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Home My WebLink About2015-11-17 CC Packet REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North November 17, 2015 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of minutes of November 3, 2015 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Presentation of Resolution by the Stillwater Public Library Board to Stillwater Public Library Foundation and its Donors VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. – Community Development Department Work Plan 7. Public Works Dir. 8. Finance Director – Truth and Taxation Meeting Announcement 9. City Attorney 10. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2015-201, directing payment of bills 12. Resolution 2015-202, approving renewal of the City’s Board of Appeal & Equalization duties to Washington County 13. Possible approval of sanitary sewer adjustments 14. Possible approval of 2015 Capital Budget Release - Library IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. X. UNFINISHED BUSINESS 15. Resolution challenging 2015 Met Council System Statement (Materials to be mailed separately). XI. NEW BUSINESS 16. Consider appeal by Bob and Rachael Bugbee of an administrative interpretation related to a lean-to improvement on their property. (Property located at 1427 Lydia Circle) 17. Discussion on Veterans Memorial Expansion 18. Possible approval of resolution adopting City Strategic Plan (Resolution – Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 19. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT RESOLUTION 2015-201 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 $364,761.26 are hereby approved for payment, and that checks be issued for the payment thereof. The complete list of bills (Exhibit "A") is on file in the office of the City Clerk and may be inspected upon request. Adopted by the Council this 17th day ofNovember, 2015. Ted Kozlowski, Mayor ATTEST: J. Thomas McCarty, Acting City Clerk EXHIBIT "A" TO RESOLUTION #2015-201 LIST OF BILLS Abra Auto Glass Ace Hardware AdvantageHealth Corporation AIR Corval Constructors Amana McGann Inc Amdahl Locksmith Inc Chris Armor Security Inc. Ascension Episcopal Church Bernicks Board of Water Commissioner Boyer Trucks Burks Tree and Landscape Care Calibre Press CDW Government Inc . Century Link City of Brooklyn Center Clark Dan Creative Homes Inc Diamond Vogel Paints ECM Publishers Enterprise FM Trust Erenberg Sarah Fed Ex Fire Safety U.S.A. First Student Fury Stillwater G & K Services Galls LLC Gertens Wholesale Gopher State One Call Inc. GTS Educational Events Holiday Companies Ice Skating Institute lndianhead Glass Inc lntoximeters J.H. Larson Company Jimmys Johnnys Inc. Junker Brad Kline Nissan Krueger's Christmas Trees Lake Country Door LLC Law Enforcement Tech Group Inc Lennar of Minnesota Linner Electric Co. Loffler Companies Windshield repair Supplies Wellness program Equipment repair charges Receipt printer Repair combo lock Quarterly Monitoring Service Refund of police services for Bagpipes & Bonfire Concession supplies WAC Charges Equipment repair supplies Professional services Training classes Getac vehicle docks Telephone Tech Day 2015 Cleaning Service Grading Escrow Refund White field paint Publications Lease vehicle Reimburse for mileage for UB mailings 2015 Shipping Bracket hardware for leather front Shuttle bus-fire open house Vehicle repairs-217 Mats & Uniforms Polo Tree tops & garland & other deco Tickets Training seminar Vehicle washes Skater memberships Equipment repair supplies Equipment repair supplies Gas valve Portable restroom rental Reimburse for refreshments Reserves Off. mtg Tire Holiday trees Diagnose loop issue LETG Canine Tracker Grading Escrow Refund Install outlet for smartboard Telephony labor charge Page 1 35 .00 479 .74 1,458.00 558 .20 1,750.00 171.00 164 .00 45.00 214.50 3,564.00 481.80 2,249.00 417 .00 1,373 .65 308 .67 240.00 280 .82 1,500.00 195.50 66.30 5,326.54 24 .15 24 .24 100.00 254 .60 222.29 967.46 39 .99 782.35 354.60 550 .00 500.00 299 .00 2,110 .38 154.25 78 .62 1,032.72 21.00 191.19 330 .00 465 .00 120.00 1,500.00 251 .65 891.25 EXHIBIT "A" TO RESOLUTION #2015-201 Mansfield Oil Company Marshall Electric Company Me nards Metropolitan Council Mitchell Ryan MTI Distributing Municode Mu r phy James North American Safety North Shore Compressor Office Depot O'Reilly Auto Parts Paul Chris Pepsi Beverages Company Ready Watt Electric Regency Office Products LLC Riedell Shoes Inc. Spartan Promotional Group Spr i nt PCS Stepp Manufacturing Co Inc Stillwater Motor Company Summer Tuesdays Inc SW /WC Service Cooperatives T.A . Schifsky and Sons Tee Inc Thomas Kim Thorstad Kristen Toll Gas and Welding Supply Trans Union LLC Tri-State Pump and Controls Inc. University of MN CCE Registration Verizon Wireless White Bear Tire & Auto Inc. Winnick Supply WSB & Associates Inc. Zayo Enterprise Networks LIBRARY Ace Hardware Baker and Taylor Brodart Co Cartridge World Hudson Cengage Learning Culligan of Stillwater Demeo Inc . G & K Services Fuel Electrical labor Supplies Wastewater Charge & Monthly SAC Re i mbu r se for taser ca rtridge holster Tires Code of ordinance pages Beaver trapping Safety uniforms Bulkhead line valve Office supplies Auto parts and supplies Reimburse for work boots Beverages for concessions Replaced siren battery Office supplies Skates T-shirts Cell phone Equipment repair parts Vehicle repairs Reduction in Police Services Retiree Health Insurance & COBRA Asphalt GPS upgrade Yoga classes Reimburse for Mobile App Investigations Cylinders Information Charges Lift station repairs CE Reg for Building Dept Police Mobile Broadband Tires Pa r k supplies Professional services Phone Janitorial Supplies Materials Materials Supplies Materials Water Small Equipment Towles & Rugs Page 2 6,523.11 1,909.00 407 .13 130,271 .95 38.57 115 .86 465.40 400.00 245.80 97 .00 76 .81 35.87 139.99 289.05 615 .00 124.11 60 .38 617 .37 102.01 304.25 482.53 204 .97 54,856 .58 4,825 .98 3,094.00 87 .00 197.00 188.84 35.00 2,423.89 795 .00 611.06 676.40 206.90 2,106.00 502.10 127.52 945.35 2,371.93 59 .99 27.19 60 .30 1,062.86 82.54 EXHIBIT "A" TO RESOLUTION #2015-201 Grainger Master Mechanical Inc. M i dwest Tape Quill Corporation Recorded Books Inc Toshiba Business Solutions Xcel Energy LIBRARY CREDIT CARDS Amazon .com Atbatt.com Dream host Etsy Home Depot M N Council for Non profits New Day Films SIM Home Theater Starbucks Stillwater Post Office ADDENDUM Accela Inc Bardwell Caroline Bolton and Menk Inc. BWBR C. Hassis Yard Serv i ces Com cast CoStar Realty Information Inc Fahrner Asphalt Sealers G & K Services Kraus -Anderson Madden Galanter Hansen LLP Magnuson David MN Dept of Labor and Industry Riffs Smokehouse Simplex Grinnell LP Stevens Cynthia Stillwater & OPH CVB Turnblad Bill Washington County Dept of Public Washington County Road & Bridge Xcel Energy Building Repairs (Toilets) Building Repairs (Gas Line & Aqua Stat) Materials Supplies Materials Maintenance Contract Gas Library mate r ials Janitorial supplies Tech support Stickers Folding table Seminar Video Periodicals Staff Recognition Postage On-line applicant tracking 2015 & 16 Refund of parking ramp overage Myrtle lift stati on professional services Fire hall professional services Lawn Service TV , Internet & Voice Property professional Saw seal bit joints Mats Fire hall construction management Labor relation services Professional services Elevator license Case of pulled pork Monitoring parking structu r e Refund of overage at parking ramp Qtrly Lodging Tax Reimburse fo r planning books Deli Fast Food Coffee shop license 2016 Traffic signal maint. Energy TOTAL Page 3 1,125 .01 840.89 512 .17 155.56 466 .20 78.02 3,863 .81 477.66 55.67 19 .95 34 .20 111.20 75 .00 64 .00 12 .97 20.00 2.30 2,698 .31 5.00 1,440 .00 1,117.61 160.33 272.79 345 .08 9,021.90 57 .44 4 ,022.00 1,876.20 12,794.67 100.00 60 .80 574.54 8.00 69,321.11 127.40 593.00 52.77 1,184.65 364,761.26 EXHIBIT "A" TO RESOLUTION #2015-201 Adopted by the City Council this 17th Day of Nov, 2015 Page 4 City of Stillwater S-� 1pinememak •^11 Strategic Plan Summary 2015-2020 THE BIRTHPLACE OF MINNESOTA V z z Stillwater Engage & Develop City Council • Maintain High Community Standards . Increase Organization Excellence • FP eve op Our Community 0 E 0 o) 0 o z z o r o z E o L z O � t � V o z E v o z � o • q � v o o q z O 0 W � z 0 O L. Review Events Strategy and Policies • • • ustain Strategic Planning and Implementatio Commit to Strategic Planning Implement and Launch Capital Planning Develop a Legislative Agenda • r ION STATEME A ervices an • facilities wh cts '.o CC5 Ct U O •pen Government, care u 4-4 • U Cl) T5 CLS 4J Cl) Cl) bA cts cts 0 Ct U r wimp d ar�6a�bfl epuan ant1elsi2a1 a dolanaa Develop CIP Funding Plan within City's Debt Service Standards Develop and Implement Capital Improvement Plan (CIP) W o C D � rip crq rot p6) Cfl :6) o fin' n o va L cD O r»' O rr Review City Events Strategy and Update Event Policies -> Complete City Park Plan for Community Update Downtown Chapter of City Comprehensive Plan Update Economic Development Chapter of City Comprehensive Plan > Evaluate need for Economic Development Staff support > Create Economic Development Strategy saaAoldutg aniuA - Create Zoning Administrator position Create Community Communication Strategy and Branding Initiative Perform and Implement Class/Comp Analysis Develop staff Performance Evaluation System Create and fill Human Resources position Update Council Code of Ethics Policy lnnuelk ipunop a1t'alp > Implement State Performance Management Plan Summary of Proceedings Washington County Board of Commissioners November 10, 2015 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; and Lisa Weik, District 5. Absent: Karla Bigham, District 4; Board Chair Kriesel presided. Commissioner Reports-Comments-Questions The Commissioners reported on the following items: -Commissioner Weik-reported that she attended the Veterans Career Workshop today at the Stillwater Government Center; attended the Co-Chair Meetings for East Metro Strong; attended the Metropolitan Energy Policy Coalition, where the 2016/201 7 Work Plan was approved; attended the Counties Transit Improvement Board Executive Committee Meeting . She congratulated East Ridge High School in Woodbury for advancing to the state football championship; -Commissioner Bearth -reported that Metropolitan Emergency Services Board cancelled its November meeting, and the Minnesota Inter-County Association has postponed its meeting for one week both due to the various Veterans Day celebrations within the communities; -Commissioner Bigham-announced that there is a Veterans Day event on November 11th at 10:00 a.m. at the Park High School in Cottage Grove. She reported that she will not be able to attend, as her father is being honored as Veteran of the Year at N orthem Tier. She reported that the City of Cottage Grove Council members Justin Olsen and Steve Dennis have invited local businesses and residents to a Business Summit on November 12th at 6:30p.m.; -Commissioner Miron -reported that he attended both the Water Consortium and the Groundwater Advisory Committee meetings last week. The Water Consortium had a guest from the Minnesota Department of Agriculture who talked about the well testing program in Washington County. The Groundwater Advisory Committee met and discussed agency work, water availability and quality, and the work plan for the upcoming year. He reported that the Rice Creek Watershed District meetings are now available on YouTube at www.ricecreek.org. In honor of Veterans Day, he thanked veterans Commissioner Bearth and Commissioner Kriesel for their service; -Commissioner Kriesel -reported that he attended a pinning ceremony at FamilyMeans to recognize five legacy core volunteers who provided respite to caregivers. He congratulated Phil Housley, resident of St. Mary's Point, who was inducted into the Hockey Hall of Fame; attended the Veterans Career Workshop this morning at the Stillwater Government Center. Community Corrections -Board Workshop for an overview of the Re-Entry Program (RAP). General Administration Approval ofthe following actions: -October 27, 2015 County Board Meeting minutes; -Appointment of David Lande, Oakdale, to the Library Board representing District 2 to a partial term expiring 12/31/2017; -Resolution No. 2015-172, Recognition of Mark Swenson's service to the community and retirement as Bayport Fire Chief; -Molly O'Rourke, County Administrator, announced that due to the Board Meeting running ahead of schedule, the Workshop with Administration regarding discussing final changes to the 2016 proposed budget will be moved to the first workshop on the schedule; -Resolution No. 2015-176, Authorizing Joint Powers Agreement with Dakota, Olmsted, and St. Louis Counties for a 2016 Residential Survey; -Board Workshop to discuss the final changes to the 2016 proposed budget prior to adoption on December 15, 2015; -Board Workshop to review results of the 2014-2015 Aquatic Invasive Species (AIS) Prevention Aid Grants; -Board correspondence was received and placed on file. Property Records & Taxpayer Services -Approval of the Plat of Herman Farms located in Denmark Township. Public Works Approval of the following actions: -Amendment No. 1 to contract with Metropolitan Mechanical Contractors, Inc. for Zones 4 mechanical maintenance services; -Selection of Michaud Cooley Erickson to provide professional engineering services to replace the existing Building Automation System as the Law Enforcement Center, and authorize execution of a contract with Michaud Cooley Erickson; -Work Order #2 with Asphalt Surface Technologies Corporation for the 2015 crack seal contract in the amount of$9,120; -Resolution No. 2015-173, Purchase Reardon Property for Lake Elmo Park Reserve; -Dan MacSwain, Natural Resources Coordinator presented an overview of the presence of the emerald ash borer in Washington County; -Agreement with the South Washington Watershed District for the Grey Cloud Crossing Project; -Committing Washington County's Funding Match for a Clean Water Funds Grant for the Grey Cloud Crossing Project; -Amendment No. 1 to contract with Stonebrooke Engineering for final engineering design services for the Point Douglas Pedestrian Bridge; -Board Workshop for an update on a new Event Management Program at the Historic Courthouse. Sheriff's Office -Approval of Resolution No. 2015-174, Memo of Understanding between Washington County Sheriffs Office and Firehouse Subs Public Safety Foundation Inc. 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. i 1 1 t e r INF OIRTNFLACE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North November 17, 2015 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of minutes of November 3, 2015 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Presentation of Resolution by the Stillwater Public Library Board to Patrick A. & Jane M. Thiele VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. — Community Development Department Work Plan 7. Public Works Dir. 8. Finance Director — Truth and Taxation Meeting Announcement 9. City Attorney 10. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2015-201, directing payment of bills 12. Resolution 2015-202, approving renewal of the City's Board of Appeal & Equalization duties to Washington County 13. Possible approval of sanitary sewer adjustments 14. Possible approval of 2015 Capital Budget Release - Library IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. X. UNFINISHED BUSINESS 15. Resolution challenging 2015 Met Council System Statement (Materials to be mailed separately). XI. NEW BUSINESS 16. Consider appeal by Bob and Rachael Bugbee of an administrative interpretation related to a lean-to improvement on their property. (Property located at 1427 Lydia Circle) 17. Discussion on Veterans Memorial Expansion 18. Possible approval of resolution adopting City Strategic Plan (Resolution — Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 19. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT i 1 1 a t e r INF OIRTNELACE OF MINNESOTA CITY COUNCIL MEETING MINUTES November 3, 2015 REGULAR MEETING 3:30 P.M. Mayor Kozlowski called the meeting to order at 3:30 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Staff present: OTHER BUSINESS City Administrator McCarty City Attorney Magnuson Community Development Director Turnblad Public Works Director Sanders Engineering/Public Works Secretary Wolf Police Chief Gannaway Fire Chief Glaser City Clerk Ward Event Strategy Workshop City Administrator McCarty led discussion of potential strategies and policies for community events. Points of discussion included impacts, resources needed, risk management, economic impacts to the community, funding, and process elements. He provided background about 2015 events, current policies, and the large amount of staff time spent on events. Mayor Kozlowski asked if there is anything staff feels should be changed about the event policies, adopted in 2010, to streamline the process of handling events. Engineering/Public Works Secretary Wolf responded that perhaps the neighborhood meetings could be eliminated, as they are not well attended. Community Development Director Turnblad explained the neighborhood notification process for events. He stated he believes the current events policy serves its purpose and is not overly burdensome for most events; it might be streamlined, but he would not recommend getting rid of it. Councilmember Menikheim stated the tone of conversation among downtown business owners suggests the Council needs to look at limiting the number of events allowed per month, and spreading out events into the less busy months, making it a 12 -month city. Councilmember Junker remarked that as an event gets more successful, it grows, for instance, the car show. Events that use parking lots cause the lots to be blocked off for much of the day. He feels some businesses want events every weekend, and other businesses do not want any events - there needs to be a balance. City Council Meeting November 3, 2015 Councilmember Polehna stated maybe the Council should be addressing parking instead of events. He stated he has heard from several people questioning why the Council limited the car show. Councilmember Weidner pointed out he led the charge to reduce the number of car shows as it was monopolizing the downtown, and he wanted to see more diversity in types of events. Mayor Kozlowski stated he feels the main impacts of an event are: cost to City, staff, and parking. Councilmember Menikheim presented a map of downtown parking lots that were taken by events last summer. He stated a lot of businesses' sales drop drastically during events. He would like to bring diverse types of visitors to town to promote all the different types of businesses. Councilmember Junker acknowledged the goal has always been to hold the events in the parks so as not to take up all the parking; now that the parking is completed downtown that will be easier. Fire Chief Glaser reminded the Council to consider the impact of events like a bike ride through town, which covers a lot of area that Stillwater, as a department, responds to in terms of emergency services. Mayor Kozlowski reiterated that parking impact is the main issue that drives complaints. He stated he does not like the idea of closing off parking lots for events. Community Development Director Turnblad explained the existing policy recommended by the Downtown Parking Commission and adopted by the Council, that says events cannot reserve public lots except in extenuating circumstances (with the exception of three specific events). City Administrator McCarty outlined elements to consider for every large event: risk management, organizers' adherence to protocols, structures and deadlines, in what situations, if any, the Council should deny an event, and event fee structure. He stated there may be some merit in conducting a third party analysis of the economic impact of events on the community. Councilmember Menikheim mentioned a University of Minnesota program that could help the Council figure out what a particular event does for the community. Councilmember Polehna added the program is through the Extension Office at the University of Minnesota. Councilmember Junker stated there are really eight major events in Stillwater - each one is at least 10 years old, so the City is not bombarded with new requests for major events. The Council could address whether to increase that number at less busy times of year. Mayor Kozlowski suggested developing a list of positives and negatives for every event and deciding what the City should look for in events. Councilmember Weidner added the Council needs to determine if it wants a more defined strategy than what is currently being practiced. City Clerk Ward pointed out that part of the issue staff may have is the number of events that the Council want that would take up a lot of staff time. Staff fields requests for more and more events every year. She felt perhaps someone could be hired who could manage the events, plus the risk management, and then the fees charged to an event could offset that cost. Police Chief Gannaway told the Council that his department provides some type of service in some capacity to 16 of the events. He stated he has been told that event organizers are anxious Page 2 of 6 City Council Meeting November 3, 2015 over the potential for more events when the bridge closes and becomes a pedestrian plaza. He stated that Public Safety (Police and Fire) does not have adequate personnel to staff more events. City Clerk Ward added that if the number of events stays the same staff manages, however if current events expand, that needs to be considered as well for staffing issues. Police Chief Gannaway gave examples of Rumble on the Deck, which was small for years but then exploded in size; and Harvest Fest, which was huge this year. He mentioned the Mites Hockey Tournament in February, whose organizers anticipate a crowd of 20,000 people. Mayor Kozlowski asked if it would help staff to require more lead time on an event that significantly impacts the community. He noted that the Mites Tournament has not been approved by the Council yet, but many people have reportedly already booked airfare and plan on coming. Community Development Director Turnblad acknowledged that the Mites Tournament group submitted an event application prior to the deadline. He added there was no sense for staff to bring it to the Council before having a contract. Councilmember Junker remarked that 60 days is a very short review time for a contractual obligation; it should be at least six months. City Administrator McCarty stated staff could do some background work, find out about the Extension Service economic impact analysis, identify some impact areas and look at lead times and noticing requirement issues. Staff could also research comparable cities. Staff would need at least 30-45 days to gather more information, but can initiate the U of M analysis. Engineering/Public Works Secretary Wolf added she needs to find out if the Brown's Creek State Trail will allow events on the trail, as the City has received requests for 5Ks and 10Ks to be held on the trail in 2016, however the DNR did not allow races on the trail in 2015. STAFF REPORTS Community Development Director Turnblad reported that for two years a group has been trying to organize a 50 mile event that they would like to end in Stillwater. The Council probably would not see that special event until later in the winter. City Attorney Magnuson conveyed that ESR has withdrawn its request for the City to issue conduit bonds. City Administrator McCarty updated the Council that the RFP for cleaning services for City Hall and Public Works has been issued. Staff is also working with Waste Management on a solid waste and recycling contract. Staff will review bids in the next few weeks for the Solar Garden project, and bring it back for Council action. RECESS The meeting was recessed at 4:51 p.m. Page 3 of 6 City Council Meeting November 3, 2015 RECESSED MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:00 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Staff present: City Administrator McCarty City Attorney Magnuson Community Development Director Turnblad Public Works Director Sanders Police Chief Gannaway Fire Chief Glaser City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of October 20, 2015 regular meeting minutes and executive session minutes Motion by Councilmember Junker, seconded by Councilmember Weidner, to approve the October 20, 2015 regular meeting minutes and executive session minutes. All in favor. PETITIONS, INDIVIDUALS DELEGATIONS & COMMENDATIONS There were no petitions, individuals, delegations or commendations. OPEN FORUM Jim Boo and Pastor Jarvis with Watermark Church spoke on behalf of Sticks of Stillwater. They explained the Mites Tournament they are putting together for February 5-7, 2016. 250 Mite teams are expected over the course of three days. The Herb Brooks Foundation is the primary sponsor. Mr. Boo added they will get provide the required material so that they can get on the agenda and come back before the Council. CONSENT AGENDA Resolution 2015-195, directing payment of bills Resolution 2015-196, resolution approving adjustment in the city administrator's salary based on satisfactory six (6) -month performance evaluation as provided in the city administrator employee agreement Possible approval to purchase of Surface Pro — St. Croix Recreation Center Possible approval to purchase of security cameras for Rec Center and Lily Lake Resolution 2015-197, approving appointment to the Downtown Parking Commission Resolution 2015-198, approving appointment to the Human Rights Commission Resolution 2015-199, resolution release of funds for purchase of Palmer property Resolution 2015-200, approving renewals of On -Sale, Off -Sale, Club, Wine, Wine with Strong Beer, Sunday On -Sale, On -Sale 3.2%, Off -Sale 3.2%, Micro Brewer Off -Sale, Micro Brewer Tap Room, Micro Brewer Tap Room Sunday Liquor Licenses and Tobacco Licenses for 2016 Page 4 of 6 City Council Meeting November 3, 2015 Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Discussion of Metropolitan Council's release of Stillwater's 2015 System Statement and 2018 Comprehensive Plan timeline Community Development Director Turnblad reported that Stillwater's 2018 Comprehensive Plan must be submitted to the Metropolitan Council by December 31, 2018. He reviewed Stillwater's System Statement, which is like a pass/fail report card for the City, indicating what items the Metropolitan Council would like addressed in the 2018 Comprehensive Plan. Metropolitan Council densities of five units per acre for new development will be difficult to meet. Stillwater also may find it difficult to meet its allocation of affordable housing. Mr. Turnblad added that the Council has the option to take no action, which would be considered general agreement with the System Statement; or to direct staff to work with Metropolitan Council staff to try to resolve any disagreements. Staff finds the 2015 System Statement for the City to be reasonable, and therefore recommends taking no action. Council consensus was to take no action. Discussion of Master Trail Plan Advisory Committee Community Development Director Turnblad described that the recently adopted Trails Master Plan recommends the formation of an advisory committee to help with implementation of the various goals and recommendations. He continued that this committee could be a new group, incorporated into the work of an existing commission or subcommittee of an existing commission, such as the Parks and Recreation, Traffic, or the Planning Commission, as determined by the Council. Councilmember Polehna suggested charging the Parks Commission to make decisions on the parks and trails, and Councilmember Menikheim agreed. Community Development Director Turnblad noted there is a very active biking community that would probably want a presence on the advisory committee. Councilmember Junker suggested creating a liaison group as a subgroup of the Parks Commission that could provide a report every month at the Parks Commission meeting. Councilmember Menikheim remarked that he felt Commission Chairs should come before the Council every six months to report on their work. Community Development Director Turnblad stated that he would bring back a resolution summarizing the Council's desires regarding formation of the advisory committee as a subgroup of the Parks Commission. Page 5 of 6 City Council Meeting November 3, 2015 COMMUNICATIONS/REQUESTS There were no communications/requests. COUNCIL REQUEST ITEMS There were no council request items. ADJOURNMENT Motion by Councilmember Weidner, seconded by Councilmember Junker, to adjourn the meeting at 7:43 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: J. Thomas McCarty, Acting City Clerk Resolution 2015-195, directing payment of bills Resolution 2015-196, resolution approving adjustment in the city administrator's salary based on satisfactory six (6) -month performance evaluation as provided in the city administrator employee agreement Resolution 2015-197, approving appointment to the Downtown Parking Commission Resolution 2015-198, approving appointment to the Human Rights Commission Resolution 2015-199, resolution release of funds for purchase of Palmer property Resolution 2015-200, approving renewals of On -Sale, Off -Sale, Club, Wine, Wine with Strong Beer, Sunday On -Sale, On -Sale 3.2%, Off -Sale 3.2%, Micro Brewer Off -Sale, Micro Brewer Tap Room, Micro Brewer Tap Room Sunday Liquor Licenses and Tobacco Licenses for 2016 Page 6 of 6 A RESOLUTION WHEREAS, a strong public library is a fundamental contributor to an intelligent, informed civil society and enriches the lives of the citizens of a community; and, WHEREAS, the Stillwater Public Library has served the Stillwater community for 117 years; and, WHEREAS, the Stillwater Public Library has, throughout its long history, striven to advance literacy, promote life-long learning and empower civic engagement; and, WHEREAS, it has been necessary for the Stillwater Public Library to reduce certain critical services and functions, most notably the termination of its operations on Sunday; and, WHEREAS, the closing of the Stillwater Public Library on Sundays adversely affects those in the community, particularly certain students and workers, who are unable to use the Library on other days of the week; and, WHEREAS, the generous gift of nine thousand dollars provided by Patrick A. and Jane M. Thiele, and, a matching amount given by the Stillwater Public Library Foundation and its donors have made it possible for the Library to remain open on Sunday from September 13, 2015 to May 22, 2016; NOW THEREFORE: the Board of Directors of the Stillwater Public Library hereby expresses its deepest appreciation and gratitude to Patrick A. and Jane M. Thiele, and to the Stillwater Public Library Foundation and its donors, for their philanthropy and enduring support of the Library and its mission. THIS RESOLUTION passed by a unanimous vote of the Board of Directors of the Stillwater Public Library meeting in regular session on this thirteenth day of October, 2015. Signed: ,if Witnessed: Its President ate_ IIts Secretary liwater HE 6 I R I H P t a 0I- MINNESOTA City Council DATE: November 10, 2015 TO: Mayor & Council Members SUBJECT: Community Development Department 2016-17 Project Work Plan FROM: Bill Turnblad, Community Development Director INTRODUCTION In addition to daily operational tasks, the Community Development Department is responsible for a number of projects. The bulk of the work on these projects occurs during the late fall and winter time frame, when the planning case load is lighter and there are fewer land use enforcement complaints. The department develops an annual project work plan to productively manage time not spent on daily operational work. The 2016/17 plan is attached. COMMENTS Some of the projects on the work plan are required by State or Federal rules and laws. Some are tied directly to the City's Strategic Plan. Others are initiated by the City Council, Commissions, staff, the community, or other departments. The completion date for a number of the projects is critical, for others it is not. The sequencing for some projects is critical, since other projects depend on their completion and results. All of these factors were taken into account while developing this work plan. ACTION REQUESTED Staff asks the City Council to review the 2016/17 Community Development work plan. Even though some projects are mandated and have no timeframe flexibility, others can be re - prioritized or re -scheduled. So, please make note of any projects that you believe are: 1) unnecessary, 2) that could be included in the work plan for a subsequent year, or 3) that are missing. Attachment: Project Work Plan Community Development Department 2016-2017 Project Work Plan November 2015 Project or task Staff lead Project Year Strategic Plan? State/Fed Mandate? 1. PLANNING DIVISION a. Commissions i. Heritage Preservation Commission 1. HPC training materials development — MHS Partnership Grant AW 2016 2. Explore adding Neighborhood Conservation District guidelines to additions AW 2016 3. Historic home owner's recognition program AW 2016 4. Engagement in 2018 Comp Plan update AW/BT 2017 5. Engagement in Downtown Plan update AW/BT 2016-17 ii. Downtown Parking Commission 1. 2016 CIP Implementation BT/SS 2016 Yes 2. Monitor credit card chip technology upgrades BT 2016 Yes 3. Engagement in Downtown Plan update BT 2016-17 4. Engagement in 2018 Comp Plan update BT 2017 iii. Planning Commission 1. Engagement in Downtown Plan update AW/BT 2016-17 Yes 2. Engagement in 2018 Comp Plan update AW/BT 2017 Yes b. Comprehensive Planning i. Review and accept or challenge 2015 System Statement BT 2015 Yes ii. Review Implementation Chapter to assure priority items not overlooked BT 2016 iii. Trail Plan Implementation Advisory Committee AW 2016-? Yes iv. Marina consistency with Comp Plan BT 2017 v. 2018 Comp Plan BT 2016-18 Yes Yes vi. Downtown Plan Update BT 2016-17 Yes vii. Annexation Area Redevelopment Plan BT 2017 Community Development Work Plan 2016-17 Page 2 Project or task Staff lead Project Year Strategic Plan State/Fed Mandate c. Ordinance Development i. Front yard parking/storage in residential districts AW 2015 ii. Sign ordinance revision AW 2016 iii. Zoning Code update AW/BT 2017 iv. Update shoreland buffer setbacks per new State law AW/BT 2016 Yes d. Administrative Projects i. Add home occupations & vendors licenses to planning database QW 2016 ii. Scan missing Laserfiche planning cases QW 2016 iii. Formalize procedure for closing out and archiving project files QW, AW 2016 iv. Create division department handbook for routine tasks and procedures QW, AW 2016 v. Hire software design consultant to update or replace VIR Planner (on-line property info) AW, RH 2016 e. Economic Development i. Establish strategy, priorities and staffing requirements (Council strategy sessions) TM/BT 2016 Yes ii. Create format for customized information packets in response to property search inquiries BT 2016 f. Parks i. Bergstein buildings — business plan & grant writing for rehab AW 2016 ii. Palmer property acquisition and management plan BT 2015-16 iii. Aiple property acquisition and management plan BT 2016 g. Facilities Planning i. New fire station — acquire deed from MSABC BT 2016 ii. Police station expansion and remodel BT 2016-17 Yes iii. Old armory use and acquisition strategy BT ?? h. Special Events i. After event strategies set by council, revise procedures as needed BT 2016 Yes Community Development Work Plan 2016-17 Page 3 Project or task Staff lead Project Year Strategic Plan? State/Fed Mandate? i. Enforcement CS Cindy Shilts JN John Nobles i. Improve interdepartmental processes BT/JG/TM 2016 Yes QW ii. Create interdepartmental tracking system for zoning complaints BT/JG/TM 2016 Yes Rose Holman CC City Council 2. BUILDING DIVISION a. Improve procedures and permit tracking CS/BT 2016 i. Goal — complete plan reviews for new homes in 3 weeks CS/JN/MG 2016 Yes ii. Goal — complete plan reviews for decks, pools & accessory bldgs in 1 week CS/JN/MG 2016 Yes b. Cross -training of all inspectors CS 2016 c. Assess Laserfiche for missing property files; scan files that are missing CS/MG 2016 d. Begin creating division handbook for routine procedures CS/MG 2016 BT Bill Turnblad TM Tom McCarty JG John Gannaway CS Cindy Shilts JN John Nobles MG Maureen Geier AW Abbi Wittman QW Quinn Williams SS Shawn Sanders RH Rose Holman CC City Council bt EXHIBIT "A" TO RESOLUTION #2015-201 Page 1 LIST OF BILLS Abra Auto Glass Ace Hardware AdvantageHealth Corporation AIR Corval Constructors Amano McGann Inc Amdahl Locksmith Inc Chris Armor Security Inc. Ascension Episcopal Church Bernicks Board of Water Commissioner Boyer Trucks Burks Tree and Landscape Care Calibre Press CDW Government Inc. Century Link City of Brooklyn Center Clark Dan Creative Homes Inc Diamond Vogel Paints ECM Publishers Enterprise FM Trust Erenberg Sarah FedEx Fire Safety U.S.A. First Student Fury Stillwater G & K Services Galls LLC Gertens Wholesale Gopher State One Call Inc. GTS Educational Events Holiday Companies Ice Skating Institute Indianhead Glass Inc Intoximeters J.H. Larson Company Jimmys Johnnys Inc. Junker Brad Kline Nissan Krueger's Christmas Trees Lake Country Door LLC Law Enforcement Tech Group Inc Lennar of Minnesota Linner Electric Co. Loffler Companies Windshield repair Supplies Wellness program Equipment repair charges Receipt printer Repair combo lock Quarterly Monitoring Service Refund of police services for Bagpipes & Bonfire Concession supplies WAC Charges Equipment repair supplies Professional services Training classes Getac vehicle docks Telephone Tech Day 2015 Cleaning Service Grading Escrow Refund White field paint Publications Lease vehicle Reimburse for mileage for UB mailings 2015 Shipping Bracket hardware for leather front Shuttle bus- fire open house Vehicle repairs - 217 Mats & Uniforms Polo Tree tops & garland & other deco Tickets Training seminar Vehicle washes Skater memberships Equipment repair supplies Equipment repair supplies Gas valve Portable restroom rental Reimburse for refreshments Reserves Off. mtg Tire Holiday trees Diagnose loop issue LETG Canine Tracker Grading Escrow Refund Install outlet for smartboard Telephony labor charge 35.00 479.74 1,458.00 558.20 1,750.00 171.00 164.00 45.00 214.50 3,564.00 481.80 2,249.00 417.00 1,373.65 308.67 240.00 280.82 1,500.00 195.50 66.30 5,326.54 24.15 24.24 100.00 254.60 222.29 967.46 39.99 782.35 354.60 550.00 500.00 299.00 2,110.38 154.25 78.62 1,032.72 21.00 191.19 330.00 465.00 120.00 1,500.00 251.65 891.25 EXHIBIT "A" TO RESOLUTION #2015-201 Mansfield Oil Company Marshall Electric Company Menards Metropolitan Council Mitchell Ryan MTI Distributing Municode Murphy James North American Safety North Shore Compressor Office Depot O'Reilly Auto Parts Paul Chris Pepsi Beverages Company Ready Watt Electric Regency Office Products LLC Riedel) Shoes Inc. Spartan Promotional Group Sprint PCS Stepp Manufacturing Co Inc Stillwater Motor Company Summer Tuesdays Inc SW/WC Service Cooperatives T.A. Schifsky and Sons Tec Inc Thomas Kim Thorstad Kristen Toll Gas and Welding Supply Trans Union LLC Tri-State Pump and Controls Inc. University of MN CCE Registration Verizon Wireless White Bear Tire & Auto Inc. Winnick Supply WSB & Associates Inc. Zayo Enterprise Networks LIBRARY Ace Hardware Baker and Taylor Brodart Co Cartridge World Hudson Cengage Learning Culligan of Stillwater Demco Inc. G & K Services Fuel Electrical labor Supplies Wastewater Charge & Monthly SAC Reimburse for taser cartridge holster Tires Code of ordinance pages Beaver trapping Safety uniforms Bulkhead line valve Office supplies Auto parts and supplies Reimburse for work boots Beverages for concessions Replaced siren battery Office supplies Skates T-shirts Cell phone Equipment repair parts Vehicle repairs Reduction in Police Services Retiree Health Insurance & COBRA Asphalt GPS upgrade Yoga classes Reimburse for Mobile App Investigations Cylinders Information Charges Lift station repairs CE Reg for Building Dept Police Mobile Broadband Tires Park supplies Professional services Phone Janitorial Supplies Materials Materials Supplies Materials Water Small Equipment Towles & Rugs Page 2 6,523.11 1,909.00 407.13 130,271.95 38.57 115.86 465.40 400.00 245.80 97.00 76.81 35.87 139.99 289.05 615.00 124.11 60.38 617.37 102.01 304.25 482.53 204.97 54,856.58 4,825.98 3,094.00 87.00 197.00 188.84 35.00 2,423.89 795.00 611.06 676.40 206.90 2,106.00 502.10 127.52 945.35 2,371.93 59.99 27.19 60.30 1,062.86 82.54 EXHIBIT "A" TO RESOLUTION #2015-201 Grainger Master Mechanical Inc. Midwest Tape Quill Corporation Recorded Books Inc Toshiba Business Solutions Xcel Energy LIBRARY CREDIT CARDS Amazon.com Atbatt.com Dreamhost Etsy Home Depot MN Council for Nonprofits New Day Films SIM Home Theater Starbucks Stillwater Post Office Building Repairs (Toilets) Building Repairs (Gas Line & Aqua Stat) Materials Supplies Materials Maintenance Contract Gas Library materials Janitorial supplies Tech support Stickers Folding table Seminar Video Periodicals Staff Recognition Postage Page 3 1,125.01 840.89 512.17 155.56 466.20 78.02 3,863.81 477.66 55.67 19.95 34.20 111.20 75.00 64.00 12.97 20.00 2.30 Administration To: Mayor & City Council From: Tom McCarty, City Administrator' ckyl fill • Date: November 6, 2015 Re: Board of Appeal and Equalization Duties Since 1997, by resolution, the City has transferred the Local Board Meeting responsibilities to the County for every three years, the current transfer authorization ends December 31, 2015. Cities are allowed to transfer these responsibilities to the County for a minimum of three years or permanently, however should Council wish to have the responsibilities transferred back to the City Council a one-year notice is required. Washington County provides assessing services for 25 of the 33 communities within the County. The other 8 hire a local assessor. Of those 25 that are county assessed, 17 communities have opted to transfer their Board of Appeal duties to the County. For those 17 communities, there are four regional Open Book meetings (they were held in Woodbury, Oakdale, Cottage Grove and Stillwater (County Govt. Center). A property owner in Stillwater may attend any of those four meetings to meet with an appraiser to discuss valuation questions. Open Book meetings provide an opportunity for the property owner and appraiser to meet face-to-face and to set up appointments to review property (something that is almost always necessary in these situations. If a property owner is not satisfied that their concerns were addressed through this meeting, they have the right to appeal to the County Board of Appeal and Equalization and ultimately to Tax Court if they wish to do so. If the City of Stillwater would choose to go back to holding a Local Board of Appeal meeting, here are some items to consider: 1. The City would need to provide and publish notice of the meeting date and time, in addition to the notice that is contained on the valuation notice. 2. By state law, at least one member of the city council would need to attend training by the Department of Revenue on the roles and responsibilities of the local board. At least one trained member must be in attendance at the local board meeting. 3. Most local board meetings are requiring a second meeting in order to address the issues raised at the first meeting, therefore two meetings should be anticipated. 4. By law, a Stillwater property owner must attend the local board of appeal meeting, or they may not appeal further to the County Board of Appeal and Equalization. RECOMMENDATION: Staff recommendation is transfer the Board of Appeal and Equalization responsibilities be transferred to Washington County permanently. ACTION REQUIRED: Determine if the Council wishes the Board of Appeal and Equalization responsibilities be transferred to Washington County again and for how long. This requires a resolution for Washington County to take over the responsibilities. RESOLUTION 2015-203 APPROVING RENEWAL OF THE CITY'S BOARD OF APPEAL & EQUALIZATION DUTIES TO WASHINGTON COUNTY WHEREAS, Minnesota Statutes 274.01 Subdivision 3 allows the town board of any town or governing body of any city to transfer its powers and duties to the county board permanently or for a minimum of three years; and WHEREAS, since 1997 the City has transferred the Local Board Meeting responsibilities to the County for every three years; and WHEREAS, October 2012 the city transferred its duties to the county board for a period of three years which ends December 31, 2015; and WHEREAS, the county continues to perform the assessment function on behalf of the city. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota that the Mayor and City Clerk are hereby authorized and directed to approve the permanent renewal of the City's Board of Appeal & Equalization duties to the Washington County. Adopted by the Stillwater City Council this 17th day of November, 2015. Ted Kozlowski, Mayor ATTEST: J. Thomas McCarty, Acting City Clerk Memo DATE: November 10, 2015 TO: Mayor and City Council FROM: Sharon Harrison, Finance Director RE: Sanitary Sewer Adjustments BACKGROUND: During the course of any given year, sanitary sewer rate adjustment recommendations come before Council. These adjustments are mainly due to leaks found during the course of the year, but often stand out more during the readings during the 1St quarter of every year. For residential properties, sanitary sewer billing rates are set during the 2nd quarter of every year using the water consumption (obtained from the Water Board) from the 1St quarter of the year. This rate is then used for the next 4 billing cycles (quarters) until the rates are reset again the following year. As mentioned before, occasionally there are some properties that have experienced increased water usage during the 1St quarter of the year due to some unforeseen circumstances (e.g. leaky toilet, water softener issues, pipe issues, etc.). This increased water usage naturally in turn increases their sanitary sewer billing rate for the next 4 billing cycles (quarters). These residents/owners will then call the City to explain their individual circumstance. We (Finance) then review consumption rates from prior/current quarters to see if we can determine the duration/termination of the leak based on the information provided to us by the water department and the resident/owner. This information then is used to provide Council with new billing rate recommendations for upcoming billing periods (until the new rates are reset the following year). This practice has been used by the City for many years, and has been proven to be a fair and accurate way for property owners to pay their fair share of the use of the sanitary sewer system. RECOMMENDATION: Attached are staff recommendations for sanitary sewer rate adjustments currently requested by property owners. These adjustments are expressed in gallons (of consumption), based on the average consumption of the prior 3 years, and converted to the new billing rate using the most current billing rates approved by Council. These adjustments will begin with the next billing cycle (3rd quarter billing). In other words, staff is recommending to Council that the property owner at least pay the increased sanitary sewer rate for the billing period in which the leak occurred. COUNCIL ACTION: If Council agrees with Staff's recommendation, Council needs to approve staff recommendations as listed on the attached Exhibit A. CITY OF STILLWATER EXHIBIT A Description of Circumstance 1 Leak Winter Average Gallons Billing Quarter Adjustment for From 115,000 1st To 7,000 STILLWATER PUBLIC LIBRARY Memo To: Mayor and City Council From: Lynne Bertalmio, Library Director Re: 2015 Capital Budget Release November 12, 2015 Two technology projects At its meeting on November 10, 2015 the Stillwater Public Library Board of Trustees voted to request the release of funds for two technology projects. These items were included in the approved 2015 capital budget. Public Access Computer Replacement $13,000 We have a plan of active computer maintenance and replacement for the all of the computers used in the library. If the library is to achieve a "tech -savvy" service as specified in its strategic plan, public access computers need to be upgraded. The library will work with the City's It Department to replace or upgrade as many computers as possible. RFID Pad Replacement $2,800 RFID pads are used by staff for basic library operations: to check materials out, check materials in, and program RFID tags. With these funds, we will replace the oldest RFID pad which has failed. RESOLUTION NO. CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA RESOLUTION REQUESTING A HEARING PURSUANT TO MINNESOTA STAT. SEC. 473.857 WHEREAS, the City Council has examined the System Statement issued to the City of Stillwater by the Metropolitan Council on September 17, 2015 pursuant to Thrive MSP 2040, and; WHEREAS, the System Statement is in error and MN Stat. Sec. 473.857 allows the City the opportunity to request a hearing to resolve differences regarding elements that are believed to be erroneous; NOW THEREFORE BE IT RESOLVED: that a Hearing is requested on the grounds set for in the description of the disagreement together with the specified proposed amendments to the System Statement as set for the in the attached Exhibit A. Enacted by the Stillwater City Council this 17th day of November, 2015 CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Uwater H E 8 I A e H P I ACE 01- MINNESOTA CITY COUNCIL MEETING DATE: November 17, 2015 CASE NO.: 2015-38 APPLICANT: Robert and Rachel Bugbee, property owners REQUEST: Consideration of an appeal to an administrative decision regarding the property located at 1427 Lydia Circle ZONING: RA: One Family COMP PLAN DISTRICT: LDR: Low Density PREPARED BY: Abbi Jo Wittman, City Planner REQUEST The applicant is appealing an administrative decision regarding the property located at 1427 Lydia Circle. The administrative determination is that the 2X4" frame on the property is considered a projection from the garage, an therefore may not be greater than 3' from the house. Since the edge of the projection is essentially on the property line, it must be moved back to three foot setback line. RELEVANT BACKGROUND In July of this year the City received an inquiry from Stillwater Officer Van Someren regarding the improvement on the aforementioned property. At that time planning and zoning staff determined the improvement was a a part of the fence located on the property line, which was permitted as per the Zoning Code. Based on aerial Aerial Imagery, 2006 Aerial Imagery, 2011 1427 Lydia Circle Case No. 2015-38 Page 2 imagery, staff determined the fence had been in place at least since 2006 and the covering had been in place since at least 2011, as seen above. Residential Building Inspector John Nobles visited the property and determined, upon viewing the improvement from the street, that the improvement was not a structure. In response to the same inquiry, Shawn Sanders, City Engineer, indicated there were no concerns for drainage or erosion on the property or adjacent property. Consequently, planning, zoning and engineering staff determined there were no building, zoning or stormwater code violations. The original complainant, as well as another nearby property owner, petitioned city staff to reevaluate the improvement. In September Officer Thorstad returned to the property and photographed the improvement from the adjacent property as well as was given access to the inside of the improvement. At that time Officer Thorstad took the photographs to the right and on the next page. City staff sent the photos to City Attorney Magnuson s office who indicated the improvement was a roof system contained under the tarp. Whether it is a structure by definition of the building code or note, it is clearly a projection in to the required side yard setback area. APPLICABLE REGULATIONS AND STANDARDS City Code Section 31-514, Subd. 3 indicates "Every part of a required yard space shall be open and unobstructed by any building or structure except for the following: (a) Awnings, sills, cornices, buttresses, eaves, landings and necessary steps and similar architectural features may project not more than 3 feet as long as the projection is not closer than 3 feet from the property line." On October 8, 2015, City staff determined this awning was in violation of the aforementioned City Code provision. Officer Thorstad advised the property owner of the violation and ordered for the abatement of the awning within two weeks of the notification. COUNCIL DISCUSSION AND ALTERNATIVES 1427 Lydia Circle Case No. 2015-38 Page 3 City Council has two alternatives: 1. If the Council finds the improvement is not a projection and that there is no violation of City Code Section 31-514, Subd. 3, then the Council should move to reverse the administrative determination and authorize staff to prepare a Resolution/Findings of Fact for the mayor's signature. 2. 3. If the Council finds the improvement is a projection that is in violation of City Code Section 31-514, Subd. 3, then the Council should move to uphold the administrative determination, direct the property owner to remove that portion of the improvement that is not in compliance with the aforementioned City Code and authorize staff to prepare a Resolution/Findings of Fact for the mayor's signature. ATTACHMENTS Site Location Map Appeal Letter (2 pages) Thorstad Notice (2 pages) PD ICRs (3 pages) Applicant Submitted Photos 0 The Birthplace of Minnesota 1427 Lydia Circle GI Subject Parcel Parcel Boundaries w.- Municipal Boundary 105 210 General Site Location 420 Feet October 29, 2015 Abbi Wittman City Planner City of Stillwater 216 4th Street North Stillwater, MN 55082 Re: Bugbee Letter of Appeal TCR#115209627 Received OCT 3 0 2015 Community Development Depenment We would like to file a letter of appeal in regards to the tarpped area we have created on the north side of our home. This area is covered by a Targe brown tarp to protect firewood that we use to supplement heating our home during the winter. We use this area to cover firewood, keep it dry and store the wheelbarrow used to bring the wood into our home. This area was deemed in no violation of any city ordinances on July 20, 2015. As of October 16, 2015, this area has been ruled a structure. We would like the first ruling to be recognized. We installed our wood stove in 2005. The tarpped area has been in use for at least 7 years since 2008/2009. Since that time, we have spoken with, visited with, helped with building projects, and installed a security system and sound system in the Carr's home. They have been to our home for parties since we created the tarpped area and never a word has been spoken about the tarp. They have a small bush towards the street end corner of the fence. They also have a taller bush on the fence line near the end of the tarp. While snow does fall onto the rocked area, the bushes are thriving and there is no damage to the rock which abuts the fence. Officer VanSomeren came by our home on Wednesday, July 15, 2015 to inform us that there was a complaint filed against us, # 115206299 about the tarpped area on the north side of our home. Office VanSomeren asked to see the area in question. He spoke with my husband, Bob and then filed his report. On July 20, 2015, we were informed that we were not in violation of any City Ordinances. The above referenced complaint was filed, we believe, as a result of an incident, Sunday, July 12, 2015, involving the Carr's dog being off -leash, on our property and threatening a 16 year old girl, Molly Junker. Molly and her father, Brad Junker, a Stillwater CSO, filed a complaint #115206217 against the Carr family on Monday, July 13, 2015, unbeknownst to us, so that we wouldn't be affected by the complaint. Bob Bugbee was listed as a witness but we were not aware of the filing until Wednesday, July 15, 2015 when Officer VanSomeren came by our home with the first complaint #115206299 about the tarp. After we were informed that we were not in violation, we thought that the incident was behind us. Bob did talk to Tony trying to explain to him that we were not the ones who filed the complaint. Tony told us we should have come to him if we had a problem — we didn't file, so there wasn't a need. Bugbee Letter of Appeal ICR# 115209627 Page 2 We received the violation letter dated October 16, 2015 on Monday, October 19, 2015. I went to the police department on Tuesday, October 20, 2015, to get a copy of this complaint. The office was closed for the day. I returned on Wednesday, October 21, 2016. At that time, I received the copy of the September 2015 complaint. I also asked if there was a formal complaint filed from July regarding our home. There was and I received a copy which stated that the City Planner, Abbi Wittman and the City Engineer, Shawn Sanders both deemed there was no violation. On Thursday, October 22, we decided to look into the appeals process. I put a call into Diane Ward, City Clerk and left her a message. Diane called Friday, October 23 at 8:11am, I gave her numbers to all three complaints and she told me she would look into the situation and get back to us. We spoke again later on Friday, October 23, Diane said she would be talking to the City Attorney and get back to us. I connected with Abbi Wittman on Thursday, October 29, 2016 and Bob and I decided to go ahead with the appeal. We would ask that you would consider: the history of no issues for nearly 10 years, the photos of the plants alongside the fence and the circumstances surrounding the first complaint and the retaliation towards us. Thank you for your time and effort towar s this matter. and Rachel Bugbee 1lwater The Birthplace of Minnesota October 16, 2015 Robert Bugbee Stillwater, MN 55082 ICR # 115209627 Dear Mr. Bugbee: According to our records, you are the property owner of the address below: 1427 LYDIA CIR. STILLWATER, MN This letter is to acknowledge that your property is in violation of City ordinance. After further review, the enclosed area you have created on the north side of your home has been ruled as a structure per Cit rdinance. Please see below for further information. This property is currently violating City Ordinances including the following: Sec. 31-514 • Subd. 3. Projection into required yard areas. Every part of a required yard shall be open and unobstructed by any building or structure except for the following: (a) Awnings, sills, cornices, buttresses, eaves, landings and necessary steps and similar architectural features may project into required yard a distance of not more than three feet so long as the projection is not closer than three feet from the property line. This letter serves as your warning for the noted violation. Failure to bring the property into compliance within 2 weeks (by October 30, 2015) will result in a citation. In order to comply with this ordinance, you are required to remove the structure from your property. Failure to respond to this request will result in citation and abatement procedures as allowed by City ordinance (Ord #38-1 Subd. 9). Abatement procedures and your right to appeal are as follows: 38-1 Subd. 9. Abatement procedures. Unless the nuisance is an emergency as defined in subdivision 10 of this section, the city may abate the nuisance by the procedure described as follows: (1) Order. The enforcement officer must serve a written order upon the owner, all interested parties and any responsible party known to the officer. The order must contain at least the following information: a. A description of the real estate; b. A description of the nuisance and the remedial action required; c. The abatement deadline, to be determined by the enforcement officer, allowing a reasonable time for the performance of any act required; d. A statement that the order may be appealed and a hearing before the city council obtained by filing a written request with the clerk before the appeal deadline designated in the order or seven calendar days after the date of the order, whichever comes first; and e. A statement that if the remedial action is not taken nor a request for a public hearing filed with the clerk within the time specified, the city will abate the nuisance and charge all cost incurred therein against the real estate as a special assessment to be collected in the same manner as property taxes. (2) Setting hearing date. If an appeal is filed with the clerk, the city council must, within two weeks, fix a date for a hearing. (3) Notice. The clerk shall send notice of the date, time, place and subject of the hearing by mail to the owner and known responsible parties. The clerk shall also notify the enforcement officer. (4) Hearing. At the time of the hearing, the city council will hear from the enforcement officer and any other parties who wish to be heard. After the hearing, the city council may confirm or modify the order of the enforcement officer. If the order is confirmed, the city council will fix a time within which the nuisance must be abated, and, if corrective action is not taken within the time specified, the city may abate the nuisance. The clerk must mail a copy of this order to same parties required to be notified in subdivision 3 of this section. (5) Abatement. If the remedial action is not taken nor an appeal filed within the time specified, the city may abate the nuisance. Please feel free to contact me with any further questions. Sincerel #213 Kristen ` horstad Community Resource Officer Stillwater Police Department 651-351-4917 CJG1UPRSW DATE 10/21/15 TIME 15:32:51 STILLWATER POLICE DEPARTMENT DATE/TIME REPORTED: 10/12/15 DATE/TIME STAMP: 10/12/15 INITIAL COMPLAINT REPORT 115209627 9:18:17 9:20:56 LOCATION OF INCIDENT: 1427 LYDIA CIR STILLWATER, MN 55082 INCIDENT RECEIVED BY: OTHER OFFICERS ASSIGNED: NAMES ASSOCIATED WITH THIS INCIDENT: STRUCTURE COMPLAINT CITY HALL HOMEOWNER 243 THORSTAD CITY OF STILLWATER 216 4TH ST N STILLWATER, MN PHONE:(H) SEX: DOB: ASSOCIATION:COMPLAINANT 55082 ROBERT OBRIEN BUGBEE STILLWATER, MN PHONE:(H) SEX:M DOB: ASSOCIATION:OTHER 55082 DISPATCHER: KDTHORS ENTERED BY: KDTHORS (W) 651/430-8800 (W) 651/770-0000 OFFICER COMMENTS: I WAS REQUESTED BY ABBI IN THE BUILDING DEPARTMENT TO GO TO LYDIA CIRCLE AND TAKE PHOTOS OF A POSSIBLE STRUCTURE ON THE SIDE OF THIS HOME. ABBI RECEIVED A COMPLAINT AND WAS LOOKING TO FIND IF IN FACT IT WOULD BE CONSIDERED A OR NOT PER CITY ORDINANCE. ON 9/30/15, 240 AND I WENT TO THE RESIDENCE AND TOOK PHOTOS OF THE STRUCTURE IN QUESTION. I FORWARDED THEM ON TO ABBI FOR THEIR REVIEWAL. ON 10/8/15 I RECEIVED NOTIFICATION THAT IT WAS IN FACT A STRUCTURE AND WAS REQUESTED THAT I ADVISE THE PROPERTY OWNERS OF THAT THE ILLEGAL STRUCTURE PER ORDINANCE WAS TO BE REMOVED.A LETTER WAS SENT OUT TO THE PROPERTY OWNERS EXPLAINING THE ORDINANCE AND NOTIFICATION OF THE NEED TO REMOVE THE DEEMED STRUCTURE. FOLLOW UP NEEDED. CLASSIFIED AS: ORDINANCE VIOLATIONS GRID: 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 243 10/12/15 9980 CJG1UPRSW DATE 10/21/15 TIME 15:38:48 STILLWATER POLICE DEPARTMENT INITIAL COMPLAINT REPORT 115206299 DATE/TIME REPORTED: 7/15/15 15:33:53 DISPATCHER: TDVANSO DATE/TIME STAMP: 7/15/15 15:33:53 ENTERED BY: TDVANSO LOCATION OF INCIDENT: 111111.1111.111, STILLWATER, MN 55082 INCIDENT RECEIVED BY: DEPUTY OFFICERS ASSIGNED: NAMES ASSOCIATED WITH THIS INCIDENT: 244 VANSOMEREN TANNER VANSOMEREN PHONE:(H) (W) SEX: DOB: ASSOCIATION:COMPLAINANT NEIGHBOR COMPLAINT - POSSIBLE ORDINANCE VIOLATION COMP ASSOCIATION:ANONYMOUS ROBERT OBRIEN BUGBEE LYDIA CIR STILLWATER, MN 55082 PHONE:(H) (W) 651/770-0000 SEX:M DOB: ASSOCIATION:SUSPECT OFFICER COMMENTS: ON 7/15 I WAS ADVISEll BY OFFICER COMPLAINT FROM 11111, REGARDIN 1427 LYDIA CIR BUGBEE). OF ICER #240 TO HANDLE THE CALL TO AVOID ANY BIAS DUE TO THE FACT THAT HIS FAMILY IS GOOD FRIENDS WITH THE BUGBE FAMILY. I SPOKE W VIA PHONE ON 7/15 WHO ADVISED ME AT 1427 LYDIA CIR HAS A TARP FROM THE ROOF OF MR GARAGE SLOPED DOWNWARD TO THE FENCE SEPARATING THE PROPERTIES WHICH � THOUGHT MAY BE IN VIOLATION OF CITY ORDINANCE. I ADVISED I WOULD LOOK INTO THE MATTER AND GET BACK T011111 I THEN SPOKE W/ ROBERT BUGBEE AT 1427 LYDIA CIR AND SKED TO LOOK AT THE ENCLOSURE HE HAD MADE W/ THE TARP. THE TARP ENCLOSURE WAS SET UP IN ORDER TO KEEP FIREWOOD AND OTHER MATERIAL OUT OF PUBLIC VIEW. I ADVISED BUGBEE OF THE COMPLAINT AND EXPLAINED TO HIM I WAS GOING TO LOOK INTO THE MATTER TO MAKE SURE IT IS NOT IN VIOLATION OF ANY CITY ORDINANCES. I WAS UTL ANY VIOLATION OF A CITY ORDINANCE. I SPOKE WITH ABBI WITTMAN ABOUT THE ISSUE TO SEE IF THERE WERE ANY ZONING VIOLATION WITH THE STRUCTURE. ABBI ADVISED ME THERE WAS NOT ANY VIOLATIONS BUT REFERED ME TO SHAWN SANDERS, THE CITY ENGINEER. ABBI AND I BOTH SPOKE WITH SHAWN WHO ALSO ADVISED ME THERE WAS NO VIOLATIONS WITH THE PROPERTY/STRUCTURE. ON 240 H'T t RECIEVED A AT A GRID: 110 244P 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 244 7/20/15 CJG1UPRSW DATE 10/21/15 TIME 15:38:48 STILLWATER POLICE DEPARTMENT INITIAL COMPLAINT REPORT 115206299 DATE/TIME REPORTED: 7/15/15 15:33:53 DATE/TIME STAMP: 7/15/15 15:33:53 DISPATCHER: TDVANSO ENTERED BY: TDVANSO TODAYS DATE (7/20) I FOLLOWED UP WITH _AND ADVISED 244 7/20/15 I SPOKE WITH BOTH SHAWN, THE CITY ENGINEER, AND ABBI, THE 244 7/20/15 CITY PLANNER WHO BOTH ADVISED ME THERE WAS NO VIOLATION WITH 244 7/20/15 Ili, TH STRUCTURE/PROPERTY. ST UNDERSTOOD AND THAT 244 7/20/15 WOULD LOOK INTO IT F ED 244 7/20/15 D ME 244 7/20/15 CLEAR. 244 7/20/15 CLASSIFIED AS: DISTURBANCE/DISPUTE 9810 i11watt THE BIRTHPLACE OF MINNESOTA TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: November 13, 2015 RE: Veterans Memorial Expansion - Concept Approval PROPOSAL The Veterans Memorial Board is hoping to increase the size of their memorial grounds. The purpose of the expansion is to create more area for their paver program. The expansion would result in the loss of 10 parking spaces in Municipal Lot 19. Before and after sketches of the memorial are attached. REQUEST The Memorial Board requests the City Council to discuss and approve the proposed concept to expand the memorial and mitigate the loss of 10 spaces with proof of parking in Municipal Lot 18. COMMENTS As seen in the attached air photo, the south side of Municipal Lot 18 currently has six parallel parking spots. If the lot were expanded to allow 90° angled parking here, the lot would have about eight more spaces. (See attached sketch.) This would compensate for eight of the ten spaces lost in Lot 19, but would require the construction of some retaining wall. The Memorial Board would like this area to be used as proof of parking to mitigate the spaces lost to expansion of the memorial. Since Cub Foods has moved many of their staff out of the office building in Stillwater to SuperValu's corporate office in Eden Prairie, the number of parking spaces currently available far exceeds the office parking needs. The Memorial Board is hoping that if the parking spaces are actually needed in the future, the City would pay for constructing the proof of parking spaces. Vets Memorial Expansion Page 2 CUB PARKING REQUIREMENTS/HISTORY In 1998 the City worked to keep Cub Foods' Corporate Office in Stillwater. The former Stillwater Junior High site was proposed for the Cub Office Building. To meet the parking needs, and keep Cub in Stillwater, the City offered to build parking lots across 3rd Street for 161 cars. The total parking need for the building's space was 210, of which at least 52 were to be provided on the Cub site. (56 were actually constructed.) The 116 spaces constructed by the City in Municipal Lots 18, 19 and 20 were made available to the general public and the Cub employees on a first come/first serve basis. According to the terms of an agreement between the City and Cub, Cub would be responsible for maintaining the lots. In time, that agreement was assigned to the Veteran's Memorial Board. In 2001 the City Council approved the Veterans Memorial committee proposal to build a memorial on Lot 19. In 2004 there was an expansion that eliminated four more parking spaces. As currently configured, the three public lots have a total of 157 spaces. And, Cub has 56 spaces on their private property. The 213 spaces exceed the 210 required for the building, slightly. ACTION REQUESTED The Veterans Memorial Board is asking the City Council to conceptually approve the proposed expansion and loss of 10 parking spaces. To mitigate the 10 lost spaces, should it be needed in the future, the Memorial Board suggests that the City could expand Municipal Lot 18. ACTION NEEDED EVENTUALLY If the Council approves the project conceptually, the Memorial Board would need to submit formal plans and an application to the City for: • Design review approval by the Heritage Preservation Commission; and • Parking mitigation plan review by the Downtown Parking Commission; and • City Council approval of: o Parking mitigation plan o An amendment to the existing Municipal License as approved by Resolution No. 2002-125 o An amendment to the existing Parking Lot Maintenance Agreement bt attachments: Current memorial Proposed memorial Proof of parking sketch Letter from Larson IP 10 IP r-\\ d a °t, u d c 0 n Okl p"b'AQ � e� <> ¢4 ,0420 vb $dtf V 0° �1 -!!qqp v 844 G o B4C4 % 7 oo 4 a 0 a • r x • PINE STREET EKtSruv ez:.loi ncxJ S STILLWATER VETERANS MEMORIAL SITE MASTER PLAN 5 10 20' 30' 50' 01.0'44. *L: e 'Or 141. Proof of parking (in yellow) 8 spaces gained (6 current; 1.4 possiiple) tr. f • Retaining wall ir red (4 foot max height at corner) -11111' - Stillwater Veterans Memorial Master Plan 11-17-15 Larson Architects LLC Mr. Mayor and Council I have been working with the Stillwater Veterans Memorial committee over the past year, reviewing their existing site and considering long-range maintenance and improvements. As you may know, the memorial has been successfully funded and maintained through donations and memorial paver sales. Though paver sales have been strong, the available space for pavers is diminishing. Currently there are 1314 existing pavers in place, with about 30 remaining spaces for future pavers. Planning and discussions ten years ago considered pavers could potentially be distributed around the perimeter of the site if needed. But the multiple uses of the site (including parking and other events), and the input and desires of those purchasing pavers has strongly suggested that the central axis of the site is the best place for additional pavers. Grouping pavers along this central axis helps consolidate the memorial area, avoid conflict with other uses, and enhance the purpose and sense of place that has developed near the memorial structure. By making this central axis slightly wider, a stronger identity and spatial definition for the memorial - distinct from the parking lot - is created. Not surprisingly, people who purchase pavers for loved ones want to have them along this axis and near the memorial itself. The most simple and direct way of achieving a compact, consolidated memorial area is to extend the width of the planter and paver "islands" at the center and north end of the axis to match the width that already exists on the south end of the site. This would result in the loss of eight parking spaces at the center island area, and two space at the north, for a total proposed reduction of ten parking spaces. With these additional island areas, we calculate that 520 additional pavers could be added, which will be more than enough for the foreseeable future. We understand a City agreement with Cub/Supervalu notes there are about 210 off-street parking spaces in the area. To the best of our knowledge, in the past 20 years, the surface lots have never been filled or fully utilized, with many of these spaces seldom if ever used. We also understand that Supervalu is currently trying to lease space in their building. In preliminary discussions with Supervalu real estate sales people, they appear reluctant to endorse any potential loss of parking, due to uncertainty of their leasing situation. However, the reduction of 10 spaces from 210 spaces would seem to be fairly insignificant in impact, especially considering the available on -street parking near the area. If future circumstances should ever warrant, there appears to be room for spaces to be added in the area. If the lot just south of the Memorial site were expanded, at least 6 spaces could be added, and there appears to be potential for about 10 spaces that could be added on the southeast corner of the CUB site itself. On behalf of the Stillwater Veteran's Memorial Committee, I ask that you consider this request to allow reduction of 10 parking spaces in the Riverview parking lot, to help enhance the Memorial and provide space for pavers that will support and maintain this valuable asset to our City for generations to come. Thank you Brian Larson, AIA Larson Architects LLC 807 North Fourth Street Stillwater, Minnesota 55082 RESOLUTION ADOPTING CITY OF STILLWATER 2015-2020 STRATEGIC PLAN WHEREAS, the City Council and staff have conducted strategic planning work sessions in May, June and October of 2015 and completed a review of strategic plan issues as shown in the attached Stillwater Strategic Plan documents; and WHEREAS, strategic planning is a disciplined effort to produce fundamental decisions and actions that shape and guide what an organization is, what it does and why it performs the services and/or programs it does; and WHEREAS, there are numerous benefits to strategic planning, including: organizations can increase effectiveness and efficiency, improve understanding through better learning, make better decisions, enhance organizational capabilities, improve communications and public relations as well as increase political support; and WHEREAS, the City Council and staff have identified three (3) priority strategic goals of the Strategic Plan to enhance the community which are: Develop Organizational Excellence, Develop Our Community and Sustain Strategic Planning and Implementation; and WHEREAS, the City Council has reviewed the proposed Strategic Plan including the strategic goals and strategic initiatives, including action plans and responsibilities, as outlined in the attached documents, at their November 17, 2015 regular meeting. NOW THEREFORE BE IT RESOLVED that the City Council hereby adopts the attached City of Stillwater Strategic Plan for 2015-2020. Adopted by the City Council of the City of Stillwater, Minnesota this 17th day of November, 2015 Ted Kozlowski, Mayor ATTEST: J. Thomas McCarty, Acting City Clerk J illwater. THE BIRTHPLACE OF MINNESOTA How can the City of Stillwater MISSION STATEMENT To provide the community with a quality living environment, quality public services and facilities while protecting cultural, historical and natural resources through fair and open government, careful planning, effective management and efficient fiscal policy City of Stillwater Strategic Plan Summary 2015-2020 Develop Organization Excellence • Engage & Develop City Council • Maintain High Community Standards • Increase Organization Excellence Develop Our Community • Create an Economic Development Strategy and Promote Economic Development • Update Overall Downtown Chapter of City Comprehensive Plan • Review Events Strategy and Policies Sustain Strategic Planning and Implementation • Commit to Strategic Planning • Implement and Launch Capital Planning • Develop a Legislative Agenda Develop Organization Excellence Strategic Planning & Implementation Develop Community —> Implement State Performance Management Plan Create City Council Manual Update Council Code of Ethics Policy Create and fill Human Resources position —> Develop staff Performance Evaluation System Perform and Implement Class/Comp Analysis —> Create Community Communication Strategy and Branding Initiative Create Zoning Administrator position Value City Employees Create Economic Development Strategy Evaluate need for Economic Development Staff support Update Economic Development Chapter of City Comprehensive Plan Update Downtown Chapter of City Comprehensive Plan Complete City Park Plan for Community Review City Events Strategy and Update Event Policies —> Conduct regular Strategic Planning Sessions with Council and Staff Review Department Vision and Goals Develop and Implement Capital Improvement Plan (CIP) Accelerate 5 -year CIP to find priority needs within two (2) years -* Remodel Police Department and Upgrade City Hall Develop CIP Funding Plan within City's Debt Service Standards - Develop a Legislative Agenda City of Stillwater 2020 Practical Strategic Vision GOAL I Develop Organizational Excellence Strategic Initiative: Engage & Develop City Council Action Responsible Party Timeline Implementation Outcome/Measure Update Council Code of Ethics Policy City Administrator /City Clerk / Staff / City Attorney / City Council 4th Quarter 2015 Updated Council Code of Ethics adopted by City Council Create Council Member City Manual City Department. Staff / City Council 1st Quarter 2016 Manual available as a resource of City operations for Council Members. Develop tracking form for Council/Dept/community contacts City Administrator /Staff / City Council 4th Quarter 2015 Tracking form available for use by Council/Depatttu.ents by year end 2015. City of Stillwater 2020 Practical Strategic Vision GOAL I Develop Organizational Excellence Strategic Initiative: Maintain High Community Standards Action Responsible Party Timeline Implementation Outcome/Measure Develop community standards for snow removal, garbage & recycling removal, landscaping, etc. Community, Department Heads Council On going Updated Ordinance Standards Create Zoning Administrator / Code Enforcement Officer position Community Development Director/City Administrator /City Council 2017 Budget Proposal; position funded in 2017 budget, fill position early in 2017. Land use regulation and violation enforcement issues resolved in more timely fashion. City of Stillwater 2020 Practical Strategic Vision GOAL, 1 Develop Organizational Excellence Strategic Initiative: Increase Organizational Excellence Action Responsible Party Timeline Implementation Outcome/Measure Create and fill Human Resources position City Administrator / City Council 2016 Budget proposal; fill position by April 1, 2016 HR position filled Develop staff performance evaluation system and conduct regular performance evaluations City Administrator / HR Manager / City Clerk November 2015 — July 2016 Performance evaluation system implemented; annual evaluations being conducted Complete and implement compensation/classification analysis for city staff City Administrator / HR Manager / City Council 2016 Budget proposal; complete analysis by June 1, 2016 Compensation/classification results implemented as part of 2017 labor negotiations Implement State of Minnesota performance management plan for City of Stillwater City Administrator / Finance Director / City Council City Council approval of resolution by January 2016 State performance plan annual results published by July 1 each year / increase in LGA received Value City employees — create professional development opportunities, succession planning, employee orientation programs City Administrator / HR Manager / Dept. Heads/ Proposals to be included in annual budget requests Employees motivated to seek professional development and advancement opportunities; provide higher quality customer service City of Stillwater 2020 Practical Strategic Vision GOAL I Develop Organizational Excellence Strategic Initiative: Develop and Enhance Messaging (also for Strategic Goal II.) Action Responsible Party Timeline Implementation Outcome/Measure Create a Community communication strategy IT Manager. / City Clerk / City Administrator / City Council 4th Quarter 2015 — 2nd Quarter 2016 Approve clear communication strategy; identify city spokesperson as necessary; implement updated City website Develop City Branding Policy Initiative City Administrator / City Clerk/ City Council 4t1 Quarter 2015 — 2nd Quarter 2016 Adoption of a City branding policy and standards City of Stillwater 2020 Practical Strategic Vision GOAL II Develop Our Community Strategic Initiative: Promote Economic Development and Create Plan Action Responsible Party Timeline Implementation Outcome/Measure Develop Economic Development Strategy City Administrator/Comm. Development Director/City Attorney/City Council 4t1 Quarter 2015 — 2nd Quarter 2016 Council conducts Economic Development work session; develop and adopts strategy Update Economic Development Chapter of City Comprehensive Plan Community Development Director — City Council 2017-2018 — (part of City Comprehensive Plan Update) Approval by Met Council 2018 - 2019 Evaluate Economic Development staffing requirements City Administrator/Community Development Director 2016 Review staffing needs as part of strategy review. Initiate recommendations with available funds in 2016. City of Stillwater 2020 Practical Strategic Vision GOAL II Develop Our Community Strategic Initiative: Update Overall Downtown Plans Action Responsible Party Timeline Implementation Outcome/Measure Develop and Update Downtown Chapter in City Comprehensive Plan Community Development Director / City Council 4th Quarter 2015 — 4th Quarter 2016 Updated Downtown Chapter in City Comp Plan approved by Met Council in 2016 Complete Overall City Park Plan for Downtown and the community City Planner / Public Works Supervisor / Parks Commission / City Council 2016-2017 Inclusion in City Comprehensive Plan update approval by Met Council in 2018/2019 City of Stillwater 2020 Practical Strategic Vision GOAL II Develop Our Community Strategic Initiative: Redefine Events Strategy and Policy Action Responsible Party Timeline Implementation Outcome/Measure Review Stillwater Events Strategy City Administrator & Community Development Staff / City Council / Public Works Supt./Parks Secretary 4th Quarter 2015 — 1St Quarter 2016 Council approves Stillwater Events Strategy Review and Update Special Events Policies and Programs Consistent with Events Strategy City Administrator & Community Development / City Council/ Parks Secretary 1St Quarter 2016 — 3rd Quarter 2016 Updated Special Events policies and programs approved by Council; changes effective for 2016. City of Stillwater 2020 Practical Strategic Vision GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Commit to Strategic Planning Action Responsible Party Timeline Implementation Outcome/Measure Conduct regular strategic planning meetings with Council and Staff City Administrator / City Council Conduct strategic planning work sessions every six months (spring and fall) Update status and results of strategic initiatives Review Department vision and goals Department Managers Oct. 2015 — March 2016 Dept. vision and goals are aligned with City Strategic Plan Elements Make tough decisions Staff and City Council Immediate Consistent application of policies and procedures City of Stillwater 2020 Practical Strategic Vision GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Commit to/ Implement and Launch Capital Planning Action Responsible Party Timeline Implementation Outcome/Measure Develop and Implement realistic and functional Capital Improvement Plan (CIP) Department Heads / Finance Director / City Administrator / City Council Complete 2016-2020 CIP by January 2016 Update CIP by August 1 on annual basis City Council approves CIP consistent with City Strategic Plan and City Comp. Plan Accelerate 5 -year CIP to fund priority needs within 2 years Dept. Heads / Finance Director/ City Administrator / City Council 2016 Budget Process City Council includes Capital Improvement budget as part of 2016 annual budget approval Remodel Police Department and Upgrade City Hall Police Chief / Community Development Director / City Clerk / City Administrator/ Finance Director / City Council Phase 1 - 2016 Phase 2 - 2017 City Council approval of Phase 1 & 2, construction completed on budget & schedule, PD operates from remodeled space. Develop a CIP funding plan that fits with current debt service standards City Administrator / Finance Director / City Council Annual Budget Proposals Annual and long term City CIP funding plan comports with state, city and financial consultant debt service policies and practices City of Stillwater 2020 Practical Strategic Vision GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Develop a Legislative Agenda Action Responsible Party Timeline Implementation Outcome/Measure Develop a Legislative Agenda Dept. Heads / City Administrator / City Council December 2015 — February 2016 Identify legislative issues, meet and share issue positions with State elected officials CITY OF STILLWATER MISSION STATEMENT To provide the community with a quality living environment and quality public services and facilities while protecting cultural, historical and natural resources through fair and open government, careful planning, effective management and efficient fiscal policy. Adopted by the City Council in 1995 City of Stillwater, Minnesota Strategic Planning Report— May - June, 2015 The Team, Mayor Ted Kozlowski, Council Members Doug Menikheim, David Junker, Tom Weidner, Michael Polehna. Staff: Tom McCarty, Diane Ward, Bill Turnblad, Shawn Sanders, David Magnuson, Stu Glaser, John Gannaway, Sharon Harrison, Rose Holman Contents Workshop Review Pages TOP® Participatory Strategic Planning 2 Agenda 3 VISION 4 UNDERLYING OBSTACLES 5 STRATEGIC DIRECTIONS 6 2 YEAR STRATEGIC DIRECTIONS 7 Staff Implementation Plan 8 Facilitators 13 TECHNOLOGY OF PARTICIPATION° 1 Participatory Strategic Planning Focused Implementation Strategic Directions Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 2 AGENDA June 4, 2015 Family Means Center Stillwater Retreat "Setting a Vision — Identify Priorities" 8:30 am.4 Introductions Review (Review Vision and Progress) 43 Welcome by Mayor 9:00 IDENTIFYING OBSTACLES: "What do we see as inhibiting or blocking us from moving towards our vision?" 10:45 - Break 11:00 STRATEGIC DIRECTIONS: "What innovative, substantial actions can we take to respond to the emerging trends, address the underlying contradictions and move us toward our vision?" 12:30 Reflection and Adjourn Stillwater Retreat "Setting a Vision — Identify Priorities" May 8, 2015 8:30 AM - 12:30PM Library 8:30 a.m. Introductions Review (agenda, process, expectations) t4 4 Welcome by Mayor 9:00 Visioning Exercise: Stillwater 2020 Vision for Stillwater in 2020 10:45 - Break 11:00 ACTION PLANNING/Goal Setting Internal and external environmental assessment Generate Actions toward the Vision Prioritize Actions Environmental Forces Driving: What is happening now that is moving us toward this vision segment? Restraining: What is blocking, impeding, or working against us as we move toward this vision segment? 12:30 Reflection and Adjourn Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 3 A Sound Organizational Structure, That Ensures Stability In The Work Force Has Excellent Services Defined By Quality Output And Outstanding Customer Service I VISION The vision of an organization is held in part by all of its members. This workshop was held with the council and staff to create their shared picture of the future. The practical vision is the responsive statement of hope within the given environment. It provides a sense of the destination of the effort. It tells us where we are going, what the accomplishments, outcomes, changes and results are that we are seeking by our efforts. The vision was set for 2020. In 2020, The City of Stillwater has/is.... ORGANIZATION EXCELLENCE COMMUNITY ENGAGEMENT An Active And Engaged Community City staff structu re - succession planning HR person Succession planning and retention program in place Legislative plan for the City Standards and service levels across all departments Performance standards everything Shared region resources Work together Facilitate communication with citizen groups Social networking that communicates in a broad spectrum Collaborative community Staff that advises and engages the community Engaged community City that welcomes input COMMUNITY DEVELOPMENT Has a Brand that Communicates The City Is A Unique, all - season Community to Live, Work and Play Branded community (define Stillwater as a unique City Great welcome to Stillwater signs all entries Market community Year round community River is embraced by the community Clean up SE area ((County Bldg.) with boundaries Has An Economic Development Strategy That Creates Tax Base, Orderly Development, And Job Opportunities Annex area — infill complete (Township) Economic development position Re -purpose Armory Focused Economic Development activities Control growth? Has A Vibrant, Attractive Connected D.T. That Is A Quality Destination For Residents And Visitors Cleaner and more compelling downtown Downtown improvement district D.T. Commercial loan program Vibrant business in Zepher Train building Pedestrian rich D.T. Downtown plan completed Embrace historic legacy of city Actively Implementing and Funding the Park Plan Has a defined and funded, 5 -year and long-term CIP for the entire community Completed Bike Trail System Healthy Community River Front Development (Kollinger Park, Bridgeview, AIPLE Plans and financing for waterfront parks Funding Source for Operations Sustainable funding to support infrastructure and operations Sustainable plan for infrastructure Technology and security up to date CIP Process and Funding Updated Police Department Fiber Connections within buildings Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 4 Session: UNDERLYING OBSTACLES — WHAT IS PREVENTING US, OR HOLDING US BACK FROM OUR REALIZING OUR VISION? Inability to make difficult decisions (say no) at every level creates tensions in the organization and Community Ability to say no No consensus with City and community Fragmented community Competing interests Infrequent or NO strategic thinking time sidetracks our ability to work at a higher lever Setting Goals Narrow focus on Park Planning (DT) Many different ideas/ directions need to unify Financial weak — mom and pop stores DT Resistance to ideas from community No standards No common vision Disengaged, neglected building owners Lack of lasting consensus Not seeing the big picture (Turf vs. All) Undeveloped goals and standards leads to distracted leaderships Plans and rules discarded Lack of funding No working CIP Limited understanding of total cost of doing business Prioritize a 5 -year CIP Coura . e in fundin ' needed PLANS 0,de5 �y,5zAR6[d+ LAcR of. [} �RioR.4,24- rdNO.WG A SyfAc;Pfi� Nv u�aeK n'1 CLP Vat.' gme4 cuS4 tiAs ow -vs [ouRAGS- N€EOEc Complacency and mistrust undermines excellence (performance standards and measures) Outdated approach to measuring results Not enough focus on professional development of staff Uncoordinated (no consistency) in communicating with the public Evaluating progress No HR person Resistance to change Obsolete employee training programs Moving bureaucracies Procedures - slow actions on routine items Morale and pessimistic views — do not want change Overall performance standards are different in each department Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 5 I STRATEGIC DIRECTIONS 1 In the Strategic Directions workshop, participants are asked to focus on creative, practical actions that will move the community towards its practical vision while responding to those items that are blocking or interfering. Engage and Develop City Council Council code of ethics Council member city manual Tracking form for council/ Dept/ community contacts Increase Organization Excellence Hire HR HR Staff Person HR Person Regular Performance Evaluations Value City Employees (Wages – professional development) Budget for an employee ED program Implement state performance measurement plan Complete Class/Comp Plan Maintain High Community Standards Develop community standards for snow, garbage, landscaping, etc. Zoning Administrator – Code enforcement officer Promote Economic Development and Create plan Hire Economic Development Position Economic Development Position Update overall DT Plans Develop DT plan chapters in Comp Plan Finish DT Plan Overall park plan that excludes DT Redefine Events Strategy and Policy Special Events Programs Policies Develop Events Strategy Commit to Strategic Planning Regular strategic planning meetings with council and staff Semiannual strategy sessions Make tough decisions Department visions and goals review Commit to/ Implement and Launch Capital Planning Accelerate 5 -year CIP to fund some within 2 years Remodel PD and Upgrade City Hall Have and Implement realistic CIP Funding plan that fits with current debt Service Develop a functional CIP Develop a Legislative Agenda Legislative Agenda H• .....:. 5.,.. Eeaw0,e1>verep. jos°^ • f/6i ,/- n1wn P � �cf2�- �bo �� Cl-,-) � L 1�' t� �,..�,.,.. "'`fsi,w:ic NI12e FR5• ig<""^ 'cell— F+ tr� Develop and Enhance Messaging Branding Policy Create Community Communication Strategy Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 6 I 2 YEAR STRATEGIC DIRECTIONS Focus Question: What creative, substantial and specific actions can we take to enhance our community in the next 2 years? Engage and Develop Maintain High Increase Organization Develop and Enhance City Council Community Standards Excellence Messaging Promote Economic Development and Create plan Update overall DT Plans Redefine Events Strategy and Policy Develop and Enhance Messaging Develop Organization Excellence Develop Our Community Strategic Planning and Implementation Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 7 Commit to/ Commit to Strategic Implement and Develop a Planning Launch Capital Legislative Agenda Planning Develop Organization Excellence Develop Our Community Strategic Planning and Implementation Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 7 I 2 YEAR STRATEGIC DIRECTIONS 1 Strategies with recommended actions STAFF PLANNING Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 8 I FOCUSED IMPLEMENTATION 1 Definition and Summary Action removes the doubt that theory and analysis cannot solve. In signing up to work on a `strategic direction' and scheduling actions and accomplishments, commitment and realism are brought into the planning efforts. The journey of implementation is mapped out and steps are decided which will begin the realization of our vision. The implementation timeline workshop asks the question: What will be our specific, measurable accomplishments for the first year? STAFF PLANNING Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 9 FOCUSED IMPLEMENTATION 1 1st Year Accomplishments Focus Question: What will be our specific, measurable accomplishments for each Strategic Direction, June 2015— June 2016? Strategic Direction & Team Members Current Reality 1st Year Milestone Actions Two-year Success STAFF PLANNING 1. 2. 3. I 4. 1 Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 10 FOCUSED IMPLEMENTATION 1 90 -Day Implementation Steps - SAMPLE This is a sample template you may use to create 90 -day implementation plans for each project/initiative. IMPLEMENTATION WORKSHEET STRATEGY 1: Action: STAFF PLANNING WHAT — WHY: Target date of completion: How — what Implementation steps When Where Who Resources Needed 1. 2. 3. 4. 5. Person power -Action team: (list, star (*) coordinator(s) Evaluation measurement, indicators, and report date Total resources needed In-kind Financial Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 11 Keeping the Plan on Track Strategic planning bears the most fruit when seen as both a planning retreat or event and a continuous process in which the plan is regularly reviewed, evaluated and refined. The following Quarterly Evaluation flow will be crucial in keeping the plan "on track" for monitoring and evaluation purposes. Quarterly Evaluation and refinement sessions: 2 — 3 hour events to affirm accomplishments, acknowledge struggles, capture !earnings, make adjustments, build anticipation, and establish commitment for the next quarter. Meetings scheduled during the 1St or 2nd week of the third month of the quarter. The face-to-face nature of this event is very important. Memos, emails, and other forms of communication do not allow for adequate team building and consensus building. These Quarterly Evaluation events work best if everyone who is involved in the implementation attends. At minimum, those responsible for the accomplishments should attend quarterly evaluation and refinement sessions. Invisible benefits often include strengthening the organization's learning process and allowing for system -wide adjustment to unforeseen influences that must be taken into account. Annual Planning: The 1St month of 1St Quarter is the time to do a new 12 month plan and requires about 6 hours. Review the whole year. Develop plan for the next year. Celebrate * Celebrate * Celebrate! Proposed Planning Rhythm: Objectives: Assess accomplishments, plan for the next period; affirm and re-energize individuals and teams Product/Outcome: Clear tasks and roles for the next period Sept 2015 Dec 2015 March 2016 June 2016 June 2016 Quarterly Planning Event Quarterly Planning Event Quarterly Planning Event Preparation for Annual Planning Event Annual Planning Event 2-3 hours 2-3 hours 2-3 hours 4-6 hours Quarterly Planning Event Agenda: Review Vision, Obstacles, Strategic Directions Evaluation of 90 Day Plans — accomplishments? What didn't get done, blocks, learning, implications Plan for the next 90 Days — Measureable Accomplishments on quarterly timeline, 90 day action plan for each accomplishment Annual Planning Event Agenda Review Vision, Obstacles, Strategic Directions Evaluate of 90 Day Plans — accomplishments? What didn't get done, blocks, learning, implications Development of measurable accomplishments for next 12 months on quarterly calendar Develop Action Plan for next 90 Days Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life 12 c potential culture strategic planning learning and development .r future high performance consensus Q "nc.� �:.s �ii9ve�� vision 1 sustainable earning organization international 3rd wave skill social responsibility Chane. Grow. Perform. cr,c21st century engagement transformation 1=, achieve IL creativity 111 Ieodershi discovering Cr Irina Fursman, CTF Vice President 763-232-2338 Irinafursman@gmail.com Linkedln: www.linkedin.com/in/fursmanirina Facilitation and Documentation: by Dr. Richard Fursman and Irina Fursman / 651 338.2533/ www.hue.life organisation development reach talent success executive search 7 team C Cil Richard Fursman, Ed.D 651.338.2533 www.hue.life richardfursman@gmail.com www.linkedin.com/pub/dr-richard-fursman-edd/8/b9/426 13 THE BIRTHPLACE OF MINNESOTA November 10, 2015 Minnesota Historical Society 345 Kellogg Boulevard St. Paul, Minnesota 55102 RE: Northern Bedrock Historic Preservation Corps To Whom It May Concern: In partnership with the Washington County Historical Society, on October 12-15, 2015, the Northern Bedrock Historic Preservation Corps (NBHPC) conducted stone monument cleaning and resetting in the Boutwell Cemetery, a property owned by the City of Stillwater (City). The City obtained the land the cemetery is on approximately fifteen years ago. Since that time our City has performed seasonal maintenance of the lands but has not conducted any headstone maintenance. Initiated by Washington County Historical Society, this project brought a significant amount of awareness to the City regarding the care and maintenance of this site and these historic resources. The delicate nature NBHPC took in the process of cleaning and resetting these stones has left the individual stones better preserved than had the work not been performed. Simply put, this work would not have been conducted had it not been for NBHPC. The City is now in a better position to appropriately care for these resources in the future as a direct result of the work and the guidance of NBHPC staff. City staff is impressed with the knowledge and professionalism of NBHPC staff, the overall quality of work performed, and this unique partnership. As a result, the City will continue to explore opportunities to partner with NBHPC on future preservation projects to publicly owned historic resources and would strongly recommend them to other public and private agenices. Sincerel Abbi Jo ittman, City Planner CITY HALL: 216 NORTH FOURTH STREET • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us illwater THE BIRTHPLACE OF MINNESOTA November 9, 2015 Minnesota Department of Transportation Office of Environmental Stewardship Attn: Kristen Zschomler Mail Stop 620395 John Ireland Boulevard St. Paul, Minnesota 55155 RE: Stillwater Lift Bridge Conversion Project Updated Conversion Plan Review Dear Ms. Zschomler: Thank you for including the City of Stillwater Heritage Preservation Commission (HPC) on your notice regarding the Updated Conversion Plan for the Stillwater Lift Bridge. The HPC met on Monday, November 2nd to review the plan changes. On behalf of the Stillwater HPC, I am submitting the following comments for your consideration. In Norene Robert's final report of the Intensive National Register Survey of Downtown Stillwater, Minnesota, electric street lights first appeared on Main Street in 1927. As indicated in the report, "[t]hese first street lights were cast iron with fluted columns and opaque globes." Likely, when the Stillwater Lift Bridge was built in 1930, the lighting on the concourse followed a similar design as those found along Main Street. We appreciate MNDOT's willingness to not only preserve the existing style and design of the historic lampposts but also to replicate the design where practical and feasible. However, the lighting of the 1930s and what is on the concourse today is not nearly as bright and stark as modern LED lighting can be. The St. Croix River Crossing Project's Visual Quality Manual developed in 2007 indicates "[t]he introduction of new elements on the bridge should be done judiciously to avoid diminishing the bridge's legacy." As such, the Stillwater HPC would like to request all new lighting fixtures and bulbs have a similar glare and intensity to. what is currently on the concourse and bridge at this time. While we understand the need to provide adequate illumination, there is significant concern of the HPC new fixtures and bulbs could produce excessive illumination and glare, and noticeably different color than has traditionally been in this location. Stillwater HPC Comments, Page 1 of 3 CITY HALL: 216 NORTH FOURTH STREET • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us iliwater THE BIRTHPLACE OF MINNESOTA Additionally, in MNDOT's work on the Stillwater Cultural Landscape District (SCLD) in 2011, it is noted the Lift Bridge has been a centerpiece of the city's downtown riverfront since the early 1930s and the retention of scale is critical to the historic integrity of the SCLD. The SCLD notes: "At the broadest scale, Stillwater's cultural landscape is anchored by the deeply -cut bluffs and the St. Croix River Valley... The valley shelters Lake St. Croix and the city, ... Stillwater's riverfront, commercial district and neighborhoods rest in a basin defined by a series of old creek beds, ravines, and terraces. At the next level of scale are the features that enliven and define the city's viewshed and skyline. These features include buildings, structures, and objects, as well as bluffs and other prominent landscape elements that frame important views." As greater numbers of new LED lights are introduced in downtown Stillwater, we see the increase in glare and illumination directly impacting downtown Stillwater, the Commercial Historic District, and the terraced hillsides and residential neighborhoods. This is changing the cultural landscape with a larger intensity of light than has been traditionally or historically found within this unique area. We would like to request MNDOT consideration for installation of LED lights that are as low as reasonably possible in wattage/lumen output, and as warm in temperature as is possible: at least within the 3000-3500 Kelvin (K) range for the acorn lamppost fixtures on the concourse and bridge and the overhead lighting in the bridge spans. While we understand MNDOT's standard for highway lighting is 4000K, we believe the standard application color could be notable and detracting. We want to reduce the intensity of the glare and illumination as much as possible, to avoid detracting from this historic landmark. We also request all lighting fixtures have the same temperature/color to present a unified look across the entire bridge. If it has not already been considered, we'd ask MNDOT consider installing a feature that would allow for the dimming of the bridge lights during off-peak times to help reduce any negative impact the increase in fixtures may have. While we are very appreciative of the sample fixture of overhead lighting at our last meeting, we have some concerns as to its appropriateness and character - which could Stillwater HPC Comments, Page 2 of 3 CITY HALL: 216 NORTH FOURTH STREET • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us THE BIRTHPLACE OF MINNESOTA depend on how concealed or visible it is in its actual location on the bridge. To get a more complete understanding of what the impact to the bridge and our community will be, we recommend MNDOT consider of an in -field test demonstration for all management plan partners to consider what the overhead lighting will look like in the span of the bridge at night. By conducting this test demonstration prior to the purchasing and installation of ten-year warrantied equipment, we will be able to have a greater understanding of the lighting in the specific context. To summarize, our primary concerns are to avoid excessive lighting intensity, visible glare sources, color differential, and to have appropriate design character in the new lighting updates at the historic bridge site. On behalf of the HPC, I thank you for your consideration of these comments as you work to finalize the Conversion Plan changes. We look forward to any future conversations regarding lighting on the Stillwater Lift Bridge. Respectfully submitted, Brian Larson, HPC Chair Cc: Sarah Beimers, MN State Historic Preservation Office Kimberly Cook, WI State Historic Preservation Office Todd Clarkowski, St. Croix River Crossing Coordinator Mayor Kozlowksi and Stillwater City Councilors Brent Peterson, Washington County Historical Society Stillwater HPC Comments, Page 3 of 3 CITY HALL: 216 NORTH FOURTH STREET • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us Washington County BOARD AGENDA NOVEMBER 17, 2015 - 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel,Chair, District 3 Karla Bigham, District 4 Lisa Weik, District 5 1. 8:00 Board Workshop with Public Works — Jan Lucke, Transit/Transportation Planning Manager and Tabatha Hansen, Accounting and Finance Director Discuss 2016 Counties Transit Improvement Board Grant Applications 2. 9:00 Roll Call Pledge of Allegiance 3. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibilityor functionof Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the CountyAdnunistrator. The County Board Chair will ask you to come to the podium, state your name and city of residence and presentyour comments. Your comments must be addressedexclusivelyto the Board Chair and thefull 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'spresentation ifit becomes redundant, repetitive, overly argumentative, or tfit is not relevant to an issue that is part of Washington Counp's Responsibilities 4. 9:10 Consent Calendar — Roll Call Vote 5. 9:10 Public Health and Environment — Jessica Collin-Pilarski, Senior Planner Approval to Accept the Natural Resources Block Grant funding from the Minnesota Board of Water and Soil Resources for 2016 6. 9:15 General Administration — Molly O'Rourke, County Administrator Approval of Revisions to Policy #6006 Related to Advisory Committees, Boards and Commissions — Kevin Corbid, Deputy Administrator 7. 9:30 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comms on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive boardaction during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 8. Board Correspondence 9. 9;45 Adjourn 10. 9:50-10:50 Board Workshop with Administration —June Mathiowetz, Senior Planner; Karen Rose, Library Strategies; and Anthony Molaro, Ph.D. Assistant Professor, St. Catherine's University Review and Discuss the Draft Library Strategic Plan Assistive listening devices are available for use in the County Board Room If ,.n„ no<.r acddd„a nr larn„aga nan;Ar nInn/R 11 a ln_annn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * NOVEMBER 17, 2015 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of November 3, 2015, County Board Meeting minutes. B. Approval to set December 15, 2015 as the date for a public hearing on the final 2016-2020 Washington County Capital Improvement Plan (CIP). Community Services C. Approval to submit to the Minnesota Department of Human Services the Minnesota Family Investment Program (MFIP) Service Plan for 2016-2017. Public Works D. Approval of the traffic control signal maintenance agreement between Washington County and the City of Oak Park Heights. E. Approval of resolution to enter into Metropolitan Council Grant Agreement SG -04146 reimbursing the Land and Water Legacy Program for 75% of the cost to purchase the Hammes property located at 10112 10th Street North, Lake Elmo, Minnesota for inclusion into Lake Elmo Park Reserve, and to enter into restrictive covenants agreements on 10112 10th Street North parcel with the Metropolitan Council, and to file the agreements with the Washington County Recorder's Office as part of the deed to the parcel. F. Approval of new fee structure for the Historic Courthouse. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room If pori floor! attic/onto 'grip In ,Gcahililu nr tang„ane narri<r nleacp call IA 511 d 2n.nnnn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER FE Summary of Proceedings Washington County Board of Commissioners November 3, 2015 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; and Lisa Weik, District 5. Absent: Karla Bigham, District 4; Board Chair Kriesel presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Bigham— reported that she attended the Counties Transit Improvement Board Grant Evaluation and Ranking System Committee meeting on November 2"d, and reported that the grant applications were passed as is. On October 30th she attended a meeting with numerous mayors and local officials with the U.S. Department of Housing and Urban Development Secretary Julian Castro and Congressman Keith Ellison to discuss support for a regional approach to affordable senior housing; attended the Rail Volution Conference in Dallas, Texas on October 25 -28th. She summarized workshops she attended in Plano, Texas, and Richardson, Texas. She thanked Public Works and Accounting and Finance staff for attending and presenting at the workshops at the Rail Volution Conference; Commissioner Bearth — reminded everyone about the upcoming Veterans Day events next week, and the United States Marine Corp Birthday on November 10, 2015; Commissioner Miron— reported that he attended the Solid Waste Management Coordinating Board, and that the proposed budget is 12% less than the previous year, and the savings will go back to the counties. He reported that the Minnesota Pollution Control Agency will be sending a letter to waste haulers, to continue the efforts of bringing municipal solid wastes to recycling areas and processing facilities, thereby reducing the amount of wastes going into landfills. General Administration Approval of the following actions: - October 13 and October 20, 2015 County Board Meeting minutes; - Appointment of John Belisle, Hugo, to the Housing and Redevelopment Authority, to represent District 1 to a partial term ending 12/31/2017; - Appointment of Anthony Tedesco, Woodbury to the Planning Advisory Committee as a District 5 Representative, to a first partial term expiring December 21, 2017; - Project on behalf of Senior Care Forest Lake, LLC, Senior Care Providence, LLC, and Senior Care Woodbury, LLC and approving the issuance of certain obligations by the Washington County Housing and Redevelopment Authority (HRA); - Amendment to the 2015 Annual Action Plan for Additional Funding for Twin Cities Habitat for Humanity -Generation Acres Project; - Board Workshop for Tunheim Partners to present the Washington County Communications Recommendations Report; - Board correspondence was received and placed on file. Human Resources Approval of the following items: - 2016 health insurance reopener tentative agreements with: AFSCME Non -Exempt and Exempt, Attorneys Association, IUOE Local 49ers, LELS Commanders, Supervisors Association, Confidential, and Confidential Supervisors and Department Head meet and confer groups. Amended to include: Minnesota Public Employees Association (MNPEA) Correctional Officers/911 Supervisor Unit, MNPEA Correctional Officers/911 Unit, Minnesota Teamsters Public and Law Enforcement Employees Union Local #320 Probation Officers; - Agreement with BerryDunn for a Human Resources Information System Needs Assessment. Property Records & Taxpayer Services Approval of the following actions: - Resolution No. 2015-170, Appointing Cyndy Boyce as the Washington County Drivers License agent and Deputy Registrar for the offices located in Forest Lake, Stillwater, and Woodbury; - Plat of Strohfus Acres in Denmark Township. Public Health & Environment Approval of the following actions: - Settlement Agreement with Premier Banks for the clean-up of solid wastes at the former Buberl Recycling and Compost Facility; - Lowell Johnson, Director of Public Health and Environment, gave a progress report on the National Accreditation site visit on October 20-21, 2015. Public Works Approval of the following actions: - Amendment No. 4 to contract with Kone Inc. for elevator preventative maintenance and elevator voice monitoring services; - Amendment No. 1 to contract with WSB & Associates, Inc. for design engineering related to the County State Aid Highway (CSAH) 21 Project in Afton; - Contract with Kimley-Horn, Inc. for design engineering on CSAH 19 and approval of contract with Kimley-Horn, Inc. for design engineering within Cottage Grove Ravine Regional Park; - Board Workshop session for a field tour of the Public Works North Shop Construction Project. Sheriff's Office Approval of the following actions: - Authorizing the Sheriffs Office to accept the 2015 Federal Boating Supplemental Equipment Grant through the Minnesota Department of Natural Resources in the amount of $6,378; - Permanent use of fund balance in Sheriff's Office funds 123 (Operations) and 126 (Federal Equitable Sharing) for the third quarter 2015. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62nd Street N., Stillwater, Minnesota. BOARD AGENDA NOVEMBER 10, 2015 — 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel, Chair, District 3 Karla Bigham, District 4 Lisa Weik, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board mustftll 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 conte to the podium, state your name and city ofresidence, and present your continents. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's Responsibilities. 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 Sheriff's Office — Dan Starry, Chief Deputy Resolution — Memorandum of Understanding with Firehouse Subs Public Safety Foundation Inc. 5. 9:15 Public Works — Dan MacSwain, Natural Resources Coordinator and Cory Slagle, Assistant County Engineer A. Emerald Ash Borer Finding in the County and Overview of Emerald Ash Borer Plan for Parks — Dan MacSwain, Natural Resources Coordinator B. Approval of Agreement with the South Washington Watershed District for the Grey Cloud Crossing Project — Cory Slagle, Assistant County Engineer C. Resolution — Approval of Committing Washington County's Funding Match for a Clean Water Funds Grant for the Grey Cloud Crossing Project — Cory Slagle, Assistant County Engineer D. Approval of Amendment No. 1 to Contract with Stonebrooke Engineering for Final Engineering Design Services for the Point Douglas Pedestrian Bridge — Cory Slagle, Assistant County Engineer 6. 9:50 General Administration — Molly O'Rourke, County Administrator Resolution — Approval of Joint Powers Agreement with Dakota, Olmsted, and St. Louis Counties for a 2016 Residential Survey — Amanda Hollis, Senior Planner 7. 10:00 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. 8. Board Correspondence 9. 10:15 Adjourn 10. 10:20-11:00 Board Workshop with Administration — Colin Kelly, Senior Planner Review Results of 2014-2015 Aquatic Invasive Species (AIS) Prevention Aid Grants 11. 11:05-11:40 Board Workshop with Community Corrections — Ren Clinton, Division Manager Overview of the Re -Entry Program (RAP) 12. 11:45-12:00 Board Workshop with Public Works — John Elholm, Parks Director Update on New Event Management Program at the Historic Courthouse 13. 12:05-12:30 Board Workshop with Administration — Kevin Corbid, Deputy Administrator Discuss Final Changes to the 2016 Proposed Budget Prior to Adoption on December 15, 2015 Assistive listening devices are available for use in the County Board Room r yn„ nm a ceic n v e ,.e h, rli h'aiu ra o la roll'°' JJ2n anon EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * NOVEMBER 10, 2015 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Property Records & Taxpayer Services Public Works ITEM A. Approval of October 27, 2015, County Board Meeting minutes. B. Approval to appoint David Lande, Oakdale, to the Library Board representing District 2 to a partial term expiring 12/31/2017. C. Approval of resolution in appreciation for Mark Swenson for his retirement as Fire Chief of Bayport. D. Approval of the plat of Herman Farms located in Denmark Township. E. Approval of Amendment #1 to Contract 9211 with Metropolitan Mechanical Contractors, Inc. (MMC) for Zones 4 mechanical maintenance services. F. Approval of selection of Michaud Cooley Erickson to provide professional engineering services to replace the existing Building Automation System (BAS) at the Law Enforcement Center, and authorize execution of a contract with Michaud Cooley Erickson. G. Approval of work order #2 with Asphalt Surface Technologies Corporation for the 2015 crack seal contract in the amount of $9,120. H. Approval of resolution to acquire 1756 Lake Elmo Avenue, Lake Elmo (Reardon) for inclusion into Lake Elmo Park Reserve. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices am available for use in the County Board Room m.6mhiitytof L.,3061101..mo. ieiiieran FRSnT_n EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER F Summary of Proceedings Washington County Board of Commissioners October 27, 2015 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; and Lisa Weik, District 5. Absent: Karla Bigham, District 4; Board Chair Kriesel presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Weik— reported that she attended Maker Fest on Saturday, October 24th, in Central Park, Woodbury; attended the Association of Minnesota Counties (AMC) District 10 meeting, and summarized upcoming AMC activities; attended a joint meeting of the Woodbury City Council and Cottage Grove City Council, where Washington County staff presented on both the Red Rock Corridor and Gateway Corridor; attended a briefing at the Tubman Center where there was discussion on human trafficking and efforts to educate the community about this issue; attended the newly -formed Ramsey/Washington Recycling and Energy Board meeting, and congratulated Ramsey County Commissioner Blake Huffman, who was elected Secretary Treasurer of the newly -formed Joint Powers Board; - Commissioner Bearth — reported that he, Commissioner Miron and Washington County Traffic Engineer, Joe Gustafson met with a resident about a Mahtomedi school and the road conditions near the school; - Commissioner Miron— reported that he attended the Metro Transportation Advisory Board Meeting on October 21St, where they discussed the equity component of evaluation on regional solicitation; - Commissioner Kriesel — reported that he attended the Solid Waste Management Coordinating Board Executive Committee and the Advisory Committee of the new Ramsey/Washington Recycling and Energy Board; attended the Lower Valley Alliance of Cities on October 26th Community Services - Approval of agreement with The Salvation Army for $95,364 in Family Homelessness Prevention and Assistance Program funds. General Administration Approval of the following actions: - October 6, 2015 County Board Meeting minutes; - Public Comment from Steve Scherrer, White Bear Lake, regarding concerns over Consent Item 3A, Resolution Denying Repurchase of Tax Forfeited Land; - Molly O'Rourke, County Administrator reported that the voluntary National Accreditation for Public Health and Environment site visit occurred last week and Lowell Johnson, Director of Public Health and Environment will provide an update at a future board meeting; this Saturday, October 31st, the License Centers will be minimally staffed due to staff attending a funeral of a supervisor from the Forest Lake Service Center; October 23`d was the auction of forfeited land sale, and an update will be provided at a future board meeting; - Board correspondence was received and placed on file. Property Records & Taxpayer Services - Approval of Resolution No. 2015-168, Denying repurchase of tax forfeited land by Steven G. Scherrer. Public Health & Environment - Approval of agreement for the collection and disposal of pesticides with the Minnesota Department of Agriculture. Public Works Approval of the following actions: - Amendment No. 1 to contract 9188 with Prescription Landscape, Inc., for Zone 1 snow removal services to extend the term of the contract to November 4, 2016; - North Shop change order #1 to contract with Summit Fire Protection Company; - North Shop change order #3 to contract with Red Cedar Steel Erectors, Inc.; - North Shop change order #6 to contract with Donlar Construction Company; - Establish a segment of County Road 55 as a County State Highway and to number the roadway segment CSAH 3; - Board Workshop to review construction options for County Road 65; - Board Workshop to review county policies and procedures for permitting roadway obstructions for public events. Regional Railroad Authority Approval of the following actions: - March 24, 2015 Regional Railroad Authority Meeting minutes; - Contract with CliftonLarsonAllen to provide audit services for Gateway Corridor Commission for the year ending December 31, 2015. 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"d Street N., Stillwater, Minnesota.