Loading...
HomeMy WebLinkAbout2024-08-07 CC Agenda Packet Changed Due to Night to Unite216 4th Street N, Stillwater, MN 55082 651-430-8800 www.stillwatermn.gov AGENDA CITY COUNCIL MEETING August 7, 2024 WORKSHOP MEETING 4:30 P.M. I.CALL TO ORDER II.ROLL CALL III.OTHER BUSINESS 1.Downtown Solid Waste Management Study 2.Stillwater Library Update 3.Fiscal Agent 4.Zoning Code Update IV.STAFF REPORTS 5.Public Works Director 6.Police Chief 7.Fire Chief 8.Finance Director 9.Community Development Director 10.City Clerk 11.City Attorney 12.City Administrator 13.IT Manager 14.Library Director V.RECESS REGULAR MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL VIII. PLEDGE OF ALLEGIANCE IX. RECOGNITIONS OR PRESENTATIONS 15. Certificate of Appreciation for Joseph Yetman (Parks & Recreation Commission) 16. Council Service Award for John Murphy (Valley Access Broadcasting) X. 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. XI. CONSENT AGENDA – these items are considered routine and will be enacted by one motion with no discussion. Anyone may request an item to be removed from the consent agenda and considered separately. 17. July 16, 2024 Regular Meeting Minutes 18. Payment of Bills 19. 2024 Street Improvement Project Easement Acquisitions along Greeley Street – Resolution 20. 2025 Street Improvement Project Order Feasibility Study – Resolution 21. Harvest Fest 2024 Event Agreement and Temporary Liquor License 22. Lowell Park Pavilion Rehabilitation Project Agreement 23. Manitou Fund Arts and Cultural Center Zoning Text Amendment – Ordinance 1st Reading 24. Rivertown Art Festival 2024 Event Agreement and Temporary Liquor License 25. Short Term Home Rental License Amendment for 209 Main St S <SilhY?A The Birthplace of Minnesota ) No Change to Agenda Page 2 of 2 City Council Meeting Agenda August 7, 2024 26. Temporary Liquor License for Episcopal Church of the Ascension 27. Tobacco and CBD License for Stillwater Tobacco LLC XII.PUBLIC HEARINGS – when addressing Council please limit your comments to 10 minutes or less. 28.Proposed Vacation and Discontinuance of a Permanent Drainage and Utility Easement at 201 and 211 Olive St W (Case 2024-030) – Postponed to August 20th XIII.UNFINISHED BUSINESS XIV.NEW BUSINESS XV.COUNCIL REQUEST ITEMS XVI.ADJOURNMENT lJwr The Birthplace of Minnesota WORKSHOP MEETING I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 216 41h Street N, Stillwater, MN 55082 651-430-8800 www.stillwatermn.gov AGENDA CITY COUNCIL MEETING August 7, 2024 1. Downtown Solid Waste Management Study 2. Stillwater Library Update - Available Tuesday 3. Fiscal Agent 4. Zoning Code Update IV. STAFF REPORTS 5. Public Works Director 6. Police Chief 7. Fire Chief 8. Finance Director 9. Community Development Director 10. City Clerk 11. City Attorney 12. City Administrator 13. IT Manager 14. Library Director 4:30 P.M. V. RECESS REGULAR MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL Vill. PLEDGE OF ALLEGIANCE IX. RECOGNITIONS OR PRESENTATIONS 15. Certificate of Appreciation for Joseph Yetman (Parks & Recreation Commission) 16. Council Service Award for John Murphy (Valley Access Broadcasting) X. 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. XI. CONSENT AGENDA — these items are considered routine and will be enacted by one motion with no discussion. Anyone may request an item to be removed from the consent agenda and considered separately. 17. July 16, 2024 Regular Meeting Minutes 18. Payment of Bills 19. 2024 Street Improvement Project Easement Acquisitions along Greeley Street - Resolution 20. 2025 Street Improvement Project Order Feasibility Study - Resolution 21. Harvest Fest 2024 Event Agreement and Temporary Liquor License 22. Lowell Park Pavilion Rehabilitation Project Agreement 23. Manitou Fund Arts and Cultural Center Zoning Text Amendment - Ordinance 1st Reading 24. Rivertown Art Festival 2024 Event Agreement and Temporary Liquor License 25. Short Term Home Rental License Amendment for 209 Main St S 26. Temporary Liquor License for Episcopal Church of the Ascension 27. Tobacco and CBD License for Stillwater Tobacco LLC XII. PUBLIC HEARINGS —when addressing Council please limit your comments to 10 minutes or less. 28. Proposed Vacation and Discontinuance of a Permanent Drainage and Utility Easement at 201 and 211 Olive St W (Case 2024-030) — Postponed from 7/16 —Available Tuesday XIII. UNFINISHED BUSINESS XIV. NEW BUSINESS XV. COUNCIL REQUEST ITEMS XVI. ADJOURNMENT Page 2 of 2 City Council Meeting Agenda August 7, 2024 Downtown Solid Waste Study City Council August 7, 2024 Reason for Study •Feedback from Property Owners •Lack of space for receptacles •Reduce volume in waste stream •Opportunities for organic recycling Business Owner Feedback Business Owner Recommendations for City Alternatives •Maintain Status Quo •Additional Waste Enclosures •Centralized Waste Station(s) •Collection Zones (consolidation) Next Steps •Deeper Dive (additional study) on any desired options •Similar to Feasibility Study �l Water T H E B I R T H P L A C E O F M I N N E S O TA DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Tim Gladhill, Community Development Director SUBJECT: Downtown Solid Waste Study DISCUSSION In partnership with Washington County, a study of new solid waste management strategies has been explored over the last year. Washington County entered into a contract with Foth Infrastructure & Environment, LLC to perform the study that included existing conditions scan (including on site visits), discussions with Downtown Owners and Stakeholders, and discussions with Solid Waste Management Companies. The study outlines several alternatives that the City and County could continue to explore further in a second phase of more in depth evaluation of feasibility. At minimum, additional enclosures throughout Downtown is a likely need. For any option, Staff desires to remain cognizant to any staffing needs and impacts and avoid any unreasonable demands on staff workload. Exploration of many of these options would require public engagement From an economic development standpoint, solid waste management in Downtown Stillwater is a topic that routinely is identified as a key issue for owners and stakeholders. ACTION REQUESTED Direct Staff to continue to further explore (or not explore) alternatives identified in the attached report. # iuth Report Downtown Stillwater Recycling Infrastructure Assessment City of Stillwater Stillwater, Minnesota July 2024 Project ID: 20W001.00 Solving our clients' toughest science and engineering challenges. Downtown Stillwater Recycling Infrastructure Assessment Project ID: 20W001.00 Prepared for City of Stillwater 216 North Fourth Street Stillwater, MN 55082 Prepared by Foth Infrastructure & Environment, LLC July 2024 REUSE OF DOCUMENTS This document (including any enclosures and attachments) has been prepared for the exclusive use and benefit of the addressee(s) and solely for the purpose for which it is provided. Any use outside of said purpose and/or by anyone other than the addressee(s) is at the unauthorized user's sole risk. Copyright©, Foth Infrastructure & Environment, LLC 2024 8550 Hudson Boulevard North • Eagle Point Office Center II, Suite 105 • Lake Elmo, MN 55042 • (651) 288-8550 foth.com Downtown Stillwater Recycling Infrastructure Assessment Table of Contents Page List of Abbreviations, Acronyms, and Symbols................................................................................. iii 1. Project Background..................................................................................................................1 2. Goals and Objectives...............................................................................................................2 3. Methods and Analysis..............................................................................................................3 3.1 Kickoff Meeting............................................................................................................3 3.2 Downtown Stillwater On -Site Assessment/Walk-Around.........................................3 3.2.1 Assessment Scope and Methodology........................................................3 3.2.2 Data Collection Process..............................................................................4 3.3 Stakeholder Engagement............................................................................................4 3.3.1 Property Owner/Business Owner Engagement.........................................5 3.3.1.1 Property Owner/Business Owner Engagement Results .........................5 3.3.2 Hauler Engagement.....................................................................................7 3.3.2.1 Hauler Engagement Results.....................................................................7 3.3.3 Other Entities................................................................................................8 4. Analysis.....................................................................................................................................9 4.1 Establishment of More Waste Enclosures.................................................................9 4.1.1 Waste Enclosure Space Audit.....................................................................9 4.2 Centralized Waste Stations.......................................................................................10 4.3 Collection Zones........................................................................................................11 Figure Figure 1 Trash Container Cluster/Heat Map Appendices Appendix A Recycling Infrastructure Project Map Appendix B Waste Collection Improvement Survey Appendix C Hauler Input Survey pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx ii List of Abbreviations, Acronyms, and Symbols app application City City of Stillwater County Washington County Foth Foth Infrastructure & Environment, LLC Leo's Leo's Malt Shop N/A not applicable SIBA Stillwater Independent Business Alliance TAP Technical Assistance Program pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx iii 1. Project Background The City of Stillwater (City) and its downtown business groups have recognized the need to enhance recycling and waste collection in the Downtown Stillwater area. Current challenges, including business turnover and infrastructure limitations, impede sustainable recycling efforts. Over the past few years, the Stillwater Independent Business Alliance (SIBA) collaborated with downtown businesses and BizRecycling to explore potential improvements in solid waste and recycling management. However, they encountered several barriers: ♦ Storage Space Limitations: Downtown businesses face significant constraints in exterior storage space for trash and recycling due in part to the necessity of allocating space for parking. A single enclosure for waste and recycling bins occupies at least two parking spots, making it impractical for every business to have its own. Additionally, some businesses were unwilling to share storage spaces, and some property owners were reluctant to add waste service facilities. ♦ Service Availability: Waste and recycling collection services are limited in the area. Many business owners in rented spaces or locations surrounded by City property (primarily along the river) cannot add these services. The City and Washington County (County) initially developed the project scope in 2019-2020, but the Covid-19 pandemic delayed its commencement. In late 2022, the County approached Foth Infrastructure & Environment, LLC (Foth) through the Technical Assistance Program (TAP) to assess the feasibility of Foth assisting with the project. Consequently, the project was included in the TAP project list for 2023. Due to the timing of when we could best engage businesses, the project has extended into 2024. This study aims to address these challenges and enhance the efficiency and sustainability of waste and recycling management in Downtown Stillwater. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth . 1 2. Goals and Objectives The primary objective of this project is to assess existing barriers and identify possible solutions and strategies to mitigate their impact on recycling and solid waste collection. This assessment will precede further engagement with BizRecycling to support businesses in the downtown district. Through the TAP, Foth staff developed a list of options for the City to consider. These options were formulated based on data collected through downtown walk-throughs, surveys, and stakeholder engagement. The provided options offer a comprehensive understanding of the necessary considerations and potential actions required to improve solid waste and recycling collections in Downtown Stillwater. The options take into account various factors, including: ♦ Crowding and Population Fluctuations: Considering seasonal increases in population. ♦ Opportunities for Waste Reduction: Identifying ways to minimize waste generation. ♦ Increasing Recycling Participation: Encouraging and enabling more businesses to adopt recycling practices. ♦ Traffic Flow: Managing both pedestrian and vehicular traffic. ♦ Hauling Logistics: Addressing logistical challenges for both businesses and waste haulers. In summary, this project aims to pave the way for actionable improvements in waste and recycling management in Downtown Stillwater by addressing current barriers and proposing strategic solutions. This is important because the implementation of proposed solutions may need to occur gradually rather than all at once. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth . 2 3. Methods and Analysis 3.1 Kickoff Meeting Following the approval of the scope of services, Foth facilitated a kickoff meeting on April 5, 2023, to review the project goals and gather key information. Attendees included Stillwater City Clerk, Beth Wolf, and Washington County Senior Environmental Specialist, Max Dalton. During the meeting, the City and County provided an overview of the issues related to the project and the services they sought from Foth The City identified Tim Gladhill, the City of Stillwater Community Development Director, as an additional key contact. He has strong connections with the downtown businesses and will assist in outreach and engagement throughout the project. A project timeline was reviewed during the kick-off meeting. It was decided that the on -site assessment would occur during the summer months to observe waste management flow at its busiest. The engagement with business owners was scheduled for the winter months, avoiding the holidays and winter festivals, and thus occurred in early 2024. The fall of 2023 was used to gather data on past BizRecycling projects and develop survey questions for stakeholders. 3.2 Downtown Stillwater On -Site Assessment/Walk-Around On June 21, 2023, a meeting with Tim Gladhill was arranged to discuss the waste management issues observed in the downtown district and the feedback from local businesses. Tim provided a tour, highlighting the City -installed enclosures and critical areas of concern. The comprehensive on -site assessment took place the following day, June 22nd. Tim also emailed the business community informing them about the project and Foth's presence downtown to visually assess waste collection areas. 3.2.1 Assessment Scope and Methodology The on -site assessment/walk-around in Downtown Stillwater aimed to collect data to identify factors for improving solid waste and recycling management. The assessment covered the commercial area between the St. Croix River (east), 2nd Street (west), Laurel Street East (north), and the St. Croix Boat and Packet Company (south) (see map in Appendix A). Foth collaborated with County GIS Analyst Adam Snegosky to create a data collection form/application (app) in ArcGIS Online for the assessment. Adam developed the app based on parameters set by Foth, allowing staff to record data on cell phones during their walk -around. The collected information included: ♦ GIS Location ♦ Type of Establishment (if known) ♦ Hauler Name ♦ Type/Size of Trash Container ♦ Presence of Shared Dumpsters ♦ Type/Size of Recycling Container ♦ Type/Size of Other Container ♦ Organics Collection ♦ Type/Size of Organics Container ♦ Additional Notes and Images The site visit and data analysis aimed to identify areas of extreme congestion, provide a breakdown of container sizes and numbers, assess the distribution of haulers, identify underutilized areas, and understand the general challenges faced by the downtown area. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth . 3 3.2.2 Data Collection Process Data was collected over a four-hour period by two Foth staff members. They started at the south end of the downtown district, each covering the east or west side of Main Street, and walked to the north end, entering data points into the app. Despite comprehensive efforts, some containers may not have been visible during the assessment due to businesses storing them in non -visible areas, as was the case with Leo's Malt Shop (Leo's). Leo's has an enclosed garage for waste storage, making their containers inaccessible for viewing during the assessment. During the assessment, several business owners expressed appreciation for the City/County's attention to waste management issues and willingly shared their insights and challenges. Overall, the collected data provided valuable insights into the current waste management practices and highlighted areas for potential improvement in Downtown Stillwater. 3.3 Stakeholder Engagement Foth reached out to Tim Gladhill for support during the stakeholder engagement process. Tim provided additional background information on past efforts to evaluate or improve recycling and solid waste management and previous communications between downtown businesses and the City regarding waste management. The goal of stakeholder engagement was to provide meaningful opportunities for stakeholders to share their insights on the issues affecting waste management in the downtown area. This information was instrumental in developing options for the City and county to consider. The general objectives of the stakeholder engagement included: ♦ Structured Communication: Provide structured opportunities for the County and City to receive input from targeted stakeholders as listed in the May 2023 scope of services. ♦ Accountability and Transparency: Establish accountability, transparency, and trust with stakeholders and the public in the process. The stakeholders identified for engagement included: ♦ Waste Haulers ♦ Community Representatives ♦ Business Owners ♦ Building/Property Owners ♦ Chamber of Commerce ♦ Sustainable Stillwater ♦ SIBA ♦ City of Stillwater Solid Waste & Recycling ♦ Washington County Solid Waste & Recycling ♦ Other relevant parties To effectively gather feedback, stakeholders were divided into three groups: ♦ Property Owners/Business Owners ♦ Haulers ♦ Other Entities: This group included Chamber of Commerce representatives and members, Sustainable Stillwater members, and SIBA pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 4 This targeted approach ensured that the questions and engagement strategies were tailored to the unique perspectives of each group, facilitating comprehensive and relevant feedback for developing waste management improvement options. 3.3.1 Property Owner/Business Owner Engagement The primary goal of engaging property owners and business owners was to gather insights from businesses in Downtown Stillwater. This engagement allowed them to voice the issues they have observed, the challenges they have encountered, the solutions they have attempted in the past, and the potential solutions they see as feasible for improving solid waste management in the downtown area. Additionally, the engagement sessions informed business and property owners that the City is actively addressing commercial waste management issues and seeking viable solutions. The engagement process began with a survey designed to capture detailed information from business entities. Foth developed a comprehensive survey consisting of 33 questions to identify: ♦ The types of waste businesses are currently managing on site. ♦ The constraints they face ineffectively managing their waste. ♦ Any previous attempts to overcome these constraints. The survey was distributed to businesses on January 261h via email through Tim Gladhill. On February 1 St Foth participated in a virtual downtown business meeting to reintroduce the project and encourage participation in the survey. Businesses were requested to provide their responses within two weeks, and the survey was closed on February 9". The complete survey responses are available in Appendix B. This structured engagement process ensured that business and property owners had ample opportunity to contribute their perspectives, helping to shape the development of effective waste management solutions for Downtown Stillwater. 3.3.1.1 Property Owner/Business Owner Engagement Results The survey received responses from 15 businesses. These businesses have been operating in downtown Stillwater for ages ranging from 1 to 46 years, with eight of them operating for over 10 years. Waste and Recycling Collection Services The survey inquired about who provided solid waste and recycling collections for the businesses: ♦ 11 of the 15 respondents work with the same hauler for both garbage and recycling. ♦ One business only has trash collection, and two businesses do not have any solid waste or recycling collection services. ♦ Of the businesses without services, one cited a lack of space for containers, while both indicated an interest in sharing containers with another business. ♦ Feedback from the survey and discussions with the City revealed that one business transports its waste and recycling to another facility outside Stillwater due to local management challenges. Sharing Recycling Containers Q21. Do you share recycling containers with another business? If yes, how many other businesses? ♦ Six respondents do not share containers. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 5 ♦ Eight respondents share containers with 1 to 3+ other businesses. Q23. If you share containers, is your hauling contract also shared? ♦ Three responded yes. ♦ Two responded no. ♦ Seven responded not applicable (N/A). ♦ Two indicated it was part of the lease agreement. ♦ One did not know. Q24. If you do not share containers, would you be interested in sharing garbage/recycling/organics containers if it made sense to do so? ♦ Four responded yes. ♦ Two responded no. ♦ One already shares containers. ♦ Two responded maybe/don't know. ♦ Six responded N/A. ♦ Issues with Waste Management. Issues and Improvement Opportunities Q25-27. What issues are you facing with your garbage/recycling/organics collection? ♦ Space constraints. ♦ Contamination in recycling and organics. ♦ Containers fill too fast, leading to overflow; more frequent collections are needed, especially on weekends. ♦ Cars parked too close, obstructing access. ♦ High costs, especially for organics collection. ♦ Willingness to change. Q31. What would you be willing to change/fix to improve your waste management scenario? ♦ Not sure it is up to me as a tenant. ♦ Willing to haul bins in/out. ♦ Open to moving trash. ♦ Willing to compost. ♦ Open to any proposals to make the town cleaner. ♦ Don't know (3), but open to ideas. ♦ Willing to do anything. ♦ Willing to walk further to garbage bins to keep them out of sight. Assistance from City/County Q32. What is the most important thing the City/County could do to help you with your waste management and recycling more? ♦ Better organics service options. ♦ Improved accessibility. ♦ Pool resources for competitive pricing. ♦ Establish shared waste areas to keep dumpsters out of sight. ♦ Increase the frequency of pick-ups. ♦ Reduce costs. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 6 ♦ Create 8 to 10 centralized shared waste areas with frequent emptying. ♦ Not sure (4), but open to ideas. These responses provide valuable insights into the current waste management challenges downtown businesses face and highlight potential improvement areas. 3.3.2 Hauler Engagement The goal of the hauler engagement is to better understand, from the haulers who are actively collecting waste and recycling in the downtown area, the constraints and issues they have observed and experienced. In addition, Foth asked the haulers about any solutions they may have implemented to assist businesses with their solid waste and recycling collections. The haulers Foth contacted included: ♦ WM ♦ Republic Services ♦ Highland ♦ Maroney's ♦ Tennis' Tennis informed Foth that they currently are not assisting any downtown Stillwater business accounts. 3.3.2.1 Hauler Engagement Results During the week of March 181h, we began engaging with haulers. The City provided Foth with a list of hauler contacts. Foth initiated contact by making phone calls to each hauler, followed by emails containing the survey and information about the study. Initially, responses were limited, necessitating follow-up emails and phone calls over the following weeks. Some contacts provided were not the correct individuals to speak with regarding Downtown Stillwater's commercial accounts. Ultimately, we were able to speak with and receive survey responses from all four haulers servicing Downtown Stillwater businesses. Below are the most notable responses. The complete survey responses are available in Appendix C. Q2. How many businesses do you service in the downtown area? ♦ 4-10 Businesses: 2 haulers ♦ 15+: 1 hauler ♦ Other: 1 hauler Q3. What kind of containers do you service in the downtown area? ♦ Dumpsters only: 2 haulers ♦ Both dumpsters and roll carts: 2 haulers (with one noting the majority were dumpsters) Q4. Are any of your customers unable to recycle due to constraints on their collection area? ♦ Yes: 1 hauler ♦ No: 1 hauler ♦ Other: 2 haulers ■ Space constraints limit service capacities ■ Unsure, as it has not come up directly pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 7 Q6. How many days per week are you sending trucks to the downtown area? ♦ 2-3 times per week: 3 haulers ♦ Other: 1 hauler ■ Sending trucks every day, but businesses are scattered; some are serviced on Saturdays, some up to 4 days a week, and this may change seasonally. Q8. What parts of your route pose the most challenges? ♦ Businesses with small enclosures. ♦ Specific challenges included: ■ Lora with steep hills and cars illegally parked near there. ■ Union Alley, which cannot be accessed directly, causing road blockages. Roofs on the enclosures have helped tremendously. ♦ No specific issues, with routes completed before 6:00 a.m. to avoid traffic. ♦ Main Street/Walters/Union Alleys: Parking lots and alleys are challenging due to traffic/parking congestion. Q11-12. Do your customers share containers? ♦ Yes: 2 haulers ♦ Uncertain: 2 haulers (one is pretty sure some are sharing; the other is unsure) ♦ Three out of four haulers indicated managing shared containers is challenging due to billing issues. One hauler noted that while billing can be managed easily enough, getting businesses to agree on payment amounts can be challenging. Q13. Any other information, thoughts, comments, or examples that would help the City/County? ♦ Help businesses by creating specialized locations versus taking up parking spaces and building or relocating enclosures. ♦ Sharing and consolidating services as much as possible is optimal. Working with responsive haulers provides customers with flexible service and a high level of satisfaction. These responses provide critical insights into the operational challenges haulers face and potential solutions for improving waste management efficiency in Downtown Stillwater. 3.3.3 Other Entities This group consists of Chamber of Commerce representatives and members, Sustainable Stillwater members, and the SIBA. During this portion of the study, no formal survey was conducted with this group However, various members from these organizations provided feedback during meetings. As the project progressed, it became clear that we had already received sufficient input from individuals within this group through informal discussions. Consequently, a formal survey was deemed unnecessary at this time. This approach allowed us to focus on gathering detailed information from other stakeholders while still considering the valuable insights shared by these community representatives. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 8 4. Analysis Foth has developed several options for the City and County to consider as potential solutions to the identified issues. These options are based on data collected from stakeholder surveys and on -site assessments. The proposed options are: ♦ Establishment of More Waste Enclosures ♦ Establish Centralized Waste Stations ♦ Develop Collection Zones 4.1 Establishment of More Waste Enclosures The City has installed waste enclosures at several locations downtown to assist with waste and recycling container management in key areas visible to the public. The Public Works Department routinely cleans these enclosures to minimize odors and manage grease spills around grease containers. (Refer to the photo log for images of various enclosures around downtown.) When identifying additional spaces for enclosures, several factors need to be considered: ♦ Parking: Parking access is limited around downtown, and business owners are reluctant to lose parking near their businesses. Current enclosures occupy roughly two parking spaces in width but do not utilize the entire space in depth. Future enclosures should maximize the use of parking spaces. Ideally new enclosures will be developed without occupying parking spaces at all. ♦ Roofed Enclosures: Some existing enclosures do not have roofs, presenting challenges, especially during winter. Businesses expressed concerns in the survey about the general public throwing garbage over the top of enclosures, often missing the containers or causing contamination in recycling containers. Haulers also mentioned difficulties with moving containers around when snow piles up inside the enclosure. Roofed enclosures would address these issues. ♦ Hauler Access: Haulers should be involved in future planning to ensure that the logistics of collecting containers are considered from their perspective. ♦ Accessibility for Businesses: Enclosures should ideally be shared by multiple businesses to reduce the number of containers around downtown. They should be conveniently dispersed to access the greatest number of businesses. ♦ Management: The City should consider managing the logistics and fee structure for the enclosures. This may require applications and billing, managed by the City, to ensure proper use and maintenance. These options aim to address the current challenges in waste management while optimizing space and resources in Downtown Stillwater. 4.1.1 Waste Enclosure Space Audit The City should consider conducting a space audit of the downtown district to identify public or private areas that could be converted into waste enclosures. The audit should evaluate the following factors: ♦ Pedestrian Use: Assess how the space is currently used by pedestrians and the potential impact on foot traffic. ♦ Proximity to Businesses: Identify the number of businesses nearby and ensure the enclosure is accessible to those that need it most. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth . 9 ♦ Challenges Faced by Businesses: Prioritize locations near businesses that face significant waste management challenges. ♦ Opportunity Cost: Evaluate what might be lost by converting the space into a waste enclosure, such as parking spots or public amenities. ♦ Existing Infrastructure: Consider any existing infrastructure that might affect the construction and use of the enclosure. ♦ Hauler Access: Ensure haulers can easily maneuver around the area and access the enclosure for waste collection. ♦ Safety Access: Confirm that the area remains accessible to safety personnel, including police and fire services. During the downtown walk -around, Foth identified areas with higher congestion (see Figure 1 — Cluster Waste Layout). These areas already manage larger amounts of containers and traffic. A space audit could help determine if these congested areas are suitable for additional waste enclosures. By carefully considering these factors, the City can optimize the placement of waste enclosures, enhancing waste management efficiency and minimizing disruption to businesses and pedestrians. 4.2 Centralized Waste Stations This concept involves establishing a few larger, centralized waste stations instead of many smaller enclosures spread across downtown. These stations would serve more businesses and, as a result, occupy more individual space, but potentially less space overall. To implement this idea successfully, the City should consider the following: ♦ Management of Waste Fees: The City would manage waste fees for the entire business district, streamlining the billing process. ♦ Business Designation: The City would designate which businesses will use each station, ensuring optimal utilization and convenience. ♦ Hauler Assignment: The City would determine which haulers manage each station. This could involve a single hauler per station or multiple haulers across several stations. ♦ Location: The City might need to allocate City -owned property to accommodate the centralized waste stations. Feedback from businesses indicated a willingness to transport their waste further if it meant improved waste collection services and reduced impacts on nearby parking. Businesses may need to be equipped with wagons, carts, or other tools to transport materials to the centralized stations safely. The benefits of centralized waste stations include: ♦ Improved Diversion Opportunities: Shared containers maximize the weight per pickup for haulers, allowing even small quantity generators to participate in diversion programs. ♦ Enhanced Efficiency: Compactors can enable more businesses to utilize the space efficiently and open up opportunities for diverting non -trash materials. ♦ Space Optimization: By consolidating waste collection, these stations can help reduce the number of containers scattered around downtown, freeing up space and improving aesthetics. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth. 10 Centralized waste stations offer a strategic approach to managing waste more efficiently, benefiting businesses and the community. 4.3 Collection Zones A more systematic approach to waste collection in the downtown area involves either consolidating collection under a single hauler for all downtown commercial businesses or dividing the downtown area into distinct collection zones, each managed by different haulers. Assigning specific zones to haulers can improve container organization and route efficiency. Key considerations for this option include: ♦ Fee Structure Management: The City may need to oversee the fee structure to ensure that zones are relatively equal in size and volume, providing a balanced workload for haulers. ♦ Business Cooperation: Businesses must collaborate with their designated hauler within their zone to ensure smooth operations. ♦ Hauler Collaboration: Engaging haulers in discussions about this approach can help address the issues they face in the downtown area and contribute to the plan's success. ♦ Implementation Timeline: Establishing this system will take time and cannot be implemented immediately. A phased approach may be necessary to transition smoothly. By organizing waste collection into designated zones, the City can enhance efficiency, reduce congestion, and improve overall waste management in Downtown Stillwater. pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth • 11 Figure pw:\Washington Co PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth NOTES: 1. Basemap from Esri. '0 Foth This drawing is neither a legally recorded map nor a survey and is not intended to be used as one. This drawing is a compilation of records, information and data used for reference purposes only. Q:\Washington Cc PHE MN\20W001\GIS\aprx\Stillwater_ Study_May2024\Stillwater_Study_May2024.aprx 5/9/2024 5:42 PM Appendix A Recycling Infrastructure Project Map pw:\Washington Co PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth Downtown Stillwater Recycling Infrastructure project Dovntown Stillwater Downtown Stillwater Recycling Infrastructure Project to St W Sr lY � z Ave W or Ave W �stw St W 3 W r z Wardens I,I a Iwater Public Libras j. ;w Z Mau s rA Cream 11' Stillwater Veterans Memorial 14 �N i Wtafard ig Chilkoot Cafe e 4 Churchill St W CUircMt T L SQ in na,u"'. at c BADGER STATE ` STORAGE HOULTON St( Meadows RV 4 911 ►+ubop �+d r6• in � ►IMN:UCk 9t C U c9 Diu 114vylun BI L Old Athletic w Muth law mar -ill sic Field B & L Liquo .ri Appendix B Waste Collection Improvement Survey pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth Downtown Stillwater Waste Collection Improvement Survey Q1 Do you own or lease your business space? Answered:15 Skipped:0 Own Lease &&—]= Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES Own 46.67% Lease 53.33% Other (please specify) 0.00% TOTAL # OTHER (PLEASE SPECIFY) There are no responses. DATE 7 8 0 15 1/35 Downtown Stillwater Waste Collection Improvement Survey Q2 If you lease, is garbage included with your lease? Answered:15 Skipped:0 Yes 1►C7 N/A Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Yes No N/A Other (please specify) TOTAL # OTHER (PLEASE SPECIFY) 1 NA RESPONSES 26.67% 26.67% 40.00% 6.67% DATE 1/15/2024 10:10 AM 4 4 6 1 15 2/35 Downtown Stillwater Waste Collection Improvement Survey Q3 If you lease, is recycling included with your lease? /Answered:15 Skipped:0 Yes 1►C7 N/A Other (please specify) ANSWER CHOICES Yes No N/A Other (please specify) TOTAL 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 13.33% 26.67% 40.00% 20.00% # OTHER (PLEASE SPECIFY) 1 On occasion we produce a larger than usual amount of cardboard, on those occasions we pay for an extra recycling pick up. The usual recycling pick up is included in the lease. 2 landlord got rid of it a few years ago 3 NA DATE 2/4/2024 9:39 AM 1/26/2024 9:44 AM 1/15/2024 10:10 AM 2 4 6 3 15 3/35 Downtown Stillwater Waste Collection Improvement Survey Q4 If you lease, is organics collection included with your lease? Answered:15 Skipped:0 Yes 1►C7 N/A Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES Yes No N/A Other (please specify) TOTAL # OTHER (PLEASE SPECIFY) 1 NA RESPONSES 0.00% 46.67% 46.67% 6.67% DATE 1/15/2024 10:10 AM 0 7 7 1 15 4/35 Downtown Stillwater Waste Collection Improvement Survey Q5 If you own, do you contract out your garbage collection? Answered:15 Skipped:0 Yes N/A Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES Yes 46.67% No 0.00% N/A 53.33% Other (please specify) 0.00% TOTAL # OTHER (PLEASE SPECIFY) There are no responses. DATE 7 0 8 0 15 5/35 Downtown Stillwater Waste Collection Improvement Survey Q6 If you own, do you contract out your recycling collection? Answered:15 Skipped:0 Yes 1►C7 N/A Other (please specify) 0% 10% 20% 30% 40% 50% ANSWER CHOICES Yes No N/A Other (please specify) TOTAL 60% 70% 80% RESPONSES 40.00% 0.00% 53.33% 6.67% # OTHER (PLEASE SPECIFY) 1 Yes, Waste Management requires commercial accounts to have recycling. 90% 100% DATE 1/26/2024 9:13 AM 6 0 8 1 15 6/35 Downtown Stillwater Waste Collection Improvement Survey Q7 If you own, do you contract out your organics collection? Answered:15 Skipped:0 Yes N/A Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES Yes 0.00% No 26.67% N/A 73.33% Other (please specify) 0.00% TOTAL # OTHER (PLEASE SPECIFY) DATE There are no responses. 0 4 11 0 15 7/35 Downtown Stillwater Waste Collection Improvement Survey Q8 Who is your current garbage hauler? Answered:15 Skipped:0 WM Republic . Services Aspen GFL Sanimax Highland. Sanitation Maroney's I don't know Other (please specify) 0% 10% ANSWER CHOICES WM Republic Services Aspen GFL Sanimax Highland Sanitation Maroney's I don't know Other (please specify) TOTAL # OTHER (PLEASE SPECIFY) 1 n/a 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 40.00% 6.67% 0.00% 0.00% 0.00% 6.67% 26.67% 6.67% 13.33% DATE 2/7/2024 2:38 PM 6 1 0 0 0 1 4 1 2 15 8/35 Don't have one Downtown Stillwater Waste Collection Improvement Survey 1/26/2024 11:04 AM 9/35 Downtown Stillwater Waste Collection Improvement Survey Q9 Who is your current recycling hauler? Answered:15 Skipped:0 WM . Republic . Services Aspen GFL Highland Sanitation Maroney's . 1 don't know . Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES WM 40.00% Republic Services 6.67% Aspen 0.00% GFL 0.00% Highland Sanitation 0.00% Maroney's 26.67% 1 don't know 6.67% Other (please specify) 20.00% TOTAL # OTHER (PLEASE SPECIFY) DATE 1 n/a 2/7/2024 2:38 PM 2 Don't have one 1/26/2024 11:04 AM 3 don't have 1/26/2024 9:44 AM 6 1 0 0 0 4 1 3 15 10/35 Downtown Stillwater Waste Collection Improvement Survey Q10 Who is your current organics hauler? Answered:15 Skipped:0 WM Republic Services Aspen GFL Highland Sanitation Maroney's I don't know Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES WM 13.33% Republic Services 0.00% Aspen 0.00% GFL 0.00% Highland Sanitation 0.00% Maroney's 0.00% I don't know 26.67% Other (please specify) 60.00% TOTAL # OTHER (PLEASE SPECIFY) DATE 1 n/a 2/7/2024 2:38 PM 2 N/A 1/27/2024 7:23 AM 3 Do not collect Organics 1/26/2024 12:39 PM 4 Don't have one 1/26/2024 11:04 AM 2 0 0 0 0 0 4 9 15 11/35 Downtown Stillwater Waste Collection Improvement Survey 5 Don't do organics 6 Don't have 7 NA 8 A local farmer hauls away our spent grain for his cattle. 9 None 1/26/2024 10:45 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 12/35 Downtown Stillwater Waste Collection Improvement Survey Q11 Do you know what items can be recycled by your hauler? Answered:15 Skipped:0 Yes Me It's confusing Other (please specify) 0% 10% 20% ANSWER CHOICES Yes No It's confusing Other (please specify) TOTAL # OTHER (PLEASE SPECIFY) 1 n/a 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 93.33% 0.00% 0.00% 6.67% DATE 2/7/2024 2:38 PM 14 0 0 1 15 13/35 Downtown Stillwater Waste Collection Improvement Survey Q12 Have you ever worked with WasteWise BizRecycling? Answered:15 Skipped:0 Yes No ANSWER CHOICES Yes No TOTAL 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 46.67% 53.33% 7 8 15 14/35 Downtown Stillwater Waste Collection Improvement Survey Q13 If yes to #9, please provide details of what they helped you with. If no to #9, type N/A. 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Answered:15 Skipped:0 RESPONSES n/a They helped us with containers throughout the store and posters indicating what should go in each bin. Nothing, they were not very helpful G rant N/A Implemented an Organics program but it was confusing for staff. We have since discontinued it. We also have received grants from them. Na na n/a N/A N/A n/a WM provides a recycling container with a list of items that can be recycled. We started a recycling program and enclosed our trash collection area with grant money received from BizRecycling Looked into a grant, did not cover what we needed. DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 15/35 Downtown Stillwater Waste Collection Improvement Survey Q14 What size garbage container do you have? Answered:15 Skipped:0 None &MM 96-gal rottcart. 2 yd dumpster 4 yd dumpster 6 yd dumpster 8 yd dumpster - Compactor I don't know 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES None 20.00% 96-gal rollcart 6.67% 2 yd dumpster 13.33% 4 yd dumpster 6.67% 6 yd dumpster 6.67% 8 yd dumpster 13.33% Compactor 0.00% I don't know 33.33% TOTAL 3 1 2 1 1 2 0 5 15 16/35 Downtown Stillwater Waste Collection Improvement Survey Q15 How often is your garbage emptied? Answered:15 Skipped:0 N/A M Once per week Twice per week -0 Every other day Every other week Garbage goes off -site to... I don't know . 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES N/A 20.00% Once per week 20.00% Twice per week 40.00% Every other day 13.33% Every other week 0.00% Garbage goes off -site to another location 0.00% I don't know 6.67% TOTAL 3 3 6 2 0 0 1 15 17/35 Downtown Stillwater Waste Collection Improvement Survey Q16 What size recycling container do you have? Answered:15 Skipped:0 None &MM 1 96-gal rollcart 2 yd dumpster 4 yd dumpster 6 yd dumpster 8 yd dumpster compactor I don't know 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES None 26.67% 96-gal rollcart 13.33% 2 yd dumpster 13.33% 4 yd dumpster 13.33% 6 yd dumpster 6.67% 8 yd dumpster 6.67% compactor 0.00% I don't know 20.00% TOTAL 4 2 2 2 1 1 0 3 15 18/35 Downtown Stillwater Waste Collection Improvement Survey Q17 How often is your recycling emptied? Answered:15 Skipped:0 N/A Once per week Twice per week Every other day Every other week Recycling goes off -site to... I don't know . 0% 10% ANSWER CHOICES N/A Once per week Twice per week Every other day Every other week Recycling goes off -site to another location I don't know TOTAL 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 26.67% 26.67% 26.67% 6.67% 6.67% 0.00% 6.67% 4 4 4 1 1 0 1 15 19/35 Downtown Stillwater Waste Collection Improvement Survey Q18 What size organics container do you have? Answered:15 Skipped:0 N/A 96-gal rollcart 2 yd dumpster 4 yd dumpster 6 yd dumpster 8 yd dumpster compactor I don't know 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES N/A 86.67% 96-gal rollcart 0.00% 2 yd dumpster 0.00% 4 yd dumpster 6.67% 6 yd dumpster 0.00% 8 yd dumpster 0.00% compactor 0.00% I don't know 6.67% TOTAL 13 0 0 1 0 0 0 1 15 20 / 35 Downtown Stillwater Waste Collection Improvement Survey Q19 How often is your organics emptied? Answered:15 Skipped:0 N/A Once per week Twice per week Every other day Every other week Organics go off -site to... I don't know . 0% 10% ANSWER CHOICES N/A Once per week Twice per week Every other day Every other week Organics go off -site to another location I don't know TOTAL 20% 30% 40% 50% 60% 70% 80% 90% 100% RESPONSES 86.67% 0.00% 0.00% 0.00% 6.67% 0.00% 6.67% 13 0 0 0 1 0 1 15 21/35 Downtown Stillwater Waste Collection Improvement Survey Q20 Do you share garbage containers with another business? If yes, how many other businesses? No, I do not . share... One Two Three More than 3 Other (please specify) ANSWER CHOICES No, I do not share containers One Two Three More than 3 Other (please specify) TOTAL Answered:15 Skipped:0 Ad= 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% # OTHER (PLEASE SPECIFY) There are no responses. RESPONSES 40.00% 20.00% 20.00% 0.00% 20.00% 0.00% DATE 6 3 3 0 3 0 15 22 / 35 Downtown Stillwater Waste Collection Improvement Survey Q21 Do you share recycling containers with another business? If yes, how many other businesses? No, I do not . share... One Two Three More than 3 Answered:15 Skipped:0 Ad= Other (please. specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES No, I do not share containers 40.00% One 20.00% Two 20.00% Three 0.00% More than 3 13.33% Other (please specify) 6.67% TOTAL # OTHER (PLEASE SPECIFY) 1 Don't have DATE 1/26/2024 9:44 AM 6 3 3 0 2 1 15 23 / 35 Downtown Stillwater Waste Collection Improvement Survey Q22 Do you share organics containers with another business? If yes, how many other businesses? Answered:15 Skipped:0 No, I do not . share... One Two Three More than 3 Other (please specify) 0% 10% 20% 30% 40% 50% 60% 70% 80% 90% 100% ANSWER CHOICES RESPONSES No, I do not share containers 73.33% One 0.00% Two 6.67% Three 0.00% More than 3 0.00% Other (please specify) 20.00% TOTAL # OTHER (PLEASE SPECIFY) DATE 1 We don't technically share the organics container, but many people feel entitled to use it (not 2/4/2024 9:39 AM just businesses that we share garbage and recycling services with) 2 N/A 1/27/2024 7:23 AM 3 Don't have 1/26/2024 9:44 AM 11 0 1 0 0 3 15 24/35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q23 If you share containers, is your hauling contract also shared? Answered:15 Skipped:0 RESPONSES n/a It is my understanding that the CAM charges cover the garbage. River Market pays for the organics hauling. yes River Siren N/A Yes Na It is included in the lease N/A N/A Don't know. n/a No- the contracts are individual. No NA DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 25 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q24 If you do not share containers, would you be interested in sharing garbage/recycling/organics containers if it made sense to do so? Answered:15 Skipped:0 RESPONSES DATE yes 2/7/2024 2:38 PM We already share containers. 2/4/2024 9:39 AM n/a 1/30/2024 6:24 PM 1/30/2024 10:24 AM NO 1/27/2024 7:23 AM Yes 1/26/2024 12:39 PM Yes 1/26/2024 11:04 AM na 1/26/2024 10:45 AM maybe 1/26/2024 10:45 AM Yes 1/26/2024 10:15 AM Don't know. 1/26/2024 10:07 AM n/a 1/26/2024 9:44 AM N/A 1/26/2024 9:13 AM N/A 1/26/2024 8:59 AM No 1/15/2024 10:10 AM 26 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 13 14 15 Q25 What are issues you face with your garbage collection? Answered:15 Skipped:0 RESPONSES n/a Garbage is put in organics and recycling containers, despite being clearly marked. Containers fill up fast none NONE People parking in front of our doors No space for cans Other businesses dumping in our containers, contaminating our recycling, public using our containers No Sunday collection in the summer We don't have a place outside for our bins so we have to drive our garbage back to minneapolis N/A My Business is right next to the alley where all the garbages are. It is filled with over flowing and garbage blowing around. consistent pick-up. WM is not reliable. None Cost DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 27 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q26 What are issues you face with your recycling collection? Answered:15 Skipped:0 RESPONSES n/a Garbage is put in recycling containers despite being clearly marked. Items overflowing none NONE Same No space the public and other businesses contaminating our recycling No weekend collection Same as garbage n/a n/a Member's at the marina do not use the recycling. Space on boats is limited so the trash is generally mixed with recycling. Customers being aware of what can/can't be recycled. Blue recycling bags not being recyclable Cost and single sort is not single sort. DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 28 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q27 What are issues you face with organics collection? Answered:15 Skipped:0 RESPONSES n/a Waste Management is difficult to work with, expensive and the only service we can find to pick up organics. N/A We don't have any N/A It's confusing and extra work and space is involved Space na n/a Same as garbage n/a n/a N/A None NA DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 29 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q28 Please describe if you are happy/unhappy with your current hauling service and why: Answered: 15 Skipped:0 RESPONSES n/a I am happy with Maroney's, they have always been great to work with. Waste Management is an entirely different scenario, not good. Happy we don't have any N/A It could be better Don't have one Republic is very expensive and charges large fees for contamination. Not great customer service.. it is a 3 year contract so not much we can do at the moment happy with it, it would be nice to have more weekend pickups in the busy season Unhappy n/a Happy with ours. Unhappy that there isn't a more common garbage area out to Stillwater's guests. (There is a nook behind us bank that would be ideal!) Unhappy. Not reliable to service the trash containers. Very expensive for the quality of service. Happy No. Poor communication. Poor pricing, poor service DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 30 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 Q29 Please describe any issues or challenges you are facing with your garbage/recycling/organics collection location (referring to your cart/dumpster area outside). Answered:IE Skipped:0 RESPONSES n/a There is usually garbage after the weekend that doesn't get put in the proper bin by other businesses in the building. There isn't enough space to add dumpsters to the dock area and a structure that will hide the dumpsters will reduce that space even further. Access- In alley parking No issues N/A If the City is to build another trash enclosure near our location we could utilize our current refuse area for a different purpose. Na na We have an inside space We don't have one and neighbors won't share theirs n/a snow piles around them and then when it melts it all drains right infront of our door. Difficult to keep the area clean. The trash container area is private, however, the general public walk by tossing trash & dog bags into the enclosure area without making sure the trash actually lands inside the container. None enclosure is too small for our volume DATE 2/7/2024 2:38 PM 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/27/2024 7:23 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 1/15/2024 10:10 AM 31/35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 12 Q30 If there was one thing you could change about your garbage/recycling/organics collection, what would it be? Answered:12 Skipped:3 RESPONSES That people put the right stuff in the right bin. Have a central location for trash on our block We would be interested in renewing compostable program Na na pickup on Sundays in the busy season If the city could provide us with a shared garbage area or anywhere to put our containers n/a Out of view of guests, a recycling dumpster also a reuse center for boxes and bubble wrap Affordable reliable service. Not sure, but open to ideas DATE 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 32 / 35 Downtown Stillwater Waste Collection Improvement Survey 1 2 3 4 5 6 7 8 9 10 11 Q31 What would you be willing to change/fix to help your waste management scenario? Answered:ll Skipped:4 RESPONSES As a tenant, I'm not sure it's up to me. bins hauled in and out Move our trash Compost open to any and all proposals to make the town cleaner Don't know Willing to do anything n/a I would walk further to garbage bins to have them not so visible. not sure Not sure, but open to ideas DATE 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/26/2024 12:39 PM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 33 / 35 Downtown Stillwater Waste Collection Improvement Survey 2 3 4 5 6 7 8 9 10 11 12 Q32 What do you think is the most important thing that the City/County could do to help you with your waste management and recycle more? Answered:12 Skipped:3 RESPONSES Put some pressure on WM for better service and lower costs on organics pick ups so that more businesses are able to justify the cost and participate in making less landfill waste. Accessibility Wish be could pool our resources to get competitive pricing Reduce costs by sharing trash area, get the dumpster off the street/ out of sight Na continuous monitoring of the town to ensure cleanliness, frequent public garbage and recycle pick up reduce costs Provide a shared waste area for businesses n/a Have 8-10 centralized areas that business would share and have them emptied often not sure Not sure, but open to ideas DATE 2/4/2024 9:39 AM 1/30/2024 6:24 PM 1/30/2024 10:24 AM 1/26/2024 12:39 PM 1/26/2024 11:04 AM 1/26/2024 10:45 AM 1/26/2024 10:45 AM 1/26/2024 10:15 AM 1/26/2024 10:07 AM 1/26/2024 9:44 AM 1/26/2024 9:13 AM 1/26/2024 8:59 AM 34/35 Downtown Stillwater Waste Collection Improvement Survey Q33 How long has your business been in Downtown Stillwater? Answered: 14 Skipped: 1 # RESPONSES DATE 1 4 years 2/7/2024 2:38 PM 2 46 years 2/4/2024 9:39 AM 3 1 yr 1/30/2024 6:24 PM 4 3.5 years 1/30/2024 10:24 AM 5 33 years 1/27/2024 7:23 AM 6 15 years 1/26/2024 12:39 PM 7 10 years 1/26/2024 11:04 AM 8 9 years 1/26/2024 10:45 AM 9 28 years 1/26/2024 10:45 AM 10 5 years 1/26/2024 10:15 AM 11 15 years 1/26/2024 10:07 AM 12 10 years 1/26/2024 9:44 AM 13 1986 1/26/2024 9:13 AM 14 2.5 years 1/26/2024 8:59 AM 35 / 35 Appendix C Hauler Input Survey pwAWashington Cc PHE MN\0020W001.00\10000 Reports\Stillwater Recycling Assessment\R-Downtown Stillwater Commercial Waste Study.docx Foth Downtown Stillwater Hauler Input Survey 4 Responses 57:18 Average time to complete 1. Please identify what types of hauling you provide in the downtown service district. 2 Garbage only 0 Recycling Only 0 Organics Only 0 1 Garbage & Recycling Only 2 Full Service (collect all 3) 2 Other 1 0 Active status 2. How many businesses do you service in the downtown area? (see map attached in the email) 1-3 0 4-10 2 11-15 0 15+ 1 Other 1 3. What kind of containers do you service in the downtown area? 19 Roll carts only (one size) 0 Roll carts only (multiple sizes) 0 Dumpsters Only 2 Both 1 Other 1 4. Are any of your customers unable to recycle due to constraints on their collections area? 10 Yes 1 No 1 We do not provide recycling ser... 0 Other 2 4 hk 5. Are any of your customers unable to collect organics due to constraints on their collections area? Yes 2 No c we do not provide organics ser... 1 Other 1 140 6. How many days per week are you sending trucks to the downtown area? 19 Every Day 0 2-3 times per week 3 Ad 0 Everyother day 0 Other 1 7. Do you send different types of trucks to service containers in the downtown area or split body trucks for trash and recycling collections? 19 One truck/split body 0 Different Trucks 2 Other 2 8. We know that some of the downtown areas are more congested than others. What parts of your route pose the most challenges? Please be as specific as possible on the location and the issues. Latest Responses 4 "Business with small enclosures" Responses Lora with the steep hills, cars illegally parked near there - Union Alley bec... "We have not ran into any specific issues, our routes are through this area be... 9. Have you worked with your business customers to make collections easier? If so, what solutions have you implemented and what has it changed? Latest Responses 4 "Yes" Responses "Changing container sizes, will work with them on collection days/pickup sch... "We have not needed to due to coming through before 6am and avoiding tra... 10. Have you run into route/collection issues with other hauling companies due to congestion? Thinking more along the lines of having to wait to get to your bins or having to change schedules. Please explain issues and solutions if possible. Latest Responses 4 „No„ Responses "Not so much. Haven't had problems. Know eachothers schedules and work a... "We have not ran into any specific issues, our routes are through this area be... 11. Do any of your customers share containers? Yes 2 No 0 Other 2 40 12. If customers share containers, is this a simple thing to manage or is it challenging? Please describe. Latest Responses 4 "Challenging from an billing and use perspective." Responses .-we prefer to send one bill to a customer and they manage splitting it -is a p... "Container sharing is simple for us, if customers provide a percentage on ho... 13. Please share any other information, thoughts, comments, examples, etc. you have on this topic that would help in our considerations. Latest Responses 4 "None.. Responses ..none" "Sharing and consolidating services as much as possible is the optimal soluti... 14. If you would be willing to talk with us further please list your contact name, phone number, email address, and company name. (optional) Latest Responses 4 "Rob Swanson (Waste Management)" Responses "gave aemail address to Angie" "Bobby Stewart (651)252-2264 is my direct #, bob.stewart@highlandsonitati... water. THE BIRTHPLACE OF MINNESOTA DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Joe Kohlmann, City Administrator SUBJECT: St. Croix Recreation Center fiscal agent BACKGROUND The city has partnered with a local group to consider logistics and feasibility of Recreation Center enhancements. The local group was given permission to seek out funding mechanisms from willing participants. Initially, any funding that may be contributed would need to be held and managed by an organization. In the short term, it would make sense that the city act as the fiscal agent until or when there is substantial momentum on any fundraising and this could be reevaluated. ACTION REQUESTED Discuss and consider the City of Stillwater acting as the fiscal agent for initial fundraising efforts for enhancements to the Recreation Center. Your library is your portrait. - Holbrook Jackson Stillwater Public Library is a reflection of our community’s generous investment in literacy, lifelong learning, and civic engagement . . . an investment in Stillwater itself. Stillwater ---- -- Public Library '' OVERVIEW Budget Process A Community Investment City Support Donor Support Funding History Return on Investment Stillwater ---- Public Library • • • OUR BUDGET PROCESS Stillwater Public Library prioritizes a sustainable budget that balances current service offerings with the ability to adapt to new community needs. This approach ensures financial health for both the present and future, thanks to responsible city funding and donor support. Develop Baseline Budget Determine & Refine Overall Budget Identify Services to be Funded by Gifts & Grants Establish a baseline city-supported operating budget that maintains current service levels Analyze historical data and expenditures Adjust for contractual and inflationary changes only, without extras Evaluate services and resources not covered in baseline budget Assess future needs Prioritize these needs and identify potential external gifts and grants to fund them Compile a comprehensive budget for the library Incorporate both city tax dollars and donor gifts and grants Stillwater ----- Public Library • • • • • • • • OPERATING SUPPORT The City of Stillwater provides the majority of operational funding for the library through the levying of property taxes. In the past 10 years, city funding averaged 83% of the library’s total operating support. Additional support, ranging from $170,000 to $350,000 annually, is derived from gifts, grants, and library fees. 17% Gifts & Income* *includes gifts from Foundation, Friends and in- kind volunteer hours 83% City of Stillwater Stillwater ---- Public Library CAPITAL SUPPORT The City of Stillwater provides the majority of capital funding for the library. City capital dollars are supplemented by donor gifts and grants. The library's future CIP seeks city funds for building maintenance and infrastructure and donor contributions for facility enhancements. Donor: Rotunda/UL Ceiling Hearing Loops City: Pergola Repairs WCL/IT Conv. Equip LED Lighting Donor: Rotunda/UL Ceiling City: Masonry Sorter Self-Check Donor: 4th St Lawn Fund Balance: Masonry IT City: Roof Donor: Hot Water Heater Fund Balance: Masonry Interior Painting/Repairs City: Roof Masonry Donor: Masonry City: Floor scrubber LED Lighting Masonry Stillwater ---- Public Library ■ storical Ca i E pe I res $40Q.OOO $35 000 $30 000 5 000 $20Q.OOO $ 5 000 $ O 000 ss so 20 9 2(12 2022 ■ Ci Cap ita l ■ pera iim , imd ala ce ■ CITY INVESTMENT City taxes fund basic library functions. Staff salaries, building maintenance, office supplies, and utilities are paid for mostly by taxes. Digital Equity Access to computers, internet, printing, and tech help Early Literacy Preschool storytimes and early literacy program development Book Clubs Diving deeper into books and creating lasting friendships Resourceful Staff Connecting users to information Clean & Safe Building 38,600 sq. ft. & over 125K visits Open Hours Mon-Thu 10-8, Fri & Sat 10-5 New Physical & Digital Items 50% of new circulating materials Historic Asset Preservation Preserving 1902 historic Carnegie building New Book ~ Fiction Discovery Room A space for kids and caregivers to play, imagine and learn Adult Enrichment Classes that build community and foster lifelong learning Newspaper Digitization Historical local newspapers digitized and searchable Building Enhancements Improvements to library building and its amenities Summer OCEAN Explorers Summer OCEAN Explorers DONOR INVESTMENT Virtually every program at the library from children’s activities to adult wellness classes to Wi-Fi hotspots and laptop lending are funded by the generosity of donors, foundations, and grants. The library is also open on Sundays thanks to donors! Literacy/STEM & Volunteer Support YS Librarian & Volunteer Coordinator Summer Reading Program Books and activities for all ages Sunday Hours Sun. 1-5 PM during school year New Physical & Digital Items 50% of new circulating materials ,.., "on.-1hurs. ri. 8l Sat. *Sundav _,, U-D 10-s 1-5 *t\osed Sunda f wee\l.end throJg\ ~mb Memorial Day _ -. ·-a or Dav weekend Stillwater nlilliiii;iiiit mail S...S.. 'f'..tff ti IM,'i l'MI ISAYSlfflORBIJS S-cW lor &J, ,J ·-T llNE m OBEY ROMANCE LARGE PRINT SCIENCE FICTION MEETING WING G,\LURV, MEETINlo ROO.\.tS, RI..SI ROOMS HISTORICAL CITY SUPPORT On average over the past 10 years: City’s total tax levy increased 5.9% annually Library’s transfer-in increased 3.6% annually Library’s share of the total tax levy has declined from 9.9% in 2015 to 8.3% in 2024 Stillwater ----- Public Library H i s r al To I Ta>r l evy & Li b r Op er I n $ I 00}][]0 • ~ wuuu ~16, 00 00 □ • $14, 11'\ 0 ~ll ,lJ00,00 □ $1 , [11J □ s2, $- 0 1 . □ E, 1 □ • □18 . □ l 1112 1.0:2" • 3, ■T I a:i; 11/M O ra FOUNDATION GRANT SUPPORT Stillwater Public Library Foundation, founded in 2007, has provided over $1.5 million in grants to the library, steadily increasing their annual impact. With an average of $143,000 awarded annually over the past six years and exceeding $230,000 in 2024, the Foundation is committed to balancing growth with ensuring long-term financial stability to support the library well into the future. “Other” includes newspaper digitization grant in 2022 & 2024 Stillwater ---- Public Library 2019 I 2020 Mate·rials $7,025 $13,270 $5,500 $1,000 $76,164 $17,22 16 $8,50 $0 Facility $26,0010 $23,i000 Oth ,er $2,000 $795 $125,189 $55,29 2022 $25,'400 $ 0,700 $20,0001 $34,0761 $42,067 $24,662 $1 ,0001 $6,763 $3 10,000 $20,000 $0 $95,,00101 $128,i467 $19 1,201 $18,3100 $3,1,1900 $41,667 $16,300 $20,0100 $0 $128,'167 STILLWATER PUBLIC LIBRARY FOUNDATION TlA¥~F p~ 2024 $ 6,700 $37,16010 $44,267 $ 6,5010 $20,000 $96,5010 $23 1,5167 ROI Borrowing of both physical and electronic items hit record levels in 2023. Total circulation has increased more than 30% over the past 10 years while Stillwater’s population has grown 3%. Presentations are tools that can be used as lectures. Stillwater ---- Public Library --Physical Circ latio 500 000 450 000 400 000 350 000 300 000 250 000 200 000 150 000 100 000 50 000 0 0 (2002 2023) --□ow · loa .: able Circ lation --1 ota I Ci rcul ati o 1 0 II:""""! N N 0 0 N N N rn N N 0 0 N N ROI Participation in programs and activities for kids, teens, and adults is also at a historic high. Program participation has more than tripled since 2002. Stillwater ---- Public Library 20,000 18 000 I 16,000 14,000 12,.000 10000 I 8,000 6,000 4,000 2 0001 , .. . 0 lncreas ng Program Part c 1pat on (2002 -2023) 18,861 6,073 ROI 2023 was a banner year for the library, and it looks like 2024 may set more records. With a diverse mix of books, digital resources, and programs, we owe our success to strong partnerships between public and private funding. This enduring collaboration ensures we can offer enriching experiences and valuable resources to everyone in our community. 126,369 library visits - an average of 376 visitors each day! 1,500 new cardholders 24,037 Wi-Fi users 97,100 website visits 287 programs and activities with 18,861 participants 160 groups held over 500 meetings at the library 60 adult & teen volunteers gave 2,500 hours of time 2023 Library Use in Review: Record-Breaking Results Stillwater ---- Public Library THANK YOU AN Y QUESTION S? Ph o t o b y L a u r i e S c h n e i d e r Summer Seidenkranz President, Stillwater Public Library Foundation Craig Hansen Treasurer, Stillwater Public Library Board of Trustees Stillwater ... - Public Library STILLWATER PUBLIC LIBRARY FOUNDATION Tf.A.,V~FP~ Zoning Code Update Performance Standards City Council Update August 7, 2024 Generally •Consolidate, Simplify, Reorganize •Avoid use of footnotes (exceptions) •Simply add as Performance Standards Accessory Structures •One size may not fit all •May create some nonconformities •May create situations whereby adds restrictions to existing properties •Generally •Overarching Lot Coverage Max •Neighborhood Conservation District (old Stillwater) still separate district •Draft Code is such that 99% of situations are fine •Consider sliding scale based on lot size rather than district Home Occupations (Home Based Businesses) •Consolidate into 1 type (not 3) •No Permits or Approvals needed •Allowed so long as standards are met Off Street Parking •Consolidate and Simplify •No real policy impacts or nonconformities Signs (Advertising) •Work in progress •Simplify and Correct Conflicting Language •More Plain Language •Distinct Districts and Needs •Downtown •Minor tweaks to Design Guidelines •Neighborhood Commercial •Minor tweaks to Design Guidelines •General Commercial •Simplify and Consolidate •25% Wall Coverage •100 square feet Ground Sign Design Requirements in General Commercial •While Downtown has robust design standards, limited in General Commercial •Add design standards similar to separate ‘West Stillwater Business Park’ Design Standards •Annexation Era Guidelines (1990s) - Codify existing guidelines •i.e. no metal panel buildings (pole barns) •Add other relevant guidelines (and modern materials) •Wall materials (EIFS, Architectural Metal, Fiber Cement, Composite) Adult Use Cannabis •Update to Planning Commission in September •Ordinance Update to Planning Commission in October •Council Approval in November •Moratorium ends by January 1, 2025 •Office of Cannabis Management Update (State of Minnesota) •Existing Zoning Code •Existing License Code •Update to match/comply with State Rules Adult Use Cannabis Existing Zoning Rules (retail) •Allowed in West Stillwater Business Park/General Commercial (Highway 36) •Not allowed in Downtown District (Central Business District) •Separation of Uses (distance from certain uses) •Other allowed regulations by State? i water THE BIRTHPLACE OF MINNESOTA DATE: August 7, 2024 TO: Honorable Mayor and City Council FROM: Ben Gutknecht, Planning Manager SUBJECT: Comprehensive Zoning Code Amendment (2024-2025) Zoning Code Performance Standards BACKGROUND Throughout 2024 and into 2025 the Planning Division will be conducting a comprehensive zoning code amendment. Staff began the process with a kickoff meeting in March to discuss goals, timelines, and workflow. The following report will serve as a roadmap through the Amendment process and provide the City Commissions/Council with a high- level workflow. Earlier in the process the City Council reviewed the draft Zoning Map along with a preview of allowable uses and district standards. Consensus of the City Council was to move forward with the Zoning Map as presented to serve as the framework. This stage focuses on the Zoning Code Performance Standards, which have a number of development implications such as parking, landscaping, and structure design. le emV The primary goals for the comprehensive zoning code amendment are to consolidate the number of Zoning Districts, consolidate the Use Table and Land Uses, simplify and modernize existing and proposed regulations, and update the zoning code definitions and performance standards. Staff Resources Staff anticipates utilizing internal City Staff resources for majority of the review with budgeted assistance from the City Attorney. This will include working with Commission (along with other City Advisory Commissions), City Council, and public feedback at various points throughout the process. Overall Project Schedule -Kick Off Meeting -Zoning Maps and District October • Staff City •Concept Attorney Review Draft Full Draft Code -Consolidate Use Table -Review District Standards -Review Zoning Code Definitions -Review Performance Standards August •Environmental/ Sustainability -Additional Regulatory Sections/Standards k- • Public • Public M. Public Comment Workshop Hearing Period (Focused) Updated Zoning Code is anticipated to be formally adopted. ACTION •September Quality control and Analysis for Ordinance consistency No action is being requested at this time. This report if for informational purposes only. Stillwater Zoning Code Update Zoning Code Performance Standards August 7, 2024 Introduction Purpose: The purpose of this report is to provide an update on the preliminary review of Zoning Code Definitions and Performance Standards as part of the Amendment to the City of Stillwater's Zoning Code. This is a continuation of the July City Council Workshop Update, refocused on Performance Standards. The previous step established a new baseline with a Proposed/Draft Official Zoning Map, Zoning District Purpose Statements, District Standards, and Definitions. Staff has completed a comprehensive review of Zoning Code Performance Standards. This includes reorganizing of a number of footnotes added to the "Allowable Uses" section of the Zoning Code. Goal: A primary goal of the Zoning Code Update is to simplify and modernize existing Code. Much of this can be done with updates to the reorganization and review of existing performance standards. Performance Standards are not only central to guiding the development of future sites but also management of redevelopment and existing sites. As noted previously, this is an iterative process. Decisions made `downstream' of proposed changes may result in a need to step back and refine performance standards. Strategy: Many Zoning Code Performance Standards located within the Stillwater Zoning Code are standard and can be found in most City Codes. However, it is important to ensure these are up to date and accurately reflect current and planned for development trends. Further, there were a number that were no longer applicable due to Amendments and corrections to both the City Code and Zoning Code in recent years. Tactic: The process involved Staff reviewing the Performance Standards for modern applicability, including cross referencing Stillwater's Code to other communities and recent projects where Performance Standards were applied. This was done to determine if the current standard worked or needed to be updated. Staff also reviewed organization of Performance Standards. This included removing duplicates found through the Zoning Code and relocating Standards found in other sections of Code. Performance Standards Highlights: Accessory Structures o Consolidate a variety of existing accessory structure performance standards.. o The difficulty with the consolidation is that many single-family zoning districts have development specific standards, making a one -size -fits all approach challenging. o Staff acknowledges we cannot tailor to smaller districts as seen in the past, but that is acceptable considering we will have consistent regulation 0 Home Occupations o Consolidate three (3) types of Home Occupations into one (1) o Eliminate need for Planning Commission, City Council, or Staff approval — it is simply allowed if it meets the standards. • Off -Street Parking o Consolidated Uses that had similar parking standards and requirements. • Signs o Staff proposes a large consolidation and decomplication of the current Sign Ordinance. Due to length of current section this has been pulled from this portion of the update. There will be an update by the end of the Comprehensive Zoning Code Amendment Process. General Reorganization o Performance Standards are currently separated into four (4) categories. These have been consolidated these into one section to avoid duplication and conflicting standards. o Performance Standards in other sections of City Code were also moved to the Zoning Code Section — including a number of footnotes and some environmental related standards, such as Steep Slopes and Tree Preservation. • Creation of "Design Standards" for Business Park District o Currently, the Business Park Commercial, Industrial, and Office Districts are guided by a 1980's Land Use Plan, including design standards. Staff is proposing codifying and updating these standards. • Creation of new Performance Standard subsections o By consolidating exiting standards located throughout the Code, Staff created new subsections for Performance Standards, including but not limited to, Public Park Performance Standards and Height Limit Section. Prepared by: Tim Gladhill Community Development Director Ben Gutknecht Planning Manager Katriona Molasky Assistant City Planner Proposed Official Zoning Map (from previous step) S�fllwal.e, 2024 Comprehensive Zoning Code Update Proposed Official Zoning Map stilweter mining Zoning Distrim t, D—n— _ . Mi d use B3: Neighborhood Commerdal _ 11: CMl. and Indaslrlal - P1: PablldDaa.W.blic - R—ast n R1: Single Family Residential R2: Neighborhood Conse—tlon RI Medium Density Residential _ R4: High Density Residential Nillwater THE BIRTHPLACE OF MINN E S 0 T A S TIL L WA TER CITY COUNCIL SERVICE AWARD On behalf of a grateful City and upon the recommendation of leading citizens, the Mayor and City Council hereby extend recognition and appreciation to � ( 0 - 0 • and for outstanding service in support of the City of Stillwater's mission. Michael Polehna, Vice Mayor Date of Recognition: August 7, 2024 S,jillwater S TIL L WA TER CITY COUNCIL BIRTHPLACE'4 � SERVICE AWARD On behalf of a grateful City and upon the recommendation of leading citizens, the Mayor and City Council hereby extend recognition to For 3 years of dedicated audio/visual broadcasting of various City of Stillwater meetings and for outstanding service in support of the City of Stillwater's mission. Michlel Polehna,-Vice Mayor Date of recognition: August 7, 2024 Scan QR code to learn more about trail safety IBM 1, nd keep the trail clear on the left : aware of others 4:. ■ your intentions • ... for pets and children ■ ;. on the trail 71 ■ ■ ;-, ...at intersections j (water 216 41h Street N, Stillwater, MN 55082 r0 0651-430-8800 The Birthplace of Minnesota www.stillwatermn.gov CITY COUNCIL MEETING MINUTES July 16, 2024 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 (via Zoom) Deputy City Clerk Schmid Community Development Director Gladhill Finance Director Provos Assistant Fire Chief Zeuli 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 Certificates of Appreciation for Downtown Graffiti Cleanup Mayor Kozlowski, Police Chief Mueller, and the Council thanked Patrol Sergeant Josh Gow and Officer Brandon Crosbie for organizing two teams for the Downtown Graffiti Clean -Up day July 14; and thanked City Public Works Crew Jeff Melstrom, Dave Fleishhacker, Dan Radke and Josh Wille as well as businesses and individuals who participated. Certificates will be presented at a Council meeting. Community Thread Budget Request - Cathleen Hess Cathleen Hess, Development and Communications Director, shared Community Thread's mission and activities. She requested $16,000 of municipal support for Community Thread and $5,000 support for the Connector Loop Bus serving Stillwater and Oak Park Heights. Washington County Historical Society Budget Request - Brent Peterson Brent Peterson, Executive Director, recapped the Society's 90th year, highlighted a few historic artifacts, and requested $7,500 for 2025. OPEN FORUM Kent Musser, 806 Willard St W, voiced concern about a recent ordinance amendment involving training for servers of alcohol. He asked the Council to reinstate the annual alcohol training requirement for all servers of alcohol, adding that the training the Police Department provides is incredible. Mayor Kozlowski replied that the training requirement City Council Meeting July 16, 2024 was inadvertently changed with an ordinance amendment, and the Council will adopt an amendment reinstating it at a meeting. Lizzie Harris, Owens Street, asked Council's thoughts about transportation accessibility issues. STAFF REPORTS Public Works Director Sanders gave flood and street construction project updates. He stated the emerald ash borer tree removal and replacement is underway. Councilmember Junker commended the work on the pickleball court resurfacing project. Councilmember Odebrecht stated the fiber optic installation throughout the City is generating a lot of calls, although the company is trying to not be disruptive. He asked if the City can get the company to better communicate with residents; Mr. Sanders stated he can ask them to send out notices. Police Chief Mueller stated Public Safety staff is ready for Lumberjack Days; $440,000 FEMA reimbursement for the 2023 flood was received; and kudos to the Stillwater investigative team for their excellent work especially over the past few weeks. The 4th of July Fireworks that were postponed due to high water is scheduled for August 31, 2024. Assistant Fire Chief Ballis stated staff is prepared for Lumberjack Days; a new rope tech truck was put in service today; and noted the new boat has been very beneficial. Finance Director Provos stated the 2024 general obligation bond process is starting. Community Development Director Gladhill reviewed Lumberjack Days parking. Deputy City Clerk Schmid reminded the Council the next meeting will be on Wednesday, August 7 due to Night to Unite. City Administrator Kohlmann stated 2025 budget drafts and the library preliminary report will be presented in August. CONSENT AGENDA July 2, 2024 Workshop, Regular and Closed Session Meeting Minutes Payment of Bills 2024 Street Improvement Project Easement Acquisitions along Greeley Street - Resolution 2024-087 Downtown Special Service District Sidewalk Cleaning Agreement Main Street Traffic Signal Pole Painting Project Agreement Public Safety Cadet Program Memorandum of Agreement Stop Sign Installation at Brick Street and County Road 12 - Resolution 2024-088 Terra Spring Retaining Wall Engineering Services Agreement Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS Proposed Vacation and Discontinuance of a Permanent Drainage and Utility Easement at 201 and 211 Olive St W (Case 2024-0301 Page 2 of 4 City Council Meeting July 16, 2024 Motion by Councilmember Collins, seconded by Councilmember Odebrecht, to postpone until August 7, the Public Hearing for Case 2024-030, Proposed Vacation and Discontinuance of a Permanent Drainage and Utility Easement at 201 and 211 Olive St W. All in favor. Proposed Vacation and Discontinuance of an Easement located at 1904 5th St N near Willow St W (Case 2024-012) Community Development Director Gladhill stated that on May 21, 2024 the City Council approved the Plat subdividing 1904 5th Street North into two new lots. As part of this plat, the applicant dedicated right-of-way, measuring 15-feet wide by 290-feet long running the length of the Property, parallel to Willow Street. Currently, a 10-foot wide by 290-foot long easement runs the length of the Property parallel to Willow Street. The existing easement was provided in lieu of right-of-way in 2004 for drainage, utility, and roadway purposes. Staff is recommending the vacation of the existing easement as the newly dedicated right- of-way provides the same access and purpose, thus making the easement obsolete. Staff is recommending the reduction of the existing assessment and approval of the Amended Assessment Waiver. Mayor Kozlowski opened the public hearing. There were no public comments and the public hearing was closed. Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to adopt Resolution 2024-089, Resolution Vacating Easement Located at 1904 5th Street N within the City of Stillwater, Minnesota. All in favor. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Second Amendment to Resolution and Order to Repair Structures at 1309 3rd St S Mr. Gladhill stated that in late 2023, the City Council ordered the abatement of a garage and retaining wall, requiring that the structures be razed and removed by December 31, 2023. The garage was demolished but the garage slab remained because its removal may further deteriorate the structural integrity of the retaining wall, which is jointly owned with a neighboring property at 1314 2nd Street South. The Council extended the compliance deadline to July 1, 2024. Around July 3, 2024, the neighbor filed a District Court action against the owner challenging ownership of the wall, claiming that the wall is solely the responsibility of the owner. City staff suggests an extension to the compliance deadline for the owner until October 31, 2024 in order to allow litigation efforts to resolve the matter. Motion by Councilmember Polehna, seconded by Councilmember Collins, to adopt Resolution 2024-090, Second Amendment to Resolution and Order to Raze and Remove the Hazardous Structures Located at 1309 3rd Street South. All in favor. Potential City Charter Amendments Section 4.03 and 5.12 City Administrator Kohlmann reviewed two possible Charter Amendments, involving filing for office and conflict of interest/financial disclosure; and Council gave feedback for the Charter Commission. Page 3 of 4 City Council Meeting July 16, 2024 COUNCIL REQUEST ITEMS There were no Council request items. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Collins, to adjourn. All in favor. The meeting was adjourned at 8:24 p.m. Michael Polehna, Vice Mayor ATTEST: Beth Wolf, City Clerk Resolution 2024-087, Authorizing Permanent Easement Acquisition for 2024 Street Improvement Project (2024-02) Resolution 2024-088, Relating to Intersection Control on County State Aid Highway (CSAH) No. 12 (75th St N/Myrtle) at its Intersection with Brick Street Resolution 2024-089, Resolution Vacating Easement Located at 1904 5th Street N within the City of Stillwater, Minnesota Resolution 2024-090, Second Amendment to Resolution and Order to Raze and Remove the Hazardous Structures Located at 1309 3rd Street South Page 4 of 4 DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Sarah Erenberg, Senior Account Clerk SUBJECT: Payment of bills A list of bills in the amount of $1,432,468.16 has been sent to the Mayor and City Council Members to approve for payment. i water THE BIRTHPLACE OF MINNESOTA DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Greelev Street Permanent Easement Acauisition BACKGROUND In connection with the 2024 Street Improvement Project (2024-02), Staff has identified permanent easements needed from 8 Properties along Greeley Street, because the sidewalk along their properties is outside of the existing City Right Of Way, the properties are: 710 Greeley St. S., 716 Greeley St. S., 806 Greeley St. S., 824 Greeley St. S., 828 Greeley St. S., 906 Greeley St. S., 1005 Willard St. W., 1006 Abbott Street West Staff hired an appraiser to fairly value the cost of these easements. Staff then negotiated with property owners and an agreement was reached with each individual property owner for compensation for the area that will be included in the permanent easement. At this time, the property owner (710 Greeley St. S.) who has signed the easement agreement. The compensation for: 710 Greeley St. S. is $800.Total area of easement 620 square feet Staff will present other easements for Council approval when they are signed by property owners. The easements are depicted in Exhibits A, and B with the proposed resolution. The resolution authorizes the acquisition of the easements. The acquisition will be funded through the 2024 Street Improvement Project. RECOMMENDATION Staff recommends the City accept the permanent easements. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion authorizing the Mayor and Clerk to enter in contract, upon City Attorney review and adopt Resolution 2024 AUTHORIZING PERMANENT EASEMENTS ACQUISITION FOR THE 2024 STREET IMPROVEMENT PROJECT. City of Stillwater Washington County, Minnesota RESOLUTION 2024-xxx AUTHORISING PERMANENT EASEMENT ACQUISITION FOR 2024 STREET IMPROVEMENT PROJECT (2024-02) WHEREAS, it is necessary to acquire certain permanent easements to construct sidewalks for the 2024 Street Improvement Project along Greeley Street South; and WHEREAS, the City Council finds that it is reasonably necessary, proper, and convenient, and in the interest of the general welfare that the City acquire for the Project, those easements described in Exhibit A attached hereto ("Easements"); and WHEREAS, the City Council finds that possession of the Permanent Easements is required; and WHEREAS, the City has negotiated with the Landowners the damages caused by the City's acquisitions of the Easements. 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 the landowner of 710 Greeley St. S., Stillwater, Minnesota in the name of the City of Stillwater for the Acquisition of permanent easements for the 2024 Street Improvement Project Adopted by the City Council this 7t" day of August 2024. CITY OF STILLWATER Michael Polehna, Vice Mayor ATTEST: Beth Wolf, City Clerk PERMANENT SIDEWALK EASEMENT THIS PERMANENT SIDEWALK EASEMENT ("Easement") is made, granted and conveyed this day of , 2024, by and between Michael Thro and Kara Thro, husband and wife, ("Landowner"), and the City of Stillwater, a Minnesota municipal corporation ("City"). WHEREAS, Landowner owns real property situated within Washington County, Minnesota as described on Exhibit A ("Landowner's Property"), attached hereto and incorporated herein by reference. WHEREAS, the City's sidewalk is currently located on Landowner's Property and requires a Sidewalk Easement from Landowner. NOW THEREFORE, Landowner in consideration of the sum of One and no/100 Dollars ($1.00) and other good and valuable consideration, the receipt whereof is hereby acknowledged, does hereby grant and convey to the City, its successors and assigns, forever the following: PERMANENT EASEMENT DESCRIPTION A permanent easement for sidewalk and right of way purposes and all such purposes ancillary, incident or related thereto, which may include but is not limited to sidewalks, retaining walls, streetlights, hydrants, rights -of -way, curb, gutter or other related improvements, for construction, maintenance, improvement, repair and replacement, and restoration purposes and all such purposes ancillary thereto ("Permanent Easement"), under, over, across, through and upon that real property legally described on Exhibit B and depicted on Exhibit C ("Permanent Easement Area"), attached hereto and incorporated herein by reference. EXEMPT FROM STATE DEED TAX The rights of the City also include the right of the City, its contractors, agents and servants: 1 (a) To enter upon the Permanent Easement Area at all reasonable times for the purposes of construction, reconstruction, inspection, repair, replacement, grading, sloping, and restoration relating to the purposes of the Permanent Easement; and (b) To maintain the Permanent Easement Area, together with the right to excavate and refill ditches or trenches for the location of such sidewalks, retaining walls, streetlights, hydrants, rights -of -way, curb, gutter or other related improvements; and (c) To remove from the Permanent Easement Area trees, brush, herbage, aggregate, undergrowth and other obstructions interfering with the location, construction and maintenance of the sidewalks, retaining walls, streetlights, hydrants, rights -of -way, curb, gutter or other related improvements and to deposit earthen material in and upon the Permanent Easement Area; and (d) To remove or otherwise dispose of all earth or other material excavated from the Permanent Easement Area as the City may deem appropriate. The City shall not be responsible for any costs, expenses, damages, demands, obligations, penalties, attorneys' fees and losses resulting from any claims, actions, suits, or proceedings based upon a release or threat of release of any hazardous substances, petroleum, pollutants, and contaminants which may have existed on, or which relate to, the Permanent Easement Area or the Landowner's Property prior to the date hereof. The City and its successors shall hold harmless and indemnify Landowner, its agents, and its employees, successors and assigns, from and against all loss, costs, damage, actions, suits, judgments and expense, including reasonable attorneys' fees attributable to, arising out of, or in connection with the use of the Permanent Easement Area by the City, its agents, employees, agents, contractors, successors and assigns, and/or third parties. Nothing contained herein shall be deemed a waiver by the City of any governmental immunity defenses, statutory or otherwise. Further, any and all claims brought by Landowner or its successors or assigns, shall be subject to any governmental immunity defenses of the City and the maximum liability limits provided by Minnesota Statutes, Chapter 466. The Landowner, for itself and its successors and assigns, does hereby warrant to and covenant with the City, its successors and assigns, that it is well seized in fee of the Landowner's Property described on Exhibit A, the Permanent Easement Area legally described on Exhibit B and depicted on Exhibit C and has good right to grant and convey the Permanent Easement herein to the City. This Easement is binding upon the heirs, successors, executors, administrators and assigns of the parties hereto. This Easement may be executed in any number of counterparts, each of which shall be deemed an original but all of which shall constitute one and the same instrument. [Remainder of this page has been intentionally left blank] 2 IN WITNESS WHEREOF, the parties hereto have caused this Easement to be executed as of the day and year first above written. CITY: CITY OF STILLWATER LON Ted Kozlowski Mayor Beth Wolf City Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) On this day of , 2024, before me a Notary Public within and for said County, personally appeared Ted Kozlowski and Beth Wolf to me personally known, who being each by me duly sworn, each did say that they are respectively the Mayor and the City Clerk of the City of Stillwater, the Minnesota municipal corporation named in the foregoing instrument, and that it was signed on behalf of said municipal corporation by authority of its City Council and said Mayor and City Clerk acknowledged said instrument to be the free act and deed of said municipal corporation. Notary Public LANDOWNER: By: v Michael Thro By: ON Kara Thro STATE OF MINNESOTA ) COUNTY OF Wf 1-11/V&77)^J )ss On this day of if�Oe/ (— , 2024, before me, a Notary Public, personally appeared Michael Thro and Kara Thro, husband and wife, to me personally known. JESSICAANN LAUMEYER .i Notary Public -Minnesota r - ' my commhebn Expk" Jan 31. 2W This instrument was drafted by and after recording, please return to: Korine L. Land (#262432) LeVander, Gillen & Miller, P.A. 1305 Corporate Center Drive, Suite 300 Eagan, MN 55121 651-451-1831 4 EXHIBIT A LEGAL DESCRIPTION OF LANDOWNER'S PROPERTY Real property situated in Washington County, Minnesota, legally described as follows: Lot Five (5), WALTER NELSON'S ADDITION, according to the plat on file and of record in the office of the Registrar of Titles of Washington County, Minnesota. PID: 33.030.20.22.0041 Torrens Property — Certificate No. 69869 A-1 EXHIBIT B LEGAL DESCRIPTION OF PERMANENT EASEMENT AREA A permanent sidewalk easement over, under, and across the easterly 7.75 feet of the following property: Lot Five (5), WALTER NELSON'S ADDITION, according to the plat on file and of record in the office of the Registrar of Titles of Washington County, Minnesota. Area = 620 square feet :1 EXHIBIT C DEPICTION OF PERMANENT EASEMENT AREA A permanent road easement over, under, and across the easterly 7.75 feet of the following property: Lot Five (5), WALTER NELSON'S ADDITION, according to the plat on file and of record in the office of the Registrar of Titles of Washington County, Minnesota AREA = 620 SQFT ON 0 50 100 ORIENTATION OF THIS BEARING SYSTEM IS BASED ON THE WASHINGTON COUNTY scale 25 feet COORDINATE SYSTEM, NAD83 (2011 ADJ) '1 6.50- 1 r I =1 O ch r w w cn LLI I w W at Il 0 A 775- 1 ' I 6 8.75am r o EASEMENT EXHIBIT FOR: PID 3303020220041, ADDRESS 710 1 HEREBY CERTIFY THAT THIS PLAN WAS PREPARED BY ME OR UNDER MY DIRECT STILLWATER, SUPERVISION AND THAT I AM A DULY LICENSED SURVEYOR UNDER THE LAWS OF M I NNESOTA THE STATE OF MINNESOTA SEH i 5 H PrCierl Drawn By TSB r Designed By TSB THEODORE S BROWN s' Checked By CLIENT DATE 1l5/2024 LICENSE NO. 51678 C-1 MORTGAGEE'S CONSENT TO EASEMENT MERS, INC. as nominee for QUICKEN LOANS, LLC, organized and existing under the laws of the United States of America, ("Mortgagee"), is the mortgagee of the following mortgage(s) and/or interest(s): 1. Mortgage executed by Michael Thro and Kara Thro, husband and wife, as mortgagors, to MERS, INC. as nominee for QUICKEN LOANS, LLC, as mortgagee, and recorded on July 20, 2021 as Document No. 1275591 in the Registrar of Titles' Office for Washington County, Minnesota; which is recorded against the following real property: Lot Five (5), WALTER NELSON'S ADDITION PID No.: 33.030.20.22.0041 Torrens Property For valuable consideration, the receipt and adequacy of which are hereby acknowledged, Mortgagee hereby CONSENTS to the easement to which this Consent is attached ("Easement') and agrees that its liens, rights and remedies under the above -described documents shall be SUBORDINATED AND SUBJECT IN ALL WAYS to the provisions of said Easement. MORTGAGEE: By: Name: c.}'} Its: STATE 9 ) )ss. COUNTY OF ) On this A -day of ZY u , 2024, before me, a Notary Public, personally appeared &?1Z e4 bit t fa- K _tome rsonally known, who, after being first duly sworn, did state that _�/she is the /a -Ss t—5e—O,-e; of �1_5 , organized and existing under the laws of the United States of Americal,d—that3e/she signed the same on behalf of said C CYNTHIA CIBOROWSIQ NOTARY PUBLIC, STATE OF MI COUNTY OF WAYNE MY COMMISSION EXPIRES Mar 9, 2027 ACTING IN COUNTY OF L , /�j XZ- Lr�I.i Not Public _ 1 1 Water THE BIRTHPLACE OF MINNES O T A DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Reabar Abdullah, Assistant City Engineer SUBJECT: Feasibility Study for 2025 Street Improvement Project (Project 2025-02) BACKGROUND Engineering staff would like to proceed with the 2025 Street Improvement Project. Authorization of a feasibility study is the first step in the process. Staff proposes to begin reconstruction of streets on the north hill for the 2025 Street Improvement Project, and continue the mill and overlay program. The feasibility study will analyze pavement conditions, subsurface soils, curb needs, storm sewer needs, sidewalk considerations, and utility needs. RECOMMENDATION Staff recommends council pass a resolution authorizing the preparation of a Feasibility Study for street, water main, sidewalk, sanitary, and storm sewer and improvements for the 2025 Street Improvement Project. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting Resolution 2024- , RESOLUTION ORDERING PREPARATION OF REPORT FOR 2025 STREET IMPROVEMENTS (Project 2025-02). City of Stillwater Washington County, Minnesota RESOLUTION 2024- RESOLUTION ORDERING PREPARATION OF FEASIBILITY REPORT FOR 2025 STREET IMPROVEMENT PROJECT PROJECT 2025-02 BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: That the proposed improvement be referred to the City Engineer for study and that he is instructed to report to the Council with all convenient speed advising the Council in a preliminary way as to whether the proposed improvement is feasible and as to whether it should best be made as proposed or in connection with some other improvement, and the estimated cost of the improvement as recommended. Adopted by the Council this 71" day of August, 2024. CITY OF STILLWATER Michael Polehna, Vice Mayor ATTEST: Beth Wolf, City Clerk (S.1illwater ' H E B I R T H P L A C E 0 E M I N N E S 0 T A DATE: August 7, 2024 TO: Honorable Mayor & City Councilmembers FROM: Chad Rogness, Parks Superintendent SUBJECT: 2024 Harvest Fest Event Contract & Temporary Liquor License BACKGROUND Summer Tuesdays, Inc. has submitted an event application for a Special Event permit to hold the 2024 Stillwater Harvest Fest on October 11-13, 2024. The Harvest Festival will be open to the public on Saturday & Sunday from 10 a.m. to 10 p.m. The Harvest Fest is a free, family friendly annual event held in downtown Stillwater that includes the top (heaviest) Giant Pumpkin Weigh -off in the world. Other events include pumpkin regatta, live music, kids' activities, beer garden, chili cookoff, pie eating contest, kids costume parade along with other activities. The event organizers are requesting to use North Lowell Park along with Parking Lots 4, 5, 9, 10 and Mulberry Circle (for 3 days). Set up would begin at 8:00 a.m. on Friday, October 11 th. Load -out and clean-up will occur by Monday, October 14th from 7:00 a.m. — 12:00 PM. Summer Tuesdays, Inc. is requesting the use of parking lot 10 and Mulberry Circle for 2 days and lots 4, 5, 9 for 3 days. All associated fees will be invoiced according to the City's current Fee Schedule including: Parking Fees ($2,578.00), Base Fees + Load -in Fees for 3 days ($1,500.00), Temp. Liquor License Fees for 2 days ($2,000.00), Food Vendor Fees for 2 days ($100.00), and the Event Application ($100) for a total of $6,278.00. RECOMMENDATION Staff recommends approving the 2024 Harvest Fest Event Application. ACTION REQUESTED The City Council should review the event application materials. If Council wishes to approve the event, they should pass a motion approving the 2024 Harvest fest Special Event Contract and Temporary Liquor License and enter into a contractual agreement with Summer Tuesdays, Inc. 2024 STILLWATER HARVEST FEST AGREEMENT THIS AGREEMENT, between the CITY OF STILLWATER, Washington County, Minnesota ("City"), and SUMMER TUESDAYS, INC., a Minnesota non-profit corporation, ("Organizer") 1. Harvest Fest. The City has encouraged the Stillwater Harvest Fest ("Event") in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. 2. Dates and Hours of Event. Operations are limited as follows: Setup: Friday, October 11 — 8:00 a.m. — 10:00 p.m. Event: Saturday, October 12 — 10:00 a.m. — 10:00 p.m. Sunday, October 13 — 10:00 a.m. — 10:00 p.m. Cleanup: Monday, October 14 — 7:00 a.m. — 12:00 p.m. Load In/Load Out: Organizer will coordinate the Load In/Load Out times for the event with the Public Works Department by September 15, 2024. 3. Event/Alcohol. Harvest Fest has been granted conceptual authority to dispense intoxicating liquor at the Event. This approval is subject to the Organizer applying for and being granted a Temporary Liquor License and Consumption Permit as allowed by the Stillwater City Code and State Law. All Licenses must be approved and proof of Liquor Liability Insurance Coverage must be submitted to the City Clerk by September 15, 2024. This Agreement will set forth the terms and conditions that will control the dispensing of Liquor at the Event. The event will have alcohol sales Saturday and Sunday from 10:00 a.m. to 10:00 p.m. a. The Area. The area where dispensing of Liquor will be permitted in a contained area as advised by the Police Department. b. Fencing/Demarking of Venue. The Venue Area must be demarked by the Organization. The demarked area must be adequate to ensure that alcohol sales and consumption remain inside the venue area. A breach of the venue area is grounds for the Police Chief to terminate all alcohol sales in the area. c. Tents. The Fire Department shall inspect all large tents (beer garden, etc.) d. Security. For the purpose of this plan, the Organizer shall increase the paid private security and/or increase the Stillwater Police presence to ensure that the alcohol stays within the venue area. The Police Chief will determine the increase in the Stillwater Police Department presence. A paid professional security guard/police personnel must be in place to ensure that no beer or liquor enters or leaves the Area. e. Types. No Liquor is allowed in the Area except that Liquor which is sold by the Organization. The Organization is responsible to see that no other Liquor is brought in the Area. The Organization must not allow bottles, containers or coolers to be brought into the Area. f. Signs. The entire venue MUST be posted with signs that state NO ALCOHOL BEYOND THIS POINT at regular intervals (50-75 feet apart); signs should be a minimum of 18 x 24 in. The number and content of which must be approved by the City Police Chief describing the regulations prohibiting Liquor outside of the Area, as well as prohibition against participants bringing their own Liquor into the Area and the requirement for identification bracelets must be worn to consume alcohol. g. Identification. The Organization will provide liquor identification bracelets. The Organization will permit no one to consume Liquor unless they are wearing an identification bracelet. The Organization will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume Liquor. h. Compliance. The Organization shall obtain a temporary liquor license for beer/wine tasting on Saturday, October 12 and also obtain an alcohol consumption permit for the same days with respective fees paid to the City. Prior to opening date of the Stillwater Harvest Fest, the Organization must develop a management policy or program regarding all aspects of alcohol compliance, including the problem of under -age consumer, sales after hours, over -serving and the recognition of false identification. The City Police Chief must approve the policy before implementation. The Organization must train all alcohol servers with regard to the policy, including instruction by a professional recognized in the area of alcohol awareness before the opening date of the Event. i. Inspection. The Organization acknowledges that as a liquor license holder for the Celebration, it is subject to Stillwater City Code §43-8, which authorizes that all premises from which intoxicating Liquor is offered at on -sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. j. Liquor Liability Insurance. The Organization agrees to provide the City an insurance certificate for Liquor Liability during the event by September 15, 2024. 4. Trail. The bicycle and pedestrian trail from Laurel Street to Myrtle Street must remain open to the public and unobstructed during the Event unless approved by City Staff. 5. Noise Control. The Event is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 6. Police Power. The City reserves the right to order a shutdown of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. If requested by the Chief of Police, the Organizer will assist the police in the clearing of the Area. 7. Security. Lessee shall confer with the Chief of Police as to the advisability of closing the Mulberry Street (Mulberry Point Circle) and shall hire any security personnel/police personnel the Stillwater Police Chief requires. Should the City have to hire outside agencies, the City will invoice the Organizer for any additional costs. 8. Use of Parking Lots. The organizer is aware and will inform all vendors and event participants that staking into the asphalt, etc. Is not allowed (any damage repair will be paid for by the organizer). The Event is given use of parking Lots 4 5, 9 and 10 and Mulberry Circle. The Organizer agrees to pay the City for the use of the parking lot according to the fee schedule designated by the City Council. Page 1 of 6 The City prefers the Association to stage the event in Lowell Park rather than in public parking lots. If Lowell Park is not flooded and is not recovering from flood waters, then it should be the primary event venue. Use of public parking lots will be approved only as an alternate or if sufficient space does not exist in the Park to accommodate all event activities. If in the opinion of the City, public parking lots will be needed, then the preferred lots for use would be Lots 4, 5, 9, and 10. These lots will be available to the Association exclusively from Friday AM until Monday AM of the Event weekend. 9. Event Fees. The Organizer agrees to submit event fees as stipulated in the 2024 Fee Schedule payable to City by September 15, 2024. The Organizer shall ensure that no vehicles drive on the City's park property. In the event that damages occur to the City's property, the Organizer shall pay for any restoration of the park as determined by the City. 10. Irrigation System in Park Property. Lowell Park is maintained by a buried irrigation system. This system cannot be damaged by stakes or posts that are driven into the ground or by equipment and vehicles running over irrigation heads. For that reason, stakes or posts longer than 12 inches and more than a quarter inch in diameter may not be used in the park. Public Works will provide irrigation locates in areas where tents will be staked on Friday, October 11, 2024. 11. City Costs. Organizer will prepay the City for the estimated costs of the City Police Department, Public Works Department, and Fire Department estimated as determined by the City Administrator for city services and materials, needed to safely conduct and maintain the Event or any supporting activities. The payment of estimated costs and costs incurred at the time of the billing (i.e., neighborhood meeting expenses and/or city equipment) shall be received by the City no later than September 15, 2024. Failure to make the payment will result in the cancellation of the Event. In the event of a cancellation of this Event after the deposit or fees are made, the City will be entitled to deduct actual out of pocket costs incurred in preparation for the Event, before returning the balance to Organizer. 12. City Services. The type and amount of materials needed for the Event will be determined by the Public Works Superintendent. The Organizer shall be required to provide portable toilets to augment the existing facilities, barricades for street closure, trash removal and electricity for vendors. The Organizer may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater Event permit fee schedule. a. Portable Toilets. The Organization must furnish at least 8 portable restrooms, with hand sanitizing to facilitate expected crowds. Additional portable restrooms must be provided by the Event Organizer if deemed necessary to protect public health as determined by the Public Works Department. b. City Public Restrooms. City Public Restrooms on the Pedestrian Walkway will remain open during the Event and the City will supply and equip the restroom, however, the Event Organizer will be responsible for maintaining, cleaning, security and supervision for the restrooms. If the Event Organizer does not have the manpower to maintain the public restrooms, the City will provide staffing or a contractor with the costs (overtime rate) to be invoiced to the Event Organizer. The City shall be notified 2 weeks in advance of the Organizer's intent on maintaining the City restrooms. Page 2 of 6 c. Barricade Placement. i. The City will place notices of parking lot closures 24 hours before October 11, 2024 and place notices of no parking for all on -street parking requested in this agreement. ii. The Organizer shall place reflective standard barricades no later than 8:00 a.m. on October 11 at the parking lot entrances as designated by the Public Works Department. This will inform users of the parking lot closure for the Event. iii. To ensure traffic and pedestrian control the Association must place standard reflective barricades according to a plan approved by the Public Works Director, Police Chief or their designees. Barricades may be supplied by the Association, or by the City. Charges for the City supply of barricades are set forth in the current City Fee Schedule. The City may place additional traffic control barricades to protect public safety at City expense based upon a plan developed by the Public Works Director and Police Chief or their designees. The plan for placement of additional public safety traffic control barricades shall be shared with the Organizer by September 15, 2024. d. Trash Enclosures. The Organizer shall furnish dumpsters or roll -off boxes and trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event. The Organizer shall make certain that all trash is picked up during and after Event daily. The Organizer shall remove any excessive garbage that does not fit within the receptacles and dispose in trash dumpsters. The City reserves the right to require additional receptacles should the Organizer not remove excess garbage from the Event. If possible, Organizer will provide recycling and organics containers for the Event. e. Electricity and Water. i. Each electrical box needed for the Event will be opened by the City on October 11, 2024. ii. Organizer agrees to meet with the City and/or the State electrical inspector a minimum of 1 week prior to event to ensure all vendors using electrical service comply with the Minnesota Electrical Code. Inspection costs (if any) shall be the Event Organizer responsibility. iii. The City shall provide the Organizer a key for the water shut off valve. The Organizer shall provide a $50.00 deposit for such key and will be reimbursed upon return of said key. f. Cleanup/Removal. Organizer shall remove all barricades, and portable toilets by 3:30 p.m. on the Monday following the event. Organizer shall remove trash, additional trash enclosures no later than Noon, Monday following Event. If the above items are not removed as stated above, the Organizer will reimburse the City for costs incurred in removing the items. 13. Vendors. NO CAMPING. The Organizer agrees to inform any vendors that there is no camping in Lowell Park or any City parking lots. a. The Organizer agrees that any vendor using cooking facilities will be inspected for safety by the Stillwater Fire Department and Washington County Public Health and Environment. Inspection costs (if any) shall be paid for by the Event Organizer directly to the agency/person doing the inspection. b. The Organizer agrees to ensure that all vendors waste water be discharged into a holding tank approved by Washington County Public Health and Environment. Vendors without an approved holding tank shall discharge into grey water barrels provided by the Page 3 of 6 Organizer. Disposal costs are the responsibility of the Organizer. For no reason shall grey water barrels or holding tanks be disposed into the City's Sanitary or Storm Systems. The Organizer agrees to provide 2 hand washing station to facilitate the expected crowds and vendors as deemed necessary to protect public health. 14. Other Agencies. Organizer is responsible for obtaining all agreements and permits with outside agencies (e.g. MnDOT, MN State Patrol, Washington County, Washington County Sheriff, MN Department of Natural Resources, Lakeview EMS, and any other agencies requiring permits for the event) and must submit copies of permits to the City from other agencies by September 15, 2024. 15. Insurance, Hold Harmless, and Indemnity. The Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement, except for those claims, causes of action or demands that arise out of the sole negligence, gross negligence and/or willful misconduct of the City or any of its agents or employees. Organizer also agrees to provide to the City evidence of insurance coverage of at least the statutory liability limits for municipalities covering claims that might be brought against the Organizer that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." Insurance Certificate must be received by the City no later than September 15, 2024. The insurance protection will have the following limits: a. $1,500,000 for any number of claims arising out of a single occurrence, and to name the city as an additional insured "as their interests may appear." b. Comprehensive Automobile Liability: i. Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence ii. Property Damage: $100,000 Each Occurrence c. Worker's Compensation Coverage. 16. Event Application. The Event Application (not attached to Agreement) including revisions, correspondence, site plans and insurance for the Event as submitted by the Organizer is considered part of this Agreement. Any representations of the Organizer or conditions imposed by the City are restated as if fully set forth in this Agreement. Page 4 of 6 IN WITNESS WHEREOF, the parties have set their hands this day of 2024. SUMMER TUESDAYS, INC. Cory C. Buettner, President CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Page 5 of 6 66 y= STILLWATER HARVEST FEST TIM*, CMM= 2024 LAYOUT MAP CIP off Q• � �' Q J J ® t + i 1 � � -- — • Val t14 1 1 Water THE BIRTHPLACE OF MINNES O T A DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Shawn Sanders, Director of Public Works SUBJECT: Contract Agreement for Lowell Park Pavilion Rehabilitation Project 2024-10 DISCUSSION Included in the projects for the Grant Funding from the Department of Employment and Economic Development (DEED) was a rehabilitation project of the Lowell Park Pavilion. In 2021, a condition assessment was performed by the Collaborative Design Group, that listed several deficiencies and improvements on the pavilion. Now that the grant agreement has been finalized, the next step on the project is to prepare plans for rehabilitation. Staff would like continue to work with Collaborative Design Group for the design and construction services. They have submitted a fee quote not to exceed $72,100. RECOMMENDATION Staff recommends entering into an agreement with Collaborative Design Group for Professional Services for the Lowell Park Pavilion Rehabilitation Project. ACTION REQUESTED If Council concurs with recommendation, they should pass a motion APPROVING COLLABORATIVE DESIGN GROUP FOR PROFESSIONAL SERVICES FOR THE >���►i�l � �_1:7:� �_\�l f� [�] � �:7 �:I_13 f� � �_\ � [�7► � �:Z�al x� � l (water The Birthplace of Minnesota AGREEMENT FOR PROFESSIONAL SERVICES THIS AGREEMENT ("Agreement") is made and executed this 7th day of August, 2024, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, ("City") and Collaborative Design Group, 125 Main St. SE, Ste #100, Minneapolis, MN 55414 ("Consultant"). WHEREAS, the City has accepted the proposal of the Consultant for certain professional Services; and WHEREAS, Services under this agreement, are generally described as: Lowell Park Pavilion (2024-10) WHEREAS, Consultant desires to perform the Services for the City under the terms and conditions set forth in this Agreement. NOW THEREFORE, in consideration of the mutual consideration contained herein, it is hereby agreed as follows: SERVICES. a. City agrees to engage Consultant as an independent contractor for the purpose of performing certain professional Services ("Services"), as defined in the following documents: i. A proposal dated 11/8/2023, incorporated herein as Exhibit A; b. Consultant covenants and agrees to provide Services to the satisfaction of the City in a timely fashion, as set forth in the Exhibits, subject to Section 7 of this Agreement. 2. PAYMENT. a. City agrees to pay and Consultant agrees to receive and accept payment for Services as set forth in the Exhibits. b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Consultant shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for Services that do not have prior written authorization. c. Consultant shall submit itemized bills for Services provided to City on a monthly basis. Bills submitted shall be paid in the same manner as other claims made to City. 3. TERM. This Agreement expires on 8/7/2025. This Agreement may be extended only upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the same terms and conditions as herein stated. 4. TERMINATION. a. Termination by Either Party. This Agreement may be terminated by either party upon 30 days' written notice delivered to the other party to the addresses listed in Section 13 of this Agreement. Upon termination under this provision, if there is no default by the Consultant, Consultant shall be paid for Services rendered and reimbursable expenses until the effective date of termination. b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non -performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure that is acceptable to the other party. 5. SUBCONTRACTORS. Consultant shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in the Exhibits. The Consultant shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Consultant's receipt of payment by the City for undisputed services provided by the subcontractor. 6. STANDARD OF CARE. In performing its Services, Consultant will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the Services are provided. No warranty, express or implied, is made or intended by Consultant's undertaking herein or its performance of Services. 7. DELAY IN PERFORMANCE. Neither City nor Consultant shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either City or Consultant under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Consultant will be entitled to payment for its reasonable additional charges, if any, due to the delay. 8. CITY'S REPRESENTATIVE. The City has designated Shawn Sanders, to act as the City's representative with respect to the Services to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City's policy and decisions with respect to the Services covered by this Agreement. 9. PROJECT MANAGER AND STAFFING. The Consultant has designated Bill Hickey, to be the primary contacts for the City in the performance of the Services. They shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms established herein. Consultant may not remove or replace the designated staff without the approval of the City. 10. INDEMNIFICATION. a. Consultant and City each agree to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Consultant and City, they shall be borne by each party in proportion to its own negligence. b. Consultant shall indemnify City against legal liability for damages arising out of claims by Consultant's employees. City shall indemnify Consultant against legal liability for damages arising out of claims by City's employees. 11. INSURANCE. During the performance of the Services under this Agreement, Consultant shall maintain the following insurance: a. General Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; b. Professional Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence. c. Workers' Compensation Insurance in accordance with statutory requirements. d. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Consultant shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the General Liability Insurance policy and the Professional Liability Insurance policy. 12. OWNERSHIP OF DOCUMENTS. Professional documents, drawings, and specifications prepared by the Consultant as part of the Services shall become the property of the City when Consultant has been compensated for all Services rendered, provided, however, that Consultant shall have the unrestricted right to their use. Consultant shall retain its rights in its standard drawing details, specifications, databases, computer software, and other proprietary property. Rights to proprietary intellectual property developed, utilized, or modified in the performance of the Services shall remain the property of the Consultant. 13. NOTICES. Notices shall be communicated to the following addresses: If to City: City of Stillwater 216 4tn Street North Stillwater, MN 55082 Attention: Shawn Sanders Or e-mailed: ssanders(aD-stillwatermn.gov If to Consultant: Collaborative Design Group, Inc. 125 Main St. SE, Ste #100 Minneapolis, MN 55414 Attention: Bill Hickey Or e-mailed: bhickey(a_cdg-mn.com 14.INDEPENDENT CONTRACTOR STATUS. All services provided by Consultant, its officers, agents and employees pursuant to this Agreement shall be provided as employees of Consultant or as independent contractors of Consultant and not as employees of the City for any purpose. 15. GENERAL PROVISIONS. a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties. b. Waiver. A waiver by either City or Consultant of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party's rights with respect to any other or further breach. c. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any disputes regarding this Agreement must be brought by civil action and must be venued in Washington County District Court. d. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. e. Data Practices Compliance. All data collected by the City pursuant to this Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. f. Entire Agreement. This Agreement constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written. If this Agreement conflicts with terms and conditions stated in the Proposal, this Agreement shall govern. CITY OF STILLWATER M M Ted Kozlowski, Mayor Beth Wolf, City Clerk Date: N COLLABORATIVE DESIGN GROUP, INC. M Its: Date: Project Description: Lowell Park Pavilion (2024-10) COLLABORATIVE DesignGroup,inc. ca Architecture Engineering Interiors Planning Preservation 8 November 2023 Shawn Sanders Public Works Director City of Stillwater 216 N. 4th Street Stillwater, MN 55082 Re: Lowell Park Pavilion Shawn — Collaborative Design Group is pleased to present our proposal for developing construction documents and performing construction administration for the revitalization of the Lowell Park Pavilion. With this fee letter, CDG proposes to provide the services outlined below. P ROJ E CT D E S C R I P T I ON The Lowell Park Pavilion, a centerpiece of the Stillwater riverfront, is in need of repairs, improvements, and restoration. Its location exposes it to sporadic inundation as well as a high level of weathering. While significant historic fabric remains, much of the structure has been repaired with modern materials over time. SCOPE OF WORK o CDG will develop construction documents for the restoration and renovation work of the Pavilion and its associated sea wall, as outlined in the Historic Structures Report (completed by CDG in 2020). o It is understood that any proposed work will be subject to review and approval from the Army Corps of Engineers (ACE) and by the State Historic Preservation Office (SHPO). Proposed construction will fall under Stillwater HPC design review and will also be subject to City of Stillwater zoning codes. Services supporting these reviews are included in this proposal. o Other elements that will be considered include upgraded electrical service to the Pavilion, reflecting both improved resources/convenience and electrical infrastructure rated for immersion, as appropriate in this location. o At this time, the scope does not include CCTV or security system elements. Affirmative Action, Equal Opportunity Employer 125 Main Street SE, Suite 100 Minneapolis, Minnesota 55414 t 612.332.3654 f 612.332.3626 www.cdg-mn.com o It is anticipated that design will proceed through the winter months, with bidding sometime in the spring. Some final observations and review may be required after this coming season's high water has passed. o Due to construction market fluctuations and inflation over the intervening years, we believe the original 2020 assessment (HSR) estimated budgets will need to be significantly adjusted and re - verified. We have included the services of a professional estimator in this proposal for this effort. o This proposal includes Construction Administration phase services, through project completion. C 0 M P E N S A T 1 0 N Our team's component fees for this work are: • Collaborative Design Group (Architecture, Structural Engineering): $46,600 • Victus Engineering (Electrical): $20,000 • Loeffler Construction Consulting (Cost Estimating): $5,500 This can also be characterized in components of Design Phase ($51,100) and Construction Administration Phase ($21,000). Our compensation for providing the above basic services will be invoiced on a time and materials basis according to our standard Rate Schedule. Our total fee will not exceed $72,100 plus normal reimbursable expenses as outlined below. ADDITIONAL SERVICES Compensation for authorized Additional Services will be computed on a Time and Materials Basis according to our Hourly Rate Schedule. RE I M B U R S A B L E E X P E N S E S The following items of direct non -salary expenses (if applicable) will be billed at our cost: 1. Automobile expenses for vehicles, including mileage, parking, or use of rental car. 2. Reproduction and plotting of drawings, specifications and reports. 3. Postage, handling, and delivery costs. SERVICE OF OTHERS On occasion, we engage the specialized services of individual consultants or other companies to participate in a project. When considered necessary, these firms or other consultants will be used with your approval. The cost of such services will be billed at our cost. INVOICES Invoices will be submitted monthly for services performed during the previous month. Payment is due upon receipt of the invoice. Interest will be added to accounts in arrears (30 days) at the rate of one percent (1.0%) per month (12% per annum) or the maximum rate allowed by law, whichever is less. For the collection of any delinquent account, Collaborative Design Group, Inc. will be reimbursed for all court costs and reasonable attorneys' fees incurred. LIMITATION OF LIABILITY It is agreed that Collaborative Design Group, Ines liability to you for any nature of damages arising out of or caused by any error, omission, negligence, strict liability, breach of contract or breach of any other obligation in connection with this Agreement shall be limited to a sum not to exceed $25,000, or the amount of A/E fees received pursuant to this Agreement, whichever is greater, and that you will accept this limited amount as full satisfaction of all claims you may assert for damages arising from Collaborative Design Group's services. If you desire to increase the limit of Collaborative Design Group, Ines liability for damages, Collaborative Design Group, Inc. will waive or increase this limitation of liability upon your written request within 30 days, provided you agree to pay the premium for additional insurance coverage for the increased liability limits your request. ACCEPTANCE If this proposal is acceptable to you, please indicate by signing below and returning a copy for our records. We are prepared to begin this project immediately. If you have any questions, please do not hesitate to call. Very truly yours Authorized by: Collaborative Design Group, Inc. City of Stillwater William D. Hickey AIA CID, LEED®-AP Principal Signature: Title: Date: i water THE BIRTHPLACE OF MINNESOTA DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Ben Gutknecht, Planning Manager SUBJECT: Case No. CD 2024-033: Manitou Fund Arts and Cultural Center at 601 Main Street North - Zoning Ordinance Text Amendment First Reading DISCUSSION The purpose of this Case is to consider the approval of the First Reading of the Ordinance Text Amendment to Section 28-236 Allowable uses in nonresidential districts. No other actions on this project will be considered at this meeting and this action is not final approval of the project. The City has received multiple applications as part of this request. The Applicant ("Manitou Fund") and representative for the Property Owner ("Manitou Fund STLW LLC") is seeking the following: 1. Zoning Text Amendment a. Add proposed uses as a Conditional Use 2. Two Conditional Use Permits a. Per the above Zoning Code Amendment, approve Conditional Use Permits The Council will only be acting on the First Reading of the Text Amendment at tonight's meeting, review of the Conditional Use Permits shall be held at a subsequent meeting. For additional information regarding this request please refer to the attached Staff Memo to the Planning Commission. ZONING TEXT AMNDMENT ANALYSIS The Zoning Text Amendment to Section 28-236 (Allowable uses in nonresidential districts) would allow "Libraries, art galleries, theaters, for the performing arts, and other such cultural facilities" as a Conditional Use in the Central Business District (CBD). Due to the proposed use including events associated with fundraisers and gallery events and a lack of clear language in the existing code, staff is also recommending the addition of "Event Center" to Section-236 as a separate Use listed in Code. Land Use/Planning and Zoning Information Comprehensive Plan Designation Downtown Mixed Use Zoning District Central Business District Overlay Zoning District Downtown Historic Design Review District Downtown Mixed Use — 2040 Comprehensive Plan Per the 2040 Comprehensive Plan, the Downtown area has been historically guided for commercial land use but developed as Mixed Use. The Downtown Mixed -Use designation was created to more accurately reflect the evolving nature of the area. The primary goal for this land use is to foster an area that offers regional and local communities a range of residential and commercial uses that prioritizes public spaces. CBD: Central Business District The general purpose of the Central Business District is to provide a district for general commercial, office, and entertainment uses. The district has historically consisted of a variety of uses, such as food service, hospitality, residential, institutional, commercial, and quasi -public space. Downtown Design Review District The Downtown Design Review District was created with the goal of promoting safe and complementary development that would also enhance and retain the historic rivertown image of the City. Generally, any new development and work done to existing development are subject to design approval review. The Design Review process applies to any structures located in the district area not just historic to ensure these goals are met. RECOMMENDATION The Planning Commission recommends approval of the request. ACTION REQUESTED Motion to approve the First Reading of the Ordinance Text Amendment, amending Section 28-236 for the Manitou Fund Arts and Cultural Event Center. City of Stillwater Washington County, Minnesota ORDINANCE NO. AN ORDINANCE AMENDING CITY CODE CHAPTER 28, SECTION 28-236 CENTRAL BUSINESS DISTRICT ALLOWABLE USES The City Council of the City of Stillwater does ordain: SECTION 1 AMENDMENT Chapter 28, Article III, Division 3, Section 28-236 of the City Code, Allowable Uses in Non -Residential Districts — Institutional, is hereby amended as follows: ALLOWABLE ZONING DISTRICTS USES CA CBD VC BP-C BP- BP -I CRD PA PW PROS HMU NC O FD Libraries, art CUP CUP CUP CUP galleries, theaters for the performing oarts, and other .;-; such cultural facilities c Event Centers CUP CUP CUP CUP u 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 adds the uses of "Libraries, art galleries, theaters for the performing arts, and other such cultural facilities" and "Event Centers" to be allowed by conditional use permit within the Central Business District (CBD). SECTION 3 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 , 2024. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk 11 ater, w THE BIRTHPLACE OF MINNESOTA DATE: July 24, 2024 TO: Honorable Chair and Planning Commissioners FROM: Ben Gutknecht, Planning Manager SUBJECT: Case No. CD 2024-033: Conditional Use Permit and Zoning Text Amendment at 601 Main Street North DISCUSSION The Applicant ("Manit Fund") and Fund STLW LLC") is king the foll 1. Zoning Text Amendment a. Add proposed use s 2. Two Conditional Use Per s a. Per the above Zonin Permits Zoning Text Amendment ntative for the Property Owner ("Manitou 3ndit' al Use e e prove Conditional Use The Zoning Text Amendment to Section 28-236 (Allowable es ' nresidential districts) would allow "Libraries, art galleries, theaters, for rming arts, and other such cultural facilities" as a Conditional Use in the Cen usiness District (CBD). Due to the proposed uses and lack of clear language in the xistina code, staff is also recommending the addition of "Event Center" to Section-236 as a separate Use listed in Code, as the Use proposed by the applicant involves hosting events on the Property and there is no current "Event Center" use listed in the Zoning Code. Conditional Use Permit As part of this request, the applicant is also seeking two Conditional Use Permits for Libraries, art galleries, theaters for performing arts, and other such cultural facilities and an Event center to operate a Cultural Arts Center at 601 Main Street North (the "Property"). The proposed Project Site is located in the Central Business District (CBD), Downtown Stillwater Design Review District, and Historic Height Overlay District. The Property is approximately 1.57 acres in size containing what was formerly the Zephyr Theatre. Background on Proposed Use In 2023, the property received Design Approval for an exterior remodel and an Interim Use Permit to allow the building to operate as a K-6 Public Charter School. While work was being completed for the remodel, the K-6 Charter School was able to return to its place -based location creating an opening for the Manitou Fund to review alternative uses for the Property. The proposed use is generally described by the applicant as an "Arts and Cultural Center". The Center will be active weekday evenings, weekends and weekday daytime hours during the summer. The applicant proposes the following uses as part of the request: • Offer a variety of educational arts programming for all ages, specific courses based on availability and interest. • Host performing art space to host shows by artists and art organizations, generally in the evenings. Frequency of such performances will be based on interest and artist availability. • Host events such as fundraising and receptions related to performances or visual art gallery sho As this report outlines, he proposed use as an Arts and Cultural Event/Education Center is not currently allowable in the Central business District. The City has multiple tools to allow the use, which are being applied for by the Applicant as part of this request, but the City has discretion on the final decision. PART I: ZONING TEXT AMNDMENT A S Land Use/Plannina and Zonina Informatio Comprehensive Plan Designation Downtown Mixed Use Zoning District Central Business District Overlay Zoning District Downtown Historic Design Review District AMM Downtown Mixed Use — 2040 Comprehensive Plan Per the 2040 Comprehensive Plan, the Downtown area has been historically guided for commercial land use but developed as Mixed Use. The Downtown Mixed -Use designation was created to more accurately reflect the evolving nature of the area. The primary goal for this land use is to foster an area that offers regional and local communities a range of residential and commercial uses that prioritizes public spaces. CBD. Central Business District The general purpose of the Central Business District is to provide a district for general commercial, office, and entertainment uses. The district has historically consisted of a variety of uses, such as food service, hospitality, residential, institutional, commercial, and quasi -public space. Downtown Design Review District The Downtown Design Review District was created with the goal of promoting safe and complementary development that would also enhance and retain the historic rivertown image of the City. Generally, any new development and work done to existing development are subject to design approval review. The Design Review process applies to any structures located in the district area not just historic to ensure these goals are met. PART II: CONDITIONAL USE PERMIT/SITE PLAN REVIEW ANALYSIS Bulk Standards: The applicant is not proposing any exterior changes associated with this project. The current changes have been approved as part of Case CD2023-21. General Performance Standards The project does not propose changes to previously approved landscaping, exterior lighting, and trash container location. These standards help to curb possible future nuisances. In this instance,16current activity on site is compliant and the proposed use h.does not change these ditions. Parking Standards: The site currently c ins 51 parkin s aces, including four accessible spots. The proposed use appear et inimum current parking standards. The Parking Calculations are a o Use Re ired Par ' Provided Parkin Elementary School 27 51 Theater 42 The applicant notes that the current parkin numbWe,ropriate for the use based on the proposed scheduling and use of the space. The licant does not anticipate having each of the 9 multipurpose rooms used concurre an ticipates that daily parking will be less than the current use as River Grov ased on number of students. That said, staff is recommending a conditi f approval that requires that classes not be held at the same time as performances. he Applicant also states that for larger events and performances the parking will be supplemented with offsite parking, noting this is similar to what was approved with the Zephyr Theatre prior to 2023. The applicant anticipates future events having similar parking and traffic patterns to these previous outdoor events. Staff agrees that due to the varied use of the property and what would appear to be a less regularly used parking lot that the current site is adequately sized for parking. Due to unknown class size, schedule and event frequency's, staff suggests that as a condition of approval if the south lot does not meet the needs as determined by the Community Development Director, the Applicant shall provide for an alternative off -site parking plan. Parking Lease Agreement: The Property Owner is currently in a lease agreement with the City to allow the use of the City parking lot north of the Property for temporary (less than 24 hours) parking related to school activities between 5:00 AM to 5:00 PM. Staff is making this note to serve as reminder that the current agreement does not extend into evening hours should the applicant plan on utilizing this area for any event parking scheduled after 5:00 PM. Simply put, they would be unable to block the north lot during evening hours based on the current agreement. Traffic Circulation: A traffic study was conducted as part of the Interim Use Permit approval relating to the River Grove School. The findings identified the student drop off and pick up times as peak stacking conflicts. The proposed use will not be operating in same capacity and is not anticipated to use standard student drop off or pick up times. Staff finds the current traffic circulation to be adequate for art classes and gallery viewing. Design Standards: The request does not include any proposed exterior alternations therefore design review is not needed for this proposal. As noted above, the Heritage Preservation Commission reviewed and approved alternations related to River Grove School in 2023 that have since been completed. When reviewing for compatibility with neighboring uses and zoning districts staff finds that the proposed use compliments both the neighboring commercial uses and medium to high density residential uses. With previous uses on the Property, noise from outdoor events has been the primary concern, other than traffic and parking. Prior to the change from the Zephyr Theatre to River Grove School, the use of amplified sound during outdoor productions was a primary complaint. However, many of those concerns were mitigated through better sound systems and event management. The same standards are required to continue for any proposed outdoor performance as part of this use. FINDINGS AND RECCOMMENDATION Zoning Text Amendment Historically, the Central Business District has developed I regional and local hub providing various commercial, institutional, and entertainment uses. The proposed request appears to compliment the Central Business District and continues to meet goals outlined in the Comprehensive Plan. These include promoting mixed use development in the downtown area and supporting downtown as an arts and cultural activities destination. Conditional Use Permits In approving a Conditional Use Permit, the City must adopt the following findings. • The proposed structure or use conforms to the requirements and the intent of this chapter, and of the Comprehensive Plan, relevant area plans and other lawful regulations • Any additional conditions necessary for the public interest have been imposed • The use or structure will not constitute a nuisance or be detrimental to the public welfare of the community Staff finds that should the text amendment be approved; the proposed use will meet the findings outlined in this report. Further, the proposed use continues to meet the required performance standards outlined in City Code required for development in this Zoning District. Staff recommends that the Planning Commission recommend approval of the attached ordinance amendment to Section 28-236 and the conditional use permits to the City Council. ACTIONS REQUESTED 1. Motion to recommend approval of the attached ordinance amendment to Section 28-236 non-residential districts use table and associated conditional use permits to the City Council. tillwater- T H E BIRTHPLACE OF MINNEJ01A DATE: August 7, 2024 TO: Honorable Mayor & City Councilmembers FROM: Chad Rogness, Parks Superintendent SUBJECT: 2024 Rivertown Fall Art Festival Event Contract and Temporary Liquor License BACKGROUND The Greater Stillwater Area Chamber of Commerce has applied for a special event permit to host its 47t" annual Rivertown Fall Art Festival. Over 150 artists and food vendors and 10,000 people from Minnesota and Western Wisconsin are expected to attend this event showcasing specialty hand-crafted items, including artist mediums of all kinds: ceramics, clay, culinary arts, drawing, fiber work, glass, jewelry, metal, mixec media, painting, photography, pottery, wood and others. Live music, along with a variety of food vendors, with a beer and wine tent round out the entertainment. The traditional first weekend in October for the festival lands this year on October 5tn and 6t". Load -in will occur on Friday, October 4t" and the final clean-up will occur by Monday, October 7t". The North end of Lowell Park will be used along with parking lots (4, 5, 9, 10) and Mulberry Circle. All associated fees will be invoiced according to the City's current Fee Schedule including: Parking Fees ($2,967.00), Base Fees + Load -in Fees for 3 days ($1,500.00), Temp. Liquor License Fees for 2 days ($2,000.00), Food Vendor Fees for 2 days ($100.00), and the Event Application ($100) for a total of $6,667.00 RECOMMENDATION Staff recommends approving the 2024 Rivertown Fall Art Festival Event Contract and Temporary Liquor License. ACTION REQUESTED The City Council should review the event application materials. If Council wishes to approve the special event, they should pass a motion approving the 2024 Rivertown Fall Art Festival Event and Site Plan, Contract and Temporary Liquor License, and enter into a contractual agreement with the Greater Stillwater Area Chamber of Commerce. CITY OF STILLWATER, MINNESOTA 2024 RIVERTOWN FALL ART FESTIVAL AGREEMENT THIS AGREEMENT is made this 7t" day of August, 2024 between the City of Stillwater, Washington County, Minnesota ("City), and Greater Stillwater Chamber of Commerce, a Minnesota non-profit corporation, ("Organizer") WHEREAS, in light of the foregoing, the Organizer wishes and the City will permit the Greater Stillwater Area Chamber of Commerce to organize and conduct a Rivertown Fall Art Festival in order to foster and promote tourism within the City of Stillwater and the St. Croix Valley and encourage commerce within the City that will ultimately increase property values and the quality of life within the City, thereby promoting the welfare of the City; NOW, THEREFORE, in consideration of the promises and the mutual covenants and agreements contained herein, the City and the Organizer agree as follows: 1. Dates and Hours of Event. Operations are limited as follows Setup: Friday, October 4 — 9 a.m. - 8 p.m. Event: Saturday, October 5 — 10 a.m. — 5 p.m. Sunday, October 6 — 10 a.m. — 5 p.m. Cleanup: Sunday, October 6 and Monday, Oct. 7: 10 a.m. — 5 p.m. Load In/Load Out: Organizer will coordinate the Load In/Load Out times for the event with the City Public Works Department by September 15, 2024. 2. Event/Alcohol. The Organization has been granted authority to dispense intoxicating Liquor at the 2024 Rivertown Fall Art Festival. This approval is subject to the Organizer applying for and being granted a Temporary Liquor License and Consumption Permit as allowed by the Stillwater City Code and State Law. All Licenses must be approved and proof of Liquor Liability Insurance Coverage must be submitted to the City Clerk by September 15, 2024. This Agreement will set forth the terms and conditions that will control the dispensing of Liquor at the Event. a. The Area. The area where dispensing of Liquor will be permitted in a contained area as advised by the Police Department. b. Fencing/Demarking of Venue. The Venue Area must be demarked by the Organization. The demarked area must be adequate to ensure that alcohol sales and consumption remain inside the venue area. A breach of the venue area is grounds for the Police Chief to terminate all alcohol sales in the area. c. Tents. The Fire Department shall inspect all large tents (beer garden, etc.) d. Security. For the purpose of this plan, the Organizer shall increase the paid private security, as directed by the Police Chief and/or increase the Stillwater Police presence to ensure that the alcohol stays with the venue area. The Police Chief will determine the increase in the Stillwater Police Department presence. A paid professional security guard/police personnel must be in place to ensure that no beer or liquor enters or leaves the Area. e. Types. No Liquor is allowed in the Area except that Liquor which is sold by the Organization. The Organization is responsible to see that no other Liquor is brought in the Area. The Organization must not allow bottles, containers or coolers to be brought into the Area. f. Signs. The entire venue must be posted with signs that state NO ALCOHOL BEYOND THIS POINT at regular intervals (50-75 feet apart); signs should be a minimum of 18 x 24 in. The number and content of which must be approved by the City Police Chief describing the regulations prohibiting Liquor outside of the Area, as well as prohibition against participants bringing their own Liquor into the Area and the requirement for identification bracelets must be worn to consume alcohol. g. Identification. The Organization will provide liquor identification bracelets. The Organization will permit no one to consume Liquor unless they are wearing an identification bracelet. The Organization will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume Liquor. h. Compliance. The Organization shall obtain a temporary liquor license selling of Liquor during the event, obtain an alcohol consumption permit and pay the respective fees. Prior to opening date of the Event, the Organization must develop a management policy or program regarding all aspects of alcohol compliance, including the problem of under -age consumer, sales after hours, over -serving and the recognition of false identification. The City Police Chief must approve the policy before implementation. The Organization must train all alcohol servers with regard to the policy, including instruction by a professional recognized in the area of alcohol awareness before the opening date of the Event. Inspection. The Organization acknowledges that as a liquor license holder for the Celebration, it is subject to Stillwater City Code §43-8, which authorizes that all premises from which intoxicating Liquor is offered at on -sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. j. Liquor Liability Insurance. The Organization agrees to provide the City an insurance certificate for Liquor Liability during the event by September 15, 2024. 3. Insurance, Hold Harmless, and Indemnity. The Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement, except for those claims, causes of action or demands that arise out of the sole negligence, gross negligence and/or willful misconduct of the City or any of its agents or employees. Organizer also agrees to provide to the City evidence of insurance coverage of at least the statutory liability limits for municipalities covering claims that might be brought against the Organizer that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." Insurance Certificate must be received by the City no later than September 15, 2024. The insurance protection will have the following limits: A. $1,500,000 for any number of claims arising out of a single occurrence, and to name the city as an additional insured "as their interests may appear." B. Comprehensive Automobile Liability- (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence C. Worker's Compensation Coverage. 4. Contact Information. Organizer shall provide the City updated accurate contact phone numbers. 5. Public Safety Requirements. The organizer agrees that City has the right to increase the requirements to public safety resources based on participant numbers, threats, or weather conditions and any associated City costs will be paid for by the Organizer. 6. Required Information, Meetings, and Documentation. Organizer agrees that failure to provide required information and documents to the City is just cause for the City Council to terminate the agreement. 7. Noise Control. The Organizer is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 8. Police Power. With regard to Event, the City reserves the right to order a shutdown of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. In that event, the Organizer will cease dispensing Liquor and must assist the police in the clearing of the Area. 9. Other Agencies. Organizer is responsible for obtaining all agreements and permits with outside agencies (i.e. Washington County Public Health & Environment, State Electrical Inspector). 10. Exclusive Use of Parks. In return for the exclusive use of the City Parks as identified on the approved the following: overall site plan and/or Event maps, the Organizer hereby agrees to a. Dumpsters. The Organizer must furnish dumpsters or roll —off boxes according to a plan approved by Public Works Staff in sufficient quantity to contain the accumulation of trash generated by the Event. Organizer must ensure that all trash or garbage is collected and hauled away daily in the Event areas. i. Dumpsters and trash receptacles in the Event Areas must be picked up and emptied each day during the Event. The City may amend the plan and require additional dumpsters or trash receptacles if the need arises. ii. If possible, Organizer will provide recycling and organics containers for the Event. b. Traffic Control. To ensure traffic and pedestrian control the Organizer must place standard reflective barricades according to a plan approved by the Public Works Director or his designee. Barricades may be supplied by the Organizer, or by the City. c. Electricity and City Water. Existing electrical boxes will be opened by the City to provide access for the Event and invoiced according to the current City Fee Schedule. If access to water main or hydrants is needed, the Organizer shall make arrangements with the PW-Utilities Department and pay related water fees. d. Restrooms. Additional portable restrooms must be provided by the Organizer if deemed necessary to protect public health as determined by the Public Works Superintendent. City Public Restrooms on the Pedestrian Walkway will remain open during the Event and the City will supply and equip restrooms, however, the Organizer will be responsible for maintaining, cleaning, staffing and security and supervision for restrooms. If the Organizer elects not to provide these services it must notify the City at least two weeks prior to the event, and in that event, the Organizer will bear the City costs associated with this work. e. Irrigation System in Park Property. Lowell Park is maintained by a buried irrigation system. This system is easily damaged by stakes or posts that are driven into the ground or by equipment and vehicles running over irrigation heads. For that reason, stakes or posts longer than 12 inches and more than a quarter inch in diameter may not be used in the Park. Organizer must work with the City Public Works Department to determine the location of the irrigation system. Public Works will provide irrigation locates in areas where tents will be staked on Thursday, October 3rd, 2024. f. Grey Water. The Organizer agrees to ensure that all vendors' waste water be discharged into a holding tank approved by Washington County Public Health & Environment. Vendors without an approved holding tank must discharge into grey water barrels provided by the Organizer. Disposal costs are the responsibility of the Organizer. Grey water barrels or holding tanks shall not be disposed into the City's sanitary or storm sewers, for any reason. g. Use of City Parking Lots. The Organizer will be using Lots 4, 5, 9, 10 for Food Vendors and Vendor parking. THERE IS ABSOLUTELY NO STAKING INTO PARKING LOTS. Organizer will be responsible for any damage. Payment for the Parking Lot(s) and/or on -street parking spaces will be charged according to the City's Fee Schedule or the Downtown Parking Commission's recommendation. The City prefers the Organizer to stage the activities in Lowell Park rather than in public parking lots. If Lowell Park is not flooded and is not recovering from flood waters, then it should be the primary event venue. Use of public parking lots will be approved only as an alternate or if sufficient space does not exist in the Park to accommodate all event activities. 11. Event Fees. The Organizer agrees to submit event fees as stipulated in the 2024 Fee Schedule payable to City by September 15, 2024. 12. Rules for Vendors. a. Food Vendors. All food vendors must be inspected and approved by Washington County Public Health & Environment and the Stillwater Fire Department and the State Electrical Inspector prior to beginning operation. Inspection costs (if any) shall be paid for by the Event Organizer directly to the agency/person doing the inspection. b. The Organizer must provide a complete list of all vendors to each of these agencies at least two weeks prior to the event. c. No Camping. No camping in tents, trailers or campers is allowed in the Downtown during the events. 13. Damage to Parks, Paved Trails and Parking Lots. All damage to parks, paved trails, or parking lots must be repaired at the expense of the Organizer whether caused by the Organizer or its vendors. The City will deduct the cost of repair from Organizer Deposit, however, the Organizer will remain responsible for costs and repairs that exceed the Deposit. 14. Clean -Up. On the day following the close of the Event, weather permitting, the Organizer will clean Lowell Park and other areas that have been impacted by the Event. The Organizer is responsible for all costs, incurred for the clean-up of areas neglected by the Organizer. 15. Term of Agreement. This Agreement will remain in effect for a period of one (1) year from the date of its execution. Further, in the event that a determination is made by the City Council, based upon the advice of the Police Chief that the Event is a threat to the health, safety or welfare of the community, the City Council reserves the right to cancel any remaining term and terminate this Agreement. 16. Event Application. The Application for the Event as submitted by the Organizer and any amended documentation is considered part of this Contract and any representations of the Organizer or conditions imposed by the City are restated as if fully set forth in this Agreement. IN WITNESS WHEREOF, the parties have set their hands this 7th day of August, 2024. Attest: Beth Wolf, City Clerk CITY OF STILLWATER Ted Kozlowski, Mayor GREATER STILLWATER CHAMBER OF COMMERCE Robin Anthony, President r� .. C•d r , �;�. ��p' d �l Water T H E B I R T H P L A C E O F M I N N E S O TA DATE: August 8, 2024 TO: Honorable Mayor and City Councilmembers FROM: Angela Ross, Community Development Admin. Assistant SUBJECT: Consent Agenda Item: Short -Term Home Rental License Amendment BACKGROUND According to Section 41-8, short-term home rental license applications that include changes to the initial application must be approved by the City of Stillwater City Council. The Community Development Department has received and processed the following short-term home rental application for amendment and have deemed the changes to be acceptable for approval by the City Council. Said changes include an increase to the number of allowable guests to increase by two; from three to five. Property is currently licensed for two sleeping spaces and three guests. Property can be licensed to allow number of guests at two times number of sleeping spaces plus one, which this amended application meets these criteria. RECOMMENDATION Approval of the following Short -Term Home Rental License Applications: License Address Owner/Applicant Occupanc License Number of Type y Type Location Licenses Short-term Happy Bridge/Yani Non -Owner Downtown home rental 209 Main St S Abotbul Occupied District n/a ACTION REQUESTED If Council concurs with the recommendation, they should pass a motion approving the above short-term home rental license application amendment. S0 l 1 .1Water THE BIRTHPLACE OF MINNESOTA DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Jenna Schmid, Deputy City Clerk SUBJECT: Temporary Liquor License for Episcopal Church of the Ascension BACKGROUND The Episcopal Church of the Ascension applied for a Temporary On -Sale Liquor License to be used during their bingo event indoors at the parish located at 214 3rd St. N, on September 14th, 2024 RECOMMENDATION Staff recommends approval contingent upon approval from Minnesota Department of Public Safety Alcohol and Gambling Enforcement (AGED). ACTION REQUESTED If Council concurs with recommendation, they should pass a motion to approve a Temporary On -Sale Liquor License to Episcopal Church of the Ascension for September 141h, 2024, contingent upon AGED approval. water. THE BIRTHPLACE OF MINNESOTA DATE: August 2, 2024 TO: Honorable Mayor and City Councilmembers FROM: Beth Wolf, City Clerk SUBJECT: Tobacco License and CBD Retail Establishment License for Stillwater Tobacco LLC BACKGROUND An application for a new Tobacco License and CBD Retail Establishment License has been received from the new owners of Stillwater Tobacco LLC. Although there is a moratorium on issuing new CBD Retail Establishment licenses, this license is for a new owner at the existing location at 1300 W. Frontage Rd. Both licenses will be effective after satisfactorily completing all license requirements. RECOMMENDATION Staff recommends approval contingent upon the satisfactory submital of application materials. ACTION REQUESTED If Council concurs with the recommendation, they should pass a motion approving the new tobacco license and CBD Retail Establishment license contingent upon the satisfactory investigations and inspections from Police, Fire, Building, Planning and Finance Departments. DATE: August 7, 2024 TO: Honorable Mayor and City Councilmembers FROM: Tim Gladhill, Community Development Director SUBJECT: Case CD 2024-030: 201 & 211 Easement Vacation DISCUSSION The City received an Application for Lot Line Reconfiguration, Easement Vacation, and Easement Dedication. This hearing was previously postponed until August 7. However, the Applicant is currently not available and has not yet been able to confirm acceptance of the easement document for required replacement easements. As such, the Hearing must be postponed again, now to Tuesday, August 20. RECOMMENDATION Staff recommends postponing the hearing until Tuesday, August 20. ACTION REQUESTED Motion to postpone the Public Hearing until Tuesday, August 20. Washington County 2. U 9:00 Roll Call Pledge of Allegiance FYI BOARD AGENDA August 6, 2024 - 9:00 AM 9:00 Comments from the Public Board of Commissioners Fran Mixon, District 1 Chair, Stan Karwoski, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Michelle Clasen, District 5 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it 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. 9:10 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 July 23, 2024, County Board meeting minutes. B. Adopt a resolution reappointing David Bakke, Scandia, to a second term beginning on September 24, 2024, and expiring September 23, 2027, as Manager on the Comfort Lake Forest Lake Watershed District. C. Approve a resolution to adopt the 2024-2029 Countywide Strategic Plan. D. Approve revision to Policy #1003 -County Mission, Vision and Values Statements. E. Approve Purchase Order No. 27453 with AVI Systems, Inc. in the amount of $642,032.07 for the audio/visual county boardroom, boardroom overflow areas, and control room project. F. Approve of contracts with the State of Minnesota Department of Natural Resources to continue to operate as Electronic Licensing System Point of Sale agents at the Forest Lake, Stillwater, and Woodbury License and Service Centers. G. Adopt a resolution to accept an application for Exempt Permit from Carpenter St. Croix Valley Nature Center to conduct off -site gambling, raffle, on September 8, 2024, at the Carpenter St. Croix Valley Nature Center, located at 12805 St. Croix Trail South, Hastings, Minnesota in Denmark Township. H. Approve Contract No. 16592 with Data One Technologies for the period of June 13, 2024, through June 13, 2029. I. Approve Contract No. 16692 in the amount of $165,795.10 with Nadeau Companies for the County Road 71 Culvert Replacement Project. 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 NNT'shing ton ti County Consent Calendar continued J. Approve acceptance of South Washington Watershed District Coordinated Capital Improvements Program Grant for erosion control and stabilization along the entrance road in Cottage Grove Ravine Regional Park. K. Adopt a resolution and approve Amendment No. 2 to Contract No. 1998, tower license agreement, with Sprint Spectrum Realty Company, LLC. 4. 9:10 Public Health and Environment - Lia Burg, Senior Community Health Specialist A. Adopt a resolution recognizing August 2024, as Minnesota Breastfeeding Month. 9:25 Public Works - Erin Clarkowski, Engineer II (items A and B) - Erik Jalowitz, Building Services Capital Projects Manager (item C) A. Approve Contract No. 16705 in the amount of $757,565.89 with Bituminous Roadways, Inc. for the 2024 Lake Elmo Park Reserve Pavement Preservation Project. B. Approve Cooperative Agreement No. 16713 between South Washington Watershed District and Washington County for the CSAH 19 Central Greenway Regional Trail Segment Extension Project. C. Approve Change Order #2 with Burnn Boiler & Mechanical, Inc. in the amount of $220,236 for replacement of failing existing system components and enhancements to maximize the life and efficiency of new heating and cooling equipment at the Stillwater Campus. 6. 10:10 Property Records and Taxpayer Services - Lisa Young, County Assessor (item A) - Christine Piskura, Taxpayer Services and Election Division Manager (items B and C) A. 1. Approve Contract No. 16589 with Cyclomedia Technology in the amount of $240,845 for street level imagery services and software. 2. Approve use of fund balance to cover the cost of this contract. B. Adopt a resolution authorizing the establishment of an Absentee Ballot Board. C. Approval of Joint Powers Agreement No. 253367 for election recount services with the State of Minnesota, Office of the Secretary of State. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County 7. 10:55 General Administration - Melanie Greufe, Internal Auditor (item A) A. Presentation of the 2023 Audit Advisory Committee Report. 8. 11:15 Commissioner Reports - Comments - Questions This period oftime shall be used by the Commissioners to report to thefull Board on committee activities, make comments on matters ofinterest 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 ofdiscussion will be scheduled for a future board meeting. 9. 11:30 Board Correspondence 10. 11:30 Adjourn 11. 11:30-12:00 Break 12. 12:00 2025 Recommended Budget Workshops 12:00 A. Review the recommended 2025 countywide budget. 12:30 B. Review the recommended 2025 budgets for the Internal Services Departments - Accounting & Finance, Administration, Commissioners, Human Resources, and Information Technology. 13. 1:00-1:15 Break 14. 1:15 2025 Recommended Budget Workshops continued 1:15 A. Review the recommended 2025 budget for the Washington County Community Development Agency. 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 Wn.qbi Board of Commissioners n otnn Fran Mixon, District 1 Chair, Stan Karwoski, District 2 Co u 7 my Gary Kham, District 3 Y Karla Bigham, District 4 BOARD WORKSHOPS Michelle Clasen, District 5 July 30, 2024 - 9:00 AM 9:00 Board Workshop with Community Corrections - Terry Thomas, Director A. Overview of the Community Corrections Comprehensive Plan 2. 9:30 Board Workshop with Public Works - Alex McKinney, Parks Director A. Review upcoming playground project concepts at Lake Elmo Park Reserve Swim Pond and St. Croix Bluffs Regional Park Hilltop area 3. 10:00 Board Workshop with Administration - Joe Ayers -Johnson, Senior Planner A. Discuss 2024-2029 Countywide Strategic Plan 4. 10:30 Finance Committee * Please note: No official county business or votes will take place during Workshop Only meetings. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County 2. U 9:00 Roll Call Pledge of Allegiance BOARD AGENDA July 23, 2024 - 9:00 AM 9:00 Comments from the Public Board of Commissioners Fran Mixon, District 1 Chair, Stan Karwoski, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Michelle Clasen, District 5 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it 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. 9:10 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 June 25, 2024, June 28, 2024, and July 9, 2024, County Board meeting minutes. B. Approve the creation of a new fund for Land and Water Legacy Program funds. C. Adopt a resolution declaring Washington County's intent to retain a Certified Public Accounting (CPA) firm to perform its annual financial audit. D. Approval of Administration Policy #1300 -Washington County Guidelines and Procedures for Minnesota Government Data Practices Act. E. Approve a grant application to the Saint Paul Foundation for continued funding for the Access Navigation Program in an amount of $500,000 for the tentative grant period of October 1, 2024, to September 30, 2026. F. Approve a grant application for the 2024-2025 Crisis Grant RFP from the Department of Public Safety, Minnesota Office of Justice Programs for the amount of $200,000 for the grant period of October 1, 2024, through June 30, 2026. G. Approve Grant Agreement No. 16679 with the Minnesota Department of Human Services for Project for Assistance in Transition from Homelessness (PATH) in the amount of $373,963 for the grant period of April 21, 2024, through June 30, 2025. H. Approve Contract No. 16670 with Bestview Care Options, LLC to provide Personal Care Assistance (PCA) Assessment and Reassessment Services for a term of March 1, 2024, through December 31, 2025. 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 N870shin ton g ti County Consent Calendar continued I. Approve Contract No. 16678 with Optimal Care, LLC to provide Semi -Independent Living Skills (SILS) services in an amount not to exceed $30,000 for a term of May 13, 2024, through June 30, 2025. J. Approve Contract No. 16675 with Solid Ground for the administration of Family Homeless Prevention Assistance Program (FHPAP) grant funds in the amount of $320,000 for the period of July 23, 2024, through September 30, 2025. K. Approve Contract No. 16674 with Valley Outreach for the administration of Family Homeless Prevention Assistance Program (FHPAP) grant funds in the amount of $270,000 for the period of July 23, 2024, through September 30, 2025. L. Approve Change Order #1 to Contract No. 16436 with Fahrner Asphalt Sealers, LLC for the 2024 Washington County Crack Seal program. M. Approve three Change Orders for the Law Enforcement Center (LEC) Improvement Project: 1. Approve Change Order #3 with SCR, Inc. in the amount of $4,524.27 for HVAC changes due to adjusted electrical room layout. 2. Approve Change Order #3 with Commercial Drywall in the amount of $5,093.73 for drywall changes due to adjusted electrical room layout and wall furring to accommodate existing fire alarm subpanel. 3. Approve Change Order #4 with Commercial Drywall in the amount of $1,842.41 for drywall changes at Narcotics office space. 4. 9:10 Office of Administration - Kevin Corbid, County Administrator A. Recognize VFW Scout of the Year Riley Symicek, Cottage Grove, and local Cottage Grove VFW Leaders for their partnership with the Scouts of America Program. 9:25 Minnesota Inter -County Association (MICA) - Matt Massman, Steve Novak, Nancy Silesky A. MICA 2024 End -of -Session Report 10:00 Accounting and Finance - Jill Zenzola, Accounting Manager A. Adopt a resolution to amend the American Rescue Plan Act 2024 Project Plan. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County 7. 10:15 Attorney's Office - Tony Zdroik, Assistant County Attorney Division Chief A. Recognition of the Washington County Attorney's Office Juvenile Division for receiving the Minnesota Juvenile Officer's Award. 10:30 Community Corrections - Terry Thomas, Director A. Adopt a resolution proclaiming July 21-27, 2024, as Pretrial, Probation and Parole Supervision Week. 9. 10:45 Public Works - Andrew Giesen, Engineer III (item A); Mike Kline, Engineer I (item B); Ryan Hoefs, Engineer II (item C); Wayne Sandberg, Public Works Director (item D) A. 1. Approve amendment to Contract No. 15321 with SRF Consulting, Inc. in the amount of $749,985 for final design services for the County Highway 13 (Radio Drive) Improvement Project (RB-2672). 2. Adopt a resolution to acquire right-of-way for construction of the County Highway 13 Improvement Project. B. Approve Contract No. 16645 with Minnesota Petroleum Service, Inc. in the amount of $272,758 for the North Shop Fuel Vault Replacement Project. C. Approve Contract No. 16660 in the amount of $1,278,402.50 with Bituminous Roadways, Inc. for the Lake Elmo Park Reserve — Eagle Point Trailhead Improvement Project. D. Adopt a resolution to enter into Agreement No. 1053734 with the State of Minnesota to transfer the jurisdiction of a one -mile segment of Trunk Highway (TH) 120 (Century Avenue North) from Interstate 694 to County State Aid Highway (CSAH) 12 (Wildwood Road) from the State to the Washington and Ramsey counties. 10. 11:45 General Administration - Kevin Corbid, County Administrator A. Accept an Award of Excellence from the Minnesota Recreation and Park Association (MRPA), an Achievement Award from the National Association of Counties (NACo), and two Parks and Recreation Awards from the National Association of County Park and Recreation Officials (NACPRO). B. Adopt a resolution accepting the 2024 2nd quarter donations. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 Washington County is an equal opportunity organization and employer Washington County 11. 12:00 Commissioner Reports - Comments - Questions This period oftime shall be used by the Commissioners to report to thefull Board on committee activities, make comments on matters ofinterest 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. 12. 12:15 Board Correspondence 13. 12:15 Adjourn 14. 12:15-12:40 Break 15. 12:45 Board Workshop with Community Services A. Update on Affordable Housing Aid. 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