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Home My WebLink About2013-12-17 CC Packet1N'a t ec 114E O IRTMELA CE OF MINNESOTA REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 17, 2013 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of minutes of December 3, 2013 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Resolution 2013-212, Certificate of Appreciation Sheila Wiegand (Resolution - Roll Call) VI. 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. VII. 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 VIII. 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. 11. Resolution 2013-203, directing payment of bills 12. Resolution 2013-204, approving contract between the City of Stillwater and Sand Creek Group, Ltd. 13. Resolution 2013-205, approving issuance of an on -sale and Sunday liquor licenses to LoLo American Kitchen LLC dba: LoLo American Kitchen 14. Possible purchase of furniture for secretary — Community Development 15. Resolution 2013-206, approval of quote for remodeling with Barton (Community Development) 16. Resolution 2013-207, approval of Wolf BierCycle annual license 17. Resolution 2013-208, approval St. Croix Boat & Packet dock permit 18. Resolution 2013-209, approval of Parking Ramp cleaning contract 19. Resolution 2013-210, renewal of Towing License for 2014 20. Possible approval of 22nd Annual Brine's Bocce Ball Tournament — February 22, 2014 21. Possible approval of capital release — Library 22. Resolution 2013-211, approval of Fire Protection Contract with the City of Grant 23. Possible approval to carry over Capital Outlay Items: a) MIS b) Fire c) Library d) Plant City Hall e) Sewer and Parks f) Recreation Center (Available Tuesday) g) Community Development IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No Public Hearings X. UNFINISHED BUSINESS XI. NEW BUSINESS 24. Possible adoption of resolution extending local lodging tax, established by Ordinance 1025, until January 31, 2014 (Resolution — Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 25. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT RESOLUTION 2013-203 DIRECTING THE PAYMENT OF BILLS BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the bills set forth and itemized on Exhibit "A" totaling $556,696.64 are hereby approved for payment, and that checks be issued for the payment thereof The complete list of bills (Exhibit "A") is on file in the office of the City Clerk and may be inspected upon request. Adopted by the Council this 17th day of December, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2013-203 Page 1 LIST OF BILLS Ace Hardware Amdahl Locksmith Inc Chris American Pump Company Aramark Uniform Services Inc Armor Security Inc. Aspen Mills Board of Water Commissioner Bryan Rock Products Inc. Burschville Construction Inc. Carquest Auto Parts CC Stitcheri CDW Government Inc. Century Link Century College Comcast Consolidated Welding Supply Cornerstone Land Surveying Dalco Fastenal Company Frontier Ag & Turf Fury Dodge Chrysler Fury Stillwater Goodman Robert Grainger Greater Stillwater Chamber of Com Hardrives Inc. Haussner Plumbing LLC H&L Mesabi Holiday Credit Office International Code Council Jefferson Fire and Safety Inc. Jimmys Johnnys Inc. Larson Brian Lambert Engineering & Consulting Loffler Companies Inc. MacQueen Equipment Inc. Melstrom Jeff Menards Metropolitan Council MnFIAM Book Store NAPA Auto Parts Newman Signs Office Depot Peterson Salt and Water Treatment Pioneer Press Supplies Employee back door lock Spanner pin lug gasket brass fitting Mats & Uniforms Monitoring service Uniforms WAC Charges CL5 Saw -cut manhole at Myrtle Auto parts and supplies Navy sweatpants with logo Transcend Jetflash 300 USB 2GB Drive Phone Fire apparatus course Internet Welding supplies Parking garage platting Bobrick bathroom stalls Supplies Parts Auto Repairs & Service Auto Repairs & Service Reimburse for portable device - HPC Circuit breaker Annual membership Downtown parking lot improvements Plumbing repair Curb runner Fuel Member dues Paul Conway bullard Toilet rental Reimburse for iPad HPC & iannotate app Repair conc. decking at Nelson Network computer support Supplies Reimburse for work boots Supplies Wastewater Charge and SAC Books Auto parts and supplies Blank horizontal rect. Office supplies Power thaw Fire subscription 2014 486.05 225.55 117.92 791.20 89.78 48.95 1,287.00 98.29 3,200.00 259.60 224.00 132.79 147.73 130.00 212.00 113.69 1,529.40 9,725.98 119.38 119.74 52.87 590.11 560.98 7.05 760.00 206,557.54 574.25 1,432.13 40.97 125.00 219.75 68.18 544.98 12,800.00 671.98 1,891.12 150.00 270.76 128,394.26 141.08 765.11 790.07 231.27 987.54 169.65 EXHIBIT "A" TO RESOLUTION #2013-203 Page 2 Primary Products Co. Ray Allen Manufacturing LLC RiedelI Shoes Inc. R&R Specialties Inc. Secure Benefits Systems Sprint PCS St. Croix Boat and Packet Co. Stillwater Motor Company S&T Office Products Stillwater Towing SW/WC Service Cooperatives T.A. Schifsky and Sons Trane U.S. Inc. Tri-State Bobcat United States Police Canine Assoc Valley Trophy Inc. Washington County License Center Yocum Oil Company Zayo Enterprise Networks LIBRARY Ace Hardware Aramark Uniform Services Inc Baker and Taylor Brodart Co Culligan of Stillwater Cummins NPower LLC Diverse Construction Services LLC Grainger Johnny's TV Inc. Menards Midwest Tape Petrie Angela Quill Corporation Recorded Books LLC Stillwater Public Library Foundation Toshiba Business Solutions Xcei Energy Medical shears K9 supplies Skates Snow breaker spring Flex benefits terminated employee Cell phone November Arena Billing Auto Repairs & Service Paper and paper clips Towing Jan 2014 Retirees Insurance & COBRA Asphalt Repair Filters Membership Plaque Vehicle tabs Fuel Phone & T1 Janitorial supplies Mats and towels Books Books Bottled water Building repair Cap Improvements Minor equipment replacement Minor equipment replacement Janitorial supplies Audiovisual materials Staff reimbursement General supplies Dvd Reimbursement Maintenance Contract Electric 44.25 108.97 51.89 173.85 5.32 226.75 45,673.52 953.01 73.27 197.72 61,911.77 143.03 1,225.00 83.96 100.00 77.06 11.00 4,628.85 1,226.32 182.79 62.37 1,536.28 2,252.71 53.35 699.00 5,000.00 797.49 587.99 63.84 1,076.17 157.00 570.83 183.74 430.00 155.31 3,583.05 EXHIBIT "A" TO RESOLUTION #2013-203 Page 3 CREDIT CARDS Library Amazon.com Brines Candyland Ken Harycki Pub 112 Stuart Glaser Apple iTunes Lifeproof Lynn card company ADDENDUM Aramark Uniform Services Inc Animal Humane Society Byland Bill CDW Government Clark Dan Comcast CoStar Realty Information Inc ECM Publishers Granicus Magnuson David Office Depot St. Croix Boat and Packet Co. STW Construction Services LLC Trans Union Verizon Wireless Washington County Recorder Wiegand Sheila Xcel Energy Library materials Meals Meeting Miscellaneous Meal iAnnotate & 1st responder sup tools iPad supplies Firefighter's Mantel - 50 Mats Animals impounded charges 3rd qtr Parking Ramp Refund iPads Custodian Internet & Voice Property professional Publications Monthly managed service Prosecution supplies Office supplies October Ramp Cleaning Womens restroom door lock & install Information charges Police air cards Planning Reimburse for coffee Energy 1,393.97 32.14 30.75 21.65 8.55 209.97 60.25 88.65 980.84 5.00 1,134.97 1,057.50 196.75 316.00 501.50 1,053.42 15,530.55 37.85 1,500.00 750.00 20.00 468.52 334.65 7.38 18,792.62 TOTAL 556,696.64 EXHIBIT "A" TO RESOLUTION #2013-203 Page 4 Adopted by the City Council this 17th Day of December, 2013 Memo To: Mayor and Council From: Doug Brady, Recreation Center Date: December 17, 2013 Re: Recreation Center Carryover The Recreation Center is requesting a carryover of $25,000 for work that is in progress on the roof of the Recreation Center. RESOLUTION EXTENDING LOCAL LODGING TAX, ESTABLISHED BY ORDINANCE 1025 UNTIL JANUARY 31, 2014 WHEREAS, Ordinance No. 1025 adopted on the 21st day of December, 2010 established a Local Lodging Tax; and WHEREAS, by the terms of the Ordinance the tax is scheduled to sunset on December 31st, 2013, unless "revised" by action of the City Council; and WHEREAS, in order to allow adequate review of the benefit of the Local Lodging Tax to the community as a whole, it is necessary to extend the tax for thirty (30) days beyond December 31st, 2013 date; and NOW, THEREFORE, BE IT RESOLVED, that the Local Lodging Tax as established by Ordinance No. 1025 is hereby extended in all ways until January 31, 2014. Adopted by the Stillwater City Council this 17th day of December, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Washington Property Records and Taxpayer Services Department Jennifer Wagenius Director MEMORANDUM DATE: December 13, 2013 TO: Washington County City and Township Clerks FROM: Bruce Munneke, Washington County Assessor SUBJECT: 2014 Local Board of Appeal and Equalization/Open Book Meetings The tentative schedule for 2014 Board of Appeal and Equalization/Open Book Meetings is attached. The time frame in establishing dates for your Local Boards and Open Book meetings will be similar to last year. 1. Establish and distribute tentative schedules by December 13, 2013. 2. Allow 30 days for feedback from local jurisdictions to confirm or to change tentative dates. Please call Lynne Freezy with any date or time changes at 651-275-7521. 3. Establish and distribute the Final Board of Appeal and Equalization/Open Book Meeting schedule by February 15, 2014. No changes will be made to the schedule after this date. For those communities that offer their property owners an Open Book Meeting format, please recall that those property owners can attend any of the four Regional Open Book Meetings held throughout the County. This year we will have meetings held in Cottage Grove, Oakdale, Woodbury, and Stillwater. If we do not hear from you, we will assume the meeting will be conducted on the date and time listed on the schedule; a quorum will be in attendance; and a meeting room will be made available. During the month of February the Assessor's Office will again be developing the annual Assessment Report. The purpose of this report is to provide general information to the communities in Washington County regarding the appeals process and the 2014 assessment. The report will be made available on the Washington County Assessor web page (washington.minnesotaassessors.com/) under "Appraisal Reports" prior to April 1, 2014. If you have any question please call Lynne Freezy (651-275-7521) or myself (651-275-7518). Thank you. Cc: Jennifer Wagenius, Director Property Records and Taxpayer Services Rollie Huber, Deputy County Assessor - Commercial Al LaBine, Appraisal Supervisor -Residential Don Lovstad, Appraisal Supervisor - Residential Jody Moran, Assessment Technical Support Supervisor Government Center • 14949 62nd Street North — P.O. Box 6, Stillwater, Minnesota 55082-0006 Phone: 651-430-6175 • Fax: 651-430-6178 • TTY: 651-430-6246 www.co.washington.mn.us Equal Employment Opportunity / Affirmative Action 1\la t ec 114E O IRTMELA CE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 17, 2013 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of minutes of December 3, 2013 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Resolution 2013-212, Certificate of Appreciation Sheila Wiegand (Resolution - Roll Call) VI. 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. VII. 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 VIII. 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. 