proposes this be adopted as a policy. He said the signature block doesn't indicate a status. He wonders if it is status of resolution. Beck said it • would be adopted by motion and it's similar to resolution. Williamson makes a motion to adopt the document presented in its current form as the sign retroreflectivity policy. Sippel seconds. All votes ayes, motion carries. c. City Engineer — nothing. d. City Attorney — nothing. e. Utility Superintendent — Tolsma said on the West Arm/Kings Rd drainage issue and over the weekend the pump failed. A loaner pump was gotten and he pumped today. Another pump has been ordered as a backup. Tolsma said Channel Road is flowing over and receding slowly. They are looking at sandbags or creating an earthen dyke and pump the street water back into the retention area. Williamson asks if this is a result of the high water level that is back draining into the retention area. Tolsma confirmed. It is the lake level problem. Tolsma said there is no immediate danger of flooding houses. He said they would like to clear the water off the road. Hughes asked about the new pump and the gallons per hour. Tolsma said it's higher than what they presently have. Hughes recommends getting a big pump. Tolsma said storm sewers are in the news now. He said fortunately there has been no bypass of the sanitary into the storm. The pumping amounts are very high. He said it's about four times the amount due to I&I. He said the pumps are so far keeping up. Reinhardt explained that I&I is infiltration due to stormwater runoff and sump pumps illegally discharging into the sanitary sewer. 12. UPCOMING MEETINGS & TRAINING - a. June 5 — LMCD Budget Meeting — 11:00 AM • b. June 11 — Administration Committee — 1:00 PM c. June 11 — LMCD — 7:00 PM d. June 11 — Planning Commission — 7:00 PM e. June 16 — City Council — 7:30 PM 13. UNFINISHED BUSINESS — None. 14. NEW BUSINESS & COMMUNICATION - a. Bills & Payroll — Hughes makes a motion and Sippel seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) — Williamson said the ballpark at Thor Thompson is in use. Williamson said until the recent upgrade of the park where there is better drainage and the ball field is usable after the great amount of rain. Hughes is working to create a high water designation to put out on the cable channels. Williamson wonders what happened to the dynamic signage that was discussed a while back. He said if communication needs to get out, it's difficult because there are so many ways. Tolsma said these discussions have started up again just recently. 16.ADJOURNMENT — Sippel makes a motion and Williamson seconds to adjourn the meeting at 8:17 pm. All votes ayes, motion carries. Wendy Lewin, City Clerk • Dan Tolsma, Administrator Ci� of s&inq ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL AGENDA JUNE 16, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake 914innetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From June 2, 2014 b. Administration Committee Minutes From June 11, 2014 c. Planning Commission Minutes From June 11, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS a. Petition for West Arm East Drainage/Road Improvements 10.ORDINANCES & RESOLUTIONS a. Ordinance 14-02: Lakeside Accessory Structures 11. REPORTS OF OFFICERS & COMMITTEES • a. Mayor and Council b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. June 19 — West Arm Central Improvements Meeting — 7:00 PM b. June 23 — City Council Work Session — 7:00 PM c. June 25 — LMCD — 7:00 PM d. July 7 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Tobacco/Alcohol Compliance Checks b. May Fire Department Report c. Mound Fire Department Press Release d. LMCD Newsletter 16.ADJOURNMENT • C� 0 f 1. Jr n (Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Corrected CITY OF SPRING PARK CITY COUNCIL MINUTES JUNE 16, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake Yinneton a Al Luehmann, 4300; Doug Smith, 4308; Hackneys, 4372; Joel Shoop, 4336; John Perry, 4516; Catherine and Gerald Palen, 4352; Bergers, 4318. 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Planner Brixius, Planning Commission Chair Hoffman. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Hughes makes a motion and Bren seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From June 2, 2014 b. Administration Committee Minutes From June 11, 2014 c. Planning Commission Minutes From June 11, 2014 7. PUBLIC FORUM — No one. VPRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS a. Petition for West Arm East Drainage/Road Improvements — Catherine Palen, said she visited with her neighbors about their concerns. She said various comments were received such as Luehmann is concerned about the unfinished street, Mr. Smith has had expensive sewer problems, the Bergers were flooded, the Diettrichs, Palens and Kilbys suffer continuously from the runoff which has increased since the paving of the trail. She said she's lived there for 19 years and they did have to suffer from runoff but it has increased since the paving. She said the storm drain has collapsed and that needs attention. She said there are drains by Luehmanns and the tilt of the road is not running to the storm drain. She said if there is a problem with sewer, it needs to be looked at. She wonders how long has it been since there's been an upgrade to the sewer line. Palen said some residents are below street level so they take the brunt of it. She said there is heaving that occurs during the winter months and can sometimes be as high as eight inches. Palen said in front of her driveway it can heave as much as three inches. She said she thinks investigation needs to be done. Hughes asked Luehmann if the drain was ever combined with the Townhouses on West Arm Drive. Luehmann said that was addressed about a year ago as the drain carries a lot of water from West Arm Drive and it empties. He said he thinks the drainage has been addressed. He planned on bringing this up. He said 8-10 years ago a top coat was put on the road but it stopped before Luehmann's property and didn't go to the end of the road. Wtihardt said the process is if the council receives a petition for a road improvement project, if the on is accepted, staff can be directed to put together a feasibility report. She said an estimate Ci� a f %y�r nJc Par 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 Corrected and proposed method of financing the project is brought forward. Reinhardt said the petition has nine of the eleven residents affected. 0sma said he spoke with Pearson and there have been plans to examine the street at next week's staff meeting. Tolsma said Pearson agrees that would be the time to assess the situation and he would have more ideas as to what to include in a feasibility report. Palen asked about the elements that are examined. Pearson said typically they gather information and the input from the residents is valuable. Pearson said a field evaluation looks at the concerns. He would look for resolution regarding the frost heaving with a soil engineer as that is a typical cause. Pearson said it's called a windshield survey to observe what is there. He said with technology there is GIS data, contour information from aerial photos. He said that's the beginning. The next step is if the city orders a feasibility report which is more analysis for alternatives. He said with alternatives there are costs and that is the information the council is looking for to evaluate for the best solution. Sippel said we're talking about drainage and the road surface but infrastructure will be examined as well. Palen asked about checking the age and the condition of the sewer and water. Pearson said with the sanitary sewer system, the city has televised the system and there are records. He said sewers can be evaluated from that for required improvements. Pearson said Goman, who is knowledgeable about the utilities, will offer his analysis and information. Palen is hoping for a proactive versus a reactive analysis. Williamson said there have been similar discussions about road projects and infrastructure will be examined at the same time. He said the televising is systematic and repairs can be done at the time to caulk cracks. He said this has been going on for about 10-12 years. He said a sleeve can also be applied to sewer lines. He said they'll look at the age of the line in this case. Williamson is sure all of this will be examined along with assigned costs. Pearson said Ar ould be cautious about "replacement" because with today's technologies, sleeves can be applied IMMus digging up and replacing and they use a cured -in -place operation. Reinhardt asked about the windshield survey and she wonders about the difference between a feasibility report. Pearson said a windshield would be required regardless but Pearson said it's difficult to determine the cost of a feasibility until they see what they are faced with. Luehmann said there is a pumping station on West Arm Road and he wonders about upcoming changes for that. Pearson said they are in the process of receiving bids for improving this lift station. Pearson said the intent is to complete the work in October and traffic will be maintained at all times. Luehmann said it seems like a good time to look at an entire street project at that time. Pearson said that is something the council can evaluate. He said it's been discussed but the opinion is the contracts can be separated and a lift station can be competitive and they are hoping for good bids. Pearson said he doesn't see a need to tie the projects together. Luehmann said he's never heard the designation of east, central and west West Arm Rd. Palen said Lord Fletcher Apartments are multi family and she didn't think to notify them. She wonders how this affects the analysis. Reinhardt said they are zoned multi -family and they would be included as a property along with everyone else on West Arm East. She said there are proper notifications and they would have an opportunity to voice their opinion. She said when it comes to costs, there are numerous ways to look at it. It can be frontage, per property, a combination. She said that's down the road yet. Sippel said per the special assessment policy there is not a special assessment for the sewer and water. He said the road reconstruction requires the property owner to pay 25% and the city pays /0. Sippel said because the trail borders the south side, it's not shared by others. Sippel said this rsday there is an open house for potential improvements for West Arm Central. He said it might C1t`Lj of, �'rinyPark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 3 Corrected be beneficial to come in order to get a better feel for how this project unfolds. Reinhardt wonders about a motion and Tolsma said staff has enough direction to work from. Sippel wonders if there is a 9 on to withhold a feasibility study. He wonders if this should be commissioned now. Williamson d that might be jumping the gun and he doesn't want to skip steps. He said an initial analysis will describe a scope of a project. He said contract staff needs to be clear about what is requested. Hughes said if the windshield could be done in a day, it might be nice to have it at a work session. Tolsma said it would be possible to get this done this week after consulting with Pearson and bring it to the work session. Sippel asked about making a motion to accept the petition. Reinhardt said she looks to the policy. Williamson believes in acknowledging the petition but he wonders about a process standpoint. Reinhardt suggests since it's on the agenda they will wait until the windshield study is brought forward. 10.ORDINANCES & RESOLUTIONS a. Ordinance 14-02: Lakeside Accessory Structures — Brixius said graphics were provided to the Planning Commission (PC) meeting last week. He said a public hearing was held and there was discussion about one point of the accessory structure ordinance. He said additional language was added by the council that prohibited accessory structures (AS) between the principal structure and the lakeshore. He said the PC in the original recommendation did not include this prohibition. Brixius explained the council asked this be taken back to PC for further discussion. Brixius said a planner report was presented dated June 5th outlining pros and cons. He said in 2006 the city adopted a shoreline ordinance. Previous to this lakeshore averaging was allowed. Brixius said the building envelope setbacks were established. He said now principal buildings can expand to 50 feet of the shoreline. Brixius said since 2006 site lines have not been preserved. He said the PC looked at this issue. He said the square footage of an AS f expanded based upon foundation size and scale was considered. Brixius said the Spring Park Winance is different from the DNR ordinance. He said the model ordinance tries to protect the lake users' view. Brixius said the PC considered all the information and took testimony from John Perry who is interested in an AS on his property. Brixius said Perry's property is unique due to a sanitary sewer easement that divides his property in an east west direction that prevents future expansion of his home and limits his garage and dwelling space. Perry is proposing a 500 square foot building, two stories, tucked into the hill. Reinhardt wants to caution the council that this is an ordinance for the entire city, not one property. Brixius said the recommendation from the PC is to repeal the disallowance of AS between the principal structure and the lakeshore. Brixius said PC argues that other things can be put between the principal structure and the lakeshore that can affect views such as trees. Reinhardt asks for questions from the council to staff. Williamson asked about the status of this meeting. Brixius said this is not a public hearing but is for consideration. Reinhardt opens this up for public comment. John Perry, 4512 West Arm Rd said he inquired about building a secondary structure last year because of the sanitary sewer easement restricts him from adding on to his house. Perry said he has consulted with the city, Mnspect, ,the Watershed and the DNR. He initially thought about a one story structure but he discovered he would be allowed something 16 feet in height allowing him a two story. He said because it would be built into the hill it would look like a one-story building. He said the peak of the AC would be one foot above his basement level due to the drop off. He said he won't be 0 -king views. Perry said this was examined previously but then he was informed that his plans Id be restricted. He said he went from being allowed to put a structure that would be 1200 square Ci of, '�Nin, ?Par , 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US In Corrected feet to now nothing. He said he is losing 130 feet of property that can't be used. He said boat houses on the lake are allowed. He said he is concerned that his neighbor could, by ordinance, tear &n the existing house and build 50 feet from the lake and that would block his views. Reinhardt said there is a document outlining other cities and how they treat AS between the principal structure and the shoreline. She said it's all over the board. Some are very restrictive. She believes this has been deliberately researched. Jeff Hoffman said Brixius did a good job reviewing the PC meeting recently held. Hoffman said discussed in great detail was the question of view. He said this was previously raised with the condominium projects of the Mist and the Lakeview Lofts. He said at that time views were not guaranteed. Hoffman said the other issue discussed was the size of the structure and the equality. He said there are a lot of unique situations and it was felt that someone who doesn't have lake access and would be allowed to build, why would that be different for someone who has lakeshore. Hoffman said the size was increased from 1000 sf to 1200 sf. Hoffman said if there is more direction or more discussion or more areas to explore, he would encourage this go back to the PC again. He said they went the direction they thought they had. Bren said she was present at the PC meetings and she said they did a lot of hard work and research. She said she agrees with Hoffman's assessment regarding equality for lakeshore and non lakeshore owners. She said there are other things that can affect views. Bren believes there is a problem with the property with the sanitary sewer splitting the property. Sippel moves adoption of the proposed language striking the language for no principal structures between the principal structure and the lakeshore. Hughes seconds. Reinhardt said she will not support striking that language. She said in looking at the bigger picture she wants to Sider how Spring Park is viewed from the lake. She said there are many properties that could entially put very large accessory structures on the lake side. She said many times the architectural standards are not the same for an accessory structure. Reinhardt said for Perry, there is a variance procedure. She hesitates to remove the language for the good of Spring Park. Sippel said as a practical matter, lakeshore owners probably wouldn't build an AS unless there is a reason. He said the height restriction actually improves the situation versus houses being built up to 50 feet of the lakeshore. Williamson said this issue is a good example about how ideals can be had and expectations in the community and then there is practical living. He said the lake was first lake cabins and the cabins were upgraded to residences. Williamson said many times this happened before lot lines were even established. He said structures fitting together are very eclectic. Williamson said sometimes changes and needs evolve. He said this isn't a one size fits all community. There isn't the opportunity to have a master plan and it should be recognized that there will be creative development. Williamson said he's torn between two things. He doesn't like structures being built closer to the lake. He prefers houses being set back. He said everyone pays for cleaner water as a result of hardcover. Williamson said he believes a property owner should be allowed to do what they want provided it meets all of the city's requirements. He feels when addressing an AS close to the lake, maybe other restrictions should be looked at. He feels the wisdom is to follow the recommendation of the PC and work further on this. Reinhardt said one of the issues for AS also has to do with plumbing being allowed. She said there is a concern about additional plumbing being added and soon it becomes more than just a boat house but becomes a weekend facility and/or a rental facility. Motion passes 0rollcall, Bren and Reinhardt vote no and Sippel, Williamson and Hughes vote yes. Ci� o f ,S' nJc Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Corrected • Reinhardt said she received a complimentary remark from a resident on Channel Road about the city's efforts to assist on the flooding on Channel Road. Special thanks go out to Goman, Tolsma and Pearson for their diligence. • Reinhardt said there is an ordinance that prohibits illegal dumping. She said there are two clean up events twice a year and there have been incidents of dumping after the clean up event. She encourages residents to call 911 if dumping is witnessed. Hughes said in the clean up event, t.v.s, electronics are not accepted. He said this continues to happen. Reinhardt said there is no reason for anyone to illegally dump anything. She said if this continues to be abused, the clean up event may not happen. • Hughes said the LMCD safety committee has the ability to fly over the lake by helicopter and was surprised to see the debris left over from the winter fish houses. He said there was a lot of discussion about the high water declaration and how to handle this. Reinhardt said a postcard was received in the mail to lakeshore owners regarding the high water. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator - nothing c. City Engineer — nothing unless the council has questions. d. City Attorney — nothing. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING a. June 19 — West Arm Central Improvements Meeting — 7:00 PM b. June 23 — City Council Work Session — 7:00 PM c. June 25 — LMCD — 7:00 PM d. July 7 — City Council — 7:30 PM 13. UNFINISHED BUSINESS — Williamson said he received an email invitation from the Mayor of Minnetrista to attend a presentation about their water plans. Williamson said if three or more council members attend, he wonders about open meeting violation. Reinhardt said she won't be able to attend and Sippel can't attend either. Hughes is also not going and Bren said she didn't plan on attending. Hughes wonders about a refresher from Beck on open meeting law. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel questioned the bill from Centurylink and wonders if voice over service has been investigated. He thinks this should be looked at as it seems high for phone service. Williamson said this came up years ago and some charges are for water plant alarms, lift station connections, etc. Reinhardt said it should be easy to pull the line detail. Sippel makes a motion and Bren seconds to pay the claims. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Tobacco/Alcohol Compliance Checks — Reinhardt said compliance checks all passed. b. May Fire Department Report c. Mound Fire Department Press Release d. LMCD Newsletter %ADJOURNMENT — Williamson makes a motion and Sippel seconds to adjourn the meeting at 8:52 pm. All votes ayes, motion carries. CiG of f n (Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On Lake Minnetonka CITY OF SPRING PARK SPECIAL MEETING MINUTES JUNE 19, 2014 — 7 PM SPRING PARK CITY HALL Those present: Bren, Reinhardt, Hughes, Sippel. Staff: Lewin, Tolsma, Goman, Pearson. Bill Anderson, 3877 Park Ln; Private Road: Laura and Tom Geib, 4550 WAR; CJ Lunning, 4562 & 4568 WAR; Public Road: John Samuelson, 4484 WAR; Mark Reinhardt, 4490 WAR; Adrienne Reuss, 4446 WAR; Brandon Heckman, 4458 WAR; Susie Valek, 4464 WAR. Late arrivals and didn't sign in: Jackie Valek,4452 WAR; Fred Puzak 4400 WAR. 7:05 pm: Tolsma said there is a Power Point, and there are handouts of the slides. He said questions can be taken but Pearson, the engineer will help answer. Questions: • What is the size of the Warren Ave retention pond? Pearson doesn't have the existing volume but excavated would be over 3000 cubic yards. Tolsma said there would be upgrades added in order to keep the flow of the water going towards the lake and improve the quality. • Questions about option two catch basins and wonders if that would be enough. Tolsma said 0 additional catch basins have been discussed. Pearson said there were further discussions and a slope of the road would go from the north towards the south to drain away from the homes. He said filling will be taken care of with flowing to the retention. Ten, possibly 11 properties would be assessed if option two is selected. • Samuelson wonders about Lord Fletcher's apartments and Tolsma said they'd have to examine fairness as the majority of their property fronts on WAE. • Samuelson asked about WAR and when it's scheduled for a redo. Sippel said there really isn't a rotation. • Reuss asked if they'd still have to pay if the road was scheduled to redo. Tolsma said there'd be an assessment no matter what. • Geib asked about direction for expansion of the road. Pearson said the south side, towards the trail. Tolsma said they'd probably relocate the utility poles. • Lunning asks about responsibility for on the trail, the ditches on either side of the trail. Tolsma said Three Rivers just has the paved portion of the trail. The sides of the trail is the HC Rail Authority. She asked if anyone has talked to HC about cleaning out the ditch on both the north and south side on both the private and public portion. Tolsma said that is part of the reconstruction. He said the rail authority is autonomous and may not share in this project. Lunning said on the south side of the trail there is the ditch and there are concrete blocks towards Warren Avenue. She said it's a problem area and there is a fence and it's noticeable there is runoff running down the hill and she wonders if that can be dug out. Lunning said regarding the end of October time frame, she wonders about sand bags on the south side at • the edge of the trail to keep the water from flowing across and stopping it from filling up. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US • Valek said the trail is going to be resurfaced in August and she wonders if they can work with 2 the city. Tolsma said there is hope for some assistance. Valek said this seems to be the time now to work on these issues since they're resurfacing. • Samuelson said he witnessed the runoff from Blue Lagoon and it's a river. • Geib wonders if Blue Lagoon has been contacted about issues they are creating. Tolsma said they're not clear on how much water is coming from the south side of the trail. He said they want to work with everyone involved. Geib wonders if they're open to talking to the city and Tolsma said yes. He said elevation and sloping is the issue. • Lunning wonders about a retaining wall with a spill way to direct the flow of runoff towards the retention area. • Mark Reinhardt asked if this was a preliminary view of what could be done quickly. Tolsma said there is complex calculations that go into the project and this is the stage where it's decided whether this can be done or not. • Sippel thinks the south side of the trail can be excavated now. There is a concern about excavation and bringing in more water that it can contain. Restoration is a concern and what is being suggested between the road and the trail. Tolsma said ground cover, trees and shrubs are not favorable due to the release of vegetation. Privacy and noise blocks are enjoyed now and they don't want to lose that. Goman said there is a safety concern from the trail to the Warren Rd retention pond due to the severe drop off. Goman said there are some junk trees such as buckthorn and box elder that probably should be removed. Samuelson asked if the culverts directing water to the retention pond is gravity and Tolsma confirmed. • Lunning asked if the plan includes a road project and she wonders about raising the elevation of the road and sloping it to the south. Pearson said probably not because of matching the driveways. Samuelson said sometimes all it takes is a curbing to redirect the runoff. Tolsma said sometimes a fix somewhere makes it bad at another place. • Valek wonders if with option one and two if they'd have the same timeline. Tolsma said option one would move faster. Valek asked if the excavating and drainage work could be done first and the road reconstruction done after. Pearson said if there's going to be a road project it's better to do this as a coordinated event. • Samuelson asks when they choose which option. Tolsma said council will ask for more engineer feedback but timing is critical. Samuelson wonders what determines which option, the residents or the council. Tolsma said the council can go either way with the correct feedback. He said the council can make decisions. • Geib asks about option one and wonders about the pros and cons about stopping runoff versus not. Tolsma said option one would take care of the majority of the problem. The road project will add to the overall effectiveness. Tolsma said there is something to be said about the road being reconstructed for emergency vehicles and more than one vehicle passing. Tolsma said the road would be 20 feet wide and that is a city standard. Goman said option two allows for pitching the road towards the south side towards the ditch. • Hughes asked about relocating the power poles and asks if this is the city's charge. Tolsma said Xcel will pay for that. Burying power lines would be the cost of the resident. Mark Reinhardt said residents can pay to have their service buried from the pole. • Samuelson asks how wide the road is and Goman said from 23 to 14 feet. • Valek wondered how long it took to do the Channel Rd project. Goman said it was a total reconstruction of sewer and water and it took three months. Pearson said depending on weather and Xcel, typically around 30 days for the road portion. The pond and storm sewer might be a little longer. He said the street work can be done independently. Cii'� 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 3 Sippel asked about the public hearing on the 215t if that was the special assessment and Tolsma confirmed. Goman said it also depends upon contractor's timing. There is a question about • placing sandbags and Tolsma said they'll check things out. Dan Tolsma, Administrator • • Ci� of-' Knq Par 4349 WARREN AVENUE, Wendy Lewin, City Clerk SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US PUBLIC MEETING City of Spring Park • 4349 Warren Avenue, Spring Park, MN 55384 Date: Thursday, June 19, 2014 For: West Arm Rd Drainage/Road Project Open House Name: Address: D z.(-) %rrr, (Q. eC -4 S; K2,/ -- qs(4g w. AL"f, 74 Lf LI S V U'C'y M �Lc C, U SPRING PARK On Lake 91,linneton a CITY OF SPRING PARK WORK SESSION AGENDA JUNE 23, 2014 — 7:00 PM SPRING PARK CITY HALL 1. WEST ARM CENTRAL — POTENTIALLY ORDER FEASIBILITY REPORT (ACTION MAY BE TAKEN) a. See staff memo. 2. WEST ARM EAST — WINDSHIELD SURVEY FINDINGS & POTENTIALLY ORDER FEASIBILITY REPORT (ACTION MAY BE TAKEN) a. See staff memo. 3. MS4 PERMIT DISCUSSION a. See attached proposal from MFRA. Additionally, Jared Jones of MFRA will be in attendance to discuss the new MS4 requirements with the Council. 4. MISCELLANEOUS • 0 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 101 SPRING PARK oncakeaWinkwnq CITY OF SPRING PARK WORK SESSION MINUTES JUNE 23, 2014 — 7:00 PM SPRING PARK CITY HALL Present: Reinhardt, Williamson, Hughes, Bren, Sippel, Pearson, Tolsma, Lewin, Catherine and Gerald Palen, Jared Jones of MFRA. 1. WEST ARM CENTRAL — POTENTIALLY ORDER FEASIBILITY REPORT (ACTION MAY BE TAKEN) a. See staff memo. Reinhardt believes a feasibility report needs to be done and Tolsma agrees that there is a process. He said there are essentially two public hearings that would have to be held if there's going to be a special assessment needed. Reinhardt said by ordering the feasibility, it doesn't mean there's going to be a road project, it's just taking the next step. Pearson said it can be a two or three page document and it isn't as detailed as a plans and specs. Pearson claims it's almost already done and can be done quickly. Hughes wonders what's the next step after feasibility. Tolsma said there's a public hearing in a couple of weeks so residents can comment (July 21 St) then there's the assessment hearing which is closer to the completion of the project. Reinhardt felt the residents most vocal about the road project were the private • road residents. Sippel feels because they're representative government, he's supportive of a road project no matter what. He said he would rather fast track option one and combine east and central and do a road project together, next year. Reinhardt said there is merit but she thinks they are very different and on the east side there's infrastructure, easements that might need to be gained and the assessments might be different. She believes even if they're done at the same time, she thinks they should be separate. Sippel thinks it should be spread evenly no matter what. Reinhardt disagrees but thinks it's a discussion to have. Sippel said he believes fixing the flooding is option one and needs to be done. Hughes said he's driven the east side and he hasn't seen the quantity coming on the east side like he's seen on the central portion. He said he didn't notice any runoff on Palen's property. He admits to not being there during a downpour but he thinks these projects are different. Reinhardt said with the east side it seems more complicated in terms of the road. She said it's difficult for her to separate her desires from a resident and the mayor. She said she's never seen such a swell towards a road project and she's concerned that if this delays, the desire will go away. She thinks the feasibility should be ordered for central. Sippel said when looking at the proposed schedule and finishing this year, that only happens when the weather cooperates. He said if they don't have to go through the feasibility, they could skip to design and specs. Reinhardt said the feasibility could be ordered for the road but jump to the drainage part and move forward with that. Hughes thinks east will be more complex and he feels that's a next year project. Sippel is saying essentially the same in saying he wants to wait on a road project for both central and east. • Pearson said the border for the right-of-way does traverse the pavement but there is a ten foot easement on the south side that the city has acquired. Pearson said there is adequate easement for the central portion. Pearson said for the east side there would be required 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 easements for that roadway and also for the drainage to the lake. Sippel wondered about easements on either side of Kings Rd. Pearson said they've attempted to contact the RR Authority and there are no call backs. Reinhardt said she'll call the commissioner. Williamson • asked about the proposed feasibility and wonders what it is for. Reinhardt said the feasibility is required for the road project, not the drainage. Pearson said he can summarize both. Sippel makes a motion to authorize the feasibility for west arm central and order plans and specs for the drainage project. Reinhardt seconds the motion. Hughes wonders for plans and specs when those would be complete. Pearson said they look for a 30 day window. Sippel adds to that because there is no meeting next week, it would be two weeks between now and then so that put this ahead. Reinhardt said the original time was July 7th so that gives staff a head start for the drainage. Goman said he spoke with Widmer Brothers about generalities and time frames and Goman was told no contractor would be able to get in any time soon because of weather delays. He said every advantage that can be used to speed this along will help. All ayes, motion carries. 