HomeMy WebLinkAbout2009-06-02 CC Packet
AGENDA
CITY OF STILLWATER
CITY COUNCIL MEETING
Council Chambers, 216 North Fourth Street
June 2, 2009
REGULAR MEETING
RECESSED MEETING
4:30 P.M.
7:00 P.M.
4:30 P.M. AGENDA
CALL TO ORDER
ROLL CALL
OTHER BUSINESS
1. Mn/DOT Update - Todd Clarkowski
2. Library
PETITIONS, INDIVIDUALS,
1. Stillwater AdHo
3. City Clerk
STAFF REPORTS
1. Police Chief
2. Fire Chief
4. Community Dev. Director
CALL TO ORDER
ROLL CALL
PLEDGE OF ALLEGIANCE
APPROVAL OF MINUTES - Possibl
regular meeting minutes
OPEN FORUM
The Open Forum i
the meeting agenda.
staff regarding investig
limit our comments t
o address Council on subjects which are not a part of
eply at the time of the statement or may give direction to
ed. Out of respect for others in attendance. please
CONSEN
1. Res
2. Reso
Emerg
3. Accepta
2008.
PUBLIC HEARING
or less.
t of res ect for others in attendance lease limit our comments to 10 minutes
UNFINISHED BUSINESS
1. Possible approval to purchase Self Contain Breathing Apparatus and appurtenances as part Assistance
to Firefighter's Act Grant appurtenances (Resolution - Roll Call)
2. Discussion on request for funding of cultural needs and use assessment (tabled from 5/19/09 meeting)
3. Possible approval of Resolution amending Resolution 2008-157, amending the approved sidewalk sign
policy (Resolution - Roll Call)
NEW BUSINESS
1. Discussion on Vern Stefan
2. Consider amendment to the Heirloom Homes contract with Don Empson (Resolution-Roll Call)
3. Comprehensive Plan Update & Stillwater Barge Terminal Property (formerly called the Aiple Property)
4. 501 North Main Decorative Lights
5. Postal Park Water Feature
6. Possible first reading of ordinance relating to term limits for Parking, Planning, Heritage Preservation,
Human Rights and Downtown Parking Commissions (Ordinance - Roll Call)
7. Possible approval to purchase Laserfiche licenses
8. Discussion on Traffic Safety Committee (Resolution - Roll Call)
9. Possible appointments to Special Event Task Force
10. Possible first reading of ordnance relating to Ordinance Adoption Procedur
11. Accepting of bids & awarding contract for annual Street Sealcoat Project
12. Discussion on bridge restrictions
*
All items listed under the consen
enacted by one motion. Ther
citizen so requests, in which
separately.
,
PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDAT
COMMUNICA TIONSIREQUESTS
COUNCIL REQUEST ITEMS
STAFF REPORTS (continued)
ADJOURNMENT
Page 2 of 2
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ST. CROIX RIVER CROSSING PROJECT
SUIVIMARY OF PREFERRED ALTERNATIVE MITIGATION ITEIVIS ----IMPLEMENTATION STATUS
EstimatedlProposed Mitigation Implementation Implementation Status
Package (1) Agency Responsible (2) Scbedule (3) (6) Contract/Agreement
StJlndard Practice Mitigation Items (see Section 15.4.1.1 of the SFEIS)
Wetland replacement Applicable Mn/DOT, WisDOT, FHW A Durin!! construction Construction contract
Zebra mussel decontamination protocol used during construction Applicable Mn/DOT, WisDOT, FHW A During construction Construction contract
Mussel relocation/Dotted Blazing Star relocation (4) $50.000 Mn/DOT. WisDOT, FHWA Prior to construction Construction contract
Erosion controVturf establishment Applicable Mn/DOT. WisDOT. FHW A During construction Construction contract
R1verwav Imnacts. Preferred Alternative MItigation Measures (see Seetion 15.4.1.2 of the SFEIS)
Removal of Xcel barge unloading facilitv and mooring cells $1,100,000 Mn/DOT, WisDOT, FHW A Durin!! construction MOU between Mn/DOT and Xcel
Mitigation for damages to blufilands
- Land protection by WDNR and/or local governments through purchase, transfer or Joint powers agreements between
$4,500,000 WisDNR, St. Croix COWlty Prior to construction MnlDOT, WisDNR and St. Croix
easements County
Blufiland restoration - removal of Buckhorn sign, partial restoration of Wisconsin approach
(removal of pavement from east end of bridge to STH 35 and portions ofCTH E) $60,000 Mn/DOT, WisDOT, FHW A During construction Construction contract
Removal of Terra Tenninal building including solid waste removal $100,000 Mn/DOT, WisDOT, FHW A Prior to construction 60% complete Construction contract
Kollioer Park: removal of non-historic elements to allow reversion to "natural state" $6,000 Mn/DOT, WisDOT, FHW A and During construction Construction contract
SHPOs
Riverway interpretation (kiosks for interpretation of natural/cultural resources) $300,000 NPS, MnDNR, WisDNR - consultation During construction Joint Powers Agreement with
with SHPOs Mn/DOT and NPS (lead agency)
Public boat access (locational study, environmental study and wetland mitigation by $1,200,000 MnDNR During construction Interagency Agreement with
MnDNR) Mn/DOT and MnDNR
Mn/DOT, WisDOT, FHW A Construction contract - ownership
Completion ofloop trail system including grading of the municipal barge facility property $2,000,000 During construction and maintenance agreement yet to be
(construction of trail) determined
Recreation, education, and Riverway restoration $250,000 NPS During coustruction Joint Powers Agreement with
Mn/DOT and NPS
Covenants on excess property owned by WisDOT (Buckhorn Ravine, closed rest area, east $0 MnlDOT, WisDOT, FHW A After construction Property deed
ofSTH 35) Estimated lost value = $466,000 (5)
Spill response plan $100,000 NPS During construction Joint Powers Agreement with
Mn/DOT and NPS
Growth Management MItigation Items (see Section 15.4.1.3 of the SFEIS)
Growth management fund
- Water resources plalming/protection Joint powers agreements between
- Local government planning/zoning support $2,700,000 WisDNR, St. Croix County, Prior to coustruction Mn/DOT, WisDNR, St. Croix
UW-RiverFalls
- Greenspace protection program County, and UW-River Falls.
After record of decision 100% - cOmplcll.-d in Interagency agreement between
Transit feasibility study DOT staff support only Mn/DOT (ROD); prior to 2008 MnlDOT and Metropolitan Council
construction
Water quality memorandunl of understanding (MOO) - water quality pemritting Prior to construction Mn/DOT MOU with MPCA and St.
- Mn/DOT Croix Basin Team Members
Historic Resources Impacts - Preferred Alternative Mitigation Measures (refer to Amended Section 106 MOA In Appendix G of the SFEIS)
Design and construction review: SHPO Review of all final designs affecting NRHP Included in design SHPOs Prior to and during Section 106 Amended MOA
properties construction
Lift Bridge
- Mn/DOT continues ownership, maintenance and operations of Lift Bridge -- Mn/DOT Ongoing Section 106 Amended MOA
- Establish Stillwater Lift Bridge Advisory Committee -- Mn/DOT, WisDOT, FHW A Prior to construction 99% complele Section 106 Amended MOA
- Perform condition assessment. Develop operations and maintenance manual - MnlDOT Prior to coustruction 99% complele Section 106 Amended MOA
- Develop Lift Bridge Management Plan -- Mn/DOT, WisDOT, FHW A Prior to construction 99% complete Section 106 Amended MOA
- Establish endowment fund for operation and maintenance $3,000,000 Mn/DOT, WisDOT, FHW A During coustruction 20% complete Section 106 Amended MOA
- Capital inlprovements with conversion to pedestrianlbicycle facility Funding committed to under Statewide Mn/DOT, FHW A After construction Section 106 Amended MOA
Historic Bridge Management Plan
Log Cabin Restaurant - parking lot design and construction $250,000 Mn/DOT, WisDOT, FHW A During coustruction Grant agreement between Mn/DOT
and OPH for construction
Bergstein Shoddy Mill and Warehouse - Potential items include: additional documentation, $200,000 Mn/DOT, MnSHPO Prior to construction 10% complete Section 106 Amended MOA
move or demolition of Shoddy Mill and Warehouse (moving cost estimate)
St. Croix Overlook-South
- Restore Overlook as directed in Roadside Restoration Report (2005) $656,000 Mn/DOT, WisDOT, FHW A During construction Construction contract
- Develop management plan for maintenance and rehabilitation $50,000 Mn/DOT Prior to construction Section 106 Amended MOA
- Mn/DOT retains ownership of site -- MnlDOT During construction Coustruction contract
Stillwater Commercial Historic District
- Enhanced signage from new bridge and roadwavs to downtown Stillwater Included in signage package Mn/DOT, WisDOT, FHW A During construction Coustruction contract
- Construction communication plan Included in coustruction costs Mn/DOT, WisDOT, FHW A During coustruction Coustruction contract
- Ootimize parking on Chestnut and Main Streets -- Mn/DOT, WisDOT, FHW A After construction Section 106 Amended MOA
- Provide parking lot at old STH 35/64 and loop trail in Wiscousin Included in loop trail costs Mn/DOT, WisDOT, FHW A During construction Coustruction contract
Stillwater Cultural Landscape District
- Complete and distribute illustrated study of Cultural Landscape District $50,000 MnlDOT, WisDOT, FHW A, and Prior to cOllStruction Section 106 Amended MOA
SHPOs
South Main Archaeological District
- Develop a condition assessment and stabilization report for loop trail cOllStruction $300,000 Mn/DOT Prior to construction Section 106 Amended MOA
- Protect and stabilize Hersey and Bean Archaeological Site prior to use for staging Included in construction costs Mn/DOT, WisDOT, FHW A During construction Construction contract
- A void and minimize effects to historic resources in design ofloop trail Included in design Mn/DOT, WisDOT, FHW A During construction Section 106 Amended MOA
Kriesel Farmstead
- Construction of berm based on concepts presented in Visual Quality Manual Included in construction costs Mn/DOT, WisDOT, FHW A During construction Section 106 Amended MOA
National Register of Historic Places (NRHP) Nominatious
- Log Cabin, Bergstein Shoddy Mill and Warehouse, St. Croix Overlook-South, South Main 100% - completed in
Archaeolgoical District, Thelen Farmstead, Kriesel Farmstead $20,000 Mn/DOT, WisDOT Prior to construction 2007 Section 106 Amended MOA
Lift Bridge publication (illustrated book on Lift Bridge) $50,000 MnlDOT, WisDOT During construction Section 106 Amended MOA
Develop field guide to Stillwater Cultural Landscape District (includes St. Croix Overlook- $10,000 Mn/DOT During construction Section 106 Amended MOA
South)
Visual Enhancements (see Section 7.4.4 of the SFEIS)
!Sual ennancements: tmplementalton or me Vlsuall.1uanty IVlanual - mcrease allowable Included in coustruction costs MnlDOT, WisDOT, FHW A During construction Construction contract
aesthetic costs
(1) Funding for mitigation to be provided by tlle project, through the trausportation agencies (FHW A, Mn/DOT, WisDOT).
(2) Agency responsible for implementation of the mitigation item.
(3) Implementation schedule details provided in Section 15.4.1 of the SFEIS, Memorandunl of Agreement and Memorandum(s) of Understanding.
(4) Costs associated with this item are included in COl!Struction costs and not in the mitigation total for the Preferred Alternative.
(5) Estimate of excess right of way available for resale is 46.6 acres. At $IO,OOO/acre difference in sale value between developed and undeveloped land, amowlt oflost revenue for Preferred Altemative ~ $466,000.
(6) See Annual Project Swnmary Reports for details on implementation
P: Imfileslsl.croix river crossinglstcroixSFEIS- Table15-2-final with mou-moa and impi status -2-23-09
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Special Thanks to our Sponsors
Major Funding from:
The Huelsmann Foundation
BJ] Adolfson
4 & Peterson
Construction
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C/(IVI:RI UWN INN
HOLY GROSS
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\!iiq!J ATHLETIC CLUB & SPA
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Readyornot.biz
TRAVEL~ LEADERS'
~
Stillwater Library Foundation Board of Directors - 2009
Stephani Atkins
Lynne Bertalmio
Justin Bonestroo
Steve Brady
Debra Dziuk
Dick Edstrom
Summer Kuehn
Matt McGuire
Kathy Panciera
Mary Ann Sandeen
Jana Vaughn
Chris Windmiller
Ann Wolff
Special thanks to: Carlson Graphics, L.L. C.
.
Jo;n uS .f'or an old .f'aSh;oned
qth o.f' July! CO/>1/>1un;ty eVent
-featuhn:r
Event MC - Stillwaterite and Cities 97
Morning Show co-host
Lee Valsvik
Lawn games and cake walk
Picnic delicacies by Savories European Bistro
Local beer from the Lift Bridge Brewery
"Wines Around America" wine tasting
Music featuring vocalist Kristen Solberg
with The Solberg Trio
Panoramic views of the Fireworks
Have Lorna Landvick Visit
Your Book Club!
~I~ ',. "" - A $5 raffle ticket may be all it
:~~: takes to have best selling author
...... Lorna Landvick make a personal
__. appearance at your book club!
,~ ;,h A few of her nationally recognized
'~ f"'" ~ I titles include Patty Jane's House
ro- l \....... ' of Curl, Your Oasis on Flame Lake,
Lorna Landvick and The Tall Pine Polka.
For more information go to:
www./ightaspark.org
.
EVENT RESERVATIONS: $35 Per Person
Friday July 4th, 2009
7:00 until 11 :00 PM
Johnson Terrace
Stillwater Public Library
224 North Third Street
Limited seating.
Reserve early.
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Price includes special activities for kids.
Please fill out the information on the reverse side of
this panel. Detach and return with your payment in
the envelope provided. Or, register on-line at :
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Donate a Book
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and your name will be proudly placed
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The full amount of your gift
is tax deductible.
Answers to frequently asked questions:
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Spaces are limited.
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Indicate the number of books you
would like to donate on the response form
on the reverse of this panel.
Liah' a 50ark
The ~iIIwater PUbftc Library
RESPONSE FORM
Please note that price includes dinner plus special activities for kids.
Wines Around America is $10 extra per person
and parking in the ramp is $20 per vehicle.
Tickets $35 per person
Number of Guests Attending $
Wine tasting- please add $10 per person
Number of Guests Attending $
Library ramp parking is $20 per vehicle
Spaces are limited · Please call to reserve your
spot at 651.275.4338 ext. 130 $
Book donations (from other side) $
o I am unable to attend the event but
please accept a donation to support
the Stillwater Library. $
TOTAL: $
o Enclosed is my check payable to :
The Stillwater Public Library Foundation $
o Please bill my credit card in the amount of $
o MasterCard 0 Visa 0 American Express
Card Number:
Exp.Date:_
Signature:
Please indicate the names of people attending, including ages
of the children.
Adult Names:
Children's Names and ages:
Address:
Phone:
Email:
Thank You for Your Support!
$10 of your ticket price and all of your donation towards material collections
is tax deductible. No refunds. If your plans change,
we thank you for your donation.
OUR MISSION
STATEMENT
Strong libraries are
the foundation of
strong communities.
The Stillwater Public
Library Foundation
will raise funds to
enhance the library's
programming and
collections in order
to open minds, enrich
lives, and bring
people together.
Public libraries now
need the support of
the entire community -
the private sector as
well as the public -
to succeed.
Your gifts will
complement but
not supplant the
City of Stillwater's
responsibility for
library operations.
,
J(,"c.hard #ue/SMMn
( 1941-2007)
Dick Huelsmann, a lifelong
resident of Stillwater,
dedicated his life to serving
the community. Under his
dynamic leadership, the
expansion and renovation of
the historic Stillwater Public
Library resulted in the
bea utiful facility that gives
unparalleled strength and
value to its community.
Our sincere thanks to the
Richard L. Huelsmann
Foundation for choosing to
honor his efforts and his
commitment by generously
funding Light a Spark
for the Library.
It is with deep respect and
gratitude that the Stillwater
Public Library Foundation
dedicates Light a Spark for
the Library to honor the
memory and the contributions
of Richard L. Huelsmann
The Stillwater Public Library
L! @ I!l llIT& U U @.1 00]
. . 11/01
~, ' I ' \
,,/ /' (I I '.1
.' I . \ . l." '
/ !~~ YlV__1
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, ..P/ ' .
/"', 0.'~l" \ ~
I JfA~I/"~/\
~lr"!\ ~
.Jk
tf"
You are invited to
Light a Spark
for the Library
In Memory of
DICK HUELSMANN
July 4, 2009
7:00-11 :00 p.m.
Stillwater Public Library
224 N. Third St.
family-friendly
reminiscent of the past
with vision for the future
to benefit programs
and collections
hosted by the
The Stillwater Public Library
~
...
I
.
,
2008 in Review
and 2009 News
'09 Foundation and Friends Support
Friends @ Stillwater Public Library held a successful
book sale in April. This year, for the first time, they
plan to hold a second sale in November. With the
proceeds of their book sales and membership fees,
F@SPL supplements the library's materials budget.
They have identified books on CD as a popular mate-
rial type for a part of their donations.
The Stillwater Public Library Foundation completed
its first full year of existence in December 2008. The
Foundation is in the thick of planning for its second
annual Fourth of July fundraiser Light a Sparkfor the
Library. To date, the Foundation has approved gifts
to the library to develop book club kits and to begin a
rental bestseller and DVD program. This rental pro-
gram will generate revenues for the library. Unfortu-
nately, implementation of the service has been de-
layed while the Washington County Library deals
with programming issues in the library's software.
Circulation 335,000 items were checked out in 2008. This
was a 4% drop from 2007, a smaller decrease than
the reduction in hours of operation. Circulation of
children's materials fell more than adult materials
usage, attributable to St. Croix Preparatory Acad-
emy's move from the neighborhood.
People Users made 192,000 visits to the library in 2008.
Attendance was 6,300 at the 180 programs for chil-
dren, teens, and adults.
Hours Budgetary restrictions required closing one day per
week in 2008. The decision was made to close the
library on Sundays despite their popularity because it
was the library's most expensive day of operation.
This resulted in a 5.7% reduction in hours for 2008.
Library Materials The budgetary restrictions that reduced
hours also resulted in a 2008 materials budget that
was 10% below the 2007 level. This downward pres-
sure on the collection has continued: there were no
increases for the materials budget in 2009. Despite
efforts by Friends @ SPL and the SPL Foundation to
supplement the materials budget, the library's buying
power for one of its major services is not keeping
pace with usage or price increases.
'09 Long Range and Strategic Planning
Facility Use In addition to library programs, there were 380
public uses of the library's meeting rooms and ter-
race in 2008. These uses included everything from
boy scout troops to weddings, quilting clubs to cor-
porate retreats. The meeting wing is fulfilling its
promise as a community forum as envisioned by the
foundations who gave to the Centennial Capital
Campaign.
Having successfully completed its last strategic plan
with the expansion of the building, the Board of
Trustees will devote significant effort in 2009 to long
range planning for the library. Planning will help the
library determine the best use of its resources. Cur-
rently, the planning committees are gathering infor-
mation about the present and future demographics of
the area and studying how the library is currently
used by the public. The task force will then begin a
series of focus groups, interviews, and surveys to de-
termine which are the most valuable roles that the
library may play in the community. As part of this
stage of planning, the Board would like to include the
City Council's perspective, employing a format that
will make participation the most efficient for the
Council.
The Stillwater Public Library
Board of Trustees
2009*
Dick Edstrom, President
Ned Gordon, Vice President
Julia Sandstrom, Secretary/
Treasurer
Stillwater Public
Library Board of
Trustees
&
Stillwater
City Council
Michele Cassavante
Jane Dickinson
Leslie Lindbergh Jones
Kathy Stark
Ann Wolff
,M"
Update Meeting
* A new Board member will be
appointed in June.
June 2009
~
~~r~
T!1E BIRTHPLACf, Gf MINNES01A ')
CITY COUNCIL
DATE:
June 2, 2009
ITEM:
Water Street Clean Up Issue
CITY COUNCIL DATE: June 2, 2009
PREPARED BY: Michel Pogge, City Planner ~
DISCUSSION
Related to the Water Street Clean Up project, staff has been concentrating on the area north of
Chestnut Street. Here is a current update:
Stillwater Marina
Staff has drafted a lease agreement to use the property owned by the City for boat storage and
trash dumpsters. A copy has been sent and we are awaiting comments from Mr. Anderson.
Stillwater Marina/PD Pappies/Mulberry Point/Gas Dock
Staff is still working to coordinate a time to meet with all of these parties to disuse a common
dumpster enclosure.
Northern Vineyard Winery
The area behind Northern Vineyard Winery was cleaned up. Staff is still working with the
owner related to the installation of a dumpster enclosure.
Northern Vineyard Winery & River Market Community Co-op
Staff met with staff from River Market Community Co-op and their building owner on May 29.
They are reviewing various options and will present a plan to staff by June 19th.
Water Street Inn
The dumpster enclosure continues to be in general disrepair and the area behind the patio bar
still remains a mess. The property owner has previously agreed to correct these issued by May
29th. Staff plans to send a Notice of Pending Enforcement to the property owner this week.
~
t Water Street Clean Up
Page 2
City Lot north of Marathon Oil
With the assistance of the engineering department a plan has been developed to screen the
porta potties on the City Parking Lot directly north of Marathon Oil. Attached are the plans
and example of this enclosure from Brown's Creek Reserve. It is estimated that this structure
would cost approximately $4,460.00 to construct.
New Trash Enclosures
After reviewing the plans of the trash enclosure behind Brine's Restaurant staff estimates that it
would cost in the neighborhood of $27,000 to construct a similar enclosure today.
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LIST OF BILLS
EXHIBIT" A" TO RESOLUTION #2009-84
Admin-IPA
Aramark Uniform Services
Aspen Mills
Beberg Don
BOEC for Ziegler Rental
Boyer Ford Trucks
Bryan Rock Products, Inc.
Carquest Auto Parts
CATCO Parts and Service
Chi-Dogs Inc.
City of White Bear Lake
Clark, Luann
Cole Papers
Collaborations
Comcast
Dragonfly Gardens
Ertle Melinda
Flattop, LLC
Flexible Pipe Tool Co.
GCR Minneapolis Truck Tire Ctr
Hansen Steve
Happy Bridge LLC
Hartland Fuel Products, LLC
Heritage Printing, Inc.
Historic Courthouse Washington County
J & L Electrical Services
lH. Larson Electric
Lehmoine Chyrisse
Lens Family Foods
Luna Rossa
Mac Queen Equipment Inc.
Menards
MnFIAM Book Store
Newman Signs
OnSite Sanitation
OUR Designs, Inc.
Palas Mark
Polfus Implement
Postmaster
Pulp Fashion, LLC
River States Truck and Trailer, Inc.
Roberts Company, Inc.
Schell Scott
Shilts Cindy
Data Practices Workshop
Towels & Mops
Uniforms
Refund Sidewalk Sign Permit
Caterpillar Loader - Council appr 3/3/09
Front Spring Assembly and Pin for Sterling
Agg Lime
Equipment Repair Supplies
Brake Chamber
Refund Sidewalk Sign Permit Fee
Confined Space Technician Education
Cleaning City Hall & Public Works
Garbage bags, toilet bowl mop and gloves
Refund Sidewalk Sign Permit Fee
Cable
Shrubs & Plants
Park Deposit Refund Washington Square
Refund Sidewalk Sign Permit
Sewer hose and carbide wheel
Turf Tires
DARE Graduation Refreshments
Refund Sidewalk Sign Permit
Fuel
Ice Skating Program
Refund Sidewalk Sign Permit Fee
Lily Lake Lift Station Repair
Equipment Repair Supplies
Dare Graduation Refreshments
Refund Sidewalk Sign Permit Fee
Refund Sidewalk Sign Permit Fee
Leader Hose
Mop Heads
Confined Space Entry & Rescue Manual
Sign Supplies
Unit Rental Spring Art Fair
Custom Badges
Beaver Control Work-Trapping
Equipment Repair Supplies
1st Class Postage Permit # 206
Refund Sidewalk Permit Fee
Equipment Repair Supplies
Name Bars
Reimburse work boots
ASH RAE Users Manual MN Energy Code
95.00
491.69
77.28
50.00
111,116.78
1,191.46
925.54
334.19
73.40
50.00
125.00
1,057.50
369.60
50.00
64.18
1,058.10
100.00
50.00
1,862.11
234.30
85.45
50.00
9,122.78
1,198.13
50.00
183.18
205.91
138.38
50.00
100.00
213.88
967.76
40.47
50.00
428.38
224.00
100.00
56.76
185.00
50.00
57.17
98.40
19.75
203.00
EXHIBIT" A" TO RESOLUTION #2009-84
Sun Newspapers
Supreme Bean
T.A, Schifsky & Sons, Inc.
Tessman Seed Co. - St. Paul
Viking Industrial Center
LIBRARY
Baker & Taylor
Baker & Taylor 2
Betsy Bowen Studio
Comcast
Greater Stillwater Chamber of Commerce
Kaas, Jason
Menards
Olson, Rebecca
Random House
Recorded Books
Toshiba
Washington County Library
MAY MANUALS
Xcel
ADDENDUM
Ace Hardware
Aramark
Board of Water Commissioners
CDW-G
C & T Hockey Products
Car & Truck City
Deltal Dental
Grainger
J H Larson
Loffler
Magnuson Law Firm
Menards
Met Council
Minnesota Dept. of Health
Qwest
Reed Business Information
Riedel!
Sentry Systems Inc.
Page 2
2009 Street Seal Coat Project
Refund Sidewalk Sign Permit
Asphalt
125 Bags 27 0 3 Chemicals
Oxygen Sensor
Library Materials
Library Materials
Art
Telecommunications
Membership
Refund
Janitorial Supplies
Cleaning Services
Audio Books
Audio Books
Maintenance Contract
Telecom m u nications
Electricity,Gas
Repair Supplies
Mats & Mops
May 2009 WAC
Licenses & Supplies
Hockey Pucks
New Fire Chief's Vehicle
Cobra Insurance June 2009
Door Repair Supplies
Equipment Repair Supplies
Phone Lines
Professional Services
Paint & Supplies
May 2009 SAC
Statewide Hospitality Fee
Telephone
Publication
Skates for Resale
Security
\
58.32
50.00
2,812.61
3,196.60
227.23
696.84
94.82
940.00
49.90
170.83
50.00
42.67
404.14
104.00
6.95
67.01
765.00
7,727.50
514.55
41.38
5,148.00
994.77
1,495.00
29,814.60
313.80
178.95
49.09
250.00
6,814.33
215.76
7,920.00
35.00
376.38
184.50
1,941.00
74.28
EXHIBIT" A" TO RESOLUTION #2009-84
SprintjNextel
Sun Newspapet
Tessman Seed Company
T Mobile
Verizon Wireless
Washington County Property Records
Washington County Road & Bridge
Xcel
Adopted by the City Council this
2nd Day of June, 2009
Cell Phones
Publication
Grass Seeds
Cell Phones
Cell Phones
TIF Parcel Splits & Maintenance Billing
Traffic Services
Electricity, Gas
Page 3
105.34
84.24
3,237.60
41.63
1,641.43
180.00
305.28
22,937.27
TOTAL 235,613.13
f
Jurisdictional Review
December 15, 2008
Chapter 12 - Implementation Plan
Introduction
The Comprehensive Plan is a valuable tool to guide the development and redevelopment of land in the City
as long as the visions, goals and policies called out in the Plan are implemented. The purpose of this
implementation chapter is to identify the specific strategies and action items that the City will undertake,
over the next 10 to 20 years, to ensure that the programs and policies established in the Plan are reflected
in the decisions of the city.
Most chapters of the Comprehensive Plan contain implementation items. These chapter-specific items are
the detailed policies and programs that are proposed to carry out the goals and objectives of the individual
chapters. The purpose of this Implementation Plan chapter is to provide in a single chapter the collected
implementation statements identified throughout the Plan.
Implementation Tools
Official Controls
Official controls, such as zoning regulations, subdivision regulations, and the zoning map, are required by
state law to be consistent with the Comprehensive Plan. These controls represent the rules and regulations
that govern city decisions related to growth and development. Updates to the official controls will include
the following items:
· Amend the official zoning map to be consistent with the land use designations of the 2030 Future
Land Use Map (Figure 1),
· Review and update if necessary the existing residential zoning district requirements and
subdivision regulations to ensure that the densities envisioned in the Plan can be achieved.
· Review and update design standards if needed to ensure high quality residential, commercial and
industrial development in the community.
· Review and update the zoning and subdivision ordinances to reduce impediments to affordable
housing.
· Review and update as necessary the park and trail dedication requirements to ensure appropriate
amount of dedication for developing parks and trails.
Other Policy Plans
The Comprehensive Plan also refers to other policy documents that the city uses to manage and construct
municipal systems such as sanitary sewer, water supply and distribution, and surface water management.
These documents include transportation studies, the Comprehensive Sanitary Sewer Plan, the
Comprehensive Water Supply and Distribution Plan, the Storm Water Pollution Prevention Program, the
Local Surface Water Management Plan and several water quality studies. These documents are the specific
ongoing implementation tools for achieving their respective portions of this Comprehensive Plan.
l
Jurisdictional Review
December 15, 2008
Capital Improvement Plan
State law requires that the Implementation Plan chapter for the Comprehensive Plan contain a capital
improvement program (CIP) for transportation, sewer, water, park and trail facilities.
The city's current CIP is incorporated by reference into this Comprehensive Plan. The CIP is a five year
program that identifies budgeting priorities for all capital projects.
Intergovernmental Coordination
Implementing the Plan will require coordination with many municipalities, counties, agencies and
organizations. Stillwater is located within Washington County and also:
· Is adjacent to three municipalities and one township (Oak Park Heights, Lake Elmo, Grant and
Stillwater Township).
· Lies within Independent School District 834 (Stillwater Area School District).
· Is divided amongst three watershed districts (Brown's Creek Watershed District, the Middle St
Croix Watershed Management Organization, and Carnelian-Marine-St. Croix Watershed District.
· Is served by State Highways 36, 95 and 96 as well as numerous county roads.
· Borders on the St. Croix River, a National and Scenic River.
Continued coordination with these entities is integral to ensuring successful implementation of this Plan.
Public Education and Outreach
The entire Stillwater community will be affected by the Comprehensive Plan and the public's involvement in
supporting and helping achieve the Plan's vision and goals is critical. Public involvement began with an
extensive visioning and goal identification process. That involvement will be encouraged to continue
through education and outreach tools such as the city's website www.ci.stillwater.mn.us. the city
newsletter, publications, public hearings, community or neighborhood meetings, and special advisory
panels.
Major Implementation Items
Implementation items are identified in most of the Comprehensive Plan's chapters. The following is a
presentation of these items and initiatives, 1
1 Note however, that the water resource elements (sanitary sewer and water supply) are included in the CIP (Appendix B) and
not in the list above. Also, a Local Surface Water Management Plan was adopted by the city in January 2008 and approved by
the Metropolitan Council. That plan has been used by reference in discussions within the Natural Resource and Surface Water
chapters of this Comprehensive Plan. Though the extensive and detailed implementation section of that surface water plan is
not repeated here in this Comprehensive Plan, it is incorporated within the CIP. Likewise, the Downtown chapter of this Plan
was prepared with a very specific implementation section and that is not duplicated here either.
2
Jurisdictional Review
December 15, 2008
Land Use
· Regularly monitor development and redevelopment to determine whether impacts are as
anticipated and determine whether changes are needed in land use plan policy to achieve
Comprehensive Plan goals.
· Develop a buffering plan that identifies the city's various buffering needs and provides examples of
the types of buffering that could meet those needs.
· Require all developers and builders to provide evidence that they satisfy buffering guidelines.
· Work with future developers to ensure adequate and appropriate park land and trails are
developed based upon the Park and Trail plan.
· Ensure design guidelines are in place or updated to promote high quality architecture and site
design in all residential, commercial and industrial districts,
· Encourage use of innovative development concepts, where appropriate, such as mixed use
development and cluster housing to provide life cycle housing opportunities, minimize the need for
and use of the automobile, protect natural resources and maintain open space.
· Update zoning and subdivision guidelines that are intended to sustain Stillwater's unique natural
features.
· Utilize information from the site analysis in Appendix A and work with future developers of those
properties to protect and maintain important resources.
· If necessary, create conservation design or incentive ordinance to preserve resources while
allowing and supporting development and densities as guided in the land use plan,
· Develop an overall planting plan for the greenbelts located in and around the city.
Housing
Promote housing rehabilitation
· Support and promote housing rehabilitation programs for existing owner-occupied homes and
rental buildings in both historic and other neighborhoods. This includes promotion of county, state
and non-profit programs.
· Support and promote First Time Homebuyers programs to assist new homeowners entering the
market for existing homes.
· Utilize the city's website, newsletter and other sources for promotion and advertising of housing
programs.
· Study the feasibility of establishing a program to require a property inspection and disclosure
report before residential property changes hands.
· Adopt a rental licensing program and maintain enforcement efforts.
Special Needs Housing: Improve the availability of affordable housing and senior housing.
· Seek housing developers to work cooperatively with the city to construct affordable units.
· Participate in the Livable Communities Act Local Housing Incentives Program,
· Consider designating a portion of Tax Increment Financing to fund activities that increase new
affordable housing.
· Utilize techniques, such as land trusts, to maintain long-term affordability,
3
Jurisdictional Review
December 15, 2008
. Partner with, support and market programs offered by the county, state, MHFA, federal
government and non-profits to fund the development of affordable housing.
· Complete an assessment of senior housing needs in the community.
New Residential Development: Promote a wide range of housing types, styles, densities and
choices to meet life cycle housing needs.
. Rely on the land use plan as a tool to provide a variety of residential types in a range of densities,
concentrating higher density opportunities along major transportation and transit corridors and
around future job centers.
. Review the zoning ordinance and subdivision ordinance to remove impediments to affordable
housing as necessary.
· Periodically review land use regulations to determine the effectiveness of current ordinances in
encouraging additional affordable units as well as encouraging modifications to keep the existing
housing stock desirable and livable.
· Ensure that all new housing, including high density, adheres to high standards of planning, design
and construction.
. Allow the creative use of site planning or PUDs that provide flexibility for development containing
affordable housing such as a reduction in lot size, setbacks, street width, floor area and parking
requirements.
. Encourage innovative subdivision design including clustering techniques to preserve open space or
natural features.
Natural Resources
To create a natural resource open space system that preserves, protects or restores environmental
resources, the City of Stillwater will consider:
· Preparing and adopting an official greenway corridor plan.
· Maintaining an inventory of all ravines and remnant lands in the existing city and developing a
policy regarding ravine management that balances ravine usage amongst natural resource
protection, public utility and open space/recreation opportunities.
· Reviewing ownership of ravines and remnant land and obtaining control over such lands through
fee ownership, open space easement, utility easement or resource protection regulations.
To use the natural resource open space system to connect open spaces, parks, activity centers and
neighborhoods, the City of Stillwater will consider:
· Requiring developers to submit natural resources information for all preliminary plats.
· Requiring protection of the natural resource areas identified on the NRI maps as open space or
parks if they are located within the proposed development area,
. Ensuring open space resource areas, including sensitive natural resource areas, are identified and
incorporated into development design.
· Improving public access to the river.
To provide opportunities for enjoyment of natural resources within all areas of the community, the City of
Stillwater will consider:
4
Jurisdictional Review
December 15, 2008
· Developing environmental education programs in natural areas to study plant and animal
communities.
· Providing education and resources to homeowners on what they can to on their property to
protect natural resources.
Economic Development
To increase the tax base and provide opportunities for economic growth for Stillwater and Stillwater area
residents, the City of Stillwater will:
· Protect the city's industrial land base for industrial development.
· Consider using tax increment financing to assist major new investment in the Stillwater West
Business Park,
To promote and maintain the downtown as a central focus for community economic and cultural activity,
the City of Stillwater will:
· Consider using tax increment financing to assist major new investment downtown.
· Encourage downtown as a relocation destination for successful businesses,
· Encourage small locally owned business particularly in the downtown.
· Promote office and service job locations in and around the downtown.
To provide new locations for job growth in close proximity to housing and with convenient access, the City
of Stillwater will:
· Designate land for commercial and industrial uses properly located with adequate support services
to accommodate future forecast and anticipated economic development.
· Designate the Bergmann farm area (northeast corner of Trunk Highway 36 and County Road 15)
for research and development office industrial park as a part of the proposed land use plan.
· Encourage a mix of employment, multifamily residential and retail and service activities in and
around the West Business Park area.
To promote tourism consistent with retaining Stillwater's unique natural resources and historic and
architectural character, the City of Stillwater will:
· Work with the Stillwater Area Chamber of Commerce and Convention and Visitors Bureau in
promoting downtown activities and improvements.
· Support year around activities that enliven the downtown public and cultural life.
· Maintain public facilities so that the downtown is an attractive place to visit.
· Consider establishing incentive programs for rehabilitation of older buildings,
5
Jurisdictional Review
December 15, 2008
· Continue to use design review guidelines and process to ensure new development and renovation
is consistent with the historic character of downtown,
· Construct a new public parking ramp in Downtown Stillwater for employees and visitors.
· Support the downtown Parking Commission as advisory group for managing downtown parking.
Historic Resources
To strengthen the city's historic resources, the city will:
· Incorporate into decisions the designated historic contexts as the official overview of the history
and development in the City of Stillwater.
· Expand education efforts and promotion of the Heirloom Home and Landmark Sites Program.
· Continue conducting historic preservation surveys in the city's following Historic Preservation
Planning Areas (HPPAs):
o 2011: North Hill HPPA
o 2012 South Hill HPPA
o 2013 and beyond: Forest Hills, Lily Lake, Sunny Slope, Fairmeadows, Croixwood, Oak Glen
and Deerpath HPPAs.
· The city shall consider locally designating those properties worthy of historic preservation.
· Consider revising the Neighborhood Conservation District design guidelines (for historic residential
neighborhoods) to be applicable to home renovations and repairs to ensure historic integrity is
maintained.
· Consider strengthening design standards in historic districts, both residential and commercial, by
converting existing standards into ordinances. .
· Seek funds, public or through private lenders, to be used to repair/restore architecturally significant
homes or sites.
Transportation
To develop a coordinated transportation system that provides for local as well as area-wide traffic, the City
of Stillwater will:
· Develop an area-wide coordinated road improvement program with Mn/DOT and Washington
County,
· Prepare corridor/traffic studies with Washington County for the following Minor Arterials:
Greeley/Owens and Churchill/Third/Fourth Street.
· Provide a collector connection from County Road 12 to Olive Street; continue to explore the Brick
Street option for this collector.
To make it easy and convenient to travel in and around Stillwater, tie allowable new development to the
capacity of roadways, limit impact of non-residential traffic in neighborhoods when possible and develop a
comprehensive sidewalk, trail and bikeway system, Stillwater will:
6
Jurisdictional Review
December 15, 2008
· Develop a comprehensive signage program. The program will identify key gateways into the city;
will create gateway signage/monuments; will create consistent directional signage; and will direct
regional traffic to downtown Stillwater via routes that avoid residential neighborhoods.
· Provide bicycle parking, locations and attractive bicycle storage racks at key locations including
parks, downtown and commercial centers.
· Work with state, regional and other partners on a transit plan.
· Keep an updated parking plan and parking management program for the downtown area,
· Develop a comprehensive streetscape plan for planting and improvements on major streets. This
would have aesthetic and traffic calming benefits.
To provide an integrated system of roads, bikeways, transit lines, and pedestrian paths, the City of
Stillwater will:
· Develop a bikeway system facilities plan.
· Consider amending subdivision ordinance to require bicycle facilities according to bikeways facility
plans.
· Develop and promote traffic safety and education programs.
· Continue implementing the sidewalk/pathways maintenance and improvement program.
· Develop a plan for sidewalk and trail snow removal.
· Improve the appearance of bus stops and better integrate stops into neighborhood or area design.
Encourage MnDOT to provide continuous bicycle paths along the Highway 36 frontage road from CR 15 to
TH 95 and also along TH 95 from Oak Park Heights through downtown Stillwater to TH 96 at Brown's
Creek and perhaps beyond to the Boom Site.
Parks and Trails
Efficient Use of Facilities: To maximize opportunities for the joint use of public land and facilities and
efficient use of such facilities the city will:
· Consider cooperative efforts with the school district, athletic organizations, public utilities and
other public agencies in order to acquire and/or develop parkland, retain open space areas and
recreation facilities and provide programs.
· Periodically update and distribute the list of available public park facilities to community groups.
· Develop and implement a program for year-around use of some recreation facilities.
· Explore methods to implement the park and trail system and integrate it with the systems of
surrounding local governments.
Park & Trail Location and Design: To determine the most appropriate location, type and design of
future parks the city will:
· Develop and implement neighborhood park plans based on the following priority list developed by
the Stillwater Park and Recreation Commission. The plans for these improvements will be sensitive
to the desires of neighbors and park users, as communicated in public meetings incorporated into
the planning process for ea.ch improvement.
7
Jurisdictional Review
December 15, 2008
2009 - 2018 Park Improvement Priorities
Approved by Stillwater Park & Recreation Commission on July 28, 2008
Community Parks
Lowell Park
. Major redevelopment
Millbrook Community Park
. New park development
Pioneer Park
· Continue park improvements
. Renovate band shell (roof and west wall)
Northland Park
· Replace upper play equipment
. Make an "entryway" park
· Replace irrigation systems
Aiple Park
. New park development
Brown's Creek Park
· New irrigation systems
Lily Lake Park
· Replace irrigation systems
Neighborhood Parks
Long Lake Open Space
. Add Picnic Shelter
. Add Nature Trails
· Consider adding parking on north side
Millbrook Neighborhood Park
. New park development
Boutwell Cemetery
. New park development
Staples Field
· Acquire additional park property
· Add additional facilities
. Reopen basketball court or convert the courts to another park use
Legends Park
. Add additional equipment
Bergman Park
. Add addition equipment (play structure on north side of park)
Triangle Park
. Replace play equipment
Ramsey/Grove Park
. Replace play equipment with a structure for children 5 to 13 years of age
8
Jurisdictional Review
December 15. 2008
Public Works Park
· Continue baseball field improvements
. New irrigation systems
Trail Improvements
· Replace steps at Chestnut Street, Laurel Street, Willard Street, Broadway
Street and Quarry Lane Stairs
Trails and Pathways: To effectively maintain and expand a city-wide trail and sidewalk system that
connects to all major activity centers, schools, downtown, scenic open space areas and lakes and other
adjacent community systems, the city will:
· Implement the trails and pathways plan.
· Continue working with the state and county for the development of a potential Brown's Creek
Valley State Trail.
· Continue to improve trails and sidewalks as local roadways are improved or reconstructed.
· Create improved trail and pedestrian connections into downtown from the west and from the
north through Lowell Park to Nelson Street and south to the former City Barge Terminal.
· Consider improving trail systems around the city's lakes including completion of the trails around
McKusick Lake and Long Lake, as well as between the lakes.
Miscellaneous: The city will:
· Study and pursue various means of funding the acquisition, operation and maintenance of park,
open space, trail and recreation facilities.
· Acquire and develop land in the western part of the city for a community park.
· Continue a regular patrol of parks to provide for the safety of park users.
· Design, install and maintain standardized park signage for all city parkland and trails.
· Require park land dedication or cash in lieu for all new developments.
· Seek opportunities through public or private funds for the establishment of new neighborhood
parks and/or redevelopment of existing neighborhood parks.
9
Jurisdictional Review
December 15, 2008
IV. IMPLEMENTATION & PHASING OF PUBLIC IMPROVEMENTS
The best plans are of little value if they are not implemented. Maintaining a vital
downtown and implementing the opportunities outlined in this Downtown Stillwater
Framework Plan is dependent upon continuous proactive leadership of the community
and an orchestrated collaboration amongst city officials and departments, county and
regional governing authorities, the business community, Chamber of Commerce, other
civic organizations and developers.
The approach to sustaining and enhancing Stillwater's downtown as a vital place to live,
work, and play focuses on:
Design and Planning Tools
Community Organization and Promotion
Public Improvements
A. Design and Planning Tools
A primary goal of the Framework Plan is to reinforce Stillwater's rivertown "sense of
place." The design of the streetscape, buildings, signs, open spaces and
landscaping, must all work together to reinforce a strong, cohesive and memorable
identity. Currently, the 2006 Design Manual for the Commercial Historic District is a
strong design tool that fosters buildings reflecting the historic character desired by
the community.
To bolster the design guidelines we recommend considering amendments that
address the following:
· Site Planning and retaining wall treatments
· Parking Lot Edge Treatments
· Stormwater Treatment
· Sustainable Building Practices
· Parking Structures
· Landscape/streetscape treatments
B. Community Organization and Promotion
Key to long term success is organizing a diverse group of people to achieve the work
tasks, build public/private partnerships, foster ongoing leadership, program events
and promotions, and provide a voice for Downtown Stillwater.
Downtown Chamber of Commerce Vision
Concurrently with this comprehensive planning process the Downtown Stillwater
Chamber of Commerce has prepared their Downtown Stillwater Vision Plan. This
plan includes strategies for economic development, design, community organization
and promotion. This group is committed to the downtown area and will act as an
advocacy group to coordinate promotional campaigns and small projects. The
Chamber has also expressed interest in forming public/private partnerships to
implement short term seed projects such as: temporary and long term public art
82
Jurisdictional Review
December 15, 2008
projects, landscaping, short term streetscape enhancements and landscaping,
banners, arts competitions, rotating sculpture with Art Reach Alliance & others.
C. Public Improvements
The public improvements associated with the overall vision will act as a catalyst for
reinvestment, and represent a positive step toward ensuring a vital long-term climate
for living, working and playing in Downtown Stillwater.
Implementation Strategies and Phasing: Figure 50 outlines a prioritized list of
short, mid, and long-term public projects with cost estimates, potential funding
sources, and agency responsibilities. Figure 51 illustrates the proposed phasing of
city, county and state projects within the downtown. The following strategies should
be considered for all public improvement projects in order to integrate the
improvements into an ongoing revitalization and community building strategy and to
gain the most benefit from streetscapes, parks, and other public amenities:
1. Coordinate Objectives with all City Departments
The planning, engineering, and inspections departments, as well as potential
advisory groups, should refer to the guidelines and associated public/private
improvements and amenities when reviewing individual development proposals
within the downtown area. Each proposed development should comply with the
guidelines, reinforce the desired character of development, and contribute to
creating a cohesive, pedestrian friendly, memorable, and economically viable
place.
Developers should work with city staff and refer to the guidelines within the
Framework Plan - and previous planning studies - prior to generating design
concepts, in order to better understand the overall goals of the community and
how their property fits into the context of the framework plan and expectations for
public/private amenities.
The guidelines for site planning, building placement, parking lot edge treatments
and landscaping should be referenced during the site design phase of the
project. Developers should also discuss the options for their particular site with
city staff to determine if parking lot edge treatments will be constructed as part of
the site redevelopment or a larger public street improvement project.
2. Place projects in the Capital Improvement Plans
City departments should refer to the components in this Framework Plan to
coordinate, design, and budget for capital improvements and to define
public/private partnerships to finance and maintain public realm improvements.
City departments should refer to the schematic designs for the individual areas
as a basis from which to develop more detailed plans for construction.
3. Coordinate Staging and Funding
The city should share its redevelopment objectives with the state and county
DOTs and determine schedules for street improvements and potential funding
sources.
4. Coordinate Staging and Funding with Redevelopment Projects
83
Jurisdictional Review
December 15, 2008
5. Define a Maintenance Strategy for Each Project
The long term maintenance tasks and associated costs are a critical consideration
for the success of public improvements and amenities. A strategy should be created
that defines a funding source, such as a special maintenance assessment district
that assigns responsibility for maintenance of the various streetscape or park
components. Responsibilities may be delegated between the city and county staffs,
property owners, volunteers, or private contractors.
Downtown Stillwater Implementation Steps August. 1 st . 200S
. . . , , .
Short Term: 2 to 3 years
1. Coordinate Oblecll.... wlth all CItvDeoartments
2. Place Pro eet. In Caoltalllmrovements Plan.
Donne oroloct costs
Denne tundlne sourelts
3, Coordinate Sla.ln. and Fundlna
Courtv Roed ImOlOyomorts
MnDot
Anny Co",
4. Coordlnat. Staalna and Fundlna wlth Redevelapment
5. Define Finanelal & Maintenance strateav for Each Proleel
Consider Murieloal Servtce District
o. Short Term Pro eet.
Flood Control 5,000 000 Fod. Asslstanco. stato Grart 2010 Com lollon.
LoweN Park ImDrovemenu 1 000,000 Pa'" Ro.orwsJ CO Bonds (620.000
Parklflo Lot 1""'lOve_nt. CIlV. Anny Corp
Parkin. Struclure ", 2nd.nd Com_reial Sf, 6.000.000 Cly. T1F
Ttan Conn<<1bn. 500.000 Cay. stalo Grant $62,000 2010 Com lollon. cay oartlon
Com_relal St-r Pedestrian PIa:. 375.000 ClY ReselVesJ CO Bonds
Wotorst.
Public Art stroloov Communi1\' Pro ect
Mid Term: 31010 VII....
Myrtlo 51. MSA
3rd St-r Sf"""sc""" CtoJrch
4/h Sfreet Sf,.,..,,,.,,.. MSA
Com_relal Sf.Street...""
ZeDhvI' Blko nail COll:1IY. DNR. PrIVa10
EoiilLT... r ~ '!' , ,- -
Main Slr..t
Mulborrv streotsco..
Loop Troa AIDIe Po'" Mlxod Uso Troll stolo lAlIlDotlon Doll....
Nolson stroot
Improye stolrs
Cheslrul Plaza: VIla... ~lreel to un Bridge I ""nDOT
Public Art
WavnndlnD Svstem Communlry Pro ed
Parkino Sfructure ", 2nd and Olivo Sf, 5.000.000
Source: ClY of SfilNJ.r.r C.D'.I ImolOvemen' Pl'OOf8m 2008.2012
Figure 50. Implementation
84
Jurisdictional Review
December 15, 2008
85
".
~ Metropolitan Council
......
May 27, 2009
7/.~
,
Ken Harycki, Mayor
City Of Stillwater
2164thStN
Stillwater, MN 55082-4898
Dear Mayor Harycki:
Each year, the Metropolitan Council prepares population and household estimates as of April 1 of the previous
year. After local governments have the opportunity to review and comment on the preliminary estimates, the
Council certifies final estimates, including any estimates still under objection, by July 15 for State government
use in allocating local government aid and local street aid.
The Metropolitan Council estimates that the City Of Stillwater had 17,953 people and 7,096 households as
of April 1, 2008. Household size averaged 2.46 persons per household.
Starting with counts from Census 2000, the Council estimates current population and households through changes
in the housing stock, occupancy rates and persons per household. Input data sources now include the U.S. Census
Bureau's American Community Survey, occupancy information from the U.S. Postal Service, and surveys
conducted by Metropolitan Council Research. Incorporating ongoing methodological refinements, the Council's
estimates provide a realistic representation of growth since 2000.
With this letter, the Council is reporting the data inputs used to develop the preliminary estimates for your
community. Any community objections to the Council's preliminary estimates should ideally reflect specific
concerns about the Council's assumptions or data inputs. For more information on the Council's population
estimates model, please visit the Council's website at www.metrocounci1.org/metroarealAboutEstimates.htm. or
contact Todd Graham at 651-602-1322.
Council staff welcomes discussion of these preliminary estimates. Under Minnesota Statutes 473.24, the
Metropolitan Council must receive your comments, questions or specific objections, in writing, by June 24,
2009. Please send any written comments or questions to Todd Graham, Metropolitan Council Research, 390 ,
Robert Street North, Saint Paul, MN 55101; or bye-mail totodd.graham@metc.state.mn.us .
Sincerely,
(i"rJ~~'~
Libby Starling
Research Manager
www.metrocouncil.org
390 Robert Street North · St. Paul. MN 55101-1805 · (651) 602-1000 · Fax (651) 602-1550 · TIT (651) 291-0904
An Equal Opportunity Employer
,
2008 Population Estimates: Stillwater city, Washington County, Minnesota
Households I 7,0961 Population in households I 17.4581
,
Persons per household I 2.4601 Population in group quarters I 4951
Total population I 17,9531
The Council's model accounts for built housing stock changes since 2000. These include housing units permitted, gross
additions and gross losses. Relying on research by the US Census Bureau, the Council's model assumes that not all housing
units permitted will be built in the year permitted.
Permtted Years Permitted
New housine units permitted 2000-2006 Year 2007
Single-family detached :-583l + 231
' ,
Duplex / threeplex / fourplex 4! + 01
~- 181
Townhouses / single-family attached 593 i +
Multifamily 2781 X 92,5% 01
Estimated units built
2000-2007
X 95% 605'
I
X 90% = 41
,
X 90% 609 :
,
X 85% 257 :
,
1,475 i
Estimated new housine units permitted and built:
Other J!ross chanees to housine stock
Years 2000-
2006
Year 2007
Total additions and
losses 2000-2007
Gross additions include building conversions (units added), relocated structures, units annexed in:
3
1 I
,......- 01
,
, OJ
,
I 01
Single-family detached additions
Duplex / threeplex / fourplex additions
Townhouse additions
Multifamily additions
41
o
o
o
:----0',
~-..-o
o
Gross losses include demolitions, building conversions (units lost), relocated structures, units annexed out:
Single-family detached losses
Duplex / threeplex / fourplex losses
Townhouse losses
Multifamily losses
01
0'
I
01
I
~~~_.
i -5
r--------
o
o
01
o
O.
o
o
,
Other eross chanees to built housine stock:
-1
Total chanees to built housine stock:
1,474.
~ Metropolitan Council
~~
Wednesday, May 27, 2009
'"
2008 Population Estimates: Stillwater city, Washington County, Minnesota
Estimates of housing stock are segmented into ownership housing and rental housing.
Each housing type will have a specifically estimated occupancy rate.
Each combination of housing type and tenure (ownership housing or rental) will have a specifically estimated average
household size.
Housinl! stock
estimated for April]
Homeownership rates
bv tvpe of housinl!
(estimated)
Occupancv rates
Owned
Rented
Single-family detached 4,9281 ~96:5%]
: I
Duplex / threeplex / fourplex 4951 25.9%1
Townhouses 1.1071 65.9%i
L---~--.J
Multifamily 8641 28,0%1
Estimated built housing units 7.3941 Owned: I 5,8551
97.3%
1~4%j
96,0%
94.4%
88,5%
Mobile homes
Boats, etc., serving as housing
01
01
Occupancv rates
95,0%
100.0%
The Council's model multiplies housing units by occupancy rates, segmented by housing type, to determine occupied
housing, The number of occupied housing units is equivalent to households: A household is a group of people (or a person
living alone) occupying a housing unit.
(* Institutional or group quarters housing is accounted separately through an annual survey by Metropolitan Council.)
Households 7,096 i
L_~~,~_...J
Population in households is calculated mutliplying households by average household sizes (persons per household),
segmented by housing type and tenure. The final step in poulation estimation is to add population in households + population
in group quarters, counted by the Council's annual survey.
Persons per Household Multipliers
Owner-occupied Renter-occupied
2.781:
I
Single-family detached
Duplex / threeplex / fourplex
Townhouses
1,356:
I
,
L 2.308,
1.516i
2.411,
Population in households i 17,458 !
~--
Population in group quarters i, 495 i
2.0121
1.5341
~-------,
I
,
1,6221
Multifamily
Mobile homes
,
2.420,
Total population i
17,953 i
Boats, etc., serving as housing
2.000:
~ Metropolitan Council
~~
Wednesday, May 27, 2009
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To: Mayors, Finance Directors, City Managers or City Administrators, and
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You are invited to attend one of
Thurs., June 11, 2009: 9:30 a.m.
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Washington
.c:. ~County
...---- --~
...- -
Department of Public
Health and Environment
Lowell Johnson
Director
Sue Hedlund
Deputy Director
May 29,2009
Stillwater, City of
216 North 4th St - City Hall
Stillwater MN 55082
NOTICE OF PUBLIC HEARING
On February 4, 2008, the Minnesota Pollution Control Agency (MPCA) published Minnesota Rules,
Chapter 7080 through 7083, governing Subsurface Sewage Treatment Systems (SSTS).
Washington County is required to revise and implement an SSTS Ordinance in compliance with
Chapter 7080, 7081, 7082, and 7083 by no later than February 4, 2010.
The Department will be holding a public hearing in front of the Washington County Planning
Commission on Tuesday, June 23, 2009 at 7:00 P.M. at the Washington County Government Center
to discuss the revisions to the County's SSTS Ordinance.
An electronic copy of the proposed ordinance can be found at
http://www.co.washinaton.mn.us/info for residents/environment/septic/
If you would have any questions or comments that you would like to discuss prior to the public
hearing on June 23,2009, please contact Chris LeClair at 651-430-6673, Pete Ganzel at 651-430-
6676 or me at 651-430-6744.
Sincerely,
~ d+(~
Amanda Strom mer
Program Manager
c: Lowell Johnson, Director
Chris LeClair, Sr. Environmental Specialist
Pete Ganzel, Sr. Environmental Specialist
Dennis O'Donnell, Sr. Planner
Meredeth Magers, Asst. Attorney III
Govemment Center. 14949 62nd Street North - P,O, Box 6, Stillwater, Minnesota 55082-0006
Phone: 651-430-6655 . Fax: 651-430-6730 . lTY: 651-430-6246
Service Centers also located in Cottage Grove and Forest Lake
www.co.washinaton.mn.us
Equal Employment Opportunity I Affirmative Action
~
May, 2009
Greetings:
Minnesota Pollution Control Agency
520LafayetteRoadNorth I St.Paul,MN55155-4194 I 651-296-6300 I 800-675-3843 I 651-282-5332 TTY I www.pca.state.mn.us
As an important partner in the effort torestore the water quality of Lake St Croix and the
S1. Croix River, the Minnesota Pollution Control Agency and the Wisconsin Department of
Natural Resources are requesting your participation at one of the community meetings that will
take place in Minnesota and Wisconsin this June. These meetings have been scheduled to raise
local awareness of the complex issues, decisions, and outcomes involved in the restoration
efforts:
You may be aware that Lake St. Croix has been added to the federal list of impaired waters
because of algal growth due to excess phosphorus. The goal of the community meetings is to
have an engaged and well-informed base of experts and citizens help shape the restoration
process. Local citizens often know more about what is happening in their watersheds and this
knowledge can be valuable in deciding how to successfully reduce phosphorus inputs throughout
the S1. Croix Basin. Your knowledge of the sources of pollutants can also offer insights that may
ensure the success of one pollutant reduction strategy over another.
The meetings will be divided into two repeating sessions. Both sessions will include a brief,
20 minute presentation and a ten minute question and answer period. After the sessions, we will
break into several different small groups to discuss issues and share ideas. The first session is
scheduled from 3:30 pm to 5:00 pm and the second session will run from 6:00 pm to 7:30 pm.
This provides'eight opportunities to participate; feel free to come to any of the meetings that are
convenient to your location and schedule.
The topics that will be discussed during the small groups include:
. What's "the Basin"?
. What's the problem?
. What's the solution?
. How you can be involved?
The followirig is a schedule of the Lake St Croix Restoration
Community Meetings:
Date
June 10
June 16
June 23
June 30 .
Location
Hinckley City Hall
Forest Lake City Hall
Frederic High School
Hudson -' Phipps Center*
Address
106 1st Street SE, Hinckley, MN
220 N. Lake Street Forest Lake, MN
1437 Clam Falls Drive, Frederic, WI
109 Locust S1., Hudson, WI
*(Note, the Hudson meeting will start at 4 pm due to other daytime events scheduled at the
Phipps Center)
St. Paul I Brainerd I Detroit Lakes I Duluth I Mankato I Marshall I Rochester I Willmar I Printed on 100% post-consumer recycled paper
.
Page 2
May, 2009
We look forward to seeing you at one of the meetings. Certified Wastewater Operators can
receive one hour of Continuing Education Credits for attending. If you have any questions, feel
free to contact:
Minnesota Pollution Control Agency
Denise Leezer at: Denise.Leezer@state.mn.us
Wisconsin Department of Natural Resources
Kathy Bartilson at: Kathy.Bartilson@wisconsin.gov
St Croix Water Resources Planning Team
Randy Ferrin at: rsferrin@frontiemet.net
St. Croix Water Quality Restoration: protecting the river by
saving the lake
THE IIIlTH'lACE OF MINNEIOTA
City of Stillwater
Special City Council Meeting
Teddy Bear Park Building
May 8, 2009
SPECIAL MEETING
8:00 A.M.
Present: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki
Staff present: City Administrator Hansen
Mayor Harycki called the special meeting to order at 8:12 a.m.
Lobbyist Discussion
Mayor Harycki noted that four responses had been received in response to the City's
Solicitation of Interest for lobbying services. He said the question is whether in these
difficult economic times, the City wants to spend funds for lobbying services. Mayor
Harycki spoke to the support of the City's state legislative delegation. Councilmember
Polehna said he felt the City had made more progress on projects/bills of interest this
year without the services of a lobbyist than in the previous four years when the City did
have a lobbyist. Councilmember Cook questioned what a lobbyist could do that City
officials haven't already accomplished for this legislative session; she suggested waiting
to see what happens this year before deciding whether lobbying services are needed in
the future. Councilmember Polehna suggested holding a Council retreat in October or
November to discuss legislative priorities. It was consensus not to hire a lobbyist for this
year.
Department Plan
Mayor Harycki said he had received calls from people regarding the time Public Works
employees spend leaving and returning to work sites for rest breaks. Mayor Harycki
suggested taking breaks on site and utilizing signage that explains "15 minute break in
progress." City Administrator Hansen pointed out that employees now take just one
break, rather than two, to address that issue; and he did not believe this was an issue.
Councilmember Polehna noted that a recent staff change is bringing a higher degree of
professionalism to the Public Works Department. Councilmember Cook pointed out
Public Works employees have high visibility and are an easy target and stated she
thought bringing the new professionalism to the department is what is needed and
expected. Councilmember Gag said the Council needs to put more trust in its
department heads. Mayor Harycki said the Council and City Administrator Hansen need
to setstandards/accountability. Councilmember Roush pointed out that with trust comes
Special Meeting
May 8, 2009
expectations and that the hot buttons for residents in his Ward are flooding of ice rinks
when the temperatures would not warrant that activity and snow removal, which
sometimes appears as busy work. Councilmember Roush said he thought the City was
behind the curve in striping of lanes and crosswalks. It was noted that many of the
streets where striping is needed are County roads.
Motion by Mayor Harycki, seconded by Councilmember Roush to direct City Administrator
Hansen to send a letter to the County, with a copy to Commissioner Kriesel, asking for
increased awareness of striping needs in the City of Stillwater and asking for stepped up
striping efforts.
Councilmember Gag suggested having a workshop meeting with County officials to
discuss a number of issues.
Mayor Harycki withdrew his motion; Councilmember Roush said he would not withdraw his
second, saying both approaches are needed. Mayor Harycki reinstated his motion. All in favor.
Mr. Hansen said he would mention a workshop possibility in his letter to the County and
said his approach to the issue in his letter would not be adversarial.
Mayor Harycki spoke of calls regarding an unfriendly attitude on the part of police
officers. Councilmember Cook said she had received similar calls. There was
discussion of visibility of officers in neighborhoods and on the streets. City Administrator
Hansen said he was very surprised to hear this type of comment, but stated that he
would talk to the Chief about the concern. City Administrator Hansen also pointed out
that the department has been operating short of staff.
Councilmember Cook said if the Council's role is more policy making/setting tone, she
would not want to be reactive to specific situations; and that her expectation would be to
carry back these concerns to the department head. She said she was looking for more
innovative approaches from department heads. Later in the discussion regarding the
Police Department, Councilmember Cook said she would like to see more foot patrols in
the downtown area and would like to see the concept of community policing explored.
Mayor Harycki called for police presence in the neighborhoods on a regular basis.
City Administrator Hansen said departments do become reactive in trying to please the
Council, dropping everything in an effort to respond to a specific call. Councilmember
Polehna suggested this was another instance of the need for the Council to set priorities
for the departments.
Mayor Harycki suggested department heads are not using staff report time on the
agenda properly to convey concerns about workloads.
Councilmember Roush said a point of contention for all residents is "truck-zilla," the
parking enforcement vehicle.
Page 2 of 12
Special Meeting
May 8, 2009
Councilmember Roush expressed a concern about the way the Max-Todo lease
extension was presented to Council as a Consent Agenda item.
Councilmember Gag suggested sending agendas and packets as an electronic file to
conserve time and paper.
Energy Plan
Mayor Harycki said he didn't think the City had a good plan for accommodating
alternate energy sources to ensure that the energy facilities are consistent with the
character of the City, noting that the City has design guidelines for the downtown along
with infill design guidelines for the Historic District.
Councilmember Roush pointed out the City has no architectural standards for the Rural
Residential areas to ensure that the rural character is preserved aesthetically,
suggesting that the cell tower at the Jaycee ball field is an example of something that
doesn't fit the character of the neighborhood. In discussion, it was noted these are
design guidelines, not ordinance.
Mayor Harycki spoke of the need for an overall energy/conservation policy, as well as a
policy related to design guidelines for alternate energy sources/facilities.
Councilmember Cook suggested a good starting point might be a presentation by an
outside expert on energy-related issues. It was consensus to put energy conservation
as one of the Council's possible priorities.
Mayor Harycki recessed the meeting at 10:05
Mayor Harycki reconvened the meeting at 10:21
Commissions/Boards Term Limits
Councilmember Gag said he thought going to interviews with commission applicants
was a good move. Councilmember Roush pointed out that not all commissions hold
interviews, noting the Charter Commission rarely interviews applicants. Mayor Harycki
suggested there is some advantage to having new blood on the commissions.
Councilmember Cook said she was for encouraging citizen participation but also spoke
of the need for expertise on commissions, such as the Heritage Preservation
Commission. Commissioner Roush suggested another aspect to the issue might be
limiting the number of years a person can serve as chair of aparticular commission.
Mayor Harycki said he could support a 10-year limit on a particular commission. It was
noted there are different term lengths for the various commissions: Councilmember
Roush suggested limiting membership to two terms on commissions with three-year
appointments and three terms on commissions with two-year appointments. During
discussion, Commissioner Roush suggested that the term limits could be waived if there
are not new applicants for a particular appointment. City Administrator Hansen pointed
out that it takes two years for a person to become a good planning commission member
Page 3 of 12
Special Meeting
May 8, 2009
and suggested that six years might be too short a time for a term limit. It was suggested
that all commissions be three-year appointments, which would allow having a nine-year
term limit. Commissioner Roush suggested terms start mid-year to avoid terms
coinciding with Council changes; it was agreed to have terms begin May 1. Mayor
Harycki summed up the discussion by noting that the new policy would limit
membership to three terms, with reappointment to a fourth term permitted at the
discretion of the Council if there are no other applicants, and allowing a member who
had reached term limits on a particular commission to apply for membership on another
commission.
Councilmember Cook spoke about the need to maintain expertise, specifically on the
Heritage Preservation Commission, and expressed a concern about maintaining the
same level of expertise as the most senior members of that commission possess.
Councilmember Gag clarified that according to the policy, someone could be appointed
to a fourth term if there are no other qualified applicants.
Motion by Councilmember Roush, seconded by Mayor Harycki to implement three-year terms
for all boards/commissions, terms beginning May 1 in staggered years per the discretion of
City Attorney Magnuson and City Administrator Hansen to determine when the terms begin.
After discussion, Mr. Roush amended his motion to indicate the terms apply to Planning,
Parks, Heritage Preservation, Human Rights, Downtown Parking and any future commissions
that may be formed. Mayor Harycki amended his second.
Motion passed 4-1, with Councilmember Polehna voting no.
Capital Requests/Personnel
Mayor Harycki said he had all department heads pull together capital and personnel
requests. He spoke to the City's limit on bonding capability and the limit for borrowing.
He noted Chief Glaser had inquired whether to submit a grant application for stimulus
money for construction of a new fire hall. Councilmember Polehna raised the issue of a
community center. Mayor Harycki noted the Guard is still interested in a new armory
here, but the Recreation Center is no longer a viable site; and that the City would have
to buy a site, about 14 acres, and donate it to the Guard, but in exchange the Guard
(Defense Department) will give the donated land by the Rec Center back to the City.
Regarding the new fire hall, Councilmember Cook said she didn't think stimulus money
could be used for capital and thought projects had to be shovel-ready. City
Administrator Hansen said he thought the definition of "shovel-ready" would change.
Mayor Harycki said Chief Glaser was looking for guidance as to whether to even apply
for a grant; and that Chief Glaser suggested that perhaps the City will have to do a site
plan for the grant application and said the Chief also raised the possibility of tying
federal grant money for cleanup of the dump site to the grant for a new fire hall.
Councilmember Gag pointed out the dump site has the advantage of already being off
Page 4 of 12
Special Meeting
May 8, 2009
the tax rolls and said he would support trying for the grant. Mayor Harycki suggested the
Chief ought to be given the direction to find out if the project would even qualify for
stimulus grant monies and whether a site plan is actually needed and then come back
to the Council for direction as to how to proceed. After checking with Chief Glaser, City
Administrator Hansen said the grant application has not even come out yet, but it is the
Chiefs educated guess that a site plan will be required, and the Chief's concern is there
will be a very short time period in which to get a site plan together once the grant
application does come out.
There was discussion of the previous site work and the potential cost of a completed
site study to see if the site will actually work. It was consensus to direct Chief Glaser to
continue looking into the grant possibility, expending as little money as possible; after
discussion, Councilmember Gag said he would not be comfortable with spending any
more than $5,000 for a site plan.
Motion by Councilmember Gag, seconded by Councilmember Roush to approve expending up
to $5,000 of his budget of $40,000 on a site plan if the grant application requires that for
documentation. Mayor Harycki clarified that the $5,000 not be spent until it is determined that
site plan is needed. Councilmember Gag agreed to add that condition to the motion;
Councilmember Roush seconded the amended motion. All in favor.
City Administrator Hansen noted there are also grants for hiring of firefighters. He noted
the department is down one full-time firefighter and that is causing issues. He
suggested giving the authorization to apply for a grant for personnel, with the Council to
determine whether to accept the grant when it is known what the Legislature is going to
do to cities. It was decided this should be part of the larger budget discussion
Community Center/Armory
Councilmember Cook pointed out there is a whole new administration in Washington
and suggested checking to see if the interest is still there regarding a new armory.
Councilmember Polehna asked whether this (a community center) is still a Council
priority; he spoke of the need to involve neighboring communities in any effort. City
Administrator Hansen said he did not see the viability of the City going out and buying
14+ acres for a new armory. There was discussion of the desire for an arts/cultural
center. Councilmember Cook asked about the impact of an armory on property taxes;
City Administrator Hansen responded the impact on property taxes is a negative one. It
was consensus to drop the idea of a new armory unless the Guard comes back to the
City expressing renewed interest.
City Bidding Practices
Mayor Harycki said he had been approached by a number of people in the community
regarding bidding for professional services, as well as hiring for seasonal positions. City
Administrator Hansen explained the issue related to the seasonal employees. Mayor
Page 5 of 12
Special Meeting
May 8, 2009
Harycki said he felt the process for obtaining services should be open. City
Administrator Hansen said he would have no problem bidding out professional services,
noting that at present, if the City is seeking services it knows a particular firm has
expertise in; it will obtain a proposal from that firm because it likely will be quicker and
cheaper. On a general basis, Mr. Hansen said, he had no issue with obtaining quotes
from numerous firms. It was decided to see what other cities do regarding a formal
process for obtaining professional services.
Code Enforcement/Rentals/Cleanup
Councilmember Polehna spoke in favor of requiring residents to clean up their yards, as
well as the need for cleanup in the downtown area. There was discussion of various
problems with junk vehicles, etc. Councilmember Gag suggested that currently it is a
situation of enforcement by complaint. Councilmember Roush said there needs to be a
distinction between chronic nuisance problems and acute problems, and enforcement
efforts should be concentrated on correcting the chronic problems first. Councilmember
Cook asked if the City had adequate ordinances to address these problems; City
Administrator Hansen said he believed so. Mr. Hansen said the City does not have
rental/livability ordinances at this time. Councilmember Polehna suggested hiring a
seasonal employee for enforcement. There was discussion of the possibility of having
increased trash pickup downtown during the summer season; Mr. Hansen said he
would check into that.
Councilmember Roush asked about the three-strike policy for landlords. Mayor Harycki
said he had heard horror stories regarding rental properties. Councilmember Polehna
said he thought the Council had directed Chief Gannaway to check with other cities
about dealing with problem landlords. Councilmember Gag spoke of consistency in
enforcement. Mayor Harycki asked if the Council wanted special effort on rental
properties; Councilmember Roush said he thought rental problems were more prevalent
and more systematic. City Administrator Hansen suggested that he meet with Chief
Gannaway and City Attorney Magnuson to talk about the issues and see if the City has
the ordinances it needs, and, if not, come back with sample ordinances of what is
needed; and that he would also talk about staffing issues and make it clear to the Chief
that this is a Council priority and will come back with a work plan. There was discussion
of the need for downtown merchants to take care of their properties; Councilmember
Roush suggested a Council graffiti cleanup day. Councilmember Cook asked about
noise enforcement and asked that City Administrator Hansen check with Chief
Gannaway regarding that issue; she expressed a concern ab'out traffic/vehicles at
Stillwater Residence during evening hours.
Mayor Harycki recessed meeting at 12:08 for lunch break
Mayor Harycki reconvened the meeting at 1 :27
Present:
Councilmembers Cook, Gag, Roush, Polehna and Mayor Harycki
Page 6 of 12
Special Meeting
May 8, 2009
Staff present: City Administrator Hansen
Cayuga
Councilmember Roush asked that this be added to the agenda. He stated he had
received a message from Sunnyside Marina asking that the City please renew the lease
with Max-Todo as he provides valuable services. Councilmember Roush suggested that
the City contact Sunnyside and ask if they would be willing to take over the lease for
management of the Cayuga on a temporary basis and suggest that they can
accommodate Max-Todo if they wish. Mayor Harycki suggested advertising the lease
for bid; City Administrator Hansen said he could dust off the original 1999 RFP to
publish. Councilmember Roush suggested the State might be interested in using the
Cayuga as a construction office. Councilmember Roush suggested that moving forward,
the property be referred to by something other than the Aiple property. Councilmember
Roush also asked whether $1,500 is the amount the City wants to charge for monthly
rent. Mayor Harycki suggested having City Attorney Magnuson clarify the uses that are
permitted for the property. Councilmember Roush pointed out there are a number of
covered slips shown to the north of the barge on a satellite photo of the site and
wondered if this is something that occurs on an annual basis.
City Contracts
City Administrator Hansen provided a list of contracts prepared by City Clerk Ward and
City Attorney Magnuson. Mayor Harycki asked if contracts are re-bid on a regular basis.
City Administrator Hansen reviewed the method of negotiating the contracts for fire
services. Councilmember Roush asked about the contract with City Attorney Magnuson;
City Administrator Hansen briefly reviewed the agreement. Mayor Harycki said he
wasn't sure if the City was receiving the best advice for the City of Stillwater or the best
advice for the Magnuson Law Firm. Councilmember Roush expressed concern about a
possible conflict of interest in that Mr. Magnuson represents other cities, in addition to
Stillwater. City Administrator Hansen said he believed Mr. Magnuson would not
represent another city if he believed there was a conflict of interest with his
representation of Stillwater; Councilmember Polehna pointed out that other area cities
have similar arrangements. Mayor Harycki said at the very least he would like to see the
bills for legal services; City Administrator Hansen said he does review the bills every
month. Mayor Harycki expressed concern about the segregation of duties - regular
retainer duties, prosecution, development agreement work, etc. -- and possible conflict
of interest and said he would like to see changes made to the arrangement for legal
services. There was discussion of the cost of going to an on-staff attorney.
City Administrator Hansen suggested having Mr. Magnuson present for a discussion so
he could answer the Council's questions directly. Mayor Harycki suggested bidding the
contract as the City does with other contracts. Councilmember Gag said before doing
that it would be helpful to understand every facet of Mr. Magnuson's work for the City.
There was discussion of the cost of prosecution and a suggestion that perhaps the
County could take over the City's prosecution duties. Later, Councilmember Polehna
Page 7 of 12
Special Meeting
May 8, 2009
said he would like to see information on what other cities are doing and how much they
are paying. City Administrator Hansen said he did that two years ago and the
information is still available.
Councilmember Roush asked about the process for renewing contracts when they
expire, whether the contracts are renewed exclusively with the current contract holder or
put out for bids. Mayor Harycki said he would like to have a fQrmal policy where
contracts are rebid, on a rotating basis, every four years. Councilmember Gag agreed
that is general business practice and also provides a way to communicate/evaluate
vendors. There was discussion of some specific contracts.
Motion by Mayor Harycki, seconded by Councilmember Roush to have all city service and
consultant contracts, circumstances permitting, bid out every four years.
City Administrator Hansen said it would take him a while to develop a work plan for the
bidding. Councilmembers Gag and Cook said they would like to see an exact list of the
contracts to be included in the policy before voting on the motion.
Councilmember Roush said he would withdraw his second and table the issue until the list is
developed.
City Administrator Hansen said he would prepare a complete list of contracts and asterisk
those that he thinks could be removed from the proposed bidding policy.
Motion failed for lack of a second.
Budget Guidance
The Council reviewed some past financial information including revenues and debt load.
There was discussion on the impact on borrowing and the build-out of the City.
City Administrator Hansen suggested the City needs to be careful in the timing of future
projects. City Administrator Hansen said he would be trying his hardest to avoid new
capital bonding for equipment in the coming years.
Councilmember Cook spoke of the possibility of sharing or renting equipment; City
Administrator Hansen said sharing and consolidation will be more common in the future.
Councilmember Roush asked Mr. Hansen if he felt Public Works was turning over
equipment before it should be turned over; Mr. Hansen responded that at one time that
might have been the case, but he doesn't see that now, and he noted there is a cost
associated with trying to stretch the life of a machine too far.
There was some discussion of upcoming contract negotiations, including zero percent
increase and the possibility of voluntary furlough.
Page 8 of 12
Special Meeting
May 8,2009
Fees
Councilmember Roush said he would like to make good on a campaign promise and
rescind the lighting and sign fee. He stated in Ward 3 residents are paying for their own
yard lights, in lieu of street lights, and paying for the maintenance of the lights, so they
are paying double for their street lighting. Mayor Harycki said the situation similar on the
North Hill where there are very few street lights, and he suggested the fee was a
gimmick to get around levy limits. Council member Cook pointed out the fee is a way of
getting properties that are not on the tax rolls to pay for the service.
City Administrator Hansen pointed out the cost of signage and lighting will not go away
and will have to be absorbed by other departments; and that eliminating the lighUsign
fee revenue source amounts to about $360,000 or a little over six positions.
City Administrator Hansen pointed out that immediately after the fee was instituted, the
City installed the new street lights on Curve Crest Boulevard, lights the City is still
paying for, so that fund is still in the hole; he also noted 21 other cities have recently
implemented such a fee due to the budget crunch. Councilmembers Polehna and Gag
asked what would be cut if the fee is eliminated.
Mayor Harycki said he felt that department heads could come up with another $350,000
in cuts again reiterating that he is paying for street lights that he doesn't have, and
doesn't want, in his neighborhood. Councilmember Polehna pointed out that other folks
might not use the library or the Recreation Center, but they are still paying for those
services, and he said the council needs to consider the City as a whole.
Councilmember Gag said he would prefer to have a larger discussion of all fees.
Motion by Mayor Harycki, seconded by Councilmember Roush to give staff guidance in the
2010 budget preparation to find enough cuts to offset the loss of tax revenue of the light and
sign fee. Motion failed 2-3 (Ayes: Mayor Harycki & Councilmember Roush; Nays:
Councilmembers Cook, Gag & Polehna).
There was brief discussion of planning/zoning fees and the sandwich board fee.
Councilmember Gag pointed out the sandwich board fee was implemented after much
discussion and with Chamber input and is dedicated to downtown beautification efforts.
Mayor Harycki spoke in favor of eliminating the sandwich board fee. Councilmember
Cook said she would like to have the sandwich boards regulated but not charge the
businesses a permit fee.
Councilmember Roush spoke in favor of reducing the fee, from $50 to perhaps $25 for
appealing decisions by advisory commissions. Councilmember Gag suggested not
charging residents, but charging contractors/developers who may want to appeal a
decision. In the discussion, it was noted there is a cost involved in appeals, costs such
as publication of notices, mailing costs, etc. Councilmember Roush said he was alright
with the fee due to the associated costs.
Page 9 of 12
Special Meeting
May 8, 2009
Mayor Harycki brought up issue of the cost of mailing minutes to people who have
requested to be on a mailing list and the cost of mailing agendas. Councilmember
Roush suggested adding the cost of postage to the charge. Mayor Harycki spoke in
favor of keeping liquor fees at current levels. Councilmember Roush suggested
changing the terminology of the police fee for audio/video "tape" copies.
City Administrator Hansen pointed out that the fee for vendor inspections has been
delayed pending clarification from Council. He said there was a change for Summer
Tuesdays, setting the fee to $50 for the entire summer, and also a vote to not change
the fee from $25 a day/$1 00 maximum for other events. He said the Chamber told the
City to bill it for the Art Fair inspections, which the City did, but the bill for the $1,500 in
vendor fees is still owed; the Chamber's response is that the City owes $600 in
membership fees, plus an additional amount for participation in an event at the State
Fair. He asked the Council for direction. Mayor Harycki suggested this is related to the
issue of fire inspections. Councilmember Polehna said the vendor inspection fee was
only to be for those cooking with gas.
It was decided to make changes to the fees, line item by line item, with City
Administrator Hansen to come back with the ramifications of the suggested changes.
Mayor Harycki spoke in favor of eliminating the fee for the sandwich board permit.
Councilmember Roush suggested having any administrative fines charged for non-
compliance of the sandwich board sign regulations dedicated to downtown
beautification. There was discussion of enforcement.
It was agreed to add cost of postage to the charge for mailing requested documents,
maps, etc. It was agreed to leave liquor/tobacco fees at current levels. Mayor Harycki
spoke in favor of eliminating the fire inspection fees and vendor inspection fees.
Councilmember Roush suggested charging the fire inspection fee to larger buildings as
they are more time intensive inspections; that suggestion was later dropped.
Motion by Councilmember Gag, seconded by Councilmember Polehna that the changes listed
above is looked at by staff, with staff to report back on the ramifications, financial and other
ramifications. All in favor.
Motion by Councilmember Polehna, seconded by Councilmember Gag to direct City
Administrator Hansen to offset the Chamber fees for vendor inspections for the Art Festival
versus what the City owes for dues and participation in the State Fair. All in favor.
Councilmember Roush raised an issue with businesses who litter the City with
temporary, nuisance signage and encouraged strict enforcement of the sign ordinance.
There was discussion regarding the City's policy related to garage sales and realtor
signs. It was agreed to have Community Development Director Turnblad report on the
signage ordinance at a Council meeting.
Page 10 of 12
Special Meeting
May 8,2009
Council Priorities
Councilmember Cook said she would like to see some attention paid to providing
improvements/amenities to Lowell Park.
Councilmember Gag said, in addition to core services, his priorities would be Lowell
Park, the levee wall and the bridge.
Councilmember Polehna suggested athletic facilities are lacking; he said he is working
on a survey of needs and a survey of potential area community support.
Mayor Harycki spoke of planning for alternative energy and developing design
standards so facilities fit into the historic character of a neighborhood. City Administrator
Hansen said he would have Community Development Director Turnblad check and see
what other communities have done in this area.
Councilmember Polehna said his notes indicate the Council had listed possible priorities
during the day's discussions as: energy conservation, fire station issues, Citylresident
cleanup/code enforcement, municipal barge terminal, bridge and traffic.
Mayor Harycki referred to the discussion regarding striping of roads and more visible
police presence.
Regarding direction for the 2010 budget, it was agreed that striping, municipal barge
and cleanup/code enforcement are priorities.
Mayor Harycki suggested obligating 5% more of the street improvement budget to mill
and overlay projects versus total reconstruction projects.
Councilmember Roush mentioned a dog park as a possible priority.
Councilmember Cook spoke of the importance of economic development; City
Administrator Hansen noted with the completion of the Comp Plan this is to be a focus
for the Community Development Department.
Budget Directives
Mayor Harycki said he expects to see 0% increase with City labor contracts. There was
discussion of employee take-home vehicles; City Administrator Hansen said he would
check on contracts that involve vehicle allowances/take-home vehicles. Mayor Harycki
noted that property values are down 5%, and he would like to see what a 5% decrease
looks like.
Councilmember Gag suggested giving the direction to prepare budgets of 0% increase,
5% and 10% decreases and the implications of each.
Page 11 of 12
Special Meeting
May 8,2009
Councilmember Cook suggested looking at the possibility of sharing
equipment/services; there was discussion of some of the issues involved with
consolidation.
It was consensus to give direction to staff to prepare budgets of 0% increase and 10%
decrease.
ADJOURNMENT
Motion by Councilmember Polehna, seconded by Councilmember Cook to adjourn at 4:55 p.m.
All in favor.
Ken Harycki, Mayor
ATTEST:
Larry D. Hansen, City Administrator
Page 12 of 12
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CITY COUNCIL MEETING
May 19, 2009
REGULAR MEETING
7:00 P.M.
Mayor Harycki called the meeting to order at 7 p.m.
Present: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki
Staff present:
City Administrator Hansen
City Attorney Magnuson
Community Development Director Turnblad
Fire Chief Glaser
Police Chief Gannaway
Planner Pogge
Public Works Director Sanders
Assistant Engineer Kraftson
City Clerk Ward
PLEDGE OF ALLEGIANCE
Mayor Harycki led the Council and audience in the Pledge of Allegiance.
APPROVAL OF MINUTES
Motion by Councilmember Cook, seconded by Councilmer Polehna, moved approval of May 5,
2009, regular and recessed minutes. All in favor.
PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS
Presentation of HeritaQe Preservation Awards
Jeff Johnson, Vice Chair of the Heritage Preservation Commission, noted that this year
the annual awards honor individuals who have volunteered their efforts on preservation
efforts in the community. Mr. Johnson and Mayor Harycki presented the awards to Mark
Balay, Brent Peterson, Suki Thomsen and Kay Thueson.
OPEN FORUM
Mark Lokowich asked about a no-parking sign in front of his house; Mayor Harycki
noted this issue is on the meeting agenda and will be addressed later.
~
City Council Meeting
May 15, 2009
Christina Gullickson, 1400 Surrey Lane, expressed concern about the figure skating
program at the St. Croix Valley Recreation Center. She mentioned changes in coaching
and ice time as issues of concern and asked that an independent person look into these
issues. Mayor Harycki asked for a written response from the Recreation Center
manager. Ms. Gullickson provided letters from several other parents expressing similar
concerns. Mr. Hansen responded that he had spoken with the arena manager, Doug
Brady, already and Mr. Brady has scheduled a number of meetings with the concerned
individuals in an effort to come to some resolution of the issues. Mayor Harycki asked
that a follow-up report be provided at the next Council meeting.
STAFF REPORTS
Police Chief Gannaway reported on graffiti cleanup plans. He said they are compiling a
list of properties in need of cleanup and will be working with the Youth Service Bureau;
however there are some minor details to be worked out, but he anticipates the effort will
begin soon.
Fire Chief Glaser stated he had provided a memo regarding the fire inspection fees,
outlining how the fees are figured, the anticipated time involved in the inspections, etc.
Councilmember Gag asked about the goal of doing the inspections every two years,
asking whether that is a requirement or a City goal. Chief Glaser stated that commercial
properties should be inspected every year, according to guidelines, but with over 600
businesses it would be impossible to do that on an annual basis. Councilmember Gag
asked about the fees, whether the City is disproportionately high or low compared to
other communities; Chief Glaser said when initially determining the fee, staff checked
with numerous municipalities and decided the most fair and equitable method of setting
a fee is based on square footage. Chief Glaser noted the fees were amended in August
of 2008, when vendor inspection fees were lowered significantly based on Council
direction. Mayor Harycki noted that in the earlier discussion of the fees at the special
Council meeting, there was a concern about the cost of issuing and collecting invoices.
Councilmember Roush asked about the cost for processing an invoice, pointing out that
with corporations that cost is well over $100; he suggested that perhaps those
inspection fees below the dollar amount it costs for processing invoices not be charged
a fee. It was agreed to have Finance Director Harrison look into the cost of invoice
processing and report back to the Council; Council also directed Chief Glaser to keep
moving forward with the current program until a decision is made otherwise.
Chief Glaser provided a brief report on department activities and noted that the DNR
had lifted burn restrictions; he also reported on staffing levels, vehicle status and special
activities.
City Clerk Ward stated on behalf of Finance Director Harrison, that the revenue and
expenditure report through the month of April is included in the FYI portion of the
agenda packet.
Page 2 of 13
City Council Meeting
May 15, 2009
Ms. Ward reported on the recent household hazardous waste collection; she reminded
residents that Waste Management will pick up appliances, electronics and other items
are curbside, at no charge.
City Clerk Ward pointed out that in earlier discussions about commission membership,
the issue had been raised regarding voting membership on the Heritage Preservation
Commission and Human Rights Commission; at the recent Council workshop, a
decision was made regarding term limits, but no decision was made regarding voting
membership.
Mayor Harycki suggested perhaps when a vacancy occurs, that is when the Council
liaison becomes a voting member.
Motion by Mayor Harycki, seconded by Councilmember Polehna to extend the current terms to
May 1, from the existing January 1, with the non-voting Council members to become voting
members when vacancies occur on the two Commissions in question. All in favor.
City Clerk Ward noted that during the Council workshop there was a question regarding
the traffic safety committee, whether that was an ad hoc committee or a standing
committee. City Attorney Magnuson pointed out that since the group was established by
Council resolution, it is an official standing committee; it was agreed the traffic safety
committee would be subject to the same term limits, three terms, as adopted for other
commissions.
Community Development Director Turnblad reported there is a lot of activity going on in
the effort to clean up the downtown dumpsters. He said Planner Mike Pogge has been
meeting with a number of property owners, primarily those north of Myrtle Street, and
City Attorney Magnuson has been negotiating leases for use of City property. He said
staff also has been working on design and cost estimates for portable toilets and public
trash enclosures; and that the hope is to bring some of this information back to Council
at the June 2 meeting. Mr. Turnblad updated the Council on two cell tower applications,
noting the Planning Commission had approved the cell tower that will go on the
Stillwater Junior High building and had tabled an application for a tower at the Jaycee
ball fields for more information. Mr. Turnblad also provided an update on a possible
housing code, saying staff had looked at other cities for information and the intent is to
bring back information to the Council within a month for direction on how to proceed.
Public Works Director Sanders reported on Mn/DOTs mill and overlay project for
Highway 95, noting the work in Stillwater will include the replacement of 49 pedestrian
ramps to meet ADA requirements. Mn/DOT is considering doing the work at night to
reduce disruptions to traffic and business owners. Mr. Sanders asked for Council input
on issuing a noise variance to enable the work being done at night. When Mayor
Harycki spoke of the number of residential housing units in the area, Mr. Sanders said
he believes the intent is to do the work north of Mulberry during the day and south of
Mulberry to Nelson at night. Councilmember Cook noted the lift bridge is going to have
to be closed several days for repairs, and it was suggested that perhaps Mn/DOT could
Page 3 of 13
City Council Meeting
May 15, 2009
coordinate some of its work with the bridge closure. Jennifer Severson, executive
director of the Greater Stillwater Chamber, stated that the Chamber has discussed the
issue and would prefer that some of the work be done at night. Mr. Sanders said he
would check with MnlDOT about the possibility of coordinating work with the possible
bridge closure.
Motion by Councilmember Gag, seconded by Councilmember Roush to try other scenarios
first, but as a worst-case scenario nighttime work would be preferred. All in favor.
Mr. Sanders said the City share of the project would be about $20,000; on a question by
Mayor Harycki, Mr. Sanders said the City could use its gas tax revenue for its share of
the funding.
Motion by Councilmember Polehna, seconded by Councilmember Gag to authorize Mr.
Sanders to sign the project plans. All in favor.
Mr. Sanders said the Browns' Creek Watershed District would like to hold a joint
meeting with the Council to discuss issues of mutual interest, specifically the Long Lake
draw down; it was decided to schedule the joint meeting for the June 2 Council meeting.
Mr. Sanders also provided brief updates on the Myrtle Street ravine project, the street
improvements projects, crosswalk striping, weed spraying, street patching, and traffic
counts.
Mr. Sanders noted there was a possibility that stimulus money for Washington Avenue
would be approved at the Met Council TAB meeting the day following the Council
meeting and that the City had requested $280,000 to complete mill and overlay and
some storm sewer work.
City Attorney Magnuson said he had talked to the City Administrator in Red Wing
regarding a rental housing code. He stated that the city enacted such a code and
promptly got sued, so he would be checking into that further. He also said he is working
on a lease regarding the downtown dumpster issue. He informed the Council that the
City had been granted a right of entry to the property on Wilkins Street, and the Judge
also authorized the assessment for the cost of needed repairs spread over five years if
unpaid within 30 days.
Mr. Magnuson said he had met with the Charter Commission and the Commission had
asked him to relay to the Council the recommendation that tHe Council define readings
of ordinances. He stated that he could prepare a possible ordinance for consideration if
the Council so desired. It was agreed to have Mr. Magnuson prepare a possible
ordinance for consideration at the next meeting.
City Administrator Hansen said he had met with department heads subsequent to the
Council's workshoplretreat meeting regarding direction given at that time. He stated he
would be presenting more budget revisions for 2009 at the C?uncil's second meeting in
Page 4 of 13
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City Council Meeting
May 15, 2009
June; and that he anticipated that the Governor would start unalloting municipal funding
June 1.
CONSENT AGENDA
Councilmember Roush asked that in item No.4, the terminology be changed from the
Aiple property to the Stillwater Barge Terminal property as discussed at the workshop
meeting.
Motion by Councilmember Roush, seconded by Councilmember Polehna to approve the
Consent Agenda with the changed language. Roll call vote was taken.
Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki
Nays: None
1. Resolution 2009-80, directing payment of bills
2. Possible approval of application to sell fireworks - Cub Foods (inside store)
3. Resolution 2009-81, approval of agreement with Karen L. Richtman, Service on a
Shoestring
4. Possible approval of Stillwater Girls Hockey to use the Stillwater Barge Terminal
property for paid parking during Lumberjack Days
5. Possible approval of temporary liquor license for Lumberjack Days Festival
Association
6. Resolution 2009-82, approval of Municipal License for 1924 1st Street N
7. Possible approval of temporary liquor license for St. Mary's Catholic Church-
September 13, 2009
PUBLIC HEARINGS
This is the date and time for the public hearino for public relatino to its Storm Water Pollution
Prevention Plan (SWPPP). The SWPPP was prepared to address the reauirements of the
Municipal Separate Storm Sewer (MS4) General Permit. This hearino will consist of an
overview of the SWPPP that was approved on December 28.2007 and the activities
completed in 2008. Written and oral comments received before or during the meetino will be
considered as the City prepares its Annual Report to the Minnesota Pollution Control Aoencv
on its SWPPP. Notice was published in the Stillwater Gazette on April 17. 2009.
Assistant Engineer Kraftson gave a presentation on the Storm Water Pollution
Prevention Plan, noting this is a requirement for the City's storm water permit. The
presentation highlighted the goal of the storm water permit along with the SWPP plan
and the plan's seven components. The report noted actions taken subsequent to last
year's public hearinglmeeting when a resident raised concerns about the City's large
,opening catch basins and the safety of the Hazel Street detention pond.
Mayor Harycki opened the public hearing. No comments were received, and the hearing
was closed.
Page 5 of 13
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City Council Meeting
May 15,2009
Motion by Councilmember Gag, seconded by Councilmember Cook to approve the
presentation. All in favor.
UNFINISHED BUSINESS
Approval to install a parkino sion related to 1420 N 4th Street
Public Works Director Sanders reviewed the request for no-parking signs due to the
number of cars from Stillwater Country Club parking on the street by the property in
question. He said he and Police Chief Gannaway had discussed the situation and
believe the best solution might be to install no-parking signs from the corner of Moore
Street to the south property line at 1420 N. Fourth St., about 140 feet. He said he had
spoken with both the property owner in question and the neighbor to the south and both
property owners indicated they were alright with the proposal. Councilmember Polehna
wondered if this would not be pushing the problem to another area.
Mark Lokowich, 1420 N. Fourth St., said he didn't think this would cause a problem for
anyone else.
Council member Polehna expressed a concern about setting precedent for other
requests. Council member Cook pointed out that other residents have similar situations.
There was discussion of enforcement. It was suggested that Chief Gannaway talk with
Country Club people in an effort to alleviate the problem.
Motion by Councilmember Roush, seconded by Councilmember Polehna to table this issue
pending Chief Gannaway's report on the outcome of a meeting with Stillwater County Club
people. All in favor.
Discussion on request for fundino of cultural needs and use assessment (orioinal request
1/6/2009)
Mayor Harycki noted this issue relates to an earlier request from the St. Croix Valley
Community Foundation for City participation in funding of a cultural needs and use
assessment; the City has been requested to contribute $4,000 for the assessment.
Councilmember Polehna said he would be in favor of supporting the request if it were
not for the budget uncertainties the City is faced with. Councilmember Gag agreed and
noted this was not one of the top priorities listed at the recent Council retreat. He
suggested the Council needs to focus on its top priorities.
Councilmember Cook complimented the Foundation for bringing a coordinated effort
forward and said she would like to see the City contribute some amount, perhaps
$2,000; she spoke of the potential long-term benefit to the community, both
economically and culturally. Mayor Harycki suggested perhaps matching what Oak Park
Heights and Bayport have contributed.
Page 6 of 13
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City Council Meeting
May 15, 2009
Councilmember Polehna suggested tabling this until the City knows what will happen to
the City's state funding and state aids.
Councilmember Roush said he would like to hear from the group what will happen when
the assessment is completed - will they come back with a request to help fund a multi-
million dollar facility? It was decided to have City Administrator Hansen contact the
Foundation and ask about the next step and also let that group know that the City is
waiting to find out the status of state aids/revenues.
NEW BUSINESS
Discussion with Keith Becklin of Becklin Stables - CarriaQe Rides
Planner Mike Pogge reviewed the arrangement with Keith Becklin who rents two
parking spaces at the southwest corner of Main and Nelson and offers carriage rides in
the downtown area. He noted that Mr. Becklin currently owes the City some back fees
and is seeking some solution so he can continue to offer carriage rides this summer. He
stated Mr. Becklin is asking the City to reduce the annual fee for the two parking spaces
from the original agreement of $1,000 to $500 per year. It was noted the bill for previous
years' rental remains outstanding. Councilmember Gag said he didn't think the
arrangement was working well and suggested in another year the Council would be
revisiting the same issues.
Motion by Councilmember Polehna moved not to renew any agreement until Mr. Becklin is
current on what is owed the City, noting that when this issue was discussed previously Mr.
Becklin was made aware of what he needed to do.
Several Councilmembers said they thought the carriage rides did add to the charm of
the City. Councilmember Roush suggested perhaps moving the carriage rides to a less
prime location to make it more financially feasible for him to operate; Mr. Pogge said he
could discuss that with Mr. Becklin. Mayor Harycki pointed out that a motion was made
and passed last year not to renegotiate until the past due bill is paid.
Councilmember Polehna withdrew his motion.
Discussion on McKusick Lake Trail proposal
Planner Pogge reviewed the proposed McKusick Lake trail connection. He also
described issues related to property encroachments at 1104 Meadowlark. He stated the
Parks and Recreation Commission held two meetings related to the trail proposal and
approved the project unanimously, subject to staff working with neighboring properties
regarding final alignment of the trail. Councilmember Cook said she had heard concern
expressed about the decision-making process, as well as impact on the area, both from
a personal privacy standpoint and an environmental standpolnt. It was decided to invite
comments from the public. On a question by Mayor Harycki, Mr. Pogge stated staff had
Page 7 of 13
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City Council Meeting
May 15, 2009
met with the Watershed District, DNR and Soil and Water Conservation District and no
permits from those agencies are needed at this time.
Kaitlin Kress, 2302 Boom Road, spoke in favor of the trail by stating that a continuous
loop would be very helpful and safer for her as she works with her dog. She also spoke
in favor of a hard surface and making the trail ADA accessible.
Diane Palmer, Kaitlin's aunt, stated that a continuous loop trail would be beneficial to
many people in the community. She noted there are a lot of paved surface trails, but not
a lot of continuous loops, and this would be a huge convenience for people.
Dave Haak, 504 N. Owens, said the trail would abut his property in the back and
thought the trail definitely should go in so all the people of town can benefit.
Ron Zaniewski, 1112 W. Linden, spoke in favor of the trail; he spoke in favor of keeping
the north alignment. He said the trail would be a benefit to the citizens of the
community.
Tom Voves, 518 N. Owens, said one of his issues is the fact that there is only a 12"
buffer zone between his property and the trail; he suggested an alternate route
connecting to Owens Street.
Councilmember Roush asked about the alternate route. Mr. Pogge stated there are
several issues with the alternate route including topography changes, impact on trees,
and the width of the walk along Owens.
Colleen Eddy, 1104 Meadowlark Drive, asked the Council for due diligence in making a
decision, saying the proposed trail impacts them highly. She also called for the City to
remedy the situation with their garage being built on City property.
Leslie Mclnenly, 1115 Linden St., spoke in favor of the looped trail, the blue line route
(Option 3).
Mary Christenson, 415 N. Center St., said she thought the trail was a great idea, and
suggested working with the neighborhood to find a solution that will work for everyone.
Ken Kress, 403 N. Sherburne, pointed out his granddaughter is blind and said he
thought the trail would be a great safety asset for her working with her dog as well as for
other disabled people. He suggested that the trail would be good for promoting tourism
in general. He also noted the trail will be located entirely on City property.
Councilmember Roush stated his son, an Eagle Scout candidate planning to construct a
canoe launch at Lake McKusick, has changed his plans and moved the launch site from
its original location on the south side to the north side of the bay based on residents'
comments.
Page 8 of 13
City Council Meeting
May 15, 2009
Tony Mutter, 1104 Meadowlark Drive, asked the Council to really think, discuss and
look at this project. He questioned the talk of safety issues. He talked about the
potential environmental impact on the wetlands in the area and suggested the possibility
of a boardwalk to protect the habitat. He asked the Council to meet with the
homeowners who will be the most impacted to get a sense and feel for what this is all
about.
Mr. Pogge said the boardwalk option had been discussed and wetland impacts
evaluated and that the proposed route is not in a wetland and the cost of a boardwalk
did not seem like a feasible option given that fact; Assistant Engineer Kraftson said both
upfront and long-term maintenance costs are higher for a boardwalk versus paved trail.
Councilmember Cook spoke of the pristine nature of the area and that she understood
the concerns about environmental impact as well as the desire to have the area
accessible to the entire community. She asked if there is any' way to mitigate the impact
on the Mutter property; Mr. Pogge said a license allowing the existing encroachment
would be important to provide some kind of legal protection. City Attorney Magnuson
described several other options, including easement or vacation of a portion of the
property.
Mayor Harycki expressed a concern about the 12" buffer by the Voves property. Mr.
Pogge explained the restrictions in the area, but that it may b.e possible to get another
6" or so in buffer. Councilmember Cook asked about measures to save some of the
impacted trees; Mr. Pogge stated they will be working with a trees service and City
Forester to determine which trees have the best chance of survival and may move
some to the Voves property if they wish. Councilmember Roush asked Mr. Pogge if he
believed due diligence had been given to the alternate route, Option 3; Mr. Pogge said
he believed that had been the case.
Motion by Councilmember Polehna, seconded by Councilmember Gag to support the trail as
recommended by the Park Commission. All in favor.
Discuss comments received on the draft 2030 Comprehensive Plan
Community Development Director Turnblad noted that there are two items that need to
be dealt with before the final Comprehensive Plan is submitted to the Metropolitan
Council. The first item is to the review comments from surrounding area governmental
agencies. He said the approved draft was mailed to the various agencies in December;
all comments have been returned from agencies required to comment. He stated what
is before the Council is a spread sheet of every comment returned to the City; the
Planning Commission went through the list and provided a response and indication
whether the comments required a Comp Plan change. The Planning Commission has
approved all of the responses, and most do not require a plan change. He stated that
the Planning Commission is recommending that the Council accept these responses.
Page 9 of 13
City Council Meeting
May 15, 2009
Councilmember Gag, Council liaison to the Planning Commission, stated that the
Planning Commission felt very comfortable with what staff had recommended. No action
was required, and none taken.
Discuss adiustments to the draft 2030 Comprehensive Plan land use map
Community Development Director Turnblad reviewed changes to the land use map that
must be made to reflect the new 2030 Comprehensive Plan. He stated the land use of
85 parcels needs to be changed to be consistent with the new Plan text. Mr. Turnblad
specifically spoke to Area J in the memorandum, a cluster of about six parcels on the
south side of Orleans and Greeley with many different uses. The Planning Commission
recommended that the area be guided for high density residential, which would be
consistent with properties across the street and to the north; the other option, would be
to guide the properties as medium density residential. He spoke to several other
changes that he said were primarily due to oversight.
Motion by Mayor Harycki, seconded by Council member Gage to approve the land use map
dated May 19, 2009, including the guidance for Area J as high density. All in favor.
Downtown Sidewalk Sian Policy
a. Status of Downtown Sidewalk Sian & consider refunds of sidewalk permits
b. Consider request by River Market Co-op for a second sandwich board sian
Planner Mike Pogge provided an update on the number of businesses that have applied
for, received and paid for sandwich board signs in the downtown. Sixteen businesses
have paid for the 2009 sign permits, six businesses have signs and have either not
applied for a permit or have signs that do not meet guidelines. He stated with the
Council's recent decision not to require a fee for the sandwich board sign permit, staff is
recommending that the Council consider refunding all sign permit fees, a total of $800.
Mr. Pogge also asked that Council review a request from River Market Co-op for a
second sidewalk sign; he noted this request does not follow policy, which allows just
one sign per business. He stated staff feels that the Co-op request is unique in that the
signs are on opposite sides of the building, at separate entrances and cannot be seen
at the same time.
Councilmember Gag reviewed the discussions, actions and efforts of many people on
the task force that led up to the sidewalk sign policy and that he hoped the Council
would not be talking about this issue in 6 months. He also stated that he did not think
the Council was the body to make the decision regarding the River Market request,
noting the Council has huge budget issues to decide.
Councilmember Gag reviewed the history that went into the decision to implement the
fee and stated that businesses were involved in the decision.
Mayor Harycki spoke to the downturn in the economy and the impact on businesses.
Page 10 of 13
City Council Meeting
May 15, 2009
Jennifer Severson, executive director of the Greater Stillwater Chamber, spoke of the
support for a positive business environment, including lower fees and taxes, but also
noted the Chamber was anticipating the revenue from the new fees for beautification;
she noted the Chamber did not do any fundraising for beautification efforts this summer
in anticipation that the new fees would be available. Ms. Severson said she did not have
an opinion either way, and that the Chamber could make things work regardless of this
decision. <
Councilmember Polehna spoke of the need for consistency, referring to the Council's
expressed concern the cost of invoicing for investigation fees but isn't looking at the
cost involved in refunding the sign permit fees. Councilmember Roush said he was not
in support of any new taxes and was in support of refunding and abolishing the
(sidewalk sign) fee.
Motion by Councilmember Roush, seconded by Mayor Harycki to refund the fees paid and
abolish the fee required for sandwich board signs. After additional discussion, Councilmember
Gag called the question. Motion passed 3-2 (Ayes: Mayor Harycki and Councilmembers Cook
and Roush; Nays: Councilmembers Gag and Polehna).
It was agreed to defer the decision regarding the River Market Co-op to staff. City
Attorney Magnuson suggested the City could amend the ordinance to reflect that the
planner has the decision-making authority regarding sidewalk sign requests, with appeal
to the Council.
Possible appointment to Special Event Task Force
City Clerk Ward reviewed the status of the applications for the special events task force.
Deadline for application was April 30, with one application received from Vienette Olson
of Trade Winds Spice Company and no applications for the at-large citizen
representative on the committee. City Clerk Ward said she would continue to advertise
for applicants on the web site and local newspaper.
Motion by Councilmember Cook, seconded by Councilmember Gag to appoint Vienette Olson
to the Special Event Task Force. All in favor. .
Possible approval of feasibilitv report and call for hearinQ for mill and overlav proiect
Assistant Engineer Kraftson stated this is related to the good bids received for this
year's street improvement project. The bid came in at $1,002,9787,23% below the
engineer's estimate, resulting in about $306,000 remaining in the street project budget
that staff is recommending be spent on mill and overlay projects. Mr. Kraftson reviewed
the proposed streets, existing conditions, costs and financinglproposed assessments.
Staff provided three options for the Council's consideration - mill and overlay of Tuenge
Drive, Shelton Drive, Westridge Circle and Eastridge Court; mill and overlay of Second
Street between Wilkins and River Heights Drive; or all of the above streets. Mr. Kraftson
Page 11 of 13
City Council Meeting
May 15, 2009
noted that doing all of the streets would leave little in project contingency funds. Mayor
Harycki asked about state aid funds; Public Works Director Sanders stated the City has
$8,000 in state aid funding, but that he could inquire, as suggested by the Mayor, about
borrowing against future funds. During discussion, Public Works Director Sanders
pointed out that the Council could decide to do only one of the mill and overlay projects
s,hould unexpected problems with soils, etc. be encountered in the street reconstruction.
Motion by Councilmember Polehna, seconded by Councilmember Roush to adopt Resolution
2009-83, resolution receiving report and calling hearing on 2009 Mill and Overlay Project
(Project 2009-08).
Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki
Nays: None
COUNCIL REQUEST ITEMS
Councilmember Cook said she would like the City to get up to speed on the ash tree
infestation. Public Works Director Sanders stated the city has been conducting a tree
inventory of boulevards and parks to determine the percentage of ash trees.
Councilmember Gag asked City Administrator Hansen to provide some details of the
"pain" that will be felt with the cuts when he reports to the Council on 2009 budget
revision at the second meeting in June.
Councilmember Roush asked for information about a 4-Her who is keeping goats on a
property on North Owens. Community Development Director Turnblad stated City Code
specifically prohibits the keeping of farm animals on properties of less than 3 acres, and
goats are defined by code as a farm animal.
ADJOURNMENT
Motion by Councilmember Polehna, seconded by Councilmember Cook to adjourn at 10:50
p.m.
Ken Harycki, Mayor
ATTEST:
Diane F. Ward, City Clerk
Resolution 2009-80, directing payment of bills
Page 12 of 13
City Council Meeting
May 15, 2009
Resolution 2009-81, approval of agreement with Karen L. R!chtman, Service on a
Shoestring
Resolution 2009-82, approval of Municipal License for 1924 1 st Street N
Resolution 2009-83, resolution receiving report and calling hearing on 2009 Mill and
Overlay Project (Project 2009-08)
Page 13 of 13
Stillwater AdHoc Benchmarking
Committee
Scope
Review the city's budget and compare
Stillwater with other area cities to find
opportunities for improving efficiency
Stillwater Gazette Feb 11, 2009
,5tillwater
....~
fill. Ilr..,I,e. If ..".,.,t, ')
Benchmarking Committee
. Van Brostrom
. Stan Miller
. Jenna Fletcher
. Dick Paukert
. Scott Harvey
. Delayne Strand
. Adam Johnston
. Paul Valerius
,5tillwater
"'"~.
TII' elrU,l.e, If M.""'l' ')
Cities Benchmarked
Criteria:
- Familiar towns
- Minnesota
- Similar number of citizens
- Similar characteristics
- Tourists
- River ( or lake)
r~illwater
....~
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Cities Benchmarked
. Alexandria
. Forest Lake
. Hastings
Lake
. Criteria
- Familiar
- # of Citizens
Characteristics
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Northfield
Red Wing
White Bear
- Minnesota
- Similar
STATE OF MINNESOTA
Office of the State Auditor
Minnesota City Budgets - 2007 Actual
,5tillwater
....~
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Data Sources
. Minnesota State Auditor
. Minnesota City Budgets
.
. 2007 Actual
,5tiI Iwater
....~
TI. 1I1f1ll,II,. .f .......1. ')
Expenditures - Minnesota, Stillwater & Several other Cities - 2007 Actual
~ Popu- Current Ex enditures Total Debt Service Total
Iation General Public Streets Sani- Cullura Housing & 8!L Total Capital Principal Interest Expen -
Govern- ~ & High. tal ion &Rec- Econorric Other Current Q!!lliy Pay- Pay- ditures
men! ~ ~~ Expen - ments ments
ditures
Minnesota 4,278,287 $474 $1.155 $43Q $23 $400 $358 $142 $3,05 $1,412 $574 $270 $5.317
7 Cities 130,499
Alexandria** 11,481
Forest Lake 17.494
Hastings 22.439
Northfleld 19,859
Red Wing 16,338
Stillwater 16,112
White Bear l 24,776
( deri-.ed from abo\e )
Minnesota 4.278.287 111 270 103 lOB 84 33 71 330 134 6' 1243
7eities 130,499
Alexandria 11,481
Forest lake 17,494
Hastings 22,439
Northfield 19,859
Red Wing 16,338
Stillwater 18,112
White Bear L 24,776
Minnesota and 811 Cl~es ellCl!lptAlell8ndlia lr'o'W'N.osa.state.mn.us
Stale 01 Mnnesola - Otflce olthe State Auditor Jan 1.,2009
Minnesota City Finances - 2007 Revenues. Eltpendilures 8. Debt
,5ti Ilwa tef6-CI""'"'',"Of''P,"d'f"'''-Go~''m'"talF""d'-~IC'''''
~-
TIlt ~,Itl'I'" ., Illlll...... ')
"Aleundne 2007 Actual based on table on page 59 oftle City
Of Alexendna websl" wwv.-.cl.alexandria,mn us )-
cttydepanmenl$ > edmlni$lI'abon > admlnistrationlinence >
finanCial reports> 2007 Fmancial Stalements > pege 59
Expenditures - Minnesota, Stillwater & Several other Cities - 2007 Actual
~ Popu ~ Current Ex enditures Total Debt Service Total
lation General Public Streets Sani- Cu~ure Housing & 8!L Total Capital Principal Interest Expen -
Govern - ~ & High- tation &Rec- Economic ~ Current Q!!lliy Pay- Pay- ~
.!!lmJL 'ti.m. ~ ~ Expen - ments ments
d~ures
Minnesota 4,278,287 $474,4 $1.155.4 $438.8 $22,6 $400.2 $1.411.7 $573.8 $279,0 $5.316.6
7 Cities 130,499 14.24 29.91 14.25 0.27 12.72 3.43 4.07 25.37 14.89 5.06 124.23
Alexandria.. 11,481 1.588 2,766 3,223 0.009 1.195 0.000 1.944 0.713 0,533 0.603 12.574
forest Lake 17,494 1,222 4,004 1.373 0.150 0.332 0.740 0.000 3300 0,858 0.202 12.072
Hastings 22,439 2.006 8,015 1,544 0.076 2.365 0.271 0.000 5.986 5,590 1.255 25.170
Northfield 19,859 2.463 3.834 1,646 0.000 2.533 0.046 0,658 3.737 2.194 1.007 18.119
Red Wing 16,338 3.018 4.Q75 4,051 0.039 2.835 1.038 0.749 2,614 1.513 0.472 21.304
Stillwater 18,112 2.719 3.802 1,626 0.000 2.912 1,004 0.000 4,239 3.835 1.226 21.454
White Bear l 24,776 1.165 4.426 0,791 0.000 0.550 0.242 0.718 4,786 0.565 0.295 13.539
( deri-...ed from above )
Minnesota 4,278,287 110.89 270,06 102.56 5,28 107.57 83.77 33.24 329.97 134,12 65.21 1242,69
7 Cities 130.499 100.13 229,21 100.22 2.10 97.49 26.29 31,18 104.44 114.00 38.77 051.97
Alexandria 11,481 138.32 240.'il2 280.72 0.76 104,00 0.00 169.32 62.10 46.42 52.52 lOQ5.17
Forest lake 17,494 69.85 234.02 78.48 8,57 18.98 42.30 0.00 18862 37.61 11.55 600,07
Hastings 22.439 'il2.07 268.06 68.81 3.39 105.40 12.08 0.00 266.77 24912 55.93 1121.71
Northfield 19,859 124,02 193,06 82.88 0.00 127.55 232 33,13 188.18 110,48 SO.70 012.38
Red Wing 16,338 184.72 30460 247.95 2.30 173.52 63.53 45,84 160,00 92.61 28,80 1303.95
Stillwater 16,112 150,12 2OQ,92 89.75 0.00 160.78 00.40 0.00 234,04 211.74 67.e9 1184.52
White Bear l 24,776 47.02 178,64 31.93 0.00 22.20 ..n 28.98 HI3.17 22.80 11.91 546,40
MnnesotaandellcibesexeeptAlell8ndria www,osa.$late.mn.u$ "Alexandfla 2007 Actual basad on table on page 59 oflhe City
State olMnnesola - Offl~ oflhe Stale Auditor Jan 14.2009 Of Ale xendrie web site wwwcl.aleX8ndnsmnus:o
Mnnesota City Finances - 2007 Revenues, El<pE!nditules & Debt cilydepartments:o adminislfellon ,. edministfallonlfinance"
Table 16 - Classification of Expenditures. _ Governmental Funds _ All Cities financielreports >2007 FinancleIStlItemen\$>page8&
,5tillwater
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1600
Expenditures - All Minnesota Cities - $'s in millions
1400
12001
1000 I
800 t
I
600 I
I
~I I II
II
I
Pub Safety Sanitation Hausg & EC Capital Outlay Interest Pay
Gen Gov Pub Works Culture & Rec Other Current Principal Pay
350
300
250
~ 200
.0
~
~ 150
..
All Minnesota Cities - Expenditures
':1 I_II
II
I
GenGov F\lbSafety F\JbWorks Sanitation Cullure&Rec Housg&EC Other Qmenl CapitalCMlay Pri1e~aIPay htereSlPay
200.00
FORMAT FOR CHARTS
180.00
Expenditures - Benchmarks - 2007. $'s per Citizen
160.00
140.00
120.00
100.00
80.00
60.00
40.00
20.00
0.00
7 Cities
Minnesota city
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7 Cfties
Minnesota
FORMAT FOR CHARTS
Expenditures . Benchmarks & Cities
I
II
city low city middle cfty high
cfty lowest city cfty city highest
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Expenditures - $ per Citizen
General Government
7 Cities
Minnesota
Forest lake Alexandria Stillwater
White Bear lake Northfield Hastings Red Wing
I
Forest Lake Northfield Stillwater
White Bear Lake Hastings Alexandria Red Wing
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7 Cities
Minnesota
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Public Safety
Northfield Forest lake Hastings
White Bear lake Stillwater Alexandria Red Wing
Streets & Highways ( Public Works)
\5000,
7 Cities
Minnesota
~~a}el~
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III!
I
Hastings NorthfNlld Red Wing
White Bear lake Forest lake Stillwater Alexandria
7 Cities
Minnesota
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20000 I
160.00 -~
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40.00'1-
I
0001
I
Sanitation
u
II
I
Stillwater Alexandria Hastings
Northfield White Bear lake Red Wing Forest lake
Culture & Recreation
7 Cities
Minnesota
~I~ater
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II
White Bear lake Hastings Stillwater
Forest lake Alexandria Northfield Red Wing
Housing & Economic Development
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7 Cities
Minnesota
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II
-
Northfield Hastings Stillwater
Alexandria White Bear Lake Forest Lake Red Wing
All Other Expenditures
14000!
12Q.OO +
I
; 100001
N
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I
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7 Cities
Minnesota
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*
III
Hastings White Bear Lake Red Wing
Stillwater Forest Lake Northfield Alexandria
Total Current Expenditures
c: I
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200,001
7 Cities
Minnesota
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Total Capital Outlay - Expenditures
7 Cities
Minnesota
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Forest Lake Northfleld Alexandria
White Bear Lake Hastings Stillwater Red Wing
I
Red Wing Forest Lake Stillwater
Alexandria Northfield White Bear Lake Hastings
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Debt Service - Principal Payments
7 Cnies
Minnesota
TIll 81r11l,I,cl I' ..........
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1.1
.
Forest Lake Red Wing Stillwater
WMe Bear Lake Alexandria Northfield Hastings
Debt Service. Interest Payments
"
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7 Cities
Minnesota
II
Forest Lake Northfield Hastings
White Bear Lake Red Wing Alexandria Stillwater
Observations
. Stillwater is typical in 2 of 8 categories:
. Public Safety
. Public Works
. Stillwater is high in 6 of 8 categories:
. General Government Capital Outlay
. Culture & Recreation Principal Payments
. Housing & Eco Devel Interest Payments
,~illwater
....~
1", 11r..,I.,. " .""'1" ')
Things to Consider
. Establish benchmarks in each category and
measure annually
. Review Stillwater benchmarks quarterly
. Strive for level, not growing, debt service each
year
. Consider refinancing bonds for lower interest
rates
,~illwater
....~
TI. IlrU,.". If ......... ')
Things to Consider (con't)
. Consider not building state aid into the budget - it.
is risky revenue
. Obtain cost saving ideas from city staff (Savage
did this and got 100 ideas)
. Explore tools such as CitiStat and IntelliGov
Dashboard that allow close monitoring of key
operations such as 311, 911, overtime hours, pot
holes reported
,~illwater
....~
Till Blfll,I"1 If ..In...." ')
Things to Consider (con't)
. Explore "shared services" with neighboring
communities. Shared services are an unsung,
but important, tool to generate efficiencies and
cost savings. Before doing anything new (new
hires, new equipment), check if another town or
school district can share.
. Explore collective purchasing
,~illwater
....~
fill Ilrll,I'CI If lill....... ')
Next Steps
. Present findings to others
. Feedback
. Drill Down
. Further work
. Update to 2008 Actual in Jan 2010 when info available
,~illwater
...~,
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LIST OF BILLS
EXHIBIT II A" TO RESOLUTION #2009-84
Admin-IPA
Aramark Uniform Services
Aspen Mills
Beberg Don
BOEC for Ziegler Rental
Boyer Ford Trucks
Bryan Rock Products, Inc.
Carquest Auto Parts
CATCO Parts and Service
Chi-Dogs Inc.
City of White Bear Lake
Clark, Luann
Cole Papers
Collaborations
Comcast
Dragonfly Gardens
Ertle Melinda
Flattop, LLC
Flexible Pipe Tool Co.
GCR Minneapolis Truck Tire Ctr
Hansen Steve
Happy Bridge LLC
Hartland Fuel Products, LLC
Heritage Printing, Inc.
Historic Courthouse Washington County
J & L Electrical Services
J.H. Larson Electric
Lehmoine Chyrisse
Lens Family Foods
Luna Rossa
Mac Queen Equipment Inc.
Menards
MnFIAM Book Store
Newman Signs
OnSite Sanitation
OUR Designs, Inc.
Palas Mark
Polfus Implement
Postmaster
Pulp Fashion, LLC
River States Truck and Trailer, Inc.
Roberts Company, Inc.
Schell Scott
Shilts Cindy
Data Practices Workshop
Towels & Mops
Uniforms
Refund Sidewalk Sign Permit
Caterpillar Loader - Council appr 3/3/09
Front Spring Assembly and Pin for Sterling
Agg Lime
Equipment Repair Supplies
Brake Chamber
Refund Sidewalk Sign Permit Fee
Confined Space Technician Education
Cleaning City Hall & Public Works
Garbage bags, toilet bowl mop and gloves
Refund Sidewalk Sign Permit Fee
Cable
Shrubs & Plants
Park Deposit Refund Washington Square
Refund Sidewalk Sign Permit
Sewer hose and carbide wheel
Turf Tires
DARE Graduation Refreshments
Refund Sidewalk Sign Permit
Fuel
Ice Skating Program
Refund Sidewalk Sign Permit Fee
Lily Lake Lift Station Repair
Equipment Repair Supplies
Dare Graduation Refreshments
Refund Sidewalk Sign Permit Fee
Refund Sidewalk Sign Permit Fee
Leader Hose
Mop Heads
Confined Space Entry & Rescue Manual
Sign Supplies
Unit Rental Spring Art Fair
Custom Badges
Beaver Control Work-Trapping
Equipment Repair Supplies
1st Class Postage Permit # 206
Refund Sidewalk Permit Fee
Equipment Repair Supplies
Name Bars
Reimburse work boots
ASH RAE Users Manual MN Energy Code
95.00
491.69
77.28
50.00
111,116.78
1,191.46
925.54
334.19
73.40
50.00
125.00
1,057.50
369.60
50.00
64.18
1,058.10
100.00
50.00
1,862.11
234.30
85.45
50.00
9,122.78
1,198.13
50.00
183.18
205.91
138.38
50.00
100.00
213.88
967.76
40.47
50.00
428.38
224.00
100.00
56.76
185.00
50.00
57.17
98.40
19.75
203.00
EXHIBIT" A" TO RESOLUTION #2009-84
Sun Newspapers
Supreme Bean
T.A. Schifsky & Sons, Inc.
Tessman Seed Co. - St. Paul
Viking Industrial Center
LIBRARY
Baker & Taylor
Baker & Taylor 2
Betsy Bowen Studio
Comcast
Greater Stillwater Chamber of Commerce
Kaas, Jason
Menards
Olson, Rebecca
Random House
Recorded Books
Toshiba
Washington County Library
Page 2
2009 Street Seal Coat Project
Refund Sidewalk Sign Permit
Asphalt
125 Bags 27 0 3 Chemicals
Oxygen Sensor
Library Materials
Library Materials
Art
Telecommunications
Membership
Refund
Janitorial Supplies
Cleaning Services
Audio Books
Audio Books
Maintenance Contract
Telecommunications
58.32
50.00
2,812.61
3,196.60
227.23
696.84
94.82
940.00
49.90
170.83
50.00
42.67
404.14
104.00
6.95
67.01
765.00
STAFF REQUEST ITEM
I Deparbnent: Fire
I Date: May 26, 2009
DESCRIPTION OF REQUEST (Briefly outline what the request is)
Council approval for Fire Chief to renew a two (2) year professional services
agreement with Regions Hospital Emergency Medical Services to provide
continuing EMS education for Fire Department personnel.
Regions EMS is the medical direction for SFD staff and all Department personnel
are required to maintain a minimum level of EMS continuing education per year
to remain certified. This agreement assures personnel are meeting the minimum
State certification requirements.
FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with
this request and the proposed source of the funds needed to fund the request)
The cost for the two year agreement is $1,872.00 and is outlined on page three
of the attached contract. The Department includes annual professional services
contract costs in the line item operations budget and has the funds to pay for this
service.
ADDITIONAL INFORMATION ATTACHED Yes X No
ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK
A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY
SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE
COUNCIL MATERIAL PACKET.
Submitted by: Stuart W. Glaser, Fire Chief
Date: May 26,2009
CONTINUING MEDICAL EDUCATION AGREEMENT
BETWEEN
REGIONS HOSPITAL,
THROUGH REGIONS HOSPITAL EMERGENCY MEDICAL SERVICES
AND
STILLWATER FIRE DEPARTMENT
THIS CONTINUING MEDICAL EDUCATION AGREEMENT ("Agreement"),
effective April 1. 2009 ("Effective Date"), is between the Regions Hospital,
("Regions"), through its Regions Emergency Medical Services Program ("Regions
EMS"), and Stillwater Fire Department (the "Agency").
Regions and Agency, in consideration of the mutual terms and conditions,
promises, covenants, and payments hereinafter set forth, agree as follows:
SECT.ON 1- Services
1.1 CME Training. Regions EMS will provide the following Continuing Medical
Education ("CME") training to Agency providers ("Students"):
a. Basic Life Support ("BLS") CME to cover twenty-four (24) hours of the two-
year education requirement for EMT-Basic Technicians to satisfy the
Minnesota State re-certification requiremehts.
b. Conduct skills testing as part of the CME training
c. Provide multiple CME training sessions within a Contract Quarter (as defined
below) for Students to have more than one option for attending. For purposes
of this Agreement "Contract Quarter" means each three-month period of the
term of this Agreement beginning on the Effective Date.
d. BLS CME that challenges Students, and uses reasonable efforts to ensure
diversity with respect to instructors and resources
1.2 Scheduling. Regions EMS will provide unique CME in the areas noted above on
a quarterly basis (I.e., four (4) Contract Quarters per year) following the academic
calendar for Minnesota State registration purposes. The CME cycle begins April
of each year. A session will be 3.0 hours in length.
1.3 Number of Trainees. Each CME training session will be open to a maximum of
twenty-four (24) Students, unless otherwise agreed to by the parties. Agency will
provide Regions EMS with a roster of expected Students to allow Regions EMS
to coordinate the attendance of providers from other services.
1.4 Attendance Reports. Regions EMS will provide accurate reports of Students
attendance at the training sessions for re-certification.
1.5 Training Site. Except as otherwise specified in Paragraph 1.2 of this Agreement,
training will be held at various locations from which the Agency students may
1.6
1.7
1.8
1.9
1.10
choose. (the "Facility"). The Facility will accommodate up to twenty:-four (24)
Students, and contain seating that is conducive to lecture, and two separate spaces
that accommodate up to twelve (8) Students, (1) Instructor, and training
equipment.
Equipment. Regions EMS will provide all reasonably necessary equipment for
the CME training sessions, including A V, manikin, etc., unless such equipment is
otherwise provided by Agency.
Evaluation and Tracking. Regions EMS will be responsible for educational
evaluation, tracking, and reporting to Agency. Regions EMS will provide
feedback to Agency on the status of attendance prior to the last CME session of
each Contract Quarter.
Agency Contact. Agency designates Tom Ballis. Deputy Fire Chief as the
primary Agency contact related to the CME training activities contemplated in
this Agreement ("Agency CME Coordinator"). The Agency CME Coordinator
will be responsible for pre-registration of the Students for BLS CME and
communication with Regions EMS regarding attendance status, pre-registration at
other training sites, and recertification reports.
Regions EMS Contact. Regions EMS designates Ellie. Wales, Education
Assist~t, as its primary contact for CME scheduling, pre-registration, tracking
issues, and recertification administrative paperwork ("Regions EMS Contact").
The Regions EMS Contact can be reached by calling 651-254-7786 or via email
at EMSEducation@HealthPartners.com.
Specific Medical Direction or Consultation Requirements. Regions is not
required to provide medical direction or consultation services under this
Agreement. Medical direction and/or medical consultation services will be
provided under a separate agreement.
SECTION 2 - Compensation
2;1 Fee. In consideration for the services provided under this Agreement, Agency
will pay Regions $93.60 (the "Fee") per Student each year during the tenn of this
Agreement. The Fee may be prorated on a quarterly basis.
2.2 Student Count. Agency's fmal Student roster count will be detennined upon the
execution of this Agreement. The Agency's roster may be increased during the
tenn of this Agreement as a result of new hire with the Agency. The Agency's
roster may be decreased during the term of this Agreement as a result of change
of employment status with the Agency. The Agency will be responsible for
communicating roster changes directly to Regions EMS. Fees will not change
during the term of the Agreement as a result of roster changes.
2
It is agreed that Agency has 10 Students and will pay Regions $936.00 per
Contract Year (as defined below).
2.3 Credit. If Agency is currently a party to a medical direction or medical
consultation agreement with Regions EMS, and wishes to continue this
Agreement, a teaching credit (prorated quarterly), will be applied against the Fee.
2.4 Payment Schedule. The billing cycle is as follows (check applicable billing
cycle) :
D Thirty days prior to start of each Contract Quarterly
D Thirty days prior to start of each Contract Year (as defmed below)
D Upon execution of this Agreement for the entire term of the Agreement
Regions EMS. will invoice Agency and Agency will pay Regions bas~d on the
billing cycle selected above.
2.5 No Referrals for Compensation. The parties agree that the Fee has been
determined in arms length bargaining, and is consistent with fair market value in
arms-length transactions. Furthermore, the Fee is not, has not been, and will not
be, determined in a manner that takes into account the volume or value of any
refehals or business otherwise generated for or with r6spect to Regions or
between the parties for which payment may be made, in \\Thole or in part under
Medicare or any state health care program or under any other payor program.
SECTION 3 - Term and Termination
3.1 Term. Thi's Agreement will commence on the Effective Date and will remain in
effect for twenty-four (24) months ("Initial Term"). Thereafter, Regions EMS
will initiate renewal of this Agreement for successive twenty-four (24) month
periods unless either party provides the other written notice of non-renewal at
least thirty (30) days prior to the end of the then current Contract Year.
For purposes of this Agreement, the term "Contract Year" will mean each
twelve (12) month period of the term of this Agreement beginning on the
Effective Date.
3.2 Termination without Cause. Either party may terminate this Agreement at any
time without cause by providing the other party written notice of termination at
least sixty (60) days prior to the date of termination. Notwithstanding the
foregoing, any termination of this Agreement pursuant to this Section will be
effective only at the end of the then current Contract Quarter. Further, no
termination pursuant to this Section may be effective prior to the end of the first
Contract Year of this Agreement.
3
3.3 Mutual Agreement. The parties may terminate this Agreement by mutual
agreement at any time; however~ no termination pursuant to this section may be
effective prior to the end of the fIrst Contract Year of this Agreement.
SECTION 4 - Miscellaneous Provisions
4.1 Students Not Employees. Neither the Students nor the Agency staff are
employees or agents of Regions for any purpose. None of the Students or Agency
staff who participate in the CME training pursuant to this Agreement are entitled
to remuneration or any other benefIts, which may have accrued~ or be available to
any employee of Regions. .
4.2 Entire Agreement. This Agreement contains the entire agreement between the
parties and supersedes any prior agreements between the parties and any of their
respective affiliates or related companies related to the subject matter herein.
This Agreement may not be changed, added to~ amended, or modifIed except by a
subsequent written instrument signed by an authorized representative of each of
the parties hereto.
4.3 Governing Law. This Agreement will be governed, construed and enforced in
accordance with the laws of the State of Minnesota, without regard to its conflict
pf laws provisions.
4.4 Notices. Any and all notices, requests, demands or other communications
required or permitted to be given by this Agreement or any agreements referred to
herein or entered into pursuant hereto, or by any rule or law, of any kind
("Notices") will be given in writing and will be deemed to have been given if and
when personally delivered, sent by fIrst class prepaid mail, by telegram, or by
facsimile, and actually received. Notices will be sent/delivered to the party at the
address set forth below or to such other address and to such other person as such
party will notify the other Party:
To Regions Hospital To Agency
Emergency Medical Services Stillwater Fire Department
640 Jackson Street #13801B City Hall
St. Paul, MN 55101 - 2595 216 N. 4th Street
Attn: Education Manager Stillwater, MN 55082
Attn: Stuart Glaser, Fire Chief
4
IN WITNESS WHEREOF, the parties have executed this Agreement on the date
indicated below.
REGIONS HOSPITAL
By:
Its:
Date:
AGENCY
By:
Its:
Date:
5
LarsenAllen
LLP
CPAs, Consultants & Advisors
www.larsonallen.com
Board of Water Commissioners
Stillwater, Minnesota
We have audited the financial statements of the Stillwater Board of Water Commissioners, for the year ended
December 31, 2008, and have issued our report thereon dated April 30, 2009. Professional standards require that
we provide you with the following information related to our audit.
Our Responsibility under U.S. Generally Accepted Auditing Standards
As stated in our engagement letter dated January 7, 2009, our responsibility, as described by professional
standards, is to express opinions about whether the financial statements prepared by management with your
oversight are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting
principles. Our audit of the financial statements does not relieve you or management of your responsibilities.
1. Our responsibility is to plan and perform the audit to obtain reasonable, but not absolute, assurance that
the financial statements are free of material misstatement.
2. As part of our audit, we considered the internal control of the Stillwater Board of Water Commissioners.
Such considerations were solely for the purpose of determining our audit procedures and not to provide
any assurance concerning such internal control.
3. We are responsible for communicating significant matters related to the audit that are, in our professional
judgment, relevant to your responsibilities in overseeing the financial reporting process. However, we are
not required to design procedures specifically to identify such matters.
4. We are responsible for communicating matters regarding the provisions of the Minnesota Legal
Compliance Audit Guide for Local Government, promulgated by the State Auditor pursuant to Minnesota
Statute ~6.65.
Other Information in Documents Containing Audited Financial Statements
Our audit opinion, the audited financial statements, and the notes to financial statements should only be used in
their entirety. Inclusion of the audited financial statements in a client prepared document, such as an annual
report, should be done only with our prior approval and review of the document. Our responsibility for other
information in documents containing the entity's financial statements and report does not extend beyond the
financial information identified in the report. We do not have an obligation to perform any procedures to
corroborate other information contained in such documents.
Planned Scope and Timing of the Audit
We performed the audit according to the planned scope and timing previously communicated to you in our
meeting about planning matters on February 23,2009.
Significant Audit Findings
Qualitative Aspects of Accounting Practices
Management is responsible for the selection and use of appropriate accounting policies. The significant
accounting policies used by the Stillwater Board of Water Commissioners are described in Note I to the financial
statements. As described in Note 10 to the financial statements, the Stillwater Board of Water Commis.sioners
adopted GASB 45, Accounting and Financial Reporting by Employers for Postemployment Benefits Other Than
Pensions. Aside from the implementation of this standard, no other new accounting policies were adopted and
application of existing policies was not changed during the year audited.
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INTERN A TIONAL
LarsonAllen LLP is a member of Nexia International, a worldwide network of independent accounting and consulting firms.
Board of Water Commissioners
Page 2
We noted no transactions entered into by the Stillwater Board of Water Commissioners during the year for which
there is a lack of authoritative guidance or consensus. We noted no significant transactions that have been
recognized in the financial statements in a different period than when the transaction occurred.
Accounting estimates are an integral part of the financial statements prepared by management and are based on
management's knowledge and experience about past and current events and assumptions about future events.
Certain accounting estimates are particularly sensitive because of their significance to the financial statements and
because of the possibility that future events affecting them may differ significantly from those expected. The most
sensitive estimate affecting the financial statements was:
Management's estimate of the useful lives of capital assets is based on authoritative guidance and past
experience. We evaluated the key factors and assumptions used to develop this estimate in determining that it
is reasonable -in relation to the financial statements taken as a whole.
Management's estimate of other postemployment benefits payable is based on an actuarially determined
calculation, less actual payments incurred on behalf of retirees and an actuarially determined estimate of
implicit rate subsidy, which is the estimated increased cost of premiums due to inclusion of retirees in the
same plan as the Board of Water Commission's active employees.
The disclosures in the financial statements are neutral, consistent, and clear.
Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and completing our audit.
Corrected and Unco"ected Misstatements
Professional standards require us to accumulate all known and likely misstatements identified during the audit,
other than those that are trivial, and communicate them to the appropriate level of management. Management has
corrected all such misstatements. The following material misstatements detected as a result of audit procedures
were corrected by management:
· Adjust interest receivable to actual
· Adjust amount due from the City
· Reclassify money market funds from investments to cash
· Adjust inventory, prepaid expense, and accounts receivable to actual
· Adjust accrued wages, sick and vacation accruals, and longevity accruals to actual
· Entry to amortize bond issue costs
· Adjust special assessments to actual
· Record capital contributions, depreciation expense, and capital asset activity.
· Reclassify deferred revenue from accounts receivable
Management did not identify and we did not notify them of any uncorrected financial statement misstatements.
Board of Water Commissioners
Page 3
Disagreements with Management
For purposes of this letter, professional standards define a disagreement with management as a financial
accounting, reporting, or auditing matter, whether or not resolved to our satisfaction; that could be significant to
the financial statements or the auditors' report. We are pleased to report that no such disagreements arose during
the course of our audit.
Management Representations
We have requested certain representations from management that are included in the management representation
letter dated April 30,2009.
Management Consultations with Other Independent Accountants
In some cases, management may decide to consult with other accountants about auditing and accounting matters,
similar to obtaining a "second opinion" on certain situations. If a consultation involves application of an
accounting principle to the Stillwater Board of Water Commissioners' financial statements or a determination of
the type of auditors' opinion that may be expressed on those statements, our professional standards require the
consulting accountant to check with us to determine that the consultant has all the relevant facts. To our
knowledge, there were no such consultations with other accountants.
Other Audit Findings or Issues
We generally discuss a variety of matters, including the application of accounting principles and auditing
standards, with management each year prior to retention as the Stillwater Board of Water Commissioners'
auditors. However, these discussions occurred in the normal course of our professional relationship and our
responses were not a condition to our retention.
******
This information is intended solely for the use of the Members of the Board of Water Commissioners and
management and is not intended to be and should not be used by anyone other than these specified parties.
~'-LP
LarsonAlIen LLP
Minneapolis, Minnesota
April 30, 2009
LarsenAlleri
LLP
CPAs, Consultants & Advisors
www.larsonallen.com
Board of Water Commissioners
Stillwater, Minnesota
In planning and performing our audit of the financial statements of the Board of Water Commissioners as of and
for the year ended December 31, 2008, in accordance with auditing standards generally accepted in the United
States of America, we considered the Board of Water Commissioner's internal control over financial reporting
(internal control) as a basis for designing our auditing procedures for the purpose of expressing our opinion on the
financial statements, but not for the purpose of expressing an opinion on the effectiveness of the Board of Water
Commissioner's internal control. Accordingly, we do not express an opinion on the effectiveness of the Board of
Water Commissioner's internal control.
Our consideration of internal control was for the limited purpose described in the preceding paragraph and would
not necessarily identify all deficiencies in internal control that might be significant deficiencies or material
weaknesses. However, as discussed below, we noted certain deficiencies in internal control that we consider to be
material weaknesses.
Statement on Auditing Standards 112 (SAS 112), Communicating Internal Control Matters Identified in an Audit,
states that "a control deficiency exists when the design or operation of a control does not allow management or
employees, in the normal course of performing their assigned functions, to prevent or detect misstatements on a
timely basis." The standard further states, "a significant deficiency is a control deficiency, or combination of
control deficiencies, that adversely affects the entity's ability to initiate, authorize, record, process, or report
financial data reliably in accordance with generally accepted accounting principles such that there is more than a
remote likelihood that a misstatement of the entity's financial statements that is more than inconsequential will
not be prevented or detected by the entity's internal control."
SAS 112 further states that, "a material weakness is a significant deficiency, or combination of significant
deficiencies, that results in more than a remote likelihood that a material misstatement of the financial statements
will not be prevented or detected by the entity's internal control." Pursuant to the guidance provided in SAS 112,
we believe that the following deficiencies constitute material weaknesses:
Limited Segregation of Duties
Due to the Board of Water Commissioner's limited number of office personnel, segregation of the accounting
functions that is necessary to ensure adequate internal accounting control may not be possible. This is not unusual
in an operation the size of the Board of Water Commissioners; however, the Board of Water Commissioners
should constantly be aware of this condition and realize that the concentration of duties and responsibilities in a
limited number of individuals is not desirable from an accounting point of view. This area should be reviewed
periodically and consideration given to improving the segregation of duties. In making this review, it is most
important to consider the benefit derived as weighed against the cost of the improvements.
Management believes it is currently not economically feasible for the Board of Water Commissioners to hire
additional staff in order to adequately segregate all incompatible duties. Therefore, the Board. of Water
Commissioners needs to be sufficiently involved in the oversight process and controls and responsibilities should
be reviewed periodically.
__ LarsonAllen LLP is a member of Nexia International, a worldwide network of independent accounting and consulting firms.
INTERNATIONAL
Board of Water Commissioners
Page 2
Material Audit Adjustments - Internal Control over the Financial Reporting Process
Management is responsible for establishing and maintaining internal controls, including monitoring, and for the
fair presentation in the financial statements in accordance with U.S. generally accepted accounting principles.
Management is responsible for the accuracy and completeness of all financial records and related information.
Their responsibilities include adjusting the financial statements to correct material misstatements.
As part of the audit, we proposed the following journal entries:
· Adjust interest receivable to actual
· Adjust amount due from the City
· Reclassify money market funds from investments to cash
· Adjust inventory, prepaid expense, and accounts receivable to actual
· Adjust accrued wages, sick and vacation accruals, and longevity accruals to actual
· Entry to amortize bond issue costs
· Adjust special assessments to actual
· Record capital contributions, depreciation expense, and capital asset activity
· Reclassify deferred revenue from accounts receivable
These entries relate to internal controls over the year-end close-out process. The absence of a complete control
procedure or process in this area is considered a material weakness because the potential exists that a material
misstatement of the financial statements could occur and not be prevented or detected by the Board of Water
Commissioner's internal control processes.
Oversight of the Financial Reporting Process
Management is responsible for establishing and maintaining internal controls and for the fair presentation of the
financial position, results of operations, cash flows, and disclosures in the financial statements, in conformity with
U.S. generally accepted accounting principles (GAAP). The Board of Water Commissioners does not have a
system of internal controls that would enable management to conclude the financial statements and related
disclosures are complete and presented in accordance with GAAP. As such, management requested us to prepare
a draft of the financial statements, including the related footnote disclosures. The outsourcing of these services is
not unusual in organizations of your size and is a result of management's cost benefit decision to rely on our
accounting expeltise rather than incurring this internal resource cost.
******
This communication is intended solely for the information and use of management, the Board of Water
Commissioners and the Office of the State Auditor of Minnesota and is not intended to be and should not be used
by anyone other than these specified parties.
~I-LP
LarsonAllen LLP
Minneapolis, Minnesota
April 30, 2009
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
FINANCIAL STATEMENTS AND
SUPPLEMENTARY INFORMATION
YEARS ENDED DECEMBER 31, 2008 AND 2007
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
TABLE OF CONTENTS
YEARS ENDED DECEMBER 31, 2008 AND 2007
INTRODUCTORY SECTION
ORGANIZATION SCHEDULE
FINANCIAL SECTION
INDEPENDENT AUDITORS' REPORT
MANAGEMENT'S DISCUSSION AND ANALYSIS
BASIC FINANCIAL STATEMENTS
BALANCE SHEETS
STATEMENTS OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS
STATEMENTS OF CASH FLOWS
NOTES TO BASIC FINANCIAL STATEMENTS
REQUIRED SUPPLEMENTARY INFORMATION
SCHEDULE OF FUNDING PROGRESS FOR POSTEMPLOYMENT BENEFIT PLAN
SUPPLEMENTARY INFORMATION
SUPPLEMENTARY SCHEDULES OF OPERATING EXPENSES
OTHER REPORTS SECTION
REPORT ON MINNESOTA LEGAL COMPLIANCE
SCHEDULE OF FINDINGS
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Name
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
ORGANIZATION SCHEDULE
DECEMBER 31, 2008
Title
Board of Commissioners
President
James O'Brien
Robert Thompson
Adam Nyberg
Treasurer
Vice-President
Member
Larry Hansen
Officers
Robert Benson
Manager
(1 )
Term Expires
2009
2011
2010
Appointed
Appointed
LarsenAllen
LLP
CPAs, Consultants & Advisors
www.larsonallen.com
INDEPENDENT AUDITORS' REPORT
Board of Water Commissioners
Stillwater, Minnesota
We have audited the accompanying financial statements of the Board of Water Commissioners, a
component unit of the City of Stillwater, as of and for the years ended December 31,2008 and 2007, as
listed in the table of contents. These basic financial statements are the responsibility of the Board of
Water Commissioner's management. Our responsibility is to express an opinion on these basic financial
statements based on our audits.
We conducted our audits in accordance with U.S. generally accepted auditing standards. Those
standards require that we plan and perform the audit to obtain reasonable assurance about whether the
financial statements are free of material misstatement. An audit includes examining, on a test basis,
evidence supporting the amounts and disclosures in the financial statements. An audit also includes
assessing the accounting principles used and significant estimates made by management, as well as
evaluating the overall financial statement presentation. We believe that our audits provide a reasonable
basis for our opinion.
In our opinion, the financial statements referred to above, present fairly, in all material respects, the
financial position of the Board of Water Commissioners, as of December 31, 2008 and 2007, and the
results of its operations and its cash flows for the years then ended in conformity with U.S. generally
accepted accounting principles.
The management's discussion and analysis and schedule of funding progress as listed in the table of
contents is not a required part of the basic financial statements but is supplementary information
required by U.S. generally accepted accounting standards. We have applied certain limited procedures,
which consisted principally of inquiries of management regarding the methods of measurement and
presentation of the required supplementary information. However, we did not audit the information and
express no opinion on it.
Our audits were conducted for the purpose of forming an opinion on the financial statements taken as a
whole. The supplementary schedules of operating expenses as listed in the table of contents as
supplementary information are presented for purposes of additional analysis and are not a required part
of the basic financial statements. Such information has been subjected to the auditing procedures
applied in the audits of the basic financial statements and, in our opinion, is fairly stated, in all material
respects, in relation to the basic financial statements taken as a whole.
~'-LP
LarsonAllen LLP
Minneapolis, Minnesota
April 30, 2009
I'~~~~~
~~ ~...-. ~.:.
INTERNATlONAL
(2)
LarsonAllen LLP is a member of Nexia International, a worldwide nelwork of independent accounting and consulting firms.
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
MANAGEMENT'S DISCUSSIONS AND ANALYSIS
DECEMBER 31,2008
This section of the Board of Water Commissioners' (the Commission) annual financial report presents
the analysis of the Commission's financial performance during the fiscal years ended December 31,
2008 and 2007. Please read it in conjunction with the financial statements, which follow this section.
The Management's Discussion and Analysis (MD&A) is an element of Required Supplementary
Information specified in the Governmental Accounting Standard Board's (GASB) Statement No. 34 _
Basic Financial Statements - and Management's Discussion and Analysis - for State and Local
Governments.
Overview of the Financial Statements
The Board of Water Commissioners is a component unit of the City of Stillwater, Minnesota, and is
responsible to account for the distribution of water services to the residents of the City. The annual
report of the Commission includes the basic financial statements, the independent auditors' report,
notes that explain in more detail information in the financial statements and this management's
discussion and analysis report. The report also includes supplementary information for operating
expenses.
Basic Financial Statements Reauired
The financial statements report information about the Commission using accounting methods similar to
those used by private sector companies. These statements offer short and long-term financial
information about its activities.
The Balance Sheets include all of the Commission's assets, liabilities, and net assets and provides
information about the nature and amount of investments in various assets and obligations to the
Commission's creditors. It also provides the basis for evaluating the capital structure, and determining
the liquidity and financial flexibility of the Commission.
The Statements of Revenues, Expenses and Changes in Net Assets accounts for all the current
year's revenues and expenses. This statement measures the success of operations over the past year
and can be used to determine whether all costs are recovered through user fees and other charges.
This statement also measures the Commission's profitability and credit worthiness.
The Statements of Cash Flows provides information about the Commission's cash receipts and cash
payments during the reporting period. These statements report cash receipts, cash payments, and net
changes in cash resulting from operations, investing and financing activities, and reports on changes in
cash balances during the reporting period.
The financial statements also include notes that explain some of the information in the statements and
provide more detailed data.
(3)
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
MANAGEMENT'S DISCUSSIONS AND ANALYSIS
DECEMBER 31, 2008
Condensed Financial Statements
To begin our analysis, a summary of the Balance Sheets is presented below.
Table A-1
Condensed Balance Sheets
December 31,2008
2008 2007 2006
Net Utility Plant $ 11,006,624 $ 11,155,347 $ 10,439,835
Other Long-Term Assets 1,010,064 1,011,935 1,014,581
Current Assets 1,766,982 1,693,407 1,378,513
Total Assets $ 13.783.670 $ 13.860.689 $ 12.832.929
Long-Term Liabilities $ 579,604 $ 663,482 $ 750,749
Current Liabilities 280,668 212,401 222,319
Net Assets 12,923,398 12,984,806 11,859,861
Total Liabilities and Net Assets $ 13.783.670 $ 13.860.689 $ 12.832.929
A summary of the Statements of Revenues, Expenses and Changes in Net Assets is presented below.
Table A-2
Condensed Statements of Revenues, Expenses and Changes in Net Assets
Year Ended December 31,2008
2008 2007 2006
Operating Revenues $ 1,108,767 $ 1 ,282,304 $ 1,148,561
Less: Operating Expenses (1,323,501 ) (1,275,690) (1,170,780)
Operating Income (Loss) (214,734) 6,614 (22,219)
Other Income 153,326 118,502 267,289
Capital Contributions from City 999,829 142,899
Total Change in Net Assets $ (61,408) $ 1.124.945 $ 387 .969
Financial Statement Analvsis
The 2008 decrease in the net utility plant is mainly attributed to depreciation expense with no capital
contribution from the City.
Sianificant Transactions
Fiscal year 2008 was cooler and more moist, resulting in the pumping of 787,205,000 gallons of water,
which is 58,674,000 gallons less than fiscal year 2007.
(4)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
MANAGEMENT'S DISCUSSIONS AND ANALYSIS
DECEMBER 31, 2008
Budgetary Highlights
The Commission adopts an annual Operating Budget. Because of its enterprise nature, the budgets are
not operated as statutory budgets. The budget results are reviewed monthly and are used as a financial
management tool.
A summary of the 2008 and 2007 Budget Analysis is presented in Table A-3.
Table A-3
Condensed Budget Analysis
Year Ended December 31,2008
2008 2007
Budget Actual Budget Actual
Operating Revenues $ 1,287,900 $ 1,108,767 $ 1,281,700 $ 1,282,304
Less: Operating Expenses (1,392,300) (1,323,501 ) (1,323,950) (1,275,690)
Operating Income (Loss) (104,400) (214,734) (42,250) 6,614
Other Income 167,600 153,326 226,800 118,502
Capital Contributions from City 999,829
Total Change in Net Assets $ 63,200 $ (61,408) $ 184,550 $ 1,124,945
Fiscal year 2008 operating revenue was lower than 2007 due to the slow down in new development as
well as a decrease in the gallons pumped for the year. The Commission did not receive capital
contributions from the City of Stillwater. Fiscal year 2008 operating expenses were higher than 2007
due to an increase in repairs and supplies expense during 2008.
Capital Asset and Long-Term Debt Activity
The Commission made capital asset additions to utility plant, property and equipment in the amounts of
$39,802 and $1,094,555 in fiscal years 2008 and 2007, respectively. Depreciation expense was
$372,986 and $374,336 in fiscal years 2008 and 2007, respectively.
The Commission did not issue any new long-term debt during fiscal years 2008 or 2007. Payments were
made in fiscal years 2008 or 2007 in the amount of $90,000 on the current portion of principal due on
existing long-term debt. All outstanding long-term debt is issued on behalf of the Commission by the
Stillwater City Council and is backed by a pledge of net revenues of the Commission.
Other Financial Information. Next Year's Budget and Rates
The Board of Water Commissioners has identified a site for a new well and this is expected to be
completed in 2009. The water rates for 2009 have been increased to a $15.00 minimum with overage
charges of $1.65 per thousand gallons for the winter and spring quarters and $1.85 per thousand
gallons for the summer and fall quarters. .
(5)
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
MANAGEMENT'S DISCUSSIONS AND ANALYSIS
DECEMBER 31, 2008
Contact Information
This annual report is designed to provide a general overview of the Commission's finances for citizens,
customers and others. Questions concerning any of the information contained in this report and
requests for additional information should be addressed to the Board of Water Commissioners, City of
Stillwater, 204 North Third Street, Stillwater, MN 55082 or by email atwaterboard@ci.stillwater.mn.us or
by phone at (651) 439-6231.
(6)
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1 BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
') BALANCE SHEETS
DECEMBER 31, 2008 AND 2007
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2008 2007
ASSETS
1 UTILITY PLANT, PROPERTY AND EQUIPMENT
Non-Depreciable:
Land $ 4,987 $ 4,987
J Construction in Progress 184.461
Depreciable:
Equipment 589,392 569,322
1 Distribution System 15,589,263 15,570,873
Total 16,368,103 16,145,182
Less: Accumulated Depreciation 5,361.479 4,989,835
Net Utility Plant 11,006,624 11,155,347
1 OTHER ASSETS
Notes Receivable - Long-Term 1,036 1,036
Bond Issue Costs - Net Accumulated Amortization 11,782 13,653
1 Investments in Time Deposits, Designated 997,246 997,246
Total Other Assets 1,010,064 1,011,935
CURRENT ASSETS
Cash and Cash Equivalents 406,812 336,617
I Investments in Time Deposits 952,754 952,754
Due from Primary Government 98,663 110,045
Accounts Receivable 165,061 153,095
Notes Receivable - Current Portion 112 887
i Accrued Interest Receivable 48,857 60,280
Inventories 58,543 53,084
Prepaid Expenses 29,415 26,645
Net OPEB Obligation/Asset 6,765
I Total Current Assets 1,766,982 1 ,693,407
Total Assets $ 13 783.670 $ 13.860.689
j NET ASSETS AND LIABILITIES
NET ASSETS
Invested in Utility Plant, Net of Related Debt $ 10,396,624 $ 10,445,347
I Unrestricted 2,526,774 2,539.459
Total Net Assets 12,923,398 12,984,806
LONG-TERM LIABILITIES
I Compensated Absences 59,604 53,482
Revenue Bonds Payable 520,000 610,000
Total Long-Term Liabilities 579,604 663.482
i CURRENT LIABILITIES
Current Portion of Revenue Bonds Payable 90,000 90,000
Accounts Payable 97,741 29,925
Deferred Revenue 31,397 19,295
I Accrued Expenses 9,643 21,793
Accrued Interest Payable 13,589 15,482
Current Portion of Compensated Absences 38,298 35,906
Total Current Liabilities 280,668 212,401
j Total Liabilities 860,272 875,883
Total Net Assets and Liabilities $ 13783.670 $ 13.860689
See accompanying Notes to Basic Financial Statements.
(7)
(8)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
STATEMENTS OF REVENUES, EXPENSES, AND CHANGES IN NET ASSETS
YEARS ENDED DECEMBER 31, 2008 AND 2007
2008 2007
OPERATING REVENUES
Water Sales $ 1,060,593 $ 1,221,603
Other Operating Revenues 48,174 60,701
Total Operating Revenues 1,108,767 1,282,304
OPERATING EXPENSES
Production and Distribution 562,368 528,407
Service Customer Expenses 31,604 49,688
Administrative and General Expenses 356,543 323,259
Depreciation 372,986 374,336
Total Operating Expenses 1,323,501 1,275,690
OPERATING INCOME (LOSS) (214,734) 6,614
NON-OPERATING REVENUES (EXPENSES)
Interest Income 70,890 89,450
Sale of Scrap or Other Materials 2,941 6,217
Water Access Charges 88,744 34,462
Meter Rental Charges 14,386 10,401
Penalty Charges 15,075 15,290
Miscellaneous (5,719) 215
Interest Expense (32,991 ) (37,533)
Total Non-Operating Revenues 153,326 118,502
INCOME (LOSS) BEFORE CAPITAL CONTRIBUTIONS (61,408) 125,116
Capital Asset Contribution from City 999,829
CHANGE IN NET ASSETS (61,408) 1,124,945
Net Assets - Beginning of Year 12,984,806 11,859,861
NET ASSETS - END OF YEAR $ 12.923.398 $ 12.984.806
See accompanying Notes to Basic Financial Statements.
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
STATEMENTS OF CASH FLOWS
YEARS ENDED DECEMBER 31, 2008 AND 2007
CASH FLOWS FROM OPERATING ACTIVITIES
Cash Received from Customers
Cash Paid to Employees
Cash Paid to Suppliers
Net Cash Provided by Operating Activities
2008 2007
$ 1,224,385 $ 1,345,060
(367,420) (334,292)
(519,936) (568,566)
337,029 442,202
CASH FLOWS FROM CAPITAL AND RELATED
FINANCING ACTIVITIES
Construction and Acquisition of Utility Plant, Property
and Equipment
Principal Payments on Revenue Bonds
Interest Paid
Net Cash Used by Capital and Related
Financing Activities
NET INCREASE (DECREASE) IN CASH AND CASH EQUIVALENTS
(224,263) (89,726)
(90,000) (90,000)
(34,884) (39,408)
(349,147) (219,134)
(1,550,000) (1,450,000)
1,550,000 1,150,000
82,313 71,388
82,313 (228,612)
70,195 (5,544)
336,617 342,161
$ 406.812 $ 336.617
CASH FLOWS FROM INVESTING ACTIVITIES
Purchase of Investments
Redemption of Investments
Interest Received
Net Cash Provided (Used) by Investing Activities
Cash and Cash Equivalents - Beginning of Year
CASH AND CASH EQUIVALENTS - END OF YEAR
See accompanying Notes to Basic Financial Statements.
(9)
(10)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
STATEMENTS OF CASH FLOWS (CONTINUED)
DECEMBER 31, 2008 AND 2007
2008 2007
RECONCILIATION OF OPERATING INCOME (LOSS) TO
CASH FLOWS FROM OPERATING ACTIVITIES
Operating Income (Loss) $ (214.734) $ 6,614
Adjustments to Reconcile Operating Income (Loss) to
Net Cash Provided by Operating Activities:
Depreciation and Amortization 374,857 376,207
Cash Received from Other Nonoperating Income 115,427 66,292
(Increase) Decrease in Assets:
Accounts Receivable (11,966) (2,589)
Due from Primary Government 11,382 (1.903)
Notes Receivable 775 663
Inventories (5,459) 2,790
Prepaid Expenses (2.770) (562)
Net OPEB Obligation (6,765)
Increase (Decrease) in Liabilities:
Accounts Payable 67.816 (15,450)
Deferred Revenue 12,102 (1,000)
Accrued Expenses (12,150) 4,868
Compensated Absences 8.514 6.272
Net Cash Provided by Operating Activities $ 337.029 $ 442.202
NONCASH INVESTING, CAPITAL AND FINANCING ACTIVITIES
Capital Asset Contribution from City $ $ 999.829
See accompanying Notes to Basic Financial Statements.
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES
Organization and Operation
The Board of Water Commissioners (the Commission) is a component unit of the City of
Stillwater, Minnesota, created and prescribed by the City Charter. The purpose of the
Commission is to account for the distribution of water services to the residents of the City.
The City Council appoints members of the Commission and maintains annual budgetary
controls over commission-delegated financial activities. The financial statements presented
here are also included in the basic financial statements of the City of Stillwater.
The accounting policies of the Board of Water Commissioners conform to U.S. generally
accepted accounting principles.
Financial Reporting Entity
The Commission's basic financial statements include all funds, departments, agencies,
boards, commissions, and other organizations over which Commission officials exercise
oversight responsibility.
Component units are legally separate entities for which the Commission (primary
government) is financially accountable, or for which the exclusion of the component unit
would render the financial statements of the Primary Government misleading. The criteria
used to determine if the Primary Government is financially accountable for a component unit
include whether or not the Primary Government appoints the voting majority of the potential
component unit's governing body, is able to impose its will on the potential component unit,
is in a relationship of financial benefit or burden with the potential component unit, or is
fiscally depended upon by the potential component unit.
Based on these criteria, there are no organizations considered to be component units of the
Commission.
Measurement Focus and Basis of Accounting
The accrual basis of accounting is used by the Commission. Under this method, revenues
are recorded when earned and expenses are recorded when the related fund liability is
incurred. The Commission applies only those applicable pronouncements of the Financial
Accounting Standards Board issued on or before November 30, 1989 in accounting and
reporting for its proprietary operations.
The financial statements of the Commission have been prepared in conformity with
accounting principles generally accepted in the United States of America (GAAP) as applied
to governmental units. The Governmental Accounting Standards Board (GASB) is the
accepted standard setting body for establishing governmental accounting and financials
reporting principles. The GASB has issued a codification of governmental accounting and
financial reporting standards. This codification and subsequent GASB pronouncements are
recognized as U.S. generally accepted accounting principles for state and local governments
that have implemented GASB Statement No. 34, Basic Financial Statements -:- and
Management's Discussion and Analysis - for State and Local Governments. This financial
report has been prepared in conformity with GASB Statement No. 34.
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(11 )
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Utility Plant. Property. and Eauipment
Utility plant, property, and equipment are recorded at cost, or in the case of contributions, at
fair market value at the time received. Depreciation is calculated using the straight-line
method over the assets' estimated useful lives, ranging from five to fifty years.
Cash and Cash Eauivalents
For the purposes of the Statement of Cash Flows, cash equivalents are defined as short-
term, highly liquid investments that are both:
A. Readily convertible to known amounts of cash, or
B. So near their maturity that they present insignificant risk of changes in value because
of changes in interest rates.
The Commission's policy considers cash equivalents to be those that meet the above criteria
and have original maturities of three months or less.
Cash and cash equivalents consist of checking and savings accounts and cash on hand.
Accounts Receivable
It is management's judgment that losses from uncollectible customer receivables, if any, will
be immaterial; therefore, no allowance for doubtful accounts is reflected in the financial
statements. All accounts receivable are uncollateralized.
Inventories
Inventory is stated at the lower of cost (first-in, first-out method) or market.
Net Assets
Net assets represent the difference between assets and liabilities in the financial statements.
Net assets invested in utility plant, net of related debt consists of capital assets, net of
accumulation depreciation, reduced by the outstanding balance of any long-term debt used
to build or acquire the capital assets. Net assets are reported as restricted in the financial
statement when there are limitations imposed on their use through external restrictions
imposed by creditors, grantors, laws or regulations of other governments.
New AccountinQ Pronouncements
At December 31, 2008, the Water Commission adopted Governmental Accounting
Standards Board (GAS B) Statement No. 45, Accounting and Financial Reporting by
Employers for Postemployment Benefits Other than Pensions. The Water Commission
engaged an actuary to determine the Water Commission's liability for postemployment
healthcare benefits other than pensions as of January 1, 2008. See Note 10 for further
explanation.
(12)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 1 SUMMARY OF SIGNIFICANT ACCOUNTING POLICIES (CONTINUED)
Reclassification
Certain 2007 amounts in the accompanying financial statements have been classified to
conform to the 2008 presentation. The reclassification had no impact on net assets or the
change in net assets.
NOTE 2 DETAIL OF UTILITY PLANT, PROPERTY AND EQUIPMENT
The following list includes the major classes of capital assets:
2008 2007
Capital Assets, Not Being Depreciated:
Land $ 4,987 $ 4,987
Construction in Progress 184,461
Capital Assets, Being Depreciated:
Equipment:
Trucks 123,721 123,721
Office Furniture and Equipment 101,086 84,023
Shop Equipment 364,585 361,578
Distribution System:
Original Plant 145,000 145,000
Water Stations and Reservoir 3,329,611 3,324,106
Building and Vault 135,092 135,090
Standpipes 845,168 845,168
Extensions 10,546,382 10,546,382
Meters in Service 588,010 575,127
Total Capital Assets 16,368,103 16,145,182
Less: Accumulated Depreciation 5,361,479 4,989,835
Net Capital Assets $ 11,006,624 $ 11,155,347
(13)
BOARD OF WATER COMMISSIONERS "1
A COMPONENT UNIT OF THE CITY OF STILLWATER '1
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
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NOTE 2 DETAIL OF UTILITY PLANT, PROPERTY AND EQUIPMENT (CONTINUED) I
Changes in capital assets during 2008 are as follows:
Balance Balance J
December 31, December 31,
2007 Additions Deletions 2008
Capital Assets, Not ')
Being Depreciated:
land $ 4,987 $ $ $ 4,987
Construction in Progress 184,461 184,461 J
Capital Assets, Being
Depreciated Equipment 569,322 21,412 1,342 589,392
Distribution System 15,570,873 18,390 15,589,263 1
Total Capital Assets, Being
Depreciated 16,140,195 39,802 1,342 16,178,655 f
Accumulated Depreciation For: J
Equipment 402,435 35,024 1,342 436,117
Distribution System 4,587,400 337,962 4,925,362
Total Accumulated J
Depreciation 4,989,835 372,986 1,342 5,361,479
Total Capital Assets, Being
Depreciated, Net 11,150,360 (333,184) 10,817,176
Net Capital Assets $ 11,155.347 $ (148.723) $ $ 11 ,006,624 I
Changes in capital assets during 2007 are as follows:
Balance Balance J
December 31, December 31,
2006 Additions Deletions 2007
Capital Assets, Not 1
Being Depreciated:
land $ 4,987 $ $ $ 4,987
Construction in Progress 2,754 2,754 }
Capital Assets, Being
Depreciated Equipment 567,642 32,887 31,207 569,322
Distribution System 14,509,205 1,061,668 15,570,873 J
Total Capital Assets, Being
Depreciated 15,076,847 1,094,555 31,207 16,140,195
Accumulated Depreciation For: }
Equipment 396,154 35,535 29,254 402,435
Distribution System 4,248,599 338,801 4,587,400
Total Accumulated }
Depreciation 4,644,753 374,336 29,254 4,989,835
Total Capital Assets, Being
Depreciated, Net 10,432,094 720,219 1,953 11,150,360 J
Net Capital Assets $ 10.439.835 $ 720,219 $ 4,707 $ 11,155,347
(14) J
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NOTE 3
NOTE 4
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
INVESTMENTS DESIGNATED BY THE BOARD
Investments designated by the Board for specific purposes were as follows:
Designated for Future Well Construction
2008
$ 997,246
2007
$ 997,246
DEPOSITS AND INVESTMENTS
In accordance with Minnesota Statutes the Commission maintains deposits at financial
institutions which are authorized by the Commission's Board.
Custodial Credit Risk - Custodial credit risk is the risk that in the event of a bank failure, the
Commission's deposits may not be returned to it. The Commission does not have a deposit
policy for custodial credit risk and follows Minnesota Statutes for deposits.
Minnesota Statutes require that all deposits be protected by insurance, surety bond, or
collateral. The market value of collateral pledged must equal 110% of the deposits not
covered by insurance, corporate surety bonds, or collateral. Authorized collateral include:
U.S. government treasury bills, notes, or bonds; issues of a U.S. government agency;
general obligations of a state or local government rated "A" or better; revenue obligations of
a state or local government rated "AA" or better; irrevocable standby letter of credit issued by
a Federal Home Loan Bank; and time deposits insured by a federal agency. Minnesota
Statutes require securities pledged as collateral be held in safekeeping in a restricted
account at the Federal Reserve Bank or at an account at a trust departments of a
commercial bank or other financial institution not owned or controlled by the depository.
The Commission's deposits in banks at December 31, 2008 and 2007 were entirely covered
by federal depository insurance or by surety bonds and collateral in accordance with
Minnesota Statutes.
(15)
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 4 DEPOSITS AND INVESTMENTS (CONTINUED)
Carrying Bank
Balance at December 31,2008: Amount Balance
Cash and Cash Equivalents $ 406,812 $ 435,563
Investments in Time Deposits 952,754 952,754
Investments in Time Deposits - Designated 997,246 997,246
$ 2,356,812 $ 2,385,563
Carrying Bank
Balance at December 31,2007: Amount Balance
Cash and Cash Equivalents $ 336,617 $ 336,767
Investments in Time Deposits 952,754 652,754
Investments in Time Deposits - Designated 997,246 997,246
$ 2,286,617 $ 1,986,767
NOTE 5
INVENTORIES
The major classes of inventory consist of the following at December 31, 2008 and 2007:
Pipe and Fittings
Brass Goods
Tools and Supplies
Meters
Total
2008
$ 30,981
8,379
11,083
8,100
$ 58,543
2007
$ 26,438
9,185
11,056
6,405
$ 53,084
(16)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 6 COMPENSATED ABSENCES
The Commission records a long-term liability for employee compensated absences
consisting of vested sick pay and a current liability consisting of vested vacation and
longevity. Employees earn vacation in arrears and may carry over five vacation days and one
hundred sick days. Longevity is a calculation based on the number of years of service and
the current rate of pay. It accrues monthly and is paid out on December 1 for the year ending
November 30 of the same year. Employees are compensated for sick days in excess of one
hundred days at year-end and for all vested sick days, vacation days, and longevity upon
termination.
As of December 31,2008 and 2007, vested vacation pay benefits payable were $25,237 and
$22,672, respectively, and vested longevity pay benefits payable were $952 and $909,
respectively. The changes in compensated absences during 2008 and 2007 are as follows:
Balance Balance Due Within
12/31/2007 Additions Deletions 12/3112008 One Year
$ 89,388 $ 45,116 $ 36,602 $ 97,902 $ 38,298
Balance Balance Due Within
12/3112006 Additions Deletions 12/3112007 One Year
$ 60,444 $ 64,988 $ 36,044 $ 89,388 $ 35,906
Compensated Absences
Compensated Absences
NOTE 7 REVENUE BONDS PAYABLE
Final
Issue Maturity Interest Original Payable
Date Date Rate Issue 12/31/2008
General Obligation Bonds:
2000B Water Revenue Bonds 04/01/00 02/01/15 4.00%-5.50% $ 1,330,000 $ 610,000
Changes in long-term debt for the years ended December 31,2008 and 2007 are as follows:
Balance Balance Due Within
12/31/2007 Additions Deletions 12/31/2008 One Year
General Obligation Bonds:
2000B Water Revenue Bonds $ 700,000 $ $ 90,000 $ 610,000 $ 90,000
Balance Balance Due Within
12/31/2006 Additions Deletions 12/31/2007 One Year
General Obligation Bonds:
2000B Water Revenue Bonds $ 790,000 $ $ 90,000 $ 700,000 $ 90,000
(17)
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 7 REVENUE BONDS PAYABLE (CONTINUED)
Maturities of long-term debt are as follows:
Year EndinQ December 31. Principal Interest Total
2009 $ 90,000 $ 30,318 $ 120,318
2010 90,000 25,683 115,683
2011 90,000 20,958 110,958
2012 85,000 16,299 101,299
2013 85,000 11,688 96,688
2014-2017 170,000 9,350 179,350
Total $ 610,000 $ 114,294 $ 724,294
The General Obligation Water Revenue Bonds, Series 2000B dated April 1, 2000, were
issued to finance a water project in the City of Stillwater, consisting of a new well pump
house and construction of Settler's Park Reservoir. Bond principal is payable in annual
installments ranging from $85,000 to $90,000 through February 2015, together with interest
ranging from 4.0% to 5.5%.
NOTE 8 PENSION PLANS
PUBLIC EMPLOYEES RETIREMENT ASSOCIA TION
Plan Description
All full-time and certain part-time employees of the Commission are covered by defined
benefit pension plans administered by the Public Employees Retirement Association of
Minnesota (PERA). PERA administers the Public Employees Retirement Fund (PERF) which
is a cost-sharing, multiple-employer retirement plan. This plan is established and
administered in accordance with Minnesota Statutes, Chapter 353 and 356.
PERF members belong to either the Coordinated Plan or the Basic Plan. Coordinated Plan
members are covered by Social Security and Basic Plan members are not. All new members
must participate in the Coordinated Plan.
PERA provides retirement benefits as well as disability benefits to members, and benefits to
survivors upon death of eligible members. Benefits are established by state statute, and vest
after three years of credited service. The defined retirement benefits are based on a
member's highest average salary for any five successive years of allowable service, age,
and years of credit at termination of service.
(18)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 8 PENSION PLANS (CONTINUED)
PUBLIC EMPLOYEES RETIREMENT ASSOCIA TlON (CONTINUED)
Plan Descriotion (Continued)
Two methods are used to compute benefits for PERF's Coordinated and Basic Plan
members. The retiring member receives the higher of step-rate benefit accrual formula
(Method 1) or a level accrual formula (Method 2). Under Method 1, the annuity accrual rate
for a Basic Plan member is 2.2% of average salary for each of the first 10 years of service
and 2.7% for each remaining year. The annuity accrual rate for a Coordinated Plan member
is 1.2% of average salary for each of the first 10 years and 1. 7% for each remaining year.
Under Method 2, the annuity accrual rate is 2.7% of average salary for Basic Plan members
and 1.7% for Coordinated Plan members for each year of service. For PERF members hired
prior to July 1, 1989 whose annuity is calculated using Method 1, a full annuity is available
when age plus years of service equal 90. Normal retirement age is 65 for Basic and
Coordinated members hired prior to July 1, 1989. Normal retirement age is the age for
unreduced Social Security benefits capped at 66 for Coordinated members hired on or after
July 1, 1989. A reduced retirement annuity is also available to eligible members seeking
early retirement.
There are different types of annuities available to members upon retirement. A single-life
annuity is a lifetime annuity that ceases upon the death of the retiree and no survivor annuity
is payable. There are also various types of joint and survivor annuity options available which
will be payable over joint lives. Members may also leave their contributions in the fund upon
termination of public service in order to qualify for a deferred annuity at retirement age.
Refunds of contributions are available at any time to members who leave public service, but
before retirement benefits begin.
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The benefit provisions stated in the previous paragraphs of this section are current
provisions and apply to active plan participants. Vested, terminated employees who are
entitled to benefits but are not receiving them yet are bound by the provisions in effect at the
time they last terminated their public service.
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PERA issues a publicly available financial report that includes financial statements and
required supplementary information for PERF. That report may be obtained on the internet at
www.mnpera.org.bywritingtoPERAat60EmpireDrive#200.St. Paul, Minnesota 55103-
2088 or by calling (651) 296-7460 or 1-800-652-9026.
(19)
BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 8 PENSION PLANS (CONTINUED)
Fundina Policy
Minnesota Statutes Chapter 353 sets the rates for employer and employee contributions.
These statutes are established and amended by the state legislature. The Commission
makes annual contributions to the pension plans equal to the amount required by state
statutes. PERF Basic Plan members and Coordinated Plan members are required to
contribute 9.10% and 6.0%, respectively, of their annual covered salary in 2008. Contribution
rates in the Coordinated Plan will increase in 2009 to 6.75%. The Commission was required
to contribute the following percentages of annual covered payroll: 11.78% for Basic Plan
PERF members, and 6.50% for Coordinated Plan PERF members. Employer contribution
rates for the Coordinated Plan will increase to 6.75%, effective January 1, 2009. The
Commission's contributions to the Public Employees Retirement Fund for the years ended
December 31,2008,2007, and 2006 were $23,505, $20,688, and $18,194, respectively. The
Commission's contributions were equal to the contractually required contributions for each
year as set by state statute.
NOTE 9 RISK MANAGEMENT
The Commission is exposed to various risks of loss related to torts; theft of, damage to, or
destruction of assets; error or omissions; injuries to employees or natural disasters for which
the Commission carries commercial insurance. There have been no significant reductions in
insurance coverage from the prior year. Settlement amounts have not exceeded insurance
coverage for the current year or the three prior years.
NOTE 10 OTHER POSTEMPLOYMENT BENEFIT PLAN
At December 31, 2008, the Water Commission adopted Governmental Accounting
Standards Board (GAS B) Statement No. 45, Accounting and Financial Reporting by
Employers for Postemployment Benefits Other than Pensions. The Water Commission
engaged an actuary to determine the Water Commission's liability for postemployment
healthcare benefits other than pensions as of January 1, 2008.
A. Plan Description
The Water Commission provides benefits for retirees as required by Minnesota Statute
9471.61 subdivision 2b. Active employees, who started before January 1,1989 and retire
from the Water Commission when over age 55 and satisfaction of the rule of 90, are
eligible for free medical coverage for themselves and their families for life. Active
employees, who started after January 1, 1989 and retire the Water Commission when
over age 55 and satisfaction of the rule of 90, may continue coverage with respect to
both themselves and their eligible dependent(s) under the Water Commission's health
benefits program until age 65. Pursuant to the provisions of the plan, retirees are
required to pay the total premium cost. As of December 31, 2008 there were 6 active
participants and 8 retired participants receiving benefits from the Water Commission's
health plans.
(20)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
NOTES TO BASIC FINANCIAL STATEMENTS
DECEMBER 31, 2008 AND 2007
NOTE 10 OTHER POSTEMPLOYMENT BENEFIT PLAN (CONTINUED)
B. Funding Policy
The Water Commission funds its OPES obligation on a pay as you go basis. For fiscal
year 2008, the Water Commission contributed $56,694 to the plan.
C. Annual OPEB Cost and Net OPES Obligation
The Water Commission's annual other postemployment benefit (OPEB) cost (expense)
is calculated based on the annual required contribution (ARC), an amount actuarially
determined in accordance with the parameters of GASB Statement 45. The ARC
represents a level of funding that, if paid on an ongoing basis, is projected to cover
normal cost each year and amortize any un-funded actuarial liabilities over a period not
to exceed thirty years. The following table shows the components of the Water
Commission's annual OPEB cost for the year, the amount actually paid from the plan,
and changes in the Water Commission's net OPEB obligation.
Annual Required Contribution
Interest on Net OPEB Obligation
Adjustment to Annual Required Contribution
Annual OPEB Cost (Expense)
Contributions Made
Decrease in Net OPEB Obligation
Net OPEB Obligation- Beginning of Year
Net OPEB Obligation- End of Year
$ 49,929
49,929
(56,694)
(6,765)
$ (6,765)
The Water Commission's annual OPES cost, the percentage of the annual OPEB cost
contributed to the plan, and the net OPEB obligation for 2008:
Fiscal
Year
Ended
12/31/2008
Annual
OPEB
Cost
$ 49,929
Percentage
of Annual
OPEB Cost
Contributed
113.5%
Net
OPEB
Obligation
$ (6,765)
(21)
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STILLWATER BOARD OF WATER COMMISSIONERS
REQUIRED SUPPLEMENTARY INFORMATION
SCHEDULE OF FUNDING PROGRESS FOR POSTEMPLOYMENT BENEFIT PLAN
DECEMBER 31, 2008
Actuarial UAAL as a
Actuarial Accrued Percentage
Actuarial Value of Liability Unfunded Funded Covered of Covered
Valuation Assets (AAL) AAL Ratio Payroll Payroll
Date (a) (b) (b-a) (a/b) (c ) ((b-a)/c)
1/1/2008 $ $ 783,743 $ 783,743 $ 367,420 213.3%
(23)
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BOARD OF WATER COMMISSIONERS
A COMPONENT UNIT OF THE CITY OF STILLWATER
SUPPLEMENTARY SCHEDULES OF OPERATING EXPENSES
YEARS ENDED DECEMBER 31, 2008 AND 2007
2008 2007
PRODUCTION AND DISTRIBUTION EXPENSES
Wages $ 210,077 $ 200,783
Repairs and Supplies 194,790 154,873
Chemicals 20,818 16,670
Electricity 76,756 74,465
Truck Expenses 12,135 10,144
Fuel 9,765 9,087
Testing Expenses 36,156 60,514
Amortization 1,871 1,871
Total Production and Distribution Expenses 562,368 528,407
SERVICE CUSTOMER EXPENSES
Labor, Jobbing and Equipment 26,818 29,812
Repairs, Parts and Supplies 4,786 19,876
Total Service Customer Expenses 31,604 49,688
ADMINISTRATIVE AND GENERAL EXPENSES
Wages 126,889 119,201
Employee Pensions and Benefits 157,561 124,249
Insurance and Bonds 34,198 43,936
Utilities and Telephone 6,965 5,908
Office Supplies and Postage 20,536 16,036
Audit 10,966 11,475
Other (572) 2,454
Total Administrative and General Expenses 356,543 323,259
DEPRECIATION EXPENSE 372,986 374,336
Total Operating Expenses $ 1,323,501 $ 1,275,690
(24)
1
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'1
OTHER REPORTS SECTION
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STILLWATER BOARD OF WATER COMMISSIONERS
SCHEDULE OF FINDINGS 11
YEAR ENDED DECEMBER 31, 2008
~l
Minnesota Legal Compliance
Findina: 2008-01 Contractina and Biddina ' 1
Finding: Contracts with estimated values of $25,000 or less may be made either upon quotation or in '"I
the open market. If quotations are used, at least two quotations must be obtained if practicable, and the
quotations must be kept on file for at least one year. This documentation was not retained during 2008.
Corrective Action Plan: The Board of Water Commissioners will maintain quotations on file for at least 'I
one year in the future.
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(26) . J
STAFF REQUEST ITEM
I Deparbnent: Fire
I Date: May 27,2009
DESCRIPTION OF REQUEST (Briefly outline what the request is)
The City Council unanimously approved acceptance of this grant in January,
2009. FEMA has awarded the grant funds and the Department is requesting
authorization to purchase the following equipment per the grant specifications.
Approval to purchase NFPA and Niosh CBRN compliant self contained breathing
apparatus and computer monitoring hardware (3 laptops) from the Assistance to
Firefighter's Act Grant Award. Four (4) manufacturers were researched and
tested. The MSA Fire Hawk M7 was the preferred option due to its ability to
electronically monitor firefighter accountability via radio telemetry which
increases personnel safety and compliance with all required breathing apparatus
standards.
FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with
this request and the proposed source of the funds needed to fund the request)
The funds for this purchase were budgeted for and available in the 2009 Fire
Department Capital Outlay Budget.
Total
$122,850.00
$ 24.283.52
$147,133.52
Assistance to Firefighters Act Grant Award
City cost share and computer monitoring purchase
ADDITIONAL INFORMATION ATTACHED Yes
No X
ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK
A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY
SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE
COUNCIL MATERIAL PACKET.
Submitted by: Stuart W. Glaser, Fire Chief
Date: May 27,2009
Larry Hansen
From:
Sent:
To:
Subject:
Jill Shannon [jshannon@scvcf.org]
Thursday, May 28, 2009 11 :08 AM
Larry Hansen
RE: June 2 meeting
Larry:
Thank you for your reply. I understand their concerns - the City of Lake Elmo asked us the same question.
This project is the only request being asked of the City Council at this time. The goal of the project is to identify what
concept might be possible and financially feasible. It is not assumed that support for this request obligates the Council to
support any future project.
Jill Shannon
St. Croix Valley Community Foundation
From: Larry Hansen [mailto:lhansen@ci.stillwater.mn.us]
Sent: Thursday, May 28,20098:25 AM
To: Jill Shannon
Subject: RE: June 2 meeting
Jill
The council did review your funding request on May 19,2009. They did not approve it at that time as they wanted me to
contact you regarding additional funding requests. Their fear is that if they approve this request for the study they will
then be asked to help fund the rest of the project which they are certain they will not be able to do. Could you respond
to this please so that I can get back to them. Thanks.
From: Jill Shannon [mailto:jshannon@scvcf.org]
Sent: Thursday, May 28, 2009 7:40 AM
To: Larry Hansen
Subject: June 2 meeting
Mr. Hansen:
A few weeks ago you asked me to send in a second request for funds this week for the June 2 City Council meeting. The
request was for the Artspace cultural needs and use assessment. Since the legislative year did not end as planned
should we postpone this request/meeting date? And if yes, what alternate date would you suggest?
Thank you for your timely reply.
Jill
St Croix Valley
ommunity
Foundation
Jill Shannon, Director of Community Partnerships
St. Croix Valley Community Foundation
516 Second Street, Suite 214, Hudson, WI 54016
Office: 715-386-9490 Fax: 715-386-1250
ishannon@scvcf.orQ www.scvcf.orQ
1
."
RESOLUTION AMENDING
RESOLUTION NO. 2008-157,
BY AMENDING THE
APPROVED SIDEWALK SIGN POLICY
WHEREAS, the City Council has taken action to modify the sidewalk sign policy
originally adopted on the 18th day of November, 2008; and
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Stillwater,
Minnesota, hereby adopts an amended policy in the form and content attached as Exhibit A.
Adopted by affirmative vote of the majority of the City Council on the 2nd day of June,
2009.
CITY OF STILL WATER
Ken Harycki, Mayor
ATTEST:
Diane F. Ward, City Clerk
~
r-'-~H Iwa t~~_
:.:I.~ ~..::: A ..!, n; M ~ ~ r ~ r, ;:~ ')
Application for Annual Sidewalk Sian Permit
Fee: Free
Community Development Department
216 North Fourth Street
Stillwater, MN 55082
651-430-8820
PerrnifPeriod
January 1 to December 31, 20_.
location of Si
Address
Business Name
Contact Name
Phone #
Address
City
Zip
Address
City
State
Zip
Attached are the following documents (Required to be submitted with Application)
o Attach a photo or plan that notes the sign size, colors and materials proposed to be used.
o Attach a map or sketch showing the location of the sidewalk sign.
SillDetails
Colors:
Proposed Location:
Declaration
I hereby certify that the information provided in this application is true, correct and complete to the
best of my knowledge and belief.
I hereby authorize the City of Stillwater and any agent or employee of it, to inspect the proposed
site at any reasonable time before and after any permit is issued related to this request.
I hereby acknowledge that various roads in Downtown Stillwater are under the jurisdiction of the
Minnesota Department of Transportation and/or Washington County. The City of Stillwater will
not be responsible for the removal of signs placed in right-of-ways controlled by other
jurisdictions.
Property Owner Signature (required)
Date
Applicant Signature
Date
Review For office use onl
o Approved
Permit #
Approval of this permit is for a period from January 1st to December 31st in the year noted in
the gray box above. All signs shall conform to the Stillwater Sidewalk Sign Policy approved by
the Stillwater City Council on November 11, 2008.
Updated: May 29, 2009
STILL WATER SIDEWALK SIGN POLICY
FOR DOWNTOWN STILL WATER
Policy Approved by the Stillwater City Council on
November 11,2008
The purpose of these guidelines are to assist downtown businesses attract more customers.
A sidewalk sign maybe used downtown only if it has been issued an annual permit by the City.
Business owners are responsible for obtaining a permit for their sign. The permits are valid from
January 1st to December 31st. Upon application, the City will review the application for
compliance with the guidelines below. If the guidelines are met, the city will issue a sticker to
the business owner for their sign. The sticker must be adhered to the sign before the sign can be
displayed outside. Permits will be reviewed and granted by the City Planner. Any person
aggrieved by a decision of the City Planner may have the decision reviewed de novo by the City
Council in a written appeal filed with the City Clerk within 10 days of the Planner's decision.
Signs must be an A-frame or single-panel style.
Signs must be portable and stable.
These guidelines do not allow portable interchangeable copy signs, typically placed
on highways.
3. Size & Shape
3.1. Signs may consist of an overall size of up to 30" wide by up to 36" high by up to 24"
deep.
3.2. Signs may be silhouette cut into a shape. Protruding sections which could cause a
hazard to pedestrian traffic will not be permitted.
4. Colors
4.1. Signs must be consistent with approved Heritage Preservation Commission approved
color scheme for building front and signage.
4.2. Sign cannot mimic traffic sign (including yellow traffic signs or construction zone
orange) or contain sign-grade reflective material.
5. Design & Features
5.1. Business owners will be free to design high quality, creative signage with minimum
restrictions, encouraging hand painted, carved and unique signage provided that the
sign is a flat surface.
5.2. No interchangeable letters or letter copy on rails is permitted.
GUIDELINES
1. Generally
1.1. Business owners assume the liability of the signs placed on public property.
1.2. Various roads in Downtown Stillwater are under the jurisdiction of the Minnesota
Department of Transportation andlor Washington County. The City of Stillwater will
enforce its sign regulations along these streets and not those. of other agencies or
jurisdictions. The City of Stillwater will not be responsible for the removal of signs
placed in right-of-ways controlled by other jurisdictions.
2. Type
2.1.
2.2.
2.3.
Updated: May 29, 2009
Stillwater Sidewalk Sign Policy for Downtown Stillwater
Page 2 of3
5.3. Sidewalk signs may not be illuminated, animated, have moving parts, or electrically
powered in any way.
5.4. Signs must contain a device (such as: braces, chain, rope, cable, etc.) to prevent sign
panels from spreading.
5.5. Signs may not have more than two (2) sign faces.
5.6. All signs must be maintained in a high quality state, with no peeling, broken, cracked,
or faded paint/vinyl.
6. Materials
6.1. Signs must be constructed using quality exterior, weatherproof, sign board materials.
6.2. Signs constructed with light materials such as plastic should be weighted, to remain
stationary on windy days.
6.3. No loose or lightly attached sign panels.
7. Installation
7.1. Each business is allowed to display only one sandwich board-type sign at a time.
7.2. Placement of sidewalk signs on private landscaped areas in front of business, between
front of building and sidewalk is allowed.
7.3. Buildings with more than one tenant (such as the Grand Garage and River Exchange
Building) will be allowed one sidewalk sign per 20 linear feet of building frontage,
provided all other guidelines can be met.
7.4. Signs must be temporary and may be displayed during business hours ~mly. Signs
must be removed and stored indoors after hours.
7.5. Signs on private property may be placed on any ground surface that does not conflict
with pedestrian circulation. Signs on public sidewalk must be setback 1 foot from the
back of curb with the corner of the sign placed in the hexagon paver block area.
7.6. Signs must be setback a minimum of 15 feet from that back of curb of any
intersection.
7.7. Signs must not interfere with access to business, the passage of pedestrians on the
sidewalk, or the opening of the doors of parked vehicles. Sign placement must
conform with all Fire Code provisions.
7.8. Signs cannot be placed in front of or adjacent to another business, commercial
enterprise, or vacant land, unless permission is given by the building or business
owner. In addition, placement of such signs is prohibited on all City property,
including but not limited to parking lots, streets, or alleys.
7.9. Five feet of clearance must be maintained (unobstructed by signs) between the
building and street for pedestrian circulation.
7.10. Signs shall not be displayed after a snow event of two inches or greater until all snow
removal operations are completed.
7.11. Buildings with frontage on more than one street are entitled to a sign on each street.
8. Area these Guidelines Affect
8.1. This guidelines shall be applicable to the area within Stillwater's Historic Design
Review District.
Updated: May 29,2009
.'"
rillwa ter
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THE 8;R1HPl.~.CE Of MINNES014 ~
Memo
Community Development Department
To:
From:
Date:
Re:
City Council
Michel Pogge, City Planner M
Friday, May 29, 2009
Contract Revision for the 2008-2009 CLG Grant
Message:
Don Empson has completed work on the second phase of the Heirloom Home project
which was funded in part with a 2008-2009 CLG grant from the State Historic
Preservation Office (SHPO).
The original contract called for the completion of 300 inventories. Don completed 51
new listings and updated an additional 9 listings that were part of the 2007-2008 group
of properties. Since this is change from the contract, it will need to be amended. The
Heritage Preservation Commission reviewed the final report from Don on April 6, 2009
and recommend to the City Council that they approve the reduction. SHPO has also
given preliminary approval of this reduction.
HPC RECOMMENDATION
Approve Contract Amendment #1 reducing the number of inventories to be completed
from 300 to 60.
From the desk of...
Michel Pogge, AICP . City Planner . City of Stillwater .216 N. 4th Street . Stillwater, MN 55082
651.430-8822 . Fax: 651.430-8810 'email: mpogge@ci.stillwater.mn.us
'.
ilIwater
-:- ~ ~..
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THE BiRTHPLACE OF MINNESOTA
Contract Amendment
Re: Contact Amendment Number 1
Stillwater Public Education Program
Original Contract Agreement dated September 2, 2008
Between the City of Stillwater, Minnesota and Donald Empson
This contact amendment revises the number of required listing and inventories that are to be
completed for the second phase ofthe Heirloom Homes project. The original contract was entered
into between the City of Stillwater, Minnesota and Donald Empson and was dated September 2,
2008. All references in Exhibit A and B are hereby amended to require the competition of60listing
and inventories of Heirloom Homes. All other terms and conditions of the original contract shall
remain enforce.
Accepted and approved this 2nd day of June 2009.
CITY OF STILLWATER By:
Ken Harycki, Mayor
By:
Diane F. Ward, City Clerk
CONTRACTOR
BY~~
Donald Empson
.>
ACKNOWLEDGEMENTS
STATE OF MINNESOTA )
) SSe
COUNTY OF WASHINGTON )
The foregoing instrument was acknowledged before me this of
Ken Harycki, Mayor and Diane F. Ward, City Clerk for the City of Stillwater.
, 2009 by
Notary Public
Commission Expires:
Commissioned At:
/ /
STATE OF MINNESOTA )
~)SS.
COUNTY OF '
6-
The foregoing instrument was acknowledged before me this ~ of
Donald Empson.
'1Y\ A- Y , 2009 by
.
~11lt;
Notary Public ~
Commission Expires: LI.3fJ ~O
Commissioned At: ~tJ O~ut.lf(wct.{e r-
KATHERINE M. ROGNESS
NOTARY PUBUC-MINNESOTA
My Commission expires 01/31/2010
,.
MEMORANDUM
TO:
Mayor and City Council
Tim Moore, Assistant Superintendant of Public Works<:J7t-frt .
FROM:
DATE:
May 27, 2009
SUBJECT: 501 North Main Decorative Lights
BACKGROUND
In 2005-06 the developer at 501 North Main installed decorative pedestrian street lights
as part of their project. Just last year Xcel Energy disconnected the lights once they
discovered the lights were connected to their system without their approval. The issue
of reconnecting the lights was brought to Council last December, with a proposal from
Xcel Energy to bring this system to their standards and to take over maintenance for the
next 25 years at a cost of $7,000 (see attached memo). At the meeting, staff was directed
to talk to the developer to convince them of their responsibility to fix the lights. Staff
has not received a positive response since.
DISCUSSION
In October 2008, Xcel Energy proposed a price of $23,612.00 to take over and maintain
the lights. After some discussion Xcellowered their price to $21,453.00 on October 27th,
2008. In November of 2008 Xcel reviewed the condition of the lights and the installation
and lowered their price to $7,000.00. Staff has continued discussion with Xcel and now
they have verbally agreed to acquire the lights and maintain them for 25 years for
$5,000.00. A portion of this cost would be paid from a $2700.00 credit for previously
over charged lights resulting in a net cost to the city of $2300.00. This is a cost per light
of $575.00 compared to $6000.00 for new installation. In addition the monthly cost to
operate and maintain the four street lights will be $8.09 per light. This cost includes
energy to power the lights, all associated maintenance for power cabinet, underground,
base, pole, photo control and fixture. Xcel will be responsible for locating underground
system which the city is not set up to do. Re-Iamping of bulbs on a five year rotation. (In
the downtown area the city is experiencing almost one knock down per year the cost of
these knock downs is running between $5000.00- $6000.00 per light because the entire
light including the base has to be replaced. Xcel removes the light safely disconnects
electricity, restores the light and handles all litigation involved saving city staff time.
We are currently working with Xcel on some other descrepencys with the street light
system to obtain other possible credits.)
STAFF RECOMMENDATION
It is recommended that the City approve Xcel Energy's quote of $5000 to repair the
pedestrian lights and maintain them for the next 25 years. The City would use a $2700
credit to pay for a portion of the cost for a total net cost of $2300.
ACTION REQUIRED
If Council agrees with the recommendation, they should pass a motion approving Xcel
Energy to repair and maintain the lights at 501 N. Main St for a net cost of $2,300.00
MEMORANDUM
TO: Mayor and City Council
~
FROM: Shawn Sanders, Director of Public Works
DATE: December 11, 2008
SUBJECT: Pedestrian Lights at 501 N. Main Street
DISCUSSION:
The pedestrian lights in front of from 501 N. Main Street have not been out of service for the
past six months. Staff had been working with XCEL Energy to repair the lights, but they have
stated that these lights were installed without their approval and that they would not be
responsible for any repair of these lights. (The lights were installed by the developer of the Lofts
Project in 2005-2006 and did so by connecting into existing street lighting system).
In the last month, Xcel has reconsidered their earlier statement, and now is willing to repair the
lights. Upon inspection of the lights and the electrical system XCEL has determined that the
system does not meet their standards and they would perform repairs and take over ownership
and maintenance for the next 25 years at a cost of $7 ,000.00.Staff received a quote from another
contractor who submitted an estimate of $5400.00. Ifthe City were to do the work, the City
would then assume be responsibility and maintenance for these lights.
The next question is who should pay for the lights? Since the developers of Lofts installed the
lights, staff felt that the Lofts should be responsible for these repairs. It should be noted that the
developer receives a considerable amount TIP money from the City to use for the Lofts Project.
Should the developer choose not pay this amount, the City would use administrative money from
this TIP account to pay for the repairs.
RECOMMENADATION
It is recommended that the City approve the repair of the lights by Xcel Energy in the amount of
$7000 and pass the bill on to the developers ofthe Lofts project. If the developer chooses not to
pay the bill, administrative money from the TIP district would then be used to pay the bill.
ACTION REQUIRED
If Council concurs with the recommendation they should pass a motion approving XCEL Energy
to do the repairs on the pedestrian lights in front of 501 N. Main Street in the amount of $7000
and pass the bill onto the developer of the Lofts project.
*-,
II Xcel Energy'.
OUTDOOR LIGHTING
825 Rice Street
St. Paul, MN 55117
November 19, 2008
City of Stillwater
Attn: Tim Moore
216 N 4th Street
Stillwater, MN 55082
Dear Mr. Tim Moore:
The City of Stillwater has requested from Xcel Energy Outdoor Lighting a proposal to takeover the
street lights (4) located at 501 N Main Street in Stillwater. Xcel Energy is pleased to have an
opportunity to submit a proposal. We have completed our bid process and the following items were
included in the bidding:
· 1500' of Copper Wire
· Inspection of current customer owned system
· Conduit Repair
. Fusing
. Termination
The cost to takeover the 4 street lights is $7,000.00. The monthly per street light fee for the
operations and maintenance of the street lights is $8.09.
Included in the monthly street light rate is full maintenance of the street light system. Maintenance
of the street light system covers the pole, fixture, conduit and wiring, as well as facilitation of any
locating and damage administration.
Our goal is to provide you with the necessary information to assist you in your decision making
process. We are confident we can provide you with a comprehensive package that will meet all
your needs.
Xcel Energy Outdoor Lighting is very excited to partner with the City of Stillwater for all your lighting
I needs. If you have any questions regarding the proposal, please feel free to contact me at office
number 651-229-2400 or cell phone number 612-790-3758.
Sincerely,
Edward Sieging
Project Coordinator, Xcel Energy
~
tl Xcel Energy'.
OUTDOOR LIGHTING
825 Rice Street
St. Paul, MN 55117
October 27, 2008
City of Stillwater
Attn: Tim Moore
216 N 4th Street
Stillwater, MN 55082
Dear Mr. Tim Moore:
The City of Stillwater has requested from Xcel Energy Outdoor Lighting a proposal to takeover the
street lights (4) located at 501 N Main Street in Stillwater. Xcel Energy is pleased to have an
opportunity to submit a proposal. We have completed our bid process and the following items were
included in the bidding:
· Removal of existing concrete bases
· Installation of Xcel Energy standard screw in bases
· Directional boring to accommodate new conduiUwire
· Installation of new conduit and wire
· Removal.and re-installation of existing poles and fixture
The cost to takeover the 4 street lights is $21,453.00. The monthly per street light fee for the
operations and maintenance of the street lights is $8.09.
Included in the monthly street light rate is full maintenance of the street light system. Maintenance
of the street light system covers the pole, fixture, conduit and wiring, as well as facilitation of any
locating and damage administration.
Our goal is to provide you with the necessary information to assist you in your decision making
process. We are confident we can provide you with a comprehensive package that will meet all
your needs.
Xcel Energy Outdoor Lighting is very excited to partner with the City of Stillwater for all your lighting
needs. If you have any questions regarding the proposal, please feel free to contact me at office
number 651-229-2400 or cell phone number 612-790-3758.
Sincerely,
Edward Sieging
Project Coordinator, Xcel Energy
...
tl Xcel Energy"
OUTDOOR LIGHTING
825 Rice Street
St. Paul, MN 55117
October 22, 2008
City of Stillwater
Attn: Tim Moore
216 N 4th Street
Stillwater, MN 55082
Dear Mr. Tim Moore:
The City of Stillwater has requested from Xcel Energy Outdoor Lighting a proposal to takeover the
street lights (4) located at 501 N Main Street in Stillwater. Xcel Energy is pleased to have an
opportunity to submit a proposal. We have completed our bid process and the following items were
included in the bidding:
· Removal of existing concrete bases
· Installation of Xcel Energy standard screw in bases
· Directional boring to accommodate new conduit
· Installation of new conduit and wire
· Removal and re-installation of existing poles and fixture
The cost to takeover the 4 street lights is $23,612.00. The monthly per street light fee for the
operations and maintenance of the street lights is $8.09.
Included in the monthly street light rate is full maintenance of the street light system. Maintenance
of the street light system covers the pole, fixture, conduit and wiring, as well as facilitation of any
locating and damage administration.
Our goal is to provide you with the necessary information to assist you in your decision making
process. We are confident we can provide you with a comprehensive package that will meet all
your needs.
Xcel Energy Outdoor Lighting is very excited to partner with the City of Stillwater for all your lighting
needs. If you have any questions regarding the proposal, please feel free to contact me at office
number 651-229-2400 or cell phone number 612-790-3758.
Sincerely,
Edward Sieging
Project Coordinator, Xcel Energy
".
~i1~ter~
THE BlftTHPI.Al:f Of MINNESOTA ~
MEMORANDUM
TO:
FROM:
Mayor and City Council
Tim Moore, Assistant Superintendant of Public Workqf/fYl .
DATE:
May 14, 2009
SUBJECT: Postal Park Water feature
BACKGROUND
The City of Stillwater owns a property on the east side of 2nd Street between the old post
office and the Connelly shoe factory. This small park has a drinking fountain, seating
area and a water feature. The park is weeded and maintained by the Friends of
Stillwater Parks. The water feature at Postal Park was fed with a water service from 2nd
street until the summer of 2008 when it was turned off by the Water Board.
DISCUSSION
It is proposed to run an electrical service and a pump to the water feature to recirculate
the water. Electrical service would come from the building to the north side of the park.
Staff received quotes to do the work in the amount of $1,440.00. This item was
approved by the Parks Commission at their May 18th meeting. The Commission felt that
the cost was money well spent and benefits the community as a whole. They also cited
the fact that the City would be recycling water instead of running it from the water
system through the water feature and directly into the storm sewer system. Funds
would come from the Park Capital Outlay.
STAFF RECOMMENDATION
It is recommended that the City approve the improvements to the Post Office Park in
the amount of $1440.00. This improvement would be paid from Parks Capital Outlay.
~
~HJw~te~
'"' ""''''' '" " "'"'' ~)
MEMORANDUM
DATE: May 14, 2009
SUBJECT: Postal Park Water feature
TO: Parks and Recreation Commission
PREPARED BY: Tim Moore, Assistant Superintendant of Public Works <jilt'll
BACKGROUND
The City of Stillwater owns a property on the east side of 2nd Street between the old post
office and the Connelly shoe factory. This small park has a drinking fountain, seating
area and a water feature. The park is weeded and maintained by the Friends of
Stillwater Parks. The water feature at Postal Park was fed with a water service from 2nd
street until the summer of 2008 when it was turned off.
DISCUSSION
With the service being shut off I have been looking at alternative ways to operate the
water feature with a recirculation pump. I have investigated the possibility of a solar
powered pump but the technology is not reliable yet. The other option would be to
provide a small 20 amp service to the area and install a small pump in the pond and
pipe the water up the top of the water fall. There is no electrical service readily available
within the right of way of 2nd Street to serve the pump. Bill Turnblad has spoken with
Gartner about getting service off of his building directly to the north. I have obtained
quotes from an electrician and pump supplier to install electricity and supply the
materials for this project. City forces would dig the trench for the electrician to install
his conduit and install the pump and run the water line to keep the cost of the project to
a minimum. Electrical work is estimated to be $840.00 and pump and appurtenances
$600.20 for a total of $1440.20. The pump quoted is a high quality commercial grade
pump and should provide the City,Years of economical service. The City could buy
some lower quality equipment from Menards for about $250.00, although this may have
to be replaced at greater frequency in the future.
STAFF RECOMMENDA liON
Review and advise how to proceed.
L & D SIGN INC.
TO:
TIM MOORE
COMPANY:
CITY OF STILLWATER
FAX NUMBER:
FACSIMILE PROPOSAL SHEET
FROM:
DUANE DOWNEY
DATE:
4-27-2009
TOTAL NO. OF PAGES INCLUDING COVER: 2
PHONE NUMBER:
SENDER'S REFERENCE NUMBER:
RE:
ELECTRICAL-2ND ST PARK
YOUR REFERENCE NUMBER:
o URGENT X FOR REVIEW 0 PLEASE COMMENT
o PLEASE REPLY
o PLEASE RECYCLE
WE PROPOSE TO SUPPLY MATERIALS AND LABOR FOR AS PER PLAN AND OUR CONVERSATION
OUR SCOPE OF WORK IS AS PER OUTLINED BELOW:
INSTALL ELECTRICAL OUTLET FOR CIRCULATING PUMP IN POND
LABOR - $650.00
MATERIALS - $150.00
ELECTRICAL PERMIT - $40.00
ITEMS NOT INCLUDED IN THIS PROPOSAL:
A.
ALL FOR THE SUM OF : $840.00
SPECIAL NOTES:
NOTE: THE FOLLOWING ITEMS COULD BE EXTRA: WINTER CONDITIONS UNFORESEEN CONDITIONS PRIVATE UNDERGROUND UTILITIES NOT MARKED CONCEALED OR
UNKNOWN CONDITIONS AT THE SITE WHICH DIFFER MATERIALLY FROM THOSE INDICATED IN THE PLANS OR SPECIFICATIONS OR THOSE CONDITIONS WHICH ARE
ORDINARILY FOUND TO EXIST INCLUDING, BUT NOT LIMITED TO ADVERSE ROCK/SOIL CONDITIONS. THE CONTRACT PRICE AND TIME SHALL BE EXTENDED
ACCORDINGLY.) ITEMS NOT LISTED ARE ALSO TO BE TREATED AS AN EXTRA CHARGE. WE WILL EITHER GIVE YOU A TOTAL COST OR PROCEED ON A COST PLUS BASIS.
ALL EXTRA COSTS WILL BE ADDED TO THE CONTRACT AND ARE PAYABLE UPON INVOICE UNLESS PRIOR ARRANGEMENTS HAVE BEEN MADE.
WINTER CONDITIONS HAVE NOT BEEN FIGURED AS PART OF THIS PROPOSAL.
WE MA Y WITHDRAW THIS PROPOSAL IF NOT ACCEPTED WITHIN THIRTY (30) DAYS. THIS PROPOSAL IS BASED ON WORK BEING STARTED WITHIN ONE (I) MONTH FROM
THE DATE OF THIS PROPOSAL.
L & D SIGN INe.
GENERAL CONTRACT PROVISIONS
6045 LAKE ELMO AVE. STILLWATER, MN 55082 PHONE 651-430-2550 FAX 651-430-2551
Unless there is a specific written agreement to the contrary, for all contracts which involve underground digging, such as foundation footings light and signage
installation, the following provisions apply:
I. Customer shall fully cooperate in making the project site available and in facilitating the conduct of the work, and customer shall promptly furnish L & D
with all information reasonably requested, including such items as surveys, testing reports, drawings, financing information, evidence of title status, and the legal
description of the premises.
2. Location and elevation must be provided to L & D by the customer at the customer's expense prior to L & D's installation.
3. L & D's price does not include permits, special fees, conduits, conductor, grounding rod, anchor bolts, light poles, light fixtures, architectural fees, testing or
engineering fees.
4. L & D's price does not include time spent with building officials beyond securing required permits, nor any additional work required by city, county, state,
or any other agency which is not specifically included in the applicable proposal
5. L & D shall be paid extra, and shall be held harmless and indemnified by the customer, regarding all expenses and losses pertaining to unforeseen
underground conditions, such as private utility lines or services, adverse soil conditions, or unexpected winter conditions. Upon the discovery or occurrence of the
unforeseen matter, customer shall be notified as soon as practicable about the additional cost.
6. L & D observes all state and federal holidays.
7. 50 % down - balance due upon completion. Change orders or extra work will be billed on a separate invoice and will be due upon receipt. A late payment
penalty of one and one-half per cent (1-112 %) per month, or the maximum allowed by law, whichever is less, will be paid by customer.
8. Customer shall pay all ofL & D's collection expenses, including the expenses of filing a mechanic's lien against the property and including reasonable
attorney's fees, if customer fails to make payment of the full amount then due within fifteen days ofL & D's demand.
9. No winter conditions (Concrete heat charge Nov 1. to April 15 or heat and cover charges)
10. Job is bid for tailgate placement of concrete. Pumping will be additional if trucks cannot reach discharge point.
I I. We must have washout location at job site for concrete trucks/chutes and equipment.
CUSTOMER HAS READ THE ABOVE, AND AGREES THAT THE ABOVE PROVISIONS SHALL AUTOMA TICALL Y BE PART OF OR ALL FUTURE
CONSTRUCTION CONTRACTS WITH L & D MAINTENANCE COMPANY UNLESS SUCH FUTURE CONTRACT SPECIFICALLY PROVIDES
OTHERWISE. CUSTOMER ACKNOWLEDGES THAT L & D WILL BE RELYING UPON THE ABOVE PROVISIONS WHEN ENTERING INTO ALL
FUTURE CONTRACTS WITH CUSTOMER.
Dated:
Authorized Signature for Customer
Name of Customer:
Name of Person Who Signed Above:
Thank you
2
'"
.ftCta paIL 6'l (Potu! Supplies
2370 W'Wayzata (}J{va
Lot1fJ LaRs! :M!N 55356
Estimate
Date Estimate #
4/27/2009 323
Name / Address
City of Stillwater
Tim Moore
Ship To
P.O. No. Project
Item Description Qty Rate Total
EP9700 9700 GPH MAG DRIVE PUMP I 468.97 468.91f
FP200F 2"PLEXIBLE PVC PIPE! PER FOOT 20 3.04 6O.80T
BV200 PVC BALL VALVES 2" 1 19.17' t9.17T
VBIO VALVE BOXES, 10" D1A X 10" DEEP 12.52 12.S2T
jffta PafIs e1. a>rma Supp6es 1-866-92()",ftJ:.'I)l 9J2-413-2846 fFaJ() Subtotal $561.46
P.stim4u 'Vafitf IFor 30 <Days. Sales Tax (6.9%) $38.74
Total $600.20
ORDINANCE NO. 1008
AN ORDINANCE AMENDING THE CITY CODE
BY CHANGING COMMISSION REGULATIONS
The City Council of the City of Stillwater does ordain:
1. AMENDING. Section 22-5, Planning Commission, is amended by adding an additional sentence at the
end of Subd. 7. The sentence shall read as follows:
"No member may serve more than three consecutive terms."
2. AMENDING. Section 22-7, Heritage Preservation Commission, is amended by changing the second
sentence in Subd. 3(2) Term, to read as follows:
"Members may be reappointed to no more than three consecutive terms."
3. AMENDING. Section 25-1, Human Rights Commission, is amended by changing Subd. 3,
Membership, clause (1), to read as follows:
"(1) The commission will be composed of seven voting members, one of which must
be a member ofthe city council. The membership will be reduced to this number by
attrition. "
4. AMENDING. Section 48-1, Parks and Recreation Commission, is amended by adding a new Subd. 5(7)
that will hereafter read as follows:
"(5) No member may serve more than three consecutive terms."
5. SAVING. In all other ways, the Stillwater City Code shall remain in full force and effect.
6. EFFECTIVE DATE. This Ordinance shall be effective 90 days from its passage and publication.
Approved, this 16th day of June, 2009.
Ken Harycki, Mayor
ATTEST:
Diane F. Ward, City Clerk
r ~i1 Iwater
-~.=--- ~.
Administration ')
Memorandum
To: Mayor & City Council
Larry D. Hansen, City Administrator
From: Diane Ward, City Clerk
Rose Holman, MIS
Date: 5/28/2009
Re: Laserfiche Licenses
As you may be aware, staff is in the process of digitizing the City's paper records. This
allows for easier accessibility, efficiency in research, and public data requests. Some of this
information is presently available to the residents of the City via the City's website (agenda
packets, resolutions, ordinances, minutes, planning cases and other information).
We have nearly completed digitizing current records for Administration and Finance and
are in the process of digitizing records for Community Development, Building Inspectionl
Engineering and Human Resources. As we move into other departments, the concurrent
full-user licenses (6) that we have are not enough to accommodate the staff usage that is
needed for the Laserfiche system.
In order to continue to improve the efficiency of the staff and the system an additional three
(3) concurrent full-user licenses are needed at this time. The cost is will be $2700 for the
three (3) licenses and this money is available in Capital Outlay.
RECOMMENDATION:
Staff recommends approval of three licenses so that continued progress can be made in
our Laserfiche system for the City's records.
2010 O'Neil Rd., Suite D1
CITIES DIGITAL Hudson, WI 54016
Bill To
City of Stillwater
Diane Ward
216 N. Fourth St.
Stillwater, MN 55082
Cities Digital
2010 O'Neil Rd., Suite 01
Hudson, WI 54016
Phone: 651-714-2800
Fax: 866-592-7343
sales@citiesdigital.com
www.CitiesDigital.com
I FX I Laserfiche Full User United (Em ail & Snapshot
~.__...__._.._...__.___UQf~9.~L.__...._.._..__._______
I FXB I ~aserfiche Full User .United (Email & Snapshot
i Included) Annual Maintenance
$750.00
-$150.00
3
$2,250.00
$450.00
3
.. .?~.~.!.C?.!.~I .................... ....~?.lQQ:Q9...
Tax $0.00
TOTAL $270
Cities Digital looks forward to working with you! Call us at 651.714.2800.
www.citiesdigita/.com
rlillwater
'........~ ... -----~,
Administration l
Memorandum
To: Mayor & City Council
From: Diane Ward, City Clerk
Date: 5/29/2009
Re: Traffic Safety Review Committee
Reviewed by: Dave Magnuson, City Attorney
Interviews were held on May 21,2009 for the Traffic Safety Review Committee
Mark Gieseke - Ward 1
Jared Prom - Ward 3
James Martin - Ward 2
Brian Larson - Ward 2
Emily Maloney - Ward 3
There were no applicants from Ward 4.
The interview committee wishes to appoint all five (5) to the committee; however the
resolution establishing the committee was specific in the definition of members which
included one representative from each Ward. The addition of the 5th resident will make
the membership at 10 (not the odd number of 9 for voting purposes).
In order for the appointment of all five applicants the resolution should be amended to
read as follows:
"BE IT FURTHER RESOL VED that the membership on said Committee shall
consist of members defined as residents of the City (one (1) resident
from each ward, if possible), City staff consisting of two (2) from
Engineering/Public Works, two (2) from Police and one (1) from the Fire
Department. "
Also, this new committee has term limits (as approved by Council on May 19) and
request that Council determine the staggering of terms so that all do not expire at the
same time (example: which 2 will expire May 1, 2011 and which 3 expire May 1,2012)
ACTION REQUIRED:
Discuss and provide direction to staff.
<.Sit l\Ya te~
-'-- --:=:~
Administration ')
Memorandum
To: Mayor & City Council
From: Diane Ward
Date: 5/28/2009
Re: Special Event Task Force
As you are aware, the Special Event Task Force is to consist of the following:
. Two Councilmembers (Cook and Gag)
. Community Development Director Turnblad
. Police Chief Gannaway
. One Park & Recreation commissioner
. Chamber of Commerce representative
. CVB representative
. One downtown merchant not a member of the Chamber of Commerce
. One or two at-large City citizen representatives
We have received two applications for Council consideration.
Debbie Johnson - 309 5th Street South
Sherri Hopfe - Dock Cafe
ORDINANCE NO.: 1009
AN ORDINANCE AMENDING ARTICLE 21-13 OF THE CITY CODE
BY ADDING ~21-13, SUBD. 6
The City Council of the City of Stillwater does ordain:
1. AMENDING. Section 21-13, Amendments to the City Code, is hereby amended by
adding ~21-13, subd. 6. The new provision will read as follows:
"Subd. 6. Ordinance Adoption Procedures.
1. Ordinances must be adopted pursuant to the following regulations:
a. The second reading of an ordinance must take place within
60 days of the first reading. If more than 60 days expire, the ordinance
must be read again for the first time. "
2. SAVING. In all other ways, the Stillwater City Code shall remain in full force and
effect.
3. EFFECTIVE DATE. This Ordinance shall be effective 90 days from its passage and
publication.
Approved, this 16th day of June, 2009.
Ken Harycki, Mayor
ATTEST:
Diane F. Ward, City Clerk
MEMORANDUM
TO: Mayor and City Council
FROM: Torry Kraftson, Assistant City Engineer 7RK
DATE: May 28, 2009
RE: 2009 Street Sealcoat Project
Project 2009-06
DISCUSSION:
Bids for the 2009 Street Sealcoat Project were opened on Thursday, May 28th, 2009. The
City received two bids with the low bid of$347,805.00 submitted by Allied Blacktop Co.
(see attached resolution). The City of Stillwater portion of the bid is $105,577.00, with the
remaining portion of the bid for work in Oak Park Heights, Grant, May Township, Stillwater
Township and Bayport. The 2009 budget for seal coating is $123,000.
RECOMMENDATION
It is recommended that the City accept the bids submitted for the 2009 Street Sealcoat Project
and award the contract to Allied Blacktop Company with a low bid of $347,805.00. It is
recommended that Council authorize staff to sealcoat as many streets as possible in order to
keep the project within budget.
ACTION REQUIRED:
If Council concurs with the recommendation, they should pass a motion adopting the
Resolution 2009- ACCEPTING BID AND AWARDING CONTRACT FOR 2009
STREETSEALCOATPROJECT
ACCEPTING BID AND AWARDING CONTRACT FOR
2009 STREET SEALCOA T PROJECT
(Project 2009-06)
WHEREAS, pursuant to an advertisement for bids for the 2009 Street Sealcoat Project, bids
were received, opened and tabulated according to law, and the following bids were received complying
with the advertisement;
BIDDER
BID AMOUNT
Allied Blacktop Co., Maple Grove, Minnesota
$347,805.00
Fahrner Asphalt, Eau Claire, Wisconsin
$351,696.33
Pearson Bros., Inc., Hanover, Minnesota
$433,123.00
and
WHEREAS, it appears that Allied Blacktop Co. of Maple Grove, Minnesota is the lowest
responsible bidder.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
STILLWATER, MINNESOTA:
1. The Mayor and Clerk are hereby authorized and directed to enter into a contract with Allied
Blacktop Co. of Maple Grove, Minnesota in the name of the City of Stillwater for the sealcoating
of streets according to the plans and specifications therefore approved by the City Council and
on file in the office of the City Clerk.
2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits
made with their bids, except the deposits of the successful bidder and the next lowest bidder shall
be retained until a contract has been signed.
Adopted by the City Council this 2nd day of June 2009.
Ken Harycki, Mayor
ATTEST:
Diane F . Ward, City Clerk
S.F. No. 1091, 2nd Engrossment - 86th Legislative Session (2009-2010)
Page 1 of2
Legislature Home I Links to the World I Help I Advanced Search
House I Senate I Joint Departments and Commissions I Bill Search and Status I Statutes, Laws, and Rules
S.F. No. 1091, 2nd Engrossment - 86th Legislative Session (2009-2010) Posted on May 18, 2009
1 . 1 A bill for an act
1 .2 relating to transportation; restricting length limits for commercial vehicle
1 . 3 combinations on portion of marked Trunk Highway 36;amending Minnesota
1 . 4 Statutes 2008, section 169.81, subdivision 3.
1.5 BE IT ENACTED BY THE LEGISLATURE OF THE ST ATE OF MINNESOTA:
1.6 Section 1. Minnesota Statutes 2008, section 169.81, subdivision 3, is amended to read:
1.7 Subd. 3. Length of vehicle combinations. (a) Statewide, except on the highways
1.8 identified under provisions in paragraph (c), no combination of vehicles may exceed
1.9 a total length of 75 feet.
1.10 (b) However, the total length limitation does not apply to combinations of vehicles
1 . 11 transporting:
1.12 (1) telephone poles, electric light and power poles, piling, or pole-length pulpwood;
1. 13 or
1.14 (2) pipe or other objects by a public utility when required for emergency or repair
1.15 of public service facilities or when operated under special permits as provided in section
1.16 169.86.
1.17 These combinations of vehicles must be equipped with sufficient clearance markers, or
1.18 lamps for night transportation, on both sides and upon the extreme ends of a projecting
1.19 load to clearly mark the dimensions of the load.
1.20 (c) The following combination of vehicles regularly engaged in the transportation
1.21 of commodities may operate only on divided highways having four or more lanes of
1 . 22 travel, and on other highways as may be designated by the commissioner of transportation
1.23 subject to section 169.87, subdivision 1, and subject to the approval of the authority
1.24 having jurisdiction over the highway, for the purpose of providing reasonable access
2.1 between the divided highways offour or more lanes of travel and terminals, facilities for
2.2 food, fuel, repair, and rest, and points of loading and unloading for household goods
2 . 3 carriers, livestock calTiers, or for the purpose of providing continuity of route:
2.4 (1) a truck-tractor and semitrailer exceeding 75 feet in length;
2.5 (2) a combination of vehicles including a truck-tractor and semitrailer drawing one
2.6 additional semitrailer which may be equipped with an auxiliary dolly;
2.7 (3) a combination of vehicles including a truck-tractor and semitrailer drawing
2 .8 one full trailer;
2.9 (4) a truck-tractor and semitrailer designed and used exclusively for the
2.10 transportation of motor vehicles or boats and exceeding an overall length of75 feet
2.11 including the load; and
2.12 (5) a truck or truck-tractor transporting similar vehicles by having the front axle of
2.13 the transported vehicle mounted onto the center or rear part of the preceding vehicle,
2.14 defined in Code of Federal Regulations, title 49, sectipns 390.5 and 393.5 as drive-away
2.15 saddlemount combinations or drive-away saddlemoilrit vehicle transporter combinations,
2.16 when the overall length exceeds 75 feet.
2 . 17 (d) Vehicles operated under the provisions of this section must conform to the
2.18
https:/ /www.revisor.leg.state.mn.us/bin/bldbill. php?bill=S 1 091.2.html&session=ls86
5/29/2009
S.F. No. 1091, 2nd Engrossment - 86th Legislative Session (2009-2010)
2.18 standards for those vehicles prescribed by the United States Department of Transportation,
2.19 Federal Highway Administration, Bureau of Motor Carrier Safety, as amended.
(tlFor purposes ofthis paragraph. "total length" means the overall length of the
motpr vehicle including (1) bumpers and load: and (2) the length of any semitrailer. as
2.22 defined in section 168.002. subdhrj~ion 30. and any trailer. as ~finedjD~ection 168.QQ1.
subdivision 35. The maximum allowable total length of a commercial vehicle combination
2.24 is 55 feet on that portion of marked Trunk Highway 36 from the intersection with marked
Trunk Highway 95 and Washington County State-Aid Highway 23 in Stillwater. to the
2.26 Stillwater lift bridge. located on marked Trunk Highway 36 over the St. Croix River in
2.27 Stillwater. This paragraph does not apply to emergency vehicles: motor vehicles while
engaged in work on the bridge or on the portion of highway described in this paragraph.
including snow and ice removal and flood control: a vehicle carrying an oversize permit
issued under section 169.86. subdivision 5. paragraph Cd): and vehicles on the Stillwater
2.31 lift bridge.
EFFECTIVE DATE. This section is effective the day the commissioner erects
2.33 signs giving notice of the prohibition established in this section.
2.34 Sec. 2. MARKED TRUNK HIGHWAY 36 VEHICLE LENGTH RESTRICTION
SIGNS.
3.1 (a) No later than July 1. 2009. the commissioner of transportation shilll erect~IJ~
3 . 2 at appropriate locations giving notice that the maximum allowable total length of a
commercial vehicle combination is 55 feet on that portion of marked Trunk Highway 36
from the intersection with marked Trunk Highway 95 and Washington County State-Aid
3 . 5 Highway 23 in Stillwater. to_ the Stillwater lift bridge. located on marked Trunk Highway
36 over the St. Croix River.
3. 7 (hlIhe commissioner shall request that the state of Wisconsin post similar signs on
3.8 th(!_ Wisconsin side of the bridge.
EFFECTIVE DATE.This section is effective the day following final enactment.
Please direct all comments concerning issues or legislation
to your House Memt.>er or $tate$enator.
For Legislative Staff or for directions to the Capitol, visit the Contact Us page.
General questions or comments.
last updated: 04/15/2009
https:/ /www.revisor.leg.state.mn.us/bin/bldbill. php ?bil1=S 1 091.2 .html&session=ls86
Page 2 of2
5/29/2009
~~
t Info. on Emerald Ash Borer (EAB)
Compiled by: Kathy Widin, Forestry Consultant
.
tit- ~~
5/28/09
Emerald Ash Borer
An exotic insect from Asia has been found feeding on
ash trees in St. Paul. This insect, the emerald ash borer
(EAB), feeds on all ash species, and can kill trees in 1-3
years. The presence of this insect has not yet been
confirmed in Washington County.
A few facts about EAB:
- EAB only attacks ash
- EAB prefers to attack stressed ash, but can also attack
healthy trees
- adult beetles are %-inch long and metallic green
- larval stage forms "S"- shaped galleries under bark
while feeding
- adults exiting trees form 1 /8 in. "D"- shaped exit holes in
bark
- top dieback of branches, thinning of tree canopy and
splits in the bark may be symptoms of EAB' attack
- woodpecker feeding damage on trees may be a sign of
EAB larvae under bark
- this insect does not fly far, but travels easily in bark-
intact ash wood
What you can do:
. check your ash trees for signs/symptoms of EAB
. check the following Minn. Dept. of Agriculture website
for images showing symptoms of EAB, the insect and
feeding damage:
www.mda.state.mn.us/plants/pestmanaaemenUeab.htm
. if you capture an insect, compare it to photos of EAB
and look-alike insects (images of EAB and look-alikes
are posted at City Hall as well as available on-line at
the web address above) to access a checklist to
determine if you might have a tree with EAB
. water your ash tree during dry periods - EAB prefers to
attack stressed trees
· insecticide treatments for valuable landscape trees -
experts are not recommending insecticide treatment of
ash unless there is a confirmed infestation within 10-15
miles of the tree
. contact your city forester to make a site visit to look at
your trees
. plant a variety of tree species and do not plant more
ash
· there is no need to remove healthy ash trees at this
time
. do not move bark-intact ash wood from your area and
use
. local sources of wood when camping
MINNESOTA
MDH
~
Protecting, maintaining and improving the health of all Minnesotans
May 21,2009
Stillwater City Council
c/o Ms. Diane Ward, Clerk
Stillwater City Hall
216 North Fourth Street
Stillwater, Minnesota 55082
Dear Council Members:
SUBJECT: Assessment Source Water Monitoring Pilot Study - Results, Stillwater, Washington
County, PWSID 1820024
Enclosed are your public water supply's most recent source water sample analysis results as
monitored through the Minnesota Department of Health (MDH) Ground Water Rule Assessment
Monitoring Pilot Study. Participating public water supplies monitor monthly, for one year, a set of
microbiological and chemical constituents.
Total coliform, E. coli, ammonia, bromide, chloride, nitrate plus nitrite, and sulfate analyses are
summarized below. Where applicable, maximum contaminant levels (MCLs) or secondary MCLs
(SMCLs) are also listed.
Sampling Site: Well #5 (Raw Water)
Contaminant: Total Coliform Bacteria
MCL: 1 positive per month in the distribution system (not applicable to raw water)
Date Collected
03/09/2009
02/17/2009
Results
Absent
Absent
Units
Sample#
200904551
200903442
Contaminant: E. coli Bacteria
MCL: 1 positive repeat sample or 1 positive routine sample followed by a total coliform positive
repeat sample in the distribution system (not applicable to raw water)
Date Collected
03/09/2009
02/17/2009
Results
Absent
Absent
Units
Sample#
200904551
200903442
General Information: 651-201-5000 · Toll-free: 888-345-0823 · TTY: 651-201-5797 · www.health.state.mn.us
An equal opportunity employer
Stillwater
Page 2
May 21,2009
PWSID 1820024
Sampling Site: Well #5 (Raw Water) - (continued)
Contaminant: Ammonia Nitrogen, Total
No drinking water standars have been established based on health effects
Date Collected
03/09/2009
02/17/2009
Results
<0.05
<0.05
Units
mg/L
mg/L
Contaminant: Nitrate + Nitrite Nitrogen, Total
MCL: 10.4 mg/L as N
Date Collected
03/09/2009
02/17/2009
Results
1.5
1.5
Units
mgIL
mg/L
Samole#
200904556
200903329
Sample#
200904556
200903329
Analyte: Bromide
No drinking water standars have been established based on health effects
Date Collected
03/09/2009
02/17/2009
Results
0.0272
0.0273
Units
mg/L
mgIL
Contaminant: Chloride
SMCL: 250 mg/L
Date Collected
03/0912009
02/1712009
Results
13.2
14.2
Units
mg/L
mg/L
Contaminant: Sulfate
SMCL: 250 mgIL
Date Collected
03/09/2009
02/17/2009
Results
9.23
8.30
Units
mg/L
mg/L
Samole#
200904556
200903329
Samole#
200904556
200903329
Sample#
200904556
200903329
Coliform bacteria, nitrogen compounds (ammonia, nitrite or nitrate depending on chemical
conditions), sulfate and chloride are commonly elevated in groundwater that has been impacted
by wastewater. Bromide is naturally present in seawater, minerals, soil, and precipitation. The
ratio of chloride to bromide has been found to be a useful tool for discriminating wastewater
impacts from other potential sources of chloride such as road salt or naturally occurring brines.
Stillwater
Page 3
May 21,2009
PWSID 1820024
All samples are collected by your public water supply and submitted to the MDH laboratory
and/or a contract laboratory for analysis. Sample bottle(s) will be mailed to you with a lab
form and date that you are scheduled to collect your next sample. The results will be reported
to you quarterly. We will notify you if any action by your system is required.
This report should be placed in your records and a copy maintained on or near the water supply
premises and available for public inspection for not less than ten (10) years. If you have any
questions, please contact David Rindal at 651/201-4660.
Sincerely,
t-- n-I~
Karla R. Peterson, P .E., Supervisor
Community Public Water Supply Unit
Environmental Health Division
P.O. Box 64975
St. Paul, Minnesota 55164-0975
KRP:DAR:jmc
Enclosure
cc: Water Superintendent
Chad Kolstad, Saint Paul District Office
Minnesota Department Of Health - Environmental Laboratory
Final Report - Client Copy - Report Of Analytical Results
Program: HC
Program Name: COMM WATER SUPPLIES (SAN.)
Request Number: 343627
Date Received:
Date Generated:
Request Page:
l8-FEB-2009
13-MAR-2009
1 of
1
I Samples:
PWS No
1820024
200903329 - 2009033291
Site ID
1820024
Facility Name
STILLWATER
Date Reported: 13-MAR-2009
City
STILLWATER
Orig Samp
ColI ID
Collector Name
ANDY STRAUS
Field Blank
Type
X
QTR Field Res
P04 Res
Trip Blank
~ample No: 2009033291
Receiving Comments:
Field No
LocID
S02
Sampling Point
WELL 5
r.nll~~t Dt.
17-FEB-2009
r.nll Tim~
0810
****************************** SAMPLE RESULTS ******************************
Unit: BACTICHEM
Reviewed By PJB on 13-MAR-09
Result
Codes Result Rept Level Units Analysis Date
1.5 0.05 mg/L as N 19-FEB-09 14:42
< 0.05 0.05 mg/L as N 27-FEB-09 13 :38
8.30 1. 00 mg/L 20-FEB-09
0.0273 0.0050 mg/L 26-FEB-09
14.2 0.500 mg/L 26-FEB-09
69 Nitrate+Nitrite Nitrogen,Total
64 Ammonia Nitrogen, Total
293 Sulfate By IC
296 Anions BY IC
Bromide
Chloride
Minnesota Department Of Health - Environmental Laboratory
Final Report - Client Copy - Report Of Analytical Results
Program: HC
Program Name: COMM WATER SUPPLIES (SAN.)
Request No: 343668
I Samples: 200903442 - 200903442 I
Date Received:
Date Generated:
Request Page:
19-FEB-2009
20-FEB-2009
1 of
1
PWS No
1820024
Site ID
1820024
Facility Name
STILLWATER
Date Reported: 24-FEB-2009
City
STILLWATER
Orig Samp
ColI ID
Collector Name
ANDY STRAUS
Type
X
QTR Field Res
P04 Res
~ample No: 2009034421
Receiving Comments:
Field No
LocID
S02
Sampling Point
WELL 5
Cnllpr.t Dr Cnll Time
17-FEB-2009 0805
****************************** SAMPLE RESULTS ******************************
Unit: BACT I CHEM
Reviewed By LAD on 24-FEB-09
Result
Codes
Resul t Rept Level Uni ts
Analysis Date
327 FA-Tot Coliform-DW (Colilert)
Absent
19-FEB-09
Minnesota Department Of Health - Environmental Labo~atory
Fina1 Report - C1ient Copy - Report Of Analytical Results
Program: HC
Program Name: COMM WATER SUPPLIES (SAN.)
Request No: 344514
Date Received:
Date Generated:
Request Page:
10-MAR-2009
13-APR-2009
1 of
1
200904556 - 200904556 I
I Samples:
PWS No
1820024
Site 1D
1820024
Facility Name
STILLWATER
Date Reported: 13-APR-2009
City
STILLWATER
Orig Samp
Coll 1D
Collector Name
ANDY
Type
X
QTR Field Res
P04 Res
\sample No: 20090455~
Feceiving Comments:
Field No
Loc1D
S02
Sampling Point
WELL #5
C.ollpcr Dr C.oll Time
09-MAR-2009 0946
****************************** SAMPLE RESULTS ******************************
Unit:
BACTICHEM
Reviewed By PJB on 13-APR-09
Result
Codes Result Rept Level Units Analysis Date
1.5 0.05 mg/L as N 13-MAR-O 9 10:19
< 0.05 0.05 mg/L as N 27-MAR-09 12:49
9.23 1. 00 mg/L 22-MAR-09
0.0272 0.0050 mg/L 29-MAR-09
13.2 0.500 mg/L 29-MAR-09
69 Nitrate+Nitrite Nitrogen, Total
64 Ammonia Nitrogen, Total
293 Sulfate By IC
296 Anions BY IC
Bromide
Chloride
Minnesota Department Of Health - Environmental Laboratory
Final Report - Client Copy - Report Of Analytical Results
Program: HC
Program Name: COMM WATER SUPPLIES (SAN.)
Request No: 344512
I Samples: 200904551 - 200904551 I
Date Received:
Date Generated:
Request Page:
10-MAR-2009
ll-MAR-2009
1 of
1
PWS No
1820024
Site rD
1820024
Facility Name
STILLWATER
Date Reported: 12-MAR-2009
City
STILLWATER
Orig Samp
Coll rD
Collector Name
ANDY
Type
X
QTR Field Res
P04 Res
~ample No: 2009045511
Receiving Comments:
Field No
LocrD
S02
Sampling Point
WELL #5
("(")llp.~r Dr
09-MAR-2009
("(")1] 'T'ime
0944
****************************** SAMPLE RESULTS ******************************
Unit: BACT I CHEM
Reviewed By PJB on 12-MAR-09
Result
Codes
Resul t Rept Level Uni ts
Analysis Date
327 PA-Tot Coliform-DW (Colilert)
Absent
lO-MAR-09
Washington
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10:20
BOARD AGENDA
Board of Commissioners
Dennis C. Hegberg, District 1
Bill Pulkrabek, District 2
Gary Kriesel, District 3
Myra Peterson, Chair, District 4
Lisa Weik, District 5
JUNE 2, 2009 - 9:00 A.M.
9:00
Roll Call
Pledge of Allegiance
9:00
Comments from the Public
Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Cltnlment, whether or
not the issue is listed on this agenda. Persons who wish to address the Board mustfill out a comment card before the meegiiJegins and give
it to the County Board secretary or the County Administrator. The County Board Chair willlsk you to come to the podium, state your name and
address, and present your comments. You are encouraged to limit your presentation to no more than five minutes. The Boarth6ir reserves the
right to limit an individual's presentation if it becomes redtdant, repetitive, overly argumentative, or if it is not relevant to an issue that is part
of Washington County's responsibilities. The chair may also limit the number of individual presentations to accommodate tiuheduled agenda items.
9:10
Consent Calendar
9:10
Community Corrections - Tom Adkins, Director
A. 2009 Purchase of Service Agreement with Tubman
B. 2009 Purchase of Service Agreement with Lakes Area Youth Service Bureau
9:15
Public Works - Don Theisen, Director
A. Update on Federal Funding
B. Application for Energy Efficiency and Conservation Block Grant Program
9:50
General Administration - Jim Schug, County Administrator
Commissioner Reports - Comments - Questions
This period of time shall beused by the Commissioners to report to the full Board on committee activities, make comments on matters
of interest and information, or raise questions to the staff. This action is not intended to result in substantive board iwI during
this time. A~ action necessary because of discussion will be scheduledfor afuture board meeting.
Board Correspondence
Adjourn
* * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *
MEETING NOTICES**
(**Meeting dates, time and locations may change. Contact the Office of Administration or individual agencies for the most cment information)
Date
June 2
June 2
June 3
June 4
Committee
Library Board Interview
Finance Committee Meeting
Metro Emergency Services Board
Audit Committee
Location
Washington County Government Center
Washington County Government Center
2099 University Avenue- 81. Paul
Washington County Government Center
Time
8:30 a.m.
10:30 a.m.
10:30 a.m.
1 :00 p.m.
Assistive listening devices are available for use in the County Board Room
EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
WASHINGTON COUNTY BOARD OF COMMISSIONERS
CONSENT CALENDAR *
JUNE 2, 2009
The following items are presented for Board approval/adoption:
DEPARTMENT/AGENCY
ITEM
Administration
A. Approval of the May 19,2009 Board meeting minutes.
B. Approval to appoint Joseph Bauer, Stillwater, to the Mental Health
Advisory Council as a Child Mental Health Professional, to a first term
expiring December 31, 2011.
C. Approval to appoint Jerry Cagle, Cottage Grove, to the Public Health
Emergency Preparedness Advisory Committee to a first term expiring
December 31, 2009.
Information Technology
D. Approval to renew a thirty-six month agreement for PRI circuit service
from Qwest to the Government Center and the Law Enforcement Center.
Public Works
E. Approval to authorize the Public Works Director to enter into a cost
allocation agreement with the Union Pacific Railroad Company pursuant
to Minnesota Statute 219.071, Subdivision 3 for the replacement of the
railroad crossing surface on County State Aid Highway 17 in the City of
Lake Elmo.
Sheriff
F. Approval of mutual aid joint powers agreement between the State of
Minnesota acting through its Commissioner of Corrections, Minnesota
Department of Corrections, Minnesota Correctional Facility, Oak Park
Heights, and the County of Washington, Minnesota.
G. Approval to accept a donation from Residential Mortgage Group on
behalf of Wade and Lynn Settler of Hugo, MN, in the amount of$100.
* Consent Calendar items are generally defmed 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.
Washington
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Board of Commissioners
BOARD AGENDA
MAY 26, 2009 - 9:00 A.M.
Dennis C. Hegberg, District 1
Bill Pulkrabek, District 2
Gary Kriesel, District 3
Myra Peterson, Chair, District 4
Lisa Weik, District 5
Washington County Regional Railroad Authority Convenes
A. Roll Call
B. Pledge of Allegiance
C. RRA Meeting Minutes from May 5, 2009
D. Cooperative Agreement with Hennepin County RRA - Minneapolis Intermodal
Station Phase II Study - Adam Gitzlaff, Transportation Planner
E. Adjourn
Washington County Board of Commissioners Convenes
Roll Call
Comments from the Public
Visitors may share their comments or concens on any issue that is a responsibility or fUnction of Washington County Government, whether f/1IOt the
issue is listed on this agenda. Persons who wish to address the Board mustfill out a comment card before the meeting begillBd give it to the Coun~
Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name aoddress, and present
your comments. You are encouraged to limit your presentation to no more than five minutes. The Board Chaieserves the right to limit an
individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue thfl part of Washington County's
responsibilities. The chair may also limit the number of individJi presentations to accommodate the scheduled agenda items.
Consent Calendar
Community Services - Josh Beck Associate Planner
Amend the 2008 Community Development Block Grant and HOME Investment
Partnership Program Annual Action Plan
General Administration - Jim Schug, County Administrator
A. Recognition for Court Administrator Christina M. Volkers
B. Washington County 2030 Comprehensive Plan
C. Legislative Update
Commissioner Reports - Comments - Questions
This period of time shall be used by the Commissioners to report to the fUll Board on committee activities. make comments Il1Cltters of interest and
information, or raise questions to the staff. This action is not intended to result in substantiYward action during this time. Any action necessary
because of discussion will be scheduledfor afUture board meeting.
Board Correspondence
Adjourn
10. 10:30 to 11 :20 - Board Workshop with Public Works
A. Access Management Along TH 61/ Regional Rail Corridor
B. Overview of the Transitway Corridors within Washington County
11. 11 :30 to 12:30 - Annual Performance Review with County Administrator - Window Conference Room
***************************************************************************
MEETING NOTICES**
(* * Meeting dates, time and locations may change. Contact the Office of Administration or individual agencies for the most current information)
Date Committee Time Location
May 27 Metro Mosquito Executive Committee 9:00 a.m. 2099 University Avenue West- St. Paul
May 27 Regional Solid Waste Management 10:30 a.m. 2099 University Avenue West- St. Paul
May 28 Community Corrections Advisory 7:30 a.m. Washington County Government Center
May 28 Resource Recovery Project Budget Committee 8:30 a.m. 2785 White Bear A venue - Maplewood
Assistive I!stening devices. are available for use in. the County Board Ro~o!!!..^,,,,
EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
WASHINGTON COUNTY BOARD OF COMMISSIONERS
CONSENT CALENDAR *
MAY 26, 2009
The following items are presented for Board approval/adoption:
DEPARTMENT/AGENCY
ITEM
Administration
A. Approval of the May 12,2009 Board meeting minutes.
B. Approval of county comments on the City of Oak Park Height's proposed
establishment of Municipal Development District-No. I, and Tax Increment
Financing (TIF) District No.1-I.
Community Corrections
C. Approval to renew a grant agreement with the Minnesota Department of
Corrections for remote electronic alcohol monitoring.
D. Approval for the Community Corrections Director and the Sheriff to execute a
Memorandum of Understanding with Tubman, to support a federal grant for
interagency planning and coordination to addres domestic violence.
Community Services
E. Approval of resolution, approving the CommunityDevelopment Block Grant
Cooperation Agreement with the Town of Denmark, and authorizing the
County Board Chair and County Administrator to sign the Cooperation
Agreement.
F. Approval of a Needs Determinationfor expanding the licensed capacity of East
Suburban Resources, a Day Training and Habilitation Program serving adults
with developmental disabilities, from 32 persons to 48 persons.
Property Records and
Taxpayer Services
G. Approval of plat of Murphy Addition located in Denmark Township.
Public Works
H. Approval of Change Order #2 to contract with Ford Metro, Inc. in the amount
of$35,031.91 (aluminum entrances).
I. Approval of Change Order #5 to contract with Gresser Companies, Inc. in the
amount of$78,729.81 (unit masonry and concrete).
J. Approval of Change Order #7 to contract with Commercial Drywall, Inc. in the
amount of $76,545.64 (drywall and plaster).
K. Approval of Change Order #14 to contract with People's Electric, Inc. in the
amount of $127,206 (electrical).
L. Approval of Change Order #15 to contract with People's Electric, Inc. in the
amount of $81 ,250 (electrical).
M. Approval to enter into an agreement with Xcel Energy for Peak-Controlled
Tiered Services for the Government Center.
Sheriff
N. Approval of license agreement with USA Mobility for co-location on
Washington County's Somerset, Wisconsin tower site.
'" 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.
. ~')
",. .
MUIWa'ler 10WDSDtp
Calendar
Chair Untiedt
May 28 Town Board Meeting 7:00 PM
Chair Untiedt
June 4 Planning Commission 7;00 PM
June 6 Heavy Metal Day 9:00 AM -NOON
June 8 Park Committee 7:00 PM
June 11 Town Board Meeting 7:00 PM
June 25 Town Board Meeting 7:00 PM
Chair Beane
July 2 Planning Commission 7:00 PM
July 9 Town Board Meeting 7:00 PM
July 13 Park Committee 7:00 PM
July 23 Town Board Meeting 7:00 PM
Chair Beane
August 6 Planning Commission 7:00 PM
August 10 Park Committee 7:00 PM
August 13 Town Board Meeting 7:00 PM
August 23 Township Picnic NOON - 4:00 PM
August 27 Town Board Meeting 7 ;00 PM
Chair Countryman
September 3 Planning Commission 7:00 PM
September 10 Town Board Meeting 7:00 PM
September 14 Park Committee 7:00 PM
September 16 Communications Meeting 7:00 PM
September 24 Town Board Meeting 7;00 PM
Town Board Supervisors may attend any or all of the above meetings.
All meetings are herd in the town ha" unless otherwise Sp~cified.
Pat Bantli
Clerk, Stillwater Township
May 15, 2009
t
:\
May 14, 2009
STILLWATER TOWN BOARD MEETING
Town Hall
7:00 P.M.
PRESENT: Chairperson Sheila-Marie Untiedt, Supervisors Linda Countryman, David
Johnson and Matthew Beane, Stillwater Township Clerk Pat Bantli, Deputy
Clerk Kathy Schmoeckel, Attorney Soren Mattick, Planner Sherri Buss,
Treasurer Carol Collins, Chief of Police Steve Nelson and Park Manager Rick
Jacobson.
1. AGENDA - M/S/P Johnson/Beane moved to adopt the agenda as amended.
(4 ayes)
2. MINVTES - Countryman/Johnson moved to approve the 4/23/09 Stillwater Town
Board Meeting minutes as written. (4 ayes)
3. TREASURER-
a) Report given. Snowplowing is over for the year.
b) Claims and Check~ #19115 through #19135 were approved for payment.
c) Financlals for Web - Carol Collins distributed detailed copies of the budget figures
for the webslte. There is a note that further detail can be e-mailed to interested
parties.
d) Levv Calculation - The Washington County spreadsheet said that there was about
$5,000 in unpaid taxes. We will recover that money when the properties
become current.
e) Recycling Grant - The recycling grant was reviewed along with upcoming
projects.
M/S/P Johnson/Beane moved approval of the Municipal Recycling Grant
Application (4 ayes)
4. CLERK-
a) Update PostCi'1 Situation - Clerk Pat Bantli reported that it is coming along well.
The official zip code has been assigned as 55082-9660. The Post Office Box
expires at the end of June.
b) Ralelghs will be Invited to attend the next Town Board meeting to discuss
upcoming projects.
5. ~1TQRNgy-
a) Update Waste tta\,Jllng - Notices have been prepared for the public hearing and
they will be mailed out to the waste haulers. The process was reviewed. The
public hearing will be June 11 at 8:00 p.m. Attorney Soren Mattick suggested
going .Into the process with a plan. Special meetings may be needed.
b) Otchlowe TraUs Tax Forf~lt Property - David Johnson was contacted by the
~,
Stillwater Town Board Mtg. - 5/14/09
Page 2
president of the homeowners' association and they agree with the concept of
having the Township involved with the initial acquisition of this property and
then a seamless transfer to them. David Johnson encouraged them to act in
a timely manner.
6. PLANNER-
a) Comprehensive Plan - Metropolitan Council approved our plan on April 22.
Copies of the plan will be available on the website.
M/S/P Countryman/Beane moved to approve the resolution adopting the
Stillwater Township 2030 Comprehensive Plan. (4 ayes)
b) Comprehensive Plan Implementation - The Planning Commission had prioritized
items for implementation and the park items have been forwarded to the Park
Committee.
c) Howard Accessorv Structure - Mark and Carlene Howard have requested a
Certificate of Compliance for an accessory structure to be placed between the
house and the road.
M/S/P Johnson/Countryman moved to approve the Certificate of Compliance
with the conditions identified in the Planner's Memorandum dated May 7, 2009
with the additional condition of requiring maintenance of screening. (4 ayes)
d) Reconstruction of Countv Road 15 N of 12 to Hwv 96 - Sherri Buss will write a
letter of support.
e) Planning Commission Meetings - With little activity anticipated in the upcoming
months, educational speakers on topics such as open space should be arranged.
A field trip is another possibility.
7. CHIEF OF POLICE -
a) Report given. The burning ban is now off. Two dogs were impounded and the
fees were paid.
b) Orwell Court Trash Complaint - There had been a complaint about trash in the
parking area for Fairy Falls. Chief Nelson has checked the area numerous times
and seen some trash but nothing excessive. He will check with other neighbors
to see if they can help with trash pickup and ask them if they feel things are
going alright.
c) Little Carnelian Buckthorn - Washington Conservation District has four
buckthorn pullers which they have reserved for us for this project. Raleighs
will be doing chipping. Valley Green has a commercial version of the chemicals.
We will start with three containers and we can get more if needed. This project
has been posted on the website and the neighbors will be notified by mail two
to three weeks ahead of time. Mr. Wick was present in the audience and he
recommended using Garlon. He will discuss this further with Chief Nelson.
d) Old Radios - Steve Nelson is still trying to get together with the person
interested in buying them. Otherwise they may be sold on ebay.
....."
, Stillwater Town Board Mtg. - 5/14/09
Page 3
e) Large Dirt Pile at Hwy 96 and Manning Ave - Chief Nelson has received two
calls from residents about dust. David Johnson will check with the city. The
Watershed District may 'also be interested in enforcement.
f) Yellow Ribbon Project - We will see if we hear further from them with specific
direction.
g) Stillwater Marathon - The route was reviewed. Steve Nelson will be available to
lend assistance.
8. WICK BUILDING PER~IT - The Wicks are asking for a variance to build an accessory
building before their house. They have talked to the neighbors and had letters of
support and also a letter from t!1e covenant committee. He has not received one
negative statement. The Issue is what basis there would be to grant a variance.
The County has done this when it is tied to a building permit. We could consider giving
them a time limit with an escrow or letter of credit in case demolition of the building
would be required if they do not perform as required. Sherri Buss will send the Wicks
the application for variance.
9. ENGINEER-
a) Otta Seal Ouotes - Four contractors had requested plans and specification for
the project on 90th Street and Engineer Pearson received quotes from Allied
Blacktop and from Asphalt Surface Tech. He gave comparable cost figures for
an asphalt road. There was discussion of checking whether the contractors have
considered that Ralelghs have class 5 available within a couple of miles of the
project. Engineer Informed Board that Raleigh Trucking was provided a copy of
the plan holders list.
M/S/P Johnson/Countryman moved to authorize the ~ngineer to negotiate with
the two contractors for requoting the project and to authorize the Engineer to
accept a quote of $12,500 or less with preference given to the lowest quote.
(4 ayes)
b) Grading Permit Application Process - Paul Pearson had discussed this with
Dennis O'Donnell. The Township has no application for a grading permit even
though one is required. The County has been handling them. The Planner and
Engineer feel there is some merit In having the Township review grading plans.
Our ordinance will be written such that the Township will be copied on any
grading permit that the County processes and we would have the opportunity
to comment and be compensated If there are costs involved.
c) StockQile at Hwy 36 and Manning Ave - Paul Pearson had made a site visit and
there was no erosion control. He checked with Brown's Creek Watershed who
sent an Inspector and they contacted the owner. The owner should be required
to put up a silt fence and stabilization. The owner will also need a grading or
land alteration permit from the County.
d) ~ Coat Update.- Paul Pearson reviewed the seal coat work that is planned for
August. He had scheduled the Town Hall parking lot but It has just been striped.
We will walt until next year to seal coat the parking lot.
....cj
Stillwater Town Board Mtg. - 5/14/09
Page 4
e) Bituminous Overlay - M/S/P Countryman/Beane moved to order plans and
specification for bituminous overlay construction. (4 ayes) Paul Pearson will
look at projects scheduled for next year to see if they can be included this year
and ask for alternate bid to include overlay work scheduled for 2010. HopefUlly,
the Township can save some money if the bituminous unit price is reduced due
to a reduction in oil price per barrel in 2009.
f) Comcast Usury Fee - A resident had been told by Comcast that the Township
charges a fee. We are not aware of this.
10. PARK COMMITTEE -
a) Trail at 110th St and Arcola Trail - David and Kathy McKenzie are looking for the
Township to designate a trail. Attorney Mattick will check on what type of
easement is on the Laabs' property and on the McKenzie's property.
b) Park Shelter - Johnny Johnson will not be reimbursed by the vendor for the work
being done on the shelter. If we were to help out with the cost, they would
need to send us an invoice. Sheila-Marie Untiedt will talk to Jim Doriott about
the issue.
c) Township Picnic - M/S/P Johnson/Beane moved to authorize the expenditure
not to exceed $1,000 for expenses related to the Township picnic to be held in
August 2009. (4 ayes) There was discussion as to whether we need a waiver to
display old tractors, cars, etc.
d) New Signs - Will be made for Little Carnelian Park. We could also check with the
company that did the new signs for the website by the town hall.
e) Satellite at Otto Berg Park - Something for hand cleaning should be available
especially for the Township picnic. Rick Jacobson will see if he can get
something.
f) Job Duties for Park Manager - There was discussion of who is responsible for
work done at the town hall. Bob Ranalla will be invited to the next meeting to
discuss.
11. PALMER PROPERTY - David Johnson had been contacted by Mike O'Brien regarding
the Palmer property at Hwy 96 and Manning Avenue. Mr. O'Brien had been contacted
by a dermatologist who had an interest in purchasing the property for an office facility
for themselves. The couple may be invited to a future meeting to discuss the concept.
12. ADJOURNMENT - The meeting was adjourned at 10: 15 p.m.
Clerk
Chairperson
Approved
Tuesday May 26th 2009
Ken Harycki
Mayor
City of Stillwater
Dear Mayor Harycki,
I am writing you to Thank: You for your vote on the McKusick Lake Trail. It has
restored my faith in the city government. I am hoping that nothing will come up now that
will stop this from happening.
Please make sure that it continues to be placed on public property and not moved to
private property.
This will benefit all the citizens of Stillwater not just those who have the money to live
on the lake.
Thank: You again.
Sincerely yours,
I'~~~
D~d G. Haak
5~ N. Owens St.
Stillwater. MN 55082
651-439-8471
City of Stillwater — Council Workshop - updates 6/2/09
St. Croix River Crossing Project: http://www.dot.state.mn.us/metro/Drojects/stcroix/
a) Preliminary Bridge Design of new river bridge - VQAC(June 30) and Open
Houses(July 15 SHS &16-Somerset). Estimated completion April 2010.
b) Sierra Club complaint process - Motions for Summary Judgment
c) Right of Way acquisition in MN - 5 total takes by summer
d) Mitigation items:
d-1: Shoddy Mill and Warehouse relocation - in July 2010
d-2: Lift Bridge http://www.dot.state.mn.us/metro/projects/liftbridge/
- SLBAC and Lift Bridge Management Plan
- Bridge repair project to convert to a bicycle/pedestrian facility
- Animations of converted lift bridge and loop trail
- Endowment fund established by MN legislature in 2009,
accepting contributions
e) Letting date: July 2013
TH 95 Mill and Overlay project from Oasis Cafe to TH 97 - 2009 and 2010
Lift Bridge legislation — truck length restrictions - signing implementation
Questions