11. Resolution 2013-203, directing payment of bills 12. Resolution 2013-204, approving contract between the City of Stillwater and Sand Creek Group, Ltd. 13. Resolution 2013-205, approving issuance of an on -sale and Sunday liquor licenses to LoLo American Kitchen LLC dba: LoLo American Kitchen 14. Possible purchase of furniture for secretary — Community Development 15. Resolution 2013-206, approval of quote for remodeling with Barton (Community Development) 16. Resolution 2013-207, approval of Wolf BierCycle annual license 17. Resolution 2013-208, approval St. Croix Boat & Packet dock permit 18. Resolution 2013-209, approval of Parking Ramp cleaning contract 19. Resolution 2013-210, renewal of Towing License for 2014 20. Possible approval of 22nd Annual Brine's Bocce Ball Tournament — February 22, 2014 21. Possible approval of capital release — Library 22. Resolution 2013-211, approval of Fire Protection Contract with the City of Grant 23. Possible approval to carry over Capital Outlay Items: a) MIS b) Fire c) Library d) Plant City Hall e) Sewer and Parks f) Recreation Center (Available Tuesday) g) Police (Available Tuesday) h) Community Development IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No Public Hearings X. UNFINISHED BUSINESS XI. NEW BUSINESS XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 24. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT i 1 1 t ec 114E 1 IRTMELA CE OF MINNESOTA CITY COUNCIL MEETING MINUTES December 3, 2013 REGULAR MEETING (CANCELLED) 4:30 P.M. RECESSED MEETING 7:00 P.M. Mayor Harycki called the meeting to order at 7:05 p.m. Present: Councilmembers Menikheim, Kozlowski, Polehna, Mayor Harycki Absent: Councilmember Weidner Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of November 19, 2013 regular meeting minutes Motion by Councilmember Kozlowski, seconded by Mayor Harycki, to approve the November 19, 2013 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS MnDOT Update - Jon Chiglo, Project Manager Jon Chiglo, MnDOT Project Manager for the St. Croix Crossing, explained that the $332.5 million contract for the bridge was executed today, so work will start in about two weeks for driving piling and constructing access roads on the Minnesota side. The contractor has committed to completing the project in late summer 2016, ahead of schedule. He updated the Council on progress to date. Signs will be posted about irregularities in the ice and MnDOT will publicize this in the media as well. Pile driving will take place from December until May. Structural assessments are being conducted before the vibration activities to obtain a baseline for any impacts. An informational meeting for residents of Sunnyside and other neighboring City Council Meeting December 3, 2013 areas will take place on December 5. Businesses will be kept updated about when specific activities will impact them during construction. Councilmember Polehna commended Mr. Chiglo for MnDOT's good communications with the community. OPEN FORUM There were no public comments. STAFF REPORTS Community Development Director Turnblad informed the Council that the Metro Transit Commission has granted permission for tour buses to use the MTC bus stop near the pedestrian plaza for loading and unloading during non -peak times when MTC buses are not using it. CONSENT AGENDA Resolution 2013-192, directing payment of bills Resolution 2013-193, adopting delinquent sewer charges Project No. 0001 Resolution 2013-194, adopting delinquent garbage charges Project No. 0002 Resolution 2013-195, approval of appointment to Downtown Parking Commission Resolution 2013-196, renewal of Towing License for 2014 Resolution 2013-197, approval of appointment to Heritage Preservation Commission Resolution 2013-198, authorizing No Parking on the north side of Settlers Way from Manning Avenue to Westerly Street of New England Place Resolution 2013-199, amendment to Cafeteria Plan relating to IRS Notice 2013-71 Possible approval of Special Event - Twinkle Parade December 7, 2013 Possible approval of Cable Communications Budgets for Fiscal Year 2014 Mayor Harycki pulled Resolution 2013-196, Towing License for 2014, for further staff review and discussion at a later date. Councilmember Menikheim pulled Resolution 2013-197, approval of appointment to the Heritage Preservation Commission. Councilmember Polehna commented that the Twinkle Parade is a great family event. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None Councilmember Menikheim noted that the composition of the Heritage Preservation Commission is changing. Amy Mino will be the second woman on the HPC when she fills the unexpired term of Howard Lieberman. He commended Mr. Lieberman on his many years of service on the HPC. Page 2 of 4 City Council Meeting December 3, 2013 Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt Resolution 2013-197, approval of appointment to the Heritage Preservation Commission. Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None TRUTH IN TAXATION City Administrator Hansen conducted the annual Truth in Taxation presentation. The general tax levy will be up $171,000. The total tax levy will be up $218,000 or 2.1%. The average residential and commercial property tax payer's taxes will go down about 7% due to changes in tax bases and other factors. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt Resolution 2013-200, adopting the final budget and the commitment of certain revenue sources for the fiscal year 2014. Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt Resolution 2013-201, adopting the final tax levy for the year 2014. Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Possible approval of second reading of Ordinance No. 1062, an ordinance establishing a Water Management Tax District City Attorney Magnuson explained the purpose of the district is to spread the expenses of each watershed district only over property that is in that district, eliminating double taxation. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to adopt Ordinance No. 1062, establishing a Water Management Tax District. Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None Possible approval of ordering preparation of feasibility report for the Stillwater/Oak Park Heights Street Improvement Project (Project 2014-03) Public Works Director Sanders explained that a street project which the City of Oak Park Heights will undertake in 2014-2015 involves improvements to streets that border Stillwater. Because the City's cost of the project will be assessed to affected property owners, the City must begin the 429 Improvement Process and authorize a feasibility study. Page 3 of 4 City Council Meeting December 3, 2013 Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to adopt Resolution 2013-202, ordering preparation of feasibility report for the Stillwater/Oak Park Heights Street Improvement Project (Project No. 2014-03). Ayes: Councilmembers Menikheim, Kozlowski, Polehna, and Mayor Harycki Nays: None NEW BUSINESS There was no new business. COUNCIL REQUEST ITEMS Councilmember Menikheim reminded the Council of next week's mixers for the Convention and Visitors Bureau and the Chamber. Councilmember Polehna complimented City staff on all the downtown projects, including the pedestrian plaza, trails and parking, which have been well received by the public. ADJOURNMENT Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to adjourn the meeting at 8:06 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2013-192, directing payment of bills Resolution 2013-193, adopting delinquent sewer charges Project No. 0001 Resolution 2013-194, adopting delinquent garbage bill charges Project No. 0002 Resolution 2013-195, appointment to Downtown Parking Commission Resolution 2013-196, (not used) Resolution 2013-197, appointment to Heritage Preservation Commission Resolution 2013-198, authorizing No Parking on the north side of Settlers Way from Manning Avenue to westerly street of New England Place Resolution 2013-199, action taken and resolution adopted by consent of City of Stillwater - Amendment to Cafeteria Plan relating to IRS Notice 2013-71 Resolution 2013-200, adopting the final budget and the commitment of certain revenue sources for the fiscal year 2014 Resolution 2013-201, adopting the final tax levy for the year 2014 Resolution 2013-202, resolution ordering preparation of feasibility report for the Stillwater/Oak Park Heights Street Improvement Project (Project 2014-03) Ordinance No. 1062, an ordinance establishing a Water Management Tax District Page 4 of 4 City og tiO.Ctkateft, ulAtnnesota eektiticate et v4ppneciation WHEREAS, SheiCa tiViegand, is retiring from the Sti�wczter Building and Planning Department, effective Januciry 31, 2014. NOW THEREFORE, BE IT RESOLVED, by the City Councifofthe City of Stillwater, Nlinnesota, that for (ger dedicated -service to the City of StiOEwctter, Sheila is hereby commenc%dfor serving the City faithfully, efficiently anicourteoticsly for over 26 years. the Councifregrets that she is retiring from the Building and Planning Department, but extends to her their appreciation for her dedicated -service. BE IT FURTHER RESOLVED, that the City Cferfi is hereby authorizedand-cCirecteclto enter this Certificate of Appreciation upon the official record of the Council and to deliver a certified copy thereof to Sheila Wiegand. .adopted 6y the City Councifthis 17th clay of December, 2013. EXHIBIT "A" TO RESOLUTION #2013-203 LIST OF BILLS Ace Hardware Amdahl Locksmith Inc Chris American Pump Company Aramark Uniform Services Inc Armor Security Inc. Aspen Mills Board of Water Commissioner Bryan Rock Products Inc. Burschville Construction Inc. Ca rq uest Auto Parts CC Stitcher' CDW Government Inc. Century Link Century College Comcast Consolidated Welding Supply Cornerstone Land Surveying Dalco Fastenal Company Frontier Ag & Turf Fury Dodge Chrysler Fury Stillwater G oodman Robert G rainger G reater Stillwater Chamber of Com Hardrives Inc. Haussner Plumbing LLC H&L Mesabi Holiday Credit Office International Code Council Jefferson Fire and Safety Inc. JimmysJohnnys Inc. Larson Brian Lambert Engineering & Consulting Loffler Companies Inc. MacQueen Equipment Inc. Melstrom Jeff Menards Metropolitan Council MnFIAM Book Store NAPA Auto Parts Newman Signs Office Depot Peterson Salt and Water Treatment Pioneer Press Supplies Employee back door lock Spanner pin lug gasket brass fitting Mats & Uniforms Monitoring service Uniforms WAC Charges CL5 Saw -cut manhole at Myrtle Auto parts and supplies Navy sweatpants with logo Transcend Jetflash 300 USB 2GB Drive Phone Fire apparatus course Internet Welding supplies Parking garage platting Bobrick bathroom stalls Supplies Parts Auto Repairs & Service Auto Repairs & Service Reimburse for portable device - HPC Circuit breaker Annual membership Downtown parking lot improvements Plumbing repair Curb runner Fuel Member dues Paul Conway bullard Toilet rental Reimburse for iPad HPC & iannotate app Repair conc. decking at Nelson Network computer support Supplies Reimburse for work boots Supplies Wastewater Charge and SAC Books Auto parts and supplies Blank horizontal rect. Office supplies Power thaw Fire subscription 2014 486.05 225.55 117.92 791.20 89.78 48.95 1,287.00 98.29 3,200.00 259.60 224.00 132.79 147.73 130.00 212.00 113.69 1,529,40 9,725.98 119.38 119.74 52.87 590.11 560.98 7.05 760.00 206,557.54 574.25 1,432.13 40.97 125.00 219.75 68.18 544.98 12,800.00 671.98 1,891.12 150.00 270.76 128,394.26 141.08 765.11 790.07 231.27 987.54 169.65 Page 1 EXHIBIT "A" TO RESOLUTION #2013-203 Primary Products Co. Ray Allen Manufacturing LLC Riedel! Shoes Inc. R&R Specialties Inc. Secure Benefits Systems Sprint PCS St. Croix Boat and Packet Co. Stillwater Motor Company S&T Office Products Stillwater Towing SW/WC Service Cooperatives T.A. Schifsky and Sons Trane U.S. Inc. Tri-State Bobcat United States Police Canine Assoc Valley Trophy Inc. Washington County License Center Yocum Oil Company Zayo Enterprise Networks LIBRARY Ace Hardware Aramark Uniform Services Inc Baker and Taylor Brodart Co Culligan of Stillwater Cummins NPower LLC Diverse Construction Services LLC Grainger Johnny's