2. WEST ARM EAST - WINDSHIELD SURVEY FINDINGS & POTENTIALLY ORDER FEASIBILITY REPORT (ACTION MAY BE TAKEN) a. See staff memo. West Arm East - Pearson has a windshield study. Pearson said it might be helpful to spread materials on a table to show what's been discovered. Pearson thanks Goman and Tolsma for going through the files. He said in 1998 there was a plan done for the overlay work. The survey work shows proposed contours and this was helpful information. He said they also have an aerial GIS map and water main docs from 1963 showing a six inch cast iron pipe. He said the sewer and water is about 50 years old. Pearson said there's a televised report from 2003 of the sanitary sewer. He said as far as the two lengths of pipe there were mineral • deposits and a radial crack. Goman said there would be another televised event because of this project and because of the infiltration due to the immense rain. Goman said there's been two water main breaks and three service line breaks from the main to a house. Sippel said the sanitary was sagging and dipping on Channel Road and wonders if the same thing is happening here and Goman said yes. Pearson said Infratech can provide evaluations of what needs to be done. Goman said they don't televise the water, just the sewer. Pearson said the break history is a good gauge. Goman said both have to be done at the same time. Sippel wonders about the Channel Road lift station and because of the road project, was it better. Goman said they did see an increase but it's because of the rain. Williamson said without an exact measurement, it's hard to determine infiltration. He said they don't know how many sump pumps dump into it. The street condition survey is going to be completed by early next week at the latest for the entire city according to Goman. The condition survey on 2007 had an 82 rating with 100 being the best. He said over time, it's deteriorated. Sippel said the ranking was based on the road surface and didn't assess the utilities underneath. Goman said as part of the survey one of the criteria is the drainage. Pearson said he went to the site using a map for the area for the ditch to the lake and using a 20 foot street width standard. If holding the south curb line and not shifting further to the south, there'd be an easement required of the first resident east of LF Apartments and LF Apartments in order to have a 20 foot road. Palen asked about easements on the south side and Pearson said it's not desirable because of the steep incline. Williamson asked if there was any extra available to take and Goman said no. Pearson said there might be a foot or so. Williamson • wonders if the easements involved include sewer and water. Goman said those easements have been secured. Pearson said for the lift station project the easement is in place and has been verified. Sippel said they are suggesting that to avoid building a retaining wall due to 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 expense but, he wonders what would happen if they did go towards the south. Goman said an easement would have to be gained from Hennepin County. Sippel is wondering about erosion control on the trail side and thinks it might be necessary for retention. Williamson wonders • about retaining the entire area and Goman confirmed. Goman said there would also need to be drain tile and a barrier in that area. Pearson said the findings are it's feasible if residents and the rail authority would be willing to provide easements. He said there seems to be an interest in the project and it might be necessary to find out their dedication to the project. Palen said the easement would widen the road but some would be losing part of their property. Tolsma said those at the end of east don't have much to give. He said an option might be to transition to an 18 foot width in that area. Pearson wonders about survey work being done to verify and the only risk is if the project doesn't move forward. He said it won't be wasted though because in the future there would be overlays. Pearson said the good news is that there has been some soil correction previously done. Pearson said if the council ordered a feasibility there is a need to estimate cost for the notification so they did do a ballpark estimate following the same format for central. Pearson said there isn't a contingency included but the site and erosion control $30K, the street work 91 K, sanitary sewer (assuming replacement) 68K, water main 81 K, and an option for a five foot blvd for snow storage. Hughes asked what type of construction easements are required and what does it entail. Pearson said if improvements are made, temporary construction easements to allow excavation and matching transition from yards to curb line. Retaining wall (not including fence) $28,3K. Storm sewer from catch basin and install a storm scepter, 24 inch pipe, tree removal, pipe extension, 57K under the road and to the lake. With a 10 percent contingency it brings it close to 400K and this is just construction costs. Grading would be 120K and retaining wall would be 150K. Preliminary report costs based on construction costs and that number is about 3%. $10-12K and it doesn't include survey work. He said there would be another 3-4K for topographical surveys. Reinhardt said this will take a little longer than previous. Pearson agreed, this is more complicated. Reinhardt said knowing central's timeline, this is the first step of a potential project. She said it doesn't mean they are going to do the project. She said there are several jump off points. Williamson said once survey stakes are noticed, that incites the residents to believe a project is going forward. Reinhardt said it would be important to send a letter to residents to inform them that this is just part of the study being performed. Williamson makes a motion to authorizing the survey work including televising and once it's done it's in the file. Hughes seconds. Williamson said the estimated figures are about 6-7K for this. Reinhardt wonders what is the benefit from not authorizing the feasibility. Pearson said the televising might give a sense to an alternative to replacement and money saved. Reinhardt said if they're ultimately going to authorize feasibility, she wonders why piecemeal this out. Williamson thinks by taking this in sections, more refinement can be done. Sippel said this potential project has enough issues knowing this is going to happen next year. He doesn't want Pearson distracted from the priority project. Bren said she walked with the engineer while the windshield survey was being conducted. She believes it needs to be corrected and the longer this is put off, the worse it gets. She also sees a need for retention as she worries about mudslides along there. Bren agrees to going directly to a feasibility and she acknowledges it won't happen until next year but it will be ready to go. Bren is concerned that this is an election year and things could change with newly elected members. Hughes trusts • Pearson and would like Pearson to work on the central part. He is concerned that there might be unexpected revelations during the survey that might alter the project. Pearson said with the ditch going to the lake, there was some survey work previously done. He said they know there 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 n is no easement through that area. He thinks it might be wise to evaluate and determine the ditch swale and they can use the immediate east side property owners survey for the recent fence installation. Four votes ayes, one vote nay (Sippel). Reinhardt said she is going to • make a new motion to authorize staff to continue the process and do a feasibility report for West Arm Rd East and keep the council updated with the survey and televising. Sippel seconds with an amendment that it's clear that the feasibility is third priority. Reinhardt accepts that as a friendly amendment. Motion passes unanimously on roll call vote. 3. MS4 PERMIT DISCUSSION See attached proposal from MFRA. Additionally, Jared Jones of MFRA will be in attendance to discuss the new MS4 requirements with the Council Reinhardt said the next item is the MS4 permit. Pearson introduces Jared Jones from their office. Pearson said the permit process has already been started. He said he'll share some data for review. Pearson said there is an actual copy of the permit. He said he's highlighted the effective dates. This is a mandate. He said there are schedules for application for SWPPP and Spring Park had 120 days for the reauthorization. Pearson said the first part has been completed. The city has received a document for reauthorization saying the city is in compliance. Pearson said there are some shortfalls however. Pearson said MFRA will review and provide recommendations to come into compliance. Sippel asked if this is an unfunded mandate and Goman said yes. He wonders what would happen if the City did not complete the update. Pearson said they haven't asked the MPCA that question. Pearson said another city didn't get their annual report by the deadline. That city received a letter saying if they missed their deadline fines could be assessed. Pearson said that's what could happen. Sippel wonders if this is just updating documentation or does it put the city on the hook for projects. Goman said it's updating but it's increasing the database for GIS rain gardens and it's public related, not private. Williamson asked if this will require updating the ordinances and Goman said there is the potential for that. Pearson said the state has mandated this already and identified the shortcomings. Pearson said cities typically have development agreements and the MPCA wants stronger requirements. Pearson said a proposal has been drafted along with estimates for providing the requirements. He said staff could also provide some of this material. The SWPPP document is a good document but needs to be updated. The local water mgmt plan would be reviewed and determine what needs to be updated. The MS4 Permit would be reviewed for compliance. Pearson said in reviewing the city storm sewer inventory and map, and a lot of work has already been performed. He said updates need to be identified. Pearson doesn't think there will be any changes to the pond inventory but pond coordinates need to be identified as well as review and update the city's website. Pearson said this has to do with educational information posted. For reviewing citizen input they put together a spreadsheet to track. Pearson said an illicit discharge ordinance was developed about a year and a half ago so that is probably what would be reviewed. Jared said there a few things that didn't quite line up. For assessing project review it would be to look at city ordinance and review pollution prevention and housekeeping and there are recommended guidelines to follow. Williamson questions the estimated budgeted times and • thinks they are too comprehensive. Pearson said this is due on February 20, 2015 so there is time to accomplish this and staff can assist. Williamson said this can be leverage to hold up other applications if the city doesn't comply with this. Sippel said some of this is over -the -top 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 5 ludicrous so maybe we show progress but don't totally commit to everything. Williamson said sometimes where the money comes from matters and in this case this will come out of the operating budget and can affect property taxes. Reinhardt thanks Pearson for this update and recommends taking official action at a council meeting. Williamson knows this is going to have to be done and would like to take action. Williamson moves to approve the work proposed for the MS4 Permit requirements. Reinhardt seconds. Four ayes (Sippel abstained), motion passes. 4. MISCELLANEOUS • Hughes said he learned some things after the open meeting about how sewage flows and he thinks it might be beneficial for Goman to explain this to everyone. • Goman said he has spoke about purchasing a dewatering pump and a replacement pump and a larger sized pump to accommodate rainwater or a sewer bypass. He said this could be about 32K on the high end down to 12K. He's looking for some feedback on this. Goman said this would be a combination of streets and road but could be sewage. Williamson is concerned about where this comes from and wants to use existing reserves. Goman said the PIR fund would be the first place to take it. He said there might be federal money. The city is eligible for a 75125 split. Williamson said if that's the case, it should be authorized. Tolsma said a lot has been learned these last few weeks and he said they wouldn't let it get to this point again. Goman said he can come before the council with a formal request. Tolsma said what will be key is if they are able to get the 75% coverage. Goman said he has three proposals and Reinhardt recommends something be written up for the July 7rh meeting. Sippel suggests not skimping and asking for more next year. Meeting adjourned at 9:40 pm. • Wendy Le in, City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 w iik J M-�G PARK On Lake Minnetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA CITY OF SPRING PARK CITY COUNCIL AGENDA JULY 7, 2014 - 7:30 PM SPRING PARK CITY HALL 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From June 16, 2014 b. Town Hall Meeting From June 19, 2014 c. Work Session Minutes From June 23, 2014 d. Liquor Licenses 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-14: Appointing Absentee 11. REPORTS OF OFFICERS & COMMITTEES • a. Mayor and Council b. City Administrator c. City Engineer i. Lift Station #5 0 Ballot Board & Election Judges d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. June 9 — Administration Committee — 1:00 PM b. June 9 — Planning Commission — 7:00 PM c. June 9 — LMCD — 7:00 PM d. July 17 — LMCC — 7:00 PM e. July 21 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. LMCD Annual Report b. Fire Department Press Release c. July Channel 8 Schedule 16.ADJOURNMENT Cif o f S�rinJc Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On .cake Minnetonka 1 2 3 4. 5. 6. .7 11 • CITY OF SPRING PARK CITY COUNCIL MINUTES JULY 7, 2014 — 7:30 PM SPRING PARK CITY HALL CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 pm. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Engineer Pearson, Utility Superintendent Goman. PLEDGE OF ALLEGIANCE ADOPT AGENDA — Sippel makes a motion and Williamson seconds to adopt the agenda. All votes ayes, motion carries. ADOPT CONSENT AGENDA — Bren said she would like to mention that at the previous meeting, the motion for Ordinance 14-02 was presented and she voted no and her intent was to vote yes. She said her vote was contradictory to what she had spoke about. She said she was confused when the motion was made. Bren said next time when there is a lot of discussion she will ask that the motion be clarified. Williamson said also on the June 16 minutes he has a correction on the fourth page where he states he feels the wisdom is to follow the recommendation of the PC (correction made). Williamson makes a motion and Hughes seconds to adopt the consent agenda with the changes. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From June 16, 2014 b. Town Hall Meeting From June 19, 2014 c. Work Session Minutes From June 23, 2014 d. Liquor Licenses PUBLIC FORUM — No one. PRESENTATIONS & GUEST SPEAKERS — None. PETITIONS, REQUESTS & APPLICATIONS — None. ORDINANCES & RESOLUTIONS a. Resolution 14-14: Appointing Absentee Ballot Board & Election Judges — Williamson makes a motion and Bren seconds to adopt said resolution. Sippel asks if EJ's have to be residents of Spring Park and Reinhardt states it's not necessary. Williamson confirms that the city clerk can add judges as needed. Reinhardt said she would like to thank the individuals who have said they would be election judges. All votes ayes, motion carries. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council - Reinhardt, nothing. • Williamson said they've worked to negotiate a new franchise with the cable commission. He said that process was completed two months ago. He said the cable company has not returned executed documents so far. Williamson said they are governed presently by the old franchise until the new document is accepted. • Hughes said the LMCD had an executive meeting and Art Saunders of the Water Patrol was present. He said there are specific Lake Minnetonka deputies. Sheriff C1� o f l-�n, y ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 Stanek was present and they quashed the rumors and said there is probably funds for more officers on the lake. • b. City Administrator — nothing. c. City Engineer i. Lift Station #5 — Pearson said bids have been authorized by the council. He said there were seven plan holders of which two submitted bids. Widmer bid $222,597.86 and Minger bid $315,324. Pearson said the engineer's estimate was $257,709 so the low bid came in about $35,000 under the estimate. Pearson said there is always hope for more bidders however based upon the engineer's estimate he thinks it's a good bid. He said when the costs were estimated they used the bids received in 2010 and inflated it 3% per year to arrive at their estimate. Pearson said the generator, control panel, pump and mixture the city would purchase and there is a cost savings from sales tax. Pearson said they plan the projects as best they can with the data available but there can be unexpected costs. They've allowed a 5% contingency they suggest be included. Pearson said in the CIP plan he believes there was $400K allowed for this lift station project. He said Widmer Construction is local, they're reputable and they do good work. Williamson said the difference between the bids is interesting. He said he sees some major differences in estimated costs such as the standby generator. He said on the dewatering there is a $1500 to $9700 spread. Williamson said he is concerned they don't run into the situation like the street light project wherein one of the bidders calculated incorrectly. Williamson doesn't want the notion that $400K has been allotted and there is money to work with. He said these line items are really wide and he is • concerned about this. Pearson said when comparing this bid to the streetlight project, there were no errors identified. He said Widmer's bid, if they are willing to enter into a contract at these amounts, these unit prices is what the contractor will be paid unless something unforeseen. He said as far as dewatering he can't see the contractor coming back asking for more. They have soil borings done. Pearson feels the plans are complete and he doesn't anticipate any change orders at this point. Sippel said he also has question about two line items as Williamson mentioned. He wonders about the gate valve and manhole and wonders if there is a potential quality difference in what they're bidding. Pearson said there are specified requirements in the strength of the structure. He said he thinks the difference in costs come when contractors itemize the costs it gets to be random as to where they make adjustments. He said the difference in cost is not a reflection in materials or something unforeseen but a case where the contractor boosts their price because they don't necessarily need the work. Williamson said in the bid documents, he asked if there was a timetable. Pearson said he doesn't have the spec with him. Goman said the contractor has to start construction no later than September 1st and have substantial completion by the end of the construction season — Thanksgiving. Pearson said when the agreement is agreed upon they are given a certain amount of time to do the work and it is specified in the specifications. Pearson thinks it's about 45 calendar days. Williamson said there was an issue with the streetlights and a project that was supposed to be finished by the end of June still wasn't complete until the end of September. He said liquidated . damages were discussed. Williamson said we've had some unusual weather and he thinks it needs to be moved forward and functionally operational before winter. Ci� of S�Kn j ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 3 Reinhardt thinks the engineer and superintendent have the intent to complete on time. Goman said he has had many conversations with Widmer. The pumps are already in 01 stock. The control panel has a one month build time and the longest lead time is the generator out about two months. This allows time for site preparation. Reinhardt said she wasn't aware Widmer was in the business of lift stations. Goman said they haven't for Spring Park but they have for the City of Mound. Sippel said with the recent changes with no sales tax to cities, he wonders about the value of the manholes and wonders if this should be considered for capital purchases. He wonders who gets the benefit. Pearson said the state statute requires a community to bid the materials separate from the labor and installation and it means there could be two separate contractors, one for supplying and one for installation. Williamson said he made an assumption that this would be a big savings to cities. He said he is glad Sippel has asked the right questions and now believes this isn't as good as it originally sounded. He said to save 7% sales tax on hundreds of thousands of dollars is a good savings. He said he is stunned they won't realize the savings on this. Sippel said all savings from the sales tax might not be realized and there could be finger pointing for delays. He said he'd still have one person in charge. Reinhardt said if building separately, it could be a wash. Williamson moves to accept the bid from Widmer Construction on Lift Station 5 for $222,397.86. Hughes seconds. Sippel asked if the motion should include the language not to start later than September 1st, etc. Goman said that is part of the contract documents. Sippel said he is concerned about the disruption to the residents. All votes ayes, motion carries. Reinhardt asked about a motion directing staff to purchase the equipment separately. Williamson makes the motion • and Hughes seconds to authorize purchase of materials limited to motion generator, control panel, pump and mixer as shown in Sambatek document. All votes ayes, motion carries. Reinhardt asked about the name change from MFRA to Sambatek. Pearson said Sareesh Samba is president and CEO and has been for six years. He was a waste water engineer. Pearson said the company has moved and they were in Plymouth but now they are in the area of Hwys 62 and 494. Pearson said since they moved they decided to change the name as now is the time. He said there is no change in the ownership of the company which is privately owned. Sippel asked about the feasibility studies previously authorized. Pearson said the drainage design for the proposed pond north of city hall will be surveyed July 8 and locates have been ordered. He said residents on West Arm Rd East will be notified that the survey work will be performed. He said West Arm Rd Central's public hearing is scheduled for July 21st and the feasibility will be presented for review. He said it will more or less be a review to what was presented on June 19th public meeting. d. City Attorney — Nothing. e. Utility Superintendent — Goman said the street survey will be conducted starting tomorrow and there should be a report in August. He said sewer lines on West Arm Rd East were televised and there is a lot of infiltration. He said the two manhole sections in the roadway and off the roadway were leaking and they've been repaired temporarily. Regarding West Arm Rd they met with the Watershed, Three Rivers and the Rail • Authority and everyone seems to be on board. Williamson asked if that included any talk of reestablishment of a retaining wall onto rail authority. Goman said they didn't get Cit o f 1.�r n,q ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN. US 0 that detailed but the potential was raised. Sippel said to clarify there has been an okay but no support. Goman said the Rail Authority and the Watershed might have some funding. Goman said Hennepin County will be meeting with FEMA as far as the flood declaration and the criteria has been met. FEMA will pay for the cost of a replacement pump, equal size. 12. UPCOMING MEETINGS & TRAINING — Reinhardt said the June meetings should read July. a. June 9 — Administration Committee — 1:00 PM b. June 9 — Planning Commission — 7:00 PM c. June 9 — LMCD — 7:00 PM d. July 17 — LMCC — 7:00 PM e. July 21 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes makes a motion and Bren seconds to pay the claims. Sippel asked about a charge for nuisance property cleanup and he assumes this will be assessed back to recover costs. Tolsma said this is property that is transferring ownership so the costs have been submitted to the closing company for reimbursement. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. LMCD Annual Report — Reinhardt said this was well done and the summary was informative. Hughes said there was another good boater safety program and it had good attendance. b. Fire Department Press Release c. July Channel 8 Schedule �MADJOURNMENT — Williamson makes a motion and Bren seconds to adjourn at 8:26 pm. All votes ayes, motion carries. / l Wendy Lewin, dity Clerk Dan Tolsma, Administrator Cit Of ll �rinq VaNk 434✓9 WARREN A✓✓VENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US G PARK On Lake Minnetonka CITY OF SPRING PARK CITY COUNCIL AGENDA JULY 21, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From July 7, 2014 b. Administration Committee Minutes From July 9, 2014 c. Planning Commission Minutes From July 9, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS a. Tour de Tonka Special Event Application b. Running of the Bays Special Event Application 10.ORDINANCES & RESOLUTIONS a. West Arm Central Street Improvement • i. Feasibility Study ii. Public Hearing iii. Resolution 14-15: Ordering Improvement iv. Resolution 14-16: No Conflict Finding With b. Resolution 14-17: CDBG Joint Cooperation Agreement 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. July 28 — Work Session — 7:00 PM b. July 23 — LMCD — 7:00 PM c. August 4 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. June Fire Department Report 16.ADJOURNMENT Comprehensive Plan • Gi� 0 f 1.�rinq Vark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL MINUTES JULY 21, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake Minnetonka Attendance: John Samuelson, Marilyn Ronnkvist, Edward & Shawn Tripet, Joanna Widmer, Jackie Valek, Dion Yanish, Susie Valek, Adrienne Reuss, Mark Reinhardt. 1. CALL TO ORDER — Mayor Reinhardt called the public hearing to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Reinhardt. Hughes excused. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Sippel seconded to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From July 7, 2014 b. Administration Committee Minutes From July 9, 2014 c. Planning Commission Minutes From July 9, 2014 7. PUBLIC FORUM -No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. • 9. PETITIONS, REQUESTS & APPLICATIONS a. Tour de Tonka Special Event Application — Tim Litfin, event director, said this is a bike ride coming through Spring Park on August 2�d A short video was shown. Litfin said they have received the City's conditions and are in agreement. Litfin demonstrated some signage they will be displaying on the trail. He also had some demographic/statistical information regarding the participants/event. Reinhardt said she appreciates their willingness to work with the City. She said they are monitoring this and there is concern about this becoming too large of an event. Bren makes a motion to approve and Williamson seconds. All votes ayes, motion carries. b. Running of the Bays Special Event Application — Tolsma said this is the first year. He said there will be a half marathon and a 5K and both will be in Spring Park for some part of the race. Lisa said it's scheduled for Saturday, September 6th. She said it's on the Dakota and Luce Line trails. They enter Spring Park by Lord Fletcher's restaurant and get on the trail at Sunset Drive. Williamson asked about the longer element of the race. Lisa said it starts at Grandview Middle School, goes north out of town, to the Luce Line and back to the Dakota Trail. Reinhardt asked if staff has given them a list of conditions and Lisa replied yes and they are in agreement. John Samuelson, 4484 West Arm Rd, wonders if there is a safety issue. Reinhardt said this is a running event not a bike event. Reinhardt said one of the conditions is having traffic assistance. Williamson moves approval. Sippel seconds. Williamson said in the last couple of years there have been issues and the critical issue is managing the traffic and the safety. All votes ayes, motion carries. • 10.ORDINANCES & RESOLUTIONS a. West Arm Central Street Improvement — Cif 0fl��IY'njPark 434✓9 WARREN AAVENUE, SPRING PARK. MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VWWV CI SPRING -PARK MN US 2 Reinhardt said she wants to state on public record that she is a property owner on West Arm Road and she would be impacted on this. She said she consulted with the city attorney about the potential conflict of interest and whether it was appropriate for her to • participate in the discussion and vote on the matter, and the city attorney advised that it was her opinion that the Mayor could participate and vote. Beck said the City has a conflict of interest policy and if there is a potential for personal interest involved in a decision, it must be examined. Beck said in the case where a council member owns a piece of property there are two ends of the spectrum. On one end is a zoning decision where the decision has broad effect, not personal to the council member and the council member can vote on the matter. On the other side, is a matter such as a variance application, where is a clear personal interest of the council member in the decision, it is clear cut that the council member cannot participate or vote. Beck said this situation is in the middle, more of a gray area than black or white, and it must be evaluated. There is case law on the matter. Beck said one question is whether the affected council member's property being treated differently than others and the answer is no, everyone is being treated the same. Beck said another question is does the affected council member have a personal financial interest in the matter. Here there would be an assessment and the cost and benefit are supposed to be at least equal; the property owners would be paying for the benefit to their property so there is not a financial benefit. Has the council member used their position to influence the result? No, in this case the mayor has made an effort not to do so. Is it a matter involving an appeal? Beck said that isn't the case here. She said another question is whether there is an opportunity for judicial review of the decision. There is an appeal process for review here. She said there are several court cases and the closest is case involving a watershed district member voting on a watershed improvement affecting their property and it was found that the member could participate in the decision. Based on all of these factors, • Beck said she thought it was appropriate for Reinhardt to participate if she feels she is able to put aside her personal interest and act in her position as mayor. i. Feasibility Study — Reinhardt asked residents to hold their comments until the public hearing. Reinhardt said at that time she will read guidelines for public hearing conduct. Paul Pearson, city engineer referred to a map that is displayed. Pearson said the purpose of the feasibility report is to present the proposed infrastructure project for West Arm Central. He said the roadway is approximately 470 feet in length. He said there has been resident input about the drainage and the width of the road. He said the drawing on the screen was prepared in 2005. Pearson said they are working within the existing easement area. The proposed improvement is a 20 foot wide road with curb and gutter on each side and it ends at the west end of the public right of way. Pearson said the storm water runoff has been accumulating in a low area south of the road, and the City of Spring Park has been furnishing a pump to pump water from the depression, southerly over the trail and draining towards the east. He said the roadway was examined in a street condition study completed in 2007 and there is a method followed and the condition rating for this section of the street was a number 62 which ranked it as the 6th poorest condition street in the city. The road study was recently updated and the condition remains at 62 but it now ranks as the 9th as the poorest street. Pearson said the typical asphalt service life is 20 years based on soil conditions and the amount of traffic. He said the age of the road is reaching that end. Pearson said there was a • neighborhood meeting held on June 19th to discuss the road improvement and a drainage project as well. Pearson explained drainage will be improved by expanding Ci� o f S'��inJc Pa�� 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VJWW CI SPRING -PARK MN US the retention area on Warren Avenue, it will go under Kings Road to the retention area north of West Arm Rd. He said if the project moves forward tonight, bids will be received on August 26th and the council will evaluate the bids at the first meeting in • September. Pearson also discussed the West Arm Rd improvement. He said existing conditions varies in width from 21 feet to 12 feet. He said the 12 foot width makes it difficult for two vehicles to meet. He said the drainage along the pavement surface slopes to the north into residential property. The existing sanitary sewer and water main does not need to be replaced. Pearson said televised examination has found cracks and infiltration but they can use slip line repair so the road doesn't need to be dug up. Pearson there are three power poles that would have to be moved to the south by ten feet and Xcel will move them at no cost to the city as a part of the proposed street improvement project. Pearson said there are cracks and alligations in the pavement identifying stress on the pavement and deterioration. Pearson said proposed street improvements would cause the road to be sloped from the north to the south so there will be no water drainage over the road towards the north and through the residential neighborhood. He said the estimated project cost is $136,000. Project financing is anticipated. The improvements as described would be financed from the city's general or PIR funds by loan. Pearson said the city's assessment policy allows a front foot assessment or a lot unit basis. It is the opinion of the engineer that the lot unit basis be considered. The costs would be distributed evenly among the benefiting properties. Pearson said the policy states 25% would be assessed to the property owners and the 75% paid by the city. Pearson said $3,000-$3,500 would be assessed to each property. An assessment • hearing would be held as required. Residents can pay in installments over a number of years. A potential timeline could start the project mid September lasting to the end of October. Reinhardt asked if there were questions of the council. Williamson is concerned about solving one problem and creating another problem. He said when discussing the drainage and reconstructing the street, the street would be angled to shed water away from the road. Williamson asked when this issue came up 8-9 years ago there was concern about losing old growth trees and losing well established hedges. He wonders if that would be a problem with this proposition. Pearson said there is no intent to remove vegetation on the north side. He said about two feet behind the curb is needed for installment. He said on the north end there might be a slight disturbance. There is no intent to remove trees. He said there will be some trimming required due to the moving of the power poles. ii. Public Hearing — Mayor Reinhardt opens the public hearing at 8.39 p.m. Reinhardt reads the rules of conduct. Reinhardt said a letter was received from 4494 West Arm Road, Lonsbury. She said they don't state whether they support the road project. They would, however, like on - street parking and they would like to be excluded from the assessment because they believe they are not on the public part of the road. She said the city also received a letter from John Samuelson and they don't support the road improvement. • John Samuelson 4484 West Arm Road. He said they are here tonight because of the water/drainage issue experienced early this year. He said at some point 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WM CI SPRING -PARK MN US 0 the water issue was the prime subject but another option could be a complete rework of the road. Samuelson said he did speak to several residents and they looked at the road and where the lift station would go. Samuelson said his observations were widening West Arm Road to 20 feet to a possible two lane road, speed has been a problem in the past and is concerned it could get worse. He said he doesn't want to see West Arm Road Central made into a two lane highway. He doesn't see the need for 20 foot width access for emergency vehicles as a concern. He said the referenced fire took place on the private portion of the road. He said the telephone poles there already sit towards the middle of the road and there is no reference to correcting the location of those poles. He said if the road is widened they will eliminate vegetation and open up the trail and they like the privacy offered presently and don't want to lose that buffer. Samuelson said he is in favor of option one and thinks that will be the answer to the problem. He said option two can be done at a later time if found necessary. He believes West Arm Road Central could be resurfaced. • Jackie Valek, 4452 West Arm Road. She refers to Samuelson's letter and she is in agreement with the letter. She said they came to the city to have the drainage issues addressed and not a road project. She said she believes the road can be slanted to direct the water. Valek said she wonders if Blue Lagoon has been contacted or the neighboring property. She said there is so much water that runs from that property, across the trail and contributing to the extreme runoff coming onto their properties. She is concerned that all of the drainage problems have not been addressed. She doesn't want a two lane road; she is concerned about the speeders on the road as it is. She wonders about emergency vehicles responding and she thinks the safety is more the speeders on the road. She • doesn't want the quaint neighborhood impacted. • Edward Tripet 4428 West Arm Road — He has a couple questions. He wonders if the water problem prompted the road improvement and how long has the city been looking at potentially doing the road improvements and if the proposal for the road is for fire safety issue or safety to the neighborhood, he thinks it would be an improvement for city purposes. • Susie Valek, 4464 West Arm Road. She said this spring they were affected by the runoff from the trail. She said at the beginning they thought they were addressing the drainage issues. She said not knowing the condition of the road, she has a safety issue with widening the road into two lanes and crossing the road to get to her mailbox. She said this is a small dead end road. For ten houses to have a two lane road, she doesn't think it's necessary. She thinks it's already wide enough for safety vehicles. Valek said if doing option two plan, she sees 11 residences and she wonders why there is a question about ten or eleven residences. She also wonders about Lord Fletcher's apartments being considered just one residence. • Adrienne Reuss, 4446 West Arm Road. Adrienne said she is in favor of option one fixing the runoff. She said since the sandbagging has been done she has not had any drainage issues. She said if this is a safety issue, she wonders why the residents have to pay for something that is for public safety. • Shawn Tripet, 4428 West Arm Road. Shawn asks if only option one was done, would that stop the drainage issue and she doesn't know why they're talking • about option two. City o f S'�rZn, Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW CI SPRING -PARK MN US 5 • Mark Reinhardt, 4490 West Arm Road. He said he commends the council for undertaking the drainage issue. He said the road is old, it's too narrow and it needs to be fixed. He said to him it makes no sense to make drainage . improvements and not fix the road. He said councils turn over and the assessment policy could be changed. He said the next council might not view drainage as a city problem. He said if the project moves forward at a later date, it could cost even more. Reinhardt said his taxes fluctuate and he has repairs. He views this project as part of maintaining a home. Questions raised by the residents restated by Reinhardt: Widening West Arm Road to a two lane road and speed issues being created and wonders about speeding complaints over the years. Pearson said regarding the width of the roadway there are guidelines for civil engineers to follow. A 20 foot width to a roadway allows for outriggers on fire trucks to be put into place. He said guidelines for traffic lanes are 11-12 feet being the standard. For a 10 foot lane width, the gutter takes up 18 inches, therefore the pavement surface width is 17 feet. Pearson said speed bumps are difficult for snow plowing purposes. He doesn't believe the city has any speed bumps on city streets at present. How many feet wider from the narrowest. Pearson said eight feet wider. Concern about brush and vegetation being removed from the south side of the road next to the trail. Pearson said with discussions with the HCRAA and Three Rivers Park District, the intent is to save the brush and vegetation in that area. He said there is concern about tree removal and it is their intent to not remove trees. • A suggestion regarding repaving the road only. Pearson said typically an old section of a roadway, if a city was to do any improvement in the future, an overlay could be considered. There is no curb and gutter and as far as sloping the pavement, it would have to be studied closely. He said he doesn't know if it would be feasible without removing pavement and redoing it, because driveway gradients may become excessive. Power poles will be moved at no costs to the city. Reinhardt wonders if Xcel would move the power poles even if there isn't a road project. Sippel wonders if the private road poles could be moved at the same time. Pearson said it would have to be studied. Xcel might have protocol. Reqardinq the south side of the trail and have any of the propertv owners been contacted. Pearson said two weeks ago staff met with HCRRA and talked about the drainage contribution from the property owners on the south side of the trail. He said HCRRA is going to investigate and look at the possibility of removing trees and the fence and grade a so there will be a swale to allow drainage currently coming off the properties to the south and draining to the catch basin to the east. Sippel said the objective is no rainwater crossing the roadway and Pearson agreed. Why is the road improvement being looked at now? Pearson said the emergency vehicle access concern and the inability for two vehicles to meet on the road. Pearson said it was • talked about with staff and these were the concerns that were identified. Council input and Ci� of hinJc Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 ',VWW CI SPRING -PARK MN US public works has adjusted these items of concerns. Reinhardt said the road improvement came up as a partial solution to the drainage issue and Pearson agreed with this assessment. • About how long has the city looked at a potential road improvement. Reinhardt said she believes 2004 and 2005 is her first knowledge of a potential road project — approximately ten years ago. Williamson remembers the fire and there was some damage done to a fire hydrant, utility poles and fire equipment. He said what generated the discussion was the substandard condition of the road at the time of the fire. He said it's not the only substandard road in the city. He said it's the practicality, the expense and future projects. Since the road project is just for the safety factor, why are residents being assessed? Beck said the special assessment statute has a special benefit test which allows a city to assess a resident. She said the project has to show that the properties affected do receive a benefit. She said emergency vehicle access and drainage is a benefit and the assessment cost cannot exceed the cost of the benefit. Therefore, the city is paying the majority of the project. If the city only did the drainage problem, would it stop the water problem? Pearson said sloping the street from the north to the south would allow drainage to go to the south and correct the drainage on the street. Tolsma said this was discussed at the open house last month. He said the street component would serve some drainage benefit, it's just difficult to quantify it. Pearson said a benefit would be to keep snow melt runoff from running down hill towards some of the homes. Reinhardt talked about the road assessment being 10 or 11 properties and Lord Fletcher Apts being considered one dwelling. Tolsma said when properties affected were looked at, Lord • Fletcher Apts were left out because they didn't front West Arm Road Central. He said they realized they do have frontage. Tolsma said the apartments have a lot of frontage on West Arm Road East and the council would have to come up with options for them. Reinhardt said she opens this back up for second comments from the public. Reinhardt said if there are no further comments, the public hearing is closed and that is the end of the public comment period. Reinhardt closes the public hearing at 9:25 p.m. Sippel asks about the 4/5ths vote requirement and Sippel said it would be a unanimous vote. Reinhardt explained Hughes is absent due to a birth of a grandchild and Hughes has asked that no action be taken this evening. Beck said there is some flexibility. The requirement is the improvement public hearing. Then there are six months to take action on the project. She said action is not necessary tonight. She said they can process the information received tonight and make a decision whether to proceed with the project at a future meeting. She said one option for the next step can be taken in authorizing the engineer to do formal plans and specs and solicit bids so they have a more concrete number to work with. However, the project cannot be awarded until the Council has officially approved the project. She said there is an estimate from the engineer and the final number can be presented at the assessment hearing. Williamson said he is concerned about what Sippel has raised. He said 4/5t" is required whether the neighborhood wanted it or not. He would be much more comfortable with the full council voting. He said it has to do with accountability. He said for that reason he would rather leave this over until ughes can vote on this. Williamson wonders if this is ambitious to get this done this year. He said wonders if this shouldn't be put off until spring so West Arm Road East can be considered and the Gi� of rin, y ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WVWA/ CI SPRING -PARK MN US private road property owners. Williamson thinks the project is good and it is a good value. He also believes in what the residents want. He would like to hear further from the people affected. qiveden said she feels strongly to continue with the project - both option one and two. She said she has on a Spring Park street for over 30 years and there have been times when you can't even meet a vehicle. Someone has to pull over or the car has to back up. She thinks it's necessary for the city of Spring Park to look at their streets and begin improvements and make them safer. She said there was a fire on Mapleton and there were a lot of problems. She said her driveway was used as a staging area for the fire department. Bren said safety of the streets have to be considered. She has walked and driven the road during the rain. She said costs have increased greatly in ten years. She feels it has to start somewhere. Reinhardt agrees that the council needs to wait for Hughes. She wonders if the council should authorize to go forward to the bidding process so there are real numbers to work with. Sippel said he agrees with Reinhardt about consolidating the projects between West Arm Road Central and East as better pricing can be gained. He said they are different projects. He said there are four conditions to be looked at, the condition of the road, the condition of the utilities, safety concerns and drainage concerns. He said the safety and drainage concerns are paramount. Reinhardt said she would be in favor of waiting for Hughes to be present. Williamson doesn't know if action is necessarily required but for clarity he makes a motion that the matter before the council and any action resulting from the public hearing be deferred to August 4th. Sippel seconds. All votes ayes, motion passes. Williamson said he would like to enter into some discussion with residents to perhaps modify the project or make it more acceptable. Is it money, it is the characterization of the area? Williamson said he might make some unsolicited phone calls. Tape change. i. Resolution 14-15: Ordering Improvement ii. Resolution 14-16: No Conflict Finding With Comprehensive Plan b. Resolution 14-17: CDBG Joint Cooperation Agreement — Tolsma said the city has been involved in this as long as 2008. He said it pools other cities for the purposes for collecting grant money from the federal government and distributing the funds to various organizations. He said this usually automatically renews. HUD changed some of the language so that's why it is in front of the council again. Sippel asked if there is anything that is concerning. Beck said she hasn't had the opportunity to review this. Williamson said it appears tc not have made a fundamental change. He said there has been advantage to being in it and he doesn't want to lose out of the opportunity. He makes a motion to adopt Res 14-17 accepting the change. Bren seconds. Reinhardt added We -Can is a recipient of these funds and she agrees it's important to adopt this. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — Reinhardt said speaking for Hughes, the LMCD representative said the high water declaration will be in effect until 930.3 is held for three consecutive days. She said when the lake remains before 930.0 for three consecutive days the executive director might remove the 600 foot restriction. Reinhardt said PC Mike Mason's mother passed away with a funeral service on July 281h. Williamson suggests flowers be sent. Reinhardt wants to thank the Spirit of the Lakes festival for the wonderful event put on this past weekend. She said she appreciates the inclusion of the City of Spring Park and she looks to maybe included as an official sponsor next year. Sippel said he took some yard waste to The Mulch Store that brush requires for a fee to be paid by the residents. He said the main issue is Emerald Ash Borer. Sippel looks for Cif 0 f l_�ring Vark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW CI SPRING -PARK MN US E:3 clarification between paying for brush and not yard waste. Williamson said if they've made a modification they have an obligation to inform us if they are changing the rules. Sippel suspects it was misinformation. b. City Administrator c. City Engineer — Pearson said the lift station precon meeting is attempting to be scheduled for Thursday and they'll determine the construction schedule. Drainage plan will be brought to the work session and there is good progress being made. Continued dialogue with the Watershed District. Sippel said that won't go out for bid until after August meeting. Pearson thinks they were authorized to go out for bids and this is confirmed. Williamson asked about the authority and the motions passed to move forward on this. He said that is non controversial. d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. July 28 — Work Session — 7:00 PM b. July 23 — LMCD — 7:00 PM c. August 4 — City Council — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel makes a motion and Williamson seconds to pay the claims. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. June Fire Department Report MADJOURNMENT — Sippel makes a motion and Williamson seconds to adjourn at 9:53 p.m. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator e1 v of "S"%Y na VaW BRING PARK On Lake .914innetonka CITY OF SPRING PARK WORK SESSION AGENDA JULY 28, 2014 — 7.00 PM SPRING PARK CITY HALL 1. WATER TOWER DISCUSSION a. Mark Vyvyan will be in attendance to discuss with the Council. 2. WEST ARM CENTRAL DRAINAGE PLANS & SPECS / ROAD IMPROVEMENT DISCUSSION a. Paul Pearson will present nearly final plans and specifications related to the proposed drainage improvements near West Arm Central. Project timeline will also be discussed. b. A staff memo from Nancy Beck is also attached. 3. FOLLOW UP WATER QUALITY LETTER & ENVIRONMENTAL SITE ASSESSMENT a. See attached draft letter. b. See attached assessment (double sided). 4. HENNEPIN COUNTY BOAT LAUNCH IMPROVEMENTS a. See attached plan (double sided) regarding proposed improvements at the Hennepin County Boat Launch. The County is seeking the City's feedback regarding any issues or concerns that we may have with the proposal. If there are no concerns the County will likely begin work on the improvements in August. • 5. MISCELLANEOUS 0 CITY OF SPRING PARK WORK SESSION MINUTES JULY 28, 2014 — 7:00 PM SPRING PARK CITY HALL On Lake Minnetonka Attendance: Reinhardt, Williamson, Hughes, Sippel, Bren, Pearson, Beck, Tolsma, Goman, Vyvyan. 1. WATER TOWER DISCUSSION a. Mark Vyvyan will be in attendance to discuss with the Council. Meeting closed for purposes of discussing litigation strategy. 2. WEST ARM CENTRAL DRAINAGE PLANS & SPECS / ROAD IMPROVEMENT DISCUSSION a. Paul Pearson will present nearly final plans and specifications related to the proposed drainage improvements near West Arm Central. Project timeline will also be discussed. Pearson distributes the most current version of the plans and specs and notes that they only depict the drainage improvements and not street improvements. Pearson states that the second and third pages show the proposed grading of the drainage basin. Sippel asks if a retaining wall will be required between the pond and the retaining wall. Pearson doesn't think one will be necessary because the proposal will match the existing grade. Sippel asks if a fence or hedge • should be considered for safety reasons. Pearson explains that the three foot shoulder will still be in place and so a fence or hedge would not be required. Hughes asks what depth the pond will be at during a significant rain event. Pearson says that during a 100 year rain event there would be up to 10 ft. of water in the pond, although there shouldn't be any standing water under normal circumstances because the intent is to have water infiltrate through the soil rather than drain to the lake. Williamson asks about the need for a fence along the trail again and states that there might be language in the City's code that requires a fence. Reinhardt doesn't think that a fence would be the most practical solution and notes that the lake is only a short distance from the trail so someone looking to play in water wouldn't have to try very hard. Hughes asks what elevation the drain of the pond will be at. Pearson says 932.5 ft., which is higher than the all time high lake level reached earlier this summer. Pearson recommends that the City consider a fence or hedge once vegetation is removed once work begins, and informs the council that staff will look into any ordinances that may have language regarding fences. Pearson states that the next three pages show erosion control measures and notes that if the total area disturbed exceeds % acre an additional permit will be required by the MPCA. Pearson says that directional drilling will be used, which should minimize road closures for residents. Reinhardt asks where equipment staging will take place. Pearson thinks that equipment will most likely be staged in the City's storage area on Warren Avenue or on the City Hall grounds if necessary. Pearson explains that the plans show a shorter drain tile along West Arm Central than previous plans and that this was done to save some trees from being removed. Sippel asks if the drainage swale on the south side of the trail is still a component of the project. Pearson informs the council •that staff met with the Hennepin County Rail Road Authority (HCRRA) to discuss that particular issue and that they agreed to remove the dilapidated fence along the south side of the trail, clear trees that have gotten overgrown, and restore the drainage swale as part of their maintenance 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 program. Pearson describes the process for performing infiltration tests in the basin and notes that the tests will be done once the pond is excavated. Pearson comments that the infiltration tests will determine whether or not a drain tile will be needed in the pond basin. Pearson is hopeful that • conditions will allow for infiltration and that anything less than a five or ten year rain event will actually stay in the pond and infiltrate rather than draining to the lake. Williamson thinks that this proposal is very sound and that it will be a significant improvement above and beyond what is already there. Pearson describes the maintenance plan for the pond and explains that the east end of the basin will be graded to allow maintenance vehicles to enter and exit the pond from that point. Pearson says that plans should be finished by the end of the week and that the project will be advertised for bid starting August 2"d. The timeline then includes bids being tabulated on August 26th and Council review taking place at the September 2"d meeting. Hughes comments that he had watched the recording of the July 21St meeting and that he was surprised by how many residents spoke during the public hearing for the road project. Hughes also noted that he spoke with the Fire Chief Greg Pederson about some of the fire safety concerns that were expressed at that meeting. Hughes says that it is highly unlikely that an aerial truck with outriggers would ever go down West Arm Central and that he would like to stress to residents that a new road would significantly improve access for garbage trucks, ambulances, recycling trucks, and delivery trucks, not just fire safety equipment. Hughes also points out that according to the fire code the minimum width for a new road with a fire hydrant is actually 26 ft. and that 20 ft. is really the minimum width that a road without a hydrant should be. Goman says that he doesn't want too much emphasis to be given to public opinion and that when his road was slated for reconstruction in Long Lake the City was very assertive in telling residents that the road was going to be done. Reinhardt states that the legitimacy of public comments should also be considered, and that some concerns like it becoming a two-lane highway and that speeding will •dramatically worsen are being blown out of proportion. Williamson wonders if the concerns expressed during the public hearing are entirely accurate, or if they are an attempt to mask the fact that residents of the road simply don't feel that the road is a priority worthy of their investment. Williamson thinks that maybe the City's assessment policy should be reviewed to see if the process can be made more favorable for residents. Williamson notes that people are feeling less secure about their financial wellbeing since the recession and that it's harder for them to want to part with money for things that they may not consider a necessity. Bren comments that she feels strongly about the need for street improvements and that she put up with a substandard street in front of her former home for many years that would cause damage to her property from runoff. Bren says she feels that the City should start being more proactive about infrastructure because things will only get more expensive in the future. Reinhardt asks staff and council members if there is any more information they would like before the August 4th council meeting. Williamson says he would like to talk to some more residents to get a better understanding of their position. Sippel wonders if the term of the assessment could be extended out over a large number of years to make the residents more favorable of the project. Williamson says he would like more information about modifying the assessment policy. 3. FOLLOW UP WATER QUALITY LETTER & ENVIRONMENTAL SITE ASSESSMENT a. See attached draft letter. b. See attached assessment (double sided). City Administrator Tolsma discusses a draft letter that is proposed to go out to residents updating • them about the status of the City's water. Tolsma asks for feedback from the council regarding the language and format of the letter. Sippel comments that the message it conveys is fine but that he ,�1349 VVARREN AVENUE, SPRING PARK, MINNESOTA 55384-971 1 (952) 471 -9051 f AX (952) 471-9160 3 would like to simplify it as much as possible. Hughes agrees with Sippel. Williamson suggests removing some of the more technical language in favor of simplicity. Tolsma and Beck say that they will work on refining the draft and have the updated letter on the agenda for the August 4tn • council meeting. Reinhardt notes that an excerpt of the complete environment site assessment is included in the packets and that it would be good information to have on the website. She asks if it should be posted now or if it should be posted when the letter goes out to residents. City Attorney Beck recommends that it be posted to the website when the letter goes out. 4. HENNEPIN COUNTY BOAT LAUNCH IMPROVEMENTS a. See attached plan (double sided) regarding proposed improvements at the Hennepin County Boat Launch. The County is seeking the City's feedback regarding any issues or concerns that we may have with the proposal. If there are no concerns the County will likely begin work on the improvements in August. Reinhardt comments that the proposal would be a big improvement for the boat launch area and that it was thoughtful for the County to share their proposal with the City. Reinhardt recommends that City Planner Al Brixius review the proposal for consistency with the City's ordinances. Sippel suggests that the City try to cooperate with the County on the dynamic sign in the hopes of partnering to some extent. Sippel also thinks that having the sign by Shoreline Drive would best. Hughes would like to talk with someone at the County about the proposal because he has a number of questions about the included options. Williamson notes that the residents in Shoreline Place may not necessarily be opposed to the proposal, but they may have additional concerns about the area adjacent to their docks. Tolsma says that staff will be meeting this week to discuss a number of items including this proposal. Reinhardt suggests that the City put a letter together once staff has had an opportunity to discuss it. 5. MISCELLANEOUS 9 CITY OF SPRING PARK CITY COUNCIL AGENDA AUGUST 4, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake 914inne 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From July 21, 2014 b. City Council Work Session Minutes From July 28, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. State Senator Dave Osmek 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolutions 14-15 & 14-16: West Arm Central Street Improvement b. Resolution 14-18: Water Tower Settlement Agreement 11. REPORTS OF OFFICERS & COMMITTEES • a. Mayor and Council b. City Administrator a. Water Quality Update Draft Letter c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. August 13 — Administration Committee — 1:00 PM b. August 13 — Planning Commission — 7:00 PM c. August 13 — LMCD — 7:00 PM d. August 18 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Channel 20 / Channel 8 August Schedule 16.ADJOURNMENT U Ci� of r nJG �G- rk 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On Lake 91,1inne CITY OF SPRING PARK CITY COUNCIL MINUTES AUGUST 4, 2014 — 7:30 PM SPRING PARK CITY HALL Mark Reinhardt, 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7.30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck, Utility Superintendent Goman 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Hughes wants to add under Misc the improvements to the boat landing and he has a draft request written. Williamson moves to adopt the agenda with changes, Hughes seconds. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Reinhardt said she will remove 6a. and those minutes will be added at another meeting. Bren makes a motion with those changes and Sippel seconds to adopt the consent agenda. �Alllvotes ayes, motion carries. a Git�� Gni iRni1 Regular - Meeting �Av Rutes FFemrr- Iuly 21, 2014 b. City Council Work Session Minutes From July 28, 2014 07. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS a. State Senator Dave Osmek — Osmek said from the previous session there are highlights. They passed a sales tax exemption for joint powers. Osmek said they are working on convincing Mndot for a full purpose lane to help with the backups. Osmek was named for minority for freshman republicans. He was also named best friend to the taxpayer for 2014. Osmek was named champion of transit authority. He isn't a fan of light rail but supports busing. Excelsior Commons Park was not added to the bonding bill this time but it is the first step. The no wake has been pulled on Lake Minnetonka. Osmek said he is open for concerns, comments, questions. Williamson asked about the JPA and said there was major capital spending that fell through the cracks in accounting for the elements. He said it was disappointing the city couldn't take advantage of this sales tax exemption. Williamson said the LMCC is a small operation, it's capital intensive to upgrade technology, and there could be $150K of equipment upgrades that would help if they could take the sales tax exemption. Osmek said it's not effective until 2016. He said electric power generation was not touched upon and there is a problem with the electric energy being produced by Sherko which is a coal burning operation and because of the oil trades tying up railcar shipments, they are behind. Osmek said he's on energy environment committee. Williamson wonders if he knows about this coal problem and some initiative towards solar. Osmek said solar and wind is becoming more competitive. Solar is the most costly. Osmek said he's toured the Sherko plant and they provide a buffer but they haven't been apprised regarding the coal supply issue. He said there has been discussion about converting coal to natural gas but not sure about which way it's going. • Hughes asks about the DNR and they are not allowed to enforce the LMCD code and only the state code. He wonders if Osmek knows someone who can influence this. Hughes said with a Ci� o f 1,�nq ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 lake of 14000 acres and wonders about the comparison of patrolling street officers of the same • size. He said there is a big gap. Osmek said the LMCD has created the jurisdictional control and this would have to be removed. Osmek said he was contacted by Mayor Hunt of Minnetrista an there will be changes coming for water quality and water treatment. They are going to look at a regional solution and this is a heads up. Reinhardt said the city of Spring Park is already talking with the MPCA and looking at a superfund site. Reinhardt asked about the next session ad what would be a big win. Osmek said they passed 150 million dollar funding mechanism to give cities one-time cash. Everyone would have gotten money for pothole repair and they didn't get it. He is interested in Excelsior Commons, City of Wayzata for downtown redevelopment, Hwy 12 to move the diamond lane from CR 15 to Carlson Pkwy and, a road project in Medina. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS a. Resolutions 14-15 & 14-16: West Arm Central Street Improvement — Reinhardt said initially the engineer will give a brief recap of the project. Pearson said he will give a brief overview of the feasibility report and will start with the "existing conditions" section. A map was reviewed at the public hearing with the existing conditions and proposed improvements identified. He said the existing roadway varies from 21 feet and narrows to a width of 12 feet. Pearson said it's impossible for two vehicles to meet. Vehicles must pull -off onto a driveway area to allow a vehicle to pass. Vehicle types include resident traffic, fire trucks, police, ambulances, garbage trucks, recycle trucks and delivery trucks. Pearson said this narrow road is unsafe. It is my understanding, a few second delay for an emergency vehicle could result in death to someone who may be having a heart attack, or a stroke. Snow piles restrict pulling off the road to allow passing in the winter months. He said the proposed improvements previously discussed include removal of the existing pavement, *adway widening to 20 feet, concrete curb and gutter on the south side and ribbon curb, including urb and gutter on the north side. The existing driveway at the west end will be used as a turnaround. Drainage improvements will include tipping the grade of the street from north to south, and draining to a catch basin on the south curb line. All drainage on the street will be directed so it won't go on the private property to the north. The three power poles will be relocated to the south. Xcel will relocate at no cost to the city. Tree limbs will be trimmed and topping off of trees will be completed. The total estimated cost for the improvement is $136,000 and includes costs for contingency, professional and administrative services. The city's assessment policy can be levied on a front foot, or lot unit basis. The lot unit basis is recommended for this project. The costs for the improvement project would be assessed to ten units, or possibly eleven with Lord Fletcher's Apartments. The city pays for 75% and 25% would be assessed to benefiting property owners. The estimate is $3000-3500 for each property based on the 10 or 11 units assessed. Timeline is estimated to be a 2 week delay from what was discussed at the public hearing. A bid opening date of September 9th is proposed, with the Council reviewing the bids at the September 16th meeting. In summary, the project is feasible, is cost effective, will improve vehicle safety and access, and improves the drainage. Williamson asks about including or excluding professional services and Pearson said it's included in the $136K estimate. Williamson asks about the curbing planned. On the north side there is a slight slope on the ribbon curb and can be driven over. Williamson wonders about driveway cuts and Pearson said the B618 curb and gutter is identical to what is on Warren Avenue. There is a tapered slope transition of about 3-5 feet on each side of the driveway. Reinhardt said there are memos from the fire and police chiefs. Tolsma said Chief Pederson will be Ore later. The police chief has internally reviewed the proposal and an onsite visit was performed. Cl o f S'�inJc Pa�� 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US He said the police department has no objections and find benefit for emergency response. There 16 uld also be increased enforcement for problematic speeders and speed trailers could be used. Reinhardt said Attorney Beck has a memo about assessment deferrals for senior citizens. Beck said a question came up at the work session about residents who may have a hardship paying assessments and there is a state statute about disabled and if it's a hardship the assessment can be deferred. Beck said the council would have to adopt guidelines and standards. The assessment deferral would stay in place until that person died, sold the home, there was no longer a hardship or the property goes out of homestead classification. She said the council could also create another classification as long as there is no special benefit. Sippel wonders if the council decides to not go forward, does that preclude from revisiting the decision or does the process have to be restarted. Beck said if there's substantially 25% or more change in the cost of the project, the public hearing would have to be re held. She said if the decision is within the next six months and the costs haven't increased substantially, they could move forward. Reinhardt said there were additional new letters sent in from residents. She said Ed and Shawn Tripett are for the drainage and neutral on the road project. An e-mail from Brandon Heckman says he is against the road project and feels drainage first. Mark Reinhardt is in support of road improvement project and Randy and Susie Valek are for the drainage plan and the road project if it will improve the drainage but have concerns about road width and speeders. Reinhardt said she would open this for public comment but there is a lack of participants. Wspend this and go to Osmek. Reinhardt said Fire Chief Pederson submitted a memo for the council. Pederson said as background in July of 2007 MN adopted the 2007 version of the MN Fire Code. That adoption became law in 2007 and affects all of MN. He said Spring Park formally adopted the code. Pederson said what the fire code says is road improvements and new road construction related to that should meet the fire code. The fire code states roads should be a minimum of 20 feet. He said when responding to a fire in Spring Park, they bring multiple units which are 9 or more feet wide. He said recently a garbage truck snagged some overhead lines and the fire department was summoned. Pederson said if the road is going to be improved it should be a minimum of 20 feet wide. He said there is vague language about the fire chief having the ability to base decisions and other options. Reinhardt said there were references about the minimum of 26 feet and she wonders why the difference. Pederson said it has to do with fire hydrants placed on the road. Reinhardt asked about new neighborhood standards width and Pederson said any road with hydrants is a 26 foot road minimum. Council, questions for staff. She said there are resolutions that state the comp plan doesn't have to be reviewed and there is a resolution regarding if unfavorable bids are received, the project could be withdrawn. Williamson asked about Resolution 14-16 regarding the relationship with the comp plan and wonders if it's a companion to the proposed improvement and not a stand alone. Tolsma said that is correct. Hughes said he watched the council meeting on tape because of his absence and he wants to back track on the drainage project and the bid opening is August 26th. Hughes noted Sippel commented that when looking at this road improvement project and the project on WAR East if done Aigether — Sippel said he mentioned this road project would be small and might not gather that much terest from contractors. Reinhardt said her guess is even if these projects are combined, in the Cif o f 1, ' rinJc Par 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 4 eyes of a contractor it's still probably still a small contract. Reinhardt said this project needs to pass by 4/5ths vote and WAR East only requires 3/5ths because of the existing petition. She said the other process is the special assessment hearing. Oilliamson indicated previously a desire to speak with some of the residents and he did speak with several of them. What he's learning in an attempt to probe further is public testimony was a negative reflection on a road project. He thought it was a well conceived project so he's been surprised at the negative response. Williamson said the people he spoke with had slightly different viewpoints and it reflects comments made at the public hearing. Williamson said he didn't talk to the Reinhardts. He said there a few people that said if the road can be shown will do something measurable for the drainage, they're open. He also said if the project is inevitable they recognize the project won't be cheaper later. He said if it has to happen and it helps the drainage, half the people are open to that. Williamson said he hears there are real issues with speeding. He said he thinks the public affected are not really bending and they still hold to the other points of opposition. Williamson likes the project and thinks it's been well conceived but if the neighborhood doesn't want it, he doesn't want to cram it down their throats. He said the timing might be wrong. Hughes said he has made similar statements that the residents need to buy into the project and if they wait a year, benefits might be seen or maybe not. Hughes wonders if the project is done, what can legally be done with the private road being the same size. Reinhardt said the private road hasn't been considered. Bren stands by her feeling that this has been revisited over and over again and the council needs to make a decision. She doesn't feel it should be entirely up to property owners as the council was elected to make decisions on safety. Her feeling is if the water drains to the north, there still will be a 16ainage problem. Reinhardt said in conjunction with the drainage, the road project addresses the drainage. The road reconstruction addresses public safety issues that exist today and a reconstructed road will be a safer road. She said the condition of the road shows it's the 9th worst. She appreciates the council members who are taken into the residents feedback but ten years ago they didn't want it either so she wonders how long it takes for people that don't like change. Reinhardt said speeding can be addressed. She said she doesn't think a width of 12 feet she be held to. Hughes moves to order the plans and specs and go out to bid but requesting a separate motion to approve the project. Reinhardt seconds. Hughes thinks it's necessary to find out exactly what it costs. Williamson wonders about the expenditure it takes to do this. Pearson said based on historical information and based on the plan created today, the number is $7-8,000 to prepare the plans and obtain bids from contractors. Sippel said the bulk of that work is not a throw away. He said if it went out for bid, the throw away is issuing the bid process. Williamson said if bids come back higher than the estimate, they can be turned down but what happens if they don't? Beck said she would have the resolution say there is a right to reject all bids. Williamson wonders if that requires a 4/5ths vote and Beck thinks it would be a majority. Sippel said in general he's in favor of most road projects because he believes most roads are substandard. He's concerned about rushing this through. He's concerned about distracting staff from the road drainage project and Lift Station #5. Roll call vote: Sippel, no; Bren, yes; Hughes, yes; Williamson, no; and Reinhardt, yes. Motion passes three to two to go out for bids to see about costs. �fhy 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US E b. Resolution 14-18: Water Tower Settlement Agreement — Beck said this is a minor revision handed out. She said the project started at a public meeting about the concern about delaminating of the coating on the water tower. The city engaged a litigator and nce that time outside council has engaged in negotiations with the contractor trying to resolve the ue without further legal process. He believes there is a resolution that is acceptable and he would recommend to the city. Beck said negotiations are over the scope of the work and what the city will pay for. The contractor and subcontractor have agreed to a reduced price. She said the last that happened in a closed session, outside council was directed to go back to the contractor to talk about preventing splatter and protecting the work site. A provision has been added on the last page under scope of repairs that the contractor will attach sails to prevent splatter. The contractor will indemnify the city. Sippel wonders about what's been spent on legal fees so far. Tolsma said he doesn't have the exact figure but he could have it after tonight. Sippel said it would be nice to communicate the value of the repair and legal fees. Williamson said plus it would be educational for other issues that lie ahead. Williamson moves adoption of Res 14-18. Sippel seconds. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt said of the 14 Lake Minnetonka cities, ten cities expressed interest in the scenic by -way. She said Mndot said a community must opt in if the byway goes through the city. She said what's really wanted is to organize the cities to promote the Lake Minnetonka area as a joint effort. It's been decided to abandon the scenic byway but to work towards a collaboration of cities. Reinhardt said candidate election filings close on August 12tn • Hughes said the LMCD is back to normal speeds and the lake level has gone down and boaters can proceed with caution. • • Sippel asks about the primary election on August 12tn. He asked about the process. Reinhardt said the election primary is held at the normal voting precinct. • Williamson said he read where Harold Pellet passed away. Williamson said Pellet was a community supporter of Gillespie Center and WeCan. He said Pellet was involved in senior activities and very prominent. Williamson said he has been a frequent visitor to the city in support of continuing funding. b. City Administrator a. Water Quality Update Draft Letter — Tolsma said this is a second attempt at a draft letter prepared by Nancy Beck. Sippel wants to confirm that this will go to all of the 55384 residents. Goman said the quarterly sampling was done today for investigative and the results should be available in a couple of weeks. Reinhardt thinks the letter is great and it reads clear and the residents will understand it. Hughes moves to direct staff to send out the letter. Bren seconds. All votes ayes, motion carries. c. City Engineer — nothing. d. City Attorney — nothing. e. Utility Superintendent - Goman said regarding Lift station five they are anticipating construction mobilization on Tuesday the 12tn and 45 days should not be a problem. Some of the equipment has been received and expect on August 18th for the generator. He said the FEMA flood declaration closed July 11tn. There was over $10,000 in outside costs. Williamson asked about above and beyond the immediate costs there was pursuing of a pump. Goman said the FEMA �fhy 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US I team will pay for the repairs of the pump but they won't pay for the upgrade. He said they are looking at grant money and they still have a rental pump they are going to hang on to. 12. UPCOMING MEETINGS & TRAINING • a. August 13 — Administration Committee — 1:00 PM b. August 13 — Police Commission 8 a.m. c. August 13 — Planning Commission — 7:00 PM d. August 13 — LMCD — 7:00 PM e. August 18 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel noticed there is a missing page from the detail register. He said under equipment bought for the lift station and he's surprised they're coming through already. Goman said it's 30 days and delivery has been taken. Sippel makes a motion and Bren seconds to pay the claims. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Channel 20 / Channel 8 August Schedule b. Hughes — Hennepin County boat landing improvement project. Hughes said he produced a handout as a draft. He said when looking at dynamic signs and when putting the ordinance together they were working with the Water Patrol for a community sign. He said when this came forward, the thing that caught him is the changeable message sign. The suggested size is twice as big as what is allowed by ordinance. Hughes said he is concerned about the location of the sign being placed by the water versus by the road. Hughes wonders where this was left off. Goman said part was budget and part funding. There was a portable sign purchased down at the landing. He said it was the same time the • conservation district was looking at flags and risers on bridge decks so it fell apart: Reinhardt said Tolsma has talked with Tony Braugh of Hennepin County and there is 2014 money available. Reinhardt thinks the location of the sign is priority one. Tolsma said Brixius is going to be in contact with Braugh on this. Williamson wonders about other issues and Goman said they're looking at the whole project. Hughes said his biggest concern is medium resolution and he thinks graphics and higher resolution should be pushed. Sippel said he thinks extra funds from the city should be considered in order to have a sign that meets the needs of everyone. 16.ADJOURNMENT — Sippel makes a motion and Bren seconds to adjourn the meeting at 9:18 p.m. All votes ayes, motion carries. .iL Wendy Lewin City Clerk Dan Tolsma, Administrator � by 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL AGENDA AUGUST 18, 2014 - 7:30 PM SPRING PARK CITY HALL On Lake 914innetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From July 21, 2014 b. City Council Work Session Minutes From August 4, 2014 c. Administration Committee Minutes From August 13, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. Westonka Historical Society Presentation 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council a. West Arm Central (Private) Power Pole b. Minnehaha Creek Watershed District Meetings b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. August 19 — LMCC — 5:00 PM b. August 25 — Work Session — 7:00 PM c. August 27 — LMCD — 7:00 PM d. September 2 (Tuesday) — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. MFD July Report b. MFD Press Release 16.ADJOURNMENT i ofhS' rin Park �y 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On Lake �Rinneton a CITY OF SPRING PARK CITY COUNCIL MINUTES AUGUST 18, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Hughes wants to add Boat Launch Improvements under item 13 and makes a motion with Williamson seconding to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Bren makes a motion and Sippel seconds to adopt the consent agenda. Hughes abstains, all other votes ayes. a. City Council Regular Meeting Minutes From July 21, 2014 b. City Council Work Session Minutes From August 4, 2014 c. Administration Committee Minutes From August 13, 2014 7. PUBLIC FORUM — No one. • 8. PRESENTATIONS & GUEST SPEAKERS - a. Westonka Historical Society (WHS) Presentation — Ron Pauly grew up in St. Boni on a farm in his family since 1872. He became a member of the WHS last fall and is involved in the Tonka Toys display. Pauly said he designed several of those toys during his almost 20 years with Tonka Toys. Pauly showed one of many videos available. Pauly said Westonka Historical Society has had over 600 visitors since they opened last year. He said several toys are on loan and on tour around the country. He said the WHS is devoted to local city history, its residents, high school yearbooks, local celebrities, Native American history. He said there have been Tonka Toys' reunions, information on the old Ski Tonka and The House of Moy among other things. He said there are future plans for fund raising events. Pauly said they really appreciate the support from City of Spring Park. Reinhardt thanks Pauly and Brandenburg for attending. She said Spring Park has included in their upcoming budget an allotment in support of the museum. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS — None. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council a. West Arm Central (Private) Power Pole — Reinhardt said this very pole has been discussed when talking about the road project and it has been requested that this be moved. She said it's not necessary now because it was knocked over and subsequently moved further to the south. b. Minnehaha Creek Watershed District Meetings — Reinhardt said some local cities were concerned about broadcasting meetings. She said • Shorewood has initiated the request. Reinhardt drafted a letter showing support to broadcast the meetings. She said they are an agency that has taxing authority and it seems appropriate Ci� o f 1,�rinJc Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 to have their meetings broadcast for transparency. Sippel is supportive of sending the letter • but would like to strengthen it by striking the word "consider" in the second line, and he would like to change it to "we request you broadcast." Williamson had the same thoughts. He said at the end of the first paragraph there is a typo. Williamson makes a motion to support this letter and sentiments expressed as an official statement of the council of SP as stated in this letter from Mayor Reinhardt. Hughes seconds. All votes ayes, motion carries. • Williamson said the LMCC full commission met on Thursday. He said key elements were budget for the coming year and there are no surprises. He said it will be reported to this council for review. He said they adopted to make a change to the JPA to stream- line decision making and reduce a seven member board to a three member board. According to Williamson, the contract needs eight cities of the twelve to accept the changes. • Hughes said the LMCD was notified of dates in September and October there will be zebra mussel testing done on the lower lake and he'll have the exact dates soon. He said it's an ongoing study. Hughes said several residents in this city have requested a designated quiet water area and there will be public hearings scheduled for this request. b. City Administrator — Nothing. c. City Engineer — Nothing. d. City Attorney — Nothing. e. Utility Superintendent — Tolsma said Goman has been working with the lift station. He said last week there was a water main break where the lift station is being reconstructed putting the project about one day behind. 12. UPCOMING MEETINGS & TRAINING • a. August 19 — LMCC — 5:00 PM — Williamson said this meeting has been changed. b. August 25 — Work Session — 7:00 PM c. August 27 — LMCD — 7:00 PM d. September 2 (Tuesday) — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS — Hughes said in the Admin Committee minutes there was a mention about our City Planner, Al Brixius, being directed to communicate with the county. He thinks Brixius is good in regards to the city ordinances but Hughes wants it known that a community type sign and located along CR 15 is important. Hughes doesn't want to lose this momentum and is concerned that Brixius might not know the importance of this. Tolsma said he's talked with Tony Braugh of Hennepin County in order to convey the message that they want a community sign. He said as far as the sign proposed, the funding source is from AIS (aquatic invasive species) for AIS education. He said they are looking at a sign by the water, at the launch, because boaters are who they want to target. He said it doesn't mean there isn't something possible between them and the city for a community sign but, at this point, a specific sign located at the water is devoted to AIS education. Hughes said he would like to talk with Braugh because he thinks they could get better mileage out of a roadway visible sign. He is also concerned about the resolution of the signs. He said there is enough money to do option two with some of the components of option three. It has been discussed that the city is willing to contribute funds towards the community sign. Hughes would like to set up a meeting with Braugh to discuss this. Reinhardt said this does require a permit and there might be leverage. Sippel said the sign needs to be perpendicular with the shoreline so it doesn't disturb the residents of the condos. • 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Ci�ofl.wnq(Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Sippel is concerned about the rebuilding of the wall in front of Williamson's house. He • wonders why it had to be rebuilt when it was, knowing full well there would be future work required. Williamson said a neighbor reported a water main break last November. The retaining wall had been built in October. Goman investigated the break and determined it was related to his (Williamson's) house. They thought the water had been previously turned off due to the fire and it was found it hadn't been shut off. Goman was able to get the water shut off and determined there was a leak in the line. Williamson said the house was being reconstructed and they were preparing to reconnect the water. They found there wasn't a break after all. They aren't sure what happened. Excavation had to be done to find the shut off. Sippel said he's more concerned about why it was done in the beginning knowing it was going to need reconstruction eventually. Williamson asked about repairing the sprinkler system on the north side of city hall. Tolsma said there are repairs that need to be made periodically to the system. He's not sure what happened. Hughes makes a motion and Bren seconds to pay the claims. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. MFD July Report b. MFD Press Release Bren mentioned the striping of the pickle ball courts at the tennis courts recently and thinks it should be mentioned in the newsletter. 16.ADJOURNMENT — Sippel makes a motion and Bren seconds to adjourn the meeting at 8:17 p.m. All votes ayes, motion carries. Wendy Lewi , City Clerk Dan Tolsma, Administrator 9 C1�0f%&nJGPark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US On Lake 94inne • • PARK 1. 2015 BUDGET & LEVY DISCUSSION a. See attached staff memo. CITY OF SPRING PARK WORK SESSION AGENDA AUGUST 25, 2014 — 7:00 PM SPRING PARK CITY HALL 2. WATER INTERCONNECT DISCUSSION a. See attached response from Orono regarding our request on the feasibility of having them provide water until the TCE filtration system can be installed. In discussions with Orono City Administrator Jessica Loftus she has noted that the price per unit is negotiable if the council wishes to pursue a partnership. Assuming we use their residential customer rate of $5.27 per unit for an average year (80,000,000 gallons) the cost would be approximately $422,000. 3. MISCELLANEOUS 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 SPRING PARK On Lake M CITY OF SPRING PARK WORK SESSION AGENDA AUGUST 25, 2014 — 7:00 PM SPRING PARK CITY HALL Reinhardt, Williamson, Hughes, Bren, Sippel, Administrator Tolsma, Clerk Lewin, Utility Superintendent Goman, Engineer Pearson, Attorney Beck, Resident Catherine Palen 1. 2015 BUDGET & LEVY DISCUSSION a. See attached staff memo. — Tolsma directed staff to look at fire service contract and states it's increasing over $4K and police has a larger increase. He said the snow removal line item increased and it's always a guessing game. Williamson asked about the sidewalk element and Tolsma confirmed, it's snow removal. Tolsma said staying with the general fund under letter f., the PERA employer contribution is increasing. Tolsma said health insurance premiums are going down, LMCD and assessment are the same. He said there is an increase in the bond repayment. Tolsma said when looking at water and sewer, the Met Council sewer charge is increasing significantly. Tolsma refers the council to general fund revenue under property tax levy and that increased. He said the other line item that changed was in lieu of taxes and this is revenue from Pres Homes based on a calculation when Brimeyer was here. He said the good thing is it has gone up with the increase of market value. Sippel asked if it is specifically for We nursing home and Tolsma said it's for the facilities that are not tax exempt (the care center). einhardt asked for questions on the revenue side as it hasn't changed much. Hughes asked about a study about a permitting fees and if the city is charging enough to cover costs. Discussion held about escrows collected and costs exceeding the escrows and perhaps increasing the fees. Williamson asked about Other Revenue and what it is. Tolsma said it's Pres Homes conduit financing money. He said it isn't an annual collection so it's better to start with zero. Reinhardt said there is an old category for Channel Road and it was used to keep track of the expenses but she thinks that is long done and isn't relevant any longer. Tolsma directs the council to the expenditure side. Tolsma wondered if the council had questions. Sippel referred to page six, streets and sidewalks, improvements other than. He asked if this was an anticipated project of $50K. Tolsma said it's a sub department under the PIR. Tolsma said it ties into the CIP with retaining walls and sidewalks. Williamson questions the numbers assigned to the streetlight project and thinks it's high and not reflective. He wonders if other things got attached to that. Hughes said there are a couple things not reflected. He wonders about potential dollars for the community dynamic sign project. He said as part of that they can submit a matching grant application to Save the Lake for additional revenues. He said there is going to be a movement for next boating season, back in 2003-2004 where cities and marinas kicked in to get more deputies assigned to Lake Minnetonka and that has started to gain traction. Williamson remembers this happening and then additional funds were dedicated to two additional deputies. Williamson said the numbers need to be found within a month for the preliminary levy. Reinhardt asked about benchmarks for staff salaries. Tolsma said he put in a 3% and it's allocated. IIghes asked about the public works rental and new equipment or things that need to be purchased. tu wondered if there are major purchases factored. Tolsma said this budget assumes continuing the 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 lease with Norling. If the lease is reworked due to capital purchases — Hughes wonders about the ATV with the City's sign on the side and he wonders if this is being considered. Tolsma said he doesn't have that factored. Tolsma said this would perhaps go on the CIP. Williamson asked about 46is and Goman said it was used by the part-time person to touch up utility poles and traveling about e city to do various tasks. Goman said there hasn't been anything budgeted because there hasn't been a long-term lease secured yet. Reinhardt asked about the spring and fall cleanup and Lewin said Allied Waste has agreed to continue this. Reinhardt asked about energy savings reduction from the street lights and Tolsma said it's based on actual for the year as only 40% has been spent so far. Hughes asked about trees, new/replacement. He wondered about the trees at Bayview parking lot. Goman said the plan is to remove and not replace them. There is a plan from Norling about some planters and Tolsma said it was discussed at Admin. He said they've gone back to Norling to see if there are other options. Williamson asked about scheduling treatment of the trees for Emerald Ash Borer. Goman said it's the off year. Williamson thought if the trees were a certain size they need treatment every year and it would fall under tree maintenance. Reinhardt wondered if there are other things to go in the budget. Hughes said he doesn't think the steps in front of city hall are well lit. Beck agrees and she thinks they are a safety issue. Reinhardt is interested in pursuing a panic button system in their council chambers and city offices in the event there was a situation at a public meeting to trigger a police call. Reinhardt said the technology is available and it's not high priced. Williamson agrees this should be looked at and perhaps a phone call to the City of Shorewood. Goman said the City of Orono has this installed. Palen asked about streetlights in the town and she thinks the lights on her street are wanting. Palen said the Federal Marshalls are giving lessons regarding armed individuals who show up in public places. She agrees e panic buttons are important. Williamson wondered about perhaps tree trimming is necessary cause he thinks the illumination should spread. Palen said no, there are dark spots and they purposely leave their house lights on because of the dark street. Reinhardt said the levy right now is about 1.5% over last year's levy. She wonders if the council is comfortable with that or direction to staff. She said she doesn't know if there are places to cut and wonders if they should pad some numbers. Reinhardt said Tuesday, September 2nd they could have the second draft and September 15th it could be certified. She said the deadline is September 30th but Tolsma will not be present at the work session. She said there is time to discuss this further. Williamson suggests shooting for the 15th and the certification could be laid over to the 30th pending waiting on some particular numbers they are waiting for. Reinhardt said both the water and sewer show transfers from the fund balances and she said for water and sewer there is depreciation for capital equipment replacement. She said if they're doing a transfer it defeats the depreciation purpose. Goman shows a piece of pipe taken from the lift station currently under construction showing corrosion to the pipe and discusses life expectancy of replacement pipes. 2. WATER INTERCONNECT DISCUSSION See attached response from Orono regarding our request on the feasibility of having them provide water until the TCE filtration system can be installed. In discussions with Orono City Administrator Jessica Loftus she has noted that the price per unit is negotiable if the council wishes to pursue a partnership. Assuming we use their residential customer rate of $5.27 per unit for an average year (80,000,000 gallons) the cost would be approximately $422,000. einhardt said there has been a response from Orono regarding the potential request. Williamson 'qTaid their response was legitimate. Williamson said he thought this was a component and it might be 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 a supplemental request. Reinhardt said the MPCA board meets tomorrow to decide if Spring Park will be included on the state's supen`und list. She isn't planning on making any comments but may mention some of the demographics. Williamson asked about pump three which is pumping the majority of the water right now and if there are back-up parts in case well three goes down. Williamson wonders about going on the Interconnect and having TCE's showing up in the neighboring system. Reinhardt asked about the recent test numbers and Goman said he has not seen the results yet from three weeks ago. Reinhardt asked about the most recent letter expected to be mailed and Tolsma said tomorrow or Wednesday will be the mailing. Goman said there is a contract that says the price will be averaged between the two cities based on the city's rates. Sippel said he assumes this would be a supplemental process wherein the city of Spring Park continues to use well three and supplements with the Interconnect. Tolsma said he is in negotiation with Orono but they are waiting for tomorrow's designation for the superfund site. He said the MPCA really requested that Spring Park go through the motions to explore options. Reinhardt said this was dictated by the Health Department. Sippel thinks this should be put on the record that this is supplemental. Williamson thinks this should be put on hold for at least a week. But, he thinks council members need to know they aren't needing a contract to do the deal. Sippel asked about pumping from well 1 and 2 to backwash. He wonders if the tank is overfilled. Goman said when they're filling the tower, sometimes all the wells kick in. Sippel asked if the back flush is automatic after pumping numbers and Goman said it's after a certain number of hours. 3. MISCELLANEOUS — Palen loves the work sessions because there is a lot to learn. She said with the street (West Arm Rd) presently being torn up, she wonders about West Arm Central and East and she wants to establish n e-mail chain to keep everyone in the loop. She is concerned about snowbirds leaving and not ing kept informed. Palen said it's been a challenge for this reconstruction process including the new house (4336) that is being built at the same time. Goman is looking for feedback on updates he has sent out regarding weather alerts as part of his emergency management. Sippel said it's no more than what is already available. Reinhardt thinks it's helpful. Williamson said the key thing is timeliness. Adjourn at 8:29 p.m. • Wendy Lewin City Clerk Dan Tolsma, Administrator 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 CITY OF SPRING PARK CITY COUNCIL AGENDA SPRING PARK SEPTEMBER 2, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake Minnetonka • • 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From August 18, 2014 b. City Council Work Session Minutes From August 25, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10. ORDINANCES & RESOLUTIONS a. Resolution 14-19: Approval of 2015 LMCC Budget 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator a. 2015 Budget — 2"d Draft c. City Engineer a. Bid Review -Kings Rd. / West Arm Rd. Drainage Improvements d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. September 10 —Administration Committee— 1:00 PM b. September 10 — LMCD — 7:00 PM c. September 10 —Planning Commission — 7:00 PM d. September 15 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Met Council Request For Comment b. Channel 8 & 20 Schedule c. Board of Hennepin County Commissioners Letter d. June 2014 Financial Report 16.ADJOURNMENT Ci% of rn y ?Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL MINUTES SEPTEMBER 2, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson. 4. PLEDGE OF ALLEGIANCE - 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From August 18, 2014 b. City Council Work Session Minutes From August 25, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS — None. • 10.ORDINANCES & RESOLUTIONS a. Resolution 14-19: Approval of 2015 LMCC Budget — Williamson said the LMCC budget is down because of the exit of several cities. A variety of cuts were made. He said there was money set aside for the potential of severance obligations and those numbers didn't come in as heavily as feared. Also money was allocated for unforeseen attorneys' fees due to continuing negotiations of the cable companies. Williamson said there is a separation of the exterior stucco from the LMCC building, it's hazardous and they are getting bids. So far it's coming in around $55,000 and they've determined to do this with the 2014 budget. He said the 2015 budget won't have extraordinary building costs. He said leadership has granted permission to advance as far as capable for high definition so they are looking to put $50K in next year's budget. The commission is running in the black but reserve funds aren't as strong as they used to be and they are being drawn down due to the high def program. Sippel said he doesn't have much to add other than the one area they're looking at is health insurance plans and perhaps renegotiating and looking at a major medical program. Hughes asked if Koeneke is still part-time and Williamson said she is using a program called phasing in retirement and it's working out. There may be some consideration given to not replacing her and instead asking member cities to assume administration duties. He said it's just a concept at this time. Williamson moves to adopt Resolution 14-19 and Hughes seconds. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt asked Tolsma to relay to Goman with lift station five being rebuilt and school now in session to give the contractors a heads -up that there are school children walking in the area and to be extra cautious when moving equipment. • b. City Administrator - nothing. c. 2015 Budget — 2"d Draft — Ci� of f in 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 Tolsma said there are a few minor modifications and none that affect the levy proposed in the first draft of the budget. He said some numbers have been plugged in for signs and city hall . but they won't have an affect on the levy which is the action item for the council. Tolsma said Hughes spoke with the board and the determination was no allocation would be required of cities for next year. Tolsma said if everything looks good, at the next meeting the preliminary levy will be certified. Hughes refers to the expenditures and is curious about the web hosting and asked what this relates to. Tolsma said a lot of it is one-time and is related to the city's website being upgraded. Hughes wonders if there is a hit monitor to determine how often the website is consulted and Tolsma said he can pull those stats. Hughes asked about salary increases for staff and Hughes said with Goman's new emergency management designation if any consideration has been given. Tolsma said the council needs to discuss this when it gets there. Hughes wonders why some of Goman's duties aren't under administration and Reinhardt explained that his time is segregated out according to departments. Reinhardt said she's not sure there are new duties associated with the new designation. Williamson said while there is a projected increase to the levy there is a projected increase of $18K that is greater than the levy is snow plowing. Williamson said savings are being found within the budget to maybe help out with this. d. City Engineer a. Bid Review - Kings Rd. / West Arm Rd. Drainage Improvements — Pearson asked if there's any benefit to describe the project and Reinhardt thought a summary would be helpful. Pearson said there is a grading plan from the construction plan documents on the overhead. He said this project will resolve drainage issues in this area of Kings Rd/Warren Avenue. Pearson said drainage has drained across the road and into neighboring yards. He said the city has requested a comprehensive review. Pearson said this design follows guidelines and recommendations from the city's local water management plan. He • said it will solve the drainage problem but also improve water quality by reducing phosphorous levels and remove sediments from the water. They estimate 4.8 pounds phosphorous removal and that meets the goal for the entire city. Sippel asked about the phosphorous loading and he remembers most of the area being improved is hardcover and he thinks phosphorous comes from lawns and fertilizers. Pearson said this is based on a model. Reinhardt said this is just for the drainage and not the road project. Pearson said there were five bidders on this project. He said the low bidder was Astech and the amount was $199,455. The four remaining bidders were Widmer Construction, New Look Contracting, Eureka Construction and Midwest Civil. He said the bid tabulation is included in the council's packet. Pearson said an estimate was calculated at $193,668 for construction costs. Pearson said there is a probability that the underground boring process will not be accomplished and a surface road cut will have to be performed. At no time will traffic be impeded while this is done. A mill and overlay will also take place. He said the mill and overlay is $4760 and it's their recommendation this work be completed with this project. He said they have worked with Astech in the past and they did a very good job. Pearson also said they requested references and a comprehensive list was provided. Pearson said he talked to eight and there was a wide cross section and all references were favorable. Pearson said they are recommending to accept the bid from Astech. • Williamson asked about the timeline and wondered about immediately starting this project. Pearson said they are in agreement with this. Pearson said the intent is 30 days and the date Cliff of 1.�ny Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US was October 30th. Williamson said the terms of the contract are essential and he wonders if Beck needs to review this. Williamson thinks the bid is really low and wonders why. Pearson • said their original estimate was $193K. He said contractors are in need of a project this fall and they are looking for a place for their crews. He said they have reviewed their bid submission and believe it is accurate and they haven't missed anything. Pearson said Beck does review the documents before they are signed. Sippel asked about the open cut from the directional drill and he wonders about costs. Pearson said generally this will be a wash. Sippel presumes the items are spelled out and quantity estimates are indicated but he wonders if the engineer estimate is revealed because he's amazed at how close the numbers were. Pearson said those numbers are not provided. Hughes asked about the base excavation and off site disposal. He said in looking at the difference in prices, that makes the most significant difference. He said Astech is way low on that and the rest of them are close. He wonders why. Reinhardt asked about the timing with the lift station. Pearson said this was discussed and the lift station started on August 13th and the completion should be around the end of September. He said if this project starts in September, the lift station will really be restoration at that point. Williamson makes the motion to accept the bid for the drainage improvements for Astech in the amount of $199,455. Sippel seconds. Sippel asked about this being a 30 day project and wondered what happens if this goes over. Pearson said penalties come in at 45 days. He said there are allowances for rain delays. Reinhardt said she thinks this is a good project and thinks it will help fix the drainage. She said while she supports this project, it won't solve the problem completely and she looks forward to the bids coming in a few weeks for the road project. Roll call vote, all votes ayes. Motion passes. e. City Attorney — nothing. f. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING • a. September 10 —Administration Committee— 1:00 PM b. September 10 — LMCD — 7:00 PM —Hughes said this meeting time might change due to a water tour. c. September 10 —Planning Commission — 7:00 PM d. September 15 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS - None 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes/Bren *** 15. MISCELLANEOUS (Information Only) a. Met Council Request For Comment — Reinhardt asked if Brixius can provide this to the council. Tolsma said this has been discussed and Brixius will be putting together a response. b. Channel 8 & 20 Schedule c. Board of Hennepin County Commissioners Letter d. June 2014 Financial Report Sippel asked about the paltry rate of return on CD's, he wonders about putting more money with Ehler's Management because they seem to make it work better. Tolsma said the Ehler's numbers were issued at a time when they got good rates. He said the CD market is not good now. He said some liquidity is needed right now due to large payments coming up. Williamson said because of low interest rates, more has been put in long term money market accounts. Reinhardt mentioned if they want to think about bonding in the future, they should pass the standard resolution. Ci� o f ll�rnj ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US .19 16.ADJOURNMENT —Williamson makes a motion and Hughes seconds to adjourn the meeting at 8:30 p.m. All votes ayes, motion carries. LG1'& '4&=:;rCA I L Wendy Lewin, City Clerk Dan Tolsma, Administrator • Ci� of rinq ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US SPRING PARK On Lake Minnetonka • lil CITY OF SPRING PARK CITY COUNCIL AGENDA SEPTEMBER 15, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From September 2, 2014 b. Administration Committee Minutes From September 10, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS a. County Commissioner Jan Callison 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-15: Ordering West Arm Central Street Improvement b. Resolution 14-16: Finding No Relationship Between Street Improvement & Comprehensive Plan c. Resolution 14-20: Approval of 2015 Preliminary Levy 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. September 16 — LMCC — 5:00 PM b. September 22 — Work Session — 7:00 PM c. September 24 — LMCD — 7:00 PM d. October 6 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Appreciation Dinner Date & Time b. Mound Fire Department Press Release c. Mound Fire Department August Report d. Heroin Town Hall Meeting Notice e. Met Council Inflow & Infiltration Workshop 16. ADJOURNMENT f✓1�1�J of �Jf^JYIq Park 4349✓9 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL MINUTES SEPTEMBER 15, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake .12xnnetonka Also present: Catherine Palen, 4352 West Arm Rd.; John Samuelson, 4484 West Arm Rd.; Richard McCullum, 4372 West Arm Rd.; and three students from MWHS. 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From September 2, 2014 b. Administration Committee Minutes From September 10, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS - a. County Commissioner Jan Callison — • Callison said the tax levy was passed last Thursday. She said this will affect taxes in 2015. She said values have been rising in real estate, there has been more construction and more TIF districts. Callison said the commercial burden will shift to residential. She said two years of wage increases have been negotiated and human resource staffing has been increased. An increase to the levy of 2.75 and that is after four years of a levy essentially kept flat. She said Truth and Taxation is scheduled for December 2nd. Callison some new initiatives are the Excelsior Library opened on September 13th and this week battery backups will be installed for semaphore lights. She said Ramsey and Hennepin Counties are looking at a collaboration for a joint juvenile detention facility. Callison said community services are moving to the suburbs with a new hub opening in Hopkins. She said the No Wrong Door initiative deals with sex trafficking and the need for special services. Sippel asked about the Vikings Stadium having an impact. Callison said it's being funded by the city of Minneapolis, not the county. She said there will be some impact. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS a. Resolution 14-15: Ordering West Arm Central Street Improvement — Reinhardt said the bids came back and the engineer will give a recap. Pearson said in the packets is a letter from him dated September 11th. He said there were four bidders and the low bid was from Midwest Asphalt $135,522. The three other bidders were Barber Construction, New Look Contracting and Bituminous Roadways. He said the bid tabulation summary was attached for reference. An opinion of probable construction costs was calculated at $113,300. Pearson said it didn't include engineer, surveying and administrative services and that would be approximately 20% bringing the cost to roughly $136,000. He said • the bids were only for construction costs so, adding the engineering costs, those bids increase. C1 4349 WARRFN AVFNUF SPRING PARK MINNFSOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VAVAI CI SPRING -PARK MN US Midwest Asphalt is in the opinion of the engineer is a reputable contractor. Sippel said in the letter the original estimate was $113,000 and he sees a conflict with another estimate of $106K. Pearson said the $113K includes a 10% contingency. Williamson asked since this is • the end of the construction season and contractors are plugging in wrap-up projects to just end the year, he wonders if those that don't really want the project bid it high. He wonders about posing this project for next year and wonders about the strategy. Pearson said if the project were to wait, there is an inflation factor based on oil prices and that is an unknown. He said this could mean a 3-5% increase. Pearson said in his opinion availability of contractors in the spring are usually looking for work. He said how this affects the price, he doesn't know the impact. Reinhardt asked about timing. She said it was originally thought this would be a fall project. Pearson said if the council awards the project, it takes about one to two weeks to develop the contract and bonds are supplied. He said once the city attorney has reviewed the documents, a preconstruction conference would be held. He said the construction could proceed the week of September 29th and the specifications do require an on or before completion date of October 31 st, weather dependent. Reinhardt asks for residents input although this is not the public hearing as it's already been held. Reinhardt outlines the rules of conduct. Public comment period opens at 7:49 p.m. No public comments taken. Public comment period closes. Council deliberations: • Hughes said he has gone through the documentation once again and tried to look at the residents' opinions. He said he is having trouble supporting the project at this time due • to the comments received. Hughes said the bids came in higher than anticipated. • Williamson said he thinks it's a good project, it's well conceived. He said it's discretionary and he said the residents' opinions matter a great deal. He said when people want it, it's supported. He said this project is struggling. He said some residents strongly want it but most are lukewarm or against it. He said if he lived there, he would be for it. He believes this should be delayed but continue conversation with residents to work out a way for an approach they can support. • Bren said she is in favor of this project. She feels strongly that Spring Park needs to look at streets and if this street is not sloped the correct direction she thinks it should be taken care of at once. She said there's going to be construction with the drainage improvement. Bren said residents are paying for this yet she wonders if there will come a time when everyone is agreeable. She said that is why they are on the council, to make decisions. • Sippel said in general he would be in favor of most street improvement projects. His main issue is the scope. He thinks it's too small to stand on its own. He would like to see it coupled with the West Arm East project and he thinks there would be better economies of scale and it becomes a better value, in his opinion. • Reinhardt said this started because of drainage issues in that area. She said in conjunction with the approved drainage project, the drainage will still go towards the north. She said there have been safety issues on this road and this project would address this. She said a reconstructed road will result in a safer condition. She said there are favorable recommendations from the fire and police chiefs. She said what is • being proposed is a minimum width road of 20 feet. She said the fire code was drafted for safety reasons and Spring Park has adopted the fire code. Reinhardt said there have Cit of Niny ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VWWV CI SPRING -PARK MN US 3 been problems on the road with vehicles striking the power poles and three and four trucks have been stacked up to address the disabled power poles. She said emergency response is compromised. Reinhardt said it is rated the 9th worst road in the city. She • said there is no sewer and water in the road therefore making it an easy road project. Due to timing, Reinhardt is looking for a motion as it needs to be acted on by January 21st Hughes said he is opposed to this at this time. He agrees with what Sippel has said. He said he thinks the residents need to know that the assessment estimate is now higher. He said he would like roads improved too. Reinhardt said the comment "at this time" is vague. She said this was said ten years ago. Reinhardt is asking for a motion. Williamson said to take a vote, yes or no, would lead to failure of the 4/5th necessary. He said this issue would go back to ground zero. He wonders if there shouldn't be further visits with the neighborhood and exploring where this would fit as a joint project with West Arm Rd east. Reinhardt asked Pearson about the feasibility study of West Arm Road east. Pearson said the council did order the feasibility report and the surveying has been completed for that corridor. He said the next step is to analyze the project and complete the feasibility. He said he expects this in the next three to four weeks. He said at that time the council could review the draft and schedule a public hearing for the project. If the council is favorable, plans and specs could be ordered. Sippel asked Pearson for lining projects up for spring and he wonders if there is a point where it's too early to bid. Pearson said it's difficult to estimate oil prices and that's what affects pricing. Williamson said there are valid bids presented tonight. Sippel asked if no action is taken to accept the bids, he wonders how long the bids are good for. Pearson said 60 days from the date of the receipt of the bid. Williamson wonders about the timeline then, accepting the bid on the 59th day. Sippel said when proceeding with bids and specs for West Arm • central, his rationale was he was fine with the design as proposed and it was not throw away work. He said it would, for the most part, always be relevant other than the bidding. Pearson said that is correct. Beck said there is no action necessary tonight. She said the bids have to be accepted or rejected within 60 days. Sippel makes a motion to reject all bids and defer the project to a later date. Hughes seconds. Motion passes three to two on roll call vote. Reinhardt and Bren vote nay, the rest vote aye. b. Resolution 14-16: Finding No Relationship Between Street Improvement & Comprehensive Plan — c. Resolution 14-20: Approval of 2015 Preliminary Levy - Reinhardt said at the Admin meeting it was discussed that they might need a little more buffer than 1.9%. Tolsma said it's the same budget but is considering potential increases. Tolsma said the truth and taxation needs to be set tonight. Williamson said Tolsma did a very good job of putting this together. He said he's happy with the minute increase and it really matches the anticipated snow plowing costs. He said this is a modest increase and it's possible they will be able to find ways in which to hold the levy flat in the next few months. Williamson makes a motion to adopt Resolution 14-20. Sippel seconds. Williamson reminds that this is proposed. He wants to hold this until the final days in case there is a change. Hughes asked about contracts that will be coming up for renewal before next year. Tolsma said snow plowing is in place through this snow season. Landscaping expires at the end of this year and they are meeting soon to start negotiations. All votes ayes, motion carries. Williamson makes a motion to establish December 1st for the Truth and Taxation hearing. Sippel seconds. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES • iii� 0 f , �'rinjPark 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 V'ANVv CI SPRING PARK MN US rd a. Mayor and Council — Reinhardt said the city received the state's superfund designation and there are discussions being held about removing the TCE contaminants. She said everyone should have received a letter outlining the phasing approach. • b. City Administrator — nothing. c. City Engineer — nothing. • Sippel asked about an update for the start date of the drainage improvements. Pearson said the contract documents were received and they are under review by the city attorney. He said there will be a pre -con meeting set and they are anticipating starting at the end of this month. Sippel has looked at the trail area and it's much more apparent now that the area has been cleared. He wants to make sure the trenching is adequate and the flow of water goes to where it's meant to go. It's been agreed that the city will establish a berm and it will be channeled. The county has agreed to the restoration work. • Williamson asked if they are pursuing grant money because of phosphorous removal. Tolsma said it's going through the process. Williamson asked about Lift Station 5. Pearson said it's on schedule and no real surprises. He said the completion date is mid -October and the contractor doesn't anticipate problems with that date. d. City Attorney — Nothing. e. Utility Superintendent — Nothing. 12. UPCOMING MEETINGS & TRAINING a. September 16 — LMCC — 5:00 PM — No meeting in September but they will be meeting in October. b. September 22 — Work Session — 7:00 PM c. September 24 — LMCD — 7:00 PM — Hughes said the lake tour was canceled but it will be held this upcoming week. d. October 6 — City Council Meeting — 7:30 PM — Reinhardt said there's a possibility she will not be at the October 6th meeting so she is giving Sippel a heads up. 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Hughes makes a motion and Bren seconds to approve the claims. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Appreciation Dinner Date & Time — suggested date is Tuesday, October 14th. Reinhardt has a conflict and wonders if there could alternate dates suggested. She said October 23`d works. Reinhardt suggests asking planning commissioners if the 23rd works. b. Mound Fire Department Press Release — Williamson asked about a vehicle fire referenced in the report and he thinks it's a wrong address; he thinks they mean Commerce, not Shoreline. c. Mound Fire Department August Report - Williamson asked about a vehicle fire referenced in the report and he thinks it's a wrong address; he thinks they mean Commerce, not Shoreline. d. Heroin Town Hall Meeting Notice e. Met Council Inflow & Infiltration Workshop - Hughes said there was a big packet from the county about the boat launch project. Hughes said Brixius was given the direction to take thoughts to the contracted designer. Hughes said • there are matching funds through Save the Lake. Reinhardt asked if Brixius has indicated Cif of ll�rinJc ?Par 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 1MNW CI SPRING -PARK MN US when this will happen. Tolsma said this is probably going to be a next year project so it's not urgent. 16.ADJOURNMENT — Sippel makes a motion and Bren seconds to adjourn at 8:41 p.m. All • votes ayes, motion carries. V,- Wendy Lewin, City Clerk Dan Tolsma, Administrator E 9 Cziy of Sf)rinq ?park SPRING PARK On Lake Yinne CITY OF SPRING PARK WORK SESSION AGENDA SEPTEMBER 22, 2014 — 7:00 PM SPRING PARK CITY HALL DATA PRACTICES REFRESHER a. See attached staff memo from City Attorney Nancy Beck. 2. PLANNING COMMISSION PARK RECOMMENDATIONS a. See attached staff memo from City Planner Al Brixius. *Note: This has been on the backburner for a few months due to the number of issues that needed to be addressed throughout the summer. The planning commission toured the parks last May and noted a number of areas where they would like to see improvements and/or additions to the current park offerings. If the council feels strongly about allocating resources for some of their recommendations we could incorporate that into our discussion about the capital improvement plan during the budget finalization process this Oct. — Dec. 3. WINTER TRAIL USE a. See attached information from Three Rivers Park District. As noted in the letter the Park District has made some changes to their permitting process, most notably of which will allow the Council to determine the necessary level of approval that future permits will require (i.e. full council action at a regular council meeting, staff level action by the city administrator, administration committee level action, etc.). 4. APPRECIATION DINNER DATES 5. MISCELLANEOUS SPRING PARK On Lake W CITY OF SPRING PARK WORK SESSION MINUTES SEPTEMBER 22, 2014 — 7:00 PM SPRING PARK CITY HALL 1. DATA PRACTICES REFRESHER - a. See attached staff memo from City Attorney Nancy Beck. Beck said Tolsma asked her to prepare a refresher. Reinhardt said this came up because of the City of Minnetrista's issues. Beck said regarding open meeting law, whenever there is a quorum, (three or more) they are subject to open meeting law and the public needs to be informed. Three days notice needs to be given by posting a notice. Beck said there's been questions about others attending committee meetings. She tends to discourage this but it's not prohibited. She said if three council members participate, notice needs to be given and, if there is no participation, it's allowed. Beck said attendance at social functions is okay but city business cannot be discussed. Reinhardt references the appreciation dinner and Lewin said it's typically noticed. Beck said the closed meetings are a little more detailed. Employee performance are supposed to be closed but can be open if employee wants it. She said pending litigation is closed to prevent the opposing side gaining information. Beck said the purchase or sale of real estate can be closed due to future negotiation strategy. She said at the following meeting of a closed meeting, a brief summary should be stated. Williamson referred to previous closed meetings with another organization in which the meetings were recorded and once the subject was finalized, the • recording was destroyed. Beck said serial meetings get people in the most trouble. It happens when two council members talk among themselves and then they talk to others about the same subject. She said deliberations need to be held in a public forum, not deliberated beforehand. Reinhardt said she sometimes consults staff or one other person. She doesn't talk about that subject to any others after that. She said the same is true for e-mail and telephone conversations. She said city e-mails need to be written with the city's email address. Hughes said for the LMCD he forwards all emails to the director. Beck agrees that this practice is good and any e-mails should probably be forwarded to the administrator to coordinate a response. Beck said the same goes for camera breaks, city business should not be discussed. Sippel said when emailing among themselves, they should always copy the administrator. Sippel also thinks this is a better subject in January when there is a new council. 2. PLANNING COMMISSION PARK RECOMMENDATIONS a. See attached staff memo from City Planner Al Brixius. *Note: This has been on the backburner for a few months due to the number of issues that needed to be addressed throughout the summer. The planning commission toured the parks last May and noted a number of areas where they would like to see improvements and/or additions to the current park offerings. If the council feels strongly about allocating resources for some of their recommendations we could incorporate that into our discussion about the capital improvement plan during the budget finalization process this Oct. — Dec. Reinhardt refers to the memo and said there are some ideas for suggested park improvements. She said if there is allocation of dollars, that can be done. Hughes said there 4349 WARRFN AVFNUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 is a park budget that gets used for something else. He does think the commission has spent the time with this list and some action should be taken. • Handicap parking — Williamson said there is one and he wonders if there should be two. Bren wonders if it's based upon the number of parking spots available. • Reinhardt thinks one might work because it depends upon which part of the park to be used. Sippel thinks it's not a church, it's not a hospital and it's not a pharmacy and there have been no complaints. It's agreed one for minimum regulation. • A paved trail to the basketball court. Williamson said this is the one area that access cannot be gained by handicapped because it's grass. The general thought is to pave a trail. • Perimeter trail segment is not a priority because there are a lot of things going on already. • Trail segment along Sunset Drive to connect the bike trail. Reinhardt said this is probably the most expensive and could be controversial. Sippel said it's County right-of-way and it's been talked about for years. Reinhardt said it's never really been pursued. Williamson said this is basically from the park to the trail. Reinhardt thinks this is a good idea but it's not an easy concept. Williamson thinks this should have the administrator and Goman stay in touch with the County to make sure we're kept in the planning loop. Sippel said he would give it back to the commission to come up with a workable plan. • Replace landscape timbers — Hughes said this should be the new composite wood. Williamson said some of the segments have eroded away. • Investigate construction of a picnic pavilion. Reinhardt doesn't think there is enough room. Bren thinks it's more important to fix the things that need to be fixed. Sippel said the drainage needs to be fixed first. Sippel would be in favor • of a full basketball court first. • They all agree that park benches would be nice, especially by the BB court. Bren thinks nice picnic tables should be bought instead of the old wood tables. • Swings. Williamson said the infant seat is in good shape but the vinyl covering is cracked. Hughes said get it fixed. • Improve landscapinq and groundcover. Reinhardt said she thinks this means improve the grass. They are not sure what is meant by the dead trees. • Install aq lime next to the duqouts. Hughes said this has been discussed. Bren wonders about putting down asphalt. Sippel said any where the grass is worn, put in ag lime. Reinhardt said it should be done now; it doesn't need to be ordered. Williamson asked about the drinking fountain and said it doesn't work. Lewin said it was replaced due to the snow plow hitting it and she thought it maybe never was turned on. • Fix trash containers or new ones. The domes are rusted and the wood enclosure is falling off. Williamson said they need to be replaced. Wilkes Park Code enforcement — there has been some progress but that was a couple years ago. Turf restoration, level the park surface, fix edges on merry-go-round, recondition the picnic tables. Williamson said this applies to both parks. Hughes said this was looked at before and he thought the merry-go-round was no longer allowed. Williamson said Berkley Risk is the agent for the insurance trust. He said it was evaluated but it's now • been concluded it doesn't rise to the level of being a risk. Hughes doesn't think there are safety features. Hughes said he wonders about community gardens. Sippel said he thinks that's a better use. He said with the apartment buildings there would be a 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 need for this. He thinks Wilke's is a waste of space, it's difficult to get to, and nobody knows about it. Williamson wonders what is the better investment. Hughes thinks community gardens should be investigated. Reinhardt said a survey of the park could be done. Reinhardt said this could be put on the website and residents directed there through the newsletter or utility bill. Hughes mentions the weeds growing along Interlachen Rd. 3. WINTER TRAIL USE a. See attached information from Three Rivers Park District. As noted in the letter the Park District has made some changes to their permitting process, most notably of which will allow the Council to determine the necessary level of approval that future permits will require (i.e. full council action at a regular council meeting, staff level action by the city administrator, administration committee level action, etc.). — Reinhardt this once again puts the risk and additional obligations on the city. Hughes said the residents will use it anyway. Reinhardt said she thinks there will be enough pressure over time that Three Rivers will have to respond. Sippel would be okay with Goman plowing the trail but signs saying it's their own use. He said it shouldn't be all or nothing. Williamson thinks it's almost an all or nothing because they want to offload every and anything that happens. Williamson thinks a combination of cities should put the pressure on to maintain this year round. 4. APPRECIATION DINNER DATES 5. MISCELLANEOUS — Hughes said there's an issue with the lake and trash accumulation. He has some photos. 0journed 8:45 p.m 9 SPRING PARK On Lake Minnetonka CITY OF SPRING PARK CITY COUNCIL AGENDA OCTOBER 6, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From September 15, 2014 b. City Council Work Session Minutes From September 22, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator a. Winter Trail Use is a. City Engineer a. West Arm Central Feasibility Report d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. October 8 — Administration Committee — 1:00 PM b. October 8 — Planning Commission — 7:00 PM c. October 8 — LMCD — 7:00 PM d. October 20 — City Council Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll b. Lift Station #5 Partial Pay Request 15. MISCELLANEOUS (Information Only) a. WeCAN Empty Bowls Event 16.ADJOURNMENT 0 CITY OF SPRING PARK CITY COUNCIL MINUTES OCTOBER 6, 2014 — 7:30 PM SPRING PARK CITY HALL On Lake 9I4innetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Williamson has a correction to the work session minutes regarding swings in the park. Williamson said to insert cable coverings should be replaced. Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From September 15, 2014 b. City Council Work Session Minutes From September 22, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. is 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS — None. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — Reinhardt said this past weekend was the Twin Cities Marathon. She said there were five from Spring Park that competed: Anthony Krull, Patricia Sorenson, Jason Burley, Rebeccah Hanna and John Vogt. She said there is a local resident from Mound, Seth Brickley, who ran in the ten mile race and finished seventh overall. Reinhardt said there is an invitation to the council to Orono's 125th anniversary. Reinhardt said this last weekend was Lord Fletcher's Oktoberfest and she did receive a complaint call. The music was turned down once the police responded. Williamson said there was a meeting of the LMCC executive committee. He said there was a revision of the 2015 budget, which was approved. He said reserves were being drawn down for capital investment costs and some members are uncomfortable with this. They are looking for savings and they've discussed relieving the administrator and the assistant administrator and field out their duties. However, no vote was taken as the authority wasn't present. The meeting is October 9th and a vote will be taken at that time. Williamson is not in favor of this and feels more deliberation is necessary. Hughes agrees with the deliberative process. Hughes wonders about drawing down the reserves for high definition. Williamson said they are in the beginning stages to adapt. He said the reserves are up over $300K and there was a planned drawn down of around $50K. He said there might be alternatives to the draw down and it's not an emergency. Reinhardt would encourage Williamson to discuss this further. 1� 0 f ll IriYjGj (Park 4349 WEST ARM ROADREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471 9160 WVVW CI SPRING -PARK MN US 2 • Bren attended the storm water session put on by the University of MN. She said it was informative and helps her understand what is going on with Spring Park. She said she would like to encourage Spring Park residents affected by the recent construction to be patient. She • saw some amazing changes made at Nine Mile Creek where water was redirected and plantings and landscaping installed making a beautiful setting. Bren talked about a certification program to learn about taking care of streets regarding chemicals for snow removal from parking lots and sidewalks. She said the information will be available at City Hall for anyone who is interested. Bren also attended the ribbon cutting ceremony for the new 9-1-1 Hennepin County Dispatch Center in Plymouth. b. City Administrator a. Winter Trail Use — Reinhardt said this discussion is held every year. She said each individual community decides if they want to maintain their portion of the trail. She said Spring Park is not willing to take on this liability. Hughes moves to reject the offer and not apply for a permit. Williamson seconds. Hughes references the letter stating it won't require city council action so he wonders who would decide then. Williamson said the city doesn't oppose winter use of the trail but the shifting of the obligation to the city during the winter is not the way to deal with this. Reinhardt said there have been previous requests from residents to maintain the trail. All votes ayes, motion carries. c. City Engineer a. West Arm Central East Feasibility Report — Pearson said a report dated September 29th was prepared as a draft. He said after review, there might be some changes. Pearson said this is not a public hearing. He said he will use a map to illustrate the discussion. Pearson said West Arm Rd East is about 850 feet in length. He said the existing roadway is 16 feet in width and with the curb it's around 17 feet until the • east end where it tapers to about 12 feet. Pearson said there is a catch basin that collects water and drains to the lake. He said televising of the sewer main was done and a lining was recommended instead of actual replacement. Pearson said a sewer service repair is needed in the area of 4308 West Arm Rd East. He said the water main was installed in 1963 and a water main break showed deterioration during the repaior. Williamson asked how many houses for storm sewer drain to the east and west. Pearson said about 2.5-3 houses drain to the east. He said what's being discussed is widening of the roadway and drainage and no storm sewer improvements being contemplated for the easterly storm sewer system. Pearson said the proposed improvements are a 21 foot back-to-back of the curb section. He said the easterly position would be centered on the existing bituminous roadway. Pearson said some lot corners were found as a result of some surveys previously performed. He said their proposal is the street not encroach on the adjoining properties. He said on the south side it will extend beyond the existing pavement line and it could be 4-5 feet. He said HCRRA has been very good to work with. Regarding a turnaround at the end of West Arm Rd East they are proposing a 20x2O' area for this purpose. There would be a retaining wall on the south side to provide a five foot boulevard area that is relatively flat. This would allow for snow storage and an area for vehicles backing out of driveways. A storm scepter structure is being proposed for storm water runoff before it goes to the lake. Its structure is similar to what was previously constructed at Thor Thompson Park. Power poles are not proposed to be moved other than an existing pole on the south side of the road which will be moved further to the south. 0 C1� o f s��inIc ?�ark 4349 WEST ARM ROADREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471 9160 1lANVV CI SPRING -PARK MN US 3 Pearson said the report talks about the city's assessment policy. Pearson said the total estimated costs of the project for the improvements discussed including the storm sewer extension, are $746,000. It includes costs for professional services, administrative services and ten percent contingency. The city's share would be $598,250 and benefiting property share $147,750. Pearson said these estimates do not include easements costs for the storm sewer extension and the turnaround. He said the city will need to determine a method to assess to the benefiting properties. One proposal is to take the length of the frontage and compare to the total front footage of the property. He said Fletcher's Apartments comes to about 36.4% of the costs and the residents would pay the remainder of 63.6% of the costs between eleven residential units. On a lot unit basis the residential parcels would be assessed an equal amount. The estimated assessment for Fletchers Apartments is $53,781 and the residential units would be $8,543 per unit. Pearson said the date of the public hearing could be on November 10th. Dependent on the results of the hearings the council could order plans and specs. Advertisement of the bids would occur on November 151h. Bids could be opened on December 11th and review of bids on the 15th. Tolsma said the November 10th meeting fits into the canvassing of the November 4th election. The end result of the timeline would be the same with a review of the West Arm Road bids potentially on December 15th. Pearson said construction would start in May with estimated completion in August with the exception of the wear course which would be placed in 2016. Hughes asked about the retaining wall and what is the height and what is the construction material. Pearson said a fence is recommended if the height exceeds 30 inches. Because it's located along the trail, a fence would be advisable. Pearson said a large block, "Big Block" 18"x18"x3-4 feet in length is suggested. He said they don't require tiebacks thereby saving vegetation. Sippel said the street reconstruction is more than West Arm Central and he iswonders what percentage is related to the retaining wall. Pearson said the retaining wall is estimated to be $181 K. Sippel said he believes storm sewer improvements are not assessed to the residents. Reinhardt said it's a flexibility in the assessment policy. Sippel said the $118K sewer extension to the lake, he doesn't view that as a benefit. He said he would not look to assess the residents for stormwater. Sippel asks about wetland credits and he wonders if there is something received for the new part south of the trail. Pearson said there is no value as a wetland, it's intended to be a dry basin. Reinhardt agrees with the stormsewer assessment not going to the property owners so it drops the price. Also the retaining wall is an expense. Hughes wonders about the average elevation and wonders about how far above lake level. Hughes also wonders about the new watermain. Pearson said there would be 7.5 feet of cover over the watermain and insulation to protect from freezing at the sewer crossing. Pearson said they have adequate information regarding soil conditions where the watermain will be. Williamson said soil corrections were made in the mid to late 1990's when the road was resurfaced. He said he doesn't know how extensively this was done. Williamson asked about looping water systems. Pearson said it is a looped system now extending to the west and to the east through the townhomes. Williamson wants to know more about the storm scepter and why does the wetland need to be filled. Pearson said with the storm scepter system, because the storm water discharges into a ditch, there is some treatment that takes place. He said sediments are removed and water is purified somewhat in the ditch. He said this request for the storm sewer extension came from a copy of the letter and request from the neighborhood. He said there was a request from Fletchers Apartments and the adjoining property owner to get rid of the ditch. Williamson wonders how much wetland credits cost. i� o f ll�rinJc Vark 4349 WEST ARM ROADREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471 9160 VVWVV CI SPRING -PARK MN US 4 Pearson said 5400 square feet of wetland credits would be required to be purchased based on a two to one ratio. For each square foot of wetland filled, two square feet needs to be mitigated. He said the purchase of those credits is about $1.25/square foot therefore wetland • mitigation and purchasing the credits is about 10K, which includes professional services. Williamson asked about easement costs. Pearson said for this draft the report it was intentionally left blank because of negotiation with the property owners. Williamson wonders about easements with HCRRA. Pearson said because they would be following along the existing watermain, HCRRA prefers this installation by permit. Tolsma said there is a small cost of $750 but they might try and include it under a previous permit. Hughes asked about the east end of the road and he wonders about the easement from the resident. Pearson refers to the top of page three of the draft report. There would be one easement at the eastern end of the road for the 20x20 foot vehicle turnaround area. Sippel asked about the slip lining and the expected service life. He would like to see it spelled out as an option of replacing this versus slip lining it. Sippel would like to see an easement along the swale in order to maintain it. He said it isn't functioning as a wetland because of the trees growing in it. Change Tape at 9:12 p.m. Catherine Palen 4352 West Arm Rd. Palen said she finds it difficult to think of the swale as a wetland. She said it's become a dumping grounds. Palen said Lord Fletchers Apartments considers the swale their property and, if it's filled in, Fletchers would use it as parking. Palen said West Arm Bay is of poor quality anyway and she wants to see it made better. Palen said • there is one fire hydrant and she thinks that will have to be moved. She wonders who built the wall around the hydrant. Palen said the slope of the hill weeps water after a rainfall. Palen said there are wires and cables and wonders about placing them underground. She said regarding the assessing of the real estate equally, she said some lots are exceptionally larger so she thinks some consideration should be given for foot frontage. Palen recommends soil testing under the street because water shutoff piping raises in the spring and then settles back down. Reinhardt said when talking about covering the swale next to LF Apts and the concern about parking of vehicles, she wonders if that is actually LF's property line. Pearson said they would have to determine the line in the final design. He said when filling in the ditch, the pipe would be strong enough for parking to take place over the top of it with a minimum of one foot of cover over the pipe. Reinhardt asked about zoning ordinances and parking setbacks and Tolsma said this could be a hardcover issue. Reinhardt asked about the fire hydrant and retaining wall. Pearson said the hydrant would be moved. Reinhardt asked about the retaining wall and sharing the costs between the city and the residents. Pearson said if seepage occurs from the side slope of the hill after rain, a granular material would be backfilled behind the retaining wall with periodic weep holes for the seepage to drain through the wall section. Reinhardt asked about burying powerlines and she thinks she remembers the unit assessment cost was double. Reinhardt asked about the assessment options regarding linear foot rule versus per unit. Pearson said he views road usage as a benefit gained by all residents whether the foot frontage is longer or not, they receive equal benefit. He said if the council deems front footage is a way of assessing it can be Chan ed Reinhardt asked about • g C1� 0 f 1,1 J fn jG (park WEST I ARM ROADREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471 9160 WWI^J CI SPRING -PARK MN US soil borings and heaving of pipes at certain times of the year. Pearson said he will review this with Goman. He said frost susceptible soil correction can be expensive. Hughes said the cost of soil borings is a minor part of the cost to the entire project and if it can give accurate information, it is money well spent. Reinhardt said she would look for a motion to schedule the public hearing. Sippel said going back to previous comments he has made, and the potential for combining this project for West Arm Central, he wonders if the project should be recast as one big project. Pearson said with economy of scale, as far as combining and rebidding, there would be cost advantages, for example for mobilization. He said the cost analysis, because of the retaining wall, the configuration of the lots; if the two were combined they would be bid as two separate sections for assessment purposes. Reinhardt said when looking at the timeline, if there is a public hearing and ordering plans and specs, one of the specs could be a bid alternative of West Arm Central fitting in the timeline. Williamson said there was a petition received from the neighborhood with ten or eleven names. He said it just requires a majority vote. He thinks this needs to be sorted out. He thinks the public hearing could be scheduled and Beck said that is correct. She said the public hearing could be held for the east side and then request separate bidding for east and central. Sippel said when ordering plans and specs, he wonders if they should have them at the public hearing. Pearson said if the public hearing is held on November 10th and the council orders plans and specs it gives a full two weeks to complete the plans and specs. Hughes makes a motion to set the public hearing for November 10tn for West Arm East project. Sippel seconds. Sippel suggests to remove the proposed improvements for storm water in terms of the assessment so that it is clearly what we're talking about with the residents. Hughes agrees with that. Reinhardt restates there is a motion and a second to set the public hearing date for November 10th and also modify the Ift feasibility report to take out the storm water management and instead add it to the city's share. Tolsma asked about including the wetland mitigation credits and the smaller storm water replacement for $25K. He wonders if it's all of it, 100% City. Sippel answers yes. Williamson asks a technical question. He said if the motion is adopted, he wonders if the exception regarding any and all storm sewer related items yet can be modified or does it lock in. Sippel said it's not locked in until the assessment hearing. Williamson said he's concerned that LF Apartments will gain useful land and he is not in favor of that. He doesn't believe in making a gift to one entity. Hughes asks about an environmental assessment and Reinhardt doesn't know if they're talking about that much disturbance. Pearson said he could check with their wetland specialists. All votes ayes on roll call vote, motion carries. Reinhardt wants to know if a personal letter will be sent to affected property owners and Tolsma confirms. Hughes makes a motion to authorize soil borings. Williamson seconds. All votes ayes, motion carries. Williamson said if Goman has the records, borings won't be needed. d. City Attorney — nothing. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING a. October 8 — Administration Committee — 1:00 PM b. October 8 — Planning Commission — 7:00 PM c. October 8 — LMCD — 7:00 PM d. October 20 — City Council Meeting — 7:30 PM e. October 9 — LMCC Ci� of �` rinJc ?park 4349 WEST ARM ROADREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471 9160 W1NW CI SPRING -PARK MN US f. November 10 — 1" Council meeting moved due to elections. 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Williamson makes a motion and Hughes seconds to pay the claims. All votes ayes, motion carries. b. Lift Station #5 Partial Pay Request — Pearson said there was a letter along with a pay request executed with Widmer and the amount is $180,032.79 which includes a retainage of 5% allowed by the contract until the work is completed. Pearson said this is a partial pay request. He said all work will be completed this year and there will be another pay request coming. Pearson said there isn't any additional work anticipated at this time. All work is above ground. He said Goman is working on the landscaping part of this which is not included. Tolsma said Lord Fletchers Apartments have been requesting certain landscaping. Williamson moves the approve the pay request of $180,032.79. Bren seconds. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. WeCAN Empty Bowls Event 16.ADJOURNMENT — Sippel makes a motion and Hughes seconds to adjourn the meeting at 9.56 p.m. All votes ayes, motion carries. Dan Tolsma, Administrator is Wendy Lewin, City Clerk *Ci� 0 f �If 1YlGj 'Par , - ✓ AN/FNII I7 qnDINr— PARK MINNF-,0TA. FAX (qr,-)) .171 SPRING PARK On Lake 914inneton a CITY OF SPRING PARK CITY COUNCIL AGENDA OCTOBER 20, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From October 6, 2014 b. Administration Committee Minutes From October 8, 2014 c. Unapproved Planning Commission Minutes From October 8, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-21: Reimbursement Resolution for Lift Station #5 b. Resolution 14-22: Reimbursement Resolution for West Arm Road Drainage Project 11. REPORTS OF OFFICERS & COMMITTEES • a. Mayor and Council b. City Administrator a. LMCC Joint Powers Agreement b. Letter of Support for MCWD Cost Share Application c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. October 21 — LMCC — 5:00 PM b. October 22 — LMCD — 7:00 PM c. October 27 — City Council Work Session — 7:00 PM d. November 4 — General Election — 7:00 AM to 8:00 PM e. November 10 —City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. September Fire Department Report 16.ADJOURNMENT • ("ifu of Nf) Knn 1��qr� CITY OF SPRING PARK CITY COUNCIL MINUTES OCTOBER 20, 2014 — 7.30 PM SPRING PARK SPRING PARK CITY HALL On .cake �Winnetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Bren makes a motion and Sippel seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From October 6, 2014 b. Administration Committee Minutes From October 8, 2014 c. Unapproved Planning Commission Minutes From October 8, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS. REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS a. Resolution 14-21: Reimbursement Resolution for Lift Station #5 — eeinhardt said both resolutions are required if the council chooses to bond for these projects. Tolsma said the city passed similar resolutions for the street light project. It allows the city to reimburse themselves for monies paid out. He said there is a three year window in which to decide to bond or not. Williamson moves to adopt 14-21. Hughes seconds. Sippel asked whether it's premature to look at scenarios until there is a decision on the West Arm Central project. Williamson agrees that no final decision should be made but it gives an opportunity to educate the sitting council on what is involved. He said they're looking at 1.25-1.4 million and it should start somewhere. Reinhardt said it will be a good opportunity to get familiar with this again. Sippel is concerned with spending consultant dollars and then have to spend it again with the new council. All votes ayes, motion carries. b. Resolution 14-22: Reimbursement Resolution for West Arm Road Drainage Project — Reinhardt said this is the same. Williamson makes a motion and Sippel seconds. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt said she asks the council to think about bringing back the social host ordinance. She said there is draft language out there from before and she would like to bring this back up. She is interested in the activity that happens in our community and neighboring communities and she would like Spring Park to be a leader in stating it is not acceptable. She said she is looking to prevent the behavior. She has asked Tolsma to put it on the study session agenda. Williamson asked if Orono has the social host ordinance and Reinhardt said they don't, yet. Williamson thinks since Orono Police services this area, he wonders if this • shouldn't be looked at in tandem with the communities Orono Police serves. Williamson thinks Ci% of r nJc (Park 4349 WARREN AVENUE SPRING PARK. MINNESOTA 55384-9711 (952) 471-9051 FAX (9521 471-9160 lv%'^ VCi SPRING -PARK MN US some history of the communities who have adopted this ordinance and track how it's gone and what have been some outcomes. • Hughes said he would like to have on the work session decibel levels and sound volume. • Sippel said with the Admin Committee minutes, he wonders about the water quality. Reinhardt said Dan's Dispatch had a synopsis of the meeting with solution options removing the TCE's from the drinking water. Sippel said he doesn't want to hold up the treatment of TCE's, but if they're looking at an upgrade to the water plant, he wonders about doing other things with water treatment while they're at it. Williamson said it might be good to have Goman at the study session. Tolsma said there will be down time while the treatment plant is being converted so there are improvements that can be made to the existing functionality of the water plant. b. City Administrator a. LMCC Joint Powers Agreement — Reinhardt said this was included in the packet. She wonders if there was a redline copy showing changes. Tolsma said he hasn't received one and Sippel said that's because it was a complete rewrite. Sippel said what other cities were looking for is not requiring 100% approval so now it's two thirds. The other was representation on the board and now it can be a council member or an appointee, one being a resident. He said another is voting, and if both directors aren't present, one director can vote. Williamson said the additional points are there was a suggestion to appoint city administrators but many don't live in the city they work for. They have combined some positions on the board and the executive committee could be eliminated or reduced from seven to three members. He suggests the council should adopt this. Williamson makes the motion and Hughes seconds. All votes ayes, motion carries. b. Letter of Support for MCWD Cost Share Application — Reinhardt said this is for the West Arm Road drainage project. Tolsma said an application has been submitted for cost share. He said it should go to advisory tomorrow and the board on Wednesday. He said the contract has been on hold. The Watershed won't grant support for projects already started. He said the letter of support might be a moot point as there is now the question of this going to a public hearing and that wouldn't happen until November 13tn therefore, there is a concern now about weather. He said a determination on the wetland wasn't made until two weeks ago and they wouldn't even allow an application until the determination was made. Reinhardt said this is frustrating because this has been on the radar since June. Tolsma is looking for a motion. Sippel moves to approve the letter of support for MCWD cost share application and Bren seconds. All votes ayes, motion carries. c. City Engineer — nothing. d. City Attorney — nothing. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING a. October 21 — LMCC — 5:00 PM b. October 22 — LMCD — 7.00 PM c. October 27 — City Council Work Session — 7:00 PM d. November 4 — General Election — 7:00 AM to 8:00 PM e. November 10 —City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS — Hughes wondered about an update on the leasing of the public works space from Norling. Tolsma said this has been discussed with Norling and Norling is fine with going through next year but he will be looking for a longer -term lease and discussion about changes to the facility. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel makes a motion to pay the bills and Hughes seconds. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) C � 0 f -,�Y' nq Park 4349 WARREN AVENUE SPRING PARK. MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 *VvVd CI SPRING -PARK MN US a. September Fire Department Report — b. Williamson said the LMCC met October 9t" in a special meeting and voted to terminate the two top positions of the LMCC staff effective October 31st. He said those duties will be parceled out to remaining staff. Williamson said the building needs repair and there is a budget to replace the stucco. Lewin said this permit has been reviewed and there was some tweaking done on the siding materials. She said the permit is very close to being issued at this point. Williamson said regarding planning commission minutes there has been the subject of business licensing discussed. He said about ten years ago there was an attempt to establish a business directory and it didn't happen. Williamson said he agrees with the PC that there is a concern to get serious about knowing what takes place in our city MADJOURNMENT — Hughes makes a motion and Reinhardt seconds to adjourn the meeting at 8:13 p.m. All votes ayes, motion carries. a Wendy Lewin, City Clerk Dan Tolsma, Administrator 9 9 Ci(74 o{S"fqr Var E, SPRING PARK On Lake Minnetonka CITY OF SPRING PARK WORK SESSION AGENDA OCTOBER 27, 2014 — 7:00 PM SPRING PARK CITY HALL 1. BONDING DISCUSSION a. Bruce Kimmel from Ehlers, Inc. will be at the meeting to discuss options for financing the project that the City has recently undertaken. 2. SOCIAL HOST ORDINANCE DISCUSSION a. See attached staff memo from City Attorney Nancy Beck from 2011 with examples from Minnetonka and St. Paul. Also included is a draft version of a social host ordinance developed by Orono and distributed to contract cities in 2013. 3. WEST ARM EAST DESIGN UPDATE a. Paul Pearson will give a brief update on some new developments regarding the design work for the West Arm East project. 4. SOUND LEVELS DISCUSSION • 5. TREE LIGHTING DATE & TIME DISCUSSION 6. MISCELLANEOUS 7. INFORMATIONAL ITEMS a. West Metro Drug Task Force News Release b. AECOM Water Treatment Feasibility Study — Final Version • SPRING PARK On Lake Ali CITY OF SPRING PARK WORK SESSION MINUTES OCTOBER 27, 2014 — 7:00 PM SPRING PARK CITY HALL BONDING DISCUSSION a. Bruce Kimmel from Ehlers, Inc. will be at the meeting to discuss options for financing the project that the City has recently undertaken. Reinhardt said there are a combination of projects and they are thinking about a bond offering. Kimmel said he ran a hypothetical scenario in looking at today's market and bundling things together. Kimmel said interest rates are still at historical lows. He said bonds can be issued for future projects and projects already complete. He said the reimbursement resolution has been done. Kimmel passed out a scenarios sheet. He said some costs are fixed so bundling makes some sense. Kimmel said they keep waiting for interest rates to increase but that hasn't happened. He said rates have come up slightly but they haven't gone up much. He said with purpose -by -purpose, statutory authority has to be determined. Kimmel said right now the market likes shorter term debt. Reinhardt asked who the authority would be for stormwater Williamson said the budget has a • line item for stormwater but they don't assess for this. He said that money has come from other sources. Kimmel said it can be washed by paying from public revolving funds. Sippel wonders about bonding for future projects and Kimmel said there would have to be a plan being thought about. He said they recommend to bond when the money is needed but since SP doesn't bond very often, it makes sense to bundle projects. Reinhardt asked even though projects aren't approved yet, can they can still bond. Hughes wonders about timeframes. Kimmel said they work out the wants and needs and then there is a presale meeting. The term of the financing is discussed and the city gives permission for Ehlers to begin the bidding. He said the sale of the bond is about a month later and the bonds is awarded. He said then it's about 3-4 weeks before the proceeds are received. Kimmel said it's about two month process. Hughes wonder about the difference between two small bonds versus one large one. Kimmel said there will be more interest in a bigger issue. He said there wouldn't be any problem getting a smaller bond later. He said the rate agency should be notified about the possibility of near future bonding. Reinhardt wonders when the first payment cycle begins. Kimmel said the market wants an interest payment fairly soon. Williamson is interested in bonding. Hughes is interested in bonding and possibly enough to cover a future road project. Sippel wants to wait a month until the road project becomes less cloudy. He doesn't want to issue now and then go again in the near future. Bren said she's in favor of the bonding but she's not sure about whether to go now or wait. Reinhardt said she's leery of bonding for a project that hasn't been born yet. She said the road project will be 4349 WARREN AVE:NUF, SPRING PARK. MINNFSOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 2 coming up soon enough wherein if they wait a month or two, it won't make that much difference. . It's decided that it should be told the city is interested in bonding but doesn't know exactly when and how much. Reinhardt feels rushed and that it hasn't come up in a public meeting and she's concerned about that. Hughes thinks it would be helpful if Kimmel came back and explained bonding while on camera. He wonders if Kimmel could come back on November 17th 2. SOCIAL HOST ORDINANCE DISCUSSION a. See attached staff memo from City Attorney Nancy Beck from 2011 with examples from Minnetonka and St. Paul. Also included is a draft version of a social host ordinance developed by Orono and distributed to contract cities in 2013. Reinhardt said this was discussed back in 2011. She said there are a couple of sample ordinances included for review. Beck said there was a work session in 2013 wherein this was discussed again. She said they have gotten as far as drafting language but were wanting Orono PD to take the lead on this. Beck said she consulted the list serve to ask about cities with experience with social host. She said the best comment was the benefit that it gives law enforcement a tool with the procurement statute (buying for underage drinkers). She said it provides a city with an educational tool, it is discussed on camera, it can be included in the newsletter and its importance is stressed. Hughes wonders about drinking on the lake when alcohol has been provided by an adult. Sippel said he is fine with the intent but he's cautious. Sippel said on the Orono proposed ordinance, second to the last under #3, definition of gathering — he would like to put the word "unrelated" after the words "... three or more... ". •Reinhardt said the chief of police is for this but wants consistency among the cities. She wonders if this can be held at a meeting and the chief can come to a public meeting and explain. Beck can make some tweaks and then route it to the police chief for his thoughts and then perhaps he can present it at a public meeting. Beck said the local paper might want to be involved. 3. WEST ARM EAST DESIGN UPDATE a. Paul Pearson will give a brief update on some new developments regarding the design work for the West Arm East project. Pearson said these are loose end items. Some have been previously talked about. He would like to discuss in more detail the drainage swale from the road to the lake and finally the retaining wall. Pearson said one of the questions raised were water main breaks in the low area. Pearson talked to Goman and in 1990 there was a service line break going into LF Apartments. West of the fire hydrant there was a water main break in 2003. Regarding deterioration of main and water main breaks in the area there was a break as the lift station was being built and deterioration of the pipes in which the sample has been previously passed around. Pearson soil borings were directed to be performed. He said loops were discussed and it is looped in its entirety. Slip lining or cured -in -place pipe is a flexible material, felt, that is placed through the pipe and a resin is placed around the felt. This is relatively new (50 years) and it could last as long as 100 years. Pearson said Goman has ordered televising of the service lines. Pearson said water service shutoffs were mentioned and how they are handled so they don't pop up every spring and they have to be pushed back down. Goman said there is a device for those that are fluctuating up and • down with enough room for the movement. 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 Pearson said for the feasibility report, previous correspondence from Lord Fletcher's and neighbors wanted the ditch covered which came from questions from the residents. Extending the pipe was discussed. Reinhardt wonders if the LF property manager just was expressing an • opinion about having the ditch covered. Sippel said as long as the easement is given, leave the ditch. Pearson said they had looked at three different options. He said he has information from the survey crew with elevations and shows the corridor going to the lake. He said the first alternative was 24 inch round pipe. The cover over the pipe is minimal so there is no room to install catch basins so a swale would be required. It's not much different than what's there now. Pearson said another option is stubbing out a pipe from the street and clean the swale and leave the trees in place. He said there's still standing water as the end of the pipe would be underwater and staff said this is the least favorite alternative. Pearson said another option is using an arch pipe made from concrete so the rise is less. He said it's equivalent of a 24 inch pipe but it's only 18 inches high. Pearson said it's important for drainage to get drainage away from the property owner because it's lower. The ground would be sloped and the drainage could go from the properties at a two percent slope (2 feet in 100 feet) and the corridor could be mowed and maintained. Tolsma said it's similar to what was installed at Thor Thompson Park. Water would be able to overflow so there wouldn't be any flooding. He said this is the least amount of maintenance. Pearson said the Watershed has to review the wetland once a project is submitted and if they agree it's incidental, it will have to be mitigated. Hughes wonders whose responsibility and expense is it. Pearson said if it's an easement, the city would. He said there would be very little cleaning and there would have to be an access agreement. Pearson said there is another alternative and that is to grade a swale and all the trees would be removed because their roots would have been cut. With the swale it will be flat, a half of percent slope from the water and the discharge of the pipe. He said it's six inches in 100 feet. They would put down an erosion blanket and plant seed mix conducive to growing in wetlands. Maintenance would be continuous and it might have to be cleaned out periodically. Pearson said the least costly is to grade the swale. He said if the property owner wants the swale, build the swale. Sippel said if there is a planting that allows water to flow but catch the debris, it will look better. Reinhardt wonders if it would help to meet with Fred Puzak of LF Apartments before the November 10 meeting. She said there might be something else he'd rather see done. Sippel thinks getting the easement should be the goal. Beck said an easement is the best way to go because it runs with the land but, there's been a movement to go to access agreements or use agreements which is a lesser right. She recommends to request an easement. It's agreed that a meeting should be held between Puzak, the city administrator and Engineer Pearson. Pearson said the retaining wall is shown on the drawing and when looking at proposed grades, the height varies from 6.5 feet on the east. He said it allows a five foot boulevard. Pearson said if the retaining wall wasn't built and the boulevard was continued, it is wondered if they could have a steepened slope with some type of rock placed on the slope. He said it would be steep, 45 degree angle at the highest, and a curb would be behind it. He said a fabric would be put down and subcut six to twelve inches and put crushed rock with larger rocks. He said it would essentially be rip rap material. The cost would be about $12,000. Hughes wonders about rocks slipping down. Sippel said it's similar to what is in place on Northern Avenue across from the LMCC building. Pearson also suggests Norling be consulted about landscaping. Sippel thinks • both options should be presented along with examples or photos. 4349 WARREN AVENOF, SPRIN I PARK, MINNFSOTA 55384 9711 (952) 471-9051 FAX (952) 471-9160 4 4. SOUND LEVELS DISCUSSION —Hughes said there are decibel measurement requirements for Lord Fletchers restaurant and there is new technology for speakers coming where the sound volume is 30-40% greater but the decibel reading is lower. He said they're expensive but these speakers emphasize the entire range versus the highs and the lows. 5. TREE LIGHTING DATE & TIME DISCUSSION — Tolsma said the last two years it's been before the November work session on a Monday. Sippel thinks it should be without fanfare but Williamson thinks there should be cookies and hot chocolate. 6. MISCELLANEOUS — • Reinhardt said November's meetings are the 10th the 17th and the 24th. It's three meetings in a row. • Hughes said with latest technology there are new LED fluorescent lights that convert present fluorescent lighting. 7. INFORMATIONAL ITEMS a. West Metro Drug Task Force News Release b. AECOM Water Treatment Feasibility Study — Final Version — Reinhardt recommends this be looked at in depth. c. Pearson said there is a field trip to Edina's water treatment plant and it's been suggested to look at this on Friday at 10 a.m. d. Sippel said a topic for future discussion, prompted by West Arm East, he thinks the assessment policy should be reviewed for retaining walls. He thinks as more and more road projects are done, the city needs to be in front of this. 8. Adjourned meeting at 9.52 pm. Wendy Lewin, City Clerk Dan Tolsma, Administrator 9 CITY OF SPRING PARK CITY COUNCIL AGENDA NOVEMBER 10, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake .Minnetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From October 20, 2014 b. City Council Work Session Minutes From October 27, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-23: Canvass Election Results 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator • c. City Engineer a. West Arm East Public Hearing d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. November 12 — Administration Committee — 1:00 PM b. November 12 — LMCD — 7:00 PM c. November 12 — Planning Commission — 7:00 PM d. November 12 — LMCD Quiet Water Public Hearing — 7:00 PM e. November 17 — Regular City Council — 7:30 PM f. November 18 — LMCC — 5:00 PM g. November 24 — City Council Work Session — 7:00 PM (Tree Lighting @ 6:30 PM) 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Mound Fire Department Press Release b. Westonka Community & Commerce Tree Lighting Event c. Hennepin County Assessor's Report 16.ADJOURNMENT • O fm of S'hKno Va4 Corrected SPRING PARK On .cake Ali CITY OF SPRING PARK CITY COUNCIL MINUTES NOVEMBER 10, 2014 — 7:30 PM SPRING PARK CITY HALL Attendance — Jerry and Catherine Palen, Richard and Kay McCollum, Tim Luehmann, Marilyn Ronnkvist and John Samuelson, Laura and Tom Geib, Catherine and Joel Shoop, Jereld Sicard, CJ Lunning, Joanna Widmer, Mike Mason, Pam Horton, David and Sandy Hoogenakker 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Engineer Pearson, Utility Superintendent Goman. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From October 20, 2014 b. City Council Work Session Minutes From October 27, 2014 • 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS. REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS - a. Resolution 14-23: Canvass Election Results — Tolsma said there is an abstract of the vote results. He said 639 voters voted including absentee Tolsma went through the voting totals for the local races. Sippel moves to approve the resolution, Bren seconds. Reinhardt said she would like to congratulate Williamson as the new mayor as well as Pamela Horton who will be filling a council seat. All votes ayes, motion carries. 11. REPORTS OF OFFICERS & COMMITTEES - a. Mayor and Council — • Reinhardt has nothing. • Sippel asked about the upcoming vacancy to the council due to Williamson moving to Mayor. He wondered if this is a process that will be started immediately or will it wait until after January first. Reinhardt said the city attorney has been consulted about the process and information and applications can be started now. b. City Administrator — Nothing. c. City Engineer a. West Arm East Public Hearing — Reinhardt explained the public hearing is for West Arm Road East and Engineer Pearson will • be giving a brief overview of the project. Reinhardt said Pearson will give the report, council will ask questions and the public hearing will be opened for public comment. Ci� o f l.' ny Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 1N VVV CI SPRING -PARK MN US 2 Corrected Pearson said in the packet there was a report dated November 7th and he will be reviewing this document. He said the scope, preliminary costs and a project schedule will be reviewed. Pearson describes the location of the project and said there is a drainage improvement project currently being performed this fall. Pearson describes existing conditions and said televising of the sewer lines is scheduled. He described proposed improvements. Pearson said they met with Landscaper George Norling to discuss potential plantings that would grow well on the north facing slope. Rip rap rock for retention was discussed and interlocking rock was explained as an alternative and a boulder wall. Other various planting was described. Material costs were stated. Pearson said fencing would be required with some of the choices. He said there is modular block wall or large block wall that come in various colors. Pearson said the road would be sloped creating good, positive drainage towards the south curb line to a ditch system. He said the proposed improvements to the sanitary sewer would be a candidate for a cured in pipe installation which is a felt liner blown into the sanitary sewer after everything has been cleaned. Pearson said resin is then injected and it hardens the felt. He said the cost savings are substantial. Pearson said the city's assessment policy is included in the packet. He said the total estimated costs are shown on the overhead. The timeline for the street improvement project is reviewed. Hughes said he drove the street after looking at the photos provided in the packet and he wonders if some of the road would tolerate a 45 degree angle. Pearson said he hasn't noted that but it would be verified. Hughes wonders about current footpaths to get to the trail and if they should be preserved. Pearson points out one of the paths on the overhead I& illustration and says it would be their intent to keep that available and perhaps insert a couple of steps. Hughes wonders about keeping trees and thinks there might be benefit to taking out trees if they're deemed to be nuisance trees. Hughes also likes the idea of a 2.5 foot buffer zone for backing up cars and depositing snow accumulation. Pearson said even with a 5 foot boulevard, snow would have to be blown out of there. Sippel asked about the drainage swale and having discussion with Lord Fletchers apartments. Tolsma said he has conversed with owner Puzak about options. He said he thinks they're getting close to some agreements but they haven't been able to meet due to conflicting schedules. Sippel asked if Puzak has a preference about the ditch. Tolsma said Puzak was in favor of leaving it as is and minimal maintenance but, if the city picks up costs, he might be willing to hear more about enclosing it. Sippel said as everyone already knows, he is in favor of an easement in order for the city to be able to maintain it. Reinhardt opens the public hearing at 8:46 p.m. Reinhardt goes through the rules of conduct. Reinhardt adds to the public record a letter received from Fred Puzak of Lord Fletchers apartments. She read that Puzak wants the city to consider a design without a retaining wall and he is not in favor of widening the road. Williamson also makes note of a letter that is also part of the hearing record from resident Al Luehmann (4300 West Arm Rd). Williamson said Luehmann has some concerns about the turnaround area at the dead end of the street. Tim Luehmann is here on behalf of his parents, Al and Mary Luehmann. Luehmann said he knows a letter of concern was submitted. Luehmann's concern is whether the turnaround 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 V VVd GI SPRING -PARK MN US 3 Corrected would go closer to his property. He notes illustrations show no vegetation so privacy issues are a concern. Luehmann said his parents don't want to lose any property and they don't want • to encourage more traffic on the road. Luehmann believes his father and mother believe the present road is adequate as it is. Richard McCullum (4372 West Arm Rd), resident next to the drainage ditch. He said this is a large project and his personal preference is for the simplest. He said it addresses the current road which tends to drain in heavy rains into driveways rather than to the drainage ditch. Kay McCullum, 4372 West Arm Rd asked about the walkway that goes to the trail. She wonders about road construction and blocking of the road. She thinks the paths to the trail and alternative parking needs to be maintained. She likes the rock look versus the retaining wall. Catherine Palen, 4352 West Arm Road thanks the council and staff for their efforts. She asked about the roadway improvement regarding the bituminous and aggregate. Palen said the road is now higher than her property. She said if the depth of the road isn't adjusted for the lay of the land and, if they follow what is there currently, they'll still have a problem. She refers to the retaining wall and wonders about reinforcement. She asked about the present retaining wall and said it's only lasted ten years. Palen said she leans more towards the granite rock. She wonders about the fencing and how that is decided. She asked about pedestrian steps to the trail as they are used a lot. She said if there are going to be trees removed, she would like to see replacement trees put in place. Palen would like more explanation about the area between LF apartments and 4372 West Arm Road and how that is going to work. She said this isn't temporary so it should be built correctly and to last. • Joel Shoop, 4336 West Arm Rd. He wonders about the allocation to the property owners. He wondered if there is consideration perhaps being given to the fact that because the road is residents on one side of the street versus shared among residents on both sides of the streets. CJ Lunning, 4564 West Arm Rd. She asked about the rock limestone or the granite. She understands the angle but wonders how deep the rock would be placed. Reinhardt said they will attempt to answer the questions. • Reinhardt said there is concern at the east end of the road where the turnaround is proposed and the depth and width and would the road widen toward the home or toward the trail. Pearson explained where the pavement limit line is and the road widening is from the edge of the pavement and distance is about eight - twelve feet of additional width. Pearson said there's plenty of coverage for fire response vehicles. Tolsma said he spoke with the fire chief and there was a feeling that the road could be tapered as it's not a through street. There is also access from the east from West Arm Drive. Williamson asked about the breakaway bollards and if the surface is built up and whether that's current. Goman said it was built to the standards of the day. • Reinhardt said there is concern about vegetation loss. Pearson shows on the overhead where the street is 12 feet wide and they would need three feet more. It would require an easement depending on which way they widened it. • • Reinhardt said there is concern about construction and access to homes and driveways. Pearson said with replacement of the street section and the water main, the corridor will be C1� of,�'Knj Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VNVIA1 CI SPRING -PARK MN US 4 Corrected under construction. He said on occasion the road will have to be shut down. Access up and over the trail will have to be maintained. Emergency vehicles will have to have access • at all times. Reinhardt remembers Channel Road wherein at the end of the work day there was some backfilling done in order to make it accessible. • Reinhardt said there is concern about the current condition and height of the road with the road being higher than the property. Pearson said the depth of the storm sewer dictates the elevation of the roadway because of the height of the structures. Pearson said as the designer he is attempting to hold the grades as low as possible. • Reinhardt asked about the current concrete retaining wall and whether there were tiebacks. Pearson said there is a footing and rebar but as far as tie back into the slope, there is none. • Reinhardt said there was a question about fencing and what the requirements are. Pearson said the city of Spring Park has not adopted the code but a typical standard used from the bottom to the top is if the separation is greater than 30 inches, it requires a fence be installed. Recess to change the tape at 9:26 p.m. Back in session at 9:34 p.m. • Reinhardt said there is concern about including with the established vegetation more mature trees. Pearson said that can be done either under this contract or with a contract with Norling or a joint project with Three Rivers and HCRRA. • Reinhardt said they'd like more explanation on the drainage ditch system, how it looks and how it's maintained. Pearson said one system is an extension of the storm system through a pipe. The other alternative would be grading of a drainage swale constructed out to the • lake. He said the swale would have a two foot wide bottom. Easements would net be necessary. Pearson said the drainage swale would require the most maintenance as that's essentially what is there now. He said even if it were mowed, it will have wetland type vegetation in the bottom. The pipe system might need some sediment removal. • Reinhardt asked about the city cost share versus resident cost share and that the south side abuts HCRRA and why the assessment policy doesn't allow assessing that agency. Tolsma said one reason for difficulty is the legal basis behind assessment is the benefit and property value. He said it would be difficult to prove the HCRRA received a benefit. Sippel said they understand the one-sided street so some costs were assigned to the city only. • Reinhardt said there was a question about how deep is the granite and limestone. Pearson said maximum size is 12 inches as one factor and the height of the curb is 13.5 inches and 7 inches in thickness. So their proposal is fabric be put on the ground and the rocks added to a depth of approximately plus or minus 12 inches. Reinhardt opens it up to further questions again. Tim Luehmann asked how high the rock goes up. Pearson said if they retain an easement and widen the road, the curb line stays where it is now. He also added if they don't widen the road, the vegetation remains in place. Pearson said the exception is the water main replacement where a gate value and a trench box can be used to save the vegetation so there wouldn't be a rock slope. Luehmann asked about the property line for HCRRA as he thinks it's actually wider than the twelve feet. Pearson said on the final design analysis they'll be reviewing this. He said permits will have to be obtained from HCRRA. • o f 1.�nJc Vark 4349 WARREN AVENUE SPRING PARK. MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 1v'JWW Ct SPRING PARK MN US Corrected Catherine Palen said regarding the retaining wall some of the area is not sloping, it's vertical. She said for costs she thinks the granite or the trap rock works and then some concrete walls. • She said she is looking for the most cost effective and safest. She thinks both options could be looked at. Palen said there are already day lilies and hosta in place and could be used. She said they're existing and they're free. Reinhardt asked for further resident questions before she closed the public hearing. Catherine Shoop, 4336 West Arm Road. She said she has concerns about maintaining the trees along where LF apartments are to give more privacy and a buffer. Pearson said because of the drainage swale and the storm pipe to the existing trees, when they are installed there will be damage done to the root system of the trees. He said the trees are then weakened and wind can blow them over towards the houses to the east. Pearson said some type of vegetation could be planted, although the city would prefer not having any plantings along the corridor. He said this would have to be discussed further. Reinhardt closes the public hearing at 9:56 p.m. Reinhardt said they don't have to order the project but if they want to put it out to bid for December, they could order it or table it. Hughes thinks the talk has been about retaining walls and materials and the drainage swale. He thinks how the south area is treated should be studied. Reinhardt said the direction to go out for bid would be the retention option. Williamson asked about the swale and depending upon an easement and negotiation with LF apartment's owner. He said he wonders how anything can be ordered if we don't know where • we're at with this. Tolsma said an easement of the six feet of the swale would be okay with Puzak. Tolsma said he'll talk to the city attorney about what can be done if Puzak doesn't respond. Pearson said an advantage of the swale is the natural treatment of the sediment; maintenance is the issue. Williamson wonders what happens if Puzak doesn't agree to anything. Hughes has concern about an easement on the Luehmann property as he's not in favor of giving up property for a turn around. Hughes said depending on the exact width, he can't turn around. He had to back out. Hughes said he has a concern about taking property for an easement. Reinhardt said she's pleased that the fire chief found some wiggle room in the 15 feet being adequate because of the alternative access from the east. Goman said there is an existing easement going through the Luehmann's property. Reinhardt said of all the retaining wall options, the boulder wall is cost prohibitive and she leans towards the granite or the trap rock. She wonders about the bidding process and if the bidder can have some input on what is used. Pearson said they can determine the limits and they will set the parameters for construction and analyzing what needs to be done. Reinhardt confirmed that the construction direction is pre-set and they bid according to the specs. Williamson likes the look of the granite and the trap rock given the costs. Sippel makes a motion to two bid options for the drainage swale and the storm sewer pipe and a third bid option to rebid West Arm Central. Bren seconds. Hughes wonders about putting in something about the retaining wall. Sippel said he didn't clarify but he would be okay with the granite. Reinhardt clarifies there is a motion and a second to put out to bid for granite and trap rock and rebid along with West Arm Central. Goman wonders about the slope • of 45 degree and whether granite will work. Pearson said he is looking for discretion. Ci� of .S''Nin\ y Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VVVAV CI SPRING -PARK MN US 6 Corrected Sippel amends his motion to give discretion to staff for balancing costs, saving vegetation and screening and Bren agrees to the amendment. Reinhardt restates the motion and a second to put the West Arm Road East project out to bid including both the drainage options of the swale and the storm sewer, to use the retainage option of the granite or trap rock class two with some discretion for staff to add in retaining walls in certain sections where it may be required and also the option of rebidding West Arm Central as part of this project. All votes ayes, motion carries on unanimous roll call vote. d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. November 12 — Administration Committee — 1:00 PM — Reinhardt said this has been moved to 11 a.m. b. November 12 — LMCD — 7:00 PM — Reinhardt said there is a public hearing on the quiet waters petition. c. November 12 — Planning Commission — 7:00 PM — that meeting is cancelled. d. November 12 — LMCD Quiet Water Public Hearing — 7:00 PM e. November 17 — Regular City Council — 7:30 PM f. November 18 — LMCC — 5:00 PM —Williamson said this is on the 13th, the second Thursday of the month and it's at 7 p.m. g. November 24 — City Council Work Session — 7:00 PM (Tree Lighting @ 6:30 PM) 13. UNFINISHED BUSINESS - 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel makes a motion and Hughes seconds to pay the bills. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) a. Mound Fire Department Press Release b. Westonka Community & Commerce Tree Lighting Event c. Hennepin County Assessor's Report — Hughes wonders if the assessor can come to a work session to review this as it's quite comprehensive. 16.ADJOURNMENT — Williamson makes a motion and Hughes seconds to adjourn the meeting at 10:20 p.m. All votes ayes, motion carries. Wendy Lewin, City Clerk Dan Tolsma, Administrator 0 C1iy of &f9rinU Var SPRING PARK On .cake Yinneton a CITY OF SPRING PARK CITY COUNCIL AGENDA NOVEMBER 17, 2014 — 7.30 PM SPRING PARK CITY HALL 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From November 10, 2014 b. Administration Committee Minutes From November 12, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Ordinance 14-03: Social Host Ordinance 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator • c. City Engineer d. City Attorney a. Anticipated Council Vacancy e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. November 24 — City Council Work Session — 7 b. November 26 — LMCD — 7:00 PM c. December 1 — City Council Regular Meeting — 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. Mound Fire Department Press Release b. October Fire Department Report 16.ADJOURNMENT • rifm of Sprina ?park 00 PM (Tree Lighting @ 6:30 PM) 7:30 PM Corrected SPRING PARK On Lake 9I1inneton a CITY OF SPRING PARK CITY COUNCIL MINUTES NOVEMBER 17, 2014 — 7:30 PM SPRING PARK CITY HALL 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Bren, Hughes, Reinhardt 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck, Chief Correy Farniok. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA — Williamson makes a motion and Hughes seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Sippel makes a motion and Bren seconds to adopt the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From November 10, 2014 b. Administration Committee Minutes From November 12, 2014 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS - None. 9. PETITIONS, REQUESTS & APPLICATIONS None. • 10.ORDINANCES & RESOLUTIONS - a. Ordinance 14-03: Social Host Ordinance — Reinhardt said the council has discussed this at previous work sessions and the police chief will give a summary. Farniok said police commissions have been proposing this social host ordinance to the various communities. He said this would target individuals hosting a party knowingly supplying alcohol to underage. Farniok said charges are difficult to prove without a host ordinance regarding who purchased the alcohol. He said the ordinance would target those individuals allowing a party knowing underage individuals are consuming alcohol on the premises. Reinhardt said there is a redline and clean copy. Sippel said there seem to be a lot more changes than what was previously discussed. Beck said the redline copy incorporates the changes discussed a year ago, plus the more recent discussion. Williamson said he's glad to see an ordinance that has two parts, one being findings and purposes and the other specific. He said under findings and purposes on the top of page two, the last clause, "...regardless of the person hosting the ...or was present. He said he is reluctant to hold responsible a home owner when they're not present and had no idea what was going on. Farniok said an investigation is done to determine and to go after criminally those that knowingly provided and took no actions to prevent under -aged alcohol from being consumed. Hughes asked about number 7, the term dock, boat moored at a dock and he wonders about saying watercraft as there might be other types, such as a sailboat. Farniok said he has no problem with labeling this as watercraft. • Ci� o f lls rr ny ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VWVW CI SPRING PARK MN US 2 Corrected Reinhardt asked if other communities are looking at this and Farniok said Minnetonka Beach is looking at this as well. Reinhardt asked the council their feelings. Hughes said he is all for this • and thinks it could be adopted and changes could be made later, if necessary. Williamson said he also likes considering and adopting this now when there aren't flagrant violations weighing on the PD. He said he thinks it's best to pass an ordinance when things are calm and thoughtfully weighed. Hughes said under the word "parent" he wonders about natural and adopted, biological or adopted. Hughes suggests biological should be changed from natural. Williamson thinks natural is a little broader. Beck said the council should look at the prohibitive act as the person hosting a party. She said they are not looking to regulate what goes on in anyone's home and she added there is an exception for religious observances. Sippel said he would like to look for a future effective date so there is time for this to be announced. He wonders about welcoming public comments and feedback prior to implementation. Beck said this can be done. Bren makes a motion to pass Resolution 14- 03 Social Host Ordinance with an effective date of January 1, 2015. Williamson seconds. Beck said regarding the effective date and covering the New Year's Eve's celebration, it should maybe become effective sooner. Bren amends the motion to show an effective date of Monday, December 29th, 2014 and Williamson agrees as the seconder. All votes ayes, motion carries. Hughes asked if this will be published and Tolsma confirmed. Hughes wondered about asking for public comments or feedback as well. Tolsma said he'll talk with Laurie at The Laker and something will be posted on the website. Sippel asked about the full text being published and Tolsma said a summary can be done but the • council has to approve a summary ordinance thereby delaying this. Williamson said he thinks it's short enough where it could be published in its entirety. Reinhardt thinks the ordinance should be on the website too. Farniok has a Police year-end report too. He said when looking at response times, priority one calls are lights and sirens to medicals, crimes in progress, etc. Farniok said it's broken out into minutes. He said for Spring Park there have been 324 with response times under 3.5 minutes. Farniok shows a y-t-d with the prior year and it is consistent. He said there was a slight increase on response time. He said they have assigned cars to patrol certain areas in order to have coverage. Farniok said in January through May, there is a snapshot of what happened in the first part of the year and its typically a slower time of the year. He said as far as thefts, it's theft from vehicles and some thefts of vehicles. He said medicals are illustrated and it's a lot from Pres Homes. He said they have a lot of traffic related calls and have issued over 2000 citations. Farniok said there is a Facebook page and the social host ordinance can be posted there as well. He said they've hosted two child seat safety events. He said child safety seats inspections can also be scheduled by appointment too. Orono PD has two resource officers in the schools. He said Orono PD are mentors to high school students and they are members of the Orono Rotary and the Westonka Chamber and Commerce. Farniok said they have two officers on the drug task force and there was $1.7 million in street value seized. Williamson asks for a printed copy of Farniok's presentation. • Ci� o f ��rin jc ?Park 4349 WARREN AVENUE. SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 'PA%% CI SPRING -PARK MN LJS Corrected 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council — • Reinhardt said she wants to let the public know the council is considering bonding sometime in January and it will be mostly for projects already passed such as streetlights, lift stations, stormwater and potential road projects. • Williamson said the LMCC meeting has started to organize the new structure under the new JPA, establishing new by-laws and dealing with changes in personnel and future high definition. Williamson said Sippel could still be appointed as a resident representative on the high definition committee. Williamson thinks Sippel is a key, valuable asset. Williamson said he has an accurate schedule as in the past there have been some inaccuracies to the meeting schedule. b. City Administrator - nothing. c. City Engineer - nothing d. City Attorney a. Anticipated Council Vacancy — Beck said because of Williamson's recent win of the mayoral seat, she has prepared a memo answering some questions regarding his replacement. Reinhardt asked for a brief summary. Beck said there cannot be one person that holds both seats as council member and mayor. She said Williamson will have to resign his seat as council member, typically in January. Beck said a written resignation has to be submitted and the council accepts the resignation and designates the vacancy be filled. She said the resignation hinges on when the resignation is submitted. She said if it's less than two years, a special election does not need to be held and the vacancy can be filled by appointment. She said if there is a tie vote, the mayor can choose. Reinhardt said she is looking for direction to staff. Sippel asked Williamson if he's submitted an official resignation yet and Williamson said he questions whether the resignation is necessary as the very act of taking an oath of office is a constructive resignation. He said people secede succeed to higher offices all the time. He said there will be a vacancy on the council and it's perfectly fine to ask people who would be interested to get information out about the availability of an office for council member. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING — Hughes said there is a fire commission meeting on Wednesday the 19t . a. November 24 — City Council Work Session — 7:00 PM (Tree Lighting @ 6:30 PM) b. November 26 — LMCD — 7:00 PM c. December 1 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS — None. 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll — Sippel moves to pay the bills and Hughes seconds. All votes ayes, motion carries. Reinhardt said she wants to publically recognize the election judges and thank them for all their hard work. 15. MISCELLANEOUS (Information Only) a. Mound Fire Department Press Release b. October Fire Department Report Ci% o f ll�rinJc Tack 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 VWAV CI SPRING -PARK MN US 4 Corrected 16.ADJOURNMENT — Hughes makes a motion and Bren seconds to adjourn the meeting at 8:18 p.m. All votes ayes, motion carries. Wed ewin, City Clerk Dan Tolsma, Administrator LI 0 Gifu o{Sprino Park SPRING PARK On Lae Minnetonka CITY OF SPRING PARK WORK SESSION AGENDA NOVEMBER 24, 2014 — 7:00 PM SPRING PARK CITY HALL SNOW REMOVAL CONTRACT RENEWAL a. Included for review is a proposed contract for snow removal services with Beniek Property Services. The City's existing contract with them expires at the end of the current 2014/2015 snow season. The language of the proposed contract is identical to the existing contract with the only changes being equipment hourly costs as shown on Appendix A. Beniek has provided equipment costs for four years through the 2018/2019 snow season, although our current contract with them is only for a three year term. If the council is in favor of renewing the contract with a three year term instead of a four year term Beniek has said they are agreeable to that. 2. BEAUTIFICATION CONTRACT RENEWAL a. Included for review is a proposal from Norling's Lake Minnetonka Landscapes to renew the beautification contract for another three year term. Norling's is proposing to maintain all of the areas from the existing contract, and include any new areas such as lift station #5. The cost contract proposes a total increase of $2,626.47 over the entire three years • of the contract, or approximately an $875 increase per year. 3. BUDGET & STAFF WAGES DISCUSSION a. Staff will have a short Powerpoint presentation for the council regarding the 2015 budget and staff wage information. 4. MISCELLANEOUS 5. INFORMATIONAL ITEMS a. December Channel 8 & 20 Schedules 0 I corrected j SPRING PARK CITY OF SPRING PARK WORK SESSION MINUTES NOVEMBER 24, 2014 — 7.00 PM SPRING PARK CITY HALL On Lake 91,tinnetonka Attendance: Williamson, Reinhardt, Hughes, Sippel, Tolsma, Beck, Goman, Lewin. Bren excused. 1. SNOW REMOVAL CONTRACT RENEWAL a. Included for review is a proposed contract for snow removal services with Beniek Property Services. The City's existing contract with them expires at the end of the current 2014/2015 snow season. The language of the proposed contract is identical to the existing contract with the only changes being equipment hourly costs as shown on Appendix A. Beniek has provided equipment costs for four years through the 2018/2019 snow season, although our current contract with them is only for a three year term. If the council is in favor of renewing the contract with a three year term instead of a four year term Beniek has said they are agreeable to that. Reinhardt referred to the contract in the packet and said there are minor adjustments to pricing. Tolsma said they met and discussed and there were no major issues. Tolsma said a four year contract was presented but a three year contract was decided as that is what the • other contracts typically run. Tolsma said the equipment changes were in line with what is expected other than the heavy duty wheel loader and it's a piece of equipment that is hardly used. Hughes asked about the fuel service charge and Goman said it's for both fuel and diesel. Williamson asked who they were getting their fuel from and Goman said he'd find out. Williamson wondered if they're buying in bulk and storing. Williamson wondered if we can see their fuel invoices and Goman said only if we request it. Reinhardt said she thinks they do a good job and believes the council could approve it at the next meeting. Williamson wonders about the waiver of subrogation clause in the contract. Beck said the language "...as to the city" is odd. Goman said this is the same language used in the last two contracts. Williamson said it doesn't become an issue until there's a claim. Beck said she'd check on it and will follow up at the council meeting. Williamson said he would like to see documents showing the insurance and checking the dates of coverage. Williamson asked about the state statute requiring sub contractors be named if they are utilized and there should be a time period. Beck said they have inserted that clause with construction contracts. Beck said there could be an addendum in the file and have them sign it to get approval for a subcontractor. Sippel asked why this wasn't rebid because that's what he thought they were supposed to do with a three year contracts. He does feel they do a good job though. He wonders about the Tool Cat with plow and where does that fall in with equipment as it's not stated. Goman said it's billed at $75 an hour. Sippel said he would like to dictate in the contract that a heavy duty truck is used to plow and not the Tool Cat. Sippel said his issue is the snow is pushed, not thrown and the street gets narrower and then the front mounted snow • blower has to be paid to widen the streets. Goman said it can be called out to show the Tool Cat for $75 per hour. Hughes said he remembers the Tool Cat being more agile when turning. Goman said it has a wider blade. Sippel said he thinks the Tool Cat is fine for the corners but 413,19 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471 9051 FAX (952) 471-9160 2 corrected he'd like to see the larger truck used for the major part of the roads. Williamson said the contract commences on November 1St and wonders if this is a date certain date. He'd like to • see the contract dated earlier. Goman said most contracts state November 1st. 2. BEAUTIFICATION CONTRACT RENEWAL a. Included for review is a proposal from Norling's Lake Minnetonka Landscapes to renew the beautification contract for another three year term. Norling's is proposing to maintain all of the areas from the existing contract, and include any new areas such as lift station #5. The cost contract proposes a total increase of $2,626.47 over the entire three years of the contract, or approximately an $875 increase per year. Reinhardt said there is an overall 3% increase and some rate increases. She said there hasn't been a rate increase for a while. Tolsma said this will be worked into a contract for the council meeting. Williamson asked about the subcontracting and that the bidder supplies a list of staff. He wonders about the temp staff used in the summer and if they are applying insecticides and fertilizers. Goman said no, the temp help works on irrigation and weeding. He said they do the weed killing but it doesn't require a license. Williamson said clarification needs to be made regarding range of dates with the contract and the cover letter as there are typos. Tolsma said this will come on the council agenda. 3. BUDGET & STAFF WAGES DISCUSSION a. Staff will have a short Powerpoint presentation for the council regarding the 2015 budget and staff wage information. • Tolsma said he has a few brief slides on the budget and he'll have more for the council meeting. Tolsma shows a pie chart with proposed expenditures for next year. He said police and fire is almost half of the budget. Tolsma said Public Works is spelled out more clearly with contracting around 8%. Hughes wonders where the LMCD falls and Tolsma said he thinks it's in administration. Hughes would like to see it specific. Sippel said perhaps it can be grouped with Westonka Historical Society, the Gillespie Center, LMCD — Williamson thinks there must be some sort of category for these things. Hughes wants more detail. Sippel asked about debt service. He wonders besides water and sewer, city hall and Channel Road. Tolsma said the 2010 bond improvement is what this is. Tolsma said revenue is property tax reliant. He said when he was in Tyler, half of their revenue was LGA. Reinhardt wondered if they can take from the TIF district. Tolsma said they might finally be going above the increment threshold. Tolsma shows a slide showing the levy history. Tolsma shows a slide showing the percentage of wage increases going back to 2007. Tolsma said increases have fluctuated. He said some have been based on promotions due to certifications and an average is shown what the individual has received over the time. Williamson said these are increments of change. Tolsma shows a slide if the pay is graphed out what the pay is on an hourly rate. Hughes asked what Farniok puts in a week and Tolsma confirmed its 32 hours per week for both Farniok and Lewin. Tolsma shows a slide including benefits. Tolsma said PERA increased a quarter of percent for both the employee and employer contribution. He said health went down and disability stayed the same. Overtime is • shown and Goman and Lewin are the ones that get that. Tolsma said Goman's overtime is 4349'\NARREN AVENUE, SPRING PARK., MINNESOTA 55384 9111 (952) 411-9051 FAX (952) 4/1.9160 3 corrected pretty steady but Lewin's fluctuates with elections. Tolsma included price indexes and cost of living. Williamson asked about information on salary adjustments with other surrounding cities. Williamson said the LMCD added in pay information for the 14 member cities. He said it showed an increase of 1-2 % increases and Spring Park showed a 3% increase. Tolsma said it's now that they start to hear what other cities are getting. Hughes said Spring Park has typically been higher but they've been playing catch up too. Hughes said in the past, certifications have been rewarded. Tolsma said he just puts a percentage in. Reinhardt asked if Farniok's was increased when she got her certification and Tolsma said he thinks it was a combination of increasing her wages to get her up to a higher level and her certification as city clerk. Williamson said Goman's on call and call out hours had the effect to raise his pay. Williamson said public employees have an advantage over private employees because of the benefit packet. Williamson said he wonders about the family coverage over single coverage. Tolsma said for cost purposes everyone is treated as single coverage and Goman has to make up the difference for family coverage. Reinhardt thinks it would be a good thing to look at dependent coverage. Sippel asked about contributions to the HSA's. Tolsma said yes, it's pro -rated according to hours worked. Hughes said when looking at the percentage, that's one measuring stick. He wonders about weighing the actual wages. Reinhardt said for Farniok the difference is much less. Sippel asked if the League puts out guidance. He said he feels like they're throwing darts. Williamson said he doesn't feel comfortable knowing we are the highest increased city in the lake area. Tolsma said he knows a lot of cities are on a step plan plus cola so if a 2% increase was given for cola, they might have gotten a step increase and that isn't revealed. Tolsma said merit and cola is addressed in a percentage increase. Williamson said it's also important to show what other incremental increases are given. Reinhardt said she thinks a 3% increase equals out to $8K a year and she said it's not worth deliberating over it. She could see a larger increase for Farniok to get her up to a competitive level and an increase for Goman for the certification in the form of increased dependent benefits. Hughes agrees with Reinhardt for the 3% increase and an extra bump for Farniok and Goman. Goman said he feels it's easier for some to label but for others they wear many different hats and it's difficult to label what one person does. Tolsma agrees that Farniok deserves more. Reinhardt thinks Tolsma is probably low too and probably should be boosted. Sippel asked about contributions for health care, he asked if they are tax free and Tolsma said they are tax free for Goman's gap coverage. Tolsma said a benefit increase might be the better way to go because the SS and PERA isn't figured. Goman said he gets double time on the holidays and the City of Mound gets triple time. Reinhardt asked Tolsma for his recommendation. Tolsma said for the performance reviews he went through with the employees and said Goman got his certification and Lewin ran an excellent election. For Farniok she goes after delinquent utility bills and saves the city a lot of money versus other cities having outstanding dollars owed. He said he thinks everyone works well together. Goman said he hears the compliments too. Tolsma said singling someone out too much can breed discontent. Hughes wonders about a stipend and Reinhardt said this is • not allowed. It's considered a bonus. Goman mentioned Corl got a $10,000 check when she retired and Reinhardt said that was more because Bill Weeks was leaving at the same time 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 0 corrected and he was getting a big severance check and it didn't seem right to give a poor performer a check and a good performer nothing. Reinhardt doesn't like giving someone less because someone else got a certification. Williamson said the levy has been certified and so if they're giving one employee more, it's got to come from somewhere. Sippel said the pot of money allocated was 3% and he wonders how that should be distributed. Sippel said on balance he would like to target a 3% pot of money to be distributed. Reinhardt said if that's the case, it should be the same. She said this conversation should take place at budget time instead of now. Williamson wants to know where we're at with other cities. Reinhardt said she feels this city is too unique to compare to other cities. Sippel has something formed to make a motion for the next meeting. He's not basing it as much on performance as to what would equate, probably less for Lewin and four percent for Goman or keep him at three and bump his contribution to the family plan. Sippel said he thinks Lewin has a healthy salary for part time. Tolsma said Farniok could be bumped 4 % and Goman going to 4 % would come out of the water fund, not the general fund. Sippel said he's concerned about lack of incentive when it's just an across the board increase. He said it's not a judgment for the present staff but it's a precedent. Reinhardt said the 3% scenario is laid out and maybe there can be a couple other options presented by moving Farniok up. Sippel said maybe there can be more data presented so there is something to go on in future years. Sippel asked Goman the percentage of the total for health care for single versus family. Sippel suggested perhaps covering 75% of the premium. Beck said if it's provided for one, it probably is necessary to offer for everyone. Williamson said this discussion should be held at budget time versus now. to4. MISCELLANEOUS —Hughes said he and Tolsma attended the fire commission meeting and Pederson had some stats that should be brought up at a council meeting and maybe even asking Chief Pederson to come in and talk about duty officer shifts and the trend for hiring more full time people. Tolsma said he doesn't know if the general public knows they've gone to a duty officer program and Goman said they're looking at future coverage. 5. INFORMATIONAL ITEMS a. December Channel 8 & 20 Schedules Meeting adjourned at 8:33 p.m. Wendy Lewin, City Clerk Dan Tolsma, Administrator CITY OF SPRING PARK CITY COUNCIL AGENDA DECEMBER 1, 2014 - 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka • • 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Regular Meeting Minutes From November 17, 2014 b. City Council Work Session Minutes From November 24, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-24: Certification of 2015 Final Levy b. Resolution 14-25: Adoption of 2015 Budget 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council a. Staff Wages b. Snow Removal Contract b. City Administrator c. City Engineer d. City Attorney e. Utility Superintendent 12. UPCOMING MEETINGS & TRAINING a. December 10 —Administration Committee— 1:00 PM b. December 10 — Planning Commission — 7:00 PM c. December 10 — LMCD — 7:00 PM d. December 15 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll b. Final Pay Request — Street Lights (held until replacement poles were provided) 15. MISCELLANEOUS (Information Only) a. October Financial Report 16. ADJOURNMENT Ci� 0 f ll�Ntn j Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US CITY OF SPRING PARK CITY COUNCIL MINUTES DECEMBER 1, 2014 — 7:30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka 1. CALL TO ORDER — Mayor Reinhardt called the meeting to order at 7:30 p.m. 2. ROLL CALL — Sippel, Williamson, Hughes, Reinhardt. Bren excused. 3. INTRODUCTIONS — Reinhardt introduced the council and staff to the public. Administrator Tolsma, Clerk Lewin, Attorney Beck. 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA - Hughes said under item 10b, adopting the budget and final levy, he thinks it should come after the discussion on staff wages. Reinhardt suggests to moving 11 a to 10a. Williamson reminded the budget can be amended. He said the certified levy is locked for property tax purposes but he doesn't want the illusion that decisions on something drive decisions on the other. Reinhardt said they will move the discussion on staff wages to 10a and move everything else down. Hughes makes the motion and Williamson seconds to adopt the agenda. All votes ayes, motion carries. 6. ADOPT CONSENT AGENDA — Williamson said there are some changes in the November 17tn minutes changing the wording to succeed not secede. He also has a change to the work session minutes. It's decided to lay 6b over in order to get it recorded correctly. Hughes • moves and Sippel seconds to adopt item 6a and lay over item 6b of the consent agenda. All votes ayes, motion carries. a. City Council Regular Meeting Minutes From November 17, 2014 b. City GewnGil Werk Session Minutes From Nevember 24, 204-4 7. PUBLIC FORUM — No one. 8. PRESENTATIONS & GUEST SPEAKERS — None. 9. PETITIONS, REQUESTS & APPLICATIONS — None. 10.ORDINANCES & RESOLUTIONS — Reinhardt said 10a will be replaced with staff wages. Reinhardt explained there was a chart showing various wages in the surrounding communities. Tolsma said on the chart in the packet it plots the SP wages in comparison to others. Tolsma said the office assistant position, Sharon Farniok, is shown to be low on the scale and he said the others are in the typical range. Tolsma said he laid out two options, the first option includes 3% increases for himself and Lewin and 0% for Goman but 50% family coverage on the health benefits and 4% for Farniok. Tolsma said these numbers have been plugged into the budget and there is no affect on the levy. Tolsma said the second option is simpler in that it's 3% for Tolsma and Lewin and 4% for Goman and Farniok. Hughes said he was disappointed in some of the comparisons for Tolsma and Goman. He said the higher wages revealed different job descriptions so he doesn't think the comparison is strong. Hughes said the options for Goman, he is compared lower and Hughes mentions Minnetonka Beach. Reinhardt confirms Tolsma saying it's difficult to compare apples to apples • and an example being Minnetonka Beach doesn't pay overtime wages and Spring Park does. Hughes said a concern he has is this is a 50% family coverage for one year and he wonders Ci� o f 3�r nq Pave 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 2 what happens in the future. Tolsma said the employee manual lays out the policy as it is right now. Tolsma said if there is a change to the benefits, it will be discussed with the admin committee and it would be made official at a council meeting. • Beck said if changing employee benefits, those benefits need to apply to all similar employees. Hughes refers to the work session minutes and there was a suggestion to consider 75% family coverage. Sippel said he wasn't sure how the pricing was laid out when he suggested the 75%. Sippel said he wouldn't want to base it on the price. He would rather have a percentage. He thinks it should be kept simple. Reinhardt asked if it matters about dependents. Tolsma said after adding one, it doesn't matter. Hughes wonders if this compares to other increases given to other employees. Tolsma said it's comparable in the overall benefit Goman receives would be around 7-9%. Tolsma corrects an earlier statement and said there is a different rate for employee plus spouse as opposed to employee plus family. Williamson said this should be carefully analyzed. He said a fair and equal basis must be sought. He said future employee recruitment could be an issue. He said they used to cover family and they weaned away from it. He said the reasoning has to be strong in order to support this. Williamson said Goman's proposed increase equates to about a 7.4% increase. Reinhardt agrees that this is a policy change. Reinhardt said she was surprised with the comparison of utility billing positions and Farniok is still the lowest paid. Reinhardt recommends moving Farniok higher to $21 per hour and it equates out to $1800 annual increase. Reinhardt asked Tolsma if the budget could absorb this and Tolsma said he could make this work without affecting the levy. Hughes asked Farniok's total wage what comes out • of the tax versus the revenue side. Tolsma said he would like the correct number but it's about 50% out of the water and sewer. Tolsma said based on the current numbers with Goman's 100% family and 50% family and going to 75% would be about $150 more per month. Hughes wonders about waiting for a full council to vote on this. Williamson makes the suggestion to go with the staff preference. Reinhardt moves to adopt option one with 100% single and 50% spouse/family with the exception of the utility billing clerk, Farniok, and substitute that wage increase to $21 hour and all else as presented. Motion dies for lack of second. Sippel makes a motion to offer Reinhardt's motion but also increase Goman's wage to 2% along with the benefit increase. Hughes seconds. Sippel said this allows Goman a cost of living increase as well as the benefit increase because the benefit increase is offered to others who would have family coverage as well. Motion passes unanimously on roll call vote. Reinhardt said because there isn't a step plan in place, she thinks the next council should consider a bigger bump in salary for the city administrator. a. Resolution 14-24: Certification of 2015 Final Levy — Tolsma said he can address both the budget and levy at the same time. Williamson asked if this should be opened as a hearing. Reinhardt opens the hearing at 8:11 p.m. Tolsma goes through his PP presentation. Reinhardt stated the final levy is at $998,620 and Hughes moves to adopt Resolution 14-24. Williamson seconds. b. Resolution 14-25: Adoption of 2015 Budget — • Reinhardt said with the changes agreed upon to staff wages, she wonders if Tolsma can incorporate those changes in the budget amount. Tolsma feels comfortable with this. Ci� of rinJc ?park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US Williamson makes a motion to adopt Resolution 14-25 and knowing any calculations that may change, they can adopt a resolution to the amendment. Sippel seconds. • Williamson said since the public hearing was opened, the public hearing should be closed. Reinhardt closes the hearing at 8:25 p.m. All votes ayes, motion carries. Hughes said in regard to the budget and a slide from the PP presentation he wonders about an evaluation of rates for inspections, etc on the fee schedule. Tolsma said they are cognizant of what the rates are and where the revenue is coming from but a review never hurts. Williamson said it is something that should be revisited. He wonders in gross terms what is paid to the planner and the attorney for zoning type issues and if the revenue is being recovered. Hughes thinks this would be a good work session item. 11. REPORTS OF OFFICERS & COMMITTEES - a. Mayor and Council a. Staff Wages b. Snow Removal Contract — Beck said there were a few changes to the contract based on discussion at the study session. She said one change was a question about subcontractor language and Beck said that language is required so that provision has been added. Beck said clarifying the waiver of subrogation she added some language regarding the contractor's insurance company will cover anything that comes up and will not look to the city's insurance. She said the term of the contract has been moved up to start on October 15, 2015. Williamson moves approval of the contract as advised. Hughes seconds. Sippel said he noticed the rate for the Tool Cat with the blade has been added but he would like for staff to tighten up the policy regarding when to use the Tool Cat. All votes ayes except for Sippel votes nay. Sippel asked about Norling's contract and Tolsma said this will be on the next meeting agenda. b. City Administrator — nothing. • c. City Engineer — nothing. d. City Attorney — nothing. e. Utility Superintendent — nothing. 12. UPCOMING MEETINGS & TRAINING - a. December 10 —Administration Committee— 1:00 PM b. December 10 — Planning Commission — 7:00 PM c. December 10 — LMCD — 7:00 PM d. December 15 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS - 14. NEW BUSINESS & COMMUNICATION - a. Bills & Payroll — b. Final Pay Request — Street Lights (held until replacement poles were provided) Reinhardt said the street poles and fixture heads have now been received. Tolsma said they went into negotiations with GLE (Granite Ledge) for a workable solution and two poles were provided and the light fixtures were just received recently. Sippel asked about the repairs at Thor Thompson park for the damage done by the MV accident. Tolsma said the individual's insurance will be reimbursing those costs. Hughes makes a motion to pay the bills and Sippel seconds. All votes ayes, motion carries. 15. MISCELLANEOUS (Information Only) - a. October Financial Report b. Hughes said when Police Chief Farniok was at the last council meeting reference was • made about child seat installation. Hughes said he made an appointment with the child seat installer on the police department and this service is really great. The officer went C� of rinc Pa�� 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US M through the vehicles and made sure car seats were installed properly. A cable public service announcement is also being suggested. 16.ADJOURNMENT — Sippel makes a motion and Williamson seconds to adjourn the meeting at at 8:37 p.m. All votes ayes, motion carries. /I -� - i- endy Lewin, City Clerk Dan Tolsma, Administrator • • C1✓� of ��f ij n'Park 4349 WARREN AVENUE, SPRING PARK, MINNESOTA 55384-9711 (952) 471-9051 FAX (952) 471-9160 WWW.CI.SPRING-PARK.MN.US 6 CITY OF SPRING PARK CITY COUNCIL AGENDA DECEMBER 15, 2014 — 7.30 PM SPRING PARK SPRING PARK CITY HALL On Lake Minnetonka 1. CALL TO ORDER 2. ROLL CALL 3. INTRODUCTIONS 4. PLEDGE OF ALLEGIANCE 5. ADOPT AGENDA 6. ADOPT CONSENT AGENDA a. City Council Work Session Minutes from November 24, 2014 b. City Council Regular Meeting Minutes from December 1, 2014 c. Administration Committee Minutes from December 10, 2014 7. PUBLIC FORUM 8. PRESENTATIONS & GUEST SPEAKERS 9. PETITIONS, REQUESTS & APPLICATIONS 10.ORDINANCES & RESOLUTIONS a. Resolution 14-26: Ordering West Arm East Improvement b. Resolution 14-27: Finding No Relationship Between WAE Road Improvement & Comp Plan. • c. Resolution 14-28: Ordering West Arm Central Improvement d. Resolution 14-29: Finding No Relationship Between WAC Road Improvement & Comp Plan. 11. REPORTS OF OFFICERS & COMMITTEES a. Mayor and Council b. City Administrator a. Employee Manual Amendment b. Liability Limit Waiver c. City Engineer d. City Attorney a. Beautification Contract e. Utility Superintendent a. Title Change Request 12. UPCOMING MEETINGS & TRAINING a. December 17 — Police Commission — 8:00 AM b. December 22 — Work Session — 7:00 PM (Cancel?) c. January 5 — City Council Regular Meeting — 7:30 PM 13. UNFINISHED BUSINESS 14. NEW BUSINESS & COMMUNICATION a. Bills & Payroll 15. MISCELLANEOUS (Information Only) a. November Financial Report b. Mound Fire Department November Report • 16.ADJOURNMENT (;ify of `f9 no V144