Loading...
HomeMy WebLinkAbout2013-09-03 CC Packet 15. Possible approval to purchase fencing – Recreation Center 16. Possible approval of utility bill adjustments 17. Possible approval of temporary liquor license – St. Croix Catholic Faith Fdn XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS 18. Request by Corey Burstad on behalf of Stillwater Caves, LLC for TIF Assistance to redevelop the Joseph Wolf Block at and around 402 South Main Street (available Tuesday) 19. Continuation of Council deliberations on awarding the contract for a self-guided residential video podcast tour 20. Possible approval of a subscription to CoStar data bases for economic development support. XIV. NEW BUSINESS 21. Possible approval of quote for concrete for amphitheater in Lowell Park 22. Request by Kaytee Nesvacil for a permit to keep chickens as 42 South Owens Street. 23. Request by John Kerschbaum to approve a private dock on the east end of Nelson Street for a pedal boat rental business. 24. Possible adoption of resolutions (3 separate resolutions - Roll Call) (Available Tuesday) a. Adopting the proposed tax levy for the payable year 2014 b. Adopting the proposed budget for the year 2014 c. Setting payable 2014 Truth-in-Taxation Public Hearing dates 25. Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for 2013 Street Improvements (Project 2013-02) (2 Resolutions – Roll Call) 26. Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for County Street Improvements (Project 2013-04) (2 Resolutions – Roll Call) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS C', CrOS . St. Croix River Channel No Wake Worker Safety _ Zone _ Boaters: Respect the slow/ no wake zone in the restricted St. Croix River channel between Stillwater and — Bayport. The narrowed channel near bridge construction will remain at 300 feet and be marked with buoys through fall 2016. Keep yourself and workers safe. Slow down. WISCONSIN NO WAKE V v WORKER SAFETY ZONE R ` O N \ a O \ r, \ °/ N. 36 Sunnyside Marina Z ai It d DMINNESOTA LEGEND - Roads ® Closed river zone St. Croix River a• ® Buoy locations ■ New bridge pier locations No wake zone 35 300' O / \ / AAA \P \ NO WAKE A WORKER SAFETY ZONE a 7 t, U r 5 St. Xcel Powef Plant 59th t. N. Bayport GtO"{ CPO �w Minnesota approach work 2013 construction 62nd St. N. 0 0 0 0 A� IO Club o Tara S. Frontage Rd. 0 D 0 m m z o o m d °o- D v 0 � < u m LEGEND _ Section 1: S. Frontage Road between Club Tara and Stagecoach Trail - Early summer to mid - summer Section 2: Beach Road bridge - Mid - summer to end of 2013 construction _ Section 3: Hwy 36, east of Osgood Ave., and majority of Hwy 95 - Mid - summer to end of 2013 construction Section 4: S. Frontage Road between Osgood Ave. and Club Tara - Late summer to end of 2013 construction Ponds: Early summer to end of 2013 construction 460�, aTrails: Mid - summer to end of 2013 construction Work begins in 2014 Get more information and ask questions at: www.mndot.gov /stcroixcrossing Visit website to sign -up for weekly project email updates stcroixcrossing.dot @state.mn.us Hotline: 1- 855- GO -CROIX (462 -7649) rAllil www.facebook.com/ saintcroixcrossingmndot @stcroixcrossing flu, LEGEND L� ROADWAY �7 BRIDGES & RETAINING WALLS RAISED MEDIANS & CURBS PAYED SHOULDERS TRAILS & SIDEWALKS CONSTRUCTION "BY OTHERS" PROPOSED PERMANENT PONDING LOCATION PROPOSED PERMANENT INFILTRATION LOCATION L� PROPOSED PERMANENT FILTRATION LOCATION PROPOSED TRAFFIC SIGNAL D A tY �f f t{( t t x. n'£+t,: 4 ) 4, 1s3;\ t it hz'�L' •4 .'..� l VA.i (; lid { 1xf } 4,,k �y y .v Y £ TVASWNGTON k"'> # ;' Y v t.... " ,�} �`"�rJ*> � _ �'�.. _ ' `�.,_ �� ... <S ._,� E�.. � �. a.2-' :: S,� �`" �.;:1.i x f r � Y. , ry' y, » �?� _, F� w i : i ,,. �" ��;' � s� � � �g ,•saw., s r b � nrt � q Aw£ t � +� h 1+:.2wa 11,1" -31 :: . l[ L3. 5yy]1 4T.txf7.. 2.. ST. CROIX CROSSING PROJECT flu, LEGEND L� ROADWAY �7 BRIDGES & RETAINING WALLS RAISED MEDIANS & CURBS PAYED SHOULDERS TRAILS & SIDEWALKS CONSTRUCTION "BY OTHERS" PROPOSED PERMANENT PONDING LOCATION PROPOSED PERMANENT INFILTRATION LOCATION L� PROPOSED PERMANENT FILTRATION LOCATION PROPOSED TRAFFIC SIGNAL D A tY �f f t{( t t x. n'£+t,: 4 ) 4, 1s3;\ t it hz'�L' •4 .'..� l VA.i (; lid { 1xf } 4,,k �y y .v Y £ TVASWNGTON k"'> # ;' Y v t.... " ,�} �`"�rJ*> � _ �'�.. _ ' `�.,_ �� ... <S ._,� E�.. � �. a.2-' :: S,� �`" �.;:1.i x f r � Y. , ry' y, » �?� _, F� w i : i ,,. �" ��;' � s� � � �g ,•saw., s r b � nrt � q Aw£ t � +� h I PRELIMINARY �„ JULY .a. d3li_ i ^ ( }kf.,% F C Y SCALE Q setl' l7w, zow. ka 5 t'1 i F+e5 �a 4 flu, LEGEND L� ROADWAY �7 BRIDGES & RETAINING WALLS RAISED MEDIANS & CURBS PAYED SHOULDERS TRAILS & SIDEWALKS CONSTRUCTION "BY OTHERS" PROPOSED PERMANENT PONDING LOCATION PROPOSED PERMANENT INFILTRATION LOCATION L� PROPOSED PERMANENT FILTRATION LOCATION PROPOSED TRAFFIC SIGNAL D A tY �f f t{( t t x. n'£+t,: 4 ) 4, 1s3;\ t it hz'�L' •4 .'..� l VA.i (; lid { 1xf } 4,,k �y y .v Y £ TVASWNGTON k"'> # ;' Y v t.... " ,�} �`"�rJ*> � _ �'�.. _ ' `�.,_ �� ... <S ._,� E�.. � �. a.2-' :: S,� �`" �.;:1.i x f r � Y. , ry' y, » �?� _, F� w i : i ,,. �" ��;' � s� � � �g ,•saw., s r b � nrt � q Aw£ t � +� h 651 Hale Avenue North Oakdale, Minnesota 55128 telephone: 651.770.8448 facsimile: 651.770.2552 www.eorinc.com Date August 21, 2013 To BCWD Board of Managers cc Karen Kill, BCWD Administrator From Camilla Correll, Cecilio Olivier and Ryan Fleming Regarding I TSMP Evaluation Background At the August 12, 2013 Board Meeting the BCWD Board of Managers approved the expenditure of $1,500 to evaluate the impact(s) of applying the difference between the 2000 and the 2007 volume control standards to those parcels that have yet to be developed in the contributing drainage area to the Diversion Structure: the area to which the Trout Stream Mitigation Project (TSMP) Agreement applies. This memorandum summarizes the findings of this evaluation. TSMP Evaluation As the Scope presented at the August 12, 2013 Board Meeting described, this evaluation was made at an individual site level as well as at the contributing drainage area scale. The first task calculates the impact of applying the difference between the 2000 and 2007 volume control standards to a development such as Brown's Creek Preserve: a 6 -acre single family development located south of McKusick Road North approximately '/ mile east of Manning Avenue North. The second task translates the volumetric difference achieved for a single rainfall event to an annual volume. Finally the third task multiplies the annual volume infiltrated on the 6 -acre development by the number of 6 -acre sites that could be developed in the future. These potential 6 -acre developments could happen on parcels that have yet to be developed (e.g. the Trooien property or the agricultural field east of Manning Avenue) or they could occur in areas that are currently large lot residential development (e.g. the lots north of Hwy 12 adjacent to where the Stillwater Readiness Center is proposed to be constructed). The goal of this evaluation is to demonstrate the impacts of applying the difference between the 2000 volume control standard and the 2007 volume control standard to the developer as well as the downstream resources so that the BCWD and the City of Stillwater can determine if this difference should be applied in the contributing drainage area to the Diversion Structure. Subsequent sections of this memorandum describe on a task -by -task basis the assumptions made in conducting the evaluation and the results of the evaluation. Task 1. Determine the volumetric difference between the 2000 and the 2007 volume control standard for the Brown's Creek Preserve. This represents the volume a Permit Applicant would have to provide if the City of Stillwater agreed to apply the difference from the 2000 volume control standard to the 2007 volume control standard. Evaluation: • Modeled using PCSWMM • Input parameters for the application of the 2000 Rules: — Pre - development conditions simulated using Open Space — good conditions: this reflects the conditions for parcels yet to be developed or re- developed in the contributing drainage area to the Diversion Structure. An Equal Opportunity Affirmative Action Employer Emmons & Olivier Resources, Inc. water I ecology I community memo 2 of 5 - 5% of the site assigned a curve number of 98 to represent the impervious allowance granted under the 2000 rules. - Volume determined by running the 1.5 -year 24 -hour rainfall event which is equivalent to 2.6 inches of rainfall depth. Input parameters for the application of the 2007 Rules: - Pre - settlement conditions simulated using the curve numbers provided in the 2007 Rules. - Volume determined by running the current, Atlas 14 2 -year 24 -hour rainfall event of 2.8 inches of rainfall. Results: Rule application for 6 -acre development scenario Volume allowed to Number of BMPs required leave the site for Control Best a licable event Brown's Creek Preserve under pre- development conditions with 5% site imperviousness for the 1.5 -year 24 -hour rainfall event (VI) 0.50 AF Brown's Creek Preserve under pre - settlement conditions with no imperviousness for the 2-year 24 -hour event (V2) 0.43 AF Volumetric difference = VI- V2 0.07 AF Volumetric difference = Vt- V2 3,050 ft The following table illustrates the types of volume control Best Management Practices (BMPs) that could be incorporated into a stormwater management plan to address the volumetric difference between the two rules of 3,050 ft) . Designing a stormwater management plan to address this volume does not necessarily require additional treatment but it will be more successful (efficient and cost - effective) if it is included early in the site design process. Not only do volume control BMPs provide for stormwater infiltration but they also reduce the rate of stormwater runoff leaving the site as well as provide water quality treatment. Including volume control BMPs in the stormwater management plan reduces the footprint of the rate control practice(s) and the water quality treatment practice(s) that need to be designed to meet the District Rules. The question becomes, if the physical conditions of the site allow for infiltration does it seem reasonable to assume that the following number of BMPs could be incorporated in a 6 -acre residential development as the cost to include these BMPs will be minimal relative to the total stormwater management requirements needed to meet all of the stormwater rules. Example Volume Typical dimensions for Number of BMPs required % of Control Best residential development to infiltrate volumetric site Management setting difference (3,050 ft) Practices Raingarden 200 ft2 15A 1.1% (10 ft. x20ft.) Infiltration Trench 360 ft2 (5 ft. rock storage gallery) 513 0.7% Infiltration Basin 4,080 ft 1 1.6% %Permeable Pavement 1,000 ft2 (e.g. driveway) (1 ft. rock storage gallery) 8D 3.0% ° Raingarden dimensions based upon North Marketplace TSIP dimensions. B 6'x60' trench within lot frontage or rear yard, 5' max depth (avoid over excavation for OSHA safe slope /trench box). c Used Brown's Creek Preserve infiltration basin as example storage for 3,050 ft 3. D Stillwater ordinance of 12' -14' width at ROW. Percentage and number of BMP's variable based on depth of gallery. Emmons & Olivier Resources, Inc. 651 Hale Ave N, Oakdale, MN 55128 p: 651.770.8448 f: 651.770.2552 www.eorinc.com memo 3 of 5 Task 2. Determine the volumetric difference on an annual basis for the Brown's Creek Preserve. For an average year, how much additional water is being infiltrated thereby increasing baseflow contributions to the Creek and providing additional water quality treatment to McKusick Lake and the St. Croix River? Evaluation: • Modeled using PCSWMM • Average year modeled is 2012. Daily precipitation data was obtained from the Minnesota Climatology Working Group by selecting the closest monitoring station to the Diversion Structure (Lat: 45.06140, Lon: 92.83642). A review of the last 10 year of data (2003 to 2012) showed 2012 to be the closest to the 100 -year historical average of 29 inches per year. • Based on the recently reviewed Brown's Creek Preserve project, post development conditions were assumed as a 6 -acre residential subdivision, consisting of 1/4 to 1/3 acre lots with 27.5% overall impervious coverage. The development runoff was routed to a single infiltration basin, sized to retain and infiltrate the volumetric difference between the two rules within 48 hours. The model was run from January 1, 2012 through December 31, 2012. Since the interest is only in volume, no other climactic data was simulated other than precipitation (wind speed, temperature, snow pack, etc). • The 2012 groundwater elevations developed for the BCWD were used to estimate how much of the volume infiltrated could make it to Brown's Creek as baseflow. The groundwater elevations show that there is a groundwater flow divide that runs along Hwy 12 (approximately): groundwater to the north of Hwy 12 flows towards the creek and groundwater to the south of Hwy 12 flows towards the river. By dividing the total annual volume infiltrated by the percentage of 6 -acre development sites in that portion of the contributing drainage area that flows towards Brown's Creek (north of Hwy 12) one can estimate the amount of groundwater contributions gained by applying the difference between the volume control standards over the course of a year with average annual rainfall. • An analysis for infiltrated pollutant removal was conducted to determine the annual load reduction provided through infiltration. This pollutant removal is in addition to what would otherwise be required in order to meet the District's Rate and Water Quality Rules. The following pollutant concentrations were assumed for typical stormwater discharge from a rate control facility: - 125 ppb Total Phosphorus - 6 ppm Total Suspended Solids These values were multiplied by the volume infiltrated by the stormwater practice over the course of an average precipitation year. Results: Annual evaluation for 6 -acre development scenario Annual Quantities 2007 Rules — 2000 Rules Additional total volume of runoff infiltrated over an average precipitation year 2012 3.2 AF Potential additional annual baseflow contributions to the creek 1.4 AF Additional annual water quality treatment TSS 52.0 lbs. Additional annual water quality treatment TP 1.1 lb. Emmons & Olivier Resources, Inc. 651 Hale Ave N, Oakdale, MN 55128 p: 651.770.8448 f: 651.770.2552 www.eorinc.com memo 4 of 5 Task 3. Determine the volumetric difference on an annual basis for all of the undeveloped parcels in the contributing drainage area to the Diversion Structure. Evaluation: Figure 1 identifies all of the undeveloped parcels in the Orderly Annexation Area discharging to the TSMP. These are all of the parcels to which the TSMP agreement apply. In addition, existing large lot single family residential were included to represent those portions of the City of Stillwater that may be bought up in the future and converted to single - family residential development. The decision to add these parcels to the evaluation was made after discussing future development scenarios with Bill Tumblad, City of Stillwater Planner. Those parcels that do not drain to the Diversion Structure (e.g. the parcels south of Brown's Creek across from Millbrook) were not included in this evaluation. The total area of undeveloped and potential re- development parcels in the contributing drainage area to the Diversion Structure is 550 acres. Since all of these parcels are connected, it would be possible for the entire highlighted area to be divided into 6 -acre development sites. This translates into 91.7 potential 6 -acre development sites in the contributing drainage area to the Diversion Structure. Multiplying the annual quantities for the 6 -acre development scenario by 92 potential development sites results in the total quantities identified below. Results: Annual evaluation for total number of potential 6 -acre development sites in the contributing drainage area Total Annual Quantities (2007 Rules — 2000 Rules) Total additional annual runoff volumes infiltrated 293 AF Total potential additional annual baseflow contributions to the creek 129 AF Total additional annual load reductions TSS 4,766 lbs. Total additional annual load reductions TP 101 lbs. Recommendations As this evaluation demonstrates, the impact of applying the difference between the 2000 and the 2007 volume control standards is small at the individual development scale. However, when considering the volume infiltrated annually across the contributing drainage area to the TSMP, the impact is more significant. Looking at the additional phosphorous load reductions achieved on an average annual year demonstrates that the BCWD could exceed the phosphorous reduction goals for the area (148 pound reduction required as stated in the McKusick Lake Management Plan). The total potential annual load reductions for TP are on the order of what the BCWD is expecting to achieve for the Iron Enhanced Sand Project which is currently under construction. In addition, the potential to increase baseflow contributions to Brown's Creek is not insignificant given the recent trend in baseflow reductions and in- stream temperature profiles. It is our recommendation that the BCWD and the City of Stillwater continue discussing options for applying the difference between the 2000 and the 2007 volume control standard in the contributing drainage area to the Diversion Structure as it will have a significant impact to the downstream resources. Emmons & Olivier Resources, Inc. 651 Hale Ave N, Oakdale, MN 55128 p: 651.770.8448 f: 651.770.2552 www.eorinc.com memo 5 of 5 Figure 1. Parcels to be developed or redeveloped in contributing drainage area to the Diversion Structure. Emmons & Olivier Resources, Inc. 651 Hale Ave N, Oakdale, MN 55128 p: 651.770.8448 f: 651.770.2552 www.eorinc.com Memo DATE: September 3, 2013 TO: Mayor & City Council FROM: Sharon Harrison Finance Director RE: 2014 Proposed Budget At the budget workshop that was held on August 27, 2013 there were some additions and a subtraction that have now been added to the original proposed 2014 budget. Also, additional information regarding employment contracts and a possible increase in PERA beginning July 1, 2014 have also been added to the proposed 2014 budget. Below are the highlights: Proposed Adopted 2014 2013 Increase/ Levy Levy Difference Decrease ORIGINAL PROPOSED LEVY (Prior to 08/27/13 CC Mtg) Operating $7,509,711 $7,261,468 248,243 Special Levys PERA $0 $173,542 (173,542) Debt Service (MS §275.70, Subd. 5(1))$3,018,920 $2,971,497 47,423 Total $10,528,631 $10,406,507 122,124 1.174% Increases (Decreases) to Original Operating Levy from/after 08/27/13 CC Mtg MIS Consultant $21,000 Economic Development $50,000 Event Coordinator $10,000 Symposium ($3,500) Employment Contracts/.25% increase in PERA $18,855 $96,355 REVISED PROPOSED LEVY (After Increasses/(Decreases of 08/27/13 CC Mtg) Operating $7,606,066 $7,261,468 344,598 Special Levys PERA $0 $173,542 (173,542) Debt Service (MS §275.70, Subd. 5(1))$3,018,920 $2,971,497 47,423 Total $10,624,986 $10,406,507 218,479 2.099% ACTION REQUIRED Once Council determines the proposed levy and the proposed budget appropriations, council should pass the following resolutions: 1. 2013 - ________ADOPTING THE PROPOSED TAX LEVY FOR THE PAYABLE YEAR 2014 (attached) 2. 2013 - ________ADOPTING THE PROPOSED BUDGET APPROPRIATIONS FOR THE YEAR 2014 (attached) Just a reminder, once the proposed levy has been adopted, the levy that will be adopted in December, can not be higher than what was adopted tonight…It can remain the same or it can be lowered. Also, if Council agrees with staff’s recommendation for holding the City’s Truth-n-Taxation meeting on December 3, 2013, Council will also need to pass the following resolution. 3. 2013-________ SETTING PAYABLE 2014 TRUTH-N-TAXATION PUBLIC MEETING (attached) ADOPTING THE PROPOSED TAX LEVY FOR THE PAYABLE YEAR 2014 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the sum of $_____________________ is hereby levied against all of the taxable property of the City of Stillwater, Washington County, Minnesota, for City purposes for the payable year 2014. The Levy consists of the following: GENERAL TAX LEVY:$ DEBT SERVICE TAX LEVY: Fund Required Levy for 2014 Amount 307 G.O. Capital Outlay 2007A 196,324 308 G.O. Capital Outlay 2008A 223,821 309 G.O. Capital Outlay 2009A 218,243 312 G.O. Capital Outlay 2012A 550,395 315 G.O. Capital Outlay 2005B 283,870 316 G.O. Capital Outlay 2006A 382,809 319 G.O. Capital Outlay 2009B 103,478 324 G.O. Capital Outlay 2012 (Armory)85,000 329 G.O. Capital Outlay 2009D 392,766 385 G.O. Sports Center 2005C 242,109 389 G.O. Sport Facility Revenue 2009C 90,105 Subtotal 2,768,920$ New Debt 314 G.O. Capital Outlay 2014 250,000 Total Debt Service Tax Levy 3,018,920$ TOTAL TAX LEVY $ Adopted by the Council this 3rd day of September, 2013. ______________________________ Ken Harycki, Mayor ATTEST: ____________________________ Diane F. Ward, City Clerk ADOPTING THE PROPOSED BUDGET APPROPRIATIONS FOR THE YEAR 2014 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the proposed budget appropriations for the year 2014 in the amounts for the following funds: 100 General Fund 200 Special Events Fund 202 St Croix Valley Recreation Center Fund 230 Library Fund 240 Parks Fund 251 Downtown Beautification Fund 255 Washington County Recycling Fund Total -$ Adopted by the Council this 3rd day of September, 2013. ______________________________ Ken Harycki, Mayor ATTEST: ____________________________ Diane F. Ward, City Clerk SETTING PAYABLE 2014 TRUTH-N-TAXATION PUBLIC MEETING BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the Payable 2014 Truth-in-Taxation meeting shall be at 7:00 p.m., Tuesday, December 3rd, 2013. Adopted by the Council this 3rd day of September, 2013. ______________________________ Ken Harycki, Mayor ATTEST: ____________________________ Diane F. Ward, City Clerk City Council DATE: September 3, 2013 TO: Mayor & City Council SUBJECT: TIF Assistance for Boutique Hotel in Joself Wolf Block APPLIANT: Corey Burstad, representing Stillwater Caves, LLC FROM: Bill Turnblad, Community Development Director REVIEWERS: Larry Hansen, City Administrator Dave Magnuson, City Attorney Sharon Harrison, City Finance Director INTRODUCTION Stillwater Caves, LLC has submitted an application for $1.15 million in TIF assistance to redevelop the historic Joseph Wolf Block into a 37 room boutique hotel, a 60–80 seat restaurant, and up to 4,000 square feet of retail space. The $1.15 million would be released at the construction financing closing. The funds would be an advancement from available TIF District #1 funds, so no bond sale would be necessary. The City advanced funds would be repaid from the tax increment generated by the improved property. The term of the repayment has not been calculated yet, but could not exceed 25 years. Since the property is not located within an active TIF District, one would have to be created in order for the City to capture the increment for repayment purposes. SPECIFIC REQUEST City staff is requesting: 1. Conceptual approval of the Stillwater Caves TIF Assistance request; and 2. Authorization to initiate the establishment of TIF District #11. Stillwater Caves TIF September 3, 2013 Page 2 COMMENTS 1. The project is a strong candidate for TIF assistance because it meets many of the objectives if the City’s TIF Policy, including: a. Create a desirable and unique character through compatible land use and quality design in new and redeveloped buildings. b. Stabilize and strengthen the local property tax base. c. Increase job opportunities and City residents. d. Eliminate blight and substandard conditions. e. Preserve historically significant structures to reuse in viable commercial, industrial or residential activities. 2. If the Council believes that the project is a strong TIF candidate and gives conceptual approval of the request, then more detailed information would be needed from the applicants to better evaluate risk. That information would become part of a development agreement that would be brought back to the City Council for final action. The additional information would need to include: a. The market analysis currently being researched and prepared by BP Research. b. Details and status of application(s) made to conventional financial institutions for this project. c. Letter of Commitment for private financing on this project. RECOMMENDATION In order to move the project forward and receive more details, staff recommends conceptual approval of the Stillwater Caves TIF Assistance request; and authorization to initiate the establishment of TIF District #11. Staff estimates that the new TIF District and the development agreement would both be ready for Council action at the October 15 Council meeting. bt AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North September 3, 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. Mn/DOT Update – St. Croix Crossing Project 2. Joint Meeting with Brown’s Creek Watershed District 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 V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of August 20, 2013 special and regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 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. 12. Resolution 2013-140, directing payment of bills 13. Resolution 2013-141, resolution adopting Findings of Fact for the denial of a Design Permit for Water Street Inn. 14. Resolution 2013-142, appointing election judges and fixing compensation for School District Election 15. Possible approval to purchase fencing — Recreation Center 16. Possible approval of utility bill adjustments 17. Possible approval of temporary liquor license — St. Croix Catholic Faith Fdn XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS 18. Request by Corey Burstad on behalf of Stillwater Caves, LLC for TIF Assistance to redevelop the Joseph Wolf Block at and around 402 South Main Street (available Tuesday) 19. Continuation of Council deliberations on awarding the contract for a self - guided residential video podcast tour 20. Possible approval of a subscription to CoStar data bases for economic development support. XIV. NEW BUSINESS 21. Possible approval of quote for concrete for amphitheater in Lowell Park 22. Request by Kaytee Nesvacil for a permit to keep chickens as 42 South Owens Street. 23. Request by John Kerschbaum to approve a private dock on the east end of Nelson Street for a pedal boat rental business. 24. Possible adoption of resolutions (3 separate resolutions - Roll Call) (Available Tuesday) a. Adopting the proposed tax levy for the payable year 2014 b. Adopting the proposed budget for the year 2014 c. Setting payable 2014 Truth -in- Taxation Public Hearing dates 25. Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for 2013 Street Improvements (Project 2013 -02) (2 Resolutions — Roll Call) 26. Possible approval of resolution declaring costs and preparing assessment roll and resolution calling for assessment hearing for County Street Improvements (Project 2013 -04) (2 Resolutions — Roll Call) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS /REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT TO EXECUTIVE SESSION FOR LABOR NEGOTIATIONS B ROWN'S CREEK W A T E RS I I E D DISTRICT I: 5 1 -1 AY WA LA. L3 AV E. h,1 OA K DA L E . M. N 5.5 1 2E3. 051.27S.1 1.1:, :'Si?t, I I "19�: "rl�lr:l Sti5 1 ,275 1 25 4 I I rY,M I WW _ESC 13_CR.G AGENDA SPECIAL MEETING OF THE BOARD OF MANAGERS Tuesday, September 3, 2013 4:50 -6:00 PM Joint Board Workshop with Stillwater City Council Stillwater City Hall 216 N 4th Street, Stillwater MN (Stillwater City Council will receive update on the St. Croix River Bridge from MN DOT 4:30 -4: 50pm) 1. Call to order @ 4:50 P.M. 2. Approve Agenda 3. TSMP Cooperative Agreement Discussion — Camilla Correll, FOR 4. Opportunities for Collaboration in 2014 a. Neal Ave Reconstruction b. Street Sweeping c. Others? 5. Public Comment 6. Adjourn 6:00 PM Managers: Craig Leiser, President • Gail Pundsack, Vice - President • Connie Taillon, Treasurer • Gerald Johnson, Secretary • Sharon Schwarze 1NE SIRENS LA GE Of MINNESOTA CITY COUNCIL MEETING August 20, 2013 SPECIAL MEETING 4:30 P.M. Councilmember Menikheim called the meeting to order at 4:30 p.m. Present: Councilmembers Menikheim, Kozlowski, Weidner Absent: Mayor Harycki and Councilmember Polehna Staff present: City Administrator Hansen City Attorney Magnuson MIS Specialist Holman St. Croix Valley Rec Center Manager Brady Finance Director Harrison Community Development Director Turnblad OTHER BUSINESS Budget Workshop City Administrator Hansen presented highlights of the budget. The State has changed the way levy limits are calculated. The Department of Revenue will not provide levy limit information until September. The levy as proposed will be up $122,124 over last year, or 1.174 %. The tax rate will go down 6.3 %, partially due to residential values going down. The good news is that there is a zero percent increase in health insurance costs. Preliminary budget requests from department heads included lots of requests for additional personnel. Local government aid which was initially to be $290,558 will now be $568,591. Recreation Center Doug Brady, manager of the St. Croix Valley Recreation Center, stated there is continued competition with other arenas that offer ice time, resulting in a decrease in revenues. City Administrator Hansen pointed out the center is very careful about not budgeting for more revenue than anticipated. Community Development/Building Inspections/Parking Ramp Community Development Director Turnblad explained a proposal to change the one FTE that shares the two departments into a 1.5 FTE by having a half -time secretary in the Planning Department and a permit technician in the Building Department. This will give the Building Department more hours. City Council Meeting August 20, 2013 City Administrator Hansen explained the capital requests. Three departments, Community Development, Engineering and Planning/Building, are sharing the cost of a large scale scanner. MIS MIS Specialist Holman stated there are no major changes other than maintenance agreement increases. Mr. Hansen stated that Ms. Holman requested another FTE position which he had to deny this year but Council should consider next year. Councilmember Menikheim commented that the Council needs to address staff workload. MIS Specialist Holman responded that the Department needs another full -time person but anything would help. She and Rich support about 230 users. She anticipates workload will keep going up in the next five years. Legal City Attorney Magnuson reviewed his budget requests. Prosecutions are taking increasing amounts of time to the point of being a full time job. ADJOURNMENT The meeting was recessed at 5:46 p.m. REGULAR MEETING Vice Mayor Polehna called the meeting to order at 7:02 p.m. Present: Absent: Staff present: 7:00 P.M. Councilmembers Menikheim, Kozlowski, Weidner, Vice Mayor Polehna Mayor Harycki City Administrator Hansen City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Public Works Director Sanders Finance Director Harrison Community Development Director Turnblad City Clerk Ward PLEDGE OF ALLEGIANCE Sergeant Chris Felsch led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Motion by Councilmember Weidner, seconded by Councilmember Kozlowski, to approve the July 30, 2013 regular and recessed meeting minutes. All in favor. Page 2of11 City Council Meeting August 20, 2013 PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Certificate of Appreciation and Presentation of Retirement Plaque - Ken Schmitz Vice Mayor Polehna read the Certificate of Appreciation commending retiring firefighter Ken Schmitz for his 25+ years of service to the community. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adopt Resolution 2013 -122, Certificate of Appreciation — Ken Schmitz. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Police Department Awards Police Chief Gannaway presented Citizen Commendations to Sarah Norheim, Trenton Estes, and Dana Lucker -Milan for their surveillance of a burglary in progress and notifying the Police Department. He continued by saying that our community is the eyes and ears of the Police Department and the action by these individuals is a prime example. He also presented Police Department Letters of Commendation to Sergeant Jeff Stender, Officers Kyle Sykes and Ryan Mitchell, and Reserve Officer Jon Burke, and Distinguished Service Awards to Sergeant Chris Felsch, Officer Sandra Vetsch and Officer Ryan Mitchell. Conceptual discussion by artist Carly Schmitt of a potential public participation art pro.ect�on Downtown Pedestrian Walkway Community Development Director Turnblad introduced Carly Schmitt, an artist who attended Stillwater High School, who specializes in "public participation" art. She has worked with a number of cities in Minnesota and in Germany on art projects that have engaged broad spectrums of those communities. Ms. Schmitt explained her proposal for a community project for the river facing wall of the pedestrian mall building. She presented samples of her public participatory artwork in other communities and ideas for possible grant funding. Councilmembers Menikheim, Kozlowski and Polehna expressed support for public art as it fits with the revitalization of downtown. Motion by Vice Mayor Polehna, seconded by Councilmember Menikheim, to instruct Community Development Director Turnblad to proceed with the proposal subject to funding. All in favor. OPEN FORUM Dick Zimmerman and Rick Chial, new owners of Stillwater Trolley, introduced themselves to the Council. Page 3 of 11 City Council Meeting August 20, 2013 STAFF REPORTS Police Chief Gannaway informed the Council there were nine locations for this year's Night to Unite. He also said extra police support and education continue for enforcement of motorcycle noise restrictions. Vice Mayor Polehna thanked Officer Young and merchants for their efforts on Night to Unite. Fire Chief Glaser announced the DNR fire threat level has been increased to moderate. He acknowledged receiving a check for $25 to the Fire Department from children at Thrive Time Daycare for purchase of equipment. Council asked City Administrator Hansen to send a letter thanking the children for their support of the Fire Department. Community Development Director Turnblad stated the RFP for a summer event generated five responses. Proposals are due at the end of September. Public Works Director Sanders indicated that winterizing the Lowell Park Bathroom would cost approximately $45,000 more for insulation, plus an additional operating cost of $2,000 per month for winter time. Vice Mayor Polehna suggested a compromise to look at options for a heating system to keep the bathrooms open one month longer in the fall and open one month earlier in the spring. Public Works Director Sanders reported that the majority of underground work is complete on the Corps of Engineers Project. Completion is anticipated by September 19. About a month of work is left on the street reconstruction project. City Administrator Hansen commended Public Works Director Sanders and the Engineering Department for generating zero complaints on the street proj ects. City Administrator Hansen clarified a previous meeting discussion, saying that he met August 9th with Jon Whitcomb who had done an inventory of downtown space. He is concerned about how to keep this information up to date. He informed the Council that Community Development Director Turnblad and he will meet tomorrow with a company that provides this service. Regarding discussion about forming an Economic Development Authority (EDA), he does not recommend a formal group, but does support an informal entity, perhaps with a two -year timeline that could be renewed every two years. He would recommend the group consist of two members of the Council and three from the Downtown Revitalization Committee. He received information from a consultant who responded to the RFP which needs some fine tuning. He hopes to meet with the consultant and will bring these items back to the Council at the next meeting. CONSENT AGENDA Resolution 2013 -121, directing payment of bills Resolution 2013 -123, approving State of Minnesota Joint Powers Agreements with the City of Stillwater on behalf of its City Attorney and Police Department Resolution 2013 -124, approval and acceptance of 2014 Volunteer Fire Assistance (VFA) Grant Award Resolution 2013 -125, resolution amending Resolution 2013 -12, Fees for Services /Publications Administrative Citations Fine Schedule Page 4 of 11 City Council Meeting August 20, 2013 Possible approval to purchase emergency lighting packet for 1st response engine — Fire Department Resolution 2013 -126, approval of Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J (located at 214 Main Street S) Resolution 2013 -127, Approval of request by Valley Ridge Shopping Center to rescind a previously approved sign variance Resolution 2013 -128, approval of Microsoft Licensing Agreement Resolution 2013 -129, amending Resolution 2013 -065, entitled "Amending Section 8 -4 Severance Pay of the City of Stillwater's Personnel Policy" Resolution 2013 -130, approval of Joint Powers Agreement of the SWAT Teams serving Washington County Resolution 2013 -131, approval of a resolution recognizing the historic significance of 114 Chestnut Resolution 2013 -132, appointment to Human Rights Commission Resolution 2013 -133, appointment to Board of Water Commissioners Resolution 2013 -134, approving offer to sell and memorandum of conditions- Mn/DOT Councilmember Menikheim requested that Resolution 2013 -131 be pulled from the Consent Agenda. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Councilmember Menikheim expressed concern about the building at 114 Chestnut Street becoming a victim of demolition by neglect. He wishes to draw to the public's attention the Heritage Preservation Commission's recommendation that the Council declare that due to the structure being among the oldest known wood structures in Stillwater, its preservation is important to the community and the State of Minnesota. He indicated there is now a buyer for the building. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to pass Resolution 2013 -131, recognizing the historic significance of 114 Chestnut Street. Ayes: Councilmembers Menikheim, Weidner, Kozlowski, and Vice Mayor Polehna Nays: None PUBLIC HEARINGS Case No. 2013 -12. A public hearing to consider a request from Jon Whitcomb for final plat for a 15 lot residential subdivision known as Brown's Creek Preserve, located at 12205 McKusick Road North and any variances related thereto. Community Development Director Turnblad explained the request. Page 5 of 11 City Council Meeting August 20, 2013 Vice Mayor Polehna opened and closed the public hearing. There were no public comments. Motion by Councilmember Weidner, seconded by Councilmember Kozlowski to adopt Resolution 2013 -135A, annexing land to the City of Stillwater pursuant to the joint resolution of the City and Town of Stillwater as to orderly annexation dated August 16, 1996; Resolution 2013 -135B, approving the final plat for Brown's Creek Preserve; and Resolution 2013 -135C, approving the development agreement for Brown's Creek Preserve, Case No. 2013 -12. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Case No. DR/2013 -38. A public hearing to consider an appeal of the Heritage Preservation Commission's decision to deny a request for the proposed trash enclosure located at 101 Water Street North (associated with 127 Water Street South) in the CBD, Central Business District. The proposed location will necessitate the City Council's consideration of the removal of a condition of approval associated with Case No. SUP/94 -39. Chuck Dougherty, applicant. Community Development Director Turnblad reviewed the request. Chuck Dougherty, the property owner, is requesting the City Council's consideration of an appeal to the Heritage Preservation Commission's (HPC) denial of a design review permit (DR2013 -34) for a proposed trash enclosure to be located at 101 Water Street North. The HPC denied the request on the basis that the proposed location at the southwest comer of the parking lot was not in conformance with the Inn's Special Use Permit (SUP 94 -39) and a more recently executed Development Agreement which stated the enclosure would be placed along the west side of the Inn. Staff believes that the trash enclosure proposed by Mr. Dougherty meets the standards of the Design Review Manual, Comprehensive Plan and the Heritage Preservation Ordinance. The application, however, does not meet conditions imposed through Special Use Permit 94 -39, as conditioned by the City Council, the Development Agreement approved by the City Council, or the lane width requirement outlined in the Zoning regulations. Councilmember Menikheim noted this problem has been going on for almost 20 years. He questioned the prudence of the original SUP requiring the trash be inside the building. He would like to rescind the SUP requirement from 1994 and consider locating the enclosure in the northeast corner along the pedestrian walkway where he feels it would blend in. Vice Mayor Polehna opened the public hearing. Chuck Dougherty, of the Water Street Inn, commented that the location on the southwest corner was proposed by former City Planner Pogge. He would prefer to place the enclosure near where it was prior to the pedestrian walkway in the northeast corner. It could be constructed with brick similar to the retaining wall and would have a roof. Brian Larson, Chair of the HPC, explained why the proposal was denied. He stated that the 1994 SUP stated the garbage should be inside. In 2011 the City made a concession to have the garbage adjacent to the building. Mr. Larson stated that both proposed locations are in view of the river and do not make sense. He understands the bar was built without permit or approval and did not go Page 6 of 11 City Council Meeting August 20, 2013 before the HPC. One on- street parking space could be designed for trash truck use so it should be either in the building or in the area adjacent to the exit door near the outdoor bar. He believes this is not a case of being anti - business, just being fair. Vice Mayor Polehna closed the public hearing. Councilmember Menikheim pointed out that the City did not previously enforce the ordinance or the SUP. He doesn't feel a trash enclosure in the northeast corner would cause a public problem. Councilmember Weidner remarked that the business should comply with the established restrictions and conditions. It is still a compromise if the trash enclosure is allowed to be outside. He is in favor of the HPC recommendation and feels it should be placed in the bar area as suggested by the HPC. Councilmember Kozlowski stated he is not comfortable with the locations in the corner of the parking lot and asked if it could be in the middle of the lot. He feels the most ideal spot would be near the outdoor bar but if it would cause extreme hardship to the Water Street Inn, he would look at other options. Vice Mayor Polehna said the City needs to start enforcing the rules on garbage, as he hears complaints all the time. Motion by Councilmember Weidner, seconded by Vice Mayor Polehna, to deny the appeal of the Heritage Preservation Commission's decision, sustaining the HPC decision to deny a request for the proposed trash enclosure location located at 101 Water Street North (associated with 127 Water Street South). Ayes: Councilmembers Kozlowski, Weidner, and Vice Mayor Polehna Nays: Councilmember Menikheim UNFINISHED BUSINESS National Guard Armory Update Community Development Director Turnblad informed the Council that Congress has not yet approved the Defense Department's 2014 budget. However the Armory construction drawings have been approved. Construction is still expected to begin in April 2014. NEW BUSINESS Request for Wharfage Permit - St. Croix Sailing Club City Administrator Hansen reviewed the request. The Club would like to spend the night of August 24 tying up against the levee wall in South Lowell Park. There would be 12 -15 boats. Vice Mayor Polehna said he feels the City would be letting itself in for many more such requests. Page 7 of 11 City Council Meeting August 20, 2013 Councilmember Menikheim, Kozlowski and Weidner felt that the City should give the request a try. Police Chief Gannaway noted that the City has had issues with boats that have moored against the levee wall. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adopt Resolution 2013 -136, granting a wharfage permit to the St. Croix Sailing Club. Ayes: Councilmembers Menikheim, Kozlowski, Weidner Nays: Vice Mayor Polehna Update on cost and funding mechanisms for Downtown Improvement Public Works Director Sanders reviewed ongoing and upcoming projects for Lowell Park areas, costs and funding sources which include the Lowell Park Improvement fund, a DNR Flood Hazard Mitigation Grant, remaining funding from the Pedestrian Plaza, the Water Street Inn assessment, Stage 3 Levee Wall Fund, Downtown Parking and TIF Funds. Total cost of all the projects to Lowell Park and downtown improvements is approximately $1.4 million. Possible approval of bids and awarding contract for Downtown Parking Lot Improvements Public Works Director Sanders stated that the low bidder was Hardrives for $581,450.46 which was $20,000 higher than the engineer's estimate, but staff feels it is still a very good bid. Work would begin in September and be substantially completed by the end of November. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt Resolution 2013 -137, accepting the bid and awarding the contract to Hardrives, Inc. for the downtown parking lot improvement proj ect (Proj ect 2012 -06). Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Possible approval of a contract for the 2013 -14 CLG Grant Project to create a self - guided video podcast walking tour of historical houses in Stillwater Community Development Director Turnblad explained that the City received a grant from the State Historic Preservation Office to work on a residential tour. Two very strong proposals were received from consultants interested in completing the project. The Heritage Preservation Commission (HPC) held a special meeting on August 12 to hear presentations by each consultant. The four members of the HPC present at the meeting, Chairman Larson and Commissioners Goodman, Johnson and Welty, scored the merits of each of the proposals and presentations. The tallied results were a tie. Following discussion, the HPC recommended by a 3 -1 vote, that the City Council enter into an agreement for services with Donald Empson. Page 8 of 11 City Council Meeting August 20, 2013 Mr. Empson explained the process he intends to follow to create the podcasts. He discussed his credentials. Mr. Hoisington summarized his qualifications for the project. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to enter an agreement with Donald Empson. Ayes: Councilmembers Menikheim and Kozlowski Nays: Councilmember Weidner and Vice Mayor Polehna Staff will bring the item back to Council at their next meeting due to the tie vote. Possible approval for Washington Avenue storm sewer pipe joints repair Public Works Director Sanders explained that Washington Avenue, north of Frontage Road to Tower Drive, has approximately 767 lineal feet of pipe whose joints are now failing and need repair. The repairs would be done in phases over a three year period. The cost of this repair is $2,303 per joint for a cost $73,700. Staff recommends contracting with Thul Specialty Contracting, Inc. for $73,700 for repair of storm sewer joints on Washington Avenue. The money will come from Storm Sewer Repair Fund. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2013 -138, entering a contract with Thul Specialty Contracting, Inc. for repair of storm sewer joints on Washington Avenue. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Discussion and possible approval of Sanitary Sewer Rates Finance Director Harrison explained the auditor's concerns about the Sanitary Sewer Fund. During the presentation of the 2012 financial statement, auditors strongly suggested that the City consider raising rates to cover the deficit in the Sanitary Sewer Fund. One of the auditor's main concerns was the depletion of cash in the fund. Staff strongly encourages raising sewer rates to fund the entire operating loss of $310,076. This option would result in a $3 increase in the base rate and a $1.10 increase in the overage rate. Ms. Harrison continued that the last sanitary sewer rate increase occurred in 2006. Motion by Councilmember Menikheim, seconded by Councilmember Weidner, to adopt Resolution 2013 -139, increasing sanitary sewer rates by $3 in the base rate and by $1.10 in the overage rate. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, and Vice Mayor Polehna Nays: None Page 9 of 11 City Council Meeting August 20, 2013 COUNCIL REQUEST ITEMS Councilmember Menikheim asked that staff present recommendations on how to pass along snowplowing costs to downtown property owners. Public Works Director Sanders stated that the information will hopefully be before Council the second meeting of September. Councilmember Polehna stated that he is not in favor of the City spending extra money on downtown snow removal, but if a district is set up and the costs are assessed to the businesses similar to the model in White Bear, he is more open to the creation of a district. Vice Mayor Polehna provided a Yellow Ribbon Update. The Pheasant Hunt for returning troops will be held on October 19. The Yellow Ribbon Network is looking for sponsors. ADJOURNMENT Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adjourn the meeting at 9:42 p.m. All in favor. Michael Polehna, Vice Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2013 -121, directing payment of bills Resolution 2013 -122, commending Ken Schmitz Resolution 2013 -123, approving State of Minnesota Joint Powers Agreements with the City of Stillwater on behalf of its City Attorney and Police Department Resolution 2013 -124, approval and acceptance of 2014 Volunteer Fire Assistance (VFA) Grant Award Resolution 2013 -125, amending Resolution 2013 -12, Fees for Services/Publications Administrative Citations Fine Schedule Resolution 2013 -126, approval of Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J (located at 214 Main Street S) Resolution 2013 -127, approval of request by Valley Ridge Shopping Center to rescind a previously approved sign variance Resolution 2013 -128, approval of Microsoft Licensing Agreement Resolution 2013 -129, amending Resolution 2013 -065, entitled "Amending Section 8 -4 Severance Pay of the City of Stillwater's Personnel Policy" Resolution 2013 -130, approval of Joint Powers Agreement of the SWAT Teams serving Washington County Page 10 of 11 City Council Meeting August 20, 2013 Resolution 2013 -131, approval of a resolution recognizing the historic significance of 114 Chestnut Resolution 2013 -132, appointment to Human Rights Commission Resolution 2013 -133, appointment to Board of Water Commissioners Resolution 2013 -134, approving offer to sell and memorandum of conditions- Mn/DOT Resolution 2013 -135A, annexing land to the City of Stillwater pursuant to the joint resolution of the City and Town of Stillwater as to orderly annexation dated August 16, 1996 Resolution 2013 -135B; approving the final plat for Brown's Creek Preserve Resolution 2013 -135C, approving the development agreement for Brown's Creek Preserve, Case No. 2013 -12 Resolution 2013 -136, granting a wharfage permit to the St. Croix Sailing Club Resolution 2013 -137, accepting the bid and awarding the contract to Hardrives, Inc. for the downtown parking lot improvement project (Project 2012 -06) Resolution 2013 -138, entering a contract with Thul Specialty Contracting, Inc. for repair of storm sewer joints on Washington Avenue Resolution 2013 -139, approval of sanitary sewer rates Page 11 of 11 EXHIBIT "A" TO RESOLUTION #2013 -140 LIST OF BILLS Abbott Paint Action Rental, Inc. Applied Air APWA Aramark Uniform Services, Inc Arrow Hockey and Sport Association of Minnesota Counties BDI Gopher Bearing Benchmark Learning Bornt Rich Braun Intertec Corporation Brent Richter Consulting Briggs and Morgan, P.A. Brines Market Century Link Century Power Equipment Cole Papers Comcast Consolidated Welding Supply County Materials Corporation Cub Foods Custom Irrigation and Lanscape Lighting Ellingworth Debra Fastenal Company G ertens Wholesale G overnment Finance Off Assoc. G ranicus, Inc Hansen Larry Hedberg Aggregates Holiday Credit Office Indelco Plastics Corporation Infratech, Inc. John Deere Landscapes /Lesco JRK Seed & Turf Supply L.T.G.Power L3 Communications Larson Brian Loffler Companies, Inc. Madden.Galanter.Hansen LLP Marshall Electric Company Menards Meredith Nathan Minnesota Wanner Co. MN Dept of Transportation MN Treasury Division Paint and supplies Broom Exhauster assy dome heater APWA Membership fee Uniforms and mats Skates Job posting Bushings VMWare Class Reimburse for supplies Professional services Critical incident stress mgmt consultati Professional service Bageed lunches Phone Belt -v and harness Custodial supplies Internet, TV, Phone Parts Concrete Cookies & Cake Replace rotor heads damaged during sidew Refund of late fee for parking ticket Supplies Plants for Millbrook Membership renewal Monthly managed service Reimburse commission picnic expenses Boulder bleeding jasper Fuel Pump and base for Brine Tank Parts Supplies Sprayer Chains and bar Antenna cable kit DVR Reimburse for NAPC expenses Patch cable Labor relations services Repair clock at Teddy Bear Park Supplies Reimburse for Frames for awards Parts Inspections Forfeiture Cases Page 1 69.96 103.67 2,897.90 211.25 1, 180.38 789.93 50.00 10.10 3,076.00 92.08 314.00 250.00 7,032.00 67.74 40.42 160.32 496.54 537.50 454.22 696.30 47.46 285.00 25.00 215.75 1,744.73 190.00 362.00 90.02 232.56 18.27 1,452.94 1,202.58 260.78 138.93 162.13 657.28 99.80 213.22 1,461.36 1,795.00 412.48 9.64 251.95 113.32 246.00 EXHIBIT "A" TO RESOLUTION #2013 -140 Mondor LTEE /LTD Municode My Alarm Center Natural Resource Group LLC North American Safety Office Depot Oxygen Service Company, Inc. Performance Plus LLC Peterson Companies, Inc R &R Specialties, Inc. Richard Sarah River States Truck and Trailer, Inc. Ruffridge Johnson Equip. Co. Sivigny Donald J Sprint PCS Stack Barb Stillwater Collision and Mechanical Strey Christina Sun Newspapers T.A. Schifsky and Sons, Inc. Tessman Seed Co. - St. Paul Titan Energy Systems Total Mechanical Serv, Inc. Turnblad Bill Universal Athletic Service, Inc. USAble Life Verizon Wireless Washington County Attorney Washington County Public Works WET Technology, Inc. Wilson Bohannan Co. Wingfoot Commercial Tire Wittman Abbi Jo Wulfing David Xcel Energy c/o Office of General Counsel Yocum Oil Company LIBRARY Ace Hardware Amdahl Locksmith Baker & Taylor Brodart Comcast D emco G aylord G rainger Jackets Code of ord sup Monitoring service Professional services June & July Marking paint & gloves Office supplies Medical Oxygen Physical ablities Contaminated materials hauled Service call on zamboni Removal of 5 ft boa from residents prop Repair Coco mats Plan review Phone Park Fee Refund League Claim C0023547 Park Deposit Refund Publications 32.86 tons of asphalt Blvd mix Testing 10% Labor for condenser replacements Reimburse for NAPC expenses Ballfield base plates and home plate woo Term Life Insurance Cell phones and Internet Forfeitures 10% for construction Phase II Cooling tower treatment Brass padlock Tires for sweeper Reimburse for NAPC expenses K9 boarding Research Fee Fuel Janitorial Supplies Building repair Library materials Library materials Telecommunications Processing supplies Processing supplies Eyewash station Page 2 387.23 518.56 90.91 22,675.23 349.20 166.85 191.35 850.00 92,115.00 473.12 100.00 484.17 81.35 1,89034 103.67 50.00 2,719.24 100.00 76.51 2,361.77 152.30 2,856.00 2,380,00 343.67 1,015.24 393.60 1,726.93 492.00 2,757.55 665.70 182.76 1,051.81 96.50 50.00 15.00 16,618.02 44.68 171.00 1,097.11 2,618.79 56.90 110.00 87.29 286.17 EXHIBIT "A" TO RESOLUTION #2013 -140 Info Group Midwest Tape Paper Roll Products Scholastic Toshiba AUGUST MANUALS Ancom Communications Century Link Cole papers Comcast Granicus Loffler Rainbow Corral Critters Scheid Athletic Sprint Verizon Wireless Virtual Graffiti Xce1 Reference book Audiovisual materials Supplies Children's books Capital equipment Ear Jack Phone Service Cleaning supplies Internet and voice Monthly service Misc computer server Animal petting zoo for night to unite Jerseys for EHL camp Cell Phone CeII Phone Backup server Electricity , Gas Page 3 620.00 427.15 119.90 200.00 35.54 164.30 62.49 608.45 484.25 362.00 17,827.18 525.00 1,104.00 105.88 1,329.34 19,341.44 48,757.75 RESOLUTION ADOPTING FINDINGS OF FACT, CONCLUSIONS AND ORDER RELATED TO THE DENIAL OF A DESIGN PERMIT REQUEST AND CONSIDERATION OF AN AMENDMENT TO A SPECIAL USE PERMIT IN THE CBD, CENTRAL BUSINESS DISTRICT. CASE NO. DP/13 -34 AND SUP/94 -39 WHEREAS, the City Staff has drafted Findings of Fact, Conclusions of Law and Order in support of the decision to deny a Design Permit and an amendment to a Special Use Permit for the property located at 101 Water Street North (associated with 127 Water Street North); and WHEREAS, the City Council held a hearing on the 20th day of August, 2013 to give full consideration to all the evidence presented and due consideration. NOW, THEREFORE, BE IT RESOLVED, by the City Council the following: 1. That the Findings of Fact, Conclusions or Law and Order attached hereto as Exhibit `A' regarding supporting the decision to deny a Design Permit and the amendment to a Special Use Permit for the property located at 101 Water Street North (associated with 127 Water Street North), are hereby accepted and adopted. Adopted by affirmative vote of all the members of the City Council on the 3rd day of September, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk STATE OF MINNESOTA CITY OF STILLWATER COUNTY OF WASHINGTON BEFORE THE CITY COUNCIL In Re: The Water Street Inn Appeal Case No. DP/13 -34 FINDINGS OF FACT CONCLUSIONS AND ORDER The City Council convened the Hearing scheduled for 7:00 p.m. on August 20, 2013 at the Council Chambers in City Hall on the Application of Water Street Inn ( "Applicant ") for approval of a Design Permit request to place a 160 square foot trash enclosure on the property located at 101 Water Street North. The approval would necessitate the City Council's consideration of an amendment to Case No. SUP/94 -39. The matter was before the Council on an Appeal filed and perfected by the Applicant of a Heritage Preservation Commission decision denying the application for a Design Permit. The Heritage Preservation Commission made recommendation of the denial at the regularly scheduled meeting of the Heritage Preservation Commission on August 8, 2013. At the Hearing, the City Council considered the report of Bill Turnblad, City Community Developer Director, testimony and exhibits submitted by the Applicant, the Staff Report, Case No. SUP/94 -39, a portion of the Development Agreement, and an aerial map.. NOW, THEREFORE, based upon the documents that have been made a part of this file, upon the testimony of all those who offered it, and upon all the files, records and proceedings herein, the City Council makes the following: FINDINGS OF FACT 1. This site is at 101 Water Street North and is used in association with The Water Street Inn, the business located in the structure located at 127 Water Street North. 2. The Applicant is requesting a 160 square foot trash enclosure be placed on the site. 3. The Water Street Inn operates under the terms of a Special Use Permit (SUP /94- 39). One condition of SUP/94 -39 is: "All trash receptacles shall be located inside the building ". 4. Trash receptacles were not located inside the building. 5. In March 2011 a Development Agreement was entered into between the City and Water Street Inn. In the Development Agreement, it notes: "The City will cooperate with the Developer in an effort to relocate their trash enclose that will be displaced by the acquisition to the west side of the Water Street Inn building. The new enclosure will meet the requirements of the Downtown Design Guidelines and have a minimum of six feet of clearance maintained on the sidewalk between the enclosure and the back of curb for Water Street. The City will reimburse the Developer fifty percent of the cost of the enclosure up to a maximum of $10,000 ". 6. The Applicant has not proposed a location that is to the west side of the Water Street Inn building or located within the building. CONCLUSION OF LAW 1. That this matter was properly before the City Council pursuant to the procedure set forth in the City Code. 2. That the Design Permit, as requested in the Application, is not in compliance with SUP/94 -39 or the 2011 Development Agreement. 2 ORDER IT IS HEREBY ORDERED 1. The Design Permit 13 -34 is hereby denied. Enacted by the City Council this day of September, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk RESOLUTION 2013 -142 APPOINTING ELECTION JUDGES AND FIXING COMPENSATION FOR SCHOOL DISTRICT ELECTION WHEREAS, the City of Stillwater assists Washington County in the administration of special elections of the school district; and WHEREAS, the School District/Washington County reimburses the City for costs associated with the administration of the special election. BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the following named persons, shall be appointed as Election Judges, have received the required 2 year training and are eligible to serve at the Special School District Election to be held on November 5, 2013. Last Name First Name Address Amrein Linda Last Name First Name Address Haak Marilyn* Last Name First Name Address Peterson Donna BE IT FURTHER RESOLVED, that the compensation to be paid to the regular Judges of Election be, and the same is hereby fixed at $9.00 per hour; and the compensation for the Head Judges is hereby fixed at $11.55 per hour and that the City will provide food to judges as part of their compensation and costs reimbursed by the School District /Washington County. Adopted by the Stillwater City Council this 3rd day of September, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Larry Hansen From: Recreation Center Sent: Wednesday, August 21, 2013 5:17 PM To: Larry Hansen Subject: outfield fence Mr. Hansen The St. Croix Valley Recreation Center would like to purchase a portable outfield fence. In order to have a group rent the field house October- December they will rent $23,139.00 of field time. The cost of the fence is $8,000 + shipping and tax. This equipment will also enhance current users experience and help to bring new rentals to the facility. Please consider this request Thank you, Doug Brady St. Croix Valley Recreation Center Facility Manager CAM,CAP,CAO 651 - 430 -2601 mk-V 1 Memo DATE: August 27, 2013 TO: Mayor and City Council FROM: Sharon Harrison, Finance Director RE: Sanitary Sewer Adjustments 61) 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 (3rd quarter billing). In other words, staff is recommending to Council that the property owner at least pay the increased sanitary sewer rate for the billing period in which the leak occurred. COUNCIL ACTION: If Council agrees with Staff's recommendation, Council needs to approve staff recommendations as listed on the attached Exhibit A. CITY OF STILLWATER EXIBIT A Description of Billing Quarter Circumstance Winter Average Gallons Adjustment for 1 Toilet leak From 38,000 3rd To 18,000 2 Toilet leak From 33,000 3rd To 4,000 -351-305 I-A G MINNESOTA DEPARTMENT OF PUBLIC SAFETY Alcohol & Gambling Enforcement Name of organization . Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 444 Cedar Street, Suite 222, St. Paul, MN 55101 651 - 201 -7500 Fax 651 - 297 -5259 TTY 651- 282 -6555 APPLICATION AND PERMIT FOR A 1 DAY TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE Croix Address alb E Name pf person making application And i-e . C i l.(_ City Date organized Apictflyy 01005 Date set ups will be sold C 51-olr (f , d6,3 Organization officer's name 'botlass Add New Officer Location where permit will be used. If an outdoor area, describe. toilee_Ai ThAzIC, State Tax exempt number Minnesota (a� i Business phone Type of organization ❑ Club ❑ Charitable City Zip Code 55o Home phone Religious ❑ Other non - profit State Zip Minnesota 55o F If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT ‹ h (l /.vim f . Ity /County Date Approved 2� , cam? City Fe/Amount Permit Date Date Fee Paid Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement NOTE: Submit this form to the city or county 30 days prior to event. Forward application signed by city and /or county to the address above. If the application is approved the Alcohol and Gambling Enforcement Division will return this application to be used as the permit for the event. Page 1 of 1 iliwater H E & g V N P A C E 0 7- M I N N E S 0 f A City Council DATE: August 28, 2013 TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director SUBJECT: TIF Assistance for Boutique Hotel in Joself Wolf Block APPLIANT: Corey Burstad, representing Stillwater Caves, LLC Stillwater Caves, LLC has submitted an application for $1.15 million dollars in TIF assistance to redevelop the historic Joseph Wolf Block into a 37 room boutique hotel, a 60 -80 seat restaurant, and up to 4,000 square feet of retail space. Given the vacation schedules of key senior city staff members, analysis of details cannot be completed this week. So, unfortunately a staff report will not be available until Tuesday evening. bt fflwater THE B R T H P F Of M I N N E S O T A CITY COUNCIL DATE: September 3, 2013 TO: City Council FROM: Abbi Jo Wittman, City Planner RE: Continuation of Council deliberations on awarding the contract for a self - guided residential video podcast tour At your last regularly - scheduled meeting, the Council discussed entering into a contract with Mr. Donald Empson for the development of a walking tour of historic homes. Please see the attached information for reference. As the Council is aware, the motion to approve the contract failed on a tied vote. The Council must reconsider this item in order for the City to proceed with the project in accordance with the timeline associated with the Certified Local Government grant. A contract and Resolution of Approval is enclosed for each of the two walking tour proposals. Staff requests the Council to adopt a resolution approving one contract or the other. ATTACHMENTS Staff Memo dated August 15th Resolution 2013 (x2) Contract Agreement (x2) Request for Proposals Addendum #1 Donald Empson Proposal Hoisington Preservation Consultant Proposal fflwater THE B R T H P F Of M I N N E S O T A CITY COUNCIL DATE: August 15, 2013 TO: City Council FROM: Abbi Jo Wittman, City Planner RE: Contract Agreement between Donald Empson and the City of Stillwater for the development of Walking Tour of Historic Homes DISCUSSION The City received a Certified Local Government grant from the State Historic Preservation Office for the creation of a self - guided, audio - visual program about Stillwater's historic homes. The main objective of this project is to complete research, collect photos, and create a series of video podcasts of various residential buildings in Stillwater's historic neighborhoods. The City send RFPs to 19 firms for the project and received two proposals from Donald Empson and Hoisington Preservation Consultants. Each of the proposals has its own set of strengths: Donald Empson • Considerable historical research experience in Stillwater. Based upon experience, Don identified houses in a three block area on the North Hill that would work very well as the City's first residential walking tour. • Local ties will enable Don to interview owners of each of the properties. • Each videocast would include not only pictures and stories of the property and owners, but would also identify architectural details of the highlighted residence and how they fit with the general architectural style of the house and period of construction. • Don would produce the 14 requested podcasts plus a 15th podcast set in Pioneer Park as an introduction to the walking tour. Hoisington Preservation Consultants • Considerable experience producing historical podcasts for both commercial and residential properties in a number of cities. • Pioneering experience producing walking tours that use brochures coupled to videocasts played on personal hand held devices. 2013 -2014 CLG Grant Contract Agreement Page 2 • Produced the current video walking tour for Downtown Stillwater. • Submitted the lower "bid" of the two received for the project. Since Dan took ill during the middle of this past year's videocast project, which threw scheduling off, Dan has discounted this year's project bid price. HPC RECOMMENDATION The HPC held a special meeting on August 12th to hear presentations by each consultant. The four members of the HPC present in the meeting (Chairman Larson and Commissioners Goodman, Johnson and Welty) scored the merits of each of the proposals and presentations based on criteria outlined in the RFP as well as whether or not the proposed product met the individual expectations of a historic homes walking tour public education program. The tallied results were a tie. Discussion ensued regarding how each of the programs proposed were different from one another. Mr. Hoisingtori s approach is geared toward a broader public and tourism: highlighting stories of the homes and owners, but including architectural style and details as part of a structure's story. But the HPC ultimately preferred the approach of Mr. Empson, which is geared toward the "old house lover ": site selection of 14 residences representing a wide range of architectural styles, identification of architectural details of the highlighted residence and how they fit with the period of construction. However, since this would be Mr. Empson's first video podcast production project, the Commission further discussed their desire to place additional "work in progress" measurements into the contract. Those include: o By September 27, 2013 two sample scripts shall be submitted by the consultant to the HPC for review and content editing. o At the December 3, 2013 two complete, or near complete, podcast samples shall be presented to the HPC. These samples shall be representational of all finished podcast productions. o By February 27, 2014 scripts of all fourteen podcast productions shall be submitted by the consultant to the HPC for review and content editing. The HPC further noted they would not commit to recommending a partial release of funds (as requested in the proposal submitted) but would consider this as work progressed towards the end of 2013. This is noted in the attached contract agreement. After all discussion took place and by a 3 -1 vote, the HPC recommended the City Council enter into an agreement for services with Mr. Donald Empson. 2013 -2014 CLG Grant Contract Agreement Page 3 HPC RECOMMENDATION The Heritage Preservation Commission recommends that the City Council enter into a contract with Donald Empson for the creation of a City of Stillwater Public Education Program Walking Tour of Historic Homes. ATTACHMENTS Resolution 2013 Contract Agreement Request for Proposals Addendum #1 Donald Empson Proposal Hoisington Preservation Consultant Proposal APPROVAL OF AGREEMENT WITH DONALD EMPSON BE IT RESOLVED, by the City Council of Stillwater, MN that agreement between Donald Empson and the City of Stillwater for the City of Stillwater Public Education Program Walking Tour of Historic Homes project in the amount not to exceed $16,750 is hereby approved and authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of the City of Stillwater this day of , 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk APPROVAL OF AGREEMENT WITH HOISINGTON PRESERVATION CONSULTANTS BE IT RESOLVED, by the City Council of Stillwater, MN that agreement between Hoisington Preservation Consultants and the City of Stillwater for the City of Stillwater Public Education Program Walking Tour of Historic Homes project in the amount not to exceed $16,750 is hereby approved and authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of the City of Stillwater this day of , 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Ulwater L - THE BIRTHPLACE OE MINNESOTA CONTRACT AGREEMENT THIS AGREEMENT, is made this day of , 2013 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City ") and Donald Empson (hereinafter called "Contractor "). 1. The Work. The Contractor agrees to perform and complete work for the Historic Downtown Stillwater Podcasts project. All work will be done in a workman -like manner and materials will be fit for the purpose. Work must be completed according to the RFP attached as Exhibit A, the RFP Addendum attached as Exhibit B, and the work plan submitted by the Contractor attached as Exhibit C with the following amendments: To establish a work in progress schedule, Exhibit A, Section 2.3, Project Work Plan, shall be amended to include: 2.3.2a. By September 27, 2013 two sample scripts shall be submitted by the consultant to the HPC for review and content editing. 2.3.2b. At the December 3, 2013 two complete, or near complete, podcast samples shall be presented to the HPC. These samples shall be representational of all finished podcast productions. 2.3.5a. By February 27, 2014 scripts of all fourteen podcast productions shall be submitted by the consultant to the HPC for review and content editing. 2. Rate of Compensation. Compensation to the Contractor shall not exceed $16,750. Compensation shall follow the terms of the RFP, the RFP addendum and the consultant work plan attached as Exhibits A, B and C with the following notation: The HPC may recommend to the City Council that a payment up to $6,500 be made in the 2013 calendar year if the HPC is satisfied with the Contractor's progress and half of the work has been completed. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, and Specifications for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Completion Date. Completion of work related this project must be completed by July 15, 2013. 6. Ownership of Documents and Plans. All materials produced by the contractor during the course of the project shall be owned by the City of Stillwater. CITY OF STILLWATER By: Ken Harycki, Mayor By: Diane F. Ward, City Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this of Harycki, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. Notary Public Commission Expires: Commissioned At: , 2013 by Ken CONTRACTOR By: Donald Empson STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this of , 2013 by Donald Empson. Notary Public Commission Expires: Commissioned At: Ulwater L - THE BIRTHPLACE OE MINNESOTA CONTRACT AGREEMENT THIS AGREEMENT, is made this day of , 2013 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City ") and Hoisington Preservation Consultants (hereinafter called "Contractor "). 1. The Work. The Contractor agrees to perform and complete work for the Historic Downtown Stillwater Podcasts project. All work will be done in a workman -like manner and materials will be fit for the purpose. Work must be completed according to the RFP attached as Exhibit A, the RFP Addendum attached as Exhibit B, and the work plan submitted by the Contractor attached as Exhibit C. 2. Rate of Compensation. Compensation to the Contractor shall not exceed $16,750. Compensation shall follow the terms of the RFP, the RFP addendum and the consultant work plan attached as Exhibits A, B and C. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, and Specifications for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Completion Date. Completion of work related this project must be completed by July 15, 2013. 6. Ownership of Documents and Plans. All materials produced by the contractor during the course of the project shall be owned by the City of Stillwater. CITY OF STILLWATER By: Ken Harycki, Mayor By: Diane F. Ward, City Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this of Harycki, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. Notary Public Commission Expires: Commissioned At: , 2013 by Ken CONTRACTOR By: Daniel J. Hoisington Hoisington Preservation Consultants STATE OF MINNESOTA ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this of , 2013 by Daniel J. Hoisington. Notary Public Commission Expires: Commissioned At: Sti1IwL 1 H E 8 1 R 1 H P L A C E Of M I N N E S I I T A CITY OF STILLWATER HERITAGE PRESERVATION COMMISSION REQUEST FOR PROPOSALS /QUALIFICATIONS FOR PROFESSIONAL SERVICES City of Stillwater Public Education Program Walking Tour of Historic Homes Proposals Due: 4:30 p.m. on Thursday, August 1, 2013 1. Purpose 1.1. Background Information The City of Stillwater is a dynamic and vibrant community, nestled along the bluffs of the St. Croix River, one of America's protected Wild and Scenic Rivers. Stillwater is a stand -alone City within the Metropolitan Urban Service Area (MUSA), located just 20 miles east of the Twin Cities metropolitan area. The City is a historic community with a growing population of 18,638 residents with a median home value of $242,000. Stillwater is one of the most visited cities in Minnesota, featuring a historic downtown, well known for its quality restaurants and shops featuring antiques, art, rare books and various specialty items. The City is also well known for its restored riverboats, Victorian bed and breakfasts, and seasonal recreation activities on the St. Croix River. In December 2005 the City of Stillwater was designated a Preserve America Community. The Preserve America initiative is a White House effort to encourage and support community efforts for the preservation and enjoyment of America's priceless cultural and natural heritage. 1.2. Previous Related CLG and Preservation Work by the Stillwater HPC As its first CLG project in 1992, the City of Stillwater hired a consultant to prepare a historic context document entitled Stillwater Historic Contexts: A Comprehensive Planning Approach. The document was funded with local funds and a CLG Grant. One of the recommendations in the context study was to divide the city into 17 manageable neighborhoods, called Historic Preservation Planning areas, for survey and evaluation purposes. Ten of the seventeen neighborhoods have been surveyed to date. In each of the surveys, local significance was identified and a preliminary determination for local designation was done for each property within the surveyed area. 1 The ten neighborhoods that have already been surveyed are: North Hill Original Town South Hill Original Town Sabin/Greeley Addition Dutchtown Neighborhood Holcombe District Hersey Staples & Co. Carli & Schulenburg's Addition Churchill, Nelson & Slaughter's Addition -West Half Churchill, Nelson & Slaughter's Addition -East Half Staples Mays Addition These surveys have been funded with local funds, in -kind match and CLG Grants. With a 2005/2006 CLG Grant, the City hired a consultant to prepare a plan for identifying potentially significant historic structures and sites in the community and to develop a plan to implement a local historic designation program. The work resulted in identifying 776 "Heirloom Homes" and 61 "Landmark Sites" in the City that could be included in a local designation program. Heirloom Houses are a cross - section of homes that are representative of nineteenth century Stillwater. The homes contain a fair amount of their original design elements. These homes are generally not eligible for listing on the National Register of Historic Places; however, due to the local value they should be recognized Landmark Houses and Sites are the finest old homes and most remarkable sites in Stillwater. They have architectural integrity and they have a strong connection to the history of Stillwater. They sites may be eligible or are already listed on the National Register of Historic Places. Copies of all of the above material can be found on the City's website at http: / /www.ci.stillwater.mn.us/ and looking under Community Information — Neighborhood Histories. Starting in 2007, the City of Stillwater, in conjunction with a paid consultant, completed the first of three phases of the Heirloom Home and Landmark Sites program. This first phase involved the development of an on -line interactive and searchable database for properties the Heirloom Home and Landmark Site program. The City undertook the second phase of the program in 2008 and the final phase in 2010. Currently 150 residential properties are listing on the site. 113 are listed as Heirloom Houses and 37 are listed as Landmark Houses. The site can be found at http: / /www. Stillwater -mn. org /hpc/ Sample _interface /Categories/home. asp 2. Project Description 2.1. Work Summary and Objective The City of Stillwater seeks to hire a consultant to prepare a self - guided, audio - visual program about Stillwater's historic homes. The main objective of this project is to complete research, collect photos, and create a series of video podcasts of various 2 residential buildings in Stillwater's historic neighborhoods. Also, a walking tour guide and educational guide will be produced. A historian meeting the professional standards of the Department of the Interior will be contracted to complete the above items. Supplemental research will be completed as necessary in a variety of primary and secondary sources. 2.2. Description of Final Products The final products will include three main components: 1) A walking tour guide: a) identifying all Stillwater homes that are listed on the National Register of Historic Places; b) showing the outline of the City's historic neighborhoods; and c) locating 14 selected homes for which video podcasts will be produced. Color and black & white pictures will be used in the guide, which will include pictures of a minimum of 20 homes. This guide will be comprehensive enough for visitors to use on the walking tour and it will list reference materials for those visitors interested in additional information. 2) 14 accompanying video podcasts to highlight each of the selected residential properties. The podcasts need to be formatted so they can be placed on the City of Stillwater's YouTube Channel, website and burned to CD /DVD. 3) A guide available for download outlining educational uses for the video podcast and walking tour guide. 2.3. Project Work Plan The consultant will prepare and submit to the City a Project Work Plan that describes the consultant's approach to completing the elements of the project along with a timeframe for completion. As part of the CLG grant the City is committed to the following major milestones. Any necessary modifications to the major milestones must be addressed in the proposal. 2.3.1. Monthly written updates will be provided by the consultant to the City's project director. The updates are due in the SHPO Grants Office by the 15"' of each month. These updates need only be a few sentences in length. 2.3.2. By October 3, 2013, a list of the 14 properties to be featured in the video podcasts will be submitted to the Stillwater HPC. The HPC will have created a list of potential properties from which the consultant may make selections. 2.3.3. By November 28, 2013, a sample script for one of the featured properties shall be submitted to the Stillwater HPC for review. 2.3.4. By January 2, 2014, a sample audio file shall be submitted for one of the featured properties to the Stillwater HPC for review. 2.3.5. By February 27, 2014, a draft brochure will be submitted to the Stillwater HPC for review. 2.3.6. By May 1, 2014, a draft of all podcasts will be submitted to the Stillwater HPC for review. 2.3.7. By June 15, 2014, final podcasts, walking tour brochure, and educational guide will be submitted to the City of Stillwater. 3 2.3.8. By July 15, 2014, final products and director's report will be submitted to the Minnesota Historical Society Grants Office by the City of Stillwater. 2.4. Meetings The consultant will attend a minimum of two HPC meetings in Stillwater. The preferred two meetings are September 2, 2013 for an introduction and overview of the project and May 5, 2014 to review the final work product and acceptance of work by HPC. The HPC reserves the right to require additional meetings to review material and project progress reports as necessary. 2.5. Deadlines and Meetings Per terms of the grant, the project is required to be completed by June 30, 2014. The following is outline of required meetings and deadlines. The schedule can be modified if necessary as long as the June 30, 2014 deadline is met. Any anticipated schedule modifications should be addressed in the proposal. July 2013 Aug 2013 Sept 2, 2013 Sept — Nov 2013 Oct 3, 2013 Nov 28, 2013 Jan 2, 2014 Feb 27, 2014 May 1, 2014 June 15, 2014 July 15, 2014 July 15, 2014 City advertises request for proposals City selects consultant Project director, HPC members and consultant will meet to discuss project goals, expectations and parameters. Project director will also coordinate with the external stakeholders to get their feedback on the project. Project director, HPC members and consultant will research photos, histories and stories of selected buildings. List of 14 properties to be featured in the podcasts will be submitted by the consultant to the Stillwater HPC. A sample script for one of the featured properties shall be submitted to the Stillwater HPC for review. Sample audio file shall be submitted for one of the featured properties to the Stillwater HPC for review. Draft walking tour brochure will be submitted to the Stillwater HPC for review. Drafts of all podcasts will be submitted to the Stillwater HPC for review. Final podcasts, walking tour brochure, and educational guide will be submitted to the City of Stillwater. Final products and director's report will be submitted to the Minnesota Historical Society Grants Office by the City of Stillwater. Project close -out 2.6. Professional Qualifications The consultant personnel shall meet the Secretary of the Interior's Professional Qualifications Standards (as published in the Federal Register of September 29, 1983.) 4 2.7. Updates to the HPC The consultant shall provide monthly written progress reports. The reports should be short in nature (one or two paragraphs). The reports must be submitted to City Staff by the 1st day of each month, September 2013 through June 2014. The City will incorporate the consultant's progress reports into the HPC's monthly progress report submitted to the State Historic Preservation Office (SHPO) by the 15t'' day of each month for the duration of the project. The HPC may request other written progress reports as necessary. 2.8. Final Products The consultant will create, produce, and supply to the City the following items: 2.8.1. A minimum of 10,000 two -sided full color walking tour brochures. The brochures shall be 11x17 folded brochures and be printed on 100 #, gloss paper stock. Original digital files (PageMaker, InDesign, Publisher, etc.) and PDF files in both a high quality print and web file types shall be provided. 2.8.2. Fourteen digital video podcasts. The podcasts need to average four minutes in length. The consultant shall publish the files on YouTube and make them available free of charge. The consultant shall produce a CD/DVD version of the podcast that can be distributed to the general public and provide five master disks to the City that can be used to mass produce disks from. 2.8.3. Website that includes a digital version of the walking tour brochure and video podcasts along with the educational guide. Along with the above items, three master hard copy of all printable materials and five digital masters of all of the material produced needs to be submitted. 2.9. Budget and Support Services The consultant's contract will be funded by a $9,000 Certified Local Government Grant from the Minnesota Historical Society. The City will provide a cash match in the amount of $4,000. Total available funding to pay for the consultant services is $13,000. An additional $3,750 is available from the City to cover the consultant's costs for printing the walking tour brochures. All materials produced by the consultant during the course of the project will be owned by the City of Stillwater. The City of Stillwater will administer the grant project. 3. Submission Requirements 3.1. Project Work Plan The consultant shall provide a proposal that establishes a general concept for the program, including a proposed timeline, which is based on the above "Project Description ". 3.2. Project Cost The consultant shall provide a separate cost for each product. The cost will be a not- to- exceed fee for the requested services. 3.3. Statement of Qualifications 5 A Statement of Qualification from the consultant covering the following information: 3.3.1. Provide a brief description of the consultant's capability, history and organization. 3.3.2. Identify the name of the person designated as the contact person for this proposal with mailing address, telephone number, fax number and e -mail address. 3.3.3. Resumes of individuals who will carry out the proposed project development and their respective roles in the project. 3.3.4. Develop a work program and schedule for the proposal. 3.3.5. Provide information on similar project completed by the consultant, including contacts that can be used for reference. 3.4. Number of Proposals Submit six copies of the proposal. 3.5. Submission Deadline Proposals are to be received in the office of the Community Development Department no later than 4:30 p.m. on Thursday, August 1, 2013. No late proposals will be considered. Proposals may be mailed or hand delivered to: Bill Turnblad Community 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 to accept or reject any and all proposals. 4.2. The fees quoted in this packet will be the maximum paid in total unless an amendment to the contract is approved by both parties. 4.3. 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. 4.4. Acknowledgement of Consultant 4.4.1. In the hiring of common or skilled labor for the performance of any work under any contract, or any subcontract, no contractor, material supplier, or vendor, shall, by reason of race, creed, or color, discriminate against the person or persons who are citizens of the United States or resident aliens who are qualified and available to perform the work to which the employment relates. 4.4.2. No contractor, material supplier, or vendor, shall, in any manner, discriminate against, or intimidate, or prevent the employment of any person or persons identified in previous section, or on being hired, prevent, or conspire to prevent, the person or persons from the performance of work under any contract on account of race, creed, or color. 6 4.4.3. The consultant agrees any publications, studies, reports, presentations, files, audio visual materials, exhibits, or other material prepared with grant assistance will contain an acknowledgement of Historic Preservation Fund grant funds and nondiscrimination policy as follows: "The This program is financed in part with federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of trade names or commercial products constitute endorsement or recommendation by the Department of Interior. This program receives federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and the Age Discrimination Act of 1975, as amended, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, disability, or age in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office for Equal Opportunity, National Park Service, 1849 C Street, NW, Washington, DC 20240." 4.4.4. The consultant is not debarred or suspended or is otherwise excluded form or ineligible for participation in Federal assistance programs under Executive Order 12549, Debarment and Suspension. 4.4.5. Other financial contributions may be acknowledged in the document as directed by the City. 5. Evaluation Criteria Proposals will be evaluated by the City of Stillwater on the following: 5.1. Qualifications 5.1.1. Recent consulting experiences with similar types of projects. 5.1.2. Work experience and educational background of assigned staff members and their direct knowledge /experience specific to Stillwater. 5.1.3. Demonstrated understanding of the scope of the work to be completed. 5.1.4. Compliance with the Secretary of the Interior's Professional Qualification Standards for history and architectural historic as published in the Federal Register of September 29, 1983. 5.2. Proposed Project Work Plan Overall content and concept 5.3. Cost Overall cost, including reimbursable expenses and the ability to produce the final products within the budget limitations identified in the RFP /RFQ. 7 5.4. Time Schedule Ability to comply with the proposed time schedule for the project. 5.5. Oral Presentation Following a review of the written responses to this Request for Qualifications, the City of Stillwater may invite a limited number of consultants to present their proposal to a committee made up of HPC members and City staff. The quality of the consultant's oral presentation 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) 430-8821 btumblad@ci.stillwater.mn.us 8 Sti1IwL 1 H E 8 1 R 1 H P L A C E Of M I N N E S I I T A City of Stillwater Public Education Program Walking Tour of Historic Homes Addendum #1 The following clarifications are noted: 2. Project Description 2.2. Description of Final Products The final products will include three main components: 1) A walking tour guide: a) identifying all Stillwater homes that are listed on the National Register of Historic Places; Clarification: A link to an online resource for all National Register of Historic Places may be placed on the walking tour guide. b) showing the outline of the City's historic neighborhoods; and Clarification: A link to an online resource of the City's historic neighborhoods may be placed on the walking tour guide. c) locating 14 selected homes for which video podcasts will be produced. Color and black & white pictures will be used in the guide, which will include pictures of a minimum of 20 homes. This guide will be comprehensive enough for visitors to use on the walking tour and it will list reference materials for those visitors interested in additional information. Clarification: A minimum of 20 pictures shall be used for the guide, opposed to the minimum of 20 homes. 2.8. Final Products 2.8.3. Website that includes a digital version of the walking tour brochure and video podcasts along with the educational guide. Clarification: The City shall provide the website for the digital version of the walking tour brochure and video podcasts along with the educational guide. 2.9. Budget and Support Services The consultant's contract will be funded by a $9,000 Certified Local Government Grant from the Minnesota Historical Society. The City will provide a cash match in the amount of $4,000. Total available funding to pay for the consultant services is 1 $13,000. An additional $3,750 is available from the City to cover the consultant's costs for printing the walking tour brochures. Clarification: The additional $3, 750 is available for production and printing the walking tour brochures. All other provisions of the City of Stillwater Walking Tour of Historic Homes Public Education Program Request for Proposals /Qualifications shall remain as written. For questions or additional information, please contact: Bill Turnblad, City of Stillwater 216 Fourth Street North Stillwater, MN 55082 (651) 430-8821 bturnblad @ci.stillwater mn us 2 Proposal for the City of Stillwater Public Education Program: Walking Tour of Historic Homes 2013-2014 Donald Empson I am proposing 15 digital video podcasts and walking tour per Section 2.8.2 of the Stillwater R.F.P. This walking tour will encompass 14 historic houses in the North Hill neighborhood—all of them within a 3-block square area. This selection of homes represent all the major architectural styles of the Nineteenth Century,as well as a vision of Stillwater's oldest and most-intact neighborhood. The houses I will present are: 504 N. 2p' 4oz N.4t 4io N. 4t 424 N. 4h 4zo N.4m 604 N.4th 626 N. Ott' 625 N.5th 222 W. Laurel 102 School 122 W. Linden 401 N.3"' 510 N.3`d 424 N.3rd 210 E. Laurel 107 E. Laurel (i. chosen from these 16 homes) The 15th podcast would be set in Pioneer Park to introduce myself as the tour guide;to point out the significance of the North Hill,and the role of the Second Street Hill as the first road out of the downtown"original bowl". This initial podcast would also point out the location of the Staples Mansion, the Sabin Mansion,and the cemetery that once occupied most of the area. The podcasts would be a combination of video,still photographs of each house,and its architectural details:reference materials,e.g.a newspaper clipping about the house:historic photos of the houses when available.illustrations of the architectural styles in:general: photographs of the builders/owners:and other pertinent materials that are available. The whole podcast would be intended to educate the users about Stillwater houses in particular,and how they fit the pattern of Nineteenth Century domestic architecture. I will prepare and print the walking tour brochure as described in Section 2.8.1 of the Stillwater R.F.P. I believe this brochure should contain 1.)A brief explanation of the project and the City's sponsorship;2.)A reference to the Heirloom/Landmark website where more houses,as well as the footnotes and reference materials for the podcast houses,can be found; 3,)A general map from downtown to the North Hill to Pioneer Park where the tour begins; 4.)A specific map—in good size—of the walking tour;5.)A brief history of the North Hill; 6.) Individual photos of the podcast houses large enough to recognize including the captions; 7.)A description of how to access the podcasts,8.)A list of reference materials(the Heirloom/Landmark site)and an acknowledgment of the St. Croix Collection at the Stillwater Public Library and the Washington County Historical Society;g.)Acknowledgment of the funding sources and legal language;10.)A link to the houses in Stillwater on the National Register;u.)A link to an online guide to the City's historic neighborhoods,12.) QR codes for each house.13.)All of this in type large enough so the old folks can read it easily. 1 07/20/13 Within the podcasts, I will provide some historic photographs and some interior views, which should satisfy the requirement of 20 house photographs. (I am unsure there is room in the brochure for 20 photographs, but I could prepare it if you wish.) Section 2.2.3.in the Stillwater R.F.P.calls for a guide outlining educational uses for the podcast and brochure. It seems to me that the educational uses of a walking tour of historic houses are pretty self evident, but I can make some suggestions on potential educational uses. When the project is completed,I will approach the local newspaper reporters:Mary Divine, Kevin Giles,etc.about doing a feature story on this project. Section 2.3 outlines a time table that I would follow. I would envision doing all the video this fall before the snow flies,and then doing the editing over the winter. I would envision having the project finished no later than May. Selection of the consultant is to be in August. Iwould like to begin the project as soon aspossible. I will adhere to Section 2.4(Meetings)and Section 2.5 (Deadlines and Meetings)as well as Section 2.7(Updates to the H.P.C.). Section 2.8.3 describes a website that includes a digital version of the walking tour brochure,and video podcasts,along with the educational guide. I am not sure exactly how that will work within the Stillwater website,but I certainly can do it,given guidance by the City The fee of$13,000 is acceptable. It is difficult to set out individual budget items because I cannot say how many hours various parts of the project will entail. I will have to buy some movie editing software,and I may pay a graphic artist to do the brochure because I would like a very professional job. I have obtained an estimate for printing the brochure,and it falls well within the allocated$3i750. you agree half the work is done by December , 20i I would like to be paid hal he_ total,$6,sao in calendar year 20z3. 2 07/20113 • I I have lived in Stillwater for over 20 years,and much of that time has been spent on writing about or researching the old houses. I know many of the old house owners,and I have been inside many of these old houses. Before moving to Stillwater, I spent another 20 years researching and writing about St. Paul homes. I will be doing all the work myself,although my wife—a journalist—will help with the writing. As for references, I have now done 8 C.L.G.projects for the H.P.C.,and I have worked with several of the H.P.C.members on informal old houses issues. At this point, I do not think even the most glowing recommendation from an outside person would sway whatever view the I .P.C. and S.H.P.O.might hold of my work. I am enthusiastic about developing this project because I have long thought about establishing walking tours. Moreover,at this period in my life, I have the time to do an exemplary job,one that, hopefully,will set the standard for future tours of this kind. 3 07/20/13 1206 2"d Street N. Stillwater, MN 55082 (651) 351-0172 empson @usfamily.net Donald Enapson Education University of Minnesota, Minneapolis: Bachelor of Arts Degree, 1965. Minor: History; Major: English. Master of Arts Degree, 1965. Library Science. University of Iowa, Iowa City: Advanced Study toward a Ph.D. Experience Director, Chippewa County Library, 19654967. Montevideo, Minnesota. Instructor, School of Library Science, 1967-1970. University of Iowa, Iowa City. Minnesota Historical Society, St. Paul, Minnesota. Reference Librarian, 1970-1973. Map Librarian, 1973-1976. Self-Employed, antique clock and watch repair, 1976-1988. Empson Archives, 1995-. Completed eight projects of Stillwater neighborhoods under the direction of the Stillwater Heritage Preservation Commission using matching Federal C.L.G. funds: Greeley Area Dutchtown Holcombe's Addition Hersey, Staples&Co. Addition Carli&Schulenburg Addition Churchill, Nelson &Slaughter's Addition, West Half Churchill, Nelson &Slaughter's Addition, East Half Heirloom Homes histories Qualified Principal Investigator under the Secretary of the Interiors Standards. 4 1206 2nd Street N. Stillwater, MN 55082 (651) 351-0172 empson@usfamily.net Donald Empson Publications The Street Where You Live. St. Paul, MN.Witsend Press, 1975. Portrait of a Neighborhood. City of St. Paul,St. Paul, MN. 1980. Guidebook to the 1870 and 1879 Bird's Eve View Maps of Stillwater, Minnesota. Empson Archives, 1995. The Street Where You Live:A Guide to the Place Names of St.Paul. University of Minnesota Press, 2006.Winner of National Award of Merit from the Association of State and Local History, and An Award of Recognition from the St. Paul Heritage Preservation Commission. Numerous newspaper and periodical articles, tours, classes, presentations and forums. 5 , --) (1 LI county i N a tsy thul ns ge ut or nn 1. Ipr,,i < , ... Sattrlt L anston .1i.i Bed. :r akfest .p. ,-* I Si 14,. k,)'-' :''r-• .,..- .s. -,... ,-- It Bk 1 r i 00-rt, - ...rA-• * < - ',141 lI't-viil ..41P rr /k lki e 1 jr‘ .,.. )(f, ...., -' 'Z., Sjt 'Z' ga lr- ite. \..0 1445'' Stillwater 9feritage `Preservation Commission Public Education Program July 2013 HOISINGTON PRESERVATION CONSULTANTS POST OFFICE BOX 13585 ROSEVILLE, MN 55113 PHONE: 651- 415 -1034 djh@hoisingtonpreservation.com Daniell Hoisington The Project We propose to work with the City of Stillwater to develop a public education program for the sum of$10:950.00.In addition,we can provide ro,000 brochures as specified in the RFP for an additional $2,500. Technology has opened new doors for the interpretation of history.Fifty years ago,if one wished to learn about historic buildings,you might have purchased a guidebook or waited for the occasional walking tour led by a volunteer from the local historical society.Now,with the growing portability of information,we can take some of that storehouse of knowledge and place it,literally,at the fingertips of learner.Video"pastcasts"bring a new dimension to the interpretation of history.They permit the visitor to see images and hear sounds from the past.Best of all,the visitor can learn about the past while standing on the actual spot where history was made. In aoo8 we developed a video podcast tour of downtown New Ulm,Minnesota--the first in the state following the release of the iPod Touch.This series has been a resounding success.Anne Makepeace, chair of the New Ulm Heritage Preservation Commission,and I gave a presentation on the project at the state preservation conference in September zoo8,followed by a workshop at the National Trust for Historic Preservation's National Main Street Conference in March aoo9. Since that time,I have worked with several other cities as we explore this new format and expand our capabilities.In 1009 the City of St.Cloud asked us to develop three walking tours.These proved so successful that we were invited back to create two thematic tours.In addition,we have worked with the cities of Faribault, Little Falls,Red Wing,and Urbana,Illinois.Two years ago,we developed a new tour for the Brown County Historical Society in New Ulm,focusing on public art related to the U.S.-Dakota War of r86z.Recently,the American Association for State and Local History awarded the 2013 Award of Merit to our museum exhibit on the U.S.-Dakota War of 1862 at the Brown County Historical Society This included ten iPad learning stations. Pastcasts are a unique combination of new technology and old stories. • History:We'll approach this project from the perspective of a historian,because a good pastcast must be grounded in historic research and written with a strong narrative.Over the last year, I gained a background in Stillwater history and go into this project knowing the available resources.I have built in some additional research time in the project and would schedule an early review of potential scripts and photographs with staff of the Washington County Historical Society.One of the keys,though,is that the scripts need to be based on stories,not a list of facts, to catch the viewers'interest. • Production:It takes a knowledge of production—how to take images and narration and create a short video.We have strong capabilities with video and sound equipment,as well as editing software and will supply the final product in high definition video.Good sound is vital to the project,and we have budgeted for use of a professional recording studio and narrators. • Distribution:The video podcasts must be distributed widely using a variety of social media. What makes this format especially exciting is the ability to distribute these podcasts across myriad venues.We can supply multiple formats. Finally,we will expand the educational outreach through the production of a walking tour brochure and development of an educational guide.We can build off the format of the downtown brochure to maintain a consistent format and style. CITY OF STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM About the Consultant Daniel J.Hoisington Daniel J.Hoisington will manage all aspects of the project.Mr.Hoisington is fully qualified as a historian under the Secretary of the Interior's Professional Standards.He received a Bachelor of Arts in history from Greenville College,Greenville,Illinois,where he graduated with honors.He earned a Master of Arts in American history from the University of Virginia, and completed all course work for the Ph.D.degree.For twelve years he worked as a museum director,heading institutions in Massachusetts,Minnesota,Alabama,and Virginia.For three years,he served as president of the Bay State Historical League.In addition,he chaired grants review panels for the Massachusetts Council for the Arts and Humanities and the Massachusetts Foundation for the Humanities. In 1992 Mr. Hoisington founded a firm to provide consulting services to local historical organizations and preservation commissions.He is the author of twelve books and numerous journal articles. In 1998 the Minnesota Society of Architectural Historians honored his book, Heritage: Preserving Eden Prairie's Past,with its David Gebhard Award.His book,4 German TownAHistory afNew Ulm,Minnesota,received honors from the American Association for State and Local.History. He has given presentations to the Minnesota State Historic Preservation Conference, the Preservation Massachusetts Annual Conference,the Bay State Historical League Annual Meeting, the West Virginia Main Street program,and the National Trust for Historic Preservation Main Street Conference. Mr.Hoisington has served as a consultant on numerous historic preservation projects,including: • Historic properties surveys of residential areas of Lake City under contract with the Lake City Heritage Preservation Commission. • Historic properties surveys of South End neighborhood under contract with the Stillwater Heritage Preservation Commission. • Historic properties survey of the Old Frontenac Historic District under contract with the Minnesota Historical Society • Historic context report and historic properties survey for Kenyon under contract with the Kenyon Heritage Preservation Commission. • Historic properties survey,local historic district,and design guidelines in Henderson, Minnesota,under contract with the Henderson Heritage Preservation Commission. • Local historic designations of two historic districts and twelve houses for Winona Heritage Preservation Commission,as well as design guidelines for downtown historic districts; • Historic context report,historic properties surveys,local historic designations,and nomination of National Register Commercial Center Historic District in New Ulm, Minnesota,under contract with the New Ulm Heritage Preservation Commission. • National Historic Landmark nomination for the United States Air Force Academy,Cadet Area,under contract with the Organization of American Historians. • Historic American Buildings Survey recordation of the Strategic Air Command Headquarters,Offutt Air Force Base,under contract with the National Park Service. • National Register of Historic Places nominations for the Dr.George Christie House(Long Prairie)the Hewitt Public School(Hewitt),St.Joseph's Church(Meadowlands),Crookston Diocese Cathedral(Crookston),and Alexander Baker-E.W.Backus Schools(International Falls)under contract with the Minnesota Historical Society, • National Register of Historic Places nomination for the Kasson Public School under contract with the Kasson Alliance for REstoration. CITY OF STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM Plan of Work One:Planning Method At the beginning of the project,we will sit down with the Heritage Preservation Com- mission(HPC)to select the sites.It is important to place the sites within a larger narra- tive rather than view them simply as a collection of individual stories.The complete tour is the book;the stops are the chapters. Timeline: Within thirty days of contract. Two:Scripts and Storyboarding Method During the fall and early winter,we will write scripts for the fourteen sites.There is a difference between a set of facts and a script.While grounded in historic fact,the script is shaped by a narrative.The consultant will rely on existing research to write scripts for each selected story/building,but additional information may be needed for each site. Timeline: September 2013 through December 2013 Deliverable:Three hard copies and one pdf copy of the scripts Three:Digital Images Method Photographs and drawings convey information and meaning,often adding an emotional connection not found in words alone.We will work with the HPC to research,select,and scan photographs.In addition,we will take digital photos of the selected sites.As the scripts develop,it might become necessary to acquire images from additional sources.We have full video capabilities to film scenes and interviews as needed. Timeline: September 2013 through January 2014 Deliverable:Three hard copies and one pdf file of a written report on digital images Four:Implementation:Recording the Narratives Method Once the scripts are written and approved,the soundtrack will be recorded at Track Stu- dios in St.Paul,Minnesota,relying on a mix of narrative voices. Timeline: No later than I March 2014 Five:Implementation:Putting It Together Method With the scripts approved and the images gathered,we will pull together the narration and images,working with Final Cut Studio software,an industry standard.Original files will be created in high definition,allowing for multiple outputs.These include cable television,the internet,and MP3 players. Timeline: No later than x March 2014 Deliverable:We will deliver draft podcasts for review and revision as needed. Six:Implementation:Brochure Method We will work with the staff and the HPC to develop a walking tour map.The format shall be determined in conjunction with staff and the HPC. Timeline: No later than x March 204 Deliverable: Submission of the walking tour in pdf format,suitable for print production.Working with staff and the HPC,we will manage production of the brochure with delivery scheduled for x April 2014. CITY OF STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM Six:Implementation:Education Guide Method We will work with the staff and the HPC to develop lesson plans for the video podcast tour. Timeline: No later than x April 2o14 Deliverable: Submission of the lesson plans in pdf format,suitable for print production. Seven:Implementation:Distribution Method- Following approval and field testing,the consultant will output the tour into podcast format and instruct staff as needed. He will assist staff with the uploads as needed. Digital files will be delivered to the City of Stillwater for additional distribution to other outlets. Timeline- No later than x May aox4 Deliverable:We will deliver a portable flash drive with two files for each pocicast,including a Quick- Time file in HD format and an.inp4 file for use on the players and for uploading to the internet.We will also supply five master gold DVDs. Eight:Final Report Method The consultant will submit a written project summary and work with the commission to develop public programs and publicity to mark its implementation. Timeline: No later than x June 2ox4 Deliverable:Three hard copies and one pdf file of the written project summary. CITY OP STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM t ' Project Budget Tasks One:Planning sr6o.00 Preparation and planning meeting:4 hours:sr6o Two:Research and Storyboarding $7,900.00 Research 40 hours:$2,000 Writing scripts and storyboarding:8o hours:$4,000 Photography of selected sites:r4 hours:s7oo Selection and scanning of photographs:2,4 hours:sx,zoo Three:Implementation:Recording the Narratives $2,000.00 Working with narrators:zo hours:$x,000 Voiceover narrator(s):$1,000 Four:Implementation:Putting It Together s4,000.00 Editing and mixing sound and image files:So hours Five:Implementation:Distribution s600.00 Uploads:4 hours Output to DVD:8 hours Sir Implementation:Map sr,zoo.00 Write and design brochure to accompany tour:24 hours Seven:Education Materials si,zoo.00 Write and design educational supplements:24 hours Seven:Final Report and Presentation $x00.00 Write final report 4 hours Project Expenses s600.00 Travel Expenses ssoo.00 Estimated ten field work days and meetings Total sr8:36a.no We would complete the work for: $10,950.00 Option:We would deliver zo,000 brochures,two-sided,fill-color,n $2,500.00 x 17,bifold,then trifold,printed on roo#gloss paper stock. Project budget based on an hourly rate of sso for Mr.Hoisington.Project expenses include photography, photocopying, duds, postage, studio rental and audio production, and report preparation.'ibis proposal is presented as a fixed price contract.Travel expenses are based on$.45 per mile plus sis a day per diem. Additional services and/or products are available at sso per hour,plus expenses. Proposed payment schedule $2,000 due and payable upon contract signing;$3,000 due on submission of draft scripts;$3i000 due on sub- mission of digital video files;Balance due on project completion. CITY OF STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM References Anne Makepeace,former chair New Ulm Heritage Preservation Commission 300 S.Broadway New Ulm,MN 56073 507-359-3599 mkpeace@newulmtel.net Tammy L.Campion,AICP Community Development/Senior Planner City of St.Cloud 400 and St.So. St.Cloud,MN 56301 320-255-7218 Tammy.Campion @ci.stcloud.mn.us Kim Clausen Community Development Coordinator City of Faribault 2081st Ave NW Faribault,MN 55o2r (507)333-0375 kclausen @ci.faribault.mn.us CITY OF STILLWATER,MINNESOTA:PROPOSAL FOR PUBLIC EDUCATION PROGRAM iliwater H E & g V N P A C E 0 7- M I N N E S 0 f A City Council DATE: August 28, 2013 TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director SUBJECT: Economic Development - CoStar Subscription INTRODUCTION The Greater Stillwater Area Chamber of Commerce has recommended through its Downtown Revitalization Committee that a number of retail sector studies be undertaken. Two of the recommended studies are a Downtown Commercial Survey and a Downtown Real Estate Valuation Survey. DISCUSSION These studies would provide useful information for both the Chamber and the City. The main challenge with them is that when completed they represent a snapshot in time. In order to keep them useful, the data surveyed in each study would need to be continuously updated. The updating solution can be accomplished in several ways. One is to hire a staff member to stay in contact with businesses and property owners. This is not possible given the City's current budgetary constraints. The other solution is to subscribe to a service that keeps all of that data updated. CoStar Group could provide that data. With both their property data base and tenant data base, the City would have current data that satisfies both the Chamber's parameters and remains useful to City staff for economic development purposes. The cost to subscribe to both data bases would be $315 per month plus a one -time $285 setup fee. CoStar Services August 28, 2013 Page 2 RECOMMENDATION City staff believes the $3,780 annual fee is well worth the price. When compared to salaries for even part time employees, this is a very good value for constantly updated data. Therefore, staff recommends approval of the fee for a year. bt attachment: CoStar Group email 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. • 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 Memo To: Mayor and City Coi njil From: Tim Moore, Works Superintendent Date: August 27, 2013 Re: Lowell Park Amphitheater/ Pedestrian Plaza DISCUSSION With the completion of the Army Corps work and the grading of the amphitheatre in Lowell Park, some work in the park can now proceed. Staff is proposing that the concrete flatwork in the area around the new amphitheatre be completed at this time. Staff has received quote from Curb Masters Inc. for the following work; a 900 square foot stage by the amphitheatre, 1000 square foot of concrete at the east end of the Pedestrian Plaza to complete the plaza , a 12' wide sidewalk from Myrtle to the north side of the amphitheater and 2 brick /stone columns. To keep the continuity with the finishes, color and texture of the work completed on the Pedestrian Plaza last year the same contractor has been be selected for this work. RECOMMENDATION Staff recommends that council approve the amount of $42,138.50 for Curb Masters Inc. to construct the concrete flat work in Lowell Park and the Pedestrian Plaza. ACTION REQUIRED If Council concurs with the recommendation they should pass a motion approving Curb Masters Inc. to construct the concrete flat work in Lowell Park and the Pedestrian Plaza for $42,138.50. MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders, Director of Public Works DATE: August 29, 2013 SUBJECT: Declaring Costs to be Assessed, Ordering Preparation of Assessment Roll and Calling for the Hearing on Proposed Assessment for the 2013 Street Improvement Project (Project 2013 -02) DISCUSSION: The contractor has completed the majority of the reconstruction work on Pine Street and has begun work on Churchill Street. The project is scheduled to be completed by the end of September . Based on the work completed and estimating the cost of the remaining work, project costs are in line with the feasibility study. Based on these calculations assessed costs on remain unchanged from the feasibility report.. In order for the projects to be certified to the County this year, the assessment roll needs to be prepared and a hearing held. It is proposed that that the hearing will be held October 1, 2013. RECOMMENDATION Staff recommends that Council declare costs, authorize the preparation of the assessment rolls, and call for a hearing on the projects. ACTION REQUIRED If Council concurs with the recommendation, they should pass the following resolutions: 1. RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS FOR THE 2013 STREET IMPROVEMENT PROJECT (PROJECT 2013 -02). 2. RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FORTHE 2011 STREET IMPROVEMENT PROJECT (PROJECT 2013 -02) RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT FOR 2013 STREET IMPROVEMENT PROEJCT (PROJECT 2013 -02) WHEREAS, a contract has been let and costs have been determined for the improvement of streets. and utilities and the contract (bid) price for such improvement is $1,081023.47 and the expenses incurred or to be incurred in the making of such improvement amount to $181,518.88 so that the total cost of the improvement will be $1,262,542.25. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the city is hereby declared to be $663,526.19 and the portion of the cost to be assessed against benefited property owners is declared to be $599,016.06. 2. Assessments shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2014, and shall bear interest at the rate of (4 %) four percent per annum from the date of the adoption of the assessment resolutions. 3. The city engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in their office for public inspection. 4. The clerk shall upon the completion of such proposed assessment notify the council thereof. Adopted by the council this 3`d day of September 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FOR 2013 STREET IMPROVEMENT PROJECT (PROJECT 2013 -02), L.I. #398 WHEREAS, by a resolution passed by the Council on September 3rd, 2013, the city clerk was directed to prepare a proposed assessment of the cost for the 2013 Street Improvement Project. The following is the area proposed to be assessed. Properties abutting Pine Street (Broadway St to Greeley St), William Street (Willard St to Pine St), Martha Street (Willard St to Pine St), Churchill Street (3'd St to Greeley St) and Myrtle Street (Main St to 3'd St S). WHEREAS, the clerk has notified the council that such proposed assessment has been completed and filed in the office for public inspection, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. A hearing shall be held on the 15` day of October, 2013 in the city hall at 7:00 p.m., or as soon as possible thereafter, to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The city clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the hearing, and shall state in the notice the total cost of the improvement. The clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by November 15th, 2013. He /she may at any time thereafter, pay to the City Treasurer; (in whole or in part) the remaining principal balance, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Adopted by the City Council this 3' day of September 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Shawn Sanders, Director of Public Works August 29, 2013 Declaring Costs to be Assessed, Ordering Preparation of Assessment Roll and Calling for the Hearing on Proposed Assessment for the County Road Improvement Project (Project 2013 -04) DISCUSSION: This project consists of reconstructing Orleans Street from Fourth Street South to Fourth Avenue South and is part of Washington County's four year plan to reconstruct County Road 23 through Stillwater and Oak Park Heights. As part of the reconstruction of Orleans Street, new curb and sidewalk is being installed on the north side of the road. In order for the project for the project to be certified to the County this year, the assessment roll needs to be prepared and a hearing held. The overall project costs are estimated to be slightly lower than estimated in the feasibility study. Assessment to the property owners will be adjusted accordingly. It is proposed that the assessment hearing for this project will be held on October 1, 2013. RECOMMENDATION Staff recommends that Council declare costs, authorize the preparation of the assessment rolls, and call for a hearing on the projects. ACTION REQUIRED If Council concurs with the recommendation, they should pass the following resolutions: 1. RESOLUTION DECLARING COSTS TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENTS FOR THE COUNTY ROAD IMPROVEMENT PROJECT (PROJECT 2013 -04). 2. RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FOR THE COUNTY ROAD IMPROVEMENT PROJECT (PROJECT 2013 -04). RESOLUTION DECLARING COST TO BE ASSESSED AND ORDERING PREPARATION OF PROPOSED ASSESSMENT FOR 2013 COUNTY ROAD IMPROVEMENT PROEJCT (PROJECT 2013 -04) WHEREAS, a contract has been let and costs have been determined for the improvement of streets. and utilities and the contract (bid) price for such improvement is $25,222.56 and the expenses incurred or to be incurred in the making of such improvement amount to $11,246,64 so that the total cost of the improvement will be $36,469.20. NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The portion of the cost of such improvement to be paid by the city is hereby declared to be $18,234.60 and the portion of the cost to be assessed against benefited property owners is declared to be $18,234.60. 2. Assessments shall be payable in equal annual installments extending over a period of ten (10) years, the first of the installments to be payable on or before the first Monday in January, 2014, and shall bear interest at the rate of (4 %) four percent per annum from the date of the adoption of the assessment resolutions. 3. The city engineer shall forthwith calculate the proper amount to be specially assessed for such improvement against every assessable lot, piece or parcel of land within the district affected, without regard to cash valuation, as provided by law, and shall file a copy of such proposed assessment in their office for public inspection. 4. The clerk shall upon the completion of such proposed assessment notify the council thereof. Adopted by the council this 3' day of September 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION CALLING FOR HEARING ON PROPOSED ASSESSMENT FOR 2013 COUNTY ROAD IMPROVEMENT PROJECT (PROJECT 2013 -04), L.I. #399 WHEREAS, by a resolution passed by the Council on September 3rd, 2013, the city clerk was directed to prepare a proposed assessment of the cost for the 2013 County Road Improvement Project. The following is the area proposed to be assessed. Properties abutting Orleans Street from Fourth Avenue South to Fourth Street South. WHEREAS, the clerk has notified the council that such proposed assessment has been completed and filed in the office for public inspection, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. A hearing shall be held on the 1S` day of October, 2013 in the city hall at 7:00 p.m., or as soon as possible thereafter, to pass upon such proposed assessment and at such time and place all persons owning property affected by such improvement will be given an opportunity to be heard with reference to such assessment. 2. The city clerk is hereby directed to cause a notice of the hearing on the proposed assessment to be published once in the official newspaper at least two weeks prior to the _ hearing, and shall state in the notice the total cost of the improvement. The clerk shall also cause mailed notice to be given to the owner of each parcel described in the assessment roll not less than two weeks prior to the hearings. 3. The owner of any property so assessed may, at any time prior to certification of the assessment to the county auditor, pay the whole of the assessment on such property, with interest accrued to the date of payment, to the City Treasurer, except that no interest shall be charged if the entire assessment is paid by November 15th, 2013. He /she may at any time thereafter, pay to the City Treasurer; (in whole or in part) the remaining principal balance, with interest accrued to December 31 of the year in which such payment is made. Such payment must be made before November 15 or interest will be charged through December 31 of the succeeding year. Adopted by the City Council this 3rd day of September 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk iliwater H E & g V N P A C E 0 7- M I N N E S 0 f A City Council DATE: August 27, 2013 TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director SUBJECT: Permit to Keep Chickens at 402 S Owens APPLIANT: Kaytee Nesvacil INTRODUCTION On October 2, 2012 the City Council amended the City Code to allow the keeping of chickens in the RA and RB residential zoning districts. The ordinance allows up to five chickens per property. And, if upon written notice of a request for a permit, neighbors do not object, then staff can issue the permit. Staff has issued five such permits. If objections are received from neighbors within 150 feet of the applicant's property, then City staff is not authorized to issue the permit. Rather, the City Council must consider the request and decide whether to issue the permit. One such permit case was heard by the Council and approved. Kaytee Nesvacil has submitted a chicken keeping permit application and six neighbors objected to it. Therefore, it has been placed on the Council agenda for review and action. SPECIFIC REQUEST Ms. Nesvacil, 402 South Owens, has requested a permit to keep up to five chickens on her property. COMMENTS Except as noted below, the application that was submitted by Ms. Nesvacil meets the requirements of City Code, Sec. 31 -514, Subd. 6, Keeping of Chickens. • The subject property is located in the RB, Single - Family Residential Zoning District. • The applicant agrees to keep no more than five chickens and no rooster. • The proposed coop and attached pen meet the minimum size requirements. Nesvacil Permit August 27, 2013 Page 2 • The coop and pen meet the minimum lot line and separation requirements from surrounding properties. • The site plan does not specify the separation from the applicant's home and the chicken coop. It needs to a minimum of 6 feet from applicant's house. • The chicken coop plans show the use of tar paper as siding. The siding should be something in addition to the tar paper. The objection letters that have been received are attached. The location of the properties whose owners object can be seen in the attached map. ALTERNATIVES The City Council could choose to do one of the following: 1. Approve the permit with at least the following conditions: a. Permittee agrees to abide by all provisions of Section 31 -514, Subd. 6. b. This permit expires on December 31, 2014. This permit constitutes a limited license granted by the City and in no way creates a vested zoning right. Permits are non - transferrable and do not run with the land. c. This permit allows the keeping of no more than five chicken hens. No roosters are allowed. d. The coop must be set at least 6 feet from the permittee's residence. e. Proposed measures to maintain an adequate temperature in the coop for the safety of the chicken hens, as required by ordinance, must be submitted for review and approval by the City Planner before the permit will be issued. f. A siding must be applied over the coop's proposed tar paper. g. This permit may be revoked if the chickens become a nuisance as evidenced by two substantiated violations within 12 months of City Code Ch. 31, Sec 31 -514, Sub. 6 (Keeping of Chickens) or of City Code Ch 38 (Nuisances). 2. Deny the permit. 3. Table discussion for more information. bt attachments: Application materials Neighborhood objection letters Map of objecting property owners i!lwater THE BIRTHPLACE O F MINNESOTA Bar Code Label Application for Permit to Keep Chickens A. Read and initial each item. - 4F I understand that the City will send notices of my permit application to all neighbors within 150 feet of my ropers: tY YP PP 9 YP tines. If no written objections are received by the City within '10 days of mailing, the permit may be issued by the Piannsnc Department. If any written objections are received within that time period, the City Council must review the permit. application for approvat. (. have read, and I understand the material contained within the publication entitled "Recommendations for Municipal Regulation of Urban Chickens ". I have read, and I understand the conditions under which I may keep chickens. I agree to abide by these conditions, which are as follows 1. Chickens may only be kept on properties zoned RA or RE 2. No more than five chickens may be kept at a time. 3. No person may keep any rooster. 4. No person may slaughter any chickens on residentially zoned property. 5. No person may allow chickens to range freely. Chickens must at all times be kept in a chicken coop, its attached pen, a fenced yard or a mobile pen. if they are not on the permitted property they are considered "at- large" animals and are subject to impoundment, pound fees and enforcement provided for in Sectior: 27 -1 of the City Code. 6. Chicken coop. A secure and well ventilated structure ( "chicken coop ") must be provided for the chickens. a. The coop must be fully enclosed, wind- proofed, and have sufficient windows for natural light. b. The floors and walls must be kept in a clean, sanitary and healthy condition with all droppings collected on a daily basis and placed in a fireproof covered container until applied as fertilizer, Received composted or transported off the premises. The chicken coop and required fencing for the chickens may only be located in a rear yard and must meet setback and building separations as established in City zoning and building codes, except that AUG1 4 2013 the coop and fencing must maintain a twenty foot separation from dwellings on adjacent properties. d. The keeper of the chickens must have a plan for maintaining an adequate temperature in the coop for the safety of the chickens. The plan must address both extreme winter and summer Community Development Department temperature conditions. 7. Attached pen. The coop's attached pen must be securely constructed with at least a mesh -type material and shall have protective overhead netting to keep the chickens separated from other animals. The attached pen must be well drained so there is no accumulation of moisture. 8. The floor area of the coop, together with the ground area of the attached pen, must equal a total of at least ten square feet of area per chicken. B. Please submit a scaled sketch with the proposed improvements for your chickens. This sketch should include the location of your house, your lot lines, the coop and pen, fencing and location of any immediately adjacent houses. C. Please provide the following information and signatures. iit- v1 e Nesc, a PriAted name of applicant 4-0a \ ' Address where chickens are to be kept rJ / 4 39 (Y7C Jf L'y' 4a,57 yahoo p cci, Applicant's phone number or email setijt/, C Wen 5 St Applicant's Address Application submittal date - tett( te , 2 kJ". Ar x Applic'ant's signature FOR OFFICE USE Notices mailed on: Permit fee paid: ❑ yes ❑ no Permit valid until: Obiections received: 0 yes Cl no Permit approved: ❑ yes ❑ no By: 'c;• Sy )41A LI+ +119 f •4 / C� S cra tA 0 0 0 4 Cn Z-2 AS ft%t 0, 0 1 driietNcY 1 Owens u� -h J • O s)1/4) CA `-fr -> • .. ace ....n,n mar .w. . .Y.• • Jr V 0 des n c 7(5 a © i• g ()id ' t- -10 at) kat.N.4sat*csa-Irs'il Q6% tl� ra 2' -as F. a4, ais gen w w 221 C\l C) D 402 w z m w co z C co WEST OLIVE ST 305 313 WEST OAK STREET 1116 426 403 T- c N C) CO r N-- N-- 424 co N 426 1018 1006 f 305 313 WEST OAK STREET 1116 426 403 404 409 410 riffer? 412 415 424 417 426 1018 1006 1017 504 401 407 413 419 425 917 Bill Turnblad From: Steve Schaffer <sshighlock @yahoo.com> Sent: Friday, August 16, 2013 9:46 AM To: Bill Turnblad Subject: chickens City of Stillwater Mr. Bill Turnblad bs p; Aug. 16 2013 &n As for the request for a permit to keep chickens on the property at 402 Owens Street South my concerns are the same as last time they requested a permit for chickens.If I wanted to live on a farm I would but I choose to live in the city with out farm animals.There are enough wild animals around this area raccoons cats running loose,foxes take y our pick. Again I Object to this permit. I hope this will be the end of there request for more chickens. Thank You for your time I still say No. Steve Schaffer 415 south Sherburne st. .439 -6026 t • enr\A-4'1"s1 A 1 1 tiGt1/41uu 4. sueuu edea 4ueWdojeneo Awitituulo3 £L.O? o a DRY PeAJectU 28 August 17, 2013 City of Stillwater 216\o4 No t1' Street Stillwater, MN 55082 Attention: Bill Turnblad Received AUG 2 0 2013 Community Development Osperonent We strongly do not approve of chickens in our neighborhood. They are dirty and smelly. We are concerned with the diseases that go along with chickens and do not want wild animals in our area. The yard at 402 South Owens Street is a mess now and chickens would only add to the problem. Chickens are not pets, they are farm animals. If Kaytee wants and misses her chickens so much, she should move to a farm. Is the city going to check on the cleaning of the coop every day? We do not believe that cleaning will happen daily by the looks of the rest of the property. Another thorn in our side is her huge sign in her front yard. Is this legal? It also is an eyesore that we would like to see go away. Yours truly, laAse •112-4-k Walter (Hoyt) and Judy Jahnlce Bill Turnblad To: Subject: Ali, Alizeuli RE: Objection for chickens Since we have received numerous neighborhood concerns on this permit request, as we did last time, staff will not issue the permit. Instead, we will forward it to the City Council for them to consider on September 3rd. I will include all neighborhood concerns in the information packet that goes to the Council. Regarding the sign, I will forward your email to the Community Service Officers in the Police Department. Thank you, Bill Turnblad Community Development Director City of Stillwater Original Message From: Alizeuli [mailto:alizeuliinc @gmail.com] Sent: Friday, August 23, 2013 6:38 PM To: Bill Turnblad Subject: Objection for chickens I strongly object to the request of chickens from my neighbor at 402 Owens St. And would also like her illegal sign in her yard taken down as well.. Thanks Ali Sent from my iPad 1 August 21, 2013 Mr. Bill Turnblad City of Stillwater RE: Application for Permit to Keep Chickens at 402 Ownes Street South Dear Mr. Turnblad: I am writing to voice my objection to the recently filed application as referenced above. Although our home is just slightly outside of the required notification radius, we are still located in close proximity to the property in question. Our home is located at 1202 West Pine Street, and is on the NW corner of Sherburne and Pine, our garage located off of Sherburne Street. As I stated above, my husband and I are both strongly opposed to any type of animal husbandry in such a residential area. Our small city lots are NOT meant to be used as farms. Animals such as chickens need some space to move around, not be kept cooped up continually (as per the application item number 5). I am also concerned because there is no apparent regulation on the maximum amount of space the coop and surrounding pen can be. I am concerned that this coop and pen could take up the majority of this backyard, which is already small due to their garden and children's play equipment. Their yard is already cluttered as it is, I wonder what adding a chicken pen will do to it? I am concerned as well because this is a corner lot, not an isolated back yard. I have viewed the chicken coop, as it is already constructed. I wonder if their pen will extend out in the direction of the street — what will prevent young children from wandering near to take a look at the chickens and then having some type of accident. Chickens are dirty and carry bacteria. Minnesota is also a climate of extreme temperatures. I question whether the applicant has the ability to maintain the chicken facilities properly for these large temperature shifts. Who at the city is responsible for enforcing the stipulations of the permit (there are many)? Is there any oversight beyond the initial application for permit? "What, exactly, are the risks of raising animals within city limits? The vast majority of urban farming's shortfalls result in unnecessary suffering on the part of backyard poultry and other food animals. In his recent book, editor in chief of Make magazine Mark Frauenfelder recounts how his backyard chickens Rosie and Daisy were eaten by coyotes because the coop they were kept in was not predator proof...Free- roaming animals are often attracted to "livestock" enclosures, which cause conflict with human neighbors. The list of problems goes on. With so much that can go awry in backyard husbandry, communities need to evaluate what, if any, problem the practice actually solves. "— Ian Elwood, Veg News, January 17, 2012 If the applicant truly wishes to maintain chickens, then there is abundant farmland that is zoned as agricultural for this purpose. Residential property is zoned for human residents, not fowl. I urge the city council to deny Ms. Nesvacil's application for permit to keep chickens based on the above issues. Sincerely, Scott & Jennifer Wille 1202 W. Pine St., Stillwater 651 - 439 -1598 Bill Turnblad To: Subject: Susan, Susan Wilson RE: permit to keep chickens at 402 Owens Thank you for staying active in your neighborhood. I have also received objections from other neighbors. So, as with the last request, city staff will not issue a permit for keeping chickens. Instead, the request will go to the City Council for their September 3, 2013 meeting (begins at 7 PM). If the permit request is withdrawn before it goes to the Council (as happened last time), I will let you know. Thanks, Bill From: Susan Wilson [ mailto :soozi.wilson @comcast.net] Sent: Monday, August 19, 2013 9:18 AM To: Bill Turnblad Subject: FW: permit to keep chickens at 402 Owens Mr. Bill T I am re- submitting my objection of 402 Owens keeping chickens (please re -read the previously submitted objection Thank you for your time, Susan Wilson 1117 W. Oak st From: Susan Wilson [ mailto :soozi.wilson @comcast.net] Sent: Thursday, May 16, 2013 10:21 PM To: 'bturnblad @ci.stillwater.mn.us' Subject: permit to keep chickens at 402 Owens Hi Bill T My name is Susan Wilson and I am the homeowner at 1117 w. oak — directly behind 402 Owens. I am submitting my temporary objection (until there is a meeting to review the application) to a permit being issued to Kaytee and Tom at 402 Owens for the following reasons: 1) I am concerned about the effort and cost involved in keeping a sanitary (and hopefully low odor) coop. 2) I am concerned about increased animal activity in the area (as a result of a less than sanitary coop and as a result of more accessible food whether it be excess chicken feed on the ground or the chickens themselves) 3) It concerns me that on the application it has been checked that the chicken keeping conditions are understood and yet Kaytee and Tom were not aware that a permit was needed and have had chickens since Feb (according to Kaytee). 1 4) I have other concerns, based on a history with my neighbors, that even though good intentions are involved, I will pay the price for their project. I honestly believe that some evening I will come home to eggs all over my car or house. I am not at all opposed to urban chicken keeping. It is a wonderful endeavor. However, in this particular instance, I would like my objections noted and respectfully request that the permit, if issued, be provisional based upon a trial period. I believe Kaytee to be a loving pet owner and good hearted, but that is not always enough. I want to know that if an issue arises with the chickens that appropriate action will be taken. I know I am sending a mixed message when I say that I hope things work out for the family and their pets. But I also felt that I needed to make my very justified concerns be known and documented if future action regarding the coop is required. Also, could you please respond when you receive this email to verify that it was correctly sent. Thanks for your time with this matter, Susan Wilson 1117 w. oak 651 - 430 -0897 2 iliwater H E & g V N P A C E 0 7- M I N N E S 0 f A City Council DATE: August 27, 2013 TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director SUBJECT: Commercial Pedal Boat Rental on City Property APPLIANT: John Kerschbaum, Gondola Romantica INTRODUCTION John Kerschbaum of Gondola Romantica would like to install a private dock and operate a pedal boat rental business on publicly owned shoreline along the St. Croix River in Downtown Stillwater. As detailed in Mr. Kerschbaum's attached letter, his preferred location for the business's 25 foot long dock would be at the end of Nelson Street next to the Dock Cafe. His second choice would be in North Lowell Park between Mulberry Point and the Myrtle Street pavilion. All sales would occur on the dock. City Council permission is required to operate a private commercial use on publicly owned river frontage. SPECIFIC REQUEST John Kerschbaum is requesting conceptual permission to operate a private pedal boat business on the river front adjacent to Lowell Park. COMMENTS The City Charter, City Code Ch. 1, Sec. 16.01 -02, discourages private and commercial uses of publicly owned river front. Consequently, the process for approving such requests is demanding. In bullet point format, the process is: • Staff forwards the request to the City Council for discussion purposes. Kerschbaum Pedal Boats August 27, 2013 Page 2 • If the Council supports the request, City staff prepares a summary of the proposal that must be published once a week for four consecutive weeks in the Gazette.' • Once the notice has run its course, a public hearing is to be held by the City Council. At the hearing, the Council could on a 4 /5ths vote adopt an ordinance authorizing the proposed use and lease of the public property. • Once passed, the ordinance must wait 30 days before being published' and becoming effective. During this 30 day period, a petition requesting a referendum can be filed with the Clerk. If the petition receives signatures of 2% of the number of ballots cast in the last general election, the proposal has to go to the voters' of Stillwater to be approved. • If no petition protesting the use is filed with the City Clerk, or if the referendum passed, the business owner would enter into a lease or license agreement with the City Council for use of the public property. ALTERNATIVES The City Council could choose to do one of the following: 1. Conceptually approve the Kerschbaum request and direct staff to take the next step in the process, which is to publish a summary of the proposal in the Gazette once a week for a month. 2. Deny the Kerschbaum request. 3. Table the request for more information. bt attachment: Request Letter 1 Costs would be borne by the applicant. 8/4/13 To: Stillwater City Council From: John Kerschbaum, Owner — Gondola Romantica Dear City Council members, Received AUG 15 2013 mimity Development Department Summary of business proposal This is a request for a business license and approval to manage a new pedal boat business out of Lowell Park in Stillwater, Minnesota. Through assessment, I've established a unique, "green" business plan with an opportunity to enhance the lifestyle and "Stillwater experience" for a diverse population of people, including local residents, tourists and visitors. If you've experienced pedal boats in other locations, you've probably noticed, they're pretty much universal. All different types of people, of all ages, enjoy pedal boats and just about anyone can do it. Diverse, Unique & "Green" The proposed pedal boat operation would be new to Stillwater and the surrounding area. This opportunity would give a wide -range of people of all ages (singles, couples and families) an affordable way to enjoy the waterfront and the river in Stillwater. This unique business would attract a diverse group of visitors and locals who want to "experience" the river; as well as people who might otherwise not have the extra time and /or money for a gondola or river boat cruises, shopping, hotels; eating out at a restaurant or other activities in the area. Based on initial business planning and research, I believe this business could serve up to 10,000 people per year. Pedal boats are easy to operate, they are "green" and they do not emit gas or other harmful chemicals into the St. Croix River and they are easily maintained without damage or pollution to the surrounding commercial or natural environment. Green tourism is a growing trend, making this pedal boat operation unique business drawing people to Stillwater. Location (Dock) for Pedal boats My first proposed location choice would be at the end of Nelson Street, where the street meets the levy wall. My second proposed location choice is between the gazebo and PD Pappy's, approximately 200 feet north of the gazebo where the walk way comes to ground level. Both choices would be ideal locations and easy place for locals and visitors to access. I am proposing building and adding a dock, approximately 25 feet long, that goes straight out from the levy wall, with a ramp from the levy wall that goes to the dock. The dock will be as simple and low profile as possible. All sales would be done on the dock. ifPage Pedal Boats I am proposing to start the business with 6 to 8 pedal boats with opportunity to grow to 12 to 16 in the future. I am considering 2 different types of pedal boats. Both types of pedal boats are easy to pedal, propel and work well in wind and waves. The least expensive boats sell for $500 to $600 each. The pedal boats that I am leaning towards sell for $3,000 and would add to the customer experience and be most effective and easy to propel. About the business owner I am a local resident of Stillwater Township of over 20 years and I've lived in the St. Croix valley all my life. I have run a successful Gondola business in Stillwater for the last 12 years, with an excellent track record. I would appreciate the opportunity to expand my business and provide more unique and diverse experiences in Stillwater. I am looking forward to the opportunity to work with the City and committed to providing the highest quality experience for locals and visitors alike. Closing As the future landscape changes in Stillwater and the bridge is added, I believe this, and other unique businesses, will help downtown Stillwater transition from a "through- place" to a "to place ". Thank you for your consideration to grant the request for a license and approval to operate a pedal boat business in Stillwater. This business will enhance the overall downtown experience and give locals and visitors, of all types and ages, a fun and affordable way to enjoy the river in Stillwater. I am glad to answer any questions or give any additional information (proposals) you need to move forward. Please contact me via cell (651) 755 -3002 or email johngondo1aromantica.com to request additional information or to advise on next steps for going forward. Sin erely, John Kerschbaum Owner — Gondola Romantica Stillwater, MN (651) 755 -3002 (email) johngondo1aromantiea.com (web) http: / /gondolaromantica.com 21Page • BOARD AGENDA AUGUST 27, 2013 - 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 9:00 Roll Call Pledge of Allegiance 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation fit becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities 9:10 Consent Calendar — Roll Call Vote 9:10 General Administration — Molly O'Rourke, County Administrator East Metro Strong — Economic Prosperity Initiative in the Region — Jim McDonough, Ramsey County Commissioner and Ryan O'Connor, Ramsey County Policy & Planning Director 9:30 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the fill Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 9:45 Public Works — Don Theisen, Director Resolution — Contracts for Emergency Design and Repair of Septic System and Design Of Public Utilities at the Public Works North Shop Board Correspondence 9:55 Executive (Closed Session) with Administration and Public Works A. Review Appraisal, Discuss Asking Price and Determine Negotiation Strategies to Acquire with Stillwater Township the Palmer Property Owned by Central Bank for Park Purposes B. Review Appraisal, Discuss Asking Price and Determine Negotiation Strategies, to Contribute to Acquire the Aiple Property with the City of Stillwater for Park Purposes 9. 10:25 Adjourn 10. 10:30 to 12 :30 - 2014 Proposed Budget A. Community Services B. Public Health and Environment C. Minnesota Extension 11. 1:00 to 1:40 - Board Workshop with Public Health and Environment 2014 -2024 Draft Groundwater Plan and Update Board of Progress to Develop a Low Interest Loan and Funding Options for Replacing Failing Septic Systems Assistive listening devices are available for use in the County Board Room 11rnii nearl accictanra cLia to rlicahilitji nrlana!imam harriac rlaacc rag `Rri'.1 4%0-PAM EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR AUGUST 27, 2013 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the August 13, 2013 Board Meeting minutes. Community Services B. Approval to appoint Stephen Schmaltz, Forest Lake, to the Comfort Lake - Forest Lake Watershed District Board of Managers to fill an unexpired term to September 22, 2014. C. Approval of contract with New Journeys for the provision care for disabled individuals receiving Home and Community Based Services through the Community Alternatives for Disabled Individuals and Brain Injury waivers. Property Records and D. Approval of resolution, application for Exempt Permit of Minnesota Lawful Taxpayer Services Gambling from Wishes & More. Public Works E. Approval of two 1 -4 day temporary On -Sale Liquor Licenses for the Minnesota Food Association for special events to be held on September 22, 2013 and October 12, 2013. F. Approval of Amendment #6 to contract with HM Cragg for Uninterruptable Power Supply (UPS) equipment replacement and UPS preventative and corrective maintenance. G. Approval of resolution to proceed with right of way acquisition necessary for the County State Aid Highway (CSAH) 15 (Manning Avenue) from CSAH 12 to Trunk Highway 96. H. Approval of resolution authorizing final payment in the amount of $51,442.86 for the CSAH 8 paving project. I. Approval of agreement with the City of Cottage Grove for the jurisdictional transfer of CSAH 20. *Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and /or separate action. Assistive listening devices are available for use in the County Board Room 4_ranon • - - a . . - . - . a EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners August 20, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. 2014 Proposed Budget Workshop The Board met in workshop session with the County Sheriff's Office, County Attorney's Office, and the Department of Community Corrections to review their 2014 proposed budgets. Commissioner Reports — Comments — Questions. The Commissioners reported on the following items: - Commissioner Lehrke — presented an update on a tour she took of the watershed stormwater pipe that is being installed at the CR 19, 20 and 22 realignment project; and she presented an overview of the Association of Minnesota Counties (AMC) Strategic Planning session held last week; - Commissioner Weik — asked if the Board wanted to hold a workshop on the CR 19, 20 and 22 realignment project to let the County Administrator know; she thought it would be helpful to hold workshops prior to AMC meetings to get the Board's input so issues could be brought to AMC and discussed at that time; and she reported that Woodbury Days will take place from August 23 through August 25; - Commissioner Kriesel — suggested a Board workshop to discuss the AMC Strategic Planning session and items discussed. Community Services Approval of the following actions: - Agreement with Solid Ground for $137,000 in Family Homelessness Prevention and Assistance Program Funds. General Administration Approval of the following actions: - Brent Reibel, May Township, asked that his property be removed from the Big Marine Park Reserve and requested a workshop to discuss this matter further; - August 6, 2013 Board meeting minutes; Board correspondence was received and placed on file. Public Health and Environment The Board met in workshop session for an overview of the Fiscal year 2014 -2015 Statewide Health Improvement Program (SHIP) grant. Public Works Approval of the following actions: - Cooperative cost share agreement and cooperative maintenance agreement with the City of Oak Park Heights for the County Road 62/63/lot project; - Resolution No. 2013 -103, request a limited use permit from the Minnesota Department of Transportation to maintain a pedestrian trail on I -94 at CSAH 13; - Revised County Policy 1019, General Housekeeping and Acceptable Appliances; - Building Services has won the 2013 Sheila Sheridan Award for Sustainable Facility Operations and Management from the International Facility Management Association; - The County Board toured the Public Works North Shop facility and grounds. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Welk, Chair, District 5 BOARD AGENDA AUGUST 20, 2013 - 9:00 A.M. 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsib ilities 3, 9:10 Consent Calendar — Roll Call Vote 4. 9 :10 General Administration — Molly O'Rourke, County Administrator 5. 9:15 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 6. Board Correspondence 7. 9:30 Adjourn 8. 9:35 to 11:05 — 2014 Proposed Budget A. Sheriff's Office B. County Attorney's Office C. Community Corrections 9. 11:10 to 11:55 - Board Workshop with Public Health and Environment Overview of the Fiscal Year 2014 -2015 Statewide Health Improvement Program Grant 10. 1:00 to 2:00 - Tour of the Public Works North Shop Facility and Grounds Assistive listening devices are available for use in the County Board Room • • - - • • r- • - . . • . .. • - • •• - • EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * AUGUST 20, 2013 The following items are presented for Board approval /adoption: DEPARTMENT /AGENCY ITEM Administration A. Approval of the August 6, 2013 Board Meeting minutes. Community Services Public Works B. Approval of agreement with Solid Ground (formerly East Metro Women's Council) for $137,000 in Family Homelessness Prevention and Assistance Program Funds. C. Approval of Family Homelessness Prevention and Assistance Program funds for Canvas Health's Youth Transition Program to help homeless youth. D. Approval of cooperative cost share agreement with the City of Oak Park Heights for the County Road 62/63/Lot project; and a cooperative maintenance agreement with the City of Oak Park Heights for the County Road 62/63/lot projects. E. Approval of resolution to request a Limited Use Permit from the Minnesota Department of Transportation (Mn/DOT) for a trail to be located in Mn/DOT right of way. F. Approval of revised County Policy 1019 — General Housekeeping and Acceptable Appliances. *Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and /or separate action. Assistive listening devices are available for use in the County Board Room If yeti i nnori arsiefonrn_rkta fn Hie ahilitynr Isnn� jp hmrrior plaansarQil IRri±) don CCI)/_1 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners August 13, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair Weik presided. 2014 Proposed Budget Workshop The Board met in workshop session with the County Library, Property Records and Taxpayer Services, and Public Works to review their 2014 proposed budgets. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Lehrke -- asked what has been the effect of moving up the Commissioner Reports to earlier on the agenda and if that could be measured and reported on at the workshop later in September; and she reviewed the agenda for the Association of Minnesota Counties (AMC) Strategic Planning session; Commissioner Kriesel — reported he plans on attending the Yellow Ribbon Network Twins game on Thursday, August 15, where Washington County Yellow Ribbon will be recognized; - Commissioner Weik — reported that the (AMC) Strategic Planning session will be held this Thursday and Friday and asked if there were topics the Board wanted discussed to bring them to Commissioner Lehrke's attention; and she discussed the National Association of Counties program "Finally Home" with the Veteran's Service Officer; and suggested that the Board hold a workshop following the AMC Strategic Planning session. General Administration Approval of the following actions - Amendment #1 to contract with John Kaul, d.b.a. Capitol Gains, Inc., for legislative liaison services; - Reappoint Richard Damchik, Forest Lake, to the Comfort Lake - Forest Lake Watershed District to a three -year term expiring September 22, 2016; - Revised language on County Board Agendas to be moved to a workshop in September; - Overview by the Minnesota Department of Natural Resources of actions to designate the North and East Metro as a Groundwater Management Area; - Board correspondence was received and placed on file. Housing and Redevelopment Authority The Board met in workshop session to discuss financial management analysis to assist in determining future funding strategies. Human Resources The Board met in Executive Session to discuss labor negotiations. Public Health and Environment Approval of a grant agreement with the Minnesota Department of Health for the Cities Readiness Initiative. Public Works Approval of a contract with Traffic Marking Services, Inc. for pavement control and guidance of traffic. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota.