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HomeMy WebLinkAbout2011-09-13 CC Packet (Changed from 2011-09-20)IMF CIETN ►LACE Of ■I►EEFATA Revised AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North September 13, 2011 REGULAR MEETING 4:30 P.M. 4:30 P.M. AGENDA CALL TO OR ER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 1. Possible approval of August 16, 2011 regular and recessed meeting minutes - Revised PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 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 may take action or 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 corhments to 5 minutes or less. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 6. Public WkS Dir /City Engr. 7. Finance Dir. 8. City Attorney — Discussion on Response to Auditors' Letter 5. Community Dev. Director 9. City Administrator CONSENT AGENDA (ROLL CALL) ** 10. Resolution 2011 -129, directing payment of bills 11. Possible approval of use of Lily Lake Tennis Courts for sale of Christmas Trees - Stillwater Elks PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. UNFINISHED BUSINESS 12. Possible approval of authorization to proceed with concept design work for the new fire station, which is planned to be attached to the new armory (Continued from September 6th meeting) (Resolution — Roll Call). NEW BUSINESS 13. Possible approval of 2011 Harvest Fest (Resolution — Roll Call) COMMUNICATIONS /REQUESTS COUNCIL REQUEST ITEMS 14. Yellow Ribbon Update ADJOURNMENT All items listed under the consent agenda are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion on these items unless a Council Member or citizen so requests, in which even ., the items will be removed from the consent agenda and considered separately. Marked to show changes from previous distributi-or (ate THE IIITNPLACE If NI CITY COUNCIL MINUTES August 16, 2011 BUDGET WORKSHOP 4:30 P.M. Mayor Harycki called the meeting to order at 4:30 p.m. Present: Councilmembers Cook, Menikheim, Polehna and Roush and Mayor Harycki Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Mayor Harycki reviewed the process of the budget workshop for Councilmember Menikheim as this is his first budget workshop. There was discussion regarding others' experience and situations. City Administrator Hansen explained tax changes and that the preliminary budget he submits is basically accurate and reliable, LGA $175,000, state cuts, tax levy, levy limits, formulas. He stated that tonight we are looking at line items, for something you see that looks out of whack. Next week will be the session where items need to looked at more closely and decisions need to be made. There can be wish list items that need to be considered. Tax rates change, bases change, home values and homestead credits changes. Department heads have already done a good job of paring expenses, so there is little left that can be cut. These are bare -bone budgets. A report will be sent to the County on September 15 for the tax levy. This is then locked in; it can later go down but cannot go up. State aid to cities cannot be counted on. Councilmember Menikheim complimented Finance Director Harrison on the informative, user - friendly budget books. 4:30 MIS MIS Director Holman explained her role with all departments, and began with the Police Department's unplanned public safety hardware and software costs needed in connection with the new Washington County system that will be implemented March, 2012. She indicated that she will not have a final number until they get information regarding licensing fees for the new system, however their usual monthly budget will remain similar to what they are already paying. We don't know yet about licensing fees. Ms. Holman stated that the Fire Department will also be on board with this new system, however, as much as $10,000 in additional funds may be needed for their budget. City Council Meeting August 16, 2011 Councilmember Menikheim asked where the extra money would come from and Mayor Harycki replied that it is added to a laundry list of items to be included in the budget or out. Councilmember Roush clarified that the 2011 numbers were year to date. Ms. Holman added that the only other item was seminar conference fees of $5,000 that had not been in recent budgets, as neither Ms. Holman nor Mr. Bornt have attended training since 2007, and need to be trained on new technology and upgrades. Mayor Harycki noted that maintenance agreements for all copiers in the building have jumped in cost and Ms. Holman responded that it is from the extra fees for color copies, fire walls, licensing, software, etc. There was discussion about reducing color copies, considering paperless packets, required duplex copying, and shared printers. Some items such as maps are not readable if they are not in color. There is an access code for anyone making color copies, so that is a good control. Staff is encouraged to go to trainings, but hopefully the training is local rather than outstate to save cost. Updated trainings are required for many positions for licensing. Discussion followed regarding staff licensing fees -- police, fire, engineers, building inspector. Should the City pay for the license or should the individual? MIS capital outlay for virtualized servers: one large server takes up less space, is cheaper and sections off. Wireless electronic notepads are improving efficiency from police and fire to Councilmembers going paperless. These can be used by building inspectors as well. Council members complimented staff on being proactive on the recent HVAC system repairs on the faulty system and the air conditioning malfunction. It was discussed that 20% of IT Technician Bornt's time is allocated to the Library. One person at the library is to act as the liaison. Recently more and more of Mr. Bornt's time is spent there, so there needs to be some adjustments on library staff taking over some of the minor computer issues. There is a request for $4,000 in the budget for the wellness program under "unallocated." City Administrator Hansen explained the benefits of the program and resulting productivity. This year there was a very high participation rate and it does save money in having healthier employees using less sick leave. 5:00 Library Mayor Harycki asked about the 2012 Sundays being funded by donors and Library Director Bertalmio responded that it was a generous donation, but will not continue into the next year. Staff and board members were introduced. Library Director Bertalmio reported the library's goals of zero percent change in City support, increased revenues, Stillwater Foundation to forego the income on their furniture rentals, increase rental rates for events, and increased marketing for business meetings and school district workshops. Over $69,000 is anticipated for special event income in 2012. The library terrace was named by The Knot Minnesota magazine as the 2nd best place in the Twin Cities to get married. Efforts have been made to reduce noise from rooftop events, and there have been very few complaints. Outdoor music has to be over by 10 p.m. Potted plants with more foliage could Page 2 of 13 City Council Meeting August 16, 2011 be added to screen noise, but the view and maintenance must be considered as well. The noise source is directed towards Ascension when possible. It was reiterated that Mr. Bornt's time is at 20 %, so an effort should be made to reduce IT support. Part of the problem is the need for new computers and equipment that works better. On a question from Councilmember Menikheim, Director Bertalmio explained that the Library Foundation is an independent 501C. The library can express their needs, but the Foundation makes decisions on what programs they support, materials and programming, disposal of funds, and finding other sources for funding. They pay the contract for the marketing person. MELSA gets Legacy funds, which contributes to children's programs, adult programs, and family concerts. The library is looking for other sources for programming, security cameras, and a one -way window /mirror in the circulation department, so that staff can see out but the public cannot see in. Councilmember Roush asked for clarification on the $16,500 for machinery and equipment. This feeds into the $25,500 on the capital schedule that is on the schedule. The relationship with Washington County is going well, with Stillwater library providing demographics, programs for active retirees, children's programs, eBooks, and volunteers. The County takes care of ordering, cataloging, and processing. The school district would like to collaborate on library services and technology and a meeting has been set up for later this week. Ms. Bertalmio is looking at ways to attract more volunteers as a cost - saving measure. The library has three full -time staff and about thirty part-time. 5:30 Legal City Attorney Magnuson reported that the prosecution fee is 10% less than in 2007. The retainer hours were 549.40 hours for July 2010 to July 2011. Number of cases is gradually going up for time involved. The increase in activity downtown and the number of DWIs contribute to the amount of legal time needed. Councilmember Roush wanted to confirm that questions should be directed to City Administrator Hansen first rather than going directly to City Attorney Magnuson. The response was that this is correct. The City Administrator can triage out work, direct questions to department heads. Administrative fees are in the revenue. The police department handles intersection accidents (drivers have to receive either a ticket or an administrative citation to assign fault). The state hires police officers for some programs like "Click it or Ticket" and then covers some of the resulting expenses, such as salary at time and a half. The City covers much of the police officer time and pay. Some revenue comes from bar fees and cases taken to Conciliation Court to reclaim fees. We could add a Downtown liquor sales tax. Offenders could be fined for fighting, theft, etc., and be banned from the downtown area, but this leads to more court costs. It was suggested that the City check on ways to recoup more costs. Councilmember Roush complimented City Attorney Magnuson on his invaluable memory for City information and the longevity of his service. Councilmember Menikheim asked who has the ultimate accountability for the library. Administrator Hansen replied that City Council controls the budget amount, but the library board controls how it is spent. Rules are based on the City Charter. The library director is Page 3of13 City Council Meeting August 16, 2011 paid out of the Library Board funds; the director answers to the board, not to the City Council. The City has a good relationship with the library. Libraries are governed by state statutes. The City acts as trustee of their money in a separate library fund. It was suggested that since 70% of their budget is personnel, something could be done to offset that, perhaps with more volunteers. Library Director Bertalmio was complimented as the driving force behind the library, and on the great job she has done in initiating new programs and increasing revenue through rentals. She has also worked with groups to garner more donations and funding. It was also suggested that term limits be considered. The meeting was recessed at 6:30 p.m. RECESSED MEETING 7:00 PM Mayor Harycki called the recessed meeting to order at 7:10 p.m. Present: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders Admin Secretary Manos PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the minutes from the July 19, 2011 regular meeting minutes and July 25, 2011 recessed and regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Council Service Award — Officer Andrea Olson Mayor Harycki expressed the appreciation of the City Council, along with many others, for the contribution by Officer Andrea Olson to make National Night to Unite a great success. Chief Gannaway presented the Council Service Award to Officer Olson. Preferred Site Plan Concept for the New Armory and Fire Station Col. Bruce Jensen, Facilities Management Officer, along with Mike Ramsdell, Master Planner, Lt. Col. Jeff Turner, and consultant Greg Hulne from Burns & McDonnell were present. Col. Jensen reviewed the program planning charrette that was conducted for the Page 4 of 13 City Council Meeting August 16, 2011 proposed new armory and fire station facility in early June. In addition to presenting the preferred conceptual site plan, Col. Jensen discussed some of the next major milestones in the project schedule. He proposed decisions that need to be made by the City Council in the near future include: Fire station program planning; reasonably assure that the fire station and armory will be able to function side by side; Fire station construction concurrently with the armory, if later then Fire station architectural design completed now so that the two buildings' systems and programs will function together; extra gymnasium space constructed concurrently with the armory or later. Col. Jensen reviewed three preferred concept site plans. In each the conceptual building layout is the same, but site circulation and parking vary. The City's preferred version has a fire station entrance that is separated from public entrances. Col. Jensen pointed out that there are cost savings in combining the two buildings, when functional relationships, mechanical and electrical elements, and several different disciplines involved in the design are considered. Personnel from the City, MNARNG Stakeholders, architectural consultants, Washington County personnel, and National Guard Bureau representatives were included in the site planning. The group looked at traffic flow, access to the facility, environmental sustainability, and more in determining how to best use the facility and interact, based on the site. Three main uses were considered: fire station, expansion of the drill floor, and potentially an aquatic center (which was ruled out halfway through the session due to lack of space). There are a number of wetlands on the site that will be left alone. Force protection stand -off requirements need to be considered, along with minimizing the environmental impact to the existing site. Six possible courses of action were narrowed down to two which were further refined June 16. A conceptual map shows what is planned. The fire station needs dedicated parking so staff can get in and out quickly to respond to calls. National Guard parking is in another area. Parking areas will be available for community groups who will use the building as well, with sidewalk access to the front of the building. Controlled access will ensure that conflict is avoided with the fire department answering calls and National Guard staff entering office areas. Councilmember Cook asked about fire station access and Col. Jensen explained that fire station personnel could enter and exit directly onto Hwy. 12 (75th St.) or onto Boutwell Road. Shared opportunities for the fire station, National Guard, and community include classrooms, physical fitness room, kitchen, assembly hall, and a number of systems such as back -up power generation, common HVAC systems and utilities. Federal dollars are authorized in the amount of $188 per square foot, or about $2.8 million. The City and the community would benefit in sharing these facilities. Operating and maintenance costs would be shared based on actual hourly usage. Col. Jensen reiterated the potential courses of action, and upcoming actions. Councilmember Cook asked about various costs that are the responsibility of the armory versus the City and Col. Jensen showed on the displayed map what buildings, parking lots, roads, etc., will come out of National Guard funding. Once City Council gives the green light to go ahead and lay out the scope of the work, a more specific proposal from the consulting firm can be completed and brought to the next council meeting. Page 5 of 13 City Council Meeting August 16, 2011 The National Guard standard for a drill floor is polished concrete which can accommodate light vehicles being brought in. If a wood floor is needed (for basketball, etc.), this could involve an extra expense at least partially paid for by the City. Councilmember Polehna suggested that a history area be included in the armory to showcase Stillwater's commitment to the military, paying tribute to those who have served and sacrificed to the community. Financial Statement - Tom Koop, Larsen Allen Mr. Koop and Brady Hoffman, audit manager, complimented Finance Director Harrison and her department for their hard work and cooperation. He presented the 2010 financial statements and commented that they were found to be consistent with previous years, and no unusual transactions were found during the course of the audit. He noted that there will be a change next year in government accounting standards issued for Statement #54, which redefines fund type definitions and fund balance categories, and they will work with the Finance Dept to implement the new standards. There will be five categories that will give a better picture of the City's dollars in reserve and what they are being used for. Mr. Koop noted one misstatement in the entry for a utility bill impacting the Rec Center and the signs and lighting funds; they had no disagreements with management. They issued a clean opinion on the financial statements, the best opinion they are able to give, which means financial statements were fairly stated in all material respects. As far as internal controls, no material weaknesses were reported. He indicated some less severe internal control items, primarily Rec Center, and suggested putting internal controls into the contract with outside services at the Rec Center. City Administrator Hansen reminded the Council that these controls and procedures were requested by the City, particularly at the Rec Center, because they are an outside entity, to make things better and more secure. In reference to Minnesota legal compliance, the auditors noted two compliance exceptions: one was an invoice not paid within 35 days as required by Minnesota statutes; the other was a compliance directive that is required to be on the back of checks that was not there. Both are easily fixed and have already been taken care of. Mr. Koop reiterated that overall this is a very favorable audit report and the finance department is to be commended. LarsonAllen recommends that a City the size of Stillwater continue to have Council involved in the approval of disbursements. Efficiency should be considered along with costs versus benefit. A line or standard should be set as to what needs Council approval and what does not, so as not to become too costly and burdensome. City Administrator Hansen stated that the City does have an existing purchasing policy that he is working on revising. He will consult LarsonAllen before the final policy is adopted. The City can set the threshold on what needs Council approval and what does not. Next, Mr. Hoffman highlighted Financial Results, including General fund expenditures that exceeded revenues by $70,258, partially due to out -of- pocket flood costs of $113,129 and Cayuga removal of $48,450. As far as general fund -days operating expenditures in fund balance, 2009 and 2010 exceeded the goal. Page 6 of 13 City Council Meeting August 16, 2011 Revenues and transfers -in versus expenditures and transfers -out were presented for the St. Croix Valley Recreation Center, the Library Fund, and Parks Fund. Enterprise Funds (non- governmental) included Sanitary Sewer Fund, Storm Sewer Fund, Signs and Lighting Fund, Parking Fund, and Board of Water Commissioners Water Fund. The Governmental Revenues by Source showed a consistent funding year to year (2001 -2010) from taxes, franchise fees, intergovernmental revenue, tax increment, special assessments, charges for services, and other. Capital Outlay and Construction Governmental Funds peaked four different years due to major construction projects. The Storm Sanitary Sewer Fund shows that net assets before capital contributions decreased by $348,435, partially due to an increase by Metropolitan Council of 6.8 %. It is recommended that a rate increase should be considered for 2011 to stop the negative cash flow of reserves. The Signs and Lighting Fund is sitting at a deficit of about $90,000, so that one is a concern. Parking Fund was up in 2010 due to increased revenues from the new ramp. Water Fund — a separate audit was issued to the Water Board. Trend Data Total Net Tax Capacity shows a slight decline for 2010, as property valuation has gone down. On pages 116 -117 in the blue budget book, the third column of dollars shows a deficit for total gross levy versus what was collected. Contributing to that is the Market Value Homestead Credit that was un- allotted, so part of that is the state not paying its share of about $300,000. Outstanding Debt — 2010 shows a lower debt than 2009, partially due to an outstanding debt from 2009 that was paid off. Councilmember Cook asked for clarification on a comment she remembered from the 2009 audit about being more cautious about debt. Mr. Koop responded that based on the slides, the numbers this year show an improvement, and the debt, while significant, is not out of line for a city of this size. Mayor Harycki asked that if road repairs are funded through reserves, reports show that only one to two year's worth of projects can be done before we run out of reserves. He is looking for a schedule to lay out the beginning reserves, payback from citizens on various projects, and the 5% surplus on bonds. Ms. Harrison responded that she is working on that and will have it available at the next meeting. The mayor also noted that from the proposed budget book, there is so much movement in tax rates and market values and the City is proposing a 1.6% increase in the budget presented. He wondered if there is a way to take the payback from citizens, bond for it and net it out as a defeasance type of item. Mr. Koop responded that he should talk to the public finance bonding people. Some cities are using PAR bonds, so that as assessments are collected, the City is able to use those monies. New School Superintendent Dr. Corey Lunn, the new superintendent of Stillwater Area Schools, introduced himself and stated that he is very excited to be moving into the area with his family. He thanked the City Page 7 of 13 City Council Meeting August 16, 2011 for supporting the new Early Childhood Family Education Center. Groundbreaking was last week, and the kids were the first ones to shovel the sands. He has already met with Mayor Harycki to talk about ways to work together. OPEN FORUM There were no public comments. STAFF REPORTS Police, Fire, Acting City Clerk, Finance Director, City Attorney, City Administrator - No special reports. On a question by Councilmember Roush, Community Development Director Turnblad replied that they have begun to look at additional services like parking, trail heads, and bathrooms regarding the sale of the Zephyr line and its conversion to a bike trail. He added that preparations are being made for the changing dynamics of City's economic development. The purchase should be approved shortly, but improvements will take awhile. Public Works Director Sanders reported that he and Chief Gannaway met with FEMA and were told that the City's reimbursement for flood control expenses should be about $220,000, with the State covering the rest of that expense. Public Works Director Sanders reviewed that last year, $5,000 was included in the Signs and Lighting fund for a portable speed display sign. He indicated that he would like to purchase one that can be mounted to a pole and runs off lithium batteries. It comes with a locking mechanism to help prevent theft. Motion by Mayor Harycki, seconded by Councilmember Polehna, to authorize the purchase of a portable speed display sign. Motion passed unanimously. Public Works Director Sanders pointed out that the State sent the City an e -mail about the fuel consumption program whereby the City buys fuel at a fixed rate for the entire year. He estimated that $12,000 has been saved to date in 2011. Council gave verbal approval to continue this program. Councilmember Roush asked about borrowing a sign from the County that says it is illegal to pass on the shoulder. Others agreed that this would be a good idea. There already is such a sign that has been used along Manning between Highways 36 and 96. CONSENT AGENDA (ROLL CALL) 1. Resolution 2011 -109, directing payment of bills 2. Resolution 2011 -110, approving name change from Oliver & Louis, Inc. DBA: The Bikery to Vackra Nya Liv, Inc., DBA: The Bikery 3. Resolution 2011 -111, approving Minnesota Premises Permit for lawful gambling for American Legion Post 491, located at No -Neck Tony's, 231 Myrtle Street 4. Resolution 2011 -112, authorizing Certified Local Government Grant Application through Minnesota Historical Society Page 8 of 13 City Council Meeting August 16, 2011 Councilmember Cook asked that payment of bills be separated out. She questioned the $80,000 consulting services for the River Crossing. Motion by Councilmember Polehna, seconded by Councilmember Roush, to approve the consent agenda as presented and pull the bills at this time. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve payment of the bills. Motion passed 4 -1. Ayes: Councilmembers Polehna, Roush, Menikheim, Mayor Harycki Nays: Councilmember Cook PUBLIC HEARINGS This is the date and time for a public hearing to consider the issuance of a new On -Sale Tap Room Liquor License at 1900 Tower Drive, Lift Bridge Brewing Technologies, LLC, Daniel Schwartz applicant. Notice was published in the Stillwater Gazette on August 5, 2011. City Administrator Hansen referred to the memo on the Department of Agriculture review, as there are some issues the company will need to take care of. Subject to approval of liquor control and the Department of Agriculture, City Clerk Ward recommends approval by the City. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Cook, seconded by Councilmember Roush, to approve Resolution No. 2011 -113, approving the issuance of a new On -Sale Brewer's Tap Room Liquor License to Lift Bridge Brewing Technologies LLC, DBA: Lift Bridge Brewery located at 1900 Tower Drive, based upon the conditions set forth in the City Clerk's memo. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None This is the date and time for a public hearing to consider the transfer of the On -sale and Sunday liquor license from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's located at 231 Myrtle Street Stillwater, MN. Anthony Misenor and Jessica Junker, applicant. Notice was published in the Stillwater Gazette on August 4, 2011. (Resolution — Roll Call) City Administrator Hansen stated that this is a transfer only. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -114, approving transfer of Ownership of the On -sale and Sunday liquor licenses from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's, based upon the approvals as spelled out in the City Clerk's memo dated from August 3, 2011. Motion passed unanimously. Page 9 of 13 City Council Meeting August 16, 2011 Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None This is the date and time for a public hearing to consider the issuance of a new On -Sale Tap Room Liquor License at 402 Main Street S, Stillwater Brewing Company, LLC. Zachary Morgan and Justin Stanley, applicant. Notice was published in the Stillwater Gazette on August 5, 2011. City Administrator Hansen stated that this is similar to the application considered earlier. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve Resolution No. 2011 -115, approving the issuance of a new On -Sale Brewer's Tap Room License Stillwater Brewing Company, LLC, DBA: Stillwater Brewery located at 402 Main Street S, based upon the approvals of the other agencies involved. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Case No. 2011 -04a. This is the date and time for a public hearing to consider a request from City of Stillwater for future land map amendments related to the Comprehensive Plan rezoning and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on July 15, 2011. Case No. 2011 -04b. This is the date and time for a public hearing to consider a request from City of Stillwater for special use permits for properties related to the Comprehensive Plan rezoning and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on July 15, 2011. These were tabled from the July 25, 2011 meeting. Community Development Director Turnblad explained that to make our zoning map consistent with our Comp Plan, the City has rezoned 369 properties. During that process the City and property owners for a dozen properties agreed to amend the Future Land Use Map and leave zoning as it is. Two areas being considered for changing the map and not rezoning are the 10 properties located on Linson Circle. They will be left RB for two duplexes. The other properties are the Gulf Gas Station and SE -TAC at the corner of Curve Crest Blvd and Greeley St S. They are retail up front and commercial in back, and would like to stay Business Park Commercial rather than Industrial and the land use map will be changed to reflect this. He indicated that the Planning Commission recommends approval as both the property owners and neighbors agree. Mr. Turnblad explained that a map change requires an ordinance, so this becomes the first reading of Ordinance No. 1038. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the first reading of Ordinance No. 1028 as presented. The motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Page 10 of 13 City Council Meeting August 16, 2011 UNFINISHED BUSINESS None. NEW BUSINESS Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for 2011 Street Improvements (Project 2011 -02) Public Works Director Sanders stated fhat as part of the public improvement process, an assessment hearing needs to be held for the street improvement project. The first step is to declare cost to be assessed, and since the City received favorable bids, it lowered the assessment rate from the feasibility report 3% to reflect the cost saving for the project. Replacing galvanized water came in at 33% less and those costs are assessed 100 %. Tonight the department is asking for the approval of two resolutions declaring cost to be assessed, ordering the preparation of the assessment role, and the calling for a hearing on September 20. Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -116, declaring cost to be assessed and ordering preparation of proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -117, calling for hearing on proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Councilmember Polehna stated that he has been contacted by Mr. Kress, who says he was assessed for a copper water line back in the 60's. However, neighbors on each side of him have copper and he has galvanized. As we move forward on final assessments, is there a way to go through the records and determine what was done. The water department has no such records. Public Works Director Sanders responded that the City has past records of assessment rolls and he will go back and check them. Mayor Harycki asked Mr. Sanders asked about the Wilkins Street project. The gas line is holding up the show right now, but should be completed the end of this week. Work on the street should begin shortly thereafter. The schools will be notified of status so that they can plan busing. Sidewalks should not be affected. Most of the work is curb to curb. Possible approval of authorization to bid the Pedestrian Walkway project Community Development Director Turnblad reviewed that plans and specs are finished and are identical to what has already been discussed. They would like to publish them and request bids so that it can be presented at the October 4 council meeting. Page 11 of 13 City Council Meeting August 16, 2011 Councilmember Cook questioned whether a waiver from FEMA was needed and Mr. Turnblad responded that FEMA makes an advisory review as does the DNR on the flood plain issue. The Planning Commission approved the variance for the floodplain and the height issue. The building will be flood proofed. Council will look at the variance during a public hearing at their next meeting. Motion by Councilmember Polehna, seconded by Councilmember Roush, to adopt Resolution No. 2011 -118, approving plans & specifications and ordering advertisement for bids for the Pedestrian Walkway project. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Possible approval of new playground equipment for Triangle and Ramsey Grove Parks Public Works Director Sanders reviewed the equipment will be paid for out of parks capital in the amount of $84,000. By working through a state bid contract, the bids came in at a lower cost, including installation. St. Croix Recreation Company was the low bidder. The design was displayed. Notices were sent out to both neighborhoods and resulted in primarily positive comments. Suggestions were made about some of the panels included. On a question by Councilmember Roush, Mr. Sanders responded that what is pictured is what we will install. Councilmember Roush suggested that two plain panels seem like a waste of money and agreed that more interactive panels would be more appropriate. There was discussion regarding the feedback received and safety of crossing the street. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve Resolution 2011 -119, approve contract with St. Croix Recreation Company to furnish and install play equipment for Triangle and Ramsey Grove Park, with the suggestion to reconsider the two panels on the toddler assembly. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None COUNCIL REQUEST ITEMS Councilmember Cook mentioned that there is signage put up throughout Stillwater that look like litter; it is unclear what is being advertised. She would like to see more signage enforcement and mentioned that in the past City Planner Pogge has indicated that if signs are left on public property, they can be picked up. Community Development Director Turnblad indicated that sign issues are cyclical; when the number of signs that show up reaches a certain mass, then staff is asked to take care of it. This generates a lot of phone calls to Council, and then staff is told to stop. The sign ordinance has been amended so that garage sale signs, realtor signs, etc., are allowed as long as they follow the guidelines in the ordinance. There is also an issue with newspapers being thrown on the ground by mailboxes or in the street. Councilmember Cook asked about what can be done regarding the water system on the North Hill, and if a feasibility study is appropriate. Mayor Harycki responded that feasibility study Page 12 of 13 City Council Meeting August 16, 2011 is very expensive. Residents could put in a private lift station, but so far the neighbors won't cooperate and the one selling is left to handle it on his own. City Administrator Hansen said City staff would discuss what can be done at Wednesday's staff meeting. Councilmember Polehna reported that the Legislature has hired a person to evaluate and do a report on Middle St. Croix WMO (Water Management Organization), which got a very favorable rating on cost effectiveness. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Roush, to adjourn at 9:25 p.m. All in favor. ATTEST: Larry D. Hansen, Acting City Clerk Resolution 2011 -109, Resolution 2011 -110, Resolution 2011 -111, Resolution 2011 -112, Resolution 2011 -113, Resolution 2011 -114, Resolution 2011 -115, Resolution 2011 -116, Resolution 2011 -117, Resolution 2011 -118, Resolution 2011 -119, Ken Harycki, Mayor Directing the Payment of Bills Approving name change from Oliver & Louis, Inc. DBA: The Bikery to Vackra Nya Liv, Inc., DBA: The Bikery Approving Minnesota Premises Permit for lawful gambling for American Legion Post 491, located at No -Neck Tony's, 231 Myrtle Street Authorizing Certified Local Government Grant Application through Minnesota Historical Society Approving the issuance of a new On -Sale Brewer's Tap Room Liquor License to Lift Bridge Brewing Technologies LLC, DBA: Lift Bridge Brewery located at 1900 Tower Drive Approving transfer of Ownership of the On -sale and Sunday liquor licenses from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's Approving the issuance of a new On -Sale Brewer's Tap Room License Stillwater Brewing Company, LLC, DBA: Stillwater Brewery located at 402 Main Street S Declaring cost to be assessed and ordering preparation of proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390 Calling for hearing on proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390 Approving plans & specifications and ordering advertisement for bids for the Pedestrian Walkway project Approve contract with St. Croix Recreation Company to furnish and install play equipment for Triangle and Ramsey Grove Park Page 13 of 13 v. v■M, ) ,,,D_oti N('(\ (SO, Pliee. THE AUDITOR'S INITIAL COMPLAINT Increment may not be paid to a Lobbyist since that purpose is not permitted under Minn. Stat. §469.176.1 OUR RESPONSE Minn. Stat. §469.176, subd. 4, allows tax increment to be used by the City to finance or otherwise pay the capital and administrative costs of a Development District pursuant to §469.124 to §469.134.2; and, Minn. Stat. §469.174 also grants authority to the City to administer a Development District created pursuant to §469.124 to §469.134.3 and authority to finance and pay the capital and administration costs of a Development District as defined in Minn. Stat. §469.125, subd. 9.4 Minn. Stat. §469.126 (within Minn. Stat. §469.124 and §469.134) grants to the City within Development District No. 1, the power to "(1) promote developments aimed at improving the physical facilities, quality of life and quality of transportation ".5 The Downtown Historical District is in the center of Development District No. 1 and TIF District No. 1. The District experiences gridlock during peak hours almost everyday. Daily bridge traffic is counted at 19,000 Annual Average Daily Traffic (AADT on summer weekends.) For a peak hour regular commute the delay results in 19 hours in total delay over the course of a year. The predicted average in vehicular traffic if realized by 2030 will degrade traffic operations in Downtown Stillwater on the River Crossing and arterial approaches and will double average delay, queue length and daily hours of congestion.6 This would mean for the daily commuter, almost a week out of every year would be wasted sitting in stalled traffic in this District. 'Minn. Stat. §469.1771, subd. 3 2Minn. Stat. §469.176, subd. 4 3Minn. Stat. §469.174, subd. 2 4Minn. Stat. §469.174, subd. 8 5Minn. Stat. §469.126, subd. 2 6St. Croix River Crossing Project Supplemental Final Section 15, Chapter 2, Purpose and Need for Action, June 2006 DRAFT A new Bridge would result in closing the present Bridge to vehicular traffic and would be a development that would improve the physical facilities in the District as well as the quality of life and the quality of transportation in the District. A new Bridge cannot be built without violating Section 7(a) of the Wild and Scenic River Act and therefore Congressional action is needed to exempt the project from the Wild River Rules.7 Acts of Congress require the aid and skill of professional lobbyists to assist in the promotion of the new Bridge Project. To promote means to urge the adoption of, to attempt to sell or popularize, to advocate. By giving authority to promote, authority is expressly given to secure the services of a promoter, an active supporter and advocate.8 A promoter is practically synonymous with a Lobbyist. Below are the definitions of both from Black's Law Dictionary, 4th Addition. LOBBYIST. One who makes it a business to procure the passage of bills pending before a legislative body. One "who makes it a business to `see' members and procure, by persuasion, importunity, or the use of inducements, the passing of bills, public as well as private, which involve gain to the promoters." 1 Bryce, Am. Com. 156. PROMOTER. One who promotes, urges on, encourages, incites, advances, etc. Martin v. Street Improvement Dist. No. 324 of the City of Little Rock, 167 Ark. 108, 266 S.W. 941, 942. One promoting a plan by which it is hoped to insure the success of a ... venture. Caskie v. State Corporation Commission, 145 Va. 459, 134 S.E. 583, 584. 7U.S. Dept. of Interior Evaluation and Determination Section 7(a) of the Wild and Scenic Rivers Act St. Croix River Crossing Project, September, 2010 8New College Edition, the American Heritage Dictionary of the English Language CONCLUSION The Historic Downtown is at the epicenter of traffic congestion caused by the Bridge in its present location. The Bridge rests on the middle of TIF District 1, Development District 1. The City has authority to promote development aimed at improving the physical facilities, quality of life and quality of transportation in the District. The promotion of a new Bridge which will result in the closing of the Historic Bridge to traffic, will improve the physical facilities in the District, quality of life in the District and the quality of transportation in the District. Under these circumstances the use of TIF funds from District No. 1 may be lawfully paid to Lobbyists hired to promote the construction of a new Bridge and the closing of the Historic Bridge to vehicular traffic. RESOLUTION 2011 -129 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 $238,361.67 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 13th day of September, 2011. Ken Harycki, Mayor ATTEST: Larry D. Hansen, City Clerk LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2011 -129 Ace Hardware Ancom Communication, Inc. Aramark Uniform Services Armor Security Inc. Carquest Auto Parts Century Power Equipment Comcast Consolidated Welding Supply Diamond Products Gertens Wholesale Gopher State One Call, Inc. Kustom Signals, Inc. Menards Metropolitan Council Metropolitan Mechanical Contractors, Inc. MN Department of Agriculture MnFIAM Book Store Natural Resource Group LLC Pogge, Michel S &T Office Products, Inc. Stillwater Motor Company Stoen, Drew Streicher's SW /WC Service T.A. Schifsky & Sons, Inc. Tessman Toll Gas & Welding Supply Trans Union LLC Tri State Bobcat, Inc. Verizon Wireless Wingfoot Commercial Tire Wulfing David LIBRARY Ace Hardware Aramark Baker & Taylor BWI Brodart Johnson, Alec MacKenzie, Aaron Midwest Tape Peterson,Andy Supplies UHF 9Cm Antenna Stubby Uniforms, Mats & Towels Monitoring Service Equipment Repair Supplies Equipment Repair Supplies Telephone Welding supplies Bag Glass Beads latex Plants for Downtown Billable Tickets August 2011 Equipment Repair Supplies Equipment Repair Supplies Wastewater Charge October 2011 Rental of Cooling Units Agricultural Investigative Clean Up Cost Fire Instructor Principals & Practice Consulting Engineer Reimburse for MN Preservation Conference Office Supplies Vehicle Repair Reimburse for 1st pair of Work Boots Uniforms Health Insurance /Cobra Asphalt Grass Seed Cylinder /Demurrage Basic Service Equipment Rental & Repair Internet Tires Reimburse K9 Boarding at Valley Boarding Janitorial Supplies Rug & Towel Service Library Materials Library Materials Library Materials Event Prep Event Prep AV Materials Event Prep 320.59 28.50 389.40 89.78 150.46 132.12 205.38 237.02 104.74 1,132.02 379.05 130.66 90.60 119,240.94 3,107.66 157.89 60.58 1,182.50 300.00 132.97 897.21 100.00 359.01 55,391.58 6,630.75 197.85 10.20 5.00 978.81 370.05 726.75 136.00 26.95 64.26 351.38 277.03 2,180.81 49.74 14.21 1,074.02 71.05 EXHIBIT "A" TO RESOLUTION #2011 -129 Page 2 Washington County Library White Bear Center for the Arts ADDENDUM Advanced Sportswear Big Ink Century Link C.Hassis Clark,Dan Cole Papers Cub Fire Marshals Association of MN Goebel, Judy Hansen, Larry Holiday Station Store Ice Skating Institute Lake Elmo Oil LDK Builders, Inc. Lennar Loffler Companies, Inc. Magnuson Law Firm Main Street Builders MN Management & Budget /Treasury Div MN Pollution Control Agency Neopost Office Depot Paulson & Clark Engineering, Inc. Pro Guard Software House Int. Inc. Sun Newspaper UHL Company Valley Trophy, Inc. Washington County Attorney Witte, Marie Xcel Zayo Library Materials Programming Uniforms Dasher Board Banner Telephone Lawn Clean Up Cleaning City Hall & Public Works Janitorial Supplies Board Commissioner Picnic Membership Refund for fall 4 x 4 League Reimburse for Board Commissioner Picnic Fuel Membership Fuel Grading Escrow Refund Grading Escrow Refund Phone Work at Rec Center Professional Services Grading Escrow Refund State of Mn Share of Cash Forfeiture Stillwater Stage 3 Floodwall Autofeeder with Sealer Office Supplies Stillwater Parking Ramp Security Supplies for Resale in Concession Software Maint & Assurance on Microsoft Publications Parking Ramp Security Name Tag County Share of Cash Forfeiture Refund for Learn to Skate Electricity,Gas Telephone 941.56 475.00 1,045.50 205.20 61.63 1,399.94 1,057.50 11.57 726.18 35.00 100.00 81.65 61.47 754.00 39.55 1,500.00 1,500.00 218.75 7,001.83 1,500.00 70.00 750.00 957.48 41.64 725.00 158.88 10,198.01 85.12 6,066.70 8.02 140.00 78.00 2,311.01 569.96 TOTAL 238,361.67 EXHIBIT "A" TO RESOLUTION #2011 -129 Page 3 Adopted by the City Council this 13th Day of September, 2011 111E IIRTIIPLACE Of ■IOREEOfA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North September 13, 2011 REGULAR MEETING 4:30 P.M. 4:30 P.M. AGENDA CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 1. Possible approval of August 16, 2011 regular and recessed meeting minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 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 may take action or 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 Tess. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. Community Dev. Director 6. Public Wks Dir /City Engr. 7. Finance Dir. 8. City Attorney — 9. City Administrator Discussion on Response to Auditors' Letter CONSENT AGENDA (ROLL CALL) ** 10. Resolution 2011 -129, directing payment of bills 11. Possible approval of use of Lily Lake Tennis Courts for sale of Christmas Trees - Stillwater Elks PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. UNFINISHED BUSINESS 12. Possible approval of authorization to proceed with concept design work for the new fire station, which is planned to be attached to the new armory (Continued from September 6th meeting) (Resolution — Roll Call). NEW BUSINESS 13. Possible approval of 2011 Harvest Fest (Resolution — Roll Call) COMMUNICATIONS /REQUESTS COUNCIL REQUEST ITEMS ADJOURNMENT ** All items listed under the consent agenda are considered to be routine by the City Council and will be enacted by one motion. There will be no separate discussion on these items unless a Council Member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 1NE NINTN►LNCE Of IIINNEEETA CITY COUNCIL MINUTES August 16, 2011 BUDGET WORKSHOP 4:30 P.M. Mayor Harycki called the meeting to order at 4:30 p.m. Present: Councilmembers Cook, Menikheim, Polehna and Roush and Mayor Harycki Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Mayor Harycki reviewed the process of the budget workshop for Councilmember Menikheim as this is his first budget workshop. There was discussion regarding others' experience and situations. City Administrator Hansen explained tax changes and that the preliminary budget he submits is basically accurate and reliable, LGA $175,000, state cuts, tax levy, levy limits, formulas. He stated that tonight we are looking at line items, for something you see that looks out of whack. Next week will be the session where items need to looked at more closely and decisions need to be made. There can be wish list items that need to be considered. Tax rates change, bases change, home values and homestead credits changes. Department heads have already done a good job of paring expenses, so there is little left that can be cut. These are bare -bone budgets. A report will be sent to the County on September 15 for the tax levy. This is then locked in; it can later go down but cannot go up. State aid to cities cannot be counted on. Councilmember Menikheim complimented Finance Director Harrison on the informative, user - friendly budget books. 4:30 MIS MIS Director Holman explained her role with all departments, and began with the Police Department's unplanned public safety hardware and software costs needed in connection with the new Washington County system that will be implemented March, 2012. She indicated that she will not have a final number until they get information regarding licensing fees for the new system, however their usual monthly budget will remain similar to what they are already paying. We don't know yet about licensing fees. Ms. Holman stated that the Fire Department will also be on board with this new system, however, as much as $10,000 in additional funds may be needed for their budget. City Council Meeting August 16, 2011 Councilmember Menikheim asked where the extra money would come from and Mayor Harycki replied that it is added to a laundry list of items to be included in the budget or out. Councilmember Roush clarified that the 2011 numbers were year to date. Ms. Holman added that the only other item was seminar conference fees of $5,000 that had not been in recent budgets, as neither Ms. Holman nor Mr. Bornt have attended training since 2007, and need to be trained on new technology and upgrades. Mayor Harycki noted that maintenance agreements for all copiers in the building have jumped in cost and Ms. Holman responded that it is from the extra fees for color copies, fire walls, licensing, software, etc. There was discussion about reducing color copies, considering paperless packets, required duplex copying, and shared printers. Some items such as maps are not readable if they are not in color. There is an access code for anyone making color copies, so that is a good control. Staff is encouraged to go to trainings, but hopefully the training is local rather than outstate to save cost. Updated trainings are required for many positions for licensing. Discussion followed regarding staff licensing fees -- police, fire, engineers, building inspector. Should the City pay for the license or should the individual? MIS capital outlay for virtualized servers: one large server takes up less space, is cheaper and sections off. Wireless electronic notepads are improving efficiency from police and fire to Councilmembers going paperless. These can be used by building inspectors as well. Council members complimented staff on being proactive on the recent HVAC system repairs on the faulty system and the air conditioning malfunction. It was discussed that 20% of IT Technician Bornt's time is allocated to the Library. One person at the library is to act as the liaison. Recently more and more of Mr. Bornt's time is spent there, so there needs to be some adjustments on library staff taking over some of the minor computer issues. There is a request for $4,000 in the budget for the wellness program under "unallocated." City Administrator Hansen explained the benefits of the program and resulting productivity. This year there was a very high participation rate and it does save money in having healthier employees using less sick leave. 5:00 Library Mayor Harycki asked about the 2012 Sundays being funded by donors and Library Director Bertalmio responded that it was a generous donation, but will not continue into the next year. Staff and board members were introduced. Library Director Bertalmio reported the library's goals of zero percent change in City support, increased revenues, Stillwater Foundation to forego the income on their furniture rentals, increase rental rates for events, and increased marketing for business meetings and school district workshops. Over $69,000 is anticipated for special event income in 2012. The library terrace was named by The Knot Minnesota magazine as the 2nd best place in the Twin Cities to get married. Efforts have been made to reduce noise from rooftop events, and there have been very few complaints. Outdoor music has to be over by 10 p.m. Potted plants with more foliage could Page 2 of 14 City Council Meeting August 16, 2011 be added to screen noise, but the view and maintenance must be considered as well. The noise source is directed towards Ascension when possible. It was reiterated that Mr. Bornt's time is at 20 %, so an effort should be made to reduce IT support. Part of the problem is the need for new computers and equipment that works better. On a question from Councilmember Menikheim, Director Bertalmio explained that the Library Foundation is an independent 501C. The library can express their needs, but the Foundation makes decisions on what programs they support, materials and programming, disposal of funds, and finding other sources for funding. They pay the contract for the marketing person. MELSA gets Legacy funds, which contributes to children's programs, adult programs, and family concerts. The library is looking for other sources for programming, security cameras, and a one -way window /mirror in the circulation department, so that staff can see out but the public cannot see in. Councilmember Roush asked for clarification on the $1 6,500 for machinery and equipment. This feeds into the $25,500 on the capital schedule that is on the schedule. The relationship with Washington County is going well, with Stillwater library providing demographics, programs for active retirees, children's programs, eBooks, and volunteers. The County takes care of ordering, cataloging, and processing. The school district would like to collaborate on library services and technology and a meeting has been set up for later this week. Ms. Bertalmio is looking at ways to attract more volunteers as a cost - saving measure. The library has three full -time staff and about thirty part-time. 5:30 Legal City Attorney Magnuson reported that the prosecution fee is 10% less than in 2007. The retainer hours were 549.40 hours for July 2010 to July 2011. Number of cases is gradually going up for time involved. The increase in activity downtown and the number of DWIs contribute to the amount of legal time needed. Councilmember Roush wanted to confirm that questions should be directed to City Administrator Hansen first rather than going directly to City Attorney Magnuson. The response was that this is correct. The City Administrator can triage out work, direct questions to department heads. Administrative fees are in the revenue. The police department handles intersection accidents (drivers have to receive either a ticket or an administrative citation to assign fault). The state hires police officers for some programs like "Click it or Ticket" and then covers some of the resulting expenses, such as salary at time and a half. The City covers much of the police officer time and pay. Some revenue comes from bar fees and cases taken to Conciliation Court to reclaim fees. We could add a Downtown liquor sales tax. Offenders could be fined for fighting, theft, etc., and be banned from the downtown area, but this leads to more court costs. It was suggested that the City check on ways to recoup more costs. Councilmember Roush complimented City Attorney Magnuson on his invaluable memory for City information and the longevity of his service. Councilmember Menikheim asked who has the ultimate accountability for the library. Administrator Hansen replied that City Council controls the budget amount, but the library board controls how it is spent. Rules are based on the City Charter. The library director is Page 3 of 14 City Council Meeting August 16, 2011 paid out of the Library Board funds; the director answers to the board, not to the City Council. The City has a good relationship with the library. Libraries are governed by state statutes. The City acts as trustee of their money in a separate library fund. It was suggested that since 70% of their budget is personnel, something could be done to offset that, perhaps with more volunteers. Library Director Bertalmio was complimented as the driving force behind the library, and on the great job she has done in initiating new programs and increasing revenue through rentals. She has also worked with groups to garner more donations and funding. It was also suggested that term limits be considered. The meeting was recessed at 6:30 p.m. RECESSED MEETING 7:00 PM Mayor Harycki Roush called the recessed meeting to order at 7:10 p.m. Present: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders Admin Secretary Manos PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the minutes from the July 19, 2011 regular meeting minutes and July 25, 2011 recessed and regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Council Service Award — Officer Andrea Olson Mayor Harycki expressed the appreciation of the City Council, along with many others, for the contribution by Officer Andrea Olson to make National Night to Unite a great success. Chief Gannaway presented the Council Service Award to Officer Olson. Preferred Site Plan Concept for the New Armory and Fire Station Col. Bruce Jensen, Facilities Management Officer, along with Mike Ramsdell, Master Planner, Lt. Col. Jeff Turner, and consultant Greg Hulne from Burns & McDonnell were present. Col. Jensen reviewed the program planning charrette that was conducted for the Page 4 of 14 City Council Meeting August 16, 2011 proposed new armory and fire station facility in early June. In addition to presenting the preferred conceptual site plan, Col. Jensen discussed some of the next major milestones in the project schedule. He proposed decisions that need to be made by the City Council in the near future include: Fire station program planning; reasonably assure that the fire station and armory will be able to function side by side; Fire station construction concurrently with the armory, if later then Fire station architectural design completed now so that the two buildings' systems and programs will function together; extra gymnasium space constructed concurrently with the armory or later. Col. Jensen reviewed three preferred concept site plans. In each the conceptual building layout is the same, but site circulation and parking vary. The City's preferred version has a fire station entrance that is separated from public entrances. Col. Jensen pointed out that there are cost savings in combining the two buildings, when functional relationships, mechanical and electrical elements, and several different disciplines involved in the design are considered. Personnel from the City, MNARNG Stakeholders, architectural consultants, Washington County personnel, and National Guard Bureau representatives were included in the site planning. The group looked at traffic flow, access to the facility, environmental sustainability, and more in determining how to best use the facility and interact, based on the site. Three main uses were considered: fire station, expansion of the drill floor, and potentially an aquatic center (which was ruled out halfway through the session due to lack of space). There are a number of wetlands on the site that will be left alone. Force protection stand -off requirements need to be considered, along with minimizing the environmental impact to the existing site. Six possible courses of action were narrowed down to two which were further refined June 16. A conceptual map shows what is planned. The fire station needs dedicated parking so staff can get in and out quickly to respond to calls. National Guard parking is in another area. Parking areas will be available for community groups who will use the building as well, with sidewalk access to the front of the building. Controlled access will ensure that conflict is avoided with the fire department answering calls and National Guard staff entering office areas. Councilmember Cook asked about fire station access and Col. Jensen explained that fire station personnel could enter and exit directly onto Hwy. 12 (75th St.) or onto Boutwell Road. Shared opportunities for the fire station, National Guard, and community include classrooms, physical fitness room, kitchen, assembly hall, and a number of systems such as back -up power generation, common HVAC systems and utilities. Federal dollars are authorized in the amount of $188 per square foot, or about $2.8 million. The City and the community would benefit in sharing these facilities. Operating and maintenance costs would be shared based on actual hourly usage. Col. Jensen reiterated the potential courses of action, and upcoming actions. Councilmember Cook asked about various costs that are the responsibility of the armory versus the City and Col. Jensen showed on the displayed map what buildings, parking lots, roads, etc., will come out of National Guard funding. Once City Council gives the green light to go ahead and lay out the scope of the work, a more specific proposal from the consulting firm can be completed and brought to the next council meeting. Page 5 of 14 City Council Meeting August 16, 2011 The National Guard standard for a drill floor is polished concrete which can accommodate light vehicles being brought in. If a wood floor is needed (for basketball, etc.), this could involve an extra expense at least partially paid for by the City. Councilmember Polehna suggested that a history area be included in the armory to showcase Stillwater's commitment to the military, paying tribute to those who have served and sacrificed to the community. Financial Statement - Tom Koop, Larsen Allen Mr. Koop and Brady Hoffman, audit manager, complimented Finance Director Harrison and her department for their hard work and cooperation. He presented the 2010 financial statements and commented that they were found to be consistent with previous years, and no unusual transactions were found during the course of the audit. He noted that there will be a change next year in government accounting standards issued for Statement #54, which redefines fund type definitions and fund balance categories, and they will work with the Finance Dept to implement the new standards. There will be five categories that will give a better picture of the City's dollars in reserve and what they are being used for. Mr. Koop noted one misstatement in the entry for a utility bill impacting the Rec Center and the signs and lighting funds; they had no disagreements with management. They issued a clean opinion on the financial statements, the best opinion they are able to give, which means financial statements were fairly stated in all material respects. As far as internal controls, no material weaknesses were reported. He indicated some less severe internal control items, primarily Rec Center, and suggested putting internal controls into the contract with outside services at the Rec Center. City Administrator Hansen reminded the Council that these controls and procedures were requested by the City, particularly at the Rec Center, because they are an outside entity, to make things better and more secure. In reference to Minnesota legal compliance, the auditors noted two compliance exceptions: one was an invoice not paid within 35 days as required by Minnesota statutes; the other was a compliance directive that is required to be on the back of checks that was not there. Both are easily fixed and have already been taken care of. Mr. Koop reiterated that overall this is a very favorable audit report and the finance department is to be commended. LarsonAllen recommends that a City the size of Stillwater continue to have Council involved in the approval of disbursements. Efficiency should be considered along with costs versus benefit. A line or standard should be set as to what needs Council approval and what does not, so as not to become too costly and burdensome. City Administrator Hansen stated that the City does have an existing purchasing policy that he is working on revising. He will consult LarsonAllen before the final policy is adopted. The City can set the threshold on what needs Council approval and what does not. Next, Mr. Hoffman highlighted Financial Results, including General fund expenditures that exceeded revenues by $70,258, partially due to out -of- pocket flood costs of $113,129 and Cayuga removal of $48,450. As far as general fund -days operating expenditures in fund balance, 2009 and 2010 exceeded the goal. Page 6 of 14 City Council Meeting August 16, 2011 Revenues and transfers -in versus expenditures and transfers -out were presented for the St. Croix Valley Recreation Center, the Library Fund, and Parks Fund. Enterprise Funds (non- governmental) included Sanitary Sewer Fund, Storm Sewer Fund, Signs and Lighting Fund, Parking Fund, and Board of Water Commissioners Water Fund. The Governmental Revenues by Source showed a consistent funding year to year (2001 -2010) from taxes, franchise fees, intergovernmental revenue, tax increment, special assessments, charges for services, and other. Capital Outlay and Construction Governmental Funds peaked four different years due to major construction projects. The Storm Sewer Fund shows that net assets before capital contributions decreased by $348,435, partially due to an increase by Metropolitan Council of 6.8 %. It is recommended that a rate increase should be considered for 2011 to stop the negative cash flow of reserves. The Signs and Lighting Fund is sitting at a deficit of about $90,000, so that one is a concern. Parking Fund was up in 2010 due to increased revenues from the new ramp. Water Fund — a separate audit was issued to the Water Board. Trend Data Total Net Tax Capacity shows a slight decline for 2010, as property valuation has gone down. On pages 116 -117 in the blue budget book, the third column of dollars shows a deficit for total gross levy versus what was collected. Contributing to that is the Market Value Homestead Credit that was un- allotted, so part of that is the state not paying its share of about $300,000. Outstanding Debt — 2010 shows a lower debt than 2009, partially due to an outstanding debt from 2009 that was paid off. Councilmember Cook asked for clarification on a comment she remembered from the 2009 audit about being more cautious about debt. Mr. Koop responded that based on the slides, the numbers this year show an improvement, and the debt, while significant, is not out of line for a city of this size. Mayor Harycki asked that if road repairs are funded through reserves, reports show that only one to two year's worth of projects can be done before we run out of reserves. He is looking for a schedule to lay out the beginning reserves, payback from citizens on various projects, and the 5% surplus on bonds. Ms. Harrison responded that she is working on that and will have it available at the next meeting. The mayor also noted that from the proposed budget book, there is so much movement in tax rates and market values and the City is proposing a 1.6% increase in the budget presented. He wondered if there is a way to take the payback from citizens, bond for it and net it out as a defeasance type of item. Mr. Koop responded that he should talk to the public finance bonding people. Some cities are using PAR bonds, so that as assessments are collected, the City is able to use those monies. New School Superintendent Dr. Corey Lunn, the new superintendent of Stillwater Area Schools, introduced himself and stated that he is very excited to be moving into the area with his family. He thanked the City Page 7 of 14 City Council Meeting August 16, 2011 for supporting the new Early Childhood Family Education Center. Groundbreaking was last week, and the kids were the first ones to shovel the sands. He has already met with Mayor Harycki to talk about ways to work together. OPEN FORUM There were no public comments. STAFF REPORTS Police, Fire, Acting City Clerk, Finance Director, City Attorney, City Administrator - No special reports. On a question by Councilmember Roush, Community Development Director Turnblad replied that they have begun to look at additional services like parking, trail heads, and bathrooms regarding the sale of the Zephyr line and its conversion to a bike trail. He added that preparations are being made for the changing dynamics of City's economic development. The purchase should be approved shortly, but improvements will take awhile. Public Works Director Sanders reported that he and Chief Gannaway met with FEMA and were told that the City's reimbursement for flood control expenses should be about $220,000, with the State covering the rest of that expense. Public Works Director Sanders reviewed that last year, $5,000 was included in the Signs and Lighting fund for a portable speed display sign. He indicated that he would like to purchase one that can be mounted to a pole and runs off lithium batteries. It comes with a locking mechanism to help prevent theft. Motion by Mayor Harycki, seconded by Councilmember Polehna, to authorize the purchase of a portable speed display sign. Motion passed unanimously. Public Works Director Sanders pointed out that the State sent the City an e -mail about the fuel consumption program whereby the City buys fuel at a fixed rate for the entire year. He estimated that $12,000 has been saved to date in 2011. Council gave verbal approval to continue this program. Councilmember Roush asked about borrowing a sign from the County that says it is illegal to pass on the shoulder. Others agreed that this would be a good idea. There already is such a sign that has been used along Manning between Highways 36 and 96. CONSENT AGENDA (ROLL CALL) 1. Resolution 2011 -109, directing payment of bills 2. Resolution 2011 -110, approving name change from Oliver & Louis, Inc. DBA: The Bikery to Vackra Nya Liv, Inc., DBA: The Bikery 3. Resolution 2011 -111, approving Minnesota Premises Permit for lawful gambling for American Legion Post 491, located at No -Neck Tony's, 231 Myrtle Street 4. Resolution 2011 -112, authorizing Certified Local Government Grant Application through Minnesota Historical Society Page 8of14 City Council Meeting August 16, 2011 Councilmember Cook asked that payment of bills be separated out. She questioned the $80,000 consulting services for the River Crossing. Motion by Councilmember Polehna, seconded by Councilmember Roush, to approve the consent agenda as presented and pull the bills at this time. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve payment of the bills. Motion passed 4 -1. Ayes: Councilmembers Polehna, Roush, Menikheim, Mayor Harycki Nays: Councilmember Cook PUBLIC HEARINGS This is the date and time for a public hearing to consider the issuance of a new On -Sale Tap Room Liquor License at 1900 Tower Drive, Lift Bridge Brewing Technologies, LLC, Daniel Schwartz applicant. Notice was published in the Stillwater Gazette on August 5, 2011. City Administrator Hansen referred to the memo on the Department of Agriculture review, as there are some issues the company will need to take care of. Subject to approval of liquor control and the Department of Agriculture, City Clerk Ward recommends approval by the City. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Cook, seconded by Councilmember Roush, to approve Resolution No. 2011 -113, approving the issuance of a new On -Sale Brewer's Tap Room Liquor License to Lift Bridge Brewing Technologies LLC, DBA: Lift Bridge Brewery located at 1900 Tower Drive, based upon the conditions set forth in the City Clerk's memo. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None This is the date and time for a public hearing to consider the transfer of the On -sale and Sunday liquor license from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's located at 231 Myrtle Street Stillwater, MN. Anthony Misenor and Jessica Junker, applicant. Notice was published in the Stillwater Gazette on August 4, 2011. (Resolution — Roll Call) City Administrator Hansen stated that this is a transfer only. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -114, approving transfer of Ownership of the On -sale and Sunday liquor licenses from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's, based upon the approvals as spelled out in the City Clerk's memo dated from August 3, 2011. Motion passed unanimously. Page 9 of 14 City Council Meeting August 16, 2011 Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None This is the date and time for a public hearing to consider the issuance of a new On -Sale Tap Room Liquor License at 402 Main Street S, Stillwater Brewing Company, LLC. Zachary Morgan and Justin Stanley, applicant. Notice was published in the Stillwater Gazette on August 5, 2011. City Administrator Hansen stated that this is similar to the application considered earlier. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve Resolution No. 2011 -115, approving the issuance of a new On -Sale Brewer's Tap Room License Stillwater Brewing Company, LLC, DBA: Stillwater Brewery located at 402 Main Street S, based upon the approvals of the other agencies involved. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Case No. 2011 -04a. This is the date and time for a public hearing to consider a request from City of Stillwater for future land map amendments related to the Comprehensive Plan rezoning and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on July 15, 2011. Case No. 2011 -04b. This is the date and time for a public hearing to consider a request from City of Stillwater for special use permits for properties related to the Comprehensive Plan rezoning and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on July 15, 2011. These were tabled from the July 25, 2011 meeting. Community Development Director Turnblad explained that to make our zoning map consistent with our Comp Plan, the City has rezoned 369 properties. During that process the City and property owners for a dozen properties agreed to amend the Future Land Use Map and leave zoning as it is. Two areas being considered for changing the map and not rezoning are the 10 properties located on Linson Circle. They will be left RB for two duplexes. The other properties are the Gulf Gas Station and SE -TAC at the corner of Curve Crest Blvd and Greeley St S. They are retail up front and commercial in back, and would like to stay Business Park Commercial rather than Industrial and the land use map will be changed to reflect this. He indicated that the Planning Commission recommends approval as both the property owners and neighbors agree. Mr. Turnblad explained that a map change requires an ordinance, so this becomes the first reading of Ordinance No. 1038. The public hearing was opened. No one was present who wished to speak. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the first reading of Ordinance No. 1028 as presented. The motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Page 10 of 14 City Council Meeting August 16, 2011 UNFINISHED BUSINESS None. NEW BUSINESS Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for 2011 Street Improvements (Project 2011 -02) Public Works Director Sanders stated that as part of the public improvement process, an assessment hearing needs to be held for the street improvement project. The first step is to declare cost to be assessed, and since the City received favorable bids, it lowered the assessment rate from the feasibility report 3% to reflect the cost saving for the project. Galvanized water came in at 33% less and those costs are assessed 100 %. Tonight the department is asking for the approval of two resolutions declaring cost to be assessed, ordering the preparation of the assessment role, and the calling for a hearing on September 20. Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -116, declaring cost to be assessed and ordering preparation of proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Motion by Councilmember Cook, seconded by Councilmember Polehna, to approve Resolution No. 2011 -117, calling for hearing on proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Councilmember Polehna stated that he has been contacted by Mr. Kress, who says he was assessed for a copper water line back in the 60's. However, neighbors on each side of him have copper and he has galvanized. As we move forward on final assessments, is there a way to go through the records and determine what was done. The water department has no such records. Public Works Director Sanders responded that the City has past records of assessment rolls and he will go back and check them. Mayor Harycki asked Mr. Sanders asked about the Wilkins Street project. The gas line is holding up the show right now, but should be completed the end of this week. Work on the street should begin shortly thereafter. The schools will be notified of status so that they can plan busing. Sidewalks should not be affected. Most of the work is curb to curb. Possible approval of authorization to bid the Pedestrian Walkway project Community Development Director Turnblad reviewed that plans and specs are finished and are identical to what has already been discussed. They would like to publish them and request bids so that it can be presented at the October 4 council meeting. Page 11 of 14 City Council Meeting August 16, 2011 Councilmember Cook questioned whether a waiver from FEMA was needed and Mr. Turnblad responded that FEMA makes an advisory review as does the DNR on the flood plain issue. The Planning Commission approved the variance for the floodplain and the height issue. The building will be flood proofed. Council will look at the variance during a public hearing at their next meeting. Motion by Councilmember Polehna, seconded by Councilmember Roush, to adopt Resolution No. 2011 -118, approving plans & specifications and ordering advertisement for bids for the Pedestrian Walkway project. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None Possible approval of new playground equipment for Triangle and Ramsey Grove Parks Public Works Director Sanders reviewed the equipment will be paid for out of parks capital in the amount of $84,000. By working through a state bid contract, the bids came in at a lower cost, including installation. St. Croix Recreation Company was the low bidder. The design was displayed. Notices were sent out to both neighborhoods and resulted in primarily positive comments. Suggestions were made about some of the panels included. On a question by Councilmember Roush, Mr. Sanders responded that what is pictured is what we will install. Councilmember Roush suggested that two plain panels seem like a waste of money and agreed that more interactive panels would be more appropriate. There was discussion regarding the feedback received and safety of crossing the street. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve Resolution 2011 -119, approve contract with St. Croix Recreation Company to furnish and install play equipment for Triangle and Ramsey Grove Park, with the suggestion to reconsider the two panels on the toddler assembly. Motion passed unanimously. Ayes: Councilmembers Cook, Menikheim, Polehna, and Roush, and Mayor Harycki Nays: None COUNCIL REQUEST ITEMS Councilmember Cook mentioned that there is signage put up throughout Stillwater that look like litter; it is unclear what is being advertised. She would like to see more signage enforcement and mentioned that in the past City Planner Pogge has indicated that if signs are left on public property, they can be picked up. Community Development Director Turnblad indicated that sign issues are cyclical; when the number of signs that show up reaches a certain mass, then staff is asked to take care of it. This generates a lot of phone calls to Council, and then staff is told to stop. The sign ordinance has been amended so that garage sale signs, realtor signs, etc., are allowed as long as they follow the guidelines in the ordinance. There is also an issue with newspapers being thrown on the ground by mailboxes or in the street. Councilmember Cook asked about what can be done regarding the water system on the North Hill, and if a feasibility study is appropriate. Mayor Harycki responded that feasibility study Page 12 of 14 City Council Meeting August 16, 2011 is very expensive. Residents could put in a private lift station, but so far the neighbors won't cooperate and the one selling is left to handle it on his own. City Administrator Hansen said City staff would discuss what can be done at Wednesday's staff meeting. Councilmember Polehna reported that the Legislature has hired a person to evaluate and do a report on Middle St. Croix WMO (Water Management Organization), which got a very favorable rating on cost effectiveness. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Roush, to adjourn at 9:25 p.m. All in favor. ATTEST: Larry D. Hansen, Acting City Clerk Resolution 2011 -109, Resolution 2011 -110, Resolution 2011 -111, Resolution 2011 -112, Resolution 2011 -113, Resolution 2011 -114, Resolution 2011 -115, Resolution 2011 -116, Resolution 2011 -117, Ken Harycki, Mayor Directing the Payment of Bills Approving name change from Oliver & Louis, Inc. DBA: The Bikery to Vackra Nya Liv, Inc., DBA: The Bikery Approving Minnesota Premises Permit for lawful gambling for American Legion Post 491, located at No -Neck Tony's, 231 Myrtle Street Authorizing Certified Local Government Grant Application through Minnesota Historical Society Approving the issuance of a new On -Sale Brewer's Tap Room Liquor License to Lift Bridge Brewing Technologies LLC, DBA: Lift Bridge Brewery located at 1900 Tower Drive Approving transfer of Ownership of the On -sale and Sunday liquor licenses from Loggers, Inc, DBA: Loggers, to TJ Stillwater LLC, DBA: No -Neck Tony's Approving the issuance of a new On -Sale Brewer's Tap Room License Stillwater Brewing Company, LLC, DBA: Stillwater Brewery located at 402 Main Street S Declaring cost to be assessed and ordering preparation of proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390 Calling for hearing on proposed assessment for 2011 Street Improvements (Project 2011 -02), L.I. #390 Page 13 of 14 City Council Meeting August 16, 2011 Resolution 2011 -118, Approving plans & specifications and ordering advertisement for bids for the Pedestrian Walkway project Resolution 2011 -119, Approve contract with St. Croix Recreation Company to furnish and install play equipment for Triangle and Ramsey Grove Park Page 14 of 14 LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2011 -129 Ace Hardware Ancom Communication, Inc. Aramark Uniform Services Armor Security Inc. Carquest Auto Parts Century Power Equipment Comcast Consolidated Welding Supply Diamond Products Gertens Wholesale Gopher State One CaII, Inc. Kustom Signals, Inc. Menards Metropolitan Council Metropolitan Mechanical Contractors, Inc. MN Department of Agriculture MnFIAM Book Store Natural Resource Group LLC Pogge, Michel S &T Office Products, Inc. Stillwater Motor Company Stoen, Drew Streicher's SW /WC Service T.A. Schifsky & Sons, Inc. Tessman Toll Gas & Welding Supply Trans Union LLC Tri State Bobcat, Inc. Verizon Wireless Wingfoot Commercial Tire Wulfing David LIBRARY Ace Hardware Aramark Baker & Taylor BWI Brodart Johnson, Alec MacKenzie, Aaron Midwest Tape Peterson,Andy Supplies UHF 9Cm Antenna Stubby Uniforms, Mats & Towels Monitoring Service Equipment Repair Supplies Equipment Repair Supplies Telephone Welding supplies Bag Glass Beads latex Plants for Downtown Billable Tickets August 2011 Equipment Repair Supplies Equipment Repair Supplies Wastewater Charge October 2011 Rental of Cooling Units Agricultural Investigative Clean Up Cost Fire Instructor Principals & Practice Consulting Engineer Reimburse for MN Preservation Conference Office Supplies Vehicle Repair Reimburse for 1st pair of Work Boots Uniforms Health Insurance /Cobra Asphalt Grass Seed Cylinder /Demurrage Basic Service Equipment Rental & Repair Internet Tires Reimburse K9 Boarding at Valley Boarding Janitorial Supplies Rug & Towel Service Library Materials Library Materials Library Materials Event Prep Event Prep AV Materials Event Prep 173.84 28.50 163.26 89.78 133.71 132.12 205.38 237.02 104.74 1,132.02 379.05 130.66 4.99 119,240.94 3,107.66 157.89 60.58 1,182.50 300.00 132.97 897.21 100.00 359.01 55,391.58 6,630.75 197.85 10.20 5.00 978.81 370.05 726.75 136.00 26.95 64.26 351.38 277.03 2,180.81 49.74 14.21 1,074.02 71.05 EXHIBIT "A" TO RESOLUTION #2011 -129 Page 2 Washington County Library White Bear Center for the Arts Library Materials Programming 941.56 475.00 Stillwater Elks Lodge No. 179 B.P.O.E. Telephone: (651) 439 -5276 E -mail: stillwaterelks @yahoo.com August 25, 2011 City of Stillwater Stillwater, MN 55082 To Whom It May Concern, 1905 Greeley Street South Stillwater, MN 55082 Elks Lodge #179 would like to use the Lily Lake Tennis Courts for the sale of Christmas trees again this year. This will be our 25th year offering trees to the Stillwater community, and again we will use this project to provide trees to those families who cannot afford to buy one. As in the past, we will clean up after ourselves and leave the courts in excellent condition. We expect to continue to help the citizens of the Stillwater area with contributions to scouting, city parks, United Way, research foundations, Hoop Shoot and Soccer Shoot mpetitions, scholarships, area schools, etc. Thank you and the City of Stillwater for your support. Fraternally, `W Leonard W. Schrade, Chairman 1711 W. Olive Street Stillwater, MN 55082 Phone: (651) 439 -4884 end• �sl -Wa- G 8.523 s THE BIRTHPLACE OF MINNESOTA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: September 9, 2011 RE: Armory Project — Feasibility and Programming Study for Fire Station BACKGROUND As reported by Col. Jensen at the August 16 City Council meeting, the City needs to decide by November 15, 2011 if it wishes to preserve the possibility of attaching a fire station to the armory and shares its program space and systems. November 15`h is the date by which the National Guard needs to submit its PPDC report to the State Designer Selection Board. If the city would like to preserve the possibility, then more fire station programming and feasibility work is necessary. The additional feasibility and programming work would assess: • fire station parking and access, • space requirements, • conceptual building design, • building system needs • construction and finish assemblies • space and system sharing with the armory, • potential design and construction schedules, and • an estimated budget. The City Council recognized the need for the additional assessment work and affirmed this by approving a $20,000 line item in the 2012 fire department budget. At the September 6, 2011 Council meeting, staff presented a feasibility and programming proposal from Burns and McDonnell. Since the firm conducted the programming design charette for the armory and knows the site and inter - related needs of the project, staff asked them to submit a proposal for the fire station work. In addition, Burns and McDonnell agreed to team with Collaborative Design, since they had completed work for the Fire Department on the potential fire station in the recent past. Again this would save the city money in background research. Burns and McDonnell together with Collaborative Design proposed to complete the work for $19,060. During the discussion on the proposal, the Council expressed an interest in an RFP process for competitive bids for the work. So, staff was directed to check with the National Guard to see if they could extend the city's decision deadline from November 15 to December 6 in order to accommodate the desired RFP process. ti Armory & Fire Station Facility September 9, 2011 Page 2 of 2 The National Guard needs to hire a design consultant soon enough to make their next critical submittal date, which is June 1, 2012. At that time they must submit 35% complete design plans. None the less, the National Guard may be able to wait until December 6, 2011 for the City's decision. By Tuesday the 13' of September the National Guard is expected to know with more certainty whether the City's decision deadline can be extended. If the City Council chooses to pursue bids in addition to Burns & McDonnell', the schedule would be something like this: ACTION REQUESTED Either: 1) direct staff to solicit proposals for the fire station feasibility and programming study; or 2) enter into a contract with Burns & McDonnell based upon their proposal of September 1, 2011; or 3) decide not to pursue attaching a fire station to the future armory building. bt attachment: Burns & McDonnell proposal 1 If the City goes out for competitive bids, Burns and McDonnell will submit a revised proposal based upon the RFP. City writes an RFP 20 September Publish and distribute RFP 27 September Pre - submittal meeting that all interested consultants must attend 4 October Deadline for submitting proposals to city 11 October Interviews with top 3 or 4 proposals 18 October City Council meeting to award contract 2 December Completion of draft feasibility and programming report 6 December City Council review of report and decision on whether to join the National Guard for the 35% design 16 December Completion of final draft of report ACTION REQUESTED Either: 1) direct staff to solicit proposals for the fire station feasibility and programming study; or 2) enter into a contract with Burns & McDonnell based upon their proposal of September 1, 2011; or 3) decide not to pursue attaching a fire station to the future armory building. bt attachment: Burns & McDonnell proposal 1 If the City goes out for competitive bids, Burns and McDonnell will submit a revised proposal based upon the RFP. Burns( McDon 1 September 2011 City of Stillwater Attn: Mr. Bill Turnblad, Community Development Director 216 North Fourth Street Stillwater, MN 55082 Re: Proposal for Architecture and Engineering Services for the Stillwater Fire Station Feasibility and Programming Study City of Stillwater Stillwater, Minnesota Dear Mayor Harycki and City Council Members: Burns & McDonnell (BMcD) appreciates the opportunity to submit this architecture and engineering services proposal for the Stillwater Fire Station Feasibility and Programming Study. We have assembled a team that includes BMcD's architecture and engineer with the Collaborative Design Group's Fire Station programming and design services. This combination provides Stillwater with a team that has high level of understanding of the proposed site and Readiness Center project goals with the knowledge of the Stillwater Fire Department facilities and future needs. We believe our team can quickly and effective assist Stillwater in defining its Fire Station facility goals for the future. Scope of Work The primary goal for this project is to provide Architectural and Engineering Services for the City of Stillwater, New Fire Station Feasibility and Programming Study. Our services primary goals include development of a site specific scope of work, schedule and budget for the new Stillwater Fire Station. The Feasibility and Programming Study will support future design and construction related efforts associated with co- locating the Fire Station with the Minnesota Army National Guard (MN ARNG) FY14 Readiness Center between County Road 12 and Boutwell Road at the extension of Maryknoll Drive. Services will include on -site meetings with City and Fire Department staff focused on the following key areas: • Site Assessment (As related to the Fire Station parking, aprons and access) • Building Program • Building Concept Diagram(s) • Construction and Finish Assemblies • Building Systems • Shared Spaces w/ MNARNG Readiness Center • Sustainable Design Goals • Design and Construction Schedule • Project Budget 8201 Norman Center Drive Suite 300 Bloomington, MN 55347 Tel: 952- 656 -6003 Fax: 952 - 229 -2923 www.burnsmcd.cam Proposal for Architecture and Engineering Services for the 1 September 2011 Stillwater Fire Station Feasibility and Programming Study Page 2 Basic Services and Deliverables Our team, based on project scope and budget definitions provided by the City, shall provide the following basic services and deliverables for this project: 1. Kickoff Meeting & Information Gathering a. Kick -Off Meeting i. Introduce team and study committee ii. Review Scope and Schedule iii. Establish biweekly team meeting date iv. Review meeting attendees b. Prepare project team contact list 2. Facility Assessment a. Collect Data and Site Information i. Provide request for needed information to City ii. Review Stillwater archives and Departmental information iii. Background Drawing Preparation b. Sustainability Review i. Establish Sustainable Design Goals c. Civil, M /E /P and Utility Investigation d. Zoning and Building Code Summary i. Prepare Zoning and Building Code summary ii. Review ADA requirements e. Prepare Site Condition Comments and Drawings i. Site plan with key noting for improvements 3. Programming and Space Needs a. Programming Kickoff i. Set space programming goals and identity b. Issue Questionnaires to fire department i. Collect and confirm data on spaces and use c. Interviews with Fire Department administration and personnel i. Projected personnel, operations, activities and equipment needs d. Draft Program Review i. Review options for shared functions and spaces e. Prepare Final Program f. Present Final Program for Approval 4. Facility Recommendations a. Facility recommendation kickoff and develop recommendation options i. Set goals, guidelines and combined or separate facility options b. Prepare alternate site and building diagram options i. Prepare concept plans and diagram c. Prepare Utility System Options i. Study Utility Systems Availability at Site d. Present Design Concept Option e. Select and Modify Preferred Site Option i. Rank and prioritize options f. Prepare Budget Estimates i. Evaluate estimate assumptions ii. Discuss implementation schedule iii. Evaluate and Adjust Budget Estimate iv. Review priorities and establish alternates, non - construction costs and escalation factors Proposal for Architecture and Engineering Services for the 1 September 2011 Stillwater Fire Station Feasibility and Programming Study Page 3 g. Present Final Recommendations 5. Report Preparation a. Prepare Draft Study Documentation b. Submit Draft Study for Review i. Distribute for review and respond to comments ii. Respond to Study Comments c. Prepare Final Study Documentation i. Submit Final Study Document ii. Presentation to Stillwater City Council Assumptions Assumptions have been made by Burns & McDonnell regarding this project. Assumptions may have an impact on proposal services, schedule and fees. 1. The study will review the existing fire station facilities to develop programming information only. The study will not address re -use of the existing fire station or make recommendations regarding the existing fire station. 2. The Stillwater Fire Station will be co- located on the site with MN ARNG FY 14 Stillwater Readiness Center. No other sites will be evaluated for this study. 3. The Stillwater Fire Station will utilize overall site planning based on the MN ARNG Readiness Center Preferred Concept Design. The focus of this study will be the fire station specific site and facility requirements. Project Team Our team includes architects; civil and building systems engineers. The staff assigned to this project has previously worked on the MN ARNG Stillwater project associated with this site and planning efforts the Stillwater Fire Department. The team is available to begin work immediately. The following are key staff we will assign to this project: 1. Burns & McDonnell a. Gene Sieve, PE b. Gregory Hulne, AIA c. Jay Wiederholt, AIA d. Perry Ryan, PE e. Ted Tio, PE f. Bob Heiller, PE 2. Collaborative Design Group a. William Hickey b. Michael Jordan Principal in Charge Project Manager /Sr. Arch. Architect Civil Engineer Mechanical Engineer Electrical Engineer Principal Architect Schedule Burns & McDonnell recommends an expedited schedule of five weeks from start of submittal of the draft report. This schedule will support the City's goal of informing ARNG of the Fire Station's scope of work, schedule and budget goals should the City MN ARNG proceed with jointly developed facilities. We recommend the following timeline: 1. Notice to Proceed: 2. Contract: 3. Kick -Off Meeting: 4. Programming Meeting: work to the MN and the general 7 September 2011 Week of 6 September Week of 12 September Week of 19 September Proposal for Architecture and Engineering Services for the Stillwater Fire Station Feasibility and Programming Study 5. Concept Design Review: 6. Final Concept Design Review: 7. Draft Report: 8. City of Stillwater Review and Comment: 9. Final Report: 1 September 2011 Page 4 Week of 26 September Week of 3 October Week of 10 October tbd Two weeks after comments Fees &Compensation Burns & McDonnell is submitting fees for Architectural and Engineering Services as requested by City staff. Design services compensation is calculated and shall be billed as a Lump Sum fee. Reimbursable expenses are in addition to compensation for design fees and include: transportation, meals, document reproduction, and courier and postal. Reimbursable expenses are a not to exceed estimate and shall be billed without mark -up. 1. Feasibility and Programming Study: 2. Reimbursable Expenses (NTE): $17,500.00 $1,560.00 Thank you for the opportunity to work with the City of Stillwater. We look forward to working with you on this project in the near future. If you have any questions with regards to this letter, please do not hesitate to call me at (952) 656 -3655. Sincerely, Burns & McDonnell 1 Gregory S. Hulne, AIA Department Manager, Architecture GSH /gsh cc: Gene Sieve, BMcD File T H E B I R T H P L A C E O F M I N N E S O T A TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: September 9, 2011 RE: Parking Fee for Stillwater Harvest Fest BACKGROUND Summer Tuesdays Inc and the Stillwater Convention and Visitor's Bureau are sponsoring the 2011 Stillwater Harvest Fest. It is being expanded this year from one to two days to allow the addition of new activities. On Friday evening there will be a Street Dance with alcohol sales (a Temporary Liquor License will be needed for this) and on Saturday evening there will be a free beer and wine tasting (a permit to consume will be needed for this). The event will be located in North Lowell Park and the adjacent City parking lots. WAIVER OF 10 PM LIMIT FOR AMPLIFIED MUSIC Music for the Street Dance will be played from 4 to 11 PM. The nuisance ordinance requires outdoor music to end at 10 PM usually. However, the Council has the option of waiving the time limit for events. And, in the downtown area, the Council's consideration of the waiver request does not need to be proceeded by public notice. CONTRACT This special event will be by contract. This allows the parking fees to be negotiated at a lower rate than established in the city's annual fee resolution. It also allows for responsibility clarification for the many elements of the event. If the Council is comfortable with the contract (see exhibit), it could be approved by adopting the attached resolution of approval. PARKING FEE All 46 parking spots in Lot #4 and 50' spots in Lot #5 will be reserved all day Friday and Saturday. The lots will be posted for the event on Thursday evening. Attached is an air photo showing the festival layout. I There are 32 paved and well striped spots. The remainder of the lot is gravel. Since the gravel is not striped, the number of parking spots is hard to determine. Though the number of potential spots in the gravel area is over 30, people park where they will. So, if the entire lot is being reserved, we have by policy decided that we would consider that to be 50 parking spaces. Page 2 of 2 The parking fee as established by Resolution 2010 -204 and applied to this event is presented in the table below. A second table shows a modified fee as recommended by City planning staff. The difference in the two fees is accounted for by the reduced daily rate. The standard fee assumes a triple turnover of each spot and therefore charges three times the normal parking rate. But, since the two lots to be reserved are not pay lots, staff suggests charging just the $3 base fee for each reserved space. This base fee has been approved for most events that use non -pay lots, so it would be consistent to apply the same policy to this event. Fee by Resolution 2010 -204 Lot Number No. of spaces Standard fee Number of days Total fee 4 46 $9 /space /day 2 $828 5 50 $9 /space /day 2 $900 TOTAL $1,728 Staff suaaested Fee Lot Number No. of spaces Suggested fee Number of days Total fee 4 46 $3 /space /day 2 $276 5 322 $3 /space /day 2 $192 TOTAL $468 OTHER FEES According to the Special Event Policy, the following will be charged for this event in addition to the parking fee. Park Usage Fee $500 Outlets: $20.00 X 2 outlet boxes X 2 days $80 Barricades: $2.00 X 8 regular barricades X 2 days $32 Permit to Consume Alcohol $35 Temporary Alcohol Permit (to be paid at time of application) $25 Portable restrooms X 2 $120 TOTAL $792 Refundable damage deposit $250 If the event sponsors provide their own barricades and portable restrooms, the total amount could be reduced by $152. ACTION REQUIRED 1) Review and take action on special event contract by approving or denying attached resolution. 2) Review and take action on the request to waive the 10 PM music limit. 3) Review parking fee and decide upon amount to be due. attachments: application materials contract contract resolution 2 Suggest paying only for paved spaces. 2011 STILLWATER HARVEST FEST This Agreement between the City of Stillwater, Washington County, Minnesota ( "City "), in conjunction with the Stillwater Harvest Fest of 2011, part of a community wide celebration of the City (the "Event "); and Summer Tuesday Inc, and the Stillwater Convention Visitors Bureau a Minnesota non- profit corporation ( "Organization "). 1. Celebration. The City has encouraged the Event as a community wide celebration in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. 2. Event /Alcohol. The Organization has been granted authority to dispense intoxicating Liquor at the Stillwater Harvest Fest. It is the purpose of this Agreement to set forth the terms and conditions that will control the dispensing of Liquor at the Event. a. The Area. The area where dispensing of Liquor will be permitted is in the public parking lot 5 and also in Lowell Park north of Myrtle St. b. Fencing. The Area must be securely fenced by the Organization. The fencing must be adequate to insure that alcohol sales and consumption remain inside the fence. A breach of the fence is grounds for the Police Chief to terminate all alcohol sales in the area. The adequacy of exiting in the fence must comply with the Minnesota Code as administered by the City Fire Chief. c, Security. For the purpose of this plan, all Entry /Exit gates to the Area must be controlled by security personnel while alcohol is being served. At each of these entry /exit points, a paid professional security guard must be in place to insure that no beer or liquor enters or leaves the Area. d. Types. No Liquor is allowed in the Area except that Liquor which is sold by the Organization. The Organization is responsible to see that no other Liquor is brought in the Area. The Organization must not allow bottles, containers or coolers to be brought into the Area. e. Signs. Signage will be prominently displayed at each entry /exit point the number and content of which must be approved by the City Police Chief describing the regulations prohibiting Liquor outside of the Area, as well as prohibition against participants bringing their own Liquor into the Area and the requirement for identification bracelets must be worn to consume alcohol. f. Identification. The Organization will provide at no charge liquor identification bracelets. The Organization will permit no one to consume Liquor unless they are wearing an identification bracelet. The Organization will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume Liquor. Compliance. The Organization shall obtain a temporary liquor license for the selling of alcohol on Friday, October 7, 2011 and also obtain an alcohol consumption permit for Saturday, October 8, 2011 with respective fees paid to the City. Prior to opening date of the Stillwater Harvest Fest, the Organization must develop a management policy or program regarding all aspects of alcohol compliance, including the problem of under- g. age consumer, sales after hours, over - serving and the recognition of false identification. The City Police Chief must approve the policy before implementation. The Organization must train all alcohol servers with regard to the policy, including instruction by a professional recognized in the area of alcohol awareness before the opening date of the Event. h. Inspection. The Organization acknowledges that as a liquor license holder for the Celebration, it is subject to Stillwater City Code §43 -8, which authorizes that all premises from which intoxicating Liquor is offered at on -sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. 3. Noise Control. The Event is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 4. Hours of Operation. Operations are limited to 4 p.m. to 11 p.m. Friday, October 7, 2011 and 10 am to 6 pm Saturday, October 8, 2011. (Setup 8 am to 4 pm Friday, October 7, 2011 and cleanup 6 pm to 12 pm Saturday, October 8th, 2011). Liquor sales /serving will cease 15 minutes prior to event ending time (Friday 10:45 pm and Saturday 5:45 pm). 5. Music. Musical entertainment must cease no later than 11:00 pm on Friday, October 7, 2011. 6. Police Power. The City reserves the right to order a shutdown of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. In that event, the Organization will cease dispensing Liquor and must assist the police in the clearing of the Area. The park will be closed at midnight each night of the Event. 7. Trash. The Organization shall furnish dumpsters or roll -off boxes in sufficient quantity to contain the accumulation of trash generated by the event(s) and shall see that all trash is picked up daily and deposited in dumpsters, including the emptying of park trash receptacles. 8. City Services. The type and amount of materials needed for the Event will be determined by the Assistant Public Works Superintendent. The Organization shall be required to provide portable restrooms to augment the existing facilities, barricades for street closure and electricity for vendors. The Organization may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater event permit fee schedule. 9. Exclusive Use of. Lowell Park. In return for the exclusive use of the North End of Lowell Park and the right to sublease spaces within the north end of Lowell Park only, the Organization agrees to the following: a. The Organization will pay a damage deposit of $250 and a user's fee of $500 to be paid at the signing of this Agreement. The damage deposit of $250 to be refunded in whole or in part, depending on amount of damage, if any, as determined by the Public Works Superintendent. The Organization shall be responsible for any damage that is not covered by the deposit. Page 2 of 4 b. Lessee shall confer with the Chief of Police as to the advisability of closing the Levee Road (Lowell Park) and shall hire any security personnel the Police Chief requires. 10. Parking Lots Use. The event is given use of Lot 4 (Bridge Lot), Lot 5 (Mulberry Point Lot), the eastern most road of the Water Street Inn parking lot from Myrtle Street to Mulberry Street. The Organization will reimburse the City for use of the City parking lots as directed by the City Council during the Event. 11. Water Use. The Organization will provide copies of permits received from Washington County Sheriff's Office for the permission to hold Regatta on the St. Croix River. 12. Insurance. The Organization must provide to the City satisfactory proof that it has obtained liability insurance coverage of at least the statutory limits for municipalities covering claims that might be brought against the event 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" and Liquor Liability coverage as described in Minn. Stat. §340A.409, evidenced at a minimum, the coverage described in Minn Stat. §340A.409, subd. 1 with regard to Stillwater Harvest Fest. 13. Hold Harmless and Indemnify. The Chamber agrees to hold the City harmless and to indemnify and defend the City with regard to any claims, causes of action, or demands that might be brought against the City arising out of the activities in the Area, including the dispensing of liquor pursuant to this Agreement. 14. Event shall be as described in the attached Events Permit Application, which may have comments and shall become a part of this Agreement. IN WITNESS WHEREOF, the parties have set their hands this day of , 2011. SUMMER TUESDAYS, INC. Subscribed and sworn to before me this day of , 2011. Notary Public Subscribed and sworn to before me this day of ,2011. By Its STILLWATER CONVENTION VISITORS BUREAU By Its Page 3 of 4 Notary Public Subscribed and sworn to before me this day of ,2011. Notary Public CITY OF STILLWATER Ken Harycki, Mayor Attest: Larry Hansen, City Administrator Page 4 of 4 • a e EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 T H E i 1 N T N P l A C E o f MINNESOTA Telephone: 651 -430 -8800 Fax: 651 - 430 -88i Incomplete applications or applications received after deadline will not be Office use RECEIVED only accepted. See Event Instructions for a plication deadline and fees. Date Application �a Date of Application: //e/ 76// Type: RecelVBJ 2 6 �ne9 /1UtT'Z�iJ— Z-(TfT- Event Special Event Event w/ Contract CITY Event Information /► /° f',, ,r� OI' CTILLWATCR ENGINEERING DEPARTMFNIT i Ike� Title /Name of Event % vise', � _'5 -• Event Date/Time: Set up: Date /C /7 Time 941 , to %.ai4. /-,' 4' t " Actual Event: Date 7C7 7 74 &V Time /G tv 6 to /f Clean up: Date �C /' Time fo — /Z to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: 4 � # (If in Lowell Park please specify north or south Lowell park) Aro v1 P. 1 -5e-// `g / 1444 " E Description of Event (plleaassee be specific -- .ttthis information will be used to promote the event on the gCitit�yyYof Stillwater website) e C..C.i'I L .Jce, / 12._ C�vit MC. / PPfL &1/40: % -€, / Di� LL 'Pelt. �e�e-�" hil f %% /7164 S,C . Af-evil' �Ge,,✓i et . -7% ;.- /,e) /ti e-415 "e/do e 72/ ms's <z'= '27'' �27 ° , Pc-" /, 1`a.e_ Irf sif Zi;1 Re -,94M t, 4 C.✓�7'F i — 1 -Lh i J,1 7/71„..,' J Estimated Attendance (parti Jpan_t�andls ecta ors): �� /sj fell Ale Applicant Information (Person/Group Responsible) Sponsoring Organization Name: '� —= /�' Mailing Address ✓ e- ;; _ M1 A; ., f Jac' �7`� ' �. City, State, Zip Code:�� /�z� 3 � _. Primary Contact /Applicant Name: Phone Number: 7 Zl7 4 9725 Fax: Cell Phone: Email Address: 4:7Ly q -# —le_�- 'ye-7'201W - 1 Website Address: ,L�4t- S/eaaeei7t� of ve,.405,7 ✓ .5 . C�� Name of contact person during event: '� � � Cell Phone: ds, 2 f s -97 5 Alternate contact during event: �a / .7e2 Cell Phone: 6/Z yy — (08 5 /J / Refer media or citizens inquires to: b '� 54,te 7/��y- Phone: ,/ 29> - /?2 #tsite Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ■ Yes $ Number and size: Vic ) 9 Will there be any inflatabies? No pi Yes ■ Insurance certificate from rental vendor isrequired Fees for electricity may Will there be entertainment? No 1111 Yes tic What type: r7/ apply see Instructions , elA - 9 —I I )44- ,' N"e'C Will sound amplification be used? No NI Yes Hours and Type: I. f IZ -..-- 31/4mss, Rock Will a stage or tent(s) be set up? No • Yes j. Dimensions: Lip K/00 Will there be temporary fencing? No • Yes X How many L.� }i r Fees for electricity may gi�� Will merchandise /food items be sold? No • Yes 6 vendors expected: 4� apply see Instructions Will food be prepared on site? No • Yes fr- Contact Washington County Health Department, 651 -430 -6655 Will cooking operations be conducted? No • Yes ,g Contact Stillwater Fire Department 351 -4950 Will alcohol be served but not sold? No • Yes See Regulations in the Instructions 1 �_ j . a Jj ,� . C a i G. c z Will alcohol be sold? -5:i"--e-el �,C �y No • Yes �. See Alcohol Regulations in the Instructions Will there be a fireworks display? No jff, Yes • Permit required, contact Stillwater Fire Department, 651- 351 -4950 Describe power needs and location of power source. Vie piw,`'° � ; 'i %Ji., C1- 9 G 41- ,r✓,i/ Je G 15 . Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available -1.),,7i- /..-- e -,n,', re ( - /46///7 /c 84rsk- y,e City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. /'/ ' City Streets or Right -of -way No • Yes jig. Start/End Time: a/" Date: eta /7 City Sidewalks or Trails No t- Yes II Start/End Time: Date: Public Parking Lots or Spaces No • Yes Start/End Time: Date: /t7`7 Fees may apply Will event need barricade(s)? No • Yes Z Number needed: see Instructions Will extra picnic tables be needed? No X Yes - Number needed: Fees may apply see Instructions ��y / Fees may apply Will portable restrooms be needed? No • Yes Number needed: i/� --�,: �. > �- see Instructions Will extra trash receptacles be needed? No • Yes El Number needed: - % `� = ' • see Instructions Describe trash removal and cleanup plan during and after event: �} � l �evt to 6/t �J - '' G,c. ,-, /i Ze_ Al'e '3 4c7°,� df AP',r1i t- c S27 /cam p jJ ��'1.- i /� er livr % %�Je t Cog :4 tr. Ildl f .. ?t L-/?ti f5� ic. '-� : /, PeG % /% i4--. r / a v. C t7XJ /e7 Will event need traffic control? No • Yes Contact Stillwater Police Department for assistance, 651- 351 -4900 Describe crowd control procedure to ensure the safety of participants and spectators: / J /e. 7 //rcc 4,-,/7 4e G, 1)vci 76 'eSr5- 'c`-7` a( J S � ' E°�''l 5' �--1 i 4 . Fees may apply see Instructions Will No Parking Signs" be needed? No • Yes Number needed: `d Show location(s) Jam' on site map a map Will event need security? No • Yes X T event Is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ■ Yes g, Contact Lakeview EMS, 651- 430 -4621 Describe plans to provide provide first aid, if needed: �� :::7 Describe the emergency action plan if severe weather should arise: 44f74e,,,•47, ' i/ -92e4 .sh /7 - df - ..2 -- ','i - List any other pertinent information: • _� ` P tz. //` 1-e QY 94,-,t f'4� 7/74,-,A, 174./..e_ -- 74e'� "+�j�Ci,r .es C4 > `� / �^ 5. AKce,� of 7�` e- G.'°L�zr S�7' 71e r a;c.:�'t� ,/4515 . - , The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of S ' er and i a reepase of Liability. Sign r of Applicant or Authorized Agent 5//9 /iii Date L15i014t9 � 5 017$.,x'..: 4T;_i„7�v.... ;`c s vOFTHESp9 � Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division -_ -_��--� z 444 Cedar °d;' '` :?° St. Paul, •ISS$iv St —Suite 133 MN 55101 -5133 -5259 TTY (651)282 -6555 AND PERMIT ON -SALE LIQUOR LICENSE Oa k r 4 r 4-c � c, AifS 6 �� `ova t:st 71 d- i -ea at (651)296 -9519 Fax (651)297 APPLICATION FOR A TEMPORARY TYPE OR PRINT INFORMATION 57 l /, a n NAME OF ORGANIZATION �/ /� �3r1b(t ✓a-rr -iConve".1 -10--, �- a5jrais ger/o4, DATE 9RGA/,NIZED 2- / S' C 200F TAX EXEMPT NUMBER ge6- 7.3ige ' STREET ADDRESS 'CITY /0( Ala rr r i to i J!o✓,'� � / 5� L(uiec m, STAT�EL) /.Gf�/ ZIP CODE APP•2- NAM1 OF PERSON M G APPLICATION C126,,,'L=, s av'hi - r /.- BUSINESS PHONE V /),35I -/7/7 HOME PRONE (.6F /)13r -glow r) DATES LIQUOR WIIIL BE S D Jo / 7 /7i1 / TYPE OF ORGANIZATION ❑CLUB OCHARITABLE ORELIGIOUS OOTHER NONPROF ORGANIZATIO IC R'S NAME ClnoIis o .e fit/ ADDRESS / 33c 57 J ®4aPeli14/ 7W/t/55 OR ANIZATION FFI R'S NAME �c �, r ADDRESS 2196 ,eor4.,-- w 0.7-714,-,- -t-- � ��a O NIZATIONr FF(ICER' S NAME J G Nh/ 1Ie i' € e.-7 a ,' ADDRESS �j/ / ,// � e9, 1./ 4 fr r/ 7 fiz.v t'l'`C✓ AlN 660 Location where license will be used. If an outdoor area, describe / /% ,/ L5f; / /t44.Tt ,✓G_ r 4 1 n et' (o 4g`,c •7F In.OWL // Adz.- E�0 ✓ 14 O-c g(r /' 7 % Will the applicant contract for intoxicating liquor services? If so, give the name and address of the liquor licensee providing the service. Will the applicant carry liquor liability insurance? If so, the carrie 's name and amount of covers: . (NOTE: Insurance is not mandatory.) rt. • A - m P" It' 4 6.. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE CITY /COUNTY City of Stillwater SUBMITTING TO ALCOHOL DATE APPROVED LICENSE DATES & GAMBLING ENFORCEMENT CITY FEE AMOUN4 $25.00 per day DATE FEE PAID — 9— / SIGNATURE CITY CLERK OR COUNTY OFFICIAL APPROVED Alcohol & Gambling Enforcement Director Note: Do not separate these two parts, send both parts to the address above and the original signed by this division will be returned as the license. Submit to.the city or County at least 30 days before the event. PS -09079 (6/ i .,r�hJs I &'/'eee APPROVING 2011 STILLWATER HARVEST FEST BE IT RESOLVED, by the City Council of Stillwater, Minnesota that 2011 Stillwater Harvest Fest contract between Summer Tuesdays Inc., Stillwater Convention and Visitor's Bureau and the City of Stillwater is hereby approved. Adopted by the City Council of Stillwater this 13th day of September 2011. Ken Harycki, Mayor Attest: Larry Hansen, City Administrator Washington County Board of Commissioners VYI BOARD AGENDA SEPTEMBER 13, 2011- 9:00 A.M. Dennis C. Hegberg, Dstrict 1 Bill PulkrabeIS District 2 Gary Kriesel, Chalk District 3 Autumn Lehrke, 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 responsibilityor functionof Washington County Government, whether or not the issue is listed on this agenda. Perrns who wish to address the Board must fill out a convent card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners.Comments addressed to individual Board members will not be allowed. You are encouragedto limityour presentation to no more thanftve minutes. The Board Chair reserves the right to limit an individual'spresentationifit becomesredundan; repetitive, overlyargumentative, or if it is not relevant to an issue that is part of WashingtonCounty's responsibilities 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 General Administration - Jim Schug, County Administrator A. Resolution Certifying the Proposed Property Tax Levy for Payable 2012 for Washington County B. Resolution Certifying the Proposed Property Tax Levy for Payable 2012 for the Regional Rail Authority (RRA) C. Resolution Certifying the Proposed Property Tax Levy for Payable 2012 for Washington County Housing & Redevelopment Authority (HRA) D. Resolution Adopting the Regional Rail Authority 2012 Proposed Budget E. Resolution Adopting the Washington County 2012 Proposed Budget 5. 9:50 Commissioner Reports — Comments — Questions This period of time shall be uzd by the Commissioners to report to thefull Board on committee activities, make comments onnatters of interest and information, or raise questions to the .taff. This action is not intended to result in substantive board action duringhis time. Any action necessary because of discussion willbe scheduled for a future boardneeting. 6. Board Correspondence 7. 10:15 * * * * * * * * ** (**Meeting dates, Date September 12 September 13 September 14 September 14 September 14 September 15 September 15 September 15 September 15 September 15 Adjourn MEETING NOTICES ** time and locations may change. Contact the Office of Administration or individual agencies for the most current information) Committee MN Intercity Passenger Rail Forum Mental Health Advisory Committee Metro Emergency Services Board Metropolitan Library Service Agency Minnesota Inter -County Association Metropolitan Area Agency on Aging Rush Line Corridor Task Force Public Health Emergency Preparedness Parks and Open Space Commission Community Action Partnership- Ramsey/Washington Counties Time 10:00 a.m. 4:00 p.m. 10:30 a.m. 12:00 p.m. 2:00 p.m. 9:30 a.m. 3:30 p.m. 5:30 p.m. 7:00 p.m. 6:00 p.m. Location Conference call Washington County Government Center 2099 University Avenue — St. Paul 101 Empire Drive — St. Paul Kelly Inn, Sibley Room, 2nd Floor — St. Paul 2365 McKnight Road — North St. Paul White Bear City Hall — 4701 Highway 61 Washington County Government Center 101 West Pine Street — Stillwater 450 Syndicate Street North — St. Paul Assistive listening devices am available for use in the County Board Room v,.,,,, nodornnen AM r„ dieneirw.,rmng„ago_6am°. "maro c IRSf eznannn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * SEPTEMBER 13, 2011 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Accounting & Finance A. Approval of changes to the Investment Policy #2301. Community Services B. Approval of the 2011 to 2012 contract with Pathways to Community. Public Works C. Adopt resolution authorizing signature of Amendment 2 to the State of Minnesota Lease No. 11627 increasing the square footage of office and common space leased by the Department of Employment and Economic Development at the Woodbury Service Center. *Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room Ir un,, nn <4 anti rwnro du&fn dieahiityn, ianaua at haniur nloam rail IR511 d 4nannn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Washington County, Minnesota Board of Commissioners - Actions Actions at the Tuesday, September 6, 2011 Board Meeting This page is a brief view of the actions taken by the Washington County Board of Commissioners. For further information, please telephone 651- 430 -6001. Washington County's mission is to provide quality public services in a cost - effective manner through innovation, leadership, and the cooperation of dedicated people. Regional Railroad Authority identifies public purpose for old rail line in Hugo The Washington County Board of Commissioners, sitting as the Washington County Regional Railroad Authority, identified public rail /transit and trail purposes on the abandoned, half -mile Burlington Northern Santa Fe rail line in the City of Hugo at their meeting Sept. 6. In 1994, Washington County Regional Railroad Authority (WCRRA) purchased 9.5 miles of abandoned rail right -of -way for future transit opportunities and trail use, from 145th Street (old County Highway 8) in Hugo to the Chisago County line. A use agreement between Washington County and the WCRRA allowed the construction and use of the Hardwood Creek Regional Trail on the property. The WCRRA property and Hardwood Creek Regional Trail ended at 145th Street in Hugo because of continued commercial railroad operation south of this location. Up until the mid- 2000s, the BNSF railroad corridor was used for commercial deliveries to 145th Street by the Minnesota Commercial Railway Company. As part of Hugo's redevelopment plan, Frenchman Road (new County Highway 8) was re- aligned and the commercial rail use up to 145th Street was relocated to an industrial park south of 140th Street. With that relocation, rail operation on this segment between 140th Street and 145th Street ceased. The BNSF Railway Company determined that commercial operations have ceased between 140th Street and 145th Street and that there are no plans for commercial operations in the future. In June 2011, BNSF Railway Company filed a notice to abandon the rail line, which became effective Aug. 11, and will allow BNSF to sell this half -mile segment. The Washington County 2030 Comprehensive Plan identifies this section of abandoned rail corridor as a property preservation corridor for the Rush Line Corridor and also extension of the Hardwood Creek Regional Trail. To keep the entire abandoned rail segment as one continuous property, the WCRRA authorized the County Attorney to prepare a letter to the Surface Transportation Board that identifies the county's potential public use for future rail /transit and trail. County will cooperate with Ramsey County for detox services Washington County will collaborate with Ramsey County to provide state - mandated detoxification services for residents in need of services after the Washington County Board of Commissioners approved an agreement with Ramsey County Sept. 6. Ramsey County Community Human Services Department is relocating its detoxification center to 402 University Ave. in St. Paul. This new building will house Urgent Care for Adult Mental Health, Chemical Health Assessment and Placement, Detox, and the Second Judicial District Commitment Court. The new building provides an opportunity to improve and coordinate services to individuals experiencing either a mental or chemical health crisis, or both. The goal is to improve the availability of integrated, community- based, chemical and mental health services for this population. Ramsey County intends to serve its own residents, as well as contracting with several other counties for detoxification Page 1 of 5 services, starting Sept. 19. Detoxification services are provided 24 hours per day, seven days per week, with assessment and referral to appropriate treatment programs. The Detoxification Center is a sub -acute residential facility providing medical monitoring and chemical dependency assessments and screening for individuals who are intoxicated or experiencing withdrawal symptoms. The rate for use will be $235 per day. County receives grant for emergency preparedness Washington County will receive funds for emergency preparedness, after the County Board entered into an agreement Sept. 6 with the Minnesota Department of Health to receive the funds. The Cities Readiness Initiative funds for $206,443 will be used to comply with the state mandate to prepare for and respond to health emergencies in the county, including outbreaks of infectious disease whether naturally occurring or caused by terroristic acts. The Department of Public Health and Environment has received these funds for a number of years through the Centers for Disease Control and Prevention's federal program administered by the Minnesota's Department of Health. The funds will continue to allow the Department of Public Health and Environment to plan, train and exercise so as to be ready and able to respond in the event of a health emergency. These activities are also extended to the county's community partners such as local medical providers, school districts, non - profits, police, fire and emergency medical services and other non- profit organizations. The grant period is Aug. 10, 2011, to Dec. 31, 2012. Sheriff's Office to receive grant for boating safety equipment The Washington County Sheriffs Office will receive a grant to help pay for a motor and side -scan sonars that will supplement the office's boating equipment. The Washington County Board of Commissioners accepted the grant Sept. 6. The office will receive $19,330 from the 2011 Federal Boating Safety Supplemental Equipment Grant for the purchase of equipment that will be used for recreational boating safety activities. The money will purchase a 250- horsepower outboard motor for an existing boat, including installation and rigging, and two side -scan sonars. Library will use $65,600 for automated locker compartments The Washington County Library will purchase 60 automated locker compartments to provide an alternative form of library services, after the Washington County Board of Commissioners agreed to the expenditure Sept. 6. The money will come from the library's fund balance. Washington County is purchasing additional automated pick -up locker systems for installation in several locations to facilitate customer access to the library's collection. This purchase is part of the further development of the library's alternative service model throughout the county. Residents are able to request library materials through home computers, or computers provided by the library. Then residents are provided with a number for a locker and a pass code, and are given a time frame in which to retrieve the materials. Materials may also be returned at the locations of the locker. County will request variance for work on Woodbury Drive Before work can begin on improving Woodbury Drive, or County State Aid Highway 19, in Woodbury, Washington County will request a variance from the state design standards for traffic lane width. The Washington County Board of Commissioners approved the request at its meeting Sept. 6. The project involves the expansion of the roadway from two to four lanes, from a quarter -mile south of Bailey Road Page 2 of 5 (CSAH 18) to Park Crossing, in Woodbury. The project includes construction of separated pedestrian/bicycle paths, installation of right- and left -turn lanes, a raised median, and modifications to the intersection of Woodbury Drive and Bailey Road. County bonds and local funds will be used for the project, which is scheduled to begin construction in 2013. The existing right -of -way between Bailey Road and Lake Road is 30 feet narrower than other parts of the Woodbury Drive corridor. The narrower right -of -way results in larger potential construction impacts to adjacent ponds, wetlands, and property owners. Minnesota standard designs call for traffic lanes to be 12 feet wide for this type of roadway. The county is proposing to use 11 -foot wide traffic lanes, from Bailey Road to Lake Road, which would reduce construction impacts. These narrower traffic lanes would require a variance from the state design standard. Studies have shown no difference in driving safety with 11- foot -wide streets. Alternatives to this design that were considered include eliminating a pedestrian/bicycle path or narrowing shoulders, which could decrease safety for some roadway users, or filling additional ponds /wetlands and increase construction impacts to adjacent property owners. Request will be made for the reallocation of transit funds The Washington County Board of Commissioners will send a request to the Metropolitan Council asking that state bond money currently allocated to the Gateway Corridor from the 2011 legislative session be directed instead to the Newport Transit Center construction project. The request was approved at the board's meeting on Sept. 6. As part of the 2011 state legislative session, $20 million in state general obligation bonds was allocated towards the Transit Capital Improvement Program. The language included in the bill identified nine specific transit projects or transitways on which the bond funds could be used. For Washington County transitways, Rush Line, Gateway and Red Rock Corridors were all identified. The Metropolitan Council has prepared a recommendation for the use of those bond funds to Rush Line Corridor for $2 million to be allocated to the Maplewood Mall park- and -ride expansion; for $500,000 for the construction of the Newport transit station; and for $1.25 million for a draft environmental impact statement (DEIS) for the Gateway Corridor. Part of the Metropolitan Council's recommendation allowed for the state bonds funds for the Gateway Corridor to be reallocated to the Newport transit center conditional upon Washington County allocating the same amount in its Counties Transit Improvement Board (CTIB) funding to the Gateway Corridor for accelerating and moving Gateway Corridor into the next phase of development after the completion of the Alternatives Analysis. County will request transit funds from CTIB for 2012 Washington County will submit applications for funds from the Counties Transit Improvement Board (CTIB) to fund transit projects in the county for 2012. The County Board approved the request at its meeting Sept. 6. Grant applications for 2012 will request $2.125 million to complete a draft environmental impact statement on the Gateway Corridor and $630,000 for acquisition of abandoned railroad right -of -way in Hugo. Since April 2008, five counties — Anoka, Dakota, Hennepin, Ramsey and Washington — have utilized a quarter -cent sales tax and a $20 a motor vehicle sales tax, permitted by the Minnesota Legislature, to invest in and advance transitway projects by awarding annual capital and operating grants. The CTIB works in collaboration with the Metropolitan Council and Carver and Scott counties. The CTIB will make $125 million available for grants to meet its operating and capital funding commitments in 2012, an additional $7.8 million as required by the State Legislature, and up to a maximum of $22 million for capital grants to specific corridors to accelerate transitway development. Page 3 of 5 As part of the approved Transit Investment Framework for CTIB, Washington County is eligible for grants of at least 3 percent of the estimated total annual sales tax proceeds for the years 2010 through 2013. For 2012, the 3 percent guarantee Washington County is eligible for is $2.7. In addition to the 3 percent, Washington County deferred $2.3 million from the 2010 solicitation for Washington County's transitway priorities in 2012. With the 3 percent guarantee and the 2011 deferral, the amount available to Washington County is $5 million for grants payable in 2012. County Board supports a 'Moment of Remembrance' Sept. 11 The Washington County Board of Commissioners adopted a resolution Sept. 6 recognizing the "Moment of Remembrance" marking the 10th anniversary of the terrorist attacks on the United States Sept. 11, 2001. During the "Moment of Remembrance," every person across the country is asked to stop and remember those lost in the Sept. 11 attacks on the United States. The "Moment of Remembrance" will take place for one full minute at noon Central Daylight Time Sept. 11. Sirens and bells will sound and will be a signal for each person to stop and remember the people lost and demonstrate the perseverance the American people have shown since that fateful day. Discussion on 2012 budget continues for county board Budget presentations by individual departments continued before the Washington County Board Aug. 23, after the board heard an overview of the 2012 budget Aug. 9. The 2012 budget presented by the Office of Administration would reduce the county's portion of the property tax, as well as the county's operating expenditures. This is the second year in a row in which the county has not raised its portion of the property tax. The proposed budget shows a decrease in operating expenditures to $139.8 million, a decrease of 4.1 percent from 2011. The county has also experienced a reduction in state aid payments of $11.6 million over the past four years. The county expects to maintain a low tax rate and low per capita spending and property tax compared to other counties. Each department is presenting its budget during August and September. After the budgets are presented, the County Board will set a preliminary property tax levy for 2012 Sept. 13. After that, the levy may be reduced, but not raised before it is finalized in December. Department budgets presented Sept. 6 were the Public Health and Environment and Community Services. The core functions of the public health department are to protect the environment, prevent infectious diseases, promote healthy communities, prepare for emergencies and assure access to health care. These are carried out through managing solid and hazardous waste, food and water protection, home visits, immunizations and infectious disease investigation, and chronic disease prevention. The department's proposed budget for 2012 is for $13.7 million, which is a 1 percent decrease in the department share of the county property tax levy, and a 3 percent decrease in other revenue the department receives. It will result in an 8 percent decrease in the amount the department pays in wages, direct payments and operations. The majority of the department's budget — 62 percent — is spent on the environment, in such areas as waste management. The next largest amount, 15 percent, is spent on healthy communities initiatives, such as chronic disease prevention and the prevention of tobacco use and the use of illicit drugs. Almost half of the department's revenue is received from the County Environmental Charge, which is a charge placed on garbage collection service. Participation in the county's household hazardous waste and electronics collection continues to grow, as do home visits, the number of licensed establishments monitored, and the number of infectious disease investigations. Future challenges include reducing the burden of chronic diseases, establishing strong partnerships with community organizations, keeping up with the demand for food, beverage and lodging licenses and inspections, and the increase in the number of non - compliant septic systems in the county. The Community Services Department will see a reduction in its 2012 proposed budget of almost $1.9 million in both revenue and expenditures. Almost half of the department's budget — 44 percent — is from the county's property tax levy, a Page 4 of 5 third is from federal sources, and 15 percent is from state funds. Forty percent of the department's budget is used for social services; just more than 25 percent pays for economic support; and just more than 20 percent pays for mental and chemical health services. Changes in state law to reduce state funding will have an impact on how the programs are funded in the county: • the Minnesota Family Investment Program Consolidated Fund reduced by $128,000; • the Child Support State Incentive Grant reduced by $70,000; • Adult Mental Health Grant reduced by $128,700; • cost share for new sex offender commitments increased from 10 percent to 25 percent effective Aug. 1.; • Consolidated Chemical Dependency Treatment Fund cost share increased from 16 percent to 23 percent; • 1.5 percent waiver case management rate reduction; • Vulnerable Children and Adults Act funds reduced by $282,000. Highlights in the department are in veterans services, which serve the 17,000 veterans who live in Washington County; the office expects to open 900 new cases in the coming year. The WorkForce Center had 29,342 visits to its resource room in 2010, and expects to train 725 participants in 2012. It is expected that 17,100 people will receive medical assistance in 2012, 6,950 child support cases will be managed, and 5,200 food stamp cases will be managed. Food support and health care cases have grown since January 2008. Food support grew from 1,856 to 4,048; health care grew from 6,546 to 9,395. The department's child support program collected $26,500,000 from 6,950 child support cases. Annually, the department provides or oversees services to: • 310 children who receive mental health services; • those in need of detoxification services, which have 550 admissions annually; • 1,200 active cases for those with developmental disabilities, and an increasing need to serve those with autism spectrum disorders; • 1,000 elderly or adults with disabilities who are receiving "waiver" or care that is an alternative to institutions; • 560 elderly who reported abuse or neglect, a quarter of whom report financial exploitation; • 670 children who were the subject of reported abuse or neglect which were assessed or investigated. Page 5 of 5