Loading...
HomeMy WebLinkAbout2023-10-03 CC Agenda Packet216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING October 3, 2023 WORKSHOP MEETING 4:30 P.M. The 4:30 workshop meeting has been cancelled. Council will be participating in the Stillwater Fire Department’s dinner in recognition of Fire Prevention Week 2023. REGULAR MEETING 7:00 P.M. I.CALL TO ORDER II.ROLL CALL III.PLEDGE OF ALLEGIANCE IV.RECOGNITIONS OR PRESENTATIONS 1.Proclamation – United Way 2.Proclamation – Fire Prevention Week 3.Proclamation – Infants Remembered V.OPEN FORUM – the open forum allows the public to address council on subjects which are not a part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less. VI.STAFF REPORTS 4.Public Works Director 5.Police Chief 6.Fire Chief 7.Finance Director 8.Community Development Director 9.City Clerk 10.City Attorney 11.City Administrator VII.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.September 19, 2023 regular meeting minutes 13.Payment of Bills 14.Broadway Street Drainage Repair Project Contract Agreement 15.Certification of Delinquent Solid Waste Charges, Cleanup Service Charges and Parking Mitigation Fees – 3 Resolutions 16.Emerald Ash Borer Tree Removal Project Contract Agreement 17.Establishment of School Zone Speed Limit – Resolution 18.HVAC Controls Replacement Project Bid Award – Resolution 19.Laurel Street Retaining Wall Project Contract Agreement 20.Loop Trail Snow Clearing Joint Powers Agreement – Resolution 21.MnDOT Agency Agreement for Federal Participation in Construction – Resolution 22.Revised Declaring Costs for 2023 Street Improvement Project – Resolution 23.Short Term Home Rental Licenses VIII.PUBLIC HEARINGS – None IX.UNFINISHED BUSINESS ~ilj)YJ~°'i Th e Birthplace of Minnesota ) No Change to Agenda Page 2 of 2 City Council Meeting Agenda October 3, 2023 X. NEW BUSINESS 24. General Obligation Capital Outlay Bonds Sale – Resolution 25. Ordinance amendment of 31-514.1 to allow manufacturing of THC-infused beverages as an accessory use at breweries and distilleries and to allow the sale of THC-infused beverages at off- sale liquor establishments without a CBD retail license – 1st reading on 2 Ordinances XI. COUNCIL REQUEST ITEMS XII. ADJOURNMENT 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING October 3, 2023 WORKSHOP MEETING 4:30 P.M. The 4:30 workshop meeting has been cancelled. Council will be participating in the Stillwater Fire Department’s dinner in recognition of Fire Prevention Week 2023. REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. RECOGNITIONS OR PRESENTATIONS 1. Proclamation – United Way 2. Proclamation – Fire Prevention Week 3. Proclamation – Infants Remembered V. OPEN FORUM – the open forum allows the public to address council on subjects which are not a part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less. VI. STAFF REPORTS 4. Public Works Director 5. Police Chief 6. Fire Chief 7. Finance Director 8. Community Development Director 9. City Clerk 10. City Attorney 11. City Administrator VII. 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. September 19, 2023 regular meeting minutes 13. Payment of Bills 14. Broadway Street Drainage Repair Project Contract Agreement 15. Certification of Delinquent Solid Waste Charges, Cleanup Service Charges and Parking Mitigation Fees – 3 Resolutions 16. Emerald Ash Borer Tree Removal Project Contract Agreement 17. Establishment of School Zone Speed Limit – Resolution 18. HVAC Controls Replacement Project Bid Award – Resolution (available Tuesday) 19. Laurel Street Retaining Wall Project Contract Agreement 20. Loop Trail Snow Clearing Joint Powers Agreement – Resolution 21. MnDOT Agency Agreement for Federal Participation in Construction – Resolution 22. Revised Declaring Costs for 2023 Street Improvement Project – Resolution 23. Short Term Home Rental Licenses VIII. PUBLIC HEARINGS – None IX. UNFINISHED BUSINESS ~ ii/water ~, ~ Th e Birthplace of Minnesota J Page 2 of 2 City Council Meeting Agenda October 3, 2023 X. NEW BUSINESS 24. General Obligation Capital Outlay Bonds Sale – Resolution 25. Ordinance amendment of 31-514.1 to allow manufacturing of THC-infused beverages as an accessory use at breweries and distilleries and to allow the sale of THC-infused beverages at off- sale liquor establishments without a CBD retail license – 1st reading on 2 Ordinances XI. COUNCIL REQUEST ITEMS XII. ADJOURNMENT City of Stillwater, Minnesota Proclamation WHEREAS, the citizens of Washington County receive great benefits from the many programs provided by its health, youth, basic needs and self‐sufficiency services agencies; and, WHEREAS, United Way of Washington County East brings together businesses, government agencies, community organizations and individuals, in a united effort to fund Washington County health, youth, basic needs and self‐sufficiency agencies; and, WHEREAS, United Way of Washington County, for the past 74 years, has made available this financial support from its annual fall giving campaign; and, WHEREAS, United Way funds raised in Washington County supports local organizations and charities for the benefits of its citizens and the improvement of their quality of life; and WHEREAS, United Way of Washington County East's mission is to unite our community and local resources to give each person the opportunity to build a better life. NOW THEREFORE, I, Ted Kozlowski, by virtue of the authority vested in me, as Mayor of the City of Stillwater, do hereby proclaim October 9 ‐ 15th, 2023 as ~ United Way Week ~ throughout the City, and I encourage all encourage all citizens to support financially, through United Way, the many local community organizations that provide invaluable services for our seniors, families and youth in Washington County. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Stillwater to be affixed this 3rd day of October,2023. Mayor '''"'""' City of Stillwater, Minnesota Mayor Proclamation WHEREAS, the City of Stillwater is committed to ensuring the safety and security of all those living in and visiting our community; and WHEREAS, fire is a serious public safety concern both locally and nationally, and homes are the locations where people are at greatest risk from fire; and WHEREAS, cooking is the leading cause of home fires in the United States and Minnesota; and WHEREAS, two of every five home fires start in the kitchen with 31% of these fires resulting from unattended cooking; and WHEREAS, more than half of reported non‐fatal home cooking fire injuries occurred when the victims tried to fight the fire themselves; and WHEREAS, Stillwater residents should turn pot handles toward the back of the stove; always keep a lid nearby when cooking; keep a three‐foot kid‐free zone around the stove, oven, and other things that could get hot; watch what they heat; and set a timer to remind them that they are cooking; and WHEREAS, residents who have planned and practiced a home fire escape plan are more prepared and will therefore be more likely to survive a fire; and WHEREAS, working smoke alarms cut the risk of dying in reported home fires almost in half; and WHEREAS, the Stillwater Fire Department is dedicated to reducing the occurrence of home fires and home fire injuries through prevention and protection education; and WHEREAS, the 2023 Fire Prevention WeekTM theme, “Cooking safety starts with YOU. Pay attention to fire preventionTM,” effectively serves to remind us to stay alert and use caution when cooking to reduce the risk of kitchen fires. NOW THEREFORE, I, Ted Kozlowski, by virtue of the authority vested in me, as Mayor of the City of Stillwater, do hereby proclaim October 8‐14, 2023 ~ Fire Prevention Week 2023~ throughout this city, and I urge all the people of Stillwater to check their kitchens for fire hazards and use safe cooking practices during Fire Prevention Week 2023, and to support the many public safety activities and efforts of the Stillwater Fire Department. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Stillwater to be affixed this 3rd day of October, 2023. ,,u1111,,,,,, \ City of Stillwater, Minnesota Mayor Proclamation WHEREAS, Infants Remembered In Silence, Inc. (IRIS) and many other nonprofit organizations work with thousands of parents all over Minnesota and across the United States who have experienced the death of a child during pregnancy through early childhood; and WHEREAS, Many of these parents live in, deliver in, have a child die in, or a bury a child in our community; and WHEREAS, IRIS, a 501(c)(3) nonprofit organization, was founded 1987, to offer support for parents whose child/children died from miscarriage, ectopic pregnancy, molar pregnancy, stillbirth, neo‐natal death, birth defects, sudden unexplained death of a child (SUDC), sudden infant death syndrome (SIDS), illness, accidents, and all other types of infants and early childhood death; and WHEREAS, Bereaved parents around the world remember their children annually, in their homes or with small gatherings, on October 15 with candle lighting at 7 pm. Families Remember their child/children around the state and across the nation. This would unify these parents in tribute to their children; and WHEREAS, In 1988, President Ronald Reagan proclaimed October as National Pregnancy and Infant Loss Awareness month. NOW THEREFORE, In honor of the thousands of children that die each year in Minnesota, I, Ted Kozlowski, Mayor of the City of Stillwater, do hereby proclaim October 15th, 2023 ~ PREGNANCY AND INFANTS LOSS REMEMBRANCE DAY ~ IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Stillwater to be affixed this 3rd day of October, 2023. ''"""'''''' \ 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.stillwatermn.gov CITY COUNCIL MEETING MINUTES September 19, 2023 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:00 p.m. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Odebrecht, Polehna Absent: None Staff present: City Administrator Kohlmann City Attorney Land Community Development Director Gladhill Finance Director Provos Deputy Fire Chief Ballis Police Chief Mueller Public Works Director Sanders PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. RECOGNITIONS OR PRESENTATIONS Proclamation – Senator Housley Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2023‐121, Proclamation - Senator Karin Housley. All in favor. Mayor Kozlowski presented a proclamation to Senator Housley for her dedication in working for the City of Stillwater. Proclamation – Representative Hill Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt Resolution 2023‐122, Proclamation - State Representative Josiah Hill. All in favor. Mayor Kozlowski presented a proclamation to Representative Hill for his dedicated work on behalf of the City of Stillwater. Green Business Gold Award Presentation Leslie Frick, Outreach Ambassador for the Green Business Directory, welcomed the City to the Green Business Directory on behalf of Sustainable Stillwater and thanked Councilmember Larry Odebrecht for his assistance. Proclamation – Stillwater National Guard Armory Councilmember Polehna explained that many new displays telling the story of Stillwater’s rich military history have been added; the public is invited to visit the Armory during an cStillwater ~~ ......, ' The Birthplace of Minnesota J City Council Meeting September 19, 2023 Page 2 of 4 open house September 23. Mayor Kozlowski read a proclamation designating September 23 as Stillwater National Guard Armory Day. Energy Action Team Update Glenn Hansen explained Partners in Energy, a two-year collaboration with Xcel Energy to develop and implement goals for energy savings and resiliency. The group anticipates having a written plan to present to the City Council near the end of 2023. OPEN FORUM Rob Dombrowsky, 924 S 7th Street, expressed concerns about the quality of the work on the 2023 street project. He brought pictures showing areas that were not done well, which he redid himself, and requested that his assessment be adjusted. STAFF REPORTS Public Works Director Sanders stated the 72nd Street Project is progressing slowly, but should be done this year. Wade Wellner is the new Streets Superintendent. Councilmember Junker complimented Public Works on the completed Chestnut Plaza project. Police Chief Mueller updated the Council on personnel, upcoming events, and downtown parking enforcement. Detective Laura McBroom is doing well as the SRO in the schools. Deputy Fire Chief Ballis stated the Department is working with the Utilities Department gathering hydrant flow data. He reported on the National Guard Open House this weekend and Fire Prevention Month planning. Finance Director Provos stated that staff should hear this week if the Moody’s rating has changed. Community Development Director Gladhill reviewed initial results and next steps for the downtown parking changes; there is already some driver behavior change. Staff will do a Phase 2 communication to explain why it was done and how it will help the City. He cautioned customers to watch for fraudulent pay web sites. He also stated there is a lot of investment going on downtown as businesses swap space and new businesses move in. City Attorney Land stated staff continues reviewing the leases for City-owned parking lots. City Administrator Kohlmann reported that the Sabes Donor Advised Fund donated $50,000 for a new 18-foot video board for the Rec Center. There will be a special service district meeting on October 5, and the strategic plan management team will have a team building exercise on October 30 and 31. CONSENT AGENDA September 5, 2023 Workshop, Regular Meeting and Closed Sessions Minutes Payment of Bills 2024 Employee Group Health Insurance – Resolution 2023‐123 Abatement Agreement Electronic Statement of Personal History (eSOPH) Software Agreement General Obligation Capital Outlay and Refunding Bonds, Series 2012A – Resolution 2023‐124 City Council Meeting September 19, 2023 Page 3 of 4 Heritage Preservation Consultant Agreement IT Agreement Off-Site Gambling Permit for Bayport American Legion in Lowell Park – Resolution 2023‐125 OSHA and Safety Training Agreement with SafeAssure – Resolution 2023‐126 Permanent Drainage and Utility Easement Revised Public Hearing Date on Proposed Assessments for 2023 Street Improvement Project (2023-02), 72nd Street Road and Trail Improvement Project (2022-04), and CSAH 5 – Phase 2 Project (2019-09) – Resolution 2023‐128 Short-Term Home Rental License Applications State Capital Bonding Request – Resolution 2023‐127 Stillwater Veterans Memorial Maintenance Agreement Strategic Plan Addendum Therapeutic Massage Business and Individual Massage Therapist License – Resolution 2023‐129 Fire Services Grant Agreement Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS 2024 Preliminary Budget City Administrator Kohlmann stated that the General Fund Operating proposed tax levy and proposed debt service levy are ready for Council action. The total proposed levy of $18,829,353 is a 7.67% increase over the 2023 levy. The Truth in Taxation meeting is proposed for December 5, 2023. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2023‐130, Adopting the Proposed Tax Levy for the Payable Year 2024; Resolution 2023‐131, Adopting the Proposed Budget Appropriations for the Year 2024; and Resolution 2023‐132, Setting Payable 2024 Truth-In-Taxation Public Meeting. All in favor. COUNCIL REQUEST ITEMS Councilmember Polehna stated planning has started for a May 18 grand opening/ribbon cutting for the Chestnut Plaza. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Collins, to adjourn. All in favor. The meeting was adjourned at 8:19 p.m. City Council Meeting September 19, 2023 Page 4 of 4 Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Resolution 2023‐121, Proclamation - Senator Karin Housley Resolution 2023‐122, Proclamation - State Representative Josiah Hill Resolution 2023‐123, Approving 2024-2025 Group Health Insurance Plan Design Change Resolution 2023‐124, Resolution Authorizing the Call of the Outstanding General Obligation Capital Outlay and Refunding Bonds, Series 2012A Resolution 2023‐125, Approving Bayport American Legion Application to Conduct Off-Site Gambling at Lowell Park Resolution 2023‐126, Approving Safe Assure Consultants, Inc., Annual Service Agreement Resolution 2023‐127, Resolution Supporting State Bonding Capital Requests and Ranking Requested Projects Resolution 2023‐128, Resolution Calling for Revised Hearing Date on Proposed Assessments for 2023 Street Improvement Project (2023-02), 72nd Street Road and Trail Improvement Project (2022-04) and CSAH 5 Phase 2 Project (2019-09) Resolution 2023‐129, Approving Issuance of New Therapeutic Massage Business License and Individual Massage Therapist License Resolution 2023‐130, Adopting the Proposed Tax Levy for the Payable Year 2024 Resolution 2023‐131, Adopting the Proposed Budget Appropriations for the Year 2024 Resolution 2023‐132, Setting Payable 2024 Truth-In-Taxation Public Meeting DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Sarah Erenberg, Senior Account Clerk SUBJECT: Payment of bills A list of bills in the amount of $396,028.94 has been sent to the Mayor and City Council Members to approve for payment. DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: Contract Agreement for Broadway St. Drainage Repair BACKGROUND A property owner on North Broadway notified the City recently of a section of curb and gutter in front of the driveway that had settled, causing water to pool. This is a concern to the property owner for winter freeze up. The City looked at the street and agreed with the concern and is proposing to replace the curb and add additional storm sewer. We requested quotes from three construction companies to do the repair with Miller Excavating submitting the low quote of $26,629.27.00. Funds for the repair would come from the storm water utility fund. RECOMMENDATION Staff recommends entering into an agreement with Miller Excavating, Inc., for work on Broadway St. Drainage Repair. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING AGREEMENT WITH MILLER EXCAVATING, INC., FOR BROADWAY ST. DRAINAGE REPAIR 1 AGREEMENT FOR SERVICES THIS AGREEMENT (“Agreement”) is made and executed this 3rd day of October, 2023, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, (“City”) and Miller Excavating, Inc., 3741 Stagecoach Trail N., Stillwater, MN 55082 (“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; Broadway St. Drainage Repair 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. A proposal dated 9/29/23, 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. 2 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. 3 8. CITY’S REPRESENTATIVE. The City has designated Shawn Sanders to act as the City’s representative with respect 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 Steve St.Claire 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: If to Contractor: City of Stillwater Miller Excavating, Inc. 216 4th Street North 3741 Stagecoach Trail N. Stillwater, MN 55082 Stillwater, MN 55082 Attention: Shawn Sanders Attention: Steve St. Claire Or e-mailed: ssanders@ci.stillwater.mn.us Or emailed: steve.st.clair@millerexc.com 4 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 party’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 5 CONTRACTOR Miller Excavating, Inc. By:______ _____________ __________ By (Please Print):_____________________________ Title (Please Print):____________________________ Project Description: Broadway St. Drainage Repair City of Stillwater illwater ==== ~ D,panm,,ntqfPubliDWarla, ) 216 N. 4th Street Stillwater, MN 55082 651-430-8830 651-275-4112 Fax jjurek@ci .stillwater.mn.us Broadway St N -Storm Sewer Install & Street Repair QUOTE Item# Item Unit Quantity Unit Price 1 Mobilization LS 1 f I, I~ 71-.01 2 Traffic Control LS 1 ' S-1 "3 ,c, 3 Remove 4" Bituminous Pavement (includes full depth saw cut) SY 82 .. ,'-I.fl/ 4 Remove Concrete Curb & Gutter (includes full depth saw cut) LF 69 ~ fii. gq 5 Remove, Salvage & Re-Install Mailbox LS 1 t a1r-.o, 6 F&I 2x3 Catch Basin & R-3067-L Casting (includes adjust) EA 1 t 4. 11 '10 .C. 7 12" RC Pipe, Sewer Cl. V LF 38 ~llCJ.,85 8 Connect To Existing Storm Structure LS 1 .I ''J..068 ,(:} 9 Install B618 Concrete Curb & Gutter LF 66 ,,.. s-3. 0'i 10 Bituminous Wear Course Mixture (Driveways) (3-inch) SY 6 _f Cf S:.''3 /;; 11 Restore 4" Bituminous Pavement Section (1.5" Wear, 2.5" Base) SY 82 f =1a. 'lO 12 Boulevard Restoration (topsoil, grade , seed & hydromulch) SY 24 J; GS:O"f * Contractor to verify structure build heights. GRAND TOTAL (BASIS OF AWARD) Bids must be received at the City Hall no later than 2:00 pm on Friday September 29, 2023 Bids may be submitted by mail, email, or in person to City Hall at above address, Attn: John Jurek Bids should be labeled: 2023 Broadway Street Storm Sewer & Street Repair All bids must be submitted on the City's proposal form and be a complete proposal Please provide any additional comments, modifications, or suggestions to the bid prior to bid due date. Questions contact John Jurek at 651-430-8832 or jjurek@ci.stillwater.mn.us The City reserves the right to add or subtract quantities IC 134 must be submitted prior to final payment The City anticipates the work be done on or before Friday October 31, 2023 Amount l' I, t ~ -=!-.tJo ·" 5·t3,oo . l \ q a,a.e ,· 1.1'1-'i.,.,, 4 -:;i l 7-. oo ) ~ ti 490.oo :.1-l'l~'i.30 1; ;J OG ;;/ •. 0 0 1 ·lr;oO .b'-I r r:;":/a . 1c. l'S.9.+':1. AO f\,f6/n Cu'B $~G 6Jt J1 Date: _<P{ _/ ~-9.,_/a,,,._,__,,_.J'----Company Name: JV\_ 1· Her--Ex. C.QV qf 1'n91 Tri c , Name: __ :/f_e~~H-~_e_V\,__-fi-?_·-1-_. _C_{ °'-~t_re_ Signature: , _ _,.-~ ~--~------------ Title : p re. 1" l ol e II\ t ----,~-~~~~~------ Address: ) 7 L/ / 'l° k ~ e c-oa.. CV\ T ro. i I No r+A_ 7 ./-u l V Cl +-e ~, /\'l N 5' f O 8 ~ Phone: r; 5{ ..-L/3 ~ ~/ r;, 3 l irf eve~ 5 t~ 0l et\ v-e.@ rvt;· u er~xc... C, C) W\ Email Address :   DATE: September 29, 2023 TO: Honorable Mayor and City Councilmembers FROM: Beth Wolf, City Clerk SUBJECT: Certification of Solid Waste Charges, Cleanup Service Charges and Parking Mitigation Fees. BACKGROUND Property owners that fail to pay their parking mitigation fees, cleanup services, or solid waste invoices are assessed and placed on their property taxes. The cleanup services charges and parking mitigation fees are invoices that were not paid by July 1, 2023. The solid waste charges are for services between July 2022 through June 2023 that were not paid. The City as well as Waste Management for trash service has provided notice to the affected property owners stating failure to pay will result in the balance being assessed against their property. They have until November 15th to pay the balance before it will be assessed. The assessment period is 1 year at an interest rate of 10%. ACTION REQUESTED Council should pass a motion to adopt the attached resolutions and assessment rolls for Solid Waste Charges, Cleanup Service Charges and Parking Mitigation Fees. City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx ADOPTING DELINQUENT SOLID WASTE CHARGES L.I. PROJECT NO. 0002 WHEREAS, it is the policy of the City of Stillwater to certify to the County the delinquent solid waste bill charges. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, which the attached list constitutes the delinquent solid waste bill charges and is hereby levied as an assessment against those parcels and the total is $120,337.53. Adopted by the Stillwater City Council this 3rd day of October, 2023. CITY OF STILLWATER __________ __________________ Ted Kozlowski, Mayor ATTEST: ___________________________ Beth Wolf, City Clerk - Stillwater 2023 Certification of Delinquent Garbage (Waste Management) for Collection with the 2024 Property Taxes Project #0002 - 1 Year - 10% Interest   Property ID Amount 3303020110013 $551.94 3303020140013 $335.01 3303020140118 $96.03 3303020140085 $62.38 3303020140128 $431.74 2803020430059 $452.77 3303020130061 $452.77 3303020120039 $551.94 3303020120091 $314.45 3403020230090 $452.77 2103020130041 $354.88 2803020130107 $167.15 2803020240075 $264.90 2803020240035 $419.61 3203020130097 $452.77 2003020440002 $396.99 3303020110110 $259.88 2803020420089 $96.03 2803020130083 $452.77 2903020430062 $551.94 3203020240046 $452.77 2803020210088 $354.88 3303020210019 $377.50 2903020110014 $534.87 2903020440080 $96.03 2803020310049 $84.40 2803020210023 $452.77 3303020210123 $205.24 2903020330010 $551.94 3003020440035 $375.23 2103020340053 $122.88 2903020140046 $96.03 2903020140066 $377.50 2803020240028 $314.45 2803020210107 $557.72 3103020430006 $78.87 2103020340025 $123.60 Property ID Amount 2903020410116 $314.45 2803020340111 $292.83 3103020140014 $363.32 2803020330100 $565.71 2803020340096 $79.40 2803020340007 $452.77 2803020210013 $110.57 2803020230113 $452.77 2803020230126 $446.86 2803020220092 $452.77 2903020330048 $283.39 2003020210020 $443.93 2003020240009 $534.30 2003020220003 $314.45 3203020230046 $447.55 2903020430020 $452.77 2903020430026 $375.23 2803020310138 $375.23 2803020330074 $452.77 2803020320079 $311.87 2103020130020 $438.00 2803020340030 $205.24 2803020310135 $390.05 2803020120078 $551.94 3103020430009 $96.03 3003020430002 $380.26 2803020320058 $452.77 3103020110098 $452.77 2003010130012 $122.53 3103020140009 $264.90 2803020320075 $587.82 2803020230034 $494.56 2903020440104 $123.31 2903020430030 $452.77 3303020120017 $108.72 3103020110090 $539.04 2903020310054 $85.40 Property ID Amount 2103020130053 $377.50 2803020120063 $551.94 2803020330013 $96.03 2903020420011 $452.77 2103020430045 $283.39 2803020220095 $100.24 3203020220020 $411.70 2803020440071 $577.10 2903020430037 $255.10 2903020240050 $643.19 3203020130048 $95.01 3203020220012 $566.07 3103020110085 $474.03 3203020240050 $378.19 3403020220029 $101.03 3303020240023 $108.79 2803020210094 $92.31 3303020120150 $101.11 3103020240028 $236.92 3303020110111 $452.62 2903020410105 $452.62 3303020310026 $378.19 3403020230010 $170.50 3203020140008 $635.89 2903020430005 $77.66 2903020320044 $133.78 2803020420074 $94.21 3003020340056 $412.59 1903020340032 $551.94 2803020230074 $99.21 3303020110021 $267.96 2903020430041 $463.62 3003020340050 $269.22 3303020140071 $452.62 1903020340018 $498.46 3303020210116 $200.24 3203020130006 $101.03 3303020130002 $315.41 2803020420116 $561.01 3203020210093 $377.50 Property ID Amount 3303020310029 $122.53 2803020310023 $452.77 1903020340044 $442.48 2103020340158 $566.07 1903020440034 $372.24 2903020320028 $526.57 2003020210015 $550.52 2903020440053 $426.40 2903020440020 $452.62 2803020230133 $385.45 3303020110044 $551.94 3203020210009 $452.77 2803020130073 $314.45 3203020120070 $551.94 2803020330086 $402.70 3203020130087 $452.62 2903020410092 $378.96 1903020340062 $380.23 2803020210103 $246.79 1903020340060 $392.45 2803020420133 $452.62 2903020320067 $123.31 3303020140132 $583.19 2803020210117 $450.67 3203020230043 $385.18 2803020210078 $114.45 2903020440126 $82.75 2803020320067 $208.42 2903020440129 $447.11 2803020230015 $580.81 3303020140022 $248.45 2903020340093 $161.32 3303020120035 $459.31 2803020420118 $561.01 3303020140015 $535.80 3303020320023 $360.86 3303020110086 $433.34 3003020310017 $378.80 3203020130010 $99.21 2003020210050 $463.62 Property ID Amount 3003020410022 $375.23 3303020240021 $452.77 3203020220085 $566.07 3203020230016 $200.24 3303020140025 $424.24 2003020440040 $90.18 2803020340032 $96.03 1903020240017 $187.77 2803020310134 $60.85 2903020340048 $122.53 3103020110033 $125.57 2103020340076 $452.62 2803020240070 $94.21 2903020340020 $452.62 3103020220005 $101.03 2903020430071 $256.92 3203020110017 $279.31 3303020120109 $110.51 3103020310080 $517.42 3303020120099 $398.15 3003020310013 $112.53 3303020120156 $551.94 1903020120011 $251.06 2103020140034 $551.94 2103020140033 $463.62 3203020130032 $55.00 2103020130056 $431.89 1903020340034 $378.89 2903020430041 $122.53 2003020330071 $351.08 2003020330045 $125.57 2803020220043 $551.94 3303020320009 $582.42 2803020240047 $421.70 3303020210041 $463.62 3303020130045 $566.07 2803020310031 $463.68 1903020340017 $557.38 2903020440120 $331.79 2803020310088 $1,448.71 Property ID Amount 3003020440032 $378.96 3103020310064 $205.24 2003020330012 $96.03 3203020120040 $122.53 3203020210043 $352.92 3303020110038 $424.42 1903020220011 $566.07 2803020130116 $251.14 3303020320042 $387.68 2803020130060 $113.85 3203020130033 $87.22 3003020330034 $59.25 2103020140007 $104.23 2803020420070 $452.77 2803020210056 $314.42 2903020110024 $499.98 2803020230024 $539.81 3303020110041 $60.50 3303020310079 $452.11 2003020340009 $205.24 2903020320080 $325.63 3403020220008 $284.61 2903020110057 $62.52 3303020120113 $318.14 2103020330099 $200.24 3203020220010 $117.53 3103020230004 $200.24 2903020330035 $101.03 2903020340018 $260.08 2803020120294 $352.22 3203020210094 $452.62 3303020120049 $452.77 3003020440051 $177.26 2003020330037 $208.42 2103020420009 $566.07 2003020220025 $557.70 2003020240032 $295.29 2803020320005 $85.15 3203020210091 $378.89 2903020440070 $94.21 Property ID Amount 2003020210048 $270.36 3303020110143 $205.24 2903020340035 $314.33 2003020230007 $78.96 2803020210029 $282.53 2803020240050 $104.99 2903020140021 $99.21 2803020210079 $123.31 2903020210044 $341.68 2803020320037 $94.21 2903020440055 $463.62 2903020440116 $561.01 3203020130095 $442.64 2103020120008 $514.84 3103020310027 $94.21 2903020430047 $109.19 3103020110041 $246.32 1903020420011 $236.92 2803020240111 $452.62 2103020330056 $276.48 3203020210083 $452.62 2803020310108 $100.23 2103020330002 $539.71 3203020220095 $553.74 3303020230008 $1,270.78 2803020240083 $152.15 1903020320047 $295.46 3203020240069 $189.67 2803020320129 $117.20 3303020110072 $297.29 2803020330051 $395.29 2803020420147 $96.03 2803020330018 $96.03 2803020340092 $903.31 1903020210019 $511.97 3203020210086 $452.77 3303020110162 $88.18 2903020440046 $537.38 2803020220016 $179.13 1903020420008 $122.53 Property ID Amount 2803020130128 $113.86 3303020110112 $377.50 3303020120131 $409.72 3403020220089 $314.45 2903020410087 $509.72 3203020240047 $77.75 2903020430072 $125.57 2903020240018 $245.59 3303020120120 $100.00 3103020310075 $222.14 3003020410006 $230.45 3203020140090 $201.72 3203020210102 $264.90 3203020320049 $119.98 2103020340011 $124.21 1903020320057 $100.85 2103020330083 $452.62 2903020240041 $528.46 3103020240061 $509.98 3303020110134 $257.10 2903020410065 $88.68 2103020430106 $565.78 3103020410063 $452.77 2803020210043 $516.56 1903020440061 $188.08 3303020110066 $213.42 2803020210109 $514.98 3203020210072 $96.03 2903020410001 $309.45 3003020440061 $105.00 3103020140038 $125.92 2803020120039 $99.21 3303020110081 $159.39 2803020320002 $441.83 3103020130046 $82.05 2103020420007 $561.01 3003020440021 $169.45 3203020210098 $452.77 2903020440114 $551.94 2803020430082 $200.24 Property ID Amount 3403020220039 $309.11 2903020320041 $257.39 2903020240022 $333.62 2103020330012 $189.39 2903020430039 $405.23 2803020320086 $546.79 3303020210120 $117.53 2803020240091 $415.52 3203020210060 $200.24 3203020240039 $79.40 2803020330022 $213.42 2103020340041 $959.24 3303020120117 $249.52 2103020340052 $463.62 2803020410049 $79.40 3003020410007 $170.50 2803020420165 $440.05 2803020210077 $383.89 3103020140008 $96.03 2003020210034 $509.40 3303020330016 $61.22 2803020310018 $467.51 3203020240058 $99.21 2903020410118 $200.24 3203020210097 $225.05 2903020340031 $223.67 1903020310018 $251.92 3303020110132 $115.57 3303020130029 $533.62 3103020110059 $314.33 2903020410051 $126.22 2103020340144 $545.01 3203020220059 $1,008.62 2103020430106 $542.21 2003020220052 $372.84 2803020220026 $314.45 3303020130035 $122.53 2803020240015 $396.15 1903020430049 $123.31 1903020130008 $122.53 Property ID Amount 3103020410063 $428.22 1903020140041 $373.10 1903020140021 $494.56 3303020210042 $276.63 2103020430054 $504.80 3103020130023 $129.93 2103020340099 $209.45 3203020240070 $544.55 3303020120111 $248.31 3303020340087 $96.03 2003020210059 $121.77 2803020120026 $352.45 2903020410039 $186.22 2803020310132 $169.39 3203020140061 $221.22 3203020240065 $119.81 3403020230038 $151.82   City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx ADOPTING DELINQUENT CLEANUP SERVICE CHARGES L.I. Project 00040 WHEREAS, it is the policy of the City of Stillwater to certify to the County the delinquent cleanup service charges. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, which the attached list constitutes the delinquent cleanup service charges and is hereby levied as an assessment against the parcel and the total amount is $373.00. Adopted by the Stillwater City Council this 3rd day of October, 2023. CITY OF STILLWATER __________ __________________ Ted Kozlowski, Mayor ATTEST: __________________________ Beth Wolf, City Clerk - City of Stillwater 2023 Certification of Delinquent Clean Up Services For Collection with the 2024 Property Taxes L.I. Project #00040 Term: 1 Year Rate 10% PID CERTIFICATION AMOUNT 33.030.20.11.0072 373.00 TOTAL:$373.00 City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx ADOPTING DELINQUENT PARKING MITIGATION FEES L.I. Project 00080 WHEREAS, it is the policy of the City of Stillwater to certify to the County the delinquent parking mitigation fees. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, which the attached list constitutes the delinquent parking mitigation fees and is hereby levied as an assessment against those parcels and the total amount is $420.00. Adopted by the Stillwater City Council this 3rd day of October, 2023. CITY OF STILLWATER __________ __________________ Ted Kozlowski, Mayor ATTEST: ___________________________ Beth Wolf, City Clerk - City of Stillwater 2023 Certification of Delinquent Parking Mitigation Fees For Collection with the 2024 Property Taxes L.I. Project #00080 Term: 1 Year Rate 10% PID CERTIFICATION AMOUNT 28.030.20.41.0004 $150.00 28.030.20.41.0107 $270.00 TOTAL:$420.00 DATE: TO: FROM: October 3, 2023 Honorable Mayor and City Councilmembers Andrew Coyne, Natural Resources Technician SUBJECT: MN DNR Emerald Ash Borer Grant Work BACKGROUND The following contractor has been selected to do the work for the previously approved MN DNR grant-funded Emerald Ash Borer removal project. BJ Haines Tree Service will be responsible for the removal of 52 boulevard trees that were designated as severely infested in January of 2023. The City received three bids for the project. BJ Haines gave the lowest bid for tree removals at $22,000. The total cost of the project is $38,440. 75% of the project will be funded by the Minnesota DNR’s Preparing for EAB 2023 Grants Program, with a total of $28,830 in grant funds awarded. The project requires 1 for 1 replacement of every tree removed. The grant program requires a 25% match from the awardee, which will be split between cash and in-kind labor. $8,260 will be fulfilled with in-kind labor through stump grinding and replacement tree planting by Stillwater’s parks department. The remaining $1,350 of the required match will be cash, from the forestry budget. RECOMMENDATION Staff recommends approving the contract with BJ Haines Tree Service for the 2023 Emerald Ash Borer tree removal project. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING THE CONTRACT FOR THE 2023 EMERALD ASH BORER REMOVAL PROJECT. 1 AGREEMENT FOR SERVICES THIS AGREEMENT (“Agreement”) is made and executed this 3rd day of October, 2023, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, (“City”) and BJ Haines Tree Service, 9264 Otchipwe Ave. N, Stillwater, MN 55082 (“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; 2023 Tree Removal 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. A proposal dated 2/13/23, 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. 2 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. 3 8. CITY’S REPRESENTATIVE. The City has designated Andrew Coyne to act as the City’s representative with respect 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 Bonnie Haines 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: If to Contractor: City of Stillwater BJ Haines Tree Service 216 4th Street North 9264 Otchipwe Ave N Stillwater, MN 55082 Stillwater, MN 55082 Attention: Andrew Coyne Attention: Bonnie Haines Or e-mailed: acoyne@stillwatermn.gov Or emailed: trees@bjhaines.com 4 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 party’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 5 CONTRACTOR BJ Haines Tree Service By:______ _____________ __________ By (Please Print):_____________________________ Title (Please Print):____________________________ Project Description: 2023 Tree Removals asJ :1:s TREE SERVICE Tree Trimming and Removal • Stump Removal 9264 Otchipwe Ave. N .• Stillwater, MN 55082 • 651-439-8370 ph , trees@bjhaines.com • www.bjhaines.com • Certified Arborist N ~./th ~ 8-b-i 11 ( A J ll -1-P ~ C.nAv-.a ADDRESS I._,) Pee Ci.-~ I ,,~+- >, -0 0.. .. 0 0 0 C: .. ~ u 0 > Work 0 0 C: "' E :.a ·a Description 0 E-< ~ ~ I Rem r,._~ 1 ~ o9 s-a 2 ../::re, .ac:. -'f).OA"'"" ~1.'ft.... L ir;f 3 -I \j 4 5 6 7 8 9 IO 11 12 PHONE DATE OF ESTIMATE , .. ) ,1)57 -4l~o-~A 3 b :LJ 1?>) 2...-~ CITY "' 0 C: ~ 0 "' ::::, 0 :I: E <ii 0 <!:: > 0 8 8 ~ 0 ~ \ EMAIL >, -0 t:: "' 8.. 0 >, 0.. 0 = :.a 8 ~ ~ 0 u p... "' ..c: -0 0.. .... "' "' C: 8 _g 2 oJ) .... ::::, 0.. 3 .,8 0 E a ..c: a:i ... oJ) "' CJ ::::, C/l ·.:; 0 0 oJ) vi 0 z > > 3 C: > 0 ~ 0 -0 0 .... Cost 0 E C: 8 :i .; ·c: ., 0 0 0 "' Estimate ~ ~ u CJ CJ ~ => [$2,;/ p?O. o ' PAYMENT TYPE: CASH / CHECK I CREDIT SUBTOTAL~ JJ.DOO· 0-V SALES TAX TOTAL DUE BJ Haine s Tree Se rvice and its subcontractors will complete th e work in accordance with th e a bove specification s. All agreements are subject to factors beyond our control. We reserve the right to cancel this estimate for an y reason ~lc.., ~ 1 x_~~~~~---...Y,,Q~~~~---- By accepting this est ate via in person or verbally, I agree to the proposed work and costs described above . I will pay BJ Haines Tree Service in full upon completion of work. I understand that for any additional work there will be an additional cost. For hidden hazards (i.e. metal or debris in tree) there may be additional costs to cover added time and damage to the equipment. Proof of liability insurance upon request. DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: Establishment of School Zone Speed Limit DISCUSSION This past year the City hired a consultant to conduct a school speed zone limit study for two schools; New Heights School and Stillwater Middle School. The results of the study were presented at the September 6, Council meeting and the study recommended that school zone speed limits of 20 mph be established at both of the schools. The locations of the school zone speed limit are as follows: Stillwater Middle School 1. South 6th Street between West Hancock and West Orleans Street 2. West Orleans Street between South Everett Street and South Sixth Street New Heights School 1. West Mulberry Street between North Williams Street and North Harriet 2. North Everett Street between West Laurel Street and West Mulberry Street RECOMMENDATION Staff recommended that Council approve the school zone speed limit for Stillwater Middle School and New Heights School. ACTION REQUESTED If Council agrees with the recommendation, they should pass RESOLUTION 2023-____ ESTABLISHING SCHOOL ZONE SPEED LIMITS AT NEW HEIGHTS SCHOOL AND STILLWATER MIDDLE SCHOOL City of Stillwater Washington County, Minnesota RESOLUTION 2023- RESOLUTION ESTABLISHING SCHOOL ZONE SPEED LIMIT AT NEW HEIGHTS SCHOOL AND STILLWATER MIDDLE SCHOOL WHEREAS, the City of Stillwater conducted an engineering investigation and hazard evaluation for roadways adjacent to New Heights School and Stillwater Middle School pursuant to Minnesota Statutes 169.14 Subdivision 5a; and WHEREAS, the engineering investigation identifies potential hazards to pedestrian safety in and around the school sites, and makes recommendations for consideration and implementation at both sites to improve pedestrian safety; and WHEREAS, the study collected pedestrian count data and vehicle speed and count data on adjacent roadways to inform school zone speed reductions on West Mulberry Street, North Everett Street, South 6th Street, and West Orleans Street; and WHEREAS, the engineering investigation recommends that the posted speed limits be reduced from 30 miles per hour to 20 miles per hour during school peak hours when children are present at New Heights School and Stillwater Middle School; NOW THEREFORE BE IT RESOLVED, The Stillwater City Council authorizes the City Engineer to establish and place signage creating a school zone speed limit of 20 miles per hour on West Mulberry Street between Williams Street and Harriet Street, North Everett Street between Laurel Street and Mulberry Street, South 6th Street between Hancock Street and Orleans Street, and West Orleans Street between Everett Street and 6th Street, in accordance with the Minnesota Manual on Uniform Traffic Control Devices effective when children are present. Adopted by the Stillwater City Council this 3rd day of September, 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk -----=========::J Feet 0 460 New Heights School -Speed Zone September 2023 r---,..,_.-_....~~..,..... ....... -T'"""1..._r-,o'---,,,......_...., __ ,,,.... Legend 1111 20 mph School Zone   DATE: September 25, 2023 TO: Honorable Mayor and City Councilmembers FROM: Mick Greiner Facilities Manager SUBJECT: City Hall / Police Department HVAC Controls Replacement BACKGROUND Stillwater City Hall has been dealing with internal temperature issues for years. The current HVAC controls system was installed in 1997 and has become obsolete, and in many cases nonfunctioning. RECOMMENDATION Sealed bids were opened on September 25, 2023 for the replacement of the existing system with a new upgraded system that matches both the Stillwater Fire Department and the Stillwater Public Library. It is my recommendation that we award the bid of $103,645.00 to HumeraTech Integrated Building Solutions for the replacement of the HVAC Controls throughout the Stillwater City Hall and adjoining Police Department. The bid also includes a “Unit Price” number of $8,650.00 each for any non-functioning or absent VAV control boxes that may be needed. I would recommend a total cost of $200,000. Which will cover any of said VAV boxes as well as a healthy contingency for the project. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion approving work to be completed.   City of Stillwater Washington County, Minnesota RESOLUTION 2023-xxx ACCEPTING BID AND AWARDING CONTRACT FOR THE CITY HALL AND POLICE DEPARTMENT HVAC / CONTROLS REPLACEMENT PROJECT WHEREAS, pursuant to an advertisement for bids for HVAC / Controls Replacement Project, four bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement. BIDDER BID AMOUNT Humeratech Integrated Building Solutions, Rogers, MN (Alerton Product) $103,645.00 (Prolon Product) $118,970.00 MK Mechanical Inc., Scandia, MN (Prolon Product) $168,000.00 Kraft Mechanical, Woodbury, MN (Prolon Product) $180,370.00 and WHEREAS, it appears that Humeratech Integrated Building Solutions of Rogers, MN is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA, the Mayor and Clerk are hereby authorized and directed to enter into a contract with Humeratech Integrated Building Solutions, Rogers, Minnesota, subject to approval by the City Attorney, in the name of the City of Stillwater for the HVAC / Controls Replacement Project according to the plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. Adopted by the City Council this 3rd day of October, 2023. CITY OF STILLWATER ______________________________ Ted Kozlowski, Mayor Attest: _________________________ Beth Wolf, City Clerk   DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Contract Agreement for Laurel Street Retaining Wall Project BACKGROUND Laurel Street Retaining W all is deteriorating and needs to be replaced, The City requested quotes from three construction companies to build the wall. The City received one quote from Vinco Inc., for $79,867.00. RECOMMENDATION Staff recommends entering into an agreement with VINCO INC., for removal and replacement of the existing Laurel St. Wall. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING AGREEMENT WITH VINCO INC., FOR REMOVEAL AND REPLACEMENT OF THE EXISTING LAUREL ST. WALL. 1 AGREEMENT FOR SERVICES THIS AGREEMENT (“Agreement”) is made and executed this 3rd day of October, 2023, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, (“City”) and Vinco, Inc., PO Box 907, Forest Lake, MN 55025(“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; Laurel Retaining Wall 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. A proposal dated 9/12/23, 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. 2 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. 3 8. CITY’S REPRESENTATIVE. The City has designated Reabar Abdullah to act as the City’s representative with respect 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 Mark Jay 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: If to Contractor: City of Stillwater Vinco Inc. 216 4th Street North PO Box 907 Stillwater, MN 55082 Forest Lake, MN 55025 Attention: Reabar Abdullah Attention: Mark Jay Or e-mailed: rabdullah@stillwatermn.gov Or emailed: M.Jay@vinco-inc.com 4 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 party’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 5 CONTRACTOR Vinco, Inc. By:______ _____________ __________ By (Please Print):_____________________________ Title (Please Print):____________________________ Project Description: Laurel Retaining Wall * il)water :::::=:: >'-~...,.,,...,,,.,worb ) Laurel Retaining Wall Item# Item Units 1 Mobilization EA 2 Furnish and install new retaining wall SF City of Stillwater 216 N. 4th Street Stillwater, MN 55082 651 -430-8830 Engineering Department 651-275-4112 Fax Quantity Unit Price Amount 1 $;.boo., -5. ,'YW'l; 350 "71-/' ~7~ .,. 7q.-W.:7 , • Item #2 includes clearin & Gru in removin and dis osin of existin wall radin g gg g, g p g g ,g g and wal (foundation preparation, wall backfill, site restoration, topsoil and seeding per attached plan. .,,.... -- GRAND TOTAL (BASIS OF AWARD) I 7 c;J <3 CZ tJv Bids must be received at the City Hall no later than 2:00 pm on THURSDAY SEPTEMBER. 14, 2023 Bids may be submitted by mail, email, fax or in person to City Hall at above address, Attn: Reabar Abdullah Responsible Contractor Verification and Certification must be submitted with the Bid Bids should be labeled : Laurel Retaining wall project All bids must be submitted on the City's proposal form and be a complete proposal Please provide any additional comments, modifications, or suggestions to the bid prior to bid due date. Questions contact Reabar Abdullah at 651-430-8834 or rabdullah@ci.stillwater.mn.us or Dillon McClung at 651-430-8833 or dmcclung@ci.stillwater.mn.us The City reserves the right to add or subtract quantities IC 134 must be submitted prior to final payment The City anticipates the work be done on or before October 31, 2023 Date: q / / l. /). 3 CompanyName: __ V._t tJ'_C._(;}_J-+--~-~C_1 ______ _ Print Name: /Ylcr: J< R, Jo:-{ Signature:~¾. Title: t'r. ft,o.1._J fV1 c;d a f ~ Address : ----'-?_. -=(!)--'-. -----'-'·~-=o_,_X...:....___._'l,<9----"7 ___ _ ft!Ce Sf Le /~ , ' Phone: Email Address : ATTACHMENT A RESPONSIBLE CONTRACTOR VERIFICATION AND CERTIFICATION OF COMPLIANCE PROJECT TITLE: L a v r:v f ..S f-r-c -e-+ ~-~)r:;.-1 A11v9 W c-/ f Minn. Stat.§ 16C.285, Subd . 7. IMPLEMENTATION .... any prime contractor or subcontractor that does not meet the minimum criteria in subdivision 3 or fails to verify that it meets those criteria is not a responsible contractor and is not eligible to be awarded a construction contract for the project or to perform work on the project... Minn. Stat.§ 16C.285, Subd. 3 . RESPONSIBLE CONTRACTOR, MINNIMUM CRITERIA. "Responsible contractor" means a contractor that conforms to the responsibility requirements in the solicitation document for its portion of the work on the project and verifies that it meets the following minimum criteria: ( 1) The Contractor: (i) is in compliance with workers' compensation and unemployment insurance requirements; (ii) is currently registered with the Department of Revenue and the Department of Employment and Economic Development if it has employees; (iii) has a valid federal tax identification number or a valid Social Security number if an individual ; and (iv) has filed a certificate of authority to transact business in Minnesota with the Secretary of State if a foreign corporation or cooperative. (2) The contractor or related entity is in compliance with and, during the three-year period before submitting the verification, has not violated section 177.24, 177 .25, 177.41 to 177 .44, 181 .13, 181 .14, or 181.722, and has not violated United States Code, title 29, sections 201 to 219, or United States Code, title 40, sections 3141 to 3148. For purposes of this clause, a violation occurs when a contractor or related entity: (i) repeatedly fails to pay statutorily required wages or penalties on one or more separate projects for a total underpayment of $25,000 or more within the three-year period; (ii) has been issued an order to comply by the commissioner of Labor and Industry that has become final; (iii) has been issued at least two determination letters within the three-year period by the Department of Transportation finding an underpayment by the contractor or related entity to its own employees; (iv) has been found by the commissioner of Labor and Industry to have repeatedly or willfully violated any of the sections referenced in this clause pursuant to section 177.27; (v) has been issued a ruling or findings of underpayment by the administrator of the Wage and Hour Division of the United States Department of Labor that have become final or have been upheld by an administrative law judge or the Administrative Review Board; or (vi) has been found liable for underpayment of wages or penalties or misrepresenting a construction worker as an independent contractor in an action brought in a court having jurisdiction. Provided that, if the contractor or related entity contests a determination of underpayment by the Department of Transportation in a contested case proceeding, a violation does not occur until the contested case proceeding has concluded with a determination that the contractor or related entity underpaid wages or penalties;• Rev. 11-13-2014 Page 1 of6 (3) The contractor or related entity is in compliance with and , during the three-year period before submitting the verification, has not violated section 181 . 723 or chapter 3268. For purposes of this clause, a violation occurs when a contractor or related entity has been issued a final administrative or licensing order;* (4) The contractor or related entity has not, more than twice during the three-year period before submitting the verification , had a certificate of compliance under section 363A.36 revoked or suspended based on the provisions of section 363A.36, with the revocation or suspens ion becoming final because it was upheld by the Office of Administrative Hearings or was not appealed to the office;* (5) The contractor or related entity has not received a final determination assessing a monetary sanction from the Department of Administration or Transportation for failure to meet targeted group business, disadvantaged business enterprise, or veteran-owned business goals, due to a lack of good faith effort, more than once during the three-year period before submitting the verification;* * Any violations, suspensions , revocations, or sanctions, as defined in clauses (2) to (5), occurring prior to July 1, 2014 , shall not be considered in determining whether a contractor or related entity meets the minimum criteria . (6) The contractor or related entity is not currently suspended or debarred by the federal government or the state of Minnesota or any of its departments, commissions, agencies, or political subdivisions ; and (7) All subcontractors that the contractor intends to use to perform project work have verified to the contractor through a signed statement under oath by an owner or officer that they meet the minimum criteria listed in clauses ( 1) to (6). Minn. Stat.§ 16C .285, Subd . 5. SUBCONTRACTOR VERIFICATION . A prime contractor or subcontractor shall include in its verification of compliance under subdivision 4 a list of all of its first-tier subcontractors that it intends to retain for work on the project If a prime contractor or any subcontractor retains additional subcontractors on the project after submitting its verification of compliance, the prime contractor or subcontractor shall obtain verifications of compliance from each additional subcontractor with which it has a direct contractual relationship and shall submit a supplemental verification confirming compliance with subdivision 3, clause (7), within 14 days of retaining the additional subcontractors . A prime contractor shall submit to the contracting authority upon request copies of the signed verifications of compliance from all subcontractors of any tier pursuant to subdivision 3 , clause (7). A prime contractor and subcontractors shall not be responsible for the false statements of any subcontractor with which they do not have a direct contractual relationship. A prime contractor and subcontractors shall be responsible for false statements by their first-tier subcontractors with which they have a direct contractual relationship only if they accept the verification of compliance with actual knowledge that it contains a false statement. Rev .11-13-2014 Page 2 of6 Minn. Stat.§ 16C.285, Subd . 4 . VERIFICATION OF COMPLIANCE. A contractor responding to a solicitation document of a contracting authority shall submit to the contracting authority a signed statement under oath by an owner or officer verifying compliance with each of the minimum criteria in subdivision 3 at the time that it responds to the solicitation document. A contracting authority may accept a sworn statement as sufficient to demonstrate that a contractor is a responsible contractor and shall not be held liable for awarding a contract in reasonable reliance on that statement. Failure to verify compliance with any one of the minimum criteria or a false statement under oath in a verification of compliance shall render the prime contractor or subcontractor that makes the false statement ineligible to be awarded a construction contract on the project for which the verification was submitted. A false statement under oath verifying compliance with any of the minimum criteria may result in termination of a construction contract that has already been awarded to a prime contractor or subcontractor that submits a false statement. A contracting authority shall not be liable for declining to award a contract or terminating a contract based on a reasonable determination that the contractor failed to verify compliance with the minimum criteria or falsely stated that it meets the minimum criteria. CERTIFICATION By signing this document I certify that I am an owner or officer of the company, and I swear under oath that: 1) My company meets each of the Minimum Criteria to be a responsible contractor as defined herein and is in compliance with Minn. Stat. § 16C.285, 2) I have Included Attachment A-1 with my company's solicitation response, and 3) if my company is awarded a contract, I will also submit Attachment A-2 as required. Printed Name: Company Name: "''"" (.{) NOTE: Minn . Stat. § 16C.285, Subd . 2, (c) If only one prime contractor responds to a solicitation document, a contracting authority may award a construction contract to the responding prime contractor even if the minimum criteria in subdivision 3 are not met. Rev. 11-13-2014 Page 3 of6 ATTACHMENT A-1 FIRST-TIER SUBCONTRACTORS LIST SUBMIT WITH PRIME CONTRACTOR RESPONSE PROJECT TITLE: l-a V ('-<., / 5 ftx, e, f -~ +a 1 .tV 14 uf c I / Minn. Stat. § 16C.285, Subd. 5. A prime contractor or subcontractor shall include in its verification of compliance under subdivision 4 a list of all of its first-tier subcontractors that it intends to retain for work on the project. ... FIRST TIER SUBCONTRACTOR NAMES Name of city where company (Legal name of company as registered with the Secretary of State) home office is located Sak A-I ~CN ( Le. 14-v/ll e. , / Dad~, 'L.J · (, !:~ SA ?c:-.1/ Rev . 11-13-2014 Page 4 of 6 ATTACHMENT A-2 ADDITIONAL SUBCONTRACTORS LIST PRIME CONTRACTOR TO SUBMIT AS SUBCONTRACTORS ARE ADDED TO THE PROJECT PROJECT TITLE: hauce, I s i/"'"t:<-.,-!"4-t:alr./ I~ J e ll This form must be submitted to the Project Manager or individual as identified in the solicitation document. Minn . Stat. § 16C .285, Subd. 5 .... If a prime contractor or any subcontractor retains additional subcontractors on the project after submitting its verification of compliance, the prime contractor or subcontractor shall obtain verifications of compliance from each additional subcontractor with which it has a direct contractual relationship and shall submit a supplemental verification confirming compliance with subdivision 3, clause (7), within 14 days of retaining the additional subcontractors .... ADDITIONAL SUBCONTRACTOR NAMES Name of city where company (Legal name of company as registered with the Secretary of State) home office is located Rev . 11-13-2014 Page 5 of6 DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: Loop Trail Snow Clearing – Joint Powers Agreement BACKGROUND For the past two years, the City and St. Croix County has had an agreement where the City would remove snow on the Wisconsin side of the Loop Trail over the winter season. St. Croix County would like continue with the arrangement for the 2023-2024 winter season. Conditions of the agreement, include a $220 payment to the City for each time the trail is cleared. RECOMMENDATION Staff recommends that the Council review and approve the Joint Powers Agreement between St. Croix County Wisconsin and the City of Stillwater Minnesota for the Loop Trail Snow Removal. ACTION REQUESTED If the Council agrees with the recommendation they should pass Resolution 2023-_____ JOINT POWERS AGREEMENT BETWEEN ST. CROIX COUNTY WISCONSIN AND THE CITY OF STILLWATER MINNESOTA FOR THE LOOP TRAIL SNOW REMOVAL City of Stillwater Washington County, Minnesota RESOLUTION 2023 APPROVING JOINT POWERS AGREEMENT BETWEEN ST. CROIX COUNTY WISCONSIN AND THE CITY OF STILLWATER MINNESOTA FOR THE LOOP TRAIL SNOW REMOVAL WHEREAS, an agreement between St. Croix County in Wisconsin and the City of Stillwater to have the City of Stillwater clear snow on a portion of the Wisconsin side of The Loop trail has been prepared and presented to Council and WHEREAS the agreement terms are for one year, includes a $220 payment to the City each time the trail is cleared, indicates no salt be used, and indicates this section is the last priority of clearing for the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA that the agreement presented to Council and on file with the office of the City Clerk is hereby approved and authorizes the Mayor and City Clerk to execute said agreement. Adopted by the City Council this 3rd day of October 2023. CITY OF STILLWATER ___________________________ Ted Kozlowski, Mayor ATTEST:_________________________________ Beth Wolf, City Clerk 1 JOINT POWERS AGREEMENT BETWEEN ST. CROIX COUNTY, WISCONSIN AND THE CITY OF STILLWATER, MINNESOTA FOR THE LOOP TRAIL SNOW REMOVAL THIS AGREEMENT (“Agreement”) is made this ____ day of _______________, 2023, by and between the City of Stillwater, Minnesota (“Stillwater”) and St. Croix County, Wisconsin (“St. Croix County”), hereafter collectively referred to as “Parties.” WHEREAS, St. Croix County, Wisconsin and Washington County, Minnesota are recognized as “border counties” of a “physically adjacent state,” as defined by Wisconsin Statutes §§ 175.46(1)(a) and 175.46(1)(d); and WHEREAS, the City of Stillwater, Minnesota is located in Washington County, Minnesota and meets the definition of “political subdivision” as set forth in Wisconsin Statute § 175.46(1)(e); and WHEREAS, Minnesota Statute § 471.59 provides that two or more governmental units may by Agreement jointly exercise any power common to the contracting parties; and WHEREAS, there is a public trail that was constructed in both Stillwater and St. Croix County, which is depicted on Exhibit A (“Loop Trail”) that requires snow removal; and WHEREAS, Stillwater and St. Croix County clear snow on certain public rights of way within their jurisdictions for the safety of their citizens; and WHEREAS, Stillwater and St. Croix County desire to have an agreement for snow removal for the Loop Trail to extend these services beyond their jurisdictions; and NOW, THEREFORE, in consideration of the mutual promises and agreements contained herein and subject to the provisions of Wisconsin Statute § 175.46, Minnesota Statute § 471.59, and all other applicable statutes, rules and regulations, Stillwater and St. Croix County agree as follows: Article I Snow Removal Services 1.1. Stillwater Public Works Director or designee hereby agrees to provide snow removal services for the portions of the Loop Trail as modified by and pursuant to the specifications articulated on Exhibit B (“Specifications”). Article II Prioritizing Services 2.1 It is the express understanding of the Parties that the first priority of Stillwater is to provide snow removal services within its own jurisdiction. It is understood that the Services contemplated in this Agreement shall be provided only after Stillwater has met its obligations 2 for snow removal services and only if it does not jeopardize the snow removal services provided within its jurisdiction. Article III Payment 3.1 Stillwater shall submit itemized bills for Services provided to St. Croix County on a monthly basis. St. Croix County agrees to pay Stillwater for the Services provided pursuant to the Payment Schedule which is articulated on Exhibit B. 3.2 Payment shall be due and payable within 30 days following receipt of an invoice from Stillwater for Services rendered. Article IV Liability 4.1 Stillwater shall be responsible for damages to or loss of its own equipment. Stillwater waives the right to bring a claim against St. Croix County for any damages to or loss of its equipment, even if the damages or losses were caused wholly or partially by the negligence of any other Party or its officers or employees. 4.2 For purposes of determining total liability for damages pursuant to Minnesota Statute § 471.59 (for activities in Minnesota) or pursuant to Wisconsin Statute § 893.80 (for activities in Wisconsin), the Parties are considered a single governmental unit and the total liability of the Parties shall not exceed the limits on governmental liability for a single governmental unit as specified in Minnesota Statutes § 466.04, subd. 1 or Wisconsin Statute § 893.80. 4.3 No Party to this Agreement nor any officer of any Party shall be liable to any other Party or to any other person for failure of any Party to furnish assistance to the other Party as described in this Agreement. 4.4 Nothing in this Agreement is intended to prevent or hinder the pursuit of applicable state or federal benefits to personnel who respond or render assistance while providing the Services contemplated herein and sustain injury or death in the course of, and arising out of, their employment under this Agreement. Article V Insurance 5.1 During the performance of the Services under this Agreement, Stillwater shall maintain the following insurance: a. General Liability Insurance, with a limit of $1,500,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; 3 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. Stillwater shall furnish the St. Croix County with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to St. Croix County. St. Croix County shall be named as an additional insured on the Commercial General Liability Insurance policy. Article VI Data Practices 6.1 Notwithstanding Minnesota Statute § 13.82, subd. 24, Wisconsin Statute § 19.35, or any other provision of law, the Parties agree that for purposes of the Minnesota and Wisconsin Government Data Practices Acts and all other statutes and provisions of law related to data practices, data management and records retention, each Party shall remain the exclusive responsible authority for its own data management, for responses to data requests and for all aspects of records retention for any and all data that is collected, created, received, maintained or disseminated by the Party as a result of any activity arising out of this Agreement. Article VII Term 7.1 This Agreement shall commence (“Commencement Date”) upon the last date it is approved by one of the Parties. 7.2 This Agreement shall remain in full force and effect for a period of one (1) year from its Commencement Date, unless terminated pursuant to Article VII or extended by written agreement of the parties. Article VIII Termination 8.1 Termination For Convenience. This Agreement may be terminated by either Party upon thirty (30) days written notice to the other Party. Such notice shall be delivered pursuant to Section 9.4. Termination shall not discharge any liability of the Parties during the term of this Agreement. 8.2 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. 4 Article IX General Provisions 9.1 Amendment. Any amendment to this Agreement must be in writing and will not be effective until it has been executed and approved by the same Parties who executed and approved the original Agreement, or their successors in office. 9.2 General Compliance. Both Parties agree to comply with all applicable federal, state and local laws and regulations governing any services provided under this Agreement. 9.3 Non-Discrimination. Both Parties agree to comply with the provisions of all applicable federal and state statutes and regulations pertaining to civil rights and nondiscrimination including, without limitation, Minnesota Statutes § 181.59 and Chapter 363A. 9.4 Notices. Notices shall be communicated to the following addresses: If to Stillwater: City of Stillwater 216 4th Street North Stillwater, MN 55082 Attention: Public Works Director Shawn Sanders Or e-mailed: ssanders@ci.stillwater.mn.us Calls or emails to St. Croix County regarding Services can be forwarded to Stillwater Public Works: 651 275-4100 or pubwrks@ci.stillwater.mn.us. If to St. Croix County: St. Croix County 1101 Carmichael Rd. Hudson, WI 54016 Attn: Community Development Director Jason Kjeseth Or emailed: jason.kjeseth@sccwi.gov Calls, texts or emails to City of Stillwater regarding other trail concerns, such as vandalism, should be sent to St. Croix County Community Development - Parks 715-381-716- 0274 or 715-386-4680 or cdd@sccwi.gov 9.5 Delay In Performance. Neither Stillwater nor St. Croix County 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; blizzards; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure supplies, materials, accesses, or services required to be provided by Stillwater. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to 5 the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. 9.6 Severability. Should a court of competent jurisdiction rule any portion, section or subsection of this Agreement invalid or nullified, that fact shall not affect or invalidate any other portion, section or subsection; and all remaining portions, sections or subsections shall remain in full force and effect. 9.7 Assignment. This Agreement is not assignable without the mutual written agreement of the Parties. 9.8 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. [remainder of page intentionally blank] 6 CITY OF STILLWATER ________________________________ Ted Kozlowski, Mayor DATE: ________________________________ ATTEST: ________________________________ Beth Wolf, City Clerk 7 ST. CROIX COUNTY, WISCONSIN _________________________________________ Jason Kjeseth, Community Development Director DATE: ________________________________ A EXHIBIT A THE LOOP TRAIL B EXHIBIT B SPECIFICATIONS AND PAYMENT SCHEDULE SPECIFICATIONS Stillwater shall perform the Loop Trail Services according to the following Specifications: 1. Clear a 7-foot-wide path on the Loop Trail, from Minnesota/Wisconsin line on the new Highway 36 bridge easterly and northerly along the trail to the Minnesota shoreline on the Lift Bridge. 2. Includes overlooks on new Highway 36 bridge. 3. Includes the south side of the trail only on the Houlton Hill from the east side of the Lift Bridge in Wisconsin to the top of the hill. 4. Does not include parking lots at the Hilltop Trailhead, located at top of the Houlton Hill, or at Blue Star Trailhead, located southeast and across from the Houlton Elementary. 5. No salt or brine will be used on the Loop Trail. 6. Not a “clear pavement” policy, which means the trail will not be free of ice or snow at all times. 7. No ice control except on the Houlton Hill where only sand will be used. 8. Snow removal will only occur during normal work hours (Monday-Friday 7:00am to 3:00pm). 9. Earliest Loop Trail snow removal will begin no earlier than 1 day after a snowfall event due to normal Stillwater city street priority public safety snow removal. 10. Snow removal may take more than 1 day to complete. 11. If any signage is needed relative to snow removal, the message, number of signs and locations will be jointly agreed to by St. Croix County and the City of Stillwater and St. Croix County Community Development will be responsible for purchase, installation, and removal. PAYMENT SCHEDULE 1. $220/per event or call out – min. snowfall = 2”; generally average 20 events/year. (Cost includes equipment and staff time hourly rates – est. 2 hrs/event.) 2. Restoration/sweeping extra cost. 3. Monthly invoices should be emailed to both Jason.Kjeseth@sccwi.gov and Denice.Kistner@sccwi.gov or mailed to St. Croix County Community Development Department, Attn: Denice Kistner, 1101 Carmichael Road, Hudson, WI 54016. DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Public Works Director SUBJECT: State of Minnesota Agency Agreement BACKGROUND Attached is a copy of an Agency Agreement for Federal Participation in construction between the City of Stillwater and the State of Minnesota. This is a standard agreement between MnDOT and local public agencies (LPAs) eligible to receive federal funds. These agreements cover the roles and responsibilities associated with federal aid funds and allow for MnDOT to act as a local agency’s agent in accepting these funds for construction projects should the occasion occur. RECOMMENDATION Staff has reviewed the Agency Agreement and recommends council approval. ACTION REQUESTED If Council agrees with the recommendation, they should pass RESOLUTION 2023-____ APPROVE ENTERING INTO A STATE OF MINNESOTA AGENCY AGREEMENT FOR FEDERAL PARTICIPATION IN CONSTRUCTION City of Stillwater Washington County, Minnesota RESOLUTION 2023- APPROVING MNDOT AGENCY AGREEMENT WHEREAS, pursuant to Minnesota Stat. Sec. 161.36, the Commissioner of Transportation be appointed as Agent of the City of Stillwater to accept as its agent, federal aid funds which may be made available for eligible transportation related projects. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves that the Mayor and City Clerk are hereby authorized and directed for and on behalf of the City of Stillwater to execute and enter into an agreement with the Commissioner of Transportation prescribing the terms and conditions of said federal aid participation as set forth and contained in “Minnesota Department of Transportation Agency Agreement No. 1052228”, a copy of which said agreement was before the City Council and which is made a part hereof by reference. Adopted by the Stillwater City Council this 3rd day of October, 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk   MnDOT Contract No. 1052228    Updated November 7, 2022 1  STATE OF MINNESOTA  AGENCY AGREEMENT  for  FEDERAL PARTICIPATION IN CONSTRUCTION  This Agreement is entered into by and between City of Stillwater (“Local Government”) and the State of Minnesota  acting through its Commissioner of Transportation (“MnDOT”).  RECITALS   1. Pursuant to Minnesota Statutes Section 161.36, the Local Government desires MnDOT to act as the Local  Government’s agent in accepting federal funds on the Local Government’s behalf for the construction,  improvement, or enhancement of transportation financed either in whole or in part by Federal Highway  Administration (“FHWA”) federal funds, hereinafter referred to as the “Project(s)”; and  2. This Agreement is intended to cover all federal aid projects initiated by the Local Government and therefore has  no specific State Project number associated with it, and  2.1. The Assistance Listing Number (ALN) is 20.205, 20.224, 20.933 or another Department of Transportation  ALN as listed on SAM.gov and  2.2. This project is for construction, not research and development.  2.3. MnDOT requires that the terms and conditions of this agency be set forth in an agreement.  AGREEMENT TERMS   1. Term of Agreement; Prior Agreement  1.1. Effective Date.  This Agreement will be effective on the date that MnDOT obtains all required signatures  under Minn. Stat. §16C.05, Subd. 2.  This Agreement will remain effective until it is superseded or  terminated pursuant to section 14.    2. Local Government’s Duties  2.1. Designation.  The Local Government designates MnDOT to act as its agent in accepting federal funds on its  behalf made available for the Project(s).  Details on the required processes and procedures are available on  the State Aid Website.  2.2. Staffing.    2.2.1. The Local Government will furnish and assign a publicly employed and licensed engineer, (“Project  Engineer"), to be in responsible charge of the Project(s) and to supervise and direct the work to be  performed under any construction contract let for the Project(s). In the alternative, where the Local  Government elects to use a private consultant for construction engineering services, the Local  Government will provide a qualified, full‐time public employee of the Local Government to be in  responsible charge of the Project(s). The services of the Local Government to be performed hereunder  may not be assigned, sublet, or transferred unless the Local Government is notified in writing by  MnDOT that such action is permitted under 23 CFR 1.33 and 23 CFR 635.105 and state law.  This  written consent will in no way relieve the Local Government from its primary responsibility for  performance of the work.   MnDOT Contract No. 1052228       2  2.2.2. During the progress of the work on the Project(s), the Local Government authorizes its Project  Engineer to request in writing specific engineering and/or technical services from MnDOT, pursuant to  Minnesota Statutes Section 161.39.  Such services may be covered by other technical service  agreements. If MnDOT furnishes the services requested, and if MnDOT requests reimbursement, then  the Local Government will promptly pay MnDOT to reimburse the state trunk highway fund for the full  cost and expense of furnishing such services.  The costs and expenses will include the current MnDOT  labor additives and overhead rates, subject to adjustment based on actual direct costs that have been  verified by audit. Provision of such services will not be deemed to make MnDOT a principal or co‐ principal with respect to the Project(s).  2.3. Pre‐letting.  The Local Government will prepare construction contracts in accordance with Minnesota law  and applicable Federal laws and regulations.  2.3.1. The Local Government will solicit bids after obtaining written notification from MnDOT that the FHWA  has authorized the Project(s).  Any Project(s) advertised prior to authorization without permission will  not be eligible for federal reimbursement.  2.3.2. The Local Government will prepare the Proposal for Highway Construction for the construction  contract, which will include all federal‐aid provisions supplied by MnDOT.   2.3.3. The Local Government will prepare and publish the bid solicitation for the Project(s) as required by  state and federal laws. The Local Government will include in the solicitation the required language for  federal‐aid construction contracts as supplied by MnDOT. The solicitation will state where the  proposals, plans, and specifications are available for the inspection of prospective bidders and where  the Local Government will receive the sealed bids.   2.3.4. The Local Government may not include other work in the construction contract for the authorized  Project(s) without obtaining prior notification from MnDOT that such work is allowed by FHWA.  Failure to obtain such notification may result in the loss of some or all of the federal funds for the  Project(s). All work included in a federal contract is subject to the same federal requirements as the  federal project.  2.3.5. The Local Government will prepare and sell the plan and proposal packages and prepare and  distribute any addenda, if needed.  2.3.6. The Local Government will receive and open bids.  2.3.7. After the bids are opened, the Local Government will consider the bids and will award the bid to the  lowest responsible bidder or reject all bids. If the construction contract contains a goal for  Disadvantaged Business Enterprises (DBEs), the Local Government will not award the bid until it has  received certification of the Disadvantaged Business Enterprise participation from the MnDOT Office  of Civil Rights.   2.3.8. The Local Government must disclose in writing any potential conflict of interest to the Federal  awarding agency or MnDOT in accordance with applicable FHWA policy.  2.4. Contract Administration.  2.4.1. The Local Government will prepare and execute a construction contract with the lowest responsible  bidder, hereinafter referred to as the “Contractor,” in accordance with the special provisions and the  latest edition of MnDOT’s Standard Specifications for Construction when the contract is awarded and  all amendments thereto. All contracts between the Local Government and third parties or  subcontractors must contain all applicable provisions of this Agreement, including the applicable  federal contract clauses, which are identified in Appendix II of 2 CFR 200, Uniform Administrative   MnDOT Contract No. 1052228       3  Requirements, Cost Principles and Audit Requirements for Federal Awards, and as identified in Section  18 of this Agreement.  2.4.2. The Project(s) will be constructed in accordance with the plans, special provisions, and standard  specifications of each Project.  The standard specifications will be the latest edition of MnDOT  Standard Specifications for Highway Construction and all amendments thereto.  The plans, special  provisions, and standard specifications will be on file at the Local Government Engineer’s Office. The  plans, special provisions, and specifications are incorporated into this Agreement by reference as  though fully set forth herein.  2.4.3. The Local Government will furnish the personnel, services, supplies, and equipment necessary to  properly supervise, inspect, and document the work for the Project(s). The services of the Local  Government to be performed hereunder may not be assigned, sublet, or transferred unless the Local  Government is notified in writing by MnDOT that such action is permitted under 23 CFR 1.33 and 23  CFR 635.105 and state law.  This written consent will in no way relieve the Local Government from its  primary responsibility for performance of the work.  2.4.4. The Local Government will document quantities in accordance with the guidelines set forth in the  Construction Section of the Electronic State Aid Manual that are in effect at the time the work was  performed.   2.4.5. The Local Government will test materials in accordance with the Schedule of Materials Control in  effect at the time each Project was let. The Local Government will notify MnDOT when work is in  progress on the Project(s) that requires observation by the Independent Assurance Inspector, as  required by the Independent Assurance Schedule.  2.4.6. The Local Government may make changes in the plans or the character of the work, as may be  necessary to complete the Project(s), and may enter into Change Order(s) with the Contractor. The  Local Government will not be reimbursed for any costs of any work performed under a change order  unless MnDOT has notified the Local Government that the subject work is eligible for federal funds  and sufficient federal funds are available.  2.4.7. The Local Government will request approval from MnDOT for all costs in excess of the amount of  federal funds previously approved for the Project(s) prior to incurring such costs. Failure to obtain  such approval may result in such costs being disallowed for reimbursement.  2.4.8. The Local Government will prepare reports, keep records, and perform work so as to meet federal  requirements and to enable MnDOT to collect the federal aid sought by the Local Government.   Required reports are listed in the MnDOT State Aid Manual, Delegated Contract Process Checklist,  available from MnDOT’s authorized representative. The Local Government will retain all records and  reports and allow MnDOT or the FHWA access to such records and reports for six years.  2.4.9. Upon completion of the Project(s), the Project Engineer will determine whether the work will be  accepted.   2.5. Limitations.    2.5.1. The Local Government will comply with all applicable Federal, State, and local laws, ordinances, and  regulations.  2.5.2. Nondiscrimination.  It is the policy of the Federal Highway Administration and the State of Minnesota  that no person in the United States will, on the grounds of race, color, or national origin, be excluded  from participation in, be denied the benefits of, or be subjected to discrimination under any program  or activity receiving Federal financial assistance (42 U.S.C. 2000d).  Through expansion of the mandate  for nondiscrimination in Title VI and through parallel legislation, the proscribed bases of discrimination   MnDOT Contract No. 1052228       4  include race, color, sex, national origin, age, and disability.  In addition, the Title VI program has been  extended to cover all programs, activities and services of an entity receiving Federal financial  assistance, whether such programs and activities are Federally assisted or not. Even in the absence of  prior discriminatory practice or usage, a recipient in administering a program or activity to which this  part applies is expected to take affirmative action to assure that no person is excluded from  participation in, or is denied the benefits of, the program or activity on the grounds of race, color,  national origin, sex, age, or disability. It is the responsibility of the Local Government to carry out the  above requirements.  2.5.3. Utilities.  The Local Government will treat all public, private or cooperatively owned utility facilities  which directly or indirectly serve the public and which occupy highway rights of way in conformance  with 23 CFR 645 “Utilities”, which is incorporated herein by reference.  2.6. Maintenance.  The Local Government assumes full responsibility for the operation and maintenance of any  facility constructed or improved under this Agreement.  3. MnDOT’s Duties  3.1. Acceptance. MnDOT accepts designation as Agent of the Local Government for the receipt and disbursement  of federal funds and will act in accordance herewith.  3.2. Project Activities.   3.2.1. MnDOT will make the necessary requests to the FHWA for authorization to use federal funds for the  Project(s) and for reimbursement of eligible costs pursuant to the terms of this Agreement.  3.2.2. MnDOT will provide to the Local Government copies of the required Federal‐aid clauses to be included  in the bid solicitation and will provide the required Federal‐aid provisions to be included in the Proposal  for Highway Construction.  3.2.3. MnDOT will review and certify the DBE participation and notify the Local Government when certification  is complete.  If certification of DBE participation (or good faith efforts to achieve such participation)  cannot be obtained, then Local Government must decide whether to proceed with awarding the  contract.  Failure to obtain such certification will result in the Project becoming ineligible for federal  assistance, and the Local Government must make up any shortfall.  3.2.4. MnDOT will provide the required labor postings.  3.3. Authority. MnDOT may withhold federal funds, where MnDOT or the FHWA determines that the Project(s)  was not completed in compliance with federal requirements.   3.4. Inspection. MnDOT, the FHWA, or duly authorized representatives of the state and federal government will  have the right to audit, evaluate and monitor the work performed under this Agreement. The Local  Government will make all books, records, and documents pertaining to the work hereunder available for a  minimum of six years following the closing of the construction contract.  4. Time  4.1. The Local Government must comply with all time requirements described in this Agreement.  In the  performance of this Agreement, time is of the essence.  4.2. The period of performance is defined as beginning on the date of federal authorization and ending on the  date defined in the federal financial system or federal agreement (“end date”).  No work completed after  the end date will be eligible for federal funding.  Local Government must submit all contract close out  paperwork to MnDOT at least twenty‐four months prior to the end date.    5. Payment   MnDOT Contract No. 1052228       5  5.1. Cost.  The entire cost of the Project(s) is to be paid from federal funds made available by the FHWA and by  other funds provided by the Local Government.  The Local Government will pay any part of the cost or  expense of the Project(s) that is not paid by federal funds. MnDOT will receive the federal funds to be paid  by the FHWA for the Project(s), pursuant to Minnesota Statutes § 161.36, Subdivision 2. MnDOT will  reimburse the Local Government, from said federal funds made available to each Project, for each partial  payment request, subject to the availability and limits of those funds.  5.2. Indirect Cost Rate Proposal/Cost Allocation Plan. If the Local Government seeks reimbursement for indirect  costs and has submitted to MnDOT an indirect cost rate proposal or a cost allocation plan, the rate proposed  will be used on a provisional basis. At any time during the period of performance or the final audit of a  Project, MnDOT may audit and adjust the indirect cost rate according to the cost principles in 2 CFR Part  200. MnDOT may adjust associated reimbursements accordingly.  5.3. Reimbursement.  The Local Government will prepare partial estimates in accordance with the terms of the  construction contract for the Project(s).  The Project Engineer will certify each partial estimate. Following  certification of the partial estimate, the Local Government will make partial payments to the Contractor in  accordance with the terms of the construction contract for the Project(s).  5.3.1. Following certification of the partial estimate, the Local Government may request reimbursement for  costs eligible for federal funds. The Local Government’s request will be made to MnDOT and will  include a copy of the certified partial estimate.   5.3.2. Upon completion of the Project(s), the Local Government will prepare a final estimate in accordance  with the terms of the construction contract for the Project(s).  The Project Engineer will certify the  final estimate. Following certification of the final estimate, the Local Government will make the final  payment to the Contractor in accordance with the terms of the construction contract for the  Project(s).  5.3.3. Following certification of the final estimate, the Local Government may request reimbursement for  costs eligible for federal funds.  The Local Government’s request will be made to MnDOT and will  include a copy of the certified final estimate along with the required records.  5.3.4. Upon completion of the Project(s), MnDOT will perform a final inspection and verify the federal and  state eligibility of all payment requests. If the Project is found to have been completed in accordance  with the plans and specifications, MnDOT will promptly release any remaining federal funds due the  Local Government for the Project(s). If MnDOT finds that the Local Government has been overpaid,  the Local Government must promptly return any excess funds.  5.3.5. In the event MnDOT does not obtain funding from the Minnesota Legislature or other funding source,  or funding cannot be continued at a sufficient level to allow for the processing of the federal aid  reimbursement requests, the Local Government may continue the work with local funds only, until  such time as MnDOT is able to process the federal aid reimbursement requests.  5.4. Matching Funds.  Any cost sharing or matching funds required of the Local Government in this Agreement  must comply with 2 CFR 200.306.  5.5. Federal Funds. Payments under this Agreement will be made from federal funds. The Local Government is  responsible for compliance with all federal requirements imposed on these funds and accepts full financial  responsibility for failure to comply with any federal requirements including, but not limited to, 2 CFR Part  200.  If, for any reason, the federal government fails to pay part of the cost or expense incurred by the Local  Government, or in the event the total amount of federal funds is not available, the Local Government will be  responsible for any and all costs or expenses incurred under this Agreement. The Local Government further  agrees to pay any and all lawful claims arising out of or incidental to the performance of the work covered  by this Agreement in the event the federal government does not pay the same.   MnDOT Contract No. 1052228       6  5.6. Closeout.  The Local Government must liquidate all obligations incurred under this Agreement for each  Project and submit all financial, performance, and other reports as required by the terms of this Agreement  and the Federal award at least twenty‐four months prior to the end date of the period of performance for  each Project.  MnDOT will determine, at its sole discretion, whether a closeout audit is required prior to final  payment approval.  If a closeout audit is required, final payment will be held until the audit has been  completed.  Monitoring of any capital assets acquired with funds will continue following project closeout.  6. Conditions of Payment. All services provided by Local Government under this Agreement must be performed to  MnDOT’s satisfaction, as determined at the sole discretion of MnDOT’s Authorized Representative, and in  accordance with all applicable federal, state, and local laws, ordinances, rules, and regulations.  The Local  Government will not receive payment for work found by MnDOT to be unsatisfactory or performed in violation of  federal, state, or local law.  7. Authorized Representatives  7.1. MnDOT's Authorized Representative is:  Name:  Kristine Elwood, or her successor.    Title:  State Aid Engineer  Phone:  651‐366‐4831  Email:  Kristine.elwood@state.mn.us  MnDOT’s Authorized Representative has the responsibility to monitor Local Government’s performance and  the authority to accept the services provided under this Agreement.  If the services are satisfactory,  MnDOT's Authorized Representative will certify acceptance on each invoice submitted for payment.   7.2. The Local Government’s Authorized Representative is:  Name: Shawn Sanders or their successor.    Title: Stillwater City Engineer  Phone: 651‐430‐8830  Email: ssanders@ci.stillwater.mn.us  If the Local Government’s Authorized Representative changes at any time during this Agreement, the Local  Government will immediately notify MnDOT.   8. Assignment Amendments, Waiver, and Agreement Complete  8.1. Assignment.  The Local Government may neither assign nor transfer any rights or obligations under this  Agreement without the prior written consent of MnDOT and a fully executed Assignment Agreement,  executed and approved by the same parties who executed and approved this Agreement, or their successors  in office.  8.2. Amendments.  Any amendment to this Agreement must be in writing and will not be effective until it has  been executed and approved by the same parties who executed and approved the original agreement, or  their successors in office.  8.3. Waiver.  If MnDOT fails to enforce any provision of this Agreement, that failure does not waive the provision  or MnDOT’s right to subsequently enforce it.  8.4. Agreement Complete.  This Agreement contains all negotiations and agreements between MnDOT and the  Local Government. No other understanding regarding this Agreement, whether written or oral, may be used  to bind either party.   MnDOT Contract No. 1052228       7  8.5. Severability. If any provision of this Agreement, or the application thereof, is found to be invalid or  unenforceable to any extent, the remainder of the Agreement, including all material provisions and the  application of such provisions, will not be affected and will be enforceable to the greatest extent permitted  by the law.  8.6. Electronic Records and Signatures.  The parties agree to contract by electronic means.  This includes using  electronic signatures and converting original documents to electronic records.  8.7. Certification.  By signing this Agreement, the Local Government certifies that it is not suspended or  debarred from receiving federal or state awards.  9. Liability and Claims  9.1. Tort Liability. Each party is responsible for its own acts and omissions and the results thereof to the extent  authorized by law and will not be responsible for the acts and omissions of any others and the results  thereof.  The Minnesota Tort Claims Act, Minnesota Statutes Section 3.736, governs MnDOT liability.  9.2. Claims.  The Local Government acknowledges that MnDOT is acting only as the Local Government’s agent  for acceptance and disbursement of federal funds, and not as a principal or co‐principal with respect to the  Project.  The Local Government will pay any and all lawful claims arising out of or incidental to the Project  including, without limitation, claims related to contractor selection (including the solicitation, evaluation,  and acceptance or rejection of bids or proposals), acts or omissions in performing the Project work, and any  ultra vires acts.    To the extent permitted by law, the Local Government will indemnify, defend (to the  extent permitted by the Minnesota Attorney General), and hold MnDOT harmless from any claims or costs  arising out of or incidental to the Project(s), including reasonable attorney fees incurred by MnDOT.  The  Local Government’s indemnification obligation extends to any actions related to the certification of DBE  participation, even if such actions are recommended by MnDOT.  10. Audits  10.1. Under Minn. Stat. § 16C.05, Subd.5, the books, records, documents, and accounting procedures and  practices of the Local Government, or any other party relevant to this Agreement or transaction, are subject  to examination by MnDOT and/or the State Auditor or Legislative Auditor, as appropriate, for a minimum of  six years from the end of this Agreement, receipt and approval of all final reports, or the required period of  time to satisfy all state and program retention requirements, whichever is later.  The Local Government will  take timely and appropriate action on all deficiencies identified by an audit.  10.2. All requests for reimbursement are subject to audit, at MnDOT’s discretion.  The cost principles outlined in 2  CFR 200.400‐.476 will be used to determine whether costs are eligible for reimbursement under this  Agreement.  10.3. If Local Government expends $750,000 or more in Federal Funds during the Local Government’s fiscal year,  the Local Government must have a single audit or program specific audit conducted in accordance with 2  CFR Part 200.  11. Government Data Practices. The Local Government and MnDOT must comply with the Minnesota Government  Data Practices Act, Minn. Stat. Ch. 13, as it applies to all data provided by MnDOT under this Agreement, and as it  applies to all data created, collected, received, stored, used, maintained, or disseminated by the Local  Government under this Agreement. The civil remedies of Minn. Stat. §13.08 apply to the release of the data  referred to in this clause by either the Local Government or MnDOT.    12. Workers Compensation. The Local Government certifies that it is in compliance with Minn. Stat. §176.181, Subd.  2, pertaining to workers’ compensation insurance coverage.  The Local Government’s employees and agents will  not be considered MnDOT employees.  Any claims that may arise under the Minnesota Workers’ Compensation  Act on behalf of these employees and any claims made by any third party as a consequence of any act or omission   MnDOT Contract No. 1052228       8  on the part of these employees are in no way MnDOT’s obligation or responsibility.  13. Governing Law, Jurisdiction, and Venue. Minnesota law, without regard to its choice‐of‐law provisions, governs  this Agreement.  Venue for all legal proceedings out of this Agreement, or its breach, must be in the appropriate  state or federal court with competent jurisdiction in Ramsey County, Minnesota.  14. Termination; Suspension  14.1. Termination by MnDOT. MnDOT may terminate this Agreement with or without cause, upon 30 days  written notice to the Local Government.  Upon termination, the Local Government will be entitled to  payment, determined on a pro rata basis, for services satisfactorily performed.  14.2. Termination for Cause.  MnDOT may immediately terminate this Agreement if MnDOT finds that there has  been a failure to comply with the provisions of this Agreement, that reasonable progress has not been  made, that fraudulent or wasteful activity has occurred, that the Local Government has been convicted of a  criminal offense relating to a state agreement, or that the purposes for which the funds were granted have  not been or will not be fulfilled. MnDOT may take action to protect the interests of MnDOT of Minnesota,  including the refusal to disburse additional funds and/or requiring the return of all or part of the funds  already disbursed.  14.3. Termination for Insufficient Funding.  MnDOT may immediately terminate this Agreement if:  14.3.1. It does not obtain funding from the Minnesota Legislature; or  14.3.2. If funding cannot be continued at a level sufficient to allow for the payment of the services covered  here. Termination must be by written or fax notice to the Local Government. MnDOT is not  obligated to pay for any services that are provided after notice and effective date of termination.  However, the Local Government will be entitled to payment, determined on a pro rata basis, for  services satisfactorily performed to the extent that funds are available. MnDOT will not be assessed  any penalty if the Agreement is terminated because of the decision of the Minnesota Legislature, or  other funding source, not to appropriate funds. MnDOT will provide the Local Government notice of  the lack of funding within a reasonable time of MnDOT’s receiving that notice.  14.4. Suspension.  MnDOT may immediately suspend this Agreement in the event of a total or partial government  shutdown due to the failure to have an approved budget by the legal deadline.  Work performed by the  Local Government during a period of suspension will be deemed unauthorized and undertaken at risk of  non‐payment.  15. Data Disclosure. Under Minn. Stat. § 270C.65, Subd. 3, and other applicable law, the Local Government consents  to disclosure of its social security number, federal employer tax identification number, and/or Minnesota tax  identification number, already provided to MnDOT, to federal and state tax agencies and state personnel involved  in the payment of state obligations.  These identification numbers may be used in the enforcement of federal and  state tax laws which could result in action requiring the Local Government to file state tax returns and pay  delinquent state tax liabilities, if any.  16. Fund Use Prohibited. The Local Government will not utilize any funds received pursuant to this Agreement to  compensate, either directly or indirectly, any contractor, corporation, partnership, or business, however  organized, which is disqualified or debarred from entering into or receiving a State contract.  This restriction  applies regardless of whether the disqualified or debarred party acts in the capacity of a general contractor, a  subcontractor, or as an equipment or material supplier.  This restriction does not prevent the Local Government  from utilizing these funds to pay any party who might be disqualified or debarred after the Local Government’s  contract award on this Project.  17. Discrimination Prohibited by Minnesota Statutes §181.59. The Local Government will comply with the provisions  of Minnesota Statutes §181.59 which requires that every contract for or on behalf of the State of Minnesota, or   MnDOT Contract No. 1052228       9  any county, city, town, township, school, school district or any other district in the state, for materials, supplies or  construction will contain provisions by which Contractor agrees: 1) That, in the hiring of common or skilled labor  for the performance of any work under any contract, or any subcontract, no Contractor, material supplier or  vendor, will, by reason of race, creed or color, discriminate against the person or persons who are citizens of the  United States or resident aliens who are qualified and available to perform the work to which the employment  relates; 2) That no Contractor, material supplier, or vendor, will, in any manner, discriminate against, or  intimidate, or prevent the employment of any person or persons identified in clause 1 of this section, or on being  hired, prevent or conspire to prevent, the person or persons from the performance of work under any contract on  account of race, creed or color; 3) That a violation of this section is a misdemeanor; and 4) That this contract may  be canceled or terminated by the state of Minnesota, or any county, city, town, township, school, school district or  any other person authorized to contracts for employment, and all money due, or to become due under the  contract, may be forfeited for a second or any subsequent violation of the terms or conditions of this Agreement.  18. Federal Contract Clauses  18.1. Appendix II 2 CFR Part 200. The Local Government agrees to comply with the following federal  requirements as identified in 2 CFR 200, Uniform Administrative Requirements, Cost Principles and Audit  Requirements for Federal Awards, and agrees to pass through these requirements to its subcontractors and  third‐party contractors, as applicable. In addition, the Local Government shall have the same meaning as  “Contractor” in the federal requirements listed below.  18.1.1. Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount  determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations  Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal  remedies in instances where contractors violate or breach contract terms, and provide for such  sanctions and penalties as appropriate.  18.1.2. All contracts in excess of $10,000 must address termination for cause and for convenience by the  non‐Federal entity including the manner by which it will be effected and the basis for settlement.  18.1.3. Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts  that meet the definition of “federally assisted construction contract” in 41 CFR Part 60‐1.3 must  include the equal opportunity clause provided under 41 CFR 60‐1.4(b), in accordance with Executive  Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964‐1965 Comp.,  p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal  Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal  Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”  18.1.4. Davis‐Bacon Act, as amended (40 U.S.C. 3141‐3148). When required by Federal program legislation,  all prime construction contracts in excess of $2,000 awarded by non‐Federal entities must include a  provision for compliance with the Davis‐Bacon Act (40 U.S.C. 3141‐3144, and 3146‐3148) as  supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions  Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with  the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less  than the prevailing wages specified in a wage determination made by the Secretary of Labor. In  addition, contractors must be required to pay wages not less than once a week. The non‐Federal  entity must place a copy of the current prevailing wage determination issued by the Department of  Labor in each solicitation. The decision to award a contract or subcontract must be conditioned  upon the acceptance of the wage determination. The non‐Federal entity must report all suspected  or reported violations to the Federal awarding agency. The contracts must also include a provision  for compliance with the Copeland “Anti‐Kickback” Act (40 U.S.C. 3145), as supplemented  by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public   MnDOT Contract No. 1052228       10  Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”).  The Act provides that each contractor or subrecipient must be prohibited from inducing, by any  means, any person employed in the construction, completion, or repair of public work, to give up  any part of the compensation to which he or she is otherwise entitled. The non‐Federal entity must  report all suspected or reported violations to the Federal awarding agency.  18.1.5. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701‐3708). Where applicable, all  contracts awarded by the non‐Federal entity in excess of $100,000 that involve the employment of  mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as  supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act,  each contractor must be required to compute the wages of every mechanic and laborer on the basis  of a standard work week of 40 hours. Work in excess of the standard work week is permissible  provided that the worker is compensated at a rate of not less than one and a half times the basic  rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40  U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be  required to work in surroundings or under working conditions which are unsanitary, hazardous or  dangerous. These requirements do not apply to the purchases of supplies or materials or articles  ordinarily available on the open market, or contracts for transportation or transmission of  intelligence.  18.1.6. Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition  of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter  into a contract with a small business firm or nonprofit organization regarding the substitution of  parties, assignment or performance of experimental, developmental, or research work under that  “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR  Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under  Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations  issued by the awarding agency.  18.1.7. Clean Air Act (42 U.S.C. 7401‐7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251‐ 1387), as amended ‐ Contracts and subgrants of amounts in excess of $150,000 must contain a  provision that requires the non‐Federal award to agree to comply with all applicable standards,  orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401‐7671q) and the Federal  Water Pollution Control Act as amended (33 U.S.C. 1251‐1387). Violations must be reported to the  Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).  18.1.8. Debarment and Suspension (Executive Orders 12549 and 12689) ‐ A contract award (see 2 CFR  180.220) must not be made to parties listed on the governmentwide exclusions in the System for  Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement  Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235),  “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended,  or otherwise excluded by agencies, as well as parties declared ineligible under statutory or  regulatory authority other than Executive Order 12549.  18.1.9. Byrd Anti‐Lobbying Amendment (31 U.S.C. 1352) ‐ Contractors that apply or bid for an award  exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it  will not and has not used Federal appropriated funds to pay any person or organization for  influencing or attempting to influence an officer or employee of any agency, a member of Congress,  officer or employee of Congress, or an employee of a member of Congress in connection with  obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must  also disclose any lobbying with non‐Federal funds that takes place in connection with obtaining any  Federal award. Such disclosures are forwarded from tier to tier up to the non‐Federal award.   MnDOT Contract No. 1052228       11  18.1.10. Local Government will comply with 2 CFR § 200.323.  18.1.11. Local Government will comply with 2 CFR § 200.216.  18.1.12. Local Government will comply with 2 CFR § 200.322.  18.2. Drug‐Free Workplace.  The Local Government will comply with the Drug‐Free Workplace requirements  under subpart B of 49 C.F.R. Part 32.  18.3. Title VI/Non‐discrimination Assurances.  The Local Government hereby agrees that, as a condition of  receiving any Federal financial assistance under this Agreement, it will comply with Title VI of the Civil  Rights Act of 1964 (78 Stat. 252, 42 U.S.C. § 2000d), related nondiscrimination statutes (i.e., 23 U.S.C. § 324,  Section 504 of the Rehabilitation Act of 1973 as amended, and the Age Discrimination Act of 1975), and  applicable regulatory requirements to the end that no person in the United States shall, on the grounds of  race, color, national origin, sex, disability, or age be excluded from participation in, be denied the benefits  of, or otherwise be subjected to discrimination under any program or activity for which the Local  Government receives Federal financial assistance.   The Local Government hereby agrees to comply with all applicable US DOT Standard Title VI/Non‐ Discrimination Assurances contained in DOT Order No. 1050.2A, and in particular Appendices A and E,  which can be found at: https://edocs‐ public.dot.state.mn.us/edocs_public/DMResultSet/download?docId=11149035.  If federal funds are  included in any contract, the Local Government will ensure the appendices and solicitation language within  the assurances are inserted into contracts as required. State may conduct a review of the Local  Government’s compliance with this provision. The Local Government must cooperate with State  throughout the review process by supplying all requested information and documentation to State, making  Local Government staff and officials available for meetings as requested, and correcting any areas of non‐ compliance as determined by State.   18.4. Buy America.  The Local Government must comply with the Buy America domestic preferences contained  in the Build America, Buy America Act (Sections 70901‐52 of the Infrastructure Investment and Jobs  Act, Public Law 117‐58) and as implemented by US DOT operating agencies.  18.5. Federal Funding Accountability and Transparency Act (FFATA)  18.5.1. This Agreement requires the Local Government to provide supplies and/or services that are funded  in whole or in part by federal funds that are subject to FFATA. The Local Government is responsible  for ensuring that all applicable requirements, including but not limited to those set forth herein, of  FFATA are met and that the Local Government provides information to the MnDOT as required.   a. Reporting of Total Compensation of the Local Government’s Executives.   b. The Local Government shall report the names and total compensation of each of its five most  highly compensated executives for the Local Government’s preceding completed fiscal year, if  in the Local Government’s preceding fiscal year it received:  i. 80 percent or more of the Local Government’s annual gross revenues from Federal  procurement contracts and Federal financial assistance subject to the Transparency Act,  as defined at 2 CFR 170.320 (and subawards); and   ii. $25,000,000 or more in annual gross revenues from Federal procurement contracts (and  subcontracts), and Federal financial assistance subject to the Transparency Act (and  subawards); and  iii. The public does not have access to information about the compensation of the  executives through periodic reports filed under section 13(a) or 15(d) of the Securities   MnDOT Contract No. 1052228       12  Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue  Code of 1986. (To determine if the public has access to the compensation information,  see the U.S. Security and Exchange Commission total compensation filings at  https://www.sec.gov/answers/execomp.htm).  Executive means officers, managing partners, or any other employees in management  positions.  c. Total compensation means the cash and noncash dollar value earned by the executive during  the Local Government’s preceding fiscal year and includes the following (for more information  see 17 CFR 229.402(c)(2)):   i. Salary and bonus.   ii. Awards of stock, stock options, and stock appreciation rights. Use the dollar amount  recognized for financial statement reporting purposes with respect to the fiscal year in  accordance with the Statement of Financial Accounting Standards No. 123 (Revised  2004) (FAS 123R), Shared Based Payments.   iii. Earnings for services under non‐equity incentive plans. This does not include group life,  health, hospitalization or medical reimbursement plans that do not discriminate in favor  of executives, and are available generally to all salaried employees.   iv. Change in pension value. This is the change in present value of defined benefit and  actuarial pension plans.   v. Above‐market earnings on deferred compensation which is not tax qualified.   18.5.2. Other compensation, if the aggregate value of all such other compensation (e.g. severance,  termination payments, value of life insurance paid on behalf of the employee, perquisites or  property) for the executive exceeds $10,000.  18.5.3. The Local Government must report executive total compensation described above to the MnDOT  by the end of the month during which this Agreement is awarded.  18.5.4. The Local Government will obtain a Unique Entity Identifier number and maintain this number for  the term of this Agreement.  This number shall be provided to MnDOT on the plan review checklist  submitted with the plans for each Project.    18.5.5. The Local Government’s failure to comply with the above requirements is a material breach of this  Agreement for which the MnDOT may terminate this Agreement for cause.  The MnDOT will not be  obligated to pay any outstanding invoice received from the Local Government unless and until the  Local Government is in full compliance with the above requirements.    [THE REMAINDER OF THIS PAGE HAS INTENTIONALLY BEEN LEFT BLANK.] MnDOT Contract No. 1052228     13      City of Stillwater  Local Government certifies that the appropriate  person(s) have executed the contract on behalf of the  Local Government as required by applicable articles,  bylaws, resolutions or ordinances.  By:   Title:   Date:       By:   Title:   Date:                                                   DEPARTMENT OF TRANSPORTATION      By:   Title:   Date:     COMMISSIONER OF ADMINISTRATION  By:   Date:    DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Declaring Revised Costs to be Assessed on Proposed Assessment for the 2023 Street Improvement Project (2023-02) BACKGROUND At the September 5th City Council meeting, a resolution was passed for approval of the declared costs for the 2023 Streets Improvement Project. After review, staff found a calculation error in the total amount to be assessed. The amount declared to the City should be $752,000.17 and the portion of the cost to be assessed against benefited property owners is declared to be $1,768,367.67. RECOMMENDATION Staff recommends that Council accept the revised declared costs. ACTION REQUESTED If Council concurs with the recommendation, they should pass the RESOLUTION REVISED DECLARED COSTS TO BE ASSESSED FOR THE 2022 STREET IMPROVEMENT PROJECT (PROJECT 2023-02). City of Stillwater Washington County, Minnesota RESOLUTION 2023- RESOLUTION REVISED DECLARED COST TO BE ASSESSED FOR 2023 STREET IMPROVEMENT PROJECT (PROJECT 2023-02) WHEREAS, a resolution was approved for declaration of costs to be assessed to property owners for the 2023 Street improvement project (project 2023-02) at the City council meeting on September 5th, 2023. WHEREAS, after further review of the assessments staff found a mistake in the total amount to be assessed to the property owners. The cost for the improvement of streets and utilities and expenses incurred or to be incurred in the making of such improvement has not changed. NOW THEREFORE, BE IT RESOLVED by the City Council of Stillwater, Minnesota: The portion of the cost of such improvement to be paid by the city is hereby declared to be $752,000.17 and the portion of the cost to be assessed against benefited property owners is declared to be $1,768,367.67. Adopted by the City Council this 3rd day of October, 2023. CITY OF STILLWATER ______________________________ Ted Kozlowski, Mayor ATTEST: _________________________________ Beth Wolf, City Clerk DATE: October 3, 2023 TO: Honorable Mayor and City Councilmembers FROM: Ben Gutknecht, Planning Manager SUBJECT: Consent Agenda Item: Short-Term Home Rental License Applications BACKGROUND According to 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 rentals and have deemed them complete for approval by the City Council. Staff would like to note while conducting a review of the active STHR applications a discrepancy in the number of licenses available was identified. The last STHR license approved by the City Council noted it was the 38th license to be approved. It has been determined that this initial count is inflated by two. The number of licenses below is the corrected and accurate number of licenses available. Additionally, staff would like to provide an update regarding upcoming license requests. Currently, staff has approximately 6 applications in the review process and 3 future applications, bringing out future anticipated license issued into the mid-40’s. RECOMMENDATION Approval of the following Short-Term Home Rental License Applications: License Type Address Owner/Applicant Occupancy Type License Location Number of Licenses Short-term home rental 919 5th Ave S S Noel Molloy Owner Occupied Outside of Downtown Area 37 of 50 Short-term home rental 2853 Icerose Ln Shaune Misgen Owner Occupied Outside of Downtown Area 38 of 50 ACTION REQUESTED If Council concurs with the recommendation, they should pass a motion approving the above short-term home rental license applications. City of Stillwater, MN Bond Sale Results October 3, 2023 Bond Buyer Index 2 •Proceeds will be used to finance (i) the 2023 Capital Outlay needs of various City departments; (ii) 2023 City street lighting projects; (iii) various permanent improvement projects; and (iv) pay the associated costs of issuance. •10-year term •As of August 29th, the market was showing a true interest cost (TIC) of 3.58% •Last week’s estimate was 3.87% •Actual results of 4.02% $4,955,000 General Obligation Capital Outlay Bonds, Series 2023A 3 $4,955,000 General Obligation Capital Outlay Bonds, Series 2023A •4 bids received •Low bid from Robert W. Baird •Actual results of 4.01% •Bids ranged from 4.01% to 4.09% 4 What does a Bond Rating mean? Measure of the City’s financial strength & ability to make payments in a timely fashion Indicates likelihood of default •The higher the rating, the less likely to default •The less likely to default, the lower the interest rate investors will accept 5 Rating process and City’s rating •Rating discussion was held with Moody’s, the City and Baker Tilly •Moody’s provided an agenda or list of questions in advance of the rating conference •Rating calls were conducted on September 13 •Moody’s assigned a rating of “Aa2” to this issue and affirmed the outstanding “Aa2” on the City’s exiting GO debt 6 Rating Scale Moody’s S & P Fitch Highest Aaa AAA AAA Aa1 AA+ AA+ Aa2 AA AA Aa3 AA- AA- A1 A+ A+ A2 A A A3 A- A- Baa1 BBB+ BBB+ Baa2 BBB BBB Lowest (Investment Grade) Baa3 BBB- BBB- 7 Moody’s Comments 8 Strengths •Above median full value per capita supported by location in the Twin Cities metropolitan area •Strong finance operations with strong reserves Challenges •Somewhat elevated long-term liabilities Factors that could lead to an upgrade •Decrease in the leverage ratio •Further increase in already solid resident income ratio Factors that could lead to a downgrade •Significant narrowing of reserves or liquidity •Material increased leverage or fixed cost ratio Recommendation Approve resolution awarding $4,955,000 General Obligation Capital Outlay Bonds, Series 2023A to Robert W. Baird based on their low bid of 4.01% 9 Questions/comments/discussion 10 The information provided here is of a general nature and is not intended to address the specific circumstances of any individual or entity. In specific circumstances, the services of a professional should be sought. Baker Tilly Municipal Advisors, LLC is a registered municipal advisor and controlled subsidiary of Baker Tilly US, LLP, an accounting firm. Baker Tilly US, LLP trading as Baker Tilly, is a member of the global network of Baker Tilly International Ltd., the members of which are separate and independent legal entities. © 2023 Baker Tilly Municipal Advisors, LLC DISCLAIMER 11 129107688v1 City of Stillwater Washington County, Minnesota RESOLUTION 2023-124 RESOLUTION PROVIDING FOR THE ISSUANCE AND SALE OF $5,215,000 GENERAL OBLIGATION CAPITAL OUTLAY BONDS, SERIES 2023A, AND LEVYING A TAX FOR THE PAYMENT THEREOF WHEREAS, the City Council of the City of Stillwater, Minnesota (the "City") has heretofore determined and declared that it is necessary and expedient to issue $5,215,000 General Obligation Capital Outlay Bonds, Series 2023A (the "Bonds" or, individually, a "Bond"), pursuant to Minnesota Statutes, Chapter 475, and Sections 10.4, 10.5 and 10.6 of the City's Charter, to finance (i) the 2023 capital outlay needs of various City departments; (ii) the 2023 City street lighting projects; and (iii) various permanent improvement projects (collectively, the "Project") as more fully described in Resolution No. 2023-120 duly adopted by the City Council on September 5, 2023; and WHEREAS, the City has retained Baker Tilly Municipal Advisors, LLC, in St. Paul, Minnesota ("Baker Tilly MA "), as its independent municipal advisor for the sale of the Bonds and was therefore authorized to sell the Bonds by private negotiation in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9) and proposals to purchase the Bonds have been solicited by Baker Tilly MA; and WHEREAS, it is in the best interests of the City that the Bonds be issued in book-entry form as hereinafter provided; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota, as follows: 1. Acceptance of Proposal. The proposal of _______________________________ (the "Purchaser"), to purchase the Bonds in accordance with the Terms of Proposal, at the rates of interest hereinafter set forth, and to pay therefor the sum of $___________, plus interest accrued to settlement, is hereby found, determined and declared to be the most favorable proposal received, is accepted and the Bonds are awarded to the Purchaser. The City Clerk is directed to retain the deposit of the Purchaser. 2. Bond Terms. (a) Original Issue Date; Denominations; Maturities; Term Bond Option. The Bonds shall be dated November 2, 2023, as the date of original issue and shall be issued forthwith on or after such date as fully registered bonds. The Bonds shall be numbered from R 1 upward in the denomination of $5,000 each or in any integral multiple thereof of a single maturity (the "Authorized Denominations"). The Bonds shall mature on February 1 in the years and amounts as follows: 129107688v1 2 Year Amount Year Amount 2025 2030 2026 2031 2027 2032 2028 2033 2029 2034 All dates are inclusive. As may be requested by the Purchaser, one or more term Bonds may be issued having mandatory sinking fund redemption and final maturity amounts conforming to the foregoing principal repayment schedule, and corresponding additions may be made to the provisions of the applicable Bond(s). (b) Book Entry Only System. The Depository Trust Company, a limited purpose trust company organized under the laws of the State of New York or any of its successors or its successors to its functions hereunder (the "Depository") will act as securities depository for the Bonds, and to this end: (i) The Bonds shall be initially issued and, so long as they remain in book entry form only (the "Book Entry Only Period"), shall at all times be in the form of a separate single fully registered Bond for each maturity of the Bonds; and for purposes of complying with this requirement under paragraphs 5 and 10 Authorized Denominations for any Bond shall be deemed to be limited during the Book Entry Only Period to the outstanding principal amount of that Bond. (ii) Upon initial issuance, ownership of the Bonds shall be registered in a bond register maintained by the Bond Registrar (as hereinafter defined) in the name of CEDE & CO., as the nominee (it or any nominee of the existing or a successor Depository, the "Nominee"). (iii) With respect to the Bonds neither the City nor the Bond Registrar shall have any responsibility or obligation to any broker, dealer, bank, or any other financial institution for which the Depository holds Bonds as securities depository (the "Participant") or the person for which a Participant holds an interest in the Bonds shown on the books and records of the Participant (the "Beneficial Owner"). Without limiting the immediately preceding sentence, neither the City, nor the Bond Registrar, shall have any such responsibility or obligation with respect to (A) the accuracy of the records of the Depository, the Nominee or any Participant with respect to any ownership interest in the Bonds, or (B) the delivery to any Participant, any Owner or any other person, other than the Depository, of any notice with respect to the Bonds, including any notice of redemption, or (C) the payment to any Participant, any Beneficial Owner or any other person, other than the Depository, of any amount with respect to the principal of or premium, if any, or interest on the Bonds, or (D) the consent given or other action taken by the Depository as the Registered Holder of any Bonds (the "Holder"). For purposes of securing the vote or consent of any Holder under this Resolution, the City may, however, rely upon an omnibus proxy under which the Depository assigns its consenting or voting 129107688v1 3 rights to certain Participants to whose accounts the Bonds are credited on the record date identified in a listing attached to the omnibus proxy. (iv) The City and the Bond Registrar may treat as and deem the Depository to be the absolute owner of the Bonds for the purpose of payment of the principal of and premium, if any, and interest on the Bonds, for the purpose of giving notices of redemption and other matters with respect to the Bonds, for the purpose of obtaining any consent or other action to be taken by Holders for the purpose of registering transfers with respect to such Bonds, and for all purpose whatsoever. The Bond Registrar, as paying agent hereunder, shall pay all principal of and premium, if any, and interest on the Bonds only to the Holder or the Holders of the Bonds as shown on the bond register, and all such payments shall be valid and effective to fully satisfy and discharge the City's obligations with respect to the principal of and premium, if any, and interest on the Bonds to the extent of the sum or sums so paid. (v) Upon delivery by the Depository to the Bond Registrar of written notice to the effect that the Depository has determined to substitute a new Nominee in place of the existing Nominee, and subject to the transfer provisions in paragraph 10, references to the Nominee hereunder shall refer to such new Nominee. (vi) So long as any Bond is registered in the name of a Nominee, all payments with respect to the principal of and premium, if any, and interest on such Bond and all notices with respect to such Bond shall be made and given, respectively, by the Bond Registrar or City, as the case may be, to the Depository as provided in the Letter of Representations to the Depository required by the Depository as a condition to its acting as book-entry Depository for the Bonds (said Letter of Representations, together with any replacement thereof or amendment or substitute thereto, including any standard procedures or policies referenced therein or applicable thereto respecting the procedures and other matters relating to the Depository's role as book-entry Depository for the Bonds, collectively hereinafter referred to as the "Letter of Representations"). (vii) All transfers of beneficial ownership interests in each Bond issued in book-entry form shall be limited in principal amount to Authorized Denominations and shall be effected by procedures by the Depository with the Participants for recording and transferring the ownership of beneficial interests in such Bonds. (viii) In connection with any notice or other communication to be provided to the Holders pursuant to this Resolution by the City or Bond Registrar with respect to any consent or other action to be taken by Holders, the Depository shall consider the date of receipt of notice requesting such consent or other action as the record date for such consent or other action; provided, that the City or the Bond Registrar may establish a special record date for such consent or other action. The City or the Bond Registrar shall, to the extent possible, give the Depository notice of such special record date not less than 15 calendar days in advance of such special record date to the extent possible. (ix) Any successor Bond Registrar in its written acceptance of its duties under this Resolution and any paying agency/bond registrar agreement, shall agree to take any 129107688v1 4 actions necessary from time to time to comply with the requirements of the Letter of Representations. (c) Termination of Book-Entry Only System. Discontinuance of a particular Depository's services and termination of the book-entry only system may be effected as follows: (i) The Depository may determine to discontinue providing its services with respect to the Bonds at any time by giving written notice to the City and discharging its responsibilities with respect thereto under applicable law. The City may terminate the services of the Depository with respect to the Bond if it determines that the Depository is no longer able to carry out its functions as securities depository or the continuation of the system of book-entry transfers through the Depository is not in the best interests of the City or the Beneficial Owners. (ii) Upon termination of the services of the Depository as provided in the preceding paragraph, and if no substitute securities depository is willing to undertake the functions of the Depository hereunder can be found which, in the opinion of the City, is willing and able to assume such functions upon reasonable or customary terms, or if the City determines that it is in the best interests of the City or the Beneficial Owners of the Bond that the Beneficial Owners be able to obtain certificates for the Bonds, the Bonds shall no longer be registered as being registered in the bond register in the name of the Nominee, but may be registered in whatever name or names the Holder of the Bonds shall designate at that time, in accordance with paragraph 11. To the extent that the Beneficial Owners are designated as the transferee by the Holders, in accordance with paragraph 10, the Bonds will be delivered to the Beneficial Owners. (iii) Nothing in this subparagraph (c) shall limit or restrict the provisions of paragraph 10. (d) Letter of Representations. The provisions in the Letter of Representations are incorporated herein by reference and made a part of the resolution, and if and to the extent any such provisions are inconsistent with the other provisions of this resolution, the provisions in the Letter of Representations shall control. 3. Purpose. The Bonds shall provide funds to finance the Project. The total cost of the Project, which shall include all costs enumerated in Minnesota Statutes, Section 475.65, is estimated to be at least equal to the amount of the Bonds. Work on the Project shall proceed with due diligence to completion. The City covenants that it shall do all things and perform all acts required of it to assure that work on the Project proceeds with due diligence to completion and that any and all permits and studies required under law for the Project are obtained. 4. Interest. The Bonds shall bear interest payable semiannually on February 1 and August 1 of each year (each, an "Interest Payment Date"), commencing August 1, 2024, calculated on the basis of a 360-day year of twelve 30-day months, at the respective rates per annum set forth opposite the maturity years as follows: Maturity Year Interest Rate Maturity Year Interest Rate 129107688v1 5 2025 2030 2026 2031 2027 2032 2028 2033 2029 2034 5. Redemption. All Bonds maturing on February 1, 2033, and thereafter shall be subject to redemption and prepayment at the option of the City on February 1, 2032, and on any date thereafter at a price of par plus accrued interest. Redemption may be in whole or in part of the Bonds subject to prepayment. If redemption is in part, the maturities and the principal amounts within each maturity to be redeemed shall be determined by the City and if only part of the Bonds having a common maturity date are called for prepayment, the specific Bonds to be prepaid shall be chosen by lot by the Registrar. Bonds or portions thereof called for redemption shall be due and payable on the redemption date, and interest thereon shall cease to accrue from and after the redemption date. Mailed notice of redemption shall be given to the paying agent and to each affected registered holder of the Bonds thirty (30) days prior to the date fixed for redemption. To effect a partial redemption of Bonds having a common maturity date, the Registrar prior to giving notice of redemption shall assign to each Bond having a common maturity date a distinctive number for each $5,000 of the principal amount of such Bond. The Registrar shall then select by lot, using such method of selection as it shall deem proper in its discretion, from the numbers so assigned to the Bonds, as many numbers as, at $5,000 for each number, shall equal the principal amount of the Bonds to be redeemed. The Bonds to be redeemed shall be the Bonds to which were assigned numbers so selected; provided, however, that only so much of the principal amount of each Bond of a denomination of more than $5,000 shall be redeemed as shall equal $5,000 for each number assigned to it and so selected. If a Bond is to be redeemed only in part, it shall be surrendered to the Registrar (with, if the City or Registrar so requires, a written instrument of transfer in form satisfactory to the City and Registrar duly executed by the Holder thereof or the Holder's attorney duly authorized in writing) and the City shall execute (if necessary) and the Registrar shall authenticate and deliver to the Holder of the Bond, without service charge, a new Bond or Bonds having the same stated maturity and interest rate and of any Authorized Denomination or Denominations, as requested by the Holder, in aggregate principal amount equal to and in exchange for the unredeemed portion of the principal of the Bond so surrendered. 6. Bond Registrar. U.S. Bank Trust Company, National Association, in St. Paul, Minnesota is appointed to act as bond registrar and transfer agent with respect to the Bonds (the "Bond Registrar"), and shall do so unless and until a successor Bond Registrar is duly appointed, all pursuant to any contract the City and Bond Registrar shall execute which is consistent herewith. The Bond Registrar shall also serve as paying agent unless and until a successor paying agent is duly appointed. Principal and interest on the Bonds shall be paid to the registered holders (or record holders) of the Bonds in the manner set forth in the form of Bond and paragraph 12. 129107688v1 6 7. Form of Bond. The Bonds, together with the Bond Registrar's Certificate of Authentication, the form of Assignment and the registration information thereon, shall be in substantially the following form: UNITED STATES OF AMERICA STATE OF MINNESOTA WASHINGTON COUNTY CITY OF STILLWATER R-_______ $_________ GENERAL OBLIGATION CAPITAL OUTLAY BOND, SERIES 2023A Interest Rate Maturity Date Date of Original Issue CUSIP ____% February 1, ____ November 2, 2023 REGISTERED OWNER: CEDE & CO. PRINCIPAL AMOUNT: THE CITY OF STILLWATER, WASHINGTON COUNTY, MINNESOTA (the "Issuer"), certifies that it is indebted and for value received promises to pay to the registered owner specified above, or registered assigns, unless called for earlier redemption, in the manner hereinafter set forth, the principal amount specified above, on the maturity date specified above, , and to pay interest thereon semiannually on February 1 and August 1 of each year (each, an "Interest Payment Date"), commencing August 1, 2024, at the rate per annum specified above (calculated on the basis of a 360-day year of twelve 30-day months) until the principal sum is paid or has been provided for. This Bond will bear interest from the most recent Interest Payment Date to which interest has been paid or, if no interest has been paid, from the date of original issue hereof. The principal of and premium, if any, on this Bond are payable upon presentation and surrender hereof at the principal office of U.S. Bank Trust Company, National Association, in St. Paul, Minnesota (the "Bond Registrar"), acting as paying agent, or any successor paying agent duly appointed by the Issuer. Interest on this Bond will be paid on each Interest Payment Date by check or draft mailed to the person in whose name this Bond is registered (the "Holder" or "Bondholder") on the registration books of the Issuer maintained by the Bond Registrar and at the address appearing thereon at the close of business on the fifteenth (15th) day of the calendar month next preceding such Interest Payment Date (the "Regular Record Date"). Any interest not so timely paid shall cease to be payable to the person who is the Holder hereof as of the Regular Record Date, and shall be payable to the person who is the Holder hereof at the close of business on a date (the "Special Record Date") fixed by the Bond Registrar whenever money becomes available for payment of the defaulted interest. Notice of the Special Record Date shall be given to Bondholders not less than ten days prior to the Special Record Date. The principal of and premium, if any, and interest on this Bond are payable in lawful money of the United States of America. So long as this Bond is registered in the name of the Depository or its Nominee as provided in the Resolution hereinafter described, and as those terms are defined therein, payment of principal of, premium, if any, and interest on this Bond and 129107688v1 7 notice with respect thereto shall be made as provided in Letter of Representations, as defined in the Resolution, and surrender of this Bond shall not be required for payment of the redemption price upon a partial redemption of this Bond. Until termination of the book-entry only system pursuant to the Resolution, Bonds may only be registered in the name of the Depository or its Nominee. Optional Redemption. The Bonds of this issue (the "Bonds") maturing on February 1, 2033, and thereafter, are subject to redemption and prepayment at the option of the Issuer on February 1, 2032, and on any date thereafter at a price of par plus accrued interest. Redemption may be in whole or in part of the Bonds subject to prepayment. If redemption is in part, the maturities and the principal amounts within each maturity to be redeemed shall be determined by the Issuer; and if only part of the Bonds having a common maturity date are called for prepayment, the specific Bonds to be prepaid shall be chosen by lot by the Bond Registrar. Bonds or portions thereof called for redemption shall be due and payable on the redemption date, and interest thereon shall cease to accrue from and after the redemption date. Mailed notice of redemption shall be given to the paying agent and to each affected registered holder of the Bonds thirty (30) days prior to the date fixed for redemption. Prior to the date on which any Bond or Bonds are directed by the Issuer to be redeemed in advance of maturity, the Issuer will cause notice of the call thereof for redemption identifying the Bonds to be redeemed to be mailed to the Bond Registrar and all Bondholders, at the addresses shown on the Bond Register. All Bonds so called for redemption will cease to bear interest on the specified redemption date, provided funds for their redemption have been duly deposited. Selection of Bonds for Redemption; Partial Redemption. To effect a partial redemption of Bonds having a common maturity date, the Bond Registrar shall assign to each Bond having a common maturity date a distinctive number for each $5,000 of the principal amount of such Bond. The Bond Registrar shall then select by lot, using such method of selection as it shall deem proper in its discretion, from the numbers assigned to the Bonds, as many numbers as, at $5,000 for each number, shall equal the principal amount of the Bonds to be redeemed. The Bonds to be redeemed shall be the Bonds to which were assigned numbers so selected; provided, however, that only so much of the principal amount of such Bond of a denomination of more than $5,000 shall be redeemed as shall equal $5,000 for each number assigned to it and so selected. If a Bond is to be redeemed only in part, it shall be surrendered to the Bond Registrar (with, if the Issuer or Bond Registrar so requires, a written instrument of transfer in form satisfactory to the Issuer and Bond Registrar duly executed by the Holder thereof or the Holder's attorney duly authorized in writing) and the Issuer shall execute (if necessary) and the Bond Registrar shall authenticate and deliver to the Holder of the Bond, without service charge, a new Bond or Bonds having the same stated maturity and interest rate and of any Authorized Denomination or Denominations, as requested by the Holder, in aggregate principal amount equal to and in exchange for the unredeemed portion of the principal of the Bond so surrendered. Issuance; Purpose; General Obligation. This Bond is one of an issue in the total principal amount of $5,215,000, all of like date of original issue and tenor, except as to number, maturity, interest rate, redemption privilege and denomination, issued pursuant to and in full conformity with the Constitution, Charter of the Issuer and laws of the State of Minnesota, and a resolution 129107688v1 8 adopted by the City Council on October 3, 2023 (the "Resolution"), for the purpose of providing money to finance the Issuer's various capital outlay projects, street lighting projects and various permanent improvement projects. This Bond is payable out of the General Obligation Capital Outlay Bonds, Series 2023A Fund of the Issuer. This Bond constitutes a general obligation of the Issuer, and to provide moneys for the prompt and full payment of its principal, premium, if any, and interest when the same become due, the full faith and credit and taxing powers of the Issuer have been and are hereby irrevocably pledged. Denominations; Exchange; Resolution. The Bonds are issuable solely in fully registered form in Authorized Denominations (as defined in the Resolution) and are exchangeable for fully registered Bonds of other Authorized Denominations in equal aggregate principal amounts at the principal office of the Bond Registrar, but only in the manner and subject to the limitations provided in the Resolution. Reference is hereby made to the Resolution for a description of the rights and duties of the Bond Registrar. Copies of the Resolution are on file in the principal office of the Bond Registrar. Transfer. This Bond is transferable by the Holder in person or by the Holder's attorney duly authorized in writing at the principal office of the Bond Registrar upon presentation and surrender hereof to the Bond Registrar, all subject to the terms and conditions provided in the Resolution and to reasonable regulations of the Issuer contained in any agreement with the Bond Registrar. Thereupon the Issuer shall execute and the Bond Registrar shall authenticate and deliver, in exchange for this Bond, one or more new fully registered Bonds in the name of the transferee (but not registered in blank or to "bearer" or similar designation), of an Authorized Denomination or Denominations, in aggregate principal amount equal to the principal amount of this Bond, of the same maturity and bearing interest at the same rate. Fees upon Transfer or Loss. The Bond Registrar may require payment of a sum sufficient to cover any tax or other governmental charge payable in connection with the transfer or exchange of this Bond and any legal or unusual costs regarding transfers and lost Bonds. Treatment of Registered Owners. The Issuer and Bond Registrar may treat the person in whose name this Bond is registered as the owner hereof for the purpose of receiving payment as herein provided (except as otherwise provided herein with respect to the Record Date) and for all other purposes, whether or not this Bond shall be overdue, and neither the Issuer nor the Bond Registrar shall be affected by notice to the contrary. Authentication. This Bond shall not be valid or become obligatory for any purpose or be entitled to any security unless the Certificate of Authentication hereon shall have been executed by the Bond Registrar. Qualified Tax-Exempt Obligation. This Bond has been designated by the Issuer as a "qualified tax-exempt obligation" for purposes of Section 265(b)(3) of the Internal Revenue Code of 1986, as amended. IT IS HEREBY CERTIFIED AND RECITED that all acts, conditions and things required by the Constitution, Charter of the Issuer and laws of the State of Minnesota to be done, to happen and to be performed, precedent to and in the issuance of this Bond, have been done, 129107688v1 9 have happened and have been performed, in regular and due form, time and manner as required by law, and that this Bond, together with all other debts of the Issuer outstanding on the date of original issue hereof and the date of its issuance and delivery to the original purchaser, does not exceed any constitutional, charter or statutory limitation of indebtedness. IN WITNESS WHEREOF, the City of Stillwater, Washington County, Minnesota, by its City Council has caused this Bond to be executed on its behalf by the facsimile signatures of its Mayor and its Clerk, the corporate seal of the Issuer having been intentionally omitted as permitted by law. Date of Registration: BOND REGISTRAR'S CERTIFICATE OF AUTHENTICATION This Bond is one of the Bonds described in the Resolution mentioned within. U.S. BANK NATIONAL ASSOCIATION St. Paul, Minnesota Bond Registrar By Authorized Signature Registrable by: U.S. BANK TRUST COMPANY, NATIONAL ASSOCIATION Payable at: U.S. BANK TRUST COMPANY, NATIONAL ASSOCIATION CITY OF STILLWATER, WASHINGTON COUNTY, MINNESOTA /s/ Facsimile Mayor /s/ Facsimile City Clerk 129107688v1 10 ABBREVIATIONS The following abbreviations, when used in the inscription on the face of this Bond, shall be construed as though they were written out in full according to applicable laws or regulations: TEN COM - as tenants in common TEN ENT - as tenants by the entireties JT TEN - as joint tenants with right of survivorship and not as tenants in common UTMA - ___________ as custodian for _____________ (Cust) (Minor) under the _____________________ Uniform Transfers to Minors Act (State) Additional abbreviations may also be used though not in the above list. _________________________ ASSIGNMENT For value received, the undersigned hereby sells, assigns and transfers unto ________ the within Bond and does hereby irrevocably constitute and appoint ________ attorney to transfer the Bond on the books kept for the registration thereof, with full power of substitution in the premises. Dated: ________________ ___________________________________________ Notice: The assignor's signature to this assignment must correspond with the name as it appears upon the face of the within Bond in every particular, without alteration or any change whatever. Signature Guaranteed: ___________________________ Signature(s) must be guaranteed by a national bank or trust company or by a brokerage firm having a membership in one of the major stock exchanges or any other "Eligible Guarantor Institution" as defined in 17 CFR 240.17 Ad-15(a)(2). The Bond Registrar will not affect transfer of this Bond unless the information concerning the transferee requested below is provided. Name and Address: ________________________________________ ________________________________________ ________________________________________ (Include information for all joint owners if the Bond is held by joint account.) 129107688v1 11 8. Execution. The Bonds shall be in typewritten form, shall be executed on behalf of the City by the signatures of its Mayor and Clerk and be sealed with the seal of the City; provided, as permitted by law, both signatures may be photocopied facsimiles and the corporate seal has been omitted. In the event of disability or resignation or other absence of either officer, the Bonds may be signed by the manual or facsimile signature of the officer who may act on behalf of the absent or disabled officer. In case either officer whose signature or facsimile of whose signature shall appear on the Bonds shall cease to be such officer before the delivery of the Bonds, the signature or facsimile shall nevertheless be valid and sufficient for all purposes, the same as if the officer had remained in office until delivery. 9. Authentication. No Bond shall be valid or obligatory for any purpose or be entitled to any security or benefit under this resolution unless a Certificate of Authentication on the Bond, substantially in the form hereinabove set forth, shall have been duly executed by an authorized representative of the Bond Registrar. Certificates of Authentication on different Bonds need not be signed by the same person. The Bond Registrar shall authenticate the signatures of officers of the City on each Bond by execution of the Certificate of Authentication on the Bond and, by inserting as the date of registration in the space provided, the date on which the Bond is authenticated, except that for purposes of delivering the original Bonds to the Purchaser, the Bond Registrar shall insert as a date of registration the date of original issue which is November 2, 2023. The Certificate of Authentication so executed on each Bond shall be conclusive evidence that it has been authenticated and delivered under this resolution. 10. Registration; Transfer; Exchange. The City will cause to be kept at the principal office of the Bond Registrar a bond register in which, subject to such reasonable regulations as the Bond Registrar may prescribe, the Bond Registrar shall provide for the registration of Bonds and the registration of transfers of Bonds entitled to be registered or transferred as herein provided. Upon surrender for transfer of any Bond at the principal office of the Bond Registrar, the City shall execute (if necessary), and the Bond Registrar shall authenticate, insert the date of registration (as provided in paragraph 9) of, and deliver, in the name of the designated transferee or transferees, one or more new Bonds of any Authorized Denomination or Denominations of a like aggregate principal amount, having the same stated maturity and interest rate, as requested by the transferor; provided, however, that no Bond may be registered in blank or in the name of "bearer" or similar designation. At the option of the Holder, Bonds may be exchanged for Bonds of any Authorized Denomination or Denominations of a like aggregate principal amount and stated maturity, upon surrender of the Bonds to be exchanged at the principal office of the Bond Registrar. Whenever any Bonds are so surrendered for exchange, the City shall execute (if necessary), and the Bond Registrar shall authenticate, insert the date of registration of, and deliver the Bonds which the Holder making the exchange is entitled to receive. All Bonds surrendered upon any exchange or transfer provided for in this resolution shall be promptly canceled by the Bond Registrar and thereafter disposed of as directed by the City. 129107688v1 12 All Bonds delivered in exchange for or upon transfer of Bonds shall be valid general obligations of the City evidencing the same debt, and entitled to the same benefits under this resolution, as the Bonds surrendered for such exchange or transfer. Every Bond presented or surrendered for transfer or exchange shall be duly endorsed or be accompanied by a written instrument of transfer, in form satisfactory to the Bond Registrar, duly executed by the Holder thereof or the Holder's attorney duly authorized in writing. The Bond Registrar may require payment of a sum sufficient to cover any tax or other governmental charge payable in connection with the transfer or exchange of any Bond and any legal or unusual costs regarding transfers and lost Bonds. Transfers shall also be subject to reasonable regulations of the City contained in any agreement with the Bond Registrar, including regulations which permit the Bond Registrar to close its transfer books between record dates and payment dates. The City Clerk is hereby authorized to negotiate and execute the terms of said agreement. 11. Rights Upon Transfer or Exchange. Each Bond delivered upon transfer of or in exchange for or in lieu of any other Bond shall carry all the rights to interest accrued and unpaid, and to accrue, which were carried by such other Bond. 12. Interest Payment; Record Date. Interest on any Bond shall be paid on each Interest Payment Date by check or draft mailed to the person in whose name the Bond is registered (the "Holder") on the registration books of the City maintained by the Bond Registrar and at the address appearing thereon at the close of business on the fifteenth (15th) day of the calendar month next preceding such Interest Payment Date (the "Regular Record Date"). Any such interest not so timely paid shall cease to be payable to the person who is the Holder thereof as of the Regular Record Date, and shall be payable to the person who is the Holder thereof at the close of business on a date (the "Special Record Date") fixed by the Bond Registrar whenever money becomes available for payment of the defaulted interest. Notice of the Special Record Date shall be given by the Bond Registrar to the Holders not less than ten days prior to the Special Record Date. 13. Treatment of Registered Owner. The City and Bond Registrar may treat the person in whose name any Bond is registered as the owner of such Bond for the purpose of receiving payment of principal of and premium, if any, and interest (subject to the payment provisions in paragraph 12) on, such Bond and for all other purposes whatsoever whether or not such Bond shall be overdue, and neither the City nor the Bond Registrar shall be affected by notice to the contrary. 14. Delivery; Application of Proceeds. The Bonds when so prepared and executed shall be delivered by the Finance Director to the Purchaser upon receipt of the purchase price, and the Purchaser shall not be obliged to see to the proper application thereof. 15. Fund and Accounts. There is hereby created a special fund to be designated the "General Obligation Capital Outlay Bonds, Series 2023A Fund" (the "Fund"), to be administered and maintained by the Finance Director as a bookkeeping account separate and apart from all other accounts maintained in the official financial records of the City. The Fund shall be 129107688v1 13 maintained in the manner herein specified until all of the Bonds and the interest thereon have been fully paid. There shall be maintained in the Fund the following separate accounts: (a) Capital Account. To the Capital Account there shall be credited the proceeds of the sale of the Bonds. From the Capital Account there shall be paid all costs and expenses of making the Project, including the cost of any construction contracts heretofore let and all other costs incurred and to be incurred of the kind authorized in Minnesota Statutes, Section 475.65. The moneys in the Capital Account shall be used for no other purpose except as otherwise provided by law; provided that the proceeds of the Bonds may also be used to the extent necessary to pay interest on the Bonds due prior to the anticipated date of commencement of the collection of taxes herein levied; and provided further that if upon completion of the Project there shall remain any unexpended balance in the Capital Account, the balance shall be transferred by the Council to the Debt Service Account. (b) Debt Service Account. There are hereby pledged and there shall be credited to the Debt Service Account: (i) all collections of taxes herein or hereafter levied for the payment of the Bonds; (ii) all funds remaining in the Capital Account after completion of the Project and payment of the costs thereof; (iii) all investment earnings on moneys held in the Debt Service Account; and (iv) any and all other moneys which are properly available and are appropriated by the governing body of the City to the Debt Service Account. The Debt Service Account shall be used solely to pay the principal and interest of the Bonds and any other general obligation bonds of the City hereafter issued by the City and made payable from the Debt Service Account as provided by law. No portion of the proceeds of the Bonds shall be used directly or indirectly to acquire higher yielding investments or to replace funds which were used directly or indirectly to acquire higher yielding investments, except (1) for a reasonable temporary period until such proceeds are needed for the purpose for which the Bonds were issued, and (2) in addition to the above in an amount not greater than five percent of the proceeds of the Bonds. To this effect, any sums from time to time held in the Capital Account or Debt Service Account (or any other City fund or account which will be used to pay principal or interest to become due on the bonds payable therefrom) in excess of amounts which under then applicable federal arbitrage regulations may be invested without regard as to yield shall not be invested at a yield in excess of the applicable yield restrictions imposed by said arbitrage regulations on such investments after taking into account any applicable "temporary periods" or "minor portion" made available under the federal arbitrage regulations. In addition, the proceeds of the Bonds and money in the Capital Account or Debt Service Account shall not be invested in obligations or deposits issued by, guaranteed by or insured by the United States or any agency or instrumentality thereof if and to the extent that such investment would cause the Bonds to be "federally guaranteed" within the meaning of Section 149(b) of the federal Internal Revenue Code of 1986, as amended (the "Code"). 16. Tax Levy; Coverage Test. To provide moneys for payment of the principal and interest on the Bonds there is hereby levied upon all of the taxable property in the City a direct annual ad valorem tax which shall be spread upon the tax rolls and collected with and as part of other general property taxes in the City for the years and in the amounts as follows: 129107688v1 14 Year of Tax Levy Year of Tax Collection Amount See attached Levy Schedule in Exhibit B The tax levies are such that if collected in full they will produce at least five percent (5%) in excess of the amount needed to meet when due the principal and interest payments on the Bonds. The tax levies shall be irrepealable so long as any of the Bonds are outstanding and unpaid, provided that the City reserves the right and power to reduce the levies in the manner and to the extent permitted by Minnesota Statutes, Section 475.61, Subdivision 3. 17. Defeasance. When all Bonds have been discharged as provided in this paragraph, all pledges, covenants and other rights granted by this resolution to the registered holders of the Bonds shall, to the extent permitted by law, cease. The City may discharge its obligations with respect to any Bonds which are due on any date by irrevocably depositing with the Bond Registrar on or before that date a sum sufficient for the payment thereof in full; or if any Bond should not be paid when due, it may nevertheless be discharged by depositing with the Bond Registrar a sum sufficient for the payment thereof in full with interest accrued to the date of such deposit. The City may also discharge its obligations with respect to any prepayable Bonds called for redemption on any date when they are prepayable according to their terms, by depositing with the Bond Registrar on or before that date a sum sufficient for the payment thereof in full, provided that notice of redemption thereof has been duly given. The City may also at any time discharge its obligations with respect to any Bonds, subject to the provisions of law now or hereafter authorizing and regulating such action, by depositing irrevocably in escrow, with a suitable banking institution qualified by law as an escrow agent for this purpose, cash or securities described in Minnesota Statutes, Section 475.67, Subdivision 8, bearing interest payable at such times and at such rates and maturing on such dates as shall be required, without regard to sale and/or reinvestment, to pay all amounts to become due thereon to maturity or, if notice of redemption as herein required has been duly provided for, to such earlier redemption date. 18. Compliance With Reimbursement Bond Regulations. The provisions of this paragraph are intended to establish and provide for the City's compliance with United States Treasury Regulations Section 1.150-2 (the "Reimbursement Regulations") applicable to the "reimbursement proceeds" of the Bonds, being those portions thereof which will be used by the City to reimburse itself for any expenditure which the City paid or will have paid prior to the Closing Date (a "Reimbursement Expenditure"). The City hereby certifies and/or covenants as follows: (a) Not later than sixty days after the date of payment of a Reimbursement Expenditure, the City (or person designated to do so on behalf of the City) has made or will have made a written declaration of the City's official intent (a "Declaration") which effectively (i) states the City's reasonable expectation to reimburse itself for the payment of the Reimbursement Expenditure out of the proceeds of a subsequent borrowing; (ii) gives a general and functional description of the property, project or program to which the Declaration relates and for which the Reimbursement Expenditure is paid, or identifies a specific fund or account of the City and the general functional purpose thereof from which the Reimbursement Expenditure was to be paid 129107688v1 15 (collectively the "Project"); and (iii) states the maximum principal amount of debt expected to be issued by the City for the purpose of financing the Project; provided, however, that no such Declaration shall necessarily have been made with respect to: (i) "preliminary expenditures" for the Project, defined in the Reimbursement Regulations to include engineering or architectural, surveying and soil testing expenses and similar prefatory costs, which in the aggregate do not exceed twenty percent of the "issue price" of the Bonds, and (ii) a de minimis amount of Reimbursement Expenditures not in excess of the lesser of $100,000 or five percent of the proceeds of the Bonds. (b) Each Reimbursement Expenditure is a capital expenditure or a cost of issuance of the Bonds or any of the other types of expenditures described in Section 1.150-2(d)(3) of the Reimbursement Regulations. (c) The "reimbursement allocation" described in the Reimbursement Regulations for each Reimbursement Expenditure shall and will be made forthwith following (but not prior to) the issuance of the Bonds, and not later than 18 months after the later of (i) the date of the payment of the Reimbursement Expenditure, or (ii) the date on which the Project to which the Reimbursement Expenditure relates is first placed in service, but in no event more than three years after the date of payment of the Reimbursement Expenditure. (d) Each such reimbursement allocation will be made in a writing that evidences the City's use of Bond proceeds to reimburse the Reimbursement Expenditure and, if made within 30 days after the Bonds are issued, shall be treated as made on the day the Bonds are issued. Provided, however, that the City may take action contrary to any of the foregoing covenants in this paragraph upon receipt of an opinion of its Bond Counsel for the Bonds stating in effect that such action will not impair the tax-exempt status of the Bonds. 19. Continuing Disclosure. The City is the sole obligated person with respect to the Bonds. The City hereby agrees, in accordance with the provisions of Rule 15c2-12 (the "Rule"), promulgated by the Securities and Exchange Commission (the "Commission") pursuant to the Securities Exchange Act of 1934, as amended, and a Continuing Disclosure Undertaking (the "Undertaking") hereinafter described to: (a) Provide or cause to be provided to the Municipal Securities Rulemaking Board (the "MSRB") by filing at www.emma.msrb.org in accordance with the Rule, certain annual financial information and operating data in accordance with the Undertaking. The City reserves the right to modify from time to time the terms of the Undertaking as provided therein. (b) Provide or cause to be provided to the MSRB notice of the occurrence of certain events with respect to the Bonds in not more than ten (10) business days after the occurrence of the event, in accordance with the Undertaking. (c) Provide or cause to be provided to the MSRB notice of a failure by the City to provide the annual financial information with respect to the City described in the Undertaking, in not more than ten (10) business days following such occurrence. 129107688v1 16 (d) The City agrees that its covenants pursuant to the Rule set forth in this paragraph and in the Undertaking is intended to be for the benefit of the Holders of the Bonds and shall be enforceable on behalf of such Holders; provided that the right to enforce the provisions of these covenants shall be limited to a right to obtain specific enforcement of the City's obligations under the covenants. The Mayor and Clerk of the City, or any other officer of the City authorized to act in their place (the "Officers") are hereby authorized and directed to execute on behalf of the City the Undertaking in substantially the form presented to the City Council subject to such modifications thereof or additions thereto as are (i) consistent with the requirements under the Rule, (ii) required by the Purchaser of the Bonds, and (iii) acceptable to the Officers. 20. General Obligation Pledge. For the prompt and full payment of the principal and interest on the Bonds, as the same respectively become due, the full faith, credit and taxing powers of the City shall be and are hereby irrevocably pledged. If the balance in the Debt Service Account is ever insufficient to pay all principal and interest then due on the Bonds and any other bonds payable therefrom, the deficiency shall be promptly paid out of any other funds of the City which are available for such purpose, and such other funds may be reimbursed with or without interest from the Debt Service Account when a sufficient balance is available therein. 21. Certificate of Registration and Tax Levy. A certified copy of this resolution is hereby directed to be filed with the County Auditor of Washington County, Minnesota, together with such other information as the respective Auditor's shall require, and there shall be obtained from the County Auditor a certificate that the Bonds have been entered in the County Auditor's Bond Register, and that the tax levy required by law has been made. 22. Records and Certificates. The officers of the City are hereby authorized and directed to prepare and furnish to the Purchaser, and to the attorneys approving the legality of the issuance of the Bonds, certified copies of all proceedings and records of the City relating to the Bonds and to the financial condition and affairs of the City, and such other affidavits, certificates and information as are required to show the facts relating to the legality and marketability of the Bonds as the same appear from the books and records under their custody and control or as otherwise known to them, and all such certified copies, certificates and affidavits, including any heretofore furnished, shall be deemed representations of the City as to the facts recited therein. 23. Negative Covenant as to Use of Bond Proceeds and Project. The City hereby covenants not to use the proceeds of the Bonds or to use the Project, or to cause or permit them to be used, or to enter into any deferred payment arrangements for the cost of the Project, in such a manner as to cause the Bonds to be "private activity bonds" within the meaning of Sections 103 and 141 through 150 of the Code. 24. Tax-Exempt Status of the Bonds; Rebate. The City shall comply with requirements necessary under the Code to establish and maintain the exclusion from gross income under Section 103 of the Code of the interest on the Bonds, including without limitation (i) requirements relating to temporary periods for investments, (ii) limitations on amounts invested at a yield greater than the yield on the Bonds, and (iii) the rebate of excess investment earnings to the United States. The City expects to satisfy the 18-month expenditure exemption 129107688v1 17 for gross proceeds of the Bonds as provided in Section 1.148-7(d) of the Regulations. The Mayor and/or the City Clerk and/or the Finance Director are hereby authorized and directed to make such elections as to arbitrage and rebate matters relating to the Bonds as they deem necessary, appropriate or desirable in connection with the Bonds, and all such elections shall be, and shall be deemed and treated as, elections of the City. 25. Designation of Qualified Tax-Exempt Obligations. In order to qualify the Bonds as "qualified tax-exempt obligations" within the meaning of Section 265(b)(3) of the Code, the City hereby makes the following factual statements and representations: (a) the Bonds are issued after August 7, 1986; (b) the Bonds are not "private activity bonds" as defined in Section 141 of the Code; (c) the City hereby designates the Bonds as "qualified tax-exempt obligations" for purposes of Section 265(b)(3) of the Code; (d) the reasonably anticipated amount of tax-exempt obligations (other than private activity bonds, treating qualified 501(c)(3) bonds as not being private activity bonds) which will be issued by the City (and all entities treated as one issuer with the City, and all subordinate entities whose obligations are treated as issued by the City) during this calendar year 2023 will not exceed $10,000,000; (e) not more than $10,000,000 of obligations issued by the City during this calendar year 2023 have been designated for purposes of Section 265(b)(3) of the Code; and (f) the aggregate face amount of the Bonds does not exceed $10,000,000. The City shall use its best efforts to comply with any federal procedural requirements which may apply in order to effectuate the designation made by this paragraph. 26. Official Statement. The Official Statement relating to the Bonds prepared and distributed by Baker Tilly MA, is hereby approved and the officers of the City are authorized in connection with the delivery of the Bonds to sign such certificates as may be necessary with respect to the completeness and accuracy of the Official Statement. 27. Severability. If any section, paragraph or provision of this resolution shall be held to be invalid or unenforceable for any reason, the invalidity or unenforceability of such section, paragraph or provision shall not affect any of the remaining provisions of this resolution. 28. Headings. Headings in this resolution are included for convenience of reference only and are not a part hereof, and shall not limit or define the meaning of any provision hereof. The motion for the adoption of the foregoing resolution was duly seconded by member _____________ and, after a full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: 129107688v1 18 and the following voted against the same: Whereupon the resolution was declared duly passed and adopted. Adopted October 3, 2023. Approved: ____________________________ Ted Kozlowski, Mayor Attest: ___________________ Beth Wolf, City Clerk 129107688v1 A-1 EXHIBIT A PROPOSALS [To be supplied by Baker Tilly Municipal Advisors, LLC] 129107688v1 B-1 EXHIBIT B SCHEDULES [To be supplied by Baker Tilly Municipal Advisors, LLC]     DATE: October 3, 2023 TO: Honorable Mayor Kozlowski and Members of the Stillwater City Council FROM: Kori Land, City Attorney SUBJECT: CBD Beverages Ordinance Amendment BACKGROUND In November of 2022, the City Council enacted regulations surrounding CBD uses. While the legislature recently legalized adult-use cannabis, the Office of Cannabis Management, which will regulate such uses, will not be ready to approve or license cannabis businesses until approximately January of 2025. Until then, the City’s ordinances still apply and CBD businesses are only allowed to sell CBD products pursuant to our ordinances and adult use cannabis businesses are illegal. We currently have 3 CBD businesses: two CBD retail licenses in the Business Park, as well as one license for a grandfathered location downtown, for a total of 3 CBD retail licenses. Under our ordinance, sales of CBD products are prohibited at liquor stores and at on-sale liquor establishments, so they are sold at tobacco stores and at one exclusive CBD store. We also prohibit manufacturing of CBD products in the City. We have recently had a request from Lift Bridge Brewery to allow manufacturing and sale of CBD-infused beverages. We also had requests from Cub Liquor and Liberty Village Wine & Spirits to sell CBD-infused beverages. CBD-infused beverages have become quite popular since the 2022 legislation. There are two provisions regarding CBD-infused beverages in our ordinance that require adjustment in the licensing ordinance and in the zoning ordinance: 1. Sale of CBD-infused beverages at liquor stores: Our ordinance prohibits such sales at liquor stores due to a prior opinion by the Alcohol Gambling Enforcement Division of the State which said these products could not be sold at liquor stores because they were considered a “food.” Under the new law, CBD-infused beverages are legal at off-sale liquor stores. The Council recently discussed allowing THC beverages at liquor stores and supports such sales. 2. Manufacturing of CBD-infused beverages: Due to the relatively small industrial park in the City, the Council determined last year that manufacturing of CBD products is prohibited. There are certain nuisance factors, including noise and odor that manufacturing from seed to product produces. With the CBD beverages, however, the manufacturing is not typically produced from seed to product, but   2    instead, the manufacturers, such as breweries, purchase the THC in a liquid from and mix it with various seltzers to produce the THC-infused beverages. This type of manufacturing is less of a nuisance concern and after some discussion at the work session in September, the Council supported allowing the manufacturing of CBD beverages at breweries and distilleries as an accessory use. The Council suggested taking a cautionary approach to the idea of allowing manufacturing of CBD products at this time and believed that allowing these CBD-infused beverages to be manufactured at facilities that already produce intoxicating beverages was a reasonable extension of their business and product lines, as long as it is not produced from the plant. Also, the Council did not want to allow it as a primary use, so it would be allowed only as an accessory use at breweries and distilleries. The zoning ordinance amendment and license ordinance amendment attached allow manufacturing of THC-infused beverages as an accessory use at breweries and distilleries and allow the sale of THC-infused beverages at off-sale liquor establishments without a CBD retail license. The Planning Commission held a public hearing at its meeting on Sept. 27 and recommended approval of the zoning ordinance amendment. If passed by the Council for the first reading, the ordinances would come back for final reading and adoption at the 2nd meeting in October. ACTION REQUESTED Approve both ordinances for their first reading. City of Stillwater Washington County, Minnesota ORDINANCE NO. XXX AN ORDINANCE AMENDING CITY CODE CHAPTER 31, SECTION 31-514.1 REGARDING PERFORMANCE STANDARDS FOR CANNABIS-RELATED USES The City Council of the City of Stillwater does ordain: SECTION 1 AMENDMENT. Chapter 31, Article V, Division 2, Section 31-514.1 subd. 3, 4 and 5 are hereby amended as follows: 31-514.1 Cannabis-Related Uses Subd. 4. Except as provided in Subd. 6, The the sale of CBD products shall comply with the following performance standards: (1) Only CBD retail establishments-intoxicating are allowed to sell, display, or provide intoxicating CBD products. (2) All CBD retail establishments–intoxicating shall have a security plan stating how the facility will address public health, welfare and safety concerns including, but not limited to: parking, traffic flow, security, fencing, lighting, window and door placement, landscaping, and hours of operation that is approved by the Police Chief; (3) No CBD retail establishment–intoxicating shall have a drive-through, walk-up window service, sidewalk displays, sales or outdoor storage or sandwich board signs; (4) There must be at least 1,000 feet between all CBD retail establishments (intoxicating and non-intoxicating); (5) All CBD retail establishments (intoxicating and non-intoxicating) shall be located at least 500 feet from any school when measured in a straight line from the edge of the building wall or tenant wall space in which the establishment is located to the property line of the school or licensed day care facility; (6) CBD incidental sales of non-intoxicating CBD products are permitted in any non- residential district. Subd. 5. The following cannabis uses are prohibited within the City: (1) CBD products that contain more than .3 percent tetrahydrocannabinol (THC). (2) Medical cannabis manufacturing. (3) Hemp or intoxicating CBD manufacturing as a primary use in all zoning districts. Specifically, the manufacturing of cannabis products that includes extracting the THC from the cannabis plant is prohibited. Manufacturing of intoxicating CBD beverages is allowed as an accessory use only at breweries and distilleries, as 2 long as the manufacturing process for the beverages does not involve the cannabis plant. Subd. 6. Exceptions. The sale of intoxicating CBD beverages that comply with subd. 5(1) is allowed at exclusive liquor stores and at breweries and distilleries that manufacture their own CBD beverages on-site. The sale of CBD beverages in appropriate packaging are exempt from the provisions of Subdivision 4. No on-site consumption is allowed at breweries and distilleries without a license from the Office of Cannabis Management. SECTION 2 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 amendment allows manufacturing of CBD-infused beverages as an accessory use at breweries and distilleries and allows the sale of CBD-infused beverages at off-sale liquor establishments. SECTION 3 INTERIM ORDINANCE STILL IN EFFECT. This ordinance amendment is solely limited to the allowance of THC-infused beverages containing less than 0.3% THC and does not terminate the interim ordinance that was adopted on August 2, 2023, which is still in force and effect. SECTION 4 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 _____ day of , 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk City of Stillwater Washington County, Minnesota ORDINANCE NO. XXX AN ORDINANCE AMENDING STILLWATER CITY CODE SECTION 41-10 REGARDING CBD RETAIL ESTABLISHMENT LICENSE EXCEPTIONS AND PERFORMANCE STANDARDS The City Council of Stillwater does ordain: SECTION 1 AMEND. Stillwater City Code Section 41-10, subd. 9 relating to CBD retail licenses shall be amended as follows: Subd. 9. Exceptions. No license shall be required for the following: (1) Medical marijuana distribution facilities licensed or approved by the State. (2) The sale of non-intoxicating CBD products, which may be sold in any business establishment in the CA, CBD, VC, BP-C, BP-I, BP-O or HMU zoning districts. (3) The sale of intoxicating CBD beverages that comply with Subd. 14 is allowed at exclusive liquor stores and at breweries and distilleries that manufacture their own CBD beverages on site. SECTION 2 AMEND. Stillwater City Code Section 41-10, subd. 14 relating to CBD retail licenses performance standards shall be amended as follows: Subd. 14. Performance Standards. All CBD retail establishments must meet the following conditions: (1) CBD products and edible CBD products may be sold for human or animal consumption only if all of the packaging requirements of Minn. Stat. § 151.72, subd. 3, or as may be amended. (2) No CBD product may contain more than 0.3 percent of THC. (3) No edible CBD product can contain an amount of any TCH that exceeds five mg per serving or 50 mg per package. (4) No intoxicating CBD product may be sold to anyone under the age of 21. (5) No one under 21 shall be allowed to enter an CBD retail establishment that sells intoxicating CBD products. (6) Any person selling or distributing licensed products shall require proof of age by means of government issued photographic identification from the prospective purchaser showing purchaser is 21 years old or older. (7) Signage identifying the legal sales age and the age verification requirement shall be posted at the point of sale. The required signage shall be posted in a manner so that it is clearly visible to anyone who is considering or making a purchase. (8) No one under 21 shall sell intoxicating CBD products. (9) CBD products must comply with the testing requirements in Minn. Stat. § 151.72, subd. 4, as may be amended. 2 (10) CBD products must comply with the labeling and packaging requirements of Minn. Stat. § 151.72, subds. 5 and 5a, as may be amended. (11) Intoxicating CBD products cannot be sold in vending machines, by transient merchants, peddlers, by a moveable place of business, through a drive-through or by internet sales for in-store pick up. (12) Intoxicating CBD products cannot be sold at exclusive liquor stores. (13) Intoxicating CBD products cannot be delivered to a location outside of the CBD retail establishment. (14) No sampling is allowed. (15) No on-site entertainment is allowed. (16) No flavored inhaled intoxicating CBD products may be sold. (17) No gels, powders or other forms of intoxicating CBD that are mixed with liquid may be sold. 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 amendment allows manufacturing of CBD-infused beverages as an accessory use at breweries and distilleries and allows the sale of CBD-infused beverages at off-sale liquor establishments. SECTION 4. 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 __ day of , 2023. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Date: To : Subject: August 24, 2023 Dan MacSwain, Mike Polehna and Stillwater Parks Commission Members Shawn Sanders, City Engineer Naming of New Park To Be Constructed On Former Aiple Residence Property We are writing this letter on behalf of Stillwater area residents who are underwhelmed and disappointed with the suggested name for the new city park to be created on the former Aiple residence property-"Lumberjack Landing." The Aiple property's most distinguishing feature besides its location is the beautiful stand of towering mature "grandmother" cottonwood and basswood trees. They tower over the shoreline and grace that stretch of the river. The City of Stillwater has chosen to name and promote multiple parks, events and public areas in homage to logging and lumberjack activities from its historic past. We feel the working name for this park does nothing to define its specific attributes. In this period for citizen reflection before plans are put into action, we respectfully request the decision makers consider the defining aspect of the Ai pie natural area as stated above. The working park name seems pitched toward a marketing "tourist attraction" approach rather than the attributes of this site, including other possible historic namings reflecting the longer history of this piece of ground. Sure, lumberjacks probably "landed" there, but where around here didn't they land? Lumbering activities removed hundreds of square miles of mature trees and moved them down the St. Croix River and its tributaries to our town and beyond. During that era, the St. Croix was full of logs, debris and pollution from over a dozen sawmills on the riverbanks of our city alone. At that time the riverbank was not scenic. Sentimental nostalgia for that era does not reflect the gritty realities of use and abuse to that section of riverbank (sawmill followed by Northwest Threshing Company millworker housing followed by several deleterious augmentations to the property during private ownership by one family). The few undersigned represent more folks of the same opinion who are not included here. Please see name suggestions below. We understand that in earlier discussion some names reflecting Native American perspectives on their longer stewardship of the riverbank were discussed. Perhaps some of those suggestions should be revisited as well for a more robust, inclusive review. Our groups' suggestions are below. Could you please retrieve earlier suggestions, including the Native American naming contributions, for reconsideration as well? A Native American Name Namekegon Way Riverbend Park Riverside Park In the Shade of the Giants Trailside Park River Haven Park of the Giants Big Cottonwoods Park Tree Haven Giant Cottonwood Haven Riverbend Cottonwoods Park Shady Cottonwoods Park Linden Landing Thank you for your service, Ruth Alliband, 410 Olive Street West, Stillwater Laurie Schneider, 9503 Norell Avenue, Stillwater Claudia Morgan, 805 Sixth Avenue South, Stillwater Carlota Estevez, 11661 Myeron Road North, Stillwater Wendy Gorski, Stillwater Keith Chrysler, 9503 Norell Avenue, Stillwater Thomas Weber, 11464 Norell Avenue, Stillwater Bruce Lundeen, 13135 Lynch Road, Hugo Ashley Hausman and Josh Lohmer, 720 Fourth Street, Stillwater Randy and Patty Elovich, 510 Owen Street S, Stillwater Anthony Beyer, 904 Churchill Street W, Stillwater Louise Watson, 927 Northland Avenue, Stillwater Allison McGinnis, 415 Willard Street W, Stillwater Tom Bader and Meg Capra Bader, 421 Willard Street W, Stillwater Andrea Mccready, 904 Churchill Street W, Stillwater Pamela Arnold, Old Goose Lake Road, Scandia Kit Prendergast, 809 Sixth Ave So, Stillwater Barb Medinger, 8802 Stone bridge Trail No, Stillwater Dennis Glock, 821 Pine Street West, Stillwater Kathy Feste and Tucker Hannah, 5520 Nolan Avenue, Oak Park Heights Elizabeth Welty, 724 Oak Street W, Stillwater Tom and Victoria Styrbicki, 6351 Saint Croix Trail No., Stillwater Christina Arndt, 838 Willard Street, Stillwater Melanie Ebertz, 1924 First St N, Stillwater Diane Hilscher, Hugo Harv and Janet Bartz, 5394 Nolan Lane, Oak Park Heights Christina Elias, 23845 Pomroy Avenue N, Scandia Doug Williams, 1790 Ramada Ave So, Lake St. Croix Beach Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3, Chair Karla Bigham, District 4 Michelle Clasen, District 5 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 A.Approval of the September 12, 2023, County Board meeting minutes. B.Adopt a resolution reappointing Edward Marchan, West Lakeland Township, to a fifth term expiring November 13, 2026, as Manager on the Valley Branch Watershed District. C.Adopt a resolution reappointing Don Pereira, Afton, to a second term expiring November 13, 2026, as Manager on the Valley Branch Watershed District. D.Approval to set a public hearing for November 7, 2023, for a new ordinance to create a Housing Trust Fund for Local Housing Development. E.Approve Contract No. 15926 with YMCA of the North in the amount of $189,000 for the period of October 1, 2023, through September 30, 2025, for Family Homeless Prevention Assistance Program (FHPAP) funds. F.Approve Contract No. 15924 with Valley Outreach in the amount of $300,000 for the period of October 1, 2023, through September 30, 2025 for Family Homeless Prevention Assistance Program (FHPAP) funds. G.Approve Contract No. 15923 with Solid Ground in the amount of $546,000 for the period of October 1, 2023, through September 30, 2025 for Family Homeless Prevention Assistance Program (FHPAP) funds. H.Approve Contract No. 15925 with Community Action Partnership of Ramsey and Washington Counties in the amount of $335,000 for the period of October 1, 2023, through September 30, 2025 for Family Homeless Prevention Assistance Program (FHPAP) funds. 1.8:30 2.9:00 3.9:00 4. 9:10 Personnel Committee Roll Call Pledge of Allegiance Comments from the Public 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 exceeds the allowable time limit, becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities. Consent Calendar - Roll Call 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. BOARD AGENDA October 3, 2023 - 9:00 AM 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 I.Adopt a resolution to recognize October 2023 as Cybersecurity Awareness Month. J.Approval of a 1.0 FTE Senior Communications Specialist position to begin in 2023. K.Approval of a 1.0 FTE Elections Technician position to start in 2023. L.Approval of a 1.0 FTE CAMA Coordinator position in the Property Records and Taxpayer Services Department. M.Reject bids that were received on September 12, 2023, for two Patrol Boats. 8. 10:15 General Administration - Tina Elam, Communications Manager (item A) - Kevin Corbid, County Administrator (item B) A. Approval to enter into negotiations with BR8KTRHU for the Washington County Comprehensive Website Evaluation. B. Consideration of Personnel Committee recommendation regarding county Health Savings Account contribution. 7. 10:00 Property Records and Taxpayer Services - Amy Stenftenagel, Director A. Adopt a resolution honoring staff in the Property Records and Taxpayer Services Department and declaring October 2-6, 2023, Customer Service Week in Washington County. 6. 9:45 Information Technology - Patrick Gangl, IT Manager A. Approve Contract No. 15643 with Avante Solutions Inc. in the amount of $561,675 for IT service management enterprise application solutions, for the period of signature to July 31, 2026. 5. 9:10 Public Hearing - Public Health & Environment - Caleb Johnson, Sr Community/Environmental Health Program Manager A. Conduct a Public Hearing on proposed revisions to Washington County Youth Access to Tobacco Ordinance #185. Consent Calendar continued 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 A. Executive (closed) session to conduct the annual performance review for County Administrator Kevin Corbid. 12. 12:00 Adjourn 13. 12:00-12:15 Break 14. 12:15 Board Workshop with Public Works A. Overview of the Public Works grant planning process and provide information on three upcoming grants: Regional Solicitation, Local Road Improvement Program (LRIP), and Safe Routes to Schools (SRTS). 15. 12:45 Board Workshop with Administration and Public Works A. Review the draft 2024-2028 Capital Improvement Plan (CIP). 9. 10:45 10.11:00 11.11:00 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. Board Correspondence Executive (Closed) Session - County Administrator's Performance Review BOARD AGENDA Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3, Chair Karla Bigham, District 4 Michelle Clasen, District 5 September 26, 2023 - 9:00 AM 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 1.9:00 2.9:00 Roll Call Pledge of Allegiance Comments from the Public 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 exceeds the allowable time limit, becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities. Consent Calendar - Roll Call 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 September 5, 2023, County Board meeting minutes. B. Adopt a resolution to accept grant funding from the Minnesota Department of Public Safety, Office of Justice Programs, for ongoing services to victims of crime in the amount of $140,000 for fiscal year 2024. C. Approve Contract No. 15904 with Community Action Partnership of Ramsey & Washington Counties in the amount of $485,000.00 for the period of September 1, 2023, through March 31, 2024. D. Approve Contract No. 15906 with Solid Ground in the amount of $668,500.00 for the period of September 1, 2023, though March 31, 2024. E. Adopt a resolution to place three (3) county-owned bridges on the Minnesota Department of Transportation prioritized bridge replacement list, to allow the ability to use State Bridge Funds to replace and rehabilitate these bridges. F. Approve Purchase Order No. 26871 with Prevolv in the amount of $252,280.29 for replacement of the workstations in the Community Services Department (CSD) as part of the approved American Rescue Plan Act (ARPA) project. 3. 9:10 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 2.Award for the 2021 Outstanding Achievement in Popular Annual Financial Reporting (PAFR) 3.The Distinguished Budget Presentation Award for the 2023 budget 5. 9:30 Public Works - Mandy Leonard, Sr. Building Services Project Manager A. Approve Contract No. 15900 with Structure Craft Builders USA, Inc. for Bid Package #1 Structural Wood for the Washington County Central Service Center (CIP# BSD-WCSC-001). 6. 9:45 7. 9:55 General Administration - Kevin Corbid, County Administrator 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. Board Correspondence Adjourn Board Workshop with Administration and Sheriff's Office A. Review and discuss recommendations for utilizing Washington County Public Safety Aid. 8.10:15 9.10:15 10.10:20 11.11:00 12.11:30 Finance Committee Personnel Committee 4. 9:10 Accounting and Finance - Joua Yang, Deputy Director (item A1) Shanna Fulkerson, Senior Accountant (item A2) Janna Oman, Budget/Financial Analyst (item A3) A. Presentation of the Government Finance Officers Association (GFOA) Triple Crown awards that have been issued to the County for: 1. Certificate of Achievement for Excellence in Financial Reporting for the 2021 Annual Comprehensive Financial Report (ACFR)