TV Inc. Menards Midwest Tape Petrie Angela Quill Corporation Recorded Books LLC Stillwater Public Library Foundation Toshiba Business Solutions Xcel Energy Medical shears K9 supplies Skates Snow breaker spring Flex benefits terminated employee Cell phone November Arena Billing Auto Repairs & Service Paper and paper clips Towing Jan 2014 Retirees Insurance & COBRA Asphalt Repair Filters Membership Plaque Vehicle tabs Fuel Phone & T1 Janitorial supplies Mats and towels Books Books Bottled water Building repair Cap Improvements Minor equipment replacement Minor equipment replacement Janitorial supplies Audiovisual materials Staff reimbursement General supplies Dvd Reimbursement Maintenance Contract Electric 44.25 108.97 51.89 173.85 5.32 226.75 45,673.52 953.01 73.27 197.72 61,911.77 143.03 1,225.00 83.96 100.00 77.06 11.00 4,628.85 1,226.32 182.79 62.37 1,536.28 2,252.71 53.35 699.00 5,000,00 797.49 587.99 63.84 1,076.17 157.00 570.83 183.74 430.00 155.31 3,583.05 Page 2 EXHIBIT "A" TO RESOLUTION #2013-203 Page 3 CREDIT CARDS Library Amazon.com Library materials 1,393.97 Brines Meals Meeting 32.14 Candyland Miscellaneous 30.75 Ken Harycki Pub 112 Meal 21.65 Stuart Glaser Apple iTunes iAnnotate & 1st responder sup tools 8.55 Lifeproof iPad supplies 209.97 Lynn card company Firefighter's Mantel - 50 60.25 RESOLUTION 2013-204 APPROVAL OF CONTRACT BETWEEN THE CITY OF STILLWATER AND SAND CREEK GROUP, LTD. BE IT RESOLVED, by the City Council of Stillwater, Minnesota, that the contract between the City of Stillwater and Sand Creek Group, Ltd. to provide an Employee Assistance Program for the term January 1, 2014 through December 31, 2014, as on file with the City Clerk. The Mayor and Clerk are hereby authorized to sign said agreement. Adopted by the City Council this 17th day of December, 2013. Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk SAND CRE -EK GROUP, LTD. RESOURCES WITHOUT BARRIERS 610 NORTH MAIN STREET, SUITE 200 STILLWATER, MINNESOTA 55082 (PHONE) 651.430.3383 / 800.632.7643 ( FAX) 6 5 1 . 4 3 0. 9 7 5 3 www . S a n d C r e e k E A P. c o m I. Services Provided: Employee Assistance Agreement between The Sand Creek Group, Ltd and The City of Stillwater The program contract includes the following services: 1. Full service coverage for The City of Stillwater employees and their household members. 2. Employee Assistance personnel policy development and consultation. 3. Supervisory training of management personnel in the use of the program. 4. Employee orientation seminars to familiarize your employees with the services available to them. 5. Promotional materials including brochures, posters and newsletter articles to keep your Employee Assistance Program visible to your employees, and their families. 6. Ongoing consultations with managers and supervisors to assist them in utilizing the EAP within your organization. 7. Confidential assessment, referral and brief counseling to be provided to all employees, and their family members. Up to four sessions of counseling based on the clinical recommendation of EAP counselor. Each session being comprised of one clinical hour. All of the employees of The City of Stillwater and their family members may contact The Sand Creek Group for assessment, brief counsel and, when necessary, referral free -of -charge to them. No limit is placed on the number of assessments and referrals made annually. All contact is strictly confidential. 8. 24 hour telephone crisis intervention. 9. Worksite visits from an EAP representative to continually evaluate the status of the program and your satisfaction. A NATIONAL NETWORK OF OVER 10,000 HIGHLY CREDENTIALED PROFESSIONALS ADDRESSING INDIVIDUALIZED EMPLOYEE NEEDS & IMPROVING PRODUCTIVITY II. Coordination of Services: The City of Stillwater agrees to work with the EAP representative in informing its employees of this agreement and the services which are available to them. III. Use of Name: The City of Stillwater agrees to allow The Sand Creek Group, Ltd. to list the City as a customer on promotional materials. IV Eligibility: EAP is a service intended to provide short term assessment and brief counseling services to a wide variety of personal and work-related stressors. The service is intended to evaluate relevant information regarding the history of the concerns brought to the EAP by he client; the current status of the concerns; and the impact they are having on the client. EAP 's goal is the construction of an action plan to help the client/s deal with their concerns in a successful fashion. Some times the action plan can be successfully implemented exclusively within the EAP. In other cases, the action plan may entail referring the client to a variety of community resources that can provide longer term or specialized services that are beyond or outside the scope of the EAP. The EAP benefit is focused on the individual client whenever an employee or covered family member runs up against individual events, conditions or circumstances that don't envelop other members of the family system. In that case, the individual client is eligible to use up to a certain number of counseling sessions clearly defined in the EAP contract. When an event (Le. — marital/relationship struggles; divorce; death of a family member; etc.) impacts part or all of an entire family unit, the EAP benefit is available for all family members to use collectively in the initial stages of addressing the impact of that family event. The EAP sessions are intended to define a broader plan of action that includes all involved family members. In many situations that involve multiple family members, the variety of counseling and emotional support needs that exist oftentimes goes beyond the EAP benefit. When that is the case, our goal is to help all impacted family members utilize the EAP benefit in a collective fashion to help guide them towards additional support and counseling services, either individually or as a family. V. Employee Participation: A working policy of the EAP is that Employee participation in the EAP will affect neither future employment or advancement nor protect employee from disciplinary action for continued substandard performance. VI. Reporting: The Sand Creek Group, Ltd. will provide quarterly reports on program utilization. No information on individual employees will be released outside of The Sand Creek Group without the written consent of the employee. SAND CRDK GROUP, LTD. S.D.G. VII. Retainer Cost: The annual retainer charged by The Sand Creek Group, Ltd. for the employee services is as follows: Number of employees 76 Cost per employee $26.02 Annual EAP Contract Cost $1,977.52 Term of Contract January 1, 2014 to December 31, 2014 Optional Services: Organization Development Services Trauma Team Services Bag Lunch Seminars: VIII Fee for Ongoing Counselinji: Payment for any ongoing counseling services beyond the initial diagnostic screening will be the responsibility of the employee/family member. $250.00 per hour $250.00/1st two hours $150.00 per hour over two hours $250.00 per hour of presentation/facilitation LY. Modification or Termination of Contract: This contract may be modified in writing at any time by the mutual consent of the parties. Either The City of Stillwater or The Sand Creek Group, Ltd. may cancel this agreement at any time upon 90 day notice, in writing, to the other party. The Sand Creek Group, Ltd. The City of Stillwater Gretchen M Stein, PhD., LEAP Date President & Chief Executive Officer The Sand Creek Group, Ltd. GMS: jes Date SAND CREP< GROUP, LTD. S.D.G. Administration Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: 3/27/2013 Re: Issuance of New On -sale and Sunday liquor license — LoLo American Kitchen A liquor license application from LoLo American Kitchen, LLC dba: LoLo American Kitchen has been received for the issuance of an On -sale liquor and Sunday license at 223 Main Street S (new HAF building). Approval for the licenses should be contingent upon approval by Police, Finance, Fire, Building Departments, Washington County Department of Health_and Minnesota Liquor Control. ACTION REQUIRED: If Council desires to issue a new On -Sale liquor license they should pass a motion to adopt Resolution entitled "APPROVING ISSUANCE OF AN ON -SALE AND SUNDAY LIQUOR LICENSES TO LOLO AMERICAN KITCHEN LLC, dba: LOLO AMERICAN KITCHEN. RESOLUTION 2013-205 APPROVING ISSUANCE OF AN ON -SALE AND SUNDAY LIQUOR LICENSES TO LOLO AMERICAN KITCHEN LLC, dba: LOLO AMERICAN KITCHEN WHEREAS, an application has been received the issuance of an On -sale and Sunday liquor license for LoLo American Kitchen LLC, dba: LoLo American Kitchen; and WHEREAS, all required forms have been submitted and fees paid. NOW THEREFORE, BE IF RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the issuance of a new On -Sale and Sunday liquor license conditioned upon approval by Police, Fire, Building Inspection and Finance Departments, Washington County Department of Health and Minnesota Liquor Control. Adopted by Stillwater City Council this 17th day of December, 2013 Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk jfwater r H E KIATHALACE OF MINNESOTA TO: FROM: DATE: MEETING DATE: REGARDING: Mayor & City Council Bill Turnblad, Community Development Director December 10, 2013 December 17, 2013 Secretarial furniture Background The Community Development Department has planned for a number of years to replace the worn out desk, cabinets, counter space and chair for the planning secretary. $4,000 was budgeted and approved by the Council for this furniture. However, the money has been rolled from year to year and the furniture has not been replaced yet. The Council approved the $4,000 capital expenditure again for 2014. Now that a new secretary will be hired in January 2014, it is time to replace the furniture. Request Staff is requesting approval of the attached quote of $3,745.97 for the planning secretary furniture. Comments A public counter area for Community Development will be constructed over the next few weeks. This is a project that was approved and funded by the Council about five years ago. Currently the counter space on third floor is shared by Public Works and Community Development. But, there is only enough space for the Public Works secretary at the counter. This causes confusion for the public and creates scheduling problems. When the Public Works secretary is out at Public Works rather than at City Hall, no one is at the counter. The public relies on ringing a bell to get service. Since the current planning secretary space will be reconstructed to provide the Community Development counter space, the secretarial furniture has to be replaced. It is in poor shape anyway, so the timing is perfect to replace it. bt MINNCOR Industries 1450 Energy Park Drive Suite 110 Saint Paul, MN 55108 Main • 651.361.7500 Toll Free • 800.MINNCOR Fax • 651.603.0119 E-mail • customer-service@minncor.com Bill To: City of Stillwater 216 N. 4th St. Stillwater, MN 55082 Line# Item number Item Name Quantity Unit Quotation Number • SQ -006664-2 Quotation Date • 12/3/2013 Page • 1 of 1 Customer PO Number Your Contact Sales Responsible • Jessica Berg Quotation Expiration Date: 12/26/2013 Terms • NET 30 Deliver To: City of Stillwater 216 N. 4th St. Stillwater, MN 55082 Unit price Req Ship Date Amount 1 CustomDesk Dept:40 CC:12 Custom Desk (FRB 4012). Custom cascade layout per attached drawings. Natural Oak finish. 1.00 EA 3,255 0000 11/26/2013 3,255.00 2 SetlnPlaceDelivery Set In Place Delivery Customer will have room and access to the building ready for delivery. Product will be unpackaged and delivered to the designated area. All packaging will be removed from site. Dept: 40 CC: Sales balance 3,505.00 ****Desk must be set-up.**** 1.00 EA Sales tax 240.97 250.0000 11/26/2013 Total 3,745.97 250.00 O 0) < 24 >< < 24 >< 93 45 45 24 24 > ) 30 Key Bd 0 7 r TT 00 N N v v co ti A v 0 N-0 N r n CO v 00 CO CO v v v Minncor Industries <YOUR ADDRESS> <YOUR CITY AND STATE> Phone: <YOUR PHONE NUMBER> Fax: <YOUR FAX NUMBER> Cascade Floorplan Room 1 Current Date: Dec 02, 2013 Scale: NTS jfwater r H E KIATHALACE OF MINNESOTA TO: FROM: DATE: MEETING DATE: REGARDING: Mayor & City Council Bill Turnblad, Community Development Director December 10, 2013 December 17, 2013 Quote for remodeling Background About five years ago the City Council approved a plan to construct a public counter for the Community Development Department. Currently the counter space on third floor is shared by Public Works and Community Development. But, there is only enough space for the Public Works secretary at the counter. This causes confusion for the public and creates scheduling problems. The great majority of visits to the third floor of City Hall are for building inspections or planning, yet the Public Works secretary must be the first contact for all visitors. Moreover, when the Public Works secretary is out at Public Works rather than at City Hall, no one is at the counter. The public relies on ringing a bell to get service. During the 2014 budget approval process the Council confirmed its desire to construct a public counter for Community Development Department visitors. $15,000 in capital funds were approved for the project. Request Staff is requesting approval of the attached Barton quote of $9,700 for the reception area remodel project. Comments Bids were received from four companies to complete the remodel project. Two of the bids were slightly under $8,000. Barton bid $9,700. And we received one bid for over $11,000. The Barton bid is preferred by City staff because the Building Official believes that it represents the lowest bid for the types of counter finish and workmanship we need in order to complement the existing counter. bt CITY OF STILLWATER 2 1 6 N. 4TH ST. STILLWATER, MN 55082 ATTN.: CINDY SHILTS NOVEMBER 25TH, 2013 RE: RECEPTION AREA REMODEL DEAR CINDY: THANK YOU FOR THE OPPORTUNITY TO BID THE PROPOSED PROJECT. I'VE INCLUDED THE SPECIFICATIONS THAT ENCOMPASS THIS PROJECT TO THE BEST OF MY KNOWLEDGE. PLEASE CONTACT ME IF YOU NEED ANY CLARIFICATION OR HAVE ANY QUESTIONS. SPECIFICATIONS: • DEMOLISH EXISTING PARTITION WALL WITH DOOR AND RELOCATE. • PREP BLOCK WALL (42" X 48"OPENING) AND INSTALL LINTEL. • INSTALL COOKSON, LOCKING, ALUMINUM, MANUAL OVERHEAD DOOR. • INSTALL COUNTER WITH LAMINATE OR BETTER SURFACE AND FINISHED WOOD FACING. • INSTALL VINYL TRANSITION FLOOR PATCH. • PATCH DRYWALL AND PAINT HALLWAY. • INSTALL NEW MOP BASE TO HALLWAY. • ALTER CEILING GRID AND MOVE ONE LIGHT FIXTURE. • INSTALL ADDITIONAL DOOR BUZZER AT NEW LOCATION. • INSTALL DUST CONTROL BARRIERS AND CLEAN-UP DAILY. COST ESTIMATE: $ 9,700.00 * PRICE DOES NOT INCLUDE ANY ALTERATIONS TO EXISTING RECEPTIONnAREA OR MOVING OFFICE EQUIPMENT. SINCERELY, JIM BARTON 01,0firriK_Utifivk WWW.BARTONCS.COM •651-334-9530 • INFO®BARTONCS.COM •125 MARTHA ST N STILLWATER, MN 55082 RESOLUTION 2013-206 APPROVING OF QUOTE FOR REMODELING WITH BARTON. WHEREAS, the Community Development Department has received for quotes for remodeling the 3rd floor reception area; and NOW THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater that the quotation in the amount not to exceed $9,700 be accepted; and FURTHER RESOLVED, that the Mayor and Clerk are authorized to execute the necessary paperwork to effectuate this transaction. Adopted by the Stillwater City Council this 17th day of December 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk iliwater THE BIRTHPLACE OF MINNESOTA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: December 10, 2013 RE: Renewal of Wolf Tour Cycle License BACKGROUND Pat Wolf has been operating the Wolf Tour Cycle in Downtown Stillwater for about a year and a half now. The City has issued a license for the end of the 2012 season and all of the 2013 season. Wolf has requested renewal of the license for 2014. COMMENTS 1. Police Chief Gannaway reports that no complaints were filed, nor were any public safety issues or parking issues of substance brought to the City's attention during 2013. 2. Wolf plans to operate the business in 2014 much the same as in 2013. This included tours during the winter as weather permitted. Also, she offered her business as an activity associated with other events, such as the WCHS ice cream social. When she does this, her Cycle is included in the event permit application that is submitted by the event organizer. 3. The cost of the reserved parking space by the pedestrian walkway has been set by the Council, at the Parking Commission's recommendation, at $3 per day for the single space that is needed. This is the same rate charged to the Stillwater Trolley Company. RECOMMENDATION Staff recommends adopting the attached resolution, which conditionally authorizes staff to issue the 2014 license. bt Attachments: Resolution for 2014 December 2, 2013 tierCycte ditwes ILC 222 COMMERCIAL STREET • MN 55082 • PHONE (612) 751-9422 • patwoif@cres-inc.com Mr. Bill Turnblad Economic Development Coordinator City of Stillwater 216 Fourth St N Stillwater, MN 55082 Dear Bill, Per our recent conversation, I am requesting a renewal of our license for 2014 for the operation of our multi -person bicycle in the City of Stillwater. We will be operating the bike similar to how it has operated over the past year offering both public and private tours. I would also like to submit our request to continue to lease the parking space on Water Street behind the gas station as a starUend destination point and a point of contact for the public. This space works well for us and the area around it should continue to become more traveled as the Brown's Creek Trail and the public improvements on the north end of town are completed. As recently mentioned, we have had a problem with people who have not observed the "Reserved Parking" sign on the parking space and we have had to pick up our passengers in alternate parking spaces. Could additional wording be added to the sign indicating that "violators will be towed" and/or could our name be added to it? Also, remember that we do not park our bike in the parking space 24/7. We lease a garage space for the bike so that it is only in the stall when we are operating. We intend to continue to use the tour route that we established in 2012 as our main route. As we did this year, we will work with the City to vary the route as needed to accommodate streets under repair or unavailable to us. We have been thoughtful in planning a route that stays primarily off Main Street so that we can provide an enjoyable experience for our customers while not impeding vehicular traffic. As discussed, we would like to be included in the December 17, 2013, City Council Agenda if possible and will plan to be at the meeting to address the Council and answer any questions. Please let me know if this item still fits into the agenda. Also, let me know if you would like me to attend the next Parking Commission meeting and if so, when it is scheduled as it pertains to the 2014 parking space. We continue to receive positive feedback from our pedaling groups on their experience in riding the bike and from those who stop to chat with us on the street. We are active members of the Stillwater Chamber of Commerce and downtown IBA, and are working with the Visitors Bureau and businesses to partner on creating special tour events to feature their businesses while offering new and fun adventures for the residents, their guests and visitors to the City. We have been asked to lead the kids Twinkle Parade again this year as well as to provide free rides to families at the ice cream social in January, weather permitting. We also partnered with the Lakeview Foundation's Power Up kids program to provide free rides for one of their summer events. Bill, my goal is to have the bike add to the charm of the City by providing a unique and fun experience for the residents, their guests and visitors. Please let me know if you have any questions or would like me to contact you to discuss the license renewal and parking stall reservation. in advance for your assistance. rely, atricia A. Wolf Owner ;A `.Pike tora 13un ch! RESOLUTION 2013-207 RESOLUTION GRANTING LICENSE TO PATRICIA WOLF FOR THE OPERATION OF MULTI -PERSON TOUR CYCLES ON CITY STREETS AND RESCINDING RESOLUTION 2012-206 WHEREAS, Patricia Wolf has made a request to renew her license to operate multiple - person tour cycles on City roadways; and WHEREAS, the City Council of the City of Stillwater approved Resolution 2012-206 on December 18, 2012 for a license to operate the tour cycles business in 2013; and WHEREAS, the business will operate in substantially the same manner in 2014. NOW THEREFORE BE IT RESOLVED that the Stillwater City Council hereby grants license to Patricia Wolf to operate multi -person tour cycles on City roadways subject to the following conditions: 1. Upon review and approval of the license request by the Police Department and the Public Works Department, the City Clerk is authorized to issue a license to Patricia Wolf for the multiple -person tour cycle business. 2. Patricia Wolf may operate one multiple -person tour cycle in Stillwater. An increase in the number of cycles will require an amendment to this Resolution of Approval. 3. A license must be applied for annually from the City Clerk. The license is valid through December 31 of the year issued. 4. No license will be issued or renewed without proof of general liability insurance in the minimum amount of $1,000,000 per occurrence. 5. Operating restrictions and conditions: a. No multiple -purpose tour cycle may be operated upon a public sidewalk. b. No multiple -purpose tour cycle may use any public street or other public property as a waiting area unless such area is a legal motor vehicle parking area. c. Public safety is paramount in the operation of any multiple -purpose tour cycle. Consequently, each multiple -purpose tour cycle must be equipped with the following: i. Front and rear turn signals ii. Head lights iii. Tail lights iv. A hydraulic disc braking system v. An emergency brake in addition to a disc braking system vi. Any other equipment required to comply with applicable federal and state laws d. All multiple -purpose tour cycles are, at all reasonable times, subject to inspection by the City of Stillwater. e. Multiple -purpose tour cycle operators must have in their possession a valid driver's license while in control of any multiple -purpose tour cycle, and shall operate the tour cycle in compliance with all applicable federal, state, and local traffic laws, and in a manner so as to assure the safety of persons and property. f. Whenever alcohol is being served on a tour, the patrons who are legally allowed to drink alcoholic beverages must wear a colored wristband. g. All multiple -purpose tour cycle operators must obey and comply with any lawful order or direction of any police officer, traffic control agent, or regulatory services inspector. h. The City reserves the right to alter or limit multi-purpose tour cycle operations to specified routes and streets if required for public safety reasons. i. If Sam Bloomer Way or Mulberry Point should be limited to pedestrian traffic only, the City reserves the right to eliminate the multi -person tour bikes access to these areas. j. The City reserves the right to require that any idle multi-purpose tour cycle be parked in a specified location while idle or waiting for customers. k. Upon receipt of any serious substantiated complaints, as determined to be serious and substantiated by the City Administrator, the license will be placed on the next available City Council agenda for review. 6. During periods of flooding, the City uses Water Street as a staging area and therefore during these times the tours will not be allowed to operate from this location. 7. The fee for the reserved on -street parking space on Water Street is $3 per day. The cumulative fee for the entire season must be paid by April 30t11 each year. The fee is subject to review and possible increase by the City Council annually. Adopted by the Stillwater City Council this 17th day of December, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk ?1-1E BIR 1 H P E ACE 01- M I N N E S O T A REPORT DATE: December 10, 2013 APPLICANT: St. Croix Boat & Packet REQUEST: Annual review of St Croix Boat & Packet dock permit; and Gondola on the St. Croix wharfage permit PREPARED BY: Bill Turnblad, Community Development Director BACKGROUND Two conditions attached to the St. Croix Boat & Packet Company's special use permit are that the company must: 1) receive a dock permit from the City annually; and 2) allow the "Gondola on the St. Croix" to use the transient portion of the company's dock for wharfage. The St Croix Boat & Packet Company keeps four excursion boats permanently at the dock and provides transient boat dockage for visitors. On occasion a fifth or sixth excursion boat may be at the dock for a 24 hour period or less. The other two excursion boats will normally be docked at Sunnyside Marina and dock or moor here for repairs, passenger loading, and during winter storage. Public Transient Boat Dockage The transient boat slips are advertised by St. Croix Boat & Packet in several boating guides and they are frequently being used. In 2011 just over 1,000 boats tied up to the transient dock. In 2012 the number increased to 1,343. In 2013 the number dropped off fairly dramatically to 709. St. Croix Boat & Packet Passenger Trips The total number of passengers in 2013 was 87,693. This is a decrease from 2012 of 1,693. The trips and passenger counts for 2013 were as follows: St. Croix Boat and Packet Co. Boats Charters Excursions Trips Passengers Trips Passengers Jubilee II 61 4,011 18 978 Majestic Star 58 9,917 10 1,812 Anastasia 13 2,783 7 73 Andiamo Showboat 115 7,555 143 8,489 Empress Andiamo 34 3,545 93 10,879 Avalon 43 15,386 95 22,265 Total 324 43,197 366 44,496 The 2014 dock permit rate is proposed to remain the same as in 2013 at $1,700.00 for each of the four charter boats that are normally kept on this dock. Additionally a permit fee of $1,700 would be paid for each of: 1) the one service boat, 2) the right to bring other charter boats to the site for less than 24 hours at a time. The total fee for 2014 is therefore proposed to be $10,200. STAFF RECOMMENDATION Staff recommends City Council approval of the 2014 dock permit. Attachment: Proposed 2014 Dock Permit RESOLUTION 2013-208 APPROVAL OF DOCK PERMIT FOR ST. CROIX BOAT AND PACKET BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the 2014 Dock Permit for St. Croix Boat and Packet, as on file with the City Clerk, is hereby approved, and the Mayor and City Clerk are hereby authorized to sign said 2014 Dock Permit. Adopted by Council this 17t1 day of December, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk 2014 DOCK PERMIT Pursuant to Chapter 48.6 of the Stillwater City Code, the Stillwater City Council ("City") hereby grants to the St. Croix Boat and Packet Company ("Company") a Dock Permit upon the following terms and conditions: 1. LOCATION. The Dock may be maintained in the St. Croix River south of East Nelson Street. 2. OTHER RULES. The company must abide by the rules and regulations and permit conditions of the Corps of Engineers of the United States Army and the Minnesota Department of Natural Resources. Any charter or excursion vessels carrying passengers for hire and using docks must abide by applicable U.S. Coast Guard regulations. 3. NO GAS PUMPS. No gas pump may be located on the dock. 4. NO DISCRIMINATION. The Company may not discriminate against any person on the basis of race, creed, national origin, sex or social status. 5. WATER FRONT REGULATIONS. The Company must abide by all rules and regulations and restrictions set forth in Chapter 48.6 of the Stillwater City Code relative to the waterfront. 6. SPECIAL USE PERMIT. The Company must abide by the conditions as set forth in the Special Use Permit (SUP/88-00) issued to Company by the Stillwater City Council, dated July 18, 2000. 7. SCHEDULE OF FEES AND REPORT OF ACTIVITY. Upon request of the City, the Company must submit a schedule of fees charged for the transient boat docking and a report summarizing the boating activity for the year. The activity report must state the number of boating trips made each week and the number of passengers carried during the week. 8. INSURANCE The Company must provide to the City proof that it has obtained liability insurance coverage of at least the statutory limits for municipalities covering claims arising out of a single occurrence, covering claims arising out of the activates authorized by this permit, and to name the City as an additional insured on this policy "as their interest may appear". 9. PUMP OUT PRIVILEGES. The Company must provide pump -out privileges for marine heads for any boater requesting this privilege at the same rate and fee charged to boats that are moored at the dock for a fee. 10. INSPECTIONS. The City reserves the right to request inspections of heads, electrical systems or other unsafe conditions on or about the dock or any vessel moored thereto. 11. USAGE. The moorage at the dock facilities is limited to four (4) charter/excursion boats and one (1) service boat not exceeding 26 feet in length. Up to two (2) additional charter/excursion boats or vessels may dock/moor at the dock facilities as permitted by the U.S. Army Corp of Engineers and the Minnesota Department of Natural Resources for repairs and/or passenger loading. The Company must accommodate a reasonable number of public "walk on" passengers and Company must also accompany a reasonable number of transient boats. In no event must the number of boats or vessels exceed the moorage limitation contained in the permits issued by the U.S. Army Corp of Engineers and the Minnesota Department of Natural Resources. 12. PERMIT FEE. The annual permit fee is $1,700.00 for each of the four charter/excursion boats that are normally docked at this site. Additionally the company shall pay an annual permit fee of $1,700.00 for the right to dock, repair at and/ or load passengers for additional boats that normally are kept at different docks. The boats normally kept at a different dock shall not remain at this dock for a period to exceed 24 hour at a time. Finally, an annual permit fee of $1,700.00 shall be paid for the transient and Company boat docks. The total permit fee for 2014 shall be $10,200.00. 13. TRANSIENT BOATS Transient boats are defined as vessels that u e the dock as a stopover privilege on a trip that does not originate from the dock. Transient boats must be limited to dock up to not more than 24 hours per stay. "Bareboat" charter vessels are considered transient boats if the origination of the trip, including loading of passengers, takes place elsewhere. 14. PARKING. The City reserves the right to request the Company's assistance in assuring that patrons and guests of the Company will park in a designated municipal parking lot. 15. FIRES. No person may build a fire in any area of the docking premises or in any vessel moored at the dock. 16. OBSTRUCTIONS. The City does not by granting this permit accept any responsibility for dredging the dock area or making the dock area free from obstructions or other hazards to navigation. 17. STORAGE. The City is not responsible for storage of the docks during the off-season and the Company must abide by any decision of the City with regard to storage. 18. RESERVATION OF RIGHTS. The City reserves the right to add or amend these rules when needed to protect the health, safety and welfare of the City. 19. DURATION. The duration of this permit is from January 1, 2014 through December 31, 2014. 20. TERMI NATION. This permit may be terminated by the City at any time it is deemed necessary for the protection of the public safety, health or welfare or for a violation of any conditions of this permit. Dated this day of December, 2014 CITY OF STILLWATER By: Ken Harycki, Mayor Attest: Diane Ward, City Clerk THE BIRTHPLACE OF MINNESOTA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: December 11, 2013 RE: Parking Ramp Cleaning Contract BACKGROUND The City has a contract with St. Croix Boat & Packet for cleaning the parking ramp. The contract expires on December 31, 2013, but is renewable if both St. Croix Boat & Packet and the City agree. DISCUSSION The current cleaning contract is for $750 a month.' St. Croix Boat & Packet has agreed to the same price in 2014. City staff is satisfied with the quality of the cleaning services. REQUESTED ACTION Staff recommends approving the contract with St. Croix Boat & Packet for parking ramp cleaning services in 2014. Attachment: Contract bt 1 The next closest bid in 2010 was $1,421.44 a month. RESOLUTION 2013-209 APPROVAL OF PARKING RAMP CLEANING CONTRACT WITH ST. CROIX BOAT AND PACKET BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the 2014 Parking Ramp Cleaning contract with St. Croix Boat and Packet, as on file with the City Clerk, is hereby approved, and the Mayor and City Clerk are hereby authorized to sign said contract. Adopted by Council this 17th day of December, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk STILLWATER MUNICIPAL PARKING RAMP CLEANING SERVICES CONTRACT THIS CONTRACT is made on December , 2013 between the City of Stillwater, a Home Rule Charger City of the third class, existing under the laws of the State of Minnesota, with offices at 216 North Fourth Street, Stillwater, Minnesota 55082 ("City"), and St. Croix Boat & Packet Co., a Minnesota Corporation, P.O. Box 406, Stillwater, Minnesota 55082 ("St. Croix"). RECITALS The City desires to retain the services of St. Croix to provide cleaning services for the Stillwater Parking Ramp, 200 North Second Street, Stillwater, Minnesota 55082. St. Croix agrees to perform these services for the City under the terms and conditions set forth in this Contract. In consideration of the mutual promises set forth herein, it is agreed between the City and St. Croix as follows: SECTION I. NATURE OF WORK St. Croix will perform cleaning, sweeping and maintenance services for the Ramp Towers within the scope of work described in the bid form, Pages 1-8 opened January 13, 2010 (see attachment), with the addition of picking up litter on all levels of the ramp once a month, and as further directed by the City Community Development Director. The methods of accomplishing the work will be determined by St. Croix and all tools of the trade will be supplied by St. Croix. SECTION II. COMPENSATION The City will compensate St. Croix $750 per month; plus $12 for each emergency cleanup request in excess of four per month. SECTION III. STATUS OF ST. CROIX This Contract calls for the performance of the services of St. Croix as an independent contractor and St. Croix will not be considered an employee of the City for any purpose. SECTION IV. WORK STANDARDS St. Croix will control the conduct and means of performing the work and will perform all services required under this Contract in a manner consistent with generally accepted procedures. SECTION V. INDEMNIFICATION Any and all claims that arise or may arise against St. Croix, its agents, or employees as a consequence of any act or omission on the part of St. Croix or its agents or employees while engaged in the performance of this Contract shall in no way be the obligation or responsibility of the City. St. Croix shall indemnify, hold harmless and defend the City, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or actions, including attorney's fees, which the City, its officers or employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligence or willful act or omission of St. Croix, its agents, or employees, in the execution, performance or failure to adequately perform St. Croix's obligations under this Contract. SECTION VI. TERMS TO BE EXCLUSIVE The entire Agreement between the parties with respect to the subject matter hereunder is contained in this Agreement. Except as herein expressly provided to the contrary, the provisions of this Agreement are for the benefit of the parties solely and not for the benefit of any other person, persons or legal entities. Page 2 of 4 SECTION VII WAIVER OR MODIFICATION INEFFECTIVE UNLESS IN WRITING No waiver, alteration or modification of any of the provisions of this Agreement will be binding unless in writing and signed by a duly authorized representative of both parties to this Agreement. SECTION VIII. NO ASSIGNMENT WITHOUT CONSENT St. Croix will not assign this Contract nor any of the rights and duties hereunder without the prior written consent of the City. SECTION IX. DURATION This Contract will be in effect from January 1, 2014 through December 31, 2014 and will be renewable on an annual basis upon mutual agreement by both parties. This agreement may be terminated by either party upon sixty days written notice to terminate the agreement by the party. IN WITNESS WHEREOF, the parties set their hands this day of December, 2013. CITY OF STILLWATER, a Minnesota municipal corporation Ken Harycki, Mayor ATTEST: Diane Ward, City Clerk Page 3 of 4 STATE OF MINNESOTA SS COUNTY OF WASHINGTON ) On this day of December, 2013, before me, a Notary Public within and for said County, appeared Ken Harycki and Diane Ward, who did affirm that they are respectively the Mayor and City Clerk of the City of Stillwater, and that this instrument was signed and sealed on behalf of the City by authority of its City Council, and they acknowledged the said instrument was the free act and deed of the City. Notary Public St. Croix Boat & Packet Co., a Minnesota Corporation By: Its: By: Its: STATE OF MINNESOTA SS COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2013, by and the and , duly authorized agents for St. Croix Boat & Packet, a Minnesota Corporation. Notary Public Page 4 of 4 Memorandum TO: Mayor and City Council FROM: Diane Ward, City Clerk DATE: December 11, 2013 SUBJECT: Towing License — Stillwater Towing At the last meeting Mayor Harycki requested that this item be removed from the Consent Agenda pending further review by Police Chief Gannaway. Stillwater Towing has submitted the required information and fee for their 2014 Towing License. RECOMMENDATION: Chief Gannaway recommends that the City issue the 2014 Towing License to Stillwater Towing. /nm RESOLUTION 2013-210 RENEWAL OF TOWING LICENSE FOR 2014 WHEREAS, Stillwater Towing, Inc., has requested renewal of a towing license for 2014; and WHEREAS, all forms and documentation have been received and fees paid; NOW THEREFORE BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the towing license for Stillwater Towing, Inc. is renewed for the year 2014. Adopted by the Stillwater City Council this 17th day of December 2013 Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk TOWING LICENSE 2014 The City of Stillwater, Washington County, Minnesota hereinafter referred to as the "City", hereby grants a towing license to Stillwater Towing, Inc., hereinafter referred to as the "Company" and the License shall be on the terms and conditions set forth in this license and subject to annulment and revocation as provided herein. I. EQUIPMENT. The company must provide equipment that includes at a minimum: a. Equipment to handle all vehicles including those with fiberglass bodies. b. Vehicle dollies or flatbed for towing vehicles that cannot be moved by conventional means. c. Equipment of sufficient size to handle semi tractor trailer vehicles or in the alternative have the ability to provide this equipment to a location within a reasonable time period. d. Equipment needed to sweep and remove accident debris and also equipment to jump start vehicles. e. Winching equipment of sufficient size and strength to winch vehicles of tractor trailer type or ability to provide this equipment to a location within a reasonable time period. f. Emergency lights conforming to standards set forth in the Minnesota Highway Traffic Regulation Act and from time to time promulgated by the Commission of Public Safety of the State of Minnesota. II. FACILITIES. The company must provide storage for the vehicles it tows and these facilities must include at a minimum: a. A vehicle storage lot within the city or within a reasonable distance from the city. The storage lot must be secured by a 6 foot fence with a lockable gate. b. The storage facility must be large enough to store 15 cars. c. The facility must have indoor storage in order to protect vehicles from inclement weather when necessary to avoid damage to the vehicle or when indoor storage is ordered by the police department. d. The facility must have secure indoor storage that consists of at least one stall that is totally secure, even from employees of the company. These stalls are used for the storage for vehicles that are to be held as evidence or that may contain evidence and are awaiting a search warrant. III. IMPOUND AND RELEASE PROCEDURES. The towing company must agree to abide by the Stillwater Police Department's policy and procedure directives dealing with the release of vehicles to citizens. They must further agree to abide by "hold" orders issued by members of the police department. The companies and their drivers must agree to abide by the requirements of the police impound report filled out by the officer at the scene of the tow. IV. RESPONSE TIME TO THE SCENE OF TOW OR TO IMPOUND LOT. All tow companies must agree to a minimum response time of ten minutes to the scene of a requested tow or to the impound lot, or unless a longer period is required because of a need for special equipment. V. RESOLUTION OF COMPLAINTS. All tow companies must provide to the Stillwater Police Chief a procedure for handling citizen's complaints dealing with the tow service. This procedure must be submitted within 30 days of the granting of this license. VI. CRIMINAL HISTORY AND DRIVING RECORD CHECKS. All owners and drivers must agree to a criminal history and driving record check and a history of theft or drug related crimes and any convictions for DWI, reckless driving or repeated speeding violations shall render that driver or owner disqualified to provide any service hereunder. VII. INSURANCE. The company shall carry and keep in full force and effect general liability insurance to include coverage of any damage to towed vehicles, and proof of this insurance shall be on file with the city prior to the issuance of this license. VIII. CLEAN-UP. The tow driver shall clean up the debris at accident scenes. IX. INSPECTION. The equipment and facilities of the company shall be subject to inspection by the Police Chief or his designee to insure compliance with the provisions of this license. X. NON-EXCLUSIVE. This license shall be non-exclusive and shall not preclude the city from granting as many additional licenses as they see fit. In the event of additional licenses, tows will be divided among the companies according to the interests of Public Safety as ordered by the Police Chief. XI. REVOCATION OF LICENSE. The breach of any covenant or condition contained in this license shall be grounds for revocation hereof. The revocation shall be ordered by the Stillwater Police Chief and any company that feels aggrieved by his decision may appeal his decision to the City Council where the company shall be entitled to a full hearing. 2 Granted this 17th day of December 2013. By: John Gannaway, Chief of Police ATTEST: Diane F. Ward, City Clerk 3 Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: 12/10/2013 Re: Bocce Ball Tournament ti 1 Iwater Administration Attached is the special event for the Brines Bocce Ball tournament that has been held annually for for 21 years. This years event will be held on Saturday, February 22, 2014. As part of the Special Event Policy, it should be noted that the City services (parking & barricades) and a police officer due to the alcohol, will be charged for this event. ACTION REQUIRED: If Council wishes to approve the special event and allow the use of the City lot for this event. THE SISTNPL$GE Of MINNESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event instructions for application deadline and fees. Date of Application: 1,13113 Office Use Oniv Date Application Received Type: Event pecia . / 2. Event w/ Contract Event Information Title/Name of Event Brines Bocce Ball Tournament 2/22/14 6:00 am 8:00 am Event Date/Time: Set up: Date Time to 2/22/14 10:00 am 10:00 pm Actual Event: Date Time to 2/22/14 6:00 am 10:00Weter OA Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: Water street & parking lot behind Brines, 219 Main St So (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Brines 22 nd Annual Bocce Ball Tournament Estimated Attendance (participants and spectators): 200-250 Applicant information (Person/Group Responsible) Sponsoring Organization Name: Brine's Bar & Rest Mailing Address: 219 Main St So City, State, Zip Code: Stillwater Mn 55082 Primary Contact/Applicant Name: Gerry Brine Phone Number: 651-439-7556 Fax: 651-439-7755 Cell Phone: 651-402-3127 Email Address: Brinesbar@hotmail.com Website Address: Brines-stillwater Name of contact person during event: Gerry Brine CeII Phone: 651-402-3127 Alternate contact during event: Lane Edstrom Cell Phone: 651-210-6036 Refer media or citizens inquires to: Gerry Brine Phone: 651-439-7556 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No • Yes NI Number and size: 1-4x10 on own building Will there be any inflatables? No IN Yes III Insurance certificate from rental vendor isrequired Fees for elecrrlcitymay Will there be entertainment? No i1 Yes INWhat type: apply see Instructions Will sound amplification be used? No IN Yes M. Hours and Type: 10:00 am- 10:00 pm Will a stage or tent(s) be set up? No m Yes • Dimensions: Will there be temporary fencing? No ❑ Yes EN How many Fees for electricity may Will merchandise/food items be sold? No M Yes MI vendors expected: apply see Instructions Will food be prepared on site? No Ci Yes • Contact Washington County Health Department 651-430-6655 Will cooking operations be conducted? No a1 Yes • Contact Stillwater Fire Department, 351-4950 WiII alcohol be served but not sold? No ■ Yes E! See Alcohol Regulations in the Instructions Will alcohol be sold? No t Yes Cl See Alcohol Regulations in the Instructions Will there be a fireworks display? No M Yes ■ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. None Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Low City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No • Yes �:1 Start/End Time: 6:00 am 12:00 am Date:2/22/14 City Sidewalks or Trails No F_i Yes ■ Start/End Time: Date: Public Parking Lots or Spaces No MI Yes In Start/End Time: 6:00 am 12:OOam Date:2/22/14 Fees may apply Will event need barricade(s)? No ■ Yes I t Number needed: 6 see Instructions Fees moyapply Will extra picnic tables be needed? No ® Yes • Number needed: see Instructions Fees may apply Will portable restrooms be needed? No ►"1 Yes IIINumber needed: see Instructions Fees may apply Will extra trash receptacles be needed? No ® Yes MINumber needed: see Instructions Describe trash removal and cleanup plan during and after event: Brines on site dumpster Will event need traffic control? No Ei Yes IN Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Fenced in area, own security staff Fees may apply see Instructions Will "No Parking Signs" be needed? No • Yes ili Number needed: 12 Show location(s) on slte map Will event need security? No Gi Yes ■ If event is overnight security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No F4 Yes • Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: 911 Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, l certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwd an s a/release of Liability. 