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2009-09-01 CC Packet
TEE EIETNE,IEE OF MINNESOTA REGULAR MEETING RECESSED MEETING CALL TO ORDER ROLL CALL OTHER BUSINESS 1. Budget Discussion CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE AGENDA CITY OF STILLWATER CITY COUNCIL MEETING Council Chambers, 216 North Fourth Street September 1, 2009 4:30 P.M. AGENDA 7:00 P.M. AGENDA 4:30 P.M. 7:00 P.M. APPROVAL OF MINUTES — Possible approval of special meets' meeting minutes of August 18, 2009 PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATI 1. Proclamation: Financial Planning Week — October 5 -11, 2 2. United Way of Washington County East — It erbu OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council ma ke action r reply at the time of the statement or may give direction to staff regarding investigation of the c expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or lest and regular STAFF REPORTS 1. Police Chief 3. ;City Clerk 2. Fire Chief 4 Community,; CONSENT AGENDA* 1. Resolution 2009 -13. recting paymo of bills 2. Resolution 2009 -137, val of ntract with Amano McGann for parking revenue control equipm ... PUBLIC HEARINGS or less. 1. Case No 09 1 Consider a request from Marc Putman, Putman Planning and Design, for an amendment to the planned unit development for the sign guidelines and sign ordinance for the Village Commercial Distr'£$ iberty Village, located at the southeast corner of Bounty Roads 12 and 15. Notices were mailed to a , -cted property owners and published in the Stillwater Gazette on July 17, 2009 (tabled from July 28, 2009 meeting) City Engineer /PWD 7. Finance Director 6. City Attorney 8. City Administrator ect for others in attendance, please limit your comments to 10 minutes UNFINISHED BUSINESS 1. Discussion on Stillwater Marathon 2. Possible approval of Special Event & Temporary Liquor License for St. Croix Harvest Fest & Giant Pumpkin Weigh -off 3. Possible second reading of Ordinance 1010, an ordinance amending the Stillwater City Code Chapter 31, entitled Zoning Ordinance by revising the general procedures for height variance request (Ordinance — Roll Call) NEW BUSINESS 1. Declaration of costs, preparation of roll & calling for assessment hearing 2009 Sidewalk Rehabilitation Project (2 resolutions — Roll CaII) 2. Possible receiving of feasibility report and calling for improvement hearing for Washington Avenue Mill and Overlay Project (Project 2009 -10) (Resolution — Roll CaII) 3. Possible adoption of resolutions: Adopting the proposed tax levy for the payable year 2010, Adopting the proposed budget for the year 2010, and Setting payable 2010 Truth -N- Taxation Pubic Hearing dates (3 separate resolutions) (Roll CaII) (Available Tuesday) PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (continued) COMMUNICATIONS /REQUESTS COUNCIL REQUEST ITEMS STAFF REPORTS (continued) ADJOURNMENT All items listed under the consent agenda are conside o be rou by the City Council and will be enacted by one motion. There will be no separate discussi n on these items unless a Council Member or citizen so requests, in which event, the items will be removedI m the co nt enda and considered separately. Page 2 of 2 LICENSE AGREEMENT THIS LICENSE AGREEMENT ("Agreement".)..is made as of this 8th day of December 1998, by and between the City of:tillwater, a municipal corporation ("Owner"), and Still.water'Yaoht Club, a Minnesota corporation ("Licensee"). The following recitals of fact are a material, part of this Agreement. A. Owner ia the owner of that certain parcel-of land in the City of Stillwater, County of Washington and State of Minnesota, legally described in Exhibit A attached hereto endby this reference made a part hereof (hereinafter referrea to as "The Premises"). B. License is, the owner of that certain parcel Of land in the City of Stillwater, County of Washington and state of Minnesota, lying North of and adjoining the premises, legally described in Exhibit B attached hereto and by this. :reerenCe made a part hereof (hereinafter referred to as "Adjoining Parcel"). C. Licensee desires to construct a and -maintain patio and underground gas tank on The Premises and, to utilize' premises for access to the adjoining parcel. • NOW, THEREFORE, in consideration of the foregoing, the mutual agreement of the parties hereto and other good and valuable consideration, the receipt and sufficiency Of which are hereby acknowledged, the parties hereby agree as follows: 1. Grant of License. Owner hereby grants to.Licensee, its employees, agents, contractors and subconttictorS,a non- exclusive license to utilize the premises -for ing*,ess and egress by motor vehicle and pedestrian traffic' to and .from the adjoining parcel, for the maintenance of a patiO, and for 'thA construction and maintenance of an underground gasoline tank,. alI upon payment in advance, by the Licensee of an Annual LiCense'.Fee'in the amount of 2. Term of License. The License .granted hereun.der will commence on the date hereof and shall.terminate uPon . the earlier of (a) abandonment of the Licensee's Marina building on-the adjacent parcel, (b) failure of licensee to pay:an-:annual License Fee within thirty (30) days of the fee-being due,. • 3. No Warranty. owner makes no cOvehan representation, or • 1 United Way of Washington County -East and our Funded Agency Partners work collaboratively to meet needs and focus on solutions to community problems. • American Red Cross, St. Croix Valley • Arc Greater Twin Cities • Charities Review Council • Children's Home Society and Family Services • Community Thread (formerly CVS /Senior Center) • Courage St. Croix • East Metro Women's Council • East Suburban Resources • ECS - Stillwater Family Resource Center • FamilyMeans • Girl Scout Council of MN and WI River Valleys • Have a Heart, Inc. • Hope House • Human Services, Inc. • Kay Clint Fund for Emerging Needs • Lakeview Hospice • Lakeview Prescription Assistance Program • Legal Assistance of Washington County • LifeTrack Resources • National Alliance on Mental Illness (NAMI) MN/Washington County • Northern Star CounciVBoy Scouts of America • Portico Healthnet • St. Croix Family Medical Clinic • Tubman Family Alliance • United Way — 211 • United Way Financial Assistance Fund • Valley Outreach Food Shelf • Vision Loss Resources • Warehouse Skate Park • Youth Service Bureau • Youth United Way - developing leaders for our future "No one person or program can do this alone, that is why we need our local United Way." Peter, Courage St. Croix "Many in this area live comfortably so it's easy to forget that there are many who need help. Cutbacks, unemployment, foreclosures and loss of health care put stress on families. Living United we all help meet those needs." Jerry, AFSCME, Stillwater United Way of Washington County -East United Way of Washington County East United Way BUILDING BETTER LIVES loin us in Living United, right here in our community. Because it's OUR community, and OUR UNITED WAY. United Way of Washington County East United Way of Washington County - East unites our community and local resources to give each person the opportunity to build a better life. We focus our funding to: • Increase Financial Stability & Meet Basic Needs • Improve Health and Independence • Promote Thriving Children and Youth • Connect People to Services Support for your local United Way is an investment in our community. It means that your neighbors —right here in the heart of Washington County — have help available when needed most. "United we stand, divided we make a mess." Karla, Senior Center "Every child deserves a chance." Caitlin & Parker, Youth United Way "I have learned over the years that life can present many challenges, and that it is important to have community resources in place to help an individual deal with those challenges. I want to do my part, in whatever way I can, to contribute to that." Mark, Grant BUILDING BS Our community has been deeply affected by the current economic conditions. As we all tighten out belts, we also reflect on other community members who can't tighten their belts any further. Hard working families have lost jobs and need help to keep the electricity on. Neighbors have health issues and can't afford health insurance or medical treatment. Many struggle with depression or disability. Elders lack transportation to go to the doctor, or the store. Cupboards are empty and neighbors are seeking assistance, often for the first time. Our agency partners are experiencing a dramatic increase in demand for essential programs and services. It's time to respond. Serving the heart of Washington County for more than 60 years, United Way of Washington County -East is responding and uniting our community to face these challenges and keep our community strong. Fueled by hundreds of local volunteers who serve tirelessly and participate in funding decisions, we work to create opportunities for each person to build a better life. We invite you Living United. We ask you to Because when we reach out a hand to one, the condition of all. Because it's OUR community, Your support helps ensure that... • A safety net of food, shelter and financial assistance is available when needed most. • Neighbors who are elderly or with disabilities are less isolated because they have transportation available to get to the doctor, or to the store. • Job programs and credit counseling give hard- working people hope and future financial stability. • Our youth have positive activities and alternatives available so they can thrive. • Individuals and families can access affordable health care, health insurance and prescription medications. • Youth who are at -risk get counseling and support to get back on track. • Emergency and crisis services support and sustain individuals and families when the unthinkable happens. • Family caregivers get support, respite care and relief so they can better care for their loved ones. • Each person has the opportunity to build a better life, and our community stays caring and strong. Contact Us To get involved, set up a custom payment plan, donate stock, or just find out more Call 651- 439.3838 Browse www.uwwce.org Email info @uwwce.org Mail PO Box 305, Stillwater, MN 55082 Visit our Stillwater office 1825 Curve Crest Blvd We would be glad to hear from you! "We want to be part of real change. We want to be part of creating a better life for each person in our community ". Matt & Kim, Stillwater. United Way of Washington County -East The United Way of Washington County -East unites our communities and creates opportunities for each person to build a better life. As your local United Way, we work collaboratively to: Promote Thrivin Children & Youth crease Financial Stabil ty & eet Basic Needs BUILDING BETTER LIVES • Youth United Way • After school and summer programs • Youth development and enrichment School Readiness • Wellness and Prevention Education • Counseling Interventions for youth at risk Independence • Eldercare Services Prescription Assistance Rehabilitation Services • Caregiver Support and Respite • Hospice • Physical and Mental Health Services • Support for disabilities and chronic health issues • Shelter • Emergency Financial Assistance • Credit counseling • Vocational /Jobs programs • Housing Programs • Transitional Support • Emergency Services %arirne ervices Transportation United Malay X11, Advocacy Services, Legal Services, Serving the heart of Washington County for more than 60 years, United Way of Washington County - East is a locally- governed, independent non - profit organization. Fueled by hundreds of volunteers who serve, lead, and participate in funding decisions we work collaboratively with community members, agencies, local government, and business to create lasting change. uon programs and credit copr people hope acid future finance; • Our youth have positive activ available .so they can the' • Individuals and families`, care, health insurance and prescri; •Youth at -risk getxsupport to getrb • Emergency an crisis services su individuals and families when the .0 • Family caregivers get support r`e so they can better care for their;iov Serving the Heart Washington County United Way of Washington Co -East PO Box 305, Stillwater, MN 55082 www.uwwce.org 651- 439 -3838 United Way of Washington County- East — Partner Agencies American Red Cross- Relief for victims of disasters and helping people prevent, prepare for, and respond to emergencies. Arc Greater Twin Cities- Support and advocacy for children and adults with intellectual and developmental disabilities. Charities Review Council- Evaluates charities against established standards, monitors enforcement of charities laws, and provides information to aid donors in making decisions. Children's Home Society and Family Services- Builds and strengthens families, and provides comprehensive adoption services. Community Volunteer Services and Senior Center (now Community Thread)- Promotes volunteerism through volunteer involvement in providing transportation, senior activities, volunteer training and placement assistance, and holiday assistance. Courage St. Croix- Rehabilitation, independent living, recreational, vocational, aquatic, fitness and family support services for children and adults with physical, sensory or neurological impairments. East Metro Women's Council- Affordable housing, supportive services and educational opportunities to help homeless and low- income families achieve self- sufficiency. East Suburban Resources- Supports people with special needs go to work and participate in their community. ECS - Stillwater Family Resource Center- Comprehensive, individualized services to families interested in achieving self - sufficiency and enhancing family strengths. FamilyMeans- Helps individuals and families learn, work and nurture healthy relationships through mental health counseling. Consumer Credit Counseling, youth development, and caregiver support. Financial Assistance Fund (Valley Outreach)- Emergency funds for housing, food, and medical needs to maintain stability of families and individuals in crisis. Girl Scout Council of MN and WI River Valleys- Activities to help girls ages 5 -18 deepen self- awareness, relate to others, develop values and contribute to society. Have a Heart, Inc.-Respite care for adults with developmental disabilities and their families. Hope House- A non judgmental home providing care that respects the dignity of people living with HIV /AIDS. Human Services, Inc.- Helps people challenged with issues associated with aging, mental and chemical health, and physical or sexual abuse through counseling, education and independent living support. Lakeview Hospice- Care for individuals with limited life expectancy and their families, emphasizing quality life during the time of illness and supportive help during the bereavement period. Lakeview Prescription Assistance Program- Helps qualifying individuals receive free and /or low -cost prescription medications from pharmaceutical companies and /or other sources. Legal Assistance of Washington County- Legal representation, assistance and legal advice in civil matters for eligible County residents unable to afford a private attorney. LifeTrack Resources- Employment services, child and adult therapies and early childhood /family services to help individuals with disabilities or other disadvantages build better, more independent lives. NAMI - MN/Washington County- Services to eliminate the stigma of mental illness, effect change in the mental health system, and increase understanding of mental illness. Northern Star Council /Boy Scouts of America- Programs for boys, ages 6 -20, and girls, ages 14 -20, that increase citizenship, values, physical skills. Portico Healthnet- Assists low- income, uninsured individuals and families access affordable health coverage and care and health education for youth, at -risk populations and the general community. St. Croix Family Medical Clinic- Comprehensive health care to those who are uninsured and underinsured. Tubman Family Alliance- Support and services for families in crisis: safe shelter, legal assistance, counseling, youth and family support and community education. United Way — 211 - Referral services to those seeking assistance, 24 hours per day /7 days per week. Valley Outreach Foodshelf- Food assistance and connection with community resources. Vision Loss Resources- Services for visually impaired including counseling, support groups, home management, personal care training, peer counseling, and employment opportunities. Warehouse Skate Park -A year round place for youth to skateboard, volunteer, and make friends. Youth Service Bureau- Comprehensive counseling, court diversion and restorative justice services for youth and their families that are immediately accessible and affordable. Youth United Way- Opportunities for youth leadership and growing philanthropy for youth grades 8 -12. United Way of Washington Co -East PO Box 305, Stillwater, MN 55082 www.uwwce.org 651- 439 -3838 FARE FOR ALL EXPRESS SAVE UP 77D 50% ON YOUR MONTHLY GROCERIES W /TH FARE FOR ALL EXPRESS FARE FOR ALL EXPRESS IS . FARE FOR ALL EXPRESS PACKAGES • Fresh and healthy foods at a savings of 30 -50% • Open to everyone! • Cash and Carry! Purchase packages and take them home that day Regular Pack $17 The Regular Pack includes 4+ fresh vegetable items, 2+ fresh fruit items and 3 -4 frozen meats Meat Only Pack $12 The Meat Only Pack contains 3- 4 frozen meat items, which may include beef, chicken, pork and fish Vegetarian Pack $10 The Vegetarian Pack features a generous variety of fresh vegetables and fruits Pay with cash, credit/debit cards, or food support card funds (EBT). *Package contents subject to change. * *We do not accept personal checks. A proud partner of the United Way of Washington County - East MINNESOTA.] FR OOP RANK Visit a location near you! Stillwater Junior High 523 W. Marsh St. Stillwater, MN Tuesdays 5 :00 -7:00 pm 2009 Dates August 18 September 15 October 13 November 10 December 8 2010 Dates January 19 February 16 Visit our website www.fareforall.org 763- 450 -3880 1- 800 - 582 -4291 Fare For All is a program of the Emergency Foodshelf Network. The Emergency Foodshelf Network is a nonprofit organization that collects, warehouses and distributes high quality food and essential support services to Minnesota hunger relief organizations. d Memo DATE: September 1, 2009 TO: Mayor and City Council FROM: Sharon Harrison Finance Director RE: 2010 Proposed Budget Attached is the following: 1. A resolution adopting the 2010 Proposed Budgets for.,the General Fund, Special Events fund, St Croix Valley Recreation Center Fung Fun , Library Fund, Washington County Recycling Grant Fund and the DARE Fu: 2. A resolution adopting the General Tax`Ievy and°the Special Levys for a total levy amount of $10,17,1,920. 3. A resolution setting the,-Truth-hl-Taxation public hearing date. , The numbers in the resolutions for the proposed levy and the proposed budget are based on the discussions with the Council during the budget hearings in August and the 4:30 meeting earlier in the evening. The date,in>tbe resolution for setting the Truth -in- Taxation hearings is staff's recommendation. Council can choose other dates if they so wish. ACTIO Council needs dopt the three attached resolutions (once the numbers /date is known) so that this information can be submitted to Washington County before the September 15, 2009 deadline. RESOLUTION NO. 2009- ADOPTING THE PROPOSED BUDGET FOR THE YEAR 2010 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the proposed budget for the year 2010 with revenues and expenditures in the amounts for the following funds: General Fund Special Events Fund St Croix Valley Recreation Center Fund Library Fund Parks Fund Washington County Recycling Grant Fund DARE Fund Revenues $ 9,919,173 98,300 1,554,200 1,199, 569 861,693 34,050 500 $ 13,667,485 Adopted by the Council this 1st day of September, 2009. ATTEST: Diane Ward, City Clerk Expenditures $ 9,919,173 98,300 1,554,200 1,199,569 861,693 34,050 1,000 $ 13,667,985 Ken Harycki, Mayor CITY OF STILLWATER, MINNESOTA SCHEDULE OF 2010 DEBT SERVICE TAX LEVY DEBT SERVICE TAX 304 G.O. Capital 305 G.O. Capital 307 G.O. Capital 308 G.O. Capital 309 G.O. Capital 315 G.O. Capital 316 G.O. Capital LEVY: Outlay 2004B Outlay 2005A Outlay 2007A Outlay 2008A Outlay 2009A Outlay 2005B Outlay 2006A 319 G.O. Capital Outlay 2009B 320 G.O. Capital Outlay 2003A 329 G.O. Capital Outlay 2009D 340 G.O. Improvement Bonds 2004A 385 G.O. Sports Center 2005C Total Debt Service Tax Levy CANCEL DEBT SERVICE LEVIES FOR: 111,352 224,621 1 96, 317 215,001 213,334 271,606 578,568 141,540 200,563 764,229 300,920 167,107 $ 3,3 85,158 303 G.O. Capital Outlay 20003HS $ 21,630 389 G.O. Sport Facility Revenue 2009C 174,169 RESOLUTION NO. 2009- SETTING PAYABLE 2010 TRUTH -N- TAXATION PUBLIC HEARING BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the Payable 2010 Truth -in- Taxation hearing shall be at 7:00 p.m., Tuesday, December 1, 2009. Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk 4. Memo DATE: August 5, 2009 TO: Mayor and City Council FROM: Sharon Harrison Finance Director RE: 2010 Proposed Budget/Levy Limit After additional reductions in the 2010 budget, the proposed 2010 tax levy looks as follows: General Tax Levy: PERA Levy: Debt Service Tax Levy: Total Proposed Tax Levy: $6,623,411 $163,351 $3,385,158 $10,171,920 The General Tax Levy, along with the PERA special levy, is the amount needed to balance (where expenditures equal revenues) the operational budget and for payable 2010. The General Tax levy is subject to a limitation and is calculated by the MN Department of Revenue. The PERA levy is considered a special levy and is used to pay the increased costs of required employer contributions to PERA due to rate increases that took effect after June 30, 2001. The PERA levy is not subject to a limitation. The Debt Service Tax Levy is also considered a special levy and is used to pay the City's debt service. The Debt service tax levy is again not subject to a limitation. On August 21, 2009, the City received (from the Department of Revenue) its Levy Limitation notice (attached) in the amount of $6,479,727. This Levy limit applies to the General Tax Levy only and as it stands is $143,684 ($6,623,411 less $6,479,727) lower than what is needed to balance the budget. However, state law allows Cities to levy, as a special levy, its December 2008 unallotment amount (which for Stillwater is $404,200) and/or its July 2009 unallotment amount (which for Stillwater is $359,402) if it so chooses. Staff is proposing for Council consideration the following: General Tax Levy: $6,479,727 (levy limit amount) PERA Tax Levy: $163,351 July 2009 Unallotment Levy: $143,684 (only a portion of the July 2009 unallotment) Debt Service Tax Levy: $3,385,158 Total Proposed Tax Levy: $10,171,920 The 2009 unallotment levy will NOT increase the tax levy from what is being proposed (above). It simply shifts the $143,684 from the general tax levy to a special levy. All proposed budget amounts remain unchanged. 7 MINNESOTA- REVENUE Payable 2010 Final Overall Levy Limitation Notice STILLWATER FINANCE DIRECTOR CITY HALL 216 NO 4TH ST STILLWATER, MN 55082 8/18/2009 The following is a listing of the factors used in determining your city's payable 2010 overall levy limitation. 1. PAYBALE 2009 ADJUSTED LEVY LIMIT BASE 7,417,646 2. INFLATION ADJUSTMENT (0.8337 %) 1.008337 3A. 2007 HOUSEHOLD POPULATION 7,074 3B. 2008 HOUSEHOLD POPULATION 7,096 3C. 50 PERCENT OF HOUSEHOLD INCREASE ((3B - 3A) x .5) 11 3D. HOUSEHOLD ADJUSTMENT FACTOR - GREATER OF 1 OR (1 + 3C /3A) 1.001555 4A. PAYABLE 2008 TOTAL TAXABLE MARKET VALUE 2,122,221,200 4B. PAYABLE 2009 MARKET VALUE - NEW INDUSTRIAL CONSTRUCT 0 4C. PAYABLE 2009 MARKET VALUE - NEW COMMERCIAL CONSTRUCT 670,300 4D. PAYABLE'2009 MARKET VALUE NEW C/I CONSTRUCT (4B + 4C) 670,300 4E. 50 PERCENT OF MARKET VALUE OF NEW C/I CONSTRUCT (4D x .5) 335,150 4F. NEW C/I ADJUSTMENT FACTOR - GREATER OF 1 OR (1 ± 4E/4A) 1.000158 5. PAYBALE 2010 ADJUSTED LEVY LIMIT BASE (1 x 2 x 3D x 4F) 7,492,301 6A. 2010 CERTIFIED LOCAL GOVERNMENT AID 1,012,574 _ -- - , 6B: -20-1 TED=TACO ASS -- — - —.;. - -- 0. 6C. 2010 ESTIMATED WIND ENERGY PRODUCTION TAX 0 6D. 2010 CERIVIED UTILITY VALUATION TRANSITION AID 0 6E. 2010 TOTAL CITY AID (6A +.6B + 6C + 6D) 1,012,574 7. PAYABLE 2010 FINAL OVERALL LEVY LIMIT (5 - 6E) Property Tmc Division Mail Station 3340 St. Paul, MN 55146 -3340 An equal oppornmfty employer 6,479,727 Tel: 651 - 556.6095 Pew 651 -556 -3128 rlr.- Call 711 for Minnesota Proposed 2010 Property Tax Impact Worksheet Taxing District: STEP 1 - Calculate the Taxing District's Tax Rate: City of Stillwater 1. Operating Levy: Includes General Tax Levy, PERA Special Levy & 2009 Unallotment Levy 2. Debt Service Levy 3. Certifed Property Tax Levy 4. Fiscal Dispari Portion of Levy 5. Local Portion of Levy 6. Local Taxable Value 7. Local Tax Rate 8. Market Value Referenda Levy 9. Fiscal Disparity Portion of Levy (SDs onl ) 10. Local Levy 11. Referenda Market Value 12. Market Value Referenda Rate $6,813,230 $3,286,539 $10,099,769 $1,094,815 $9,004,954 18,793,766 47.915% $0 $0 $0 0 0.00000% $6,786,762 $3,385,158 $10,171,920 $1,090,127 $9,081,793 18,279,016 49.684% $0 $0 $0 0 0.00000% -0.4% 3.0% 0.7% -0.4% 0.9% -2.7% 3.7% 0.0% 0.0% 0.0% 0.0% 0.0% STEP 2 - Calculate the Impact of the Taxing District's Rate on Residential Homestead Taxes: 13. Assumes a -4.9% (D) (E) 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. increase in market value from 2009 to 2010. (F) (G) (H) (1) Estimated Tax District rate as % of total rate: 52% 105,200 1,052 $504.12 $277.72 $144.41 $359.71 157,800 1,578 $756.34 $230.38 $119.80 $636.54 263,000 2,630 $1,260.56 $135.70 $70.56 $1,190.00 525,900 5,324 $2,630.99 $0.00 $0.00 $2,630.99 788,900 8,611 $4,127.25 $0.00 $0.00 $4,127.25 Pay 2004 MV X 0.951 500,000 @1.0% rem 1.25% (B7 x E) + (B12 x D) 76,000 ©.40% - rem @.09% Estimated Tax District rate as % of total rate: 100,000 150,000 250,000 500,000 750,000 1,000 1,500 2,500 5,000 8,125 $496.84 $745.26 $1,242.10 $2,484.20 $4,036.83 $282.40 $237.40 $147.40 $0.00 $0.00 (G) x % 52% $146.85 $123.45 $76.65 $0.00 $0.00 (F) - (H) $349.99 $621.81 $1,165.45 $2,484.20 $4,036.83 -4.9% -4.9% -4.9% -4.9% -4.9% -1.5% 3.0% 3.0% -2.3% ($14.73) -4.9% -1.5% 8.6% 8.6% -2.1% ($24.55) -6.1% -5.6% 0.0% 0.0% -5.6% ($146.79) -5.6% -2.2% 0.0% 0.0% -2.2% ($90.42) Proposed 2010 Property Tax Impact Worksheet Taxing District: STEP 1 - Calculate the Taxing District's Tax Rate: City of Stillwater 1. Operating Levy: Includes General Tax Levy, PERA Special Levy & 2009 Unallotment Levy $6,813,230 $6,748,762 -0.9% 2. Debt Service Levy $3,286,539 $3,385,158 3.0% 3. Certifed Property Tax Levy $10,099,769 $10,133,920 0.3% 4. Fiscal Disparity Portion of Levy $1,094,815 $1,090,127 -0.4% 5. Local Portion of Levy $9,004,954 $9,043,793 0.4% 6. Local Taxable Value 18,793,766 18,279,016 -2.7% 7. Local Tax Rate 47.915% 49.476% 3.3% 8. Market Value Referenda Levy $0 $0 0.0% 9. Fiscal Disparity Portion of Levy (SDs only) $0 $0 0.0% 10. Local Levy $0 $0 0.0% 11. Referenda Market Value 0 0 0.0% 12. Market Value Referenda Rate 0.00000% 0.00000% 0.0% STEP 2 - Calculate the Impact of the Taxing District's Rate on Residential Homestead Taxes: 13. Assumes a (D) 14. 15. 16. 17. 18. 19. 20. 21. 22. 23. 24. 25. 26. 27. 28. 29. 30. -4.9% increase in market value from 2009 to 2010. (E) (F) (G) (H) (1) T*Xable Market Value Tax =' . Capacity Tag. Di4ri±t Gross Tax total Mkt Value Hatt etredit Taxing District share of Cre Taxing District Net Tax,1 500,000 @1.0% rem @ 1.25% Actua('P7 2009 (A7 x E) + (Al2 X D) 76,000 @.40% - rem @.09% (G) x % (F) - (H) Estimated Tax District rate as % of total rate: 52% 105,200 1,052 $504.12 $277.72 $144.41 $359.71 157,800 1,578 $756.34 $230.38 $119.80 $636.54 263,000 2,630 $1,260.56 $135.70 $70.56 $1,190.00 525,900 5,324 $2,630.99 $0.00 $0.00 $2,630.99 788,900 8,611 $4,127.25 $0.00 $0.00 $4,127.25 Pay 2004 MV X 0.951 500,000 @1.0% rem @ 1.25% Proposed Pay 2010`''' (B7 x E) + (B12 x D) 76,000 @.40% - rem @.09% (G)x% (F) -(H) Estimated Tax District rate as % of total rate: 52% 100,000 1,000 $494.76 $282.40 $146.85 $347.91 150,000 1,500 $742.14 $237.40 $123.45 $618.69 250,000 2,500 $1,236.90 $147.40 $76.65 $1,160.25 500,000 5,000 $2,473.80 $0.00 $0.00 $2,473.80 750,000 8,125 $4,019.93 $0.00 $0.00 $4,019.93 Percentage froi ,09 to 2010 -1.9% -1.9% -1.9% -6.0% -4.9% -4.9% -4.9% -4.9% -4.9% -4.9% -4.9% - 6.1% 1.7% 3.0% 8.6% 0.0% 1.7% 3.0% 8.6% 0.0% -3.3% -2.8% -2.5% -6.0% ($11.80) ($17.85) ($29.75) ($157.19) -4.9% - 5.6% -2.6% 0.0% 0.0% -2.6% ($107.32) RESOLUTION 2009 -136 DIRECTING THE PAYMENT OF BILLS BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the bills set forth and itemized on Exhibit "A" totaling $322,602.17 are hereby approved for payment, and that checks be issued for the payment thereof. The complete list of bills (Exhibit "A ") is on file in the office of the City Clerk and may be inspected upon request. Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk LIST OF BILLS EXHIBIT " A" TO RESOLUTION #2009 -136 A -1 Maintenance, Inc. A.W.I. Diversified L.L.C. Al's Coffee Company Aramark Uniform Services B. Stringfellow, Inc. Ballis John T. Board of Water Commissioner Breezy Point Resort Brulin & Company Inc. Buzz Chickley Inc. Carpenters Small Engine Carquest Auto Parts CATCO Parts and Service CDW Government, Inc. Church of St. Michael Clarey's Safety Equipment Coca -Cola Bottling Company Cole Papers Comcast Cub Foods Ess Brothers & Sons Inc. Hansen Larry Hartland Fuel Products, LLC HD Supply Waterworks, Ltd. Heritage Printing, Inc. Hydrologic Iceman Industries, Inc. Kath Companies Kirvida Fire, Inc. Kufner, David LogoStitch, Ltd. Mac Queen Equipment Inc. Magnuson Law Firm Menards MN Dept. of Nat Resources OMB MN Historical Society MN State Fire Chiefs Assn Needels Supply, Inc. Office Depot Office Max Orrin Thompson Homes Premier Glow R & R Specialties, Inc. Property Clean up Rebuild 4 Fin Parts Coffee Supplies Mats, Mops. Towels Portable Toilet Enclosure Background Investigations 4 Fire Fighter Water Leak service Lodging for J. Gannaway 9/19/09 - 9/23/0 Bio Zyme II Grading Escrow Refund Equipment Repair Supplies Headlamp Screws Back Up Alarm DVD Pack Park Deposit Refund Pioneer Park Fire Rake & Pulaski Axe Soda for Concession Liquid Soap Television Supplies Manhole Adj Rings Commissioners Picnic Fuel Flg Reducer and Gaskets Business Cards Supplies Deicing Liquid Tank Windshield Wash Solvent Repairs to 6107 Park Deposit Refund Washington Sq Jr. Team Jackets Rubber Deflector Curtains Professional Services Supplies Natural Heritage Information Registration Fee 2009 Annual Conference Kivac Repair Supplies Labels Office Supplies Grading Escrow Refund Materials for Night to Unite Paint for South Rink 2,244.34 55.00 577.70 828.58 1,800.00 2,100.00 290.38 387.00 81.65 1,500.00 182.08 346.62 50.81 58.02 100.00 170.61 586.80 51.29 64.18 630.20 1,091.19 61.89 6,219.61 256.25 85.87 159.03 465.28 140.00 3,344.73 100.00 55.33 473.65 6,150.33 220.46 90.00 90.00 160.00 508.49 341.89 11.29 4,500.00 293.10 971.49 EXHIBIT " A" TO RESOLUTION #2009 -136 Page 2 Riedell Shoes, Inc. Smith Filter Corporation Sprint PCS St. Joseph Equipment Stillwater Country Club Sykes Kyle A T.A. Schifsky & Sons, Inc. Telemetry and Process Controls Trans Union LLC Tri -State Pump & Controls, Inc. Uniforms Unlimited, Inc USAble Life US Home Corp. dba Lennar VenTek International, Inc Wal Mart Community Washington County Sheriff's Office Watson Company, Inc. The WET Technology, Inc. Xceed Hockey Camp LIBRARY All Signs Baker & Taylor Big Cozy Books BWI Comcast DeSteno, Deb Hudson,Patrick Menards Recorded Books Toshiba Trent, Donna Value Line Washington County Library MANUALS AUGUST 2009 Bailey Company MN Dept of Public Safety Xcel Energy Skates for Resale Equipment Repair Supplies CeII Phone Solenoid Grading Escrow Refund Uniforms Asphalt IS Barrier to the Transducer Medical Evaluations Parts and labor to repair pump Uniform Term Life Insurance Grading Escrow Refund Loaner Rental Supplies 2009 LumberJack Days Patrol Ice Cream Cooling Water Treatment Split Camp Profit Signage Library Materials Furniture Children's Books Telecommunications Professional Services Refund Janitorial Supplies Replacement Audio Maintenance Contract Event Preparation Reference Subscription Technology Support 439.10 296.72 125.79 276.56 5,000.00 322.72 1,516.55 762.43 49.20 3,900.33 977.98 415.92 21,000.00 150.00 452.86 10,914.86 240.68 866.98 10,018.68 5,011.00 2,387.37 8,815.72 114.35 49.90 51.63 425.00 33.85 6.95 79.78 14.21 269.00 641.36 Improvements to Pioneer & Triangle Parks 13,100.00 Vehicle Title 20.00 Electricity,Gas 24,363.01 EXHIBIT " A" TO RESOLUTION #2009 -136 Page 3 ADDENDUM Aspen Mills Board of Water Commissioners Clark, Luann Delta Dental Fury Johnson Controls LMC Insurance Trust Met Council Peterson, Craig Qwest Stillwater Gazette US Bank Verizon Waste Management Wulfing, David Xcel Adopted by the City Council this 1st Day of September, 2009 Uniforms Water Bill Pd City in Error,Aug 2009 WAC Cleaning Public Works, City Hall Cobra Dental Vehicle Repair Compressor 3rd Installment Municipality, Ins. Claim August 2009 SAC Reimburse Expenses Transport Boat Telephone Subscription Paying Agent Fees Cell Phones 1st Payment Garbage Certification Reimburse for Uniforms Electricity,Gas 77.28 6,888.30 1,057.50 313.80 36.11 20,439.50 53,284.74 11,880.00 67.62 202.12 109.00 215.63 1,481.65 43,078.28 340.43 32,124.58 TOTAL 322,602.17 CITY OF STILLWATER PLANNING COMMISSION (AMENDED) NOTICE OF MEETING MONDAY, September 14, 2009 The City of Stillwater Planning Commission will meet on Monday, September 14, 2009, at 7 p.m. in the Council Chambers at Stillwater City Hall, 216 North Fourth Street. City of Stillwater Planning Commission regular meetings are held at 7 p.m on the second Monday of each month. All City Planning Commission meetings are open to the public. AGENDA 1. CALL TO ORDER 2. APPROVAL OF August 10, 2009 MINUTES 3. OPEN FORUM The Open Forum is a portion of the Commission meeting to address subjects which are not a part of the meeting agenda. The Commission may reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less 4. PUBLIC HEARINGS. The Chairperson opens the hearing and will ask city staff to provide background on the proposed item. The Chairperson will ask for comments from the applicant, after which the Chairperson will then ask if there is anyone else who wishes to comment. Members of the public who wish to speak will be given 5 minutes and will be requested to step forward to the podium and must state their name and address. At the conclusion of all public testimony the Commission will close the public hearing and will deliberate and take action on the proposed item. 4.01 Case No. 09 -34. A special use permit request for a single person salon in a residence located at 1112 Myrtle St W , in the RB, Two Family Residential District. Beau and Karen Leslie, applicants. 4.02 Case No. 09 -35. A variance request to the front yard setback for the construction of a porch located at 506 Laurel St W in the RB, Two Family Residential District. Timothy and Julie Schmolke, applicants. 4.03 Case No. 09 -36. Final plat and final PUD approval for 13 single family lots and 14 townhouse lots for Millbrook 4th Addition. US Home Corporation, Joe Jabbnski, applicant. 4.04 Case No. 09 -37. A special use permit for an accessory dwelling unit located at 315 Olive Street West in the RB, Two Family Residential District. Mark Balay Architects, representing Jeff Anderson and Greg Stokes, applicant. 4.05 Case No. 09 -38. A special use permit amendment for an 88 unit senior care facility located at 12525 75th St N the RB, Two Family residential District. Greg Johnson, applicant. 5. OTHER BUSINESS 1 Chair Beane August August August August August Chair Countryman September September September September September Chair Countryman October October October October Chair Hiniker November November November November Chair Hiniker December December December Stillwater Township Calendar 6 Planning Commission 10 Park Committee 13 Town Board Meeting 23 Township Picnic 27 Town Board Meeting 3 Planning Commission C.CI.1/V 10 Town Board Meeting 14 Park Committee 16 Communications Meeting 24 Town Board Meeting 1 Planning Commission 8 Town Board Meeting 12 Columbus Day 22 Town Board Meeting 5 Planning Commission 12 Town Board Meeting 16 Park Committee 26 Thanksgiving Holiday 3 Planning Commission 10 Town Board Meeting 25 Christmas Day Holiday 7:00 PM 7:00 PM 7:00 PM NOON — 4:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM 7:00 PM antli Clerk, Stillwater Township Supervisors may attend any or all of the above meetings. $ are el- in the town hall unless otherwise specified. August 5, 2009 August 13, 2009 STILLWATER TOWN BOARD MEETING Town Hall 7:00 P.M. PRESENT: Chairperson Matt Beane, Supervisors Jim Hiniker, Linda Countryman and David Johnson, Stillwater Township Clerk Pat Bantli, Deputy Clerk Kathy Schmoeckel, Attorney Soren Mattick, Engineer Paul Pearson, Planner Sherri Buss, Treasurer Carol Collins and Chief of Police Steve Nelson. 1. AGENDA - M /S /P Johnson /Hiniker moved to adopt the agenda as amended. (4 ayes) 2. MINUTES - M /S /P Countryman /Hiniker moved to approve the 7/9/09 Stillwater Town Board Meeting minutes as written. (4 ayes) 3. TREASURER - a) Report given. We received the Metropolitan Council grant in July. b) Revenue has been cut by State unallotment by $9,117.64. The projected reduction for 2010 is $8,930. c) Carol Collins is working on escrows. None are severely behind. d) Carol Collins will be working at the Township picnic with recycling games and boards on both Maroney's and Waste Management. e) The following claims and checks were approved for payment. 19194 Billie P Bantli 1,139.07 19195 Matthew Beane 148.50• 19196 Carol Collins 227.29 19197 Linda Countryman 696.75 19198 Richard Jacobson 254.73 19199 David Johnson 296.99 19200 Kathleen Nelson 464.21 19201 Stephen Nelson 1,089.73 19202 Robert P Ranalla, Sr. 470.98 19203 Kathryn Schmoeckel 260.09 19204 Sheila -Marie Untiedt 537.20 19205 Allied Blacktop Company 15,167.50 19206 Allied Blacktop Company 13,450.01 19208 Carol L. Collins 56.00 19209 Campbell Knutson 1,582.14 19210 Dustcoating, Inc. 2,112.00 19211 Richard Jacobson 191.76 19212 Just Jump!, Inc. 320.25 19213 Jack Kramer 9,272.52 Stillwater Town Board Mtg. — 8/13/09 Page 2 19214 Maroney's Sanitation 150.90 19215 MJ Raleigh Trucking 4,358.75 19216 MFRA 6,512.30 19217 Minnesota State Treasurer 370.84 19218 Kathleen Nelson 32.40 19219 Stephen Nelson 785.00 19220 On Site Sanitation 318.48 19221 MJ Raleigh Trucking 21,359.75 19222 Qwest 108.44 19223 Robert P. Ranalla, Sr. 22.93 19224 Kathryn Schmoeckel 69.38 19225 Stillwater Gazette 45.82 19226 TKDA 5,635.57 19227 Valley Green Lawn 1,950.20 19228 Washington Co. Public Safety 33.34 19229 Mary Buelow - Face Painting 150.00 19230 Washington Co. Public Safety 33.34 90016 Xcel Energy 110.51 90017 IRS 1,002.42 90018 PERA 509.56 90019 Mn Dept of Revenue 39.57 4. CLERK - a) Post Office - We are slowly getting the address correct. b) MN Board of Firefighting Training - Pat Bantli will check with the Fire Chief for the City of Stillwater to see if we are able to apply for these funds to supply additional funds for them. They will need to supply the details for the application. c) Anderson Elementary School in Bayport - They are looking for $1,000 to upgrade their playground equipment. The consensus was that we respectfully decline since this is outside our community's area. 5. ATTORNEY - a) McKenzie Trail Easement - The McKenzies have a desire to grant a trail easement to the Township, but request that we pay for a survey. Paul Pearson will check with his Survey Department for an estimate of the cost. We should also consider putting in some form of permanent markers and also consider looking at a survey of the trail portion of the Laabs' property. 6. PLANNER - a) Brownlee CUP and Variance - Planner Sherri Buss reviewed the issues with the setback for the wind system. The Planning Commission had recommended a denial of the variance. The Brownlees are now proposing to put the system on the top of their pole barn. It would be about 6 feet above the barn for a total of about 36 feet which would require a setback of 72 feet from the property line. 1 Stillwater Town Board Mtg. — 8/13/09 Page 3 There was discussion of the technical issues relating to location and surrounding buildings and trees. The County ordinance requires only a 50 foot setback at the original location. The hardship is the limitation of potential location for the WECS based on the character of the site. The applicant has indicated that this is the best location for the WECS on the site because his analysis indicated that it would allow for higher efficiency of operation than other locations and without removal of some existing trees. Matt Beane felt that this is an opportunity to negotiate with the applicant for a better location to come up with an alternate plan. The Planning Commission will be asked to look at the ordinance again with respect to the setback. A field trip for the Planning Commission may also be considered. M /S /P Hiniker /Johnson moved to approve the Conditional Use Permit and Variance as originally requested. (3 ayes, Beane nay). b) Vikingstad Trail - The Vikingstads have built the trail. Attorney Soren Mattick reported that they will be requesting that a trail easement be vacated at our September meeting. c) Bergmann CUP - The public hearing will be held at the Joint Board on August 26. The decision will not be made at that time. The permit will be issued by the Town Board. d) Green Infrastructure - An invitation from Angie Hong, Waste Resource Education Specialist, East Metro Resource Education Program, was discussed. Their meeting conflicts with a Town Board meeting. The Planning Commission will be asked if someone would like to go. 7. CHIEF OF POLICE - a) Monthly report given. There were 11 burning permits, 2 for buckthorn. No dogs were impounded. b) The old radios have been sold on ebay for a net of $218.00. c) A local DNR forester had asked Steve Nelson if Stillwater Township would want to have the City of Grant issue burning permits for half of our Township. The consensus was to leave our burning permitting as it is. d) The County Canine Unit will not be able to be at our picnic. e) Carnelian Park Buckthorn Removal - Sentence to Serve is ready to go. The dates will be posted on the website and signs will be posted at the park. f) All Hazard Mitigation - Chair Matt Beane signed the form showing our participation. 8. ENGINEER - a) Allied Blacktop Warranty Letter - Engineer Paul Pearson and Attorney Soren Mattick believe their letter meets the intent of the warranty. b) Allied Blacktop Pay Request - Otta Seal Project - Payment of $13,450.01 has been made. c) Allied Blacktop Pay Request - Seal Coating - Payment of $15,167.50 has been made. 1 Stillwater Town Board Mtg. — 8/13/09 Page 4 d) Overlay Project - The work at 105th and Norwood and the Oakgreen cul -de -sac has been completed. Tower asphalt has asked for an extension to September 18 for completion of the rest of the work. M /S /P Johnson /Hiniker moved to authorize the chair to sign the change order to Tower Asphalt for an extension from August 26 to September 18. (4 ayes) e) Bob Estelle Letter - Mr. Estelle has written regarding the yield sign at Newgate and 94th Street. The Engineer and Attorney agree that the sign has been installed properly. Previously the intersection was uncontrolled. Paul Pearson will write to Mr. Estelle to inform him that the Board's position remains the same. f) Stimulus Funding - Paul Pearson has looked into this previously and found that the Township does not qualify for stimulus funding and therefore will not receive funding. 9. FRANK LANGER HORSES - Mr. Langer has 4.9+ acres and would like to have a horse. This would require 5 acres. The lot had been marketed as a 5 acre lot and when this lot was subdivided, the intent was that this should be a 5 acre lot which was the zoning at that time. Sherri Buss will prepare wording for a policy change. The Planning Commission will consider a change in the ordinance at their October meeting. 10. PLANNING COMMISSION - a) September Meeting - There will be no meeting in September as there are no agenda items. b) October Meeting - There will be a speaker on the mining issue. c) Planning Grant - Mike Greco, University of Minnesota, who spoke at the last Planning Cormission meeting, advised-that the Township has the opportunity to apply for a grant to have graduate students work on a special planning study. 11. PARK COMMITTEE - Plans are in place for the picnic. David Johnson will not be present and someone will need to pick up his grill. A larger note should appear on the website about the picnic and the banner should be up shortly. 12. COMMUNICATION COMMITTEE - a) Signage - At their next meeting the committee should discuss the placement of permanent stakes at the entrance points to the Township. b) The Town Board suggested that the web should have a link to the MPCA's Analysis of Waste Collection Service Arrangements. The communication committee will discuss this at their next meeting. 13. AXDAHL - There was discussion of consideration of reducing their letter of credit after Paul Pearson has looked at their road and consideration of postponing their park dedication until after they have sold lots. More discussion at the next meeting. Stillwater Town Board Mtg. — 8/13/09 Page 5 14. PROJECTOR - M /S /P Countryman /Johnson moved to approve an amount not to exceed $500 for a new bulb and to thank Bob Ranalla for taking care of this. (4 ayes) 15. ADJOURNMENT - The meeting was adjourned at 10:00 p.m. Clerk Chairperson Approved -filiwa ter Administration Memorandum To: Mayor & City Council From: Larry D. Hansen, City Administrator Date: 8/21/2009 Re: 10% Levy Reduction The Mayor has requested that I present a second budget that reflects a 10% reduction from last year's tax levy. This would amount to an additional revenue loss of $993,895. This is on top of the $1,139,277 in reduced revenue (LGA, permits and debt service increases) that was presented in the prior 2010 budget in August. This would represent a total reduction in the budget of $2,133,262. The operating levy for 2009 was $6,813,230. This equates to a 31% decrease from 2009 to 2010 and does not reflect all of the cumulative cuts since 2002. I want to make it absolutely clear that I do not recommend this type of cut as it would be devastating to City operations as we now know it. In addition, I have not selected these cuts to show a worst case scenario. I didn't have to as they are dramatic enough! I gave each Department Head the opportunity to submit their own cuts and added my own recommendations for additional cuts to simply arrive at the 10% reduction. For the Department Heads that submitted, there is a memo that demonstrates where they propose to cut and the effect it will have on operations. Since my cuts would primarily be in personnel, the effect should be obvious. A summary of the 10% reduction is attached. 