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2012-04-03 CC Packet
REGULAR MEETING RECESSED MEETING 4=N ter Q TML 11 RTM►L�GE 6f MIN IILI AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 3, 2012 4:30 P.M. AGENDA CALL TO ORDER ROLL CALL OTHER BUSINESS 1. Army Corps of Engineers — Colonel Price 2. Chamber's community symposium efforts — Todd Streeter, Executive Director STAFF REPORTS 3. Police Chief 7. Public Wks Dir /City Engr CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE 4. Fire Chief 5. City Clerk 8. Finance Dir. 9. City Attorney 7:00 P.M. AGENDA APPROVAL OF MINUTES 11. Possible approval of minutes of March 20, 2012 regular meeting minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 12. Annual Fire Department Report 4:30 P.M. 7:00 P.M. 6. Community Dev. Director 10. City Administrator 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 less. CONSENT AGENDA (ROLL CALL) ** 13. Resolution 2012 -056, directing payment of bills 14. Resolution 2012 -057, resolution authorizing contract with American Sandblasting, Inc. (Lowell Park Gazebo) PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. UNFINISHED BUSINESS 15. Possible approval of second reading of Ordinance 1045, an Ordinance amending the Stillwater Code, Chapter 21, General Provisions, Section 21 Subd. 11 Entitled "Election Wards" (Ordinance - Roll Call) and adoption of Resolution designating polling places (Resolution — Roll Call) 16. Possible approval of new tobacco license located at 1754 Market Drive — Ryo Tobacco Company, George Kabalan applicant (Resolution — Roll Call) (Tabled from 3/20/12 meeting) (additional information available Tuesday) NEW BUSINESS 17. Possible approval to upgrade current IT infrastructure 18. Possible approval of Summer Tuesdays Special Event and Contract (Resolution — Roll Call) 19. Possible accepting of quote for aquatic lake management plan (Resolution — Roll Call) PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS STAFF REPORTS (CONTINUED) 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. RESOLUTION 2012 -056 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 $239,557.30 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 3rd day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2012 -056 Advanced Sportswear Embroidery on Uniforms 122.91 Amano McGann, Inc. Cale WebOffice Monthly Subscription Fee 1,154.26 Ancom Communication, Inc. Minitor V Standard Charger 151.76 Aramark Uniform Services, Inc Mats, Towels, Uniforms 689.01 Aspen Mills Uniforms 586.11 Bell Industries -RPG Minor Equipment 205.58 Bloom Engineers LLC Professional Service Chiller 1,429.40 Brock White Co. LLC Lily Lake Retrofit 26,884.20 Carquest Auto Parts Vehicle Repair Charges 67.51 Cellebrite USA, Corp. Universal forensic extraction device 8,084.99 Cemstone Vapor Barrior Lily Lake 1,341.29 Century College Education 179.00 Cole Papers Janitorial Supplies 435.90 Comcast Internet & Cable 279.37 Community Thread 2nd Qtr Installment 3,818.75 Consolidated Welding Supply Equipment Repair Supplies 55.90 Corporate Mechanical Replace fan motor on Public Work Facilit 1,667.00 Creative Product Sourcing DARE Dare Supplies 92.50 Div of Alamo Sales Corp. Equipment Repair Supplies 743.88 Fastenal Company Equipment Repair Supplies 257.42 Fred's Tire Company Tire Change 45.18 Galls, an Aramark Company Uniforms 132.96 Garden Townhomes Assoc. Replace 2 Mailboxes damaged by Snowplow 48.50 Glaser, Stuart Reimburse for Expenses 106.85 Grainger Carbon Steel Drum Lily Lake 130.27 GS Direct, Inc. Office Supplies 86.73 HD Supply Waterworks, Ltd. HDPE Pipe & Fittings Lily Lake 21,170.87 Hennepin Technical College Firefighter II Education 322.72 Heritage Embroidery & Design Embroider Persona lizatio ns 117.00 Holiday Credit Office Fuel for Lily Lake Retrofit 351.52 Houghton Chemical Corporation Wintrex Concentrate Lily Lake 15,798.53 1 T L Patch Co., Inc. Reserve Shoulder Emblems Reserve 47.29 I- State Truck Center Equipment Repair Supplies 135.20 Ice Skating Institute Skater memberships 910.00 Iceman Industries, Inc. Apex Liquid ice melt 1,218.38 Interstate Battery System Of Minneapolis Battery 27M -XHD 110.03 League of Minnesota Cities 2012 Joint Legislative Conf St. Paul 95.00 Mac Queen Equipment Inc. Equipment Repair Supplies 2,594.20 Magnuson Law Firm Professional Service 8,708.33 Marine Services, Inc. Bilge Pump Merc Seal Blue 132.42 Menards Repair Supplies 1,587.11 Metro Fire SCBA Flow Test 113.16 MN Fire Srv. Cert. Board Firefighter 11 Certification Exam 75.00 Nardini Fire Equipment Novec System Inspection 230.00 EXHIBIT "A" TO RESOLUTION 42012 -OS6 Nelson Marine Motor Service, Inc. North American Salt Co. Northern Tool Office Depot Olsen Chain & Cable, Inc. OnSite Sanitation R.M. Cotton Company Riedell Shoes, Inc. Roettger Welding, Inc. Semple Building Movers, Inc. Service on a Shoestring Karen Richtman dba SGC Horizon LLC Sherwin Williams Siemens Industry, Inc. Spaulding Mfg., Inc. Sprint St. Croix Recreation Co. Stick Wizard, Inc. Stillwater Motor Company Streicher's Strobes N & More Sun Newspapers Uniforms Unlimited, Inc US Bank Corporate Trust Svcs USAble Life Washington County Property Records Waste Management - Blaine Wyoming Canvas Yocum Oil Company Youth Service Bureau Zack's Inc. Zep Sales & Service LIBRARY Aramark Baker & Taylor Blocher, Carolyn BWI Brodart Comcast Hansen, Ann Michaels Midwest Tape Office of Enterprise Technology Page 2 Mercury Opti Oil, Impeller, Alpha 860.17 Road Salt 1,464.78 Equipment Repair Supplies 21.39 Office Supplies 114.41 Minor Equipment 100.36 Unit Rental Brown's Creek Nature 29.39 Pumps & Accessories Lily Lake 10,842.47 Skates for Resale 256.81 Repair Boat Trailer 110.00 Removal of Chiller out of Lily Lake Arena 3,000.00 2011 Recycling Grant 7/1- 12/31/11 3,500.00 2012 Street Improvement Project 61.25 Paint 51.89 Brine Removal & Disposal Lily Lake 6,138.53 Equipment Repair Supplies 38.39 Cell Phones 89.66 Shackles, Coil Proof Chain for Parks 277.88 Concession Supplies 78.00 Vehicle Repair 293.78 Ammonition & Uniforms 410.69 Red and Blue Strobe Lights For Boat 147.96 Publication 73.50 Targets, Cartridges 987.61 Paying Agent Fees 4,864.38 Term Life Insurance 407.76 2012 Property Tax Rental Units. 6,644.00 Garbage Waiver 40.28 Black Canvas Tarp 320.62 Fuel 4,732.18 2nd Qtr Installment 2,500.00 Minor Equipment 258.78 Zep Flash 67.85 Rug and Towel Service 70.67 Reference Materials 19.38 Reimburse for Expenses 62.36 Library Materials 367.37 Library Materials 2,645.37 Telecommunications 56.90 Reimburse for Postage 5.21 Supplies 25.66 Audiovisual Materials 82.61 Telephone 332.17 EXHIBIT "A" TO RESOLUTION #2012 -056 Page 3 Quill Supplies 417.33 Recorded Books Language Materials 2,337.63 Toshiba Maintenance Contract 187.45 Washington County Library Telecommunications 757.00 ADDENDUM Bergeson, Kari Park Fee Refund Cancelled Reservation 100.00 Board of Water Commissioners March 2012 Wac & Meter 5,841.00 Burley, Kari Park Fee Refund Cancelled Reservation 310.00 Campbell, Mike dba The Conach Group March 2012 Legislative Consulting Services 1,500.00 Century Link Telephone 349.59 Clark, Dan Cleaning City Hall & Public Works 1,057.50 Clifton Larson Allen LLP Professional Services 3,500.00 Delta Dental Cobra Dental 243.30 GS Direct Office Supplies 229.75 Health Partners Regions Hospital EMT Recertification Course 250.00 Hunter Wire Pipe Spacers for Lily Lake 5,644.00 Met Council March 2012 SAC 11,706.75 MN Dept. of Labor & Industry 1st Quarter State Surcharge Report 2,426.63 Performance Plus LLC Mask Fit 25.00 Valley Trophy, Inc. Placque 64.13 Volunteer Firefighters Benefit Assoc MN Insurance 1,372.00 Xcel Electricity, Gas 21,481.54 MARCH MANUALS Clark, Dan Cleaning City Hall & Public Works 1,057.50 MN Pollution Control Application Fee for Lowell Park Improvement 400.00 Xcel Energy Electricity, Gas 23,332.74 TOTAL 239,557.30 Adopted by the City Council this 3rd Day of April, 2012 MEMORANDUM TO: Mayor & City Council FROM: Diane Ward, City Clerk SUBJECT: Tobacco License at 1754 Market Drive The applicant is withdrawing his application for the Tobacco Shop. Chief Gannaway would like to discuss with Council proposed ordinances for: 1. Drug Paraphernalia 2. Massage Therapist licensing FYI ASSESSMENT NOTICE NOTICE IS HEREBY GIVEN that the 2012 Open Book Meetings for owners of property located in the City of Stillwater in Washington County, Minnesota, will be held at the following locations. Cottage Grove City Hall on Thursday, the 5th of April 2012, 5:00 p.m. — 7:00 p.m. Oakdale City Hall on Wednesday, the 11th of April 2012, 5:00 p.m. — 7:00 p.m. Woodbury City Hall on Thursday, the 19th of April 2012, 5:00 p.m. — 7:00 p.m. Washington County Government Center — Stillwater Wednesday, the 25th of April 2012, 2:00 — 7:00 p.m. These meetings are held for the purpose of reviewing and correcting the assessment of said Real Estate for the year 2012. All persons considering themselves aggrieved by said assessment, or who wish to complain that the property of another is assessed too low, are hereby notified to appear at am of the above mentioned meeting, and show cause of having such assessment corrected. No complaint that another is assessed too low will be acted upon until the person so assessed, or his agent, shall have been notified of such complaint. Given under my hand this 15th day of March, 2012 401# - -- %'41 Diane F. Ward, City Clerk of the City of Stillwater Wa§hing� cofiay 1. 9:00 Roll Call Pledge of Allegiance BOARD AGENDA APRIL 3, 2012 9:00 A.M. Board of Commissioners Dennis C. Hegberg, Chair, District 1 Bill Pulkrabek, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, District 5 2. 9:00 Comments from the Public Visitors may share their comments or concerns on anv issue that is a responsibility orfunction of Washington County Government, whether or not the issue is listed on this agenda. Per sons who wish to address the Board must ill out a comment 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 ),out- comments. Your comments must be addressed e.Tchisively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 Public Health and Environment — Lowell Johnson, Director Geographic Information System Surveillance Project for the Prevention of Health Disease, Stroke, and Other Chronic Diseases 5. 9:20 General Administration — Molly O'Rourke, County Administrator Legislative Update 6. 9:30 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for afuture board meeting. 7. Board Correspondence 8. 9:55 Adjourn 9. 10:00 Board Workshop with the Office of Administration to 10:20 Review City and Township Election Precincts 10. 10:20 Board Workshop with the Office of Administration to 10:50 Discuss the 2013 Budget Development Assistive listening devices ere available for use in the County Board Room nn./ nn�/elnnnn A..e /n A:nnAiliM1. „- Aerrinr n n / /a511 dQf LtV— OVIrLUIIVICINI %Jrr%JKIUNIIT/ ArrIKMAIIVt A( -IIUN tMYLUTtK WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR APRIL 3, 2012 The following items are presented for Board approval/adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the March 20, 2012 County Board meeting minutes. B. Approval to reappoint Donald Pereira, Cottage Grove, to the South Washington Watershed District Board of Managers to a fourth 3 -year term expiring May 1, 2015. C. Approval to appoint Dennis C. Hegberg, Chair of the Washington County Board of Commissioners, to the Greater MSP Board of Directors. Property Records and D. Approval of Sheas Keystone Addition Plat, May Township. Taxpayer Services Public Works E. Approval of resolution approving final payments on the 2025 Government Center Campus Improvements Project to W.E. Neal Slate Company, W.L. Hall Co., Northern Lights Steel Fabrication, Inc., Twin City Garage Door, United Glass Inc., and Dale Time Company. F. Approval of resolution to extend the lease agreement with James Michael Fitzpatrick to December 31, 2012 for the rental of the county -owned house located at 13485 St. Croix Trail South in Denmark Township. G. Approval to set a public hearing for April 24, 2012 to consider adopting revisions to Washington County Ordinance No. 154, currently titled "Right of Way Ordinance for Management of Utilities in the Public Right of Way ". *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 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER MEETING NOTICES 10:00 AM - MN Inter -City Passenger Rail -- State Office Building, 100 Dr. Martin Luther King Jr. Blvd., St. Paul 9:30 AM - Plat Commission -- Washington County Government Center 10:00 AM - Southwest LRT Management Committee -- St. Louis Park City Chambers, 5005 Minnetonka Blvd., St. Louis Park 10:30 AM - Metropolitan Emergency Services Board, Executive Comm. -- 2099 University Avenue West, St. Paul 10:00 AM - MN High Speed Rail -- 454 West 5th St - Red Wing 12:00 PM - Metropolitan Energy Policy Coalition -- St. Paul River Centre, ISO West Kellogg Blvd, St. Paul Meeting dates, time and locations may change. Contact the Office Administration or individual agencies for the most current information. Admin Commissioners Calendar 1 3/26/2012 2:15 PM Washington County, Minnesota Board of Commissioners - Actions Actions at the Tuesday, March 27, 2012 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. County will soon have unused drug disposal program Washington County residents may soon dispose of their unused and expired medications at a year -round collection drop box in the county Sheriffs Office. The Washington County Board of Commissioners received an update on the new program at its meeting March 27. Old and unused medicines in a home can pose a risk for accidental poisoning, theft, and drug abuse. Instead of flushing or throwing them in the trash, residents may drop the drugs off for safe and free disposal. The Sheriffs Office and the Department of Public Health and Environment will begin collecting unused pharmaceuticals for proper disposal April 2. The collection point will be in the Washington County Law Enforcement Center lobby in Stillwater. Washington County is in need of an ongoing system for the safe disposal of pharmaceutical drug waste. Residents frequently call the county seeking instructions and advice on proper disposal methods and drugs show up routinely at the Washington County Environmental Center. Pharmaceutical and drug disposal questions top the list of requested services from customers at the Washington County Environmental Center. The Washington County Sherriff's Office has participated in several Federal Drug Enforcement Agency "drug take back" events with support from the Department of Public Health and Environment. Having them work collaboratively on this problem fits with the mission of both. The Unused Medication Drop Box is in the Sheriff's Office Main Lobby in the Law Enforcement Center at 15015 62nd St. N., Stillwater. The drop box will be available 7:30 a.m. to 5 p.m. Monday through Friday. Medications accepted include prescription, over - the - counter and pet medication. Staff at the Sheriffs Office will secure the medications and take them to a waste -to- energy facility that is licensed to burn this type of waste. For more information on what's accepted and what's not, and preparing medications for drop off, go to www.co.washington.nm.us/meds. Lowell Johnson, Public Health and Environment Director, Commissioner Dennis Hegberg, District 1, and Sheriff Bill Hutton kicked off a new drug take -back program for Washington County March 27. A drug drop box will be in the lobby of the Washington County Law Enforcement Center, 1 5015 62nd St. N., Stillwater, starting April 2. Page 1 of 4 County planning for a new website Washington County commissioners approved a contract with CivicPlus March 27 to work with county staff to create a new website for the county. CivicPlus has developed more than 1,000 city and county websites, won national awards for its website designs, and has tools for a number of improvements to the current website. The new county website will provide improved access to information, interactive communications, and support for business transactions over the Internet. The site will include interactive forms, citizen input capability, connectivity to social media, and other web - enabled information services that will enhance the users' experience with the county's website. The total cost will be $154,300 for the design, development, and hosting of the new county website for the next 55 months. At the conclusion of 55 months, the county will also receive a no -cost basic redesign of the website. County will have household hazardous waste collections in communities Household hazardous waste collections are planned in communities throughout Washington County from April 21 through Oct. 2. The Washington County Board of Commissioners approved licenses March 27 for the use of property not owned by the county for the collections. Seven satellite weekend household hazardous waste collection events are planned. Events have been planned in the following communities: • April 21 in Hugo; • May 5 in Cottage Grove; • May 19 in Stillwater; • June 2 in Forest Lake; • Sept. 8 in Forest Lake; • Sept. 15 in Forest Lake; • Oct. 2 in Hugo. Licenses are required for the Cottage Grove, Stillwater and Hugo event sites, but are not needed for the Forest Lake events which are held at the county's Transit Center. The licenses cost $1,200, which is paid for from the County Environmental Charge. In addition to these remote -site collections, the Washington County Environmental Center, 4039 Cottage Grove Drive in Woodbury, provides residents with a free and convenient disposal option for household hazardous waste, electronics, and recyclables all year round. It is open Tuesday noon to 7 p.m., Thursday 9 a.m. to 2 p.m., and Saturday 9 a.m. to 2 p.m. The center accepts household hazardous waste, electronics and recyclables. The center also has a Reuse Room, where residents may browse the shelves and take home previously -owned products such as paint, stain, automotive products, household cleaners, and other products. All products brought into the Environmental Center are inspected to determine if they are usable products. Brooks will serve on WorkForce Investment Board Keith Brooks, Woodbury, will serve on the Washington County WorkForce Investment Board, after the Washington County Board of Commissioners made the appointment March 27. Brooks' first term will expire June 30, 2014. The WorkForce Investment Board is mandated by state law. The board is made up of area residents representing business, organized labor, and public agencies, with the majority of the members coming from businesses. Its purpose is to oversee employment and training programs in Washington County, and designate administrative entities, grant recipients and program operators for the Workforce Service Area. Page 2 of 4 Untiedt will serve on county Planning Advisory Commission Sheila -Marie Untiedt, Stillwater Township, will serve on the Washington County Planning Advisory Commission, after the County Board appointed her March 27. Untiedt will serve a first term that will expire Dec. 31, 2014. The Planning Advisory Commission promotes the proper planning and development of Washington County, and is established under state statute. The commission makes recommendations on amendments to the Development Code and the Comprehensive Plan prior to adoption of the amendment by the County Board, and conducts hearings on any alleged violations of codes or conditional use permits. It also conducts hearings and makes recommendations on conditional use permits. Tree Trust will provide services for WorkForce Center youth employment program The Washington County Board of Commissioners approved a contract with Tree Trust March 27, for the organization to provide services to the county's WorkForce Center's youth employment programs for the coming three years. The WorkForce Center (WFC) receives funding from state and federal sources to provide employment and training services to dislocated workers, adults, youth, and seniors. One such program is the summer youth employment program. Each summer, the WFC serves at -risk and special needs youth by providing specialized employment services at a supervised work site. Tree Trust, a nonprofit organization that has partnered with the WFC for many years, was selected for this summer's work. Tree Trust determines the work sites each summer. Previous worksites have included Pine Tree Pond Park (staircase), Carver Lake Park (trail creation), Lake Elmo Park Reserve (boardwalk), St. Croix Bluffs Regional Park Reserve (amphitheater) and more. Youth report gaining job skills, confidence in their abilities, knowledge about budgeting and employer expectations, and how education connects to work from participating in this program. The estimated cost is $44,500 per summer per crew and the current budget allows for two crews, which are comprised of 16 to 20 youth. Costs include youth participant wages, supervision, transportation, equipment, supplies, and more. This cost will be paid from the State of Minnesota's Youth Program Federal Workforce Investment Act. St. Croix Prep will have temporary liquor license for special event The Washington County Board of Commissioners approved a temporary on -site liquor license March 27 for St. Croix Preparatory Academy in Baytown Township for a special event. The event will be April 28 in the Academy Gym, 4260 Stagecoach Trail. The insurance for the Liquor Liability is held by the caterer. The Sheriffs Office has been notified of the event. A license fee of $50 was paid by the applicant. County will work with Forest Lake to landscape West Broadway Avenue Washington County and the City of Forest Lake will work together to landscape County State Aid Highway (CSAH) 2, or Broadway Avenue, in Forest Lake after construction is completed. The Washington County Board of Commissioners approved an agreement with the city March 27. Washington County has prepared a landscaping plan for the corridor, and a landscaping contract will be awarded in 2012 to install the landscaping. Page 3 of 4 This cooperative agreement details maintenance responsibilities of the landscaping and the aesthetic amenities constructed during the CSAH 2 project. The agreement is consistent with county transportation policies and the city will be responsible for maintenance of the landscaping and aesthetic amenities. Washington County will be responsible for roadside and median maintenance. The City of Forest Lake has approved the landscaping plan and this cooperative agreement. County, Hugo will work together on road project to gain efficiencies Washington County and the City of Hugo will work together on the County State Aid Highway (CSAH) 8 design and construction project, to gain efficiencies in the project. The Washington County Board of Commissioners approved a cooperative agreement with the city March 27 for the 2012 road work. CSAH 8 from Trunk Highway 61 to Goodview Avenue North in Hugo is a 2012 pavement rehabilitation project, which will consist of bituminous surfacing of the roadway, replacement of isolated curb and gutter sections, isolated sidewalk panels, and nonconforming pedestrian curb ramps, and adjustment of water main gate valve and manhole castings. The City of Hugo also has a 2012 pavement maintenance project planned. This agreement creates a partnership for delivery of the county and city projects under one contract, which allows efficiencies in design, bidding, construction scheduling, and project oversight. With this partnership, it is anticipated that the CSAH 8 project will be completed prior to a Minnesota Department of Transportation project on Trunk Highway 61 that will begin in July, which should help avoid construction and access conflicts. The city will oversee all design and construction administration. The county will be responsible only for those costs associated with CSAH 8. The County Board will have the opportunity to consider the bid before the city's approval. The City of Hugo has approved the agreement. County Board adopts waste management plan The Washington County Board of Commissioners approved the county's waste management master plan March 27. The purpose of the Washington County Waste Management Master Plan is to guide county waste management activities. This revised plan replaces the 2005 -2024 Washington County Waste Management Master Plan. Community input was an important component of the revision process. A stakeholder outreach effort was implemented to gather information from residents, businesses, schools, waste haulers, and local government through surveys and interviews. An Ad Hoc Waste Management Planning Committee provided direction on incorporating findings from the stakeholder outreach effort into the plan. In addition, a meeting of city and township staff gathered additional feedback and the draft plan was available on the county's website for public review and comment. The plan builds upon a mature waste system where parts of the system are working well and some areas need additional attention. Some of the areas of focus include: • support for cities and townships on residential recycling; • development of a school recycling grant program; • increased business outreach on the County Environmental Charge (CEC), recycling, and organics management; • evaluation of service levels for the household hazardous waste program; • increased county leadership in waste management for internal operations; • focus on multi - family housing recycling; • continued support and preference for waste processing; • continued joint work with Ramsey County through the Resource Recovery Project to increase organics recovery; and, • measuring the county's progress towards waste objectives. Page 4 of 4 Summary of Proceedings Washington County Board of Commissioners March 20, 2012 Present were Commissioners Dennis C. Hegberg, District 1; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Commissioner Bill Pulkrabek, District 2 absent. Board Chair Hegberg presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Kriesel — reported he attended a Minnesota Department of Transportation press conference at the Water Street Inn; he attended the Gateway Policy and Technical Advisory Committee meetings; he attended the Zephyr Trail open house; he testified at the Capitol for Representative Lohmer's bill allowing the City of Oak park Heights to temporarily qualify for Municipal State Aid; and he attended the Stillwater Township and West Lakeland Township annual meetings; - Commissioner Weik — reported she attended the Mental Health Advisory Council meeting; she attended the City of Woodbury council meeting to discuss precinct redistricting; she attended a redesign caucus meeting and reviewed recommendations made to the redesign caucus; she attended the Gateway Corridor meeting; and she testified at the Capitol for Gateway Corridor funding; - Commissioner Lehrke — reported she met with Dennis Hanna of the South Washington Watershed District for an update on current projects including the Grey Cloud Slough and the possibility of using Land and Water Legacy funds for that project with a possible local match through the Department of Natural Resources; she attended the Brown's Creek Trail celebration; she attended the Washington County Yellow Ribbon Board of Director's meeting; she attended the Association of Minnesota Counties Board of Director's meeting which discussed the Restaurant Recovery Act, Inverse Condemnation, the Minnesota Accountable Government Innovation and Collaboration Act, and took a position on expanding the sales tax to include internet sales of more than $500,000; - Commissioner Hegberg — reported he attended the Minnesota Inter- County Association meeting; he attended the Metropolitan Area Agency on Aging which discussed Board participation, makeup of members and three year terms; and he attended the Ramsey/Washington Community Action Program meeting and he is the chair. Community Services Approval of the following actions: - Contract with Sagewood LLC to provide services to elderly individuals receiving Medical Assistance Home and Community Based Services; - Draft 2012 Annual Action Plan for the Community Development Block Grant (CDBG) and Home Investment Partnership Programs (HOME) for public comment and the 2012 CDBG and HOME funding recommendations; - Update on the county -state Chemical Health Care Home Pilot program. General Administration Approval of the following items: - Resolution No. 2012 -032, establishing Washington County 2012 redistricting principles; - Legislative update presented; - Notice that the 2012 Washington County Budget has been published and is on the county's web site; - Board correspondence was received and placed on file; - Board workshop held to review the McDonald and Leadholm projects for possible acquisition through the Land and Waster Legacy Program. Human Resources Approval to revise Washington County Personnel Rules and Regulations Section 5, Compensation. Property Records and Taxpayer Services Approval of Registered Land Survey No. 127, Denmark Township. Public Health and Environment Approval of 2012 agreement with May Township to provide Operation and Maintenance Services to 201 Collector system. Public Works Approval of the following items: - Letter to the Boston Scientific Employee Giving Program to provide proof of tax- exempt status for the purpose of allowing the program to make donations to the Washington County Parks Division; - Resolution No. 2012 -033, support of the Minnesota Department of Transportation MnPASS System; - Board workshop held to receive an overview of the Gateway Corridor Alternatives Analysis and Preliminary Findings; - Board workshop held to discuss the proposed revisions to the Right of Way Ordinance No. 154. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. REGULAR MEETING RECESSED MEETING A i Ater TM►IACE Of YI►OEEOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 3, 2012 4:30 P.M. AGENDA CALL TO ORDER ROLL CALL OTHER BUSINESS 1. Army Corps of Engineers — Colonel Price 2. Chamber's community symposium efforts — Todd Streeter, Executive Director STAFF REPORTS 3. Police Chief 7. Public Wks Dir /City Engr CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE 4. Fire Chief 5. City Clerk 8. Finance Dir. 9. City Attorney 7:00 P.M. AGENDA APPROVAL OF MINUTES 11. Possible approval of minutes of March 20, 2012 regular meeting minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 12. Annual Fire Department Report 4:30 P.M. 7:00 P.M. 6. Community Dev. Director 10. City Administrator 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 less. CONSENT AGENDA (ROLL CALL) ** 13. Resolution 2012 -056, directing payment of bills 14. Possible approval of gazebo painting PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. UNFINISHED BUSINESS 15. Possible approval of second reading of Ordinance 1045, an Ordinance amending the Stillwater Code, Chapter 21, General Provisions, Section 21 Subd. 11 Entitled "Election Wards" (Ordinance - Roll Call) 16. Possible approval of new tobacco license located at 1754 Market Drive — Ryo Tobacco Company, George Kabalan applicant (Resolution — Roll Call) (Tabled from 3/20/12 meeting) NEW BUSINESS 17. Possible approval of Summer Tuesdays Special Event and Contract (Resolution — Roll Call) 18. Possible purchase of snow plow truck 19. Possible approval for aquatic lake management plan PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS STAFF REPORTS (CONTINUED) 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. Symposium Panel David Beaudet Mayor, City of Oak Park Heights Mitch Berg Bayport City Administrator Jim Bradshaw Bradshaw Celebration of Life Center Curt Geissler Lakeview Hospital Ken Harycki Mayor, City of Stillwater Sherri Hopfe- Franke Mainstreet IBA Dean Johnston Mayor, City of Lake Elmo Gary Kriesel Washington County Commissioner Chuck LeRoux Andersen Corporation Mary McComber Oak Park Heights City Council Doug Menikheim Stillwater City Council Mike Pearson Lake Elmo City Council D.J. Raduenz Stillwater Motors Steve Roll Stillwater /Oak Park Heights Convention and Visitors Bureau Susan St. Ores Mayor, City of Bayport Todd Streeter Greater Stillwater Chamber Of Commerce Brian Zeller Greystone Real Estate Group z Gr Srt.. x COMMUNITY SYMPOSIUM Four Ideps. `Four future. March 30, 2012 Stillwater City Council City of Stillwater 216 North 4th Street Stillwater, MN 55082 Dear Council Members: Last summer the Community Symposium was formed to bring together civic, business and organization leaders within the St. Croix Valley region to address current and future economic development needs. The goal of the Symposium is to identify opportunities and resources that will make the St. Croix Valley an even better place to live, work and do business. Last fall the Symposium conducted nine Town Hall sessions with Valley residents and businesses resulting in more than 20 pages of concerns and innovative ideas which have been summarized on the following page. This winter a representative from each city presented their respective economic development opportunities to panel members. This informa- tion along with a survey of all available properties for sale or lease pro- vide a comprehensive site inventory of our economic opportunities. On April 2nd I will share with you some of the more exciting possibili- ties that have emerged from our Town Hall sessions. These potential opportunities will not only contribute to our economic growth, they are concepts that were repeated from session to session, underscoring the desires from our business and resident communities. Thank you for this opportunity. Regards, Wm Todd Streeter President, Executive Director Greater Stillwater Chamber of Commerce www.communitysymposium.com COMMUNITY SYMPOSIUM Your Ideas. Your future. e g Bayport - Lake Elmo - Oak Park Heights - Stillwater Town Hall Sessions Symposium Questions 1. What do you love about the area? 2. What do you believe could be changed or improved? 3. What is on your wish list? Question #1 Responses 1. Natural Amenities — River, rural setting, open spaces, country living by big city 2. Historic Character — Small town feel with large town amenities, charm, slow pace 3. Sense of Community — Social, active, culture, multi - generational, variety of activities /events 4. Community Amenities — Recreation, parks, schools, libraries, health care, local media 5. Civic Services — Well- managed fire, safety, police, low taxes, follow long -term plans 6. Businesses — Diverse offerings, unique stores, owners support of local causes 7. Proximity — Small historic rural area next to large metropolitan Twin Cities 8. Our People — Approachable, neighborly, genuine interest in community, ownership, pride 9. Philanthropy — Strong nonprofit culture, business /resident support and volunteerism Question #2 Responses 1. Transportation — Area system, downtown congestion, Hwy 36 frontage, multi - modal, to Twin Cities 2. Economic Development — Be business friendly, local jobs, hire within, small & large businesses 3. Communication — Increase 4 -city connectivity, support local papers, central point of information 4. Marketing — Cooperative efforts, cross - promotion, referral marketing, support/shop locally 5. Downtowns — Upgrade infrastructure /amenities, parking options, beautification, preservation 6. Access — Browns Creek Trail bicycle amenities, river docking, 4 -city trail connections, multi -modal 7. Asset Utilization — Convert vacant/under utilized properties, asset sharing at non -peak times 8. Human Capital — Engage seniors, encourage youth/senior volunteerism and interaction 9. Municipal Services — Cooperative opportunities, promote resource sharing, market to residents 10. Future — Define our future, what we want to be and how to proceed to make it happen Question #3 Responses 1. Transportation — Build the bridge, area trolley, encourage park & ride to Twin Cities 2. Economic Development — Business incubator, education campus, high -tech, micro - business 3. Region Amenities — Community center, water park, movie theater, art center, visitors center 4. Commerce — Boat docking, Browns Creek Trail, multi - modal, transit system, 4 -city trails 5. Youth — Non- athletic activities, youth center 6. Communication — Community information center /website, locally responsive media www.communitysympos1um.com Community Symposium Initial Opportunity Work Plan Ongoing Research and Symposium Tasks V Economic Development • Inventory of vacant land, buildings and primary business development areas V Access Opportunities • Identify existing and planned trail system in each city • Identify pedestrian issues and walking path needs • Learn more about Browns Creek Trail initial planning and community impact V Transportation • Park and ride potential locations Stakeholder Presentations • Meet with regional stakeholders to identify participation interest and available resources Greater MSP Outreach • Meeting with appropriate representatives to review their plans for our region • Share Symposium initiatives and regional marketing planning preparations Communications • Establish a monthly Upper Valley Alliance meeting to share information • Establish a quarterly Lower & Upper Valley Alliance meeting • Initiate a cooperative effort with local and regional media Website Development • Initiate draft outline of potential site content Symposium Stakeholder Presentations Resource Opportunities • Area Townships • Major employers • City /County planning & development • Civic and community organizations • Commercial real estate brokers • Downtown merchants among all four cities • Big box retailers • Hwy 36 businesses • Area schools and education centers • Nonprofit organizations • Area foundations • Park, planning and preservation groups • Art community / cultural groups • Faith based communities • City /County park & recreation • Sports and recreation organizations • Sports groups • Veterans organizations The Greater Stillwater Chamber of Commerce • 651.439.4001 • tstreeter @ilovestillwatercom 4gate' TNF OIOTMOLOCF OF MiNOL00T1 CITY COUNCIL MEETING MINUTES March 20, 2012 REGULAR MEETING CALL TO ORDER Mayor Harycki called the meeting to order at 7 p.m. ROLL CALL Present: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Staff present: City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser City Planner Pogge Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES 7:00 P.M. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the March 6, 2012, regular and recessed meeting minutes. Motion passed 4 -0, with Councilmember Cook abstaining. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Possible approval of recommendations for General Obligation Capital Outlay and refunding Bonds, Series 2012A - Dave McGillivray, SSpringsted, Inc. Dave McGillivray, chairman of Springsted, reviewed the purpose of the bonds, noting that of the $6.3 million in bonds, $1.3 million is for new capital outlay equipment, $1.6 million is to refinance the 2004A City improvement bonds, and $3.4 million is to refinance the City's 2006 capital outlay bond. He indicated that competitive bids were taken, with eight bids received; and the best bid was from Robert W. Baird & Company, at an interest rate of 1.9882 %. Regarding the refunding, he stated that in awarding this bid, the City would realize net future value interest cost savings over time, after all costs, of $214,000. He pointed out the 1.988 interest rate is the lowest in 25 years. He also noted the City's credit rating was reviewed as part of this process; the City's rating as determined by Moody's Investor Service City Council Meeting March 20, 2012 of New York is AA2, which is a very good rating. He read some of the comments given in Moody's rating. Councilmember Cook asked about the comment related to a modest operational deficit in the general fund for fiscal 2010, and Finance Director Harrison explained that was due to some flood expenditures that were not reimbursed. Councilmember Cook also asked about the comment related to proportion of debt service relative to general fund expenditures, and Mr. McGillivray responded that Moody's statement relates to things that already exist, a fact that can't be changed, and that the City has a very modest level of new debt moving forward. Motion by Councilmember Polehna, seconded by Councilmember Roush, to adopt Resolution 2012 -043, Providing for the issuance and sale of $6,355,000 General Obligation Capital Outlay and Refunding Bonds, Series 2012A, and levying a tax for the payment thereof. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None St. Croix River Crossing Project Update — MnDOT Todd Clarkowski Todd Clarkowski of MnDOT reviewed a bit of the history of the project and informed them that there have been a number of different events in this area since the project were approved by Congress and the President, including the identification of a project management team. He stated this is the same project that the City approved back in 2006, including the approach work in Minnesota and Wisconsin, the mitigation package, and the future use of the lift bridge as a bike and pedestrian facility. He indicated that upcoming activities this spring /summer include the Shoddy Mill and warehouse relocation to the former Terra Terminal site, and load testing with sample footings constructed in the river to gather foundation data. Councilmember Cook inquired if it is true there has been a change in the number of pylon/pillars for the new crossing, and Mr. Clarkowski replied that during the stakeholder process, the bridge had three pier columns supporting the bridge, with interest expressed during the process of going to two pier columns. He explained plans currently call for two pier columns, in keeping with the vision expressed in the stakeholder process. Councilmember Cook questioned if there have been any other changes, and Mr. Clarkowski responded that a number of the proposed bump - out/lookout stations have been removed from the plans. Councilmember Cook noted that once the Shoddy Mill and warehouse are relocated, ongoing maintenance will be the cost of the City and asked whether there is funding available for that. Community Development Director Turnblad explained that money is not yet budgeted for restoration of the buildings, and an end -use plan still has to be developed. Councilmember Cook asked about the timing of the relocation, and Mr. Clarkowski answered that the interest in moving the structures sooner rather than later is to clear out the area for the construction staging area. On a question from Councilmember Roush about the plans for re -use of the Shoddy Mill buildings, Mr. Turnblad stated that there is no plan, but a general notion that the buildings will be used for some type of support service to the bike /pedestrian trails. Page 2 of 17 City Council Meeting March 20, 2012 John Giggalo, Project Director, briefly addressed the Council that he would be available frequently, with meetings with businesses and open houses in the near future to communicate how the project will be progressing, and to gain input from citizens who will be impacted by the construction. He indicated that the goal will be to maximize the communication efforts to minimize the unexpected issues that might occur. Possible annroval of Stillwater Criterium Bike Race Contract — Lee Stems Community Development Director Turnblad introduced the request that the race route will be the same as last year, and the request is to utilize two parking lots, rather than three. He pointed out that this is a contract event and terms of the contract have not changed much from last year. He explained that the one thing that has changed is the rate for the parking lots, which have been lowered. He added that the Parking Commission is recommending a parking fee of $534. Lee Stylos, Stillwater Race Director for the Nature Valley Grand Prix, described the race, and noted that all money raised goes to charity: this year Children's Hospital's hospice program, Children's Lighthouse. Mr. Stylos talked about the steering committee for the local race and how the committee is still trying to deal with parking and traffic issues. He pointed out that he hoped that an arrangement with the American Legion will alleviate some problems with parking. He indicated that they are trying to do a better job with messaging with residents and connect better with downtown businesses, and that they hope partnering with the Chamber and IBA will improve the relationship with the businesses. In discussion, Public Works Director Sanders said Washington County's plans for mill and overlay of Chestnut Street have been pushed back until September, and he noted the Third Street project doesn't interfere with the race course at all. Mayor Harycki referred to a complaint regarding the difficulty of getting from Main Street up to Len's during last year's race, and asked Mr. Sanders to work with Chief Gannaway to see if there might not be some resolution to that problem. Mr. Stylos described efforts made last year to route people to the parking ramp in lieu of the parking fees. Mr. Stylos stated they would like to continue that effort and asked that the City consider reducing /eliminating the proposed parking fees. He added that the City could be mentioned as a sponsor in most of the race literature in return. Councilmember Polehna spoke of the difficulty in locating the directional parking signs last year, and Mr. Stylos replied that they have asked for different event signs this year. Councilmember Menikheim suggested that the City be a sponsor; get something in return, for not charging the parking fees. Mayor Harycki and Councilmember Polehna responded that arrangement didn't work out too well last year. Councilmember Cook noted that the parking fees are one -third of what they were last year, and that the Parking Commission recommended the $534 fee and spoke of the desire to be consistent in treatment of special events. Page 3 of 17 City Council Meeting March 20, 2012 Councilmember Menikheim pointed out that the Council had cut the parking fees in half for Cruisin' on the Croix, and noted that the City would be listed as a sponsor on the bike race flyers in this instance and be supporting a wonderful charity. w Councilmember Roush expressed it is not the function of local government to donate to charities. Motion by Councilmember Cook, seconded by Councilmember Roush, to adopt Resolution 2012 -044, approving Nature Valley Grand Prix Stillwater Bike Race. Ayes: Councilmembers Cook, Polehna, Roush and Mayor Harycki Nays: Councilmember Menikheim OPEN FORUM No were no public comments. STAFF REPORTS Police Chief Gannaway was absent and Councilmember Roush suggested that in future when a department head is going to be absent from a meeting, someone from that department be designated to attend. Fire Chief Glaser reminded citizens that the area is still in a moderate threat for wildfire and grassfires. He indicated that burn permits are required for any piled debris, a special variance from the DNR is needed for any running /prescribed burns, and that small recreational fires, 3' x 3' in a contained pit, are allowed. He urged citizens to be respectful of neighbors when having recreational fires. City Clerk Ward informed residents of the 2012 Open Book meetings, which begin April 5th, and she provided a schedule of the meetings. Community Development Director Tumblad updated the Council on the pedestrian walkway, and noted work has resumed on the restroom facility, but work on the walkway itself will begin about the middle of April. He continued that the City parking lot between the gas station and the bookstore will be closed for the duration of the construction project until about June 3 0. On a question by Mayor Harycki, Mr. Turnblad replied that business owners have been contacted. City Attorney Magnuson referred to his memo regarding the recently approved plat in the area of Orleans and County Road 5 to allow for construction of the new McDonald's restaurant. He explained that as part of the process, the City vacated some Neal Avenue right -of -way. However, he added it has subsequently been found that the City obtain the right -of -way property through tax forfeiture, which means, according to statute, the City cannot vacate the property. The City must, by resolution, request Washington County to sell the property to the City for its assessed value, he stated. He pointed out that McDonald's has indicated it will pay the City the costs associated with the purchase of the property. Page 4 of 17 City Council Meeting March 20, 2012 Motion by Councilmember Polehna, seconded by Councilmember Roush, to adopt Resolution 2012 -045, Requesting conveyance of forfeited lands previously conveyed to the City pursuant to Minn. Stat. §282.01, Subd. 1. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Public Works Director Sanders reported that it has been confirmed with the Corps of Engineers that Col. Price will be at the 4:30 p.m. Council meeting on April 3rd. He indicated he had specifically asked that the Colonel address the Corps' commitment to getting the Corps project done in 2012. Mr. Sanders stated he is still waiting to get quotes from consultants for the lakes management plan. CONSENT AGENDA 13. Resolution 2012 -039, directing payment of bills 14. Resolution 2012 -040, approval of temporary permit to construct Shoddy Mill project 15. Resolution 2012 -041, approval of License to Use Real Property for annual household hazardous waste collection at Lily Lake Arena May 19th 16. Possible approval of temporary liquor license for Stillwater Public Library Foundation 17. Resolution 2012 -042, accepting work and ordering final payment for Sewer Interceptor Project (Project 2010 -08) Councilmember Cook asked that items 13 and 14 be pulled. Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the Consent Agenda minus items 13 and 14. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Councilmember Cook expressed that she would not be voting to approve payment of bills due to the Conach group bill. Regarding item 14, she asked if there was any dollar amount regarding costs the City might incur related to the Shoddy Mill project, and Mr. Turnblad replied in the negative. Mayor Harycki noted the City did agree to pay for sewer hookup about six months ago. Mr. Sanders explained that MnDOT will be extending sewer and water to the building, but not doing the connections. Mr. Sanders stated that the cost for the hookups is $15,000, which the City agreed to pay. Councilmember Cook inquired about other costs, and Mr. Sanders responded that if bathrooms are added, there will be plumbing, electrical and perhaps some structural work. Mr. Turnblad added that costs depend on what the use of the buildings will be, and that the interim plan is that the site will be secured, with fencing, until a re -use plan is developed. Mr. Turnblad noted there are some grant opportunities available; however costs and grant opportunities won't be known until the plan is formulated. Councilmember Polehna noted the Council agreed to accept the buildings a number of years ago and mentioned some of the uses discussed at that time. Page 5 of 17 City Council Meeting March 20, 2012 Councilmember Menikheim asked where funding would come from, and Mr. Turnblad described one option is park/open space type of funding or capital programming and there are grant opportunities. In discussion, Mr. Turnblad mentioned this location is a focal point for trail activity, so it makes sense to have some type of trail use in those buildings. Motion by Councilmember Roush, seconded by Councilmember Polehna, moved to approve items 13 and 14. Ayes: Councilmembers Menikheim, Polehna, Roush and Mayor Harycki Nays: Councilmember Cook NEW BUSINESS Possible adoption of resolution regarding moratorium on festival replacing Lumberjack Days City Attorney Magnuson reviewed the proposed moratorium which would apply for the calendar year 2012 to any community -wide celebration in the Downtown Central Business District. He reported that, as proposed, the moratorium would not apply to periodic gatherings or lesser events, such as art fairs, Harvest Fest, Summer Tuesdays and Cruisin' on the Croix. He noted the moratorium also pledges that during 2012, the Council will work with citizens and interest groups in an effort to define a community celebration of the future. Mayor Harycki stated Summer Tuesdays' organizers would like to have a parade on the traditional Lumberjack Days parade date, and asked how the moratorium would impact that possibility. Councilmember Cook suggested that request would have to follow the City's special event policy, and Mr. Turnblad reviewed the policy. City Attorney Magnuson indicted that the moratorium allows Summer Tuesdays and periodic gatherings and he didn't think the moratorium would preclude such an event. Mr. Turnblad clarified that while the moratorium wouldn't necessarily preclude new events, any new event would still have to go through the special event process. In discussion, Councilmember Cook spoke against making exemptions and circumventing the process. Councilmember Cook questioned the relevance of "in this century ". Councilmember Polehna amended his motion to include Mayor Harycki amended his second. There was continued discussion of the possible parade by Summer Tuesdays organizers. Councilmember Cook asked about the status of the proposed parade, noting the moratorium exempts events that are already in place, while the parade is a new event; Councilmember Polehna said it would be his understanding that the parade would not be exempt from the special event process. Motion by Councilmember Polehna, seconded by Mayor Harycki, to adopt Resolution 2012- 046, enacting a moratorium on community -wide celebrations within the City of Stillwater, with the changes of the last sentence, striking "central businesses," noting that all businesses are owed the same respect, striking the words "in this century" in the third paragraph. Page 6 of 17 City Council Meeting March 20, 2012 Councilmember Roush asked that the motion be repeated for clarity. Councilmember Polehna said his motion was to approve the proposed moratorium language striking out the wording central businesses to include all businesses and eliminating the wording in this century from the third paragraph; on a suggestion by Councilmember Cook, he added the bike race to the approved events exempted from the moratorium. Mayor Harycki amended his second to include the bike race. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None PUBLIC HEARINGS This is the date and time for a public hearing to consider the Millbrook 6th Addition Final Plan and Final PUD Site Plan postponed from March 6 2012 meeting_ Community Development Director Turnblad reviewed the request and site, and reported that all the conditions of the final plat and preliminary plats are met and approval is recommended. He noted there are two conditions: that the City receives easements for all trails as they are completed; and that the landscaping plan for the southern edge of the park be completed with the addition of some trees. On a question by Mayor Harycki, Mr. Turnblad answered that the Joint Board has review and comment authority for plats. Due to scheduling conflicts, the Board was unable to meet prior to the Council meeting, however Mr. Turnblad indicated that notice was sent to all Joint Board members asking them to comment prior to the Council meeting and no comments were returned. He continued that the plat and PUD will be brought back to the Joint Board, and if there are concerns after the fact, the City will work with the developer to get those concerns addressed. Councilmember Roush asked how the City could ensure the developer's compliance with the condition regarding completion of the park landscaping, and Mr. Turnblad replied that there are escrow funds and additional plat approvals needed. Councilmember Polehna inquired if the City would be receiving an easement for a trail down to the Brown's Creek state trail, and Mr. Turnblad reviewed where trails will be constructed out to Neal Avenue and noted the City also has an easement through the adjourning property to make the connection to the Brown's Creek trail. City Planner Pogge stated he has spoken with the developer who has indicated that if the City applies for a DNR grant to make the Brown's Creek trail connection, and it plans to do so, the developer will accelerate construction of its trail system to accommodate that request. Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -047, approving the final plat, final PUD site plan, and development agreement for Millbrook 6th Addition Case No. 2012 -01. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Page 7 of 17 City Council Meeting March 20, 2012 This is the date and time for a public hearing to consider making application for an Outdoor Recreation Grant Program to develop Millbrook Park located in Stillwater, Minnesota. Notice was published in the Stillwater Gazette on March 9, 2012 City Planner Pogge informed the Council that the City can apply for a Minnesota DNR Outdoor Recreation Grant for the development of Millbrook Park. This grant will assist the City in completing the initial development of Millbrook Park that will include athletic fields, playground equipment, picnic pavilion, trails, landscaping, and a parking lot, he stated. Mr. Pogge indicated that a master plan was developed for the park that represents about $400,000 in improvements. The project will be funded with $200,000 from the City of Stillwater and $25,000 from the St. Croix Valley Baseball Association. City funds will be from capital outlay funds and no individual assessments are proposed for this project. The City of Stillwater is seeking $175,000 from the State of Minnesota Outdoor Recreation Grant Program for this project. Long -term maintenance cost on the park to the City of Stillwater is expected to be $25,000 annually. If awarded, funds from the Outdoor Recreation Grant program will be available sometime in the summer of 2012, he described. Work could begin once the grants are awarded, with completion of the work by May 1, 2013. Attached to this report is a development plan for the park and a cost breakdown to develop the park. On a question by Mayor Harycki, Mr. Pogge responded that there would be some scheduled time for baseball games, but in the commitment letter to the City, the Baseball Association indicated it was not seeking any special privileges or total control of the field, and the Baseball Association would be paying rental fees for use of the field. Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -048, authorizing the City of Stillwater to make application for a Minnesota DNR Outdoor Recreation Grant for the development of Millbrook Park. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Case No. 2011 -04. This is the date and time for a public hearing to consider a request from City of Stillwater for amendment to the City of Stillwater 2030 Comprehensive Plan, specifically to the City's Transportation Plan (addressing changes to Metropolitan Highways and Transit Routes & Facilities), and the City's Park Plan (by adding the Middle St. Croix Valley Regional Trail Search Corridor) as required by the release of a Metropolitan Council System. Notice was published in the Stillwater Gazette on March 9, 2012. Community Development Director Turnblad explained that the Metropolitan Council updates its systems plans on a regular basis. He continued that Met Council recently did minor updates to its transportation and park and trails system, which had some minor impacts to the City. As a result, he pointed out that the City is required to update its Comprehensive Plan to stay consistent with Met Council's plans. He reviewed the changes, noting that the changes have little or no impact on City plans. Page 8 of 17 City Council Meeting March 20, 2012 Mayor Harycki opened the public hearing. No comments were received, and the hearing was closed. Motion by Councilmember Cook, seconded by Councilmember Menikheim, moved to adopt Resolution 2012 -049, Approving update to the City of Stillwater 2030 Comprehensive Plan. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None This is the date and time for public hearing to consider the 3rd Street South street improvements Notices were mailed to affected property owners and published in the Stillwater Gazette on March 2 and March 9, 2012. Public Works Director Sanders briefly reviewed the proposed project, highlighting the plans to narrow the width of the street 4' by installing new curb and widen the sidewalk from 4' to 5' on the east side of the street from Orleans to Willard Street; he pointed out those changes would result in about a 3' boulevard. He reported on project costs, with the City's share of the $900,000 project estimated at about $51,000, 50% of which would be assessed to property owners. He reviewed proposed assessments and the project schedule. Mayor Harycki asked about the possibility of getting crosswalks at Third and Orleans or Third and Fourth due to the proximity of Oak Park Elementary, and Mr. Sanders responded that there will be pedestrian bump -outs at Willard, Churchill and Burlington, with bump -outs planned at Orleans and Third when the County does improvements to Orleans in the future. Mr. Sanders stated that he would contact the County regarding painting crosswalk stripes. Mayor Harycki opened the public hearing. Mark Brown, 1103 S. Third St., expressed that he was pleased they would be having a boulevard again, suggesting that will correct an engineering mistake made 20 years ago. He stated he wasn't real pleased with having to pay an assessment for sidewalk again, as he paid in 1989. When he attended the neighborhood meeting no drawings were available, and he hoped drawings would be available before Council approval. Mr. Sanders replied that the County is working on the drawings, and at this point, approval is being sought to proceed with the project, noting plans and specs will be approved at a later date. No other comments were received, and the hearing was closed. Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt Resolution 2012 -050, Ordering improvement and preparation of plans & specifications for the Third Street South Street Improvement Project (Project 2012 -04). Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Page 9 of 17 City Council Meeting UNFINISHED BUSINESS March 20, 2012 Possible approval of second reading of Ordinance 1044, amending Chapter 43, Liquor, an ordinance relating to the Sale of Intoxicating Liquor in the City of Stillwater City Attorney Magnuson reported that the amendment makes clear that the City has a combination license available to retail liquor establishments in the City. City Clerk Ward noted the establishment must have a full on -sale liquor license in order to obtain a combination license. Motion by Councilmember Roush, seconded by Councilmember Menikheim, to adopt Ordinance 1044, Amending Chapter 43, Liquor, an ordinance relating to the Sale of Intoxicating Liquor in the City of Stillwater. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Discussion and decision on proceeding with the design for a possible expansion to the armory gymnasium. Community Development Director Turnblad explained that in order to keep the option of an expanded gymnasium at the armory open, the Council needs to decide whether to authorize expenditure of funds to do design work. He indicated that the armory will include a basic assembly hall (gymnasium) built with federal dollars. The question, he pointed out, is whether the City wants to expand that space to allow for more than just one full -size basketball court. He reviewed two expansion options — the smallest size, about 14,100 square feet, necessary to accommodate two full -size basketball courts and some bleacher space, and a size of about 22,000 square feet, a size preferred by a group that recently toured similar facilities -- and the City's cost responsibility for each option. In order to preserve some kind of option for an expanded facility, Mr. Turnblad noted that the Council needs to decide whether to spend 35% of the design fee. He added that 35% of the design fee for a 14,400 square foot facility would be about $30,000, about $58,000 for a 22,000 square foot facility. Councilmember Roush thought the intent was perhaps a slight expansion to accommodate some bleachers and stated he was surprised that the proposal is now for two full -sized courts and bleachers. Mr. Turrnblad responded that if the City goes with just the gymnasium the National Guard will build, it will be one full -size court and nothing else. On a question by Councilmember Roush, Mr. Turnblad answered that he thought two volleyball courts could be accommodated on one full -size basketball court. A representative of the Stillwater Club Volleyball Program confirmed that one minimum basketball court could accommodate two practice volleyball courts. He explained that two basketball courts, as designed, would accommodate 6 full -size, regulation volleyball courts, and that would enable the program to run tournaments, something they cannot do at the high school. He also referred to the existing shortage of space for volleyball. Councilmember Polehna described the recent tour of facilities, and Tom Wiedner, chair of Stillwater Girls Traveling Basketball Program, talked about the shortage of gymnasiums. Mr. Wiedner pointed out that every space is currently run through the school district. He asked the Council to keep the option of the expanded facility alive. He noted that their Page 10 of 17 City Council Meeting March 20, 2012 organization pays about $20 -$25 an hour to use the school district's gymnasiums during the week, $30 an hour more on weekends, and the organizations raise the funds to rent the facilities. He stated that they are not asking that the facilities be provided for free, they are already paying to use facilities. He reiterated that there are not enough facilities and the need will go up as the community grows. He expressed that they are asking that the Council keep the opportunity (for the expanded space) alive moving forward, so the different user groups can research this further and find different methods of funding. He spoke of the high use of the facilities observed on the tour. Mayor Harycki offered he would be in favor of keeping the option alive, suggesting the City only has a chance to do this once; he also spoke in favor of going with the option for the 22,000 square foot facility, noting it can always be scaled back at a later date if necessary. On a question by Councilmember Roush, Mr. Turnblad replied that the size of the facility could be scaled back later, but the design dollars will have been spent, and he added additional money would have to be spent to design it to a smaller facility. In discussion, it was pointed out that key to whether a larger facility can even be accommodated on site is the delineation of the wetlands; information that will be known before the design process begins. On a question by Councilmember Cook, Mr. Turnblad answered that the decision to continue to 100% design will have to be made after the public hearing process later this year. Councilmember Menikheim spoke of the benefit to the community and pointed out that the Council will not be committing 100% at this time, but enough to keep this option open. Councilmember Cook noted this is an amenity, not a necessary item; she expressed that this is taxpayer money and suggested the best gift one can give one's children is a debt -free society. Councilmember Cook spoke of recent property tax statements which reflect a rather dramatic decrease in property values, but an increase in property taxes and said she is concerned that people forget about the economic realities. She pointed out that if the City were to move forward with this, it would cost over $2 million just for the gymnasium. Motion by Mayor Harycki, seconded by Councilmember Polehna, to direct staff to proceed with the 22,000 square foot option and commit funds to the 35% design. Ayes: Councilmembers Menikheim, Polehna and Mayor Harycki Nays: Councilmembers Cook and Roush Possible approval of plans & specifications for the 2012 Street Improvement Project Mr. Sanders reported that plans and specifications have been completed and approval is sought for authorization to solicit bids, with bid opening on April 13, and bid award at the April 17 Council meeting. Motion by Councilmember Menikheim, seconded by Councilmember Polehna to adopt Resolution 2012 -051, approve plans & specifications and ordering advertisement for bids for 2012 Street Improvement Project (Project 2012 -02). Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Page 11 of 17 City Council Meeting March 20, 2012 Possible approval of release of funds for Lowell Park improvements Public Works Director Sanders noted that he and Assistant Public Works Director Moore had reviewed proposed improvements to Lowell Park at the March 6 Council meeting. Since that time, he reported that Mr. Moore had received quotes for some of the work. He added that staff is proposing to do most of the grading work in -house and use soil from the Recreation Center, with a contractor mixing the soil with sand and compost for better drainage and turf - growing capability. The City would then haul the mixture down to Lowell Park for the grading. He reported that Raleigh Trucking will do the soil mixing for a cost of $14,000. He indicated that the request also includes funding for rentals of rake and tiller and silt fence. He stated that staff is requesting that $29,000 in Lowell Park funds be released to do the grading portion of the work, from where the amphitheater is planned, all the way to Mulberry Point. Quotes also were received for installation of the irrigation system, he noted, with a low bid of $31,844; he pointed out that the system would be installed throughout the park, from Nelson Street to Mulberry Point. He relayed some additional minor expenses associated with the installation of irrigation amount to about $7,500. He also mentioned work on the gazebo, he added, will be done in phases, and that they are asking for release of $8,600 in funds for carpentry and concrete work. He noted these are just the first of planned improvements for Lowell Park. On a question by Councilmember Cook about the funding of the improvements, Mr. Sanders replied that there is $500,000 available in the Lowell Park improvement funds. Motion by Councilmember Roush, seconded by Councilmember Cook, to approve the release of funds as requested. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None NEW BUSINESS (CONT.) Possible adoption of resolution relating to the St. Croix River Bridge Crossing Mayor Harycki read a resolution of appreciation to community members and legislative leaders for passage of Congressional approval of a St. Croix River crossing. Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -52, resolution of appreciation to community members and legislative leaders on the passage of the congressional approval of a St. Croix River Crossing Ayes: Councilmembers Menikheim, Polehna, Roush and Mayor Harycki Nays: Councilmember Cook Possible approval of CLG Grant applications and Minnesota Historical and Cultural Grant applications City Planner Pogge informed the Council the grant applications are for two projects the Heritage Preservation Commission would like to complete in the next calendar year. The first, he continued, is to complete a study on the possibility of creating a local designation district in the northeast portion of the Churchill/Nelson/Slaughter addition. He noted that the focus of the study would be to develop a background/narrative of the neighborhood, defining Page 12 of 17 City Council Meeting March 20, 2012 a district that would be proposed to the City, along with website information for the neighborhood and community to access. He noted that the study would not actually designate a district, that discussion would take place after the completion of the study. The second project is a public outreach education effort, developing podcasts highlighting the historic downtown district. He indicated that 14 buildings have been targeted for the podcast series. He stated that a number of communities have developed similar series that have been a popular outreach tool both for the community and as a tourism device. He noted that a brochure would be developed as well. He informed the Council that a modification to the grant request has been proposed and is reflected in the resolutions; the modifications, and indicated that this does not result in any additional financial contributions from the City. On a question by Mayor Harycki, Mr. Pogge said the City's contribution is $3,000 for both grant requests, an amount that is included in the City budget and that there is also some in- kind staff time involved, as well as some miscellaneous costs such as postage. On a question by Councilmember Polehna, Mr. Pogge said the CVB has been contacted and is supportive of the effort, but is unable to contribute financially due to other obligations. Councilmember Cook noted the funding is budgeted for this and the HPC has been talking about finding ways to educate people about the historic nature of the town for a long time. There was discussion about the amount of use of the podcast -type information. Mayor Harycki suggested tying it to a broader outreach such as a walking tour, with historic points. Mr. Turnblad explained how that is being done with this project. Councilmember Polehna referred to the earlier discussion regarding the possible gymnasium expansion and noted this is taxpayer dollars as well; there was discussion of the costibenefit of both projects. Motion by Councilmember Cook, seconded Councilmember Menikheim to adopt Resolution 2012- 053, authorizing the City to make application for two certified local government grants and two Minnesota Historical and Cultural Grants to the Minnesota Historical Society. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible authorization to prepare study to consider the designation of Historic Preservation District Mr. Pogge said authorization to begin a study to consider designation of an historic preservation district is required by City Code. He pointed out as part of this study, there will be a local outreach effort with a series of open houses. He also said a series of design guidelines will be developed with input of the neighborhood residents that will be considered by the City after the study is completed; other documentation will be prepared discussing the historical significance of the neighborhood. He continued by stating that the HPC selected this neighborhood, as described in the above action, for a number of reasons: high participation in the Heirloom Homes program; the previously completed architectural study of the neighborhood; and high concentration of historic homes in the neighborhood. He informed the Council that authorization does not commit the City to the actual designation of a local designation district in the future; it simply allows the Commission and staff to begin Page 13 of 17 City Council Meeting March 20, 2012 the study. Councilmember Roush asked if the HPC's scrutiny on remodels would be changed if a district were created; Mr. Pogge said that could be a recommendation that comes out of the study, along with creation of a set of design guidelines for that neighborhood and possible recommendations for work that would trigger review by the HPC. Mr. Pogge said those are issues that would be determined by this study; he stated that there is no preconceived notion as to what, if any, scrutiny would apply. On a question by Mayor Harycki, Mr. Pogge said the City currently does not have remodeling guidelines. Mr. Pogge said it is anticipated there will be a series of three open houses with residents of the neighborhood to have frank discussions about such issues so they will be comfortable with what is happening. He continued by stating that it is desired to have the residents understand and see the value of a district. Councilmember Cook stressed the importance of education to get residents' buy -in. Mr. Pogge talked about studies which indicate that property values in local designation districts were 25% higher than properties on the other side of the street. Mr. Pogge explained the study would be done by a consultant but guided by the HPC; he noted this is part of the grant application discussed earlier. Motion by Councilmember Cook, seconded by Councilmember Menikheim to adopt Resolution 2012 -054, authorizing the Stillwater Heritage Preservation Commission and City Staff to conduct a study that considers the development of a local Heritage Preservation District. Councilmember Cook reiterated that designated districts tend to improve property values and protect the City's housing stock; she felt that this has long -term significances to the City as a whole that benefits every resident. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval of first reading of Ordinance 1045, an Ordinance amending the Stillwater Code, Chapter 21, General Provisions, Section 21 Subd. 11 Entitled "Election Wards" City Clerk Ward informed the Council the Charter Commission had held a public hearing on the proposed wards and the Commission unanimously approved the ward boundaries by resolution. However, she noted that she can select precincts for the efficiency of the voting process; she stated she is still working on the polling places, which will come before the Council at the next meeting. Councilmember Roush said he has only heard good things about the proposed ward boundaries. Motion by Councilmember Roush, seconded by Councilmember Menikheim approving the first reading of the ordinance incorporating those boundaries. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval of Tim Press reappointment to Joint Cable Commission City Clerk Ward reviewed the reappointment of Mr. Tim Press. Page 14 of 17 City Council Meeting March 20, 2012 Councilmember Roush said Mr. Press would be a good resource for the upcoming re- franchising process. Motion by Councilmember Roush, seconded by Councilmember Cook to adopt Resolution 2012 -055, reappointing Tim Press to Joint Cable Commission. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible approval to accept bid to upgrade City's Outdoor Warning Sirens Chief Glaser referred to Chief Gannaway's memo; and that due to the FCC's narrow banding rule, all outdoor warning sirens must be upgraded in order for them to go off. On a question by Councilmember Polehna, Chief Glaser thought there might be grants to cover the cost. Motion by Councilmember Polehna, seconded by Councilmember Roush to approve the quote from Ready Watt as recommended. All in favor. Possible approval of new tobacco license located at 1754 Market Drive — Ryo Tobacco Company, George Kabalan applicant — On a question by Mayor Harycki, City Clerk Ward said this is a new license application. Mayor Harycki said he would like to postpone this approval until Chief Gannaway is present; he referred to some past issues with another licensee regarding synthetic narcotic substances. Motion by Councilmember Roush, seconded by Councilmember Cook to table until the next meeting. All in favor. Strategic planning — Councilmember Menikheim Councilmember Menikheim talked about the importance of strategic planning in order to work together to deal with decisions the Council will have to make over the next several years, decisions regarding the armory and fire station, for example, economic development and redevelopment, the new state trail, and a new City festival. He talked about the importance of having a vision, a big picture, rather than individual pieces of a puzzle. He described a strategic planning process that would be utilized by a consultant he had spoken with; cost, he informed the rest of the Council that the cost would be in the range of $2,700- $4,500, which he suggested is a very reasonable price. He also provided a possible schedule of the planning sessions. Councilmember Roush disagreed with Councilmember Menikheim about hiring someone from the outside, without an election certificate, to facilitate the Council, and that he felt that facilitation is the function of the Mayor. Councilmember Polehna suggested a lot of the planning has already been done, with the development and adoption of the Comprehensive Plan; he suggested that perhaps what is needed is to set priorities in the goals in the Comprehensive Plan. Councilmember Menikheim spoke of the need for objectivity and suggested that no one on the Council can be objective. Page 15 of 17 City Council Meeting March 20, 2012 Councilmember Cook said this is more than the Comprehensive Plan, it is how the Council functions as a group and makes decisions; she felt that there is benefit in having an objective party involved. After considerable discussion, Mayor Harycki called the question and moved to proceed without a consultant; Councilmember Roush seconded the motion. Councilmember Polehna asked for input from Mr. Turnblad and Mr. Pogge. Mr. Turnblad said he thought there were valid points on both side; and that the Comprehensive Plan is a basic strategic document that gives a vision for the City and sets up certain goals and plans, but said perhaps there is a role for someone to help the group prioritize /fine tune some of the goals that are in the Comprehensive Plan. Councilmember Polehna asked Mr. Turnblad if staff could put together a list of the priorities for the next 10 -15 years. Mr. Turnblad said they could put together a list of important projects, but noted it is the community and Council's role to set the priorities. Councilmember Polehna suggested having planning staff put together the list of project and focus the Council retreat on prioritizing the projects; Councilmember Menikheim noted that still lacks the objective piece. It was clarified that the motion is to proceed without a consultant. Ayes; Councilmembers Polehna, Roush and Mayor Harycki Nays: Councilmembers Cook and Menikheim Councilmember Polehna asked to see the proposed consultant's qualifications, saying that is why he voted in favor of the motion. Councilmember Menikheim indicated that he would provide the qualifications to the Council. He also asked about the scheduling of the Council retreat; Mayor Harycki said City Administrator Hansen would do the scheduling. Yellow Ribbon Update Councilmember Polehna said the National Sea of Goodwill Award will be presented to the City later on Thursday, March 22, 2012 at the Historic Courthouse. There was discussion about restroom facilities at Teddy Bear Park. Mr. Sanders said staff is working at cleaning up the park area and playground area (painting), and that the park would be opened by the weekend. He noted all the other parks are open. Councilmember Polehna suggested using portable toilets at Teddy Bear Park only to avoid the possibility of pipes freezing to facilitate the early opening. Mayor Harycki said he had received a call regarding trash along a roadway and said he had noticed quite a bit of debris along Highway 36 by Target; he asked Mr. Sanders to look getting Sentence -to -Serve for cleanup. Page 16 of 17 City Council Meeting ADJOURNMENT March 20, 2012 Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adjourn at 10:15 p.m. All in favor. ATTEST: Diane F. Ward, City Clerk Ken Harycki, Mayor Resolution 2012 -039, Directing the Payment of Bills Resolution 2012 -040, Approving Temporary Permit To Construct, Minnesota Commissioner of Transportation, Shoddy Mill Project, Stillwater, MN Resolution 2012 -041, Approving License to Use Real Property Resolution 2012 -042, Accepting work and ordering final payment for Interceptor Sewer Project (Project 2010 -08) Resolution 2012 -043, Providing for the issuance and sale of $6,355,000 General Obligation Capital Outlay and Refunding Bonds, Series 2012A, and levying a tax for the payment thereof Resolution 2012 -044, Approving Nature Valley Grand Prix Stillwater Bike Race Resolution 2012 -045, Requesting conveyance of forfeited lands previously conveyed to the City pursuant to Minn. Stat. §282.01, Subd.l Resolution 2012 -046, enacting a moratorium on Community -wide celebrations within the City of Stillwater Resolution 2012 -047, Approving the final plat, final PUD site plan, and development agreement for Millbrook 6th Addition Case No. 2012 -01 Resolution 2012 -048, authorizing the City of Stillwater to make application for a Minnesota DNR Outdoor Recreation Grant for the development of Millbrook Park Resolution 2012 -049, Approving update to the City of Stillwater 2030 Comprehensive Plan Resolution 2012 -050, Ordering improvement and preparation of plans & specifications for the Third Street South Street Improvement Project (Project 2012 -04) Resolution 2012 -051, Approve plans & specifications and ordering advertisement for bids for 2012 Street Improvement Project (Project 2012 -02) Resolution 2012 -052, Resolution of Appreciation to Community Members and Legislative Leaders on the Passage of the Congressional Approval of a St. Croix River Crossing Resolution 2012 -053, authorizing the City to make application for two certified local government grants and two Minnesota Historical and Cultural Grants to the Minnesota Historical Society Resolution 2012 -054, Authorizing the Stillwater Heritage Preservation Commission and City Staff to conduct a study that considers the development of a local Heritage Preservation District Resolution 2012 -055, Reappointing Tim Press to Joint Cable Commission Ordinance 1044, Amending Chapter 43, Liquor, an ordinance relating to the Sale of Intoxicating Liquor in the City of Stillwater Page 17 of 17 LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2012 -056 Advanced Sportswear Embroidery on Uniforms 122.91 Amano McGann, Inc. Cale WebOffice Monthly Subscription Fee 1,154.26 Ancom Communication, Inc. Minitor V Standard Charger 151.76 Aramark Uniform Services, Inc Mats, Towels, Uniforms 689.01 Aspen Mills Uniforms 586.11 Bell Industries -RPG Minor Equipment 199.52 Bloom Engineers LLC Professional Service Chiller 1,429.40 Brock White Co. LLC Lily Lake Retrofit 26,884.20 Carquest Auto Parts Vehicle Repair Charges 67.51 Cellebrite USA, Corp. Universal forensic extraction device 8,084.99 Cemstone Vapor Barrior Lily Lake 1,341.29 Century College Education 179.00 Cole Papers Janitorial Supplies 435.90 Comcast Internet & Cable 279.37 Community Thread 2nd Qtr Installment 3,818.75 Consolidated Welding Supply Equipment Repair Supplies 55.90 Corporate Mechanical Replace fan motor on Public Work Facilit 1,667.00 Creative Product Sourcing DARE Dare Supplies 92.50 Div of Alamo Sales Corp. Equipment Repair Supplies 743.88 Fastenal Company Equipment Repair Supplies 257.42 Fred's Tire Company Tire Change 45.18 Galls, an Aramark Company Uniforms 132.96 Garden Townhomes Assoc. Replace 2 Mailboxes damaged by Snowplow 48.50 Glaser, Stuart Reimburse for Expenses 51.18 Grainger Carbon Steel Drum Lily Lake 130.27 GS Direct, Inc. Office Supplies 86.73 HD Supply Waterworks, Ltd. HDPE Pipe & Fittings Lily Lake 21,170.87 Hennepin Technical College Firefighter II Education 322.72 Heritage Embroidery & Design Embroider Persona Iizations 117.00 Holiday Credit Office Fuel for Lily Lake Retrofit 351.52 Houghton Chemical Corporation Wintrex Concentrate Lily Lake 15,798.53 1 T L Patch Co., Inc. Reserve Shoulder Emblems Reserve 47.29 I- State Truck Center Equipment Repair Supplies 135.20 Ice Skating Institute Skater memberships 910.00 Iceman Industries, Inc. Apex Liquid ice melt 1,218.38 Interstate Battery System Of Minneapolis Battery 27M -XHD 110.03 League of Minnesota Cities 2012 Joint Legislative Conf St. Paul 95.00 Mac Queen Equipment Inc. Equipment Repair Supplies 2,594.20 Magnuson Law Firm Professional Service 8,708.33 Marine Services, Inc. Bilge Pump Merc Seal Blue 132.42 Menards Repair Supplies 1,538.05 Metro Fire SCBA Flow Test 113.16 MN Fire Srv. Cert. Board Firefighter II Certification Exam 75.00 Nardini Fire Equipment Novec System Inspection 230.00 EXHIBIT "A" TO RESOLUTION #2012 -056 Rug and Towel Service Page 2 Nelson Marine Motor Service, Inc. Mercury Opti Oil, Impeller, Alpha 860.17 North American Salt Co. Road Salt 1,464.78 Northern Tool Equipment Repair Supplies 21.39 Office Depot Office Supplies 114.41 Olsen Chain & Cable, Inc. Minor Equipment 100.36 OnSite Sanitation Unit Rental Brown's Creek Nature 29.39 R.M. Cotton Company Pumps & Accessories Lily Lake 10,842.47 Riedell Shoes, Inc. Skates for Resale 256.81 Roettger Welding, Inc. Repair Boat Trailer 110.00 Semple Building Movers, Inc. Removal of Chiller out of Lily Lake Arena 3,000.00 Service on a Shoestring Karen Richtman dba 2011 Recycling Grant 7/1- 12/31/11 3,500.00 SGC Horizon LLC 2012 Street Improvement Project 61.25 Sherwin Williams Paint 51.89 Siemens Industry, Inc. Brine Removal & Disposal Lily Lake 6,138.53 Spaulding Mfg., Inc. Equipment Repair Supplies 38.39 Sprint Cell Phones 89.66 St. Croix Recreation Co. Shackles, Coil Proof Chain for Parks 277.88 Stick Wizard, Inc. Concession Supplies 78.00 Stillwater Motor Company Vehicle Repair 293.78 Streicher's Ammonition & Uniforms 410.69 Strobes N & More Red and Blue Strobe Lights For Boat 147.96 Sun Newspapers Publication 73.50 Uniforms Unlimited, Inc Targets, Cartridges 987.61 US Bank Corporate Trust Svcs Paying Agent Fees 4,864.38 USAble Life Term Life Insurance 407.76 Washington County Property Records 2012 Property Tax Rental Units. 6,644.00 Waste Management - Blaine Garbage Waiver 40.28 Wyoming Canvas Black Canvas Tarp 320.62 Yocum Oil Company Fuel 4,732.18 Youth Service Bureau 2nd Qtr Installment 2,500.00 Zack's Inc. Minor Equipment 258.78 Zep Sales & Service Zep Flash 67.85 LIBRARY Aramark Rug and Towel Service 70.67 Baker & Taylor Reference Materials 19.38 Blocher, Carolyn Reimburse for Expenses 62.36 BWI Library Materials 367.37 Brodart Library Materials 2,645.37 Comcast Telecommunications 56.90 Hansen, Ann Reimburse for Postage 5.21 Michaels Supplies 25.66 Midwest Tape Audiovisual Materials 82.61 Office of Enterprise Technology Telephone 332.17 EXHIBIT "A" TO RESOLUTION #2012 -056 Page 3 Quill Supplies 417.33 Recorded Books Language Materials 2 ' 337.63 Toshiba Maintenance Contract 187.45 Washington County Library Telecommunications 757.00 r Ater ? H E B I A T H P A C L O F M I N N F S 0 i 4 Memo To: Mayor and City Council From: Tim Moore, Assistant Public Works Superintendent Date: March 28, 2012 Re: Lowell Park Improvements Background At the March 6, 2012 City Council Meeting staff presented council with some proposed improvements to Lowell Park. They included grading, irrigation system, painting the gazebo, power pole relocation and bathroom improvements in South Lowell Park. At the march 20, 2012 City Council meeting, council approved quotes for grading, irrigation for the park and carpentry and concrete work to be done for the Gazebo. Gazebo Paint on the Gazebo has tested positive for lead and will require a certified lead abatement contractor to remove paint from the structure. American Sandblasting Inc. from Blaine MN is certified and has experience in this type of work. Their quote includes removing the paint by blasting with an appropriate medium, painting, refinishing the metal railings and sandblasting concrete floor is $23,950.00. They will be covering the entire structure to contain the material removed, then removing the material offsite to their facility for processing. Paint and carpentry work would begin the week of April 9 and all work on the gazebo would be completed by the end of May. FINANCING Funding would come from the Lowell Park Improvement Fund, where there is $500,000 available for improvements. RECOMMENDATION Staff recommends that the Council enter into a small contract agreement with American Sandblasting Inc. for $23,950.00 to perform this work. RESOLUTION 2012- 057 RESOLUTION AUTHORIZING CONTRACT WITH AMERICAN SANDBLASTING, INC. BE IT RESOLVED, by the City Council of Stillwater, MN that agreement between American Sandblasting, Inc. and the City of Stillwater for the Lowell Park Gazebo lead paint removal and painting is hereby authorized and approved and the Mayor and City Clerk shall sign the agreement. Adopted by the City Council of the City of Stillwater this 20th day of March, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk THE BIRTHPLACE OF MINNESOTA FIRE DEPARTMENT March 29, 2012 Mayor Harycki Stillwater City Council Citizens of Stillwater I am pleased to present the 2011 Stillwater Fire Department Annual Report. The Annual Report documents the previous year's events and creates a documented history of the Department for you and future generations. The Fire Department responded to a total of 1,383 calls for service in 2011. Along with emergency response the Department provided hundreds of general fire safety inspections, new construction plan reviews, investigated hundreds of potential fire code violations, performed hydrant maintenance activities, along with equipment and station maintenance, and completed thousands of hours of mandatory staff training. The Department completed the Shared Fire and Rescue Service Study in 2011. The study looked at potential cooperative efforts between our neighboring departments in the City of Lake Elmo and the City of Mahtomedi. The study revealed that shared services and working together is not a new concept for the fire service and the potential exists for additional collaboration in the areas of joint training, fire prevention activities and automatic aid during emergency responses. The study also revealed that the Stillwater Fire Department's budget, per capita, is well below the State average by over 33 percent and significantly below the National average by 56 percent for fire protection services. SFD was fortunate to replace an aging fire engine with a new piece of apparatus in 2011. The new engine was built on a commercial Freightliner M2 Chassis, carries 750 gallons of water and is capable of pumping 1,250 gallons of water per minute. The engine is supplied with a variety of rescue tools as well and is GreenStar certified meeting the highest and most efficient fuel use and emissions standards. I would like to personally thank the City Council for your support of the Fire Department and the overall public safety of the City of Stillwater. In addition, I thank the men and women of the Stillwater Fire Department who provide unselfish and committed 24 hour service, seven days per week, 365 days per year to the citizens SFD has sworn to protect. Their dedication and commitment provide a safer place for all who live, visit and invest in the City of Stillwater and our surrounding communities. Sincerely, C k,� -(,— . 1-cl�l Stuart W. Glaser Fire Chief 216 North Fourth Street - Stillwater, Minnesota 55082 PHONE: (651) 351 -4963 - FAX: (651) 351 -4967 STILLWATER FIRE DEPARTMENT Est. 1872 ANNUAL REPORT 2011 MISSION STATEMENT Our commitment is to protect life and property through dedicated service to the community. TABLE OF CONTENTS CommunitiesServed ................................................................................................... ..............................3 Jurisdiction.................................................................................................................. ..............................4 ServicesProvided ........................................................................................................ ..............................5 Stillwater Fire Department Operations ....................................................................... ..............................6 Stillwater Fire Department Staff Roster ..................................................................... ..............................7 ResponseSummary ..................................................................................................... ..............................8 Cityof Stillwater ..................................................................................................... .............................10 FireResponse Ward Map ....................................................................................... .............................11 ContractServices ....................................................................................................... .............................14 Cityof Grant ........................................................................................................... .............................14 MayTownship ........................................................................................................ .............................16 StillwaterTownship ............................................................................................... .............................18 Budget........................................................................................................................ .............................20 PersonnelSelection Process ....................................................................................... .............................22 PersonnelUpdates ...................................................................................................... .............................23 Promotions............................................................................................................. .............................23 EmployeeRecognition ........................................................................................... .............................23 MemorableEvents ..................................................................................................... .............................24 Upgradesand Improvements ..................................................................................... .............................27 NewFire Engine ..................................................................................................... .............................27 Fire Station Feasibility Concept Design ................................................................. .............................27 CodeEnforcement ..................................................................................................... .............................28 StaffTraining ............................................................................................................. .............................29 Fire Prevention and Life Safety Education Activities ............................................... .............................30 FirePrevention Week ............................................................................................. .............................31 SchoolVisits .......................................................................................................... .............................32 FireDepartment Open House ................................................................................. .............................32 Community Events and Volunteering ........................................................................ .............................34 EasterEgg Hunt ..................................................................................................... .............................34 Regions Hospital Child Safety Seat Clinic ............................................................ .............................34 StillwaterMarathon ................................................................................................ .............................34 SalvationArmy Bell Ringing ................................................................................. .............................35 Fightthe Fire 5K .................................................................................................... .............................35 St. Mary's Wild Rice Festival ................................................................................ .............................35 StillwaterCriterium Bike Race .............................................................................. .............................35 ApparatusInventory ................................................................................................... .............................36 StillwaterFire Department 2011 ................................................................................ .............................38 2 COMMUNITIES SER VED CITY OF STILLWATER Mayor Ken Harycki City Council City Administrator City Clerk Doug Menikheim Jim Roush Micky Cook Mike Polehna Larry Hansen Diane Ward CITY OF GRANT Mayor Tom Carr City Council Scott Fogelson Dan Potter Steve Bohnen Jeff Huber City Clerk Kim Points STILLWATER TOWNSHIP Township Supervisors Linda Countryman Matthew Beane David Johnson Sheila -Marie Untiedt Jim Hiniker Township Clerk Kathy Schmoeckel MAY TOWNSHIP Township Supervisors Bill Voedisch John Pazlar John Adams Township Clerk Linda Klein JURISDICTION The Stillwater Fire Department (SFD) provides emergency services to a sixty -one (61) square mile response area. Our borders extend as follows: Highway 36, Southern Border 150th Street, Northern Border St. Croix River, Eastern Border Keats Avenue North, Western Border - - - -- I - - - - - -- ! I r t MAY T9 i•.- a -- r •� I` ..� r... !• r Of r j - Stillwater ° ter....„. �.-.� The Stillwater Fire Department's response area is vast and hosts a multitude of geographic and demographic aspects. Demographics include: Historic Downtown Stillwater, single and multi- family residential, high -rise, commercial, industrial, schools, clinics, hospital campus, government facilities, senior assisted living facilities and nursing homes. Geographic logistics include: highways, various transportation routes, railways, cliffs, bluffs, ravines, rivers, lakes, swamps, agricultural and forested areas, recreational trails and park lands. SFD responds to the following communities: City of Stillwater; Stillwater Township; a portion of May Township and a portion of the City of Grant. In addition, SFD provides mutual aid when requested to multiple surrounding communities. rd SERVICES PROVIDED Fire Suppression Structure — Residential /Commercial Wildland/Grass Marine Auto First Responder Emergency Medical Services Medical Emergencies Assist Lakeview EMS Blood Pressure Checks Code Enforcement /Inspections New Construction Commercial Multi - Family Residential Day Care Special Event Heavy Rescue Auto Extrication High Level Rope Water/Ice Rescue Surface Dive Boat Maintenance City Fire Hydrants Fire Station Trucks /Equipment Fire Prevention School Visits Open House Senior Center Fire Education In- service Training for Business Drills and Exercises Civic Support Community Events Station Tours Firefighters extinguished a fully involved vehicle fire. Lt. Bob Kroening provides fire extinguisher training to Boy Scout Troop #125. Stillwater Fire conducts a prescribed burn near Stillwater Public Works. 5 STILL WATER FIRE DEPARTMENT OPERATIONS Fire Chief * Stuart Glaser Deputy Fire Chief Fire Marshal /Code Enforcement *Tom Ballis Assistant Chiefs Personnel Management Tom Linhoff Training and Education John Buckley Fire & Life Safety Rob Zoller Captains Apparatus Maintenance *Chad Jansen Firefmhter/Endneers Mike Aspengren Tim Jozefow Jake Bell Brad Junker Tim Bell *Bill Peltier *Ken Olson Ken Schmitz *Jon Bell Jonas Werpy Phil Gresafe *Full -time Personnel Station Maintenance *Chris Zeuli Safety Committee *Steve Zoller Joe Buckley John Nobles Rob Peltier Lieutenants Bob Kroening Joe Marchetti Jeff Roettger Firefighters Jeff Conley Mike Peltier Joe Halaska Tim Peltier Steve Hamond Chris Rigney Joel Kruse Sara Rugloski Ken Stanley Administrative Support Linda Thompson M STILL WA TER FIRE DEPAR TMENT 2011 STAFF ROSTER NAME POSITION YEARS Mike As en ren Part-time Firefighter/Engineer/1 " Responder 8 Tom Ballis Full -time Deputy Chief/EMT 10 Jacob Bell Part-time Firefighter/Engineer/EMT 5 Jon Bell Full -time Firefi hter/En ineer /1St Responder 25 Tim Bell Part-time Firefighter/Engineer/l" Responder 42 John Buckle Part-time Assistant Chief /1" Responder 30 Joe Buckle Part-time Ca tain/lst Res onder 26 Jeff Conley Part-time Firefighter/ I st Responder 8 Stuart Glaser Full -time Chief/EMT 25 Phil Gresafe Part-time Firefighter/Engineer/ Is' Responder 5 Joe Halaska Part-time Firefighter/EMT 2 Steve Hamond Part-time Firefighter/EMT 2 Chad Jansen Full -time Captain/EMT 7 Tim Jozefow Part-time Firefighter/Engineer/EMT 5 Brad Junker Part-time Firefighter/Engineer/l" Responder 4 Bob Kroening Part-time Lieutenant /lst Responder 21 Joel Kruse Part-time Firefighter/EMT 2 Tom Linhoff Part-time Assistant Chief /lst Responder 37 Joe Marchetti Part -time Lieutenant /EMT 5 John Nobles Part-time Captain/0 Responder 16 Ken Olson Full -time Firefighter/Engineer/EMT 9 Mike Peltier Part-time Firefighter/1" Responder 21 Rob Peltier Part-time Captain/1't Responder 11 Tim Peltier Part-time Firefi hter /l St Responder 17 Bill Peltier Full -time Firefi hter/En ineer /1St Responder 32 Chris Ri ne Part-time Firefighter/1" Responder 1 Jeff Roett er Part-time Lieutenant /1St Responder 12 *Sara Ru loski Part-time Firefighter/EMT 12 Ken Schmitz Part-time Firefighter/Engineer/1" Responder 24 Ken Stanley Part-time Firefi hter /1St Responder 11 Linda Thompson Part-time Secretary/Dispatcher 12 Jonas Werpy Part-time Firefighter/Engineer/EMT 6 Chris Zeuli Full -time Captain/EMT 20 Rob Zoller Part-time Assistant Chief /lst Responder 29 Steve Zoller Full -time Captain/EMT 17 *Retired/Resi ned TOTAL COMBINED YEARS OF SERVICE +519 Engineer — Drive and Operate all Fire Apparatus and Equipment 1 St Responder — First Aid Certification EMT — Emergency Medical Technician (Advanced Level 1 st Aid Certification) 7 RESPONSE SUMMARY The Stillwater Fire Department prides itself on providing rapid, professional service to the communities we protect. The following charts and data depict run response trends for the SFD over the past several years. As seen in the bar chart below, SFD's total call volume has remained consistent over the past several years. Statistics provided to Washington County show that over the next 10 years we will see an increase of over 60 percent in residents reaching age 65 or over. Statistically, this age group often increase service demand in emergency medical incidents or pose the highest risk in residential fire incidents. SFD can anticipate this response trend to increase over the next 10 -20 years. The pie chart below indicates 2011 calls by district. As indicated by the data, the majority of calls (81%) occur within the City of Stillwater where the largest population base resides. The remaining 19% occur within our contract areas and responding to mutual aid requests. 4% 2% 9% k 4% ® 11% ■CITY OF STILLWATER - 1,125 ■STILLWATER TOWNSHIP - 127 ■ CITY OF GRANT - 57 ®MAY TOWNSHIP - 53 ❑ MUTUAL AID - 21 2011 CALLS BY DISTRICT M The chart below depicts a breakdown by types of calls over the last three years. As indicated by the data, fire calls and EMS /Rescue calls remain consistent, alarms and service calls decreased from previous years and miscellaneous calls decreased slightly from 2011. 700 600 500 400 300 200 100 0 FIRE RESCUE EMS Fire Response Structure /cooking 20 Vehicle 14 Grass /Brush 14 Other 26 TOTAL 74 Rescue EMS Medical Call /Assist 664 Extrication/MVA 74 Other 11 TOTAL 749 Service Calls Public Service Assist 93 Controlled Burn 85 Other 42 TOTAL 220 SERVICE ALARMS MISC. Alarms Malfunction 43 Fire /Smoke 90 Malicious 3 TOTAL 136 Miscellaneous Smoke Scare 22 Arcing/Shorts 19 Spills/Leaks 48 Carbon Monoxide 25 Power Line Down 9 Other 81 TOTAL 204 Grand Total 1 1,383 0 City of Stillwater Stillwater Fire responded to 1,125 calls within the City limits of Stillwater in 2011. This accounts for 81 % of the total call volume for the Department. As the City continues to develop and complete the orderly annexation currently in progress this call volume is expected to increase. 300 200 Ia 2011 - Total calls - 1125 ■ 2010 - Total calls - 1272 ■ 2009- Total calls - 1154 Fire Response Structure 12 Vehicle 9 Grass /Brush 9 Other 17 TOTAL 47 Rescue EMS Medical Call /Assist 597 Extrication/MVA 49 Other 7 TOTAL 653 Service Calls Public Assistance 91 Controlled Burn 25 Other 23 TOTAL 139 Alarms Malfunction 36 Fire /Smoke 78 Malicious 3 TOTAL 117 Miscellaneous Smoke Scare 20 Arcing /Shorts 17 Spills /Leaks 43 Carbon Monoxide 20 Power Line Down 8 Other 61 TOTAL 169 Grand Total 1,125 10 `., N_ ,:: s --St ` 820AK HILL -.j City of NWA E � DUl � z I - -- 4h- W:- q I' - TWIn GLEN 2 Lake Pk. J`.. GT. N. O\,\.wOG ---------- y i \�\ "? �� w �\0 • cRESC ; B r o w n s C r- e @_ k K `\ ° 5 Az S\ L•'n�07weringDepurtrnG'nt ST I - - -- -- JOHN N Z. U HAZES Z RD 1 I Z $ 'Uc S \G\� -PO ,� r = E. 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LoNO UC e x O � 2 RIET OR. .. � O 9 9� F ¢ I Ward Lines N' ❑ /�+ = T ER F- SHELTON Z UPPER a 3T I � r w� w • TORIA j z 61 t � I 6 w p I OREN � 24 I d 6 e 1S CURVE CRE- ❑ZZ r CT Z i T STATE HW . 36 N ssn City of Stillwater Left — SFD crews responded to a possible electrical hazard at a commercial business. The electrical meter and gas meter were covered with a thick layer of ice. Above — Crews responded to an apartment fire on Greeley Street South. Upon arrival crews found fire showing from the windows. SFD crews quickly knocked the fire down and contained the fire to the unit of origin. Above — SFD responded to an apartment complex fire in the early morning hours of July. This fire is under investigation as a possible arson fire. Above — SFD responded to a head -on accident with parties needing extrication. 12 City of Stillwater Above - SFD responded to a vehicle fire in the parking lot at Herbergers Department Store. Crews were able to extinguish and contain the fire from spreading to adjacent vehicles. Above - SFD responded to an attached garage fire on Owens Street North. Upon arrival crews quickly contained the fire from spreading to the living area. Above - SFD ladder 6112 was able to allow crews to access the chimney to inspect for damage from a chimney fire. Above — Crews responded and extinguished an electrical fire in a local business. The fire had burned the outlet box and into the wall above the outlet. 13 CONTRACT SER VICES The City of Stillwater contracts fire services with the City of Grant, May Township, and Stillwater Township. These contracts allow the Stillwater Fire Department to provide professional fire and rescue services to the citizens that live in and visit these communities. City of Grant SFD currently protects 43% of Grant and a population of approximately 1,614 residents. The chart below depicts the breakout of emergency calls for the City of Grant for 2011. Fire Response Structure 2 Vehicle 2 Grass /Brush 1 Other 0 TOTAL 5 Rescue EMS Medical Call /Assist 11 EXtrication/MVA 5 Other 0 TOTAL 16 Service Calls TOTAL 16 Alarms Malfunction 2 Fire /Smoke 1 Malicious 0 TOTAL 3 Miscellaneous Smoke Scare 0 Arcing /Shorts 0 Spills /Leaks 2 Carbon Monoxide 1 Power Line Down 1 Other 13 TOTAL 17 Grand Total 1 57 14 City of Grant Right — SFD participated in the annual City of Grant Tractor Parade in 2011. Engine 6107 was involved in the parade but had to respond to an emergency call during the parade. Left - SFD responded to a vehicle fire on 110'h Street North. Embers from a large recreational fire reached the vehicle and wooded area. Left — SFD responded to a grass fire on Dellwood Road. SFD extinguished the fire which was called in by a passerby who assisted with containing the fire until fire personnel arrived. 15 May Township Stillwater Fire protects 47% of May Township and a population of approximately 1,885 residents or 8% of the Township's total population. The chart below depicts the breakout of emergency calls for May Township over the last three years. FIRE RESCUE EMS SERVICE ALARMS MISC. Fire Response Structure 0 Vehicle 1 Grass /Brush 1 Other 1 TOTAL 3 Rescue EMS Medical Call /Assist 28 Extrication/MVA 4 Other 0 TOTAL 32 Service Calls TOTAL 3 Alarms Malfunction 2 Fire /Smoke 6 Malicious 0 TOTAL 8 Miscellaneous Smoke Scare 2 Arcing /Shorts 0 Spills /Leaks 0 Carbon Monoxide 1 Power Line Down 0 Other 4 TOTAL 7 Grand Total 53 16 May Township Left — Stillwater Fire Department responded with LifeLink Helicopter to an individual who was injured from falling off a horse on Otchipwe Avenue North. Right — Crews responded to a single vehicle accident on Norell Avenue North. Left — Stillwater Fire Department conducted live fire training evolutions in a home donated by a local resident. SFD staff obtained valuable training on ventilation, search and rescue, fire suppression, firefighter emergencies, Incident Command and Rapid Intervention Team. 17 Stillwater Township Stillwater Fire protects 100% of Stillwater Township and a population of approximately 2,553 residents. The chart below depicts the breakout of emergency calls for Stillwater Township over the last three years. 100 90 80 70 60 50 40 30 I 20 10 0 FIRE RESCUE EMS SERVICE ALARMS MISC. Fire Response Structure 2 Vehicle 2 Grass /Brush 3 Other 1 TOTAL 8 Rescue EMS Medical Call /Assist 28 Extrication/MVA 12 Other 1 TOTAL 41 Service Calls Public Assist 1 Controlled Burn 60 TOTAL 61 Alarms Malfunction 3 Fire /Smoke 5 Malicious 0 TOTAL 8 Miscellaneous Smoke Scare 0 Arching 2 Spills /Leaks 3 Carbon Monoxide 2 Power Line Down 0 Other 2 TOTAL 9 Grand Total 1 127 18 Stillwater Township Right - SFD responded with the airboat and provided technical rescue for a party who fell from the bluffs. The patient was provided treatment on the hillside and brought down to the airboat for transfer to EMS at the boat landing. Left — SFD crews responded to a rollover accident on St. Croix Fortunately the vehicle stopped down the bluff into the river. Left — SFD responded to a single vehicle rollover accident on Stonebridge Trail North. SFD assisted with vehicle stabilization and patient care. 19 BUDGET The Fire Department's operating budget for 2011 was $1,101,825 which is 9.7% of the City's total general fund budget. The dollar bill graphic below represents the City of Stillwater's $11,333,056 operating budget for 2011. The dollar is divided according to the funding allocated for each area along with the corresponding percentage of the total City budget dedicated to each department. Culture and Recreation 30.8% $3,486,693 General Government 23.1% $2,617,989 LVA,� 1 G Police 23.5% $2,661,196 Costs Recovered STA 7� S OF AMERICA ABCTE:ACH.COM WASHINGT¢N, D.0 IP-1- Public Works 10.8% $1,218,464 Fire 9.7% $1,101,825 Bldg Dept. 2.1 % $246,889 While the Stillwater Fire Department is 9.7% of the total City budget it should be noted that several systems are in place to offset this percentage. These costs, while not directly applied to the Fire Department budget, are applied to the City of Stillwater's general fund. Fire Department costs recovered and applied to the City of Stillwater General Fund: • Contract for services — City of Grant, Stillwater and May Townships $ 302,775.00 • Sprinkler /Alarm Inspection Permit Fees $ 3,132.01 Total: $ 305,907.01 ON 2011 FIRE DEPARTMENT BUDGET ®CAPITAL OUTLAY - $ 47,699 ❑PERSONNEL - $ 901,229 ®OPERATIONS BUDGET - $ 152,897 The graph above indicates the total Department budget which includes the $1,054,126 operations budget in addition to the $47,669 proposed 2011 capital outlay expenditures. This brings the total 2011 Department budget allocation to $1,101,825. The budget has three basic areas: Personnel - Costs associated with staffing the Department • Salaries • Insurance • Benefits Operations - Costs associated with daily Department operations • Training and Education • Safety Equipment • Maintenance Contracts Capital Outlay - Costs associated with large purchase items • Vehicle Replacement • Station Upgrades • Technology Upgrades 21 PERSONNEL SELECTION PROCESS The Stillwater Fire Department (SFD) is a combination full- time /paid -on -call Department. The Department maintains nine full -time personnel, thirty -three paid -on -call staff, and one part-time secretary. The process for becoming a Stillwater Firefighter is intense and requires a committed individual to proceed. The firefighting profession is one of the most trusted public positions an individual in our society can hold and candidates must be beyond reproach. The following requirements and process is followed for each new employee hired by the Stillwater Fire Department. Minimum qualifications for an entry level paid -on -call firefighter position • High School Graduate or G.E.D. Equivalent • Minimum of 18 Years of Age • Valid Driver's License • Reside within 10 miles of Stillwater Fire Station • Ability to Attend Required Training, Drills, and Call Responses Selection process • Submit City of Stillwater Employment Application • Successfully Pass Written Aptitude Exam • Successfully Pass Physical Agility Exam • Complete Employment Interview Upon completion of the employment interview selected candidates will proceed to complete • Thorough Criminal Background Investigation • Psychological Screening • Health Exam and Drug Screening Once the candidate has successfully completed all aspects of the pre- employment process they receive a conditional offer of employment. Once the candidate officially accepts the job offer a hire date will be selected. Once hired the candidate must successfully complete a 12 -month probationary period where they will attend numerous hours of training, drills and emergency response requirements. • Attend a Minimum of Two Department Drills per Month • Successfully Complete Firefighter I & II Training (approximately 120 hours) • Successfully Complete Emergency Medical First Responder Training (40 hours) • Comply with Department Run Response Requirements of 20% of Department "All Calls" per Quarter For individuals who are dedicated and seeking a rewarding career, the fire service is the best job in the world. 22 PERSONNEL UPDATES Promotions Bob Kroening, Joe Marchetti and Jeff Roettger were promoted to the position of part-time on- call Lieutenant. I r 1 --7 �Im 41L� Lieutenant Bob Kroening Lieutenant Jeff Roettger Lieutenants play a key role as first line company officers responsible for leading and directing fire crews at the scene of an emergency. Congratulations to Bob, Joe and Jeff for taking on the responsibility and becoming key members of Stillwater Fire's leadership team. Employee Recognition In April of 2011 the Department was proud and honored to award years of service pins and recognition to the following individuals for their dedication and commitment to the Stillwater Fire Department. The awards given in 2011 recognize completed milestones of service achieved through 2010. 5 Years of Service - Tim Jozefow Jonas Werpy 10 Years of Service - Rob Peltier Ken Stanley 15 Years of Service - John Nobles 20 Years of Service - Bob Kroening Mike Peltier 25 Years of Service - Joe Buckley 23 MEMORABLE EVENTS 2011 January SFD was dispatched to a report of a single vehicle accident on Norell Avenue North. Crews assisted with patient care and transfer to Lakeview EMS. February On the evening of February 17, 2011, the Stillwater Fire Department was dispatched to the Boomsite on St. Croix Trail North for a party who had fallen from a cliff. Upon arrival crews found the patient down the bluff on a ledge. SFD provided treatment and lowered the patient to the airboat on the river for transport to Lakeview ambulance. In the early morning of February 28, 2011, the Stillwater Fire Department was called to an apartment fire on South Greeley Street. Upon arrival crews encountered heavy smoke and fire from one of the upper level units. Crews evacuated the remaining tenants and extinguished the fire. The fire was contained to the unit of origin. The probable cause of the fire was due to an unattended candle on a night stand. 24 April Stillwater Fire Department responded to a grass fire on Morgan Avenue North on April, 12, 2011. Crews found discarded building materials in a burn pit that was unattended. Fortunately, crews were able to extinguish the fire before it spread to the wetlands. May The Fire Department responded to the 11000 block of Norell Avenue North in the early evening of May 9, 2011 for a garage fire. SFD crews quickly extinguished the fire. All occupants of the home exited safely. In the area of origin investigators found combustible materials and matches on the floor. Stillwater Fire Department responded to St. Croix Trail North by the boomsite for a single vehicle accident. Crews assisted with removal of patient from vehicle and provided EMS. Fortunately the guardrail assisted with stopping the vehicle before it plunged down the bluff into the river. June On the evening of June 2, 2011, the fire department was dispatched for vehicle and trailer on fire. Upon arrival crews found a full size pick -up and utility trailer fully involved in fire and spreading to the woods. Crews extinguished the fire which had started from the vehicle being too close to a fire pit. Embers from the fire pit started the vehicles on fire. 25 July July 13, 2011, the fire department responded to the 14000 block of 62nd Street North in the early morning hours for a fire on the outside of a multi- tenant apartment complex. Upon arrival crews found heavy smoke and fire in the courtyard area. All occupants escaped with no injuries while fire crews worked throughout the night to extinguish the fire that destroyed 8 units. September Stillwater Fire Department responded to the 700 block of Main Street South for a head on vehicle accident. Upon arrival crews were tasked with extrication of patients from both vehicles. Patients were removed and transferred to Lakeview EMS for transport to the hospital. November Stillwater Fire Department was dispatched for a vehicle fire on Ambercrombie Lane on the evening of November 19, 2011. Upon arrival crews found a full size SUV limousine that was fully involved in fire. Crews extinguished the fire although the vehicle was a complete loss. The cause of the fire was unknown. December Stillwater Fire Department responded to the 300 block of Greeley Street South for a vehicle that struck a building. Upon arrival crews found an SUV that had crashed into the nursing home. Crews assisted with evacuation of residents and treatment of patients in the vehicle and room. Fortunately there were only minor injuries although the building sustained major damage. IM UPGRADES & IMPROVEMENTS N�rt The Stillwater Fire Department took delivery of a new Class A fire engine from Rosenbauer General in July. The chassis is a Freightliner M2 with a 1250 GPM rear mount pump. This vehicle is equipped with GreenStar technology which allows all components of the truck to run on generator power during extended incidents thus reducing fuel consumption and vehicle emissions. The City of Stillwater hired the architectural firm of Buetow and Associates to provide a feasibility study to determine if a fire station could co- locate with the proposed new National Guard Armory site. The graphic above shows the fire station concept design with the proposed Army National Guard Readiness Center. 27 CODE ENFORCEMENT Stillwater Fire Department conducted over 500 business inspections and plan reviews during 2011. Inspections consisted of new construction, commercial business, multi - family residential, daycare providers, special event /plan reviews and general company fire inspections of existing structures. 2011 continued to be a busy year for the City of Stillwater. Construction of the Washington County Government Center Campus was completed and staff was regularly on site conducting inspections and testing of sprinkler and alarm systems. Construction of townhomes in the Millbrook development continued at a steady pace and the department saw numerous commercial remodel projects throughout the year. Right — 2011 brought the completion of the Washington County Government Center 2025 project. SFD staff conducted numerous fire and life safety inspections throughout the project checking fire suppression, alarm systems, smoke control and fire code requirements. Photo Courtesy of the Stillwater Patch General Inspections The pictures below depict some common fire code violations found during company inspections throughout the city. Above — Fire hydrant obstructed by vegetation. Fire hydrant should have a minimum of three feet of clear space. Above — numerous cords including extension cords are plugged into a multi plug adaptor. 28 STAFF TRAINING In 2011 staff devoted over 3,000 hours in training activities. Crews train for structure fires, water rescue, dive rescue, high level rescue, cardiac arrest, emergency medical calls, hazardous material incidents and numerous other activities throughout the year. Personnel train several times a month and attend training courses and professional development programs throughout the year. Above — SFD staff conducted search and rescue training in a commercial occupancy filled with smoke. Above — Live fire training evolutions at a house donated to the Fire Department. Above — Crews train cutting a ventilation hole in the roof to providing vertical ventilation for safe interior fire operations. Above — Dive team members conduct ice dive training on a frigid day .in February. 29 FIRE PREVENTION & LIFE SA FETYEDUCATIONACTIVITIES The Stillwater Fire Department spends hundreds of hours and takes part in a multitude of events to make up the Department's Fire Prevention and Life Safety Education program. Being proactive in preventing fires and educating the public on personal injury safety is the most progressive and cost effective activity the Fire Department can provide. Fire Prevention/Education Statistics 2011 Activity/Event Contacts Staff Hours Awareness /Tours 1892 65 Extinguisher Training 87 18 School Visits 730 81 Employee Recognition Breakfast 48 14 Open House 1200 160 Big Truck Extravaganza 250 15 Nite to Unite 1500+ 57 Total 5,707 1 410 Fire Education has the single greatest effect to reduce fires and save lives within our community. SFD works diligently to promote safety and devotes hundreds of hours working with the public in fire education and awareness. Above — Lt. Bob Kroening discusses residential fire safety at the St. Paul Lutheran Church Wellness Fair. SFD attends numerous community activities and events to spread the word about the importance of fire prevention and education. 30 Fire Prevention Week Fire Prevention Week was held October 9 - 15. This year's safety slogan "Protect Your Family From Fire" was emphasized in all activities SFD participated in. It was also advertised in the local media and to area business owners. This year SFD had contacts with over 5,700 people in hands on training and prevention awareness, presentations, tours, and several other activities pertaining to Fire Education and Prevention. SFD staff work throughout the year educating the public on the most common causes of home fires which include — cooking, heating, electrical malfunction, smoking materials and candles. Above- Councilmember Mike Polehna, Mayor Ken Harycki, Councilmember Doug Menikheim, Councilmember Jim Roush and Deputy Chief Tom Ballis promote Fire Prevention Week 2011. Above — Captain Steve Zoller provides hands -on fire extinguisher training to Boy Scout Troop #125. Above — Captain Chad Jansen presents fire safety education to a group of pre- school children who visited the fire station. 31 School Visits Stillwater Fire Department visited area schools giving fire presentations to hundreds of students. It starts with kindergarteners learning not to play with matches. First graders practice "stop, drop, and roll" and a home escape plan. Fifth graders are taught the responsibility of being a fire safe person and the consequences if they are not through slide shows and video reenactments. The Stillwater Fire Department spends hundreds of hours and numerous activities to make up the Department's Fire Prevention and Education program. Providing fire education to area residents and students provides the greatest chance to reduce fires in the community. Above — A group of 1" grade students listen as Assistant Chief Rob Zoller teaches fire education and safety in the home. Fire Department Open House Above — Assistant Chief Rob Zoller uses the Sesame Street Character Bert to teach a kindergarten class about the dangers ofplaying with matches and lighters. The 2011 Fire Department open house saw over 1,200 in attendance. The weather was wonderful for those attending the open house and participating in all the festivities. Visitors of all ages were kept busy and had the opportunity to take a station tour; obtain fire extinguisher training; get child fingerprinting I.D. cards; receive child car seat safety information; blood pressure checks; spray a fire hose; sit in the fire boats; watch a high level rope rescue evolution and vehicle extrication demonstrations; see the LifeLink helicopter land and tour the helicopter, and watch a demonstration on the effects of water on a grease fire. Left — Firefighter /Engineer Tim Jozefow and Firefighter Steve Hamond teach adults and children how to properly use afire extinguisher. 32 Left — Firefighter /Engineer Bill Peltier and Captain Chris Zeuli perform a high level rope rescue demonstration for the audience. Right — Assistant Chief Rob Zoller demonstrates the dangers of using water on a small grease fire. Right — Spectators await one of several demonstrations conducted by SFD staff. Staff demonstrated the effects of water on a grease fire, high level rope rescue and auto extrication. Left — Freckles the Fire Dog talks with children about fire safety. COMMUNITY EVENTS & VOL UNTEERING The Stillwater Fire Department devotes hundreds of hours each year to community events, volunteer opportunities and fundraising. Personnel live and work in the community they serve and proudly represent the City and Department at numerous venues. Here are some of the highlights for 2011. ➢ Night to Unite ➢ Stillwater Marathon ➢ Summer Tuesdays y School Patrol Picnic Cub Foods Community Day ➢ Salvation Army Bell Ringing ➢ Lumberjack Days ➢ Stillwater Criterium Bike Race ➢ Fight The Fire 5K ➢ Santa Escort after Thanksgiving ➢ Stillwater Elks Christmas Tree Sale SFD staff was on hand to assist with the annual Easter egg hunt. Hundreds of children turned out to search for prizes. ➢ American Cancer Society Relay for Life ➢ Liberty on the Lake Fourth of July Community Parade ➢ Annual Stillwater Chamber of Commerce Twinkle Parade SFD crews worked the Stillwater Marathon. Crews were on hand to provide EMS and staff the Emergency Operations Center. Stillwater Fire Department and Regions Hospital teamed up to provide a car seat clinic to local residents. 34 Salvation Army Bell Ringing Right — Assistant Chief Rob Zoller and Chief Stuart Glaser staff the kettle bell to raise money for the Salvation Army. Fight the Fire SK Above — Runners begin the SK on this beautiful October morning to support fire prevention and education. St. Mary's Wild Rice Festival Above — Chief Stuart Glaser sits in the dunk tank allowing area residents a chance to dunk the fire chief Criterium Bike Race Left — Spectators lines the streets to watch the bike racers come down the hill and round the corner. 35 APPARATUS INVENTORY The Stillwater Fire Department maintains an inventory of high quality apparatus ready to respond to an emergency on a moment's notice. All the apparatus is maintained and checked daily by the on- duty crew. Any major repairs or required maintenance is coordinated through the maintenance captain who schedules, documents and ensures the equipment is in sound working condition. 6105 Heavy Rescue Truck 1989 Ford L8000 Chassis Heavy Rescue Vehicle. 6105 carries a compliment of rescue tools for extrication, high angle, ice /water rescue, cribbing stabilization, EMS /first aid equipment and is a support vehicle used for dive /water rescue and air cascade system for on scene breathing apparatus filling, as well as a rehabilitation station for firefighters at emergency incidents. 6106 Water Tanker 1989 Ford L9000 Chassis Water Tanker. 6106 carries 1,800 gallons of water for rural firefighting applications and water shuttling operations. 6106 is capable of pumping 300 gallons per minute from a power take off driven pump. 6107 Quick Attack Pumper 2004 Ford F550 crew cab, 4x4 chassis w/ 6 OL V -8 diesel engine. 6107 carries 250 gallons of water, 30 gallons of class A foam, portable front and rear winch, portable rescue tool, air reel, on -board generator and has a CAF's (Compressed Air Foam) system. 6107 also carries EMS /first aid equipment, AED and technical rescue equipment. 6108 Rescue/Engine Company 1996 Pierce Lance Chassis Rescue /Engine Company. 6108 is a Rescue /Engine carrying 500 gallons of water, hoses, ladders, ventilation equipment, 1,750 gallon per minute single stage pump, water rescue, high -level rescue, EMS /first aid equipment including an automatic external defibrillator (AED) and an electric powered Hurst extrication tool along with attachments. 6109 Engine Company 2011 Freightliner M2 Rescue /Engine Company. 6109 is a Rescue /Engine carrying 750 gallons of water, hoses, ladders ventilation equipment, 1250 gallon per minute rear mounted pump, EMS /first aid equipment and Holmatro extrication equipment. This engine is equipped with GreenStar technology that is capable of running all scene lights and components of the truck utilizing a small generator to reduce fuel consumption and emissions. 6110/ 4x4 Grass Rigs 6111 2007 Ford F350 4x4 Grass Trucks. 6110/6111 both carry 150 gallons of water and have 8 gallon foam tanks, wildland firefighting equipment and a 150 gallon per minute pump with a booster hose and hand lines for wildland /grass firefighting applications. 6112 105' Heavy Duty Aerial Ladder 2002 Pierce Dash Chassis Heavy Duty Aerial Ladder. 6112 carries a 105' steel ladder with a pre -piped waterway, 500 gallons of water, 1750 gallon per minute single stage pump, hoses, ground ladders, ventilation equipment and the capability of all wheel steering. 36 6113 10' Zodiac Boat Zodiac Boat. SFD maintains one Zodiac rescue boat for water rescue situations on small ponds or lakes with no access. The Zodiac boat is light and maneuverable for access to hard to reach ponds and ice rescue situations. 6114 16' RescueOne Boat 2007 RescueONE Boat. 16.5' x 6.5' aluminum rescue boat, 40h.p. Mercury engine, command console with steering, seat and engine controls, dive platform and light bar mount. This vehicle will be used on lakes and the river for dive operations, fire suppression and rescue. 6115 Suburban Utility Vehicle 1993 Chevrolet Suburban. 6115 is used for transporting crews and equipment to emergency scenes and emergency medical calls. 6116 Special Operations Trailer 2004 14' Haulmark Trailer. 6116 is used for fire prevention and life safety activities as well as support operations during incidents. The trailer contains fire investigation tools and equipment and can be used for many different purposes as necessary. 6118 Chiefs Command Vehicle 2009 4x4 Chevrolet Tahoe. 6118 is equipped as a command vehicle for fire officers to manage emergency incidents. An incident command board, Computer preplans and accountability matrix, accountability board, EMS first aid kit, hazardous materials reference procedures, maps and contact information are readily available for use by the incident commander. 6119 Deputy Chiefs Vehicle 2002 4x4 Chevrolet Tahoe. 6119 is equipped as a command vehicle for fire officers to manage emergency incidents. An incident command board, accountability board, EMS first aid kit, hazardous materials reference procedures, maps and contact information are readily available for use by the incident commander. Above — Crews participate in a search and rescue drill of a large commercial building using theatrical smoke to create simulated fire conditions. 37 STILL WATER FIRE DEPARTMENT 2 011 Professionalism, Respect, Integrity, Dedication, Excellence Po Re L Do Eo Of 38 A total of 1,383 calls for service were answered 6y SFD personnel in 2011. 2011 was a very active year for the Department. StiCCwater Fire received a grant to study the potentiaffor shared fire services with our neigh6oring communities and departments. 7(ie study revealed the potential for some cooperative opportunities between agencies in the areas of training, operational policy development and automatic aid agreements. These suggestions will continue to be reviewed and implemented when feasible to provide the best possi6Ce service to our response district. Along with the shared services study the Department is actively involved in working with Washington County on the implementation of a Countywide fire records management system and computer aided dispatch process. This technology is very exciting and implementation of the new system is scheduled to take place the summer of 2012. SFD also took delivery of a new Class A fire engine in 2011. The new apparatus had been in the planning stages for several years and the Council authorized purchase of the vehicle to provide the best fire protection possi6le for our residents. Wfiat does 2012 have in store for the Department and communities protected. The potential for a new fire station continues to be discussed and the Council has approved working with the National Guard on developing conceptual6uilding plans. This is a very exciting time for the citizens of StiCCwater. In addition, the new Countywide dispatch system will be up and running improving service to our community. StiCCwater Fire is proud of the services provided and will continue to serve our community with P. R. 1. D. E.: (Professionalism, Respect, Integrity, Dedication and Excellence! Stillwater Fire Department 216 North Fourth Street StillwatergWinnesota 55082 651.351.4963 www. ci. stillzvater: mn. us 39 ORDINANCE 1045 AN ORDINANCE AMENDING THE STILLWATER CODE, CHAPTER 21, GENERAL PROVISIONS, SECTION 21 SUBD. 11 ENTITLED "ELECTION WARDS" THE CITY COUNCIL OF THE CITY OF STILLWATER DOES ORDAIN: 1. AMENDING. The City Code, Chapter 21, Sec. 21 -11 Election Wards is amended to hereafter read: The city is divided into election precincts as are legally described in the following subdivisions: Subd. 1. Precinct 1 (WIPI). All properties within the Corporate limits of the City of Stillwater beginning at the point of intersection of the centerlines of TH 36 and County Road 5 (also known as Stillwater Boulevard) and heading North easterly along the centerline of County Road 5 to the centerline of Pine Street. Thence Easterly along the centerline of Pine Street to the centerline of Center Street. Thence Southerly along the centerline of Center Street to the centerline of Willard Street. Thence Easterly along the centerline of Willard Street to the centerline of Greeley Street. Thence Southerly along the centerline of Greeley Street to the centerline of TH 36. Thence Westerly along the centerline of TH to the point of beginning. Subd. 2. Precinct 2 (WIP2). All properties within the Corporate limits of the City of Stillwater lying Southeasterly of the following described beginning at the point of intersection of the centerlines of Greeley Street and TH 36 thence Northerly along the centerline of Greeley Street to the centerline of Willard Street. Thence Easterly along the centerline of Willard Street to the centerline of Third Street (also known as County Road 23). Thence Northerly along the centerline of Third Street to the centerline of Pine Street. Thence Easterly along the centerline of Pine Street to the centerline of Second Street. Thence Northerly along the centerline of Second Street to the centerline of Nelson Street. Thence Easterly along the centerline of Nelson Street to the shoreline of the Saint Croix River and said line there terminating. Subd. 3. Precinct 3 (W2P3). All properties within the Corporate limits of the City of Stillwater beginning at the point of intersection of the centerline of County Road 5 (also known as Stillwater Boulevard and Olive Street) and Pine Street. Thence North easterly and Easterly along the centerline County Road 5 to the centerline of Brick Street. Thence Northerly along the centerline of Brick Street to the centerline of Myrtle Street (also known as County Road 12). Thence Easterly along the centerline of Myrtle Street to the centerline of County Road 5 (also known Owens Street). Thence Northerly along the centerline of as County Road 5 to the centerline of Mulberry Street. Thence Easterly along the centerline of Mulberry Street to the shoreline of the Saint Croix River. Thence Southerly along said shoreline to the centerline of Nelson Street. Thence Westerly along the centerline of Nelson Street to the centerline of Second Street. Thence Southerly along the centerline of Second Street to the centerline of Pine Street. Thence Westerly to along the centerline of Pine Street to the centerline of County Road 23 (also known as Third Street). Thence Southerly along the centerline of County Road 23 to the centerline of Willard Street. Thence Westerly along the centerline of Willard Street to the centerline of Center Street. Thence Northerly along the centerline of Center Street to the centerline of Pine Street. Thence Westerly along the centerline of Pine Street to the centerline of County Road 5 and the point of beginning. Subd. 4. Precinct 4 (W2P4). All properties within the Corporate limits of the City of Stillwater lying Northerly of Mulberry Street and Easterly of County Road 5 (also known as Owens Street and Stonebridge Trail). Subd. 5. Precinct S (UP5). All properties within the Corporate limits of the City of Stillwater lying west of County Road 5 (also known as North Owens Street and Stonebridge Trail) and North of County Road 12 (also known as West Myrtle Street). Subd. 6. Precinct 6 (UP6). Reserved for future Precinct separation. Subd. 7. Precinct 7 (W4P7). All properties within the Corporate limits of the City of Stillwater beginning at the point of intersection of the centerlines of County Road 5 (also known as Stillwater Boulevard) and TH 36. Thence Westerly along the centerline of TH 36 approximately two thousand feet (2000 feet) to the southern tributary to Long Lake. Thence Northerly along said tributary to Long Lake and the east shoreline of Long Lake and the outlet channel to the centerline of County Road 12 (also known as West Myrtle Street). Thence Easterly along the centerline of County Road 12 to the centerline of Brick Street. Thence Southerly along the centerline of Brick Street to the centerline Street County Road 5 (also known as Olive). Thence Westerly and South westerly along the centerline of County Road 5 to the point of beginning. Subd. 8. Precinct 8 (W4P8). All properties within the Corporate limits of the City of Stillwater lying Southerly of County Road 12 (also known as Myrtle Street), Easterly of County Road 15 (also known as Manning Avenue North), Northerly of TH 36, and Westerly of the following described line: beginning at the intersection of the centerlines of TH 36 and the Southern tributary to Long Lake. Thence Northerly along said tributary and the east shoreline of Long Lake and the Long Lake outlet channel to the centerline of County Road 12 (also known as Myrtle Street) and said line there terminating. 2. SAVING. In all other ways, the City Code will remain in full force and effect. 3. EFFECTIVE DATE. This Ordinance will be in full force and effect from and after its passage and publication according to law. Adopted by the City Council of the City of Stillwater this 3rd day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk DESIGNATING POLLING PLACES WHEREAS, the City Council has adopted Ordinance No. 1045 establishing precinct boundaries at their regular meeting on April 3, 2012. BE IT RESOLVED by the City Council of the City of Stillwater that the following polling places are designated as Polling Places for Stillwater: Ward 1, Precinct 1 - Ward 1, Precinct 2 - Ward 2, Precinct 3 - Ward 2, Precinct 4 - Ward 3, Precinct 5 Ward 4, Precinct 7 Ward 4, Precinct 8 First United Methodist Church, 813 Myrtle Street W St. Paul Lutheran Church, 605 5th Street S Ascension Church, 214 3rd St N Trinity Lutheran Church, 115 4th Street N Stonebridge Elementary School, 900 Owens Street N Our Saviors Lutheran Church, 1616 Olive Street W Rutherford Elementary School, 100 School House Circle Adopted by the Stillwater City Council this 3rd day of April, 2012 Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk STAFF REQUEST ITEM Department: MIS I Date: 3/30/12 DESCRIPTION OF REQUEST (Briefly outline what the request is) The City needs to upgrade the current IT infrastructure because the current hardware will no longer run the software that we need to continue to run effectively and efficiently. With the exception of one server, which will remain in place, the age of our servers runs from 6 to 10 years old. Because of budget restraints we have not been able to take advantage of newer technology. However, we have been requesting money for servers over the last three years and rolling it over so that we could use it buy the necessary equipment that would allow us to take advantage of server consolidation and virtualization. The current hardware configurations of the servers that we need to replace, which include Exchange (mail server), Springbrook, and our Domain Contoller, are no longer supported by the newer versions of software. We are several versions behind and need to get our systems up to date because we are having continued issues keeping this old software running effectively. With this system we would be able to replace these three servers and others as the need arises. We want to purchase the bulk of the system this year and phase the rest in over the next four years. For year 1 we would upgrade our infrastructure and purchase and a storage area network (SAN) device. Year 2 would be to increase the resources of the infrastructure so we can migrate more servers to the virtual environment. And in years 3,4 and 5 we would be increasing our disaster recovery capabilities. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) The total cost of this system is $47,868 plus tax. With the money rolled over in MIS and the money requested for servers in 2012 this amount is available in capital outlay. ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY CHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: A -/ /,g I Date: =01 j" 0 1 qL0j[;tNq k 1101 East 78th Street * Bloomington, MN 55420 Phone: 952-285-2155 * Fax: 952-925-6853 Will To: City of Stillwater Rose Holman City Hall 216 N.4th Street Stillwater, MN 55082 Phone: 651 -430 -8804 Fax: 651 -430 -8809 Contact: Jeff Gullickson Email: jullickson@loffler.com UOTE Date Quote # 03/13/12 JQLGQ4966 Ship To: City of Stillwater Rose Holman City Hall 216 N 4th Street Stillwater, MN 55082 Phone: 651- 430 -8804 Fax: 651 -430- 8809 Terms Rep P.O. Number Ship Via Net 10 days jeffg Li Ln # Qty I Description Unit Price Ext. Price 1 (2) HOST SERVERS EXCHANGE 2010 FILE SERVER DOMAIN CONTROLLER VEEAM SERVER VCENTER SERVER 2 2 HP ProLiant DL380 G7 2 x Intel Xeon E5649 (2.53GHz 12MB) Six Core Processor 8GB (2 x 4GB) DDR3 1333MHz RDIMM 8 x Hot - Pluggable 2.5in Small Form Factor Smart Array P410i/512MB Write Back Cache Controller, DVD -RW 2 x 460W PSU 3yr Next Business Day Warranty 3 8 4GB 1 RX4 PC3- 10600R -9KIT (24GB RAM TOTAL) 4 4 HP PCIE DUAL PORT GIGABIT SVR ADAPTER 5 2 4GB SD FLASH MEDIA KIT 6 1 ADVANCED ILO MANAGEMENT CARD 7 SubTotal $10,621.29 8 PHASE II RECOMMENDATION FOR PERFORMANCE INCREASE - MINIMUM OF 2 REQUIRED PER SERVER - 4 REQUIRED FOR OPTIONAL REDUNDANCY 9 4 1 G 1PORT ISCSI HBA PCIE RJ-45 COPPER $935.00 $3,740.00 10 SubTotal $3,740.00 11 Drive and RAID Summary Approximately 2.5tbs usable in the Vault Pack of drives these are RAIDS(6 +1 +HS) using 600gb 10k drives Page 1 Ln # f Qty I Description Unit Price F Ext. Price 12 1 VNXE3100; 2XSP; 8GB; 12X3.5 DS; 8X600 GB 13 1 2 C13 PWRCORDS W/ NEMA 5 -15 PLUGS 125V 10A 14 1 VNXE3100 SOFTWARE FEATURES 15 1 PREMIUM HARDWARE SUPPORT - WARR UPG PREMIUM SOFTWARE SUPPORT - PLATFORM /ELM 16 1 PREMIUM SOFTWARE SUPPORT - PLATFORM /ELM 17 1 VNXE3100 UNISPHERE 18 1 VNXE31001SCSI 19 1 VNXE3100 LOCAL PROTECTION SUITE 20 1 VNXE3100 THIN PROVISIONING 21 1 VNXE3100 NFS 22 1 VNXE3100 CIFS 23 1 VNXE3100 FILE DEDUPLICATION 24 1 VNXE BASESW INCL OE V2.0 2SP -EMC ECOSYS 25 SubTotal $14,745.12 26 PHASE II RECOMMENDATION FOR INCREASE PERFORMANCE - 2 REQUIRED 27 2 1G13 1/0 MODULE $858.00 $1,716.00 28 VMWARE SOFTWARE 29 1 VMware vSphere Essentials Plus $3,750.00 $3,750.00 30 1 VMware 24x7x365 Technical Support $1,055.00 $1,055.00 31 SubTotal $6,521.00 32 BACKUP AND REPLICATION SOLUTION 33 2 Veeam Essentials Enterprise bundle for VMware 2 Sockets $1,147.06 $2,294.12 34 2 24/7 maintenance uplift, Veeam Essentials Plus bundle for VMware one $275.00 $550.00 year 35 SubTotal $2,844.12 36 ADDITIONAL GIGABIT SWITCH (WE RECOMMEND 2 FOR REDUNDANCY - THE PROPOSAL ONLY INCLUDES ONE) Page 2 Ln # rQty F Description Unit Price Ext. Price 37 1 Summit X450e -24t - 24 Port 100/1000GB - Non -PoE $2,055.88 $2,055.88 38 1 Stacking Cable, 0.5M $160.00 $160.00 39 1 NBD Replacement Annual Warranty $280.00 $280.00 40 SubTotal 41 ESTIMATED INSTALLATION SERVICES ( FINAL PROJECT SCOPE WILL DETERMINE THE ACTUAL AMOUNT OF LABOR TIME NEED FOR THE PROJECT) 42 60 CERTIFIED LOFFLER ENGINEER PLEASE SIGN TO APPROVE QUOTE $2,495.88 $115.00 $6,900.00 Total Investment $47,867.41 Sales Tax Calculated on Invoice Shipping $0.00 Total $47,867.41 PRICES SUBJECT TO CHANGE - PRICES BASED UPON TOTAL PURCHASE - ALL DELIVERY, TRAINING OR CONSULTING SERVICES TO BE BILLED AT PUBLISHED RATES FOR EACH ACTIVITY INVOLVED - GENERALLY ALL HARDWARE COMPUTER COMPONENTS PROPOSED ABOVE ARE COVERED BY A LIMITED ONE YEAR WARRANTY, COVERING PARTS AND LABOR ON A DEPOT BASIS - WE SPECIFICALLY DISCLAIM ANY AND ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO ANY IMPLIED WARRANTIES OR WITH REGARD TO ANY LICENSED PRODUCTS. WE SHALL NOT BE LIABLE FOR ANY LOSS OF PROFITS, Page 3 (`jl a ter Administration�� Memormd= To: Mayor & City Council From: Diane Ward, City Clerk Date: 3/30/2012 Re: 2012 Summer Tuesdays Attached is the Special Event application and contract for Summer Tuesdays. Just as a reminder this event was n transferred from the Chamber to Summer Tuesdays Inc. This event focuses on local merchants, local music and movies that start at dusk and will run until 11:00 p.m. from July 10 — August 21, 2012. The parking rates according to the Council approved (January 2012) event rates are 46 spaces X $1.50 per space X 7 dates equals $483.00. A noise variance will be needed because the amplification will be later than 10:00 p.m., until about August when dusk comes earlier in the evening and should be included in the contract. Specific City costs are not listed in the contract because they are defined in the Special Event Policy. As part of the Special Event Policy, it should be noted that the following charges are separate and would not be included in the contract: Parking Spaces - 46 spaces X $1.50 per space X 7 dates $483.00 Outlets: $20.00 X 2 outlet box X 7 dates = $280.00 TOTAL CITY MATERIAL COSTS $763.00 *Applicant has informed staff that they will be providing the portable restrooms, barricades - and extra trash receptacles. ACTION REQUIRED: Review memo, contract, (the contract for Summer Tuesdays is similar to the Cruisin on the St. Croix contract) and if Council wishes, they should pass a motion adopting a resolution entitled "Approving 2012 Summer Tuesdays Contract ". SUMMER TUESDAYS AGREEMENT 2012 This Agreement between the City of Stillwater, Washington County, Minnesota ( "City "), and Summer Tuesdays Inc. ( "Organizer "), 1. Summer Tuesdays. The City has encouraged Summer Tuesdays 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. No alcohol will be served during this event and no Other Alcohol or Coolers are allowed. 3. Signs. The Organizer will post signs, the number and content of which must be approved by the City Police Chief, describing the regulations prohibiting liquor as well as the prohibition against participants bringing their own liquor into the park. 4. 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. 5. Barricade Placement Setup. Lessee shall place barricades no later than 8:00 a.m. at the parking lot entrances on Chestnut, Myrtle and Sam Bloomer Way as designated by the Parks Department. This will inform users of the parking lot use prior to the start of the Event. 6. Dates and Hours of Event. Operations are limited as follows: July 10, 17, 24, 31, August 7, 14, 21 (7 dates) from 4:00 p.m. to 11:00 p.m. 7. Police Power. The City reserves the right to order a shut down of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. If requested by the Chief of Police, the Organizer will assist the police in the clearing of the Area. 8. Use of Parking Lots. The Lessee is aware and will inform all vendors and Event participants that staking into the asphalt for tents, etc. is not allowed (any damage repair will be paid for by the Event Organization). The Event is given use of Lot 4, (Bridge Lot). The Organization agrees to pay the City for the use of the parking lot according to the parking space fees designated by the City Council. 9. Flood Wall Construction. In cooperation with The United States Army Corps of Engineers (US ACE) the City is planning the construction of Stage 3 of the Downtown Stillwater levy project, which includes constructing a low floodwall /levee along the western side of Lowell Park. This work is anticipated to start sometime in 2012. The Organization understands and acknowledges that construction of this project may limit access to portions of parking if the US ACE chooses to proceed with construction or staging. In order to accommodate construction and staging activities the City reserves the right to adjust which parking lots may be used by the Organization for this Event to accommodate the levy project. 10. City Improvements. The Organization understands and acknowledges that the City may be completing grading, parking lot improvements and park improvements in the area of the Event and in order to accommodate this construction and staging activities the City reserves the right to which parking lots may be used by the Organization for this Event to accommodate any City improvements in the Event area. 11. Trash Enclosures. Lessee shall furnish trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event(s) or obtain trash receptacles from the City at an additional cost. Lessee shall make certain that all trash is picked up during and after each Event. Lessee shall remove any excessive garbage that does not fit within the receptacles and disposed in an off -site trash dumpster. The City reserves the right to require additional receptacles should the Lessee not remove excess garbage from the Event. 12. Park Property. Lessee shall ensure that no vehicles drive on the City's park property. In the event that damages occur to the City's property, the Organization shall pay for any restoration of the park as determined by the City. 13. Irrigation Svstem in Park Property. Lowell Park is maintained by a buried irrigation system. This system can be damaged by stakes or posts that are driven into the ground. For that reason, stakes or posts longer than 12 inches and more than a quarter inch in diameter may not be used in the park. Further, as insurance against damage, a deposit must be made to the City in the amount of $750.00 and any damage to the system will be deducted from the deposit. The balance of the deposit will be returned with 30 days of the conclusion of the event. 14. 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. 15. 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 Event's authorized by this Agreement and to name the City as an additional insured on their policy as their interest may appear. 16. Hold Harmless and Indemnify. The Organization 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. Page 2 of 4 17. The Application for the Event as submitted by the Organization is considered part of this Contract and any representations of the Organization or conditions imposed by the City are restated as if fully set forth in this Agreement. IN WITNESS WHEREOF, the parties have set their hands this day of , 2012. Summer Tuesday's Inc. Signature Print Name Its Signature Print Name Its STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2012, by , its , and its , for the Summer Tuesday's Inc. Notary Public CITY OF STILLWATER Ken Harycki, Its Mayor Attest: Diane F. Ward, Its Clerk Page 3 of 4 STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2012, by Ken Harycki, Mayor, and Diane F. Ward, Clerk, on behalf of the CITY OF STILLWATER. Notary Public Page 4 of 4 �►�, Mrao EVENTS PERMIT APPLICATION 216 North 4'h Street, Stillwater, MN 55 CET H E t l■ T' E Of V I N N E E N T. 0') Telephone: 651- 430 -8800 Fax: 1V E ® 651 -43 0 Incomplete applications or applications received after deadline will not be U e I FEB 2 'I 1012 accepted. See Event Instructions for application deadline and fees. Date Applic on Received Date of Application: I�3�� CITY OF STfLLVyA %Rlt Type: E tAtNG EY@Mtl�l�d fiR(� Event Information Title /Name of Event �� 'ow-owl."-- 7;�euapay"s Sew -�-Y' EventDate/Time: Setup: Date L.>GS�G Time to�_ Actual Event: Date J o ly Ic ` 4t—e 5! 2- / Time meK* / to � Cleanup: , Date Z ©� Time �_ to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: (if in Lowell Park please specify north or south Lowell park) �{�o %a�r� ,fit �• / ''" �� 1�� Description of Event (pl ase be specific - this information will be used to promote the event on the City of Stillwater website) /► e Estimated Attendance (participants and spectatorsy Applicant Information (Person /Group Responsible) Sponsoring Organization Name: Mailing Address: iY 7te,v'' Z� City, State, Zip Code: � fe f IW4 Primary Contact /Applicant Name: Phone Number: Email Address: Website Address: Name of contact person during event: /2Q �kf 1a� Cell Phone: 57 Alternate contact during event: L'22 �p Cell Phone(,//4 6J Refer media or citizens inquires to: r"" �,� Phone: �5 zGf� y 7 2S 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 2---"Number and size: Will there be anyinflatables? No Yes ❑ Insurance certiiicatefrom rental vendor isrequired Will there be entertainment? No ❑ Yes What type: feesforeleInstruymoy 44 e �' 04.,.-e apply see Instructions Will sound amplification be used? No ❑ Yes [Hours and Type: d' Will a stage or tent(s) be set up? No ❑ Yes [gDimensions: Will there be temporary fencing? No 2---.,'Yes ❑ Will merchandise /food items be sold? No How many 6/'i X-0.0( Fees for electricity may ❑ Yes vendors ex cted: 2-0-TO � opplyseelnstructions Will food be prepared on site? No ❑ Yes [ Contact Washington County Health Department 651- 430.6655 Will cooking operations be conducted? No ❑ Yes Contact Stillwater Fire Department 351 -4950 Will alcohol be served but not sold? No Yes ❑ See Alcohol Regulations In the Instructions Will alcohol be sold? No Ve--*`YeS ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No Yes ❑ Permit required, contact Stillwater Fire Department 651- 351 -4950 Describe power needs and location of power source, �� �Geid✓' a'!� -fit �a...esr�.� �,' h �atJ �" �C `�''� ���" �1, • � - .. . /' /',✓ �"� fa �" �"' �S 9r� .e l , 7 s� r `. Describe level of advertisement (i r! ye ds, esss release Attach sample if available �- Ci Services (After reviewing the event application, qty services maybe requrred 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 Cj'*- Start/End Time: .,lJ ry' ° '�' "Date: /���� City Sidewalks or Trails No �O/ LET Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes M-"" Start/End Time: AlCO F oE"4ate: 7110 — i 2/ Will event need barricade(s)? Ai� No Yes El Number needed: Feeamay bons see Instructions Will extra picnic tables be needed? No Yes ❑ Number needed: fees may apply see Instructions Will portable restrooms be needed? No Ye 171 Number needed: Fees may apply see Instructions Will extra trash receptacles be needed? No 21111e, Yes ❑ Number needed: Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: / j [p/z, ate-e, e7 49/ja, e' }�jf s¢ ✓�ttn� j Q•�'�0'i��47tew ek-e^ eur"xi- J/ � c'!�i��t`�ezmf disks'{ ✓� rG��l..-fi' �'p �v�'ia �,t.�"` ..y.�. Will event need traffic control? No 91" Yes ❑ contact Stillwater Police Depart mentfor assistance, 651- 351.4900 Describe crowd control procedure to ensure the saf y of participants and spectators: ���-°� r'°' D�� �i �ta.•� Ovt r�'r 7-e Og Will "No Parking Signs" be needed? No ❑ Yes [Number needed: Feesmoyoption(s) instructions site map Show location(s) on site map Will event need security? No Zr Yes ❑ If event Is overnight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No Yes ❑ Contact Lakeview EMS, 651 - 4304621 Describe plans to provide first aid, if needed: ! f S�� , �. i°f�9� �� «asp "'S 4,("4 fC, W" Describe the emergency action plan if severiwOerather should arise: List any other pertinent information: 4A 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, l 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 St ter an5# a r ase of Liability. Z- SiSROVe ofApplic n or Authorized Agent Date Mulberry St. E m m Chestnut St. E G- 4 /I s-� MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders, Director of Public Works DATE: March 29, 2012 SUBJECT: Vegetative Management Plan DISCUSSION In January, information was presented describing different options in controlling of aquatic plants. Since then I have received a proposal from Wenck Associates to help develop a vegetative management plan for Long, McKusick and Lily Lakes. The plan would be the basis to manage aquatic plants, both emergent and floating, so that the lakes would have a healthy native plant community and would have improve recreational uses such as fishing, viewing and canoeing. The cost for Wenck to complete the plan is $27,720 and is estimated to take six months. There is some funding available in the storm water utility to pay for this plan. RECOMMENDATION Staff recommends that Council consider and discuss the proposal presented by Wenck. Having a plan to develop and manage a healthy plant community for our lakes would be the first step for the city in controlling the aquatic plants in our lakes. Other factors to consider are the upfront costs of the plan and the time to develop the plan. ACTION REQUIRED If Council would like to proceed with a vegetative management plan, they should pass Resolution APPROVE AND ENTER INTO A CONTRACT WITH ASSOCIATES, INC. TO DEVELOP AN AQUATIC VEGETATION MANAGMENT PLAN FOR LONG LAKE, LILY LAKE AND McKUSICK LAKE APPROVE AND ENTER INTO CONTRACT «KITH WENCK ASSOCIATES, INC. TO DEVELOP AN AQUATIC VEGETATION MANAGEMENT PLAN FOR LONG LAKE, LILY LAKE AND McKUSICK LAKE WHEREAS, a contract to develop an Aquatic Vegetation Management Plan for Long Lake, Lily Lake and McKusick Lake has been prepared between Wenck Associates, Inc. and the City of Stillwater. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA the Mayor and Clerk are hereby authorized to enter into a contract with Wenck Assoccates, Inc. for the development of an Aquatic Vegetation Management Plan for Long Lake, Lily Lake and McKusick Lake. Adopted by the City Council of Stillwater this 3rd day of April 2012. Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk Engineers ® Scientists March 20, 2012 Mr. Shawn Sanders Director of Public Works City of Stillwater 216 N. 4"' Street Stillwater, MN 55082 Wenck Associates, Inc. 1800 Pioneer Creek Ctr. P.O. Box 249 Maple Plain, MN 55359 -0249 (763) 479 -4200 Fax (763) 479 -4242 E -mail: wenckmp @wenck.com Re: Proposal for Services Aquatic Vegetation Management in Lily, Long, and McKusick Lakes !i Thank you for the opportunity to provide this proposal to assist the City of Stillwater with an Aquatic Vegetation Management Plan for Long, Lily and McKusick Lakes. Wenck is uniquely positioned for helping the City in managing shallow lakes due to our staff expertise and involvement in state -wide shallow lake management groups. Specifically, Wenck offers the following experience and expertise to the Aquatic Vegetation Management Plan for Long, Lily and McKusick Lakes: 1. Staff Experience. Wenck's staff has been managing lakes in Minnesota for over 30 years including projects such as alum addition, hypolimnetic aeration, and hydrologic control. Furthermore, Wenck staff includes limnologists, fisheries biologists, and wetland ecologists to support our extensive engineering capabilities. Wenck believes this multidisciplinary approach provides a comprehensive understanding of shallow lake management. 2. Leader in Shallow Lake Management. Wenck staff have supported and led the Shallow Lake Forum which brings together state -wide experts in shallow lakes. This experience has expanded the technical breadth of Wenck's shallow lake expertise and built partnerships with the Minnesota DNR, Ducks Unlimited, and other technical groups actively managing shallow lakes. 3. Experience Developing Shallow Lake Diagnostic and Feasibility studies. Wenck has developed over 30 TMDLs for shallow lakes in Minnesota. As a result, Wenck has developed rigorous modeling techniques specific to the application of BATHTUB to shallow lakes. For example, Wenck has developed an approach for incorporating non - algal turbidity into the Secchi disk models using TSS to account for sediment Page 1 of 4 resuspension. Appropriate model application is essential to quantifying shallow lake nutrient dynamics and response. Joe Bischoff (aquatic ecologist) will serve as project manager, supported by Jeff Strom (limnologist), Jeff Madejezyk (fisheries biologist), Wes Boll (aquatic vegetation specialist) and Jordan Shuck (GIS). As with previous projects, this team is committed to direct communication and coordination with City of Stillwater project staff to ensure that the project outcome is the most effective use of resources towards achieving the City's goals. PROJECT UNDERSTANDING AND GENERAL APPROACH It is our understanding that the City of Stillwater would like to develop aquatic vegetation management plans for Long, Lily and McKusick Lakes. The purpose of the plans is to outline long -terin vegetation management strategies aimed at protecting their aesthetic and ecological values. A primary focus of the management plans is to clearly define user goals and objectives for the lakes, the tools and techniques available for achieving those goals, and the costs associated with any identified management activities. Another aspect of the management plan is to address filamentous algae growth in the lakes. To that end, Wenck proposes collecting some baseline data on the plant communities, conducting a series of stakeholder meetings to identify goals and objectives, outlining the available plant management techniques, and developing approaches to meet the identified goals and objectives. SCOPE OF `YORK Following is a scope of work to develop aquatic vegetation management plans for Long, Lily and McKusick Lakes. Task 1. Compile available data on aquatic vegetation in Long Lily and McKusick Lake. The first step in the development of the aquatic vegetation management plans is to compile the existing data regarding aquatic vegetation in the lakes. A fair amount of this work has already been accomplished as a part of the development of the lake management plans. However, a good timeline of plant management activities plus any other DNR data will need to be compiled for the lakes. Task 2. Collect Spring and late Summer aquatic plant surveys on Long, Lily and McKusick Lake. The next step is to collect baseline aquatic vegetation data on the lakes including point intercept surveys for the lakes. The surveys will be conducted in the Spring and late Surnmer to evaluate invasive species as well as native biodiversity. Task 3. Conduct a series of Stakeholder meetings to develop issues, goals, and objectives for managing aquatic vegetation. One of the primary objectives of the vegetation management plans is to clearly identify stakeholder goals and objectives and to outline the steps to achieving those goals. The goals developed by the stakeholder group need to he achievable, support the State beneficial uses of the lake, and improve overall conditions in the lake. Six meetings are proposed to cover the following topics: 1. Role of Vegetation in Lakes and Current Conditions 2. Lake Uses, Vegetation, and Desired Outcomes (develop goals and objectives) 3. Lake Vegetation Management Techniques and Costs 4. Review of Vegetation Management Plans The stakeholder process will use numerous civic engagement techniques including small group discussions. Task 4. Develop plant management options and costs based on stakeholder developed goals and objectives. Once the vegetation goals and objectives have been agreed upon by all of the parties, Wenck will develop a list of potential vegetation management techniques including efficacy and costs. The techniques will be tailored to the objectives including all pros and cons of the techniques. Any permitting requirements will also be identified. Task 5. Develop Aquatic Vegetation Management Plan reports for Long, Lily and McKusick Lakes. A final report for each lake will be developed including the results of the plant surveys and data compilation, results of the stakeholder process, a review of the available management techniques, and an approach for managing aquatic vegetation in the lakes. An engineering cost estimate will also be included for the selected techniques. COST ESTIMATE The following table outlines our cost estimate for completing lake vegetation management plans for Long, Lily and McKusick Lake. Task Description Cost 1 Compile available vegetation data for the lakes. $2,520 2 C- Ilect Spring and Late Summer aquatic plant surveys (1 year). $5,640 3 Conduct a series of stakeholder meetings to develop issues, goals, and objectives for managing aquatic vegetation (6 meetings) $7,640 4 Develop plant management options and costs based on stakeholder developed goals and objectives. $3,280 5 Develop Aquatic Vegetation Management Plan. $8,640 TOTAL $27,720 Page 3 of 4 SCHEDULE The project will take approximately six months to complete from the initiation of the project. Lake vegetation surveys will occur in May and August. A final report will be submitted to the City in October, 2012. On behalf of the 130 -plus employee- owners of Wenck Associates, thank you again for this opportunity. If you have any questions or need further information, please feel free to contact me at (763) 479 -4229 or jischoff ,wenck.com. Sincerely, Joe Bischoff Principal Aquatic Ecologist Project Manager Page 4 of 4 March 24, 2012 Mayor and City Council City of Stillwater 216 North 4"' Street Stillwater, MN 55082 RE: Festivities of 2012 Lumberjack Days Dear Mayor and City Council, I want to thank you, each and every one, for your fore -sight and respect for the citizens of Stilllwater for postponing a decision on the existence of The Lumberjack Days for 2012 and beyond. I say that as one of the "more mature" residents that well remembers the wonderful days of the Stillwater "PlayDays" of the past. That used to include the exciting Soap Box Derbies, marching band competition, ethnic and religious floats from all over the Valley, the many beautiful young ladies vying for the title of "Miss PlayDays" (each sponsored by a neighborhood or Valley business as a princess), and including active participation by the businesses for awards and recognition. The young ladies were measured by their local and community involvement in such things as 4 -H, neighborhood skills, involvement with elderly, and activities that were contributable to the good of the Valley! It would not have to be a "sexist" male type of contest. This, then, will make the total program a community involvement and active in the outcomes of what the total Valley is proud of. Again, my special thanks for your taking the individual and joint time to achieve a good soluble answer of the total community! Sincerely, �� � . V Gary F. Campbell CC: File 2263 Orwell Court North Stillwater, MN 55082 651- 351 -0350 Washington County, Minnesota FYI Board of Commissioners - Actions Actions at the Tuesday, March 20, 2012 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. County Board adopts principles to oversee redistricting Washington County commissioners adopted principles March 20 that they will use to set county commissioner districts for coming elections. The board must set district boundaries based on the results of the 2010 census. The board has determined that it will set the new district boundaries by April 17, so it may comply with a deadline for redistricting soil and water conservation districts at the same time. During its March 13 meeting, the board discussed a draft list of principles that will govern the redistricting process. The board also determined that those principles will state that the number of board members will remain at five. At the March 20 meeting, the board established principles for redistricting, which are: • Number of Districts: The County will have 5 Commissioner Districts with a single commissioner for each district. • Population Deviation: Commissioner Districts will meet the population deviation required by state statute, unless doing so is not possible because of the lack of authority to split precincts. • Contiguous Territory: Each Commissioner District shall be composed of contiguous territory. • Regular and Compact in Form: Commissioner Districts must be regular and compact in form to the extent practicable considering the geography of the county and the existence of other principles. • Relationship to Other Boundaries: Commissioner Districts will be drawn using town, municipal, ward or precinct lines established by the cities and townships. • State and Constitutional Standards: The County Redistricting Plan shall conform with all applicable statutory and constitutional standards. • Dividing of Political Subdivisions: The County Redistricting Plan will avoid the dividing of political subdivisions unless necessary to meet the principle of equal population. • Notice of Intent to Redistrict: Before acting to redistrict county commissioner districts, the county shall publish notice (at least three weeks in advance) of the time and date of the meeting at which redistricting will be considered and will provide public notice of all meetings related to redistricting and provide opportunity for public input throughout the process. • Preserving Communities of Interest: Commissioner Districts should attempt to preserve communities of interest, i.e., areas with similarities of interests, including but not limited to, racial, ethnic, geographic, social and cultural interests where that can be done in compliance with the other principles. • Minority Representation: Commissioner Districts shall not be drawn with either the purpose or effect of denying or abridging the voting rights of any county citizen on account of race, ethnicity, or membership in a language minority group. • Incumbents: Commissioner Districts shall not be drawn for the purpose of protecting or defeating incumbents and should not result in either undue incumbent protection or excessive incumbent conflicts. Page I of 4 • Staggered Terms: In determining which commissioner districts will have 2 year terms to allow for staggered terms as required by the law, the county board shall consider which commissioner districts were given 2 year terms as part of the previous two redistricting plans and rotate the two year terms equally amongst the given districts. County Board hears progress in Chemical Health Care Home Pilot Washington County commissioners heard a report March 20 on a County-State Chemical Health Care Home Pilot, a program designed to provide better outcomes for chemically dependent clients. Washington County staff sought legislative changes in chemical dependency programs to allow an opportunity for a pilot program. The changes were sought to provide a program with more success for chemically dependent clients than what was being achieved. In 2009, the Minnesota Legislature passed legislation to allow a redesign of the Consolidated Chemical Dependency Treatment Fund, a combination of federal, state and county dollars used to provide treatment. In 2010, Washington County and 10 counties in southeastern Minnesota implemented a chemical dependency model, using a Navigator Model, hick provided intensive case management. The key is that the navigator offers support in all aspects of an individual's Iffe, not just the chemical health aspect. V. i Participants must meet fiNincial criteria, and have had two treatment episodes within two years prior to admission to the pilot program. The pilot has been underway for about 18 months, and Washington County and the other counties in the pilot are seeing similar results. Most participants have limited independent living skills and support systems, and have been involved in the corrections system. They also often have co- occurring diagnoses. The clients are enrolled in appropriate state and county programs, and have help in finding medical and psychiatric providers, as well as exploring housing options. They receive help finding employments and learning independent living skills, as well as coaching on issues related to their chemical use. To date, working with 85 clients, Washington County and the counties in the South East Minnesota Projects have found: • the clients had 64 admissions to detoxification programs in the past year, as opposed to 266 in the previous two years; • 51 of the clients met their employment goals — which could mean being employed, going to school or volunteering — as opposed to three who were employed before entering the program; • 98 percent now have housing, as opposed to more than half of the clients being homeless at the start of the program. Early results from the pilot program show that clients have multiple barriers to independent living and sobriety. Since being enrolled in the program, clients have seen significant decrease in going to detoxification centers and in homelessness, with a significant increase in employment. Early outcomes show that it appears the programs are a good use of public funds, and that it helps individuals who are repeat treatment users get access to community resources. The program has also helped individuals become more stable members of the community. Sagewood, LLC, will provide services for elderly individuals receiving care Washington County will contract with Sagewood, LLC, to provide services to elderly individuals receiving Medical Assistance (MA) Home and Community Based Services, after the Washington County Board of Commissioners agreed to a contract with the organization March 20. The state of Minnesota and the Minnesota Department of Human Services' delegate to counties the responsibility of issuing, managing, and monitoring contracts to providers of Home and Community Based Services through Medical Page 2 of 4 Assistance Waivers. Sagewood, LLC, recently opened its doors in a residence in Woodbury. The company is owned by nurses who have worked with the elderly, disabled population, and/or those needing high medical care for many years. Their site in Woodbury will provide 24 -hour customized living (commonly known as assisted living) and respite care to both private pay clients and clients eligible for medical assistance. The service of 24 -hour customized living is designed for persons in need of regular supervision and assistance with daily activities such as medication administration, personal care, and housekeeping. These individuals are assessed by county staff and are determined not to need the level of care provided in a skilled nursing home, but are unable to remain safely in their own homes. Each client receives individualized services based on their level of need. The provider's rate is determined based on this individualized assessment and is billed directly to medical assistance through the appropriate program. The service of out -of -home respite care allows families caring for an aging loved one to address their personal needs (e.g., go on vacation, receive medical care, etc.) with the reassurance that their loved one will be safe and cared for. The client temporarily stays at the facility. However, low reimbursement rates lead few providers to offer this service, making Sagewood a valuable resource. The facility intends to serve only four persons allowing it to provide intensive care to high need persons. These clients will receive services funded through medical assistance and will pay a reduced -rate rent. The provider will complete an annual program evaluation describing any incident or maltreatment reports and outlining how the services have helped delay the onset of institutional (i.e., nursing home) placement. County will assist May Township in operation, maintenance of sewer collector system Washington County will provide operation and maintenance service for May Township's sewage collector system, after the County Board approved an agreement with the township March 20. Washington County assisted local townships and cities in their application and construction of collection systems for septic tank effluents and jointly used soil treatment system. The systems were constructed using state and federal grant assistance and are known as "201" systems, derived from the federal law pertaining to sewer planning areas, completed in 1987. In 1987, May Township began contracting with Washington County, through the Department of Public Health and Environment, to provide operation and maintenance for the Carnelian Hills system. The county will recover the costs associated with operation and maintenance by billing the communities for actual cost. The communities invoice the residents served by the 201 collector systems. Boston Scientific asks for opportunity contribute to county parks Washington County will send a letter to Boston Scientific, the medical device company, confirming that the county has tax - exempt status, which will allow the company's Employee Giving Program to make donations to the county's parks. Boston Scientific is one of the world's largest medical device companies, employing more than 25,000 employees, operating 14 manufacturing facilities worldwide, with a portfolio of more than 13,000 products. The Washington County Parks Division was notified by the Boston Scientific Employee Giving Program of a request to make the county available to the program to receive donations. Page 3 of 4 Draft plans for 2012 housing programs open for comment Washington County will release its Draft 2012 Annual Action Plan for the Community Development Block Grant (CDBG) and HOME Investment Partnership Programs for public comment, after the County Board agreed to the release of the plan March 20. The United States Department of Housing and Urban Development (HUD) requires a 31 -day public notice and public hearing before final approval of the Annual Action Plan. The plan is required to be submitted to HUD for approval in May of each year. The public comment period is March 21 through April 20. In response to the Request for Proposal for the competitive projects, Washington County Community Services staff and the CDBG Citizens Advisory Committee received six project proposals, and made recommendations for the 2012 projects. A total of $751,996.00 will be available to the Washington County CDBG & HOME programs for 2012. Recommended use of the funds includes competitive projects, owner- occupied rehab program, public services and administration. It is recommended that the projects funded for 2012 be: • Washington County Housing and Redevelopment Authority - John Jergens Senior Apartments Improvement Project - Phase 3, CDBG funds of $115,356; • City of Lakeland - New Rental Construction, HOME funds of $110,410; • Unallocated 15 percent Community Housing Development Organization's Reservation, HOME funds of $22,082; • Washington County Owner Occupied Rehab Program, CDBG funds of $277,754; • Washington County Public Services $90,717; • Administration CDBG and HOME fund, including Dakota County, $135,677. A public hearing was held in conjunction with the HOME Consortium Partners — Ramsey, Dakota, and Anoka counties and the City of Woodbury Thursday, March 8, at Roseville City Hall. Any public comments will be incorporated in the plan and they will come before the board for final approval prior to being sent to HUD. The 2010 -2014 Consolidated Plan established the strategies and funding priorities for the CDBG and HOME programs for July 1, 2010, through June 30, 2015. Annual grant funds for CDBG and HOME programs are used to fund high- and medium - priority activities identified in the Consolidated Plan. MnPASS project for I -35E gets board support The Washington County Board of Commissioners added its support March 20 to a MnPASS system for portions of interstates in the east metro by passing a resolution of support. In 2005, the Minnesota Department of Transportation (MnDOT) implemented its first MnPASS system by converting the Interstate 394 high- occupancy vehicle lanes into a high- occupancy toll lane system that allowed single- occupant vehicles to use the lanes for a fee. Since then, MnDOT implemented another MnPASS lane system on I -35W south of Minneapolis. In 2010, MnDOT completed a study that identified freeway corridors that would have potential for the implementation of a MnPASS system. For the east metro, those freeway corridors include 1-3 5E, 1-3 5W, Highway 36 and I -94. For 2011- 2015, MnDOT is looking specifically at implementing a MnPASS system on I -35E from St. Paul to I -694 and possibly to the north. Extension of the MnPASS lanes north of I -694 would require a change in legislation. The development of a MnPASS system throughout the Twin Cites region is a key strategy in MnDOT's and the Metropolitan Council's long -range transportation plans. MnPASS provides the most efficient, cost - effective option for addressing congestion, increasing capacity, improving highway and transit performance, and provides the public with faster and more reliable travel choices for the future. Page 4 of 4 FYI Summary of Proceedings Washington County Board of Commissioners March 13, 2012 Present were Commissioners Dennis C. Hegberg, District 1; Bill Pulkrabek, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Hegberg presided. Accounting and Finance Approval of a three -year contract with USBank to enroll in the Payment Plus program. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Weik — reported on the National Association of Counties (NACo) Legislative Conference; - Commissioner Lehrke - reported on the NACo Legislative Conference; - Commissioner Pulkrabek — reported he will attend the Metropolitan Emergency Services Board meeting and the Parks and Open Space Commission meeting; - Commissioner Kriesel — thanked Commissioners Weik and Lehrke for the report on the NACo Conference and suggested that a workshop should be scheduled after conferences to review the information that was obtained; he spent the last couple of week thanking people who were involved in the passage of the St. Croix River Crossing; he attended a collaborative on leadership in Minneapolis; he's working with community leaders in his district along with the school district looking at shared services; and he will attend the Stillwater River Crossing open house at the Water Street Inn; Commissioner Hegberg — reported on the Association of Governmental Risk Pools Conference; and he met with the City of Hugo to discuss a gravel road project that connects to asphalt roads. Community Services Approval of the following actions: - Appoint Linda Reber, Manpower, to the Workforce Investment Board as a Small Business Representative to a first term expiring June 30, 2014; - 2012 -2016 contract with People, Inc. to provide case management and basic needs services to families participating in the Parent Support Outreach Program; - 2012 -2016 contract with Episcopal Community Services to provide case management and basic needs services to families participating in the Parent Support Outreach Program. General Administration Approval of the following actions: - February 21 and 28, 2012 Board meeting minutes; - Permanent use of fund balance in the amount of $1 million to fully fund the county's financial management system (JDEwards) upgrade; - Public comment on draft county redistricting principles; - County Board to consist of five county commissioners; - Resolution to be brought back on March 20 adopting the 2012 redistricting principles; - Resolution No. 2012 -031, appreciation to community members and legislative leaders on the passage of the Congressional approval of a St. Croix River Crossing; - Legislative update presented; - Board correspondence was received and placed on file; - Workshop held to discuss the redesign of the county website. Human Resources Approval to revise Human Resources Policy #5016, Americans with Disabilities Act. Property Records and Taxpayer Services Approval of the following actions: - Resolution No. 2012 -029, lawful gambling exemption for the Ruffed Grouse Society, Missi- Croix Chapter; - Liquor license renewals for the following: The Point, Inc., Denmark Township; SSG Corporation, Denmark Township; Afton Alps, Inc., Denmark Township; Withrow Ballroom Catering Services LLC, May Township; Stoneridge Golf Club, Inc., West Lakeland Township; Disabled Veteran's Rest Camp Association, May Township. Public Health and Environment Approval of the following actions: - Volunteer Management Services Agreement with Community Thread; - Workshop held to discuss the draft County Waste Management Master Plan, 2012 -2030. Public Works Approval of the following actions: - Assignment agreement with the Washington County Regional Railroad Authority for the use of the $225,000 in Counties Transit Improvement Board Capital Grant funding for the development of the Newport Transit Station; - Lease agreement with Advance Acceptance for the Trimble Robotic Total Station; - Resolution No. 2012 -030, Trunk Highway 61 detour agreement with the Minnesota Department of Transportation; - Set public hearing for April 10, 2012 to consider the Point Douglas Regional Trail Master Plan. Regional Railroad Authority Approval of the following actions: - Regional Railroad Authority meeting minutes from January 17, January 24, and February 14, 2012; - Assignment agreement with Washington County for the use of the $225,000 in counties Transit Improvement Board Capital Grant funding for the development of the Newport Transit Station. Sheriffs Office Approval of the following actions: - Service Contract with Motorola for ongoing maintenance, network monitoring, onsite infrastructure response and the dispatch of service technician for the 800 MHz Public Radio System; - Agreement with Integrated Solutions Consulting to complete a Regional Strategic Plan for the Metropolitan Region Homeland Security Emergency Management Board. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. STILLWATER TOWN BOARD MEETING March 8, 2012 Town Hall 7:00 P.M. PRESENT: Chairperson Linda Countryman, Supervisors Jim Hiniker, David Johnson and Matt Beane, Clerk Kathy Schmoeckel, Engineer Paul Pearson, Planner Dick Thompson, Treasurer Marsha Olson and Chief of Police Steve Nelson 1. AGENDA - M /S /P Hiniker /Beane moved to adopt the agenda as amended. (4 ayes) 2. MINUTES - M /S /P Hiniker /Beane moved to approve the February 9, 2012 Stillwater Town Board Meeting minutes as written. (4 ayes) 3. TREASURER - a. Report given. The report for the annual meeting was discussed. b. Checks and Claims - The following checks and claims were approved for payment. Claim No. Vendor Amount 41790 American Flagpole 80.24 41791 Centuryl-ink 101.39 41792 Helmer Printing, Inc. 487.27 41793 League of Minnesota Cities 85.00 41794 M FRA 7,797.60 41795 MJ Raleigh Trucking 41,786.94 41796 Kathleen Nelson 24.42 41797 Stephen Nelson 916.30 41798 Marsha Olson 34.52 41799 On Site Sanitation 48.09 41800 Barbara Riehle 57.49 41801 Kathryn Schmoeckel 76.60 41802 Stillwater Gazette 161.95 41803 TKDA 1,806.35 41804 Washington County 652.76 41805 Robert P Ranalla Sr 5.84 41806 Xcel Energy 141.33 41807 Minnesota Department of Reveue 29.68 41808 Internal Revenue Service 599.69 41809 PERA 329.63 41810 Outing Lodge 200.00 Nelson, Kathleen M 246.68 Nelson, Stephen W 1,151.07 Olson, Marsha Ann 744.29 Ranalla, Sr., Robert P 325.51 Riehle, Barbara 156.39 Schmoeckel, Kathryn G 680.56 Untiedt, Sheila -Marie 585.24 Stillwater Town Board Mtg. — 3/8/12 Page 2 4. PLANNER - a. Begmann Sign Permit - Planner Sherri Buss had contacted the bergmanns regarding their sign permit. We are still waiting for information )n what they are looking for. We had encouraged the discussion to take place dui ing their off months and we would like to see this resolved before the signs. c: me up again. b. Outing Lodge - One of the owners of the Outing Lodge was pre ii!nt to discuss the issue with amplified music at their facility. Her understandin ; was that it was the noise level that was to be monitored. They have tried to kef h the noise decibel level low and have not had any complaints. They let Ste fe; Nelson know every time there will be an event and she does not understand V r y this is now a problem. They were encouraged to apply for an amendment to i heir CUP. The time frame would be approximately 60 days. c. April Planning Commission Meeting - The last Planning Commi; sion meeting had been cancelled since there had been only one small item on the i igenda. In the future the Planner will check with the Town Board Chair for apprc % ai of the agenda before going forward. The public hearing on the variance amend rnent will be held at the April Planning Commission meeting along with a presentat r. n on ground water and an update on wind energy conversion systems. S. ENGINEER - a. Otta Seal - Engineer Paul Pearson had prepared a map showin( 'Township roads that may be appropriate for Otta Seal with two alternates - 2 mil or 3 miles. The cost estimate for the Otta Seal, including Otta Seal, Class 5 il r d shoulder work, are about $89,500 per mile. The payback for this is less tt an it previously was due to the increased cost of material. The consensus was to table this for now and possibly re -check if the price of oil goes down. b. Affeldt Proper Update - Paul Pearson had a topographic map ;Bowing this property located at 9376 St. Croix Trail North. The parcel is abort 35 acres. There is an area above the bluff line that is buildable. Dennis 01 c nnell, DNR, the Park Service and the property owner will meet at the site to see i ' ':hey can build a new home and demolish the current residence. Paul Pearson had also talked to Building Inspector, Jack Kramer, to make him aware of the situat rn. The owner may request driveway access to 95th Street. The driveway acces: :o 95th Street will be reviewed by the Township with the building permit applica ion. c. Brushing - Some concerns had been raised to David Johnson re a; 3rding some brushing that had been done last fall on Arcola Trail. We would li [0 to have it cleaned up this spring so it could merely be mowed in the future. Paul Pearson should also remind the Raleighs that our budget for brushing is or i , $21,500. 6. MICHELLE BACHMANN'S OFFICE - Rachel Horn of Michelle Bachman is office was present to review the services they provide and to answer any question;. 7. CHIEF OF POLICE - a. Report given. There were 5 burning permits, none for buckthorn. No dogs were impounded. b. Road Restrictions - Road restrictions went into effect starting M; rch 5th Stillwater Town Board Mtg. — 3/8/12 Page 3 c. Restoration on Norell - The pile is out of the wetland area but has not yet been burned. This should be resolved without issue. d. Generator for the Town Hall - Chief of Police Steve Nelson had applied for this grant but we did not qualify. We can reapply. e. Burglaries - There were two burglaries last month in the Township. The Sherriff's office is working on it but the alleged burglar has been identified. f. Vehicle hijacking - A vehicle was hijacked by a juvenile at Norell and Highway 96 and was later found on Mendel Road. The general public is not at risk. 8. CLERK - a. Polling Place Resolution - M /S /P Hiniker /Johnson moved to authorize the Chair to sign the resolution designating our Town Hall as our polling place. (4 ayes) b. Annual Dinner - The menu for the upcoming dinner was discussed and the consensus was to go with an Italian dinner. c. MAT Training - M /S /P Johnson /Hiniker moved approval of the charges related to the Clerk, Deputy Clerk and Treasurer to attend the Minnesota Association of Townships training. (4 ayes) d. Second Meeting in March - If a second meeting is need in March, it will be held on March 291h (5th Thursday) rather than March 22nd since a Clerk is not available on March 22nd e. Annual Meeting - Agenda items for the upcoming Annual Meeting were discussed. 9. PARK COMMITTEE - M /S /P Hiniker /Johnson moved approval of the St. Croix Recreation Company's quote of $1,679.01 for two picnic tables for Arcola Heights Park. (4 ayes) 10. LEADERSHIP TRAINING - The consensus was to go ahead with the proposed leadership training next January. More discussion closer to the event. 11. ANNEXTION ISSUES - The possibility of a joint meeting between the City Council and the Town Board was discussed. More discussion next meeting. 12. GRANT FOR INTERN TO DO RESEARCH - Linda Countyman discussed possible research ideas for this grant possibility. 13. ADJOURNMENT - The meeting was adjourned at 9:35 p.m. Cler Chairperson Approved