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2012-04-17 CC Packet
4"a lug EINTNFLACE of SINNENNfA REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 17, 2012 REGULAR MEETING 1 7:00 P.M. AGENDA CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 1. Possible approval of April 3, 2012 regular and recessed meeting minutes. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 7:00 P.M. 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 STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. CommunityDev. Director 6. Public Wks Dir /City Engr. 7. Finance Dir. 8. City Attorney 9. City Administrator CONSENT AGENDA (ROLL CALL) 10. Resolution 2012 -061, directing payment of bills 11. Possible approval of purchase of updated Building Dept. workstation 12. Resolution 2012 -062, a resolution approving the abatement of certain special assessments PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No public hearings. UNFINISHED BUSINESS None. NEW BUSINESS 13. Possible approval of annual parking permit for Stillwater Trolley 14. Discussion and possible approval of: a. Stillwater 10 mile, 5K, Kid's one mile, & Toddler Event & Contract— Saturday, July 21, 2012 — Master Event Management LLC — Brian Mastel (Resolution — Roll Call) b. Discussion and possible approval of Stillwater 10 mile & 5K Event & Contract —Saturday, July 14, 2012 Front Runner Events - Randy Fulton (Resolution - Roll Call) 15. Discussion and possible approval of: (Reselutien Roll Withdrawn by Summer Tuesdays, Inc. b. Stillwater Omnium Event— Industrial Park Area— Sunday, June 24, 2012 —Oliver Vrambout (Resolution — Roll Call) 16. Possible approval of Farmer's Market Special Event and Contract — June 16 — October 27 (Resolution -Roll Call) 17. Possible approval of first reading of an ordinance to create and enact Section 52 -17 of the Stillwater City Code relating to drug paraphernalia (1 st Reading — Roll Call) 18. Possible accepting of bids and awarding contract for 2012 Street Improvement Project (Resolution — Roll Call) 19. Possible approval to purchase truck with hook system, snowplowing equipment and hot box 20. Possible approval to purchase a replacement wood chipper 21. Possible approval of appointments /reappointments to Downtown Parking, Heritage Preservation, Human Rights, Parks, and Planning Commissions, and Traffic Review Committee (Resolution — Roll Call) PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS 22. Yellow Ribbon update 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 -062 A RESOLUTION APPROVING THE ABATEMENT OF CERTAIN SPECIAL ASSESSMENTS WHEREAS, Parcel ID No. 28.030.20.41.0154 was assessed for a delinquent utility bill payable 2012 and certified to Washington County; and WHEREAS, the abatement request of that certification is because it was inadvertently certified to the wrong parcel (principal amount $2,224.00, interest amount $222.40 = $2,446.40) NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota, that the special assessments, as stated above, are hereby abated. Adopted by the City Council this 17th day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Memo DATE: April 13, 2012 TO: Mayor and City Council FROM: Sharon Harrison Finance Director kd RE: Abatement Request BACKGROUND On December 20, 2011, the City Council authorized for payable 2012 the certification of delinquent utility bills. On that list was a parcel that was inadvertently certified to the wrong parcel. Staff is requesting an abatement of that certification (for PID 28.030.20.41.0154, principal amount $2,224.00, interest amount $222.40 for a total abatement of $2,446.40). This amount ($2,224.00) owed will be placed back onto the utility bill for collection. RECOMMENDATION Staff recommends abating the assessment from the property taxes for the payable year 2012 for PID 928.030.20.41.0154. ACTION REQUIRED If Council agrees with staff's recommendation, Council needs to pass a resolution abating the assessment from the 2012 property taxes for PID #28.030.20.41.0154. MINNCOR Industries 1450 Energy Park Drive Suite 110 Saint Paul, MN 55108 Telephone..: 1- 800- MINNCOR 1-651- 361 -7500 Fax .............: 651 -603 -0119 E -mail ........: customer- service@minncor.com Deliver To: City of Stillwater 216 N 4th St Stillwater, MN 55082 Bill To: Line# Item number Item Name Quotation copy Number ............................: SQ- 000509 -1 Quotation Date .................: 4/13/2012 Page.. ..............................: 1 of 1 Sales order ......................: Customer PO Number.....: Your Contact ....................: Sales responsible ............: Rachel Rock Quotation Expiration Date: 5/13/2012 Terms. ..............................: Quantity Unit Unit price Reg Ship Date Amount 1 ItascaDesk Itasca Desk 1.00 EA 1,133.0000 4/13/2012 1,133.00 NoReturn 78x36x29 Oak - EarlyAmeric 2 ItascaDeskComputer Itasca Computer Desk 1.00 EA 1,094.5000 4/13/2012 1,094.50 72x24x29 Oak - EarlyAmeric 3 ItascaCredenza Itasca Credenza 1.00 EA 968.0000 4/13/2012 968.00 2Door4Drawer 66x20x29 Oak - EarlyAmeric 4 ItascaRiser Itasca Riser 1.00 EA 572.0000 4/13/2012 572.00 4Door 63x16x36 Oak - EarlyAmeric 5 FreightSalesOrder Freight - Sales Orders 1.00 EA 301.4000 4/13/2012 301.40 Bring to room & set up Sales balance Sales tax Total 4,068.90 0.00 4,068.90 STAFF REQUEST ITEM DEPARTMENT: Building Inspection DATE: April 13, 2012 DESCRIPTION OF REQUEST (Briefly outline what the request is): I would like to request the replacement of building inspector's workstation with MINNCOR office furniture. The existing workstation is in very poor condition and has long outlasted the 10 year life expectancy. The workstation will also provide a more efficient work layout. MINNCOR is an approved vendor on the State Cooperative Purchasing Venture Program (CPV). 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) $4,070 plus tax. Approximate total cost of $4,333.00 The 2012 Capital Outlay approved budget includes $9,000.00 for the replacement of two workstations (carried over since 2008). The balance of approximately $4,600 will be carried through to the 2013 Capital Outlay budget for the future replacement of the secretary's workstation. ADDITIONAL INFORMATION ATTACHED YES X NO ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET, SUBMITTED BY - DATE O.Ox� �&k at. lw�j EXHIBIT "A" TO RESOLUTION #2012 -061 Heritage Printing Midwest Tape Recorded Books Reliable Appliance Service Stillwater Public library Washington County Library Xcel ADDENDUM Bureau of Crim. Apprehension Century Link Chris Amdahl Locksmith, Inc. Clark, Dan Cornerstone Copy Center Cox Ford Fury Magnuson Law Firm Olson, Ken Stillwater Lions Club Terra General Contractors UPS USA Mobility Vista Manufacturing, Inc Washington County Transportation Wulfing, David Xcel Adopted by the City Council this 17th Day of April, 2012 Page 3 Stationery 404.80 Audiovisual Materials 1,255.85 Language Materials 740.61 Equipment 650.00 SPLF Gift Cards 2,458.88 Postage, License Fees, Tech Support 1,229.98 Utilities 3,987.92 Terminal Access Charge 270.00 Telephone 376.03 Service Call 218.57 Cleaning City Hall and Public Works 1,057.50 Recycling magnets, Inserts, Booklets for Mailing 6,524.72 Vehicle Repair 712.32 Vehicle Repair 704.08 Professional Service 6,751.83 Reimburse for Expenses 295.15 Quarterly Dues 110.00 Pedestrian Walkway Restroom Application 3 67,701.75 Freight 11.10 Pagers 47.22 Waterproof Flexi Tape 180.97 Labor Hours Fringe Traffic Service 42.61 Reimburse for USPCA 2012 K Certification 115.00 Electricity and Gas 1,208.04 TOTAL 300,839.07 EXHIBIT "A" TO RESOLUTION #2012 -061 Page 2 NAPA Auto Parts Equipment Repair Supplies 156.68 Nardini Fire Equipment ABC Fire Ext. 132.40 NEOPOST USA, Inc. Equipment Repair 945.15 Newman Signs Sign Supplies 2,429.22 Northern Tool Equipment Repair Supplies 96.17 Northland Graphics Office supplies 133.32 O'Reilly Auto Parts Equipment Repair Supplies 271.24 Office Depot Office supplies 555.11 OnSite Sanitation Unit rental 36.80 Pioneer Rim and Wheel Co. Equipment Repair Supplies 41.48 Rosenbauer Firefighting Technology Minor Equipment 97.28 S & T Office Products, Inc. Office supplies 72.14 Sanders, Wacker, Bergly Inc. Professional Services 7,444.16 SGC Horizon LLC Publication 61.25 Springsted Professional Services 42,028.50 Sprint PCS Cell Phone 90.38 St. Croix Boat & Packet Co. Ramp Cleaning for Feb and March 1,500.00 Stillwater Motor Company Vehicle Repair 340.63 Stillwater Towing Towing 267.18 Streicher's Supplies 137.28 Sun Newspapers Publication 287.23 SW /WC Service Cooperatives Retiree Health Insurance and Cobra 52,001.06 Swager Brad New Steel Door Womens Bathroom Pioneer P 180.00 Sykes, Kyle A Reimburse for Toshiba Satellite Laptop 589.17 T.A. Schifsky & Sons, Inc. Asphalt 1,518.40 Toll Gas & Welding Supply Maintenance Agreement 10.51 Trans Union LLC Basic Service 5.00 UHL Company Service Call Parking Ramp Gate Arms 436.00 Unique Paving Materials, Inc. Bulk, UPM winter Asphalt 277.88 United Refridgeration Recovery Service Fee 129.15 Verizon Wireless Cell Phone and Internet 1,788.44 Washington County Assmnt & Taxation 2012 Spec Asmt billing 6,586.00 Washington County Chiefs of Police Assoc 2012 Dues 50.00 Washington County Public Safety Radio 1st qtr radios Fire and Police 9,168.78 White Bear Lake Fire Department Waterous Fire Pump for Fire Boat 3,500.00 Winnick Supply Equipment Repair Supplies 376.13 Wolf Marine, Inc. Propane 128.25 Yocum Oil Company Fuel 6,855.60 Zayo Enterprise Networks,LLC Telephone 580.51 LIBRARY Baker and Taylor Reference Materials 107.08 BWI Library Materials 786.42 Brodart Library Materials 2,406.99 LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2012 -061 Ace Hardware Action Rental, Inc. Advanced Graphix Inc. American Planning Association Aramark Uniform Services, Inc Aspen Mills AT &T Barthe & Wahrman BlueCross BlueShield of MN Carquest Auto Parts Cole Papers Comcast Corporate Mechanical County Materials Corporation Dalco DLT Solutions, Inc. Element Materials Technology Enterprise Products Operating Ess Brothers & Sons Inc. Fastenal Company FBI - LEEDA Flexible Pipe Tool Co. Gopher State One Call, Inc. Grainger Hildi Inc Holman, Rose I T L Patch Co., Inc. IdentiSys J.H. Larson Electric Jefferson Fire & Safety, Inc. John Deere Landscapes /Lesco JRK Seed Turf Supply Kath Companies Lake Country Door, LLC Linner Electric Co. LMC Insurance Trust Lowe's Home Centers Inc. Mac Queen Equipment Inc. Menards Metropolitan Mechanical Contractors, Inc. Midwest Mechanical Solutions MN Dept. of Public Safety MN Pollution Control Agency Municipal Code Corp. Supplies 841.84 Rental Equipment 285.35 Kit Custom Reflective Boat Graphics 400.00 Membership 350.00 Towels, Mops and Uniforms 912.53 Uniforms 949.24 Telephone 100.41 Professional Services 2,500.00 Professional Services 1,000.00 Equipment Repair Supplies 460.73 Janitorial Supplies for Parks and Buildings 4,308.74 Telephone 208.20 Equipment Repair 244.00 Lowell Park Sewer Repairs 2,778.75 Repair Supplies 335.67 Maintenance Agreements 1,800.33 Mechanical analysis 174.00 Propane 10,942.20 Equipment Repair Supplies 929.28 Equipment Repair Supplies 90.60 Membership 50.00 Equipment Repair Supplies 1,255.64 Billable tickets 178.55 Equipment 48.28 Professional Services 4,500.00 Reimburse for Expenses 193.97 Uniforms 38.74 Datacard Printer Repair and supplies 530.93 Rebuild Kit 78.13 Bunker Boots 295.08 Park Facility Supplies 250.34 Seed and weed control 6,415.70 Auto Maintenance supplies 5,261.81 Labor to diagnose Door Repair 220.00 Repair Ballast for Apparatus Bay Lights 277.00 Insurance 3,305.06 Supplies 36.44 Equipment Repair Supplies 640.81 Equipment Repair Supplies 943.34 2nd Qtr Annual Maintenance Agreement 2,162.00 Building Repair charges 847.00 Title Registration Forfeiture Vehicles 86.00 Stillwater Stage 3 Floodwall 1,000.00 Supplement Pages 952.48 RESOLUTION 2012 -061 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 $300,839.07 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 17th day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Summer Tuesdays, Inc. 101 Water Street Stillwater, MN 55082 April 13, 2012 City of Stillwater 216 4h St North Stillwater, MN 55082 To Whom It May Concern, On March 23, Summer Tuesdays applied for a special event permit for a parade to be held on July 22, 2012. Since that time we have investigated the possibility for success and also the obstacles and pitfalls which may get in our way. Through this process we have determined that we would like to retract our application. The factors that led to this decision were based on financial concerns, time constraints, and complications surrounding the road construction in the North Hill neighborhood. We would like to thank the City staff for working with us during the investigative process. Summer Tuesdays remains committed to putting on quality family friendly events and we look forward to working with the City on our 2012 events Summer Tuesdays and Stillwater Harvest Fest. Sincere , Buettner Summer Tuesdays, Inc. MEMORANDUM TO: Mayor and City Council FROM: Torry Kraftson, Assistant City Enginee�/r-1( DATE: April 16, 2012 RE: 2012 Street Improvement Project Project 2012 -02 DISCUSSION Bids for the 2012 Street Improvement project were opened on Friday, April 13, 2012. The City received 3 bids with the low bid submitted by Hardrives, Inc. The low bid was $1,792,321.50, which is 2.4% over the engineer's estimate of $1,750,000. RECOMMENDATION It is recommended that the City accept the bids submitted for the 2012 Street Improvement Project, Project 2012 -02, and award the contract to Hardrives, Inc. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting the Resolution 2012- ACCEPTING BID AND AWARDING THE CONTRACT FOR 2012 STREET IMPROVEMENT PROJECT. ACCEPTING BID AND AWARDING CONTRACT FOR 2012 STREET IMPROVEMENT PROJECT (Project 2012 -02) WHEREAS, pursuant to an advertisement for bids for the 2012 Street Improvement Project, bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement; BIDDER BID AMOUNT Hardrives, Inc., Rogers, Minnesota $1,792,321.50 T.A. Schifsky and Sons, Inc., North St. Paul, Minnesota $1,885,116.82 Dresel Contracting, Inc., Chisago City, Minnesota $2,198,157.50 ENGINEER'S ESTIMATE $1,750,000.00 and bidder. WHEREAS, it appears that Hardrives, Inc. of Rogers, Minnesota is the lowest responsible NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. The Mayor and Clerk are hereby authorized and directed to enter into a contract with Hardrives, Inc. of Rogers, Minnesota in the name of the City of Stillwater for the improvement of streets according to the plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. 2. The City Clerk is hereby authorized and directed to return forthwith to all bidders the deposits made with their bids, except the deposits of the successful bidder and the next lowest bidder shall be retained until a contract has been signed. Adopted by the City Council this 17`h day of April 2012. Ken Harycki, Mayor ATTEST Diane F. Ward, City Clerk 715.386.9490 (Office) 715.386.1250 (Fax) 516 Second St., Suite 214 ST. CROIX VALLEY FOUNDATION Hudson, WI 54016 Board of Directors April 12, 2012 Jen B. Anderson Stillwater, MN Larry Hansen Charles Amason City Administrator Marine, MN City of Stillwater Ann Brockman 216 Fourth St N Lake Elmo, MN Stillwater, MN 55082 Suzann Brown Stillwater, MN Dear City Administrator Hansen: Chris Galvin Woodbury, MN We are writing to share information with you about an exciting initiative we are working on to enhance economic development and quality of life in the St. Croix River watershed of Minnesota and Todd Gillingham Hudson, W1 Wisconsin. We invite you to share this letter with other members of your council. Martha Harding St Croix Falls, Wl Jeff Heegaard Afton, MN Shannon Hooley Enright Stillwater, MN Michael Johnson Bonita Springs, FL Andy Kass Stillwater, MN Katrina Larsen Hudson, W1 James Lutiger Hudson, Wl David Palmer Stillwater, MN Rod Rommel River Falls, Wl Gretchen Stein Grant, MN Mark Vanasse Houlton, W1 David Wettergren Stillwater, MN Steve Wilcox, Chair Hudson, Wl Jane Hetland Stevenson President Past Board Chairs Sarah Andersen John Baird Jim Bradshaw David Brandt Orville Johnson Peter Kilde Gretchen Stein David Wettergren Since 2009, a group of residents and stakeholders convened by the St. Croix Valley Foundation has been exploring strategies to better promote and share the unique natural and cultural heritage our region has to offer. We have been most intrigued by the concept of a National Heritage Area (NHA) and the benefits it might bring to our communities. NHAs are places that tell a story of significance to our nation's history. Residents, businesses, governments, tribal groups and non - profit organizations then have the opportunity to come together to leverage that story to build a region's future, whether it be economic development, tourism, environmental conservation, or historic preservation. We believe that the St. Croix region may hold such stories whether they concern tribal, lumber, immigrant or environmental heritage. And these stories might be used to shape our future progress, encouraging compatible economic growth and community revitalization. One of the strengths we appreciate about the NHA concept is that it is community driven and locally managed. This means that the mission and goals of each heritage area are directed by the residents who live there. In 2012, 11 heritage discovery workshops will be held in the counties of the St. Croix watershed to collect residents' stories and to hear their aspirations for our region. We want to make you aware of these community conversations and hope you will consider participating. The meeting for Washington County has been scheduled for Tuesday, May 15, 2012 from 6:00 to 9:00 P.M. at the Water Street Inn in Stillwater. We are happy to be working with ArtReach St. Croix, Gammelgarden Museum, the Lower St. Croix Valley Community Foundation, the Stillwater Area Foundation and the Washington County Historical Society to co -host this workshop. To register, or if you have questions or concerns in the meantime, please do not hesitate to contact Jill Shannon at 715 - 386 -9490 or at jshannon @scvfoundation.org. We look forward to working with you to promote our region and the special stories it has to tell. Sincerely, Marry Harding Board of Directors Chair, Heritage Initiative Enclosure Li' L. _" Jane Hetland Stevenson President 4 5 sT ?s us Jill Shannon Director of Community Partnerships NATIONAL STANDARDS° 0 We Recycle The Heritage Initiative M I N N E S O T A W 1 S G O tV S I N National Heritage Areas A National Heritage Area is a way to recognize and promote a region's special qualities. Heritage Areas are living, working landscapes that recognize the important role of a region in our country's story and celebrate its contributions to American history and culture. Heritage Areas improve possibilities for people and organizations to work better across traditional borders and preserve and promote our local historic, natural and cultural resources. This can mean new partnerships, economic growth, and local initiatives to celebrate and protect unique places. Right now, there are 49 nationally designated Heritage Areas throughout the United States. Heritage Areas receive technical assistance from the National Park Service for a limited period of time. It is expected that every NHA plans, develops and sustains itself independently. What are the potential benefits? • Increased tourism and economic growth • New opportunities to develop and promote a regional identity • New partnerships across traditional boundaries Some ways Heritage Areas promote their regions: • A marketing campaign promoting local and regional heritage tourism • Recognizing and preserving special sites • Revitalizing historic downtowns • Promoting traditional local artists, writers, architecture • Partnerships between local Chambers of Commerce What are examples of existing National Heritage Areas? Blue Ridge NHA (NC): Interprets the music, culture and craft heritage of Appalachia. Rivers of Steel NHA (PA): Tells the story of the region's steel - making history. Silos & Smokestacks NHA (IA): Interprets farm life, agribusiness and rural communities past and present. Is the goal of a Heritage Area to acquire land? No, National Heritage Areas are prohibited from using federal funds for land acquisition. Will Heritage Areas infringe on the rights of private property owners? Authorizing legislation gives National Heritage Areas no authority over zoning or land use and often explicitly prohibits Heritage Areas from infringing on the rights of private property owners. An evaluation of 24 Heritage Areas by the U.S. Government Accountability Office (GAO) concluded that not a "single example" could be found of "a heritage area directly affecting — positively or negatively— property values or use." For more information, contact Jill Shannon at 715- 386 -9490 or at jshannon @scvfoundation.org. www.stcroixheritage.org ,Pet WATER �.