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HomeMy WebLinkAbout2014-01-07 CC Packet AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North January 7, 2014 REGULAR MEETING 4:30 P.M. RECESSED MEETING 7:00 P.M. 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Updates on Armory, Police Station, Fire Station IV. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. Community Development Dir. 6. Public Works Dir. 7. Finance Director 8. City Attorney 9. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 10. Possible approval of December 17, 2013 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2014-001, directing payment of bills 12. Resolution 2014-002, designation of depositories for 2014 13. Resolution 2014-003, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute 14. Resolution 2014-004, designating the Stillwater Gazette as the City’s legal publications and approving contract with the Stillwater Gazette 15. Resolution 2014-005 approving 2014 Special Event and Contract for Crusin on the St. Croix 16. Resolution 2014-006, approving cleaning services contract with Dan Clark 17. Resolution 2014-007, approving exhibit a as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code 18. Possible approval of new camera system for new squad car 19. Resolution 2014-008, accepting work and ordering final payment for 2012 Street Improvement Project (Project 2012-02) 20. Resolution 2014-009, approval of 2014 Wine & Strong Beer renewal for The Wedge & Wheel. XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. XIII. UNFINISHED BUSINESS XIV. NEW BUSINESS 21. Possible first reading of Ordinance (Lodging Tax) – Dave M. 22. Possible approval of meeting date change and budget meeting dates for 201 4 23. Designation of Vice Mayor (Resolution – Roll Call) 24. Possible approval of the Aiple property Joint Powers Agreement (Resolution – Roll Call) 25. Designation of Council representatives for Boards/Commissions/Committees (Resolution – Roll Call) 26. Possible approval of retainer for the Sun Oil Company remediation plan (Resolution – Roll Call) (Available Tuesday) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT A RESOLUTION GRANTING CITY STAFF AUTHORITY TO PROCEED WITH DESIGN OF THE FIRE STATION WHEREAS, on May 15, 2012 the City Council authorized the use of professional services offered by BWBR and Buetow 2 for design work on the new fire station; and WHEREAS, on the same date the City Council approved the expenditure of $312,577.50 to complete the 35% design phase of the fire station and the roadway servicing it; and WHEREAS, since design of the fire station depended in part upon sharing infrastructure and floor space with the National Guard Readiness Center, to which the fire station would be attached, the design phase for completion of the construction drawings was put on hold in October 2012 pending approval by the US Congress and the President of funding for the new National Guard Readiness Center; and WHEREAS, late in December 2013 Congress and the President approved the defense department budget that includes funding for the new Stillwater National Guard Readiness Center; and WHEREAS, the City Council is eager to continue the design work for the fire station just as soon as Congress and the President appropriate the budgeted funds for the Readiness Center. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby directs City staff to make arrangements with: 1) BWBR, the design team of record, to be prepared to initiate the construction drawing design phase as soon as Congress and the President appropriate funds for the new Stillwater National Guard Readiness Center; and 2) Springsted Incorporated, the City’s financial consultants, to begin efforts to explore options for the public sale of City Bonds in an amount necessary to finance improvements that will be made possible should congress appropriate funds for the new Readiness Center construction. Enacted by the City Council of the City of Stillwater, Minnesota this 7th day of January, 2013. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk RESOLUTION 2014-001 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 $292,391.87 are hereby approved for payment,and that checks be issued for the payment thereof.The complete list of bills (Exhibit "A")is on file in the office of the City Clerk and may be inspected upon request. Adopted by the Council this 7th day of January,2014. Ken Harycki,Mayor ATTEST: Diane F.Ward,City Clerk EXHIBIT "A"TO RESOLUTION #2014-001 LIST OF BILLS Adams Dave Advanced Sportswear Amano McGann Inc Aramark Uniform Services Inc ASCAP Aspen Mills Assoc.of MN Building Official Association of Training Babcock Matthew Bald Eagle Sportsmens Assoc. Board of Water Commissioner Brownells Inc Burlew Michele Carquest Auto Parts CDW Government Inc. Century College Century Link Chalmers Phil City of St.Paul Comcast Condusiv Technologies Daleo Delta Dental Plan of Minnesota Denucci Cody Fastenal Company FleetPride Galls Goodin Company Grainger H&H Buying &Selling Inc H&L Mesabi Hardrives Inc. Heritage Printing Inc. Holiday Credit Office Iceman Industries Inc. KFD Training and Consultation LLC Kirvida Fire Inc. Kuehn Michael Loffler Companies Inc. Machovec MacQueen Equipment Inc. Madden Galanter Hansen LLP Maximum Solutions Menards Metropolitan Council Reimburse for work boots Tshirts with logo Labor ticket dispenser Mats &Uniforms Annual license fee Uniforms 2014 membership dues Law enforcement training Reimburse for work boots Range fees WAC Charges Supplies Refund of parking ramp fee Supplies Ken keyfolio pro iPad air Law enforcement training Phone Juvenile Homicide Resistance Training Training course TV Internet &Voice Maintenance Const shield and surface prep AP COBRA Reimburse for work boots Supplies Hose Uniforms and supplies Flow switch Electronic ball valve ANI6GNO Supplies 2012 Street Project AP Checks Fuel SOS Stockpile treatment LEADS Training Repair Reimburse for work boots Network support Inflatable PFD,wroksuit,rearm kit Repair Labor relations services Annual Software &Training Supplies Monthly SAC 134.99 252.00 110.00 1,200.42 330.00 753.17 200.00 100.00 145.95 225.00 3,861.00 332.88 5.00 19.57 305.92 1,950.00 166.68 99.00 195.00 549.21 620.66 700.63 168.40 49.94 184.00 36.04 226.52 117.83 268.45 764.16 742.35 45,885.01 766.17 389.45 1,042.03 387.00 1,948.02 129.99 72.14 1,264.32 4,537.49 96.00 2,650.00 990.65 7,231.95 Page 1 EXHIBIT "A"TO RESOLUTION #2014-001 Mississippi Welders Supply Co. MN Department of Agriculture MN Dept of Labor and Industry MN Ice Arena Managers MN State Fire Chiefs Assn MN State Fire Department Assoc Modern Heating Municipal Emergency Services NAPA Auto Parts National Fire Protection Association North American Safety North American Salt Co. Northeast WI Technical College Office Depot Oxygen Service Company Performance Plus LLC Postmaster Quill Corporation Remax Riedell Shoes Inc. S&T Office Products Sand Creek Group LTD Schwaab Inc. Sherwin Williams Siegfried Constuction Company Spaulding Mfg Inc Springbrook Software Inc. Sprint PCS Stillwater Firefighters Assn Stillwater Medical Group Stillwater Motor Company Streichers Sunlit Photography T.A.Schifsky and Sons Telemetry and Process Controls Tessman Seed Co.St.Paul Thomson Reuters Toll Gas and Welding Supply Tri-State Pump and Controls Inc. United Refrigeration Inc USAble Life Verizon Wireless Washington County Public Safety Radio Washington County Sheriffs Office Waste Management -Blaine Wheelco Truck and Trailer Parts Wingfoot Commercial Tire Acetylene and oxygen 2014 pesticide ap license renewal Quarterly Surcharge 2014 Annual membership Membership dues Membership dues HVAC Unit labor Supplies Supplies 2014 subscription for Stuart Glaser Gloves Salt Tuition S Hansen Office supplies Oxygen Medical evaluations Renew Permit #206 Office supplies UB Refund Skates Office supplies 2014 Contract Notary stamp Hotline white Repair bollard and canopy post Supplies Migration contract payment Cell phone GE Profile Refrigerator Immunization Oil change Ammo Photography Asphalt Correct radio comm issue Ice melt Info charges Cylinders Labor on pump Reznor pilotassm kit Term Life Insurance Phones 4th Qtr Monthly User fees Q4-13 MDCs Trash waiver Insta chain unit Tires 59.47 30.00 2,761.76 180.00 189.00 385.00 217.50 263.53 602.73 1/330.50 36.00 13/141.62 175.00 156.16 308.42 2/270.00 200.00 63.01 112.00 492.41 134.00 1/977.52 39.65 470.00 394.50 91.84 16/950.00 111.07 500.00 211.67 35.04 2/383.31 140.00 289.65 6/130.60 472.92 102.96 40.68 748.13 93.92 432.00 1/888.32 8/901.78 6/000.00 40.28 2/071.42 1/210.00 Page 2 EXHIBIT "A"TO RESOLUTION #2014-001 Page 3 Yocum Oil Company E-Z Wash Works Package &Fuel 10,897.38 Ziegler Inc.Repair 345.85 CREDIT CARDS Tom Ballas Active 911 Subscription 19.40 Hangsafe Hooks Hooks 26.25 Best Buy LED HDTV 393.49 LIBRARY 3M Maintenance agreement 27,612.00 American Library Association Membership fee 198.00 Aramark Uniform Services Inc Mats and towel service 62.37 Avenet Web Solutions LLC Annual service package 650.00 Baker and Taylor Materials 1,369.13 Bertalmio Lynne Staff reimbursement 12.95 Blocher Carolyn Staff reimbursements 30.28 Brodart Co Materials 941.90 Comcast Telecommunications 56.90 Ebsco Publishing Periodicals 6,954.26 Lakeshore Learning Materials Chilrens room equipment 275.95 Midwest Tape Materials 450.39 Office of Enterprise Technology Telephone 340.22 Paper Roll Products Supplies 59.95 Petrie Angela Staff reimbursement 45.47 River Moon Coffee Roasting Company Minor equipment 600.00 Shelf Wiz General supplies 338.50 Stillwater Public Library Foundation Reimbursement 300.00 Toshiba Business Solutions Maintenance contract 44.48 Washington County Library Ebooks 2,672.39 Washington County Historical Society Materials 80.00 Xcel Energy Energy 3,423.49 DECEMBER MANUALS Felsch Chris Reimburse for ammo 2,763.16 MN Juvenile Officers Association 2014 Annual Conference &Membe 185.00 SW WC Sercive Cooperatives Jan Retirees Insurance 1,975.50 ADDENDUM Bro-tex New turkish washed &Dyed 96.26 Bruggeman Builders Return of Developer Deposit 7,452.60 Carquest Wipers 28.00 Century Link Phone 61.89 EXHIBIT "A"TO RESOLUTION #2014-001 Clark,Dan Comcast Fury Motors J.P.Cooke Magnuson Law Firm Office Depot Plant Health Associates Postboard Stillwater Motors Xcel Adopted by the City Council this 7th Day of January,2014 Custodian Internet &Voice Cooling system repairs #219 Dog license tags Professional Service Porcelain board and acct credit Professional service -Trees Peace Officer License Oil change Electricity,Gas 1,586.25 196.75 592.34 57.50 10,674.64 146.94 938.00 90.00 31.67 50,274.01 TOTAL 292,391.87 Page 4 MEMORANDUM To: From : Date: Subject: Mayor and Council Rose Holman, MIS Specialist W January 6, 2014 (revised) Purchase of camera system for new squad cars Purchase for three new camera systems for the new squad cars. We have been phasing in new camera systems for the squad cars and have money in capital outlay to replace several this year. Three squad cars will be replaced beginning in January and it will less expensive to order the equipment now and install with the new vehicle. Total cost of each camera system is $5342.00, total cost $16 ,026. TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director DATE: January 3, 2014 RE: Agreement with County related to purchase of Aiple property BACKGROUND As the City Council is aware, Washington County was contacted early this year by Mrs. Aiple about selling her property as public open space. Since that initial contact, the County has been in conversations with the City and Mrs. Aiple’s attorney. In addition, the County has had an appraisal completed of the property and has secured over $3,000,000 in funds toward the purchase. The funds include a $1.25 million grant from the LCCMR and a grant for as much as $1.925 million from the Washington County legacy program. Currently the County is preparing to make a purchase offer. And though the County is the lead agency on the purchase, the City would own the land and maintain it. Therefore, prior to making the offer, an agreement is needed between the two public agencies to formalize their respective responsibilities. Such an agreement has been through several draft versions and is considered acceptable to both City and County staffs. The agreement is attached. If the City Council approves it on January 7, 2014, the County Board will consider it during their morning meeting of January 14. If both bodies approve, the County staff would make an offer the afternoon of January 14. HISTORY OF CITY ACTIONS On January 8, 2013 the City Council unanimously expressed interest in the concept of purchasing the Aiple property for public open space purposes with the City taking lead on management and maintenance of the property. Aiple Property Agreement January 3, 2014 Page 2 On May 7, 2013 the Council approved a letter of support for the LCCMR grant application. The application language included that the City would: a) conserve the property with mostly passive use; and b) own and maintain the property; and c) contribute $500K in cash toward the purchase. Specifically the “mostly passive use” meant restoring much of the property to a natural condition and operating it as a nature park with passive recreational uses such as shore fishing, transient dockage, walk-in boat launching, walking paths, nature observation, picnicking and trail access to the Browns Creek State Trail. The Park Commission discussed the use statement on April 22, 2013 and unanimously agreed with it. TERMS OF THE AGREEMENT The County will take the lead on purchasing the land. A purchase closing will occur only if: 1. The County is able to reach a purchase agreement with the landowner at a price acceptable to both the County and the City; AND 2. The City is able to meet its share of the following funding obligations: a. County: $1,925,000 or 50% of appraised value, whichever is less; b. LCCMR grant: $1,250,000; c. City $500,000; and d. City to secure private donations to cover the balance of the purchase price1. The County will convey title of the land to the City after: 1. City grants a conservation easement to the County over the property; and 2. The City adopts a concept plan for the recreational use and natural resource management. The concept plan will have to include restoring the property to its natural condition, per the terms of the LCCMR grant; and; 3. The County will convey the property to the City no sooner than September 1, 2014 and no later than December 31, 2016. The City will maintain the public open space. 1 For example, if the sale price were $5,000,000 then private donations would have to be $1,325,000. Aiple Property Agreement January 3, 2014 Page 3 Though not a part of the agreement, there is a general understanding that a condition of purchase will be that Mrs. Aiple will be allowed to have a lifetime lease. REQUEST Consider the attached agreement, and approve if found acceptable. bt What is Success 2014? Success 2014 is a consortium of financial and media companies that provide cash flow planning, lines of credit, loans, and customized marketing programs and discounts to businesses impacted by St. Croix Crossing Project construction. The Greater Stillwater Chamber of Commerce created this program in association with its participating member banks, financial, accounting, printing and media businesses. Program participants will provide proactive financial planning and unique marketing opportunities to area businesses to avoid possible traffic and sales interruptions associated with construction. What kinds of financing may be available? Businesses can take advantage of a wide variety of loans including: • Revolving credit lines to manage anticipated cash flow needs • Equipment financing for required operational improvements • Remodeling loans to time building improvements with slower business traffic Businesses should: • Use the strength of their 2013 sales to get the best rates for 2014 financing • Create thorough cash flow projections this winter to identify potential issues this summer • Close out 2013 business financials early to get funding in place long before construction begins in spring Area businesses seeking financial consulting and marketing support are not required to be Chamber members. Success 2014 Business Fair Saturday, January 25th Valley Ridge Mall 11 am. – 2 pm. • 26 program participants will be on-hand to meet with businesses and property owners • Program participants will offer customized financial consulting and marketing packages • MnDOT will conduct several presentations providing the latest construction updates and schedules. More detailed construction schedules will be available as contractor timelines become finalized. Success 2014 Participants Financial ADP - St. Croix Valley Bremer Bank Customized Payroll Solutions First State Bank and Trust Foley, Kalseim & Co, LTD Foster Klima & Company, Inc. Lake Elmo Bank Morgan Stanley Wealth Management Northwestern Mutual Peterson Hudson Potthoff CPA Twin Cities-Metro CDC University of St. Thomas* US Bank-Stillwater Vital Systems Inc. Marketing FedEx Office iVue Digital Advertising KLBB Radio Minuteman Press Press Publications/The Lowdown RiverTown Multimedia StarTribune Stillwater Gazette St. Croix Shopping Guide St. Paul Pioneer Press The UPS Store United Media Group, LLC *Not Chamber Member. Contact: Todd Streeter Executive Director Greater Stillwater Chamber of Commerce Phone: 651.439.4001 Email: TStreeter@GreaterStillwaterChamber.com APPROVAL OF RETAINER FOR THE SUN OIL COMPANY REMEDIATION PLAN BE IT RESOLVED, by the City Council of Stillwater, MN that the approval of retainer for the Sun Oil Company remediation plan between the City of Stillwater and Natural Resource Group (Mark Mason), as on file with the City Clerk, is hereby approved and authorizes the Mayor to sign the agreement. Adopted by the City Council of the City of Stillwater this 7th day of January 2014 Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk 1000 IDS Center telephone (612) 347-6789 80 South Eighth Street facsimile (612) 347-6780 Minneapolis, MN 55402 www.NRG-LLC.com January 3, 2014 Mr. Bill Turnblad City of Stillwater Community Development Director 216 North 4th Street Stillwater, Minnesota 55082 Re: Petroleum Storage Tank Release Investigation Cost Estimate Vacant City Lot (currently occupied by the City of Stillwater Parking Ramp), NW Corner Commercial Street & Second Street, Stillwater, Minnesota MPCA Site ID # LEAK00013617 Dear Mr. Turnblad: In response to the Minnesota Pollution Control Agency’s (MPCA) December 9, 2013 “Order to Investigate and Take Other Corrective Action at Petroleum Tank Release Site: Former Vacant City Lot, Northwest Corner of Commercial Street and Second Street, Stillwater, Minnesota (the Site)”, Natural Resource Group (NRG) has prepared the following scope of work and cost estimate for completing a modified Limited Site Investigation (LSI) at the referenced Site. The modified LSI scope of work is based on a December 30, 2013 discussion with Ms. Roberta Wirth with the MPCA. NRG’s proposed scope of work and estimated costs consists of the following tasks as outlined in Table 1 below. Table 1 Limited Site Investigation Scope of Work and Estimated Costs Prepare a work plan for MPCA review and comment. Per the MPCA’s request, the work plan will be submitted to the MPCA within 60 days after the City of Stillwater received the MPCA’s order to complete a modified LSI at the Site. $2,900.00 Within 60 days of receiving approval from the MPCA to complete the modified LSI, advance four soil probes at the locations provided on the following Figure 1, or as required by the MPCA, and collect representative soil and groundwater samples for chemistry analysis. For cost estimating purposes, five soil probes have been scoped to provide flexibility in the field to add an additional data point, if needed. $6,800.00 Analyze select soil and groundwater samples for gasoline range organics (GRO), volatile organic compounds (VOCs), diesel range organics (DRO), polynuclear aromatic hydrocarbons (PAHs), and lead concentrations (11 soil and 6 groundwater samples). $2,200.00 Within 60 days of completion of the field work, prepare a LSI report form for MPCA review. $5,800.00 Total Estimated Cost $17,700.00 Please note that the proposed scope of work assumes that the LSI findings will not discover any significant soil or groundwater contamination that will require additional investigation or remediation activities. If significant contamination is discovered, NRG will propose a revised scope of work/corrective action to the MPCA and provide a cost estimate to the City of Stillwater for completion of the revised MPCA-approved scope of work prior to initiating any additional site investigation or corrective action activities. Figure 1 – Proposed Soil Probe Locations All work will be completed on a time and material basis in accordance with NRG’s 2014 fee schedule and previously accepted Agreement for Professional Services with the City of Stillwater dated June 2, 2009. NRG will not exceed a cost of $17,700 without additional authorization. Please indicate your acceptance of this proposal by signing and dating below and emailing an executed copy back to NRG. Upon receipt of the signed proposal, NRG will prepare the proposed work plan for MPCA review and comment. If you have any questions regarding this proposal, please feel free to contact me at 612-215-6082. Sincerely, Mark S. Mason, PG Principal Accepted by: City of Stillwater ___________________________________ Title: ___________________________________ Name: ___________________________________ Date: 12/31/2013 10:21 AM Washington County Legislative Agenda – 2014 This document represents Washington County’s State Legislative interests for the year 2014. The county is a member of and in general supports the agendas of the Minnesota Inter-County Association (MICA) and the Association of Minnesota Counties (AMC). The recommendations and platform of these two organizations are included as a part of this document. In addition, the county has legislative priorities that are specific to county interests and we have included these on separate sheets with detailed explanations as to the issues and rationale for support. The county would like the support of the entire delegation in these highlighted areas. Table of Contents Page Washington County’s Vision, Mission, Goals, and Values ............................................................................. 1 Washington County Contact Information ....................................................................................................... 2 Priority Items: Local Property Taxpayer Protection.............................................................................................................. 3 Inclusion of Washington County Cities in Border City Development Zone Legislation ................................ 9 Preparation of Local Impact Fiscal Notes .................................................................................................... 10 Community Corrections Funding ............................................................................................................... 12 Support for Septic System Funding and Programs ..................................................................................... 14 Matching Funds for Land and Water Legacy Program................................................................................ 17 Trail Link between the Hastings Bridge and Point Douglas Trail ................................................................ 18 Support an Equitable Distribution of Funds to Metropolitan Regional Parks from the Clean Water, ...... 22 Land, and Legacy Amendment Funding and Development of Transit in the Twin Cities Metropolitan Area .............................................. 24 Gateway Corridor ........................................................................................................................................ 26 Red Rock Corridor ....................................................................................................................................... 28 Appendices: Association of Minnesota Counties (AMC) Legislative Policy Positions Minnesota Inter-County Association (MICA) Legislative Priorities 1 WASHINGTON COUNTY’S VISION, MISSION, GOALS, AND VALUES Vision: A great place to live, work, and play…today and tomorrow. Mission: Providing quality services through responsible leadership, innovation, and the cooperation of dedicated people. Goals: • To promote the health, safety, and quality of life of citizens. • To provide accessible, high-quality services in a timely and respectful manner. • To address today’s needs while proactively planning for the future. • To maintain public trust through responsible use of public resources, accountability, and openness of government. Values: • Ethical: to ensure public trust through fairness, consistency, and transparency. • Stewardship: to demonstrate tangible, cost-effective results, and protect public resources. • Quality: to ensure that services delivered to the public are up to the organization’s highest standards. • Responsive: to deliver services that are accessible, timely, respectful, and efficient. • Respectful: to believe in and support the dignity and value of all members of this community. • Leadership: to actively advocate for and guide the county toward a higher quality of life. 2 WASHINGTON COUNTY CONTACT INFORMATION District 1 Commissioner Fran Miron 651-430-6211 E-mail: fran.miron@co.washington.mn.us District 2 Commissioner Ted Bearth 651-430-6212 E-mail: ted.bearth@co.washington.mn.us District 3 Commissioner Gary Kriesel 651-430-6213 E-mail: gary.kriesel@co.washington.mn.us District 4 Commissioner Autumn Lehrke 651-430-6214 E-mail: autumn.lehrke@co.washington.mn.us District 5 Commissioner Lisa Weik 651-430-6215 E-mail: lisa.weik@co.washington.mn.us Molly O’Rourke, County Administrator 651-430-6002 E-mail: molly.o’rourke@co.washington.mn.us Kevin Corbid, Deputy Administrator 651-430-6003 E-mail: kevin.corbid@co.washington.mn.us Address: Washington County Government Center Office of Administration P.O. Box 6 Stillwater, MN 55082-0006 _____________________________________________________________________________ John Kaul, Legislative Representative 612-485-9199 15500-42nd Street South Afton, MN 55001 E-mail: jjkaul@aol.com 3 LOCAL PROPERTY TAXPAYER PROTECTION Issue: Mandate relief has been a continuing quest for county governments. Even as the economy improves, counties face a continuing tendency at the state level to ease state budget limitations by passing the cost of certain mandated services onto local units of government, especially counties. The Washington County legislative delegation has been sympathetic to our concern and their efforts, along with efforts of other counties, fostered legislation, and a number of amendments to bills designed to prevent this shift in responsibility. Despite these efforts, the trend to shift costs to counties continues. There were some victories in recent legislative sessions. County program aid was increased and sales tax on county purchases were eliminated. The library Maintenance of Effort (MOE) was reduced. A short-term moratorium was imposed on the implementation of new or increased MOEs, or matching funds. The short-term offender mandate was also repealed. These gains in mandate reduction were offset by reductions in county state aid for highways; Vulnerable Children and Adults Act (VCA), strict levy limits, and cost increases for the mentally ill and sexual predators. In addition, the state eased its own fiscal problems by shifting certain costs and service responsibilities to counties. For example, counties must now conform to strict levy limits and pay: • Cost share increases for the mentally ill housed at the state operated service facilities such as Anoka Regional Treatment Center and sexual predators housed at the Minnesota Security Hospital. • Public defender cost for representing parents in Child in Need of Protective Services (CHIPS) and Termination of Parental Rights (TPR) cases. • A Maintenance of Effort (MOE) for mental health services. • Court costs for civil commitments, for which County Program Aid was taken in 2005. • Internal Revenue Service filing fees that were previously paid by the Minnesota Department of Human Services. • Extended hold order costs for persons with a mental illness who are delayed access to state- operated beds. • New unfunded mandate for counties to assure continuum of services for 18- to 21-year-old children transitioning from foster care. • Increase in county share for persons civilly committed to the Minnesota Sex Offender Program (from 10% to 25%). • Increase in county share under the Consolidated Chemical Dependency Treatment Fund (from 16.14% to 22.95%). • Elimination of Child Support Incentive Grants to counties. • Reductions in grants for child and adult protection, adult mental health services, and children’s mental health services. • New costs for implementing no-excuse absentee voting. Recent legislation that created the Minnesota Choices program for elderly and disabled individuals mandated a new, very extensive assessment process. Compliance with these new obligations has required the addition of several new staff positions. The existing funding model for Minnesota Choices is 50% federal and 50% state funding which is drawn down through the Social Service Time Study. Maintaining the state share for this program is essential to assure the program is effectively implemented and clients benefit from the new system. 4 The combination of passing on costs, while limiting property tax levies, is eroding the few county services that serve the public at large. These factors, when taken together, are significantly impairing our ability to maintain and expand our core services during a period of increasing population, economic downturn, and the corresponding pressure for citizen and safety net services. Due to the expiration of a federal waiver on September 30, 2013, counties are now responsible for providing employment services and ongoing case management to all able-bodied recipients of the Supplemental Nutrition and Assistance Program (SNAP). For Washington County, that translates to approximately 1,500 new individuals requiring services as a condition of eligibility. Washington County applied for funds from the Minnesota Department of Employment and Economic Development to cover the costs of the additional staff that will be needed to comply with this mandate. A total of $52,400 was awarded to us, an amount that only partially covers the personnel costs. Washington County requests full funding for any new responsibilities related to SNAP as result of shifts in federal or state policy. Position: Washington County seeks to protect our local taxpayers from any further shifts of state costs to the county property tax (which is a regressive and unpopular form of taxation) and the subsequent erosion to our ability to deliver high quality, essential services in an efficient manner. We encourage the legislature and the Governor to develop a state budget that will provide flexibility and full funding for any mandates imposed on local governments. Support and Opposition: Support will come from other counties and other local governments that seek mandate relief. Opposition will come from those that support mandates. Previous Consideration: The county has advocated this position for many years. No Action: Counties will continue to be responsible for new, unfunded mandates that will likely result in increasing pressure on local property taxpayers. Financial Implications: See financial implications identified in pages 6 to 11; cost is well more than $7 million per year. Background: Washington County is a good steward of public monies and we are proud of the cost-effective services we provide to our community. In 2012 the county will levy $629 on a $213,500 home to partially fund these services. According to preliminary proposed tax levies, this will be one of the very lowest county tax rates in the state. Contact Persons: Molly O’Rourke, Administrator Kevin Corbid, Deputy Administrator Washington County Washington County 651-430-6003 651-430-6002 Molly.O’Rourke@co.washington.mn.us Kevin.Corbid@co.washington.mn.us 5 SUGGESTED MANDATES FOR CONSIDERATION OF REPEAL OR REFORM Mandate Statute Comments Financial/Administrative Concerns Minutes, Financial Statement, Budget Publication, and Delinquent Tax Notices, etc. 375.12, 375.17, 375.169, & 279.09, etc. Allowing web publication in lieu of newspaper publication of County Board minutes, county financial statements, summary budgets, and delinquent property tax notices, etc. would save money for county taxpayers, while preserving or even enhancing, public access to this information. Approximately $16,000 per year. Eliminate Budget Appeals and Independent Spending Authority by County Elected Officials Other than the Board of Commissioners 357.18, Subd. 4; 384.151; 385.373; 386.015; 387.20; 388.18 Each of the county elected officials has statutory authority to appeal its budgets. These appeals generally occur after the county levy has been set and require both the elected official and the county to hire outside counsel. The County Board is responsible for establishing the county’s overall budget and tax levy. The Board’s accountability to taxpayers demands that it, and it alone, have full control over county spending decisions. Eliminate Library Maintenance of Effort (MOE) 134.34 Eliminate the requirement that in order to participate in the regional library system, a county must budget for library operations an amount equal to the second or third prior year’s level of support, unless adjusted net tax capacity decreases. Counties need the ability to respond to changing priorities and needs. When one area of the budget is off limits to reductions, other programs or services and their recipients unfairly bear a disproportionately greater share of any cutbacks when they occur. No-excuse absentee balloting 203B.02 No-excuse absentee voting is projected to increase absentee voting by 50% and, despite equipment improvements, is expected to increase election administrative expenses by more than $50,000. Public Safety/Corrections Eliminate Shift of Public Defender Costs for Representing Parents in CHIPS/TPR. 206C.331 Subd. 3(d) 260C.163 Subd. 3(b) Since the 1994 Public Defender takeover by the State of Minnesota, the courts have regularly appointed public defenders to represent indigent parents in Children in Need of Protection or Services (CHIPS) and Termination of Parental Rights (TPR) cases. Beginning in 2008, the state public defenders no longer accepted these cases, and when counsel was ordered by the court the costs were billed to the county. In 2012, legislation was passed that codifies recent Supreme Court rulings requiring counties to pay for the representation of adults in CHIPS/TPR proceedings, if they are unable to financially provide for their own counsel. The legislation did provide more authority for the county to develop contracts with attorneys to provide these services. Options are being developed to control county costs but the costs would be more appropriately funded by the state through the public defender’s office. Approximately $200,000 per year. 6 Mandate Statue Comments Public Safety/Corrections (continued) State Court Security 484.52 The County Sheriff is required to provide state court security. Approximately $1,055,400 per year. Eliminate State Court Costs Paid by Counties 480.181 480.1811 480.182 The 1999 Legislature approved the transfer of responsibility for funding most, but not all, trial court operations. Approximately $327,500 per year. Eliminate Responsibility for County to Provide Rent Free Space to State Courts 484.77 Allowing counties to charge a rental fee to cover the cost of building, maintaining, operating, remodeling, insuring, and renovating facilities occupied by the court would provide for accountability and transparency in government costs and operations. Approximately $1,767,400 per year. Eliminate State Court Authority to Direct Payment by the County for Services Other than Counsel for Indigent Defendants 611.21 Public defender’s offices can secure court orders to direct payments by counties for services other than counsel. This is not an expenditure the county has any ability to control or estimate for budgeting purposes. Approximately $3,500 per year. Human Resources/Employee Benefits Either Eliminate or Totally State- Fund Continued Health Insurance for Disabled Peace Officers 299A.465 Employers are required to pay the employer share of disabled peace officers’ and their dependents’ health insurance until the peace officer reaches age 65, even if the officer gains other employment and health insurance coverage. Since this benefit was created in the late 1990s, there has been a surge in disability retirements. In part, because of this, both employer and employee contribution rates to the PERA Police and Fire pension plan have increased. When this benefit was originally enacted, it was predicated on the state paying 100% of its costs. The state has not kept its part of that bargain for several years. If the state cannot meet that obligation, the mandated payment by the employer should be eliminated. Approximately $13,000 per year. 7 Mandate Statue Comments Human Services County Share for Medical Assistance Costs for Under 65, Disabled Person Placed in Nursing Homes More than 90 Days, and for Certain ICF/MR Placements 256B.19 Currently, the state requires counties to pay the indicated portion of the nonfederal share of medical assistance costs for stays in excess of 90 days in the following situations: • 10% for individuals placed in Intermediate Care Facilities (ICF) for the Mentally Retarded (MR) of seven beds or more. Approximately $80,000 per year. • 10% for disabled individuals under age 65 placed in nursing homes. Approximately $130,000 per year. The state reneged on its commitment to pay all those costs when counties surrendered homestead and agricultural credit aid on a dollar-for-dollar basis for the state takeover of all income maintenance programs in the early 1990s. These cuts in state funding, enacted in 2003, should be restored. Commitment Treatment Costs 246.54 Eliminate the county share for commitment treatment costs. • 0-75% for individuals committed to State Operated Services facilities for treatment of mental illness. Share is dependent on the length of stay. During the 2013 legislative session, the county share of costs on stays over 30 days increased from 50% to 75%. The county share for individuals committed to MN Security Hospital also increased from 10% to 50%. Total cost of these areas is approximately $235,000 per year. • 10% for individuals committed to State Operated Services facilities for sex offender treatment. The county’s share for any new sex offender commitments will increase to 25%. Approximately $150,000 per year. Commitment Hold Costs for Sex Offenders 256G.08 Eliminate the county share for sex offender hold costs. • 100% cost for holding sex offenders at State Operated Services facilities. Approximately $35,000 per year. County Match and Maintenance of Effort Requirements for Child Care Assistance 119B.11, Subd. 1 and 4 Eliminate or equalize the required county match for the Basic Sliding Fee (BSF) childcare program, which is currently equal to the calendar year 1996 required contribution. The average statewide local match for BSF childcare is 3%, but some counties pay as much as 15%. Approximately $40,000 per year. Mental Health Maintenance of Effort (MOE) 245.4835 This was imposed by the Legislature out of concern that since the state was shifting money from counties to health plans, counties would begin reducing their investment in mental health. Approximately $5,404,800 per year of which $3,349,600 is county responsibility. 8 Mandate Statue Comments Human Services (continued) Detoxification Costs 256G.06 Eliminate the requirement that the county be responsible for detoxification services. Approximately $180,000 levy per year. Reform Requirement that Counties Provide Child Foster Care and Transition Services for Youth in Child Foster Care from age 18-21 Chapter 260C.451. Subd. 1 (Effective August 1, 2010) (DHS Bulletin #10-68-12, Sept. 3, 2010) We are not asking for repeal of this statute, but requesting reform of the requirement. It has been assumed by the state that local funds will provide funding for this new requirement, along with any available federal funds. Our request is that state funds need to be allocated to counties to fully fund the costs, minus any federal funds, of this recently enacted state (and federal requirement). It is roughly estimated that this cost to Washington County will be approximately $110,800 annually. The total amount of dollars needed is dependent on the utilization of this out-of-home care for this age group, transition services needed by the older youth, etc. Random Drug Testing of Convicted Felons 256.01, Subd. 18c In 2012 the Minnesota Legislature passed a law requiring the random drug testing of convicted drug felons who are receiving General Assistance (GA), Minnesota Supplemental Aid (MSA), Diversionary Work Program (DWP), Minnesota Family Investment Plan (MFIP) or Work Participation Benefits (WB). Counties are charged with this responsibility. No reimbursement for counties was included in the legislation. Cost unknown at this time. 9 INCLUSION OF WASHINGTON COUNTY CITIES IN BORDER CITY DEVELOPMENT ZONE LEGISLATION Issue: In 1998 the legislature created the Border City Development Zone program to encourage economic development in cities along the western border of the state. Currently the cities of Breckenridge, Dilworth, East Grand Forks, Moorhead and Ortonville are eligible for state funding to provide tax incentives for businesses to locate within the development zones created in their communities. The legislature determined these border cities need additional tools to compete with the neighboring cities located in North and South Dakota. During discussions on possible new economic development activities at the county level, the idea of creating similar development zones to those on the western border was raised. Cities on the eastern border compete for economic development with Wisconsin cities and may face some of the same issues as our western border cities. Position: Washington County supports legislation that would create and fund development zones in cities on the eastern border of Minnesota. Businesses that locate within these development zones would be eligible for certain tax incentives, with the cost of those incentives paid for by the state funds. Support and Opposition: Support may come from cities within Washington County that could benefit from the creation of development zones. Opposition may come from cities that already have this development tool if they feel the funds for their cities may be decreased if more cities are added. Previous Consideration: The County Board has not previously considered this legislation. In 2013 bills were introduced to add the cities of Fergus Falls and Taylors Falls to the current border city development zone statute. Bills were also introduced to provide additional funding for the current western Minnesota cities for tax incentives. The legislature approved an additional $750,000 in funding for the western Minnesota development zones, but did not expand the program to any new communities. No Action: If no action is taken, Washington County cities will continue to compete for economic development and new jobs without the use of these additional tax incentive tools. Financial Implications: No local costs as tax incentives are funded by the state allocation. Contact Person: Kevin Corbid, Deputy Administrator Office of Administration 651-430-6003 Kevin.Corbid@co.washington.mn.us 10 PREPARATION OF LOCAL IMPACT FISCAL NOTES Issue: In 1997, the Legislature began to require the preparation of local impact notes on legislative bills that seek to “impose program or financial mandates on political subdivisions” (Minnesota Statutes 3.987). The Office of Management and Budget was tasked with preparation of the notes after consultation with individual local governments or their respective organizations. The law limited the preparation of local impact notes by requiring a request from the chair or ranking member of the Tax, Finance, or Ways and Means Committees. In a February 2012 study of the state and local fiscal note process, the Legislative Auditor identified a number of concerns related to the local impact note process. They included: • The time taken to complete local notes was significantly longer than the state fiscal note process; • Only a small number of local impact notes have been requested; • When local impact notes are created, they are not provided as information along with the legislative bill on the state website as state fiscal notes are; and • Funds set aside for the cost to prepare local impact notes were being used for other activities. The Legislative Auditor’s report recommended that when local impact notes are created they are provided along with state fiscal notes and other information related to the bill on the legislative website, that state fiscal notes included information on local government costs when possible, and that county funds used to prepare local impact notes only be used for that purpose. The Association of Minnesota Counties platform includes a statement that says a local impact note should be prepared for all legislation that may increase local government costs and should be completed early in the process to allow opportunity for review before the passing of the legislation. The Minnesota Inter-County Association also includes a statement in its platform calling for the strengthening of both the state fiscal note and local impact note processes. Position: Washington County supports strengthening the state fiscal note process to allow better identification of local government costs of legislation that is being considered. A reasonable process should be created that provides legislators with the needed information on local costs, without being overly burdensome or costly for local governments that are being asked for costs estimates or implications. Washington County supports the removal of the requirement that only certain legislative leaders can request the preparation of local impact notes and allow for local impact notes to be created for bills that create new and significant costs for local governments. Support and Opposition: Support will likely come from other local governments. Opposition may come from state agencies, specifically the Office of Management and Budget. Previous Consideration: The County Board has not previously considered this issue. 11 No Action: If no action is taken the Legislature will likely continue to pass legislation that creates new costs for local government without knowing the costs prior to its passage. Financial Implications: If additional state fiscal and local impact notes are created and include better information on potential local government costs, and lead to fewer new costs being passed onto local governments, there is a potential for a positive fiscal impact on the county budget. Contact Person: Kevin Corbid, Deputy Administrator Office of Administration 651-430-6003 Kevin.Corbid@co.washington.mn.us Molly O’Rourke, Administrator Washington County 651-430-6002 Molly.O’rourke@co.washington.mn.us 12 COMMUNITY CORRECTIONS FUNDING Issue: Statewide funding for the Community Corrections Act is one million dollars less today than it was in 2002. This pattern has shifted the funding burden for probation to counties while at the same time saving the state money by keeping prison use low. Washington County has participated in the Community Corrections Act since 1978. State funding for Community Corrections came from a belief in the effectiveness of local services, and the opportunity for the State to save money on prison beds. By encouraging counties to develop alternatives the hope was that more offenders would be sentenced to local alternatives and not sent to prison. The primary source of funding from the state for this purpose is the Community Corrections Act Subsidy. Forty years later, Minnesota is one of the states with the lowest rates of incarceration in the country. It is currently ranked 49th for state prison incarcerations. Counties have clearly met their side of the bargain to keep prison use low. Eighty five percent of probation services in Minnesota are delivered at the county level. Year after year Governor’s budgets fail to include adequate funding for probation to counties. These pass-through funds for probation are included in the Department of Corrections budget, and include more than six types of funding. This leaves counties with the difficult task of trying to convince the Legislature to add funding to the Department of Corrections (DOC) budget beyond the Governor’s proposal. A single funding model will provide for a unified voice for funding supervision of offenders in Minnesota. Position: Community Corrections funding from the state must be significantly increased and a single funding model adopted to assure adequate state funding for supervision of offenders in the community. Support and Opposition: The Minnesota Association of Community Corrections Act Counties (MACCAC), the Minnesota Inter- County Association (MICA), and the Association of Minnesota Counties (AMC) both support increased funding for community supervision and a single funding formula. The assumption being that a new formula would address a hold-harmless component for counties as part of the implementation plan. Previous Consideration: As has often been the case, the Governor failed to ask the Legislature for any increased funding in his proposed budget for 2014/2015. The 2013 Legislature was asked by counties to provide the same increase in funding to the counties for community supervision that they provided for the State Department of Corrections (DOC) overall. Community Corrections Act counties received about 44 percent of that request while the DOC received the equivalent of 100 percent. No Action: Counties will continue to assume a larger financial responsibility for funding community corrections from the levy. What was once about a 50/50 partnership is now more of a 70/30 partnership with counties on the 70 percent side of the equation. 13 Contact Person: Tom Adkins, Director Community Corrections 651-430-6902 Tom.Adkins@co.washington.mn.us 14 SUPPORT FOR SEPTIC SYSTEM FUNDING AND PROGRAMS Issue: Groundwater is the only source of drinking water in Washington County and is closely connected to many surface water resources. Failing septic systems can impact the quality of lakes, streams, and rivers. Total Maximum Daily Load (TMDL) studies in Washington County and elsewhere identify failing SSTS as pollutant contributor for impaired water bodies. The cost to replace a typical septic system is between $10,000-$20,000. This can be an unexpected expense for many homeowners. There may be certain communities where numerous systems are failing and rather than replacing individual systems there may be the need to create collector systems or consider connections to municipal sewer services. The county recognizes the need for a proactive and planned approach to address wastewater treatment from septic systems. One of the charges of the Clean Water Land and Legacy Amendment is to protect and restore water quality in Minnesota. In FY2013, approximately $95 million was available in the Clean Water Fund, with about $2.6 million made available specifically for SSTS replacement, either through county pass through programs and/or competitive grants. A conservative estimate of failing SSTS is 20%, in Washington County that equates to over 3,000 systems. With an average cost of $15,000 per system, $45 million would be needed for SSTS replacement in Washington County alone. Position: Washington County supports legislation that will provide funding to counties which can be used to assist homeowners and communities in replacing failing septic systems. Actions that would assist the County include: • The MN Pollution Control Agency should utilize an existing group, or create a new work group to address the issue of SSTS replacement from a statewide perspective. • More funding from the Clean Water Fund should be used to assist counties and residents with SSTS replacements. o Increased funding for low interest loan programs should be made available to assist property owners needing to replace or improve existing systems. o Increased funding should be made available to Counties to develop or enhance programs that offer grants to offset the costs of system replacements, especially for low-income individuals that can demonstrate need. o Increased funding should be made available to local government units to assist in conducting SSTS inventories, conducting assessments to evaluate environmental and public health risks, and to help communities develop voluntary plans for cost-efficient and effective strategies to address wastewater treatment needs (including collector systems and small community systems). In addition, Washington County supports the AMC SSTS platform position which includes support for base grant funding to counties to administer the state mandated rules. The AMC platform also supports state-funded financial assistance for homeowners to replace failing systems. This includes funding to counties to establish revolving loan and other financial assistance programs. Support and Opposition: Support will come from the Association of Minnesota Counties (AMC), other counties, local communities, watershed management organizations, and the state natural resources and pollution control agencies. Opposition is not known at this time. 15 Previous Consideration: The County Board has not previously considered this legislative platform. No Action: If no action is taken, there will not be adequate funding to address this issue. Financial Implications: If funding is obtained through the Clean Water Fund it often requires local match. Additionally, costs would be incurred to develop and administer loan/funding programs. Contact Person: Lowell Johnson, Director Washington County Public Health and Environment 651-430-6725 Lowell.Johnson@co.washington.mn.us 16 Subsurface Sewage Treatment System (SSTSJ Locations in Washington County • Community Systems SSTS Locations N s 0 1 3 4 5 Miles Prepared By:Wast"l' ngtOn County GIS Support unrt.rT Department -04/15/2013 Data Source:WaShington County Oepanment or Public Health 17 MATCHING FUNDS FOR LAND AND WATER LEGACY PROGRAM Issue: Washington County is partnering with the City of Stillwater to acquire the 15-acre Aiple property located on the St. Croix River. The City of Stillwater would own and manage the property as a city park. The county submitted a grant application for matching funds to the Legislative-Citizen Commission on Minnesota Resources (LCCMR) for the acquisition of the property. The LCCMR has recommended a state grant of $1.25 million be provided. Position: Washington County is committed to leveraging its investment by securing matching funds from other sources to acquire interests in land through the Washington County Land and Water Legacy Program. State funding is particularly appropriate for the purchase of the Aiple property as this property will provide additional public access and recreational opportunities to the St. Croix River, a state-designated scenic riverway, and it will provide a much needed rest area at the terminus of the Brown’s Creek State Trail that will enhance the trail users’ experience. Also, when restored to a more natural condition, this property will help meet the goals of the Statewide Conservation and Preservation Plan. Therefore, Washington County supports the recommendation of the LCCMR and requests support for the 2013 legislation that will be needed to approve the LCCMR recommendations. Support and Opposition: Washington County has received letters of support for these proposals from the following organizations: National Park Service, St. Croix River Association, and the Minnesota Department of Natural Resources. The City of Stillwater is supportive and will be a financial partner in the acquisition of the property. Previous Consideration: The County Board approved the submittal of the grant request to the LCCMR. No Action: Taking no action to support the necessary legislation to ratify the LCCMR recommendations will reduce the likelihood that the Washington County project will be funded. Financial Implications: The $1.25 million in state funds will be matched with funds from the Land and Water Legacy Program, the City of Stillwater and private donors if necessary. Contact Person: Jane Harper, Land and Water Legacy Program Manager Office of Administration 651-430-6011 Jane.Harper@co.washington.mn.us 18 TRAIL LINK BETWEEN THE HASTINGS BRIDGE AND POINT DOUGLAS TRAIL Issue: An important 1200 foot gap exists between existing and planned trail systems in Washington and Dakota counties at the location of the new Hastings Bridge replacement project. This 1200-foot gap crosses a set of railroad tracks and contains other design and safety-related challenges. Because the State of Minnesota is making a $120 million investment in the replacement of the Hastings Bridge, there exists an opportunity to maximize public benefit of this investment by closing this trail gap and linking the trail systems of Washington and Dakota counties. The Minnesota Department of Transportation (MnDOT) cooperatively manages the Mississippi River Trail (MRT) in Minnesota. The MRT travels through the Twin Cities area until it reaches the Mississippi River at the Hastings Bridge on U.S. Highway 61 (TH 61). The current Hastings Bridge replacement project does not include a safe, accessible bike/pedestrian element to link planned and existing trails in Dakota and Washington counties. Washington County and Dakota County have made significant long- term investments in their corresponding trail systems, which meet on this stretch of highway between the two counties. Washington County’s Point Douglas Regional Trail provides pedestrian access to spectacular vistas along two nationally recognized rivers – the St. Croix National Scenic Riverway and the Mississippi National River and Recreation Area. The trail also provides a pedestrian link between the historic downtown areas of Prescott, WI, and Hastings, MN. While these communities are well-served by the U.S. highways, there is no direct pedestrian or bicycle route connection. Additionally, this trail link is also the hub of a comprehensive existing and planned regional trail system in Dakota County, MN; Pierce County, WI; and, Washington County, MN. Position: Washington County is requesting $2 million to design and construct a trail bridge and related trails that would connect the Washington County and Dakota County regional trail systems. Support and Opposition: Support is provided from the Minnesota Department of Transportation, Washington County, Dakota County, City of Hastings, two National Park Service units, Pierce County, WI, and the City of Prescott, WI. Previous Consideration: Included in County Board’s 2012 and 2013 Legislative Platform. No Action: If no action is taken, a crucial regional trail gap will exist indefinitely. The missing link may create safety issues as pedestrian movement in the area is expected to increase. Financial Implications: MnDOT developed a preliminarily estimate of $2 million to construct the bike/pedestrian bridges, retaining walls, and an asphalt trail. 19 Contact Person: Don Theisen, Director Washington County Public Works 651-430-4304 Don.Theisen@co.washington.mn.us 20 Information Technology Solutions Project Background The Minnesota Department of Transportation is currently constructing a new $120 million Highway 61 bridge over the Mississippi River in Hastings. That bridge is planned to accommodate the future vehicle growth in the area and also provide a pedestrian/bicycle trail that connects Hastings and Dakota County to the region north of the Mississippi River. Washington County owns and is planning to develop the Point Douglas Regional Trail – which will connect the Mississippi River Trail along Highway 61 and the County’s Point Douglas Park and Regional Trailhead. However, there is a relatively short, yet very significant, gap between these two projects along Highway 61. Connecting these two projects requires bridging over existing rail lines that run along the Mississippi River corridor. Closing this gap is critical to pedestrian/bicycle safety and for making connections to regional destinations in Washington and Dakota Counties. 2014 Legislative Language A grant to the Minnesota Department of Transportation for $2,000,000 for the design and construction of trail bridges and related trails for the Mississippi River Trail along Trunk Highway 61 in Hastings. AREA LEGISLATORS Denny McNamara, Representative KEY OFFICIALS Autumn Lehrke, Washington County Commissioner Paul Hicks, Hastings Mayor STAFF CONTACTS Wayne Sandberg, County Engineer (651-430-4339) John Kaul, Washington County Legislative Lobbyist (651-458-9199) KEY SUPPORTERS Minnesota Department of Transportation Washington County Dakota County City of Hastings Mississippi River Trail between Hastings Bridge and Point Douglas Trail Bond Request $2,000,000 Highway 61 north of Mississippi River 21 , , 2' ~ i "' & .!!!. .. "' x .!!! e 'iii w 0.. 0.. ~ 1ii a;1:) 1ii "' !5~ "' .Q .Q 'iii "' ~§ "' c: ~ a:!!;. ~ Ul 0 z <j}~ ·~ ,, ';.> ex: 0 (,, ~ ',, 22 SUPPORT AN EQUITABLE DISTRIBUTION OF FUNDS TO METROPOLITAN REGIONAL PARKS FROM THE CLEAN WATER, LAND, AND LEGACY AMENDMENT Issue: In 2008 Minnesota voters approved the Clean Water, Land, and Legacy Amendment that provides funding for habitat, clean water, parks and trails (of statewide and regional significance), and cultural resources. Washington County Public Works regularly receives funding from the Parks and Trails fund and the Lessard-Sams Outdoor Heritage fund. The 2013 Legislature allocated funds for two years from the Parks and Trails Fund (2013 and 2014), but only allocated funds for one year from the Lessard-Sams Outdoor Heritage Fund (2013). Lessard-Sams Outdoor Heritage Fund: Metropolitan Regional Park agencies (including Washington County) have applied for funding in 2014 to complete important habitat restoration projects. Most of these projects were also submitted in 2013, but did not end up being recommended by the council. The projects were, however, recommended by the legislature in their Legacy bill, but were line-item vetoed by the governor. One of the main reasons funding has been rejected in the past is that hunting is not allowed in the parks; although, the amendment allows funding habitat projects if hunting is prohibited by law - which is the case in Washington County’s parks. In addition, habitat restoration in the parks positively impacts the population health of migratory birds which improves hunting opportunities adjacent to the park and throughout Minnesota as they migrate to other parts of the state. The current allocation process for this fund has resulted in most of the dollars being spent outside the metro area, creating an unbalanced funding distribution. Metropolitan Regional Park agencies have met with Lessard-Sams Outdoor Heritage Council staff, and have been encouraged to re-apply for habitat funding in 2014. Position: Washington County supports an equitable distribution of Outdoor Heritage funds that adequately recognizes population, where the funds are being collected, and where high-quality resources are easily accessible to the public. Lessard-Sams Outdoor Heritage Fund: Washington County submitted projects of $775,000 to restore wetland basins in the Lake Elmo Park Reserve, as well as rare and unique forest communities within Lake Elmo Park Reserve and St. Croix Bluffs Regional Park. The projects were submitted individually and as part of a Metropolitan Regional Park package of projects. Support for these requests would result in additional funding for Washington County’s projects, and would provide a more balanced funding distribution from this fund. Support and Opposition: Support is likely from other Metropolitan Regional Park agencies, including the counties of Anoka, Carver, Dakota, Ramsey, and Scott (Hennepin County does not operate parks). Opposition may come from counties outside the metropolitan area. Previous Consideration: There have been annual distributions from these funds since 2009. A resolution supporting an equitable distribution of funds was passed by the County Board on May 15, 2012. This issue was also included in the county’s 2013 Legislative Platform. 23 No Action: Other Metropolitan Regional Park agencies will be lobbying for additional funding for regional parks in the metropolitan area. No action would leave lobbying efforts to other agencies. Financial Implications: Washington County has had limited success receiving funds from the Lessard-Sams Outdoor Heritage Council for high-quality habitat restoration projects. Receiving funding for habitat projects in Washington County’s Regional Parks will further the county’s efforts to properly manage the investments made through acquisition of these lands. Contact Person: Don Theisen, Director Washington County Public Works 651-430-4304 Don.Theisen@co.washington.mn.us 24 FUNDING AND DEVELOPMENT OF TRANSIT IN THE TWIN CITIES METROPOLITAN AREA Issue: Funding and implementation of transit in the Twin Cities Metropolitan Area is complex. The Metropolitan Council is the planning agency for the seven-county metropolitan area, and as a result is responsible for developing the regional vision for transit. In 2008, the Legislature created the Counties Transit Improvement Board (CTIB). CTIB is comprised of member counties, currently Anoka, Hennepin, Ramsey, Washington, and Dakota. These counties implemented a self-imposed 0.25% transit sales tax that generates approximately $100 million per year. The purpose of the CTIB is to collect these transit sales tax funds, and to grant those funds to capital transit projects in the Twin Cities area. The CTIB may fund any project it chooses, so long as it is within the taxing district and is consistent with the regional long-range transit plan established by the Metropolitan Council. The process for developing transitways in the region relies on local initiatives and funding, under the framework of the Metropolitan Council’s vision and plans. Financial analysis indicates the current 0.25% county-imposed sales tax will not be sufficient to fully construct the complete Metropolitan Council vision for transit. Because transit improvements are regional in nature, Washington County believes revenue for transit should be implemented by the State of Minnesota, and directed to the CTIB for distribution and implementation. The Regional Transit Capital (RTC) area, formerly the Transit Taxing District, was established in the 1970’s to provide the Metropolitan Council with funding for transit capital improvements. Communities placed into the RTC were chosen based on the original Metropolitan Urban Service Area boundary. Since the 1970’s, the Twin Cities has added nearly 975,000 people with little change to the RTC boundary. Expansion of the RTC area will more accurately reflect the current urbanized area and the area benefiting from transit and will coincide with the boundaries of the Metropolitan Council. Financial analysis indicates the current 0.25% county imposed sales tax will not be sufficient to fully construct the Metropolitan Council vision for transit. Additional funding will be necessary to plan and construct these regional improvements. Because these improvements are regional in nature, Washington County believes additional revenue for transit should be implemented by the State of Minnesota and directed to the CTIB for distribution and implementation. Position: Washington County supports the State Legislature implementing any additional new revenue needed for the development and construction of transit in the metropolitan area. Washington County supports expansion of the Regional Transit Capital area to include the entire seven- county metropolitan area, to provide the Metropolitan Council with funding for transit capital improvement. 25 Support and Opposition: Supported by: Counties Transit Improvement Board (CTIB) The Minnesota Transportation Alliance The county would need to work with the Association of Minnesota Counties (AMC) and the Minnesota Inter-county Association (MICA) to develop strong regional support for this proposal. Previous Consideration: None. No Action: If the proposal is not enacted, the metropolitan area will not have sufficient funding to implement the transit vision. Financial Implications: An additional 0.25% sales tax, for a total of 0.5% would raise over $200 million dollars annually for the region. Contact Persons: Don Theisen, Director Washington County Public Works 651-430-4304 Don.Theisen@co.washington.mn.us 26 GATEWAY CORRIDOR Issue: In 2009 the Washington County Regional Railroad Authority (WCRRA) became a member of the Gateway Corridor Commission. In August 2012 the commission completed an Alternatives Analysis (AA) that examined mode, ridership, alignment, and costs for a future transitway generally following the I-94 corridor. The AA identified a Bus Rapid Transit (BRT) dedicated transit line or Light Rail Transit (LRT) roughly parallel to Interstate 94 as the top transit option for the Gateway Corridor. In 2013 the commission began a Draft Environmental Impact Statement (DEIS), with anticipated completion in 2015. This DEIS is fully funded with committed funding from Ramsey County Regional Railroad Authority (RCRRA) and WCRRA through a grant from the Counties Transit Improvement Board (CTIB). After the DEIS is completed, the next step in the development of the transitway is the completion of preliminary engineering, which would start in 2014 and take approximately two years to complete. This request is for $5,000,000 in state bond funding for engineering, environmental analysis, and preparation of an application to seek federal transit administration funds for the Gateway Corridor transitway. This bond request is a down payment on the state’s 10% overall share of the investment in the Gateway Corridor. The Gateway Corridor transitway project would extend through these communities which are projected to grow by 30% adding 90,000 more people and 30,000 jobs to the corridor by 2030. Every day, more than 90,000 vehicles cross the I-94 Bridge over the St. Croix River. By the time a commuter reaches downtown St. Paul, the number of vehicles increases to 150,000. The Gateway Corridor will give residents and commuters new ways to reach their destination that does not involve sitting in traffic. This transit solution best meets the established public purpose of improving mobility, providing a cost- effective, economically viable solution that promotes economic development, protects the natural environment, and preserves community quality of life and overall safety. Highlights include new, consistent, all-day service within a fixed-guideway that will operate along with existing express service and will provide easier connections to key destinations within the corridor and throughout the region. Position: The WCRRA is requesting $5,000,000 in state bond funds for engineering, environmental analysis, and preparation of an application to seek federal transit administration funds for the Gateway Corridor transitway post the locally preferred alternative (LPA) decision. Support and Opposition: Support will come from the Gateway Corridor Commission; the Woodbury, Oakdale, and St Paul business chambers; the Metropolitan Council; the Counties Transit Improvement Board (CTIB), and others associated with the implementation of multi-modal transportation options. Opposition may come from those opposed to expansion of transit in the region. Previous Consideration: $1 million in state bond funds for the Gateway Corridor was requested in both the 2012 and 2013 legislative sessions. The bond funds were not awarded. No Action: If the proposal is not enacted, other funding sources will be required to begin the preliminary engineering work. 27 Financial Implications: Allocation of $5,000,000 in state bond funds for preliminary engineering would go towards the state’s funding share in transitway development. Contact Person: Don Theisen, Director Washington County Public Works 651-430-4304 Don.Theisen@co.washington.mn.us 28 RED ROCK CORRIDOR Issue: The Red Rock Corridor has regional, statewide, and national significance as a primary transportation route for automobile, truck, and rail travel. The Metropolitan Council projections for 2030 show the entire length of Highway 61 in the study area as a congested corridor. With the projected traffic growth and no planned improvements, all key locations on Highway 61, including ramps and intersections, are forecast to operate at Level of Service (LOS) F during both peak periods in year 2030. The existing bus service is equally affected by congestion on Highway 61 and I-94. No transit alternative is currently available from Hastings to downtown Saint Paul or downtown Minneapolis. As population and employment increase, demand for transportation also increases. Because of job growth in Minneapolis and Saint Paul, increased mobility and greater access to employment is needed for both downtowns. The project would also provide system connectivity to increase transit destinations for persons using existing and planned transit systems in the Twin Cities area. An Alternatives Analysis (AA) study was completed in 2007that recommended expanding bus service, increasing bus frequency and providing additional park and ride facilities as the first steps toward building a stronger transit base in the Corridor. In December 2013, the Red Rock Corridor Commission released a draft Alternative Analysis Update (AAU) for public comment. The draft AAU recommends bus rapid transit (BRT) as the alternative that is best aligned with the Commission’s approved objectives. This recommendation was made in consultation with the Red Rock Corridor Citizens Advisory Committee (CAC) and presentations to the public in a variety of forums and media. The draft AAU also recommended a staged implementation plan to move toward the development of BRT. The AAU will be finalized in early 2014. Following finalization of the AAU, one of the next steps could be additional analysis and environmental work to lead to a Locally Approved Alternative (LPA) decision. Once an LPA decision is made, the project will be bond eligible for design and construction funds as early as 2015. This request is for $1,000,000 in state bond funding for engineering, environmental analysis, and preparation of an application to seek Federal Transit Administration funds for the Red Rock Corridor transitway Position: The Washington County Regional Rail Authority (WCRRA) is requesting $1 million in state bond funding for engineering, environmental analysis, and preparation of an application to seek Federal Transit Administration funds for the Red Rock Corridor transitway post the locally preferred alternative (LPA) decision. Support and Opposition: Support will come from the Red Rock Corridor Commission; the Metropolitan Council; the Counties Transit Improvement Board (CTIB), and others associated with the implementation of multi-modal transportation options. Opposition may come from those opposed to expansion of transit in the region. Previous Consideration: In the 2011 Legislative Session, $1,250,000 in state bond funding was allocated to the Newport Transit Station, a critical stop along the Red Rock Corridor. 29 No Action: If the proposal is not enacted the AAU will be completed, but the LPA may not be able to move forward. Financial Implications: Allocation of state bond funds could reduce the amount needed to be contributed by the Washington County Regional Railroad Authority’s general levy. Contact Person: Don Theisen, Director Washington County Public Works 651-430-4304 Don.Theisen@co.washington.mn.us AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North January 7, 2014 REGULAR MEETING 4:30 P.M. RECESSED MEETING 7:00 P.M. 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Updates on Armory, Police Station, Fire Station IV. STAFF REPORTS 2. Police Chief 3. Fire Chief 4. City Clerk 5. Community Development Dir. 6. Public Works Dir. 7. Finance Director 8. City Attorney 9. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 10. Possible approval of December 17, 2013 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2014-001, directing payment of bills 12. Resolution 2014-002, designation of depositories for 2014 13. Resolution 2014-003, designating a responsible authority and assigning duties in accordance with the State of Minnesota Data Practices Statute 14. Resolution 2014-004, designating the Stillwater Gazette as the City’s legal publications and approving contract with the Stillwater Gazette 15. Resolution 2014-005 approving 2014 Special Event and Contract for Crusin on the St. Croix 16. Resolution 2014-006, approving cleaning services contract with Dan Clark 17. Resolution 2014-007, approving exhibit a as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code 18. Possible approval of new camera system for new squad car 19. Resolution 2014-008, accepting work and ordering final payment for 2012 Street Improvement Project (Project 2012-02) 20. Resolution 2014-009, approval of 2014 Wine & Strong Beer renewal for The Wedge & Wheel. XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. XIII. UNFINISHED BUSINESS XIV. NEW BUSINESS 21. Possible first reading of Ordinance 1062, an ordinance amending chapter 56 of the Stillwater City Code, taxes and assessments, Section 56-5, Local Lodging Tax (Ordinance – 1st Reading – Roll Call) 22. Possible approval of meeting date change and budget meeting dates for 2014 23. Designation of Vice Mayor (Resolution – Roll Call) 24. Possible approval of the Aiple property Joint Powers Agreement (Resolution – Roll Call) 25. Designation of Council representatives for Boards/Commissions/Committees (Resolution – Roll Call) 26. Possible approval of retainer for the Sun Oil Company remediation plan (Resolution – Roll Call) (Available Tuesday) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT TO: Mayor & City Council DATE: January 3, 2014 RE: Update on Armory, Fire Station and Police Station projects FROM: Bill Turnblad, Community Development Director REVIEWERS: Larry Hansen, City Administrator; Dave Magnuson, City Attorney; Stu Glaser, Fire Chief; John Gannaway, Police Chief; Sharon Harrison, Finance Director INTRODUCTION Late last month the US congress and president approved the defense department budget that includes the Stillwater armory project. Though we must still wait for appropriation action by congress to know for sure that money will be available for the armory, this month’s events have moved the armory project forward. And, since the timing for both the new fire station and police station expansion projects are tied to the armory, both of these projects have also been moved forward. It is possible, maybe even likely, that appropriations will be completed for the armory this month. Consequently, it is time for the City to begin its next phase of planning for the new fire station and the police station expansion. The memo is intended as an update to refocus attention. No decisions are necessary at the January 7th Council meeting. BACKGROUND The property for the armory site includes about three acres for the new fire station. The armory and fire station will also share some spaces and infrastructure improvements. As a result, the two projects have been tracking together for planning purposes. In addition, once the Fire Department moves its station from the current location to the new one, the Police Department will expand into the former fire station space. Planning for the Police Department project is also underway. The major milestones for these three projects to date are: Summer of 2010 The City re-initiated its search for a new armory site and a new fire station site. Armory update January 3, 2014 Page 2 September 4, 2012 A fire station design and cost estimate was presented by BWBR to the Council. The Council believed the construction costs were too high and the facility too large. A work session was held on September 18, 2012 to look at ways to reduce both. The result was a design of about 29,600 square feet at a cost of about $6.9 million. The Council authorized staff to proceed with fire station plans based upon these new numbers. Also at this meeting, the Council formally voted to use a single fire station model, rather than a multiple station model. October of 2012 Development of the construction drawings for the fire station was put on hold by the City until the US congress funded the new armory project. The main reason for delaying construction drawing work was that if the armory were never built, then the design of the fire station would have to change. Spaces in the armory that were to be shared with the fire station would then have to be included within the fire station itself. December 4, 2012 City Council approved the rezoning, annexation and Special Use Permits for the new armory and the new fire station. March 5, 2013 The City Council reviewed a space study prepared by Wold for expansion of the police station. The study also included a construction phasing plan and rough cost estimate for the project. The rough estimated construction cost was $1,950,000. NEXT STEPS Now that the Defense Department budget has been approved and armory appropriations could happen as early as this month, events for the armory and public safety building projects will speed up dramatically. In the very near future the following questions will need to be discussed and resolved: • When should development of the construction drawings for the fire station begin? Can they be started before appropriations for the armory are secured? Or, should they wait until after? • When should construction drawings for the police station be started? Can that wait until December 1, 2014 as suggested by Wold? • When should the bond sale for the fire station and police station expansion occur? Any time prior to appropriation of the armory construction funds would probably be premature. What if the appropriation is not approved this winter, or maybe not even this spring? • Should bond sale only be for the fire station or should it also be for the police station expansion? • Do we try to add the construction of the fire station to the armory’s bid package? Or should the city construct independently of the armory? Armory update January 3, 2014 Page 3 o Timing is not in the city’s favor if combining with the armory is the goal. The armory building’s construction drawings are 95% complete and have been approved by the defense department. They are ready to go to bid. We are not. • Sizing of the fire station could be reduced if a satellite “station” and storage are provided in the Township, as is being discussed. Should the City wait until that issue is resolved before construction drawings are begun? A potential timeline of milestones for the three projects could look something like this: Jan 2014 Arrange for design consultants to begin construction drawing work for fire station. Feb 1, 2014 When appropriations finalized for armory, authorize design consultants to begin construction drawing work for fire station. Feb or April 2014 Sell bond based upon design consultant’s best estimate of fire station costs. City could consider selling bond for police station work at the same time. Though, actual construction of police station would not begin until the March-September 2015 timeframe. May 1, 2014 Send out bid package for fire station construction. June 2014 Award construction contract for fire station. Dec 2014* Begin schematic design for police station expansion. April 2015 Begin construction drawings for police station. June 2015 Possible fire station occupancy. Aug 1, 2015 Award contract for police station construction. Dec 2015 Possible armory occupancy. Dec 2016 Possible police station occupancy. * Given phasing realities, schematic design work would begin 12 months prior to the fire station move. If fire station move is December 2015, schematic work on police station would begin December 2014. But, if the fire station move happens in June 2015 as shown in the table above, then schematic design would begin June of 2014 and police station occupancy could be as early as June of 2016. ACTION As mentioned above, no decisions are necessary on January 7, 2014. They will be needed soon, however. So the purpose of this update is simply to refocus attention on the projects and begin thinking through the issues in preparation for the pending decisions. bt CITY COUNCIL MEETING MINUTES December 17, 2013 REGULAR MEETING 7:00 P.M. Mayor Harycki called the meeting to order at 7:03 p.m. Present: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Staff present: City Administrator Hansen City Attorney Magnuson Police Chief Gannaway Community Development Director Turnblad Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Cub Scouts from Rutherford/Lake Elmo led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of December 3, 2013 regular and recessed meeting minutes Motion by Councilmember Menikheim, seconded by Councilmember Pol ehna, to approve the December 3, 2013 regular and recessed meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Resolution 2013-212, Certificate of Appreciation - Sheila Wiegand Mayor Harycki read the Certificate of Appreciation for Sheila Wiegand and the Council wished her the best in her retirement. Motion by Councilmember Kozlowski, seconded by Councilmember Weidner, to adopt Resolution 2013-212, Certificate of Appreciation - Sheila Wiegand. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None City Council Meeting December 17, 2013 Page 2 of 4 OPEN FORUM There were no public comments. STAFF REPORTS Police Chief Gannaway reminded the Council that Toys for Tots ends at noon Thursday. Also, downtown sidewalk snow removal enforcement has begun. Community Development Director Turnblad noted the upstairs offices will be in disarray for about two weeks due to remodeling. City Administrator Hansen remarked that downtown sidewalks are looking much better and businesses are cooperating on snow removal. He thanked the downtown businesses. He also wished the Council and public Happy Holidays. Councilmember Menikheim expressed concern that that the residential and downtown areas should be treated the same in priority as far as snow removal and felt there is room for improvement. Councilmember Polehna responded that staff has stepped up efforts and should let the Council know if they need additional equipment. Councilmember Kozlowski stated that there are some places where tickets should be issued. City Administrator Hansen noted the first snowfall was tough - it froze like stone. Staff is dedicated to doing a better job than last year and open to ideas. Business owners are not ready to initiate a special taxing district, but he has not given up on the idea yet. Stillwater is not comparable to other cities, due to Main Street being a State Highway and has more than a couple city blocks in the downtown area requiring snow removal. Public Works Director Sanders informed the Council that the City has received a Mn/DOT permit to begin the snow removal on Main Street/Highway 95. CONSENT AGENDA Resolution 2013-203, directing payment of bills Resolution 2013-204, approving contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2013-205, approving issuance of an on-sale and Sunday liquor licenses to LoLo American Kitchen LLC dba: LoLo American Kitchen Possible purchase of furniture for secretary – Community Development Resolution 2013-206, approval of quote for remodeling with Barton (Community Development) Resolution 2013-207, approval of Wolf BierCycle annual license Resolution 2013-208, approval St. Croix Boat & Packet dock permit Resolution 2013-209, approval of Parking Ramp cleaning contract Resolution 2013-210, renewal of Towing License for 2014 Possible approval of 22nd Annual Brine’s Bocce Ball Tournament – February 22, 2014 Possible approval of capital release – Library Resolution 2013-211, approval of Fire Protection Contract with the City of Grant City Council Meeting December 17, 2013 Page 3 of 4 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 g) Community Development Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None Joe Ehlenz and Brad Nordeen, owners of LoLo American Kitchen, spoke about their business. PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Possible adoption of resolution extending local lodging tax, established by Ordinance 1025, until January 31, 2014 City Administrator Hansen noted that the resolution extends the taxing authority until a report on the tax can be brought before the Council. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adopt Resolution 2013-213, adoption of resolution extending local lodging tax, established by Ordinance 1025, until January 31, 2014. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None COUNCIL REQUEST ITEMS Beyond the Yellow Ribbon update Councilmember Polehna informed the Council that another pheasant hunt for the troops coming home from Afghanistan will take place in March. He also complimented organizers of the Twinkle Parade on Saturday. City Council Meeting December 17, 2013 Page 4 of 4 ADJOURNMENT Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to adjourn the meeting at 7:43 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2013-203, directing payment of bills Resolution 2013-204, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. Resolution 2013-205, approving issuance of an on-sale and Sunday liquor licenses to LoLo American Kitchen LLC dba: LoLo American Kitchen Resolution 2013-206, approval of quote for remodeling with Barton 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 Resolution 2013-208, approval of dock permit for St. Croix Boat and Packet Resolution 2013-209, approval of Parking Ramp cleaning contract with St. Croix Boat and Packet Resolution 2013-210, renewal of Towing License for 2014 Resolution 2013-211, approval of Fire Protection Contract with the City of Grant Resolution 2013-212, Certificate of Appreciation - Sheila Wiegand Resolution 2013-213, adoption of resolution extending local lodging tax, established by Ordinance 1025, until January 31, 2014 EXHIBIT "A" TO RESOLUTION #2014-001 Page 1 LIST OF BILLS Adams Dave Reimburse for work boots 134.99 Advanced Sportswear Tshirts with logo 252.00 Amana McGann Inc labor ticket dispenser 110.00 Aramark Uniform Services Inc Mats & Uniforms 1,213.78 AS CAP Annual license fee 330 .00 Aspen Mills Uniforms 753 .17 Assoc. of MN Building Official 2014 membership dues 200.00 Association of Training law enforcement training 100.00 Babcock Matthew Reimburse for work boots 145.95 Bald Eagle Sportsmens Assoc. Range fees 225.00 Board of Water Commissioner WAC Charges 3,861.00 Brownells Inc Supplies 332.88 Burlew Michele Refund of parking ramp fee 5.00 Carquest Auto Parts Supplies 19.57 COW Government Inc . Ken keyfolio pro iPad air 305.92 Century College Law enforcement training 1,950.00 Century Link Phone 166.68 Chalmers Phil Juvenile Homicide Resistance Training 99.00 City of St. Paul Training course 195.00 Com cast TV Internet & Voice 549 .21 Condusiv Technologies Maintenance 620 .66 Daleo Canst shield and surface prep 700.63 Delta Dental Plan of Minnesota AP COBRA 168.40 Denucci Cody Reimburse for work boots 49.94 Fastenal Company Supplies 184.00 FleetPride Hose 36.04 Galls Uniforms and supplies 226 .52 Goodin Company Flow switch 117.83 Grainger Electronic ball valve 268.45 H&H Buying & Selling Inc ANI6GNO 764.16 H&L Mesabi Supplies 742.35 Hardrives Inc . 2012 Street Project 45,885.01 Heritage Printing Inc. AP Checks 766.17 Holiday Credit Office Fuel 389.45 Iceman Industries Inc. SOS Stockpile treatment 1,042 .03 KFD Training and Consultation LLC LEADS Training 387 .00 Kirvida Fire Inc. Repair 1,948.02 Kuehn Michael Reimburse for work boots 129.99 Loffler Companies Inc. Network support 72.14 Machovec Inflatable PFD, wroksuit, rearm kit 1,264.32 MacQueen Equipment Inc. Repair 4,537 .49 Madden Galanter Hansen LLP Labor relations services 96.00 Maximum Solutions Annual Software & Training 2,650 .00 Me nards Supplies 990.65 Metropolitan Council Monthly SAC 7,231.95 EXHIBIT "A" TO RESOLUTION #2014-001 Page 2 Mississippi Welders Supply Co . Acetylene and oxygen 59.47 MN Department of Agriculture 2014 pesticide ap license renewal 30.00 MN Dept of Labor and Industry Quarterly Surcharge 2,761 .76 MN Ice Arena Managers 2014 Annual membership 180.00 MN State Fire Chiefs Assn Membership dues 189.00 MN State Fire Department Assoc Membership dues 385.00 Modern Heating HVAC Unit labor 217 .50 Municipal Emergency Services Supplies 263.53 NAPA Auto Parts Supplies 602.73 National Fire Protection Association 2014 subscription for Stuart Glaser 1,330 .50 North American Safety Gloves 36.00 North American Salt Co . Salt 13,141.62 Northeast WI Techn ical College Tuit ionS Hansen 175.00 Office Depot Office supp l ies 156.16 Oxygen Service Company Oxygen 308.42 Performance Plus LLC Medical evaluations 2,270.00 Postmaster Renew Permit# 206 200 .00 Qu i ll Corporation Office supplies 63.01 Rem ax UB Refund 112.00 Riedel! Shoes Inc . Skates 492.41 S& T Office Products Office supplies 134.00 Sand Creek Group LTD 2014 Contract 1,977.52 Schwaab Inc. Notary stamp 39 .65 Sherwin Williams Hotline white 470.00 Siegfried Constuction Company Repair ballard and canopy post 394.50 Spaulding Mfg Inc Supplies 91.84 Spr i ngbrook Software Inc. Migration contract payment 16,950.00 Sprint PCS Cell phone 111.07 Stillwater Firefighters Assn GE Profile Refrige r ator 500.00 Stillwater Med ical Group Immunization 211.67 Stillwater Motor Company Oil change 35.04 Streiche rs Ammo 2,383 .31 Sunlit Photography Photography 140.00 T.A . Schifsky and Sons Asphalt 289.65 Telemetry and Process Controls Correct radio comm issue 6,130 .60 Tessman Seed Co. St . Paul Ice melt 472 .92 Thomson Reute r s Info charges 102 .96 Toll Gas and Welding Supply Cylinders 40 .68 Tri-State Pump and Controls Inc. Labor on pump 748 .13 United Refrigeration Inc Reznor pilotassm kit 93.92 USAble Life Term Life Insurance 432 .00 Ve r izon Wireless Phones 1,888.32 Washington County Public Safety Radio 4th Qtr Monthly User fees 8,901.78 Washington County Sheriffs Office Q4-13 MDCs 6,000.00 Waste Management-Blaine Trash waiver 40.28 Wheelco Truck and Trailer Parts lnsta chain unit 2,071.42 Wingfoot Commercial Tire Tires 1,210 .00 EXHIBIT "A" TO RESOLUTION #2014-001 Page 3 Yocum Oil Company E-Z Wash Works Package 10,897 .38 Ziegler Inc . Repair 345 .85 CREDIT CARDS Tom Ballas Active 911 Subscription 19.40 Hangsafe Hooks Hooks 26 .25 Best Buy LED HDTV 393 .49 LIBRARY 3M Ma i ntenance agreement 27,612 .00 American Library Association Membership fee 198.00 Aramark Uniform Services Inc Mats and towel service 62 .37 Ave net Web Solutions LLC Annual service package 650.00 Baker and Taylor Materials 1,369 .13 Bertalmio Lynne Staff reimbursement 12.95 Blocher Carolyn Staff reimbursements 30 .28 Brodart Co Materials 941.90 Com cast Telecommunications 56.90 Ebsco Publishing Periodicals 6,954.26 Lakeshore Learn i ng Materials Chilrens room equipment 275 .95 Midwest Tape Materials 450 .39 Office of Enterprise Technology Telephone 340 .22 Paper Roll Products Supplies 59 .95 Petrie Angela Staff reimbursement 45 .47 River Moon Coffee Roasting Company M i nor equipment 600.00 Shelf Wiz General supplies 338.50 Stillwater Public Library Foundation Reimbursement 300.00 Toshiba Business Solutions Maintenance contract 44.48 Washington County Library Ebooks 2,672.39 Wash i ngton County Historical Society Materials 80 .00 Xcel Energy Energy 3,423 .49 DECEMBER MANUALS Felsch Chr is Reimburse for ammo 2,763 .16 MN Juvenile Officers Assoc iation 2014 Annual Conference & Membe 185.00 SW WC Serc ive Cooperatives Jan Retirees Insurance 1,975.50 RESOLUTION 2014-002 DESIGNATION OF DEPOSITORIES FOR 2014 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the following are hereby designated as City depositories for the year 2014: Central Bank Edward Jones First State Bank & Trust Lake Elmo Bank Merrill Lynch Minnesota 4-M Investment Fund Morgan Keegan/Raymond James Northland Securities Paine Webber Piper Jaffray Solomon Smith Barney U.S. Bank Wells Fargo Bank Adopted by the City Council this 7th day of January, 2014. Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk RESOLUTION 2014-003 DESIGNATING A RESPONSIBLE AUTHORITY AND ASSIGNING DUTIES IN ACCORDANCE WITH THE STATE OF MINNESOTA DATA PRACTICES STATUTE WHEREAS; Minnesota Statutes, Section 13.02, Subd. 16, as amended, requires that the City of Stillwater appoint one person as the Responsible Authority to administer the requirements for collection, storage, use and dissemination of data on individuals, with the City; and WHEREAS, the Stillwater City Council shares concern expressed by the Legislature on the responsible use of all City data and wishes to satisfy this concern; and WHEREAS, the City Council has appointed an administratively qualified Responsible Authority as required by the statute in the past; and WHEREAS, the Stillwater City Council wishes to update the appointment for 2014. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater appoints Larry D. Hansen, City Administrator, as the Responsible Authority for the purposes of meeting all requirements of Minnesota Statutes, Chapter 13, as amended, and with rules as lawfully promulgated by the Commissioner of Administration as published in the State Register. BE IT FURTHER RESOLVED, as follows: 1. To ensure that all individual data is available to the Responsible Authority and Data Compliance Officer all personnel, background investigation (raw and summary data), training, disciplinary and medical files shall be retained in a secure location as deemed appropriate by the Responsible Authority (City Administrator) and Data Compliance Officer (City Clerk). 2. That the Responsible Authority shall require the requesting party to pay the actual cost of making, certifying and compiling copies and of preparing summary data. Adopted by the City Council of the City of Stillwater this 7th day of January, 2014. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Memorandum To: Mayor and City Council From: Diane Ward, City Clerk Date: 12/30/2013 Re: Designation of Legal Publications for 2014 The City has received the attached proposals from The Stillwater Gazette and Press Publications to provide legal publication services to the City as follows:  Gazette’s rates are $4.35 per column inch for the first insertion, ($3.50 per inch for subsequent insertions of the same legal notice)  Press Publications’ rate is $6.35 per inch The legal publications have been published in the Gazette for many years, and even though their publications have been reduced to Wednesday and Friday, the requirements for legal publications have been met. Occasionally there is a need to publish before the next deadline for the Gazette, so the Pioneer Press is an excellent resource for those situations. RECOMMENDATION: It is recommended that the City continue with the Stillwater Gazette for its legal publications and also designate the St. Paul Pioneer Press as a secondary legal publication should the need arise. ACTION REQUIRED: If Council agrees with the recommendation, they should pass a motion adopting a resolution designating the Stillwater Gazette for legal publication, designating the St. Paul Pioneer Press as a secondary legal publication and approving the 2014 contract with the Stillwater Gazette. DESIGNATING THE STILLWATER GAZETTE AS THE CITY’S LEGAL PUBLICATIONS AND APPROVING CONTRACT WITH THE STILLWATER GAZETTE FOR 2014 WHEREAS, the City is required to designate a legal newspaper every year; and NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council as follows: 1. The Stillwater Gazette is hereby designated as the City’s official publication for all legal notices; 2. The St. Paul Pioneer Press is hereby designated as the City’s secondary publication for legal notices should the need arise; and 3. That the contract for the Stillwater Gazette is hereby approved and authorizes the Mayor and City Clerk to sign the contract on behalf of the City. Adopted by the Stillwater City Council this 7th day of January, 2014. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk AGREEMENT FOR OFFICIAL NEWSPAPER - CITY OF STILLWATER LEGAL NOTICES FOR THE YEAR 2014 THIS AGREEMENT, made and entered into this 7th day of January, 2014, by and between THE STILLWATER EVENING GAZETTE, hereinafter called the "Contractor", and the CITY OF STILLWATER, a municipal corporation of Washington County, Minnesota, hereinafter called the "City". WITNESSETH, that the Contractor and the City, for the consideration hereinafter specified, agree as follows: 1. The Contractor agrees that The Stillwater Evening Gazette is, and for the term of this contract shall continue to be, a Qualified Newspaper in accordance with the laws of the State of Minnesota, §331A.01, having general circulation in the City of Stillwater. 2. That for and during the calendar year ending December 31, 2014, the Contractor will publish all legal notices in The Stillwater Evening Gazette. 3. The publications to be in accordance with instructions provided by the City Clerk as to date and frequency. 4. That all of the publications shall generally conform with established standards of quality previously provided the City. 5. In accordance with the Specifications for City of Stillwater publications for 2013 Legal Advertising on file with the Office of the City Clerk and using 7 point - 8 leading Helvetica type and a standard advertising unit width, the cost per column inch for official City publications shall be: First insertion: $4.35 per column inch Second, and each subsequent insertion: $3.50 per column inch IN WITNESS WHEREOF, the parties hereto have executed this Agreement as of the day and year first above written. In presence of: THE STILLWATER EVENING GAZETTE In presence of: CITY OF STILLWATER Diane F. Ward, City Clerk Ken Harycki, Mayor Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: 1/2/2014 Re: Crusin on the St. Croix Special Event & Contract Attached is the contract for the 2013 Crusin on the St. Croix. The Greater Stillwater Area Chamber of Commerce has made application for Cruisin’ on the Croix. The vintage and hot rod car show would be held from 4 – 9 PM on 13 Wednesday evenings from June 4 – August 27. With the new festival “Log Jam” being set up beginning on Thursday July 17th, the Car Show should be able to take advantage of the Wednesday, July 16th date. The organizer is proposing to use Lot 4 (next to Water St Inn), Lot 5 (new small lot east of Water St Inn parking lot and just north of Myrtle), Lot 7 (both east of the trail and north of Rivertown’s parking), and Lot 8A (paved lot abutting Desch Building). Lot 5 would be for vendors, the rest for participant cars. (See attached graphic for location of lots.) Assuming that the 2014 rates stay the same as they are in 2013 (which won’t be known for sure until Council adopts the 2014 Fee Schedule), then the parking spaces will cost $1.50/space/day1. The event is planned to run on 13 dates (if allowed during Log Jam week). The identified parking lots have an estimated total of 175 spaces. The actual number will have to be verified after all paving is completed and striped. If all these assumptions are correct, the parking fee would be a total of $3,412.50. This is the equivalent of $262.50 for each event date. For comparison purposes, in 2013 the event paid $154.50 per event date for 109 spaces (13 dates). In 2012 Crusin’ on the Croix would have paid $211.36 for each of their 11 event dates, but upon request the City Council reduced that fee by 50% to $105.58 per date. On a 4-1 vote (Commissioner Junker voting no), the Parking Commission recommended approving the use of the requested lots on the 13 event dates for the fee as adopted in the 2013 Fee Schedule. This amounts to a total of $3,412.50. As part of the Special Event Policy, it should be noted that City services (parking & amphitheater fees) will be charged and the due date for insurance and fees would be May 15, 2015. ACTION REQUIRED: If Council wishes to approve the special event and contract they should pass a motion adopting a resolution entitled “Approval of 2014 Cruisin’ on the St. Croix Special Event and Contract”. 1 Mid-week rate during summer season. RESOLUTION 2014-005 APPROVING 2014 SPECIAL EVENT AND CONTRACT CRUSIN ON THE ST. CROIX BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the 2014 Crusin on the St. Croix Special Event and Contract, between the Greater Stillwater Chamber of Commerce and the City of Stillwater is hereby approved and authorizes the Mayor and City Clerk to sign the contract. Adopted by the City Council of the City of Stillwater this 7th day of January 2014. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk 2014 STILLWATER CRUISIN’ ON THE ST. CROIX CAR SHOW THIS AGREEMENT between the City of Stillwater, Washington County, Minnesota (“City”), in conjunction with the 2014 Stillwater Cruisin’ on the St. Croix Car Shown, part of a community wide celebration of the City (the “Event”); and Greater Stillwater Chamber of Commerce a Minnesota non-profit corporation (“Organization”). 1. Car Show. The City has encouraged this hot rod and vintage car show in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. Substantial changes in the layout/format/duration of the Event will not be made by the Organizer at any time without advanced notice to the City. 2. Dates and Hours of Event. Operations are limited as follows: June 4, 11, 18, 25, July 2, 9, 16, 23, 30 August 6, 13, 20 27, 2014 (13 dates) from 4:00 p.m. to 9:00 p.m. 3. Event/Alcohol. No alcohol will be served during this Event and no Other Alcohol or Coolers are allowed. 4. Signs. The Organization will post signs, the number and content of which must be approved by the City Police Chief, describing the regulations prohibiting liquor as well as the prohibition against participants bringing their own liquor into the park. 5. Noise Control. The Event is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential ar ea on the bluffs on the north, west and south edges of the downtown. 6. Barricade Placement Setup. Lessee shall place barricades no later than 8:00 a.m. at the parking lot entrances on Lot 4, 5, 7 and 8 as designated by the Public Works Department. This will inform users of the parking lot use prior to the start of the Event. 7. Police Power. The City reserves the right to order a shutdown of the Area in the Event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. In that Event, the Organization must assist the police in the clearing of the Area. 8. Use of Parking Lots. The Lessee is aware and will inform all vendors and Event participants that staking into the asphalt for tents, etc. is not allowed (any damage repair will be paid for by the Event Organization). The Event is given use of Lot 4, 5, 7 and 8 and the Organization agrees to pay the City for said spaces according to the parking space fees adopted by the City Council in January 2013. 9. City Improvements. The Organization understands and acknowledges that the City may be completing grading, parking lot improvements and park improvements in the area of the Event and in order to accommodate this construction and staging activities the City reserves the right to which parking lots may be used by the Organ ization for this Event to accommodate any City improvements in the Event area. 10. Trash Enclosures. Lessee shall furnish trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event(s) or obtain trash receptacles from the Page 2 of 3 City at an additional cost. Lessee shall make certain that all trash is picked up during and after each Event. Lessee shall remove any excessive garbage that does not fit within the receptacles and disposed in an off-site trash dumpster. The City reserves the right to require additional receptacles should the Lessee not remove excess garbage from the Event. 11. Park Property. Lessee shall ensure that no vehicles drive on any City’s park property. In the event that damages occur to the City’s property, the Organization shall pay for any restoration of the park as determined by the City. 12. City Services. The type and amount of materials needed for the Event will be determined by the Public Works Superintendent. The Organization shall stock the existing restroom facilities in Lowell Park and the Pedestrian Plaza Restrooms during the event with supplies provided by the City. The Public Works Superintendent will determine if additional portable toilets are required to augment existing facilities. The Organization may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater Event permit fee schedule. All extra trash/or trash receptacles and barricades must be removed by 7:00 a.m. the following morning of each day of the event. If not removed by 7:00 a.m. the Organizer will reimburse the City for costs incurred in removing the extra trash/or trash receptacles and barricades. 13. City Costs. Organizer will prepay the City for the estimated costs of the City Police Department, Public Works Department, and Fire Department estimated as determined by the City Administrator for city services needed to safely conduct and maintain the Event or any supporting activities. The payment of estimated costs and costs incurred at the time of the billing (i.e. neighborhood meeting expenses and/or city equipment) shall be received by the City no later three (3) weeks before the Event. Failure to make the payment will result in the cancellation of the Event. 14. Insurance, Hold Harmless, and Indemnity. Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement; and further, Organizer agrees to provide to the City evidence of insurance coverage of at least the amount of the maximum liability of the city as set forth from time to time in Minnesota Statutes Section §466.04, covering claims that might be brought against them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy “as their interest may appear” by no later than three (3) weeks before the event. 15. Hold Harmless and Indemnify. The Organization agrees to hold the City harmless and to indemnify and defend the City with regard to any claims, causes of action, or demands that might be brought against the City arising out of the activities in the area. 16. The Application for the Event as submitted by the Organization is considered part of this Contract and any representations of the Organization or conditions imposed by the City are restated as if fully set forth in this Agreement. Page 3 of 3 IN WITNESS WHEREOF, the parties have set their hands this _______ day of ____________________________________, 2014. CITY OF STILLWATER _________________________________ Ken Harycki, Mayor Attest: __________________________________ Diane F. Ward, City Clerk STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this ___________day of April, 2014, before me, a Notary Public within and for said County, appeared Ken Harycki and Diane F. Ward, to me personally known, that they are, respectively, the Mayor and City Cl erk 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 GREATER STILLWATER CHAMBER OF COMMERCE _________________________________ By: Todd Streeter, Executive Director STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this _______ day of April, 2014, before me, a Notary Public within and for said County, appeared Todd Streeter, to me personally known, who, being duly sworn, did say that he is the Executive Director of the Greater Stillwater Chamber of Commerce and that this instrument was signed as the free act and deed of the corporation. _______________________________ Notary Public EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 Office Use Only Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees . Date Application Received ------ Date of Application: / t2 _. /&--/ '3 , Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Cruisin' on the Croix: Stillwater's Hot Rod and Vintage Car Show Event Date/Time: Wednesday 6AM BAM Set up: Date Time to ~~-9--~ Actual Event: Wednesday 3PM 9PM Date Time to Thursday 6AM ?AM ~~~"' 1.\-/ Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council Location (Address) of Event: North Lowell Park from Chestnut Street north to Mulberry Street (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) _Please ~ Estimated Attendance (participants and spectators): 1000 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Greater Stillwater Area of Chamber of Commerce Mailing Address: 200 East Chestnut Street City, State, Zip Code: Stillwater, MN 55082 Primary Contact/ Applicant Name: Scott Zahren Phone Number: 651-351-0262 Fax: Cell Phone: 651-494-8657 Email Address: alescigallery@gmail.com Website Address: https://www.facebook.com/pages/Cruisin-on-the-Croix-Stillwaters-Hot-Rod-Vintage-Car-Show/88830038621 Name of contact person during event: Scott Zahren Cell Phone: 651-494-8657 Alternate contact during event: Erin Bachmann Cell Phone : 763-222-3988 Refer media or citizens inquires . ~ott Zahren Phone: 651-494-8657 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 'i/k1J6t 5~E~ft,~ h;f I I direction with arrows. ~ Event Features Will any signs/banners be put up No D Yes ~ Number and size: six banners 3X8 Will there be any inflatables? No ~ Yes D Insurance certificate from rental vendor is required Will there be entertainment? No D Yes ~ What type: Live Music Fees for electricity may apply see Instructions Will sound amplification be used? No D Yes ~ Hours and Type: 6PM to 9PM Will a stage or tent(s) be set up? No D Yes !&] Dimensions: 10X10 Will there be temporary fencing? No ~ Yes D Will merchandise/food items be sold? No D Yes !&] How many 3 Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No D Yes ~ Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No D Yes !&] Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No ~ Yes D See Alcohol Regulations in the Instructions Will alcohol be sold? No ~ Yes D See Alcohol Regulations in the Instructions Will there be a fireworks display? No IX] Yes D Permit required, contact Stillwater Fire Department, 651-351 -4950 Describe power needs and location of power source. Power for three vender's and one band. The power source east of the Water Street Inn parking lot along city parking lot #5 and the new band shell east of the Pedestrian Walkway. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Radio, press release, flyer's and social ~~ 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 D Start/End Time: Date: City Sidewalks or Trails No !&] Yes D Start/End Time: Date : Public Parking Lots or Spaces No D Yes ~ Start/End Time: BAM to gpM Da~~xhi ~ -Fees may apply Will event need barricade(s)? No l&l Yes D Number needed: We will provide. see Instructions Will extra oicnic tables be needed? No IXl Yes n Number needed: Fees may apply .. Will portable restrooms be needed? No I&] Yes 0 Number needed: We will provide. Fees may apply see Instructions Will extra trash receptacles be needed? No ~ Yes 0 Number needed: We will provide. Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: We are providing trash containers. Trash will be monitored through out the event and taken care of on an as needed basis. Clean up will follow the event. Final cleanup will take place the following morning. Will event need traffic control? No ~ Yes 0 Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: We monitor the crowd and provide the necessary control. In addition to which we are constantly providing control as cars come and go. Wiii"No Parking Signs" be needed? No 00 Yes 0 Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No I&] Yes 0 If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: N/A Will event need EMS services? No l&l Yes 0 Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: First aid kit on premises. Describe the emergency action plan if severe weather should arise: Direct audience to the Water Street Inn. 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, 1 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 Stillwater and is a release of liability. October 18, 2013 Exhibit A 2014 Cruisin' on the Croix: Stillwater's Hot Rod and Vintage Car Show There's nothing better than a summer evening spent down by the river in downtown Stillwater. Cruising on the Croix provides a great free, family-friendly event every Wednesday in June, July and August and from 4:00 to 9:00pm. The first 200 cars will receive a dash plaque. There will be live music each day from 6:00 to 9:00. The show will be downtown along the scenic St. Croix River stretching from Chestnut Street north to Mulberry. Vendors will be on hand selling the usual car show fare: Hot Dogs, Hamburgers, Kettle Korn, tacos, French Fries, Cheese Curds, and so forth . Lots of free giveaways! This is a free event! ! Dates of event : 1) June 4, 11 , 18, 25 2) July 2, 9, 16, 23, 30 3) August 6, 13, 20, 27 Time of event : 4PMto9PM Bring the whole family out to check out the great vintage rides and soak up the summer sun! Lowell Park Stillwater 55082 Scott Zahren 651-494-8657 hopehouse9@aol. com www.discoverstillwater .com www . ilovestillwater . com ~l!LJ :::::,~~:•re I ~~~~~~ L-----' • Parking ramp with -·- • 13 free parking lats with over 750 parlting spots • 2 pay lots with 208 spots 250 spots New Sti llwater Chamber .*.0-1 ""',_ .-:='"--E..., 200 Chestnut Street East U - #204 .... =.:-.:" 651-439-4001 - r D ! ~ :;: 0 i • FREE PARKING 4 Hour limit LDt 4 Bridge Lot Lot 5 Mulberry POint Lot Lot 7 Water St lot LDt 12 01~ St. & 2nd Lot Lot 13 UBC Lot 3 Hour Umit Lot 3 Cllestnut Sl Lot Lot 6 Maple lsfand Lot 24 Hr. Parking lot 8 Rai lroad Lot lot 9 North Main St. St. Croix River LIMITED FREE PARKING After 6 pm and All Day Sat. and Sun. LDt 14 Riverview Lot (Cub) Lot 15 Mulberry St Lot lot 10 Mulberry StJSecond St. lot r • Stillwater Is a handicap friendly city willl 31 designated spGts. All city owned lots have handicapped parlting. • All on street par1<11111 is three hour limit unless otherwise designated. Posted ti me limits will be enforced year round. • II you received a parking ticket you can pay the ticket over the phone by calling 651-430~ weekelays. • During special events parking may be altered . • Lot 7 has permit parking In 50 spots only as marked on slto . ' \ STILLWATER PARKIN~ RAMP: ® DaUy Rate (M-F) ••.•••. $3.00 Weekends ............ $5.00 Special Even1s ••.•.•... $1 0.00 Vouchers available 25 minimum Contact City Hall: 651-430-8800 250 spots available PUBUC RESJROOMS *No boat or trailer parking on any street or parking lot in tile downtown business district AUr"DAIOTIVE SERVICE' ricks36.com waterstreetinn.us Every Wednesday This Summer J'UNE 5th through AUGUST 28th FESTIVITIES RUN FROM 5:00PM TO !O:OOPM Lowell Park in Downtown Stillwater J'une 5, 2013 -Dana J'une 12~ 2013 -:Juke Box J'UA8 19, I<OCcJM KlJIIOZ This Love of Mine Hudson Chevrolet GMC Leos Grill & Malt Shop · _j§l_ ~1'...-CR-EAT-ERST-Il.LWA-...:JER FOR MORCOE NI~AFOCT:~MATION STILLWATER CHAMB ER 1 ' • ., CERTIFIED -_ __.._.,... _____ --- =r("L...---L. ujCOMMERCE Scott at 651-494-8657 STill WATER i<. OAK PARK HEIGHTS WN\"DITlON M~P Vl'ilTOJS IIURL\U www.dlscoventll\Wdtl!T.COm or Swanee at 715-377-2725 ' TRANSMISSION <AnyTime i/~ B~_nd"> ltll:'!l \\ \~1-tH 1 . . Vtsit www.discoverstillwater.com or www.ilovestiUwater.com for rnore information and u Qtes RESOLUTION 2014-006 APPROVING CLEANING SERVICES CONTRACT WITH DAN CLARK BE IT RESOLVED, by the City Council of Stillwater, MN that the cleaning services contract from January 1, 2014 until December 31, 2014 between the City of Stillwater and Dan Clark, as on file with the City Clerk, 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 7th day of January 2014. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Page 1 CLEANING SERVICES CONTRACT THIS CONTRACT, is made this ________ day of ____________, 2014, between the City of Stillwater, a Home Rule Charter 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 Dan Clark (“Clark”). RECITALS The City desires to retain the services of Clark to provide cleaning services for Stillwater City Hall. Clark 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 Clark as follows: SECTION I. NATURE OF WORK Clark will perform cleaning, sweeping and maintenance services for City Hall/Public Works within the scope of work described by the City Administrator. The methods of accomplishing the work will be determined by Clark and all tools of the trade will be supplied by Clark. SECTION II. COMPENSATION 1. City will pay Clark on a bi-monthly basis in accordance with the schedule on the attached Exhibit “A.” The ordinary and necessary business expenses incurred by Clark and attributable to the work will be reimbursed by the City provided that prior written approval is given by the City Administrator. 2. Clark shall submit an invoice to the City to receive payment for services. The invoice shall contain a description of the services rendered including the dates and hours the work was performed. The City shall pay Clark within seven (7) days from the date of the next regularly scheduled City Council meeting after the invoice is submitted to the City. SECTION III. STATUS OF CLARK This Contract calls for the performance of the services of Clark as an independent contractor and Clark will not be considered an employee of the City for any purpose. Page 2 SECTION IV. WORK STANDARDS Clark 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 Clark, its agents, servants or employees as a consequence of any act or omission on the part of Clark or its agents, servants or employees while engaged in the performance of this Contract shall in no way be the obligation or responsibility of the City. Clark 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, inc ur or be required to pay, arising out of or by reason of any negligence or willful act or omission of Clark, its agents, servants or employees, in the execution, performance or failure to adequately perform Clark’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. 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 Clark will not assign this Contract nor any of the rights and duties hereunder without the prior written consent of the City. SECTION IX. WRITTEN NOTICE All communications regarding this Agreement should be sent to Clark and the City at the addresses set forth above, unless notified to the contrary. Page 3 SECTION X. 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 (60) days written notice to terminate the agreement by the party. IN WITNESS WHEREOF, the parties set their hands this _______. January, 2014. CITY OF STILLWATER, a Minnesota municipal corporation Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk Dan Clark STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this ____ day of ______________________________. 2014, before me, a Notary Public within and for said County, appeared Ken Harycki and Diane F. Ward, who, being by me duly sworn, did say that they are, respectively, the Mayor and City Clerk of the City of Stillwater, and that this instrument was signed and sealed in 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 STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was sworn to and subscribed before me this _____ day of ________________________, 2014, by Dan Clark. Notary Public Page 4 EXHIBIT A Payment will be bi-monthly (2 times per month) at $867.50 per payment (approved at 1st & 3rd Council meeting every month) for the following: I. ESSENTIAL FUNCTIONS A. Maintain the cleanliness throughout City Hall including, but not limited to: dusting, polishing, straightening furniture, vacuuming, sweeping, mopping, scrubbing floors and stairwells, stocking toiletries, cleaning bathrooms, etc. B. Notify Admin Department of repairs needed. C. Request supplies, materials and outside contracting work as needed. D. Lock doors, shut windows, turn off lights and secure building after cleaning to ensure building security. II. BATHROOMS A. Clean toilets, sinks, floors, mirrors, towel dispensers B. Empty trash C. Check supplies and refill as needed 1. Toilet paper 2. Hand soap 3. Towel dispenser 4. Sanitary seat covers D. Scour hard water deposits III. STAIRWELLS FRONT AND BACK A. Sweep B. Mop C. Dust railings and window sills IV. FLOORS A. Vacuum B. Mop C. Wax V. WALLS A. Wipe when necessary Page 5 VI. LIGHT FIXTURES IN FRONT LOBBY A. Dust, remove bugs VII. ENTRY AND RECEPTION AREAS, COUNCIL CHAMBERS, CONFERENCE ROOMS, COMMON AREAS, OFFICES A. Ensure areas are presentable to the public B. Vacuum, sweep or mop all floors C. Wipe down and disinfect public counters weekly D. Clean glass on front doors and Police Department window E. Clean window sills F. Empty trash and recycling (keep separate) VIII. MOPPING A. All bathrooms B. Front stairs C. Rear stairs D. Other areas as needed IX. MISCELLANEOUS A. Wipe stairway handrails and window sills X. LUNCHROOM A. Vacuum, sweep or mop all floors B. Empty trash and recycling (keep separate) C. Wipe down table, counter top and appliances D. Clean window sills RESOLUTION 2014-007 APPROVING EXHIBIT A AS IT RELATES TO RESOLUTION 2013-057 RESOLUTION ESTABLISHING PROCEDURES RELATING TO COMPLIANCE WITH REIMBURSEMENT BOND REGULATIONS UNDER THE INTERNAL REVENUE CODE Declaration of Official Intent The undersigned, being the duly appointed and acting Finance Director of the City of Stillwater, Minnesota (the "City"), pursuant to and for purposes of compliance with Treasury Regulations, Section 1.150-2 (the "Regulations"), under the Internal Revenue Code of 1986, as amended, hereby states and certifies on behalf of the City as follows: 1. The undersigned has been and is on the date hereof duly authorized by the City Council of the City to make and execute this Declaration of Official Intent (the "Declaration") for and on behalf of the City. 2. This Declaration relates to the following project, property or program (the "Project") and the costs thereof to be financed: 2014 Capital Outlay Purchases - $1,580,000.00 3. Each expenditure to be reimbursed from the Bonds is or will be a capital expenditure or a cost of issuance, or any of the other types of expenditures described in Section 1.150-2(d)(3) of the Regulations. 4. As of the date hereof, the statements and expectations contained in this Declaration are believed to be reasonable and accurate. Adopted by the Stillwater City Council this 7th day of January, 2014. __________________________________ Ken Harycki, Mayor ATTEST: ___________________________________ Diane F. Ward City Clerk MEMORANDUM To: From: Date: Subject: Mayor and Council Rose Holman, MIS Specialist ~ January 3, 2014 Purchase of camera system for new squad car Purchase for a new camera system for the new squad car. We have been phasing in new camera systems for the squad cars and have money in capital outlay to replace several this year . Since this new car is being delivered in January, it would cost the City less to install the new sytem so we don't have to pay twice to have the equipment installed. Total cost of the camera system is $5342.00. ~~~ tJ~~)~J , ~ !) Mobile-Vision, Inc. 90 Fann y gd, Boonton , NJ 0/005 T 800-336-M75 F 973-257-3024 Sold To Stillwater Police Department Rose Holman 216 North 4th Street Stillwater, MN 55082 Phone 651-430-8804 Fax 651-351-4940 Salesperson "" .. ~. ' ~•• • '-~ -·~• .~N' - Mike Ries Line Qty SKU ~·· 1 MVD-FB3DVS 2 1 MVD-IR-CAM2 3 1 MVD -DM2-24/55BK 4 1 MVD-FB-CK2 P.O. Number Description • _ __,.., NoW Flashback 3 Digital Video System Backseat Infrared Camera : Backseat camera for recording prisoner/rear seat area of vehicle. Stud mount antenna 18' cables (RF-195 & RG-174) with SMNSMA bolt configuration (not mag mount) black Dome Antenna Flashback Cable Kit: Center Console Mount DVR with Overhead Mount Monitor-13 feet Signing below is in lieu of a formal Purchase Order. Your signature will authorize acceptance of both pricing and product: Signed: Dated : L-3 Shipping Terms are FOB Boonton, NJ . By signing below you agree to waive your shippin!l terms and ship this order FOB Boonton , NJ . Signed: Dated: QUOTE Number 61883998 Date December 18 , 2013 Ship To Stillwater Police Department Rose Holman 216 North 4th Street Stillwater, MN 55082 Phone 651-430-8804 Fax 651-351-4940 Ship Via None Terms Unit Price . $4 ,9 97.00 $295.00 Ext.Price L Comments $4,997.00 $119.00 $199.00 $295.00 $0.00 $0.00 1 SubTotal 1 Tax S&H Total 5,292.00 TBD 50.00 5,342.00 Quo ta tion is valid for 6 0 days from date issu ed. These commodit ies , technology or softwa re we re exp orted fro m the Un:tcd States in ac co rd a nce with th e Exp ort Administration re gul ati on s . Dive rs ion con tra ry to US !aw is pro t1 ibi te ci .~t::lt~/1 f"H .... ::;$:1 I=' Po.:: ~t"'rl T-::."~vt.:u::. ·:::u·t:~: nf'\t lnt"ll !rlr.:'!ri 12/18/2013 2:1 5 p m Page i of 1 Memorandum To: From: Date: Mayor and City Council Shawn Sanders, Director ofPublic Works January 2, 2014% Subject: Acceptance ofWork and Final Payment 2012 Street Improvement Project (Project 2012-02) DISCUSSION The work on the above project has been completed. The contractor has submitted their applications for payment and required information to allow for final payments. If Council accepts the work and authorizes final payments the one-year warranty will begin. RECOMMENDATION Staff recommends that Council accept the work and authorize final payment to Hardrives, Inc. in the amount of$45,885.01. ACTION REQUIRED If Council concurs with staff recommendation, Council should pass a motion adopting Resolution No. 2014-_, ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2012 STREET IMPROVEMENT PROJECT (PROJECT 2012-02). ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2012 STREET IMPROVEMENT PROJECT (PROJECT 2012-02) WHEREAS, pursuant to a written contract signed between the City and Hardrives, Inc. for work on the 2012 Street Improvement Project (Project 2012-02) and their work has been completed with regard to the improvement in accordance with such contract, BE IT FURTHER RESOLVED: That the city clerk and mayor are hereby directed to issue a proper order for the final payment of$45,885.01on such contract, taking Hardrives Inc. receipt in full. Adopted by the Council, this 7th day of January 2014. Ken Harycki, Mayor Attest: -------------------------- Diane F. Ward, City Clerk RESOLUTION 2014-009 APPROVAL OF 2014 WINE & STRONG BEER RENEWAL FOR THE WEDGE & WHEEL WHEREAS, requests for renewal have been requested by the businesses by The Wedge & Wheel: and WHEREAS, approval is contingent upon receipt of all required documentation, completion of background investigations, and the fulfillment of all requirements for eligibility to hold a liquor and/or tobacco license in the City of Stillwater and any State of Minnesota agencies relating to establishments; and NOW THEREFORE, BE IT RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the renewal of the 2014 Wine with Strong Beer for The Wedge & Wheel 2014: Adopted by Council this 7th day of January, 2014. _________________________ Ken Harycki, Mayor ATTEST: _________________________________ Diane F. Ward, City Clerk ORDINANCE ____ AN ORDINANCE AMENDING CHAPTER 56 OF THE STILLWATER CITY CODE, TAXES AND ASSESSMENTS, SECTION 56-5, LOCAL LODGING TAX The City Council of the City of Stillwater does ordain: 1. AMENDING. The Stillwater City Code, Section 56-5, (1), “Effective Date” is hereby modified to read as follows: (1) Effective Date. This section will be in full force and effect from and after its date of publication and will establish the tax set forth in this section upon gross lodging receipts generated beginning on January 1st, 2014 and thereafter and, unless revised by action of the City Council, until December 31st, 2017, when the tax will sunset by operation of law. 2. SAVING. In all other ways, the City Code will remain in full force and effect. 3. EFFECTIVE DATE. This ordinance will be in effect from and after its passage and publication according to law. Adopted by the City Council of the City of Stillwater this 21st day of January, 2014. CITY OF STILLWATER Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk MEMORANDUM TO: Mayor and City Council FROM: Diane Ward, City Clerk SUBJECT: Possible 2014 Meeting Date Change and Additions Meeting Date Recommended Dates to Change To August 5, 2014 (Night to Unite) Tuesday, July 29 November 4, 2014 Tuesday, October 28, 2014 The Council usually has budget workshops in August. In the past, they have held them as follows: Recommended Dates 3rd Tuesday of August – 4:30 – 6:00 p.m. – August 19, 2014 4th Tuesday of August – 4:30 – 10:00 p.m. – August 26, 2014 At this time, these are the only changes. Should a conflict arise, I will bring the information for Council action. ACTION REQUIRED: Should Council agree with the above dates, they should pass a motion authorizing the 2014 date changes and setting dates for Budget Workshops. Memorandum To: Mayor and City Council From: Diane Ward, City Clerk Date: 12/27/13 Subject: Election of Vice Mayor DISCUSSION: As required by City Charter, Article VI, Section 6.02, the Council must elect one of the members to be vice mayor who will act as Mayor Pro Tempore during the temporary absence or disability of the Mayor. ACTION REQUIRED: Elect a vice mayor and adopt a resolution entitled “DESIGNATING COUNCIL VICE- MAYOR FOR 2014. DESIGNATING COUNCIL VICE MAYOR WHEREAS, Article VI, Section 6.02 of the Stillwater City Charter states the Council shall elect one of its members to be vice-mayor; and WHEREAS, on January 7, 2014 the Council held such an election; and WHEREAS, Councilmember ________ was elected by unanimous vote as Vice Mayor. BE IT RESOLVED by the City Council of Stillwater, Minnesota, that Councilmember ______________ is hereby designated a Council Vice Mayor. Adopted by the Stillwater City Council this 7th day of January, 2014. ________________________________ Ken Harycki, Mayor ATTEST: ________________________________ Diane F. Ward, City Clerk TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director DATE: January 3, 2014 RE: Agreement with County related to purchase of Aiple property BACKGROUND As the City Council is aware, Washington County was contacted early this year by Mrs. Aiple about selling her property as public open space. Since that initial contact, the County has been in conversations with the City and Mrs. Aiple’s attorney. In addition, the County has had an appraisal completed of the property and has secured over $3,000,000 in funds toward the purchase. The funds include a $1.25 million grant from the LCCMR and a grant for as much as $1.925 million from the Washington County legacy program. Currently the County is preparing to make a purchase offer. And though the County is the lead agency on the purchase, the City would own the land and maintain it. Therefore, prior to making the offer, an agreement is needed between the two public agencies to formalize their respective responsibilities. Such an agreement has been through several draft versions and is considered acceptable to both City and County staffs. The agreement is attached. If the City Council approves it on January 7, 2014, the County Board will consider it during their morning meeting of January 14. If both bodies approve, the County staff would make an offer the afternoon of January 14. HISTORY OF CITY ACTIONS On January 8, 2013 the City Council unanimously expressed interest in the concept of purchasing the Aiple property for public open space purposes with the City taking lead on management and maintenance of the property. Aiple Property Agreement January 3, 2014 Page 2 On May 7, 2013 the Council approved a letter of support for the LCCMR grant application. The application language included that the City would: a) conserve the property with mostly passive use; and b) own and maintain the property; and c) contribute $500K in cash toward the purchase. Specifically the “mostly passive use” meant restoring much of the property to a natural condition and operating it as a nature park with passive recreational uses such as shore fishing, transient dockage, walk-in boat launching, walking paths, nature observation, picnicking and trail access to the Browns Creek State Trail. The Park Commission discussed the use statement on April 22, 2013 and unanimously agreed with it. TERMS OF THE AGREEMENT The County will take the lead on purchasing the land. A purchase closing will occur only if: 1. The County is able to reach a purchase agreement with the landowner at a price acceptable to both the County and the City; AND 2. The City is able to meet its share of the following funding obligations: a. County: $1,925,000 or 50% of appraised value, whichever is less; b. LCCMR grant: $1,250,000; c. City $500,000; and d. City to secure private donations to cover the balance of the purchase price1. The County will convey title of the land to the City after: 1. City grants a conservation easement to the County over the property; and 2. The City adopts a concept plan for the recreational use and natural resource management. The concept plan will have to include restoring the property to its natural condition, per the terms of the LCCMR grant; and; 3. The County will convey the property to the City no sooner than September 1, 2014 and no later than December 31, 2016. The City will maintain the public open space. 1 For example, if the sale price were $5,000,000 then private donations would have to be $1,325,000. Aiple Property Agreement January 3, 2014 Page 3 Though not a part of the agreement, there is a general understanding that a condition of purchase will be that Mrs. Aiple will be allowed to have a lifetime lease. REQUEST Consider the attached agreement, and approve if found acceptable. bt AGREEMENT BETWEEN WASHINGTON COUNTY AND THE CITY OF STILLWATER LAND ACQUISITION FOR PARK PURPOSES This Agreement is made and entered into by and between Washington County, hereinafter referred to as "County" and the City of Stillwater, hereinafter referred to as the "City," both parties are governmental and political subdivisions of the State of Minnesota. WHEREAS, the County and City desire to acquire interests in a parcel ofland located on the St. Croix River in downtown Stillwater and lmown as the Aiple Property; and WHEREAS, the County desires to acquire a conservation easement over the Aiple Property for conservation purposes and the City desires to acquire fee title to the Aiple Property for park purposes; and WHEREAS, pursuant to Minnesota Statute Chapt. 84C, Minnesota Statute Section 373.40 and Minnesota Statute Section 394.25, the County is authorized to acquire and improve land and interests in land for the purpose of preserving open space including natural and scenic areas and agricultural land, and pursuant to Minnesota Statute Section 398.32 the County is authorized to expend funds and to cooperate with other governmental subdivisions to affect the creation of outdoor public recreational areas; and WHEREAS, the County has enacted the Acquisition of Development Rights Ordinance #175 to establish a program for the preservation of open space, parks and public water commonly referred to as the Land and Water Legacy Program and has established the policies, rules and official controls governing such program; and WHEREAS, the County has issued general obligation bonds to acquire land and interests in land to provide long-term stable funding to purchase interests in land to further the purposes of the Land and Water Legacy Program; and WHEREAS, Washington County Board of Commissioners has determined that the Aiple Property meets the criteria and purposes of the Land and Water Legacy Program; and WHEREAS, Minnesota Statute Section 368.01 authorizes the City to acquire, maintain and manage land for park purposes; and WHEREAS, pursuant to Minnesota Statutes 471.59, two or more governmental units and by agreement entered into through action of their governing bodies, may jointly exercise any power common to the contracting governmental units; and WHEREAS, each party represents that it is duly qualified and authorized to enter into this Agreement and will comply with its respective obligations and responsibilities as set forth in this Agreement. NOW, THEREFORE, in consideration of the mutual promises and agreements contained herein the . ' parties agree as follows: I. County and City Duties and Responsibilities The County and City will work jointly to purchase fee title to approximately 15 acres of land in the City of Stillwater owned by the Elayne J. Aiple Trust and referred to in this Agreement as the Aiple Property in accordance with the duties and responsibilities laid out in this section. A. The County shall purchase fee title to the land generally depicted on the map in Exhibit A and specifically identified with parcel identification numbers 2103020410026 at a price agreed upon by both the County and City. B. Subsequent to the purchase of the property the County shall convey the land to the City at the price specified in Section II of this Agreement. C. The County shall make available for the purchase of this property the funds it secures from the State of Minnesota as recommended by the Legislative Citizen Commission on Minnesota Resources (LCCMR) that are intended to be used to acquire the Aiple Property. Subsequent to receiving fee title to this property the City shall certify that it accepts the annual reporting requirement of the state grant which provides that by December 1 of each year the recipient of the grant submit an annual report on the status of the real property. D. The City shall be responsible for raising any funds needed in addition to the county funds and the state grant funds. Prior to the County finalizing a purchase the City shall provide the County with a resolution that identifies the funding that has been secured for the purchase. E. Prior to the County conveying the land to the City the County shall record a conservation easement over the property as that term is defined in Minnesota Statute Section 84C.Ol. The County shall provide the City with an opportunity to review and comment on the conservation easement prior to recording it on the property deed. The County will make every reasonable effort to address the City's comments as long as the changes to the conservation easement do not interfere with the conservation purposes or adversely impact the conservation values of the property. F. Prior to the County conveying the land to the City the City shall prepare a concept plan for the recreational use and natural resource management of the property. The concept plan shall include restoring the property to its natural condition in accordance with the requirements of the grant funds received from the State of Minnesota as recommended by the LCCMR. As a condition subsequent to this Agreement the City shall prepare a master plan generally consistent with the concept plan and shall implement and conform to this plan. G. The County shall not complete this purchase on behalf of the County and City if the County is unable to reach a purchase agreement with the landowner at a value acceptable to both the County and the City, if the county is unable to secure the state grant funds, or if the City is unable to secure the additional funds referred to in Section I. D. of this Agreement. 2 H. The County will convey the property to the City no sooner than September 1, 2014 and no later than December 31, 2016 . All the City and County duties and responsibilities described in this Agreement must be satisfactorily completed prior to the County conveying the property to the City. II. Consideration A. The County shall provide from its Land and Water Legacy bond funds up to $1,925,000 or 50% ofthe actual purchase price, whichever is the lesser amount. B. The City shall make payment to the County at the time the County conveys the property to the City an amount equal to the actual price paid for the land, minus the amount of state grant funds available for the acquisition, minus the county's financial contribution as specified in Section II. A. ofthis Agreement. C. All the City and County duties and responsibilities described in Section I of this Agreement with the exclusion of preparation of the master plan which is a condition subsequent to this Agreement must be satisfactorily completed prior to the County conveying the propertyto the City. III. Effective Date The County and City shall perform the activities described in this Agreement during the period from the effective date of this Agreement until December 31, 2016 or until all obligations set forth in this Agreement have been satisfactorily fulfilled , whichever occurs first. III. Authorized Representatives A. The County's authorized representative for the purposes of administration of this Agreement is: Jane Harper, Land and Water Legacy Program Manager Washington County, Office of Administration Government Center 14949 62"d Street North Stillwater, MN 55082 651-430-6011 J ane.Harper@co. washington. run. us Such representative shall have final authority for acceptance of the City's services and shall authorize payments for services. B. The City 's authorized representative for the purposes of administration of this Agreement is: Larry Hansen, City Administrator City of Stillwater City Hall 3 216 N. 4111 Street Stillwater, MN 55082 651-430-8820 lhansen@ci. stillwater.mn. us Such representative shall have full authority to represent Grantee in its fulfillment of the terms, conditions and requirements of this Agreement. IV. Cancellation The County or City may cancel this Agreement immediately if either party finds there has been a failure to comply with the provision of this Agreement; that reasonable progress has not been made in furtherance of the projects; or that the purposes for which the Agreement has been entered into have not been or will not be fulfilled. If this Agreement is cancelled neither party shall be entitled to any reimbursement for costs up to the date of termination. V. Audits, Reports, Records and Monitoring Procedures Pursuant to Minn. Stat. section16C .05 subd . 5 the County and City will: A . Maintain records which reflect all revenues, costs incurred and services provided in the performance of this Agreement. B. Agree that the County, City, the State Auditor, or legislative authority, or any of their duly authorized representatives at any time during normal business hours and as often as they may deem reasonably necessary shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., and accounting procedures and practices of the other party that are relevant to the contract for six ( 6) years. VI. Data Practices All data collected, created, received, maintained, or disseminated for any purposes by the activities of the County or City because of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13 and the Minnesota Rules implementing such Act. VII. Independent Contractor It is agreed that nothing within this Agreement is intended or should be construed in any manner as creating or establishing the relationship of co-partners between the parties to this Agreement or as constituting that either party is the agent, representative, or employee of the other party for any purpose or in any manner whatsoever. Each party to this Agreement shall secure, at its own expense, all personnel required in performing services under this Agreement. Any and all personnel of either pmiy to this Agreement or other persons while engaged in the performance of any work or services required under this Agreement shall have no contractual relationship with the other party and shall not be considered employees of the other party to this Agreement. 4 VIII. Indemnity The Grantee agrees it will defend, indemnify and hold harmless the Grantor, its officers and employees against any and all liability, loss, costs, damages, and expenses that the Grantor, its officers, or employees may hereafter sustain, incur, or be required to pay arising out of the negligent or intentional acts or omissions of the Grantee under this Agreement that cause or create an issue of non-compliance with this Grant. IX. Insurance Requirements A. The City agrees that in order to protect itself as well as the County under the indemnity provisions set forth above it will at all times during the term of this Agreement keep in force the following insurance protection in the limits specified through the League of Cities Insurance Trust or other policy. 1. Commercial General Liability/Professional Liability with contractual liability coverage in the amount of the county's tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time. 2. Automobile coverage in the amount ofthe county's tort liability limits set forth in Minnesota Statute 466.04 and as amended from time to time. 3. Worker's Compensation in the statutory amount. B. Prior to the effective date of this Agreement the City will furnish the County with certificates of insurance as proof of insurance. C. Any policy obtained and maintained under this clause shall provide that it shall not be cancelled, materially changed, or not renewed without thirty days notice thereof to the County. X. Equal Employment Opportunity-Civil Rights During the performance of this Agreement the parties agree to the following: A . No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed or national origin, be excluded from full employment rights in, participation in, be denied the benefits of, or be othe1wise subjected to discrimination under any program, service, or activity under the provisions of any and all applicable federal and state laws against discrimination including the Civil Rights Act of 1964. B. If during the te1m of the Agreement it is discovered that either party to the Agreement is not in compliance with the applicable regulations as aforesaid, or if either party to the Agreement engages in any discriminatory practices, the Agreement may be cancelled as provided by the cancellation clause of this Agreement. 5 XL Modifications Any material alteration, modification, or variation shall be reduced to writing as an amendment and signed by the parties. Any alterations, modifications, or variations deemed not to be material by agreement by the County and the City shall not require written approval. XII. Conversion ofUse It is the intent of the County that the property acquired under this Agreement and conveyed to the City shall exist in the City's ownership and be maintained and managed properly to protect the natural and/or scenic resources in perpetuity. The City shall not at any time convert any property acquired or developed pursuant to this Agreement to uses other than the permitted uses specified in this Agreement without the prior written approval of the County. The parties acknowledge that damages would be an inadequate remedy to protect the County's interests under this Agreement and the County shall have the right to equitable relief including but not limited to injunctive relief to enforce the City's obligations under this Agreement. COUNTY OF WASHINGTON CITY OF STILLWATER By _____________________ / By ____________________ / __ __ County Board Chair Date Title Date By ______________________ ~/ __ __ By _____________________ / __ __ County Administrator Date Title Date Approved as to foj' / /) n ~----L.........L~--'-----'----=-~ Asst. Washington County Attorney \ Q :\Land Water Legacy\Projects\Active\Aiple\Agreement\Agreement Stillwater.doc 6 Jllllllll&*ll:w: Vo'alilmgXxl COIJ1Iy PUilllc WOrt& Department Survey and Land Management Division EXHIBIT A AIPLE PROPERTY MAP 7 Site Map Aiple Property stillwater. PIN# 2103020410026 Memorandum To: Mayor and City Council From: Diane Ward, City Clerk Date: December 31, 2013 Subject: 2014 Council Representative Appointments Each year the Council reviews and appoints a Council representative(s) to various boards, commissions, and committees. Listed below are the following boards/commissions/committee and the 2013 representative respectively. BOARD/COMMISSION MEMBERS REQUIRED COUNCILMEMBER Joint Cable Councilmember Weidner Planning Councilmember Weidner Parks Councilmember Polehna Heritage Preservation Councilmember Menikheim Downtown Parking Councilmember Kozlowski Human Rights Councilmember Polehna Joint Board 1 Council Representative, plus Mayor Councilmember Weidner Middle St. Croix Watershed Management Councilmember Polehna Alternate: Councilmember Kozlowski Convention & Visitors Bureau Councilmember Kozlowski Fire Relief Association 2 Council Representatives Councilmember Menikheim Councilmember Kozlowski Water Board 1 Council Representative Councilmember Menikheim ACTION REQUIRED: Determine 2014 assignments for members of Council and then Council should pass a motion assigning Council representatives to the Boards, Commissions, and Committees listed above. 1. 9:00 2. 3. 4. 5. 6. 9:20 7. 9:25 8 . 9:25 9. 9:50 10. 11. 10:05 BOARD AGENDA JANUARY 7, 2014-9:00 A.M. Roll Call Pledge of Allegiance Election of Chair of the County Board for 2014 Election of Vice Chair of the County Board for 2014 Set Board Meeting Dates for 2014 Comments from the Public I ' Board of Commissioners Fran Miron , District 1 Ted Bearth , District 2 Gary Kriesel , District 3 Autumn Lehrke, District 4 Lisa Weik , District 5 Visitors may share their comments or concerns on any issue that is a responsibility or function ofWashington County Government, whether or not th e issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before th e meeting begins and give it to the County Board secretary or th e County Administrator. The County Board Chair will ask you to come to the podium, s tate 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 jive 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 Co un ty's Responsibilities Consent Calendar-Roll Call Vote General Administration-Molly O 'Rourke, County Administrator A. Public Hearing-Revisions to Policy No. I 032, Washington County Fee Schedule, County Department Fees B. Adoption ofthe Washington County 2014 Legislative Agenda Commissioner Reports-Comments-Questions This period of time shall be used by th e Commissioners to report to the full Board on committee activities, make co mments on matters of interest and information, or raise questions to the staff This action is not intended to result in substantive board action during th is time . Any action necessary because of discussion will be scheduled for a future board meeting. Board Correspondence Adjourn Assistive [istening device~ ar~ ~vailable for use in !he County Board Room EQUAL EMPLOYMENT OPPORTUNITY I AFFIRMATIVE ACTION EMPLO YER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * JANUARY 7, 2014 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Community Corrections Community Services ITEM A. Approval of the December 12 and 17 , 2013, Board meeting minutes . B. Approval of resolution awarding the 2014 newspaper publishing bids and designating the county web site as the official publication for transportation projects. C. Approval of a Memorial Day Appropriation of $1 00 each, upon request, in 2014 for military service organizations as set out in state statute . D. Approval of resolutions setting minimum salaries for the County Sheriff and County Attorney for the next term. E . Approval ofCommissioner Committee Assignments for 2014 . F. Approval of appointments/reappointments of citizen volunteers to Advisory Committees for 2014 as listed. G. Approval to renew five contracts in th e amount of $228,000 for Multi- Systemic Therapy, a researched-based , intensive, in-home famil y therap y program and alternative to juvenile residential placement H. Approval to renew Purchase of Service Agreement with Lakes Area Youth Service Bureau and Youth Service Bureau, Inc., for the period of January 1, 2014 through December 31 , 2014. I. Approval of a 2014-2017 contract with Regions Hospital to provide observation , evaluation , diagnosis, care, treatment and involuntary confinements for mentally ill , mentally ill and dangerous , mentally retarded, and /or chemically dependent uninsured adults in accordance with Minnesota Statute 253B.045 subd.2. J. Approval of the contract with Cerenity, Marian Day Away, at St. Ambrose to provide Home and Community Based Services for the Medical Assistance Waivers and the Alternative Care Grant. K. Approval o f a new contract for 2014-2015 for the Bridges II program, a partnership that assists low income persons with serious mental illnesses maintain housing in our community . L. Approval ofthe Family Homelessness Prevention and Assistance Program agreement with Salvation Army. tr, Assistive !istening devic e~ a r~ ~va l1able fo r use in ~he Cou nty ~ard~~o~![} EQUAL EMPLOYM ENT OPPORTUNITY/ AFFIRMATIV E ACTION EM PLOYER DEPARTMENT/AGENCY Human Resources Public Works Sheriffs Office ITEM M. Approval for a new .20 full time equivalent Public Health Nurse. N. Approval of contract agreement with Association of Supervisors for 2014 and 2015. 0. Approval to select Wold Architects and Engineers to perform a facility condition assessment. P. Approval of resolution to extend lease agreements for office space at the Washington County Historic Courthouse with theY outh Service Bureau and Valley Tours, Inc. to December 31, 2014. Q. Approval to enter into a grant agreement with the Minnesota Department of Public Safety, Office of Justice Programs for the 2014 Violent Crime Enforcement Teams grant in the amount of $95,000. R. Approval of an amendment to the Joint Powers Agreement with the State of Minnesota, Commissioner of Corrections for the housing of offenders in the Washington County Jail. S. Approval to enter into a service contract with Motorola for ongoing maintenance, network monitoring, onsite infrastructure response and the dispatch of a service technician for the 800 MHz Public Safety Radio System . Consent Calendar items are generally defined as items of routine business, not requiring discu ssio n, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for di scussion and/or separate action. "' AssisUve !istening device~ are_ ~vailable for use in the County S::,a!'t:~~or;![! EQUAL EMPLOYMENT OPPORTUNITY I AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners December 17, 2013 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair W eik presided. Commissioner Reports -Comments -Questions The Commissioners reported on the following items: -Commissioner Lehrke -reported that the Red Rock Corridor Commission met last week and approved the draft Alternatives Analysis Update Final Report for release for public comment; -Commissioner Weik -reported she attended the Minnesota Department of Human Services Commissioner's Circle of Excellence Awards Ceremony and that Washington County received an award for the Mental Health Crisis Alliance; she announced that there will not be a County Board meeting on December 24 as it is a Holiday and no County Board meeting on December 31 as it is the fifth Tuesday; the next Board meeting will be held on January 7, 20 14; -Commissioner Bearth-wished the public and staff a Merry Christmas; -Commissioner Kriesel -thanked Councilwoman Amy Williams, City of Lakeland, for attending today's Board meeting; and he wished his colleagues, the audience and staff a Merry Christmas . Community Services Approval of the following actions: -2013 HOME Program Subrecipient Agreement with Dakota County Community Development Agency; -Amendment #2 to contract with Canvas Health, Inc ., reallocating existing funds for Adult Mental Health services for rental assistance. General Administration Approval of the following actions: -December 3, 2013 Board meeting minutes, and the 2014 Budget Hearing minutes; -Public hearing set for January 7, 2014 to consider revision of fee schedules for services provided by the county; -Public hearing held to consider adoption of the 2014-2018 Capital Improvement Plan; -Resolution No. 2013-154, adoption of the 2014-2018 Washington County Capital Improvement Plan; -Resolution No. 2013-155, certifying adopted property tax levy for Washington County payable 2014; -Resolution No. 2013-156, certifying adopted property tax levy for the Washington County Regional Rail Authority payable 2014; -Resolution No. 2013-157, approving the property tax levy for the Washington County Housing and Redevelopment Authority payable 2014; -Resolution No. 2013-158, adopting the Washington County Regional Rail Authority budget for payable 2014; -Resolution No. 2013-159, adopting the Washington County budget for payable 2014; ., .... -Board correspondence was received and placed on file including a letter from the Minnesota Department of Natural Resources announcing a meeting of the North and East Metro Groundwater Management Area Project for Wednesday, January 8, 2014, at 6:30p.m.; -Board workshop held to discuss Commissioner Committee Assignments for 2014, continued from December 12, 2013. Human Resources Approval of the following actions: -2014 and 2015 tentative agreement with Teamsters Local 320, Probation Officers; -2014 and 2015 tentative agreement with Law Enforcement Labor Services Commander Unit; -2014 and 2015 tentative agreement with Assistant County Attorney's Association; -2014 and 2015 tentative agreement with Confidential Employees and Confidential Supervisors; -2014 wages and insurance for Department Heads; -Annual Blue Cross Blue Shield medical insurance contracts for 2014; -Annual HealthPartners retiree Medicare supplemental insurance contract for 2014 . Library Adoption of Resolution No. 2013-160, acceptance of a donation from the RAFT Charitable Foundation in the amount of $30,000. Public Health and Environment Approval ofthe following actions: -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 ofBloomington and Minneapolis; -Contract with NextGen Healthcare Information Systems for an electronic medical record system for jail medical services; authorize acceptance of electronic signatures from the contractor; and approve the project budget of $238 ,000 . Public Works Approval ofthe following actions; -Resolution No. 2013-152 Metropolitan Council grant agreements for the Lake Elmo Park Reserve swim pond improvements; and the Hardwood Creek Regional Trail paving improvements; -Amendment #3 to contract with Hunt Electric Corporation to extend the term of the contract to October 16, 2014; -Resolution No. 2013-153, authorize County Engineer to request the Commissioner of the Minnesota Department of Transportation to perform a speed study; -Change to Lease Agreement with SouthMetro Centers V., LLC, for office space at the Valley Ridge Plaza to house the county License Center in Stillwater; -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; -Contract with Short Elliot Hendrickson, Inc., for preliminary design engineering, regional drainage study, and environmental documentation for the County State Aid Highway 17 project located in the Lake Elmo Village Area; -Board workshop held to discuss and review the Counties Transit Improvement Board Agenda. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners December 12, 2013 II Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair W eik presided. Commissioner Reports -Comments -Questions The Commissioners reported on the following items: -Commissioner Lehrke -reported that the Solid Waste Management Coordinating Board approved its 2014 legislative priorities; and she reported on the Association of Minnesota Counties (AMC) annual conference; -Commissioner Bearth -reported he attended the Health and Human Services Committee at the AMC conference; -Commissioner Kriesel -expressed his condolences to Commissioner Miron and his family for the recent loss of his Father. Community Corrections Approval ofthe following actions: -Purchase of Services Agreement with Tubman to provide services to victims and families of domestic violence; -Purchase of Services Agreement with RS Eden for programming including drug testing, electronic home monitoring, GPS, and transdermal alcohol testing. General Administration Approval ofthe following actions: -November 19 and 26, 2013, Board meeting minutes; -County recipient of the 2013 Association of Minnesota Counties Conservation Award for its Land and Water Legacy Program; -Resolution No. 2013-148, salaries for County Attorney and Assistants for 2014; -Resolution No. 2013-149, salaries for County Sheriff and ChiefDeputy Sherifffor 2014; -Resolution No. 2013-150, salary for County Administrator for 2014; -Resolution No. 2013-151, establishing the County Commissioner salaries and expenses for 2014; -Board correspondence was received and placed on file; -Board workshop held to review a preliminary report on the Washington County Economic Development Study; -Board workshop held to discuss Commissioner Committee assignments for 2014. Human Resources Approval ofthe following actions: -Annual COBRA Services Agreement with Total Administrative Service Corporation; -Annual preventive and voluntary Delta Dental contract for 2014; -Annual Flexible Spending Account service level agreement for 2014. Public Health and Environment Approval to sunset the Public Health Emergency Preparedness Advisory Committee. Public Works Approval ofthe following actions: -Joint Powers Agreement establishing a cooperative purchasing agreement among metropolitan counties; -Resolution No. 2013-147, TH 36/CSAH 29 (Hilton Trail) interchange construction project cooperative construction and maintenance agreement with the Minnesota Department of Transportation; -Amendment No. 2 to contract with Braun Intertec Corporation for material testing on various roadways throughout Washington County; -Update on the St. Croix River Crossing project. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners December 3, 2013 ' , Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Autumn Lehrke, District 4; and Lisa Weik, District 5. Absent none. Board Chair W eik presided. Commissioner Reports -Comments-Questions The Commissioners reported on the following items: -Commissioner Miron -reported that he has been out on county roads and noted they were all in good shape and thanked the Public Works crew for their good work of sanding and plowing. Community Services Approval ofthe following actions: -Resolution No. 2013-145, authorizing Daniel Papin, Director, to conduct financial transactions on behalf of Washington County for the county's Medical Assistance estate collections; -Contract with Phoenix Residence and Phoenix Service Corporation for provision of corporate foster care for disabled individuals receiving Home and Community Based Services; -Contracts with Hometown Senior Living for customized living services and to receive group residential housing funds; -Update on the MN sure system. County Attorney County Attorney Pete Orput received the first annual Homicide Prosecutor of the Year Award from the Urban County Prosecutors' Association. General Administration Approval ofthe following items: -Contracts with Greg Schmidt, Dorothy Gause, Megan Hunt, and Sara Wescott Bashiri for legal representation in child in need of protection or services, termination of parental rights, and permanency cases; -Distinguished Budget Presentation Award for 2013 from the Government Finance Officers Association; -Commissioner W eik appointed to the East Metro Strong Initiative Governing Board; -Commissioner Committee assignments will be discussed at a workshop at the Board meeting on Thursday, December 12; -Board correspondence was received and placed on file; -Executive Session held to discuss the possible purchase of the Aiple property in downtown Stillwater for park purposes using Land and Water Legacy bond funds; -Board workshop held to review the final draft of the 2014 Legislative Agenda; -2014 Budget Meeting held at 6:00p.m. Library Approval of a three year rental lease of 2,500 square feet of space from Lakeland Plaza, LLC, to house the operations of the Valley Branch Library. Public Health and Environment Approval ofthe following actions: -Acceptance ofNatural Resources Block Grant funding from the Minnesota Board of Water and Soil Resources for 2014; -Memorandum of Understanding with Federally Qualified Health Centers and Minnesota Department of Health to permit the Department of Public Health and Environment to provide vaccines for entitled underinsured children; -Resolution No. 2013-146, 2014-2015 Resource Recovery Project Budget. Public Works Approval of the following actions: -License agreement with Salem Lutheran Church for overflow parking; -Ratify contracts with Pro-Tee Design for complete maintenance of the closed circuit television surveillance system located in the Law Enforcement Center; and Unitech Electronic Contracting, LLC, for complete maintenance of audio/visual equipment located in the Board Room, conference room 5505 and 5599, and in the courtrooms; -Supplemental agreement #1 in the amount of $198,515.80 with Valley Paving, Inc. for the County Road 76 paving project; -Board workshop held to review the Minnesota County Engineers Association recommendations for County State Aid funding apportionment to the Association of Minnesota Counties. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota.