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HomeMy WebLinkAbout2013-05-07 CC PacketREGULAR MEETING RECESSED MEETING ate THE OIRTHRLRCE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North May 7, 2013 4:30 P.M. 7:00 P.M. 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Presentation regarding South Lowell Park Restrooms 2. Possible approval of request for bonding for meter change out - Board of Water Commissioners 3. Discussion of Downtown business mix — Streeter, Wolfe IV. STAFF REPORTS 4. Police Chief 5. Fire Chief 6. City Clerk 7. Community Development Dir. - LCDA pre -grant application for downtown trail improvements 8. Public Works Dir. 9. Finance Director 10. City Attorney 11. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 12. Possible approval of April 16, 2013 regular and executive session minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 13. Swearing in of Officer Brent Campbell 14. Group honors City for Legacy Fund projects - Paul Austin, Executive Director, Conservation Minnesota; and Sheila Smith, Executive Director, Minnesota Citizens for the Arts. X. 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. XI. CONSENT AGENDA (Roll Call) - 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. 15. Resolution 2013 -068, directing payment of bills 16. Possible approval to purchase of 3rd phase of virtualization project - MIS 17. Resolution 2013 -069, resolution amending Resolution 2010 -204, resolution establishing policies related to review of event application and Resolution 2013 -040, resolution establishing a Police Reserve Fund 18. Possible approval to purchase backend server /storage system — MIS /Police 19. Possible approval to purchase of a new evaporative condenser — Rec Center 20. Possible approval to purchase of copier for Public Works — MIS /Public Works 21. Possible approval of purchase of John Deere Gator for Parks Department 22. Possible approval of letter of support for an LCCMR grant application for purchase of land for public use 23. Possible approval of purchase of pump for Lift Station 24. Possible approval of Sanitary Sewer adjustments 25. Possible approval of Service Award — Aron Buchanan — Planning Commission 26. Possible approval of Service Award — Carla Harvieux — Human Rights Commission 27. Possible approval of Stillwater Trolley Parking Space (2) Lease 28. Possible approval of temporary liquor license — St. Mary's Catholic Church — September 8, 2013 29. Resolution 2013 -070, approval of accepting work and ordering final payment to Terra General Contractors for Downtown Pedestrian Walkway Public Restroom 30. Resolution 2013 -071, approval of Dermco— Lavine quote for Liberty tennis court resurfacing 31. Possible purchase of 2 mobile computers for Fire Department with grant from Washington County (AVAILABLE TUESDAY) XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. 32. Case No. 2013 -07. This is the date and time to consider a request from Lennar Corporation for a final plat, an amendment to a Planned Unit Development and an addendum to the Developers Agreement for Settlers Glen 9th Addition for 28 single family lots located at Outlot C, Settlers Glen in the CCR, Cove Cottage Residential District and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on March 29, 2013. (Resolution — Roll Call) 33. Case No. 2013 -08. This is the date and time for a public hearing to consider a request from Cornerstone Land Surveying, Inc., representing Tom Garley, for an annexation, subdivision and zoning map amendment for the property located at 13295 Boutwell Road North in the Transitional Zoning District and any variances related thereto. Notices were mailed to affected property owners and published in the Stillwater Gazette on March 29, 2013. (2 Resolutions & lst Reading of Ordinance) XIII. UNFINISHED BUSINESS 34. Discussion of possible Events Coordinator position (AVAILABLE TUESDAY) XIV. NEW BUSINESS 35. Possible approval of the Downtown Parking Commission's recommended 2014 parking lot rate (check staff report if there is a resolution) 36. Possible approval of resolution rescinding resolution 2013 -048, approval of amendment number one to the agreement between the City of Stillwater and the Town of Stillwater for growth management, orderly annexation and the exercise of joint powers for planning and land use and control (Resolution — Roll Call) 37. Possible approval of appointments to Heritage Preservation Commission (Resolution — Roll Call) (AVAILABLE TUESDAY) 38. Discussion on aquatic plant management funding XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS /REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT TO EXECUTIVE SESSION DISCUSSION ON POSSIBLE PURCHASE OF PROPERTY Stillwater Area Legacy Outdoors Grants 2010-2012 McKusick Lake Stormwater Retrofit Projet, Phase 1 (CW): http://legacy.leg.mn/projects/mckusick-lake-stormwater-retrofit-project-phase-i • Recipient: Middle St. Croix Watershed Management Org; FY 12 • Implement priority stormwater treatment projects and provide approximately 10% of the needed phosphorus reduction. Lily Lake Stormwater Retrofit Phase 1 (CW): http://legacy.leg.mn/projects/lily-lake-stormwater-retrofit Lily Lake Stormwater Retrofit Phase 2 (CW): htt•: le!a .1- . • •'•cts lil -lake-sto mwa er-retrofit-corn erci.1-•ro•erties • Recipient: Middle St. Croix Watershed Management Organization; MN Board of Water and Soil Resources (admin.) • Lily Lake, in Stillwater; "completion will reduce phosphorus loading to Lily Lake by 9.5 pounds"; FY 2011 (January 2011 - December 2012) • County:Washington Stillwater Country Club Water Quality Improvements (CW): http://legacy.leg.mn/projects/stillwater-country-club-water-quality-improvements • Recipient: Brown's Creek Watershed District; MN Board of Water and Soil Resources (admin.); FY 2010 ("In Progress" -work began Sep 1, 2010) • "Brown's Creek Watershed District is partnering with the Stillwater Country Club to `green'their grounds and address pollution runoff." • County: Washington Carnelian Marine St. Croix Watershed District"10"Impaired Lakes TMDL Project- Phase III (CW): http://legacy,leg.mn/projects/carnelian-marine-st-croix-watershed-district-10- impaired-lakes-tmdl-project-phase-iii • Washington Conservation District (Stillwater); FY 2010 • Ten lakes in the county, including Long in Stillwater Installing an Iron-enhanced Sand Filter (CW): http://legacy.leg.mn/projects/installing-iron-enhanced-sand-filter • Brown's Creek Watershed Dist; FY 12 • This filter will remove approximately 118 pounds of total phosphorous per year from an area of Stillwater that ultimately drains to the St. Croix River St. Croix"Green"Marinas (CW): http://legacy.leg.mn/projects/st-croix-green-marinas • Funding for Wolf Marina and two other Washington County marina to install shoreline protection projects,stormwater treatment and infiltration features. Stillwater Area Legacy Arts Grants 2012-1013 Music St. Croix- $5,000, March 2013 Funding for their 2013 -2014 concert series of three chamber music concerts to be presented at the Washington County Historic Courthouse and Trinity Lutheran Church in Stillwater. Valley Friendship Club- $5,000, March 2013 Funding for a four-week theater and artist residency with Upstream Arts for young adults with disabilities.Activities will take place for two hours a day/two days a week and will culminate in a performance in August 2013. Washington County 4-H Federation- $5,000, March 2013 Funding for County Arts-In, a four-day intensive performing arts camp for youth ages 13 to 19.The camp will take place at the Washington County Fairgrounds in July and culminate with performances at the Washington County Fair and the Minnesota State Fair in August 2013. St. Croix Valley Hip Hop Festival - $5,000, December 2012 Funding for Paint on the Water: St. Croix Valley Hip Hop Festival, a one-day Hip- Hop event featuring aerosol art, B-Boy-ing, B-Girl-ing, MC-ing and DJ-ing. The event will be held at Lowell Park in Stillwater in September 2013. Square Lake Film and Music Festival - $10,000,September 2012 Funding for the 2013 Square Lake Film and Music Festival, an annual outdoor film and music event featuring a juried film festival of film shorts and animation,a commissioned film score performance,and live local music. The festival will take place in August 2013. East Metro Symphony Orchestra - $10,000, September 2012 Funding for four concerts in their 2012 -2013 season featuring a Christmas- themed performance with Woodbury Community Theater, a performance with 8th to 12th grade musicians, a collaborative concert with area choirs, and the annual Origins program celebrating the music and performing arts of Bulgaria. Concerts will take place between December 2012 and May 2013. St. Croix Valley Chamber Chorale - $10,000,June 2012 Funding for Postcards along the Way,the 2012-2013 season of three choral concerts to be held at the Washington County Historic Courthouse and Trinity Lutheran Church between December 2012 and April 2013. ArtReach St. Croix-$10,000,January 2012 Funding for Postcards along the Way,the 2012-2013 season of three choral concerts to be held at the Washington County Historic Courthouse and Trinity Lutheran Church between December 2012 and April 2013. Stillwater Area Legacy History Grants 2010-2013 Hersey&Bean Planing Mill Wall Stabilization I $4,260 1 2010 To develop a plan for the immediate stabilization and long term preservation of the remaining rear wall of the Hersey&Bean Planing Mill Historic Downtown Stillwater Podcasts $4,750 1 2013 To create and make available 14 podcasts for greater public access to Stillwater's historic resources. John Runk Film Project I $4,390 1 2010 To make little known motion pictures by a famous still photographer broadly accessible to the public John Runk Photo Collection Reprographic and Rehousing Project I $3,505 1 2012 To preserve and make accessible the library's historic photo collection. NE Churchill,Nelson, Slaughter Addition Local Designation District Project I $4,600 2013 To hire a professional to prepare documentation for local designation of the Churchill, Nelson,Slaughter Addition to the City of Stillwater. She Who Would Giants Fight I $76,000 1 2012 To produce a one-hour documentary on the life and significant contributions of Minnesota Supreme Court Associate Justice Rosalie Wahl based on thorough and completed research. Stillwater Heirloom Homes&Landmark Site Program#3 I $6,999 I 2010 To complete research on the remaining 57 landmarks identified in a designation report RESOLUTION 2013 -068 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 $405,719.64 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 7th day of May, 2013. Ken Harycki, Mayor ATTEST: Larry D. Hansen, Acting City Clerk EXHIBIT "A" TO RESOLUTION #2013 -68 LIST OF BILLS Amano McGann, Inc. American Pump Company Ancom Communication, Inc. Ancom Technical Center Applied Images Aramark Uniform Services, Inc Aspen Mills Becker Arena Products Brock White Co. LLC Bryan Rock Products, Inc. Carquest Auto Parts Cellebrite USA, Corp. Century College Century Link Clifton LarsonAllen LLP Cole Papers Comcast Cornerstone Land Surveying,Inc Delta Dental Plan of Minnesota East Central Diesel, Inc. ECM Publishers, Inc Emergency Automotive Technologies, Inc. Fastenal Company First -Shred FleetPride Fury Dodge Chrysler Galls Grafix Shoppe Heritage Printing, Inc. Holiday Credit Office IdentiSys Jefferson Fire and Safety, Inc. Keeprs Inc Kirvida Fire, Inc. Larson Architects League of MN Cities League of MN Cities Ins Tr Lynn Peavy Company Machovec MacQueen Equipment Inc. Madden.Galanter.Hansen LLP MarmurJason Marshall Electric Company Parking ramp reader repair Suction hoses Antenna whip 800 Pager shipping Name plate Uniforms and mats Uniforms Dasher Section Replacement Roadsaver Sealant 1 1/2 with fines Auto parts and supplies software upgrade Law enforcement training Phone #2 Audit billing Supplies TV, internet and voice Land surveying AP COBRA MAY 2013 Wing and edge Publication Oval LED Warning Tamp and strobe Supplies Shredding LED Becon Auto repair and service Uniforms Graphic for 2013 police motorcycle Business cards Fuel ID Printer Repair Turn out gear Uniforms Replace proximity switch Design services for Lowell Park Restroom Claims 1st installment municipality CMC 35177 Evidence tape Ring Buoy with reflective tape Supplies and parts Labor relations sery arb & admin hearings Park Fee Refund Install new light fixtures inside shed Page 1 337.63 833.63 32.47 12.00 10.69 1,201.21 1,235.30 2,623.78 8,361.61 177.59 502.60 2,998.99 1,785.00 123.14 12, 200.00 82.23 661.90 425.00 292.90 1,109.00 141.50 131.08 102.08 80.80 185.36 2,187.39 195.96 242.71 67.33 59.16 171.00 1,972.15 193.30 397.75 1,934.72 2,407.07 124, 804.00 160.50 72.86 1,762.16 1,092.80 100.00 603.07 EXHIBIT "A" TO RESOLUTION #2013 -68 Menards MN Dept of Labor and Industry MN Dept of Public Safety MN Dept of Transportation MnFIAM Book Store NAPA Auto Parts Nelson Auto Center Nelson Marine Motor Service, Inc. North American Safety OReilly Auto Parts Office Depot Otis Elevator Company Pioneer Rim and Wheel Co. Postmaster R &R Specialties, Inc. Ricoh USA, Inc. Riverland Community College Schelen Gray Auto & Electric LLC Schuster Co. Secure Benefits Systems ServiceMaster Clean St. Croix Boat and Packet Co. St. Croix Harley- Davidson St. Croix Tree Service Inc. St. Paul Police Department PDI Stillwater Motor Company Stoen Drew Streichers T.A. Schifsky and Sons, Inc. Terra General Contractors LLC Tessman Seed Co. - St. Paul Thomson Reuters Tri -State Pump and Controls, Inc. Unique Paving Materials, Inc. USAble Life Valley Immediate Care Viking Auto Sprinkler Co. WalMart Community Wenck Associates, Inc. White Bear Tire & #38; Auto Inc. Winnick Supply Yocum Oil Company Zarnoth Brush Works, Inc. Ziegler, Inc. Supplies Public works pressure vessel license 2013 Decals River crossing project Pumping apparatus Auto parts and supplies new squad Engine maintenance Jackets Seat cover and floor liner Tape and envelopes Elevator contract Battery and supplies Standard mail permit # 206 Paint Copier lease Fire EMS Rescue school Rebuilt marine alt. 1000 Payroll checks March and April 2013 and cobra Carpet cleaning April Arena Billing Install police equipment Tree Service Training course - Sandra Vetsch Auto service and repair Reimburse for steel toe boots Uniforms and supplies Fine Asphalt Final payment Seed and fertilizer Information charges & fin stmt guide Replace check value on Pump at Nelson St Cold mix winter Term Life Insurance Drug screen Annual fire inspection Supplies Lake vegetation plans Tires Steel Fuel Gutter brooms for sweeper Parts Page 2 1,158.21 10.00 40.00 8,031.00 96.19 346.63 23,969.61 38.90 130.00 142.12 634.22 4,483.56 96.94 200.00 869.96 145.90 260.00 406.10 247.42 111.00 480.94 39,203.29 887.32 881.72 195.00 181.62 150.00 1,642.95 502.40 15,432.63 7,098.18 311.28 9,620.02 619.67 412.80 45.00 1,000.00 463.44 6,870.14 45.59 310.73 21,124.45 2,103.30 82.92 EXHIBIT "A" TO RESOLUTION #2013 -68 LIBRARY Aramark Uniform Services, Inc Baker and Taylor Brodart Co CDW Government, Inc. Comcast Demco, Inc. Embury Ltd., Inc. Master Mechanical, Inc. #69 Menards Midwest Tape Minnesota Elevator Inc. NADASC Office of Enterprise Technology Security Response Services Inc Stillwater Public Library Foundation Swift Mary Washington County Historical Society Washington County Library Xcel Energy APRIL MANUALS Postmaster Post Board Xcel MN Dept of Public Safety Wash Cty License Ctr ADDENDUM Brinker, Anton KFD Training & Consultation Lowes Magnuson Law Firm Pioneer Rim & Wheel Verizon Xcel Janitorial supplies Library materials Library materials HP Reman Printer Telecommunications Library materials Wave wardrobe Maintenance agreement Janitorial supplies Supplies Building repair charges Subscription Telephone Maintenance agreement Reimbursement Reimburse for UPS Library materials Library materials Energy 2nd Qtr Utility Billing Postage License Electricity , Gas Plates for 2013 Ford Escape Reg for 2013 Ford Police interceptor Page 3 104.79 1,647.60 3,086.69 242.66 56.90 36.38 186.02 947.25 69.15 607.71 523.50 99.00 330.70 155.67 250.00 12.93 20.00 2,119.10 4,385.27 2,653.42 90.00 26,697.20 6.00 20.75 Refund for over payment of utility bill 75.50 Bulletproof mind seminar 258.00 Parking sign 228.06 Professional Service 7,380.43 Parts 81.78 Cell Phones 1,525.56 Electricity , Gas 26,667.05 TOTAL 405,719.64 EXHIBIT "A" TO RESOLUTION #2013 -68 Adopted by the City Council this 7th Day of May, 2013 Page 4 STAFF REQUEST ITEM Department: MIS /Fire Date: 5/3/13 DESCRIPTION OF REQUEST (Briefly outline what the request is) Request to purchase two (2) mobile data computers in preparation for Washington County's implementation of new CAD Dispatching system. All County emergency response agencies will be dispatched via this new technology. Washington County is planning to switch to the new system in early 2013 and the F.D. needs to have equipment capable of running the new program. Washington County has reimbursement funds through the Urban Area Security Initiative Grant that will help offset the cost of this purchase. Every F.D. in the County will receive a portion of this grant funding. 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) Washington County will reimburse us up to $6600. The cost of the computers should come to approximately $6626. This is a reimbursement grant. ADDITIONAL INFORMATION ATTACHED Yes No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman (..)?(- Date: 5/3/13 EXECUTION: 5/7/13 SETTLER'S GLEN 9TH ADDITION ADDENDUM NO. 3 TO DEVELOPMENT AGREEMENT BETWEEN THE CITY OF STILLWATER AND US. HOME CORPORATION FOR SETTLER'S GLEN Master Development Agreement Dated April 3, 2001 This Instrument Drafted By: David T. Magnuson Magnuson Law Firm 324 Main Street South, Suite 260 Stillwater, MN 55082 6651- 439 -9464 telephone 651-- 439 -5641 fax 9TH ADDITION ADDENDUM NO. 3 TO DEVELOPMENT AGREEMENT FOR SETTLER'S GLEN Originally Agreement Dated April 3, 2001 This Agreement made this day of , 2013 between the City of Stillwater, a political subdivision of the State of Minnesota ( "City ") and U.S. Home Corporation, a Delaware corporation ( "U.S. Homes ") (the "Developer "). 1. INTRODUCTION. U.S. Homes and the City executed a Master Development Agreement for the development of Settler's Glen, a residential community, on April 3, 2001 and the purpose of this Addendum is to facilitate the build -out of Settler's Glen 9th Addition and the installation of public improvements needed to serve the twenty —eight (28) single family Lots and 3 open space outlots within the 9th Addition Phase of the development. A description of this phase (the "Project ") is attached hereto as Exhibit A. 2. SAVING. The Master Development Agreement will remain in force and effect except as expressly modified in this Addendum and for the purposes of this Addendum is restated as if set forth verbatim. 3. PUBLIC IMPROVEMENTS. The City is willing to allow the Developer to construct and install the public improvements for this phase. To insure the efficient installation of the improvements, the Developer agrees to provide an on —site project coordinator certified for perfollliing construction inspection. The inspection must be approved by the City Engineer. 4. SECURITY. Security for the costs of the Public Improvements for this Phase of the Project required by §5 of the Master Development Agreement is in the amount of $797,511.00. 5. CONDITIONS OF APPROVAL. The conditions of approval for the final plat of the property, as set forth in Resolution 2005 -170 enacted by the City Council on August 2, 2005 as amended, must be satisfied for the property as well as any applicable conditions imposed on the preliminary plat and Planned Unit Development permit set forth in City Resolution 2000 -205 enacted by the City on July 18, 2000, and the condition of approval imposed as part of Final Plat approval and Amended PUD approved enacted on the City Council on May 7, 2013. 6. HOUSE DESIGN AND COLOR. The Independence — may not be approved because it shows an accessory dwelling unit. Accessory dwelling units are not permitted in the CCR zoning district. a. Depending on the final design of the connection and the resulting configuration ...,..� 1.,._aioi 01 VULIUL 11Uh1 T:---- x'-----_11 -- ---- -- 1i CL11U 1VGZtl1V11 Ul VUl1VL D, 111G 1.V11ll11U111Ly LGVGIU�J111Gl11 LliGI:U)1 W1111GV1SG 111G landscape plan by relocating the bus shelter and mailbox adjacent to Lot 1, Block 2 to improve sight distance at the intersection of Macey Way and Macey Circle. -2- b. The revised landscape plan must be submitted for review and approval of the Community Development Director prior to release of the final plat for recording. c. A model home may be constructed on Lot 10, Block 3 after the final plat is recorded. Construction traffic to build this model may utilize Macey Way. All other construction traffic must utilize McKusick Road. d. The Kellogg, The Lindbergh, The Saint Croix II and The Sinclair II must be used on a minimum of 70% or 20 lots in the 9th Addition. The applicant shall provide two additional styles that meet the garage setback requirement in the zoning district for review and approval by the Community Development Director prior to release of the final plat. e. The Pillsbury, The Saint Croix, The Sinclair, The Snelling, The Taylor and The Washburn may be used on no more than 30% or eight lots in the 9 Addition. 7. LANDSCAPE, TRAIL AND NATURAL AREA PLANS. The Landscape Plan, Trail System and Natural Area depicted on Exhibit B must be installed before issuance of any building permits for this Addition. 8. SIDEWALK. The sidewalk along the east side of Macey Way must be extended to the Brown's Creek Trail. a. A crosswalk detail consistent with those in the larger development must be provided to the Community Development Director for review and approval prior to release of the final plat for recording. b. A crosswalk must be installed across Macey Way between Settler's Glen 6th and 9th Additions to accommodate the existing trail that crosses the road at that point. 9. HOOK -UP CHARGES. Hook —up charges attributed to the 9th Addition are $129,070.481 associated with the AUAR Trout Street Mitigation. a. A lighting fixture detail consistent with those in the larger development must be provided to the Community Development Director for review and approval prior to release of the final plat for recording. b. The applicant must submit the home purchaser educational packet for city review prior to release of the final plat for recording. c. Plans for improving McKusick Road at the subdivision entrance must be revised to satisfy Washington County. d. Prior to commencing any earth work, the developer must obtain any necessary permit from the Brown's Creek Watershed District. Hook —up charges are based upon the rate of $10,021 x 12.88 acre = $129,070.48. - 3 - 10. DRIVEWAYS, STREETS AND UTILITIES. Driveway widths in the 9th Addition may be up to 18 feet wide at the front property line. a. The bituminous surface in the cul -de -sac must be increased to a diameter of 96 feet to satisfy State Fire Code. b. The backyard storm sewer pipes must either be: a) increased to a 12 inch diameter if it is to be maintained by the City, or b) left at the proposed diameter but must then be maintained privately by the landowner or the Home Owner's Association. c. The driveway for Lot 1, Block 2 must be aligned to the satisfaction of the City Engineer. Currently there are concerns about it being located too closely to the intersection. 11. TRAILS. Prior to issuance of any building permits in the 9th Addition, Developer must install all grass, gravel, and blacktop trails proposed as part of this Phase and past Phases, to the satisfaction of the City Engineer and the Community Development Director. 12. MARKERS. Prior to issuance of any building permits in the 9th Addition, Developer shall install markers locating and identifying all natural, open space and parkland areas at each and every property corner where ever adjoining private lots meet these areas, to the criteria set forth by the City Engineer. 13. FOOTING DRAINAGE SYSTEM. The Developer will require that builders install a footing drainage system around the perimeter of each single family house to be constructed within the Plat. The system shall consist of drain pipe leading from the back of the house to a drainage easement. Construction of a footing drainage system is required for all lots but the City may waive the requirement on a case by case basis if, in its sole judgment, a footing drainage system is deemed unnecessary to assure adequate lot drainage. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed this day of , 2013. -4 CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk DEVELOPER: U.S. HOME CORPORATION, a Delaware corporation By Its: STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) On this day of , 2013, before me, a Notary Public within and for said County, appeared Ken Harycki, and Diane Ward, to me personally known who, being duly sworn, did say that they are the Mayor and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota Municipal corporation. STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON Notary Public The foregoing instrument was acknowledged before me this day of , 2013, by , the , duly authorized agent for U.S. Home Corporation, a Delaware corporation, the Developer. Notary Public 5 Ji1water T H E B I R T H P L A C E O F M I N N E S O T A TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director DATE: April 30, 2013 RE: Event Coordinator Information BACKGROUND The City recently completed a community survey to gather opinions on events in general and specifically on the level of interest in having a community event or events. In March and April the Council discussed action steps that should be taken subsequent to completion of the survey. Two action items were identified: 1) Extend the moratorium on a community event; and 2) Explore event coordinator positions in other cities and bring findings back to the Council. METHODOLOGY Staff contacted nine cities' about event coordination. To date we have received written information from St. Paul, Minneapolis, Minnetonka and Woodbury. A summary of that information is provided in the table below. Champlin, Red Wing, Hastings, Chanhassen, Vadnais Heights, Woodbury, Bloomington, St. Paul and Minneapolis. Event Coordinator Position May 2, 2013 Page 2 REQUEST City staff requests Council to consider the principal duties desired for the Event Coordinator; whether the new position should assume duties from other departments as well to create a full time position, or be focused only on event coordination and remain a part -time position; discuss funding sources to pay the Event Coordinators wages & benefits. Though the City Council has not come to a consensus on duties that may be assigned to an Event Coordinator, it seems discussion to date is heading towards creating a permanent part -time position responsible for: 1. Event permit administration a. This would include such tasks as permit review, distributing and coordinating permit applications to other City staff members for review 2. Coordinating development of Event Contracts 3. Drafting review reports for Parking Commission, Park Commission and City Council as necessary 4. Event facility or venue preparation coordination with Public Works and Public Safety 5. Public facility scheduling for events Woodbury St. Paul Mpls Minnetonka Job title Recreation Specialist — Facility Coordinator Events Coordinator Event Coordinator Program & Special Events Manager Department Park & Rec Park & Rec Recreation Services Full -time position Yes Yes Yes Yes Event Planning? No Yes Yes Yes Event permit admin? Event coordination? Yes No Yes Yes Facility use & equip. coordination? Yes Yes Yes Yes Facility scheduling? Yes No No No Other duties Catering and vendor liaison, rental contracts and invoices, keeps financial and other records, marketing of city facilities and programs Manage special events, food coordination, vendor liaison, promotion and marketing of City events Manages budget for all MPRB events, manages portable outdoor movie system, solicits sponsors for MPRB events, promotes events, purchases supplies, manages sponsor & partner relations and contracts This is primarily a Park & Rec program management and development position, a secondary responsibility is organization and management of special events (Kid's Fest, Fall Family Fest, Breakfast with Santa, Spring Eggstravaganza, and Minnetonka Summer Festival). Minimum qualification 4 year Park & Rec degree or related BA in Hospitality & Tourism Mgmt, Busines Mgmt, Communications, Marketing or Sales. BA in Event Management or equivalent 4 year Park & Rec degree, Mgmt, Public Administration, or related REQUEST City staff requests Council to consider the principal duties desired for the Event Coordinator; whether the new position should assume duties from other departments as well to create a full time position, or be focused only on event coordination and remain a part -time position; discuss funding sources to pay the Event Coordinators wages & benefits. Though the City Council has not come to a consensus on duties that may be assigned to an Event Coordinator, it seems discussion to date is heading towards creating a permanent part -time position responsible for: 1. Event permit administration a. This would include such tasks as permit review, distributing and coordinating permit applications to other City staff members for review 2. Coordinating development of Event Contracts 3. Drafting review reports for Parking Commission, Park Commission and City Council as necessary 4. Event facility or venue preparation coordination with Public Works and Public Safety 5. Public facility scheduling for events Event Coordinator Position May 2, 2013 Page 3 a. This includes parks, the Lowell Park gazebo, the Pedestrian Plaza pergola, etc. b. Maintain a webpage for scheduled events that have been issued permits. c. If reorganizing tasks of the Public Works Secretary is under consideration (I do not believe that it is), then the Event Coordinator might assume some of her facility scheduling responsibilities, which include: i. Ball fields and tournaments where this is not organized by other agencies. ii When tournaments include alcohol sales, the Event Coordinator would work with the City Clerk to arrange for proper licensing, etc. iii. All park facilities such as picnic shelters, band shelter, gazebo, Teddy Bear Park building, etc. 6. Perhaps liaison to larger event permit holders on event day to act as point of contact between event manager and City personnel. bt Memorandum illwater Administration TO: Mayor & City Council FROM: Diane Ward, City Clerk DATE: May 7, 2013 RE: Remaining HPC Annual Commission Reappointment/Vacancies Update This memo is intended to provide Council with an update on the HPC that has completed the annual process, and was pulled at the last meeting to complete the interviews. Heritage Preservation Commission Name Ward Expiring Term Requests Reappt New Applicant Vacancies as of May 1st: 2 John Brach i 2 1st Yes Scott Zahren I 2 2nd No Elizabeth Welty i 2 .( John Rheinberger 1 2 .( Pat Thoreson 1 3 .( RECOMMENDATION: All applicants have been interviewed. It is recommended that Mr. Brach be reappointed and Ms. Welty be appointed. ACTION REQUIRED: If in agreement with the above information, Council should pass a motion adopting the attached resolution appointing these applicants to the Heritage Preservation Commission. /nm APPOINTING MEMBERS TO HERITAGE PRESERVATION COMMISSION NOW THEREFORE, BE IT RESOLVED, that City Council of the City of Stillwater, Minnesota, at their May 7, 2013 regular City Council meeting hereby appoints the following: Commission 1 Member Ward = Term Term Ending Heritage Preservation John Brach 4 1st May 1, 2016 Heritage Preservation Elizabeth Welty 2 1st May 1, 2016 Adopted by Stillwater City Council this 7th day of May, 2013. Ken Harycki, Mayor ATTEST Larry D. Hansen, Acting City Clerk KII(water BtRTHPIACE CAP MINNESO1A Memo To: Mayor and City council From: Tim Moore, Public Works Superintendent,; Date: May 2, 2013 Re: South Lowell Park Restroom Remodel Staff has been meeting with Brian Larson of Larson Architects, LLC. regarding the South Lowell Park restroom remodel project. During this time we have focused on creating a preliminary layout and design for the bathroom facility. A public information meeting /open house was held on Monday, April 22, 2013 from 7 PM to 8 PM at the Regular Parks and Recreation Commission meeting. Comments from that meeting were reviewed by staff and Brian and incorporated into 3 design concepts. Brian will be at the May 7, 2013 4:30 PM Council Meeting to give a 10 -20 minute presentation and have 10 -20 minutes for questions. BOARD OF WATER COMMISSIONERS 204 North Third Street P.O. Box 242 Stillwater, MN 55082 -0242 Phone: 651- 439 -6231 • FAX: 651 -439 -4061 April 22, 2013 Mayor and City Council City of Stillwater 216 4th St. N. Stillwater, MN 55082 RE: Bonding for Water Meter Replacement Project Dear Mayor and Council: The Board of Water Commissioners, at their April 19, 2013 meeting voted to bond for the amount of the Water Meter Replacement Project. The cost of the Water Meter Replacement Project is $1,450,000.00. The Board is requesting the City of Stillwater to begin the process of securing a $1,450,000.00 bond for the construction of this project, as the Board of Water Commissioners is unable to do this. in 2012 the Board of Water Commissioners paid off their General Obligation Water Revenue Bond, Series 2000B in preparation for bonding the Water Meter Replacement Project. Prior contact was made with Finance Director`Sharon Harrison to make sure this would not affect the bonding for other city projects. Sincerely, Robert Benson Manager Board of Water Commissioners COMMUNITY SYMPOSIUM or Ideas. you.r suture. Business Mix Committee Pat Wolf Chair Andre Bessette Larry Cramer Ernie Shores Jeff Anderson Mike Hoefler Mark Balay Tanya DeWing Paula Port Committee Mission "Identify the proper desired combination of business offerings that collectively support the economic vitality of downtown as a whole." GREATER STILLWATER CHAMBER of COMMERCE Stillwater City Council City of Stillwater 216 4th Street N Stillwater, MN 55082 Stillwater City Council: May 2, 2013 We appreciate the opportunity to update council members and staff regarding the opportunities the Downtown Revitalization subcommittee has identified that will generate a new thriving downtown. The City of Stillwater and its historic downtown have a limited window of incredible opportunity to conduct a series of thorough studies and surveys to fully assess downtown's current economic performance, consumer profile, and business mix. These studies will result in a recommended business mix action plan that the committee, City, property owners and real estate brokers will use to attract the right variety and caliber of businesses that will transform downtown into a vibrant commercial district for all to enjoy. The need for these recommend studies: • It is essential that we have a complete understanding of the true condition of downtown prior to the City conducting a revised comprehensive plan for downtown. • This is the last summer we have to get a full three - dimensional economic assessment completed prior to the opening of Brown's Creek Trail and completion of Lowell Park improvements and Lift Bridge renovations. • A revised comprehensive plan could then reflect all the desired and required improvements that could be implemented by the City and supporting governmental agencies, organizations, businesses, foundations, and individuals. The committee's 25 downtown business and property owners have made a substantial time commitment to researching, studying and preparing their project proposals. At the conclusion of this 18 -month process, committee members will have contributed nearly 2,700 hours dedicated work, amounting to approximately $135,000 of sweat equity contribution at a $50 hourly rate. This collaborative commitment to downtown's future is unprecedented. The committee seeks to partner with the City of Stillwater to create a new downtown through the City's contribution of the requested studies. Enclosed are two research proposals for your consideration. We believe it is vital, as revealed in the term "revitalization," that we learn as much as possible about the condition, economics and opportunities from experts specializing in downtown revitalization. Our research included several local communities that have taken proactive steps to ensure the success of their downtowns. Their comments are shared in this preliminary project proposal. Regards, f1fgf Chair IN/fxfield R I ' Inr- May 1, 2013 Mr. Todd Streeter Greater Stillwater Chamber of Commerce Chestnut Building 200 Chestnut Street Suite 204 Stillwater, MN 55082 Dear Mr. Streeter: Thank you for contacting Maxfield Research Inc. regarding your need for research and consulting services to conduct a series of assessments and surveys that will inform various components of the Downtown revitalization program. As we understand, there are a number of committees that have been established as part of this program that are focused on specific components of the Downtown plan. The goal is to develop a focused, market - driven strategies that will be implemented to create a targeted business mix intended to develop a robust and dynamic retail and professional services mix that will attract a diverse mix of customers to Downtown year- round. We understand that there are several components of the analyses that are likely to be undertaken by different consultants. To the extent possible, we believe that it will be important to cross - reference the findings of other components of the analyses with the business mix and surveys work. Maxfield Research Inc. has developed work outlines and associated costs that to complete the following requested reports: 1) Downtown Business Owner Survey 2) Market Analysis 3) Business Mix Recommendations The tasks to be undertaken for each of these reports are outlined in the attached proposal document. Each component analysis is documented separately and may be contracted for individually or as a whole. There may be some cost savings to be achieved if all of the components are contracted for together. (612) 338 -0012 fax (612) 904 -7979 1221 Nicollet Avenue South Suite 218, Minneapolis, MN 55403 www.maxfieldresearch.com Mr. Todd Streeter, Executive Director Greater Stillwater Chamber of Commerce May 1, 2013 Page 2 Please review the attached document. We are available to discuss any aspect of this proposal with you and other stakeholders. Thank you for the opportunity to respond to the RFPs. Sincerely, MAXFIELD RESEARCH INC. e Mary C. Bujold President (612) 904 -7977 Direct Dial Email: mbujold @maxfieldresearch.com Attachment MAXFIELD RESEARCH INC. May 1, 2013 Mr. Todd Streeter Greater Stillwater Chamber of Commerce Chestnut Building 200 Chestnut Street Suite 204 Stillwater, MN 55082 PROPOSAL FOR PROFESSIONAL SERVICES Maxfield Research Inc. proposes to provide to the City of Stillwater, Minnesota research and consulting services to complete a series of business analyses and surveys that will inform a process that is intended to revitalize and significantly strengthen Downtown business offerings through a detailed analysis of current conditions and detailed recommendations that will enable the community to target specific businesses and develop specific branding strategies to achieve the desired goals. The proposal outlines the following separate but integrated analyses: 1) Business Owner Survey 2) Market Analysis 3) Business Mix Assessment and Recommendations These analyses may be completed separately or simultaneously. Each of the analyses is integrated with the other to provide an optimum picture of Downtown business conditions and market dynamics. (612) 338 -0012 fax (612) 904 -7979 1221 Nicollet Avenue South Suite 218, Minneapolis, MN 55403 www.maxfieldresearch.com Mr. Todd Streeter Greater Stillwater Chamber of Commerce May 1, 2013 Page 4 I. Business Owner Survey SCOPE OF SERVICES Develop Survey Instrument and Questions 1. Identify list of business owners in Stillwater to be included in the survey; determine most appropriate survey method to optimize survey participation among local business owners. 2. Based on the survey method identified, compile survey questions designed to elicit the following information from business owners: a. Type of business (SIC Code or Category); (Maxfield Research Inc. can cross - reference type of business if needed to a specific SIC Code.) b. Years in Business at Current Location c. Years in Business at Previous Location (if in Stillwater less than two years) d. Own or Lease Space; if own (when purchased); e. Size of Current Space (square feet); f. Business Trends over the past three to five years (change in customer base, customer traffic, sales activity per customer) g. Has your merchandise mix or business service mix changed in response to any change in market trends? If so, how? h. Business operations including store hours, staffing, marketing budget, etc. Total Revenue /revenue per square foot (kept confidential for individual businesses, but summarized for the analysis by category of business. j. Why is your business in Downtown Stillwater? k. Other questions may also be developed with the assistance of the Business Committees. II. Tabulate Findings and Summarize Information 1. Tabulate findings of the survey. 2. Summarize information in tables, charts and text formats. III. Prepare written report. Total Cost Range of Business Owner Survey (Min /Max): $6,000 - $8,000 II. Market Analysis SCOPE OF SERVICES I. Identify Customer Groups to be Surveyed a. Local /Regional visitors to Downtown Stillwater b. Local Residents MAXFIELD RESEARCH INC. 4 Mr. Todd Streeter Greater Stillwater Chamber of Commerce May 1, 2013 Page 5 c. Other groups that can be identified and quantified II. Develop Survey Method and Survey Instruments a. For each of the customer groups to be surveyed, identify an appropriate survey instrument. b. Develop survey instrument for each of the groups to be served III. Deploy Customer Group Surveys a. Maxfield Research Inc. will deploy surveys and /or identify a specific subcontractor to Maxfield Research that will be able to complete the surveying. (i.e. customer intercept surveys will require that Maxfield Research Inc. subcontract the survey to a separate firm that specializes in this area). b. Tabulate survey responses c. Present survey findings i. Prepare tables, charts, graphs and text of the survey findings. ii. Present findings in written format. iii. Prepare and present one formal presentation to stakeholders. Estimated Cost to Complete Customer Surveys: Survey One (Visitors and Guests): (Customer Intercept Survey) Survey Two (Local residents) (On -line Survey Distributed to Residents) III. Business Mix Analysis SCOPE OF SERVICES $8,000 to $12,000 $3,000 to 4,500 I. Inventory Downtown Businesses II. Complete Three Case Studies of Successful Downtowns with Strong /Diverse Business Mixes a. Compare /Contrast the Mix of Businesses in these Downtowns with Stillwater b. Identify the characteristics of the communities that support the existing business mix c. Identify components of the case study Downtown that can be applied to Stillwater III. Identify Potential Businesses to Strengthen the Stillwater Business Mix IV. Identify characteristics of Downtown Stillwater that would make businesses more or less likely to want to locate there. V. Identify regional and national businesses that are looking to expand in the Twin Cities Metro Area VI. Identify potential businesses most likely to have the character and qualities that would "fit" and would be appropriate for Downtown Stillwater. MAXFIELD RESEARCH INC. 5 Mr. Todd Streeter Greater Stillwater Chamber of Commerce May 1, 2013 Page 6 VII. Prepare a recommended business mix for Downtown Stillwater based on findings of the survey components. Cost of Business Mix Analysis: $8,000 COST OF SERVICES The above Scope of Services for each analysis will be completed for the following amounts: I. Business Owner Survey (Min /Max): $6,000 to $8,000 II. Market Analysis (Min /Max) $11,000 to $16,400 III. Business Mix Analysis: $8,000 The cost of each analysis includes all out -of- pocket expenses, but excludes travel (mileage) to and from Stillwater (charged at IRS rate of $.565 per mile). Additional tasks requested by the Client and not included in the accompanying scope of services would be charged at our standard hourly rates for staff time which range from $50.00 for support and junior research staff to $150.00 for senior level staff. PROPOSED COMPLETION TIMEFRAME Maxfield Research Inc. proposes to complete the attached Scope of Services within the periods designated below from the receipt of an executed contract, unless delayed by unexpected emergencies, forces beyond the control of one or both parties or by written agreement of the parties. I. Business Owner Survey II. Market Analysis III. Business Mix Analysis 45 days 45 days 30 days The times shown above reflect the time required to complete the individual analysis. If all three analyses are contracted for at the same time, tasks could be completed simultaneously and some time savings would result. PAYMENT All invoices are payable to Maxfield Research Inc. within fifteen (15) days of receipt of an invoice showing the work completed and the direct costs for expenses. A finance charge of one MAXFIELD RESEARCH INC. Mr. Todd Streeter Greater Stillwater Chamber of Commerce May 1, 2013 Page 7 and one -half percent (1.5 %) per month will be added to the unpaid balance of each invoice not paid within thirty (30) days. DISCLAIMER The objective of this research assignment is to gather and analyze as many market components as is reasonable within the time limits and projected staff hours set forth in this agreement. We assume no responsibility for matters legal in character. The property /land is assumed to be free and clear of any indebtedness, liens or encumbrances; and good and marketable title and competent management are assumed, unless otherwise stated. If building plans or site plans are included in the report, they are to be considered only approxi- mate and are submitted to assist the reader in visualizing the property. We assume no responsibility for the accuracy of any building or site plans. Certain information and statistics contained in the report, which are the basis for conclusions contained in the report, will be furnished by other independent sources. While we believe this information is reliable, it has not been independently verified by us and we assume no responsibility for its accuracy. The conclusions in the report are based on our best judgments as market research consultants. Maxfield Research Inc. disclaims any express or implied warranty of assurance of representation that the projections or conclusions will be realized as stated. The result of the proposed project may be achieved, but also may vary due to changing market conditions characteristic of the real estate industry, changes in facts that were the basis of conclusions in this report, or other unforeseen circumstances. This agreement will be construed according to the laws of the State of Minnesota. TERMINATION This agreement may be terminated upon written notification of either party to the other. In the event of termination, the Client will pay Maxfield Research Inc. for staff hours performed at the firm's normal hourly rates, plus all expenses incurred through the date of termination. MAXFIELD RESEARCH INC. 7 • [1 [1 [ McCOMB GROUP Ltd. R E A L E S T A T E A N D R E T A I L C O N S U L T A N T S May 2, 2013 Mr. Todd Streeter, Executive Director GREATER STILLWATER CHAMBER OF COMMERCE Chestnut Building 200 Chestnut Street East, Suite 204 Stillwater, Minnesota 55082 Dear Mr. Streeter: In response to your request, we have prepared a work program to conduct Study Module 3: Downtown Business Owner Survey requested in your RFP dated April 25, 2013. The objectives of this engagement are to: • Conduct a business owner survey to identify the business characteristics requested in the RFP. • Consultant coordination to establish a SIC based detailed business categorization system that is used for Tasks 1, 2, and 3. • Evaluate downtown Stillwater's retail area. The work program described below is designed to conduct the downtown business owner survey requested and also provide direction to developing a consistent categorization of retail businesses in downtown Stillwater. WORK PROGRAM The work program outlined below is designed to fulfill the above objectives. Specific work tasks are summarized below. • Retail Area Evaluation Downtown Stillwater's retail area will be walked to visit retail stores, restaurants, and services and observe pedestrian/shopper environment. This will provide insights that will be useful throughout the study. Factors to be considered include, but are not limited to: location, circulation, access, and relationship to adjacent uses. ♦ Business Categorization McComb Group maintains a detailed list of retail business types (over 250 categories) typically found in shopping areas. This list is based on SIC code categories but has more discrete categories. McComb Group will meet with individuals conducting Study 222 South Ninth Street Suite 380 Minneapolis, Minnesota 55402 • (612) 339 -7000 Fax: (612) 338 -5572 Mr. Todd Streeter May 2, 2013 Page 2 Modules 1 and 2 and provide them with this list of businesses to create a consistent database for use in the study. • Business Survey The study area for the survey is assumed to be retailers in or adjacent to the historic district in downtown Stillwater. Retail establishments to be surveyed and contact information will be identified by the client based on results of Study Modules 1 and 2. • Survey Instrument Design The survey instrument will be designed to be conducted by telephone and will seek to obtain the following baseline information. Business name and address - Own or lease space - Type of business Square footage by business type - Year business established Business sales trends Formal business plan - Use of business consultant Operating hours - Owner managed Marketing budget Annual sales Other information can be added during the client start-up meeting to review a draft survey instrument. • Survey Methodology Two approaches for conducting the survey can be considered by the client depending on the detail and participation desired. The two approaches are: 1. Engage a survey field house company to conduct a telephone survey of businesses in downtown Stillwater. The list of businesses to be surveyed to be provided by the client based on Tasks 1 and 2. Field house costs are estimated at $3,000. 2. An internet based survey that will rely on respondent's voluntary participation. The client will provide internet contact information. The budget is based on Alternative 1, which is more expensive. ® Tabulation and Analysis of Results McComb Group personnel will tabulate and analyze the survey data and prepare a final report. The results of our work will be documented in a final report designed to meet client needs. The report will contain appropriate graphics and explanations of our principal findings and conclusions. Mr. Todd Streeter May 2, 2013 Page 3 MEETINGS Two meetings are planned during the course of the engagement to keep the client informed of our progress and findings. These meetings include the following. • Start -Up Meeting will be held at the beginning of the engagement to finalize research objectives, survey instrument design, and to obtain client - provided information. This meeting would also include coordination of business categories. • Final Report Meeting will be held to present the results of the survey with the client. This meeting will cover all aspects of the research program. The budget provides for two client meetings as described above. Additional meetings will be billed at our normal hourly rates plus expenses. QUALIFICATIONS AND EXPERIENCE McComb Group, Ltd. is a full- service retail and real estate consulting firm specializing in market research and financial feasibility. The firm has extensive experience in the retail industry and has conducted market research for retail stores and shopping centers of all types including regional malls, community centers, and specialty centers. McComb Group, Ltd. has a team that is qualified to conduct the research described in this proposal. McComb Group's professional staff associated with this engagement includes the following: • James B. McComb, President, founded the predecessor of McComb Group in 1974 following six years as a member of the corporate staff with Dayton Hudson Corporation. His experiences at Dayton Hudson and daily association with merchants and shopping center developers provided the impetus for McComb Group's approach to shopping center and retail market research and financial feasibility, which includes strong elements of design and merchandise sensitivities. The firm's approach to shopping center research and marketing has undergone continuous development and refinement over the past 37 years. • Linda Oie, Senior Associate, has 26 years experience conducting market, demographic, and consumer research. Ms. Oie manages the firm's geographic information systems (GIS) and demographic databases using a variety of computer platforms and proprietary software. Prior to joining McComb Group, Ms. Oie was employed as Marketplace Information Manager at SuperValu, Inc. Her responsibilities included conducting strategic consumer - based analysis of existing and prospective supermarkets, profiling SuperValu customers, and delineating trade areas for existing and proposed stores. • Susan Nache, Consultant, has 15 years of experience and performs market research, demographic analysis, and consumer research tasks. Ms. Nache conducts consumer Mr. Todd Streeter May 2, 2013 Page 4 research analysis and cross - tabulation on McComb Group's survey processing software; and utilizes McComb Group software programs for financial feasibility and statistical analysis. Mr. McComb will be responsible for managing and directing the overall research program and will participate directly in findings and conclusions. Individual work tasks will be assigned to personnel within the firm based on qualifications and experience. BUDGET The budget for the work program and work products described in this proposal is shown below. Professional Services Budget Retail Area Evaluation $ 3,300 Business Categorization N/C Business Survey Survey Instrument Design & Administration 1,500 Tabulation and Analysis of Results 1,600 Meetings 1,900 Total Professional Services $ 8,300 Expenses (Estimated) Mileage $ 100 Computer & Software 200 Survey: Field House 3,000 Report Production 200 Reproduction 50 Total Expenses TOTAL BUDGET $ 3,550 $ 11,850 The professional fees for the services outlined in this proposal total $8,300 and will be performed at a price not -to- exceed that amount. Expenses, estimated at $3,550, are to be reimbursed based on actual cost. The budget is based on the amount of time required to perform the work tasks and our normal hourly billing rates of $275 for principals, $200 -$275 for executive associates, $150 for senior associates, $125 for associates, and $75 -$100 for consultants. Company policy requires a retainer of approximately one -half the estimated budget for the project or $5,900. The retainer will be applied to the final invoice as a credit for billing of professional services and expenses. Invoices for professional services and expenses will be rendered at mid -month and month -end as our work progresses. Standard billing terms are net ten days. A finance charge of 1.5 percent will be charged on all unpaid balances outstanding more than 30 days. Mr. Todd Streeter May 2, 2013 Page 5 REPORT PURPOSE This proposal was prepared with the understanding that the results of our work will be used by the client as part of an evaluation of downtown Stillwater. Our report will be prepared for that purpose and will be subject to the following qualifications: • Our analysis will not ascertain the legal and regulatory requirements applicable to this project, including zoning, other state, and local government regulations, permits, and licenses. No effort will be made to determine the possible effect on the proposed project of present or future federal, state, or local legislation, or any environmental or ecological matters. • Our report and analysis will be based on estimates, assumptions and other information developed from research of the market, knowledge of the industry and discussions with the client. Some assumptions inevitably will not materialize and unanticipated events and circumstances may occur; therefore, actual results achieved will vary from the analysis. • Our analysis will not evaluate management's effectiveness or be responsible for future marketing efforts and other management actions upon which actual results are dependent. • Our report will be intended solely for the purpose described above and should not be used for any other purpose without our prior written permission. Permission for other use of the report will be granted only upon meeting company standards for the proposed use. These qualifications will be included in our final report. If the report is used for purposes other than specified above, we reserve the right to review the materials for proper use of our work. ACCEPTANCE PROCEDURES To indicate acceptance of the proposal, please sign a copy of the proposal and return it to us together with your check for the retainer as authorization to proceed with this engagement. We appreciate the opportunity to submit this proposal and look forward to hearing from you soon. If you have any questions concerning the proposal, please call me at (612) 339 -7000. Accepted By: Company: Title: Date: McComb Group, Ltd. James B. McComb President 11 • 11 McCOMB GROUP Ltd. R E A L E S T A T E A N D R E T A I L C O N S U L T A N T S May 2, 2013 Mr. Todd Streeter, Executive Director GREATER STILLWATER CHAMBER OF COMMERCE Chestnut Building 200 Chestnut Street East, Suite 204 Stillwater, Minnesota 55082 Dear Mr. Streeter: In response to your request, we have prepared a work program to conduct the Study Module 5: Market Analysis described in your RFP dated April 25, 2013. The market research objectives are summarized below: • Identify the home and work location of customers making purchases at participating businesses in downtown survey. • Conduct an intercept survey of shoppers in downtown Stillwater to identify respondent demographics and other information. The work program described below is designed to fulfill the above objectives. WORK PROGRAM The work program outlined below is designed to fulfill the above objectives. Specific work tasks are summarized below. ♦ Customer Survey Businesses in downtown Stillwater will be asked to participate in a survey of their customers to determine where they live and work and frequency of shopping downtown. The survey will be designed to be executed by employees of each store as customers pay for their goods and services. The budget assumes 40 to 50 business participants and that the client can arrange for distribution of survey forms and instruction and collection of completed survey instruments. Each merchant participant will be provided with survey results for their business. Survey results will be used to identify downtown Stillwater's trade area and why customers shop in downtown Stillwater. This survey will also identify the proportion of shoppers that live in Stillwater. ♦ Intercept Survey Intercept surveys will be conducted with male and female shoppers in downtown Stillwater. The objective would be to obtain 250 to 300 completed interviews. The areas 222 South Ninth Street Suite 380 Minneapolis, Minnesota 55402 • (612) 339 -7000 Fax: (612) 338 -5572 Mr. Todd Streeter May 2, 2013 Page 2 of downtown to be included in the survey, survey instrument, and survey methodology will be created in consultation with the client. The survey will be conducted by a firm specializing in surveys (field house). The field house recommends an incentive for survey participants to increase the number of completed surveys. A coupon for a local business or a $5 gift card is recommended. The process of conducting quantitative survey research requires the coordination of many steps - -from the initial decision to conduct the research to presentation of findings and recommendations. The following items outline a series of tasks that will be completed in consultation with the client in order to produce the most effective, recommendation oriented results from the survey. 1. Sampling Methodology 2. Instrument Design 3. Interviewer Briefing 4. Conduct Intercept Interviews 5. Coding and Tabulation McComb Group personnel will draft the survey instrument and supervise the field house conducting the survey. ♦ Analysis Cross - tabulations and other data analysis will be performed by McComb Group on company software. All survey data is retained on a computer disk so that it can be evaluated in the future in response to specific requests. The results of the survey research will be documented in a final report designed to meet client needs. The report will contain appropriate graphics and explanations of our principal findings, conclusions, and recommendations. MEETINGS Three meetings are planned during the course of the evaluation to keep the client informed of our progress and findings. These meetings include the following. ♦ Start -Up Meeting will be held at the beginning of the engagement to finalize research objectives and obtain client - provided information. • Meeting with Businesses to discuss study and solicit participation in customer survey. • Business Meeting will be held to present the results and recommendations of our report to the client and businesses in the downtown Stillwater retail area. The budget provides for three meetings as described above. Additional meetings will be billed at our normal hourly rates plus expenses. Mr. Todd Streeter May 2, 2013 Page 3 SCHEDULE The market research described in this proposal can be completed within a two -month period following receipt of a signed engagement letter and retainer. QUALIFICATIONS AND EXPERIENCE McComb Group, Ltd. is a full- service retail and real estate consulting firm specializing in market research and financial feasibility. The firm has extensive experience in the retail industry and has conducted market research for retail stores and shopping centers of all types including regional malls, community centers, and specialty centers. McComb Group, Ltd. has a team that is qualified to conduct the research described in this proposal. McComb Group's professional staff associated with this engagement includes the following: ♦ James B. McComb, President, founded the predecessor of McComb Group in 1974 following six years as a member of the corporate staff with Dayton Hudson Corporation. His experiences at Dayton Hudson and daily association with merchants and shopping center developers provided the impetus for McComb Group's approach to shopping center and retail market research and financial feasibility, which includes strong elements of design and merchandise sensitivities. The firm's approach to shopping center research and marketing has undergone continuous development and refinement over the past 37 years. • Linda Oie, Senior Associate, has 26 years experience conducting market, demographic, and consumer research. Ms. Oie manages the firm's geographic information systems (GIS) and demographic databases using a variety of computer platforms and proprietary software. Prior to joining McComb Group, Ms. Oie was employed as Marketplace Information Manager at SuperValu, Inc. Her responsibilities included conducting strategic consumer - based analysis of existing and prospective supermarkets, profiling SuperValu customers, and delineating trade areas for existing and proposed stores. ♦ Susan Nache, Consultant, has 15 years of experience and performs market research, demographic analysis, and consumer research tasks. Ms. Nache conducts consumer research analysis and cross- tabulation on McComb Group's survey processing software; and utilizes McComb Group software programs for financial feasibility and statistical analysis. Mr. McComb will be responsible for managing and directing the overall research program and will participate directly in findings and conclusions. Individual work tasks will be assigned to personnel within the firm based on qualifications and experience. Mr. Todd Streeter May 2, 2013 Page 4 BUDGET The budget for the work program and work products described in this proposal is shown below. Professional Services Budget Customer Survey $ 5,400 Intercept Survey 4,100 Analysis 2,600 Report Preparation 500 Meetings 2,600 Total Professional Services $ 15,200 Expenses (Estimated) Mileage $ 100 Geocoding 250 Computer & Software 200 Field House* 5,500 Incentive* 1,250 Report Production 500 Reproduction 100 Total Expenses TOTAL BUDGET $ 7,900 $ 23,100 • Field house costs are estimated at $5,500 to $6,400 for 250 to 300 completed interviews depending on the number of days, number of interviews, and desired completed interviews. The incentive costs could range from $1,250 to $1,500. McComb Group will work with the client to execute the intercept survey at the lowest cost that will result in a statistically valid sample. The professional fees for the services outlined in this proposal total $15,200 and will be performed at a price not -to- exceed that amount. Expenses, estimated at $7,900, are to be reimbursed based on actual cost. The budget is based on the amount of time required to perform the work tasks and our normal hourly billing rates of $275 for principals, $200 -$275 for executive associates, $150 for senior associates, $125 for associates, and $75 -$100 for consultants. Company policy requires a retainer of approximately one -half the estimated budget for the project or $11,550. The retainer will be applied to the final invoice as a credit for billing of professional services and expenses. Invoices for professional services and expenses will be rendered at mid -month and month -end as our work progresses. Standard billing terms are net ten days. A finance charge of 1.5 percent will be charged on all unpaid balances outstanding more than 30 days. Mr. Todd Streeter May 2, 2013 Page 5 REPORT PURPOSE This proposal was prepared with the understanding that the results of our work will be used by the client as part of a program to create merchandising improvements in downtown Stillwater. Our report will be prepared for that purpose and will be subject to the following qualifications: • Our analysis will not ascertain the legal and regulatory requirements applicable to this project, including zoning, other state, and local government regulations, permits, and licenses. No effort will be made to determine the possible effect on the proposed project of present or future federal, state, or local legislation, or any environmental or ecological matters. • Our report and analysis will be based on estimates, assumptions and other information developed from research of the market, knowledge of the industry and discussions with the client. Some assumptions inevitably will not materialize and unanticipated events and circumstances may occur; therefore, actual results achieved will vary from the analysis. • Our analysis will not evaluate management's effectiveness or be responsible for future marketing efforts and other management actions upon which actual results are dependent. • Our report will be intended solely for the purpose described above and should not be used for any other purpose without our prior written permission. Permission for other use of the report will be granted only upon meeting company standards for the proposed use. These qualifications will be included in our final report. If the report is used for purposes other than specified above, we reserve the right to review the materials for proper use of our work. ACCEPTANCE PROCEDURES To indicate acceptance of the proposal, please sign a copy of the proposal and return it to us together with your check for the retainer as authorization to proceed with this engagement. We appreciate the opportunity to submit this proposal and look forward to hearing from you soon. If you have any questions concerning the proposal, please call me at (612) 339 -7000. Accepted By: McComb Group, Ltd. Company: Title: James B. McComb Date: President (1 I • I McCOMB GROUP Ltd. R E A L E S T A T E A N D R E T A I L C O N S U L T A N T S May 2, 2013 Mr. Todd Streeter, Executive Director GREATER STILLWATER CHAMBER OF COMMERCE Chestnut Building 200 Chestnut Street East, Suite 204 Stillwater, Minnesota 55082 RE: STUDY MODULE 6 Dear Mr. Streeter: In response to your request, we have prepared a work program to provide business mix recommendations for downtown Stillwater, Study Module 6, requested in your RFP dated April 25, 2013. To accomplish this objective, additional information is needed in addition to the five study modules described in the RFP. These tasks include: • Evaluate downtown Stillwater retail area and its tenant mix. • Identify and evaluate tenant mix in competitive shopping areas. • Delineate downtown's trade area and identify its demographic characteristics. • Identify the importance of visitors to Stillwater's downtown area. • Identify sales potential of trade area households and visitors to determine retail demand by store category. • Identify the downtown Stillwater customer base including Stillwater residents, trade area shoppers, and visitors. • Determine the demand for additional retail, food service, and service uses in downtown Stillwater. • Identify business types that are void or under represented in the downtown area. Information from these tasks is needed to provide the analytical framework to provide the business mix recommendations recommended in the RFP. These tasks are incorporated in the work program described below in the next section. The objectives of the work program are described below: • Review and incorporate results of Study Modules 1, 2, 3, 4, and 5 in the analysis and recommendations. • Recommend a combination of well run local businesses and successful retail brands or store types that could strengthen Stillwater's draw. 222 South Ninth Street Suite 380 Minneapolis, Minnesota 55402 • (612) 339 -7000 Fax: (612) 338 -5572 Mr. Todd Streeter May 2, 2013 Page 2 • Suggest strategies to increase the awareness of the north end of downtown and increase customer traffic. • Identify strategies to increase foot traffic on side streets and Second and Third Streets. • Identify an ideal tenant mix layout for the historic district. The work program described below is designed to accomplish the above objectives. WORK PROGRAM The work program outlined below is designed to fulfill the above objectives. Specific work tasks are summarized below. S. Retail Area Evaluation The evaluation of downtown Stillwater's retail area conducted in Study Module 3 will be incorporated in this section and will identify its strengths and weaknesses as a location for retail, food service, and services. Factors to be evaluated include, but are not limited to: location, regional access, current and future traffic counts, and relationship to adjacent uses. Downtown's tenant mix, as identified in a separate study, will be incorporated in this task. • Review Study Modules 1, 2 and 4 Reports resulting from Study Modules 1, 2 and 4 will be reviewed. Relevant findings and recommendations will be incorporated in this report. ■ Competitive Shopping Areas Shopping areas that are competitive with downtown Stillwater will be identified and evaluated. Principal competitors will be identified and evaluated for anchor stores and tenant mix. • Trade Area Analysis The trade area for downtown Stillwater will be delineated based on arterial road patterns, physical boundaries, customer and intercept survey results, and McComb Group experience. The economy of the trade area will be analyzed to identify and quantify those factors that generate support for retail, food service, and service establishments. Factors to be evaluated include, but are not limited to: daytime employment, population, households, and household income for 2000, 2011, and 2016. Trade area residential growth trends will be evaluated taking into consideration household growth potential for target years of 2015 and 2020. Retail purchasing power and trade area households will be identified for the same target years. Our proprietary purchasing power model includes over 120 types of business establishments. A list of these business establishments is attached. Mr. Todd Streeter May 2, 2013 Page 3 to Retail Sales Retail sales trends for Stillwater will be analyzed using information from the Census of Retail Trade for 2002 and 2007 updated to 2012 with Minnesota sales tax data to determine downtown Stillwater's market share. Market share changes between 2002, 2007, and 2012 will be identified. ♦ Retail Sales Potential Future retail sales potential for downtown Stillwater will be estimated taking into consideration competitive impacts, trade area demographics, trade area purchasing power, and estimated market share. Based on this analysis and current trends, future retail, food service, and services potential will be estimated by business type. These retail sales estimates will be converted to square feet of retail space by business establishment. Those businesses with sufficient retail sales for profitable operation in downtown Stillwater will be identified. Estimates of retail, food service, and services space supported by retail potential will be prepared for target years of 2015 and 2020. ♦ Voids Analysis Existing tenant mix will be compared with supportable space by type of business to identify business categories that are under represented or not located in downtown Stillwater. • Business Mix Recommendations Results of the previous tasks and Study Modules 1, 2, 3, 4, and 5 will be utilized in preparing recommendation for downtown Stillwater including, but not limited to: o Recommend a combination of well run local businesses and successful retail brands that could strengthen Stillwater's draw. o Suggest strategies to increase the awareness of the north end of downtown and increase customer traffic. o Identify strategies to increase foot traffic on side streets and Second and Third Streets. o Identify an ideal tenant mix layout for the historic district. • Marketing Materials Information from the above tasks will be summarized in a form suitable for use in marketing downtown Stillwater to potential retail stores, food services, and services. This marketing information will be prepared in a form that can be used with other downtown Stillwater marketing materials. The results of our work will be documented in a final report designed to meet client needs. The report will contain appropriate graphics and explanations of our principal findings, conclusions, and recommendations. Mr. Todd Streeter May 2, 2013 Page 4 MEETINGS Three meetings are planned during the course of the evaluation to keep the client informed of our progress and findings. These meetings include the following. • Start -Up Meeting will be held at the beginning of the engagement to finalize research objectives and obtain client - provided information. • Progress Meeting will be held with the client to discuss preliminary results of the market analysis and retail sales potential. • Report Meeting will be held to present the results of our work and recommendations with the client. This meeting will cover all aspects of the research program. The budget provides for three meetings as described above. Additional meetings will be billed at our normal hourly rates plus expenses. SCHEDULE The market research described in this proposal can be completed within a four to five -month period following receipt of a signed engagement letter and retainer. The report completion date can be affected by completion of other study modules not under contract of McComb Group. QUALIFICATIONS AND EXPERIENCE McComb Group, Ltd. is a full - service retail and real estate consulting firm specializing in market research and financial feasibility. The firm has extensive experience in the retail industry and has conducted market research for retail stores and shopping centers of all types including regional malls, community centers, and specialty centers. McComb Group, Ltd. has a team that is qualified to conduct the research described in this proposal. McComb Group's professional staff associated with this engagement includes the following: • James B. McComb, President, founded the predecessor of McComb Group in 1974 following six years as a member of the corporate staff with Dayton Hudson Corporation. His experiences at Dayton Hudson and daily association with merchants and shopping center developers provided the impetus for McComb Group's approach to shopping center and retail market research and financial feasibility, which includes strong elements of design and merchandise sensitivities. The firm's approach to shopping center research and marketing has undergone continuous development and refinement over the past 37 years. • Linda Oie, Senior Associate, has 26 years experience conducting market, demographic, and consumer research. Ms. Oie manages the firm's geographic information systems (GIS) and demographic databases using a variety of computer platforms and proprietary software. Mr. Todd Streeter May 2, 2013 Page 5 Prior to joining McComb Group, Ms. Oie was employed as Marketplace Information Manager at SuperValu, Inc. Her responsibilities included conducting strategic consumer - based analysis of existing and prospective supermarkets, profiling SuperValu customers, and delineating trade areas for existing and proposed stores. ♦ Susan Nache, Consultant, has 15 years of experience and performs market research, demographic analysis, and consumer research tasks. Ms. Nache conducts consumer research analysis and cross - tabulation on McComb Group's survey processing software; and utilizes McComb Group software programs for financial feasibility and statistical analysis. Mr. McComb will be responsible for managing and directing the overall research program and will participate directly in findings and conclusions. Individual work tasks will be assigned to personnel within the firm based on qualifications and experience. BUDGET The budget for the work program and work products described in this proposal is shown below. Professional Services Budget Retail Area Evaluation $ 800 Review Study Modules 1, 2, and 4 1,400 Competitive Shopping Areas 4,400 Trade Area Analysis 2,300 Retail Sales 1,400 Retail Sales Potential 2,800 Voids Analysis 500 Business Mix Recommendations 4,700 Marketing Materials 1,200 Report Preparation 1,100 Meetings 2,200 Total Professional Services $ 22,800 Expenses (Estimated) Mileage $ 150 Demographics 450 Computer & Software 250 Report Production 1,000 Reproduction 200 Miscellaneous 50 Total Expenses TOTAL BUDGET $ 2,100 $ 24,900 Mr. Todd Streeter May 2, 2013 Page 6 The professional fees for the services outlined in this proposal total $22,800 and will be performed at a price not -to- exceed that amount. Expenses, estimated at $2,100, are to be reimbursed based on actual cost. The budget is based on the amount of time required to perform the work tasks and our normal hourly billing rates of $275 for principals, $200 -$275 for executive associates, $150 for senior associates, $125 for associates, and $75 -$100 for consultants. Company policy requires a retainer of approximately one -half the estimated budget for the project or $12,450. The retainer will be applied to the final invoice as a credit for billing of professional services and expenses. Invoices for professional services and expenses will be rendered at mid -month and month -end as our work progresses. Standard billing terms are net ten days. A finance charge of 1.5 percent will be charged on all unpaid balances outstanding more than 30 days. REPORT PURPOSE This proposal was prepared with the understanding that the results of our work will be used by the client to implement programs and strategies to enhance retailing in downtown Stillwater. Our report will be prepared for that purpose and will be subject to the following qualifications: • Our analysis will not ascertain the legal and regulatory requirements applicable to this project, including zoning, other state, and local government regulations, permits, and licenses. No effort will be made to determine the possible effect on the proposed project of present or future federal, state, or local legislation, or any environmental or ecological matters. • Our report and analysis will be based on estimates, assumptions and other information developed from research of the market, knowledge of the industry and discussions with the client. Some assumptions inevitably will not materialize and unanticipated events and circumstances may occur; therefore, actual results achieved will vary from the analysis. • Our analysis will not evaluate management's effectiveness or be responsible for future marketing efforts and other management actions upon which actual results are dependent. • Our report will be intended solely for the purpose described above and should not be used for any other purpose without our prior written permission. Permission for other use of the report will be granted only upon meeting company standards for the proposed use. These qualifications will be included in our final report. If the report is used for purposes other than specified above, we reserve the right to review the materials for proper use of our work. Mr. Todd Streeter May 2,2013 Page 7 ACCEPTANCE PROCEDURES To indicate acceptance of the proposal, please sign a copy of the proposal and return it to us together with your check for the retainer as authorization to proceed with this engagement. We appreciate the opportunity to submit this proposal and look forward to hearing from you soon. If you have any questions concerning the proposal, please call me at (612) 339 -7000. Accepted By: McComb Group, Ltd. Company: .7/M Title: GJames B. McComb Date: President RETAIL STORES AND SERVICES CONTAINED IN PROPRIETARY PURCHASING POWER MODEL SHOPPING GOODS General Merchandise Discount stores Department stores Other general merchandise stores Warehouse clubs & supercenters Variety stores Miscellaneous general merchandise Apparel & Accessories Clothing Stores Mens and boys Womens clothing Children's & infant Family clothing Clothing accessories stores Other clothing stores Shoe Stores Men's Women's Children's & infant Family shoe stores Athletic footwear Furniture & Home Furnishings Furniture Floor coverings Window treatment stores All other home furnishings stores Electronics & Appliances Stores Household appliance stores Radio, tv & electronics stores Computers & Software Other Shopping Goods Sporting goods General Line Sporting Gds. Specialty Line Sporting Gds. Book stores - general Specialty book stores News dealers Office supplies & stationery stores Stationery Stores and Office Supply Musical Instrument & Supplies Jewelry stores Hobby, toy & game Camera & photographic supply Gift, novelty & souvenirs Luggage & leather goods Sewing, needlework & piece goods Pet stores Art dealers Optical goods stores Pre - Recorded Tapes, Compact Discs Cosmetics, beauty supplies & perfume All other health & personal care CONVENIENCE GOODS Food Stores Grocery stores Supermarkets Convenience food Specialty food stores Meat Markets Fish & Seafood Markets Fruit & Vegetable Markets Other Specialty Food Stores Baked Goods Confectionery and Nut Stores All Other Specialty Food Stores Other Convenience Goods Drug & proprietary stores Hardware Liquor Florist Food /health supplement stores Food Service & Drinking Places Food Service Full- service restaurants Limited service restaurants Cafeterias Ice Cream & Soft Serve Frozen Yogurt Doughnut Shops Bagel Shops Coffee Shops Cookie Shops Other Snack Shops Specialized food places Drinking places Gasoline Sys Stations /Cony. Gas /Convenience food stores Other Gas Stations & Truck Stops OTHER RETAIL STORES Building Materials & Garden Supplies Home centers Paint, glass & wallpaper Other building materials Outdoor power equipment Retail nurseries, lawn & garden Used Merchandise Stores Motor Vehicles & Parts Dealers Automotive dealers New and used car dealers Used car dealers Misc. motor vehicle dealers Boat dealers Recreational vehicle dealers Motorcycle dealers All other automotive dealers Auto parts, accessories & tires Auto parts & accessories stores Tire dealers RETAIL STORES AND SERVICES CONTAINED IN PROPRIETARY PURCHASING POWER MODEL SERVICES Personal Care Services Barber shops Beauty shops Nail salons Diet & weight reducing services Other personal care services Drycleaning and Laundry Services Coin - operated laundries & drycleaners Drycleaning & laundry services (except coin -op.) Other Personal Services Child Day Care Services Funeral Homes & Funeral Services Photographic Studios Veterinarian Services Pet Care Other personal services Rental and Leasing Formalwear and costume rental Video tape and disc rental Home health equipment rental Recreation Bowling centers Physical fitness facilities Golf Courses and Country Clubs Professional Offices Offices of real estate agents & brokers Insurance agencies Offices of lawyers Tax preparation Interior design Automotive Repair and Maintenance General automotive repair Automotive exhaust system repair Automotive transmission repair Carburetor repair shops Brake, front end & wheel alignment Paint or body repair shops Automotive glass replacement Automotive oil change & lubrication shops Carwashes Household Goods Repair Home & garden equipment repair Appliance repair Reupholstery & furniture repair Footwear and leather goods repair Watch, clock and jewelry repair Garment repair and alteration services Computer office machine repair HEALTH CARE Offices of physicians (except mental health specialists) Offices of physicians, mental health specialists Offices of dentists Offices of chiropractors Offices of optometrists Offices of mental health practitioners (except physicians) Speech therapist & audiologists Physical & occupational therapists Offices of podiatrists Offices of all other misc. health practitioners Outpatient care centers Mental health & substance abuse Kidney dialysis centers All other outpatient care centers Home health care services THE IIRTMRLRCE OF MINNESOTA CITY COUNCIL MEETING MINUTES April 16, 2013 REGULAR MEETING 7:00 P.M. Mayor Harycki called the meeting to order at 7:00 p.m. Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Fire Chief Glaser Police Chief Gannaway Public Works Director Sanders Community Development Director Turnblad City Clerk Ward Administration Secretary Manos PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to approve the April 2, 2013 special and regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Proclamation - Jessie Diggins Day Councilmember Polehna informed the Council that Jessie Diggins, a resident of the Stillwater school district, is Minnesota's first World Champion Gold Medalist in cross country skiing and recommended that April 20 be proclaimed as Jessie Diggins Day. Mayor Harycki read the proclamation and declared April 20, 2013 as Jessie Diggins Day. Presentation of Police Department Annual Report Police Chief Gannaway presented the 2012 Annual Report and 2013 Goals and Initiatives. OPEN FORUM There were no public comments. City Council Meeting April 16, 2013 STAFF REPORTS Fire Chief Glaser reminded citizens of Severe Weather Awareness Week and Tornado Drill Day, urging citizens to have a disaster plan in place. City Clerk Ward announced staff is being trained on the new system of web streaming meetings. Hopefully it will be live the second meeting in May. Community Development Director Turnblad informed the Council that staff is putting together a job description for an Event Coordinator position which will be brought to the Council in the near future. Public Works Director Sanders presented funding options for an Aquatic Plant Management Plan for McKusick, Long, and Lily Lakes. Option 1: establish three lake improvement districts. For the McKusick District, the annual cost per property would be $26.17; for the Lily Lake District, management would be funded solely by individual property owners paying approximately $326 per property; for the Long Lake District, the annual cost per property would be $9.85. Option 2: include all three lakes in one district, resulting in a cost of $15 per property. Option 3: include the entire City in one district, resulting in a cost of $9.23 per property. Option 4: use the existing Storm Water Utility Fund to pay for plant management, which would increase the base rate by $1.30 quarterly ($5.20 annually) for residential properties. He also asked whether to include Lily Lake because that program involves only private access to the lake. City Attorney Magnuson noted that establishing the various districts would require a 30 -day notice and public comment period, adoption of the management plan, and a resolution from the City Council. The charge would appear on the tax rolls as an additional levy. City Administrator Hansen commented that the easiest option, and the staff recommendation, would be to utilize the Storm Water Utility Fund and consider the lakes a community -wide asset. Mayor Harycki noted that residents use different parts of the City though they may live in another part, so there is some sense in using a City -wide fee to support the program. Councilmember Weidner pointed out the drainage area for the lakes extends beyond City boundaries. Councilmember Menikheim cautioned against treating the three lakes as equal and considering it a City -wide issue. The lake associations should be contacted to provide input. City Administrator Hansen stated that staff will bring the topic back to the next Council meeting. Public Works Director Sanders told the Council that Karen Kill, Browns Creek Watershed District, asked for a Joint Board meeting with the Council sometime in the summer. He will follow up. Councilmembers Polehna and Menikheim suggested inviting the other watershed district representatives too. Finance Director Harrison stated that auditors were here the first week in April. The next process is to complete financial statements and get them audited. Regarding the Access Agreement on Barge Terminal Site item on the Consent Agenda, City Administrator Hansen noted that the bridge construction contractor will be renting the property from the City for $40,000 a year. Because the City already rents the property to Mr. Anderson, Page 2 of 7 City Council Meeting April 16, 2013 he has notified Mr. Anderson that the City will work something out with him. Depending on how much of a burden the contractor puts on the site and how much of an inconvenience it is to Mr. Anderson, Mr. Anderson' s rental may have to be adjusted. Mayor Harycki suggested that the rental fees be dedicated first to paying for utilities associated with the river crossing project, then any excess to Lowell Park Improvements. CONSENT AGENDA Resolution 2013 -052, directing payment of bills Resolution 2013 -053, approving Master Subscriber Agreement for Minnesota Court Data Services Possible approval of temporary liquor license — Stillwater Public Library Foundation — July 4, 2013 Resolution 2013 -054, approving 2013 Forestry Contract Resolution 2013 -055, approving transfer of an On -Sale, Sunday and 2:00 a.m. liquor licenses to Pub 112, Inc. dba: Pub 112 Resolution 2013 -057, establishing procedures relating to compliance with Reimbursement Bond Regulations under the Internal Revenue Code Possible approval of garbage waiver Possible approval of temporary liquor license - Ascension Episcopal Church - September 14, 2013 Possible approval to purchase Cellebrite Software Upgrade - Police Department Possible approval of Capital Budget Release - Library Possible approval of sanitary sewer adjustment - Finance Resolution 2013 -056, approval of dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola Resolution 2013 -058, approving Access Agreement with Kramer and Sons (Barge Terminal site) Councilmember Menikheim asked to pull two items from the Consent Agenda: Resolution 2013 -056, approving dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola, and Resolution 2013 -058, approving Access Agreement with Kramer and Sons (Barge Terminal site). Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt the Consent Agenda, as amended. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Councilmember Menikheim noted that Stillwater has a severely limited number of public docking facilities. He would like to figure out how to better utilize the waterfront. The Downtown Revitalization Committee has a subcommittee that is working on the waterfront and will bring some ideas to the Council. Mayor Harycki stated that the City looked at that issue six to eight years ago and the DNR would not allow any more dock permits on the river, though they would allow Mr. Anderson to reconfigure his docks. Page 3 of 7 City Council Meeting April 16, 2013 City Attorney Magnuson remarked that the same rules still apply, but the remedies that the DNR has for enforcement have been stripped. He will prepare a memo for the next meeting. Councilmember Polehna stated that he was surprised at how many boaters use the existing docks. He does not want to ruin the view of the river by putting docks all along Lowell Park, but feels the City can improve the situation in looking at the whole plan. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt Resolution 2013 -056, approving dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola, and Resolution 2013 -058, approving Access Agreement with Kramer and Sons (Barge Terminal site). Mayor Harycki wanted to review and confirm the dedication of rents to continue improvement projects in the Downtown area. Motion by Mayor Harycki, seconded by Councilmember Polehna, to dedicate property rental fees from the Access Agreement toward the utilities being charged by MnDOT, and the rest for Lowell Park improvements. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Request for permit to keep chickens at 640 Hidden Valley Court Community Development Director Turnblad reviewed the request. Of the four permits that the City has issued to keep chickens, this is the first one to draw concerns from neighbors who were notified. The City has received concerns from three immediate neighbors. The Council needs to make a decision by May 14. Bruce Claussen, 630 Hidden Valley Court, stated that the applicants are good neighbors and he feels they will do a good job and keep the area clean. He has no objection. Councilmember Menikheim stated that he views urban farming with animals as a growing trend. He suggested the applicant come back in a year to have the permit reviewed. Colleen Gregg, the applicant, told the Council that one of the neighbors who voiced an objection is moving. She agreed to come back in a year for review. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to approve the request to keep chickens at 640 Hidden Valley Court, to be reviewed in one year. Motion passed. Ayes: Councilmembers Menikheim, Kozlowski, and Mayor Harycki Nays: Councilmembers Weidner and Polehna Page 4 of 7 City Council Meeting April 16, 2013 Councilmember Polehna remarked he voted nay because he believes chickens do not belong in town. Possible appointments to various Boards /Commissions City Clerk Ward presented recommendations for Board and Commission appointments. She was asked by the Council Representative and Board Chair of the Heritage Preservation Commission to postpone those appointments until one more person can be interviewed. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt Resolution 2013 -059, Appointing members to Downtown Parking, Heritage Preservation, Human Rights, and Planning Commissions, and Traffic Safety Review Committee. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Welcome back to Don Fixmer Mayor Harycki welcomed Don Fixmer back to the cablecasting booth after recovering from an injury. Possible approval of amendment to 2013 Fee Schedule for rental charge of Pedestrian Walkway Pergola and Pedestrian Walkway Seating Area Community Development Director Turnblad explained that two requests have been received to use the pergola. Staff recommends that individuals and groups be allowed to rent the area just like parks, but restrict the size to 50 people. It could still be incorporated into a larger event under the event permit system. Mayor Harycki expressed concern about performers asking for donations. Community Development Director Turnblad responded that the City gets those kinds of requests constantly and the answer is always that soliciting on public property is prohibited. Councilmember Kozlowski expressed concern about rental of the space pre - empting use by the general public. Mayor Harycki responded that rentals bring people downtown that might spill over to other businesses. Councilmember Menikheim commented that people have asked him why the City charges for public facilities. He asked if the City is charging enough, and Community Development Director Turnblad responded that a charge is for groups reserving the space for exclusive use. The revenue goes into the park system. Councilmember Polehna pointed out that the fee schedule has been set for this year, but the Council could look at it for 2014. Mayor Harycki asked for statistics on rentals of the space to be brought back to the Council at the end of the summer. Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to adopt Resolution 2013 -060, Amending Resolution 2013 -012 by adding rental fee rates for Downtown Pergola and Seating Area, with no rentals allowed on holidays. Page 5 of 7 City Council Meeting April 16, 2013 Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Possible approval of Plans and Specs and authorize advertisement for bids for 2013 Street Improvements Public Works Director Sanders reported bid opening is set for May 16. Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to adopt Resolution 2013 -061, Approve plans & specifications and order advertisement for bids for 2013 Street Improvement Project (Project 2013 -02). Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Possible approval of Plans and Specs and authorize advertisement for bids for County Orleans Street Improvements Public Works Director Sanders stated he has reviewed the County's plans. Council approval is required for the 429 process. Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to adopt Resolution 2013 -062, Approve plans & specifications and ordering advertisement for bids for the County Road Improvement Project (Project 2013 -04, S.A. P. 169 - 020 -006). Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None Possible approval of parking restrictions on Myrtle Street Public Works Director Sanders informed the Council that because Myrtle is a State Aid Road, a resolution is required for any areas of the street to be designated no parking. This is a housekeeping item to document the existing parking restrictions for the State. Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to adopt Resolution 2013 -063, Approve parking restrictions on S.A.P. 169 - 109 -11 (Myrtle Street) from TH95 (Main Street) to S. Third Street in the City of Stillwater, Minnesota. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, and Mayor Harycki Nays: None COUNCIL REQUEST ITEMS Mayor Harycki reported that a groundbreaking ceremony is being planned for the new bridge. The date will be published when set. A number of officials will attend. Page 6 of 7 City Council Meeting April 16, 2013 ADJOURNMENT TO EXECUTIVE SESSION DISCUSSION ON NON UNION SALARIES Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to adjourn the meeting to an Executive Session to discuss non -union salaries at 8:31 p.m. All in favor. Ken Harycki, Mayor ATTEST: Larry D. Hansen, Acting City Clerk Resolution 2013 -052, Directing the payment of bills Resolution 2013 -053, Approving Master Subscriber Agreement for Minnesota Court Data Services for governmental agencies and master subscriber agreement amendment for first appearance support track (FAST) Access Resolution 2013 -054, Approval of Forestry Consultant Contract for 2013 Resolution 2013 -055, Approving transfer of an On -Sale, Sunday and 2:00 a.m. liquor licenses to Pub 112, Inc. dba: Pub 112 Resolution 2013 -056, Approval of dock permit for St. Croix Boat and Packet Co. and wharfage permit for Gondola Resolution 2013 -057, Resolution establishing procedures relating to compliance with Reimbursement Bond Regulations under the Internal Revenue Code Resolution 2013 -058, Approving access agreement with Kramer and Sons (Barge Terminal Site) Resolution 2013 -059, Appointing members to Downtown Parking, Heritage Preservation, Human Rights, and Planning Commissions, and Traffic Safety Review Committee Resolution 2013 -060, Amending Resolution 2013 -012 by adding rental fee rates for Downtown Pergola and Seating Area Resolution 2013 -061, Approve plans & specifications and order advertisement for bids for 2013 Street Improvement Project (Project 2013-02) Resolution 2013 -062, Approve plans & specifications and ordering advertisement for bids for the County Road Improvement Project (Project 2013 -04, S.A. P. 169 - 020 -006) Resolution 2013 -063, Approve parking restrictions on S.A.P. 169 - 109 -11 (Myrtle Street) from TH95 (Main Street) to S. Third Street in the City of Stillwater, Minnesota Page 7 of 7 stillwatergazette.com http: / /stillwatergazette.com/ 2013 /04/18 /group- honors -city- for - legacy -fund- projects/ Group honors city for Legacy fund projects By Erik Sandinon April 18, 2013 at 11:52 am • Stillwater is among nine Minnesota communities that will be recognized for their effective use of Legacy amendment funds by Conservation Minnesota and Minnesota Citizens for the Arts. The two groups' other "Legacy destination" cities besides Stillwater are Apple Valley, Coon Rapids, Hastings, Maplewood, Nisswa, Plymouth, Rushford and Two Harbors. The groups are tentatively scheduled to formally recognize Stillwater at the May 7 City Council meeting. (t4.