�%r,�c f�iC►�I E S ME WATT RS 2���STORIES WW,�rce Exploring our communities in the St. Croix River region and their contributions to the American story THE HERITAGE 1 N ITIATI The Heritage Initiative is a broad community proje asking our neighbors if a National Heritage Are would be a good fit for our area. National Heritag Areas recognize places that have made importa contributions to America's history and culture. The celebrate stories, conserve natural and histori resources, and help promote economic growt through local partnerships. t 1 d WR—, V E r , su`p'rior ct I 1 I a 1 e r Soiop Springs • 1 nt I table • y Sandstone F- — r — — —1 — — — - - • C Hinc ley V �-j I Hayward e rJS i h Rine City Danbury, i • y I •Spoondr I _ Siren* HERITAGE DISCOVERY h A- WORKSHOPS Meetings will be held in counties around region this winter and spring. Attend a men to learn more, and to identify places, stories, cultural traditions that characterize our region. Next workshop: WASHINGTON COUNTY Tuesday, May 15� 2012 Aeon m - -nn m `� 1 Liddstrom the • /•St. Croix f=alls sting 1 and '� - - -� Stillwa er • New Richrinond TWIN CITIES 1 tHudson METRO AREA i • — — — River Falls I Prescott I \ I V 9 • p ` — J Hosted by: ArtReach St. Croix Water Street Inn, River Foyer /Ballroom Area Gammelgarden Museum 1 o1 Water St. S., Stillwater, MN 55o82 Lower St. Croix Valley Community Foundation Stillwater Area Foundation Register online at www.stcroixheritage.org /workshops Washington County Historical Society or call 715.386.9490. Go to www.stcroixheritage.org for a schedule of Facilitated by: upcoming meetings and more info or contact Jill ST. CRO VALLEY FOUNDATION s 516 Second Street •Suite 214 •Hudson, WI 54016 Shannon at 715.386.9490. 715.386.9490 • www.scvfoundation.org Wa§h,ingtm 0-0WOW-0-0 � ;,-�County BOARD AGENDA APRIL 17, 2012 - 9:00 A.M. 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Board of Commissioners Dennis C. Hegberg, Chair, District 1 Bill Pulkrabek, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Welk, District 5 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are 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 Works Department — Don Theisen, Director A. Cooperative Agreement with the City of Woodbury for Reimbursement of Roadway Engineering Design and Right -of -Way Acquisition Costs on County State Aid Highway 13; Bailey Road to Glen Road — Cory Slagle, Transportation Manager B. Resolution — Negative Declaration for the Need for an Environmental Impact Statement for County State Aid Highway 19 (Woodbury Drive) Reconstruction Project -Cory Slagle, Transportation Manager 9:25 General Administration — Molly O'Rourke, County Administrator A. Legislative Update B. Resolution Establishing County Commissioner and Soil and Water Conservation Districts and Setting Staggered Two and Four Year Terms for County Commissioners Districts 6. 10:00 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 a future board meeting. Board Correspondence 8. 10:25 Adjourn Assistive listening devices are available for use in the county Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR APRIL 17, 2012 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the April 3, 2012 County Board meeting minutes. Public Works B. Approval of supplemental agreement 5 in the amount of $105,152.00 for the County State Aid Highway (CSAH) 18 east /west project with Hardrives, Inc.; and adoption of a resolution authorizing final payment in the amount of $229,417.57 to Hardrives, Inc. for the CSAH 18 east /west project. C. Approval to enter into a marketing agreement with Coca -Cola Refreshments to receive reduced pricing on beverage products sold in parks and authorize execution of the marketing agreement with Coca -Cola Refreshments through the signatures of the Board Chair and the County Administrator without further action of the County Board conditioned upon approval as to form by the Washington County Attorney's Office. *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. Assislive listening devices are available for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER • t„{Ix% . ^b, '... � :i �_ ;,q'" Tc. .-.. k,�.. ..„ ,.,'. s5�iic T:�:` � .� ���K'"• -� 11 1 Oakdale 5:00 PM - Historic Courthouse Advisory -- 101 West Pine Street, Stillwater 8:30 AM - Counties Transit Improvement Board -- 90 West Plato Blvd., St. Paul 8:30 AM - Workforce Investment Board -- Woodbury Vocational Rehabilitation Office, 6043 Hudson Road, Suite 170, Woodbury 12:00 PM - Metro Transportation Advisory Board Program Committee -- 390 Robert Street N. - St. Paul 1:00 PM - Metro Transportation Advisory Board -- 390 Robert Street N., St. Paul 6:00 PM - Metro GIS Policy Board -- 2099 University Ave, St. Paul Av 1 AM - Metropolitan Area Agency on Aging 2365 North McKnight Road, North St. Paul, MN 6:00 A.M. - Ramsey/Washington Community Action Program -- 450 Syndicate Street N., St. Paul 10:00 AM - Association of Minnesota Counties Board of Directors -- 125 Charles Avenue, St. Paul Admin Commissioners Calendar 1 4/10/2012 8 :40 AM Summary of Proceedings Washington County Board of Commissioners April 3, 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. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Weik — reported she attended the Executive Committee meeting of the Metropolitan Mosquito Control District; she attended a meeting with Senator Franken's local staff for an update on the Senator's retrofitting initiatives in Minnesota; she attended a Sunset Committee conference meeting at the Capitol; she was interviewed by the Capitol press regarding the Gateway Corridor; the Gateway Corridor will have two open houses the first week in April; and the Gateway Corridor will have a booth at the Woodbury City Expo on April 14; - Commissioner Lehrke — reported she attended the Solid Waste Management Coordinating Board; she attended the Resource Recovery Project Board meeting; she attended the Minnesota Inter -City Passenger Rail meeting; and the Denmark Historic Society contacted her about funding for their Save Our School project to refurbish a one -room school house they recently purchased; - Commissioner Pulkrabek — reported he attended the Resource Recovery Project Board meeting; and suggested that the Denmark Historical Society contact the Oakdale -Lake Elmo Historic Society because they had a similar project and might be able to provide information on what they did to renovate their school house; - Commissioner Kriesel — reported he met with Brent Peterson, Washington County Historical Society Executive Director, to discuss a request for funding or grants; he attended the Resource Recovery Project Board meeting; he attended the Oak Park Heights City Council meeting with the Minnesota Department of Transportation; he attended the Bayport City Council meeting and heard a presentation on bringing economic development to that area; and he announced that on Monday, April 9, Congresswoman Michele Bachmann will hold a press briefing near the St. Croix Bridge; and he requested a workshop to discuss high speed rail and whether the county should contribute to that; - Commissioner Hegber — reported he attended the Resource Recovery Project Board meeting; he may be attending the National Association of Counties conference on garbage in Florida in June and invited Commissioner Lehrke to attend; and he attended the Minnesota Inter -City Passenger Rail Forum. General Administration Approval of the following actions: - March 20, 2012 County Board meeting minutes; - Reappoint Donald Pereira, Cottage Grove, to the South Washington Watershed District Board of Managers to a fourth term expiring May 1, 2015; - Appoint Commissioner Dennis C. Hegberg to the Greater MSP Board of Directors; - Legislative update; - 20 tax forfeited parcels in Woodbury that were not sold at auction have now been sold to Ryland Homes; - Board correspondence was received and placed on file; - Board workshop held to review city and township election precincts; - Board workshop held to discuss the 2013 budget development. Property Records and Taxpayer Services Approval of Sheas Keystone Addition Plat, May Township. Public Health and Environment Information provided on the Geographic Information System (GIS) Surveillance project which is designed to enhance the ability of local health departments to integrate the use of GIS into daily operations that support surveillance and prevention of heart disease, stroke, and other chronic diseases. Public Works Approval of the following actions: - Resolution No. 2012 -037, final payment for contracts on Phase V of the 2025 Government Center Campus Improvement project; - Resolution No. 2012 -038, 1385 St. Croix Trail South, Denmark Township, house lease; - Public hearing set for April 24, 2012 to consider adopting revisions to Washington County Ordinance No. 154 titled Right of Way Ordinance for Management of Utilities in the Public Right of Way. 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. 4*1 • W "e ... ....... AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 17, 2012 REGULAR MEETING 7:00 P.M. AGENDA CALL TO ORDER M- -MAM41" PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 1. Possible approval of April 3, 2012 regular and recessed meeting minutes. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS OPEN FORUM 7:00 P.M. 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. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. Community Dev. Director 6. Public Wks Dir/City Engr. 7. Finance Dir. 8. City Attorney 9. City Administrator CONSENT AGENDA (ROLL CALL) 10. Resolution 2012-061, directing payment of bills PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No public hearings. UNFINISHED BUSINESS None. NEW BUSINESS 11. Possible approval of annual parking permit for Stillwater Trolley 12. Discussion and possible approval of- a. Stillwater 10 mile, 5K, Kid's one mile,& Toddler Event& Contract —Saturday, July 21, 2012 — Mastel Event Management LLC — Brian Mastel (Resolution — Roll Call) b. Discussion and possible approval of Stillwater 10 mile& 5K Event& Contract —Saturday, July 14, 2012 — Front Runner Events — Randy Fulton (Resolution — Roll Call) 13. Discussion and possible approval of. a. Stillwater Parade Event — Sunday, July 22, 2012 — Summer Tuesdays, Inc. — Cory Buettner (Resolution — Roll Call) b. Stillwater Omnium Event — Industrial Park Area — Sunday, June 24, 2012 — Oliver Vrambout (Resolution — Roll Call) 14. Possible approval of Farmer's Market Special Event and Contract — June 16 — October 27 (Resolution -Roll Call) 15. Possible approval of first reading of an ordinance to create and enact Section 52 -17 of the Stillwater City Code relating to drug paraphernalia (1 st Reading — Roll Call) 16. Possible accepting of bids and awarding contract for 2012 Street Improvement Project (Resolution — Roll Call) 17. Possible approval to purchase truck with hook system, snowplowing equipment and hot box 18. Possible approval to purchase a replacement wood chipper 19. Possible approval of appointments /reappointments to Downtown Parking, Heritage Preservation, Human Rights, Parks, and Planning Commissions, and Traffic Review Committee (Resolution — Roll Call) PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS 20. Yellow Ribbon update 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. 0 Administration DATE: April 13, 2012 TO: Mayor & City Council FROM: Diane Ward, City Clerk SUBJECT: Special Events Update For Council's information, I have attached a listing of 2011 events that were reviewed by City staff. Listed below are possible 2012 Special Events with Contracts that have been and will be coming before Council for review and approval. Also included, is a list and calendar that shows the 2012 events scheduled so far that will take place in the City. All of these events require staff review, some require board/commissions and those events with contracts are also reviewed and approved by the City Council. Already Approved Summer Tuesdays (7 Dates), Cruisin on the St. Croix Car Show (11 Dates), Nature Valley Criterium (June 17) Coming before Council April 17, 2012 Meeting 1. Discussion and possible approval of Stillwater 10 mile, 5K, Kid's one mile, & Toddler Event & Contract — Saturday, July 21, 2012 — Mastel Event Management LLC — Brian Mastel 2. Discussion and possible approval of Stillwater River Run 10 mile & 5K Event & Contract — Saturday, July 14, 2012 — Front Runner Events — Randy Fulton 3. Possible approval of Farmer's Market Special Event and Contract — June 16- October 27 4. Discussion and possible approval of Stillwater Omnium Event — Industrial Park Area — Sunday, June 24, 2012 — Oliver Vrambout ** 5. Discussion and possible approval of Stillwater Parade Event — Sunday, July 22, 2012 — Summer Tuesdays, Inc. — Cory Buettner May 1, 2012 Meeting 6. Stillwater Omnium Contract 7. Stillwater Parade Contract 8. Possible approval of Rivertown Art Festival Event & Contract — May 19 -20, 2012 9. Discussion and possible approval of Fire Muster Event & Contract— Sunday, June 24, 2012** * *Resources needed on the same day Future Council Meetings (July- August) 10. Possible approval of Harvest Fest Event and Contract 11. Possible approval of Fall Art & Jazz Festival Event and Contract Date(s) of Event Event 2011 1 Jan 22nd Wash Cty Ice Cream Social 2 Feb 19th Frozen Bocce Ball Tournament 3 April 23rd Easter Egg Hunt 4 May 7th Hope House Auction 5 May 21 st -22nd Rivertown Art Festival 6 May 28th -29th Stillwater Marathon 7 May 30th Memorial Day Celebration 8 June 1 st -Aug 31 st Car Show (Wednesdays) 9 June 11th Let's Go Fishing 10 June 11th -Oct 29th Farmers Market (Saturdays) 11 June 12th N. Hill Ice Cream Social 12 June 18th Block Party - 5th St N 13 June 19th Stillwater Criterium Bike Race 14 June 21 st Summer Soltice Stair Stomp 15 July 4th Independence Day Celebration 16 July 9th Certified Transmission Car Show 17 July 12-Aug 16th Summer Tuesdays 18 July 14th Rumble on the Deck 19 July 16th River Valley Church Concert 20 July 16th Block Party - South 5th St 21 July 17th -19th "Be Moved by the River" Paddle 22 July 20th -25th "Be Moved by the River" Paddle 23 July 20th -25th Lumberjack Days 24 Aug 11th First State Bank Open House 25 Aug. 13th Gopher to Badger Half Marathon 26 Aug 14th Fire Muster 27 Aug 20th Ra nar Relay Race 28 Aug 20th Block Part - Tending Green 29 Aug 27th Woodbury Days Bike Ride 30 Set 11th Wild Rice Festival 31 Sept 11th Block Part - Newman Trail 32 Set 17th Block Party - Tending Green 33 Sept 24th Bagpipes & Bonfires Festival 34 Oct 1 st/2nd Fall Art Fair 35 Oct 1st Step Out: Walk for Diabetes 36 Oct 1 st Fight the Fire 5K 37 Oct 8th Harvest Fest 38 Nov 11th Veterans Day Ceremony 39 Nov 19th The Commander Release Party 40 Dec 3rd Twinkle Parade Events in the City of Stillwater for 2012 Event Dates Name of Event Application Process Complete 1/21/2012 Ice Cream Social ❑Q 2/18/2012 Bocce Ball Tournament Q 4/7/2012 Easter Egg Hunt Q 5/12/2012 Hope House Annual Auction 5/19/2012 Rivertown Art Festival ❑ 5/28/2012 Memorial Day Ceremony ❑ 6/6/2012 Crusin' on the Croix d❑ 6/16/2012 Stillwater Farmers Market ❑ 6/17/2012 Stillwater Criterium ❑ 6/21/2012 MN Special Olympics Reception ❑ 6/24/2012 Stillwater Fire Muster ❑ 6/24/2012 Stillwater Omnium ❑ 6/24/2012 North Hill Ice Cream Social 0 7/10/2012 Summer Tuesdays ❑ 7114/2012 Stillwater River Run 10 mile /5K ❑ 7/21/2012 Mastel 10 Mile 5K Race ❑ 7/22/2012 Stillwater Parade ❑ 8/11/2012 Gopher to Badger Y2 Marathon Q 8/18/2012 Ragnar Relay ❑Q 9/8/2012 Paint on the Water ❑ 10/6/2012 Walk to Stop Diabetes ❑d May 2012 June 2012 .ma' 2012 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 4 5 1 2 6 7 8 9 10 11 12 3 ; 4 S 6 7` 8,9 13 14 15 16 17 18 > 19 10 11 12 13 14 15 16 20 - 21 22 23 24 25 '- 26 17 18 19 20 21 22 '23 27 - 28 29 30 31 24 25 26 27 28 29 30 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Apr 29 30 May 1 2 3 4 5 Ln T 6i N a 6 7 8 9 10 11 12 s4 Hope House�� N r-I 13 14 15 16 17 18 19 g Mother's Day Spring Art Fair m Hazardous Waste Da _ T R i 20 21 22 23 24 25 26 N Spring Art Fair E I O N �O 27 28 29 30 31 Jun 1 2 CN LMemorial Day c N A �O ' 4/11/2012 9:53 AM J June e ��yz0u Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr ' Sa June 2012 1 2 1 2 3 4 5 6 7 3 4 S 6 7 8 9 8 9" 10 -11 '12 13, 14 10 - - -11 12 - `13 14 15 16 15 16 17 18 19 -, 20 21 - - 17 18:-.19 20 21 22 23 22 23. 24' -25 26 ;`27 28 24 25 26 27 28 29 30 29 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday May 27 28 29 30 31 Jun 1 2 N C N f0 3 4 5 6 7 8 9 Cruisin on the Croix i ON M 10 11 12 13 14 15 16 j Cruisin on the Croix i i1 Farmers Market; Rive 0 c 17 18 19 20 21 22 23 ` I i Father's Da E j P: I Stair Stomp, owell P i ((� ii Cruisin on the Croix Special OI m ics Rec I Farmers Market; Rive; N Stillwater Criterium j c 24 25 26 27 28 29 30 Block Party North Hi Cruisin on the Croix (I Farmers Market; Rive m � Fire Muster I _ `r N Stillwater Omnium i ___ C�__.._...._... 3 Diane Ward 2 4/11/2012 9:53 AM Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa July 2012 �uty�1z Auguse T 1 2 3 4 5 6 7 1 2 3 4 8 9 10 11 12 13- 1 4 5 6 7 8 9' 10 11 15 16 17 18 " _19 20 21 12 13 14 15 16 17 18 22 23 24 25 26 27 ,28 19 20 21 22 23 24 25 - 29 30 31 26 27 28 29 30 31 Sunday Monday Tuesday Wednesday Thursday Friday Saturday Jul 1 2 3 4 5 6 7 ' Fireworks I i Farmers Market; Rive 5 8 9 10 it 12 13 14 I Summer Tuesdays; U! Cruism on the Croix I Farmers Market; Rive j FrontRunner 10 Mile c 5 15 16 17 18 19 20 21 Summer Tuesdays; Ld ! Mastel 10 mile SK race Lowell Park N u, I Farmers Market; Rive! Ij 1 7 22 23 24 25 26 27 28 LStillwater Parade I Summer Tuesdays; L, Cruisin on the Croix i Farmers Market; Rive co N CN N 29 30 1 31 Aug 1 2 3 4 Summer Tuesdays; L( v rn Q N 5 uiane warn 3 4/11/2012 9:53 AM Au g u S# 2 0 1 August 2012 September 2012 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 4 1 3 6 7 8 9 10 11 2 3 4 S 6 7 8 12 13 14 15 16 17 18 9 10 11 -12 13 14 15 19 20 ° 21 22 23 24 25 16 - 17- 18 19 20 21 22 26 27 28 29 -30 31 23 - 24 25 ; 26 27 28 . 29 30_ Sunday Monday Tuesday Wednesday Thursday Friday Saturday Jul 29 30 31 Aug 1 2 3 4 Cruisin on the Croix i l Farmers Market; Rive; rn 3 _..._ -_. ....... _ .._..a Q Olt N 7 5 6 7 8 9 10 11 Summer Tuesdays; L Cruisin on the Croix 4 Farmers Market; Rive u, Gopher to Badger Ra oBa ---_ � m Q 12 13 14 15 16 17 18 Summer Tuesdays; Lc i 1 Cruisin on the Croix I ( Farmers Market; Rive j - _� Ragnar Relay Race N e-1 01 7 Q 19 20 21 22 23 24 25 i Summer Tuesdays L(I 11 Cruisin on the Croix i � Farmers Market; Rive Ln____ N m 7 Q 26 27 28 29 30 31 Sep 1 ' Cruisin on the Croix i a a, N 7 Q Diane Ward 4 4/11/2012 9:53 AM September 2 012 Su Mo September 2012 October 2012 Tu We Th - Fr Sa Su Mo Tu We Th Fr Sa 1 1 2 3 4 5 6 2 3 4 5 6 7 8 7 8 9 10 it 12 13 9 10 11 12 13 14 15- 14 15 16 17 18 19 20 16, 17 18 19 20 21 22 21 22 23 24 25 26 27 23 24 25 26 27 28 29' 28 29 30 31 30d . Sunday Monday Tuesday Wednesday Thursday Friday Saturday Aug 26 27 28 29 30 31 Sep 1 Farmers Market; Rive j m ry 2 3 4 5 6 7 8 Labor Day_..._...._... I Paint on the Water, Pioneer .. _. Farmers Market: Rive! N _ 9 10 11 12 13 14 15 Paint on the Water Pi( i Fanners Market; Rive! v rn rn 16 17 18 19 20 21 22 Farmers Market; Rive N V1 r-1 23 24 25 26 27 28 29 Farmers Market; Rive! 00 N M N CN 30 Oct 1 2 3 4 5 6 LO 0 0 M rn Diane Ward 5 4/11/2012 9:53 AM O'�� O O October 2012 November 2012 Su Ma Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 4 5 b 1 2 3 7 8 9 10 11" 12 -13 4 5 6 7 8 9 10 " 14_15`16 17:18 1920 11.12. 13`14. 1516.. 17 - 21 22 23 - -24 '25 26 27 18. 19 20 -.21 22 _' 23 - 24 28 29 30 31 _' 25 '- 26 27 ' 28' 29 30" Sunday Monday Tuesday Wednesday Thursday Friday Saturday Sep 30 Oct 1 2 3 4 5 16 Fall Art Fair Diabetes Walk CD rn j; Farmers Market; Rive; CL (U L 7 8 9 10 11 12 13 I Fall Art Fair I Harvest Fest iFarmers Market: River r V O 14 15 16 17 18 19 20 Farmers Market; Rive N V '-I V O 21 22 23 24 25 26 27 (i Farmers Market, Rive N N Y V O 28 29 30 31 Nov 1 2 3 M O Z 00 N Y V O mane wara 6 4/11/2012 9:53 AM a Wa ter 711E CIATMELACE Of ■IEAEEEtA CITY COUNCIL MEETING MINUTES April 3, 2012 REGULAR MEETING Mayor Harycki called the meeting to order at 4:30 p.m. 4:30 P.M. Present: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Public Works Director Sanders City Clerk Ward OTHER BUSINESS Army Corps of Engineers — Colonel Price Col. Price expressed that the levee wall is a priority project for the Corps and is one of his "critical" projects. He stated a new project manager has been assigned and the Corps is committed to getting Stage 3A completed as quickly as possible. He indicated that there is not enough funding to complete all of Stage 3, so that phase has been broken into two parts: 3A, the interior drainage portion of the final stage; and 313. He pointed out that he believes there is enough funding to complete 3A, if all things aligned properly and all approvals are received from the Corps headquarters, a project could be awarded this fiscal year and work begun in the fall of this calendar year. On a question by Councilmember Roush, Col. Price explained that what sparked his interest in this project was the long history of the project, the continual changes in policy and funding levels, and the fact that there is money in hand at this time that he wants to see obligated to get something built for the City of Stillwater. Mayor Harycki spoke of the previous promises and delays and asked whether the project would truly happen this year. Col. Price responded that he is very hopeful that it will happen, and noted they have had conferences with headquarters and his division commander had signed a document that concurs with moving ahead. Col. Price indicated that approvals are still needed from headquarters and the Assistant Secretary of the Army, but they are proceeding with the development of the final plans and specifications for Stage 3A. He added that it is hoped final review of those plans and specs will take place by the end of April, with advertisement in late summer, and award this fiscal year. City Council Meeting April 3, 2012 Councilmember Menikheim asked if there was anything the City could do to let the City's concerns be known, and Col. Price suggested the City could voice its concerns to its Congressional delegates. Councilmember Polehna spoke of the many previous delays and his desire to see the project completed. Chamber's Community Symposium Efforts — Todd Streeter, Executive Director Todd Streeter provided an update on the Chamber's community symposium programs. He gave a presentation that highlighted the purpose of the symposium; the goal; and the opportunities identified in the nine town hall sessions that were conducted. He pointed out that the symposium program is a new process that involved no upfront costs and resulted in more than 20 pages of ideas for the participating communities and a wide variety of concepts for further assessment. He also indicated that this effort is not city -driven or a burden for any of the four participating cities to undertake the full scope of the concepts -- it's a project that is community- driven. He noted that any necessary investment that may be required in the future, as the concepts are assessed further, will come from the community stakeholders. The presentation further highlighted the categories of opportunities identified in the symposium process: increased communication, celebrating culture and arts; community transportation; economic redevelopment; increased access; and community amenities /community center. Regarding access, Councilmember Polehna suggested access to the river should be considered as well as access from the river. Mr. Streeter also described the next step in the process, forming committees to identify resources and ways to achieve the identified six categories of opportunities. Councilmember Cook asked about attendance at the sessions and plans to generate community interest, given this is supposed to be community- driven. Mr. Streeter answered that the next step in the process is intended to do just that by reaching out to community groups to solicit participation on the various committees. Councilmember Roush talked about the proposal to construct an expanded gymnasium facility as part of the National Guard Armory project, and suggested that is a project the symposium could become involved with. Councilmember Cook noted that the Community Kitchen program of Ascension Church is interested in the transportation issue and suggested reaching out to the church community as well; she also noted the B &B community is interested in the transportation issue. Councilmember Menikheim suggested the potential for a virtual community center, making use of the already existing facilities available in the communities /region. Councilmember Cook inquired about intentions for the category of youth/non- athletic activities, and Mr. Streeter spoke of opportunities to engage youth off of the athletic field. STAFF REPORTS Police Chief Gannaway reminded the Council that they had approved the retrofitting of the sirens at the last Council meeting, and he added that the radios have been ordered. He noted Washington County has a drop -off spot for unused prescription drugs. He also noted that the County is offering alcohol and tobacco compliance training. Page 2of8 City Council Meeting April 3, 2012 Fire Chief Glaser thanked Councilmembers Menikheim, Roush and Polehna and City Administrator Hansen for attending the annual Firefighters Relief Association meeting. He informed the Council that the department has received an additional $5,000 grant from the Margaret Rivers Fund for construction of the fire boat, which should be ready to go into the water in the very near future. He reported there were several water rescues in the past week and cautioned people not to go in the water as it is still very cold. He stated Valley Access Channels has put together a 17- minute video documenting the Stillwater Fire Department, which was aired for the first time at the annual meeting. He thanked Jordan Simkins for his many hours putting the video together. City Clerk Ward reminded residents of the schedule for the Open Book meetings and noted residents can attend any of the meetings. Community Development Director Turnblad reported that the Heritage Preservation Commission will hold a public hearing on the revised demolition ordinance at its April meeting. He stated 10 proposals were received for design services for the fire station/armory project, with that list pared down to three in the next week. He indicated that he and Chief Glaser will be involved in the National Guard's interview process, which should be complete by mid -May, with a contract for design services. He noted a planning intern will begin work May 7 and will be primarily involved with preparing a commercial data base, identifying all properties available commercially to match inquiries with space available, and assist with the planning for the Brown's Creek trail Mayor Harycki asked about the major change to the demolition ordinance, and City Planner Pogge described the proposed changes, that included moving away from a 50 -year date to a set date that requires a permit for demolition, and eliminating the advertisement requirement. He stated the changes also streamline the process, and included allowing some decisions to be made by staff review. Mr. Turnblad also noted that the revised ordinance more clearly defines a demolition, referring to previous problems where additions /remodels resulted in total demolitions. Mayor Harycki asked if there are any teeth to the revised ordinance, and Mr. Pogge replied that violations remain a misdemeanor, which he believes is the maximum allowed by statute. Councilmember Cook agreed there should be harsher penalties for violations and suggested it may be worth looking into what other communities have done regarding penalties. Public Works Director Sanders reported that it will only cost $2,000 more to have LED lights installed in the new pedestrian/plaza lights, and staff authorized the contractor to proceed with the LED lights. He added that the lights will match the lights on the riverfront as originally proposed. City Administrator Hansen informed the Council that he will be contacting members on an individual basis regarding dates for the Council retreat, as well as discussion topics. The meeting was recessed at 5:45 p.m. Page 3 of 8 City Council Meeting April 3, 2012 RECESSED MEETING 7:00 P.M. Mayor Harycki called the recessed meeting to order at 7 p.m. Present: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Public Works Director Sanders PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. Mayor Harycki noted Sen. Franken had given the City the flag that was flown at the Capitol the day the bridge legislation was signed. He asked City Administrator Hansen to find an appropriate place for the flag. APPROVAL OF MINUTES Motion by Councilmember Roush, seconded by Councilmember Polehna, to approve the minutes of March 20, 2012, regular meeting. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Annual Fire Department Report Chief Glaser presented the annual report, that highlighted: service area, types of services; total response calls and likely changes in the future due to the new bike trail, bridge construction; types of calls; response calls by Ward; budget information; significant events during the year; upgrades and improvements, and plans for the upcoming year. Councilmember Cook thanked Chief Glaser for his efforts in grant applications that assist the City with its budget. Councilmember Roush noted that fire department personnel do a lot of manual labor, such as retrofitting the fire boat, which saves the City a lot of money. OPEN FORUM There were no public comments. CONSENT AGENDA 13. Resolution 2012 -056, directing payment of bills 14. Resolution 2012 -057, resolution authorizing contract with American Sandblasting, Inc. (Lowell Park Gazebo) Councilmember Cook asked that the payment of bills be pulled. Page 4 of 8 City Council Meeting April 3, 2012 Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -057, resolution authorizing contract with American Sandblasting, Inc. Mayor Harycki noted a lot of money is being spent on the gazebo and asked whether staff has looked at whether it might be cheaper to rebuild rather than doing the lead abatement, and Mr. Sanders replied that only portions of the structure have to be repaired. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Councilmember Cook stated she would not be approving the payment of bills due to the Conach Group payment. Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -056, directing payment of bills. Ayes: Councilmembers Menikheim, Polehna, Roush and Mayor Harycki Nays: Councilmember Cook UNFINISHED BUSINESS 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" City Attorney Magnuson noted this is the exact form approved by the Charter Commission and that was read at the last meeting. Councilmember Roush asked whether a second polling place would be added in Ward 3, and Mr. Magnuson stated that City Clerk Ward still has some time to do that. Motion by Councilmember Menikheim, seconded by Councilmember Cook, to adopt Ordinance 1045, an ordinance amending the Stillwater Code, Chapter 21, General Provisions, Section 21 Subd. 11, Entitled "Election Wards ", and Resolution 2012 -058, designating polling places. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible Approval of New Tobacco License Located at 1754 Market Drive — Ryo Tobacco Company, George Kabalan applicant City Administrator Hansen explained that this application has been withdrawn. Police Chief Gannaway talked about the trend of tobacco shops to sell paraphernalia and the desire to find a way to deal with that trend. He added that another city has passed an ordinance that has met all legal challenges, and stated he has been working with the City Attorney to develop a local ordinance that hopefully would be available for the Council's consideration at the next meeting. He stated the applicant has been informed of this and told he might want to wait until the Council takes action. Chief Gannaway also indicated there has been an issue with a massage parlor in town, and staff is looking at developing some licensing requirements for such businesses. Mayor Harycki suggested getting some input from professional therapists when developing the ordinance. Page 5 of 8 City Council Meeting April 3, 2012 NEW BUSINESS Possible Approval to Upgrade Current IT Infrastructure Rose Holman, MIS supervisor, reviewed the request for purchase of new IT infrastructure and the advantages of the new system. On a question by Mayor Harycki, Ms. Holman responded that the plan for later this year is to get a connection between the Water Board and City Hall for connection to the Cartograph systems, and possibly in the future to the finance system. Ms. Holman pointed out that there is roll -over money available as well as money budgeted in 2012 for the requested purchase. Councilmember Roush noted the request has the approval of City Administrator Hansen. Motion by Councilmember Roush, seconded by Councilmember Menikheim, to approve the upgrade. All in favor. Possible Approval of Summer Tuesdays Special Event and Contract Cory Buettner, Leo's Grill and Malt Shop, reviewed the event and request. On a question by Mayor Harycki, he answered they are aware of possible construction in Lowell Park and will work with City staff on alternate locations if necessary. City Administrator Hansen pointed out that the contract is basically the same as last year, and noted that the Council had reviewed the new parking rates earlier in the year. Community Development Director Turnblad noted that one addition to the contract deals with the new irrigation system that would limit the length of stakes and require a damage deposit. Mr. Hansen expressed that he has never received a single complaint regarding this event. Motion by Councilmember Menikheim, seconded by Councilmember Cook, to adopt Resolution 2012 -059, approving 2012 Summer Tuesdays. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None Possible Accepting of Quote for Aquatic Lake Management Plan Public Works Director Sanders reviewed the proposal from Wenck Associates to develop a vegetative management plan for Long Lake, McKusick and Lily Lake. He indicated that the plan would provide a basis to manage the aquatic plants, both submergent and floating. He stated cost for developing the plan is $27,720, which would include compiling data, meeting with stakeholders, and doing some plant surveys to determine the best treatment for the lakes. He pointed out that Wenck estimates it will take about six months to complete the plan, and noted that there is money available in the Storm Water Utility Fund to pay for the plan preparation. Councilmember Roush questioned the need for collecting more data, and Mr. Sanders responded that the data available isn't in -lake data; it relates to impervious surfaces and phosphorus loadings, for example. Mr. Sanders added that there is no data regarding the types of plant communities in the lakes. Mayor Harycki expressed concern about the cost, and indicated he was looking for something more concrete rather than another study. Mr. Sanders conveyed that he does not feel qualified to make a decision about what should be done for each lake. There was a suggestion that Page 6 of 8 City Council Meeting April 3, 2012 perhaps Brown's Creek Watershed District or the Middle St. Croix WMO might have the resources available. Mr. Sanders noted that when he did his original report in January, the Middle St. Croix had a similar proposal that was included in the memo. He noted Middle St. Croix recommended having a qualified consultant develop data, and that plan was for Lake McKusick only at a cost of about $25,000. Councilmember Polehna inquired about the need for the stakeholder meetings, and suggested everyone will have a different idea of what is best. Joe Bischoff of Wenck Associates explained the intent of the stakeholder meetings are to come together on a unified objective on what is trying to be accomplished in a vegetation management plan. City Attorney Magnuson talked about the possibility of forming a lake improvement district, which would provide a combination of funding mechanisms, and noted that before a lake improvement district can be created, a management plan must be in place. Mr. Magnuson also suggested that stakeholder meetings would be of benefit for the ultimate creation of a lake improvement district. On a question by Mayor Harycki, Mr. Sanders stated the previous lake management plan, done by Wenck, dealt with water quality going into the lake. Mayor Harycki asked about the possibility of taking some concrete action this year, and Mr. Bischoff responded that there are permitting issues involved and the DNR likely will want to have some management objectives spelled out. Councilmember Polehna asked whether there is money available from the DNR for control of Eurasian milfoil, and Mr. Bischoff replied that is a possibility. Councilmember Cook asked whether the Middle St. Croix Water Management Organization might contribute to the development of the plan, Mr. Sanders stated he could ask about that possibility. Bruce Werre, 1314 Meadowlark Dr., expressed he would like to see some immediate action should there be an algae bloom and filament growth like last year, but he agreed this plan is needed before there is any lake improvement districting. He also stated he thought bringing the various user groups together would be money well spent in order to achieve consensus. Mayor Harycki expressed concern that folks who might pay some sort of tax through a lake improvement district might have expectations for immediate improvement, when that might take years to achieve. Mr. Werre talked about the importance of communication in dealing with that potential. Councilmember Roush questioned the possibility of doing some harvesting concurrently with the study, and Mr. Bischoff noted that he thought it would be possible. Dorothy Jachim, McKusick Lane, pointed out that Lily and Long lakes both flow into Lake McKusick so all three lakes should be included. She indicated that the water quality groups are not necessarily interested in the aesthetics of the lakes, and she thought the City should be interested in the aesthetics of the lakes as well as the quality of the water and health of the water. Elaine Clark, 1312 Meadowlark Dr., suggested that if the City doesn't moved forward with this, the other studies done are of no value. She added that it seems this might help move forward toward a solution. Councilmember Cook expressed concern that nothing be done to harm the wildlife /animal life. Mr. Bischoff explained that the goal is to enhance the habitat and make it more ecologically Page 7 of 8 City Council Meeting April 3, 2012 sound. He continued that they would not want to do anything that would wipe out amphibians or fish, unless it is for the betterment of the overall ecological balance within the system. Motion by Councilmember Cook, seconded by Councilmember Roush, to adopt Resolution 2012- 060, approve and enter into contract with Wenck Associates, Inc. to develop an aquatic vegetation management plan for Long Lake, Lily Lake and McKusick Lake. Councilmember Cook noted she would hope that there might be some contributions from the watershed districts to help offset some of the costs, along with some way to possibly pare down the cost, perhaps by having fewer stakeholder meetings. Mr. Bischoff explained the reasoning behind the proposed six meetings, but indicated that they could look at the possibility of combining some of the meetings. There was discussion of groups that ought to be notified of the stakeholder meetings. Mr. Sanders stated he would contact Brown's Creek and Middle St. Croix regarding the possibility of some financial contribution toward this effort. Ayes: Councilmembers Cook, Menikheim, Polehna, Roush and Mayor Harycki Nays: None STAFF REPORTS (continued) Rose Holman thanked Council for its support of the health and wellness program, and reported that there is over 50% participation in the program. She pointed out that a recent health fair was very successful. Councilmembers and Mr. Hansen thanked Ms. Holman for her efforts in the program. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adjourn at 8:20 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2012 -056, directing the payment of bills Resolution 2012 -057, resolution authorizing contract with American Sandblasting, Inc. Resolution 2012 -058, designating polling places Resolution 2012 -059, approving 2012 Summer Tuesdays Resolution 2012 -060, approve and enters into contract with Wenck Associates, Inc. to develop an aquatic vegetation management plan for Long Lake, Lily Lake and McKusick Lake Ordinance 1045, an Ordinance amending the Stillwater Code, Chapter 21, General Provisions, Section 21 Subd. 11 Entitled 'Election Wards" Page 8of8 LIST OF BILLS EXHIBIT °A"lO RESOLUTION #2012-061 Ace Hardware Action Rental, Inc. Advanced Gnaph|xInc. American Planning Association Ananmarh Uniform Services, Inc Aspen Mills AT&T Borthe &VVahrmman 0ueCross 8|ue5hie|d of MN Conquest Auto Parts Cole Papers Komcast Corporate Mechanical County Materials Corporation Da|co DLT Solutions, Inc. Element Materials Technology Enterprise Products Operating Ess Brothers & Sons Inc. FastenaYCornpany FB| - LEEDA Flexible Pipe Tool Co. Gopher State One Call, Inc. Grainger Hi|di|nc Holman, Rose |TL Patch Co,Inc. |dentiSvs j.H. Larson Electric Jefferson Fine &Safet« Inc. John Deere h*mdscapeu/Lesco JRK Seed Turf Supply Kath[nnnpanies Lake Country Door, LbC Linner Electric Co. LMC Insurance Trust Lovve's Home Centers Inc. Mac Queen Equipment Inc. K8enands Metropolitan Mechanical Contractors, Inc. Midwest Mechanical Solutions MN Dept. mfPublic Safety K4N Pollution Control Agency Municipal Code Corp. Supplies Rental Equipment Kit Custom Reflective Boat Graphics Membership Towels, Mops-and Uniforms Uniforms Telephone Professional Services Professional Services Equipment Repair Supplies Janitorial Supplies for Parks and Buildings Telephone Equipment Repair Lowell Park Sewer Repairs Repair Supplies Maintenance Agreements Mechanical analysis Propane Equipment Repair Supplies Equipment Repair Supplies Membership Equipment Repair Supplies Billable tickets Equipment Professional Services Reimburse for Expenses Uniforms Datacard Printer Repair and supplies Rebuild Kit Bunker Boots Park Facility Supplies Seed and weed control Auto Maintenance supplies Labor tu diagnose Door Repair Repair Ballast for Apparatus Bay Lights Insurance Supplies Equipment Repair Supplies Equipment Repair Supplies 2nd Qtr Annual Maintenance Agreement Building Repair charges Title Registration Forfeiture Vehicles Stillwater Stage 3 F|omdxva|| Supplement Pages 841.84 400.00 350.00 884.48 240.26 100.41 2,500.00 1,000.00 447.30 4,308.74 2D@.2D 244.00 2,778.75 335.67 1,800.33 174.08 10,942.20 929.28 90.60 SD'OO 1,255.64 178.55 48.28 4,58Q.[0 193.97 38.74 530.93 78.13 295.08 250.34 6,415.70 5,261.81 220.00 277.00 3,305.06 36.44 640.81 943.34 2,162.00 847.00 86.00 1,000.00 952.48 EXHIBIT "A" TO RESOLUTION #2012 -061 Page 2 NAPA Auto Parts Equipment Repair Supplies 156.68 Nardini Fire Equipment ABC Fire Ext. 132.40 NEOPOST USA, Inc. Equipment Repair 945.15 Newman Signs Sign Supplies 2,429.22 Northern Tool Equipment Repair Supplies 96.17 Northland Graphics Office supplies 133.32 O'Reilly Auto Parts Equipment Repair Supplies 271.24 Office Depot Office supplies 555.11 OnSite Sanitation Unit rental 36.80 Pioneer Rim and Wheel Co. Equipment Repair Supplies 41.48 Rosenbauer Firefighting Technology Minor Equipment 97.28 S & T Office Products, Inc. Office supplies 72.14 Sanders, Wacker, Bergly Inc. Professional Services 7,444.16 SGC Horizon LLC Publication 61.25 Springsted Professional Services 42,028.50 Sprint PCS Cell Phone 90.38 St. Croix Boat & Packet Co. Ramp Cleaning for Feb and March 1,500.00 Stillwater Motor Company Vehicle Repair 340.63 Stillwater Towing Towing 267.18 Streicher's Supplies 63.00 Sun Newspapers Publication 287.23 SW /WC Service Cooperatives Retiree Health Insurance and Cobra 52,001.06 Swager Brad New Steel Door Womens Bathroom Pioneer P 180.00 Sykes, Kyle A Reimburse for Toshiba Satellite Laptop 589.17 T.A. Schifsky & Sons, Inc. Asphalt 1,518.40 Toll Gas & Welding Supply Maintenance Agreement 10.51 Trans Union LLC Basic Service 5.00 UHL Company Service Call Parking Ramp Gate Arms 436.00 Unique Paving Materials, Inc. Bulk, UPM winter Asphalt 277.88 United Refridgeration Recovery Service Fee 129.15 Verizon Wireless Cell Phone and Internet 1,788.44 Washington County Assmnt & Taxation 2012 Spec Asmt billing 6,586.00 Washington County Chiefs of Police Assoc 2012 Dues 50.00 Washington County Public Safety Radio 1st qtr radios Fire and Police 9,168.78 White Bear Lake Fire Department Waterous Fire Pump for Fire Boat 3,500.00 Winnick Supply Equipment Repair Supplies 376.13 Wolf Marine, Inc. Propane 128.25 Yocum Oil Company Fuel 6,855.60 Zayo Enterprise Networks,LLC Telephone 580.51 LIBRARY Baker and Taylor Reference Materials 107.08 BWI Library Materials 786.42 Brodart Library Materials 2,406.99 EXHIBIT "A" TO RESOLUTION #2012-061 Heritage Printing Stationery Midwest Tape Audiovisual Materials Recorded Books Language Materials Reliable Appliance Service Equipment Stillwater Public Library SPLF Gift Cards Washington County Library Postage, License Fees, Tech Support Xcel Utilities Page 3 404.80 1,255-84 740.61 650.00 2,458.88 1,229.98 3,987.92 a ter ,. vv CITY COUNCIL MEMO DATE: April 10, 2012 TO: City Council FROM: Bill Turnblad REQUEST: Annual Parking Permit for Stillwater Trolley BACKGROUND Bob Raleigh of Stillwater Trolley Co has been offering trolley tours in downtown Stillwater since 1989. Between 2003 and 2011 he paid an annual parking permit fee of $1,000 ($500 apiece for each of the two trolleys) to reserve two parking spaces on Nelson Street. In 2011 the fee was raised to $1,290.00 to better reflect the adopted fee schedule for reserving public parking spaces for private use. SPECIFIC REQUEST Stillwater Trolley Co has requested approval of their 2012 on- street parking permit. COMMENTS Amount of Fee If the current parking fees were strictly applied, the fee for one reserved spot on Nelson Street (between April 1st and October 31st) would be $1,7491. The cost for two spaces would be $3,498. However, it was recognized by the Parking Commission and City Council when the new fees were adopted that for certain uses such as a trolley, the adopted fee would represent the beginning point of a discussion by the Council to determine the actual fee amount. Instead, of $1,749 per space the Parking Commission and City Council agreed last year that $645 for a space would be sufficient. That represents $3 per day per rather than $9 per day. Related Note The location of the Stillwater Trolley ticket booth is grandfathered. It would not be issued a Special Use Permit to operate where it is if it were requested today. Open sales ' $9 per day for peak season days and $3 for off -peak days. are not allowed on public property and the land upon which the ticket booth is located is owned by the City. However, the ticket booth's location is "grandfathered ". When the SUP was issued the landowner was the BNSF Railroad. The city purchased the railroad property sometime after the ticket booth was moved to it. ALTERNATIVES The Council has the several alternatives, including: 1. Approve issuance of the 2012 parking permit for the two spaces at a modified total fee of $1,290. 2. Approve issuance of the 2012 parking permit for the two spaces at a total standard fee of $3,498. 3. Table the request for additional information. bt Diane Ward From: Karen Raleigh <karen @dishup.us> Sent: Saturday, March 31, 2012 6:34 AM To: Diane Ward Subject: RE: Stillwater Trolley Hi Diane, We are requesting to renew our parking and box office spaces as in the past. We have not raised our prices in 3 years and hope our permits remain the same. Please pass this on to Bill Turnblad since we are traveling at this time and thank you for your assistance. Please call and let me know you received this. 651 - 324 -3365. Sincerely, Bob Raleigh - - - -- Original Message---- - From: Diane Ward [ mailto :dward @ci.stillwater.mn.us] Sent: Thursday, March 29, 2012 1:42 PM To: karen @dishup.us Subject: Stillwater Trolley Bob — I will give your request to Bill and hopefully he can get it on at the April 3 meeting, otherwise it will be on April 17 (which is more than likely). ate illwr T H E BIRTHPLACE O F M I H H E S O TA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: April 12, 2012 RE: Stillwater River Run Stillwater 10 Mile /5 Kilometer Race BACKGROUND Permit applications have been submitted for two foot race events; the "Stillwater River Run" and the "Stillwater 10 Mile /5 Kilometer Race ". The Stillwater River Run (sponsored by Front Runner Events) is planned for Saturday, July 14th from 8 am to noon. It includes two races: 1) a 10 mile race from Square Lake to Sam Bloomer Way via Mulberry Point, and 2) a 5 kilometer race from the Boom Site to Sam Bloomer Way via Mulberry Point. The Stillwater 10 Mile /5 Kilometer Race (sponsored by Mastel Event Management) is planned for Saturday, July 21 st from 6 am to noon. It includes four races: 1) a 10 mile race from Square Lake to Sam Bloomer Way via Mulberry Point, 2) a 5 kilometer race from the Boom Site to Sam Bloomer Way via Mulberry Point, 3) a children's 1 mile race, and 4) a toddler trot. The routes for the events are the same, and can be seen in the attached exhibit. A neighborhood meeting was held for each of the events on March 29, 2012 in City Hall. Notices were sent to all property and businesses owners in Stillwater along the route. Except for the event organizers and City staff, no one attended either neighborhood meeting. CONTRACT Both of these special events will be by contract, since public safety personnel will be required for traffic control. The contract also allows for greater clarification of responsibilities for the various elements of these events. If the Council is comfortable with the contract (see exhibit), it could be approved by adopting the attached resolution of approval. Page 2 of 2 FEES According to the Special Event Policy, the following will be charged for this event. Front Runner Events Park Usage Fee $50.00 Neighborhood Meeting Fees $17.15 Portable restrooms TBD TOTAL $67.15 Mastel Event Management Park Usage Fee $50.00 Outlets: $20.00 per outlet $20.00 Neighborhood Meeting Fees $17.15 Portable restrooms TBD TOTAL $87.15 ACTION REQUIRED Review and take action on special event contracts by both events by approving or denying the attached resolutions. attachments: application materials contract contract resolution .11 IN w 1���__`___�.. ���1'.^���� �i��111�i11111111ri.5•n� 1� *.i��t-. *�,t�i _ �►'•>r ■����Ili friaml�,` •111■■ : �!•�La RON ... . w wi - w ws.t I.i `^r"rlit ■�,� i`l 11La �J'���``i�•��■ `��� i:��'��:Illlii Hill_ +�� ` ��:. _� - ��+r'a `�11.11wA�r �= ..�� r1■► +Il�.liw► ��..- t MEN nn � ,11111 1mi!OA.IS1_ OR MIR dift �� � . .r� ■IR1111: ■ "`fi ■ III +�.�����r1..�•,^� ■ ■tea +tom � 1r .fi' -, ��'-,�: � 't�- ;� # �rVi��� OLL L A�.� � � 1 L�� �.► 4� *Hurl r��� ■�- ■1,11 r� G �a���Mmmm �,1 A � �I��s, *tr�i�..rratgl� 1 VU r- (SilMater EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55082 T H E 9 f M I N N E i o T A Telephone: 651 - 430 -8800 Fax: 6°51 =430 -8809 Incomplete applications or applications received after deadline will not be ofty use ar+h' accepted. See Event Instructions for application deadline and fees. We Application Received !f `- Date of Application: , 2- I Z Types Event Special Event Mien w %�cn Event information Title /Name of Event bti r*L�ff > tver f-w% /ID I'M%lG it Event Date/rime: Set up: Date `% U �'1 y + 'lot t Actual Event: Date Tti_.e igti2011L Cleanup: Date!iA. A-4 201 rime i`f to Time S -00AYA to Pja0tN Time Mph to 2 =60 (Events after 10:00 p.m. require a variance from City Counci€ �1 Location (Address) of Event: 5�0v -hls d UA� "-�{ (if in Lowell Park please specify north or south Lowell park) jA.%Li,PAQ.T • Pr W►; + 5 �` a$ ow. � uxlA . ►Q - ty+ � Description of Event (please be specific - this Information will be used to promote the event on the City of Stillwater website) .1�� t" S' .t.► r f 'j, / �S AT tlaw. a .g► ir�Ci �+w i �i ilk 01,c w. '5:4t' i k0 Estimated Attendance (participants and spectatorsr Applicant Information (Pervon /Grou RespwWble) Sponsoring Organization Name: €^d ,-k w, Nor A 11t w Mailing Address: S S� City, State, Zip Code: `Jtt (ar " i 11A AJ �S l j ) Primary Contact/Applicant Name: 4t 1l ( Phone Number: 6Sil 4$5 -'7g8j Fax: �qj%O f Cell Phone: flit g vt f7 Email Address: + r.3-'k f "V-t err iu,S rL' C Website Address: E,.l'C`t�► ; }� w , �J -U",t, r 4 4\e r 4A SA C a 'V\ Name of contact person during event: €ROV11 F, Cell Phone: Alternate contact during event: �.� la -A �,� Cell Phone: S (.1 i 2�, Refer media or citizens inquires to: Phone: 45 1 tYZg w floq7 L , . .. Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ❑ Yes Number and size: �ov� trvtiS ry.r� nail► ` Will there be any inflatables? No ❑ Yes ( insur ce certificate from rental vendor qulre� n.)L.. \a-IL r +`Sul a,►t'. Will there be entertainment? Na Yes ❑ What type: Feesforelectricitty may apply see instructions tira`SM►atra+r.ou Will sound amplification be used? No ❑ Yes ( Hours and Type:" Will a stage or tent(s) be set up? No Yes ❑ Dimensions: Will there be temporary fencing? No t ' Yes ❑ Will merchandise/food items be sold? No 1 1 Yes ❑ How many Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No Yes ❑ Contact Washington County Health Department, 651- 430 -6655 Will cooking operations be conducted? No + j 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 [ Yes ❑ See Alcohol Regulations in the instructions Will there be a fireworks display? No I Yes ❑ Permit required, contact stiAvater Fire Department, 651- 351 -4950 Describe power needs and location of p wer s urce. =Ak o� VJC u54t A 7,00 © '-ft �,� Q; -t tr-A Describe level of advertisement lie, radio, flyers, ad , tv, re release). Att ch sample if avails lej 1Sa,clrc►� —� we�*S-�e wt kSt CIV-1- ak er►► to5ic Cara r'- W* -t4* i9JeV. -A ct, 4raa1G. "j'w }01 City Services (After reVwMno the event application, qty servicas be , mgmied for the event.) Will event use, close or block any of the following: if yes specify location on site map. kA 16%10,4 City Streets or Right -of -way No ❑ Yes ❑ Start/End Time: W` Date: City Sidewalks or Trails No ❑ Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ❑ Start/End Time: Date: WL Nl&1lt Fees may apply Will event need barricade(s)? No Yes ❑ Number needed: see instructions Will extra picnic tables be needed? No Yes ❑ Number needed: Fees may apply see Instructions 44 F)"- ii ►t5 Will portable restrooms be needed? No O Yes Number needed: ��S 0 r'ur��� Fees may apply see Instructions Will extra trash receptacles be needed? No ❑ Yes O Number needed: P-0-m T "54#— fv`yj Fees may apply t K `.,C Y4i „ see Instructions Describe trash removal and cleanup plan during and afRr event: La,�' �� Sk C�SYti�C W o."t -r C "P S 0- --.4%,� C� S � q�7' f �iJi i�L So,�''n t � r t, �.... S1. 1 � :.� . i�tiC �.�s a .�! e'�'C- �-'. 4h Z �� +� . . �� be st r�ooJ t�. (a, -l'1� t°ri� d -V- f �-c e Will event need traffic control? No ❑ Yes Contact Stillwater Police Department for assistance, 651- 351 -4900 Describe crowd control procedure to ensure the safety of part' pants and spectators: ' � ►x oak -(Le *bC r�6►.� f'o.-,, d Ca,.� rah L-jo , 4-1 { vw' bar r, IL A. %s -VO ICat P S f °c,+►-6so r-5 bRCL �� u N Will No Parking Signs be needed? No O Yes Q Oumberneeded: Fees may apply see Instructions Show location(s) on site map ti Will event need security? No ❑ 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 O Yes [ Contact Lakeview EMS, 651- 430 -4621 Describe plans to provide first aid, if needed;, Vh w(. W --„ aV-P— 1 it 1 % -t e Describe the emergency action plan if severe weat er should arise: e,. ,k w� c 1D� Cw�ce,i {'L T-e ,,P wt s $ba rl`a.ca S� 45' ,4,j,,,'C .,ad�.,�r� b�. Car`ce�.J t� t �sk�.....3 w�.s � r• -� ar�er�.. �..k f wc; sl�w'r List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City "water ynd is `ilea of Lability. t � �• % 5 . ZO ti Signature of Applic nt or Authorized Agent Date (i)FRONTRUNNER March 15, 2012 Beth Wolf City of Stillwater 216 N 4th Street Stillwater, MN 55082 Dear Beth and the City of Stillwater FrontRunner Events and Craig Junkermeier would like to ask for the city's permission to hold a 10 Mile and 5K run is Stillwater this summer. The 10 mile event would start at Square Lake Park and the 5K would start at the Boom Site. Both events would finish in downtown Stillwater. We understand that the city may be working on Lowell Park this summer so the exact location of the finish line would be a location that we would ask the city for help with. Both Craig and FrontRunner Events have had extensive experience in organizing events such as this one. Craig was the original race director of the Lumberjack Days 10 Mile and was the previous owner of Final Stretch, one of Minnesota's premier race management company's. FrontRunner Events organizes over 30 events every year. Our largest event is the St. Paul Triathlon at Lake Phalen. We also organize the square Lake Triathlon, the Oakdale Duathlon and Park Tool Duathlon at Lake Elmo Park Reserve. If the city does consider having a new run this summer, please know that we would do a good job at providing that service. If you need any references, I have worked with Mike Polena and Theresa Young, with Washington County Parks. Amy Larson, Washington County Sheriffs Department and Carol Hanson, Washington County Public Works. Please let me know if yo have any questions. Thanks. "t, r Randy Fulton `'�" FrontRunner Events R vrJ To T'Ht Rive K ATrrv; Berh� S w �E L`f" = �i ti ►s u L � ry � � �t o PO S � L - IJ v�,� Ta w aR 1� j t./ 1, owe LL PAR k , O FMor� f) N 1S N AT AS oR l u t NA�LY P P,O k)St'D . OP'TtOri 112.; F 1 N1S11 R T (AA -2ebO , tE FT e-,nJ fnwu obM % 7)4QOwGN QOvrvpAUUi'. -) PJ\S14 ON (3Y RN6L TO RV(wJE;(L% w\w P,lz� S Fe—U'D (nvs A't TA)S �b! NY, WTI-- 144\A,: SoMI, ROOM AT TM; !E>TiIRT OF TAE RALe `To N�-(OW Act *rm: FiNISH. VJP'TO . S MIL -ES. oRv►caws��t w✓ ware -rO A(,c YY) OPArt -r)AIE Crn E-*) vvlswv -S w 1TT-a `m E T m t FRAmt S Lvvw, Fink lMFQOk taVY- M; vj\LL rv4oy ArJ`r VtwCOQ -S OZ PWT4S Tw s Yty),R, VvIz; w^-u N -OmoTe. LOCAL V1 �A� PAc.K�TS T 1� ur, XO\ ., . R AYVO\j RA LI-Ofj . L R A l- 3U fiJK£�mL`1 APPROVING STILLWATER RIVER RUN (10 MILE AND 5K) AGREEMENT WITH FRONTRUNNER EVENTS BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement between FrontRunner Events and the City of Stillwater for the Stillwater River Run (10 Mile And 5K), as on file with the City Clerk, is hereby approved, and the Mayor and Clerk are authorized to sign said Agreement. Adopted by Council this 17th day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk STILLWATER RIVER RUN (10 MILE AND 51Q AGREEMENT WITH FRONT RUNNER EVENTS THIS AGREEMENT is made this day of , 2012 between the CITY OF STILLWATER, Washington County, Minnesota ("City"), and FRONT RUNNER EVENTS, a ("Front Rung, 1665 9h Street, White Bear Lake, MN 55110. 1. Race. The City hereby author to be known as the "Stillwater River Run" ( tourism within the City of Stillwater and thq the City that will ultimately increase proper thereby promoting the welfare of the City. T1 14, 2012. Allk- ,e and conduct a Race to foster and promote - Lage commerce within in lkwithin the City, ,the race on July are r k .rj:e Park continues south on to9w%a Trail N, then south on State Highway 95 South on Main Street N d East on Mulberry Street to river walk via LSam Bloomer Way. t Wstart at the Boom Site on Minnesota State Main Street N towards Mulberry Street E and East river walk via Mulberry Point to finish line on Sam he Race Course or Start and Finish Lines that deviate from the described in this section may be made only by agreement of and far enough in advance of the Race to allow for public � safety and health considerations to be smoothly adapted to any changes. 4. Limitations. Front Runner agrees that the number of Race participants for all races will be limited to a total of participants. 5. Parking Control. The purpose of the Parking conditions is to ensure that Downtown businesses retain parking availability for their customers during the Race. To further this purpose, 1 (a) Front Runner will: i. Promote remote parking by Race participants by including a parking map and information, along with confirmation cards sent to all Race participants, and on other pre -Race promotional literature. ii. Stillwater including that lefil sundown on the day Front Runner will submit a traffic and participant parking plan to the Police Chief by June 1, 2012,f&r City review and comment. All agreements parking disbursal plan for the id mitigates parking congestion al businesses housed in the ongestion. The plan must o tion with the Stillwater regarding the 6th. tersection all streets and roads on the Race nt sta . c will be allowe i additi ace staff will a eir an rting them 1 emoval. All garbage and refuse generated by the Race, the route, will be removed properly and disposed of by 8. Portable T Front Runner will provide portable toilets that will be placed near the starting line, near the finish line, and spotted throughout the course in keeping with Standard Race Requirements. The number of portable toilets will be established in consultation with the Stillwater Police Chief and Stillwater Public Works Director. All toilets must be removed by sundown on the day of the Race In the event that all portable toilets are not removed in accordance with this requirement, the City is authorized to contract for and remove the toilets and add to costs so incurred to the costs that Front Runner is required to pay pursuant to § 18 of this Agreement. 2 9. Water Stops and First Aid Stations. Water and first aid stations will be established at the start, finishes, and throughout the race course in keeping with National Race Standards for Races. 10. Emergency Plan. The Race emergency plan will be designed by Front Runner with the assistance of National Race experts, Police and Fire Departments for the communities through which the Race will pass, and Lakeview Hospital Emergency Services. This plan must be received by the city at least 60 days prior to the race. 11. Food, Liquor and Vending. liquor or vending, nor will they license others t City parks. This provision does not vent Front food and nonalcoholic beverages to icipa Closing of the Course. and the Race courses hold harmless t brought against Front R of the property owners 0 si upon their movement each such owner by ma on the Friday before Race doctor (MD) with expertise the Emergency Plan. The City nd Front Runner must provide t :;th pose. Front Runner agrees and safety of the Race Runner will not services providing commercial food, e participants in dard recovery be removed by Front Runner Front Runner will make every reasonable effort to notify ig the Race courses of any restrictions that might be placed ce. Leaflets providing this information must be delivered to before the race and delivered to the mailbox of each owner 15. Promotional Activities. Front Runner will consult with the Convention and Visitors Bureau (CVB) and the Independent Business Association (IBA) and the local Chamber to develop a promotional plan that includes information to promote local business and restaurants. 16. Community Participation. The City will work with Front Runner and the Chamber to encourage community participation in Race preparation and Race conduct. This effort will include press releases, mail and media announcements that will describe opportunities for the involvement of local citizens in this Event. 17. Police Power. The City reserves the right to shut down the Race in the event the Chief of Police determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan. In the event of a cancellation of C entitled to deduct actual out of pocket costs the balance to Front Runner. 19. Term. The term of %eement the City on public safety grounds, a discussion of contract terms if circumst es c 20. The of this Contract an are restated as if fu after the deposit i %de, the City will be in prep on f The fie, before returning STATE OF MINNESOT. COUNTY OF WASHINGTON The foregoing instrument was acknowledged before me this day of - 2012, by Brian Front Runner, the ' the duly authorized agent for FRONT RUNNER EVENT MANAGEMENT LLC., a Minnesota limited liability corporation. Notary Public 4 CITY OF STILLWATER 5 AON 1. i I Kvater- EVENTS PERMIT APPLICATION n 216 North 4 th Street, Stillwater, MN 550 E C E I V E of *10111$011% Telephone: 651-430-8800 Fox. 651-43 0_ 09 FEB 2 2 2012 incomplete applications or applications received after deadline will not be -A kati accepted. See Event instructions for application deadline and fees. -,TY bF Vnii pO INF-ERING DEPAjF*ek�` Date of Application: Type: Evert alMrw Title /Name of Event Event Date/rime: Set up: Date 7 79m lid-Ap",A 71me X"- to Actual Event; Date I- 1 At.01.2 Time to : Wgkm to Afppi Clean up: Date 7l0 �1401 Time Wev-4 to P—n (Events after 10:DO p.m. require a variance from City Council Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) 01 111,41" Sf. Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) 72,1 ^,m e/ rX )-*Owd -,&t%e-.S 51jer-AV SCOOI-i4 419"A6gOS 4W0 +r 'I Estimated Attendance (participants and spectatorsg Sponsoring Organization Name: Mailing Address: q3l& City, State, Zip Code: Hl',V410.,Vat , Z Primary Contact/Applicant Name: &1mi Phone Number: Fax* A11A Cell Phone: Email Address: dv^ot V Website Address: 744 Name of contact person during event: 6xitw 1-fA-S-rax- Cell Phone: 0&074 Alternate contact during event: Cell Phone: 766--,116-1 Refer media or citizens inquires to: ep jq0j Aj&rffly Phone: jo/.7.,1 '?0.060,9 1) 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. Will any signs /banners be put up No ❑ Yes Ej' Number and size: Will there be any inflatables? No CY Yes ❑ Insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes What type: A#",*bj4kc rnssS: a Fees for electricity may apply see Instructions Will sound amplification be used? No ❑ Yes p' Hours and Type: $'V °a"' - V"-V . a.y/: c Sousa/ Aw '%"" ju 4,04sGitAr' , Will a stage or tent(s) be set up? No ❑ Yes Dimensions: TizNTS 4,a fr'6i /Q�{at Will there be temporary fencing? No ❑ Yes I01o0"W-/1y A," /s AOWr'kQAw A Will merchandise /food items be sold? No [jr Yes ❑ How many Feesforelectricitymay vendors expected: apply see Instructions Will food be prepared on site? No Q' Yes ❑ Contact Washington County Health Department, 651 - 430.6655 Will cooking operations be conducted? No [vY Yes ❑ Contact Stillwater Fire Department 351 -4950 Will alcohol be served but not sold? No C7' Yes ❑ See Akoho / Regulations in the Instructions Will alcohol be sold? No [v] Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No Yes ❑ Permit required, contact Stillwater Fire Deportment 651- 3514950 Describe power needs and location of power source. r""Yonq ewd c.a�t d wmP&,wo s refW-we �Cfi. 4ti; // tw di Aew j&n"At -ors er loca e �JGr i f ava.' /a6 /e- . Describe level of advertisement Ile, radio, flyers, ads, tv, press release). Attach sample if available IV" SIW6, *A:17iVd broc ku ras, a, • fine •tds (A r ewit* the event application, t ittt "M es may be regnrkd 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 E3' Start/End Time: 7:;V 4.0+1sawl Date: 7/#11/1;t City Sidewalks or Trails No [jr Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes Cr]' Start/End Time: 7 t 3u amin nn Date: Will event need barricade(s)? No ❑ Yes C3' Number needed: Plan, h e,&& Utk3 Fees may apply we Instructions Will extra picnic tables be needed? No C� Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? No Yes Ge Number needed: D ands .a feesmagopp/y 1771 Sit � /O 4* as see Instructions Will extra trash receptacles be needed? No ❑ Yes CJ' Number needed: Sum V-04V, fe; r Fees ouctio apply see Instructions Describe trash removal and cleanup plan during and after event: �a a {(*" A#A -Apof,4 e. J rsdy� /:rr1 reejrYboles /n w.// areas a-/ s ARVrn � r'ol A+'t t • a-M !+'V ah %r -rO !:.171 Jw.l1 6� ,r►o rc�/ 5k Q ae.** .-e,�' frJC o 07 Will event need traffic control? No ❑ Yes R� Contact Stillwater Police 0eportmentfor assistance, 651- 351.4900 Describe crowd control procedure to ensure the safety of participants and spectators: �%It'dC a•.�l fay- v'o �l�rl iF'G C+hM" t oCo ifn s z G MebrS S Oo eA" 4v+7�'e/ he � Msluae dn L'- -7/+'G 0+ df",r'54 . Will "No Parking Signs" be needed? No ❑ Yes R Number needed: f eShowl° on{SJonsite�iap Will event need security? No 2e Yes ❑ If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: N'!tg Will event need EMS services? No ❑ Yes 2" Contact Lakeview Ems, 651- 43a4s21 Describe plans to provide first aid, if needed: iv,'I/ hIle, hsfa, ( 40,1,e- 4V4..A* 4 le 4 -A4- aAL a ewa arnd *o,'11 *meld cribs in ana jexene pvoaeol � S -O(r rvv odj Describe the emergency action plan if severe weather should arise: k-1 "Or bs orb` /eO( /•? Gris/s •�+a,.za a �+ "Pty �F•sa s ��.:fa 6l� df4r e jral! , gle5",�re�r�{td Shdlfe�- loce.�► s to sue`' "�r� �tsrh�Year* . List any other pertinent Information: / *rC "elesed my re•s"p-le .Sea Ae: d;oi ew4#"O-;1 eo. �c•;a1�rs�La.►,c/ �► 6aw�.C- �r8eta� w,`� ,mvJG'st�S. `. E�cAest'tG+7�at,rr 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 resuit from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional Insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillumter and Is a release of Llability- 61t1- 1k&-OeW o/; /,. Signature of Applicant or Authorized Agent Date BRIAN MASTEL 4316 Upton Avenue North • Minneapolis, MN 55412.612- 270 -0829 • brian®masteleventmanagement.com OBJECTIVE To secure an opportunity as an Event Director by applying my passion, knowledge, extensive skill set and successful experience SUMMARY AND QUALIFICATIONS • BA in speech communication with 19+ years of professional experience in large event planning, management and relationship building. • Race director for 16 US National Championship Events. • Strong work ethic with ability to perform autonomously and independently. • Thrive in leadership opportunities with proven record as cooperative and supportive team member. • Advanced computer skills with Microsoft Office including Word, Excel, PowerPoint and Access. EXPERIENCE Mastel Event Management, LLC 2010 - Present Responsibilities include event management, operational consulting and event manual creation, volunteer training, course development, and budget and event timeline development. Clients include both profit and non -profit companies. Work with city, county and state officials to ensure the proper permitting and secure public officials needed to successfully complete the events; negotiate contracts with vendors providing sound, barricades, scaffolding, and other necessary equipment to conduct the events. Specialize in creating event operations manuals, training and managing volunteer committees and staff; and providing unique activation experiences for sponsors. Twin Cities In Motion (formerly Twin Cities Marathon, Inc.), Race Director Minneapolis, MN 2004 -2010 Responsibilities included the planning, organization, staging and implementation of multiple annual events including the 0 largest U.S. marathon. Created three new events including the 2nd largest road mile in the U.S. Led events include the Medtronic Twin Cities Marathon, TC 10 Mile, Medtronic TC 1 Mile, Red, White & Boom! TC Half Marathon, TC 5K, TC l OK, 100% Irish For a Day 5K & 10 Mile, Valentine's Day 5K, and the Twins Territory 4K. Race Director for 16 USA Championship events at the marathon, ten -mile, and one -mile distances. Directed 15 committees with nearly 200 volunteers and a $1 million Operations budget. Worked directly with city and state officials from Minneapolis, the Minneapolis Park Board, Saint Paul, and the State of Minnesota to ensure the proper permitting and secure city officials needed to successfully complete the events; Negotiated contracts with multiple vendors providing sound, barricades, scaffolding, and other necessary equipment to conduct the events. Fleet Feet Sports, Manager Bozeman, MT 2003 -2004 Partner in a new running specialty store in Bozeman Duties included forecasting, stride analysis, and buying footwear & apparel. Responsibilities of store operations included hiring, training and managing new employees, accounting, marketing and public relations. Educational Technologies, Inc., Western Region Manager Bozeman, MT 2001 -2003 Independent pension consultant responsible for the complete local management of the educational contract between ETI and the Public Employee Retirement Systems of Idaho and Montana included overseeing scheduling and material logistic support of large group employer & employee workshops. Designed, produced, and implemented innovative PowerPoint presentation materials, newsletters, workbooks, and videos. Presented and facilitated workshop content to employers throughout Idaho and Montana. Managed and trained a group of 10 to 12 instructors throughout the two state region. Other duties included marketing ETI services to both public and private sector companies. These services include financial and retirement planning and education. ACTIVITIES AND MEMBERSHIP USA Track & Field Men's Long Distance Running Executive Committee Member, 2008- present USA Track & Field Minnesota Men's Long Distance Running Chair, 2011- present Six -time marathon finisher and participant in multiple other road race events EDUCATION BA Speech Communication, with minor in Business Administration 1996 Montana State University, Bozeman, MT Brian Mastel 4316 Upton Avenue North. Minneapolis, MN 55412 . 612- 270-0829 • briar anasteleventmanaLeement.com PROFESSIONAL REFERENCES Charlie Wasley Event Manager, Life Time Fitness Chanhassen, MN 952- 229 -7368 Lauren Jones Account Manager Business Development, Eastbay Wausau, WI 715- 261 -9325 Dee Stathis Director of Logistics and Operations, Dick's Sporting Goods Pittsburgh Marathon Pittsburgh, PA 412- 773 -1044 Sean Ryan Race Director, Cellcom Green Bay Marathon/Senior Event Manager, Bellin Run Green Bay, WI 920 -606 -2458 Jon Carver Carlson Race Director, Grandmas Marathon Duluth, MN 218- 727 -0947 2012 RACES Dick's Sporting Goods Pittsburgh Marathon Cellcom Green Bay Marathon Bellin Run Grandmas Marathon Life Time Fitness Minneapolis Triathlon Life Time Fitness Torchlight 5K Stillwater 10 Mile & 5K Women's Running Magazine Eastbay Half Marathon & 5K Hornet Hustle 5K Life Time Fitness Turkey Day 5K APPROVING STILLWATER 10 MILE, 5K, KID'S ONE MILE & TODDLER TROT AGREEMENT WITH MASTEL EVENT MANAGEMENT, LLC BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement between Mastel Event Management LLC and the City of Stillwater for the Stillwater 10 Mile, 5K, Kid's One Mile & Toddler Trot, as on file with the City Clerk, is hereby approved, and the Mayor and Clerk are authorized to sign said Agreement. Adopted by Council this 17th day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk STILLWATER_ 10 MILE, 5K, KID'S ONE MILE & TODDLER TROT AGREEMENT WITH MASTEL EVENT MANAGEMENT, LLC THIS AGREEMENT is made this day of ' 2012 between the CITY OF STILLWATER, Washington County, Minnesota ( "City "), and MASTEL EVENT MANAGEMENT LLC, a Minnesota limited liability co tion ( "Mastel "), 4316 Upton Avenue N., Minneapolis, MN 55412. L Race. The City hereby author known as the "Stillwater 10 Mile, 5K, Kid's order to foster and promote tourism within � encourage commerce within the City that will of life within the City, thereby promoting the Friday July 20, 2012 and run on th rday 2012. Trot. Kid's One Mile and Toddler I start at Square Lake Park continues south on towards Arcola Trail N, then south on WEte Highway 95 South on Main Street N ast on Mulberry Street to river walk via on Sam Bloomer Way. T e will start at the Boom Site on Minnesota State towar Main Street N towards Mulberry Street E and East Street to river walk via Mulberry Point to finish line on Sam Ka Mile. The race will start on Main Street N towards Mulberry Stree and East on Mulberry Street to river walk via Mulberry Point to finish line on Sam Bloomer Way. (d) Toddler's Trot The race will occur on the river walk and end on Sam Bloomer Way. (e) Changes in the Race Course or Start and Finish Lines that deviate from the Race Course described in this section may be made only by agreement of the Parties, and far enough in advance of the Race to allow for public input, public safety and health considerations to be smoothly adapted to any changes. 1 4. Limitations. Mastel agrees that the number of Race participants for all races will be limited to a total of participants. 5. Parking Control. The purpose of the Parking conditions is to ensure that Downtown businesses retain parking availability for their customers during the Race. To further this purpose, (a) Mastel will: Promote remote parking parking map and informa to all Race participant literature. The parties agree finish the Race in th town. Course course with Fffaffic and pd , 2012 for City participants by including a with confirmation cards sent other pre -Race promotional parking plan to the id comment. parking sal plan for the wand mitigates g congestion normal business s housed in the Race congestion. The plan must Ilation with the Stillwater Police iutside agencies, regarding the no later than July 6th. 7. Garbage and Rubbish Removal. All garbage and refuse generated by the Race, including that left by spectators along the route, will be removed properly and disposed of by sundown on the day of the Race. 8. Portable Toilets. Mastel will provide portable toilets that will be placed near the starting line, near the finish line, and spotted throughout the course in keeping with Standard Race Requirements. The number of portable toilets will be established in consultation with the Stillwater Police Chief and Stillwater Public Works Director. All toilets must be removed by sundown on the day of the Race. 2 In the event that all portable toilets are not removed in accordance with this requirement, the City is authorized to contract for and remove the toilets and add to costs so incurred to the costs that Mastel is required to pay pursuant to § 18of this Agreement. 9. Water Stops and First Aid Stations. Water and first aid stations will be established at the start, finishes, and throughout the race course in keeping with National Race Standards for Races. 10. Emergency Plan. The Race emergency plan w' , be designed by Mastel with the 14. Public . Mastel will make every reasonable effort to notify property owners and businesses alo a Race courses of any restrictions that might be placed upon their movements during the Race. Leaflets providing this information must be delivered to each such owner by mail one week before the race and delivered to the mailbox of each owner on the Friday before Race day. 15. Promotional Activities. Mastel will consult with the Convention and Visitors Bureau (CVB) and the Independent Business Association (IBA) and the local Chamber to develop a promotional plan that includes information to promote local business and restaurants. 16. Community Participation. The City will work with Mastel and the Chamber to encourage community participation in Race preparation and Race conduct. This effort will 3 include press releases, mail and media announcements that will describe opportunities for the involvement of local citizens in this Event. 17. Police Power. The City reserves the right to shut down the Race in the event the Chief of Police determines that the public safety is threatened, or the health or safety of Race participants is threatened because of weather, temperatures, or any unforeseen cause that threatens the public health or safety or if closure is directed by the Medical Doctor designated by the Race in the Emergency Plan. sit is made, 'We City will be for the Race, before returning unless terminated earlier by kght in each year to reopen contract adjustments. by the Organization is considered part .on or conditions imposed by the City have set their hands effective the day and year first MASTEL EVENT MANAGEMENT, LLC. 0 Its 4 Brian Mastel STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON The foregoing instrument was acknowledged before me this day of 2012, by Brian Mastel, the , the duly authorized agent for MASTEL EVENT MANAGEMENT LLC., a Minnesota limited liability corporation. acOWledged before me this day of Mayor, and Diane F. Ward, Clerk, for the City of Notary Public E MEMORANDUM TO: Mayor & Council FROM: Diane Ward, City Clerk SUBJECT: 2012 Farmer's Market Attached is the event application and contract for the 2012 Farmer's Market. Their request is to use the entire Riverview Lot and the Veteran's Memorial Committee does not see any issue with the arrangement with the Farmer's Market. RECOMMENDATION: It is recommended that the event and contract be approved for 2012. As noted in the contract they will pay for 1/3 of the portable restroom cost as they have in the past. Last year Council waived the parking space fee as Cub Foods pays for the majority of the maintenance on the lot through fees they pay. ACTION REQUIRED: If Council concurs with the recommendation, they should pass a motion adopting a resolution entitled "A resolution approving the 2012 Stillwater Farmer's Market Agreement." A RESOLUTION APPROVING THE 2012 STILLWATER FARMER'S MARKET AGREEMENT BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the Agreement between Stillwater Farmer's Market Association and the City of Stillwater for the use of the Riverview Lot for the 2012 Farmer's Market, as on file with the City Clerk, is hereby approved, and the Mayor and Clerk are authorized to sign said Agreement. Adopted by Council this 17th day of April, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk AGREEMENT THIS AGREEMENT made this day of , 2012 between the CITY OF STILLWATER, Washington County, Minnesota ( "City ") and STILLWATER FARMER'S MARKET ASSOCIATION, c/o Beverly Friendt, its President, 3503 Long Lake Road E, Pine Springs, MN 55115 ( "Farmer's Market "). 1. The City of Stillwater has authorized the Farmer's Market to use park -e the parking lot located on the corner of Third and Pine Street for the purpose of conducting a farmer's market where vendors will offer agricultural goods and related merchandise for sale to the public. 2. The Farmer's Market is authorized to use the site from June 1st through October 31st of the year 2012 and to operate the market from 6:00 a.m. to 12:30 p.m. every Saturday during the above term. 3. The Farmer's Market must provide a certificate of insurance in a form and sufficiency as approved by the City Attorney. 4. Market signage must be approved by the Community Development Director including the size and location of signs and banners. 5. The City will provide a toilet for use of vendors and patrons throughout the period of their use. The portable toilet will be located in the upper parking lot on Fourth Street. The Farmer's Market shall reimburse the City for one —third (1/3) of the seasonal costs of the toilet. Approved by the City of Stillwater under authority of the City of Stillwater. CITY OF STILLWATER Ken Harycki, Its Mayor ATTEST: Diane F. Ward, Its City Clerk STILLWATER FARMER'S MARKET ASSOCIATION By Beverly Friendt, Its President STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON ) On this day of , 2012, before me, a Notary Public within and for said County, appeared Ken Harycki, and Diane F. Ward, to me personally known who, being duly sworn, did say that they are the Mayor and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota municipal corporation. Notary Public STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2012, by Beverly Friendt, the President and duly authorized agent for Stillwater Farmer's Market Association. Notary Public -2- EVENTS PERMIT APPLICATION - i I Water IL T 11100-- 216 North 4th Street, Stillwater, MN 55rMEA T a r I E i M L A C E Of Y I Y Y E f E t A Telephone: 651 - 430 -8800 Fax: 651 -430 Incomplete applications or applications received after deadline will not be office Use only accepted. See Event Instructions for application deadline and fees. Date Applicati Date of Application: �� / Type: Event spel E -C -EF-1 V MAR 12 2012 Event Information* Title /Name of Event Event Date/Time: Set up: Date ^✓� �jo - Time to /� %'XU to %7. "'y Actual Event: DaterJ6� cr ,r Time Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event:,2 !�',•s!� (if in Lowell Park please specify north or south Lowell park) Descripttiiioo/n� of Event (please be specific -this iiJ7nfoo/rma�tio�n /willbye used to promote the event on the City of Stillwater website) Estimated Attendance (participants and spectators): Applicant Information (Person /Group Responsible) Sponsoring Organization Name: Mailing Address: City, State, Zip Code:, Primary Contact/Applicant Name: ��,� •� ;,�d/ �� Phone Number: Fax: Cell Phone: Email Address: Website Address: Name of contact person during event: Cell Phone: Alternate contact during event: Cell Phone: Refer media or citizens inquires to: Phone: Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ❑ Yes Number and size: Will there be any inflatables? No )"ej Yes ❑ insurance certificatefrom rental vendor is required Will there be entertainment? No 3d Yes ❑ What type: Fees for electricity may apply see Instructions Will sound amplification be used? No Yes ❑ Hours and Type: Will a stage or tent(s) be set up? No V Yes ❑ Dimensions: Will there be temporary fencing? No iV] Yes El Will merchandise /food items be sold? No ❑ Yes 90" How many Fees for ekctrkity may vendors expected: apply see instructions 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 Akohol Regulations in the instructions Will alcohol be sold? NO Yes ❑ See Alcohol Regulations in the Instructions Will there be a fireworks display? No ,�j Yes ❑ Permit required, contact StUhvater Fire Department 651- 351 -4950 Describes power needs and location of power source. Describe level of advertisement Ile, radio, flyers, ads, tv, press release). Attach sample if available City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No Yes ❑ Start/End Time: Date: City Sidewalks or Trails ,�cc,, NoI Yes ❑ Start /End Time: Date: Public Parking Lots or Spaces No ❑ Yes Start/End Time: rte/ Date: Will event need barricade(s)? No Yes ❑ Number needed: Fees may apply see instructions Will extra picnic tables be needed? NojCN Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? No ❑ Yes Number needed: Fees may apply see Instructions Will extra trash receptacles be needed? No%1 Yes ❑ Number needed: Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Will event need traffic control? No Yes ❑ Contact Stillwater Police Departmentfor assistance, 651 -351 -49W Describe crowd control procedure to ensure the safety of participants and spectators: Will "No Parking Signs" be needed? No Egl� Yes ❑ Number needed: Fees may apply see Instructions show location(s) on site map Will event need security? No 16 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 (G1 Yes ❑ Contact Lakeview EMS, 651 - 4304621 Describe plans to provide first aid, if needed: Describe the emergency action plan if severe weather should arise: List any other pertinent information: 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" maybe required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee far 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 $Mlwater and is a rele of Liaoility, Signature of Applicant or Authorized Agent Date ORDINANCE NO. AN ORDINANCE TO CREATE AND ENACT SECTION 52 -17 OF THE STILLWATER CITY CODE RELATING TO DRUG PARAPHERNALIA. The City Council of the City of Stillwater does ordain: Section 52 -17 of the Stillwater City Code is hereby enacted to read as follows: Subd. 1. It is unlawful for any person knowingly and intentionally to use or possess drug paraphernalia. Any violation of this section is a petty misdemeanor. Subd. 2. It is unlawful for any person knowingly and intentionally to sell, offer for sale or place in any newspaper, magazine, handbill or online publication any advertisement or proclamation for sale of drug paraphernalia a violation of this section is a misdemeanor. Subd. 3. Definitions. Minnesota Statute chapter 152 and the definitions contained in that chapter are adopted and made a part of this ordinance by * Paraphernalia includes, without limitation: A. Kits used, intended for use, or designed for use in planting, propagating, cultivating, growing, or harvesting of any species of plant which is a controlled substance or from which a controlled substance can be derived. B. Kits used, intended for use, or designed for use in manufacturing, compounding, converting, producing, processing or preparing controlled substances. C. Isomerization devices used, intended for use, or designed for use in increasing the potency of any species of plant, which is a controlled substance. D. Testing equipment used, intended for use, or designed for use in identifying or in analyzing the strength, effectiveness, or purity of controlled substances. E. Scales and balances used, intended for use, or designed for use in weighing or measuring controlled substances. F. Diluents and adulterants, including quinine hydrochloride, mannitol, dextrose, and lactose, used, intended for you, or designed for use in cutting controlled substances. G. Separation gins and sifters used, intended for use, or designed for use in removing twigs and seeds from, or in otherwise cleaning or refining, marijuana. H. Blenders, bowls, containers, spoons, grinders, and mixing devices used, intended for use, or designed for use in compounding, manufacturing, producing, processing, or preparing controlled substances. I. Capsules, balloons, envelopes, and other containers used, intended for use, or designed for use in packaging small quantities of controlled substances. J. Containers and other objects used, intended for use in storing or concealing controlled substances or products or material used or intended for use in manufacturing, producing, processing or preparing controlled substances. K. Objects used, intended for use, or designed for use in ingesting, inhaling, or otherwise introducing controlled substances to include but not limited to marijuana, cocaine, hashish, or hashish oil into the human body including: a. Metal, wooden, acrylic, glass, stone, plastic, or ceramic pipes with or without screens, permanent screens, hashish heads, or punctured metal bowls. b. Water pipes. c. Carburetion tubes and devices. d. Smoking and carburetion masks. e. Objects, sometimes commonly referred to as roach clips, used to hold burning material, for example, a marijuana cigarette that has become too small or too short to be held in the hand. f. Miniature cocaine spoons and cocaine vials. g. Chamber pipes. h. Carburetor pipes. i. Electric pipes. j. Air - driven pipes. k. Chillums. 1. Bongs. m. Ice pipes or chillers. L. Ingredients or components to be used or intended or designed to be used in manufacturing, producing, processing, preparing, testing, or analyzing a controlled substance, whether or not otherwise lawfully obtained, including anhydrous ammonia, nonprescription medications, methamphetamine precursor drugs, or lawfully dispensed controlled substances. Subd. 4. Drug Paraphernalia Guidelines. In determining whether an object is drug paraphernalia, a court or other authority shall consider, in addition to all other logically relevant factors: A. Statements by an owner or by anyone in control of the object concerning its use. B. Prior convictions, if any, of an owner, or of anyone in control of the object, under any state of federal law relating to any controlled substance. C. The proximity of the object, in time and space, to a direct violation of this ordinance. D. The proximity of the object to controlled substances. E. The existence of any residue of controlled substances on the object. F. Direct or circumstantial evidence of the intent of an owner, or of any person in control of the object, to deliver the object to another person whom the owner or person in control of the object knows, or should reasonably know, intends to use the object to facilitate a violation of this ordinance. The innocence of an owner, or of any person in control of the object, as to a direct violation of this ordinance may not prevent a finding that the object is intended or designed for use as drug paraphernalia. G. Instructions, oral or written, provided with the object concerning the object's use. H. Descriptive materials accompanying the object, which explain or depict the object's use. I. National and local advertising concerning the object's use. J. The manner in which the object is displayed for sale. K. Whether the owner, or anyone in control of the object, is a legitimate supplier of like or related items to the community, for example, a licensed distributor or dealer of tobacco products. L. Direct or circumstantial evidence of the ration of sales of the object or objects to the total sales of the business enterprise. M. The existence and scope of legitimate uses for the object in the community. N. Expert testimony concerning the object's use. O. The actual or constructive possession by the owner or by a person in control of the object or the presence in a vehicle or structure where the object is located of written instructions, directions, or recipes to be used, or intended or designed to be used, in manufacturing, producing, processing, preparing, testing or analyzing a controlled substance. Enacted by the City Council of the City of Stillwater this day of , 2012. CITY OF STILLWATER Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk MEMORANDUM TO: Mayor and City Council FROM: Toffy Kraftson, Assistant City Engineer 78'K DATE: April 13, 2012 RE: 2012 Street Improvement Project Project 2012-02 Bids for the 2012 Street Improvement project were opened on Friday, April 13, 2012. The bid data is being complied and verified and will be available at the time of the Council meeting. Administration TO: Mayor & City Council FROM: Diane Ward, City Clerk SUBJECT: Special Events: Stillwater Parade Stillwater Onmiurn Attached are the Special Event applications for the Stillwater Parade and Stillwater Omnium. Both of these events had neighborhood meetings on Wednesday, April 11 as required by the Special Event Policy. The organizers of these new events submitted their applications the later part of March and require lead time for the organization of their events; therefore they have requested that they be placed on the Council agenda for Tuesday, April 17. Staff has not been able to prepare the information or the contracts based on information from the neighborhood meetings or staff review for Council approval on such short notice. ACTION REQUIRED: Review and discuss the proposed events. Should Council wish to approve the two events, they should direct staff to prepare the contracts for approval at the May 1, 2012 meeting. e EVENTS PERMIT APPLICATIOOR V 49:A=� 216 North 4 th Street, Stillwater, MN S1082 THE SINTHIPLACE OF MINNESOTA Telephone. 651-430-8800 Fax. 651-430-8809 MAR 2 6 2o,2 Incomplete applications or applications received after deadline will not be L' Ce se CITY Op ISTILLWA-re, RING accepted. See Event Instructions far application deadline and fees. OateAppli t�icid—�e NT 't Sp Date of Application: 6 Type: Event Special Event Event w/ Con ra Event Information Title/Name of Event 5�illbdklz-OK Date up: Time to -3 ;0/v Event Date/Time: Set Actual Event: Date Time to Clean up: Date Z 0 Time E56-PW 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) Description of Event (please be specific -this inf ormatio ill be used to promote the event on the Ci of Stillwater website) e, /p 71 /1 L9 (7p 7710" Estimated Attendance (participants and spectators): 67 jP !2�1 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: -7';1Y4 Mailing Address: cc rn 7 PfielT eelfd City, State, Zip Code: tofl- 7 Primary Contact/Applicant Name: OZ ia iCX Z4!C4W/,3ek/7- Phone Number: G'12-5-7o---3 -?1/ 41 Fax: Cell Phone: 61Z-5-;75'— 557Y� Email Address: 5i,'hyeV e 14:11-Alz� WebsiteAddress: R/40/&. Name of contact person during event:' Cell Phone: one:612-5 -7e Alternate contact during event:f f Cell Phone: Refer media or citizens inquires to: � a� r Phone: W/'/Z Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event features Will any signs /banners be put up No Yes ❑ Number and size: Will there be any inflatables? No Yes ❑ insurance certificate from rental vendor is required Will there be entertainment? No ❑ Yes er What type: 1A, 105;4 Fees for electricity may ply see Instructions Will sound amplification be used? No Yes ❑ Hours and Type: Will a stage ortent(s) be set up? No Q' Yes F-1 Dimensions: Will there be temporary fencing? No ❑ Yes.�1 Will merchandise /food items be sold? No ,� Yes ❑ How many Fees for electricity Instr Instructions vendors expected: apply seelnstrarrions Will food be prepared on site? No Yes ❑ Contact Washington County Health Department, 651- 430 -6655 Will cooking operations be conducted? No Yes ❑ Contact stinwater Fire Deportment, 351 -4950 Will alcohol be served but not sold? No ❑ Yes Led' see Alcohol Regulations in the Instructions Will alcohol be sold? No p' 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. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available 7e0 �-� Tom, City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No ❑ Yes 21'� Start /End Time: qp Date: Z; 30 City Sidewalks or Trails No C3� Yes ❑ Start /End Time: Date: Public Parking Lots or Spaces No L✓J Yes O Start /End Time: Date: Will event need barricade(s)? No Yes ❑ Fees may apply Number needed: see Instructions Will extra picnic tables be needed? No ❑ Number needed: Fees may apply see Instructions 0 Wil! portable restrooms be needed? No ❑ Yes 3 p Number needed: Fees may apply see instructions Will extra trash receptacles be needed? No,, 2'' Yes ❑ Number needed: Fees may apply see instructions Describe trash removal and cleanup plan during and after event: Zif7,,-, Af 6 DIIA .03-ree. Will event need traffic control? No ❑ Yes e----,Contoct Stillwater Police Deportment for assistance, 651 - 351 -4900 Describe crowd control procedure to ensure the safety of participants and spectators: Will "No Parking Signs" be needed? No [Y Yes ❑ Number needed: Fees may apply see instructions Show location(s) on site map r Will event need security? No 0 Yes ❑ if event is overnight, security will be required. If using private secuuity, list Security Company and Contact Information: Will event need EMS services? No ❑ Yes V- cantoctLakeviewEMS,651- 430.4621 Describe plans to provide first aid, if needed: /C 11t t t4-5Zre Describe the emergency action plan if severe weather should arise: Y List any other pertinent information: The sponsors) 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 Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent Dote Total Travel Estimate: Q, ..r.` .rr. MML nrr r r w► rrri about 3 minutes What is your 2012 Credit Score ?` Excellent 7SO -840 Good 660-749 Fair 620-659 0 Poor 340-619 1 Don't Know ? ? ?? Find out INSTANTLYI FnMSCOMcm, OPP Curve Grest FAv -� TOW CW _ "pguest I i00m 02012 MapQueet - Portions 02012 NftYTEQ, interm I Terms ®2011 MapQuest, Inc. Use of directions and maps is subject to the MapQuest Terms of Use. We make no guarantee of the accuracy of their content, road conditions or route usability. You assume all risk of use. View Terms of Use Patc r $22 For A College Team Logo Rug - Shipping the ei Included ($39.99 Total Va... on Stillwater Patch mapiquest Map of: Stillwater, MN 55082 Notes What is Your 2012 Credit Score? 02011 MapQuest, Inc. Use of directions and maps is subject to the MapQuest Terms of Use. We make no guarantee of the accuracy of their content, road conditions or route usability. You assume all risk of use. View Terms of Use t $22 For A College Team Logo Rug - Shipping ��I Included ($39.99 Total Va... on Stillwater Patch 4 N0i"10 Dear City Council members, I am proposing before you a bicycle race activity, that would include families, racers and the local community. The race would start and finish at the Lift Bridge Brewery on Tower Drive. ,- 1 A 1.3 miles loop : starting on Tower Drive, taking a wright on Washington Avenue, another wright on Curve Crest BLVD, another wright on Northwest Avenue, and a final wright on Tower Drive. Finishing in front of Lift Bridge Brewery. Start Time: The race would start at 9.30 am and finish at 2.30pm. There will be 6 categories with a combination of 30 minutes, 40 minutes and the last race to be 60 minutes long. Course would need to close during the races, and would re open In between categories. sincerel Olivier Vrambout cfoMapMylRide ROUTE: n 'r 1E bkAP D Oti ?2t t- f�052 LOCATION: LA (,ROSSL W! DISTANCE, 0,a6 t =,c miles Event Distance Prize .Park 9:00 AM Jr. Boys 10 -14 30 Min. + 1 lap Prizes $15 st Jr. Girls 10 -14 30 Min. + i lap Prizes $15 9:40 AM r � _ $15 st mss r M � $15 st Jr. Boys 17 -18 LA a,�xtf, Jay st King St .M1 i.r co +a Ca58 St +� se Jay SI C;7 t. ®Crr M rn Camero n Park :n to Cass Si z Cass St 03 Map da4=012G000le., Sunday, May 6th - Riverside Park La Crosse, Wisconsin Time Event Distance Prize Fee 9:00 AM Jr. Boys 10 -14 30 Min. + 1 lap Prizes $15 st Jr. Girls 10 -14 30 Min. + i lap Prizes $15 9:40 AM Jr. Boys 15 -16 40 Min. + I lap Prizes $15 st Jr. Girls 15 -16 40 Min. + 1 lap Prizes $15 st Jr. Boys 17 -18 40 Min. + i lap Prizes $15 st Jr. Girls 17 -18 40 Min. + 1 lap Prizes $15 10:30 AM Mens 50 + 45 Min. + 1 lap $100/5 $35 11:25 AM Men Cat 4/5 45 Min. + 1 lap $250/6 $35 12:20 PM Masters 35+ Cat 3/4/5 45 Min. + i lap $250/6 $35 1 :15 PM Women Open 60 Min. + 1 lap $400/8 $35 2:25 PM Men Cat 3 60 Min. + I lap $400/8 $35 3:35 PM Masters 35+ Cat 1/2/3 60 Min, + 1 lap $400/8 $35 4:45 PM Men Pro 1/2 60 Min. + 1 lap $800 /10 $35 © 2012. All Rights Reserved. La Crosse Omnium CR r G: .sa.:ca rR�€ seur*s USA Cycling event permit: *2012 -47 G creative by ;?�::. . _ .:1, _ _ & Synergy Leadership G HIGHWAY TECHNOLOGIES 4N * atz T"E 111THPL&C9 OF 19 INMI38T♦ EVENTS PERMIT APPLICATION 216 North 4 th Street, Stillwater, MN 55 Telephone: 651 -430 -8800 Fax: 651 -= Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 3 __7_, /e� Date Type: 180ic C _V 1 Received 3 i C/ (4/ent w/ bntra Event Information Ail M� Title /Name of Event Stillwater Parade Event Date/Time: Set up: Date 7/21/12 Time 12 to 5 pal Actual Event: Date 7/22112 - ='hut` Time 10 to 4 Clean up: Date 7/22 -7/23 Time 4 to 10 (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: See map (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific -this information will be used to promote the event on the City of Stillwater website) Community -wide celebration bringing together all aspects of our great city. The Color Guard will present the flag followed by Armed Forces Veterans and active -duty personnel. The parade will continue with City of Stillwater Police and Fire units, followed by civic and non - profits organizations. Various local businesses, elected officially and political hopefuls will complete the ensemble. We hope to attract marching bands and other forms of mobile entertainment. "Who doesn't love a parade ?" Estimated Attendance (participants and spectators): 40,000 Applicant Information (Person /Group Responsible) Sponsoring Organization Name: Summer Tuesday, Inc. Mailing Address: 101 Water Street City, State, Zip Code: Stillwater, MN 55082 Primary Contact /Applicant Name: Cory Buettner Phone Number: 651 295 4725 Fax: Cell Phone: 651 295 4725 Email Address: corybuettner @netzero.com Website Address: www.summertuesdays.com Name of contact person during event: Cory Buettner Cell Phone: 651 295 4725 Alternate contact during event: Randy Gutzman Cell Phone: 651261-0028 Refer media or citizens inquires to: Cory Buettner Phone: 651 295 4725 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs /banners be put up No ❑ Yes ® Number and size: Main Street if available Will there be any inflatables? No ® Yes ❑ insurance certi} icatefrom rental vendor isrequired Will there be entertainment? No ❑ Yes ® What type: Marching bands, etc Feesfor electricity may apply see Instructions Will sound amplification be used? No ❑ Yes ® Hours and Type: 1 -4 pm; from various floats Will a stage or tent(s) be set up? No ® Yes ❑ Dimensions: Will there be temporary fencing? No ❑ Yes ❑ Will merchandise /food items be sold? No ® Yes O How many Fees for electricity may vendors expected: apply see instructions 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 ® 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. Not Applicable Describe level of advertisement lie, radio, flyers, ads, tv, press release). Attach sample if available Radio, Flyers, Facebook, Press Release City Services (After reviewing the event application, City services maybe requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right -of -way No ❑ Yes ® Start/End Time: 5pm -5pm Date: 7/21 -7/22 City Sidewalks or Trails No ® Yes ❑ Start/End Time: Date: Public Parking Lots or Spaces No ❑ Yes ® Start/End Time: SJHS 9 -5 Date:7/22/12 Will event need barricade(s)? No ❑ Yes ® Number needed: Defer to Stillwater Police Fees may apply see Instructions Will extra picnic tables be needed? No ® Yes ❑ Number needed: Fees may apply see Instructions Will portable restrooms be needed? No 171 Yes ® procure p see Instructions Number needed: Plzadvise, we will Fees may Will extra trash receptacles be needed? No ® Yes ❑ Number needed: fees may apply see Instructions Describe trash removal and cleanup plan during and after event: The last exhibit will be a service organization (possibly Boy Scouts) who be equipped with garbage bags and rolling garbage cans to collect the bulk of the trash along the route. We will ask for assistance from waste company regarding recyclables. We will pick up Washington Square Park & Pionner Park after spectators have vacated. We will ask for assistance from Stillwater Public Works regarding street sweeping etc. Will event need traffic control? No ❑ Yes ® contact Stillwater Police Departmentforassistance, 651 - 351 -4900 Describe crowd control procedure to ensure the safety of participants and spectators: We will coordinate with Stillwater Police Will "No Parking Signs" be needed? No ❑ Yes ® Number needed: Parade Route Fees may apply see Instructions Show location(s) on site map Will event need security? NO ® Yes ❑ if event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Not Applicable Will event need EMS services? No ❑ Yes ® Contact Lakeview EMS, 651- 430 -4621 Describe plans to provide first aid, if needed: We will coordinate with businesses along parade route (Nelsons, Just For Me Spa Len's, Harbor Bar) to assist in first aid. Describe the emergency action plan if severe weather should arise: Stillwater Junior High School for emergency shelter if needed during pre - parade assembly. List any other pertinent information: 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" maybe required if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their Interest may appear. " As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Still ater an is pqEleaseo Liu il' X 12- Sig ur of Applicant or Authorized Agent Date _ Grand Parade Click on menu item above for more information r A a ' St Ctax Ave W 2 Page 2 of 3 * Sensor Pack This site and all its contents Copyright ©1998 -2012 Lumberjack This site created and maintained by Tyler Eckberg This page last updated on 316/2012 8:54:21 PM http: / /www.lwnber ackdays.com/parade—one—mile—run.asp 3/21/2012 u i a+au i ai auv, Click on menu item above for more information I ~ `4 t 0 w �S 7` oys A -y o � � c o St CTzix Aw VO yi "s a 3) At � $tatrlark %rrie Obve St W Benson Perk f .1113% All V If, VIV S View Larger Man rage z or .s s y� i z � 5 s a x z i Z lw "' Gam• e'' L. 6 c.+ c.> QL old a �! A � i This site and all its contents Copyright ©1998 -2012 Lumberjack This site created and maintained by Tyler Eckberg This page last updated on 3/6/2012 8:54:21 PM http: / /www.lumber ackdays.com/parade—one—Mile—run.asp 3/21/2012 V JC Sao x Facts %rrie Obve St W Benson Perk f .1113% All V If, VIV S View Larger Man rage z or .s s y� i z � 5 s a x z i Z lw "' Gam• e'' L. 6 c.+ c.> QL old a �! A � i This site and all its contents Copyright ©1998 -2012 Lumberjack This site created and maintained by Tyler Eckberg This page last updated on 3/6/2012 8:54:21 PM http: / /www.lumber ackdays.com/parade—one—Mile—run.asp 3/21/2012 water iHE: 6I R'1 HAI Ais ©( M NN1.SHiA. Memo To: Mayor and City Council, and City Administrator From: Shawn Sanders, Director of Public Works Nick Chaves, Assistant Public Works Superintendent Date: 4/07/2012 Re: Purchase of a Truck with Hook System, Snowplowing Equipment and Hot Box DISCUSSION It is proposed to purchase a new truck equipped with snow plows, de -icing equipment, hook system and hot box to replace the 1986 John Deere Grader and the 2001 2 -Ton Spaulding Hotbox. The grader is primarily used in the winter for plowing snow and other times to grade gravel roads and parking lots. With the number of gravel areas decreasing in the City, and the lack of deicing equipment on the grader, replacing the John Deere Grader with another did not seem practical. A new truck with plow and de -icing equipment would be better suited for our needs and increase our efficiency during snow and ice events. The trend when purchasing new trucks for government agencies is to develop a truck to make more versatile and capable of being in service all year round. This requires a hook -lift hoist added to the chassis of the truck. This hoist enables equipment on the chassis to be easily "swapped" out with other pieces of equipment. It is proposed that in replacing the trailer mounted hot mix box, a new truck mounted hot mix box would be purchased. The new hot mix box would be swapped out during summers with the dump box used for deicing in the winter time. The hot mix box would have five -ton capacity, roughly doubling our current capacity and would also reduce the number of trips to the asphalt plant, saving fuel and increasing productivity. Purchasing the hook -lift hoist would allow future purchases to be "swapped" such as a flat bed, dumpster and a boom. In developing our needs for this purchase, members of staff met to discuss different truck manufacturers, attachments, and options and we met with vendors and other communities to see how they set up their equipment. Based on the information gathered the group decided on a purchase of Mack Truck cab and chassis. The plow setup would be Henderson plows, both front and side wing, dump box, with Force America Sander control. The hook -lift hoist would be from Swaploader and a Stepp hot box Total cost of the truck purchase with equipment, amounts to $241,574.91. All vendors listed are approved vendors from the State Contract Bid. Cab and Chassis Nuss Truck and Equipment, $100,109 Less Trade in 1986 JD Grader and 1991 Champ Grader ($20,000) Total Cab and Chassis $85,616.49 tax included Hook System and Snow Removal Equipment (Plow, Wing, Sander and dump box) Aspen Equipment - $102,732.53 tax included 5 ton Hotbox Stepp Mfg $54,802.00 Less Trade 2001 Spaulding Hotbox - ($5,000.00) Total Hot Box $53,225.89 tax included Funds are available from Streets Capital Outlay Carry Over of $169,750 and $98,000 in the Streets 2012 Capital Outlay for this purchase. There is a four to six month turnaround time for the vendors to manufacture the truck from the time of order. Just in time the truck to be in use for the winter season It is also proposed to trade -in our second grader, 1991 Champ Grader, at this time. This would reduce the overall purchase price even further. The vendor for the cab and chassis has offered us a $20,000 trade -in value for the Champ Grader. With no truck purchases planned for the next five years, we would utilize the remaining funds from this truck purchase and the trade -in from the Champ Grader to outfit our existing plow trucks with side mount plow wings. Four of our current plow trucks were purchased with a front wing and no side wing. Adding side wings to the plow trucks will increase the overall plow width which would in turn reduce plow times for these routes and increase the overall efficiency of snow removal. We estimate that we could we would outfit three of the four plow trucks with side wings. Staff has been working on quotes to add plow wing to the trucks and will be bringing to council at a later date. Recommendation It is recommended that Council approve the purchase of the truck setup with a hook -lift hoist system, snow and deicing equipment and hotbox attachment from the three vendors off of the current State Bid Contracts for a total cost of $220,574.91. .. tI water Memo To: Mayor and City Council From: Shawn Sanders, Public Works Director Nick Chaves, Assistant Public Works Superintendent Date: 4/5/2012 Re: Possible Replacement of Wood Chipper BACKGROUND The current wood chipper is a 2000 model year, 12" Vermeer BC 1250 and is at a point where it needs constant repairs and maintenance when used. We have had demos on different makes and models of wood chippers and have decided that a Vermeer BC 1500 would best fit our needs; it has a 15" opening for larger trees, improved safety features and can be controlled for chipping small brush, like buckthorn or for larger logs DISCUSSION We received two quotes from Vendors on MN State Bid Contract: 1. Vermeer for a 2012 BC1500 for $36,026.00 less a trade value of $9000.00 on our current chipper for a total cost of $28,867.82 with tax 2. Aspen Equipment for a 2012 Bandit 255XP 15" for $37,991.00 less trade valve of $8000.00 for a total cost of $32052.88 with tax ACTION REQUIRED It is recommended that Council approve the purchase 2012 BC 1500 wood chipper from Vermeer. Funds were budgeted for in the 2012 Streets Capital Outlay of $36,000 for this purchase Memorandum TO: Mayor & City Council FROM: Diane Ward, City Clerk DATE: April 10, 2012 RE: Annual Commission Reappointment /Vacancies Update This memo is intended to provide Council with an update on the various commissions. Staff has advertised in the Gazette and will continue to advertise for Human Rights Commission and Traffic Committee. We have checked with all of these Commission Members that have terms expiring May 1 st and report the following: Downtown Parking Commission Name Ward Expiring Term Reappt New Applicant Vacancy as of May 1 st: 1 Jeffrey Johnson 4 1 st Yes RECOMMENDATION: DTPC applicant has been interviewed and it is recommended that Mr. Johnson be reappointed. No other applications have been received. Heritage Preservation Commission RESOLUTION NO. 2012- APPOINTING MEMBERS TO DOWNTOWN PARKING, HERITAGE PRESERVATION, HUMAN RIGHTS, PARK AND RECREATION, AND PLANNING COMMISSIONS AND TRAFFIC SAFETY REVIEW COMMITTEE NOW THEREFORE, BE IT RESOLVED, that City Council of the City of Stillwater, Minnesota, at their April 17th, 2012 regular City Council meeting hereby appoints the following: .......................... -- ................ - ....... ............................................... .................................................................................. Commission ..................................................... Member .............................................. Ward - .................................... ....................... Term ....... .... ....... ............. ...................................................... Term Ending Downtown Parking ........ ..... ................... - ..................... ......................................................... Jeffrey Johnson ........................................................................ ................. 4 . .......................... ................ 2nd ......................... .......... .............. 1 May 1, 205 .................................... Heritage Preservation .................. ............ ........ ................................... ........................... Jerald Krakowski ...................... .................................................................................. - I ......... .. - ................................. ....................................................... 2nd May 1, 2015 . ............................... I ............................................................ Human Rights ......................... ............................................... ................. Jane Taves ...................................................................................... .... 3 ....... ........................................ 4th ................................................... May 1, 2015 . ........ ............. ..................... ............................... Human Rights ....................... ..................... ........................................................... ................. Gillo Madho .................... ........... - ......................................................................... 4 ....................... ................. ....................................................... 1st May 1, 2015 ................. ........................................ Human Rights ......................................... ...... ... ........................................................................ Melissa May ................................................................ y ................................................ 2 .......... ...................... 1st .... .. .. ........ May 1, 2015 ............ ......... ..... ....... ...... ... .................................................. Parks & Rec . . ..... . . . .... .......... .............................................. Linda Amrem ........................................................................................... 2 .............................................. 8th ............................ ............. May 1, 2015 ......................... .................... ........................ Parks & Rec Scoff Christensen ........................ ............................ .................................... 3 ............................ ............... 2nd ...................... May 1, 2015 . ............................................... I ............................................ Parks & Ree .................................... ............................... ...................................................................... Sandy Snellman ................ ........................ .......... - ................. .............. 3 ...... .. ............... ...................... ...... 6th ......... .... ................................... May 1, 2015 . ............................................................................................ Planning ............... ................................. .......... - ............... .......................... Michael Kocon ........................................ ................................. ............................. 4 ........ ..... ........................ 2nd ....... ... ... .............................. May 1, 2015 ......................................... .... ................. ............................ Planning ..................................... ......................................... ... .... .. - ............................. Mike Rodriguez .................... ................... ............... 2 ......... .......... .......................... 1st ...................................................... May 1, 201.5..............: ......................................................... .....T........r....a......f....fi.......c ..... ....S...... a......f....e.....t....y ...... ..R... ev...i....e.....w ......... ............. ....M............a.....r....k ...... ...G. ie....s.....e.....k.......e .... - .... . .I ... ......... 2.....n......d ........................ ..May ...... ...1., - .20.1.5 ............... Adopted by Stillwater City Council this 17th day of April, 2012. Ken Harycki, Mayor ATTEST Diane F. Ward, City Clerk Washington County, Minnesota Board of Commissioners - Actions Actions at the Tuesday, April 10, 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. Regional Rail Authority will seek federal funding for Gateway transit project The Washington County Board of Commissioners, sitting as the Washington County Regional Rail Authority, authorized the submittal of a federal grant application April 10 to request federal funds for the Gateway Corridor transit project. The application will be submitted to the Federal Transit Administration. The funding request is for the draft environmental statement (DEIS) for the corridor; the $3 million to pay for the study has already been committed, but any grant money received would offset that amount. The corridor generally follows Interstate 94 from St. Paul - Minneapolis, through Washington County, and into western Wisconsin. The Gateway Corridor Commission is currently undertaking an Alternatives Analysis (AA) transit study for the corridor. The study is examining various alignments (or routes), different modes (i.e., light rail transit, bus rapid transit, etc.), costs, ridership and environmental, community and safety impacts for eight alternatives. It is anticipated that multiple alternatives will be carried forward into the next phase, which is the DEIS, which would start in fall 2012. Larson, Eckberg will serve on Child Protection Citizen Review panel The Washington County Board of Commissioners named two new members to the county's Child Protection Citizen's Review Panel April 10. Lois Larson, Oakdale, and Deborah Eckberg, Woodbury, will both serve their first terms, expiring June 30, 2014. Since 1999, the Washington County Child Protection Citizen Review Panel (CRP) has been an advisory committee to the County Board. It operates under the authority of the Minnesota Legislature and jointly with the state Department of Human Services, which awards a $3,000 annual grant to assist with the cost. The panel provides a citizens' perspective of child protection services, including assisting with selected case reviews, critiquing services and programs, and promoting prevention of child abuse. County Board renews contracts with managed care providers The Washington County Board of Commissioners renewed or approved contracts April 10 with managed care providers, allowing the county to continue to provide services for county residents enrolled in some publically- funded managed care health programs. • UCare Minnesota will continue to contract with the county to provide mental health targeted case management for individuals diagnosed with seriously and persistently mental illness. UCare pays the county a monthly rate equal to the medical assistance rate per month per eligible client, currently $423. This service generates approximately $50,000 to $60,000 per year in revenue. This contract also includes the purchase of the county's Page 1 of 6 vendor network of medical assistance Elderly Waiver (EW) service providers. UCare's payment to the county for this service generates approximately $5,000 to $6,000 per year. Health Partners will continue to contract with the county to provide mental health targeted case management for individuals diagnosed as seriously and persistently mentally ill. Health Partners pays the county a monthly rate equal to the medical assistance rate per month per eligible client, currently $423. This service generates approximately $32,000 to $42,000 per year in revenue. This contract also includes the purchase of the county's vendor network of medical assistance Elderly Waiver (EW) service providers. Health Partners' payment to the county for this service generates approximately $3,000 to $4,000 per year. Blue Cross Blue Shield of Minnesota will continue to contract with the county to provide mental health targeted case management for individuals diagnosed with seriously and persistently mental illness; to provide care coordination for Minnesota Senior Care Plus enrollees; care coordination for Minnesota Senior Health Options; and Blue Cross Blue Shield will have use of the county's vendor network for individuals on the elderly waiver. Blue Plus reimburses the county at its Medical Assistance (MA) case management rate, currently $23.65. This portion of the contract generates $275,000 to $325,000 in revenue per year. The county does Targeted Case Management for adults diagnosed as Seriously and Persistently Mentally Ill (SPMI) and enrolled in public health care programs. Blue Plus pays the county a monthly rate of $423 a month per client, which generates approximately $65,000 to $85,000 per year in revenue. This contract also includes the purchase of the county's vendor network of MA Elderly Waiver service providers, which generates approximately $6,000 to $7,000 per year. United Behavioral Health (UBH) will continue to contract with the county to provide Mental Health Targeted Case Management for individuals diagnosed as Seriously and Persistently Mentally Ill. UBH pays the county a monthly rate that varies based on the client's usage of the services (ranging from $450 to $900 per month per eligible client). This service generates approximately $62,000 to $75,000 per year in revenue. Medica will continue to contract with the county to provide care coordination for Minnesota Senior Care Plus (MSC +) enrollees; care coordination for Minnesota Senior Health Options (MSHO) enrollees; and use of the county's vendor network for individuals on the Elderly Waiver. Washington County began partnering with Medica several years ago to provide case management to Medica members accessing services through Pre -paid Medical Assistance Plans (PMAP). Medica reimburses the county at a per member per month rate of $131.86, which generates $110,000 to $125,000 in revenue per year. This contract also includes the purchase of the county's vendor network of MA Elderly Waiver (EW) service providers. Medica's payment to the county for this service generates approximately $3,000 to $3,500 per year. County Board contracts with Canvas Health for group residential housing services The Washington County Board of Commissioners approved a contract with Canvas Health (formerly Human Services, Inc.) April 10, to provide Group Residential Housing (GRH) in select apartment buildings. GRH is a state - funded income supplement program that pays for room and board costs for low- income adults with a disabling condition who have been placed in a licensed or registered congregate setting that holds a formal agreement with a county. GRH may fund housing costs in private apartments when the apartment building owner has received any amount of funding from a special Long Term Homeless pool. Each building will offer only a fraction of their total units for GRH, maintaining the others for traditionally leasing tenants. The current rate for GRH is $846 per person per month. The client will enter into a lease with the apartment owner. Canvas Health will issue payment to the landlord for rent, payment all utilities, keep an administrative fee, and issue any remaining amount to the client in the form of a gift card. These GRH apartments will be offered to a targeted set of clients. All will have the support of a county case manager, many will receive other benefits, and Canvas Health will provide some supplemental housing stability services. Many clients will be receiving medical and mental health services in the community, seeking employment, etc. For some, this setting will be transitional, but for others, it may be more long -term. Page 2 of 6 County Board approves cooperative housing agreement The Washington County Board of Commissioners approved an agreement April 10 for the Washington County Housing and Redevelopment Authority (HRA) and Canvas Health to administer the Bridges Regional Treatment Center Rental Assistance Pilot Program. This program will provide a monthly rental subsidy, security deposits, and tenant advocacy services to at least two Washington County residents with a serious mental illness being discharged from Anoka Metro Regional Treatment Center who do not have housing. The county was recently notified of a grant for $41,000 for the program. A cooperative agreement between all parties is a condition of the grant to ensure each party's roles and responsibilities are clearly defined. The HRA will receive and administer all funds. The county and Canvas Health will work together to select participants and provide on -going services to help ensure housing stability. Canvas Health will assist the participant in obtaining and maintaining their housing. Employee contract with International Union of Operating Engineers approved The Washington County Board of Commissioners approved a contract April 10 with the county employees represented by the International Union of Operating Engineers Local No. 49. The two -year agreement for 2012 and 2013 has the following provisions: • 0 percent general adjustment in 2012 and 2013; • medical insurance contributions and flex credits will remain the same as in 2011 for 2012, with an insurance reopener in 2013; • in 2012 and 2013, employees below the maximum of the salary range shall be eligible based on the employee's full -time equivalent (FTE) for an increase up to 1.5 percent not to exceed the salary range maximum on their anniversary date; • in 2012, employees at the salary range maximum shall be eligible for a non -base lump sum payment based on the employee's FTE of 1.5 percent on their anniversary date; • in 2013, employees at the salary range maximum shall be eligible for a non -base lump sum payment based on the employee's FTE of 2 percent on their anniversary date; • under grievance procedure change, all references from calendar days to working days. This agreement follows the pattern established in the contracts with AFSCME, Confidential Supervisors, Confidential Employees and Department Heads. Prescription Landscape, Inc., will provide grounds maintenance Prescription Landscape, Inc., will provide grounds maintenance for Washington County properties, after the County Board agreed to a contract with the company April 10. The scope of work includes turf maintenance, flower and shrub bed maintenance, trees and shrub pruning and fertilization, rain garden maintenance, landscape design and installation, and general consulting services regarding lawn care management practices at the Government Center and Law Enforcement Center in Stillwater, as well as the Service Centers in Forest Lake and Cottage Grove, the Environmental Center in Woodbury, and some libraries. Walleye will be reared in ponds in Lake Elmo Park Reserve The Minnesota Department of Natural Resources (DNR) will have access to ponds in the Lake Elmo Park Reserve to rear walleye fry for stocking lakes in the fall, after the Washington County Board of Commissioners allowed access to the ponds April 10. Page 3 of 6 To ensure that lakes produce enough walleyes to keep up with growing angler demand, the DNR protects habitat, limits the catch through regulations, and stocks fish where natural reproduction is limited and other desirable fish species will not be harmed. The DNR, Division of Fish and Wildlife, will have access to two ponds in the park to rear the walleye fry. The DNR has been accessing ponds for this purpose on an annual basis for a number of years. County will work with watershed district on road alignment project Washington County and the South Washington County Watershed District (SWCWD) will work together on a road project in Cottage Grove that will align the intersections of Keats Avenue South, Military Road and 70th Street South. The County Board agreed to an amendment to a cooperative agreement for the project at its meeting April 10. The intersections of the roads are closely spaced and operate under all -way stop conditions. County and city comprehensive plans indicate the need for roadway realignment in this area to better serve future expected traffic patterns, growth and land use. SWWD is preparing plans for the installation of a regional subgrade drainage facility in the roadway realignment project area. In October 2011, Washington County and the SWWD entered into a cooperative agreement outlining roadway engineering design costs and reimbursement. The agreement combines the two projects, thus creating an organized effort that will realize potential construction cost savings and efficiencies. The agreement outlines the responsibilities of right -of -way acquisition needed for the roadway realignment. The amendment includes 100 percent cost reimbursement for right -of -way acquired by the county for the SWWD along with the costs associated with acquisition. The SWWD has already signed the agreement. County recognizes work of 9 -1 -1 public safety dispatchers The Washington County Board of Commissioners approved a resolution April 10 recognizing the work of the 9 -1 -1 Public Safety Dispatchers in Washington County, in honor of National Public Safety Telecommunications Week. The week of April 8 through April 14 was proclaimed Public Safety Telecommunications Week in Washington County by the board. County works with cities on Narcotics Task Force joint powers agreement Washington County will partner with Cottage Grove, Woodbury and Forest Lake to form the Washington County Narcotics Task Force after the County Board ratified a joint powers agreement with the cities April 10. The cities and county will each be participating parties on issues requiring: • a coordinated and formal framework for targeted investigations, membership and personnel commitments, overall operations, resources available, equipment distribution of forfeiture funds and proceeds, and general management and liability issues; • providing other similar or related services and programs as determined by the Task Force Board; • establishing procedures to add qualifying parties to this agreement; and • establishing a mechanism whereby additional and/or alternative programs and services may be developed for the benefit of the parties and furtherance of the objective of the parties. The Minnesota State Office of Justice Programs requires a Joint Powers Agreement be in place to be in compliance to receive grant funding each year. Page 4 of 6 County will receive funds for boat, water safety Washington County will receive $50,735 in county boat and water safety grant funds, after the Washington County Board of Commissioners approved an agreement between the county and the State of Minnesota April 10. Each year, the Sheriffs Office is awarded grant funds to assist the state in carrying out the provisions of the state's Boat and Water Safety Rules, including patrol, enforcement, search and rescue, watercraft inspection, issuance of temporary structure and event permits, waterway marking and accident investigation. This year, the state is providing the funds to the Sheriffs Office to assist the state in enforcing Minnesota rules, which will assist paying the wages of the Boat & Water Unit. Homeland Security grant will be used for strategic plan, risk assessment A Homeland Security grant of $65,800 will be used to complete a Regional Strategic Plan and a Regional Threat and Hazard Identification and Risk Assessment, after the Washington County Board approved an agreement April 10. Washington County Emergency Management is the fiscal agent for the Metropolitan Region Homeland Security Emergency Management Board (MRHSEMB). As such, Washington County Emergency Management is seeking approval and authorization from the County Board Chair and Administrator for MRHSEMB to amend a contract with Integrated Solutions Consulting, which will complete the plans. Washington County works with the counties of Anoka, Carver, Chisago, Dakota Hennepin, Isanti, Ramsey, Scott, and Sherburne, and the cities of Minneapolis, and St. Paul on the plans. The current request will add additional tasks to a current planning process that Integrated Solutions Consulting is providing to the emergency management board. Public hearing conducted on Point Douglas Trail Master Plan A public hearing on the Point Douglas Trail Master Plan was conducted by the Washington County Board of Commissioners April 10. No residents spoke at the hearing. The Point Douglas Regional Trail and Trailhead Master Plan involves a 2.5 -mile stretch of abandoned rail bed along the Mississippi River in Denmark Township purchased by Washington County in 2005. The planned trail follows the Mississippi River between the Hastings bridge and the Point Douglas/Prescott, Wis., bridge. Once completed, it will be a link between trail connections and interconnections between cities. Information gathered during recent meetings found that residents support the plan, and residents see the plan as adding value to the area. Residents asked that planners be respectful for their views of the river, and to include enough signage to assure that trail users don't wander onto private property. They also stated that they do not want a trailhead near homes. Currently, a trailhead for the trail is being planned for the Point Douglas Park. The estimated development cost for the trail is $1.6 million. The county will seek regional funds for the project. The Technical Advisory Committee for the project was made up of representatives from Denmark Township, the City of Hastings, the Minnesota Department of Transportation, the National Park Service and Washington County. The Washington County Park and Open Space Commission also reviewed and recommended approval of the master plan Dec. 15, 2011. The master plan was reviewed by the County Board in a workshop Oct. 11, 2011, and by the Denmark Township Board Feb. 6. The input received at these meetings has been considered and incorporated into a draft master plan. The County Board approved the plan after the public hearing. It will be sent on to the Metropolitan Council for review and approval. Page 5 of 6 Board will consider redistricting plan at April 17 meeting The Washington County Board of Commissioners will consider new county commissioner districts at its meeting April 17. Changes to commissioner districts are required in light of information on population changes shown by the 2010 census. Proposed plans for new districts may be found on the county's website at www.co.washing;ton.mn.us. The commissioners will choose a redistricting plan for commissioner districts, as well as set districts for Soil and Water Conservation Districts. Page 6 of 6 Washington County, Minnesota Board of Commissioners - Actions Actions at the Tuesday, April 3, 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 be part of program to focus on heart disease, stroke The Washington County Board of Commissioners received a report April 3 on the Department of Public Health and Environment's participation in a project intended to enhance the capacity of local health departments to design and implement programs focused on heart disease and stroke prevention. The project goals are to map morbidity, mortality and census data to prioritize, guide and sustain chronic disease prevention strategies; map community resources to determine access for at -risk populations; and target specific chronic disease prevention strategies to areas that may benefit most. The program will use Geographic Information Systems (GIS) to improve disease surveillance and assist in targeted prevention efforts through: • documenting geographic disparities; • informing policy and program decisions; • enhancing partnerships with external agencies; and • facilitating collaboration within agencies. The GIS surveillance project is funded by the Centers for Disease Control and Prevention and is designed to enhance the ability of local health departments to use GIS to support surveillance and prevention of heart disease, stroke, and other chronic diseases. Heart disease is responsible for one of every three deaths in the United States. This project will enhance the capacity of the health department to design and implement programs focused on heart disease and stroke prevention and treatment. In addition, increased GIS capacity will help create opportunities for collaboration and partnership with public and private organizations that are also working on chronic disease prevention efforts. Washington County is one of five local health departments nationally included in the 2012 project. The other participants are Boston, Mass.; Cambridge, Mass.; Hennepin County, Minnesota; and Rockland, N.Y. As a participant in the project, the county will receive an equipment needs assessment, a software grant to cover GIS software, and training in GIS from the University of Michigan. Comments invited at April 24 public hearing for right -of -way ordinance A public hearing to gather comment on proposed changes to Washington County's right -of -way ordinance was set for April 24 by the County Board April 3. Washington County Ordinance No. 154, "Right of Way Ordinance for Management of Utilities in the Public Right of Way," was adopted in November 2000 to protect the publicly owned county highway right -of -way from unauthorized Page 1 of 3 alterations. The ordinance is in need of several updates and clarifications. These updates include: • incorporation of mandated storm water management provisions; • improved definition of county highway permit categories and explicit requirement to obtain necessary permits; • explicit authorization of annual permits for routine utility maintenance; • incorporation of permit requirements for changes in usage intensity of existing county highway accesses; • change of the overseeing official from the county's Public Works Director to the County Engineer; • revision of the ordinance title to "Ordinance for the Management of County Highway Right of Way" to reflect the fact that the ordinance applies to all alterations within county right of way rather than solely to utilities; • explicit authorization of an adopted fee schedule for right -of -way permits; • general updates to formatting and wording. The public hearing will be during the regular board meeting at 9 a.m. in the Board Room of the Washington County Government Center, 14949 62nd St. N., Stillwater. Pereira will join the South Washington County Watershed District managers Donald Pereira, Cottage Grove, was named to the South Washington Watershed District Board of Managers by the Washington County Board of Commissioners April 3. Pereira will serve a three -year term expiring May 1, 2015. Watershed district governance, required by state statute, helps to control or alleviate damage by flood waters; improve stream channels for drainage or navigation; reclaim or fill wet or overflow lands; oversee water supply for irrigation; regulate the flow of streams; divert or change water courses; provide and conserve water supply; and provide for the protection of groundwater and regulation of groundwater use. Hegberg will serve on Greater MSP board of directors The Washington County Board of Commissioners appointed Commissioner Dennis Hegberg, District 1, April 3 to serve on the Greater MSP Board of Directors. Washington County joined a public - private initiative in 2011 to market the region globally to prospective businesses that would seek to locate in Washington County or the greater Minnesota metropolitan area. The organization, Greater MSP, a regional nonprofit designed to promote the region to the global business community, will focus its efforts on bringing new jobs to the region and retaining the workplaces already in the region. The goal of Greater MSP is to speak with one voice to business decision makers, workers, tourists and visitors, and current residents about the benefits of doing business in the Minnesota metropolitan area. Greater MSP is expanding its Board of Directors and has asked that Washington County appoint a representative to serve, effective mid -April. Plat approved in May Township The Washington County Board of Commissioners approved the plat of the Sheas Keystone Addition in May Township April 3. This is a two -lot plat lying east of Keystone Avenue North and north of 130th Street North. The preliminary and final plats have been reviewed and were approved by the county's plat commission Nov. 16, 2011. Page 2 of 3 Renter will remain on park land in Denmark Township A renter in a house in Denmark Township will continue to rent the house from Washington County, after the Board of Commissioners agreed to the lease extension April 3. When Washington County acquires land for regional parks, houses located on the land are typically leased. Washington County acquired the house on St. Croix Trail South in August 2010. In December 2010, the County Board approved entering into a 12 -month lease with James Michael Fitzpatrick for rental of the house. Fitzpatrick has signed an amendment to extend the lease to Dec 31, 2012. After a market analysis of rents in the area in 2010, staff determined a rental rate of $800 per month, plus the tenant pays utilities. Revenue of $9,600 from the house rental supplements the Parks Division Operations fund and helps pay for the maintenance of the property. County Board discusses framework to develop 2013 county budget The Washington County Board of Commissioners discussed the process for the county to develop its 2013 budget April 3, which will start at the end of April. The board reviewed principles for the budget process ranging from focusing on providing effective core services and programs to maintaining a strong financial position. The board also reviewed the county's recent fiscal accomplishments, such as: • low tax rate; • low per capita spending and property tax; • multi -year winner of Government Finance Officers Association awards; • bond ratings of AAA and Aaa reaffirmed. One budget component that has changed in recent years is the source of the county's income. In 2008, the county's property tax levy accounted for 42 percent of the county's revenue; in 2012, the net levy will account for 50 percent of the county's income; four years ago, intergovernmental sources accounted for 31 percent of the county's income; in 2012, intergovernmental revenue will account for 26 percent of the county's revenue. Budgeted annual operating costs per capita remain at the second lowest level in the metropolitan area, at $612. The budgeted levy per capita for 2012 is the third lowest in the metropolitan area, and tax comparisons show Washington County has the second lowest property tax rate in the metropolitan area. The county's operating expenditures have been reduced in 2012, from 2011, and the number of employees in 2012, at 1,065, is at a five -year low. At the same time, requests for health care and food support continue to increase, as they have every year since 2008. Subjects that will be addressed during the budget process, that will have an impact on the 2013 budget, are: • debt service funding/refinancing; • Land & Water Legacy Program bonding; • wage and benefit settlements; • Other Post Employment Benefits (OPEB) funding; • continued increase in safety net program demand; • non -levy revenues; • library service models. The county's departments will create budget estimates through June. The Office of Administration will review the budgets in July. The County Board will review budget proposals in August and September, and a proposed budget will be set Sept. 11. A public budget review meeting will be conducted in early December, and the 2013 budget will be adopted Dec. 11, along with a capital improvement budget. Page 3 of 3