10% Levy Reduction Department Costs Reduction Police (see attached memo) Streets (see attached memo) Parks (see attached memo) Engineering (see attached memo) Library (see attached memo) Fire (see attached memo) $ 59,549.00 184,050.00 21,800.00 3,000.00 105,477.00 105,008.00 $478,884.00 City Administrator Cost Reduction — All positions are Net Unemployment Expense Police Captain Assistant Fire Chief Assistant City Engineer Planner II Building Inspector IS Technician (see attached memo) Secretary (see attached memo) Council cuts in August Additional cuts TOTAL $ 92,476.00 84,121.00 86,267.00 62,003.00 62,369.00 53,106.00 44,983.00 $485,325.00 $14,068.00 $13,800.00 $27,868.00 $992,077.00 August 21, 2009 2 Memorandum Date: August 17, 2009 To: City Administrator Larry Hansen From: Chief of Police John Gannaway Subject: Further Budget Cuts As requested I am submitting the following information for further budget cut consideration, but under the strongest of protest as the Police Department has already made significant budget cuts the past two years that have already dramatically affected the public safety functions that the Police Department already provides to the community of Stillwater. These 'proposed' cuts I am presenting will substantially reduce our already diminished ability to provide public safety service to the community. It was suggested cutting a licensed sworn position during our budget meeting. I will not cut further sworn positions unless directly ordered to do so at a public meeting so the community understands the enormity of the proposed cuts and how they would affect public safety. At the beginning of 2009, we were authorized 23 sworn positions. This number of sworn positions could be considered low for a city the size of Stillwater (est. pop. 19,000, number of visitors, calls for service, etc...). The metro average for cities our size of the ratio of officer per 1,000 residents is 1.34. The recommended average for cities our size is 1.5/1,000 (Mpls and St. Paul have a 2.2/1,000 average). Our ratio, with our authorized strength of 23, put us at 1.21. This was fine for insuring that our daily staffing requirements were met, but gave us no ability /staff to conduct any comprehensive community policing programs, provide a position to the Narcotics Task Force, etc... With not being allowed to fill two sworn positions that became vacant, leaving our strength at 21, our ratio of officers to residents is at 1.1, far below the metro average. With that ratio and current strength, we are operating at our bare staffing levels; in fact, we have had to pay a substantial amount of overtime in order to maintain our minimum staffing levels. We have had to order officers to come in to work overtime shifts in order to fulfill staffing levels. We have had to use extra downtown shifts to help maintain staffing levels. Staffing levels are one of our core operational tenets. They are based upon number of calls, type of calls, hour of the day, and day of the week. One key point to remember is that we cannot reduce the staffing levels without serious repercussions. Reducing the staffing levels not only will reduce response time to calls, it will reduce the type of response, leaving to few officers to handle potentially serious calls, and expose our officers and the public to unacceptable safety risks. One point that should be made very clear is even though budgets are shrinking, our call Toad has remained the same and our population has remained the same. Myself, the patrol captain, and investigators are regularly answering calls for service because of staffing shortages during the day shift. It is a tribute to the dedication of our officers that our response time to calls has remained the same, as with the lack of staffing and zero percent pay increases proposed for the near future, morale has suffered. It has been suggested in the past to use the Washington County Sheriff's Office or part time officers to fill potential gaps in the schedule. These two options are not possible as WCSO is in a similar predicament as we are, not being able to fill vacant positions, running short on shifts or paying substantial overtime for shift coverage. Part-time officers are a short-term option. As the Chief in Bayport, what I found with part-time officers is that you spent thousands of dollars hiring, backgrounding, and training them, and then lost them to full -time employment soon afterwards. With a city the size of Stillwater, you simply cannot use part-time officers for regular shift work on a short-term basis due to the dynamics of the city, the complex geography of the city, and the training required. Our only area left to cut is non -sworn personnel. If you recall, for 2009, we cut one clerical position and two seasonal community service officer positions, leaving us with one 'A time clerical position and one full time community service officer position, in addition to one parking enforcement officer position paid for through the parking enterprise fund. We also have a part-time code enforcement officer. We cannot cut our remaining clerical position as it is our last position, and that position fulfills many legal requirement s we have as a law enforcement agency, as well as transcribes all of our dictated reports. The parking enforcement officer, as stated before, is paid by the parking enterprise fund, and in addition to parking enforcement duties, also assists in maintaining the parking lots (striping, which he paints by hand, etc...) and some community service officer duties. That leaves the only positions left to cut the full -time community service officer position and the part-time code enforcement officer. The loss of the community service officer position would be dramatic. First and foremost, that position maintains and runs the property room, which is one of the most vital functions in a law enforcement agency. With 16,000 calls for service per year and untold pieces of evidence or property that have to processed, which include items such as cash money, firearms, and narcotics, not to mention evidence in serious felonious crime that are vital to solving and prosecuting those cases, the importance of the property room cannot be understated, therefore the primary duty of the community service officer, that of property officer, is vastly important to the police department. The second most important duty of the community service officer is that of animal control officer, another vital role in the police department. We handle between 500 -600 animal /pet related calls each year. The community cares deeply about their pets, cares deeply about dangerous animals, and wild animals. Those are duties that the CSO handles. We reunite lost animals with their owners, deal with the numerous complaints that are associated with animals /pets, and remove dangerous pets and wild animals. The CSO also maintains our fleet of police vehicles, tracks and manages our forfeitures, and assists sworn officers with traffic control and other duties. The CSO also has recently starting assisting with administrative and clerical duties for a couple of hours per day, as we simply have no more staff to handle many daily administrative chores and be available to the public at our walk -up window. While these duties could be assumed by sworn personnel, being as we becoming more stretched to the limit with regular law enforcement duties, they would not be completed well and efficiently, potentially exposing the Department to substantial legal issues, especially in the area of property room management. The Code Enforcement Officer, while only working an estimated eighteen hours per week, handles approximately 400 calls /situations each year. The incidents he handles are often politically sensitive, generated by elected officials who receive complaints from constituents, and he deals with situations that could best be considered quality of life, which are very important to the average citizen. He is very proactive and patrols the community to look for violations, and then deals with them in a non - confrontational manner and method that emphasize correction instead of punishment. He assists community development and building inspections in situations that require enforcement of city ordinances. His role, while minor in the overall picture of the Police Department, is vital in the assisting the livability of the community. Should his position be cut, sworn officers would have to assume those duties, and the timeliness and proactive approach would suffer dramatically, risking the ire of the citizens and property owners. The final cut I would propose would be to cut one new police squad car. We rotate our police vehicles at a rate of three each year. It is well documented, because of the operation of police vehicles; they basically become untenable after three years. The three years they are in service are three hard years of operation, driven at high speeds, braked hard, left idling for long periods of time, driven continually in harsh conditions. The maintenance costs of these vehicles skyrocket significantly after three years, outweighing the cost of the vehicle. Therefore, I would reluctantly propose the following cuts: Community Service Officer - $55,549 Code Enforcement Officer - $4,000 Police Squad Car - $30,000 Memorandum To: Larry Hansen From: Shawn Sanders, Nick Chaves and Tim Moore Date: 8/21/2009 Re: 2010 Proposed Budget Reductions The following is the proposed reductions from the 2010 budget. The combined reduction from Streets, Parks and Engineering total $208,850 which is approximately 10% of the $2,088,407 originally submitted for these departments. (Reductions were not made from Sanitary Sewer, Storm Sewer and Signs and Llighting, are revenue funds) Streets - Total reduction $184,050 • General Supplies — $8,000 (submitted $25,000 reduce to $17,000). Our inventory on general supplies used to be filled /stocked each year. This year we switched to purchasing items only as needed. This type of purchasing may help to continue to lower our expenses thus help alleviate the overall budget. • Janitorial Supplies — $1,500 (submitted $2,500 reduce to $1,000). This year we combined purchasing supplies with many departments and obtained group purchasing pricing from vendors. With purchasing from one vendor for all supplies, prices were lower thus allowing us to reduce our expenses on these types of supplies. • Asphalt — $5,000 (submitted $40,000 reduce to $35,000). $35,000 was budgeted for 2009. If price of materials remains the same we could continue with our same procedure. However if prices on material rise then we will use less asphalt resulting in less repairs completed on the streets. • Salt / Sand — $7500 (submitted $72,000 reduce to $64,500). Reducing by $7500 would be within the requirement of the total quantities purchased from State bid. According to the contract we can purchase 20% more and 20% less. We do have material from stockpiled for the upcoming season. We will re- evaluate our usage without minimizing safety and driving conditions. In 2008 -09 we had 31 snow events. We can only hope our weather cooperates in 2010. • Automotive Fuel - $5,000 (submitted $50,000 reduce to 45,000). August 21, 2009 Currently we have a contract with the State on fuel purchasing. This contract helped us with lower fuel expenses and currently this is working fine. However if the market drives prices up we could be short. • Other Minor Equipment - $5,000 (submitted $10,000 reduce to $5,000). We have implemented a program to help maintain our equipment on a regular basis with the intent to create a longer service life for existing equipment. • Contractual - $12,250 (submitted $32,000 reduce to $19,750). We have received a bid from a contractor to perform main line striping. This bid is $4,000 lower than what we currently pay Washington County to do the striping. We also propose to do the snow removal from Downtown using our own crew instead of hiring a contractor. This will save money however it will take longer to complete. • Sealcoating / Patching - $125,000 (submitted $125,000 reduce to $0). Although it is standard practice that sealcoating at regular intervals at 7 years with Sealcoating and mill and overlay at 20 years extends the life of bituminous pavement. Since switching to 1/8" modified trap rock in 1996 the City has been experiencing long wear life with their sealcoat program. The City has been concentrating on sealcoating reconstructed streets within 7 years and currently we are on a pace to sealcoat every five years after reconstruction. It is not necessarily a cost benefit to sealcoat before 5 years so therefore this now would allow us to possibly defer sealcoating for 2 -3 years. Crack filling for 2010 will continue since we have material in stock. • Part Time Salaries — $14800( submitted $14,8000 reduce to $0) It is proposed to cut the two part time Salaries from the street budget which would save $14,800 Making these cuts will affect the productively of all the departments. Summer help assists with pothole patching, storm repairs, boulevard mowing, weed whipping, infield grooming and mowing of parks, cleaning restrooms and trash pickup in parks and the downtown trash cans. Summer help also assists with the rentals of Teddy Bear Park working split shifts or weekends and evenings. Summer is the busiest time of year for public works and with the Toss of part time help it will reduce the productively of all areas of Public Works. Parks — Total reduction — $21,800 • Office Supplies — $400 (submitted $800 reduce to $400). Parks Department will strive to conserve on using office supplies. • Tires — $200 (submitted $2,200 reduce to $2,000). A good portion of the Parks department equipment has had tires replaced this year. 2 August 21, 2009 • Tree Removal - $2,500 (submitted $12,500 reduce to $10,000). The city now has a certified tree arborist on staff. With continued training and education this will allow City personnel to perform more trimming and removal in- house. • Other Professional Services — $3,000 (submitted $11,000 reduce to $8,000). A large portion of this budget is for our City Forester. Some of these duties can now be performed by the certified arborist on staff. • Beach Spraying - $1,400 (submitted $1,400 reduce to $0). With decrease use of Lily Lake beach staff feels we can eliminate this from our budget for one year. • Portable Restrooms — $2,000 (submitted $14,000 reduce to $12,000). Staff is proposing to maintain our level of service with portable restrooms for special events at current levels. Service will be cut on regular seasonal units from six months to five months. The extra portable restroom at Northland park for the horseshoe league will be eliminated. • Misc. Charges Teddy Bear Park— $2,000 (submitted $4,500 reduce to $2,500). The Parks Department has taken on more maintenance associated with Teddy Bear Park allowing us to eliminate some of the need for vendor repairs. • Part Time Salaries — $14,800 ( submitted $14,800 reduce to $0) Cut the two Part Time Salaries from Parks budget which decrease the budget by $14,800. Making these cuts will affect the productively of all the departments. Summer help assists with pothole patching, boulevard mowing, weed whipping, infield grooming and mowing of parks, cleaning restrooms and trash pickup in parks and the downtown trash cans. Summer help also assists with the rentals of Teddy Bear Park working split shifts or weekends and evenings. These duties will now become the responsibility of full time employee's increasing the full time overtime line item (Increase of $4500). Summer is the busiest time of year for public works and with the loss of part time help it will reduce the productively of all areas of Public Works. Engineering Additional Cut $3000 • Overtime $2000 (submitted $4000 reduce to $2000) The two technicians are working 4 - ten hour work days, and has worked well so far. Although some overtime has been worked, it has been reduced significantly On days when there is only one technician, the Engineer has helped out with field work. • Hydrants $1000 (submitted $4500 reduce to $3500) 3 August 21, 2009 These budget reductions will affect the current service level Public Works provides for the residents of Stillwater. Noticeable impacts will be less frequency of street maintenance, snow plowing, snow removal in the downtown area, sewer line and lift station maintenance, storm sewer maintenance and repair, storm pond maintenance and a decrease in visitor and city residents experience at the city's park facilities. 4 TO: Mayor, and (City � Council CC: Larry Hansen; City Administrator Date: August 27, 2009 Re: Impacts of loss of Assistant City Engineer Upon hearing the possibility of losing Torry Kraftson, the Assistant City Engineer to budget cuts, I thought I would provide you of a few of the impacts to the Engineering Department: .•. Availability to meet the demands of the residents would be limited at a time when the expectations of the residents are greater and greater. ❖ The ability to handle complaints, questions, concerns on our improvement projects from residents and from contractors would be affected. ❖ The City may have to consider hiring engineering consultants to do design work on projects. This would mean increasing the budget amount for consultants ❖ A loss in Torry's experience and background in stormwater issues and design. ❖ The Engineering Department acts as enterprise, this means we bring in revenue for certain projects by billing fees for those projects, such as developments, and our improvement projects. The revenues essentially cover the costs of the entire Engineering Department. The billing rate is approximately 3 X the hourly rate for the position. Losing the Assistant City Engineer position would generates a 35% - 45% loss in annual revenue for the Engineering Department. Duties performed by the Assistant City Engineering ❖ Annual Street Improvement Project: Feasibility rep, Neighborhood meetings, Public Hearing, Plans and Specifications, Bidding, Pay applications, Assessment Hearing ❖ MS4 Permit: Annual report, Annual meeting, Tracking of Restricted Waters Discharge Assessment and Storm Water Pollution Prevention Plan requirements and updates, Coordination with Minnesota Pollution Control Agency ❖ Annual Sidewalk Rehabilitation Project: Feasibility report, Public Hearing, Plans and Specifications, Bidding, Pay applications, Assessment Hearing ❖ Municipal State Aid Street Program: Annual certification of mileage, Annual needs update, Oversight and Design of MSA projects ❖ Plan Reviews: Review plans submitted for residential or commercial projects to ensure conformance with City standards and requirements • Developer Initiated Projects: Design and oversee projects to serve developments, ❖ CIP Projects: Projects such as trails, ravine improvements, pond excavations- ❖ Supervision of Engineering Technicians: Oversee workload, Provide direction and assistance, Review timesheets ❖ Public assistance: Provide residents and staff with mapping and technical assistance related to grading, drainage, utilities, streets, and right of ways. Prepared state of the streets report and recommendations. ❖ Annual Reporting: Met Council reporting for sanitary sewer system and annual Storm Water Infrastructure Needs Survey Stillwater Public Library 224 Third St. N. Stillwater MN 55082 MEMO To: Larry Hansen, City Administrator From: Lynne Bertalmio, Library Director Re: Proposed 10% reduction in the library's reliance on the City's general fund in 2010 The current 2010 proposed transfer from the General Fund is $1,054,469. Reducing that figure by 10% would result in a transfer of $949,022. A transfer of this level would put the City of Stillwater in conflict with the State of Minnesota's Maintenance of Effort Law, even as amended in the 2009 Legislative session. As a consequence, SPL would be unable to participate in any state or regional public library system programs. This means that Stillwater residents would lose access to most of the state and regionally funded electronic databases that have replaced our print reference sources. We would not be eligible for any distribution of automation funds or Legacy dollars that are dispersed by MELSA, our regional public library system. Further, the Washington County Library could face similar reprisals if it continues its relationship with SPL. This could result in the loss of our library catalog, our circulation and inventory control system, the technical staff time to run the system, cataloging and processing of materials, reciprocal borrowing, and interlibrary loan. All of these services would have to be replaced. An automated system (catalog and circulation system) would have an initial cost of at least $150,000. It will take some time to determine annual maintenance costs and the costs of hiring IT, cataloging, and processing staff. These staffing positions would displace public service staff, greatly reducing hours of opening to the public. Replacement of all services would certainly cost far more than the 10% that the City of Stillwater would save by reducing the transfer to $949,022. Thus, a reduction below the maintenance of effort level is a major disadvantage to the City and its citizens. Reducing the transfer to the maintenance of effort level would result in a transfer of $1,009,475. As of its budget hearing, the library was looking for a way to dose a $22,761 gap. This level of transfer would require an additional $44,994 reduction in reliance on the general fund for a total reduction of $67,755. To achieve such a level of reduction, the library would have to eliminate positions and reduce staff. As a result, the library would close at least two mornings per week or one morning and one evening each week. If a workable staffing schedule could not be developed, the library might close one entire 10 -hour day. These would be weekday closings in order to protect our remaining Saturday hours. In addition, the library materials budget — already 10% below 2007 figures — would need to be reduced. Although the final decision of where to reduce the materials budget would be made by the library's Board of Trustees, a reduction of this magnitude could result in the elimination of new materials for some collections. For example, the library would subscribe to newspapers but no magazines and eliminate all purchases of music on CD. All of these reductions would be unfortunate in a financial climate where community members are relying more heavily on their library. Circulation of materials rose 10.9% in June and 4.4% in July over the same months in 2008. The number of visits to the library has risen by 3% for the year despite a 1% reduction in the number of hours open. Attendance at children's storytimes is up 13 %, at teen programs 17 %, and adult programs 21 %. We have only been able to count minutes of in -house computer use since January, but our public computers are continually busy. Amongst other uses, first -hand knowledge working with library users points out that our computers are being used for job searches and job applications. We know what the current financial climate is, but we see the public library as part of the solution for economically- strapped community members. The increased usage figures demonstrate that the community does as well. Stillwater Fire Department Memo To Larry Hansen, City Administrator CC: Mayor Harycki and Council From: Stuart W. Glaser, Fire Chie Data August, 2009 Re 2010 Fire Department Budget Cutting Considerations This information is provided to you based on the Mayor's desire to cut an additional 10% from the Departments budget and to inform you and Council how this budget reduction will affect the level of service provided to the community. As you recall, the Department has already cut 6% ($71,021.00) of its operating budget in 2009 and this additional 10% ($105,008.00) will be a 16% ($176.026.00) cut to the Department As the chief fire officer in charge of managing the Department I have taken a calculated approach on how the Fire Department's budget is managed. The overall financial management strategy has included financial diversification, identifying efficiencies, and as a very last resort service reductions. I oppose additional staffing and operational cuts due to the negative affect it will have, today and for many years to come, on the citizens, visitors, contract communities, and the safety of Stillwater Fire Department personnel. An additional 10% cut to the Department will require: 1. Eliminating one full -time (1) Shift Position 2. Eliminating Administrative support position completely (already reduced to a .25 FTE during the 6% cut) 3. Implementing operational response changes which will reduce the level of service to entire response district, i.e., City of Stillwater, Stillwater Township, City of Grant and May Township Additional cuts will result in: • Emergency response service reductions, • Increased risks to the community, • Increased risks to firefighting and emergency personnel, • Increased property Toss due to fire incidents, • Potential increased Toss of life from cardiac related incidents, • Potential increase in fire insurance ratings, • Overall reduced public service, and • Reduce the level of overall emergency preparedness of the City Effects of an Additional 10% Budget Cut Elimination/Not Replacing Full and/or Paid -on -call Positions "...Stillwater relies more heavily on volunteer (on -call) responders than many communities of similar size. In addition, the Department would need to recruit additional volunteers to be at a comparable staffing level with the regional median ration" (Fire Service Delivery Study, 2005, p. 23.). In addition, Stillwater utilizes Tess full -time personnel than the regional median average as well (FSDS, 2005, p. 23). 1. Department is below authorized staffing levels and this will affect the City's ISO rating. The Department is graded on the number of responders immediately available and if this changes or is reduced it may affect the public protection class rating. In 2003 the City's ISO rating retrograded from a 3 to a 4 due to several factors (response, training, and staffing) and these vacancies will increase the chances it will retrograde again. 2. Department will struggle to appropriately staff for emergency response and this will affect life safety for both response personnel and citizens. Full -time staff can reach an in town scene on average within 4-9 minutes. If they have to wait for additional staff to arrive before they can begin fire suppression operations this will greatly reduce life and property saving capabilities. In a fire or technical rescue situation, seconds count and minutes feel like a lifetime. 3. Without sufficient staff (minimum of four), emergency responders are not allowed by OSHA (CFR 1910.134) rules or NFPA (1710/1720) standards to enter an immediately dangerous to life and health (IDLH) atmosphere. This delays the ability of firefighting personnel to enter a buming structure or hazardous atmosphere to perform life saving rescue operations or other highly dangerous technical incidents until a minimum of four (4) personnel are on scene. Currently due to the current Captain vacancy, Stillwater staffs only two (2) on duty shift personnel per day. As you recall, in 2008 and 2009 several responses occurred where this would have been affected, South First Street house fire, victim rescued, Croixwood house fire, victim rescued, submerged vehicle in river, 4 victims rescued. In 2009, South Sixth Street house fire, 6 victims rescued. Without proper immediate staffing the outcomes of these events would have been far different. 4. In addition without proper shift staffing overtime will become necessary to cover vacant shifts due to vacations, illness or injury. Overtime was a major issue several years ago when costs soared over $70K per year to cover shift vacancies. This will occur again if full -time positions are not filled. Elimination of Administrative Support Position. Total elimination of this position will affect the service residents receive by the Department in the following ways: 1. Less time to enter reports and manage the Department's data requirements. • Page 2 2. Citizens will receive slower tumaround time on voice mail messages or information inquires. 3. Reduce inspection scheduling and follow up activities reducing cost recovery, e.g. revenue. 4. Reduce the ability for citizens to obtain bum permits or other public service requests. 5. Reduce the ability for insurance companies and citizens to obtain copies of fire reports. 6. Reduce the ability to process inspection billing and follow up due to the compounding loss of a finance position and the inability of the Fire Department to cover this additional workload without Fire Department administrative support. Reduction in Education and Training 1. The Department has already eliminated one training drill per month due to the 6% budget cut. This action has reduced the number of hours personnel are training by 24 hours per year, per employee. This is a significant reduction and will affect response operations. Training is necessary to ensure all personnel are meeting recognized standards and are proficient in performing their duties. Without proper training the City opens itself up to liability issues if errors or omissions are made, personnel are injured or citizens are injured. 2. Training hours are also a part of the Department's ISO rating criteria and if this changes or is reduced it will affect the public protection class rating. In 2003 the City's ISO rating retrograded from a 3 to a 4 due to several factors and this may increase the chances it will retrograde again. 3. In addition, the need to train is vital due to the number of young inexperienced firefighters the Department currently has. Forty -five percent (45 %) of SFD's paid -on- call staff has 5 years or less experience. Without consistent, proper training, the danger and risk of injury increases exponentially in the firefighting profession. Reduction in Public Assistance 1. The Department performs many public assistance activities and participates in public events. Reducing the budget will force the reduction or elimination of attending these events for our community. 2. Public contact is extremely important and re- assures the citizens the City is looking out for their safety. The less contact and interaction the less confidence the residents have in their City Govemment. Reduction in Response 1. Additional reductions will be needed in emergency response operations if 10% more is cut. The elimination of backfilling for response to emergency medical calls will be necessary in order to cut the budget this deep. This will institute increased response times throughout the entire response district during multiple call events. • Page 3 2. This will be a significant reduction in the level of service being provided to the citizens of Stillwater. The Fire Department is currently the only City agency certified as First Responders and who are trained and skilled in cardiac arrest management; automatic external defibrillator use (AED) and has had numerous "saves" in our community due to this emergency service. Over 300 calls per year are cardiac related and may require this urgent response. Reductions in Special Event Coverage■City Emergency Preparedness 1. The need to properly staff and plan for the numerous special events is a major concem for emergency preparedness operations. This area may be reduced if budget cuts continue to the Department putting the City at greater risk and liability during large events. 2. Special events bring many more people to the City and create a response concem for all emergency agencies due to the increased level of activity and hazard potential. Without proper planning and staffing the City is setting itself up for an incident and increased liability issue. 3 The Fire Department is minimally staffed and prepared to handle the day-to- day activities. When thousands of additional visitors enter into the City the response capabilities of the Department is compromised, not only for the visitors who expect good service but unfortunately to the taxpaying citizens who actually pay for the Department's services. 4. Special events increase response times, stress available resources, reduces response effectiveness and increases the potential for a far more dangerous emergency situation for responders and citizens alike. 5. Without proper preparation of a known activity it places the City with an increased liability when things go wrong. Summary Additional budget cuts to the Fire Department will have a dramatic impact on the services provided to the citizens of Stillwater. The Department is not overfunded and is minimally staffed. The Department has continued to absorb cuts and operational funding reductions over the last several years. The increased service demand along with reduced staffing, aging equipment, continued budget cuts, and reducing the level of service will have a compounding effect on the residents and the City's overall emergency preparedness for many years to come. The citizens of Stillwater voiced their support of the Department in the 2006 Citizens Survey. The citizens indicated the Fire Department was the most important service provided by the City Govemment (City of Stillwater 2006 Community Survey, 2006, p. 36). The residents also rated the performance of the Fire Department as the service they are most satisfied with (2006, p.62). Continuing to reduce the budget and services provided will be in direct conflict with the desires of the constituency. • Page 4 MEMORANDUM To: Larry Hansen, City Administrato From: Rose Holman, MIS Specialist Date: 08/19/09 Subject: 10% Budget Reduction I am writing this memo in response to your request to give you an idea of what would happen if Rich's position was eliminated. First of all, I would like to say that it would be impossible to maintain the current level of IT support. Rich and I support over 150 employees, 140 computers /laptops, and 10 servers in 4 separate locations on two separate networks. Other things supported include, but are not limited to, LAN equipment, three separate phone systems, cell phones, voice mail system and the HVAC System. I strongly oppose any staffing cuts in the MIS department. Technology is an essential part of our organization. Every year the need for changes in our information systems grows dramatically. This brings new challenges in complexity to the IT Department. Before Rich was hired it was impossible to keep up with the amount of work necessary to maintain our network. Desktop support alone consumed a majority of my time. I was always behind and didn't have the time to keep up with tasks that had the potential to compromise the integrity of the City's information systems. If this position is eliminated, it will be impossible for one person to continue to support the Library and the Police Department. Both of these departments require an extreme amount of time to maintain because of the amount and complexity of the work. As it stands, there could be one full time person needed to handle just these two departments, but Rich and I work hard to make sure that their needs are met along with all of the other duties necessary to maintain the needs of other departments in the City, the local area network and all of the other responsibilities we have. Even with the elimination of support for the Library and the Police Department it would be extremely difficult for one person to maintain a holistic approach that would focus on minimizing the risks to the availability, integrity, performance and security of our information systems. More time would be spent reacting to problems and no time would be available to plan and prepare for the City's current and future IT needs. Most of the management responsibilities of the department will not be done, network maintenance and upgrades would be seriously delayed and the efficiency of staff time would be greatly compromised because their IT requests will take much longer to complete. It was impossible to keep up with the workload demand before Rich was hired and the amount of work necessary to manage and maintain the information systems in this City has increased dramatically in the 2 '/2 years since. One person absolutely cannot handle that kind of workload. If this position is eliminated that would mean a 33% reduction for the MIS Department plus the 5% that was taken earlier in the year for a total of 38% in cuts. If the MIS Department needs to come up with a 10% cut in the budget, a reduction in hours would be better than the elimination of a position. Although I do not recommend even this. DATE: August 27, 2009 TO: Larry Hansen, City Administrator FROM: Bill Turnblad, Community Development Director RE: Impact of potential loss of Building Inspector The responsibilities and tasks of the Building Inspector are varied but generally fall within three categories: 1) public consultation; 2) residential permit review; and 3) residential building inspections. The purpose of this memo is to outline the impact to these three areas of service and to the community that could be experienced if the Building Inspector position were eliminated. Public consultation Currently both the Building Official and Building Inspector furnish construction, plumbing, mechanical, energy, accessibility, building code and contractor licensing information to the public (e.g. contractors, homeowners, architects). These meetings are time intensive, especially when the homeowner is the general contractor. Elimination of the Building Inspector position would not allow sufficient time to provide this one -on -one service. Walk -in consultation would no longer be possible, and consultation by appointment with the Building Official would of necessity be time restricted and less thorough. Permit review Without the time to offer sufficiently comprehensive consultation, more building permit applications would be rejected for lack of correct and complete plans. This would impact the public in terms of time and expense or redrawing plans. It would also impact city staff, since a second or third review of plans would have to be completed. One stop walk -in service for simple projects and immediate issuance of a permit for them would no longer be possible. All permit applications would need to be dropped off and processed when time allowed. The permit applicant would need to make another trip to city hall to pay for and pick up the permit. This would inconvenience residents who took time off from work to "get their permit ". A second visit to City Hall would be necessary for them. Plan review time would increase from a couple of weeks for residential projects to perhaps over a month. Commercial plan reviews would likely take several months, or perhaps need to be sent out to a contract plan reviewer. This would result in the loss of the plan review fees. Inspections The building department currently requires inspections to be scheduled at least 24 hours in advance. Without the Building Inspector position, the 24 -hour notice would be increased, perhaps to a week or more. This would cause delays in construction projects. August 27, 2009 Page 2 In general, the reduction in building division staff could result in: • No building division services during periods of absence (e.g. sickness, vacation or required continuing education for the Building Official). This would in turn create a larger back -log of inspections, phone calls, plan reviews, etc. • Increased complaints regarding service. • Department of Labor and Industry investigation and action on complaints regarding lack of enforcement, quality of service, or exceeding standards workloads per inspector. In some instances this could prompt the State to assign a State inspector to perform the necessary duties. The State would charge for this service by taking the permit fees related to the projects. • No action on complaints by neighbors of illegal construction activities. • Reduced quality of construction, which could create fire /life safety issues within buildings (commercial and residential). Lack of necessary code enforcement could allow buildings to be constructed, modified or altered in an unsafe manner that could potentially create hazardous situations for the residents and visitors of the city. • An increase in hazard insurance for homeowners and renters in the city. In short, elimination of the Building Inspector position would render the building inspection division incapable of providing State mandated basic services. bt DATE: August 27, 2009 TO: Larry Hansen, City Administrator FROM: Bill Turnblad, Community Development Director RE: Impact of potential loss of City Planner position The responsibilities and tasks of the City Planner are numerous and generally fall within four categories: 1) council /commission /committee support; 2) public inquires; 3) zoning administration/ enforcement; and 4) special projects. The purpose of this memo is to outline the impact to these four areas of service and the community that could be experienced if the City Planner position were eliminated. Council/Commission /Committee Support The City Planner is responsible for staff support to the Heritage Preservation Commission. He also plays a large role in supporting the Planning Commission, Park and Recreation Commission and City Council. The City Planner attends between 3 and 6 night meetings a month in these support roles. Without the City Planner, Community Development staff will only occasionally be able to attend HPC or Park Commission meetings. Moreover, applications for design review permits, variances and special use permits would have to be forwarded to these volunteer groups without the benefit of staff investigation, research or comments. Major planning cases, such as new subdivisions and major commercial projects, would continue to be reviewed by staff. As required by State Law all planning applications are required to be processed by the City within 60 days of receipt. During high demand times when multiple applications are received during the same month, a consulting planner may be needed to meet the City's statutory obligations. Hourly rates for consulting planners run between $89.00 and $210.00. Zoning Administration/Enforcement The City Planner handles most land use enforcement issues. Some can be handled quickly. However, if a property owner resists correcting a problem, the process demands considerably more staff time and legal assistance. If the City Planner position is eliminated, there will be sufficient staff time to deal with only the most egregious problems, such as life /safety complaints. This would severely reduce the amount of staff time that could be devoted to routine complaints associated with signs, graffiti, tall grass, weeds, neighbor disputes, etc. Public Inquires On an average day, the City Planner receives 10 public inquires via phone or visit to City Hall. In addition, each day includes an average of 15 emails requesting information or action. Inquiries request information about fences, signs, property use, appraisals, zoning, and complaints. August 27, 2009 Page 2 Without a City Planner, the response time will increase. Likely it will not be a level of service considered acceptable to most of the community. Special Projects The City Planner works on a number of special projects. Without the position, projects such as the following would either not be completed, be sent out to consultant planners, or be done as time permits by other division staff: • Logistical and editing support for the 2030 Comprehensive Plan • Work with DNR and FEMA to update City's flood maps. • Implement Council and Commission initiatives (e.g. Downtown Trash Enclosure project; ordinance amendment research; sandwich board program; nuisance property program) • Develop and administer City website's property information interface • Develop and administer planning and design review case databases • Develop and administer Heirloom Homes website presence • Develop and administer Website links between Laserfiche documents and property records. • Grant writing • Complete required reports for FEMA, the Met Council and the US Census Bureau. In short, the most publicly visible types of services the planning division offers would be eliminated or dramatically reduced. bt Sil� Administration •' Memorandum To: Larry Hansen, City Administrator From: Diane Ward, City Clerk Date: 8/28/2009 Re: Budget Cuts In response to your request regarding the loss of a secretary due to budget cuts, I am presenting the following: The manner the duties and responsibilities will be done by Administration staff for Administration and other departments will drastically change. The remaining secretaries will need to assist six (6) departments and incorporate the job responsibilities into their responsibilities. Listed below are the impacts to the Administration Department due to the proposed cut of one secretary. 1. Parking Tickets not cleared by Administration — puts extra tasks in the Police Department and raises concerns on the separation of duties (issuance of tickets & collection of monies from fines). 2. Utility Bills not done by Administration — puts this process and burden to the Finance Department 3. Minimal updates of Website 4. No City newsletter or quarterly information inserts with Utility Bills 5. Laserfiche (Digitizing City Records) a. Reduction in digitizing of City records in Laserfiche system b. Delay in research for data requests, staff and Council information c. Delay of public information through the City's website d. Accounts payable digitizing would not be done by Administration — puts this process and burden to the Finance Department and therefore probably won't be done. e. Delay in the completion of the Laserfiche policy f. Delay in the completion of the Data Practices policy g. Delay in the preparation of process manual for departmental use August 28, 2009 6. Elections a. Less staff for preparation of Elections b. Less staff for Election Day processes and closing of polls resulting in delay in providing Election results c. Less staff for Absentee Ballot process resulting in increase in Election Judges needed for processing ballots in City Hall. d. Additional overtime for staff to prepare for Election — not just on the Saturday before Election Day and Election Day 7. Delay in processing of special event requests 8. Delay in processing banner requests 9. Delay in processing park reservations 10. Delay in processing City Hall room reservations by other entities 11. Delay in response to trash contract management/complaints 12. Delay in services at the counter & telephone - Customers placed on "hold" and helped in order of call received 13. Delayed response to direct phone calls and emails 14. Delay in processing of City agreements 15. Delay in processing licenses and permits 16. Delay in preparation of minutes and agendas for Council, Commissions /Boards 17. Delay in receipt of monies received 18.Overtime may be required by remaining secretaries to assist in the essential functions of the departments 19. City Clerk responsibilities delayed during vacations or sick time to cover the responsibilities 20.Increased workload on City Clerk relating to responsibilities /duties in HR 21. City Clerk not able to chair the Safety Committee monthly meetings (reduced to every four months — regular meetings required by Statute) 2 THE IMMESH OF MINNESOTA City Council Special Meeting August 11, 2009 SPECIAL MEETING 4:30 P.M. Mayor Harycki called the meeting to order at 4:30 p.m. Present: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Staff: City Administrator Hansen Jennifer Roeller, Senior Account Clerk OTHER BUSINESS Budget City Administrator Hansen noted per the instructions given to him at the Council retreat session, the budget presented is a zero percent (0 %) increase budget and that the operating levy is $14,068 less than last year. He stated that the Debt Service, which the City has no control over due to prior decisions, went up $100,000. He stated that looking at the overall budget, developing a 0% increase budget was a daunting task because of declining permit/fee revenues, unallotment, etc. which amounted to a little over $1 million. Mr. Hansen pointed out the City has a one -time chance in the 2010 budget to levy back for the state aid money lost in 2008 and 2009; but he said he would not recommend doing that as it would result in a huge tax increase. Mayor Harycki asked Mr. Hansen to check previous meeting minutes for the direction given Public Works regarding the percentage of future street project budgets that should be obligated to mill and overlay work and to be sure that the 2010 budget reflects that percentage. FIRE DEPARTMENT Chief Glaser stated all the line items he can control reflect a 0% percent increase, as directed. He said there have been no major changes since 2009, noting that significant cuts were made in the 2009 budget, including reductions in administrative support and training activity. He suggested there are several items in the 2010 budget that need to be looked at: a full -time captain position that has yet to be filled and is included in the budget; four paid on -call positions that are currently being filled. In discussion, it was noted the captain's position is to replace a captain who retired earlier this year. City Administrator Hansen said he would recommend keeping the position in the budget, but not necessarily filling the position at this time. Regarding the capital budget, Chief City Council Meeting — Special August 11, 2009 Glaser said one item that he believes necessary is a fire engine replacement, noting there is about $275,000 put aside for that purchase and the purchase is scheduled for 2010 in the Capital Improvement Program (CIP). Chief Glaser pointed out that currently the City has three apparatuses that are over 20 years old. Mayor Harycki suggested that it would be helpful to have a capital asset schedule. Chief Glaser said according to the CIP, he had one replacement scheduled for 2010 and another for 2013. City Administrator Hansen said he did support the requested purchase of pager replacements and turnout gear. Councilmember Roush asked Chief Glaser if he thought a ladder truck was a necessity since there is a truck available in a nearby community; responded that he absolutely believed a ladder truck was essential for the safety of the community. COMMUNITY DEVELOPMENT MIS Community Development Director Turnblad said his budget is a little under a 0% increase. He stated that there are no discretionary funds included; any money for training /education is to send Planning Commissioners to training, not for staff. Mayor Harycki suggested considering electronic transmission of committee packets, etc. to cut down on the manual paperwork in the future; after discussion, Mayor Harycki suggested checking with School District 834 to see if there are some cooperative approaches to the issue of going wireless. Regarding inspections, Mr. Turnblad noted that a certain amount of training /education is required to maintain licensure and is reflected in the budget. Councilmember Roush asked about vehicles, whether City vehicles are used for inspections and whether those vehicles are taken home. Mr. Turnblad stated the City vehicles are used for the inspections but are not taken home. MIS Specialist Holman provided handouts of departmental MIS purchases for 2009 capital outlay, which totaled $309,800, and a handout listing expenditures she felt should be included in both 2009 and 2010. Most of the items were budgeted in 2009, but split over two years, she explained and that there are several new projects that are included. She also provided a replacement schedule, noting that none of the computers are being replaced in three years — the replacement schedule goes from four to eight years, with the majority being between six and eight years. She noted that she has had discussions with Councilmember Gag regarding putting wireless in Council chambers and that is included in the 2009 budget. Mr. Gag noted that earlier in this session, the Council had discussed both wireless and using PDF files for distribution of commission /council packets. Ms. Holman said that could be done easily and noted that she and Clerk Ward had applied for a grant for paperless agenda software; she said there are many options for going paperless. Mayor Harycki noted the School Board is interested in this issue as well and asked Ms. Holman to work with the School District. Ms. Holman said also included in the 2009 budget is a solution to the server room issue; City Administrator Hansen said the proposal is to keep the server room in the existing location but get a better temperature control system. Ms. Holman briefly reviewed the 2010 proposed expenditures, including re- cabling, upgraded phone system, licensing Page 2 of 8 City Council Meeting — Special August 11, 2009 fees, computer replacement by department. Mayor Harycki asked about the postage machine replacement; Ms. Holman explained that the Postal Service is phasing out certain types of the meters, and the City may or may not have to replace its unit in 2010. Mayor Harycki asked if any thought had been given to e- mailing quarterly utility bills; Jennifer Roeller, Senior Account Clerk responded the City could have that capability with a computer software upgrade. Ms. Holman said she would check with Finance Director Harrison, about the possible purchase of the upgrade. There was discussion about a previous proposal to combine billing functions with the Water Department; City Administrator Hansen said that had been discussed when Finance lost a person, but said he thought the Water Department declined to do that. There was discussion of computer equipment for police cars, and problems associated with powering the computers from the car battery; Mayor Harycki asked that this issue be put on the work agenda. LIBRARY Library Director Bertalmio and Board Member Ned Gordon explained a new rental program for best sellers and DVDs that will be used to generate revenues to offset previous revenue from gifts, noting similar programs are in use in most library systems in the metropolitan area. On the expenditure side, Ms. Bertalmio noted there has been a voluntary unpaid leave program, which she assumes will be continued in 2010 but potential savings really can't be anticipated at this time. There was discussion of the library being closed on Sundays; Ms. Bertalmio said while patrons don't like that closing, Sunday is the most expensive day for staffing and in keeping with the policy of Sunday closing during the summer months. Councilmember Cook asked about lights when the library is closed; Ms. Bertalmio explained the lights may be on for after -hours cleaning or from the security lights. Councilmember Roush asked about overdue fines; Ms. Bertalmio responded there are no fines, rather a late fee charged when material is returned so late it has been considered lost. Regarding capital expenditures, Mr. Hansen said he would support the request for an additional 3M self- check, referring to the use of the existing machines that otherwise would require a staff member's time. Ms. Bertalmio said the library has been attempting to utilize machines for repetitive tasks, as well as to help trim staff hours in order to come in under budget. Councilmember Cook asked if a new machine might result in Tess staffing costs; Ms. Bertalmio said there might be some minimal reduction, but the hope would be to avoid any increase in staff costs. Councilmember Roush asked about grant opportunities to help purchase the equipment; Ms. Bertalmio said she could check on that possibility but noted that 3M gave the library $300,000 worth of equipment when it opened and is unlikely to consider another donation and noted that most foundations want to do programs or materials. City Administrator Hansen questioned the proposed $24,000 for computer replacement, stating he didn't know what the library's schedule was. Ms. Bertalmio said the library is on about a four -year replacement schedule, not for staff computers which is a longer schedule, but for public use computers; she noted that none are being replaced in 2009. Mayor Harycki said other departments are being asked to provide an equipment/capital asset and replacement schedule and asked the Page 3of8 City Council Meeting — Special August 11, 2009 library to provide one as well. Councilmember Roush asked for a grand total of expenditures and asked whether the self -check equipment was included in that total; City Administrator Hansen stated the library was asked to submit a flat budget and stated he believes the proposal represents that direction. Council took a five- minute break, with the Mayor noting for the record that members were purchasing their own meals. Mayor Harycki reconvened the meeting at 6:34 p.m. POLICE, CIVIL DEFENSE, PARKING AND DARE Chief Gannaway noted that nothing is being added in personnel however, two positions were applied for through the COPS Recovery Program and those were denied. He stated that there is a grant application pending for an administrative position, he noted. Mayor Harycki referred to several drug raids that had been in the news and asked if there is any forfeiture money; Chief Gannaway responded that the City does not participate in the narcotics unit due to lack of personnel and thus is not eligible for the forfeiture money. Chief Gannaway stated he cut the supply budget where possible, including the fuel budget. Chief Gannaway noted that squad cars that are not left idling results in having to jump start the vehicles; Mayor Harycki noted that problem was discussed earlier in the session, with Ms. Holman asked to work with the Chief on a possible solution. Chief Gannaway noted some funding for training must be included due to licensing requirements. The Chief pointed out doctor fees have been increased due to a recent legal ruling regarding breath tests, which has resulted in additional blood /urine testing. Regarding the capital budget, Chief Gannaway stated there is a request for three squad cars, noting they try to replace three cars a year due to the escalating maintenance costs after three years. Mayor Harycki pointed out that earlier in the year the Council directed that the new vehicles not be put in service until the old ones gave out. Chief Gannaway responded that they held out putting the new vehicles in service as long as possible and just recently put the last new car in service. The Chief stated there is money in the forfeiture fund and he may be asking to use that money to upgrade the department's rifles; however, that expenditure was not included in the budget. Mayor Harycki wondered whether it might be possible to use forfeiture money to fund an officer to participate in the narcotics unit and whether enough forfeiture money from the narcotics unit might pay for the ongoing participation. Councilmember Roush asked about cell phones; Chief Gannaway said not every officer has a cell phone — one is assigned to each squad car. There was discussion of personal use of cell phones; the Chief said that is limited. Mayor Harycki questioned bonding for squad car purchase; City Administrator Hansen explained that the cars are such a small portion of a bond issue and putting the purchase in operating budget would subject it to levy limits. There was discussion about the possibility of leasing the vehicles. Mayor Harycki suggested perhaps upgrading the CSO officer to a first -year officer and eliminating the CSO Page 4 of 8 City Council Meeting — Special August 11, 2009 position due to the limitations of the position; Chief Gannaway spoke of the many functions the CSO performs. Regarding Civil Defense, City Administrator Hansen noted there is an error in the capital request column and the amount should be eliminated. Mayor Harycki asked if there is a siren in the downtown area and suggested looking into that. The rest of the Civil Defense budget consists of mandatory items, it was noted. Regarding DARE, the Chief said the department spends $500 and does the program at one school, St. Croix Catholic. He said he has spoken with the principal and the school would like to continue the program and may be able to share the costs. Related to the Parking, Chief Gannaway stated there are no increases. Mayor Harycki asked if there should be estimates for the new parking ramp; City Administrator Hansen said the Parking Commission has not made any decisions regarding fees, and the thought is to commit revenues to a maintenance fund. Councilmember Roush asked about the variations in fees collected; Chief Gannaway spoke of recent changes in the collection system, and City Administrator Hansen suggested the economy is also having an impact. Councilmember Cook asked about charges for service; City Administrator Hansen said that relates to development and maintenance of a web site, as well as design of new signage, etc. Mr. Hansen also noted that a city -wide signage system will have to be developed for the parking ramp. Councilmember Cook wondered whether revenue from the parking ramp might be expected to pay for such costs in the future; City Administrator Hansen explained how revenue projections for the ramp were developed and noted the ramp is not included in this budget because there is nothing to work from. City Administrator Hansen pointed out parking is an enterprise fund, not dependent on tax dollars or meant to subsidize other City funds. Councilmember Cook and Councilmember Polehna asked about the funding for training /education; Chief Gannaway noted that the parking enforcement officers must attend certain classes. Chief Gannaway brought up the issue of funding for the Youth Service Bureau. He stated he had received a call from Youth Service Bureau Director Paul Weiler who is concerned about funding cuts and suggested the possibility of a pay -as- you -go arrangement for youths referred for diversion programs. Chief Gannaway noted that would likely come from his department and is not included in the budget. CITY ATTORNEY City Attorney Magnuson referred to the summary of time records associated with the retainer portion of his work, which he said has grown consistently and this year amounts to about 600 hours. He also talked about the arrangement for billing, which he said is identical to his contract with the City of North Oaks except that the retainer is not paid in PERA wages, but a straight monthly fee. Mayor Harycki said there are three components to Mr. Magnuson's work -- a retainer, which the Mayor said is really a wage with Social Security, retirement and health benefits; the legal work as far as prosecution; and what amounts to pass -thru costs, such as development agreements. Page 5of8 City Council Meeting — Special August 11, 2009 The Mayor suggested the question relates to paying a wage and billing for services, the division between employment and consulting. Mayor Harycki asked what the City receives for the $102,000 retainer, the "wage." Mr. Magnuson responded that the City gets all services except prosecution services and billable work, such as trials, TIF work, improvement projects, and developer charge -back work, all not part of the general fund expenses. Mr. Magnuson also pointed out that he does not receive all employee benefits. Mr. Magnuson also provided a listing of his overhead expenses. He said the Council could decide to go out for bids for service, but suggested that the City will be in a position of having to also hire an expert when it comes to tax increment financing work, improvement projects, assessment appeals, etc. Mr. Magnuson suggested the City would have to have two lawyers in- house, one to deal with prosecution because that is almost a full -time work load, along with two secretaries, a law library, etc. Councilmember Roush said he thought the confusion relates to whether Mr. Magnuson is an employee or private contractor; he read an excerpt from a Minnesota League of Cities document which defines the relationship as the degree of control the purported employer has over the person in question. Mr. Magnuson agreed that by definition he is an independent contractor. There was additional discussion about the historical nature of the relationship with the attorney and the advantages of doing services in -house or through a contract relationship. Mayor Harycki suggested at the very least the City ought to bid out prosecution services. Councilmember Gag noted at the retreat session it was suggested that all contracts be examined, not singling one out; he said a process needs to be developed. Mayor Harycki said he would like to see the list of all the City contracts. MAYOR AND COUNCIL City Administrator Hansen said he was able to save some money, $33,500, by reducing medical benefits for three of the five Councilmembers. He said lobbying was eliminated, but he left $5,000 in the budget for Mayor and Council lobbying. He said he also left $2,500 in the budget for seminar /conference fees; it was consensus to eliminate that amount, along with the money for hotels and meals. Mr. Hansen also stated he had eliminated memberships with the exception of the League of Minnesota Cities. There was a question about projected benefits for Councilmembers; Mr. Hansen said he would check on that. FINANCE Mr. Hansen stated Finance Director Harrison has cut her budget to the bone. Mr. Hansen explained the cost for training and education is for college classes for an employee who is learning new skills to enable her to assume more duties. ADMINISTRATION Mr. Hansen noted the line item for other professional services is for the labor attorney as all six contracts are up this year. Seminar /conference fees are primarily for Clerk Ward to attend the Municipal Clerks function and for him to attend the Minnesota City Page 6of8 City Council Meeting — Special August 11, 2009 Management conference. Councilmember Cook pointed out that Hennepin County has eliminated all conferences and all costs associated with retaining licenses. City Administrator Hansen stated that is in contracts and would have to be negotiated out. ELECTIONS Mr. Hansen noted there will be a big increase because there will be an election in 2010. PLANT /CITY HALL Mr. Hansen stated supplies have been reduced. Other professional services, $10,000, are for plumbers, electricians, etc. for needed work during the year. He briefly referred to several maintenance agreements, primarily with Johnson Controls. UNALLOCATED Mr. Hansen noted that is where the costs associated with hospital /medical /retirees are placed. Mayor Harycki asked about the accounting for the money being put toward the future liability for hospital /medical /retirees. Mr. Hansen said this reflects actual cash expenses. Mr. Hansen stated there is no funding slated for Youth Service Bureau, Community Threads and suggested the Council will be lobbied on behalf of these agencies. Mayor Harycki asked for some numbers on the possible costs of pay- as -you- go arrangement with the Youth Service Bureau. The Fire Relief Association is a pass - thru, it was noted. SPECIAL EVENTS Mr. Hansen noted he projected the same amount in ticket sales, $45,000, from Lumberjack Days as in 2009 and that the listed donation of $15,000 goes to fireworks. He stated that according to the contract, the City contributes $40,000 to fireworks. Councilmember Roush questioned the $55,000 spent on fireworks as compared to paying an employee salary; Councilmember Polehna pointed out the fireworks bring visitors to town that help local businesses that pay local property taxes. Councilmember Gag asked about the Beautification Fund, whether the City was transferring funds from the marathon, bike race, etc. Mr. Hansen pointed out the bike race was billed $1,000, which didn't cover expenses, but the Council never took any action on whether to transfer the money. Councilmember Gag said he thought the Council was very specific in charging $1 per participant for the beautification fund. Mayor Harycki suggested putting that as an agenda item. WASHINGTON COUNTY RECYCLING Mr. Hansen noted this is pass -thru money from Washington County and has no affect on the budget. Page 7 of 8 City Council Meeting — Special August 11, 2009 City Administrator Hansen noted the City has until September 15 to submit a preliminary budget to the County and until December 30 to submit a final budget. He noted that once a budget is submitted September 15, it can only be reduced, not increased. Mayor Harycki noted there are still some open items, benchmarks, schedule of assets by department, Youth Service Bureau vs. police costs. It was agreed to have another budget session at the 4:30 p.m. portion of the September 1 Council meeting. Mayor Harycki pointed out the tax rate is going up 4.2 percent even though the operating levy is basically flat. City Administrator Hansen pointed out that the tax rate is going up primarily because the tax base went down and due to debt service, which the Council has no control over. He said if the Council wants to bring the tax rate down to basically zero he will have to find an additional $91,000 in cuts. Motion by Councilmember Gag, seconded by Councilmember Polehna, to adjourn at 8:29 p.m. All in favor. ATTEST: Larry D. Hansen, City Administrator Ken Harycki, Mayor Page 8 of 8 THE OIATHELACE OF MINNESOTA CITY COUNCIL MEETING August 18, 2009 REGULAR MEETING 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 Police Chief Gannaway Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES 7:00 P.M. Motion by Councilmember Cook, seconded by Councilmember Polehna to approve the July 7, 2009, Executive Session minutes, July 21, 2009, regular meeting and July 28, 2009, regular and recessed minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Presentation of Plaque to Julie Kink Mayor Harycki presented a plaque to Julie Kink in recognition of her many years of service covering City Council meetings as a reporter for the Courier News. Ms. Kink expressed her appreciation for the assistance of City staff and Council over the years. Mayor Harycki acknowledged the passing of Phil Eastwood, who served on the Heritage Preservation Commission for many years and was active in other civic organizations. OPEN FORUM Mike Robinson, 801 W. Pine St., spoke of the conditions of approval for the dumpsters at PD Pappy's, including that the dumpsters be screened. He stated the conditions of approval for the special use permit have never been met in 20 years. Mayor Harycki City Council Meeting August 18, 2009 noted that staff is working with the PD Pappy's people regarding an enclosure. Mr. Robinson also spoke to the licensing of the use of the property where the deck is located STAFF REPORTS Police — Chief Gannaway reviewed the activities that took place in conjunction with National Night Out. He said there was an excellent turnout at the eight different neighborhood gatherings the department participated in, as well as downtown where the department distributed 600 Sno Cones and glow necklaces. Community Development — Community Development Director Turnblad reported that the Metropolitan Council has responded to the City's application for the Comprehensive Plan update and informed the City that the application is not complete due to issues related to inflow /infiltration in the downtown area and population /employment projections. Mr. Turnblad also provided an update on the parking ramp project and that the contractor has asked the Council for a waiver from the City's noise ordinance in order to begin the upcoming 5t" pour of concrete at 6 a.m. rather than 7 a.m. Mayor Harycki pointed out that noise has been an issue with neighbors in the area. The consensus not to deny the waiver to the noise ordinance. Councilmember Cook asked about the status of the graffiti removal project. Mr. Turnblad stated he thought the project had begun, but was not completed at this time. Public Works — Public Works Director Sanders told the Council that the staff would be meeting with the Corps of Engineers regarding the levee wall project and he would provide an update on that meeting at the next Council session. Mr. Sanders stated the first meeting of the Traffic Review Committee was scheduled for August 19. He noted the sidewalk project is under way and the street project is progressing nicely, with just the mill and overlay portion of the project in the Tuenge /Shelton Drive area still to be completed. He said he had been informed by the Middle St. Croix WMO that the WMO has some money available and plans to do some water quality improvements at the Lily Lake fishing pier. Mr. Sanders said 30% of future street projects would be obligated to mill and overlay projects. He informed the Council that he is working on a memo reminding residents on the South Hill that properties adjacent to sanitary sewer must be hooked up by 2010. He informed the Council that there are 13 homes remaining that have not yet hooked up to sanitary sewer. Mayor Harycki noted that the Brown's Creek Watershed District wants to use City pumps to pump out the Herberger's pond to do some native vegetation restoration; he also stated that the presence of Milfoil has been confirmed at the north end of Long Lake. Mayor Harycki also stated the Watershed District would like a pier on City land at Page 2 of 11 City Council Meeting August 18, 2009 Long Lake; he suggested perhaps a service group might be interested in undertaking such a project. Administration — City Administrator Hansen reminded the Council of the upcoming boards and commissions' annual picnic. He also reminded the Council that a budget meeting is scheduled for 4:30 p.m. September 1. CONSENT AGENDA 1. Resolution 2009 -124, directing payment of bills 2. Possible approval of Utility Bill adjustment 3. Possible approval of temporary liquor license — September 26, 2009 — Ascension Episcopal Church There was discussion of police costs related to Lumberjack Days Motion by Councilmember Gag, seconded by Councilmember Polehna to approve the Consent Agenda. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None PUBLIC HEARINGS This is the date and time for a public hearing to consider the transfer of an On -sale & Sunday liquor license from Stones Restaurant, LLC, DBA: Stone's Restaurant to Stillwater Kitchens LLC, DBA: The Kitchen in Stillwater. Notice was published in the Stillwater Gazette on August 5, 2009. Ingrid Johnson and Benjamin Hiza applicant. City Clerk Ward noted that approval is contingent on police, finance, fire and building department review /approvals and Minnesota Liquor Control review and approval and payment of any associated fees. Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Motion by Councilmember Gag, seconded by Councilmember Roush, to adopt Resolution 2009 -125, approving transfer of ownership of the On -Sale and Sunday Liquor Licenses. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Page 3 of 11 City Council Meeting August 18, 2009 UNFINISHED BUSINESS Continuation of discussion for an amendment to the City Code concerning height variances, whereby all requests to vary a structure height by more than 10% would require approval by the City Council. (Ordinance — 1st reading — Roll Call) Community Development Director Turnblad noted that this discussion was prompted by the issue of cell towers and the likelihood of requests for wind turbines. He stated the Planning Commission felt there might be better approaches to addressing the height issue, rather than the suggested ordinance amendment, and recommended denial. Mr. Turnblad pointed out that the Council recently passed an ordinance that will require all cell tower applications to be reviewed /approved by the Council, but nothing has been done regarding wind turbines. Mr. Turnblad suggested that the Council could opt to take a specific approach to the issue and pass an ordinance requiring all wind turbines to meet the height maximum of the zoning district in which it would be located. Councilmember Roush stated he asked that the ordinance be amended due to the potential for the Planning Commission to grant a (height) variance unbeknownst to the Council. Councilmember Gag stated the Planning Commission prides itself at looking at the ordinances and zoning restrictions and has a history of being firm on height restrictions and, in fact, they developed the current height limits. He stated that it is the Councils' that have overturned some of the height restrictions that the Planning Commission has denied through the appeal process; therefore he would be backing the Planning Commission on this issue and vote no on the proposed amendment. Motion by Councilmember Roush, seconded by Mayor Harycki to approve the first reading of the ordinance with the addition of language addressing wind turbines. Ayes: Councilmembers Cook, Roush and Mayor Harycki Nays: Councilmembers Gag and Polehna Possible approval of resolution for street vacation and municipal license — Tony Mutter & Colleen Eddy Community Development Director Turnblad reviewed the area to be vacated — all the area directly beneath the foundation of the garage, footings of the garage and 5' of additional space outside the walls of the garage. He stated that staff and the property owners were unable to come to an agreement regarding a mutually acceptable plan to buffer the Mutters' property from the trail. He reviewed what the Mutters would propose, including an existing row of trees, along with two separate fencing systems — a wrought iron fence and a 6' privacy fence. Mr. Turnblad said staff would support a somewhat more compact version, and he reviewed staffs suggested area for licensure. Mayor Harycki said he could understand the need to extend the fence to the edge of the driveway turnaround to prevent cut - through traffic from the trail. Page 4 of 11 City Council Meeting August 18, 2009 Councilmember Gag verified that the City would not be paying for any of the proposed buffer improvement. Mr. Turnblad suggested that if the Council agrees with the Mayor's suggestion — to extend the area of licensure /fence to the edge of the turnaround and allow some type of vegetation plantings — that the City Forester reviews the plans for the plantings. Motion Councilmember Roush, seconded by Councilmember Cook to adopt Resolution 2009- 126, a resolution vacating part of North Sherburne Street and Sylvan Avenue. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Motion by Mayor Harycki, seconded by Cduncilmember Roush to adopt Resolution 2009 -127, approving Municipal License for 1104 Meadowlark Drive GEO Code 2803020230094, with the license agreement extending the fence to the driveway turnaround and working with the City Forester, applicant and City Planner on an acceptable shrubbery planting plan. Councilmember Polehna clarified that the City is not paying for the shrubbery or the fence. Mayor Harycki made note that the City Clerk would put this statement in the record. Councilmember Polehna stated that during the Parks walking tour of the area, he noticed irrigation pipes and electricity going through City property and suggested that ought to be removed as part of the license agreement. Mr. Mutter stated that he had been given approval by City staff to run the irrigation pipeline under the driveway. City Administrator Hansen suggested having staff check on the situation rather than table action. Mr. Turnblad suggested amending the motion approving the municipal license as stated in the Mayor's motion to "vegetation" plan rather than "shrubbery." Mayor Harycki and Councilmember Roush agreement to amend the motion as suggested. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Possible approval of a contract for parking ramp revenue control equipment Community Development Director Turnblad stated as directed by the Council when the purchase was first proposed, staff and consultants have reviewed ramp revenue projections and feel confident revenues will be sufficient to pay the equipment off in little more than three years; according to the manufacturer, the useful life of the equipment is seven to 10 years, he stated, but experience indicates that 10 -15 years of service is not uncommon. Councilmember Gag asked about projected costs versus this actual cost; Mr. Turnblad stated the actual cost is about half of what was estimated. Page 5 of 11 City Council Meeting August 18, 2009 Motion by Councilmember Gag, seconded by Councilmember Roush to adopt Resolution 2009 -128, accepting proposals for parking equipment. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Possible approval of findings of fact relating to denial of request from Scott Junker for a subdivision and variance request to subdivide an existing lot of 15,000 square feet into two lots of 7,500 square feet City Attorney Magnuson reviewed the findings of fact. Motion by Councilmember Polehna, seconded by Councilmember Cook to adopt Resolution 2009 -129, a resolution adopting Findings of Fact, Conclusions and Order Related to a split approval for the property located at 1001 North 4th Street. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Possible approval of findings of fact relating to an appeal of the Planning Commission's decision to approve a special use permit to replace a 60 -foot tall Tight pole with a new 100 -foot tall multipurpose cell tower located at 1900 Myrtle Street West. City Attorney Magnuson noted the findings recite the reasons why the Council approved the cell tower and noted that the findings have to be rather specific as they are in response to an appeal to the granting of the permit for the cell tower. Mayor Harycki pointed out one scrivener's error, "gearing" should be "hearing." Councilmember Polehna, seconded by Councilmember Gag to adopt Resolution 2009 -130, a resolution adopting Finding of Fact, Conclusions and Order Related to the approval of a Special Use Permit to replace a 60 -Foot Tall Light Pole with a new 100 -foot tall multi- purpose tower with lights and wireless communication antennas with necessary ground appurtenances located at 1900 Myrtle St W for T- Mobile and AT &T Case No. 2009 -14. Ayes: Councilmembers Gag, Polehna and Mayor Harycki Nays: Councilmembers Cook and Roush Possible approval of Development Agreement between the City of Stillwater and U.S. Homes for Millbrook Plat 3 City Attorney Magnuson reviewed the agreement noting that the amendment to the agreement is relatively simply as all the costs for the public improvements that were made to serve this phase of the development have been completed. He stated the one condition that has changed is the requirement that the developer remove all soil stock piles from the active park sites in Phase 1 and establish a final grade for the parks Page 6of 11 City Council Meeting August 18, 2009 before March 31, 2010. Mayor Harycki asked about the installation of an irrigation system in exchange for the City taking over maintenance of the park(s) and establishing the turf. Public Works Director Sanders stated staff has put forth that proposal to the developer and is waiting to hear back; Mr. Turnblad said the eventual resolution regarding the irrigation /establishment of turf will be spelled out in the development agreement for the next phase of the development. Motion by Councilmember Gag, seconded by Councilmember Polehna to adopt Resolution 2009 -131, approval of development agreement with US Home Corporation for Millbrook 3rd Addition. Aye: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None NEW BUSINESS Possible approval of building monitoring improvement — 2009 Capital Budget — Library Mayor Harycki referred to a memo from the Library outlining some of the issues related to the request for the release of funds to purchase additional security cameras. City Administrator Hansen stated there are some dead spots in the existing security system that he supports the request. Chief Gannaway stated his department has been doing some foot patrols of the Library to help address problems. Mr. Hansen noted the requested funds are already in the budget approved for 2009. Councilmember Cook encouraged looking at other alternatives, such as police monitoring, as well. Motion by Councilmember Roush, seconded by Councilmember Polehna to approve the release of the funds as requested. All in favor. Possible approval of Special Event — St. Croix Harvest Fest & Giant Pumpkin Weigh -off City Clerk Ward reviewed the request, noting the original request has been before the Park Board and been approved; however, she stated the original application did not include any liquor. A new request has been received to have beer tasting stations throughout downtown, as well as the use of a parking lot for a kiddie tractor pull. Ms. Ward stated there are concerns about the beer tasting stations because it involves a temporary liquor license which requires that locations must be compact and contiguous. Ms. Ward said she had contacted Minnesota Liquor Control about possible options but has not heard back from that agency. Scott Zahren was present representing the Chamber. He said the plan is to combine the chili cook -off and tasting with a micro brew tasting at seven different locations which would take folks from the south to north end of town. He said each station would be cordoned off, with a volunteer at each station to make sure that no one walks off with a beverage. He said the tasting would be limited to one small tasting at each station. Mr. Zahren said proceeds will go to Valley Outreach. Councilmember Roush asked about Page 7 of 11 City Council Meeting August 18, 2009 the maximum amount of beer that might be consumed; Mr. Zahren responded that with a 4 ounce mug, the maximum could be 40 ounces if there are 10 stations. Police Chief Gannaway said there are some issues with the proposal, noting that when alcohol is involved, it is required that an area be fenced and have security present. City Attorney Magnuson said there is a question whether the City has the authority to allow this as state law states that the licensed premises must be compact and contiguous; he suggested that City might be able to issue individual non - profit licenses to the various stations, but added that the City has already issued most of its allotted 12 licenses per year. In discussion, Chief Gannaway suggested that a single, fenced location would be the best solution. There was discussion of possible locations for the tasting. Ms. Ward also noted that the use of the parking lot for the tractor pull was not included in the original application and did not go before the Parking Commission and Parks Commission. Mr. Zahren outlined some of the family- oriented activities planned for the event. It was consensus to table this issue to the September 1 to investigate alternatives and obtain information from Liquor Control. Motion by Councilmember Cook, seconded by Councilmember Roush, moved to table this item to the September 1st meeting. All in favor. Declaration of costs, preparation of roll & calling for assessment hearinq annual street improvement project (Project 09 -02) Public Works Director Sanders referred to the memo regarding the costs and assessments for the annual street project, noting that due to favorable prices, the proposed final assessments have been reduced by 12.6 percent from the preliminary assessments. Councilmember Gag noted that in recent years the Council has struggled to keep the final assessments in line with the preliminary assessments. Motion by Councilmember Gag, seconded by Councilmember Roush to adopt Resolution 2009 -132, resolution declaring cost to be assessed and ordering preparation of proposed assessments for 2009 Street Improvement Project (Project No. 2009 -02) and Resolution 2009 -133, resolution calling for hearing on proposed assessment for 2009 Street Improvement Project (Project 2009 -02).. Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Declaration of costs, preparation of roll & calling for assessment hearing for 2009 Mill and Overlay Project (Project 2009 -09) Public Works Director Sanders noted this project was added due to the lower cost for the street improvement project. Costs are based on actual bid received from the contractor, thus there is no reduction in the final assessment. Page 8 of 11 City Council Meeting August 18, 2009 Motion by Councilmember Polehna, seconded by Councilmember Gag to adopt Resolution 2009 -134, resolution declaring cost to be assessed and ordering preparation of proposed assessments for 2009 Mill and Overlay Project (Project No. 2009 -08) and Resolution 2009- 135, resolution calling for hearing on proposed assessment for 2009 Mill and Overlay Project (Project 2009 -08). Ayes: Councilmembers Cook, Gag, Polehna, Roush and Mayor Harycki Nays: None Possible approval of license agreement — 1 Ridge Lane Drive — Michael Sheehy Public Works Director Sanders stated the owner of 1 Ridge Lane has approached the City about a street improvement in front of his property and that the owner has agreed pay for and do the improvements to City standards with a typical pavement section of 4" of asphalt and 6" of gravel. The request is to approve a license agreement, with some conditions, allowing the property owner to do the work. Mr. Sanders said conditions include: approval from adjacent property owners, with the agreement signed prior to the initiation of the work, and reimbursing the City for the cost of inspections. Dan Thurmes, representing the applicant, Michael Sheehy, stated that Mr. Sheehy is planning on paying the entire cost of the project himself and as part of the conditions; he will have to get written consent from the neighboring property owners. John DeLeon, representing Joan DeLeon, 5 Rivercrest Lane, said his mother is a long- time resident and should have a say in the improvements. Mr. DeLeon spoke of Mr. Sheehy's previous plans to build a new garage, which Mr. Sheehy said would be done in such a way as to protect her view but ended up being other than what Mr. Sheehy said it would be. Mr. DeLeon said this plan would encroach on Joan DeLeon's property, remove trees and a flagpole. Mr. Sanders said all the work proposed to be done is on City right -of -way, not private property. Ms. DeLeon's daughter also spoke against the proposed plans and expressed concerns about the garage which Mr. Sheehy constructed. There was discussion as to whether the garage was constructed according to the plans approved by the Planning Commission. It was decided to have Mr. Turnblad check on the Planning Commission approvals related to the garage. There was a suggestion that the street be moved closer to the Sheehy property; Mr. Sanders said there is a concern with doing that because of the location of an existing force main which would be under the curb if the street were to be reconfigured as suggested. Mayor Harycki suggested tabling this proposal until there is signed consent from the neighbors. Motion Mayor Harycki, seconded by Councilmember Cook moved to table this proposal until a future meeting if there is a resolution between Mr. Sheehy and the DeLeons. All in favor. Page 9of11 City Council Meeting August 18, 2009 Information on revised Flood Insurance Maps Community Development Director Turnblad referred to Planner Mike Pogge's memo regarding flood insurance maps. He noted that the City has six months in which to revise its flood plain ordinance to be incompliance with the new maps. Request to purchase trailer — Public Works Councilmember Cook asked if the requested purchase is the cheapest available. Public Works Director Sanders explained that the requested tilt trailer is the only one that will handle the compacter roller for patching streets. Councilmember Cook asked if the existing trailer could be sold. City Administrator Hansen said he does support the request and noted that the vehicle is used on almost a daily basis in the summer. Councilmember Cook asked if there are used vehicles available; Mr. Sanders said it was thought a new vehicle would provide a longer life and meet all DOT standards. Councilmember Gag suggested adding a not to exceed amount to the motion and encourage staff to look into possible purchase of a good, "gently used" trailer. Mr. Sanders noted the requested purchase is part of the state bid which ends August 31. Motion by Councilmember Polehna, seconded by Councilmember Gag approved the purchase of a tilt trailer and encourages staff to look into possible purchase of a good, "gently used" trailer with the amount "not to exceed" $6,753.45. All in favor. Discussion of payments to beautification fund Mr. Hansen noted there was language in the bike race contract in which promoters promised to pay $1 per participant to the Chamber in support of downtown beautification. He stated that was the same requirement imposed on the marathon promoters; he stated the check has been received from the marathon promoters. Councilmember Polehna asked that the Special Events committee look at the issue, noting that events other than athletic events, such as art fairs or the pumpkin weigh -in. aren't asked to contribute. He suggested that all events that utilize Lowell Park ought to be considered for inclusion in the requirement. COUNCIL REQUEST ITEMS Mayor Harycki asked how long the videos of Council meetings are retained. City Clerk Ward said the videos are not retained at City Hall; the Cable Company retains the videos for three months, which is required by the City's retention schedule. Mayor Harycki suggested it might be wise to keep the videos for a longer period of time. Ms. Ward said the digital audio recordings of meetings are retained for a period of three months as well and it was agreed to look into the matter. Page 10 of 11 City Council Meeting August 18, 2009 Councilmember Roush asked about a correspondence related to an assessment. City Administrator Hansen said the letter was in regard to a levied assessment and that he didn't think there was any mechanism for dealing with the writer's concern. ADJOURNMENT Motion by Councilmember Gag, seconded by Councilmember Cook to adjourn at 9:42 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2009 -124, directing payment of bills Resolution 2009 -125, approving transfer of ownership of the On -Sale and Sunday Liquor Licenses Resolution 2009 -126, a resolution vacating part of North Sherburne Street and Sylvan Avenue Resolution 2009 -127, approving Municipal License for 1104 Meadowlark Drive GEO Code 2803020230094 Resolution 2009 -128, accepting proposals for parking equipment Resolution 2009 -129, a resolution adopting Findings of Fact, Conclusions and Order Related to a split approval for the property located at 1001 North 4th Street. Resolution 2009 -130, a resolution adopting Finding of Fact, Conclusions and Order Related to the approval of a Special Use Permit to replace a 60 -Foot Tall Light Pole with a new 100 -foot tall multi - purpose tower with lights and wireless communication antennas with necessary ground appurtenances located at 1900 Myrtle St W for T- Mobile and AT &T Case No. 2009 -14. Resolution 2009 -131, approval of development agreement with US Home Corporation for Millbrook 3rd Addition Resolution 2009 -132, resolution declaring cost to be assessed and ordering preparation of proposed assessments for 2009 Street Improvement Project (Project No. 2009 -02) Resolution 2009 -133, resolution calling for hearing on proposed assessment for 2009 Street Improvement Project (Project 2009 -02) Resolution 2009 -134, resolution declaring cost to be assessed and ordering preparation of proposed assessments for 2009 Mill and Overlay Project (Project No. 2009 -08) Resolution 2009 -135, resolution calling for hearing on proposed assessment for 2009 Mill and Overlay Project (Project 2009 -08) Page 11 of 11 City o� S ti.Q.Qwaten, il itI Jesota TnoePamation WHEREAS, the financial planning process allows individuals to achieve their dreams by empowering them to identify and manage realistic financial goals and negotiate the financial barriers that arise at every stage of life; WHEREAS, everyone can benefit from knowing about the value of financial planning and where to turn for objective financial advice; WHEREAS, the Financial Planning Association is the membership organization for the financial planning community, representing 28,000 members dedicated to supporting the financial planning process as a way to help individuals achieve their goals and dreams; WHEREAS, the Financial Planning Association believes that everyone is entitled to objective advice from a competent, ethical financial planner to make smart financial decisions; WHEREAS, the Financial Planning Association is dedicated to helping individuals discover the value of financial planning; NOW THEREFORE, I, KEN HARYCKI, THE MAYOR OF THE CITY OF STILLWATER, by authority vested in me, do hereby proclaim October 5 -11, 20059 as FINANCIAL PLANNING WEEK in Stillwater, Minnesota. IN WITNESS WHEREOF, I have hereunto set my hand and caused the Seal of the City of Stillwater to be affixed this 15th day of September, 2009. FINANCIAL PLANNING ASSOCIATION OF MINNESOTA The Heart of Financial PlanningTM July 13, 2009 The Honorable Ken Harycki Office of the Mayor, Stillwater 216 North 4th St Stillwater, MN 55082 -4807 Re: Promotion of Financial Literacy and Personal Financial Responsibility Dear Mayor Harycki: 3900 Main Street NE Columbia Heights, MN 55421 Office (763) 781 -1212 Fax (763) 226 -2393 Email: office @fpamn.org Web site: www.fpamn.org With the recent public focus on retirement savings and social security, comprehensive financial planning has become recognized as a critical need. Like all Americans, the citizens of Stillwater have hopes, dreams and goals - from buying a home or business to funding a child's college education, taking a dream vacation or ensuring their retirement with adequate savings. Financial planning is the key to achieving these goals and dreams. Financial planning is the process of wisely managing one's finances, while also negotiating the financial barriers that can arise at any stage of life. This process can help individuals set manageable financial goals and develop a realistic and comprehensive plan to meet those goals by addressing financial weaknesses and building on financial strengths. Anyone can benefit from financial planning, regardless of income level. The Financial Planning Association (FPA ®) is a non - profit, membership organization for the financial planning community. FPA connects to those who need, support and deliver financial planning. We believe that everyone is entitled to objective advice from a competent, ethical financial planner to make smart financial decisions. FPA members demontrate and support a professional commitment to education and a client - centered financial planning process. FPA's more than 28,000 members and nationwide network of 94 chapters are dedicated to supporting the financial planning process in order to help people achieve their goals and dreams. To this end, FPA will celebrate the eighth annual Financial Planning Week October 5 -11, 2009. FPA's Minnesota Chapter, along with other FPA chapters across the country, will strive to promote the value of financial planning through a series of events during the week. A mayoral proclamation would be an excellent way to mark the beginning of the annual Financial Planning Week and promotion of financial literacy. For the past eight years, the State of Minnesota has proclaimed Financial Planning Week. We are seeking support from the Governor of Minnesota to again proclaim the week this year. In addition, FPA members in other cities are currently petitioning their Governers and Mayors for proclamations. On behalf of the Financial Planning Association of Minnesota, its 800 plus Minnesota members, and its Board of Directors, we respectfully ask that Stillwater once again issue a proclamation to recognize Financial Planning Week. Please don't hesitate to call on me at 612- 877 -3177 or Executive Director Bonnie Stanley at 763 - 781 -1212 if you have questions or need additional information. Also, in the efforts of promoting Financial Planning Week, our association will be contacting local media to recognize individual cities; thus, a copy of your signed proclamation would be greatly appreciated by September 15, 2009. Thank you. Sincere/1y, LeAnn Lenander, CFP ®, Member of Financial Planning Association of Minnesota LIST OF BILLS EXHIBIT " A" TO RESOLUTION #2009 -136 A -1 Maintenance, Inc. A.W.I. Diversified L.L.C. Al's Coffee Company Aramark Uniform Services B. Stringfellow, Inc. Ballis John T. Board of Water Commissioner Breezy Point Resort Brulin & Company Inc. Buzz Chickley Inc. Carpenters Small Engine Carquest Auto Parts CATCO Parts and Service CDW Government, Inc. Church of St. Michael Clarey's Safety Equipment Coca -Cola Bottling Company Cole Papers Comcast Cub Foods Ess Brothers & Sons Inc. Hansen Larry Hartland Fuel Products, LLC HD Supply Waterworks, Ltd. Heritage Printing, Inc. Hydrologic Iceman Industries, Inc. Kath Companies Kirvida Fire, Inc. Kufner, David LogoStitch, Ltd. Mac Queen Equipment Inc. Magnuson Law Firm Menards MN Dept. of Nat Resources OMB MN Historical Society MN State Fire Chiefs Assn Needels Supply, Inc. Office Depot Office Max Orrin Thompson Homes Premier Glow R & R Specialties, Inc. Property Clean up Rebuild 4 Fin Parts Coffee Supplies Mats, Mops. Towels Portable Toilet Enclosure Background Investigations 4 Fire Fighter Water Leak service Lodging for J. Gannaway 9/19/09 - 9/23/0 Bio Zyme II Grading Escrow Refund Equipment Repair Supplies Headlamp Screws Back Up Alarm DVD Pack Park Deposit Refund Pioneer Park Fire Rake & Pulaski Axe Soda for Concession Liquid Soap Television Supplies Manhole Adj Rings Commissioners Picnic Fuel Flg Reducer and Gaskets Business Cards Supplies Deicing Liquid Tank Windshield Wash Solvent Repairs to 6107 Park Deposit Refund Washington Sq Jr. Team Jackets Rubber Deflector Curtains Professional Services Supplies Natural Heritage Information Registration Fee 2009 Annual Conference Kivac Repair Supplies Labels Office Supplies Grading Escrow Refund Materials for Night to Unite Paint for South Rink 1,122.17 55.00 577.70 718.47 1,800.00 2,100.00 290.38 387.00 81.65 1,500.00 182.08 342.38 50.81 58.02 100.00 170.61 586.80 51.29 64.18 630.20 1,091.19 61.89 6,219.61 256.25 85.87 159.03 465.28 140.00 3,344.73 100.00 55.33 473.65 6,150.33 220.46 90.00 90.00 160.00 508.49 337.85 11.29 4,500.00 293.10 971.49 EXHIBIT " A" TO RESOLUTION #2009 -136 Page 2 Riedell Shoes, Inc. Smith Filter Corporation Sprint PCS St. Joseph Equipment Stillwater Country Club Sykes Kyle A T.A. Schifsky & Sons, Inc. Telemetry and Process Controls Trans Union LLC Tri -State Pump & Controls, Inc. Uniforms Unlimited, Inc USAble Life US Home Corp. dba Lennar VenTek International, Inc Wal Mart Community Washington County Sheriff's Office Watson Company, Inc. The WET Technology, Inc. Xceed Hockey Camp Skates for Resale Equipment Repair Supplies CeII Phone Solenoid Grading Escrow Refund Uniforms Asphalt IS Barrier to the Transducer Medical Evaluations Parts and labor to repair pump Uniform Term Life Insurance Grading Escrow Refund Loaner Rental Supplies 2009 Lumberlack Days Patrol Ice Cream Cooling Water Treatment Split Camp Profit 439.10 296.72 125.79 276.56 5,000.00 322.72 1,516.55 762.43 49.20 3,900.33 977.98 415.92 21,000.00 150.00 452.86 10,914.86 240.68 866.98 10,018.68 RESOLUTION 2009 -137 APPROVAL OF A CONTRACT WITH AMANO MCGANN PARKING FOR REVENUE CONTROL EQUIPMENT BE IT RESOLVED by the City Council of Stillwater, MN that the contract with Amano McGann, Inc. for the Parking Control Equipment, as on file with the City Clerk, is hereby approved and authorizes the Mayor and City Clerk sign said agreement. Adopted by the Stillwater City Council this 18th day of August, 2009 Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Amano McGann, Inc. 2520 Broadway Street N. E Suite 100 Mirr eapolis, MN 55413 Tel: 612- 524 - 6325 Fax: 612 -524 -6327 www arnannmegann, corn EQUIPMENT LIST Item Model Qty Facility Management System A AMCHGSVR 1 Gates B AMG -1700 Embedded Loops C XML -S-2 D XML -S-6 Proposal For Parking Control Equipment Prepared for: City of Stillwater Parking Ramp Furnish and Install (4) Autogates and (2) Amano Paystations With Card Access, Count System, Full Signs, and Intercoms July 14, 2009 Description AmanoCharge High -Speed Credit Card Module w/ stand -alone settlement CPU, Monitor, Peripherals, and UPS 4 Autogate with extrasensory reversing feature, thermostatically controlled heater, dual channel vehicle detector, and 10' aluminum gate arm 6 2' x 6' Sawed -in Detector Loop Wire /Sealant Kit 2 6' x 6' Sawed -in Detector Loop Wire /Sealant Kit Paystations E AMG -6800 2 Card Access F 1520 -082 2 G M042003 2 H 1326LMSMV 100 Full Signs Cash /Credit Card Exit Pay Station with 4 -way note acceptance, touchscreen message board, and coin dispensing module - (Exit Lanes) HID Standalone Card Reader Adjustable Card Reader Pedestal HID ProxCard, Lifetime Warranty (minimum order 100 cards) I TCL718GR220 2 7" x 18" LED "OPEN /FULL" sign with pedestal for entrance lane indication J MT -224 1 LED Differential Space Counter Intercom System K MT -SAT3r 2 L MT -MUI4 1 Miscellaneous Materials M MISC 1 Investment Summary Telephone Intercom Substation w/ Remote Vending (Exit Lanes) Telephone Intercom Consolidator Unit (4 station) Shop Supplies Materials Total (Including freight & tax) Electrical Low - Voltage, Detector Loops, and On -site Work Amano McGann, Inc. Technical Services and Training Total Project Cost $74,873 $10,197 83,925 888,995 • AMANO. Amano McGann, lnc„ 2520 Broadway Street N:f. Szlite 100 8pals, MN 55413 2 -524- 6325 12 -524 -6327 ananorncgann.Cam Proposal For Parking Control Equipment Prepared for: City of Stillwater Surface Parking Lots Furnish and Install (2) Pay- and - Display Multi-space Meters July 14, 2009 EQUIPMENT LIST Item Model Qty Description A XL 2 CALE XL (Bills /Coin) Multi-Space Meter, including: 2 Credit Card Reader 2 GPRS Communications Modem 1 License Fee for Credit Card Processing B MISC 1 Shop Supplies Investment Summary Materials Total (Including freight & tax) $28,315 Electrical Work By Others Amano McGann, Inc. Installation Services $1,680 Total Project Cost $29,995 OPTION ONE - REMOVE BILL NOTE ACCEPTORS DEDUCT $5,000 Provide CALE Compact (Coin) Multi-Space Meters with Credit Card Readers, Modems, and License Fee Notes Delivery and Installation is typically 6 to 8 weeks after order CALE Multi -Space Meter Web Office FEE: $45/meter /month payable direct to CALE CALE Web Office Includes Alarms, Financial Reporting and Credit Card Processing Terms of Sale Proposal is subject to attached Terms & Conditions 1/3 Net -10 after order, 2/3 Net -10 upon completion Pricing listed is valid for 45 days Scope of Work Amano McGann, Inc. Furnish, install and make connections to equipment listed above Provide training on operation/maintenance of system One year parts and labor warranty Others Provide Concrete and Protection Posts per our layout diagram/s Power circuit /s with connection /s to lane equipment as required Exclusions Additional customer policies/procedures /requirements not specifically listed above Base Proposal Amount: ($29,995.00) Please circle desired equipment option/s, sign below and fax back to 612- 524 -6327 to initiate an order. Proposed By: Accepted By: Amano McGann, Inc. Name: Title: „,,./Z,-/ /2, Date: Nick Colianni P.O. #: Sales Executive * Thank you for the opportunity to work with you on this project * AMANO Mc G N� PARKING SOLUTIONS Proprietary Rights; Reverse Engineering All copies of the Software in any form are and shall remain the exclusive property of Amano McGann and shall be treated as Confidential Information by Customer. Customer acknowledges that it: (i) is not acquiring any right, title, or interest, express or implied, in the Software; (ii) shall not use, sell, transfer, or otherwise copy or distribute the Software except as expressly authorized by Amano McGann; and (iii) shall not assert, claim any interest in, or do anything that may adversely affect the validity or enforceability of, any trademark, trade secret, copyright or other proprietary right belonging to Amano McGann (including, without limitation, any act, or assistance to any act, which may infringe or lead to infringement of any copyright in any of the Software), nor attempt to grant any right therein. Customer acknowledges and agrees that: (i) it shall not reverse engineer, disassemble or decompile the Software, nor permit the disassembly, decompilation or reverse engineering of the Software; (ii) that a violation of this Agreement may irreparably harm Amano McGann; and (iii) in addition to any other right or remedy available at law or in equity, Amano McGann shall be entitled to obtain injunctive relief to prevent Customer from continuing any violation of this provision. Limited Warrantv: Amano McGann warrants that new equipment listed in the Proposal will be free from defects in material and workmanship for a period of one year from the date of shipment. Amano McGann does not warrant: (i) any software products not manufactured by Amano McGann (which shall carry only the warranty, if any, of the manufacturer); (ii) the Software or documentation provided with the software, except as expressly provided in Amano McGann's Software License Agreement provided with the Software. EXCEPT AS SET FORTH IN THIS PARAGRAPH, AMANO McGANN MAKES NO WARRANTIES OR REPRESENTATIONS WHATSOEVER REGARDING THE EQUIPMENT, SOFTWARE OR SERVICES, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE. AMANO McGANN SHALL NOT BE LIABLE FOR ANY DAMAGES OF ANY NATURE ARISING OUT OF OR IN CONNECTION WITH THIS PURCHASE ORDER OR ANY EQUIPMENT, SOFTWARE OR SERVICES PROVIDED HEREUNDER. IN NO EVENT SHALL AMANO McGANN BE LIABLE FOR SPECIAL OR CONSEQUENTIAL DAMAGES OR FOR ANY INDIRECT DAMAGES SUCH AS, BUT NOT LIMITED TO, EXEMPLARY OR PUNITIVE DAMAGES OR LOST PROFITS, EVEN IF AMANO McGANN HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. Force Maiuere: Amano McGann shall not be liable for any damages, direct, indirect, incidental or consequential, resulting from delay in performance or nonperformance caused by contingencies, happenings, or causes beyond the control of Amano McGann, including but not limited to fire, flood, storm, power failure, labor trouble or shortage, war, acts of Govemment, accidents, material shortage, equipment failures, or Acts of God. In the event of the occurrence of any such contingence, Amano McGann may suspend or terminate its performance hereunder without responsibility to Customer for any damages resulting from such suspension or termination. Relationship; Non - Solicitation: Amano McGann and Customer understand and agree that each is an independent company. Customer is not a franchisee, partner, broker, employee, servant, or agent of Amano McGann, and neither has nor will represent that it has any power, right, or authority to bind Amano McGann or to assume or create any obligations or responsibilities, express or implied, on behalf of Amano McGann or in Amano McGann's name. Customer also agrees not to solicit, contract with, hire or otherwise engage the services of any Amano McGann employee rendering services to Customer for a period of one hundred eighty (180) days after the termination of any and all obligations between the parties. Goveminq Law; Attorneys' Fees: The laws of the State of Minnesota shall govem the validity, interpretation and construction of this Agreement and all rights and obligations of Amano McGann and Customer, respectively, notwithstanding any choice -of -law rules that would otherwise dictate application of the laws of any other jurisdiction. Should any action be instituted to enforce any of the terms, provisions, or conditions of this agreement the prevailing party in such action shall be entitled to the award of reasonable attomey's fees and costs incurred in said action or actions, in addition to any other award made by the court. Entire Agreement: The Purchase Agreement, including these terms and conditions, constitutes the entire agreement between Amano McGann and Customer with respect to the equipment, Software and services described herein and supersedes any and all prior or contemporaneous agreements or contracts, whether written or oral. All negotiations, representations, understandings and correspondence, which have passed between Amano McGann and Customer with reference to the matters covered hereby are merged herein and extinguished and this constitutes the entire agreement between Amano McGann and Customer. This agreement may not be altered, modified, amended or changed, in whole or in part, except in a writing signed by Amano McGann and Customer. If any provision of this Purchase Agreement is found invalid, both parties will endeavor, to the extent possible, to amend this Purchase Agreement in such a manner that the intent of this Purchase Agreement as written is carried out. If both parties cannot agree to amend this Purchase Agreement in such fashion, the invalid provision will be ineffective to the minimum extent necessary to make it valid under applicable law without invalidating the remainder of that provision or any other provisions of this Purchase Agreement. Minnesota Board of Electricity Certification — Amano McGann, Inc. is certified by the Minnesota Board of Electricity as Technology Systems Contractor #TS00781. The Minnesota Board of Electricity licenses our field service /installation personnel as "Power Limited Technicians ". General Contractor "Subcontract Agreements" — Due to the disproportionate risk and liability associated with a low value subcontract agreements, we will only accept our standard Purchase Agreement terms & conditions for projects under $30,000.00. If a Subcontract Agreement is required we recommend that an electrical contractor incorporate our work under their Subcontract Agreement. Ver.092607 Corporate Headquarters 651 Taft Street NE. Minneapolis. MN 55413 Tel: (612)331 -2020 www.amanomcgann.com CITY COUNCIL DATE: August 28, 2009 APPLICANT: Marc Putman CASE NO.: 09 -04 REQUEST: Amendment to the Liberty Village PUD for Architectural Review & Design Guidelines. LOCATION: Commercial area at the intersection of Manning Ave and CSAH 12 (Myrtle St/ 76th St W) COMPREHENSIVE PLAN DISTRICT: CN - Neighborhood Commercial ZONING: VC - Village Commercial CC DATE: September 1, 2009 REVIEWERS: Community Dev. Director PREPARED BY: Michel Pogge, City Planner DISCUSSION The applicant is requesting a Planned Unit Development amendment for approval of Architectural Review and Design Guidelines for Liberty Village. The PUD amendment is two parts; first, this request officially adopts the design guidelines for the Liberty Village commercial area, which were inadvertently never adopted by the City. Second, it revises the sign and graphics section of the original guidelines and adds several new types of signs that can be used within the development. SPECIFIC REQUESTS The applicant is requesting a Planned Unit Development amendment for the Liberty Village Architectural Review and Design Guidelines for Liberty Village. The Heritage Preservation has approved the Design Review permit for this item at their July 6, 2009 meeting. The PUD amendment would both officially adopt the design guidelines for the Liberty Village commercial area and revise the sign and graphics section of those guidelines. Liberty Village Design Guidelines Page 2 JUNE 3rd ACTION BY THE HERITAGE PRESERVATION COMMISSION At the June 3rd HPC meeting, the HPC reviewed and discussed the request. Due to concerns raised by neighboring residential property owners the Commission elected to table action on the request and requested staff meet with the applicant and effected property owners to see if a compromise could be reached. JUNE 9th NEIGHBORHOOD MEETING On June 9, 2009, representatives for the applicant, the Residential Townhome Association, the Liberty Residential Master Board, the HPC, and City Staff met at City Hall to discuss the proposal. Related to the Residential Townhome Association concerns the applicant proposed eliminating the light pole banner signs on the southeast side of Settler's Way. With this eliminated the residential homeowners were in agreement with the proposal as presented, including allowing two pylon signs along both Manning Ave and Myrtle Street and permitting roof signs. July 6th ACTION BY THE HERITAGE PRESERVATION COMMISSION At the July 6th HPC meeting, the HPC reviewed and discussed the request. The Commission approved a design review permit subject to the following conditions: 1. The design review approval shall become void if the PUD amendment is denied by the City Council. 2. Light pole banner signs shall only be installed north and west of Settler's Way. 3. Any sign on City property shall be approved by the City Council prior to installation. Any sign on park property shall be reviewed and approved by the Parks and Recreation Commission and City Council prior to installation. 4. References to banner signs shall be removed from the PUD amendment. Banner signs shall follow regulations for banners sign permitted in other areas of the City. 5. Roof signs shall only be used to identify 2nd floor tenants. 6. References to portable signs shall be removed from the PUD amendment. Portable signs shall be prohibited. 7. Freestanding project monument signs adjacent to the roundabout shall be limited to six feet in height. 8. Building directory signs are limited to a single faced sign flush mounted to the wall and placed adjacent to the entry door. Liberty Village Design Guidelines Page 3 JULY 13th ACTION BY THE CITY PLANNING COMMISSION At the July 13, 2009 City Planning Commission (CPC) meeting, the CPC reviewed and discussed the request. The Commission recommend approval of the Planned Unit Development amendment subject to the following conditions: 1. Light pole banner signs shall only be installed north and west of Settler's Way. 2. Any sign on City property shall be approved by the City Council prior to installation. Any sign on park property shall be reviewed and approved by the Parks and Recreation Commission and City Council prior to installation. 3. References to banner signs shall be removed from the PUD amendment. Banner signs shall follow regulations for banners sign permitted in other areas of the City. 5. References to portable signs shall be removed from the PUD amendment. Portable signs shall follow regulations for portable signs in other areas of the City making them a prohibited sign in the City. 6. Freestanding project monument signs adjacent to the roundabout shall be limited to six feet in height. 7. Building directory signs shall be limited to 12 square feet per side. Can be either single faced signs flush mounted to the wall or double faced sign projecting from the building. Signs shall be placed adjacent to the entry door. 8. Only one pylon sign shall be permitted along Myrtle Street and only one pylon sign shall be permitted along Manning Ave. cdndr bn ch net in the, cod co Liberty Village Design Guidelines Page 4 AUGUST 26th ACTION BY THE STILLWATER TOWNSHIP /CITY OF STILLWATER JOINT PLANNING BOARD At the August 26th Stillwater Township/ City of Stillwater Joint Planning meeting, the Joint Board reviewed and discussed the request. The Board approved the Planned Unit Development amendment subject to the following conditions: 1. Light pole banner signs shall only be installed north and west of Settler's Way. 2. Any sign on City property shall be approved by the City Council prior to installation. Any sign on park property shall be reviewed and approved by the Parks and Recreation Commission and City Council prior to installation. 3. References to banner signs shall be removed from the PUD amendment. Banner signs shall follow regulations for banners sign permitted in other areas of the City. 4. Roof signs shall only be used to identify 2nd floor tenants. 11 tiol This follows 5. References to portable signs shall be removed from the PUD amendment. Portable signs shall follow regulations for portable signs in other areas of the City making them a prohibited sign in the City. 6. Freestanding project monument signs adjacent to the roundabout shall be limited to six feet in height. 7. Building directory signs shall be limited to 12 square feet per side. Can be either single faced signs flush mounted to the wall or double faced blade sign. PC' s nge from the CPC sec sthe of two signs along Myrtle Street and te: This pyl follows the HPC` action but is a one on Myrtle arid one along Manning Ave.) Liberty Village Design Guidelines Page 5 EVALUATION OF REQUEST The original Architectural Review and Design Guidelines for Liberty Village took years to develop after numerous meetings. When the PUD was officially approved by the City, the final Architectural Review and Design Guidelines were not included in that approval and subsequently were never adopted by the City. The original Architectural Review and Design Guidelines are appropriate and raise no concerns for staff. A number of revisions are proposed in the area of signage. The January 24, 2003 draft Architectural Review and Design Guidelines was 22 pages and the proposal before the Commission is now 39 pages with the bulk of the changes in the area of signage. The following are highlights on changes that are proposed: Branding Plans to incorporate a uniform marketing theme for the development No comment Approved Approved Master signs Up to four "master signs" (with two along Manning and two along CSAH 12). Allows 75 sq ft of signage up to 20 feet in height. BP allows up to 100 sf of signage with a height of 25 feet along Highway 36, 20 feet along County 5 & Greeley, and 6 feet in all other location. CBD and CA allows up to 30 sq ft up to 6 feet tall. Approved Freestanding project monument signs Up to two freestanding project monument signs (three possible locations shown in the guidelines). Allowed to be 25 feet tall up to 100 sq ft in size. Other project development signs have been limited to six feet tall and 100 sq ft in size. City code would allow only one sign for this site. Approved with the condition that the sign adjacent to the - roundabout shall be limited to six feet in height Approved - Limited to one along Manning and one along CSAH 12/ Myrtle. Additional signs can be approved later if there is a need. Once approved the option for less signage is lost. Approved with the condition that the sign adjacent to the roundabout shall be limited to six feet in height Liberty Village Design Guidelines Page 6 Light pole banners and bracket signs Allows the Liberty Village brand to be incorporated on light poles with banners and bracket signs City permits general banners to be installed on light poles in the CBD. Residential area has raised concerns with placing signs on light poles along residential areas. Approved with the condition that they are only permitted north and west of Settlers Way Approved with the condition that they are only permitted north and west of Settlers Way Building directory signs Allows up to a 12 sq ft directory signs, either attached or freestanding. BP district permits four sq ft for building /project name and one sq ft for each business. Approved limiting them to single faced signs mounted flush to the wall and placed adjacent to the entry door. Joint Board allowed the directory sign to be placed anywhere on the building. Approved with the conditions that they be limited to 12 square feet per side. Can be either single faced signs flush mounted to the wall or double faced projecting signs. Signs shall be placed adjacent to the entry door. Sandwich Boards Permits sidewalk signs and follows the Downtown Sidewalk Sign Policy No comment Approved Approved Portable Sign Permitted Portable signs are prohibited by City Code. Portable signs are temporary sign that typically have changeable letters. Denied - Portable signs shall remain prohibited like in other areas of the City. Denied - Portable signs shall remain prohibited like in other areas of the City. Liberty Village Design Guidelines Page 7 Wall signs Allows 1 sq ft for each linear foot of building. Sign area measured around letter + 3 inch margin. Cannot be higher than the parapet or 20 feet, whichever is lower. When combined with roof signage, this would provide twice as much building signage then what is permitted in any other district. Approved Approved Roof signs Allows 1 sq ft for each linear foot of building. Sign area measured around letter + 3 inch margin. Cannot be higher than the parapet or 20 feet, whichever is lower. Roof signs are currently prohibited by City Code. This would set a new precedence. Second, when combined with wall signage, this would provide twice as much building signage then what is permitted in any other district. Third, the language would appear to allow a business to have both a roof sign and a wall sign. Finally, in multi story buildings roof signs it is not clear if roof signs would be limited to upper floor tenants or if all tenants would be permitted to have roof signs. Approved with roof signs to be used to identify 2nd floor tenants only. Prohibited Liberty Village Design Guidelines Page 8 Temporary Banners Permits up to 4 per year for 90 days each. Applicant's proposal allows temporary banner to be displayed for up to 360 days per year. City code currently allows for 3 per year for 30 days each for a total of 90 days per year. This could result in a number of banners hung on each multi - tenant building year round. Denied - Banners are to follow requirements that are currently outlined in the City Code for other locations in the City. Denied - Banners are to follow requirements that are currently outlined in the City Code for other locations in the City. Liberty Village Design Guidelines Page 9 In staff's opinion, the request as presented by the applicant has the potential to "over signed" the development. The proposal is more liberal than what the City permits for signage in the BP zoning district, which is the City's most liberal sign criteria. As a neighborhood destination shopping area, this would seem a little extreme. Certainly a case can be made for additional signage along Manning and CSAH 12; however, it seems appropriate to have signage for this development fall somewhere between the City's standard for business park signage and neighborhood commercial signage. Finally, additional signs can be approved later if there a need remains. Once approved the option for less signage is lost. Staff supports many of the changes that the Heritage Preservation Commission and Planning Commission made to the proposal. Overall staff recommends approval of the recommended conditions approved by the Planning Commission. Liberty Village Design Guidelines Page 10 ALTERNATIVES The City Council has several alternatives that can be considered: A. Approval. If the proposed PUD is found acceptable to the City Council, then the Council should approve the PUD amendment. Staff recommends the following minimum conditions of approval: a. Light pole banner signs shall only be installed north and west of Settler's Way. b. Any sign on City property shall be approved by the City Council prior to installation. Any sign on park property shall be reviewed and approved by the Parks and Recreation Commission and City Council prior to installation. c. References to banner signs shall be removed from the PUD amendment. Banner signs shall follow regulations for banners sign permitted in other areas of the City. d. References to portable signs shall be removed from the PUD amendment. Portable signs shall follow regulations for portable signs in other areas of the City making them a prohibited sign in the City. e. Freestanding project monument signs adjacent to the roundabout shall be limited to six feet in height. f. Building directory signs shall be limited to 12 square feet per side. Can be either single faced signs flush mounted to the wall or double faced sign projecting from the building. Signs shall be placed adjacent to the entry door. g. Only one pylon sign shall be permitted along Myrtle Street and only one pylon sign shall be permitted along Manning Ave. h. Roof signs are prohibited. B. Denial. If the City Council finds that the proposal is not acceptable, then the Council should deny the requested PUD amendment. The decision deadline for the request is September 12, 2009. Since the 60 -day deadline has been extended by City Staff written findings of fact need to be approved by the Council at your September 1St meeting. C. Approval in part. D. Table. If the City Council needs additional information to make a decision, the request could be tabled to a future meeting. The decision deadline for the request is September 12, 2009. Since the 60 -day deadline has been extended by City Staff the applicant would need to approve any extension in writing beyond September 12, 2009. attachments: Applicant's materials and Proposed Design Guidelines RESOLUTION NO. CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING AN AMENDMENT TO THE PUD FOR LIBERTY VILLAGE CASE NO. 2009-4 WHEREAS, Marc Putman made application for approval of an amendment to the Planned Unit Development (PUD) for Liberty Village; and WHEREAS, on July 6, 2009 the Heritage Preservation Commission reviewed and recommended approval, with condition, the amendment to the Planned Unit Development (PUD) for Liberty Village; and WHEREAS, on July 13, 2009 the Planning Commission held a public hearing and recommended approval, with condition, the amendment to the Planned Unit Development (PUD) for Liberty Village; and WHEREAS, on August 28, 2009 the Stillwater Township /City of Stillwater Joint Planning Board held a public hearing and approved, with condition, the amendment to the Planned Unit Development (PUD) for Liberty Village; and WHEREAS, on September 1, 2009 the City Council of the City of Stillwater held a public hearing on the amendment to the Planned Unit Development (PUD) for Liberty Village. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the amendment to the Planned Unit Development (PUD) for Liberty Village subject to the following conditions: a. b. c. d. Light pole banner signs shall only be installed north and west of Settler's Way. Any sign on City property shall be approved by the City Council prior to installation. Any sign on park property shall be reviewed and approved by the Parks and Recreation Commission and City Council prior to installation. References to banner signs shall be removed from the PUD amendment. Banner signs shall follow regulations for banners sign permitted in other areas of the City. References to portable signs shall be removed from the PUD amendment. Portable signs shall follow regulations for portable signs in other areas of the City making them a prohibited sign in the City. Page 2 of 2 e. Freestanding project monument signs adjacent to the roundabout shall be limited to six feet in height. f. Building directory signs shall be limited to 12 square feet per side. Can be either single faced signs flush mounted to the wall or double faced sign projecting from the building. Signs shall be placed adjacent to the entry door. g. Only one pylon sign shall be permitted along Myrtle Street and only one pylon sign shall be permitted along Manning Ave. h. Roof signs are prohibited. Enacted by the City Council of the City of Stillwater, Minnesota this 1st day of September, 2009. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk 502 Second Street, Suite 301 . , Hudson, WI 54016 Phone: 715.381.8291 11/ q Fax: 715.381.6829 marc @putmanplanninganddesign.com ID ID • DATE: 17 April 2009 • At the request and authorization of the Liberty Village property owners and tenants, we lb are submitting the following Planned Unit Development Amendment. This is primarily • an act of "housekeeping" for the Liberty Village project. We have also modified the original draft version of the Design Guidelines to incorporate important new information gleaned from marketplace performance regarding the signing of this unique • commercial property. The recent ordeal of reconstruction of Manning Avenue, challenged Liberty Village. Thus, business owners saw this as an ideal time to finalize • and update (with six years better knowledge) the Liberty Village Design Guidelines with TO: Bill Turnblad, Community Development Director Mike Pogge, City Planner, Heritage Preservation Commission Members, Planning Commission Members, Members of the Stillwater City Council and Mayor Ken Harycki. CC: Liberty Village Business Association RE: Liberty Village, Planned Unit Development Amendment, Stillwater MN clarification of the Overall Signing Plan (See pages 13 -30). • . A BRIEF HISTORY II In 1997, the Concept Master Plan for Liberty on the Lake and Liberty Village was II presented after hundreds of meetings with residents and regulatory agencies. From that point, to 2003, when the Liberty Village Preliminary Plat was submitted, the site size, II building sizes and positions were almost identical. The initial, and continued goal of the ID Village is to provide the convenience shopping, office, dining and gathering opportunities common to the traditional neighborhoods of our past. A full copy of the • original PUD Narrative is attached at the back for your review. • For reasons yet unknown, the Architectural Review & Design Guidelines were never officially made a part of the Planned Unit Development. Although unofficially, when . known of, the Design Guides were used for all of the buildings constructed in Liberty Village to date. This PUD Amendment will officially make the Design Guides part of the • Liberty Village PUD. Page 1 of 3 • THE UNIQUENESS OF LIBERTY VILLAGE The Liberty Village site plan established a different approach for the store designs, one • not common in this era of "strip commercial" shopping. While the site does front on two major county roads (12 & 15), the stores also orient inward toward the neighborhood. This "shops on the green" approach, while steeped in history, presented new challenges in balancing the walkable convenience to the adjacent neighborhood and the vehicular convenience to the county arterial users. In terms of signing, this means the site acts as an arterial commercial area on one side, and a walkable commercial area on the other. Please consider our initial observations regarding signing Liberty Village, and the starting points from which we began writing the Liberty Village Design Guidelines: 1. TND (Traditional Neighborhood Developments) commercial projects have, on • balance, not done as well in the competitive marketplace as strip malls... their prime • competitors. From the language of the Village Commercial Zoning Ordinance, in order to "provide a local center for convenience shopping and personal services primarily in proximity to residential neighborhood ", it is first necessary that the businesses be able to be and stay profitably open. This, of course, requires customers gaining awareness of, and being regularly reminded of, the "convenience" shopping. . These requirements for success depend on visibility to the customer. Such identity and visibility is the life -blood of any retail /business /commercial enterprise, but to small • businesses in particular. This grows even more critical, when the shops and services for • such a "village" will typically never benefit from regional or national advertising & public relations campaigns. Shops at Liberty Village are locally owned and managed. S I • 2. Regrettably, Liberty Village's site plan was not approved with a forward - looking signage plan, to help overcome its (then - unknown) inherent competitive challenges. • 3. The essence of the idyllic form of Liberty Village's "shops on the green" site plan "turned" some of the businesses away from the life -blood customers traveling on the perimeter highways (Hwy. 15 & Hwy. 12). And, we did not know, at the time Liberty • on the Lake and Liberty Village was designed and approved, that the added costs of TND development, construction and marketing would need to be offset by added identity efforts, advertising and higher profile signage presence. There was not sufficient • signing experience, at the time, with the "models" from other regions that helped guide Liberty Village's design. • 4. What we now know is that, whether shopping is for "convenience ", "personal - services" or others, the vitally needed customers are on the bordering highways. And from that route, they are using the same eyes and attention spans, independent of whether it is convenience shopping, or big -box shopping that needs to be noticed for the . businesses' financial survival. If regulations demand that the TND / Village Commercial stores be minimally visible & signed primarily only to the customers "in proximity to the residential neighborhood", then these stores will perpetually struggle, and suffer high tenant turnover. (Numerous Liberty shop operators report new customer comments to ID the effect that "I did not know you were here!" ... after these customers have driven by for years.) This is the last thing we wanted and the last thing that should be allowed to happen. If Traditional Neighborhood Development (with sought -after municipal advantages of calmed traffic, distributed parking, an emphasis on pedestrian use and positive aesthetics) is desired by governments... then such dedicated, note - worthy efforts should • • Page2of3 lb willingly be provided incentives for the added costs and marketing challenges. • 5. Strip Malls are designed to show off one of their building facades most visibly to the O highway- traveling customer, often with low -cost, less attractive backs and sides. Their internally lit signs draw attention often to single entry points and single frontages. Strip • malls also prominently position large tracts of parking in prominently visible locations. ID City and neighborhood aesthetics, the local shopper and the pedestrian can suffer. • 6. What we've come to realize, (for Liberty Village and its similarly - planned fore- runners), is that the more subtle but more costly architectural forms, multiple entries, i hidden / distributed parking and more extensive planting can screen and confuse the customer. el If such TND's, (with their greater community - building & aesthetic potentials), are ever to flourish and find greater market acceptance, then the inherent marketing challenges ID must be counter - balanced with more visible, but well designed identity / signage. 7. The reality is that Liberty Village life -blood customers are traveling at 2 kinds of speeds & distances: mostly Fast and Farther, and then, once attracted and within Liberty Village, Slow and Closer. Thus, to provide equity to marketing appeal ... the signage size & quantity must be geared to both customer - perception "settings ". For highway speeds: larger & taller signs, well lit ... For local vehicle and pedestrian speeds: somewhat smaller signs, still well lit. (For each; well designed, perhaps with the eclectic flavor of Downtown Stillwater, with a historic & strong design influence... as conveyed in the original Design Guidelines.) The above experiences and realizations have formed the basis of our Liberty Village Planned Unit Development Amendment. To our research, Liberty is the most awarded Minnesota planned community on both a • national, regional and local level, for planning, amenities, identity, signage, environmental design, and the homes. The bridge & trail- connected school is prized, the home values have been protected, and many other neighborhoods have been inspired & • enabled, based on Liberty's design principles & superb execution. ID The last challenge for each of us is to learn from our experiences, the experiences of - others, and put in place the mechanisms so the dedicated commercial vendors and users can see the success & enjoyment that the rest of Liberty has experienced. One way or the other, the high - profile nature Liberty will continue to instruct many planning & design • professionals, for years to come.... that the final details & approvals matter as much or more as the original, much applauded, concept. fib fri • • • el • • We appreciate your review of the PUD Amendment and look forward to the continued commercial and neighborhood success of Liberty Village. Respectfully submitted, Page 3 of 3 LIBERTY VILLAGE PLANNED UNIT DEVELOPMENT CONCEPT MASTER SITC PLAN PM /IAN PLANNING & C S I G "Uh. N A R R A T I V E II I ;' Ill To CSC REGARDING NEIGi-IBORHC7OD MUNICIPALITY 1)AT}i Mr. Steve Russdi, Director of Community Development. City of Stillwater Joint lid. Members, C:PLK„, ARC, ACC Members, Newman filly. Kwik Trip, 1st SI.Banic & T. Planned Unit Development Application Namitive, Liberty on the Lake Stillwater, Mn. February 28, 2003, Revised March 5, 2003, March 25, 2003 LIBERTY VILLAGE 1, CONSISTENCY OF PLAN FROM FIRST LIBERTY ON THE LAKE CONCEPT SITE PLAN: Liberty Village was integral with Liberty on the F A P's master site plan front the first lines drawn on paper. The Village was conceived to provide the convenience shopping, office, dining and gathering opportunities conunon to Traditional Neighborhoods of our past. This to strengthen the cohesive and complete nature of Liberty's neighborhoods, completing the intent and content of Liberty's original land plan. From the 1997 Liberty Concept Master Plan, to the 20(13 liberty Village Plan, the site size and buildings sizes and positions are almost identical except for changes required by traffic engi- neering. The stores are so much a part of the fabric of this planned community that they were made part of Liberty's Logo. Liberty Village was also designed in response to the City's Comprehensive Plan and Zoning Flan, providing a much needed and carefully positioned local solnne for fuel, convenience groceries, bank- ing, dining /pub /deli, office and professional services for the it township and county residents use. The village stores will rectum internal resident traffic burdens on perimeter highway intersections. This is a side benefit of serving resident's local, daily needs for purchases,..errands that, otherwise, would burden Liberty homeowners with the increased inconvenience and ever - present risks of longer drives on busy, higher speed roads for "convenience" shopping. These efficiencies and neighborhood benefits of liberty on the Lake have been recognized locally and nation -wide. (Research indicates Liberty has received more Regional and Natiorwt planning, design and smart growth awards than any other Twin Cities planned community in history) One of the rea- sons for these awards is the integration of pedestrian - friendly shopping into Liberty's land plan. 2. "SHOPS ON THE VILLAGE SQUARE': Liberty Village's site plan calls for store designs not com- mon in this era of "strip commercial" shopping. While the site at Liberty on the Lake's Northwest cor- ner fronts on both highway 15 and 12, the shops will also orient "in" to the community / neighborhood. This places added tasks on the design of the buildings and individual shop owner /operators floor plans, not unlike some stores in downtown Stillwater. ..PaPte aw Niemen 2, 2003 ..:I rr. .. UERCti OFFIrr 619 2101 St. Salo 3G O, Hudson, WI 54016 * phones (715001-01P1 • A tleeleti 72A a l7[f►ab is.144Aaemi, in sots So tnin4P ibcanbPIs This inward focus, however is not unbuffered. Realizing, at the time of the first concept plan prepa- ration (in 1993), that commercial uses can affect residential lifestyles and values, Liberty Square... a large village green is sized, positioned, improved and planted to provide both transition, separation, and .., connection. 3. VILLAGE COMMERCIAL ZONING: The Village Commercial Zoning Ordinance, passed some 5 years ago around the same time as I,iberty's Master Plan approval, sought to govern two potential types of development—those without a Planned Unit Development approach, and a development plan using a P.U.D. The former. of course, ()curies the typical, more simplistic restrictions. This, because the city has much less design 'control than under a P.U.D. The language of the last clause of the ordinance no. 830: (section 5) states; `These development raju,remeau may be muddied based on an aarxptable planned unit development for the entire village commercial district " allows (and therefore enables and motivates) much more freedom of innovation, use and quality to be woven into a land plan and its buildings. We believe that Liberty Village's plan, the work of UDC and its Architectural Review Committee, and its first two buildings, display the faithful and continuing commitment the CPDC team, and demonstrates the wisdom of such an ordinance approach. 4. CIRCULATION SYSTEM: TWO WAY ROADS, ON- STREET PARKING, TRAFFIC CALMED: Liberty Village's site plan and, in particular its road configuration, has been extensively studied. Over 21 alternate Liberty /Liberty Village concept road plans were drawn, early on and exhaustive- ly reviewed, This, before the preliminary drawings were provided to both the developer's retained traffic engineer and City for review by their traffic engineers. These plaits were debated, reviewed, re- reviewed and refined numerous times. Much attention was focussed on a road design that would not invite, nor enable short -cut traffic, to avoid the inteatrection at Iiwy.1.2 and 15. Numerous design tactics and tools were and are employed to calm the village commercial traffic. For example, the many "T" intersections, required turning movements, the angled road intersections, the " not -fat streets ", the on- street parallel and angled parking, the frequency of intersections, the presence of boulevard trees and sidewalks, the doseneea of the buildings to the curbs, the positioning of attractive park features in driver's sight lines, the paving changes at frequent cross walks—all these combine to compel a lower speed limit, to impose traffic calming effects, while helping create a PLACE. What drove the planning was the goal of creating a safe place for kids of all ages to walk or bike to the store & back, To our knowledge, no shopping place in the Twin Cities uses these tools to the extent employed at Liberty Village. Intersection locations on both highway 12 and 15 were also intensively reviewed by the County Highway Department, as was the modern round - about, School House Cade. In fact, the County cre- ated new access restrictions and applied them to Liberty Village. The City's traffic consultant, in joint meetings with all parties (including the representatives from the School district) analyzed all available traffic data, This overlapping regulatory approach resulted in the number, lanes and the intersection controls at the highway access points to which Liberty and Liberty Village now connect.Traffic capacity studies were prepared by the respected traffic engineer- ing firm of Benshoof and Associates and subsequently reviewed by the City's consulting traffic engi- neer (s). This included trip data that was generated in conjunction with the comprehensive environ- mental studies done to understand the impacts of the city annexations along Manning Avenue. wife L. rev. Match ss, aoo3 sor • The County's requirements for future highway improvements and trails was also made part of the • development restrictions and requirements. These regulations compelled the added width of right of way for Hsvy. 15. This, to enable expansion to multiple lanes and other improvements anticipated by • the Count} Hwy. Dept. Of course, the schedule of these improvenments to Highway 15 and 12 and their intersection lies whol- ly with the County. As with any public intersection or mad upgrade, the concept of "warrants" are • employed. In short, the addition of stop lights or extra lanes is based on what is warranted — needed. • Prudence in the use of taxpayer dollars for road expansion requires sufficient need to motivate these • improvements. This need is found in "level of service" ratings—basically, the length of time it takes to get on the higher volume mad, or thru an intersection. As the average wait times increase, eventual- ly, the improvements will be designed and constructed. More Highway 15 & intersection improve- • ments are scheduled by the County. • As is clear from the foregoing, the roads and intersections of Liberty Village are as much a result of the • City and County Governments as they are the Planner's or the Developer's. We have been steadfast, however, in promoting what industry and professional standards alike would see as the best solutions ID available. 5. NOSE: In planning Liberty, there has always been awareness regarding the noise from Hwy. 12 • and particularly Manning Ave., HAT 15. The area served by these roads is large, and the threshold of • traffic volumes was reached long ago, sufficient to create a noisy road. The presence of a stop sign, or future stop lights is and wdl further contribute to the noise, independent of Liberty, or Liberty Village. • Anyone accomplishing their "due diligence", anticipating the large investment in a home at Liberty's • north end had ample evidence of the traffic volumes, speeds present and noise levels prior to their purchase. • There are two effective methods of reducing traffic noise: one is to barrier homes with solid masses, such as larger buildings, and the other is to plant large. trees. Liberty Village's land plan does both of • these, The overlapping massing of the buildings will help shield the town homes and detached homes • from much direct "line of sight" sound. And, the extensive planting planned, particularly the boule- vard trees planted, on average, some 40' to 5O on center, will attenuate more vehicle noise. • "Phis proposed planting, as with virtually every other meaningful feature within Liberty on the Lake, and Liberty Village, far exceeds the minimums under a standard zoning approach . . The grocery and fuel (Kwlk Trip) store was located and positioned to maven both highway noise and primary 9tnre activities from Liberty Square, most Liberty hoines and the school. The pump location • and orientation of the main store entry mean that all fueling activity and meet store patron's activity will be to the highway side of the store. •I 6. THE CAR WASH & PUMPS: In the earliest Liberty Village land plan, the car wash was positioned 41111 and designed to screen most of the view of pumps from Manning Ave. intended, the architecture and detailing echoes the look of early New England covered bridges. The unique deeply rimed • entry and exit doors assist in the exterior design and help limit noise. I PiTiP IVY: iviXtil u, AMT lb • • • • Both coniferous and deciduous tree and shrub planting on the island in front of the exit facing the townhomes along Settlers Way will also attenuate the noise of the car wash. The planning commission discussed spetification of the dryer brand, with Tower noise levels as being an important lesson learned on another project. The unusual feature of the two -sided buildings of Liberty Village turns the Liberty Square side of the shops themselves away from the highway noise. Our hope is that residents and visitors alike will be drawn to this setting, designed to be a slower paced, quieter, shops -on- the - square gathering place. I iberty Villagers original concept plan showed a similar canopy and building size as the current PUD proposal. What we have learned during specific design refinement is that because of the high percent - age of "drive offs'"... (people who leave without paying for gas), the orientation of the drive isles has to face the attendents in the store. This refinement had no impact on the aesthetics or scale of structures as originally intended. The pumps are still largly screened from view, the lighting is recessed and there are no back -lit, bright adverising panels high in the air. The roof over the pumps has been lowered almost 4 feet from standard canopy heights and redesigned to "fit" with the New England architecture of the main grocery - convenience store and the adjacent shops to come, 7. THE RESTAURANT Sr LIQUOR LICENSE As Liberty on the Lakes plan evolved it became appar- ent that for the foreseeable future, F iighway 15 would crime txr repre ent Stillwater's western bound- ary. This factor, blended with and supported our resolve to create an outstanding community addition to the City. As the sole commendal location on this western edge, made so by the City's zoning ordi- nance, it is important that its viability be ;mitred by both careful selection of the type of businesses present and in providing the freedoms that their competitors enjoy and that they need to succeed. Building in Liberty, and Liberty Village is more expensive. The high design standards and oversight imposed both by the PU.t) approval process, the Architectural Review Committee, Architectural Control Committee is resulting in more costly construction... and we believe a beautiful addition to the City of Stillwater. The City's support has had a lot to do with this success. This last phase of Libertyt...I iberty Village is proceeding with the same level of commitment to quality as the developer, Homer Tompkins, Contractor Property Developers Company has demonstrated in the neighborhoods of Liberty already created. The goal of long term financial viability for the businesses invited into Liberty Village, (that are will- ing to pay fon and awry the cost of the design quality) is most important. A liquor license is a key to to enable CPDC to attract the highest quality and most experienced restaurant owner -operators and help assure that the significant, central and highly vide restaurant /deli /pub location sustains suc- cess. The initial and continued success of the shops and stores at Liberty is important to all of Liberty, on several levels. We all want to see Liberty Village become a vibrant, civic gathering spot on Stillwater'.s bonder: So do others_... over the years there have been many Liberty hoarse prospects, buyers and resi- dents who've come into the Land Office wondering:" when will the restaurant and pub open ?'". pee 4, Mir, u, zoo; • • • • 8. THE POND IN LIBERTY SQUARE: With the significant recent refinement and approval of the • storm ;water runoff volume calculations, the central pond within Liberty square has been relieved of • most, in not all of its storm water storage " duty ". This means that the pond will be able to have a more stable water level, that is just 4 feet below the elevation of the perimeter sidewalk and street elevation. • • This, and the use of boulder walls will allow the water surface to be brought doser to both the gaze - bo /pavilion and the sitting area. south across the street from the bank. A floating, lit, fountain will help • provide water circulation and aeration helping to darify the water The water jet will also add visual • focus and be an attractive amenity, drawing visitors to both the park, pavilion and the bordering shops. • 9. ANTICIPATED USES OF LIBERTY SQUARE The master site plan uses Ltherty Square to both • separate, buffer, but also link the "shops on the green" from / to the homes, townhomee and the resi- dents. • • • • • The gazebo pavilion will Offer shelter for park users and performers, while benches and game tables, • both under and around the shelter, will also allow for casual daytime and everting conversation over- • looking the pond and water fountain to the north In winter; there is a potential for this structure to • provide shelter for ice skaters. The retaining walls and steps to the water will permit winter access for this skating, and in summer, could allow activities such as model (radio control) boat /sail boat races • for kids of all ages, • 10. BUILDING DESIGN: Because each building must face both the perimeter and provide a welcom- • ing "front" on Liberty Village, the Architectural Guidelines require each owner /business operator to • respond with plans and designs and operational activity that is compatible and supportive of this goaL 11. SHARED PARKING for CITY PARK USERS: t'arking space quantities and ratios include the use of on- street spaces shown on the site plans. Liberty Village is a stand -alone Village Commercial area • without the likelihood of expansion in size. From the initial concept plans, the sharing of parking • spaces was always anticipated... between commercial users, employees, park users and residents (if upper level residential uses are provided). • • 12. LIMITATION ON BUILDING USES: To help assure sufficient parking of the who drive (and park) to use Settlers Park, Liberty Square and the adjacent trail system, Building 8 will be limited to • office use, day care use (within covenant restrictions), and potential upper level residential use poten- • Oat. May-Aug. limitation on hours of operation may be put in place as needed. This, to provide suf- ficient week end parking spaces for City Park users. • • 9. BUILDING AREAS: Square Footages are based an Liberty Village Concept Site Plan and Prelim. Plat, and may vary at final site plan and final building plan approval application. • The grading and position of the pavilion/ gazebo anticipate a variety of City park uses and functions. The large open irrigated turf area, in addition to being an attractive, tree -lined park, will provide ample space for informal audience seating during musical groups and performances. "Plea" market, farmer; ' market uses are also potentials. We understand that the City receives requests that it can not fulfill with current park locations. • • • • • • • • • pa �� eel }elan: g, exe 13. PARKING SPACE RATIOS: Sufficient; convenient parking enables customers to patronize busi- nesses. Ratios of parking spaces per 1000 square feet of building area required for catetories of build- ing use (ie 5 :1... 5 spaces per 1000 sq. ft_), will conform to City - required amounts; the most restrictive ratios being the retail ratio of 5:1 and restaurant at 10:1. Where office or residential uses are planned, a method, acceptable to the City, of n tricting the por- tions of buildings, (or whole buildings) so designated, will be part of the final building approvaL If time limit and type of use limit is acceptable to City, applicable parking ratio(s) (that may be lower than the generalized c a l c u l a t i o n s ( i e . , 5 : 1) shown on the Parking Data chart) can be applied and modify allowable building main and upper floor areas. This information must then be part of subsequent pur- chase agreements & Association proceedings. 14. ADEQUACY OF SPACES, 'PROOF OF PARKING" DATA: We must have enough parking. Yet; we also should avoid having too many parking spaces, for the size and types of uses for the buildings and owner-businesses. We also want to "build -in" the flexibility of building design, features and suf- ficiency of parking to enable a variety of businesses to succeed at Liberty Village, over time. The parking ratios, (and, therefore the parking space quantities provided) are conservative, for they apply (per City standards) to gross floor areas, not the common net leasable floor areas. We propose, that, comistent with the PU1) criteria of the Village Commercial zone, if sufficient and applicable evidence shows that less than the number of spats specified in the City's general ordi- nances are actually needed to allow the specific business to operate properly, then choices can be con- sidered: 1. The number of spaces required will be reduced for that particular building, or 1 The build- ing floor area can be increased, or, 3. Another proximate building may be increased in size, by using the surplus spaces. These potential increases in building size will not be allowed if they compromise the aesthetics or oper- ational flexibility of the sidewalks and streetscape. 15. EMPLOYEE PARKING: Employee parking will be designated, and shall not use any on- street parking spaces. This, to help provide an ample supply of short term parking spaces to encourage patronage of l .iberty Village businesses, accused from the Liberty Square side. 13. AGREEMENTS FOR JOINT USE OF PARKING: While some spaces for each building/business operator will be reserved via agreement and s+gnage, most spaces will be open to all users, as is com- mon to most suburban shopping settings. Purchase agreement classes and "Liberty Village Business Operators Association" covenants and guidelines will identify mutual use agreements covering park- ing spaces, openspace uae, maintenance obligations and City - Association maintenance and use responsibilities, park reservation mechanisms, etc. 16. SIGNAGE, REFUSE ENCLOSURES, TRAILS AND IMAGE: Liberty Village is bounded. by trails on both the north and weal sides, and the master site plan anticipated connections to these trails, lead- ing into Liberty Village. rev. March ie. zoo Other functional necessities of a commercial al village include the need for sufficient signage to inform - the primary buyers (those drivers passing by on Manning avenue and Hwy. 12) of the services and products offered within Liberty Village. This is particularly important for Liberty Village since it is try - ing something new to the contemporary commercial market place... stores that face both min and our. Aware of the less than attractive settings that can result from straight buildings and straight rows of parking backing up to a highway, we have sought to design interest and visibility into the plan. Using - the refuse dumpster enclosure- garages as another opportunity to show the New England architectur- al style, the plan shows these structures flanking the trail entry. GI /t trellis element with sign identifying Liberty Village offers a trail gateway The surfaces of these struc- tures res provide mounting for in- character signage, identifying businesses, services and products. Picket fences attached aid in screening the cars parked beyond. Other locations for signage, consistent with the Liberty Design Guidelines are designated on the site plan. Agreements for the shared use of these signage nage locations will be integrated into the owner/ °per` ator and Association agreements. 17, PLANTING PLANS: The perimeter planting provides both sag of parking, overstory trees, and openings to preserve visibility of the shops and businesses. Along both external parking bays and amund Liberty Square, boulevard trees are provided to create an attractive "main street" sc. 18. FINAL SITE AND BUILDING PLANS: Final site plans may be refined to include added parking spaces, and/ or future potential, additional spaces via diagonal parking, added retaining walls, etc. Building footprints may vary from those shown on the site plan but not to the point where they limit • future sidewalk (seating) uses and flexibility in marketing. i Such refinements must meet intent of Architectural Guidelirues and receive Architectural Review • Committee and Architectural Control Committee approval before City Applications. • • • • • Pd Tr/ t'A b 11. iron • • 1_ I Li 17 I-7 1• Y L L 4 r-, E P t;UIL1ING NUMBER IS Cl I I, .c 1 N (r 2 11]I LUINl 13L.IIL01NG 4 ISII11.01 Nf'. 5 6 I;L1LI)IN(-• I.ibcrly 1Ie11r+r1N totals I • •t 1 ` I1'.CG '.i r:1,1 1.:19 .•1,51. 9 I'Y.•11-4:41.0'. a 14: -I .1.r.1 . 1.1 • 9 •. 1 1,14 I•I 11 'I 11 r': r• ruor rr - .'1 4,120 4,850 5,458 SO- {Rpi%1 ` e na na na 9300 na oar:a : n 4,12005v1c'K g• 20 4,850 2,080 2,000 2,400 4,700 2400 5,458 10:1 71 24 20 5.6:1 54 4,160 2,400 to 4800 2000 7,500 L.11 00) 20 24 38 24 58 22 24 5:1 11.8 :1 38 5,3 :1 5: 1 5:1 to 3.33: 1 32, 573 43,654R- 53,08 R 251 NW swan 262 tdrl eryrwr I1.t17t:8 •I. pCtiare Fontea 5 Ott bt. rl fie llhay VIrae0Cc rierl belt Hnn NxlPNlfil, PIK Old lee yemry a t final erne pine and 1Gnr1 byllAldp p19n op pi 9v al ppp116Mien, . no'llrGPCn tar ampp9xn uxe :lit ,Islu+le?tr R1#i,l I y. rtr;Jree anclmli, Ih*mat rerlWnlitrpirmba-raj ix rilal ral la of G:I err+ 1NY,W441 NI r u' 1. ,xlCmof y ralLmied Ur Veal ei A1fllrej reesnetn ros Q!'Hoene emrareeperStes. y term on in. end lualtagiallY.eL macaw -rat a In,th d a:ikri Nlta rn In: Ci-JA[t ri 1tic`.7CTL G to, cl kni17/100. lcr Veld9 W1a urge) Cc peaked }A11 tree aerl c(1111e IYal apprndi. Pox v1 Tairr rla' and 4:F41110*U) Q(v, ea'vJoRxf teana.ei: 7.1v4:la Otk1.0 r>;eb:04J 3.'arlang railed aril earelWeha, lar PI.( MIi9I9 rpm O1X 71an donb )eu am I1urr marl, rxe l I Mar mean 4. lLrkl'q rpsgs clrtmlla and rdnas 41,40, P1drIRR1 Kama newt PI 14e alC M,Ftan. t.bafiY 51IRc;13 ■ siab.ihaie MINK! Garms! rerel area. 3lnrkq J prrkr•q apace= a n'ani ntea lreiwvan cmnnRr:ini u*IR, aYp rceee,;elk triers urd ree.0910x Cll leppl'r,e'rd me Carnal wesain p %idelq fl ldiv Ben bo Pentad is'Atm . dxP Pen [NT1rn cue.rniei iC1AQ79rr ra Veeer as apClMtelrl ree9,Mldal Play P+,O. inehlealY.on nags d' up'aeaiierl INA) ea pule ylv5e ninwdea, lv Rvrcr MA'AM r904 41ki pcik1^6 W304i110r C41 PII spier. Fmpl . aarlt• re7 w1I fin dc& grtaeea, and enlv:sv R nri 51ra 1 trA uaa any do rT.net pa+Iel'+)t tg.VW 5.PPMoeapnhsmxjceretried wkncA.crrn dpltki^6:Faxe sniurteiumceeerli.l.Rrfdliwiapum,fad0.pCnalpxllrq-wh,IedWahlivv3;1p,m: acch rennr-reMsmunlmete. lono. R r,I Aioil!r:lwolt I :lllw ardreakwr Ael•Ixcemai rarriuo orol1I a are hditacMal Cu/rol Cerrenln+a KepirTAl beecre Wy/. tl catcns 8. Fu1 Nr.7.vlro► Berl 1i,1A40+1 lr1d l.Mety'A'I:{7e D.a ve4aC{'w4Aerfn MICKArlan' werroorlasneia guidalnie Kli ldarrrha m rlua u e ogee nerna ca3e ry Fedl:mar-gmaaa,cpancp a ma, m7 rerrv,oh aGiq.r. cnr• nrF1 Ci 1p h4Md91CA ealktercuca erect deer Itapare40010a Falk resem Yi'ie mechanism!, de, DIRTY VILLAGE RAMBO DATA h(ARC CE7TMAN. L AIOCiI. e r1 W .1.MM PTA & IANS[:11J cEq 2,44401, 740-21k7C pf1Y. Myth a a003 A Planned Unit Development Amendment Architectural Review & Design Guidelines for LIBERTY VILLAGE Including Building and Sign Guideline Criteria. AT Stillwaters New Small To Neighborhood. ORIGINAL PRELIMINARY PLAT SUBMITTAL: March 14, 2003 FINAL PLAT APPROVAL: May 20, 2003 April 17, 2009 Architectural Review & Design Guidelines, including Building & Sign Criteria for: Liberty on the Lake master site elan. LIBERTY VILLAGE TABLE OF CONTENTS 1. Introduction 2. Goals 3. Objectives 4. Approval Background & Process 5. Building placement and site considerations 6. Building Massing 7. Building Fronts 8. Building height 9. Roof design 10. Franchise Architecture 11. Building Materials 12. Detailing 13. Screening of rooftop equipment 14. Utility areas 15. Lighting 16. Signs and Graphics 17. Awnings 18. Colors 19. Parking 20. Bicycle parking 21. Streetscape elements 22. Landscaping 23. Management Concept Liberty Village Site Plan provided in previous master plan and park design city submit- tals. Liberty Village general development plan showing revised road and parking alignments request- ed by city staff. Page 4 1. INTRODUCTION Liberty Village consists of approximately 7 acres, in the northwest corner of Liberty on the Lake, Stillwater Minnesota. The following design guidelines and per- formance standards shall be observed, in addition to the requirements as applied and approved under a Planned Unit Development for Liberty Village, under the Village Commercial District Ordinance Number 830. It is the aim of these guidelines to maintain quality site planning, architectural design, landscape architectural design and construction in adherence with the Liberty on the Lake Master Plan and selected design theme. The Architectural Design Committee shall use these guides to evaluate specific commercial site and building positions. 2. GOALS •Create a high quality "country village" consisting of neighborhood services and convenience services for commuters using residential scale structures. •Create as a gathering and meeting place for local resi- dents. •Use building massing, detail and color to emulate the impressions gained from the illustrations of Wysocki, Norman Rockwell, and The Field Guide to American Homes by Virginia & Lee McAlester. This setting and style is known generally as colonial and includes vari- ants of English, Adam, Classical Revival, and Colonial Revival. These styles evolved in the New England region and from this point forward in this document will be referred to as "New England." 3. OBJECTIVES • Ensure buildings have complexity at a human scale, which can be enjoyed at a pedestrian pace. • Buildings should help define Liberty Square by fronting on this main social gathering space for the neighborhood. • All buildings should represent a consistency of mass- ing and detailing on all four sides. 4. APPROVAL BACKGROUND • The visual impact of one or all buildings is to standard strip mall and or free standing stores ed by parking, facing the highway, with blank ity enclosure to sides and rear . Rather, the not be the surround - wall /util- approvals Canopies and tasteful, decoratively shaped entertain. • • • • • • • • • • • • • • • • • • • • • & edged signs help inform and • • • • • s x.c_ . , .,�= given by the Stillwater Town Board in or around 1997, were based on the verbal picture that follows more less from this quote made in the • �{r r , `` ..v pivotal Town Board approval meeting: • "But what if the buildings looked like a (New England) country • �> ` ,� store ", with gas "pumps under a roof that looks like a covered • - bridge, screened from the road by an in - theme building that ha � � �° � g Y g hap- pens �"'� ..�r °mac �_L +. ;mow � -L _ . �:. .. � .- -. • pens to be a car wash", with a country doctors office... And all build- ings front on a village green." • • • The approval came with the idea that the Board members' dislike was not for the "What" of the commercial use, but the "how" it was • : t,a . usually done. Each saw the positive value and convenience of the • w 1 i,. ° services being close by, but their resistance was due to a precon- `�" " d notion how l buildings, grounds ceive no ion of ow commercia ui legs, parking and groun s • : ` 'always look'... would look. • ,r-r, _ ■� =�a�� "'•�• r The problem was, therefore, not the "what ", it was the "how "... how • "' `° t the buildings would be positioned, massed, detailed and signed. • • The underlying family p p artners/ roperty owners, ancestors have .. • �� owned the land since 1849 when Liberty Newman and his father gained homestead title to the land from the U.S. government. His • `` `'`'' ' "ti '� �` grandfather fought in the revolutionary war; a Newman daughter • married a Dows son, son of the man who rode, as did Paul Revere, to alert the country side of British military actions. Acquaintances •t.° ° " `` ._ from New England, the Masterman family, also came west and set- • Larger windows, awnings, varied roof alignments, canopies, and bracket mount- tied across the road from the Newman farm. The Masterman's rela- ed signage create a visually interesting place to be, and a place to which people tives owned property next to the bridge in Concord, Vermont, where will want to return. the revolutionary war began. • • • The street, New England Way, within Liberty Village names the theme of Liberty Village architecture. What does this mean for the plan and design of each Liberty Village • • Adhere to the spirit and the letter of the guidance of the concept and preliminary site plans that obtained the approvals for the con- e venience store use. • Buildings must face both the highway frontage and the parallel parking & sidewalks bracketing the Green. • w •ry,� • Design floor plans that cause the stores, offices, businesses to ori- • "` °°''�' ent to both Liberty Square and the perimeter road frontage and bor- • ,; a dering parking. • s . _ _ ____ - -= • Side walk seating and recessed accesses should invite drivers and • pedestrians from the Village Green side of the buildings. • �''' ' - ° ` ` ' ''" • The desired aspect of added in -store security, gained by views into • i'`' `` ° } the stores, will be served by customer activity, presence & movement • One & two story buildings, which favor roof dormers, provide A.R.C. the from the Liberty Square side of the building and perimeter parking areas. Proper pedestrian access and windows facing the sidewalks • © essence of New England style buildings. and parallel parking on the green will encourage and enable more of • the desired customer access and visual scrutiny. • Decorative facade, cornice trim of frieze, crown mold and symmetrical, paralleled window positions. © Charles Wysocki Decorative, formal, themed signage accent simple building elevations. Page 5 A Right: Liberty's clock tower shows the stone /break off block in limestone color, red brick, crown mold details, and roof cupola. LIBERTY'S NEW ENGLAND STYLE PUBLIC AND SEMI - PUBLIC STRUCTURES.. . LIBERTY VILLAGE ARCHITECTURAL INSPIRATIONS ALREADY BUILT Left: The booster pump building shows materials of red brick, white trim, a cupola vent, nar- row overhangs, & wide frieze. Above: The walk bridge to school shows the New England detailing of steep pitch roofs, flush gable rakes, & picket fences. Right: The school's architecture employs brick ele- ments "anchoring" the cedar shingle- clad, gable roof ele- ments. A g Heritage Square's gazebo (behind the mail structure) uses tradi- tional doric round columns & exposed beams below the soffit & lattice. Page 6 Left: Square columns support steeply pitched roof with narrow rakes & overhangs, bracket traditional light fixture. Colors of picket fence and trim unify archi- tecture of landscape elements. A.R.C. GUIDELINES ILLUSTRATIONS AND ELEVATIONS Concept Aerial Sketch: View of Liberty Village buildings north of pond in Liberty Square. Bank is at Right .7 i:i711e" 11thm 75' "Avcrim: LIBERTY VILLAGE Concept Sketch Elevations of Building #3 (Office /Retail /Live - Work), and Building #4 (Bank) at right. Preliminary building Elevations: Building #3, studying massing, style and colors. Note New England /Colonial style with steep - pitched main roof elements, flush rake overhangs, symmetrical window treatments, some with shutters. Secs illustration below for signage adaptations. Signage and Business Identity is critical for success. Appropriate themed sign design, detail and placement help bring preliminary Building #3 Elevation "Alive ". Facing Manning Avenue, Elevation drawing shows decorative signs mounted on walls, roofs, brackets and canopies. Planning and Dv Page 7 HOW THE GUIDELINES WILL BE USED Any new development, exterior remodeling or renovation of existing buildings, or new signs within the area, will require design review. The Liberty Village Architectural Review and Design Guidelines (Design Guides) will be used as the reference document to assist in the design review. THE REVIEW PROCESS Pre - application Meeting: The owner /tenant (applicant) will meet with the Liberty Village Business Association (LVBA) to discuss the proposed project and it relationship to the Village. The applicant should receive a copy of and review the Liberty Village Architectural Review and Design Guidelines. Formal Application Meeting: The applicant will meet with the LVBA to review the application and the compatibility with the Design Guides. Receipt of the Plans and Project Review: Following the receipt of the final Design Development documents, the LVBA will take up to one week to review the plans. During this period, recommendations may be made to the applicant to enable the application to better meet the Design Guidelines. Decision: The LVBA will make the final decision on the approved design, with any conditions of approval as may be necessary. INFORMATION NEEDED FOR PROJECT REVIEW The following information will be required for the LVBA to fully understand the project and its impact on Liberty Village. Site Plan: at a scale of 1 " =20', showing adjacent properties and structures. Landscaping, lighting, grading and drainage plan to the same scale, for proposed new developments /buildings. ABOVE: Elevation drawings prepared as part of the building project approval and sign review, indicates the general size and location of the building sign program. OSOUTH BUILDING ELEVATION Rivertown Animal Hospital z1 WEST BUILDING ELEVATION Floor Plans: of all floors of the project at a scale of 1/8" or 1/4"=1'. Architectural Elevations: of all sides of the project at a scale of 1/8" or 1/4 " =1'. Elevations should include adjacent buildings on each side of the proposed project. Contextual Sketches: if necessary to convey the idea. Material Samples: showing actual materials to be used, their color, and details showing how they will be used. Format: for the information should be 24 "x36" + / -, with reductions at 8 1/2"x11" or 11"x17". INFORMATION NEEDED FOR SIGN REVIEW Elevation Drawing: of the sign on the elevation of the building. Drawing to be at a scale of 1/8" or 1/4 " =l'. Show dimensions of the sign and the lettering in the style (font) to be used. Materials: call out the materials and colors to be used for the sign background and lettering. Provide actual color samples. If the sign is to lit, show in detail how it will be lit and the wattage of the lamp proposed. Page 8 BELOW: Photos of final signs installed on the completed building. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • RECOMMENDED: Varied massing, angled positions, and openings for pedestrians help attract customers. 02003 Putman Planning and Design 5. BUILDING PLACEMENT AND SITE CONSIDERATIONS Within the context of separately owned buildings and lots, the structures are to be positioned and connected to create as much "shops -on -a- green" impression as possible. Setbacks of buildings from the front prop- erty line will only be allowed for pedestri- an oriented activities, such as seating, spe- cific landscaping elements or outdoor activity areas. These dimensions can be very sensitive. Anticipating future poten- tial sidewalk dining requires careful antic- ipation of tree grates, pedestrian move- ment, and table placement. Because the buildings also face highways 12, 15 and the Green, they must present themselves attractively on all sides. Pathway or sidewalk connections will be made between buildings, parking and site features. The parking areas must be visually divid- ed into smaller elements via planted medi- ans, islands, grade changes and /or plant- ed berming. 6. BUILDING MASSING Overall architecture and landscape archi- tecture is to be united with a "New England" design character. This style is • ®■ "' characterized by an emphasis on narrow • j o .,� and varied width shop fronts with sepa- to rate identities obtained by trim, siding and • - �' .g" facade changes. Structures are to be relat- ed by this style through individual b il,-1_ •� t $ , _r ings or portions of buildings should be varied, with the style colonial "New • >� s England." flb • • • RECOMMENDED: Inset entry, signs on brackets, & larger windows create visual /social interest. Note- Vertical emphasis of design. NOT RECOMMENDED: Tight sidewalk width restricts com- fortable use of dinning tables & prevents sidewalk trees with tree grates. RECOMMENDED: While extra parking lies to the other side of this building, the shops face both a village green and parallel parking out front. Provide sufficient width for comfortable side- walk uses. The vertical window treatments, and building variety of older main streets, are inspiration for Liberty Village. Page 9 RECOMMENDED: Multiple levels with recesses, canopies, & sidewalks create interest and draw customers. Page 10 7. BUILDING FRONTS Ground level expression and entries: Dis- play or shop windows are provided at grade level to display merchandise and provide pedestrian interest. They should occupy 60 percent of the front facade, and aid in defin- ing the entrance to the building. Windows, other than display or shop windows, should have a vertical emphasis. The design of the building should help make the street enjoyable, visually interest- ing and comfortable. Individual buildings Q should be integrated with the streetscape to bring activity within the building in direct contact with the people on the street. 2 5g 8. BUILDING HEIGHT The requirements of the Village Commer- o cial zone for the City of o Stillwater stipulate that principal structures not exceed 2 stories, or 35 feet, and acces- sory structures not exceed 1 story, or 20 feet. Building height means the vertical di- mension, measured from the average eleva- tion of the finished lot grade at the front of the building to the highest point of ceiling of the top story, in the case of a flat roof, to the deck line of a mansard roof and to the average height between the plate and ridge of a gable, hip or gambrel roof. 9. ROOF DESIGN Roofs of the primary structure must slope at 8:12 or greater. Porches, entries, and shelters can have flat, 3:12, or 4:12 pitches. Dormers with slopes 90 degrees to the pri- g mary roof pitch should be 12:12. Flat roofs g are appropriate where parapet walls obscure HVAC equipment. Use of roofs for decks, 4. overlooks, activities, green roofs, etc, are encouraged. Shingles should be thicker butt, eheavier weight, style asphalt in weathered grey shades or cedar shingles or composite © materials emulating slate. Large expanses of roof should be broken by dormers and offsets. RECOMMENDED: Even at one story height, the use of pedestrian scale lighting, signage, and canopy help make this an attractive place. NOT RECOMMENDED: The facades and columns lack style references. RECOMMENDED: Visual streetscape interest. NOT RECOMMENDED: Mixture of traditional shutters with more contemporary standing seam metal facade addition send conflicting style messages. 10. FRANCHISE ARCHITECTURE Franchise architecture represents those build- ings designed in such a way as to make the services or goods sold immediately recogniza- ble through the use of a specific mix of architec- tural design, signage design, materials, light intensity & type, and colors of the building. These were first developed on or near high- speed freeways where taking the time to read a sign would be too difficult. Such designs are generally in conflict with the characteristics of pedestrian oriented commercial storefronts, and a village of shops, unified by a theme. • Trademark architecture is prohibited. 11. MATERIALS $, = Finish wall materials shall consist of brick, wood (cement board products allowed - such as NOT RECOMMENDED: Flat roof expressed by absence of cornice or other archi- tectural features. Random positioning of awnings and signs. James Hardie products), stone and glass. Site amenities, sign base structures and retain- ing structures shall utilize similar and comple- mentary building materials and New England design themes to further establish a unifying visual link between site and structures. 12. DETAILING Siding, trim, soffits, frieze and fascia materials should be of James Hardie "Hardi Plank, Hardi trim, Hardi Soffit" or approved equal, of hori- zontal bevel style , or in limited use, board and batten, and or shingles. Masonry materials should be focused on col - umn supports, masses emulating fireplace 0, masses, or veneers on building masses repre- G senting the "original structure ", to which other "later additions" appear attached, and of clap- board siding. Masonry materials can also be © used on components and signage supports close and visually prominent to the streets and sidewalks. NOT RECOMMENDED: Internally lit signs, metal canopies. RECOMMENDED:Varied building faces & levels. Roof top equipment is screened. Page 11 i►4,' RECOMMENDED: Surfaces made interesting through architectural detailing. Recesses and niches provided to allow customers a place to linger outside. Lighting, integrated with attractive signage sized for the pedestrians. to RECOMMENDED: Columns, canopies, and visual interest. Page 12 13. SCREENING OF ROOFTOP EQUIPMENT • Screen exterior transformers and air conditioning units from view of nearby streets and adjacent structures in a man- ner that is compatible with the building and site design. • All roof equipment shall be screened from public view. • Use architectural elements to screen mechanical equipment. 14. UTILITY AREAS • Screen exterior trash receptacles, storage areas, service yards, and loading areas, from view of nearby streets and adjacent structures in a manner that is compatible with the building and site design. Use materials and design treatment similar to buildings and "New England" style. Provide plant material to augment screening and blending into landscape. Integrate more uses into structure, such as signage, trellis, ect. 15. LIGHTING Lighting can add special character to the nighttime appear- ance of the area. It can illuminate building entrances, pedes- trian walkways, and advertising or floodlight special build- ings. However, if left without consideration of the entire Liberty Village experience, unchecked lighting can produce visual chaos, waste energy, create safety concerns, and impose upon the adjacent residents. • A coordinated lighting plan should be submitted for review with building plans. Provide information on each individual light fixture proposed, including fixture sections, lamp type, wattage, and photometric diagram. • Ceiling and wall mount lighting fixtures should be con- cealed or integrated into the overall design of the project. Light source should be hidden from direct pedestrian or motorist view or directed in a such a way that minimizes glare. • Traditional post and bracket mounted fixtures compatible in style with the "Vernon" style street lights should be select- ed. • Unshielded wall pack light fixtures are not appropriate. • Up -spots into boulevard and perimeter trees is encouraged. Provide weatherproof outlets at trees to enable holiday lighting. RECOMMENDED: Signage sized for visibility for customers driving by. Use of facade and cornice treatment on flat roofs. NOT RECOMMENDED: Strip center design with unbroken rows of parking spaces, sidewalks too narrow to allow sidewalk tree planting. Windows covered with sign placements. • • • • • • • • • • • 0 • RECOMMENDED: Theme related architecture(but not this theme), masonry construction, and planting. • • • • • • • • • • (Above) NOT RECOMMENDED: Wall mounted signs, internally lit signage, side- walks without canopy trees, arbitrary shapes, material changes without detailing. (Left & Right) RECOMMENDED: Pedes- trian and internal traffic oriented signing. 16. SIGNS AND GRAPHICS A key to the financial viability, vitality, civic interest and "pedestrian friendli- ness" of Liberty Village will be deter- mined by its signs. A reference to the Charles Wysocki illustration at left, records the use of signs that bring life to a village of shops and the conservative architecture of the colonial "New England" style. Signage for Liberty Village is positioned in a variety of places; on monuments, on out buildings, on trellis /arbor elements, on building wall /roof surfaces, on brackets, on canopies, on light posts and in windows. • The Liberty Village Overall Signing Plan has predetermined perimeter sign locations for the Master Sign Program, Freestanding Sign Program and Directory Sign Program. • Lettering is to be of an approved type face (see Font Candidate Selections) ex- cept under individual approval from the Liberty Village Business Association, Ar- chitectural Review Committee (A.R.C.). In each case, the selection of type face, size, graphic symbol, color, de- tailing, and lighting approach are im- portant to achieving A.R.C. approval. 0 G Above: Good example of directory signage for a multi- tenant building. EXOTIC HOUSEPLANTS CACTI ACCESSORIES (HANGING BASKETS HERBS & TEAS Projecting signs with appropriate materials, size, shape, and location. Page 13 1111111111111111111111111111111111111111111 ZT11Z41411111i1 1T1111i11111111i l Page 14 War OF 1 s + 111111111hiliti 40211#2111111111/111 �� 111 ,f l iv imr_i_zaa fYv " =1 i� t�7Ii GdUhIuuIiL! .. 6tz 7o ft'�P St06 V say MP %h-" t( ra W*S0- HIS 6g tf SuanG pr*wO LoAca • 40..fixiN • -lit 116' S l-tP4tvff. f . wkarvi K.leo1.) f"I 1 % OVIcAloSli tIba , pvrs�c� 74t1 - / r-t k►�� Wthi -tc- PA-70 > #S Gam) it Ro.W, 0 - t S, '-C;D A Village Commercial area is unique in that there are multiple frontages for stores and services. Signage must flag attention of high speed vehicle travel on perimeter highways. This, while internal, slow speed vehicle travel and pedestrian use requires a different type, scale and feel of signage. These signing guidelines attempt to accomplish both the aesthetic goals originally set for Liberty on the Lake, Liberty Village and assist the business owners and tenants with critically important marketing visibility. LEFT & LEFT ABOVE: Sketches from the original Preliminary Plat Application illustrate the incorporation of the Master Sign and Freestanding Sign Programs into the theme and character of Liberty Village. Permitted signs by a sign permit in Liberty Village. (a) GENERAL REQUIREMENTS All signs in Liberty Village are regulated by the following requirements: (1) Number. One wall, monument, awning and canopy or three - dimensional sign is allowed per business. When a building or business abuts two or more public streets, an additional sign located on each street building face is allowed. (2) Sign plan. When there is more than one business or use in a building with more than one sign, a building sign plan must be provided with the sign permit application. (3) Permit review. All signs in the Village Commercial district require a design permit and must meet the approved design guidelines for signage. (4) Other requirements. All signs must meet area, location and height requirements. RIGHT: The Liberty Village Overall Signing Plan, for Liberty Village Marketplace, shows locations for the Master Sign Program, Free- standing Signs, Directory Signs and Integral Signs. Building signs such as Wall Signs, Roof Signs, Projecting Signs and Awning Signs will be determined for each individual building. The perimeter signage locations referenced from the Preliminary Plat Plan have been fully illustrated in the new Master Sign Plan. The goal of the perimeter signs is to inform the motorist traveling on Manning Avenue or County Road 12 as to the business uses in Liberty Village Marketplace and secondarily to aide the motorist in finding that business. This signage, the Master Sign Program, consists of signage on the outbuildings, structures or pylons, along Manning Avenue and County Road 12. LIBERTY VILLAGE OVERALL SIGNING PLAN -tea 'ors' m M4 COUNTY-RQA112 am WAY SCHOOL HousE F--a CIRCLE M 1, M 2, M 3, M 4 MASTER SIGN- PROGRAM LOCATIONS The four Multi -Use Buildings: 2, 5, 6 & 7, are each permitted one sign mass or integrated grouping.(Page 17) SIZE F1,F2 FREE STANDING SIGNS One sign mass or integrated grouping allowed per development access point. D 1, D 2, D 3, D 4, D 5 DIRECTORY SIGNS Used to guide pedestrians to individual businesses. I1 INTEGRAL OR ARCHITECTURAL SIGN Integrated into the structure or architecture of the building, providing the development name, date, etc. 4 2 5 7 75 sq. ft per side., 20 ft. high 100 sq. ft., 25 ft. high 6 sq. ft. /business, 12 sq. ft / building or complex As integrated into the design of the building. Page 15 • • • • • • • • • • • • • L i b e r t V i l l a g e P . U . D. Am e n d m e n t• O F S T I L L W A T E R sign type building sign type definitions applied from City Code, Sec. 31 -101 - - ' . .<.+ax. •.. MASTER SIGN PROGRAM For multitenant Commercial Buildings besides 9 individual tenant signs. A one to three sided sign mass or integrated grouping is permitted for each building. The signage for each side shall not exceed 75 sq.ft. and 20ft. in height. q 9 a her - e ° u,: �. .fii M t id, • i - _ , FREE STANDING SIGNS . Freestanding sign means any stationary, self- supporting sign standing on the ground not affixed to a structure, including monument, ground or pedestal signs p g ns One sign mass or integrated grouping is permitted per development access point. Area: Total signage s ft. may not exceed 100s ft. Location: A sign may be located in any required yard but must have a minimum setback of 15ft from any point of vehicular access and public roadway. A 3ft minimum setback is required from the property line. Height: A maximum of 25ft. Exception: Monument signs may project no higher than 6ft Height is meas ured from the base of sign or grade of nearest roadway, whichever is lower. Lighting: Externally illuminated or back lit letters are allowed. No internally illuminated signs are al- lowed. <� ' �'` 3 1 a »' -' > ` ' r. Ns,. _ DIRECTORY SIGNS to guide pedestrians to individual busi- nesses within a multi- tenant commercial area giving directions & identification only.... Size: 6 sq.ft. per business, 12 sq.ft. per building or complex identification. They be be attached to a building or free standing. Height:18 ft. ht. .If the sign is projecting from a light pole or building, the height shall, never exceed or obstruct the head of the fight pole or d bottom of the roof Lighting: No internally lit signs allowed. - ` £, ' _ � BUILDING SIGNS Up to one wall sign and one sign per awning, and one projecting sign,per business per public street frontage. WALL SIGNS ...a sign attached, painted on the wall of a building 9 P 9 with the exposed face of the sign plane parallel to the plane of the wall. Size: 1 sq.ft. / LN.FT. of building parallel to lot line. Sq.ft of signage is calculated on the basis of geomet- q• 9 p q• 9 ric or polyline enclosure of lettering + 3" margin. This is done to encourage decorative in -theme treat- ments. Height: may not project higher than parapet or 20 feet ..., whichever is lower. Lighting: no internally illuminated signs are allowed. Rocs �d�a�•�F,Nrnr, ' € ,,; � -_ r, Q,r �Er, 1pt 6,, 11111 AWNING & CANOPY SIGNS means any sign that is painted on or attached to an awning. Permitted signs by a sign permit Awning and canopy signs. (1) Area. The gross surface of an awn ing or canopy sign may not exceed 50 percent of the gross surface area of the smallest face of the awn- ing or canopy to which the sign is affixed. (2) Location. An awning or canopy sign may not project higher than the top of the awning or canopy or below the awning or canopy apron. `No L o,,.rF. =?;7 �{ Y PROJECTING SIGNS means a sign projecting from a building wall. Permitted signs by a sign permit. Projecting sign. A projecting sign in the CBD or CA districts shall meet the following requirements: (1) Area. The total area of a projecting sign may not exceed six square feet. (2) Special conditions. A projecting sign must be easily visible from the sidewalk and not be a hazard to pedestrians. (3) Lighting. if lighted, projecting signs must be externally illuminated. rf �;; llytubbcrr'j;' �-_ �}� , ,• f p$ hj, :+ _! 1. I j WINDOW SIGNS a sign affixed to a window or door glass, but not merchandise on display. Allowed without a permit. No sign permit is required for window signage that does not cover more than one -third of the total area of the window in which the sign is displayed. . ARCHITECTURAL SIGNS Integrated into the structure or architecture of the building, providing the development name, date, etc. Permitted ' k 3 -D SIGNS Three - dimensional sign means a type of project- ing sign that depicts a physical object. Permitted signs by a sign permit Three- dimensional sign. The total area of a three - dimensional sign in the CBD or CA districts is determined by enclosing the largest cross section of the sign in an easily recognized geometric shape and computing its area. The area may not exceed nine square feet. -,-s. PUBLIC SIGNS means official signs depicting danger, safety, trespassing, traffic speed limits, scenic or histori- cal points of interest and memorial plaques. Permitted Page 15a L i b e r t V i l I a a e P . U A m e n d m e n t C I T Y O F S T I L L W A T E R, M I N N E S O T A sign type building sign type definitions applied from City Code, Sec. 31 -101 Sign Criteria for Liberty Village at Liberty on the Lake INTEGRAL SIGNS Integral sign means a commemorative table permanently constructed as part of a building. Permitted under approved Design Guidelines. aka' HOLIDAY SIGNS means signs or displays that depict messages regarding a national, state or local holiday. . Allowed without a permit. Holiday signs for a period not to exceed 60 days. POLITICAL SIGNS means signs announcing a candidate seeking office or issues to be voted upon on a public elec- tion. Allowed without a permit. Size. The size of a political sign is regulated as follows: CONSTRUCTION SIGNS means a sign at a construction site identifying the project. Allowed without a permit. Construction signs. The signs must be confined to the site and must be re- moved within two years of the date of issuance of the first building permit or upon completion of the pro- ject, whichever occurs first. One sign is permitted for each street the project abuts. No sign may exceed 32 square feet in multifamily residential, commercial and industrial districts. REAL ESTATE SIGNS Real estate sign means a business sign placed upon a property advertising that property for sale, rent or lease. Allowed without a permit Real estate signs are limited to six square feet in residential districts and 32 square feet in commercial districts. Signs must be removed within ten days after sale or rental of property RUMMAGE SALE SIGNS means a sign advertising a rummage or garage sale. Allowed without a permit Rummage sale signs not exceeding four square feet located on private prop - erty that conform to the applicable provisions of this ordinance and are removed at the termination of the sale. BUILDING ADDRESS General provisions. The following provisions apply to signs located in all zoning districts:(k) A building address is not a sign. NAMEPLATE SIGNS Nameplate sign means a sign that states the name and /or address of the business, industry or occupant. Allowed without a permit One nameplate for each dwelling group of six or more units. The sign may not exceed six square feet in area per surface. No sign may be constructed to have more than two sur- q p g y faces. REAL ESTATE DEVELOPMENT PROJECT SIGN means a sign intended to sell or promote a devel- opment project of three or more acres. Allowed without a permit Real estate development project signs. For a development project of three to 25 acres, one sign not to exceed 100 square feet of advertising surface may be erected on the project site. ...The sign may not remain after 95 percent of the project is developed. The permit for the sign must be renewed annually by the city council, and must be bordered with a decorative material compatible with the surrounding area. If the signs are lighted, it must be illuminated only during those hours when business is in operation or when the model homes or other development are open for conducting business. TEMPORARY SIGN / BANNER/ FLAGS means a sign constructed of paper, cloth, canvas or other similar lightweight material and signs intended to be displayed for a short period-of time. Permitted by Admin. Action 4 /yr up to 90 days ea. Ri tomtvies �. Nftpil ea r _= • MARQUEE SIGN means a permanent roof -like structure extending from part of the wall of a building and constructed of durable material. '+ :" +•..,NW1 pp� a liii I ini ini .3 ` iiw � 11 Y �_ - 1 M Net« �«! ', ' a 7 ; . ` t ' ROOF SIGN means a sign that is erected over the roof of a building. Size: 1 sq.ft. / LN.FT. of building parallel to lot line. Sq.ft of signage is calculated on the basis of geomet- ric or polyline enclosure of lettering + 3" margin. This is done to encourage decorative in -theme treat - ments. Height: may not project higher than roof line Lighting: no internally illuminated signs are allowed. utr, ri 0 Page 15b • • • • • • • • • • • • • • • • L i b e r t V i I I O F • S T I L L W A T E R M I N N E S O T A sign type building sign type definitions applied from City Code, Sec. 31 -101 Sign Criteria for Liberty Village at Liberty on the Lake PORTABLE SIGN means a sign that is designed to be moved. Permitted under approved Design Guidelines. ALKFR .11) lac no p s Mot 1.--11 fo- SANDWICH SIGNS All signs shall conform to the Stillwater Sidewalk Sign Policy approved by the Stillwater City Coun- cil on November 11, 2008 Business owners will be free to design high quality, creative signage with minimum restrictions, encour aging hand painted, carved and unique signage provided that the sign is a flat surface. GRAPHIC SIGN means any mural or pictorial scene or graphic design painted on the side of a wall or building or painted on a sign board affixed to a wall and in which a mural or scene has its purpose, an artistic effect. Permitted under approved Design Guidelines. To be sized in proportion to space allocated Graphic Signs may be lit, if lighting is by reflective light and light source does not create excessive glare, leading to reasonable safety concerns. BILLBOARD means a non - accessory sign erected for the pur- pose of advertising a product, event, person or subject not usually related to the premises on which the sign is located. Not Permitted ORNAMENTATION means decoration added to embellish something, especially a building, but usually having o practi- ca purpose, especially a small object S-uch as a or sculpture. Permitted under approved Design Guidelines. To be sized in proportion to space allocated _.tt/ Page 15c LIBERTY VILLAGE OVERALL SIGNING PLAN MASTER SIGN PROGRAM The Master Sign Program introduces a brand, or identifiable logo, to identify and create a destination: the Liberty Village Marketplace. (b) MASTER SIGN PROGRAM. A Master Sign Program is for commercial areas in addition to the individual tenant and occupant signs. Master identification signs are permitted according to the following requirements: (1) Master Sign Program signs may not contain the names of any tenants or occupants of the center, although generic names of the services provided may be used. Exception: Where the business name is or can be brief, and its identity in the market place will read faster, better and /or more complete information to a potential customer on perimeter roads, the master sign program tenant signs can include the business name. For example; the words "Kwik Trip" provide more complete information to a potential customer driving by than the words Food & Fuel. (2) Each building may have a one to three sided master identification sign mass or integrated grouping with a maximum of 75 square feet on each sign side and with a maximum height of 20 feet. (3) Location. The location of signs has been predetermined on the Liberty Village Sign Master Plan. Master Program signs must be set back 3 feet from the property line. (4) Number. The number of Master Sign Program signs has been predetermined on the Liberty Village Sign Master Plan. (5) Illumination. Internally illuminated signs are permitted if the background is opaque and the lettering is illuminated. Page 16 Village Branding Concepts General Village Icon (Star): center icon spins General Village Icon (Bell): center icon stationary In order to create a more identifiable brand, the word MARKETPLACE and the outline of the upper ribbon, would be highlighted in neon. LIBERTY VILLAGE OVERALL SIGNING PLAN MASTER SIGN PROGRAM 111II1I111111' DELI CPA I DENTIST! INSURANCE ii W I I���i 1 HIi II111III (Above) Master Sign location M4 provides a more vertical element to reinforce the pedestrian entry location for Liberty Village Marketplace traffic off of County Road 12. (Below) Three variations are shown which depict conceptual design studies for the structure. Owner preferences and budgets will determine final form and detail. IIII N %YttIIAtY WA% -, I Ilnllill 1111 .il (I 'lull I'� I- ill�t�l1 11111111'1' 11 1111111111 III a't C CtlC{'i ft !No n 111111111111111 dill. The Master Sign Program also provides sign space for each owner /tenant. In order to maximize the readability and efficiency of this approach, each tenant sign will use a consistent font and color. The names and words selected will be generic (and/or, if the name of business is brief enough, ie: "Sals Cafe ", then the business name can be used) to allow mortorists a "quick read" of the businesses available. In other words, the accounting firm of Smith, Smith & Smith Inc. would be simplified to ACCOUNTANT. This allows the motorist a quick perception of what types of businesses are available in Liberty Village Marketplace, without having to spell out the entire name of the business, or guess as to what kind of business it is.Where the business name is or can be brief, and its identity in the market place will read faster, better and /or more complete information to a potential customer on perimeter roads, the master sign program tenant signs can include the business name. For example; the words "Kwik Trip" provide more complete information to a potential customer driving by than the words Food & Fuel. The Master Sign Program has space allocated to announce public, business and community events. NEALT CLUB ITALIA EATER VET KARA DELI CPA DENTIST INSURANCE II111∎,11V111,111111111l !111 it 1111111111Illt111111$ 11111f III Ii11111iil1iiiI' ii I1111,►1,111111 11 111111111111 ittutt LIBERTY VILLAGE OVERALL SIGNING PLAN MASTER SIGN PROGRAM M4 M3 DELI CPA DENTIST ISURAN.e 1111111111111111 1111111111111 Mgr= JI EL I 1i1111Ii 1111 111111114 1®il IIIIIIIII 11111111111111111 1111111111114 1111111111111114 111111111111111 1111111111111111 11111111111111 111111111111111 i NI 111 IJi I N NON i II IN �I �Ildll MINI 11 711-1 IIIIIIIIIII Iilllllllll ll III IIINi�l�al,„ I,I, , p �„,;,I „ „ „i mI,��� ���I� 11111111m111111111wnm unoi11 in Page 18 M4 Trail entry, dumpster enclosures and trellis. M3 (Left) Views from Myrtle (County Rd. 12) viewing Master Sign Program loca- tions M3 & M4 look- ing east. (Left) M4 at far left, and M3 at right. LIBERTY VILLAGE OVERALL SIGNING PLAN (Above and left) Looking south from the intersection of County Rd. 12 & Manning Avenue, the Master Sign Program's "brand- ing "... Liberty Village Marketplace, is visible at location M2. This location, alongside an existing structure (dumpster enclo- sure) also highlights the pedestrian connection between the trail along Manning Avenue and Liberty Village Marketplace. (Below and right) Views from Manning Avenue looking at Mas- ter Sign Program location M2. It is an assembly of elements. FONG CLINIC HEALTH CLUB ITALIAN EATERY VET KARATE Page 19 LIBERTY VILLAGE OVERALL SIGNING PLAN MASTER SIGN PROGRAM DELI CPA DENT ET a r View from Manning Avenue looking north. Note revisions to existing structures highlighting pedes- trian access points along trail into Liberty Village Marketplace. This view also illustrates the inte- gral /architectural sign (I1) in the gable of the Wines & Spirits building. HE _T- CLUB n LI/1N E,IT ERY VET KARAT DELI CPA DENTIST S.; R.1kC Page 20 I1 M1 LIBERTY VILLAGE OVERALL SIGNING PLAN FREESTANDING SIGNS Once the motorist has turned off of Manning or County Road 12, the Freestanding Sign Program will provide reassurances the motorist is headed in the right direction. These signs will be placed on the car wash building of Kwik Trip, and on School House Circle to direct traffic off the round - about. See F1 & F2 on pages 15, 22 &23. (c) FREESTANDING SIGNS. Freestanding signs in Liberty Village shall meet the following requirements: (1) Area. The gross surface area of a ground sign may not exceed 100 square feet for each exposed face nor exceed an aggregate gross surface area of 1,200 square feet. (2) Location. A ground sign must be set back 3 feet from the front or side property line. When on City land, approval must be obtained. (3) Height. A ground sign may not project higher than 25 feet, as measured from base of sign or grade of the nearest adjacent roadway, whichever is lower. (4) Number. There may be one freestanding sign per access point into the district. Page 21 LIBERTY VILLAGE OVERALL SIGNING PLAN FREESTANDING SIGNS Page 22 The Liberty clock tower at the center of the roundabout is a vertical element that should reinforce the motorists way finding toward Liberty Village Marketplace. Below, the Marketplace neon brand element is shown incorporated with the clock tower. Permission will be sought and obtained from the H.O.A. prior to executing this sign in its approved form LIBERTY VILLAGE OVERALL SIGNING PLAN FREESTANDING SIGNS To reinforce the progression toward Liberty Village Marketplace, a ground or monument sign is located to announce the correct turn -off of the roundabout. This low wall would be incorporated into the existing bench /sitting area. Permission will be sought and obtained from the Park Board prior to executing this sign in its approved form. Page 23 The images below come from the original PUD and Design Guidelines booklet prepared in 2003. Larger windows, awnings, varied roof alignments, canopies, and bracket mount- ed signage create a visually interesting place to be, and a place to which people will want to return. Page 23a Decorative, formal, themed signage accent simple building elevations. 0 2 One & two story buildings, which favor roof dormers, provide A.R.C. the essence of New England style buildings. Signage and Business Identity is critical for success. Appropriate themed sign design, detail and placement help bring preliminary Building #3 Elevation "Alive ". Facing Manning Avenue, Elevation drawing shows decorative signs mounted on walls, roofs, brackets and canopies. O2tX0 Putman Planning anti Chuntn BUILDING #2 SIGNAGE EXAMPLE The above image reflects the sign guideline criteria applied to Building #2. The business' identities have been strengthened by the use of Wall Signs, Awning & Canopy Signs, Projecting Signs, Roof Signs, 3 -D signs, Directory Signs, and Sandwich Signs. The incorporation of all these sign types are critical for the success of a business. Page 23b DIRECTORY SIGN PROGRAM Light Pole Bracket Signs As the motorist ventures further into Liberty Village, the vehicle speed drops way down and the Directory Sign Program will provide guidance in locating the major businesses or the appropriate building and its associated parking area. These signs will be placed on the streetlight and pedestrian light poles found throughout Liberty Village Marketplace, and include light pole bracket signs, light pole banners & multiple tenant bracket signs. Placement: Directory signs must be placed on the site of the develoent and may be rected only in internal pedestrian access areas and not in vehicle access areas. They may be attached to a building, or free standing. Area: 6 sq.ft per business, 12 sq.ft. per building or complex identifiction Height: 18 ft. If the sign is projecting from a Tight pole or building, the height shall never exceed or obstruct the head of the Tight pole or the bottom of the roof. Use: A directory sign may only be used for directions and identification Generic Business Icon: center icon spins Specific Business Name: Large Generic Business Description Light Pole Banners • • • • • • Once parked and on foot, the • building signs will provide the final • direction to the destination. The building sign options include Wall • Signs, Projecting Signs, Awningl • CanopylMarquee Signs, Roof Signs • and Portable Signs. • • Multiple Flag Brackets: alternate • • every other pole throughout Village DIRECTORY Multiple Tenant Bracket Signs • • • • • • • • • • • • • • SIGN PROGRAM YOUR NAME HERE DomagalaLaw COUNTRY Insurance & Financial Services PRIME MORTGAGE Custom Financial Solutions Salon Sierra Hair Stylists ;i Bently Companies Leasing 952 - 512 -1998 FONG CLINIC MEDICAL - LASER BUILDING SIGNS (d) WALL SIGNS. Wall signs in Liberty Village shall meet the following requirements: (1) Area. One square foot per linear foot of building, parallel or substantially parallel to the front lot line. Square footage of signage will be calculated on the basis of geometric or polyline enclosure of the lettering plus a three inch margin. This will encourage decorative in- theme treatments. (2) Height. A wall sign may not project higher than the parapet line of the wall to which the sign is affixed or 20 feet as measured from the base of the building wall to which the sign is affixed, whichever is lower. (3) Special conditions. Where a principal building is devoted to two or more uses, the operator of each use may install a wall sign upon each share of the building. A sign plan must be submitted for the entire building that shows the location, sizes, types and elevations of all signs. The signs are subject to the following restrictions: i. All signs must be visually consistent in location, design and scale. (e) AWNING, CANOPY OR MARQUEE SIGNS. Awning, canopy or marquee signs in Liberty Village shall meet the following requirements: (1) Area. The gross surface area of an awning, canopy or marquee sign may not exceed 50 percent of the gross surface area of the awning, canopy or marquee to which the sign is affixed. (2) Location. A sign may be affixed to or located upon any awning, canopy or marquee. (3) Height. An awning, canopy or marquee sign may not project higher than the top of the awning, canopy or marquee to which the sign is affixed or below the awning or canopy apron. Page 26 (f) PROJECTING SIGNS. A projecting sign in Liberty Village shall meet the following requirements: (1) Area. The total area of a projecting sign may not exceed six square feet. (2) Special conditions. A projecting sign must be easily visible from the sidewalk and not be a hazard to pedestrians. (3) Lighting. If lighted, projecting signs must be externally illuminated. (g) THREE DIMENSIONAL SIGNS. The total area of a three - dimensional sign in Liberty Village is determined by enclosing the largest cross section of the sign in an easily recognized geometric shape and computing its area. The area may not exceed nine square feet. (h) TEMPORARY SIGN OR BANNER. • Temporary Signs or Banners in Liberty Village ID shall meet the following requirements: (1) Duration. There may be up to 4 per year for up to 90 days each. (2) Banners may be applied to supports not on the building but within the owner's property, meeting the same criteria above. • (i) INTEGRAL SIGN. Permitted under Design Guidelines, as approved by the City and the Owners Association. ▪ j) ROOF SIGN. Roof signs in Liberty Village • shall meet the following requirements: (1) Area: One square foot per linear foot of building, parallel or substantially parallel to • the front lot line.Square footage of signage will be calculated on the basis of geometric fib or polyline enclosure of the lettering plus a three inch margin. This will encourage decorative in -theme treatments. (2) Height. A wall sign may not project • higher than the roof line • (3) Special conditions. Where a principal • building is devoted to two or more uses, the operator of each use may install a roof sign upon each share of the building. A sign plan must be submitted for the entire building that shows the location, sizes, types and elevations of all signs. The signs are subject to the following restrictions: i. All signs must be visually consistent in location, design and scale. • IN BUILDING SIGNS (k) SANDWICH BOARD OR SIDEWALK SIGNS. Permitted under Design Guidelines, as approved by the City and the Owners Association. SIDEWALK SIGN GUIDELINES FOR LIBERTY VILLAGE 1. Generally 1.1. Business owners assume the liability of the signs placed on public property. 1.2. The City of Stillwater will enforce its sign regulations along Stillwater 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. Signs shall be an A -frame or single -panel style. 2.2. Signs must be portable and stable. 2.3. 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 a silhouette or cut into a shape. Protruding sections, which can cause a hazard to pedestrian traffic, will not be permitted. 4. Colors 4.1. Signs must be consistent with approved Liberty Village 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. 5.2. No interchangeable letters or letter copy on rails is permitted. 5.3. Sidewalk signs shall not be illuminated. 5.4. Signs shall contain a device (such as: braces, chain, rope, cable, etc.) to prevent sign panels from spreading. 5.5. All signs shall be maintained in a high quality state, with no peeling, broken, cracked, or faded paint /vinyl. 6. Materials 6.1. Signs shall 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 shall be 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 will be allowed one sidewalk sign per 20 linear feet of building frontage, provided all other guidelines can be met. 7.4. Signs shall be temporary and may be displayed during business hours only. 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. 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 shall 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. 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. 8. Area these Guidelines Affect 8.1. This guidelines shall be applicable to the area within Liberty Village. 1) GRAPHIC SIGNS. Permitted under approved Design Guidelines (1) Size: To be sized in proportiong to space allocated. (2) Lighting: Graphic Signs can be lit, if lighting is by reflective light & light source does not create glare, leading to reasonable safety concerns. m) ORNAMENTATION /SCULPTURE. Permitted under apporved Design Guidelines. Page 27 FONT CANDIDATE SELECTIONS Liberty village Calrton Yi6e,tovQ7 Alison II 1BEIRTVVILLAGE ca.,a =n,rnni Liberty Village New Century Liberty Vi11ao Liberty illage LIBERTY VILLAGE Liber ty age Libertij Village Liberty Village LIhenTy VzlLaqe Liberty Village Liberty Village Lcberty v „ Liflbe]rt\yVIL]kalg ;e Viva Willow Times Capitals Bodoni Talon Minion Oxford Lydian MT Papyrus Caflisch Page 28 LIBERTY VILLAGE Libert Village L VILLAGE LIRE RTy V1 L LA c, E Ltheriy Ville Liberty t.JIIage Liberty YRar �cPrEy VtL3- bert2 /-4W" ZIP?, ji6er Tyndale Parrish Ambient Dard Hunter Salon J Hopper da Vinci Victorian Cezan ne E Hopper Michelangelo Dearest RECOMMENDED: Well proportioned neon signs in windows. Steady pitched 12:12 awnings in tasteful color(s) that respond to architectural detailing and window shapes. RECOMMENDED: Signs mounted on walls (or roofs), with type sized for reading at a com- mon viewing distance from a car, or on the street to walk to store fronts. Signage placement on /behind windows must not exceed 25% of window surface. Lettering on awning valances. 17. AWNINGS • Retractable or operable awnings are encouraged. Fixed awnings should mimic the profile of operable units (one to one pitch). • The emphasis of the awning should remain one of shelter and protection, rather than signage. In keeping with this; the awning should be loose and flowing, not stretched tight, subtle and subdued in color, not bright, extending well out over the sidewalk, not mere window dressing. • The width of awnings should fit the geometry of the building facade. They should not extend across multiple store- fronts of different buildings, but should reflect the window or door openings below. • The use of water - repellent or vinyl - coated canvas is in keeping with awnings of the time. Plastic or aluminum awnings or canopies are not appropriate. • Fixed, round - headed awnings will be considered only over arched windows or doors, and only if placed below or within the arched lintel. • The awning valance, or skirt, shall be proportioned to the size of the awning but shall not exceed twelve (12) inches in height. • Signing on awnings is permitted on the end panel (lower 25% of the slope) or front valance only. Use lettering size pro- portional to the space available. • Back lighting of the awnings is inap- propriate. RECOMMENDED: Canopy colors and angles help bring visual interest, variety, and shelter to the shopper. • Use plain or striped fabrics. Large areas of very bright colors are inappropriate. Page 29 RECOMMENDED: Canopies, umbrellas in public spaces create "civic" spaces. Lingering invited. 18. COLORS The relationship of the colors and tones used on new or improved structures must be compatible with the color and tone patterns already established by adja- cent buildings. The tasteful use of color and accent can introduce variety and charm, whereas the indiscriminate use of colors and color combinations can over- load the senses and produce visual con- flict and chaos. Exercise caution in the use of colors and tone combinations and their patterns. The goal is to achieve an . area -wide complementary blend of back- • ground colors combined with selected to and limited uses of primary and focal colors. • The color of buildings should relate to a the adjacent buildings colors to create a • harmonious though varied effect. 0 • Avoid colors, which visually overpow- er or strongly contrast with adjacent building colors and established color schemes as a whole. • The color of brick or other natural building materials should dictate the color family choice. • Sign colors are a significant source of interest, contrast and accent. • Actual color samples of the materials to .go be used must be of sufficient size to see at a distance outside must be provided to the A.R.C. RECOMMENDED: Even strong colors in carefully selected shades work well in bringing a gathering place to life. Page 30 • • 19. PARKING • • Parallel parking will be provided • between the front of the building and • Liberty Square (refer to site plan). These will be short -term spaces for • easy accessibility to retail shops. • • Longer -term parking will be provided • at the rear of the structures. • Parking quantities will be based on • performance -based industry stan- • dards. A reduction in the number of • required off - street parking spaces may • be allowed in the case of shared park- • ing areas, if peak operation times are different and parking quantities are • supported by substantiated industry • standard of specific vendor "proof of • parking" performance operational • data. • • • • • • • • • • • • • • • • • • • • • • • A E 21. STREETSCAPE ELEMENTS F A reduction on one (1) parking space from the number of required off - street parking spaces may be approved for each on- street parking space at the lot frontage on a public street, provided sufficient sidewalk street furniture and street facing design, detail and signage are provided. 20. BICYCLE PARKING Bike racks should be provided in appropriate locations to encourage exercise and non - vehicular use. Each site in Liberty Village should provide a location and rack. Store operators are required to include spaces and "street furniture" such as benches, game /picnic tables, drinking fountains as well as walk up windows to dispense products during summer months. Inevitably, this will lead to RECOMMENDED: Sheltering porches, columns bring interest to conservative main building mass and roof detail. Page 31 RECOMMENDED: Tree grates enable boulevard tree use. Canopies and awnings offer a pedestrian orientated urban setting. added litter and "loitering." Properly designed store interiors, that enhance store attendants focus to be directed to these out- door spaces, will do much to quietly govern civic behavior. The decision to create the pedestrian-friend- ly community of Liberty on the Lake is in part, a commitment to build and maintain the public and semi - public spaces to which [ pedestrians are drawn. To object to main- •° taming these, once one has decided to build in Liberty, is to forget one of its attractions and source of added value. bt C 0. • Store owner /operators should anticipate g added exterior upkeep both through their e Liberty Village Shops on the Square N ▪ Association, and sustain their individual ° upkeep budgets. Page 32 Crosswalks are to be provided where shown on the site plan. Varied paving colors /paint with crosswalk signage is a minimum treat- ment. Paving texture changes are encour- aged. 22. LANDSCAPING • Highlight important architectural features and structures by use of distinctive land- scaping. • Visually and physically buffer parking lots from adjacent buildings and pedestrian walkways with groupings of plant materi- als. • Frame and edge buildings where feasible with appropriate types of plant material to achieve human scale. • Carefully locate street trees and shrub plantings to buffer and separate walkways from traffic. Create shade where needed for pedestrian and establish more clearly defined pedestrian use areas. ©2003 Putman Planning and Design Distinctive architectural styling is enhanced by the careful placement of street trees and "street furnishing." • • • • • • • • • • • • • • • • • • • • • • • • • • • • • RECOMMENDED: Street trees soften architectural features and provide enclosure /safe- ty for pedestrians. ©2003 Putman Planning and Design ©2003 Putman Planning and Design • Establish where practical, canopy trees to pro- vide shade for parked cars. Tree planting in park- ing lot islands will reduce heat gain and should be encouraged. • Avoid blocking sight lines to primary building signage. This can be accomplished through prop- er plant species selection and /or trimming /pruning. • Each Liberty Village owner is responsible for adhering to the master planing plan for the street trees and perimeter planing requirements when specific site building and sign plans are present- ed to A.R.C. • Minimum boulevard tree size is 3" cal. Minimum shrub size is 2' ht. Planting must meet or exceed American Nursery Standards. • Avoid eye level vegetation foliage at cross- walks and at street corners through proper plant specification and or pruning /trimming. 23. MANAGEMENT It is anticipated that the Liberty Home Owners Associ- ation and the Liberty Village Business Association will jointly initiate and advocate social activities, groups and functions in and around Liberty Square. This will help the shops gain added public presence, enhance business revenues, provide free advertising and be- come part of an occasional destination, in addition to a convenient stop. Page 33 APPENDIX "NEW ENGLAND" COLONIAL STYLES: GEORGIAN MASSING, DETAILS A FIELD GUIDE TO 00 oo 00 no 00 A M ER ICA N HO T(1 1 TIIE GUIDE THAT ENABLES YOU TO IDENTIFN; AND PI ACE IN 'I HEIR HISTORIC AND ARCHITECTURAL CONTEXTS, THE HOUSES YOU SEE IN • NOUR NEIGHBORHOOD OR IN YOUR TRAVETS ACROSS AMERICA—HOUSES • BUILT FOR AMERICAN FAMILIES (RICH, POOR, AND IN—BETWEEN), • IN CITY AND COUNTRYSIDE, FROM THE 17m CENTURY TO THE PRESENT • • • • • • • • • • • • • • • 41, VIRGINIA & LI E McALESTER 0 0 0 0 0 0 on 0 0 0 0 0 oan oa 00 00 -- -------- •-,..,South Carolina Alabama ‘‘., (;eorgi, Florida xICIPAL sErri.,ED AREAS, 1780 ... Vt.: s, *‘ ! ......,,,,,- New York a , pe,,,....-- -144;2411 a i.m. RI Po ,., idencc ,t Philatielphia...;r8 rifinh wir.10;broky iv 4 i' l' ' —1,7 - -; -..I • rc Md. 51 r ' .: Virginia Maine 'rumpus h Salem I IT) ShOrF 1114.11, ----- Carolina mington harks Toss n (Charkston) V.innah •principal towns and cities front: Fries. 196,4 Kagan, 1966 Chitwood, 1961 000 000 1000 CHARLESTON I {OUSE short side turned to street. galleries along one side •0 0 0 0 0 0 0 10 0 r MOST COMMON IN NORTIIERN COLONIES centra chimney AWE? PLACEMENT fi 110 0 0 0 0 0 0 0 0110 COMMON IN ALL COLONIES ammil 111111 paired interior chimneys 00 00 00 00 0 0 0 COMMON NORTHERN VARIANTS usually wood frame, upper window touches cornice in most two-story examples M WOLF: COLONIES usually stone or brick, most northern and some southern variants found here COMMON SOUTIIERN VARIANTS usually brick, raised foundation, belt course between stories (also on northern masonry examples) COMMON IN SOUTHERN AND MIDDLE COLONIES paired end chimneys paired double interior chimneys 0 0 0 00 MUS T COMMON IN NORTIIERN COLONIES side-gabled, open gambrel COMMON ONLY IN MIDDLE COLONIES side-gabled, closed or pedimcnted pent MOSE COMMON IN sovnIERN COLONIES AND IN HIGH-STYLE EXAMPLES, ALL COLONIES doub e-htpped hipped ROOF SHAPE FOUND IN IIKII I-STYLE EXAMPLES—ALL COLONIES pared double end chimneys BUILDING MASSING AND WINDOW PATTERN = .24 d! common Adamesque detail on surround or light ENTRIES Page 35 COLONIAL: "NEW ENGLAND" STYLE VARIATIONS & DETAILS M,rn IDribull,ne n !:reek GREEK REVIVAL R1 ./1 (:. k R,Dval ropes, vitro oven Owing In r tomn *has ilurrc 4o p.nnx Greek, Roman, Homan I (.reek, Ronan. Ord, Roman Au ca. Lava Tuxwn, e large .silos.! and Coupont., • nn haft with haus unflulnl . .ol-rs summon, . Russian, Unser rhea,. wah hag sit 41' metal wish .Murex ands addsd /Gear. )(Jwnrn, Cavnth.■:. apar:.nt 7.01.UNIN TYPES SQL' kg/ w.cr found us Cmk and Roman prototype. vernacnhr inns I'mpii9tatoot. Au 9116991 Lama Iw.11_ on (:reek and Homan precedent. OMURA I1Ya (NUM N5 . a P14 :AL WINDOW INQAILS 1 +awd panel, heneuh open kn oat. to porches glass poets 90,6;, eel nd t• Awe level I0!0. 1.1 D.G.V 11) 111. (. Y6 atuHirw INVe1 1114 Corinthian CLASSICAL CAPITALS 416@t1] i5 11 .)-,1!Fi I1nwng (rennet nn door and ,,odor Downs CULT kv dextgn. Del ulutuk,. foul bssierstle cunlxc �iI t • N• bus. •.. • • •Y.R• wb•W q KR and-dart Jes:gn honeysuckle-Ica! ,k,(gn. aOthrnneon farad. a uah, .knn.wlnf h_s full hr.ghr entry porch. with oriatlpular pond strews ,vpROnrd by (nut rdurnns wish .hallow squat. haw. wene-rerculat It rlhlt.al fanlight over panekd &or CLASSIC REVIVAL u, Page 36 NOTE: Note the shallow overhang & frieze at the gable & almost g flush overhang at the rake. wood munrinx Ixe pp I}6 -u) GEORGIAN DETAILS malt parrs of glass usually 9 / 9 pants 11 shown w 19 / n. ! 9.6 / 9.11/ 1a. !A 'PICAI. WINDOW Ix<pp ::.R u: ...AD/ \'-APIA 't P4 ry;)11M).V) Y.0 DO • II.a11 DO, mind. TYPICALCORNIu tam p 1ljl G Lune sw.mml w nonhern coos, 1'RI.4 vl:LL9R MANGE IN MASf/N1Y NT11.1N Aloof L,Wmmosl in southern misonr) rumple, 511.1..11CNTAL - -�- eget 1141) - 5'11)111" pages 172-3 CLASSIC REVIVAL MASSING ONE-STORY p.gt 174 CA914- IRON 1 Ahl) 11'1MeS NV "S WINDOW TREATMENTS lo,rndri,n*Y xl had ke,atr rl , 9/9 mots popular in .authcrw cr.AwLir< 6/9, Vet, and yi r. a an nee, H/1 12/ I; 96,61 prpol ar 191 ,lull Icy 0 rnh,nit, hi6 tntohlanue wash slnlpl. frr,e 11Cyv,Me lintel flat broaa ►c■ Done 6/6 Mors summon in all colunite ens/g1 common In ail culrude, u i 1 a and otL r (:enrgut • son ions I I •• NtablMUR A 11h dcaipn in fret,. e nrahluun. r - wnh ample fn.tr el\ M.A1I) \P\ N 61.1.9 .INIX1N COMPA MAMA : GEORGIAN & AI JAM ON N.IOD1: 1.41) 11411, mutts.NTRU 191 ten DINED w 1 tee DON s L SC 411 s' 11\ 1)I RH?("1 -411 14 AI IN 1),k.I.G,It I tvplc'al .!.rural l,r 1,1191 cnnln(4 1) dcouls,' • • • • • • • • • • • • • • • • • • • • • • • • • • • • Symmetrical window positioning for each building front is typical of New England /Colonial styles. Roof pitches are steeper • and roofs have shallow gable overhangs and flush or very shallow rake overhangs. • Page 37 • PLANNING AND DESIGN GUIDELINES Architectural Review & Design Guidelines for : Glossary Baluster: A short post in a series supporting a handrail and thus forming a balustrade. Balustrade: A hand railing or upright posts or balusters. Bay: An outward projection of a wall with windows, or a division in a wall seen as space between piers or columns. Blocking Course: The plain course of stone surmounting the cornice at the top of the building; also a projecting cornice of stone or brick at the base of a building. Canopy: A projection or hood over a door, window, niche, etc. Capital: The head or crowning feature of a column. Cladding: An external covering or skin applied to a structure for aesthetic or protective purposes. Column: An upright member, designed to carry a load. Concrete: Cement mixed with coarse and fine aggregate (such as pebbles, crushed stone, brick) , sand and water in specific proportions. Coping: A capping or covering to a wall, either flat or sloping to throw off water. Corbelling: Brick of masonry courses, each built out beyond the one below like a series of corbels to support a projections, windows, etc. Cornice: Any projecting ornamental molding along the top of a building, wall, etc., fin- ishing or crowning it. Dentils: Small brick blocks or toothed wood decorative members found in classical or period architecture in cornices, or other horizontal bands on building facades. Eaves: The under part of a sloping roof overhanging a wall. Elevation: The external faces of a building; also a drawing made in projection on a ver- tical plane to show any one face of a building. False Fronts: A vertical extension of a building facade above a roofline to add visual height. Fascia: A plain horizontal band, which may consist of two or three fascia over sailing each other and sometimes separated by narrow moldings. Fenestration: The arrangement of windows and doors in a building. Gable: The triangular part of an exterior wall, created by the angle of a pitched roof with two sides. Page 38 LIBERTY VILLAGE Hipped Roof: A roof with pitched or sloped ends and sides, which rise from all four sides of a building. Lintel: A horizontal beam or member above a door or window, which supports the wall above the facade opening. Mullions: The frames of divisions within multi -pane windows. Muntin: The vertical part of a door, screen, paneling, etc., butting into, or stopped by, the horizontal rails. Parapet: A low wall, placed to protect any spot where there is a sudden drop, for exam- ple, a wall projecting above a roof plane. Pier: A solid masonry support, as distinct from a column, the solid mass between doors, windows, and other openings in buildings. Pilaster: A shallow pier or rectangular column projecting only slightly from a wall. Pillar: A freestanding upright member, which, unlike a column, need not be cylindrical or conform to any of the orders. Ridge: The horizontal line formed by the junction of two sloping surfaces of a roof. Sash: The frame, which holds window panels, and forms the movable part of the win- dow. Shutter: A rectangular wood or cast iron piece, set on hinges and used to cover a win- dow or door. Historically used for security or to protect window or door openings from natural elements. Sill: The lower horizontal part of a window - frame. Soffit: The underside of any architectural element. String Course: A continuous projecting horizontal band on a building facade usually made of molding (wood or plaster) or masonry. • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • • S T I L L W A T E R Z O N I N G O R D I N A N C E , C H A P T E R 3 1 , S E C . 3 1 - 1 0 1 . D E F I N I T I O N S , C I T Y O F S T I L L W A T E R , M I N N E S O T A additional definitions BANNER means a sign intended to be hung either with or without a frame pos- sessing character, letters, illustrations or ornamentations applied to paper, plastic or fabric, but not flags, emblems and insignia or political, professional, religious, educational or corporate if the flags, emblems and insignia are displayed for noncommerical purposes. BILLBOARD means a non - accessory sign erected for the purpose of advertising a product, event, person or subject not usually related to the premises on which the sign is located. BUILDING SIGN PLAN means an illustration that shows all signs on a building or group of re- lated buildings. CONSTRUCTION SIGN means a sign at a construction site identifying the project. DIRECTIONAL SIGN means an official sign that contains no advertising and provides direc- tion or instruction to guide persons or vehicles. ELECTRICAL SIGN means signs and displays using electrical power. FLASHING SIGN means an illuminated sign that is not kept constant in intensity of light or color when the sign is illuminated. GOVERNMENTAL SIGN means a sign erected by a governmental unit for identification or traffic. GRAPHIC SIGN means any mural or pictorial scene or graphic design painted on the side of a wall or building or painted on a sign board affixed to a wall and in which a mural or scene has its purpose artistic effect. HISTORICAL SIGN means a sign that is of historical significance or that is an historical re- source within the meaning of Minn. Stat. Ch. 116B. HOLIDAY SIGN means signs or displays that depict messages regarding a national, state or local holiday. ILLUMINATED SIGN means a sign that is lighted by an artificial light source either directed upon it or illuminated from an interior source. INTEGRAL SIGN means a commemorative table permanently constructed as part of a building. MARQUEE SIGN means a permanent roof -like structure extending from part of the wall of a building and constructed of durable material. additional definitions MOBILE SIGN means signs on wheels or that can be easily moved from place to place. MOTION SIGN means a sign that revolves, rotates, has any moving parts or gives the illusion of motion. NAMEPLATE SIGN means a sign that states the name and /or address of the business, in- dustry or occupant. POLITICAL SIGN means signs announcing a candidate seeking office or issues to be voted upon on a public election. PORTABLE SIGN means a sign that is designed to be moved. PUBLIC SIGN means official signs depicting danger, safety, trespassing, traffic speed limits, scenic or historical points of interest and memorial plaques.. PUBLIC UTILITY SIGN means signs that identify ublic utilities. REAL ESTATE DE- VELOPMENT SIGN means a sign intended to sell or promote a development project of three or more acres. REAL ESTATE SIGN means a business sign placed upon a property advertising that prop- erty for sale, rent or lease.. ROOF SIGN means a sign that is erected over the roof of a building. RUMMAGE SALE SIGN means a sign advertising a rummage or garage sale. SIGN means a display, illustration, structure or device that directs attention to an object, product, place, activity, person, institution, organization or business. The tern does not include the United States flag or a gov- ernmental flag properly displayed. SIGN AREA means the area framed visually by the construction, design or layout of a sign. SIGN STRUCTURE means the supports, uprights, braces and framework of the sign. TEMPORARY SIGN means a sign constructed of paper, cloth, canvas or other similar light- weight material and signs intended to be displayed for a short period of time. Page 39 Diane Ward From: Robert Gag Sent: Wednesday, September 02, 2009 10:28 AM To: Diane Ward Subject: FW: Liberty Village Signage Attachments: cover sheet.jpg; page 1.jpg; page 2.jpg; page 3.jpg From: karen - erickson @comcast.net [ mailto : karen - erickson @comcast.net] Sent: Fri 8/28/2009 1:17 PM To: Ken Harycki; Robert Gag; Jim Roush; Micky Cook; Mike Polehna Cc: todd remely; Sam & Nancy Spain Subject: Liberty Village Signage Mayor and Council, I know the Liberty Retail Association signage proposal is coming before you next week, and I'd like to give you my input. As I wear several hats in this issue, I want to be clear about each of these positions. Pine Hollow board member: Pine Hollow is the townhome area within Liberty and is the development closest to the commercial area. As you can see from the attached petition, the homeowners in Pine Hollow do not want signage on our light pole, the clock tower or by the tennis courts. The signatures represent 40 residents /31 homes (and I think almost everyone would have signed if we'd been able to find them at home in the short time we had.) I limited the petition to just these elements because they most directly affect the look of our residential area. Marc Putman has agreed to take the Pine Hollow light pole signage and the clock tower signage off the table. Liberty master board member: Board members very much want the businesses in the retail association to succeed, but the signage as proposed is thought to be too much. The board voted to support two of the four pylon signs. A motion was made and seconded to support signage by the tennis courts as pictured in the proposal, not as outlined in the specs. But after discussion the vote was 0/4 and failed to pass. Marc Putman will say this signage is needed to provide clear directions to the businesses and keep customers out of the residential areas. Other board members and I think it would be more helpful to have roundabout signage indicating the business area, the residential area, and the school. Homeowner: I personally think the roofs should be free of signs and only two pylons should be allowed. Though I too want the businesses to thrive, . there are many reasons the businesses are sickly. Throwing as much signage as possible at the problem isn't the cure. And one final comment. In my opinion, Mike Pogge has done an outstanding job representing the city's point of view regarding signage. Clearly allowances /compromises have been made because of Liberty's "differences" from other commercial areas in Stillwater, however he has vigorously and conscientiously tried to uphold Stillwater's standards by allowing two instead of four pylon signs and not allowing roof signage. Karen Erickson 1 3515 Pine Hollow Place 2 Pine Hollow Petition to Limit Commercial Signage for Liberty Retail Association To: Mike Pogge, City Planner Bill Turnblad, Community Development Director Heritage Preservation Commission Members Planning Commission Members The Pine Hollow Townhome Association borders the commercial area of Liberty. So we, the undersigned residents of Pine Hollow at Liberty on the Lake, ask you to preserve the residential aesthetic of our neighborhood by not approving the Liberty Retail Association's proposal to place commercial signs on the Liberty Clock Tower, the light pole on the corner of Settlers Way and Pine Hollow Green, and at the tennis courts. Name (print) k Kik) 7A< I OK-S6,■J yAJ/'b 4-KO ( Address 1:7ciAler7 tho_Sen ) eki 1) ' A( ----' r L.,--'1111 4r S-1 PWZ. 1--foLut, Signature 395 Ail gibk) p -12S 7 4. / it' (3641, J(/.-r vieL , 1 f ,A4* 1,' L L "NJ "I'J'e /10 ki; q5 E3 f /, ..4,, tee,r , e - t L Itvc$. -T?" 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I , A L.- • I a l .t..„- LI: 1 t C:t ' 1 - V C;' r-/ ... i ,-- L ' Lz:.*/ 72. - Q.-, tit, Cei Z r L-i- .4 ic _ ' WI/L:1) / /1...e. -•4; / ..__P!..- cisr.___ ° Ad' tik_ „, tit,t, 1,,L. t ) '/2 ,... ., ../ , / I 4. t7t9 1 ? ki /1 - ' t 4,1111 11441 il , .- °1 , &C, t ,`T ' t r _ ,t41. tc )'^-1 —I i ' \tit *tilelt., ■.., 41 / ..t Name (print) Address t\e(t(i Signature JiyW \ L\11%.-44.. 11A • I --4( Lk' h -ritle_ YID flew-F.1: I ec.74ZU, 11, (Ak)c,„.., 2009 Anytime Fitness Stillwater Marathon Runner & Business Survey Results The following information was gathered to measure various impacts of the inaugural Anytime Fitness Stillwater Marathon held on Sunday, May 24, 2009. The purpose of the survey was to gauge the economic and community impact of the marathon on the Stillwater area and to collect valuable information from participants and area businesses. Runner Survey Methods The Runner Survey was developed with initial guidance from the University of Minnesota Tourism Center and based on their experience in surveying other events such as the Upper Minnesota River Art Crawl Meander and St. Paul's Grand Old Day. The survey was delivered via e-mail to registered runners. Data was collected using SurveyMonkey.com, an on -line survey tool. All responses are anonymous. The survey included three parts: 1) Marathon- Related Questions 2) Travel - Related Questions (based on U of M Tourism samples), and 3) About You (based on U of M Tourism samples). The questions helped determine spending and participation of the 2009 runners and their party, potential improvements to the event, and demographic info about the respondents. A total of 1,261 runners were contacted (based on available e- mails), with the following results: Partial Responses: 13 Complete Responses: 307 Total Responses: 320 - 25.38% of valid e-mails *A sample survey may be found in the final pages of this packet. Business Feedback Methods Feedback from area businesses was gathered from various sources including e-mail and on -line surveys. Businesses were encouraged to help gather information by promoting the opportunities to other businesses and passing along links to survey tools. A special Google mail account was established for businesses to submit their Marathon weekend comments (no e-mails were received), but others were received directly to Chamber staff accounts at director @ilovestillwater.com or info @ilovestillwater.com. E -mail feedback is included in the final pages of this packet for your review. The on -line business surveys were delivered via e-mail to both downtown and area businesses. Data was collected using SurveyMonkey.com. The surveys were simple by design so as not to influence the opinions of those responding. Response numbers were: Area Businesses 70 Downtown Businesses 22 Results— Runner Survey Summary Marathon - Related Questions Much of the marathon- related answers pertain to runner satisfaction about specific marathon features and thus equate to valuable proprietary information. Key stakeholders may view the information upon request. The average rating of marathon features and activities was 4.08 on a scale of 1 -5 with 5 being most favorable. Features that were surveyed include web site, entry fee, packet pick -up, expo, guest speaker, pre -race info, pre -race newsletter, hospitality, starting area, course, course entertainment, water stations, volunteers, finish areas, medical tent, race t- shirts, event merchandise, shuttle bus system and post -race activities. Travel- Related Questions Of the runners who responded, 70.6% had travelled to the Stillwater area on previous occasions, and 23.1% of the respondents were residents of the Stillwater area. The highest level of participation in activities within the community included: Eating at a Restaurant or Bar 56% Purchase Gas 31% Shop 28% Of the 238 runners responding, their estimated total amount spent during race weekend was $29,247. The average amount spent was $120.36. Party sizes for race day were generally 1 -2 people (including the runner, 26.4 %) or 3 -4 people (including the runner, 27.1 %). When asked about marathon packet pick -up, a slight majority (54.9 %) chose Friday and 46.4% chose Saturday. Party sizes for packet pick -up were generally 1 -2 people (including the runner) with 126 responses. On a scale of 1 to 5, with 5 being the most favorable, 86.6% responded "4" or better when asked "How do you rate your overall Stillwater area experience during race weekend ?" Ninety percent of respondents would return to the area or recommend the area to friends for a vacation or day trip. About You/Demographics Typical respondents were females from households living as a couple with children under 18 and an average household income of $125,00 or more. The average age was 38. Results— Business Surveys Area Business Survey Summary When aske4,"Do you support the Stillwater Marathon as an annual event' ? ", the following results were received: Yes 70% 49 Businesses Maybe 4.3% 3 Businesses No 25.7% 18 Businesses Downtown Business Survey Summary When asked "Do you support the Stillwater Marathon as an annual event ? ", the following results were received: Yes 45.5% 10 Businesses Maybe 27.3% 6 Businesses No 27.3% 6 Businesses *Responses to open -ended questions may be found in the final pages of this packet. Included: • Sample Runner Survey • Runner Survey Results — Travel - Related & About You Sections • Downtown Business Survey Results • Area Business Survey Results • E -mail Feedback Anytime Fitness Stillwater Marathon Runner's Survey 1. Marathon - Related Questions Answers to these questions help race organizers make changes and improvements to enhance your experience each year. 1. Which race did you participate in? O Marathon O 20-Mile Run O Jon Francis Half Marathon O12K 2. How did you find out about the Stillwater Marathon? nRunning Magazine 0 Friend or Relative n Internet Running Store ❑ Direct Mailing Newspaper ElPacket from Other Race nOther (please specify) 3. Why did you choose to run the Stillwater Marathon? Anytime Fitness Stillwater Marathon Runner's Survey 4. Please rate the Stillwater Marathon on the following scale of 1 to 5, with 5 being most favorable and 1 being least favorable: Web Site Entry Fee Packet Pick -Up Expo Guest Speaker Pre -Race Info Pre -Race Newsletter Hospitality Starting Area Course Course Entertainment Water Stations Val unttoerc 12K /Half Marathon Finish Area 20 -Mile /Full Marathon Finish Area Medical Tent Race T -Shirts Event Merchandise Shuttle Bus System Post -Race Activities OVERALL RATING 1 Least 2 3 4 5 Most N/A Favorable Favorable O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 O 0 0 0 0 0 5. How may we improve the Stillwater Marathon? 6. Do you plan to participate in future Stillwater Marathons? O Yes O No O Maybe Anytime Fitness Stillwater Marathon Runner's Survey 7. Would you recommend this race to others? OYes ONo OMaybe Anytime Fitness Stillwater Marathon Runner's Survey 2. Travel- Related Questions The answers to these questions help community leaders and businesses prepare for your visit and create an enjoyable experience for you and your party. 1. Had you visited the Stillwater area before this year's marathon? O Yes O No O I'm a Stillwater Area Resident 2. While in the Stillwater area for packet pick -up or the race, did you or your party: Stay overnight at a lodging establishment Stay overnight at a friend's /relative's h "use tat at a restaurant /bar Shop Purchase Gas Pursue other recreation or entertainment None of the Above Other (please specify) You n LI 0 0 Your Guests /Party E nl n C 3. Please estimate the amount you and your party spent during race weekend (Friday through Sunday)? Estimated Total 4. When did you pick up your race packet and /or attend the race Expo? nFriday • Saturday Other (please specify) Anytime Fitness Stillwater Marathon Runner's Survey 5. How many people were in your party for the following (including yourself)? Packet Pick -Up Race Day Myself 1 -2 3 -4 5 -6 7+ O 0 0 0 0 O 0 0 0 0 6. How do you rate your overall STILLWATER AREA EXPERIENCE during race weekend on a scale of 1 to 5, with 5 being the most favorable and 1 being least favorable? O 1 Least Favorable O 2 O 3 O 4 O 5 Most Favorable Other (please specify) 7. What suggestions do you have to enhance the STILLWATER AREA EXPERIENCE for runners and their guests during race weekend? 8. Will you return to the area or recommend the area to friends for a vacation or day trip? O Yes O NO O Maybe Anytime Fitness Stillwater Marathon Runner's Survey 3, About You (Optional) Thank you for your willingness to share your information. All questions are optional and complete confidential. 1. What is your zip code? 2. Which describes your household? O Couple (Children Under 18) O Couple (Grown Children) O Couple (No Children) O Single (Children Under 18) O Single (Grown Children) O Single (No Children) Other (please specify) 3. What is your gender? O Male O Female 4. What is your annual household income? O Less than $25,000 O $25,000 to 34,999 O $35,000 to 49,999 O $50,000 to 74,999 O $75,000 to 99,999 O $100,000 to 125,000 O $125,000 or More 5. What year were you born? Runner Survey Results Travel - Related & About You Sections 8. Had you visited the Stillwater area before this year's marathon? !' Response. Count 218 19 Yes m 70:8% No rj 6.2% I'm a Stillwater Area Resident 23.1% answered question skipped question 71 8.'. 12 4 of 9 9. While in the Stillwater area for packet pick -up or the race, did you or your party: Stay overnight at a lodging establishment Stay overnight at a friend's /relative's house Eat at a restaurant/bar Shop Purchase Gas Pursue other recreation or entertainment None of the Above You 60.0% (15) 57.1% (32) 76.7% (132) '67.8% (59) 78.9% (75) 71.7% (33) 99.0% (103) Your Guests /Party 68.0% (17) 53.6% (30) 68.0% (117) 64.4% (56) 45.3% (43) 65.2% (30) 30.8% (32) Other (please specify) answered question skipped question Response Count 25 56 172 87 95 104. 25 308 12 10. Please estimate the amount you and your party spent during race weekend (Friday through Sunday)? Estimated Total Response. Response Response Average Total Count 120.36 29,247 243 answered question 243 . skipped question . 77 5 of 9 11. When did you pick up your race packet and/or attend the race Expo? Friday Saturday 54.9 %" 46.4% Other (please specify) answered question skipped question: 136 293; 2. How many people were in your party for the. following (including yourself Myself 1 -2 3-4 5 -6 Packet Pick -Up 30.0% (90) 20.7% (62) 5.3% (16) 2.0% (6) 300 Race Day 14.1% (39) 26.4% (73) 27. 1% (75) 17.7% (49) 14.8% (41) 277 skipped question 6 of 9 13. How do you rate your overall .STILLWATER AREA EXPERIENCE during race weekend on a scale of 1 to 5, with 5 being the most favorable and 1 being least favorable? 1 Least Favorable 0 2 3 4 5 Most Favorable Response Response Percent :.... . Count 1 2.0% 6 11.1% 49.7% 152 36.9% 113 Other (please specify) 23 . answered question 306 skipped question 14. 14. What suggestions do you have to enhance the STILLWATER AREA EXPERIENCE for runners and their guests during race weekend? Response Count 91 answered question 91 15. Will you return to the area or recommend the area to friends for a vacation or day trip? Yes • No Maybe Response Response Percent Count 8.8% answered question skipped question 27 306 14 7 of 9 16. What is your zip code? Response Count:. 299 answered question ;299 skipped question 21 17. Which describes your household? Couple (Children Under 18) Couple (Grown Children) Couple (No Children) Single (Children Under 18) Q Single (Grown Children) 11 Single (No Children) Response Response Percent Count ::41.7% 123. 11.9% 35 18.3% 54 3.7% 11 2.0% 6 22.4% 66 Other (please specify) 6 answered question 295 skipped question: 25 18. What is your gender? Male Female Response Response Percent Count 45.5% 137 54.5% 164 answered question 301 skipped question 19 8 of 9 19. What is your annual household Income? Less than $25,000 $25,000 to 34,999 $35,000 to 49,999 $50,000 to 74,999 $75,000 to 99,999 $100,000 to 125,000 $125,000 or More 4.7% 5.8% 8.0% 13.4% 21.4% 20.7% 13 16 22 37 59 57. TAV skipped question 283 9 of 9 ripped - question Area Business Survey Results Stillwater Marathon Survey - Area Businesses 1. Do you support the Stillwater Marathon as Response Count Yes No Unsure answered question skipped, question 2. Where is your business located ?! Response Response Percent. Count la Lake Elmo Oak Park Heights Stillwater Other gi 2.9% 2.9% answered question skipped question 1 of 2 3 Is your business a member of the Greater Stillwater Chamber? Membership is not required to take,the survey.. 1 74.3°x° 52 15 4.3 %0 3. ansyered,question 70 slrpped.quesfion 0' welcome to provide additiona eedback, if c esred question 2 of 2 Stillwater Marathon Survey - Area Businesses You are welcome to :Provide additional feedback, if desire 39 answeredlquestio skipped question 1 of 4 r : Response Tex# a' 1 well run, brought a good client base to Stillwater. Aug 14, 2009 8:08 PM 2 Marathon needs to pay all of its costs to cover city and other provider services. Should also pay more towards downtown beautification going forward. Aug 14, 2009 8:10 PM 3 Great event. No negative impact on my business and I'm right on Main Street. Aug 14, 2009 8:23 PM 4 .businesses is this all the information you want or we need for feedback? I would be interested in an economic assessment of the benefits to Stillwater and the general public. I would be interested in what are the non - economic benefits to the general community. I think there should be a structured data collection, research and analysis for teh next marathon. Setting this up well before the event to get pre -event information and then during and after the event. I feel that there is a lack of data and too much anecdotal information to make a fair assessment of what it means to our community Aug 14, 2009 8:49 PM 5 I thought it was great! Aug 14, 2009 9:05 PM 6 This event provided no benifit to the citizens or community at large. It was a large drain on the resources and enjoyment of our community to support a private, very large financial gain for the promoter and a very small amount of businesses. The orginizer did not meet the safety and traffic control requirements set forth by the community and these were left to the community resources to ensure the safety of the community and participants alike. Aug 14, 2009 9:09 PM 7 It was really fun to see all the happy marathoners in town when I was volunteering at the pancake breakfast. It's got to be good for local business to have that event and even though I'm up on the hill and not directly benefiting, I believe what's good for downtown Stillwater business is good for the entire community. Aug 14, 2009 9:25 PM 8 By the time my business opened the race was over. I live right in Stillwater, close to the route. I didn't feel it was a bother at all. Aug 14, 2009 9:36 PM 9 Organization should be more on top of removing no parking signage as soon as race has passed. Better removal of trash before during and after race Aug 14, 2009 10:04 PM 10 Again, The fact that this occurs on what is typically a terrific weekend for us with visitors, and my sales were down 18% ...makes me think that this race doesn't benefit the DT stillwater area. I'd love to see it on another weekend either prior to memorial day or after labor day. Loved the remote parking though...some things were well considered. Aug 14, 2009 10:07 PM 1 of 4 Response Text �. 11 Marathon added a pleasant activity to the weekend. I would advise against allowing significant side shows to become a part of the weekend (Le., food vendors, marketplace, etc.). Keep the focus on running, eating in local restaurants, staying in local hotels and shopping in local stores. Would support an evening music venue if it played to the type of attendee. Also, the $1 per marathon runner for downtown beautification seems a bit small considering the $80 -90 entry fee for runners. Even a $2 -3 fee affords a greater use of funds for downtown maintenance. Before the marathon grows substantially, I encourage foresight to apply that fee in year 2. Business was up 20 -22% over the same weekend in 2008...but, more than likely it was due to the nice weekend compared to a rainy 2008. Didn't feel that the Marathon was the sole result of our increase. Aug 14, 2009 10:08 PM 12 It was a great event for us help fill a normally slow weekend. Aug 14, 2009 10:46 PM 13 Memorial Day weekend is traditionally a good business weekend for downtown Stillwater -- Consider holding the Marathon the weekend prior to the holiday. Runners will still gladly participate, and the town could benefit from two busy weekends, rather than overlapping the holiday and event -- causing some businesses whose demographic does not match that of the marathoners to loose some business. While the marathon provided significant sales for us that weekend, it would be nice to utilize the event in a way that brings people in to town at a time when we aren't already expecting a good turnout. Thanks for listening! Aug 14, 2009 10:52 PM 14 Great event - -draws excellent demographic - perfect weekend to do it on- Aug 15, 2009 2:36 PM 15' Those who don't support this event will probably not notice any difference from any other sunday if they open at their usual 11 am or noon. I believe the failed economy and not the marathon will account for lower sales this summer, including the sunday of the marathon. There were certainly many more people in our location on main street on the day of the race. If they don't buy it's because our businesses do not have what they want! That is our fault - not theirs! What may be most important is that the event coordinators live up to the promises they make in their contract. All funds must be paid on time to the entities who are depending on the funds. I am concerned that they are late in paying the beautification funds to the downtown area, and the city is setting a dangerous president for the relationship. If this is not addressed my support will erode very quickly. Promises made must be promises kept. I would hate for this to become an "I told you so" moment for the bitter few who opposed this event for personal grudge reasons. I have no problem signing my name. Kate Vichich Aug 15, 2009 5:54 PM 16 I think this is a great thing for the city of Stillwater as it brings a new demographic of people to the downtown area which is what all of us should be striving for to grow our businesses. Aug 15, 2009 8:04 PM 17 The Grain Belt Premium and Schell promotion was a good idea that was not well thought out. Appreciate the thought, but was a bit of a hassle. Aug 15, 2009 8:36 PM 18 Thought it was really good exposure for our community! Thanks for putting it together and making us look good! Good luck with next years' planning! Aug 17, 2009 12:26 AM 19 A healthy event that brings new people to town. We are a tourist driven economy, whether we like it or not. Aug 17, 2009 1:20 PM 20 I bekive that the Stillwater Marathon is a GREAT event for Stillwater. It is a event that draws a differnet growd that what LJD brings to town, thus giing us a chance to show other people what STilwwater has to offer. I have not heard any negative coments about the event. We as a community and businesses need to continue to support this event Aug 17, 2009 3:39 PM 2 of 4 3 of 4 ResponseTEXt 21 This should absolutely NOT become an annual event. It was crammed down the throats of stiliwater businesses last year without due process. Terms of the contract were blatently broken and no one did anything about it!!! IT ONLY BENEFITS THE EVENT PROMOTER! and on memorial day weekend - give us a break - it kept regular customers away - they told us so - and did nothing to benefit local businesses. EVENTS NEED TO BE ADDRESSED QUICKLY BY THIS TOWN. WE ARE BECOMING A CARNIVAL TOWN AND WE ARE KILLING THE VERY THINGS THAT BRINGS PEOPLE TO THE VALLEY....ALL FOR THE BENEFIT OF 1 or 2 profit making organizations. ugh! Aug 17, 2009 4:10 PM 22 Marathon was a bust for downtown business. Just like most other SCE events. Aug 17, 2009 4:44 PM 23 The marathon was fun and well -run. It brought alot of people into town. All participants I spoke with really liked the event and will be back next year. Aug 17, 2009 4:48 PM 24 High quality event and participants that benefits most every type of business in the area with minimal impact on the city. Just as with other events, many involved will recognize for the first time the wealth of tourist attractions here and likely return in the future. Aug 17, 2009 6:00 PM 25 I had a friend that ran in it and she said that it was the best one she's ever run in...she knew the streets and especially, she loved the enthusiasm from the fans! Great turn -out! Do it again! Make it an annual event! Aug 17, 2009 6:21 PM 26 Could we move events to times where we need to drive traffic? Memorial weekend is /was a good weekend for business without the Marathon. Aug 17, 2009 6:58 PM 27 I thought it was great! We had a little extra business because of the marathon. Aug 17, 2009 9:22 PM 28 We participated in the taste of stillwater food tent. We were honored to be asked to participate. This was not a money maker for us. I would ask that possibly better tent placement for the food and more marketing and /or activities to draw more community /runners /spectators to the finish line in the park. Could all runners finish at lowell park insteasd of 1/2 at pioneer park? Keep the food local! Thank you, Todd - Joseph's Aug 18, 2009 2:24 AM 29 The reason I cannot support the Stillwater Marathon is the date chosen. I would happily support the Marathon if it were held some time after Labor Day and before Memorial Day, however. Our regular loyal yearly customers from all over the country will become discouraged by the congestion as the Marathon grows from year to year. This will negatively affect one of our best weekends of the year. One example is in July. Our sales are actually better the weekend before Lumberjack Days than they are the weekend of Lumberjack Days. Our customers have learned to stay away on that busy weekend. We cannot afford for them to eventually learn to stay away on Memorial Day as well. There are many other slow weekends to raise the headcount in Stillwater with an event such as this. Please consider these remarks as you decide the future of such an important weekend in this beautiful city. I have been in downtown for 23 years and would love to stay much longer. Thank You Aug 18, 2009 3:21 AM 30 We had a lower than average weekend. Aug 18, 2009 2:41 PM 31 It was a great event for Stillwater and we should do it every year Aug 22, 2009 2:55 AM 3 of 4 Response Text 32 Is it really necessary? There are numerous marathons going on all around us during the weeks before and after Memorial Weekend. I believe just the advertisement of another large event in downtown scares many regular holiday weekend customers away. As a longtime downtown business owner, I firmly believe that neither the City of Stillwater or the Chamber of Commerce should be endorsing or allowing events in any area that works against the tax - paying businesses in it. If a marathon "must" go on, let it run thru town early but not start or stop downtown. Take it to an area that can handle the parking, the vending won't compete with neighboring businesses and the perceived impact of yet another traffic jam and parking shortage won't even be considered. To answer your question, I don't care if there is another Stilwater marathon, please keep it out of downtown. There are huge parking lots all over town sitting empty on holiday weekends that could handle this crowd. Aug 26, 2009 1:27 AM 33 As a chamber member and a runner of the event, I would like to say that it was a very thought out event. I felt that there were adaquate road blocks, and markings for both runner and community member. I am partial though because I really enjoyed running it and would again every year if was an annual event. Thank you! Aug 26, 2009 5:26 AM 34 What a perfect event in every aspect for Stillwater!! Kudos to the organizers for the shuttle service, clean up and brining thousands of people to Stillwater who otherwise would not have been here. Aug 26, 2009 2:25 PM 35 an the 12K. From my perspective I didn't see any places where traffic /business /home access was greatly affected. Lots of people were watching and cheering along the route. Aug 26, 2009 6:19 PM 36 Having the marathon on memorial day weekend is ludicrious! Someone needs to address the fact that a private business can continually use Stillwater for it's own private gain, while harming the other businesses in the area. Plus these people didn't stick around and shop, they came, they ran, their friends /watchers picked them up and they went home. But knowing the marathon was going on kept our regular customers away that day. Aug 26, 2009 7:17 PM 37 We don't object to a marathon. We do object to Eckberg continuing to exploit our town the way he has. Aug 26, 2009 7:20 PM 38 I like the shuttle bus program, I feel that it worked very well and we still had plenty of parking. Aug 27, 2009 3:22 AM 39 All it causes is traffic congestion. Customers have told us they were so frustrated trying to get into downtown, that they just turned around and went elsewhere. Aug 27, 2009 5:14 PM 4 of 4 Downtown Business Survey Results Stillwater Marathon Survey - Downtown Businesses 1. Do you support the Stillwater Marathon as an annual event' Yes No Unsure answered' question skipped question,'. 2 2. You are welcome to provide additional feedback, if desired. Response .' swered question question 1 of 1 Stillwater Marathon Survey - Downtown Businesses You are welcome to provide additional feedback, if desire' 14 skipped :question' 1 of 2 's onse 1 It really help our sale that weekend Aug 14, 2009 5:10 PM 2 Not Memorial Weekend, not downtown Aug 14, 2009 5:41 PM 3 We thought the event was handled very well. The car traffic in town was very minimal and there was a lot of foot traffic and people into the store. Our sales werent up too much that day, although, we have had several people come in saying they were back because they saw us when they were here for the marathon. Aug 14, 2009 6:42 PM 4 Great event. Good for Stillwater. Great exposure. Aug 14, 2009 6:48 PM 5 I was pleased that the people were bussed in. But I was disappointed in the amount of business it brought it. Aug 14, 2009 7:29 PM 6 no beer tents for future events as was this year Aug 14, 2009 7:38 PM 7 This event generated much more business than Lumberjack Days! 100% more in that Lumberjack Days caused a lack of business. Aug 14, 2009 8:31 PM 8 I thought it brought the community together. Lots of people from out of town as well as locals. MAny customers ran the races or held neighborhood parties. Great w/e and have had many return customers. Aug 17, 2009 9:46 PM 9 On the weekend chosen, I will not support an annual marathon. If the Marathon can be moved to a non - summer weekend, I'd be more in favor. My feeling is that we cannot take anymore weekends downtown in summer to take business away from those who are paying the taxes ( through rent and Cam) and who are working pretty hard to make stillwater approachable and charming. These events seem to make people stay away from downtown shops and restaurants. They certainly keep people away from mine. Aug 26, 2009 11:11 PM 10 I support an annual marathon but not downtown. Aug 27, 2009 12:00 AM 11 If we are going to have a marathon lets do it before memorial day. Aug 27, 2009 4:38 AM 12 Good exposure for the city. The event was well organized and professionally produced. Aug 27, 2009 12:32 PM 13 I would love to see an annual Stillwater marathon but ONLY if it were not on a weekend when we are normally extremely busy. This cut significantly into my sales. ( Down 18% over prior year) That is a weekend figure, I opened at 7 am with coffee and freshly baked pastry and had the best hopes. For reference, my sales for the year are up over last year, so I am certain this is not just a function of the economy. Aug 27, 2009 3:52 PM 1 of 2 espouse "Tex 14 THE MARATHON IS NOT A BAD EVENT - BUT AS A dt business owner it has negative impact on sales. There needs to be some consideration of the long term impact on the neighborhood - the tax paying businesses, the ENTIRE compliement of businesses (not just bars...) PLEASE - DO NOT RUSH to judgement on this event and shove it down the throats of those who are already barely surviving other large scale events that take away business from our main street merchants Aug 27, 2009 4:59 PM 2 of 2 E -mail Feedback From Downtown Businesses Jennifer Severson From: Sent: Tuesday, May 26, 2009 1:24 PM Jennifer at the Chamber asked that we share our Marathon numbers in comparison with other years. So these are my numbers for the three day period (Sat /Sun /Mon) for the last three years. (I will only do the $$$ in percentage change from year to year.) Please also remember that last years (2008) Saturday of Memorial weekend it rained ALL day, so numbers were down for that weekend. (Yep, we track that too if it affects the day.) Number of People through the store: 2007 - 464 2008 - 375 (rain) people than 2007) 2009 - 512 (So only 48 more For 2009 the Sunday of the Marathon we opened at 9am. We had 10 people through between 9 and 11 with no receipts, another 10 through between 11 and 12 with 1 receipt, and then our normal numbers after that. So I would not open before 11 again on an event day. It made no difference in sales and just cost me in labor. But the numbers sound good don't they? Now look at the conversion rates and dollars. Numbers of receipts written with the conversion percentage (The W of all the people through the door that bought something.) 2007 - 79 receipts for a 17k conversion 2008 - 36 rec.s fora 10% conversion 2009- 57 receipts for a 11% conversion Dollars - 2009 was 1396 higher than 2008 (but remember that rainy 2008 weekend) and 42W LOWER than 2007. Comping 2009 to 2007 (we'll leave rainy 2008 to the side) we had more sales and made more money in 2007 with less people than we did in 2009. Why? This is IMPORTANT - as retailers we all work hard to get shoppers in our stores, all our marketing is geared toward that. Shoppers ARE NOT the same as "bodies ". The shoppers *we *market to come to Stillwater to DO Stillwater, shopping the stores and hopefully staying to dine. Events bring in bodies for a specific reason that does not include shopping as their first goal. While they are in town they sometimes "tour" town, but they have no plans or expectations of buying. Now do we get "bounce back" from this? The. "oh this is a lovely town, I've got to come back sometime I certainly hope so. I also hope the dining and lodging establishments did well. So as a retailer (and not a hospitality business) I have to ask again that LIMITS be put 1 on the numbers of event held in our downtown. There are only a finite number of weekends for us to make ends meet. (And let's face it - the weekends are what make or break all of us.) I do not want to give any more weekends up on the off chance of the bounce back effect. If the marathon continues in the future I would like to make sure it does not have any "side" growth attached to it. (Vendors in the park, entertainment added, etc etc) Anyone else want to share? 2 Jennifer Severson From: Sent: To: Cc: Tuesday, May 26, 2009 2:09 PM Thanks so much for the specific information; Our sales were way down for the weekend over 2008. We had 10 transactions on Sunday between lam and 11:30 am. Business didn't really pick up until after 1pm, but then we had a productive day, and it would have been more had we stayed open a little longer. Sunday was up 12% over 2008. We were significantly down in sales over the rest of the weekend though, and we had been running pretty close to the same days last year for the month of May, May 2009 was down 3%. over May 2008 until thursday. We haven't seen numbers this low since march. Friday we were down 9%. Saturday we were down 28% ( ouch ) Sunday we were up 12k Monday we were down 6% Overall, my weekend was down 12% over the same weekdays last year. We certainly had bodies in the store, but not many buyers. Traditionally this weekend is a good day trip for people in the metro area, and I believe some stayed away due to the race. I realize important. encourage But there retailers, marathon, something entirely. that not every stiliwater event is going to benefit me. I know that Events are Things that make the restaurants crazy busy are important. Events that stays at the lodging people are important. has to be a better time to have such an event than on what is, for the one of the busiest weekend of the year. Stillwater is a great place for a but it would have been nice to have it 2 or 3 weeks earlier when we need to draw people to Stillwater and to not have it be a reason to avoid town We went into this optimistically... Serve free lattes and freshly baked pastry ... put our balloons on the front of the store...had energetic staff doing their best to be upbeat...I was hopeful, and am feeling a pretty painful pinch after the last 4 days. 1 Jennifer Severson From: Sent: Tuesday, May 26, 2009 2:49 PM NEIL Good record! I wish you could have opened at 7 am. I had a lull at 9 am when you opened. 7 am is when all the people at the starting line walked through town - by the hundreds! If you had opened then you may have had 30 to 50 or more additional people walk thru. And we all know it can sometimes take only one person /sale to make it all worth it. Before noon, I had the most people in between 7 am and 8:30 am. I hope next year you will open at 7 am and really get a more successful result. As for the event in the park, I walked down there after 1 pm and have one issue that will need addressing. Food vendors in the park. This was done at the last minute- but it was only HD res*aurants from what I understand. We will need to make sure that this is regulated, and only HD restaurants are allowed to do this if it continues. I do think we need to talk to the Chamber and the city about this, and to maintain some control over what happens with this. I also noticed that downtown was packed in the afternoon. There were big crowds on the street. As expected, there will be some tweaking and monitoring necessary. Page 1 of 2 Jennifer Severson From: Sent: Tuesday, May 26, 2009 4:03 PM To: Hey All, We keep similar records to- and are in the same building, but only have two full years of history (yup, the newbies!) also a small computer problem means we have limited data for 2007 -- just total sales, no stats on the average sale /foot traffic. We were NOT open on MONDAY -- so the numbers below only reflect SAT /SUN data 3% dollar decrease from 2007 - 2008 rainy year 33% dollar increase from 2008 to 2009, foot traffic up by 51% and a 16% increase in number of sales, with the average sale up 13%, (sales were up 29% from 2007 to 2009.) I am not sure if we are comparing apples to apples in our little two year history: The economy crashed between now and then -- We saw our % of customers buying things, as well as the total number of people in the door dramatically decrease (average sale also went down a bit) -- it has been slowly and steadily climbing up, but is still not where it was pre- crash. Something to consider when looking at last years numbers and this years. Our numbers are also so new, that some of the growth we have is simply from starting at new /nothing and growing a customer base. Despite the overall lower numbers at the shop due to the economy -- we still had a nice spike with the Marathon. We.spoke with each customer that made a purchase and we think we can attribute about 35- 40% of all sales to marathoners : about 25% on Saturday, and over half on Sunday. Obviously our shop's demographic nicely matches those who participate in Marathons. I fully agreed do not expand these kinds of events to include outside vendors that take dollars and bodies out of the stores and restaurants of Main St. Holding the Marathon on a weekend other than Memorial Day would be a smart move, why stack things onto an already busy weekend that is generally good for all? Maybe wedge it between Mothers Day and Memorial Day? -- it seems like Memorial Day Weekend kind of kicks off the season down 8/27/2009 Page 2 of 2 here, and to have an event prior to that time might be a nice way to get some early action into Downtown. Thanks for all the talk, keeping communication going is important for downtown!!!! 8/27/2009 Page 1 of 2 Jennifer Severson From: Sent: Tuesday, May 26, 2009 5:46 PM •opened at lam and had free coffee & donut holes. By noon I sold very little, so that did not pay for the coffee & donut holes. Thankfully I worked the hours myself so I didn't have to pay staff, but I missed getting my one day off a week. I would not open early next year. I had a small rush of people through at 7:30am - but they just wondered through. I was very friendly and found most of them were ‘^,ithin driving distance and had not stayed over night. They appreciated the coffee. Many asked for directions and I was surprised there was no shuttle to viewing points along the run, and many asked for maps of the route which I did not have, save the one runner's guide that was dropped off. Saturday sales over 2008 this day down 6% Sunday sales over 2008 this day down 28% Monday sales over 2008 this day down 18% I can't say the marathon was the reason - but I can say that it did not have a positive economic impact for my business. Traditionally this weekend has been strong for me for 7 years. My staff reported that the people who made purchases were not runners, but people who made it to town who had no idea there was a marathon in town. This is what I have seen for other large events. Personally - in my business, I see more success with the smaller events such as Summer Tuesdays, the Fall Art Fair, the May Day event we did this year, etc. I was a little dismayed that the parking Tots were not shut down in the morning as we were told, the Chilecoot lot was half full by 6:30am. But in general - it was good they directed people to park up at the Courthouse or where ever they parked, this did help with traffic & parking downtown in the morning. I would stay open until 9pm on Sunday night of Memorial Weekend next year. Does anyone know who is doing the economic impact study that SCE is required to do? Is there an outside company doing this? 8/27/2009 Page 2 of 2 I have no doubt the marathon is here for years to come and that it will grow pretty quickly in the next few years. I'm concerned about that on a holiday weekend, when downtown has become so seasonal. I worry that these larger events are driving our residents and locals away - for this is what I hear from many of my local customers. They avoid downtown all summer. That is sad to me. Hotmail® has ever - growing storage! Don't worry about storage limits. Check it out. 8/27/2009 MARATHON AGREEMENT THIS AGREEMENT is made this l q day of December, 2008 between the CITY OF STILLWATER, Washington County, Minnesota ( "City "), and the ST. CROIX EVENTS, INC., a Minnesota corporation ( "St. Croix "). RECITALS 1. Marathon. The City hereby authorizes St. Croix to organize and conduct a marathon race to be known as the "Stillwater Marathon" (and/or the "Race ") in order to foster and promote tourism within the City of Stillwater and the St. Croix Valley and encourage commerce within the City that will ultimately increase property values and the quality of life within the City, thereby promoting the welfare of the City. The Marathon will be set up on May 23, 2009 and the Race run on May 24, 2009. 2. The Race. The Stillwater Marathon will include a full marathon race of 26.2 miles; a 20 mile race course; a half marathon race course; and a 12 kilometer race course. 3. Marathon Route. (a) Full Marathon Course. The race will start on Minnesota State Highway 95 (Main Street) with start lines between the Andiamo Main Office and the Oasis Cafe and continue south on Highway 95 through Bayport to 22nd Street. 22nd Street West to Stagecoach. Stagecoach North to 23 (Beach Road). Beach Road to 4th Avenue. North on 4th Avenue to Burlington. West on Burlington to 6th Avenue. North on 6th Avenue to Churchill. West on Churchill to Greeley. North on Greeley to Myrtle. East on Myrtle to Minor. North on Minor to Boutwell. East on Boutwell to Neal. North on Neal to McKusick Road. East on McKusick (using the trail) to Amundson. North on Amundson to Sycamore. Sycamore to Stonebridge Trail. North on Stonebridge Trail to Highway 95. South on Highway 95 to Mulberry Street. East on Mulberry Street to finish line in Lowell Park. (b) 20 Mile Course. Follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to the Marathon Course to finish. (c) Half Marathon Course. Follows the Marathon Course to Myrtle and Owens. North on Owens to Laurel. East on Laurel to finish line in Pioneer Park. (d) 12K Course. Follows the Marathon Course to 5th Street in Bayport. West on 5th Street to Stagecoach. Back on to Marathon Course to Myrtle and Owens. North on Owens to Laurel. East on Laurel to finish in Pioneer Park. 4. Starting and Finish Line. The Marathon starting line will be on Highway 95 (Main Street), just south of Downtown. Pioneer Park will be the finish line for 12K and Half Marathon. Lowell Park will be the finish line for the 20 Mile and the full Marathon. 5. Limitations. St. Croix agrees that the number of Race participants for all races will be limited to a total of 5,750 participants. 6. Fees. St. Croix will pay to the Greater Stillwater Chamber of Commerce (Chamber), for retention in a fund held for beautification of Downtown Stillwater, an impact fee of $1.00 per participant. This impact fee will not be itemized as a separate charge on registration forms or other race related documents. This amount will be remitted to the Chamber by July 1, 2009. 7. Parking Control. The purpose of the Parking conditions is to ensure that Downtown businesses retain parking availability for their customers during the Marathon. To further this purpose, (a) The City will: i. Close Downtown City parking lots pursuant to a schedule established by the Stillwater Downtown Parking Commission in consultation with St. Croix and the Chamber. 2 (b) St Croix will: Promote remote parking by Race participants by including a parking map and information, along with confirmation cards sent to all Race participants, and on other pre -Race promotional literature. ii. St. Croix will submit a Remote Shuttle Plan for the review and comment of the Chamber by April 1, 2009. Race participants will not be allowed to park in parking lots in the Stillwater Central Business District. Shuttle service will end no earlier than 7:00 p.m. on Race Day. iii. Arrange for large parking lots, such as the Andersen Corporate lot or the Washington County Government Center, for the parking of Race participants and connect the remote lots to the Race starting and finish points by remote shuttle. At a minimum, St. Croix will reserve at least 3,500 remote parking spots for use of Race participants. iv. The parties agree to develop a parking disbursal plan for the finish of the Race that addresses and mitigates parking congestion in the Downtown, in order that normal businesses housed in the Downtown are not damaged by Race congestion. The plan must be developed by St. Croix in consultation with the Stillwater Parking Commission, Stillwater Police Chief and the Chamber and the Plan must be completed by April 1, 2009. 8. Traffic Control Points. The intersections of all streets and roads on the Race Course (Course) will be controlled by Police or event staff. Traffic will be allowed to cross the course at every intersection, runner traffic permitting. In addition, Race staff will assist residents with homes on the course in getting out of their driveways and escorting them to the nearest cross street, runner traffic permitting. Residences with homes on the course will receive a direct mailing from St. Croix informing them of specific Race timelines and will be given a direct "hot line" number to reach on Race day. Further, on the night before the Race, St. Croix will attempt to make personal contact with owners of vehicles that appear to be parked on the Race course. This will be done in conjunction 3 with the Stillwater Police Department. Every effort will be made to minimize or even eliminate the involuntary towing of vehicles because of the Race. By April 1, 2009, a Road Closure Plan must be agreed upon by St. Croix and the Stillwater Police Chief. 9. Garbage and Rubbish Removal. All garbage and refuse generated by the Marathon, including that left by spectators, will be removed properly and disposed of by sundown on the day of the Race. 10. Portable Toilets. St. Croix will provide approximately 250 portable toilets that will be placed near the starting line, near the finish line, and spotted throughout the course in keeping with Standard Race Requirements. All portable toilets will be removed by the close of business on Monday May 25th. In the event that all portable toilets are not removed in accordance with this requirement, the City is authorized to contract for and remove the toilets and add to costs so incurred to the costs that St. Croix is required to pay pursuant to §24 of this Agreement. 11. Water Stops and First Aid Stations. Water and first aid stations will be established at the start, finishes, and throughout the race course in keeping with National Race Standards for marathons. 12. Emergency Plan. The Race emergency plan will be designed by St. Croix with the assistance of National Marathon experts, Police and Fire Departments for the communities through which the Race will pass, and Lakeview Hospital Emergency Services. Further, St. Croix will retain a qualified medical doctor (MD) with expertise regarding marathons to review and approve the life safety aspects of the Emergency Plan. The City reserves the right to review and approve the MD so selected, and St. Croix must 4 provide proof to the City that the MD so selected has been retained for this purpose. St. Croix agrees to authorize the MD to cancel the Race as required to protect the health and safety of the Race participants. 13. Food, Liquor and Vending. St. Croix will not provide commercial food, liquor or vending, nor will they license others to provide these services to race participants in City parks. This provision will not prevent St. Croix from reaching agreement with the. Chamber to develop a food or beverage vending plan for the event for the parks, nor does this provision prevent St. Croix from providing food and nonalcoholic beverages to Race participants. 14. Closing of the Course. All barricades and cones will be removed and the Race courses closed by 1:00 p.m. on Race day. 15. Insurance, Hold Harmless, and Indemnity. St. Croix agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement; and further, St. Croix agrees to provide to the City evidence of insurance coverage of at least $1,200,000 of combined single limits covering claims that might be brought against them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." 16. Public Information. St. Croix will make every reasonable effort to notify property owners and businesses along the Race courses of any restrictions that might be placed upon their movements during the Race. Leaflets providing this information must be delivered to each such owner by mail one week before the race and delivered to the mailbox of each owner on the Friday before Race day. 17. Promotional Activities. St. Croix will work with the local Chamber to develop a Race packet that includes information to promote local business and restaurants. St. Croix will also display the City of Stillwater Lumberjack Logo on all promotional advertising, whether in print or web based. 18. Economic Impact Survey. An Economic Impact Survey (the "Survey ") must be completed by a third party experienced in the conducting of such surveys, that will study the economic impact of the Marathon on the economic health of the Stillwater area. The cost of such a Survey, if the proposal is approved in advance, will be paid in equal shares by the City, and St. Croix. The design and development of the Survey and the choice of the third party to conduct the Survey will require the approval of the City, the Chamber, St. Croix and the Stillwater and Oak Park Heights Convention and Visitor's Bureau ( "CVB "). The results of the Survey will be made available to all parties. 19. Hospitality Bag. The Chamber will be developing a hospitality handout that will include local marketing information and items intended to promote local business. This bag will be distributed to Race participants by St. Croix during the registration process. This cooperation by St. Croix will be done without charge to the Chamber. The bag will be used to distribute St. Croix's Race information as well as the Chamber's materials. 20. Community Participation. The City will work with St. Croix and the Chamber to encourage community participation in Race preparation and Race conduct. This effort will include press releases, mail and media announcements that will describe opportunities for the involvement of local citizens in this Marathon Event. 6 21. Runner Tracking. St. Croix will equip each runner with a computerized chip and provide a link for the public to access that information by remote computer. Any kiosk or computer that is established for the viewing of the Race at remote locations will be given access to the website. 22. Police Power. The City reserves the right to shut down the Race in the event the Chief of Police determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan. 23. Use of Lowell Park and Pioneer Park. St. Croix is entitled to the use of both Pioneer Park and Lowell Parks during set up, execution of the Race, and tear down. St. Croix agrees to allow continued casual public use of the Parks during this period. 24. City Costs. St. Croix must reimburse the City for the costs of the City. Police Department, Public Works Department, and Fire Department needed to safely conduct and maintain the Marathon and supporting events. A deposit must be made with the City by St. Croix no later than one week before the Race in the estimated amount of City costs, as determined by the City Administrator after consultation with St. Croix. In the event of a cancellation of this Race after the deposit is made, the City will be entitled to deduct actual out of pocket costs incurred in preparation for the Marathon, before returning the balance to St. Croix. 25. Naming Rights. Rights to the name "Stillwater Marathon" and any logo or brand developed for the Race will remain the property of St. Croix. Registration of the name or logo as a trade name or trade mark is reserved in St. Croix. In the event that the 7 event is abandoned by St. Croix, St. Croix will convey all rights to the name and logo to the City for $1.00. 26. Term. The term of this Agreement will be one year unless terminated earlier by the City on public safety grounds. In the period immediately following the Race, the City agrees to meet and confer with St. Croix, the Chamber, and the CVB in order to evaluate the impact of the Race on the community. If the evaluation reveals a positive impact on the community, the City agrees to consider a longer term contract. The evaluation process must be completed by September 30, 2009. IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. ST. CROIX EVENTS, INC. B Its STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) David Eckb President The foregoing instrument was acknowledged before me this � day of December, 2008, by David Eckberg, the President, the duly authorized agent for ST. CROIX EVENTS, INC., a Minnesota corporation. KATHERINE M. ROGNESS NOTARY PUBUC•MINNESOTA Commission E>Ipfres 0113112010 8 CITY OF STILLWATER Ken H. / oki, Its Mayor AT EST: X2ea,t,e Diane F. Ward, Its City Clerk STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this 1 day of December, 2008, by Ken Harycki, Mayor, and Diane F. Ward, Clerk, for the City of Stillwater. SUSANL O'BRIEN•MOORE NOINRY PUBLIC - MINNESOTA *COMMISSION EXPIRES 0119112010 9 Notary Public STILLW ATF.R & OAK. PARK. TEE[C?.7LTFi CONVCNTxi:dW ANC, VUSIT©i'XR€ oj,1REAtu August 14, 2009 Members of the Stillwater City Council: The Stillwater & Oak Park Heights Convention and Visitors Bureau gives our full support for the continuation of the Stillwater Marathon in 2010 and beyond. It is our firm belief that the positive economic and promotional impacts of this event are substantial and that future races will provide even greater returns. Following the inaugural marathon held this past May, many lodging properties noted increased occupancies. This results in additional economic benefits to other businesses catering to visitors. Furthermore, the media coverage and publicity St. Croix Events was able to generate for this event are extremely valuable in keeping the Stillwater name "top -of- mind" as a destination for all occasions. Feel free to contact any member of the CVB board with any questions. Thank you, Steve Roll CVB President 651- 343 -3281 Stillwater & Oak Park Heights CVB, P.O. Box 2025, Stillwater, MN 55082 651.351.1717 www.discoverstillwater.com Hoyern, of Stillwater, raises his arms in victory as he finishes fir.stin*igirai,Stfilviatior . • , :Ity .offloials say. the event went well, and it seems to be on t mc1ctoteXt year. Harycki said. eanwhile,- Harycki said the then Organizer, St. Croix ts, had the area cleaned shortly the races. ' drove the' course yesterday and leaner than a whistle," Eckberg :kberg, wbo stayed up thto night preparing the course, ding setting up water stations at a. Sunday, said he is not slue if vent was a financial success and owledged they still have a lot of left to pay. • • . 144:flu:Ins:are firtiocs.rg" A114. Fr some, quest,:-4s linger About 4illwater Marathon 11°tential- it reach the status of the See Marathon, pie 1,10 • thi• day, Msy 27, • C:E. p*Stotvof them church. Aini004 members of .tlieatr senior ;class, -d#,Ifilpt$:) at Lanni* ba-,0,00, O.' 1, %day •niot,tiald*q40.40: that tfie united •0001.0, )61 inithorne eon* - tieset• our `Patio*. es oid -11rouight',.V.09141 ;., 3;6. ac-111':iditittni Event..gets. • • . off to a r.tr).n, Ait.NE By ANDREW W YER • ,.","tions.; busMess own almost unki.fe.rstilly awallmeyerOacipapers.coui ' praised the marathon, which -they .,sat: tut. well :organized Land had little iipPtit-ent' While many local businesses are still cal- downside for habit estalatishineits. : - culding.their take for the:Weekend, the con- "I think everything worked .out very well sensusii 'that the Stillwater Marathon got. it certainly 'helped our.Sunday.tmsiner,a;and the summer season off 0:a rwintifiltart-,..1, we it again:7,01d Oerry Btii*, of atnerally sp!akipg, IrsPitOtkAusin-- 11.61#.11011 „ ViaS es w the. taggot boost, im* ieveral re: tall- !, Lri4a:st Losev:idvitiver4, :01:0• "9:11:tb't ers said they also saw a significant increase Imn, and it didn't seem o deter anyone,. in Oen; sales: Though many said they cotildp*-fleter.,?.*:;fot ofpeople fn toirn early 05n a Siiii&iy." ga413Nt... • Ii°..twebie°4;ctiaiira'Ocef‘ irth4fAceigl'*0-1*4"`.r m":11)41: 1.5 weLta idY1110.-*400:T [.C•Olt& • • ••• •Buslne$.,pago . • . -1I0iiiiri qic .; • ,-.7, A .. 'iC A pliii; Itlitid40- MO' 2E; birk„20E. *10.41 St.; Still • F 1 • 1.1 SHROIMniretirer-41110.00°, - k Said tfaryclu: - -t am E.4;11.11Gis „um..... .,....,... • - - - -o- -o MOM (Continued, fiom:page 1) Motel operators said the event was a boon for them. • • "We were definitely up in _ restaurant sales and rooms. We: were full on Saturday ;anal pretty well filled np ;un Sunday," said Wa Street ' linn owner Chin e • . "How m the nine we thi And* desk after tbe ace'fc to book rooms for net yep', : Whicb is° aTWaya golittig few- 41 miles to the south in Oak Park., Iieigh� Amer Lode St r "_.. :. Tiki The Chef's Gallery owner Laura Bachman agreed. "The , _day of the marathon was very good for us, and 1 think eventr like this really help us: "' she said. "Our only isss a is :that Memorial D ay weekends already ow our top ' eekends of •pro' .,;•ew V allme")� ._ covers educe h op : and # ' oo timent an. this es .4` Lak a Elmo aid stoty,.. visit' www stillwa- ik'Park 1y eights for the tergazette.com. . CsaZelte. He. can . be phone: at 651- UnCQ maple syrup• much the s C►e ;; "Manorial Day week nest� end is usuaUy pretty Ott for us, but this year We were at 101) percent mow pay, ' rages were a major benefit for us" She said., Still, no one was..m4 enthusiastic than tai Grind owner Megan' and Aihe Keister, who credited the 'lap of tionnitckwri buses marathon wi 'ogler owners= -may tt' downtown a r , even more successful, ` fee shop its,' "It yeas .absOhSli 'w. .ge Sat tom every weed said '°Thee. insane lust and from teVent l ing but wonderful `t1 • tom,, On the north end of Maim Street; Jennifer Safe said business was also • booming at the Supreme 'Bean Espresso' Cafe, which opened at 5 :30 a.m., . to serve the pn PI she customers from all over in to for the maratho&'` Retailers were less- effusive in their praise`:- for the event, but several;. said they •were ve pleased by 'the fact the-race seemed to genera° - ate additional foot traffic without chasing other patrons away "The businets;on,_ Sunday and Monday was . up somewhere between 20-25 from year," of Auto tt weekerid way: success fromm our stand-. point: the race created a'' lot of energy and excit : ment didk t plat t - to made it drf f to be in town " YE WI IF rder • AN 01111111111111 00 OM INIS 2V AM : _ r , *10 .1111. Eli ail ever :two. ow VIM 1 Si11water Administration Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: 8/28/2009 Re: St. Croix Harvest Fest & Giant Pumpkin Weigh -off At the August 18th meeting Council tabled the approval of this Special Event to investigate alternatives for the beer tasting portion of the event. Attached is a revised request for the Special Event that incorporates the beer tasting portion into the south end of Lowell Park in a separate fenced -off area. Also attached is the temporary liquor license required for the event. The Police Chief and I are now satisfied with the request involving the liquor. Since the meeting the Chamber has removed the request for the parking lot east of Water Street. They are requesting the setting up of a tent on Friday, October 9. ACTION REQUIRED: If Council wishes to approve the event, they should pass a motion approving the event and the temporary liquor license and direct the Chamber to coordinate with the Police and Parks Departments. GREATER STILLWATER CHAMBER OF COMMERCE 106 Main Street South, Stillwater, MN 55082 Phone: 651439 -4001 • www.ilovestillwater.com August 26, 2009 Dear Stillwater City Council and Administration, The Greater Stillwater Chamber requests the following amendments to the St. Croix HarvestFest & Giant Pumpkin Weigh -Off (now known as the Stillwater HarvestFest & Giant Pumpkin Weigh -Off) special event application submitted May 29, 2009: 1. Temporary On -Sale License The Chamber and its Festival planning committee would like to add a chili cook -off and beer tasting to benefit Valley Outreach from Noon to 6 p.m. Beer tasting would be located in the south end of South Lowell Park in a separate fenced -off area near the stage, live music and chili cook -off area. One entry /exit will be established. Guests would purchase wristbands for the beer tasting. Non - alcoholic options would also be available. Valley Outreach will assist with selling wristbands and checking IDs. 2. Friday P.M. Tent Setup In addition, the pumpkin weigh -off coordinators would like a portion of Parking Lot 2 available in the afternoon of Friday, Oct. 9, for tent setup. The only closure needed would be the specific parking spots in the area where the tent will be placed. Thank you for your consideration. If you have questions, please feel free to contact the Chamber Office at 651- 439 -4001. Sincerely, Jennifer Severson Executive Director Minnesota Department of Public Safety ALCOHOL AND GAMBLING ENFORCEMENT DIVISION 444 Cedar Street Suite 133, St. Paul MN 55101 -5133 (651) 201 -7507 Fax (651) 297 -5259 TTY (651) 282 -6555 WWW.DPS.STATE.MN.US APPLICATION AND PERMIT FOR A 1 TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE TYPE OR PRINT INFORMATION NAME OF ORGANIZATION G (uLaJey. h 1 Iwo Rv' Chambil. DATE ORGANIZED a.000 TAX EXEMPT NUMBER STREET ADDRESS D (Y)CU.,Y1 3til ° ° 1^ SOWTh CITY Sii 1 \ wa_-exZ STATE or) N ZIP CODE SSDSZ NAME OF PERSON MAKING APPLICATION Jenni -p - 3e).Person BUSINESS PHONE (1sI) y39 -116o1 HOME PHONE (050a36 -(97017 DATES LIQUOR WILL BE SOLD 10- 1 o - a, oo 9 TYPE OF ORGANIZATION CLUB CHARITABLE RELIGIOUS OTHER NONPROFID ORGANIZATION OFFICER'S NAME Jenni�e)( SeueYsor' ADDRESS 100 main Ste, Sfi'11 wa -4ea^, YY1N SSOg.- ORGANIZATION OFFICER'S NAME ADDRESS I'nc-s k 285o CAAJute. c t- BWa, 3-(111 u.scdcx , 1111 iv ssoS2 Jy.... ..N. _ .11v14 v. i iv,..... J 1NHir.i.. A DDi,. . &o * 2c �50a -6, Ches+n tom.+ S-t sill l wawa, MK SSO612. Location license will be used. If an outdoor 4rea, describe & u,.. 1 LAY\d 0-- a L 1J.1� S ur\ Do t-L-if1t73 L (\ a-Il I I1h1'1'4' JJ , A1"ery WWI_ %. cid O-R w dh U0 \ U_AtiliAs cY\.Q.C3c % \ka-kd \Ds. Will th applicant applicant contract for intoxicating liquor service? If so, give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so, please provide the carrier's name and amount of coverage. N APROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY ENFORCEMENT CITY /COUNTY BEFORE SUBMITTING DATE APPROVED LICENSE DATES TO ALCOHOL & GAMBLING CITY FEE AMOUNT DATE FEE PAID SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED DIRECTOR ALCOHOL AND GAMBLING ENFORCEMENT NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and/or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the License for the event PS-09079 (05/06) a ter ? Pt E B I_ A C E i 7 f A l I N N E `; fY € d DATE: August 28, 2009 APPLICANT: City of Stillwater REQUEST: Amendment to Zoning Ordinance PUBLIC HEARING: July 13, 2009 - Planning Commission July 28 & August 18, 2009 - City Council CASE NO.: 09 -32 REPORT BY: Bill Turnblad, Community Development Director BACKGROUND On August 18th the City Council approved the first reading of the attached ordinance. The ordinance requires all height variance requests that are 10% greater than the maximum height of a zoning district to be heard and acted upon by the City Council. Direction was given to staff to add language to the zoning ordinance that specifically states that wind turbines must meet the height limits for the zoning district within which they would be located. That language has been added to the attached ordinance. ALTERNATIVES The City Council has several alternatives. A. Approval of Second Reading If the attached draft ordinance is found acceptable to the City Council, it could approve the second reading and adopt the ordinance. B. Denial of Second Reading If the City Council finds the attached draft to be unacceptable, it could deny the second reading. C. Table Second Reading If the City Council wishes, it could table the matter for more information. attachment: Draft Ordinance Case 09 -32 August 28, 2009 ORDINANCE NO. AN ORDINANCE AMENDING THE STILLWATER CITY CODE CHAPTER 31, ENTITLED ZONING ORDINANCE BY REVISING THE GENERAL PROCEDURES FOR HEIGHT VARIANCE REQUESTS AND SPECIFYING THAT WIND TURBINES ARE SUBJECT TO HEIGHT LIMITS THE CITY COUNCIL OF THE CITY OF STILLWATER DOES ORDAIN: 1. Amend. City Code Chapter 31, Section 31 -208 is amended by adding the following: (h) Height variances. The City Council shall be the final City authority for deciding upon any request for a height variance that would be more than 10% greater than the height allowed in this Chapter. The Planning Commission shall hold a public hearing on such height variance request and shall make a recommendation to the City Council on whether the requested variance meets the findings required in Section 31 -208 (d). 2. Amend. City Code Chapter 31 is amended by adding "Section 31- 513.1. Wind Turbines" as follows: Subd. 1. Maximum Height. No portion of a wind turbine or its appurtenances shall exceed the maximum height established for the zoning district within which the wind turbine is located. 3. Savings. In all other ways City Code Chapter 31 shall remain in full force and effect. 4. Effective Date. This Ordinance will be in full force and effect from and after its passage and publication according to law. Enacted by the City Council of the City of Stillwater this day of September, 2009. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk MEMORANDUM TO: Mayor and City Council FROM: Torry Kraftson, Assistant City Engineer T A °� DATE: August 27, 2009 \ SUBJECT: Declaring Costs to be Assessed, Ordering Preparation of Assessment Roll, and Calling for the Hearing for: 2009 Sidewalk Rehabilitation Project (Project No. 2009 -05) DISCUSSION: In order for the above project to be certified to the County this year, the assessment roll needs to be prepared and a hearing needs to be held. It is anticipated that the hearing will be held on October 6. The total project costs are estimated to be $45,917.50, including $1,415 to repair sidewalk adjacent to City properties. The cost for the sidewalk rehabilitation adjacent to private property is $44,502.50. Administrative and engineering costs were greater than the anticipated 30% of construction costs, due to the amount of work required to rehabilitate sidewalk at 65 separate locations. It is recommended that the preliminary assessments be sustained based on the 30% engineering and administrative costs. The preliminary assessments were $5.47 per square foot. This would result in $20,416.00 being paid from special assessments and $24,086.50 being paid from City funds. RECOMMENDATION: Staff recommends that Council authorize the preparation of the assessment roll and call for a hearing on the above project. ACTION REQUIRED: If Council concurs with the recommendation, Council should pass a motion adopting the following resolutions: 1. RESOLUTION DECLARING COST TO BE ASSESSED, AND ORDERING PREPARATION OF PROPOSED ASSESSMENT FOR 2009 SIDEWALK REHABILITATION PROJECT (PROJECT NO. 2009 -05). 2. RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FOR 2009 SIDEWALK REHABILITATION PROJECT (PROJECT NO. 2009 -05). MUNICIPALITY: STILLWATER, MINNESOTA PROJECT NO.: 2009 -05 L.I. NO. 985 ACCOUNT NUMBER EXPENDITURES: 2009 Sidewalk Rehabilitation Project PROJECT NAME Construction Costs En' ineerin De u artment (Excludin: Assessment Roll Pre saration) Feasibility Re.ort/ Plans & S.ecifications Contract Administration Field Administration Consultin ! En ineer Fiscal A:ents and Bonding Costs Le : al City Attorney Bond Attorney Private Pros erty Easements and Land Acquisition Administrative Costs Other Costs Postage Printin ! & Publishing Other Professionals Misc. Water Board Costs Assessment Roll Pre • aration En : ineering De. ai tuient Count Assessment Notice Publication Interest on Ca • ital • Roll Ado .ted Contin•enc Grand Total Actual Costs to Date Estimated Completion Costs $28,120.00 Total Costs $28,120.00 $12,542.31 $1,539.03 $2,000.00 $12,542.31 $1,539.03 $2,000.00 $28.60 $129.50 $29.86 $80.00 $58.46 $209.50 $250.00 $975.00 $250.00 $975.00 $223.20 $223.20 $45,917.50 Amount to be Received from Special Assessments Amount to be Received from General Taxes Amount to be paid from City sidewalk budget $20,416.00 $24,086.50 $1,415.00 1 RESOLUTION DECLARING COST TO BE ASSESSED, AND ORDERING PREPARATION OF PROPOSED ASSESSMENT FOR 2009 SIDEWALK REHABILITATION PROJECT (PROJECT NO. 2009-05) WHEREAS, a contract has been let and costs have been determined for the rehabilitation of existing sidewalks and the contract (bid) price for such improvement is $28,120.00 and the expenses incurred or to be incurred in the making of such improvement amount to $17,797.50 so that the total cost of the improvement will be $45,917.50 NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the city is hereby declared to be $25,501.50 and the portion of the cost to be assessed against benefited property owners is declared to be $20,416.00. 2. Assessments shall be payable in equal annual installments extending over a period of five (5) years, the first of the installments to be payable on or before the first Monday in January 2009, and shall bear interest at the rate of four and one -half percent (4'/2 %) per annum from the date of the adoption of the assessment resolutions. 3. The city engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in their office for public inspection. 4. The clerk shall upon the completion of such proposed assessment notify the council thereof. Adopted by the council this 1St day of September 2009. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FOR 2009 SIDEWALK REHABILITATION PROJECT (PROJECT 2009 -05) WHEREAS, by a resolution passed by the Council on September 1 st, 2009, the city clerk was directed to prepare a proposed assessment of the cost for the 2009 Sidewalk Rehabilitation. The following is the area proposed to be assessed. 1203 OWENS STN, 424 3RD STN, 217 2ND STN, 504 HICKORY ST W, 424 LAUREL ST W, 313 GREELEY ST S, 422 WILLIAM ST S, 510 GREELEY ST S, 425 GREELEY ST S, 930 WILLARD ST W, 419 HARRIET ST S, 607 PINE ST W, 233 2ND ST S, 302 2ND ST S, 112 MAIN STN, 114 MAIN ST N, 127 WATER ST S, 110 PINE ST E, 507 BROADWAY ST S, 197 MARYKNOLL DR, 145 NORTHLAND AVE, 130 NORTHLAND AVE, 220 NORTHLAND AVE, 404 NORTHLAND AVE, 419 NORTHLAND AVE, 1026 NORTHLAND AVE, 3484 LIBERTY AVE, 1035 DELANO WAY, 3502 JUDD TRL, 3512 JUDD TRL, 3522 JUDD TRL, 3532 JUDD TRL, 3542 JUDD TRL, 3552 JUDD TRL, 3562 JUDD TRL, 3572 JUDD TRL, 1050 GILBERT CT, 1448 BENSON BLVD W, 2307 HIDDEN VALLEY LN, 644 SUNRISE AVE, 602 SUNRISE AVE, 2507 CROIXWOOD BLVD, 617 SUNRISE AVE, 2500 ORLEANS ST, 854 SUNRISE AVE, 913 SUNRISE AVE, 2601 ORLEANS ST W, 1801 MARKET DR, 808 1ST ST S, 813 3RD ST S, 805 3RD ST S, 904 3RD ST S, 1015 4TH ST S, 1009 4TH ST S, 911 7TH ST S, 902 4TH ST S, 924 4TH ST S, 1342 4TH ST S, 1118 4TH ST S, 1322 6TH AVE S, 622 CHURCHILL ST W, 523 MARSH ST W, 1602 GREELEY ST S, AND WHEREAS, the clerk has notified the council that such proposed assessment has been completed and filed in the office for public inspection, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MN: 1. A hearing shall be held on the 6th day of October, 2009 in the city hall at 7:00 p.m., or as soon as possible thereafter, to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The city clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and shall state in the notice the total cost of the improvement. The clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment. He /she may at any time thereafter, pay to the City Treasurer; (in whole or in part) the remaining principal balance, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Adopted by the City Council this 1st day of September 2009. ATTEST: Ken Harycki, Mayor Diane F. Ward, City Clerk MEMORANDUM TO: Mayor and City Council FROM: Torry Kraftson, Assistant City Engineer DATE: August 27, 2009 RoK, RE: Feasibility Study for Washington Avenue Mill and Overlay Project Project No. 2009 -10 EXISTING CONDITIONS Washington Avenue extends from Trunk Highway 36 to West Orleans Street. It was constructed in 1979 to the serve the Stillwater Industrial Park. The road has not had any major repair since its construction. Traffic counts were taken on Washington Avenue in April. The traffic counts ranged from 11,424 vehicles per day just north of the Frontage Road to 4,427 vehicles per day just to the north of Curve Crest Boulevard. In the 2007 pavement management report, the street was rated in fair condition. The street exhibits transverse and longitudinal cracking. Many of the cracks have been patched resulting in an uneven driving surface. The bituminous in the median islands is cracked and settled. The right of way width along Washington Avenue is 80 feet. From the Frontage Road to 300 feet north of Curve Crest Boulevard, the street is 68 feet wide and has 4 through lanes, a turn lane, and a median. From 300 feet north of Curve Crest Boulevard to West Orleans Street, the street has a width of 48 feet with a through lane and space for parking on each side. There is a pedestrian path on the west side of Washington Avenue between Curve Crest Boulevard and West Orleans Street. PROPOSED PROJECT The proposed mill and overlay project extends from the north side of the Highway 36 Frontage Road to West Orleans Street. The total street length is 0.47 miles. The proposed project is a 2.5 -inch mill of the existing bituminous surface and a 2.5 -inch bituminous wear course overlay. The new pavement will be striped with reflective epoxy paint. All street and traffic signs will be replaced. Cracked or settled curb sections will be repaired. The curb at the end of the medians will be replaced with a low profile curb to increase safety and reduce future plow damage. The bituminous pavements in the medians will be removed and replaced with concrete. It is proposed to re- direct some of the surface runoff from Washington Avenue to the storm water pond on the west side the Holiday Inn to improve the water quality in the Long Lake drainage area. This storm water pond was sized for runoff from Washington Avenue when the Holiday Inn was constructed. A total of 125 feet of pipe and 2 catch basins will be installed. Storm sewer castings will be replaced on 12 catch basins to increase their capacity and bring them into compliance with City standards. The existing catch basins and manholes will be re- grouted as necessary. PROJECT COST AND FINANCING The total estimated construction cost is $303,000. Engineering and administrative costs are estimated to be $61,000, based on 20% of the construction cost. The total estimated project cost is $364,000. It is proposed to fund the project through assessments, State Aid funds, and Americans Recovery and Reinvestment Act (ARRA) funds. The City assessment policy states that 100% of the cost of improvements in the industrial park shall be assessed to benefitted properties, whether or not the street is a designated Municipal State Aid Street. It is proposed to assess only the essential components of the Washington Avenue Mill and Overlay Project. This would include a 2.5 -inch mill and overlay, striping, pedestrian ramp updates, and 20% engineering and administration. The assessed project cost is $239,000. It is proposed to assess the project using the front footage method. There are a total of 4,490 feet of frontage along Washington Avenue. The preliminary assessed rate would be $53.23 per front foot. The benefitting properties have front foot measurements ranging from 140 feet to 438 feet. The preliminary assessments would range from $7,452 to $23,315. Additional project components would not be assessed to the residents, such as storm sewer improvements, median work, and sign replacements. These costs would be funded strictly by ARRA and State Aid funds. The anticipated cost breakdown for the project is as follows: Assessed Project Components $199,000 Assessed Engineering/ Administration (20 %) $40,000 Assessed Project Subtotal $239,000 Non - assessed Project Components (State Aid/ARRA funding only) $104,000 Non- assessed Engineering/ Administration (20 %) $21,000 Total Project Cost $364,000 PROPOSED SCHEDULE (PRELIMINARY) September 1, 2009 Feasibility Study September 15, 2009 Public Hearing/ Order Improvement September /October, 2009 State Aid Plan Review October 20, 2009 Approve plans/ Order Advertisement for Bids November 17, 2009 Accept Bids/ Award Contract May to June, 2010 Construction September, 2010 Assessment Hearing RECOMMENDATION It is recommended that Council approve the feasibility report for the Washington Avenue Mill and Overlay Project (Project 2009 -10) and order a public hearing to be held on September 15, 2009 at 7:OOPM. ACTION REQUIRED If Council concurs with the recommendation they should pass a motion adopting Resolution No. 2009- , RESOLUTION RECEIVING REPORT AND CALLING HEARING ON WASHINGTON AVENUE MILL AND OVERLAY PROJECT, (PROJECT 2009 -10). RESOLUTION RECEIVING REPORT AND CALLING HEARING ON WASHINGTON AVENUE MILL AND OVERLAY PROJECT (PROJECT 2009 -10) WHEREAS, pursuant to resolution of the Council adopted July 21, 2009, a report has been prepared by the City Engineer with reference to the Washington Avenue Mill and Overlay Project; and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost - effective, and feasible, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The Council will consider the improvement of such street improvements in accordance with the report and the assessment of abutting property for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $266,000. 2. A public hearing shall be held on such proposed improvement on the 15th day of September, 2009, at the Stillwater City Hall Council Chambers at 7:00 p.m., or as soon as possible thereafter, and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the City Council of the City of Stillwater this 1st day of September 2009. ATTEST: Diane F. Ward, City Clerk Ken Harycki, Mayor L DRTH' • 15 rt0_49 THE 1 1 I' I T 6lttAsik7§T. STREET -4 0 • 2225 R INDUSTRIAL P OU E 2220 RESTEsT EfeULEVARD KERN-PAU-LEY $.1 !Tv' DRIVE KE PALTLEY, Po 1761 • • '71-.71T5TAtIk 22 1■1 347 ,creograo4 • 44 MATT HC1OLE 2doi=2oi 6 STILLWATERJNUSTRIAL PARK _ liSTER°FROIVTAGE ROAD WESTBOUND ,NONWA CIN41.0tE Location Map • 0 • . tow Pence. e MN DOT RAY PLAT NO 82-84 0 STATE H I • MN DOT RAW R2IW R2OW RI 9W T32N T32N T3IN T3 IN T3ON T29N T2SN T27N R22W R2IW R2OW T29N 728N T27N Vicinity Map 0 300 Scale in Feet This drawing is the result of e oampilet0n and reproduction of land r0ords es they appear in vartousWeshington County offices. The drawing should tee umed for reference purposes only. Washington County is not responsibie for any inaccuracies. Peri:9101a based on 93400 information cummt through: June 30. 2009 beep printed: August 26. 2009 Memo DATE: August 28, 2009 TO: Mayor and City Council FROM: Sharon Harrison 4cc,Q, Finance Director RE: 2010 Proposed Budget Attached is the following: 1. A resolution adopting the 2010 Proposed Budgets (Amounts will be dependant on outcome of the 4:30 budget discussion) for the General Fund, Special Events fund, St Croix Valley Recreation Center Fund, Library Fund, Washington County Recycling Grant Fund and the DARE Fund. 2. A resolution adopting the General Tax Levy and the Special Levys for a total levy amount of $ (Dependant on outcome of the 4:30 budget discussion). 3. A resolution setting the Truth -in- Taxation public hearing date. The numbers in the resolutions for the proposed levy and the proposed budget are based on the discussions with the Council during the budget hearings in August and the 4:30 meeting earlier in the evening. The date in the resolution for setting the Truth -in- Taxation hearings is staff's recommendation. Council can choose other dates if they so wish. ACTION NEEDED Council needs to adopt the three attached resolutions (once the numbers /date is known) so that this information can be submitted to Washington County before the September 15, 2009 deadline. RESOLUTION NO. 2009- ADOPTING THE PROPOSED TAX LEVY FOR THE PAYABLE YEAR 2010 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the sum of $ , which consists of the following types: is hereby levied against all of the taxable property of the City of Stillwater, Washington County, Minnesota, for City purposes for the payable year 2010. Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk Proposed Levy General Tax Levy Special Levies: Debt Service (See attached) $3,385,758 PERA December 2008 Unallotment $404,200 July 2009 Unallotment $359,402 TOTAL is hereby levied against all of the taxable property of the City of Stillwater, Washington County, Minnesota, for City purposes for the payable year 2010. Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk RESOLUTION NO. 2009- ADOPTING THE PROPOSED BUDGET FOR THE YEAR 2010 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the proposed budget for the year 2010 with revenues and expenditures in the amounts for the following funds: General Fund Special Events Fund St Croix Valley Recreation Center Fund Library Fund Parks Fund Washington County Recycling Grant Fund DARE Fund Revenues Expenditures Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk RESOLUTION NO. 2009- SETTING PAYABLE 2010 TRUTH -N- TAXATION PUBLIC HEARING BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the Payable 2010 Truth -in- Taxation hearing shall be at 7:00 p.m., Tuesday, December 1, 2009. Adopted by the Council this 1st day of September, 2009. Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk CITY OF STILLWATER PLANNING COMMISSION NOTICE OF MEETING MONDAY, September 14, 2009 The City of Stillwater Planning Commission will meet on Monday, September 14, 2009, at 7 p.m. in the Council Chambers at Stillwater City Hall, 216 North Fourth Street. City of Stillwater Planning Commission regular meetings are held at 7 p.m on the second Monday of each month. All City Planning Commission meetings are open to the public. AGENDA 1. CALL TO ORDER 2. APPROVAL OF August 10, 2009 MINUTES 3. OPEN FORUM The Open Forum is a portion of the Commission meeting to address subjects which are not a part of the meeting agenda. The Commission may reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less 4. PUBLIC HEARINGS. The Chairperson opens the hearing and will ask city staff to provide background on the proposed item. The Chairperson will ask for comments from the applicant, after which the Chairperson will then ask if there is anyone else who wishes to comment. Members of the public who wish to speak will be given 5 minutes and will be requested to step forward to the podium and must state their name and address. At the conclusion of all public testimony the Commission will close the public hearing and will deliberate and take action on the proposed item. 4.01 Case No. 09 -34. A special use permit request for a single person salon in a residence located at 1112 Myrtle St W , in the RB, Two Family Residential District. Beau and Karen Leslie, applicants. 4.02 Case No. 09 -35. A variance request to the front yard setback for the construction of a porch located at 506 Laurel St W in the RB, Two Family Residential District. Timothy and Julie Schmoke, applicants. 4.03 Case No. 09 -36. Final plat and final PUD approval for 13 single family lots and 14 townhouse lots for Millbrook 4th Addition. US Home Corporation, Joe Jablonski, applicant. 4.04 Case No. 09 -37. A special use permit for an accessory dwelling unit located at 315 Olive Street West in the RB, Two Family Residential District. Mark Balay Architects, represening Jeff Anderson and Greg Stokes, applicant. 5. OTHER BUSINESS Washington � tY BOARD AGENDA SEPTEMBER 1, 2009 - 9:00 A.M. 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 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington Coui4overnment, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meegidegins and give it to the County Board secretary or the County Administrator. The County Board Chair it 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 Boarddaar reserves the right to limit an individual's presentation if it becomesedundant, 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 dmlaeduled agenda items. 3. 9:10 Consent Calendar 4. 9:10 Public Works — Wayne Sandberg, Deputy Director Final Payment to Veit & Company for the Bridge 5600 Demolition Project 5. 9:15 Public Health and Environment — Jeff Travis, Program Manager Agreement with Dynamic Recycling for Electronic Waste Management Services 6. 9:25 General Administration — Jim Schug, County Administrator 7. 9:35 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committeectivities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board ant during this time. Any action necessary because of discussion will be scheduled for a futu board meeting. 8. Board Correspondence 9. 9:55 Adjourn 10. 10:05 to 10:35 — Board Workshop with the Office of Administration Recommendation for the 2010 Budget 11. 10:35 to 11:35 — Regional Rail Authority Workshop with Public Works A. Update on the Forest Lake to Minneapolis and St. Paul Commuter Bus Services B. Discuss the Counties Transit Improvement Board 2009 Grant Solicitation ****************************************** * * * * * * * * * * * * * * * * * * * * * * * * * * * * * ** REMINDER' NO BOARD MEETING ON SEPTEMBER 29, 2009 — 5TH TUESDAY 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 September 2 September 3 September 3 Metro Emergency Services Board Exec. Comm 10.30 a.m. Metro Energy Policy Coalition 12:00 p.m. Audit Committee 4:00 p.m. 2099 University Avenue W. — St. Paul 100 Empire Drive — St. Paul Washington County Government Center Assistive listening devices are available for use in the County Board Room If von need acciciance due in dicahiliiv nr lannuane harrier nleace rall 851) 440.6000 EQUAL EMPLOYMENT OPPORTUNITY /AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR* SEPTEMBER 1, 2009 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the August 11, 18 and 25, 2009 Board meeting minutes. Community Services B. Approval of an agreement with East Metro Women's Council to provide homeless prevention services with Family Homelessness Prevention and Assistance Program funds. Human Resources Public Health and Environment C. Approval of an agreement with FamilyMeans to provide homeless prevention services with Family Homelessness Prevention and Assistance Program funds. D. Approval of a subgrantee agreement with Two Rivers Community Land Trust to acquire and rehabilitate up to three units of foreclosed upon homes in the City of Cottage Grove. E. Approval for the Human Resources Director to execute an amendment to the agreement with Blue Cross /Blue Shield for participation in the Retiree Drug Subsidy program. F. Approval of license for use of real property for the collection of household hazardous waste at the Forest Lake Transit Center on September 19 and at the Hugo Public Works Garage on October 3; and authorize execution by the Board Chair and County Administrator. Public Works G. Approval of Change Order No. 1 and Work Order No. 1 to CSAH 12 turn lane construction project with Dresel Contracting. *Consent Calendar items are generallydefined as items of routine business, not requiringdiscussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and /or separate action. 8/26/2009 WASHINGTON COUNTY BOARD OF COMMISSIONERS Preview of Coming Attractions SEPTEMBER 8 Public Hearing - Individual Sewage Treatment Regulations (Ordinance No. 128) Department Budget Hearings — Community Services and the Sheriffs Office SEPTEMBER 15 Agenda — Set Proposed Levy Workshop — Counties Transit Improvement Board Workshop — Update on Dial -a -Ride (Public Works and Community Services) Workshop — Discuss Land and Water Legacy Program Criteria and Receive an Update on the Conservation Plan SEPTEMBER 22 Department Budget Hearings — Library/Law Library and Property Records and Taxpayer Services Workshop — Review of FEMA Floodplain Maps Workshop — Review Alternative Analysis Study on the Rush Line (30 Minutes) SEPTEMBER Executive Sessions — Land and Water Legacy Program for Rowe and Daley Conservation Easement Acquisitions OCTOBER 6 Department Budget Hearings — Public Health and Environment and Internal Services /Courts Budget Hearings — Watershed Districts and the Washington Conservation District (45 Minutes) OCTOBER 20 Workshop — Counties Transit Improvement Board Department Budget Hearings — Public Works Workshop to Discuss the Capital Improvement Program OCTOBER 27 Employee Recognition Event — Lake Elmo Event Center (Prior to County Board Meeting) Department Budget Hearings — Attorney and Community Corrections OCTOBER Workshop — Update on County GIS Activities NOVEMBER 4 (Wednesday) Joint Meeting with Metropolitan Council and Local Officials from Washington County (2:00 to 3:30) NOVEMBER 17 Workshop — Counties Transit Improvement Board DECEMBER 8 Budget Review Meeting (Evening Meeting) DECEMBER 15 Adopt 2010 Budget and Levy Workshop — Counties Transit Improvement Board FUTURE (Tentative for November, December or January, 2010) Joint Meeting with Dakota County to Discuss the 2010 Legislative Priorities Workshop - Metropolitan Council's Principal Arterial Study Workshop - Metropolitan Council Members The County Board will meet with Metropolitan Council members to discuss issues of mutual interest and concerns. Workshop — Statewide Health Improvement Program (45 minutes) Agenda — Update on Federal Legislation by Lockridge Grindal Nauen Andy R. Burmeister will update the County Board on where things stand at the federal level in relation to county projects and an overview of what issue they expect Congress to address in the next months of session. Meeting with the City of Newport The County Board will meet with Newport to discuss Red Rock and future park -n- ride /commuter train station in their city. BID OPENINGS September 1 Manning Avenue (CSAH 15) Landscaping — Public Works September 18 CSAH 13 Turn Lane — Public Works M: \USERS\ADM \PRRADDA \WP\AGENDA \Workshops \Preview.doc Summary of Proceedings Washington County Board of Commissioners August 25, 2009 Present were Commissioners Bill Pulkrabek, District 2; Gary Kriesel, District 3; Myra Peterson, District 4; and Lisa Weik, District 5. Commissioner Dennis C. Hegberg, District 1, absent. Board Chair Peterson presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Kriesel — attended the Counties Transit Improvement Board and the Transportation Advisory Board and Policy Committee; this week he is meeting with the Friends of Washington County to discuss how to protect the Fairy Falls and Boom Site areas; and he will attend the Veteran's Rest Camp Board meeting; Commissioner Pulkrabek — read an article in the Star Tribune regarding an analysis of the federal budget which he will make copies and bring to the next Board meeting; Commissioner Weik - attended the Counties Transit Improvement Board and reported that there was a round table discussion with the State Legislators and funding shortfalls were the biggest topic of conservation; she attended the Tree Trust Annual Youth Conservation Corps program held last week; at the Minnesota Inter - Counties Association meeting they were advised to make contingencies in their 2010 budgets because there may be another reduction in LGA in December; another topic discussed was mental health maintenance of effort and there are new requirements that are not understandable; Commissioner Peterson - attended the Counties Transit Improvement Board and there was considerable discussion about the Maplewood Park - and -Ride; MN/DOT will be reimbursing the Transportation Advisory Board $34 million it borrowed and that money will be used for projects receiving TIGER money and she advocated it go to the Stillwater Bridge; the Association of Minnesota Counties will hold its policy meetings on September 17 and 18; a public transit conference will be held in Duluth on September 21 -23 and she would like to take in a couple of sessions if there will be a full county board; she asked the public when they communicate to her she would appreciate if they would sign their correspondence; and she asked Board members to read the AMC update in particular the Human Services Redesign communications from the Department of Human Services. Community Services Approval of the following actions: - Contract with UCare Minnesota to provide mental health targeted case management for individuals diagnosed as seriously and persistently mentally ill and to purchase the county's vendor network for individuals on medial assistance waivers; Contract with East Suburban Resources, Inc. to continue to provide supported work services for Minnesota Family Investment Program customers; - Board workshop held to discuss the 2010 -2014 Consolidated Plan for Community Development Block Grant and the Home Investment Partnership program funds. General Administration Board correspondence was received and placed on file. Property Records and Taxpayer Services Approval of loan, distribution and settlement agreement with the City of Lakeland and satisfaction and release documents to be signed by Washington County and the cities and townships receiving additional gravel tax funds. Public Health and Environment Approval of the Minnesota GreenCorps Host Site Grant application to the Minnesota Pollution Control Agency to train and fund two GreenCorps members and authorize the execution of an agreement with the Minnesota Pollution Control Agency if the county is selected as a host site. Public Works Approval of the following actions: - Resolution No. 2009 -086, Minnesota digital Library coalition grant; Letter of support for Transportation TIGER (Transportation Investment Generating Economic Recovery) discretional grant to the Minnesota Department of Transportation for the St. Croix River Crossing; Appointment of Commissioner Peterson to the RFP evaluation committee for state and federal lobbying administrative services for the Counties Transit Improvement Board and to appoint Commissioner Weik as an alternate. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners August 18, 2009 Present were Commissioners Bill Pulkrabek, District 2; Gary Kriesel, District 3; Myra Peterson, District 4; and Lisa Weik, District 5. Commissioner Dennis C. Hegberg, District 1, absent. Board Chair Peterson presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following actions: Commissioner Pulkrabek — reported on the Association of Minnesota Counties Leadership Conference and AMC Board of Directors meeting he attended last week; Commissioner Kriesel — reported on the I -94 Corridor Commission which discussed the fiscal agent and approved Baytown Township's request to participate; and he attended the Veteran's Memorial fund raising cruise last evening; Commissioner Weik — reported on the I -94 Corridor Commission and suggested that the Minnesota Parks and Trails, the 3M Company and Metro State University be asked to join; she toured the East Ridge High School in Woodbury and asked staff to look at the snowmobile trail that runs along Bailey Road close to the school; she will tour the parcel being considered for Land and Water Legacy program funds today; she filmed County Insight; and was introduced to the Wakota CARE (Community Awareness and Emergency Response) Group; Commissioner Peterson — reported on a State rail policy meeting where they discussed a lack of continuity in the data they were using to evaluate all the corridors; requested a Board workshop for an update on where and how the GIS is being used; and she will attend the High Speed Rail Coalition meeting in Winona this afternoon. Community Corrections Approval of the following actions: Accept a $50 donation to the Sentence -to- Service program from Myrtle Vollmer; - Resolution No. 2009 -083, 2009 Title II Grant Amendment. General Administration Approval of the following actions: - County comments on the City of St. Paul Park's proposed modification to the Tax Increment Financing Plan for Development District No. 1, Scattered Site Redevelopment Tax Increment Financing District, also known as County Identifier #8; Board correspondence was received and placed on file. Library Approval of the following actions: - Amendment #2 to contracts for services with the Stillwater Library and the Bayport Library to extend the contracts from July 12, 2009 to December 31, 2010; - Accept the County Library's Strategic 2030 Facility Plan as recommended by the Washington County Library Board. Property Records and Taxpayer Services Approval of the following actions: - Temporary on -sale liquor license for the St. Croix Preparatory Academy on November 13, 2009; Resolution No. 2009 -084, lawful gambling exemption for the St. Croix Preparatory Academy in Baytown Township. Public Health and Environment Approval of the following actions: Set a public hearing date for the Washington County Development Code, Chapter Four, Subsurface Sewage Treatment Regulations for September 8, 2009 at 9:00 a.m.; Letter to the University of Minnesota Extension rescinding termination of the prior agreement for 4 -H Youth Development programs and entering into a new agreement replacing the old which would extend the agreement through December 31, 2009. Public Works Approval of the following actions: - Resolution No. 2009 -085, house lease with John J. Hummel at 15330 Afton Hills Court South, Afton; Change Order #16 with People's Electric in the amount of $57,210; Board workshop held to review the Counties Transit Improvement Board agenda for August 19. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners August 11, 2009 Present were Commissioners Bill Pulkrabek, District 2; Gary Kriesel, District 3; Myra Peterson, District 4; and Lisa Weik, District 5. Commissioner Dennis C. Hegberg, District 1, absent. Board Chair Peterson presided. Accounting and Finance Approval for a Request for Proposal for auditing services for the next three years. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Kriesel — reported that he attended the Medical Assistance Transportation Forum that was hosted by Anoka County last week; and the Forest Lake City Council passed a resolution joining the Yellow Ribbon Initiative; Commissioner Weik — reported she also attended the Medical Assistance Transportation Forum and thanked Anoka County for hosting that forum; the Metropolitan Council introduced everyone to a new program for 2010 called Transit Link; Metropolitan Council responded to a question about Dial -a -Ride that it is working to find efficiencies to provide residents with transportation to non - emergency medical appointments; Commissioner Peterson — commended Patrick Singel, Community Services Deputy Director, for his excellent article regarding the Yellow Ribbon Initiative. Community Services Approval of the following actions: - Reappointments to the Workforce Investment Board: Cherylee Sherry, Small Business; Corrine Watson, Labor; and Jim Finley, Job Services; Accept $68,075 in extended funding for Children's Mental Health Crisis and Stabilization Services for the period of July 1, 2009 to December 31, 2009; Amendment #3 to the 2009 contract with Human Services, Inc. to increase funding for the Children's Mental Health Metro Children's Crisis Services Grant and reduce funding for Children's Mental Health Action Collaborative Services; Family Homelessness Prevention and Assistance Program funding agreement with Minnesota Housing Finance Agency. General Administration Approval of the following actions: - July 28 and August 4, 2009 Board meeting minutes; Reappoint Wayne Moe, Scandia, to the Comfort Lake- Forest Lake Watershed District Board of Managers; Contract with John Kaul, d.b.a. Capitol Gains, for legislative liaison services for September 1, 2009 to August 31, 2010; Reallocate $20,300 of Mission Directed Budget funding from the Employee Benefit Self - Service project to the Neo -Gov project;