„ "Each of these cities were chosen for the great work they are doing to utilize the Legacy Amendment dollars for projects within their communities," said Paul Austin, executive director of Conservation Minnesota. "We believe each of these cities has embraced the amendment, and are making the most of the opportunities provided to them." Conservation Minnesota spokesman Nate Dybvig said Stillwater and the other communities were recognized for utilizing Legacy funds to make their cities better for both residents and visitors. The list of Stillwater Legacy projects includes: • Arts and Cultural Heritage Fund projects byArtReach St. Croix, FamilyMeans, St. Croix Concert series, East Metro Symphony Orchestra, Wildwood Artists Series and community arts grants to numerous local groups and organizations. • Stormwater retrofit projects at McKusick and Lily lakes. • Brown's Creek Watershed District water quality improvements in partnership with the Stillwater Country Club. • Carnelian- Marine on St. Croix Watershed District impaired lakes project. • St. Croix River "green marina" projects at Wolf Marina and two other Washington County marinas. "One of the greatest parts of my job is traveling around the state like this meeting with local leaders and congratulating them for the great work they are doing protecting the legacy of Minnesota," said Sheila Smith, executive director of the Minnesota Citizens for the Arts. "And each of these communities are truly deserving for the great work they are doing." Minnesota votes overwhelmingly approved the Clean Water, Land and Legacy Amendment in 2008 which added three - eighths of a percent to the state sales tax and dedicated the revenue to projects that help preserve the state's arts and outdoors legacy. Soon after, the Legacy Destination program was created to draw attention to the way amendment proceeds were making changes in communities statewide. Whether through cleaner lakes, expanded trails or public art projects, every Minnesota resident has benefited from the program. Tags: Must Read EXHIBIT "A" TO RESOLUTION #2013 -68 LIST OF BILLS Amano McGann, Inc. American Pump Company Ancom Communication, Inc. Ancom Technical Center Applied Images Aramark Uniform Services, Inc Aspen Mills Becker Arena Products Brock White Co. LLC Bryan Rock Products, Inc. Carquest Auto Parts Cellebrite USA, Corp. Century College Century Link Clifton LarsonAllen LLP Cole Papers Comcast Cornerstone Land Surveying,Inc Delta Dental Plan of Minnesota East Central Diesel, Inc. ECM Publishers, Inc Emergency Automotive Technologies, Inc. Fastenal Company First -Shred FleetPride Fury Dodge Chrysler Galls Grafix Shoppe Heritage Printing, Inc. Holiday Credit Office IdentiSys Jefferson Fire and Safety, Inc. Keeprs Inc Kirvida Fire, Inc. Larson Architects League of MN Cities League of MN Cities Ins Tr Lynn Peavy Company Machovec MacQueen Equipment Inc. Madden.Galanter.Hansen LLP Marmur Jason Marshall Electric Company Parking ramp reader repair Suction hoses Antenna whip 800 Pager shipping Name plate Uniforms and mats Uniforms Dasher Section Replacement Roadsaver Sealant 1 1/2 with fines Auto parts and supplies software upgrade Law enforcement training Phone #2 Audit billing Supplies TV, internet and voice Land surveying AP COBRA MAY 2013 Wing and edge Publication Oval LED Warning Tamp and strobe Supplies Shredding LED Becon Auto repair and service Uniforms Graphic for 2013 police motorcycle Business cards Fuel ID Printer Repair Turn out gear Uniforms Replace proximity switch Design services for Lowell Park Restroom Claims 1st installment municipality CMC 35177 Evidence tape Ring Buoy with reflective tape Supplies and parts Labor relations sery arb & admin hearings Park Fee Refund Install new light fixtures inside shed Page 1 337.63 833.63 32.47 12.00 10.69 1,201.21 1,235.30 2,623.78 8,361.61 177.59 502.60 2,998.99 1,785.00 123.14 12, 200.00 82.23 661.90 425.00 292.90 1,109.00 141.50 131.08 102.08 80.80 185.36 2,187.39 195.96 242.71 67.33 59.16 171.00 1,972.15 193.30 397.75 1,934.72 2,407.07 124,804.00 160.50 72.86 1,762.16 1,092.80 100.00 603.07 EXHIBIT "A" TO RESOLUTION #2013 -68 Menards MN Dept of Labor and Industry MN Dept of Public Safety MN Dept of Transportation MnFIAM Book Store NAPA Auto Parts Nelson Auto Center Nelson Marine Motor Service, Inc. North American Safety OReilly Auto Parts Office Depot Otis Elevator Company Pioneer Rim and Wheel Co. Postmaster R &R Specialties, Inc. Ricoh USA, Inc. Riverland Community College Schelen Gray Auto & Electric LLC Schuster Co. Secure Benefits Systems ServiceMaster Clean St. Croix Boat and Packet Co. St. Croix Harley- Davidson St. Croix Tree Service Inc. St. Paul Police Department PDI Stillwater Motor Company Stoen Drew Streichers T.A. Schifsky and Sons, Inc. Terra General Contractors LLC Tessman Seed Co. - St. Paul Thomson Reuters Tri -State Pump and Controls, Inc. Unique Paving Materials, Inc. USAble Life Valley Immediate Care Viking Auto Sprinkler Co. WalMart Community Wenck Associates, Inc. White Bear Tire & #38; Auto Inc. Winnick Supply Yocum Oil Company Zarnoth Brush Works, Inc. Ziegler, Inc. Supplies Public works pressure vessel license 2013 Decals River crossing project Pumping apparatus Auto parts and supplies new squad Engine maintenance Jackets Seat cover and floor liner Tape and envelopes Elevator contract Battery and supplies Standard mail permit # 206 Paint Copier lease Fire EMS Rescue school Rebuilt marine alt. 1000 Payroll checks March and April 2013 and cobra Carpet cleaning April Arena Billing Install police equipment Tree Service Training course - Sandra Vetsch Auto service and repair Reimburse for sleel toe boots Uniforms and supplies Fine Asphalt Final payment Seed and fertilizer Information charges & fin stmt guide Replace check value on Pump at Nelson St Cold mix winter Term Life Insurance Drug screen Annual fire inspection Supplies Lake vegetation plans Tires Steel Fuel Gutter brooms for sweeper Parts Page 2 1,158.21 10.00 40.00 8,031.00 96.19 346.63 23,969.61 38.90 130.00 142.12 634.22 4,483.56 96.94 200.00 869.96 145.90 260.00 406.10 247.42 111.00 480.94 39,203.29 887.32 881.72 195.00 181.62 150.00 1,642.95 502.40 15,432.63 7,098.18 311.28 9,620.02 619.67 412.80 45.00 1,000.00 463.44 6,870.14 45.59 310.73 21,124.45 2,103.30 82.92 EXHIBIT "A" TO RESOLUTION #2013 -68 LIBRARY Aramark Uniform Services, Inc Baker and Taylor Brodart Co CDW Government, Inc. Comcast Demco, Inc. Embury Ltd., Inc. Master Mechanical, Inc. #69 Menards Midwest Tape Minnesota Elevator Inc. NADASC Office of Enterprise Technology Security Response Services Inc Stillwater Public Library Foundation Swift Mary Washington County Historical Society Washington County Library Xcel Energy APRIL MANUALS Postmaster Post Board Xcel MN Dept of Public Safety Wash Cty License Ctr Janitorial supplies Library materials Library materials HP Reman Printer Telecommunications Library materials Wave wardrobe Maintenance agreement Janitorial supplies Supplies Building repair charges Subscription Telephone Maintenance agreement Reimbursement Reimburse for UPS Library materials Library materials Energy 2nd Qtr Utility Billing Postage License Electricity , Gas Plates for 2013 Ford Escape Reg for 2013 Ford Police interceptor Page 3 104.79 1,647.60 3,086.69 242.66 56.90 36.38 186.02 947.25 69.15 607.71 523.50 99.00 330.70 155.67 250.00 12.93 20.00 2,119.10 4,385.27 2,653.42 90.00 26,697.20 6.00 20.75 STAFF REQUEST ITEM Department: MIS Date: 4/26/13 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of third phase of virtualizaion project. We begin this project two years ago and are in the final stages. This phase purchases the third host for our system and additional memory. This third phase will house, among other servers, the virtual server for the Springbrook Financial software that we will be upgrading later this year and therefore this project needs to be completed before that one begins. 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) Money is allocated in Capital Outlay for this project. Cost will be $14092.43 plus tax. ADDITIONAL INFORMATION ATTACHED Yes _X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman \\Y/ Date: 4/26/13 LOFFLER 1101 East 78th Street * Bloomington, MN 55420 Phone: 952- 285 - 2155 * Fax: 952- 925 -6853 Bill To: City of Stillwater Rose Holman City Hall 216 N 4th Street Stillwater, MN 55082 Phone: (651) 430 -8804 Fax: 7n # 1 Qty r Description Contact: Jeff Gullickson Email: jgullickson @loffler.com Proposal Date 12/11/12 Quote # JQLGQ5184 Ship To: City of Stillwater Rose Holman City Hall 216 N 4th Street Stillwater, MN 55082 Phone: (651) 430 -8804 Fax: Terms Net 10 days Rep P.O. Number Ship Via jeffg 1 HOST SERVER 2 1 HP ProLiant DL380p Gen8 2 x Intel Xeon E5 -2640 Six -Core (2.50GHz 15MB L3 Cache) 16GB (2 x 8GB) PC3L -10600 DDR3 1333MHz RDIMM (Low Voltage) 8 x Hot - Pluggable 2.5in Small Form Factor SC Smart Array P420i /1GB FBWC 2 x 460W 3yr Next Business Day Warranty 3 6 HP 8GB 2RX4 PC3L- 10600R -9 KIT (64GB Total per Server) 4 1 4GB SD FLASH MEDIA KIT 5 1 NC365T 4 -PORT ETHERNET SERVER ADAPTER 6 1 ADVANCED ICE ILO 7 2 1.83M 10A C13 -UL POWER CORD 8 SubTotal 9 EXISTING HOST RAM UPGRADE 10 12 HP 8GB 2RX4 PC3L- 10600R -9 KIT (48GB Total per Server) 11 24 ESTIMATED LABOR Unit Price Ext. Price $7,665.90 $190.00 $2,280.00 $135.00 $3,240,00 Total Investment $13,185.90 Sales Tax Calculated on Invoice Shipping $o.00 Total $14,092.43 Page 1 RESOLUTION AMENDING RESOLUTION 2010 -204, RESOLUTION ESTABLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATION AND RESOLUTION 2013 -040, RESOLUTION ESTABLISHING A POLICE RESERVE FUND WHEREAS, the Stillwater Events Task Force established policies for review of event applications in 2009 -10; and WHEREAS, the Stillwater Events Task Force recommended approval of those policies to the City Council; and WHEREAS, the City Council on December 21, 2010 adopted Resolution 2010 -204, establishing policies related to review of event application; and WHEREAS, the policy states that should an event require overtime of a city employee or extra paid personnel are needed the Special Event requires a contract with the City; and WHEREAS, the City Council approved Resolution 2013 -040, resolution establishing a Police Reserve Fund, approving the charge of $15.00 per hour to be paid to the City for the time a Reserve Officer is used at a Community Event which has the effect of requiring many smaller events to have a contract; and WHEREAS, Resolution 2013 -040 inadvertently approved that the Police Reserve amount would only be charged to for - profit events; however the Special Event Task Force intent and recommendations were that charges be applied to all events whether the applicant was an individual, a for - profit organization or a non- profit organization; and WHEREAS, the Police Chief and Community Development Director have recommended that the policy be amended to read as follows: "Contract with City Required — Overtime of City employees is necessary, OR extra paid personnel are necessary and their overtime and/or waes exceed $1,000.00, OR extra — ordinary City employee support or City materials are necessary, OR any out -of packet expenses are incurred by the City" NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby approves the following: Resolution 2010 -204, RESOLUTION ESTABLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATION is hereby amended to read as follows: Contract with City Required — Overtime of City employees is necessary, OR extra paid personnel are necessary and their overtime and/or waes exceed $1,000.00, OR extra — ordinary City employee support or City materials are necessary, OR any out -of packet expenses are incurred by the City" BE IT FURTHER RESOLVED, that the Stillwater City Council hereby approves the following: Resolution 2013 -040, RESOLUTION ESTABLISHING A POLICE RESERVE FUND is hereby amended to include the following: The Police Reserve officer charge of $15.00 per hour shall be applied to all individual, for - profit and non - profit events to retain the intent and recommendations of the Special Event Task Force. Adopted by the Stillwater City Council this 7th day of May, 2013. Ken Harycki, Mayor ATTEST: Larry D. Hansen, City Administrator STAFF REQUEST ITEM Department: MIS /Police Date: 4/26/13 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of a new backend server /storage system for the squad car video and four new cameras. The server /storage is about 10 years old and is no longer supported by the company we purchased it from. We have been having lots of technical issues with this system and it needs to be replaced. The squad car cameras have to be replaced because we have not been able to replace them according to the replacement schedule we laid out and several of these cameras are not working correctly and have reached end of life. We are hoping to replace four this year, three next year and then get back to a regularly scheduled replacement of rest of them. We will also be replacing the workstation associated with this system. 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) Total cost for this system is $40,265 including tax. There is $25,000 budgeted in Capital Outlay. The additional funds would come out of forfeiture funds. ADDITIONAL INFORMATION ATTACHED Yes _X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman Date: 4/26/13 bile-Vision, Inc. 90 Fanny Rd, Boonton, NJ 07005 T. 800 -336 -8475 F. 973 -257 -3024 Sold To Stillwater Police Department Rose Holman 216 North 4th Street Stillwater, MN 55082 USA Phone 6514308804 QUOTE Number AAAQ9497 Date Apr 16, 2013 Ship To Stillwater Police Department Rose Holman 216 North 4th Street Stillwater, MN 55082 USA Phone 6514308804 Fax 6513514940 Fax 6513514940 Salesperson PARKER Line Qty SKU 1 P.O. Number EOL Quote Description Ship Via UPS GROUND 2 1 LSMVDT603 Server, Tower, 3TB RAID 6 DASD, 12 Core Xeon Processors, 16GB RAM, DVM Server, Storage & Distribution System, Rack Configuration Dual 2.4 GHz 6 Core Processors, 16GB RAM, 3TB RAID 6 DASD Red Hat v5 Enterprise Linux OS /PostgreSql Database DVD -ROM, Monitor, Keyboard, Mouse, CF Card Reader 8 port 10 /100 /1000 Base T Switch 3 1 LSCMPDVDDL141 Bravo 4101 Disc Burner 4 Work station specs: Workstation, Desktop, 250GB DASD, 2 Core Intel Processors, 2GB RAM. DVD Backup System, 2.8 GHz Dual Core Processor, 2GB RAM, 250GB DASD Windows XP, DVD -RW, Monitor, Keyboard, Mouse MVI Archiving Software, _ 5 1 MVD- DES- BTO -EOL Installation of Operating System and DES Application on End of Life Servers 1 Day On -Site Installation (full day of install and 2 hour quick training) 6 1 MVD- DET -BT1 Signing below is in lieu of a formal Purchase Order. Your signature will authorize acceptance of both pricing and product: Signed: Date: L -3 Shipping Terms are FOB Boonton, NJ. By Signing below you agree to waive your shipping terms and ship this order FOB Boonton, NJ. Signed: Date: Terms NET 30 Unit Price Ext. Price $7,543.00 $7,543.00 $2,531.00 $2,531.00 $750.00 $750.00 $2,950.00 $2,950.00 SubTotal $13,774.00 Tax TBD S &H $100.00 Total $13,874.00 Credit Terms: Net 30 Days. State/ Local Fee and Taxes are not included Quotation is valid for 60 days from date issued. These commodities; technology or software were exported from the United States in accordance with the Export Administration regulations. Diversion contrary to US law is prohibited. 04/16/13 10:18:34 Page 1 of 1 1 1 communications Mobile- Vision, Inc. 90 Fanny Road Boonton, NJ 07005 Phone: (800) 336 -8475 Fax: (973) 257 -3024 Sold To: Stillwater Police Department 216 North 4th Street Stillwater, MN 55082 Confirm To: Rose Holman Quote QUOTATION NUMBER: 0116978 QUOTATION DATE: 4/16/2013 SALESPERSON: JP CUSTOMER NUMBER: MNSTILL Ship To: Stillwater Police Department 216 North 4th Street Stillwater, MN 55082 Bill -To Phone: (651) 351 -4900 Page: 1 Customer P.O. Ship VIA UPS GROUND F.O.B. BOONTON, NJ Terms Net 30 Days Item Number Unit Ordered Unit Price Amount MVD- FB3DVS EACH 1.00 Flashback 3 Digital Video System: Assembly includes: FB3 digital video recor Please advise car type, antenna type and DVR location when placing order. MVD- IR -CAM2 EACH 1.00 Option, Flashback IR Camera 2 w/14 Ft cable Customer to arrange for own installation. * * ** QUOTATION IS VALID FOR 60 DAYS * * ** 4,997.00 295.00 Subtotal: Shipping and Handling: Sales Tax: Order Total: 4,997.00 295.00 5,292.00 50.00 367.27 5,709.27 STAFF REQUEST ITEM Department: St. Croix Valley Recreation Center Date: 4/19/13 DESCRIPTION OF REQUEST (Briefly outline what the request is) We are requesting to purchase a new evaporative condenser The current one is past repair without a condenser the Ice will melt 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) I'm requesting a budget to replace the condenser not to exceed $50,000. The cost of the unit is 35,000 +tax. We will still need to install and remove and dispose of the existing condenser. The funds will come from our reserve fund. ADDITIONAL INFORMATION ATTACHED Yes _X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Doug Brady Date: 4 -19 -13 BALTIMORE AIRCOIL COMPANY FES- MIDWEST, INC. 167 COUNTRY COMMONS ROAD Cary, IL 60013 United States Contact: Mike Popelka Email: mpopelka @fesmidwest.com Phone: 847/516 -0158 Fax: 847/516 -0159 TO TOTAL MECHANICAL Attn: Joel Anderson We are pleased to provide you with the following quote. QUOTE BAC Quote # Q130251866 Project: City of Stillwater Date: 3/26/2013 Expiration Date: Quote expires 30 days from date issued SHIPPING METHOD F.O.B. FACTORY LEAD TIME PAYMENT TERMS Bestway Freight Pre -Paid Et Add Due in 30 Days # QT PRODUCT ID DESCRIPTION TOTAL $ 1 1 VC1 -205 Model VC1 -205 Evaporative Condenser Unit 29,265.00 2 1 RS -335 Model RS -335 Remote Sump Tank 2,144.00 Estimated freight to Stillwater, MN is $1,783.00 for the condenser & $853.00 for the sump tank. BAC will do its best to meet or improve the scheduled ship date. However, circumstances beyond our control may cause this ship date to change. In the event that it does change, BAC will not be held liable for any damages that may occur. BAC's standard "Terms and Conditions of Sale" apply to this order and may be viewed at www.BaltimoreAircoil.com /terms. Notes: 1. Prices are quoted in USD currency. 2. The Quote number is required to place an order. 3. A Purchase Order (made out to Baltimore Aircoil Company) with Ship To Address, Bill To Address, and Signature must be sent to the above location. 4. Sales Tax will be added to the final invoice -- if the project is tax exempt, a Certificate will be required. THANK YOU FOR YOUR BUSINESS! VILTER° SIn €e 1541 5555 S. Packard Avenue Cudahy, WI 53110-8904 (PH) 414 - 744 -0111 (FAX) 414 - 744 -3483 W W W.VILTER.COM Quote To: Joel Anderson Joel Anderson 2118 Midlothian Rd Roseville, MN 55113 United States of America Qty QUOTE Apr 15, 2013 Vilter Manufacturing Corporation 5555 South Packard Ave. Cudahy, WI 53110 Phone (651) 636 -9240 Fax (651) 631 -9483 EMERSON, Climate Technologies Quote # Sales Rep. Phone Fax Email Cell DocName DBKB03377 David Boehm (414)486 -2604 (414) 744 -8708 David.Boehm @emerson.com (414) 403 -0588 Al 041513 VSC -205 Description VSC 205 with SS Welded pan Deduct Pump Oversized Motor for Dry Operation Total for SS Welded Pan 1 VSC -205 with Std GaIv Pan 1 Deduct Pump 1 Oversized Motor for Dry Operation Total for Std Pan 1 Adder for RS -335 Remote Sump 1 Adder for Freight to Minneapolis Ext. Price $47,436 $31,074 $2,316 $2,142 THE ABOVE PRICING IS IN USD, NET EX -WORKS AND DOES NOT INCLUDE FREIGHT OR TAXES. THIS QUOTE IS VALID FOR 30 DAYS. SUBJECT TO VILTER STANDARD TERMS AND CONDITIONS. STAFF REQUEST ITEM Department: MIS /Public Works Date: 4/26/13 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of a copier for Public Works. The current copier is nine years old and it has limitations that need to be addressed. The purchase of this new copier will allow scanning of documents, copying and use as a printer so that we don't have to replace the aging printer. 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) Money is allocated in Capital Outlay for this project. Cost will be $5,830.00 plus tax. ADDITIONAL INFORMATION ATTACHED Yes X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman Date: 4/26/13 Recommended SoIUtic The imageRUNNER ADVANCE C2200 Series delivers effcient workflow in a small footprint to help workgroups, branch offices, and small businesses work faster and smarter. Business processes are seamlessly integrated, and a streamlined user experience enables high performance and productivity. From every point of view, these models are simply advanced. Canon in'ageRUNNER ADVANCE C2230 Components Included: • 30 Pages per Minute (B &W & Color) • 30 ipm Scanning Speed • 1,170 sheet Paper Supply (Standard) • 550 sheet Paper Cassette • 520 sheet Cassette • 100 sheet Stack Bypass • 50 Sheet Duplexing Automatic Document Feeder • 2 GB RAM & 80 GB HDD Memory • 256 Gradations of Color • UFRII Printer • Energy Star Compliant • Automatic Trayless Duplexing • PCL • Post Script • Cabinet Type D • Surge Protector • Delivery, Professional Service Installation, Implementation and Training Equipment Canon IR ADVANCE C2230: Optional Fax: Purchase Price $5,830.00 Purchase Price $539.00 eivirct. p if _:J Q x.cr f iL7urcnifi:. Service and Supply Agreement: 100,000 B &W copies @ $0.014 per copy. All Color copies billed @ $0.0968 per copy. Includes ALL Toner, Parts and Labor. Corey Schlosser Integrated Solutions Account Manager Loffier Companies, Inc. Email: cschlosser@(offler.com Direct Dial: 952 -646 -6427 www.loffier.com Proposal prepared for your confidential use' and benefit, by Corey Schlosser of Loftier Companies, Inc. LOJA - LER City of Stillwater I Sti IteL a 1 = tt v; n +. n c M 1 wn c> a 1 n MEMORANDUM TO: Mayor and City Council FROM: Tim Moore, Public Works Superintendant DATE: April 30, 2013, SUBJECT: Possible Purchase John Deere 825i XUV Background Currently the City of Stillwater Public Works Department has the responsibility of maintaining the Pedestrian Plaza, flower pots and planting beds in the Central Business District. These features need to be maintained on a daily basis. The process was done last year with 2 seasonal employees with watering cans. With the increase in number of plants and size of containers , along with a the Pedestrian Plaza coming on line full time this year for maintenance a more efficient method must be used. The Browns Creek Ski trails are groomed (by volunteers) with a 2001 Yamaha snowmobile that is undersized and is reaching the end of its useful life cycle. Discussion The purchase of a John Deere 825! XUV with a 90 gallon watering tank will enable public works staff to attain a higher level of efficiency and quality in the maintenance of the Downtown Beautification activities. This piece of equipment would also be purchased with a track system and cab and heater so it can be used in the winter for grooming the ski trails. During summer events such as the 4th of July Celebration public works staff works to collect trash in a very crowded environment at Lowell Park. The John Deere XUV will be used during that event because it is very maneuverable in the crowd. Staff will trade in the 2001 Yamaha snowmobile, a 2004 Vermeer stump grinder and a 2007 Gravely rough cut mower (the latter 2 having little utilization). We have received 2 quotes 1 from Century Power for $11,830.37 and Frontier Ag and Turf for $11,942.00. Discussion Staff recommends the purchase of the John Deere 825i XUV with attachments, less trade in of existing equipment from Century Power for $11,830.37. This purchase will be paid for from Parks Capital Outlay. Ji1water T H E B I R T H P L A C E O F M I N N E S O T A TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director DATE: May 1, 2013 RE: LCCMR Grant Application Support BACKGROUND On January 8, 2013 the City Council unanimously "expressed interest in the concept [of purchasing the Aiple property for public open space purposes] with the City taking lead management of the property." Washington County Land & Water Legacy Program funds have been offered to cover up to 50% of the acquisition costs for the property, which leaves a funding gap. To help fill the gap, county staff is proposing to submit a grant application for LCCMR funds to match the county funding. In order to strengthen the grant application, the County has requested a letter of support from the City of Stillwater. COMMENTS The pre - application text for the grant is attached. The main topic for discussion from the pre - application text is whether the City Council agrees that the City will restore much of the property to a natural condition and operate it as a nature park with passive recreational uses such as shore fishing, transient dockage, walk -in boat launching, walking paths, nature observation, picnicking and trail access." If the City does not find the use statement to be acceptable, then the LCCMR grant is probably not a viable revenue source, since without the restoration element the grant application would not score high enough to be awarded funds. Aiple Property- Funding May 1, 2013 Page 2 The Park Commission discussed the use statement on April 22, 2013 and unanimously agreed with it. REQUEST If the City Council concurs with the Park Commission and finds the use statement in the LCCMR grant to be acceptable, then City staff requests authorization to draft a letter of support to be submitted with the grant application. bt LCCMR 2014 MAIN PROPOSAL PROJECT TITLE: 3500 -foot Shoreland Acquisition on the St. Croix River I. PROJECT STATEMENT Washington County is partnering with the City of Stillwater to acquire 15 acres with 3,500 feet of St. Croix River shoreland to the east and 3,500 feet of Brown's Creek State Trail frontage to the west. The city will own and manage the land as a new park serving trail users from the new Brown's Creek State Trail, users of the Lower St. Croix National Scenic Riverway, tourists and area residents. The city will restore much of the property to a natural condition and operate it as a nature park with passive recreational uses such as shore fishing, transient dockage, walk -in boat launching, walking paths, nature observation, picnicking and trail access. The LCCMR contribution is a 50% match to local funds. Both local and state funding is needed because of the high value of St. Croix River property. And, it is appropriate to use both local and state funds as this acquisition serves national, state and local clientele. The land contains altered Silver Maple floodplain, a seepage swamp; some invasive species; turf and a modest home. Subsequent restoration of the turf and invasive species to a more natural condition using native species will improve ecological diversity and ecosystem connectivity; increase breeding and migratory habitat for waterfowl, shorebirds, and neo- tropical migrants; and filter and store flood waters. The landowner is elderly and is seeking to sell her property. For a limited time she is willing to negotiate for public ownership of all or a portion of the property before she markets it for development. An appraisal is underway; the project cost will be updated when the appraisal is completed. The county will negotiate for a purchase agreement that is contingent on receiving matching funds. The landowner seems willing to wait to close until after July 2014. The county may reduce the amount of funds requested if a lower purchase price can be negotiated; the requested funds will not include the value of the home. Although this new city park will provide additional public access and recreational opportunities to the St. Croix River and a much needed rest area at the terminus of the Brown's Creek State Trail neither the National Park Service (NPS) nor the DNR is interested in owning the property. The NPS cannot own the property because it is outside the National Scenic Riverway District boundary. The DNR already owns enough land to build the state trail adjacent to this property and does not want to add this land. Both agencies are supportive of this acquisition and will be actively involved in preparing the master plan. The property is the largest private holding of land along the St. Croix River within Stillwater and is one of the longest stretches of St. Croix River frontage remaining in single ownership in Washington County. Its location adjacent to the Brown's Creek State Trail, proximity to downtown Stillwater, the length of shoreland frontage, and accessibility due to its low elevation make this a unique acquisition and a highly desirable destination for recreational pursuits. This acquisition is consistent with the Statewide Conservation and Preservation Plan to protect critical shore lands. II. DESCRIPTION OF PROJECT ACTIVITIES Activity 1: Protect Significant Shoreland through Land Acquisition Budget: $ 2,000,000 Outcome Completion Date 1. Acquire 15 acres and 3,500 feet of frontage on the St. Croix River and the Brown's Creek State Trail. December 31, 2014 The county will acquire a 15 -acre parcel including 3,500 feet of frontage on the St. Croix River. An appraisal is underway. The county hopes to attain a signed purchase agreement by December 31, 2013 and close on the acquisition by the end of 2014. Washington County has adopted a Conservation Priorities Plan and site evaluation criteria that aid the county in being strategic in choosing land protection that is most critical and maximizes the ecological benefits of public funds. The county's priorities are to acquire interests in land for recreation; adjacent to waterways, and recreational facilities; serving multiple public purposes; and providing public access. A citizen advisory committee rated this acquisition as very high for meeting program goals and priorities and recommended its purchase. III. PROJECT STRATEGY A. Project Team/Partners • Washington County will receive the grant funds and will carry out the acquisition work. The county will contribute up to 50% of the cost of the acquisition. Because the county is contributing a large amount of the funds, the county will retain an interest in the property in the form of a conservation easement that will provide permanent protection. • The City of Stillwater will own and manage the property. The city will contribute a portion of the funds. • City and county staff will jointly prepare a park master plan after the property is acquired. • The Washington Conservation District staff will assist in preparing a restoration and natural resource management plan. B. Timeline Requirements The owner of the property is a willing seller. The County Board and City Council have approved the acquisition and have directed staff to order an appraisal and to seek matching funds. Upon receipt of the appraisal the county and city will negotiate for a purchase agreement. After receiving a signed purchase agreement the city and county will prepare a park master plan and restoration plan. The county will be ready to close on the purchase shortly after receiving the matching funds. C. Long -Term Strategy and Future The city and county seek to acquire this land while we have a willing seller and it is being actively marketed for sale. The city has agreed to accept the future operations and management responsibilities and costs if it can get some financial assistance in acquiring the property. The city will seek additional grant funds from appropriate funders to complete the restoration work and to build the recreational facilities �, \ / : : . ,• 4. EiMftitiT Cou m« gua --,« . ,¥ - : ,» �< \�.� Scale: 1 inch = 600 fee t Date y Aerial Photography: Spring 2011 prepared by Washington e un Public w r Department Survey and Land Management Division Washingt7ryt Site Map Aiple Property Stillwater, PIN# 2103020410026 (approx. 15 Ac .) 1513 North Main Street Stillwater, MN 55082 -4200 December 18, 2012 Ms. Jane Harper, Program Manager Land and Water Legacy Program Washington County P.O. Box 6, Stillwater, Minnesota 55082 -0006 Dear Ms. Harper, In response to your letter of December 12, I am pleased to report the following: 1. I and my children are interested in receiving an offer from the county or any other public entity for the purchase of our property. We suggest that such an offer be cast as an option so that we can identify an acceptable price before you need to conduct extensive public hearings on the matter. 2. We are not interested in having my property and my situation become a matter of extensive public debate before there is agreement between us on a possible sale price and terms. 3. You should work with John G. Hoeschler, our attorney, whom we have asked to represent us in this matter. He has full authority to speak for us and to negotiate the details of any transaction. You do not need to communicate with anyone else on our behalf He will keep us informed. 4. If the terms of the purchase can allow me to continue to live in my house as long as I am able or interested in so doing, I would prefer that, but that is not a requirement of any purchase agreement. 5. I understand you need to have the property appraised, and Mr. Hoeschler will be happy to arrange any inspections that you or your appraiser may need or wish to make. These may include any appropriate environmental reviews. 6. Given my age, I am not interested in having this process drag out indefinitely. I would appreciate it if you can proceed with all deliberate speed to try to develop and present a firm option offer. Mr. Hoeschler can help you flesh out the necessary terms. I agree to give you a sixty (60) day notice if I ever change my mind and decide to discontinue this exercise. I hope you agree with us that this property, and its acquisition now, presents a once -in -a- lifetime opportunity to provide a major north portal to Stillwater. We look forward to your prompt response. Sincerely, Elayne J. Aiple Sti11___water THE R!8'HFTIC;,,fl M)NNESCIA Memo To: Mayor and City Council From: Tim Moore, Public Works Superintenden Date: April 30, 2013 Re: Echo Lift station Pump Replacement DISCUSSION Echo Lift station is located at 126 N. Echo Lane and has a sanitary sewer drainage district bordered on the north by McKusick Lake, the east by Sherburne Street the south by Owens Street and the west by Myrtlewood Court. This is a submersible lift station with a 2 pump system that has about 3 hrs of storage before it begins to back up into basements in the surrounding neighborhood. April 24th 2013 pump number 1 plugged with rags and the lower half of the pump failed and was rendered inoperable. RECOMMENDATION The pump manufactured by Ebara with a recessed impellor for better solids handling capabilities will work better to eliminate the clogging problem. Tri -State Pump & Control, Inc. is the local contractor for sales and service for this line of pumps. Staff has received a quote for $9526.74 to furnish and install this model pump. Tri State and worked with the city and numerous lift station projects in the past and has performed very well. Delivery and installation will take about 2 weeks and timing is critical, because the lift station is operating on 1 pump currently. ACTION REQUIRED Council should pass a motion approving expenditures of $9526.74 coming from Sewer Capital Outlay for replacement of the pump at Echo lift station. Memo DATE: May 2, 2013 TO Mayor and City Council FROM: Sharon Harrison, Finance Director RE: Sanitary Sewer Adjustments BACKGROUND: During the course of any given year, sanitary sewer rate adjustment recommendations come before Council. These adjustments are mainly due to leaks found during the course of the year, but often stand out more during the readings during the 1St quarter of every year. For residential properties, sanitary sewer billing rates are set during the 2nd quarter of every year using the water consumption (obtained from the Water Board) from the 1St quarter of the year. This rate is then used for the next 4 billing cycles (quarters) until the rates are reset again the following year. As mentioned before, occasionally there are some properties that have experienced increased water usage during the 151 quarter of the year due to some unforeseen circumstances (e.g. leaky toilet, water softener issues, pipe issues, etc.). This increased water usage naturally in turn increases their sanitary sewer billing rate for the next 4 billing cycles (quarters). These residents /owners will then call the City to explain their individual circumstance. We (Finance) then review consumption rates from prior/current quarters to see if we can determine the duration/termination of the leak based on the information provided to us by the water department and the resident/owner. This information then is used to provide Council with new billing rate recommendations for upcoming billing periods (until the new rates are reset the following year). This practice has been used by the City for many years, and has been proven to be a fair and accurate way for property owners to pay their fair share of the use of the sanitary sewer system. RECOMMENDATION: Attached are staff recommendations for sanitary sewer rate adjustments currently requested by property owners. These adjustments are expressed in gallons (of consumption), based on the average consumption of the prior 3 years, and converted to the new billing rate using the most current billing rates approved by Council. These adjustments will begin with the next billing cycle (3rd quarter billing). In other words, staff is recommending to Council that the property owner at least pay the increased sanitary sewer rate for the billing period in which the leak occurred. COUNCIL ACTION: If Council agrees with Staff's recommendation, Council needs to approve staff recommendations as listed on the attached Exhibit A. CITY OF STILLWATER EXIBIT A Description of Billing Quarter Circumstance Winter Average Gallons Adjustment for 1 Outside faucet leak From 52,000 2nd 2012 to 1st 2013 To 25,000 2 2 Toilets leaking From 80,000 3rd 2012 to 1st 2013 To 10,000 3 Water Board error From 19,000 2nd 2013 To 9,000 w-■Nlirm A C ■Birmirw--,-■■■••••■-a 11/ rr;—wea■MIIMIIMI■ r WWWIMPF.—. T H E B I P T H P L A C E O F M I N N E S O T A TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: April 25, 2013 RE: Stillwater Trolley Co. Parking Permit BACKGROUND Bob Raleigh of Stillwater Trolley Co has been offering trolley tours in downtown Stillwater since 1989. From 2003 - 2011 he paid an annual parking permit fee of $1,000 ($500 apiece for each of the two trolleys) to reserve two parking spaces on Nelson Street. Since January 1, 2011 a new fee schedule has been in effect for downtown parking rates. In 2012 the Council approved the usage of the spaces for $645 each which was invoiced with payment of half due in May and the other half due in October. SPECIFIC REQUEST Stillwater Trolley Co has requested approval of their 2013 on- street parking permit. COMMENTS Permit History for Stillwater Trolley Co On May 5, 1989 the City Council approved a Special Use Permit (SUP) for Stillwater Trolley Co to operate a ticket booth in the Freight House parking lot (all outside sales downtown require a SUP). At the same time the Council also approved a parking permit for the use of one reserved on- street parking space on Nelson St. On April 10, 1997 the SUP was amended to allow two trolleys to operate at any one time downtown, and approved two reserved on- street parking spaces on Nelson Street for the business. Stillwater Trolley April 25, 2013 Page 2 In May of 2003 a new SUP was issued in place of the 1989 one. This allowed the relocation of the ticket booth eastward a few feet from the Freight House parking lot to property owned by the Burlington Northern & Santa Fe Railroad. At the same time, the Council approved a parking permit at an annual fee of $500 apiece for each of the two reserved on- street parking spaces for the company's trolleys. The term of the parking permit was three years at an annual total price of $1,000. In 2006 after the three year parking permit term expired, the Council reconsidered the permit and reissued it for annually at $500 apiece for each of the two trolleys until 2012. RECOMMENDATION: It is recommended that the fee of $645 per space approved for 2012 be the same fee in 2013. This would be a total fee of $1,290. Related Note The Stillwater Trolley ticket booth would not be issued a Special Use Permit to operate where it is if it were requested today. Open sales are not allowed on public property and the land upon which the ticket booth is located is owned by the City. However, the ticket booth's location is "grandfathered ". When the SUP was issued the landowner was the BNSF Railroad. The city purchased the railroad property some time after the ticket booth was moved to it. Since the SUP ran with the land, it continued to be valid. ACTION REQUIRED: If the Council accepts the recommendation they should pass a motion approving the use of two parking spaces for Stillwater Trolley Co at the same rate charged in 2012 which was invoiced and payable in two installments MINNESOTA DEPARTMENT OF PUBLIC SAFETY Alcohol & Gambling Enforcement Name of organization Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 444 Cedar Street, Suite 222, St. Paul, MN 55101 651 - 201 -7500 Fax 651- 297 -5259 TTY 651- 282 -6555 APPLICATION AND PERMIT FOR A 1 DAY TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE Al\-0`S Uw Address j Name of perso making application City Date organized Date set ups will be sold Organization officer's name State Tax exempt number Minnesota Business phone Zip Code Home phone Type of organization E Club E Charitable IANReligious City State VAttA Add New Officer Location where permit will be used. If an outdoor area, describe. ❑ Other non - profit Zip Minnesota If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT 4, City /County t Date Approved City Fee Amount Permit Date 01,3'010/0 Date Fee Paid Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and /or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the permit for the event. Page 1 of 1 RESOLUTION 2013 -070 ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR DOWNTOWN PEDESTRIAN WALKWAY PUBLIC RESTROOM WHEREAS, pursuant to a written contract signed between the City and Terra General Contractors, LLC, for improvement of the Downtown Pedestrian Walkway Public Restroom; and WHEREAS, that Terra General Contractors have completed the work with regard to the improvement in accordance with such contract. NOW THEREFORE BE IT RESOLVED, that the Mayor and City Clerk are hereby directed to issue a proper order for the final payment of $15,432.63 on such contract, taking Terra General Contractor, LLC, receipt in full. Adopted by the City Council of the City of Stillwater this 7th day of May, 2013. Ken Harycki, Mayor Attest: Larry D. Hansen, Acting City Clerk Stil lwate[ S fl" H P i, a C E (i F S1 i 4 r. ( -. 3 C I p Memo To: Mayor and City Council From: Tim Moore, Public Works Superintendent ; 94k Date: April 30, 2013 Re: Settlers Park Tennis Court Rehabilitation (Liberty Neighborhood) DISCUSSION In 2012, the city resurfaced 3 tennis court facilities at Staples Park, Lily Lake Park and Northland Park. Also resurfaced were the basket courts at Lily Lake Park, Benson Park and Ramsey /Grove Park. One additional Court is in need of resurfacing to help prolong its life cycle located at Settlers Park in the Liberty neighborhood. RECOMMENDATION The 2012 contract was awarded to Dermco - Lavine Construction who performed very well. Staff has received a quote to resurface the court at Settlers Park from Dermco — Lavine for $9500.00. In addition they have submitted a quote to stripe Staples Park tennis courts for pickle ball for $900.00. The Parks and Recreation Commission was approached by a group on the North Hill looking for a court for pickle ball and commission approved Staples Park. After the lines are installed on the court either tennis or pickle ball can be played. Staff was satisfied with the workmanship and scheduling of Dermco — Lavine and would like to contract with them for this seasons work. ACTION REQUIRED If Council Concurs, Council should pass a motion approving expenditures of $10,400.00 coming from Parks Capital Outlay for court resurfacing and striping at these 2 sites. ! H E O I R I N P L A C E OP M I N N E S O T A Planning Report DATE: HEARING DATES: APPLICANT: REQUEST: LOCATION: ZONING: REVIEWER: April 5, 2013 [Revised May 3, 2013] CASE NO.: 2013 -07 Planning Commission Joint Planning Board City Council April 8, 2013 April 18, 2013 May 7, 2013 Lennar Corporation Amended Planned Unit Development and Final Plat Approval Outlot C, Settlers Glen, McKusick Road North and Macey Way CCR, Cove Cottage Residential Bill Turnblad, Community Development Director Shawn Sanders, Public Works Director PREPARED BY: Melissa Douglas, Interim City Planner BACKGROUND The preliminary plat for Settlers Glen was approved on July 18, 2000 as the "Coves of Stillwater ". The Planned Unit Development (PUD) was approved on the same date. The overall development included three housing types: traditional residential (11 units), cottage residential (209 units) and townhomes (160 units). Since that date, each phase of the development has been approved individually as a final plat. The most recent phase was the Settlers Glen 8th Addition approved in 2005 with a minor PUD amendment to proposed house styles in 2008. The proposed 9th Addition (Outlot C) will be the final phase of the Settlers Glen development. Settlers Glen 9th Addition Page 2 The subject property was platted as an outlot with a previous phase and rough graded at that time. Brown's Creek Trail (former Minnesota Zephyr) right -of -way and McKusick Road, a county collector road, lie to the north. Brown's Creek Preserve lies to the east and south. To the west is an existing single - family residence on six acres. SPECIFIC REQUEST Final Plat. The applicant requests approval of the Settlers Glen 9th Addition final plat. This plat includes 28 cottage residential lots and three outlots for open space, drainage and utilities. Eleven residential lots will be accessed via an extension of Macey Way from the south property line to McKusick Road. A new east -west cul -de -sac, Macey Circle, will serve 17 lots. Since the property to the west has subdivision potential, a roadway stub is provided for future access. SETTLERS GLEN 9TH ADDITION wASHixDTOH ce,.nT 1.1,0071AT- Riw PLAT xo. w HRJP OTP ZEPHYR FONEPLT RIMRREPf1 Pkcis sn;ROF01 ...OWE as - . An.xenx crnnrtY �9OHWAY RA, PL T HD Dl cn` cc ph.slce ROAD 4.1RTA I aveY Settlers Glen 9th Addition Page 3 Amended PUD. The applicant is requesting an amendment to the PUD to approve new house styles for the 9th Addition. The homes offered by Lennar /US Homes have changed since the original approval of the PUD in 2000. The applicant has requested approval of 11 different home plans for the 9th Addition; these plans are attached to this report. EVALUATION OF REQUEST Final Plat. State law and city ordinance require approval of the final plat if it is in substantial conformance to the preliminary plat and any conditions of approval. The preliminary plat for Settlers Glen was approved in 2000. The proposed final plat generally conforms to the preliminary plat with the following exceptions: • Two fewer lots are proposed to provide additional area for storm water management in the southeast corner of the site. • A new roadway stub is proposed to the west to provide access to the adjacent Krech property if and when development occurs. A concept sketch showing potential subdivision of the Krech property is attached. The design of this access point has not been finally agreed to by both property owners. The conditions of approval for the preliminary plat were generally related to public utilities, rights -of -way, parks and open space, sidewalks and trails, landscaping and required permits. The applicant has addressed the majority of the preliminary plat conditions of approval in previous phases. Conditions to address outstanding items are included in the Recommendation section of this report. Property owners within 350 feet were notified of the final plat request. One property owner contacted staff with concerns about construction traffic. A model home is proposed on Lot 10, Block 3. Construction traffic to build this model will utilize Macey Way from the south because no other roadway access is available. However, as a condition of approval, all other construction traffic should utilize McKusick Road. PUD Amendment. The applicant has requested a PUD amendment to approve 11 new home styles for the 9th Addition. This addition is zoned CCR - Cove Cottage Residential. A primary concern for this zoning district is to avoid the dominance of the streetscape with garages and driveways. To that end, the zoning district requires: • On 70% of the lots, garages must be set back a minimum of 6 feet behind the front wall or the front porch of the residence. • On 30% of the lots, garages may extend beyond the front line of the dwelling. These garages may be side loaded. • Third car garages may be side entry or separated from the main garage, at an angle to the main garage, or otherwise screened by a portion of the house, porch or facade. • Corner lots may have side loaded garages. • Garages may be no larger than three stalls. • The driveway width maximum at the front property line is 14 feet. Of the 11 home options submitted, one - The Independence - may not be approved because it shows an accessory dwelling unit. Accessory dwelling units are not permitted in the CCR zoning district. Settlers Glen 9th Addition Page 4 Of the remaining 10 options, only four meet the requirement that the garages be set back at least 6 feet from the front wall or front porch of the residence - The Kellogg, The Lindbergh, The Saint Croix II and The Sinclair II. To meet the requirements of the zoning district, these designs must be used on a minimum of 20 lots. Four styles for this number of lots do not represent a lot of design diversity. The applicant should provide two additional styles that meet the garage setback for review and approval by the Community Development Director. This condition could be met by simply increasing the porch depth on The Pillsbury and The Washburn. The remaining six options, as submitted with the application, could be used on 30% or eight lots - The Pillsbury, The Saint Croix, The Sinclair, The Snelling, The Taylor and The Washburn. All of the home styles show the third garage stall separate from the two -car garage with a break in the facade and a slight setback. No side loaded garages are proposed. The zoning district does limit driveway widths at the property line to 14 feet. All proposed home styles show three -car garages. The front set back requirement is 20 feet. Since it is very difficult to taper a driveway from a three -car garage width to 14 feet in a distance of 20 feet, staff recommends that the PUD also be amended to increase the maximum driveway width to 18 feet. This width is consistent with the allowed driveway width in the similar CR - Cottage Residential district. The stormwater improvements are sized to handle the increased driveway width and slightly larger house footprint. ALTERNATIVES 1. Approve the final plat and PUD amendment with the conditions recommended below. 2. Approve the final plat and /or PUD amendment in part. 3. Deny the final plat and PUD amendment request. RECOMMENDATION The Planning Commission and staff recommend approval of the requested final plat, amended PUD and Development Agreement subject to the following conditions: 1. US Home Corporation shall work with the adjacent property owner to the west for the purpose of finalizing the design for a roadway connection to that property. The City Engineer shall approve the final design prior to release of the final plat for recording. 2. The Phase 9 Landscape Plan, prepared by Norby & Associates and dated March 6, 2013, shall replace the previously approve Site Landscape Plan dated September 22, 2003 for the 9th Addition. A minimum of three trees at least 2 inches diameter at breast height (dbh) shall be planted per lot. No trees shall be planted in the right -of -way. 3. The landscape plan shall be revised as follows: a. Planting of native grasses and flowers suited to the environment shall be shown on Outlots A and C as required by Condition #16 of the preliminary plat approval. b. Depending on the final design of the connection and the resulting configuration and location of Outlot B, the Community Development Director will revise the landscape plan by relocating the bus shelter and mailbox to an appropriate location to improve sight distance at the intersection of Macey Way and Macey Circle. Settlers Glen 9th Addition Page 5 c. The revised landscape plan shall be submitted for review and approval of the Community Development Director prior to release of the final plat for recording. 4. The sidewalk along the east side of Macey Way shall be extended to the Brown's Creek Trail. 5. A crosswalk detail consistent with those in the larger development shall be provided to the Community Development Director for review and approval prior to release of the final plat for recording. 6. A lighting fixture detail consistent with those in the larger development shall be provided to the Community Development Director for review and approval prior to release of the final plat for recording. 7. The applicant shall submit the home purchaser educational packet for city review prior to release of the final plat for recording. 8. Plans for improving McKusick Road at the subdivision entrance shall be revised to satisfy Washington County. 9. A model home may be constructed on Lot 10, Block 3 after the final plat is recorded. Construction traffic to build this model may utilize Macey Way. All other construction traffic shall utilize McKusick Road. 10. Regarding home styles: The Kellogg, The Lindbergh, The Saint Croix II and The Sinclair II must be used on a minimum of 20 lots in the 9th Addition. The applicant shall provide two additional styles that meet the garage setback requirement in the zoning district for review and approval by the Community Development Director prior to release of the final plat. 11. Further regarding home styles: The Pillsbury, The Saint Croix, The Sinclair, The Snelling, The Taylor and The Washburn may be used on no more than eight lots in the 9th Addition. 12. Driveway widths in the 9th Addition may be up to 18 feet wide at the front property line. 13. Prior to commencing any earth work, the developer must obtain any necessary permit from the Brown's Creek Watershed District. 14. A crosswalk shall be installed across Macey Way between Settler's Glen 6th and 9th Additions to accommodate the existing trail that crosses the road at that point. 15. The backyard storm sewer pipes shall either be: a) increased to a 12 inch diameter if it is to be maintained by the City, or b) left at the proposed diameter but must then be maintained privately by the landowner or the Home Owner's Association. 16. The driveway for Lot 1, Block 2 shall be aligned to the satisfaction of the City Engineer. Currently there are concerns about it being located too closely to the intersection. attachments: Resolution approving Final Plat Resolution approving Final PUD and Development Agreement Location Map Final Plat Krech Property Concept Landscape Plans Home Styles RESOLUTION NO. CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE FINAL PLAT FOR SETTLERS GLEN 9TH ADDITION CASE NO. 2013 -07 WHEREAS, US Home Corporation made application for approval of the final plat for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on July 18, 2000 the Stillwater City Council approved the preliminary plat for the project; and WHEREAS, on April 8, 2013 the Stillwater City Planning Commission held a public hearing and recommended approval of the final plat for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on April 18, 2013 the Stillwater Township /City of Stillwater Joint Planning Board held a public hearing and recommended approval of the final plat for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on May 7, 2013 the Stillwater City Council held a public hearing and found the final plat for SETTLERS GLEN 9TH ADDITION to be consistent with the preliminary plat approved on July 18, 2000. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the final plat for SETTLERS GLEN 9TH ADDITION. Enacted by the City Council of the City of Stillwater, Minnesota this 7tn day of May, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION NO. CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE FINAL PUD SITE PLAN AND DEVELOPMENT AGREEMENT FOR SETTLERS GLEN 9TH ADDITION CASE NO. 2013 -07 WHEREAS, US Home Corporation made application for approval of the final plat and final Planned Unit Development (PUD) site plan for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on July 18, 2000 the Stillwater City Council approved the preliminary plat and preliminary PUD for the project; and WHEREAS, on April 8, 2013 the Stillwater City Planning Commission held a public hearing and recommended approval of the final plat and final PUD for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on April 18, 2013 the Stillwater Township /City of Stillwater Joint Planning Board held a public hearing and recommended approval of the final plat and final PUD for SETTLERS GLEN 9TH ADDITION; and WHEREAS, on May 7, 2013 the Stillwater City Council held a public hearing and found the final plat and final PUD site plan for SETTLERS GLEN 9TH ADDITION to be consistent with the preliminary plat approved on July 18, 2000. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the final PUD site plan (as on file with the Stillwater Community Development Department) and Development Agreement for SETTLER'S GLEN 9TH ADDITION with the following conditions: 1. US Home Corporation shall work with the adjacent property owner to the west for the purpose of finalizing the design for a roadway connection to that property. The City Engineer shall approve the final design prior to release of the final plat for recording. 2. The Phase 9 Landscape Plan, prepared by Norby & Associates and dated March 6, 2013, shall replace the previously approve Site Landscape Plan dated September 22, 2003 for the 9t'' Addition. A minimum of three trees at least 2 inches diameter at breast height (dbh) shall be planted per lot. No trees shall be planted in the right -of -way. 3. The landscape plan shall be revised as follows: a. Planting of native grasses and flowers suited to the environment shall be shown on Outlots A and C as required by Condition #16 of the preliminary plat approval. b. Depending on the final design of the connection and the resulting configuration and location of Outlot B, the Community Development Director will revise the landscape plan by relocating the bus shelter and mailbox to an appropriate location to improve sight distance at the intersection of Macey Way and Macey Circle. Resolution No. Page 2 of 2 c. The revised landscape plan shall be submitted for review and approval of the Community Development Director prior to release of the final plat for recording. 4. The sidewalk along the east side of Macey Way shall be extended to the Brown's Creek Trail. 5. A crosswalk detail consistent with those in the larger development shall be provided to the Community Development Director for review and approval prior to release of the final plat for recording. 6. A lighting fixture detail consistent with those in the larger development shall be provided to the Community Development Director for review and approval prior to release of the final plat for recording. 7. The applicant shall submit the home purchaser educational packet for city review prior to release of the final plat for recording. 8. Plans for improving McKusick Road at the subdivision entrance shall be revised to satisfy Washington County. 9. A model home may be constructed on Lot 10, Block 3 after the final plat is recorded. Construction traffic to build this model may utilize Macey Way. All other construction traffic shall utilize McKusick Road. 10. Regarding home styles: The Kellogg, The Lindbergh, The Saint Croix II and The Sinclair II must be used on a minimum of 20 lots in the 9t'' Addition. The applicant shall provide two additional styles that meet the garage setback requirement in the zoning district for review and approval by the Community Development Director prior to release of the final plat. 11. Further regarding home styles: The Pillsbury, The Saint Croix, The Sinclair, The Snelling, The Taylor and The Washburn may be used on no more than eight lots in the Stn Addition. 12. Driveway widths in the 9th Addition may be up to 18 feet wide at the front property line. 13. Prior to commencing any earth work, the developer must obtain any necessary permit from the Brown's Creek Watershed District. 14. A crosswalk shall be installed across Macey Way between Settler's Glen 6th and 9th Additions to accommodate the existing trail that crosses the road at that point. 15. The backyard storm sewer pipes shall either be: a) increased to a 12 inch diameter if it is to be maintained by the City, or b) left at the proposed diameter but must then be maintained privately by the landowner or the Home Owner's Association. 16. The driveway for Lot 1, Block 2 shall be aligned to the satisfaction of the City Engineer. Currently there are concerns about it being located too closely to the intersection. Enacted by the City Council of the City of Stillwater, Minnesota this 7th day of May, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk R21W R2OW RI 9W 7 "..„ 'a 77" j...... .;. ,). ,:. _ A ' - kc`31,' 0 CI) I • # 164 . . .,. -. . 4 4 • .t. 3-- 04 40- (') ...., - ,. ,, ..-7.0",..":, . 0 ,- •,- ... 4,,,. - ... , . . , L,. . ... milt_ .. It. ,.--,* • . .... ...1 .. V ._ si • 1f.\ \ ' '# ri44..4.'41 / • ' '' ' .t e'---0,7-)- ' -. . ,A• ,' ,_, .. 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O 1- xxx 000 IOUIOpS30 SNOISIA3N 0000 -00-0 0000 -00 -0 %%x 0000 -00-0 0000 -00 -0 0000 -00 -0 0000 -00 -0 0000 -00 -0 AG 3100 'ON 11314 10101340 3131 40 1,403 13 108 SI ONI0080 11101111111304 0011 111111 531031001 000 130101130 ONV S3100 30381 40 30N3030d 3911 ON 133r004 S813048 113IOL130 1104 031■00 ONINVIN 380430 1 91- 030 -81 8301 323381 SHEET 2 OF 2 SHEETS KRECH PROPERTY MCKUS /K ROAD 407.1 x 908.8 x 902.6 NORTH ( ACCESS STATE TRAIL x 916.2 915.2 RE OVE HO SE T14 13,7011 .o.R d LOT6 10.400 q.R O LOT 12 @4M4M1 0, WATERMAIN \LOOP OKUP �T- PROPOSED ACCESS POINT TO KRECH PROPERTY PROPOSED EASEMENT & STUB UTILITIES TO PROPERTY LINE ■urmmm.■ mums PROPOSED W ERMAIN LOT 11 1741: .4.1%. LOT9 17.107... F. 0 LOT 70 ■zn n. I. SANITARY SEWER HOOKUP CITY OPEN SPACE 100 200 i ■ a czt ^1 Planting Schedule - • 0 w CD 07 CO 0 CO m CO CO CO CO N m CO CO CO CO CO CO m CO CO coNNNNNNN Zo Zo Zo 8 rANICAL N mericana r freemanii Je occidentalis 8 us ellipsoidali, oaccharum americana 'F glauca densa pungens resinosa rAL TREE 1 1 COMMON NAME I American Linden 'Autumn Blaze' Maple Hackberry 'Skyline' Honey Locust Northem Pin Oak Sugar Maple Princeton Elm Black Hills Spruce Colorado Spruce (Green) Norway (Red) Pine } Y -, a¢_= ¢ 0 a 201 U d OUa m 0 z 0 w W J Bus /Mailbox Shelter Wetland Easement Sign . • • L c '\ 0 L to rn o 0 0 0 0l 0 0 0 cn 899.7 L - 00 0 I 0 907.7 D 907.5 D 909.0 D 909.5 909.0 D 910.0 5. g16 8 -unit Mailbox N 8 0 0 0) ICI C1) CLe VI March 6, 2013 0 SETTLERS GLEN Stillwater, MN ft NEXT G E Ns" THE HOME WITHIN A HOME Independence Main Home I 4 Bedroom 1 4 Baths 1 2-Bay Garage Next Gen Suite 1 1 Bedroom I 1 Baths I 1-Bay Garage 3,200 Sq. Ft. NEXTGEN" THE HOME WITHIN A HOME' LENNAR® 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952-249-3000 The Independence 5 Bedrooms 5 Baths 2 Stories 3,200 Sq. Ft. QZ EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr. Lic# BC001413 3/12 1 10- Great Room —13 17-6x15-3" o° Bedroom 11'6' x 10' -7" 3/4 Bath g 0 Dining 12,Cr x 15' -3" Kitchen 8' -3" x 12' -1 " 1 Living 72' -0'x 10' -9" Kitchenette x 12' -2' 8. 1 Car Garage 21' -r x 11'6" Mud Room 2 Car Garage 19'6" x 21,6" Owner's Suite 17 -8" x 15 -5' Oo 0 Owner's Bath 3/4 Bath Closet Bedroom 4 Closet 13' -0" x 11' -10' Li en The Washburn 2 Stories 14 Bedrooms 14 Baths 13 -Bay Garage 3,328 Sq. Ft. Total LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952- 249 -3000 The Washburn 4 Bedrooms 4 Baths 3,328 Sq. Ft.Total ei EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. MN Bldr. Lic# BC00141 3 3/12 ©0 Kitchen 14' -10" X 15'-4" Dining 11'- io"xlo' -lo" Study 11' -7" X 10'-4" 3 Car Garage 30' -6" X 19' -6" Porch The Taylor 2 Stories 14 Bedrooms 13 Baths 3 -Bay Garage 2,660 Sq. Ft. Total P IIIIIIIIIIIIIIII LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The Taylor 4 Bedrooms at s 0 UP Dining 11' -0" x 15'-1" Kitchen 10' -6" x 15' -1" W.I.C. Foyer I DW -- DW I Pwdr I .hr _.._ I rrl NM TWO 3 Car Garage 31' -6" x 21' -6" r Study 11' -1 "x 11'-4' 2,660 Sq. Ft.Total Bedroom 4 10' -6" x 15' -3" Owner's Suite 13' -5" x 14' -10" • QZ. EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr. Licit BC001413 3/12 DA.5© Bedroom 3 11' -1 "x 11' -10" Bedroom 2 12' -1 "x 13'-4" The Snelling 2 Stories 4 Bedrooms 14 Baths 13 -Bay Garage 3,270 Sq. Ft. Total X1`17-1- 1 "°1-" I - f `1 T 1.1`1-1-. "911111111111L,_ _ LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The Snelling 4 Bedrooms 4 Baths 3,270 Sq. Ft.Total • QZ EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. MN Bldr, Lic# BC001413 3/12 o3©i©2 Nook 9'-4" X 16-9" Great Room 16' -0" X 16' -9" Kitchen 13' -0" X17-1" Dining 10' -8" X 11' -5" Study 11' -1" X 12' -6 Foyer Open To Above Porch 3 Car Garage 31' -6" X 21 -6' Owner's Suite 14' -5" X 17-3" 0 Loft 17' -1" X 10' -11" Open elow Bedroom 4 12' -0" X 15' -8" The Sinclair AIL 2 Stories l 4 Bedrooms 3 Baths l 3 -Bay Garage 2,469 Sq. Ft. Total LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The Sinclair 4 Bedrooms 3 Baths 2,469 Sq. Ft. Tota I • et EVERYTHING'S INCLUDED HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr. Lic# BC001413 3/12 o.©©© Nook 10,-5"x 14' -10" Kitchen 11' -1" X 14' -10" 3 Car Garage 3i-6"x 21' -8" Porch • The Sinclair 11 2 Stories 14 Bedrooms 13 Baths 13 -Bay Garage 2,564 Sq. Ft. Total LENNAR' 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The Sinclair 11 4 Bedrooms 3 Baths 2,564 Sq. Ft.Total • EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. MN Bldr. Lic# BC001413 3/12 W2 " Porch 3 Car Garage 31' -6" X 20' -6" Bedroom 2 11' -8" X 11'-4" Owner's Suite 15' -4" X 14' -10" The St. Croix 2 Stories I 4 Bedrooms 1 3 Baths I 3 -Bay Garage 2,719 Sq. Ft. Total LENNAR5j 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The St. Croix 4 Bedrooms 3 Baths 2,719 Sq. Ft. Total EVERYTHING'S INCLUDED HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr. Licit SC001 41 3 3/12 M".° Great Room 19' -6" X 14' -7" Dining 11' -1 "X 12' -3" Living 11' -1 "X 11' -3" Kitchen 9' -8" X 17-1" Ref. Porch 3 Car Garage 31' -8" X 21' -8" _1 =1 Bedroom 2 12' -10" X 11' -4" Loft 11' -2" X 14' -7" Owner's Suite 14' -4" X 14'-4" DN Bedroom 3 12' -10" X 11' -9" W.I.C. Bedroom 4 12'-4" X 11' -10" The St. Croix II 2 Stories 4 Bedrooms 13 Baths 13 -Bay Garage 2,806 Sq. Ft. Total LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The St. Croix 11 4 Bedrooms 3 Baths 2,806 Sq. Ft. Total • et EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr. Lic# BC001413 3/12 8133108 ace" Kitchen 9' -9" X 14'-9" Great Room 18' -6" X 15'-3" Nook I Island 10' -9" X 14' -9" Dining 10' -11" X 11' -s" Study C t 1V-1" X 10'-4" 3 Car Garage 31' -6" X 21' -6" Loft 12' -10" X 10' -2" Bedroom 4 10' -10" X 12' -8" -2 Owner's Suite 14' -8" X 14'-4" N Bedroom 3 12' -10" X 11' -1" w.I.C. Bedroom 2 12'-4" X 12'10" Lindbergh 1 Story 12 Bedrooms 2 Baths 13 -Bay Garage 1,902 Sq. Ft. Total LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 -249 -3000 The Lindbergh 2 Bedrooms 2 Baths 1,902 Sq. Ft. Tota • Q2 EVERYTHING'S INCLUDED' HOMES LENNA.R.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr, Licit BC0014133/12 Mr= Great Room 18' -0" X 16-10" o° Dining 13' -8" X 13' -11" A Owner's Suite 17-1 "X 13' -10" r � I Owner's Bath 3 Car Garage 30' -6" X 21' -6" r —i Bedroom 2 11'_1 "x 12'-4" The Kellogg LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 -249 -3000 The Kellogg 4 Bedrooms 4 Baths 3,112 Sq. Ft. Total • EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. Q MN Bldr, Lic# BC001413 3/12 ©©© Great Room Mud room Dining 11,6. X 12.7" Study Owner's Suite 174 "X 16,4" 3 Car Garage 31'-6"X 21,6" Owner's -- Bath Bedroom 4 11' -3'X 12 -10" Open To Below The Pillsbury 2 Stories 14 Bedrooms 13 Baths 13 -Bay Garage 2,230 Sq. Ft. Total LENNAR 16305 36th Avenue N., Suite 600, Plymouth, MN 55446 952 - 249 -3000 The Pillsbury 4 Bedrooms 3 Baths 2,230 Sq. Ft. Tota • et EVERYTHING'S INCLUDED' HOMES LENNAR.COM Plans and elevations are artist's renderings and may contain options, which are not standard on all models. Lennar reserves the right to make changes to these floor plans, specifications, dimensions and elevations without prior notice. Stated dimensions and square footage are approximate and should not be used as representation of the home's precise or actual size. Any statement, verbal or written, regarding "under air" or "finished area" or any other description or modifier of the square footage size of any home is a shorthand description of the manner in which the square footage was estimated and should not be construed to indicate certainty. Copyright © 2012 Lennar Corporation. Lennar and the Lennar logo are registered service marks of Lennar Corporation and/or its subsidiaries. MN Bldr. Lic# BC001413 3/12 Great Room 17' -6" X 15' -1" Open Dining 10' -2" X 15-1" Kitchen 9' -3" X 12' -11" 3 Car Garage 31' -6" X 21' -6" Flex / Study 11' -1 " X 12' -6" Porch 1 Owner's Suite 15' -4" X 15' -3" Bedroom 2 13' -10" X 11' -4" DN Bedroom 4 10' -2" X 12' -10" Bedroom 3 12' -4" X 11' -4" Stillwater PLANNING REPORT REPORT DATE: April 5, 2013 [Revised May 3, 2013] CASE NO.: 2013 -08 HEARING DATES: Planning Commission Joint Planning Board City Council April 8, 2013 April 18, 2013 May 7, 2013 APPLICANT: Dan Thurmes, Cornerstone Land Surveying LANDOWNER: Tom and Karen Garley REQUEST: 1) Annexation 2) Rezoning to TR, Traditional Residential 3) Preliminary Plat approval of Cottonwood Trail Addition, a 2 lot Residential Subdivision 4) Waiver of Transportation Fee, Trout Stream Mitigation Fee, and Park & Trail Dedication Fee LOCATION: 13295 Boutwell Road North COMPREHENSIVE PLAN: LDR, Low Density Residential ZONING: NA, currently located in Stillwater Township REVIEWERS: City Administrator, City Attorney, Public Works Director, Washington County Public Works PREPARED BY: Bill Turnblad, Community Development Director BACKGROUND The City of Stillwater has approved the Special Use Permits for both the National Guard Readiness Center and the City's new Fire Station, both of which are planned for construction on the property just west of Tom and Karen Garley's property. These projects require an access road to County Road 12 that encroaches onto the southwest corner of the Garleys' property. The Garleys have agreed to sell the needed road access property to the City (along with an additional area of temporary construction easement) at its appraised value in exchange for the Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 2 two homes the City owns on the future Fire Station and Armory site. Since the two homes were to be demolished in preparation for construction, the City Council agreed to the transaction. The current requests are related to creating lots to receive the two homes that will be moved by the Garleys. SPECIFIC REQUESTS In order to create the two lots as proposed, the applicant has requested the following: 1) Annexation of 1.07 acres from Stillwater Township 2) Rezoning of 1.07 acres to TR, Traditional Residential 3) Preliminary Plat approval of Cottonwood Trail Addition, a 2 lot Residential Subdivision 4) Waiver of Transportation Fee, Trout Stream Mitigation Fee, and Park & Trail Dedication Fee EVALUATION OF REQUEST I. ANNEXATION According to the Orderly Annexation Agreement, the subject property is located in the Phase IV annexation area. This area is not scheduled for development until 2015. But, the infill provision of the agreement (Section 4.09) would allow the request to be approved, since each of the following criteria are satisfied: o 100% of the subject landowners have signed an annexation petition • The Garleys are the sole owners o The property is adjacent to property within the City's corporate limits • The armory /fire station site has already been annexed into the City o The level of growth in the entire area regulated by the agreement has not exceeded 120 permits per year • This is true o Utilities are immediately available to the property • Approval of the annexation, and therefore all of the other requests in this case, are contingent upon extension of utilities and the public road by the City or National Guard on the property to the west. The US Congress has not as of this date approved the budget appropriating funds for construction of the new Stillwater Armory. However, when that occurs, extension of the infrastructure is guaranteed and this contingency will be considered satisfied. Not until this occurs may the annexation be filed with the Minnesota Municipal Board. Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 3 IL REZONING Rezoning Currently the property is located in Stillwater Township. Upon annexation it must be rezoned. The developer requests a rezoning to TR, Traditional Residential. The proposed zoning classification is consistent with the Comprehensive Plan's designation of this property as Low Density Residential. Moreover, the proposed lot sizes are consistent with the TR zoning classification. III. PRELIMINARY & FINAL PLAT A. Minimum Dimensional Standards Lot standards Minimum lot standards for the proposed TR zoning district are compared below with the lot dimensions proposed by the developer. As can be seen, all minimum lot standards are met. Lot Standards Area Width Frontage Depth Required 10,000 s.f. 65' 35' NA Lot 1 20,161 s.f. >135' 135' NA Lot 2 13,505 s.f. > 71' 71' NA Minimum lot sizes are all exceeded. And, the proposed house locations exceed minimum setback requirements. B. Civil Engineering • As mentioned above, the City or National Guard will build the access road to the armory and fire station. This will likely occur in 2014. The same road will provide frontage for the two lots in Cottonwood Trail Addition. o Because this frontage is on a curve and at the intersection with the driveway to the fire station, a combined private driveway must be built for the two proposed lots. This combined access point will also have to serve any future lots with frontage south of the delineated wetland seen on the preliminary plat. o The width of the combined private driveway needs to be increased to 18 feet along its east -west segment to provide sufficient room for fire truck access to the homes. o Easements and a maintenance agreement for the combined private driveway must be submitted by the developer to the City, approved by the City Attorney, and filed at Washington County together with the final plat. • The preliminary engineering work done by the National Guard's consultant shows a need for 13,783 square feet of road right -of -way from the Garleys. An agreed upon value was established by appraisal for the entire 13,783 square feet. The preliminary plat shows only 10,897 square feet in the platted roadway. Prior to release of the plat, the developer will Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 4 be responsible for verifying with the City and consulting engineers that the reduced space is sufficient. If it is sufficient, then the amount to be paid by the City for the reduced property will be reduced commensurately. • Prior to construction of the road, municipal water and sewer will be installed in the road right of way. The City will bring water and sewer service connections to the western property line of the Garley property. Construction of these connections will be the developer's responsibility through sewer and water connection fees that will be paid prior to issuing the building permits for the relocated houses. The developer will also be responsible for extending the sewer and water from the property line to the individual home sites. A plan for these extensions must be approved by the City Engineer prior to release of the plat for recording at the County. • Grading for the two lots must be approved by the City Engineer prior to issuance of any building permits. The two lots drain northward to a wetland in the immediate vicinity. So, in addition to approving the grading for the lots, the City Engineer will have to review the elevation of the lowest floor and floor drains so sufficient vertical separation is provided above the highest anticipated elevation of the adjacent wetland. C. Future Development on remaining Garley Homestead In order to reasonably assure that the remainder of the Garley property will be developable after the plat for Cottonwood Trail Addition is filed, a concept plan for the remaining parcel has been submitted. It shows eight more lots. One would be for the Garelys' existing homestead, the other seven would provide sites for new houses. The concept plan meets TR Zoning District standards, though there are several staff concerns. • The driveways for four of the potential future lots would have to be combined and will only be permitted two curb cuts. • Future Lot 7 does not have its required 65 feet of width at the 20 foot road setback line. Therefore, staff does not support this flag lot. Instead, we would recommend its elimination. D. Park and Trail Dedication At an undetermined future date the City will construct a trail along the east side of Maryknoll Drive between County Road 12 and Boutwell Road North. So, trail improvements are not needed from the developer. Therefore, a park and trail dedication fee of $2,500 would normally be required for each new lot ($2,000 park dedication; $500 trail improvement). Since the homes that will be located on the two lots in this plat have existed right next door for many years, the developer notes that impact to City parks and trails will not change. Therefore, he is requesting a waiver of this fee. Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 5 E. Wetlands There is one delineated wetland in the platted area. It will not be impacted by the development. Therefore, no wetland mitigation is necessary. F. Landscaping and Screening The City Forester, Kathy Widin, visited the property with the developer. She offers the following observations. Existing Trees on Parcels - The main types of trees on the parcels are boxelder, buckthorn and sumac. Towards the north end of Lot 2 there are wild plums and towards the south end of Lot 1 there are aspen. There are 3 oaks of various species which are 6 -12 in. in diameter; however they are within the construction zone for building pads and the driveway for Lot 2. I do not see a need for tree protection other than tree protection fencing for higher quality native tree species, such as aspen, on the south end of the construction zone, and also tree protection fencing to protect existing evergreens along the property boundary on the east side. Tree protection fencing should consist of 4 -5 ft. orange snow fencing attached to 5 ft. steel fences posts set at 6 ft. on center. The fencing should be erected prior to excavation and grading equipment appearing on the site, and fencing should remain until the construction is completed. Fencing should be at least 6 ft. out from trees to be preserved. Tree Planting for Screening for Property to the East - The line of evergreens on the east property boundary is a double row for about half of the boundary. As the line gets even with the middle of the pool to the north, it becomes sparser with fewer spruce and more pines and some of the trees have lost lower branches, or are thin. I recommend that a double staggered row of spruce ('Black Hills' white spruce, and Norway spruce) be planted on land of the Garley sub - division to serve as screening for the home to the east. Trees should be planted approximately 12 ft. on center so branches will grow together sooner and form a screen. At least 6 ft nursery stock should be planted. Trees should be watered and mulched after planting with 3 -4 in. of wood chip mulch from just outside trunk to just past branch spread. Trees should be watered well, once per week, during the first two growing seasons, unless greater than 1/2 in. of rain is received in any one week. It is City Forester Widin's understanding that Mr. Garley will be preparing a drawing, to scale, of the area to be planted, including species, number, size and location of new trees. This landscaping plan will need to be submitted prior to Final Plat approval by the City Council. Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 6 IV. WAIVER OF FEES Both of the proposed lots in Cottonwood Trail Addition will receive a house moved from the City property immediately to the west. Therefore, the two new lots will not create an increased burden upon the City's street system, stormwater treatment system, or park and trail system. Consequently the developer has asked for the development fees associated with these three systems to be waived. Since the proposed plat will not create new houses, staff supports these waiver requests. V. MISCELLANEOUS The developer plans to move the two houses in the fall of 2013. House moving permits are required for this and will be the responsibility of the Garleys to obtain. Details of the Development Agreement are still being finalized. When it is completed, staff will bring it and the resolution of approval for the final plat back to the Council. ALTERNATIVES A. Approval If the City Council finds the proposal to be satisfactory, it could adopt the attached Resolution of approval that contains the following conditions: 1. The site shall be developed in substantial conformance with the preliminary plat dated 3/4/13 on file with the Community Development Department. 2. Approval of the annexation, and therefore all of the other requests in this case, are contingent upon extension of utilities and public road by the City or National Guard on the property to the west. The US Congress has not as of this date approved the budget appropriating funds for construction of the Readiness Center. When this occurs, extension of the infrastructure is guaranteed and this contingency will be considered satisfied. Thereafter, the annexation may be filed with the Minnesota Municipal Board. 3. The final plat shall not be released for recording with Washington County until after review and approval of the annexation request by the Minnesota Municipal Board. 4. Easements and a maintenance agreement for the combined driveway must be submitted to the City, approved by the City Attorney, and filed at Washington County together with the final plat. 5. The developer will be responsible for extending the sewer and water from his property line to the individual home sites. A plan for these extensions must be approved by the City Engineer prior to release of the plat for recording at Washington County. 6. Grading plans for the two lots must be approved by the City Engineer prior to issuance of any building permits. The grading plan must include tree protection fencing as recommended by the City Forester. Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 7 7. The City Engineer must review the elevation of the lowest floor and floor drains for the houses prior to issuance of building permits to provide sufficient vertical separation above the highest elevation of the adjacent wetland. 8. A landscaping and screening plan for providing as much privacy as reasonably possible between the proposed house on Lot 2 and the existing home to the east must be submitted to the City prior to City Council approval of the Final Plat. 9. Prior to release of the plat for filing with Washington County, the developer will be responsible for verifying with the City and consulting engineers that the reduced space platted for roadway purposes is sufficient to accommodate the road. If it is sufficient, then the amount to be paid by the City for the reduced roadway property will be reduced commensurately. 10. The rezoning shall not become effective until the Final Plat for Cottonwood Trail Addition is filed with Washington County for recording. 11. All electrical and communications utility lines shall be buried. 12. Trout Stream Mitigation fees, Transportation Mitigation fees, and Park & Trail fees will be due and payable prior to release of the final plat for recording with Washington County, unless the City Council waives these fees. 13. The minimum width of the 40 foot long east /west segment of the combined private driveway must be widened to a minimum of 18 feet. B. Denial If the City Council finds the proposal to be unsatisfactory, it could deny the requests. With a denial, the basis of the action should be given. RECOMMENDATION The Planning Commission, Joint Planning Board and city staff recommend approval of the Preliminary Plat with the conditions identified above. cc Tom Garley Dan Thurmes Attachments: Resolution approving Preliminary Plat Location Map Air Photo Proposed annexation area Preliminary Plat RESOLUTION NO. CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE PRELIMINARY PLAT FOR COTTONWOOD TRAIL ADDITION CASE NO. 2013 -08 WHEREAS, Tom and Karen Garley have made application for approval of the preliminary plat for COTTONWOOD TRAIL ADDITION; and WHEREAS, on April 8, 2013 the Stillwater City Planning Commission held a public hearing and recommended approval of the preliminary plat; and WHEREAS, on April 18, 2013 the Stillwater Township /City of Stillwater Joint Planning Board held a public hearing and recommended approval of the preliminary plat; and WHEREAS, on May 7, 2013 the Stillwater City Council held a public hearing on the preliminary plat. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the preliminary plat of COTTONWOOD TRAIL ADDITION with the following conditions: 1. The site shall be developed in substantial conformance with the preliminary plat dated 3/4/13 and development plans on file with the Community Development Department and as approved by the City Engineer. 2. Approval of the annexation, and therefore all of the other requests in this case, are contingent upon extension of utilities and public road by the City or National Guard on the property to the west. The US Congress has not as of this date approved the budget appropriating funds for construction of the Readiness Center. When this occurs, extension of the infrastructure is guaranteed and this contingency will be considered satisfied. Thereafter, the annexation may be filed with the Minnesota Municipal Board. 3. The final plat shall not be released for recording with Washington County until after review and approval of the annexation request by the Minnesota Municipal Board. 4. Easements and a maintenance agreement for the combined driveway must be submitted to the City, approved by the City Attorney, and filed at Washington County together with the final plat. 5. The developer will be responsible for extending the sewer and water from his property line to the individual home sites. A plan for these extensions must be approved by the City Engineer prior to release of the plat for recording at Washington County. Resolution No. Page 2 of 2 6. Grading plans for the two lots must be approved by the City Engineer prior to issuance of any building permits. The grading plan must include tree protection fencing as recommended by the City Forester. 7. The City Engineer must review the elevation of the lowest floor and floor drains for the houses prior to issuance of building permits to provide sufficient vertical separation above the highest elevation of the adjacent wetland. 8. A landscaping and screening plan for providing as much privacy as reasonably possible between the proposed house on Lot 2 and the existing home to the east must be submitted to the City prior to City Council approval of the Final Plat. 9. Prior to release of the plat for filing with Washington County, the developer will be responsible for verifying with the City and consulting engineers that the reduced space platted for roadway purposes is sufficient to accommodate the road. If it is sufficient, then the amount to be paid by the City for the reduced roadway property will be reduced commensurately. 10. The rezoning shall not become effective until the Final Plat for Cottonwood Trail Addition is filed with Washington County for recording. 11. All electrical and communications utility lines shall be buried. 12. Trout Stream Mitigation fees, Transportation Mitigation fees, and Park & Trail fees will be due and payable prior to release of the final plat for recording with Washington County, unless the City Council waives these fees. 13. The minimum width of the 40 foot long east /west segment of the combined private driveway must be widened to a minimum of 18 feet. Enacted by the City Council of the City of Stillwater, Minnesota this 7tn day of May, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 8 Cottonwood Trail Addition April 12, 2013 May 3 revision] Page 9 C� sails awoy pOle0oi1 sang i padoid pasodoJd 8D_£ boZ ese0 z 0 w 0) 0) AG Community Development Department Eatb 00 M.80.64 913N 1 b *-11 d0 d'7V 9F41 H 40 11 do -0jN2J07 -a5 ETI•b / --� _A1I Oyb 9 966E t�- PROJECT LOCATION: Ob " ^ - VS' '3 b aig to 1■\ 9'146, xL'LEb • I ( A o 0l N J,\ r -� 1 i / _1 z p0 7 z� aL N m�2 N az b E '' W 5'ubr- — —� 0 CC — 1 b'LLb ) \ �� L411 \ H <r" "/ . J � ry � X 8'9Z6 o A L'LLb 1 E'Eib ,) I x I) nF r I fla • ^Y" 1'IZb ! o N m Q •• es e 4u As m%! �7a j''IJys9 f'Blb 6'0/0"."', . L'LLb ?c3+54 9 N PID #2903020230009 C , (SI 'ON 'H'V'S'O) "N 'oAV 0 V 0 o 0 z m °o a W,°„ w =O z momma' _= < O =�pQ u� OU riOZp ?zzp,.- o Tw= ~= U s7.nr Oc,� Z- Z Z0JO c Z- 12 gLE <z ,,Wp ri U o < z z I d ? =0Z<ZZr x rrzp3�< N a moo<owo 3 p ~ :1=?r ¢ as �z -rV0 N p 7 0 Zf m w z Q 11 ? 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LE> 0 0 s Vra ra 0 C 1n 0 C 0 u a) an M in v c E co O 4— O 01 '1r a) s rs 4J 0. a) u x v 0 a) z 0- u O u d L r 0 v 0 a) 0 1n C 0 u a) 1.11 a) c C co r N 11) v CU v (1) 01 a) a) -0 0 0 co 0 t O O Z Z a) L.) C a) t a) a) 0 Ln 4— 0 CU rd a) v t O v 4- O O M 4- 0 a) V 0 rd rd W ST12005A PROJECT NO. >: W ce W p[ 0 Ln . 2 a 2O O U O= W v1 0 J w z Q _ UJ a Z Z 0< Ow Z } 0g 2 0< V) Li Z ON 1Z Z W U w w VI 0 w 02 minutes 52 seconds v u C v s 4- 2 (.0 O M 4— 0 CU L.) C 0 rn W 0 C 0 LOU v Lf1 an v 0 C E M Lr1 ut v a) 01 a) 0 v t 0 0 v 0 0 OL .i L..) a) 0 Lr1 0 a) rC1 -C v a) s O v CU O M on the west 0 a) > 4 0 _o v rd 01 a) c -a L c a) a) U +_, rCS 01 C 0 0 a) 0 <n rd v C O u a) 0 rTs Ln O Z a) s 4- 0 N t 4-, 0 Z a) u C a) t 4-, L 0 Z 0 ce c U 4— O a) C 0) C a) u CU s O v 4- N. co 1- O a) L.) C CU C V1 rd a) 0 1n 01 0 rd a) centerline. m 0 W 0 > 0 d 0 1— z 0 U H- 0 O W N c2 w z 0 W 2 H- m 0 W 0 0 d ice 2 u 0 d 0 1— 0 O N O W J d 0 W H- Q 0 zZ 0 ce uJ0W 0 0 LU Z i- Q U wO Z H O w Z w w Q. J � I= 0 Z 00 >- u U w w 2 z 1n CU P-) 01 CU -0 u 0 z 0 z +s z u O : N m a) u C a) t +, c a) ra rd N a a) W 0 H- Z 0 a) 4J 0 CU C 0 a) E a) 0 rd CU t 0 1n C 0 V CU 1n 00 N O 01 4— O v L.) rc C :O- ro -a) c N 0 0. iliwater !HE 6lA1HPLACE 41- MINNESOTA TO: Mayor & City Council REPORT DATE: May 1, 2013 SUBJECT: Downtown Parking Rates FROM: Bill Turnblad, Community Development Director INTRODUCTION Between January and August of last year the Downtown Parking Commission analyzed the costs and revenues associated with the downtown parking district for the purpose of recommending a rate structure to the City Council that would cover all of the system's operational and capital costs. The reason for completing the study last year was the anticipated completion of the Army Corp's flood protection project in 2012. That would have allowed the City to improve its parking lots east of Main Street in 2013, and begin the summer season in 2014 with new lots and new rates. However, since the flood protection project could not be completed in 2012, the Commission postponed forwarding the study to the Council for consideration. As it turns out, the City's Public Works Department has been working with scheduling and now believes that the City can improve the parking lots this summer as the US Army COE finishes up its work. This could allow new lots and new rates in 2014 as originally thought. Therefore, the Parking Commission is forwarding their study and rate recommendation now. If the Council agrees with the Parking Commission's recommended rates, then new equipment could be ordered late this year and installed in the spring of 2014. SUMMARY OF STUDY Annual operating and capital costs The first step in the Commission's study was to determine the costs for operating and maintaining the municipal parking spaces downtown. As you will see in the attached documents, the annualized capital costs together with operating costs will be at about $240,000 in 2014 and subsequent years. Page 2 of 3 Parking Rate Recommendation Current and projected revenue The annual projected revenue, if no change in rates is instituted, would be about $206,000. This represents an annual shortfall of about $34,000. To make up this shortfall and build a modest reserve, the Parking Commission studied numerous rate scenarios. The scenario that eventually won unanimous support of the Commission was a flat rate system that: 1) charged the same rate for all municipal parking lots east of Main Street, and 2) offered one free annual downtown parking pass to all Stillwater residents. The Commission found that at a rate of: $2 there could be a shortfall of $34,922.84 annually; $3 there could be a surplus of up to $22,379.94 annually; $4 there could be a surplus of up to $65,797.45 annually; and $5 there could be a surplus of up to $127,736.24 annually. Recommended rate The Parking Commission notes that: 1) additional seasonal employees will likely be necessary with the improved system; 2) occupancy assumptions may be off; and 3) it is unclear what impact offering free parking to Stillwater residents may have on overall revenue. Therefore, they recommend the flat rate of $5. If the reserves grow faster than necessary, the rate could be reduced after a few years. Recommended system features 1. All lots east of Main Street would be pay lots, except for Lot 9, which will be the trailhead lot for Brown's Creek Trail. 2. On- street parking would remain free of charge. 3. Lots 10 -14 would not become pay lots. They would continue to be free with 3 or 4 hour limits as they now have. 4. Cost of parking in Lots 1 -8 would be $5. a. No overnight parking (as is currently the case). b. Lot 1 is already $5. c. Lot 2 is currently $3. d. Lots 4 -8 are currently free of charge but limited to 3 or 4 hours. e. The southwest 50 spaces in Lot 7 are currently under lease to River Market Co -op for use by their customers only. This will continue to be the case. 5. Stillwater residents would be offered an annual parking pass that entitles them to park free for 12 hours. a. Cost of the pass would be $10 annually to cover materials and a little staff time to process each pass. b. One pass per household. c. Valid for all lots except Lot 1 and the parking ramp. d. Not valid for overnight parking. 6. Lots 4, 5, 7 (except River Market spaces), 8 and 9 would honor monthly passes. a. Cost of monthly passes recommended staying $10 per month as they currently are. Page 3 of 3 Parking Rate Recommendation b. Lot 9 would be the Brown's Creek Trail parking lot and would be open to the general public free of charge. No overnight parking. And, the row of spaces along Main Street would be available to employees of area business with monthly permits. c. Lot 8a and 8b could be used for overnight parking by boat owners in Mulberry Point Yacht Club. (No trailer parking.) They would have to buy monthly parking permits. 7. During the off season all lots would be free of charge as they are now. COMMISSION REQUEST The Downtown Parking Commission requests that the City Council consider approving their recommended parking rate of $5 for Lots 1 -8 as described above; as well as consider approving their recommended system features described above. Attachment: Study reports and commission minutes Item 4.03 T H E BIRTHPLACE O F MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: January 20, 2012 RE: Parking System Revenue & Rate Structure Background This off - season the Parking Commission is re- examining the rate structure for the entire downtown parking system, including the parking ramp. The goal of a possible rate change is to ensure that enough revenue is raised to cover the system's short and long term maintenance costs. Critical information for the analysis will include historical and projected revenue generation as well as historical and projected system costs. The historical revenue and costs can be provided by the City's Finance Department. And, projected system costs can be estimated with the help of the City's Public Works Department. The Finance Department is in the process of gathering the historical data, but 2011year end accounting has not yet been finalized. Hopefully all of this data will be available in February. Projected revenue figures on the other hand are not readily available. And they will be difficult to develop. This will require understanding not only the projected number of users over the coming years, but a thoughtful balancing of rates for the various surface lots, on- street parking and the parking ramp to ensure that the various elements provide the needed future parking revenue. Free on- street parking and free surface lots will draw customers away from pay lots and the ramp. On the other hand, if all public parking options are pay only, the number of customers using the downtown parking system may be reduced. A workable balance will have to be achieved. Discussion Given the complexity of the system, staff believes that establishing a committee to work through issues and options would be advisable. January 20, 2012 Page 2 The committee should be kept at a workable size, perhaps a maximum of nine members. The membership should include a couple of Parking Commissioners (four cannot serve on the committee or a quorum of commissioners is present and it becomes a public commission meeting). It also ought to include representatives of downtown businesses (retail and office), a City Council member or two, several Stillwater residents and several City staff members. Recommendation If the Parking Commission agrees that a committee is a good idea, then staff would recommend that the City Council establish the committee and appoint members to it. To help the Council with setting up the committee, the Parking Commission should consider: 1) What should the committee's goals be? 2) Should the committee complete their work in time to incorporate any potential rate changes in the 2013 season or the 2014 season? 3) How many total members should serve on the committee? 4) What groups should be represented on the committee? 5) Which Parking Commissioners would like to serve on the committee? 6) Are there any individual people that the Parking Commission would suggest the City to approach to serve on the committee? In order to achieve some type of balance amongst interest groups, staff would suggest if, for example, a Parking Commissioner who owns a business downtown serves on the committee, then the number of other downtown business owners that serve on the committee ought to be reduced by one. bt Commissioners present: 0 U W 0 0 0 0 U 3-' 0 0 N bA cz• t .�C a cn N cU cU N 0 0 E U . b on 5 0 0 A " w a0i -" • - ct U o ¢. C� o as 6 O XI 0 City staff present: David Korte 0 0 action 1 David will forward the approved minutes to the Stillwater city clerk's office. discussion Aimee called the meeting to order at 8:40 a.m. According to the Parking Commission bylaws a Chairperson and a Vice Chairperson are to be elected annually by a majority of Commissioners present at the first meeting of the calendar year. Aimee requested nominations for the position of secretary and David Korte was nominated. With no further nominations made for that position a motion was made for David to be secretary. The motion passed in a unanimous voice vote. Aimee requested nominations for the position of Vice Chairperson and Jeff Johnson was nominated. With no further nominations made for that position a motion was made for Jeff to be Vice Chairperson. The motion passed in a unanimous voice vote. Aimee requested nominations for the position of Chairperson and she was nominated. With no further nominations made for that position a motion was made for Aimee to be Chai . erson. The motion s assed in a unanimous voice vote. A motion was made and seconded to approve the December 15, 2011 meeting minutes. The motion passed in a unanimous voice vote. Doug requested that a discussion of the transient docking of boats be added to the agenda and Aimee had information on a horse drawn carriage ride that she suggested be added. But after discussion it was decided that the Park Commission should address the docking issue and the city council should address the horse drawn carriage. 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M 75 - y00 Et1 rd 0 N O • U rn • O aa)) 0 • b Y Ld b 0 N Oa) o a) bn a) 0 U U E o E O �+ E.0 Cd -0 c. c. 0 0 A 4; OD C0 .2 O rA o a) Y .5 ) d x a) bA O N T,U N Cn 2 _ 4. +. .. o O vi v 9b o � o3� co0 3a) TS.0 a) � �2�8 w 0� .O s-. E. 0 a) a) cii Y. o � y x 0) � o'Y v aU ° �oo i boo a) - -2 . n 0+�0 3bA . )oo ) IIil - U'� o a3 ) cA o° o 0 a) 0 0 + ' '.. 3 .0 P, b' o' b a) "0 0 N'b a) to et . U ,,Y G a ) o y b o 4 +ycd O + d P3-400$4.,(A0 0t' O 0 0 4. m w .00 0 45 • N Ste'. O O O +¢„ U N CA 2. o U 3 A w U o ,.. �.., 2012 Parking Guide N Item 3.02 iliwater THE BIRTHPLACE O F MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 10, 2012 RE: Parking System Revenue & Rate Structure Background The Parking Commission is in the initial stages of re- examining the rate structure for the entire downtown parking system, including the parking ramp. The goal is to determine whether existing revenue streams are sufficient to fund all operational and capital costs for the system. Major Steps There are five major steps in this rate structure re- examination. 1. Determine annual operational costs. 2. Determine whether sufficient revenue is generated annual to fully fund operational costs. 3. Determine capital costs. 4. Determine whether sufficient revenue is generated annually for cash reserves to fully fund capital costs. 5. Recommend a rate structure to the City Council that generates sufficient revenue to fully fund operational and capital costs. This month the Parking Commission is asked to consider the first two steps. Next month steps three and four will be on the agenda. And then a decision will need to be made to take on step five with a study committee or simply as a matter of routine monthly Parking Commission business. Step One The first step is to determine what the annual operational costs are for the entire system. These costs tend to be fairly stable from year to year in the parking lots. And when we have gained enough experience with the parking ramp, they too should be stable and predictable. January 20, 2012 Page 2 In the attached preliminary reports you will see more details on expenses, but summarized categories are included here. Parking Lots - 2011 Operational Expenses Description Personnel services Supplies Services & charges Miscellaneous Total Parking Ramp - 2011 Operational Expenses Description Personnel services Supplies Services & charges Miscellaneous Step Two Total Amount $97,386.51 $14,793.43 $24,952.19 $18,440.16 $155,572.291 Amount $0.00 $3,399.18 $34,743.09 $3,844.81 $41,987.08 The second step is to determine the annual revenue, and whether it covers annual operational costs. Parking Lots - 2011 Revenue Descri. tion Monthly parking permits Special event parking fees Lot 1 Lot 2 Tickets and fines Refunds, etc. Interest earnings Amount $37,918.45 $1,013.22 $88,725.45 $39,403.91 $38,954.04 - $509.11 $205,505.96 Total ' This figure does not include the $74,404 capital expense for equipment last year. Capital expenses will be considered separately from operating expenses. January 20, 2012 Page 3 Parking Ramp - 2011 Revenue Description Monthly passes Lowell Inn Transient sales (cash and credit cards) Total Amount $13,518.92 $12,706.902 $26,816.23 $53,042.05 A comparison of revenue and operational expenses shows that the ramp generated $11,054.97 more than needed for its operational costs. The parking lots generated $49,933.67 more than needed for operational costs. Next Month The question that will be considered next month is whether the $60,988.64 in operational profit from the entire parking system is sufficient to fully fund all capital costs. Capital costs include such items as new ticket dispensing equipment, parking lot seal coating, parking lot surface replacement, parking ramp structural maintenance costs, etc. This year, for example, the parking enterprise cash reserve decreased because the $74,404 capital expenditure for parking lot equipment exceeded the total amount of operational profit in the parking lots for the year. And though a $74,404 equipment expenditure is a serious amount of money, it really does not compare in magnitude to the $250,000 it could cost to resurface one parking lot. bt attachments: 2011 Preliminary Parking Enterprise Fund Financial Report 2011 Preliminary Parking Ramp Financial Report 2 This figure includes a $4,590 credit toward the City's purchase of land for the ramp. In July a cash only system was instituted. 2011 FreliminaryFlnanclal Report Parking Enterprise Fund 2011 2011 Description Approved Prelim actual Revenue 720 - 0000 - 3140 -0105 Parking Permits $33,000.00 $37,918.45 720 - 0000 - 3140 -0115 Parking Permits - events $0.00 $1,013.22 720 - 0000 - 3560 -0120 Parking Machine S Lot $70,000.00 $88,725.45 720 - 0000 - 3560 -0340 Parking Machine River Lot $40,000.00 $39,403.91 720 - 0000 - 3610 -0100 Parking Tickets $25,000.00 $26,371.24 720 - 0000 - 3610 -0200 Parking Fines (County) $6,000.00 $12,582.80 -$3.00 720 - 0000 - 3810 -0200 Interest Earnings $8,000.00 720 - 0000 - 3870 -0100 Refunds & Reimbursements $0.00 720 - 0000 - 3880 -0200 Cash over /short $0.00 - $506.11 REVENUE TOTAL $182,000.00 $205,505.96 Expenses PERSONNEL SERVICES $106,429.00 $97,386.51 720 - 4720 -2000 Office supplies $500.00 $128.24 720 - 4720 -2101 General supplies $5,000.00 $5,514.65 720 - 4720 -2100 Auto fuel $3,000.00 $5,490.55 720 - 4720 -2111 Paper /Forms $700.00 $3,443.00 720 - 4720 -2201 Equip. repair supplies $4,000.00 $186.11 720 - 4720 -2302 Other minor equip $200.00 $30.88 SUPPLIES $13,400.00 $14,793.43 720 - 4720 -3099 Professional services $10,000.00 $1,218.38 720 - 4720 -3102 Postage $700.00 $926.86 720 - 4720 -3201 Seminars /Conference Fees $100.00 $0.00 720 - 4720 -3202 Meals $100.00 $0.00 720 - 4720 -3203 Housing $250.00 $0.00 720 - 4720 -3204 Training and Education $2,000.00 $0.00 720 - 4720 -3400 Printing and Publishing $5,000.00 $2,239.65 $242.00 720 - 4720 -3500 General lnsurance $7,856.00 720 - 4720 -3702 Equip Repair Charges $2,500.00 720 - 4720 -3707 Maintenance Agreements $3,000.00 $0.00 720 - 4720 -3709 Sealcoating $0.00 $0.00 720 - 4720 -3900 Sales tax $8,000.00 $2,325.30 720 - 4720 -3906 Admin Charges - General Fund $18,000.00 $18,000.00 SERVICES & CHARGES $57,506.00 $24,952.19 720 - 4720 -4009 Loss on credit transactions $0.00 $1,214.00 720 - 4720 -4099 Misc charges $1,000.00 $4,185.16 MISCELLANEOUS $1,000.00 $5,399.16 2/9/2012 720 - 4720 -5200 C/O & Improvements $0.00 $0.00 720 - 4720 -5300 C/O Machinery & Equipment $0.00 $74,404.00 720 - 4720 -5310 C/O MIS Comupter Equipment $0.00 $0.00 720 - 4720 -5400 Automotive Equipment $0.00 $0.00 CAPITAL OUTLAY $0.00 $74,404.00 720 - 4721 -3706 Repair charges $0.00 $0.00 720 - 4721 -3707 Maintenance Agreement $17,500.00 $13,041.00 RIVERVIEW LOT (3rd St) $17,500.00 $13,041.00 REVENUE TOTAL $182,000.00 $205,505.96 EXPENSE TOTAL $195,835.00 $229,976.29 2011 BALANCE - $13,835.00 - $24,470.33 Beginning Balance Ending Balance CASH IN BANK $528,013.98 $507,174.85 2/9/2012 2011 Preliminary Financial Report Parking Ramp 2011 2011 Account Description Approved Prelim actual Revenue 725 - 0000 - 3140 -0105 Parking Sales $48,000.00 $53,042.05 $50,782.31 figure includes $4,590 land credit to Inn Expenditures 725 - 4725 - 2101 -0000 General Supplies $3,500.00 $2,271.56 725 - 4725 - 2302 -0000 Other Minor Equipment $3,500.00 $1,127.62 725 - 4725 - 3099 -0000 Other professional services $2,000.00 $7,134.46 725 - 4725 - 3101 -0000 Telephone $3,800.00 $2,301.14 725 - 4725 - 3400 -0000 Printing And Publishing $0.00 $0.00 725- 4725 - 3500 -0000 General Insurance $0.00 $0.00 725 - 4725 - 3600 -0000 Electricity $18,000.00 $19,562.57 725 - 4725 - 3702 -0000 Equipment Repair Charges $4,000.00 $111.20 725 - 4725 - 3707 -0000 Maintenance Agreements $5,000.00 $2,925.29 Elevator maint agreement 725 - 4725 - 3900 -0000 Transit tax $2,500.00 $2,708.43 725- 4725 - 4099 -0000 Miscellaneous Charges $1,400.00 $1,744.81 Credit card fees 725 - 4725 - 5300 -0000 C/O Machinery & Equipment $0.00 $0.00 725 - 4725 - 7010 -0000 Depreciation $2,100.00 $2,100.00 $45,800.00 $41,987.08 Parking sales net revenue Monthly passes $11,800.00 $13,518.92 Lowell Inn $9,200.00 $12,706.90 with $4,590 land credit tol Transient (Cash and Credit) $27,000.00 $26,816.23 2/10/2012 d / J . / 0 w o o o / @ '\ 0 E m o ) -d 2 as \ ° H J / \ 0 • k cd 0 0 d up /�~ / 0 cu • •-' ) 0 \ 3 /{ \ .§ ¥ $ 2 § ft \ \* 01 k o; E \ r 0 0 r k k a < at / § ( 0 \ Commissioners present: 0 / 1 action 1 David will forward the approved minutes to the Stillwater city clerk's office. / 2 u./ - r%# \ ©CD 0 K\\° § / a CI m A E § 00 0 • • 0 & ° u g 0 « o A 0 O O ® eu g2fGa $ ®« § d & §\t - - % ¥ % \/° tip = u . o d $ 9 / § 2 Bill will forward the recommendation to the City Council. discussion Aimee called the meeting to order at 8:33 a.m. A motion was made and seconded to approve the February 16, 2012 minutes as presented. The motion passed in a unanimous voice vote. A motion was made and seconded to approve the agenda as presented. The motion passed in a unanimous voice vote. The commission is reexamining the rate structure for the downtown parking system, including the parking ramp. Bill listed the five major steps in the rate structure reexamination: 1. Determine annual operation costs. 2. Determine whether sufficient revenue is generated annually to fully fund operation costs. 3. Determine capital costs. 4. Determine whether sufficient revenue is generated annually for cash reserves to fully fund capital costs. 5. Recommend a rate structure to the city council that generates sufficient revenue to fully fund operational and capital costs. Bill then presented detailed background information for the Commission on the parking ramps and the parking lots capital costs. In summary, ramp revenue last year was $7,695 (12.7 %) less than needed to cover operating and capital expenses. And parking lot revenue was $8,069 (4 %) less than needed to cover its operating and capital expenses. Revenues for the entire parking system were 8% less than operating and capital expenses. Bill presented the request from the Minnesota Fire Engine Club, which is sponsoring the 2012 Stillwater Fire Muster. The event will be held on Sunday, June 24, 12:00 - 5:00 p.m. The static and pumping portions of the event would use downtown parking spaces in parking lots north of Chestnut and on Sam Bloomer Way. agenda s, \ o approval of January minutes approval of agenda 4 \ § E © / R f / ± © E\ Item 4,05 T H E B I R T H P L A C E O F MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: June 14, 2012 RE: Parking System Study - Revenue Strategies Background The Parking Commission is examining the rate structure for the downtown parking system. The goal is to determine whether existing revenue is sufficient to fund all operating and capital costs, and if not to develop strategies to increase revenue. Major Steps There are five major steps in this rate analysis. 1. Determine annual operational costs. 2. Determine whether sufficient revenue is generated annually to fully fund operational costs. 3. Determine capital costs. 4. Determine whether sufficient revenue is generated annually for cash reserves to fully fund capital costs. 5. Recommend a rate structure to the City Council that generates sufficient revenue to fund operational and capital costs. The Commission will begin to consider Step 5 at the June 21st meeting. Revenue Strategies There are several revenue strategies available to the City. 1. Continue with the current rate structure. a. This strategy will result in an estimated annual average shortfall of capital expenses in the amount of $22,100. (Plus Lot 2 will lose 26 spaces to the levee construction. This represents a loss of about $10,100 at the current June 14, 2012 Page 2 Item 4.05 sales volumes and at the current rate of $3. Therefore, the actual annual shortfall would be $32,200.) b. The City Council would have to cover the annual shortfall through general revenue or bond sales to fund capital expenses that were not fully funded through the Downtown Parking Enterprise Fund. 2. Raise revenue to cover 100% of operational and capital expenses. a. Any or all of the following parking fees could be increased: i. Monthly parking permits (Currently $10 /month) ii. Parking rates in Lot 1 (currently $5) or Lot 2 (currently $3) iii. Parking ramp rates iv. Begin charging to park in the 3 and 4 hour lots v. Begin charging to park on- street 3. Increase revenue to cover some portion less than 100% of operational and capital expenses. The Parking Commission has agreed that it will recommend to the Council that revenue should cover 100% of all costs. Options There are endless pricing scenarios that could be explored to cover the average projected shortfall. But to begin the conversation, staff offers three alternatives. 1. Increase rates in Lot 2; begin charging in Lot 4; raise monthly permit rates a. Increase the rate in Lot 2 from $3 to $5. Based on current sales volumes, the reconfigured lot with 26 less spaces would generate $45,600. Today it generates an average of $42,700 with the 26 additional spaces. (For comparison purposes, at the $5 rate each space is estimated to earn $542 per space per year). The increased revenue would be $2,900. b. Charge $5 in Lot 4. These 29 spaces (as reconfigured) would generate an estimated $11,300 at this rate. (This represents $388 per space per year, which is about 30% less than in the higher demand pay lots south of Chestnut). c. Increase the parking permit fee from $10 to $12.50 per month. This is estimated to generate another $8,000 annually. d. The total of a -c would be $22,200, which equals the estimated average annual shortfall. 2. Increase rates in Lot 2; charge $3 in Lot 4 and in reconfigured Lot 7. a. Increase the rate in Lot 2 from $3 to $5. Based on current sales volumes, the reconfigured lot with 26 less spaces would generate $45,600. Today it June 14, 2012 Page 3 Item 4.05 generates an average of $42,700 with the 26 additional spaces. (For comparison purposes, at the $5 rate each space is estimated to earn $542 per space per year). The increased revenue would be $2,900. b. Charge $3 for each of the 29 reconfigured spaces in Lot 4. This is estimated to generate $8,700 annually ($300 per space per year at $3 rate). c. Charge $3 for each space in Lot 7. The 70 spaces (not including the 50 or so reserved for the River Market) are estimated to generate $14,000. ($200 per space per year on average). d. The total of a -c would be $25,600, which is slightly over the estimated annual shortfall. 3. Charge $3 in Lot 4, reconfigured Lot 5 and in reconfigured Lot 7. Leave Lot 2 at $3. a. Charge $3 for each of the 29 reconfigured spaces in Lot 4. This is estimated to generate $8,700 annually ($300 per space per year at $3 rate). b. Charge $3 for each space in Lot 7. The 70 spaces (not including the 50 or so reserved for the River Market) are estimated to generate $14,000. ($200 per space per year on average). c. Charge $3 for each of the 63 spaces in the new Lot 5. The 63 spaces are estimated to generate $12,600. ($200 per space per year on average). d. $10,100 less annually when 26 spaces in Lot 2 are lost to flood protection reconstruction, and the rate for the remaining spaces is not raised to $5. e. The total of a -c with the loss of Item d would be a net revenue increase of $25,200, which is slightly over the estimated annual shortfall. Recommendation At the moment I prefer Option 1 to increase rates in Lot 2 from $3 to $5; begin charging to park in Lot 4 ($5); and raise permit rates from $10 to $12.50 per month. Features of the option: • All pay lots would be the same amount: $5. • Only one lot would change from 3 hour free parking to pay parking. That would be Lot 4 next to the Water Street Inn. When the new bridge is completed, and Chestnut Street is closed to vehicular traffic, Lot 4 will be in nearly as much demand as Lot 2. • All Lots north of Myrtle will continue to be free for 3 or 4 hours, even though there would be no more gravel lots. • Monthly permits have not increased in price since their inception in the 1990s. Raising them to $12.50 per month is still a very good price. And, June 14, 2012 Page 4 Item 4,05 that may begin to encourage more people to use the ramp. The upper level of the ramp would continue to cost only $10 per month. • Owners of boats at Mulberry Point Yacht Club who park their cars all weekend or longer would only have to buy a monthly permit to park in Lot 8. • The rates in the parking ramp would not change. Attachments: 2012 Downtown Parking Map Maps of all reconfigured parking lots east of Main Street Ln 0 E a) r 1E �II x CO 0 CI. t O CT N t � •.� cC O En ca cf) N C t ® • ® 31 handicapped spots LINDEN COMMERCIAL y 2 PINE 5 t E wan Q d cd E to a) N U Q C7) h V O .Y p 3 E 0 a) 4-- To Twin Cities a N E 41 o ; C) u NWY 3S Z o St. Croix River www.ci.stillwater.mn.us PERMIT PARKING LL1 W LLB 0z_ E FREE PARKING o Posted time limits will be enforced year round • w ( G y o) O _ _ 0. o a.; O d 0 i d N O C io a' C a) 0 a) � . CO 0 a) as CA c9 R M oca c o o y y A = C w O Y O c m R C cO A a) O D }, V 'c p O . .G O a y 01 0 = U a) M C Lc :3,0 � c • Y L" cd ii2 •CAP fC d ) C 1t) a C CO a Q+ cL a� O o- r a A co a) 0 — co .nR E ' V a E n) a is E ,V) &) mm ?a v cb c CL - O N = L p fH R Ca � O a) O C. C n VJ Q a a°. O 0) o o o o • 2 T J PAY PARKING c CI J ° J O O C../3 C -J Y C N y, up J E a a Cn ,r,„5 J J -65' e.'73 E i ; i b ,_ so 4E d J c 1. I. m a) U d Li 7 O n U 2 0 m Nr Z .4 117 1,- .- = a p '- J + J_ JJ _IJ rN J a'J c Item 4.05 T H E B I R T H P L A C E O F MINNESOTA TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: February 8, 2011 RE: Reorientation of Parking Lots along Levee Project BACKGROUND The Army Corps of Engineers will be constructing the final phase of the Stillwater Levee Project beginning after Lumberjack Days this fall. Along with their project will be changes to each of the parking lots along Lowell Park. Specifically, Lots 2, 3, 4, 5, 7 and 8 will be totally or partially rebuilt. COMMENTS Noteworthy impacts of the project will be: • A trail corridor will be provided along the west edge of the River Lot, the Bridge Lot, and Mulberry Point Lot. • The River Lot will no longer have access to Chestnut at the bridge. Instead, it will be routed through the Chestnut Street Lot. • All gravel lots will be improved with curb and bituminous surface. • The levee construction will result in a net gain of 16 parking spaces. However, the gain will be realized north or Myrtle Street. The lots south of Myrtle will see a loss of 48 spaces. Lot # Lot name Previous spaces Proposed spaces Net 2 River Lot 110 84 -26 3 Chestnut Street Lot 38 35 -3 4 Bridge Lot 49 29 -20 5 Mulberry Point Lot 42 63 +21 7 Water Street Lot 125 120 -5 8 Railroad Lot 45 + 94 +49 TOTAL _ +16 Attached are plans for each of the lots Attachments: River Lot changes Bridge Lot changes Railroad Lot changes Mulberry Point Lot changes bt WATER STREET -- r laaw.§irINIS3HO - . 1 TOI.d3 .03HS NI1 H0.1, • • JL 411 1 -4. 1 let; , I Q ft It • — -4. tr.:7 — • .; NOS13N AVM d LHJ121 1 tooammoo f - 1 l � X51 133a1S 31.1.24AW 1 1 • £Old .133HS 3Nfl H�1lryV! W o tn 8 0 W 8 y !t rw '5 a d .2 .c > :o U J Q 0 0 � 0 U co L N 0_ Q i�b1S if1NIS3HO ",13;4. __ 1014O i33HS SNI1 Hal -6 I r,^ -.� r I ' „■ ry� f - , 'I _„ 0 ; `:., 1'..-••••••••- !--ti • 1 2 :1 I 1 1:i • 6 2 J 11 I hAVNT-d0.0•101N.---7-1 1.3a):1.1.S 1VI3:131/111/110q: 11 7, 0 • t E0 410'.13 v 1 1 1"1i ••••• co 0 .1- (3) u) co C.) co a. co co c 0) .1- N a--1 N ri N CU c Commissioners present: City staff present: Commissioners absent: City staff absent: Mead Stone, General Manager of River Market Community Co -op; Larry O'Connor, Owner of Larry's Floor Covering David Korte Submitted by: 0 O U czt 0 U ccs b N tab N i11water. THE B I R T H P L A C E O F M I N N E S O T A TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: July 12, 2012 RE: Parking System Study - Revenue Strategies Background In June the Parking Commission began discussing strategies for raising revenue to meet all projected operational and capital costs in a year. Three rate increase scenarios were explored but none were decided upon. Rather, the Commission tabled action and asked staff to bring back information on a master plan for capital improvements and a possible phasing schedule for rate increases. SCHEDULE OF IMPROVEMENTS Currently the parking lot improvements over the next 25 years are scheduled as follows: Also refer to attached map. Lot Lot Location Construction Cost Type Year Likely Funding Source 1 South Main Street Lot $68,000 M +O 2013 PEF 2 Riverview Lot Corps Project TR 2013 TIF 3 Chestnut Street Lot $18,000 M +O 2014 PEF 4 Bridge Lot Corps Project TR 2013 TIF 5 Gazebo Lot Corps Project TR 2013 TIF 6 Pedestrian Plaza Lot Pedestrian Plaza Project TR 2012 TIF 7 River Market Lot $68,000 M +O 2018 PEF 8a Mulberry Point Lot W $25,000 M +O 2020 _ PEF 8b Mulberry Point Lot E Corps Project TR 2013 TIF 9 North Main Street Lot $71,000 M +O 2015 PEF 10 Mulberry & 2nd Lot $30,000 TR 2016 PEF 11 Parking Ramp PRF 12 Olive & 2nd Street Lot $35,000 M +O 2014 PEF 13 Teddy Bear Park Lot $75,000 M +O 2017 PEF 14 Old High School Lot $85,000 M +O 2028 _ Paid by Cub agreement 15 Mulberry & 2nd Lower Lot $11,400 M +O 2016 PEF M +O = Mill + overlay; TR = Total reconstruction; PEF = Parking Enterprise Fund; PRF = Parking Ramp Fund; TIF = Tax Increment Financing July 12, 2012 Page 2 SCHEDULE OF RATE INCREASES The parking rate goal discussed by the Parking Commission in June is to have Main Street and all lots east of Main Street (except Lot 9 and River Market's half of Lot 7) become pay lots. Parking would be allowed in Lots 4, 5, 7, 8 and 9 with monthly parking permits or hourly payment. Lot Rate Increase Year of Increase Revenue Increase 1 Leave at $5 NA None 2 $3 to $5 2014 $2,900 3 $0 to $5 2014 $19,500 36 spaces x $542 4 $0 to $3 2014 $8,700 29 spaces x $300 5 $0 to $3 2015 $1,400 7 spaces x $200 6 $0 to $5 2015 $16,802 31 spaces x $542 7 $0 to $3 2015 $21,200 106 spaces x $200 (Not including the 50 River Market spaces) 8 $0 to $2 2015 $9,400 94 spaces x $100 9 Leave 3 hr free NA None Cells highlighted in yellow are lots where monthly permit parking would be allowed Also attached is the North Lowell Park Master Plan. It shows the changes that will occur to the parking lots north of Chestnut. 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P-4 4—) 4-) Ct pc) tit) Ct cfl*cu Ct 0 2012 Construction 2013 Construction 2014 Construction 2015 Construction 2016 Construction 2017 Construction Ei 2018 Construction 2020 Construction 2028 Construction Proposed Rate Structure Free with hour limits a 0 J Parking Ramp with variable rates River Market Lot (Customers Only) O Commissioners present: City staff present: Commissioners absent: Submitted by: 0 .0 as David will forward the approved minutes to the Stillwater city clerk's office. U VI c O U N N E O E o O a'' U c -O O L 1• 3 0 as L C L- v — E 3 0 — U LE 2 discussion Jeff called the meeting to order at 8:35 a.m. A motion was made and seconded to approve the agenda as presented. The motion passed in a unanimous voice vote. A motion was made and seconded to approve the June 21, 2012 meeting minutes. The motion passed in a unanimous voice vote. Note, The Commission did not hold a meeting in July 2012. Patricia Wolf has received a license from the City Council to operate a multiple - person tour cycling business in downtown Stillwater. Bill presented her request to reserve one on- street parking space for her tour bike to load and unload guests. The commission was asked to approve a spot to park and to set cost of the reserved parking space. The space requested is on the west side of Water Street immediately north of Myrtle Street. The commission had concerns with this spot, i.e., (1) the bike would be facing the wrong way to start the tour route and logistically it would be difficult to get it pointing the correct way, and (2) there is a lack of space in this area for customers to safely congregate before and after a ride. Bill suggested a spot on Water Street N and Commercial Street in the new Main Street Pedestrian Walkway; the commission liked this idea. The fee for the reserved on- street parking space was then discussed. The commission wanted the 2012 fee schedule to be used to establish the rate, however the City Council reduced the Commission- recommended fee schedule for the Stillwater Trolley Company's reserved parking. So the commission agreed to charge Patricia the same as the Stillwater Trolley Companies. A motion was made and seconded to allow Wolf Brewery Bierbike to reserve the agreed upon spot at the Main Street pedestrian Walkway at a charge of $3 per day with the applicant paying for the cost of manufacturing and installing the reserved sign. The motion passed in a unanimous voice vote. agenda call to order approval of agenda approval ofJune minutes 0 O U 0 cn U b b N next meeting. Bill will come back next month summarizing ideas discussed and develop a spreadsheet so comparison can be made. Bill will forward commission's recommendation to City Council. Bill will bring a cost estimate to the next meeting for having meeting minutes typed. David will send out a draft of the minutes before the next meeting. Bill will send out an agenda and supporting documents before the meeting. schedule for rate increases to cover operation and capital costs. Many ideas were discussed at length including: raising the parking tickets to $10, giving residents of Stillwater a parking sticker, increasing the monthly permit parking fee and increasing all parking lots to a $4 flat rate. Mead Stone asked if changes in the rate structure would effect his parking agreement with the City. Bill assured him the city would honor his parking agreement. Bill said he would prepare a summary of the discussion for the next meeting and develop a spreadsheet so the commission can assess the revenue as changes are make in the rate structure. Bill presented the request from the 2012 Harvest Fest sponsors (Summer Tuesday, Inc; Stillwater Convention and Visitor's Bureau; and the Partnership Plan) for parking spots. After discussion a motion was made and seconded to approve the request with the fee being set by the 2012 fee schedule for a total cost of $783. The motion passed in a unanimous voice vote. Bill reported the city council approved the Parking Commission's recommendation to hire a parking ramp attendant. The commission discussed having the meeting minutes tape- recorded and professionally typed. The next meeting will be Thursday, September 20, 2012 at 8:30 a.m., Conference Room 213, City Hall. A motion was made and seconded to adjourn the meeting at 10:21 a.m. and the motion passed in a unanimous voice vote. d 7 adjourn C N >. > '0 N D i a-+ y m ity uss €� Y N z %• t U bA L C N Y L N Q N Item 4.03 THE BIRTHPLACE O F M I N N E S O T A TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: September 12, 2012 RE: Parking System Study - Revenue Strategies Background In June and August the Parking Commission discussed strategies for raising revenue to meet all projected operational and capital costs for the downtown parking system. Several rate increase scenarios were discussed. Each scenario was based upon variable rates related to the location of the lot. After considerable thought the Commission decided against variable rate scenarios in favor of a flat rate option. Though the actual rate was not decided upon, the Parking Commission reached a consensus on the following items: 1. Increase parking tickets from $5 to $10. a. Without the increase, the parking ticket is in some cases no more costly than the parking fee. So there is little incentive to pay the fee. 2. Charge for parking in all lots east of Main Street. a. Lot 9 will not be become an hourly pay lot, since it will be the trailhead lot for the state trail. 3. Institute a parking pass system for Stillwater residents. a. This would not be good for overnight parking. b. This parking pass would not be valid for employee parking or business owner parking. 4. The parking fee should be the same in all surface lots. 5. During the off season all pay lots would be free for 3 or 4 hours, depending upon the location of the lot. 6. Monthly parking passes could be purchased for any lot except Lots 1 and 2. City staff was asked to bring back information on the amount of revenue that would likely be raised if a flat rate of $2, $3, $4 or $5 were instituted. That information is attached. September 12, 2012 Page 2 Discussion If the assumptions are correct concerning the amount of revenue likely to be raised per space each year in the individual lots, then it would appear that a minimum rate of $3 would have to be charged to cover costs. However, since additional seasonal employees may need to be hired to take care of the new paved lots and all of the new revenue machinery, a S4 rate may be necessary. And, if the assumptions are not accurate (this is very possible since there is no historical data for any lots other than Lots 1 and 2), then it may be conservatively correct to charge $5. Another item that needs further consideration is whether on- street parking will continue to be free for 4 hours. The Commission has talked about metering Main Street's parking spaces. The purpose of the meters would be to create turnover, not necessarily to raise revenue. Alternatives The Parking Commission could: 1) Decide upon a recommendation to the City Council that addresses both: a) a rate structure for the surface lots; and b) whether to adopt a metering system for on- street parking on Main Street (and possibly other downtown streets as well); or 2) Request further information to be brought back to the next Commission meeting. Attachments: Revenue Projection Table for Various Flat Rates CIP Map of Downtown City Lots 0 Ln -o E O U N 00 c c0 Y � co" a a L � a (a3 ▪ IZ Projected $2 flat rate total I Cr lD 01 LO M <4 m t/? 0 O Cr m M O N t/? 0 a-1 m O 0 00 i/1. 0 O LC1 N CD 1f1 i/). 0 O 0o v1 M a1 i/} 0 in O a CO M i/} 0 N M oo 00 M t/} 00 s 06 (NI M 1- e-1 in. O 1p ao l0 m 4 111. N m l0 In N 4 ti. 00 u1 4 N M N M ih lD O o0 lD In O l0 in M N 01 Cr C' a-1 a-1 in. II'LLO`SOZ$ 0 0 O 0 0 O 4 1 - $34,922.891 Projected $3 flat rate total $47,054.46 000 0 00 lD N M ti/• $12,814.561 a-I-I Cif 0 01 1/1. N V a-1 N 0 V 00 V1 t/? <N-1 M N up' i/Y 0 1: N. R N iR 0000 01 01 L.6 t/} .-1 a1 lD n to $32,324.58 0 00 l/1 O' l0 t/• $11,449.73 $262,379.94 0 O O O Cr N i $22,379.94 as Lot 2 1 s, but not added personn Lot 3 projected to make the same per space per year 20% less per space per year than Lots 2 & 3 20% less per space per year than Lots 2 & 3 Note that lot is reduced from 110 to 841 Same per space as Lots 2 and 3 Same per space as Lots 2 and 3 (Includes capital cost for added machine 40% less than Lots 2 and 31 60% less than Lots 2 and 3 60% less than Lots 2 and 3 Projected 1 $4 flat rate total CO N 01 M N lN0 ih 0 ID m N N Cr i/? 0 N 00 <4 O a�-I t/• 0 0 Ni In N a<-1 i/} 0 0 l0 ri N 1N/? 0 0 e-1 00 N i^/ - 0 lD lD N i^/? $34,657.56 0 N N: M N N CO M r1 11 im/? $32,324.58 lD 0 00 l0 t/1 l0D th $11,449.73 N .4 N 01 N 0 M t/? 0 O O 0 O Cr N in. $65,797.45 Projected $5 flat rate total $78,424.11 $54,364.80 lD Ln CO a--I in. O <-1-1 o IA in- i $3,624.32 o co N m i/T N 14 m O iA $46,210.08 lD Cr lD a--i i/1. $12,685.12 $32,324.58 O � lry O' in $11,449.73 $367,736.24 O 0 0 O N $127,736.24 Projected 1 r /s /y @ $4 00 a 1 al V 1 i/} Cr v.; oo cr ;n 'Cr L/i oo ih $388.00 0 00 CO M i/Y Cr 1/i 00 a' 1/i Cr vi 00 ch Li N , 4 al N I.11. e-1 4 01 a-1 i/} a1 4 am -I VT Projected $10 Violations{ 00 In m in t/1• $7,413.481 Past revenue /space /years 1/1 00 C71 CO i^• $388.321 Currents m N 1: N 7 lD 00 c» N: Current $78,424.11 $42,714.891 0 O 0 t/? 0 O 0 tn. 0 O 0 t/? 0 O 0 M. 0 o 0 I.O. 0 0 0 t/1• 0 0 0 .1. 0 0 0 t/1• $32,324.58 N N O 01 0 M $11,449.73 00 0 4 0 0 00 in. 0 0 d 0 N i/1. 00.00T`ZZ$- Lot 2 (So. Lowell Park Lot) - 110 current spaces; 84 planned Lot 3 (Water Street South Lot) - 38 current spaces; 33 planned Lot 4 (Lift Bridge Lot) - 49 spaces currently; 29 planned Lot 5 (Gazebo Lot) - 7 planned spaces Lot 6 North (Walkway Lot North) - 36 spaces previously; 15 spaces now Lot 6 South (Walkway Lot South) - 35 spaces previously; 16 spaces now Lot 7 (Water Street Lot North) - 69 spaces currently (w /o River Market); 119 planned Lot 8a (Mulberry Point Lot West) - 45 spaces Lot East) - 49 spaces planned Monthly permits Tickets and fines Misc Total Total Goal Reserve or shortfall 2 Increase parking ticket from $5 to $10 Proposal to charge in all Tots east of Main is based upon initiating a resident pass system All lots free for 3 or 4 hours during off season (except ramp) Monthly permits available at $10 per month for all lots except Lots 1 and 2 Lot 1 (South Lot) -106 spaces s Avg of 2008 -11 1Parking tickets Parking fines 1Parking sales CD 4-- >` O_ CO 0 > = CO 'L c L c CU `m^ _C V N C a-+ _C C O a) 'CS L L N O v 0. CU' 0 c L a) O Y N .� - -c �± E 0 c o O U }' E en cu as E c .N -a o "_ 7 C) of 0 L- c I— (6 — N ,J LL a 2 .1-, ---.. 4-, t6 K C o.D co v o 3 c E t -c L ++O aJ L c) N O C CU Q 0 L ~ pc. N > C o0 0 c O is L O L a) C U t0 s C 4- 3 O Q O C .1-, N G5 v L m E .n Z.,- 0 u E ci 9° a E 7 aJ 0 0 i L C +, 3 C O f0 L. Y a) U t a) m -a U Lo a.. w E a) _cl a' Y L Y a) E us a) +v+ a) a) c0 - C L CU a = 0 Y a) -0 .0 -, a) C a) d0 72 E L c > 0 '> ro QC70000 a+ C C N a) 4.J N Q C .. n O Ln C QJ N d N C E1 C _0 O O. O CO iii Vf _ m E E ,/, E > E > o 4-' ' O * t, t.-3 0 0 > C.1) N E N C . O U f0 David will forward the approved minutes to the Stillwater city clerk's office. For the next meeting, Bill will arrange for a secretary and the necessary recording equipment. Bill will forward this recommendation to the city council. discussion Aimee called the meeting to order at 8:34 a.m. A motion was made and seconded to approve the agenda as presented. The motion passed in a unanimous voice vote. A motion was made and seconded to approve the August 16, 2012 meeting minutes. The motion passed in a unanimous voice vote. Bill presented information on the projected cost of hiring secretarial services to produce meeting minutes for these meetings. He said it would probably take the person an average of four hours of time for a two -hour meeting. Based on a rate of $15 per hour the total cost would be $60 per meeting. Bill said the Parking Enterprise Fund would need to cover the cost, as the Administrative Departments budget has not set aside funds for this expenditure, though the cost in future budgets could possible come from the Administrative Departments budget like the other boards and commissions. A motion was made and seconded to approve hiring a recording secretary, to be paid from the Parking's Enterprise Fund. The motion passed in a unanimous voice vote. Bill presented the request from Arcola Development to extend the ten -year lease on City Parking Lot 15 for another 10 years. The lease expires on October 2, 2012. The Commission viewed the request favorably but was concerned about the length of time requested. A motion was made and seconded to: • approve an extension, for no more than one year at a time. • Arcola Development would continue to purchase 20 monthly permits at the agenda call to order approval of agenda approval of August minutes cost of Recording Secretary Services parking lot #15 -Lease Renewal 0 • Y U 0 U the city council. Bill will forward commission's recommendation to city council. David will send out a draft of the minutes before the next meeting. Bill will send out an agenda and supporting documents before the meeting. present cost and any future rates increases. • Arcola Development would agree they had parking rights only during business hours, Monday - Friday. During weekends and evenings they would not charge the public to park there. The motion passed in a unanimous voice vote. to meet all projected operational and capitol costs for the downtown parking system. After much discussion two motions were acted upon. The first motion was made and seconded to change the parking tickets from $5 to $10. The motion passed in a unanimous voice vote The second motion was made and seconded to charge $5 in all parking lots except Lot 9, which will be used for bike trail parking. The City will allow each resident to purchase a $5 parking pass for all downtown parking lots for the posted time of either 3 or 4 hours. The parking passes would be good for a calendar year and would be a one -year trial. The motion passed in a unanimous voice vote. Bill presented the request from The Greater Stillwater Area Chamber of Commerce for a special permit to host the Fall Art & Jazz Festival from October 5 - 7 this year. The venue is proposed to be North Lowell Park together with City parking lot #4 and part of #5. A motion was made and seconded to approve the request and to use the parking fee as established by Resolution 2012 -11, which would be $414 for this event. The motion passed in a unanimous voice vote Bill reported there was no update from the city council in regards to the Parking Commission. The next meeting will be Thursday, October 18, 2012 at 8:30 a.m., Conference Room 213, City Hall. A motion was made and seconded to adjourn the meeting at 09:42 a.m. and the motion passed in a unanimous voice vote. CZ 0) C C v > N CL C N T VI OA C Y ID Q > -0 = 4_, 4 Y U 0 N h d 4-, i Fall Art & Jazz Festival update on city council decisions next meeting adjourn APPROVING RESOLUTION RESCINDING RESOLUTION 2013 -048, ENTITLED "APPROVAL OF AMENDMENT NUMBER ONE TO THE AGREEMENT BETWEEN THE CITY OF STILLWATER AND THE TOWN OF STILLWATER FOR GROWTH MANAGEMENT, ORDERLY ANNEXATION AND THE EXERCISE OF JOINT POWERS FOR PLANNING AND LAND USE AND CONTROL" WHEREAS, the City of Stillwater adopted Resolution 2013 -048 approving Amendment Number One between the City of Stillwater and the Town of Stillwater at their regular meeting on April 2, 2013; and WHEREAS, the Town of Stillwater did not approve Amendment Number One to the agreement at the Joint Board Meeting held on April 18, 2013. NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council that Resolution 2013 -048 is hereby rescinded. Adopted by the Stillwater City Council this 7th day of May, 2013. Ken Harycki, Mayor ATTEST: Larry D. Hansen, City Administrator MEMORANDUM To: Mayor and City Council From: Shawn Sanders, Director of Public Works Subject: Aquatic Plant Management Funding Options Date: May 2, 2013 DISCUSSION Wenck Associates completed an Aquatic Pant Management Plan for Lily, Long and McKusick Lakes earlier this year. Included in plan was a recommended treatment and cost for each lake, which included a combination of chemical and mechanical treatment for each lake. The table below shows the recommended treatment and cost for each lake: Lake Cost Treated area Recommended Treatment Long Lake $18,000 21 acres Herbicide and Harvesting Lily Lake $2,200 1.5 acres Harvesting McKusick $42,000 46 acres Harvesting, Herbicide, algae skimming At the last council meeting, four options were proposed to fund these treatments. These options included establishing lake improvement districts or increasing the base rate of stormwater utility fund. These options include: Option 1- establishing three lake improvement districts each of the three contributing drainage areas for each lake Option 2 — establishing one improvement district by combining all three drainage areas for each lake Option 3 — establish a city wide drainage district Option 4- Increase the base rate of the storm water utility fund to fund the project Comments and observations on the options include: • All three lakes have their contributing drainage areas extend out of city limits, but the city has no way of passing on the costs to those areas. • Lake McKusick's contributing area includes both Long Lake and Lily Lake. These areas were not figured into Lake McKusick improvement district cost. • Option 3 — includes the entire City, some of which drains directly to the St. Croix. Should they be included in a district if they don't drain to one of these three lakes? • No option recognizes direct benefit to the lake shore property. • The Storm Water Utility is a city wide dedicated fund whose purpose is address water issues. Use of this fund would spread the cost city wide. • Management in Lily Lake only recommends treatment for access from the shoreline to open water, not a lake area benefit. One other possible funding option is to use a 50 -50 share of the Storm Water Utility and improvement districts. Use of the Stormwater Utility would acknowledge that these lakes are a city resource. Establishing a district for lakeshore properties or those properties who have immediate proximity to the lake would appear to get the most direct benefit. Using this method would spread the cost across a wide of participants. Excluding Lily Lake, districts could be established for Lake McKusick and Long Lake. Funding for this option would look this: Lake Total Coast Stormwater Utility District # of Properties Cost/ property Long $18,000 $9000 $9000 80 $112.5 McKusick $42,000 $21,000 $21,000 70 $300 A $30,000 increase in the Stormwater Utility would require an increase in the base rate of $0.60 per quarter which amounts to $2.40 for a single family home. Since ice out has occurred on the lakes, we will need to make a decision on funding options if we want to proceed with the plan for the summer of 2013. RECOMMENDATION Staff recommends that council make a determination on funding for the Aquatic Plant Management Plan from the options presented. c 0 :i..) rt:, -o c a) E E 0 U N ce N ro J Y 0 • (i) 0 5 CITY OF STILLWATER Lake McKusick - Harvesting and Herbicide Treatment 4- > c [D D E L ca ca -I- J Q� Q �� a--) -o :t-7; 41), cu (I) . %-1 tj . 0 ED rc3 I— ca = a) CU c0 01 Cl) Q 0 a) .> ro a--j a--) 4u at o) E 4-) .c (I) Q °- Q) E c m (t) cn __I (J) �o .0 O co N CD 11- _ c al ro 11 47)(c13 i ca : 2 _; j 03 2 c ti) = cn ca 0 U 0 • co 4—) 7:3 a) E E 0 U N (13 J O J co 0 N CITY OF STILLWATER Long Lake - Harvesting and Herbicide Treatment d- a) lzk 7 0 cn a-=) cu E av O _ II au .4-) E m -0 E m E c 4-) < -0 .1-1 4.01- c 4_, CD r c0 II E cu 2 CD O > a) ( O CD G �_ E a--) a E ro O 4) _. • V c c (n o C. L . _ MS CD C - CO r, = 4) O O H 1 I (f) < 0 U 0 • rT3 -0 EEa) a) 0 v ro J • O N 2 Co" V c U p 0 co E p ' '— ((I) a) c 2 le i O V O Ca- a) OCL 47?- -C O _c O � ti) , c� c(i) ro c -0 4°2, � ra ) O cn (1) V XMPROVEMEI'JT z 0 a. LME TMP P%VE MEtZr DISTRICT C3 Cir$ j LAKG IMV1TtlS1RICT • (cn1jr) Creating a lake Improvement District From Dave Magnuson , City Attorney The best way for us to do this is to set up a Lake Improvement District under 103B.501. If you look at this statute it is all about the County Board setting up these Districts, but 459.20 gives each City this power for all lakes wholly within their boundaries. It says: "The governing body of any home rule charter city or statutory city within this state has, with respect to any body of water wholly within its boundaries, all powers to establish and administer lake improvement districts under 103B.501 to 103B.581." So the Council can do this by first adopting a Resolution of Intent that: (1) specifies the boundaries which "shall be encouraged to be as consistent as practical with natural hydrologic boundaries; (2) prescribes the water and water related land resource management programs to be undertaken in the district; (3) states how the programs will be financed; (4) designate who will be responsible for supervising the programs; and, (5) sets a date for a hearing on the resolution. The hearing has a 30 day notice provision but no direction on whether the notice should be published or mailed to people within the proposed district. I think that both published and mailed to property owners is the safest plan. Anyone can appear and be heard at the hearing and "offer objections, criticisms, or suggestions about the necessity of the proposed district and how the person's property will be benefited by establishing the district ". The district is then established if the Council finds in a resolution that: (1) the proposed district is necessary or that the public welfare will be promoted by the establishment of the district; (2) property to be included in the district will be benefited by establishing the district; (3) formation of the district will not cause or contribute to long -range environmental pollution; (4) the order establishing must state the findings and set forth the items contained in the Resolution of Intent that will be carried forward. The financing of Lake Improvement Districts can be done with a variety of sources: (1) assess under 429 (I don't think this has legs for us). (2) impose service charges on users of lake improvement district services within the district. (3) issue obligations under 429.091 (this means general obligation improvement bonds.) (4) levy an ad valorem tax solely on property within the district solely on projects of special benefit to the district; or, (5) impose or issue any combination of service charges, special assessments, obligations and taxes. Finally, the tax that may be levied is in addition to amounts levied on all taxable property within the City for the same or similar purposes. ITMIU=ffIKIIK E E 0 4 • r, Creek Watershed District c ° H to) • rd CD <° • cn CD o U Sal 0 CD Sal 0 resources CD ° C 0 0 and 0 N d1 T1 • rti CD • ctup Q ° U CD ct • • CD CD CD CD n CD • ° H 0 O .0 O ° H • • U ° ° • "0 0 cy cy of 00 I Uar .o c • E H c CD cd CD z� Q C ID 0 rti CD CD H ° H • o-0 ct up0 ° -d 0 ° ° CD • o H c p � O Q ° o 4 to t o CD •� N O U • CD • rCI CD -H r, O N • o C ¢, O CD CD 00 O ° o 0 Sal ct 0 42, ci Sal O O ° • ° c.� z N • CV O ) N N N N O O O O 0 U up N a) c.) 'd 0 celepi el) U O ct has received two FY 2013 Clean Water FY 2013 Clean Water Grant to reduce sediment CV CAD CI • - i•i A e.4 e.4 loads and high temps to Brown's Creek — CV Ci ct g U d C4 vi 15 ae cLe cLe cLe :tea, Zoe Pi 0 N CLe ra W ae ae it eel ae ae r ae has received a FY 2012 Clean N H constructed in 2013. CJCI ct ct CV Cr) •■ .--1 7:1 Ct CD CD CD CD cd 7:1 . • O r Q . 0 'C ct ri 0 U • 4-� 0 0 0 0 o 0 9 FY 2013 Clean mi lishment a) 0 a) a) v] 0 0 i. U • '3 a) v] co v] 0 • U a) '•d E a) bA co co a) 0 a) a) Monitoring Project Performance Wood Pile Lake — B East Metro Water Resource Education For More Information — Contact the District Administrator: N 00 • CD • tf) 0 N 0 N oo • O N O Or Visit Us at the Brown's Creek Watershed District Website: District Consultants (selected in 2013 Biennial Solicitation): © 0 cct cipO 0 a y A, vi O 8 c7toy o °n • O c ao7.8 Emmons Olivier Resources, Inc. eormc.com 0 0 O t` 2012 Project Locations • 2012 Projects Inspected Previous Projects A Monitoring p • • • I AL CD cp O O O .O O CD N bO •', N O O O CO -- 0 0 0 z 0 N a) bA d co co U a) a) a) a) 0 O co a) co a) vD N O a) a) co i-. O N co N co 0 O Ord 0 ct ct . O o up o a' ct E O 1 d N 0 p �- O a) co a) a) -0 N i-. a) co a) co 0 N a) co co a) bA O a) a) c4 O a) U co • N O O czt czt czt U ~•t O a) N • ) cLi a) a) • U E O E c1-1 cip • • Ct bA U •� 0 N 1) I-� iU•i Oak Glen Golf Course —1,300 linear ft Stream Restoration & Two acres of Native Buffer Fall 2012 - Complete n 2012 — During Fall 2011- Before 0 N -.1- a - N 0 0 • O H c� �U O =U, 2 ,� `n 0 ct O . 0o bno H a) O v' up Z p . a a;27 'c) j • cA - ,—' '1 ct Q O V z ,to z z ti a) N O °O c N ti) CC) ct U = 5 co c/D �� EN co E N -4cA 0 April 11, 2013 STILLWATER TOWN BOARD MEETING Town Hall 7:00 P.M. PRESENT: Chairperson David Johnson, Supervisors Linda Countryman, Sheila -Marie Untiedt and Fred Brandt, Clerk Kathy Schmoeckel, Attorney Soren Mattick, Engineer Paul Pearson, Planner Berry Farrington, Treasurer Marsha Olson, Park Manager Rick Jacobson and Chief of Police Steve Nelson. 1. AGENDA - M /S /P Untiedt /Countryman moved to adopt the agenda as written. (4 ayes) 2. STILLWATER FIRE CHIEF - Stuart Glaser, Fire Chief, City of Stillwater was present to discuss their report for 2012. Their call volume for the year was 1,754, with about 60 of them for fires. Calls for Stillwater Township were up 23% with 166 calls. The Insurance Services Office did a study, but Chief Glaser does not expect much change in the ISO ratings. Our contract with the City is up this year and there will be discussion on that later in the year. Some possible items for our newsletter were discussed and Chief Glaser will provide some notes for our website. 3. MINUTES - M /S /P Countryman /Brandt moved to approve the March 14, 2013 Stillwater Town Board Meeting minutes as written. (3 ayes, Untiedt abstain) 4. TREASURER - a. Report given. b. Checks and Claims - The following checks and claims were approved for payment. Claim No. Vendor Amount 42107 CenturyLink $ 101.85 42108 Croix Valley Inspections, Inc. 10,411.57 42109 Department of Labor and Industry 907.82 42110 League of Minnesota Cities 223.00 42111 Maroneys Sanitation Inc 159.44 42112 MFRA 11,276.00 42113 Beverly Petrie 1,040.00 42114 Robert P Ranalla Jr 791.97 42115 Robert P Ranalla Sr 6.42 42116 Barbara Riehle 65.17 42117 Kathleen Nelson 50.85 42118 Stephen Nelson 785.00 42119 Kathryn Schmoeckel 72.18 42120 St Paul Stamp Works 35.60 42121 Stillwater Gazette 71.10 42122 Washington Co Public Safety Radio 103.02 42123 Xcel Energy 146.26 Stillwater Town Board Mtg. — 4/11/13 Page 2 42124 United States Treasury 105.12 42125 Marsha Olson 13.04 42126 Internal Revenue Service 668.00 42127 Minnesota Department of Revenue 10.60 42128 PERA 272.02 42106 GovOffice 4,575.00 Hiniker, James J 296.99 Nelson, Kathleen M 444.48 Nelson, Stephen W 1,163.61 Olson, Marsha Ann 414.78 Ranalla, Sr, Robert P 360.16 Riehle, Barbara 550.63 Schmoeckel, Kathryn G 645.52 5. ATTORNEY a. Orderly Annexation Agreement Extension - Attorney Soren Mattick had been contacted by the City of Stillwater's attorney Dave Magnuson to inform him that the City Council had agreed to extend the current Agreement by 5 years. There was some discussion of how this has come about without input from the Township as there are some additional items to be considered. More discussion at the next meeting b. Youth Services Contract - Youth Services would like to have a Service Contract with the Township. Some items with respect to dates and verbiage need to be cleaned up. Attorney Mattick will discuss this with the Youth Services Director and have a contract for the next meeting. 6. CHIEF OF POLICE - a. Report given. There were 15 burning permits, 2 for buckthorn. No dogs were impounded. b. Mutual Assistance for Dog Impound - Steve Nelson had checked with the City of Stillwater and they will help out with dog impound if needed when Chief Nelson is not available. c. CUP Checks - Steve Nelson is doing his annual check on CUP compliance. All but four have been done and he has found no issues. d. CERT Program - Steve Nelson had done some research and found that most cities and counties have opted out of this program as the costs are prohibitive. He suggested that Deb Paige, Washington County, could be asked to come to our picnic to discuss some emergency options with residents. 7. PLANNER - a. Sheriff's Shooting Range CUP Amendment - A new group (DNR Youth) may be using their shooting range which would require an amendment to their CUP. Steve Nelson reported that the County Attorney believes they can hold off on the application for now until and unless someone actually comes in to use the range and the costs for application can be deferred to them. For now the amendment application is on hold. b. Frac Sand Mining Update - Planner Berry Farrington had contacted Dennis O'Donnell with Washington County and Mike Raleigh to discuss this issue. Dennis Stillwater Town Board Mtg. — 4/11/13 Page 3 O'Donnell said they would need to amend their permit to allow this. Mike Raleigh said this would not be feasible at this time but he would like to be kept up to date if any changes in the regulations are anticipated. c. Trooien Property Fill Issue - This property is located at the northeast corner of Highway 36 and Manning Avenue. A contractor is looking for a place for fill from their project at Hilton Trail and Highway 36. They would require an access permit from Washington County, a permit from Stillwater Township for alteration and grading and a permit from the watershed. The work would be done from May to September with 20 to 30 active working days. There would be up to 20 trucks per hour. The consensus was that they should be encouraged to use Highway 36 rather than County Roads 15 and 12. With respect to the hours of operation, the City should lead as their residents will be most impacted. Consideration should be given to not operate during morning and afternoon rush hours. There should be a security requirement for erosion control and stabilization of the site. d. Royal Mechanical COC - A Certificate of Compliance was issued for Royal Mechanical at 9294 Norell Avenue North. They will be storing heating and air conditioning equipment. We will need to keep an eye on this to see that the storage does not get out of hand. Berry Farrington will communicate the conditions and terms of the permit to Steve Nelson for enforcement. 8. ENGINEER - a. Striping on Pawnee - Engineer Paul Pearson had been asked to look into striping on Pawnee Avenue off of Highway 95. He reviewed this road and since it serves local traffic only he recommends it not be striped. Pat Raleigh was present and she added that an individual resident is driving unsafely and the road is also used by bicyclists and track. Steve Nelson can be asked to patrol the road more frequently and to talk to the individual. There was discussion of whether there is any research to indicate that striping would affect the way people drive. b. Bids for Bituminous Maintenance Project - Five bids were received with North Valley, Inc. being the low bidder. David Johnson reported that the end of Arcola Trail is breaking up and would need to be patched unless the project is being done early in the season. Paul Pearson will check on their time frame. M /S /P Countryman /Untiedt moved to accept the bid from North Valley, Inc. (4 ayes) c. Website Announcement - Paul Pearson had prepared a suggested announcement for road work. The consensus was that this is appropriate with the addition of the dates when they are available. d. Magnesium Chloride for Gravel Roads - Paul Pearson had attended a webinar given by Dust Guard promoting the use of magnesium chloride in lieu of calcium chloride. He suggested using it on 100th Street from Otchipwe to the Raleigh mine as a test section. He will ask Raleigh to look into the comparative cost. According to the webinar, there are no environmental concerns and MNDOT uses this on their roads for ice control. Paul Pearson will look into this further with Raleighs. e. Rate Increase for Engineer - The engineer's rate was last increased in February of 2008. He is asking for an increase of 4% from $125 to $130 per hour. M /S /P Countryman /Brandt moved approval of the engineer's rate increase. (4 ayes) f. Street Sweeping -Paul Pearson will schedule this. Stillwater Town Board Mtg. — 4/11/13 Page 4 9. CLERK - a. Meeting with Carnelian- Marine Watershed District - They will be asked to come to our regular meeting on July 11, 2013 for a ten to fifteen minutes question and answer session. 10. PARK ACQUISITION - David Johnson reported that this property owned by Central Bank went before their board and they are not yet ready to make a decision. Possible alternate options were discussed. 11. PARK MANAGER a. Tree Trimming - Rick Jacobson received a second bid from Valley Trees for about $1,600. The other bid was about $2,200. He will get another bid from Haines Tree Service to remove the dead elm tree by the town hall. The funds for this project have already been approved. b. Parking Lot Striping - M /S /P Untiedt /Brandt moved to authorize the three lots (Town Hall, 2 lots in Otto Berg Park) to be striped for an amount not to exceed $1,000. (4 ayes) c. Port -a- Potties - The boy scouts will be building enclosures for the port -a- potties this summer. ADA facilities will be in at Otto Berg Park and at Arcola Heights Park. 12. RECYCLING GRANT - More discussion next month. 13. WEBSITE UPDATE - Possible additional costs were discussed. Fred Brandt reviewed what will be discussed at the next Communication Meeting on April 24th 14. ADJOURNMENT - The meeting was adjourned at 10:30 p.m. Clerk Chairperson Approved Washingtaa rowlvivimpor County forniftwar BOARD AGENDA MAY 7, 2013 - 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:05 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 it is not relevant to an issue that is part of Washington County's Responsibilities 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 General Administration — Molly O'Rourke, County Administrator A. 2013 1st Quarter Donations from Public and Private Sources B. Legislative Update 5. 9:20 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. 6. 9:35 Public Works — Wayne Sandberg, County Engineer Resolution - Master Partnership Contract with the Minnesota Department of Transportation 7. Board Correspondence 8. 9:45 Adjourn 9. 9:45 Washington County Regional Railroad Authority (RRA) Convenes — Andy Gitzlaff, Sr. Planner A. Roll Call B. RRA Meeting Minutes from April 2, 2013 C. Resolution — Rush Line Task Force Local Match Fund for the Advanced Alternatives Analysis Study D. Adjourn 10. 10:00 to 10:30 - Board Workshop with the Office of Administration Discuss the Thrive MSP 2040 Goals, Process and Time Table with the Metropolitan Council 11. 10:35 to 11:05 — Board Workshop with the Office of Administration Review Recommendations, Cost Estimates, and Draft Implementation Strategy from the Security Task Force 11:10 Finance Committee Assistive listening devices are available for use in the County Board Room If l...,, name,' mec;emnro.l„o in 'lien nl...r innw,,..go h..ar .,mmeo (aaal nan anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * MAY 7,2013 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the April 16 and 23, 2013 County Board Meeting minutes. B. Approval to appoint Dennis Hanna, Grey Cloud Island Township, to the Groundwater Advisory Committee as a watershed district representative to a first term expiring December 31, 2014. Accounting and Finance C. Approval to increase the Petty Cash and Change Funds by $450.00. Community Services D. Approval of the 2013 Community Development Block Grant and Home Investment Partnership Program (HOME) Annual Action Plan. Property Records and Taxpayer Services Public Works E. Approval of application for a renewal of an On -Sale and Sunday Liquor License for the Afton Apple Orchard, Cenco Farms, Inc. located in Denmark Township. F. Approval of an application for a 1 to 4 Day Temporary On -Sale Liquor License for Concordia Language Villages located in May Township, for May 16, 17, 18, and 19, 2013. G. Approval to set a public hearing date of May 21, 2013 to review and approve the Hardwood Creek Regional Trail Master Plan and forward the Master Plan to the Metropolitan Council for review and approval. H. Approval to award bid to Parkos Construction Company, the lowest responsible bidder, for flashing, soffit, and fascia restoration and repair at the Historic Courthouse in the amount of $78,568. I. Approval of contract with SRF Consulting Group, Inc. for design engineering for the County State Aid Highway 15 project at a cost of $60,312. J. Approval of a service contract with the Brickman Group, Ltd. for landscape maintenance services in the amount of $90,403.80. K. Approval of a traffic signal maintenance agreement with the City of Oakdale at the intersection of County State Aid Highway 10 and Hallmark Avenue. L. Approval of Amendment No. 3 to Cooperative Agreement with the South Washington Watershed District for the County State Aid Highway 19 -20 -22 roadway realignment project. *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 If l...,, name,' mec;emnro.l„o i...lmn...),..r innw,,..go h..ar .,mmeo (RI4) nan anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners April 30, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. General Administration The Board met in workshop session to review core functions and mandated services with the Office of Administration, Accounting and Finance, Human Resources, Information Technology, and Property Records and Taxpayer Services Public Works The Board met in workshop session to review core functions and mandated services with the Department of Public Works. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners April 23, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Miron — reported he attended the Counties Transit Improvement Board (CTIB) meeting; and he attended the Transportation Advisory Board meeting; - Commissioner Lehrke — reported on ways to expand library services by providing wireless services in parks; and she attended an Association of Minnesota Counties Lean Conference; - Commissioner Weik — reported that she sent information to Hennepin County Commissioner Peter McLaughlin regarding Washington County's library lockers; she attended the CTIB meeting which reviewed Thrive MSP 2040 and Met Council is looking for comments from all metro counties; she attended the Farm Family of the Year Awards and extended her congratulations to Byron and Helen Anderson of Hugo; and she testified at the Capitol in support of SF 773, Gateway Corridor transitway bond issue and appropriation. Community Services Approval to hire 9.00 Full Time Equivalent new positions (4.00 Special Project Eligibility Specialists through May 2015; 3 regular status Eligibility Specialists, 1 regular status Office Support II and one regular status Economic Support Supervisor) to meet increased workload anticipated with implementation of the Affordable Care Act and Health Care Exchange. General Administration Approval of the following actions: - April 9, 2013 County Board meeting minutes; - Community Thread recognition of volunteers as follows: 2013 Outstanding Group Volunteers — Day Out! Volunteers at FamilyMeans; 2013 Outstanding Youth Volunteer — Shawn Ramberg, Woodbury; 2013 Outstanding Volunteer — Chelsie Moore, Forest Lake; 2013 Lifetime Volunteer — Jerry Serfling, Stillwater; - Resolution No. 2013 -048, appreciation to Community Thread in Honor of National Volunteer Week, April 21 -27, 2013; - Legislative update presented; - Board workshop on May 14 regarding water resources to be expanded to include information on failing septic systems that was discussed last week; - Special meeting to be held on April 30 to conduct two workshops on core function and mandate reviews with Internal Services and Public Works; - Board correspondence was received and placed on file; - Board workshop held to review core functions and mandate services in the Departments of Community Services and Public Health and Environment; - Board workshop held to discuss the guiding principles for the 2014 budget process. Housing and Redevelopment Authority Adoption of Resolution No. 2013 -043, approving the 2014 Qualified Allocation Plan for the Housing Tax Credit Program. Information Technology Approval to purchase Core Network Switches manufactured by Cisco from a joint purchasing agreement with the State of Minnesota. Public Health and Environment Information presented on a recent Minnesota Department of Health evaluation on the delegated food, beverage, lodging, public pool, manufactured home park, recreational camping area, youth camp, and drinking water protection programs and their findings of Acceptable, Exceeds Minimum Standards for nearly all categories. Public Works Approval of the following actions: - Resolution No. 2013 -044, Minnesota Snowmobile Trails Assistance Program, Star Trail Association; - Resolution No. 2013 -045, Modify Easement Document No. 3779662 to amend the legal description created therein between Washington County and City of Oak Park Heights pursuant to the jurisdictional transfer of certain roads agreement; - Work orders 1 and 2 in the amount of $24,848.96 for the County State Aid Highway 10 paving project with Hardrives, Inc.; - Resolution No. 2013 -046, authorize final payment for County State Aid Highway 10 to Hardrives; - Resolution No. 2013 -047, authorize final payment for County State Aid Highway 14 to North Valley, Inc.; - Board workshop held to discuss the Rush Line Corridor, accomplishments, and Transit Advanced Alternative Analysis Study, 2013 A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Washingtaa rowlvivimpor County forniftwar BOARD WORKSHOPS APRIL 30, 2013 - 10:30 A.M. 10:30 Board Workshop with Public Works to 11:15 Review Public Works Core Functions and Mandated Services Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 2. 11:20 Board Workshop with the Office of Administration to 12:05 Review Core Functions and Mandated Services in the Department of Administration, Accounting and Finance, Human Resources, Information Technology, and Property Records and Taxpayer Services Assistive listening devices are available for use in the County Board Room If l...,, name,' mec;emnro.l„o in 'lien unl. ..r innw,,..go hnar .,mmeo.. &! (RI4) nan anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Washingtaa rowlvivimpor County forniftwar BOARD AGENDA APRIL 23, 2013 - 9:00 A.M. 1. 9:00 Roll Call Pledge of Allegiance Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 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 it is not relevant to an issue that is part of Washington County's responsibilities 9:10 Consent Calendar — Roll Call Vote 4. 9:10 General Administration — Molly O'Rourke Administrator Legislative Update 5. 9:20 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 figure board meeting. 6. 9:35 Community Thread — Valerie Jones, Executive Director Resolution — Recognizing Volunteers of Community Thread 7. 9:55 Public Health and Environment — Amanda Strommer, Program Manager Results of Recent Program Evaluations from the Minnesota Department of Health 8. 10:15 Community Services — Dan Papin, Director New Positions to Meet Increase Workload Anticipated with the Implementation of the Affordable Care Act and Health Care Exchange 9. Board Correspondence 10. 10:35 Adjourn 11. 10:45 to 11:05 — Board Workshop with Public Works Discuss the Rush Line Corridor, Accomplishments, and Transit Advanced Alternatives Study 2013 12. 11:10 to 11:55 — Board Workshop with the Office of Administration Review Core Functions and Mandated Services in the Departments of Community Services and Public Health and Environment 13. 12:00 to 12:30 — Board Workshop with the Office of Administration Discuss the Guiding Principles for the 2014 Budget Process Assistive listening devices are available for use in the County Board Room If l...,, name,' mec;emnro.l„o i...lmn...),..r innw,,..go h..ar .,mmeo (aaal nan anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * APRIL 23, 2013 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration Information Technology Public Works A. Approval of the April 9, 2013 County Board Meeting minutes. B. Approval of resolution, 2014 Qualified Allocation Plan for the Housing Tax Credit Program. C. Approval to purchase Core Network Switches from Cisco. D. Approval of resolution to participate in the Minnesota Department of Natural Resources Snowmobile Trail Assistance Program for the Star Trail Association. E. Approval of resolution to modify an existing utility easement created to address affected utilities within the 2013 Government Center roads and parking lot improvements and include additional utility easement area not identified in the original easement. F. Approval of work orders 1 and 2 in the amount of $24,848.96 for the County State Aid Highway (CSAH) 10 paving project with Hardrives, Inc.; and adoption of resolution authorizing final payment in the amount of $65,906.74 to Hardrives, Inc. for completion of the CSAH 10 paving project. G. Approval of resolution authorizing final payment in the amount of $47,230.70 to North Valley, Inc. for completion of the CSAH 14 paving proj ect. *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 If l...,, name,' mec;emnro.l„o in 'lien nl,..r innw,,..go h..ar .,mmeo (RI4) nan anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners April 16, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Bearth — reported he will be attending the Association of Minnesota Counties meeting; - Commissioner Kriesel — reported he has received several phone calls regarding septic systems being out of compliance and asked that a workshop be scheduled to discuss this issue and possible legislation for low or no interest loans through the Lessard -Sams Outdoor Heritage Program to help people of low income get their systems back in compliance; - Commissioner Miron — reported a professor at the University asked that students who have been doing studies on lake levels and a potential correlation between lake levels and the aquifer make a presentation at a workshop; he attended D.A.R.E. graduations in his district and thanked the Sheriff s Office and Deputy Maj eski for their work in the project; - Commissioner Lehrke — reported that the Red Rock Corridor Alternative Analysis update is progressing; she will be attending the Association of Minnesota Counties Lean Conference in St. Cloud; and reported that the National Association of Counties prescription drug program has saved county citizens $3,000 since the program began seven months ago; - Commissioner Weik — reported she attended meetings related to the Gateway Corridor including a presentation to the Woodbury Chamber; and she attended a legislative panel. Community Services Approval of a one year contract with State Operated Services for one registered nurse position for the Adult Mental Health Unit for the period of July 1, 2013 through June 30, 2014. County Attorney Approval on one FTE Assistant County Attorney II position for the Juvenile Division. General Administration Approval of the following actions: - Moment of silence for the victims of the bombing at the Boston Marathon on April 15; - April 2, 2013 County Board meeting minutes; - Legislative update presented; - Board correspondence was received and placed on file; - Executive Session held to discuss the possible purchase of interests in land owned by the Thomas E. and Edna D. Carpenter foundation located in Denmark Township; - Workshop held to review the core functions and mandated services in the Department of Community Corrections, the Sheriff's Office, and the County Attorney's Office. Human Resources Approval to revise Policy #5203, Family and Medical Leave of Absence. Public Health and Environment Approval of the following actions: - Appoint John Rheinberger, Stillwater, to the Public Health Emergency Preparedness Advisory Committee as a Local Government Representative, to a first term expiring December 31, 2013; - Appoint Lori Lindquist, West Lakeland Township, to the Washington County Minnesota Extension Committee, to a first term expiring December 31, 2015; - Volunteer Management Services agreement with Community Thread. Public Works Approval of the following actions: - Resolution No. 2013 -041, supporting an amendment of Grant Agreement Number 1- 2011 -09 with the Counties Transit Improvement Board for the Newport Transit Station; - Cooperative cost share agreement with the South Washington Watershed District for the CSAH 19 -20 -22 construction project; - Cooperative cost share agreement with the City of Cottage Grove for the CSAH 19 -20 -22 construction proj ect; - Resolution No. 2013 -042, bid award for CSAH 19 -20 -22 construction project to Valley Paving, Inc.; - Maintenance agreement with the City of Cottage Grove for the CSAH 19 -20 -22 construction proj ect. Sheriff's Office Approval of the following actions: - One new FTE and two new .50 part -time deputies for 2013 to work exclusively in the county parks; - Resolution No. 2013 -040, National Public Safety Telecommunications Week, April 14 -20, 2013; - Agreement with Stainless LLC to reduce the height of the Somerset Radio Tower. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners April 9, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Lehrke — reported she attended the mid - session legislative breakfast; she attended the Washington County Water Consortium; she attended the County Sheriff's Employee Recognition event; and she attended the Community Action Partnership meeting; - Commissioner Miron — reported he attended the County Sheriff's Employee Recognition event; he received an invitation to attend the Offender Recovery Program graduation; he attended the Forest Lake City Council meeting and presented them with an Excellence in Concrete Paving Award from the Minnesota Department of Transportation and the Minnesota Concrete Paving Association; - Commissioner Bearth — reported he has been in contact with the Pine Springs City Council and put them in contact with various county people to answer their questions; - Commissioner Weik — reported she attended the County Sheriff's Employee Recognition event; she thanked all of the legislative delegation for a great mid - session briefing; and she attended a Southwest Light Rail Corridor Management committee meeting. General Administration Approval of the following actions: - Appoint Commissioner Ted Bearth as alternate to the Association of Minnesota Counties Board of Directors; - Legislative update presented; - Board correspondence was received and placed on file; - Public hearing held to consider an application of Norman James, LLC for the benefit of Valley Caratage for tax abatement on property located at 8665 Hudson Boulevard in the City of Lake Elmo; - Resolution No. 2013 -038, authorizing Valley Cartage Real Estate Tax Abatement; - Board workshop held to discuss the 2014 Budget Guidelines. Property Records and Taxpayer Services Approval of the following actions: - Resolution No. 2013 -035, repurchase of tax forfeited land by Mardie A. Perez; - Application for renewal of an On -Sale and Sunday Liquor License for the Outing Lodge LLC located in Stillwater Township; - Board workshop held to discuss pay 2013 final tax. Public Health and Environment Presentation of an Award of Recognition from UCare on behalf of the Family Health Nursing Team for their collaboration and partnership in the SEATs program which distributed 200 child car seats in 2012. Public Works Approval of the following actions: - Cooperative cost share agreement with the City of Woodbury for the County State Aid Highway 18/Woodlane Drive traffic signal and turn lane construction project and a cooperative maintenance agreement for three signalized intersections in the City of Woodbury; - Resolution No. 2013 -036, bid award for County State Aid Highway 18 at Woodlane Drive Turn Lane and Signal System to Asphalt Surface Technologies Corporation; - Amendment No. 4 to the contract with Lockridge Grindal Nauen, P.L.L.P. for federal relations services; - Agreement with the Minnesota Department of Natural Resources to access ponds through county park land for rearing walleyes; - License for the use of real property to the Minnesota Department of Natural Resources allowing them to construct two groundwater observation wells in the Lake Elmo Park Reserve; - Resolution No. 2013 -037, supporting comprehensive transportation funding; - Cooperative cost share agreement with the City of Woodbury for the County State Aid Highway 19 construction project; - Resolution No. 2013 -039, bid award for County State Aid Highway 19 to Eureka Construction, Inc., - Update on efficiency initiative in the Building Services Division; - Executive Session held to discuss the judgment and further litigation options on the Reibel Property. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota.