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Home My WebLink About2014-02-11 CC Packet REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North February 11, 2014 (CHANGED FROM FEBRUARY 4, 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. Discussion on leasing of Administrative/Investigative Vehicles with Enterprise 2. Discussion on extension of Orderly Annexation Agreement IV. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. – Vista Tech Update 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of January 21, 2014 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 12. Swearing In of Officer Hunter Julien X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 13. Resolution 2014-021, directing payment of bills 14. Resolution 2014-022, approval of access agreement with Lunda/Ames 15. Resolution 2014-023, 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 16. Resolution 2014-024, approval of contract for Farmer’s Market 17. Possible approval to purchase of a truck scale – Public Works. 18. Possible approval of Minnesota Ironman Bike Race 19. Possible approval of temporary/seasonal employment of Community Service Officers and Parking Lot Attendants - Police 20. Possible approval of temporary/seasonal employment of Maintenance Worker I – Public Works XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. 21. Case No. SUP/2014-1. This is the date and time for a public hearing to consider a Planning Commission recommendation of approval of a request to an amendment to a Special Use Permit for the expansion of an elementary school, a permitted special use located at 6355 Osman Avenue in the RA - One Family zoning district. Notices were mailed to affected property owners and published in the Stillwater Gazette on January 31, 2014. (Resolution – Roll Call) 22. Case No. SUP/2014-2.Thiis is the date and time for a public hearing to consider a Planning Commission recommendation of approval of a request for an amendment to a Special Use Permit for the expansion of a junior high school, a permitted special use located at 523 Marsh Street in the RB - Two Family zoning district. Notices were mailed to affected property owners and published in the Stillwater Gazette on January 31, 2014. (Resolution – Roll Call) XIII. UNFINISHED BUSINESS 23. Possible approval of BWBR proposal fee for fire station XIV. NEW BUSINESS 24. Discussion on bonding request for old Armory 25. Possible approval of Sale of Bonds for Capital Outlay, Fire Station and Police Department Renovation (Resolution – Roll Call) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT RESOLUTION 2014-021 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 $412 ,434.35 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 11th day of February, 2014 . Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2014-021 LIST OF BILLS A-1 Hydraulic Sales & Service Ace Hardware Action Rental inc. Advanced Sportswear Amdahl Locksmith Inc Chris AMEM Association of Training Board of Water Commissioner Brady Doug Business Data Record Services Carquest Auto Parts CDW Government Inc. Century Link Clark Dan Cole Papers Collins Ryan Com cast Computer Services of Florida Danielson Carol Delta Dental Plan of Minnesota ECM Publishers Environmental Systems Research Erenberg Sarah Fastenal Company Goodin Company Gopher State One Call inc. GS Direct Inc. Hansen Eric Harris Services LLC Harycki Kenneth Haussner Plumbing LLC Heritage Printing Inc. Holiday Credit Office Ice Skating Institute J.H. Larson Company Kath Companies Kelly Cameron Kirvida Fire Inc. League of M N Cities League of MN Cities Ins Tr Linner Electric Co . Little Falls Machine Inc . M .J. Raleigh Truck Co . Marshall Electric Company MBPTA Seal kit and labor Supplies Equipment rental Embroidery and uniform Lock at police dept Membership 2014 ATOM Law Enforcement Training WAC Charges Reimburse for mileage to A-1 Hydralic Doc destruction services Auto parts & supplies Ink cartridge Phone Janitorial service Janitorial supplies Reimburse for iPad TV Internet & Voice Yearly software maint fees Refreshments for armory fire station meeting February COBRA Publications ArcGIS Reimburse for postage Supplies U bends AO Smith Tickets & annual fee Economy IJ plot bond Reimburse for iPad Repair Cab service 2nd floor plumbing Utility billing envelopes Fuel Skater memberships Supplies Grease Reimburse for iPad Repair on fire tanker Safety & loss control workshops Claim# C0018122 Rewiring install fuses & hanging of wreaths Cylinder Nitrided Sand Nelson St grinder pump Membership Page 1 508 .15 696 .93 122.00 250.00 827 .50 100.00 125.00 5,148.00 35.84 74 .75 167.46 181.98 121.04 1,057.50 277 .86 600 .00 338.10 599 .00 102 .75 168 .40 146.65 2,450 .00 155 .57 725.08 342.00 222 .20 49.68 599.00 4,007 .45 215.00 205.00 826.75 448 .35 1,183 .00 979.83 328 .13 600.00 638.68 20.00 1,000.00 1,320.25 415 .42 121.16 6,411.01 100.00 EXHIBIT "A" TO RESOLUTION #2014-021 Menards Metropolitan Council Metropolitan Mechanical Contractors Meyers Nora Minnesota Air Municipal Emergency Services NAPA Auto Parts Natural Resource Group LLC Nobles John North American Safety North American Salt Co . Office Depot O'Reilly Auto Parts Performance Plus LLC Pioneer Press R&R Specialties Inc. Riedell Shoes Inc. S&T Office Products Sanders Shawn Shilts Cindy Sprint PCS St. Croix Boat and Packet Co. St. Paul Police Department POl Stick Wizard Stillwater Motor Company T.A. Schifsky and Sons Teddy Bear Park Foundation Tri-State Pump and Controls Inc. USAble Life Valley Trophy Inc. Volunteer Firefighters Benefit Washington County Property Records Winnick Supply Wittman Abbi Jo Yocum Oil Company Zarnoth Brush Works LIBRARY Ace Hardware Baker and Taylor Brodart Co Com cast Cummins NPower LLC Ebsco Publishing ECM Publishers Gaylord Bros Inc. Supplies Wastewater Charge and SAC Charges Maintenance agreement and boiler repair Refund for parking ramp Inducer motor assebly Kochek adapter Battery Prefessional services Reimbursement for class & hotel Jackets Bulk Coarse HWY Office supplies Wiper blades Medical evaluation Subsciption Repair Laces and skates Office supplies Reimburse for City Engineers Conference Reimbursements Cell phone Arena billing Police motorcycle operator course C1 splice and glue cartridge Auto service and repairs Asphalt Margaret Rivers fund pass thru Install new pump Term Life Insurance Engraving Membership TIF info for contract pymts due 2-1-14 Repair of plows supplies Reimburse for coffee Fuel Wafer broom refill Janitorial supplies Materials Materials Telecommunications Building repair Periodicals Publishing Processing supplies Page 2 310 .29 135,824.21 1,289.00 3.00 356 .27 3,657.27 249.62 462.50 676 .94 90 .00 22,118.24 528 .21 37 .98 70 .00 113 .98 1,389 .80 1,341.19 237.44 295 .00 135.75 95.96 70,563 .42 929 .00 384 .00 748.13 73.32 7,500.00 4,780 .00 403.20 51.75 22.00 35.00 531.80 13.98 4,513 .41 413 .00 5.99 1,269 .99 1,185.17 56 .90 736.15 5.50 110.60 273.23 EXHIBIT "A" TO RESOlUTION #2014-021 Midwest Tape Office of Enterprise Technology Quill Corporation Security Response Services Inc Toshiba Business Solutions Washington County Library Xcel Energy JANUARY MANUALS Cub Foods Icon Art Studios Inc League of M N Cities Postmaster Springbrook ADDENDUM Ace Hardware Buske Lacea Clark Dan Com cast Magnuson Law Firm MN Dept of Transportation Verizon Wireless Washington Cty Assessor Xcel Adopted by the City Council this 11th Day of February, 2014 Materials Telephone Supplies Maintenance contract Maintenance contract MS Contract Utilities Supplies for turkey bowling Book Workers Comp Insurance Utility Billing Postage Travel expenses Supplies Park Fee refund Janitorial service Internet & Voice Professional Service Field manuals Cell phones Subscription Electricity, Gas TOTAL Page 3 10 .39 339 .89 419 .67 155.67 30.27 3,455.86 6,449 .86 118.43 84.99 41,220 .25 2,669 .88 5,695 .91 30 .93 185 .00 528 .75 196.75 5,613.14 24 .50 1,521 .00 250 .00 44,532.55 412,434.35 1. 2. 3. 4. 5. 6. 7. 8. 9. Wasbjngton County Board of Commissioners Fran Miron, District 1 Ted Bearth , District 2 Gary Kriesel, District 3 Autumn Lehrke , Chair, District 4 Lisa Weik, District 5 9:00 9:00 9:10 9:10 9:20 9:40 9:55 10:15 10:30 BOARD AGENDA FEBRUARY 11, 2014-9:00A.M. Roll Call Pledge of Allegiance Comments from the Public Visitors may share their comments or con cerns on any issue that is a responsibility orfimction ofWashington Cou nty 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 the 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, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair res erves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's Responsib ilities Consent Calendar -Roll Call Vote Information Technology -Mjyke Nelson, Director; Don Theisen, Public Works Director & Sheriff Bill Hutton Contract for Replacement of the Jail Security and Closed Circuit Television Systems General Administration -Molly O'Rourke, County Administrator Presentation of Recently Updated County Video Commissioner Reports -Comments -Questions This period of time shall be used by the Commiss io ners to rep ort to thefidl Board on committee activities, make comments on matters of interest and information, or raise qu es tions to the staff. Th is action is not intended to result in substa111ive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. Board Correspondence Executive (Closed) Session with the Office of Administration Review Landowner's Counter to the County's Proposal to Purchase Interests in Land Owned by the Thomas E. and Edna D. Carpenter Foundation Located in Denmark Township Adjourn Legislative Committee Assistive (istening device~ are_ ~vailabte for use in ~he County Board Room EQUAL EMPLOYMENT OPPORTUNITY I AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * FEBRUARY 11,2014 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Information Technology ITEM A. Approval of the February 4, 2014, Board meeting minutes. B. Approval of the revised funding guidelines for the Land and Water Legacy Program. C. Approval of resolution supporting legislation allowing local governments to utilize their web sites for publication of official notices in lieu of publication in an official newspaper designated by the county. D. Approval ofData!Voice cabling contract with Network Design, Inc . for the period ofFebruary 1, 2014, through January 31,2015. Consent Calendar items are g enerall y defin ed as items of routine bu s in ess, not requiring discussion, and app ro ve d in one vote . Commi ssioners may e lect to pull a Co n se nt Ca len d ar ite m(s ) for discussion and/or separate action. Assistive !istening device~ are_ ~vailabfe for use in ~he Coun ty Board:~oom EQUAL EMPLOYMENT OPPORTUNITY I AFFIRMATIVE ACTION EMP LOY ER Summary of Proceedings Washington County Board of Commissioners February 4, 2014 F . 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 Lehrke presided . Accounting and Finance Approval of a five year contract with Wells Fargo Bank, N.A. as the county's primary depository to provide general banking services. Commissioner Reports -Comments -Questions The Commissioners reported on the following items : -Commissioner Kriesel -Commended the Public Works Department for the outstanding job they have done this winter under the cold conditions; -Commissioner Miron -reported he attended the Extension Committee meeting; -Commissioner Weir -reported she will be attending the Metropolitan Energy Policy Coalition aU-day forum on Thursday; and she attended the half-day workshop with the Resource Recovery Project Board; -Commissioner Lehrke -reported that she and staff attended the School District 833 kick-off meeting for the recycling program. Community Services Approval ofthe following actions: -2014-2015 cooperative agreement with Community Services, the Sheriffs Office, and the County Attorney to administer the Child Support Enforcement Program; -Child Protection Citizen Review Panel2013 Annual Report. General Administration Approval ofthe following actions: -January 28, 2014 Board meeting minutes ; -Wildwood Library to reopen on February 5; -Board correspondence was received and placed on file. Information Technology Approval of a joint powers agreement for development of an optical fiber network with the City of Stillwater. Property Records and Taxpayer Services Approval ofthe following actions: -Plat of Hidden Oak Meadows located in West Lakeland Township; -Assessment Year 2013 Payable 2014 Assessment Classification and Valuation Change List; -Joint Powers agreement with the City of Forest Lake to provide election administration services. Public Health and Environment Approval ofthe following actions: -Resolution No. 2014-010, set public hearing date of February 25, 2014 to consider the repeal of Solid Waste Management Ordinance # 178 related to the County Environmental Charge and replacing it with a new Solid Waste Management Ordinance; -Licenses for the use of real property for the collection of household hazardous waste; -Resolution No . 2014-014, adopting Policy No. 7003 Washington County Subsurface Sewage Treatment System Low Interest Loan Program; -Staff directed to send County Policy 7003, along with a cover letter, to the Minnesota Commissioner of the Department ofNatural Resources; -Board workshop held to discuss non-profit special event food stand license fees; -Board workshop held to review findings of the 2013 Community Health Assessment. Public Works Approval ofthe following actions: -Contract with Kimley-Hom and Associates, Inc ., preliminary design engineering for pedestrian and traffic improvements for the County State Aid Highway (CSAH) 5 project; -Work order 1 for the CSAH 3 curb and gutter project with New Look Contracting, Inc .; -Resolution No. 2014-011, final payment for New Look Contracting, Inc. for CSAH 3 curb and gutter replacement project; -Grant application to the Stillwater Rotary Club to fund pri z e money for the Amateur Talent Show held at the Historic Courthouse; -Report given on the Suburban East Conference Sectional Cross Country ski event held at the Lake Elmo Park Reserve. Sheriff's Office Approval ofthe following actions: -Resolution No. 2014-012, joint powers agreement with the City of Bayport for the purchase of fuel to provide law enforcement services; -Resolution No. 2014-013, joint powers agreement with the City of Oak Park Heights for the purchase of fuel to provide law enforcement services; -Appointment ofDouglas A. Berglund as Director of Emergency Management. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62 11 d Street N., Stillwater, Minnesota. AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North February 11, 2014 (CHANGED FROM FEBRUARY 4, 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. Discussion on leasing of Administrative/Investigative Vehicles with Enterprise 2. Discussion on extension of Orderly Annexation Agreement IV. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. – Vista Tech Update 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of January 21, 2014 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 12. Swearing In of Officer Hunter Julien X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 13. Resolution 2014-021, directing payment of bills 14. Resolution 2014-022, approval of access agreement with Lunda/Ames 15. Resolution 2014-023, 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 16. Resolution 2014-024, approval of contract for Farmer’s Market 17. Possible approval to purchase of a truck scale – Public Works. 18. Possible approval of Minnesota Ironman Bike Race 19. Possible approval of temporary/seasonal employment of Community Service Officers and Parking Lot Attendants - Police 20. Possible approval of temporary/seasonal employment of Maintenance Worker I – Public Works XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. 21. Case No. SUP/2014-1. This is the date and time for a public hearing to consider a Planning Commission recommendation of approval of a request to an amendment to a Special Use Permit for the expansion of an elementary school, a permitted special use located at 6355 Osman Avenue in the RA - One Family zoning district. Notices were mailed to affected property owners and published in the Stillwater Gazette on January 31, 2014. (Resolution – Roll Call) 22. Case No. SUP/2014-2.Thiis is the date and time for a public hearing to consider a Planning Commission recommendation of approval of a request for an amendment to a Special Use Permit for the expansion of a junior high school, a permitted special use located at 523 Marsh Street in the RB - Two Family zoning district. Notices were mailed to affected property owners and published in the Stillwater Gazette on January 31, 2014. (Resolution – Roll Call) XIII. UNFINISHED BUSINESS 23. Possible approval of BWBR proposal fee for fire station XIV. NEW BUSINESS 24. Discussion on bonding request for old Armory 25. Possible approval of Sale of Bonds for Capital Outlay, Fire Station and Police Department Renovation (Resolution – Roll Call) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT MEMORANDUM Date: February 6, 2014 To: Mayor and City Council Members City Administrator Larry Hansen Cc: Chief John Gannaway From: Captain Nate Meredith Subject: Administration squad car replacement In the 2013 Budget, we requested to purchase three marked patrol vehicles and one vehicle from our fleet of five administrative vehicles. For the 2014 budget, $120,000 was approved for replacing the marked patrol vehicles; funds were not available for the administrative vehicle. In October of 2013 we had a marked patrol vehicle damaged and considered to be ‘totaled’ by insurance. The purchase of the replacement vehicle will be reimbursed through our insurance. In January 2014, two more replacement marked patrol vehicles were ordered at a cost of $52,000. The cost of these vehicles will be covered by our budgetary allotment, figuring the estimated equipment cost of $14,000 per car; the total cost to the city for three new marked patrol vehicles is approximately $94,000. This will leave the department with roughly a $26,000 balance. Recently the department learned of a vehicle leasing program offered through Enterprise. The fleet leasing program offered by Enterprise would allow the department to replace four of the five administrative vehicles with a four year lease on each vehicle; at or below the cost of purchasing just one vehicle. Our current fleet of administrative vehicles consists of a 2006 Chevy Trailblazer, 2006 Dodge Charger, 2007 Ford Edge, 2008 GMC Acadia and a 2013 Ford Explorer. Each vehicle cost the city $18-25,000 to purchase. As the age of the fleet rises, so do the maintenance costs; over the last four years, maintenance for the four vehicles we wish to replace was $16,435 – an average of $4000 per vehicle, or $1000 per year per vehicle. Funding for this program would come initially from the $26,000 balance in the 2014 budget, and then budgeted yearly thereafter. As an example provided from Enterprise, the monthly cost of a 2014 Ford Explorer would be $505 per month on 4 year lease, full maintenance plan included. For the year, this would cost $6060. Multiplying that total by four, the cost of leasing four identical vehicles for four years, would be $24,240. Enterprise has many makes and models of vehicles available, any several are less expensive that the cited model. As part of the lease program, we would be allowed to equip each vehicle with emergency equipment as our current vehicles are; under the agreement, there would be no additional costs or fees for alterations to the vehicles for installing this equipment. At the end of the lease period, Enterprise would credit the city with the sale of each vehicle, applying that credit to renew a lease for another 4 year period on a new vehicle. We also estimate the mileage of the vehicle driven per year based upon historical data, and then have to come close, but not exact In summary, the implementation of this lease program would be a significant benefit to the department and the city, and it is possible the program could be expanded to other departments within the city, helping to keep vehicle purchase and maintenance costs down city wide. With the way the program is designed, we would be able to maintain a newer and better maintained administrative fleet, at a lesser cost; the program does not cover pursuit rated vehicles, thus would not work for marked patrol vehicles. 16/20/13 Edits by Joint Board I ORIGINAL AGREEMENT BETWEEN THE CITY OF STll,LWATER ·AND THE TOWN OF STU,LWATER FOR GROWTH MANAGEMENT, ORDERLY ANNEXATION AND THE EXERCISE OF JOINT POWERS FOR PLANNING AND LAND USE CONTROL THIS AGREEMENT is made this I b -ft.. day of ~lul.{, , 1996, ("Effective Date") between the City of Stillwater, Washington County, Minne ta ("City") and the Town of Stillwater, Washington County, Mipnesota ("Town") and is an agreement relating to growth management and constitutes a "Joint Resolution" between the City and Town authorized by Minnesota Statutes §414.0325 providing for a procedure and a framework for orderly annexation of a part of the Town to the City. This Agreement also provides for the joint exercise by the City and Town of their respective planning and land use control authority pursuant to Minn. Stat. 471.59 and Minn. Stat. 414.0325 (Subd. 5). SECTION ONE INTRODUCTION 1.01 Certain land owners within the Town have petitioned the City for annexation and for the extension of municipal utilities. Since receiving the petition, the City has undertaken a review of its Comprehensive Plan and has studied the ability of the City to provide services to the area and has concluded that if the area requesting services is developed into urban uses the City would ultimately be benefited by a broadened tax base and a more vital community and that urban growth in the annexation area would benefit the City. The Town has participated in a review of the City's Comprehensive Plan and has concluded that it would be beneficial to the Town, and to property owners remaining in the Town after annexation, to enter this Agreement with the City so that the area to be annexed will be developed in an orderly fashion and with the least possible impact on the people of the Town. INTENT 1. 02 The parties to this agreement intend it to be binding with all the rights, privileges, and obligations attached thereto. Both parties intend to be bound by this agreement and shall not violate its terms. Neither party shall exercise any legislative authority either now existing or which may be later created in a way which violates the terms of the agreement. Both parties understand that they may not limit the power of the legislature over annexation, and such is not their intent. Instead, the parties agree to refrain from exercising any legislative authority, now or into the future, in a way that would violate the terms of this agreement. 35667.01F 05/23/96 -1- j6/20/13 Edits by Joint Board I INCLUSION INTO COMPREHENSIVE PLAN 1.03 Within sixty (60) days of the City's adoption of this Joint Resolution, the City shall adopt and forward to the Metropolitan Council a Comprehensive Plan Amendment incorporating the Orderly Annexation Agreement into the City's Comprehensive Plan. SECTION TWO ORDERLY ANNEXATION AREA 2. 01 The property described in Exhibit "A" that is subject to annexation by the City pursuant to this Agreement will constitute the "Orderly Annexation Area". This area includes all that area of the Town not now within the City that lies North of Highway 36, East of County Road 15 and South of Highway 96, except for that portion of the Town that lies North of the right-of-way of the Minnesota Zephyr Track and East of the Oak Glen development. The Orderly Annexation Area is designated as in need of orderly annexation and no consideration by the Minnesota Municipal Board is necessary, no alteration of the boundaries is appropriate, and all conditions of annexation have been provided for in this Resolution and the Minnesota Municipal Board may review and comment only and within thirty (30) days of receipt of this Resolution and each subsequent phase as described in this Agreement upon the filing of a Resolution as described in this Agreement. SECTION THREE PHASING SCHEDULE 3.01 The Town and City agree that phasing the growth envisioned for the annexation area would benefit the City by reducing the fmancial risk of extending core facilities into the Orderly Annexation Area by extending such facilities gradually rather than at one time. This would also allow for the burden imposed by the growth to be gradually born by the City so that the level of services needed by the new development could be supplied on a gradual and phased basis. The Town has agreed that a phased development plan as envisioned by this Agreement would benefit the Town by phasing the impact of lost tax base on the remaining Town government and easing fmancial and lifestyle burdens that an immediate annexation of the entire area would impose on Town residents. For the purposes of this Agreement, the Orderly Annexation Area will be divided into four (4) phases described as follows: Phase I Description 3 . 02 Phase I contains that property described in Exhibit "B", generally described as that part of the Town that is South of County Road 12, East of County Road 15 and North of Highway 36, except for the following property that will remain as Phase IV property unless Annexation is requested by the property owner pursuant to Section 4.08 herein: 35667.01F 05/23/96 -2- 16/20/13 Edits by Joint Board I a. The Bergman Fann, 1205 -60th Street North Parcel Numbers 31-030-20-32-0001 and 31-030-20-34-0001 Owners: Alvin and Helen Bergman b. 1223 -62nd Street North Parcel Number 31-030-20-34-0002 Owner: Paul Bergman c. 7143 Manning Avenue Parcel Number 30-030-20-33-0001 Owners: Robert M. and Ann S. Jordan d. 7135 Manning A venue Parcel Number 30-030-20-33-0002 Owners: Ralph E. and Kimberly A. Stowell e. 6731 Manning Avenue Parcel ·Number 31-030-20-23-0001 Owner: Rosalie Gadient The Phase I also includes the Stillwater Golf Course. The approximate population of the Phase I area is qo_ ----~.~----------- Phase II Description 3.03 The Phase II property is the property described in Exhibit "C" commonly referred to as the Abramowicz Farm property, Rivard property and Newman property. Phase III Description 3.04 The Phase III property is the property described in Exhibit "D" and commonly referred to as the Palmer Farm property. This Agreement will not obligate the City to provide adjacency between the present City and the Palmer property and it will be the obligation of the Developer to provide adjacency before the Resolution on Phase III is enacted. Phase IV Description 3.05 The Phase IV property is that portion of the Orderly Annexation Area that is not included in Phases I, II or III. 35667.0lF 05/23/96 -3- j6/20/13 Ed its by Jo int Board I SECTION FOUR TIMING OF ANNEXATION OF PHASES 4.01 Under no circumstances will the growth in the Orderly Annexation Area exceed a cumulative total of 120 dwelling units per calendar year measured from the year 1996 as year one. This limitation shall apply to the issuance of building permits. The City shall provide a written report to the Joint Board on Jaly 15 Iiiia January 15 of each year commencing in 1997 identifying the number and location of building permits for new residential dwelling units issued during the previous M months. ~ 4.02 Phase I property will be annexed to the City after the execution of this Agreement. The Municipal Board shall order annexation of the Phase I property within thirty (30) days following receipt of this Joint Resolution. 4. 03 Phase II property may be annexed by the City filing a Resolution with the Minnesota Municipal Board any time after January 1, 1999. 4.04 Phase Ill property may be annexed by the City filing a Resolution with the Minnesota Municipal Board any time after January 1, 2002. 4.05 Phase IV property may be annexed by the City filing a R · · esota Municipal Board any time after January 1, 2020 (3-1 vote ; Weidner opposed) 4.06 The City may annex Phase II property prior to January 1, 1999 provided that the accelerated growth does not exceed the one hundred twenty (120) dwelling units per year limitation. 4.07 The City may annex Phase III property prior to January 1, 2002 provided that: a) the accelerated growth does not exceed the one hundred and twenty (120) dwelling units per year limitation; and b) that seventy-five percent (75%) of the net developable area of Phase I property annexed to the City has been platted and developed into occupied residential dwellings. 4.08 The City is free to deny an annexation or extend the timing of a phase at any time at its sole discretion. This Agreement does not confer any rights upon any individual property owner to require the City to annex his or her property. 4.09 As an exception to the Phasing Schedule, the City may annex property not described in Phases I, II or III by Resolution if the property is adjacent to the City, is petitioned for by one hundred percent (100%) of the property owners within the area to be annexed and if the resulting annexation will not create a level of growth that exceeds the one hm1dred twenty (120) dwelling units per year limitation. 35667.01F 05/23/96 -4- 16/20/13 Ed its by Joint Board I the 12 .2 acres at the northeast quadrant of CSAH 12 and CSAH 15 , SECTION FIVE COMMERCIAL AND OTHER DEVELOPMENT 5.01 Commercial Development within the Annexation Area will be limited to the 6.3 acr of commercial property at the southeast quadrant of C.S .A .H. 12 and C.S.A.H. 15, and the Bergman and Bradshaw property along Highway 36 between County Road 5 and County Road 15. These are the only properties designated for commercial use in the City's Comprehensive Plan. 5.02 Within sixty (60) days of the City's adoption of this Joint Resolution, the City will amend its Zoning Ordinance to include a separate zoning classification ~that will be described as "Village Commercial Zoning" or "Neighborhood Commercial" · 18 ·5 separate guidelines, standards and design criteria designed to meld the . acre commercial area into the rural setting of the adjacent residential property remaining in the development and the Town as described in Exhibit "E". 5.03 Within sixty (60) days of the City's adoption of this Joint Resolution, the City will amend its Zoning Ordinance to include a separate zoning classification for the Bergman and Bradshaw properties to be known as the "Research and Development District" that will have standards and criteria consistent with the classification described in the Comprehensive Plan. The district will house office, light industrial and service uses in a coordinated planned unit development campus setting. 5.04 Agriculture will continue to be a permitted use in the areas re-zoned pursuant to this Section. SECTION SIX ASSESSMENT AND UTILITY POLICY 6.01 Concurrent with the adoption of this "Joint Resolution", the City Council will adopt an assessment policy that will protect new City property owners who are neither subdividing their property nor requesting municipal services from special assessments and utility charges for sanitary sewer, storm sewer, water and street upgrading. The policy shall be as follows: a. Except as set forth in Section 6.04, no property will be assessed for sanitary sewer or required to pay sanitary sewer hook-up or utility charges if the property is not connected to public sanitary sewer. b. Except as set forth in Section 6.04, no property will be assessed for municipal water or required to pay water hook-up or utility charges if the property is not connected to the municipal water system. c. No property will be assessed for storm water improvements or required to pay storm water hook-up or utility charges prior to subdivision of the property. 35667.01F 05/23/96 -5- 16/20/13 Edits by Join t Board I $3 ,?50 ;T3,750 d . Any property which hooks-up to City nitary sewer shall pay a hook-up charge which will not exceed • . . The , limit shall be inclusive of all trunk or core facilities, laterals and other public costs associated with the installation of and hook-up to the system. e . Any property which hooks-up to City municipal water system shall ~ok-up charge which will not exceed -· fr:OOt. ~ Th~ limit shall be inclusive of all trunk or core facilities, laterals and other public costs associated with the installation of and hook-up to the system. f. Property which is not being subdivided will not be assessed for the cost of street improvements necessitated by development occurring within the orderly annexation area. However, if the street is substandard at the time of the improvement, the property may be assessed an amount equal to the assessment that would have been levied by the Town, if any, under the Town assessment policy in effect prior to the annexation of Phase One. The property may be subject to additional deferred assessments payable if and when the property is subdivided. "Substandard" is determined by Township standards in effect prior to the annexation of Phase I. g. If a property hooks up to City sewer or water it will be charged for one hook- up as per Section 6.01 d and e regardless of whether the property can be further subdivided. Additional hook-up charges will be due at the time the property is subdivided based upon the hook-up charges in effect at that time. 6.02 Concurrent with the City's adoption of this "Joint Resolution", the City will adopt a sanitary sewer and water hook-up policy which includes the following provisions relating to property within the orderly annexation area: a. Prior to subdivision of the property, no property owner will be required to hook-up to the City's municipal water system. b. Prior to subdivision of the property, no property owner will be required to hook-up to the City's sanitary sewer system unless hook-up is mandated by State Statute or Minnesota Pollution Control Agency (MPCA) regulation and enforcement action is initiated. A property owner will be permitted to upgrade or replace a failing system in accordance with MPCA standards. The City ordinance will not impose regulations that are more stringent than those required by the MPCA. 6.03 This section does not require the City, if requested to by a Property Owner, to extend sanitary sewer service to property which has a failed on-site system if the extension is not feasible or cost effective. 6.04 The benefits and limitations set forth in this Section do not apply nor are they for the benefit of owners who subdivide their property. 35667.01F 05/23/96 -6- 16/20/13 Edits by Joint Board I 6.05 The limitations in Sections 6.01 d and e will be annually adjusted commencing January 1, ~based upon the Consumer Price Index for Urban Consumers (CP-U). ~ SECTION SEVEN REAL ESTATE TAXATION 7.01 Rural Tax Rate Adjustment. It is recognized that there is a significant difference between the City's municipal percent of tax capacity rate, which is approximately .35 percent for the calendar year 1996, and the Town's existing percent of tax capacity rate of .17 percent and that to require property that is brought into the City against the wishes of a property owner to pay the full municipal rate would be burdensome. The City, therefore, will concurrent with the City's adoption of this "Joint Resolution" amend, subject to the second reading required by City Charter, its Rural Service Taxing District Ordinance to include: a. A rural service district that will include only parcels that are not connected to municipal sewer or water services. b. A rural service tax rate that will be set at seventy-five percent (75%) of the City Urban Service District rate. c. Pursuant to Minn. Stat. 414.035, for parcels that have not requested annexation, the initial rural service tax rate in the year of annexation will be Fifty percent (50%) of the urban rate, with the percentage being increased five percent (5%) each year to the seventy-five percent (75%) rural service rate. 7.02 Tax Rate Adjustment for Parcels Not Requesting Annexation. Pursuant to Minn. Stat. 414.035, for parcels that have not requested annexation and do not qualify for the rural service taxing district, the initial urban tax rate in the year of annexation will be fifty percent (50%) of the urban rate, with the percentage being increased 10 percent (10%) each year for five (5) years to the full urban rate. 7.03 Tax Payment to Town. During the term of this Agreement, taxes received by the City based upon the tax capacity generated from any area annexed in the year of annexation will be paid over to the Town and thereafter the amount to be paid to the Town will be reduced by twenty percent (20%) each year until the amount reaches zero (0), when taxes based upon the full tax capacity will remain with the City. For the purpose of this section, any increase in tax capacity over the tax capacity generated in the year of annexation will remain with the City. 7.04 Year of Annexation. If the annexation becomes effective on or before August 1 of any year, the City may levy on the annexed area beginning with that year. If the annexation becomes effective after August 1 of any year, the Town may continue to levy on the annexed area for that year, and the City may not levy in the annexed area until the following year. 35667.01F 05/23/96 -7- 16/20 /13 Ed its by Joint Board I SECTION EIGHT JOINT PLANNING AND LAND USE CONTROL 8.01 The purpose of this section of the Agreement is to provide for the joint exercise of goverrunental authority by the City and Town pursuant to Minn. Stat. 471 .59 and 414.0325, Subd. 5 in order to insure orderly development within the annexation area in accordance with this Orderly Annexation Agreement and the City's Comprehensive Plan. 8.02 The powers set forth herein shall be exercised by a four (4) member board consisting of two (2) City Council members appointed by the City and two (2) Town Board members appointed by the Town Board of Supervisors . 8.03 The Joint Board will review official controls necessary to regulate development of property and development applications within the Orderly Annexation Area before its annexation by the City in order to insure that the property remains in a status available for development into urban density residential uses in accordance with the City's Comprehens ive Plan. The area north of the railroad tracks and east of the Oak Glen development and south of H ighway 96 shall remain in the present conservency zoning classification now in effect in the area. A zoning classification for the Bergman farm that is the same as the C ity's Research and Development Zoning District will be adopted in order to protect the area from development that would prevent or frustrate the eventual urban development of the farm as an Urban Research and Development Center. Nothing in this subsection shall preclude the Town's approval of a subdivision of a parcel of land into three or fewer lots with a minimum lot size of 2.5 acres. 8. 04 As to property within the Orderly Annexation Area after its annexation into the City, the Joint Board shall have the following delegated powers: a. b. c. d. e. f . 35667 .01F 05/23/96 Approve amendments to the City's Comprehensive Plan relating to the Orderly Annexation Area; Approve the initial adoption of, amendments to, or variances from the City's official controls relating to the Orderly Annexation Area. Approve any special assessment and sanitary sewer and water hook-up ordinance or policy and any amendments for consistency with Section Six. Approve the Rural Service Taxing District ordinance or any amendments thereto, for consistency with Section Seven herein. Review and comment on the consistency of any development application with City's Comprehensive Plan and Orderly Annexation Agreement. All matters subject to approval by the Joint Board as set forth in §8.04 (a), (b) or (c) shall be processed in the same manner by the City as any other such -8- 16 /20/13 Edits by Jo int Board I matter. Any required public hearing before the City Planning Commission or City Council shall also be noticed as a public hearing before the Joint Board. g. Final action by the City relating to matters described in §8.04, Subd. (a), (b), (c) or (d) may not be taken unless the Joint Board certifies approval of the action. If the Joint Board fails to certify approval, the Joint Board Members shall designate a qualified neutral from the Minnesota Supreme Court Certified Neutrals list to conduct Alternative Dispute Resolution ("ADR") in the form of mediation/arbitration ("Med-Arb") or such other agreed upon ADR format. If mediation fails, the Neutral will issue a recommended decision. The Joint Board will adopt Findings of Fact and Decision consistent with the Neutral's recommendation and supported by the administrative record developed by the City and Joint Board. The Neutral shall base the recommended decision on the City and Joint Board administrative record, any applicable provision of the Orderly Annexation Agreement and legal pripciples which the Joint Board and City are required to follow in determining the matter at issue. h. Development applications subject only to review and comment by the Joint Board pursuant to Paragraph 8.04(e) herein shall be processed in the same manner as all other development applications except as follows: (1) The Joint Board shall meet before the Planning Commission completes its consideration of the application. Minutes of the Joint Board's discussion of the application shall be included in materials submitted to the Planning Commission. No public hearing need be conducted at the Joint Board meeting; (2) The Town Board representatives on the Joint Board shall be ex officio members of the City Planning Commission when any development application subject to the Joint Board's review and comment is being considered, and shall be provided with all staff reports and other documentation provided to City Planning Commission members. 8.05 "Official controls" means ordinances, regulations and policies which control the physical development of the city and use of land, or any detail thereof and implement the general objectives of the comprehensive plan, including ordinances establishing · zoning, subdivision controls, site plan regulations and official maps. 8.06 The Joint Board will not be responsible for any staff time, consultant expenses or other costs incurred by the City and Town in connection with the processing and review of any matter which requires approval by the Joint Board. The Town and City will be responsible for paying their own employees, consultants and Joint Board members . Any expenditure incurred by the Joint Board, including the appointnient of a Neutral to conduct ADR proceedings, if necessary, shall be apportioned seventy-five percent (75%) to the City and twenty-five percent (25%) to the Town. 35667.01F 05/23/96 -9- 16 /20 /13 Edits by Joint Board I 8.07 This Joint Powers Agreement shall term · Annexation Agreement on January 1, , except as follows: As to the matters set forth in Section 8 .04 (b), (c) and (d) herein, the Joint Powers Agreement shall remain in effect so long as there are any Phase IV properties that are still entitled to the protection of Sections Six and Seven herein, pursuant to Section 16.01 herein. 8.08 Concurrent with the City's adoption of this Joint Resolution, the City shall amend, subject to the second reading required by City Charter, its zoning ordinance to provide that property is zoned agricultural upon its initial inclusion into the City upon annexation . The Agricultural zone shall not allow any non-agricultural commercial use. The owner of any property proposed to be annexed pursuant to Section 4 .09 which has an existing non-agricultural use shall agree to terminate the use as a condition of annexation. Nothing herein precludes the City, subject to Joint Board approval pursuant to Section 8.04 (b) herein, from rezoning the property to another use at the time of or subsequent to its armexation. SECTION NINE PERFORMANCE STANDARDS 9.01 The City agrees to develop Performance Standards for developers who work within the Orderly Annexation Area. The standards will measure developer performance in the areas of fmancial responsibility, protection of the environment during construction, construction traffic management, compliance with established tinie tables and responsiveness to citizen complaints. Each developer will be reviewed annually for compliance with these standards and the City will develop a system to sanction developers who fail to meet standards. SECTION TEN INCLUSION OF JOINT TASK FORCE RECOMMENDATIONS 10.01 To the extent feasible and permitted by law, the City agrees to include the recommendations of the Joint City/Town Planning Task Force within the ordinances and policies of the City. These recommendations are adopted and made a part of this Agreement as Exhibit "F". SECTION ELEVEN ENVIRONMENTAL AND OPEN SPACE PRESERVATION 11.01 The City agrees that environmental assessment worksheets will be required at each critical stage of any development review process as required by the Rules of the Minnesota Environmental Quality Board. Further, the recommendations developed by the Stillwater Area Open Space Committee will be implemented when feasible and the guidelines for protection of open space and the environment within the Orderly - Annexation Area will be followed when feasible or when permitted by law. The Stillwater Area Open Space Committee Report prepared by Kathryn Malody, 35667.01F 05/23/96 -10- Botanical Consultant, dated August 1995 is adopted and made a part of this agreement as Exhibit "G", and the recommendation set forth in the study for sites within the Orderly Annexation Area must be made available to the Planning corrunission and City Council when any planning review is made of any proposed development within the Orderly Annexation Area. SECTION TWELVE INFRASTRUCTURE INSTALLATION WITHIN THE TOWNSHIP 12 .01 When sewer and water trunk facilities will be extended through Town area in order to serve phases of the Orderly Annexation Area that are ready for urban development , the City agrees to notify the Town Board of the development plans. The City will copy the Town Board on any correspondence with Town property owners relating to easements or right-of-way acquisitions. SECTION THIRTEEN MAINTENANCE OF EXISTING INFRASTRUCTURE WITHIN TOWN City Eng ineer is rev iew i ng this section . 13.01 The Town will contmue to mamtam streets an o er pu IC unprovements in the Annexation Area so long as they remain in the Town. If improvements are required in this area which are not necessitated by growth in the City Annexation Areas, the City will pay to the Town a portion of the cost of the improvement which extends the useful life of the improvement beyond the time at which the street or other improvements is projected to be annexed into the City. The City's portion of the cost will be prorated based upon the following fonnula: Useful Life After Cost of Improvement x Projected Annexation Date = City's Share Total Useful Life 13.02 If public improvements are required in the Orderly Annexation Area that remain in the Town and are necessitated by the growth occurring in an area annexed pursuant to this Agreement, the City shall pay the cost of the improvements, except for an amount approximating the cost of maintaining (e.g ; patching, sealcoating, and overlays) the street to a Township rural standard under the policy in effect prior to the annexation of Phase One based upon average daily traffic that existed prior to Phase One. This amount will be the Town's responsibility. 13 .03 Road maintenance costs for the Orderly Annexation Area remaining in the Town will be shared based upon the City assuming road maintenance cost increases over the base year 1995. The amount of maintenance costs equal to the base year 1995, annually adjusted by the appropriate construction cost index, will continue to be the responsibility of the Town. 35667 .01F 05/23/96 -11- 16/20/13 Edits by Jo int Board I SECTION FOURTEEN MODIFICATION 14.01 This Agreement may be modified at any time by written agreement approved by both the City and the Town, provided that the Resolution approving the modification be approved by 4/5ths vote of both the City and the Town . SECTION FIFTEEN GENERAL PROVISIONS 15.01 The words "shall" or "will" are mandatory. The word "may" is permissive. 15.02 If any provision of this agreement is declared invalid, for any reason, by a court of competent jurisdiction, the validity of the remaining terms and provisions shall not be effected and the agreement shall be construed and enforced as if the agreement did not contain the particular term or provision held to be invalid. SECTION SIXTEEN TERMINATION . ~ 16.01 This Agreement will terminate on January 1, 2ff!fJ in ~ects, except that any Phase IV properties annexed subsequent to January 1, , shall be entitled to the protection of the provisions of Sections Six and Seven or a period of five (5) years after the year of annexation. 2020 (3-1 vote ; Weidner opposed) CITY OF STILLWATER ATTEST: Mo~Ii{Weldon, Its Clerk 35667.01F 05/23/96 TOWN OF STILLWATER ATTEST: &2~. Pat Bantli, Town Clerk -12- ·. :·.; ... •' ~add this a!?· # 36 ~o•bs Frank Roos Aasoci-tC$1 Inc 15050 23rd Rvs. N, Plyaouth, KN. 55~4? 6121' .. 76-6010 r~x 6121'476-8532 Enginssr-s Planners Surveyor-s Orderly_ Arinexation -Area EXHIBIT CITY & TOWNSHIP OF STILLWATER ORDERLY ANNEXATION AGREEMENT Orderly Annexation Agreement Exhibit A Legend --• City Limit (1/1/13) B Orderly Annexation Area Revised 2013 Ju.r. 10. 1996-1 :3iPM-~.!U'"'SS FRANK ROSS----------No. 616 8-P. 3/6---. ~cCoabs frank Rcos Associates, Ine 15050 23~d AY~. N. Plyaouth. "N. 55~~7 Engineers 612~476-6010 Planner$ ~~f' . -~aL.l~'f ;:,• CITY & TOWNSHIP OF STILLWATER ORDERLY ANNEXATION -------~-··- Jun. !0. 199 6_ I :3J PM_MCr''\!BS FRANK ROS S _____ _ No. 616 8_P . i ·~··· ~· .. , ''• :-•.·-·· PHASE II ;r_J "cca-bs fro~ Raas Ass~ci~tes, Inc. 15050 23rd Ave. H. Ply ~out~. nN. 55447 Enginears ~~~,47~-~n1n Pla~~P.~~ ..... 2 ~£6<; ~ 2!::Y.; <: Hr.: < -. z o::··-·.-• -... J CITY &. TOWNSHIP OF STILLWATER ORDERLY ANNEXATION 4/6 ,_ ,., r ~ 80th Street J1cCo•~s Frank Roes A#$OCiates, Inc. 15050 23rd Rve. M. Plyaovtn, "N. 55447 Engineers 612/~76-6010 Planners F~x 612/476-8532 Surveyor£ I ::am·: 5/6 :-1 , -'' ........ ":':.: ....... t ~.,.. t CITY &. TOWNSHIP OF STILLWRTER ORDERLY ANNEXATION AGREEMENT \ I I \• CITY COUNCIL MEETING MINUTES January 21, 2014 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 Absent: None Staff present: City Administrator Hansen City Attorney Magnuson Finance Director Harrison Police Captain Meredith Deputy Fire Chief Ballis Community Development Director Turnblad Public Works Director Sanders Public Works Superintendent Moore City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Harycki led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of January 7, 2014 regular and recessed meeting minutes Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to approve the January 7, 2014 regular and recessed meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS CVB Presentation - Tiki Oswald Tiki Oswald, outgoing president of the CVB, presented the Stillwater/Oak Park Heights Convention & Visitor Bureau Annual Report. Barb Truman, marketing director for the CVB, explained marketing and advertising highlights for 2013, including analysis of web site views, distribution of the Stillwater Visitor Guidebook, and promotion of weddings and meetings. Christie Rosckes, Fresh Avenue Marketing, explained the monthly e-newsletter, media and social media management. She summarized CVB marketing goals for 2014. Antonio Rossini, incoming CVB president, thanked the Council for its support. City Council Meeting January 21, 2014 Page 2 of 6 City Administrator Hansen thanked the CVB representatives for the clean audit report submitted. Councilmember Menikheim commended the CVB for its work promoting the City. Councilmember Weidner asked if there is any measurement of the program’s success other than tracking web site visits and he would like to know whether occupancy of B & Bs increased. Mr. Rossini replied that it is difficult to track exactly how many people visit the City, though lodging statistics indicate Stillwater is above average for the State. Ms. Truman referred to the lodging tax report, Google Analytics and the State of Minnesota Office of Tourism for statistics. Councilmember Kozlowski stated that statistics he gathered indicate that B & B occupancy is up. City Administrator Hansen added that B & Bs generate 21-22% of lodging taxes collected. Councilmember Polehna asked how the CVB will market the new trail and other new downtown amenities. Ms. Truman replied that the CVB will promote the new bike trail and the bridge, conveying that visitors can still come to Stillwater during construction. Downtown Revitalization Committee Update - Todd Streeter Todd Streeter, Greater Stillwater Chamber, briefly reviewed the Downtown Revitalization Committee’s work over the past 18 months and the scope of work planned for 2014. OPEN FORUM There were no public comments. STAFF REPORTS Community Development Director Turnblad presented the Community Development Annual Report and reviewed the 2014-2015 Work Plan. Public Works Director Sanders reported that MnDOT has decided that closing Highway 95 for two weeks to facilitate construction of the Loop Trail would not be a good idea for the summer months, so construction of the trail south of the City will be delayed till the summer of 2016. Public Works Superintendent Moore gave an overview of improvements done in 2012-2013 in Lowell Park and proposed for 2014. Mayor Harycki recognized Finance Director Harrison and the Finance Department for receiving a Government Finance Officers Association Award. The Department has been receiving this award for over 20 years. City Administrator Hansen reported that a meeting with Congresswoman McCollum is scheduled for tomorrow to discuss Senate approval of the funding for the Armory. CONSENT AGENDA Resolution 2014-015, directing payment of bills Resolution 2014-016, approving Fiber Joint Powers Agreement between Washington County and the City of Stillwater Resolution 2014-017, approving license to use real property – HHW Day, Saturday, May 17, 2014 Resolution 2014-018, approval of Forestry Consultant Contract for 2014 City Council Meeting January 21, 2014 Page 3 of 6 Possible approval to purchase GPS Tracking System – Public Works Possible approval to purchase John Deere 1025R Tractor – Public Works Possible approval to purchase Bobcat 590 Skid Steer – Public Works Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Possible second reading of Ordinance 1063, an ordinance amending Chapter 56 of the Stillwater City Code, taxes and assessments, Section 56-5, Local Lodging Tax Tom Lynum of the Sauntry Mansion Bed & Breakfast reiterated his request to reduce the lodging tax on small properties from 3% to 1%. He stated he had received severe reaction to comments by others claiming that B & Bs are going away. To refute this, he provided some B & B history and stated the B & Bs contribute to the community in many ways and have low impact on City services. Erin Drews of the Ann Bean Mansion Bed & Breakfast summarized free web-based promotional opportunities including Facebook pages, blogs, Twitter, Pinterest and Instagram. Trip Advisor web site users consistently rate Stillwater B & Bs at 97% or higher. B & B owners view themselves as ambassadors for Stillwater. Together with the sales tax, the lodging tax boosts taxes over 10% which seems to be an undesirable threshold for guests. Councilmember Kozlowski asked if B & B owners feel the lodging tax is keeping guests away. Mr. Lynum responded that B & Bs try to make sure their customers get maximum value for their stay. Councilmember Polehna remarked that he does not feel people avoid Stillwater due to the lodging tax. He believes positive reviews on websites like Trip Advisor impact customer choices more than the lodging tax. Mayor Harycki remarked there is a benefit to having a vital downtown and activities for visitors to see and do, and the CVB helps achieve this. Councilmember Menikheim stated the Council must represent the majority of the City. He believes the majority of the City supports the lodging tax. Mr. Lynum noted that if the lodging tax went from 3% to 1% for small properties, other B & Bs could still charge 3% if they wanted. Jerry Helmberger of the Aurora Staples Bed & Breakfast stated he was opposed to the formation of the CVB but once it was established, he joined as a board member. If there were no lodging tax today he would argue against it. He believes the CVB does its work and supports it, but is opposed to taxes. Not all small properties in Stillwater would be opposed to the lodging tax remaining at 3%. City Council Meeting January 21, 2014 Page 4 of 6 Antonio Rossini of the Lexington Hotel and CVB president, offered to answer any questions. Councilmember Kozlowski asked for a breakdown of room bookings, large versus small properties, so that everyone could see the tangible value of the CVB’s work. Finance Director Harrison shared that from 2012 to 2013, the City saw a 13% increase in occupancy rates for B & Bs in the first quarter of each year and a 10% increase in the second quarter, while third quarter saw a decrease. The same holds for the hotels, but for them the third quarter was up. Overall, occupancy rates rose by 13%, 11% and 11% for the three quarters of the year. This is based on tax revenues and does not account for any increase in rates. Mr. Lynum offered to help put together any analysis that the Council would like to see compiled. City Attorney Magnuson noted that at the Council’s direction, the Ordinance language changed from the previous reading, and now covers three years, sun setting January 31, 2017. Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt Ordinance 1063, an ordinance amending Chapter 56 of the Stillwater City Code, taxes and assessments, Section 56-5, Local Lodging Tax. Councilmember Weidner commended the CVB and stated he is not convinced a reduction in the lodging tax would have a positive effect, nor is he sure the existing 3% lodging tax has a negative effect. He feels the B & Bs play a great role in the City’s architectur al and historical appeal to visitors. Councilmember Kozlowski stated he would not want the ordinance to have a negative impact on businesses. He would like to focus more on how the City can support B & Bs. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None NEW BUSINESS Possible approval of BWBR proposal for the next phase of Fire Station design services Community Development Director Turnblad informed the Council that staff is in the process of getting a bid proposal for design services. It will be brought back to the Council on February 4. Possible approval of 2014 Fee Schedule for services/publications and Administrative Citations Fines City Clerk Ward presented a recommended 2014 Fee Schedule reflecting increases in Sewer and Water Hookups, Development Fees, and Trunk Sewer and Water, based on the Construction Cost Index. Motion by Councilmember Kozlowski, seconded by Councilmember Menikheim, to adopt Resolution 2014-019, 2014 Fee Schedule. Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None Possible approval of resolution vacating street City Attorney Magnuson explained the vacation will eliminate a flaw on the title for the property owner and is of no benefit to the City to retain the right of way through this property. City Council Meeting January 21, 2014 Page 5 of 6 Motion by Councilmember Polehna, seconded by Councilmember Kozlowski, to adopt Resolution 2014-020, a resolution vacating a public right of way Block One (1) Thompson, Parker and Mower’s Second Addition to Stillwater Ayes: Councilmembers Menikheim, Kozlowski, Weidner, Polehna, Mayor Harycki Nays: None Discussion on Community Resource Officer - Police Department Captain Meredith reminded the Council that in February 2013, the Council authorized the Community Resource Officer (CRO) position on a part-time, 100-day hire basis. The CRO has been hired as a police officer, so the position is now vacant. The position has proved to be invaluable, and the Department is requesting permission to make it a full-time position. City Administrator Hansen stated there are some cost savings because the police officer hired will start at a much lower rate than the officer he is replacing. He supports the request. Councilmember Weidner asked why the position needs to be increased from part-time to full- time when the part-time position worked well. Police Chief Gannaway (arrived at 9:22 p.m.) and replied that the position has proven itself to be needed on a full-time basis, especially the investigative aid that is involved. It would make existing staff more efficient in terms of code enforcement, investigations, and other staff roles. Motion by Councilmember Menikheim, seconded by Councilmember Kozlowski, to approve the position as written. All in favor. COUNCIL REQUEST ITEMS Councilmember Polehna asked that the Parks Commission be assigned to come up with names for the Barge Terminal Property, Hersey Bean Property and Aiple Property. Councilmember Menikheim again asked about the status of the signing of the contract for the summer event and also of hiring the Event Coordinator. City Administrator Hansen replied there is a meeting with The Locals on Tuesday, January 28 and he hopes to get the contract signed at that time. He plans to finalize the Event Coordinator job description this week and get it distributed. Councilmember Weidner noted that the Planning Commission discussed moving its regular meetings from Monday to Wednesday to provide additional time to review their packets. Community Development Director Turnblad stated it could be moved to the second Wednesday of the month, but the Commission may lose a person or two. He would like to talk again with the Commission, and if they want to move it to Wednesday, he will bring it back to Council to approve rescheduling. Councilmember Weidner suggested the Council consider amending seasonal vending permit regulations to give the City more aesthetic control over the type of trailer used. Community Development Director replied that the issue could be brought to the Planning and Heritage Preservation Commissions to discuss creating a design permit review process for temporary vending carts. Councilmember Menikheim inquired when the next Council retreat might be and City Administrator Hansen replied that he will start trying to schedule a Council retreat. Councilmember Polehna remarked that a retreat for Council to sit and talk is beneficial. Mayor City Council Meeting January 21, 2014 Page 6 of 6 Harycki encouraged Councilmembers to participate and clear calendars for the time of the retreat. Mayor Harycki stated at the next 4:30 Council meeting there will be discussion on the request for extension of the Orderly Annexation Agreement to provide Council’s decision to the Joint Board. ADJOURNMENT Motion by Councilmember Kozlowski, seconded by Councilmember Polehna, to adjourn the meeting at 9:38 p.m. All in favor. Ken Harycki, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2014-016, Approving Fiber Joint Powers Agreement between Washington County and the City of Stillwater Resolution 2014-017, Approving license to use real property Resolution 2014-018, Approval of Forestry Consultant Contract for 2014 Resolution 2014-019, 2014 Fee Schedule Resolution 2014-020, a resolution vacating a public right of way Block One (1) Thompson, Parker and Mower’s Second Addition to Stillwater Ordinance 1063, an ordinance amending Chapter 56 of the Stillwater City Code, taxes and assessments, Section 56-5, Local Lodging Tax EXHIBIT "A" TO RESOLUTION #2014-021 LIST OF BILLS A-1 Hydraulic Sales & Service Ace Hardware Action Rental Inc. Advanced Sportswear Amdahl Locksmith Inc Chris AMEM Association of Training Board of Water Commissioner Brady Doug Business Data Record Services Carquest Auto Parts COW Government Inc . Century Link Clark Dan Cole Papers Collins Ryan Com cast Computer Services of Florida Danielson Carol Delta Dental Plan of Minnesota ECM Publishers Environmental Systems Research Erenberg Sarah Fastenal Company Goodin Company Gopher State One Call Inc. GS Direct Inc . Hansen Eric Harris Services LLC Harycki Kenneth Haussner Plumbing LLC Heritage Printing Inc . Holiday Credit Office Ice Skating Institute J.H. Larson Company Kath Companies Kelly Cameron Kirvida Fire Inc. League of M N Cities League of MN Cities Ins Tr Linner Electric Co. Little Falls Machine Inc . M.J. Raleigh Truck Co. Marshall Electric Company MBPTA Seal kit and labor Supplies Equipment rental Embroidery and uniform Lock at police dept Membership 2014 ATOM Law Enforcement Training WAC Charges Reimburse for mileage to A-1 Hydralic Doc destruction services Auto parts & supplies Ink cartridge Phone Janitorial service Janitorial supplies Reimburse for iPad TV Internet & Voice Yearly software maint fees Refreshments for armory fire station meeting February COBRA Publications ArcGIS Reimburse for postage Supplies U bends AO Smith Tickets & annual fee Economy IJ plot bond Reimburse for iPad Repair Cab service 2nd floor plumbing Utility billing envelopes Fuel Skater memberships Supplies Grease Reimburse for iPad Repair on fire tanker Safety & loss control workshops Claim# C0018122 Rewiring install fuses & hanging of wreaths Cylinder Nitrided Sand Nelson St grinder pump Membership Page 1 508.15 696.93 122.00 250.00 827.50 100.00 125 .00 5,148.00 35.84 74.75 167.46 181.98 121.04 1,057 .50 277.86 600.00 338 .10 599.00 102 .75 168.40 146.65 2,450 .00 155.57 725 .08 342 .00 222 .20 49.68 599.00 4,007.45 215.00 205.00 826.75 448.35 1,183.00 979 .83 328.13 600 .00 638.68 20.00 1,000.00 1,320.25 415.42 121.16 6,411.01 100.00 EXHIBIT "A" TO RESOLUTION #2014-021 Menards Metropolitan Council Metropolitan Mechanical Contractors Meyers Nora Minnesota Air Municipal Emergency Services NAPA Auto Parts Natural Resource Group LLC Nobles John North American Safety North American Salt Co . Office Depot O'Reilly Auto Parts Performance Plus LLC Pioneer Press R&R Specialties Inc. Riedell Shoes Inc. S& T Office Products Sanders Shawn Shilts Cindy Sprint PCS St. Croix Boat and Packet Co. St. Paul Police Department PDI Stick Wizard Stillwater Motor Company T.A . Schifsky and Sons Teddy Bear Park Foundation Tri-State Pump and Controls Inc. USAble Life Valley Trophy Inc. Volunteer Firefighters Benefit Washington County Property Records Winnick Supply Wittman Abbi Jo Yocum Oil Company Zarnoth Brush Works Supplies Wastewater Charge and SAC Charges Maintenance agreement and boiler repair Refund for parking ramp Inducer motor assebly Kochek adapter Battery Prefessional services Reimbursement for class & hotel Jackets Bulk Coarse HWY Office supplies Wiper blades Medical evaluation Subsciption Repair Laces and skates Office supplies Reimburse for City Engineers Conference Reimbursements Cell phone Arena billing Police motorcycle operator course C1 splice and glue cartridge Auto service and repairs Asphalt Margaret Rivers fund pass thru Install new pump Term Life Insurance Engraving Membership TIF info for contract pymts due 2-1-14 Repair of plows supplies Reimburse for coffee Fuel Wafer broom refill Page 2 310 .29 135,824.21 1,289 .00 3.00 356.27 3,657.27 249 .62 462.50 676 .94 90 .00 22,118.24 528.21 37.98 70 .00 113.98 1,389.80 1,341.19 237 .44 295.00 135.75 95.96 70,563.42 929.00 384.00 748.13 73.32 7,500 .00 4,780.00 403 .20 51.75 22.00 35.00 531 .80 13.98 4,513.41 413.00 EXHIBIT "A" TO RESOLUTION #2014-021 Page 3 LIBRARY Ace Hardware Janitorial supplies 5.99 Baker and Taylor Materials 1,269.99 Brodart Co Materials 1,185 .17 Com cast Telecommunications 56 .90 Cummins NPower LLC Building repair 736 .15 Ebsco Publishing Periodicals 5 .50 ECM Publishers Publishing 110.60 Gaylord Bros Inc . Processing supplies 273 .23 Midwest Tape Materials 10.39 Office of Enterprise Technology Telephone 339.89 Quill Corporation Supplies 419 .67 Security Response Services Inc Maintenance contract 155.67 Toshiba Business Solutions Maintenance contract 30 .27 Washington County Library MS Contract 3,455 .86 Xcel Energy Utilities 6,449 .86 JANUARY MANUALS Cub Foods Supplies for turkey bowling 118.43 Icon Art Studios Inc Book 84 .99 League of MN Cities Workers Camp Insurance 41,220 .25 Postmaster Utility Bi lling Postage 2,669.88 Springbrook Travel expenses 5,695 .91 MEMORANDUM TO: Mayor and City Council FROM: Shawn Sander~rector ofPublic Works DATE: February 4t\ 2014 SUBJECT: Access Agreement DISCUSSION The contractor responsible for the bridge construction on the St, Croix River Crossing Project, Lunda/Ames Joint Venture (Lunda/Ames) has approached the City about using the Barge Terminal Site as a staging area during construction ofthe project. Lunda/Ames would use the site from March 2014 to July of2016. Staff has been working on agreement, attached, for use of the site and along with a number of conditions includes a monthly payment to the City in the amount of$2857 for the duration ofthe agreement. (This is the rate that for use ofthe site used by Kraemer and Sons for the pier foundation work). RECOMMENDATION It is recommended that Council approve the access agreement for the Barge Terminal Site with Ames/Lunda Joint Venture. It is also recommended that the monthly amount for the agreement continue to be used toward Lowell Park Improvements. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2014-APPROVING ACCESS AGREEMENT BETWEEN THE CITY AND OF STILLWATER AND LUNDA/AMES JOINT VENTURE APPROVING ACCESS AGREEMENT WITH LUNDA/AMES JOINT VENTURE WHEREAS, an agreement to use the Barge Terminal site as a staging area during construction on the St. Croix River Crossing Project has been prepared and presented to the City. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY 0 F STILLWATER, MINNESOTA that the agreement presented to Council and . on file with the office of the City Clerk is hereby approved and authorizes the Mayor to execute said agreement. Adopted by the City Council this 11th day ofFebruary 2014. Ken Harycki, Mayor Attest: Diane F. Ward, City Clerk ACCESS AGREEMENT This ACCESS AGREEMENT (hereinafter referred to as "Agreement") is made as of this __ _ day of 2014, by and between The City of Stillwater ("Grantor" or "Owner") and Lunda/Ames Joint Venture 15601 Clayton Avenue South, Rosemount, MN 55068 (referred to herein as "Grantee"). THE PARTIES AGREE AS FOLLOWS: 1. Access Granted. For the consideration herein set forth , Grantor grants, permits, and lets to Grantee the right to cross over the herein described premises: [See attached sketch](the "Premises"). Access to the Premises shall be maintained at all times. As used in this Agreement, the term "Premises" refers to the real property described above. The entrance gate on the south end of the project shall be secured at the end of each workday. The City and its agents shall have available access to the lift station and the site at all times during the term of this agreement. During the occurrence of high water, the Grantee shall be responsible to remove all material and equipment from the Premises . Notification will be given to the City Engineer of any land clearing or earth moving operations on the site. Entrance to the north access road shall be blocked to prevent vehicle access . Signs shall be posted warning of pedestrians of no access to the site. Location of the signs must be approved by the City Engineer. 2. Frank "E". Grantee must also coordinate activities with St. Croix Boat and Packet Co., Inc. and not block their access to the Barge Frank "E," or the dock to which the Barge is tied. 3 . Term. The Access to the Premises shall be for a term beginning March 1, 2014 and July 30, 2016. Extension of the term shall be on a month-to-month basis thereafter. 4. Consideration. Grantee shall pay to Grantor, as consideration, the sum of$2,857 .00 per month. Payment for the month of March, 2014 shall be paid no later than March 5, 2014, and rent for subsequent months shall be paid on or before the first day of each month. 5. Insurance. a. At Grantee's expenses , Grantee agrees to secure and maintain Workers' Compensation and Employers Liability Insurance in accordance with the laws of the State of Minnesota. A certificate of insurance shall be furnished to Grantor executed by the duly authorized representative of the insurer, indicating compliance with the insurance requirements stated herein . b. In connection with and in addition to the indemnity obligations of this Agreement, Grantee shall, at its own expense, secure and maintain general or public liability insurance, automobile liability insurance, for owned, non-owned and hired vehicles and commercial property insurance. Grantee shall name Grantor as an additional insured on said insurance policies. A certificate of insurance shall be furnished to Grantor, indicating compliance with the insurance requirements stated herein. The limits of coverage required under this Section must be at least $1,500,000 combined single limits for claims arising out of a single occurrence. 6. Indemnity. To the fullest extent permitted by law, Grantee shall indemnify, defend and hold harmless Grantor from and against claims, damages, losses, and expenses arising out of or resulting from the Grantee's use of the Premises, provided that any such claim, damage, loss or expense (i) is attributable to bodily injury, sickness, disease or death, or injury to or destruction of tangible personal property including loss of use resulting therefrom, and (ii) is caused in whole or in part by any negligent act or omission of Grantee or anyone directly employed by Grantee for whose acts Grantee may be liable. 7. Removable of Property and Repair. On or before the date of termination of this Agreement, Grantee agrees, at its expense, to leave the Premises in a clean, orderly and environmentally acceptable condition. Grantee shall be responsible for the repair of any damage caused to the Premises by its use of the Premises. 8. Default. In the event that either party to this Agreement fails or neglects to do or perform any act or thing provided in this Agreement by it to be done or performed, it shall be in default under this Agreement and should such failure continue for a period of seven (7) days after written notice from the non-failing party specifying the nature of the act or thing to be done or performed, then the non-failing party may, but shall not be required to, terminate this Agreement. Grantee agrees to indemnify and hold harmless Grantor from the costs thereof and liabilities thereof and liabilities therefrom as set forth Paragraph 5 of this Agreement. 9. Notices. Any notice, demand, or other writing permitted or required to be given or served in this Agreement by either party to the other, shall be deemed to have been fully given or served when made in writing and deposited in the United States Mail, postage prepaid, at the address of the party set forth below, or such other address as the party may hereinafter designate to the other party in writing: To: To: Address: Lunda/ Ames Joint Venture Attention: Dale Even I 560 I Clayton A venue South Rosemount, MN 55068 The City of Stillwater Attention: Shawn Sanders Director of Public Works 2I6 North Fourth Street Stillwater, MN 55082 10. Modification. Any modification of this Agreement or additional obligation assumed by either party in connection with this Agreement shall be binding only if evidenced in a writing signed by each party or an authorized representative of each party. I I. Assignment. Grantee agrees not to sell, assign, mortgage, pledge, or in any manner transfer this Agreement and not to sublet the Premises or any part or parts thereof without the previous written consent of Grantor. Any assignment or subletting consented to by Grantor shall not release Grantee from any of its obligations under this Agreement. I2. Complete Agreement. This Agreement contains all of the agreements of the parties. There are no other representations, agreements, undertakings, terms or provisions between the parties with respect to any matter covered or mentioned in this Agreement. -2- written. 13. Severability. Any provision of this Agreement that shall prove to be invalid , void, or illegal shall in no way affect, impair, or invalidate any other provision hereof, and such other provision shall remain in full force and effect. 14. Governing Law. This Lease and the agreements herein shall be construed in accordance with the laws of the State of Minnesota. 15. Binding Effect. This Agreement shall be binding upon and inure to the benefit of the parties and their heirs , successors and as signs. 16. Titles. The titles or headings of all paragraphs herein are descriptive only and not controlling. IN WITNESS WHEREOF, the parties have executed this Agreement on the date first above GRANTOR: THE CITY OF STILLWATER By ______________________________ __ Title : --------------------------------- GRANTEE: Lunda/Ames Joint Venture By ________________________________ _ Title: --------------------------------- -3- RESOLUTION 2014-023 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 Construction of Fire Station & Rehabilitation of Police Station - $8,420,000.00 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 11th day of February, 2014 __________________________________ Ken Harycki, Mayor ATTEST: ___________________________________ Diane F. Ward City Clerk RESOLUTION 2014-024 APPROVING 2014 SPECIAL EVENT AND CONTRACT FARMER'S MARKET BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the 2013 Farmer's Market Special Event and Contract between the Stillwater Farmer's Market Association and the City of Stillwater is hereby approved and authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of Stillwater this 11th day ofF ebruary, 2014. Ken Harycki, Mayor Diane F. Ward, City Clerk STILLWATER FARMER'S MARKET 2014 AGREEMENT THIS AGREEMENT made this 19th day of March, 2014 between the CITY OF STILL WATER, Washington County, Minnesota ("City") and STILLWATER FARMER'S MARKET ASSOCIATION, c/o Beverly Friendt, its President, 3503 Long Lake Road E, Pine Springs , MN 55115 ("Farmer's Market"). 1. Location. The City of Stillwater has authorized the Farmer's Market to use the parking lot located on the corner of Third and Pine Street (aka Riverview Parking Lot) for the purpose of conducting a farmer's market where vendors will offer agricultural goods and related merchandise for sale to the public. 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: a. Saturdays, June 1 through October 31 ofthe year 2014 b. Setup: 6:00a.m. c. Event: 7:30a.m.-12:00 p.m. (Noon) 3. 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. 4. Signs. Market signage must be approved by the Community Development Director including the size and location of signs and banners. 5. Parking Lots. Organizer is aware and will inform all vendors and event participants that staking into the asphalt, etc. is not allowed (any damage repair will be paid for by the organizer). 6. Portable Toilets. The City will provide a toilet for use of vendors and patrons throughout the period of their use. The portable toilet will be located in the upper parking lot on Fourth Street. The Farmer's Market shall reimburse the City for one-third (1 /3) of the seasonal costs of the toilet, which is due three (3) weeks before the June 1, 2014. Approved by the City of Stillwater under authority of the City of Stillwater. CITY OF STILLWATER Ken Harycki, Its Mayor STATE OF MINNESOTA COUNTY OF WASHINGTON ) ) ss ) ATTEST: Diane F. Ward, Its City Clerk STILL WATER FARMER'S MARKET ASSOCIATION By ____________________________ _ Beverly Friendt, Its President On this __ day of ______ , 2014, before me, a Notary Public within and for said County, appeared Ken Harycki, and Diane F. Ward, to me personally known who, being duly sworn, did say that they are the Mayor and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota municipal corporation. Notary Public STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this __ day of ____ , 2014, by Beverly Friendt, the President and duly authorized agent for Stillwater Farmer's Market Association. Notary Public -2- r•E illfHHACE Of !.IIMIHSOTA EVENTS PERMIT APPliCATIO N 21.6 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651.-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event Jnstructions for application deadline and fees. Office Use Only 1 j J J Date Application Received V Z,'8 / 1! r ' Date of Application: /--c:z2y dt7 /# / Type: Event Special Event ~ Event Information Title/Name of Event ·--.-r:-h A //-)/?/J ~/-f-/2/nPfi 1 S /Jj.;;R~~ -· Event Date/Time: Set up: Date~ PC / {c(_ Time 7/::??P t:J./h to~·'M-f?P:J Actual Event: Date 0 f1-f d.,.,-Time /:'Sd to/r/.N Clean up: Date Time to (Events after 10:00 p.m. requ i re a variance from City Council Location (Address) of Event: A $. /t _ (If in Lowell Park please specify north or south Lowell park) ,f?;r; · '12-G· 'tVy . / ~d tr l?ff~-sr Description of Event (plea se be spec ific-this inforr:ation will be used to promote the event on the City of Stillwater websi te) jA. !Z/Y,Je _Q/ ~ q~e1e-;- Estimated Attend a nee (participants and spectators): Applicant Information (Person/Group Responsible) Sponsoring Organization Name:,_::)',;::-:-/,/' A)N;?~ /Jf02/XJe,<2 /_j /01;)12~7 Mailing Address: ;t ~-.:? ~$·C} ~~~/// City, State, Zip Code: / H / ~ ~//1/"(.., I / //7/Y ---56'/1<....------ ~ 7 ' (h Primary Contact/ Applicant Name:.~ t/<;;t ~/if ' ,. d_-/Vc/r- / Phone Number: tb.5/r 7 (1 y?__ <:f'f'y { Fax: Cell Phone: b. / Email Address: 1h/£ /Y't-&" {P f?o/h{!a£ y A/f_ r Website Address: Name of contact person during even~A.<?/-y k~/~ Cell Phone: I . Alternate contact during event: r;:$-?:;J /Y' '(' Cell Phone: Refer media or citizens inquires to: dr-;FY?e-Phone: Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout . Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No 0 Yes~ Number and size: Will there be any inflatables? No ~ Yes 0 Insurance certificate from rental vendor is required Will there be entertainment? No q: Yes 0 What type: Fees far electricity may apply see Instructions Will sound amplification be used? No 1:5( Yes 0 Hours and Type: Will a stage or tent(s) be set up? No 0 Yes~-Dimensions: /?J /io ~~u'~A-5 Will there be temporary fencing? No ~( Yes 0 Will merchandise/food items be sold? No 0 Yes 94 How many __ .,)~ Fees for electricity may vendors expected: apply see Instructions ,. Will food be prepared on site? No ~ Yes 0 Corltoct Washington County Health Department 651 ·430-6655 Will cooking operations be conducted? No SJl Yes D Contact Stillwater Fire Department, 351·4950 Will alcohol be served but not sold? No ~ Yes 0 See Alcohol Regulations in the Instructions Will alcohol be sold? No Q" Yes 0 See Alcohol Regulations in the Instructions Will there be a fireworks display? No ~ Yes 0 Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. ;2/ 9' /vi' e_ Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available c"' 7 e4'7.£- City Services (After reviewing the event application, City services may be requrled for the event.) Will event use, close or block any of the following: If yes specify l ocation on site map. City Streets or Right-of-way No ~ Yes D Start/End Time: Date: City Sidewalks or Trails No Bl Yes 0 Start/End Time: Date: Public Parking Lots or Spaces No 0 Yes ~ Start/End Time:;?' j" /' ...-/cP ·~ Date: Will event need barricade{s)? No n.l Yes 0 Number needed: Fees may apply see Instructions Will extra pi cnic tables be needed? No Yes 0 Number needed: Fees may apply ~--, ............... o-l ............. Will portable restrooms be needed? No 0 Yes % Number needer;;_. ::;;;: ·-;{,£ {/~rmtay apply , _.. A.~ J ',0£4 , ns ruct1ons Will extra trash receptacles be needed? No rst Yes 0 Number needed: / Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: Will event need traffic control? No cs( Yes 0 Contact Stillwater Police Department for assistance, 651-351-4900 Descr ibe crowd control procedure to ensure the safety of participants and spectators: Will "No Parking Signs" be needed? No ;il Yes 0 Number needed: Fees may apply see Instru ct ions Show location(s) on site map Will event need security? No G( Yes 0 If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No ~/ Yes 0 Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: q 1/ ;-'!""' ~?hd Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liaMity 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 reqw'red, 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 nPJT)e the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I 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 o:£_~~· r ( J .; ' . . ' . ~ ! (}}- ~-~-l -1 _../ ·?-:=-- . 1- '. ~ .. . •. :X. 3 <:._-~'1 ~ 3' ~, 0 "'\ ~ . --~~~:::t~;Jr ... CD······:·_ .. ~ ::r·;. . ·: . .. . . · . I. I · 1: [ I i i l \ ! QtiJJ;tate~ THE B I R THPL A Ct 0' M INNES OTA ~ MEMORANDUM TO: Mayor and City Council FROM: Tim Moore, Public Works Superintendant ~ p1 ' DATE: February 6, 2014, SUBJECT: Possible Purchase Loader Bucket Scale Background The City of Stillwater Public Works Department loads salt for snow and ice control events with our Case 590 tractor backhoe. Currently staff has to keep track of buckets loaded into each truck to estimate tons of salt loaded. More communities are installing bucket scales on their equipment to monitor loading operations on trucks to prevent overloading the trucks. Overloading may cause premature failure of key components of the plow trucks. Additionally to better track salt usage a good accurate account of salt actually loaded on a truck will help to check against salt actually applied. Discussion Staff received 2 quotes ranging from $5480.00 to $11,400.00 installed. Titan Mach i nery was low and is the Dealer for Case equipment in this area. They have proposed the Loup Electronics Weigh log 3030 scale system that is programed to store 30 pieces of equipment. Staff has worked with this vendor on several purchases in the past and with good success. Recommendation Staff recommends the purchase of the Loup Electron i cs Weigh log 3030 scale system from Titan Machinery for $5480.00 installed. This purchase will be paid for from Streets Capital Outlay. TO: Mayor & City Council FROM: Bill Turnblad, Community Development Director DATE: February 6, 2014 RE: Minnesota Ironman Bike Ride Background Last year the City Council approved the Hostelling International, USA holding their 47th annual charity cycling event in Minnesota. They have requested approval for the race this year as well. The Minnesota Ironman Bike Ride usually kicks off the cycling season here in the Midwest. This year the event will offer 4,000 to 6,000 participants of all different skill and experience levels rides of 14, 27 or 50 miles. The attached application materials include a route map that shows the various courses. All will begin and end at the Washington County Fairgrounds. Depending upon the length and difficulty the rider wants to attempt, the routes head toward Afton, the Gateway Trail or Scandia. The 27 mile Gateway Trail loop and the 50 mile Scandia loop make their way through Stillwater. Staff Comments This event is considered a “special event” since it uses a route that will require traffic control at key intersections. But, there will be no need for street sweeping, nor will there need to be any “no parking” signs posted along the course route. In addition, the organizers of The Ironman provide their own EMS service. Consequently, the level of service required from the City is limited and will not need a contract. However, additional Police personnel (more than last year) will be needed at a few intersections and the City will be charging for any police services for this event. Action Requested City staff finds the proposed event to be acceptable and recommends approval with the condition that the organizers will work with the Police Department and pay the City for personnel for traffic control. EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Office Use Only Date Application Received Date of Application: _ __,_l-l-/4 f_,4-'--'/,_,iL14._· _____ _ Type: Event Special Event Event w/ Contract Event Information Title/Name of Event /v1,JAJN E507A l~mM 6i)(E ~I.DG Event Date/Time: Set up: Date 4[ztoLL4 Time 8'~GlOAtVl to 6{60/!Y) I i Actual Event: Date 4Lz? IL4-Time G:BOM,\ to (:/C{)j)/Y) I I Clean up: Date 4 {z7 LL4-Time 3:oobrl to 8;txJf/Y) I I (Events after 10:00 p.m . require a variance from City Council Location (Address) of Event: U)MtH A)(;~ (!LJU AJ7Y f7Zh /2.6 ,Rt)() A)j) 5 {If in Lowell Park please specify north or south Lowell park) 1 z:3t)o ~ 4o 7J1 rAJ .5?7t-twAtCil2/ .mrJ 55o8" z_ Description of Event (please be specific -~nformation will be used to promote the event dn the City of Stillwater website) --,;/6/J11.NAie5617t /~ · &Ke/!!-11)13, IN //S 4J'ZJI. y~l /5 ~ d.t-~T oLbiJ;tVJZEZJ C!r~~Ji!.tff .6/t!..Ye-t--E 8YeNT /N 7?1e·.5'~o,C /J'JINAh5::50774. /T/5 ~/J7~Y 771£' . K/Cit.-o,:P b;::: 77163 5/'.i'/AJC? C YCt..IIJ6 .:5GJ'l$~ hie.~ /J7/.P/I,Ie.5T ~MJ AN£J f',t'&tl.i)t f) 6/!b-;:tr ol'/t11'..7Z/vJITf/ ~e. /i47?JJ'-1&"""5 11N.JJ eJt/TPtw.e. av7Jid5l/JST.> 1£'> ~ eYei/A tVI7lf /} ~ ~E., iVe t:J~ /i)u.y Stl//'~b'CZJ /!Oi.I7E$ Of: 14; 2~ ~ .t .53 m;t...t:> ;o,e.. ~ U;Ya,s e>t:: .e!/LJG£.5 Ara:J EJiX,/Jo7Uc~.:x:. .. E. Estimated Attendance (participants and spectators): 4-tJtXJ -bO()Q !fnz:rt e; fJ/J;rv 7:S Applicant Information (Person/Group Responsible) Sponsoring Organization Name: 4 57Z:Ui .. 4 ;._}G. /t?\J 7CRAJAV tJAJ A£ -us A Mailing Address: zsoo UAJ; VG/2..5;/Y ;fve. vtJ. :su/re e.-e City, State, Zip Code: ~T .j}A-1:/ L m,J 55114 Primary Contact/Applicant Name : 7VM.. .__SU ~t.-1 V A<J Phone Number: 6SI-7H-6{;?f' Fax: 6S7-251-/4-9~ Cell Phone: ~Z-233-~ 2 Z... Email Address: ~m .. :SUt..t..-1 V~ ~ (/~ -·-EVc/\JJ'S, etJM Website Address: tVCUWo ji!./.XJ/YJ~!K.Ebt:JE .. o.e~ Name of contact person during event: ;3M_ Sut .. t...-tVAN Cell Phone: 56L.-2-33-4<:Jz.--z_ lternate contact during event: ~,J_ t-<.1 ~t-DCkJ Cell Phone: ISI-249 -qzg-{, Refer media or citizens inquires to: ,Ryl};c.J /IAc-EivMGY Phone: 6SI-4-34--96Z.?:> ~ ~ C\ite 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 ~ghlighting route . Include rest stop stations, crossings, signage and indicate route direction with arrows. * fl!.aim;rJrtiV( f!oc..JJE j)'JIJ/' ~ Event Features Yes ·~ /(){) lcf/1 24--" ,g~YB.LIJ Will any signs/banners be put up No D Number and size: I X. ~J..d :1 k;t.l?E .S/~$ Will there be any inflatables? No ·~ Yes D Insurance certificate from rental vendor is required Will there be entertainment? No ~ Yes D What type: Fees for electricity may apply see Instructions Will sound amplification be used? No Nl Yes D Hours and Type: Will a stage or tent{s) be set up? No ~ Yes D Dimensions: Will there be temporary fencing? No '[g Yes D Will merchandise/food items be sold? No ·g Yes D How many Fees for electricity may vendors expected: apply see Instructions Will food be prepared on site? No ·~ Yes D Contact Washington County Health Department, 651-430-6655 'Y ill cooking operations be conducted? No ]&( Yes D 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 ·~ Yes D Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. ;J~AJE Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available h_sr~ )Je;;w5f',1ife;e_/ /J?IJGA-7//\J~ ,e.rJ::J/0/ 50CJ~ ,YYJb-zJJA/ /N7C£/I.Jb7j /b.5~5 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 D Yes ~ Start/End Time: b :3D~~~~J7M Date: 4-)27 /14- 1/ ~tk/0City Sidewalks or Trails No D Yes ~ Start/End Time: (,;3DftvtjS~COfft'I.Date: 4}27/74 I'-Public Parking Lots or Spaces No~ Yes D Start/End Time: Date: ~~ill event need barricade(s)? No &1. Yes D Number needed: Fees may apply see Instructions Will extra picnic tables be needed? No ~ Yes D Number needed: Fees may apply see Instructions ~ / ' I n\ ~~:Sm;t:75 )I Will portable restroom e needed? No D Yes ;gf. Number needed: I cJ ·-Z~,K'c-::s-r sm,.P Fees may apply V 117Z/6-"5 U)/?7/-~ .57lYS'See Instructions .Nill extra trash receptacles be needed? No ~ Yes D Number needed: Fees may apply see Instructions Describe trash removal and cleanup plan during and after event: 77/ ~ Lt:/A}TEl::::~ WE ~ C/ r::' ;f ;e&nt!l/6 71z::L-7741-:$/1 .-4-7-~-:;:;r57G!/.5 UJ /I ~ t../-VO ;R.E5r sm f1 715ltm5 p wEE ~JJTM-Cr .p l!enOJJE /k-L n/!7tJ/bT5 I /)t! /J?/0~ 5 OAJ mtJPJ~ ;9-j?IZ!t. 2~ ZOlf. Will event need traffic control? No D Yes ·~ Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: IV/A Wiii"No Parking Signs" be needed? No & Yes D Number needed: Fees may apply see Instructions Show location(s) on site map Will event need security? No RJ. Yes D if event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: t-VA ' .v'ill event need EMS services? No ;81. Yes D Contact Lakeview EMS, 651 -430-4621 Describe plans to provide first aid, if needed: WE. f;6VJ.f)E. ou;<. ow;J Y t)Lt} /1)7EEJ2_ E!Yl5 SEX!.VLCE:S/wtJ£/6'~ ?Om-/ L/hc.&VI t3?U b/115 # Describe the emergency action plan if severe weather should arise: A ou;e_ l'-t£Jees sm~ s~ 715 /JGlilJEZJ /JUJAJt:: ~ ?f£Jv7E t:J£/~ 5eYGJ2E ?Uc-~ .. ()c/,;C :ettJEJiS ~E j?d)./)6/J 1/J 5:1/J?G 1)t:--e[l' L0t--~ u)b~ W/N/)y f EVt:~ SJ\Joa.Jy ?U~ C>VCX.. 77/t£. £,/}-5/ +-7 '/~s! List any other pertinent information: /7-h5 I.S OU/. s~&AJ..J) Yc-7f.;l2_ ~~ fi 1:31u77h !-W/15&~70-0 f!£) (.) ;t) 71-:. 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, I certify 'f-Jat the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the formation 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 relea of Liab ·it . ---------Date rl MIIIIIESOTA IIONMAN. BICYCLE RIDE Sunday, April 27, 2014 ~ 'a A Offi cia l Re st Stops IRONMAN RIDELINE 612-412-9020 OBEY TRAFFIC LAWS SHARE THE ROAD WEAR YOUR HELMET / Ch urchill St "' ~ STILLWATER ~ (detail} !!.' ·~ 29 Mile Gateway Loop Return 53 Mile Scandia loop Return 5oth St Memorandum Date: January 23, 2014 To: Mayor and City Council Members City Administrator Larry Hansen From: Chief John Gannaway Subject: Seasonal Hires Please consider the following memorandum as the Police Department’s justification for hiring two seasonal/part-time Community Service Officers, one seasonal Parking Enforcement Officer, and several (we usually hire between 4-6, depending on how many applicants we receive) Parking Attendants. Community Service Officers (CSO’s): As you know, the dynamics of Stillwater completely change during the summer months, and this is certainly no exception for the Police Department. Our activity level rises substantially, and many times our officers will respond continuously to calls for service throughout their shifts, both day and evening. They will sometimes have to prioritize, or what we call ‘stack’, calls for service when multiple calls for service arrive simultaneously, meaning the more serious the call, the sooner it is responded to. Sometimes officers are unable to timely respond to calls for service that are considered ‘routine’. Some of these calls could be: animal complaints; vehicle lock-outs; and traffic control requests. These calls are important to those that call, and it is important for us to respond, but they potentially could not be responded to in a timely fashion. This is where CSO’s respond. They handle many calls for service throughout the summer, often what we would call courtesy calls or quality of life calls. They also check and lock parks and bathrooms. When they are not responding to calls for service, their secondary duty is parking enforcement, as parking issues rise dramatically during the summer months. Without additional parking enforcement, downtown parking issues would increase and complaints would increase. So CSO’s do help justify their position through revenue generation in the form of parking enforcement. The part-time CSO’s write parking tickets that generally generate $25,000 in fine revenue annually. It costs approximately $20,000 in salary for each CSO. CSO’s are also a cost-saving measure. A quick count reveals a minimum of twelve (as you know, more events pop up during the year) events that occur in Stillwater in which a law enforcement presence is needed. We use CSO’s at all of these events, sometimes using them exclusively. Assigning a sworn officer to a four-hour event would cost the City $180 (excluding benefits). Assigning a CSO would cost $65. Another aspect of the CSO hiring is that we often hire them as Police Officers when we have vacancies. (3 of our last 4 Police Officer hiring’s have worked here as seasonal CSO’s). The seasonal employment give us a chance to evaluate the CSO’s, see how they perform core job functions, interact with the public and other City Employees, and they learn the geography of the City and how to use the various equipment that all officers use. Parking Attendants: The Parking Attendants we hire are funded completely by the Downtown Parking Fund. They mostly monitor the ‘pay’ parking lots and insure compliance with the payment box by directing persons to the pay machine and how to use it. They also give information those using the parking lots in the form of directions, places to go, and other helpful information. Without the Parking Attendants, it is my understanding that during peak summer times the parking lots would evolve into quagmires. MEMORANDUM To: Mayor and City Council From: Shawn Sanders, Dire~ of Public Works Date: February 5, 2014 Re: Hiring of seasonal employees DISCUSSION This is a request to hire ten seasonal employees in the Public Works Department and an intern for the Engineering Department for 2014. Seasonal employees assigned to the Parks (4), Streets (4) and Sewer (2) Departments assist in all maintenance activities throughout the City in their respective department. Seasonal workers are also required to work weekends and evenings at Teddy Bear Park and Washington Square Park where increase usage requires staffing for general cleaning and building reservations. Each department, streets, parks, sanitary sewer and engineering has funds budgeted to accommodate the hiring of the seasonal employees. RECOMMENDATION Staff recommends that Council approve the hiring of ten summer seasonal employees for the Public Works Department and one for the Engineering Department. PLANNING REPORT MEETING DATE: February 11, 2014 (City Council) CASE NO.: SUP/2014-1 January 13, 2014 (Planning Commission) APPLICANT: Kristen Hoheisel, Director of Finance, ISD #834 REQUEST: Request for an amendment to a Special Use Permit for the expansion of the elementary school located at 6355 Osman Avenue ZONING: RA – One Family COMP PLAN DISTRICT: LMDR – Low Density Res. PREPARED BY: Abbi Jo Wittman, City Planner APPLICANT REQUEST The applicant is requesting an (approximately) 2,300 square foot expansion to create a new entrance to the school. The addition will be situated in the open courtyard areas at the western entrance to the elementary school. The entrance will provide for a secure entryway into the facility while bringing the administrative offices to the front entrance. The existing office space will be converted into a new computer lab, a new employee break room as well as new meeting rooms. APPLICABLE REGULATIONS AND STANDARDS The 60 day review deadline is February 15, 2014. Municipal Code Section 31-207 indicates the following must be determined by the Planning Commission prior to the issuance of (to amendment to) a Special Use Permit: (1) The proposed structure or use conforms to the requirements and the intent of this chapter, and of the comprehensive plan, relevant area plans and other lawful regulations; Zoning Ordinance – Parking Requirements indicate 1 parking space is required per classroom for elementary and junior high schools. No classroom space will be added to the structure. Comprehensive Plan – The addition is not in conflict with the Comprehensive Plan. 6355 Osman Avenue, Case No. SUP/2014-1 City Council: February 11, 2014 Page 2 of 2 (2) Any additional conditions necessary for the public interest have been imposed. Staff has not identified any public interest concerns. In fact, the secure entrance vestibule is proposed in the public’s interest. (3) The use or structure will not constitute a nuisance or be detrimental to the public welfare of the community. Staff finds this criterion to be satisfied. FINDINGS AND RECOMMENDATION Planning Commission The Planning Commission found the 2,300 square foot addition to be consistent with the review standards applicable to Special Use Permits. Therefore, on a 7 to 0 vote the Commission forwarded a favorable recommendation of approval. City Staff Staff also recommends approval of the Special Use Permit, but with one condition. The condition is that the project shall be completed according to the plans on file with the Community Development Department. ATTACHMENTS Special Use Permit Resolution Site Location Map Memo from Kristen Hoheisel Site Plans (C1: Demo, C2: Paving, C3: Grading, C4: Utility, Elevations, Addition Plan, and Detail Plan) RESOLUTION NO. 2014-____ A RESOLUTION APPROVING A SPECIAL USE PERMIT AMENDMENT FOR STILLWATER AREA SCHOOL DISTRICT’S OAK PARK ELEMENTARY VESTIBULE EXPANSION CASE NO. SUP/2014-1 WHEREAS, the Stillwater Area School District made application for approval of a Special Use Permit amendment for a (approximately) 2,300 square foot expansion to create a new secured entryway vestibule and administrative offices at the existing western entrance on the Oak Park Elementary school structure, located at 6355 Osman Avenue on property legally described as: See Exhibit A; and WHEREAS, on January 13, 2014 the Planning Commission held a public hearing on the requested Special Use Permit amendment, no comments were submitted by the public, and unanimously recommended approval without conditions; and WHEREAS, on February 11, 2014 the City Council held a public hearing on the requested Special Use Permit amendment. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the requested Special Use Permit amendment with the following conditions: 1. The project shall be completed according to the plans on file with the Community Development Department. Enacted by the City Council of the City of Stillwater, Minnesota this 11th day of February, 2014. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk The Birthplace of Minnesota 6355 OSMAN AVE. SITE LOCATION ~ Browns Creek and Tributaries D Surface Water D Subject Parcel 0 Parcel Boundaries N ~ W~E s 0 190 380 760 ----===-----Feet STILLWATER AREA PUBLIC SCHOOLS December 16, 2013 City of Stillwater Planning Commission 216 North 41h Street Stillwater, MN 55082 Planning Commission Members: INDEPENDENT SCHOOL DISTRICT 834 1875 South Greeley Street Stillwater, Minnesota 55082 Tel: 651-351 -8340 fax: 651-351-8380 tdd: 651·351-8338 www.stillwater.k12.mn.us In the November 2013 election the citizens of Stillwater School district passed a bond request to provide additional security at all the district's schools. In most of the buildings, the additional security will be additional doors , locks and duress buttons within the existing school buildings. The exceptions within the City of Stillwater are Oak Park Elementary and Stillwater Junior High School. The Oak Park Elementary School is described below . This project does not change traffic or pedestrian use nor does it increase or decrease the number of users of the site. Oak Park Elementary School: At Oak Park Elementary the present administrative offices are across the corridor from the existing entrance. Due to this existing situation it is difficult to monitor who is entering the building. In addition the district is now also checking visitor's identification prior to allowing visitor's into the building . The present location of the administrative offices makes security difficult The solution that the public approved in the bond request is to build a small addition (approximately 2,300 square feet) that would move the administrative office to the front of the building. This relocation would provide additional security by forcing visitors to enter the office area prior to entering the building. The addition will compliment the style of the existing building. This addition is anticipated to have minimum impact to the surrounding neighborhood. The district would appreciate approval of this project to enhance the security of our students and staff at Oak Park Elementary School. Kristen Hoheisel Director of Finance Stillwater Area Public Schools 651-351-8321 hoheiselk@stillwater .k 12 .mn. us cc: File Afton-Lakeland Elementary, Andersen Elementary, Early Childhood Family Center, Lake Elmo Elementary, Lily Lake Elementary, Marine Elementary, Oak Park Elementary, Oak-Land Junior High, Rutherford Elementary, St. Croix Valley Area Learning Center, Stonebridge Elementary, Stillwater Area High School, Stillwater junior High, Valley Crossing Community School, Withrow Elementary ,, \ \ \ .. " .... .. / PROlECTEXlSTINO BUILDING CORING CONSTRUCTION .. SYMBOL LEGEND REIIOVE AND DISPOSE OF EXISTING BtTUMINOUSP.O.VEMEt;TSECTION REMOVE AND DISPOSE OF EXISTING CONCRETEPA.VENENTSECTION DEMOLITION NO T ES (D SAWOJT, REMOVE, AND DISPOSE OF EXISTING CONCRETE PAVEMEifT SECTlON ® ~i~~~~OF~~~~~~~~C:M SEWERunures (!) ~cr:T~~~GE EXISTING TREES AND SHRUBS fOR n-E 0 REMOVE AND Dl Sf'OSE OF EX!ST1NG "fREES AND STUMPS @ ~~~=~~c:~~~~~~;~~~~~CnJRAL PW;S) {!) SAWCLIT. REMOVE. AND DISPOSE OF EXISTING BITUMINOUS PAVEMENT SECTION NORTH n__r"1....._, lhorebyee!ltyltlo!IIQplan, Op*<:ficotionlor AOportwas~pared bymoorundermy dirootaupo!Viok>M andlllaliamad\Aylunwd ::"~:-::~"'orE':~~o rehol-s FH !M LU!,P.E 0.11<10 1 0113 Rog.No )(XJ()O( Pfc}ectl 1213tl137 o ...... ey :o:x CheckodBy :O:X r ..... oalo xx.xx_xx DEMOLITION PlAN C1 SlleK lei( ,,, OSMAN AVE: N. ................... Jl~o.. Jl<t,p ~..r .9,.;;;................ .,.-f -----l -----l -----l -----l -----l~)-----l-----l-----l -----l-----l -----l-----l-----l~l-----l -----1~ 9'S.t;, -CAS-GAS-CAS -GAS -CAS -C.S 9,-6' .... ~u ~-- GAs ----::-:-GAS--=---t\f1s-GAS ' ---"'-:: ---- -+- ( f l ~ H ; ! if iii! ProjectTa. 2014 OAK PARK ,_ ' ' . i Larson ~ t i ~ ~ H~[i~ STILLWATER AREA 0 ! st;;;;! ·5 ELEMENTARY SCHOOL Engineering , Inc. z ~ s !l ·h·'• PUBLIC SCHOOLS 3524laboreRoad G) ~ • i!ii!i BUILDING ADDITION 'Miite Bea r Lake , MN 551 10 ~ -c ~ ;a I !f :U -a. 1875 GREELEY STREET SOUTH 651.481 .9120 (!) 651 ,481 ,9201 ~ ".~;' w.w.r.larsoneng r.eom " z 6355 OSMAN AVE . N. STl LLWATER, MN 55082 . 1 ji . I ·' STl LLWA TER, MN 55082 @:!l)lll--En9on<'"""v.tl< ~ll#>r.....- EROSION CO NTROL NOTES 1 lnWII~en"c><nryetD&ionWI!IrdmNS-("""'prolltdion.-..ntlogs)priortot.glllllingany I)(QW!i>nctdtmolition'MJ!Iclltthesitll 2. Erosicono=<~niJol.,..""""shc7M!onlhto.rosioncon!JaiP..,.,..a,.tbiolutlornln'rTtumTIIe corou.c!ctshtlinsttQt.mponrytlll1hdob$, .. <fmoonttr.P50rbalins ,l~llslllallonlenclng, tn rJ/ctdisklhesci!P"tllr.!toltl tt;:Ontoun;udHmedn~ryto l urthv<Ont/Oi eroslotl . l. Mgnodinp operatillnl $h1Hbacondl>Cta<llntmlnner tominim~lhepoltntillfor sltlltn>SI<m Sediment control~muttba "lllbjllil..d ontllcfooN!lgfli<Dnl~r.bef~lnyup gradientla!lddfi!Urbing tctM!Iftb.gon ~ AllupoMd soilarus must bolsl.lbl~lldassoontspouibloololom~soilefOIIonbrtinncca ... lllaf llltnl<ldil~.nor!Mconstru~•c:Mylnt!Mipottionoflhtfthut.mpcf10ril)tor P"l'rmiMnllyceasecl Temporwy~l """"'utslgnolicantat,<Dyororgar>k:~ (e.g,c!NnlggrBQ~t.llDclopie.demolbonconc..testcdcPir.l,sand s~)andlhe construct..t bl .. compcnentsofn:o-ds,pe<UlgkllstndsimilarsurfKes•r-n~fromlllls -· 8 Allstotm-rcatcht.sor•snotn-Ddrotartedrain~Wmgconslluct.onshtll:.~r..:lto Pf....,lrunal'ffroment.m>gll'olltonn -aystem. IAtchbooinsnecH .. ryfofs~drlltnage Wringconstrvctionshtllba~dwithin'-!pmlactioo 7 ln ttiiSwh<otiCOile.nlnotedb'Soccur(wo:has swales and t reuln lrOtllclstorm c.ll:hbasirls trtdintaUs)lht efOiioncon!Jal f.cllil.llllhtUbabackedbystabifizalion strll(;tu J'Itoprolect ltl ow t.c=ill.lfs from theconOintnlllldllows. a AII M<IIrnentlag$musiba~ncs. ... paoo<~.Ot...,~t.d_,.,tl\..,.bea>menonluncbonal0f a,...am.n~rud>H t/J ot.,.'*"""''hotloglwlgrll n,. .. ,.pe;rorrM~t.,...o..,.;o,iol24 hoUrlof~ • ._ .. _,,,,.ldcondtiDIII..._.~ 9 lfHdi""""tie:apKIIMIODMiruction!!U.olr-sll81a:lnnlllati:>M.DfMdn.nlmualbot1Wn'ICMd itll m.nnerard al alno-cysufllciani)I)........Ueoft' .. ~s. II le<rC>Df11ry 50i'~mus\111JV'ti.ll f"",.orctl\erellact,..Mdlmen\eonW•,•ndca niiO\t. placedin aurlllce 'Miters,trn:lu<Mgstcmi'PWittreonveyane.ssuchuC!Jrblnd(lllftoarsys-.or conduits and ~chas <mllss thiN i$ 1 b'(pau r. place for !ha stormwat.r 12. ColltdedHclirr.ntas.pha~a ndconc:IW\t miDings.nOIIWIQOiboi.Pipet".pi iSIIC.t.brlcl. conslrllctk!nanddem>litlo!t6tbrisandatl\lrwast.smust beclispo H<I clpn;lp11~yandmullcomply ~ MPCAdispoylnq,llr..,.ntt.. IJ Otl gasoiM. paint ..-.cl q haz.•dous aubltanc:es must be property stored, r.dudinoH<cno:iary cont.W..nl.lo~QW~~Ispills.llaQorctt>.rdi5dlargot.R..mldedaco.ssto~u"s111Jst bot prD'<\dld tD pr-m..,.ndftsln. SIDfage and rbPOUIDfhauldcus-must bot In o:<lll'lploancevrith MPCA ~s 1( Estamlol~gof trucklandulheJeonRNdi:ln....,i=l'"mustbelinliOdbacllllMdarNcf the :,a.;_Runolfm~bfcontJIMdandwasteprapart,.~or NctnglnedegrN..,!IIII........,d IS All H!<l~ and sol>dwut.t; gent,..lad b~ conc,.t.wash<>ut cpera~oos must bfconllllntod In a l"k-?ool oo~nma nl lacilly orlml"r""ablaliner A compacted clty llr>ar !ha\ doa. no! allow washoutllquOisto..,\trgrt>undwattrscon-r.da nimp~~rmuble lr.oar Thallquldand solod waslft must 110\ contac1 !h a ground. and tMra must 110! boo runoff hum !ha cooc/flta washoul Ojllllltions orarus Uquldandsolldwlostnmustboodi!.po$1(1ofprcptrtyandi'l~ancawth MPC"Ateg~tioos. A sign m~ boo instJUad adjl<)lft\10 nch washolltl~oeility to r.~o~m conel'llla aq~tpmanl operW>r$1outifa!heproparlaelltln 16Upon~!DnoflhooprujKtendsllbilll-Df algradederan.all1ampcfarywoslon conlrol IICIIil.-s{sllfanca,-m.ntlogs.ate)sllllbot .. ~fromthe- ' ' \ \ .,) ' I r' I I I I I '\ \ \ .. -91600 / LEG END -·-·950-----EJ(I$TINGCONf OURS --000 --PROPOSEOCOOTOURS-I.I ... JORINTERV"l --.. 0--PROf'OSEOCONTOIJRS-MINOR INTERV"L ~~~g ~~~m RII"·R"P I ROC I( CONST ENTR ... NCE 0 D COHCRETEW ... SHOUTSl ... TION SP0f ... 88REVI ... T!Ot!S: 950 00 fC TC. TOP Of CU RB 9•9SOOL '., BW . BOTTOr.l OF WA LL (F/0) {1 -EXISTINGTOBE\IERIFlED GRADING NOTES 1 AJieleYati:>ns Wihan~(1slllllt.!Wid....m.cl.llalwaborls varysignklftl!r,,.,tfyiiMIEngontwfor"'nboarlns\nldions 2 GfldHshowninpa>Wda,.nr.prasantftnWI•t.<ation 3 Ras.to<ealdls.\lllbftd arus-Mth 6"o lgoodqualtytop.a~a nd~<l A AJieonstructicnshallbooperfo(mtdr.accordancewil\stat.andk>cal standardop.cilica!lonslorconsttudlon NOTES ~ 1 ~BAGSP.O.ONtGSHA.t.LSE 2'0C SEDIMENT LOG DETAIL NORTH n..J""'""L__J u l .5 ~ s:::::g'i z i , • o ·" i l U):i: ~ I :U ·6, l ~ ...J Ji ~ ~ w ~ @ ~~h 0:::0 5:;: <( 0 ~:il O:::I ill:;; W()IO ::; 1-CJ)~~ ~ ~ ~~ _J_J ffi~ --'co "'"' ! i= => ~ (/)0.. I P'IIreby<trtlylrlottrliP..n. ~t>catiDnoarr.p<>l'l-n•pr•~ bymallfu-my<lrodo~n lfiCIIhal l ..... .....,"*"-<1 ::=:;':=::·~- FO-.t loi L•tt.PE Oo\10'010113 R!§!.f'.lo .)()(XXX Pn>JICI • 12136137 Orawn8y )()(X Ct.eie•dBr XXX ru..-Da» )()()()(,XX GRADING AND EROS ION CONTROL PLAN C3 Sro-et Jol• OSMAN AVE N. -----l -----l -----l-----l-----l-----l-----l -----l-----l -----l -----l-----l -----l -----l-----l -----l-----1-- -GAS-GAS-GAS-GAS-CAS-CAS ... i I i n r ! c i i !l • 0 ::! f § ~ ~ " ~ ~ X • , ~ E J ,; . z . . GAS-GAS-GAS-GAS-CAS-CAS CAS-CAS-GAS-GAS ___ 6 _______ _ ii!ilf Pro)6<1.T~ 2014 OAK PARK ,_ ap•;! STILLWATER AREA t,!llfi ELEMENTARY SCHOOL if.P_~! PUBLIC SCHOOLS sum BUILDING ADDITION 1875 GREELEY STREET SOUTH ;·W 6355 OSMAN AVE . N . SllLLWATER, MN 55082 i H SllLLWATER, MN 55082 'I r-m Gl ~® I.i11.0 C>D ()0 !J:! 0 I! !I a I I • II II ~ Larson Engineering , Inc. 3524Labore Road 'M1iteBearLaka,MN 55110 651 .481.9120 (1) 651.481 ,9201 v.ww.lar1.o ne ngr.com @l!l1ll ....... Et9w..-.,g,ln<. ~~.--- i-·---· ' z z = = --1-1-c = > Y.l Y.l .... .... Y.l 0 Y.l 1-I z 0 ,.-•J I en II :·:s 1- ,.- II ~ t_:,, Y.l ;:c. a: ~ ·n == -·!:. = (~ ~~ z o-.~ t~~ i-:~· ·,--· _, •J.\ 0. ~ >·( ._c. ~1-l r-"1! Co I -·----~ ! I -·-·-r-·---·--·-··- ( ' .. ·-·~ D olll=:vvv ·I · I ~__j ~ .___I ----'------ll !~__I __J_I ____jl } '--------'----..L-JI ';''---1 __..~_I ____jl ~ .___I ----'-----._j I !I L______j_ _ _j : ·\· >'. ; : / i i c._> / .. r ,. !, . :· .. :. --.~ -~-:. c.:··=~,/:: ... :·.,-.-_··:-· ' i 1 :: ---~-~- ~~-:;1 : 0 u PLANNING COMMISSION MEETING DATE: February 11, 2014 (City Council) CASE NO.: SUP/2014-2 January 13, 2014 (Planning Commission) APPLICANT: Kristen Hoheisel, Director of Finance, ISD #834 REQUEST: Request for an amendment to a Special Use Permit for the expansion of the junior high school located at 523 Marsh Street West ZONING: RB – Two Family COMP PLAN DISTRICT: LMDR – Low/Medium Density PREPARED BY: Abbi Jo Wittman, City Planner REQUEST The applicant is requesting a 194 square foot expansion to create a new vestibule at the existing north entrance to the school. The entrance will provide for a secure entryway into the facility. APPLICABLE REGULATIONS AND STANDARDS The 60 day review deadline is February 15, 2014. Municipal Code Section 31-207 indicates the following must be determined by the Planning Commission prior to the issuance of (or amendment to) a Special Use Permit: (1) The proposed structure or use conforms to the requirements and the intent of this chapter, and of the comprehensive plan, relevant area plans and other lawful regulations; Zoning Ordinance – Parking Requirements indicate 1 parking space is required per classroom for elementary and junior high schools. No classroom space will be added to the structure. Comprehensive Plan – The addition is not in conflict with the Comprehensive Plan. (2) Any additional conditions necessary for the public interest have been imposed. Staff has not identified any public interest concerns. In fact, the secure entrance vestibule is proposed in the public’s interest. 523 Marsh Street West: Case No. SUP/2014-1 City Council: February 11, 2014 Page 2 (3) The use or structure will not constitute a nuisance or be detrimental to the public welfare of the community. Staff finds this criterion to be satisfied. FINDINGS AND RECOMMENDATION Planning Commission The Planning Commission found the 194 square foot addition to be consistent with the review standards for Special Use Permits. Therefore, on a 7 to 0 vote the Planning Commission forwarded a favorable recommendation of approval. City Staff Staff also recommends approval of the Special Use Permit amendment, but with one condition. The condition is that the project shall be completed according to the plans on file with the Community Development Department. ATTACHMENTS Special Use Permit Resolution Site Location Map Memo from Kristen Hoheisel Site Plans (C1: Demo, C2: Paving, C3: Grading, General Plan, Detail Plan) RESOLUTION NO. 2014-____ A RESOLUTION APPROVING A SPECIAL USE PERMIT AMENDMENT FOR A VESTIBULE EXPANSION FOR THE STILLWATER JUNIOR HIGH SCHOOL CASE NO. SUP/2014-2 WHEREAS, the Stillwater Area School District made application for approval of a Special Use Permit amendment for a 194 square foot expansion to create a new secured entryway vestibule at the existing north entrance on the Stillwater Jr. High School structure, located at 523 Marsh Street on property legally described as: See Exhibit A; and WHEREAS, on January 13, 2014 the Planning Commission held a public hearing on the requested Special Use Permit amendment, no comments were submitted by the public, and unanimously recommended approval without conditions; and WHEREAS, on February 11, 2014 the City Council held a public hearing on the requested Special Use Permit amendment. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the requested Special Use Permit amendment with the following conditions: 1. The project shall be completed according to the plans on file win the Community Development Department. Enacted by the City Council of the City of Stillwater, Minnesota this 11th day of February, 2014. CITY OF STILLWATER Ken Harycki, Mayor ATTEST: Diane F. Ward, Clerk STR£ET ~octs~~~~-T-_L_~L~--~~'~, 1·1~1010 I I I I I 1111 ,.J ... I ' MARSJ:I_,>-------------'--- 523 HANCOCK 1103 1102 ,1115 1112 E:ASI _ 103 117 cStillVYater ~~' The Birthplace of Minnesota ,) 523 MARSH STREET WEST SITE LOCATION ~ Browns Creek and Tributaries CJ Surface Water CJ Subject Parcel CJ Parcel Boundaries ~ WW E s 0 190 380 760 ---====------Feet STILLWATER AREA PUBLIC SCHOOLS December 16, 2013 City of Stillwater Planning Commission 216 North 4th Street Stillwater, MN 55082 Planning Commission Members: INDEPENDENT SCHOOL DISTRICT 834 1875 South Greeley Street Stillwater, Minnesota 55082 Tel: 651-351-8340 fax: 651-351-8380 tdd: 651-351-8338 www.stillwater.k12.mn.us In the November 2013 election the citizens of Stillwater School district passed a bond request to provide additional security at all the district's schools. In most of the buildings, the additional security will be additional doors, locks and duress buttons within the existing school buildings. The exceptions within the City of Stillwater are Oak Park Elementary and Stillwater Junior High School. The Stillwater Junior High School is described below. This project does not change traffic or pedestrian use nor does it increase or decrease the number of users of the site. Stillwater Junior High School: At Stillwater Junior High School the desire is to create a new larger vestibule (194 square feet larger) at the existing East entrance that will require visitors to register at the administrative desk where a security check can take place. This addition will better delineate the main entrance and will not affect neighboring properties. The district would appreciate approval of this project to enhance the security of our students and staff at Stillwater Junior High School. Sincerely, '-~, J (;~/ ;{"~ Kristen Hoheisel Director of Finance Stillwater Area Public Schools 651-351-8321 hoheiselk@stillwater.k 12.mn. us cc: File Afton-Lakeland Elementary, Andersen Elementary, Early Childhood Family Center, Lake Elmo Elementary, Lily Lake Elementary, Marine Elementary, Oak Park Elementary, Oak-Land junior High, Rutherford Elementary, St. Croix Valley Area Learning Center, Stonebridge Elementary, Stillwater Area High School, Stillwater junior High, Valley Crossing Community School, Withrow Elementary 915.0 909 .25 TC 909.25 c ~;J~:~::~;J~:~::01~~',; , (~~5 : (~~5 : (~~) : I '~, : (//) r (//) r (//) t 1 r-...r SYMBOL LEGEND REMOVE#s:J DISPOSE OF EXISTING BITUMINOUS PAVEMENT SECTION REMOVE f<Kl DISPOSE OF' EXISTING CONCRETE PAVEMENT SECTION DEMOLITION NOTES CD SAWa.JT, REMOVE, AND DISPOSE OF EXISTING CONCRETE PAVEMENT SECTI ON ® REMOVE AND DISPOSE OF EXISTING 'fREES AND STUMPS INSIDE H-E ROUNDABOUT 0 ~~~~~~:~~~~~~~UBS,ROOTS, MULCH, 0 REMOVEANDSALVAGEEXISTING ElENo-IESFORTHE OWNER @ REMOVEANDSALVAGEEXISTINGMONUMENT FOR THEO'NNER (!} REMOVE AND SALVAGE EXISTING FLAG POlE FlAG POlE BASE TO BE REMOVED 1' BELOW PROPOSED GRADES (!) ~~~~~~~~:~;,.~ci~~,AND~BANO ® PROTECT EXISTING LIGHT POLE AND UNCERGR~DWIRING NORTH n.J""'""L__J o to 20 (0 0 0 1 .5 ~ t::Ci i ~ • o ·2 ~ • U)~ f "-" ~ i nf D> .. ..J !li ~ l Ill) i @ <{(/) w _J ~ 0:::0 N <{ 0 2~ 0::: I iii~ W () w ::;_ I-(f)~~ ~ () ~~ _w_, ....~....~~F _J m ~(I) 5 i= ::::> ~ (/)a_ _J o:::oz &'l wOO ~ t-Ii= z ~()-::; s(/)§ f ....JI<{ ::::!<.9<.9 ~ 1-J:z ;;: C/)0:::_ 1ii ~ -q-00 ~ """" _J ::; o--~ Nz::::> i ::>Ill """') l het•bycen:l'ytl\l llhiSplan, apeclficltlonsorroport-•~pa.rod b~""'olu...S.r!ll1dorlc:ll~lon andl:hattamod\111~<1 :;nr:,:·:~·~e~:;~••lh•taws FntM laolPE Date JOCXX..XX R!i.No XXXXX '" ~· ~-- ~""' 12\361~9 OlaWnBy ru• Chlcl:edBy "'' lssu.OaW UllU SlleotTllo DEMOLITION PLAN C1 Sh•et toll -----'-----1 I -----~------... ":.-:."::.-.. __ :_---- r --- 1 ------~----- 1 -----~----- 1 -----~-----1 ---I ---~---------~ -----~----- KEY PLAN SYMBOL LEGEND EEEB rrr=m=n ~ NEW 6'" PORT\.MCI CEMENT CONCRETE OVER 6" AGGREGATE SASE SEE DETAIL 1/C2 RESTORE ROlJI'.OASOUT AAEA VYlTH "'" INHERE APPLICABLE, [)(~ENS IONS ARE FROM BACK OF Cl.R8 TO SACK OF ~BOR BACK OF ~BTOENDOFSTAI..LUNE . . .. : ... , .: : : :. lg m;; a;·· If~.:::: ... ,. ;~I 11 1111 1 1111T IK~I@ I I \._EXISTlNGSUBGRADE SOIL CONCRETE CONSTRUCTION DETAIL NOT TO SCALE NORTH n..rl...,____J 10 20 «< l llt,.t:o, .. Mylhatt!Pplan, ~ll<ati<>n•orreport~•PAO):lllt ed t>y,.or~nde<mydiloctsupervlolot> lro:lflltlamadulylicenMd ===~:~:.·:·"•low. FntM la.C,P.E ON.JOCIOL:U R!p.No XXXXX Pro)Kt ' ChockadBy PAVING AND DIMENSION PLAN C2 ~------.1..! 'MRE MESH REINFORCEMENT (HGH FLOW AAEAS} METAL. WOOD POST, OR STAKE 8' MAX SPACING, Z INTO GROUND NATURAL SOIL__/ . ENGINEE~"" FAB!<" FABRIC ANCHORAGE TRENCH. BACKFILL VIIITH TAMPED NATLRAL SOIL NOTE. DEPENDING UPON CONFIGURATION, ATTACH FABRIC TO WIRE MESH 'MTH HOG RINGS, STEEL POSTS WITH WIRES, OR WOOO POSTS WITH STAPLES SILTATION FENCE INSTALLATION DETAIL LEGEND -------950 -------EXISTING CONTOURS ---000 ---PROPOSEOCONTOURS-M.O.JORINTERVAL __ ,.,__ PROPOSEOCONTOURS-MINORINTERVAL !!:!:!:~ 0 :·····: ........ 95000TC ~(!160GL \, GRADING NOTES SPOT ABBREVIATIONS SW ·BOTTOM OF WALL (FIG) t•)-El(ISmlllTOSEVERIFIEO 1 AJial.....tionswil!lan asterisk(")~allbef•ld...m.d lfeiiiVol~Dil$ w.rysignffieant!y,nollylhaEr.gineerrorlurtto•rinstruc:tionoo 4 AJiconslrvctionshallbeperfofmtdinJecordlneewtllstat.andlocal stendard specitications rorconstruction EROSION CONTROL NOTES 2 Eros;oncontrQmauu"'s stlownonlhellfcsioncontroi P'an&,.ll.-al:£<>1utamWt;.,um The contrae!Ofsllanlnstall temporaryearthdikK,sedimenttrtpsorbasins,addibonalsiltl!ionfencing, and'or dlsk the t.O~ pe raHat to tha contoors u dMmed ni!Ce'Ssary to ~~~r control •rmion 3 TM~o!!he~f&ne.shalbelfern:hedinamlnlm~mofG"_ Thelr&nchbackfillhalbe compactadwiltl a vibnlk>ryplata compactor A Alllll"d(ngopal'fuMshallbacondt>CI&dlnamann"tominlmtuthapolen!ialfOf$/Werosion s.dinwntcontrol practice~ must be established on alldovm gradient permet..s betor.any~p gr;u::li'llllandclis~ng.ro.ottiesb&gin 5 Alilll(!Xl!olld soil areas m~st be st>bil~lld as soon u possi~a to limit $011 .ros<m but in no Cll5tt laterltlan 14da ysal'letlh a consl!\lctionactM!yinth~!portlonofthesit91\astemporari!yor permanently ceased Tempmory stockpiles v.ittloul signflca.nt ~~clay orO!pante componants {a.g.,cleanaggregatestoc~,demo!~ionconcl'llestoctcp;les,sandstoctcp;hts)andtha constructldba5ttoompone<rtsofroads,pariangJotsandsimllsrsurfaces era u emptfromltl<s rDqUirement 6 Allsorttern:esmustberepa.ired,~>~~c.-d.oc~pplement edwl!erl\heyb9c:l>rM nonlunctiona lorltle sadmaotreuhest/3ol!hehei\lhtol'tha lanao_ Th ... ..,P-I!irsmustbamadewithin2411oursof d'SCOYety,orassocmuflek:lconditionsallc>.Yaccess 7 II sediment ascapes the oonswc:tion s~e. otr-sllllacx:t~mulation s ofsedimantmusl ba rem<Mid in • mannerandat a rruquancysul'licienttomimmizeorf-s:Wimpacts 6 Allsoilstreckedontopa.,.rnefllshel beramowddally 9 TemporarysoilstockpHsmusthaYIIsilr&nceocolhefvn'ectiva5ttdifTIIHllcontrols.andcanootbe plilC!Idinsurf~~W!efJ,Incl.l dingstormw;o\efC<>r>Wyancessuc:hucurband"-'tt•rsystems,oc conduitundditchesunteutt.eraisat¥passlnplacelor!hesl~lef 10 Collec:to>dMdimant asphalt andconC/11!.emill in ~.tloaliflgdebris,paper,plastic,labnc, constrllc;tion•nddomoHtiondtlbrisandotherw.IS!es mJslbedisposa-dclpropa~yandmJslcomply wiltlMPCAdilposaln~quirements 11 Oil, ~so•ne . paint and. any hazardo<ls sub5tances must be properly stored, indudn g MCC~ry coot.alnmen~ toprewnt spills,leaks ocoltterdlscharge. Rostr!ctedaccesstosloraQe areasmust beprcMdedltlprevet'llvancl;!olism_ Storageand.disposalofhazarOOuswaste mustbain com pi~~• with MPCA fVI!ulallons. lherobyceJtlythattN•pl•n, opocllic.UOnoorraportwaopr.pored by m•orun<~er my diflld i ~Mo~n ondll>at l amadltykenHd ::;::~·~~~=~•rtl!oi&WI !2 Extamalwashingoflruclcsatldctherc:onstruc(ionYIIhlclorsmustbellmt ed lo 11delined araaof lt!e oat.. xx.xx.XX RegNo xxxxx :~18Runofl must be contained and IWS\e property diSposed cl Nc an~.Me d&greasi1g is ll.,_d 13 All liquid al\d~ldwastesgen~tad by oon~rateWolshoutopera!ions must be con!11ined in a leak·proof oonlalnm.ntla~~ity orirnpermoabla ~ner A oofT"(>acted dav ronerltlatdoes nctatlo;w Wlshoutliquidstoa!lterproundiW!eros.considtored anl~eat.-.rnerThlllk!Uidatldsolid IWSIH must not cootact t~e (lrDUh d, and there must r.ot be runol!' 11om tt.e concrate washout Ope<lllioos Of af11 .. _ Lk!tlid and solidWlsbn: must ba disFOS!Id o( pmpe~y and in compiance witt MPCA flliUIIIioos_ Astgnmustbelnstatledadjacentto eachwashoutlacoHty\<>i-l lofmconcf11\e equipmet'llopen~torstuutilizatheproplltlacilitou 14 Upon oomp!.lion ollt!• pmjact andmbiliulion chi l)lllded areas. all l<tmporarfaros.loo control hcill ies {sil lencors.atc.)shal bere-movedfromlila s!ta • NORTH n_r"l...__i o tO 20 AO GRADING PLAN C3 -•• n I 1 --------~ ~ ~ ~ "'-, PLAN SCALE 1/B ''=r-o~~ ~ ~ NORTH~ 19'-10 " ~ +- \.__ !'·lEY\! ADC)FION 194 SF. H .~ TCHECI ( Yll\~ 171~" i L r----BRICK OR Mf:T,<\L PANEL I // /' MET.r-\L PANEL ~-1 /1 1BRICK OR METAL PA!'IEL l I / / \ i ---,-! ~ -+ -----.-.----,j<----- 1 I I ! z I \ I ,!;~- ol I ,___,. r~c==:R~ti ~ ~~ I OLJ[f~n ~ I §! ----+---' ~J~Jp[?JpJLfll__~------ 1 I 1 1'1'--to•· ! ----~! NORTH ELEVATIO N SCALE 1/8 11 =1'-0 '' ,---r HE T,L\L p _C.,i'-iEL ------------~-llo I ! -1-I I .t I f,_---=-;'-=J 1--_j ii !i :1 ~ :! r: H / BOT;-k' ,-.--:_; iv E"T l\ 1 OA1dC.I lj ,., j! ' -'~j_, __ , '· VK I I ','"\L I '"'-'-t LJl ! ;,==j,-1 I iL_J_J __ L ________ _ EAST ELEVATION SCALE 1/B"= \'-0" TO: Mayor & City Council DATE: February 6, 2014 RE: Fire Station Design Services Proposal FROM: Bill Turnblad, Community Development Director INTRODUCTION At the January 7, 2014 Council meeting the Readiness Center and Fire Station projects were discussed. The need to re-engage design consultants was recognized and staff was directed to bring back a proposal from our Fire Station Design Team. The Design Team includes BWBR, Buetow 2, EVS, Damon Farber Associates, Palanisami and Hallberg Engineering. The team represents all facets of design from architectural to civil engineering, to structural/mechanical/electrical engineering to landscape design. The proposal (attached) is to complete design, bid the project and administer construction for $399,000. DISCUSSION The $399,000 proposal, together with the $125,0001 already spent on the “35%” design phase of the project, equals a total of $524,000. This total represents 8.2% of the estimated $6,384,784 construction cost of the Fire Station. City staff considers a standard design and construction administration contract for a building of this type to be around 7.5%. Given the fact that the Fire Station project is more complicated than it would be if it were a free standing facility, and that the building it will be attached to is a state/federal project, the extra 0.7% fee seems reasonable to City staff. REQUEST Staff requests the City Council to approve the proposed 8.2% fee. If Council approves the proposed fee, staff will bring a contract for approval to the March 4, 2014 Council meeting. Attachment: BWBR Proposal 1 Total design cost for the 35% phase was $299,000. However, $174,000 were costs that the Fire Station design would not have incurred, were it not for the need to follow rules for federal projects. These extraordinary costs have been deleted for comparison purposes. s jw js jR S AINT PAUL I MADI SO N 380 St. Peter Street, Suite 600 Saint Paul, MN 55102 February 4, 2014 Mr. Bil l Turnblad 651.222.3701 bwbr.com Community Development Director, City of Stillwater City Hall 216 North Fourth Street Still water, MN 55082 Re : Fire Station Stillwater, Minnesota BWBR Commission No. 3.2014028.00 Dear Bill: Thank you once again for the opportunity to continue our col laboration on the des ign and construction of t he new Fire Station for the City of Stillwater-your partnership with the Nation al Guard on this complex remains a unique and exciting opportunit y for the Ci ty. We w il l attend to desig ning a hig h-functioning, attractive, and dura ble facility to serve the res idents of Still wate r well -and we w ill continue working to understand and integrate 'connected' elements of the projects (both in design and operation) to aid the City in realizing efficiencies of the shared complex. Since the project went on hold in fall of 20 12, we have worked to stay in touch with issues affecting the design (we met to review development in the spring of 2013 -re laying changes to the National Guards AT/FP requirements, a slight relocation of the Readiness Center on the site, and documenting functional concerns from the City). We are read y and excited to explore and reso lve remaining functional questions wi th your team, and look forward to working together to making the new Fire Station a reality for your team and the City. The Fire Station, with an estimated construction cost of $6,384,784, is to be bid separately from the Readiness Center -yet remain intimately connected and a number of uses shared. Since select elemen t s of co nstruction (site utility systems, common foundat ions, access roadways etc.) will be necessary to bid under the Readiness Cente r's design, we have worked to delineate these so the co ntractor can identify r elated costs in bidding. Carefu l coordination wil l be needed between the ne ig h boring housing development, County Road access to t he South and State of M innesota requirements to assure continuity during constr uction. We have also discussed t he concept of gaini ng economies of scale for the benefit of both projects-working with John Hue nink and Gary Zitko of Kraus-Anderson, we believe we have a good strategy for in f o rming b idders of the projects and planned construction pha sing in order to maximize these opportunities. SCOPE OF SERVICES A ND DELI VERA BLE$ We have assembled a qua lified team to move the project forward. BWBR and our des ign team members will provide architectural, interior design, ci vil, landscape, structural, mech anical, and electrical design services from remaining design efforts t hrough completion of construction. We propose the fo llowing team of consultants: • Fi re Station De sign Consulting-Buetow 2 • Civil Engineeri ng -EVS G:\l2ll004\0l-Managcment\Agreements\Owne r\20 l2110.04 Stillwater Fi re Station Proposal20l4·02·04.docx • • • Landscape Design-Damon Farber Associates Structural Engineering-Palanisarni and Associates Mechanical and Electrical Engineering-Hallberg Engineering Mr. Bill Turnblad Stillwater Fire Station February 4, 2014 Page 2 of 5 With the exception of Hallberg, all team members participated in the initial design phase. We are proposing Hallberg Engineering for mechanical and electrical design services as they have a strong resume and are completing the commissioning for the Stillwater Readiness Center for the National Guard. As a result, they are very informed about the project and proposed systems. As the initial design efforts concluded, the City Council expressed concerns regarding overall cost. In response, we worked with your team to identify a number of options to reduce cost-and these were quantified via square footage and related $/sf by Kraus-Anderson in a high level effort to assess magnitude and gain approval on direction. Upon achieving a better alignment of scope and budget, the project was then put on hold pending the National Guard's approval (at the federal level) to move the Readiness Center into construction. These cost reduction options included: • • • • • • Emergency Operation Center (EOC) located in and shared with the armory (it was noted in our May 2013 update that this area is to be connected directly with the fire Station lobby or other anteroom). Miscellaneous reductions in circulation, reception and restrooms . Fitness room reduction (use armory fitness area for larger machines) . Laundry and kitchen area reductions . Cold storage building considered as an additive alternate . Mechanical area reductions . Other project issues that we have tracked in these interim months include: • The need for a data closet within the Fire Station is unresolved-we will track for resolution as the project restarts (considered in concert with the issue of the new fiber connection to the site). • Preserve expansion space for apparatus bays on south side of tower. • Highway 12 access point location to be finalized. • Verify civil impact of residential development/project cut and fill balance per May 2013 discussions. Noting the cost-saving measures were explored in a size and $/sf sense only-as the project restarts it is necessary to more fully work through the impact approved cost reductions have concerning building systems, elevations, site, etc. As before, we will work with you to explore, understand and resolve. G:\1211004\0l·Managcment\Agrccmcnts\Owner\2012110.04 Stillwater fire Station Proposal 2014-02-04.docx SCHEDULE Mr. Bill Turnblad Stillwater Fire Station February 4, 2014 Page 3 of 5 Presuming the National Guard will receive final authorization for bidding and construction within two weeks, we propose the following schedule: • Notice to Proceed • Complete Design Development • Complete Construction Documents • Bidding Construction Complete Mid-February 2014 Early March 2014 (2 week period) Mid-May 2014 (10 week period) End of June 2014 (4-6 week period) Summer of 2015 (10-12 mo duration) As before, we will develop agendas and track project issues to resolution. In line with these durations, we propose the following conceptual agendas and meeting schedule: DESIGN DEVELOPMENT (DD) DD Meeting 1: Project Kick-Off/Design Review (DD Week 1) • Attendees include: City of Stillwater, Stillwater Fire Department, BWBR Architects, Buetow 2 Architects, and Kraus~Anderson Construction • Key Agenda Items: Project Scope and Design Revision Overview, Project Schedule, Milestones, and Budget Review Schedule. DD Meeting 2: Pre-Final Design Review (DD Week 1) • Attendees include: City of Stillwater, Stillwater Fire Department, BWBR Architects, Buetow 2 Architects, and Kraus-Anderson Construction • Key Agenda Items: Site Considerations and Coordination with Readiness Center, Building Plan and Design Element Review. CONSTRUCTION DOCUMENTS (CD) CD Meeting 1: Final Design Approval (CD Week 1) • Attendees include: City of Stillwater, Stillwater Fire Department, BWBR Architects, Buetow 2 Architects, Kraus-Anderson Construction, and Hallberg Engineering • Key Agenda Items: Final Review of Site Layout, Floor plan Layout, and Building Elements. Mechanical and Electrical Systems Confirmations, and Interior Finish Overview. CD Meeting 2: 50% Construction Document Review (CD Week 5) • Attendees include: City of Stillwater, Stillwater Fire Department, BWBR Architects, Buetow 2 Architects, Kraus-Anderson Construction, Hallberg Engineering, and Hardware Consultant Key Agenda Items: Mechanical and Electrical Systems Final Review, Door Hardware Coordination, Interior Elements Review, and Interior Finish Final Review. CD Meeting 3: 90% Construction Document Review (CD Week 8) • Attendees include: City of Stillwater, Stillwater Fire Department, BWBR Architects, Buetow 2 Architects, Kraus-Anderson Construction, and Hallberg Engineering • Key Agenda Items: Page-Turn Review of 90% Construction Document Drawing Set, Specification Coordination, and Bidding/Construction Instructions Review G:\1211004\0l·Managemcnt\Agreernents\Owner\2012110.04 Stillwater Fire St~tion Proposal 2014·02-04.docx Mr. Bill Turnblad Stillwater Fire Station February 4, 2014 Page 4 of 5 ASSUMPTIONS This proposal is based on the following assumptions: • • • • • • • • • • • • • • • Kraus-Anderson is serving as the City's Construction Manager for preconstruction services, cost estimating, bidding, and construction management. As before, we will work closely with them to coordinate the project Project documents will be developed in Revit (3-dimensional documentation software aiding coordination of systems and constructabi!ity reviews). The City will provide necessary survey data and soil information. Due to previous efforts, we do not anticipate this to be significant, but some may be required due to work on the site since last explorations. This need is to be verified. The City is handling demolition/removal of existing structures. We understand, with a few exceptions, this work is largely complete. Although we will design with sustainability and operational costs in mind, the project will not be LEED certified and is not required to adhere to State of Minnesota Sustainable Building Guidelines. Although advisable, we have not included commissioning in this proposal. We are happy to assist in coordination and procurement of these services should the City need. Low voltage (data, communication, security systems) design is not included-although our design will provide pathways (cable tray, conduit drops, etc.) We will work together to determine who will complete Design and Specification of low-voltage systems (City Vendor, Consultant on our Team, Design-Build Contractor, etc.} The kitchen is of residential nature and kitchen design consulting services are not required. We assume the City will take care of procuring appliances. Although design plans will indicate conceptual furniture size and placement, services included under this proposal do not include final furniture specification or procurement. Please note we would be happy to assist the City in this area should these services be desired. We assume standard AlA agreement forms (with minor modifications-pending review) will be utilized for Owner-Architect and General Conditions. Kraus-Anderson will provide the bulk of Bidder Instructions in Division 00 and 01 of the Specifications. We have not included extensive design revisions resulting from construction cost escalation necessitating further scope reductions. With the exception of the design revisions noted above, we understand the project will proceed with minimal changes to apparatus bays, support spaces, housing, and ad min areas. The Construction Administration phase services were reviewed with Kraus-Anderson in order to maximize efficiency and reduce duplication of effort As a result, BWBR was able to reduce hours in this area. We assume shared meetings and site visits between Stillwater Fire Hall and Readiness Center projects, with a monthly construction meeting schedule. We anticipate bid packages will also be separated and distributed as part of Kraus- Anderson's bidding process. We have not included schedule extensions notably beyond those outlined above . G:\1211004\01-Management\Agreements\Owner\2012110.04 Stillwater Fire Station Proposal 2014·02-04.docx COMPENSATION Mr. Bill Turnblad St ill water Fire Station February 4, 2014 Page 5 of 5 BWBR proposes to provide these serv ices for a lump sum fee of Three Hundred Ninety Nin e Thousand Dollars ($399,000). Note this does not include previous design efforts comp leted in 20 1 2. Phases will be billable as follows: • Design Development 5% • Construction Documents 65% • Bidding Support 5% • Construction Admi ni stration 25% • Total 100% Reimbursable expenses will be more fu ll y outlined in the above noted agreement form and are in addition to this fee . These will be billed at one and one-tenth (1.10) times cost to BWBR, and include, but are not limited to, printing and delivery se rvices. Projecting th at all distributions of in fo rm ation will be electronic, we recommend an allowance of Eight Thousand Dollars ($8,000) for reimbursable expenses. We will follow this co rrespondence with an agreeme nt form more completely del ineatin g responsib il ities us in g the Ame ri can Institute of Architects B101 Standard Form of Agreement Between Owner and Archit ect. Th an k yo u aga in Bill-we are very honored t o continue partnering w ith the Ci t y for the Fire Station's design and co nstruction and are ready to begin. We take prid e in our customer service and the value we deliver -and we appreciate clients like the City of Sti ll water for all owing us t he opportunity t o show our level of commitment. Respectfully subm itted, DW/GC c: Dan Hottinger, BWBR G:\1211004\01 ·Ma nagement\Ag reements\Owner\2012110.04 Stillwa te r f ire Statio n Proposal 2014·02 ·04 .docx City of Stillwater, Minnesota Recommendations for Issuance of Bonds $10,000,000* General Obligation Capital Outlay Bonds, Series 2014A The Council has under consideration the issuance of bonds to finance (i) the City’s 2014 capital outlay projects needs for various City departments, (ii) the construction of a new fire station, and (iii) the rehabilitation of the City’s police building. This document provides information relative to the proposed issuance. KEY EVENTS: The following summary schedule includes the timing of some of the key events that will occur relative to the bond issuance. February 11, 2014 Council sets sale date and terms Week of February 17, 2014 Rating conference is conducted Week of February 24, 2014 Receipt of rating March 4, 2014, 10:30 a.m. Competitive proposals are received March 4, 2014, 7:00 p.m. Council considers award of bonds April 8, 2014 Proceeds are received RATING: An application will be made to Moody’s Investors Service for a rating on the Bonds. The City’s general obligation debt is currently rated “Aa2” by Moody’s. THE MARKET: Performance of the tax-exempt market is often measured by the Bond Buyer’s Index (“BBI”) which measures the yield of high grade municipal bonds in the 20th year for general obligation bonds (the BBI 20 Bond Index) and the 30th year for revenue bonds (the BBI 25 Bond Index). The following chart illustrates these two indices over the past five years. *Subject to change. St u d y N o . : 7 8 4 . 1 1 4 Fe b r u a r y 5 , 2 0 1 4 Page 2 POST ISSUANCE COMPLIANCE: The issuance of the Bonds will result in post-issuance compliance responsibilities. The responsibilities are in two primary areas: i) compliance with federal arbitrage requirements and ii) compliance with secondary disclosure requirements. Federal arbitrage requirements include a wide range of implications that have been taken into account as your issue has been structured. Post-issuance compliance responsibilities for your tax-exempt issue include both rebate and yield restriction provisions of the IRS Code. In general terms the arbitrage requirements control the earnings on unexpended bond proceeds, including investment earnings, moneys held for debt service payments (which are considered to be proceeds under the IRS regulations), and/or reserves. There are spending exceptions to rebate if bond proceeds are spent within certain spending criteria. Yield restriction provisions will apply to the debt service fund and any project proceeds unspent after three years under certain conditions and the funds should be monitored throughout the life of the Bonds. We understand that arbitrage compliance responsibilities are being monitored internally or through a third party contract. Secondary disclosure requirements result from an SEC requirement that underwriters provide ongoing disclosure information to investors. To meet this requirement, any prospective underwriter will require the City to commit to providing the information needed to comply under a continuing disclosure agreement. Springsted currently provides continuing disclosure compliance services to the City under a separate contract. A contract amendment adding this issue will be provided to City staff. PURPOSE: Proceeds of the Bonds will be used to finance (i) the City’s 2014 capital outlay needs for various City departments, (ii) the construction of a new fire station, and (iii) a portion of the costs related to renovations to the City’s existing police building. The total projected cost of the police building renovation is $2.0M. The proceeds of the Bonds will finance a portion of this project with the expectation that the City will issue additional bonds in 2015 for the remainder of the financing. This plan of financing was determined so the City could maximize the borrowing amount of the Bonds and be bank qualified, taking advantage of lower interest rates. AUTHORITY: The Bonds are being issued pursuant to Minnesota Statutes, Chapter 475 and the City Charter. SECURITY AND SOURCE OF PAYMENT: The Bonds will be general obligations of the City, secured by its full faith and credit and taxing power. The Bonds will be repaid with general ad valorem tax levies. The City levied $250,000 in 2013 in anticipation of this borrowing, which will be applied to the February 1, 2015 interest payment. Thereafter, beginning with the 2014 levy, each year’s collection of taxes will be used to make the interest payment due August 1 in the collection year and the principal and interest payment due February 1 of the following year. Page 3 STRUCTURING SUMMARY: The Bonds have been structured with various repayment terms by project, each with approximately level annual payments of principal and interest. These repayment terms were chosen by the City in consideration of the combination of the useful life of the assets and future impact on annual property tax levies. The repayment terms by project are as follows:  capital outlay projects - 7 year term  fire station - 25 year term  police building renovation - 10 year term SCHEDULES ATTACHED: Schedules attached include a project summary and debt service schedules for the Bonds as a whole and by project. RISKS/SPECIAL CONSIDERATIONS: Given the issue size of the Bonds, it is likely that the bonds will price with coupons higher than the yields, thereby generating a premium or “excess” proceeds. In order for the Bonds to be deemed bank qualified, any excess premium above a 2% deminimis amount will be used to downsize the issue. The outcome of this financing will rely on the market conditions at the time of the sale. Any projections included herein are estimates based on current market conditions. SALE TERMS AND MARKETING: Variability of Issue Size: A specific provision in the sale terms permits modifications to the issue size and/or maturity structure to customize the issue once the price and interest rates are set on the day of sale. Prepayment Provisions: Bonds maturing on or after February 1, 2025 may be prepaid at a price of par plus accrued interest on or after February 1, 2024. Bank Qualification: The City does not expect to issue more than $10 million in tax-exempt obligations that count against the $10 million limit for this calendar year; therefore, the Bonds are designated as bank qualified. SUPPLEMENTAL INFORMATION AND BOND RECORD: Supplementary information will be available to staff including detailed terms and conditions of sale, comprehensive structuring schedules and information to assist in meeting post- issuance compliance responsibilities. Upon completion of the financing, a bond record will be provided that contains pertinent documents and final debt service calculations for the transaction. Page 4 $10,000,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2014A Total Issue Sources And Uses Dated 04/08/2014 | Delivered 04/08/2014 Capital Outlay ProjectsFire Station Police Building Issue Summary Sources Of Funds Par Amount of Bonds.........................................$1,570,000.00$7,675,000.00$755,000.00$10,000,000.00 Total Sources..................................................$1,570,000.00$7,675,000.00$755,000.00$10,000,000.00 Uses Of Funds Deposit to Project Construction Fund.................1,530,000.007,500,000.00737,580.269,767,580.26 Total Underwriter's Discount (1.700%)............26,690.00130,475.0012,835.00170,000.00 Costs of Issuance..............................................9,533.8246,606.444,584.7460,725.00 Rounding Amount...............................................3,776.18(2,081.44)-1,694.74 Total Uses........................................................$1,570,000.00$7,675,000.00$755,000.00$10,000,000.00 2014A GO Capital Outlay B | Issue Summary | 1/31/2014 | 10:17 AM Page 5 $10,000,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2014A DEBT SERVICE SCHEDULE DatePrincipalCouponInterestTotal P+I105% Levy 02/01/2015--221,097.80221,097.80232,152.69 02/01/2016515,000.000.600%271,656.00786,656.00825,988.80 02/01/2017520,000.000.830%268,566.00788,566.00827,994.30 02/01/2018525,000.001.150%264,250.00789,250.00828,712.50 02/01/2019535,000.001.400%258,212.50793,212.50832,873.13 02/01/2020540,000.001.800%250,722.50790,722.50830,258.63 02/01/2021550,000.002.050%241,002.50791,002.50830,552.63 02/01/2022560,000.002.250%229,727.50789,727.50829,213.88 02/01/2023335,000.002.350%217,127.50552,127.50579,733.88 02/01/2024340,000.002.550%209,255.00549,255.00576,717.75 02/01/2025355,000.002.700%200,585.00555,585.00583,364.25 02/01/2026275,000.002.800%191,000.00466,000.00489,300.00 02/01/2027280,000.002.950%183,300.00463,300.00486,465.00 02/01/2028290,000.003.050%175,040.00465,040.00488,292.00 02/01/2029300,000.003.150%166,195.00466,195.00489,504.75 02/01/2030310,000.003.250%156,745.00466,745.00490,082.25 02/01/2031320,000.003.350%146,670.00466,670.00490,003.50 02/01/2032330,000.003.450%135,950.00465,950.00489,247.50 02/01/2033340,000.003.550%124,565.00464,565.00487,793.25 02/01/2034355,000.003.850%112,495.00467,495.00490,869.75 02/01/2035365,000.003.900%98,827.50463,827.50487,018.88 02/01/2036380,000.003.950%84,592.50464,592.50487,822.13 02/01/2037395,000.004.000%69,582.50464,582.50487,811.63 02/01/2038410,000.004.100%53,782.50463,782.50486,971.63 02/01/2039430,000.004.200%36,972.50466,972.50490,321.13 02/01/2040445,000.004.250%18,912.50463,912.50487,108.13 Total$10,000,000.00-$4,386,832.30$14,386,832.30$15,106,173.92 SIGNIFICANT DATES Dated......................................................................................................................................................................4/08/2014 Delivery Date..........................................................................................................................................................4/08/2014 First Coupon Date...................................................................................................................................................2/01/2015 Yield Statistics Bond Year Dollars..................................................................................................................................................$130,063.89 Average Life...........................................................................................................................................................13.006 Years Average Coupon....................................................................................................................................................3.3728288% Net Interest Cost (NIC)............................................................................................................................................3.5035338% True Interest Cost (TIC)..........................................................................................................................................3.4534234% Bond Yield for Arbitrage Purposes........................................................................................................................3.2837532% All Inclusive Cost (AIC)...........................................................................................................................................3.5151175% IRS Form 8038 Net Interest Cost.....................................................................................................................................................3.3728288% Weighted Average Maturity....................................................................................................................................13.006 Years Interest rates are estimates. Changes in rates may cause significant alterations to this schedule. The actual underwriter's discount bid may also vary. 2014A GO Capital Outlay B | Issue Summary | 1/31/2014 | 10:17 AM Page 6 $1,570,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2014A Capital Outlay Projects DEBT SERVICE SCHEDULE DatePrincipalCouponInterestTotal P+I105% Levy 02/01/2015--18,596.14 18,596.1419,525.95 02/01/2016215,000.000.600%22,848.50237,848.50249,740.93 02/01/2017220,000.000.830%21,558.50241,558.50253,636.43 02/01/2018220,000.001.150%19,732.50239,732.50251,719.13 02/01/2019225,000.001.400%17,202.50242,202.50254,312.63 02/01/2020225,000.001.800%14,052.50239,052.50251,005.13 02/01/2021230,000.002.050%10,002.50240,002.50252,002.63 02/01/2022235,000.002.250%5,287.50240,287.50252,301.88 Total$1,570,000.00-$129,280.64 $1,699,280.64 $1,784,244.67 SIGNIFICANT DATES Dated.........................................................................................................................................................................4/08/2014 Delivery Date.............................................................................................................................................................4/08/2014 First Coupon Date......................................................................................................................................................2/01/2015 Yield Statistics Bond Year Dollars.....................................................................................................................................................$7,642.81 Average Life..............................................................................................................................................................4.868 Years Average Coupon.......................................................................................................................................................1.6915338% Net Interest Cost (NIC)...............................................................................................................................................2.0407511% True Interest Cost (TIC).............................................................................................................................................2.0530132% Bond Yield for Arbitrage Purposes...........................................................................................................................3.2837532% All Inclusive Cost (AIC)..............................................................................................................................................2.1871582% IRS Form 8038 Net Interest Cost........................................................................................................................................................1.6915338% Weighted Average Maturity.......................................................................................................................................4.868 Years 2014A GO Capital Outlay B | Capital Outlay Projects | 1/31/2014 | 10:17 AM Page 7 $7,675,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2014A Fire Station DEBT SERVICE SCHEDULE DatePrincipalCouponInterestTotal P+I105% Levy 02/01/2015--191,395.33191,395.33200,965.10 02/01/2016230,000.000.600%235,161.50465,161.50488,419.58 02/01/2017230,000.000.830%233,781.50463,781.50486,970.58 02/01/2018235,000.001.150%231,872.50466,872.50490,216.13 02/01/2019235,000.001.400%229,170.00464,170.00487,378.50 02/01/2020240,000.001.800%225,880.00465,880.00489,174.00 02/01/2021245,000.002.050%221,560.00466,560.00489,888.00 02/01/2022250,000.002.250%216,537.50466,537.50489,864.38 02/01/2023255,000.002.350%210,912.50465,912.50489,208.13 02/01/2024260,000.002.550%204,920.00464,920.00488,166.00 02/01/2025270,000.002.700%198,290.00468,290.00491,704.50 02/01/2026275,000.002.800%191,000.00466,000.00489,300.00 02/01/2027280,000.002.950%183,300.00463,300.00486,465.00 02/01/2028290,000.003.050%175,040.00465,040.00488,292.00 02/01/2029300,000.003.150%166,195.00466,195.00489,504.75 02/01/2030310,000.003.250%156,745.00466,745.00490,082.25 02/01/2031320,000.003.350%146,670.00466,670.00490,003.50 02/01/2032330,000.003.450%135,950.00465,950.00489,247.50 02/01/2033340,000.003.550%124,565.00464,565.00487,793.25 02/01/2034355,000.003.850%112,495.00467,495.00490,869.75 02/01/2035365,000.003.900%98,827.50463,827.50487,018.88 02/01/2036380,000.003.950%84,592.50464,592.50487,822.13 02/01/2037395,000.004.000%69,582.50464,582.50487,811.63 02/01/2038410,000.004.100%53,782.50463,782.50486,971.63 02/01/2039430,000.004.200%36,972.50466,972.50490,321.13 02/01/2040445,000.004.250%18,912.50463,912.50487,108.13 Total$7,675,000.00-$4,154,110.83$11,829,110.83$12,420,566.37 SIGNIFICANT DATES Dated........................................................................................................................................................................4/08/2014 Delivery Date............................................................................................................................................................4/08/2014 First Coupon Date....................................................................................................................................................2/01/2015 Yield Statistics Bond Year Dollars....................................................................................................................................................$117,526.60 Average Life............................................................................................................................................................15.313 Years Average Coupon......................................................................................................................................................3.5346134% Net Interest Cost (NIC).............................................................................................................................................3.6456308% True Interest Cost (TIC)............................................................................................................................................3.6156329% Bond Yield for Arbitrage Purposes..........................................................................................................................3.2837532% All Inclusive Cost (AIC)............................................................................................................................................3.6700997% IRS Form 8038 Net Interest Cost......................................................................................................................................................3.5346134% Weighted Average Maturity.....................................................................................................................................15.313 Years 2014A GO Capital Outlay B | Fire Station | 1/31/2014 | 10:17 AM Page 8 $755,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2014A Police Building DEBT SERVICE SCHEDULE DatePrincipalCouponInterestTotal P+I105% Levy 02/01/2015--11,106.3311,106.3311,661.65 02/01/201670,000.000.600%13,646.0083,646.0087,828.30 02/01/201770,000.000.830%13,226.0083,226.0087,387.30 02/01/201870,000.001.150%12,645.0082,645.0086,777.25 02/01/201975,000.001.400%11,840.0086,840.0091,182.00 02/01/202075,000.001.800%10,790.0085,790.0090,079.50 02/01/202175,000.002.050%9,440.0084,440.0088,662.00 02/01/202275,000.002.250%7,902.5082,902.5087,047.63 02/01/202380,000.002.350%6,215.0086,215.0090,525.75 02/01/202480,000.002.550%4,335.0084,335.0088,551.75 02/01/202585,000.002.700%2,295.0087,295.0091,659.75 Total$755,000.00-$103,440.83$858,440.83$901,362.87 SIGNIFICANT DATES Dated...........................................................................................................................................................................4/08/2014 Delivery Date...............................................................................................................................................................4/08/2014 First Coupon Date.......................................................................................................................................................2/01/2015 Yield Statistics Bond Year Dollars.......................................................................................................................................................$4,894.49 Average Life...............................................................................................................................................................6.483 Years Average Coupon.........................................................................................................................................................2.1134155% Net Interest Cost (NIC)................................................................................................................................................2.3756494% True Interest Cost (TIC)...............................................................................................................................................2.3844828% Bond Yield for Arbitr age Purposes .............................................................................................................................3.2837532% All Inclusive Cost (AIC)...............................................................................................................................................2.4884329% IRS Form 8038 Net Interest Cost.........................................................................................................................................................2.1134155% Weighted Average Maturity........................................................................................................................................6.483 Years 2014A GO Capital Outlay B | Police Building | 1/31/2014 | 10:17 AM 5952334v1 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL CITY OF STILLWATER, MINNESOTA HELD: February 11, 2014 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Stillwater, Washington County, Minnesota, was duly held at the City Hall on February 11, 2014, at _____ P.M. for the purpose in part of authorizing the competitive negotiated sale of the $10,000,000 General Obligation Capital Outlay Bonds, Series 2014A. The following members were present: and the following were absent: Member ________________ introduced the following resolution and moved its adoption: RESOLUTION NO. ______ RESOLUTION PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $10,000,000 GENERAL OBLIGATION CAPITAL OUTLAY BONDS, SERIES 2014A A. WHEREAS, the City Council of the City of Stillwater, Minnesota (the "City"), has heretofore determined that it is necessary and expedient to issue $10,000,000 General Obligation Capital Outlay Bonds, Series 2014A (the "Bonds") to finance (i) the 2014 capital outlay needs of various City departments; (ii) the construction of a new fire station; and (iii) a portion of the financing for the rehabilitation of the City’s existing police building, pursuant to Minnesota Statutes, Chapter 475 and Sections 10.5 and 10.6 of the City Charter, as more fully described in Exhibit B attached hereto; and B. WHEREAS, the City has retained Springsted Incorporated, in Saint Paul, Minnesota ("Springsted"), as its independent financial advisor and is therefore authorized to sell these obligations by a competitive negotiated sale in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota, as follows: 1. Authorization. The City Council hereby authorizes Springsted to solicit proposals for the competitive negotiated sale of the Bonds. 2. Meeting; Proposal Opening. This City Council shall meet at the time and place specified in the Terms of Proposal attached hereto as Exhibit A for the purpose of considering sealed proposals for, and awarding the sale of, the Bonds. The City Clerk or designee, shall open proposals at the time and place specified in such Terms of Proposal. 5952334v1 2 3. Terms of Proposal. The terms and conditions of the Bonds and the negotiation thereof are fully set forth in the "Terms of Proposal" attached hereto as Exhibit A and hereby approved and made a part hereof. 4. Official Statement. In connection with the sale, the City Clerk and other officers or employees of the City are hereby authorized to cooperate with Springsted and participate in the preparation of an official statement for the Bonds, and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by member _______________ and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon the resolution was declared duly passed and adopted. 5952334v1 3 STATE OF MINNESOTA COUNTY OF WASHINGTON CITY OF STILLWATER I, the undersigned, being the duly qualified and acting City Clerk of the City of Stillwater, Minnesota, DO HEREBY CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council duly called and held on the date therein indicated, insofar as such minutes relate to the City's $10,000,000 General Obligation Capital Outlay Bonds, Series 2014A. WITNESS my hand on February ___, 2014. _______________________________________ City Clerk 5952334v1 A-1 EXHIBIT A Terms of Proposal 5952334v1 A-2 THE CITY HAS AUTHORIZED SPRINGSTED INCORPORATED TO NEGOTIATE THIS ISSUE ON ITS BEHALF. PROPOSALS WILL BE RECEIVED ON THE FOLLOWING BASIS: TERMS OF PROPOSAL $10,000,000 * CITY OF STILLWATER, MINNESOTA GENERAL OBLIGATION CAPITAL OUTLAY BONDS, SERIES 2014A (BOOK ENTRY ONLY) Proposals for the Bonds and the Good Faith Deposit (“Deposit”) will be received on Tuesday, March 4, 2014, until 10:30 A.M., Central Time, at the offices of Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota, after which time proposals will be opened and tabulated. Consideration for award of the Bonds will be by the City Council at 7:00 P.M., Central Time, of the same day. SUBMISSION OF PROPOSALS Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each Proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Bonds regardless of the manner in which the Proposal is submitted. (a) Sealed Bidding. Proposals may be submitted in a sealed envelope or by fax (651) 223-3046 to Springsted. Signed Proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final Proposal price and coupons, by telephone (651) 223-3000 or fax (651) 223-3046 for inclusion in the submitted Proposal. OR (b) Electronic Bidding. Notice is hereby given that electronic proposals will be received via PARITY®. For purposes of the electronic bidding process, the time as maintained by PARITY® shall constitute the official time with respect to all Proposals submitted to PARITY®. Each bidder shall be solely responsible for making necessary arrangements to access PARITY® for purposes of submitting its electronic Proposal in a timely manner and in compliance with the requirements of the Terms of Proposal. Neither the City, its agents nor PARITY® shall have any duty or obligation to undertake registration to bid for any prospective bidder or to provide or ensure electronic access to any qualified prospective bidder, and neither the City, its agents nor PARITY® shall be responsible for a bidder’s failure to register to bid or for any failure in the proper operation of, or have any liability for any delays or interruptions of or any damages caused by the services of PARITY®. The City is using the services of PARITY® solely as a communication mechanism to conduct the electronic bidding for the Bonds, and PARITY® is not an agent of the City. If any provisions of this Terms of Proposal conflict with information provided by PARITY®, this Terms of Proposal shall control. Further information about PARITY®, including any fee charged, may be obtained from: PARITY®, 1359 Broadway, 2nd Floor, New York, New York 10018 Customer Support: (212) 849-5000 * Preliminary; subject to change. 5952334v1 A-3 DETAILS OF THE BONDS The Bonds will be dated as of the date of delivery, and will bear interest payable on February 1 and August 1 of each year, commencing February 1, 2015. Interest will be computed on the basis of a 360- day year of twelve 30-day months. The Bonds will mature February 1 in the years and amounts* as follows: 2016 $515,000 2017 $520,000 2018 $525,000 2019 $535,000 2020 $540,000 2021 $550,000 2022 $560,000 2023 $335,000 2024 $340,000 2025 $355,000 2026 $275,000 2027 $280,000 2028 $290,000 2029 $300,000 2030 $310,000 2031 $320,000 2032 $330,000 2033 $340,000 2034 $355,000 2035 $365,000 2036 $380,000 2037 $395,000 2038 $410,000 2039 $430,000 2040 $445,000 * The City reserves the right, after proposals are opened and prior to award, to increase or reduce the principal amount of the Bonds or the amount of any maturity in multiples of $5,000. In the event the amount of any maturity is modified, the aggregate purchase price will be adjusted to result in the same gross spread per $1,000 of Bonds as that of the original proposal. Gross spread is the differential between the price paid to the City for the new issue and the prices at which the securities are initially offered to the investing public. Proposals for the Bonds may contain a maturity schedule providing for a combination of serial bonds and term bonds. All term bonds shall be subject to mandatory sinking fund redemption at a price of par plus accrued interest to the date of redemption scheduled to conform to the maturity schedule set forth above. In order to designate term bonds, the proposal must specify “Years of Term Maturities” in the spaces provided on the Proposal form. BOOK ENTRY SYSTEM The Bonds will be issued by means of a book entry system with no physical distribution of Bonds made to the public. The Bonds will be issued in fully registered form and one Bond, representing the aggregate principal amount of the Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company (“DTC”), New York, New York, which will act as securities depository of the Bonds. Individual purchases of the Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Bonds, will be required to deposit the Bonds with DTC. REGISTRAR The City will name the registrar which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1, 2024, and on any day thereafter, to prepay Bonds due on or after February 1, 2025. Redemption may be in whole or in part and if in part at the option of the City and in such manner as the City shall determine. If less than all Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. A-4 SECURITY AND PURPOSE The Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. The proceeds will be used to finance (i) the 2014 capital outlay needs of various City departments; (ii) the construction of a new fire station; and (iii) a portion of the financing for the rehabilitation of the City’s existing police building. BIDDING PARAMETERS Proposals shall be for not less than $9,830,000 plus accrued interest, if any, on the total principal amount of the Bonds. No proposal can be withdrawn or amended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Bonds is adjourned, recessed, or continued to another date without award of the Bonds having been made. Rates shall be in integral multiples of 1/100 or 1/8 of 1%. The initial price to the public for each maturity must be 98.0% or greater. Bonds of the same maturity shall bear a single rate from the date of the Bonds to the date of maturity. No conditional proposals will be accepted. GOOD FAITH DEPOSIT Proposals, regardless of method of submission, shall be accompanied by a Deposit in the amount of $100,000, in the form of a certified or cashier's check, a wire transfer, or Financial Surety Bond and delivered to Springsted Incorporated prior to the time proposals will be opened. Each bidder shall be solely responsible for the timely delivery of their Deposit whether by check, wire transfer or Financial Surety Bond. Neither the City nor Springsted Incorporated have any liability for delays in the transmission of the Deposit. Any Deposit made by certified or cashier’s check should be made payable to the City and delivered to Springsted Incorporated, 380 Jackson Street, Suite 300, St. Paul, Minnesota 55101. Any Deposit sent via wire transfer should be sent to Springsted Incorporated as the City’s agent according to the following instructions: Wells Fargo Bank, N.A., San Francisco, CA 94104 ABA #121000248 for credit to Springsted Incorporated, Account #635-5007954 Ref: Stillwater, MN Series 2014A Good Faith Deposit Contemporaneously with such wire transfer, the bidder shall send an e-mail to bond_services@springsted.com, including the following information; (i) indication that a wire transfer has been made (including the fed reference number and time released), (ii) the amount of the wire transfer, (iii) the issue to which it applies, and (iv) the return wire instructions if such bidder is not awarded the Bonds. Any Deposit made by the successful bidder by check or wire transfer will be delivered to the City following the award of the Bonds. Any Deposit made by check or wire transfer by an unsuccessful bidder will be returned to such bidder following City action relative to an award of the Bonds. If a Financial Surety Bond is used, it must be from an insurance company licensed to issue such a bond in the State of Minnesota and pre-approved by the City. Such bond must be submitted to Springsted Incorporated prior to the opening of the proposals. The Financial Surety Bond must identify each underwriter whose Deposit is guaranteed by such Financial Surety Bond. If the Bonds are awarded to an A-5 underwriter using a Financial Surety Bond, then that underwriter is required to submit its Deposit to the City in the form of a certified or cashier’s check or wire transfer as instructed by Springsted Incorporated not later than 3:30 P.M., Central Time on the next business day following the award. If such Deposit is not received by that time, the Financial Surety Bond may be drawn by the City to satisfy the Deposit requirement. The Deposit received from the purchaser, the amount of which will be deducted at settlement, will be deposited by the City and no interest will accrue to the purchaser. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. AWARD The Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis calculated on the proposal prior to any adjustment made by the City. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. The City will reserve the right to: (i) waive non-substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Bonds, (ii) reject all proposals without cause, and (iii) reject any proposal that the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION The City has not applied for or pre-approved a commitment for any policy of municipal bond insurance with respect to the Bonds. If the Bonds qualify for municipal bond insurance and a bidder desires to purchase a policy, such indication, the maturities to be insured, and the name of the desired insurer must be set forth on the bidder’s Proposal. The City specifically reserves the right to reject any bid specifying municipal bond insurance, even though such bid may result in the lowest TIC to the City. All costs associated with the issuance and administration of such policy and associated ratings and expenses (other than any independent rating requested by the City) shall be paid by the successful bidder. Failure of the municipal bond insurer to issue the policy after the award of the Bonds shall not constitute cause for failure or refusal by the successful bidder to accept delivery of the Bonds. CUSIP NUMBERS If the Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Bonds, but neither the failure to print such numbers on any Bond nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT On or about April 8, 2014, the Bonds will be delivered without cost to the purchaser through DTC in New York, New York. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Briggs and Morgan, Professional Association, of Saint Paul and Minneapolis, Minnesota, and of customary closing papers, including a no-litigation certificate. On the date of settlement, payment for the Bonds shall be made in federal, or equivalent, funds that shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Unless compliance with the terms of payment for the Bonds has been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non-compliance with said terms for payment. A-6 CONTINUING DISCLOSURE On the date of actual issuance and delivery of the Bonds, the City will execute and deliver a Continuing Disclosure Undertaking (the “Undertaking”) whereunder the City will covenant for the benefit of the owners of the Bonds to provide certain financial and other information about the City and notices of certain occurrences to information repositories as specified in and required by SEC Rule 15c2-12(b)(5). OFFICIAL STATEMENT The City has authorized the preparation of a Preliminary Official Statement containing pertinent information relative to the Bonds, and said Preliminary Official Statement will serve as a nearly final Official Statement within the meaning of Rule 15c2-12 of the Securities and Exchange Commission. For copies of the Preliminary Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Financial Advisor to the City, Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota 55101, telephone (651) 223-3000. A Final Official Statement (as that term is defined in Rule 15c2-12) will be prepared, specifying the maturity dates, principal amounts and interest rates of the Bonds, together with any other information required by law. By awarding the Bonds to any underwriter or underwriting syndicate submitting a proposal therefor, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the senior managing underwriter of the syndicate to which the Bonds are awarded up to 25 copies of the Final Official Statement. The City designates the senior managing underwriter of the syndicate to which the Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Any underwriter delivering a proposal with respect to the Bonds agrees thereby that if its proposal is accepted by the City (i) it shall accept such designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Dated February 11, 2014 BY ORDER OF THE CITY COUNCIL /s/ Diane Ward City Clerk 5952334v1 B-1 EXHIBIT B SCHEDULE OF 2014 BONDED CAPITAL OUTLAY DEPARTMENT PROJECT COSTS $ TOTAL PROJECT COSTS $ Forestry Program City of Stillwater Final Report 2013 From: Katharine D. Widin, Ph.D., Forestry Consultant Plant Health Associates, Inc., Stillwater, MN 651-338-3651 Forestry Program and Evaluation of Trees on Public Property 1128/14 At the request of City Staff(Comm. Devel., Planning, Engineering/Public Works, Code Enforcement, or Parks), or residents, I visited public easements and other public sites within the City to evaluate the health of trees and make recommendations regarding their care. The trees examined included boulevard trees, park trees and trees elsewhere on lands owned by the City. Time includes meetings, site inspections, telephone discussions, emails, and memos/reports regarding these issues. (16.75 hrs.) Forestry Residential Contacts I returned telephone calls from City residents and made site visits to look at trees and shrubs and recommend management for tree planting, pruning, removal, and insect, disease and cultural problems. In 2013 I returned 116 phone calls and emails, and made 69 site visits to residents (compared to 65 phone calls and 38 site visits in 2012). I tried to limit site visits to those which concerned insect, disease, cultural or structural problems which threatened the health of the tree, or where the problem had the potential to spread to other trees in the city. I also evaluated trees which might pose a risk to humans, buildings or outdoor structures. Some requests from residents were in regard to tree insects such as Jap. beetles, pine bark beetles, bronze birch borer, fall webworm, plus galls caused by eriophyid mites. Emerald ash borer (EAB) questions were similar in amount to 2012, but I anticipate there will be more questions and interest as EAB gets closer to the Stillwater area. Time spent on site visits and queries re: EAB are under "EAB" on p. 2. Residents also wanted to know about plant diseases such as oak wilt, Dutch elm disease, fungalleafspot and needle diseases, and oak anthracnose. I also had questions concerning cultural problems, boulevard trees, tree protection, tree and shrub i.d., buckthorn management, drought stress (many), structural problems, storm damage, tree selection and planting, winter injury, herbicide injury, stem girdling roots, tree decay/defects, risk trees, declining trees, invasive plants (especially Jap. knotweed and garlic mustard), tree pruning, tree planting, tree removal and tree care. This is a very positive part of the program and a service valued by residents. (28.0 hrs.) Public Information/Outreach I wrote articles on tree-related topics for the City Newsletter ("Emerald Ash Borer", "Oak Wilt", "Risk Trees", "Pruning Trees", and also "Tree Tips" for on-line city-related sites. I also prepared some fact sheets and other info. on insects and diseases for residents. (Costs for some of the public info./outreach work was shared with the cities of Oak Park Heights and Mahtomedi). (1.5 hr.) Risk Trees -Private Property For risk/dead tree situations on private property, I worked with the city's Code Enforcement Officer (Community Resource Officer) in order to ensure that trees were removed. These risk tree inspections on private property were usually the result of a complaint to the city. (7.75 hrs.) Stillwater Final Report 2013-2 Site Review/Tree Protection-City Projects I met with City staff to inspect some sites and make recommendations re: 1. pruning of crabapples on Broadway, and 2. minimizing construction damage injury to large bur oak on N end of the Old Athletic Field (3.0 hrs.). Emerald Ash Borer (EAB) This insect was discovered in St. Paul in May 2009. Further infestations within a few miles of the original infestation in St. Paul were confirmed in Mpls., St. Paul and Shoreview in 2010 and 2011. In 2012 and 2013, more sites were found in Mpls., St. Paul, and the Ft. Snelling golf course. This insect has not yet been confirmed in Stillwater or anywhere else in Washington County. I attended several EAB workshops for municipal forestry professionals, as well as MN Forest Pest First Detector training again in 2013. I discussed with city staff several possible options for preparing for this pest. I answered questions from residents and made some site visits to look at insects found on ash and other tree species, and to look at ash which exhibited possible EAB symptoms. All insects and sites checked were negative for EAB. (3.75 hrs.) (EAB training and management plan preparation costs were shared with the cities of Mahtomedi and Oak Park Hts) Oak Wilt I worked with several property owners who had trees with oak wilt symptoms on their properties. (2.0 hrs.) Development Projects I did site inspections and reviewed plans for three development projects in 2013: 1. Proposed swimming pool construction at 745 Liberty Ct.. 2. Garley Sub-Division, and 3. Brown's Creek Preserve. (8.0 hrs.) Tree Cutting Permits There were no requests re: tree cutting permits in 2013 other than 7 45 Liberty Ct. (above). (0 hrs.) Total Hours for 2013 = 62.75 hrs. @ $52./hr. = $3,263.00 (City) + 8.0 hrs (Devel.) charged to Development Projects @ $52./hr. = $416. Reimbursement Requested for order of more Recommendation Forms = $15. (Est. Hours for 2013 were: 67.0 hrs.@ $52./hr = $3,484.00) Work accomplished in 2013 and a proposed work plan for 2014 were discussed with dept. heads 12/16/13 and a final work plan for 2014 has been submitted to the City. Estimated total hours for 2014 remain the same as for 2013. 1. 9:00 2. 9:00 3. 9:10 4. 9:10 5. 9:20 6. 9:25 7 . 9:30 8. 9:40 9. 9:55 10. 10:05 11. 12 . 10:20 BOARD AGENDA FEBRUARY 4, 2014-9:00A.M. Roll Call Pledge of Allegiance Comments from the Public Board of Commissioners Fran Miron , Dis trict 1 Ted Bearth , District 2 Gary Kriesel , District 3 Autumn Lehrke , Chair , Di strict 4 Lisa Weik , District 5 Visitors may share their comments or concerns on any issue that is a responsibility orfunction of Washington Coun t;v Government. whether or not th e issue is listed on this agenda. Persons who wish to address the Board mus t fill out a comment card before th e m ee ting begins and give it to the Co unty Board secretary or the County Administrator. The County Board Chair ll'ill ask y ou to come to th e podium , s tate your name and address, and present vow· comments. You r comments mus t be addressed exclusively to the Board Chair and the full Board of Commissioners . Com ments addressed to indiv idual Board members will not be allowed. You are encouraged to limit your prese ntation to no more than five minutes. The Board Chair reserves the rig ht to limit an individual's presentatio n !fit becomes redundant, rep eti tive, overly argumenrative , or if it is not re levant to an issue that is part of Washington Co unty 's Responsibilities Consent Calendar -Roll Call Vote Community Services -Rick Backman, Division Manager and Guy Sederski , Panel Member Child Protection Citizen Review Panel 2013 Annual Report Information Technology-Mjyke Nelson, Director Joint Powers Agreement with the City of Stillwater-Development of Optical Fiber Network Sheriff's Office -Bill Hutton, Sheriff Appointment ofDouglas A. Berglund as Director of Emergency Management Property Records and Taxpayer Services -Carol Peterson, Election Supervisor Joint Powers Agreement with the City of Forest Lake -Election Administration Services Public Health and Environment -Stephanie Souter, Associate Plmmer Resolution -Policy 7003 Establish the Subsurface Sewage Treatment System Low Interest Loan Program General Administration-Molly O'Rourke, County Administrator Commissioner Reports -Comments -Questions This period of time shall be used by the Co mmissioners to report to th ejidl Board on com m itte e activities, make co mm en ts on mailers of int erest and iriformation, or raise ques tions to th e staff This action is not intended to result in substantive hoard action during this time. Any action necessmy because of dis cuss io n will be scheduled for a future hoard meeting. Board Correspondence Adjourn 13. 10:25 to 11:05 -Board Workshop with Public Health and Environment Discuss Non-Profit Special Event Food Stand License Fees 14. 11:10 to 11 :50-Board Workshop with Public Health and Environment Review Findings ofthe 2013 Community Health Assessment Assistive !is tening devices are: ~vailab le for use in tile County Board Room EQUAL EMPLOYMENT OP PORTUNITY I AFFIRMAT IVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * FEBRUARY 4, 2014 The following items are presented for Board approval/adoption: DEPARTMENT/ AGENCY Administration Accounting and Finance Community Services Property Records and Taxpayer Services Public Health & Environment Public Works Sheriffs Office ITEM A. Approval of the January 28, 2014, Board meeting minutes. B. Approval of a five year contract with Wells Fargo Bank, N.A. as the county's primary depository to provide general banking services. C. Approval of the 2014-2015 cooperative agreement with Community Services, Sheriffs Office, and the County Attorney to administer the Child Support Enforcement Program. D. Approval ofthe plat ofHidden Oak Meadows located in West Lakeland Township. E. Approval of Assessment Year 2013 Payable 2014 Assessment Classification and Valuation Change list. F. Approval of resolution establishing a public hearing date ofFebruary 25,2014, at 9:00 a.m. for public comment on amendments to the Solid Waste Management Ordinance# 178 to reduce the County Environmental Charge rate; and authorization of a Notice of Public Hearing in the official county newspaper. G. Approval of licenses for the use of real property for the collection of household hazardous waste. H. Approval of a contract with Kimley-Horn and Associates, Inc. for preliminary design engineering for pedestrian and traffic improvements for the CSAH 5 project in the amount of $84,380. I. Approval of work order 1 for the CSAH 3 curb and gutter project with New Look Contracting, Inc.; and adoption of Resolution authorizing final payment in the amount of $1 0,592.94 to New Look Contracting, Inc. J. Approval to submit grant application to the Stillwater Rotary Club to fund prize money for the Amateur Talent Show held at the Washington County Historic Courthouse in the amount of $750. K. Approval of resolution authorizing a Joint Powers Agreement with the City of Bayport to provide gasoline to assist the city with law enforcement services. L. Approval of resolution authorizing a Joint Powers Agreement with the City of Oak Park Heights to provide gasoline to assist the city with law enforcement services. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. 11 , Assistive fistening device~ ar;,;~vailab/e for use in ~lle County ~~ard Room EQUAL EMPLOYMENT OPPORTUNITY I AFF IRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners January 28, 2014 I 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 Lehrke presided. Commissioner Reports -Comments-Questions The Commissioners reported on the followin~ items: -Commissioner Miron -reported that the 61 Annual4-H Clover Gala will be held on February 15 at the Lowell Inn Event Center starting at 5:30p.m.; -Commissioner Lehrke -reported that the Red Rock Corridor held a public hearing on the Alternative Bus Rapid Transit as the preferred mode and written comments will be open until February 14, 2014; and she and staff presented the Red Rock Corridor public hearing information to the Metropolitan Council. Community Services Approval of the following actions: -Amendment #1 to contract with Episcopal Church of the Ascension for parent support outreach services; -Amendment #3 to Canvas Health contract to extend the contract through March 31, 20 14; -Group Residential Housing (GRH) agreement with Canvas Health to provide GRH in select apartment buildings . General Administration Approval ofthe following actions: -January 21, 2014 Board meeting minutes; -Metropolitan Mosquito Control District presented annual report; -Reminder of legislative meeting with county legislative delegation at 4:00 p.m. at the Oak Marsh Golf Course; -Board correspondence was received and placed on file; -Board workshop held to discuss the consultant's progress on the county Economic Development Study; -Board workshop held to discuss the revised funding guidelines for the Land and Water Legacy Program. Information Technology Approval to purchase continued software licensing and support of the Oracle JD Edwards Enterprise One software. Public Health and Environment Approval ofthe following actions: -Agreement with Maren Marks and Mary Storkan, independent contractors to use county property to provide onsite county employee Wellness activities; -Application to the Minnesota Department of Health for the Statewide Health Improvement Program (SHIP) implementation funding; -Commissioner Awards presented to Kathy Bystrom and Ann DeLaVergne for contribution in SHIP activities. Regional Railroad Authority The Regional Railroad Authority (RRA) met and approved the following actions: -Autumn Lehrke elected Chair and Gary Kriesel elected Vice Chair of the RRA for 2014; -RRA meeting minutes from November 5, 2013 approved. 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. 1. 2. 3. 4. 5. 6 . 7. 8. 9:00 9:00 9:10 9:10 9:30 9:45 9:55 9. 10:05 10. 10:05 10:10 Board of Commissioners BOARD AGENDA JANUARY 28, 2014-9:00A.M. Roll Call Pledge of Allegiance Comments from the Public Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, District 3 Autumn Lehrke, Chair, 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 the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and address, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities Consent Calendar -Roll Call Vote Metropolitan Mosquito Control District -Bill Caeser, Acting Director Overview of the 2013 Program and 2014 Program and Budget Public Health and Environment-Jean Streetar, Program Manager A. Application to the Minnesota Department of Health for the Statewide Health Improvement Program Implementation Funding Grant B. Recognition of Kathy Bystrom and Ann DeLaVergne General Administration -Molly O'Rourke, County Administrator Commissioner Reports -Comments -Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. Board Correspondence Adjourn Washington County Regional Railroad Authority Convenes A. Roll Call B. Election of Chair and Vice Chair for 2014 C. D. Regional Railroad Authority Meeting Minutes from November 5, 2013 Adjourn 11. 10:15 to 11:15-Board Workshop with the Office of Administration Discuss Consultant's Progress on the Washington County Economic Development Study 12. 11:20 to 11:35 -Board Workshop with the Office of Administration Discuss the Revised Funding Guidelines for the Land and Water Legacy Program 11 :45 Finance Committee Meeting 4 :00 Legislative Agenda Meeting with Legislative Representatives-Oak Marsh Golf Course 526 Inwood Avenue North Oakdale, MN55128 Assistive (istening device~ a~ ~vai/able for use in !he County Board Room EQUAL EMPLOYMENT OPPORTUNITY I AFF IRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * JANUARY 28,2014 The following items are presented for Board approval/adoption: DEPARTMENT/ AGENCY Administration Community Services Information Technology Public Health and Environment ITEM A. Approval of the January 21, 2014, Board meeting minutes. B. Approval of Amendment #1 to contract with Episcopal Church of the Ascension for Parent Support Outreach Services. C. Approval of Amendment #3 to Canvas Health contract to extend the contract through March 31, 2014 . D. Approval of the Group Residential Housing (GRH) Agreement with Canvas Health to provide GRH in select apartment buildings. E. Approval to purchase continued software licensing and support of the Oracle JD Edwards Enterprise One Software. F. Approval of an agreementwithMarenMarks and Mary Storkan, independent contractors, to use county property to provide onsite County Employee Wellness activities. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discu ss ion and/or separate action . Assistive ~istening device~ a~ ~vailabfe for use in ~he County ~~~rd Room _,::nnn EQUAL EMPLOYME NT OPPORTUNITY I AFFIRMATIVE ACTION EMPL OY ER Summary of Proceedings Washington County Board of Commissioners January 21, 2014 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 Lehrke presided. Commissioner Reports -Comments -Questions The Commissioners reported on the following items: -Commissioner Weik -reported that Bruce Stafford and Donna Smith Stafford , co-chairs of the Woodbury Yellow Ribbon Network, were recognized by the Woodbury VFW; -Commissioner Kriesel -reported on the Counties Transit Improvement Board meeting which discussed an increase to the transit sales tax; -Commissioner Bearth-reported on the Minnesota Inter-County Association annual meeting; -Commissioner Lehrke -reported on the Association of Minnesota Counties meeting which discussed 2013 accomplishments and benefits to individual counties. Community Services Approval ofthe following actions: -Appoint Michele Kemper, Deputy Director, to the Community Action Partnership of Ramsey and Washington Counties replacing Commissioner Autumn Lehrke; -Resolution No. 2014-007, appointment of Veterans Service Officer Lyman M. Robinson. General Administration Approval ofthe following actions: -Bob Tatreau, Woodbury, addressed the Board on the Red Rock Corridor survey raw data; -January 7 and 14, 2014 County Board meeting minutes; -Change the County Board's order of business to move General Administration and Commissioner reports to after action items, presentations, or public hearings; -Resolution No. 2014-006 41h quarter donations, gifts, and bequests; -Board correspondence was received and placed on file. Library Board workshop held to discuss a pilot project to open three Library Branches on Sundays in the summer of2014. Public Health and Environment Approval ofthe following actions: -Renew a one-year agreement with the City of Scandia to provide Individual Sewage Treatment System Inspection Services; -Agreement with the University of Minnesota Extension Service for 4-H programs and staffing; -Board workshop held to discuss revisions to the County Hazardous Waste Management Ordinance; -Board workshop held to discuss and describe the implementation strategies to be included in the grant application for a Statewide Health Improvement grant. Public Works Approval ofthe following actions : -Appoint Charles Burfeind, Oakdale, to the Parks and Open Space Commission to a partial term expiring December 31 , 20 14 ; -Amendment No. 1 to contract with Bolton & Menk, Inc. for additional design and construction engineering for the County Road 62/63 parking lot improvement project; -Resolution No. 2014-008, authorizing submittal of applications to the Metropolitan Council for funding under the Transportation Alternatives Program; -Resolution No. 2014-0009, requesting funding from the Minnesota Department of Transportation through the Safe Routes to School Program and to maintain such facility; -Ratify contract with Harris Mechanical Services LLC for mechanical maintenance services; and ratify contract with George Siegfried Construction Company for general construction services; -Executive Session held to discuss the possible purchase of approximately 40 plus acres of the Rowe Trust parcel in Denmark Township for inclusion into the St. Croix Bluffs Regional Park. Sheriffs Office Approval ofthe following actions : -Permanent use of fund balance from Narcotics Task Force Forfeiture Fund 118; -Permanent use of fund balance from the Inmate Fund 122 . 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.