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Home My WebLink About2012-06-19 CC Packet 1 1rater TOE NINTN►IACE Of MINNESOTA REVISED AGENDA CITY COUNCIL MEETING Council Chambers,216 Fourth Street North June 19,2012 SPECIAL MEETING 4:30 P.M. REGULAR MEETING 7:00 P.M. 4:30 P.M.AGENDA CALL TO ORDER ROLL CALL OTHER BUSINESS 1. Discussion on Downtown Plan 2. Topics not addressed&directives at the Council retreat on May 11, 2012 a. Event Survey REGULAR MEETING 7:00 P.M. 7:00 P.M.AGENDA CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 3. Possible approval of June 5, 2012 regular and recessed meeting minutes PETITIONS,INDIVIDUALS,DELEGATIONS & COMMENDATIONS 4. Human Rights Award Jan Sprccman(postponed to July 17th meeting) 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 5. Police Chief 6. Fire Chief 7. City Clerk 8. Community Dev.Director 9. Public Wks Dir/City Engr. 10. Finance Dir. 11. City Attorney 12. City Administrator CONSENT AGENDA(ROLL CALL)** 13. Resolution 2012-097, directing payment of bills 14. Possible approval Capital Budget Release—Library 15. Resolution 2012-098, approving corporation name change from C& G Sukopp,Inc. to Chi Shook,Inc. 16. Resolution 2012-099,approving DBA name change for Stillwater's The Green Room to First National Green Room 17. Possible approval of fireworks permit for Cub Foods 18. Resolution 2012-100, accepting work and authorizing final payment on 2010 Street Improvements 19. Resolution 2012-101,possible approval of Change Order#2 Main Street Pedestrian Walkway Project PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None UNFINISHED BUSINESS None NEW BUSINESS 20. Discussion on iPads and installation of wireless in City Hall 21. Possible approval to purchase laptops for squad cars 22. Update on 4th of July fireworks event 23. Possible approval to purchase required credit card security upgrade equipment for parking ramp PETITIONS,INDIVIDUALS,DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS 24. 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. 4g*ga.1eL, ... �......... os rn.E.... AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North June 19, 2012 SPECIAL MEETING REGULAR MEETING 4:30 P.M. AGENDA CALL TO ORDER ROLL CALL OTHER BUSINESS 1. Discussion on Downtown Plan 2. Topics not addressed & directives at the Council retreat on May 11, 2012 a. Event Survey REGULAR MEETING 7:00 P.M. AGENDA CALL TO ORDER ROLL CALL PLEDGE OF ALLEGIANCE APPROVAL OF MINUTES 3. Possible approval of June 5, 2012 regular and recessed meeting minutes PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 4. Resolution 2012 -097, Human Rights Award — Jan Spreeman 4:30 P.M. 7:00 P.M. 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 5. Police Chief 6. Fire Chief 7. City Clerk 8. Community Dev. Director 9. Public Wks Dir /City Engr. 10. Finance Dir. 11. City Attorney 12. City Administrator CONSENT AGENDA (ROLL CALL)" 13. Resolution 2012 -098, directing payment of bills 14. Possible approval Capital Budget Release — Library 15. Resolution 2012 -099, approving DBA name change for Stillwater's The Green Room to First National Green Room 16. Possible approval of fireworks permit for Cub Foods 17. Resolution 2012 -100, accepting work and authorizing final payment on 2010 Street Improvements 18. Resolution 2012 -101, possible approval of Change Order #2 Main Street Pedestrian Walkway Project PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None UNFINISHED BUSINESS None NEW BUSINESS 19. Discussion on iPads and installation of wireless in City Hall 20. Possible approval to purchase laptops for squad cars 21. Update on 4th of July fireworks event 22. Possible approval to purchase required credit card security upgrade equipment for parking ramp PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) COMMUNICATIONS/REQUESTS COUNCIL REQUEST ITEMS 23. 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. A�t� Downtown Stili�{.0 *~Plan Forward Outline for Council Workshop DRAFT 1. INTRODUCTION Thank you .... We are here to discuss with you the idea of creating an updated, more detailed, Design - Forward .... Downtown Plan for the City of Stillwater. We've had Downtown Plans in the past, and we most recently updated ours in 2008 as part of the City's Comprehensive Plan. But we have, right now, in Stillwater a confluence of truly significant — even historic - opportunities that past plans have not addressed. We'll discuss these in more detail, but these key opportunities are: 1) The New Bridge, and its wide range of effects it will have on the City 2) The New Browns Creek Bike Trail 3) Downtown and Riverfront Special Events Planning and Infrastructure 4) Economic Development and Special Opportunity Sites We think this is a once- in- a ... half- century? ... opportunity. We want to try to work with and harness some of the current energy and momentum in the community. We've talked at least briefly with most of you about this idea, including Bill Turnblad and Larry Hanson. We recognize that with all of the current projects under way in town, City Staff is limited in the amount of time and energy they can bring to this type of planning. So we've put together a team of local planners and designers, each bringing different abilities and experience — but all very familiar with our City and Downtown. Most of you know us, but perhaps we should briefly introduce everyone: ■ Steve Russell o Former Stillwater City Planner for 20 years 0 35 years of Planning experience o Stillwater resident ■ Roger Tomten • Local Environmental Designer • HPC member for 18 years • Co- authored Stillwater Downtown Design Guidelines ■ Brian Larson • Local Architect and new HPC member • Former Stillwater Traffic commission member • Co- authored Conservation District Design Guidelines W e d n e s d a y J u n e 1 3 2 0 1 2 Page 1 D o w n t o w n S t i l l w a t e r P l a n F o r w a r d Scope of Work DRAFT 1. INTRODUCTION The following list of services is provided to give Council members a description of key components of updating the Downtown Plan in response to the construction of the New St Croix River crossing and the Browns Creek trail. Because of these long awaited physical changes effecting the Downtown, there is an energy and renewed interest in downtown improvement and a desire for local sustainable economic development. The momentum and interest from the new bridge and trail can be very beneficial to the plan update effort and help "Plan Forward" Downtown Stillwater to the next generation in its long history of successes. Today is the "Perfect Storm" for planning and improving the Downtown. This scope of work provides a way to channel the energy and desire for an improved Downtown into tangible results. The scope of work will be further defined and refined with City input once a decision to proceed with the Downtown Plan update is made. 2. SCOPE OF WORK 1. Engage Community The plan update process is an open inclusive process with participation from all interests including the Downtown, community and City Hall. 2. Reestablish Downtown Vision The existing Downtown Plan (2008) establishes a vision for Downtown Stillwater. This vision will be reviewed and reconfirmed or refined. The new vision will direct the overall plan update. 3. Identify Opportunities and Challenges New opportunities and challenges are presented with the construction of the new bridge and trail. This component will detail them using new information and analysis. 4. Co I lect/Gene rate key data Pedestrian, bicycle and auto movement studies will be conducted to evaluate movement needs and opportunities. This information will be used to develop and evaluate new ways to access parking and other destinations, and redefine the streetscape. 5. Prepare Strategic Specific Improvement Plans Based on opportunities, challenges and changed conditions identified above, improvement plans and development guidelines will be developed. Possible areas of plan development include, auto circulation and parking, private /public streetscape improvements, bicycle plan, festival space definition, opportunity site plans and guidelines and an economic development strategy. 6. Implementation Plan A detailed Implementation Plan including organization responsibility, phasing, costs and sources of funds will be prepared. for each implementing action. 7. Plan Implementation Benefits Estimate potential private and public benefits of plan implementation projects. The short and long term benefit of each plan improvement will be estimated to better understand the sustainability and importance of the projects. 3. CONTACTS Steve Russell 651.395.9600 Brian Larson 651.210.9642 Roger Tomten 651.303.3275 D o w n t o w n S t i l l w a t e r: P l a n F o r w a r d 2. DOWNTOWN PLAN HISTORY ■ We've had Downtown Plans in the past. They can be very effective and useful tools to guide key developments. Some examples of projects that have emerged from past Downtown Plans: • Downtown infrastructure improvements • Levee Wall • Parking ramp • Pedestrian Plaza • Downtown Grocery • Residential development • Cub HQ redevelopment, Junior High reuse ■ Our most recently updated 2008 Plan, as part of the City's Comprehensive Plan, does not account for the new river crossing or the new bike trails, and does not address the numerous key changes and site development opportunities. 3. WHY A NEW PLAN, AND WHY NOW? • There are four OPPORTUNITIES that are in flux right now; Bridge, Bike Trail, Special Events and Economic Development & Opportunity Sites. • These OPPORTUNITIES are interlocked, and affect each other. • Some of these OPPORTUNITIES involve public infrastructure, some involve private development • If we PLAN FORWARD we can better coordinate how these OPPORTUNITIES work with one another and the downtown as a whole. • If we PLAN FORWARD with these OPPORTUNITIES NOW, we can have a plan in place in a timely way, before their impact begins on the city. • The closing of the Historic Bridge from September to December provides a ONE TIME OPPORTUNITY to study and experience "post new bridge" traffic patterns and impacts. 1) NEW BRIDGE • Traffic reduction AND traffic changes • Traffic circulation modification opportunities • Pedestrian, Streetscape & Greenspace improvements • Development of a pedestrian and vehicular circulation loop that guides people through the city to Parking areas and helps direct traffic to off -Main street businesses 2) NEW BIKE TRAILS • Browns Creek Trail (DNR) • River Crossing Loop Trail (MnDOT) • Connections to City trail and street system • Opportunities to meet needs of visiting and commuter bicyclists 3) DOWNTOWN EVENT PLANNING • Plan for appropriately scaled community events • Plan for the coordination of various event types • Identify opportunities to coordinate parking, circulation and pedestrian infrastructure • Plan for long term Streetscape and Greenspace improvements 4) ECONOMIC DEVELOPMENT & OPPORTUNITY SITES o Chestnut Street Plaza opportunities o 2nd Street parking and development opportunity sites @ Mulberry, the Armory, Nelson Street o Pedestrian connection opportunities from 2nd Street to the River o Marketing and Economic Development opportunities W e d n e s d a y, J u n e 1 3 2 0 1 2 Page 2 D o w n t o w n S t i l l w a t e r: P I a n F o r w a r d 4. DOES THIS MAKE SENSE TO YOU? • Your Thoughts and Feedback • Proposed Key Ingredients of a New Downtown Plan: See Scope of Work handout for more detail • Engage Community - Downtown Businesses and Property Owners - Stillwater residents - City Staff, Boards, Commissions and Council • Reestablish Downtown Vision - Review previous Plans - Refine to include new impacts and opportunities defined • Identify Opportunities and Challenges - New River Crossing - New Bicycle Trail Head - New Community Event criteria o Collect / Generate Key Data - Traffic Study - Bicycle Study - Pedestrian Study • Prepare Strategic Specific Improvement Plans - auto circulation and parking - private /public streetscape improvements - bicycle plan - festival space definition - opportunity site plans and guidelines - economic development strategy Implementation Plan • Plan implementation Benefits - Identified responsibilities and coordinated phasing - Identified costs and funding sources • Cost and Timeline of Plan Update This scope of work provides a way to channel the energy and desire for an improved Downtown into tangible results. The scope of work will be further defined and refined with City input once a decision to proceed with the Downtown Plan update is made. 5. CONCLUSION Because of these long awaited physical changes effecting the Downtown, there is an energy and renewed interest in downtown improvement and a desire for local sustainable economic development. The momentum and interest from the new bridge and trail can be very beneficial to the plan update effort and help "Plan Forward" Downtown Stillwater to the next generation in its long history of successes. Today is the "Perfect Storm" for planning and improving the Downtown. W e d n e s d a y, J u n e 1 3, 2 0 1 2 Page 3 0 Summary of Council Topics Special Events Issue (LJD, etc.) Fire Station/Armory Street Project Funding Economic development Brown's Creek Trail Use of Reserve Funds Police Expansion at City Hall Pedestrian Plaza Downtown Revitalization Annexation 2015 Moving Shoddy Mill Community Symposium 5 Members 4 Members 2 Members 2 Members 2 Members 1 Member 1 Member 1 Member 1 Member 1 Member 1 Member 1 Member LIST OF ACTIONS CITY COUNCIL RETREAT Friday, May 11, 2012 STILLWATER PUBLIC LIBRARY Margaret Rivers Room 8:00 a.m. —12:00 p.m. Previous retreats and progress It was requested that City Administrator Hansen circulate a list of contracts that will be bid to determine if neighboring communities — Stillwater Township, Grant, Oak Park Heights, etc. — would be interested in piggybacking on those contracts. Fire station /armory /gymnasium (;Nu lnasiuni Community Development Director Turnblad noted that a joint use agreement still has to be put together with the National Guard. Mayor Harycki indicated that according to the figures provided by finance, debt service would amount to $15,700 a month, and suggested it would also be good to get some information about operating costs for such facilities, as well as typical rental fees. Mayor Harycki estimated it might require that the courts be rented 224 hours a month in order to break even, and requested contacting Doug Brady from the Rec Center regarding rental hours of the two ice sheets. Mayor Harycki requested that Mr. Turnblad talk with Col. Jensen in an effort to answer some of the questions about what a joint use agreement might look like, as well as contact Doug Brady regarding rental times. Mr. Turnblad responded that staff could probably put together an estimate of operational costs and revenue. Councilmember Polehna stated that he could get some more definitive numbers regarding rental costs and inventory of facilities. Fire Station Community Development Director Turnblad noted that due to the National Guard's timetable, a decision on whether to proceed with 35% of the design for the expanded gymnasium will have to be made within 3 -4 weeks. Mayor Harycki requested that a resolution be prepared approving the design fees for the fire station for a vote at the next Council meeting, and suggested that pending the vote on proceeding with design for the fire station, there should be some action to begin the process for moving forward with improvements /reconfiguration of the police department space. Streets No actions Special events Create focus group, survey public, public forum, decide how many races,'send our RFPs After discussion, it was decided to get a cost estimate from Readex to do a survey, and Councilmember Menikheim suggested having a special Council meeting along with the survey. It also was decided to keep the survey focused on the issue of special events and to schedule a Council workshop to discuss survey results /input and make policy decisions. There was a question as to whether the survey could be funded through TIF, and Mr. Magnuson is to look into that issue. Other issues Councilmember Menikheim submitted scheduling a workshop session prior to every Council meeting. It was decided to schedule a workshop session at the second meeting in June to discuss items remaining on the retreat agenda. wa ter i NF eiRiii F(.Afc !if A!!NNfiEfI `A TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: June 14, 2012 RE: Readex Event Survey BACKGROUND At the May Council retreat staff was directed to request Readex to give us an estimate for the cost of conducting a community survey on the topic of events. STAFF REQUEST In order to provide Readex staff with enough direction to outline a survey and estimate its cost, City staff is requesting Council to clarify the purpose of the survey a bit more. We have written a few discussion points below to help. Readex. staff will be present at the work session to hear the discussion first hand. They will also be available to answer questions and offer advice. DISCUSSION POINTS To define the scope and direction of the survey, some discussion on each of these points would be helpful. 1. Is the general purpose of the survey to gather opinions on: a. a replacement community event, or b. the community's views on events in general, or c. community input on what types of events are desired, or d. community input on the number of events that are acceptable, or e. the general level of tax dollars /public resources the community finds acceptable to subsidize events, or f. all or a combination of the above? 2. Who is the target audience? Residents i. Stillwater residents: all neighborhoods or just neighborhoods near downtown? ii. Residents from a larger area? Event Survey Page 2 of 2 b. Business owners i. Downtown businesses or all Stillwater business owners? ii. Business owners from a larger area? c. Event organizers? d. Others? NEXT STEP After the Council discussion City staff will meet with Readex staff to define project details further for estimate purposes. The cost estimate will then be brought back to the City Council. bt Qg*g�g 6e, lf► f..TN ►LACE OF ■11f...tf CITY COUNCIL MEETING MINUTES June 5, 2012 REGULAR MEETING Mayor Harycki called the meeting to order at 4:30 p.m. Present: Councilmembers Polehna, Roush, Menikheim, and Mayor Harycki Councilmember Cook arrived at 4:40 p.m. Staff present: City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Public Works Director Sanders City Planner Pogge City Clerk Ward IT Tech Bornt OTHER BUSINESS Board of Water Commissioners Workshop 4:30 P.M. Steve Speedling, Chair of the Water Department, introduced himself, as well as Robert Benson, manager of Water Department, and George Vania, Board member. He explained that the purpose of the workshop was to provide the Council with an update on the work of the Water Department since the last workshop. Mr. Speedling reported that there has been only a I% response from the community to the rate increase introduced earlier this year. Councilmember Roush indicated that he has heard from several residents and he remains opposed to the rate increase. Mr. Speedling invited the Council to bring any issues to the department for discussion. He reminded the Council that a study was done prior to the rate increase. Mr. Speedling offered that the Water Department is looking at connecting with City Hall for future sharing of data. Mr. Benson explained that the Water Department and the City are working together to coordinate Water Department access to the GIS system that the City currently has in place. Mr. Speedling pointed out that right now, through the GIS system, public works staff can see manholes, mains and valves, but cannot access the attribute data for the hydrants, valves and services, or initiate work orders associated with the pipe segments. He added that the goal is for City Council Meeting June 5, 2012 staff to be able to view a map and see what has occurred in any segment in the City. The Water Department will be responsible for making any changes and the system will be "read only" for anybody else. The work order system will be developed in 2013. Mr. Benson informed that the Water Department is also looking at a meter change -out program. TKDA is currently doing a feasibility study. Most meters are now 20+ yrs old. The typical lifespan is 20 -25 yrs. Due to current regulations, the meters cannot contain any lead in the brass, narrowing down the choice of meter suppliers. Mr. Speedling presented a resolution that the Water Board approved regarding street improvements. He stated that some areas of the City have private service lines for which the home owner is responsible. The Board agreed to split cost of water mains 50/50 with residents undergoing street reconstruction, for example, Linden Street. Councilmember Roush asked if there is a remedy if the main is damaged by the City or the Water Department. Mr. Benson answered that once the main is installed, the Water Department takes care of it 100 %. Mr. Benson noted that the Water Department has always worked with the City in eliminating galvanized services impacted by street improvement projects. Another project underway is Millbrook Addition. He continued that earlier this year the Water Department completed a rehab at Well No. 6 and there was a chlorine leak. The department is in the process of replacing valves. Councilmember Menikheim mentioned that he has attended Water Board meetings and is impressed. Mayor Harycki brought up that the City is spending over 50 cents to send a utility bill to residents. He asked if the City and the Water Board could eliminate some of that overlap in mailing costs which could potentially save $3,000 a quarter by combining mailings. Mr. Benson and Mr. Speedling responded that the Water Department would be happy to look at that. Councilmember Polehna spoke of a problem with mowing grass around the pump station at Benson Park, and Mr. Benson remarked that it has been addressed. Request for TIF assistance from HAF Group for new building at 229 Main St. S. City Planner Pogge introduced the application of the HAF Group for Tax Increment Financing Assistance. He stated the first floor of the building, to be called the Peaslee Building, will be used for restaurant and retail, and the second floor will be used for office space. The building design has been reviewed by the Heritage Preservation Commission and the Planning Commission. The total square footage is approximately 3,120 square feet. City Planner Pogge described that this request is due to two conditions: poor soil conditions and additional flood proofing necessary due to the property being in the St. Croix River floodplain. These issues add approximately $170,000 of cost. He added that total project costs are over $1 million. According to State Statute, this project is eligible for about $173,000 in TIF assistance. The request is for $150,000 TIF assistance. City policy allows assistance in the amount of 50% of the increased tax revenue over a five year period. This building would see about $20,900 annually of additional tax revenues which equates to approximately $52,250 in TIF assistance. While the request exceeds that, City staff believes site conditions and the City's desire to see a two story building rather than a one story building dictates a recommendation for approval. Page 2 of 11 City Council Meeting June 5, 2012 Mayor Harycki inquired if the extra cost comes from the weight of the second story. Michael G. Hoefler, principal for HAF Group, responded yes. He reviewed the changes in plans since the poor soil conditions were discovered. Additionally, construction will significantly match the building that had been there before it burned down around 1951. The poor soil conditions added items which added an immense amount of cost. Mayor Harycki voiced that he likes the fact that the fagade looks like it fits into the area. City Planner Pogge asserted that normally a retail office building is allowed up to 50% of the increased tax revenue over a five year period, so this project would warrant $50,000 of TIF assistance, but the applicant is requesting $150,000. It would require about 7.5 years to pay back. Councilmember Menikheim reiterated that the project appears to fit beautifully, but asked if this the best use of our TIF funds and the benefit to the City. City Planner Pogge replied that it brings an under - utilized property back onto the tax rolls. Councilmember Menikheim commented that a one story project would also accomplish that. City Attorney Magnuson noted an approach suggested by City Administrator Hansen was to look at how much of the project could be financed by a bank and what the shortfall if any would be. He continued that the main floor is to rent at $14 per square foot, the upper floor at $11 for total of $50,000 of rental which supports a maximum loan of $400,000, so the shortfall on the project is $345,000. This much of the owner's equity will have to go into the project to make it feasible. City Planner Pogge mentioned that the funds to be used would be from TIF District 1. On a question from Councilmember Roush about the cost of the land versus construction costs and why the property owner spent $1 million to get a building worth $600,000. Mr. Hoefler responded that HAF Group is the architect and developer and intends to locate its own offices in the structure. They have wanted to move to downtown Stillwater for many years, have been in business since 1992, and have high paying jobs. The firm is currently housed in temporary space on Chestnut Street. He conveyed that the company has a lot of emotional buy -in in the project. Mayor Harycki commented that the plaza is nice but has no economic value, and that he wants to review the City's plans for TIF District 1 which were crafted last fall. City Planner Pogge provided that there is about $3 million in the TIF district today. The fagade program has allocated about $300,000. Councilmember Cook inquired if there would be other projects competing for this TIF money, and City Attorney Magnuson listed other possible uses for the TIF funds are: fagade programs, perhaps entrances on both ends of the City, possibly walkways and trail connections. He continued that a building of this size and scope will generally increase the tax base for the foreseeable future, and added that TIF was designed to spur development on under - utilized sites. Councilmember Roush pointed out that the project isn't bringing in entirely new money to the City, because the firm's employees are already working here in Stillwater. Mayor Harycki asked how the TIF payments would be administered, and Mr. Magnuson presented various options. Page 3 of 11 City Council Meeting June 5, 2012 Mr. Hoefler stated that he envisioned the money could be paid over 5 months in increments to pay the subcontractors. Councilmember Polehna reminded the Council that the City has been trying to find a location for dumpsters downtown, and suggested perhaps this project might incorporate that. Mr. Hoefler replied that a trash enclosure is planned for the project but it may not be able to be enlarged. City Planner Pogge indicated that the City has been discussing different options for trash enclosures with a few property owners. The issue is that no one wants it behind their building. Motion by Councilmember Menikheim, seconded by Mayor Harycki, to direct staff to proceed with drafting the development agreement with up front TIF assistance in the amount of $150,000. Councilmember Cook expressed that she doesn't feel comfortable voting on this project yet. She asked how the applicant was made aware of the possibility of TIF funding. City Planner Pogge implied that staff made the applicant aware when the one story project was proposed, because the one story design didn't seem to fit with the area. Councilmember Roush voiced that he loves the project, but sees a big difference between giving developers money and loaning them money. Councilmember Polehna pointed out that the building will be there to provide increased tax revenues over many years. Councilmember Cook asked how the City could be sure the facade would look as proposed, and Mr. Hoefler responded that the firm has done many other successful projects in Stillwater. Ayes: Councilmembers Cook, Menikheim, Polehna, and Mayor Harycki Nays: Councilmember Roush STAFF REPORTS Police Chief John Gannaway reported that when the department staffed the temporary levee, there was only one incident. Fire Chief Stu Glaser relayed that the City has received an invitation from the East Metro Public Safety Training Center to its groundbreaking ceremony Thursday, June 14th, at Hwy 120 and Hwy 5 in Maplewood. He also informed the Council that the SCBA Maze Trailer, part of the department's annual training for self - contained breathing apparatus, is on site. He invited Councilmembers to visit the trailer to see what it's like to be in a confined space with an air tank on. City Clerk Diane Ward updated the Council on candidate filings which closed at 5 pm June 5. Candidates are: Ward 2: Cassie McLemore, Ted Kozlowski, Adam Frederick, Tom Corbett Ward 3: Councilmember Roush and Tom Weidner Community Development Director Turnblad mentioned the dirt in various places downtown is part of the pedestrian walkway project. City Planner Pogge submitted that construction is going well with the public bathrooms, expected to be done by June 29. Some traffic redirection will be involved. Page 4 of 11 City Council Meeting June 5, 2012 On a question by Councilmember Polehna if Kolliner Park will be out from underwater by July 4th, Public Works Director Sanders responded that the river level has dropped four feet, and the City shouldn't have to re- grade. IT Tech Bornt gave the Council an update on the new chiller. The unit that was previously recommended is quiet but there are some other units out there that are even quieter. The information was sent to the sound engineer to verify the specifications. Staff has found a different unit 4 -5 decibels quieter than the recommended unit, also is a few thousand dollars cheaper. He offered that it appears the City can move forward with this model. It will take approximately 8 weeks for delivery, and it will take 2 -3 weeks to replace the unit. Councilmember Cook expressed appreciation for staff communication with residents on this issue. Councilmember Menikheim suggested sending a copy of the replacement plan with scheduled dates of work to concerned neighbors. The meeting was recessed at 5:50 p.m. RECESSED MEETING 7:00 P.M. Mayor Harycki called the recessed meeting to order at 7:03 p.m. Present: Councilmembers Menikheim, Polehna, Roush, Cook, and Mayor Harycki Staff: City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Attorney Magnuson Finance Director Harrison City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to approve the May 11, 2012 special retreat minutes and the May 15, 2012 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Fire Chief Glaser presented a plaque to be given to Assistant Chief John Buckley, who is retiring after 31 years. Mr. Buckley was unable to attend the meeting, however, Fire Chief Glaser informed the Council of Mr. Buckley's many contributions to the department. OPEN FORUM Page 5of11 City Council Meeting June 5, 2012 Karin Housley, president of the Stillwater Chapter of Let's Go Fishing, a nonprofit, informed the Council the organization is offering free fishing and boating excursions to athletes of the Special Olympics which is scheduled to be in Stillwater June 21 -23. She requested that the City provide 12 parking spaces in the City's south lot for three days for parking for the athletes at no cost. There was Council discussion on other possible parking locations. Motion by Mayor Harycki, seconded by Councilmember Polehna, to direct staff to work with the organization on the best location for the parking. All in favor. Ms. Housley also announced she is running for State Senate. Amy McKee, 601 Fourth Street South, addressed the Council on her ownership of chickens which she discovered is against City ordinance. She is working with a number of other residents who raise chickens to get the ordinance changed. Community Development Director Turnblad relayed there has been no application yet for an ordinance amendment which costs $500. Councilmember Polehna expressed concern that the issue could grow to include other farm animals such as horses, goats, or pigs. Councilmember Roush pointed out there are areas of the City where chickens would definitely be unacceptable, and the Council is required to enforce ordinances that include the entire City. Ms. McKee stated that other cities have ordinances regarding number and care of the chickens. Her children consider the chickens as pets. Councilmember Menikheim proposed that until the chickens become a problem, the City shouldn't worry about it. The Council shouldn't get in the residents' way. Councilmember Cook noted that changing an ordinance takes a lot of staff time and work, justifying the $500 application fee. She believes the group is close to raising the $500 application fee. She would favor directing staff to work with the group if they apply for the ordinance change through normal channels. Councilmember Roush asked Mr. Magnuson if chickens could be allowed in some parts of the City but not others, and he indicated that raising chickens seems to be an urban phenomenon and staff could look at ways that other cities regulate chickens. Chief Gannaway offered that his department can continue to advise the Council when there is a complaint about existing chickens. Motion by Mayor Harycki, seconded by Councilmember Cook, to direct staff to suspend enforcement of the existing ordinance for 90 days pending looking at a possible amendment. Ayes: Councilmembers Cook, Menikheim and Mayor Harycki Nays: Councilmembers Roush and Polehna CONSENT AGENDA Resolution 2012 -089, Directing payment of bills Resolution 2012 -090, Approving Change Order #1 Main Street Pedestrian Walkway Public Restroom Resolution 2012 -091, Approving Change Order #4 Main Street Pedestrian Walkway Public Restroom Approval of North Lowell Park power pole relocation Page 6 of 11 City Council Meeting June 5, 2012 Motion by Councilmember Polehna, seconded by Councilmember Roush, the approve the Consent Agenda as presented. Ayes: Councilmembers Menikheim, Polehna, Roush, Cook, and Mayor Harycki Nays: None PUBLIC HEARINGS Case 2012 -15. This is the date and time for a public hearing, to consider a request from Paul Larson for a variance to the impervious surface requirements for an addition and second floor to the garage and adding a second floor to main house located at 106 Lakeside Drive in the RB Two - Family Residential District and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on May 25, 2012. Community Development Director Turnblad explained this case was approved by the Planning Commission with one condition: that Mr. Larson have a stormwater mitigation plan approved by the City engineer and the DNR. The City is still waiting for that plan and approval. He recommended the item be continued. Mayor Harycki opened the public hearing. Motion by Councilmember Cook seconded by Councilmember Polehna, to continue the hearing. Ayes: Councilmembers Menikheim, Polehna, Cook, Roush and Mayor Harycki Nays: None Mayor Harycki closed the public hearing. Case 2012 -17. This is the date and time for a public hearing to consider a request from HAF Architects for a flood fringe conditional use permit for the construction of a two -story building at 229 Main Street South in the CBD Central Business District. Notices were mailed to affected property owners and published in the Stillwater Gazette on May 25, 2012. Community Development Director Turnblad presented that HAF is proposing to construct a two -story building on Main Street. This portion of the request is to allow construction in the fringe of the St. Croix River floodplain. The conditional use permit may be approved as long as the building is at or above the floodplain and as long as the approaches to the building are no more than two feet below the floodplain., He noted that this project meets those requirements. Mayor Harycki opened the public hearing. Hearing no persons wishing to testify, Mayor Harycki closed the public hearing. Councilmember Cook asked Community Development Director Turnblad about other nearby buildings. He stated most all buildings east of Main Street have similarly had a Conditional Use Permit. Motion by Councilmember Menikheim, seconded by Councilmember Roush, to adopt Resolution 2012 -093, approving a flood fringe conditional use permit as outlined in the City of Stillwater floodplain overlay district regulations. Page 7 of 11 City Council Meeting June 5, 2012 Ayes: Councilmembers Menikheim, Polehna, Cook, Roush, and Mayor Harycki Nays: None UNFINISHED BUSINESS Possible approval of second reading of Ordinance 1047 an ordinance amending the Stillwater City Code Chapter 34 entitled Building Demolition Motion by Councilmember Cook, seconded by Councilmember Polehna, to adopt Ordinance 1047, amending the Stillwater City Code, Chapter 34, Entitled Building Demolition. Ayes: Councilmembers Menikheim, Polehna, Roush, Cook, and Mayor Harycki Nays: None NEW BUSINESS Possible approval of issuance of a new combination liquor license (on -sale and off -sale ) and Sunday, Domacin LLC, applicant City Clerk Ward explained that as a result of Council's March 20 action allowing combination licenses, an application has been received from the current applicant. The applicant is willing to upgrade from a wine /strong beer to a combination on -sale and off -sale and Sunday liquor license. She stated that the applicant will have to abide by the off -sale liquor store hours set by State Statute. The approval should be contingent upon approvals and inspections by the Police, Fire, Finance and Building Departments. Staff recommends approval. Motion by Councilmember Menikheim, seconded by Councilmember Roush, to adopt Resolution 2012 -094, approving the issuance of a combination and Sunday liquor license to Domacin LLC. Ayes: Councilmembers Menikheim, Polehna, Roush, Cook, and Mayor Harycki Nays: None Possible appointment of Brian Larson to the Heritage Preservation Commission Councilmember Cook indicated that she was part of the interview process and feels Mr. Larson will be a valuable asset to the commission. Motion by Councilmember Cook, seconded by Councilmember Polehna, to adopt Resolution 2012- 095, appointment to Heritage Preservation Commission. Ayes: Councilmembers Menikheim, Polehna, Roush,,Cook, and Mayor Harycki. Nays: None Request for Proposals for Police Department Expansion Community Development Director Turnblad informed the Council that because the fire station area will be freed up with construction of the new fire station, the existing space might be reconfigured to provide for the needs of the Police Department. He would like to request proposals for a study to be distributed in the next few weeks. Page 8of11 City Council Meeting June 5, 2012 Councilmember Cook asked if this would be an appropriate time to discuss having a fire presence downtown after the new fire station is constructed, and Mr. Turnblad answered that this would be a separate project. Mayor Harycki noted that he would hope to find out approximately how much money the City could expect to spend for the possible retrofit of the station to serve Police Department space needs. Motion by Councilmember Roush, seconded by Councilmember Polehna, to adopt Resolution 2012 -096, authorizing staff to proceed with an RFP for expansion of the Police Department facility. Ayes: Councilmembers Menikheim, Polehna, Roush, Cook, and Mayor Harycki Nays: None COMMUNICATIONS AND REQUESTS Councilmember Polehna reported that plans for the July 4th fireworks are moving along. The music will be simulcast on KLBB radio. Councilmember Cook inquired about the expansion of the problem property issue brought up at the last meeting. She asked if there was any progress on the possibility of the City contracting with a service for housing inspections. Community Development Director Turnblad answered that the City currently doesn't have a code of what to inspect for, so hiring a service may be premature at this time. He stated that in regard to the property on South Fourth Avenue, Mr. Magnuson is helping the City work toward a finding that the building is abandoned. This approach will give the City more options. Mr. Magnuson suggested that for the next meeting he could have four or five proposals from inspection services for discussion. Councilmember Cook informed the Council she has had complaints of chronic congestion downtown. With completion of the bridge set for 2017, she stated the City is looking at five more years of congestion downtown. She has contacted the Coast Guard to learn options for requesting that the lift bridge schedule be changed. She learned that the issue was last looked at by the Coast Guard in 1998. Mayor Harycki offered that the City might solicit suggestions for a recommendation from the Convention and Visitors Bureau. Councilmember Menikheim expressed that he feels this is all part of a bigger picture of how can the City control traffic. He suggested that perhaps instead of every hour or every half hour, the bridge could wait to be lifted every hour during the most intense traffic times. He suggested consulting Mr. Anderson of St. Croix Boat and Packet Company about the issue. Mayor Harycki noted that getting everyone on the same page, and approaching the Coast Guard with a concrete proposal for suggested lift times, might provide a better likelihood of success. Councilmember Polehna indicated that feedback could be solicited from the Assistant Commissioner of Transportation. Public Works Director Sanders agreed to organize a meeting among stakeholders on this issue. Mayor Harycki reported that the City's current population is 18,299 according to the Metropolitan Council. Page 9of11 City Council Meeting June 5, 2012 Mayor Harycki recapped the Council's recent meeting on review design of the proposed Armory /Fire Station. He pointed out that the process is moving forward, and final concept sketches should be before the Council on July 3. Councilmember Roush mentioned that at an earlier meeting today, the Fire Department effectively cut some costs from the project. The department continues to be diligent in cutting costs wherever possible. Councilmember Menikheim spoke about the fact that the Council has been waiting to get iPads which are in the budget. He also would like to move forward with getting the City Hall equipped with wireless access. Mayor Harycki stated that he thought the school district had previously expressed an interest in some type of cost sharing. He requested that City Clerk Ward follow up on this. Councilmember Menikheim suggested the City revisit having a lobbyist. Mayor Harycki stated that money is needed to complete the Gateway Trail. He believes the City should look at possibly hiring a lobbyist to help obtain funding for this project and others, as part of budget discussions. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Cook, to adjourn at 7:57 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2012 -089, Directing the Payment of Bills Resolution 2012 -090, Approval of Change Order #1 Main Street Pedestrian Walkway Site Work Resolution 2012 -091, Approval of Change Order #4 Main Street Pedestrian Walkway Public Restroom Resolution 2012 -092, Authorizing the Certified Local Government Grant Application through the Minnesota Historical Society Resolution 2012 -093, Approving a flood fringe conditional use permit as outlined in the City of Stillwater floodplain overlay district regulations Resolution 2012 -094, Approving the issuance of a combination and Sunday liquor license to Domacin LLC Resolution 2012 -095, Appointment to Heritage Preservation Commission Resolution 2012 -096, Authorizing staff to proceed with an RFP for expansion of the Police Department facility Page 10 of 11 City Council Meeting June 5, 2012 Ordinance 1047, Amending the Stillwater City Code, Chapter 34, Entitled Building Demolition Page 11 of 11 " L"water ^4 �iI� ?'r. E 81 f1' H? L A C: E 0 f- M 1 N N F: S 0 F A RESOLUTION 2012 -097 STILLWATER HUMAN RIGHTS AWARD JAN SPREEMAN WHEREAS, THE STILLWATER HUMAN RIGHTS COMMISSION REQUESTED NOMINATIONS FOR STILLWATER's HUMAN RIGHTS AWARD; AND WHEREAS, .TAN SPREEMAN HAS BEEN NOMINATED FOR HIS ACTIVE ROLE AS A LOCAL EDUCATOR TEACHING JUNIOR HIGH AND HIGH SCHOOL SOCIAL STUDIES SPANNING OVER 30 YEARS. BY SEEING OPPORTUNITIES RATHER THAN CHALLENGES, HE HONORS AND RESPECTS ALL AGES. COLLEAGUES APPRECIATE HIS CARE AND COLLEGIAL NATURE; AND WHEREAS, HE FACILITATED SEED CLASSES TO FURTHER PROMOTE UNDERSTANDING AND AWARENESS OF DIVERSITY AND EQUALITY. HE CREATED THE COMMUNITY EDUCATION COURSE AND GLOBAL WORLD RELIGION CLASS, AND LED STUDENTS IN THE CREATION OF A NEW PHILOSOPHY COURSE AT SANS; AND WHEREAS, .TAN HAS SPREAD HIS GENEROUS SPIRIT AND COMPASSIONATE LEADERSHIP LOCALLY AND GLOBALLY. HE VOLUNTEERS TO SUPPORT BOOKS FOR BOTSWANA AND EXPAND GLOBAL AWARENESS OF OUR WORLD WITH DEDICATION AND SERVICE FOR THE RIGHTS OF ALL HUMAN BEINGS. HE WELCOMES SPECIAL NEEDS STUDENTS TO SUCCESSFULLY JOIN IN AND BE A PART OF THE MAINSTREAM CLASSROOM COMMUNITY. JAN ADAPTS AND ACCOMMODATES SO LEARNING CONTINUES TO BE A PROCESS RATHER THAN A PRODUCT OR MERELY A GRADE ON A TRANSCRIPT; AND WHEREAS, HIS INTENTIONAL DEPTH OF QUESTIONS AND CAPACITY TO PROVOKE CRITICAL THINKING, HELPS OTHERS SEEK THE MEANING OF LIFE THROUGH KNOWLEDGE. HE ENGAGES, INSPIRES, AND NURTURES YOUNG PEOPLE TO SEEK UNDERSTANDING OF THE WORLD, AND CREATE CONNECTIONS TO THE DIVERSE AND SOMETIMES MARGINALIZED STUDENTS, NEVER MISSING AN OPPORTUNITY TO INSPIRE AND LEAD WITH RICH STORIES AND DYNAMIC LESSON; AND WHEREAS, JAN'S DEVOTION TO FAMILY WAS OBVIOUS. Now THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF STILLWATER, IESOTA, THAT THIS AWARD IS PRESENTED TO JAN SPREEMAN IN APPRECIATION OF HIS TANDING LEADERSHIP, AND HE IS HEREBY COMMENDED FOR THOSE EFFORTS. ADOPTED BY THE CITY COUNCIL THIS 19TH DAY OF JUNE, 2012. KEN HARYCKI, MAYOR RESOLUTION 2012-097 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 $1,108,465.16 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 19th day of June, 2012. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2012-097 Ace Hardware Action Rental, Inc. AdvantageHealth Corporation Amano McGann, Inc. Anderson Mariann Aramark Uniform Services, Inc Armor Security Inc. Aspen Mills B & B Products/Rigs and Squads Bald Eagle Sportsmens Assoc. BCA/CJDN Conference Bloom Engineers LLC Breault, Joy Brinker, Teresa Brock White Co. LLC C. Hassis Snow Removal & Yard Services Carquest Auto Parts CATCO Parts and Service Century Power Equipment Clafton Skate Comcast Commercial Asphalt Co. Cool-Rite Cooler Co., Inc. Curb Masters, Inc. Dodge of Burnsville Electric Fire & Security Emergency Automotive Technologies, Inc. Fastenal Company Ferguson Enterprises, Inc. #1657 Festive Outfitters, Inc. Fury Dodge Chrysler Gopher State One Call, Inc. Grainger Hardrives Inc. Hugo Equipment Company Iceman Industries, Inc. J.H. Larson Electric Jasperson Patrick Jefferson Fire & Safety, Inc. Jimmys Johnnys, Inc. Kath Companies Lake Elmo Oil, Inc League of MN Cities Ins Tr Lemoine Chyrisse Supplies Propane, concrete & mixing trailer Strong Bodies Program Paper, desk top validator Park Refund due to water issues Mats & uniforms Monitoring service Battery Vehicle repair Range training Training Cad services Refund cancelled park reservation Refund cancelled park reservation Construction materials Lawn Maintenance Auto Parts Equipment parts Equipment parts Skates Service Asphalt Cartridge Curb & gutter, Repair Two 2012 Dodge Chargers Replaced duct detector Strobe Repair Lily Lake supplies Lily work Repairs and maintenance Billable tickets Motor rain shield Contracts Speed feed head Dust Control Definite purpose contactor Park Refund due to flooding Firewalker boot Unit rentals Mystik tetrimoly grease Gas 2nd and 3rd Installment Dare class and graduation 482.75 473.46 1,036.09 2,119.56 50.00 775.78 89.78 155.34 360.00 218.00 575.00 6,276.35 100.00 100.00 223.28 267.18 544.89 99.47 230.85 560.00 208.13 262.07 246.00 17,352.85 45,130.00 345.00 205.44 182.28 108.11 18,377.26 1,948.37 516.20 7.00 347,368.91 89.73 1,245.09 103.52 50.00 157.30 629.92 350.69 38.57 110,860.00 326.69 EXHIBIT "A" TO RESOLUTION #2012-097 Loffler Companies, Inc. Lynn Peavy Company Mark S. Balay Architects, Inc. Menards Metropolitan Council Middle St Croix Watershed WMO Minnesota Wanner Co. MN Board of AELSLAGID MN Chiefs of Police Assoc. MN Pollution Control Agency Mouser Electronics Municipal Code Corp. Municipal Emergency Services Natural Resource Group LLC Nelson Marine Motor Service, Inc. North Shore Compressor Office Depot Otis Elevator Company Papco, Inc. Pioneer Press Pogge Michel Quality Abstract, Inc. R & R Specialties, Inc. Richard Alan Productions Riedell Shoes, Inc. Roettger Ryan Rose Floral S & T Office Products, Inc. Sherwin Williams Sport Systems Unlimited Corp. St. Croix Boat & Packet Co. State of Minnesota Stillwater Collision & Restoration Stillwater Motor Company Stillwater Towing Sun Newspapers SW/WC Service Cooperatives T.A. Schifsky & Sons, Inc. Terra General Contractors LLC Tessman Seed Co. - St. Paul The Alternator & Starter Store Thomson West Tire Pros & Wheel Experts Trans Union LLC Tremco Weatherproofing Technologies Page 2 Support Supplies Revisions for veriance Supplies Waste Water Services July 2012 Second half Roller Pump License Renewal Permits Renewal fee for collection sys oper Multi conductor cable Annual Billing June 2012- May 2013 Responder Backpack Restroom excavation Boat Compressor parts Supplies Elevator repair Supplies Notice of special meeting Reimbursment for Conference Expenses Abstract service for parking ramp White paint Band for Night to Unite Skates Dare gift cards, grad food and photos Bedding Plants Paper Supplies Clear film May 2012 Arena Billing Decals Body work and paint on 2 new squads Auto parts & service Towing Publication Retirees Health Insurance and COBRA Fine asphalt Construction services May 2012 Chemicals Sweeper motor parts Information charges Carlisle tube Information service Roof Repair 40,962.01 97.70 255.00 1,671.78 118,817.34 15,819.31 223.16 264.00 115.43 46.00 385.77 550.00 200.78 1,220.00 830.15 77.25 656.49 428.70 76.64 115.00 5,428.03 350.00 718.20 475.00 379.05 192.55 131.45 179.37 1,466.25 232.45 63,515.85 24.00 1,400.00 291.29 300.00 327.60 58,045.77 1,102.49 60,648.95 273.14 203.06 93.39 18.80 42.26 2,432.70 EXHIBIT "A" TO RESOLUTION #2012-097 Tuft Kevin Twin City Garage Door Co. Valley Trophy Inc. Vance Brothers Inc. Washington County Assessment & Tax Washington County Property Records Wenck Associates, Inc. Wingfoot Commercial Tire Wolf Marine, Inc. Yocum Oil Company Zayo Enterprise Networks,LLC CC BSHIFTER Fleet Farm Survey Monkey Symantec LIBRARY Ace Hardware Baker & Taylor Brodart BWI Counrty Messenger Heritage Printing Master Mechanical MEI Menards Mid America Business Systems Midwest Tape Toshiba Universal Products Companies LIBRARY CC All Partions Amazon.com Diamond Life Products Digital River Paypal - Equator Creative Media Dare graduation supplies Battery backup release devices Plaques with engraving Cimline pump packing Assessing Service Fee Maintenance Fees Lake Vegetation Management Tires Slip Lease 50% Fuel Telephone Student Access Renewal Fire Dept Supplies Election judge training survey mech Network upgrade sec certificate Janitorial Supplies Library materials Library materials Library materials Periodical Supplies HVAC Repairs Maintenance contract Janitorial supplies Supplies Audiovisual materials Supplies Maintenance contract Grant equipment Hardware Supplies Supplies License DVD Page 3 106.46 3,750.00 123.76 104.74 92,939.54 16,047.00 3,769.05 1,662.12 750.00 9,220.73 580.51 350.00 287.23 204.00 1,595.00 14.24 13.47 1,055.51 400.99 26.00 20.95 3,041.00 118.00 298.68 238.06 175.38 83.96 141.19 1,220.80 41.40 88.85 18.52 49.00 16.98 EXHIBIT "A" TO RESOLUTION #2012-097 Page 4 ADDENDUM Century Link Telecommunications 691.17 Clark, Dan Cleaning City Hall & Public Works 1,057.50 Cole Papers Supplies 291.50 Magnuson Law Firm Professional services 8,598.33 Xcel Energy Utilities 17,333.47 TOTAL 1,108,456.16 Adopted by the City Council this 19th Day ofiune, 2012 LIST OF BILLS EXHIBIT "A" TO RESOLUTION #2012 -098 Ace Hardware Supplies 482.75 Action Rental, Inc. Propane, concrete & mixing trailer 473.46 AdvantageHealth Corporation Strong Bodies Program 1,036.09 Amano McGann, Inc. Paper, desk top validator 2,119.56 Anderson Mariann Refund due to water issues 50.00 Aramark Uniform Services, Inc Mats & uniforms 775.78 Armor Security Inc. Monitoring service 89.78 Aspen Mills Battery 155.34 B & B Products /Rigs and Squads Vehicle repair 360.00 Bald Eagle Sportsmens Assoc. Range training 218.00 BCA /CJDN Conference Training 575.00 Bloom Engineers LLC Cad services 6,276.35 Breault, Joy Cancelled Reservation 100.00 Brinker, Teresa Cancelled Reservation 100.00 Brock White Co. LLC Construction materials 223.28 C. Hassis Snow Removal & Yard Services Lawn Maintenance 267.18 Carquest Auto Parts Auto Parts 544.89 CATCO Parts and Service Equipment parts 99.47 Century Power Equipment Equipment parts 230.85 Clafton Skate Skates 560.00 Comcast Service 208.13 Commercial Asphalt Co. Asphalt 262.07 Cool -Rite Cooler Co., Inc. Cartridge 246.00 Curb Masters, Inc. Curb & gutter, Repair 17,352.85 Dodge of Burnsville Two 2012 Dodge Chargers 45,130.00 Electric Fire & Security Replaced duct detector 345.00 Emergency Automotive Technologies, Inc. Strobe 205.44 Fastenal Company Repair 182.28 Ferguson Enterprises, Inc. #1657 Lily Lake supplies 108.11 Festive Outfitters, Inc. Lily work 18,377.26 Fury Dodge Chrysler Repairs and maintenance 1,948.37 Gopher State One Call, Inc. Billable tickets 516.20 Grainger Motor rain shield 7.00 Hardrives Inc. Contracts 347,368.91 Hugo Equipment Company Speed feed head 89.73 Iceman Industries, Inc. Dust Control 1,245.09 J.H. Larson Electric Definite purpose contactor 103.52 Jasperson Patrick Refund due to flooding 50.00 Jefferson Fire & Safety, Inc. Firewalker boot 157.30 Jimmys Johnnys, Inc. Toilets 629.92 Kath Companies Mystik tetrimoly grease 350.69 Lake Elmo Oil, Inc Gas 38.57 League of MN Cities Ins Tr 2nd and 3rd Installment 110,860.00 Lemoine Chyrisse Dare class and graduation 326.69 EXHIBIT "A" TO RESOLUTION #2012 -098 Loffler Companies, Inc. Lynn Peavy Company Mark S. Balay Architects, Inc. Menards Metropolitan Council Middle St Croix Watershed WMO Minnesota Wanner Co. MN Board of AELSLAGID MN Chiefs of Police Assoc. MN Pollution Control Agency Mouser Electronics Municipal Code Corp. Municipal Emergency Services Natural Resource Group LLC Nelson Marine Motor Service, Inc. North Shore Compressor Office Depot Otis Elevator Company Papco, Inc. Pioneer Press Pogge Michel Quality Abstract, Inc. R & R Specialties, Inc. Richard Alan Productions Riedell Shoes, Inc. Roettger Ryan Rose Floral S & T Office Products, Inc. Sherwin Williams Sport Systems Unlimited Corp. St. Croix Boat & Packet Co. State of Minnesota Stillwater Collision & Restoration Stillwater Motor Company Stillwater Towing Sun Newspapers SW /WC Service Cooperatives T.A. Schifsky & Sons, Inc. Terra General Contractors LLC Tessman Seed Co. - St. Paul The Alternator & Starter Store Thomson West Tire Pros & Wheel Experts Trans Union LLC Tremco Weatherproofing Technologies Inc. Page 2 Support 471.26 Supplies 97.70 Revisions for veriance 255.00 Supplies 1,671.78 Waste Water Services July 2012 118,817.34 Second half 15,819.31 Roller Pump 223.16 License Renewal 264.00 Permits 115.43 Renewal fee for collection sys oper 46.00 Multi conductor cable 385.77 Annual Billing June 2012- May 2013 550.00 Responder Backpack 200.78 Restroom excavation 1,220.00 Boat 830.15 Compressor parts 77.25 Supplies 656.49 Elevator repair 428.70 Supplies 76.64 Notice of special meeting 115.00 Conference 5,428.03 Abstract service for parking ramp 350.00 White paint 718.20 Band for Night to Unite 475.00 Skates 379.05 Dare gift cards, grad food and photos 192.55 Bedding Plants 131.45 Paper 179.37 Supplies 1,466.25 Clear film 232.45 May 2012 Arena Billing 63,515.85 Decals 24.00 Body work and paint on 2 new squads 1,400.00 Auto parts & service 291.29 Towing 300.00 Publication 327.60 Retirees Health Insurance and COBRA 58,045.77 Fine asphalt 1,102.49 Construction services May 2012 60,648.95 Chemicals 273.14 Sweeper motor parts 203.06 Information charges 93.39 Carlisle tube 18.80 Information service 42.26 Roof Repair 2,432.70 EXHIBIT "A" TO RESOLUTION #2012 -098 Tuft Kevin Twin City Garage Door Co. Valley Trophy Inc. Vance Brothers Inc. Washington County Assessment & Taxation Washington County Property Records Wenck Associates, Inc. Wingfoot Commercial Tire Wolf Marine, Inc. Yocum Oil Company Zayo Enterprise Networks,LLC CC BSHIFTER Fleet Farm Survey Monkey Symantec LIBRARY Ace Hardware Baker & Taylor Brodart BWI Counrty Messenger Heritage Printing Master Mechanical M EI Menards Mid America Business Systems Midwest Tape Quill Toshiba Universal Products Companies Library CC All Partions Amazon.com Diamond Life Products Digital River Paypal - Equator Creative Media Page 3 Dare graduation supplies 106.46 Battery backup release devices 3,750.00 Plaques with engraving 123.76 Cimline pump packing 104.74 Assessing Service Fee 92,939.54 Maintenance Fees 16,047.00 Lake Vegetation Management 3,769.05 Tires 1,662.12 Slip Lease 50% 750.00 Fuel 9,220.73 Telephone 580.51 Student Access Renewal 350.00 Fire Dept Supplies 287.23 Election judge training survey mech 204.00 Network upgrade sec certificate 1,595.00 Janitorial Supplies 14.24 Library materials 13.47 Library materials 1,055.51 Library materials 400.99 Periodical 26.00 Supplies 20.95 HVAC Repairs 3,041.00 Maintenance contract 118.00 Janitorial supplies 298.68 Supplies 238.06 Audiovisual materials 175.38 Supplies 83.96 Maintenance contract 141.19 Grant equipment 1,220.80 Hardware 41.40 Supplies 88.85 Supplies 18.52 License 49.00 DVD 16.98 TOTAL 1,039,993.44 Stillwater Public Library 224 Third St. N. Stillwater MN 55082 651.275.4338 www.stillwaterlibrary.org MEMO To: City Council From: Lynne Bertalmio, Library Director Re: Release of 2012 Capital Funds — Part IV June 13, 2012 At its June meeting, the Board of Trustees requested the release of funds from the library's 2012 capital budget for the following items from the library's 2012 capital budget plan. Roof and Drain Repairs $3,960 Repairs will be made to roof and drains in the 1902 and 1972 portions of the building. Memorandum To: Mayor and City Council From: Diane Ward, City Clerk Date: 6/18/2012 Subject: Liquor License Licensee—Corporation Name Change DBA: Murasaki A revised application for a Corporation name change has been received from the Chi Shook Inc. The DBA name will remain the same, but the Corporation will change to the Chi Shook Inc. As a result of this change one of the original owners is being removed from the license. Approval should be contingent upon final approval of Minnesota Liquor Control. ACTION REQUIRED: If approved,Council should adopt a resolution entitled APPROVING CORPORATION NAME CHANGE FROM C&G SUKOPP,INC.TO CHI SHOOK,INC. RESOLUTION NO. 2012-098 APPROVING CORPORATION NAME CHANGE FROM C & G SUKOPP, INC. TO CHI SHOOK,INC. WHEREAS, a revised application for a name change has been received from Chi Shook Inc. to change their corporation name from C &G Sukopp, Inc. to Chi Shook, Inc.; and WHEREAS, application removes one of the officers of the corporation; and WHEREAS,there are no other changes on the application; and WHEREAS,all required forms have been submitted. NOW THEREFORE,BE IF RESOLVED that the City Council of Stillwater,Minnesota,hereby approves the name change conditioned upon Minnesota Liquor Control. Adopted by Council this 19th day of June, 2012 Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk To: Mayor and City Council From: Diane Ward, City Clerk Date: 6/13/2012 Subject: Liquor License Licensee DBA Name Change from Stillwater's The Green Room A revised application for a DBA name change has been received from the Durant Schmidt LLC. The LLC name will remain the same, but the DBA will change to the First National Green Room. Approval should be contingent upon final approval of Minnesota Liquor Control. ACTION REQUIRED: If approved, Council should adopt a resolution entitled APPROVING DBA NAME CHANGE FOR STILLWATER'S THE GREEN ROOM TO FIRST NATIONAL GREEN ROOM RESOLUTION NO. 2012-099 APPROVING DBA NAME CHANGE FOR STILLWATER'S THE GREEN ROOM TO FIRST NATIONAL GREEN ROOM WHEREAS, a revised application for a name change has been received from Durant Schmitt, LLC to change their DBA from Stillwater's The Green Room to First National Green Room; and WHEREAS, there are no other changes on the application; and WHEREAS, all required forms have been submitted. NOW THEREFORE, BE IF RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the name change conditioned upon Minnesota Liquor Control. Adopted by Council this 19th day of June, 2012 Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Receipt Number TO CITY CLERK • a Check No. RETURN �VateC Amount Paid: Fee: $100.00 THE BIRTHPLACE OF MINNESOTA APPLICATION FOR SALE OF FIREWORKS APPLICATION MUST BE SUBMITTED 45 DAYS PRIOR TO STARTING DATE OF SALE REQUIRES CITY COUNCIL APPROVAL 8L INSPECTION BY THE FIRE DEPARTMENT Name of Applicant CUB FOODS - STILLWATER / Home Address Name of Business CUB FOODS Business Address 1801 MARKET DRIVE Corporate Address (if different than business address) Telephone (Business): /o5' /- ''716'gLSLQ \D q Home Phone Beginning Date of Sale: UPON APPROVAL End Date of Sale: 7/9/2012 Hours of Operation: Location of Display -- INSIDE THE STORE @ CUB FOODS b,\ UV 94- G REQUIRED ATTACHMENTS: The following attachments must be included with this application: 1. Permit Fee - $100.00 2. Proof of bond or certificate of insurance in an Msales) of less than $1,000,000.00 showi City of Stillwater as an additional insured. 3. A diagram of the grounds or facilities (for indo wn to al dimensions included / Make Check or Money Order payable to the CITY OF STILLWATER and return P the OFFICE OF THE CITY CLERK, 216 N. 4TH ST, STILLWATER, MN 55084 The sale of the listed fireworks at the location shown on this application is hereby approved, subject to the following conditions if any: Signature of Fire Chief.• Date: The sale of the listed fireworks on the date and at the location shown on this application is hereby approved subject to the following conditions if any: Signature of Police Chief. Date: The sale of the listed fireworks at the location shown on this application is hereby approved, subject to the following conditions if any: Signature of City Approval Date of Stillwater City Council: Permit No.:..,, FOP-- /°:-? — ®3 Memorandum To: Mayor and City Council From: Torry Kraftson, Assistant City Engineer Date: June 14, 2012 Subject: Acceptance of Work and Final Payment 2010 Street Improvement Project (Project 2010 -02) DISCUSSION The work on the above project has been completed. The contractor has submitted their applications for payment and required information to allow for final payments. If Council accepts the work and authorizes final payments the one -year warranty will begin. RECOMMENDATION Staff recommends that Council accept the work and authorize final payment to Hardrives, Inc. in the amount of $31,278.19. ACTION REQUIRED If Council concurs with staff recommendation, Council should pass a motion adopting Resolution No. 2012 - , ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2010 STREET IMPROVEMENT PROJECT (PROJECT 2010 -02). RESOLUTION 2012 -100 ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2010 STREET IMPROVEMENT PROJECT (Project 2010 -02) WHEREAS, pursuant to a written contract signed between the City and Hardrives, Inc. for improvement of the 2010 Street Improvement Project (Project 2010 -02) and their work has been completed with regard to the improvement in accordance with such contract, BE IT FURTHER RESOLVED: That the city clerk and mayor are hereby directed to issue a proper order for the final payment of $31,278.19 on such contract, taking Hardrives, Inc. receipt in full. Attest: Adopted by the Council, this 19'h day of June, 2012. Diane F. Ward, City Clerk Ken Harycki, Mayor MEMORANDUM TO: Mayor and City Council FROM: Michel Pogge, City Planne,4 DATE: June 15, 2012 RE: Mainstreet Pedestrian Walkway Project Site Work Change Order #2 DISCUSSION Early plans for the Pedestrian Walkway called for the placement of a kiosk along Main Street. For some reason this was inadvertently dropped from the plans. The architect has revised the plans to add the kiosk back to into the plans. The architect's cost estimate for the kiosk was $13,000. The general contractor for the pedestrian walkway submitted a bid for the kiosk in the amount of $12,455.00. Since the design of the kiosk requires a foundation, is would be more cost effective to install it now before the surrounding concrete work is completed versus waiting to do it at a later date. PRs included in this change order: PR #10 - Add Kiosk $12,455.00 TOTAL for PR #10 $12,455.00 RECOMMENDATION The City Council approved Change Order #2 in the amount of $12,455.00. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting the Resolution 2012- APPROVAL OF CHANGE ORDER #2 MAIN STREET PEDESTRIAN WALKWAY SITE WORK. RESOLUTION NO. 2012-101 APPROVAL OF CHANGE ORDER #2 MAIN STREET PEDESTRIAN WALKWAY SITE WORK BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that Change Order #2 in the amount of $12,455.00 for the Main Street Pedestrian Walkway Site Work Project is hereby approved: Change order #2: PR # Item Amount 10 - Add Kiosk $12,455.00 TOTAL change for PR #10 $12,455.00 This change order increases the base contract amount from $573,179 to $585,634. Adopted by Council this 15th day of June 2012. Attest: Ken Harycki, Mayor Diane F. Ward, City Clerk W 4 RE AIR - 12' OC 5'- 4' BOTH WAYS IN FOOTING WITH 2' MIN COVER COMPACTED OR KIOSK - FOOTING / BASE SECTION UNDI6TUR5IEASE 3 KIOSK — FRONT AND REAR ELEVATION Li SCALE: 2' • I'.0' L O SCALE: 2' • I-0' SANDERS J c WACKER �C BERCLY INC. LANDSCAPE ARCHITECTS & PLANNERS 3fi5 EP Ke H M n Sv Vol 55101 1 (fi51j 221-0401 Gvxnv(fi511)29c B E Weminnel.com MAIN STREET PEDESTRIAN WALKWAY B` STILLWATER, MINNESOTA L Hole -L Slillwter'NMNI5SOB2 O" GO nrapvr nna,om. > ma ..a nr tna °simeem JNE S9nature Ovte: Reg. Numpar. ONE P,.jevt NumSer. 1024 I)— vj ague v e. 06/04/12 om KIOSK DETAILS SHEET: L13.0 CAST $TONE BASE ELECTRIC SUPPLY C / S 5 3'X325QQUARE'$TEEL. CAST STONE y---� TUBING511 GAUGE, A�L GAP 5 SECTION A SECTION B KIOSK 5,45E PLAN SECTIONS SCALE: 2' • I'-0' Q 4 RE AIR - 12' OC 5'- 4' BOTH WAYS IN FOOTING WITH 2' MIN COVER COMPACTED OR KIOSK - FOOTING / BASE SECTION UNDI6TUR5IEASE 3 KIOSK — FRONT AND REAR ELEVATION Li SCALE: 2' • I'.0' L O SCALE: 2' • I-0' SANDERS J c WACKER �C BERCLY INC. LANDSCAPE ARCHITECTS & PLANNERS 3fi5 EP Ke H M n Sv Vol 55101 1 (fi51j 221-0401 Gvxnv(fi511)29c B E Weminnel.com MAIN STREET PEDESTRIAN WALKWAY B` STILLWATER, MINNESOTA L Hole -L Slillwter'NMNI5SOB2 O" GO nrapvr nna,om. > ma ..a nr tna °simeem JNE S9nature Ovte: Reg. Numpar. ONE P,.jevt NumSer. 1024 I)— vj ague v e. 06/04/12 om KIOSK DETAILS SHEET: L13.0 ELECTRIC SUPPLY CAST STONE GAP 4, BRICK LI 5 5 5 21 <S CAST STONE FINISH GRADE OF L BASE CONCRETE $URFAC NG ti / / _ S [1 LI CONCRETE 4, $DREADING EJI S < EJ �I. EXTEND 4T 4 / LI ELECTRIC ELECTRIC . ,5 5 < < $IGN 5 5 STEEL </ S SEE ADDENDUM SHEET L3D S S y S Lj S 5 LI •4 REBAR - / < 5 i S LI y COCRETE N LI / S 5 FOOTING LI y / 4, ' 4 RE AIR - 12' OC 5'- 4' BOTH WAYS IN FOOTING WITH 2' MIN COVER COMPACTED OR KIOSK - FOOTING / BASE SECTION UNDI6TUR5IEASE 3 KIOSK — FRONT AND REAR ELEVATION Li SCALE: 2' • I'.0' L O SCALE: 2' • I-0' SANDERS J c WACKER �C BERCLY INC. LANDSCAPE ARCHITECTS & PLANNERS 3fi5 EP Ke H M n Sv Vol 55101 1 (fi51j 221-0401 Gvxnv(fi511)29c B E Weminnel.com MAIN STREET PEDESTRIAN WALKWAY B` STILLWATER, MINNESOTA L Hole -L Slillwter'NMNI5SOB2 O" GO nrapvr nna,om. > ma ..a nr tna °simeem JNE S9nature Ovte: Reg. Numpar. ONE P,.jevt NumSer. 1024 I)— vj ague v e. 06/04/12 om KIOSK DETAILS SHEET: L13.0 MEMORANDUM To: Mayor and Council 0__,,,A From: Rose Holman, MIS Specialist Date: June 15, 2012 Subject: Wireless and iPad Discussion There has been some discussion regarding paperless agendas for the City Council meetings for some time. Many cities have gone this route and I have done some research into the ways this has been done. My best recommendation would be to have the packets distributed as PDF's and put into a dropbox (an online depository for documents). Council members would be able to retrieve the packets from that dropbox and download to an iPad (or other device). Once on the device they would be able to manipulate the document with an app called iAnnotate. This app allows users to highlight, comment, type, write (and much more) in the document so that you can personalize it in a way that works best for you. If you want to find out more about this app you can visit http://itunes.ai)i)le.com/us/app/iannotate-pdf/id363998953?mt=8 . That is a quick overview of what we would like to do. I have not tested this yet because we need to accomplish a few things before I can fully test this and give you a demonstration on how it works. Once you see the demonstration, I think you will find this a very user friendly solution. I have budgeted money in the 2012 budget for the purchase of these devices. On another note, the iPad will be very helpful to those of you who do not like to switch between your e -mail accounts. On the iPad you can set up multiple e -mail accounts and easily view your e -mail from any of them by touching on the account you want to see. This will allow us to keep our City e -mail separate from other accounts as recommended. However, the first step in this process will be to get wireless in the Council chambers. This is something that would be beneficial for several reasons. It would allow the City to give access to the internet to outside entities that use our Council chambers without compromising the integrity of our network. This is our biggest concern, but it would also allow us to move forward on this paperless project. This will benefit the City in printing costs and staff time. It would cost approximately $1200 to put wireless in the council chambers. For $1800 we would be able to put in all the conference rooms (Riverview Room and Training Room). These devices would be controlled by our firewall so that we could direct guest traffic to the outside without touching our internal network. I had budgeted $1500 for this but there should be a little leeway in the budget to come up with the addition $300 if we wanted to include the other conference rooms. Once we have wireless, I can begin testing with the iPads, dropbox, and iAnnotate and come back to council in July to give you a demonstration on how things would work. This would allow you to get an idea of how it will work before we make the purchase of the iPads. I know that some of you are concerned about the viewing your documents on a screen, and we could come up with some alternatives, if that is what you would like to do. Some ideas would be to print out the PDF of the packet and still send it to the councilmembers that do not want to use the iPads, or we could still drop the PDF in the dropbox and those councilmembers could print it out at home. I think we can work with everyone to transition and train so that you are comfortable with the solution we decide on. I look forward to having our discussion on Tuesday and am open to any ideas that you may have. If you would like to discuss anything with me before the meeting, please give me a call at 651- 430 -8804. Staff Recommendation: Approve the purchase of wireless access points for the conference rooms and have staff come back with a demonstration on the iPad in July. J�4't� V"— wts'4 4U, '_1 �. STAFF REQUEST ITEM Department: Police I Date: 06/01/12 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of 9 Panasonic Toughbooks for squad cars. This purchase is in preparation for the upgrade of the reporting software system that Washington County is implementing later this year. The City has $27,563 in their budget. Another $7246 is available through USAI Grant Funding for Law Enforcement. Another grant will be available later this year or early next year that will pay for 1 or 2 more laptops. The Police Department has a total of 16 squads and unmarked vehicles that will need to have their laptops replaced. Funding for this will have to be budgeted for in the 2013 budget. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) The cost per laptop is $3849, $34641,00. There is $27,536 available in Capital Outlay for this purchase. For the first round of USA[ Grant Funding the City will get $7246. The City will get additional funding from the second round of funding, but the amount has not been determined yet. ADDITIONAL INFORMATION ATTACHED Yes No X. ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman /John Gannaway I Date: 6/1/12 TO: City Council FROM: Michel Pogge, City Planner DATE: June 15, 2012 RE: Required Credit Card Security Upgrade at the Parking Ramp Background The pay equipment that is at the parking ramp currently uses the Cardholder Information Security Program (CISP) standard developed by VISA. At the time the pay station equipment was installed this was the industry standard for credit card data security. Since then the new "Payment Card Industry Data Security Standard" (PCI- DSS) has replaced the CISP standard. Our equipment as configured does not meet the new PCI -DSS requirements and we are required to upgrade the equipment in order to remain compliant. We could upgrade the equipment today at a cost of around $14,615; however, our equipment vendor Amano McGann is working on a new solution that we are being told will be less expensive (around $10,000 to $11,000). We are being told that the new less expensive equipment is currently in beta testing; however, there is no date certain when the new equipment will be available. This cost of the upgrade will be covered by the Parking Ramp enterprise fund. Options At this point we have two options. Neither of them are particularly appealing. 1) We could upgrade the credit card equipment at a cost of about $14,615. 2) We could continue to use the existing noncompliant equipment and wait for the less expensive equipment to become available. The second option has two potential issues. First, the company that processes credit cards for the City could cut us off with no notice. Second, if we were to have a breach in the equipment security the City could be liable. Credit Card Options June 15, 2012 Page 2 Parking Commission Recommendation The Parking Commission reviewed and discussed the two options. Due to the risks involved and the fact that credit card payments could be cut off at the ramp without warning the Commission recommended that the City Council authorize them to proceed with upgrading the pay station equipment without delay at a cost of 14,614. AMANO. EQUIPMENT LIST Amano McGann, Inc. 2620 Broadway Street N E suite 10 Minneapolis, Mai 66413 Te!' 612- 624 -6326 Fax., 612-524-6327 MENEEIREM Item Model QtY A MT -PC -S 1 B MT -PC -H 1 C AMSCHARGE 1 D M1021801 2 E MISC 1 Investment Summary Proposal For Parking Control Equipment Prepared for: City of Stillwater Furnish and Install PA -DSS Software and Hardware Upgrade April 27, 2012 Description Host Server System - (existing peripherals reused) Windows 2008 Server Operating System, SQL 2008, Data Backup Device, and UPS Host Controller System - (existing peripherals reused) KVM Switch, Windows 2008 Server Operating System AMSCharge High -Speed Credit Card Module Upgrade AMG -6800 PCI Upgrade board Shop Supplies Materials Total (Including freight & tax) $10,895 Amano McGann, Inc. Installation Services $3,720 Total Project Cost $14,615 Notes Delivery and Installation is typically 10 -12 weeks from receipt of 1/3 down payment Existing computer monitors, mice, keyboards, and other peripherals will be reused Proposal is subject to attached Terms & Conditions Terms of Sale 0 down payment with signed proposal 113 Net -10 upon arrival of materials to Amano McGann warehouse 1/3 Net -10 after installation Pricing listed is valid for 45 days Scope of Work Exclusions Proposed By: Amano McGann, Inc. Amano McGann, Inc. Furnish, install and make connections to equipment listed above One year parts and labor warranty on hardware, six months on software Others Provide access to equipment/head end locations Integrity of existing conduit /s, wiring and detector loops Integrity of peripheral system components being re -used Additional customer policies /procedures /requirements not specifically listed above Proposal Amount: ($14,615.00) Please sign below and fax back to 612- 524 -6327 to initiate an order. Accepted By: Name: Title: ,'. H Date: Nick Colianni P.O. #: Sales Executive "Thank you for your continued business with Amano McGann, Inc. " (Please Initial) Wa�Wngton ;...County BOARD AGENDA JUNE 19, 2012 — 9:00 A.M. Board of Commissioners Dennis C. Hegberg, Chair, District 1 Bill Pulkrabek, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington 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 itis 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 Hearing — Office of Administration — Kevin Corbid, Deputy County Administrator Consider Repeal of Washington County Ordinance No. 33 Aggregate Removal Tax 5. 9:20 General Administration — Molly O'Rourke, County Administrator Resolution — Participate in the 2012 Performance Measurement Program — Amanda Hollis, Management Analyst II 6. 9:30 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 7. Board Correspondence 8. 9:55 Adjourn 9. 10:00 Reconvene County Board of Appeal and Equalization to 10:45 Assis1,ve listening devices are available for use in the County Board Room. EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR NNE 19, 2012 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Community Corrections A. Approval of resolution authorizing the county to enter into a grant agreement with the State of Minnesota in the amount of $90,103 to fund a probation officer position in the Offender Recovery Program for the period of January 1, 2013 through December 31, 2013. Community Services B. Approval of the Workforce Center's Local Plan for Workforce Investment Act programs for program year 2012. Property Records and C. Approval of resolution approving the basic sale price of tax forfeited parcels Tax Payer Services and authorize the Department of Property Records & Taxpayer Services to offer these parcels for sale to adjacent landowners through private sales. Public Health and Environment D. Approval of automatic renewal of the Ramsey /Washington County Resource Recovery Joint Powers Agreement for a five year term. Public Works E. Approval of resolution awarding the bid to Hardrives, Inc. for the County State Aid Highway 10 (10`h Street North) bituminous mill and overlay project, and authorizing a contract with Hardrives, Inc. in the amount of $646,421.32. F. Approval of contract Amendment No. 4 with Braun Intertec Corporation for additional geotechnical services and materials testing on the County State Aid Highway2 and Interstate 35construction project in Forest Lake. G. Approval of Amendment No. 1 to the I -94 Alternatives Analysis Capital Grant Agreement (No. 1- 2009 -09) between the Counties Transit Improvement Board and Washington County. H. Approval of the joint powers agreement between Washington County, the City of Hugo, the City of Grant, and White Bear Township for the paving of Goodview Avenue North between County State Aid Highway (CSAH 7) and the southern border of the City of Hugo. *Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Meeting Notices 8:30 AM - Planning Advisory Commission Interview - Washington County Government Center 3:30 PM - Housing and Redevelopment Authority Board -- 1584 Hadley Ave N - Oakdale h An 8:30 AM - Counties Transit Improvement Board -- 90 West Plato Blvd., St. Paul 8:30 AM - Workforce Investment Board -- Vocational Rehabilitation Services, 6043 Hudson Road Suite 170, Woodbury 9:30 AM - Plat Commission -- Washington County Government Center 12:00 PM - Metro Transportation Advisory Board Program Committee -- 390 Robert Street, North St. Paul 1:OO PM - Metro Transportation Advisory Board -- 390 Robert Street N., St. Paul 4:00 PM - Audit Committee Meeting - Washington County Government Center 6:00 PM - Community Action Program /Ramsey & Washington Counties -- 450 Syndicate Street North, St. Paul 7:00 PM - Parks & Open Space Commission -- Historic Courthouse, 101 West Pine Street, Stillwater Meeting dates, times and locations may change. Contact the Office Administration or individual agencies for the most current information. Admin Commissioners Calendar 1 6/12/2012 1:54 PM Washington County, Minnesota Y I Board of Commissioners - Actions Actions at the Tuesday, June 12, 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. Child care providers honored by County Board Cheryl Bennerotte of Woodbury and Kathy Wenzel of Hugo were honored as Family Child Care Providers in Washington County by the County Board June 12. The presentation's purpose is to publicly acknowledge their achievement and success in their career as early childhood educators and caregivers, and to increase awareness of quality child care Historically, Washington County has recognized two family child care providers in conjunction with the Minnesota Licensed Family Child Care Association's (MLFCCA) conference and banquet held for family providers throughout Minnesota. Individuals in the community nominate providers and these applications are reviewed by an ad hoc committee from the Washington County Child Care Council with representation from the Minnesota Licensed Family Child Care Association. The ad hoc committee recommends the nominees and their names are submitted to Washington County Community Services /Child Care Licensing Program and the MLFCCA.. County Board reviews value, classification of property The Washington County Board of Commissioners convened as the County Board of Appeal and Equalization June 12, to review the value and classification of property in the county. State law requires that the County Board convene as the County Board of Appeal and Equalization to examine and equalize the assessment of the property within the county, with the power to lower or increase the value, and change the classification of property. At the meeting Tuesday, individuals who had called the Assessor were given a time to appear in front of the board. The second meeting of the board will be the morning of Tuesday, June 19. At the second meeting, the board will use information from the first meeting to review the recommendations and responses to questions from staff, discuss, and take action on each appeal. At the second meeting, the board will also approve valuation changes. These are value changes that have been agreed to by the assessor's office and the property owner prior to the board of appeal meeting. Board makes appointments to advisory boards The Washington County Board of Commissioners made four appointments to county advisory boards at its meeting June 12. • George Dierberger, Baytown Township, was appointed to the Community Corrections Advisory Board, to a first term expiring Dec. 31, 2013. The purpose of the advisory board is to participate in writing the Page 1 of 4 comprehensive plan for the development, implementation and operation of community-based correctional programs and make a recommendation to the County Board annually concerning the plan and its implementation during the coming year. Commissioner Gary Kriesel, District 3, recommended the appointment. Brian Krafthefer, West Lakeland Township, was appointed to the Public Health Emergency Preparedness Advisory Committee to a first term expiring Dec. 31, 2012. The committee advises, consults with and makes recommendations to the Washington County Community Health Board (County Board) on matters relating to the application, administration, and implementation of local public health duties for the Public Health Emergency Preparedness Grant Agreement between Washington County and the Minnesota Department of Health. Commissioner Gary Kriesel, District 3, recommended the appointment. Bob Fossum, Lake Elmo, was named a citizen representative and Steven Duff was named a municipality representative to the Groundwater Advisory Committee, to fill unexpired terms to Dec. 31, 2012, and Dec. 31, 2013, respectively. The committee advises the county on the development, content, implementation and periodic review and revision of the county's groundwater management and protection plan, taking into account the relationship of the Groundwater Plan with watershed plans and any other local plans upon which the Groundwater Plan may have an impact, and assisting the Department of Public Health and Environment in writing an annual groundwater work plan. Commissioner Autumn Lehrke, District 4, and Commissioner Lisa Weik, District 5, recommended the appointments. County will contract with Brightstar to provide home -based services The Washington County Board of Commissioners approved a contract June 12 which allows the county to work with Brightstar to provide community-based services to clients who are eligible for Medical Assistance. Brightstar is a "class A" home care agency and provides services to eligible elderly and disabled clients. The services include personal care assistant, home health aide, homemaker, chore, companion, and respite care. Washington County Community Services provides case management for clients who receive Home and Community Based Waiver Programs. County case managers will determine if clients have an assessed need for home care services and will be able to authorize Brightstar as a contracted vendor to provide these services. Brightstar will bill the state directly through Medicaid and receives payment from the state. All services are paid for with federal and state dollars, and no county dollars are used. County will work with Woodbury to add precinct to city for next election Washington County will work with the City of Woodbury to add another voting precinct in the city, bringing the city's number of precincts to 16. The county and city have an agreement under which the county administers the city's elections. The Washington County Board of Commissioners amended that agreement June 12 to add the new precinct to the city's list. After the 2010 census, the subsequent election redistricting brought about the need for an additional precinct. National Park Service will inspect tax forfeited parcels The Washington County Board of Commissioners gave permission to the National Park Service June 12 to inspect five tax forfeited parcels of property to prepare appraisals and environmental site assessments, as the land will be conveyed to the park service. The board agreed last November to convey the parcels to the park service. Prior to accepting the conveyance, the park Page 2 of 4 service is required to inspect the properties and prepare appraisals and environmental site assessments, and the park service needs access to the properties to complete the requirements. Mini farmers' market will be at government center starting June 19 A mini farmers' market will be set up on the north side of the Washington County Government Center in Stillwater Tuesdays starting June 19. The County Board approved contracts with three vendors, Great Harvest Bread Company, Sunshine Gardens, and Zoua and Dang's Farm, June 12. They will be on site from 2:30 to 5:30 p.m. until Sept. 18. The market is open to employees, the general public, and neighbors and visitors to the Government Center. The mini market is in response to an annual county employee health assessment that showed 53 percent of the respondents noting a need to make nutritional improvements in their lives, including adding fruits, vegetables and whole grains to their diets. An application process was followed for interested farmers who wished to participate at the mini market Public hearing July 10 will consider 'shoreland non - conformities,' variance review criteria, wind energy systems The Washington County Board of Commissioners set a public hearing for July 10 to consider amending the county's Shoreland Management Ordinance pertaining to "shoreland non - conformities," and amending the Washington County Development Code in regard to criteria used when considering the granting of a variance. The board will also consider an amendment to the development code pertaining to wind energy conversion systems. The board set the July hearing at its June 12 meeting. As a result of recent changes in state statute pertaining to "shoreland non - conformities" and the criteria to be used when considering the granting of a variance, it is necessary to amend the county's Shoreland Management Ordinance and a section of its Development Code. The Washington County Planning Advisory Commission (PAC) conducted a public hearing on the two ordinance amendments and recommended approval. In addition, the County Board requested that the PAC review the county ordinance as it pertains to wind energy conversion systems and determine if the ordinance should be revised. The PAC conducted a public hearing and recommended the ordinance be amended. County will apply for cross - country ski trail assistance funds The Washington County Board of Commissioners approved an application June 12 for participation in the Minnesota Department of Natural Resources funding program for maintenance of cross - country ski trails in the county's parks. The county has participated in the Minnesota Cross - Country Ski Trail Assistance Program in prior years and wishes to continue to receive help to maintain trails at Pine Point Park, Cottage Grove Ravine Regional Park, St. Croix Bluffs Regional Park, Big Marine Park Reserve, and Lake Elmo Park Reserve. The application is for $31,853.60 for ski trail assistance in 2013, but the funding fluctuates from year to year. County reviews budget process as work nears completion on Broadway Avenue project The Washington County Board of Commissioners received an update on Broadway Avenue in Forest Lake June 12, along Page 3 of 4 with a report on a pilot project on how to manage contracts for the project more efficiently The construction project runs along County State Aid Highway 2, or Broadway Avenue, from just west of Interstate 35 to just west of Highway 61, and includes grading, concrete and bituminous paving, storm sewer, concrete curb and gutter, traffic signals, signing and striping, lighting, water main, sanitary sewer and a bridge over the interstate. This is the third and final year of the construction project. In 2011, the board approved a pilot contract program for the project that changes the threshold at which the County Board must approve construction contract amendments. The pilot project changes were designed to maintain fiscal oversight of the project by the County Board while reducing the amount of staff time spent processing minor amendments to the contract. In addition, the pilot project will enable payments to be made more promptly and to reduce contractor delay claims. The result is a construction project that is on schedule and on budget, with less time tied up by county staff gaining County Board approvals. The project budget is $16.4 million for the interchange and roadway construction. Unexpected changes during construction included finding extra debris in roadbeds and drainage ponds, finding asbestos that road debris, power pole relocation delays, and a need for additional muck excavation and fill for the interchange and bridge. Contract changes processed to date total $955,966.21. In addition, costs not included in the 7 percent contingency costs include money for erosion control, costs incurred by last year's state government shutdown, and additional streetscaping, the latter of which will cost an additional $511,000. Construction is expected to be complete in September. Page 4 of 4