12/3/13 Signature of A pllrrant or Authorized Agent Date PAK t WG: (Ai Art kiEr RO.cc E. aALL • PARK ING-- Mara Mi Life Is Good , f-1-,._ i t-ididture s, Salon Green Room 1 , 1 Brine's Apartments Verns City of Stillwater 12/3/13 From Brine's Bar & Restaurant 219 So. Main St. This letter is to request permission from the city of Stillwater for Brine's upcoming 22nd. Annual Frozen Bocce Ball Tournament. The date is set for Sat. Feb. 22nd, from 10:00 a.m.-10:00 p.m. As in past years we would like to use parking spaces on both the east and west side of Water St. from Chestnut St. to just behind Brine's building, this would include closing Water St. in that area (see plan). The area in use will be completely enclosed by snow fencing with two controlled entry points. Brine's will be providing are own security for the entry points and enclosed area. We will contact affected business to see if there are any conflicts. A port -a -pot will be on sight and all clean up will be done on Sun. a.m. Feb. 23rd. If there are any question please contact Gerry Brine at 439-7556. I would like to thank the city of Stillwater for past and future co-operation on this event. Thank you Gerry Brine BRINE'S 22nd ANNUAL BOCCE BALL TOURNAMENT SAT. FEB. 22nd. 1O:OOam-1O:OOpm Behind Brine's Bar & Rest. Water Street and adjacent parking lot STILLWATER PUBLIC LIBRARY Menlo To: Mayor and City Council From: Lynne Bertalmio, Library Director Re: 2013 Capital Budget December 11, 2013 At its December 10, 2013 meeting, the Board of Trustees requested the release of $3,000 from its approved 2013 capital budget for AV equipment in the computer lab to aid in data base and Internet skills classes. It also requested the release of $5,000 for the library's portion of the fiber optics project at such time as Larry Hansen and Rose Holman signify that the project is complete. (The Conference Room whiteboard and the building monitoring improvement projects that were in our original 2013 capital budget will not be done in order to pay for the very important fiber optics project.) In addition, the Board requests that the following funds from our 2013 capital budget be rolled for use early in 2014: Computer equipment $3,271 Building Improvements 3,000 Painting 2,000 RESOLUTION 2013-211 APPROVAL OF FIRE PROTECTION CONTRACT WITH THE CITY OF GRANT BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the Fire Protection Contract with the City of Grant, 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 17th day of December, 2013. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk FIRE PROTECTION CONTRACT THIS AGREEMENT, made this 34 day of ig_2013, by and between the City of Stillwater, a municipal corporation of Washington County, Minnesota, hereinafter called "City" and the City of Grant, a governmental subdivision of the County of Washington, Minnesota, hereinafter called "Grant." WITNESSETH, that the City and Grant agree as follows: ARTICLE I The City agrees that from and after January 1, 2014, and until December 31, 2016, it will upon notification of the existence and location of any fire or rescue call in Grant and upon the request for assistance in the extinguishment, with reasonable dispatch, provide two units of motorized firefighting apparatus, one of which shall be a water transport or rescue unit, suitable for use in the protection of life and property against loss by fire or rescue emergency in rural areas each staffed by an operator capable of utilizing the apparatus and equipment in an efficient manner. Additional personnel and equipment shall be used where necessary and practicable, taking into consideration all of the demands being made upon the City Fire Department. The use of additional personnel of the City Fire Department shall be left to the sole discretion of the City Fire Chief, or duly authorized agent, whose judgment in any particular instance shall be final and conclusive. ARTICLE II Grant agrees to pay the City for the performance of this contract, for the period January 1, 2014 through December 31, 2014 the sum of One Hundred Five Thousand, Three Hundred Seventy-three and no/100th Dollars ($105,373.00) payable one-half (1/2) by July 1, 2014 and the balance by December 31, 2014; for the period January 1, 2015 through December 31, 2015, the sum of One Hundred Eight Thousand, Five Hundred Thirty-three and no/100th Dollars ($108,533.00) payable one-half (1/2) by July 1, 2015 and the balance by December 1, 2015; for the period January 1, 2016 through December 31, 2016, the sum of One Hundred Eleven Thousand, Seven Hundred Eighty-nine and no/100th Dollars ($111,789.00) payable one-half ('A) by July 1, 2016 and the balance by December 1, 2016. ARTICLE III The operation, management and control of the personnel and equipment provided by City hereunder shall at all times be under the charge and direction of the City Fire Chief, or duly authorized agent. ARTICLE IV The City shall not be liable in damages for injuries to the person or property or its agents, officers and employees directly or indirectly resulting from the operation of the City equipment or from acts of omissions of City officers and employees or their agents, negligent or otherwise, while engaged in the performance of this contract. The City or its agents, officers and employees shall not be liable to any person or entity for costs, damages, expenses or other liability. To the extent the City does not have insurance coverage, including but not limited to, commercial insurance or self-insurance pool, Grant agrees to indemnify and hold the City or its agents, officers and employees harmless from any costs, damages or other liability of the City, its agents, officers and employees arising from the providing of Emergency Response Services with regard to any hazardous substance, pollutant or contaminant, including any costs associated with the contaminant, removal of or remedial action relating to any hazardous substance, pollutant or contaminate. The City may not enter into any contract with third parties, however, concerning these matters without the written permission of Grant Board if the cost to Grant could exceed Two Thousand and no/100ths Dollars ($2,000.00). Grant shall, however, appoint three (3) Board Members to act on its behalf in an emergency. The names, addresses and phone numbers of the Board Members shall be furnished to City. Nothing in this contract shall be construed to extend or modify City's or Grant's limits on liabilities and immunities under Minnesota Statutes §466.01 to §466.15. ARTICLE V Under no circumstances shall the City be obligated to respond to any request for assistance when in the sole discretion of the City Fire Chief, or his duly authorized agent, any one of the following conditions exists: (1) when necessary personnel and equipment are engaged in combating fire within the City or elsewhere; (2) when road or weather conditions are such as to constitute an unusual hazard; and (3) when providing of a response would expose any person or property to unreasonable risk of harm from any release or threatened release of any hazardous substance, pollutant or contaminant, and if while City personnel and equipment are engaged in the perfoiluance of this contract, a fire should occur within the corporate limits of the City, the Fire Chief or duly authorized agent, may in his or her sole judgment and discretion withdraw all or a portion of the personnel and equipment from the performance of this contract for the purpose of responding to fire within the City. IN WITNESS WHEREOF, the parties hereto executed this Agreement as of the day and year first above written. CITY OF GRANT Attest: Date: /a// �13 2 CITY OF STILLWATER By Ken Harycki, Mayor Attest: Diane F. Ward, Clerk Date: Memo Date: December 13, 2013 To: Mayor and Council From: Rose Holman, MIS Subject: Rollover of 5310 funds for 2013 Please approve rollover of the following funds for 2013: 100-4030-5310 $ 23,345 100-4060-5310 $ 20,200 100-4070-5310 $ 24,000 100-4202-5310 $ 5,900 202-4202-5310 $ 3,000 700-4700-5310 $ 11,000 720-4720-5310 $ 17,000 Some of these funds will be reallocated for 2014 into different accounts. I will work with Finance on the breakdown of the allocation. STAFF REQUEST ITEM Department: Fire Date: December 10, 2013 DESCRIPTION OF REQUEST (Briefly outline what the request is) Request Council approval to carry over unexpended 2013 Capital Outlay funds and place the remaining funds into the 2014 Fire Department Capital Outlay budget. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Carry over requested per the Finance Director as of December 10, 2013: 2013 Capital Outlay Improvements $ 12,200.00 2013 Capital Outlay Machinery & Equipment $ 19,960.68 2013 Capital Outlay MIS Computer Equipment $ 24,040.36 Total: $ 56,201.04 ADDITIONAL INFORMATION ATTACHED Yes No X ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Stuart W. Glaser Date: December 10, 2013 STILLWATER PUBLIC LIBRARY Memo To: Mayor and City Council From: Lynne Bertalmio, Library Director Re: 2013 Capital Budget December 11, 2013 The Board requests that the following funds from our 2013 capital budget be rolled over into 2014: Computer equipment $3,271 Building Improvements 3,000 Painting 2,000 Memo Date: December 12, 2013 To: Mayor and Council From: Larry Hansen, City Administrator Subject: Rollover of Plant -City Hall Funds for 2013 Please approve rollover of the following funds for 2013: Plant -City Hall Improvements - $18,900 MEMORANDUM TO: Mayor and City Council FROM: Tim Moore, Public Works Superintendent DATE: December 11, 2013 SUBJECT: Carry Over of 2013 Capital Outlay Items (Amended) DISCUSSION: I just received the final invoice for construction of the parking lot at Millbrook and it was less than the original estimate. Therefore staff requests that Council approve carryover of 2013 capital outlay into 2014 that was unspent for 2013. Sewer Department C/O improvements C/O machinery & equipment $372,700.00 $238,800.00 Parks Department C/O machinery & equipment $34,600.00 RECOMMENDATION: Staff recommends that Council approve the carry-over of the above capital outlay items. jfwater r H E KIATHALACE OF MINNESOTA TO: FROM: DATE: MEETING DATE: REGARDING: Mayor & City Council Bill Turnblad, Community Development Director December 10, 2013 December 17, 2013 Rollover of 2013 funds I am requesting that the following funds be rolled over to 2014: 4055-3099 Planning Professional services for downtown planning and various other studies $32,900 The 2013 fund balance that I am requesting to carry into 2014 currently includes: $25,000 Update of Comprehensive Plan's Downtown Chapter $3,000 Historical Studies $4,900 Miscellaneous planning projects bt D,AgIIN6TO11 (ou NTY ocitry City of Stillwater Gateway to Minnesota History Larry Hansen, City Administrator 216 North Fourth Street Stillwater, Minnesota 55082 Dear Mr. Hansen: The Washington County Historical Society [WCHS] has been the caretaker of our county history for more than three quarters of a century. In that time our mission has remained the same — "to collect, preserve and disseminate" the history of Washington County and the state of Minnesota. In doing so, we have been able to produce information about each and every community in Washington County, compile it into publications and currently have it on the internet for all people around the world to access. Among those items on our website include community histories — which have proved valuable to students and everyday people trying to fmd out about the place in which they live. WCHS also has information on all 79 rural schools that once dotted the landscape of the county. This service has been given to the citizens of Stillwater by the Washington County Historical Society to use anytime they need to. The Historical Society currently holds many records of the city of Stillwater including vital records, police records and the original plat of Stillwater from 1848. These are available to citizens and some can be searched on our master index online at our website, www.wchsm.org. We are asking the City of Stillwater to help the Washington County Historical Society continue the mission to collect the history of the region for those citizens of today and for those that will follow us. Donations to the WCHS will impact our organization by directly supporting the areas of greatest need: • Operating our interpretive museums that showcase county heritage, • Allowing free access to community heritage on line [www.wchsmn.org] • Assisting researchers to document their own, local, county and state history, • Preserving the artifacts in our collections [a gift of $225 will allow WCHS to purchase 3 quilt size archival boxes] A contribution of $150, $250, $500, or $1,000 will make a significant difference to our organization. We would like to thank you in advance for your consideration on our request for an annual donation to the Historical Society. Together, we can insure that the future generations will be able to learn from the past and present — to elp avoid our mistakes and bring forward our successes. rent T. Peterson Executive Director Washington County Historical Society Founded in 1934, the Washington County Historical Society is a private, donor -supported, nonprofit 501 C3 organization with more than 750 individual, family, and business members. WCHS is supported by individual gifts, memberships, earned income, and foundation grants. The WCHS receives no assistance from Washington County. P.O. Box 167, Stillwater, MN 55082-0167 -- 651-439-5956 -- www.wchsmn.org BOARD AGENDA DECEMBER 17, 2013 — 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 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 individuals presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's Responsibilities 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 General Administration — Molly O'Rourke, County Administrator A. Conduct a Public Hearing on the 2014-2018 Capital Improvement Plan (CIP); and Resolution Adopting the 2014-2018 CIP B. Resolution Certifying the Property Tax Levy Payable 2014 for Washington County C. Resolution Certifying the Property Tax Levy Payable 2014 for the Regional Rail Authority D. Resolution Certifying the Property Tax Levy Payable 2014 for the Washington County Housing & Redevelopment Authority E. Resolution Adopting the Regional Rail Authority 2014 Budget F. Resolution Adopting the Washington County 2014 Budget 5. 9:55 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. 10:10 Library — Pat Conley, Library Director Resolution — Accept Donation of $30,000 from the RAFT Foundation 7. 10:15 Public Health and Environment — Sue Hedlund, Deputy Director Contract with NextGen Healthcare Information Systems — Electronic Medical Record System for Jail Medical Services 8. 10:20 Public Works — Cory Slagle, Engineering and Construction Manager Contract with Short Elliot Hendrickson, Inc., - County State Aid Highway 17, Lake Elmo 9. Board Correspondence 10. 10:35 Adjourn 1 1. 10:40 to 11:20 — Board Workshop with Public Works Counties Transit Improvement Board Agenda Review 12. 11:25 to 11:55 — Board Workshop with the Office of Administration Continued Discussion — Commissioner Committee Assignments for 2014 12:00 — Personnel Committee Assistive listening devices are available for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * DECEMBER 17, 2013 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of the December 3, 2013, Board meeting minutes and the 2014 Budget Hearing minutes. B. Approval to set a public hearing to consider revision of fee schedules for services provided by the county for January 7, 2014 at 9:00 a.m. Community Services C. Approval of the 2013 HOME Program Subrecipient Agreement between Dakota County Community Development Agency and Washington County. D. Approval of Amendment #2 to contract with Canvas Health, Inc., re- allocating existing funds for Adult Mental Health services for rental assistance. Human Resources E. Approval of 2014 and 2015 tentative agreement with Teamsters Local 320, Probation Officers. Public Health and Environment Public Works F. Approval of 2014 and 2015 tentative agreement with Law Enforcement Labor Services Commander Unit. G. Approval of 2014 and 2015 tentative agreement with Assistant County Attorney's Association. H. Approval of 2014 and 2015 tentative agreement with Confidential Employees and Confidential Supervisors. I. Approval of 2014 wages and insurance for Department Heads. J. Approval of the annual Blue Cross Blue Shield medical insurance contracts for 2014. K. Approval of the annual HealthPartners retiree Medicare supplemental insurance contract for 2014. L. Approval of a Joint Powers Agreement for the Metro Survey of the Health of All the Population and Environment (MetroSHAPE) with the counties of Carver, Dakota, Hennepin, Scott, Ramsey, and Washington and the Cities of Bloomington and Minneapolis. M. Approval of resolution to enter into Metropolitan Council Grant Agreement for the Lake Elmo Park Reserve Swim Point Improvements; and Metropolitan Council Grant Agreement for the Hardwood Creek Regional Trail Paving Improvements. Assistive listening devices are available for use in the County Board Room Irl... , ,eve «r.h,,,.a ,„a .,r bng.,. p L...ra. pSanea n=111004) Man 01)04) EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER DEPARTMENT/AGENCY ITEM N. Approval of Amendment #3 to contract with Hunt Electric Corporation to extend the term of the contract to October 16, 2014. O. Approval of resolution authorizing the County Engineer to request the Minnesota Department of Transportation to perform a speed study to determine the reasonable and safe speed limit at various locations in Washington County and to authorize the County Engineer to install and maintain the appropriate signs consistent with the resulting order. P. Approval of change to Lease Agreement with SouthMetro Centers V, LLC, for office space at the Valley Ridge Plaza to house the Washington County License Center in Stillwater. Q. Approval of licenses allowing the Star Trail Association to construct and maintain nonexclusive snowmobile trails within Cottage Grove Ravine Regional Park, Lake Elmo Park Reserve and the Hardwood Creek Regional Trail Corridor. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Meeting Notices December 17, 2013 Tuesd y 2:00 PM - East Metro Strong Organizational Meeting -- St. Paul Area Chamber of Commerce, 401 North Robert Street, St. Paul 3:30 PM - Housing and Redevelopment Authority (HRA) Board -- HRA Offices, 7645 Currell Blvd., Woodbury December 18, 2013 Wednesday 8:30 AM - Counties Transit Improvement Board -- 90 West Plato Blvd., St. Paul 8:30 AM - Workforce Investment Board -- Woodbury City Hall, 8301 Valley Creek Road, Woodbury 12:30 PM - Corridors of Opportunity Policy Board -- McKnight Foundation, 710 South Second Street, Suite 400, Minneapolis 12:30 PM - Metro Transportation Advisory Board -- 390 Robert Street North, St. Paul 6:00 PM - Metropolitan Mosquito Control Commission -- 2099 University Avenue West, St. Paul December 19, 2013 Thursday 9:00 AM - Resource Recovery Board Project Executive Committee Meeting -- 2785 White Bear Avenue #350, Maplewood 6:00 PM - Community Action Partnership/Ramsey & Washington Counties -- 450 Syndicate Street North - St. Paul 6:30 PM - Parks and Open Space Commission -- St. Croix Bluffs Regional Park December 24, 2013 Tuesday No Board Meeting - Holiday December 31, 2013 Tuesday No Board Meeting - 5th Tuesday January 02, 2014 ;Thursday 12:00 PM - Metropolitan Energy Policy Coalition -- 100 Empire Dr., St. Paul January 03, 2014 Friday Meeting dates, times and locations may change. Contact the Office of Administration or individual agencies for the most current information. Admin Commissioners Calendar 1 12/9/2013 3:20 PM Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, District 4 Lisa Weik, Chair, District 5 ***PLEASE NOTE CHANGE IN DATE*** BOARD AGENDA DECEMBER 12, 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 orfunction of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's Responsibilities 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 General Administration — Molly O'Rourke, County Administrator A. Update on the St. Croix River Crossing — Jon Chiglo, MN Department of Transportation B. Resolution — Salaries for the County Attorney and His Assistants for 2014 C. Resolution — Salaries for the County Sheriff and Chief Deputy for 2014 D. Resolution — Salary for the County Administrator for 2014 E. Resolution — County Commissioners' Salaries, Expenses, and Benefits for 2014 5. 9:50 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 afuture board meeting. 6. Board Correspondence 7. 10:05 Public Health and Environment — Lowell Johnson, Director Sunset of the Public Health Emergency Preparedness Advisory Committee 8. 10:10 Adjourn 9. 10:15 to 11:15 — Board Workshop with the Office of Administration Presentation of a Preliminary Report on the Washington County Economic Development Study 10. 11:20 to 11:50 — Board Workshop with the Office of Administration Discuss Commissioner Committee Assignments for 2014 Assistive listening devices are available for use in the County Board Room If masa, eelei.nnn A,m In Aicn6;l nr bri im.nnnr f/dro (PF1) eon Ruff EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * DECEMBER 12, 2013 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of the November 19 and 26, 2013, Board meeting minutes. Community Corrections Human Resources B. Approval for the Department of Community Corrections to enter into a Purchase of Services Agreement with Tubman for the period of January 1, 2014 through December 31, 2014 to provide services to victims and families of domestic violence. C. Approval for the Department of Community Corrections to enter into a Purchase of Services Agreement with RS Eden for the period of January 1, 2014, through December 31, 2014 for programming which includes testing, Electronic Home Monitoring not provided through the Sheriff's Office, GPS, and transdermal alcohol testing. D. Approval of annual COBRA (Consolidated Omnibus Budget Reconciliation Act) Continuation Services Agreement with Total Administrative Service Corporation. E. Approval of the annual preventive and voluntary Delta Dental contracts for 2014. F. Approval of the annual Flexible Spending Account service level agreement for 2014. Public Works G. Approval of Joint Powers Agreement establishing a cooperative purchasing agreement among metropolitan counties. H. Approval of resolution to enter into Amendment No. 1 to an agreement with the State of Minnesota, Department of Transportation, for lighting responsibilities related to the new interchange at Trunk Highway 36 and County State Aid Highway 29 (Hilton Trail) in Pine Springs. I. Approval of amendment no. 2 to contract with Braun Intertec Corporation for material testing on various roadways throughout Washington County. 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 yn r naarl ,e,ief.nna Arra fn 4! %hlldr nr InnQr•vel h'Mar n/anca rale /011) 410 anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER