On the agenda: Shorewood meeting — FLOCK Camera (Aug 25)

1. Agenda
Documents:
08-25-25 CC REG MTG AGENDA.PDF
2. Agenda Packet
Documents:
08-25-25 CC REG MTG AGENDA PACKET.PDF
3. Powerpoint Presentation Slides
Documents:
08-25-25 CC REGULAR MTG.PDF

CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, AUGUST 25, 2025

5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.

For those wishing to listen live to the meeting, please go to shorewoodMN.gov/CityCouncil for the
meeting link. Pursuant to MN Statute 2024, Section 13D.02, subdivision 4, members may participate
in the meeting by interactive technology.
AGENDA
1.

CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call

Mayor Labadie ___
Maddy ___
Sanschagrin ___
Gorham ___
DiGruttolo ___

C. Review and Adopt Agenda

Attachments

2. CONSENT AGENDA The Consent Agenda is a series of actions which are being considered for
adoption this evening under a single motion. These items have been reviewed by city council and city
staff and there shall be no further discussion by the council tonight on the Consent Agenda items.
Any council member or member of city staff may request that an item be removed from the Consent
Agenda for separate consideration or discussion. If there are any brief concerns or questions by
council, we can answer those now.
Motion to approve items on the Consent Agenda & Adopt Resolutions Therein:
A. City Council Work Session Minutes of August 11, 2025

Minutes

B. City Council Regular Meeting Minutes of August 11, 2025

Minutes

C. City Council Closed Session Meeting Minutes of August 11, 2025

Minutes

D. Verified Claims List
E. Annual Review of Minnesota General Records
Retention Schedule
F. Tonka United Fall Kickoff Food Truck

Claims List
City Clerk/HR Director Memo
Resolution 25-071
Park/Rec Director Memo
Resolution 25-072

CITY COUNCIL REGULAR MEETING AGENDA
Page 2

G. 2025 Crack Seal Quote, City Project 25-02

City Engineer Memo
Resolution 25-073

H. 2025 Pavement Seal Quote, City Project 25-02

City Engineer Memo
Resolution 25-074

I. New Retail Liquor License

Deputy Clerk Memo
Resolution 25-075

J. MnDNR Conservation Partners Legacy (CPL)
Grant Application

Public Works Director Memo
Resolution 25-076

K. Agenda Meeting Management Software Board Portal
Devices

City Clerk/HR Director Memo

L. Summary of Conclusions of City Administrator Annual Review

City Administrator Memo

3.
MATTERS FROM THE FLOOR This is an opportunity for members of the public to bring an
item, that is not on tonight's agenda, but related to the governance of the City of Shorewood, to the
attention of the City Council. In providing this limited public forum, the City of Shorewood expects
respectful participation. We encourage all speakers to be courteous in their language and behavior,
and to confine their remarks to those facts that are relevant to the question or matter under
discussion. Please remember that this is a public business meeting, available for viewing on television
and the internet by members of the public, including children. Consistent with FCC rules, obscenity,
and profane or indecent language will not be tolerated by the presiding officer. Anyone wishing to
address the Council should raise their hand, or if attending remotely please use the “raise hand”
function on your screen and wait to be called on. Please make your comments from the podium and
identify yourself by your first and last name and your address for the record. Please limit your
comments to three minutes. No discussion or action will be taken by the Council on this matter. If
requested by the Council, City staff will prepare a report for the Council regarding the matter and
place it on the next agenda.
4.

REPORTS AND PRESENTATIONS

5.

PARKS

6.

PLANNING

7.

ENGINEERING/PUBLIC WORKS

CITY COUNCIL REGULAR MEETING AGENDA
Page 3

8.

GENERAL/NEW BUSINESS
A. SLMPD 2026 Budget

City Administrator Memo
Resolution 25-077

B. Excelsior Fire District 2026 Budget

City Administrator Memo
Resolution 25-078
Resolution 25-079

C. Out of State Travel Request - Minnesota Transportation Alliance City Administrator Memo
9.

STAFF AND COUNCIL REPORTS AND DISCUSSION
A. Staff
B. Mayor and City Council

10. ADJOURN

CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, AUGUST 25, 2025

5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.

For those wishing to listen live to the meeting, please go to shorewoodMN.gov/CityCouncil for the
meeting link. Pursuant to MN Statute 2024, Section 13D.02, subdivision 4, members may participate
in the meeting by interactive technology.
AGENDA
1.

CONVENE CITY COUNCIL MEETING
A. Pledge of Allegiance
B. Roll Call

Mayor Labadie ___
Maddy ___
Sanschagrin ___
Gorham ___
DiGruttolo ___

C. Review and Adopt Agenda

Attachments

2. CONSENT AGENDA The Consent Agenda is a series of actions which are being considered for
adoption this evening under a single motion. These items have been reviewed by city council and city
staff and there shall be no further discussion by the council tonight on the Consent Agenda items.
Any council member or member of city staff may request that an item be removed from the Consent
Agenda for separate consideration or discussion. If there are any brief concerns or questions by
council, we can answer those now.
Motion to approve items on the Consent Agenda & Adopt Resolutions Therein:
A. City Council Work Session Minutes of August 11, 2025

Minutes

B. City Council Regular Meeting Minutes of August 11, 2025

Minutes

C. City Council Closed Session Meeting Minutes of August 11, 2025

Minutes

D. Verified Claims List
E. Annual Review of Minnesota General Records
Retention Schedule
F. Tonka United Fall Kickoff Food Truck

Claims List
City Clerk/HR Director Memo
Resolution 25-071
Park/Rec Director Memo
Resolution 25-072

CITY COUNCIL REGULAR MEETING AGENDA
Page 2

G. 2025 Crack Seal Quote, City Project 25-02

City Engineer Memo
Resolution 25-073

H. 2025 Pavement Seal Quote, City Project 25-02

City Engineer Memo
Resolution 25-074

I. New Retail Liquor License

Deputy Clerk Memo
Resolution 25-075

J. MnDNR Conservation Partners Legacy (CPL)
Grant Application

Public Works Director Memo
Resolution 25-076

K. Agenda Meeting Management Software Board Portal
Devices

City Clerk/HR Director Memo

L. Summary of Conclusions of City Administrator Annual Review

City Administrator Memo

3.
MATTERS FROM THE FLOOR This is an opportunity for members of the public to bring an
item, that is not on tonight's agenda, but related to the governance of the City of Shorewood, to the
attention of the City Council. In providing this limited public forum, the City of Shorewood expects
respectful participation. We encourage all speakers to be courteous in their language and behavior,
and to confine their remarks to those facts that are relevant to the question or matter under
discussion. Please remember that this is a public business meeting, available for viewing on television
and the internet by members of the public, including children. Consistent with FCC rules, obscenity,
and profane or indecent language will not be tolerated by the presiding officer. Anyone wishing to
address the Council should raise their hand, or if attending remotely please use the “raise hand”
function on your screen and wait to be called on. Please make your comments from the podium and
identify yourself by your first and last name and your address for the record. Please limit your
comments to three minutes. No discussion or action will be taken by the Council on this matter. If
requested by the Council, City staff will prepare a report for the Council regarding the matter and
place it on the next agenda.
4.

REPORTS AND PRESENTATIONS

5.

PARKS

6.

PLANNING

7.

ENGINEERING/PUBLIC WORKS

CITY COUNCIL REGULAR MEETING AGENDA
Page 3

8.

GENERAL/NEW BUSINESS
A. SLMPD 2026 Budget

City Administrator Memo
Resolution 25-077

B. Excelsior Fire District 2026 Budget

City Administrator Memo
Resolution 25-078
Resolution 25-079

C. Out of State Travel Request - Minnesota Transportation Alliance City Administrator Memo
9.

STAFF AND COUNCIL REPORTS AND DISCUSSION
A. Staff
B. Mayor and City Council

10. ADJOURN

2A

CITY OF SHOREWOOD
CITY COUNCIL WORK SESSION MEETING
MONDAY, AUGUST 11, 2025

5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
6:00 P.M.

MINUTES

1.

CONVENE CITY COUNCIL WORK SESSION MEETING

Mayor Labadie called the meeting to order at 6:00 P.M.
A.

Roll Call

Present:

Mayor Labadie; Councilmembers Labadie, Maddy, Sanschagrin, Gorham, and
DiGruttolo; City Attorney Shepherd; City Administrator Nevinski; Director of Public
Works Morreim; and, City Engineer Budde

Absent:

None

B.

Review Agenda

Sanschagrin moved, DiGruttolo seconded, approving the agenda as presented. Motion
passed 5/0.
2.

BUDGET WORK SESSION #4 – GENERAL FUND, LEVIES, AND TAX IMPACT

Finance Director Schmuck outlined the schedule of discussions related to the 2026 budget;
reviewed the City’s General Fund revenues/expenditures; changes for 2026 related to fire/police,
personnel, Lake Minnetonka Conservation District, agenda software, elections, minutes,
emergency alert, accounts receivable module, and property insurance. She noted that the
estimated property tax levy in June was around twelve percent, in July had been reduced to
around ten percent, and at the end of July was reduced to nine point seven two percent. She
outlined a snapshot of the items that will have a significant impact on the levy and the public
engagement opportunities available to residents.
Councilmember Sanschagrin asked about licenses and permits and noted that the City had
received more year-to-date in 2025 than the entire 2024 budget amount. He stated that he
understood the City was being conservative because it was difficult to say how much they would
be getting from fees.
Finance Director Schmuck explained that the City was expecting there to be a significant decline
in building permits and charges for services.
Councilmember Maddy noted that the City also cannot charge more than it costs to process a
permit.
Councilmember Sanschagrin referenced charges for services and stated that he had a similar
comment on this item, and asked if the City was being conservative with their projections.
Finance Director Schmuck stated that there was too much uncertainty related to the SCEC and
reminded the Council that the City could not increase the levy after September 8, 2025.

CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 2 of 4

Councilmember Sanschagrin stated that he would like to discuss the Park Improvement Capital
Fund increase from one hundred thirty-five thousand dollars to three hundred five thousand
dollars.
Finance Director Schmuck referenced the second page of the staff report and explained that they
had discussed shifting money from the Street Fund to the Park in the Long Term Financial Plan,
so it would have zero net effect. She noted that future financing will need to either be an increased
levy or bonding, but cautioned that it was very difficult to bond for park and recreation activities.
Councilmember DiGruttolo referenced the pie chart from the presentation related to expenditures
by program and asked the Council if they were happy with where things stood, and explained that
she was not happy. She stated that she did not think the numbers presented accurately reflected
the intention of the residents. She stated that she would like the Council to have conversations
on whether they should spend almost half of the budget on Public Safety and eight percent on
parks and recreation. She explained that in her time on the Council, she had not seen them say
‘no’ to a budget request or budget increase. She stated that when she worked in the government,
they were given a budget and told to stick to it, and had to make it work. She asked if the Council
was comfortable with where the budget numbers are and where they felt they should be.
Councilmember Sanschagrin stated that this was where he believed that the Police and Fire
Chiefs could use more support from the City related to financial management. He noted that he
would be interested to see how these numbers compare to other cities and thought that the Public
Safety number seemed high to him and appeared to be trending higher.
Councilmember Maddy cautioned that they cannot compare apples to apples with other cities
who has emergency services wholly within their own organizations for things like human
resources and building management tasks. He explained that for Shorewood, police and fire are
winging it by themselves and are taking on those costs, so it would not be a straight apples-toapples comparison unless the other ‘apples’ were also part of a JPA.
Councilmember DiGruttolo noted that she appreciated Councilmember Maddy’s perspective, but
asked how high he was willing to go and gave the example of them coming to the City next year
with a thirty percent increase and whether the City would then spend seventy percent of their
budget on Public Safety because that is what they asked for. She referenced the information
shared by the Police Chief during a recent presentation that an annual increase of around fifteen
percent was standard across the United States, and asked if the Council was comfortable with
that, and how they wanted to spend their money. She explained that the Council has not had a
discussion about this yet and asked if they would always say ‘yes’ to whatever budget request
Public Safety brings to the Council, or if they would consider setting a cap on the budget and
asking them to work within those parameters.
Mayor Labadie noted that police and fire were very different entities and historically, they have
not set a cap, as suggested by Councilmember DiGruttolo, but that did not mean they could not
do that in the future. She noted that she has sat in on many discussions related to the Police
Department and did not believe the Police Department could cut its budget any more than they
have without significantly altering the Department. She stated that she had only sat in on one
budget meeting with the Excelsior Fire District and explained that she was very concerned about
the operational costs, such as personnel, but did not think they should shortchange the budget
for capital or equipment costs. She stated that she agreed with Councilmember Maddy that it

CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 3 of 4

was very difficult to compare different departments, because Shorewood was part of a JPA. She
noted that the Police budget had been significantly pared down.
The Council discussed the Fire Department equipment purchases that all expire at the same time,
and whether it should be done differently so that it does not all come up for replacement at the
same time.
Councilmember DiGruttolo repeated her question about whether the Council was fine with
spending about forty-five percent of the City’s budget, every year, on Public Safety. She explained
that she had gotten a lot of pushback from residents on this and noted that not everyone was
happy spending that amount of money on Public Safety. She stated that the City did not appear
to have a cost-benefit analysis or data to tell them whether or not that was an appropriate number.
She explained that she believed this should be reviewed and that the Council should have a frank
conversation on these amounts and things like whether more money should be spent on parks
and recreation or streets.
Mayor Labadie stated that she believed that they were discussing two separate things, the
proposed 2026 budget numbers and a larger policy discussion going forward. She explained that
she was not sure that the Council would be able to start and conclude the larger policy discussion
before the deadline to set the Preliminary levy on September 30, 2025.
Councilmember DiGruttolo agreed that she agreed that they would not be able to have the larger
discussion wrapped up by September 30, 2025, but stated that the Council has not had this type
of conversation. She stated that when she raised concerns about how much Public Safety was
costing the City, the message she got was that it was not the right time to have those
conversations. She stated that she would like some guidance on the proper time for the Council
to discuss these things and gave examples of the kinds of conversation topics and questions she
would like to be able to ask about proposed expenditures.
Councilmember Maddy stated that the Excelsior Fire District has been working on the budget for
months and asked if Councilmember DiGruttolo had any places where they could make budget
cuts.
Councilmember DiGruttolo stated that she did not know where budget cuts could be made, but
noted that she had not seen a lot of cost-cutting measures taken. She stated that the City should
be a good steward of the taxpayers' money and explained that she did not believe that the City
ever really said ‘no’ to budget requests. She noted that there should be some places where the
Council can say ‘no’ because the request was a want, not a need.
Mayor Labadie stated that the Police Department has put forth a bare bones budget for what the
Department felt were needs and explained that they had looked at everything when considering
the budget, and shared examples of things that they looked at.
Councilmember Maddy stated that for fire, they have been working, but there has been a
demographic change, and they were running out of guys who were interested in being paid
twenty-two dollars an hour for two overnight weekends and weekly training. He noted that for
capital items, 2025 was just an unlucky year, because of the things that came due. He stated
that outside of those things, they would be at a three-point-five percent increase for base inflation.

CITY OF SHOREWOOD WORK SESSION COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 4 of 4

The Council discussed the development of the community, water hook-up charges, and the
importance of looking at possible offsets for budget increases.
Mayor Labadie explained that she did not want to cut off the discussion, but expressed concern
about being able to wrap up the Work Session in time to get things switched over for the regular
City Council meeting. She stated that following the Council’s discussion and debate related to
the General Fund, they would now be open to public comments regarding the budget materials
that were just presented. She stated that residents were always welcome to contact the City with
questions and comments, and could also schedule a time to meet with staff. She noted, for the
record, that there was nobody present at the meeting to speak during public comment. She
asked Finance Director Schmuck if she needed more direction from the Council.
Finance Director Schmuck stated that Police and Fire were the significant portion of the proposed
levy increase, and what would happen is that the boards for each organization would approve
their budgets and make recommendations to the City Council.
Mayor Labadie noted that the Police Board had already approved the budget, but the Fire Board
was meeting later this week for that purpose. She noted that Councilmember Maddy was the
current Chair of the Excelsior Fire District Board and suggested that if anyone had comments or
questions about the Fire Department budget that they direct them to him. She stated that the
meeting was also open to the public and believed there would be a Matters from the Floor type
section at the beginning of the meeting where people could speak. She reminded the Council
that there was a September 30, 2025, deadline for the City’s Preliminary levy, which can be
reduced, but cannot be raised after that time.
Councilmember DiGruttolo stated that she had a few more questions for Finance Director
Schmuck, but would send them to her via email.
Councilmember Sanschagrin requested that the Council try to identify items that could be cut, so
those items could be debated in order to try to reduce the overall levy amount.
Mayor Labadie asked Finance Director Schmuck to be honest with the Council if there were items
that could not be cut.
Finance Director Schmuck stated that the majority of the budget line items are things that cannot
be touched, such as union contracts and compensation agreements.
3.

ADJOURN

Sanschagrin moved, Gorham seconded, Adjourning the City Council Work Session
Meeting of August 11, 2025, at 7:00 P.M. Motion passed 5/0.

ATTEST:
Jennifer Labadie, Mayor

Sandie Thone, City Clerk

2B

CITY OF SHOREWOOD
CITY COUNCIL REGULAR MEETING
MONDAY, AUGUST 11, 2025

5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
7:00 P.M.
MINUTES

1.

CONVENE CITY COUNCIL REGULAR MEETING

Mayor Labadie called the meeting to order at 7:11 P.M.
A.

Pledge of Allegiance

B.

Roll Call

Present.

Mayor Labadie; Councilmembers Maddy, Sanschagrin, Gorham, and DiGruttolo;
City Attorney Shepherd; City Administrator Nevinski; Director of Public Works
Morreim; Finance Director Schmuck; and City Engineer Budde

Absent:

None

C.

Review Agenda

Sanschagrin moved, Gorham seconded, approving the agenda as presented.
Motion passed.
2.

CONSENT AGENDA

Mayor Labadie reviewed the items on the Consent Agenda.
Councilmember DiGruttolo asked to move items 2.F. and 2.H. to the regular agenda.
Mayor Labadie explained that those items would be moved to agenda item 8, General/New
Business, as items A and B.
Maddy moved, Sanschagrin seconded, Approving the Motions Contained on the Consent
Agenda and Adopting the Resolutions Therein.
A.

City Council Work Session Minutes of July 28, 2025

B.

City Council Regular Meeting Minutes of July 28, 2025

C.

Approval of the Verified Claims List

D.

Freeman Park Trail Improvements - Final Acceptance and Payment, City
Project 22-05, Approving RESOLUTION NO. 25-067, “A Resolution to
Approve and Accept Improvements and Authorize Final Payment for the
Freeman Park Trail Improvements Project; City Project 22-05”.

E.

Recruitment for Community Center Attendants

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 2 of 8

F.

New Hire: Administrative Assistant (moved to item 8.A.)

G.

Freeman Park Field 1 Fence Replace, Approving RESOLUTION NO. 25-068,
“A Resolution Approving a Proposed Public Improvement Project to Replace
the Field 1 Fence at Freeman Park”

H.

HVAC Maintenance Agreement (moved to item 8.B.)

I.

Accept Resignation of Senior Accountant and Approve Recruitment

Motion passed.
3.

MATTERS FROM THE FLOOR

4.

REPORTS AND PRESENTATIONS
A.

Christmas Lake AIS Program Update

Steve Sundberg, 6244 Ridge Road, Chanhassen, explained that he was the new President of the
Christmas Lake Home Owners Association. He provided a brief overview of a research project
that they, along with the Lake Minnetonka Association, have been supporting, which focuses on
the evolving use of eDNA in the early detection of AIS. He also shared concerns regarding Starry
Stonewort and Hydrilla.
Joe Schneider, 21125 Christmas Lane, expressed his appreciation for the public/private
partnership between the Christmas Lake Association, the City, and the County. He explained
that there are access gates to the parking lot that have not been working for about ten years and
noted that they plan to fund the gate repairs. He stated that they were requesting that the City
commit to repairing the asphalt around the gates as soon as possible.
Public Works Director Morreim stated that he had not been out to look at the area, but explained
that it should be easy for them to add to their patching repair plans.
City Administrator Nevinski explained that for anyone watching the meeting on Zoom, they
appeared to be having problems with their camera, but believed that the audio and the PowerPoint
slides were working normally.
Councilmember Maddy asked if the area that needed to be patched was public property. Public
Works Director Morreim stated that he was pretty positive it was owned by the City.
5.

PARKS
A. Report by Commissioner Wenner on July 22, 2025, Park Commission Meeting

Park Commissioner Wenner gave an overview of the discussion and recommendations from the
July 22, 2025, Park Commission meeting.
Councilmember DiGruttolo noted that the Park Commission had moved the Cathcart funding to
the following year and asked what needed to be done at Cathcart. Commissioner Wenner

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 3 of 8

explained that within the CIP budget, they have around $200,000 earmarked for new equipment
because it was aging out. She noted that they had discussed buying new equipment, but were
also considering whether it might be feasible to sandblast and repaint the existing equipment,
because it was structurally fine. City Administrator Nevinski noted that because the City was in
the middle of doing the Parks Master Plan, some of the anticipated projects may shift around.
He explained that they would not know this information in time to set the budget, so part of what
they were looking to do was to have money there, so if something is identified through this process
that is urgent in 2026, they would have some money to do it.
Mayor Labadie asked the Park Commission to check into the possibility of getting paint donated
for the hockey boards and also dedication bricks for the walkways as a way to potentially help
fund some park improvements. Commissioner Wenner noted that she would like to see the City
come up with a way to recognize volunteers or businesses who make donations to the City, such
as paint for the hockey boards.
Councilmember DiGruttolo noted that at one of their recent meetings, Mayor Labadie had
suggested that the Park Commission contact the high school to see if there may be interest in
having a student serving on the Commission, in a non-voting capacity. She stated that she would
like to see the City explore this idea.
6.

PLANNING

7.

ENGINEERING/PUBLIC WORKS
A. SE Area Water Treatment Contract, City Project 24-08

Public Works Director Morreim outlined the proposed repairs and improvements to the SE Area
Water Treatment area, reviewed the four bids received, and explained that staff was
recommending moving forward with Magney Construction, Inc. He briefly reviewed the contract
pricing, where the funding would come from, ways to bridge the gap in the estimate and the bids,
and noted that it would be reduced by thirty-five thousand and could potentially have an additional
savings of twelve thousand dollars, depending on some of the test results.
Councilmember DiGruttolo stated that the plans were to replace the existing controls because of
the aging computer system, which she assumed was a SCADA issue, and asked if there were
any cyber possibilities. Public Works Director Morreim explained that the controls were separate
from the SCADA controls. He stated that for their cybersecurity, with these controls, the City will
get the data, but the systems cannot be controlled from an external computer unless there is a
device plugged in at the building. He stated that in this instance, the cybersecurity is a bit on the
low-tech side, but it works better than many others, where things can be controlled remotely.
Councilmember asked if the $60,000 for engineering and administrative fees was high. Public
Works Director Morreim explained the reasons that he believed those fees were reasonable.
Councilmember Gorham asked if the City had the materials they had preordered. City Engineer
Budde noted that the City was waiting for the contractor to accept the materials, unload them at
the site, and put them into their hands, as the responsible party.
Councilmember DiGruttolo asked what the risk was of not doing the chlorine HVAC thing with this
project. City Engineer Budde stated that the plan would be to package the HVAC with one of the

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 4 of 8

alternatives and do it as a future CIP project. He explained that the system was old, but Public
Works staff had communicated that it was still functioning.
Gorham moved, Sanschagrin seconded, Approving RESOLUTION 25-069, “A Resolution
to Accept Bids and Award Contract for the SE Area Water Improvements Project; City
Project 24-08.” Motion carried.
B. Surplus Items
Public Works Director Morreim outlined the maintenance equipment and other miscellaneous
items that staff would like to sell. He explained that Public Works had been putting together a list
of smaller capital items that they would like to use the proceeds of this sale to purchase, including:
magnetic manhole lifter; portable radar speed limit signs; brine storage tank/transfer pump;
shipping container; logging grapple attachment; stump grinder attachment; and mowing deck
attachment.
Councilmember Gorham asked if the smaller capital items were included in the CIP. Public Works
Director Morreim explained that they were not included in the CIP and were items that have come
up over the last year.
Councilmember DiGruttolo stated that she loved this approach with ingenuity and innovation in
their approach to sell equipment and use the proceeds for additional Public Works needs. She
asked if they would get additional proceeds if they were able to purchase another shipping
container for use as a makeshift bay or for some other use.
Sanschagrin moved,
DiGruttolo seconded, Approving RESOLUTION 25-070, “A
Resolution Declaring Inventory as Surplus and Authorizing the Sale of the Same or
Disposal of” Motion carried.
DiGruttolo moved, Sanschagrin seconded, Approving the Procurement of Small Capital
items, as presented, following the surplus disposal approved in RESOLUTION 25-070.
Motion carried.
8.

GENERAL/NEW BUSINESS
A. New Hire: Administrative Assistant (formerly Consent Agenda item 2.F.)

Councilmember DiGruttolo explained that she was surprised that the City would consider hiring
an Administrative Assistant at a Grade 7, Step F, because it is near the top of the scale. She
stated that she felt this salary was a lot for the expectations and duties in this position. City
Administrator Nevinski noted that Grade 7 was part of the City’s compensation plan, which had
been updated in 2023 following a compensation study. He stated that the previous employee in
this position was also in Grade 7 and explained that one of the reasons the City had the grid
system in the compensation plan was so they knew where to properly place people, so there was
consistency. He explained that it also speaks to fairness and noted that the individual the City
was looking to hire had 25 years of experience in local government, which staff felt was worth
something.
Councilmember DiGruttolo stated that it felt like a moot point and noted that there would be very
little room for the opportunity to be promoted because she would be starting at the very top. She

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 5 of 8

asked if this job required somebody who had 25 years of experience, and that was why staff had
recommended this individual. City Administrator Nevinski stated that staff went through the
process of reviewing about 150 applications. He explained that they were fortunate that some
very talented people had applied, and this individual rose to the top in terms of skill set and
personality. He stated that this is a very public-facing position, so having the customer service
experience and the ability to understand and work within a government organization was
important and valuable.
Councilmember DiGruttolo stated that what City Administrator Nevinski just described made
sense, but still questioned whether the City needed to hire someone with that amount of
experience at that pay level. City Administrator Nevinski reiterated that this individual rose to the
top throughout the interview process.
Councilmember DiGruttolo suggested that the Council had not given good enough guidance on
what they were expecting and reiterated that this seemed like a lot of money. She stated that
when they had been discussing the budget, the Council was told that staffing is the largest
expense, and she believed that, in this hire, the City could have saved a bit of money. City
Administrator Nevinski clarified that staff were following established processes that the Council
had approved. He stated that was their guidance, and there was some wiggle room within that
guidance to make some judgment calls based on candidates, which they need to be able to
operate efficiently and effectively.
Councilmember Sanschagrin stated that perhaps they can just provide additional direction for the
future because there was not much that could be done in this instance. He stated that he thought
the point that Councilmember DiGruttolo was trying to make was asking the question about
whether the City needed the Cadillac or if they could have gone with the Ford Pinto, with someone
with less experience who would cost the City less money.
Finance Director Schmuck stated that the compensation study done in 2023 created this grade
and step level and explained how the step increases worked in this system. Councilmember
DiGruttolo expressed confusion and asked if, no matter what choice they made, within a few
years, the City would be paying an Administrative Assistant one hundred thousand dollars per
year. Finance Director Schmuck clarified that the pay scale did not go up to one hundred thousand
dollars and noted that the pay scale was just for the salary and did not include the benefits.
Sanschagrin moved, Maddy seconded, Approving the hire of Sheila Van Sloun as a
probationary employee in the capacity of Administrative Assistant for the City of
Shorewood. Motion carried 4-1 (DiGruttolo opposed).
B. HVAC Maintenance Agreement (formerly Consent Agenda item 2.H.)
Councilmember DiGruttolo asked how many HVAC systems the City has in its three main
buildings. Public Works Director Morreim explained that City Hall has five, the SCEC has six, and
Public Works has one a/c unit, and six or seven heating units, so in total there would be around
twenty systems.
Councilmember DiGruttolo asked if the City needed the HVAC tracker software or if that could
just be done by staff. Public Works Director Morreim stated that with the former contractor, there
was nothing logged in for the City to be able to access, and this tracker software will provide the

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 6 of 8

ability to have a more of an open-facing system. He stated that this could probably be done
manually, but it would take up a lot more of his time.
Councilmember DiGruttolo asked if the City would need to pay one thousand dollars every year
for access to the software. Public Works Director Morreim stated that they will have to pay that
fee as long as they want the software. He noted that there are plans for asset management
software, so if building items could be encompassed within that, he would anticipate they would
transition this tracking to that system.
Councilmember DiGruttolo asked if the City had a replacement plan for the units that were already
twenty to twenty-five years old.Public Works Director Morreim explained that there was a standing
mechanical item included in the City’s CIP, but noted that the budgeted amount was essentially
just the cost for one unit. He stated that he believed the ability to track this information would help
the City be able to budget better for future replacements.
Sanschagrin moved, Maddy seconded, Approving the Service Agreement for Schwickert’s
Tecta America, LLC, for HVAC Maintenance Services at City Hall, Shorewood Community
and Event Center, and the Public Works Maintenance Facility. Motion carried.
9.

STAFF AND COUNCIL REPORTS AND DISCUSSION
A.

Staff
1.

Response to Matters from the Floor on July 28, 2025

City Administrator Nevinski stated that in the staff report, he had laid out the process for approvals
related to Eureka Road and the 2025 Mill and Overlay project in the City. He stressed that the
plans were included throughout the approval process for anyone to be able to see.
Other
Public Works Director Morreim stated that a new employee, Robert Huckstrom, began about two
weeks ago and has been able to hit the ground running. He stated that Public Works has spent
the last three weeks doing tree removal at Freeman Park and, thus far, has removed about one
hundred trees in conjunction with Hennepin County and has prepped another fifty trees. He
explained that they are planning to continue this process through the next six to twelve months.
He noted that the City will have a contractor in the park to handle some of the larger tree removals
that are necessary. He stated that Public Works had also been working on pothole patching,
buckthorn removal, and had also spent some time watering trees.
City Engineer Budde stated that the contractor had finished paving the 2025 Mill and Overlay
streets and was working on final clean-up and turf establishment. He stated that staff has
prepared a punch list that they will be sending to them, so they can start checking those items off.
He stated that staff were continuing to work on the Galpin Lake Trail design project and the Mill
Street Watermain project.
Finance Director Schmuck stated that they have received some questions related to the audit
RFP and expected the bids to come in at the end of next week.

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 7 of 8

City Administrator Nevinski stated that on the Planning front, the City was working with a
consultant on the zoning audit, which would most likely be discussed by the Council sometime in
October. He stated that the rental licensing module that the Council had approved was up and
running, and the renewal process would start in October. He stated that related to Parks, the
Master Plan survey will close on August 14, 2025, and stakeholder meetings will be held on
August 15, 2025. He reminded the Council that Movie in the Park would be August 22, 2025, at
Freeman Park, where they will show Lilo and Stitch. He stated that the Excelsior Fire District
budget would be discussed on August 13, 2025, by the Board. He thanked everyone who
participated in Night to Unite activities and encouraged the Council to send him any comments or
feedback they may have. He stated that he had distributed information on the dais related to
MnDOT and Highway 7, additional budgetary needs for the recommendations that will be coming
out of the corridor study, and the possibility of sending one member of the Council to a conference
to meet with legislators regarding funding. He noted that he had also attached the Council’s policy
related to out-of-state travel and explained that if this was something that the Council supported,
staff would bring it back at the next meeting for formal approval of sending someone out. He
stated that he would estimate the cost to send someone to the Capitol would be from one
thousand five hundred dollars to two thousand dollars.
Mayor Labadie stated that this was an important event to attend and explained the reasons she
felt going this year, along with the mayor of Minnetonka, made sense, rather than waiting until
next year. She noted that Senator Ann Johnson Stewart met with area mayors last week and told
them that she was aware of the potential funding gap for the Highway 7 project and expressed
the need to begin lobbying. She explained that she would be interested in traveling to
Washington, D.C. alongside the Minnetonka mayor, if it could be approved.
Councilmember DiGruttolo asked what Mayor Labadie expected to learn or gain in Washington,
D.C. that could not be learned/gained back in Minnesota because this is a local Minnesota
problem. Mayor Labadie explained that there would also be a large conference in Washington,
D.C., so there would be representatives from MnDOT, along with everyone related to
transportation. She stated that she believed it was a good contact and networking opportunity for
the Highway 7 project. She noted that she was not completely sure what they would gain by
attending, which is why she felt it was important to attend, alongside the Minnetonka mayor, who
has experience with this. She asked City Engineer Budde about the lobbying efforts that Bolton
and Menk had done for other corridor projects.
City Engineer Budde acknowledged that Bolton and Menk had been involved and stated that it
was a process. He stated that Shorewood has focused on the safety aspect of the Highway 7
project being the priority, so being able to lobby and get Federal funds to fill the gap would be a
realistic solution. He stated that the ultimate goal would be to try to get a large amount of Federal
funding to fill the funding gap for this project in 2029, but also for future improvements along the
entire corridor.
Councilmember DiGruttolo asked if Mayor Labadie would be lobbying in Washington, D.C.Mayor
Labadie explained that they would be attending the Transportation Alliance meeting and would
have private meetings set up with various officials.
Councilmember Gorham asked if the lobbying activities would be tied to the Transportation
Alliance.Mayor Labadie stated that her understanding was that it would involve attending the
seminar and then, in addition to that, having the chance to meet with the elected officials, but she
did not know if those individuals would also be attending the conference.

CITY OF SHOREWOOD REGULAR COUNCIL MEETING MINUTES
AUGUST 11, 2025
Page 8 of 8

Councilmember Gorham explained that he had been part of projects where they had made trips
to Washington, D.C., and believed there was value in meeting on their turf and showing the
dedication and passion to a project. Mayor Labadie stated that it sounded like the Council wanted
additional information before approving travel to Washington, D.C.
Councilmember DiGruttolo explained that she would like to see exactly what Mayor Labadie
hoped to get out of traveling to Washington, D.C., and what she would consider a success. She
stated that, in her opinion, a networking event in Washington, D.C. would not be worth spending
two thousand dollars of the City’s money.
The Council discussed the pros and cons of sending someone to Washington, D.C. to attend the
conference and lobby, funding options since this would be an unbudgeted expense, and advice
from the Minnetonka mayor.Mayor Labadie stated that she would bring back additional details to
the next Council meeting for consideration.
B.

Mayor and City Council

Councilmember DiGruttolo thanked City Administrator Nevinski for allowing her to ride along with
him during Night to Unite. She noted that most of the feedback she heard that night was positive,
except for feedback that people who live on Radisson Road really want water and were angry
with the City because they felt as though they were being ignored.
Councilmember Gorham stated that he heard positive feedback about City Engineer Budde
regarding the street projects in the Shorewood Oaks area.
Councilmember Sanschagrin suggested that they add the inventory of city-owned properties to
the ‘Tentative Topics’ list. City Administrator Nevinski stated that the item could be added to a
future agenda as an informational update. Councilmember Sanschagrin stated that there was a
meeting coming up with the LMCC on August 14, 2025, and briefly reviewed the proposed agenda
items.
Mayor Labadie stated that there was great attendance at the Night to Unite activities. She stated
that Senator Ann Johnson Stewart met with the mayors in her district and gave an overview of
the topics of discussion during the meeting.
10.

ADJOURN

Sanschagrin moved, Gorham seconded, Adjourning the City Council Regular Meeting of
July 14, 2025, at 9:04 P.M.
Motion passed.
ATTEST:

Sandie Thone, City Clerk

Jennifer Labadie, Mayor

2C
CITY OF SHOREWOOD
CITY COUNCIL CLOSED SESSION MEETING
MONDAY, AUGUST 11, 2025

5755 COUNTRY CLUB ROAD
COUNCIL CHAMBERS
9:09 P.M.

MINUTES
1.

CONVENE CITY COUNCIL CLOSED SESSION MEETING

Mayor Labadie called the meeting to order at 9:09 P.M.
A.

Roll Call

Present.

Mayor Labadie; Councilmembers DiGruttolo, Maddy, Sanschagrin, and Gorham;
City Administrator Nevinski

Absent:

None

B.

Review Agenda

Maddy moved, DiGruttolo seconded, approving the agenda as presented. Motion passed
5/0.
2.

CLOSED SESSION: City Administrator Annual Performance Review

Maddy moved, DiGruttolo seconded, moving into closed session as presented and read
aloud by Mayor Labadie at 9:12 P.M. the below statement. Motion passed 5/0.
Pursuant to Minnesota Statutes, section 13D. 03, subdivision 1(b), the City Council will move into
a Closed Session to discuss the performance of the City Administrator.
The City Administrator reviewed progress to date on the Council’s 2025 Strategic Priorities. The
Council noted it was pleased with the administrator’s performance, discussed areas and activities
he did well and actions the Administrator could take to better support the Council in its role.
Maddy moved, Sanschagrin seconded, moving to reopen the closed session at 9:51 P.M.
Motion passed 5/0.
3.

ADJOURN

Maddy moved, Sanschagrin seconded, Adjourning the City Council Closed Session
Meeting of August 11, 2025, at 9:52 P.M. Motion passed 5/0.
ATTEST:

Sandie Thone, City Clerk

Jennifer Labadie, Mayor

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Item
2D

Verified Claims
August 28, 2025
Jeanne Schmuck, Finance Director
Claims Lists

Background:
Council is asked to verify payment of the attached claims. The claims include compensation,
operational or contractual expenditures anticipated in the current budget, or otherwise
approved by the Council. Funds will be distributed following approval of the claims list.
Claims for Council authorization:
Payroll-08-11-2025-ACH
Payroll-08-11-2025-AP
Council-08-25-2025

$ 90,780.54
$ 95,970.40
$395,093.56

Total Claims: Checks & ACH

$581,844.50

Financial or Budget Considerations
The expenditures have been reviewed and determined to be reasonable, necessary, and
consistent with the City's budget.
Action Requested
Motion to approve the claims list as presented.

Clearing House
Distribution Report
User:
Printed:
Batch:

[email protected]
08/21/2025 - 2:08PM
00001.08.2025 - PR 8/11/2025

Account Number

Debit

Credit

700-00-1010-0000
700-00-2170-0000

0.00
90,780.54

90,780.54
0.00

90,780.54

90,780.54

90,780.54

90,780.54

Report Totals:

CH-Distribution Report (08/21/2025 - 2:08 PM)

Account Description
CASH AND INVESTMENTS
GROSS PAYROLL CLEARING

Page 1

Invoice Date

00003.08.2025 - PR 8/11/2025

08/11/2025 - 2:35PM

[email protected]

210.00

209.51

AFSCME CO 5 MEMBER

AFSCME MN COUNCIL 5 - UNION DUES
12
8/11/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

700-00-2189-0000 VOLUNTARY-MEDICAL INSURANCE

476.76

700-00-2189-0000 VOLUNTARY-MEDICAL INSURANCE
8/11/2025

69.59
278.72

8/11/2025

209.51

AFSCME MN COUNCIL

700-00-2189-0000 VOLUNTARY-MEDICAL INSURANCE
8/11/2025

ALLSTATE BENEFITS
1511

209.51

Total:

700-00-2182-0000 UNION DUES

210.00

210.00

Amount

Total:

700-00-2185-0000 DENTAL - UNION

AFSCME CO 5 MEMBER HEALTH FUND-UNION DENTAL
4
8/11/2025

Account Number

Invoice Number

User:
Printed:
Batch:

To Be Paid Proof List

Accounts Payable

Task Label

PO #

PR Batch 00001.08.2025 Insurance-Hospital Benefit
No
PR Batch 00001.08.2025 Insurance-Critical Benefit

PR Batch 00001.08.2025 Insurance-Hospital Benefit
0.00 08/11/2025
PR Batch 00001.08.2025 Insurance-Critical Benefit

No

No

PR Batch 00001.08.2025 Insurance-Accident Benefit
No

PR Batch 00001.08.2025 Union Dues

No

Close PO

PR Batch 00001.08.2025 Dental-Union Benefit

Reference

Type

PR Batch 00001.08.2025 Insurance-Accident Benefit
0.00 08/11/2025

0.00 08/11/2025

PR Batch 00001.08.2025 Union Dues

0.00 08/11/2025

PR Batch 00001.08.2025 Dental-Union Benefit

0.00 08/11/2025

Description

Quantity Payment Date

Page 1

0

0

0

0

0

Line #

1,956.14
1,956.14
18,279.20

700-00-2174-0000 FICA/MEDICARE TAX PAYABLE
8/11/2025

700-00-2174-0000 FICA/MEDICARE TAX PAYABLE
8/11/2025

700-00-2174-0000 FICA/MEDICARE TAX PAYABLE
8/11/2025

8/11/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

115.89

227.10

FIDELITY SECURITY LI

700-00-2188-0000 VOLUNTARY-IDENITY THEFT

GEN DIGITAL, INC.
1510

227.10

Total:

700-00-2186-0000 VOLUNTARY VISION

227.10

38,919.82

EFTPS - FEDERAL W/H T

FIDELITY SECURITY LIFE INSURANCE COMPANY
1165
8/11/2025

38,919.82

Total:

700-00-2172-0000 FEDERAL WITHHOLDING PAYABLE

8,364.17

8,364.17

825.07

ALLSTATE BENEFITS To

8/11/2025

825.07

Amount

Total:

Invoice Date

700-00-2174-0000 FICA/MEDICARE TAX PAYABLE
8/11/2025

EFTPS - FEDERAL W/H
5

Account Number

Invoice Number

PR Batch 00001.08.2025 Protection-NortonLife Benefit

0.00 08/11/2025

PR Batch 00001.08.2025 Vision-Avesis Benefit

0.00 08/11/2025

No

0

0

0

0

0

0

0

Line #

Page 2

PR Batch 00001.08.2025 Protection-NortonLife Benefit

No

PR Batch 00001.08.2025 Vision-Avesis Benefit

PR Batch 00001.08.2025 Federal Income Tax

PR Batch 00001.08.2025 Medicare Employer Portion
No

PR Batch 00001.08.2025 Medicare Employer Portion
0.00 08/11/2025
PR Batch 00001.08.2025 Federal Income Tax

PR Batch 00001.08.2025 Medicare Employee Portion
No

PR Batch 00001.08.2025 Medicare Employee Portion
0.00 08/11/2025

No

Close PO

PR Batch 00001.08.2025 FICA Employer Portion
No

PO #

PR Batch 00001.08.2025 FICA Employer Portion
0.00 08/11/2025

Reference

Type

PR Batch 00001.08.2025 FICA Employee Portion
No

Task Label

PR Batch 00001.08.2025 FICA Employee Portion
0.00 08/11/2025

0.00 08/11/2025

Description

Quantity Payment Date

7,022.30
370.73

700-00-2171-0000 HEALTH INSURANCE PAYABLE
8/11/2025

700-00-2171-0000 HEALTH INSURANCE PAYABLE
8/11/2025

1,604.70

885.60
937.14

HEALTHPARTNER-DEN

KANSAS CITY LIFE INSURANCE COMPANY
686
8/11/2025

700-00-2181-0000 DISABILITY INSURANCE
8/11/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

700-00-2181-0000 DISABILITY INSURANCE

1,604.70

1,604.70

Total:

700-00-2184-0000 DENTAL DELTA

8/11/2025

25,286.27

HEALTH PARTNERS-ME

HEALTHPARTNER-DENTAL
1166

25,286.27

Total:

700-00-2171-0000 HEALTH INSURANCE PAYABLE

1,327.87

16,565.37

700-00-2171-0000 HEALTH INSURANCE PAYABLE
8/11/2025

8/11/2025

115.89

GEN DIGITAL, INC. Tota

Amount

115.89

Invoice Date

Total:

HEALTH PARTNERS-MEDICAL
6

Account Number

Invoice Number

PR Batch 00001.08.2025 Long Term Disability Benefit
No
PR Batch 00001.08.2025 Short Term Disability Benefit

PR Batch 00001.08.2025 Short Term Disability Benefit

No

PR Batch 00001.08.2025 Dental-Non Union Benefit

No

PR Batch 00001.08.2025 Health Insurance - CoPay

PR Batch 00001.08.2025 Long Term Disability Benefit
0.00 08/11/2025

0.00 08/11/2025

PR Batch 00001.08.2025 Dental-Non Union Benefit

0.00 08/11/2025

PR Batch 00001.08.2025 Health Insurance - CoPay

Page 3

PR Batch 00001.08.2025 Health Insurance-CoPay Benefit
No

0

0

0

0

0

0

0

Line #

PR Batch 00001.08.2025 Health Insurance-CoPay Benefit
0.00 08/11/2025

No

Close PO

PR Batch 00001.08.2025 Health Insurance-HSA
No

PO #

PR Batch 00001.08.2025 Health Insurance-HSA
0.00 08/11/2025

Reference

Type

PR Batch 00001.08.2025 Health Insurance-HSA-Benefit
No

Task Label

PR Batch 00001.08.2025 Health Insurance-HSA-Benefit
0.00 08/11/2025

0.00 08/11/2025

Description

Quantity Payment Date

6,963.08

MINNESOTA DEPARTMENT OF REVENUE
11
8/11/2025

6,963.08

1,091.62

MINNESOTA DEPARTM

MINNESOTA LIFE INSURANCE COMPANY
7
8/11/2025

1,091.62

2,166.20
100.00

MINNESOTA LIFE INSU

MISSION SQUARE RETIREMNT-302131-457
2
8/11/2025

700-00-2176-0000 DEFERRED COMPENSATION
8/11/2025

2,266.20

MISSION SQUARE RETI

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

NCPERS GROUP LIFE INSURANCE

2,266.20

Total:

700-00-2176-0000 DEFERRED COMPENSATION

1,091.62

Total:

700-00-2180-0000 LIFE INSURANCE

6,963.08

Total:

700-00-2173-0000 STATE WITHHOLDING PAYABLE

1,822.74

KANSAS CITY LIFE INS

Amount

1,822.74

Invoice Date

Total:

Account Number

Invoice Number
Task Label

PR Batch 00001.08.2025 Mission Sq-Flat Amount-Roth457

PR Batch 00001.08.2025 MissionSq-Flat Amount-Pre-Tax
0.00 08/11/2025

0.00 08/11/2025

PR Batch 00001.08.2025 MN-Life Insurance Benefit

0.00 08/11/2025

PR Batch 00001.08.2025 State Income Tax

0.00 08/11/2025

Description

Quantity Payment Date

PO #

Page 4

PR Batch 00001.08.2025 Mission Sq-Flat Amount-Roth457

0

0

0

0

Line #

PR Batch 00001.08.2025 MissionSq-Flat Amount-Pre-Tax
No

No

PR Batch 00001.08.2025 MN-Life Insurance Benefit

No

No

Close PO

PR Batch 00001.08.2025 State Income Tax

Reference

Type

1,558.11

700-00-2183-0000 HEALTH SAVINGS ACCOUNT
8/11/2025

8/11/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

Total:

700-00-2187-0000 VOLUNTARY-LEGALSHIELD

8/11/2025

197.55

197.55

13,433.47

PERA Total:

PRE-PAID LEGAL SERVICES, INC
1512

13,433.47

Total:

700-00-2175-0000 PERA WITHHOLDING PAYABLE

7,196.49

6,236.98

2,612.38

OPTUM BANK Total:

700-00-2175-0000 PERA WITHHOLDING PAYABLE
8/11/2025

PERA
9

2,612.38

Total:

700-00-2183-0000 HEALTH SAVINGS ACCOUNT

1,054.27

8/11/2025

OPTUM BANK
665

160.00

NCPERS GROUP LIFE IN

160.00

Amount

160.00

8/11/2025

Invoice Date

Total:

700-00-2180-0000 LIFE INSURANCE

10

Account Number

Invoice Number
Task Label

PR Batch 00001.08.2025 Protection-LegalShield Benefit

0.00 08/11/2025

PR Batch 00001.08.2025 MN PERA Benefit Employer

PR Batch 00001.08.2025 MN-PERA Deduction
0.00 08/11/2025

0.00 08/11/2025

PR Batch 00001.08.2025 HSA-Optum Bank-Employee

PR Batch 00001.08.2025 HSA-Optum Bank-Benefit
0.00 08/11/2025

0.00 08/11/2025

PR Batch 00001.08.2025 PERA Life Benefit

0.00 08/11/2025

Description

Quantity Payment Date

PO #

Page 5

0

0

0

0

0

0

Line #

PR Batch 00001.08.2025 Protection-LegalShield Benefit

No

PR Batch 00001.08.2025 MN PERA Benefit Employer

PR Batch 00001.08.2025 MN-PERA Deduction
No

No

PR Batch 00001.08.2025 HSA-Optum Bank-Employee

PR Batch 00001.08.2025 HSA-Optum Bank-Benefit
No

No

No

Close PO

PR Batch 00001.08.2025 PERA Life Benefit

Reference

Type

8/11/2025

PRE-PAID LEGAL SERVI

Invoice Date

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/11/2025 - 2:35 PM)

95,970.40

25.00

VOYA FINANCIAL Total

Report Total:

25.00

25.00

197.55

Amount

Total:

700-00-2176-0000 DEFERRED COMPENSATION

VOYA FINANCIAL
1091

Account Number

Invoice Number
Task Label

PR Batch 00001.08.2025 Deferred Comp-Yoya-PreTax

0.00 08/11/2025

Description

Quantity Payment Date

PO #

No

Close PO

PR Batch 00001.08.2025 Deferred Comp-Yoya-PreTax

Reference

Type

Page 6

0

Line #

8/4/2025

79.75

ARCPOINT LABS OF ED

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

79.75

79.75

16547 Total:

101-32-4305-0000 DRUG TESTING

7/31/2025

76,781.00

AMERICAN LAND AND

ARCPOINT LABS OF EDINA
817
16547

76,781.00

76,781.00

Excelsior Woods Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

8/21/2025

52.00

ADVANCED IMAGING S

AMERICAN LAND AND CAPITAL
1569
Excelsior Woods

52.00

52.00

Amount

INV360509 Total:

101-19-4221-0000 MAINTENANCE OF EQUIPMENT

ADVANCED IMAGING SOLUTIONS
105
INV360509

Account Number

Invoice Date

00004.08.2025 - Council-08-25-2025

Batch:

Invoice Number

08/21/2025 - 1:49PM

User:
Printed:

[email protected]

To Be Paid Proof List

Accounts Payable

Task Label

FMCSA Drug Testing Mgmt.

0.00 08/25/2025

Partial Release Surety Bond Excelsior Woods

0.00 08/25/2025

Konica Minolta/C658 Copier-August Base Rate Chg

0.00 08/25/2025

Description

Quantity Payment Date
Reference

Type

PO #

No

No

No

Close PO

Page 1

0

0

0

Line #

7/28/2025

Invoice Date

7/27/2025

74.68
156.77

101-32-4247-0000 TREES PURCHASED-PWs
7/27/2025
*** Jul-2025-ChrisH

101-32-4212-0000 MOTOR FUELS & LUBRICANTS
7/27/2025
*** Jul-2025-ChrisH

8/21/2025

7/27/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

101-19-4223-0000 MAINTENANCE OF BUILDINGS
7/27/2025
*** Jul-2025-CityCard

*** Jul-2025-CityCard

Jul-2025-CityCa Total:

101-00-2085-0000 PERMIT SURCHARGES PAYABLE

Jul-2025-CityCa

7/27/2025

Jul-2025-ChrisP Total:

101-32-4245-0000 GENERAL SUPPLIES

Jul-2025-ChrisP

Jul-2025-ChrisH Total:

101-32-4245-0000 GENERAL SUPPLIES

15,507.80

40.00

4,034.79

4,034.79

34.90

34.90

500.26

245.08

101-52-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-ChrisH

*** Jul-2025-ChrisH

23.73

50.00

7/27/2025

Jul-2025-Brenda Total:

50.00

855.17

ARVIG Total:

101-13-4433-0000 DUES AND SUBSCRIPTIONS

BANK OF MONTREAL
868
Jul-2025-Brenda

855.17

855.17

Amount

August 2025 Total:

101-19-4321-0000 COMMUNICATIONS - VOICE/DATA

ARVIG
1412
August 2025

Account Number

Invoice Number
Task Label

No

No
No

Culligan Bottled Water - C.H.
0.00 08/25/2025

No

0.00 08/25/2025

Dept of Labor-State Surcharge 2nd Qtr

0.00 08/25/2025

Bottle Water

0.00 08/25/2025

No

No

Fuel
0.00 08/25/2025
Garbage Can Lids

No

Tree Watering Bags
0.00 08/25/2025

No

No

Close PO

No

PO #

Pest Control Product
0.00 08/25/2025

Reference

Type

0.00 08/25/2025

MCFOA Membership

0.00 08/25/2025

Act#3101049-August Phones/Internet Services

0.00 08/25/2025

Description

Quantity Payment Date

Page 2

0

0

0

0

0

0

0

0

0

0

Line #

401.60
23.49

621-00-4400-0026 ORGANIC GARBAGE
7/27/2025
*** Jul-2025-CityCard

30.38
45.93
30.00
8.58

101-18-4351-0000 PRINTING AND PUBLISHING
7/27/2025
*** Jul-2025-EricW

101-53-4351-0000 PRINTING AND PUBLISHING
7/27/2025
*** Jul-2025-EricW

101-32-4351-0000 PRINTING AND PUBLISHING
7/27/2025
*** Jul-2025-EricW

101-53-4351-0000 PRINTING AND PUBLISHING
7/27/2025
*** Jul-2025-EricW

7/27/2025
7/27/2025

101-18-4200-0000 OFFICE SUPPLIES
*** Jul-2025-Jake

101-18-4200-0000 OFFICE SUPPLIES
*** Jul-2025-Jake

7/27/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

101-32-4221-0000 MAINTENANCE OF EQUIPMENT

*** Jul-2025-Jeremy

Jul-2025-Jake Total:

101-18-4221-0000 MAINTENANCE OF EQUIPMENT

7/27/2025

*** Jul-2025-Jake

Jul-2025-EricW Total:

101-53-4444-0000 ENTERTAINMENT IN THE PARK

781.44

340.77

279.30

6.49

54.98

145.26

30.37

*** Jul-2025-EricW

7/27/2025

Jul-2025-CityCard Total:

17,823.56

62.12

601-00-4263-0000 WATER PURCHASES-CHANHASSEN
7/27/2025
*** Jul-2025-CityCard

101-24-4321-0000 COMMUNICATIONS - VOICE/DATA

143.61

201-00-4400-0000 CONTRACTUAL SERVICES
7/27/2025
*** Jul-2025-CityCard

1,190.27

601-00-4263-0000 WATER PURCHASES-CHANHASSEN
7/27/2025
*** Jul-2025-CityCard

101-32-4400-0000 CONTRACTUAL SERVICES
7/27/2025
*** Jul-2025-CityCard

Amount

454.67

Invoice Date

621-00-4400-0000 CONTRACTUAL SERVICES
7/27/2025
*** Jul-2025-CityCard

Account Number

Invoice Number

No
No
No
No

Curbside Waste-SSCC
0.00 08/25/2025
Chanhassen-18505-000-Water Charge
0.00 08/25/2025
Republic Services-Organic Recycling
0.00 08/25/2025

No
No
No
No

Business Cards Aaron
0.00 08/25/2025
Business Cards Mitch
0.00 08/25/2025
Business Cards Andy
0.00 08/25/2025
Parks Surve Cards
0.00 08/25/2025

No

Phone Case
0.00 08/25/2025

Hydraulic Hoses

0.00 08/25/2025

No

No

Computer Supplies
0.00 08/25/2025

Standing Desk

No

0.00 08/25/2025

Water/Ice Concert in Park

No

0.00 08/25/2025

AT&T - Wade's Ipad

No

Close PO

Chanhassen-18505-001-Water Charge
0.00 08/25/2025

PO #

No

Reference

Type

Curbside Waste-Public Works
0.00 08/25/2025

Task Label

Republic Services-Residents Reycling Svcs
0.00 08/25/2025

Description

Quantity Payment Date

Page 3

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

Line #

122.66
45.87
17.60
82.92
84.62

101-32-4212-0000 MOTOR FUELS & LUBRICANTS
7/27/2025
*** Jul-2025-Jeremy

101-32-4221-0000 MAINTENANCE OF EQUIPMENT
7/27/2025
*** Jul-2025-Jeremy

101-32-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-Jeremy

101-32-4221-0000 MAINTENANCE OF EQUIPMENT
7/27/2025
*** Jul-2025-Jeremy

101-32-4221-0000 MAINTENANCE OF EQUIPMENT
7/27/2025
*** Jul-2025-Jeremy

7/27/2025

17.00
29.99
85.39
49.70

101-32-4321-0000 COMMUNICATIONS - VOICE/DATA
7/27/2025
*** Jul-2025-MattM

101-32-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-MattM

101-52-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-MattM

7/27/2025
7/27/2025

201-00-4200-0000 OFFICE SUPPLIES
*** Jul-2025-Mitch

201-00-4200-0000 OFFICE SUPPLIES
*** Jul-2025-Mitch

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

7/27/2025

*** Jul-2025-Mitch

Jul-2025-MattM Total:

101-32-4223-0000 MAINTENANCE OF BUILDINGS

8.49

12.99

22.99

272.08

90.00

*** Jul-2025-MattM

7/27/2025

340.84

340.84

101-32-4400-0000 CONTRACTUAL SERVICES
7/27/2025
*** Jul-2025-MattM

Jul-2025-Marc Total:

101-11-4331-0000 TRAVEL, CONFERENCE & SCHOOL

Jul-2025-Marc

Jul-2025-Jeremy Total:

101-32-4221-0000 MAINTENANCE OF EQUIPMENT
1,262.21

36.90

*** Jul-2025-Jeremy

101-32-4400-0000 CONTRACTUAL SERVICES
7/27/2025
*** Jul-2025-Jeremy

Amount

90.20

Invoice Date

7/27/2025

Account Number

Invoice Number

No
No
No
No

Concrete
0.00 08/25/2025
Filter Cover
0.00 08/25/2025
Chainsaw Maintenance
0.00 08/25/2025

No
No
No
No

PW Pest Control
0.00 08/25/2025
Communications
0.00 08/25/2025
Tape
0.00 08/25/2025
Dog Waste Bags
0.00 08/25/2025

No
No
No

0.00 08/25/2025
Desk Organizer
0.00 08/25/2025
Laptop Stand
0.00 08/25/2025

Surveillance Signs

No

0.00 08/25/2025

LMC Conference Hotel - Labadie

0.00 08/25/2025

No

No

Toolcat AC
0.00 08/25/2025

Weed Whip Parts

No

Close PO

Fuel
0.00 08/25/2025

PO #

No

Reference

Type

Material Disposal
0.00 08/25/2025

Task Label

0.00 08/25/2025

Description

Quantity Payment Date

Page 4

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

0

Line #

7/27/2025

7/27/2025

7/27/2025

7/27/2025

7/27/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

Jul-2025-ToddR

Jul-2025-TimK Total:

101-32-4212-0000 MOTOR FUELS & LUBRICANTS

Jul-2025-TimK

Jul-2025-Sandie Total:

101-13-4331-0000 TRAVEL, CONFERENCE & SCHOOL

Jul-2025-Sandie

Jul-2025-Ryan Total:

101-32-4400-0000 CONTRACTUAL SERVICES

101-32-4212-0000 MOTOR FUELS & LUBRICANTS
7/27/2025
*** Jul-2025-Ryan

*** Jul-2025-Ryan

Jul-2025-Robert Total:

101-32-4212-0000 MOTOR FUELS & LUBRICANTS

Jul-2025-Robert

Jul-2025-Nelia Total:

42.04

54.00

54.00

503.26

503.26

203.19

82.20

120.99

38.00

38.00

402.58

133.35

201-00-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-Nelia

101-13-4200-0000 OFFICE SUPPLIES

38.66

101-13-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-Nelia

75.65
154.92

7/27/2025

101-19-4221-0000 MAINTENANCE OF EQUIPMENT
7/27/2025
*** Jul-2025-Nelia

*** Jul-2025-Nelia

Jul-2025-Mitch Total:

122.46

62.99

101-53-4246-0000 PROGRAM SUPPLIES

101-53-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-Mitch

Amount

15.00

Invoice Date

7/27/2025

201-00-4200-0000 OFFICE SUPPLIES
*** Jul-2025-Mitch

Account Number

Invoice Number

Close PO

No
No

General Supplies CH
0.00 08/25/2025
General Supplies SCEC
0.00 08/25/2025

0.00 08/25/2025

Fuel

0.00 08/25/2025

Hotel LMC Annual Conference

0.00 08/25/2025

No

No

No

No

Fuel
0.00 08/25/2025
Sweeping Disposal

No

0.00 08/25/2025

Fuel

0.00 08/25/2025

No

No

Cardio Cartridge
0.00 08/25/2025

Office Supplies

No

0.00 08/25/2025

Extension Cords/Supplies

No

PO #

No

Reference

Type

Staff Scheduling
0.00 08/25/2025

Task Label

Phone Case
0.00 08/25/2025

Description

Quantity Payment Date

Page 5

0

0

0

0

0

0

0

0

0

0

0

0

Line #

5.00
50.01

101-24-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-WadeW

101-24-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-WadeW

8/15/2025

7/31/2025

7/31/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

0369939

0369717 Total:

1,040.00

12,705.00

12,705.00

4,747.83

BLUE NET INC Total:

402-00-4400-0000 CONTRACTUAL SERVPCES

BOLTON & MENK, INC.
677
0369717

4,747.83

4,747.83

26,245.71

62541 Total:

101-19-4321-0000 COMMUNICATIONS - VOICE/DATA

BLUE NET INC
1509
62541

BANK OF MONTREAL

Jul-2025-WadeW Total:

75.51

30.38

101-24-4245-0000 GENERAL SUPPLIES
7/27/2025
*** Jul-2025-WadeW

101-24-4212-0000 MOTOR FUELS & LUBRICANTS

50.11

101-24-4212-0000 MOTOR FUELS & LUBRICANTS
7/27/2025
*** Jul-2025-WadeW

-109.99
50.00

7/27/2025

42.04

101-24-4221-0000 MAINTENANCE OF EQUIPMENT
7/27/2025
*** Jul-2025-WadeW

*** Jul-2025-WadeW

Jul-2025-ToddR Total:

No
No

Drone Supplies
0.00 08/25/2025
Drone Registration
0.00 08/25/2025

0.00 08/25/2025

Proj.#25X.138861-Park System Plan-Pk Master Plan-July 2025

0.00 08/25/2025

Monthly Network Service-September

0.00 08/25/2025

No

No

No

No

Drone Supplies
0.00 08/25/2025

Fuel

No

Fuel
0.00 08/25/2025

Close PO

No

PO #

Drone Insurance Refund (Fraud)
0.00 08/25/2025

Reference

Type

No

Task Label

0.00 08/25/2025

Fuel

Quantity Payment Date

101-32-4212-0000 MOTOR FUELS & LUBRICANTS

Amount
Description

Invoice Date

Account Number

Invoice Number

Page 6

0

0

0

0

0

0

0

0

0

Line #

2,052.50

7/31/2025

7/31/2025

7/31/2025

7/31/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

422-00-4303-0000 ENGINEERING FEES

0369955

0369954 Total:

880-00-2210-0000 ESCROW PASS-THRU

0369954

0369953 Total:

404-00-4620-0007 PAVEMENT MANAGEMENT PLAN

0369953

0369949 Total:

420-00-4303-0000 ENGINEERING FEES

0369949

0369946 Total:

101-31-4303-0000 ENGINEERING FEES

0369946

0369944 Total:

611-00-4303-0000 ENGINEERING FEES

7/31/2025

3,421.00

601-00-4303-0000 ENGINEERING FEES
7/31/2025
*** 0369944

19,699.00

1,929.50

1,929.50

1,721.00

1,721.00

81,816.00

81,816.00

15,866.50

15,866.50

10,276.00

2,217.50

631-00-4303-0000 ENGINEERING FEES
7/31/2025
*** 0369944

*** 0369944

2,585.00

1,623.00

1,623.00

7/31/2025

7/31/2025

101-31-4303-0000 ENGINEERING FEES
7/31/2025
*** 0369944

0369940 Total:

419-00-4303-0000 ENGINEERING FEES

0369940

0369939 Total:

1,040.00

Task Label

No

Proj.# 0C1.125586-Galpin Lake Road/TH7 Trail-July

0.00 08/25/2025

Proj.# 24X.135611-6180 Cardinal Drive-July

0.00 08/25/2025

Proj.# 25X.139039-Pavement Management Plan-July

0.00 08/25/2025

Proj.# 24X.136948-2025 Mill & Overlay Construction-July

0.00 08/25/2025

Proj.# 0C1.123603-General Engineering-July

0.00 08/25/2025

No

No

No

No

No

No

Proj.# 0C1.120898--2-GIS-Utilities-Water-July
0.00 08/25/2025
Proj.# 0C1.120898-1-GIS-Utilities-Sewer-July

No

Proj.# 0C1.120898-3-GIS-Utilities-Stormwater-July
0.00 08/25/2025

No

Close PO

No

PO #

Proj.# 0C1.120898-4-GIS-Utilities-Street/Planning-July
0.00 08/25/2025

Reference

Type

0.00 08/25/2025

Proj.# 0C1.133334-2024 Mill & Overlay/Smithtown-July

0.00 08/25/2025

Proj.# 0C1.126162-2023-2024-Pond Maintanance-July

Quantity Payment Date

631-00-4303-0000 ENGINEERING FEES

Amount
Description

Invoice Date

Account Number

Invoice Number

Page 7

0

0

0

0

0

0

0

0

0

0

Line #

0369955 Total:

7/31/2025

Invoice Date

7/31/2025

7/31/2025

7/31/2025

7/31/2025

7/31/2025

7/31/2025

7/31/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

0369964 Total:

880-00-2210-0000 ESCROW PASS-THRU

0369964

0369963 Total:

880-00-2210-0000 ESCROW PASS-THRU

0369963

0369962 Total:

631-00-4303-0000 ENGINEERING FEES

0369962

0369961 Total:

601-00-4303-0000 ENGINEERING FEES

0369961

0369960 Total:

631-00-4302-0009 MS4 SERVICES

0369960

0369959 Total:

417-00-4303-0000 ENGINEERING FEES

0369959

0369957 Total:

880-00-2210-0000 ESCROW PASS-THRU

0369957

0369956 Total:

880-00-2210-0000 ESCROW PASS-THRU

0369956

Account Number

Invoice Number

1,427.50

1,427.50

205.00

205.00

2,502.00

2,502.00

10,287.50

10,287.50

2,359.00

2,359.00

14,976.00

14,976.00

650.00

650.00

780.00

780.00

19,699.00

Amount
Task Label

Proj.# C16.121661-Walnut Grove Villas - Shaefco-July

0.00 08/25/2025

Proj.# 24X.137116-Shorewood Meadow--Obser/Inspect-July

0.00 08/25/2025

Proj.# C16.120341-Shorewood Ln Ravine Restore-July

0.00 08/25/2025

Proj.# 24X.136257-SE Area Water Improvement-July

0.00 08/25/2025

Proj.# C16.122391-MS4 Administration-July

0.00 08/25/2025

Proj.# 0C1.129164-Mill Street Trail-July

0.00 08/25/2025

Proj.# 0C1.127484-Maple Shores Development-July

0.00 08/25/2025

Proj.# 0C1.130016-Lake Park Villas-24250Smithtown-July

0.00 08/25/2025

Description

Quantity Payment Date
Reference

Type

PO #

No

No

No

No

No

No

No

No

Close PO

Page 8

0

0

0

0

0

0

0

0

Line #

8/12/2025

70.67

CINTAS CORPORATION (Formerly HUEBSCH)
915
20425667
7/31/2025

7/31/2025

8/13/2025

346.96

CINTAS CORPORATION

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

COSTCO-CITI CARDS
1361

82.29

82.29

194.00

194.00

5286005706 Total:

101-19-4400-0000 CONTRACTUAL SERVICES

5286005706

20425668 Total:

101-19-4400-0000 CONTRACTUAL SERVICES

20425668

20425667 Total:

70.67

3,000.00

Charles Cudd Co. LLC Tot

201-00-4223-0000 MAINTENANCE OF BUILDINGS

3,000.00

3,000.00

180,273.00

410.00

410.00

Amount

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Charles Cudd Co. LLC
1561

7/31/2025

Invoice Date

BOLTON & MENK, INC.

0369965 Total:

601-00-4303-0000 ENGINEERING FEES

0369965

Account Number

Invoice Number
Task Label

City Hall-First Aid Supplies

0.00 08/25/2025

City Hall - Mats July

0.00 08/25/2025

SCEC Mat Maintenance

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Proj.# 24X.136951-Water Connection Program-July

0.00 08/25/2025

Description

Quantity Payment Date
Reference

Type

PO #

No

No

No

No

No

Close PO

Page 9

0

0

0

0

0

Line #

8/7/2025

8/7/2025

8/7/2025

8/9/2025

8/9/2025

8/9/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

1060869 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

1060869

1060868 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

1060868

1060867 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

1060867

1060726 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

1060726

1060725 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

1060725

1060724 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

ECM PUBLISHERS INC
167
1060724

38.70

38.70

38.70

38.70

38.70

38.70

56.25

56.25

56.25

56.25

56.25

56.25

138.80

COSTCO-CITI CARDS T

138.80

Amount

138.80

7/14/2025

Invoice Date

519500002130 Total:

101-13-4245-0000 GENERAL SUPPLIES

519500002130

Account Number

Invoice Number

PH Fee Schedule 8/19

0.00 08/25/2025

PH Grading & Steep Slope 8/19/25

0.00 08/25/2025

PH Cannabis Ord 8/19/25

0.00 08/25/2025

PH Fee Schedule 8/29/25

0.00 08/25/2025

PH Grading & Steep Slope

0.00 08/25/2025

PH Cannabis Ord 8/19/25

0.00 08/25/2025

Benefit Mtg Supplies

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

No

No

No

Close PO

Page 10

0

0

0

0

0

0

0

Line #

8/6/2025

ECM PUBLISHERS INC T

Invoice Date

1,500.00

62.95

ELLIOTT, GREGG & DIA

FERGUSON WATERWORKS, LLC. No.2518
186
0552852
8/13/2025

62.95

1,025.00

FERGUSON WATERWO

GREENER BLADE FERTILIZATION CO. LLC
1199
025080308363754
8/4/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

101-52-4400-0000 CONTRACTUAL SERVICES

62.95

0552852 Total:

611-00-4245-0000 GENERAL SUPPLIES

1,500.00

1,500.00

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

8/12/2025

1,680.00

EGAN COMPANY Total:

ELLIOTT, GREGG & DIANE
885

1,680.00

1,680.00

284.85

Amount

JC366082N001 Total:

101-32-4400-0000 CONTRACTUAL SERVICES

EGAN COMPANY
487
JC366082N001

Account Number

Invoice Number

Turf Treatments 7/9/2025

0.00 08/25/2025

Sealant for MH

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Traffic Signal Mainrenance

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

Close PO

Page 11

0

0

0

0

Line #

8/4/2025

025080308363754 Total:

Invoice Date

8/4/2025

8/15/2025

8/8/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

101-32-4321-0000 COMMUNICATIONS - VOICE/DATA

HENNEPIN COUNTY ACCOUNTS RECEIVABLE
689
1000250426
8/1/2025

HAWKINS, INC. Total:

7167668 Total:

601-00-4400-0000 CONTRACTUAL SERVICES

7167668

71611431 Total:

601-00-4245-0000 GENERAL SUPPLIES

71611431

Total:

8/19/2025

233.04

1,902.01

110.00

110.00

1,792.01

1,792.01

0.00

0.00

2,132.00

GREENER BLADE FERT

601-00-4245-0000 GENERAL SUPPLIES

HAWKINS, INC.
211

282.00

282.00

825.00

825.00

1,025.00

Amount

025080309150985 Total:

101-52-4400-0000 CONTRACTUAL SERVICES

025080309150985

025080308363755 Total:

101-52-4400-0000 CONTRACTUAL SERVICES

025080308363755

Account Number

Invoice Number

800 MHZ Radio Fee

0.00 08/25/2025

Chemical Tank Rental

0.00 08/25/2025

Chemical for Water Treatment

0.00 08/25/2025

Chlorine for Treatment

0.00 08/25/2025

Turf Treatments 7/9/2025

0.00 08/25/2025

Turf Treatments 7/9/2025

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

No

No

Close PO

Page 12

0

0

0

0

0

0

Line #

7/31/2025

*** means this invoice number is a duplicate.

769.37

1,396.60

KATH FUEL OIL SERVIC

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

Kelly Green Irrigation
1568
192265

1,396.60

1,396.60

833014 Total:

101-32-4212-0000 MOTOR FUELS & LUBRICANTS

8/5/2025

50.70

JERRY'S PRINTING Tota

KATH FUEL OIL SERVICE CO.
1515
833014

50.70

50.70

100314 Total:

8/8/2025

4,095.70

HKGi Total:

101-18-4245-0000 GENERAL SUPPLIES

JERRY'S PRINTING
1332
100314

4,095.70

024-035-11 Total:

4,095.70

233.04

HENNEPIN COUNTY AC

8/14/2025

233.04

Amount

1000250426 Total:

Invoice Date

101-18-4400-0000 CONTRACTUAL SERVICES

HKGi
1456
024-035-11

Account Number

Invoice Number

0.00 08/25/2025

Fuel for Trailer

0.00 08/25/2025

Name Badge-Sheila

0.00 08/25/2025

Zoning Code Audit-July 2025

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

Close PO

Page 13

0

0

0

0

Line #

8/1/2025

8/12/2025

16,995.00

LDK BUILDERS, INC. To

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

LEHMAN, PETER
1467

16,995.00

Total:

16,995.00

526.00

LAKE RESTORATION, I

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

LDK BUILDERS, INC.
1223

526.00

526.00

INV073158 Total:

101-52-4400-0000 CONTRACTUAL SERVICES

8/6/2025

480.00

KRIESEL, DREW Total:

LAKE RESTORATION, INC.
1075
INV073158

480.00

July 2025 Total:

480.00

769.37

Kelly Green Irrigation Tota

201-00-4248-0000 PROGRAM (CLASS) EXPENSES

KRIESEL, DREW
247
July 2025

769.37

192265 Total:

Escrow Release

0.00 08/25/2025

Manor Pond Treatment

0.00 08/25/2025

SCEC Event Setup/Teardown - July Svc

0.00 08/25/2025

Irrigation Repair-Trail Project

Quantity Payment Date

101-52-4400-0000 CONTRACTUAL SERVICES

Amount
Description

Invoice Date

Account Number

Invoice Number
Task Label
Reference

Type

PO #

No

No

No

Close PO

Page 14

0

0

0

Line #

8/12/2025

Invoice Date

8/12/2025

1,800.00

MELNYCHUK, MICHAE

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

METRO SALES, INC.

1,800.00

1,800.00

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

8/12/2025

458.00

MAHLING, GERHARDT

MELNYCHUK, MICHAEL & KATHLEEN
1261

458.00

Total:

458.00

100.00

Linden Hills Development,

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

MAHLING, GERHARDT
663

100.00

100.00

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

8/12/2025

250.00

LEHMAN, PETER Total:

Linden Hills Development, LLC
1562

250.00

250.00

Amount

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Account Number

Invoice Number

Escrow Release

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

Close PO

Page 15

0

0

0

0

Line #

7/29/2025

Invoice Date

8/15/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

601-00-4221-0000 MAINTENANCE OF EQUIPMENT

2011674

2011673 Total:

601-00-4221-0000 MAINTENANCE OF EQUIPMENT

8/15/2025

2,474.75

321.10

321.10

460.00

MINNESOTA RECREAT

MISSION COMMUNICATIONS, LLC
1068
2011673

460.00

Total:

101-53-4331-0000 TRAVEL, CONFERENCE & SCHOOL

460.00

1,059.80

MIDWEST OVERHEAD

MINNESOTA RECREATION & PARK ASSOCIATION
602
8/11/2025

1,059.80

1,059.80

184064 Total:

101-32-4400-0000 CONTRACTUAL SERVICES

8/12/2025

170.00

METRO SALES, INC. Tot

MIDWEST OVERHEAD CRANE CORP
287
184064

170.00

170.00

Amount

INV2847489 Total:

101-19-4221-0000 MAINTENANCE OF EQUIPMENT

283
INV2847489

Account Number

Invoice Number

Mission Equipment Replacement

0.00 08/25/2025

Modem Replacement

0.00 08/25/2025

MRPA Conference Registration

0.00 08/25/2025

Annual Lift Inspections

0.00 08/25/2025

Ricoh/MP-C3002 Color Copier-Repair Svc

0.00 08/25/2025

Description

Quantity Payment Date
Task Label

PO #

Ricoh/MP-C3002 Color Copier

Reference

Type

No

No

No

No

No

Close PO

Page 16

0

0

0

0

0

Line #

50.00
50.00

601-00-4400-0000 CONTRACTUAL SERVICES
8/1/2025
*** 264723

8/12/2025

7,688.00

Ploen, Mark & Arlette Tot

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

7,688.00

Total:

7,688.00

150.00

PERRILL Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Ploen, Mark & Arlette
1564

150.00

264723 Total:

101-32-4400-0000 CONTRACTUAL SERVICES

50.00

8/1/2025

4,500.00

Nor-Son Custom Builders T

611-00-4400-0000 CONTRACTUAL SERVICES
8/1/2025
*** 264723

PERRILL
903
*** 264723

4,500.00

Total:

4,500.00

2,795.85

MISSION COMMUNICA

8/12/2025

2,474.75

Amount

2011674 Total:

Invoice Date

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Nor-Son Custom Builders
1563

Account Number

Invoice Number

Escrow Release

0.00 08/25/2025

No

No

ROWay Web App-July 2025

No

No

Close PO

ROWay Web App-July 2025
0.00 08/25/2025

PO #

No

Reference

Type

ROWay Web App-July 2025
0.00 08/25/2025

Task Label

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Description

Quantity Payment Date

Page 17

0

0

0

0

0

Line #

8/8/2025

Invoice Date

8/13/2025

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

201-00-4223-0000 MAINTENANCE OF BUILDINGS

S510144644

S510144643 Total:

201-00-4223-0000 MAINTENANCE OF BUILDINGS

150.00

150.00

150.00

1.00

SAFETY SIGNS Total:

SCHWICKERT'S TECTA AMERICA LLC
1351
S510144643
8/13/2025

1.00

1.00

Total:

8/16/2025

748.32

SAFE-FAST INC. Total:

101-32-4410-0000 RENTALS

SAFETY SIGNS
346

748.32

748.32

INV312560 Total:

8/8/2025

505.80

QUALITY FLOW SYSTE

101-32-4245-0000 GENERAL SUPPLIES

SAFE-FAST INC.
1324
INV312560

505.80

505.80

Amount

49429 Total:

611-00-4400-0000 CONTRACTUAL SERVICES

QUALITY FLOW SYSTEMS, INC.
864
49429

Account Number

Invoice Number

HVAC Mtce-SCEC

0.00 08/25/2025

HVAC Mtce-SCEC

0.00 08/25/2025

Safety Sign

0.00 08/25/2025

PW PPE

0.00 08/25/2025

VFD Inspection/Troubleshooting

0.00 08/25/2025

Description

Quantity Payment Date
Task Label
Reference

Type

PO #

No

No

No

No

No

Close PO

Page 18

0

0

0

0

0

Line #

8/13/2025

S510144644 Total:

Invoice Date

7/31/2025

487.00

SPLIT ROCK MANAGEM

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

487.00

487.00

97753 Total:

101-19-4223-0000 MAINTENANCE OF BUILDINGS

8/1/2025

2,000.00

SORENSEN CONSULTIN

SPLIT ROCK MANAGEMENT, INC.
1181
97753

2,000.00

2,000.00

S:1.25 Total:

101-13-4400-0000 CONTRACTUAL SERVICES

8/9/2025

85.30

SHRED-N-GO _446138 T

SORENSEN CONSULTING
842
S:1.25

85.30

186248 Total:

85.30

710.00

SCHWICKERT'S TECTA A

101-19-4223-0000 MAINTENANCE OF BUILDINGS

SHRED-N-GO _446138
355
186248

410.00

410.00

150.00

Amount

S510144645 Total:

101-19-4223-0000 MAINTENANCE OF BUILDINGS

S510144645

Account Number

Invoice Number
Task Label

Custodial Service-CH Building-August 2025

0.00 08/25/2025

Assessment & Consulting Services May - July 2025

0.00 08/25/2025

Shredded Svc-July 2025

0.00 08/25/2025

HVAC Mtce-City Hall

0.00 08/25/2025

Description

Quantity Payment Date
Reference

Type

PO #

No

No

No

No

Close PO

Page 19

0

0

0

0

Line #

8/11/2025

Invoice Date

8/12/2025

2,000.00

Stellar Home Total:

-769.37

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

163193 Total:

101-13-4400-0000 CONTRACTUAL SERVICES

7/31/2025

93.50

93.50

12,673.24

SUNRAM CONSTRUCT

THE McDOWELL AGENCY, INC.
1194
163193

12,673.24

PV#6-Final-Free Total:

402-00-2060-0000 CONTRACTS PAYABLE

13,442.61

8/4/2025

402-00-2060-0000 CONTRACTS PAYABLE
8/4/2025
*** PV#6-Final-Free

SUNRAM CONSTRUCTIONS
1369
*** PV#6-Final-Free

2,000.00

Total:

2,000.00

26.20

SPS WORKS Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Stellar Home
1565

26.20

26.20

Amount

IV00578696 Total:

101-18-4351-0000 PRINTING AND PUBLISHING

SPS WORKS
1170
IV00578696

Account Number

Invoice Number

No

No

Close PO

Background Check: Hochsprung

0.00 08/25/2025

PV#6-Adj Baseball Assoc Irrigation

No

No

PO #

No

Reference

Type

PV#6-Final-Freeman Park Trail
0.00 08/25/2025

Task Label

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

Engraved Plastic Plate-Sheila

0.00 08/25/2025

Description

Quantity Payment Date

Page 20

0

0

0

0

0

Line #

7/31/2025

7/31/2025

8/14/2025

268.62

TOSHIBA AMERICA BU

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

TOSHIBA AMERICA BUSINESS SOLUTIONS
1370

138.55

138.55

5035498592 Total:

101-32-4400-0000 CONTRACTUAL SERVICES

5035498592

5035395239 Total:

130.07

130.07

TOSHIBA AMERICA BUSINESS SOLUT
1348
5035395239
8/7/2025

201-00-4400-0000 CONTRACTUAL SERVICES

1,110.02

293.50

293.50

390.64

390.64

TIMESAVER OFF SITE S

30826 Total:

101-53-4400-0000 CONTRACTUAL SERVICES

30826

30825 Total:

101-13-4400-0000 CONTRACTUAL SERVICES

30825

30824 Total:

425.88

425.88

101-13-4400-0000 CONTRACTUAL SERVICES

TIMESAVER OFF SITE SECRETARIAL, INC.
694
30824
7/31/2025

Amount

93.50

Invoice Date

THE McDOWELL AGEN

Account Number

Invoice Number
Task Label

PWs - Printer Lease-Acct#450-0104647-000-Sept

0.00 08/25/2025

SCEC - Printer Lease-Acct#450-0107118-000 August

0.00 08/25/2025

Park Meeting 7/22/2025

0.00 08/25/2025

Council Meeting 7/14/2025

0.00 08/25/2025

Council Meeting 7/28/2025

0.00 08/25/2025

Description

Quantity Payment Date
Reference

Type

PO #

No

No

No

No

No

Close PO

Page 21

0

0

0

0

0

Line #

8/1/2025

Invoice Date

8/12/2025

1,500.00

Uber Built, Inc. Total:

73.63
5.96
436.74

601-00-4720-0000 FISCAL AGENT FEES
7/25/2025
*** 7828774

611-00-4720-0000 FISCAL AGENT FEES
7/25/2025
*** 7828774

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

321-00-4720-0000 FISCAL AGENT FEES

58.67

7/25/2025

631-00-4720-0000 FISCAL AGENT FEES
7/25/2025
*** 7828774

US BANK TRUST N.A.-WIRE ONLY
1003
*** 7828774

1,500.00

Total:

1,500.00

120.00

TWIN CITY WATER CLI

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

Uber Built, Inc.
1566

120.00

120.00

22875 Total:

601-00-4400-0000 CONTRACTUAL SERVICES

8/8/2025

17.52

TOSHIBA AMERICA BU

TWIN CITY WATER CLINIC
386
22875

17.52

17.52

Amount

6616820 Total:

201-00-4400-0000 CONTRACTUAL SERVICES

6616820

Account Number

Invoice Number

No
No

Act#0131232NS-Series-2021A-Fiscal Agent Fee
0.00 08/25/2025
Act#0131232NS-Series-2021A-Fiscal Agent Fee

No

No

No

No

Close PO

Act#0131232NS-Series-2021A-Fiscal Agent Fee
0.00 08/25/2025

PO #

No

Reference

Type

Act#0131232NS-Series-2021A-Fiscal Agent Fee
0.00 08/25/2025

Task Label

0.00 08/25/2025

Escrow Release

0.00 08/25/2025

July Water Testing

0.00 08/25/2025

US0168238MA-Monthly Service Fee-July

0.00 08/25/2025

Description

Quantity Payment Date

Page 22

0

0

0

0

0

0

0

Line #

38.38
38.38
38.37
38.38
38.38
38.38
38.38
38.38

101-13-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-13-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-15-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-24-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-18-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-13-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

101-18-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

201-00-4321-0000 COMMUNICATIONS - VOICE/DATA

38.38

155.15

101-18-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

8/1/2025

9,592.00

VAISALA XWEATHER T

101-32-4321-0000 COMMUNICATIONS - VOICE/DATA
8/1/2025
*** 6119983834

VERIZON WIRELESS
421
*** 6119983834

9,592.00

9,592.00

09E69E70-0002 Total:

8/14/2025

575.00

US BANK TRUST N.A.-W

Amount

575.00

Invoice Date

7828774 Total:

421-00-4303-0000 ENGINEERING FEES

VAISALA XWEATHER
1344
09E69E70-0002

Account Number

Invoice Number

PO #

No
No
No
No
No
No
No
No

612-581-4949-Sandie Thone July 2025
0.00 08/25/2025
612-581-2856-Eric Wilson July 2025
0.00 08/25/2025
612-581-4018-Jeanne Schmuck July 2025
0.00 08/25/2025
612-581-6609-WadeWoodward Julyu 2025
0.00 08/25/2025
612-581-3780-Planning Dept July 2025
0.00 08/25/2025
612-581-3931-Marc Nevinski July
0.00 08/25/2025
763-204-5849-Jake Griffiths July 2025
0.00 08/25/2025
612-581-5835-Mitchell Czech July 2025

No

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

Acct #842017386-00001

651-420-0864-Aaron Osowski July 2025
0.00 08/25/2025

No

Close PO

No
Acct #842017386-00001

Reference

Type

612-297-1196/638-0176 & 952-292-2968/7023 July 2025
0.00 08/25/2025

Task Label

0.00 08/25/2025

Pavement Evaluation License7/25-7/26

0.00 08/25/2025

Description

Quantity Payment Date

Page 23

0

0

0

0

0

0

0

0

0

0

0

Line #

8/11/2025

9,450.00

880-00-2200-0000 ESCROW DEPOSITS PAYABLE
8/12/2025
***

17,925.00

395,093.56

Zehnder Homes Total:

Report Total:

*** means this invoice number is a duplicate.

AP-To Be Paid Proof List (08/21/2025 - 1:49 PM)

17,925.00

Total:

880-00-2200-0000 ESCROW DEPOSITS PAYABLE

8,475.00

94.39

XCEL ENERGY, INC. Tot

8/12/2025

Zehnder Homes
1567
***

57.35

57.35

37.04

37.04

939770929 Total:

601-00-4398-0000 UTILITIES - SE AREA WELL

939770929

939573281 Total:

8/11/2025

500.56

VERIZON WIRELESS Tot

Amount

500.56

Invoice Date

6119983834 Total:

101-52-4380-0000 UTILITY SERVICES

XCEL ENERGY, INC.
411
939573281

Account Number

Invoice Number

PO #

Escrow Release

No

No

No

Close PO

No

5500 Old Market Rd

5655 Merry Lane

Reference

Type

Escrow Release
0.00 08/25/2025

Task Label

0.00 08/25/2025

5500 Old Market Rd 7/25-8/25

0.00 08/25/2025

5655 Merry Lane July 2025

0.00 08/25/2025

Description

Quantity Payment Date

Page 24

0

0

0

0

Line #

Item
2E

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Annual Review of Minnestoa General Records Retention Schedule
August 25, 2025
Sandie Thone, City Clerk/Human Resources Director
Resolution
Records Retention Policy

Background
The City of Shorewood has a long history of complying with the General Records Retention
Schedule developed by the Minnesota State Department of Administration, Information Policy
Analysis Division and the Minnesota Historical Society. The Schedule establishes minimum
retention periods for city records based on their administrative, fiscal, legal, and historical
value. The City Clerk is responsible for developing and implementing policies governing the
retention and disposal of the city’s records. A record/log is provided to the city clerk by
departments when they periodically destroy records pursuant to the Schedule.
In 2024 the City Council adopted the Minnesota General Records Retention Schedule pursuant
to State Statute §138.17 and §325L17 permittting electronic files to be substituted for original
hard copies as the official version of record retention for the City. During the past year, many
hard files that need to be retained pursuant to the retention schedule, have been replaced with
electronic versions.
While an annual review is not explicitly mandated, it is recommended as a good practice to
ensure the records retention schedule and policy remain current and compliant with applicable
laws and regulations. A resolution approving the annual review of the Minnesota General
Records Retention Schedule and City’s Record Retention Policy are attached for your review
and consideration. The schedule and policy remain in compliance and require no changes at
this time.
Financial Considerations
N/A
Action Requested
Motion to adopt the attached resolution approving the Annual Review of the Minnesota General
Records Retention Schedule and Records Retention Policy for the City of Shorewood.
A simple majority vote is required.

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-071
A RESOLUTION APPROVING THE ANNUAL REVIEW
OF THE MINNESOTA GENERAL RECORDS RETENTION SCHEDULE AND
THE RECORDS RETENTION POLICY FOR THE CITY OF SHOREWOOD
WHEREAS, the City of Shorewood has a long history of complying with the General Records
Retention Schedule developed by the Minnesota State Department of Administration,
Information Policy Analysis Division, and the Minnesota Historical Society; and
WHEREAS, the General Records Retention Schedule establishes minimum retention periods for
city records based on their administrative, fiscal, legal, and historical value; and
WHEREAS, the City Clerk is responsible for developing and implementing policies governing the
retention and disposal of the city’s records; and
WHEREAS, in 2024 pursuant to MN State Statutes §138.17 and §325L.17 the city adopted
electronic files as a substitute for original hard copies as the official version of record retention
for the City of Shorewood; and
WHEREAS, an annual review of the Schedule and Shorewood’s Records Retention Policy is best
practice to maintain compliance with applicable laws and regulations.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA:
Section 1) That the City Council of the City of Shorewood approves the annual review of the
Minnesota General Records Retention Schedule and the City’s Records Retention Policy.
Adopted by the City Council of Shorewood, Minnesota this 25th day of August 2025.
__________________________
Jennifer Labadie, Mayor
___________________________
Sandie Thone, City Clerk

CITY OF SHOREWOOD
RECORDS RETENTION POLICY
PURPOSE:
This policy will ensure necessary records and documents are adequately
protected and maintained. This policy will ensure records that no longer need to
be maintained or records of no value are discarded at the appropriate time.
Minnesota State Statutes sections §138.17 and §325L.17 permit retaining
electronic records substituted for the original records as a permanent record
retention method.
STATEMENT OF POLICY:
The City of Shorewood adopts the General Records Retention Schedule developed
by the Minnesota State Department of Administration, Information Policy
Analysis Division, and the Minnesota Historical Society. The City of Shorewood
adopts electronic files as a substitute for original hard copy records as the official
version of the record retention for the City of Shorewood. This Schedule
establishes minimum retention periods for city records based on their
administrative, fiscal, legal and historic value.
RESPONSIBILITIES:
A) City Clerk: The City Clerk is responsible for developing and implementing
policies governing the retention and disposal of the City’s records.
B) City Departments: Departments that maintain city records are
responsible for establishing appropriate records management procedures
and practices. Each department will be responsible for periodically
reviewing currently used records and forms to determine their
appropriateness for their department’s requirements. Each department
will retain and destroy records in compliance with the General Records
Retention Policy and this Policy.
DISPOSAL AND DESTRCUTION OF RECORDS:
Upon determination and consistency with the City’s General Records Retention
Schedule it is appropriate to dispose of records in one of the following ways:

• Recycle non-confidential paper records
• Shred or otherwise render unreadable confidential paper records
• Erase or destroy electronically stored data
A written destruction log must be provided to the City Clerk for all records
disposed of that pertain to the Retention Schedule.
POLICY EFFECTIVE DATE:
REVIEWED AND APPROVED:

August 26, 2024 (Resolution 24-070)
August 25, 2025 (Resolution 25-071)

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Item
2F

Tonka United Fall Kickoff Food Truck
August 25, 2025
Mitchell Czech, Parks & Recreation Director
Resolution 25-072

Background
Tonka United Soccer Association is an organization that provides recreational soccer
opportunities to the community at Freeman Park each year. At the start of their spring season,
Tonka United held a “Kickoff” event with free activities that were open to the public. An
inflatable, yard games, and a food truck were on-site near Eddy Station for park visitors and
Tonka United participants to enjoy. The spring kick-off was a success, and Tonka United intends
to hold a similar fall event on Saturday, September 6.
Pursuant to the City of Shorewood Code section §902.02 Subd. 7 food trucks may be allowed
for approved special events as authorized by written permit from the City Council.
Tonka United intends for Brain Freezze Ice Cream to be in attendance on Saturday, September
6 from 8am – 5pm at Freeman Park. Tonka United also operates the concession stand at Eddy
Station, so the presence of a food truck would not impact other business operations.
Financial Considerations
None.
Action Requested
Motion to approve the attached resolution to approve a food truck for Tonka United’s Kick-Off
Event on Saturday, September 6 from 8am – 5pm.
A simple majority vote by the Council is required.

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-072
A RESOLUTION APPROVING A FOOD TRUCK FOR THE TONKA UNITED KICK-OFF EVENT
WHEREAS, Tonka United is a local athletic association that provides youth recreational soccer
opportunities to the community; and
WHEREAS, Tonka United has a desire to build excitement for activities at Freeman Park by
providing a food truck during the first week of organized activities; and
WHEREAS, food trucks may be allowed for approved special events as authorized by written
permit from the City Council, pursuant to the City of Shorewood Code section §902.02 Subd. 7;
and
WHEREAS, a food truck will be in attendance for the Tonka United Fall Kickoff event on
Saturday, September 6.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA, that food trucks are hereby authorized to be in the parks for the following city
event:
1. Tonka United Kick-Off Event on Saturday, September 6 at Freeman Park.
Adopted by the City Council of Shorewood, Minnesota this 25 day of August, 2025.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Reviewed by:
Attachments:

Item
2G

2025 Crack Seal Quote: City Project 25-02
Monday August 25, 2025
Andrew Budde – City Engineer
Matt Morreim – Director of Public Works
Bid Tab, Agreement, Resolution

Background:
The City has planned for pavement maintenance in the Capital Improvement Plan to be able to
efficiently maintain its roadway infrastructure. Crack sealing is a lower-cost maintenance
practice that helps extend the service life of a roadway by eliminating water from entering or
working its way below the pavement surface. This is most beneficial in the freeze/thaw seasons
where water can enter existing cracks and then freeze. The freezing water expands, and over
repeated cycles deteriorates the pavement to form larger cracks and lead to potholes and
higher maintenance costs. The current practice is to crack seal roadways that have a relatively
new asphalt surface. In this case most of the roadways to be crack sealed are between one and
five years in age. Quotes for the 2025 Crack Seal project were solicited from five contractors
and were received on August 19, 2023. A total of three quotes were received and the low quote
is submitted by Asphalt Surface Technologies (ASTECH Corp.) out of St. Cloud, MN. The quotes
are summarized below:
Quoter:
Total Quote Amount:
Allied Blacktop Company
$15,988.40
Bargen Incorporated
$32,365.00
Asphalt Surface Technologies (ASTECH Corp)
$36,304.00
Fahrner Asphalt Sealers, LLC
$42,740.60
Staff have reviewed all the quotes and the quotes received are accurate and indicate that the
quoting process was competitive. Staff recommends award, in the amount of $15,988.40 to the
low quote, Allied Blacktop Company.
Financial or Budget Considerations:
The project is to be funded from the Street Reconstruction Fund item LR-99-099 where
$310,000 has been budgeted. Approximately $97,000 of this budget item has been utilized by
the pavement sealing project and $80,000 by the 2025 Mill & Overlay project.
Action Requested:
Motion to approve the attached resolution accepting the quotes for the 2025 Crack Seal
Project, City Project No: 25-02, and awarding the project to Allied Blacktop Company and
authorizing execution of the project contract.
A majority vote is required.

Andrew Budde, P.E., City Engineer

Sandie Thone, City Clerk

I hereby certify that this is a true and correct tabulation of the bids as received on August 15, 2025 for
the 2025 Crack Seal, City Project 25-02.

$21,904.00

Engineer's Opinion of Cost - Base Bid

Bolton & Menk, Inc.
Andrew Budde, P.E.
8/15/2025 5:00 PM CDT

Total Bid
$15,988.40
$32,365.00
$36,304.00
$42,740.60

Soliciting agent:
Contact:
Bid Date:

Firm
Allied Blacktop Company
Bargen Incorporated
Asphalt Surface Technologies
Fahrner Asphalt Sealers, LLC

2025 CRACK SEAL
BMI PROJECT NO. 25X.139039.000

Project Bid Tabulation

City of Shorewood

City of Shorewood
2025 Crack Sealing

Table of Contents
Contract
Exhibit A – Project Summary and Scope of Work
Exhibit B – Plans and Specifications
Exhibit C – Non-Collusion Affidavit
Exhibit D – Responsible Contractor Compliance Verification
Exhibit E – Bid Form

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

CONTRACT FOR LOCAL IMPROVEMENT
Pavement Maintenance
2025 Crack Sealing
THIS AGREEMENT is made this ___ day of ________, 20__ (“Effective Date”) by and between
_____________, a Minnesota company with its principal office at ___________ (“Contractor”), and the
City of Shorewood, Minnesota, a Minnesota municipal corporation located at 5755 Country Club Rd,
Shorewood, MN 55331 (the “City”):
RECITALS
A. Contractor is engaged in the business of crack sealing.
B. The City desires to hire Contractor to complete asphalt crack sealing on local city streets
throughout the city.
C. Contractor represents that it has the professional expertise and capabilities to provide the City
with the requested work.
D. The City desires to engage Contractor to provide the work described in this Agreement and
Contractor is willing to provide such work on the terms and conditions in this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions expressed herein, the City and
Contractor agree as follows:
AGREEMENT
1.
The Work. Contractor shall perform the work more fully described in the attached Exhibit A (the
“Work”). The Work includes all work and services required by this Agreement, whether completed or
partially completed, and includes all labor, materials, equipment, and services provided or to be provided
by Contractor to fulfill Contractor’s obligations. All Work shall be completed according to the
specifications set forth in the attached Exhibit B – Plans and Specifications. Contractor shall at all times
keep the premises free from accumulation of waste materials and debris caused by Contractor’s
operations.
2.
Time for Completion & Liquidated Damages. After contract execution and approval of
submittals, Contractor shall attend the construction planning meeting and the City and Contractor shall
create a project schedule and coordinate with other work being completed in the city. Contractor shall
provide the City with a product delivery schedule and agree to a substantial completion date (“Substantial
Completion Date”). The Contractor shall proceed diligently and shall complete the Work to the satisfaction
and approval of the City’s Public Works Director on or before the Substantial Completion Date. If
Contractor fails to complete the Work by the Substantial Completion Date, the City may immediately, or
at any time thereafter, proceed to complete the Work at the Contractor’s expense. If Contractor gives
written notice of a delay over which Contractor has no control, the City may, at its discretion, extend the
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2025 Crack Sealing
Shorewood, MN

Substantial Completion Date. The Substantial Completion Date shall be used as the date that any liquid
damages then apply to.
Contractor shall prosecute the Work continuously and effectively, with the least possible delay, to the end
that the Work is completed before the Substantial Completion Date. The City is entitled to damages for
failure of the Contractor to complete the Work before the Substantial Completion Date. In view of the
difficulty in making a precise determination of actual damages incurred, the City will assess a daily charge
not as a penalty but as liquidated damages to compensate the City for additional costs incurred. Failure
to substantially complete the Work by the Substantial Completion Date shall result in the City charging
Contractor, and withholding any monies due as liquidated damages, the amount of $1,000 per calendar
day until all Work is completed. If Contractor is delayed for any reason in the commencement or
performance of the Work, to the extent of such delay will prevent the Contractor from completing the
Work (or any portion thereof) by the Substantial Completion Date, Contractor’s sole remedy for such delay
shall be an extension of the Substantial Completion Date. All such extension requests shall be made
according to the requirements and procedures set forth in this Agreement.
3.
Consideration. The consideration, which the City shall pay to Contractor, shall not exceed
$________ (the “Contract Sum”). The Contract Sum shall be for both the Work performed by Contractor
and the expenses incurred by Contractor in performing the Work. The City shall make progress payments
to Contractor monthly.
Contractor shall submit statements to the City containing a detailed list of project labor and hours, rates,
titles, and amounts undertaken by Contractor during the relevant billing period. The City shall pay
Contractor within thirty (30) days after receiving a statement from Contractor.
4.
Extra Work. Unless approved by the City in writing, Contractor shall make no claim for extra work
done or materials furnished, nor shall Contractor do any work or furnish any materials not covered by the
plans and specifications of this Agreement. Any such work or materials furnished by Contractor without
written City approval shall be at Contractor’s own risk and expense. Contractor shall perform any altered
plans ordered by the City; if such alteration reduces the cost of doing such work, the actual amount of
such reduction shall be deducted from the contract price for the Work.
5.
Contract Documents. The Contract Documents shall consist of this Agreement; all exhibits to this
Agreement, which are incorporated herein by reference; any supplementary drawings, plans, and
specifications; and other documents listed herein. In the event of a conflict among the various provisions
of the Contract Documents, the terms shall be interpreted in the following order of priority:
a.
b.
c.
d.

Modifications to this Agreement
This Agreement, including all exhibits
Supplementary drawings, plans, specifications
Other documents listed in this Agreement

Drawings shall control over Specifications, and detail in drawings shall control over large-scale drawings.
All capitalized terms used and not otherwise defined in this Agreement, but defined elsewhere in the
Contract Documents, shall have the meaning set forth in the Contract Documents.

3

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8/11/2025

2025 Crack Sealing
Shorewood, MN

6.
Expense Reimbursement. Contractor shall not be compensated separately for necessary
incidental expenses. All expenses of Contractor shall be built into Contractor’s fixed compensation rate,
unless reimbursement is provided for an expense that received the prior written approval of the City,
which approval may be provided via electronic mail.
7.
Approvals. Contractor shall secure the City’s written approval before making any expenditures,
purchases, or commitments on the City’s behalf beyond those listed in the Work. The City’s approval
may be provided via electronic mail.
8.
Protection of Persons and Property. Contractor shall be responsible for initiating, maintaining
and supervising all safety precautions and programs in connection with the performance of the Work.
Contractor shall take reasonable precautions for the safety of, and shall provide reasonable protection to
prevent damage, injury, or loss to:
a. Persons performing the Work and other persons who may be affected by the Work;
b. The Work and materials and equipment to be incorporated therein; and
c. Other property at the site or adjacent to the site, such as trees, shrubs, lawns, walks,
pavement, roadways, structures and utilities.
Contractor shall promptly remedy damage and loss to property caused in whole or in part by Contractor
or any of its subcontractors, agents, or anyone directly or indirectly employed by any of them.
9.
Acceptance of the Work. All of the Contractor’s work and labor shall be subject to the inspection
and approval of the City. If any materials or labor are rejected by the City as defective or unsuitable, then
the materials shall be removed and replaced with other approved materials and the labor shall be done
to the satisfaction and approval of the City at the Contractor’s sole cost and expense. Contractor shall
replace at Contractor’s expense any loss or damage to the Work, however caused, which occurs during
the construction thereof or prior to the final delivery to and acceptance of the Work by the City. Any
payment made to Contractor, shall not be construed as operating to relieve Contractor from responsibility
for the construction and delivery of Work. Acceptance of the completed Work shall be evidenced only by
a Certificate of Final Completion issued by the City, which shall state the date on which the City accepts
the completed Work (the “Final Completion Date”).
10.
Warranty. Contractor represents and warrants that it has the requisite training, skills, and
experience necessary to complete the Work, is appropriately licensed by all applicable agencies and
governmental entities, and will complete the Work in a manner consistent with the level of care and skill
ordinarily exercised by professionals currently providing similar work. Contractor further represents and
warrants to the City that the materials and equipment furnished under this Agreement are of good quality
and new, unless this Agreement requires or permits otherwise. Contractor further warrants that the Work
will conform to the requirements of this Agreement and will be free from defects. Work, materials, or
equipment not conforming to these requirements may be considered defective. Contractor shall promptly
correct any defective Work. Costs of correcting such defective Work, including additional testing and
inspections, the cost of uncovering and replacement, and compensation for any additional services and
expenses made necessary thereby, shall be at Contractor’s expense. Contractor’s warranty shall exclude
remedy for damage or defect caused by abuse, alterations to the Work not executed by Contractor or its
subcontractors, agents, or anyone hired or employed by any of them, improper or insufficient
maintenance, improper operation or normal wear and tear under normal usage.
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2025 Crack Sealing
Shorewood, MN

11.
Guarantee. Contractor guarantees and agrees to maintain the stability of the Work and materials
furnished and installed under this contract for a period of one year after the Final Completion Date (the
“Guarantee Period”). Contractor agrees to perform fully all other guarantees as set forth in the
specifications. If any of the Work is found to be not in accordance with the requirements of the Contract
during the Guarantee Period, Contractor shall correct it promptly after receipt of notice from the City to
do so. The City shall give such notice promptly after discovery of the condition. If Contractor fails to correct
nonconforming Work within a reasonable time after receipt of notice from the City, the City may correct
the Work at Contractor’s expense.
The Guarantee Period shall be extended with respect to portions of Work first performed after the Final
Completion Date by the period of time between final payment and the actual completion of that portion
of the Work. The one-year period for correction of Work shall not be extended by corrective Work
performed by Contractor pursuant to this Section.
Nothing contained in this Section shall be construed to establish a period of limitation with respect to
other obligations Contractor has under the Contract Documents. Establishment of the one-year period for
correction of Work as described in this Section relates only to the specific obligation of Contractor to
correct the Work, and has no relationship to the time within which the obligation to comply with the
Contract Documents may be sought to be enforced, nor to the time within which proceedings may be
commenced to establish Contractor’s liability with respect to Contractor’s obligations other than
specifically to correct the Work.
12.
Termination. This Agreement shall remain in force and effect commencing from the effective
date and continuing until the completion of all of the parties’ obligations hereunder, unless terminated
by the City or amended pursuant to the Agreement. Notwithstanding any other provision hereof to the
contrary, this Agreement may be terminated as follows:
a. The parties, by mutual written agreement, may terminate this Agreement at any time;
b. Contractor may terminate this Agreement in the event of a breach of the Agreement by the City
upon providing thirty (30) days’ written notice to the City;
c. The City may terminate this Agreement at any time at its option, for any reason or no reason at
all; or
d. The City may terminate this Agreement immediately upon Contractor’s failure to have in force
any insurance required by this Agreement.
In the event of a termination, the City shall pay Contractor for Work performed to the date of termination
and for all costs or other expenses incurred prior to the date of termination.
13.
Changes in the Work. Changes in the Work may be accomplished after execution of the Contract
by change order. The City, without invalidating the Agreement, may order changes in the Work within the
general scope of the Agreement consisting of additions, deletions, or other revisions, with the Contract
Sum and Substantial Completion Date being adjusted accordingly. Such changes in the Work shall be
authorized by written Change Order signed by the City and Contractor, or by written Construction Change
Directive signed by the City and the City’s design consultant (“Designer”). Upon issuance of the Change
Order or Construction Change Directive, the Contractor shall proceed promptly with such changes in the
Work, unless otherwise provided in the Change Order or Construction Change Directive.
5

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8/11/2025

2025 Crack Sealing
Shorewood, MN

Adjustments in the Contract Sum and Substantial Completion Date resulting from a change in the Work
shall be determined by mutual agreement of the parties or, in the case of a Construction Change Directive
signed only by the City and Designer, by the Contractor’s cost of labor, material, equipment, and
reasonable overhead and profit, unless the parties agree on another method for determining the cost or
credit. Pending final determination of the total cost of a Construction Change Directive, the Contractor
may request payment for Work completed pursuant to the Construction Change Directive. When the City
and Contractor agree on adjustments to the Contract Sum and Substantial Completion Date arising from
a Construction Change Directive, the City and Designer will prepare a Change Order.
The Designer, in consultation with the City, will have authority to order minor changes in the Work not
involving adjustment in the Contract Sum or extension of the Substantial Completion Date and not
inconsistent with the intent of the Contract Documents. Such changes shall be effected by written order
and shall be binding on the City and Contractor. The Contractor shall carry out such written orders
promptly. If the Contractor believes that the proposed minor change in the Work will affect the Contract
Sum or Substantial Completion Date, the Contractor shall notify the Designer and shall not proceed to
implement the change in the Work.
14.
Amendments. No amendments may be made to this Agreement except in a writing signed by
both parties.
15.
Remedies. In the event of a termination of this Agreement by the City because of a breach by
Contractor, the City may complete the Work either by itself or by contract with other persons or entities,
or any combination thereof. These remedies provided to the City for breach of this Agreement by
Contractor shall not be exclusive. The City shall be entitled to exercise any one or more other legal or
equitable remedies available because of Contractor’s breach.
16.
Records/Inspection. Pursuant to Minnesota Statutes § 16C.05, subd. 5, Contractor agrees that
the books, records, documents, and accounting procedures and practices of Contractor, that are relevant
to the contract or transaction, are subject to examination by the City and the state auditor or legislative
auditor for a minimum of six years. Contractor shall maintain such records for a minimum of six years
after final payment. The parties agree that this obligation will survive the completion or termination of this
Agreement.
17.
Indemnification. To the fullest extent permitted by law, Contractor, and Contractor’s successors
or assigns, agree to protect, defend, indemnify, save, and hold harmless the City, its officers, officials,
agents, volunteers, and employees from any and all claims; lawsuits; causes of actions of any kind, nature,
or character; damages; losses; and costs, disbursements, and expenses of defending the same, including but
not limited to attorneys’ fees, professional services, and other technical, administrative or professional
assistance resulting from or arising out of Contractor’s (or its subcontractors, agents, volunteers, members,
invitees, representatives, or employees) performance of the duties required by or arising from this
Agreement, or caused in whole or in part by any negligent act or omission or willful misconduct by Contractor,
or arising out of Contractor’s failure to obtain or maintain the insurance required by this Agreement.
Nothing in this Agreement shall constitute a waiver or limitation of any immunity or limitation on liability to
which the City is entitled. The parties agree that these indemnification obligations shall survive the
completion or termination of this Agreement.

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2025 Crack Sealing
Shorewood, MN

18.
Insurance. Contractor shall maintain reasonable insurance coverage throughout this
Agreement. Contractor agrees that before any work related to the approved project can be performed,
Contractor shall maintain at a minimum:
a. Worker’s Compensation Insurance as required by Minnesota Statutes, section 176.181;
b. Business Auto Liability covering vehicles owned by Contractor and non-owned vehicles used by
Contractor, with policy limits not less than $2,000,000 per accident, for bodily injury, death of any
person, and property damage arising out of the ownership, maintenance, and use of such motor
vehicles, along with any statutorily required automobile coverage;
c. Commercial General Liability in an amount of not less than $1,000,000 per occurrence, $2,000,000
general aggregate, and $2,000,000 for products-completed operations hazard, providing
coverage for claims including:
i.

Damages because of bodily injury, sickness or disease, including occupational sickness or
disease, and death of any person;

ii.

Personal and advertising injury;

iii.

Damages because of physical damage to or destruction of property, including loss of use
of such property;

iv.

Bodily injury or property damage arising out of completed operations; and

v.

Contractor’s indemnity obligations under this Agreement.

To meet the Commercial General Liability and Business Auto Liability requirements, Contractor may use a
combination of Excess and Umbrella coverage. Prior to commencement of the Work, Contractor shall
provide the City with a current certificate of insurance including the following language: “The City of
Shorewood is named as an additional insured with respect to the commercial general liability, business
automobile liability and umbrella or excess liability, as required by the contract. The umbrella or excess
liability policy follows form on all underlying coverages.” Such certificate of liability insurance shall list the
City as an additional insured and contain a statement that such policies of insurance shall not be canceled
or amended unless 30 days’ written notice is provided to the City, or 10 days’ written notice in the case
of non-payment.
19.
Compliance with State Withholding Tax. Before final payment is made for the Work on this
project, Contractor must make a satisfactory showing that it has complied with the provisions of
Minnesota Statutes, section 290.92 requiring the withholding of State Income Tax for wages paid
employees on this project by providing to the Physical Development Director a Certificate of Compliance
from the Commissioner of Taxation. Contractor is advised that before such Certificate can be issued,
Contractor must first place on file with the Commissioner of Taxation an affidavit, in the form of an IC134, that Contractor has complied with the provisions of Minnesota Statutes Section 290.92.
20.
Performance and Payment Bond. Prior to Commencement of the Work, Contractor shall make,
execute and deliver to the City corporate surety bonds in a form acceptable to the City, in the sum of
$______________ for the use of the City and of all persons furnishing labor, skill, tools, machinery or
materials to the project. Said bonds shall secure the faithful performance and payment of the Contract by
the Contractor and shall be conditioned as required by law. This Agreement shall not become effective
unless and until said bonds have been received and approved by the City.
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2025 Crack Sealing
Shorewood, MN

21.
Assignment. Neither the City nor Contractor shall assign this Agreement or any rights under or
interest in this Agreement, in whole or in part, without the other party’s prior written consent. Any
assignment in violation of this provision is null and void. Neither the City nor Contractor shall assign, or
transfer any rights under or interest (including, but without limitation, moneys that may become due or
moneys that are due) in the Agreement without the written consent of the other except to the extent that
the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any
written consent to an assignment, no assignment will release or discharge the assignor from any duty or
responsibility under this Agreement. Nothing contained in this paragraph shall prevent Contractor from
employing such independent consultants, associates, and subcontractors, as it may deem appropriate to
assist it in the performance of the Work required by this Agreement. Any instrument in violation of this
provision is null and void.
22.
Independent Contractor. Contractor is an independent contractor. Contractor’s duties shall be
performed with the understanding that Contractor has special expertise as to the Work which Contractor
is to perform and is customarily engaged in the independent performance of the same or similar work for
others. Contractor shall provide or contract for all required equipment and personnel. Contractor shall
control the manner in which the Work is performed; however, the nature of the Work and the results to
be achieved shall be specified by the City. The parties agree that this is not a joint venture and the parties
are not co-partners. Contractor is not an employee or agent of the City and has no authority to make any
binding commitments or obligations on behalf of the City except to the extent expressly provided in this
Agreement. All Work provided by Contractor pursuant to this Agreement shall be provided by Contractor
as an independent contractor and not as an employee of the City for any purpose, including but not limited
to: income tax withholding, workers' compensation, unemployment compensation, FICA taxes, liability
for torts and eligibility for employee benefits.
23.
Compliance with Laws. Contractor shall exercise due professional care to comply with applicable
federal, state and local laws, rules, ordinances and regulations in effect as of the Effective Date.
Contractor’s guests, invitees, members, officers, officials, agents, employees, volunteers, representatives,
and subcontractors shall abide by the City’s policies prohibiting sexual harassment and tobacco, drug, and
alcohol use as defined on the City’s Tobacco, Drug, and Alcohol Policy, as well as all other reasonable work
rules, safety rules, or policies, and procedures regulating the conduct of persons on City property, at all
times while performing duties pursuant to this Agreement. Contractor agrees and understands that a
violation of any of these policies, procedures, or rules constitutes a breach of the Agreement and sufficient
grounds for immediate termination of the Agreement by the City.
24.
Permits and Fees. Unless otherwise provided in the Contract Documents, the Contractor shall
secure and pay for the building permit as well as other permits, fees, licenses, and inspections by
government agencies necessary for proper execution and completion of the Work that are customarily
secured after execution of the Contract and legally required at the time bids are received or negotiations
concluded.
25.
Entire Agreement. The Contract Documents shall constitute the entire agreement between the
City and Contractor, and supersede any other written or oral agreements between the City and
Contractor.
26.
Third Party Rights. The parties to this Agreement do not intend to confer any rights under this
Agreement on any third party.
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2025 Crack Sealing
Shorewood, MN

27.
Choice of Law and Venue. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement
shall be heard in the state or federal courts of Hennepin County, Minnesota, and all parties to this
Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or
otherwise.
28.
Work Products and Ownership of Documents. All records, information, materials and other work
products, including, but not limited to the completed reports, drawings, plans, and specifications prepared
and developed in connection with the provision of the Work pursuant to this Agreement shall become the
property of the City, but reproductions of such records, information, materials and other work products
in whole or in part may be retained by Contractor. Regardless of when such information was provided,
Contractor agrees that it will not disclose for any purpose any information Contractor has obtained arising
out of or related to this Agreement, except as authorized by the City or as required by law. These
obligations survive the termination of this Agreement.
29.
Conflict of Interest. Contractor shall use reasonable care to avoid conflicts of interest and
appearances of impropriety in representation of the City. In the event of a conflict of interest, Contractor
shall advise the City and, either secure a waiver of the conflict, or advise the City that it will be unable to
provide the requested Work.
30.
Agreement Not Exclusive. The City retains the right to hire other professionals, contractors and
service providers for this or other matters, in the City’s sole discretion.
31.
Data Practices Act Compliance. Any and all data provided to Contractor, received from Contractor,
created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this
Agreement shall be administered in accordance with, and is subject to the requirements of the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13. Contractor agrees to notify the City within
three business days if it receives a data request from a third party. This paragraph does not create a duty
on the part of Contractor to provide access to public data to the public if the public data are available from
the City, except as required by the terms of this Agreement. These obligations shall survive the termination
or completion of this Agreement.
32.
No Discrimination. Contractor agrees not to discriminate in providing the Work under this
Agreement on the basis of race, color, sex, creed, national origin, disability, age, sexual orientation, status
with regard to public assistance, or religion. Violation of any part of this provision may lead to immediate
termination of this Agreement. Contractor agrees to comply with Americans with Disabilities Act as
amended (“ADA”), section 504 of the Rehabilitation Act of 1973, and the Minnesota Human Rights Act,
Minnesota Statutes, Chapter 363A. Contractor agrees to hold harmless and indemnify the City from costs,
including but not limited to damages, attorneys’ fees and staff time, in any action or proceeding brought
alleging a violation of these laws by Contractor or its guests, invitees, members, officers, officials, agents,
employees, volunteers, representatives and subcontractors. Upon request, Contractor shall provide
accommodation to allow individuals with disabilities to participate in all Work under this Agreement.
Contractor agrees to utilize its own auxiliary aid or service in order to comply with ADA requirements for
effective communication with individuals with disabilities.

9

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

33.
Authorized Agents. The City’s authorized agent for purposes of administration of this contract is
Marc Nevinski or designee. Contractor’s authorized agent for purposes of administration of this contract
is __________________________, or designee who shall perform or supervise the performance of all
Work.
34.
Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return
receipt requested, addressed to:
CONTRACTOR

THE CITY
City of Shorewood
ATTN: Marc Nevinski
5755 Country Club Rd
City of Shorewood, MN
[email protected]

or such other contact information as either party may provide to the other by notice given in accordance
with this provision.
35.
Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a waiver
of any other provisions or any other or further breach, and no such waiver shall be effective unless made
in writing and signed by an authorized representative of the party to be charged with such a waiver.
36.
Headings. The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define, limit or affect the scope and intent of this Agreement.
37.
Payment of Subcontractors. Contractor agrees to pay all laborers employed and all
subcontractors furnishing material to Contractor in the performance of this contract. If Contractor fails to
pay any claims and demands for labor and materials, the City may apply the monies due to Contractor
toward paying and satisfying such claims and demands. The City has the right to apply monies due to
Contractor towards paying any accrued indebtedness or any claim which may hereafter come due against
Contractor. The amount of such payments shall be deducted from the balance due to the Contractor;
provided that nothing herein nor any variation from the amounts and timing of the installments shall be
construed as impairing the right of the City or of those to whose benefit the bond herein agreed upon
shall insure, to hold Contractor or surety liable on the bond for any breach of the conditions of the same
nor as imposing upon the City any obligation to laborers, materialmen, contractors, or sureties to pay or
to retain for their benefit any monies coming to the contractor hereunder.
Pursuant to Minnesota Statutes, Section 471.425, Subdivision 4(a), Contractor must pay any
subcontractor within ten (10) days of Contractor’s receipt of payment from the City for undisputed
services provided by the subcontractor. Contractor must pay interest of one and one-half percent (1½%)
per month or any part of a month to the subcontractor on any undisputed amount not paid on time to
the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or
more is $10.00. For an unpaid balance of less than $100.00, Contractor shall pay the actual penalty due
10

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the
Contractor shall be awarded its costs and disbursements, including attorney’s fees, incurred in bringing
the action.
38.
Severability. In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be severed, and the balance of the Agreement shall continue in full
force and effect.
39.
Signatory. Each person executing this Agreement (“Signatory”) represents and warrants that they
are duly authorized to sign on behalf of their respective organization. In the event Contractor did not
authorize the Signatory to sign on its behalf, the Signatory agrees to assume responsibility for the duties
and liability of Contractor, described in this Agreement, personally.
40.
Counterparts and Electronic Communication. This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original, but all of which taken together shall constitute
one and the same instrument. This Agreement may be transmitted by electronic mail in portable
document format (pdf) and signatures appearing on electronic mail instruments shall be treated as
original signatures.
41.
Recitals. The City and Contractor agree that the Recitals are true and correct and are fully
incorporated into this Agreement.
IN WITNESS WHEREOF, the City and Contractor have caused this Independent Contractor Agreement to
be executed by their duly authorized representatives in duplicate on the respective dates indicated
below.

_______________________________:

CITY OF SHOREWOOD, MN:

By: _________________________________

By: _________________________________
_______________ , Mayor

Name: ______________________________
Title: _______________________________

By: _________________________________
Name, title

11

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

EXHIBIT A
PROJECT SUMMARY & SCOPE OF WORK
1.
2.
3.
4.

This work consists of crack sealing, cleanup, and traffic control.
The location of the work shall be as delineated on the project map.
All streets shall be crack sealed according to the specifications.
The Contractor will only be paid for items in the proposal. All other work required to
complete the work, including but not limited to coordination with other Contractors
working in the area, is incidental to the project with no direct compensation paid.
5. Working hours are 7 AM to 7PM Monday – Friday.
6. All work shall be completed by September 30, 2025.
7. Traffic control shall be in accordance with the MMUTCD.

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

EXHIBIT B
PLANS AND SPECIFICATIONS
TRAFFIC PROVISIONS
1. Maintenance of Traffic
Traffic shall be maintained in accordance with the provisions of MnDOT 1710, MNDOT 1404, and the
following:
a. Temporary lane closures by the Contractor will be permitted during those hours and at
those locations approved by the Engineer, or his representative. All traffic lanes shall be
opened to traffic at the end of each workday.
b. The Contractor will furnish, erect, and maintain all traffic control devices required for these
lane closures. This includes, but is not limited to, barricades, warning signs, flagmen with
two-way radios, trailers, flashers, cones and drums. Application of traffic control devices
shall be in accordance with the most recent Minnesota Manual on Uniform Traffic Control
Devices and pertinent layouts. Sign panels shall be in accordance with the Standard Signs
Manual.
c. Lane closures will not be permitted after dark, during inclement weather, or any other time
when, in the opinion of the Engineer, or his representative, the lane closure will be a hazard
to traffic.
d. The Owner reserves the right to lengthen, shorten, or otherwise modify these periods of
restrictions or to impose other restrictions as may be necessary to safely provide for traffic.
Temporary lane closures or other restrictions to traffic by the Contractor, during work hours
and consistent with these time restrictions, will be permitted at those locations approved by
the Engineer. Requests to make any restriction to traffic shall be made at least 24 hours
prior to such restriction.
e. The Contractor shall provide W20-1 "Road Construction Ahead" signs to be placed, as
directed by the Engineer, or his representative, on intersecting roads on the day he begins
operations.
f.

The Contractor shall provide such protective devices as may be necessary to protect traffic
and pedestrians from drop-offs, falling in holes, falling objects, splatter, or other hazards
which may exist during construction operations.

g. The Contractor shall be responsible for the repair and replacement of any traffic control
devices furnished by them that are damaged or destroyed and shall provide sufficient
surveillance of the traffic control devices to ensure that they are properly placed and in
good condition.
h. During the tenure of the Contract, the Engineer may require the Contractor to replace the
reflectorizing material whose effectiveness, in the Engineer's opinion, has been substantially
reduced by damage from traffic or other causes.

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

i.

Maintenance of traffic control devices shall be continuous throughout the term of the
Contract, including periods of suspension. The Contractor will be required to respond to any
call from the City for maintenance of traffic control devices within four hours from the time
of notification. The Contractor shall provide a means of receiving calls for maintenance on a
24-hour-a-day basis throughout the term of the Contract.

j.

All signs shall conform to the Standard Signs Manual or as detailed by the City Engineer. All
barricades shall conform to Standard Plate 8000I. All other devices shall conform to the
Minnesota Manual on Uniform Traffic Control Devices.

k. Contractors are advised that the requirements of these Manuals and Special Provisions are
minimum requirements and may be changed to safely provide for traffic and/or
accommodate the Contractor's operations.
2. Parking
a. Any damage to the landscape and turf establishment as a result of the delivery of materials
or parking (private vehicles and/or Contractor's equipment) shall be restored to a condition
similar, or equal, to that which existed before the damage was done, by relandscaping,
fertilization, reseeding, and topsoil placement if necessary, as directed by the Engineer, all
at the Contractor's expense.
b. The parking of vehicles that obstruct any traffic control devices will not be permitted.
3. Measurement and Payment
a. All traffic control devices required for temporary lane closures, consistent with (1404)
"Maintenance of Traffic" of these Special Provisions, shall be provided and maintained by
the Contractor at his expense.
b. Traffic Control shall be measured by the LUMP SUM and paid at the unit price bid. All work
required to furnish, install, maintain and remove the traffic control devices, as set forth
above, and as may be ordered by the Engineer, or his representative, to adequately and
safely conduct traffic through the Project, shall be included in the unit price bid.
UTILITY PROPERTY AND SERVICE
1. Construction operations in the proximity of utility properties shall be performed in accordance with the
provision of MnDOT 1507. It is however, anticipated that none of the existing utilities will be affected by
the work under this Contract; however the following provisions shall apply under the Contract:
a. The first paragraph of MnDOT 1507 is deleted and the following substituted therefore:
"It shall be the Contractor's responsibility to contact all local utility companies and ascertain the
location of all existing underground utilities, if any, prior to performing any excavation operations.
The Contractor shall conduct his/her operations in the vicinity of any such facilities, which may
exist, in a manner that will prevent damage thereto."
RESPONSIBILITY FOR DAMAGE CLAIMS
1. Responsibility for damage claims will be as set forth in the provisions of MnDOT 1714.

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

1. The following is added to the provision of MnDOT 1714:
“The Contractor agrees to assume entire responsibility and liability for all damages or injury to
all persons, whether employees or otherwise, and to all property, arising out of, resulting from,
or in any manner connected with the execution of the work provided for in this Contract or
occurring or resulting from the use, by the Contractor, his agents or employees, of materials,
equipment, instrumentalities, or other property, whether the same be owned by the City, the
Contractor, sub-contractors or third parties. The Contractor agrees to indemnify, defend, and
save harmless the City of Shorewood, agent and employees from all such claims including,
without limiting the generality of the foregoing, the Contractor also agrees to indemnify and
save harmless the City of Shorewood, its officers and employees from all claims for which the
City may be or may be claimed to be liable, and legal fees and disbursements paid or incurred to
enforce the provisions of this paragraph.
2. This indemnity agreement includes, but is not limited to, claims that the City was negligent or
otherwise liable for inspecting, overseeing, supervising or approving work performed under this
Contract or otherwise, or acts committed or omitted by the Contractor, sub-contractors or third
parties.
EQUIPMENT AND SUBCONTRACTORS
1. The Contractor shall submit with his bid a complete list of the proposed bio seal product and any
subcontractors and material suppliers.
ASHALT PAVING JOINT SEALANT
1. Crack Repair- Payment shall be paid for at the unit price bid per LINEAL FOOT (LF) of cracks sealed.
The amount bid shall include but not limited to all work necessary to ensure the cracks are properly
cleaned and sealed by the Contractor. The Contractor shall not exceed the bid quantity without
approval from the Engineer
a. The furnishing and installing of specific items and/or the performance of work under certain
circumstances shall not be individually paid in the absence of a specific bid item for the
work. Such items of work include but are not limited to:
i. Mobilization of equipment and personnel to and from the job site.
ii. Providing adequate barricades and personnel to control vehicular and pedestrian
traffic, including “no Parking” signage.
iii. Surface preparation including sweeping, brushing, etc.
iv. Protect castings and valve boxes from sealant material.
v. Removing all weed or grass growth on the project streets prior to sealing.
b. SPECIFICATION REFERENCES
i. MnDOT 3723 shall apply to crack sealant materials used in unrouted cracks, except
as modified herein.
c. MATERIALS

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

i. Crack Sealant
1. The crack sealant compound shall be packaged in sealed containers. Each
container shall be clearly marked with the name of the manufacturer, the
trade name of the sealant, the manufacturer's batch and lot number, the
pouring temperature, and the safe heating temperature.
2. Mixing of different manufacturers’ brands or different types of sealants
shall be prohibited.
d. COORDINATION
i. The Contractor shall post all streets in the project area for temporary no parking.
Each street shall be posted a minimum of 24 hours prior to starting work. The
Contractor is solely responsible for the installation and removal of no parking
signage and shall notify Owner prior to posting. Weekend notifications are not
adequate.
e. CONSTRUCTION REQUIREMENTS
i. NO CRACKS SHALL BE ROUTED.
ii. The sealant manufacturer’s recommendations shall be adhered to and followed by
the contractor. The temperature of the sealer in the field application equipment
shall never exceed the safe heating temperature recommended by the
manufacturer. Any given quantity of material shall not be heated at the pouring
temperature for more than six hours and shall never be reheated. Sealing shall not
proceed if the temperature of the material has not reached or has fallen below the
manufacturer's recommended minimum application temperature.
iii. Sealant materials may be placed during a period of rising temperature after the air
temperature in the shade and away from artificial heat has reach 40 degrees
Fahrenheit and indications are for a continued rise in temperature. During a period
of falling temperature, the placement of sealant material shall be suspended when
the air temperature, in the shade and away from artificial heat, reaches 40 degrees
Fahrenheit. Sealant shall not be placed when in the opinion of the Engineer; the
weather or roadbed conditions are unfavorable.
iv. Bituminous crack sealing operations will be permitted only during 7 A.M. and 7 P.M.
between May 1 and October 15.
v. The Contractor shall conduct the bituminous crack sealing operations so that
cleaning and sealing is a continuous operation.
vi. CLEANING: Immediately prior to cleaning and sealing the cracks, the entire
bituminous surface shall be cleaned to remove all loosened bituminous particles
and foreign material and the cracks shall be blown clean with oil-free compressed
air. Compressed air shall be 75 to 150 psi and 125 cfm minimum at the nozzle. The
crack and surface area 6.0-inches on both sides will then be cleaned and dried with
a hot compressed air heat lance. The heat lance shall meet the following
requirements: temperature of heated air at exit or orifice minimum of 1,800
degrees Fahrenheit. Velocity of exiting heated air minimum of 3,000 fps. The

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

vii.

viii.

ix.
x.

application time and final results of the cleaning are subject to the Engineer’s
approval.
SEALING. Seal Cracks when the sealant material is at the application/pouring
temperature recommended by the manufacturer. Fill the reservoirs by the use of
the double fill method. (Note: the Contractor may need to use additional passes
when filling the reservoir/crack to meet the double fill requirement). Fill the
reservoir such that the final level is flush with the pavement surface and spread
uniformly over the entire length of the crack. The width of the over band, including
the reservoir, shall be 2 ½-inches wide with a film thickness limited to 1/8-inch.
The sealant shall be pressure applied with a wand type applicator; pour pots or
similar devices shall not be used to apply the crack sealant. The applicator wand
shall be returned to the machine and the crack sealant materials reticulated
immediately upon completion of each crack.
The final appearance must be neat, clean, and free from pools of excess sealant
material and streaked sealant outside of the sealed cracks.
If necessary, apply blotter paper, or other approved de-tacking agent to the surface
of the newly placed sealant if traffic results in tracking of the crack sealing material.
Repair any damage to treated pavement areas caused by traffic.

H:\SHWD\_General\Roadways\Pavement Maintenance\2025\2025 Crack Seal\2025 Shorewood Crack Sealing Overview Map.dwg 8/6/2025 3:10:41 PM

BOULDER CIRCLE

BLUE RIDGE LANE

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WN RD

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MIN

SMITHTOWN LANE

STRAWBERRY LANE

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2025 SHOREWOOD BOUNDARY

2025 CRACK SEAL - ROADWAYS

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2025 Crack Seal Overview Map

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2025 Pavement Management

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MIKINLEY
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MIKINLEY
PLACE

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

EXHIBIT C
NON-COLLUSION AFFIDAVIT

NON-COLLUSION AFFIDAVIT
The following Non-Collusion Affidavit shall be executed by the bidder:
State Project No. __________________________________
Federal Project No. ________________________________
State of Minnesota

_______________)
) ss

County of ________________________)
I, _________________________________________, do state under penalty of
(name of person signing this affidavit)

perjury under 28 U.S.C. 1746 of the laws of the United States:
(1)

that I am the authorized representative of ______________________________

___________________________________________________________________________
(name of person, partnership or corporation submitting this proposal)

and that I have the authority to make this affidavit for and on behalf of said bidder;
(2)

that, in connection with this proposal, the said bidder has not either directly or

indirectly entered into any agreement, participated in any collusion or otherwise taken any
action in restraint of free competitive bidding;
(3)

that, to the best of my knowledge and belief, the contents of this proposal have

not been communicated by the bidder or by any of his/her employees or agents to any person
who is not an employee or agent of the bidder or of the surety on any bond furnished with the
proposal and will not be communicated to any person who is not an employee or agent of the
bidder or of said surety prior to the official opening of the proposal, and
(4)

that I have fully informed myself regarding the accuracy of the statements

made in this affidavit.
Signed: ________________________________
(bidder or his authorized representative)

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

EXHIBIT D
BID FORM

BID FORM
2025 CRACK SEAL
CITY OF SHOREWOOD
Bidder Name:
BIDDER agrees to perform all of the work described in the CONTRACT DOCUMENTS for the following unit prices:
NOTE: BIDS shall include sales tax and applicable taxes and fees.
BIDDER must fill in unit prices in numerals, make extension for each item and total.

ITEM
NO.

BID ITEM

APPROX.
QUANTITY

UNIT

1

MOBILIZATION

1

LS

2

TRAFFIC CONTROL

1

LS

3

SWEEPING

1

LS

4

CRACK SEAL

13,940

LIN FT

UNIT
PRICE

AMOUNT

TOTAL BID:

SHAKOPEE MDEWAKANTON SIOUX COMMUNITY
C15.118332

Bolton & Menk, Inc.

BID FORM

PROJECT NO. 25-02
8/11/2025

2025 Crack Sealing
Shorewood, MN

EXHIBIT E
RESPONSIBLE CONTRACTOR VERIFICATION

RESPONSIBLE CONTRACTOR VERIFICATION AND CERTIFICATION OF COMPLIANCE
PRIME CONTRACTOR BID FORM ATTACHMENT
PROJECT NUMBER: 25-02
This form includes changes by statutory references from the Laws of Minnesota 2015, chapter 64, sections
1-9. This form must be submitted with the bid form submitted for this project. A bid form received without
this form, may be rejected.
Minn. Stat. § 16C.285, Subd. 7. IMPLEMENTATION. … any prime contractor or subcontractor or motor carrier that
does not meet the minimum criteria in subdivision 3 or fails to verify that it meets those criteria is not a responsible
contractor and is not eligible to be awarded a construction contract for the project or to perform work on the
project…
Minn. Stat. § 16C.285, Subd. 3. RESPONSIBLE CONTRACTOR, MINIMUM CRITERIA. "Responsible contractor" means a
contractor that conforms to the responsibility requirements in the solicitation document for its portion of the work on
the project and verifies that it meets the following minimum criteria:
(1) The Contractor:
(i) is in compliance with workers' compensation and unemployment insurance requirements;
(ii) is in compliance with Department of Revenue and Department of Employment and Economic Development
registration requirements if it has employees;
(iii) has a valid federal tax identification number or a valid Social Security number if an individual; and
(iv) has filed a certificate of authority to transact business in Minnesota with the Secretary of State if a foreign
corporation or cooperative.
(2)

The contractor or related entity is in compliance with and, during the three-year period before submitting the
verification, has not violated section 177.24, 177.25, 177.41 to 177.44, 181.03, 181.101, 181.13, 181.14, or
181.722, and has not violated United States Code, title 29, sections 201 to 219, or United States Code, title 40,
sections 3141 to 3148. For purposes of this clause, a violation occurs when a contractor or related entity:
(i) repeatedly fails to pay statutorily required wages or penalties on one or more separate projects for a total
underpayment of $25,000 or more within the three-year period, provided that a failure to pay is “repeated” only
if it involves two or more separate and distinct occurrences of underpayment during the three-year period;
(ii) has been issued an order to comply by the commissioner of Labor and Industry that has become final;
(iii) has been issued at least two determination letters within the three-year period by the Department of
Transportation finding an underpayment by the contractor or related entity to its own employees;
(iv) has been found by the commissioner of Labor and Industry to have repeatedly or willfully violated any of the
sections referenced in this clause pursuant to section 177.27;
(v) has been issued a ruling or findings of underpayment by the administrator of the Wage and Hour Division of
the United States Department of Labor that have become final or have been upheld by an administrative law
judge or the Administrative Review Board; or
(vi) has been found liable for underpayment of wages or penalties or misrepresenting a construction worker as
an independent contractor in an action brought in a court having jurisdiction. Provided that, if the contractor or
related entity contests a determination of underpayment by the Department of Transportation in a contested
case proceeding, a violation does not occur until the contested case proceeding has concluded with a
determination that the contractor or related entity underpaid wages or penalties;*
This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

(3)
(4)

(5)

(6)

(7)

The contractor or related entity is in compliance with and, during the three-year period before submitting the
verification, has not violated section 181.723 or chapter 326B. For purposes of this clause, a violation occurs
when a contractor or related entity has been issued a final administrative or licensing order;*
The contractor or related entity has not, more than twice during the three-year period before submitting the
verification, had a certificate of compliance under section 363A.36 revoked or suspended based on the
provisions of section 363A.36, with the revocation or suspension becoming final because it was upheld by the
Office of Administrative Hearings or was not appealed to the office;*
The contractor or related entity has not received a final determination assessing a monetary sanction from the
Department of Administration or Transportation for failure to meet targeted group business, disadvantaged
business enterprise, or veteran-owned business goals, due to a lack of good faith effort, more than once during
the three-year period before submitting the verification;*
*Any violations, suspensions, revocations, or sanctions, as defined in clauses (2) to (5), occurring prior to July 1,
2014, shall not be considered in determining whether a contractor or related entity meets the minimum criteria.
The contractor or related entity is not currently suspended or debarred by the federal government or the state
of Minnesota or any of its departments, commissions, agencies, or political subdivisions that have authority to
debar a contractor; and
All subcontractors and motor carriers that the contractor intends to use to perform project work have verified to
the contractor through a signed statement under oath by an owner or officer that they meet the minimum
criteria listed in clauses (1) to (6).

Minn. Stat. § 16C.285, Subd. 5. SUBCONTRACTOR VERIFICATION.
A prime contractor or subcontractor shall include in its verification of compliance under subdivision 4 a list of all of its
first-tier subcontractors that it intends to retain for work on the project. Prior to execution of a construction contract,
and as a condition precedent to the execution of a construction contract, the apparent successful prime contractor
shall submit to the contracting authority a supplemental verification under oath confirming compliance with
subdivision 3, clause (7). Each contractor or subcontractor shall obtain from all subcontractors with which it will have
a direct contractual relationship a signed statement under oath by an owner or officer verifying that they meet all of
the minimum criteria in subdivision 3 prior to execution of a construction contract with each subcontractor.
If a prime contractor or any subcontractor retains additional subcontractors on the project after submitting its
verification of compliance, the prime contractor or subcontractor shall obtain verifications of compliance from each
additional subcontractor with which it has a direct contractual relationship and shall submit a supplemental
verification confirming compliance with subdivision 3, clause (7), within 14 days of retaining the additional
subcontractors.
A prime contractor shall submit to the contracting authority upon request copies of the signed verifications of
compliance from all subcontractors of any tier pursuant to subdivision 3, clause (7). A prime contractor and
subcontractors shall not be responsible for the false statements of any subcontractor with which they do not have a
direct contractual relationship. A prime contractor and subcontractors shall be responsible for false statements by
their first-tier subcontractors with which they have a direct contractual relationship only if they accept the verification
of compliance with actual knowledge that it contains a false statement.
Subd. 5a. Motor carrier verification. A prime contractor or subcontractor shall obtain annually from all motor carriers
with which it will have a direct contractual relationship a signed statement under oath by an owner or officer verifying
that they meet all of the minimum criteria in subdivision 3 prior to execution of a construction contract with each
motor carrier. A prime contractor or subcontractor shall require each such motor carrier to provide it with immediate
written notification in the event that the motor carrier no longer meets one or more of the minimum criteria in
subdivision 3 after submitting its annual verification. A motor carrier shall be ineligible to perform work on a project
covered by this section if it does not meet all the minimum criteria in subdivision 3. Upon request, a prime contractor
or subcontractor shall submit to the contracting authority the signed verifications of compliance from all motor
carriers providing for-hire transportation of materials, equipment, or supplies for a project.
This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

Minn. Stat. § 16C.285, Subd. 4. VERIFICATION OF COMPLIANCE.
A contractor responding to a solicitation document of a contracting authority shall submit to the contracting authority
a signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in
subdivision 3, with the exception of clause (7), at the time that it responds to the solicitation document.
A contracting authority may accept a signed statement under oath as sufficient to demonstrate that a contractor is a
responsible contractor and shall not be held liable for awarding a contract in reasonable reliance on that statement. A
prime contractor, subcontractor, or motor carrier that fails to verify compliance with any one of the required
minimum criteria or makes a false statement under oath in a verification of compliance shall be ineligible to be
awarded a construction contract on the project for which the verification was submitted.
A false statement under oath verifying compliance with any of the minimum criteria may result in termination of a
construction contract that has already been awarded to a prime contractor or subcontractor or motor carrier that submits a
false statement. A contracting authority shall not be liable for declining to award a contract or terminating a contract based
on a reasonable determination that the contractor failed to verify compliance with the minimum criteria or falsely stated
that it meets the minimum criteria. A verification of compliance need not be notarized. An electronic verification of
compliance made and submitted as part of an electronic bid shall be an acceptable verification of compliance under this
section provided that it contains an electronic signature as defined in section 325L.02, paragraph (h).
CERTIFICATION
By signing this document I certify that I am an owner or officer of the company, and I certify under oath that:
1) My company meets each of the Minimum Criteria to be a responsible contractor as defined herein and is in
compliance with Minn. Stat. § 16C.285, and
2) if my company is awarded a contract, I will submit Attachment A-1 prior to contract execution, and
3) if my company is awarded a contract, I will also submit Attachment A-2 as required.
Authorized Signature of Owner or Officer:

Printed Name:

Title:

Date:

Company Name:

NOTE: Minn. Stat. § 16C.285, Subd. 2, (c) If only one prime contractor responds to a solicitation document, a contracting authority
may award a construction contract to the responding prime contractor even if the minimum criteria in subdivision 3 are not met.

****END OF SECTION****

This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-073
A RESOLUTION APPROVING 2025 CRACK SEAL QUOTES
CITY PROJECT 25-02
WHEREAS, the City of Shorewood (“City”) is responsible for maintaining approximately 50
miles of public roadways and implements a variety of methods to maintain the roadways and
extend their useful life ; and
WHEREAS, the City solicited quotes for the 2025 Crack Seal project and received four quotes.
The low quote was from Allied Blacktop Company in the amount of $15,988.40; and
WHEREAS, the project is included in the 2025 Capital Improvements Plan and will fund the
project from the Street Reconstruction Fund; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA that the Council hereby accepts and awards the low quote for the 2025 Crack Seal
Project to Allied Blacktop Company in the amount of $15,988.40 and authorizes staff and the
Mayor to execute the project contract.
Adopted by the City Council of Shorewood, Minnesota this 25th day of August 2025.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Reviewed by:
Attachments:

Item
2H

2025 Pavement Seal Quote: City Project 25-02
Monday August 25, 2025
Andrew Budde – City Engineer
Matt Morreim – Director of Public Works
Bid Tab, Agreement w/ Overview Map, and Resolution

Background:
The City has planned for pavement maintenance in the Capital Improvement Plan to be able to
efficiently maintain its roadway infrastructure. Pavement sealing is a maintenance practice that
helps extend the service life of a roadway by reducing the number of cracks that form in the
pavement by preventing the surface of the pavement from oxidizing. Oxidized pavement
surface begins to show more aggregates, becomes more brittle, and resultantly leads to more
cracking. Historically pavement sealing has been completed by a chip seal or fog seal in
Shorewood. The chip seal process includes the application of a thin layer of liquid asphalt
followed by a thin layer of rock. This process has led to several issues including premature
failure, where the rocks became loose much earlier than anticipated, and then the resultant
rocks get tracked into homes and scratches flooring. This has led to a lot of residents’
complaints. A fog seal is an application of a thin layer of liquid asphalt, similar to a residential
driveway seal. This is a lower-cost option but has had limited success. Both the chip seal and fog
seal require reapplication of pavement markings which is an additional expense. Also, the
current best practice is to place a pavement sealing on pavement that is between 1 and 3 years
of age.
A newer emerging technology is a clear penetrating pavement rejuvenator. A product by the
brand name of “Replay” which is produced by BioSpan Technologies, Inc has been utilized in
western metro communities over the last 10 years. The product penetrates the existing asphalt
between 1/2 inch to 1 inch and helps reduce oxidization and aging of the pavement surface,
therefore resulting in less cracking. One major benefit of the material being a clear product is
that it can be placed over existing pavement markings without the need to remark them. One
downside of the clear sealers is that many of the products are proprietary, and it is challenging
to compare the products evenly. The Minnesota Local Research Board (LRRB), which is funded
by MnDOT for the benefit of local agencies, has completed some comparison analysis of bio
based clear sealers and petroleum based black sealers. Replay has ranked near the top in the
analysis.
Quotes for the 2025 Pavement Seal project were solicited and were received on August 15,
2025. Only one quote was received by Bargen Incorporated out of Mountain Lake, MN as they
are the only certified installer of Replay in Minnesota. The quote was $96,989.60. The unit price

for installation of this product is consistent with pricing that has been seen in other local
communities.
Staff have reviewed the quote and the quote received is accurate. Staff recommends award, in
the amount of $96.989.60 to the low quote, Bargen Incorporated out of Mountain Lake, MN.
Financial Considerations:
The project is to be funded from the Street Reconstruction Fund item LR-99-099 where
$310,000 has been budgeted. Approximately $20,000 of this budget item has been utilized by
the crack seal project and $80,000 by the 2025 Mill & Overlay project.
Action Requested:
Motion to approve the attached resolution accepting the quotes for the 2025 Pavement Sealing
Project, City Project No: 25-02, and awarding the project to Bargen Incorporated out of
Mountain Lake, MN and authorizing execution of the project contract.

Soliciting agent:
Contact:
Bid Date:

$138,203.00

Total Bid
$96,989.60

Bolton & Menk, Inc.
Andrew Budde, P.E.
8/15/2025 5:00 PM CDT

Andrew Budde, P.E., City Engineer

Sandie Thone, City Clerk

I hereby certify that this is a true and correct tabulation of the bids as received on August 15, 2025 for
the 2025 Pavement Sealing, City Project 19-05.

Engineer's Opinion of Cost - Base Bid

Firm
Bargen Incorporated

2025 PAVEMENT SEALING
BMI PROJECT NO. 25X.139039.000

Project Bid Tabulation

City of Shorewood

City of Shorewood
2025 Pavement Sealing

Table of Contents
Contract
Exhibit A – Project Summary and Scope of Work
Exhibit B – Plans and Specifications
Exhibit C – Non-Collusion Affidavit
Exhibit D – Responsible Contractor Compliance Verification
Exhibit E – Bid Form

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

CONTRACT FOR LOCAL IMPROVEMENT
Pavement Maintenance
2025 Pavement Sealing
THIS AGREEMENT is made this ___ day of ________, 20__ (“Effective Date”) by and between
_____________, a Minnesota company with its principal office at ___________ (“Contractor”), and the
City of Shorewood, Minnesota, a Minnesota municipal corporation located at 5755 Country Club Rd,
Shorewood, MN 55331 (the “City”):
RECITALS
A. Contractor is engaged in the business of pavement sealing.
B. The City desires to hire Contractor to complete asphalt pavement sealing on local city streets
throughout the city.
C. Contractor represents that it has the professional expertise and capabilities to provide the City
with the requested work.
D. The City desires to engage Contractor to provide the work described in this Agreement and
Contractor is willing to provide such work on the terms and conditions in this Agreement.
NOW, THEREFORE, in consideration of the terms and conditions expressed herein, the City and
Contractor agree as follows:
AGREEMENT
1.
The Work. Contractor shall perform the work more fully described in the attached Exhibit A (the
“Work”). The Work includes all work and services required by this Agreement, whether completed or
partially completed, and includes all labor, materials, equipment, and services provided or to be provided
by Contractor to fulfill Contractor’s obligations. All Work shall be completed according to the
specifications set forth in the attached Exhibit B – Plans and Specifications. Contractor shall at all times
keep the premises free from accumulation of waste materials and debris caused by Contractor’s
operations.
2.
Time for Completion & Liquidated Damages. After contract execution and approval of
submittals, Contractor shall attend the construction planning meeting and the City and Contractor shall
create a project schedule and coordinate with other work being completed in the city. Contractor shall
provide the City with a product delivery schedule and agree to a substantial completion date (“Substantial
Completion Date”). The Contractor shall proceed diligently and shall complete the Work to the satisfaction
and approval of the City’s Public Works Director on or before the Substantial Completion Date. If
Contractor fails to complete the Work by the Substantial Completion Date, the City may immediately, or
at any time thereafter, proceed to complete the Work at the Contractor’s expense. If Contractor gives
written notice of a delay over which Contractor has no control, the City may, at its discretion, extend the
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Shorewood, MN

Substantial Completion Date. The Substantial Completion Date shall be used as the date that any liquid
damages then apply to.
Contractor shall prosecute the Work continuously and effectively, with the least possible delay, to the end
that the Work is completed before the Substantial Completion Date. The City is entitled to damages for
failure of the Contractor to complete the Work before the Substantial Completion Date. In view of the
difficulty in making a precise determination of actual damages incurred, the City will assess a daily charge
not as a penalty but as liquidated damages to compensate the City for additional costs incurred. Failure
to substantially complete the Work by the Substantial Completion Date shall result in the City charging
Contractor, and withholding any monies due as liquidated damages, the amount of $1,000 per calendar
day until all Work is completed. If Contractor is delayed for any reason in the commencement or
performance of the Work, to the extent of such delay will prevent the Contractor from completing the
Work (or any portion thereof) by the Substantial Completion Date, Contractor’s sole remedy for such delay
shall be an extension of the Substantial Completion Date. All such extension requests shall be made
according to the requirements and procedures set forth in this Agreement.
3.
Consideration. The consideration, which the City shall pay to Contractor, shall not exceed
$________ (the “Contract Sum”). The Contract Sum shall be for both the Work performed by Contractor
and the expenses incurred by Contractor in performing the Work. The City shall make progress payments
to Contractor monthly.
Contractor shall submit statements to the City containing a detailed list of project labor and hours, rates,
titles, and amounts undertaken by Contractor during the relevant billing period. The City shall pay
Contractor within thirty (30) days after receiving a statement from Contractor.
4.
Extra Work. Unless approved by the City in writing, Contractor shall make no claim for extra work
done or materials furnished, nor shall Contractor do any work or furnish any materials not covered by the
plans and specifications of this Agreement. Any such work or materials furnished by Contractor without
written City approval shall be at Contractor’s own risk and expense. Contractor shall perform any altered
plans ordered by the City; if such alteration reduces the cost of doing such work, the actual amount of
such reduction shall be deducted from the contract price for the Work.
5.
Contract Documents. The Contract Documents shall consist of this Agreement; all exhibits to this
Agreement, which are incorporated herein by reference; any supplementary drawings, plans, and
specifications; and other documents listed herein. In the event of a conflict among the various provisions
of the Contract Documents, the terms shall be interpreted in the following order of priority:
a.
b.
c.
d.

Modifications to this Agreement
This Agreement, including all exhibits
Supplementary drawings, plans, specifications
Other documents listed in this Agreement

Drawings shall control over Specifications, and detail in drawings shall control over large-scale drawings.
All capitalized terms used and not otherwise defined in this Agreement, but defined elsewhere in the
Contract Documents, shall have the meaning set forth in the Contract Documents.

3

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8/11/2025

2025 Pavement Sealing
Shorewood, MN

6.
Expense Reimbursement. Contractor shall not be compensated separately for necessary
incidental expenses. All expenses of Contractor shall be built into Contractor’s fixed compensation rate,
unless reimbursement is provided for an expense that received the prior written approval of the City,
which approval may be provided via electronic mail.
7.
Approvals. Contractor shall secure the City’s written approval before making any expenditures,
purchases, or commitments on the City’s behalf beyond those listed in the Work. The City’s approval
may be provided via electronic mail.
8.
Protection of Persons and Property. Contractor shall be responsible for initiating, maintaining
and supervising all safety precautions and programs in connection with the performance of the Work.
Contractor shall take reasonable precautions for the safety of, and shall provide reasonable protection to
prevent damage, injury, or loss to:
a. Persons performing the Work and other persons who may be affected by the Work;
b. The Work and materials and equipment to be incorporated therein; and
c. Other property at the site or adjacent to the site, such as trees, shrubs, lawns, walks,
pavement, roadways, structures and utilities.
Contractor shall promptly remedy damage and loss to property caused in whole or in part by Contractor
or any of its subcontractors, agents, or anyone directly or indirectly employed by any of them.
9.
Acceptance of the Work. All of the Contractor’s work and labor shall be subject to the inspection
and approval of the City. If any materials or labor are rejected by the City as defective or unsuitable, then
the materials shall be removed and replaced with other approved materials and the labor shall be done
to the satisfaction and approval of the City at the Contractor’s sole cost and expense. Contractor shall
replace at Contractor’s expense any loss or damage to the Work, however caused, which occurs during
the construction thereof or prior to the final delivery to and acceptance of the Work by the City. Any
payment made to Contractor, shall not be construed as operating to relieve Contractor from responsibility
for the construction and delivery of Work. Acceptance of the completed Work shall be evidenced only by
a Certificate of Final Completion issued by the City, which shall state the date on which the City accepts
the completed Work (the “Final Completion Date”).
10.
Warranty. Contractor represents and warrants that it has the requisite training, skills, and
experience necessary to complete the Work, is appropriately licensed by all applicable agencies and
governmental entities, and will complete the Work in a manner consistent with the level of care and skill
ordinarily exercised by professionals currently providing similar work. Contractor further represents and
warrants to the City that the materials and equipment furnished under this Agreement are of good quality
and new, unless this Agreement requires or permits otherwise. Contractor further warrants that the Work
will conform to the requirements of this Agreement and will be free from defects. Work, materials, or
equipment not conforming to these requirements may be considered defective. Contractor shall promptly
correct any defective Work. Costs of correcting such defective Work, including additional testing and
inspections, the cost of uncovering and replacement, and compensation for any additional services and
expenses made necessary thereby, shall be at Contractor’s expense. Contractor’s warranty shall exclude
remedy for damage or defect caused by abuse, alterations to the Work not executed by Contractor or its
subcontractors, agents, or anyone hired or employed by any of them, improper or insufficient
maintenance, improper operation or normal wear and tear under normal usage.
4

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8/11/2025

2025 Pavement Sealing
Shorewood, MN

11.
Guarantee. Contractor guarantees and agrees to maintain the stability of the Work and materials
furnished and installed under this contract for a period of one year after the Final Completion Date (the
“Guarantee Period”). Contractor agrees to perform fully all other guarantees as set forth in the
specifications. If any of the Work is found to be not in accordance with the requirements of the Contract
during the Guarantee Period, Contractor shall correct it promptly after receipt of notice from the City to
do so. The City shall give such notice promptly after discovery of the condition. If Contractor fails to correct
nonconforming Work within a reasonable time after receipt of notice from the City, the City may correct
the Work at Contractor’s expense.
The Guarantee Period shall be extended with respect to portions of Work first performed after the Final
Completion Date by the period of time between final payment and the actual completion of that portion
of the Work. The one-year period for correction of Work shall not be extended by corrective Work
performed by Contractor pursuant to this Section.
Nothing contained in this Section shall be construed to establish a period of limitation with respect to
other obligations Contractor has under the Contract Documents. Establishment of the one-year period for
correction of Work as described in this Section relates only to the specific obligation of Contractor to
correct the Work, and has no relationship to the time within which the obligation to comply with the
Contract Documents may be sought to be enforced, nor to the time within which proceedings may be
commenced to establish Contractor’s liability with respect to Contractor’s obligations other than
specifically to correct the Work.
12.
Termination. This Agreement shall remain in force and effect commencing from the effective
date and continuing until the completion of all of the parties’ obligations hereunder, unless terminated
by the City or amended pursuant to the Agreement. Notwithstanding any other provision hereof to the
contrary, this Agreement may be terminated as follows:
a. The parties, by mutual written agreement, may terminate this Agreement at any time;
b. Contractor may terminate this Agreement in the event of a breach of the Agreement by the City
upon providing thirty (30) days’ written notice to the City;
c. The City may terminate this Agreement at any time at its option, for any reason or no reason at
all; or
d. The City may terminate this Agreement immediately upon Contractor’s failure to have in force
any insurance required by this Agreement.
In the event of a termination, the City shall pay Contractor for Work performed to the date of termination
and for all costs or other expenses incurred prior to the date of termination.
13.
Changes in the Work. Changes in the Work may be accomplished after execution of the Contract
by change order. The City, without invalidating the Agreement, may order changes in the Work within the
general scope of the Agreement consisting of additions, deletions, or other revisions, with the Contract
Sum and Substantial Completion Date being adjusted accordingly. Such changes in the Work shall be
authorized by written Change Order signed by the City and Contractor, or by written Construction Change
Directive signed by the City and the City’s design consultant (“Designer”). Upon issuance of the Change
Order or Construction Change Directive, the Contractor shall proceed promptly with such changes in the
Work, unless otherwise provided in the Change Order or Construction Change Directive.
5

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

Adjustments in the Contract Sum and Substantial Completion Date resulting from a change in the Work
shall be determined by mutual agreement of the parties or, in the case of a Construction Change Directive
signed only by the City and Designer, by the Contractor’s cost of labor, material, equipment, and
reasonable overhead and profit, unless the parties agree on another method for determining the cost or
credit. Pending final determination of the total cost of a Construction Change Directive, the Contractor
may request payment for Work completed pursuant to the Construction Change Directive. When the City
and Contractor agree on adjustments to the Contract Sum and Substantial Completion Date arising from
a Construction Change Directive, the City and Designer will prepare a Change Order.
The Designer, in consultation with the City, will have authority to order minor changes in the Work not
involving adjustment in the Contract Sum or extension of the Substantial Completion Date and not
inconsistent with the intent of the Contract Documents. Such changes shall be effected by written order
and shall be binding on the City and Contractor. The Contractor shall carry out such written orders
promptly. If the Contractor believes that the proposed minor change in the Work will affect the Contract
Sum or Substantial Completion Date, the Contractor shall notify the Designer and shall not proceed to
implement the change in the Work.
14.
Amendments. No amendments may be made to this Agreement except in a writing signed by
both parties.
15.
Remedies. In the event of a termination of this Agreement by the City because of a breach by
Contractor, the City may complete the Work either by itself or by contract with other persons or entities,
or any combination thereof. These remedies provided to the City for breach of this Agreement by
Contractor shall not be exclusive. The City shall be entitled to exercise any one or more other legal or
equitable remedies available because of Contractor’s breach.
16.
Records/Inspection. Pursuant to Minnesota Statutes § 16C.05, subd. 5, Contractor agrees that
the books, records, documents, and accounting procedures and practices of Contractor, that are relevant
to the contract or transaction, are subject to examination by the City and the state auditor or legislative
auditor for a minimum of six years. Contractor shall maintain such records for a minimum of six years
after final payment. The parties agree that this obligation will survive the completion or termination of this
Agreement.
17.
Indemnification. To the fullest extent permitted by law, Contractor, and Contractor’s successors
or assigns, agree to protect, defend, indemnify, save, and hold harmless the City, its officers, officials,
agents, volunteers, and employees from any and all claims; lawsuits; causes of actions of any kind, nature,
or character; damages; losses; and costs, disbursements, and expenses of defending the same, including but
not limited to attorneys’ fees, professional services, and other technical, administrative or professional
assistance resulting from or arising out of Contractor’s (or its subcontractors, agents, volunteers, members,
invitees, representatives, or employees) performance of the duties required by or arising from this
Agreement, or caused in whole or in part by any negligent act or omission or willful misconduct by Contractor,
or arising out of Contractor’s failure to obtain or maintain the insurance required by this Agreement.
Nothing in this Agreement shall constitute a waiver or limitation of any immunity or limitation on liability to
which the City is entitled. The parties agree that these indemnification obligations shall survive the
completion or termination of this Agreement.

6

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8/11/2025

2025 Pavement Sealing
Shorewood, MN

18.
Insurance. Contractor shall maintain reasonable insurance coverage throughout this
Agreement. Contractor agrees that before any work related to the approved project can be performed,
Contractor shall maintain at a minimum:
a. Worker’s Compensation Insurance as required by Minnesota Statutes, section 176.181;
b. Business Auto Liability covering vehicles owned by Contractor and non-owned vehicles used by
Contractor, with policy limits not less than $2,000,000 per accident, for bodily injury, death of any
person, and property damage arising out of the ownership, maintenance, and use of such motor
vehicles, along with any statutorily required automobile coverage;
c. Commercial General Liability in an amount of not less than $1,000,000 per occurrence, $2,000,000
general aggregate, and $2,000,000 for products-completed operations hazard, providing
coverage for claims including:
i.

Damages because of bodily injury, sickness or disease, including occupational sickness or
disease, and death of any person;

ii.

Personal and advertising injury;

iii.

Damages because of physical damage to or destruction of property, including loss of use
of such property;

iv.

Bodily injury or property damage arising out of completed operations; and

v.

Contractor’s indemnity obligations under this Agreement.

To meet the Commercial General Liability and Business Auto Liability requirements, Contractor may use a
combination of Excess and Umbrella coverage. Prior to commencement of the Work, Contractor shall
provide the City with a current certificate of insurance including the following language: “The City of
Shorewood is named as an additional insured with respect to the commercial general liability, business
automobile liability and umbrella or excess liability, as required by the contract. The umbrella or excess
liability policy follows form on all underlying coverages.” Such certificate of liability insurance shall list the
City as an additional insured and contain a statement that such policies of insurance shall not be canceled
or amended unless 30 days’ written notice is provided to the City, or 10 days’ written notice in the case
of non-payment.
19.
Compliance with State Withholding Tax. Before final payment is made for the Work on this
project, Contractor must make a satisfactory showing that it has complied with the provisions of
Minnesota Statutes, section 290.92 requiring the withholding of State Income Tax for wages paid
employees on this project by providing to the Physical Development Director a Certificate of Compliance
from the Commissioner of Taxation. Contractor is advised that before such Certificate can be issued,
Contractor must first place on file with the Commissioner of Taxation an affidavit, in the form of an IC134, that Contractor has complied with the provisions of Minnesota Statutes Section 290.92.
20.
Performance and Payment Bond. Prior to Commencement of the Work, Contractor shall make,
execute and deliver to the City corporate surety bonds in a form acceptable to the City, in the sum of
$______________ for the use of the City and of all persons furnishing labor, skill, tools, machinery or
materials to the project. Said bonds shall secure the faithful performance and payment of the Contract by
the Contractor and shall be conditioned as required by law. This Agreement shall not become effective
unless and until said bonds have been received and approved by the City.
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2025 Pavement Sealing
Shorewood, MN

21.
Assignment. Neither the City nor Contractor shall assign this Agreement or any rights under or
interest in this Agreement, in whole or in part, without the other party’s prior written consent. Any
assignment in violation of this provision is null and void. Neither the City nor Contractor shall assign, or
transfer any rights under or interest (including, but without limitation, moneys that may become due or
moneys that are due) in the Agreement without the written consent of the other except to the extent that
the effect of this limitation may be restricted by law. Unless specifically stated to the contrary in any
written consent to an assignment, no assignment will release or discharge the assignor from any duty or
responsibility under this Agreement. Nothing contained in this paragraph shall prevent Contractor from
employing such independent consultants, associates, and subcontractors, as it may deem appropriate to
assist it in the performance of the Work required by this Agreement. Any instrument in violation of this
provision is null and void.
22.
Independent Contractor. Contractor is an independent contractor. Contractor’s duties shall be
performed with the understanding that Contractor has special expertise as to the Work which Contractor
is to perform and is customarily engaged in the independent performance of the same or similar work for
others. Contractor shall provide or contract for all required equipment and personnel. Contractor shall
control the manner in which the Work is performed; however, the nature of the Work and the results to
be achieved shall be specified by the City. The parties agree that this is not a joint venture and the parties
are not co-partners. Contractor is not an employee or agent of the City and has no authority to make any
binding commitments or obligations on behalf of the City except to the extent expressly provided in this
Agreement. All Work provided by Contractor pursuant to this Agreement shall be provided by Contractor
as an independent contractor and not as an employee of the City for any purpose, including but not limited
to: income tax withholding, workers' compensation, unemployment compensation, FICA taxes, liability
for torts and eligibility for employee benefits.
23.
Compliance with Laws. Contractor shall exercise due professional care to comply with applicable
federal, state and local laws, rules, ordinances and regulations in effect as of the Effective Date.
Contractor’s guests, invitees, members, officers, officials, agents, employees, volunteers, representatives,
and subcontractors shall abide by the City’s policies prohibiting sexual harassment and tobacco, drug, and
alcohol use as defined on the City’s Tobacco, Drug, and Alcohol Policy, as well as all other reasonable work
rules, safety rules, or policies, and procedures regulating the conduct of persons on City property, at all
times while performing duties pursuant to this Agreement. Contractor agrees and understands that a
violation of any of these policies, procedures, or rules constitutes a breach of the Agreement and sufficient
grounds for immediate termination of the Agreement by the City.
24.
Permits and Fees. Unless otherwise provided in the Contract Documents, the Contractor shall
secure and pay for the building permit as well as other permits, fees, licenses, and inspections by
government agencies necessary for proper execution and completion of the Work that are customarily
secured after execution of the Contract and legally required at the time bids are received or negotiations
concluded.
25.
Entire Agreement. The Contract Documents shall constitute the entire agreement between the
City and Contractor, and supersede any other written or oral agreements between the City and
Contractor.
26.
Third Party Rights. The parties to this Agreement do not intend to confer any rights under this
Agreement on any third party.
8

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2025 Pavement Sealing
Shorewood, MN

27.
Choice of Law and Venue. This Agreement shall be governed by and construed in accordance with
the laws of the state of Minnesota. Any disputes, controversies, or claims arising out of this Agreement
shall be heard in the state or federal courts of Hennepin County, Minnesota, and all parties to this
Agreement waive any objection to the jurisdiction of these courts, whether based on convenience or
otherwise.
28.
Work Products and Ownership of Documents. All records, information, materials and other work
products, including, but not limited to the completed reports, drawings, plans, and specifications prepared
and developed in connection with the provision of the Work pursuant to this Agreement shall become the
property of the City, but reproductions of such records, information, materials and other work products
in whole or in part may be retained by Contractor. Regardless of when such information was provided,
Contractor agrees that it will not disclose for any purpose any information Contractor has obtained arising
out of or related to this Agreement, except as authorized by the City or as required by law. These
obligations survive the termination of this Agreement.
29.
Conflict of Interest. Contractor shall use reasonable care to avoid conflicts of interest and
appearances of impropriety in representation of the City. In the event of a conflict of interest, Contractor
shall advise the City and, either secure a waiver of the conflict, or advise the City that it will be unable to
provide the requested Work.
30.
Agreement Not Exclusive. The City retains the right to hire other professionals, contractors and
service providers for this or other matters, in the City’s sole discretion.
31.
Data Practices Act Compliance. Any and all data provided to Contractor, received from Contractor,
created, collected, received, stored, used, maintained, or disseminated by Contractor pursuant to this
Agreement shall be administered in accordance with, and is subject to the requirements of the Minnesota
Government Data Practices Act, Minnesota Statutes, Chapter 13. Contractor agrees to notify the City within
three business days if it receives a data request from a third party. This paragraph does not create a duty
on the part of Contractor to provide access to public data to the public if the public data are available from
the City, except as required by the terms of this Agreement. These obligations shall survive the termination
or completion of this Agreement.
32.
No Discrimination. Contractor agrees not to discriminate in providing the Work under this
Agreement on the basis of race, color, sex, creed, national origin, disability, age, sexual orientation, status
with regard to public assistance, or religion. Violation of any part of this provision may lead to immediate
termination of this Agreement. Contractor agrees to comply with Americans with Disabilities Act as
amended (“ADA”), section 504 of the Rehabilitation Act of 1973, and the Minnesota Human Rights Act,
Minnesota Statutes, Chapter 363A. Contractor agrees to hold harmless and indemnify the City from costs,
including but not limited to damages, attorneys’ fees and staff time, in any action or proceeding brought
alleging a violation of these laws by Contractor or its guests, invitees, members, officers, officials, agents,
employees, volunteers, representatives and subcontractors. Upon request, Contractor shall provide
accommodation to allow individuals with disabilities to participate in all Work under this Agreement.
Contractor agrees to utilize its own auxiliary aid or service in order to comply with ADA requirements for
effective communication with individuals with disabilities.

9

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8/11/2025

2025 Pavement Sealing
Shorewood, MN

33.
Authorized Agents. The City’s authorized agent for purposes of administration of this contract is
Marc Nevinski or designee. Contractor’s authorized agent for purposes of administration of this contract
is __________________________, or designee who shall perform or supervise the performance of all
Work.
34.
Notices. Any notices permitted or required by this Agreement shall be deemed given when
personally delivered or upon deposit in the United States mail, postage fully prepaid, certified, return
receipt requested, addressed to:
CONTRACTOR

THE CITY
City of Shorewood
ATTN: Marc Nevinski
5755 Country Club Rd
City of Shorewood, MN
[email protected]

or such other contact information as either party may provide to the other by notice given in accordance
with this provision.
35.
Waiver. No waiver of any provision or of any breach of this Agreement shall constitute a waiver
of any other provisions or any other or further breach, and no such waiver shall be effective unless made
in writing and signed by an authorized representative of the party to be charged with such a waiver.
36.
Headings. The headings contained in this Agreement have been inserted for convenience of
reference only and shall in no way define, limit or affect the scope and intent of this Agreement.
37.
Payment of Subcontractors. Contractor agrees to pay all laborers employed and all
subcontractors furnishing material to Contractor in the performance of this contract. If Contractor fails to
pay any claims and demands for labor and materials, the City may apply the monies due to Contractor
toward paying and satisfying such claims and demands. The City has the right to apply monies due to
Contractor towards paying any accrued indebtedness or any claim which may hereafter come due against
Contractor. The amount of such payments shall be deducted from the balance due to the Contractor;
provided that nothing herein nor any variation from the amounts and timing of the installments shall be
construed as impairing the right of the City or of those to whose benefit the bond herein agreed upon
shall insure, to hold Contractor or surety liable on the bond for any breach of the conditions of the same
nor as imposing upon the City any obligation to laborers, materialmen, contractors, or sureties to pay or
to retain for their benefit any monies coming to the contractor hereunder.
Pursuant to Minnesota Statutes, Section 471.425, Subdivision 4(a), Contractor must pay any
subcontractor within ten (10) days of Contractor’s receipt of payment from the City for undisputed
services provided by the subcontractor. Contractor must pay interest of one and one-half percent (1½%)
per month or any part of a month to the subcontractor on any undisputed amount not paid on time to
the subcontractor. The minimum monthly interest penalty payment for an unpaid balance of $100.00 or
more is $10.00. For an unpaid balance of less than $100.00, Contractor shall pay the actual penalty due
10

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

to the subcontractor. A subcontractor who prevails in a civil action to collect interest penalties from the
Contractor shall be awarded its costs and disbursements, including attorney’s fees, incurred in bringing
the action.
38.
Severability. In the event that any provision of this Agreement shall be illegal or otherwise
unenforceable, such provision shall be severed, and the balance of the Agreement shall continue in full
force and effect.
39.
Signatory. Each person executing this Agreement (“Signatory”) represents and warrants that they
are duly authorized to sign on behalf of their respective organization. In the event Contractor did not
authorize the Signatory to sign on its behalf, the Signatory agrees to assume responsibility for the duties
and liability of Contractor, described in this Agreement, personally.
40.
Counterparts and Electronic Communication. This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original, but all of which taken together shall constitute
one and the same instrument. This Agreement may be transmitted by electronic mail in portable
document format (pdf) and signatures appearing on electronic mail instruments shall be treated as
original signatures.
41.
Recitals. The City and Contractor agree that the Recitals are true and correct and are fully
incorporated into this Agreement.
IN WITNESS WHEREOF, the City and Contractor have caused this Independent Contractor Agreement to
be executed by their duly authorized representatives in duplicate on the respective dates indicated
below.

_______________________________:

CITY OF SHOREWOOD, MN:

By: _________________________________

By: _________________________________
_______________ , Mayor

Name: ______________________________
Title: _______________________________

By: _________________________________
Name, title

11

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

EXHIBIT A
PROJECT SUMMARY & SCOPE OF WORK
1. This work consists of bio seal, cleanup, and traffic control.
2. The location of the work shall be as delineated on the project map.
3. All streets shall be sealed with Bio Seal or approved equal. Submit product information with
the bid.
4. Sweep all surfaces prior to sealing. All sweeping shall be with a pickup power sweeper.
5. The Contractor will only be paid for items in the proposal. All other work required to
complete the work, including but not limited to coordination with other Contractors
working in the area, is incidental to the project with no direct compensation paid.
6. Working hours are 7 AM to 7PM Monday – Friday.
7. All work shall be complete by September 30 , 2025.
8. Traffic control shall be in accordance with the MMUTCD.

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

EXHIBIT B
PLANS AND SPECIFICATIONS
TRAFFIC PROVISIONS
1. Maintenance of Traffic
Traffic shall be maintained in accordance with the provisions of MnDOT 1710, MNDOT 1404, and the
following:
a. Temporary lane closures by the Contractor will be permitted during those hours and at
those locations approved by the Engineer, or his representative. All traffic lanes shall be
opened to traffic at the end of each workday.
b. The Contractor will furnish, erect, and maintain all traffic control devices required for these
lane closures. This includes, but is not limited to, barricades, warning signs, flagmen with
two-way radios, trailers, flashers, cones and drums. Application of traffic control devices
shall be in accordance with the most recent Minnesota Manual on Uniform Traffic Control
Devices and pertinent layouts. Sign panels shall be in accordance with the Standard Signs
Manual.
c. Lane closures will not be permitted after dark, during inclement weather, or any other time
when, in the opinion of the Engineer, or his representative, the lane closure will be a hazard
to traffic.
d. The Owner reserves the right to lengthen, shorten, or otherwise modify these periods of
restrictions or to impose other restrictions as may be necessary to safely provide for traffic.
Temporary lane closures or other restrictions to traffic by the Contractor, during work hours
and consistent with these time restrictions, will be permitted at those locations approved by
the Engineer. Requests to make any restriction to traffic shall be made at least 24 hours
prior to such restriction.
e. The Contractor shall provide W20-1 "Road Construction Ahead" signs to be placed, as
directed by the Engineer, or his representative, on intersecting roads on the day he begins
operations.
f.

The Contractor shall provide such protective devices as may be necessary to protect traffic
and pedestrians from drop-offs, falling in holes, falling objects, splatter, or other hazards
which may exist during construction operations.

g. The Contractor shall be responsible for the repair and replacement of any traffic control
devices furnished by them that are damaged or destroyed and shall provide sufficient
surveillance of the traffic control devices to ensure that they are properly placed and in
good condition.
h. During the tenure of the Contract, the Engineer may require the Contractor to replace the
reflectorizing material whose effectiveness, in the Engineer's opinion, has been substantially
reduced by damage from traffic or other causes.

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

i.

Maintenance of traffic control devices shall be continuous throughout the term of the
Contract, including periods of suspension. The Contractor will be required to respond to any
call from the City for maintenance of traffic control devices within four hours from the time
of notification. The Contractor shall provide a means of receiving calls for maintenance on a
24-hour-a-day basis throughout the term of the Contract.

j.

All signs shall conform to the Standard Signs Manual or as detailed by the City Engineer. All
barricades shall conform to Standard Plate 8000I. All other devices shall conform to the
Minnesota Manual on Uniform Traffic Control Devices.

k. Contractors are advised that the requirements of these Manuals and Special Provisions are
minimum requirements and may be changed to safely provide for traffic and/or
accommodate the Contractor's operations.
2. Parking
a. Any damage to the landscape and turf establishment as a result of the delivery of materials
or parking (private vehicles and/or Contractor's equipment) shall be restored to a condition
similar, or equal, to that which existed before the damage was done, by relandscaping,
fertilization, reseeding, and topsoil placement if necessary, as directed by the Engineer, all
at the Contractor's expense.
b. The parking of vehicles that obstruct any traffic control devices will not be permitted.
3. Measurement and Payment
a. All traffic control devices required for temporary lane closures, consistent with (1404)
"Maintenance of Traffic" of these Special Provisions, shall be provided and maintained by
the Contractor at his expense.
b. Traffic Control shall be measured by the LUMP SUM and paid at the unit price bid. All work
required to furnish, install, maintain and remove the traffic control devices, as set forth
above, and as may be ordered by the Engineer, or his representative, to adequately and
safely conduct traffic through the Project, shall be included in the unit price bid.
UTILITY PROPERTY AND SERVICE
1. Construction operations in the proximity of utility properties shall be performed in accordance with the
provision of MnDOT 1507. It is however, anticipated that none of the existing utilities will be affected by
the work under this Contract; however the following provisions shall apply under the Contract:
a. The first paragraph of MnDOT 1507 is deleted and the following substituted therefore:
"It shall be the Contractor's responsibility to contact all local utility companies and ascertain the
location of all existing underground utilities, if any, prior to performing any excavation operations.
The Contractor shall conduct his/her operations in the vicinity of any such facilities, which may
exist, in a manner that will prevent damage thereto."
RESPONSIBILITY FOR DAMAGE CLAIMS
1. Responsibility for damage claims will be as set forth in the provisions of MnDOT 1714.

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

1. The following is added to the provision of MnDOT 1714:
“The Contractor agrees to assume entire responsibility and liability for all damages or injury to
all persons, whether employees or otherwise, and to all property, arising out of, resulting from,
or in any manner connected with the execution of the work provided for in this Contract or
occurring or resulting from the use, by the Contractor, his agents or employees, of materials,
equipment, instrumentalities, or other property, whether the same be owned by the City, the
Contractor, sub-contractors or third parties. The Contractor agrees to indemnify, defend, and
save harmless the City of Shorewood, agent and employees from all such claims including,
without limiting the generality of the foregoing, the Contractor also agrees to indemnify and
save harmless the City of Shorewood, its officers and employees from all claims for which the
City may be or may be claimed to be liable, and legal fees and disbursements paid or incurred to
enforce the provisions of this paragraph.
2. This indemnity agreement includes, but is not limited to, claims that the City was negligent or
otherwise liable for inspecting, overseeing, supervising or approving work performed under this
Contract or otherwise, or acts committed or omitted by the Contractor, sub-contractors or third
parties.
MATERIALS, EQUIPMENT, AND SUBCONTRACTORS
1. The Contractor shall submit with their bid a complete list of the proposed bio seal product and any
subcontractors and material suppliers.
2. The sealer shall be a penetrating sealer and asphalt preserver capable of penetrating up to at least
1 inches into existing asphalts.

2025 Pavement Management

2025 Pavement Sealing Overview Map

City of Shorewood

0

1000

SCALE

August 2025

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2025 SHOREWOOD BOUNDARY

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H:\SHWD\_General\Roadways\Pavement Maintenance\2025\2025 Pavement Sealing\2025 Shorewood Pavement Sealing Overview Map.dwg 8/11/2025 3:43:01 PM

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CHESTNUT COURT

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

EXHIBIT C
NON-COLLUSION AFFIDAVIT

NON-COLLUSION AFFIDAVIT
The following Non-Collusion Affidavit shall be executed by the bidder:
State Project No. __________________________________
Federal Project No. ________________________________
State of Minnesota

_______________)
) ss

County of ________________________)
I, _________________________________________, do state under penalty of
(name of person signing this affidavit)

perjury under 28 U.S.C. 1746 of the laws of the United States:
(1)

that I am the authorized representative of ______________________________

___________________________________________________________________________
(name of person, partnership or corporation submitting this proposal)

and that I have the authority to make this affidavit for and on behalf of said bidder;
(2)

that, in connection with this proposal, the said bidder has not either directly or

indirectly entered into any agreement, participated in any collusion or otherwise taken any
action in restraint of free competitive bidding;
(3)

that, to the best of my knowledge and belief, the contents of this proposal have

not been communicated by the bidder or by any of his/her employees or agents to any person
who is not an employee or agent of the bidder or of the surety on any bond furnished with the
proposal and will not be communicated to any person who is not an employee or agent of the
bidder or of said surety prior to the official opening of the proposal, and
(4)

that I have fully informed myself regarding the accuracy of the statements

made in this affidavit.
Signed: ________________________________
(bidder or his authorized representative)

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

EXHIBIT D
BID FORM

BID FORM
2025 PAVEMENT SEALING
CITY OF SHOREWOOD
Bidder Name:
BIDDER agrees to perform all of the work described in the CONTRACT DOCUMENTS for the following unit prices:
NOTE: BIDS shall include sales tax and applicable taxes and fees.
BIDDER must fill in unit prices in numerals, make extension for each item and total.

ITEM
NO.

BID ITEM

APPROX.
QUANTITY

UNIT

1

MOBILIZATION

1

LS

2

TRAFFIC CONTROL

1

LS

3

SWEEPING

1

LS

4

PAVEMENT SEALER

39,340

SY

UNIT
PRICE

AMOUNT

TOTAL BID:

SHAKOPEE MDEWAKANTON SIOUX COMMUNITY
C15.118332

Bolton & Menk, Inc.

BID FORM

PROJECT NO. 25-02
8/11/2025

2025 Pavement Sealing
Shorewood, MN

EXHIBIT E
RESPONSIBLE CONTRACTOR VERIFICATION

RESPONSIBLE CONTRACTOR VERIFICATION AND CERTIFICATION OF COMPLIANCE
PRIME CONTRACTOR BID FORM ATTACHMENT
PROJECT NUMBER: 25-02
This form includes changes by statutory references from the Laws of Minnesota 2015, chapter 64, sections
1-9. This form must be submitted with the bid form submitted for this project. A bid form received without
this form, may be rejected.
Minn. Stat. § 16C.285, Subd. 7. IMPLEMENTATION. … any prime contractor or subcontractor or motor carrier that
does not meet the minimum criteria in subdivision 3 or fails to verify that it meets those criteria is not a responsible
contractor and is not eligible to be awarded a construction contract for the project or to perform work on the
project…
Minn. Stat. § 16C.285, Subd. 3. RESPONSIBLE CONTRACTOR, MINIMUM CRITERIA. "Responsible contractor" means a
contractor that conforms to the responsibility requirements in the solicitation document for its portion of the work on
the project and verifies that it meets the following minimum criteria:
(1) The Contractor:
(i) is in compliance with workers' compensation and unemployment insurance requirements;
(ii) is in compliance with Department of Revenue and Department of Employment and Economic Development
registration requirements if it has employees;
(iii) has a valid federal tax identification number or a valid Social Security number if an individual; and
(iv) has filed a certificate of authority to transact business in Minnesota with the Secretary of State if a foreign
corporation or cooperative.
(2)

The contractor or related entity is in compliance with and, during the three-year period before submitting the
verification, has not violated section 177.24, 177.25, 177.41 to 177.44, 181.03, 181.101, 181.13, 181.14, or
181.722, and has not violated United States Code, title 29, sections 201 to 219, or United States Code, title 40,
sections 3141 to 3148. For purposes of this clause, a violation occurs when a contractor or related entity:
(i) repeatedly fails to pay statutorily required wages or penalties on one or more separate projects for a total
underpayment of $25,000 or more within the three-year period, provided that a failure to pay is “repeated” only
if it involves two or more separate and distinct occurrences of underpayment during the three-year period;
(ii) has been issued an order to comply by the commissioner of Labor and Industry that has become final;
(iii) has been issued at least two determination letters within the three-year period by the Department of
Transportation finding an underpayment by the contractor or related entity to its own employees;
(iv) has been found by the commissioner of Labor and Industry to have repeatedly or willfully violated any of the
sections referenced in this clause pursuant to section 177.27;
(v) has been issued a ruling or findings of underpayment by the administrator of the Wage and Hour Division of
the United States Department of Labor that have become final or have been upheld by an administrative law
judge or the Administrative Review Board; or
(vi) has been found liable for underpayment of wages or penalties or misrepresenting a construction worker as
an independent contractor in an action brought in a court having jurisdiction. Provided that, if the contractor or
related entity contests a determination of underpayment by the Department of Transportation in a contested
case proceeding, a violation does not occur until the contested case proceeding has concluded with a
determination that the contractor or related entity underpaid wages or penalties;*
This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

(3)
(4)

(5)

(6)

(7)

The contractor or related entity is in compliance with and, during the three-year period before submitting the
verification, has not violated section 181.723 or chapter 326B. For purposes of this clause, a violation occurs
when a contractor or related entity has been issued a final administrative or licensing order;*
The contractor or related entity has not, more than twice during the three-year period before submitting the
verification, had a certificate of compliance under section 363A.36 revoked or suspended based on the
provisions of section 363A.36, with the revocation or suspension becoming final because it was upheld by the
Office of Administrative Hearings or was not appealed to the office;*
The contractor or related entity has not received a final determination assessing a monetary sanction from the
Department of Administration or Transportation for failure to meet targeted group business, disadvantaged
business enterprise, or veteran-owned business goals, due to a lack of good faith effort, more than once during
the three-year period before submitting the verification;*
*Any violations, suspensions, revocations, or sanctions, as defined in clauses (2) to (5), occurring prior to July 1,
2014, shall not be considered in determining whether a contractor or related entity meets the minimum criteria.
The contractor or related entity is not currently suspended or debarred by the federal government or the state
of Minnesota or any of its departments, commissions, agencies, or political subdivisions that have authority to
debar a contractor; and
All subcontractors and motor carriers that the contractor intends to use to perform project work have verified to
the contractor through a signed statement under oath by an owner or officer that they meet the minimum
criteria listed in clauses (1) to (6).

Minn. Stat. § 16C.285, Subd. 5. SUBCONTRACTOR VERIFICATION.
A prime contractor or subcontractor shall include in its verification of compliance under subdivision 4 a list of all of its
first-tier subcontractors that it intends to retain for work on the project. Prior to execution of a construction contract,
and as a condition precedent to the execution of a construction contract, the apparent successful prime contractor
shall submit to the contracting authority a supplemental verification under oath confirming compliance with
subdivision 3, clause (7). Each contractor or subcontractor shall obtain from all subcontractors with which it will have
a direct contractual relationship a signed statement under oath by an owner or officer verifying that they meet all of
the minimum criteria in subdivision 3 prior to execution of a construction contract with each subcontractor.
If a prime contractor or any subcontractor retains additional subcontractors on the project after submitting its
verification of compliance, the prime contractor or subcontractor shall obtain verifications of compliance from each
additional subcontractor with which it has a direct contractual relationship and shall submit a supplemental
verification confirming compliance with subdivision 3, clause (7), within 14 days of retaining the additional
subcontractors.
A prime contractor shall submit to the contracting authority upon request copies of the signed verifications of
compliance from all subcontractors of any tier pursuant to subdivision 3, clause (7). A prime contractor and
subcontractors shall not be responsible for the false statements of any subcontractor with which they do not have a
direct contractual relationship. A prime contractor and subcontractors shall be responsible for false statements by
their first-tier subcontractors with which they have a direct contractual relationship only if they accept the verification
of compliance with actual knowledge that it contains a false statement.
Subd. 5a. Motor carrier verification. A prime contractor or subcontractor shall obtain annually from all motor carriers
with which it will have a direct contractual relationship a signed statement under oath by an owner or officer verifying
that they meet all of the minimum criteria in subdivision 3 prior to execution of a construction contract with each
motor carrier. A prime contractor or subcontractor shall require each such motor carrier to provide it with immediate
written notification in the event that the motor carrier no longer meets one or more of the minimum criteria in
subdivision 3 after submitting its annual verification. A motor carrier shall be ineligible to perform work on a project
covered by this section if it does not meet all the minimum criteria in subdivision 3. Upon request, a prime contractor
or subcontractor shall submit to the contracting authority the signed verifications of compliance from all motor
carriers providing for-hire transportation of materials, equipment, or supplies for a project.
This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

Minn. Stat. § 16C.285, Subd. 4. VERIFICATION OF COMPLIANCE.
A contractor responding to a solicitation document of a contracting authority shall submit to the contracting authority
a signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in
subdivision 3, with the exception of clause (7), at the time that it responds to the solicitation document.
A contracting authority may accept a signed statement under oath as sufficient to demonstrate that a contractor is a
responsible contractor and shall not be held liable for awarding a contract in reasonable reliance on that statement. A
prime contractor, subcontractor, or motor carrier that fails to verify compliance with any one of the required
minimum criteria or makes a false statement under oath in a verification of compliance shall be ineligible to be
awarded a construction contract on the project for which the verification was submitted.
A false statement under oath verifying compliance with any of the minimum criteria may result in termination of a
construction contract that has already been awarded to a prime contractor or subcontractor or motor carrier that submits a
false statement. A contracting authority shall not be liable for declining to award a contract or terminating a contract based
on a reasonable determination that the contractor failed to verify compliance with the minimum criteria or falsely stated
that it meets the minimum criteria. A verification of compliance need not be notarized. An electronic verification of
compliance made and submitted as part of an electronic bid shall be an acceptable verification of compliance under this
section provided that it contains an electronic signature as defined in section 325L.02, paragraph (h).
CERTIFICATION
By signing this document I certify that I am an owner or officer of the company, and I certify under oath that:
1) My company meets each of the Minimum Criteria to be a responsible contractor as defined herein and is in
compliance with Minn. Stat. § 16C.285, and
2) if my company is awarded a contract, I will submit Attachment A-1 prior to contract execution, and
3) if my company is awarded a contract, I will also submit Attachment A-2 as required.
Authorized Signature of Owner or Officer:

Printed Name:

Title:

Date:

Company Name:

NOTE: Minn. Stat. § 16C.285, Subd. 2, (c) If only one prime contractor responds to a solicitation document, a contracting authority
may award a construction contract to the responding prime contractor even if the minimum criteria in subdivision 3 are not met.

****END OF SECTION****

This document is a MODIFIED version of the MnDOT Responsible Contractor Verification and Certification of Compliance form

City of Shorewood – 2025 Pavement Sealing

RESPONSIBLE CONTRACTOR VERIFICATION AND
CERTIFICATION OF COMPLIANCE

V122921 © Bolton & Menk, Inc. 2025, All Rights Reserved

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-074
A RESOLUTION APPROVING 2025 PAVEMENT SEALING QUOTES
CITY PROJECT 25-02
WHEREAS, the City of Shorewood (“City”) is responsible for maintaining approximately 50
miles of public roadways and implements a variety of methods to maintain the roadways and
extend their useful life ; and
WHEREAS, the City solicited quotes for the 2025 Pavement Sealing project and received one
quote. The one quote was from Bargen Incorporated from Mountain Lake, MN in the amount
of $96,989.60 and is the only certified installer for Replay in the areas as manufactured by
BioSpan Technologies; and
WHEREAS, the project is included in the 2025 Capital Improvements Plan for Pavement
Maintenance and will fund the project from the Street Reconstruction Fund; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA that the Council hereby accepts and awards the low quote for the 2025 Pavement
Sealing Project to Bargen Incorporated in the amount of $96,989.60 and authorizes staff and
the Mayor to execute the project contract.
Adopted by the City Council of Shorewood, Minnesota this 25th day of August 2025.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Reviewed by:
Attachments:

New Retail Liquor License
Monday, August 25, 2025
Brenda Pricco, Deputy City Clerk
Sandie Thone, City Clerk/HR Director
Resolution

Item
2I

Background
Shorewood City Code Chapter 401, Liquor Regulations provides for consideration of licensing
establishments to sell on and off-sale liquor in the city limits.
The following establishment is requesting council consideration for a new Off Sale liquor license
which will expire on May 31, 2026:
JBL Spirits LLC dba The Bottle Shop
5660 County Road 19
Shorewood, MN 55331
The licensee has submitted all the required documentation, met the insurance liability
requirements, has successfully passed a background investigation through South Lake
Minnetonka Police Department (SLMPD), submitted the required licensing fees, and met the
State of Minnesota, Department of Public Safety, Alcohol and Gambling Enforcement
requirements as well. AGE alcohol inspectors perform pre-license inspections.
Financial Considerations
Licensing fees as set forth in the City’s fee schedule for liquor licenses have been collected.
Action Requested
Staff respectfully recommends the city council approve the liquor license effective through May
31, 2026 for the above establishment in the city limits.
Motion to approve the New Off Sale Retail Liquor License as presented.
Simple majority vote required.

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-075
A RESOLUTION APPROVING NEW RETAIL LIQUOR LICENSE
WHEREAS, Shorewood City Code, Chapter 401 provides that no person may directly or indirectly, on any
pretense or by any device, sell, barter, keep for sale, charge for possession, or otherwise dispose of alcoholic
beverages as part of a commercial transaction without having obtained the required license or permit; and
WHEREAS, in addition to the requirements set forth by the Minnesota Department of Public Safety, Alcohol
and Gambling Enforcement Division, Shorewood City Code provides that the applicant shall complete an
application for a liquor license, pay the required licensing fee, fulfill insurance coverage requirements and
complete a successful background investigation; and
WHEREAS, the following applicant successfully completed the application process, satisfying the requirements
as delineated above for the issuance of a liquor license effective through May 31, 2026, consistent with the
requirements and provisions of Chapter 401 of the Shorewood City Code.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood, the following license issued
to the applicant as follows is approved:
Applicant

Address

License_______

JBL Spirits LLC
dba The Bottle Shop

5660 County Rd 19
Shorewood, MN 55331

Off Sale

ADOPTED BY THE CITY COUNCIL of the City of Shorewood this 25th day of August, 2025.

Attest:
______________________________
Sandie Thone, City Clerk

_______________________________
Jennifer Labadie, Mayor

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Reviewed by:
Attachments:

Item
2J

Authorization to Submit MnDNR Conservation Partners Legacy (CPL)
Grant Application
Monday, August 25, 2025
Matt Morreim, Public Works Director
Marc Nevinski, City Administrator
Council Resolution

Background
Over the past several years, the city staff have been managing the decline of ash trees
throughout the community due to the ongoing spread of the emerald ash borer. Freeman Park
has been particularly impacted, requiring the extensive removal of mature ash trees to mitigate
public safety risks and prevent further infestation. This necessary action has resulted in a
substantial void in the park's tree canopy, affecting its ecological health, aesthetics, and
community use.
The Minnesota DNR Conservation Partners Legacy Grant program provides matching funds for
public projects that enhance, restore, or protect forests, grasslands, and wetlands. These grants
are highly competitive and are intended to leverage local and regional investments in
conservation. The grant requires a 10% local match, which can be provided through a
combination of cash and in-kind contributions. The city plans to provide a 10% in-kind match by
using staff time.
The proposed project for Freeman Park is a reforestation effort. The project would include:
• Site preparation and planting of diverse native, disease-resistant trees (e.g., oaks,
maples, hackberry) across a 20-acre area.
• The installation of protective measures for young trees.
• Initial watering and maintenance to ensure a high survival rate.
Important timelines for the grant are:
• Grant Application Deadline: September 8, 2025
• Project Completion Deadline: June 30, 2029
Staff request approval to submit a grant application to the Minnesota Department of Natural
Resources (DNR) for a Conservation Partners Grant. This funding, if awarded, would support a
critical reforestation project in Freeman Park, addressing the significant loss of tree canopy due
to the emerald ash borer (EAB) infestation.

Financial or Budget Considerations:
We propose to seek a grant request of $75,000 to $125,000, with the city providing a local
match of 10%. The City's match will be fulfilled through in-kind contributions, specifically the
value of staff time from city staff for site work, planting, and ongoing maintenance.
Action Requested:
Motion to adopt the resolution, which authorizes city staff to submit an application for the
Minnesota DNR Conservation Partners Grant.
A majority vote by the Council is required.

CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
RESOLUTION 25-076
A RESOLUTION AUTHORIZING THE SUBMISSION OF AN APPLICATION FOR A MINNESOTA DNR
CONSERVATION PARTNERS GRANT
WHEREAS, the City of Shorewood, Minnesota has identified the need to reforest Freeman Park
due to the significant loss of tree canopy from the emerald ash borer (EAB) infestation; and
WHEREAS, the Minnesota Department of Natural Resources (DNR) offers a Conservation
Partners Legacy Grant program that provides funds for projects that enhance, restore, or
protect forests; and
WHEREAS, the proposed project includes the removal of dead and dying ash trees and the
planting of new native, disease-resistant trees in Freeman Park; and
WHEREAS, the Conservation Partners Legacy Grant requires a 10% local match, which the City
of Shorewood, Minnesota intends to provide through an in-kind contribution of staff time; and
NOW, THEREFORE, BE IT RESOLVED by the City Council of Shorewood, Minnesota, that:
1. City staff is hereby authorized to submit an application to the Minnesota Department of
Natural Resources for a Conservation Partners Legacy Grant for the reforestation of
Freeman Park.
2. The City of Shorewood, Minnesota commits to providing the required local match,
consisting of in-kind contributions, including the value of staff time, for the project as
outlined in the grant application.
3. City staff are authorized to take all necessary actions to execute the grant agreement
and to implement the project if the grant is awarded.
Adopted by the City Council of Shorewood, Minnesota this 25th day of August 2025.
__________________________
Jennifer Labadie, Mayor
Attest:
___________________________
Sandie Thone, City Clerk

225464v1

Item
2K

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Reviewed by:

AMM Software Board Portal Devices
August 25, 2025
Sandie Thone, City Clerk/Human Resources Director
Marc Nevinski, City Administrator

Background
On March 10, 2025 the City Council approved a contract with CivicPlus for Agenda Meeting
Management (AMM) software. City staff have been working with CivicPlus staff to implement
and train on the new software. We are currently in the educate and launch phase of the
process. We anticipate launching for our first live meeting with the software for the October
14th City Council meeting.

Upcoming Timeline
September 8 CC Meeting: Soft launch: staff to submit items through AMM but will supply paper
packets for public and council
September 22 CC Meeting: Soft launch: Staff submitting items through AMM but will supply
paper packets for public and council Tentative Training for city council on Board Portal process
October 14 CC Meeting: System Launch: staff submitting items through AMM and City Council
to access their agenda packets through the Board Portal
With this timeline in mind, we would like to get the devices ordered and set up for the
councilmembers, so we are ready to fully launch the system for the October 14th meeting.
As you may recall, in March we informed council that we had included some budget dollars in
the 2025 IT budget to purchase electronic devices for the city council. We had planned to
explore some options and bring back a recommendation at a later date. This is that
recommendation.
We have priced out 2 options quoted for us and supported by Blue Net (our IT providers) for
devices as delineated below:
(5) Lenovo 14” Chromebooks at $549 each
(5) Lenovo 13” Yoga at $1,019 each
A third option was explored; i-Pads, which were comparable in cost to the Yoga (above) but
would not be supported by our IT department. Therefore, we recommend going with one of
the supported options. As chrome books are more affordable – they are more geared towards
school/classroom applications, and in general offer less functionality. The i-Pads while very
versatile, would not be supported by our IT department and are not Windows based. One
very distinct feature with the Yoga is it is Windows-based and offers full laptop functionality
allowing you to run compatible software or application required for board meetings. Yoga’s 2
in 1 design allows multiple modes (laptop, tent, tablet, stand), which can be useful for
presentations, note-taking, and collaboration in a meeting setting. The Yoga also comes with a
more powerful processor for more demanding tasks or multitasking. In addition, it offers more
ports for connecting than the other tablet devices. Staff’s recommendation is to purchase five
(5) Lenovo Yogas at a cost of $1,019 each or $5,095 total, to be used by council to access the
board portal and also support their city email, or other city business as applicable.
The devices will be used by the city council to access the Board Portal. The Board Portal is
cloud based and will allow the city council to access all meeting content. There will be no more

issues with files that are too large to send via email. The Board Portal is optimized for all
devices. It provides officials with a secure location to take notes on all meeting content
including agendas and supporting documents, including minutes. It has a search functionality
for you to find information quickly by searching for a key word or date, etc. An item summary
view allows you to see motions, votes and discussion on items, preventing manual searches
through full meeting documents.
Financial or Budget Impact
The cost of the city council devices was included in the 2025 budget as approved by the City
Council in December of 2024.
Action Requested
Motion to approve the purchase of (5) Lenovo Yoga devices through Blue Net for $5,095. Second
and simple majority vote required.

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Item
2L

Summary of Conclusions of City Administrator Annual Review
August 25, 2025
Marc Nevinski, City Administrator
None

Background
On August 11, 2025, the City Council met in a closed session to conduct the City Administrator’s
annual performance review. MN Statute 13D.05 requires the Council, at its next open meeting,
to summarize its conclusions of its evaluation.
The City Administrator provided the Council with an update on the progress of the Council’s
2025 strategic priorities, which included Environmental Stewardship, Fiscal Responsibility, Safe
& Secure Community, Organizational Strength & Good Governance, Functionally & Financially
Sound Infrastructure, Comprehensive Approach to Planning and Development, and Effective
Engagement and Communications. The Council concluded the City Administrator had created
the forum for a productive discussion and assembled ideas into well-structured format.
The Council discussed the City Administrator’s performance over the past year. The Council
concluded the administrator to be a professional, knowledgeable and capable manager,
demonstrating integrity, stewardship, respect, patience and empathy. The Council asked the
administrator to remain open to feedback, ensure tasks and requests, particularly seemingly
small ones, remain priorities, and to keep the Council updated on the status of projects and
issues as they are worked on.
Financial Impact
None
Action Requested
Motion to approve the summary of conclusions of City Administrator’s performance review.
Simple majority vote required

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Item
8A

Approve the SLMPD 2026 Budget
August 25, 2025
Marc Nevinski, City Administrator
Budget Memo & Budget Summary
Resolution

Background
The South Lake Minnetonka Police Department must submit its proposed 2026 budget to the
member cities for approval under the terms of the Joint Powers Agreement. The Coordinating
Committee considered the final 2026 budget at its meeting on July 23rd and is recommending
approval of the budget by the member cities. Please see the attached memo from Chief
Ballsrud for a summary of the 2026 budget. The Chief will be present to discuss the budget.
The budget must be unanimously approved by the member cities.
Greenwood
Exclesior
Shorewood
Tonak Bay

Expect Approval 9/3
Approved
August 25
August 26

Financial Considerations
Please see the attached memo from Chief Ballsrud.
Action Requested
Motion to adopt the attached resolution approving the South Lake Minnetonka Police
Department 2026 Budget.
A majority vote by the Council is required.

SOUTH LAKE MINNETONKA
POLICE DEPARTMENT
24150 SMITHTOWN ROAD
SHOREWOOD, MN 55331-8598

Justin Ballsrud

Chief of Police

Office (952) 474.3261
Fax (952) 474.4477

SLMPD 2026 Budget Proposal MEMO
2026 SLMPD Budget: For 2026, I am proposing a 8.4% increase to the Operating Budget. On
July 23rd the SLMPD Coordinating Committee Unanimously approved this budget after several
work sessions and a regular meeting.
(See attached Budget Summary and spreadsheet).
The explanations for the 8.4% expenses increase are:
o Contractual salaries increase of 4.5%
196% increase in part time salaries $87,127 (part time records position in 2025
and part time CSO)
o Increased Medicare, Social Security of 41.9% ($17,088)
o Increased Disability Benefits 193.1% $18,250 due to state Paid Family Leave Act
o $50,000 to replenish depleted reserves
o Increase Repairs and Maintenance to be in line with previous years expenses.
42.2% increase $35,846
o Increase Overtime 25% $10,000 to be in line with previous years expenses.
Overtime budget has only increased $3000 since 2016.
o Public Safety Building Condition Assessment $4000
o Continuation of the FLOCK Camera program $12,000 grant expired
o Financing two patrol vehicles and moving away from Leasing Program 74%
increase $59,991
The primary reasons for the decreased revenues are:
• 2025 Public Safety Funds were $102,000
• Hennepin County is returning vehicle forfeitures $13,000
Expenses we reduced to further offset the increases to the Cities:
•
•

1.1% increase in full time salaries $24,153 (reduction in one FTE CSO)
Liability and Workers Comp insurance projected decrease of 3.6%

Shorewood’s 49.7136% portion of the total Operating Budget of $4,226,532 equals an increase
of $145,841 with a total yearly contribution of $1,877,027.

Serving the South Lake Minnetonka Communities of Excelsior, Greenwood, Shorewood and Tonka Bay

2026 Budget

2025 Budget

Income

40101 · Excelsior (27.9582%) with PSF
40102 · Greenwood (8.5557%) with PSF
40103 · Shorewood (49.7136%) with PSF
40104 · Tonka Bay (13.7722%) with PSF
42210 · Public Safety Funds / Excelsior
42211 · Public Safety Funds / Greenwood
42212 · Public Safety Funds / Shorewood
42213 · Public Safety Funds / Tonka Bay
40110 · Court Overtime
40120 · Excelsior Park, Dock & Code
Enforcement Services
42100 · State Police Officer Aid
42150 · DWI Police Officer Grant
42200 · State Training Reimbursement
43100 · Minnetonka School District
43200 · Administrative Requests
43400 · Special Policing Details
44000 · Investment Income
46400 · Forfeitures
46500 · Grant Reimbursements
46600 · Other Reimbursements
Total Income
Expense

50100 - Full-Time Salaries
50200 - General Overtime
50230 - Reimbursed Overtime
50300 - Part-Time Salaries
50320 - Excelsior PSO/CE Salaries
50500 · Social Security & Medicare
50600 · PERA Pensions
50700 · Health Insurance Benefits
50800 · Disability Benefits
51000 · Contracted Services
52100 · IT Equipment Leases
52200 · Repairs and Maintenance
52300 · Utilities
52400 · Janitorial & Cleaning
52500 · Printing & Publishing
53000 · Supplies / Fuel
54000 · Uniforms & Gear
54500 · Training and Education
56000 · Liability / Causality Insurance
56100 · Subscriptions & Memberships
57000 · Special Projects
57100 · Public Safety Aid Expenses
58000 · Capital Plan / Vehicle Leases
Total Expense

$ Change
82,019
25,099
145,841
40,402
-

8,000

7,500

8.4%
8.4%
8.4%
8.4%
0.0%
0.0%
0.0%
0.0%
6.7%

46,000

46,000

0.0%

170,000
115,500
18,000
6,863
7,000
27,000
2,500
5,000
45,000
4,226,532

160,000
115,500
18,000
6,863
7,000
27,000
5,000
18,000
45,000
25,000
3,963,171

6.3%
100%
0.0%
0.0%
0.0%
0.0%
-50.0%
-72.2%
0.0%
-100.0%
6.7%

293,361

450,863
2,169,889
50,000
61,338
131,460
46,000
57,877
402,634
304,090
27,700
32,652
88,723
120,875
80,074
11,160
2,500
88,442
22,100
44,760
238,331
5,670
49,391
140,877
4,176,543

Income $582,863
2,145,736
40,000
61,338
44,333
46,000
40,789
393,741
315,421
9,450
33,682
62,323
85,029
81,143
9,840
2,500
89,329
21,800
44,760
226,019
2,130
24,931
102,000
80,886
3,963,181

1.1%
25.0%
0.0%
196.5%
0.0%
41.9%
2.3%
-3.6%
193.1%
-3.1%
42.4%
42.2%
-1.3%
13.4%
0.0%
-1.0%
1.4%
0.0%
5.5%
166.2%
98.1%
-100.0%
74.2%
5.4%

(132,000)
24,153
10,000
87,127
17,088
8,893
(11,331)
18,250
(1,030)
26,400
35,846
(1,069)
1,320
(887)
300
12,312
3,540
24,460
(102,000)
59,991
213,363

1,055,612
323,036
1,877,027
519,994

973,593
297,937
1,731,186
479,592

General Fund Reserve Replenishment

50,000

Total Expense and General Fund Reserves

4,226,543

3,963,181

3,775,680

3,380,318

Expenses & Reserves (-) Income

Variable %

6.7%

Serving the South Lake Minnetonka Communities of Excelsior, Greenwood, Shorewood and Tonka Bay

RESOLUTION 25-077
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
A RESOLUTION APPROVING THE 2026 ANNUAL OPERATING BUDGET OF THE SOUTH LAKE
MINNETONKA POLICE DEPARTMENT.
WHEREAS, the City of Shorewood is a member of the South Lake Minnetonka Police
Department through a joint powers agreement which also includes the Cities of Excelsior,
Greenwood, Tonka Bay; and
WHEREAS, under the terms of the joint powers agreement, member cities must unanimously
approve the annual operating budget; and
WHEREAS, the Chief of Police presented a proposed 2025 operating budget for review by the
Coordinating Committee for the South Lake Minnetonka Police Department on July 23, 2025; and
WHEREAS, the Coordinating Committee discussed the proposed budget and recommended its
consideration by the Member’s city councils; and
WHEREAS, the Shorewood City Council reviewed the proposed 2025 budget on August 25,
2024, which included both operations and capital expenditures for body cameras and laptops;
and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA that the 2026 budget of the South Lake Minnetonka Police Department in the
total amount of $4,226,543, with Shorewood’s share being $1,877,027.

Adopted by the Shorewood City Council this 25th day of August 2025.

__________________________
Attest:
____________________________
Sandie Thone, City Clerk

Jennifer Labadie, Mayor

RESOLUTION 25-078
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
A RESOLUTION MAKING APPROVING THE 2026 ANNUAL OPERATING BUDGET OF THE
EXCELSIOR FIRE DISTRICT
WHEREAS, the City of Shorewood is a member of the Excelsior Fire District through a joint
powers agreement which also includes the Cities of Excelsior, Greenwood, Deephaven, and
Tonka Bay; and
WHEREAS, under the terms of the joint powers agreement, member cities must unanimously
approve the annual budget; and
WHEREAS, the Fire Chief presented a proposed 2026 operating budget for review by the Board
of Excelsior Fire District on August 13, 2025; and
WHEREAS, the Board discussed the proposed budget and recommended its approval by the
member’s city councils; and
WHEREAS, the Shorewood City Council has reviewed the proposed 2026 budget and finds it
reasonable and appropriate to provide the desired level of fire protection within the City and
the South Lake Minnetonka area; and
WHEREAS, the 2026 Excelsior Fire District operating and facilities budgets total $2,725,948, of
which Shorewood’s share is $982,406; and
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA the proposed 2026 operating budget of the Excelsior Fire District is hereby
approved, with the member cities contribution totaling $2,245,343, of which Shorewood’s share
is $809,201.

Adopted by the Shorewood City Council this 25th day of August 2025.

__________________________
Jennifer Labadie, Mayor
Attest:
____________________________
Sandie Thone, City Clerk

RESOLUTION 25-079
CITY OF SHOREWOOD
COUNTY OF HENNEPIN
STATE OF MINNESOTA
A RESOLUTION MAKING APPROVING THE 2026 ANNUAL FACILITIES BUDGET OF THE
EXCELSIOR FIRE DISTRICT
WHEREAS, the City of Shorewood is a member of the Excelsior Fire District through a joint
powers agreement which also includes the Cities of Excelsior, Greenwood, Deephaven, and
Tonka Bay; and
WHEREAS, under the terms of the joint powers agreement, member cities must unanimously
approve the annual budget; and
WHEREAS, the Fire Chief presented a proposed 2026 operating budget for review by the Board
of Excelsior Fire District on August 13, 2025; and
WHEREAS, the Board discussed the proposed budget and recommended its approval by the
members’ city councils; and
WHEREAS, the 2026 Excelsior Fire District operating and facilities budgets total $2,725,948, of
which Shorewood’s share is $982,406; and
WHEREAS, the Shorewood City Council has reviewed the proposed 2026 budget and finds it
reasonable and appropriate to provide the desired level of fire protection within the City and
the South Lake Minnetonka area.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD,
MINNESOTA the proposed 2026 facilities budget of the Excelsior Fire District is hereby
approved, with the member cities contribution totaling $480,605 of which Shorewood’s share is
$173,206.

Adopted by the Shorewood City Council this 25th day of August 2025.

__________________________
Jennifer Labadie, Mayor
Attest:
____________________________
Sandie Thone, City Clerk

City Council Meeting Item
Title/Subject:
Meeting Date:
Prepared by:
Attachments:

Item
8C

Out of State Travel Request - Minnesota Transportation Alliance
August 25, 2025
Marc Nevinski, City Administrator
Out of State Travel Policy
Event Information

Background
Improvements to Hwy 7 have long been a priority for Shorewood and other communities along
the corridor. Shorewood has advocated for MnDOT and the state legislature to invest in Hwy 7
to improve safety and efficiency. These efforts have resulted in a safety audit (2022), a corridor
study (2025), and funding to establish a transportation management organization for the
corridor (2026).
At the August 11 Council meeting, the question was raised about the Mayor attending the
Minnesota Transportation Alliance’s DC Fly In event on September 16-18, 2025. According to
its website the Alliance’s mission is to coordinate and educate diverse groups statewide to
effectively advocate for a safe, efficient transportation system that works for everyone. More
information can be found on the Alliance’s website at www.transportationalliance.com.
The D.C. Fly-In is an event organized by the Minnesota Transportation Alliance to advocate for
support of Minnesota’s transportation needs, meet with elected officials and learn about
federal transportation policy. More information on the event can be found at
www.transportationalliance.com/event/2025-washington-dc-fly. Estimated costs include:
Registration

$585

Wednesday Dinner – Bobby Van’s

$50

Hotel (Washington Plaza)

$369/night (x2)

Airfare (estimate)

$280 as of 8/19

Total Estimate

$1653

It is the City’s policy that the Council approve out of state travel by any Council member. The
policy provides guidance for evaluating out-of-state travel by council members. In this instance,
the request to attend this event appears to align with guideline 1e. regarding meeting with
federal officials on behalf of the City.

Rationale for attending this event include information from MnDOT that estimates of
improvements identified in the draft corridor study suggest an additional $36M will be needed
to incorporate them into the already planned 2029 Hwy 7 maintenance project. Additionally,
representatives from other corridors have stated that advocacy at the state and federal level is
necessary to obtain funding to advance corridor improvements. Advocacy will be the primary
activity for the Hwy 7 corridor communities in the years ahead.
Financial Impact
The Minnesota Transportation Alliance has a scholarship of up to $1800 available for the City of
Shorewood to attend the 2025 event. Funding exists in the Council’s budget to cover eligible
expenses should the total cost exceed the scholarship amount.
Action Requested
Motion to approve the Mayor’s attendance at the Minnesota Transportation Alliance’s 2025
D.C. Fly-In event.
Simple majority vote required.

OUT OF STATE TRAVEL POLICY FOR MEMBERS OF THE CITY COUNCIL

PURPOSE
The City of Shorewood recognizes that its elected officials may at times receive value
from traveling out of the State for workshops, conferences, events, and other
assignments. This policy sets forth the conditions under which out-of-state travel will be
reimbursed by the City.
GENERAL GUIDELINES
1. The event, workshop, conference, or assignment must be approved in advance
by the City Council at an open meeting and must include an estimate of the cost
of the travel. In evaluating the out-of-state travel request, the Council will
consider the following:
a. Whether the elected official will be receiving training on issues relevant to
the City or his or her role as the mayor or council member.
b. Whether the elected official will be meeting and working with other elected
officials from around the country to exchange ideas on topics of relevance
to the City or on the official roles of elected officials.
c. Whether the elected official will be reviewing a facility or function that is
similar in nature to one that is currently operating at, or under
consideration by, the City where the purpose for the trip is to study the
facility or function to bring back ideas for the consideration of the full
Council.
d. Whether the elected official has been specifically assigned by the Council
to visit another city for the purpose of establishing a goodwill relationship,
such as a “sister city” relationship.
e. Whether the elected official has been specifically assigned by the Council
to testify on behalf of the City at the United States Congress or otherwise
to meet with federal officials on behalf of the City.
f. Whether the City has sufficient funding available in the budget to pay the
cost of the trip.
2. No reimbursement will be made for attendance at events sponsored by or
affiliated with political parties.
3. The City may make payments in advance for airfare, lodging, and registration if
specifically approved by the Council. Otherwise, all payments will be made as
reimbursements to the elected official.

4. The City will reimburse for transportation, lodging, meals, registration, and
incidental costs as follows:
a. Airfare will be reimbursed at coach rate.
b. Mileage will be reimbursed at the IRS rate. If two or more council
members travel by car, only one driver will receive reimbursement. The
City will reimburse for the cost of renting an automobile if necessary, to
conduct City business.
c. Lodging and meal costs are limited to those which are reasonable and
necessary.
d. Receipts are required for lodging, airfare, parking, and meals and should
accompany an expense report form. It is not necessary to have receipts
for public transportation, cabs and tips. The expense report shall be
submitted to the City Clerk or Finance Department for payment.
e. The City will not reimburse for alcoholic beverages, personal telephone
calls, costs associated with the attendance of a family member, rental of
luxury vehicles, meal expenses included in the cost of registration, or
recreational expenses such as golf or tennis.
5. Exceptions to this policy can be made by majority vote of the City Council.
6. This policy shall be reviewed by the City Council at its first meeting in January
each year, and amendments to the policy must be made by Resolution of the
City Council.

Policy adopted on January 9, 2006.

2025 Washington D.C. Fly-In
Tuesday, September 16th, 2025 - Thursday, September 18th
Location
Washington Plaza Hotel
The 2025 Transportation Alliance Washington, D.C. Fly-In
September 16- 18, 2025

Join Us!

It's the longest running event of this kind and we bring representatives of local
government, the transportation industry, transit systems, labor and other advocates
together to jointly advocate for transportation needs in Minnesota.
This is your opportunity to hear directly from our US Senators and Members of
Congress about federal funding for transportation in Minnesota. You will also hear from
transportation leaders at the national and state levels.
Alliance staff will make appointments for you to meet with your member of
Congress and staff. We make it easy for you to advocate and get the latest
developments on policy at the national level.
Sept. 16th
4:00 pm

Registration

5:00 pm

Orientation and Federal Updates

6:00 pm

Welcome Reception

Sept. 17th
8:00 am

Breakfast with Congressional Delegation

10:30 am – 4:30 pm
5:00 pm

Appointments on the Hill

Social Hour

6:00 pm

Dinner – Bobby Van’s Restaurant

Sept. 18th
8:00 am

Breakfast

8:30 am

Minnesota Updates - MnDOT Commissioner Nancy Daubenberger,

Metropolitan Council
11:00 Am/1:00 PM Optional Tour of National Archives

SHOREWOOD CITY COUNCIL
TENTATIVE MEETING TOPICS
The following items are anticipated topics for future City Council meetings. This is not an
exhaustive list and topics are subject to change.
August 25, 2025
Work Sessions
•
•
•
•
•

City Council Bylaws
City Property
Review 2026 Budget #6 – CIP and Debt Service Funds
Zoning Audit
Agenda Software Training

Regular Meeting
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•

Cannabis Code Amendment
Grading & Steep Slope Code Amendment
Approve Preliminary Budget
Adopt Master Fee Schedule Resolution (Ord- Zoning)
Annual Tobacco License Renewals
New Construction Municipal Water
Recycling Contract approval
Curbside Organics
Quarterly Communications Report / CRT
Engineering Services Contract Renewal
Contract Renewal for Civil/Prosecution
Certify Unpaid Charges
Certify Special Assessments
Approve Meeting Minute Agreement for following year
TNT Public Hearing; Adopt Final Budget
Set the 2026 City Council Regular Meeting Schedule
Annual Employee Service Recognition
South Shore Senior Partners Presentation
5570/5580 Shorewood Ln Rezoning, Variance, Minor Subdivision

August 25, 2025
City Council Meeting

City of Shorewood
August 25, 2025
City Council Meeting
1.

Convene City Council Regular Meeting

Pledge of Allegiance
B. Roll Call
C. Review and Adopt Agenda
A.

City of Shorewood
August 25, 2025
City Council Meeting
2.

Consent Agenda

City Council Work Session Minutes of August 11,
2025
B. City Council Regular Meeting Minutes of
August 11, 2025
C. City Council Closed Session Meeting Minutes of
August 11,2025
D. Verified Claims List
A.

City of Shorewood
August 25, 2025
City Council Meeting
2.

Consent Agenda

Annual Review of Minnesota General
Records Retention Schedule
F. Tonka United Fall Kickoff Food Truck
G. 2025 Crack Seal Quote, City Project 25-02
H. 2025 Pavement Seal Quote, City Project 2502
E.

City of Shorewood
August 25, 2025
City Council Meeting
2.

Consent Agenda
I.
J.
K.
L.

New Retail Liquor License
MnDNR Conservation Partners Legacy (CPL)
Grant Application
Agenda Meeting Management Software
Board Portal Devices
Summary of Conclusions of City Administrator
Annual Review

City of Shorewood
August 25, 2025
City Council Meeting
3.

Matters from the Floor

No Council action will be taken.

City of Shorewood
August 25, 2025
City Council Meeting
8.

General/New Business

A. SLMPD 2026 Budget

City of Shorewood
August 25, 2025
City Council Meeting
8.

General/New Business

B. Excelsior Fire District 2026 Budget

City of Shorewood
August 25, 2025
City Council Meeting
8.

General/New Business

C. Out of State Travel Request – Minnesota
Transportation Alliance

City of Shorewood
August 25, 2025
City Council Meeting
9.

Staff and Council Reports
A. Staff

B. Mayor and City Council

City of Shorewood
August 25, 2025
City Council Meeting
10.

Adjourn