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Home My WebLink About2023-02-07 CC Agenda Packet91TELINK A REV❑LLITIDNARY P❑LE WITH A PArENTE❑ TRACK SYSTEM SITELINK OFFERS UNPARALLELED VERSATILITY FOR COMPLETE SITE C❑ORDINATION AND ADAPTABILITY. SITELINK TURNS GOOD DESIGNS INT❑ GREAT DESIGNS THAT FULLY INTEGRATE ALL ❑F THE PRODUCTS FOUND IN TODAY'S PUBLIC SPACES ONT❑ ONE SINGLE STRUCTURE. SITELINK ACCOMMODATES L❑ADING FOR FUTURE LIGHTING REQUIREMENTS AND ACCESS❑RIES. z HOLOPHANE® Pole Series HOLOPHANU - �-�► 15 • _ ITE LI ? The Concept The SiteLink pole is an extruded aluminum shaft with up to four self-contained tracks for mounting site equipment such as luminaires, banners, traffic lights, traffic control systems. communication systems, security cameras, cellular, and audiovisual equipment. In addition, SiteLink can be utilized to anchor amenities such as traffic provisions, trash receptacles and planters as well as a variety of other equipment that today or tomorrow's sites may require. SiteLink has been rigorously tested to meet the highest standards of pole and lighting standard requirements in the marketplace. SiteLink is designed per AASHTO-2009 to meet wind loading requirements throughout North America. All SiteLink accessory components must be installed with the proper equipment. Equipment Site equipment such as traffic lights, pedestrian signal equipment. security cameras and traffic signs can all fit the TracLoc System through the use of one of the several standard accessory components available. Custom components can also be developed for more challenging designs that require special attachments. In these instances. please contact your local Holophane factory sales representative for consultation. TracLoc System At the heart of the SiteLink Pole is the TracLoc System, which uses a dovetail track and TracNut. The TracLoc System allows the installer to locate components in the field without preplanning. In addition, an installer can add products in the future without having to modify the pole, buy a new pole, or add components using unsightly straps and banding. How It Works - Place TracNut lengthwise in track and slide TracNut to desired position. Rotate TracNut 90° to engage flanges of track. TracNut is now in position. Tighten bolt to pull TracNut out against track flange. 4 HOLOPHANE® s, EuN,K I Pole Series [DECORATIVE SHAFT STYLE The Decorative Shaft Style is fluted and provides and historical appearance. The style Is available in four fluted pole sizes. Each shaft size is made from high strength aluminum alloy, which is extruded to form the decorative fluted shaft profile and functional track system. SL4 and SL5 construction Integral structural base with one-piece ith a available in of base styles. lower olefheightt sizes wvariety with lighter requirements. Ideal for P SLG and SL8 integral shoe base Heavy duty pole construction with an available in two shaft sizes. A variety of clamshell bases can be purchased as a separate component. Ide iionai for igher pole heights and applications requiring Light Duty (4)4.5„ Square Four track pole Heavy Duty (5L6) Four track pole 5.75" square Pale Serves. 9 Medium Duty (SL5) 'Fogr track pole 5.25" squp Heavy Duty (5LB) Four track pole 8.5" square BANNERS SITELINK OFFERS A STANDARD SET OF FUNCTIONAL CAST ALUMINUM BANNER ARMS FOR USE WITH THE TRACLOC SYSTEM. BE MOVED TO ACCOMMODATE NEW BANNER BANNERS CAN UIREMENTS OR SIZES, REMOVED FOR DIFFERENT POLE RE4 INCLEMENT WEATHER, OR ADDED FOR SPECIAL EVENTS EASILY WITHOUT DAMAGING THE SURFACE OF THE POLE. p .-riL Liu x Pole series B ❑UTDOCW j_lurs OPTIONS & ACCESSORIES 1/2" cord grip (1/2"- 14 NPT thread) Auxiliary Channel Exit Includes casting, cord grip and mounting template. (Not available with T1) Eyebolt Plates 3/8" 5S eyebolt, plate, and TracNut kit Flagpole Holders (Single Stationary) Flag holder for .750" 0.D. flag pole Flag holder for 1.00" 0.D. flag pole Flag holder for 1.25" 0.D. flag pole Planters and Flower Pots 90° cast aluminum planter for T2 shaft 18" (1.00" OD) Flower pot mounting arm with eyebolt & half sphere end cap. 24" (1.00" OD) Flower pot mounting arm with eyebolt & half sphere end cap. GFCI Outlets, 120 volt, 20 amp Receptacle with wet location while cover closed Receptacle with small, in -use wet location cover Receptacle with large, in -use wet location cover Sign Holder Mounting bracket and hardware for 6" street sign Mounting bracket and hardware for 9" street sign Signal Hub 1.50" NPS threaded hub and mounting plate for traffic and pedestrian signals (two required per signal) TracNut Kits Small TracNut for 5L4 and SL5 3/8" x 1.00" bolt and lockwasher. Use with .188"- .250" thick mounting plate Small TracNut for 5L4 and SL5 3/8" x 1.25" bolt and lockwasher. Use with .385"- .500" thick mounting plate Large TracNut for T1, T2, T3, SL6 and SL8 3/8" x .075" bolt and lockwasher, Use with .06"- .188" thick mounting plate Large TracNut for T1, T2, T3, SL6 and SL8 3/8" x 1.00" bolt and lockwasher. Use with .275"-.430" thick mounting plate Large TracNut for T1, T2, T3, SL6 and SL8 3/8" x 1.25" bolt and lockwasher. Use with .525"- .650" thick mounting plate Large TracNut for T1, T2, T3, SL6 and SL8 3/8" x 1.50" bolt and lockwasher. late Use with .775"- .900" thick mounting p Cord Grip Auxiliary Channel Exit Eyebolt Flower Pot Flagpole Holders GFCI Outlet Box Sign Holder Signal Hub TracNut Kits 1, xx.Color Oct sup 8 on page 191 2. Wherever 113 appears in catalog number, substitute 145 or L.513 when alloyingwies aceessfur those Ohl is 3. sphere lima! Cary substitute B. A, or R per sieo i1OLOPMA11i1® SITE ',•-i raK Pole Series 21 Catalog Number I LOPHANE" LEADER IN LIGHTING SOLUTIONS AWDE3 Acrylic Washington Postlite Standard LED3 Notes Type 3'-4 13116' Maximum weight- 371bs Maximum effective projected area - 2.19 sq. ft. SPECIFICATIONS General Description The Acrylic Washington Postlite Standard LED3 is designed for use with traditional applications fitting 3"tenon post.The largeacom-shaped luminaire, while reminiscent ofthe 1920's, contains a powerful, stalk -mounted Chip -On -Board LED platform with a precision optical system that maximizes post spacings while maintaining uniform illumination. Mechanical Specifications The luminaire housing shall: • Be heavy grade A360 cast aluminum (aluminum with <1% copper) • IP55 rated housing, provides enclosure for the electrical module • Mount to slip -fitter that will accept 3" high by 2-7/8"to 3-1/8" O.D. pole tenon • Provide four uniquely designed stainless steel spring clips, enclosed in a clear polyvinyl chloride sleeve and adjusted by 1/4-20 hex -head bolts that securely cradle the prismatic acrylic refractor. The same'1-20 bolts also support the decorative rib and banding assembly The finish shall: • Utilize a polyester power coat paint to ensure maximum durability • Rigorous multi -stage pre -treating and painting process yields a finish that achieves a scribe creepage rating of 8 (per ASTM D1654) after over 5,000 hours exposure to salt fog chamber (operated per ASTM B117) on standard and RAL finish options. • RAL (RALxxxx5DCR) paint colors are Super Durable Corrosion Resistant, 80% gloss. Ulectri cal 5pe cificns The driver shall meet the following requirements: • Certified by UL or CSA for wet locations • A factory programmable electronic driver with 0-10V dimming control leads • LEDs shall have a minimum of 70 CRI and available in 2700K, 3000K, 4000K, and 5000K CCT • The electrical system shall be designed to meet ANSI/IEEE C62.41.2 and shall offera 10kV/5kA surge protection, fail off, as standard with an upgradable 20kV/10kA surge protection, fail off with indicator light, option • Lumen output can be customized prior to manufacturing by way of FPDxx Options • The electrical components are mounted on an aluminum plate that is removeable with minimum use of tools. 10 314" PRISMATIC ACRYLIC TOP CAP PRISMATIC ACRYLIC REFLECTOR PRISMATIC ACRYLIC REFRACTOR LUMINAIRE HOUSING SET SCREWS SLIP FITTER FOR 3" 0 TENON BAA 5g c us Optical Specifications The optical system is IP66 rated and consists of a precisely molded thermal resistant acrylic refractor and top reflector mounted within the decorative acrylic optic. The top reflector redirects over 50% of the upward light into the controlling refractor while allowing a soft up- right component to define the traditional acorn shape of the luminaire. The lower refractor uses precisely molded prisms to maximize the pole spacings while maintaining uniform illuminance. Two refractors are available, designed for IES type III and V distributions. Control Options The control options shall include, but not limited to, the following: • Three (3) choices of button -style photocontrol kits that, specified to match voltage requirements, 120V, 208-277V, and 347V, and colored to match housing color (no 480V options). Certification and Standards • Luminaire shall be UL or CSA listed. • Suitablefor operation in an ambient temperature up to 40°C/105°F per UL or CSA certification • LM79 compliant • DesignLights Consortium® (DLC) qualified product. Not all versions of this product may be DLC qualified. Please check the DLC Qualified Products List at www.desionlights.oro/QPL to confirm which versions are qualified. Buy American Act This product is assembled in the USA and meets the Buy America(n) government procurement requirements under FAR, DFARS and DOT regulations. Please refer to www,acuitybrands.com/resourceslbuvamericatt for additional information. Warranty — 5 Years Limited This is the only warranty provided and no other statements in this specification sheet create any warranty of any kind. All other express and implied warranties are disclaimed. Complete warranty terms located at: www.acultybrands.comisuaaortlwarrarrty/ternls•and-condltions Note: Actual performance may differ as a result of end -user environment and application. All values are design or typical values, measured under laboratory conditions at 25 °C. • elcuityBrands 1 Holophane i One Lithonia Way, Conyers, GA 30012 I Phone: 866-HOLOPHANE www.holophane.com I techsupportinf@acuitybrands.com AWDE3s 2020-2023 Acuity Brands Lighting, Inc. All rights reserved. Rev. 01/10/23 Specifications subject to change without notice. Page i of 7 Catalog Number O LEADER IN LIGHTING SOLUTIONS NYA North Yorkshire Aluminum Pole 20" Base Notes Type SPECIFICATIONS General Description The lighting post shall be all aluminum, one-piece construction, Materials • The base and fluted tapered cast shaft shall be heavy wall, cast aluminum produced from certified ASTM 356.1 ingot per ASTM B-179 or ASTM B26 • The straight shafts shall be extruded fromaluminum,ASTM 6061 alloy • The tapered shaft shall be extruded from aluminum, ASTM 6063 alloy, spun to a tapered shape • All hardware shall be tamper resistant stainless steel • Anchor bolts to be completely hot dip galvanized • Utilize a polyester powder coat paint to ensure maximum durability. • Rigorous multi -stage pre -treating and painting process yields a finish that achieves a scribe creepage rating of 8 (per ASTM D1654) after over 5,000 hours exposure to salt fag chamber (operated per ASTM B117) on standard and RAL finish options. • RAL(RA1xxxxSDCR)paint colors are Super Durable Corrosion Resistant, 80% gloss. Construction • The shaft shall be double welded to the base casting and shipped as one piece for maximum structural integrity • The shaft shall be welded inside the base casting at the top of the access door, and externally where the shaft exits the base • The 17" base for all shafts, except SL5 & SL6, shall have dual hand holes at 180°, all other bases have a single hand hole. • All welding shall be per ANSI/AWS Dimensions • The post height shall range from 8' to 30' with a 17" or 20" diameter base • At the top of the post, an integral tenon with a transitional donut shall be provided for luminaire mounting with a classic tapered base design. • Installation • The post shall be provided with four, hot dip galvanized L-type anchor bolts • A door shall be provided in the base for anchorage and wiring access • A grounding screw shall be provided inside the base opposite the door Warranty 1-year limited warranty. This is the only warranty provided and no other statements in this specification sheet create any warranty of any kind. All other express and implied warranties are disclaimed. Complete warranty terms located at: www.acuittrands.com /stl pp or t/warranty/terms-and conditions IMPORTANT INSTALLATION NOTES: • Do not erect poles without having fixtures installed. • Factory -supplied templates must be used when setting anchor bolts. Acuity Brands Lighting will not accept claim for incorrect anchorage placement due to failure to use factory template. If poles are stored outside, all protective wrapping must be removed immediately upon delivery to prevent finish damage. Acuity Brands Lighting is not responsible for the foundation design. Note: Actual performance may differ as a result of end -user environment and application. Specifications subject to change without notice Q-AcuityBrands Holophane I One Lithonia Way, Conyers, GA 30012 I Phone: 866-HOLOPHANE I www.holophane.com I techsupportinf(@acuityhrands.com 2011-2023 Acuity Brands Lighting, Inc. All rights reserved. Rev. 01/20/23 Specifications subject to change without notice. NYA Page 1 of 5 DOWNTOWN LIGHTING PROJECTCity of Stillwater Shawn Sanders February 7, 2023 STREETLIGHT HISTORY (1928‐1957?)1928 19421957 STREET LIGHT HISTORY 1960?‐1990?192819621972 LIGHT STYLES TODAY1990 (Roadway) 1999( Pedestrian) 2012 ( Historic) ROADWAY STYLE LIGHTING •Roadway lights were installed in 1990 as part of the Downtown Street Project•35 foot high pole, High pressure sodium shoe box fixture‐129 Lights •Lights were City owned and operated until 1999.•In 1999, Northern States Power, took over maintenance responsibility agree to 16 year lease•Lease expired in 2015, Xcel now does routine maintenance. •2018‐2029, Xcel inspected the lights and 15 poles were removed due to deteriorated bases. PEDESTRIAN LIGHTS•Installed in 1999 by NSP.•Lights selected from NSP options (consisted 15’ fiber glass pole and lantern) •Installed only on Main Street from South of Nelson to Mulberry Street‐50 lights•25 year agreement with NSP. Expires in 2024.•Lights north of Mulberry were installed adjacent to the three Condo Developments‐11 lights HISTORIC LIGHTING15’ high pole with fiberglass pole.Located in Lowell Park, Commercial Street Plaza, and Lift Bridge Concourse EXISTING LIGHTING SYSTEM PROPOSED PROJECT•Remove all street lighting in the Downtown Area including parking lots. PROPOSED PROJECT•Install new Pedestrian Style lights.•241 new lights •15’ high cast aluminum pole.•Historic pole and fixture appearance with LED.•Multiple diameter pole depending on use.•Designed with electrical outlets •Pole attachments for banners, flags, signs and flowerpots (no bands).•New lights being installed as part of ChestnutStreet Plaza Project.•Option to dimmer controls PROPOSED PROJECT•Remove all street lighting in the Downtown Area.•All new lights proposed to be Pedestrian Style lights.•New conduit and wiring.•Light spacing would be approximately 60 feet.•Propose to split the project in two phases. •West of Main Street •Main Street and East of Main Street.•Lights would be City owned and maintained•Estimated cost (includes design and construction) $3,800,000.00(does not include attachments Flag poles, banners, etc.) •Project requires a public bid. 2023 CAPITAL BUDGET $4,000,000 allocated for Capital and Permanent Improvements Current Projected Expenses in 2023 are $5,400,000 Funding lighting project outside of levy supported G.O. Bond would reduce to $4,200,000 in Capital Expenditures and Permanent Improvements FUNDING OPTIONS1. Assess a portion of the project ‐$346,000 •Appraisal estimate came in $20‐$30/ lineal feet of frontage•529 properties•Assessment amount range from $400‐$13,000•Requires City go through Improvement Process.2. Municipal State Aid Funds ‐$1,200,000•Segments of Myrtle, South Second Street, South Third Street and Chestnut Street are State Aid Streets or a County Road and eligible for State Aid Funds ‐$500K•Main Street‐additional $700K. 3. Use ARPA Funds $1.0 M (?) 4. Lighting Fund ‐$2.50 or $5.00 (ARPA dependent) 5. State Bonding –requesting $3.8M from State Legislature in 2023 FUNDING SCENARIOS (WITH ARPA) With $1,000,000 ARPA Remaining Funds: Assessments ‐$346,000 State Aid $1,200,000ARPA $1,000,000Lighting Rate ($2.50) $1,300,000Total‐$3,846,000 FUNDING SCENARIOS (W/O ARPA)Without ARPA Funds: Assessments - $346,000 State Aid $1,200,000Lighting Rate ($5.00) $2,300,000Total- $3,846,000$2.50 vs. $5.00 increase in Lighting with or without ARPA FundsAdditional $1.00 - $2.00 to remove assessments XCEL ENERGY PROPOSAL•Remove and replace all lights.•Own and maintain the lights. •Use the same light fixture as the proposed by the City.•Not able to use the city preferred pole. •Propose same style pole as today but aluminum.•Would allow banners, signs and flags on poles, possibly cameras.•Estimated cost $2.6 M Does not include restoration.•Xcel does not offer any financial package. By Zero Waste Advocates of MinnesotaAshley Kennedy & Kim Haroldson Listen to the Experts “By participating in No-Mow May and allowing early-flowering plants like dandelion to flower in our yards, farms, and roadsides, Minnesotans can provide food for many of our springtime pollinators.” ~ Minnesota Department of Natural Resources (DNR) “No Mow May is a campaign to preserve and protect our pollinators during this critical spring season by waiting to clean and mow our lawns to give them more time to emerge from winter hibernation.” ~ University of Minnesota, Bee Squad “Thank you to everyone who participated in #NoMowMay” ~ Nature Conservancy of Canada Bolton-Menk.com 72nd St N Road & Trail Improvements Public Hearing Stillwater, Minnesota Bolton-Menk.com Existing Conditions – Road Surface East of Mid Oaks 3-4 inches Bituminous Bituminous curb 4-12 inches gravel West of Mid Oaks 4-8 inches gravel Bolton-Menk.com Existing Conditions - Traffic •Traffic counts collected in November 2022. •Annual Average Daily Traffic (AADT) = 250 vehicles. •85th Percentile Speed = 27 mph •Existing curves do not support typical speeds above 30 mph. Bolton-Menk.com Project Location Bolton-Menk.com Community Input •Neighborhood meeting held on October 27, 2022. Twelve (12) residents attended. •Public online survey received 262 total responses. Bolton-Menk.com Community Input 0 20 40 60 80 100 120 Gravel/Rural Road Nature/Scenic/Lake View Low Traffic Shortcut/Convenient Route Nothing Other What do you like about existing conditions of 72nd St? 0 20 40 60 80 100 120 140 Gravel/Rural Road Lack of Visibility Speeding/Too Much Traffic Hill Near Mid Oaks Ave Nothing Unsafe Other What do you dislike about the existing conditions of 72nd St? 0 20 40 60 80 100 120 Pave Roadway Add Trail/Sidewalk Nothing Convert to Trail Only Speed Bumps Other What would you like to see changed/added/improved on 72nd St? Bolton-Menk.com Typical Section Bolton-Menk.com Table 1 – Estimate Probable Costs 72nd St Road Improvements Subtotal Estimated Construction Cost $475,000 72nd St Trail Improvements Subtotal Estimated Construction Cost $125,000 Construction Contingencies (10%) $60,000 Engineering, Materials Testing, & Administrative $135,000 Total Estimated Project Cost $795,000 Estimated Costs 4 Bolton-Menk.com Project Financing Proposed funding through assessments and G.O. Bonds. Assessments determined by appraised value- $39,000 GEOCODE TAX PAYER ADDRESS ASSESSSMENT AMOUNT 3003020420008 12590 72ND ST N $ 3,000.00 3003020420018 1107 HAZELTINE BLVD STE 200 $ 5,000.00 3003020420023 12550 72ND ST N $ 3,000.00 3003020430002 7190 MID OAKS AVE N $ 6,000.00 3003020430010 12525 72ND ST N $ 4,000.00 3003020440002 2803 INTERLACHEN DR $ 12,000.00 3003020440006 7181 MID OAKS AVE N $ 6,000.00 Bolton-Menk.com ASSESSMENTS •Assessment hearing conducted this fall •Assessment amounts finalized by Council . •Pay any or all amount by November 15th. •Remaining amount put on tax statement over a period of 10 years. Bolton-Menk.com Project Financing TOTAL PROJECT COSTS $795,000 Assessments $39,000 Park and Trail Fund $175,000 G.O. Bonds $581,000 Bolton-Menk.com Proposed Schedule 1. Order Feasibility Report July 26, 2022 2. Neighborhood Meeting October 27, 2022 3. Public Online Survey Oct. 10 to Nov. 5, 2022 4. Present Feasibility Report to Council January 17, 2023 5. Conduct Public Hearing February 7, 2023 6. Order Plans and Specifications February 7, 2023 7. Approve Plans and Specifications March 7, 2023 8. Authorize Advertisement for Bids March 7, 2023 9. Receive and Open Bids April 2023 10. Award Contract April 2023 11. Pre-construction Neighborhood Meeting April/May 2023 12. Begin Construction May 2023 13. Construction Substantially Complete August 2023 14. Assessment Hearing October 2023 15. Final Completion June 2024 Bolton-Menk.com Recommendations The project is feasible, and cost-effective to improve the City’s road and pedestrian system. It is recommended that Council conduct the Public Hearing, and to order the improvements. Council should pass a resolution ordering the improvement and directing the engineer to prepare plans and specifications. It should be noted that the resolution to order the improvement requires a 4/5ths majority vote. Bolton-Menk.com Bolton-Menk.com Thank you! Any questions? Jake Guzik, PE Project Manager Jacob.Guzik@bolton-menk.com 612-965-2021 A cs = Conditional Simulation 95.0 92.5 90.0 rH n i r, r. Fr • Ns = Historical Simulation Chance of Exceeding Raver Stage at St Croix River at Stillwater (STLM5) Forecast for the period 01/3012023 - 04/30f2023 This is a conditional simulation based on the conditions as of 01/23/2023 *A•• • . AAA',•• • ,. 87.5 I Minore7.o Fr co ▪ 85.0 82.5 x 80.0 77.5 • r • �a •• 1 75.0; • 99% 98% 95% 90% 80% 70% 60% 50% 4096 30% 20% 10% 5% 296 1% Exceedence Probability j,rt»iggmph Forecasts for the St Croix River at Stillwater are issued routinely during the navigation season, and as needed at other times of the year_ More information on datums is available at www_ ngs_noaa_ govlfaq_shtml -t Conditional Simulation � Historical Simulation Stags~ - Chance of Exceeding Levels During Entire Period Return to Area Map 2023 Street Improvement Project Legend and Stillwater Crossing Neighborhoods 2023 Street Improvement Project •City Council approved the Feasibility Study for 2023 Street improvement project on January 17, 2023. •The report included the Legend and Stillwater crossing neighborhoods. Legend and Stillwater Crossing Neighborhoods In the feasibility report, both neighborhoods were combined for calculating the preliminary assessment: •Legend neighborhood Single family residential = $2,181/unit Legend neighborhood HOA = $123/unit Total preliminary assessment for Legend neighborhood per unit = $2,181+$123=$2,304/unit •Stillwater Crossing neighborhood assessment 0.8 unit. $2,181 X 0.8 = $1,745/unit Note: These assessments included the construction of parking lane around Bergmann Park. Legend and Stillwater Crossing Neighborhoods During the Feasibility public hearing, comments were made about the method used to calculate the preliminary assessment for these two neighborhoods, and the cost of added parking lane around Bergmann Park. Council directed staff to recalculate each neighborhood and the cost of adding a parking areas around Bergmann park separately. •Total cost for Legend Neighborhood =$522,156 •Total cost for Stillwater Crossing Neighborhood = $232,767 •Total cost for constructing parking lane around Bergmann Park =$168,483 It is Proposed, the cost of parking lane be divided in half between the City and the Stillwater Crossing residents. Legend and Stillwater Crossing Neighborhoods Legend Neighborhood preliminary assessment calculated Separately : •Legend neighborhood Single family residential = $2,434.5/unit •Legend neighborhood HOA = $103.3/unit •Total preliminary assessment for Legend neighborhood per unit =$2,434.5+$103.3=$2,537.8/unit Legend and Stillwater Crossing Neighborhoods Stillwater Crossing preliminary assessment calculated Separately : •Stillwater Crossing multifamily preliminary assessment = $901.4/unit •Parking lane around Bergmann Park assessed 50% of cost to residents =$593.25/unit •Total preliminary assessment for Stillwater Crossing neighborhood per unit =$901.4+$593.25=$1,494.65/ unit Legend and Stillwater Crossing Neighborhoods Summary Of Assessments Area Feasibility report includes parking lane Assessment Separated by neighborhoods Parking Lane assessment Total assessment Appraised benefit Legend area with HOA assessment $2,304.00 $2,537.80 $2,537.8 $3,500.00 Stillwater Crossing $1,744.80 $901.40 $593.25 $1,494.65 $1800-$3000 20% City Cost for Stillwater Crossing = $46,554 City cost for linear foot in Stillwater Crossing = $59,119 City cost for adding Parking areas around Bergmann Park = $84,242 Total City cost for Stillwater Crossing = $189,914 Total cot for work in Stillwater Crossing = $401,250 % of City cost to total cost of Stillwater Crossing neighborhood = 47.3% C i t y o f S t i l l w a t e r St. Croix Valley Recreation Center Expansion •Update Only •No financial obligations requested at this time •Specific Council Request •Allow Stakeholder Group to Capital Fundraise •Resolution of Support for State Bonding Bill •Move forward with Financial Pro-Forma (long-term cash flow analysis) C i t y o f S t i l l w a t e r St. Croix Valley Recreation Center Expansion C i t y o f S t i l l w a t e r St. Croix Recreation Center Expansion •8 Sheet Curling Center •100 Seat Restaurant •Parking Lot Expansion •Existing Stakeholder Improvements •Meeting, Training and Locker Rooms •Separate Entrance for Sports Dome C i t y o f S t i l l w a t e r St. Croix Valley Recreation Center Expansion •General Updates •Spaced Needs Analysis/Cost Estimates [Council Directed] Complete •Stakeholder Feedback •Financial Pro-Forma [Next Step] •Do we want to move to this step? •Secure Quotes •Approve Work Order [future step] Funding Source Amount State Bonding $20M Stakeholder Capital Fundraising $20M+ Direct City $0 Total $40M+ 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING February 7, 2023 WORKSHOP MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Facility Use Study 2. Downtown Lighting Project IV. STAFF REPORTS 1. Public Works Director 2. Police Chief 3. Fire Chief – Fire Dept 2023 Workplan 4. Finance Director 5. Community Development Director – 14100 Greeley St S Sale 6. City Clerk 7. City Attorney 8. City Administrator 9. Library Director V. RECESS REGULAR MEETING 7:00 P.M. VI.CALL TO ORDER VII.ROLL CALL VIII.PLEDGE OF ALLEGIANCE IX.RECOGNITIONS OR PRESENTATIONS 10.Certificate of Retirement – Rose Holman, Resolution 2023-020 11.No Mow May Proclamation X.OPEN FORUM – open forum allows the public to address council on subjects which are not part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less. XI.CONSENT AGENDA – these items are considered routine and will be enacted by one motion with no discussion. Anyone may request an item to be removed from the consent agenda and considered separately. 12.January 17, 2023 regular meeting minutes 13.Payment of Bills 14.Agenda Management Software Purchase Request 15.Ballfield Fencing Contract Agreement 16.BierCycle Adventures, Patricia Wolf Parking Request – Resolution 17.Colorectal Cancer Awareness Month Decorations Request 18.County Road 5 Phase 2 Project Updated Schedule Approving Plans & Specifications and Ordering Advertisement for Bids – Resolution 19.Northland Pickleball Courts Final Payment – Resolution 20.Pond Survey and Sampling Contract Agreement 21.Short Term Home Rental License for 209 Wilkins St E 22.Sustainable Stillwater Grant Application for Electric Vehicle Charging Station Page 2 of 2 City Council Meeting Agenda February 7, 2023 23. University of Minnesota Extension Agreement 24. Update City Code Chapter 56 (Taxes and Assessments) to include zoning related fees – Ordinance 2nd Reading XII.PUBLIC HEARINGS 25.Project 2022-04 to consider street and utility improvements on the 72nd Street N Road and Trail Project – Resolution 26. Vacate Portion of an Unbuilt Public Right-of-way identified as Harriet St S between 629 and 705 Anderson St W and north of Stillwater Middle School – Resolution 27.Moratorium on Development in the Highway Mixed Use Development District - Ordinance 2nd Reading XIII. UNFINISHED BUSINESS 28. 2023 Street Project Update Assessment for Legends and Stillwater Crossing Neighborhoods XIV.NEW BUSINESS 29.St. Croix Valley Rec Center Curling Club Expansion Project – Resolution 30.2023 Street Improvement Project Approve Plans and Specifications and Advertise for Bids – Resolution 31.Lily Lake Pressure Reducing Value Project Approve Plans and Specifications and Advertise for Bids – Resolution 32. Parking Lot (Lily Lake Park and South Main) and Trails Project Approve Plans and Specifications and Advertise for Bids – Resolution XV.COUNCIL REQUEST ITEMS XVI. ADJOURNMENT !""#$ %#&'&& ()%""*$)$+)&& (,% "& ( $ "- ".& (%+/0 "0 "&& (%1( 0 23 + " ( *)3 + && (++,-23 + ".. (+++ -,45)"6&&&& (+",+ #0%*&& ( 5""7%'& (85)" #&"" *''6 ( 9 *" 6& 7""#5 "(%1 %"1&&&& 7 0"7")7 & 7(&&&& 7,2++ #""2#6' 75-"5"6&& 7" 85- !$1 &'&& $*+ 1 " " #4* ($ 5+)* &&& ""-.''. :1+ -+ ".. #""7"% 41&&&& #" *6&& #0 23 + 23 + &. ;5%"4 (% "''& "5 8<+"6 #2(595+)* * %&&&& #:%)#&:( '.&&& 10"(%2#2 && "<;7"" &&&& ;" ) 71& "0 = " "6 + 5"" .6 85>7)"> & 1" *+ "" && )7%$+)+ "'&. )4%6. ++"817 1""6'.& #*"""11 0" "&&&& "4+*% 6.. 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rom:Joe Kohlmann Sent:Monday, February 6, 2023 3:38 PM To:Shawn Sanders Cc:Beth Wolf Subject:FW: 72nd Street Project From: Larry Timmerman Sent: Monday, February 6, 2023 3:32 PM To: Joe Kohlmann <jkohlmann@ci.stillwater.mn.us> Subject: Re: 72nd Street Project [CAUTION] *** This email originated from outside the organization. *** Do not click links or open attachments unless you recognize the sender and know the content is safe. Hi Joe, welcome to Stillwater! I was meaning to include you in my email to the council so I appreciate the letter was shared with you. I've sent a few emails, but the most recent one from today you can certainly pass along to the City Council. I did include all five members so I believe they already have it. Here is the email I sent today: Good morning honorable Mayor and Council. I am writing today asking you to respectfully cancel/postpone the public hearing on the proposed 72nd Street project and instead invite the community in for an open conversation about the historic issues associated with that stretch of road and how the area could become an amazing amenity to the community. On the 17th, the project was approved as feasible, necessary and cost‐effective, moving it to a public hearing. I might agree a project on 72nd could be all of those things, but this isn't that project. Less than 30% of the respondents to your own survey stated that they want 72nd street paved. People in the neighborhoods are overwhelmingly expressing concern about safety, increased traffic, water quality issues and not creating a new Maryknoll. At a minimum, this project needs to be a dramatic improvement in safety from what is currently there. If getting rid of the gravel road is the goal, great! Put in a trail and skip the road. It'd be much cheaper, safer and an amazing amenity to the community. You'd be celebrated in the neighborhood too. If a road remains in the design after engaging the community, it almost certainly will be north of the trail, opposite the lake. If it stays the way it is proposed, at a minimum, there needs to be crosswalk painted on the pavement next to each stop sign and a clear crosswalk at the weir and very clear signage indicating it's a crosswalk. Nobody likes the gravel, but it does force cars to go slower and is a deterrent. Cutting through Liberty to get to Manning is already faster for people in much of Croixwood, but most of us avoid the gravel road altogether. If paved, many will use it to cut through because it will be faster. All of that traffic volume will be cutting through neighborhoods instead of using the main (county and state) roads built to handle the volume safely. We should not need to prevent our children from walking in our own neighborhood to keep the accident data low. We constantly observe cars running that stop sign, even when they can see us standing by our children waiting for the bus. There will be more traffic, likely a lot more. Lowering the hill on the Croixwood side will help, and including that is much appreciated, but this project overall could be so much better. 2 It was said during the council meeting on the 17th that "naysayers will come around." We are not naysayers. We've lived with the safety issues on 72nd st in some cases for generations. My family has lived in our home for more than 17 years and observed all kinds of close calls and more accidents than are apparently getting reported to the city. We walk the neighborhood frequently. This plan is not going to bring anyone I know around. Your own survey tells you that. Please postpone the public hearing and invite the neighborhood to a working session and listen to what the neighborhood wants. There's an opportunity to make the North end of Long Lake an amenity for the entire community. We are asking the city to do for our neighborhood what it did for the residents around 62nd st north and the new developments north of Hwy 12 where two dead end roads were constructed instead of a through street to make those neighborhoods safer. Kindly, Larry Timmerman 7010 Mid Oaks Ave N SUlIwater The Birthplace of Minnesota WORKSHOP MEETING 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING February 7, 2023 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Facility Use Study 2. Downtown Lighting Project IV. STAFF REPORTS 1 Public Works Director 2. Police Chief 3. Fire Chief — Fire Dept 2023 Workplan 4. Finance Director 5. Community Development Director — 14100 Greeley St S Sale 6. City Clerk 7. City Attorney 8. City Administrator 9. Library Director V. RECESS REGULAR MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL VIII. PLEDGE OF ALLEGIANCE IX. RECOGNITIONS OR PRESENTATIONS 10. Certificate of Retirement — Rose Holman, Resolution 2023-020 11. No Mow May Proclamation X. OPEN FORUM — open forum allows the public to address council on subjects which are not part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less. XI. CONSENT AGENDA — these items are considered routine and will be enacted by one motion with no discussion. Anyone may request an item to be removed from the consent agenda and considered separately. 12. January 17, 2023 regular meeting minutes 13. Payment of Bills 14. Agenda Management Software Purchase Request 15. Ballfield Fencing Contract Agreement 16. BierCycle Adventures, Patricia Wolf Parking Request — Resolution 17. Colorectal Cancer Awareness Month Decorations Request 18. County Road 5 Phase 2 Project Updated Schedule Approving Plans & Specifications and Ordering Advertisement for Bids — Resolution 19. Northland Pickleball Courts Final Payment — Resolution 20. Pond Survey and Sampling Contract Agreement 21. Short Term Home Rental License for 209 Wilkins St E 22. Sustainable Stillwater Grant Application for Electric Vehicle Charging Station 23. University of Minnesota Extension Agreement 24. Update City Code Chapter 56 (Taxes and Assessments) to include zoning related fees — Ordinance 2nd Reading XII. PUBLIC HEARINGS 25. Project 2022-04 to consider street and utility improvements on the 72nd Street N Road and Trail Project — Resolution 26. Vacate Portion of an Unbuilt Public Right-of-way identified as Harriet St S between 629 and 705 Anderson St W and north of Stillwater Middle School — Resolution 27. Moratorium on Development in the Highway Mixed Use Development District - Ordinance 2nd Reading XIII. UNFINISHED BUSINESS 28. 2023 Street Project Update Assessment for Legends and Stillwater Crossing Neighborhoods XIV. NEW BUSINESS 29. St. Croix Valley Rec Center Curling Club Expansion Project — Resolution 30. 2023 Street Improvement Project Approve Plans and Specifications and Advertise for Bids — Resolution 31. Lily Lake Pressure Reducing Value Project Approve Plans and Specifications and Advertise for Bids — Resolution 32. Parking Lot (Lily Lake Park and South Main) and Trails Project Approve Plans and Specifications and Advertise for Bids — Resolution XV. COUNCIL REQUEST ITEMS XVI. ADJOURNMENT Page 2 of 2 City Council Meeting Agenda February 7, 2023 iliwater THE BIRTHPLACE OF MINNESOTA CITY OF STILLWATER: SPACE PLANNING AND FACILITY CONDITION ASSESSMENTS • Executive Summary • Facility Condition Assessment • Space Planning • Summary of Costs • Next Steps LE_xecutive Summary • City of Stillwater engaged with Kraus-Anderson/HCM to provide Space Planning and Facility Assessment services • Team worked through extensive process of collection of information, personnel interviews, site and facility assessments, conceptual planning, estimation and reporting • Provided recommendations for 3, 5 and 10 year planning process • All Conceptual design options, facility condition assessments, estimations and supporting documentation has been provided to the City and are available LFacility Condition Assessment FACILITY KRAUS-AN DERSON CONDITION ® ASSESSMENT **Kraus -Anderson's Facility Condition Assessment including, without limitation all reports, spreadsheets, formats, indexes, etc_ are Kraus -Anderson's confidential and proprietary data. Such Project Deliverables shall not be used, shared or reproduced without the express written consent of Kraus -Anderson_ • Study incorporated a review of current status of facilities • Completed Facility Condition Assessment (FCA) on ten (10) city facilities 350K SF • Identified $24M of deferred maintenance needs over the next 10 years • "Do Nothing plan" i.e. if the city does nothing, this is the expected maintenance cost on the city facilities. • FCA does not include cost for improved "Adequacy" $4,500,000 $4,000,000 $3,500,000 $3,000,000 $2,500,000 $2,000,000 $1,500,000 $1,000,000 $500,000 $- Sum of 2023 Sum of 2024 City of Stillwater- Expected Annual Facility Maintenance Costs Sum of 2025 Sum of 2026 Sum of 2027 Sum of 2028 Sum of 2029 Sum of 2030 Sum of 2031 Sum of 2032 ■ Dome ■ Fire Station ■ Library Lily Lake Ice Arena ■ Old Public Works ■ Parking Ramp ■ Public Works ■ Rec Center ■ Stillwater City Hall ■ Water Building Facility Condition Index (FCI) Deferred Maintenance Totals FCI = Building Replacement Costs Critical (0.51-1.00) FCI Poor (0.31-0.50) Fair (0.11-0.30) 7 Good (0.06-0.10) 1111111111111111 Excellent(0.0.0.05) 0 Dome Expected 10-year DM Costs: $300,000.00 FCI= "Excellent" --�, 0 Old Public Works .01 Expected 10-year DM Costs: $1,000,000.00 FCI= "Poor" 0.50 r*_ Fire Station Expected 10-year DM Costs: $835,000.00 FCI: "Good" Parking Ramp Expected 10-year DM Costs: $1,400,000.00 FCI: "Good" 01111-11-- .08 1 0 1 0 1 0 1 0 Library Expected 10-year DM Costs: $4,400,000.00 FCI: "Fair" Public Works Expected 10-year DM Costs: $4,100,000.00 FCI: "Fair" Lily Lake Ice Arena Expected 10-year DM Costs: $2,500,000.00 FCI= "Fair" Rec. Center Expected 10-year DM Costs: $3,900,000 FCI= "Fair" .21 City Hall/Police Station Expected 10-year DM Costs: $5,300,000.00 FCI: "Poor" 0.37 011*/ 1 0 Water Building Expected 10-year DM Costs: $7,000.00 FCI: "Excellent" .01 Facility Condition Assessment • Full report is available to city on condition of all analyzed facilities • Site interview report • Digitized site visit report • Detailed estimation of deferred maintenance costs (How much?) • Detailed prioritization of deferred maintenance needs (When?) • Executive report • Two (2) of the ten (10) facilities were identified in the "poor" condition • City Hall • Old Public Works • City HaII/PD facility and Old Public Works most relevant due to findings of City Space Planning needs Facility Condition Assessment: City Hall Findings • Interior renovations (Lower level- restrooms, throughout building) • Electrical upgrades (Switchgear and generator replacement) • Exterior renovations (window and door replacement, tuckpointing) • Parking lot renovations (not included in DA budget- handled by City PW budget) • HVAC renovations/replacements Paving from a different budget Facility Condition Assessment: Old Public Works • HVAC overhaul (insufficient for fresh -air) • Site work: New fence, Parking lot renovations (not included in DM budget - handled by City PW budget) • Interior renovations (Office/restroom restoration) • Electrical upgrades (Switchgear) • Exterior renovations (replacement of garage doors, windows, entrance door) • Plumbing (new water service, new water heater) Paving from different budget Facility Condition Assessment: Criticality and Condition 0 U 0 0 Years 0-3 1-Low, $586,691, 7% 3-High, \ $7,062,997 , 81% ■ 1-Low 2-Medium, $1,059,441 , 12% 2-Medium • 3-High 5-Critical, $811,706 9% 4-Poor, $5,385,119 , 62% 2-Good, $608,947 , 7% 3-Fair, $1,903,356 , 22% Years 4-5 3-High, $2,189,468 , 50% • 1-Low 1-Low, $945,351, 21% 2-Medium, $1,287,893 , 29% 2-Medium • 3-High Years 6-10 3-High, $4,659,506 , AA 43% • 1-Low 1-Low, $2,964,653 , 27% 2-Medium, $3,225,556 , 30% 2-Medium • 3-High 5-Critical, $308,918 , 7% , 4-Poor, $133,285 , 3% 3-Fair, $2,892,363 , 65% 1-Excellent, $8,250 , 0% 2-Good, $1,079,895 , 25% 5-Critical, 1-Excellent, 4-Poor, $276,000, 3% $108,244, $165,390 , 1% 2-Good, $4,161,782 , 38% 3-Fair, $6,138,299 , 57% • 2-Good 3-Fair • 4-Poor • 5-Critical • 1-Excellent • 2-Good 3-Fair • 4-Poor • 5-Critical • 1-Excellent • 2-Good 3-Fair • 4-Poor • 5-Critical Facility Condition Assessment: Criticality and Condition • If City of Stillwater wants to scale back DM to "High Criticality" items only: — $14M over the next 10 years High Criticality Items per Condition 4-Poor, $5,103,388, 37% • 1-Excellent • 2-Good 1-Excellent, $98,494 , /— 1% 3-Fair 2-Good, $1,369,375, 10% ■ 4-Poor \_3-Fair, $6,167,222, 44% • 5-Critical Row Labels Sum of Total (with Inf.) 1-Excellent 2-Good 3-Fair 4-Poor 5-Critical $ 98,494 $ 1,369,375 $ 6,167, 222 $ 5,103, 388 $ 1,173, 493 Grand Total $ 13,911,971 Facility Condition Assessment: Criticality and Condition • $6.8M for the next 0-3 years • 0-3 Year for DM items • Criticality: High, • Condition: Critical, Poor & Fair Percentage Breakdown of Costs per Discipline 12-Plumbing, $24,219 , 0% 09-Special Construction, $15,688 , 0%/ 07-Interior J Construction, $25,200 , 0% 02- Sitework/Build Earthwork, $743,750 , 1 04-Building Structure, $14,813 , 0% ,_05-Exterior Enclosure, $77,000 , 1 % 06-Roof, $3,792,016 ,56% Row Labels -r Sum of Total (with Inf.) - 02-Sitework/Building Earthwork - Parking Ramp 4th level parking lot $ 481,250 - 06-Roof $ 3,792,016 - Old Public Works Roof is leaking $ 341,250 - Public Works Full Roof $ 1,170,000 Salt shed Roof $ 110,250 - Rec Center Full Roof $ 2,140,625 - 10-Conveying System - Parking Ramp Elevator $ 546,875 - 13-HVAC - Old Public Works Install MUA with ducting and venting $ 112,500 - Public Works RTU 1. 2002 50 ton $ 247,500 - Rec Center RTU $ 309,375 - Stillwater City Hall MAU for police, 1996,Trane $ 54,450 McQuay RTU- 1997 $ 81,675 - 15-Electrical - Lily Lake Ice Arena Switchgear-1971 $ 156,250 - Old Public Works Main electrical switchgear- 400 Amp service $ 75,000 - Stillwater City Hall Generator and transfer switch $ 412,500 Grand Total $ 6,827,528 Space Planning HAGEN, CHRISTENSEN & MCILwAIN ARCHITECT S 42C1 CEDAR AVENUE SO. - MINNEAP❑LIS, MN 55407 TEL. (61 2) 904-1332 - FAX (61 2) 904-7366 do findings- Space Needs • Interviewed city staff • Identified staff growth needs • Impacts SF need • Findings: • Largest Employee growth: • Police Department • City Hall Staff • Facility growth needs (SF basis): • City Hall • Police Department (Indoor vehicle storage) • Public Works (Vehicle Growth needs) 50 45 40 35 30 25 20 15 10 5 0 Employee Growth per Facility Sum of Existing 70000 60000 50000 40000 30000 20000 10000 0 Sum of Immediate Sum of 3 Year Sum of 5 Year Sum of 10 year Facility Growth Recommendations (SF) Sum of Existing Sum of Sum of 3 Year Sum of 5 Year Sum of 10 year Immediate City Hall Historic Water Building Old Public Works Public Works - Police Department City Hall Historic Water Building Old Public Works Police Department - Public Works Priority Ranking: Space Needs (Adequacy) • Priority #1- High: Expansion and Renovation of City HaII/Police Department • Accommodates City Hall staff growth needs • Accommodates Police Department staff growth needs (Independent study) • Allows Police Department to stay on campus • Priority #2 - High: Replace Old Public Works with Pre -Engineered Metal Building • Allows for replacement of current Facilities Department, Police evidence storage, Fire Department Storage • Allows for Police Department expansion for training Priority Ranking: Space Needs (Adequacy) • Priority #3 —High: Public Works need for cold storage (Short-term) • Allows for storage of critical equipment outside, improves seasonal shifts • Priority #4 - Low: Developed plans for Public Work expansion and renovation needs (Long-term) • Priority #5 - Low: Fire department expansion needs (Long-term) Priority #1 and Priority #2: City Hall PD and Re • lacement of Old Public works Buildin • • New 3-Floor addition on City Hall • New PD Garage Addition • New Pre-engineered Metal Building Hall Police Department Expansion (Option C) • Fits all City staff additions for long-term • Allows for improvements to office configurations and building flow • Secure access/visual control of current building • Addresses ADA issues of current building (Bathrooms) • Address renovation throughout o-- the facility • Fits all additions to PD staff o-- • Creates new secure parking area (much improved) #1: City Hall/Police Department Expansion (Option C) • Estimated Costs (2025 Project) • Construction Costs: $8.2M • Soft Cost: $ 2.4M • Total Costs: $10.6M co 0.8 81,1 1uX C G C c [li[[[[[[[ p11 1 :TAR .. •JTO >71 r i 5 y _mmm Y OIs [�I fLC 0 a EXISTING SECOND L EVEL E9jY. VidC i W'6>11S alit_ Additional Information • Deferred Maintenance costs avoidance ($ 3.0M) • New Police Department - $25M • Estimated Costs (2025 Project) • Construction Costs: $4.5M • Soft Cost: $1.2M • Total Costs: $5.7M Addition Information • Deferred Maintenance costs avoidance ($1.OM) • Refurbished OPW with Adequacy improvements - TBD Nig #3: Public - rks- Sh • Term: New PEMB (Option C) • Add Cold Storage building on south - side of the public works site (boneyard)- 225' x 80' • Allows for storage of equipment currently stored in outdoor exposed areas • Create storage room in current public work areas • Seasonal Shift of equipment • Construction Costs: $3.OM • Soft Cost: $0.9M • Total Costs: $3.9M #4: Public A - rks- Long-term: Expansion (Option C) • Long-term plan to expand Public Works Facility • Improve vehicle drive through circulation • Expansion renovation of vehicle repair area • Vehicle storage garage addition • Expand locker rooms • Relocate salt -storage bin —replace with hoop style format • Add Brine -making capability • Shell -space tenant build -out (2nd Floor) • Construction Costs: $9.4M • Soft Cost: $2.8M • Total Costs: $12.2M Fire Department- Various Scopes- Long Term • Work Scope No. 1-Training Space Expansion- vertical addition • Work Scope No. 2- Bunk Room Expansion (2 additional rooms) • Work Scope No. 3- Conference room Expansion • Work Scope No. 4- Historic Vehicle Display • Construction Costs: $0.8M • Soft Cost: $0.4M • Total Costs: $1.2M Work Scope Hv.1 Training Space Expansion.(Vervcal Addifioat oeow hay( Work Scopes No.2 Runk Room Expansion (2 rnarg) ',Nark Scope No.3 Conference FRocrn Expansion Work Scope 11o.4. New Historic Vehicle Di: pIsy Executive Summary • All buildings have been assessed, quantified and cost estimated through a Facility Condition Assessment process • Specific buildings have been determined needs from Space Planning and quantified and costs estimated for those recommended changes • City Council to determine approach to resolve: • Deferred maintenance needs • Space planning needs Priority #1 Expand and Renovate City HaII/PD Priority #2 Replace Old Public Works Priority #3 Public Works Storage Addition Priority #4 Public Works Expansion and Reno Priority #5 Fire Department Expansion Priority/Need Est. Costs DM Cost Avoidance Timing Hig $10.6 M ($3.0 M) Short -Term High $5.7 M ($1.O M) Short -Term Hig $3.9 M N/A Short -Term $12.2M ($0.5 M) Long -Term r— Low —1 $1.2 M N/A Long -Term LQuestions/Comments iliwater THE BIRTHPLACE OF MINNESOTA KRAUS-ANDERSON® HAGEN, CHRISTENSEN & MCILWAIN ARCHITECTS 4201 c s, MN 55407 TEL. 16121 904.1332 - Fax 16121 904.7366 DOWNTOWN LIGHTING PROJECT City of Stillwater Shawn Sanders February, 6 2023 STREETLIGHT HISTORY (1928-1957?) STREET LIGHT HISTORY 196o?- iggo? LIGHT STYLES TODAY 1999( Pedestrian) ROADWAY STYLE LIGHTING • Roadway lights were installed in 1990 as part of the Downtown Street Project • 35 foot high pole, High pressure sodium shoe box fixture- 129 Lights • Lights were City owned and operated until 1999. • In 1999, Northern States Power, took over maintenance responsibility agree to 16 year lease • Lease expired in 2015, Xcel now does routine maintenance. • 2018-2029, Xcel inspected the lights and 15 poles were removed due to deteriorated bases. PEDESTRIAN LIGHTS • Installed in 1999 by NSP. Lights selected from NSP options (consisted 15' fiber glass pole and lantern) • Installed only on Main Street from South of Nelson to Mulberry Street- 5o lights • Lights north of Mulberry were installed the three Condo Developments- 11 lights • 25 year agreement with NSP. Expires in 2024. HISTORIC LIGHTING 15' high pole with fiberglass pole. Located in Lowell Park, Commercial Street Plaza, and Lift Bridge Concourse EXISTING LIGHTING SYSTEM PROPOSED PROJECT • Remove all street lighting in the Downtown Area including parking lots PROPOSED PROJECT • Install new Pedestrian Style lights • 241 new lights • 15' high cast aluminum pole. • Historic pole and fixture appearance with LED. • Multiple diameter pole depending on use. • Designed with electrical outlets • Pole attachments for banners, flags, signs and flowerpots (no bands). • New lights being installed as part of Chestnut Street Plaza Project. HISTORIC POLE AND LUMINAIRE OPTION PROPOSED PROJECT • Remove all street lighting in the Downtown Area. • All new lights proposed to be Pedestrian Style lights. • New conduit and wiring. • Light spacing would be approximately 6o feet. • Propose to split the project in two phases. • West of Main Street • Main Street and East of Main Street. • Lights would be City owned and maintained • Estimated cost (includes design and construction) (does not include attachments Flag poles, banners, etc.) • Project requires a public bid. $3,800,000.00 2o23 CAPITAL BUDGET • $4,000,00o allocated for Capital and Permanent Improvements • Current Projected Expenses in 2o23 are $5,400,000 • Funding lighting project outside of levy supported G.O. Bond would reduce to $4,2oo,000 in Capital Expenditures and Permanent Improvements FUNDING OPTIONS 1. Assess a portion of the project - $346,000 • Appraisal estimate came in $20- $3o/ lineal feet of frontage • 529 properties • Assessment amount range from $400-$13,000 • Requires City go through Improvement Process. 2. Municipal State Aid Funds - $1,200,000 • Segments of Myrtle, South Second Street, South Third Street and Chestnut Street are State Aid Streets or a County Road and eligible for State Aid Funds - $5ooK • Main Street- additional $7ooK. 3. Use ARPA Funds si.o M (?) 4. Lighting Fund - $2.50 or $5.00 (ARPA dependent) 5. State Bonding — requesting $3.8M from State Legislature in 2023 FUNDING SCENARIOS (WITH ARPA) • With $1,000,000 ARPA Remaining Funds: • Assessments - $346,000 • State Aid $1,200,000 • ARPA si,000,000 • Lighting Rate ($2.50) $1,3oo,000 • Total- $3,846,000 FUNDING SCENARIOS (W/OARPA) • Without ARPA Funds: • Assessments - • State Aid • Lighting Rate ($5.00) • Total- $346,000 $1, 200, 000 $2,300,000 $3,846,000 • $2.50 vs. $5.00 increase in Lighting with or without ARPA Funds • Additional $1.00 - $2.00 to remove assessments XCEL ENERGY PROPOSAL • Remove and replace all lights. • Own and maintain the lights. • Use the same light fixture as the proposed by the City. • Not able to use the city preferred pole. • Propose same style pole as today but aluminum. • Would allow banners, signs and flags on poles, possibly cameras. • Estimated cost $2.6 M • Does not include restoration. • Xcel does not off any financial package. illwat!r THE BIRTHPLACE OF MINNESOTA DATE: February 1, 2023 TO: Honorable Mayor and City Councilmembers FROM: Stuart W. Glaser, Fire Chief SIN SUBJECT: SFD 2023 Workplan BACKGROUND The Fire Department completed a Community Risk Assessment and Standards of Cover Study last year. The consulting firm of Fitch & Associates was retained by the City of Stillwater and presented their findings to the Council at the November 1, 2022 Council Meeting. The Council accepted the study and recommendations presented. Attached is the 2023 workplan developed for the Department based on several recommendations from the consultant's report. Several of these items will be able to be completed relatively quickly while others will take some time. Bear in mind this is a living document and is subject to change or be modified as needed to work toward accomplishing these recommendations. The Department is currently working on several aspects of the study which include monitoring the recommended performance response measurements and clarifying the Department's organizational chart. Both of these items are attached for your information. RECOMMENDATION Review workplan and documents attached. ACTION REQUESTED Accept workplan as presented. 2023 SFD Workplan The workplan developed here is based on the recommendations from the Community Risk Assessment and Standards of Cover Report developed by third party consultants Fitch & Associates in 2022. The City Council accepted this report and recommendations at the November 1, 2022 City Council Meeting. The plan is a working document and may be amended or modified as needed to accomplish priorities or make changes as required based on Department needs or Council direction. Staffing Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Monitor effective response force benchmarks (pp. 112-113) Chief Glaser _ Bring to Council for review Develop FTE Firefighter Position (p.126) Deputy Chief Ballis, HR, Chief Glaser Develop job description, prepare job analysis, develop band and grade placement Include new position in City job bank Prepare 2024 budget request 2024 Budget approval by Council POC Hiring (p. 122) Deputy Chief Ballis, HR First review of applicants and set schedule for candidate testing and interviews Continue candidate hiring process and select candidates for hire Accept applicants Accept applicants Administration Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Update Department Organizational Chart for Clarification (p. 126) Chief Glaser, Deputy Chief Ballis, Asst. Chief Zeuli Prepare and implement new org chart Establish Department working group (p. 126) Deputy Chief Ballis, Asst. Chief Zeuli Solicit members and create working group and develop meeting schedule Ongoing Ongoing Ongoing Page 1 of 3 2023 SFD Workplan Data Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 RMS Data Collection (p. 127) Deputy Chief Ballis, Asst. Chief Zeuli Work with RMS to determine data collection capability to monitor response benchmarks Ongoing Ongoing Ongoing Operations Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Standard Asst. Chief Implement Ongoing Ongoing Ongoing Operating Guide (SOG) Zeuli, Training Committee SOG review and connect Review (p. 127) SOG's to training evolutions New Apparatus Begin Ongoing Potential time Apparatus Spec developing frame to order Specification committee (SFD Members and Officers) and reviewing new vehicle options new apparatus Prevention Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Develop risk- based inspection schedule (p. 128) Deputy Chief Ballis Begin work on developing program Work on implementing inspection program with duty crews Ongoing Ongoing Fire Pre -plan development (p. 127) Cpt. Marchetti/Fire Service Specialist Brueghel, Duty Crews Deputy Chief Ballis will schedule training on pre -plan software program Crews will gather pre- plan information and enter data Ongoing plan development Ongoing plan development Page 2 of 3 2023 SFD Workplan Dispatch Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Box alarm Asst. Chief Participate Ongoing Ongoing Potential development Zeuli, County and monitor development development implementation (p. 129) Fire Chief's WCSO FIT based on WCSO Association, WCSO Dispatch, Chief Glaser Team Meetings and participate in County Fire Dispatch and County Fire Chief's approval Chief Meetings Participate in County Chief Glaser Attend and represent Ongoing Ongoing Ongoing Dispatch/IT SFD/City of Committee Stillwater on (p. 130) CAD Dispatching process and needs Collaboration Project/Task Assigned First Quarter 2023 Second Quarter 2023 Third Quarter 2023 Fourth Quarter 2023 Collaboration with other response agencies/partners (p. 130) Chief Glaser Work with response partners (fire, police, EMS, public works) to ensure safe, efficient, cost-effective high -quality emergency response protocols Ongoing Ongoing Ongoing Page 3 of 3 PERFORMANCE OBJECTIVES AND MEASUREMENT Performance Objectives — Benchmarks This standards of cover document is the first for the Stillwater Fire Department. Therefore, there is not an established benchmark for the programs. Below is a best practice summary for the department to consider adopting as a benchmark to strive for moving forward. Fire Suppression Services Program For 90 percent of all structure fire responses, the total response time for the arrival of the first - arriving unit, staffed with three firefighters, shall be 7 minutes and 46 seconds or less in the City of Stillwater and i5 minutes and 36 seconds or less for all rural areas. The first -due unit for all risk levels shall be capable of: providing 50o gallons of water and 1,5oo gallons per minute (GPM) pumping capacity; initiating command; requesting additional resources; establishing an attack line, flowing a minimum of i5o gpm; and rescuing at -risk victims. These operations shall be done in accordance with departmental standard operating procedures while providing for the safety of responders and the general public. An additional chief officer should also arrive within the 7 minutes and 46 seconds or less. For 90 percent of all structure fires, the total response time for the arrival of the effective response force (ERF), staffed with i5 firefighters and officers shall be: 12 minutes and 4 seconds or less in the City of Stillwater and 16 minutes and 4 seconds or less for all rural areas. The ERF shall be capable of: establishing command; appointing a site safety officer; providing an uninterrupted water supply; advancing an attack line and a backup line for fire control; complying with the Occupational Safety and Health Administration (OSHA) requirements of two- in and two -out; completing forcible entry; searching and rescuing at -risk victims; ventilating the structure; controlling utilities; and performing salvage and overhaul. These operations shall be done in accordance with departmental standard operating procedures while providing for the safety of responders and the general public. The department currently provides nine personnel on these responses not including mutual aid resources. Unless the minimum requirements of OSHA's two-in/two-out rule are met, guidelines established by the department prohibit the entry of personnel into involved structures unless there is an immediate life -safety threat and entry must be made to rescue individuals. Even then, a risk analysis shall be considered as to the viability of victims prior to entry. Fire can be attacked in accordance with best practices by using streams, cooling or removing fuels, or isolating the fire. Otherwise, personnel shall wait until sufficient forces are present to comply with two-in/two-out regulations. Emergency Medical Services Program The department relies upon Lakeview EMS, a third -party provider, to complete the effective response force (ERF) component of its EMS program. The initial arriving fire department company Stillwater Fire Department, MN Page 112 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 shall have the capabilities of providing first responder medical aid, including AED, until the third -party provider arrives on scene. If the third -party provider unit arrives on scene first, its personnel shall initiate care and the staff from the initial fire department company shall provide support as needed. The department currently provides up to four staff on these responses with Lakeview EMS providing two paramedics. In the most critical of patients such as cardiac arrest an additional two personnel are needed to accomplish all the identified critical tasks. Technical Rescue Services Program For 90 percent of all technical rescue incidents, the total response time for the arrival of the first -due unit, staffed with 3 firefighters, shall be: 7 minutes and 46 seconds or less in the City of Stillwater and 15 minutes and 36 seconds or less for all rural areas. The first- due unit shall be capable of: establishing command; sizing up to determine if a technical rescue response is required; requesting additional resources; and providing basic life support to any victim without endangering response personnel. An additional chief officer should also arrive within the 7 minutes and 46 seconds or less. For 90 percent of all technical rescue incidents, the total response time for the arrival of the effective response force (ERF), staffed with 12 firefighters and officers including the technical response team, shall be:12 minutes and 4 seconds or less in the City of Stillwater and i6 minutes and 4 seconds or less for all rural areas. The ERF shall be capable of: appointing a site safety officer; establishing patient contact; staging and apparatus set up; providing technical expertise, knowledge, skills, and abilities during technical rescue incidents; and providing first responder medical support. The department currently provides 8 personnel on these responses without the use of any mutual aid assistance. Hazardous Materials Services Program For 90 percent of all hazardous materials response incidents, the total response time for the arrival of the first -due unit, staffed with 3 firefighters, shall be: shall be 7 minutes and 46 seconds or less in the City of Stillwater and i5 minutes and 36 seconds or less for all rural areas. The first -due unit shall be capable of: establishing command; sizing up and assessing the situation to determine the presence of a potential hazardous material or explosive device; determining the need for additional resources; estimating the potential harm without intervention; and begin establishing a hot, warm, and cold zone. An additional chief officer should also arrive within the 7 minutes and 46 seconds or less. For 90 percent of active leaking hazardous materials response incidents requiring mitigation and/or rescue, the total response time for the arrival of the effective response force (ERF) not including the hazardous materials response team (provided by state regional response team) and i6 personnel in: 12 minutes and 4 seconds or less in the City of Stillwater and 16 minutes and 4 seconds or less for all rural areas. The ERF shall be capable of: appointing a site safety officer; and providing the equipment, technical expertise, knowledge, skills, and abilities to mitigate a hazardous materials Stillwater Fire Department, MN Page 113 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 incident in accordance with department standard operating guidelines. The department currently provides 7 personnel on these responses without the use of any mutual aid assistance. Performance Objectives — Baselines Currently the department does not track responses by effective response force and in most examples does not have the resources to handle critical incidents independently. Therefore, the following baseline information below is based on the difference between current staffing levels and identified needs for each response type. Fire Suppression Services Program The department's baseline statements reflect actual performance during 2021. Stillwater Fire does rely on the use of automatic aid from neighboring fire departments to provide its ERF complement of personnel. The actual baseline service level performance is as follows: Table 57: Fire Service Baseline and Benchmark Comparison of Response Time Performance Dispatch Turnout Travel;6 Total Baseline Benchmark 1:04 1:12 4:54 1:30 10:06 5:12/13:00 12:18 7:46/15:34 Table 58: Single Family Structure Fire Critical Task Comparison for Effective Response Force Critical Task Needed Personnel Search and Rescue Fire Control Ready Reserve (OSHA Required) 2 Apparatus Operator 1 Incident Commander 1 Water Supply 2 Ventilation 2 EMS 2 Tactical Supervisor i Total 15 2 2 Current 2 2 2 1 1 0 0 0 1 9 Emergency Medical Services Program The department's baseline statements reflect actual performance during 2021. Stillwater Fire works with Lakeview EMS its ambulance provider to provide its ERF complement of personnel. The actual baseline service level performance of Stillwater Fire is as follows: 36 Travel time is listed for Suburban 4:0o minutes and Rural 10:0o minutes. Stillwater Fire Department, MN Page 114 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 Table 59: EMS Service Baseline and Benchmark Comparison of Response Time for Stillwater Fire Performance Dispatch Turnout Trave137 Total Baseline 2:06 2:48 7:36 11:12 Benchmark 1:04 1:30 5:12/13:00 7:46/15:34 Table 60: Cardiac Arrest Critical Task Comparison for Effective Response Force Critical Task Needed Personnel Current ALS Evaluation/Lead EKG Monitor IV/IO Access Medication Administration 0 1 0 0 Airway 1 1 Patient Removal/Logistics 1 Lucas Device/CPR Communicating with Family/Online Physician 1 0 Total 8 4 Lakeview EMS will provide two paramedics on each response. This leaves a gap of at least 2 personnel. The table below shows the 2021 Lakeview EMS response times. It is important to note that Lakeview EMS is dispatched by a different dispatch center than Stillwater Fire Department. This requires Stillwater Fire Department's dispatch center, which is Washington County, to notify Lakeview EMS' dispatch center after receiving the call. There is no current way with the available data to determine the time difference between when Stillwater Fire and Lakeview EMS is dispatched on the same call. Table 61: Lakeview EMS Response Times Performance Dispatch Turnout Travelj$ Total Average 9oth Percentile 0:42 1:18 0:42 1:36 4:54 9:24 37 Travel time is listed for Suburban 4:0o minutes and Rural to:oo minutes. 38 Travel time is listed for Suburban 4:0o minutes and Rural 10:0o minutes. Stillwater Fire Department, MN 6:24 10:42 Page 115 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 Figure 55: Fire and EMS Response Time Comparison Dispatch Turnout Travel Processing Time Time Dispatch Turnout Travel Processing Time Time EMS 10.7 Minutes + Wash. Co. Dispatch Transition Technical Rescue Services Program The department's baseline statements reflect actual performance during 2021. Stillwater Fire does rely on the use of automatic aid from neighboring fire departments to provide its ERF complement of personnel. The actual baseline service level performance is as follows: Table 62: Technical Rescue Service Baseline and Benchmark Comparison of Response Time Performance Dispatch Turnout Travel39 Total Baseline Benchmark 1:04 0:54 3:18 1:30 9:54 5:12/13:00 11:36 7:46/15:34 Table 63: Technical Rescue Critical Task Comparison for Effective Response Force Critical Task Needed Personnel Current Incident Commander Rescuers Rigging EMS Haul Team Tactical Supervision Total 4 2 1 2 2 2 0 2 3 0 12 8 39 Travel time is listed for Suburban 4:0o minutes and Rural 10:0o minutes. Stillwater Fire Department, MN Page it6 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 Hazardous Materials Services Program The department's baseline statements reflect actual performance during 2o21. Stillwater Fire does rely on the use of automatic aid from neighboring fire departments to provide its ERF complement of personnel. The actual baseline service level performance is as follows: Table 64: Hazmat Baseline and Benchmark Comparison of Response Time Performance Dispatch Turnout Trave14° Total Baseline Benchmark 1:04 0:54 3:00 1:30 8:36 5:12/13:00 11:48 7:46/15:34 Table 65: Hazardous Materials Leak with Mitigation/Rescue Critical Task Comparison for Effective Response Force Critical Task Needed Personnel Current Incident Commander Science Response Team EMS Decon Total 1 6 4 4 t6 1 0 4 0 2 7 The department relies of the state of Minnesota Hazmat Response Teams to provide the technical response when the incident escalates beyond the department's expertise. The closest response team is St. Paul Fire Department. The state response team bring a minimum of three personnel. BASELINE PERFORMANCE TABLES Baseline and Benchmark Gap Analyses The following assessment creates succinct gap analyses between the current response and identified critical tasks by specific incident type. Table 66: (Moderate Risk) Fire Suppression Gap Analysis Incident Type Staff Gap Structure Fire Cardiac Arrest Technical Rescue Hazardous Material Leak with Mitigation/Rescue 4° Travel time is listed for Suburban 4:0o minutes and Rural 1o:oo minutes. Stillwater Fire Department, MN 6 2 4 9 Page ti7 © Fitch & Associates, LLC Community Risk Assessment and Standards of Cover 2022 Assistant Chief Paid On -Call Vacant Fire Chief Stuart Glaser Deputy Fire Chief Fire Marshal Tom Ballis Fire Service Specialist Judy Brueghel A Shift Lieutenant Seth McCauley Firefighter Engineer Todd Kockelman Firefighter Engineer Ryan Sarner Firefighter Steve Hamond Firefighter Brad Junker Firefighter George Burns Firefighter Josh Knodle Firefighter Vacant Firefighter Vacant B Shift Lieutenant Ryan Smith Firefighter Engineer Dan March Firefighter Engineer Joe Forliti Firefighter Hunter Duncan Firefighter Tony Harrington Firefighter Katie Hawke Firefighter Vacant Firefighter Vacant Firefighter Vacant C Shift Lieutenant Vacant Firefighter Engineer Peter King Firefighter Ian Perkins Firefighter Karl Sinclair Firefighter Lucas Hoffmann Firefighter Vacant Firefighter Vacant Firefighter Vacant Firefighter Vacant Assistant Chief Operations Chris Zeuli A Shift Captain Joe Marchetti Firefighter Engineer Rob Peltier Firefighter Engineer Ben Wojcik B Shift Captain Chad Jansen Firefighter Engineer Bill Peltier Firefighter Engineer Matt Richardson C Shift Captain Steve Zoller Firefighter Engineer Mike Aspengren Firefighter Engineer Jim Roush Firefighter Engineer Jake England Stillwater Fire Department Organizational Chart January 2023 Cite of *tt{Ytnater, uui ota RESOLUTION 2023-020 Rose 3-(oCman WHEREAS, Rose Holman is retiring from her position as IT Manager for the City of Stillwater, effective January 27, 2023. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that for her service to the City of Stillwater, Rose is hereby commended for serving the City for 25 Y2 years. The Council extends their appreciation for her dedicated service. BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized and directed to enter this Certificate of Appreciation upon the official record of the Council and to deliver a certified copy thereof to Rose Holman. Adopted by the City Council this 7th day of February, 2023. .Mayor L Cite of *tt{Ytnater, fninne5ota J WHEREAS, insects, especially bees, serve a significant and critical role as pollinators of plants including agricultural plants; and WHEREAS, the formative period for pollinators and other insect species and the many songbirds and other urban wildlife species that depend upon them is late spring and early summer as they emerge from dormancy; and WHEREAS, the City of Stillwater supports increasing crucial, pollinator friendly habitat by encouraging pollinator friendly lawn -care practices; and WHEREAS, reducing organic yard waste collection contributes to an overall decrease in municipal solid waste; and WHEREAS, non -pesticide -treated soil has a healthy population of worms and other organisms that mix and aerate the soil, thereby allowing greater infiltration of storm -water and reducing run-off NOW, THEREFORE BE IT RESOLVED, that the Stillwater Mayor and Stillwater City Council support No Mow May to actively promote and educate residents about limiting lawn care practices, during the month of May, in order to provide early season foraging resources for pollinators and to create an opportunity for reducing fossil fuel emissions, noise pollution, and pesticide use in the City of Stillwater. BE IT FURTHER RESOLVED, that the City Council direct staff to suspend nuisance ordinance citations for turf height during the month of May in order to permit all residents to voluntarily delay lawn mowing which could result in groundcover and turf that exceeds established ordinance height restrictions and that beginning on June 1st, nuisance ordinance enforcement will resume and may result in a citation for code violation. NOW THEREFORE, I, Ted Kozlowski, Mayor of the City of Stillwater, do hereby proclaim May 2023 -Noltlaw2vlay— IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Stillwater to be affixed this 7th day of February, 2023. .Mayor ti1Iwater The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us CITY COUNCIL MEETING MINUTES January 17, 2023 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:02 p.m. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Odebrecht, Polehna Absent: None Staff present: City Administrator Kohlmann City Attorney Johnson City Clerk Wolf Community Development Director Gladhill Finance Director Provos Fire Chief Glaser Police Chief Mueller Public Works Director Sanders Assistant City Engineer Abdullah PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. RECOGNITIONS OR PRESENTATIONS Swearing in Police Officer Josh Gow Police Chief Mueller swore in Officer Josh Gow. BCWD Boundary revision Karen Kill, Administrator of Brown's Creek Watershed District (BCWD), explained that as a result of updated hydrologic data, 67 parcels are recommended to be reassigned from Brown's Creek Watershed District (BCWD) to Carnelian -Marine -St. Croix Watershed District (CMSCWD), and 159 parcels from the CMSCWD to the BCWD. The levies and regulations in both districts are very similar. She added that there is currently a vacancy on the BCWD Board. Motion by Councilmember Odebrecht, seconded by Councilmember Collins, to adopt Resolution 2023-013, a Resolution Concurring the Boundary Change Between Brown's Creek Watershed District and Carnelian -Marine -on -St. Croix Watershed District, and Authorizing Letter of Concurrence. All in favor. OPEN FORUM There were no public comments. City Council Meeting January 17, 2023 STAFF REPORTS Public Works Director Sanders stated that the proposed Highway 36 boundary change discussed at the last meeting would not affect Local Government Aid (LGA). Motion by Councilmember Junker, seconded by Councilmember Polehna, to proceed with the Highway 36 boundary change requested by the Minnesota Department of Transportation. All in favor. Police Chief Mueller stated the Department is ready for this week's Snow Sculpting Event. Fire Chief Glaser thanked residents for clearing hydrants of snow. Finance Director Provos noted that audit season is starting. Community Development Director Gladhill reported: 1) the new pay parking system is working well; 2) the Rec Center Curling Club expansion proposal will be presented at the February 7 meeting; and 3) the Heritage Preservation Commission will hold workshops in January and February. City Clerk Wolf stated on November 7, 2023 a School District special election will be held. Councilmember Polehna thanked staff for helping with the Martin Luther King Jr. Breakfast. City Administrator Kohlmann noted the World Snow Sculpting Championship Kickoff will be tomorrow at 4:30 p.m. CONSENT AGENDA January 3, 2023 Regular and Recessed Meeting Minutes Payment of Bills Animal Humane Society Impound Housing Services Agreement for 2023 Declaration of Surplus Property - Resolution 2023-014 Gambling Premise Permit for Stillwater Elks #179 at Brick & Bourbon - Resolution 2023-015 Labor Agreement between City of Stillwater and IUOE Local 49 - 2023-2025 Moratorium on Development in the Highway Mixed Use Development District Ordinance 1st Reading Washington County Household Hazardous Waste Day License to Use Lily Lake - Resolution 2023-016 Motion by Councilmember Junker, seconded by Councilmember Collins, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS Project No. 2023-02 to Consider Street and Utility Improvements on the 2023 Street Improvement Project Assistant City Engineer Abdullah reviewed the project. There are 3.41 miles of streets proposed for improvements, 2.45 miles of mill and overlay, and 0.96 miles of full pavement reconstruction. Construction would occur May to October 2023. The total estimated cost is $2,192,761 funded through assessments, and permanent improvement bonds. Page 2 of 8 City Council Meeting January 17, 2023 Mayor Kozlowski opened the public hearing. Robert Dombrowsky, 924 7th Street South, stated that in 1999 the City completely redid his road, curbs and sidewalks, and he was forced to install a new waterline. He asked why his road is now proposed for mill and overlay when its condition is not bad. Hot patch paving and a sealcoat would give it another 10 years of life at a minimal cost. Public Works Director Sanders answered that streets to be done are chosen according to the pavement management program. The life of a street is about 50 years. Total reconstruction was done in 1999, and it is now time to restore the surface of the asphalt. Mr. Dombrowsky argued that his street is in good shape and should be removed from the project, while Hancock has lots of potholes and should have been widened when it was last done. Linda Hansen, 803 Anderson Street, objected to the project, saying that Anderson Street does not need curbs. Mr. Sanders noted that residents age 65 and older may apply for a deferred assessment. Gillian Stewart, 1209 Bergmann Drive, agreed the road needs to be milled, but asked why residents will have to pay for the widening of the road around the park because the people who come and play sports are the only ones who need the wider road. Mr. Abdullah stated that at the November meeting, residents requested widening of the road. Mr. Sanders clarified that the roadway is not being widened, but a parking lane is being added around the perimeter of the park where there is very limited parking. Some of the residents complained about lack of parking when ballfields are being used. Councilmember Odebrecht asked if it would be difficult to eliminate the parking lane if the Home Owners Association says it is not desired, and Mr. Sanders replied not hard at all. Councilmember Odebrecht told Ms. Stewart to talk to the HOA. Teri Minard, 1104 Timber Way, echoed Ms. Stewart's concerns and asked about the impact of construction on Stillwater Crossings. She stated she called the HOA manager and they didn't have a clue about the project. If it is people who are playing on the ballfield who requested the parking lane, she thinks that is not a Stillwater Crossings concern. Mr. Abdullah noted the City sent a postcard to all impacted homeowners inviting them to the neighborhood meeting. Ms. Minard emphasized that Stillwater Crossings and Legends are different developments and that the Stillwater Crossings HOA was not notified. Councilmember Odebrecht stated the process is to reach out to the homeowners because HOA boards change all the time. The City tries to make sure all the HOAs are aware but the HOAs should also help the City ensure residents are aware. Tim Maas, 3390 Judd Trail (Legends HOA), stated Stillwater Crossings is separate and zoned differently so it should be assessed differently. Mr. Abdullah responded that both developments are undergoing mill and overlay so the unit assessments were calculated across the whole project. Page 3 of 8 City Council Meeting January 17, 2023 Mr. Maas stated the part of the project with curbs, widening the pavement, and new trails will be more expensive than the mill and overlay so some residents are being assessed for something that is not adjacent to their property and they should not pay for parking for a park outside their area. Mayor Kozlowski stated he would like to know the cost specific to the parking lane. The project has not yet been put out to bid. It makes sense to widen the pavement but engineers need to figure out how to separate that cost from the rest of the project. Wesley Humphries, 3421 Judd Trail, spoke in support of widening the street near the park because there is not enough parking to service the games which is very disruptive for residents. He is also president of the HOA but not here in an official capacity. It's really a City health and safety issue, not a HOA issue because they are City streets. He would like a couple of cut-outs on Bergmann and on Judd for parking, and he agreed that the cost should be assessed to the homeowners in that area, not over the entire project. Kelly Comer, 3285 Staloch Place, stated that 62nd Street is a disaster. He asked about traffic impacts of Lakeview Hospital's plans to build on the corner of the Bergmann property. Councilmember Polehna noted the design process for the future hospital is just beginning. 62nd Street will hook around to the south and traffic controls will be added. Mr. Comer asked about the assessment process, and Mr. Abdullah replied assessments may be put on taxes over 10 years with interest. Terry Dyer, 3402 Judd Trail, agreed there is a need for additional road space due to all the traffic and the parking which often reduces the road to one lane. Mike Herman, 805 Abbott Street, asked, if this project goes through, will homeowners have enough time to replace their sewer lines before the new curb, gutter and street are put in? Mr. Sanders replied that construction probably won't start till May so there should be enough time for residents to have their sewer lines inspected and replaced if needed. Rebecca Peterson, 811 Martha Street, asked about her notice which stated that she has galvanized pipes and may have a shared water line. Mr. Abdullah replied there was confusion from the Water Department about properties in that area. Upon a second look, he believes Ms. Peterson is not sharing a water line. Susan Kollaja, 1376 Orleans Court, asked how homeowners will be affected during construction. Also, every time the watermain is worked on at Curve Crest and Greeley, it impacts her water. How can she address those concerns about impacts during the project? Mr. Abdullah answered he will discuss the water issues in the project area with the Water Department. If any water services need to be repaired due to breakage or damage, the City will repair it. Mr. Sanders added that there will be minimal roadway obstruction and residents will not be without access for long periods of time. Melissa Loskota, 804 Anderson Street, stated she has galvanized plumbing that will be replaced, and two telephone poles on her property that will be disrupted to do the street work and curbs, disrupting the whole neighborhood. She has a disabled child and works from home and cannot work without internet. Page 4 of 8 City Council Meeting January 17, 2023 Mr. Abdullah replied that water service replacement takes about 3-4 hours and Ms. Loskota will be given 24-hour notice. The power poles may not have to be removed as the concrete can be poured by hand without removing the pole. If the poles need to be removed, the contractor would notify Xcel and they would usually replace the pole in 1 day. Residents will always have access to their driveway. Ms. Loskota stated she is worried about her dirt and limestone basement and vibrations from machinery going on for months. Mr. Abdullah responded that residents will only have disruption when the work directly in front of their property is being done, and the contractor doing the work will have insurance. He suggested Ms. Loskota take pictures of her property so that any construction damages can be proven. Once the contractor's schedule is available, residents will be informed exactly when the contractor will be in their neighborhood and what will be done. Ms. Loskota suggested additional ways of conveying info to those who don't use internet. Mayor Kozlowski closed the public hearing. Mr. Sanders agreed to break down the cost of adding the parking lane around Bergmann Park and update the assessed cost for that area, bringing the info to the next meeting. Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to adopt Resolution 2023-017, Resolution Ordering Improvement and Preparation of Plans & Specifications for the 2023 Street Improvement Project (Project 2023-02). All in favor. Update City Code Chapter 56 (Taxes and Assessments) to include zoning related fees - Ordinance 1st Reading Community Development Director Gladhill presented staff -recommended amendments to the current zoning -related fees, which are mostly minor clarifications. Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt first reading of an Ordinance establishing Zoning Related Fees into City Code Section 56-6. All in favor. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS 72nd Street Improvement Project Feasibility Report Jake Guzik, Project Manager with Bolton and Menk, reviewed the feasibility study for street and trail improvements on Interlachen and 72nd Street, between Rutherford Road and Northland Avenue. Proposed project improvements include installing an asphalt surface on the section of road from Mid Oaks to Rutherford Road, and rebuilding the roadway section on Interlachen from Mid Oaks Avenue to Northland Ave. The new street would be 22 feet wide with curb and gutter the length of the roadway. An eight -foot -wide trail would be installed on the north side of the newly paved road. New roadway and trail would be within the existing right-of-way. Storm and water quality improvement would be included in the project. Estimated cost of the project is $795,000, to be funded through assessments and bonds. Traffic counts collected in November 2022 indicated 250 vehicles per day on average Page 5 of 8 City Council Meeting January 17, 2023 use the road, with an 85th percentile speed of 27 mph. The existing curves do not support typical speeds above 30 mph. A neighborhood meeting took place October 27, 2022, attended by 12 residents and an online survey received 262 responses indicating concerns about pedestrian and bike safety. Mr. Sanders added that on the west end of the project, there are 2-3 properties whose driveways are on the existing roadway and they will not be using 72nd Street as much as someone living in the middle of it, therefore the appraised value was a lot less than a typical roadway improvement per the appraiser. Mayor Kozlowski and Councilmember Polehna voiced concern about some residents being penalized because of where their driveway comes out. Councilmember Junker asked if engineers considered designating the 8 foot trail as both walking and bike path versus designating both lanes as bike paths; and Mr. Guzik replied that putting the bike lanes in the street is a traffic calming measure - most serious bicyclists will be on the street. The striping will alert traffic there could be a bike there. Councilmember Junker responded he would prefer to see bikes on the trail versus in the middle of the lane due to curves and topography of the road; and Mr. Sanders noted the geometrics of this road are unique with tight curves and the hill crest, so to have it be a combined walking and bike trail may compromise pedestrian safety. Councilmember Junker offered the same argument about cars, that a car could come right upon a biker who is in the middle of the lane versus on the side of the lane. Councilmember stated it would be nice to have a couple parking spots of parallel parking by the weir if possible, and Mr. Guzik replied he can look at that. Councilmember Junker asked about adding to the problem of salt runoff into Long Lake; and Mr. Guzik answered that the project will capture most water before it goes directly into the lake, will eliminate the gravel washing into the lake, and the chloride treatment for dust control. Mr. Sanders added that the City can control how much salt is put on the roadway as well. Councilmember Junker stated as this is the last gravel road in the City, he supports the improvements and safer walkway and paved road. Mr. Sanders added that a goal is to keep the feel of a narrow, rural road. Councilmember Polehna remarked it seems unfair to have 3-4 different assessment amounts based on where the driveway comes out. Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt Resolution 2023-018, Resolution Receiving Report and Calling Hearing on 72nd Street N. Road and Trail Improvement, Project 2022-04. All in favor. Legislative - Local Option Sales Tax City Administrator Kohlmann stated that in order to implement park improvements to Lumberjack Landing and Bridgeview Park, an estimated $12.5 million is required. Staff has conducted an analysis on a 0.5% sales tax revenue projection with Baker Tilly. It is anticipated that a local option sales tax would generate approximately $12.5 million for capital investment. If the City wishes to proceed with a local option sales tax, the first steps Page 6 of 8 City Council Meeting January 17, 2023 are to calculate the estimated costs for a regional project, estimate the revenue generated, and then submit a resolution to the Minnesota Legislature for their review and approval. The question could be proposed to voters in the Fall of 2024 for potential implementation in 2025. The deadline to submit a local option sales tax resolution to the State of Minnesota is January 31. Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt Resolution 2023-019, a Resolution in Support of Legislative Authorization for Approval of a Local Sales and Use Tax to Fund Specific Capital Improvements Providing Regional Benefit, to Establish the Duration of the Tax and the Revenue to be Raised by the Tax, and to Authorize the City to Issue Bonds Supported by the Sales Tax. All in favor. Ice Cream Social Special Event Mr. Kohlmann stated that the event application for the January 28 Winter Ice Cream Social in North Lowell Park near Mulberry Point was approved by the Council on January 3, 2023. The Washington County Historical Society is asking to have all fees waived and to move the event closer to the gazebo near Myrtle and Sam Bloomer Streets. Councilmember Junker noted that the City recently restructured fees to be more compatible with costs. Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to approve the event location change, but not to waive the fees. All in favor. Opera on the River Special Event City Administrator Kohlmann informed the Council that the St. Croix Valley Opera has applied to host the "Opera on the River 2023: A Celebration of Music and Community" Event Saturday, July 29, 2023 in North Lowell Park. They are also requesting use of parking lots #5 and #9, and waiver of the fees. Obed Floan, event organizer, stated the project is thankful for City support in any capacity. Motion by Councilmember Polehna, seconded by Councilmember Odebrecht, to approve the event, but not to waive the fees. All in favor. COUNCIL REQUEST ITEMS Councilmember Junker and the Council expressed condolence to Heidi McAllister, former Downtown Parking Commissioner, on the sudden passing of her husband January 1. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Collins, to adjourn. All in favor. The meeting was adjourned at 9:12 p.m. Ted Kozlowski, Mayor Page 7 of 8 City Council Meeting January 17, 2023 ATTEST: Beth Wolf, City Clerk Resolution 2023-013, A Resolution Concurring the Boundary Change Between Brown's Creek Watershed District and Carnelian -Marine -on -St. Croix Watershed District, and Authorizing Letter of Concurrence Resolution 2023-014, A Resolution Declaring Equipment as Surplus and Authorizing the Disposition of the Same Resolution 2023-015, Approving Minnesota Lawful Gambling Premise Permit for Stillwater Elks #179 at Brick & Bourbon Resolution 2023-016, Approving the 2023-2025 Labor Agreement Between the City of Stillwater and International Union of Operating Engineers Local 49 Resolution 2023-017, Resolution Ordering Improvement and Preparation of Plans & Specifications for the 2023 Street Improvement Project (Project 2023-02) Resolution 2023-018, Resolution Receiving Report and Calling Hearing on 72nd Street N. Road and Trail Improvement, Project 2022-04 Resolution 2023-019, a Resolution in Support of Legislative Authorization for Approval of a Local Sales and Use Tax to Fund Specific Capital Improvements Providing Regional Benefit, to Establish the Duration of the Tax and the Revenue to be Raised by the Tax, and to Authorize the City to Issue Bonds Supported by the Sales Tax Page 8 of 8 Page 1 CITY OF STILLWATER LIST OF BILLS 1ST Line/Leewes Ventures LLC 292 Design Group Abdullah Reabar Ace Hardware Action Rental Inc. Adam's Pest Control Advance Auto Parts Air Down There Ammonia House Inc. Ancom Communication Inc. Animal Humane Society Aspen Mills AT&T Mobility 8509 AutoNation Baker Tilly Municipal Advisors Batteries Plus Bulbs BCA Training BHE Community Solar BMI General Licensing Bolton & Menk Inc. Canteen Refreshment Services Capital City Firefighter Assoc. Region 1 Cargill Inc. CDW Government Inc. Century College Century Link Century Power Equipment Cintas Corp - Medical Cintas Corporation City Engineers Assoc. of MN City of Woodbury CivicPlus Clog Un-Boggler Coca-Cola Distribution Cole Papers Compass Minerals Core & Main Corval Constructors Crosbie Brandon Cub Foods Cummins Sales & Service Dakota County Technical College Dalco DCA Title ECM Publishers Emergency Automotive Fitzgerald Excavating & Trucking FleetPride Snacks for concessions St. Croix Valley Rec Study Reimburse for Conference fees Supplies Lift rental Pest control Equipment repair supplies Scuba equipment Equipment repair supplies VHF Mobile Pound charges Badges Cell phone Vehicle repair Continuing disclosure services Batteries Training Solar Energy Music license St. Croix River Structure Concession supplies Membership Deicer Computer supplies Building Construction Fire Service Course Telephone Equipment repair parts First Aid Supplies Towels Mats & Uniforms cleaning Membership Shawn Sanders 2023 SWAT participation AudioEye Enterprise Toilet repair Beverages for concessions Janitorial supplies Salt K528 Breakable Kit Change compressor oil filter Reimburse for uniform supplies Cake Back up generator service call Defensive Driving Snow Plow class Foam hand soap 1919 Willard St Publications Build new squad Lake McKusick South Sediment Removal Equipment repair supplies 1,532.85 10, 375.00 385.00 828.01 1,269.05 255.00 1,283.59 899.00 15,891.66 4,020.00 912.00 293.70 77.41 84.08 5,050.00 55.20 900.00 1,478.22 421.00 2,079.00 1,885.22 50.00 23,675.76 65.65 1,100.00 403.10 1,063.53 377.30 481.38 100.00 7,650.00 8,925.00 300.00 3,280.89 184.29 33,634.89 810.31 532.00 370.96 93.46 4,762.08 800.00 246.16 50.00 285.58 4,850.00 38,763.90 131.97 Fleischhaker Dave Force America Generate 360 Consulting Gertens Wholesale Golden Expert Services Goodin Company Goodyear Commercial Tire Gopher State One Call Inc. Grand Pizza & Catering Group Medicareblue RX Guardian Supply H&L Mesabi Hawkins Inc Heritage Printing Inc. Holiday Circle K - Washes Huebsch Service IACIS International Code Council JP Nixon Consulting LLC Junker Brad Kremer Services LLC Lawson Products League of MN Cities LegalShield LeVander Gillen Miller PA Linde Gas & Equipment Lindstrom Solar LLC Loffler Companies MacQueen Equipment Inc. Mallet Michael Mansfield Oil Company Marshall Electric Company Menards Metropolitan Council Environmental MHSRC/Range MidAmerica Inc Middle St Croix Watershed WMO Mid -States Organized Crime Info Center Midwest Machinery Co Miller Excavating Minnesota Paving & Materials Minnesota UI Fund Mino Amy MK Mechanical Inc MN Dept of Agriculture MN Dept of Public Safety MN Dept of Public Safety EPCRA Program MN DNR Ecological & Water Resources MN Ice Arena Mgr Assoc MN Recreation & Park Assoc Reimburse for work boots 5mb Flat Data Plan Business consulting Pro stainless wand Janitor Service Equipment repair parts Tires Locates MLK Breakfast Retiree Prescriptions Ins Jan & Feb Uniforms & supplies Blades Chlorine Newsletter Printing Vehicle washes Mat cleaning service Mobile Device Forensics Course - Wulfing Code Training Reimburse for expenses Equipment repair Equipment repair supplies Peace officer training Data Breach Recovery Professional Service Cylinders Solar Energy Copier Lease Equipment repair supplies Reimburse for boots Fuel South Lowell Park restroom Supplies Wastewater Charge Training - Gow Removal of bad diesel fuel from generator Watershed Management payment Membership Seal & windowpane Sand Northland Pickleball Courts Unemployment insurance Reimbursement Preventive Maint New Pesticide Applicator License 2008 Ford Edge Title - Burglary Evidence Water Hazardous Chemical Fees Water permit Membership Playground Safety Inspector Course Page 2 200.00 340.00 500.00 21.38 4,000.00 2,546.91 3,889.01 206.65 778.47 20,299.00 947.84 3,980.00 307.86 3,745.00 200.00 1,349.16 2,495.00 198.00 415.00 9.99 850.56 1,425.44 2,160.00 77.70 20, 380.00 66.50 1,258.74 1,360.00 347.44 270.00 27,106.62 2,425.00 2,678.29 181,840.36 490.00 1,083.75 20,140.73 150.00 1,481.93 126.63 42,836.69 743.08 226.59 9,447.50 20.00 105.50 800.00 10,792.68 250.00 1,260.00 Page 3 MN State Fire Chiefs Assn FOTOS - Sarner 285.00 MP Nexlevel LLC Locating 141.10 NagelI Appraisal 2023 Street Project 1,500.00 Norby Vanessa Reimbursement 230.32 O'Neill Electric Switch replacement 205.86 Parts Alliance North Equipment repair supplies 120.09 Pepsi Beverages Company Beverages for concessions 2,513.42 Quill Corporation Office supplies 847.18 R&R Specialties Equipment repair supplies 2,136.40 Rehn Code Consulting Services Plan Review 1,624.11 Renewal by Anderson Refund of cancelled permit 279.40 Relentless LLC Criminal Interdiction - Mallet & Papke 1,298.00 Riedell Shoes Inc. Skates 473.41 Robole Donna Reimbursement 100.00 RSCS LLC Consulting 5,000.00 Safe Fast Inc All purpose diamond wheel 423.94 Short Side LLC Hockey tape 2,229.00 Simplifile LC Stormwater Mgmt Facilities Easement Agreement 70.25 SiteOne Landscape Supply Bulk course sand 44.33 St. Croix Boat and Packet Co. Arena billing 124,179.72 Stillwater Motor Company Vehicle service 265.69 Strategic Insights Inc. Plan It Capital Planning software 800.00 Street Smart Sign trailer 19,841.00 Streichers Nonlethal grenade launcher & boots 709.99 Target Solutions Learning Vector LMS 8,127.43 Tennessen Brian Reimburse for trauma kit & uniform supplies 255.54 TKDA Chestnut St Civic Plaza 8,328.38 Toll Gas and Welding Supply Cylinders 239.11 Tri-State Bobcat Tires 755.25 Twin Cities Dots & Pop Treats for concessions 1,440.00 Twin City Garage Door Co. Zamboni door repair 758.86 Uline Inc Supplies 1,110.91 Valdes Lawn Care & Snow Removal Snow removal 186.00 Verizon Wireless Wireless Service 3,164.36 Washington Conservation Distr Shared Educator 716.31 Washington County Property Records Truth in Taxation 1,979.66 Washington County Public Works CSAH 15 & Th 36 Interchange 23,130.53 Washington County Sheriffs Office Police services 52,663.17 Washington Cty Fire Chief Assoc. Membership 50.00 Wilson Bohannan Co. Brass padlocks 291.54 Wolf Beth Reimbursement 778.38 WSB & Associates Inc. MS4 Services 852.00 Wulfing David Reimbursement 893.84 Xcel Energy Energy 88,024.58 Zahl Petroleum Maintenance Co. Fuel pump project 1,691.67 Page 4 LIBRARY 16 Wins Ace Hardware Amazon Business Bibliotheca LLC Comcast Culligan of Stillwater Dell Marketing L.P. Grainger Hedin Sue Huebsch Service Koegel Christian M Menards MN Historical Society Office of MN IT Services Per Mar Security Services Rosten Sarah Stillwater Medical Group The Business Journals Washington County Library Winkler Lisa D. Website Maintenance -January Supplies Snow Thrower Batteries RFID PAD Internet -January Water Docking Station Equipment & supplies Staff Reimbursement Towels & Rugs Cataloging / Processing Janitorial Supplies Newspaper Digitization Phone - December Monitoring Programs Employee Screening Materials - Periodicals Library services Advocacy Workshop 380.00 64.97 669.45 1,026.74 188.10 57.20 221.99 645.97 52.50 356.24 176.00 212.53 28,211.00 148.35 202.08 353.70 157.00 170.00 7,848.02 300.00 iliwater THE BIRTHPACE OF MINNESOTA DATE: February 2, 2023 TO: Honorable Mayor and City Councilmembers FROM: Beth Wolf, City Clerk SUBJECT: Request to Purchase Agenda Management Software BACKGROUND Although the agenda packet you see each meeting seems perfect, it takes staff many hours to put together and be presentable to Council and the public. The process is cubersome and inefficient. When Joe Kohlmann first started he suggested looking into agenda management software as he used it in his previous cities. Staff reviewed some demos and found Peak to be the best option. Peak is another module of Granicus which we currently use for our Boards and Commission and to stream our meetings. This software has easy to use tools and lets everyone who is contributing to the packet know the status. Plus it will help us automate the agenda and minutes. The cost for Peak was include in the 2023 budget. ACTION REQUESTED Motion to approve the purchase of Peak Agenda Management Software and authorize City Administrator, Joe Kohlmann to sign the proposal with terms of purchase. GRAN ICUS 408 St. Peter St, Suite 600 THIS IS NOT AN INVOICE St. Paul, MN 55102 Granicus Proposal for Stillwater, MN ORDER DETAILS Prepared By: Jeff Rothmund Phone: (651) 461-3757 Email: jeff.rothmund@granicus.com Order #: Q-246732 Prepared On: 01/05/2023 Expires On: 02/05/2023 ORDER TERMS Currency: Payment Terms: Order Form Prepared for Stillwater, MN USD Net 30 (Payments for subscriptions are due at the beginning of the period of performance.) Period of Performance: The term of the Agreement will commence on the date this document is signed and will continue for 36 months. Order #: Q-246732 Prepared: 01/05/2023 Page 1 of 7 G GRANICUS Order Form Stillwater, MN PRICING SUMMARY The pricing and terms within this Proposal are specific to the products and volumes contained within this Proposal. One -Time Fees Solution Billing Frequency Quantity/Unit One -Time Fee Peak - Setup & Configuration Up Front 1 Each $0.00 Peak Online Group Training Upon Delivery 6 Hours $0.00 Send Agenda (Peak) Set up and Config Up Front 1 Each $0.00 govDelivery for Integrations Set Up and Config Up Front 1 Each $0.00 SUBTOTAL: $0.00 New Subscription Fees Solution Billing Frequency Quantity/Unit Annual Fee Peak Agenda Management Annual 1 Each $7,500.00 Send Agenda (Peak) Annual 1 Each $0.00 govDelivery for Integrations Annual 1 Each $0.00 SUBTOTAL: $7,500.00 Order #: Q-246732 Prepared: 01 /05/2023 Page 2 of 7 G GRANICUS FUTURE YEAR PRICING Order Form Stillwater, MN Solution(s) Period of Performance I Year 2 Year 3 Peak Agenda Management $7,875.00 $8,268.75 Send Agenda (Peak) $0.00 $0.00 govDelivery for Integrations $0.00 $0.00 SUBTOTAL: $7,875.00 $8,268.75 Order #: Q-246732 Prepared: 01/05/2023 Page 3 of 7 G GRANICUS PRODUCT DESCRIPTIONS Order Form Stillwater, MN Solution Description Peak Agenda Management Peak Agenda Management is a Software -as -a -Service (SaaS) solution that enables government organizations to simplify the agenda management and minutes recording process of the clerk's office. Peak Agenda Management allows clerks to streamline the way they compile and produce agendas and record minutes for public meetings and includes: • Unlimited user accounts • Unlimited meeting bodies and meeting types • Access to up to one (1) Peak Agenda Management site Send Agenda (Peak) Send Agenda is dependent on an active subscription to the relevant govMeetings agenda. Peak - Setup & Configuration Setup and Configuration for Peak Agenda Management includes implementation of: • Up to one (1) meeting body's Standard Agenda, Cover Page and Minutes report template • Up to one (1) public view page portal Peak Online Group Training Online Group Training for Peak Agenda Management allows clients to have up to six (6) users participate in online group sessions with a Granicus trainer and other client users to learn how to use the system. govDelivery for Integrations Send notification bulletins directly to constituents who subscribe to receive updates directly through Granicus (powered by govDelivery). Receive a monthly metrics report delivered via email to show subscriber growth and engagement activity for the past month of bulletin sends, and grow subscribers through access to the Granicus Advanced Network. Note: govDelivery integrations is dependent on an active subscription to the relevant govMeetings agenda or govAccess CMS solutions. GRANICUS ADVANCED NETWORK AND SUBSCRIBER INFORMATION • Granicus Communications Suite Subscriber Information. o Data provided by the Client and contact information gathered through the Client's own web properties or activities will remain the property of the Client ('Direct Subscriber'), including any and all personally identifiable information (PII). Granicus will not release the data without the Order #: Q-246732 Prepared: 01/05/2023 Page 4 of 7 G GRANICUS Order Form Stillwater, MN express written permission of the Client, unless required by law. o Granicus shall: (i) not disclose the Client's data except to any third parties as necessary to operate the Granicus Products and Services (provided that the Client hereby grants to Granicus a perpetual, non -cancelable, worldwide, non-exclusive license to utilize any data, on an anonymous or aggregate basis only, that arises from the use of the Granicus Products by the Client, whether disclosed on, subsequent to, or prior to the Effective Date, to improve the functionality of the Granicus Products and any other legitimate business purpose, including the right to sublicense such data to third parties, subject to all legal restrictions regarding the use and disclosure of such information). • Data obtained through the Granicus Advanced Network. o Granicus offers a SaaS product, known as the Communications Cloud, that offers Direct Subscribers recommendations to subscribe to other Granicus Client's digital communication (the 'Advanced Network'). When a Direct Subscriber signs up through one of the recommendations of the Advanced Network, that subscriber is a 'Network Subscriber' to the agency it subscribed to through the Advanced Network. o Network Subscribers are available for use while the Client is under an active subscription with Granicus. Network Subscribers will not transfer to the Client upon termination of any Granicus Order, SOW, or Exhibit. The Client shall not use or transfer any of the Network Subscribers after termination of its Order, SOW, or Exhibit placed under this agreement. All information related to Network Subscribers must be destroyed by the Client within 15 calendar days of the Order, SOW, or Exhibit placed under this agreement terminating. o Opt -In. During the last 10 calendar days of the Client's subscription, the Client may send an opt - in email to Network Subscribers that shall include an explanation of the Client's relationship with Granicus terminating and that the Network Subscribers may visit the Client's website to subscribe to further updates from the Client in the future. Any Network Subscriber that does not opt -in will not be transferred with the subscriber list provided to the Client upon termination. UPDATES TO SHARED SHORT CODES FOR SMS/TEXT MESSAGING (US CLIENTS ONLY): • Granicus will be migrating all clients with SMS/Text Messaging Solutions using a shared short code option to a unique standard toll -free number within the United States (International numbers not supported). Short Codes are recommended for Text -to -Subscribe functionalities, if enabled where available, for an additional fee. • Client must have explicit opt -in for all destinations sent to and adhere to all CTIA guidelines for the duration of its use. Order #: Q-246732 Prepared: 01/05/2023 Page 5 of 7 G GRANICUS Order Form Stillwater, MN TERMS & CONDITIONS • Link to Terms: https://granicus.com/legal/licensing • This quote is exclusive of applicable state, local, and federal taxes, which, if any, will be included in the invoice. It is the responsibility of Stillwater, MN to provide applicable exemption certificate(s). • Any lapse in payment may result in suspension of service and will require the payment of a setup fee to reinstate the subscription. Order #: Q-246732 Prepared: 01/05/2023 Page 6 of 7 G GRANICUS BILLING INFORMATION Order Form Stillwater, MN Billing Contact: Billing Address: Billing Email: Purchase Order Required? PO Number: If PO required Billing Phone: [ ] - No [ ] - Yes If submitting a Purchase Order, please include the following language: The pricing, terms, and conditions of quote Q-246732 dated 01 /05/2023 are incorporated into this Purchase Order by reference and shall take precedence over any terms and conditions included in this Purchase Order. AGREEMENT AND ACCEPTANCE By signing this document, the undersigned certifies they have authority to enter the agreement. The undersigned also understands the services and terms. Stillwater, MN Signature: Name: Title: Date: Order #: Q-246732 Prepared: 01/05/2023 Page 7 of 7 illwat!r THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Jason Grode, Parks Superintendent SUBJECT: Contract Agreement for Ballfield Fencing — Millbrook & Public Works Parks BACKGROUND At the December 6, 2022 Council meeting it was brought to the Council that the ballfield fencing at Millbrook Park and Public Works Park have issues that need to be addressed. The Public Works fence isn't a completed fence and the addition of foul line fencing would help keep the field from being vandalized as is common there. Millbrook's fence is a temporary one which is installed and removed each season and could also benefit from the addition of foul line fencing to protect from vandalism. They City received four bids for fencing at both parks, lowest bid received was from Cyclone Fence for $32,414. At the December 6th meeting Council approved resolution 2022-152 to accept a donation from Stillwater Area Baseball Association to help fund 50°/0 this project. The remaining 50°/0 will be paid from leftover City funds from the 2022 Settler's Park Tennis Court Capital Improvement Project. RECOMMENDATION Staff recommends entering into an agreement with Cyclone Fence for work on the Ballfield Fencing at Millbrook and Public Works Parks. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING ENTERING INTO AN AGREEMENT WITH CYCLONE FENCE. The Birthplace of Minnesota AGREEMENT FOR SERVICES THIS AGREEMENT ("Agreement") is made and executed this 7th day of February, 2023, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, ("City") and Cyclone Fence, 749 220th Ave, Somerset WI, 54025 ("Contractor"). WHEREAS, the City has accepted the proposal of the Contractor for certain Services; and WHEREAS, Contractor desires to perform the Services for the City under the terms and conditions set forth in this Agreement. WHEREAS, Services under this agreement, are generally described as; Ballfield Fencing Upgrades NOW THEREFORE, in consideration of the mutual consideration contained herein, it is hereby agreed as follows: 1. SERVICES. a. City agrees to engage Contractor as an independent contractor for the purpose of performing certain Services ("Services"), as defined in the following documents: i. Proposals dated 9/12/22 (#3158 & #3157), incorporated herein as Exhibit A; b. Contractor covenants and agrees to provide Services to the satisfaction of the City in a timely fashion, as set forth in the Exhibits, subject to Section 7 of this Agreement. c. Contractor agrees to comply with all federal, state, and local laws and ordinances applicable to the Services to be performed under this Agreement, including all safety standards. The Contractor shall be solely and completely responsible for conditions of the job site, including the safety of all persons and property during the performance of the Services. The Contractor represents and warrants that it has the requisite training, skills, and experience necessary to provide the Services and is appropriately licensed and has obtained all permits from all applicable agencies and governmental entities. 2. PAYMENT. a. City agrees to pay and Contractor agrees to receive and accept payment for Services as set forth in the Exhibits. b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Contractor shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for Services that do not have prior written authorization. c. Contractor shall submit itemized bills for Services provided to City on a monthly basis. Bills submitted shall be paid in the same manner as other claims made to City. d. Prior to payment, the Contractor will submit evidence that all payrolls, material bills, subcontractors and other indebtedness connected with the Services have been paid as required by the City. 1 3. TERM. The term of this Agreement is identified in the Exhibits. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the same terms and conditions as herein stated. 4. TERMINATION AND REMEDIES. a. Termination by Either Party. This Agreement may be terminated by either party upon 30 days' written notice delivered to the other party to the addresses listed in Section 13 of this Agreement. Upon termination under this provision, if there is no default by the Contractor, Contractor shall be paid for Services rendered and reimbursable expenses through the effective date of termination. b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non -performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure that is acceptable to the other party. c. Remedies. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City as a result of any breach of this Agreement by the Contractor. The City may, in such event, i. Withhold payments due to the Contractor for the purpose of set-off until such time as the exact amount of damages due to the City is determined. ii. Perform the Services, in which case, the Contractor shall within 30 days after written billing by the City, reimburse the City for any costs and expenses incurred by the City. The rights or remedies provided for herein shall not limit the City, in case of any default by the Contractor, from asserting any other right or remedy allowed by law, equity, or by statute. d. Upon termination of this Agreement, the Contractor shall furnish to the City copies or duplicate originals of all documents or memoranda prepared for the City not previously furnished. 5. SUBCONTRACTORS. Contractor shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in the Exhibits. The Contractor shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Contractor's receipt of payment by the City for undisputed services provided by the subcontractor. 6. STANDARD OF CARE. In performing its Services, Contractor will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the Services are provided. 7. DELAY IN PERFORMANCE. Neither City nor Contractor shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either City or Contractor under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Contractor will be entitled to payment for its reasonable additional charges, if any, due to the delay. 2 8. CITY'S REPRESENTATIVE. The City has designated Chad Rogness to act as the City's representative with respect to the Services to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the Services covered by this Agreement. 9. PROJECT MANAGER AND STAFFING. The Contractor has designated Dave Sindt to be the primary contacts for the City in the performance of the Services. They shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms established herein. Contractor may not remove or replace these designated staff without the approval of the City. 10. INDEMNIFICATION. a. Contractor and City each agree to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Contractor and City, they shall be borne by each party in proportion to its own negligence. b. Contractor shall indemnify City against legal liability for damages arising out of claims by Contractor's employees or subcontractors, including all liens. City shall indemnify Contractor against legal liability for damages arising out of claims by City's employees or subcontractors. 11. INSURANCE. During the performance of the Services under this Agreement, Contractor shall maintain the following insurance: a. Commercial General Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; b. Workers' Compensation Insurance in accordance with statutory requirements. c. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Contractor shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the Commercial General Liability Insurance policy. 12. WARRANTIES. Contractor warrants and guarantees that title to all work, materials, and equipment covered by any invoice, will pass to City no later than the Completion Date. Contractor warrants that all work will be free from defects and that all materials will be new and of first quality. If within one (1) year after final payment any work or material is found to be defective, Contractor shall promptly, without cost to the City, correct such defect. 13. NOTICES. Notices shall be communicated to the following addresses: If to City: City of Stillwater 216 4th Street North Stillwater, MN 55082 Attention: Chad Rogness If to Contractor: Cyclone Fence 749 220th Ave Somerset, WI 54025 Attention: Dave Sindt Or e-mailed: crogness@ci.stillwater.mn.us Or emailed: cyclonefenceinc@gmail.com 3 14. INDEPENDENT CONTRACTOR STATUS. All services provided by Contractor, its officers, agents and employees pursuant to this Agreement shall be provided as employees of Contractor or as independent contractors of Contractor and not as employees of the City for any purpose. 15. GENERAL PROVISIONS. a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties. b. Waiver. A waiver by either City or Contractor of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving parry's rights with respect to any other or further breach. c. Nondiscrimination. Contractor agrees that in the hiring of employees to perform Services under this Agreement, Contractor shall not discriminate against any person by reason of any characteristic protected by state or federal law. d. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any action must be venued in Washington County District Court. e. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both parties. f. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. g. Data Practices Compliance. All data collected by the City pursuant to this Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. h. Entire Agreement. This Agreement constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written. CITY OF STILLWATER By: Ted Kozlowski, Mayor By: Beth Wolf, City Clerk 4 CONTRACTOR CYCLONE FENCE By: By (Please Print): Title (Please Print): Project Description: Ballfield Fencing Upgrades Cyclone Fence For: City Of Stillwater Public Works crogness@ci.stillwater.mn.us Millbrook field (651) 472-6019 749 220th Ave Somerset, WI, 54025 715-247-5718 cyclonefenceinc@gmail.com www.acyclonefence.com Estimate Estimate No: 3157 Date: 09/12/2022 Description Amount Install 500' 70' down each sideline and 360' in the outfield of 6' galvanized chain link with 9ga fabric, 1 5/8" top rail, 2 1/2" line posts, $12,934.00 materials and labor included Add 1-10' double gate $2,120.00 Install yellow top cap on top of 6' chain link $2,490.00 Add windscreen $3,590.00 Subtotal $21,134.00 Total $21,134.00 Total $21,134.00 Terms and Conditions 1. Due to crews working at different rates each day, weather, and other events, we cannot supply an exact installation date. We can only give an estimated date. 2. The customer is responsible of location of fence. 3. The customer is solely responsible for any errors in the location of fence. 4. Any permits required are the homeowners responsibility. 5. Costumer is responsible for all private lines including, but not limited to, sprinkler, gas, and electric (not marked by Diggers Hotline). 6. Any hand digging, brush cutting, digging through rock, or grading may be subject to additional charges. 7. Credit cards are subject to 3% fee. 1/2 Cyclone Fence - Estimate 3157 - 09/12/2022 Photo 1 Cyclone Fence For: City Of Stillwater Public Works crogness@ci.stillwater.mn.us Millbrook field (651) 472-6019 749 220th Ave Somerset, WI, 54025 715-247-5718 cyclonefenceinc@gmail.com www.acyclonefence.com Estimate Estimate No: 3158 Date: 09/12/2022 Description Amount Public works field: Install 370' of 5' galvanized chain link 173' down each side line and 24' along left outfield line, all commercial, materials and labor included Add 1-10' double gate Terms and Conditions $9,180.00 $2,100.00 Subtotal $11,280.00 Total $11,280.00 Total $11,280.00 1. Due to crews working at different rates each day, weather, and other events, we cannot supply an exact installation date. We can only give an estimated date. 2. The customer is responsible of location of fence. 3. The customer is solely responsible for any errors in the location of fence. 4. Any permits required are the homeowners responsibility. 5. Costumer is responsible for all private lines including, but not limited to, sprinkler, gas, and electric (not marked by Diggers Hotline). 6. Any hand digging, brush cutting, digging through rock, or grading may be subject to additional charges. 7. Credit cards are subject to 3% fee. 1/2 Cyclone Fence - Estimate 3158 - 09/12/2022 Photo 1 ACORN® CERTIFICATE OF LIABILITY INSURANCE L------ DATE(MM/DD/YYYY) 12/19/2022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Leitch-McSorley Insurance Agency LLC 529 Second St STE 400 Hudson, WI 54016 CONTACT NAME: Melanie Cahanes PHONE (NC, No, Ext): (715)386-7112 FAX 715 386-1931 ) (NC, No): ( ) E-MAIL ADDRESS: melanie@leitch-mcsorley.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: IMT Group 12528 INSURED Cyclone Fence Inc 749 220th Ave Somerset, WI 54025 INSURERB: IMT Group 14257 INSURERC: INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 00002822-0 REVISION NUMBER: 4 THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR LTR TYPE OF INSURANCE INSD SUBR WVD POLICY NUMBER POLICY EFF (MMIDD/YYW) POLICY EXP (MMIDD/YYW) LIMITS A X COMMERCIAL GENERAL LIABILITY WOM6346 04/28/2022 04/28/2023 EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE OCCUR DAMAGE RENTED PREMISESO(Ea occurrence) $ 300,000 MED EXP (Any one person) $ 1 0,000 PERSONAL & ADV INJURY $ GEN'L X AGGREGATE POLICY OTHER: LIMIT APPLIES PRO- JECT PER: LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS - COMP/OP AGG $ 2,000,000 $ B AUTOMOBILE X LIABILITY ANY AUTO OWNED X SCHEDULED AUTOS NON -OWNED AUTOS ONLY CVM6346 04/28/2022 04/28/2023 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 $ BODILY INJURY (Per person) BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ B X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE UCM6346 04/28/2022 04/28/2023 EACH OCCURRENCE $ 1,000,000 AGGREGATE $ 2,000,000 DED RETENT ON $ $ B WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y / N N / A WCM6346 04/28/2022 04/28/2023 X STATUTE OTH- ER E.L. EACH ACCIDENT $ 500,000 E.L. DISEASE - EA EMPLOYEE $ 500,000 E.L. DISEASE - POLICY LIMIT $ 500,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) All policy provisions apply. Fence Erection CERTIFICATE HOLDER CANCELLATION City of Stillwater Dept of Engineering & Pubic Works 216 4th St N Stillwater, MN 55082 1 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZ DREPRESENTATIVE (it_11)(MMC) ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD Printed by MMC on 12/19/2022 at 09:45AM I11wat!r THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Council FROM: Tim Gladhill, Community Development Director SUBJECT: Biercycle Reserved Parking Stall Renewal Request BACKGROUND For the past several years, the City has approved one on -street parking stall on Water Street adjacent to Commercial Street/Pedestrian Plaza for use by Biercycle, a mobile trailer that tours Downtown Stillwater. The annual fee for use has historically been $606 per the approved City Fee Schedule. RECOMMENDATION The Downtown Parking Commission recommends renewal of the reserved stall for 2023, but does request that the City Council consider a different location in future years. There have been no known issues. The City could consider a different reservation rate in future years, but that should be analyzed in the context of the broader fee schedule discussion for downtown parking. ACTION REQUESTED Motion to recommend that the City Council approve the reserved parking stall for Biercycle for 2023. City of Stillwater Washington County, Minnesota RESOLUTION NO. 2023- RESOLUTION GRANTING PARKING STALL RESERVATION TO PATRICIA WOLF FOR THE OPERATION OF MULTI - PERSON CYCLE TOURS ON CITY STREETS IN 2023 AND RESCINDING RESOLUTION 2022-178 WHEREAS, Patricia Wolf has made a request to renew her license to operate BierCycle Adventures, a multiple -person tour cycle, on City roadways downtown; and WHEREAS, the City Council of the City of Stillwater approved Resolution 2022-178 on December 21, 2022 for a license to operate the tour cycle business in 2022; and WHEREAS, the business will operate in substantially the same manner in 2023. NOW THEREFORE BE IT RESOLVED that the Stillwater City Council hereby grants license to Patricia Wolf to operate multi -person cycle tours on City roadways subject to the following conditions: 1. Upon review and approval of the license request by the Police Department and the Public Works Department, the City Clerk is authorized to issue a license to Patricia Wolf for the multiple -person tour cycle business. 2. Patricia Wolf may operate one multiple -person tour cycle in Stillwater. An increase in the number of cycles will require an amendment to this Resolution of Approval. 3. A license must be applied for annually from the City Clerk. The license is valid through December 31 of the year issued. 4. No license will be issued or renewed without proof of general liability insurance in the minimum amount of $1,500,000 per occurrence. 5. Operating restrictions and conditions: a. No multiple -purpose tour cycle may be operated upon a public sidewalk. b. No multiple -purpose tour cycle may use any public street or other public property as a waiting area unless such area is a legal motor vehicle parking area. c. Public safety is paramount in the operation of any multiple -purpose tour cycle. Consequently, each multiple -purpose tour cycle must be equipped with the following: i. Front and rear turn signals ii. Head lights iii. Tail lights iv. A hydraulic disc braking system v. An emergency brake in addition to a disc braking system vi. Any other equipment required to comply with applicable federal and state laws d. All multiple -purpose tour cycles are, at all reasonable times, e. subject to inspection by the City of Stillwater. Multiple -purpose tour cycle operators must have in their possessiona valid driver's license while in control of any multiple -purpose tour cycle, and shall operate the tour cycle in compliance with all applicable federal, state, and local traffic laws, and in a manner so as to assure the safety of persons and property. f. Whenever alcohol is being served on a tour, the patrons who are legally allowed to drink alcoholic beverages must wear a colored wristband. All multiple -purpose tour cycle operators must obey and comply with any lawful order or direction of any police officer, traffic control agent, or regulatory services inspector. The City reserves the right to alter or limit multi -purpose tour cycle operations to specified routes and streets if required for publicsafety reasons. i. If Sam Bloomer Way or Mulberry Point should be limited to pedestrian traffic only, the City reserves the right to eliminate the multi -person tour bikes access to these areas. The City reserves the right to require that any idle multi -purpose tour cycle be parked in a specified location while idle or waiting for customers. Upon receipt of any serious substantiated complaints, as determined to be serious and substantiated by the City Administrator, the license will be placed on the next available City Council agenda for review. 6. During periods of flooding, the City uses Water Street as a staging area and therefore during these times the tours will not be allowed to operate fromthis location. 7. The rate for the reserved on -street parking space on Water Street is $3 per day. The fee for 2022 will be $606 for the entire season. This must be paid by April 30th. The rate is subject to review and possible increase by the City Council annually. g• h. J• k. Adopted by the Stillwater City Council this 7th day of February, 2023. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Stillwater The Birthplace of Minnesota Site Location Parking Stall Reservation Request Biercycle 0 15 30 60 Feet i11water THE RiFITHPLACE OF MINNESOIA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Jason Grode, Parks Superintendent SUBJECT: Request for Colorectal Cancer Awareness Month Decorations BACKGROUND The City has received a request from Anne O'Brien, with the American Cancer Society, to help promote Colorectal Cancer Awareness in the City of Stillwater from March 2nd to March 8th, 2023. The month of March is Colorectal Cancer Awareness month and March 7th is what is called, "light up blue" day across the nation. They are requesting to use the existing planters along Main Street to decorate them with blue ribbons and blue balloons during that time period in March. Each ribbon would have a message relating to colorectal cancer. Two years ago, this group got approval to do this downtown and are requesting to do the same thing this year. There are pictures included in this packet that show what they did back in 2021 and would like to do again this year. ACTION REQUIRED If the Council wishes to approve this, a motion should be made to approve the request by the American Cancer Society to decorate the downtown planters from March 2nd to March 8th, 2023. Attachments: Email request and pictures of the decorations. Jenna Schmid From: Jason Grode Sent: Friday, February 3, 2023 10:57 AM To: Jenna Schmid Subject: Request for Colorectal Cancer Awareness Month Attachments: 02032023 Colorectal Cancer Awareness Decoration Pictures.pdf; 02032023 Colorectal Cancer Awareness Decorations Request Memo for CC.doc From: ANNE OBRIEN Sent: Monday, January 30, 2023 12:49 PM To: Jason Grode Subject: Request for Colorectal Cancer Awareness Month Good morning Jason, Thank you for speaking with me this morning regarding the promotion of Colorectal Awareness. As a bit of background, I am a rectal cancer survivor. I've been involved with Stillwater's Relay For Life for 16 years. I have a team that participates and I'm also on the planning committee. I was asked by the American Cancer Society a few years ago to help promote CRC awareness in the Stillwater area. The month of March is CRC awareness month, and March 7th is what is called "light up blue" day across the nation. In the past here in Stillwater, Water Street Inn has lit their tower blue as well as their windows. The pedestrian area on Chestnut Street did their lighting in blue on that day. (Which obviously won't be happening this year.) I'd like to use the pots again that line the sidewalks of downtown Stillwater. The attachments show what was done two years ago with blue balloons along with the ribbons that were put in the pots. This year with the small trees or tree toppers that are in the pots, I was thinking of using the blue ribbons (without the dowels) and hanging them on the tree branches, like an ornament, in the pots all along the sidewalks. I would like to put them up Thursday, March 2nd, and they will be taken down on Wednesday the 8th. You can see in the attachment, each of the blue ribbons has a message relating colorectal cancer. My hope is that the pots will still have the trees in them that first week of March, so we have somewhere to hand our ribbons. I appreciate your time in helping us promote this. As a survivor, I feel passionate about this type of cancer and the importance of getting screened. If caught early, it is a very treatable type of cancer, as was the case with me. If there is anything else you need from me, please let me know. With hope, Anne O'Brien I. Colorectal Cancer Awareness Decoration Pictures iliwater THE BIRTHPACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Updated Approve Plans and Specifications and Authorization of Bids for County Road 5 Improvement Project — Phase 2 (2019-09) DISCUSSION On December 6, 2022 the City Council approved the plans and specifications for County Road 5 Improvement Project — Phase 2 (2019-09), Washington County had indicated earlier that bids will be open on January 24, 2023. Washington County sent an updated schedule for the project in it they indicate that bids will now be opened on February 28, 2023. The bids will be presented to the City Council for approval during March of 2023. Washington County has indicated that construction would occur over the spring and summer of 2023. RECOMMENDATION It is recommended that Council approve the updated schedule for approving the plans and specifications and authorize the advertisement of bids as presented for the County Road 5 Improvement Project Phase 2 which includes the County Road 5 Improvements Phase 2 City Project (2019-09). ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2023- APPROVING PLANS AND SPECIFICATIONS AND AUTHORIZING THE ADVERTISEMENT OF BIDS FOR THE COUNTY ROAD 5 IMPROVEMENT PROJECT PHASE 2 (PROJECT 2019-09) City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx APPROVE PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR CSAH 5 STREET IMPROVEMENT PROJECT PHASE TWO (PROJECT 2019-09) WHEREAS, pursuant to a resolution passed by the Council on December 6th, 2022, the City Engineer/County Engineer has prepared plans and specifications for the CSAH 5 Street Improvement Project Phase Two (Project 2019-09). WHEREAS, Olive Street and Owens Street between Pine Tree Trail and Sycamore Street is a County Road and Washington Count is responsible for design, bidding, and construction of the street improvement; and NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The plans and specifications have been presented to the City Engineer by the Washington County Engineer are recommended for approval. 2. The Stillwater City Council hereby approves the plans and specifications and authorizes the preparation of the advertisement for bids by Washington County. 3. The advertisement will be inserted in The Gazette and online at QuestCDN.com upon the making of the improvement under the approved plans and specifications. The advertisement shall be published once in the Stillwater Gazette and online for three weeks at QuestCDN.com The advertisement shall specify the work to be done, shall state that bids will be received by Washington County by February 28, 2023 at which time they will be publicly opened at Washington County by the County Engineer; will then be tabulated and will be considered by the Council at a future meeting, in the Council Chambers. Adopted by the Council this 7' day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk iliwater THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: Northland Park Pickleball Courts — Acceptance of Work & Final Payment BACKGROUND The final work for the Northland Park Pickleball Courts has been completed. The contractor has submitted their application for payment and the required information to allow for final payment. RECOMMENDATION Staff recommends that Council accept the work and authorize final payment to Minnesota Paving and Materials in the amount of $42,836.69. ACTION REQUIRED If Council concurs with the staff recommendation, Council should pass a motion adopting RESOLUTION NO. 2023- , ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR NORTHLAND PARK PICKLEBALL COURTS. City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR NORTHLAND PARK PICKLEBALL COURTS WHEREAS, pursuant to a written contract signed between the City and Minnesota Paving and Materials for the construction of the Northland Park Pickleball Courts and their work has been completed with regard to the improvement in accordance with such contract, NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA, the Mayor and Clerk are hereby directed to issue a proper order for the final payment of $42,836.69 on such contract, taking Minnesota Paving and Materials receipt in full. Adopted by the City Council this 7th day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk iliwater THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Contract Agreement for 2023 Pond Survey & Sampling BACKGROUND The pond on the west side of 2nd Street south of Aspen St. E works as a sediment trap for the stormwater runoffs through the ravine between 4th Street and 2nd Street, and this pond has accumulated sediments over the years. WSB will be surveying and sampling this sediment to determine the amount and classification of this sediment for proper disposal. WSB quoted us at $4,500 for the project. The pond maintenance fund would fund the project. RECOMMENDATION Staff recommends entering into an agreement with WSB for work on the 2023 Pond Survey and Sampling. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING ENTERING INTO AN AGREEMENT WITH WSB FOR WORK ON 2023 POND SURVEY AND SAMPLING. fi1Iwater I lwa ter The Birthplace of Minnesota AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT ("Agreement") is made and executed this 7th day of February, 2023, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, ("City") and WSB, 178 E 9th Street. Ste # 200, Saint Paul, MN 55101("Consultant"). WHEREAS, the City has accepted the proposal of the Consultant for certain professional Services; and WHEREAS, Services under this agreement, are generally described as: 2023 Pond Survey & Sampling WHEREAS, Consultant desires to perform the Services for the City under the terms and conditions set forth in this Agreement. NOW THEREFORE, in consideration of the mutual consideration contained herein, it is hereby agreed as follows: 1. SERVICES. a. City agrees to engage Consultant as an independent contractor for the purpose of performing certain professional Services ("Services"), as defined in the following documents: i. A proposal dated 1/9/2023, incorporated herein as Exhibit A; b. Consultant covenants and agrees to provide Services to the satisfaction of the City in a timely fashion, as set forth in the Exhibits, subject to Section 7 of this Agreement. 2. PAYMENT. a. City agrees to pay and Consultant agrees to receive and accept payment for Services as set forth in the Exhibits. b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Consultant shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for Services that do not have prior written authorization. c. Consultant shall submit itemized bills for Services provided to City on a monthly basis. Bills submitted shall be paid in the same manner as other claims made to City. 3. TERM. The term of this Agreement is identified in the Exhibits. This Agreement may be extended only upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the same terms and conditions as herein stated. 4. TERMINATION. 1 a. Termination by Either Party. This Agreement may be terminated by either party upon 30 days' written notice delivered to the other party to the addresses listed in Section 13 of this Agreement. Upon termination under this provision, if there is no default by the Consultant, Consultant shall be paid for Services rendered and reimbursable expenses until the effective date of termination. b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non -performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure that is acceptable to the other party. 5. SUBCONTRACTORS. Consultant shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in the Exhibits. The Consultant shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Consultant's receipt of payment by the City for undisputed services provided by the subcontractor. 6. STANDARD OF CARE. In performing its Services, Consultant will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the Services are provided. No warranty, express or implied, is made or intended by Consultant's undertaking herein or its performance of Services. 7. DELAY IN PERFORMANCE. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either City or Consultant under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Consultant will be entitled to payment for its reasonable additional charges, if any, due to the delay. 8. CITY'S REPRESENTATIVE. The City has designated Reabar Abdullah, to act as the City's representative with respect to the Services to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the Services covered by this Agreement. 9. PROJECT MANAGER AND STAFFING. The Consultant has designated Jake Newhall to be the primary contacts for the City in the performance of the Services. They shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms established herein. Consultant may not remove or replace the designated staff without the approval of the City. 10. INDEMNIFICATION. 2 a. Consultant and City each agree to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Consultant and City, they shall be borne by each party in proportion to its own negligence. b. Consultant shall indemnify City against legal liability for damages arising out of claims by Consultant's employees. City shall indemnify Consultant against legal liability for damages arising out of claims by City's employees. 11. INSURANCE. During the performance of the Services under this Agreement, Consultant shall maintain the following insurance: a. General Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; b. Professional Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence. c. Workers' Compensation Insurance in accordance with statutory requirements. d. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Consultant shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the General Liability Insurance policy and the Professional Liability Insurance policy. 12. OWNERSHIP OF DOCUMENTS. Professional documents, drawings, and specifications prepared by the Consultant as part of the Services shall become the property of the City when Consultant has been compensated for all Services rendered, provided, however, that Consultant shall have the unrestricted right to their use. Consultant shall retain its rights in its standard drawing details, specifications, databases, computer software, and other proprietary property. Rights to proprietary intellectual property developed, utilized, or modified in the performance of the Services shall remain the property of the Consultant. 13. NOTICES. Notices shall be communicated to the following addresses: If to City: City of Stillwater 216 4th Street North Stillwater, MN 55082 Attention: Reabar Abdullah Or e-mailed: rabdullah@ci.stillwater.mn.us If to Consultant: WSB 178 E 9th Street STE# 200 St. Paul, MN 55101 Attention: Jake Newhall Or e-mailed: jnewhall(a�wsbenq.com 14. INDEPENDENT CONTRACTOR STATUS. All services provided by Consultant, its officers, agents and employees pursuant to this Agreement shall be provided as 3 employees of Consultant or as independent contractors of Consultant and not as employees of the City for any purpose. 15. GENERAL PROVISIONS. a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties. b. Waiver. A waiver by either City or Consultant of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party's rights with respect to any other or further breach. c. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any disputes regarding this Agreement must be brought by civil action and must be venued in Washington County District Court. d. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. e. Data Practices Compliance. All data collected by the City pursuant to this Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. f. Entire Agreement. This Agreement constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written. If this Agreement conflicts with terms and conditions stated in the Proposal, this Agreement shall govern. CITY OF STILLWATER By: Ted Kozlowski, Mayor By: Beth Wolf, City Clerk Date: 4 WSB .- ay: Its: Director of Water Resources Date: January 19, 2023 Project Description: 2023 Pond Survey & Sampling 5 WSBENG.COM 651.286.8450 wsb January 9, 2023 Reabar Abdullah, PE Assistant City Engineer City of Stillwater 216 North Fourth Street Stillwater, MN 55082 Re: 2023 Pond Survey and Sediment Sampling City of Stillwater, MN Dear Mr. Abdullah, Attached for your review and approval is our proposed scope of services, fee, and schedule for providing professional engineering services to complete a bathymetric survey and sediment sampling for one (1) basin within the City of Stillwater. Topographic/Bathymetric Survey (Estimated Fee $2,700) • WSB will complete a bathymetric and topographic survey of the 2nd Street Pond selected by the City, which will include: o GPS recorded pond edge shots to delineate pond footprint. o GPS recorded depth to estimate the bathymetric contour data. Depth shots will be taken using a grid pattern with approximate cross section spacing of 25 feet, with additional elevation shots approximately 1 foot above the pond footprint. o Muck and hard bottom data (sediment thickness) will be recorded utilized sediment penetration test o Inlet/outlet evaluation to assess condition o Photos will be taken for any issues during inspection (sediment deltas, vegetation, erosion, etc.) • WSB will generate bathymetric maps and inspection results memo from the data collected in this task. Sediment Sampling (Estimated Fee $1,100 + $700 for Sediment Samples) • Sediment samples will be collected during the pond survey site visit in accordance with a Minnesota Pollution Control Agency's (MPCA) Managing Stormwater Sediment Best Practices Guidance. The results will be analyzed for the following parameters: o Carcinogenic polycyclic aromatic hydrocarbons (cPAHs) using approved MPCA Method o Copper using approved EPA Method 6010 o RCRA metals Lil • WSB will compile the information in a memo to determine the appropriate disposal 5 requirements for the pond sediment. 178 E 9TH STREET WSB is proposing to complete the tasks outlined in this scope of work for an estimate fee of $4,500 based on our current hourly rates. WSB will schedule a date to collect the field data with two weeks of authorization of this scope of work. Sediment testing results memo is anticipated to be available three weeks after collection of samples, subject to lab processing time (typically two weeks). G:\Group Data\WATER RESOURCES\WR Proposal Folder\Stillwater\LTR PROP-RAbdullah-2023PondSurveyandSedimentSampling1.docx Mr. Abdullah January 9, 2023 Page 2 The proposed scope and fee presented herein represents our complete understanding of the project. If the scope of services is acceptable to you, WSB will draft a Professional Services Agreement for execution by both parties. If you have any questions or concerns, please feel free to contact me at 952.388.4188 or balms@wsbeng.com. Sincerely, WSB 4/4"-- Bill Alms, PE Project Manager Cc: Kyle Blazek (WSB) G:\Group Data\WATER RESOURCES\WR Proposal Folder\Stillwater\LTR PROP-RAbdullah-2023PondSurveyandSedimentSampling1.docx ACC) RC CERTIFICATE OF LIABILITY INSURANCE kt..----- DATE (MM/DD/YYYY) 1 /20/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Marsh & McLennan Agency LLC 6150 Golden Hills Drive Minneapolis MN 55416 CONTACT NAME: nasi Hemg PHONE FAX (A/C, No, Ext): (A/C, No): E-MAIL ADDRESS: kasi.heilig@marshmma.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: National Union Fire Ins Co PittsburghPA 19445 INSURED WSBASSOCIA WSB & Associates, Inc 701 Xenia Ave So., Suite 300 Minneapolis, MN 55416 INSURER B: QBE Specialty Insurance Company 11515 INSURERC: Princeton Excess & Surplus Lines Ins Co 10786 INSURERD: INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: 1653872687 REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTRINSD TYPE OF INSURANCE ADDL SUBR WVD POLICY NUMBER POLICY EFF (MMIDDIYYYY) POLICY EXP (MMIDD/YYYY) LIMITS A X COMMERCIAL GENERAL LIABILITY GL5425678 3/1/2022 3/1/2023 EACH OCCURRENCE $ 2,000,000 CLAIMS -MADE X OCCUR DAMAGE TO PREMISES (Ea occu RENTED $ 100,000 MED EXP (Any one person) $ 25,000 PERSONAL & ADV INJURY $ 2,000,000 GEN'L AGGREGATE X LIMIT APPLIES JECT X PER: LOC GENERAL AGGREGATE $ 4,000,000 PRODUCTS-COMP/OPAGG $4,000,000 $ A AUTOMOBILE X LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY SCHEDULED AUTOS NON -OWNED AUTOS ONLY CA4693553 3/1/2022 3/1/2023 COMBINED SINGLE LIMIT (Ea accident) $ 2,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ C X UMBRELLA LIAB EXCESS LAB X OCCUR CLAIMS -MADE 82A3FF000283402 3/1/2022 3/1/2023 EACH OCCURRENCE $ 5,000,000 AGGREGATE $ 5,000,000 DED RETENTION $ $ A A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBEREXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y/N N NIA WC014196003 WC015853268 3/1/2022 3/1/2022 3/1/2023 3/1/2023 X PER STATUTE OTH- ER E.L. EACH ACCIDENT $ 1,000,000 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE - POLICY LIMIT $ 1,000,000 B Excess Liability MQSX0000715202 3/1/2022 3/1/2023 Each Occurrence Aggregate $5,000,000 $5,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) This insurance is issued pursuant to the Minnesota surplus lines insurance act. The insurer is an eligible surplus lines insurer but is not otherwise licensed by the State of Minnesota. In case of insolvency, payment of claims is not guaranteed. Company B and Company C are subject to statutes and regulations of surplus lines carriers. Re: 2023 Pond Survey and Sediment Sampling City of Stillwater, MN. CERTIFICATE HOLDER CANCELLATION City of Stillwater 216 4th Street North Stillwater, MN 55082 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUi)HORIZED REPRESENTATIVE II1I//'',(� ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD iliwater THE BIRTHPACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Tanya Holmgren, Administrative Assistant — Community Development SUBJECT: Consent Agenda Item: Short -Term Home Rental License Application BACKGROUND According to the recently amended ordinance, amending Section 41-8, new short-term home rental license applications must be approved by the City of Stillwater City Council. The Community Development Department has received and processed the following short-term home rental and have deemed them complete for approval by the City Council. RECOMMENDATION Approval of the following Short -Term Home Rental License Applications: License Address Owner/Applicant Occupancy License Number of Type Type Location Licenses Short-term 209 Wilkins home rental St E ACTION REQUESTED Owner Outside of Amy Haugen Occupied/On Downtown 29 of 50 Site Area If Council concurs with the recommendation, they should pass a motion approving the above short-term home rental license application. Glen Ln 0 4 P 7. r HO S S, Gr Piz Ave w • Still trace, Ara E ▪ 5111[walel Ave Ve o ; x Wilk,n55I-I400e ! W S1E eH N 2 ^� ▪ Elm SC • en Hickory Hickory 5t Moue 51 W Maul*SrW Lau,' SI W O v '•-o Ra r. Wine SLW Go.P. 4 n11ery • Ta•1er or w North 04.AnIrwla at 51 • Lrnden St 2 S N x Looker 'r• MRthV 5t W r^ :Nth - 7. 'a 1� "m °� RiP.; W en Note St w 17. E u u Pine Slw T E Oak SIN, • Will arQ$1W Abbal151 W • e Churchill S, W A ndere on St Shelton 51 x a 4 LFrvnii QliRtl --rei l.i �g[h.St-N-. �_ 15 - — — f x Y eit 51 Eton; Ave E 00aSe J1 6a 51 vn.n5rw n�555E N• IHOUMMOA N Church 5[ tit WIIY11]fQ 51W. 1 W Wularel SIM lib. N T of L • L Churnrlt iSt W Churchill Sl E¢ n `7.'Oubuoue sl E Hancock St; Hancock 51E r y BurlInglao St E 4 4 02 ot n i Marsh SrW Mal 0. SSE a el 0HSILOwc51E athl.le v net! • Orreane SIEZ 65th$1M 0 S Q' d▪ Gi11IStNy x • e 6IFd$1H lieu I ten school Cu x ezl�i 4ri.='• NN Sources: Esri, HERE, Garmin, USGS, Intermap, INCREMENT P, NRCan, Esri Japan, METII,.Esri China (Hong Kong), Esri Korea, Esri (Thailand), NGCC, (c) OpenStreetMap contributors, and the GIS User Community i!lwakT THE BIRTHPLACE OF MINNESOTA Short Term Home Rentals DDowntown District License Status o Approved * Pending I11wat!r THE BIRTHPLACE OF MINNESOTA DATE: January 19, 2023 TO: Honorable Mayor and City Council FROM: Tim Gladhill, Community Development Director SUBJECT: Sustainable Stillwater Request — Support Grant Application for EV Chargers BACKGROUND Sustainable Stillwater has approached the City to authorize a grant application for two (2) Electric Vehicle (EV) Chargers for the Downtown Parking District. Sustainable Stillwater would be responsible for the Grant Application, Grant Administration and ongoing operations. The request would come at no additional cost to the City. Sustainable Stillwater is simply looking for authorization to place the EV Chargers in one of the City's surface parking lots if successfully awarded the grant. Additional details are included in their attached proposal. The City does not need to select a final location at this point; the Commission is simply being asked to support the grant application with the understanding that space would be made available in Lots 12, 14 or 15. RECOMMENDATION With the understanding that the grant proposal comes with no necessary staff resources or City funding, the Downtown Parking Commission is comfortable with the current request. The Council is asked to simply authorize the grant application; this action does not obligate the City to the project. ACTION REQUESTED Motion to recommend that the City Council authorize the grant application. Proposal to Stillwater Parking Commission from Sustainable Stillwater Regarding Installation of a Dual EV Station Downtown Stillwater January 18, 2023 Proposal: Providing an EV charging station to downtown Stillwater fits with the progress of environmental integrity. It provides visitors the option to charge while they tour and shop in the city. It can be promoted by the city as a progressive improvement which can support the local economy and the city's image. Bringing a dual port L2 EV charging station to downtown Stillwater provides about 45 miles of charge in an hour, making is useful for a visitor to shop or eat out for an hour or two and be able to return anywhere in the metro area. Means: MN Pollution Control Agency Grant of $18000 for a dual port L2charger. Installed and supported by contractors under management of Sustainable Stillwater. Proposed locations: Stillwater Public Parking Space. Lots 12,14 or 15 Open to other proposed locations Equipment: ZEF Energy, local EV Charger manufacture. 15.4KW dual port L2 built into pedestal 5 Year warranty, maintenance and online service for monitoring and diagnosis. ZEF Installation partners to install and service. Or: Gilbarco Amps2Go, 19,2KW Dual port station. Installation: Once location is found, we need to check with Xcel utility to see about access and cost. Xcel does have programs to cover EV charger costs. Local Electrician or ZEF partner can take it from there. Ongoing Operational Cost: Option 1, Customer Credit Card Reader or membership with Charge point. Option 2, Speak to local merchants about an annual donation of $200 to fund this. Their name goes on the charger, listed in Sustainable Stillwater, possibly listed in the City website and documents. Process for Grant Acceptance: The deadline to submit the Grant is Feb 28, 2023. There are a host of documents that need to be submitted online. There are various specifications to meet with the equipment and installation. Sustainable Stillwater will apply and manage all of this. Cost: Estimate only at this point. Expected to use the $18,000 grant funds. Any additional will be solicited from donors. Grant Specifications: The Grant for this EV charging station is being offered by The Minnesota Pollution Control Agency. This Grant is for L2 type chargers, or mid level chargers between 6.6KW and 19.2KW. A 19.2 KW charger will provide about 45 miles of charge in 1 hour. This makes it a good size for those spending a couple hours dining or shopping Downtown. The amount of the Grant is $15,000 for a dual port station (2 vehicles). There is a requirement to match 20% (or $3000). This allows for a budget of $18,000. Sustainable Stillwater is not asking for any public funding for this, as the plan for the matching part would be to raised the funds from donors. The deadline for this Grant application is February 28th. This means that all submissions of the equipment, site plan, specifications, monitoring, and reporting all have to be done for this deadline. The Grant is available for public entities or non -profits. It is recommended that the applicant be Sustainable Stillwater, rather than the City. This allows SSMN to move quickly through the application process and frees up this obligation from the City. The Grantee (Sustainable Stillwater in this case) enters into a Grant agreement contract with the MNPCA. The agreement calls out the terms of the Grant for the EV installation, site, monitoring, and reporting. The MNPCA is awarding $664,000 for up to 88 L2 charging station in Minnesota. There is a point system to qualify for acceptance of the Grant. Below is a chart showing the qualification point structure for this Grant. Appendix 1: Scoring criteria A 100-point scale will be used to evaluate eligible proposals. Scores will be used to develop final recommendations. Each station will be evaluated and ranked according to the following criteria. It is estimated that this Grant application ought to qualify for 40-60 points depending on some factors. Cost effectiveness: (publicly accessible, not publicly accessible, and multi -unit dwellings will be ranked separately) • Top 20%: 25points (Should achieve this) • Next 20%: 20points • Next 20%: 15points • Next 20%: 10points • Next 20%: 5points 25 points Charger charging capacity (15 points max) • 6.6 -7.1kW • 2points 15 points • 7.2-8.2kW • 7 points • 8.3-9.6kW • 10 points • 9.7-11.4kW • 13 points • 11.5 kW and greater 0 15 points Renewable Energy: 100% of electricity comes from renewable sources (wind or solar) through a utility program. (Possible) 5 points On -site solar array: solar array is built on -site (include output 20% or higher of the capacity of the charger) 10 points Environmental justice and vulnerable population benefits: B. Emissions reduced in areas of concern for environmental will be assigned based on the address where (seemap). (10 points max) justice: up to 7 points. Points the Level 2 charging equipment is installed. Points will be assigned based on written on Part 1 of the application. 10 points 10 points C. Vulnerable population benefits: up to 3 points. answers to the vulnerable population questions Operation in areas of higher vulnerability to negative health outcomes related to air pollution (10 points max). Points awarded based on the zip code and county of the Level 2 charging equipment. Operation in areas of higher pollution (10 points max). Points awarded based on the zip code and county of the Level 2 charging equipment. Near Coal Plant? 10 points? 10 points Charging station is 5 miles or greater distance away according to Department of Energy's Alternative Fuels (0 — 4.99 miles = zero points) (5 miles- 9.99 miles = from another public Level 2 charging station Data Center list found here. 10 points 5 points) (10 miles and greater = 10 points) Targeted Group and Economically Disadvantaged Business and Individuals and Veteran - owned Small Businesses: 5 points Eligible businesses must be currently certified by the Office of Equity in Procurement (OEP) prior to the solicitation opening date and time. For information regarding certification, contact OEP at 651-201-2402 or procurement.equity@state.mn.us 5 points Equipment: The Grant requires quotes from at least 2 equipment suppliers. At this point ZEF Energy and Gilbarco (JME). These manufactures are located in Minnesota and Wisconsin respectively, and provide equipment, service, extended warranty, monitoring, and remote diagnostics. Below are some of the details: ZEF EnergyDual Port, 15.4 KW Charger Pro ZEF ENERGY ZEF NET•4 t/ O/ 0-PRO Introducing the 2EFNET PRO, the com mercia I.grede charger our clients asked us to build: A dual -plug un h that InokS great, in easy to install and operate• has a Full stark of owner end driver -Facing features, and is barked by the industry's best standard warranty_ Highlight Features 23-toot cords with integrated cable rrenegement Large, high visibility status LEDs (LA7 and EIS) - Hot -dipped galvanized steel construction = Ships filly assembled Made entirely in the tJS. with U.S. steel = Access or payment options vie smertphone app. credit card swipejdipyitap. RAD. and NFC = 6.5 square Beet of custom branding space 80 A service required. Size is 84 h x 19 w x 9 d. Comes with 5 year Warranty that provides all service and support. The unit has a cellular IP connection to monitor and diagnose operation. It will track all usage. Remote service and upgrades can be performed. On site tech help is available as needed. The unit has a card reader for payment, or a QR code for those with accounts. ZEF has installation partners that will do all the work to meet the Grant specifications. They are the same partners that will support the unit under warranty. Gilbarco Amps2Go F19 19.2KW Dual Port 100A Service, 4G cellular service. Card Reader. 7 x 7 x 40. Pedestal mount to concrete. Extended Warranty available, including monitoring, remote diagnostics, and maintenance. 4G cellular connection including TCP/IP network connection Smart Card Reader with Highly visible LED display and backlit LCD screen NEMA 3R and NEMA 250-1997 outdoor rated -22F to 122F temperature range SAE J1772 connector plug with 18 foot cables Proposed Site Options: Sustainable Stillwater (Rick Heidick and Roger Klisch) have met with Tim Gladhill for a preliminary discussion of this proposed project. At this time we have 3 proposed parking locations. This would be parking lots 12, 14, or 15. See parking map below. These locations where chosen for a few reasons. For this to be a viable L2 charging station it needs to be within walking distance to the Downtown area. Yet, we recognize that getting 2 EV stations near the river front is a hard sell. If a user can have a brief walk, as with the proposed lots, then it is certainly viable. Of the lots suggested, 12 would be preferred because of it closer proximity to the river. The Grant does require the site to conform to some specifications as follows: Site Grant requirements: Parking stalls to be 18 x 11 minimum. Two dedicated as a minimum. Must contain bollards 3-4 ft high to protect equipment. Slope cannot exceed 2% Must be handicap accessible, meaning 60" width for wheelchair access, 48" charger access, and curb cuts for wheelchairs. Must have signage for EV marking for being accessible and EV only use. Signage can also be customized showing the provider of the station, local merchants that donate, logos, or any other useful information. Power Sourcing: The EV station will require access to sufficient power for operation. This will require the local utility to bring required power to an access point. At this time, this is the most unknown part of this proposal. But Xcel Energy does have a program that provides funding for EV installation. That is being investigated now. The site will require either 80A or 100A (depending on chosen equipment, 15KW or 19.2KW), and at a voltage of 240VAC. If there is an existing 208V system, that can be allowed. jllwater Public Parking Downtown Stillwater 2022 Legend ODowntown Parking Diana City Palang La rA _ Cty Parking Ramp y` �y Pud1c - upper level (Crosby Hotel) u h' V Trai3lead Parting (Lot 12) 8 577 Privae parking only (La 8a) (...1 Perms parking only (Lot 12) QTrailers 8 large vehicles (Lot 12) ® On -street handicapped j] 15 mute paling Ilmit s - 30 minute pabng limit $ - Loadng!unloading m - valnt • 1--1 BUS Ioadng/unbaang _ Bus paging Monthly Permits * Business Peonot Valid E - DT Resident Perna Valid fi WO. 0vemeht pelting) • Free parking l0t)yea round) • Pay paneng la (Free Noy 1-Apr 30) $ Q Availed° to pudic aft 6 pm • weeke, LL •Nm in005 nfreep noun IirtRs pn tree varking On -sped prima is free. bier anted to 3 hrs unless posted for less Let 1 (pay lol)IF1e 980I-API 30)- 96spaces Lot 2 (pay la)(Free NOV 1- Apr 30) • 84 spaces Lot 3Mee lot- 31r) - 33 spat es Lot a me lot-4 M) - 33 spates LOt5(Pee lot-4 M) - )spates Lot 6 (five opt- 3 d) - 16 spaces Lot) Ire lot- 3 sr) - 16 spaces Lot 8a ('p0vate") -- 51 spies Lot 80 (tree Id- 41r)- 75 spaces Lot 9 (free lot-41r) - 30 spaces Lot 10 (tree all clay. ovemlgrd py permit)-48 spaces Lot 11 (nee ea dy. vemigN try perm)-45 spaces Lot 12 (padre el dry, no overman here) - 28 spaces (pan permit gory Overnight akowed here). 23 spaces Lot 13 (nee la- 4 MI - 14 spaces Lot 14 (tree Id- 4 al - B5 spaces Lot 15 (free la- 4 al - 97 spaces Lot 16 (tree alter has) - 60 spaces Lot I) (tree alter les) - 75 spaces Lot 18 (Pee la- 24 hr) - 22 spaces Pubac Ramp (pay) - 248 spaces Pubc lava, Crosby spay) 52 spaces • Free Puttee la anti 6 PM 1290 OM1sneel pararig spaces 1.249 general pubic 41 I018l8apper/ spares 459 marked on -street spaces: 416 general public 18 Ia1Clcapped spaces 8 15 minute spares 5 30 minute spaces 1Ioadispaces 239 unmark8 ed on -street spaces (Includes 91 on 2M 8t no a Mulberry) 1,997 total public spaces 1,494 re 746118 Spate, (74 8%) Ongoing EV Charger Service and Funding: The intention of this proposal is that there will be no financial obligation by the City of Stillwater to install, nor to maintain the EV charging station. There are currently two economic models that are being looked at: • OPTION 1: Charge EV uses a fee that funds the charger costs and electricity. This is done by a card reader or by a QR code or customer account with a company such as ChargePoint. • OPTION 2: Provide a free charger and ask local merchants for a small annual donation to fund the charger. In exchange, the merchants will get traffic from the EV charger, and will have their name listed on the charger and possibly places like the Stillwater web site, and Sustainable Stillwater site. Further, the merchants could offer a discount to the EV users (while charging) which will bring them more business as well as keep the charger more in use. Option 2 is preferred. A member of the EV car club did such a model in Red Wing, another nearby tourist town. He offered free charging and found about a dozen businesses to fund the charger. The economics did work out well for this EV charger with this model, and it further encouraged EV users to visit. It is the hope of Sustainable Stillwater to bring this L2 charging station to the Downtown area of Stillwater and act as a manager of this charger. The contract with the equipment supplier provides all maintenance, diagnosis, monitoring costs. The equipment supplier essentially manages the charger with oversight from Sustainable Stillwater. The funding will fit one of the models about so that there is no financial burden on the city, nor Sustainable Stillwater. Estimated Cost Breakdown: At this time the numbers are still rough. Below is a breakdown to this point: Equipment (Dual charging station with pedestal and all required electronics) : $11,000 This includes a 5 year warrantee which also includes all the required remote monitoring. Installation (depending on site and access) $4000-$7000 Xcel Power Source (remains to be evaluated, but Excel does have programs to supplement EV charger installations) Unknown Costs for various signage on the charger station $700 As stated above, the Grant and matching funds to equal $18,000. If there are shortfalls then the matching donor entities can be asked to cover this. iliwater THE B I R TH P i AC E OF MINNESOTA DATE: February 6, 2023 TO: Honorable Mayor and City Councilmembers FROM: Joe Kohlmann, City Administrator SUBJECT: U of M Extension Report BACKGROUND It is recommended we engage the U of M Extension for a supplemental report on the Local Option Sales Tax Request. The amount is $3,000. ACTION REQUESTED Motion to approve the attached agreement with the University of Minnesota. trel For Internal Use Only Depts must provide: ESAF # Chart/Field Account No. - - Customer ID # For Internal Use Only OES must provide: OES Contract # Analyst UNIVERSITY OF MINNESOTA SERVICES AGREEMENT THIS SERVICES AGREEMENT (the "Agreement") is between the Regents of the University of Minnesota (the "University"), a Minnesota constitutional corporation, and City of Stillwater, a local unit of government (the "Company"). This Agreement is entered into by University through its Extension Center for Community Vitality. The parties agree as follows: 1. Description of Services. University shall perform the following services for Company: The University will conduct a Local Option Sales Tax (LOST) study for the City of Stillwater. The result will be a report that summarizes the following: a) an overview of the Stillwater economy from the available data, b) a trend analysis of taxable sales in Stillwater from 1990 to 2020 or for the years and industry categories where data is available, c) estimates of tax proceeds generated at different levels of local option sales tax taxation for the City of Stillwater, d) an estimate of what proportion of the local option sales tax proceeds may be paid by permanent, year- round residents vs visitors, travelers and seasonal residents for the City of Stillwater, e) changes occuring from 2016 to 2020 and in what sectors, and f) a hypothetical analysis of taxes generated by implementing a 0.5% local sales tax for the years 2018, 2019 and 2020. Study findings will be presented in a concise report. An Extension educator will be available for a public presentation and Q&A about the study at the request of the City of Stillwater following University of Minnesota Covid-19 guidelines. ("Services"). Reference to Services in this Agreement shall be deemed to include any deliverables provided to Company in connection with the Services, including without limitation, reports, results, materials, products, and information. 2. Compensation. For the Services performed under Section 1, Company shall pay University three thousand and 00/100 Dollars ($3000.00), plus any sales or use tax if applicable. 2.1 The compensation shall be paid in the following manner. % upon the signing of this Agreement, with the balance payable as follows (check one of the boxes below): ❑ monthly, based on work completed; or ® upon completion of the Services by University. FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 04.06.17 1 2.2 Invoices shall be payable net 30 days from date of invoice and sent to: University of Minnesota Extension Attn: Rick Konkel 433 Coffey Hall 1420 Eckles Avenue St. Paul, MN 55108-6070 Phone No.: 612-624-5429 Email: firis001@umn.edu In the event the compensation is not a fixed firm price for the services, but instead is set forth on an attached schedule and contains published rates, the University reserves the right to modify the fees set forth thereon effective July 1 of each year of this Agreement. 3. Term. The term of this Agreement shall commence on 1.25.2023 ("Effective Date") and shall expire on 5.12.23 unless terminated earlier as provided in Section 4. 4. Termination. Either party may terminate this Agreement if the other party (i) fails to perform any material obligation under this Agreement and (ii) does not correct such failure within seven (7) days after having received written notice of such failure. Additionally, either party may terminate this Agreement for its convenience upon thirty (30) days' prior written notice to the other party. Upon any termination under this Section 4, Company shall promptly pay University for all Services rendered and costs incurred up to and including the effective date of termination. 5. DISCLAIMER OF WARRANTIES. UNIVERSITY MAKES NO WARRANTIES, EXPRESS OR IMPLIED, AS TO ANY MATTER WHATSOEVER, INCLUDING WITHOUT LIMITATION, THE CONDITION, ORIGINALITY OR ACCURACY OF THE SERVICES PERFORMED OR DELIVERABLES PROVIDED UNDER THIS AGREEMENT. UNIVERSITY EXPRESSLY DISCLAIMS WARRANTIES OF MERCHANTABILITY, OR FITNESS FOR A PARTICULAR PURPOSE. 6. LIMITATION OF LIABILITY FOR BREACH OF CONTRACT. IN NO EVENT SHALL EITHER PARTY'S LIABILITY FOR BREACH OF THIS AGREEMENT INCLUDE DAMAGES FOR WORK STOPPAGE, LOST DATA, OR INDIRECT, SPECIAL OR CONSEQUENTIAL DAMAGES (INCLUDING LOST PROFIT), OF ANY KIND. EXCEPT FOR EACH PARTY'S OBLIGATIONS UNDER SECTIONS 8.1 AND 8.2, EACH PARTY'S LIABILITY TO THE OTHER FOR BREACH OF THIS AGREEMENT SHALL NOT EXCEED AN AMOUNT EQUAL TO THE MONETARY CONSIDERATION PAID TO UNIVERSITY UNDER THIS AGREEMENT. 7. Use of University Name or Logo. Company agrees not to use the name, logo, or any other marks (including, but not limited to, colors and music) owned by or associated with University or the name of any representative of University in any sales promotion work or advertising, or in any form of publicity, without the prior written permission of University in each instance. However, Company may use the name of University in a document required to be filed with, or provided to, FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 05.13.16 2 any governmental authority or regulatory agency to comply with applicable legal or regulatory requirements. Company agrees to provide University with a copy of any such document. 8. Indemnification. 8.1 Except as provided in Section 8.2, each party shall be responsible for its own acts and omissions and the results thereof and shall not be responsible for the acts of the other party and the results thereof. Liability of University is subject to the terms and limitations of the Minnesota Tort Claims Act, Minnesota Statutes Section 3.736, as amended. 8.2 In the event of (i) use by Company (or any third party acting on behalf of or under authorization from Company) of the Services or any information, reports, deliverables, materials, products or other results of University's work under this Agreement or (ii) Company's infringement of a third party's intellectual property rights or Company's violation of any law, rule, or regulation in the provision of any materials to University, then Company shall indemnify, defend, and hold harmless University, its regents, faculty members, students, employees, agents, contractors, and authorized volunteer workers against any and all claims, costs, or liabilities, including attorneys' fees and court costs at both trial and appellate levels, for any loss, damage, injury, or loss of life (other than that attributable to willful, wanton or grossly negligent acts or omissions of University) arising out of such events. The University shall provide Company with prompt written notice of any such claim and reasonably work with Company in any defense of such claim. 8.3 Each party represents that it has and will continue to have at least the following levels of insurance during the term of this Agreement: (i) as to University, Workers' Compensation in statutory compliance with Minnesota law and General Liability insurance in an amount not less than $1,000,000 each claim/$3,000,000 each occurrence; and (ii) as to Company, General Liability insurance in an amount not less than $1,000,000 each occurrence/$2,000,000 annual aggregate. Certificates of all insurance detailed above shall be furnished to the other party upon request. 9. Export Controls. 9.1 Company shall not convey export -controlled technical data, technology, commodities, or software on the U.S. Munitions List, 22 C.F.R. pt. 121, or the Commerce Control List, 15 C.F.R. pt. 774, to University without the prior written consent of University's Export Controls Officer (J. Patrick Briscoe, bris0022@umn.edu, 612-625-3860). University shall have the right to decline export controlled information or tasks requiring production of such information. If the Services cannot reasonably be performed without University access to export - controlled items, the Agreement may be terminated by either party for convenience in accordance with Section 4, except that such termination shall occur immediately upon written notice to the other instead of at the end of the 30-day period set forth in Section 4. 9.2 Company represents that the items being procured (a) are not specifically designed or modified for military purposes or specifications, and (b) will not be used in connection with the development or use of any missiles or chemical, biological, or nuclear weapons. FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 05.13.16 3 10. General Provisions. 10.1 Amendment. This Agreement shall be amended only in writing duly executed by all the parties to this Agreement. 10.2 Assignment. The parties may not assign any rights or obligations of this Agreement without the prior written consent of the other party. Any assignment attempted to be made in violation of this Agreement shall be void. 10.3 Entire Agreement. This Agreement (including all documents attached or referenced) is intended by the parties as the final and binding expression of their agreement and as the complete and exclusive statement of its terms. This Agreement cancels, supersedes and revokes all prior negotiations, representations and agreements between the parties, whether oral or written, relating to the subject matter of this Agreement, including without limitation, any non -disclosure agreements. The terms and conditions of any purchase order or similar document submitted by Company in connection with the services provided under this Agreement shall not be binding upon University. 10.4 Force Majeure. No party to this Agreement shall be responsible for any delays or failure to perform any obligation under this Agreement due to acts of God, strikes or other disturbances, including, without limitation, war, insurrection, embargoes, governmental restrictions, acts of governments or governmental authorities, and any other cause beyond the control of such party. During an event of force majeure the parties' duty to perform obligations shall be suspended. 10.5 Governing Law and Jurisdiction. The internal laws of the state of Minnesota shall govern the validity, construction and enforceability of this Agreement, without giving effect to its conflict of laws principles. All suits, actions, claims and causes of action relating to the construction, validity, performance and enforcement of this Agreement shall be in the courts of Hennepin County, Minnesota. 10.6 Independent Contractor. In the performance of their obligations under this Agreement, the parties shall be independent contractors, and shall have no other legal relationship, including, without limitation, partners, joint ventures, or employees. Each party's employees (i) shall be regarded as the employees of such party and shall not be regarded as the employees of the other party; (ii) shall be subject to the employment policies and procedures of such party and shall not be subject to the employment practices and procedures of the other party; and (iii) shall not be entitled to any employment benefits of the other party. Neither party shall have the right or power to bind the other party and any attempt to enter into an agreement in violation of this Section 10.6 shall be void. Neither party shall take any actions to bind the other party to an agreement. 10.7. Notices. All notices and other communications that a party is required or elects to deliver shall be in writing and shall be delivered personally or by a recognized courier service or by United States Mail (first-class, postage pre -paid, certified return receipt requested) to the other party at the following addresses. Such notices and other communications shall be deemed made FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 05.13.16 4 when delivered; submitted to the courier service; or, with respect to U.S. mail, three days after mailing. If to University: With a copy to: With a copy to: If to Company: Attn: Eric King 2001 Plymouth Ave N Minneapolis, MN 55411 Phone No.: 612-310-7952 E-mail Address: kingx953@umn.edu University of Minnesota Office of the General Counsel Attn: Transactional Law Services Group 360 McNamara Alumni Center 200 Oak Street SE Minneapolis, MN 55455-2006 E-Mail: contracts@mail.ogc.umn.edu University of Minnesota Office of External Sales 295 West Bank Office Building 11300 South Second Street Minneapolis, MN 55454 E-Mail: extsales@umn.edu City of Stillwater Attn: Joe Kohlmann 216 North Fourth Street Stillwater, MN 55082 Phone No.: 651-430-8800 E-mail Address: johlmann@ci.stillwater.mn.us 10.8 Taxes and Similar Fees. In addition to the payment obligation in Section 2, Company is responsible for the payment of any and all income, sales, use, consumption, value added, excise, custom duties or other taxes and similar fees in connection with this Agreement, levied or required to be withheld from payment(s) to University by any taxing authority or any other body having jurisdiction under any present or future laws. To the extent that Company is required to withhold or deduct taxes or similar fees on any payment to be made to University, then the amount payable shall be increased by the amount that will result in University receiving a net payment in the amount it would have received absent such withholding or deduction. If University is required to pay any of such fees and/or taxes or any related penalties or interest, then any such payments shall be reimbursed to University by Company. 10.9. Breach; Attorneys' Fees. In the event it fails to perform any of its obligations under this Agreement, Company shall reimburse University for all University's costs and expenses FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 05.13.16 5 (including reasonable attorneys' fees, court costs, and costs of investigation) to enforce this Agreement, regardless of whether a suit or action had been commenced or concluded. 10.10. Survival. Upon termination or expiration of this Agreement, Sections 2, 5, 6, 7, 8, 9, and 10 shall survive. IN WITNESS WHEREOF, the parties have entered into the Agreement as of the dates indicated below. Each individual signing below represents that they have the authority to bind the party on whose behalf they are signing. Regents of the University of Minnesota City of Stillwater Minnesota By: By: Name: Name: Joe Kohlmann Title: Title: City Administrator Date: Date: FORM: OGC-SC102 Form Date: 11.16.10 Form Revision Date: 05.13.16 6 illwat!r THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Tim Gladhill, Community Development Director SUBJECT: SECOND READING: Ordinance Establishing Zoning Related Fees BACKGROUND Minnesota Statutes require that local municipalities establish zoning related fees by ordinance. The following ordinances establishes zoning -related fees by adding City Code Section 56-6. In addition to moving zoning -related fees to ordinance, Staff is recommending the following amendments to the current Fee Schedule for zoning related fees. Note: a slight change to the draft ordinance has been drafted at the recommendation of the City Attorney. To avoid confusion and streamline annual revisions to the Fee Schedule for Zoning Fees, the City Attorney recommends that this ordinance be completed as an `uncodified' ordinance. In other words, a simple ordinance as required by Statute will adopt Zoning Fees, but does not have to be drafted into City Code itself. Recommended Change Background/Justification Eliminate Technology Fee and include in Base Application Fee Consolidate multiple fee categories per Application to streamline process and eliminate common confusion/delays. Create two (2) categories for Subdivision Applications Smaller subdivisions (4 lots or less) simply a flat -rate application fee. More complex subdivisions (5 lots or more) includes a standard escrow to offset city costs. Create two (2) categories for Conditional and Interim Use Permits Approval of proposed Land Use simply a flat -rate application fee. More complex projects with site plan review include a standard escrow to offset city costs. Heritage Preservation Commission Design Review Fees increased Based on actual Staff Time and hard costs to City in order to process Applications. RECOMMENDATION Staff recommends that the City Council adopt the proposed ordinance. ACTION REQUESTED Motion to approve the first reading of the Ordinance establishing Zoning Related Fees. City of Stillwater Washington County, Minnesota ORDINANCE NO. AN ORDINANCE ESTABLISHING ZONING AND LAND USE APPLICATION FEES The City Council of the City of Stillwater does ordain: SECTION 1 The following fees are hereby established by ordinance: (a) Escrow payment. Applicants shall be required to pay a cash escrow fee as required by the Fee Schedule in this Ordinance. The escrow fee shall be used to pay any outside expenses and fees incurred by the City, including, but not limited to consultants, attorneys, planning and engineering fees or other expenses due to the application. If, at any time, the balance in the cash escrow account is depleted to less than ten percent (10%) of the originally required cash escrow amount, the applicant shall deposit additional funds in the cash escrow account as determined by the Community Development Director. All expenses and fees in excess of the escrow deposit, shall be paid by the applicant to the City within thirty (30) days of final action on the matter by the City. If not paid within thirty (30) days, the account shall be deemed delinquent. Any balance remaining in the cash escrow account upon completion of the process shall be returned to the applicant after all expenses and fees thereto have been deducted, following final action by the City in the matter. (b) Subdivision Applications Application Type Fee Minimum Escrow Lot Line Adjustment $100 Subdivision/Plat (4 lots or less) $750 Subdivision/Plat (5 or more lots) $750 $5,000 Resubdivision (Lot Split) $750 Administrative Subdivision (lot line adjustment) $500 Park and Trail Dedication Fees Single-family residential/commercial condominium lot Estimated $2,000/unit Duplexes Estimated $1,500/unit Townhomes Estimated $1,500/unit Multifamily Estimated $1,500/unit AUAR Fees Single -Family $4,439.26/acre Multifamily/Commercial $8,878.52/acre Trunk Sewer and Water Fees Phase III Annexation $22,167.26/acre Long Lake East $12,467.53/acre Long Lake West $18,737.79/acre Middle Trunk A $7,918.66/acre Boutwell East $17,659.37/acre Boutwell West $13,646.44/acre (c) General Zoning Applications Application Type Fee Escrow Appeals $250 Annexation Request $2,000 Comprehensive Plan Amendment $2,500 Tax Increment Financing $10,000 Zoning Amendment — Map $2,500 Zoning Amendment — Text $1,000 Conditional Use Permit/Interim Use Permit - Use Approval (not site plan review) $250 Conditional Use Permit/Interim Use Permit (with Site Plan Review for Commercial, Industrial, Multifamily, Environmental Overlay District, Neighborhood Conservation Overlay District and Central Business District $250 $1,500 Variance (Residential) $150 Variance (Commercial, Industrial, Multifamily) $500 Home Occupation — Type I $250 Home Occupation — Type 11 & III $500 Seasonal Outdoor Sales Heritage Preservation Commission Design Review — New Dwellings & Structures on National Registry of Historic Places $250 Heritage Preservation Commission Design Review — additions to existing structures) $100 Building Demolition Permit $500 2 Site Plan Review (commercial, industrial, multifamily, environmental overlay districts, Central Business District) $500 $1,500 Beekeeping Permit $50 (initial application only) Chicken Permit $50 (initial application only) Fence Permit $25 Sign Permit $50 Zoning Verification Letter $150 Encroachment Agreement $500 SECTION 2 UNCODIFIED. This ordinance shall not be codified in the Stillwater City Code but shall be included in the City's adopted Fee Schedule. SECTION 3 SUMMARY PUBLICATION. Pursuant to Minn. Stat. § 412.191, in the case of a lengthy ordinance, a summary may be published. While a copy of the entire ordinance is available without cost at the office of the City Clerk, the following summary is approved by the City Council and shall be published in lieu of publishing the entire ordinance: The ordinance establishes zoning and land use application fees. The ordinance will not be codified in the City Code but will included in the City's Fee Schedule. SECTION 4 EFFECTIVE DATE. This Ordinance shall be effective after its passage and publication according to law. Adopted by the City Council of the City of Stillwater this 7th day of February, 2023. ATTEST: Beth Wolf, City Clerk CITY OF STILLWATER Ted Kozlowski, Mayor 3 iliwater THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: Ordering Improvement and Plans and Specifications — 72nd St N Road and Trail Improvement Project (2022-04) BACKGROUND The public hearing for the 72nd St N Road and Trail Improvement Project is scheduled for Tuesday, February 7TH at 7:00 pm. The feasibility study was presented at the January 17th Council meeting and approved. Attached is a copy of the public hearing notice sent to the affected property owners, the feasibility report and a copy of the preliminary assessment roll. RECOMMENDATION It is recommended that Council hold the required public hearing. If desired, Council should pass a resolution ordering the improvement and directing the engineer to prepare plans and specifications. It should be noted that the resolution to order the improvement requires a 4/5ths majority vote. ACTION REQUIRED: If Council concurs with the recommendation, they should pass a motion adopting Resolution No. 2023- , ORDERING IMPROVEMENTS AND PREPARATION OF PLANS AND SPECIFICATIONS FOR 72ND ST N ROAD AND TRAIL IMPROVEMENT (PROJECT 2022-04). City of Stillwater Washington County, Minnesota RESOLUTION 2023- RESOLUTION ORDERING IMPROVEMENT AND PREPARATION OF PLANS & SPECIFICATIONS FOR THE 72nd ST N ROAD AND TRAIL IMPROVEMENT PROJECT PROJECT 2022-04 WHEREAS, pursuant to resolution of the Council adopted January 17, 2023, fixed a date for council hearing on the proposed 72nd St. N Road and Trail Improvement Project; and WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held thereon the 7th day of February 2023, at which time all persons desiring to be heard were given an opportunity to be heard thereon: NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater, Minnesota; 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the council resolution adopted the 7th of February 2023. 3. City of Stillwater Engineering Department is hereby designated as the engineer for this improvement. They shall prepare plans and specifications for making such improvement. Adopted by the City Council this 7th day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk The Birthplace of Minnesota January 19, 2023 «NAME» «ADDRESS» «CITY» Subject: Public Hearing on 72 St. N Road and Trail Improvement Project (2022-04) Dear Property Owner: The feasibility study for the 72 St. N Road and Trail Improvement Project was presented and approved at the January 17th, City Council meeting. You are being notified since your property is included in the project. This is to inform you that the public hearing for the project will be held on Tuesday, February 7th, 2023 at 7:00 pm. You may join the meeting in person at City Hall, 216 4th St. N, Stillwater, MN. An official notice for the public hearing meeting is enclosed. The public hearing is your opportunity to voice your comments prior to Council making a final decision on whether to proceed with this project. You may participate in the hearing by attending and voicing your comments or by sending a letter to the Council prior to the meeting. A copy of the feasibility report is enclosed and updates on the project will be available on the City website on the Engineering Department's "Construction Projects" page. There is also a link on the city website where you can register to receive email updates throughout the project. If you have any questions, please give me a call (651) 430-8830 or send an email to ssanders@ci.stillwater.mn.us Sincerely, Shawn Sanders Public Works Director CITY HALL: 216 FOURTH STREET NORTH • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us NOTICE OF HEARING ON IMPROVEMENT 72 ST. N ROAD AND TRAIL IMPROVEMENT PROJECT 2022-04 January 20, 2023 Notice is hereby given that the City Council of Stillwater, Washington County, Minnesota, will meet in person at 7:00 p.m. or as soon as possible thereafter, on Tuesday February 7, 2023, to consider street and utility improvements. Public may participate in the public hearing in person at City Hall, 216 4th St. N, Stillwater, MN. The area proposed to be assessed for such improvement is properties abutting; 72nd St. N and Interlachen Rd. from Northland Ave to Rutherford Rd. The estimated cost of the improvements is $795,000. A reasonable estimate of the impact of the assessment will be available during the hearing. Such persons as desire to be heard with reference to the proposed improvement will be heard at this meeting. Beth Wolf City Clerk Published in the Stillwater Gazette on January 20 and January 27, 2023. Submitted by: Bolton & Menk, Inc. 3507 High Point Drive North Bldg. 1 Suite E130 Oakdale, MN 55128 P: 651-704-9970 F: 651-704-9971 BOLTON & M E N K Real People. Real Solutions. Certification Feasibility Report For 72nd St N Road & Trail Improvements City of Stillwater Stillwater, MN ON 1.128183 December 1, 2022 PROFESSIONAL ENGINEER I hereby certify that this plan, specification, or report was prepared by me or under my direct supervision, and that I am a duly Licensed Professional Engineer under the laws of the State of Minnesota. Signature: Typed or Printd Name: Date: 12/01/2022 ob Guzik, PE License Number: 55422 Prepared by: Bolton & Menk, Inc. Certification 72"d St N Road & Trail Improvements I Stillwater, Minnesota Table of Contents I. EXECUTIVE SUMMARY 1 II. PROJECT LENGTHS AND LOCATIONS 1 III. EXISTING CONDITIONS 1 IV. PROPOSED IMPROVEMENTS 1 A. ROAD & TRAIL IMPROVEMENTS 1 B. STORM WATER 2 C. WATER MAIN & SANITARY SEWER 2 V. RIGHT OF WAY AND EASEMENTS 2 VI. WETLAND IMPACTS 2 VII. PERMITS AND APPROVALS 2 VIII. ALTERNATIVE ISSUES AND DESIGN CONSIDERATIONS 2 IX. OPINION OF PROBABLE COSTS 3 X. PROPOSED ASSESSMENTS 4 XI. PROPOSED PROJECT SCHEDULE 4 XII. PUBLIC INVOLVEMENT 4 XIII. FEASIBILITY 6 XIV. RECOMMENDATIONS 7 Appendix Appendix A: Preliminary Cost Estimates Appendix B: Figures Appendix C: Public Survey Data Appendix D: Geotechnical Report Appendix E: Traffic Count & Crash Data Prepared by: Bolton & Menk, Inc. Table of Contents 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota I. EXECUTIVE SUMMARY The City of Stillwater is planning on constructing a bituminous trail and paving 72"d St N between Rutherford Rd to the west and Northland Ave to the east. The main objective is to improve safety, sustainability, and accessibility. This report explores the necessity of paving the roadway and adding a trail. The estimated cost to improve the street, including contingency, administrative, engineering and finance is $795,000. II. PROJECT LENGTHS AND LOCATIONS Approximate Total Lengths and Locations: 1. 72"d St N —1650 feet — Section 30, Township 030, Range 020, Washington County, MN 2. Interlachen Dr — 650 feet — Section 30, Township 030, Range 020, Washington County, MN III. EXISTING CONDITIONS 72"d St N is the last remaining gravel road in the City of Stillwater. The current section consists of four (4) to eight (8) inches of gravel. East of Mid Oaks Ave consists of three (3) to four (4) inches of bituminous pavement (with bituminous curb) over four (4) to twelve (12) inches of aggregate base, class 5. An eight (8) inch water main runs underneath the bituminous portion from Northland Ave up to Mid Oaks Ave. Traffic counts, just west of the culvert, were collected November 8, 2022, to November 11, 2022. The Annual Average Daily Traffic (AADT) count was 250 vehicles, with an 85th percentile speed, the speed typically used to determine speed limits, of 27 mph. We assume 27 mph (85th percentile speed) is the typical maximum along 72"d St N since the remaining portions of the road have turning radii that physically limit vehicle speeds as well as stop signs. IV. PROPOSED IMPROVEMENTS A. ROAD & TRAIL IMPROVEMENTS We propose to keep most of the existing gravel in place, correct subgrade areas as needed, add one (1) to three (3) inches of aggregate base, and pave three and half (3.5) inches new bituminous with surmountable curb & gutter on both sides, including an eight (8) foot wide bituminous trail on the north side of curb. We propose reclaiming the existing pavement east of Mid Oaks Ave, remove bituminous curb, correct subgrade as needed, and pave new bituminous and trail as described above. The width of the street will be twenty-two (22) feet between face of curb. Ten (10) foot traffic lanes will be striped with solid double yellow lines in the center and solid white lines on the edges. There will be a two (2) foot shoulder on north side, with roughly three (3) feet separation between edge of west bound lane and edge of trail. We propose including bicycle traffic marking on road surface to notify motorists that bicycles may use full lane. This will help calm traffic and increase safety for both bicyclists and pedestrians. Prepared by: Bolton & Menk, Inc. EXECUTIVE SUMMARY 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota Page 1 Figure 1: Typical Section B. STORM WATER Applicable Watershed District Stormwater Management requirements triggered as part of the 72nd St Road & Trail Improvements will be satisfied through the implementation of select rain gardens and infiltration basins within the project site. C. WATER MAIN & SANITARY SEWER No water main or sanitary sewer improvements are proposed for this project. V. RIGHT OF WAY AND EASEMENTS No additional right of way or easements are required for the proposed improvements. VI. WETLAND IMPACTS No impacts to wetlands are anticipated. VII. PERMITS AND APPROVALS A Storm Water Pollution and Prevention Plan (SWPPP) will be required by the Minnesota Pollution Control Agency (MPCA). The project resides within the Browns Creek Watershed district. A permit for erosion control will be required. We have met with watershed and will make water quality management a priority. The proposed design will outperform any required improvements. VIII. ALTERNATIVE ISSUES AND DESIGN CONSIDERATIONS Safety, sustainability, accessibility, and performance were the main considerations of this feasibility study. The main goal is to provide a safe and accessible path for pedestrians, eliminate erosion and sediment entering the adjacent water bodies, while also calming traffic. Based on feedback from the public we considered the following alternatives and issues: Prepared by: Bolton & Menk, Inc. RIGHT OF WAY AND EASEMENTS 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota Page 2 1. Alternative No. 1: Dead End Street at Mid Oaks Ave and have trail only a. This alternative would provide the maximum safety for pedestrians along this route; however, it would eliminate an alternative route for first responders and eliminate a well -traveled route for neighborhood traffic to access nearby businesses. b. While the trail could be posted as "Emergency Vehicle Access Only," there are scenarios, such in the case of heavy snow fall, construction, natural disasters, etc., where more than just emergency vehicles may need to use this route. For these reasons we do not recommend eliminating the vehicle traffic by dead ending the street. 2. Alternative No. 2: Pave Trail Only and Leave Gravel Road Surface a. Given the constraints of the existing corridor, paving only the trail would not be feasible. The trail must be constructed adjacent to the roadway for much of the route to reduce the number of trees cleared and minimize new impervious surfaces. We cannot fully address the dust and erosion issues without paving the roadway. A gravel road surface adjacent to bituminous trail also poses long term maintenance issues for public works. 3. Alternative No. 3: Leave 72"d St N as is with Gravel Surface a. We do not recommend leaving 72"d St as is. Given the relatively high vehicle traffic for a gravel road, 250 AADT, safety for pedestrians, dust control, and erosion will continue to get worse. b. The roadway as is, leaves a gap in the city's pedestrian facilities between Rutherford Rd and Northland Ave and is currently impassable by anyone with a disability such as a wheelchair. c. Public comments included support for the seasonal potholes and wash boarding of the existing gravel surface due to the slowing of traffic. While vehicles do indeed slow down, they often take unorthodox paths to avoid the problem spots and thereby increase the danger of an accident with a pedestrian or oncoming vehicle. Gravel surfaces also have less friction compared to bituminous surfaces and require longer stopping distances. 4. Alternative No. 4: Lower Hill East of Mid Oaks Ave to increase visibility a. Stopping sight distance is limited due to vertical curvature of hill just east of Mid Oaks Ave. Given this scope of work we will be able to slightly improve the sight distance by lowering the high point of the road (roughly 12 inches), however we are limited by the depth of the water main that runs longitudinally with the street. Lowering the water main and substantially changing the grade of this hill is beyond the scope of this feasibility study, but given the high cost and relatively low accidents reported in this area, four (4) reported in last ten (10) years, no accidents reported in last eight (8) years, we recommend improving to the extent possible while maintaining water main as existing. IX. OPINION OF PROBABLE COSTS Included in the Appendix of this report is an opinion of probable costs. The costs are estimated based on recent construction projects and assuming the installation of the improvements will occur in 2023. Prepared by: Bolton & Menk, Inc. 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota OPINION OF PROBABLE COSTS Page 3 Following is a summary of estimated project costs: Table 1— Estimate Probable Costs 72"d St Road Improvements Subtotal Estimated Construction Cost $475,000 72"d St Trail Improvements Subtotal Estimated Construction Cost $125,000 Construction Contingencies (10%) $60,000 Engineering, Materials Testing, & Administrative $135,000 Total Estimated Project Cost $795,000 X. PROPOSED ASSESSMENTS Proposed Assessments will be prepared and presented by City Staff. XI. PROPOSED PROJECT SCHEDULE The proposed project schedule for the recommended option is as follows: 1 Table 2 — Project Schedule Order Feasibility Report July 26, 2022 2 Neighborhood Meeting October 27, 2022 3 Public Online Survey Oct. 10 to Nov. 5, 2022 4 Neighborhood Meeting November 10, 2022 5 City Council Holds Public Hearing December, 2022 6 City Council Orders Plans and Specifications December, 2022 7 _ _ City Council Approves Plans and Specifications February, 2023 8 City Council Authorizes Advertisement for Bids February, 2023 9 Receive and Open Bids _ March, 2023 10 Award Contract March, 2023 11 Preconstruction Neighborhood Meeting April, 2023 12 Begin Construction April, 2023 13 Construction Substantially Complete August, 2023 14 Assessment Hearing _ _ October, 2023 15 Final Completion June, 2024 XII. PUBLIC INVOLVEMENT One neighborhood meeting took place October 27, 2022, attended by roughly 12 residents. An online survey was also open for public comment, which received 262 responses. We presented residents with a map of the proposed improvement area, answered questions regarding the project/process, and looked to their feedback to draw attention to problems or features we might otherwise be unaware of, such as localized drainage issues. Many of these issues and answers are addressed in the sections above. Some results of the online survey are as follows: Prepared by: Bolton & Menk, Inc. PROPOSED ASSESSMENTS 72nd Street N Road & Trail Improvements 1 City of Stillwater, Minnesota Page 4 Very Somewhat Somewhat Very Dissatisfied Dissatisfied Neutral. Satisfied Satisfied Responses Vehicle operations and speed 78 80 35 28 38 259 C e, , o r 301% 30.9% 13.5% 10,8% 14.7% kw, •: Vehicle safety L:9unC 73 84 41 29 30 257 Row % 28,4% 32.7% 15.0% 11.3% 11.7% Bicycle/pedestrian Cir facilities 129 62 71, 17 26 259 cowl( 49.6% 23.9 0 9.7% 6.6% 10.0% S..)w ?a; Bicycle/pedestrian safety Count Row % Transit operations and facilities Count Ron % Totals Total Response..:; 38 15.6% 26 10.7% 21 11 23 8, 2% 4.3% 9.0% 6 23 2.5% 9.4% Figure 2: How satisfied are you with the current features of 72nd St? What do you like about existing conditions of 72nd St? Other Nothing 1,- Shortcut/Convenient Route Low Traffic Nature/Scenic/Lake View Gravel/Rural Road 0 20 40 60 80 100 120 Figure 3: Existing Conditions (Like) — Public Online Survey Prepared by: Bolton & Menk, Inc. PUBLIC INVOLVEMENT 72nd Street N Road & Trail Improvements 1 City of Stillwater, Minnesota Page 5 What do you dislike about the existing conditions of 72nd St? Other Unsafe Nothing Hill Near Mid Oaks Ave Speeding/Too Much Traffic Lack of Visibility Gravel/Rural Road 0 20 40 60 80 100 120 140 Figure 4: Existing Conditions (Dislike) — Public Online Survey What would you like to see changed/added/improved on 72nd St? Other Speed Bumps Convert to Trail Only Nothing Add Trail/Sidewalk Pave Roadway 0 20 40 60 80 100 120 Figure 5: Proposed Conditions — Public Online Survey If the project is ordered by the City Council, additional neighborhood meetings will be scheduled as needed prior and during construction. The Contractor and engineer will be present at these meetings to address issues such as access, noise levels, working hours, project schedule and contacts. XIII. FEASIBILITY The Project is feasible, necessary, and cost-effective to improve the City's road and pedestrian system. Prepared by: Bolton & Menk, Inc. 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota FEASIBILITY Page 6 XIV. RECOMMENDATIONS We recommend the City proceed with the improvements as proposed in this report and to call for a public hearing on the improvements. Prepared by: Bolton & Menk, Inc. RECOMMENDATIONS 72nd Street N Road & Trail Improvements I City of Stillwater, Minnesota Page 7 Preliminary Assessment Roll 72nd Street Raod And Trail Improvements Project 2022-04 Term: 10 years Interest Rate GEOCODE TAX PAYER TAX PAYER ADDRESS TAXPAYER CITY Unit Rate ASSESSSMENT AMOUNT 3003020420008 JANET K MEISTERLING REV TRS 12590 72ND ST N STILLWATER MN 55082 $ 3,000.00 $3,000 3003020420018 LODGE AT STILLWATER LLC 107 HAZELTINE BLVD STE 200 CHASKA $ 5,000.00 $5,000 3003020420023 MEISTERLING MICHAEL R & DIONNE M 12550 72ND ST N STILLWATER MN 55082 $ 3,000.00 $3,000 3003020430002 PROETZ-BURNS HEIDI A 7190 MID OAKS AVE N STILLWATER MN 55082 $ 6,000.00 $6,000 3003020430010 MANGER PHILLIP M JR & LARISA J GREINER-MANGER 12525 72ND ST N STILLWATER MN 55082 $ 4,000.00 $4,000 3003020440002 PIZINGER KATHLEEN M 2803 INTERLACHEN DR STILLWATER MN 55082 $ 12,000.00 $12,000 3003020440006 GAIL T KRANZ REV TRS 7181 MID OAKS AVE N STILLWATER MN 55082 $ 6,000.00 $6,000 From: Louise Jones < > Sent: Wednesday, February 1, 2023 12:16 PM To: Mike Polehna <mpolehna@ci.stillwater.mn.us> Cc: Ted Kozlowski <tkozlowski@ci.stillwater.mn.us>; Ryan Collins <rcollins@ci.stillwater.mn.us>; David Junker <diunker@ci.stillwater.mn.us>; Larry Odebrecht<LOdebrecht@ci.stillwater.mn.us>; Shawn Sanders <ssanders@ci.stillwater.mn.us>; Joe Kohlmann <Lkohlmann@ci.stillwater.mn.us> Subject: 72nd Street Paving Project [CAUTION] *** This email originated from outside the organization. *** Do not click links or open attachments unless you recognize the sender and know the content is safe. Dear Mike, I am out of town and won't be able to attend the meeting on February 7 to learn more about the plans to reconstruct 72nd Street and Interlachen Drive between Rutherford Road and Northland Avenue. As you know, David and I have long had a strong interest in making the road safer for pedestrians, bikers and vehicles. After reading the report and watching the presentation at the January 17 city council meeting, I would like to share my thoughts about the proposed changes. I am pleased to see that an 8-foot pedestrian path along the road is included in the project. I am heartened to learn that the hill east of Mid Oaks will be lowered up to 12 inches. (We have been advocating that the hill be lowered since 1984!) I am relieved to hear that the 3-way stop sign at Mid Oaks will remain. I am glad that so many people replied to the online survey. It's obvious that it's not just residents of Mid Oaks and 72nd St./Interlachen who are concerned about water quality and the road's safety. I am disappointed that the road, as described in the presentation, looks like it was built to move traffic driving to Cub and Target rather than to improve safety and enhance a scenic amenity. According to the survey responses, Maryknoll is now referred to as the "Target Express Lane". I fear that by paving "the last gravel road in Stillwater" it will become another Target Express Lane. I am concerned that it will take more than a bicycle silhouette on the pavement to slow traffic. We recently traveled a two-lane road around a lake in an Atlanta suburb that had narrow islands between the two lanes as well as curb bump -outs, making the road a bit curvy. It had obviously been added after the initial road construction to slow traffic around the lake. I understand that weather conditions in Georgia allow for different road configurations, but wonder if there are other Minnesota road configurations that will slow traffic on that road. Wouldn't it be better to build them into the original design instead of adding them later, as has been done on Maryknoll? I wonder why the pedestrian path is planned for the north side of the road. People enjoy walking on 72nd St. because they can be near the lake. People of all ages will cross the road from the pedestrian path to look for frogs and turtles in the lake, to go fishing, to launch kayaks and canoes. Will the design include safe space for those activities? To my mind, moving the pedestrian path closer to the lake, to the south side of the road, would make the design safer for people. City council members asked about a paved road's effect on the lake's water quality. Wouldn't moving the road farther away from the lake diminish the road's impact on water quality? When The Lakes senior housing project was on the drawing board, people expressed concern about additional traffic if the "parkland" north of the road was developed. At the time we were told no additional roads would access 72nd Street. Does anyone remember that? Is it in meeting minutes? If 72nd St. is paved, will the city assure us that no additional roads will have access to it? It's obvious that the city wants to pave the road. Mr. Sanders said that there is money in the budget to do it this year. I hope the design presented at the meeting on January 17 was more of a "back on the envelope" preliminary design. I would respectfully request that the final design place a higher value on pedestrian safety and water quality than was apparent in that presentation. Sincerely, Lou Jones 7079 Mid Oaks Ave N Stillwater, MN iliwater THE BIRTHPLACE OF PAINNESOTA DATE: February 7 , 2022 TO: Honorable Mayor and Council Members FROM: Ben Gutknecht, Assistant Planner SUBJECT: Consideration of a Right of Way (Unopened Harriet Street) Vacation, CD 2022-45 BACKGROUND The Property Owners at 629 and 705 Anderson Street have jointly applied for a Right of Way Vacation of an unopened portion of Harriet Street, adjacent to Stillwater Middle School. The proposed Right of Way Vacation was presented before the City Council ("Council") as a non -binding concept review on July 26, 2022. The Council concluded that they did not foresee the existing Right of Way being opened and directed staff to work with the Property Owners to bring forward a complete petition. Currently, the unopened Right of Way serves as the primary access for both properties with the only physical improvements consisting of a gravel access and bituminous access for the two properties. The primary purpose for the vacation outlined by the property owners is to allow the property owners to have more confidence regarding physical improvements, such as driveway replacement, fence installation, and general site improvements to mitigate seasonal issues. The existing site conditions of 629 Anderson create seasonal flooding at the garage, the vacation would allow them space to make necessary corrections without City encroachment agreements. Pending approval of the Right of Way Vacation, the applicants will continue to work with Staff on the administrative review and processing of a lot line adjustment. RECOMMENDATION As noted at the previous Council meeting, Staff identified two potential future concerns if the right of way is vacated. 1. Potential Lot Split of 705 Anderson Street 2. Redevelopment Potential of Stillwater Middle School (not planned, contingency planning by City only) If a vacation is approved, the Owner of 705 Anderson acknowledges that this would eliminate any future lot split potential. Staff would recommend that some sort of written, signed acknowledgement be a contingency of approval. Retaining the right-of-way in the event the Stillwater Middle School site ever would redevelop into single-family homes would be good land use planning. However, other connection points do exist. Also, it is unlikely that this redevelopment scenario would occur anytime in the near future, if ever. ACTION REQUESTED Motion to adopt the enclosed Resolution vacating a portion of a public right of way known as Harriet Street. This is a request to vacate the land containing unimproved Harriet Street between Anderson Street West and Stillwater Middle School (523 Marsh Street West), to be divided between the owners of 629 Anderson Street West (Anthony Drollinger and Angela Simonson) and 705 Anderson Street West (David Grim). Anderson Street West Anderson Street West twos yaaan eyin IN 723 & 5 711 4 3 15 2 1 8 705 -6- - 6-29- 5 4 7 619 1 60 3 2 101 6 101 1020 Figure 1: Harriet Street South between Anderson Street West and Stillwater Middle School Figure 2: Aerial view S1'ee;+ 1 ,r)f STACK LAND SURVEYING 9090 North Fairy Falls Road Stillwater, MN 55082 (651) 439-5630 November 16, 2022 PROPOSED, SOTJTFT T-TARRTFT ST, VACATION T)FSCRIPTTON: Lard Description Prepared For: Anthoiiy_D. of inEe.: Ail that part of platted Srnith St, (a.k.a. South Harriet St) as shown on the recorded plat of.T.-Jolco:robe's Addition to Stillwater, Washington ;gton County, Minnesota, as said plat is on _file and of record in the office of the County Recorder of said Washington County as Document No. 416049, said Dart being more lyartieularly described as follows, to wit: All that part of said platted Smith St., (a.k.a. South Harriet St.) lying southerly of the southerly line ofWest: .Anderson Street, northerly o-ft:he southerly line of said TTolcombe's Addition and westerly of the westerly line of the vacated easterly ten feet of said South Harriet 5tre 'l:. Containing 10, 497 square feet:, more or less. See Sheet: 7 of Sheets for Graphic Details of the Pr000secl. Street Vacation I hereby certify that this survey, plan, or report was prepared by me or under my direct supervision and that Tama duly licensed Land Surveyor under the laws of the State of Minnesota. Da:e: Barrett M. Stack Dec.. W. _ 2022 License No. 13774 SHEET 7 OF 8 SHEETS PROPOSED STREET VACATION DETAILS: Notes: Bearing system is assumed, E R T I F I C A T E • O F :U R r E Y "M..„ Indicates measured tiA Indicates iron found in place BARRETT M, STACK value. set or found in prior surveys. STILLWATER,MINN. 55082 "R." Indicates record value, o Indicates #13774 iron pipe set or . MINNESOTAREGISTERED See Sheets 2 thru 8 for existing to be set after St. Vac. and Minor LAND SURVEYOR and proposed parcel 'descriptions. Subd. are approved by the City. TeL No.439-5630 Dashed lines indicate existing parcels. Survey Made For: Anthony Drollinger and Angela Simonson Solid lines indicate proposed St. 629 West Anderson Street Vac. Lines or exist. parcel lines. Stillwater, MN' 55082 Notes: Notes: Existing Drollinger/Simonson Parcel description and existing Grim -Parcel description, (as supplied). See Sheet 2 of 8 Sheets., See Sheet 8 of 8 Sheets for graphic details of overall final Drollinger/simonson and Grim final overall parcel details. See Sheet 6 of 8 Sheets for overall Minor Subd. and St. Vacation parcels combined. See Sheet 1 of 8 Sheets for Proposed Street Vacation Description. fi N N/ 0/.7 ! Z `l// 59. 97- ) A'. GD 'V / e/3 f/% 'W /.0: ?4e — \C"-N Iti 1.1) V't 1 I I Nk N, i R N ;ae�Vim' 20A94 /},Qa. 0S.e J-' Yoe,9 T/o ' /4 497 _co, r PARS /z— r 2097f -41I99 'o . ,a ,r,,fin T .Sn9tTi rs J0 f'S JV/`fz' 57`1-/ 99 /L / Doc . tVca. foeT IN, IA i 4 0\ " ' 4 ,.,.,s (` /4iQ� �r Q �7 p - c "'. N4 at Sr;I a /' / -1 • % ' P147 CE..v r�;eL' y.e 24:199 J . / /cf.#'\ .tip' y p _et \lis PaaC.Y ;R: RAP.,P \ k Nm \I r n,% o° � 'a Rnrc t `I 1� r434 72 G 5 , £S 7-)- 7Z15 ` d Y hereby certify that this survey, plan, or report was �I prepared by me or under my direct supervision and that am a duly Registered Land Surveyor under the laws of 3s k A t---the State of Minnesota. • • :(10 • Date Dec. 14, 2022 Reg.No 13774 City of Stillwater Washington County, Minnesota RESOLUTION 2023-025 A RESOLUTION VACATING A PORTION OF UNBUILT PUBLIC RIGHT-OF-WAY LOCATED WITHIN THE CITY OF STILLWATER, MINNESOTA WHEREAS, by that certain plat of Holcombe's Addition to Stillwater, Minnesota recorded on June 28, 1855 in the Washington County Register of Deeds, as amended by that certain Sectional Map of Stillwater Minn. recorded as Document No. 416049 on March 19, 1981 in the Washington County Recorder's Office, South Harriet Street was dedicated as a public right-of-way; and WHEREAS, Anthony S. Drollinger and Angela B. Simonson (collectively "Owner No. 1"), are the fee owners of the real property in Washington County, Minnesota, with a property address of 629 Anderson Street West, Stillwater, MN 55082, legally described as follows: Lot 6 and all that part of Lot 7 lying Westerly of a Southerly projection of the Easterly line of said Lot 6, all in Block 16, Holcombe's Addition to Stillwater, Washington County, Minnesota. Together with all that part of the vacated East 10.00 feet of South Harriet Street Adjacent to the Westerly lines of said Lots 6 & 7, Block 16, Holcombe's Addition to Stillwater, as said vacated portion is more particularly described in Doc. No. 425731, on file and of record in the office of the County Recorder of said Washington County, Minnesota. Abstract Property PID: 33.030.20.21.0111 ("Owner No. 1's Property"); and WHEREAS, David M Grim ("Owner No. 2"), is the fee owner of the real property in Washington County, Minnesota, with a property address of 705 Anderson Street West, Stillwater, MN 55082, legally described as follows: Lots 1, and 2, and 8, Block 15, Holcombe's Addition to Stillwater, Washington County, Minnesota. Abstract Property PID: 33.030.20.21.0132 ("Owner No. 2's Property"); and WHEREAS, Owner No. 1 and Owner No. 2 are hereinafter referred to collectively as Owners; and WHEREAS, Owner No. 1's Property and Owner No. 2's Property are hereinafter referred to collectively as Owners' Properties; and WHEREAS, Owners petitioned to vacate a portion of South Harriet Street adjacent to Owners' Properties, legally described as follows: All that part of platted Smith St., (a.k.a. South Harriet St.) as shown on the recorded plat of Holcombe's Addition to Stillwater, Washington County as Document No. 416049, said part being more particularly described as follows, to wit: All that part of said platted Smith St., (a.k.a. South Harriet St.) lying southerly of the southerly line of West Anderson Street, northerly of the southerly line of said Holcombe's Addition and westerly of the westerly line of the vacated easterly ten feet of said South Harriet Street. and depicted on Exhibit A ("Street"), attached hereto and incorporated herein; and WHEREAS, the Street was never built; and WHEREAS, pursuant to Minn. Stat. § 412.851, on petition of the majority landowners, with a majority vote of its members, the City Council may vacate any street, alley, public grounds, public way or any part thereof within the City by Resolution; and WHEREAS, the City of Stillwater wishes to vacate the Street described above and depicted on Exhibit A; and WHEREAS, a notice of a public hearing on said vacation was duly published, posted and mailed in accordance with applicable Minnesota Statutes, and a public hearing was held on said vacation; and WHEREAS, the City Council of Stillwater then proceeded to hear all persons interested in said vacation and all persons interested were afforded an opportunity to present their views and objections to the granting of said vacation; and WHEREAS, the City Council of Stillwater has determined that the vacation would be in the public interest. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Stillwater as follows: 1. That pursuant to Minn. Stat. § 412.851, hereby vacates the Street described above and depicted on Exhibit A. 2. That said vacation has no relationship to the City's Comprehensive Plan and therefore the Stillwater City Council has dispensed with the requirements of Minn. Stat. § 462.356, Subd. 2, that may require the Stillwater Planning Commission to perform a Comprehensive Plan compliance review of said vacation that may constitute a disposal of real property pursuant to § 462.356, Subd. 2. 3. That the City Clerk shall prepare a notice to be presented to the Washington County Auditor reflecting the completion of the proceedings herein. Said notice shall be recorded with the Washington County Recorder. Adopted by the Stillwater City Council this 7th day of February, 2023. ATTEST: Beth Wolf, City Clerk CITY OF STILLWATER Ted Kozlowski, Mayor 2 iliwater THE B I R TH P i AC E OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Kori Land, City Attorney SUBJECT: Interim Ordinance Prohibiting Development in the Highway Mixed Use Development District BACKGROUND In the 2040 Comprehensive Plan, the City identified a new zoning district classification called "Highway Mixed Use" and guided certain properties in the BP-C zoning district directly adjacent to Highway 36 with this designation. The Comprehensive Plan envisions town center type developments for the HMU zoning district, which includes a variety of recreational, retail, service, housing, entertainment, and office components prioritizing an attractive frontage along Highway 36, while creating more of an urban environment with a variety of public spaces and pedestrian friendly streets. This is the example of a town center provided in the Comprehensive Plan: Mixed Use Village or Town Center Precedent Examples When the Central Commons project came forward in 2020, it fit the spirit and intent provided in the Comprehensive Plan for the HMU district, with its trails, mix of retail, residential and office uses and public space amenities. However, the City had not yet adopted its zoning regulations surrounding the HMU zoning district or rezoned any properties as HMU. The zoning ordinances establishing the HMU zoning district were then adopted with the Central Commons project, and only the Central Commons property was zoned as HMU. The Comprehensive Plan still guides properties north of Highway 36 as HMU, but none of these properties have been rezoned HMU. There is a concern that without additional regulations and direction in the City's official controls, development in the HMU zoning district might occur on a haphazard smaller parcel -by -parcel basis and not as part of a larger development, which then sabotages the intent of the Comprehensive Plan of creating a carefully coordinated mix of uses in a town center that incorporates the amenities that are desired. Therefore, the attached Interim Ordinance prohibits residential development in areas guided as HMU and prohibits rezoning applications for any properties to be rezoned HMU until the City can complete a study and determine the appropriate implementation of this unique zoning district. The map below showing the area in cross -hatched red is designated as HMU in the Comprehensive Plan: ma, savi- eir- -'/4 n • ti 24 Any existing commercial or businesses uses in this area will not be impacted by this interim ordinance and will be allowed to development, redevelop or expand, as currently allowed within the BP-C zoning district. This is a second reading of the Interim Ordinance. ACTION REQUESTED Hold the public hearing and approve the Final Reading of the Interim Ordinance Prohibiting Development in the Highway Mixed Use Development District ATTACHMENT Interim Ordinance City of Stillwater Washington County, Minnesota ORDINANCE NO. 1199 AN INTERIM ORDINANCE PROHIBITING DEVELOPMENT IN THE HIGHWAY MIXED USE DEVELOPMENT DISTRICT WHEREAS, pursuant to Minnesota Statutes, Section 462.355 subdivision 4, cities are authorized to adopt interim ordinances in order to study the impacts of certain uses and determine whether regulations are appropriate for the purpose of protecting the public health, safety and welfare of their citizens; and WHEREAS, the City Council adopted its 2040 Comprehensive Plan on November 5, 2019, which included a land use map that guided certain areas along the Highway 36 corridor as Highway Mixed Use Zoning ("HMU"); and WHEREAS, the area guided in the Comprehensive Plan as HMU has historically been designated and continues to be designated with the zoning classification of Business Park — Commercial ("BP-C"); and WHEREAS, the Comprehensive Plan recognizes that the existing commercial uses are still supported under this HMU land use category; however, as the area redevelops over time, it is expected to include a mix of residential (30%) and commercial uses (70%); and WHEREAS, the City Council supports the mix of uses with projects that encompass 3 to 5 acres of land, making it clear that a central point to this type of development is a central public space, green space, or plaza type gathering place; and WHEREAS, further, the Comprehensive Plan explains that over time, the Highway 36 corridor could evolve into larger mixed -use developments that reflect a town center with larger concentrations of various combinations of different land uses, with typical projects in excess of 250,000 square feet and Floor Area Ratios potentially exceeding 2.0, eventually encompassing more than 20 acres of land, drawing visitors from beyond Stillwater and serving adjacent communities in the suburbs as well; and WHEREAS, the City's vision for its town center includes a civic anchor, as well as a variety of recreational, retail, service, housing, entertainment, and office components prioritizing an attractive frontage along Highway 36, while creating more of an urban environment with a variety of public spaces and pedestrian friendly streets. WHEREAS, according to the Comprehensive Plan, new development is also intended to enhance the pedestrian environment and be planned to accommodate transit users; and WHEREAS, on August 18, 2020, the City Council enacted a Zoning Ordinance amendment that created the HMU zoning district in the Zoning Ordinance; and WHEREAS, at the time of the creation of the HMU zoning district in the Zoning Ordinance, the City Council also adopted a Zoning Map amendment that zoned one newly annexed area of the City at the southeast intersection of Manning Avenue and Highway 36 as HMU as it was ripe for development with a mixed use project that fit with the spirit and intent of the Comprehensive Plan, but intentionally omitted the area guided in the Comprehensive Plan as HMU, an area that maintains a zoning classification of BP-C; and WHEREAS, the new HMU zoning district amendment in the Zoning Ordinance allows new uses in this commercial corridor where they were previously not allowed, but does not provide guidance as to how the new uses should be integrated into the existing commercial uses; and WHEREAS, the City needs to address how the HMU zoning district is intended to unfold in the area guided in the Comprehensive Plan as HMU, and is concerned that without specific performance standards in the City Zoning Ordinance to manage the thoughtful development of the HMU district along the Highway 36 corridor, that new permitted uses will randomly appear, thwarting the broader vision and end result anticipated in the Comprehensive Plan; WHEREAS, the City understands that it must provide this more explicit direction concerning the development of the HMU zoning district and is undertaking studies to consider changes to the Zoning Ordinance, Zoning Map and the Comprehensive Plan regarding the HMU zoning district to establish the appropriate method of implementation of the HMU zoning district to ensure that the City Council's vision and expectations can come to fruition; and WHEREAS, upon completion of the study, the City will need to modify and amend the Zoning Ordinance, Zoning Map, and potentially the Comprehensive Plan to implement the findings of the study; and WHEREAS, in light of the study, it is necessary to pause development of the Highway Mixed Use zoning classification to ensure all development is introduced appropriately into this existing commercial district and coordinated so that it does not inadvertently circumvent the spirit and intent of the HMU zoning district's goals of seeing larger redevelopments that help this area grow into a town center destination that is pedestrian friendly, with public spaces, green space and has an appropriate mix of commercial, entertainment and residential uses. NOW THEREFORE, THE CITY COUNCIL OF THE CITY OF STILLWATER HEREBY ORDAINS AS FOLLOWS: SECTION 1 No business, person or entity may apply for or submit a development project, planning application, design permit, subdivision application, Comprehensive Plan amendment, zoning ordinance amendment, zoning map amendment, building permit or any other land use application to: (1) Establish or allow a new residential use or expand an existing residential use in an area within the City that is zoned or guided as Highway Mixed Use, or (2) Rezone an area or property as Highway Mixed Use, for a period of up to twelve (12) months from the effective date of this ordinance or until ordinances regulating such uses become effective or until the Council rescinds this Interim Ordinance, whichever occurs first. SECTION 2 City Staff is directed to complete a study and make a recommendation to the Council to determine how the Zoning Ordinance, Zoning Map and the Comprehensive Plan need to be amended regarding development implementation in the Highway Mixed Use zoning district to better protect the health, safety and welfare of the citizens of Stillwater. 2 SECTION 3 This Interim Ordinance shall not impact any previously approved applications within the Highway Mixed Use zoning district and any such projects may begin construction pursuant to any approvals previously granted by the City, or as such approvals may be amended by the Council. SECTION 4 SUMMARY PUBLICATION. Pursuant to Minn. Stat. § 412.191, in the case of a lengthy ordinance, a summary may be published. While a copy of the entire ordinance is available without cost at the office of the City Clerk, the following summary is approved by the City Council and shall be published in lieu of publishing the entire ordinance: The interim ordinance pauses development of the Highway Mixed Use zoning district classification so that appropriate land use controls can be implemented. SECTION 5 EFFECTIVE DATE. This Ordinance shall be in full force and effect from and after its passage and publication according to law. Adopted by the City Council of the City of Stillwater this 7th day of February, 2023. CITY OF STILLWATER ATTEST: Beth Wolf, City Clerk Ted Kozlowski, Mayor 3 iliwater THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Stillwater Crossing and Legend separation - 2023 Street Improvement Project (2023-02) BACKGROUND The public hearing for the 2023 Street Improvement Project was on January 17tn During the meeting a number of Stillwater Crossing neighborhood and Legend neighborhood residents commented on the format staff used to calculate the preliminary assessment. Staff recalculated the assessment by separating these two neighborhoods as multifamily residents and single-family residents, the staff also separated the cost of adding parking areas along Bergmann Dr. and Judd Trail. Attached exhibits show the recalculated preliminary assessment and location of new parking areas. RECOMMENDATION If desired, Council should pass a motion accepting the recalculated preliminary assessment for the Legend area and the Stillwater Crossing area. ACTION REQUIRED: If Council concurs with the recommendation, they should pass a motion adopting the changes to the preliminary assessment for Legend area and Stillwater Crossing area. Legend Area Feasibility report preliminary assessment: Single family = $2,181.00/unit including the addition of parking areas around Bergmann Park. HOA area/ unit = $123.00/unit Total assessment = $2,304/unit Revised Preliminary assessment calculated by neighborhood Single family = $2,434.5/unit HOA area/ unit = $103.3/ unit Total Assessment = $2,537.8 ' I ef lot, It f. 4wrilkt, ri;:* on 'quo v_ rris. ■. w it' : Ott -' _•*w' 1. 4 air , 1*!'rr , ,i, �„ 1/. .... , le •0 * . Ati i . - ,: , f ix �rF. �, f:r � a NI 4 ■ r* �1 - r ' 1 • ♦j- #r r . t iti . ir r II ' r - ..▪ AI a— t'^ r - krpvrr: Ails, 4:4 rj Legend HOA areas Stillwater Crossing Feasibility report preliminary assessment: Multifamily 0.8 unit = $1,744.8/unit including the addition of parking areas around Bergmann Park. Revised Preliminary assessment calculated by neighborhood Multifamily = $901.4/unit Parking area assessment/unit = $593.25 Total Assessment = $1,494.65 The cost of constructing the parking areas is divided in half between the City and the residents of the multifamily units around Bergmann Park. 1 Water THE BIRTIIPLACEOFMINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Tim Gladhill, Community Development Director SUBJECT: St. Croix Valley Recreation Center Expansion Feasibility Analysis — Space Needs Analysis Update and Findings, Request for Financial Pro -Forma Analysis and Resolution of Support for State Bonding Bill Request BACKGROUND In the capacity of this report, the City is reacting to a request from multiple stakeholder groups to discuss potential options to expand the current St. Croix Valley Recreation Center. The intent of this report is to provide an update and discuss next steps if the City Council desires to continue to evaluate the feasibility of this project. Taking these next steps does not obligate the City to any financial obligations related to constructing the facility. Staff is proceeding with feasibility analysis with the assumption that the project would be funded by a split of State Bonding Dollars and Private Capital Fundraising Dollars. In other words, the feasibility is proceeding forward with the assumption that the project will not move forward with direct City Dollars. Beginning in 2019 and throughout 2020, the City was approached by the St. Croix Curling Club about a potential Curling Facility on the campus of the St. Croix Valley Recreation Center. Throughout 2021 and 2022, the City Council formed a Stakeholder Group to do a more robust public engagement and space needs analysis including all stakeholders of the St. Croix Recreation Center. The results of the Stakeholder Group Space Needs Analysis results in three (3) scenarios. For purposes of the State Bonding Bill Request, Staff has used the 'middle ground' scenario that includes a scaled -back Curling Center Concept yet still including a majority of the support spaces for the existing recreation center users. Scenario Overall Cost (Design and Construction) Staff Notes Scaled -Back Curling Center Only $29,500,000 Includes Parking Lot Expansion ($2.2M including stormwater needs) Scaled -Back Curling Center + Basic Support Areas for Existing Users $40,173, 000 All Requested Space $46,648,652 Needs Staff is seeking broad policy direction from the City Council the existing exercise to explore feasibility of this project. RECOMMENDATION Current Bonding Bill Request Not recommended for analysis at this time as to whether to continue In addition to simply receiving a broad, general update, Staff recommends that the City Council take the following actions to keep this process moving forward. • Adopt a Resolution of Support for the current State Bonding Bill Request ($20,000,000) • Direct Staff to obtain two (2) quotes for financial pro -forma analysis and bring back a formal work order at a future meeting o One quote is already obtained, one additional quote for cost comparison is recommended ACTION REQUESTED Motion to approve adopt the Resolution of Support for State Bonding Dollars and direct Staff to obtain two (2) quotes for financial pro -forma analysis. City of Stillwater Washington County, Minnesota RESOLUTION 2023- A RESOLUTION IN SUPPORT OF LEGISLATIVE AUTHORIZATION FOR STATE BONDING FOR THE ST. CROIX VALLEY RECREATION CENTER EXPANSION WHEREAS, the City Council of the City of Stillwater, Minnesota ("City") has identified the St. Croix Valley Recreation Center to be funded with revenue from a state bonding bill (collectively, the "Project"); and WHEREAS, the St. Croix Valley Recreation Center already attracts thousands of visitors every year, through current ice sheets (2) and fieldhouse dome (soccer, lacrosse, general use); and WHEREAS, the Project will result in benefits to both the residents and the businesses of the City and to non-resident visitors and businesses and will have regional significance; and WHEREAS, the Project will add needed support spaces for existing users (locker rooms, meetings rooms, study rooms), needed maintenance and loading areas, and eight (8) sheet curling center and shared 100 seat restaurant. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Stillwater, County of Washington, State of Minnesota, that: The City Council supports the request for state bonding dollars in the amount of $20,000,000 for the expansion of the St. Croix Valley Recreation Center. Adopted by the Stillwater City Council this 7th day of February, 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk RETAINING WA,L IA S RMWAIE# MORN W ATER MANAGEMEN SYS-1Em ;A, fflSO116SMLLS11S ASSUME 15T LEVEL EFE = 930 +/- LOWER LEVEL FEE = 916 PARKING COUNT: TOTAL ADDED PARKING STALLS: 317 STORMWATER ASSUMPTIONS: ASSUMING 8,000 CF/ACRE OF UNDERGROUND STORAGE (A) UNDERGROUND STORMWATER MANAGEMENT SYSTEM - (ASSUME 1,000 LF - 60") (B) UNDERGROUND STORMWATER MANAGEMENT SYSTEM - (ASSUME 500 LF 60" (C) UNDERGROUND STORMWATER MANAGEMENT SYSTEM - (ASSUME 500 LF - 60" ASSUME EASING ISI LEVEL RR =933.5 •/• HELVE OR, VTSIIBu: UNDERGROUND STORM W Al ER MANAGEMENT _LSIEn+ 1Bl •nANAGFMEN: SYSIEM•C1' 61 r RETAINING WALL CALCULATIONS: RETAINING WALL (A) - UP TO 10-FT HIGH " RETAINING WALL (B) - UP TO 8-FT HIGH "FRONT ENTRY NOTE: EXTERIOR STAIRS AND ADA RAMPS COULD BE UTILIZED TO LOWER THE PARKING LOT AND THUS REDUCE THE HEIGHT OF THE PERIMETER RETAINING WALL. FOR EVERY FOOT THE PARKING LOT IS LOWERED, 20-FT OF ADA RAMPING W/ ASSOCIATED STAIRS WOULD NEED TO BE ADDED. 292Desic ■LOUCKS 65 6' •61/Vit7N St Croix Valley Recreation Center Addition Overall Site Plan scale: 1 "=50'-0" 11/28/2022 a®aaGQ DD a❑ 2 grF..P4od ®®oaaoa®ae� ®c1a_�909fl_ mrnnmmm� mmmm' H SI7 [17 C4 ❑ mm[gym rrx 1- 4 rrww ce,uw►.annc+ame AREA (GROSS SQUARE FOOTAGE, Ennc..Ew1 5, /INCCUES EIELQHOUS , 11,51 SF 1{FFRLuttpi41KA• I+uNM' NEW CURLING FACILITY AREA DROSS SQUARE FOOTAGE, 67 5.7.sF IINCCUUES NEW FIECOHOUSE ENIRVI LlppER LEVEL TOTAL RAIVAW.A.• HALLWAY 1..- ;NI; CURLING FACILITY - MAIN LEVEL � I L J FIELDHOUSE - NEW SOUTH ENTRY orx",� h 1GM 'BEHIND Hw.«Eo HACNI eV?LKx.'.A.CK.PER!M T vfit.n RILIVER',WALKWAY AT NORTH END LOCKERSLOCKER ROOM CAPACITY: 12,15, 2D6 @ MEN S COCKER ROOM YJ @ WOMEN S COCKER ROAM SS L ALL -GENDER LOCHER ROOM r FIERE.DOWNASFOLLOWS, SEAnw CAPACITY 100 ERSONSA 51 CODE, !OWN "E'lrit'V'FiTJULOADIND 5-10.GE AREA AT LOWER LEVEL VA, DIRECT -292 DE St Croix Valley Recreation Center Addition Main Level - Enlarged Plans scale: 1 /16"=1'-0" 11/23/2022 n Fw`nn er ,w� INASSIIIIMMACALOGINISON LOWER LEVEL_ .0 SF _ sF(INCLUDES FIELOHou5E) UPPER LEVEL 14 S51 SF Itfl LM,•10AMA. 113AS1 SF MIN MAIM TAM, AISTASSIION SWN@IONNAOSI s SF (INCLUDES NEWFIELOHOUSE EmR9 UPPER LEVEL 0 SF TOT. NEW AREA 10 .4 SF IOL4 I„. t.0 w.. TLCTH.,I. 44,11414 L RESTAURANT DIMENSIONS: TOTAL.I.ZSZU.R=ART1=0 SF NRENmOWN AS FOLLOWS, -0' MAC, TO NAGNI INNING AREAL— 4.2.4S SF 61-M BEHIND HACKS SEATING CAPAprv• 100 PERSONS ALS. WALKWAYS BETWEEN PAIRS OF SHEETS (IST MAX PER CODE( C-N WALKWAYS AT PERWETER TNWALKWAY AT NORTH END GENERAL FACILITY NA .1ZESes04.10SE,:=OsS STOTRAM AREA AT LOWER LEVEL YAM DIRECT SPECTATOR CAPACITY: 110 SEATS AT WIRTH ENO VIEVANO AREA SO PERSON CAPACITY AT EAST LOBNI VIENANG AREA LOCKER ROOM CAPACITY: @MENS LOCxKER ROOM eS@ `WLO.GENNDEH L°LOOCKERROOM m1 292© St Croix Valley Recreation Center Addition Lower Level - Enlarged Plan scale: 1/1611=1'-01' 11/23/2022 Apex 3495 Northdale Blvd NW Suite 230 Coon Rapids, MN 55448 www.apex-co.us St. Croix Valley Recreation Center Project: Recreation Center Expansion Reduced Bid SF Architect: JLG Architects Location: Estimate By: Date: Stillwater, MN JJ/KMS 12/19/22 Based on conceptual documents prepared by JLG Architects dated November 23, 2022 West Parking Lot Excluded Unit Cost %/Total $$ Totals Construction Temporary Fence/Barricades/Cleanup 51.46 0.37 % 5100.000 Demoltlon (r?7 Building Connection $0_75 0.19% 551,000 Cast in Place & Precast Concrete $35.21 8.82% $2,409,440 Masonry Walls $1.49 0.37% 5102.200 Structural & Miscellaneous Steel $23.21 5.81% $1,588.576 Rough 8 Finish Carpentry/Glue Lam Roof $12.96 3.25% 5887.017 Roofing/Insulation/Joint Protection $19.91 4.99% $1,362,596 Aluminum Entrances/Doors/Frames/Hardware $16.75 4.19% $1.146,420 Drywall/Ceilings/Flooring/Painting $15.04 3.77% $1,029,352 Operable Walls/Toilet Cornp./Display Casa $2.64 0.66% $180,851 Food Service Equipment -Owner Section $0.00 0.00% $0 Lockers & Benches 51.34 0.34% $91,800 Refrigeration Systemlice SheeUCurling Equipment $42.37 10.61% $2 960,000 Blank $0.00 0.00% $0 Elevator $1.32 0.33% $90,000 Fire Suppression $4.33 1.08% $296.500 Plumbing $11.32 2.83% $774,800 Heating Ventilating. and Aircondilion(HVAC) 532.19 8.06% $2,203,140 Integrated Automation-HVAC Controls 53.00 0.75% $205,314 Electrical $34.77 8.71% $2,379,620 AN Systems & Broadcast Equipment $0.00 0.00% $0 Electronic Safely & Security $0.94 0.23% $64.000 Earthwork $15.34 3.84% $1.050.000 Exterior Improvements _ $0.61 0.15% $42,000 Utilities $3.29 0.82% 5225,000 General Conditions-14 month duration $15.74 3.94% $1,077,332 Emer. enc Power Generation Subtotal Construction Costs 68,438 SF $11.18 $307.17 2.80% _ _ 5766,420 $21.022,379 Permits & Insurance Building Permit Allowance $4.84 1.21% 5331.102 SACNVAC Allowance $2.20 0.55% 5150,540 Surveying/Layout Allowance $20.000 Testing Allowance 510,000 Builder's Risk & Deductibles Allowance $0.97 0.24% $66,220 Performance Bond $3.14 0.79% $214.554 General Llabliil Insurance 525.241.751 1,07% 5291,370 Subtotal Construction Permits & Insurance 68,438 SF $323.01 $22,106,167 Owner Costs Architectural/Mechanical & Electrical Design $22.61 5.66% $1,547,432 Independent Testing & In pectlons $0.73 0.18 % $50,000 FF&E (Tables, Chairs, etc.) $2.92 0.73% $200,000 Food Service Equipment $0.00 0.00% See Below TV Broadcast Equipment $0.00 0.00% Omitted Other. $0.00 0,00% Legal Fees? $0.00 0.00% Development Fees? $0.00 0.001/4 Park Dedication Fees? $0.00 0.00% Subtotal Owners Costs 68,438 SF $349.27 $23.903,598 Fees & Contingency Design Contingency 5% S22.106.167 4 04% $1,105,308 Construction Contingency 5% 522,106,167 4.04% $1,105.308 Construction Fact 5% 524 316.783 4.45% $1,215,839 Grand Total Construction Costs 68,438 SF 5399.34 $27,330,054 Budget cost models base on schematic documents dated 6/29122 West Parking Lot $2,010,000 High School Locker & Meeting Rooms $7,008,100 South Entry S975,000 South Parking Lot $2,850.300.00 Broadcast System' Backbone" 51,225,200 $750,000 Food Service Equipment Level Shell Conditions 15.000sf 34,500,000 ,Upper Remove Mfidth of Two Curling Lanes 7440 sf ($2,827,200) PLEASE NOTE: Cost model is based on 2022 pricing and does not include any projection for inflation. An inflation factor should be added to account for cost changes from 2022 to the start of construction, iliwater THE BIRTHPLACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Approving Plans and Ordering Advertisements for Bids - 2023 Street Improvement Project (2023-02) BACKGROUND At the December 20th Council meeting, a public hearing was held for the 2023 Street Improvement Project. Plans and specifications for the 2023 Street Improvement Project are near completion, and staff is requesting approval for the plans and specifications and authorization to bid. Bid opening is scheduled for March 9th and bid results will be presented to Council at the March 21st meeting. RECOMMENDATION It is recommended that Council approve plans and specifications for the 2023 Street Improvement Project and order advertisements for bids. ACTION REQUIRED: If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2023- APPROVING PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE 2023 STREET IMPROVEMENT PROJECT 2023-02. City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx APPROVE PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR 2023 STREET IMPROVEMENT PROJECT (PROJECT 2023-02) WHEREAS, pursuant to a resolution passed by the Council on January 17th, 2023, the City Engineer has prepared plans and specifications for the 2023 Street Improvement Project (Project 2023-02) and has presented such plans and specifications to Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The plans and specifications presented by the City Engineer are hereby approved. 2. The City Clerk is ordered to prepare and cause to be inserted in The Gazette and online at QuestCDN.com the advertisement for bids upon the making of the improvement under the approved plans and specifications. The advertisement shall be published once in the Stillwater Gazette and for three weeks online at QuestCDN.com and shall specify the work to be done, shall state that bids will be received by the City Clerk until March 9th 2023 at 10:00 am, at which time they will be publicly opened at City Hall by the City Engineer; will then be tabulated and will be considered by the Council at their next regular Council meeting on March 21st, 2023, in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the Clerk for ten (10) percent of the amount of the bid. Adopted by the Council this 7th day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk iliwater THE BIRTHPACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director City Engineer SUBJECT: Approving Plans and Ordering Advertisements for Bids —Lily Lake Pressure Reducing Valve (Lily Lake PRV Project) BACKGROUND In 2022, the City of Stillwater Public Works budgeted $160,000 for the installation of a pressure reducing valve at the Lily Lake Tank. The City received quotes for the work last fall but the quotes came in over budget and over the sealed bid threshold of $175,000. Staff is requesting approval of plans and specification and authorization to bid. Bid opening is scheduled for March 1st and bid results will be presented to Council at the March 7th meeting. The budgeted amount for the PRV installation has been raised to $325,000. RECOMMENDATION It is recommended that Council approve plans and specifications for the Lily Lake PRV Project and order advertisements for bids. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2023- APPROVING PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE LILY LAKE PRV PROJECT. City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx APPROVE PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR THE LILY LAKE PRESSURE REDUCING VALVE (LILY LAKE PRV PROJECT) WHEREAS, pursuant to a resolution passed by the Council on February 7th, 2023, the plans and specifications have been prepared for the Lily Lake Pressure Reducing Valve Project (Lily Lake PRV) and has presented such plans and specifications to Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The plans and specifications presented by the City Engineer are hereby approved. 2. The City Clerk is ordered to prepare and cause to be inserted in The Gazette and online at QuestCDN.com the advertisement for bids upon the making of the improvement under the approved plans and specifications. The advertisement shall be published once in the Stillwater Gazette and for two weeks online at QuestCDN.com and shall specify the work to be done, shall state that bids will be received by the City Clerk until March 1st, 2023 at 10:00 am, at which time they will be publicly opened at City Hall by the City Engineer; will then be tabulated and will be considered by the Council at their next regular Council meeting on March 7th, 2023, in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the Clerk for ten (10) percent of the amount of the bid. Adopted by the Council this 7th day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk iliwater THE BIRTHPACE OF MINNESOTA DATE: February 7, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director City Engineer SUBJECT: Approving Plans and Specifications and Ordering the Advertisements of Bids for the Parking Lots and Trails Improvement Project (2023-04) BACKGROUND For 2023, multiple paving projects were planned in the City's Capital Outlay Program; reconstruct two parking lots at Lily Lake Park (north and south lots), reconstruct the South Main Street parking lot and add trails at Meadowlark Park and Anez Ridge Park. The projects have been combined into one bidding package and the plans and specifications are now complete. Staff is requesting approval of plans and specification and authorization to bid. Bid opening is scheduled for March 2nd and bid results will be presented to Council at the March 7th meeting. The budgeted amount for all the projects is $525,000. RECOMMENDATION It is recommended that Council approve Plans and Specifications and Ordering the Advertisements of Bids for the Parking Lots and Trails Improvement Project. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2023- APPROVING PLANS & SPECIFICATIONS AND ORDERING THE ADVERTISEMENT FOR BIDS FOR THE PARKING LOTS AND TRAILS IMPROVMENT PROJECT 2023-04. City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx APPROVE PLANS & SPECIFICATIONS AND ORDERING ADVERTISEMENT FOR BIDS FOR PARKING LOTS AND TRAILS IMPROVEMENT PROJECT (2023-04) WHEREAS, the City Engineer has prepared plans and specifications for the Parking Lots and Trails Improvement Project (2023-04) and has presented such plans and specifications to Council for approval. NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The plans and specifications presented by the City Engineer are hereby approved. 2. The City Clerk is ordered to prepare and cause to be inserted in The Gazette and online at QuestCDN.com the advertisement for bids upon the making of the improvement under the approved plans and specifications. The advertisement shall be published once in the Stillwater Gazette and for two weeks online at QuestCDN.com and shall specify the work to be done, shall state that bids will be received by the City Clerk until 2:00 pm March 2', 2023, at which time they will be publicly opened at City Hall, 216 North Street, Stillwater, MN 55082 3. Bids will then be tabulated and will be considered by the Council at their next regular Council meeting on March 7th, 2023, in the Council Chambers. Any bidder whose responsibility is questioned during consideration of the bid will be given an opportunity to address the Council on the issue of responsibility. No bids will be considered unless sealed and filed with the Clerk and accompanied by a cash deposit, cashier's check, bid bond or certified check payable to the Clerk for ten (10) percent of the amount of the bid. Adopted by the Council this 7' day of February 2023. CITY OF STILLWATER Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk Washington County FYI BOARD AGENDA February 7, 2023 - 9:00 AM 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3, Chair Karla Bigham, District 4 Michelle Clasen, District 5 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities. 3. 9:10 Consent Calendar - Roll Ca11 Vote Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. A. Approval of the January 10, 2023, and January 17, 2023, County Board meeting minutes. B. Approval to appoint Jan Webster, Denmark Township, to a partial, first -term as a member on the Personnel Board of Appeals (PBA) expiring December 31, 2024. C. Approve revisions to Fiscal Policy #2104. D. Approve revisions to Payment of County Obligations Policy #2501. E. Approve licenses for the use of real property in the cities of Stillwater and Mahtomedi for the collection of household hazardous waste, and authorize execution by the Board Chair, County Administrator, and pursuant to Minn Stat. 373.02. F. Approve Grant No. 15291 with the Minnesota Department of Natural Resources for the 2023 Federal Boating Safety Supplemental Equipment Grant. G. Approve the 2022 Urban Area Security Initiative (UASI) Grant Agreement No. 15307 between the Minnesota Depai truent of Public Safety and the Washington County Sheriffs Office, in the amount of $183,750 for the period of January 1, 2023, through June 30, 2024. 4. 9:10 Community Services - Kathy Mickelson, Division Manager (item A) - Sarah Amundson, Division Manager (item B) A. Approve Contract No. 15316 for a Grant Agreement for Mobile Crisis Services with the Minnesota Department of Human Services in the amount of $1,185,822 for the period of January 1, 2023, through December 31, 2024. B. Overview of the Family Resource Center project, its major goals, milestones, and progress. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County 5. 9:40 Public Works - Erin Clarkowski, Engineer II (item A) - Andrew Giesen, Engineer II (item B) A. Approve Contract No. 15288 with Stonebrooke Engineering in the amount of $213,151 for the County State Aid Highway (CSAH) 3 Improvement Project. B. 1. Adopt a resolution authorizing the submittal of application to the U.S. Department of Transportation for funding under the 2023 Rebuilding America's Infrastructure with Sustainability and Equity (RAISE) program for the Highway 36 and County State Aid Highway 17 (Lake Elmo Avenue) Improvement Project. 2. Approve a letter of support for the City of Cottage Grove's 2023 RAISE program grant application for the County Road 19A/100th Street Realignment Project. 3. Approve a letter of support for Chisago County's 2023 RAISE program grant application for the Highway 8 Reconstruction Project. 6. 10:10 General Administration - Kevin Corbid, County Administrator A. Legislative Update 7. 10:25 Commissioner Reports - Comments - Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 8. 10:40 Board Correspondence 9. 10:40 Adjourn 10. 10:45 Board Workshop with Public Health & Environment A. Opioid Settlement Funding 11. 11:30 Break 12. 11:45 Board Workshop with Attorney's Office A. Review Data Practices as it relates to the duties and activities of county commissioners. 13. 12:45 Board Workshop with Administration A. Discuss the Land and Water Legacy Program's Mississippi Dunes conservation easement project in Cottage Grove. 14. 1:15 Personnel Committee Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County BOARD WORKSHOPS January 24, 2023 - 9:00 AM 1. 9:00 Board Workshop with Administration Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3, Chair Karla Bigham, District 4 Michelle Clasen, District 5 A. Legislative Workshop to review proposals for Paid Family and Medical Leave, Metropolitan regional governance changes, and community services items. 2. 10:15 Break 3. 10:25 Board Workshop with Attorney's Office A. Review Open Meeting Law and Data Practices as it relates to the duties and activities of county commissioners. 4. 11:25 Break 5. 11:35 Board Workshop with Administration A. Review frequency and cost of providing additional publication of certain legal and election notices. * Please note: No official county business or votes will take place during Workshop Only meetings. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer