Loading...
HomeMy WebLinkAbout2013-07-30 CC PacketREGULAR MEETING RECESSED MEETING i 1 1\la t ec IMF 1 IRTMELA CE OF MINNESOTA REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North July 30, 2013 (In Place of August 6, 2013 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Discussion on use of TIF for reconstruction of Wolf Buildings as Boutique /Hotel 2. Discussion with Stillwater Township IV. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator 7:00 P.M. AGENDA 4:30 P.M. 7:00 P.M. V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of July 16, 2013 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 12. Human Rights Commission Award Presentation — Sara Damon (Resolution 2013 -116) 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. 13. Resolution 2013 -117, directing payment of bills 14. Board of Water Commissioners Financial Statement 15. Possible approval to purchase of cutting edges for plows 16. Resolution 2013-11 8, accepting work and ordering final payment for Main Street Pedestrian Walkway 17. Possible approval to purchase computers — various departments 18. Possible approval of Sanitary Sewer adjustments 19. Possible approval of grading Millbrook Park Ballfield 20. Possible approval of grading amphitheater is Lowell Park XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS 21. Consideration of Chamber of Commerce's request for Downtown studies 22. Discussion on RFP for Community Festival XIV. NEW BUSINESS XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT Since its inception in 1924,the AMA has maintained a position of strong opposition to excessive motorcycle sound. Based on its opposition to excessive motorcycle sound,the AMA recommends the following: • All motorcyclists should be sensitive to community standards and respect the right of fellow citizens to enjoy a peaceful environment. • Motorcyclists should not modify exhaust systems in a way that will increase sound to a level that is offensive.This includes the installation of unmuffled exhaust systems. • Organizers of motorcycle events should take steps--through advertising,peer pressure and enforcement—to make excessively loud motorcycles unwelcome. • Motorcycle retailers should discourage the installation and use of excessively loud replacement exhaust systems,including unmuffled"straight pipes." • The motorcycle industry, including aftermarket suppliers of replacement exhaust systems, should adopt responsible product design and marketing policies aimed at limiting the cumulative impact of excessive motorcycle sound. • Manufacturers producing motorcycles that meet the appropriate federal standards should continue to educate their dealers and customers that louder exhaust systems can decrease the performance of motorcycles. • Law enforcement agencies should fairly and consistently enforce appropriate laws against excessive vehicle sound and other sources of undesirable sound. • The motorcycle industry and the safety community should educate customers and riders that excessive sound can be fatiguing,thus impairing good riding skills and judgment,making riding less enjoyable. The Following from 2009column of the magazine Motorcycle Cruiser.Ute McCaslin served as HD president for ten years .Retiring in 2010 xn a message entitled"Something We Never Want to Lose" on his company's website,Harley-Davidson Motor Company President and CEO Jim McCaslin tackles the issue of motorcycle noise and the increasing backlash motorcycling is experiencing as the result of loud pipes.Citing a four-fold increase in negative media coverage during the last decade,bans on motorcycles in some communities,attempts to curtail major motorcycle events,anti-tamper legislation,and other limitations of freedom for motorcyclists as the result of complaints about loud pipes,McCaslin says, "We all,every Hog lovin' one of us,must do everything we can to protect our sport and keep it as strong as it is today." fn other words,it's time to pipe down. This is the second stage of Harley-Davidson's campaign against loud exhaust pipes.Its initial effort last year was directed at and through dealers,with posters and literature that attempted to educate dealers and riders about the negative consequences of loud pipes.Harley-Davidson spokesman Paul.James also told Motorcycle Cruiser that during the next few months Harley will cease shipments to dealers of racing exhaust systems that can be fitted to street models.We could no longer find any racing exhaust systems listed on the company's accessory website.However,Harley-Davidson still offers dozens of accessory exhaust systems that are street-legal(and therefore acceptably quiet),including for use in California. RESOLUTION 2012 -117 DIRECTING THE PAYMENT OF BILLS BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the bills set forth and itemized on Exhibit "A" totaling $1,594,479.94 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 30th day of July, 2013. Ken Harycki, Mayor ATTEST: Nancy Manos, Acting City Clerk EXHIBIT "A" TO RESOLUTION #2013 -117 LIST OF BILLS Ace Hardware Action Rental, Inc. Advanced Disposal Services Aramark Uniform Services, Inc Armstrong Crane and Rigging ASCAP Aspen Mills AutoNation BCA -CJTE Becker Arena Products Bjorklund Compensation Consulting Bornt Rich Boyer Trucks Brock White Co. LLC Brownells Inc Carquest Auto Parts CDW Government, Inc. Century Link Century Power Equipment Cole Papers Comcast Cotroneo Jeff Cub Foods Dresel Danielle Ess Brothers & Sons Inc. Fastenal Company Fire Safety U.S.A. FleetPride Foremost Promotions Goodin Company Granicus, Inc Harris Services LLC Heritage Printing, Inc. Iceman Industries, Inc. Intoximeters Jimmys Johnnys, Inc. Lakeview Hospital League of MN Cities League of MN Cities Ins Tr League of MN Cities Ins Tr M.J. Raleigh Truck Co. Madden.Galanter.Hansen LLP Make A Wish Foundation Meisinger Construction Co. Inc. Menards Supplies Concrete and trailer Profile fee and manifest printing Uniform and mats Hoist small chiller License fee Uniforms Touch up Training and education - Crayne Glass Professional services Reimburse for mileage Parts Supplies weapon supplies Parts and supplies Ink and eprinter Phone Parts Towels and tissue TV, Internet and Voice EHL Summer Camp Refund Plates and napkins Park Fee Refund Lettered sanitary Supplies Gas monitor and pump Solenoid valve Fire Education Materials Supplies Platform hardware config and monthly fee Compressor safety woork on controls AP white window envelopes Ice melt Intoximeters Toiltet rental Blood draws Home Ins Workers Comp Thru June 30 2013 Claim C0020223 Amended expand - Municipality Sand and roller Professional services Park Fee Refund Pedestrian Walkway Tools and supplies Page 1 108.45 780.18 250.13 869.56 960.00 12.83 419.51 5.88 190.00 472.39 65.00 77.70 316.70 376.39 4,031.57 118.56 166.84 159.96 518.35 322.98 451.25 245.00 54.81 100.00 433.91 298.36 2,693.38 93.22 2,712.30 186.58 2,874.08 1,618.10 174.21 3,644.44 3,072.66 1,164.11 50.00 2,191.07 1,000.00 (544.50) 342.50 1,271.08 50.00 12,896.90 1,506.56 EXHIBIT "A" TO RESOLUTION #2013 -117 Metropolitan Mechanical Contractors Minnesota UI Fund MN Chiefs of Police Assoc. MN Pollution Control Agency MN State Armory Building Commission Moody's Moore Tim MTI Distributing NAPA Auto Parts Needels Supply, Inc. Office Depot Olson Jennifer Otis Elevator Company Pomp's Tire Service Inc. Premier Glow Provantage LLC RES Specialty Pyrotechnics, Inc. Ricoh USA, Inc. RiedelI Shoes, Inc. Sherwin Williams Springsted St. Croix Boat and Packet Co. St. Croix Boat and Packet Co. Standard Spring Parts Stillwater Collision & Restoration Stillwater Medical Group Stillwater Motor Company Stillwater Rotary Club Streichers Sun Newspapers T.A. Schifsky and Sons, Inc. Thomson Reuters Trans Union LLC United Rentals North America USAble Life US Bank Valerius, Paul Valley Trophy WalMart Community Washington County License Center Washington County Public Works Washington County Recorder Water Management Systems LLC Wingfoot Commercial Tire Wulfing David Yocum Oil Company Ziegler, Inc. Maintenance agreement Unemployment benefits CLEO Command Academy Floodwall reimburse for design services fire hall Rating call 2013 Log me in Bolt Blade Parts and supplies Cleaning supplies Office supplies EHL Summer Camp Refund Elevator service Service Glow necklaces and glasses Shipping 2013 Fireworks Copier Lease Skates Paint Bond Issuance 2013 & Continuing disclosure Pizzas Ramp cleaning Front spring, bracket, bolt, shackiet ki Repair Drug screen Parts and service Membership Supplies Publications Asphalt Information charges Information charges Equipment rental Term Life Insurance Agent fees Refund of utiliy payment Engrave Gateraid for bike race Renewal tabs 1 ton of material used cold black top Terra Springs projects and planning Impeller jacking bolt Tires Dog boarding Fuel Repair Page 2 2,162.00 127.30 640.00 187.50 2,205.90 10,000.00 29.99 169.60 68.89 218.67 429.42 245.00 1,088.49 403.57 288.13 28.82 42,000.00 69.27 495.67 615.90 15,413.43 193.35 750.00 2,595.22 2,797.97 100.44 189.57 182.50 754.22 395.26 4,588.40 102.96 20.00 615.01 422.42 402.50 153.20 10.69 61.96 22.00 130.00 438.00 21.21 3,514.43 262.00 12,787.25 839.10 EXHIBIT "A" TO RESOLUTION #2013 -117 LIBRARY Baker and Taylor Brodart Co Comcast Grainger Heritage Printing, Inc. Menards Midwest Tape Office of Enterprise Technology Quill Corporation Scholastic Book Fairs Sun Newspapers Toshiba Business Solutions, USA Value Line Publishing Inc. Washington County Library ADDENDUM Board of Water Commissioners Clark, Dan Community Thread Delta Dental Holiday Fleet Magnuson Law Firm Mastel Event Management Xcel Youth Service Bureau Adopted by the City Council this 30th Day of July, 2013 Library materials Library materials Telecommunications Janitorial supplies Supplies Janitorial supplies Library materials Telephone Supplies Summer reading books Publication Maintenance agreement Periodicals Library Materials GO Water Rev Bonds Series 2013A Custodian 3rd 2013 Contribution COBRA 2013 Fuel Professional Service Refund for Fire Services Electricity , Gas 3rd 2013 Contribution Page 3 1,589.56 1,596.92 56.90 194.36 20.95 56.04 944.92 333.86 4.99 399.78 56.27 32.43 269.00 3,324.09 1,400,000.00 1,057.50 3,818.75 292.90 49.71 5,505.43 456.00 13,879.37 2,500.00 TOTAL 1,594,479.94 Memo DATE: July 30, 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 1st 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 (3`d 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 Toilet leak From 21,000 3rd To 8,000 iiiWater THE BIRTHPLACE OF MINNESOTA Memo To: Mayor and City Council From: Tim Moore, Public Works Superintendent Date: July 30, 2013 Re: Grading Millbrook Park Ballfield As part of the Millbrook Park Improvements master plan approved by the Park and Recreation Commission on September 26, 2011, a ballfield has been planned on the eastern portion of the park. Staff has been working with the St. Croix Valley Athletic Association (SCVAA) on the development of a grass infield. Staff has received two quotes for the grading of the infield; one from Fuhr Trenching Inc. for $3,875 and the other from Bell's Trucking Inc. for $3,950. In addition to the grading, Bell's Trucking Inc. quote includes removal and relaying existing sod infield and Fuhr Trenching Inc. quote does not. RECOMMENDATION Staff recommends approving quote from Bell's Trucking Inc. in the amount of $3,950 to be paid out of Capital Outlay Park Improvements. j1lwat THE BIRTHPLACE OF MINNESOTA Memo To: Mayor and City Council From: Tim Moore, Public Works Superintendent Date: July 30, 2013 Re: Grading Amphitheater in Lowell Park As part of the Lowell Park Improvements, an amphitheater has been planned directly east of the new pedestrian plaza walkway. With the Corps of Engineers project scheduled for completion at the end of August, it is important to get started on constructing the amphitheater as soon as possible. This would enable the City to seed the area and have adequate growing time to establish the turf this fall. The grading will involve the placing of impervious clay material on the majority of the site for flood protection. Staff has received two quotes; one from Miller Excavating for $47,075 and the other from Raleigh Trucking for $34,187.60. RECOMMENDATION Staff recommends approving quote from Raleigh Trucking in the amount of $34,187.60 to be paid out of Capital Outlay Park Improvements. Bill Turnblad From: William Gorton <wgorton @costar.com> Sent: Monday, July 29, 2013 6:11 PM To: Bill Turnblad Subject: RE: CoStar subscription for Stillwater Bill, See my responses in red below. As you saw when we met, CoStar maintains the largest and most comprehensive database of commercial real estate information and provides services that enable you to analyze, interpret and gain unmatched insight on commercial property values, market conditions and current availabilities. CoStar data includes detailed property information plus transaction information (both sale and lease transactions) and wide range of analytic capabilities; tenant contact and lease information; comprehensive coverage of comparable sale transactions. Remember also that much of the data is exportable so you can easily merge it with other data that you may have access to. The CoStar researchers are also happy to help in updating information that may be missing or incomplete. Based on the information below, you would need access to CoStar Property and CoStar Tenant data. Concerning the Downtown Real Estate Valuation Survey, I am assuming that the "estimated land value" and "estimated building value" information you want to include is the same information as in the public tax records. If you wanted to consider doing updated estimates of fair market values, then you may want to also consider access to CoStar Comps (sale transaction information). Any CoStar subscription would require a minimum 1 -year term, with a one -time implementation fee $285. The fees listed are monthly rates, and would provide access to CoStar data by 1 or 2 licensed users. If you need or want more people to have access, please let's discuss. Remember also that training is included at no added cost (includes one -on- one and on -line webinars). a. $315 - CoStar Property and CoStar Tenant data - Washington County, MN b. $401 — CoStar Suite (includes Property, Tenant, and sale Comps data) c. $574 - CoStar Property and CoStar Tenant data — Minneapolis /St Paul Metro Market area (15 counties; 13 counties in MN plus St Croix and Pierce Counties In WI) Let me know if you have any questions. Also let me know how you would like to proceed, and I will send the draft subscription agreement for your review. Best Regards, Bill G 1. Downtown Commercial Survey This study would detail the actual amount of square footage of commercial space available for business purposes. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would generally include: • Individual building square footage available for business purposes (including upper office or apartment area as present). Yes, each building record includes total rentable area, as well as current square footage vacant or available. The data also provides building type and in many cases a secondary types as well. For example retail properties may have a primary designation as General Retail, Neighborhood Center, etc. and may also have a secondary designation as restaurant, health club, bank, daycare or maybe a storefront office /retail or storefront office /residential. • Breakout of square feet by business type using SIC codes for national comparison purposes. Most Tenants have SIC codes identified. • Current business type by building and block location. All properties are geo- coded, so you can search by any geographic method that you like. Identify buildings within a given block and the tenants within those buildings. 1 • Total resulting square feet of commercial space (office and retail) in use and vacant. CoStar tracks total square footage, plus both vacancy and availability. Vacancy alone does not determine availability. Similarly space that is currently occupied may actually be available, as is the case with month -to -month tenancies, or tenants near the end of their current lease terms. With CoStar you can differentiate vacancy and availability. 2. Downtown Real Estate Valuation Survey This study would examine the current baseline real estate values, or collective value of downtown, as it relates to our largest regional capital asset. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would include: • Property PID number, owner name and mailing address — yes • Property address - yes • Current tenant and business use by SIC code (cross referenced) - same as above; building information includes Tenant information if you are a subscriber to CoStar Tenant. • Building square footage (cross referenced) — yes, see above • Taxing Districts (classifications per Kevin Corbid's presentation) CoStar has map - polygon search capabilities that allows you to create the area(s) you want to select • Estimated land value - included in "public record" tab in CoStar • Estimated building value - included in "public record" tab in CoStar • Taxable value - included in "public record" tab in CoStar • Property tax - included in "public record" tab in CoStar William Gorton Account Executive CoStar Group 161 Chaparral Drive Apple Valley, MN 55124 Direct 612.360.9243 Fax 866- 805 -2499 wgorton @costar.com www.costar.com From: Bill Turnblad [ mailto :bturnblad @ci.stillwater.mn.us] Sent: Thursday, July 25, 2013 3:12 PM To: William Gorton Subject: CoStar subscription for Stillwater I spoke with our City Administrator again today. He is eager to finalize some type of subscription for CoStar services. And, he would like us to have it available by September 1 if we can settle on services. The reason for the urgency is a request from our Chamber of Commerce to fund several studies, and City staff believes that CoStar may be able to provide some of the data they want to assemble through a consultant. Two of the studies they would like the City to fund are a Downtown Commercial Survey and a Downtown Real Estate Valuation Survey. The details of their request are below. If the CoStar data can provide the majority of what they want to study, then the City would prefer to subscribe to CoStar to have constantly current data. 1. Downtown Commercial Survey This study would detail the actual amount of square footage of commercial space available for business purposes. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would generally include: • Individual building square footage available for business purposes (including upper office or apartment area as present). • Breakout of square feet by business type using SIC codes for national comparison purposes. 2 • Current business type by building and block location. • Total resulting square feet of commercial space (office and retail) in use and vacant. 2. Downtown Real Estate Valuation Survey This study would examine the current baseline real estate values, or collective value of downtown, as it relates to our largest regional capital asset. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would include: • Property PID number, owner name and mailing address • Property address • Current tenant and business use by SIC code (cross referenced) • Building square footage (cross referenced) • Taxing Districts (classifications per Kevin Corbid's presentation) • Estimated land value • Estimated building value • Taxable value • Property tax Can CoStar provide the majority of the bullet - pointed information? And if so, what would the subscription price be for that data? Also, would their be a minimum number of months that we would have to subscribe for? Thanks for any information you can provide, Bill Turnblad Community Development Director City of Stillwater 3 Jijter The Birthplace of Minnesota MEMORANDUM TO: Mayor & Council FROM: City Administrator Hansen DATE: July 26, 2013 SUBJECT: Recommendation on Chamber Requests At the last City Council meeting, the Council discussed the Downtown Revitalization Committee's requests for forming an economic development group in the City, and a request for funding studies and surveys. Since neither Bill nor I were involved with the requests, we did not have much to say except the process needed more vetting. The Council turned that task over to me to make a recommendation. Since I believe there are two issues, I will treat them separately. 1. Should the City have an Economic Development Entity? I do not believe that Stillwater should have a formal entity such as an Economic Development Authority, Housing Redevelopment Authority, or Port Authority. After 30 years of experience, I can tell you that these groups, once created, are difficult to get rid of. Once created they are given certain formal powers such as owning property, selling bonds, making loans and grants, etc. They are not always filled with professionals and are often political appointees. They can and do become estranged from Council and lack the accountability of a council. I do not recommend that the Council secede any of their formal powers to such groups. In Stillwater an EDA was created in June of 1989 and the Council was appointed as members. This was done to give extra economic development authority to the City Council. The EDA never acted independently and has remained dormant since that time. In the 1990s, a Port Authority was abolished in Stillwater. HRA powers were transferred to the County in 1995. This being said, I do believe the City could benefit from an advisory group, lacking formal power, perhaps an economic development commission. I recommend that if created, it be temporary in nature and authorized for a two year time period. I believe it could concentrate on strategy and polices as recommended by the Downtown Revitalization Committee. I would not recommend that the group review private development proposals. I recommend that the group consist of no more than seven members, and include Community Development Director Turnblad, myself, two City Councilmembers and three Chamber or DRC members. With the changes we have coming in the next few years, this group has the potential to be of valuable assistance. 2. Chamber Request for Funding of Studies and Surveys. I have now had the opportunity to review the Downtown Revitalization RFP for Baseline Data Studies and Surveys and believe it to be a good document. However, after reviewing the extensive research on Buxton, submitted by Councilmember Kozlowski, I do not recommend awarding a contract to them. It appears to me they have simply put together a computer program using a "cookie cutter" approach that outlines some definitions, offers no real recommendations, and probably will not yield any tangible results. In addition, they are too expensive. I do however, agree that now is an opportune time to be planning for the changes Stillwater is about to undergo. In reviewing the RFP, Mr. Turnblad and I believe we could accomplish Item 1: Downtown Commercial Survey, and Item 2: Downtown Real Estate Valuation Survey. Mr. Turnblad and I are both familiar with these types of surveys and feel this information would be very valuable to the City. In the past, the Mn DTED and Region 9 (Mankato area) developed this type of survey, but they did not keep them updated, so they became obsolete in approximately six months. Bill has found a national company called Pro Star that develop these types of data bases and keep them constantly updated for a fee of as little as $200 per month. Once Bill has fully vetted the company, we could recommend subscribing to their services immediately. We will find the funding in the current budget. As far as the rest of the RFP, we believe it still needs some work and once completed we would recommend that the City and the Chamber/Downtown Revitalization Committee enter into some type of cost sharing to complete it. It is my firm belief and experience that if all parties do not have some "skin in the game," the results will not be taken seriously and put to use. In addition, I believe we should hire a firm that is local (at least the metro area) and preferably one that we already have a working relationship with. I have little faith in a company thousands of miles away that is unfamiliar with Stillwater, MN, and probably will not do business with us again. Bill is familiar with Maxfield, likes their work, and they have worked with us before on the Downtown Plan. Enclosed for your review is a copy of the RFP developed by the Downtown Revitalization Committee. With some additional work, I believe we can and should accomplish a majority of it. /nm Request For Proposals Downtown Revitalization Baseline Data Studies and Surveys Purpose Conduct a series of thorough studies and surveys to fully assess downtown's current economic horsepower and business mix performance, in other works — how well does downtown really function economically and what is the level of performance. These studies will also include a resulting action plan, or recommended tenant mix, that the committee and City will use to attract and contact those businesses and uses identified in the resulting recommendations. The summer of 2013 is the last season we have to get a full three- dimensional economic assessment completed prior to the opening of Brown's Creek Trail and Lowell Park improvements. More importantly, 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. With a thorough understanding of the economic performance of downtown, in relation to the economic and revitalization opportunities the Downtown Revitalization Committees have identified, 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. Recommended Study Modules 1. Downtown Commercial Survey This study would detail the actual amount of square footage of commercial space available for business purposes. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would generally include: • Individual building square footage available for business purposes (including upper office or apartment area as present). • Breakout of square feet by business type using SIC codes for national comparison purposes. • Current business type by building and block location. • Total resulting square feet of commercial space (office and retail) in use and vacant. Conducted by: Jon Whitcomb, Greystone Real Estate Group with City assistance 2. Downtown Real Estate Valuation Survey This study would examine the current baseline real estate values, or collective value of downtown, as it relates to our largest regional capital asset. The general geographical area included in the survey would contain the properties located within the designated historical district. Baseline data would include: • Property PID number, owner name and mailing address • Property address • Current tenant and business use by SIC code (cross referenced) ® Building square footage (cross referenced) o Taxing Districts (classifications per Kevin Corbid's presentation) © Estimated land value © Estimated building value • Taxable value • Property tax Conducted by: Washington County Tax Department / Tax Role Report 3. Downtown Business Owner Survey This study would examine the current baseline status of all the downtown businesses. The purpose of this study is to ascertain the overall health and wellness of downtown businesses and to determine the gross sales volume of downtown. Knowing the collective sales volume of downtown is paramount to addressing all future economic needs, disparities and potential capital investment required to elevate downtown's economic performance to the highest point humanly possible. This baseline data is the most essential element to determining how each business type is performing and contributing to the overall success of downtown. The general geographical area included in the survey would contain the businesses located within the designated historical district. Baseline data would include but not limited to: • Name and address of business (this study could be anonymous but it would be far more helpful and accurate with other cross referencing of data) • Own or lease space • Type of business (by SIC code) • Business square footage by business type (if leasing to multiple businesses) • Years in business • Business sales trends (going up or going down, etc. for example) • Formal marketing plan or use of business consultant • Operation information (hours, owner managed, marketing budget etc.) • Gross annual sales (single most important data point to determine downtown's economic wellbeing and future potential) 4. Pedestrian Study Understanding the pedestrian interaction patterns of downtown under its current business mix and civic improvements such as the Plaza will identify visitor density along downtown. We hope to determine where pedestrian concentration is heavy and where it is light prior to any changes in pedestrian patterns due to bike trial and Lowell Park improvements. Our goal is to determine how to better manage the pedestrian traffic patterns downtown so we create a well - balance economic environment by identifying new opportunities to purposefully direct the consumer experience so we may maximize downtown's full potential. This information could result in examining future placement of additional parking ramps to distribute the traffic patterns from west to east should main street become more narrow with wider sidewalks, for example. Conducted by: Peter Bruce 5. Market Analysis This study would examine the current baseline status of all those who visit downtown businesses. The purpose of this study is to get a firm understanding as to who is actually coming to downtown, why and how often. Knowing the target audiences that are currently coming to downtown will tell us essential marketing and product mix clues and provide an outlook as to how this current audience may be impacted by the changes coming to downtown. This data will be essential to see if we are targeting the right markets or if we need to adjust future branding and marketing strategies to gain the right visitor demographics that will support the new downtown and generate greater economic benefits. The general geographical area included in the survey would contain interviews located within the designated historical district. Baseline data would include but not limited to: • Where they come from and why they came • Are they browsing and enjoying the town or did they come here with a purpose • Age and gender type and what or who motivated them to come • How often do they visit downtown, how long do they stay and what do they do • How did they hear about Stillwater and what caused them to come • How much money do they think they spend each time they come • Average annual income and other essential demographic information This could involve two sets of surveys, one for people visiting downtown (mostly tourists) and one sent to area residents (why they do or don't come downtown, etc. ?) 6. Business Mix Recommendations This report would identify the gaps and economic shortfalls of our current downtown as exposed by all the previous mentioned studies. This report would make recommendations as to the ideal business mix and desired products and services that would fit with the new changes to downtown. Possible identifiers include: • Business types missing or under developed per SIC code / other city comparisons • Most preferred target market of downtown visitors / repeat spenders with disposable incomes who seek specific types of stores and experiences • Best combination of professionally run local businesses and successful brand businesses • Strategies to bring awareness and traffic to the north end of downtown • Strategies to bring foot traffic to side streets and second and third street • Ideal commercial business mix layout for historical district 7. Marketing Strategies This report would outline the specific criteria and strategies that would be essential to successfully launch a revitalized downtown marketing and promotion campaign. This report would address many of the nagging issues that have hindered downtown as the premier go -to destination. Campaign themes and strategies may address: • All the new amenities, activities, shops and dining experiences • The perception of a downtown parking problem (this could involve a very innovative approach to address this issue head on) • Ways to invite area residents to adopt their own downtown Conducted by: To be determined COMMUNITY SYMPOSIUM your ideas. Your Future. DRC Committee Chairs Brian Zeller Biking Pat Wolf Business Mix Richard Cummings Ambiance Ryan Lettner River Front Steve Reeser Branding GREATER CHAMBER of COMMERCE June 28, 2013 Stillwater City Council and Staff City of Stillwater 216 4th Street N Stillwater, MN 55082 Stillwater City Council and Staff: For the last 10 months the Downtown Revitalization Committee has worked diligently to identify and research a wide array of exciting opportunities that will bring downtown to a whole new level of prominence as the state's "birthplace of Minnesota." Their work, passion for a better downtown, and commitment to form a long and successful relationship with the City, has culminated to this moment when they collectively ask for the City's commitment and support that will transform downtown into a vibrant commercial district for generations to enjoy. These unprecedented opportunities are within our grasp, provided the City takes the recommended actions to make these opportunities a reality. Included in this packet are the primary opportunities that now need Council /staff support. In a perfect world, we could articulate every economic benefit per every dollar invested to revitalize downtown. Naturally, this is unrealistic. What is not unrealistic is the enormous impact these opportunities possess to create a vibrant downtown when all are merged into a seamless series of improvements that create a downtown as never before. The DRC has done everything in their power to assist the City, now they ask for your support. At this council meeting, the DRC seeks: • Approval of a budget for a thorough Economic Development Action Plan • Authorized staff assistance for a preliminary Transient Dock Grant request • Non - financial support for a Bike Friendly Community Assessment • Snow removal quotes for a designated downtown improvement zone • City determination for building facade and tree up- lighting The future of downtown, regardless of the work 40 plus members of the DRC have brought forward to create a revitalized downtown, now rest in the hands of the City. Let's now work together to take full advantage of these tremendous opportunities. Regards, c.Xefeltreeter Coy 05tiottner Co -chair Co -chair M I N N E S O T A MDH DEPARTMENToF HEALTH Protecting, maintaining and improving the health of all Minnesotans July 26, 2013 Stillwater City Council c/o Ms. Diane Ward, Clerk Stillwater City Hall 216 North Fourth Street Stillwater, Minnesota 55082 Dear Council Members: SUBJECT: Lead /Copper Tap Water Monitoring Report, PWSID 1820024 This letter is to report the results of your recent lead /copper monitoring that is required by the Safe Drinking Water Act. The results revealed the following 90th percentile levels: 90th percentile lead level = 4 µg /1 (rounded as 0.004 mg /1). The action level for lead is 15.0 1.1g /1. 90th percentile copper level = 355 µg /1 (rounded as 0.355 mg /1). The action level for copper is 1300 µg /1. Based on these results, your public water system has not exceeded the action level for lead and has not exceeded the action level for copper. By federal rule, 40 CFR 141.85, you are required to provide the lead /copper results to persons served at the sites that were tested. In addition, you must provide them with an explanation of the health effects of lead /copper, list steps consumers can take to reduce exposure to lead /copper in drinking water, and water utility contact information. The notification must also provide the maximum contaminant level goals, the action levels for lead /copper, and the definitions for these two terms. Notification must be made within 30 days by U.S. Mail. If the residence is a rental property, both the occupant(s) of the residence and rental property owner must be notified. To assist you in meeting the notification requirements, we have enclosed a sample letter and a fact sheet on lead /copper in drinking water. All of the information contained in the sample letter is EPA required language and must be included in your letter and provided to the homeowner. If you would like to receive any of the enclosed documents via e -mail, please send your request to pauline.wuoti @state.mn.us. The lead/copper sampling site addresses are private data. This information was classified as "nonpublic" by the Minnesota Department of Administration in October 2004, upon the request of Minnesota Department of Health (MDH) and Minnesota community water supply systems. When notifying the persons served at the sites that were tested, provide them with the results for that address only. General Information: 651- 201 -5000 • Toll -free: 888 -345 -0823 • TTY: 651-201-5797 • www.health.state.mn.us An equal opportunity employer Stillwater City Council Page 2 July 26, 2013 PWSID 1820024 Within 10 days after notifying the residents of their results, you must complete the enclosed Lead /Copper Results Delivery Certification form and return it to us along with a copy of the letter that you sent to the residents notifying them of their results. A return envelope is enclosed for your convenience. Please note that all enclosures are sent to the addressee of this letter. Persons receiving a copy (cc) of the letter do not receive any enclosures. It is the responsibility of the addressee to follow through with the requirements. Your next round of lead /copper monitoring has been scheduled for July 2016. Sample bottles will be sent to you from a contract laboratory early in the monitoring period. The enclosed report should be placed in your records and a copy maintained on or near the water supply premises and available for public inspection for not less than ten (10) years. If you have any questions, please contact me at 651/201 -4674, or Lih -in Rezania at 651/201 -4661. Sincerely, Pauline A. Wuoti Community Public Water Supply Unit Environmental Health Division P.O. Box 64975 St. Paul, Minnesota 55164 -0975 PAW Enclosures cc: Water Superintendent Minnesota Department of Health List of Sampling Locations and First Draw For Lead /Copper Tap Water Monitoring Sampling Period: 6/1/2013 - 9/30/2013 PWSID: 1820024 PWS Name: Stillwater 90th Percentile Lead Level: 4 pg /L 90th Percentile Copper Level: 355 pg /L Samples Received: 30 Samples Required: 30 Reduced Long Term Site No. Location (Site Address) Tier No. k1 -4) Plumbing Materials Sample Results Collected LSL LP CP /LS Other Lead 15.0 (pg /L) Copper 1300 (pg /L) 00002 540 Eagle Ridge Trail 55082 1 X < 1 17 6/19/2013 00004 242 Deer Path Court 1 X 3 120 6/20/2013 00010 480 Eagle Ridge Trail 55082 1 X < 1 249 6/20/2013 00018 502 South Hemlock Street 55082 3 X < 1 557 6/20/2013 00019 703 Everett Drive 55082 3 X 3 112 6/20/2013 00020 1120 William Street North 55082 3 X 1 138 6/20/2013 00021 708 Harriet Drive 55082 3 X 1 103 6/20/2013 00023 2608 Edgewood Court 55082 3 X 4 336 6/20/2013 00025 2635 Edgewood Court 55082 3 X 2 158 6/19/2013 00027 314 Birchwood Drive 55082 3 X < 1 15 6/20/2013 00034 2644 Sky View Court 55082 3 X < 1 73 6/20/2013 00035 2541 Hidden Valley Lane 3 X 1 152 6/20/2013 00037 600 Northland Avenue 55082 3 X 1 754 6/20/2013 00039 2500 Hidden Valley Lane 3 X 1 156 6/20/2013 00040 2629 Edgewood Court 55082 3 X 1 142 6/21/2013 00042 2644 Edgewood Court 55082 3 X < 1 141 6/20/2013 00050 1511 2nd Street North 55082 3 X < 1 143 6/20/2013 00057 2835 Wildcrest Lane 55082 3 X 5 355 6/20/2013 00060 2871 Woodridge Lane 55082 3 X < 1 168 6/20/2013 00061 756 Nightingale Boulevard 3 X 3 327 6/20/2013 Minnesota Department of Health List of Sampling Locations and First Draw For Lead /Copper Tap Water Monitoring Sampling Period: 6/1/2013 - 9/30/2013 PWSID: 1820024 PWS Name: Stillwater 90th Percentile Lead Level: 4 pg /L 90th Percentile Copper Level: 355 pg /L Samples Received: 30 Samples Required: 30 Reduced Long Term Site No. Location (Site Address) Tier No. (1 -4) Plumbing Materials Sample Results Collected LSL LP CP /LS Other Lead 15.0 (pg /L) Copper 1300 (pg /L) 00063 2831 Woodridge Lane 3 X < 1 169 6/20/2013 00065 1207 Martha Street North 3 X 1 77 6/19/2013 00066 627 Hillside Lane 3 X 4 194 6/20/2013 00068 621 Maple Street West 1 X < 1 38 6/20/2013 00069 202 Harriet Street North 3 X 15 350 6/20/2013 00071 936 5th Avenue South 3 X < 1 507 6/20/2013 00078 2231 Pinehurst Lane 1 X < 1 184 6/20/2013 00079 508 Stillwater Avenue West 3 X < 1 53 6/20/2013 00083 1114 Williams Street North 3 X < 1 17 6/20/2013 00084 663 Second Street South 3 X < 1 332 6/20/2013 MDH MINNESOTA DEPARTMENT OF HEALTH Lead /Copper Results Delivery Certification Municipal System (Population Greater Than 3,300) PWS Name: Stillwater Compliance Period: June 1, 2013 - September 30, 2013 ?S., PLEASE COMPLETE THIS FORM. Delivery/Notification must be completed within 30 days. PWSID: 1820024 Delivery/Notification: Residences were notified by U.S. Mail on (date). You must submit a copy of the letter that you sent to the residents notifying them of their results, along with this certification form. Failure to provide notice of the lead /copper results to persons served at the sites that were tested and submit this Results Delivery Certification form to the MDH will result in enforcement action, which may include fines, from the U.S. Environmental Protection Agency and /or the MDH. I certify that lead /copper results were provided to persons served at the sites that were tested along with the following information: MCLGs, ALs and their definitions, a fact sheet on the health effects of lead /copper which includes steps to reduce exposure to lead /copper in drinking water, and contact information for the water utility. I further certify that notification was completed within 30 days after our system learned of the results, and that if the residence is a rental property, both the occupant(s) and rental property owner were notified. Signature: Print Name: Job Title: Phone: Date: Email Address: Please print clearly Return this certification form and a copy of the resident notification letter to MDH, in the enclosed envelope, within 10 days after notification has been completed. Mailing Address: Minnesota Department of Health c/o Pauline Wuoti, Compliance Officer Community Public Water Supply Unit Environmental Health Division P.O. Box 64975 St. Paul, Minnesota 55164 -0975 If you have any questions, please call 651/201 -4674, or email pauline.wuoti @state.mn.us. 03/10 MDH OfPAiiTMEM a taitgtkag Lead and Copper in Drinking Water Important Information on How to Protect Your Health Lead Health Effects Lead is a common metal that has been in many consumer products but is now known to be harmful to human health if ingested or inhaled. It can be found in lead -based paint, air, soil, household dust, food, some types of pottery, and drinking water. Lead is rarely found in natural sources of water such as rivers and lakes or underground aquifers. When people come in contact with lead, it may enter their bodies and accumulate over time, resulting in damage to the brain, nervous system, red blood cells, and kidneys. Infants and children who drink water containing lead in excess of the action level could experience delays in their physical or mental development. Children could show slight deficits in attention span and learning abilities. Lead in water can be a special problem for infants whose diets may be mostly liquids, such as baby formulas or concentrated juices mixed with water. Smaller bodies can absorb lead more rapidly than bigger ones, so amounts of lead that won't hurt an adult can be very harmful to a child. Adults who drink this water over many years could develop kidney problems or high blood pressure. Copper Health Effects Copper is a reddish metal that occurs naturally in rock, soil, water, sediment, and air. It has many practical uses in our society and is commonly found in coins, electrical wiring, and pipes. It is an essential element for living organisms, including humans, and - in small amounts - necessary in our diet to ensure good health. However, some people who drink water containing copper in excess of the action level over a relatively short amount of time could experience adverse health effects, including vomiting, diarrhea, stomach cramps, and nausea. Some people who drink water containing copper in excess of the action level over many years could suffer liver or kidney damage. The human body has a natural mechanism for maintaining the proper level of copper in it. However, children under one year old have not yet developed this mechanism and, as a result, are more vulnerable to the toxic effects of copper. People with Wilson's disease also have a problem with maintaining the proper balance and should also exercise particular care in limiting exposure to copper. People with Wilson's Disease should consult their physician. Sources of Lead/Copper Lead usually gets into your water after it leaves the treatment plant. This usually happens through the corrosion of materials containing lead in household plumbing. The most likely sources of lead in your household water are lead pipes, lead solder on copper pipes, brass faucets, fittings, and valves, including those advertised as "lead- free," or lead service lines connecting the water main to the inside plumbing. Lead pipes are no longer installed for service lines or in household plumbing, and lead solder has been outlawed in Minnesota since 1985. The amount of lead allowed in brass fixtures has also been limited, but can still contribute some lead to drinking water (note that many faucets are made of brass even if they do not have a "brass" color). Even with these restrictions in place, some homes, especially older homes, may still have significant amounts of lead in their plumbing systems. Copper works its way into the water by dissolving from copper pipes in the household plumbing. The longer the water has stood idle in the pipes, the more copper it is likely to have absorbed. Newer homes with copper pipes may be more likely to have a problem. Over time, a coating forms on the inside of the pipes and can insulate the water from the copper in the pipes. In newer homes, this coating has not yet had a chance to develop. How To Reduce Your Exposure Anytime the water has not been used for more than 6 hours - overnight, for example, or during the day when people are gone to work or school - it should be cleared from the pipes before being used for drinking or cooking. Let the cold water faucet run until you can feel the water getting colder, usually 30 to 60 seconds. The amount of time it takes will depend on your home and how its plumbing is arranged. If your home has a lead service line (which you can determine by asking your local water utility), you should flush water for an additional 2 to 3 minutes to make sure you are getting fresh water from the water main. This must be done before taking drinking water from any faucet in the house. Other household water uses will also help clear standing water from your home's plumbing. For example, you may want to establish a routine of doing household tasks that use water - such as showering, flushing the toilet, or running the dishwasher - first thing in the morning before using water for drinking or cooking. Keep in mind that you'll still need to flush individual faucets for a short time before using them for drinking water. Hot water dissolves lead/copper more quickly than cold water so don't use water from your hot -water faucet for cooking or drinking. If you need hot water for cooking or drinking, take water from the cold water tap and heat it. It is especially important not to use the hot water for making baby foliuula. Also, boiling the water does not reduce lead levels and may actually increase them. Some treatment devices can reduce the amount of lead in your drinking water. Reverse - osmosis and distillation units can be used for that purpose. A few types of water filters also remove lead. Check the product literature to be sure it has been certified for lead removal by NSF International (http: / /nsf.org). Also, you must follow the manufacturer's recommendations for operation and maintenance to ensure that the treatment equipment works correctly. The water you run from drinking water taps does not have to be wasted. You can use this water for cleaning purposes or for watering plants. You may want to keep a container of drinking water in your refrigerator, so you don't have to run water every time you need it. Many laboratories can test your water to see if there is a lead problem. Fees will vary between labs. Check your Yellow Pages under "Laboratories- Testing." For more infoimation, please visit EPA's website at: www.epa.gov /lead. Minnesota Department of Health Division of Environmental Health P. O. Box 64975 St. Paul, Minnesota 55164 -0975 http: / /www.health.state.mn.us /water To request this document in another format, call 651-201-4700; TTY 651- 201 -5797 - 2 - - January 2008- 90 Percentile Fact Sheet Sample Letter - All info in this letter must be provided to the homeowners. Public Water Supply Letterhead Date Residence Info /Address Dear Resident(s): Thank you for participating in the lead /copper tap monitoring that was recently conducted. This letter is to report the lead /copper results at your residence. The reported results for your residence are parts per billion (ppb) for lead, and ppb for copper. The 90th percentile lead and copper levels for our system are for lead, and for copper. The action level for lead is 15.0 ppb with the maximum contaminant level goal (MCLG) set at zero. The action level and MCLG for copper is 1300.0 ppb. The results indicate that we [have / have not] exceeded lead and [have / have not] exceeded copper. The following definitions will be helpful with regard to the information provided above: 90th Percentile Level - This is the value obtained after disregarding 10 percent of the samples taken that had the highest levels. (For example, in a situation in which 10 samples were taken, the 90th percentile level is determined by disregarding the highest result, which represents 10 percent of the samples.) Note: In situations in which only 5 samples are taken, the average of the two with the highest levels is taken to determine the 90th percentile level. Action Level - The concentration of a contaminant which, if exceeded, triggers treatment or other requirements which a water system must follow. Maximum Contaminant Level Goal (MCLG) - The level of a contaminant in drinking water below which there is no known or expected risk to health. MCLGs allow for a margin of safety. For additional information on lead and copper in your drinking water, please refer to the enclosed fact sheet or go to www.health.state.mn.us /water or [utility website address]. If you have any questions please contact [System Contact] at [Phone]. Sincerely, (System Info Signature Block) AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North July 30, 2013 (In Place of August 6, 2013 REGULAR MEETING 4:30 P.M. RECESSED MEETING 7:00 P.M. 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Discussion with Stillwater Township IV. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. Community Development Dir. 6. Public Works Dir. 7. Finance Director 8. City Attorney 9. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 10. Possible approval of July 16, 2013 regular meeting minutes IX. P ETITIONS, INDIVIDUAL S, DELEGATIONS & COM MENDATIONS 11. Human Rights Commission Award Presentation – Sara Damon (Resolution 2013 -116 ) 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 c oncerns 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 mo tion. T here 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. 12. Resolution 2013 -117 , directing payment of bills 13. Board of Water Commissioners Financial Statement 14. Possible approval to purchase of cutting edges for plows 15. Resolution 2013 -118, accepting work and ordering final payment for Main Street Pedestrian Walkway 16. Possible approval to purchase computers – various departments XII. PUBLIC HEARINGS - OUT OF RESPECT FOR O THERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUT ES OR LESS. None. XIII. UNFINISHED BUSINESS 17. Consideration of Chamber of Commerce’s request for Downtown studies 18. Discussion on RFP fo r Community Festival XIV. NEW BUSINESS XV. PETITIONS, INDIVIDUA LS, DELEGATIONS & CO MMENDATIONS (CONTINU ED) XVI. COMMUNICATIONS/REQUE STS XVII. COUNCIL REQUEST ITEM S XVIII. STAFF REPORTS (CONTI NUED) XIX. ADJOURNMENT TO EXECUTIVE SESSION FOR LABOR NEGOTIATIO N DISCUSSION CITY COUNCIL MEETING July 16, 2013 REGULAR MEETING 7:00 P.M. Vice Mayor Polehna called the meeting to order at 7:04 p.m. Present: Councilmembers Kozlowski, Menikheim, Weidner (arrived at 7:11 p.m.), and Polehna Absent: Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Police Chief Gannaway Public Works Director Sanders Finance Director Harrison Community Development Director Turnblad City Clerk Ward PLEDGE OF ALLEGIANCE Officer Dan Young led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to approve the July 2, 2013 regular and recessed meeting minutes. All in favor, PETITIONS, INDIVIDUALS, DELEGA TIONS & COMMENDATIONS Nite to Unite - Officer Dan Young Officer Dan Young explained activities planned for the annual Nite to Unite event scheduled for August 6, 2013: neighborhood block parties and a central event in Washington Square Park. He also info rmed the Council and the audience that a nine -week publicity safety citizens’ academy will be held this fall. City Clerk Ward noted that because of Nite to Unite, the next Council meeting will be July 30 with no Council meeting on August 6. City Council Meeting July 16, 2013 Page 2 of 6 Financial Statement - Tom Koop, CliftonLarsonAllen Tom Koop and Chris Knopik of CliftonLarsonAllen presented the Comprehensive Annual Financial Report for the Fiscal Year Ended December 31, 2012. Mr. Knopik explained that this is a favorable audit; the City Finance Department should be commended. He noted it is time for the Council to consider an increase in sanitary sewer rates as there has been no increase since 2006 and the fund is losing money. He also suggested looking at the signs and lighting fund as well . OPEN FORUM There were no public comments. STAFF REPORTS Public Works Director Sanders updated the Council on the Army Corps of Engineers project which started this week. He also reviewed the letter the City is ready to send to the Coast Guard requesting a temporary deviation from the lift bridge schedule. CONSENT AGENDA Resolution 2013 -110, directing payment of bills Resolution 2013 -111, amending section 10 -5 Family Care Leave, City of Stillwater Personnel Policy Possible approval of temporary liq uor license at Ascension Church – River Market Community Coop Resolution 2013 -112, approving Exhibit A as it relates to Resolution 2013 -057, a resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code Possible approval of utility bill adjustments Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Polehna Nays: None PUBLIC HEARINGS C ase No. 2013 -08. A public hearing to consider a request from Cornerstone Land Surveying Inc, representing Tom Garley, for an amendment, final plat for Cottonwood Trail Addition and zoning map amendment for the property located at 13295 Boutwell Road North in the Transitional Zoning District and any variances related thereto. Continued from July 2, 2013 meeting. Community Development Director Turnblad explained that the addition consists of three lots. Two of the lots would accommodate relocation of the exi sting houses on the adjacent Armory site. The third lot would be a large lot for the Garleys’ existing home. This lot has future re -subdivision City Council Meeting July 16, 2013 Page 3 of 5 potential. He explained the current version of the development agreement. The developer is asking for waiver of City sewer and water connection fees, which total about $15,000, but staff believes since there will be new connections to the system, there will be impacts and so they ought to be paid. Except for this item, staff approves the development agreement and re commends approval of the final plat and the development agreement. Vice Mayor Polehna opened the public hearing. Tom Garley of 13295 Boutwell explained his request for the wavier of the SAC and WAC charges . The timing of when the houses have to go and when the road can get put in creates a time lag. The houses will need to be moved this year but sewer and water won’t be connected until next year due to Armory construction timelines. There is interest on the construction loan and lost revenue while they sit empty, creating a financial hardship. There were no other public comments. It was the Council consensus that all new properties pay SAC and WAC charges for hookup to city sewer and water so to waive these charges would not be in the City’s best int erest. Community Development Director Turnblad noted budget approval for the Armory is still anticipated around August 2013, and the target date to start construction is April 1, 2014 however discussions have been held so that the road may be the first item built so that Mr. Garley’s hookups could happen sooner rather than later. Motion by Councilmember Weidner, seconded by Councilmember Kozlowski, to ado pt Resolution 2013 -113 , a resolution approving the final plat for Cottonwood Trail Addition as stated, Case No. 2013 - 08. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Polehna Nays: None Motion by Councilmember Weidner, seconded by Councilmembe r Kozlowski, to adopt Resolution 2013 -114 , a resolution approving the Development Agreement for Cottonwood Trail Addition, Case No. 2013 -08. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Polehna Nays: None City Council Meeting July 16, 2013 Page 4 of 6 UNFINISHED BUSINESS Discussion of Ch amber of Commerce request for downtown studies Todd Streeter, Executive Director of the Greater Stillwater Area Chamber of Commerce, explained the request for City assistance to fund studies that would assess various economic, demographic, marketing and business mix aspects of the Downtown Stillwater retail sector. He explained the Chamber's mission. This is not a request for funding for the Chamber’s operations; an economic development plan is needed to provide data being requested by those seeking to re locate. Kevin LaCasse of Greystone Commercial spoke of economic challenges. He said that a plan needs to be done to get the proper tenant mix to meet the serious economic challenges of downtown retailers and landlords. Larry Cramer of Rafters, and landl ord of the Exchange Building, told the Council he has lost money every year for the last 10 years. The City is the “landlord” of the downtown, and needs to work together with the Chamber to develop an economic development plan. Councilmember Weidner coun tered that the City is not the “landlord” of downtown because it does not control nor can it enforce what a study recommendations would recommend for the downtown space or businesses. He believes the study is a good idea, but doesn’t believe it is the res ponsibility of the City to fund. Sam Leon of Acapulco and Pub 112 thanked the City for paying for the planters downtown, and doing things like providing an interest free loan to a business that was looking to remodel in Stillwater. He and his family busi ness are happy to be in Stillwater. Mr. Streeter summarized that the downtown is a very complex organism. There are fears that when the bridge is completed, Stillwater will become a drive -by community. An economic development plan is an investment in the future. It will take teamwork between the City, business owners and building owners. Vice Mayor Polehna mentioned the major investments in downtown that have already been made by this and previous Councils, including the pedestrian plaza , trail head , ne w restrooms etc . Councilmembers take a lot of pride in the community. He believes City Staff needs to weigh in with a recommendation; only then should the Council vote on the funding. Councilmember Kozlowski commended the energy and expertise brought by t he Chamber. He feels the City needs to develop a commission of some type in order to direct the process before committing to funding the study. He wants to make sure economic development is a priority for the City but doesn’t think the study will be the si lver bullet that influences that. Councilmember Menikheim expressed surprise and concern at the comments of fellow Councilmembers. He believes a study is needed and the City needs to partner with the business owners to accomplish it. City Council Meeting July 16, 2013 Page 5 of 5 Councilmember Poleh na responded if it involves taxpayers’ money, the recommendation should come from City Staff. Councilmember Menikheim replied that he views this as delaying making a decision, avoiding tak ing any risks, and putting the responsibility on staff Councilmem ber Weidner responded that the City has a responsibility to assist with economic development but he disagrees with the method by which it is proposed. The work of the symposium is fantastic; he has a philosophical difference when it comes to the City’s rol e. Councilmember Kozlowski said the City should form an Economic Development Commission charged with increasing the economic vitality of the community. Councilmember Polehna agreed that the City should be involved but he also thi nks there should be other funders of the study as well. He took exception to remarks that he was characterized as not caring about the downtown. Councilmember Weidner commented he feels the City has dithered too long and the issue has been before the Coun cil twice. He would put it back on Staff to make a recommendation. Councilmember Polehna noted that he promised Mayor Harycki the Council would not vote on the issue tonight; it should be referred to Staff to come back with a recommendation at the next meeting. Consider adopting new rate structure for downtown parking Community Development Director Turnblad reviewed the Downtown Parking Commission’s proposed rate increases but it was also the recommendation to table the increase until 2014. There seems to be a general feeling that increasing parking rates in 2014 would be adding insult to injury because downtown traffic will be disrupted this year and next yea r due to construction of the St. Croix Crossing Project and Highway 36 upgrades . The City Council made this same comment on May 7, and suggested that if the rate in crease were approved, it ought not to become effective until the spring of 2015. Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to table parking increases for review in 2014 after evaluation of construction timetables. Ayes: Counc ilmembers Kozlowski, Weidner, and Polehna Nays: Councilmember Menikheim Discussion on RFP for Community Festival Community Development Director Turnblad presented a first draft of a request for proposals for a Stillwater Community Festival. He requested Council comments by July 25 so he can bring a more final version to the next meeting. City Council Meeting July 16, 2013 Page 6 of 6 NEW BUSINESS Possible approval of plans and specifications and authorization to advertise for bids for Downtown Parking Lot improvements Public Works Director Sanders informed the Council of the completion of plans and specifications for the reconstruction of downtown parking lots. Bid opening and award are scheduled for mid - August, and the contractor should be starting after Labor Day which gives them two to two and a half months to complete everything. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt Resolution 2013 -115, approve plans & s pecifications and ordering advertisement for bids for downtown parking lot improvements (Project 2 012 -06) Ayes: Councilmembers Menikheim, Kozlowski, Weidner and Polehna Nays: None COUNCIL REQUEST ITEMS There were no Council Request Items. ADJOURNMENT Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to adjourn the meeting at 9:15 p.m. All in favor. ____________________________ Michael Polehna, Vice Mayor ATTEST: ___________________________________ Diane F. Ward, City Clerk Resolution 2013 -110, directing payment of bills Resolution 2013 -111, amending section 10 -5 Family Care Leave, City of Stillwater Personnel Policy Resolution 2013 -112, approving Exhibit A as it relates to Resolution 2013 -057, a resolution establishing procedures relating to compliance with reimbursement bond regulations und er the Internal Revenue Code Resolution 2013 -113, a resolution approving the final plat for Cottonwood Trail Addition as stated, Case No. 2013 -08. Resolution 2013 -114, a resolution approving the Development Agreement for Cottonwood Trail Addition, Case No . 2013 -08. Resolution 2013 -115, approve plans & Specifications and ordering advertisement for bids for downtown parking lot improvements (Project 2012 -06) RESOLUTION 2013-116 STIL LWATER H UMANRIG HTS AWARD SARA DAMON WHEREAS,TH E STILLWAT ER HUM AN RIGHTS COMMISSION R EQU ESTED NOMINATIONS FOR STILLWAT ER 'S HUM AN RiGHTS AWARD;AND WHEREAS,SARA DAMON HAS BEEN NOMINA TEDFORH ER ACTIV E ROL E ASA LOCAL EDUCATOR TEAC HING GEOGRAPHY AT STILLWATER J UNIOR HIGH WHERE SH E HASPRES ENTED APOWERF UL PAR TNERSHIPF ORL EARNINGAN DS ERVICE TO PROMOTE UND ERSTANDI NG ONISS UES RA NGING FRO M W ATER SHORTAG EST O CU LT U RALDIF FERE NCES;AND WHEREAS,SH E B UILTACU RRICULUM EX PLAINING T HEH UMAN RIGHTSAB USES I N TH E D ARFUR R EGION OF WEST ERN S UDAN A ND FACILITATING FOR OVER 5 YEARS THE STILL WA TER JR .HIGH H20 WAT ER FOR TH E SOUTH SUDAN PROJECT.H ER STUDENTSDISCOVEREDINNOCENT C IVILIANSCA UGHT I N TH EC ROSSFIREBYR EADING "TH EY POURED FIRE ON Us FROM THE SKY".SHE ALSOPROVID ED A P ERSONAL CO NNECTION TOM EET WITHO NE OFTH E A UTHORS A ND A "LOST BOY OFS UDAN",BE NJAMIN A JAK.S ARA I NSPIR ED H ER ST UDENTS TOCH AMPIONA C AMPAIGN TOHELPVI CTIMS OFTHISTRAGIC C IRC UM STANCE,AN D C OLLABORATINGWITH T HEHELPO F H20 FOR LIF E,SARA AN DHERST UDENTS R AISED O VER $41 ,000 I N STILLW ATER TOF UND 8 C LEAN W ELLS TOPROVID E WATER TOT HEV ILLAGERSO F SO UTH S UDAN;AN D WHEREAS,THE V ILLAGERSOF SUD AN H AVE GAIN ED ABASICH UMAN RIGHT:ACCESSTOS AFE WAT ER;HERSTUDE NTS LEARN ED THATWESHAREACOMMON HUMAN E XPERIENCEWITHPEOPLEWHO MIGHTLOOKA ND LIVE DIFFERENTLY,ANDPROVIDINGSTUD ENTS WITHDEEPER UNDERSTANDING OF GEOGRAPHY CO NCEPTS RELATEDTO CULTURE ,MIGRATIO N ANDTHEREFUGEEEXP ERIENCE;AND WHEREAS,SARA ISKNOWNFORGOI NG ABOVEA ND BEYONDHERD UTIES ASA TEACHER INORDER TOH ELP H ER ST UDENTS G AIN R EAL-LIFE EXP ERIENCE TH ATA PPLIESTOTH E ST UDY O F GEOGR APHY ,AN D HASP ARTNERED WITHTHE DNR TODE VELOP THE NAT IONALLYRE NOWNED"FIREWISE "C URRICULUM. Now THEREFORE,BE IT RESOLVED,BY THE CITY COUNCIL OFTHE CITY OF STILLWATER , MINN ESOTA ,THE HUMAN RIGHTS AWARD IS PRESENTED TO SARA DAMON IN APPRECIATION OFHER OUTS TANDING LEADERSHIP AND DEDICATION TO HUMAN RIGHTS,AND IS HEREBY COMMENDED FOR THOSE EFFORTS . ADOPTED BYTH E CITY COUNCIL THIS 30TH DAYOF JULY ,2013. KE N HARYCKI ,MAYOR EXHIBIT "A"TO RESOLUTION #2013-11 1 LIST OF BILLS Ace Hardware Action Rental,Inc . AdvancedDisposalServices Aramark Uniform Services,Inc Armstrong CraneandRigging ASCAP Aspen Mills AutoNation BCA-CJTE BeckerArena Products Bjorklund Compensation Consulting Bornt Rich BoyerTrucks Brock White Co.LLC Brownells Inc Carquest Auto Parts COW Government ,Inc. Century Link Century Power Equipment ColePapers Comcast Cotroneo Jeff CubFoods DreselDanielle Ess Brothers &SonsInc. FastenalCompany FireSafetyU .S.A. FleetPride Foremost Promotions Goodin Company Granicus,Inc HarrisServices LLC Heritage Printing,Inc. Iceman Industries,Inc. Intoximeters JimmysJohnnys,Inc. Lakeview Hospital League of MNCities League of MNCitiesInsTr League of MNCitiesInsTr M .J .RaleighTruckCo . Madden .Galanter.Hansen LLP MakeAWish Foundation Meisinger Const ruction Co.Inc. Menards Supplies Concrete and trailer Profile feeand manifest printing Uniform andmats Hoistsmall chiller Licensefee Uniforms Touchup Training and education -Crayne Glass Professional services Reimburse for mileage Parts Supplies weapon supplies Partsandsupplies Inkand eprinter Phone Parts Towels andtissue TV,Internet andVoice EHL Summer CampRefund Platesandnapkins ParkFeeRefund Lettered sanitary Supplies Gas monitor and pump Solenoid valve Fire Education Materials Supplies Platform hardware config and monthly fee Compressor safety woork on controls AP white window envelopes Ice melt Intoximeters Toiltet rental Blood draws HomeIns Workers Comp Thru June302013 ClaimC0020223 Amended expand-Municipality Sandand roller Professional services ParkFeeRefund Pedestrian Walkway Toolsandsupplies Page1 108.45 780 .18 250.13 869.56 960.00 12.83 419.51 5 .88 190.00 472.39 65 .00 77.70 316.70 376 .39 4,031.57 118 .56 166.84 159.96 518.35 322.98 451.25 245.00 54.81 100.00 433 .91 298.36 2,693.38 93.22 2,712.30 186.58 2,874.08 1,618.10 174.21 3,644.44 3,072 .66 1,164.11 50.00 2,191.07 1,000.00 (544 .50) 342.50 1,271.08 50 .00 12,896 .90 1,506.56 EXHIBIT "A"TORESOLUTION #2013-117 Metropolitan Mechanical Contractors Minnesota UI Fund MNChiefs of PoliceAssoc . MN Pollution Control Agency MNState Armory Building Comm ission Moody 's Moore Tim MTI Distributing NAPAAutoParts NeedelsSupply ,Inc. OfficeDepot Olson Jennifer OtisElevatorCompany Pomp'sTireServiceInc . Premier Glow Provantage LLC RES Specialty Pyrotechnics,Inc. Ricoh USA ,Inc. RiedellShoes,Inc. Sherwin Williams Spr ingsted St .CroixBoatandPacketCo. St .CroixBoatandPacketCo . StandardSpringParts Stillwater Collision &Restoration Stillwater Medical Group Stillwater Motor Company Stillwater RotaryClub Streichers SunNewspapers T .A .SchifskyandSons,Inc. Thomson Reuters TransUnion LLC United Rentals North America USAbleLife US Bank Valerius,Paul ValleyTrophy WalMart Community Washington County License Center Washington County Public Works Washington County Recorder Water Management Systems LLC Wingfoot Commercial Tire Wulfing David YocumOilCompany Ziegler,Inc. Maintenance agreement Unemployment benefits CLEO Command Academy Floodwall re imburse for designservicesfirehall Ratingcall2013 Logmein BoltBlade Partsandsupplies Cleaningsupplies Officesupplies EHL Summer CampRefund Elevator service Service Glow necklacesandglasses Shipping 2013 Fireworks CopierLease Skates Paint BondIssuance2013 &Continuing disclosure Pizzas Rampcleaning Front spring,bracket,bolt,shacklet ki Repair Drugscreen Partsandservice Membership Supplies Publications Asphalt Information charges Information charges Equipment rental TermLifeInsurance Agentfees Refund of utiliy payment Engrave Gateraid for bikerace Renewaltabs 1 ton of material usedcoldblack top TerraSprings projects and planning Impeller jacking bolt Tires Dog boarding Fuel Repair Page2 2,162 .00 127 .30 640.00 187.50 2,205 .90 10,000.00 29 .99 169 .60 68.89 218 .67 429.42 245 .00 1,088.49 403.57 288.13 28.82 42,000.00 69 .27 495.67 615.90 15,413.43 193.35 750 .00 2,595 .22 2,797 .97 100.44 189.57 182.50 754 .22 395 .26 4,588 .40 102 .96 20.00 615.01 422.42 402.50 153.20 10.69 61.96 22 .00 130.00 438.00 21.21 3 ,514.43 262.00 12 ,787.25 839 .10 EXHIBIT "A"TORESOLUTION #2013-11 7 LIBRARY Bakerand Taylor Brodart Co Comcast Gra inger Heritage Printing,Inc. Menards Midwest Tape Office of Enterpr ise Technology Quill Corporation ScholasticBookFairs SunNewspapers ToshibaBusiness Solutions ,USA ValueLinePublishingInc . Washington County Library Library materials Library materials Telecommunications Janitorial supplies Supplies Janitorial supplies Library materials Telephone Supplies Summer readingbooks Publication Maintenance agreement Periodicals Library Materials Page3 1,589.56 1 ,596.92 56 .90 194 .36 20 .95 56 .04 944 .92 333 .86 4.99 399 .78 56 .27 32.43 269 .00 3,324.09 BOARD OF WATER COMMISSIONERS 204NorthThird Street P.O.Box242 Stillwater ,MN 55082-0242 Phone:651-439-6231 •FAX :651-439-4061 July17 ,2012 DianeWard 2164 th StN Stillwater ,MN55082 Incompli ancew ithArt icle XIII ,Section12 of theCity Chapter ,I respectfully submit the Financial Statemen t of theBoardo f Water Commissioners fortheyearendDec ember 31 , 2012. Robert Benson Manager City of Stillwater Board of Water Commissioners BOARD OF WATER C OMMISSIONERS A COMPONE NT UN IT OFTHECITYOFST ILLWATER FINANC IAL STATEMENTS AND SUPPLEMEN TARY INFORMA TION YEARS ENDED DECEMBER 3 1 ,2012AND2011 BOARD OF WATER COMMISSIONERS A COMPONENT UNITOFTHECITYOF STILLWATER TABLE OF CONTENTS YEARS ENDED DECEMBER 31,2012AND2011 INTRODUCTORY SECTION ORGANIZATION SCHEDULE F INANCIAL SECTION INDEPENDENT AUDITORS'REPORT MANAGEMENT'S D ISCUSSION AND ANALYSIS BASIC FINANCIAL STATEMENTS 1 2 4 STATEMENTS OFNET POSITION 8 STATEMENTS OF REVENUES,EXPENSES,AND CHANGES INNET POSITION 9 STATEMENTS OFCASH FLOWS 10 NOTESTO BASIC FINANCIAL STATEMENTS 11 REQU IRED SUPPLEMENTARY INFORMATION SCHEDULE OF FUNDING PROGRESS FOR POSTEMPLOYMENT BENEFIT PLAN 22 SUPPLEMENTARY INFORMATION SUPPLEMENTARY SCHEDULES OF OPERATING EXPENSES OTHER REPORTS SECTION 23 INDEPENDENT AUDITORS'REPORT ON MINNESOTA LEGAL COMPLIANCE 24 BOARDOF WATER COMMISSIONERS A COMPONENT UNITOFTHECITYOF STILLWATER ORGANIZATION SCHEDULE DECEMBER 31,2012 Name Title Term Expires Boardof Commiss ioners Steve Speedling President 2014 AdamNyberg Vice-President 2013 George Vania Member 2015 Treasurer LarryHansen Appointed Officers Robert Benson Manager Appointed (1 ) Boardof Water Commissioners Stillwater,Minnesota •Cl iftonLarsonAllen INDEPENDENT AUDITORS'REPORT Clift o nLarso nAl le n L L P www .c1i fto nl ar son alle n .co m Report on the Financial Statements Wehaveauditedthe accompanying financial statements ofthe Stillwater BoardofWater Commissioners (the Commission),a component unitoftheCityof Stillwater ,asofandfortheyears ended December 31 ,2012and2011 ,andtherelatednotestothe financial statements ,wh ich collectively comprise the Commission 's basic financial statements aslistedinthetableof contents. Management's Responsibility for the Financial Statements Management i s responsible forthe preparation andfair presentation of these financial statements in accordance with accounting principles generally accepted intheUnited States ofAmerica;this i ncludes thedesign ,implementation ,and maintenance ofinternalcontrol relevant tothe preparation andfair presentation off inancial statements thatarefreefrom mater ial m isstatement ,whether duetof raud or erro r. Auditors'Responsibility Our responsib ilityi sto express an opinion onthese financial statements basedonour audits .We conducted ourauditsin accordance withauditing standards generally accepted intheUnitedStatesof America.Those standards requirethatweplanandperformtheaudittoobtain reasonable assurance about whether the financial statements arefreefrommaterial misstatement. Anaudit involves performing procedures toobtainaud it evidence aboutthe amounts and disclosures in thefinancial statements .The procedures selected dependonthe auditors 'judgment ,including the assessment oftherisksof material misstatement ofthe financial statements ,whether duetofraudor error.Inmaking those risk assessments ,the auditor considers internalcontrol relevant tothe Commission 's preparation andfair presentation ofthe financial statements i norderto design audit procedures thatare appropriate inthe circumstances ,butnotforthe purpose of expressing anopinion onthe effectiveness ofthe entity 's internalcontrol.Accordingly ,weexpressnosuchopinion.Anaudit also includes evaluat ing the appropriateness of accounting policiesusedandthe reasonableness of significant accounting estimates madeby management ,aswellas evaluating theoverall presentation ofthe financial statements . Webelievethattheaudit evidence wehave obtained i ssuff icient and appropriate t oprov ide abas is for ouraudit opinion . Opinions Inour opinion ,the financial statements referredtoabove present fairly ,inallmaterial respects ,the financial positionofthe Commission asof December 31 ,2012and2011 ,andtheresultsofits operations anditscashflowsfortheyearsthenendedin accordance with accounting principles generally accepted intheUnited States of America __I An Independent n errre rof N e xia I nlerna l iona l I N T ER~A l I 0 :'\:\L (2) BoardofWa ter Commiss ioners Stillwater ,M innesota Other Matters Required Supplementa ry Information Accounting principles generally accepted intheUnited States of America require thatthe managemen t's d iscussio n and analys is and schedule of funding progress for postemployment benef it p lan onpages4 through 7and22be presented to supplement thebas ic financial statements .Such information,although notapartofthe basic financial statements ,i s required bythe Governmental Accounting Standards Boardwho considers ittobean essent ial partof financial reporting forplacing the basic f inancial statements inan appropriate operat ional ,e conomic ,orh istorical context.Wehave applied certa inli mited procedu res totherequ ired supplementary information in accordance with auditing standards generally accepted i ntheUnitedStatesof America ,which consisted of inquiries of management about the methods of preparing the informat ion and compar ing the information for cons istency with managemen t'sr esponsestoourinqu iries ,thebas ic financ ial statements ,andother knowledge weobta ined dur ing our audit ofthebasic financial statements .Wedonot express an opinion orprov ide any assurance onthe information because thelimited procedures donotprovideus with sufficient evidence toe xpress an opinion or provide any assurance. Supplementary Information Our audit was conducted forthe purpose offorming opinions onthe financial statements that collect ively compr ise the Commiss ion's basic f inancial statements .The supplementary i nformationas lis ted inthetableof contents i s p resentedfor purposes of additional analys is andisnota required part ofthef inancial statements.The supplementary information aslisted i nthetableof contents isthe responsibility of management andwas derived fromandrelates directly tothe underlying accounting and other reco rds usedto prepare the basic financia l statements.Such i nformationhasbeen subjected tothe auditing procedures app liedi ntheaud it ofthebas ic f inancial statements and certain additional procedures ,including comparing and reconciling such information directly tothe underlying accounting and other records usedto prepare the basic financial statements ortothebasic financial statements themselves ,and other addit ional procedures in accordance with auditing standards generally accepted i ntheUnitedStatesof Amer ica.Inour opinion ,the supplementary i nformationaslistedinthetableof contents isfairlystated ,inall material respects ,inrelationtothe basic financial statements takenasa whole . ~~LL? CliftonLarsonAllen LL P Minneapolis ,Minnesota April17 ,2013 (3) BOARD OF WATER CO MMISS IONERS A COMPONENT UNIT OFT HE CITY OF STILLWA TER M ANAGEMENT'S DISCUSSION AND ANALYS IS DECEMBER 31,2012 AND2011 Th is sectionoftheBoardof Water Commissioners '(the Commission)annual f inancial report presents the analysis oftheComm ission's f inancial performance duringthefiscalyearsended December 31 , 2012and2011.Please r eadit i n conjunction withthe financial statemen ts ,which follow this sect ion. The Managemen t's Discussion and Analys is (MD&A)isan element of Required Supplementary Informat ion specified int he Governmental Accounting Standard Boa rd's(GASB)Sta tement No .34 - Bas ic Fina ncial State ments -an d M anagem ent's Discussio n and Ana l ysi s -for State a nd Local Governments . Overview ofthe F inancial Stateme nts TheBoardof Water Commissioners isa component un it oftheCityofSt illwater ,M innesota ,and i s r esponsibleto account forthe distr ibution ofwaterserv ices tothe r esidentsoftheC ity.The annual r eport of t heCom missionincl udes th ebas ic financial s ta tements ,th e in dependenta uditors 'r eport , n otesthate xpla in inm o r ede ta i li nformation i n th e f inancial statemen ts andt his manageme nt's discussion andana lysis report.T he reportalso includes supplementary i nformationforope rating expenses. Basic Financ ial Statements Requi red Thef inancial stateme ntsr eport i nformationa bout the Comm ission us ing accou nting me thods sim ilart o th oseused b y priv ate s ector c ompanies.These stateme nts offers hort-a nd lo ng-termfin ancial i nformationabo ut i tsac tivities . The S tatements of Ne t Position include allofthe Commission 's assets ,liabilities ,andnetposit ion andprov idesi nformation about thenatureand amount of investments inva rious asse ts and obligations totheCo mmiss ion's c reditors.Italsoprovidesthebasisfor evaluating thecap ital structure ,and determ ining theliq uidity and financ ial flex ibility ofthe Commission . The Statements of Revenues,Expenses and Changes inNet Position accounts forallthecurre nt year 's revenues and expenses .This statement measures the success of operations over thepastyear andcanbeusedto determine whether allcostsare r ecoveredthroughuserfeesand other charges . This statement also measures theComm ission 's profitability andcredit worthiness . The Sta tements of Cash Flows provides in formation about theComm ission 's cash r eceiptsandcash payments during t he r eportingperiod.These statements report cashreceipts ,cash payments ,andne t changes i ncashresult ing from operations ,investing and financing activit ies ,andreportson changes i n cash balances duringthe reporting period . The financ ial sta tements also include notesthat explain some ofthe informat ioni nthe statements and pr ovidemo re deta iled da ta . (4) BOARD OF WATER COMMISS IONERS ACO MPONENT UNITOFTHECITYOF STILLWAT ER MANAGEMENT'S DISCUSS ION AND ANALYS IS DECEMBER 31,2012 AND2011 Co ndensed F inanc ial Statements Tobeg in o ur ana lysis ,as ummary o ft heS ta tement ofNetPos itioni sp resentedb elow. Tabl e A -1 C ondensed S tatemento fN et Pos ition De cember31 , 20 12 20 11 2 010 N et Util ity Plant $10 ,890,456 $11 ,0 99 ,812 $11 ,267,928 OtherLong -Term Ass ets 300 ,000 322 ,56 2 331 ,506 Cur rent Assets 2 ,041,193 1 ,9 91,429 1 ,903 ,626 T otalA ssets $13,231 ,649 $13,413 ,803 $1 3,503 .06 0 Long-TermLiabilities $6 5 ,154 $321 ,493 s 404 ,613 C urrentLiabiliti es 293 ,952 2 83 ,703 255 ,7 12 Ne t Posi t ion 1 2,872,543 12 ,8 08,607 12 ,842 ,735 Total Li abilitiesand Ne tPos iti on $13 ,231,649 s 1 3,413 .803 $1 3.503,060 A s ummaryoft he S tate m entso f R e ve nues ,E xpensesand C hanges i nNe t Pos i t io ni s pre sented b e l ow . Tab leA-2 Con densed S tatements ofRe venues ,E xpenses andChangesinNetPosi tion Y earsEnde d D ecember31 , Ope rating Re venues L ess:Operating Expenses OperatingLoss OtherIncome C apital Contribu tions fromD eveloper T otalC hangei n N etPo sition $ $ 2 012 1 ,391 ,3 14 (1,519,327) (128,013) 164 ,059 27 ,890 63 ,936 2 011 $1 ,14 1 ,8 57 (1,445,944) (304,087) 134 ,719 1 35 ,240 $(34 ,128) $ $ 2 010 1 ,130 ,15 3 (1,409 ,838) (279,685) 114 ,838 (1 64,847) Fi nancial Statement Analysis The2012dec rease inthenetu tility plant i smainly attributed to depreciation exceed ing addit ions of c ap i talplantandequ ipment.The i ncreaseinboth operating i ncomeandtotalchangeinnetposition resultedfroman i ncrease inr ates r esulting i nan i ncrease i nope rating re venues.F iscal year20 12w as a h otterandd riery ear th an20 11 ,r esu lti ng inth ep umping of835 ,267 ,0 00g allonsof w ater ,w h i ch i s 1 54 ,6 92 ,0 00ga llonsm ore th an f i scal y ear2 011. T he 20 11 decrease i nt hen et u tilityp lant isma inly att ributed tode preciation exceeding add itions of cap ital plantandequ ipment.The decrease i nboth operating income andtotalchangeinnetposition resultedfromlower operat ing revenues ,from fewer gallonspumped.Fiscalyear2011wascoolerand moremoistthan2010 ,resultinginthepump ing of680 ,575 ,000 gallons of water ,w hichis18 ,340,000 gallons l essthanf iscaly ear2010 .Thecosto f repa iringw aterma in breakswas hi gherthannormaldue to t heirlocat ion. (5) BOARD OFWAT ER COMMISSIONERS A COMPONENT UNITOFTHE CITY OFST ILLWATER MANAGEMENT'S DISCUSSION AND ANALYSIS DECEMBER 31,2012 AND2011 Budgetary Highlights TheComm ission adoptsanan nual Operating B udget.Becauseof i ts enterprise natu re ,thebudgetsare not operated assta tutory budg ets .The budget resultsarerev iewed month ly a nd are used asafinancial management tool. A summary ofthe2012and201 1 Budget Analys is isp resented inTableA-3 . T ableA-3 Condensed Budge t A nalysis YearsEnded December 3 1 , 2012 2011 Budge t Act ual B udget Act ual Ope rating Revenues $1 ,373 ,750 $1 ,391 ,314 $1 ,288,800 $1 ,141 ,857 Less:Operating E xpenses (1,448 ,050)(1 ,519 ,327)(1,419,085)(1,445 ,944) O perating L oss (74 ,3 00)(1 28 ,013)(13 0 ,28 5)(304 ,08 7) O ther I ncome 11 2,800 1 64 ,059 137 ,200 1 34 ,719 Capita l Con tributionsf romD eveloper 27 ,890 1 35,240 T otal Change i n N etP osition $38 ,500 $6 3 ,936 $6 ,9 15 $(3 4,128) F iscal yea r 2012 operat ing r evenue wass lightly h igher than budget due t omorethan expected usage reven ues due t oan i ncrease i nratesandusage .The operating expense for2012was$69 ,991 more than budget duetos ignificant repairsthatneededtobedoneonatunnelthatwasnot budgeted for. The Commission doesnot budget forcapital contributions butreceived$27 ,890 i n contributed water mainextens ions fromtheCityo f St illwater . Fiscalyear2011 operating revenue wasunderbudgetby$146 ,943 duetolessthan expected usage revenue.Expenses for2011were$26 ,859 duetomainlyto greater than expected repairsand maintenance expenses.The Commiss ion doesnotbudgetforcapitalcontr ibutions butreceived $135,240 i ncont ributed water m ainextens ions f rom theCityofSt illwater. Capital Asset andLon g -Term Debt Activity The Commission placedinto service capital asset add itions toutilityplant ,property and equipment in the amounts of$173 ,703 and$1 ,061,939 infiscalyears2012and2011 ,respectively.Dur ing 2011 ,the sign ificant add itions wererelatedtotheWe ll #12projectwascomp leted andplacedinserv ice . Depreciation expense was$391 ,973 and$381,901inf iscal years2012and2011 ,respectively . The Commission didnotissueanynew long-term debtduringfiscalyears2012or2011 .Payments weremade i nfiscalyear2012tofully payoff the outstanding portionofthebond i nthe amount of $340 ,000 andin2011inthe amount of$90 ,000 onthe current port ion ofpr incipal dueonexist ingl ong- te rm debt.All outstand ing long-term debt i sissuedon behalf ofthe Commission bythe Stillwater City Councilandisbackedbyapledgeofnet revenues ofthe Commission.Withthe payoff ofthebond during2012 ,theComm ission no longer hasany outstanding long-term debt. (6) BOARD OF WATER COMMISSIONERS A COMPONENT UNITOFTHEC ITY OF STILLWATER M ANAGEMENT'SD ISCUSSION AND ANALYSIS DECEMBER 3 1,2012AND2011 Other Fina ncial Information,Next Year's Budget andRates TheBoardof Water Commissioners is considering arate study thatw ill cover 2013 ,2014 ,and2015 wate r rates. Contact Info rmation Th i s annual repo rti s designed to provide a general ove rview ofthe Commission 's f inances forcit izens , c ustome rs a nd othe rs .Q uestions co ncern ing a ny ofthe informatio nc ontained i nth is report and requests for additional informatio n shouldbe addressed totheBoardof Wate r Comm iss ioners ,Cityof S tillwater,204NorthThird Street ,St illwater ,MN 55082 orbyemailat waterboard@ci .s t illwater .m n .u s orbyphoneat (651)43 9-6231 . (7 ) BOARDOF WATER COMM ISSIONERS ACO MPONENT UNITOF T HECITYOFSTI LLWATER S TATEMENTS OFNETPOSITION DECEMBER 31,2012 AND2011 20 12 2 011 ASSETS UTILITYPLANT ,PROPERTY AND EQUIPMENT N on -D epreciable: L and Use R i ghts $94 ,987 $94 ,987 Con st ruction in P rogress 8 ,914 De preciable : E quipment 619,4 05 60 5 ,745 D is tr i but i onSy ste m 17 ,0 12 ,959 16 ,873 ,733 To ta l 17 ,7 36 ,26 5 1 7 ,574,465 Less :A ccumulated D epreciation 6 ,8 45,809 6 ,474 ,653 Ne tUt i lity P l ant 1 0 ,890,456 11 ,0 99 ,812 OTHERASSETS B ond Issu e C osts -Ne t o f Acc umulated Amo rt iza tion 6,171 I nvestmentsi nTi me D eposits ,D esignated 300 ,000 316 ,391 To talOth er A ssets 300 ,000 3 22 ,562 CURRENTASSETS C ash an d C ash E quivalents 1 ,009 ,6 93 5 13 ,226 I nves t men t s i nT ime Depos its 700 ,000 1 ,033,609 Du e f rom P rimary Governmen t 4 ,443 94,321 A ccounts R eceivable 19 5 ,934 217 ,0 12 AccruedIn terestR eceivable 9 ,706 1 5 ,168 I nventor i es 67 ,4 71 61 ,761 Pre paid E xpenses 27 ,7 65 28,3 20 N e tOPEBOb ligation /A sset 26 ,181 28 ,012 T otalC urrentA ssets 2 ,041 ,193 1 ,991,429 Tota l Ass ets $1 3 ,2 31 ,649 $1 3,413 ,8 03 NETPOSITIONANDLIABILITIES NETPOSITION In vestedi nUtil ity Plant ,N eto fRe lated D ebt $10 ,890,456 $1 0 ,759 ,812 U nrestr i cted 1 ,982,087 2 ,048 ,795 T otalNet P os iti on 12 ,8 72 ,543 12 ,808 ,607 LONG-TERMLIABILITIES C ompensated A bsences 65 ,154 66 ,493 Re ve nue Bo nds P ayab le 255 ,0 00 Tota l Lon g -Term Li abilities 65 ,1 54 321 ,493 CURRENTLIABILITIES Curr ent Port ion ofRe venue B onds Pa yab le 85 ,0 00 Ac counts Payabl e 6 0 ,6 79 5 9,648 DuetoPr imary G overnment 1 37,719 DeferredRevenue 3 0,482 72 ,656 A ccrued E xpenses 1 6 ,061 1 4 ,174 Ac crued InterestPay able 7 ,73 9 Cu rrent Port ion ofC ompensated Abs ences 49 ,011 44,486 T otalCurre nt L i abilit ies 293 ,95 2 283 ,70 3 T otal Liabil ities 3 59 ,106 605 ,19 6 Tota l NetPo sition a ndLiab ilitie s $1 3 ,231 ,649 $1 3,413,803 S ee a ccompanying Not es toBa sic Fin ancial Statements . (8) BOARD OF WATER COMMISSIONERS A COMPONENT UNITOFTHECITYOF STILLWATER STATEMENTS OF REVENUES,EXPENSES ,AND CHANGES INNET POSITION YEARS ENDED DECEMBER 31,2012 AND2011 2012 2011 OPERATING REVENUES Water Sales $1 ,335,361 $1 ,059,389 Other Operating Revenues 55 ,953 82,468 Total Operating Revenues 1 ,391 ,314 1 ,141 ,857 OPERATING EXPENSES Production and Distribution 688 ,076 644,407 Service Customer E xpenses 31 ,927 32 ,799 Administrat ive andGeneral Expenses 407 ,351 386 ,837 Depreciat ion 39 1 ,973 381 ,90 1 Total Operating Expenses 1 ,519,327 1,445,944 OPERATING LOSS (128,013)(304 ,087) NONOPERATING REVENUES (EXPENSES) Interest Income 7 ,116 46 ,048 SaleofScraporOther Materials 12 ,901 11 ,243 Water Access Charges 117 ,820 67 ,815 Meter Rental Charges 11 ,954 8 ,316 Penalty Charges 1 4,950 15 ,095 Miscellaneous 1,562 4,357 Interest Expense (2,244)(18 ,155) Total Nonoperating Revenues 164,059 134,719 INCOME (LOSS)BEFORE CAPITAL CONTRIBUTIONS 36 ,046 (169 ,368) Capital Contributions from Developer 27,890 135 ,240 CHANGE IN NET ASSETS 63 ,936 (34,128 ) NetPosition-Beginning ofYear 12 ,808,607 12,842,735 NET POSITION -ENDOF YEAR $1 2,872,543 $12 ,808,607 See accompanying NotestoBasic Financial Statements . (9 ) BOARD OF WATER CO MMISS IONERS ACO MPO NENT UNITOFTHEC ITY OFS TILLWA TER STATEMENTS O F CASHF LOWS YEARS ENDED DECEMBER 31 ,2012AND2011 2012 2011 CASHFLOWSFRO M OPERA TING ACT IVITIES C ash R eceivedfrom C ustomers $1 ,619 ,283 $1 ,19 9 ,202 Cash P aidt oE mp l oyees (387 ,004)(387 ,010) Cash Pa idt oS uppl i ers (593.680)(601,7 44 ) Net Cas h P rov i de d byOpe rating Act ivities 638 ,599 210,448 CASHF LOWS FROMCAP ITAL A ND RE LATED F INANCING ACTIVITIES Const ruction andA cquisitiono fUtilit y Pl ant,P roperty and Equipment (154 ,727)(78,545) Pr incipal Paym entson R evenue B onds (340 ,0 00 )(90,000) Interes tP a i d (9 ,983 )(20 ,142 ) NetC ash UsedbyCap ital a nd Re l ated FinancingAct ivities (504 ,710 )(188 ,687 ) CAS H FLOWSFRO MI NVESTINGAC TIVITIES P urchaseof I nvestments (1 ,000,000)(9 50 ,000) R edemptiono fIn vestments 1 ,350,000 950 ,000 Interest R eceived 12 ,578 5 4 ,730 Net Ca s h Prov ided by Inv estingAct iv ities 362 ,578 54 ,730 N ET I N CREASE (DECREASE)IN CAS H ANDCAS H EQ UIVALENTS 4 96,467 76 ,491 CashandCa shE qu i va l ents-Beg inn ing ofYe ar 513 ,226 436 ,735 CASHANDCASHEQU IVALENTS -ENDOFYEAR $1 ,009,693 $5 13 ,226 RECONCILIATION OF OPERATING LOSSTO CASHFLOWSFROM OPERATING ACTIVITIES O peratingL oss $(128 ,013)$(30 4 ,0 87 ) Ad justments toR econcile O perating Lossto NetCashProvide d by Operating Activ ities: D epreciation andAmorti zation 3 98,144 383 ,772 CashRece ived f rom O ther N onoperatingI ncome 1 59,187 1 06,826 (Increase)D ecrease i n A ssets : Account sRe ce i vable 21 ,078 (22 ,5 13) D uefrom P r i mary G overnment 89 ,878 6 ,100 Invent ories (5 ,710 )5 ,669 P repaid E xpenses 555 4 53 NetOPEBO bligation 1 ,831 (2 ,630 ) I ncrease (Decrease)i nLiab iliti es: Account sPa yable 1 ,031 (12 ,189 ) D ue to P r i ma ry Govern ment 137 ,719 D efe r red Re venue (4 2 ,174)47 ,779 A ccrued Ex penses 1 ,8 87 (6 74) Compensate d A bsences 3 ,186 1 ,942 NetCashProv ided b y Oper ating Activit ies $6 38,599 $2 10,448 NONCASH I NVESTING,CAP ITAL ANDFINANCING ACTIVITIES D eveloper Cap ital Asse t C ontribut io ns $27,89 0 $13 5,240 Se eac companyingNot es t o B asi c Fin ancial Statem ents. (10) BOARD OFWA TER COMM ISSIONERS A COMPONENT UNIT OF T HE CITY OFST ILLWATER N OTES T OBAS IC FINANCIAL STATEMEN TS DECEMBER 31,2012 AND2011 NO TE1 SUMMA RY O F S IGN IFICA NT ACCOUNTING POLICIES Organ ization a nd Operation TheBoardof Water Comm issioners (the Commission )isa component unit oftheCityof Stillwate r,M innesota ,createdand prescribed bytheCity Charte r.The purpose ofthe Comm issioni sto account forthed istribution of water se rvices to t he r esidentso f theCity. TheC i ty Co uncila ppoints members ofthe Commiss ion andma intains annua l budge tary contro ls ove r co mmiss ion-delegated fi nancialactiv ities.Thef i nancial sta tements presented herea re also included inthebasic financial statements oftheCityof Stillwater. Thea ccountingp oliciesoftheBoardofWate r Comm iss ioners c onform t o accounting pri nciplesge nerally acce ptedi n t heUn ited States of Amer ica(GAAP). F inancial R eporting Entity The Commission's basic financial statemen ts include allfunds ,de partments ,agencies , boa rds,com missions ,and other o rgan izations over w hichCom mission o fficials exercise oversig htr esponsibility . Compon ent unitsa re legally separate entities forwhichthe Comm ission (primary govern ment)i sf inanc ially accountable ,orforwhi ch theexclus ion ofthe component un it wou ldr endert he f inancial statements ofthePr imary Governme nt misleading .Thecr iteria u sed t odete rmine i ft heP r imary Government i sf inancia lly a c counta ble fora component un it include whether o r not t heP r imary Gove rnment appo ints thevot ing majo rity ofthepotential component unit's governing body,isableto i mposeitswillonthe potential component unit , isina relationship of financial benefit orburdenwiththe potent ial component unit ,oris fiscally depended uponb y the potential component unit. Basedonthesecrite ria,thereareno organizations cons idered tobe component unitsofthe Commission. Meas u rement Focus a nd Basis of Accounting The accrua l bas is of account ing isusedb y the Commission .U nder th is method ,revenues arereco rded whenearnedand expenses a re recordedwhentherelatedfundliabilityis incurred. Thefina ncial sta tements of t he Comm ission havebeenp reparedin co nformitywi thGAAP as applied t o governmental units.The Governmental Account ing Standards Board(GASB) isthe accepted standard setting bodyfor establishing governmental accounting and financial reporting principles .TheGASBhasissuedacod ification of governmental accounting and financial reporting standards .This codification and subsequent GASB pronouncements are recognized asGAAPforstateandlocal governments . (11 ) BOARD OF WA TER CO MMISSIONERS ACO MPONENT UNITOF T HECITYOFST IL LWA TER NOTES T O BAS IC FINANCIAL STATEM ENTS DECEMBER 31 ,2012AND2011 NOTE1 SUMMARY OFS IGNIF ICANT ACCOUNTING POLICIES (CONTINUED) Utility Plant ,P rope rty,and Equipment Util ity pla nt ,pr operty ,a nd equipment arerecordedatcost ,or i nthecaseof contribut ions ,at fai r mar ket va lue a t thetimerece ived.De preciation i sca lculatedu singthestraight-line methodove r the assets'est imated usefull ives ,rangingfrom5to50years . Cash and Cash Equiva lents Forthe purposes ofthe statements ofcashflows ,cash equivalents a re defined asshort- t erm ,h ighly liquid investments thatareboth: A.Readily convert ible toknown amounts ofcash ,o r B .Sonear t heirmatu rity thattheypresen ti nsignificant ri skof changes i n value because of changes in i nterestrates . The Commission 's policy considers cash equivalents tobe those that meet theabove criteriaandhave original maturities ofthree months orless . Cashand c ash equivalents consist of checking and savings a ccounts andcashonhand . Accounts R eceivable Iti s manage ment's judgment t hat l ossesfrom uncollect ible c ustomer r eceivables,i fan y ,w ill beimma terial ;t herefo re ,n o allowance for doubtfu l accoun tsi s r eflected i nthef inancial s tatements .All accounts receivable are uncollateralized. I nventories Inventory isstatedatthe lower ofcost(first-in ,first-out method)ormarket. Net Position Netposit ion represent the difference between assets anddefe rred outflows of resources and li abilit i esand defer red inflowsof resources i nthefinanc ial statements .Netposition i nvestedin u tility plant ,netof r elateddebt consists ofcap ital assets ,netof accumu lation depreciation ,reduced byt he outstanding balance ofany long-term debt usedtobui ld or acquire thecap ital assets .Netpos ition is reported asrestrictedinthef inanc ial statement whenthereare limitat ionsi mposedon their usethrough external r estrictions i mposedby credito rs ,grantors ,lawsor regulations of other governments . (12) BOARD OFWA TER CO MMISS IONERS ACO MPONEN T UNITOF THE CITYOF STILLWAT ER N OTESTOBASICF INANC IAL STATEMEN TS DECEMBER 31 ,2012 AND2011 NOT E 2 DETAI L O F U TILITY P LANT,PROPER TY AND EQUIPMENT The fo llowing list in cludesthemajo r classes ofcapitalassets : 2012 2 011 C apitalAss ets ,N ot B eing D epreciated: L and $94 ,98 7 $94 ,9 87 Con struction in P rogress 8 ,914 Cap ital Ass ets ,Bei ngD eprec iate d : Equi pment: Truck s 117 ,7 90 1 22 ,651 O ff i ce Furniture andEqu ipmen t 119 ,0 2 3 117 ,9 54 Sh op E quipment 382 ,592 365,140 Distr ibut ion Sy stem: O riginal P lant 1 45,000 1 45 ,000 Wa terS tationsand R eservo i r 4 ,308 ,536 4 ,259 ,168 B uilding and Vau lt 13 5 ,0 92 13 5,092 Stand pipes 845 ,168 8 45 ,168 E x tensions 10 ,937 ,1 23 1 0 ,853 ,334 Me ters in S ervice 642 ,040 6 35 ,971 To talC apital A ssets 17 ,736,265 17 ,574,465 Less :A cc umulat ed D epreciation 6 ,845 ,809 6 ,474 ,653 N etCa pital A ssets $1 0,890,456 $1 1,099,812 Changes i n capita l assets dur ing 2012areas follows : Balanc e Balance Dec ember31 ,Decem ber3 1 , 2 011 A dditions D eletions 2012 Capital Assets ,Not BeingDepr eciated: Land Us e Ri ghts $9 4 ,987 $$$9 4 ,987 Const ructionin P rogress 8 ,9 14 8 ,914 CapitalAssets ,Being Dep reciated : Eq uipment 6 05 ,7 45 3 4,47720 ,817 6 19,405 D istribution S ystem 1 6 ,87 3,733 1 39 ,226 17 ,012,959 TotalCapital Assets ,B eing Deprec iated 17,479,47 8 17 3,703 20 ,817 1 7 ,632 ,3 64 A ccumulated D epreciation f or : Equipment 4 99,482 25 ,153 20 ,817 50 3 ,818 Distribution Syst em 5 ,975 ,171 366 ,820 6,341 ,991 Tot al A cc umulated D eprec iation 6 ,474 ,65 3 391 ,973 2 0 ,817 6 ,845 ,809 TotalCap ital Assets ,Being Depreciated ,Net 11,004 ,825 (218 ,270)10 ,786 ,555 NetCa pital Assets $11 ,099 ,812 $(209 ,356 )$$10 ,890 ,456 (13) BOARDOFWA TER COMMISS IONERS A COMPONENT UN IT OFTHECITYOFSTI LLWATER N OTES T OBASIC FINANCIA L STATEMEN TS DECEMBER 31 ,2012AND2011 N OTE 2 DE TAIL O F U TILITYPL ANT,PROPER TY ANDEQUI PMENT (CON TI NUED) C han ges i n capital a s set s du ring201 1 a re as f ollows: B alance Ba lance De cember 31 ,D ecember 31 , 2010 A dd it ions D elet i ons 2 011 Ca pitalAs sets ,No t B eing D epre c iated : Lan d $94 ,987 $$$94 ,987 C onstruction i n P r ogress 8 48 ,154 7 ,073855 ,2 27 C ap i tal A ssets ,Be ing D epreciated : Eq u i pment 6 05 ,745 6 05 ,745 D istribution S ystem 1 5,811,794 1 ,061 ,9 39 16 ,873,733 Total C ap i talAssets ,Be ing D e p re c i ated 1 6,417 ,539 1 ,061 ,939 17,479,478 A ccumulated Depre ciation fo r: E qu ip ment 4 72 ,563 2 6 ,919 49 9,482 D i str i but i onSystem 5 ,62 0 ,189 35 4 ,982 5 ,975,171 Tota l A ccumulated Deprec iation 6 ,09 2 ,752 38 1 ,90 1 6,474 ,653 Total C ap i ta l Assets ,B eing De preciated ,Net 1 0,324,787 680 ,038 1 1 ,004 ,8 25 NetCa pitalAs sets $1 1,267,928 $687 ,111 $855 ,22 7 $1 1 ,099,812 NOTE3 INVESTMENTS DESIGNATED BYTHEBOARD Investments designated by the Board for specific purposes were as follows: Des ignated forFutu re Construct ion N OTE4 DEPOS ITS 2012 $300 ,000 201 1 $316 ,391 I n accordan ce w ith Min nesota Statutes ,the Commission main tains deposits at financial i nstitutions whi ch are autho rized by the Comm ission's Board . C usto dial C redit R isk -Custod ial cred it risk i st heri skt hat i n th ee vent of a b ankfa ilure ,th e Commiss ion 's depos its may not be returned to i t.The Commission does not have a deposit policy for custodial credit risk and follows Minnesota Statutes for deposits. (1 4) BOARD OF WATER COMMISSIONERS A COMPONENT UNITOFTHECITYOF STILLWATER NOTES TOBASIC FINANCIAL STATEMENTS DECEMBER 31,2012 AND2011 NOTE4DEPOS ITS (CONTINUED) Minnesota Statutes requ ire thatall deposits be protected by insurance ,surety bond ,or collate ral.The market valueof collateral pledged mustequal110 %ofthe deposits not covered by insurance ,corporate suretybonds ,or collateral.Authorized collateral include : U .S.government t reasury bills ,notes ,orbonds ;issuesofaU .S .government agency ; general ob ligatio ns ofastateorlocal government rated "A"o r bette r ;revenue obligations of astateor l ocal government rated "AA "or better ;irrevocable standby letter of credit issued byaFederalHom e LoanBank;andtime deposits insuredbya federal agency.Minnesota Statutes require secur ities pledged as collateral beheldin safekeeping i narestricted account atthe Federal Reserve Bankoratan account atatrust departments ofa commerc ia l ba nk o r o therfi nancial i nstitutionnotownedo r con trolled b y the depos itory . TheComm ission 's de posits inbanksat December 31 ,2012 were entirely covered byfederal depository insurance orbysuretybondsand collateral in accordance withMinnesota Statutes . Bala nce at Dece mber31 ,201 2 Cas h a nd CashEq uivalen ts In vestments in Time Deposits Investments in Time Deposits -Designated Total NOTE5 INVENTORI ES Carr ying Am ount $1 ,0 09 ,693 7 00 ,000 300 ,000 $2 ,009.693 Ban k Bala nce $1 ,015 ,389 700 ,000 300,000 $2 ,015,389 The major classes of inventory consist ofthe following at December 31 ,2012and2011: Pipea nd Fittin gs BrassGoo ds Too ls andSu pplies Meters Total (15 ) 2012 $29 ,469 11 ,981 14 ,196 11 ,825 $67,471 2011 $28 ,528 10 ,926 13 ,770 8 ,537 $61 ,761 BOARD OFWA TER COMMISSION ERS ACO MPO NENT UNITOFTHECITYOFST ILLWA TER NO TES TOBASIC FINANCIAL STATEMENTS DECEMBER 31,2012 AND2011 NOTE6 COMPENSATED ABSENCES The Commission records a long-term liability for employee compensated absences consisting of vested sickpayanda current liability consisting of vested vacation and longevity .Employees earnvacationin arrears andmaycarryove r 5 vacat ion days and100 s ick da ys.Lo ngev ityi sa calculat ion basedonthe number of y earsofse rvice andthe cur rentr ateof p ay.Itacc rues monthly andispaidouton Decem ber 1 f orthe year end ing Novembe r 30ofthesameyear.Employees are compensated fors ick daysin excess of100 daysat year-end andforallvestedsickdays ,vacation days ,and longevity upon terminat ion . Asof December 3 1 ,20 12 and2011 ,vestedvacationpay benefits payable were $47 ,176 and$42 ,837 ,r espectively ,a nd vested longev ity pay benef its pa yable w ere $1 ,835and $1 ,649 ,r espect i vely.Th ec hanges in co mpensated abse nces d uring 20 12 a nd 20 11 a re as follows : Com pensated A bsences Compensa t e d A bs ences B alance Ba lance Du e Wi thin 1 2 /31 /2011 AdditionsD eletions 12 /3 1 /2 012 On e Y ear $1 09 ,3 30 S 50 ,1 67 $4 5 ,3 32 s 114 ,165 $49 ,011 Ba lance Ba la nce D ueW it hin 1 2/31 /2010 A ddit i ons D el etions 1 2 /3 1 /2 011 One Y ear $1 07 ,3 88 $47 ,3 29 $4 5 ,387 $109 ,330 $42 ,83 7 NOTE7REV ENUE BO NDSP AYABLE Issu e Dat e F inal M aturity Date I nterest Rat e O riginal Issue Pa yable 1 2 /31 /201 2 G eneral O b l i gat i on B onds : 2000 B Wa te r R evenu e B onds 0 4 /01/00 0 2/01/154 .00 %-5 .50 %$1 ,33 0 ,0 00 S Changes inlong -term debt f ortheyearsended Decembe r 31 ,2012 and2011a re asfo llows: B alance Ba lance Du e W ithin 12 /31/2011 Additions Del etions 1 2 /31 /2012 One Y ear G eneral O bl igati on B onds : 2 000B W aterR evenu e B o n ds s 34 0 ,000 $$34 0 ,000 $S B alance Ba la nce D ueW i th in 12 /31/2010 Addit ions D eletions12/31 /2 011 One Y ear Gener al Ob ligation Bonds : 2 000BW ater R evenue B onds $4 30 ,000 $$90 ,000 $340 ,000 $8 5 ,000 (16) BOARD OF WATER COMM ISSIONERS ACOM PONENT UN IT OFTHE CITY OFST IL LWATER NOTES TOBAS IC FINANCIA L STATEMENTS DECEMBER 31,2012 AND2011 NOTE 7 REVENUE BO NDS PAYABLE (CONTINUED) TheGeneral Obligation Water Revenue Bonds ,Series2000BdatedApril1,2000 ,were issuedtofinancea water project intheCityof Stillwater ,consisting ofanewwellpump houseandconst ruction ofSettle r 's Park Reservoir .Bond principal i s payable inannual i nstallmentsrang ingfr om$85 ,000 to$90 ,000 through February 20 15 ,together w ith interest rangi ng fro m 4.0 %to5 .5%.Du ring 2012the Commiss ion calledandpa id alloutstand ing portionsofthebond. NOTE8 PENSION P LANS PUBLIC E MPLOY EES RETIRE MENT ASSOCIA TlON Plan Description All full-time andcertain part-time employees ofthe Commission are covered bydefined benefit pension plans administered bythePublic Employees Ret irement Association of Minnesota (PERA).PERAadm inisterst heGeneral Employees Reti rement Fund(GERF) w hich i sacos t-sharing ,multiple -employer ret irement p lan .Th is plan i s established and admin isteredi n a ccordancewit hM innesotaSta tutes,Chapte rs 353and356 . GERF members belongto either the Coordinated Planorthe Basic Plan.Coordinated Plan members ar e coveredbySocialSecu rity andBas ic Plan members arenot.Allnew membe rs must participate inthe Coordinated Plan . PERA provides r etirement benefits aswellasdisabili ty benefi ts to members ,and benef its to surv ivors upondea th ofe ligible members .Benefitsare established bystate statute ,andvest afterthreeyearsofcred ited service .Thedefined retirement benefits arebasedona member's highest average salaryforanyfive successive yearsof allowable service ,age , andyea rs ofc redit at termination ofservice . Two methods a re usedto compute benefits fo r PERA'sCoord inated andBasicP lan m embers.The r etiring member receivesthe higher of step-rate benefit accrua l formula (Method1)oralevelaccrualformula(Method2 ).Under Method1 ,the annuity accrualrate foraBasicPlan member is2 .2%of average salaryforeachofthefirst10yearsofserv ice and2.7 %foreachremainingyear.The annuity accrualratefora Coordinated Planmember is1.2 %of average salaryforeachofthefirst10yearsand1 .7%foreachremainingyear. (17) BOA RD OFWA TER COM M ISSIONERS ACO MPONENT UNITO F THECITYOFS TILLWATER N OTESTOBAS IC FI NANCIA L S TATEMENTS DECEMBER 31,2012AND201 1 N OTE8PENSIONPLANS(CON TINUED) PUBLIC EMPLOYEES RETIREMENT ASSOCIATION (CONTINUED) PlanDesc ription (Continued) UnderMethod2 ,the annuity accrualrateis2 .7%of average salary for Basic Planmembe rs a nd 1 .7%f orCoo rdinated P lan me mbersf oreach y earofser vice .For GERF membe rs h ired prio r toJul y1 ,1989w hose annuity i scalcu lated us ing Me thod 1 ,afull annuity i savailable whenageplusyearsofserviceequal90.Normal retirement age i s65 for Basicand Coo rdinated members hiredp rior toJuly1 ,1989 .No rmalr etirementage i stheagefor unr educedSo cial Se curity be nefits ca pped a t 66fo r Coo rdinatedm embersh ired o n ora fter Ju ly 1 ,1989.A reduced r etirementannu ity isalsoavaila blet oel igible members seeking ea rly retirement. The re are di fferentt ypes ofa nnuities ava ilable tomem bers upo n ret i rement.As ingle-life annuit y isa lif etimeannu ity thatceasesuponthedeathofthe r etireeandno survivor annu ity ispayable .Ther e arealsovarioustypesof joint and survivor annuity options available which w ill be payable overjo int lives .Membe rs maya lso leavethe ir cont ributions i n thefundupon te rmination o f p ublic se rvicein o rder to qualify fora d eferreda nnuity a t reti rement ag e . Refundsof c ontributionsa re availab le atanyt ime tomemberswholeave p ublicserv ice ,bu t befo re retirement benefits begin. T he benefi tp rovisionssta tedi ntheprevio us parag raphs o fthi ssec tion arecu rrent provis ions andapplytoactiveplanpart icipants.Vested ,te rminated employees whoare entitledto benef its butarenotreceivingthemyetareboundbythe provisions i neffectatthe timetheylastterm inated theirpublic service . PERAissuesap ublic ly available f inancial reportthat includes financ ial statements and required supplementary information forGERF .Thatreportmaybe obtained ontheinternet atwww .mnpera.org .bywritingtoPERAat60Emp ireDrive#200 .St.Paul ,Minnesota 55 103-2088 o rb ycalli ng (65 1)296 -7460 or1 -800-652-9026 . Fu nding Policy Minnesota Stat utes Chapter 353setstheratesfor employe r and employee cont ributions. These statutes are established and amended bythes tatel egislature .TheComm ission makesannualcon tributions tothepensionplansequaltot he amoun t req uired bystate statutes .GERF Basic Plan members and Coordinated Plan members are r equiredto contr ibute 9.1 %and6.25 %,r espectively ,ofthe ir annualcovered salary in2011 .The Commiss ion was r equiredtocontri bute the following percentages ofan nual coveredpayro ll: 11.78 %forBasicPlan members ,and7 .25%forCoord inated Plan members .The Commission's contributions tothePublic Employees Ret irement Fundfortheyearsended December 31 ,2012 ,2011 ,and2010were$27 ,838,$27 ,686,and$26 ,382,respect ively . The Commission 's contribut ions wereequaltothecont ractually requ ired contributions f or eachyearassetbystate statute . (1 8) BOARD OF WATER COMM ISSIONERS A COMPON ENT UNITO F THECITYOF STILLWA TER NO TES TOBASICF INANCIAL STATEMEN TS DECEMBER 31 ,2012 AND2011 N OTE9R ISK MA NAGEM ENT The Comm issioni se xposed to various risksoflossrelatedto torts ;theftof ,damage to ,o r destruction of assets ;error or omissions ;injur ies to employees o r natural disasters forwhich the Commission ca rries commercial insurance .Therehavebeenno significant reductions in i nsurance c overagefromt he pr ior year .Settlement a mounts have no t e xceeded insurance c overagefo r thec urrentye aro r thethreepr ior yea rs. N OTE 1 0O THER POS TEM PLOY MENT BENEF IT P LAN TheW ater Comm issionen gagedan actuary to d eterminethe W aterCo mmission 's liab ility forposte mploymenth ealthcare benef its other thanpens ions asof December 3 1,2012 . A.PlanDesc ription Th e Water Commiss ion pro vides benefits forret irees asr equired by Minnesota Statutes §47 1.61 subdi vision 2 b .Ac tive employees ,w hostarted before January 1,1989and retirefromthe Water Commission when overage55andsat isfact ion oftheruleof90 , are eligible forfree medical coverage for themselves and their families forlife.Active em ployees ,whostartedafter January 1 ,1989andretirethe Water Commission when ove r age55and satisfaction oftheru le of90 ,m ayco ntinue coverage withrespectto bo thth emselvesa nd their eligible dependent (s)un der t he Water Co mmission 's hea lth be nefitsp rogramunt il age65 .Pursuant to t heprov isions oftheplan ,retirees are required topaythetota l premium cost.Asof Decembe r 31 ,2012 ,there were sixactive part icipants ande ight retired participants r eceiving benefits fromtheWate r Commission 's healthplans . B.F unding Policy The Water Commission fundsitsOPES obligation onapayasyougobasis.Forfiscal years2012and2011 ,the Water Commission contr ibuted $74,499 and$75 ,700 tothe pla n,respect ively . C.Annual OPEB Cost andNet OPEB Obligation TheWate r Commission 's annual other postemployment benefit (OPES)cost (expense ) is calculated basedonthe annual required contr ibution(ARC),anamountactua rially determined in accordance withthe parameters ofGASS Statement No .45 .TheARC represents aleveloffundingthat ,ifpaidonanongoingbasis ,isprojectedtocover normal costeach year and amortize any unfunded actuar ial liabilities overaperiodnotto exceed 30years . (1 9) BOARDOFWA TER COMM ISS IONERS A CO MPONENT UN IT O FT HECITYOFSTI LLWATER NOTESTOBASICFINA NCIAL STATE MENTS DECEMBER 31 ,20 12 AND2011 NOTE 1 0OT HER POST EMPLOYMENT BENEF IT PLAN (CONTINUED) C .A nnual O PEB Cos t andNetOPEB Obligation (Continued) T he fol lowing ta ble shows thecompo nents ofthe Water Comm iss ion 's annual OPES c ost f or t heyea r ,t he amount actually paidfromthepla n ,and changes intheWater Commission 's netOPES obligation. Annu al Required Contribution Int erest onNetOPEB Obligation Adju stment toAnnu al RequiredContri bution A nnual OPEBCost (Expense) C ontributionsM ade D ecreasei nNetOPEBOb ligation Ne t OPEBObl igation -Beg inning of Y ear Ne t OPEBObli gation -EndofYear 12 /31/2012 $75 ,630 (1 ,12 0) 1 ,820 76 ,330 (74,4 99) 1 ,831 (28,012) $(2 6,181) 12/31/2011 $75 ,6 30 (1 ,015) 1,455 76 ,070 (7 8,700) (2 ,630) (25 ,382) $(28,012) Th e Wa ter Commission 's annualOPEScost ,the percentage ofthe annual OPEScost contributed totheplan ,andthenetOPES obligation for2012: Percentage Fiscal Ann ual of Annual Ne t Y ear OPEB OPEBCost OPEB Ende d Cost Contr ibuted Obliga tion 12 /31/2010 $50 ,134 120 .3%$(25,382) 12 /31/2011 76 ,070 103 .5%(28,012) 12/31 /2012 76 ,330 97.6 %(26,181) D.Funded Sta tus andFunding Progress Asof January 1 ,2011 ,themostrecent actuarial valuation date ,the Water Commission 's unfunded actuarial accrued liabil ity (UAAL)was$1 ,274,723 .Theannualpayrollfor active employees co vered bytheplaninthe actuarial va luation was$332 ,342 -for arat io ofUAALto covered payrollof383.6 %. Actuar ial valuations ofanongoi ng planinvolve estimates ofthevalueofreported amounts and assumptions aboutthe probability of occurrence of events farintothe future .Examples include assumptions aboutfuture employment ,mortality ,and healthcare cost trends .Amounts determined regarding thefundedstatusoftheplanand the annual required contributions ofthe employer are subject to continual revisionas actual results are compared withpast expectations andnew estimates aremadeabout the future .The schedule offunding progress ,presented as required supplementary i nformation follow ing thenotestothe financial statements ,presents multiyear trend i nformation about whether the actuarial valueofplanassetsis increasing o r decreas ing over t ime relat ive tothe actuarial accrued l iabilitiesfor benef its. (20) BOARDOFWA TER COMMISSIONERS A COMPONENT UN IT OFTHECITYOF STILLWATER N OTESTOBASIC FINANCIAL STATEMENTS DECEMBER 31 ,2012AND2011 NOTE10 OTHER POS TE MPLOYMENT BENEFIT P LAN (CONTINUED) E.Actuaria l Methods and Assumptions Projections of benef its forf inancial reporting purposes arebasedonthe substant ive plan (theplanas understood bythe employer andplan members )and include thetypesof benef its prov ided atthetimeofeach valuation andtheh istor ical pattern ofshar ing of benef it cos ts be tween the employer andp lan membe rs tothatpoint.The actua rial methods andass umptions used include techniques thatare designed toreducethe effects of short-term volatility in actuarial accrued liabilit ies andthe actuarial valueof assets ,c onsistentwiththelong -term perspective ofthe calculat ions. I n t he Ja nuary1,20 11 actuar ialv aluation ,t he entryagenor mal costm ethod was u sed. The ac tuar ial assumpt ions incl uded a4 %investmen tr ateof r eturn (n etofadm inistrative ex penses),which i sab lended rateofthe expected long-term investment returns onplan assetsandonthe employer 's own investments calculated basedonthe funded levelof theplanatthe valuation date .The initial healthcare trendratewas7 .5 %,reducedby decrements toan ultimate rateof5 %aftersixyears .The UAALisbeing amortized asa level percentage ofp rojected payrollsonanopenbas is.The r emaining amortizat ion pe riod a t Decem ber 3 1 ,20 12 wasnotto exceed 30 y ears. (2 1 ) REQU IRED SUPPLEMENTARY INFORMATION S TILLWATER BOARD O F WA TER CO MM ISSION ERS RE QUIRED SUPPLEMENTARY I NFORMATION SCHEDU LE O FFUN DING PROGRESS FOR POSTEMPLOYME NT BENE FITPL AN DECEMBER 31,2012 A ctuarial UAALasa Actuarial Accrued Percentage A ctuarial Value o f Liability Unfunded Funded Covered ofCo vered Valuation Asse ts(AAL)AAL Ratio Payroll Payroll Da te (a)(b)(b-a)(a/b)(c)((b-a )/c) 1 /1/2008 $$783 ,74 3 $7 83,743 -%$3 6 7,420 2 13 .3% 1 /1 /2011 1,274 ,72 3 1,274 ,723 33 2,342 3 83.6 (2 2) SUPPLEMENTARY INFORMATION BOARD OF WATER COMMISSIONERS A COMPONENT UNITOFTHECITYOF STILLWATER SUPPLEMENTARY SCHEDULES OF OPERATING EXPENSES YEARS ENDED DECEMBER 31,2012 AND2011 2012 2011 PRODUCTION AND DISTRIBUTION EXPENSES Wages $240,013 $236 ,545 Repairsand Supplies 265 ,801 243 ,365 Chemicals 37 ,358 19,454 Electricity 85 ,931 83 ,115 Truck Expenses 9 ,670 13 ,797 Fuel 6 ,976 10,104 Testing Expenses 36 ,156 36 ,156 Amortization 6 ,171 1 ,871 Total Productio n and Distr ibution E xpenses 688 ,076 644 ,407 SERVICE CUSTOMER EXPENSES Labor ,Jobbing and Equipment 21,418 22 ,607 Repairs ,Partsand Supplies 10 ,509 10 ,192 Total Service Customer Expenses 31 ,927 32 ,799 ADMINISTRATIVE AND GENERAL EXPENSES Wages 132,477 129 ,126 Employee Pens ions and Benefits 187 ,029 170 ,176 Insurance andBonds 42 ,549 44 ,070 Utilitiesand Telephone 7 ,671 9 ,063 Office Supplies and Postage 25,015 22,359 Audit 11 ,110 11 ,094 Other 1 ,500 949 Total Administrative and General Expenses 407 ,351 386 ,837 DEPRECIATION EXPENSE 391 ,973 381,901 Total Operating Expenses $1 ,519 ,327 $1,445,944 (23) OTHER REPORTS SECTION e CliftonLarsonAlien Cli fto nL ars on Ai lenL LP www .c litto n la rso nalen .com I NDEPENDENTAUD ITORS'REPORT ON MINNESOTA LEGAL COMPLIANCE Boardof Water Commissioners Stillwater ,Minnesota Wehaveaudited ,in accordance with auditing standards generally accepted inthe United Statesof America ,the financial statements ofthe Stillwater Boardof Water Comm iss ioners (the Commission),a component un it oftheC ity of Stillwater ,Minnesota ,asofandforthe year ended December 31 ,2012 andtherelatednotestothef inancial statements which collectively compr ise the Commission 's basic financial statements aslistedinthetableof contents andhaveissuedour report thereon dated April17 , 2013 . The MinnesotaLegal Compliance Audit Guidefor Political Subdivisions covers seven categories of compliance tobetested :contracting andbidding ,deposits and i nvestments ,conf licts of interest ,public i ndebtedness,claimsand disbursements ,political subdivision miscellaneous provisions ,andtax increment financing. In connection witho ur audit ,nothing cametoour attent ion thatcausedustobe lieve thatSt illwater Boardof Water Commissioners fa iled to comply withthe provisions ofthe Minnesota Legal Compliance Audit Guidefor Political Subdivisions.However ,our audit wasnot directed primarily towards obtaining knowledge ofsuch noncompliance.Accordingly ,hadwe performed additional procedures,other matters mayhave come toour attention regarding St illwater Boardof Water Commiss ioners ' noncompliance withthe above-referenced prov isions. The purpose ofthis report is solely to describe thescopeofourtest ing of compliance andtheresultsof thattesting ,andnotto provide anopinionon compliance .Accordingly ,th is communication i snot suitable forany other purpose . ~~LL? C liftonLarsonAllen L LP Minneapolis ,Minnesota April17 ,2013 rmmIi I A nlrdependent rre me t ot N exiarmeroatooa l IN T E F;:-A TIO .....'\L (24 ) M emo To: From: Mayor andCityCouncil Tim Moore,Public Works Superintendent ~, Date:July 17,2013 Re:Scrap Metal Credit Background In the past,Public Works hauled scrap metal generated from projects to a recycling yardand waspaidin return at current scrap recycling rates.Thisyear staff has adjusted operations to meet OSHA regulations for handling scrap metal.Public Works will now be hauling scrap metal more often.Recently staff hauled 6.35 tons of scrap cutting edges from snow plows and received $1,173.83 in return.This money hasalwaysgoneback into the general fund. DISCUSSION I would like to request this money be credited back into the street fund for the purchase of additional cutting edges to beused during the 2013-14 snow plow season. RECOMMENDATION Staff recommends Council approve the credit of $1,173.83 to the street fund andthe future credit of scrap metal back to the Street department for the purchase of plow truck cutting edges RESOLUTION 2013-118 ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR MAIN STREET PEDESTRIAN W ALKW AY WHEREAS,pursuant toa written contr act signed between theCityand Meisinger Construction Company ,Inc .for construction of MainStreet Pedestrian Walkway Project and theirworkhasbeen completed withregardtothe improvement in accordance with such contract , BEIT FURTHER RESOLVED:Thatthecityclerkandmayorarehereby directed to issuea proper orderforthefinal payment of $I2 ,896.90 onsuchcontract,taking Meisinger Construction Company,Inc .receipt infull. Adopted b y theCouncil ,this30 th da y of Jul y 2013 . KenHarycki ,Mayor Attest:-------------- DianeF.Ward ,CityClerk APPLI CATION AND C ERTIF I CAT I ONFOR PAYMENT JO B NO .730 A rchitect Sa nde r s W ac k er B ergly I nc T O GENERAL :C ity ofSt illwater PR OJECT: 2 16N4thS t S tillw ate r,MN55082 F ROMCO NTRACTOR: Meis in ge r Cons truct i o n C ompany ,Inc 1 21 B r i dgepo in t Wa y So ut h StPaul ,MN55 0 75 MainS t.Pedestra in Wal kway Stillw ater ,MN A PPLICATIONN O :T e n -FINA L PER I OD T O:5/3 0/201 3 CONTRACT # CONTRACT DATE:11 /18/11 Di stribution t o : O WNER ----- A RCHITECT ----- C ONTRACTOR ----- ____TI TLE COM PANY ____LEN DER CONTRAC TOR 'S APP LICATIONF ORPAY MENT App lication i sm adefo rp ayment ,as show nb e l ow ,inco n nect i on w i th t he co ntract. Cont i nuationS heet ,A lA D ocument G 703 ,i sa ttached . Theu n dersig nedC ontractor c ertifies th at to the b esto ftheC ontr actor 'sk now le dge ,i nf ormat ionan d belie fth e w ork c overed b y t hisA pplicationfo r P aymenthas b eenco mpleted i n acc o r dance wi th t he Co ntract D ocuments , t hat all a mounts h avebe en p aid b y theCo ntra ctor f or W or k fo r wh ich pr ev ious C ertificatesf orPa ymentw ere i ss u e d a ndp aymentsrecei vedf rom t he Own e r ,andth at cur r ent p ayments hownh ereinis n ow d ue . CERT IFICATE FOR PAYMENT $,------- HE I DI A.SQ U I R E -N OTARY PU BLIC·M INN ESOT A My Commis s ion Exp ir esJ an .31 ,2 01 5 May29 ,2013 MEISINGER CONSTRUCTION COMPUY ,INC. D ate :---------'-~--------- CO NTRACTOR : B y :__----:::__....c;._----:::'-'--=......._ S tate Of :MINNESO TA S ubs cribed andsw ornto b efor e met his29th dayo f ""',.....N otary P ublic :....~l.....-J'-.... M y Co mm ission e x pires :JAN UARY 3 1 ~~~1a<:1a<:!a1 ~~=:ac=:ac=cJ:ac;;ac;;:82 1a<:~ top ayment ofth e AM OUNT CE RTIFIED A MOUNT C ERTIF I ED Ina ccordancewi thth e C o n tract D oc um e n ts ,basedonon -s ite obse rvations and t he th e d atac omprisingth is appl ication ,th e Ar chitectc ertifiest o th e Ownerthatt o th e b est ofth e Ar chitect's kno wledge,i nfo r mationandb elief t he W ork hasprogr essed as i ndi ca t e d ,t hequa l it y o fth ew ork i s inacc ordancewiththeContra ct D ocuments,andtheCo n tra ctorise ntitled 1 .O RIGINALC ONTRAC T SUM $561 ,2 00 .00 2 .Net c hangebyC hang e Or de rs $58 ,11 5 .00 3 .C ONTRAC T SUM T OD ATE (Li n e 1 +1 -2 )$619 ,3 15 .00 4 .T OTALCO MPL E TED &STO REDTO D ATE (C olumnG o nG 7 03 )$644 ,845 .00 5 .RET AINAGE : a .%ofCompleted W o rk $0 .00 (C olumn 0 +EonG7 03 ) b .%of S toredM at er ial $ (Co l u m n F o nG7 03 ) T otalR eta i nage (Li n es5a +5bor Tot al incol umn I o fG70 3)$0 .00 6 .T OTALEARNEDLES S R ETAINAGE (Li n e4 L ess Li ne5Total )$644 ,845 .00 7 .LE SSPR EVIOUS C ER TI FICATESF OR PAYMENT (Line6frompr ior Cert i ficate )$631 ,948.1 0 8 .CURRE NT PAYME NTDU E $~~.~.1 2,896 .9 0 t 3 9 .BALA NCE T O FIN ISH ,I NCLUDING R ETAINAGE $0 .00 1 1-'1 \ (Line3less Li ne 6 ) (A ttach e xplanat ion If am ount ce rtifi ed d i ffersf romtheamountapp liedf or .I n i t i a l a ll f igu re s onth i s app l icat ion C HANGEORDER SU MMARY ADDI TIONS D EDUCTIONS T o t a l c han ges a ppro ved i npr evious m on th s b yOw ner /G eneralC o n tractor 58 ,115 .00 - T otal a pprovedt h i smo nth -- N ET CHANGES byc hange o rder 58 ,115 .00 - andon t hecon tinuations heetthat a rechang ed toco nform toth e amount ce rtified) OWNER :C i tyo f S t ill water B y :_ D a t e :_ T hisC e rtificateisn ot n egotrable .T heAMOUN TCE RTIFIED is pay abl e o nlyt o the Fo rm of AlAD ocum ent G7 02 Con tra cto r na medh ere in .I ssua nce .pa ymenta nd a ccep tanceofpa ym e nta re wi thout Appl ication andCertifi cafe fo r Paym ent p r ejudi ce t o an y righl s0 't h e Ow ner o r Con tractorun d e rthi s Cont ract. ..9EL i i I c om pl eteto $co m pl eteto : l --d ate __!.__d ate _L ~_c ~~: I 1 .00 I $55 ,266 .00 I 100 %1 .00 Q TY P revio usly !S P revi ou sl v i QT Yth is b illed !b ill ed __,__P i!~iOd _--+·_~t !J i s _peri od $55 ,266 .00 i 0 .00 I $- T ota l : 55,266 .00 I UN IT PRIC E -_.--r-- :$55 ,266 .00 i $ l EST . D ESCRI PTION O FW O RK UNIT !Q T ::'::Y '----.--====':'-:'::-':':'::==::=: !MOBILIZA T ION =------.1 Is 1 1 FIELDENGINEERING 1 050 1050 .1 i LayoutandStaking 1570 i Trafficregulat ion i Is i 1 i $5 ,000 .00 $~----I ' i Is I 1 I $6 ,000 .00 I $ 1 .00 1 .00 5 ,000.00 : i 6 ,000 .00 I 0.00 0 .00 sy I 2328 ea !9 200 .00 100 % 530 .00 100 % 500 .00 I 100 % 345 .00 100 % 500 .00 100 % 450 .00 100 % 800 .00 100 % 2 ,500 .00 100 % 2 ,000 .00 1 00 % 9 ,576 .00 13 7% 7 ,900 .00 100 % 4 ,8 40 .50 100 % 1 ,860 .00 1 00 % 300 .00 100 % $ $ $ $ s i $ I $ I $ I $ $ I $ 9 .00 8.00 1 .00 1.00 1 .00 1 .00 265 .00 100 .00 1 15 .00 3227 .00 744.00 1 .00 3 192 .00 1580 .00 -I -I I -I -I -I $ $ s i $ $ I $ $ $ I $ I $ I $ I $ I $0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 0.00 0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 I 450 .00 i 530.00 200.00 500 .00 500.00 I 345 .00 800 .00 2 ,500 .00 9 ,5 76 .00 7 ,900 .00 2 ,000.00 4 ,840 .50 ! 1 ,860 .00 : -----+-------t-----~L------_+_---I 300 .00 I $ $ $ $ $ $ $ $ $ I $ !$-+--'-+--+-1-__1 $ I $ I I $ 1 .00 1 .00 8 .00 1 .00 1 .00 1 .00 265.00 100.00 115 .00 32 27 .00 ----t------;------+-------t-----~r__----_+_---I 7 44.00 9.00 3192.00 1580.00 345.00 500 .00 2 ,500 .00 500.00 I 200.00 I 300 .00 I 2 ,000.00 I 530 .00 800 .00 450 .00 I 6 ,984.00 7 ,900 .00 : 4 ,840 .50 I 1 ,860 .00 3.00 $ 5 .00 $ 2 .00 $ 50 .00 '$ 3 .00 $ 25 .00 $ 1 .50 I $ 2 .50 i $ 200 .00 $ 500.00 $ 500.00 $ 100 .00 !$ 300 .00 j $ -$ 2 ,000 .00 I $ $ $ $ $ $ $ $ $ $ s 8 1 1 2 1 265 744 ;$ 115 3227 1 580 If If If If sf Is I Is cy :100 ea ea i ea I e a Is I SIT E PREPARATIONANDDEMOLITION I Removeexist ing t rees 2050 2050.1 2050 .2 I Remove bituminous surfacing 2050 .3 I Sawcutbitum inous surfacing 2 050.4 I Removecone .Surfacing 2050.5 I Removecone .Curbs 2276 .3 i StormDrainInletProtection I 2 300 E ARTHWORK 2050 .9 Removewoodfencing 2050.1 !Removestee l ballard 2050 .6 I Remove I salvagel ight standard 2050 .7 Removes i gn postsandfoot ing s 2050 .8 I Remove I salvageconcretepavers 2 300 .1 Topso il borrow 2276 .2 I Siltfence 2050 .11 i Remove I sa lvage park ing lots ign 2276EROSIONCONTRO L 2276 .1 !FilterLogTypeS traw B ioroll(Biolog) 2300.2 Generale xcavation 2 300.3 [Clean fillborrow 2300.4 Roughgrading (CV) 2300 .5 !F i n i shg rading Is !1 cy I 300 cy !1 50 sy 300 $ $ s $ 15 ,000.00 $ 20 .00 $ 25 .00 $ 15 .00 $ 15 ,000 .00 6 ,000 .00 3 ,7 50.00 I 4 ,500.00 I 1 .00 1121.00 1 70.50 300 .00 $ $ $ $ 15 ,000 .00 22,4 20.00 4 ,262 .50 4 ,500.00 0 .00 0 .00 0.00 0 .00 $ I $ I $ I $ 1 .00 1121 .00 170 .50 300 .00 i $ $ $ $ 1 5,000 .00100 % 22,4 20 .00 3 74 % 4 ,262 .50 1 14 % 4 ,500 .00 100 % ----J---------+----f----+------"------+----i-----+----+----,------------i ----+--I I .I I -I ~~---I I-j-_j__-'--------j--_+___--+-----+-_____+-__l__I I ~! ,' I ! ,i JEt...~ i i I ..mr..I ,I , i I , :E ST . I P r eviou sly S P rev iou sl v Q TY th is I c omp l ete to I $comp letet o I I T EM #I DES C RIPTI O N O F W ORK !UN IT I Q T Y U NI T P RIC E Tota l bill ed bille d i peri od $th is per i od I dat e date %Com .,,I I 2 440 MISCEL LANEOUS SITE IMPROVEMENTS 244 0 .1 :B rick columns I 17 1 $4 ,00 0.00 I $6 8,000 .00 I 17 .00 I $6 8 ,000.00 _1 I s I I $10 0 %e a 0 .00 -i 1 7 .00 68 ,000 .00 2440 .2 Na tura l st onebo llards e a 4 $8 00 .00 I $3 ,20 0 .~4 .00 ~$3 ,2 00 .0 0 ,0 .0 0 ,$-4 .0 0 $3 ,2 00 .00 1 00 % I . 244 0 .3 :Natural stone seating w all I If i 44 $2 00 .00 I $8 ,800 .0 0 i 44 .00 $8 ,800 .00 '0 .00 $44 .00 I $8 ,8 00 .00 10 0 %I -! 244 0.4 j Natural stone retai ning wall If54 $2 00 .0 0 $1 0 ,8 00 .00 I 54 .00 $1 0 ,8 00 .000 .0 0 $.5 4 .00 I $1 0 ,800 .00 1 00 % 244 0 .5 I C oncretepave r ba nd atbum po utssf58 !$16 .00 $928 .00 58 .00 i $928 .00 0 .00 I $-58 .00 $928 .00 100 % I 244 0 .6 Perg ola structure I Is1 $6 5 ,000 .00 :$65,0 00 .00 1 .00 $65 ,000 .00 I 0 .00 $-I 1 .00 $65 ,000 .00 1 0 0 %, 2440 .7 T ables e a5 $2 ,000.00 $10 ,000 .00 5 .00 $1 0 ,000.000 .0 0 $-5 .00 $1 0 ,000 .00 100 % I !$5 00 .00 $2 ,5 00 .00 I 5 .00 $2,5 00.00 $5 .00 $2 ,50 0 .00 10 0 %2440 .8 i Shade umbrellas ea5 0 .0 0 - - 244 0 .9 I Litter receptacles ea8 $1 ,2 00 .00 $9 ,6 00 .00 8 .00 I $9 ,6 00 .00 ,0 .00 $-8 .00 $9 ,6 00 .00 100 % - 244 0 .1 i Benches withba cks I ea11 $1,1 00.00 $12 ,1 00.00 11 .0 0 $12 ,1 00 .00 0 .00 $-11 .0 0 $12 ,10 0 .00 100 % 244 0 .11 Bench -noba ck ea 1 $1 ,0 00 .00 $1 ,000.00 1 .00 $1 ,0 00 .000.0 0 $-1 .00 $1 ,000 .00 100 % 2440.12 \B ic ycle racks ea I 6 $700 .0 0 $4 ,2 00 .00 6 .00 I $4 ,2 00 .00 0 .00 !$-6 .00 $4 ,20 0 .00 100 % 244 0 .13 I Traffic s ign posts ea I 10 1 $70.0 0 $7 00.00 I 5 .0 0 I $35 0.00 0 .00 I $-5 .00 $35 0 .00 I 5 0 % 2741 BITUMINOUS SURFACING 2741 .1 1 3 "Bituminous surfacin g I sy I 498 $45 .00 $22 ,41 0 .00 450 .00 1 $2 0 ,25 0 .00 I 0 .0 0 I $-I 450 .00 $20,250 .00 90 % 2741 .2 1 1 .5 "b ituminous mi ll sy1190 $10 .00 $11 ,9 00.00 348 .50 $3,485 .00 0 .00 $-348 .50 $3,4 85.00 2 9% 2741 .3 i 1 .5 "wear course sy 1190 $11 .00 $1 3,09 0 .0 02232 .00 $24 ,552.00 0 .00 $-i 2232 .00 $24 ,552 .00 1 88 % 2 741.4 I Pai nted pa vement mar kings Is1 I $5 00 .0 0 I $5 00 .00 1 .00 $500 .00 I 0 .00 $-I 1 .00 $500 .00 100 % 2810 UNDERGROUND IRR IGATION 2810 .1 I Underground I rrigation comp lete system I Is I 1 I $8 ,000 .00 I $8 ,0 00 .00 I 1 .00 I $8 ,0 00 .00 I 0 .00 I $I 1 .00 I $8 ,0 00 .00 I 100 %I -I 2832 CONCRETE UNITRETAININGWAL LS Concrete un it reta ining wallwith st andard4 "cap (i ncluding aggregat e 2832 .1 backf ill)s f 44 0 $22 .0 0 $9 ,680 .00 440 .00 $9 ,68 0.000 .00 $-44 0 .00 $9 ,68 0 .00 10 0 % 2939 T URF SEEDING 2939 .1 Turf seedm ix I sy I 300 $2.00 I $6 00 .0 0 300 .00 $6 00 .00 0 .0 0 I $-3 00 .00 $6 00 .00 1 00% ! I I I , _..----------+---...,- l EST.i QTY I U NITP RICE I 100 %10 ,381.00 $1 ,8 27 .00 100 % $11 ,718 .00 I 104 % I i $ 522 .00 3348 .00 1 483 .00 .!lIY...I I complete to i $comp lete to I date I date :%Com . -I -I I -I -I $this period I I $ i $ I s 0 .00 QTY thi s peri od 2,034 .00 6 ,750 .00 L _o _.o_o_-+...........-.: 2,47 5.00 .0.00 - 3 ,990 .00 i 5 ,83 2 .00 1 1 ,7 18 .00 1 0 .00 10 ,381.00 &Previous/v billed i 52 2 .00 2 7 .00 I s i s 2 7 .00 I s 6 ,750.00 ~% 11 .00 l s i S .11 ~?-5 .00 :100 o /~- 1 33 .00 I s 0 .00 S 133 .00 S3 ,990 .00 I 100 % 324 .00 r -S ------+---O -.OO --+l-S·--324 .00 r $5 ,832 .00 i 1 0 0% 113 .0 oJ s 0 .00 I S 113.00 I S 2 ,0 34 .00 i 1 00 % 3348 .00 1483.00 I ..Qnr.. I Previousl v I I billed I 1 ,82 7 .00 11 ,2 56 .00 1 0 ,3 81 .00 3 .50 i s 3.50 i S I 7 .00 S s s s 5 22 3216 1 483 sf sf sf 5 "co ncrete surfac ing -vehicula r 1 5 "coloredande tched concrete crosswal ks :Perennials ,Ornamentalgrass CAST ·iN·PLACE CONCR ETE 1 5 "concretesurfacing-pedestrian 3300 .2 2940.5 3 300 3300 .1 3300 .3 ITEM # 2950 2950 .1 2950 .2 2950 .3 2950.4 3 300.4 1 5 "coloredandetchedconc rete I surfa c ing sf 782 3 s 5 .00 $39 ,115 .00 7966 .00 $3 9 ,830 .00 0 .00 $7 966.00 $3 9 ,830.00 1 02 % 3300 .5 I I Sawcutconc retes coring 1 /2 "depth If 5310 $ I 1 _25 1 s I 6 ,6 37 .50 I 5320 .00 I ,S 6 ,650 .00 0 .00 $-I 5320.00 $6 ,650 .00 1 00 % I If 1580 i 3300 .6 I :awcutconcretescor ing 1 -3/4 "depth i 3300 .7 i Concretecolored/stampedband ing I $ s f I 234 I s I 1.75 !$ I 16 .00 i S I 2 ,765 .00 3 ,7 44 .00 1580 .00 33 5.00 I $ $ 2 ,765.00 5 ,360 .00 ! 0 .00 0.00 $ $ -: I -I 1580.00 335.00 $ I s 2 ,765 .00 5 ,360.00 100 % 1 43 % 54 .00 '$3300 .8 Conc rete stairs -frontofrest room 3 300 .9 I Concretesta irs-sideofrestroo m I sf sf 132 1 8 i $ s 54 .00 s 7 ,128 .00 972.00 132 .00 18 .00 $ s 7 ,128 .00 972 .00 0 .00 0.00 ;$ s 132 .00 1 8 .00 s s 7 ,128 .00 9 72 .00 100 % 100 % 3300 .1 B612 concretecurb 3 300.11 B61 8 concretecurb 3300.12 !Concr ete r ibbon cu rb 0 % 0 % 107 % 154 % 1 00 % 1 19 % 100 % 100 % 900 .00 7 ,455 .00 8 ,591 .00 6 ,650.00 I 15 ,040 .00 11 ,200 .00 S S s s S 94 .00 9 .50 0 .00 7 0 .00 1 0 .00 80.00 5 32.50 781 .00 I I -I -I -i s s s s s s S S 0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 0 .00 900.00 7 ,455 .00 6 ,650 .00 8 ,591 .00 1 5,040 .00 11 ,200 .00 s s s S S I S !s I S 7 0 .00 0 .00 9 .50 94.00 10 .00 80 .00 53 2 .50 7 81.00 900 .00 I 3 20.00 4 ,8 30.00 5 ,600 .00 8,008 .00 1 ,275 .00 I 1 5 ,040 .00 i 11 ,200 .00 s s s S 11 .00 16 .00 , 14.00 90.00 r S 15 _00 ; I I 700 .00 I S I 160.00 S 140.00 I S s s s s S S S I s 20 8 8 5 94 10 80 728 3 45 If If I f If If I f If [Concrete surmountable curb l orname n talme tal ra iling-MainStreet 1 5 'w ide pedest rian r amp (i ncluding !truncateddomepanels ) M ETAL F ABRICATION I Sta i rhandra il :Ornam entalr ailing -Wate r Street 5500.2 5500 .3 3 300.14 5500 5500 .1 3 300 .13 1 --,.----------f--i----+----+-----,----+----+----+---1 -------1 ---+---1 I [ES T . I ~I sax.I I I I P reviouslv I S Pr ev ious lv I OTY thi s I complete to $c ompl e te t o I ! I ITEM #:D E SCRIPTIONO F W ORK I U NIT OTY UN IT PR ICE To tal billed I billed I period $this period I dat e I d ate %Com . CIVIL UTILITY ;6 "perforatedPEw ith sock I If90 !$I 1 ,890.00 90.00 I $1 ,890 .00 I 0 .00 $-I 90 .00 I $1 ,890 .00 I 100 %21 .00 :$ !I I I i I I I Connection toe xisting 42 "stormpipe ea2 _~~1 ,0 7 0 .0 0 2 .00 i $1 ,070 .00 I 0 .00 $-~O O $1 ,070 .00 1 00% [Relocat i onofe xisting hydrant ea 1 I $3 ,200 .00 $3 ,200 .00 1 .00 1 $3 ,200 .00 ~0.00 I $-1 .00 $3 ,200.00 100 % 1 6 "DIPwaterma in I If 50 $54.00 $2 ,700 .00 50 .00 $2 ,700 .00 0.00 $-50 .00 $2 ,700 .00 100 % '6 "valve !ea ,1 !$1 ,300.00 $1 ,300 .00 I 1 .00 $1 ,300 .000.00 $-1 .00 $1 ,300.00 100 % Connectto6 "wate rmain I ea i 1 $2 ,500 .00 $2 ,500 .00 !1 .00 $2 ,500.00 0 .00 $-1 .00 $2 ,500 .00 100 % 1 .5 "TypeKwaterservice If t 110 $32.00 $3 ,520 .00 110 .00 $3 ,520 .00 0 .00 $-110 .00 $3 ,520 .00 100 %: 1 .5 "corporat ion withsaddle :ea1 $500 .00 $500 .00 1.00 !$500 .00 0 .00 $-I 1 .00 $500 .00 1 00% '6 "clean -out ea2 $225 .00 $450 .00 2 .00 i $450.00 I 0 .00 $-2 .00 $450.00100 % J 4 "clean-out ea :1 $175.00 $175 .00 1 .00 $175 .00 I 0 .00 $-1 .00 $1 75 .00100 % 4 "PVC If95 $32 .00 I $3 ,040 .00 95.00 $3 ,040.00 I 0.00 $-95 .00 $3 ,040 .00 100 % i 6 "90D IP degreebend ea1 $250.00 '$250 .00 1 .00 $250 .00 I 0 .00 I $-1 .00 $250 .00 100 % 6 "11 -1/4 DIPdegreebend ea 1 $250 .00 $250 .00 1.00 $250 .00 0 .00 $-1 .00 $250 .00 100 % j 4 "45PVCdegreebend ea1 I $21.00 $21 .00 1.00 $21 .00 0 .00 $-1.00 $21 .00 100 % \4 "22-112PVCdegreebend ea1 1 $2 1.00 $21 .00 I 1 .00 $21 .00 0 .00 $-I 1.00 I $21 .00 100 % [SUBTOTAL [[[$561 ,200 .00 [38079 .00 I $586 ,730 .00 I 0 .00 1 $-I 38079.00 I $586,730 .00 I 1 05% CHANGE ORDERS :ChangeOrder#1 l ea I 1 $11 ,979.00 I $11 ,979 .00 1 .00 $11 ,979 .00 0 .00 $-1 1 .00 $11 ,979 .00 100 % I ChangeO rder #2 ea I 1 $12,455 .00 .$12 ,455 .00 1 .00 $12,455 .00 0 .00 $-1 .00 $12 ,455 .00 100 % !ChangeOrder#3 l ea1 $14 ,135 .00 $14 ,135.00 1 .00 $14 ,135 .00 0 .00 $-1 .00 $14 ,135 .00 100 % I ChangeO rder #4 l ea l 1 1 $19 ,546 .00 $19 ,546.00 1 .00 $19 ,546 .00 0 .00 $-I 1 .00 $19 ,546 .00 100 % I GRANDTOTAL I I I 1 $619 ,315 .00 I 38083 .00 1 $644 ,845 .00 I 0.00 1 $-I 38083 .00 I $64 4,845.00 I 104 % I Departme nt:MIS STAF F REQUEST ITE M I Date:Ju ly 26,2013 DESCRI PTION OFREQUES T (Brieflyoutlinewhattherequestis) Purchaseof13computersforusebyvariouscitystaff.Computers willbeused toreplaceexistingmachinesandinmostcasesoldmachineswillbeformatted andusedelsewhereinthecity . FIN ANCIALI MPACT (Brieflyoutlinethecosts,ifany ,thatare associated w ith this r equestandtheproposedsourceo f thefundsneededto f undthe r equest) Thiswasbudgetedfor i nthe2013CapitalOutlayBudget.Totalcost i s approx imately $12 ,500 p lus tax. ADDIT I ONAL I NFORMATION A TTACHED Yes __NoX ALLCOUNCILREQUESTITEMSMUSTBE SUBMITTED TOTHECITYCLERK AMINIMUMOFFIVEWORKINGDAYSPRIORTOTHENEXT REGULARLY SCHEDULED COUNCIL MEET ING INORDERTOBEPLACEDINTHE COUNCIL MATERIAL PACKET. Submitt ed b y:R ose H olman,MIS MEMORANDUM TO:Mayor &Council FROM:CityAdministratorHansen DATE:July 26,2013 SUBJECT:Recommendation on Chamber Requests AtthelastCityCouncilmeeting,theCouncildiscussedtheDowntownRevitalization Committee's requestsforforminganeconomicdevelopmentgroupintheCity,andarequestfor fundingstudiesandsurveys.SinceneitherBillnorIwereinvolvedwiththerequests,wedidnot havemuchtosayexcepttheprocessneededmorevetting.TheCouncilturnedthattaskoverto metomakearecommendation.SinceIbelievetherearetwoissues,Iwilltreatthemseparately. 1.Should theCity have an Economic Development Entity? IdonotbelievethatStillwatershouldhaveaformalentitysuchasanEconomic DevelopmentAuthority,HousingRedevelopmentAuthority,orPortAuthority.After30years of experience,Icantellyouthatthesegroups,oncecreated,aredifficulttogetridof.Once createdtheyaregivencertainformalpowerssuchasowningproperty,sellingbonds,making loansandgrants,etc.Theyarenotalwaysfilledwithprofessionalsandareoftenpolitical appointees.TheycananddobecomeestrangedfromCouncilandlacktheaccountability of a council.IdonotrecommendthattheCouncilsecedeany of theirformalpowerstosuchgroups. InStillwateranEDAwascreatedinJune of 1989andtheCouncilwasappointedasmembers. ThiswasdonetogiveextraeconomicdevelopmentauthoritytotheCityCouncil.TheEDA neveractedindependentlyandhasremaineddormantsincethattime.In the1990s,aPort AuthoritywasabolishedinStillwater.HRApowersweretransferredtotheCountyin1995 . Thisbeingsaid,IdobelievetheCitycouldbenefitfromanadvisorygroup,lacking formalpower,perhapsaneconomicdevelopmentcommission.Irecommendthat if created,itbe temporaryinnatureandauthorizedforatwoyeartimeperiod.Ibelieveitcouldconcentrateon strategyandpolicesasrecommendedbytheDowntownRevitalizationCommittee.Iwouldnot recommendthatthegroupreviewprivatedevelopmentproposals.Irecommendthatthegroup consist of nomorethansevenmembers,andincludeCommunityDevelopmentDirector Tumblad,myself,twoCityCouncilmembersandthreeChamberorDRCmembers.Withthe changeswehave coming inthenextfewyears,thisgrouphasthe potential tobe of valuable assistance. 2.Chamber Request for Funding of Studies and Surveys. Ihavenowhadthe opportunity toreviewthe Downtown Revitalization RFPforBaseline DataStudiesandSurveysandbelieveittobeagooddocument.However,after reviewing the extensive researchon Buxton,submittedby Councilmember Kozlowski,Idonot recommend awardinga contract tothem.Itappearstometheyhave simply put together a computer program usinga "cookie cutter"approach thatoutlinessomedefinitions,offersnoreal recommendations, and probably willnotyieldanytangibleresults.In addition,theyaretooexpensive. Idohowever,agreethatnowisan opportune timetobe planning forthechanges Stillwater isabouttoundergo.In reviewing theRFP,Mr.Tumblad andI believe wecould accomplish Item1:Downtown CommercialSurvey,andItem2:Downtown RealEstate Valuation Survey.Mr .Tumblad andIarebothfamiliarwiththesetypes of surveysandfeelthis information wouldbe very valuable totheCity.In thepast,theMnDTEDandRegion9 (Mankatoarea)developed thistype of survey,buttheydidnotkeepthemupdated,sothey became obsoletein approximately sixmonths.Billhasfoundanational company calledProStar thatdevelopthesetypes of databasesandkeepthem constantly updatedforafee of aslittleas $200permonth.OnceBillhasfullyvettedthecompany,wecould recommend subscribingto theirservicesimmediately.Wewillfindthefundinginthecurrentbudget.Asfarastherest of theRFP,webelieveitstillneedssomeworkandonce completed we would recommend thatthe Cityandthe ChamberlDowntown Revitalization Committee enterintosometype of costsharing to complete it.Itismyfirm belief andexperiencethat if allpartiesdonothavesome"skininthe game,"theresultswillnotbetakenseriouslyandputtouse. In addition,I believe weshouldhireafirmthatislocal(atleastthemetroarea)and preferably onethatwe already haveaworking relationship with.Ihavelittlefaithina company thousands of milesawaythatis unfamiliar withStillwater,MN,and probably willnotdo business withusagain .BillisfamiliarwithMaxfield,likestheirwork,and they haveworked withusbeforeonthe Downtown Plan . Enclosed foryour review isacopy of theRFP developed bythe Downtown Revitalization Committee.Withsomeadditionalwork,Ibelievewecanandshouldaccomplish a majority of it. /nm Request For Proposals Downtown Revitalization Baseline DataStudiesand Surveys Purpose Conductaseries of thorough studiesandsurveystofullyassess downtown's current economic horsepower and business mix performance ,inotherworks-howwelldoes downtown reallyfunction economically andwhatisthelevel of performance.These studieswillalso include a resulting actionplan ,or recommended tenant mix,thatthe committeeandCitywillusetoattractandcontactthose businesses anduses identified in theresulting recommendations. The summer of 2013isthelastseasonwehavetogetafull three-dimensional economic assessment completed prior tothe opening of Brown 's CreekTrailandLowell Park improvements.More importantly ,itisessentialthatwehavea complete understanding of thetrue condition of downtown priortotheCity conducting a revised comprehensive planfor downtown. Witha thorough understanding of the economic performance of downtown,in relation to the economic and revitalization opportunities the Downtown Revitalization Committees have identified ,arevised comprehensive plancouldthenreflectallthedesiredand required i mprovementsthatcouldbe implemented bytheCit y and supporting governmental agenc ies,organizations ,businesses,foundations ,and individuals . Recommended Study Modules 1.Downtown Commercial Survey Thisstudywoulddetailtheactualamount of squarefootage of commercial space a vailable for business purposes.Thegeneral geographical area included inthesurvey wouldcontainthe properties locatedwithinthe designated historical district.Baseline datawould generally include: •Individual building squarefootage available for business purposes (including upper office or apartment areaaspresent). •Breakout of squarefeetbybusinesstypeusingSICcodesfor national compari son purposes. •Current business t ype by building andblocklocation. •Total resulting squarefeet of commercial space(officeandretail)inuseand vacant. Conducted by:Jon Whitcomb ,Gre ystone RealEstateGroupwithCit y assistance 2.Downtown RealEstate Valuation Survey Thisstud y would examine the current baselinerealestatevalues ,or collective value of downtown ,asitrelatestoourlargestregionalcapitalasset.Thegeneral geographical area included inthesurve y wouldcontainthepropertie s located within the designated historicaldistrict.Baseline datawouldinclude: •Property PID number ,owner nameandmailing address •Property address •Current tenant and business useb y SICcode(cross referenced) •Building squarefootage(cross referenced) •Taxing Districts (classifications perKevinCorbid 's presentation) •Estimated landvalue •Estimated building value •Taxable value •Property ta x Conducted by:Washington CountyTax Department /TaxRole Report 3.Downtown Business Owner Survey Thisstudywould examine the current baselinestatus of allthe downtown businesses. Thepurpose of thisstudyisto ascertain theoverall health and wellness of downtown businesses andto determine thegrosssalesvolume of downtown . Knowing the collective sales volume of downtown is paramount to addressing allfuture economic needs,disparities andpotentialcapital investment requiredto elevate downtown's economic performance tothe highest point humanly possible.Thisbaseline dataisthemost essential element to determining howeach business typeis performing and contributing totheoverallsuccess of downtown.Thegeneral geographical area includedinthe survey would contain thebusinesses located withinthe designated historical district.Baseline datawouldincludebutnot limited to: •Nameand address of business (thisstudycouldbe anonymous butitwouldbefar morehelpfuland accurate withothercross referencing of data) •Ownorleasespace •T ype of business (bySICcode) •Business square footagebybusinesstype (if leasing to multiple businesses) •Yearsin business •Business sales trends (goinguporgoingdown,etc .for example) •Formal marketing plan oruse of business consultant •Operation information (hours ,owner managed ,marketing budgetetc.) •Grossannualsales (single mostimportantdatapointto determine downtown 's economic wellbeing andfuturepotential) 4.Pedestrian Study Understanding the pedestrian interaction patterns of downtown under its current business mixandcivic improvements suchasthe Plaza will identify visitor density along downtown.Wehopeto determine where pedestrian concentration is heavy and where it islightpriortoany changes in pedestrian patterns duetobiketrialand Lowell Park improvements. Ourgoalisto determine howtobettermanagethe pedestrian traffic patterns downtown sowecreatea well-balance economic environment by identifying new opportunities to purposefully direct t he consumer experience sowemay maximize downtown's full potential.This information couldresultin examining future placement of additional parkingrampsto distribute thetrafficpatternsfromwesttoeast should main street becomemore narrow with wider sidewalks ,forexample. Conducted by:Peter Bruce 5.Market Analysis Thisstudy would examine the current baselinestatus of allthosewhovisit downtown businesses.The purpose of thisstudyistogetafirm understanding astowhoisactually comingto downtown ,whyandhowoften. Knowingthe target audiences thatarecurrently coming to downtown willtellusessential marketingand product mixcluesandprovidean outlook astohowthis current audience maybe impacted bythe changes comingto downtown .Thisdatawillbe essential tosee if weare targeting the right markets or if weneedtoadjustfuture branding andmarketing strategiestogainthe right visitor demographics thatwill support the new downtown and generategreater economic benefits .Thegeneral geographical area included inthesurvey wouldcontain interviews locatedwithinthe designated historical district.Baselinedata wouldincludebutnot limited to: •Wherethey come fromandwhytheycame •Arethey browsing andenjoyingthetownordidtheycomehere with apurpose •Ageand gender typeandwhatorwho motivated them tocome •Howoftendotheyvisit downtown ,howlongdotheystayand what dotheydo •Howdidthey hear about Stillwater andwhatcausedthemtocome •How much money dotheythinktheyspendeachtimethey come •Average annual income andother essential demographic information Thiscould involve twosets of surveys ,onefor people visiting downtown (mostly tourists)andonesenttoarea residents (whytheydoor don't come downtown,etc.?) 6.Business Mix Recommendations Thisreport would identify thegapsand economic shortfalls of our current downtown as exposedbyallthe previous mentioned studies.Thisreport would make recommendations astotheideal business mixanddesired products and services that wouldfitwiththenew changes todowntown.Possible identifiers include: •Business types missing orunder developed perSICcode I other city comparisons •Most preferred target market of downtown visitors I repeat spenders with disposable incomeswhoseekspecifictypes of storesand experiences •Best combination of professionally runlocal businesses and successful brand businesses •Strategies tobring awareness andtraffictothe north end of downtown •Strategies tobringfoottraffictosidestreetsandsecondand third street •Ideal commercial business mixlayoutforhistorical district 7.Marketing Strategies Thisreport would outlinethespecific criteria andstrategiesthat would be essential to successfully launch a revitalized downtown marketing and promotion campaign.This reportwould address many of the nagging issuesthathave hindered downtown asthe premier go-to destination.Campaign themesandstrategiesmayaddress: •Allthenew amenities,activities ,shopsanddining experiences •The perception of a downtown parkingproblem(thiscould involve avery innovative approach to address thisissueheadon) •Waystoinvitearea residents toadopttheirown downtown Conducted by:Tobe determined COMMUNITY SYMPOSIUM your l oIetls .yOL<X F uture . ORC Committee Chairs BrianZeller Biking PatWolf BusinessMi x RichardCummings Ambiance RyanLettner RiverFront SteveReeser Branding June28,2013 StillwaterCityCouncilandStaff CityofStillwater 2164thStreetN Stillwater ,MN55082 StillwaterCityCouncilandStaff: Forthelast10monthstheDowntownRevitalizationCommitteehasworked diligently t oidentifyandresearchawidearrayofexcitingopportunitiesthatwill bringdowntowntoawholenewlevelofprominenceasthestate's "birthplaceof Minnesota." Theirwork ,passionforabetterdowntown,and commitment toformalongand successfulrelationshipwiththeCity,hasculminatedtothismomentwhenthey collectively askfortheCity 's commitment andsupportthatwilltransformdowntown intoavibrantcommercialdistrictforgenerationstoenjoy .These unprecedented opportunities arewithinourgrasp ,providedtheCitytakestherecommended actionstomakethese opportunities areality . Includedinthispacketaretheprimary opportunities thatnowneedCouncil /staff support.Inaperfectworld,wecouldarticulateeveryeconomicbenefitperevery dollarinvestedtorevitalizedowntown .Naturally ,thisisunrealistic. Whatisnotunrealisticisthe enormous impactthese opportunities possessto createavibrantdowntownwhenallaremergedintoaseamlessseriesof improvements thatcreateadowntownasneverbefore .TheDRChasdone everythingintheirpowertoassisttheCity ,nowtheyaskforyoursupport. Atthiscouncilmeeting ,theDRCseeks : •ApprovalofabudgetforathoroughEconomic Development ActionPlan •Authorizedstaffassistancefora preliminary Transient DockGrantrequest •Non -financial supportforaBikeFriendly Community Assessment •Snowremovalquotesforadesignateddowntown improvement zone •City determination forbuildingfacadeandtreeup-lighting Thefutureofdowntown,regardlessofthework40plusmembersoftheDRChave broughtforwardtocreatearevitalizeddowntown ,nowrestinthehandsoftheCity . Let'snowworktogethertotakefulladvantageofthese tremendous opportunities. GREAT ER ST I LLWATER CHAMBER. o/COMM ERCE --------= Regards , Xaa&creecer Co-chair Z:C 7 4eaner Co-chair - Two Temporary On -Sale Liquor Licenses for Veterans of Foreign War (VFW) Post 323 for a special event at the Washington County Fair in Baytown Townsh ip, July 31 through August 4, 2013; - Temporary On -Sale Liquor License for VF W Post 323 for the Habitat for Humanity Volley Ball Tournament at the Washington C ounty Fairgrounds on August 11, 2013. Public Works The Board met in an Attorney -Client Closed S ession to discuss settlement options presented for two parcels: 1079 Broadway Avenue and 955 Broadway Avenue as it pertains to the reconstruction of County State Aid Highway 2. 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 62 nd Street N., Stillwater, Minnesota. CITY OF STILLWATER REQUEST FOR PROPOSAL S & QUALIFICATIONS FOR STILLWATER COMMUNITY FESITIVAL Proposals Due: 2:30 PM, September 6 12 , 2013 1. Purpose 1.1. Background Information The City of Stillwater , Minnesota is a dynamic community, nestled along the bl uffs of the St. Croix River; one of America’s protected Wil d and Scenic Rivers. The City is a stand -alone community within the Twin Cities metropolitan area, located about 20 miles east of St. Paul. The City is a historic community with a growing populat ion of 18,638 residents and a median ho usehold income of $70,131 ($58,475 Minnesota ; $52,762 USA). Stillwater is one of the most visited cities in Minnesota , featuring a historic downtown . The City is also well known for its restored riverboats, Victori an bed and breakfasts, and seasonal recreation activities on the St. Croix River. 1.2. Previous Community Festival Lumberjack Days Festival Association, Inc, a non -profit organization run by St. Croix Events, Inc. produced the community’s previous major festi val, known as Lumberjack Days. St. Croix Events stopped producing the event after the 2011 season. 2. Pro posal Description 2.1. Summary and Objective The City of Stillwater is requesting qualified and experienced organization s to submit proposals to produce a new summertime community festival beginning in 2014 . The geographic focus for d rawing festival -goers should be: [Councilmember Weidner - Stillwater and the surrounding area including the St. Croix Valley and the East Metro.] [Councilmember Kozlowsk i – concentrated on Stillwater ’s residents but should not ignore the Twin Cities region .] Stillwater Festival RFP Page 2 of 4 [Councilmember Polehna – does not believe this is necessary to include. His main concern is that the summer festival be community oriented and that the producer inv olve Stillwater’s civic groups . If that occurs, the draw area can be as big or small as the producer proposes.] [Councilmember Menikheim – the Greater Stillwater area, at least in the first years.] 2.2. Professional Qualifications The organization selected by the City Council to produce Stillwater’s next summer festival must have prior successful experience in producing community events , including contacts that may be used for reference . The Stillwater Police Department will run a limited background check o n each festival production company submitting a proposal. 3. Submission Requirements 3.1. Provide a brief description of the organization’s capability, history and experience producing festivals or events . 3.2. Identify the name of the person designated as the contac t person for this proposal with mailing address, telephone number, fax number and e -mail address. 3.3. Resumes of individuals who will participate in production of the proposed festival and their respective roles in the production . 3.4. Submit a work progr am and sch edule for production of a 2014 festival . 3.4.3.5. Submit a site plan showing location of major elements of the festival. The principle venue location will be North Lowell Park and the downtown pedestrian walkway , which is an area of approximately 6.5 acres . [See attached graphic.] 3.5.3.6. Number of Proposals Submit 10 copies of the proposal. 3.6.3.7. Submission Deadline Proposals are to be received in the office of the Community Development Department no later than 2 :30 p.m. on September 6 12 , 2013 . No late proposals will be c onsidered. Proposals may be mailed or hand delivered to: Bill Turnblad C ommunity Development Director Stillwater City Hall 216 Fourth Street North Stillwater, MN 55082 4. Other Specific Requirements 4.1. The City of Stillwater reserves the right t o accept or reject any and all proposals. 4.2. Proposals received in response to this invitation shall become the property of the City of Stillwater and shall be retained on file, and by reference will become a part of any subsequent formal agreement. 4.3. The succe ssful proposal will: Stillwater Festival RFP Page 3 of 4 4.3.1. Identify activities that would appeal to the planned geographic focus area as defined in 2.1 above. 4.3.2. Incorporate an aggressive marketing plan. 4.3.3. Develop and present a theme and festival name in the proposal that A. complements the City’s historic fabric. B. captures the City’s river setting. C. fits the fabric of the community. D. is found satisfacto ry to the City Council. E. ??? [Councilmember Weidner - The festival should complement the City's historic fabric, capture the City's riv er setting, involve and benefit community including local non -profit and volunteer organizations, and be found satisfactory to the City staff and Council.] [Councilmember Kozlowski - The festival should complement the City's historic fabric, capture the C ity's river setting, and be found satisfactory to the City Council.] [Councilmember Menikheim – the festival should complement the City's historic fabric .] 4.3.4. Submit an estimated budget including a specified percentage o f gross receipts to the City in excha nge for use of the City name and venue. 4.3.5. Demonstrate an ability to produce and hold the event annually beginning in July of 2014. 4.3.6. Identify City resources desired by producer to support the festival, and any proposed remuneration for those resources. 4.4. Oral P resentation Following a review of the written responses to this Request for Proposals & Qualifications, the City of Stillwater may invite a limited number of candidates to present their proposal to the City Council. The quality of the candidate’s oral pre sentation will be considered in the selection process. For questions or additional information, please contact: Bill Turnblad , City of Stillwater 216 Fourth Street North Stillwater, MN 55082 (651) 430 -882 1 bturnblad@ci.stillwater.mn.us Stillwater Festival RFP Page 4 of 4 STILLWATER TOWN BOARD MEETING July 11, 2013 Town Hall 7:00 P.M. PRESENT: Chairperson David Johnson, Supervisors Jim Hiniker, Linda Countryman, Sheila -Marie Untiedt and Fred Brandt, Clerk Kathy Schmoeckel, Planner Sherri Buss and Treasurer Marsha Olson. 1. AGENDA – M/S/P Hiniker/Countryman moved to adopt the agenda as amended. (5 ayes) 2. MINUTES – M/S/P Untiedt/Countryman moved to approve the June 13, 2013 Stillwater Town Board Meeti ng minutes as written. (5 ayes) 3. TREASURER – a) Report given. The Township will be receiving aid from the State, but the amount is not yet known. Copies of invoices relating to park matters will be forwarded to Barb Riehle so that the Park Committee can be kept up to date on park issues. b) Recycling Claim – M/S/P Untiedt/Hiniker moved to approve payment of Bev Petrie’s invoice for $560.00 for recycling work. (5 ayes) c) Checks and Claims – The following checks and claims were approved for payment. Claim No. Vendor Amount 42172 AirFresh Industries $ 575.00 42173 American Flagpole 74.90 42174 Bryan Rock Products, Inc. 1,470.65 42175 Campbell, Knutson, PA 2,177.96 42176 CenturyLink 101.79 42177 Earl F Anderson I nc 272.87 42178 Envirotech 7,635.31 42179 Hillcrest Animal Hospital 240.03 42180 Maroneys Sanitation 159.44 42181 MFRA 11,021.00 42182 Department of Labor and Industry 331.16 42183 MJ Raleigh Trucking Inc 11,775.38 42184 Kathleen Nelson 28.15 42185 Stephen Nelson 835.34 42186 Beverly Petrie 840.00 42187 Robert P Ranalla Sr 33.90 42188 Kathryn Schmoeckel 175.46 42189 Stillwater Gazett e 15.80 42190 Valley Green Lawn & Landscape Inc 1,390.00 42191 Washington County Public Safety Radio 100.02 42192 Xcel Energy 72.78 Stillwater Town Board Mtg. – 7/11/13 Page 2 42193 Marsha Olson 93.13 42194 Internal Revenue Service 968.51 42195 Minnesota Department of Reve nue 23.08 42196 PERA 5 70.25 Bev Petrie 560.00 Countryman, Linda P 611.88 Johnson, David W 685.70 Nelson, Kathleen M 323.94 Nelson, Stephen W 1,163.61 Olson, Marsha Ann 470.39 Ranalla, Sr., Robert P 332.46 Riehle, Barbara 760.69 Schmoeckel, Kathryn G 704.62 Untiedt, Sheila -Marie 545.94 4. PLANNER – a) Nature’s Gate Subdivision (Linn) – Planner Sherri Buss reviewed the proposed subdivision, the issues involved and the Planning Commission reco mmendations. The issues are the need for a variance for the length of the cul -de -sac, the possible road extension to Norell, the road width, improvements to 94 th Street and the park dedication. With respect to the extension to Norell, the consensus was t hat it can be made if and when the larger lot is further subdivided. There was discussion of how to make sure a future developer is made aware of the potential road extension. With respect to the road improvement to 94 th Street, the consensus was that si nce this is only three lots, the developer need only improve the road to the south edge of the subdivision. M/S/P Hiniker/Untiedt moved approval of the Nature’s Gate Subdivision with the Planning Commission’s recommendation plus the requirement that the ro ad be im proved only to the southern border of the property and taper to the existing road. (5 ayes) b) Arcola Bluffs Subdivision (Axdahl) – M/S/P Untiedt/Hiniker moved to add the term “PUD” to the previous approval of the Arcola Bluffs Subdivision. (4 ayes, Johnson abstain) c) Home Occupations – There was a discussion of what should be allowed and what are the standards of other communities. The consensus was not to change our ordinance at this time. Reincarnations will be informed that event sales are not al lowed per their permit which can be revoked if they do not comply. d) Alternative Energy – The County has recently updated their alternative energy system ordinance. There could be a link on our website for more information. The Planning Commission will loo k at our ordinance to determine if we should be closer in compliance with Washington County’s ordinance. e) Outdoor Wood Burning Furnaces/Boiler Ordinance – This ordinance which had previously been approved was signed. f) Open Space – There was discussion of o pen space and it s possible uses and the issue with it remaining “in perpetuity”. This does not work well, especially with smaller subdivisions. It is difficult to find an entity willing to take the open space. Stillwater Town Board Mtg. – 7/11/13 Page 3 The Planning Commission will be directed to take a fresh look at our ordinance. There might be a size threshold for open space or if a parcel is particularly desirable environmentally. 5. EAGLE SCOUT PROJECT - Peter Palecek was present to discuss his proposal for a Boy Scout Eagle project. He wou ld like to erect a retaining wall on the south side of the town hall. He hopes to complete the work by the beginning of August and estimates the cost at $800.00. He will stake out his planned wall and send a picture of that to the Clerk who will forward it to the Township Engineer for his input, especially with respect to how this might affect snow plowing. M/S/P Untiedt/Hiniker moved approval of a matching grant of $400.00 for the project and to authorize Peter Palecek to do the work. (5 ayes) 6. PARK COMMITTEE – Jim Hiniker reported that the Park Committee is planning the Township picnic with a budget of $1,000.00. There had been vandalism in Otto Berg Park again. Little Carnelian park was heavily used over the Fourth of July. 7. COMMUNICATION COMM ITTEE – Fred Brandt reported that our website startup has been delayed with a delay in our data transfer. The Communication Committee will be meeting again to review pictures for the website. 8. MEETING WITH LOCAL TOWNSHIPS – There was discussion of sett ing up a meeting with other local townships at our town hall in September. The Clerk will check on meeting dates for the other communities and Sheila -Marie Untiedt will coordinate the meeting. 9. UPDATE FORMER PALMER PROPERTY - David Johnson had met wit h Jane Harper with Washington County regarding this property. Both the County and the State will need to acquire a right -of -way in connection with the new roundabout at Highway 96 and County Road 15. Gary Kriesel, Washington County Commissioner, has call ed for a meeting with the participating parties and is looking for the extent or our commitment. The consensus was that Stillwater Township is interested in participating at a level that is related to our population versus the population of the City of St illwater. 10. COMPENSATION FOR TOWNSHIP PERSONNEL – M/S/P Untiedt/Hiniker moved to increase staff salaries (Kathy Schmoeckel, Kathy Nelson, Barb Riehle, Marsha Olson, Rick Jacobson) by 5% effective January 1, 2014. (5 ayes) 11. DNR TRAIL – David Johnson had talked to the City of Stillwater regarding the trail crossing at Manning Avenue. There was discussion of possible connections and access points. A DNR representative will be invited to our next meeting to discuss their plans. 12. WASTE HAULERS – Sh eila -Marie Untiedt had attended a meeting with Washington County regarding recycling. Washington County is 50% behind in recycling. The County is looking at how to increase household recycling . Stillwater Town Board Mtg. – 7/11/13 Page 4 13. PERMANENT CHAIR – Sheila -Marie Untiedt reported that th e decision to have David Johnson act as permanent chair has worked well, especially with respect to the Joint Board. 14. ST. CROIX TOUR – Sheila -Marie Untiedt will attend this. 15. JOINT BOARD – ORDERLY ANNEXATION – David Johnson had sent a letter to the City of Stillwater regarding their actions with respect to orderly annexation. Another Joint Board Meeting is expected and all Town Board members were encouraged to attend. 16. NOXIOUS WEEDS – Fred Brandt ha d received a call regarding garlic mustard in the right -of -way on a County Road. Washington County had addressed the problem. Stillwater Township no longer has a noxious weed officer. 17. ADJOURNMENT – The meeting was adjourned at 10:30 p.m. Clerk______________________________________ Cha irperson_________________________________ Approved___________________________________ Summary of Proceedings Washington CountyBoard of Commissioners June25,2013 PresentwereCommissionersFranMiron,District1;TedBearth,District 2;GaryKriesel, District3;AutumnLehrke,District4;andLisaWeik,District5.Absentnone.Board Chair Weikpresided. Board of Appealand Equalization TheCountyBoardconvenedastheBoard of AppealandEqualization. Commissioner Reports -Comments -Questions TheCommissionersreportedonthefollowingitems: -CommissionerBearth -thankedthecountyemployeeswhoattendedtheOakdaleSummerfest; -CommissionerKriesel-reportedheattendedtheAftonStrawberryFest;andexpressedhis condolencestothefamily of theMetropolitanMosquitoControlpilotwhorecentlydiedina helicoptercrash; -CommissionerMiron-reportedheattendedtheCountiesTransit Improvement Board(CTIB) meeting;henotedthereisanadditional$1.2millionavailableinCongestionMitigationand AirQualityfunding;heattendedtheTransportationAdvisoryBoardmeeting;discussed sendingaletter of interestthatWashingtonCountywouldbewillingtoparticipateinagroup todiscussgroundwater management aroundWhiteBearLake; -CommissionerWeik-reportedsheattendedtheCTIBmeetingwheretheyauthorizedtwo CountyCommissionersandtwo staff membersfromeachcountytoattendedtheRail-:Volution inSeattlenottoexceed$500perpersonfortravelexpenses. Community Services Approval ofthe followingitems: -Amendment#3totheHomeInvestmentPartnershipProgramfundingagreementsin accordancewiththe 2011,2012 and2013AnnualActionPlans; -Amendment#2tothegrantcontractwith Minnesota Department of HumanServicesforthe ChemicalHealthCareHomePilotProjectextendingthetermtoJuly31,2015andallocate additionalfunding; -RecognitionforMicheleAcker,ForestLake,andLaurieMondry,Woodbury,recipients of the 2013 Family ChildCareProviders of theYearawards. General Administration Approval ofthe followingitems: -June4and11,2013CountyBoardmeetingminutes; -RevisionstoCounty Policy #2201,BudgetPolicy; -Updateonthe2013 Legislative SessionbytheMinnesotaInter-CountyAssociation; -2012Annual Performance MeasuresandIndicatorsReport; -Board correspondence wasreceivedandplacedonfile. Human Resources Approval of countyinitiativeto provide countyemployeesa personalized total compensation statement inaneffortto communicate thetotalvalue of salaryandbenefitswith Washington County. Property Records and Taxpayer Services Adoption of Resolution No.2013-082 ,applicationtoconductexcludedbingobytheSt.Paul EastParkLionsClub. Public Health and Environment Boardworkshopheldforanupdateonthecityandtownshipresidential Recycling Performance Scorecard. Public Works Approval of thefollowingactions: -Resolution No.2013-083 ,BrownsCreekStateTrailPlatNo.170; -ContractwithHDR Construction ControlCorporationfor construction engmeenng onthe CountyStateAid Highway 19-20-22project; -Contract withHowardR.Green Company for construction administration servicesonthe County StateAid Highway 19 reconstruction project. A complete text of theOfficial Proceedings of the Washington CountyBoard of Commissioners isavailableforpublic inspection attheOffice of Administration,Washington County Government Center,1494962 nd StreetN.,Stillwater,Minnesota. Summary of Proceedings Washington County Board of Commissioners July 2, 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. A bsent none . Board Ch air Weik presided. Commissioner Reports – Comments – Questions The Commissioners reported on the following items: - Commissioner Lehrke – reported she attended the Resource Recovery Project Board budget meeting where they announced a conference in Novemb er that will detail different waste processing technologies and it was suggested that all project board members attend; and she will be travelling to the National Association of Counties Annual conference in Fort Worth Texas July 19 through the 22; - C ommi ssioner Miron – stated that a couple of weeks ago he incorrectly stated that the legislative request for the Forest Lake Tax Increment Financing District extension was approve d and thanked Commissioner Kriesel for providing him with the correct information ; and he attended the Metropolitan Mosquito Control District meeting; - Commissioner Weik – reported she will be travelling to the National Association of Counties Annual conference in Fort Worth Texas July 19 through the 22. Community Corrections Approv al to appoint Michael Edman, Cottage Grove, to the Community Corrections Advisory Board, first term to December 31, 2014. Community Services Approval of the following actions: - Amendment 1 to extend the contract with State Operated Services for one regi stered nurse position for the Adult Mental Health Unit for the period of Jul y 1, 2013 through June 30, 2015; - Recognition of the Dislocated Worker Team for receiving the State Dislocated Worker and Trade Adjustment Assistance Exceptional Performance by a Team Award; - Workforce Investment Board’s Strategic Plan for 2013 -2016; - Workshop held for an update on work in the areas of adoption and licensing . County Attorney’s Office Approval of the Auto Theft Prevention Grant award to the Washington and Anoka County Attorney’s Office for the time period of July 1, 2013 through June 30, 2015. General Administration Approval of the following actions: - June 18, 2013 County Board meeting minutes; - Reappointments for committees and commissions with memberships t hat expire June 30, 2013: Child Protection Citizen Review Panel – Gina Kuchenmeis ter, Martha Gerkey, Dawn Hyland, Guy Sederski, and Margaret Hart ; Family Homelessness Prevention and Assistance Program Citizen Advisory Committee – Elizabeth Semotink, Maribe th Lundeen, Michael Manhard, and Jen Peterson ; Workforce Investment Board – Jane Klein, Jeffery Birtten, Mary Schmidt, Michelle Kemper, and appointment of Whitney Ridlon, to a first term expiring June 30, 2016 ; - Consent Calendar Item 3F, regarding the pen alty and interest abatement for Anderson Parcels located i n Hugo, referred back to the Finance Committee; - Washington County Government Center to be closed Thursday, July 4, 2013; - Board correspondence was received and placed on file; - Workshop held to discuss web streaming cablecasting of County Board meetings. Library Adoption of Resolution No. 2013 -085, Minnesota Children’s Museum “Smart Play Spot” and acceptance of $1,000 grant for the “Smart Play Spot”. Public Works Approval of the following act ions: - Resolution No. 2013 -086, bid award for County State Aid Highway 23/24 construction project to Hardrives, Inc.; - Resolution No. 2013 -087, reallocation of bond funds within Fund 456. Sheriff’s Office Adoption of Resolution No. 2013 -084, Joint Powe rs Agreement with the State of Minnesota, Commissioner of Corrections, housing of offenders in the Washington County Jail. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at th e Office of Administration, Washington County Government Center, 14949 62 nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners July 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. A bsent none . Board Ch air Weik presided. Commissioner Reports – Comments – Questions The Commissioners reported on the following items: - Commissioner Lehrke – reported she has been meeting with her communities and with trash haulers regarding the scorecard that the county is proposing and collecting feedback from her district; - Commissioner Bearth – reported he will be attending the Metropolitan Emergency Services Board meeting that will be discussing its budget allocation for 2014 and noted that Washington County’s portion will be going up not quite $4,000 for next year. Community Corrections Adoption of Resolution No. 2013 -088, authorizing renewal of the Joint Powers Agreement between the State of Minnesota, and the Sentence to Service Program in Washington County. Commu nity Services Approval of the following actions: - Appoint Mike Fouts, Cottage Grove, to the Family Homeless Prevention and Assistance Citizen Advisory Committee to a fi rst term expiring June 30, 2016. General Administration Approval of the following ac tions: - Comments from Dennis Hegberg, Forest Lake, on the history of the Resource Recovery Project facility; - Presentation of the Audit Committee Annual Report for 2012; - Board correspondence was received and placed on file. Housing and Redevelopment A uthority Approval of the following actions: - Public hearing held to consider a request for the county to pledge the general obligation of Washington County as additional security for its issuance of Governmental Housing Revenue Bonds Series 2013A which a re being issued in order to refund its TrailSide 2010B Series Bonds; - Resolution No. 2013 -091, Resolution Approving the Pledge of the General Obligation of Washington County to Washington County Housing and Redevelopment Authority Governmental Housing Rev enue Refunding Bonds (Washington County General Obligation – TrailSide Senior Living Project) Series 2013 to be Issued in an Aggregate Principal Amount not to Exceed $8,200,000 . Property Records and Taxpayer Services Approval of the following actions: - P enalty and interest abatement for Anderson parcels located at 14583 F orest Boulevard North in Hugo; - Resolution No. 2013 -092, approving the Cooperative Purchasing Agreement for electronic election hardware, software and services with Dakota County. Publi c Health and Environment Approval of the following actions: - Appointment of Lowell Johnson, Director, as the Auditor’s designee to the County Extension Committee to a first term expiring December 31, 2015; - New 1.0 full time equivalent (FTE) Nursing Sup ervisor position; - 1.5 FTE Correctional H ealth Nurses; - Workshop held for an overview of Community Health Improvement Plan process. Public Works Approval of the following actions: - Amendment #2 to renew contract with Staples Contract and Commercial, I nc., for office equipment and supplies to May 15, 2015; - Ratification of contract with HM Cragg for Uninterruptable Power Supply (UPS) equipment and maintenance services; and execution of Amendment #5 in the amount of $5,973 for replacement of UPS equipme nt in the courts that have reached the end of service life; - Resolution No. 2013 -089, support and priority designation for 2014 State bond requests; - Resolution No. 2013 -093, reject bid lease, installation and maintenance of outdoor light assemblies; - B oard workshop held to discuss Public Works facilities. Sheriff’s Office Adoption of Resolution No. 2013 -090, Joint Powers Agreement with police departments within the county to establish the Washington County Special Weapons and Tactics Team (SWAT). A c omplete 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 62 nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners July 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. A bsent none . Board C hair Weik presided. Commissioner Reports – Comments – Questions The Commissioners reported on the following items: - Commissioner Bearth – reported he attended the Metropolitan Emergency Services Board meeting which approved its 2014 budget; and he noted that the Minnesota Inter -County Association will be addressing its budget next month; - Commissioner Weik – reported she attended the Gateway Corridor Commission meeting last week and decided they would add a public comment period to future Policy Analysi s Commission meetings; - The Commissioners discussed a proposed Commissioners retreat and to submit items for discussion to staff; and membership to the National Association of Counties was mentioned as an item for discussion , and whether it is getting too partisan. Community Corrections Adoption of Resolution No. 2013 -094, Proclaiming July 21 – 27, 2013 as Probation and Parole Officer Week. Community Services Approval of the following actions: - Master Grant Agreement with the Minnesota Department of E mployment and Economic Development for April 1, 2013 through March 31, 2018; - Board workshop held to review the county mandated responsibilities to provide services for individuals with a developmental disability or a related condition. General Administ ration Approval of the following actions: - County vision statement: “A great place to live work and play…today and tomorrow”; - Board correspondence was received and placed o n file. Human Resources Approval to add one new full time equivalent Senior Hu man Resources Representative. Property Records and Taxpayer Services Approval of the following actions: