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Home My WebLink About2015-12-15 CC Packet AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 15, 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 December 1, 2015 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Acknowledgement of Donations related to the Stillwater Christmas Tree 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 c oncerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2015-218, directing payment of bills 12. Resolution 2015-219 designation of additional depository for 2015 13. Possible approval of Laserfiche upgrade to Laserfiche Avante - MIS 14. Possible approval to carry over Capital Outlay Items: a) MIS b) Police (available Tuesday) c) Fire (available Tuesday) d) Library e) Plant City Hall f) Public Works (Streets, Sewer and Parks) g) Recreation Center 15. Resolution 2015-220, approving the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257 16. Resolution 2015-221, approving contract for mowing and snow removal with C Hassis and for cleanup services with MSP Outdoor Services 17. Resolution 2015-222, a resolution establishing the Bergstein Reuse Plan Committee 18. Resolution 2015-223, approving contract for demolition designation studies 19. Resolution 2015-224, approval of Wolf BierCycle annual license 20. Resolution 2015-225, approving 2016 Fee Schedule 21. Resolution 2015-226, approving engagement letter for auditing services (available Tuesday) 22. Resolution 2015-227, approval of First Amendment to Solid Waste and Recycling Agreement (2011-2015) 23. Resolution 2015-228, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. 24. Resolution 2015-229, accepting work and ordering final payment for Downtown Parking Improvements (Project 2012-06) and Resolution 2015-230, accepting work and ordering final payment for 2014 Street Improvement Project (Project 2014-02) 25. Resolution 2015-231, approval of increase to railroad lease payment 26. Resolution 2015-232, acceptance of the Minnesota Amateur Sports Commission Mighty Ducks Grant 27. Possible approval of request to roll over the professional services budget for Community Development Department 28. Possible approval to purchase snow blower – Fire 29. Possible approval to purchase camera for sewer televising – Public Works 30. Possible approval to purchase 3 Surface Pros – MIS 31. Possible approval to purchase 2 Scanners – Finance & Police 32. Possible approval to purchase Malwarebeytes Anti-Malware software for City Computers – MIS 33. Possible approval to purchase Adobe Acrobat additional licenses - MIS IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No Public Hearings X. UNFINISHED BUSINESS 34. Possible approval of 2nd reading of Ordinance 1084, amending the City of Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances and Summary of Ordinance for publication and a resolution of the Stillwater City Council directing the publication of an Ordinance by Title and Summary (2nd reading – Roll Call – Resolution – Roll Call ) 35. Possible Continuation of concept plan discussion for expansion of the Veterans’ Memorial XI. NEW BUSINESS 36. Possible approval of Joint Powers Agreement with the City Board of Water Commissioners for Part-time Utilization of City of Stillwater’s IT Department Employees (Resolution – Roll Call) 37. Possible approval of RFP for Police Station remodel design services XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 38. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT RESOLUTION 2015-218 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 $690,463.46 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 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2015-218 LIST OF BILLS 1ST Line/Leewes Ventures LLC Accela Inc Ace Hardware Action Rental Inc. AIR Corval Constructors Al's Coffee Company Arrow Hockey and Sport ASI Signage Innovations Astleford International Auto Nation Babcock Matt Becker Fire Safety Services LLC Bernicks Board of Water Commissioner Boyer Trucks Carquest Auto Parts Center for Professional Development Centro Print Solutions Century Link Century Power Equipment City View Electric Inc. Clark Dan Coca-Cola Refreshments Com cast Compass Minerals America Inc CoStar Realty Information Inc Dakota County Technical College ECM Publishers Emergency Automotive Mobile Unit Enterprise FM Trust Fastenal Company Felsch Chris FleetPride Frontier Ag & Turf G & K Services Geier Maureen Goodyear Commercial Tire Gopher State One Call Inc. Granicus Inc Hardrives Inc. Holiday Companies Holiday Credit Office Hotsy Equipment of Minnesota Ice Skating Institute Innovative Office Solutions LLC Concession snacks Annual Maint Supplies Equipment rental Equipment repair Coffee for concessions Concession supplies Restroom signs Filters Vehicle repairs Reimburse for work boots Fire extinguisher services Beverages for concessions WAC Charges Equipment repair supplies Equipment repair supplies Training credits & seminars W2 & 1099 forms Telephone Snow blowers Annual alarm monitoring 2016 Cleaning services Beverages for concessions Internet & Voice Road salt Property professional Defencive driving-snow plow class Publications Automotive equipment Lease vehicles Fleet repair supplies Reimburse for shotgun purchases Supplies Equipment repair supplies Mats & uniforms Reimburse for mileage Tires Tickets Qtrly web streaming service-1st qrt 2016 Downtown Parking Lot & 2014 Street Project Vehicle washes Fuel Building repair charges Skater memberships Coffee Page 1 617.30 22,667.97 785.23 862.00 2,113.03 904.25 118.69 427.36 214.64 3,110.98 134.95 606.00 543.40 1,287.00 187.06 260.39 774.00 196.32 403.69 647.42 288.00 2,360.84 446.40 229.70 28,549.56 345.08 800.00 63.70 249.69 3,828.24 83.69 7,230.77 545.08 339.86 1,279.59 73.60 524.60 259.75 1,086.00 30,630.02 135.00 11.54 2,932.83 832.00 23.98 EXHIBIT "A" TO RESOLUTION #2015-218 International Code Council J.H. Larson Company Jefferson Fire and Safety Inc. Jimmys Johnnys Inc. KLBB Radio KorTerra Inc. Kuckler Nancy Lake Elmo Oil Inc Loffler Companies Mansfield Oil Company Marshall Electric Company Melstrom Jeff Me nards Mercury Technologies of MN Metro Area Mgmt Association Metropolitan Council Minnesota Wanner Co. MN Pollution Cantrall Agency MnFIAM Book Store MWOA Nardini Fire Equipment National Neighborhood Watch Institute Northland Gas Equipment Nuss Truck & Equipment Office Depot On Site Body Armor O'Reilly Auto Parts Pepsi Beverages Company Pereboom Jesse Quill Corporation Regency Office Products LLC Rehn Code Consulting Services Ryan Riedell Shoes Inc. Riffs Smokehouse Rose City Sign Company Siegfried Constuction Company George Simplex Grinnell LP Sivigny Donald J Southwest News Media Sprint PCS St. Croix Recreation Fun Playgrounds Standard Spring Parts Streichers SW /WC Service Cooperatives T.A. Schifsky and Sons Thai Basil Inc The Free Press Membership 2016 & Code Supplies Turn out gear Portable restroom rental Broadcasting for fireworks Ticket splitting service fee Refund for ramp vouchers Fuel Network computer support Fuel Lift station repairs Reimburse for work boots Industrial fan, garage door & other supplies Flourescent lamp recycling Seminar Wastewater Charge & Monthly SAC Equipment repair supplies Certification fee Fire inspector MWOA section meeting Equipment repair supplies Aluminum street signs Forklift cylinder Equipment repair supplies Ofice supplies Patrol Bat Shield Supplies Beverages for concessions Reimburses Paper Wastebasket Plan review Skates Pulled pork for concessions Hang holiday deco across main Shore up old mill building Equipment repairs Plan Review Publication-HPC Training Program Cell phone Receptacle Equipment repair Uniform supplies Retiree Health Insurance 2016 & COBRA Fine asphalt Refund overpayment Publication-HPC Training Program Page 2 411.00 3,498.37 12,067.18 146.67 500.00 800.00 55.00 14.43 1,511.25 12,213.19 464.00 149.95 2,447.25 137.50 20.00 194,414.80 50.78 45.00 90.00 80.00 146.03 68.00 847.00 687.80 351.44 2,212.50 86.74 603.76 140.35 179.94 5.01 4,600.51 574.78 105.60 350.00 2,350.00 1,857.22 1,109.43 94.43 96.18 1,189.00 1,566.28 170.46 54,231.08 575.00 150.00 63.24 EXHIBIT "A" TO RESOLUTION #2015-218 Thomas Kim Thomson Reuters Thorstad Kristen Titan Machinery Shakopee Toll Gas and Welding Supply Total Parking Solutions Inc. Trans Union LLC Truck Utilities Inc. Upholstery Specialties of MN Verizon Wireless Young Dan Zacks Inc. Zayo Enterprise Ziegler Inc. LIBRARY 3M Ace Hardware Baker and Taylor Bertalmio Lynne Blocher Carolyn Brodart Co Cengage Learning Culligan of Stillwater Cybrarian Corporation G & K Services Hedin Sue Midwest Tape Mimi's Motifs Quill Corporation Recorded Books Inc Stillwater Public Library Foundation Toshiba Business Solutions Washington County Library LIBRARY CREDIT CARDS Amazon.com Dream host Lithographs.com Starbucks Stillwater Post Office Yoga classes November Information Charges Reimburse for online training Equipment repair supplies Cylinders Receipt paper for parking terminals Information Charges Plow blades Truck seat repair springs Police Mobile Broadband Reimburse for work boots Equipment Phone Equipment repair 3M Sorter Maintenance Contract Janitorial Supplies Materials Staff Reimbursement-Mileage Staff Reimbursement-Mileage Materials Materials Water Cybrarian Software Renewal Towles & Rugs Programming Materials Supplies Supplies Materials SPLF November CC Reimbursement Maintenance Contract Materials Library materials Tech support Mise Staff Recognition Postage Page 3 87.00 125.00 500.00 18.73 40.68 339.00 35.00 1,068.00 600.00 594.24 284.98 531.60 500.15 391.13 9,000.00 78.60 1,316.93 15.64 47.95 1,671.56 3,713.00 70.05 349.95 82.54 59.98 1,994.58 160.00 273.89 1,150.20 400.00 83.43 4,680.85 163.26 19.95 29.00 35.00 117.72 EXHIBIT "A" TO RESOLUTION #2015-218 ADDENDUM Advanced Sportswear CDW Government Center for Professional Development City of Oak Park Heights Com cast Donald Salverda & Associates Lake Elmo Oil Magnuson Law Firm My Alarm Center Oswald Hose & Adapters Science Museum Sivigny Donald Washington County License Center Xcel Energy Zoller Steven Adopted by the City Council this 15th Day of December, 2015 Uniforms Supplies Training credits Street reconstruction Cable TV-Fire Books Fuel Professional Service Monitoring service Equipment repair supplies Computer Training Plan review Title Energy Reimburse for supplies Page 1 80.00 19.91 3,000.00 193,393.83 36.81 43 .95 46.54 13,989 .13 92.67 61.90 1,200.00 1,012 .00 20.75 23,279.33 17 .70 TOTAL 690,463.46 Date: December 8, 2015 TO: Mayor and Council FROM: John Gannaway, Police Chief SUBJECT: Police Capital Outlay Rollover Items Staff requests Council approve the rollover of the following funds from 2015 to 2016: Police Department Pole Camera $6,769.23 Teach A Bodies Dolls - $500 Civil Defense Dowtown Siren $22,000 STAFF REQUEST ITEM I Department: Fire I Date: December 15, 2015 DESCRIPTION OF REQUEST (Briefly outline what the request is) Request Council approval to carry over unexpended 2015 Capital Outlay funds and place the remaining funds into the 2016 Fire Department Capital Outlay budget. Carryover amounts are required for future larger Capital purchase as outlined in the Department's Capital Improvement Program, such as, apparatus replacement, communications system replacement, Self-Contained Breathing Apparatus (SCBA) replacement, etc. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Carry over requested per the Finance Director as of December 9, 2015: 2015 Capital Outlay Improvements 2015 Capital Outlay Machinery & Equipment 2015 Automotive Equipment ADDITIONAL INFORMATION ATTACHED Yes Total: $ 12,200.00 $ 38,653.63 $ 82,352.18 $133,205.81 No X ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Stuart W. Glaser Date: December 15, 2015 Memo DATE: TO: FROM: RE: December 14, 2015 Mayor & City Council Sharon Harrison~£\\) Finance Director (j ~ 2015 Audit Services BACKGROUND Back in 2012 the City Council extended , by Resolution #2012-121 , CliftonlarsonAIIen , LLP 's contract for audit services to fiscal year 2017. Attached is the engagement letter for audit services for the fiscal year 2015. ACTION REQUIRED If Council concurs with the engagement letter for fiscal year 2015 audit services that CliftonlarsonAIIen, LLP is proposing (per Generally Accepted Auditing Standards), Council needs to approve the attached resolution and authorize the Mayor to sign the (also attached) engagement letter. RESOLUTION 2015-226 APPROVAL OF 2015 ENGAGEMENT LETTER FROM CLIFTONLARSONALLEN, LLP BE IT RESOLVED, by the City Council of Stillwater, MN that the Engagement Letter between the City of Stillwater and CliftonLarsonAllen, LLP. for 2015 Audit Services, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Mayor and Finance Director to sign the contract on the City’s behalf. Adopted by the City Council of the City of Stillwater this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk CliftonLarsonAllen LLP 220 South Sixth Street, Suite 300 Minneapolis, MN 55402-1436 612-376-4500 | fax 612-376-4850 CLAconnect.com An independent member of Nexia International December 10, 2015 Honorable Mayor, City Council, and Management City of Stillwater 216 North Fourth Street Stillwater, MN 55082 We are pleased to confirm our understanding of the terms and objectives of our engagement and the nature and limitations of the audit services CliftonLarsonAllen LLP (CLA) will provide for the City of Stillwater (“you,” “your,” or “the entity”) for the year ended December 31, 2015. Christopher G. Knopik, CPA, CFE is responsible for the performance of the audit engagement. Audit services We will audit the financial statements of the governmental activities, the business‐type activities, the discretely presented component unit, each major fund, and the aggregate remaining fund information, which collectively comprise the basic financial statements of the City of Stillwater, as of and for the year ended December 31, 2015, and the related notes to the financial statements. The Governmental Accounting Standards Board (GASB) provides for certain required supplementary information (RSI) to accompany the entity’s basic financial statements. The following RSI will be subjected to certain limited procedures, but will not be audited. 1. Management’s discussion and analysis. 2. Schedule of funding progress – other post employment health care benefits and Stillwater Fire Relief pension plan. 3. GASB Statement No. 68 schedule of propitiate share of net pension liability and schedule of employer contributions. We will also evaluate and report on the presentation of the supplementary information other than RSI accompanying the financial statements in relation to the financial statements as a whole.  Combining and individual fund financial statements. The following information other than RSI accompanying the financial statements will not be subjected to the auditing procedures applied in our audit of the financial statements and our auditors’ report will not provide an opinion or any assurance on that information: 1. Introductory section. 2. Statistical data. December 10, 2015 City of Stillwater Page 2 Audit objective The objective of our audit is the expression of opinions about whether your basic financial statements are fairly presented, in all material respects, in conformity with accounting principles generally accepted in the United States of America (U.S. GAAP). Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America (U.S. GAAS) and will include tests of your accounting records and other procedures we consider necessary to enable us to express such opinions. We will perform procedures on the financial information of the Stillwater Board of Water Commissioners to enable us to express our opinions. We will apply certain limited procedures to the RSI in accordance with U.S. GAAS. However, we will not express an opinion or provide any assurance on the RSI because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. We will also perform procedures to enable us to express an opinion on whether the supplementary information (as identified above) other than RSI accompanying the financial statements is fairly stated, in all material respects, in relation to the financial statements as a whole. We will issue a written report upon completion of our audit of your financial statements. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions, add an emphasis‐of‐matter or other‐matter paragraph(s), or withdraw from the engagement. If our opinions are other than unmodified, we will discuss the reasons with you in advance. If circumstances occur related to the condition of your records, the availability of sufficient, appropriate audit evidence, or the existence of a significant risk of material misstatement of the financial statements caused by error, fraudulent financial reporting, or misappropriation of assets, which in our professional judgment prevent us from completing the audit or forming opinions on the financial statements, we retain the right to take any course of action permitted by professional standards, including declining to express opinions or issue a report, or withdrawing from the engagement. As part of our audit, we will also perform the procedures and provide the report required by the Minnesota Legal Compliance Audit Guide for Political Subdivisions. Auditor responsibilities, procedures, and limitations We will conduct our audit in accordance with U.S. GAAS. Those standards require that we plan and perform the audit to obtain reasonable assurance about whether the basic financial statements as a whole are free from material misstatement, whether due to fraud or error. An audit involves performing procedures to obtain sufficient appropriate audit evidence about the amounts and disclosures in the basic financial statements. The procedures selected depend on the auditors’ judgment, including the assessment of the risks of material misstatement of the financial statements, whether due to fraud or error. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the basic financial statements. There is an unavoidable risk, because of the inherent limitations of an audit, together with the inherent limitations of internal control, that some material misstatements may not be detected, even though the audit is properly planned and performed in accordance with U.S. GAAS. Because we will not perform a detailed examination of all transactions, material misstatements, whether from (1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or (4) violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity, may not be detected. December 10, 2015 City of Stillwater Page 3 In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors, fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention, unless clearly inconsequential. In making our risk assessments, we consider internal control relevant to the entity’s preparation and fair presentation of the basic financial statements in order to design audit procedures that are appropriate in the circumstances, but not for the purpose of expressing an opinion on the effectiveness of the entity’s internal control. An audit is not designed to provide assurance on internal control or to identify deficiencies in internal control. However, we will communicate to you in writing significant deficiencies or material weaknesses in internal control relevant to the audit of the basic financial statements that we identify during the audit. Our responsibility as auditors is limited to the period covered by our audit and does not extend to any later periods for which we are not engaged as auditors. Management responsibilities Our audit will be conducted on the basis that you (management and, when appropriate, those charged with governance) acknowledge and understand that you have certain responsibilities that are fundamental to the conduct of an audit. You are responsible for the preparation and fair presentation of the financial statements and RSI in accordance with U.S. GAAP. Management’s responsibilities include the selection and application of accounting principles; recording and reflecting all transactions in the financial statements; determining the reasonableness of significant accounting estimates included in the financial statements; adjusting the financial statements to correct material misstatements; and confirming to us in the management representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate, to the financial statements taken as a whole. You are responsible for the design, implementation, and maintenance of internal control relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to fraud or error. You are responsible for the design, implementation, and maintenance of internal controls to prevent and detect fraud; assessing the risk that the financial statements may be materially misstated as a result of fraud; and for informing us about all known or suspected fraud affecting the entity involving (1) management, (2) employees who have significant roles in internal control, and (3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the entity received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws and regulations, and informing us of all instances of identified or suspected noncompliance whose effects on the financial statements should be considered. December 10, 2015 City of Stillwater Page 4 You are responsible for providing us with (1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, such as records, documentation, and other matters, and for the accuracy and completeness of that information; (2) additional information that we may request for the purpose of the audit; and (3) unrestricted access to persons within the entity from whom we determine it necessary to obtain audit evidence. You agree to inform us of events occurring or facts discovered subsequent to the date of the financial statements that may affect the financial statements. You are also responsible for providing us access to component information, those charged with governance of component, and component management (including relevant audit documentation and communications). Management is responsible for the preparation of the supplementary information in accordance with U.S. GAAP. You agree to include our report on the supplementary information in any document that contains, and indicates that we have reported on, the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon or make the audited financial statements readily available to users of the supplementary information no later than the date the supplementary information is issued with our report thereon. You agree to provide us written representations related to the presentation of the supplementary information. Management is responsible for providing us with a written confirmation concerning representations made by you and your staff to us in connection with the audit and the presentation of the basic financial statements and RSI. During our engagement, we will request information and explanations from you regarding, among other matters, the entity’s activities, internal control, future plans, specific transactions, and accounting systems and procedures. The procedures we will perform during our engagement and the conclusions we reach as a basis for our report will be heavily influenced by the representations that we receive in the representation letter and otherwise from you. Accordingly, inaccurate, incomplete, or false representations could cause us to expend unnecessary effort or could cause a material fraud or error to go undetected by our procedures. In view of the foregoing, you agree that we shall not be responsible for any misstatements in the entity’s financial statements that we may fail to detect as a result of misrepresentations made to us by you. Responsibilities and limitations related to nonaudit services For all nonaudit services we may provide to you, management agrees to assume all management responsibilities; oversee the services by designating an individual, preferably within senior management, who possesses suitable skill, knowledge, and/or experience to understand and oversee the services; evaluate the adequacy and results of the services; and accept responsibility for the results of the services. Use of financial statements The financial statements and our report thereon are for management’s use. If you intend to reproduce and publish the financial statements and our report thereon, they must be reproduced in their entirety. Inclusion of the audited financial statements in a document, such as an annual report or an offering document, should be done only with our prior approval of the document. You are responsible to provide us the opportunity to review such documents before issuance. December 10, 2015 City of Stillwater Page 5 Should you decide to include or incorporate by reference these financial statements and our auditors’ report(s) thereon in a future private placement or other offering of equity or debt securities, you agree that we are under no obligation to re‐issue our report or provide consent for the use of our report in such a registration or offering document. We will determine, at our sole discretion, whether we will re‐issue our report or provide consent for the use of our report only after we have performed the procedures we consider necessary in the circumstances. If we decide to re‐issue our report or consent to the use of our report, we will be required to perform certain procedures including, but not limited to, (a) reading other information incorporated by reference in the registration statement or other offering document and (b) subsequent event procedures. These procedures will be considered an engagement separate and distinct from our audit engagement, and we will bill you separately. If we decide to re‐issue our report or consent to the use of our report, you agree that we will be included on each distribution of draft offering materials and we will receive a complete set of final documents. If we decide not to re‐issue our report or decide to withhold our consent to the use of our report, you may be required to engage another firm to audit periods covered by our audit reports, and that firm will likely bill you for its services. While the successor auditor may request access to our workpapers for those periods, we are under no obligation to permit such access. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and, therefore, we are not required to read the information contained in those sites or to consider the consistency of other information in the electronic site with the original document. We may issue preliminary draft financial statements to you for your review. Any preliminary draft financial statements should not be relied on or distributed. Engagement administration and other matters We expect to begin our audit in March 2016. We understand that your employees will prepare all confirmations, account analyses, and audit schedules we request and will locate any documents or invoices selected by us for testing. A list of information we expect to need for our audit and the dates required will be provided in a separate communication. We are available to perform additional procedures with regard to fraud detection and prevention, at your request, as a separate engagement, subject to completion of our normal engagement acceptance procedures. The terms and fees of such an engagement would be documented in a separate engagement letter. The workpapers supporting the services we perform are the sole and exclusive property of CLA and constitute confidential and proprietary information. We do not provide access to our workpapers to you or anyone else in the normal course of business. Unless required by law or regulation to the contrary, we retain our workpapers in accordance with our record retention policy that typically provides for a retention period of seven years. December 10, 2015 City of Stillwater Page 6 Pursuant to authority given by law or regulation, we may be requested to make certain workpapers available to the Minnesota Office of the State Auditor for their regulatory oversight purposes. We will notify you of any such request. Access to the requested workpapers will be provided to the regulators under the supervision of CLA personnel and at a location designated by our firm. Furthermore, upon request, we may provide copies of selected workpapers to such regulators. The regulators may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. Professional standards require us to be independent with respect to you in the performance of these services. Any discussion that you have with our personnel regarding potential employment with you could impair our independence with respect to this engagement. Therefore, we request that you inform us prior to any such discussions so that we can implement appropriate safeguards to maintain our independence and objectivity. Further, any employment offers to any staff members working on this engagement without our prior knowledge may require substantial additional procedures to ensure our independence. You will be responsible for any additional costs incurred to perform these procedures. Our relationship with you is limited to that described in this letter. As such, you understand and agree that we are acting solely as independent accountants. We are not acting in any way as a fiduciary or assuming any fiduciary responsibilities for you. We are not responsible for the preparation of any report to any governmental agency, or any other form, return, or report or for providing advice or any other service not specifically recited in this letter. Mediation Any disagreement, controversy, or claim (“Dispute”) that may arise out of any aspect of our services or relationship with you, including this engagement, shall be submitted to non‐binding mediation by written notice (“Mediation Notice”) to the other party. In mediation, we will work with you to resolve any differences voluntarily with the aid of an impartial mediator. The mediation will be conducted as specified by the mediator and agreed upon by the parties. The parties agree to discuss their differences in good faith and to attempt, with the assistance of the mediator, to reach an amicable resolution of the Dispute. Each party will bear its own costs in the mediation. The fees and expenses of the mediator will be shared equally by the parties. Any Dispute will be governed by the laws of the state of Minnesota, without giving effect to choice of law principles. Time limitation The nature of our services makes it difficult, with the passage of time, to gather and present evidence that fully and fairly establishes the facts underlying any Dispute. The parties agree that, notwithstanding any statute or law of limitations that might otherwise apply to a Dispute, any action or legal proceeding by you against us must be commenced within twenty‐four (24) months (“Limitation Period”) after the date when we deliver our final audit report under this agreement to you, regardless of whether we do other services for you relating to the audit report, or you shall be forever barred from commencing a lawsuit or obtaining any legal or equitable relief or recovery. December 10, 2015 City of Stillwater Page 7 The Limitation Period applies and begins to run even if you have not suffered any damage or loss, or have not become aware of the existence or possible existence of a Dispute. Fees Our fees for these services will be $33,573 (in accordance with our letter dated September 4, 2012). These fees include travel and other out‐of‐pocket costs such as report production, word processing, postage, etc…. The fee estimate is based on anticipated cooperation from your personnel and their assistance with preparing confirmations and requested schedules. If the requested items are not available on the dates required or are not accurate, the estimated fee for services will likely be higher. If significant additional time is necessary, we will provide detailed billing analysis of the additional hours and costs incurred. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. In accordance with our firm policies, work may be suspended if your account becomes 60 days or more overdue and will not be resumed until your account is paid in full. If we elect to terminate our services for nonpayment, our engagement will be deemed to have been completed even if we have not issued our report. You will be obligated to compensate us for all time expended and to reimburse us for all out‐of‐pocket expenditures through the date of termination. Other fees You also agree to compensate us for any time and expenses, including time and expenses of legal counsel, we may incur in responding to discovery requests or participating as a witness or otherwise in any legal, regulatory, or other proceedings that we are asked to respond to on your behalf. You and your attorney will receive a copy of every subpoena or request we are asked to respond to. You can control the costs of any discovery process or document request by informing us which requests you would like us to act on. Finance charges and collection expenses You agree that if any statement is not paid within 30 days from its date, the unpaid balance shall accrue interest at the monthly rate of one and one‐quarter percent (1.25%), which is an annual percentage rate of 15%. In the event that any collection action is required to collect unpaid balances due us, reasonable attorney fees and expenses shall be recoverable. Consent Consent to use financial information Annually, we assemble a variety of benchmarking analyses using client data obtained through our audit and other engagements. Some of this benchmarking information is published and released publicly. However, the information that we obtain is confidential, as required by ET Section 301 of the AICPA Code of Professional Conduct. Your acceptance of this engagement letter will serve as your consent to use of the City of Stillwater’s information in these cost comparison, performance indicator, and/or benchmarking reports. Subcontractors CLA may, at times, use subcontractors to perform services under this agreement, and they may have access to your information and records. Any such subcontractors will be subject to the same restrictions on the use of such information and records as apply to CLA under this agreement. December 10, 2015 City of Stillwater Page 8 Agreement We appreciate the opportunity to be of service to you and believe this letter accurately summarizes the significant terms of our engagement. This letter constitutes the entire agreement regarding these services and supersedes all prior agreements (whether oral or written), understandings, negotiations, and discussions between us. If you have any questions, please let us know. Please sign, date, and return the enclosed copy of this letter to us to indicate your acknowledgment and understanding of, and agreement with, the arrangements for our audit of your financial statements including the terms of our engagement and our respective responsibilities. Sincerely, CliftonLarsonAllen LLP Christopher G. Knopik, CPA, CFE Principal 612/397‐3266 Christopher.Knopik@CLAconnect.com Enclosure Response: This letter correctly sets forth the understanding of the City of Stillwater. Authorized governance signature: Title: Date: Authorized management signature: Title: Date: RESOLUTION 2015-225 RESOLUTION ADOPTING 2016 FEE SCHEDULE NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby adopts the following fee schedule and administrative citations fine schedule for 2016, effective January 1, 2016. I. COMMUNITY DEVELOPMENT FEES: PLANNING FEES AND ESCROWS The following fees are applicable for all requests submitted to the Heritage Preservation Commission, Planning Commission and/or City Council. Fee Technology Fee $25 Appeals $50 Pre-Development Applications For applications for Joint Board approval, the escrow amount will be dependent on project location, site condition and type of development. Escrow amounts listed herein are minimum requirements. Fee Escrow Annexation Permit 0-10 acres $1,000 10+ acres $2,000 Comp Plan Amend 0-5 acres $1,000 $500 6-40 acres $2,500 $5,000 41-80 acres $5,000 $5,000 over 80 acres $7,500 $20,000 Lot Line Adjustment $25 Planned Unit Development (PUD) Concept Plan 0-5 acres $3,000 $5,000 6-40 acres $5,000 $5,000 41-80 acres $7,500 $10,000 over 80 acres $10,000 $10,000 Final 0-5 acres $1,000 6-40 acres $2,000 41-80 acres $3,000 over 80 acres $5,000 2016 Fee Schedule Page 2 of 15 Subdivision Preliminary Plat 0-5 acres $500 + $100 per lot $2,500 6-40 acres $1,000 + $100 per lot $5,000 41-80 acres $2,000 + $100 per lot $7,500 over 80 acres $5,000 + $100 per lot $10,000 Final Plat 0-5 acres $500 6-40 acres $1,000 41-80 acres $2,000 over 80 acres $5,000 Resubdivision $150 Administrative Subdivision Tax Increment Financing App. Fee $75 $5,000 Zoning Amendment (text or map) 0-5 acres $500 $500 6-40 acres $2,500 $2,500 41-80 acres $5,000 $5,000 over 80 acres $7,500 $10,000 Planning and Zoning Use Permits For applications requiring an escrow, escrow amounts are dependent on project location, site condition and type of development. This is noted as ‘TBD,’ below. Fee Escrow Beekeeping Permit (2 year permit) $50 – Renewals without changes have no fee Renewal Chicken Keeping Permit (2 year permit) $50 – Renewals without changes have no fee Renewal Conditional/Special Use Permit Residential $200 Non-Residential $500 TBD Home Occupations Type I $25 Type II & Type III $200 Seasonal Outdoor Sales $25 $250 Renewal $25 2016 Fee Schedule Page 3 of 15 Misc. Planning and Zoning Permit and Applications Fence Permit $25 Sign Permit $50 Variance Residential $200 Non-Residential $500 TBD Zoning Letter $100 Bed & Breakfast Inspection $100 Certification of Compliance $100 Use Determination $500 Tree Cutting Permit $25 Heritage Preservation Commission Applications Design Review Permit $25 Site Alteration Permit $25 Demolition Demolition Permit $150 Demolition Designation Study $5,000 Infill Design Permit $150 II. BUILDING FEES: Contractor License (per year) $100 Contractor License Verification $5 Lead Certification/Verification $5 III. ENGINEERING FEES: An Escrow shall be established as indicated above to cover engineering and legal fees incurred by the City as part of the plan review. This is noted as ‘TBD,’ below. 1) The fee shall be doubled for after-the-fact permit applications. 2) The Uniform Building Code establishes a fee schedule for grading permits. Engineering Development Fees Fee Escrow AUAR Single Family $5,675/acre Multi-family/Commercial $11,350/acre Transportation Adequacy Fund (5/14/2015) See Ord 1076, Ex. B Trunk Sewer and Water Phase III Annexation $16,542/acre Long Lake East $9,297/acre Long Lake West $14,019/acre Middle Trunk A $5,909/acre Boutwell East $13,149/acre Park & Trail Fee See Ordinance 963 2016 Fee Schedule Page 4 of 15 Engineering Permits Grading Permit Residential $150 $1,500 Non-Residential $500 $5,000 Obstruction Permit (for two week period) $90 Right-of-Way Permit TBD Street Vacation $350 Additional Engineering Charges Sewer & Water Hookup Sanitary Sewer $3,966 Water $3,966 IV. FINANCE FEES: Assessment Searches $25.00 Assessment Roll Copy (each) $25.00 Mowing & Snow Removal Services In addition to contractual services. One time service call or first reoccurring service call $100.00 Second and each additional reoccurring service calls $50.00 NSF Checks or denial of ACH Fee Maximum allowed by law. Sanitary Sewer Rates - Per Quarter First Minimum Charge $42.00 Overage Charge $4.80 Penalty/Late Fee $25.00 Sign and Lighting - Per Quarter Residential $8.00 Non-Residential Based on acreage. Storm Water Rate - Per Quarter (approved by Res. 2014-087) $11.75 V. FIRE INSPECTION: Annual license for retail sales of consumer fireworks $100 Automatic fire extinguishing systems 1.2% of value, $100 minimum Fire alarm systems 1.2% of value, $100 minimum Open burning permit $15 Residential daycare and foster care inspection $50 2016 Fee Schedule Page 5 of 15 Tank removal permit $75 Yearly nuisance/false alarm fees* – Residential $0 1-2 $75 3-4 $150 5-6 $300 7-8 $400 9 + Yearly nuisance/false alarm fees* – Commercial $0 1-2 $90 3-4 $180 5-6 $360 7-8 $425 9 + *False alarm fees based on calendar year and per call basis. VI. MISC. ADMIN FEES Prepared Maps Black/White/Blue Line As-built Drawings (11 x 17) $10 minimum or $3 per page As-built Drawings (24 x 36) $10 minimum or $6 per page City Map (8.5 x 11) $2 City Map (11 x 17) $2 City Map (30 x 36) or copies of this size $12 Land Use Map (11 x 17) $4 Zoning (8.5 x 11) $2 Zoning (11 x 17) $4 Color Electronic Data Via e-mail* $15/each project plus staff time and postage Electronic Data Via USPS* $25/each project plus staff time and postage City Map (8.5 x 11) $2 City Map (11 x 17) $2 City Map (30 x 36) $24 Land Use Map (11 x 17) $7 Parcel & Topographic Maps Available through Washington County Zoning (8.5 x 11) $5 Zoning (11 x 17) $7 Zoning (36 x 48) $30 *Electronic data fee must be paid and license agreement signed before sending information. Publications/Minutes/Agendas: Budget Book $25 2016 Fee Schedule Page 6 of 15 City Code Book Unbound $100 Bound $125 Comprehensive Plan printed & bound $75 CD $15 Design Manual $5 Downtown Plan $10 Financial Report $50 Mailed agendas – per year $20 + Postage Mailed minutes – per year $60 + Postage Zoning Book $25 Other Services Copies (B/W) per side (8.5 x 11) .25¢ (8.5 x 14) .50¢ (11 x 17) .75¢ Copies (Color/Prints) per side (8.5 x 11) (1-5 pages) $2 (8.5 x 11) (6-50 pages) $1.75 (8.5 x 14) (1-5 pages) $2.50 (8.5 x 14) (6-50 pages) $2.25 (11 x 17) (1-5 pages) $3 (11 x 17) (6-50 pages) $2.75 Data on CD/DVD copies $15 (City meetings available on DVD through Valley Access Channels at 651-430-2921) Data Practices Research Deposit $300 Liquor & Tobacco Licenses* (PER YEAR): On-Sale $2,887.50 On-Sale Club $446.25 On-Sale Sunday $200 Off-Sale $200 On-Sale Wine $315 On-Sale Wine w/Strong Beer $477.75 On-Sale 3.2% Malt Liquor $162.75 Off-Sale 3.2% Malt Liquor $57.25 Brewer Tap Room $500 Brewer Off-Sale $200 Consumption & Display $250 & $250 to State *Public hearing required to change City license fees. Tobacco (PER YEAR) $250 Initial Tobacco Investigation Fee $250 2016 Fee Schedule Page 7 of 15 Initial Liquor Investigation Fee $300 Permit to consume $35 Annual Investigation(Liquor & Tobacco) $150 Temporary Liquor License Fee (12 per year – on- sale) $25 per day Temporary Liquor License Fee (3.2% unlimited) $25 per day Pawn Broker Fee: $5,000 plus $200 monthly fee for computer access charges VII. STILLWATER PARK FEES: All private individuals, religious institutions, and for-profit groups shall pay normal fees. The City does not charge not-for-profit groups and educational institutions to use City Parks, unless otherwise noted. The City does require a refundable damage deposit from ALL groups and persons renting parks facilities. Park Facilities (Picnic Shelters, Gazebos, Pergolas) $100 refundable damage deposit plus one of the following fees: $50/day for Stillwater city resident or $100/day for non-Stillwater city resident. Ball fields (for tournaments): $300 fee & refundable damage deposit $150 Preparation of Ball fields (Revised 1/20/15 per Resolution 2015-021): Lower Lily Lake field $20/game Upper Lily Lake field $15/game Public Works Field $15/game Lacrosse $20/application Football $25/application Soccer $20/application Baseball & Softball $15/game (all City Fields with the exception of Lower Lily Lake field which is $20/game) Park Open Space A $100 refundable damage deposit (i.e. weddings) - Non-Resident Fee of $50 Pioneer Park Bandshell and Lowell Park Amphitheater $100 refundable damage deposit and $125 fee for residents and nonresidents (anytime). All groups, including not-for-profit groups and educational institutions must pay to use the Bandshell and Lowell Park Amphitheater. 2016 Fee Schedule Page 8 of 15 Teddy Bear Park Building Rate Schedule A $100 refundable damage deposit per floor is required plus the following: Mon-Thurs Resident Non- Resident Non-profit Group For-Profit Group First 3 hrs. (1st floor) $50 $80 $50 $80 Add’l hour (1st floor) $15 $25 $15 $25 First 3 hrs. (2nd floor) $40 $60 $40 / $10* $60 Add’l hour (2nd floor) $10 $15 $10 / $5* $15 *Rate based on a minimum of 10 meetings per year with no food at the meeting. Fri-Sun Resident Non- Resident Non-profit Group For-Profit Group First 3 hrs. (1st floor) $90 $160 $90 $160 Add’l hour (1st floor) $25 $45 $25 $45 First 3 hrs. (2nd floor) $70 $125 $70 $125 Add’l hour (2nd floor) $20 $35 $20 $35 EVENTS & SPECIAL EVENTS: All groups, including not-for-profit groups and educational institutions must pay rental of amenities Event Application Fee $0 Special Event Application Fee $50 Special Event with Contract Application Fee $100 Event Impact Fee (if applicable) $500 $750 Refundable Damage Deposit Irrigation Deposit $750 Water Shut-off Key Deposit $50 Police Services (Resolution 2014-107) Police Dept. Personnel Overtime Rate – 2 hr. Minimum Police Reserves $15.00 per hour – 2 hr. Minimum Materials Barricade 4’ to 12’ $2/barricade/each day of event Barricade 4’ to 12’ with flasher $5/barricade/each day of event Type III Barricades $5/each day of event Drums $1/drum/each day of event Electrical use (Lowell Park) $20/per elec. box/ each day of event Electrical use (Parks, except Lowell Park) $10/each day of event Orange Fencing $2.50/lineal foot PD No Parking Signs $1/sign/each day of event Picnic Tables $10/table/each day of event Portable toilet – Handicapped $150/event/unit Portable toilets $60/event/unit Reflective Cones $1/cone/each day of event Refuse Collection Cost of staff time. Traffic Sign on stand $2/sign/each day of event Trash Containers $8/container/each day of event 2016 Fee Schedule Page 9 of 15 VIII. PARKING FEES: DOWNTOWN PARKING RENTAL RATES - PEAK SEASON (May through September) Weekday1 Weekend1 Lot 1 $15/day/space2 $15/day/space2 Lot 2 $9/day/space3 $9/day/space3 Other paved city lots $1.50/day/space4 $3/day/space4 Unpaved city lots $1/day/space4 $1.50/day/space4 On-street parking (except on Main St5) $9/day/space $9/day/space DOWNTOWN PARKING RENTAL RATES - OFF SEASON (October through April) Weekday6 Weekend6 All lots: 3 hours or less Free, but must be approved by Parking Commission Free, but must be approved by Parking Commission All lots : > 3 hours $1.50/day/space $1.50/day/space On-street parking (except on Main St. 5) $3/day/space $3/day/space 1 Peak season weekday = Monday through Wednesday; Peak season weekend = Thursday through Sunday 2 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $5; >4 but <8 hours = $10; more than 8 hours = $15 3 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $3; >4 but <8 hours = $6; more than 8 hours = $9 4 This rate applies whether the space is used (or reserved) for a partial or full day. 5 On-street parking spaces cannot be reserved on Main Street. 6 Off season weekday = Monday through Thursday; off season weekend = Friday through Sunday PERMIT PARKING (Surface Lots): Downtown Residental Permit parking per month per vehicle (24/7) $20 Downtown Business Permit parking per month per vehicle (no overnight parking) $20 2016 Fee Schedule Page 10 of 15 PARKING RAMP A. Hourly Parking (Available daily, except during events) 1. Single coupon purchase1 Standard rate is $3; coupon dispensed at entrance gate. Summer weekday rate is $3. Rate in effect May 1 to October 31. Weekdays are considered to be Monday through Thursday at 5:00 p.m. Summer weekend rate is $5; coupon dispensed at entrance gate. Rate in effect from May 1 to October 31. Weekend rate begins Thursday at 5:00 p.m. and ends Sunday at 8:00 p.m. 2. Bulk coupon purchase1 Hourly parking coupons can be purchased in advance at City Hall for a discounted rate, if purchasing at least 10 of them. A standard $3 coupon is reduced to $2.50 each. A summer weekend $5 coupon is reduced to $4.50 each. 1 All day to 2:30 a.m. B. Contract Parking 1. Business Hour Passes1 Minimum purchase of three months is required. Valid weekdays from 6 a.m. to 6 p.m. Pass for uncovered space (4th level) $10/month Pass for covered space (levels 1-3) $15/month Covered spaces, bulk rate (5 or more) $12/month Pass for covered reserved space $20/month After 6 p.m. hourly rates apply. 2. Extended Hours Business Passes1 Minimum purchase of three months is required. Hours vary according to type of pass: Covered reserved space Valid weekdays to 9 p.m. $23/month Hospitality Industry pass Valid daily to 6 a.m. next morning $20/month 1 $10 activation fee; $5 re-activation fee (if account goes inactive for a month or more); $5 for lost pass 2016 Fee Schedule Page 11 of 15 C. Residential Parking (No restriction on parking hours, i.e. 24/7/365) 25 residential passes available1 Minimum purchase of three months is required. 8 year-around passes for Rivertown Commons residents. $25/month each 17 parking passes available to any resident of the City.2 $35/month each $25/month each with State issued handicapped parking permit 1 $10 activation fee; $5 re-activation fee (if account goes inactive for a month or more); $5 for lost pass. 2These passes are sold on a first-come, first-served basis. No more than 25 passes can be sold at any one time. Parking before or after the permitted hours is subject to the flat fee for transient parking, or the event parking fee if that applies. D. Event Parking Summer weekend May 1st and October 31st 5:00 pm on Friday evening through Sunday evening at 8:00 pm Flat $5 Special Events Flat $10 Parking during events does not include overnight parking. Any vehicle parked at the event rate after 2:30 am will be subject to towing. IX. PARKING VIOLATIONS Any violation not preceded by another parking violation the prior 90 days $25 Any violation preceded by one parking violation within prior 90 days $20 Any violation preceded by two parking violations within prior 90 days $30 Added to fine if not paid within 10 business days of issuance $25 X. POLICE FEES: Administrative Citation Fees (see attached) Audio Copy $15 Bicycle License $1 Dog Impound $50 Resident and Non-Resident Dog Licenses - per year $10 Resident and Non-Resident Dog Licenses Replacement Tag $5 Dog – Potentially Dangerous $50 Dog – Dangerous $200 In-house statistical computer run $25 Kennel $250 Peddler Background Check per applicant and each representative $15 Police Reports $0 2016 Fee Schedule Page 12 of 15 Special vehicle license $100 State Accident Reports $0 Video Copy $40 Police Services (Resolution 2014-107) Activities that DO NOT fall under Events, Off-Duty Police Officers (paid directly to Officers) $40 per hr. 3 hour Minimum Police Reserves (paid directly to Reserves) $20 per hr. 3 hour Minimum XI. ST. CROIX VALLEY RECREATION CENTER RATES: Hourly Rates: Prime Time Non-Prime Time Summer Ice Rec Center Ice $185/hour $160/hour $150/hour Lily Lake Ice $180/hour $160/hour $150/hour Full Field Hours $270/hour $200/hour $200/hour Half Field House $170/hour $150/hour $150/hour Outdoor Field $20/hour $20/hour $20/hour Other Rates: Open Skating $4/child $5/adult Open Field $4/child $5/adult - XII. VIOLATIONS: ADMINISTRATIVE CITATIONS Fine Stillwater City Code Animal violations $50 Sec. 27-1-5 Animal – Wild or Dangerous Dog $200 City Code § 27-2 Automobile fenders $60 Minn. Stat. §169.734 Auxiliary lights $60 Minn. Stat. §169.56 Bee Keeping Violations $50 City Code § 27-3 Brakes $60 Minn. Stat. §169.67 Building Demolition Violations $100 per day City Code § 34-8 Bumpers, safeguards $60 Minn. Stat. §169.73 Chicken Keeping Violations $50 City Code § 31-514 (6) Certain lights permitted on old motor vehicles $60 Minn. Stat. §169.62 Clearance and marker lamps $60 Minn. Stat. §169.51 Composite beam $60 Minn. Stat. §169.61 Conducted on licensed premises/disorderly conduct, disorderly house, alcohol, etc. $50 Sec. 43-1 Minn. Stat. §609.72 Curfew $50 52-11 Disposal of Liquid Waste into Sewer System $100 per day City Code § 29-7 2016 Fee Schedule Page 13 of 15 Disposal of Flammable Waste into Sewer System $100 per day City Code § 29-8 Distribution of light $60 Minn. Stat. §169.60 Disturbing the peace $150 Sec. 52-1 Fail to stop at a stop sign/line $60 Minn. Stat. §169.30(b) Failure to obtain a license/registration (contractor, peddler, permit to consume (in parks), commercial fertilizer license, outdoor sales permit, vending permit) $25.00 per day City Code 41-4(3); 48-4; 35- 25(1) d; 41-67 Failure to obtain a Liquor or Tobacco License $100 per day City Code § 41-2 (3) Flares, flags, or reflectors required $60 Minn. Stat. §169.75 Garbage & Rubbish – Failure to abide Ordinance $25 per day City Code § 30-1-5 Garbage & Rubbish – Improper Storage $25 per day City Code § 30-1-5 Headlamps $60 Minn. Stat. §169.49 Horn, siren $60 Minn. Stat. §169.68 Identification lamps $60 Minn. Stat. §169.58 Lights for parked vehicles $60 Minn. Stat. §169.53 Lights on all vehicles $60 Minn. Stat. §169.55 Method of parking $50 Sec. 51-2 Motor vehicle noise limits $60 Minn. Stat. §169.693 Muffler $60 Minn. Stat. §169.69 Noise, noisy parties or gatherings Electronic sound system/audio equipment $100 $100 Sec. 38-2 Sec. 38-3 Number of lamps $60 Minn. Stat. §169.63 Open burning or leaves $100 Sec. 23-1, subd. 10 Possession of alcohol in public $75 Sec. 52-15 Prohibited lights; exceptions $60 Minn. Stat. §169.64 Prohibition; operating automobile with unsafe tires $60 Minn. Stat. §169.724 Projecting load; light or flag $60 Minn. Stat. §169.52 Public nuisance defined $75 Sec. 38-1, subd. 2 Public nuisances affecting health $75 Sec. 38-1, subd. 2(1) Public nuisances affecting peace and safety $75 Sec. 38-1, subd. 2(2) Public parks: hours of operation, permitted activities $50 Sec. 48-5 Public parks: prohibited acts $50 Sec. 48-2 Public urination (Ordinance 1065 – approved 05/06/2014) $50 Sec. 52-18 Rear lamps $60 Minn. Stat. §169.50 Rearview mirror $60 Minn. Stat. §169.70 Recreational vehicles violation $50 Sec. 51-7 Roller skates; skateboards $50 Sec. 51-8 Safety glass $60 Minn. Stat. §169.74 2016 Fee Schedule Page 14 of 15 Sign violations $75 Sec. 31-509 Slow-moving vehicle, sign required $60 Minn. Stat. §169.522 Snowmobiles $70 Sec. 51-6 Special & Conditional Use Permit Violations $250 per day City Code § 31-207 Specifications for lighting and other devices $60 Minn. Stat. §169.65 Speeding (1—9 mph over limit) $60 Minn. Stat. §169.14 State Building Code Violations $100 per day City Code § 33-1-4 Subdivision Ordinance Violations $100.00 City Code § 32-1 Swimming Pool Violations $100.00 per day City Code § 33-2 Tire surface; metal studs $60 Minn. Stat. §169.72 Unreasonable acceleration /exhibition of speed $60 City Code § 51-3 (2) Vehicle signals $60 Minn. Stat. §169.57 Warning lights $60 Minn. Stat. §169.59 Wheel flaps on truck and trailer $60 Minn. Stat. §169.733 Windshield $60 Minn. Stat. §169.71 Winter parking; snow emergencies $50 Sec. 51-5 Zoning Ordinance Violations $100 per day City Code § 30-102 ALCOHOL VIOLATIONS (Chapter 43, Sec. 43-134) 1st Offense 2nd Offense 3rd Offense* 4th Offense After hours display or consumption of alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation After hours sales of alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation Commission of a felony related to the licensed activity Revocation N/A N/A N/A Failure to take reasonable steps to stop person from leaving premises with alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation Illegal gambling on premises 3 day Suspension 6 day Suspension 9 day Suspension Revocation Refusal to allow City Inspectors or Police admission to inspect premises 5 day Suspension 15 day Suspension Revocation N/A 2016 Fee Schedule Page 15 of 15 Sale of Alcoholic Beverages while license is under suspension Revocation N/A N/A N/A Sale/purchase of alcoholic beverages to/by underage person $500 $750 & 3 day Suspension $1,000 & 9 day Suspension Revocation Sales of alcoholic beverage to obviously intoxicated person $500 $750 & 3 day Suspension $1,000 & 9 day Suspension Revocation *Look back period for multiple offenses is no more than 5 years. TOBACCO VIOLATIONS (Chapter 41, Sec. 41-2, Subd. 13(1)) 1st Offense 2nd Offense* 3rd Offense* Refusal to allow City Inspectors & Police admission to inspect premises $75 $200 $250 & Revocation Sale/purchase to/by underage person $75 $200 $250 & Revocation Unlawful Self Service Sale $75 $200 $250 & Revocation Unlawful Vending Machine $75 $200 $250 & Revocation All other tobacco violations $75 $200 $250 & Revocation *Same licensed premises within a 24 month period. Adopted by the City Council this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk i 1 1 Nila t e r , INF OIRTNELACE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 15, 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 December 1, 2015 regular and recessed meeting minutes V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Acknowledgement of Donations related to the Stillwater Christmas Tree VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 11. Resolution 2015-218, directing payment of bills 12. Resolution 2015-219 designation of additional depository for 2015 13. Possible approval of Laserfiche upgrade to Laserfiche Avante - MIS 14. Possible approval to carry over Capital Outlay Items: a) MIS b) Police (available Tuesday) c) Fire (available Tuesday) d) Library e) Plant City Hall f) Public Works (Streets, Sewer and Parks) g) Recreation Center 15. Resolution 2015-220, approving the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257 16. Resolution 2015-221, approving contract for mowing and snow removal with C Hassis and for cleanup services with MSP Outdoor Services 17. Resolution 2015-222, a resolution establishing the Bergstein Reuse Plan Committee 18. Resolution 2015-223, approving contract for demolition designation studies 19. Resolution 2015-224, approval of Wolf BierCycle annual license 20. Resolution 2015-225, approving 2016 Fee Schedule 21. Resolution 2015-226, approving engagement letter for auditing services (available Tuesday) 22. Resolution 2015-227, approval of First Amendment to Solid Waste and Recycling Agreement (2011-2015) 23. Resolution 2015-228, approval of contract between the City of Stillwater and Sand Creek Group, Ltd. 24. Resolution 2015-229, accepting work and ordering final payment for Downtown Parking Improvements (Project 2012-06) and Resolution 2015-230, accepting work and ordering final payment for 2014 Street Improvement Project (Project 2014-02) 25. Resolution 2015-231, approval of increase to railroad lease payment 26. Resolution 2015-232, acceptance of the Minnesota Amateur Sports Commission Mighty Ducks Grant 27. Possible approval of request to roll over the professional services budget for Community Development Department 28. Possible approval to purchase snow blower - Fire 29. Possible approval to purchase camera for sewer televising - Public Works 30. Possible approval to purchase 3 Surface Pros - MIS 31. Possible approval to purchase 2 Scanners - Finance & Police 32. Possible approval to purchase Malwarebeytes Anti-Malware software for City Computers - MIS 33. Possible approval to purchase Adobe Acrobat additional licenses - MIS IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. No Public Hearings X. UNFINISHED BUSINESS 34. Possible approval of 2nd reading of Ordinance 1084, amending the City of Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances and Summary of Ordinance for publication and a resolution of the Stillwater City Council directing the publication of an Ordinance by Title and Summary (2nd reading - Roll Call - Resolution - Roll Call ) 35. Possible Continuation of concept plan discussion for expansion of the Veterans' Memorial XI. NEW BUSINESS 36. Possible approval of Joint Powers Agreement with the City Board of Water Commissioners for Part-time Utilization of City of Stillwater's IT Department Employees (Resolution - Roll Call) 37. Possible approval of RFP for Police Station remodel design services XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 38. 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 December 1, 2015 REGULAR MEETING 4:30 P.M. Mayor Kozlowski called the meeting to order at 4:30 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Staff present: OTHER BUSINESS City Administrator McCarty City Attorney Magnuson Community Development Director Turnblad Finance Director Harrison City Planner Wittman Public Works Director Sanders Police Chief Gannaway Fire Chief Glaser City Clerk Ward Discuss scoping document for Bergstein Buildings Business Plan Advisory Committee Community Development Director Turnblad led discussion of a scoping document for the Bergstein Buildings Business Plan Committee. He stated the Committee's function would be to develop an operation plan for the future use of the Bergstein Warehouse and Shoddy Mill. City Planner Wittman reviewed the proposed make-up of the Committee and the expected timeline for the study, and that final plan adoption is expected by the end of July. Councilmember Weidner emphasized that all committee members should be aware that the plan will not be implemented unless funding is raised; and Ms. Wittman responded that the City has not budgeted the estimated $75,000 necessary for the specific plans to be developed. Community Development Director Turnblad added that each year, the City does capital improvement planning to determine what should be funded each year. Councilmember Menikheim noted the process seems overly complicated. He questioned whether the committee would really need six months to plan. Mayor Kozlowski stated that in his opinion, six months seems appropriate. Councilmember Weidner agreed that six months seemed reasonable, considering all the other planning issues the City is working on. City Planner Wittman explained that the process was developed this way to stay on schedule, and pointed out that the committee is a large group of people with very diverse interests. City Council Meeting December 1, 2015 Councilmember Polehna commented the six-month timeline seems reasonable, that his only concern is whether this is a real priority for the City, as he does not want other projects to suffer. Councilmember Menikheim indicated that he feels the Downtown Revitalization Committee should be added to the committee list. Ms. Wittman replied that since the Chamber is on the committee, she felt the Chamber would probably inform the Downtown Revitalization Committee. Councilmember Weidner commented he would like to make sure the Committee is strong enough to say "no," since there may be many organizations that will want a piece of the operation, and the Committee needs to be able to say that something will not work if it does not support or enhance the operation. Councilmember Polehna agreed, and added that interpretation is great, but he hoped organizations would not expect the City to pay for it all. City Planner Wittman remarked that the reuse study indicated that the likelihood of a revenue generator in this facility is very minimal. It is generally recognized that a lot of the work would be the responsibility of the property owner, the City. Ms. Wittman informed the Council that a resolution will be brought back to the Council to establish the committee based on the scoping document. In June a draft plan would be submitted to the Council, which would include summary rehabilitation recommendations. Update on Solid Waste & Recycling Contract City Clerk Ward explained that the City's current contract with Waste Management expires on December 31, 2015. Staff members have been in negotiations with Waste Management since June and will bring back the contract, with a resolution for the rates, for Council approval. The main change will be quantity limits on appliances and large bulk items. Discussion on Purchasing Policy City Administrator McCarty reviewed the current purchasing policy, in light of concerns expressed by Councilmembers. The question had been raised whether the current procedure for approval of the purchase of capital outlay items is necessary and/or required by City policy, or whether the City could manage its capital outlay purchases in a manner consistent with the purchasing procedure for other services, thereby only requiring City Council approval for purchase of budgeted capital items in excess of $50,000. This would be more efficient. Councilmembers voiced preference for the more efficient procedure, that avoided every single capital outlay purchase to come before the Council. City Administrator McCarty concluded that appropriate amendatory language and protocols for purchase of budgeted capital items would be drafted for review, and a resolution to amend the City's Purchasing Policy would be brought back to the Council. Discussion on Legislative Agenda City Administrator McCarty presented a preliminary list of possible legislative agenda items identified by Councilmembers and staff. It was determined that staff would review the legislative agendas of the League of Minnesota Cities, State Police Chiefs, and Fire Chiefs Associations, and Metro Cities to determine what may align with the City's interests. He asked Councilmembers to do the same thing in preparation for more discussion in January. Page 2 of 8 City Council Meeting December 1, 2015 STAFF REPORTS Police Chief Gannaway noted the Council that Toys for Tots are collected in the City Hall lobby and at the Police Department for drop off December 16. He and Fire Chief Glaser also reminded the community to make safe decisions during the holidays. Community Development Director Turnblad updated the Council on committees to be formed within the City. Over the next three months, the Council will see a list of volunteers and be asked to make selections for the Downtown Plan, Trail Plan, and Bergstein Operations Plan Committees. He encouraged Councilmembers to have any interested candidates contact him. Public Works Director Sanders reminded residents of odd -even parking and no parking from 2-6 a.m. downtown; also on garbage day, to put containers behind the curb to not interfere with snow plowing. RECESS The meeting was recessed at 5:28 p.m. 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 Finance Director Harrison 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 November 17, 2015 regular meeting minutes Motion by Councilmember Weidner, seconded by Councilmember Junker, to approve the November 17, 2015 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS DELEGATIONS & COMMENDATIONS Certificate of Appreciation: Liberty Homeowners Association Donation Councilmember Polehna awarded a Certificate of Appreciation to Liberty Homeowners Association for neighborhood activity that generated a donation for the Stillwater Beyond The Yellow Ribbon Program. Page 3 of 8 City Council Meeting December 1, 2015 OPEN FORUM Leslie Davis, 408 Third Street North, approached the Council about her assessed market value and resulting 33% tax increase. Mayor Kozlowski pointed out the City taxes are only one portion of the total tax increase. City Clerk Ward added that an open book meeting is held by Washington County, which does the assessing for Stillwater. City Administrator McCarty suggested Ms. Davis contact the County about the assessed value, and invited her to stay for the Truth in Taxation hearing covering the City's portion of property taxes. CONSENT AGENDA Resolution 2015-205, directing payment of bills Resolution 2015-206, final acceptance of work for Third Street Reconstruction Project (Project 2012-04) Resolution 2015-207, approving new wine and strong beer liquor license to 2Js LLC, DBA: The Meet Market Resolution 2015-208, approving Master Agreement for Minnesota Court Data Services for Governmental Agencies (Police Department) Resolution 2015-209, adopting delinquent sewer charges Project No. 0001 Resolution 2015-210, adopting delinquent garbage bill charges Project No. 0002 Resolution 2015-211, approval of 2016 Towing License for Stillwater Towing Resolution 2015-212, resolution approving Certificate of Completion, Release, and Conformity (Simonet Furniture) Councilmember Weidner asked City Attorney Magnuson if he should recuse himself from voting on Resolution 2015-212 and if the item needs to be pulled and voted on separately. City Attorney Magnuson responded that there is no conflict, as it is a non -controversial matter of clearing a conflict in the title. Motion by Councilmember Polehna, seconded by Councilmember Junker, 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 Possible adoption of resolution establishing the Trail Plan Advisory Committee Community Development Director Turnblad reviewed the proposed Resolution establishing the Trail Plan Committee, and asked for Council clarification on discussion points regarding formation of the Committee. Motion by Councilmember Menikheim to adopt a resolution establishing a Trail Advisory Committee. There was no second. Councilmember Polehna stated he thought the Parks Commission should function as the Trail Advisory Committee, because there is not a lot of Parks Commission business lately. Page 4 of 8 City Council Meeting December 1, 2015 Councilmember Junker suggested making the Trail Advisory Committee a subcommittee of the Parks Commission and incorporating it into the Parks Commission meetings over the next few months. He added that there appeared to be many people passionate about trails who could add valuable input, and that a separate subcommittee should be formed to include that input and not overload the Parks Commission. Councilmember Menikheim rescinded his motion and suggested changing the name of the Parks Commission to the Parks and Trails Commission. City Attorney Magnuson noted that it would take an ordinance amendment to change the Commission's name. Councilmember Weidner suggested leave the name Parks Commission and acknowledge that they also handle trail issues. He would not want a separate subcommittee. Councilmember Polehna agreed. He voiced that perhaps one person from each ward could be added to the Parks Commission, and then expand its purview to include trails. Mayor Kozlowski remarked that all those who gave comments during consideration of the Trail Plan should be invited to serve on the Committee. Councilmember Polehna added that the new group, Friends of Stillwater Trails, should be included. Councilmember Menikheim pointed out that this is really about the growth taking place in the City. Mayor Kozlowski stated it would require less staff time to simply add trails as an agenda item at the Parks Commission meetings, for now. Councilmember Menikheim concurred that the City could try a subcommittee and then if it does not work well, maybe it can grow into its own Commission. Councilmember Weidner stated the Parks Commission should come to the Council and report whether they can handle the addition of trails issues. It was the consensus of the Council, to request the Parks Commission, with Friends of Stillwater Trails invited to add input, and list trails as an agenda item on Parks Commission meetings. Possible adoption of resolution of findings related to the Bugbee appeal Community Development Director Turnblad updated the Council with the proposed Findings of Fact related to the Bugbee appeal. Motion by Councilmember Weidner, seconded by Councilmember Junker, to adopt Resolution 2015- 213, resolution adopting findings of fact, conclusions and order related to an appeal of administrative interpretation by Robert & Rachel Bugbee, located at 1427 Lydia Circle Case No. 2015-38. Update on 2015 System Statement Community Development Director Turnblad provided a letter from LisaBeth Barajas, manager of the Local Planning Assistance Department of the Metropolitan Council, that responded to Resolution 2015-203, which challenged the 2015 System Statement. He explained that the letter acknowledged the City's Resolution, and accepted the City's position that the Minar and McKusick Road North neighborhoods would not be included in the 5 unit per acre aggregate calculation for new development and redevelopment projects. Page 5 of 8 City Council Meeting December 1, 2015 Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2015-214, resolution accepting 2015 system statement and rescinding resolution 2015-203. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None NEW BUSINESS Presentation: Truth in Taxation and possible adoption of resolutions for 2015 Budget and Tax Levy City Administrator McCarty and Finance Director Harrison presented the 2016 Truth -in -Taxation budget, which included total operating revenues; 2016 proposed operating expenditures; and 2016 proposed property tax levy, that resulted in an increase of 6.093% over 2015. Mr. McCarty noted the property tax system and impacts on property owners. On a question by Councilmember Polehna if there is a way to get the levy increase under 6%, Mr. McCarty replied that it would require reduction of the levy by roughly $25,000; for instance, reduce the debt service portion of the levy by reducing the proposed budget in one of the program areas, such as street improvements. Motion by Councilmember Menikheim, seconded by Councilmember Junker, to adopt Resolution 2015-215, adopting the final budget and the commitment of certain revenue sources for the fiscal year 2016. Ayes: Councilmembers Menikheim, Junker, and Mayor Kozlowski Nays: Councilmembers Weidner and Polehna Motion by Councilmember Menikheim, seconded by Councilmember Junker, to adopt Resolution 2015-216, adopting the final tax levy for the year 2016. Ayes: Councilmembers Menikheim, Junker, and Mayor Kozlowski Nays: Councilmembers Weidner and Polehna Possible approval of first reading of Ordinance 1084, amending the Stillwater City Code Chapter 29, Sewers and Chapter 32, Nuisances Public Works Director Sanders informed the Council that the City's consultant, WSB, reviewed the City of Stillwater's ordinances and identified areas that have deficiencies in the area of Minimum Control Measure (MCM) III, which deals with Illicit Discharge Detection & Elimination according to the new requirements of the MS4 General Permit. Illicit discharge is generally defined as any non -storm water drains into the City's storm sewer system. Mr. Sanders summarized changes required to bring the City's ordinances into compliance with the new requirements of the MS4 General Permit. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to approve first reading of Ordinance 1084, amending the Stillwater City Code to comply with current requirements of the Municipal Separate Storm Sewer System (MS4) General Permit. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None Page 6 of 8 City Council Meeting December 1, 2015 Possible approval of cleaning services proposal for City Hall and Public Works City Administrator McCarty informed the Council that the current contract with Dan Clark expires on December 31, 2015. RFPs were sent to 27 vendors, resulting in six proposals for a one- year contract. The lowest responsible bidder is with Plymouth Ridge Inc., DBA Coverall Twin Cities in the amount of $27,744. Staff recommends that the proposal from Plymouth Ridge Inc., DBA Coverall Twin Cities be accepted. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2015-217, accepting the Plymouth Ridge Inc., dba Coverall Twin Cities proposal and awarding contract for City Hall and Public Works cleaning services. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None COMMUNICATIONS/REQUESTS There were no communications/requests. COUNCIL REQUEST ITEMS There were no council request items. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting at 8:22 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2015-205, directing payment of bills Resolution 2015-206, final acceptance of work for third street reconstruction project (Project 2012-04) Resolution 2015-207, approving new wine and strong beer liquor license to 2Js LLC, DBA: the Meet Market Resolution 2015-208, resolution approving master agreement for Minnesota court data services for governmental agencies (Police Department) Resolution 2015-209, adopting delinquent sewer charges Project No. 0001 Resolution 2015-210, adopting delinquent garbage bill charges Project No. 0002 Resolution 2015-211, renewal of towing license for 2016 Resolution 2015-212, resolution approving certificate of completion, release, and conformity (Simonet Furniture) Resolution 2015-213, resolution adopting findings of fact, conclusions and order related to an appeal of administrative interpretation by Robert & Rachel Bugbee, located at 1427 Lydia Circle Case No. 2015-38 Page 7 of 8 City Council Meeting December 1, 2015 Resolution 2015-214, resolution accepting 2015 system statement and rescinding resolution 2015-203 Resolution 2015-215, adopting the final budget and the commitment of certain revenue sources for the fiscal year 2016 Resolution 2015-216, adopting the final tax levy for the year 2016 Resolution 2015-217, accepting the Plymouth Ridge Inc., dba Coverall Twin Cities proposal and awarding contract for City Hall and Public Works cleaning services Page 8 of 8 EXHIBIT "A" TO RESOLUTION #2015-218 Page 1 LIST OF BILLS 1ST Line/Leewes Ventures LLC Accela Inc Ace Hardware Action Rental Inc. AIR Corval Constructors Al's Coffee Company Arrow Hockey and Sport ASI Signage Innovations Astleford International AutoNation Babcock Matt Becker Fire Safety Services LLC Bernicks Board of Water Commissioner Boyer Trucks Carquest Auto Parts Center for Professional Development Centro Print Solutions Century Link Century Power Equipment City View Electric Inc. Clark Dan Coca-Cola Refreshments Comcast Compass Minerals America Inc CoStar Realty Information Inc Dakota County Technical College ECM Publishers Emergency Automotive Mobile Unit Enterprise FM Trust Fastenal Company Felsch Chris FleetPride Frontier Ag & Turf G & K Services Geier Maureen Goodyear Commercial Tire Gopher State One Call Inc. Granicus Inc Hardrives Inc. Holiday Companies Holiday Credit Office Hotsy Equipment of Minnesota Ice Skating Institute Innovative Office Solutions LLC Concession snacks Annual Maint Supplies Equipment rental Equipment repair Coffee for concessions Concession supplies Restroom signs Filters Vehicle repairs Reimburse for work boots Fire extinguisher services Beverages for concessions WAC Charges Equipment repair supplies Equipment repair supplies Training credits & seminars W2 & 1099 forms Telephone Snow blowers Annual alarm monitoring 2016 Cleaning services Beverages for concessions Internet & Voice Road salt Property professional Defencive driving - snow plow class Publications Automotive equipment Lease vehicles Fleet repair supplies Reimburse for shotgun purchases Supplies Equipment repair supplies Mats & uniforms Reimburse for mileage Tires Tickets Qtrly web streaming service - 1st qrt 2016 Downtown Parking Lot & 2014 Street Project Vehicle washes Fuel Building repair charges Skater memberships Coffee 617.30 22,667.97 785.23 862.00 2,113.03 904.25 118.69 427.36 214.64 3,110.98 134.95 606.00 543.40 1,287.00 187.06 260.39 774.00 196.32 403.69 647.42 288.00 2,360.84 446.40 229.70 28,549.56 345.08 800.00 63.70 249.69 3,828.24 83.69 7,230.77 545.08 339.86 1,279.59 73.60 524.60 259.75 1,086.00 30,630.02 135.00 11.54 2,932.83 832.00 23.98 EXHIBIT "A" TO RESOLUTION #2015-218 International Code Council J.H. Larson Company Jefferson Fire and Safety Inc. Jimmys Johnnys Inc. KLBB Radio KorTerra Inc. Kuckler Nancy Lake Elmo Oil Inc Loffler Companies Mansfield Oil Company Marshall Electric Company Melstrom Jeff Menards Mercury Technologies of MN Metro Area Mgmt Association Metropolitan Council Minnesota Wanner Co. MN Pollution Control) Agency MnFIAM Book Store MWOA Nardini Fire Equipment National Neighborhood Watch Institute Northland Gas Equipment Nuss Truck & Equipment Office Depot On Site Body Armor O'Reilly Auto Parts Pepsi Beverages Company Pereboom Jesse Quill Corporation Regency Office Products LLC Rehn Code Consulting Services Ryan Riedell Shoes Inc. Riffs Smokehouse Rose City Sign Company Siegfried Constuction Company George Simplex Grinnell LP Sivigny Donald J Southwest News Media Sprint PCS St. Croix Recreation Fun Playgrounds Standard Spring Parts Streichers SW/WC Service Cooperatives T.A. Schifsky and Sons Thai Basil Inc The Free Press Membership 2016 & Code Supplies Turn out gear Portable restroom rental Broadcasting for fireworks Ticket splitting service fee Refund for ramp vouchers Fuel Network computer support Fuel Lift station repairs Reimburse for work boots Industrial fan, garage door & other supplies Flourescent Tamp recycling Seminar Wastewater Charge & Monthly SAC Equipment repair supplies Certification fee Fire inspector MWOA section meeting Equipment repair supplies Aluminum street signs Forklift cylinder Equipment repair supplies Ofice supplies Patrol Bat Shield Supplies Beverages for concessions Reimburses Paper Wastebasket Plan review Skates Pulled pork for concessions Hang holiday deco across main Shore up old mill building Equipment repairs Plan Review Publication - HPC Training Program Cell phone Receptacle Equipment repair Uniform supplies Retiree Health Insurance 2016 & COBRA Fine asphalt Refund overpayment Publication - HPC Training Program Page 2 411.00 3,498.37 12,067.18 146.67 500.00 800.00 55.00 14.43 1,511.25 12,213.19 464.00 149.95 2,447.25 137.50 20.00 194,414.80 50.78 45.00 90.00 80.00 146.03 68.00 847.00 687.80 351.44 2,212.50 86.74 603.76 140.35 179.94 5.01 4,600.51 574.78 105.60 350.00 2,350.00 1,857.22 1,109.43 94.43 96.18 1,189.00 1,566.28 170.46 54,231.08 575.00 150.00 63.24 EXHIBIT "A" TO RESOLUTION #2015-218 Thomas Kim Thomson Reuters Thorstad Kristen Titan Machinery Shakopee Toll Gas and Welding Supply Total Parking Solutions Inc. Trans Union LLC Truck Utilities Inc. Upholstery Specialties of MN Verizon Wireless Young Dan Zacks Inc. Zayo Enterprise Ziegler Inc. LIBRARY 3M Ace Hardware Baker and Taylor Bertalmio Lynne Blocher Carolyn Brodart Co Cengage Learning Culligan of Stillwater Cybrarian Corporation G & K Services Hedin Sue Midwest Tape Mimi's Motifs Quill Corporation Recorded Books Inc Stillwater Public Library Foundation Toshiba Business Solutions Washington County Library LIBRARY CREDIT CARDS Amazon.com Dreamhost Lithographs.com Starbucks Stillwater Post Office Yoga classes November Information Charges Reimburse for online training Equipment repair supplies Cylinders Receipt paper for parking terminals Information Charges Plow blades Truck seat repair springs Police Mobile Broadband Reimburse for work boots Equipment Phone Equipment repair 3M Sorter Maintenance Contract Janitorial Supplies Materials Staff Reimbursement - Mileage Staff Reimbursement - Mileage Materials Materials Water Cybrarian Software Renewal Towles & Rugs Programming Materials Supplies Supplies Materials SPLF November CC Reimbursement Maintenance Contract Materials Library materials Tech support M isc Staff Recognition Postage Page 3 87.00 125.00 500.00 18.73 40.68 339.00 35.00 1,068.00 600.00 594.24 284.98 531.60 500.15 391.13 9,000.00 78.60 1,316.93 15.64 47.95 1,671.56 3,713.00 70.05 349.95 82.54 59.98 1,994.58 160.00 273.89 1,150.20 400.00 83.43 4,680.85 163.26 19.95 29.00 35.00 117.72 RESOLUTION 2015-219 DESIGNATION OF ADDITIONAL DEPOSITORY FOR 2015 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the following is hereby designated as an additional City depository for the year 2015: Oppenheimer Adopted by the City Council this 15th day of December, 2015 Ted Kozlowski, Mayor Attest: Diane F. Ward, City Clerk STAFF REQUEST ITEM Department: MIS Date: 12/11/15 DESCRIPTION OF REQUEST (Briefly outline what the request is) Upgrade of Laserfiche version 9 to Laserfiche Avante. This is the latest upgrade of Laserfiche that has been available for 3 years. We have not upgraded because the change in licensing made it an expensive upgrade. They are running a promotion on licenses through the end of the year. In order to be eligible we have commit to the upgrade before the end of the year. However, the actual upgrade will be implemented and paid for in 2016. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Total cost of the upgrade will be $ 22,980.21. This has been budgeted in the 2016 Capital Outlay budget. ADDITIONAL INFORMATION ATTACHED Yes X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman Date: 12/11/15 4 r'T!F DIGITAL Estimate TAKE INFORMATION FURTHER` 2000 O'Neil Road Suite 150 Hudson, WI 54016 Name / Address City of Stillwater Attn: Diane Ward 216 4th Street N Stillwater, MN 55082 Item Date Estimate # 11/30/2015 6095 Cities Digital, Inc. 2000 O'Neil Road Suite 150 Hudson, WI 54016 P.855.714.2800 F.866.592.7343 E.sales@citiesdigital.com Rep Description Qty Cost Total NEW AVANTE SOFTWARE MSE30 Laserfiche Avante MS SQL Server 1 5,000.00 5,000.00T MNFO5 Laserfiche Avante Full Named User 36 500.00 18,000.00T MFRM Laserfiche Avante Forms 36 50.00 1,800.00T MSM60 Laserfiche Avante Records Management Module 1 6,000.00 6,000.00T MCS01 Laserfiche Avante ScanConnect 1 165.00 165.00T MCQ01 Laserfiche Avante Quick Fields 1 595.00 595.00T MCQC3 Laserfiche Avante Zone OCR Validation Package 1 2,795.00 2,795.00T MCQC4 Laserfiche Avante Barcode Validation Package 1 1,695.00 1,695.00T MCQC5 Laserfiche Avante Real Time Look Up Validation 1 595.00 595.00T Package MPP1 Laserfiche Starter Public Portal (10) 1 15,000.00 15,000.00T UNITED SOFTWARE TRADE-IN S30 Laserfiche United Server for MS SQL -1 6,600.00 -6,600.00T QF -C4 Laserfiche Bar Code and Validation Package -1 1,695.00 -1,695.00T includes Bar Code, 2D Bar Code and Pattern Matching FX Laserfiche Full User United (E-mail & Snapshot -9 750.00 -6,750.00T included) RX Laserfiche Retrieval User United (E-mail included) -27 22.25 -600.75T QF -1 Laserfiche ScanConnect -1 165.00 -165.00T QF Laserfiche Quick Fields -1 495.00 -495.00T QF -05 Laserfiche Real Time Lookup and Validation -1 595.00 -595.00T Package includes Real Time Lookup and Pattern Matching RM2 Laserfiche Records Management Module -1 6,000.00 -6,000.00T 97830 Laserfiche WebLink -1 7,995.00 -7,995.00T QF -C3 Laserfiche Zone OCR and Validation Package -1 2,795.00 -2,795.00T includes Zone OCR and Pattern Matching NEW AVANTE ANNUAL SUPPORT AND UPDATES Subtotal Sales Tax (0.0%) Total Page 1 DIGITAL TAKE INFORMATION FURTHER' 2000 O'Neil Road Suite 150 Hudson, WI 54016 Name / Address City of Stillwater Attn: Diane Ward 216 4th Street N Stillwater, MN 55082 Item Estimate Date Estimate # 11/30/2015 6095 Cities Digital, Inc. 2000 O'Neil Road Suite 150 Hudson, WI 54016 P.855.714.2800 F.866.592.7343 E.sales@citiesdigital.com Rep Description Qty Cost Total MSE3OB Laserfiche Avante MS SQL Server Annual 1 1,000.00 1,000.00T Maintenance MNFO5B Laserfiche Avante Full Named User Annual 36 100.00 3,600.00T Maintenance MFRMB Laserfiche Avante Forms Annual Maintenance 36 10.00 360.00T MSM6OB Laserfiche Avante Records management Module 1 1,200.00 1,200.00T Annual Maintenance MCSO1B Laserfiche Avante ScanConnect Annual 1 33.00 33.00T Maintenance MCQ01 B Laserfiche Avante Quick Fields Annual Maintenance 1 120.00 120.00T MCQC3B Laserfiche Avante Zone OCR Validation Package 1 560.00 560.00T Annual Maintenance MCQC4B Laserfiche Avante Barcode Validation Package 1 340.00 340.00T Annual Maintenance MCQC5B Laserfiche Avante Real Time Look Up Validation 1 120.00 120.00T Package Annual Maintenance MPP1 B Laserfiche Starter Public Portal Annual Maintenance 1 3,000.00 3,000.00T UNITED ANNUAL SUPPORT AND UPDATES TRADE-IN S3B Laserfiche Server for MS SQL Annual Maintenance -0.68 1,450.00 -986.00T QF-C4B Laserfiche Bar Code and Validation Package -0.68 340.00 -231.20T includes Bar Code, 2D Bar Code and Pattern Matching Annual Maintenance FXB Laserfiche Full User United (E-mail & Snapshot -6.14 150.00 -921.00T included) Annual Maintenance RXB Laserfiche Retrieval User United (E-mail included) -18.42 60.00 -1,105.20T Annual Maintenance QF -1B Laserfiche ScanConnect Annual Maintenance -0.68 33.00 -22.44T QFB Laserfiche Quick Fields Annual Maintenance -0.68 120.00 -81.60T Subtotal Sales Tax (0.0%) Total Page 2 DIGITAL L Estimate TAKE INFORMATION FiIATHER" 2000 O'Neil Road Suite 150 Hudson, WI 54016 Name / Address City of Stillwater Attn: Diane Ward 216 4th Street N Stillwater, MN 55082 Item Date Estimate # 11/30/2015 6095 Cities Digital, Inc. 2000 O'Neil Road Suite 150 Hudson, WI 54016 P.855.714.2800 F.866.592.7343 E.sales@citiesdigital.com Rep Description Qty Cost Total QF -05B Laserfiche Real Time Lookup and Validation -0.68 120.00 -81.60T Package includes Real Time Lookup and Pattern Matching An RM2B Laserfiche Records Management Module Annual -0.68 1,200.00 -816.00T Maintenance 97830UB Laserfiche WebLink Annual Support -0.68 1,590.00 -1,081.20T QF-C3B Laserfiche Zone OCR and Validation Package -0.68 560.00 -380.80T includes Zone OCR and Pattern Matching Annual Maintenance SERVICES CD6000 Gold - Advanced Service Package (40hrs) 1 6,400.00 6,400.00 DISCOUNTS - Q2 2015 Discounts (Expires 1/1/2016) MNFO5 Laserfiche Avante Full Named User -12 500.00 -6,000.00T Page 3 Subtotal $22,980.21 Sales Tax (0.0%) $0.00 Total $22,980.21 MEMORANDUM To: Mayor and Council From: Rose Holman, IT Manager Date: December 11, 2015 Subject: Rollover of Unexpended 2015 Capital Outlay (5310) Funds This memo is to request Council approval to rollover unexpended 2015 Capital Outlay funds. I am requesting rollover for the 5310 account (MIS computer equipment) for all departments. 100 — 4020 MIS $ 44,712.00 Upgrade to network infrastructure 100 — 4030 Finance $ 16,800.00 Printer/Software upgrades 100 — 4060 Police $ 5,260.00 Recorder upgrades 100 — 4080 Inspections $ 10,383.00 Online permitting/tablets 100 — 4100 Streets $ 1,837.00 Scanner (shared cost) 202 — 4202 SCV Rec Ctr $ 1,300.00 POS Terminal 240 — 4240 Parks $ 2,740.00 Computer/Scanner (shared cost) 700 — 4700 Sewer $ 3,297.00 Tablet/Scanner (shared cost) 710 — 4710 Signs $ 997.00 Computer 720-4720 Parking $ 17,000.00 New Ticketing Software These are the amounts that I am requesting to rollover from each department for 2015. Most of these amounts are for ongoing projects that we did not get completed in 2015. However, some of these amounts will be reallocated as needed for 2016. I will provide Finance with the reallocation amounts. STILLWATER PUBLIC LIBRARY To: Mayor and City Council From: Lynne Bertalmio, Library Director Re: Rollover of 2015 Capital Funds December 9, 2015 At its regular meeting on December 8, 2015, the Board of Trustees passed a motion requesting that the City Council roll the following 2015 capital funds into 2016. A number of projects identified for 2015 would best be accomplished in 2016 when combined with approved 2016 capital funds. As an example, both the 2015 and 2016 budgets include funds for new data projectors for meeting rooms. We think that we may be able to get better pricing by combining the two projects. Also, bids received for building improvements exceed the 2015 capital budget and must be combined with the 2016 budget to accomplish. • Rollover $9,407 in Operations Capital from 2015 to 2016. • Roll over $18,037 in Plant Capital from 2015 to 2016. i!iwatr Administration Date: December 8, 2015 TO: Mayor and Council FROM: Tom McCarty, City Administrator SUBJECT: Plant City Hall Capital Outlay Rollover Items Staff requests Council approve the rollover of the following funds from 2015 to 2016: Plant -City Hall: Improvements - $26,900 Machinery/Equipment - $15,000 Misc. Building Improvements - $25,000 Total Plant -City Hall Capital Outlay Rollover Request = $66,900 MEMORANDUM TO: Mayor and City Council FROM: Tim Moore, Public Works Superintendent DATE: December 9, 2015 SUBJECT: Carry Over of 2015 Capital Outlay Items DISCUSSION: Staff requests that Council approve carryover of 2015 capital outlay into 2016 that was unspent for 2015. Streets Department CIO Machinery & equipment $206,966 Replacement of two front plow hitches on medium duty trucks Reserve funds to purchase a new tandem axle plow truck in 2016 Sewer Department C/O improvements Lift station upgrades for Myrtle, Mid Oaks Lift Station Generator replacement at Aiple and Brick Street Lift station $224,663 CIO machinery & equipment $381,344 Purchase of a new sewer vac/jetter C/O automotive equipment $65,000. Purchase of a new sewer utility truck with tool box and crane. Parks Department CIO Improvements Rehab interior —Lily Lake Bathrooms Landscaping Lowell Park Parks building demo. RECOMMENDATION: Staff recommends that Council approve the carry-over of the above capital outlay items. $38,960 i!iwatr Administration Date: December 8, 2015 TO: Mayor and Council FROM: Doug Brady, St. Croix Valley Recreation Center Manager SUBJECT: Rollover of Capital Outlay Items Staff requests Council approve the rollover of the following funds from 2015 to 2016: St. Croix Recreation Center: Roof Top Units $15,000 Dehumidifier $15,000 Make up air units $15,000 Zamboni left over $10,533.60 Total St. Croix Valley Recreation Center Capital Outlay Rollover Request = $55,533.60 illwater Administration TO: Mayor and City Council Members FROM: Tom McCarty, City Administrator DATE: December 8, 2015 SUBJECT: Labor Agreement Between City of Stillwater and Law Enforcement Labor Services Police Officers (Local 257) BACKGROUND The City of Stillwater and LELS 257 (Police Officers) have concluded negotiations for a successor labor agreement for 2015 and 2016 and the LELS 257 membership has voted to approve the agreement. Changes in the contract language include: Contract duration - 2 year agreement, January 1, 2015 through December 31, 2016; Wages - 3% increase - 2015; 3% increase - 2016; Health Insurance - Retain employer contribution for 2015, increase employer contribution for family plan by $20 for 2016; Uniform Allowance - Provides officer uniform allowance within budgeted department uniform allocation; Shift Differential - Employees are eligible for $.50/ hour shift differential between hours of 8:00 PM and 6:00 AM; Longevity - Increase longevity dollar amounts effective January 1, 2016; Overtime - Adding clarifying language to this clause; Savings and Insurance Clauses - Includes language in the Savings Clause and the Insurance Clause regarding the Affordable Care Act (ACA) - in the event provisions of the contract are found in non-compliance with the ACA via court actions, legislation or administrative rulings, the parties will meet to bargain over alternative provisions to comply with the ACA; Deleted Clauses - Antiquated sick leave and longevity clauses deleted from contract; POLICY - Comp Time - Modify allowable comp time accrual from 40 to 60 hours. RECOMMENDATION The proposed Labor Agreement between the City of Stillwater and LELS 257 is consistent with direction from City Council for labor negotiations. The LELS 257 membership has approved the 2015-2016 labor agreement. Increased contract costs are included in the approved 2015 budget and are included in the proposed 2016 budget. Therefore, staff recommends adoption of a resolution entitled "Approving the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257." RESOLUTION 2015-220 APPROVING THE 2015-2016 LABOR AGREEMENT BETWEEN THE CITY OF STILLWATER AND LELS POLICE OFFICERS LOCAL 257 BE IT RESOLVED, by the City Council of Stillwater, MN that the 2015-2016 Labor Agreement between the City of Stillwater and LELS Police Officers Local 257, as on file with the City Clerk is hereby approved with the following changes: Contract duration - 2 year agreement, January 1, 2015 through December 31, 2016; Wages - 3% increase - 2015; 3% increase - 2016; Health Insurance - Retain employer contribution for 2015, increase employer contribution for family plan by $20 for 2016; Uniform Allowance - Provides officer uniform allowance within budgeted department uniform allocation; Shift Differential - Employees are eligible for $.50/ hour shift differential between hours of 8:00 PM and 6:00 AM; Longevity - Increase longevity dollar amounts effective January 1, 2016; Overtime - Adding clarifying language to this clause; Savings and Insurance Clauses - Includes language in the Savings Clause and the Insurance Clause regarding the Affordable Care Act (ACA) - in the event provisions of the contract are found in non-compliance with the ACA via court actions, legislation or administrative rulings, the parties will meet to bargain over alternative provisions to comply with the ACA; Deleted Clauses - Antiquated sick leave and longevity clauses deleted from contract. POLICY - Comp Time - Modify allowable comp time accrual from 40 to 60 hours. BE IT FURTHER RESOLVED that the Stillwater City Council authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of the City of Stillwater this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk LABOR AGSEMEN T BETWEEN THE CITY OF STILL ATE AND LAW ENFORCEMENT LABOR SER ICES, INC. (LOCAL NO. 257) January 119 2015 through December 31, 2016 TABLE OF CONTENTS ARTICLE PAGE ARTICLE 1 PURPOSE OF AGREEMENT , 3 ARTICLE II RECOGNITION 3 ARTICLE III DEFINITIONS 3 ARTICLE IV EMPLOYER SECURITY 4 ARTICLE V EMPLOYER AUTHORITY 4 ARTICLE VI UNION SECURITY 4 ARTICLE VH EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE 4 ARTICLE VIII SAVINGS CLAUSE 7 ARTICLE IX SENIORITY 7 ARTICLE X DISCIPLINE 7 ARTICLE XI CONSTITUTIONAL PROTECTION 8 ARTICLE XII OVERTIME 8 ARTICLE XIII COURT TIME 8 ARTICLE XIV CALL BACK TIME 8 ARTICLE XV WORKING OUT OF CLASSIFICATION 9 ARTICLE XVI SICK LEAVE 9 ARTICLE XVII SEVERANCE PAY 10 ARTICLE XVIII HOLIDAYS 10 ARTICLE XIX VACATION 11 ARTICLE XX UNIFORMS 11 ARTICLE XXI INSURANCE 11 ARTICLE XXII LONGEVITY/EDUCATIONAL INCENTIVE 12 ARTICLE XXIII UNION STEWARD 12 ARTICLE XXIV MILITARY LEAVE 12 ARTICLE XXV WAIVER 12 ARTICLE XXVI HOURS OF EMPLOYMENT 13 ARTICLE XXVII SHIFT DIFFERENTIAL 13 ARTICLE XXVIII DURATION 13 ARTICLE XXIX K-9 OFFICER 13 APPENDIX A 14 APPENDIX B 15 LELS (Local No. 257) Labor Agreement Page 2 of 15 LABOR AGREEMENT BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. (LOCAL NO. 257) ARTICLE I PURPOSE OF AGREEMENT This AGREEMENT is entered into as of January 1, 2015 between the City of Stillwater, hereinafter called the EMPLOYER, and Law Enforcement Labor Services, Inc. (Local No. 257), hereinafter called the UNION. It is the intent and purpose of this AGREEMENT to: 1.1 Assure sound and mutually beneficial working and economic relationships between the parties hereto; 1.2 Establish procedures for the resolution of disputes concerning this AGREEMENT'S interpretation and/or application; and 1.3 Place in written form the parties' agreement upon the terms and conditions of employment for the duration of the AGREEMENT. ARTICLE II RECOGNITION 2.1 The EMPLOYER recognizes the UNION as the exclusive representative, under Minnesota Statutes, Section 179A.03, Subd. 8, for all police personnel in the following job classifications: POLICE OFFICER JUVENILE OFFICER INVESTIGATOR NARCOTICS OFFICER 2.2 In the event the EMPLOYER and the UNION are unable to agree as to the inclusion or exclusion of a new or modified job class, the issue shall be submitted to the Bureau of Mediation Services for determination. ARTICLE III DEFINITIONS 3.1 UNION: Law Enforcement Labor Services, Inc. 3.2 UNION MEMBER: A member of the Law Enforcement Labor Services (Local No. 257). 3.3 EMPLOYEE: A member of the exclusively recognized bargaining unit. 3.4 DEPARTMENT: The City of Stillwater Police Department. 3.5 EMPLOYER: The City of Stillwater. 3.6 CHIEF: The Chief of the City of Stillwater Police Department. 3.7 UNION OFFICER: Officer elected or appointed by Law Enforcement Labor Services, Inc. (Local No. 257). 3.8 OVERTIME: Work performed at the express authorization of the EMPLOYER in excess of the employee's scheduled shift. 3.9 SCHEDULED SHIFT: A consecutive work period including two rest breaks and a lunch break. LELS (Local No. 257) Labor Agreement Page 3 of 15 3.10 REST BREAKS: A period during the scheduled shift during which the employee remains on continual duty and is responsible for assigned duties. 3.11 LUNCH BREAKS: A period during the scheduled shift during which the employee remains on continual duty and is responsible for assigned duties. 3.12 PROBATIONARY PERIOD: Newly hired employees shall serve a probationary period of one year (12 months from the date of hire). Probationary employees maybe terminated at the sole discretion of the EMPLOYER. ARTICLE IV EMPLOYER SECURITY The UNION agrees that during the life of this AGREEMENT it will not cause, encourage, participate in or support any strike, slow -down or other interruption of or interference with the normal functions of the EMPLOYER. ARTICLE V EMPLOYER AUTHORITY 5.1 The EMPLOYER retains the full and unrestricted right to operate and manage all manpower, facilities and equipment; to establish functions and programs; to set and amend budgets; to determine the utilization of technology; to establish and modify the organizational structure; to select, direct and determine the number of personnel; to establish work schedules and to perform any inherent managerial function not specifically limited to this AGREEMENT. 5.2 Any term and condition of employment not specifically established or modified by this AGREEMENT shall remain solely within the discretion of the EMPLOYER to modify, establish or eliminate. ARTICLE VI UNION SECURITY 6.1 The EMPLOYER shall deduct from the wages of employees who authorize such deduction in writing an amount necessary to cover monthly UNION dues or a "fair share" deduction as provided by Minnesota Statutes 179A.06, Subdivision 3, if the employee elects not to become a member of the UNION. Such monies shall be remitted as directed by the UNION. 6.2 The UNION may designate employees from the bargaining unit to act as a Steward and an alternate and shall inform the EMPLOYER in writing of such choice and changes in the position of Steward and/or alternate. 6.3 The EMPLOYER shall make space available on the employee bulletin board for posting UNION notices and announcements. 6.4 The UNION agrees to indemnify and hold the EMPLOYER harmless against any and all claims, suits, orders or judgments brought or issued against the EMPLOYER as a result of any action taken or not taken by the EMPLOYER under the provisions of this Article. ARTICLE VII EMPLOYEE RIGHTS - GRIEVANCE PROCEDURE 7.1 DEFINITION OF A GRIEVANCE: A grievance is defined as a dispute or disagreement as to the interpretation or application of the specific terms and conditions of the AGREEMENT. LELS (Local No. 257) Labor Agreement Page 4 of 15 7.2 UNION REPRESENTATIVES: The EMPLOYER will recognize representatives designated by the UNION as the grievance representatives of the bargaining unit having the duties and responsibilities established by this Article. The UNION shall notify the EMPLOYER in writing of the names of such UNION representatives and of their successors when so designated, as provided by Section 6.2 of this AGREEMENT. 7.3 PROCESSING OF A GRIEVANCE: It is recognized and accepted by the UNION and the EMPLOYER that the processing of grievances as hereinafter provided is limited by the job duties and responsibilities of the employee and shall therefore be accomplished during normal working hours only when consistent with such employee duties and responsibilities. The aggrieved employee and a UNION representative shall be allowed a reasonable amount of time without loss in pay when a grievance is investigated and presented to the EMPLOYER during normal working hours provided the employee and the UNION representative have notified and received the approval of the designated supervisor who has determined that such absence is reasonable and would not be detrimental to the work of the EMPLOYER. 7.4 PROCEDURE: Grievances as defined in Section 7.1 shall be resolved in conformance with the following procedure: Step 1. An employee claiming a violation concerning the interpretation or application of this AGREEMENT shall, within twenty-one (21) calendar days after such alleged violation has occurred, present such grievance to the employee's supervisor as designated by the EMPLOYER. The EMPLOYER - designated representative will discuss and give an answer to such Step 1 grievance within ten (10) calendar days after receipt. A grievance not resolved in Step 1 and appealed in Step 2 shall be placed in writing setting forth the nature of the grievance, the facts on which it is based, the provision or provisions of the AGREEMENT allegedly violated, the remedy requested, and shall be appealed to Step 2 within ten (10) calendar days after the EMPLOYER - designated Representative's final answer in Step 1. Any grievance not appealed in writing to Step 2 by the UNION within ten (10) calendar days shall be considered waived. Step 2. If appealed, the written grievance shall be presented by the UNION and discussed with the EMPLOYER -designated Step 2 Representative. The EMPLOYER -designated. Representative shall give the UNION the EMPLOYER's Step 2 answer in writing within ten (10) calendar days after receipt of such Step 2 grievance. A grievance not resolved in Step 2 may be appealed to Step 3 within ten (10) calendar days following the EMPLOYER - designated Representative's final Step 2 answer. Any grievance not appealed in writing to Step 3 by the UNION within ten (10) calendar days shall be considered waived. Step 3. If appealed, the written grievance shall be presented by the UNION and discussed with the EMPLOYER -designated Step 3 Representative. The EMPLOYER -designated Representative shall give the UNION the EMPLOYER'S answer in writing within ten (10) calendar days after receipt of such Step 3 grievance. A grievance not resolved in Step 3 may be appealed to Step 4 within ten (10) calendar days following the EMPLOYER -designated Representative's final answer in Step 3. Any grievance not appealed in LELS (Local No, 257) Labor Agreement Page 5 of 15 writing to Step 4 by the UNION within ten (10) calendar days shall be considered waived. Step. 4. A grievance unresolved in Step 3 and appealed to Step 4 by the UNION shall be submitted to arbitration subject to the provisions of the Public Employment Labor Relations Act of 1971, as amended. The selection of an arbitrator shall be made in accordance with the "Rules Governing the Arbitration of Grievances," as established by the Bureau of Mediation Services. 7.5 ARBITRATOR'S AUTHORITY A. The arbitrator shall not have the right to amend, modify, nullify, ignore, add to or subtract from the terms and conditions of this AGREEMENT. The arbitrator shall consider and decide only the specific issue(s) submitted in writing by the EMPLOYER and the UNION and shall have no authority to make a decision on any other issue not so submitted. B. The arbitrator shall be without power to make decisions contrary to or inconsistent with or modifying or varying in any way the application of laws, rules or regulations having the force and effect of law. The arbitrator's decision shall be submitted in writing within thirty (30) days following the close of the hearing or the transmission of briefs by the parties, whichever be later, unless the parties agree to an extension. The decision shall be binding on both the EMPLOYER and the UNION and shall be based solely on the arbitrator's interpretation or application of the express terms of the AGREEMENT and to the facts of the grievance presented. C. The fees and expenses for the arbitrator's services and proceedings shall be borne equally by the EMPLOYER and the UNION provided that each party shall be responsible for compensating its own representatives and witnesses. If either party desires a verbatim record or the proceedings it may cause such a record to be made, providing it pays for the record. If both parties desire a verbatim record of the proceedings, the cost shall be shared equally. 7.6 WAIVER If a grievance is not presented within the time limits set forth above, it shall be considered "waived". If a grievance is not appealed to the next step within the specified time limit or any agreed extension thereof, it shall be considered settled on the basis of the EMPLOYER'S last answer. If the EMPLOYER does not answer a grievance or an appeal thereof within the specified time limits, the UNION may elect to treat the grievance as denied at that step and immediately appeal the grievance to the next step. The time limit in each step may be extended by mutual written agreement of the EMPLOYER and the UNION in each step. 7.7. CHOICE OF REMEDY If, as a result of the written EMPLOYER response to Step 3 the grievance remains unresolved, and if the grievance involves the suspension, demotion or discharge of an employee who has completed the required probationary period, the grievance may be appealed either to Step 4 of Article VII or a procedure such as: Civil Service, Veteran's Preference or Fair Employment. If appealed to any procedure other than Step 4 of Article VII, the grievance is not subject to the arbitration procedure as provided in Step 4 of Article VII. The aggrieved employee shall indicate in writing which procedure is to be utilized, Step 4 of Article VII or another appeal procedure LELS (Local No. 257) Labor Agreement Page 6 of 15 and shall sign a statement to the effect that the choice of any other hearing precludes the aggrieved employee from making a subsequent appeal through Step 4 of Article VII. ARTICLE VIII SAVINGS CLAUSE This AGREEMENT is subject to the laws of the United States, the State of Minnesota and the City of Stillwater. In the event any provision of this AGREEMENT shall be held to be contrary to law by a court of competent jurisdiction from whose final judgment or decree no appeal has been taken within the time provided, or is contrary to a federal and state administrative ruling or is in violation of legislation or administrative regulations, such provision shall be void. All other provisions of this AGREEMENT shall continue in full force and effect. The voided provision may be renegotiated at the written request of either party. ARTICLE IX SENIORITY 9.1 Seniority shall be determined by the employee's length of continuous employment with the Police Department and posted in an appropriate location. Seniority rosters may be maintained by the Chief on the basis of time in grade and time within specific classifications. 9.2 During the probationary period a newly hired or rehired employee may be discharged at the sole discretion of the EMPLOYER. During the probationary period a promoted or reassigned employee may be replaced in their previous position at the sole discretion of the EMPLOYER. 9.3 A reduction of the work force will be accomplished on the basis of seniority. Employees shall be recalled from layoff on the basis of seniority. An employee on layoff shall have an opportunity to return to work within two (2) years of the time of their layoff before any new employee is hired. 9.4 Senior employees will be given preference with regard to transfer, job classification assignments and promotions when the job relevant qualifications of employees are equal. 9.5 Senior qualified employees shall be given shift assignment preference after eighteen (18) months of continuous full-time employment. ARTICLE X DISCIPLINE 10.1 The EMPLOYER will discipline employees for just cause only. Discipline will be in one or more of the following forms: a) oral reprimand; b) written reprimand; c) suspension; d) demotion; or e) discharge. 10.2 Suspensions, demotions and discharges will be in written form. 10.3 Written reprimands, notices of suspension and notices of discharge which are to become part of an employee's personnel file shall be read and acknowledged by signature of the employee. Employees and the UNION will receive a copy of such reprimands and/or notices. LELS (Local No. 257) Labor Agreement Page 7 of 15 10.4 Employees may examine their own individual personnel files at reasonable times under direct supervision of the EMPLOYER. 10.5 Discharges will be preceded by a five (5) day suspension without pay. 10.6 Employees will not be questioned concerning an investigation of disciplinary action unless the employee has been given an opportunity to have a UNION representative present at such questioning. 10.7 Grievances relating to this Article shall be initiated by the UNION in Step 3 of the Grievance Procedure under Article VII. ARTICLE XI CONSTITUTIONAL PROTECTION Employees shall have the rights granted to all citizens by the United States and Minnesota State Constitutions. ARTICLE XII OVERTIME 12.1 Employees will be compensated at one and one-half (1-1/2) times the employee's regular base pay rate for hours worked in excess of the employee's regularly scheduled shift. Changes in shifts do not qualify an employee for overtime under this Article. 12.2 Overtime will be distributed as equally as practicable, with separate rosters for on - duty and off-duty overtime. 12.3 Overtime refused by employees will, for record keeping purposes under Article 12.2, be considered as unpaid overtime worked. 12.4 For the purpose of computing overtime compensation, overtime hours worked shall not be pyramided, compounded or paid twice for the same hours worked. 12.5 Overtime will be calculated to the nearest fifteen minutes. 12.6 Employees requesting in writing to the EMPLOYER to receive compensatory time off in lieu of paid overtime as established by Section 12.1 of this Article shall be allowed such compensatory time at a time mutually agreeable between the employee and the Police Chief. Carry over of compensatory time off shall be at the sole discretion of the Police Chief. Any compensatory time not taken or not authorized to be carried over by December 31st of each calendar year shall be paid off on that date. ARTICLE XIII COURT TIME An employee who is required to appear in court on their scheduled off-duty time shall receive a minimum of three (3) hours pay at one and one-half (1-1/2) times the employee's base pay rate. An extension or early report to a regular scheduled shift for court appearances does not qualify the employee for the three (3) hour minimum. ARTICLE XIV CALL BACK TIME An employee who is called to duty during their scheduled off-duty time shall receive a minimum of two (2) hours pay at one and one-half (1-1/2) times the employee's base pay rate. An extension of or early report to a regularly scheduled shift for duty does not qualify the employee for the two (2) hour minimum. LELS (Local No. 257) Labor Agreement Page 8 of 15 ARTICLE XV WORKING OUT OF CLASSIFICATION Employees assigned by the EMPLOYER to assume the full responsibilities and authority of a higher job classification for one work period or more shall receive the salary schedule of the higher classification. ARTICLE XVI SICK LEAVE 16.1 Sick leave will be suspended after benefits have been exhausted. However, an employee who has fulfilled all of the requirements for vacation which has not been taken may request vacation pay during disability. After all sick leave benefits have been exhausted any disabled employee may apply, in writing, for an authorized leave of absence which when added to the period for which benefits have been paid shall not exceed one year. Such application shall be accompaniedby a physician's certificate to the effect that such disabled employee has not been able to return to work. Upon return to employment, the employee shall retain all accumulated service credit of time worked prior to the employee's disability but shall receive no service credit for the period of absence. 16.2 EMPLOYEES HIRED AFTER APRIL 24, 1989 1. All full-time employees hired after April 24, 1989 shall, after a term of employment of one year, be qualified to receive payments on account of physical disability to work by reason of sickness. For the purpose of this Contract, sickness shall include injury other than accidental injury arising out of and in the course of employment by the City. Sickness benefits shall be as follows: a. If tern of employment has been one year but less than two years, one week of full pay. b. If term of employment has been 2 to 5 years - full pay 4 weeks; half pay 9 weeks. c. If tern of employment has been 5 to 10 years - full pay 13 weeks; half pay 13 weeks. d. If term of employment has been 10 to 15 years - full pay 13 weeks; half pay 39 weeks. e. If term of employment has been 15 to 20 years - full pay 26 weeks; half pay 26 weeks. f. If term of employment has been 20 - 25 years - :Full pay 39 weeks; half pay 13 weeks. g. If term of employment has been 25 years or more - full pay 52 weeks. 2. No disability benefits shall be paid for absences in excess of three consecutive days without a doctor's certificate as to sickness disability. 3. Sickness disability benefits usage shall be subject to the following conditions: a. An employee may use the full entitlement only once annually. b. Any days used by an employee must be earned at the following earning rate: employee shall earn sickness disability leave at the rate of two shifts for each month worked. c. Sickness disability leave time cannot be earned during the time an employee is on sick leave. LELS (Local No, 257) Labor Agreement Page 9 of 15 d. Sickness disability leave time shall be earned as a replacement for used leave time by only those employees who have utilized the benefit. 4. Any employee receiving Worker's Compensation benefits because of job connected injury or sickness shall, if he assigns his check to the City, receive full wages for that period. Or, if the employee is receiving Worker's Compensation and does not assign their check, the employee will be paid for the difference between the Worker's Compensation allowance and their regular weekly pay. Sick leave shall than be figured on a prorated basis with no deduction of leave being made for that portion of the employee's absence which is covered by Worker's Compensation insurance. 5. Sick leave shall not be granted if the absence is due to an injury resulting from intoxication or from fighting. 6. Sick leave will be suspended after benefits have been exhausted; however, an employee who has fulfilled all of the requirements for a vacation which has not been taken may request vacation pay during disability. After all sick leave benefits have been exhausted, any disabled employee may apply in writing for an authorized leave of absence without pay; provided that the period of such leave when added to the period during which benefits have been paid shall not exceed one (1) year. Such application shall be accompanied by a physician's certificate stating that such disabled employee had not been able to return to work. Upon return to active employment, the employee shall retain all accumulated service credit for time worked prior to his disability, but shall receive no such credit for the period of absence. ARTICLE XVII SEVERANCE PAY 17.1 One-half of unused disability benefits shall be granted as severance pay upon retirement due to age or physical disability to employee having completed not less than ten (10) years of service with the City. In the event of death while still employed, the surviving spouse, if any, or if no surviving spouse, minor children, if any, shall be entitled to such severance pay in the same amount as though such employee had retired due to age or physical disability, as provided above, but in no event shall such death benefit exceed sixty (60) days of full pay. 17.2 The City agrees to allow employees to participate in a Post Employment Health Care Savings Plan through the Minnesota State Retirement System. One-half (1/2) of an employee's severance pay as provided in Section 17.1 shall be deposited in a MSRS Post Employment Health Care Savings Plan at the time of retirement. ARTICLE XVIII HOLIDAYS 18.1 Employee shall be entitled to eleven (11) paid holidays per year. 18.2 Holiday pay shall be made the first pay day in the month of December of each year. 18.3 The hourly rate for holiday pay shall be computed on a forty (40) hour week or one hundred seventy-three (173) hours per month. LELS (Local No. 257) Labor Agreement Page 10 of 15 18.4 Any employee required to work on any of the following holidays shall be granted an additional one-half (1/2) times the employee's base pay rate in addition to regular pay and holiday pay for the entire shift in recognition of said holiday. New Year's Day Martin Luther King Day President's Day July 4th Memorial Day Labor Day Veterans Day Thanksgiving Day Christmas Day 18.5 Immediately preceding the 1st anniversary date of employment the employee shall be entitled to one additional floating holiday without holiday pay. ARTICLE XIX VACATION 19.1 Permanent employees shall be entitled to the following schedule: From 0 thru 12 months employment 6.66 hours per month From 1 year thru 4 years employment 80 hours per year After 4 years thru 10 years employment 120 hours per year After 10 years thru 15 years employment 160 hours per year After 15 years 8 additional hours for each year up to twenty years for a maximum of 200 hours. 19.2 Vacation shall accrue on the January 1st immediately preceding the anniversary date of employment and must be taken within one (1) year except that a maximum of eighty (80) hours of vacation may be carried over into the next year. There shall be a maximum of 240 vacation during any one (1) calendar year. 19.3 One continuous vacation period shall be selected on the basis of seniority until March 1st of each calendar year. ARTICLE XX UNIFORMS The EMPLOYER shall provide required uniform articles and equipment to new hires, including Juvenile Officer, K-9 Officer and specialty assignments. Effective January 1, 2016, the Employer shall allocate to each non -probationary employee $750 per year for the replacement and maintenance of all required regular patrol and investigations uniform articles and equipment. Body armor will be provided by the Employer. This amount shall not carry over into the next calendar year. ARTICLE XXI INSURANCE 21.1 The Employer shall contribute 100% of the premium for the single plan. Effective January 1, 2015, the EMPLOYER will contribute up to one thousand one hundred forty-one dollars and eighty six cents ($1,141.86) per month, per employee toward group health insurance coverage, including dependent coverage. Effective January 1, 2016, the EMPLOYER will contribute up to one thousand one hundred sixty-one dollars and eighty six cents ($1,161.86) per month, per employee toward group health insurance coverage, including dependent coverage. 21.2 Ten dollars ($10) of the maximum stated in 21.1 may be utilized to provide an employee dental insurance program for all unit employees if the UNION notifies the EMPLOYER that the unit employees desire such coverage. LELS (Local No. 257) Labor Agreement Page 11 of 15 21.3 The EMPLOYER will provide a $20,000 term life insurance policy for each employee. 21.4 In the event the health insurance provisions of this Agreement fail to meet the requirements of the Affordable Care Act and its related regulations or cause the Employer to be subject to a penalty, tax or fine, the Union and the Employer will meet immediately to bargain over alternative provisions so as to comply with the Act and avoid and/or minimize any penalties, taxes or fines for the Employer ARTICLE XXII LONGEVITY/EDUCATIONAL INCENTIVE 22.1 For all employees hired after April 24, 1989, monthly longevity pay shall be established as follows, based on top patrol: Effective January 1, 2004 a. $76.00 per month after 5 years through 10 years. b. $153.00 per month after 10 years through 15 years. c. $229.00 per month after 15 years through twenty years. d. $274.00 per month after twenty years and thereafter. Effective January 1, 2016 a. $92.00 per month after 5 years through 10 years. b. $186.00 per month after 10 years through 15 years. c. $278.00 per month after 15 years through twenty years. d. $326,00 per month after twenty years and thereafter. ARTICLE XXIII UNION STEWARD The EMPLOYER agrees that the employee designate Steward under Article 6.2 of this AGREEMENT shall be allowed a maximum of forty (40) hours of duty time annually to attend to UNION matters as designated by the UNION in addition to the other Steward activities as provided for in this AGREEMENT. ARTICLE XXIV MILITARY LEAVE The EMPLOYER agrees to allow military leave as provided by law. ARTICLE XXV WAIVER 25.1 Any and all prior agreements, resolutions, practices, policies, rules and regulations regarding terms and conditions of employment, to the extent inconsistent with the provisions of this AGREEMENT, are hereby superseded. 25.2 The parties mutually acknowledge that during the negotiations which resulted in this AGREEMENT, each had the unlimited right and opportunity to make demands and proposals with respect to any term or condition of employment not removed by law from bargaining. All agreements and understandings arrived at by the parties are set forth in writing in this AGREEMENT for the stipulated duration of this AGREEMENT. The EMPLOYER and the UNION each voluntarily and unqualifiedly waives the right to meet and negotiate regarding any and all terms and LELS (Local No. 257) Labor Agreement Page 12 of 15 conditions of employment referred to or covered in this AGREEMENT or with respect to any term or condition of employment not specifically referred to or covered by this AGREEMENT, even though such terms or conditions may not have been within the knowledge or contemplation of either or both of the parties at the time this contract was negotiated or executed. ARTICLE XXVI HOURS OF EMPLOYMENT The work week will consist of an average forty (40) hours per week. ARTICLE XXVII SHIFT DIFFERENTIAL Effective January 1, 2015, employees shall be eligible for shift differential of $.50 per hour for hours worked between 8:00 p.m. and 6:00 a.ni. ARTICLE XXVIII DURATION The AGREEMENT shall remain in full force and effect for a period commencing January 1, 2015 through December 31, 2016. In the event a new AGREEMENT is not in effect January 1, 2017, all compensation, working conditions and benefits shall remain in effect as set forth in this AGREEMENT until a successor AGREEMENT is effected. ARTICLE XXIX K-9 OFFICER 29.1 K-9 Officer shall receive handler time at the rate of one-half (1/2) hour for each scheduled work day and one (1) hour for each scheduled off for care and maintenance of the police dog. 29.2 K-9 Officer handler time shall be at a time mutually agreeable to the employee and supervisor. 29.3 K-9 Officer handler time does not preclude the employee from the overtime provisions of this contract for hours worked outside the regular work schedule. IN WITNESS WHEREOF, the parties hereto have executed this AGREEMENT on this day of , 2015. FOR THE CITY OF STILLWATER: FOR LELS (Local No. 257): LELS (Local No. 257) Labor Agreement Page 13 of 15 APPENDIX A MONTHLY WAGE SCHEDULE The following wage schedule shall be in effect: Start After 6 months After 12 months After 24 months After 36 months (Top Patrol) DIFFERENTIAL PAY Effective January 1, 2015 70% of Top Patrol 75% of Top Patrol 80% of Top Patrol 90% of Top Patrol $$5,806.41 Effective January 1, 2016 70% of Top Patrol 75% of Top Patrol 80% of Top Patrol 90% of Top Patrol $5,980.60 Juvenile Officer/Investigator/Narcotics Officer 2015 - $212.00 per month over the Top Patrol (36 month) rate. 2016 - $212.00 per month over the Top Patrol (36 month) rate. LELS (Local No. 257) Labor Agreement Page 14 of 15 APPENDIX 13 MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL No. 257 The City agrees to meet and confer regarding the increasing number of days officers are not allowed to take off. LELS (Local No. 257) Labor Agreement Page 15of15 CITY COUNCIL MEETING DATE: November 18, 2014 REGARDING: Extension of 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services with C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services PREPARED BY: Abbi Jo Wittman, City Planner BACKGROUND On March 18, 2014, the City Council adopted Resolution 2014-044 authorizing contracts for services related to mowing, snow removal and property clean up. The Resolution was approved after the City conducted a request for service proposals and determined the lowest, responsible bidders. The contracts, however, had no expiration date and 011 November 18, 2014 the Council adopted Resolution 2014-183 authoring the contracts to extend to December 31, 2015. Both consultants have performed their work professionally and have agreed to maintain their prices for an additional two years. However, since the inception of the city's mowing, snow removal, and property clean up services in 2008, the program has not been reviewed for determination of what is working and what is not. In conjunction with the Police and Finance departments, Community Development staff reviewed the program and proposed modifications to each of the vendors in a contract addendum. Both vendors have agreed to the addendum provisions while maintaining their service rates through December 31, 2017. ADDENDUM PROVISIONS In regards to the work of the consultant, the addendum focuses on reoccurring mowing provisions, the inclusion of ice removal from sidewalks, and notation to the requirements of the adopted building code, if applicable. Generally speaking, no actions the contractor performs will require a building permit however, in the circumstance where security measurements may need to be made, and a building permit is required, city staff would like to ensure the work is done in conformance with the adopted provisions of the building code. Additionally, in the past few years there have been circumstances where the City has called a contractor to perform work but the homeowner has rectified the violation by mowing their yard or shoveling their sidewalk before the contractor comes to the property. In the seven years of implementation of the program, the City has paid $10 to the contractor. Staff is proposing increasing this to $25. Page 1 of 2 Provisions for removal from the provisions of routine mowing/snow removal have been made. There have been circumstances where the City was unaware work was routinely being performed on a property where the property owner has been conducting the work. In addition to working in greater coordination with the finance and building departments, police and planning staff will rely on the contractor to report when it appears the property is being maintained. Invoicing for services will be conducted twice monthly. This will help ensure the City is able to assess the property (or report on current assessments) more frequently. REQUESTED ACTION Staff requests the Council to approve the attached resolution, approving an extension of the two contracts with the 2016-2017 contract addendum for: 1) for mowing, snow removal, and clean up services with C. Hassis; and 2) for yard clean up and securing of property to MSP Outdoor Services through December 31, 2017. ATTACHED Resolution: Contract for Services Small Contract: C. Hassis Small Contract: MSP 2016-2017 Addendum Page 2 of 2 RESOLUTION 2015-221 A RESOLUTION EXTENDING CONTRACTS FOR ANNUAL MOWING, SNOW REMOVAL AND CLEAN UP SERVICES WHEREAS, on February 18, 2014, the City of Stillwater sent a Request for Quotes to 23 individuals/companies for the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services; and WHEREAS, on or before the March 5, 2014, submittal deadline, the City received two complete quotes; and WHEREAS, on March 18, 2014, the City Council of the City of Stillwater adopted Resolution 2014-044, authorizing the 2014 annual contract for mowing, snow removal and clean up services to C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services; and WHEREAS, C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services had agreed to extend their 2014 rates to December 31, 2015 and on November 18, 2014 the City Council extended the annual contracts for mowing snow removal and clean up services through December 31, 2015; and WHEREAS, upon review of the program, the City established an addendum to the 2014 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services and C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services have accepted the addendum and agreed to extend their 2014 rates to December 31, 2017. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: That the City of Stillwater shall extend the 2014 annual contract for mowing, snow removal and clean up services with C. Hassis Snow Removal & Yard Services, LLC and MSP Outdoor Services through December 31, 2017. Adopted by the City Council of the City of Stillwater this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk THE BIRTHPLACE 0, MINNESOTA STANDARD CONTRACT AGREEMENT THIS AGREEMENT, is made this day of , 2015 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and C. Hassis Snow Removal & Yard Services, LLC (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform Part A — Mowing, Part B — Cleaning of Trash and Debris (#10: Seed and mulch, including MN -DOT 240 seed mix @ 100 lbs/acre and Type 1 Mulch with 90% coverage at two tons per acre) and Part D — Snow Removal of the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services according to the documents provided by the City dated March 5, 2014, and the 2016-2017 Contract Addendum. All work will be done in a workman -like manner and materials will be fit for the purpose. Work must be completed according to the Quote Form and Request for Quotes sections pertaining to General Information, Contract Work, Contract Implementation, Contract Conditions, and the 2016-2017 Contract Addendum, as attached hereto as Exhibit A. 2. Payment. This work, including all labor, materials and equipment needed to accomplish the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services shall be completed by the Contractor for the unit prices shown on the attached proposal form to be paid to the contractor upon satisfactory completion and acceptance. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, Specifications, and the 2016-2017 Contract Addendum for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Insurance. Contractor agrees that in order to protect itself and the City under indemnity provisions set forth above, it will at all times during the term of this contract, keep in force policies of insurance as indicated in this contract. The Contractor shall not commence work until a Certificate of Insurance covering all of the insurance required by these specifications is approved. The insurance protection will have the following limits- A. $1,500,000 for any number of claims arising out of a single occurrence, and to name the city as an additional insured "as their interests may appear." B. Comprehensive Automobile Liability: (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence C. Worker's Compensation Coverage. 6. Completion Date. Completion of work related to the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services must be done according to the terms of the project's Contract Work, Contract Implementation, and Contract Conditions. IN WITNESS WHEREOF, the parties have set their hands this day of , 2015. CITY OF STILLWATER By: Ted Kozlowski, Mayor CONTRACTOR STATE OF MINNESOTA COUNTY OF ) ss. By: Diane F. Ward, City Clerk By (Please Print): Title (Please Print): The foregoing instrument was acknowledged before me this of , 2015 by , its for Notary Public Commission Expires: Commissioned At: THE BIRTHPLACE 0, MINNESOTA STANDARD CONTRACT AGREEMENT THIS AGREEMENT, is made this day of , 2015 by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and MSP Outdoor Services (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform Part B — Cleaning of Trash and Debris (#9: Cleaning of trash and debris — pick up of all trash and debris including labor, vehicles, equipment and disposal costs) and Part C — Securing Property of the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services according to the documents provided by the City dated March 5, 2014, and the 2016-2017 Contract Addendum. All work will be done in a workman -like manner and materials will be fit for the purpose. Work must be completed according to the Quote Form and Request for Quotes sections pertaining to General Information, Contract Work, Contract Implementation, Contract Conditions, and the 2016-2017 Contact Addendum, as attached hereto as Exhibit A. 2. Payment. This work, including all labor, materials and equipment needed to accomplish the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services shall be completed by the Contractor for the unit prices shown on the attached proposal form to be paid to the contractor upon satisfactory completion and acceptance. 3. Waiver of Liability. It is further agreed that this work is undertaken at the sole risk of the Contractor. The Contractor does expressly forever release the City of Stillwater from any claims, demands, injuries, damage actions or caused of action whatsoever, arising out of or connected with the work according to the General Requirements, General Conditions, Specifications, and the 2016-2017 Contract Addendum for the project. 4. Indemnification. Any and all claims that arise or may arise against the Contractor, its agents, servants or employees, as a consequence of any action or omission on the part of the Contractor while engaged in the performance of this work shall in no way be the obligation or responsibility of the City. The Contractor shall indemnify, hold harmless and defend the city, its officers and employees, against any and all liability, loss cost damages, expenses, claims or actions, including attorneys fee which the City, its officers or employees may hereinafter sustain, incur or be required to pay, arising out of or by any reason of any act or omission of the Contractor, its agents, servants or employees in the execution, performance or failure to adequately perform their obligations under this contract. 5. Insurance. Contractor agrees that in order to protect itself and the City under indemnity provisions set forth above, it will at all times during the term of this contract, keep in force policies of insurance as indicated in this contract. The Contractor shall not commence work until a Certificate of Insurance covering all of the insurance required by these specifications is approved. The insurance protection will have the following limits. A. $1,500,000 for any number of claims arising out of a single occurrence, and to name the city as an additional insured "as their interests may appear." B. Comprehensive Automobile Liability: (1) Bodily Injury: $500,000 Each Person and $1,000,000 Each Occurrence (2) Property Damage: $100,000 Each Occurrence C. Worker's Compensation Coverage. 6. Completion Date. Completion of work related to the 2014 Annual Contract for Mowing, Snow Removal and Clean Up Services must be done according to the terms of the project's Contract Work, Contract Implementation, and Contract Conditions. IN WITNESS WHEREOF, the parties have set their hands this day of , 2015. CITY OF STILLWATER By: Ted Kozlowski, Mayor CONTRACTOR STATE OF MINNESOTA COUNTY OF ) ss. By: Diane F. Ward, City Clerk By (Please Print): Title (Please Print): The foregoing instrument was acknowledged before me this of , 2015 by , its for Notary Public Commission Expires: Commissioned At: ' 14 E 9 I R t liwater P i a OF MINNESOTA ANNUAL CONTRACT MOWING, SNOW REMOVAL, AND CLEAN UP SERVICES 2016 - 2017 CONTRACT ADDENDUM The following amendments shall be applicable: SECTION II. CONTRACT WORK A. DEFINITIONS • "Reoccurring Mowing" shall hereby be defined as "subsequent mowing after the initial mowing directed by the City and specifically requested to by the City to be placed on the reoccurring mowing list. Recurring mowing shall be done no earlier than 14 days since the last mowing and no more than 21 days after the last mowing. Reoccurring Mowing shall cease at the time of notification of removal by the City, notification of the property owner mowing shall not occur, and/or upon notice by the Contractor Mowing has occurred on the property." • "Snow Removal" shall be replaced with "Snow and Ice Removal" • "Snow and Ice Removal" shall hereby be defined as "any method by which snow and ice is removed from any PUBLIC SIDEWALK as approved by the city and delineated in the City Code of Ordinances. • "Reoccurring Snow and Ice Removal" shall be added • "Reoccurring Snow and Ice Removal" shall be hereby defined as "subsequent snow and ice removal after the initial Snow and Ice Removal as directed by the City and specifically requested by the City to be place on the reoccurrence list. Reoccurring snow and ice removal shall be conducted no greater than 24 hours after the snow and ice has ceased to be deposited thereon. Reoccurring Snow and Ice Removal shall cease at the time of notification of removal by the City, notification of the property owner snow removal shall not occur, and/or upon notice by the Contractor Snow and Ice Removal has occurred on the property." B. SPECIFICATIONS • "CLEANING OF TRASH AND DEBRIS" shall include the following: "No action shall be taken that does not comply with all life, health and safety requirements of the City including, but not limited to, compliance with City Code Chapter 33, Building Code." • "BOARDING AND SECURING OF PROPERTY" shall include the following: "No action shall be taken that does not comply with all life, health and safety requirements of the City including, but not limited to, compliance with City Code Chapter 33, Building Code." • "SECURING OF PROPERTY" shall include the following: "No action shall be taken that does not comply with all life, health and safety requirements of the City including, but not limited to, compliance with City Code Chapter 33, Building Code." SECTION III. CONTRACT IMPLEMENTATION A. AUTHORIZATION The last paragraph shall be amended to read: "The City shall pay $25.00 for trips by the Contractor to a site where the Contractor finds abatement has been completed prior to the Contractor arriving at the site if the arrival is within the established timeframes as outlined in Section III(A). In these instances, the Contractor shall provide a single labeled photograph to show the abatement of the violation which shall be provided with the invoice. The invoice shall clearly be labeled as a "Discontinuance Fee" with the property address." B. GENERAL CONDITIONS 7. In the event the Contractor conducts a trip to a site where the Contractor finds abatement has been completed, within 24 hours the Contractor shall notify the City the work was not performed and that the property is being removed from the Reoccurring Mowing and/or Reoccurring Snow and Ice Removal list. C. INVOICING The entire section shall be replaced with: The Contractor shall take before and after photographs in digital format for validation and return same to the City with EACH invoice of each job assignment. Any invoice submitted without both before and after photos will be returned unpaid. "Before" and "after" photographs must be taken each and every time a property is serviced. Photographs shall meet the following requirements: • A minimum of three "before" and "after" photographs are required per visit. • At least one "before" and one "after" photograph must each identify the address or location of the work site. • The "before" and "after" photographs must clearly validate the work performed. • Photographs shall be a minimum of 3.2 megapixels, 1600 x 2000 resolution (pixels). • Photographs shall be submitted in electronic format and shall be properly labeled as "before" and "after" with the date and time of service identified. Invoices shall reflect separate charges for each category of work performed with no more than one property on any detail sheet. Invoices shall indicate the date(s) of service shall otherwise comply with City purchasing procedures unless waived by the City. Orders will be placed by the City and must be given a Purchase Order Number to be valid. No payments shall be made on invoices not listing a Purchase Order Number. No partial payment will be made. An invoice for work performed shall be submitted within fourteen (14) days following completion of the requirements of the contract to: Community Development Department, Stillwater City Hall, 216 4th St N, Stillwater, MN 55082- 4898. Failure to submit an invoice in the time period identified shall result in nonpayment by the City. Uwater 71 -IE 8 IHPLACE OF MINNESOTA CITY COUNCIL MEETING DATE: REGARDING: PREPARED BY: December 1, 2015 Bergstein Reuse Committee Abbi Jo Wittman, City Planner RELEVANT BACKGOUND In June the Council received a draft reuse study for the Bergstein Warehouse and Shoddy Mill. The study's assessment of the two structures indicated full rehabilitation of the warehouse would require reconstruction of the second floor support system, installation of new stairs, elevator and HVAC system. As the cost associated with the rehabilitation of the building will be the responsibility of the City, and it was assumed unlikely interior uses would generate enough funding cover the costs associated with the interior rehabilitation and exterior restoration, the Council upheld the recommendations of the HPC and determined the partial rehabilitation should occur. Partial rehabilitation includes the complete restoration of the exterior facades of both buildings, including modifications to openings depending on the final use of the property, as well as interior rehabilitation of the mill and the first floor of the warehouse. Proposed uses identified in the reuse study included basic services for trail users restrooms, snack bar, historic interpretation, community program and exhibit spaces, a National Parks Service visitor contact station as well as a potential bike repair or rental facility. Three primary themes stood out during the study process: take advantage of the riverfront location and proximity...to the trail; focus on recreational/non-motorized activities; and commercial amenities should provide only basic amenities for trail users. The Council also learned certain agencies and organizations were willing to partner with the City on the seasonal operations and programming so the Council determined the City would develop a reuse committee to formulate the business and operations plan for the two structures. SCOPING DOCUMENT Attached the Council will find a Scoping Document for the Reuse Plan Committee. The intent of the Scoping Document is to provide a framework for the Committee and to help guide staff in the development of an operations plan for the structures and site. The primary function of the Bergstein Building's Reuse committee is to take responsibility for the development of an operation plan for the future use of the Bergstein Warehouse and Shoddy Mill while making specific recommendations for the rehabilitation and interpretation of the buildings. Members of the committee will include: Stakeholder Agency/Organization Stillwater City Council Department of Natural Resources* Stillwater HPC Washington County Historical Society ArtReach St. Croix* Stillwater Area Chamber of Commerce Sustainable Stillwater's Friends of Trails* At -Large National Parks Service* St. Croix River Association Stillwater Parks Commission Upper Midwest Jewish Historical Society* Stillwater CVB Independent Business Association St. Croix Boat and Packet* At -Large * Representatives of these organizations were identified during the reuse study process as having an interest and willingness to partner with the City in programming and exhibits. The committee is anticipated to create the plan within six months. During this process the committee will identify: • The specific community programming activities and events that will occur in the buildings. • The physical resources required for each of the specific programming activities. • Clear, concise and accurate recommendations for the interior rehabilitation and exterior restoration needs. • The human resources required for each of the specific programming activities. • The programming and operational commitments of each stakeholder agency/ organization including the roles and responsibilities of each partnering agency/ organization as well as the City of Stillwater. • Site-specific interpretation theme. While the reuse study identifies this committee as the party responsible for the development of rehabilitation plans, the City has not budgeted the estimated $75,000 necessary for the plans to be developed. Therefore, the committee will explore rehabilitation plan options. It is expected at least one member of the reuse plan committee will continue to serve in an advisory capacity for rehabilitation plan development. COUNCIL DISCUSSION AND ACTION The Council should discuss the Scoping Document and provide direction to staff for modifications and adjustments, as needed. If the Council is comfortable with the Scope of Work and duties of the Committee, staff will bring a Resolution establishing the Reuse Plan Committee for consideration of the Council at their next meeting. Bergstein Reuse Committee Scoping Document Review (12.01.2015) Page 2 of 2 A RESOLUTION ESTABLISHING THE BERGSTEIN REUSE PLAN COMMITTEE WHEREAS, the City of Stillwater City Council considered the Bergstein Warehouse and Shoddy Mill Reuse Study and its recommendations in June, 2015, and adopted it and the strategy that partial rehabilitation of the interior of the warehouse, full rehabilitation of the interior of mill and full restoration of the exterior of both buildings would be pursued; and WHEREAS, the study recommendations called for the creation of a reuse committee to develop a business and operations plan with key stakeholders; and WHEREAS, on December 1, 2015, the Council reviewed the draft Bergstein Reuse Plan Committee Scoping Document, attached as Exhibit A, and acknowledged that the Committee should develop a business and operations plan with a purpose to help enable the City to secure funding for building rehabilitation, restoration, and reuse; and WHEREAS, on December 1, 2015, the Council directed staff to draft a resolution establishing the Bergstein Reuse Plan Committee. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby adopts this Resolution establishing a Bergstein Reuse Plan Committee, which is to conduct business according to Exhibit A. Enacted by the City Council of the City of Stillwater, Minnesota this 15th day of December, 2015. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk iwater The Birthplace of Minnesota BERGSTEIN REUSE PLAN COMMITTEE SCOPING DOCUMENT A. INTRODUCTION AND BACKGROUND In June, 2015, the City Council considered draft recommendations for the future reuse and rehabilitation of the Bergstein Warehouse and Shoddy Mill, two National Register listed structures located in Bridgeview Park near the southeastern entrance to the City of Stillwater. The recommendations came about from a year-long reuse study process designed to identify the potential reuse and rehabilitation opportunities of and for the structures. The recommendation to the Council was that the "...the buildings could function in part as a gateway for visitors to Stillwater... a general consensus that restrooms and a picnic area should be included as part of any redevelopment and that vehicle parking should be limited...that any commercial enterprise housed...should not compete with existing local businesses." ■ Take advantage of the Riverfront Location and proximity...to the trail; ■ Focus on recreational/non-motorized activities; ■ Commercial amenities should provide only basic amenities for trail users. Specifically noted, basic services for trail users, historic interpretation, community program and exhibit spaces, and a National Parks Service visitor contact station could be incorporated into the Warehouse. The Mill could serve as a snack bar, bike repair or rental facility or other trailside amenity. Amenities and day-to-day maintenance would be provided through a low-cost or no -cost lease agreement between the city and a private concessionaire (rentals, snack shop, etc.). The concessionaire would take care of day-to-day maintenance and security and would take the lead in scheduling events. The reuse study acknowledges "... [a]s public buildings, the mill and warehouse have limited potential to generate sufficient revenue to offset the costs of rehabilitation and ongoing operation. If the buildings are to be rehabilitated, the city will probably have to fund the work... [o]fficials and residents generally seemed willing to support some public investment in the property, but there was also agreement that the rehabilitation should be accomplished as cost effectively as possible, and that an effort should be made to generate some sort of revenue stream or barter arrangement that would reduce ongoing operating and maintenance expenses." However, "[b]ecause of the buildings' simplicity and relative lack of character -defining original interior features, no extraordinary measures or artisanal skills will be required to return them to functional condition....substantial reinforcement of the upper level floor system in the Warehouse would be required to return that portion of the building to active use." Therefore, the Council agreed with the recommendations of the reuse study team and the Heritage COMMITTEE SCOPING DOCUMENT, PAGE 1 The Birthplace of Minnesota %), Preservation Commission that partial rehabilitation should occur to the buildings. Partial Rehabilitation would include the full restoration of the exterior of both buildings. The interior of the mill and the lower level of the warehouse would be fully rehabilitated, leaving the interior space of both buildings finished in an open way to allow for maximum flexibility of use. B. PURPOSE AND SCOPE The primary function of the Bergstein Building's Reuse Committee (the "Committee") of the Council (the "Council") of the City of Stillwater (the "City") is to take responsibility for the development of an operation plan (the "Plan") for the future use of the Bergstein Warehouse and Shoddy Mill while making specific recommendations for the rehabilitation and interpretation of the buildings. A primary goal of the Council is to adaptively reuse these vacant buildings. Following the anticipated outline, the Committee will identify specific programming and operation commitment, recommend site-specific interpretation, and draft recommendations for interior rehabilitation of the structures. C. COMMITTEE COMPOSITION Membership Committee members are appointed by the Council. The Committee shall be comprised of representatives of the following stakeholder organizations as representatives have indicated their willingness to partner in the future operations and programming on this site. In the event the stakeholder organization would not like to participate in the Committee, the stakeholder may nominate a representative of a different organization for the Council's consideration or appoint an at -large individual to serve in place of the agency/ organization. Stakeholder Agency/Organization Stillwater City Council Department of Natural Resources Stillwater HPC Washington County Historical Society ArtReach St. Croix Stillwater Area Chamber of Commerce Friends of Stillwater Trails At -Large National Parks Service St. Croix River Association Stillwater Parks Commission Upper Midwest Jewish Historical Society Stillwater CVB Independent Business Association St. Croix Boat and Packet At -Large COMMITTEE SCOPING DOCUMENT, PAGE 2 The Birthplace of Minnesota Role of a Committee Member It is intended that the Committee leverage the experiences, expertise, and insight of key individuals at organizations committed to the reuse of these National Register listed historic structures in the City owned Bergstein Park. Committee members should: • Be genuinely interested in the initiative; • Be willing to represent their respective stakeholder agency/organization including, but not limited to, identification of stakeholder agency/organization commitments; • Be willing to commit to the outcome of the Committee for six months; • Appreciate the significance of the project for some or all major stakeholders, helping ensure conflicting priorities and resources are balanced; • Advocate for the outcomes being pursued in the project; • Report on project progress. The Committee shall designate a Chair by majority vote of the Committee members present at the first meeting. Materials and Communication Any materials developed by the Committee shall be owned by the City. City staff shall serve as a liaison between the Committee and the Council. Committee communication with the Council and any outside agencies shall be coordinated through the staff liaison. Meetings The Committee will meet at least monthly through the completion of the Plan. The anticipated timeline is summarized on the following page. The following will be utilized as a guide for the monthly meetings: COMMITTEE SCOPING DOCUMENT, PAGE 3 A L11wate.r The Birthplace of Minnesota Solicitation Appointments Introductions Anticipated Material Outline Review Opportunity Needs Analysis Identification Plan Rehabilitation Intrepretation Drafting Disucssions Discussions Draft Plan Draft Plan Rehabilitation Review Amendments Recommendation Draft Plan Final Plan Submittal Discussion Final Plan Final Plan Final Plan Development Submission Adoption Rehab Plan Development Task Material Review ■ South Main Archeaological District ■ Bridgeview Park Plan ■ Bergstein National Register Nomination ■ Bergstein Reuse Study ■ City Funding Sources Opportunity Analysis & Needs Identification ■ Programming Contribution Commitments ■ Facilities Needs Assessment ■ Operating Contribution Commitments - Staffing, Operating and Funding Plan Drafting & Rehab/Intrepretation Discussions ■ Operation and Programming Detailing ■ Interior Rehabilitation Discussion - Identification of Rehabilitation Plan Funding ■ Site-specific Intrepretation Discussions Recommendations ■ Specifications of Rehabiltation Needs ■ Specifications on Intrepretation Plan COMMITTEE SCOPING DOCUMENT, PAGE 4 The Birthplace of Minnesota Duration The process of Plan development is expected to take approximately six months. The Committee will sunset upon completion of the Plan. While it is anticipated the Committee will be able to make recommendations towards rehabilitation, as well as explore rehabilitation plan development, rehabilitation plan funds have not yet been determined. In the event rehabilitation plans have not been developed, the Committee, or representatives thereof, shall continue to serve in an advisory capacity for the development of rehabilitation plans for the structures. D. DELIVERABLES The Committee shall develop a Reuse Plan for the two structures. The Reuse Plan will, at a minimum, identify: ■ The specific community programming activities and events that will occur in the buildings. ■ The physical resources required for each of the specific programming activities. ■ Clear, concise and accurate recommendations for the interior rehabilitation and exterior restoration needs. ■ The human resources required for each of the specific programming activities. ■ The programming and operational commitments of each stakeholder agency/organization including the roles and responsibilities of each partnering agency/organization as well as the City of Stillwater. ■ Site-specific interpretation theme. Generally speaking, the Plan shall contain the following: Executive Summary, Building and Site Context, Partnership Profile(s), Challenges and Responses, Goals and Objectives, Services Proposed, Financing and Marketing. COMMITTEE SCOPING DOCUMENT, PAGE 5 Uwater HI BIRINPIACE el- MINNESOTA. CITY COUNCIL REPORT MEETING DATE: December 15, 2015 REGARDING: Contract for Qualified Historian Professional Services PREPARED BY: Abbi Jo Wittman, City Planner BACKGROUND City Code requires a "designation study" to be completed prior to a City Council decision to deny a request for a demolition permit. The study must be completed by a historian that meets the Department of the Interior Standards. The elaborate process necessary to solicit, select and approve a qualified historian; then to enter into contract for their work is too lengthy to complete within established time limits. Therefore, the City Council approved Resolution 2013-109 which adopted a process to pre -approve qualified historians, conducted a formal Request for Proposals process, and received a single proposal from Summit Envirosolutions (SEI). In November 2013, the City Council approved Resolution No. 2013-181 which added SEI to the preapproved qualified historian list. As part of that approval the City entered into a two-year contract with SEI for designation studies. That contract is set to expire on December 31, 2015. SEI has agreed to maintain their all-inclusive fee for service of $5,000 through December 31, 2017 and their company has more than sufficient experienced staff resources to complete the fast 60 day turn around needed for the designation studies. However, the City has not had to utilize their services in the last two-year contract term. As such, staff would like the Council to extend the contract with SEI for two additional years. REQUESTED ACTION Staff requests the Council to approve the attached resolution preapproving Summit Envirosolutions, Inc. for historian services related to demolition requests. ATTACHED Resolution 2105- : A Resolution Preapproving Historian Services... Designation Studies Contract Consulting Agreement CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION PRE -APPROVING HISTORIAN SERVICES RELATED TO DEMOLITION REQUESTS WHEREAS, City Code Section 34-4, Subd. 2(2)(iii) requires a "designation study" to be completed prior to a City Council decision to deny a request for a demolition permit; and WHEREAS, the on November 19th, 2013, the City Council entered into agreement with Summit Envirosolutions, Inc. to complete designation studies at a cost of $5,000; and WHEREAS, Summit Envirosolutions, Inc. has agreed to complete designation studies at a cost of $5,000 for two additional years. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater hereby enters into agreement with Summit Envirosolutions, Inc. extending the contract for professional services to complete designation studies at a cost of $5,000 through December 31, 2017. Enacted by the City Council of the City of Stillwater, Minnesota this 15th day of December, 2015. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk DESIGNATION STUDIES CONTRACT CONSULTING AGREEMENT January 1, 2016 — December 31, 2017 AGREEMENT made this day of 2015, between the City of Stillwater ("Stillwater") and Summit Envirosolutions, Inc., 1217 Bandana Boulevard North, St. Paul, MN 55108, hereinafter referred to as "Preapproved Qualified Historian". SECTION ONE: SERVICES Stillwater agrees to: A. Upon recommendation by the Heritage Preservation Commission for the preparation of a historical Designation Study, Stillwater staff shall advise the Preapproved Qualified Historian point of contact, as identified in Section Eleven, of the location of the proposed demolition and the potential date for receipt of a Notice to Proceed. The Preapproved Qualified Historian agrees to perform such services as follows: A. Prepare a draft historical Designation Study within 45 days of receipt of a Notice to Proceed. a. The historic Designation Study shall consist of: i. A completed Stillwater Heritage Preservation Commission Heritage Preservation Site Designation Registration Form, as attached as Exhibit A. 1. As identified on Exhibit A, the Narrative Description shall include: a. The historic and current physical appearance of the property; b. A significance statement that identifies and places the property into relevant Stillwater historic contexts and individually identifies and discusses the relevant City of Stillwater criteria of significance, as well as developmental history and additional historic context information, based off of existing historic contexts, identified in established neighborhood histories. ii. Current site and structure condition photographs. B. Submit five (5) hard copies and one (1) electronic copy of the final historical Designation Study, completed by a historian that meets the Department of the Interior Standards, within 60 days of receipt of a Notice to Proceed. SECTION TWO: COMPENSATION Stillwater shall compensate Preapproved Qualified Historian as follows: A. Five Thousand Dollars ($5,000) for a historical Designation Study of a property containing no more than one main building and one accessory building. Page 1 of 3 SECTION THREE: INDEPENDENT CONTRACTOR The Preapproved Qualified Historian shall be engaged as an independent contractor and not as the City's agent or employee. The Preapproved Qualified Historian is free to contract with other entities as provided herein. The Preapproved Qualified Historian shall be responsible for selecting the means and methods of performing the work. Except as otherwise provided, the Preapproved Qualified Historian shall furnish all supplies, equipment, and incidentals necessary for the Preapproved Qualified Historian's performance under this Agreement. Stillwater and the Preapproved Qualified Historian agree that the Preapproved Qualified Historian shall not at any time or in any manner represent that the Preapproved Qualified Historian or any of the Preapproved Qualified Historian's agents or employees is in any manner agents or employees of the Stillwater. The Preapproved Qualified Historian shall be exclusively responsible under this Agreement for the Preapproved Qualified Historian's own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. SECTION FOUR: CONTRACT TERM This Agreement shall be for a term commencing January 1, 2016 through December 31, 2017. SECTION FIVE: EXTRA SERVICE If more than one property, or a property containing more than one primary and one accessory structure, is evaluated at the same time, the cost per property may be negotiated on a case by case basis. SECTION SIX: INDEMNIFICATION The Preapproved Qualified Historian hereby indemnifies and holds the Stillwater harmless from any claims, suits, damages, costs (including reasonable attorney fees) arising out of any act or omission of the Preapproved Qualified Historian in the performance of the services provided for by this Agreement. SECTION SEVEN: TERMINATION This Agreement may be terminated by either party without cause, effective upon written notification of termination to the other party. After termination, neither party shall have further obligation except to compensate the Preapproved Qualified Historian for services performed before the Preapproved Qualified Historian's receipt of notice of termination and expenses incurred as per proposal. SECTION EIGHT: ASSIGNMENT The Preapproved Qualified Historian may not assign or subcontract any of the services to be performed hereunder without first obtaining written approval of Stillwater. Said consent shall not be unreasonably withheld by Stillwater. Page 2 of 3 SECTION NINE: ENTIRE AGREEMENT This agreement shall constitute the entire agreement between the parties and any prior understanding or representation of any kind preceding the date of this agreement shall not be binding upon either party except to the extent incorporated in this agreement. SECTION TEN: MODIFICATION OF AGREEMENT Any modification of this agreement or additional obligation assumed by either party in connection with this agreement shall be binding only if evidenced in writing signed by each party or an authorized representative of each party. SECTION ELEVEN: NOTICES Any notice provided for, concerning this agreement shall be in writing and be deemed sufficiently given when sent by certified, or registered mail if sent to the respective address of each party as set forth herein: 1. Andrew Schmidt, 1217 Bandana Boulevard North, St. Paul, MN 55108 2. City of Stillwater, 216 North 4th Street, Stillwater, MN 55082 SECTION TWELVE: GOVERNING LAW It is agreed that this agreement shall be governed by, construed, and enforced in accordance with the laws of the State of Minnesota. SECTION THIRTEEN: EFFECT OF PARTIAL INVALIDITY The invalidity of any portion of this agreement shall not affect the validity of any other provision. In the event that any provision of this agreement is held to be invalid, the parties agree that the remaining provisions shall be deemed to be in full force and effect as if both parties, subsequent to the impingement of the invalid provision, had executed them. Preapproved Qualified Historian. Summit Envirosolutions, Inc. Name: Date: Andrew Schmidt Organization: City of Stillwater Name: Date: Ted Kozlowski, City Administrator Name: Date: Diane F. Ward, City Clerk Page 3 of 3 THE BIRTHPLACE OF MINNESOTA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: December 10, 2015 RE: Renewal of Wolf Tour Cycle License BACKGROUND Pat Wolf has been operating the Wolf Tour Cycle ("BierCycle") in Downtown Stillwater for about three and a half years now. She is requesting renewal of the license for 2016. COMMENTS 1. Police Chief Gannaway reports that no complaints were filed, nor were any public safety issues or parking issues of substance brought to the City's attention during 2015. 2. Wolf plans to operate the business in 2016 much the same as in 2015. This includes tours during the winter as weather permits. Also, she offered her business as an activity associated with other events, such as the WCHS ice cream social. When she does this, her Cycle is included in the event permit application that is submitted by the event organizer. 3. The cost of the reserved parking space by the pedestrian walkway has been set by the Council, at the Parking Commission's recommendation, at $3 per day for the single space that is needed. This is the same rate charged to the Stillwater Trolley Company. RECOMMENDATION Staff recommends adopting the attached resolution, which conditionally authorizes staff to issue the 2016 license. bt Attachments: Resolution for 2016 RESOLUTION NO. 2015-224 RESOLUTION GRANTING LICENSE TO PATRICIA WOLF FOR THE OPERATION OF MULTI -PERSON TOUR CYCLES ON CITY STREETS AND RESCINDING RESOLUTION 2014-198 WHEREAS, Patricia Wolf has made a request to renew her license to operate multiple - person tour cycles on City roadways; and WHEREAS, the City Council of the City of Stillwater approved Resolution 2014-198 on December 16, 2014 for a license to operate the tour cycles business in 2015; and WHEREAS, the business will operate in substantially the same manner in 2015. NOW THEREFORE BE IT RESOLVED that the Stillwater City Council hereby grants license to Patricia Wolf to operate multi -person tour cycles on City roadways subject to the following conditions: 1. Upon review and approval of the license request by the Police Depai thient and the Public Works Department, the City Clerk is authorized to issue a license to Patricia Wolf for the multiple -person tour cycle business. 2. Patricia Wolf may operate one multiple -person tour cycle in Stillwater. An increase in the number of cycles will require an amendment to this Resolution of Approval. 3. A license must be applied for annually from the City Clerk. The license is valid through December 31 of the year issued. 4. No license will be issued or renewed without proof of general liability insurance in the minimum amount of $1,000,000 per occurrence. 5. Operating restrictions and conditions: a. No multiple -purpose tour cycle may be operated upon a public sidewalk. b. No multiple -purpose tour cycle may use any public street or other public property as a waiting area unless such area is a legal motor vehicle parking area. c. Public safety is paramount in the operation of any multiple -purpose tour cycle. Consequently, each multiple -purpose tour cycle must be equipped with the following: i. Front and rear turn signals ii. Head lights iii. Tail lights iv. A hydraulic disc braking system v. An emergency brake in addition to a disc braking system vi. Any other equipment required to comply with applicable federal and state laws d. All multiple -purpose tour cycles are, at all reasonable times, subject to inspection by the City of Stillwater. e. Multiple -purpose tour cycle operators must have in their possession a valid driver's license while in control of any multiple -purpose tour cycle, and shall operate the tour cycle in compliance with all applicable federal, state, and local traffic laws, and in a manner so as to assure the safety of persons and property. f. Whenever alcohol is being served on a tour, the patrons who are legally allowed to drink alcoholic beverages must wear a colored wristband. g. All multiple -purpose tour cycle operators must obey and comply with any lawful order or direction of any police officer, traffic control agent, or regulatory services inspector. h. The City reserves the right to alter or limit multi-purpose tour cycle operations to specified routes and streets if required for public safety reasons. i. If Sam Bloomer Way or Mulberry Point should be limited to pedestrian traffic only, the City reserves the right to eliminate the multi -person tour bikes access to these areas. j. The City reserves the right to require that any idle multi-purpose tour cycle be parked in a specified location while idle or waiting for customers. k. Upon receipt of any serious substantiated complaints, as determined to be serious and substantiated by the City Administrator, the license will be placed on the next available City Council agenda for review. 6. During periods of flooding, the City uses Water Street as a staging area and therefore during these times the tours will not be allowed to operate from this location. 7. The fee for the reserved on -street parking space on Water Street is $3 per day. The cumulative fee for the entire season must be paid by April 30th each year. The fee is subject to review and possible increase by the City Council annually. Adopted by the Stillwater City Council this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk ti1IwaEer Administration MEMORANDUM TO: Mayor & Council FROM: Diane Ward, City Clerk SUBJECT: Proposed 2016 Fee Schedule Attached is a red -lined proposed 2016 Fee Schedule. Changes have been made to reflect resolutions passed in 2015. ACTION REQUIRED: If Council concurs with the changes to the Fee Schedule they should pass a motion adopting a resolution entitled "Resolution Adopting 2016 Fee Schedule". RESOLUTION 2015-225 RESOLUTION ADOPTING 2016 FEE SCHEDULE NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby adopts the following fee schedule and administrative citations fine schedule for 2015, effective January 1, 2015. I. COMMUNITY DEVELOPMENT FEES: PLANNING FEES AND ESCROWS The following fees are applicable for all requests submitted to the Heritage Preservation Commission, Planning Commission and/or City Council. Fee Technology Fee $25 Appeals $50 Pre -Development Applications For applications for Joint Board approval, the escrow amount will be dependent on project location, site condition and type of development. Escrow amounts listed herein are minimum requirements. Annexation Permit 0-10 acres 10+ acres Fee $1,000 $2,000 Escrow Comp Plan Amend 0-5 acres $1,000 $500 6-40 acres $2,500 $5,000 41-80 acres $5,000 $5,000 over 80 acres $7,500 $20,000 Lot Line Adjustment $25 Planned Unit Development (PUD) Concept Plan 0-5 acres $3,000 $5,000 6-40 acres $5,000 $5,000 41-80 acres $7,500 $10,000 over 80 acres $10,000 $10,000 Final 0-5 acres S1,000 6-40 acres S2,000 41-80 acres $3,000 over 80 acres $5,000 2016 Fee Schedule Subdivision Preliminary Plat 0-5 acres $500 + $100 per lot $2,500 6-40 acres $1,000 + $100 per lot $5,000 41-80 acres $2,000 + $100 per lot $7,500 over 80 acres $5,000 + $100 per lot $10,000 Final Plat 0-5 acres $500 6-40 acres $1,000 41-80 acres $2,000 over 80 acres $5,000 Resubdivision Administrative Subdivision Tax Increment Financing App. Fee $150 $75 5,000 Zoning Amendment (text or map) 0-5 acres $500 $500 6-40 acres $2,500 $2,500 41-80 acres $5,000 $5,000 over 80 acres $7,500 $10,000 Planning and Zoning Use Permits For applications requiring an escrow, escrow amounts are dependent on project location, site condition and type of development. This is noted as 'TBD,' below. Fee Escrow $50 - Renewals Beekeeping Permit (2 year permit) without changes have no fee Renewal Chicken Keeping Permit (2 year permit) Renewal $50 - Renewals without changes have no fee Conditional/Special Use Permit Residential $200 Non -Residential $500 TBD Home Occupations Type I $25 Type II & Type III $200 Seasonal Outdoor Sales $25-$250 Renewal $25 Page 2 of 15 2016 Fee Schedule Misc. Planning and Zoning Permit and Applications Fence Permit Sign Permit Variance Residential Non -Residential Zoning Letter Bed & Breakfast Inspection Certification of Compliance Use Determination Tree Cutting Permit $25 $50 $200 $500 $100 $100 $100 $500 $25 Heritage Preservation Commission Applications Design Review Permit $25 Site Alteration Permit $25 Demolition Demolition Permit $150 Demolition Designation Study Infill Design Permit $150 II. BUILDING FEES: Contractor License (per year) Contractor License Verification Lead Certification/ Verification $100 $5 $5 TBD $5,000 III. ENGINEERING FEES: An Escrow shall be established as indicated above to cover engineering and legal fees incurred by the City as part of the plan review. This is noted as 'TBD,' below. 1) The fee shall be doubled for after -the -fact permit applications. 2) The Uniform Building Code establishes a fee schedule for grading permits. Engineering Development Fees Fee AUAR Single Family $5,675/acre Multi -family/ Commercial $11,350/ acre Transportation Adequacy Fund (5/14/2015) See Ord 1076, Ex. B Trunk Sewer and Water Phase III Annexation Long Lake East Long Lake West Middle Trunk A Boutwell East $16,542/ acre $9,297/ acre $14,019/ acre $5,909/ acre $13,149/ acre Park & Trail Fee See Ordinance 963 Page 3 of 15 Escrow 2016 Fee Schedule Engineering Permits Grading Permit Residential $150 Non -Residential $500 Obstruction Permit (for two week period) $90 Right -of -Way Permit Street Vacation $350 Additional Engineering Charges Sewer & Water Hookup Sanitary Sewer Water IV. FINANCE FEES: Assessment Searches Assessment Roll Copy (each) Mowing & Snow Removal Services In addition to contractual services. One time service call or first reoccurring service call Second and each additional reoccurring service calls NSF Checks or denial of ACH Fee Sanitary Sewer Rates - Per Quarter First Minimum Charge Overage Charge Penalty/ Late Fee Sign and Lighting - Per Quarter Residential Non -Residential Storm Water Rate - Per Quarter (approved by Res. 2014-087) V. FIRE INSPECTION: Annual license for retail sales of consumer fireworks Automatic fire extinguishing systems Fire alarm systems Open burning permit Residential daycare and foster care inspection Page 4 of 15 $3,966 $3,966 25.00 25.00 $1,500 $5,000 $100.00 $50.00 Maximum allowed by law. $42.00 $4.80 $25.00 $8.00 Based on acreage. 11.75 $100 1.2% of value, $100 minimum 1.2% of value, $100 minimum $15 $50 TBD 2016 Fee Schedule Tank removal permit Yearly nuisance/false alarm fees* - Residential Yearly nuisance/false alarm fees* - Commercial *False alarm fees based on calendar year and per call basis. VI. MISC. ADMIN FEES Prepared Maps Black/ White/ Blue Line As -built Drawings (11 x 17) As built Drawings (24 x 36) City Map (8.5 x 11) City Map (11 x 17) City Map (30 x 36) or copies of this size Land Use Map (11 x 17) Zoning (8.5 x 11) Zoning (11 x 17) Color Electronic Data Via c mail* Electronic Data Via USPS* City Map (8.5 x 11) City Map (11 x 17) City Map (30 x 36) Land Use Map (11 x 17) Parcel Map Topographic Maps Zoning (8.5 x 11) Zoning (11 x 17) Zoning (36 x 48) $75 $0 $75 $150 $300 $400 $0 $90 $180 $360 $425 $10 minimum or $3 per page $10 minimum or $6 per page $2 $2 $4 $2 $4 1-2 3-4 5-6 7-8 9+ 1-2 3-4 5-6 7-8 9+ $15/ each project plus staff time and postage $25/each project plus staff time and postage $2 $2 $24 $7 Available through Washington County Available through Washington County $5 $7 $30 *Electronic data fee must be paid and license agreement signed before sending information. Page 5 of 15 2016 Fee Schedule Publications/Minutes/Agendas: Budget Book $25 City Code Book Unbound $100 Bound $125 Comprehensive Plan printed & bound $75 CD $15 Design Manual $5 Downtown Plan $10 Financial Report $50 Mailed agendas - per year $20 + Postage Mailed minutes - per year $60 + Postage Zoning Book $25 Other Services Copies (B/W) per side (8.5 x 11) .25(t (8.5 x 14) .50(r (11 x 17) .75(i Copies (Color/ Prints) per side (8.5 x 11) (1-5 pages) $2 (8.5 x 11) (6-50 pages) $1.75 (8.5 x 14) (1-5 pages) $2.50 (8.5 x 14) (6-50 pages) $2.25 (11 x 17) (1-5 pages) $3 (11 x 17) (6-50 pages) $2.75 Data on CD/DVD copies $15 (City meetings available on DVD through Valley Access Channels at 651-430-2921) Data Practices Research Deposit $300 Liquor & Tobacco Licenses* (PER YEAR): On -Sale $2,887.50 On -Sale Club $446.25 On -Sale Sunday $200 Off -Sale $200 On -Sale Wine $315 On -Sale Wine w/Strong Beer $477.75 On -Sale 3.2% Malt Liquor $162.75 Off -Sale 3.2% Malt Liquor $57.25 Brewer Tap Room $500 Brewer Off -Sale $200 Consumption & Display $250 & $250 to State *Public hearing required to change City license fees. Page 6 of 15 2016 Fee Schedule Tobacco (PER YEAR) Initial Tobacco Investigation Fee Initial Liquor Investigation Fee Permit to consume Annual Investigation(Liquor & Tobacco) Temporary Liquor License Fee (12 per year - on - sale) Temporary Liquor License Fee (3.2% unlimited) Pawn Broker Fee: $250 $250 $300 $35 $150 $25 per day $25 per day $5,000 plus $200 monthly fee for computer access charges VII. STILLWATER PARK FEES: All private individuals, religious institutions, and for-profit groups shall pay normal fees. The City does not charge not-for-profit groups and educational institutions to use City Parks, unless otherwise noted. The City does require a refundable damage deposit from ALL groups and persons renting parks facilities. Park Facilities (Picnic Shelters, Gazebos, Pergolas) $100 refundable damage deposit plus one of the following fees: $50/day for Stillwater city resident or $100/ day for non -Stillwater city resident. Ball fields (for tournaments): $300 fee & refundable damage deposit $150 Preparation of Ball fields (Revised Lower Lily Lake field Upper Lily Lake field Public Works Field Lacrosse Football Soccer Baseball & Softball 1/20/15 per Resolution 2015-021): $20/ game $15/ game $15/ game $20/application $25/application $20/application $15/ game (all City Fields with the exception of Lower Lily Lake field which is $20/game) Park Open Space A $100 refundable damage deposit (i.e. weddings) - Non -Resident Fee of $50 Pioneer Park Bandshell and Lowell Park Amphitheater $100 refundable damage deposit and $125 fee for residents and nonresidents (anytime). Page 7 of 15 2016 Fee Schedule All groups, including not-for-profit groups and educational institutions must pay to use the Bandshell and Lowell Park Amphitheater. Teddy Bear Park Building Rate Schedule A $100 refundable damage deposit per floor is required Mon-Thurs Resident Non - Resident First 3 hrs. (1st floor) $50 $80 Add'l hour (1st floor) S15 $25 First 3 hrs. (2nd floor) $40 $60 Add'l hour (2nd floor) $10 $15 plus the following: Non-profit Group $50 $15 $40 / $10* $10 / $5* For -Profit Group $80 $25 $60 $15 *Rate based on a minimum of 10 meetings per year with no food at the meeting. Fri -Sun Resident Non- Non-profit For -Profit Resident Group Group First 3 hrs. (1st floor) $90 $160 $90 $160 Add'l hour (1st floor) $25 $45 $25 $45 First 3 hrs. (2nd floor) $70 $125 $70 $125 Add'l hour (2nd floor) $20 $35 $20 $35 EVENTS & SPECIAL EVENTS: All groups, including not-for-profit groups and educational institutions must pay rental of amenities Event Application Fee $0 Special Event Application Fee $50 Special Event with Contract Application Fee $100 Event Impact Fee (if applicable) $500 $250 Refundable Damage Deposit Irrigation Deposit Water Shut-off Key Deposit Police Services (Resolution 2014-107) Police Dept. Personnel Police Reserves Materials Barricade 4' to 12' Barricade 4' to 12' with flasher Drums Electrical use (Lowell Park) Electrical use (Parks, except Lowell Park) Orange Fencing PD No Parking Signs Picnic Tables Portable toilet - Handicapped Portable toilets Reflective Cones Refuse Collection Page 8 of 15 $750 $50 Overtime Rate - 2 hr. Minimum $15.00 per hour - 2 hr. Minimum $2/barricade/each day of event $5/barricade/each day of event $1/drum/each day of event $20/per elec. box/ each day of event $10/each day of event $2.50/lineal foot $1/sign/each day of event $10/table/each day of event $150/ event/ unit $60/ event/ unit $1/cone/each day of event Cost of staff time. 2016 Fee Schedule Traffic Sign on stand $2/sign/each day of event Trash Containers $8/container/each day of event VIII. PARKING FEES: DOWNTOWN PARKING RENTAL RATES - PEAK SEASON (May through September) Lot 1 Lot 2 Other paved city lots Unpaved city lots On -street parking (except on Main St5) Weekday1 $15/ day/ space2 $9/ day/ space3 $1.50/ day/ space4 $1/ day/ space4 $9/ day/ space Weekends $15/ day/ space2 $9/ day/ space3 $3/ day/ space4 $1.50/ day/ space4 $9/ day/ space DOWNTOWN PARKING RENTAL RATES - OFF SEASON (October through April) Weekday6 Weekend6 All lots: 3 hours or less Free, but must be approved by Parking Commission All lots : > 3 hours $1.50/day/space On -street parking (except on Main St. 5) $3/ day/ space Free, but must be approved by Parking Commission $1.50/ day/ space $3/ day/ space 1 Peak season weekday = Monday through Wednesday; Peak season weekend = Thursday through Sunday 2 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $5; >4 but <8 hours = $10; more than 8 hours = $15 3 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $3; >4 but <8 hours = $6; more than 8 hours = $9 4 This rate applies whether the space is used (or reserved) for a partial or full day. 5 On -street parking spaces cannot be reserved on Main Street. 6 Off season weekday = Monday through Thursday; off season weekend = Friday through Sunday PERMIT PARKING (Surface Lots): Downtown Residental Permit parking per month per vehicle (24/7) $20 Downtown Business Permit parking per month per vehicle (no overnight $20 parking) Page 9 of 15 2016 Fee Schedule PARKING RAMP A. Hourly Parking (Available daily, except during events) 1. Single coupon purchase' ❑ Standard rate is $3; coupon dispensed at entrance gate. ❑ Summer weekday rate is $3. ❑ Rate in effect May 1 to October 31. ❑ Weekdays are considered to be Monday through Thursday at 5:00 p.m. ❑ Summer weekend rate is $5; coupon dispensed at entrance gate. ❑ Rate in effect from May 1 to October 31. ❑ Weekend rate begins Thursday at 5:00 p.m. and ends Sunday at 8:00 p.m. 2. Bulk coupon purchase' ❑ Hourly parking coupons can be purchased in advance at City Hall for a discounted rate, if purchasing at least 10 of them. ❑ A standard $3 coupon is reduced to $2.50 each. ❑ A summer weekend $5 coupon is reduced to $4.50 each. iAll day to 2:30 a.m. B. Contract Parking 1. Business Hour Passes' ❑ Minimum purchase of three months is required. ❑ Valid weekdays from 6 a.m. to 6 p.m. ❑ Pass for uncovered space (4th level) $10/month ❑ Pass for covered space (levels 1-3) $15/month ❑ Covered spaces, bulk rate (5 or more) $12/month ❑ Pass for covered reserved space $20/month ❑ After 6 p.m. hourly rates apply. 2. Extended Hours Business Passes' ❑ Minimum purchase of three months is required. ❑ Hours vary according to type of pass: ❑ Covered reserved space Valid weekdays to 9 p.m. ❑ Hospitality Industry pass Valid daily to 6 a.m. next morning 23/month 20/ month i$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass Page 10 of 15 2016 Fee Schedule C. Residential Parking (No restriction on parking hours, i.e. 24/7/365) 25 residential passes available1 ❑ Minimum purchase of three months is required. ❑ 8 year -around passes for Rivertown Commons residents. $25/month each ❑ 17 parking passes available to any resident of the City.2 $35/month each $25/month each with State issued handicapped parking permit 1$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass. 2These passes are sold on a first-come, first-served basis. No more than 25 passes can be sold at any one time. Parking before or after the permitted hours is subject to the flat fee for transient parking, or the event parking fee if that applies. D. Event Parking Summer weekend May 1st and October 31st 5:00 pm on Flat $5 Friday evening through Sunday evening at 8:00 pm Special Events Flat $10 Parking during events does not include overnight parking. Any vehicle parked at the event rate after 2:30 am will be subject to towing. IX. PARKING VIOLATIONS Any violation not preceded by another parking violation the prior 90 days $25 Any violation preceded by one parking violation within prior 90 days $20 Any violation preceded by two parking violations within prior 90 days $30 Added to fine if not paid within 10 business days of issuance $25 X. POLICE FEES: Administrative Citation Fees (see attached) Audio Copy Bicycle License Dog Impound Resident and Non -Resident Dog Licenses - per year Resident and Non -Resident Dog Licenses Replacement Tag Dog - Potentially Dangerous Dog - Dangerous In-house statistical computer run Kennel Peddler Background Check per applicant and each representative Police Reports Page 11 of 15 $15 $1 $50 S10 S5 $50 $200 $25 $250 $15 $0 2016 Fee Schedule Special vehicle license State Accident Reports Video Copy Police Services (Resolution 2014407) Activities that DO NOT fall under Events, Off -Duty Police Officers (paid directly to Officers) Police Reserves (paid directly to Reserves) XI. ST. CROIX VALLEY RECREATION CENTER RATES: Hourly Rates: Rec Center Ice Lily Lake Ice Full Field Hours Half Field House Outdoor Field Other Rates: Open Skating Open Field XII. VIOLATIONS: ADMINISTRATIVE CITATIONS Prime Time $185/ hour $180/ hour $270/ hour $170/ hour $20/ hour $4/child $4/ child Animal violations Animal - Wild or Dangerous Dog Automobile fenders Auxiliary lights Bee Keeping Violations Brakes Building Demolition Violations Bumpers, safeguards Chicken Keeping Violations Certain lights permitted on old motor vehicles Clearance and marker lamps Composite beam Conducted on licensed premises/ disorderly conduct, disorderly house, alcohol, etc. Curfew Disposal of Liquid Waste into Sewer System Page 12 of 15 $100 $0 $40 $40 per hr. $20 per hr. Non -Prime Time $160/hour $160/hour $200/hour $150/hour $20/hour 5/ adult 5/ adult Fine $50 $200 $60 $60 $50 $60 $100 per day $60 $50 $60 $60 $60 $50 $50 $100 per day 3 hour Minimum 3 hour Minimum Summer Ice $150/ hour $150/ hour $200/ hour $150/hour $20/ hour Stillwater City Code Sec. 27-1-5 City Code § 27-2 Minn. Stat. §169.734 Minn. Stat. §169.56 City Code § 27-3 Minn. Stat. §169.67 City Code § 34-8 Minn. Stat. §169.73 City Code § 31-514 (6) Minn. Stat. §169.62 Minn. Stat. §169.51 Minn. Stat. §169.61 Sec. 43-1 Minn. Stat. §609.72 52-11 City Code § 29-7 2016 Fee Schedule Disposal of Flammable Waste into Sewer System Distribution of light Disturbing the peace Fail to stop at a stop sign/ line Failure to obtain a license/registration (contractor, peddler, permit to consume (in parks), commercial fertilizer license, outdoor sales permit, vending permit) Failure to obtain a Liquor or Tobacco License Flares, flags, or reflectors required Garbage & Rubbish - Failure to abide Ordinance Garbage & Rubbish - Improper Storage Headlamps Horn, siren Identification lamps Lights for parked vehicles Lights on all vehicles Method of parking Motor vehicle noise limits Muffler Noise, noisy parties or gatherings Electronic sound system/ audio equipment Number of lamps Open burning or leaves Possession of alcohol in public Prohibited lights; exceptions Prohibition; operating automobile with unsafe tires Projecting load; light or flag Public nuisance defined Public nuisances affecting health Public nuisances affecting peace and safety Public parks: hours of operation, permitted activities Public parks: prohibited acts Public urination (Ordinance 1065 - approved 05/06/2014) Rear lamps Rearview mirror Recreational vehicles violation Roller skates; skateboards Safety glass Page 13 of 15 $100 per day $60 $150 $60 $25.00 per day $100 per day $60 $25 per day $25 per day $60 $60 $60 $60 $60 $50 $60 $60 $100 $100 $60 $100 $75 $60 $60 $60 $75 $75 $75 $50 $50 $50 City Code § 29-8 Minn. Stat. §169.60 Sec. 52-1 Minn. Stat. §169.30(b) City Code 41-4(3); 48-4; 35- 25(1) d; 41-67 City Code § 41-2 (3) Minn. Stat. §169.75 City Code § 30-1-5 City Code § 30-1-5 Minn. Stat. §169.49 Minn. Stat. §169.68 Minn. Stat. §169.58 Minn. Stat. §169.53 Minn. Stat. §169.55 Sec. 51-2 Minn. Stat. §169.693 Minn. Stat. §169.69 Sec. 38-2 Sec. 38-3 Minn. Stat. §169.63 Sec. 23-1, subd. 10 Sec. 52-15 Minn. Stat. §169.64 Minn. Stat. §169.724 Minn. Stat. §169.52 Sec. 38-1, subd. 2 Sec. 38-1, subd. 2(1) Sec. 38-1, subd. 2(2) Sec. 48-5 Sec. 48-2 Sec. 52-18 $60 Minn. Stat. §169.50 $60 Minn. Stat. §169.70 $50 Sec. 51-7 $50 Sec. 51-8 $60 Minn. Stat. §169.74 2016 Fee Schedule Sign violations Slow-moving vehicle, sign required Snowmobiles Special & Conditional Use Permit Violations Specifications for lighting and other devices Speeding (1— 9 mph over limit) State Building Code Violations Subdivision Ordinance Violations Swimming Pool Violations Tire surface; metal studs Unreasonable acceleration /exhibition of speed Vehicle signals Warning lights Wheel flaps on truck and trailer Windshield Winter parking; snow emergencies Zoning Ordinance Violations ALCOHOL VIOLATIONS (Chapter 43, Sec. 43-134) After hours display or consumption of alcoholic beverages After hours sales of alcoholic beverages Commission of a felony related to the licensed activity Failure to take reasonable steps to stop person from leaving premises with alcoholic beverages Illegal gambling on premises Refusal to allow City Inspectors or Police admission to inspect premises 1st Offense 3 day Suspension 3 day Suspension Revocation 3 day Suspension 3 day Suspension 5 day Suspension $75 $60 $70 $250 per day $60 $60 $100 per day $100.00 $100.00 per day $60 $60 $60 $60 $60 $60 $50 $100 per day 2nd Offense 6 day Suspension 6 day Suspension N/A 6 day Suspension Sec. 31-509 Minn. Stat. §169.522 Sec. 51-6 City Code § 31-207 Minn. Stat. §169.65 Minn. Stat. §169.14 City Code § 33-1-4 City Code § 32-1 City Code § 33-2 Minn. Stat. §169.72 City Code § 51-3 (2) Minn. Stat. §169.57 Minn. Stat. §169.59 Minn. Stat. §169.733 Minn. Stat. §169.71 Sec. 51-5 City Code § 30-102 3rd Offense* 4th Offense 9 day Revocation Suspension 9 day Revocation Suspension N/A N/A 9 day Revocation Suspension 6 day 9 day Suspension Suspension 15 day Suspension Page 14 of 15 Revocation Revocation N/A 2016 Fee Schedule Sale of Alcoholic Beverages Revocation while license is under suspension Sale/purchase of alcoholic beverages to/by underage person Sales of alcoholic beverage to obviously intoxicated person N/A $500 $750 & 3 day Suspension $500 $750 & 3 day Suspension *Look back period for multiple offenses is no more than 5 years. TOBACCO VIOLATIONS (Chapter 41, Sec. 41-2, Subd. 13(1)) 1st Offense 2nd Offense* 5200 Refusal to allow City Inspectors & $75 Police admission to inspect premises Sale/purchase to/by underage person $75 Unlawful Self Service Sale $75 Unlawful Vending Machine $75 All other tobacco violations $75 *Same licensed premises within a 24 month period. Adopted by the City Council this 16th day of December, 2014. N/A N/A $1,000 & Revocation 9 day Suspension $1,000 & Revocation 9 day Suspension 200 200 200 $200 ATTEST: Diane F. Ward, City Clerk Page 15 of 15 3rd Offense* $250 & Revocation $250 & Revocation $250 & Revocation $250 & Revocation $250 & Revocation Michael Polehna, Mayor RESOLUTION 2015-227 APPROVAL OF FIRST AMENDMENT TO SOLID WASTE AND RECYCLING AGREEMENT (2011-2015) BE IT RESOLVED, by the City Council of Stillwater, MN that the First Amendment to Solid Waste and Recycling Agreement (2011- 2015) between the City of Stillwater and Waste Management of Minnesota, Inc. for an extension to the 2011-2015 Agreement to allow the continued negotiation on the 2016-2020 contract, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Mayor and City Clerk to sign the contract on the City's behalf. Adopted by the City Council of the City of Stillwater this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk FIRST AMENDMENT TO SOLID WASTE AND RECYCLING AGREEMENT (2011-2015) This First Amendment to the Solid Waste and Recycling Agreement (the "First Amendment") is entered into on December 15, 2015 by and between Waste Management of Minnesota, Inc. ("Waste Management") and City of Stillwater, Minnesota ("City"). Recitals A. City and Waste Management entered into a Solid Waste and Recycling Agreement on January 1, 2011 (the "Agreement"); and, B. City and Waste Management desire to extend the term of the Current Agreement (2011-2015) to allow the City time to approve a new five (5) year contract with Waste Management. Agreement The parties agree to amend the Agreement in the following manner: 1) The term of the Agreement shall be extended for an additional thirty one (31) days, from January 1, 2016 through January 31, 2016 (the "Extension Term"). After the Extension Term, this Agreement shall automatically renew for successive thirty one (31) day terms. Either party may cancel the automatic renewal of this Agreement, thereby terminating the Current Agreement, (2011-2015) by giving the other party written notice of non -renewal by certified or overnight mail not less than thirty (30) days before the end of the then -existing term. 2) Except as modified herein, the terms and conditions of the Current Agreement, (2011-2015 shall continue in full force and effect. The parties have caused this First Amendment to be executed by their duly authorized representatives effective as of the day and year first above written. Waste Management of Minnesota, Inc. City of Stillwater, Minnesota By: By: Name: Name: Ted Kozlowski Title: Title: Mayor Date: Date: 12-15-2015 By: Name Diane F. Ward Title Date City Clerk 12-15-2015 RESOLUTION 2015-228 APPROVAL OF CONTRACT BETWEEN THE CITY OF STILLWATER AND SAND CREEK GROUP, LTD. BE IT RESOLVED, by the City Council of Stillwater, Minnesota, that the contract between the City of Stillwater and Sand Creek Group, Ltd. to provide an Employee Assistance Program for the term January 1, 2016 through December 31, 2016, as on file with the City Clerk. The Mayor and Clerk are hereby authorized to sign said agreement. Adopted by the City Council this 15th day of December, 2015. Ted Kozlowski, Mayor Attest: Diane F. Ward, City Clerk SAND CR -EK GROUP, LTD. RESOURCES WITHOUT BARRIERS 610 NORTH MAIN STREET, SUITE 200 STILLWATER, MINNESOTA 55082 (PHONE) 651.430.3383 / 800.632.7643 (FAX) 6 5 1 . 4 3 0. 9 7 5 3 www.SandCreekEAP.com 1. Services Provided: Employee Assistance Agreement between The Sand Creek Group, Ltd and The City of Stillwater The program contract includes the following services: 1. Full service coverage for The City of Stillwater employees and their household members. 2. Employee Assistance personnel policy development and consultation. 3. Supervisory training of management personnel in the use of the program. 4. Employee orientation seminars to familiarize your employees with the services available to them. 5. Promotional materials including brochures, posters and newsletter articles to keep your Employee Assistance Program visible to your employees, and their families. 6. Ongoing consultations with managers and supervisors to assist them in utilizing the EAP within your organization. 7. Confidential assessment, referral and brief counseling to be provided to all employees, and their family members. Up to four sessions of counseling based on the clinical recommendation of EAP counselor. Each session being comprised of one clinical hour. All of the employees of The City of Stillwater and their family members may contact The Sand Creek Group for assessment, brief counsel and, when necessary, referral free -of -charge to them. No limit is placed on the number of assessments and referrals made annually. All contact is strictly confidential. 8. 24 hour telephone crisis intervention. 9. Worksite visits from an EAP representative to continually evaluate the status of the program and your satisfaction. A NATIONAL NETWORK OF OVER 10,000 HIGHLY CREDENTIALED PROFESSIONALS ADDRESSING INDIVIDUALIZED EMPLOYEE NEEDS & IMPROVING PRODUCTIVITY II. Coordination of Services: The City of Stillwater agrees to work with the EAP representative in informing its employees of this agreement and the services which are available to them. III. Use of Name: The City of Stillwater agrees to allow The Sand Creek Group, Ltd. to list the City as a customer on promotional materials. IV. Eligibility: EAP is a service intended to provide short term assessment and brief counseling services to a wide variety of personal and work-related stressors. The service is intended to evaluate relevant information regarding the history of the concerns brought to the EAP by he client; the current status of the concerns; and the impact they are having on the client. EAP 's goal is the construction of an action plan to help the client/s deal with their concerns in a successful fashion. Some times the action plan can be successfully implemented exclusively within the EAP. In other cases, the action plan may entail referring the client to a variety of community resources that can provide longer term or specialized services that are beyond or outside the scope of the EAP. The EAP benefit is focused on the individual client whenever an employee or covered family member runs up against individual events, conditions or circumstances that don't envelop other members of the family system. In that case, the individual client is eligible to use up to a certain number of counseling sessions clearly defined in the EAP contract. When an event (i. e. — marital/relationship struggles; divorce; death of a family member; etc.) impacts part or all of an entire family unit, the EAP benefit is available for all family members to use collectively in the initial stages of addressing the impact of that family event. The EAP sessions are intended to define a broader plan of action that includes all involved family members. In many situations that involve multiple family members, the variety of counseling and emotional support needs that exist oftentimes goes beyond the EAP benefit. When that is the case, our goal is to help all impacted family members utilize the EAP benefit in a collective fashion to help guide them towards additional support and counseling services, either individually or as a family. V Employee Participation: A working policy of the EAP is that Employee participation in the EAP will affect neither future employment or advancement nor protect employee from disciplinary action for continued substandard performance. VI. Reporting: The Sand Creek Group, Ltd. will provide quarterly reports on program utilization. No information on individual employees will be released outside of The Sand Creek Group without the written consent of the employee. SAND CR -ED< GROUP, LTD. S.D.G. VII. Retainer Cost: The annual retainer charged by The Sand Creek Group, Ltd. for the employee services is as follows: Number of employees 79 Cost per employee $26.02 Annual EAP Contract Cost $2,055.58 Term of Contract January 1, 2016 to December 31, 2016 Optional Services: Organization Development Services Trauma Team Services Bag Lunch Seminars: VIII. Fee for Onzoink Counselinji: Payment for any ongoing counseling services beyond the initial diagnostic screening will be the responsibility of the employee/family member. $250.00 per hour $250.00/1st two hours $150.00 per hour over two hours $250.00 per hour of presentation/facilitation IX Modification or Termination of Contract: This contract may be modified in writing at any time by the mutual consent of the parties. Either The City of Stillwater or The Sand Creek Group, Ltd. may cancel this agreement at any time upon 90 day notice, in writing, to the other party. The Sand Creek Group, Ltd. Gretchen M Stein, Ph.D., CEAP Date President & Chief Executive Officer The Sand Creek Group, Ltd. GMS:jes The City of Stillwater Date SAND CRQD< GROUP, LTD. S.D.G. Memorandum To: Mayor and City Council From: Shawn Sandersjbirector of Public Works Date: December 10, 2015 Subject: Downtown Parking Lot Improvements (Project 2012-06) 2014 Street Improvement Project (Project 2014-02) Acceptance of Work and Final Payment DISCUSSION The work on the above two projects have been completed. The contractor has submitted their application for payment and required information to allow for final payment. RECOMMENDATION Staff recommends that Council accept the work and authorize final payment to Hardrives, Inc. in the amount of $16,858.98 and 13,771.04 respectively. ACTION REQUIRED If Council concurs with staff recommendation, Council should pass a motion adopting Resolution No. 2015- , ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR DOWNTOWN PARKING LOT IMPROVEMENTS (Project 2012- 06) If Council concurs with staff recommendation, Council should pass a motion adopting Resolution No. 2015- , ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2014 STREET IMPROVEMENT PROJECT (Project 2014-02). RESOLUTION 2015-229 ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR DOWNTOWN PARKING LOT IMPROVEMENTS (PROJECT 2012-06) WHEREAS, pursuant to a written contract signed between the City and Hardrives Inc. for reconstruction of the Downtown Parking Lot Improvement Project (Project 2012-06) and their work has been completed with regard to the improvement in accordance with such contract, BE IT FURTHER RESOLVED: That the city clerk and mayor are hereby directed to issue a proper order for the final payment of $16,858.98 on such contract, taking Hardrives, Inc. receipt in full. Attest: Adopted by the Council, this 15th day of December 2015. Diane F. Ward, City Clerk Ted Kozlowski, Mayor RESOLUTION 2015-230 ACCEPTING WORK AND ORDERING FINAL PAYMENT FOR 2014 STREET IMPROVEMENT PROJECT (Project 2014-02) WHEREAS, pursuant to a written contract signed between the City and Hardrives, Inc. for improvement of the 2014 Street Improvement Project (Project 2014-02) and their work has been completed with regard to the improvement in accordance with such contract, BE IT FURTHER RESOLVED: That the city clerk and mayor are hereby directed to issue a proper order for the final payment of $13,771.04 on such contract, taking Hardrives, Inc. receipt in full. Attest: Adopted by the Council, this 15th day of December 2015. Diane F. Ward, City Clerk Ted Kozlowski, Mayor iliwaler Administration -1 DATE: December 11, 2015 TO: Mayor & City Council FROM: Tom McCarty, City Administrator /14 RE: Railroad Lease BACKGROUND In December of 2000, the City of Stillwater assumed the Railroad's interest in a lease with St Croix Boat and Packet. In 2015, the lease was $8,658.68. Staff is recommending a 2% increase ($8,831.85) on the lease for 2016. ACTION REQUIRED If Council concurs with staff's recommendation, council needs to adopt a resolution approving 2016 lease in the amount of $8,831.85. RESOLUTION NO. 2015-231 APPROVAL OF INCREASE TO RAILROAD LEASE PAYMENT WHEREAS, the City of Stillwater assumed the Railroad's interest in a lease with St. Croix Boat and Packet in 2015 was $8,658.68and WHEREAS, staff recommends a 2% increase for 2016 for a total of $8,831.85. THEREFORE BE IT RESOLVED by the City Council of Stillwater, MN that the 2% increase of the Lease payment, in the amount of $8,831.85 on the Railroad Lease between the City of Stillwater and St. Croix Boat & Packet on file with the City Clerk, is hereby approved. Adopted by the Stillwater City Council this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION 2015-232 ACCEPTANCE OF THE MINNESOTA AMATEUR SPORTS COMMISSION MIGHTY DUCKS GRANT BE IT RESOLVED by the City Council of Stillwater, MN that the acceptance of the grant from the Minnesota Amateur Sports Commission Mighty Ducks Grant in the amount of $ $58,606, as on file with the City Clerk is hereby approved and that the Mayor and City Clerk are authorized to execute the grant on behalf of the City of Stillwater Adopted by the Stillwater City Council this 15th day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Af't #•-• MINNESOTA AMATEUR SPORTS COMMISSION November 20, 2015 TO: Mighty Ducks Grant Program Recipients FR: Lynda Lynch Fiscal Coordinator Minnesota Amateur Sports Commission You were recently informed of the Minnesota Amateur Sports Commission's (MASC) decision to approve funding of your project's grant request as part of the Mighty Ducks Grant Program. On behalf of the MASC, we would like to congratulate you on your grant award. As an official grant recipient, enclosed you will find the following documentation for your review and completion. 1. Grant Agreement & Invoice Processing Guidelines (Review) 2. Mighty Ducks Grant Agreement (Signature) Thank you again for your participation in the Mighty Ducks Grant Program and we look forward to working with you. If you have any questions or need additional information, please feel free to contact: Mark Erickson 763-785-5662 merickson@mnsports.org Lynda Lynch 763-785-5631 llynch@mnsports.org PAASZ "iori• MINNESOTA "INIrAMATEUR SPORTS COMMISSION MIGHTY DUCKS GRANT PROGRAM Grant Agreement — End Grant THIS grant contract, and amendments and supplements thereto, is between the State of Minnesota, acting through its Amateur Sports Commission (hereinafter STATE) and the City of Stillwater (hereinafter GRANTEE), witnesseth that: WHEREAS, the STATE pursuant to Minnesota Statutes 2015, Chapter 240A, Section 9 is empowered to promote the development of proposals and award grants for new statewide public ice facilities and for renovation of existing ice arenas, including priority given to indoor air quality improvements and projects that eliminate R-22 and purchase of ice resurfacer; and WHEREAS, on August 3, 2015, the STATE issued a Request for Proposals (RFP) in the State Register seeking proposals from eligible GRANTEEs interested in building new ice sheets, eliminating R-22 refrigerant use or improving air quality in public ice arenas; and WHEREAS, the STATE approved the grant award recommendations at its November 18, 2015 Commission Meeting; and WHEREAS, GRANTEE's proposal was among those selected to receive grant funds to finance the construction of a new ice arena, improvement of arena indoor air quality or the elimination of R22 refrigerant; and WHEREAS, GRANTEE represents that it is duly qualified and willing to perform the services set forth herein. NOW, THEREFORE, it is agreed: GRANTEE'S DUTIES. GRANTEE shall construct a new public ice arena or renovate an existing public arena in accordance with the terms, conditions and specifications set forth in the STATE's RFP and GRANTEE's grant application, which shall be read together, attached hereto, and incorporated by reference as Exhibit A. II. CONSIDERATION AND TERMS OF PAYMENT a. The total obligation of the STATE for all compensation and reimbursements to GRANTEE shall be and shall not exceed fifty eight thousand six hundred and six dollars ($58,606). b. Terms of Payment. Payment shall be made by the STATE promptly after GRANTEE's presentation of evidence documenting that the project has been completed and paid for with funds other than this grant award. i. All funds shall be paid to GRANTEE after STATE has agreed that the Project is complete, demonstrated by a Certificate of Occupancy when applicable or an Affidavit of Project Completion (Attachment A). ii. In addition, the GRANTEE shall submit copies of paid invoices for Project expenses along with a letter on GRANTEE's official letterhead (Attachment B) that will serve as GRANTEE's official invoice. iii. Payment shall be made directly to the GRANTEE following review and approval of required documents. Payment shall be made within thirty (30) days from receipt of invoice. III. CONDITIONS OF PAYMENT. All services provided by GRANTEE pursuant to this grant contract shall be performed to the satisfaction of the STATE, as determined by the sole discretion of its authorized representative, and in accord with all applicable federal, state and local laws, ordinances, rules and regulations. GRANTEE shall not receive payment for work found by the STATE to be unsatisfactory, or performed in violation of federal, state or local laws, ordinances, rules or regulations. IV. TERMS OF CONTRACT. This grant contract shall be effective on December 1, 2015 or upon the date the final required signature is obtained by the STATE, pursuant to Minn. Stat. 166.06, subd.2, whichever occurs later, and shall remain in effect until June 1, 2017, or until all obligations set forth in this grant contract has been satisfactorily fulfilled, whichever occurs first. V. CANCELLATION. Prior to disbursements of funds, this grant contract may be canceled by the STATE or GRANTEE at any time, with or without cause, upon thirty (30) days written notice to the other party. If the STATE finds that there has been a failure to comply with the provisions of this agreement, that reasonable progress has not been made, or that the purposes for which the funds were granted have not been or will not be fulfilled, the STATE may take action to protect its interests, including requiring the return of all or part of the funds already disbursed. VI. STATE'S AUTHORIZED REPRESENTATIVE. The STATE's authorized representative for the purpose of administration of this grant is Todd M. Johnson or his successor in office. The GRANTEE's authorized representative for purposes of administration of this grant contract is Doug Brady, St. Croix Recreation Center Manager. The GRANTEE's authorized representative shall have full authority to represent GRANTEE in its fulfillment of the terms, conditions and requirements of this grant contract. VII. ASSIGNMENT. GRANTEE shall neither assign nor transfer any rights or obligations under this grant contract without the prior written consent of the STATE. VIII. AMENDMENTS. Any amendments to this grant contract shall be in writing, and shall be executed by the same parties who executed the original grant contract, or their successors in office. IX. LIABILITY. GRANTEE agrees to indemnify and save and hold the STATE, its representatives and employees harmless from any all claims or causes of action, including all attorney's fees incurred by the STATE, arising from the performance of this grant contract by GRANTEE or GRANTEE's agents or employees. This clause shall not be construed to bar any legal remedies GRANTEE may have for the STATE's failure to fulfill its obligations pursuant to this grant contract. X. STATE AUDITS. The books, records, documents, and accounting procedures and practices of the GRANTEE relevant to this grant contract shall be subject to examination by the STATE and the Legislative Auditor. XI. DATA PRACTICES ACT. The GRANTEE agrees to comply with the Minnesota Data Practices Act as it applies to all data provided by the STATE in accordance with this grant contract and as it applies to all data created, gathered, generated or acquired in accordance with this grant contract. XII. PUBLICITY. Any publicity given to the program, publications, or services provided resulting from this grant contract, including, but not limited to, noticed, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the GRANTEE or its employees individually or jointly with others, or any sub -grantees shall identify the STATE as a sponsoring agency and shall not be released without prior approval by the STATE's authorized representative. XIII. ANTITRUST. GRANTEE hereby assigns to the State of Minnesota any and all claims for overcharges as to goods and/or services provided in connection with this contract resulting from antitrust violations which arise under the antitrust laws of the United States and the antitrust laws of the State of Minnesota. XIV. PREVAILING WAGE. GRANTEE hereby acknowledges that acceptance of this grant expressly subjects its construction or renovation to prevailing wage rate statutes (Minn. Stat. 177.41, et. seq.). XV. JURISDICTION AND VENUE. This grant contract and amendments and supplements hereto, shall be governed by the laws of the State of Minnesota. Venue for all legal proceedings arising out of this grant contract, or breach thereof, shall be in the state or federal court with competent jurisdiction in Ramsey County, Minnesota. XVI. GRANTEE SIGNATURES. GRANTEE certifies that authorized person(s) have executed the grant contract on behalf of the GRANTEE as required by applicable articles, by- laws or resolutions. XVII. OTHER PROVISIONS. (Attach additional pages as necessary). IN WITNESS WHEREOF, the parties have caused this grant contract to be duly executed. APPROVED: GRANTEE: STATE AGENCY: City of Stillwater Minnesota Amateur Sports Commission By: By: Its: Mayor Its: Executive Director Date: 12-15-2015 Date: And: Its: City Clerk Date: 12-15-2015 Attachment A Affidavit of Project Completion This document is to be completed for projects receiving Mighty Ducks Grant funds where a Certificate of Occupancy, per Minnesota Rules 1300.0220, is not required to be issued. I hereby certify that: 1. The facility/structure listed below is not subject to the conditions of Minnesota Rules 1300.0220. 2. This document shall serve in lieu of a Certificate of Occupancy. 3. The construction of the facility is completed as outlined in the grant agreement with the Minnesota Amateur Sports Commission. 4. The facility is safe to be occupied by the public. Facility Address: PIN (if applicable): Legal Description: Zoning District: Owner Name: Address: City State Zip: Phone: Comments: Name of Grant Recipient: City of Stillwater Doug Brady St. Croix Recreation Center Manager Name of Authorized Official (print) Title Signature Date This document is to be included with the grant invoice processing documents and mailed to: Lynda Lynch Minnesota Amateur Sports Commission 1700 105th Avenue NE Blaine, MN 55449 ATTACHMENT B MIGHTY DUCKS GRANT PROGRAM SAMPLE REIMBURSEMENT REQUEST LETTER (Invoice) (Submitted on Grant Recipient's Official Letterhead) (Date) Minnesota Amateur Sports Commission Attn: Lynda Lynch 1700 105th Avenue NE Blaine MN 55449 Dear Ms. Lynch: Please accept this letter as our formal request to receive the Mighty Ducks Grant funds in the amount of $ for (Project Name/Name of Grant Recipient). This letter also serves as the official notification of our acknowledgement and adherence of the language and provisions of the referenced in the executed Mighty Ducks grant agreement. Per your request and attached for your review are copies of paid invoices totaling $ . These paid invoices equal or exceed our project's grant award and serves as our match requirement. In addition, to demonstrate the project has been completed and documented as such, a copy of the Certificate of Occupancy (or Affidavit of Project Completion) is enclosed for your records. trust the documentation provided is sufficient for your purposes. Please feel free to contact me if you need additional information or have any questions. Sincerely, (Authorized/Official Signature) iliwater THE BIRTHPLACE OF MINNESOTA TO: Mayor & Councilmembers FROM: Bill Turnblad, Community Development Director DATE: December 11, 2015 SUBJECT: Rollover of 2015 Professional Services Funds into 2016 REQUEST The Planning Department has been budgeting funds for several years to pay for consultant services associated with several pending comprehensive plan projects, including the update for the Downtown Chapter of the Comprehensive Plan. In keeping with that procedure, we are requesting that the Council approve rolling: 1) the current 2015 professional services fund balance of $70,000 over into the 2016 budget year; and 2) rolling the accumulated professional services funds from 2012 through 2014 of $75,900 into the 2016 budget. COMMENTS With the $20,000 approved in the 2016 budget for professional services, and the $145,900 being requested to rollover from past years, the total available for planning consulting services will be $165,900. Budget year Rollover amount 2016 NA 2015 $70,000 2014 $35,000 2013 $32,900 2012 $8,000 Total $145,900 Budget year Downtown Plan HPC studies On-line property info programming Miscellaneous studies 2016 0 $5,000 $15,000 0 2015 $60,000 $5,000 0 $5,000 2014 $25,000 $10,000 0 0 2013 $25,000 $3,000 0 $4,900 2012 0 0 0 $8,000 Sub -total $110,000 $23,000 $15,000_ $17,900 Total $165,900 bt STAFF REQUEST ITEM Department: Fire Date: December 8, 2015 DESCRIPTION OF REQUEST (Briefly outline what the request is) Approval to purchase snowblowers for facility maintenance of fire station. The current snowblower is no longer working and is not feasible to repair. In order to maintain clear sidewalks and maintain safe egress of the building snow removal is required. The following equipment will ensure proper and safe snow removal from the site. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Funding for this request is available in the 2015 Department's Capital Outlay Budget. 1 826 OE Toro 2 -Stage Snowblower 1 518 ZR Toro Single Stage Snowblower $ 899.00 $ 359.00 Total: $1,258.00 ADDITIONAL INFORMATION ATTACHED Yes X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Stuart W. Glaser, Fire Chief Date: December 8, 2015 CENTURY POWER EQUIPMENT 5920 Memorial Ave N E' Stillwater MN 55082 651-439-2035 FAX 651-439-3105 PRICE QUOTE JOHN aT ,— DEERE NAME: Stillwater Fire Department PHONE: 651-351-4951 ADDRESS: 216 4th St EMAIL: tballis( ci.Stillwater.mn.US CITY: Stillwater STATE: MN ZIP CODE: 55082 DATE: 12/9/2015 Tom QTY PRODUCT NUMBER PRODUCT DESCRIPTION RETAIL EXTENDED 1 826 OE TORO 2 -STAGE SNOWBLOWER #37772 $999.00 $899.00 1 518 ZR TORO SINGLE STAGE SNOWBLOWER #38742 $399.00 $359.00 SUB TOTAL $1,398.00 $1,258.00 DISCOUNT $140.00 COMMENTS: TRADE-IN $0.00 SUB TOTAL $1,258.00 TAX $0.00 SUB TOTAL $1,258.00 PREP $0.00 Quote by: FREIGHT REV. 7 TOTAL SETUP AND DELIVERED 1 $ 1,258.00 iliwater THE BIRTHPLACE OF MINNESOTA Memo To: Mayor and City Council From: Tim Moore, Public Works Superintendent Date: December 9, 2015 Re: Possible Purchase Sewer Televising Camera BACKGROUND The Public Works Department uses televising equipment, camera and software, in the sewer department to use for inspecting sanitary and storm sewer mains. This equipment is used on a regular basis to assess the condition of the city's underground facilities before construction projects, to monitor cleaning of our bi-annual pipe cleaning locations and locating undocumented areas. DISCUSSION The current software and camera were purchased in 2009. The software operates on a Windows XP platform that is no longer supported and the software manufacturer is no longer in business. Also, the camera has recently failed and is a discontinued model with no available parts. Staff is proposing replacement of both the software and camera. We have received three quotes from vendors ranging from $36,583.40 to $78,886.00. Flexible Pipe from St. Joseph, MN submitted the low quote. Staff has worked with this vendor on several different sewer equipment purchases with available service maintenance and feel they have met the department needs very well. Staff has budgeted $25,000.00 in the 2016 CIP for sewer televising upgrades and $11,583.40 would come from the 2015 Sewer CIP. RECOMMENDATION Staff recommends Council approve the purchase of sewer televising camera and software from Flexible Pipe St. Joseph, MN for $36,583.40. The funds will come from 2015 and 2016 Sewer CIP Re4L1NO PP w4 c IGYvt )41) STAFF REQUEST ITEM Department: MIS Date: 12/11/15 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of 3 surface pros for City staff. Price includes keyboard. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Total cost $4290.00. Money is available in the 2015 Capital Outlay budget for this request. ADDITIONAL INFORMATION ATTACHED Yes _X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman (y7 lat4(M. p_ /11115- Date: 12/11/2015 12/10/2015 Microsoft Surface Pro 4 Core i5 256 GB SDD 8 GB RAM Windows 10 Pro - 7AX-00001 - Tablets - CDWG.com i icros ft Surface Pro 4 Core i5 256 GB SDD 8 GB M Windows 10 Pro Surface Mfg. Part: 7AX-00001 1 CDW Part: 3862819 1 UNSPSC: 43211509 Product Overview Main Features • Tablet • No Keyboard • Intel Core 15 • Windows 10 Pro • 8 GB RAM • 256 GB SSD • 12.3" touchscreen 2736 x 1824 • Intel HD Graphics 520 • Wi-Fi • Silver • Commercial 800.808.4239 $1,299.00 Advertised Price Lease Option ($40.53 / month) Availability: In Stock ch ,c tnrl �.t if nrriarorl Inothwl ? ,r.. m.nc Tablet No Keyboard Intel Core i5 Windows 10 Pro .8GBRAM 256 GB SSD 12.3" touchscreen 2736 x 1824 Recommended Warranty and Services Microsoft Complete extended service agreement -3yr total coverage $255.35 Advertised Price CDW/CDWG Asset Tag install w/o another Configuration Center service $9.97 Advertised Price The Microsoft Surface Pro 4 Tablet is an ideal device for people who are constantly on the move. A surface pen stylus, provided along with this gadget, makes it easy for you to navigate between applications. The front panel of this Windows 10 Pro tablet is fitted with a 12.3 -inch LCD touchscreen that produces clear visuals with a resolution of 2736 x 1824 pixels. It comes with an Intel HD Graphics 520 GPU to produce crystal-clear graphics. Powered by the Windows 10 Pro platform, it lets you make smooth transitions between applications. This Wi-Fi tablet is powered by the 6th Gen Intel Core i5 processor and an 8 GB RAM to support multiple applications simultaneously. It has a 5 MP webcam and an 8 MP camera for engaging in video conference calls and recording high-quality videos, This Core i5 tablet has a 256 GB SSD drive, allowing you to comfortably store important documents and files. It comes with ports like three USB 3.0 ports, a mini DisplayPort, an audio input/output port and a card reader, along with wireless connectivity features like Bluetooth and Wi-Fi to connect with compatible devices. It has a battery life of up to nine hours to ensure uninterrupted usage. • 12.3" LCD touchscreen with 2736 x 1824 pixel resolution for bright visuals • Windows 10 Pro OS for an intuitive user interface • 256 GB SSD for storing large quantities of digital data • 9 hours battery for long-lasting use https://www.cdwg.com/shop/products/M icrosoft-Surface-Pro-4-Core-15-256-GB-SD D -8 -GB -RAM -W i ndows-10-Pro/3862819.aspx?pfm=srh&printable=1 1/4 12/10/2015 Microsoft Surface Pro 4 Type Cover Keyboard - R9Q-00001 - Tablet Cases & Covers - CDW G.com Ptikcr s f Surface Pro 4 Type Cover Keyboard Surface Mfg. Part: R9Q-00001 CDW Part: 3862769 1 UNSPSC: 43211706 Product Overview Main Features • Keyboard • English • Noith American layout • Black • Commercial Technical Specifications Specifications are provided by the manufacturer. Refe Chassis Built-in Devices: Dimensions & Weight Depth: Height: Weight: 800.808.4239 $129.99 Advertised Price Availability: In Stock ct,mt tr a-,•; .t nrriaectri Keyboard English North American layout • Black Commercial Designed to work with ease, the Microsoft Surface Pro 4 Type Cover Keyboard can transform your Surface Pro tablets into a premium laptop. With moderately spread out keys, this Microsoft keyboard allows fast and efficient typing, Its two -button trackpad is broadened for precision control and easy navigation. This qwerty keyboard features a North American layout and some of its key Functions include brightness, multimedia and windows shortcuts. It also comes with an upgraded magnetic stability to ensure the keyboard is steady and long-lasting. This Microsoft Surface Pro 4 keyboard is compatible with Surface Pro 3 and Surface Pro 4 tablets. ■ Thinner and lighter design for a comfortable and user-friendly experience • Upgraded magnetic stability to keep the keyboard steady and sturdy ■ Optimal key spacing for swift and smooth typing experience • Compatible with Surface Pro 3 and Surface Pro 4 tablets o the manufacturer for an explanation of the print speed and other ratings. Accelerometer , Trackpad 8.5 in 0.2 in 10,3 oz https://www.cdwg.com/s hop/products/M i crosoft-Surface- Pro -4 -Type -C over-Keyboard/3862769.aspx?Recom m endedForED C= 3862819&RecoType= R P&Prog... 1/2 STAFF REQUEST ITEM Department: MIS Date: 12/11/15 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of two scanners, one for Finance and one for Police. This are used to scan documents into our Laserfiche Document imaging system. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Total cost will be $1864. Money is available in the 2015 Capital Outlay budget for this request. ADDITIONAL INFORMATION ATTACHED Yes X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman kf.e.opottf,404 Date: 12/11/15 12/10/2015 Canon imageFormula DR -M 16011- Kofax VRS Elite Bundle - 0114T279- Document Scanners - CDWG.com Canon ageFormuia DR-M1601i Kofax VRS Elite Bundle Mfg. Part: 0114T279 (CDW Part: 3367871 1 UNSPSC: 43211711 Product Overview Main Features • Document scanner • Duplex 8.5 inx118in • 600 dpi • Kofax VRS Elite Bundle • up to 60 ppm (mono) / up to 60 ppm (color) • ADF ( 60 sheets ) • USB 2.0 Technical Specifications 800.808.4239 S1';105-00 $931.66 Advertised Price Lease Option ($29.07 /month) Availability: In Stock rh;nc fnrla.r if nr�7orcrl Document scanner Duplex .8.5inx118in 600 dpi Kofax VRS Elite Bundle up to 60 ppm (mono) / up to 60 ppm (color) ADF (60'sheets ) Recommended Warranty Canon eCarePAK Extended Service Plan Advanced Exchange Program - extended s $149.62 Advertised Price With a combination of performance, convenience, and flexibility, the Canon imageFORMULA DR -M160 scanner is a compact document imaging solution for office environments. Its user-friendly design, high-quality image processing, reliable item handling, and intelligent software offer end-to-end options for capturing, converting, communicating, and controlling business information. Today, operating costs are on the rise, making ROI harder to achieve, Fortunately for workgroups and departments in any industry, the DR -M160 scanner provides the basis for efficient records management and paperwork reduction. It delivers capture capabilities that make it an ideal addition especially in the legal, financial, healthcare, and government sectors. Energy/Environment standards ENERGY STAR Qualified Yes Specifications are provided by the manufacturer. Refer to the manufacturer for an explanation of the print speed and other ratings. Scanner Automatic Duplexing: Color Depth: Compliant Standards: Yes 24 -bit (16,7 million colors) ISIS , TWAIN https://www.cdwg.com/shop/products/Canon-i m ageForm ula-D R -M 16011-Kofax-VRS-EI ite-Bundle/3367871.aspx?pfm =srh&printable=1 1/3 STAFF REQUEST ITEM Department: MIS Date: 12/11/15 DESCRIPTION OF REQUEST (Briefly outline what the request is) Purchase of Malwarebytes Anti-Malware software for the city's computers. This will help detect and defend against malware that anti-virus doesn't detect. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) The total cost for a 1 year subscription is $1,397.00. This was not budgeted for 2015 but with the savings from switching to a new anti-virus we will have enough to purchase this software. ADDITIONAL INFORMATION ATTACHED Yes _X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman g6&*"t/um Date: 12/11/15 Rose Holman From: Jesse Pereboom Sent: Monday, November 30, 2015 9:52 AM To: Rose Holman Subject: Fwd: RE: Malwarebytes Evaluation Check- in Sent from Outlook Mobile Forwarded message From: "Christina Lopez" <clopez(malwarebv tes.org> Date: Mon, Nov 30, 2015 at 7:23 AM -0800 Subject: RE: Malwarebytes Evaluation Check- in To: "Jesse Pereboom" <jperebootn ci.stillwater.mmu.s> Hello Jesse, Thank you for the quick chat this morning to go over our end of the year offering. The promotion will end December 15th, 2015. Offerings: BUY a 12 months subscription and get 1 month FREE (Baker's Dozen Discount) 30% OFF 3 year subscriptions! (3 year for 30% off) Malwarebytes Anti-Malware Please feel free to contact me directly with any questions or concerns. Also please update on your internal approval timeline and let me know if you need any more information from me in the meantime. Best regards, Original Message From: Jesse Pereboom[mailto:jpereboom@ci.stillwater.mn.us] Sent: Monday, November 30, 2015 6:49 AM To: Christina Lopez <clopez@malwarebytes.org> Subject: RE: Malwarebytes Evaluation Check- in Christina, 1 100 100 MAM NC MAM NC 1 -year + 1 month -41141#1 3 -year $3,007.00 $1,397.00 Please feel free to contact me directly with any questions or concerns. Also please update on your internal approval timeline and let me know if you need any more information from me in the meantime. Best regards, Original Message From: Jesse Pereboom[mailto:jpereboom@ci.stillwater.mn.us] Sent: Monday, November 30, 2015 6:49 AM To: Christina Lopez <clopez@malwarebytes.org> Subject: RE: Malwarebytes Evaluation Check- in Christina, 1 STAFF REQUEST ITEM Department: MIS Date: 12/11/2105 DESCRIPTION OF REQUEST (Briefly outline what the request is) Update currently owned Adobe Acrobat licenses to new version. We will need to purchase additional licenses next year. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Total cost will be $1688.00. Money is available in the 2015 Capital Outlay budget for this. ADDITIONAL INFORMATION ATTACHED Yes X No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman Date: 12/11/2015 BILL TO: CITY OF STILLWATER 216 4TH ST N Accounts Payable STILLWATER , MN 55082-4898 CD'tG.€om 800.594,4239 SHIP TO: CITY OF STILLWATER Attention To: JESSE PEREBOOM 216 4TH ST N STILLWATER , MN 55082-4898 Contact: JESSE PEREBOOM 651.430.8805 Customer P.O. # UPGRADE PRO Customer Phone 4651.439.6121 VERSIONS QUOTE MARTIN KLIMIS 866.444.6110 10 367948 GDW Government 230 North Milwaukee Ave. Vernon Hills, IL 60061 ELECTRONIC DISTRIBUTION ACRO DC PRO UPG Mfg#: 65259084AF01A00 Contract: Standard Pricing Electronic distribution - NO MEDIA OE400SPS SALES QUOTATION GRGM228 ! 1313986 12/11/2015 Net 30 Days -Govt State/Local SUBTOTAL FREIGHT TAX STATE ,,„ 78 168.8 1,688.80 1,688.80 0.00 0.00 Fax: 312.705.9459 This quote is subject to CDW's Terms and Conditions of Sales and Service Projects at http://www.cdwg.com/content/terms-conditions/product-sales.aspx For more information, contact a CDW account manager. Please remit payment to: CDW Government 75 Remittance Drive Suite 1515 Chicago, IL 60675-1515 MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders, Director of Public Works DATE: December 10, 2015 SUBJECT: Second Reading of an Ordinance Amending the Stillwater City Code to Comply with Current Requirements of the Municipal Separate Storm Sewer System (MS4) General Permit DISCUSSION: At the December 1, 2015 council meeting, council approved the first reading of an Ordinance Amending the Stillwater City Code to Comply with Current Requirements of the Municipal Separate Storm Sewer System (MS4) General Permit. The amendment was revisions to Chapters 29 and 38 of the City Code in order to be in compliance of the new MS4 permit regarding Illicit Discharge, Detection and Elimination. Tonight is the request for approval of the second reading of the ordinance amendment. If the second reading is approved, it is required that the ordinance be officially published in the newspaper. Since the amendment is quite lengthy, a summary of the ordinance amendment has been prepared and published in lieu of the actual amendment. RECOMMENDATION: Staff recommends that Council; 1. Approve the second reading of an Ordinance Amending the Stillwater City Code to comply with current requirements of the Municipal Separate Storm Sewer System (MS4) General Permit. 2. Approve the attached resolution -Resolution of The Stillwater City Council Directing The Publication Of An Ordinance By Title And Summary ACTION REQUIRED If council agrees with the recommendation the should; 1. Pass a motion adopting the second reading of Ordinance amending the Stillwater City Code to comply with current requirements of the Municipal Separate Storm Sewer System (MS4) General Permit. 2. Adopt resolution entitled " A Resolution of the Stillwater City Council Directing the Publication of an Ordinance by Title and Summary" CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA A RESOLUTION OF THE STILLWATER CITY COUNCIL DIRECTING THE PUBLICATION OF AN ORDINANCE BY TITLE AND SUMMARY WHEREAS, The Stillwater City Charter at Section 5.03 Subd. F authorized the City Council by 4/5's vote of its members to direct the publication of length ordinance by title and summary if the summary clearly informs the public of the intent and effect of the ordinance. NOW, THEREFORE, BE IT RESOLVED AS FOLLOWS: 1. The title of the ordinance to be published is as follows: AN ORDINANCE AMENDING THE STILLWATER CITY CODE TO COMPLY WITH CURRENT REQUIREMENTS OF THE MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) GENERAL PERMIT 2. A summary of the ordinance is as follows: a. Incorporates clear definitions for illicit discharge, illicit connections, and non -storm water discharge, etc. b. Outlines exemptions to the illicit discharge prohibition c. Describes authority for the City Access facilities for illicit discharge inspections and to sample illicit discharges d. Describes authority for the City to conduct enforcement to stop an illicit discharge and require corrective actions 3. A complete printed copy of the ordinance is available for inspection by any person during the regular office hours at the office of the City Clerk, City Hall, 216 North Fourth Street. 4. A copy of the entire text of the ordinance must be made available in the Stillwater Public Library. Enacted by the City Council of the City of Stillwater, Minnesota this 15th day of December, 2015. CITY OF STILLWATER ATTEST: Ted Kozlowski, Mayor Diane F. Ward, City Clerk ORDINANCE 1084 AN ORDINANCE AMENDING THE STILLWATER CITY CODE TO COMPLY WITH CURRENT REQUIREMENTS OF THE MUNICIPAL SEPARATE STORM SEWER SYSTEM (MS4) GENERAL PERMIT The City Council of the City of Stillwater does ordain: 1. AMENDING. Section 29-5 — Prohibting deposit of Stormwater in Sewer System is amended by addition Sec. 29-5 Subd. 1, (1)(2) and (3) that will hereafter read as follows: "(1) The construction, use, maintenance or continued existence of illicit connections to the storm drain system is prohibited (2) This prohibition expressly includes, without limitation, illicit connections made in the past, regardless of whether the connection was permissible under law or practices applicable or prevailing at the time of connection (3) A person is considered to be in violation of this ordinance if the person connects a line conveying sewage to the Municipal Separate Storm Sewer System (MS4), or allows such a connection to continue." and by adding Section 29-5 Subd. 7, 8, 9, 10, and 11 that will hereafter read as follows: "Subd. 7. Administrative search warrant. If the enforcement officer has been refused access to any part of the premises from which the nuisance is occurring, and the enforcement officer is able to demonstrate probable cause to believe that there may be a violation of this section, or that there is a need to inspect, test, examine or sample as part of a routine program designed to verify compliance with this section or any order issued hereunder, or to protect the overall public health, safety and welfare of the community, then the city may seek issuance of an administrative search warrant from any court of competent jurisdiction. Subd. 8. Notice of Violation. If an enforcement officer finds that a person violated a prohibition or failed to meet a requirement of this section, the city may order compliance by written notice of violation to the responsible person. Such notice may require without limitation: (1) The performance of monitoring, analysis, and reporting; (2) The elimination of illicit connections or illegal discharges; (3) The violating discharges, practices, or operations must cease and desist; (4) The abatement or remediation of stormwater pollution or contamination hazards and the restoration of any affected premises; (5) Payment of a fine to cover administrative and remediation costs; and (6) The implementation of source control or treatment BMPs. If abatement of a violation and/or restoration of affected property is required, the notice shall set forth a deadline within which such remediation or restoration must be completed. Said notice shall further advise that, should the violator fail to remediate or restore within the established deadline, the work will be done by a designated governmental agency or a contractor and the expense thereof shall be charged to the violator. Subd. 9. Appeal of notice of violation. Any person receiving a Notice of Violation may appeal the determination of the authorized enforcement agency. The notice of appeal must be received within 10 days from the date of the Notice of Violation. Hearing on the appeal before the appropriate authority or his/her designee shall take place within 30 days from the date of receipt of the notice of appeal. The decision of the municipal authority or their designee shall be final. Subd. 10. Enforcement measures after appeal. If the violation has not been corrected pursuant to the requirements set forth in the Notice of Violation, or, in the event of an appeal, within 30 days of the decision of the municipal authority upholding the decision of the authorized enforcement agency, then representatives of the authorized enforcement agency shall enter upon the subject private property and are authorized to take any and all measures necessary to abate the violation and/or restore the property. It shall be unlawful for any person, owner, agent or person in possession of any premises to refuse to allow the government agency or designated contractor to enter upon the premises for the purposes set forth above. Subd. 11. Cost of abatement of the violation. Within 30 days after abatement of the violation, the owner of the property will be notified of the cost of abatement, including administrative costs. The property owner may file a written protest objecting to the amount of the assessment within 10 days. If the amount due is not paid within a timely manner as determined by the decision of the municipal authority or by the expiration of the time in which to file an appeal, the charges shall become a special assessment against the property and shall constitute a lien on the property for the amount of the assessment." 2. AMENDING. Chapter 38 NUISANCES is amended by adding the following definition to Sec. 38-1, Subd. 1 (inserted alphabetically): "Best Management Practices (BMPs) means schedules of activities, prohibitions of practices, general good housekeeping practices, pollution prevention and educational practices, maintenance procedures, and other management practices to prevent or reduce the discharge of pollutants directly or indirectly to stormwater, receiving waters, or stormwater conveyance systems that -2- are identified and adopted by the city. BMPs also include treatment practices, operating procedures, and practices to control site runoff, spillage or leaks, sludge or water disposal, or drainage from raw materials storage. Illicit discharge means any direct or indirect non-stormwater discharge to the storm drain system, except exempted in Subd. 2 of this ordinance. Illicit connection means any drain or conveyance, whether on the surface or subsurface, which allows an illegal discharge to enter the storm drain system including, but not limited to, any conveyances which allow any non -storm water discharge including sewage, process wastewater, and wash water to enter the storm drain system and any connections to the storm drain system from indoor drains and sinks, regardless of whether said drain or connection had been previously allowed, permitted, or approved by the city; or, any drain or conveyance connected from a commercial or industrial land use to the storm drain system which has not been documented in plans, maps, or equivalent records and approved by the city. Industrial Activity means any activities subject to NPDES Industrial Permits as defined in 40 CFR, Section 122.26 (b)(14). National Pollutant Discharge Elimination System (NPDES) Stormwater Discharge Permit means a permit issued by the Minnesota Pollution Control Agency that authorizes the discharge of pollutants to waters of the state, whether the permit is applicable on an individual, group, or general area -wide basis. Non-stormwater discharge means any discharge to the storm drain system that is not composed entirely of stormwater. Pollutant means anything which causes or contributes to pollution. Pollutants may include, but are not limited to: paints, varnishes, and solvents; oil and other automotive fluids; non -hazardous liquid and solid wastes and yard wastes; refuse, rubbish, garbage, litter, or other discarded or abandoned objects, ordinances, and accumulations, so that same may cause or contribute to pollution; floatables; pesticides, herbicides, and fertilizers; hazardous substances and wastes; sewage, fecal coliform and pathogens; dissolved and particulate metals; animal wastes; wastes and residues that result from constructing a building or structure; and noxious or offensive matter of any kind. Storm drain system means publicly -owned facilities by which stormwater is collected or conveyed, including, but not limited to, any roads with drainage systems, municipal streets, gutters, curbs, inlets, piped storm drains, pumping facilities, retention and detention basins, natural and human -made or altered drainage channels, reservoirs, and other drainage structures. -3- Stormwater means any surface flow, runoff, and drainage consisting entirely of water from any form of natural precipitation, and resulting from such precipitation. Wastewater means any water or other liquid, other than uncontaminated storm water, discharged from a facility." and, by adding to Sec. 38-1 Subd. 2, a new kk, and kk 1., 2., 3., and 4. to read as follows: "kk. The discharging of any nonstormwater to the city stormwater system discharge to street or storm drain system may occur. . The commencement, conduct or continuance of any illegal discharge to the storm drain system is prohibited except as described as follows: 1. The following discharges are exempt from discharge prohibitions established by this ordinance: water line flushing, landscape irrigation, diverted stream flows, rising ground waters, uncontaminated ground water infiltration, uncontaminated pumped ground water, discharges from potable water sources, foundation drains, air conditioning condensation, irrigation water, springs, water from crawl space pumps, footing drains, lawn watering, individual residential car washing, flows from riparian habitats and wetlands, dechlorinated swimming pool discharges, and street wash water; 2. Discharges or flow from firefighting, and other discharges authorized by the city in writing that are necessary to protect public health and safety; 3. Discharges associated with dye testing, however this activity requires verbal notification to the city prior to the time of the test; 4. (1)The prohibition shall not apply to any non-stormwater discharge permitted under an NPDES permit, waiver, or waste discharge order issued to the discharger and administered under the authority of the federal Environmental Protection Agency, provided that the discharger is in full compliance with all requirements of the permit, waiver, or order and other applicable laws and regulations, and further provided that written approval has been granted for any discharges to the storm drain system." and, by adding to Section 38-2, a new Subd. 3, Sub 4, Sub 5, Sub 6, Sub 7, renumbering Subs. 3 through 11, a new Subd. 12, Subd. 13, Subd. 14, Subd. 15, Subd. 16, renumbering Subd. 10 through 20, a new Subd. 21, 22, 23, 24, 25, 26, and renumber Subd. 11 through 28. "Subd. 3. Suspension due to illicit discharge in emergency situations. The city may, without prior notice, suspend MS4 discharge access to a person when -4- such suspension is necessary to stop an actual or threatened discharge which presents or may present imminent and substantial danger to the environment, or to the health or welfare of persons, or to the MS4 or Waters of the United States. If the violator fails to comply with a suspension order issued in an emergency, the authorized enforcement agency may take such steps as deemed necessary to prevent or minimize damage to the MS4 or Waters of the United States, or to minimize danger to persons. Subd. 4. Suspension due to the detection of illicit discharge. Any person discharging to the MS4 in violation of this ordinance may have their MS4 access terminated if such termination would abate or reduce an illicit discharge. The authorized enforcement agency will notify a violator of the proposed termination of its MS4 access. The violator may petition the authorized enforcement agency for a reconsideration and hearing. A person commits an offense if the person reinstates MS4 access to premises terminated pursuant to this Section, without the prior approval of the authorized enforcement agency. Subd. 5. Industrial or construction activity discharges. Any person subject to an industrial or construction activity NPDES storm water discharge permit shall comply with all provisions of such permit. Proof of compliance with said permit may be required in a form acceptable to the city prior to the allowing of discharges to the MS4. Subd. 6. Watercourse protection. Every person owning or occupying premises through which a watercourse passes, shall keep and maintain that part of the watercourse within the premises free of trash, debris, excessive vegetation, and other obstacles that would pollute, contaminate, or significantly retard the flow of water through the watercourse. In addition, the owner or occupant shall maintain existing privately owned structures within or adjacent to a watercourse so that such structures will not become a hazard to the use, function, or physical integrity of the watercourse. Subd. 7. Notification of spills. Notwithstanding other requirements of law, as soon as any person responsible for a facility or operation or responsible for emergency response for a facility or operation has information of any known or suspected release of materials which are resulting or may result in illegal discharges or pollutants discharging into stormwater, the storm drain system, or waters of the state, said person shall take all necessary steps to ensure the discovery, containment, and cleanup of such release. In the event of such a release of hazardous materials, said person must immediately notify emergency response agencies of the occurrence via emergency dispatch services. In the event of a release of nonhazardous materials, said person shall notify the city no later than the next business day. Notifications in person or by phone shall be confirmed by written notice addressed and mailed to the city within three business days of the -5- personal or phone notice. If the discharge of prohibited materials originates from an industrial establishment, the owner or operator of such establishment shall also retain an on-site written record of the discharge and the actions taken to prevent its recurrence. Such records must be retained for at least three years. Subd. 12. Administrative search warrant. If the enforcement officer has been refused access to any part of the premises from which the nuisance is occurring, and the enforcement officer is able to demonstrate probable cause to believe that there may be a violation of this section, or that there is a need to inspect, test, examine or sample as part of a routine program designed to verify compliance with this section or any order issued hereunder, or to protect the overall public health, safety and welfare of the community, then the city may seek issuance of an administrative search warrant from any court of competent jurisdiction. Subd. 13. Notice of Violation. If an enforcement officer finds that a person violated a prohibition or failed to meet a requirement of this section, the city may order compliance by written notice of violation to the responsible person. Such notice may require without limitation: (1) The performance of monitoring, analysis, and reporting; (2) The elimination of illicit connections or illegal discharges; (3) The violating discharges, practices, or operations must cease and desist; (4) The abatement or remediation of stormwater pollution or contamination hazards and the restoration of any affected premises; (5) Payment of a fine to cover administrative and remediation costs; and (6) The implementation of source control or treatment BMPs. If abatement of a violation and/or restoration of affected property is required, the notice shall set forth a deadline within which such remediation or restoration must be completed. Said notice shall further advise that, should the violator fail to remediate or restore within the established deadline, the work will be done by a designated governmental agency or a contractor and the expense thereof shall be charged to the violator. Subd. 14. Appeal of notice of violation. Any person receiving a Notice of Violation may appeal the determination of the authorized enforcement agency. The notice of appeal must be received within 10 days from the date of the Notice of Violation. Hearing on the appeal before the appropriate authority or his/her designee shall take place within 30 days from the date of receipt of the notice of appeal. The decision of the municipal authority or their designee shall be final. Subd. 15. Enforcement measures after appeal. If the violation has not been corrected pursuant to the requirements set forth in the Notice of Violation, or, in the event of an appeal, within 30 days of the decision of the municipal authority upholding the decision of the authorized enforcement agency, then representatives of the authorized enforcement agency shall enter upon the subject -6- private property and are authorized to take any and all measures necessary to abate the violation and/or restore the property. It shall be unlawful for any person, owner, agent or person in possession of any premises to refuse to allow the government agency or designated contractor to enter upon the premises for the purposes set forth above. Subd. 16. Compliance monitoring. The owner or party responsible shall allow the city ready access to all parts of the premises for the purposes of inspection, sampling, examination and copying of records that must be kept under the conditions of an NPDES permit to discharge stormwater, and the performance of any additional duties as defined by state and federal law. Any temporary or permanent obstruction to safe and easy access to the area to be inspected or sampled shall be promptly removed by the discharger at the request of the city and shall not be replaced. The city may require the discharger to install monitoring equipment or other such devices as are necessary in the opinion of the city to conduct monitoring or sampling of the premises stormwater discharge. The monitoring equipment must be maintained by the discharger in a safe and proper operating condition at all times. All devices used to measure stormwater flow and quality must be calibrated to ensure their accuracy. Subd. 21. Cost of abatement of the violation. Within 30 days after abatement of the violation, the owner of the property will be notified of the cost of abatement, including administrative costs. The property owner may file a written protest objecting to the amount of the assessment within 10 days. If the amount due is not paid within a timely manner as determined by the decision of the municipal authority or by the expiration of the time in which to file an appeal, the charges shall become a special assessment against the property and shall constitute a lien on the property for the amount of the assessment. Subd. 22. Injunctive relief. It shall be unlawful for any person to violate any provision or fail to comply with any of the requirements of this Ordinance. If a person has violated or continues to violate the provisions of this ordinance, the authorized enforcement agency may petition for a preliminary or permanent injunction restraining the person from activities which would create further violations or compelling the person to perform abatement or remediation of the violation. Subd. 23. Compensatory action. In lieu of enforcement proceedings, penalties, and remedies authorized by this Ordinance, the authorized enforcement agency may impose upon a violator alternative compensatory action, such as storm drain stenciling, attendance at compliance workshops, creek cleanup, etc. -7- Subd. 24. Violations deemed a public nuisance. In addition to the enforcement processes and penalties provided, any condition caused or permitted to exist in violation of any of the provisions of this Ordinance is a threat to public health, safety, and welfare, and is declared and deemed a nuisance, and may be summarily abated or restored at the violator's expense, and/or a civil action to abate, enjoin, or otherwise compel the cessation of such nuisance may be taken. Subd. 25. Criminal prosecution. Any person that has violated or continues to violate this ordinance shall be liable to criminal prosecution to the fullest extent of the law, and shall be subject to a criminal penalty of a misdemeanor. The authorized enforcement agency may recover all attorneys' fees court costs and other expenses associated with enforcement of this ordinance, including sampling and monitoring expenses. Subd. 26. Remedies not exclusive. The remedies listed in this ordinance are not exclusive of any other remedies available under any applicable federal, state or local law and it is within the discretion of the authorized enforcement agency to seek cumulative remedies." Enacted by the City Council of Stillwater this day of December, 2015. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk -8- THE BIRTHPLACE OF MINNESOTA TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: December 9, 2015 SUBJECT: Veterans Memorial Expansion — Concept Approval PROPOSAL The Veterans Memorial Board is hoping to increase the size of their memorial grounds at Municipal Parking Lot 19. The purpose of the expansion is to create more area for their paver program. The expansion would result in the loss of ten parking spaces. The City Council considered the concept on November 17, 2015. While the proposal to expand the memorial was received well, the mitigation for the ten lost spaces was not resolved. Staff was directed to estimate the cost of expanding Municipal Lot 18 to compensate for the lost spaces. REQUEST The Memorial Board requests the City Council to discuss and approve the proposed concept to expand the memorial and mitigate the loss of ten 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 could create about eight additional spaces. This is to say that the southern bay of spaces could be increased to fourteen spaces, whereas it currently has six. (See attached sketch.) This would compensate for eight of the ten spaces lost in Lot 19. In 1998 the former Stillwater Junior High School site was proposed as the new home of the Cub Corporate Office. 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. (58 were actually constructed.) As currently configured, the three public lots have a total of 157 spaces. Together with the 58 spaces on Cub's property, there are 215 spaces available. This exceeds the 210 required for the Cub building. Vets Memorial Expansion Page 2 Cub Foods has recently moved many of their staff out of the office building in Stillwater to SuperValu's corporate office in Eden Prairie. Therefore, the number of parking spaces currently available far exceeds the office building's parking needs. The Memorial Board is requesting that if the lost parking spaces are needed in the future, the City would pay for constructing those spaces. POTENTIAL COST TO CITY The City Engineer estimates that if the bay of fourteen spaces (a net increase of eight spaces) were constructed today, the cost would be $54,596. If the Council agrees with the Veterans Memorial Board and only requires five spaces to be mitigated', then three of the eight spaces gained in the fourteen space expansion could be eliminated. The cost of constructing this alternative would be 21.4% less (3 less of the 14 spaces; 3/14ths; 21.4%), or $42,912. 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; • Parking mitigation plan review by the Downtown Parking Commission; and • City Council approval of: o Parking mitigation plan o Amendment to existing Municipal License as approved by Res No. 2002-125 o Amendment to the existing Parking Lot Maintenance Agreement ACTION REQUESTED The Veterans Memorial Board is asking the City Council to: 1) Conceptually approve the proposed expansion and loss of ten parking spaces. 2) Require the mitigation of only five of the ten lost spaces. 3) Approve "proof of parking" as mitigation for the five spaces. 4) Approve the use of public funds to construct the five spaces if they are needed in the future. bt Attachments: Current memorial Proposed memorial Proof of parking sketch Letter from Larson City Engineer's estimates 1 Since only five more would be needed after the memorial expansion is completed to provide the 210 minimally needed by the Cub building. 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. EXISTING BRICK WALKWAY & MEMORIAL PAVERS EXISTING MEMORIAL STRUCTURE S'3v?s' &`te,'' S11116111./.ffftf��l� MAMAeninni *aww�r� iw °macelni vmmli�rl unam "iliaiiii•maiman•�i�iii -- =i=i_i =� •iil�{1Uj�e�fl111 umumnno<rsmmmnmlmuuu N CURB & PLANTER A EAS WITH TALL S RUBS EA q -I SIDE NEW BRICK WALKWAYS & MEM PAVERS (SHOWN DARKER) N W CURB & PLANTER AREAS WITH TALL SHRUBS EACH SIDE Jill - - -___ • iiji111111h NB PA\ NB )RIAL _ BRICK WALKWAYS & MEMORIAL RS (SHOWN DARKER) COLORED CONCRETE FOUR NBA/ LAWN & PLANTER AREAS WITH BENCHES NEW BOLLARDS &CHAIN BOTH SIDES N WBRICK WLKWAYS M MORIAL P VERS (SH D .pRKER) NEW BRI K WALKW S & MEMOR L PAVERS SHOWN DARKER EXISTING BRICK WALKWAYS & MEMORIAL PAVERS NEW BRICK WALKWAY EXISTING BOLLARDS & CH IN BOH SIDES NEW COLORED CONCRETE NEW BRICK WALKWAY 0 it EXISTING BRICK WALKWAYS & MEMORI, L PAVERS 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 Item No. Item Unit Quantity Unit Price Amount 1 Mobilization LS 1 $2,000.00 $ 2,000.00 2 Clear & Grub Tree EA 2 $ 500.00 $ 1,000.00 3 Common Excavation CY 300 $ 10.00 $ 3,000.00 4 Remove Concrete Curb LF 215 $ 5.00 $ 1,075.00 5 Class 5 Aggregate Base (recycled) TON 53 $ 15.00 $ 795.00 6 B612 Concrete Curb & Gutter (Mix Design 3A22) LF 250 $ 20.00 $ 5,000.00 7 Install Retaining Wall (Max height: 4') SF 600 $ 50.00 $ 30,000.00 8 Locate and Move Irrigation LS 1 $ 750.00 $ 750.00 10 Bituminous Material For Tack GAL 9 $ 5.00 $ 45.00 11 Wear Course Mixture SPWEB340B TON 15 $ 100.00 $ 1,500.00 12 Base Course Mixture SPNWB330B TON 24 $ 90.00 $ 2,160.00 14 Topsoil Screened (LV) CY 25 $ 40.00 $ 1,000.00 16 Lawn Sod SY 200 $ 5.00 $ 1,000.00 17 4" Solid Line White LF 240 $ 0.45 $ 108.00 18 Pavement Message Handicapped Symbol EA 1 $ 200.00 $ 200.00 GRAND TOTAL $ 49,633.00 10% $ 54,596.30 MEMORANDUM To: Mayor and Council From: Rose Holman, IT Manager Date: December 11, 2015 Subject: Joint Powers Agreement with the Board of Water Commissioners The Board of Water Commissioners (Water Board) has had a need for IT support for some time. The City IT staff put together a proposal to provide that support to the Water Board. The proposal included infrastructure upgrades necessary for the IT staff to take over support of their computer systems and laid out the type of support that will be provided. This proposal was presented to the Water Board at their November 12th meeting and was approved. The attached agreement is the result of that proposal. As stated in the agreement the City IT staff will be taking over support for the Water Board's IT systems and the Water Board will pay the City $6,000.00 for 2016. This amount will be reevaluated for 2017 to determine if this is a fair figure. The agreement was approved and signed by the Water Board at their meeting on December 10th It is now before the City Council for approval and signature. RESOLUTION JOINT POWERS AGREEMENT WITH THE CITY BOARD OF WATER COMMISSIONERS FOR PART-TIME UTILIZATION OF CITY OF STILLWATER'S IT DEPARTMENT EMPLOYEES BE IT RESOLVED, by the City Council of Stillwater, MN that the Joint Powers Agreement between the City of Stillwater and the City Board of Water Commissioners for Part-time Utilization of City of Stillwater's IT Department Employees, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Mayor to sign the contract on the City's behalf. Adopted by the City Council of the City of Stillwater this 15th day of December, 2015 Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk JOINT POWERS AGREEMENT FOR THE PART-TIME UTILIZATION OF CITY OF STILLWATER'S IT DEPARTMENT EMPLOYEES THIS AGREEMENT, entered into by and between the City Board of Water Commissioners, a Minnesota municipal corporation, ("Water Board") and the City of Stillwater ("City"), a Minnesota municipal corporation, is effective upon the execution of this Agreement by the named officers of both parties. and RECITALS WHEREAS, the Water Board is in need of additional IT and technical support services; WHEREAS, Stillwater has a full service IT Department and other technical employees that are able to provide the services required by Water Board; and WHEREAS, the City is a Horne Rule City of the Third Class existing under the Laws of Minnesota and the Water Board is a separate political subdivision existing under the City Charter as the successor in interest of former Board of Water Commissioners existing under the provisions of Chapter 21, Laws of Minnesota 1911; and WHEREAS, Minnesota Statute 471.59 authorizes political subdivisions of the State to enter into Joint Powers Agreements for the joint exercise of powers common to each, and also authorizes one of the parties to an agreement to exercise powers on behalf of another party. NOW, THEREFORE, it is mutually stipulated and agreed to as follows: 1. SERVICES. A. Stillwater will provide qualified IT services employees ("Employees") to perform IT and related technical services required by Water Board. These services include the following: 1. Updating the aging IT infrastructure by installing a complete update of Water Department network/computer systems and the addition of fiber according to Exhibit A. The Water Board will be responsible for payment for equipment necessary for his upgrade as outlined in Exhibit A, however, the prices are estimates and subject to change. 2. Ongoing support — which would include the following: A. Installation of all Windows updates/patches on server and workstations. • Installation of any third party patches on workstations • Monitoring of Anti -Virus, including remediation for malware/spyware infections • Monitoring of Backups on Server (all files would be stored on server, workstations not backed up). • Support for all approved hardware and software • Desktop support B. Limited support would include: • Training • 3rd party applications installed without IT approval C. Support would not include at this time: • Phone system • GIS D. Support would be available Monday through Friday from 8-4:30. Limited support may be available at other times subject to the availability of City IT personnel. -2- E. All hardware would need to have required yearly fees kept up to date. All hardware/software costs would be the responsibility of the Water Board, including year's fees and update items needed to repair out of warranty equipment and any prorated licensing/infrastructure costs. The Water Board will also be responsible for the costs of any locates or damage to the fiber. 2. EMPLOYEES. Stillwater will be solely responsible for compensating the assigned Employee(s) engaged in providing IT technical services under this Agreement, including any overtime wages incurred, as well as any insurance or employee benefits provided under the policies or agreements of Stillwater. In addition, Stillwater shall be solely responsible for training, workers' compensation, reemployment insurance benefits, and other employee related laws, including OSHA, ERISA, RLSA, and FMLA. Stillwater shall retain the sole authority to control the Employee(s), including the right to hire, fire and discipline them. 3. SCHEDULING. The Water Board and Stillwater will coordinate scheduling of work to be performed by the assigned Employee(s) and receive prior approval of all scheduled hours to be performed under this Agreement from the Stillwater City Administrator or the Administrator's designee. 4. SUPERVISION. The assigned Employee(s) will be under direct supervision of the Stillwater Information Services Manager for the purpose of performance review and any discipline related issues. Water Board must notify Stillwater of any and all complaints about the services rendered by the assigned Employee(s) and cooperate in the documentation, investigation, and resolution of the same in any manner. -3- 5. PAYMENT. The Water Board will compensate Stillwater for ongoing support services rendered in the amount of $6,000.00 per annum payable quarterly for the year 2016. The City Finance Department will invoice the Water Board accordingly. The parties agree to meet and confer during the third quarter of 2016 regarding any necessary adjustments and renewal of this Contract for 2017. The Water Board will also reimburse the City for the actual cost of equipment or material or supplies actually furnished to the Water Board under this Agreement. 6. INDEMNIFICATION. Stillwater agrees to assume sole liability for any negligent or intentional acts of the assigned Employee(s) while performing the assigned duties within the jurisdiction of either City. Subject to the limitations and immunities in Minn. Stat. Chapter 466, each entity agrees to indemnify, defend, and hold harmless the other from any claims, causes of action, damages, loss, cost or expenses including reasonable attorney's fees resulting from or related to the actions of each City, its officers, agents or employees in the execution of the duties outlined in this Agreement, except as qualified by the previous sentence. 7. TERMINATION, SEPARABILITY. A. This Agreement may be terminated by either party upon thirty (30) days written notice provided to the respective City Administrator of Stillwater or to the Manager of the Water Board. B. Upon termination, any and all records or property of the respective entity will be returned to the appropriate City within ninety (90) days. -4- C. This Agreement is governed by the laws of the State of Minnesota. D. In the event that any provision of this Agreement is held invalid, the other provisions remain in full force and effect. 8. REVISIONS TO AGREEMENT. Both parties acknowledge that modifications to this Agreement may be necessary to ensure an effective, on-going working relationship. To that end, Stillwater and the Water Board will use their best efforts to ensure the viability of this Agreement into the future. However, any alterations, variations, modification, or waivers of provisions to this Agreement will only be valid when they have been reduced to writing and duly signed, and attached hereto. IN WITNESS WHEREOF, the City of Stillwater and the Water Board have caused this Agreement to be duly executed effective on the day and year last entered below. Dated: CITY OF STILLWATER By: Ted Kozlowski It's Mayor By: J. Thomas McCarty It's City Administrator Dated: /3 - - �S BOARD OF WATER COMMISSIONERS -5- By: It's President By: R-� h7Plv�arW� Robert Benson It's Manger EXHIBIT °A`, Extreme X440 Switch w/fiber GBIC and installation (yearly fee $11O) $5.200.00 UPS Battery Backup $1,277.00 Rack vv/fontray, shelves, cable management, and POU $1,500.00 Cabling with Labor (note: ths is estimate, may cost more} $1.800.00 Fiber Installation $17;31180 Patch Panel $10000 Total Costs $27, 188.00 liwater HE 6 I R I H P t a 0I- MINNESOTA City Council TO: Mayor & Council Members DATE: December 8, 2015 SUBJECT: RFP for Police Station remodel and City Hall improvements FROM: Bill Turnblad, Community Development Director BACKGROUND During the development of the 2016 budget, the City Council decided to fund the first phase of the Police Station remodel next year. In addition, funds were budgeted for a variety of improvements to City Hall as a whole. Both improvement projects will be combined and a Request for Proposals (RFP) has been drafted to provide design services. COMMENTS Requested design services include: 1. Development of preliminary Police Station design plans consistent with the 2013 space study. 2. Development of preliminary design plans for City Hall improvements that include: Building access control system (card readers); building security cameras; security upgrades for council chambers and receptionists; emergency generator upgrades; foundation water- proofing; re -cabling for IT; entrance canopy for employee entrance at NW corner of City Hall; clock tower roof rehab; parking lot lighting; mechanical systems review (& update?) 3. Development of construction phasing plan to accommodate Police Depal tment operations and project funding. i. The phasing identified in the space study (attached) is not intended to be absolute. A different phasing sequence is possible as long as it accommodates Police operations and does not exceed available funds for the phase. ii. The total project costs are estimated to be under $2.5 million Around $2 million of this would be for Police Station expansion and remodeling. The remainder would be for City Hall improvements. iii. Funding for the first phase of the project is set at $1,116,500'. This is to include design and construction documents for all phases of the project; access control system (card readers) for entire City Hall; re -cabling for IT needs in entire City Hall; emergency generator updates; entrance canopy for the employee entrance; and foundation water proofing. ' Though the RFP does not include these details, the budgeted $1,116,500 for the first phase is to be allocated roughly as follows: $200,000 for design services; $740,000 for 1St Phase of Police Station work; $50,000 for City Hall access control system; $40,000 for IT cabling; $6,000 for emergency generator upgrade; $15,000 for canopy over NW entrance to City Hall (employee entrance); and $66,500 for foundation water proofing. Police Station RFP Page 2 of 2 4. Estimate of construction costs by phase. 5. Development of construction documents following City Council approval of preliminary design and costs. The City will hire an independent Construction Manager, who will monitor preliminary plan and construction document development, manage bid process, and manage overall construction responsibilities. Though subject to change, the schedule up through letting contract(s) to begin construction looks like this: RFP Issue Date December 21, 2016 Required pre -proposal meeting 2:00 p.m., January 11, 2016 Questions accepted about the RFP until 1:00 p.m., January 29, 2016 Proposals due by email; proposal opening at City Hall 3:30 p.m., February 5, 2016 Committee selects top candidates for Council consideration Week of February 8, 2016 Council meeting to award contract February 16, 2016 Design development Feb 22 — April 29, 2016 Council approval of design May 17, 2016 Construction documents May 23 — July 22, 2016 Public bidding July 25 — August 26, 2016 COUNCIL ACTION REQUESTED Consider the attached RFP and if found satisfactory, authorize staff to distribute it and solicit design proposals. Attachment: RFP for Design Services Fire Station Space Study cSti THE BIRTHPLACE OF MINNESOTA REQUEST FOR STATEMENT of QUALIFICATIONS and PROPOSAL Design Services For Stillwater Police Station Remodel & City Hall Improvements December 15, 2015 REQUEST FOR STATEMENT of QUALIFICATIONS and PROPOSAL Design Services For Stillwater Police Station Remodel & City Hall Improvements INTRODUCTION The City of Stillwater is planning to remodel its Police Station by expanding into adjoining space that was recently vacated by the Fire Department and to remodel existing space. In addition, improvements and updates are planned for City Hall. This request for a proposal and qualifications is specifically for: 1. Development of preliminary design plans consistent with the Police Station space study and concept design completed in 2013. Construction will be phased in order to accommodate operation of the Police Department throughout the project. (Space study is attached.) 2. Development of preliminary design plans for City Hall improvements that include: Building access control system (card readers); building security cameras; security upgrades for council chambers and receptionists; emergency generator upgrades; foundation water -proofing; re -cabling for IT; entrance canopy for employee entrance at NW corner of City Hall; clock tower roof rehab; parking lot lighting; mechanical systems review (& update?) 3. Estimate of construction costs 4. Development of construction documents after Council approves preliminary design and cost estimates Note: The City will hire an independent Construction Manager, who will monitor preliminary plan and construction document development, manage bid process, and manage overall construction responsibilities. REQUIRED PRE -PROPOSAL MEETING Respondents are required to attend a pre -proposal meeting Monday, January 11, 2016 at 2:00 p.m. in the Council Chambers of Stillwater City Hall, 216 N. 4th Street, Stillwater, Minnesota. The purpose of the pre - proposal meeting is to review the RFP process and requirements and will include an opportunity for questions and a tour of the facilities. INQUIRIES Inquiries regarding any aspect of this process are to be emailed to pdcommittee@ci.stillwater.mn.us. The City's mail server will automatically forward them to both Police Chief John Gannaway and to Community Development Director Bill Turnblad. Questions will be accepted until the date specified in the tentative schedule of events. Page 2 of 10 SUBMITTAL OF PROPOSALS Email a pdf of the Proposal Subject line of email: "Proposal for Police Station Design Services" to: pdcommittee(aci.stillwater.mn.us PROPOSALS MUST BE RECEIVED BY EMAIL NO LATER THAN 3:30 p.m. — February 5, 2016 Page 3 of 10 I. OVERVIEW OF PROCESS AND GENERAL INSTRUCTIONS Carefully read the information contained in this RFP and email a complete response to all requirements, specifications and directions. REQUIRED PRE -PROPOSAL MEETING • Respondents are required to attend a pre -proposal meeting Monday, January 11, 2016 at 2:00 p.m. in the Council Chambers of Stillwater City Hall, 216 N. 4th Street, Stillwater, Minnesota. The RFP process and requirements will be reviewed and will be followed by a question and answer session and tour of the facilities. Proposals from companies that do not attend the meeting will not be considered. QUESTIONS AND INQUIRIES • Questions will be answered about the RFP at the pre -proposal meeting, and by email to the designated contacts for the RFP until 1:00 p.m. on January 29, 2016. Responses to written questions which involve an interpretation or change to this RFP will be issued in writing by addendum and e-mailed to all parties recorded by the City as having received a copy of this RFP and attended the pre -proposal meeting. All such addenda issued by the City prior to the time that proposals are received shall be considered part of the RFP. • Only additional information provided by formal written addenda shall be binding. Oral and other interpretations or clarifications will be without legal effect. TENTATIVE SCHEDULE OF EVENTS • These dates are subject to change as the City deems necessary. RFP Issue Date December 21, 2016 Required pre -proposal meeting 2:00 p.m., January 11, 2016 Questions accepted about the RFP until 1:00 p.m., January 29, 2016 Proposals due by email; proposal opening at City Hall 3:30 p.m., February 5, 2016 Committee selects top candidates for Council consideration Week of February 8, 2016 Council meeting to award contract February 16, 2016 Design development Feb 22 — April 29, 2016 Council approval of design May 17, 2016 Construction documents May 23 — July 22, 2016 Public bidding July 25 — August 26, 2016 EVALUATION CRITERIA • The Respondent selected for an award will not necessarily be the lowest bidder. Rather, the selection will be based upon the proposal that is responsive, responsible and the most advantageous to the City, as determined by the City in its sole discretion. The City intends to award a contract, subject to the terms of this RFP, to the best overall valued firm. Firms will be prioritized based on past experience and performance, current performance capability, fees Page 4 of 10 and other criteria as outlined in this document. The City anticipates that all firms will have a fair and reasonable opportunity to provide service. • The City reserves the right to add/delete/modify criteria or times, via an addendum, if it is in the City's best interest, as determined by the City in its sole discretion. ISSUANCE OF RFP AND AWARD PROCESS • Issuance of this RFP does not compel the City to award a contract. The City reserves the right to reject any or all proposals wholly or in part and to waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion. The City reserves the right to request clarification or additional information. The City reserves the right to award a contract or to re -solicit proposals or to temporarily or permanently abandon the procurement. PROPOSAL SUBMISSION Email a pdf of the Proposal Subject line of email: "Proposal for Police Station Design Services" to: pdcommittee@ci.stillwater.mn.us PROPOSALS MUST BE RECEIVED BY EMAIL NO LATER THAN 3:30 p.m. — February 5, 2016 Do not submit proposals to any other person or location by any other method.' Note - proposal must include: ❑ Signed Respondent Proposal (Attachment A) ❑ Reference list ❑ Firm background and qualifications (Attachment B) ❑ At least four examples of constructed police stations that were designed by Respondent. Though not required, successful experience with remodeling of police stations is preferred. Therefore, any examples of this type of project should also be included. • LATE SUBMISSION: Late submissions will not be considered. • UNSIGNED SUBMISSIONS: The Respondent's Proposal (Attachment A) must be signed by an authorized representative of your company. Unsigned submissions WILL NOT be considered. OWNERSHIP OF PROPOSAL • All materials submitted in response to this request become the property of the City and may become a part of any resulting contract. Award or rejection of a proposal does not affect this right. Proposals sent to any other person or location (or with an improper subject line) cannot be guaranteed to remain unopened until the proposal due date and time. Moreover, if sent to any other person or location, the proposals cannot be guaranteed to be forwarded to the Contact Person for this project and therefore may not be considered. Page 5 of 10 RELEASE OF CLAIMS, LIABILITY, AND PREPARATION EXPENSES • Under no circumstances shall the City be responsible for any proposal preparation expenses, submission costs, or any other expenses, costs, or damages of whatever nature incurred as the result of a Respondent's participation in this RFP process. The Respondent understands and agrees that it submits its proposal at its own risk and expense, and releases the City from any claim or damages or other liability arising out of the RFP and award process. PUBLIC PROPOSAL OPENING • The City will save the emailed proposals unopened, and only open and print them on the due date and time indicated. Respondents may attend the proposal "opening" in City Hall at 3:30 PM on February 5, 2016. Names of the Respondents and Attachment A of the proposals will be made public at the opening. DURATION OF RESPONDENT'S OFFER • The proposal constitutes an offer by the Respondent that shall remain open and irrevocable for the period of 90 days from date shown on Respondent Proposal. ERRORS IN PROPOSALS • The City shall not be liable for any errors in the Respondent's proposal. No modifications to the proposal shall be accepted from the Respondent after the submittal date and time. The Respondent is responsible for careful review of its entire proposal to ensure that all information is correct and complete. Respondents are responsible for all errors or omissions contained in their proposals. WITHDRAWING PROPOSALS • Respondents may withdraw their proposal at any time prior to the submittal deadline by submitting a written request to the Contacts for RFP Inquiries indicated on the submittal guidelines page. The written request must be signed by an authorized representative of the Respondent. The respondent may submit another proposal at any time prior to the submittal deadline. No proposal may be withdrawn after the submittal date and time without approval by the City. Such approval shall be based on the Respondent's submittal, in writing, of a reason acceptable to the City in its sole discretion. ADDENDUMS • The City reserves the right to issue an addendum to the RFP at any time for any reason. If any addenda are issued such addenda shall be issued by the City prior to the time that proposals are received and shall be considered part of the RFP. RESPONSIBLE PROPOSERS (RESPONDENTS) • The City reserves the right to award project contracts only to responsible Respondents. Responsible Respondents are defined as firms that meet the requirements of this RFP and demonstrate the financial ability, resources, skills, capability, willingness, and business integrity necessary to perform the contract. The City's determination of whether a Respondent is a responsible Respondent is at the City's sole discretion. Page 6 of 10 NOTIFICATION OF AWARD • If the City makes an award as a result of this RFP process, the City will deliver to the selected Respondent a notice of selection. The resulting contract shall consist of (but not be limited to): a. The terms, conditions, specifications, and requirements of this RFP and its attachments; b. Any addenda issued by the City pursuant to this RFP; c. All representations (including, but not limited to, representations as to performance, and financial terms) made by the Respondent in its proposal and during any meeting(s) with the City; d. Any mutually agreed upon written modifications to the terms, conditions, specifications, and requirements to this RFP or to the proposal. Page 7 of 10 II. Scope of Services, Miscellaneous Information and Requirements Site for Police Station and City Hall Update Project The site for the project includes the current City Hall and Police Station at 216 N. 4th St, Stillwater, MN together with the recently vacated Fire Station immediately adjacent to the current Police Station. Scope of services The listed services are not intended to exclude other services that the Respondent believes necessary and is able to provide. Required design services include: 1. Development of preliminary Police Station design plans consistent with the 2013 space study. 2. Development of preliminary design plans for City Hall improvements that include: Building access control system (card readers); building security cameras; security upgrades for council chambers and receptionists; emergency generator upgrades; foundation water -proofing; re -cabling for IT; entrance canopy for employee entrance at NW corner of City Hall; clock tower roof rehab; parking lot lighting; mechanical systems review (& update?) 3. Development of construction phasing plan to accommodate Police Department operations and project funding. i. The phasing identified in the space study (attached) is not intended to be absolute. A different phasing sequence is possible as long as it accommodates Police operations and does not exceed available funds for the phase. ii. The total project costs are estimated to be under $2.5 million. Around $2 million of this would be for Police Station expansion and remodeling. The remainder would be for City Hall improvements. iii. Funding for the first phase of the project is set at $1,116,500. This is to include design and construction documents for all phases of the project; access control system (card readers) for entire City Hall; re -cabling for IT needs in entire City Hall; emergency generator updates; and the entrance awning for the employee entrance. 4. Estimate of construction costs by phase. 5. Development of construction documents following City Council approval of preliminary design and costs. Note: The City will hire an independent Construction Manager, who will monitor preliminary plan and construction document development, manage bid process, and manage overall construction responsibilities. Page 8 of 10 Attachment A RESPONDENT PROPOSAL The firm hereby proposes to provide Design Services and other Services as specified within the scope of service at the rates shown below. Based on the scope of work for this project, what is your fixed fee? What are your estimated total reimbursable expenses? Fixed fee: Reimbursable expenses: Shaded area will be redacted and replaced with a Respondent identification code prior to evaluation. Firm: Contact: Telephone: E-mail: Address: City/State/Zip: Authorized Signature Name and Title: X Date Page 9 of 10 Attachment B FIRM BACKGROUND AND QUALIFICATIONS The City Of Stillwater will review and evaluate each proposal, and selection will be made on the basis of the criteria listed below. Proposals shall include statements on the following: A. Proven management skills and technical competence including specialized experience in the Architectural design of police station projects. Management Skills and Technical Expertise include as a minimum: • List of at least three police station facility design projects that have been constructed in the last decade, including description, scope, project cost, and owner's contact information. Make note of any of these projects that were for remodeling a working Police Station. • List of at least three City Hall mechanical & security systems analysis & design projects that have been completed, including descriptions, scope, project cost and owner's contact information. • Awards and letters of commendation received. B. Credentials of project team, including: lead designer's and major subconsultant's portfolio of related projects; history of the proposed team working together on past projects, particularly as related to prior work with complex site plan features. Include as a minimum: 1. History of lead agency or firm. 2. Identification of project lead architect and project team. 3. Staffing plan. 4. Lead architect resume and portfolio of related projects. 5. Lead designer's resume and portfolio of related projects. 6. Identification of subconsultants. 7. Subconsultant's portfolio of related projects. 8. Resumes of subconsultant's staff. C. Demonstrated understanding of the City's needs with respect to the design services for Police Station remodel and City Hall improvements, quality of the firm's described approach and ability to meet/exceed criteria set forth in Section II of this RFP. D. Cost of services — from Attachment A. Page 10 of 10 architects engineers www.woldae.com 305 Saint Peter Street Saint Paul, MN 55102 tel 651 227 7773 fax 651 223 5646 mail@woldae.com Minnesota Illinois Michigan Colorado CITY OF STILLWATER Police Station Expansion Study Mr - 1111011111111 Final Report Stillwater, Vinnesota Varch 5, 2013 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Table of Contents: A. Executive Summary 1. Introduction Page 2 2. Recommendations of the Core Group Committee • Space Needs Recommendation Page 3 • Site Recommendation Page 4 • Proposed Site Plan Page 5 • Proposed Conceptual Floor Plans Page 6 B. Support Information 1. Study Methodology 2. Guiding Principles 3. Current and Future Populations 4. Existing Facility Analysis Page 7 Page 8 Page 9 Page 10 C. Program Summary 1. Detailed Projected Space Needs Page 13 E. Project Cost Estimates 1. Phased Police Remodeling Project Costs Page 16 F. Project Schedule 1. Proposed Implementation Schedule 2. Proposed Phasing Plan G. Appendix • Meeting Minutes Page 17 Page 18 Page 1 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Executive Summary Introduction Wold Architects and Engineers is pleased to submit to the City of Stillwater the Police Station Expansion Study. We wish to thank the Stillwater City Council, Administration, Facilities, Police Department and Staff, and the Core Group for their efforts in providing the Wold's Team with the information necessary to complete this report in a timely fashion. Stillwater City Council Ken Harycki, Mayor Doug Menikheim, Ward 1 Ted Kozlowski, Ward 2 Tom Weidner, Ward 3 Michael Polehna, Ward 4 Core Group Committee John Gannaway, Police Chief Jeff Stender, Sergeant Jeff Magler, Sergeant Sandra Vetsch, Officer David Wulfing, Officer Brad Junker, CSO Staff Input Committee Chris Felsch, Sergeant Chris Crane, Investigator Austin Peterson, Officer Ryan Mitchell, Officer Alicia Hill, Secretary Dispatcher Linda Thompson, Secretary Dispatcher Thank you for your consideration of this Police Station Expansion Study. Page 2 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Recommendations of the Core Group Committee A Police Station Expansion Study has been completed to identify the operational deficiencies and projected space needs of the City of Stillwater Police Department now and into the anticipated future. The intent of the study is to determine how to best expand into and utilize the existing Fire Station in the event that it becomes available once a new Fire Station is constructed at the New Armory site. The Core Group Committee has convened and met six times including once to tour recently constructed example police stations in the neighboring communities of Cottage Grove and Inver Grove Heights. They have studied issues and requirements relative to the mission of the Police Department and have developed the following recommendation: Space Needs Recommendation The established guiding principles for facility planning suggest the Police Station should be planned to meet City of Stillwater's anticipated population for the next twenty years. Because projected general population growth in the city is relatively stable, this was not an important factor. It is important to accommodate the operational needs of the Police Department within a contiguous, secure environment that allows for the collaboration of the entire Police Department. This shall occur in a manner where law enforcement activities are strengthened and made more efficient because of the cross pollination of information and efforts. • The Core Group Committee understands and recommends that the primary need is to provide adequate spaces for Police functions. There are which currently deficiencies in locker rooms, evidence storage and processing, patrol and investigation spaces, conference and interview rooms, and vehicle storage. Approximately 21,126 SF will be ultimately needed to accomplish the Police Department patrol, investigations, evidence and processing, records, training, administration functional objectives and vehicle storage now and for the next twenty years. Space calculations are the result of a detailed description and analysis of space needs. On pages 13-15 of this report a program of space needs are detailed. Currently there is only approximately 9,100 square feet (SF) in the existing Police Department, including all garage functions. • The Core Group Committee understands and recommends that efficient and secure Police Departments maintain a contiguous secure perimeter, keeping confidential police operations separated from the public. In addition, interview rooms where police can privately meet with public, separated from the public, but not within the secure perimeter are also essential. Currently, spaces utilized by the Police are bifurcated by City Hall staff and publicly accessible hallways. In addition, there are currently no interview rooms to be used by the public without entering into the secure perimeter. • Police vehicles are currently left parked in an open parking lot which allows minimal parking. Police Department vehicular resources serve as important assets and are shared by all officers. During shifts which have fewer officers on duty, there are unutilized squads which need to be stored in a protected and tempered environment to prevent unnecessary degradation of mechanical and electronic equipment in each squad. Currently there is no dedicated indoor squad parking — the garage spaces in the building are used for evidence parking and quick visits in and out of the facility for on -duty officers who need to bring a suspect in custody into the facility. Considering the quantity of costly technical electronic equipment in the squads and the need to respond quickly without weather impacts, it is recommended to provide enclosed Police Department vehicle parking for safekeeping of these important resources. Page 3 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Facility Recommendation The existing police facility is located at 216 4th Street North in Stillwater, Minnesota. • The Core Group Committee's recommended option is a remodeled, contiguous Police Department at the City Hall site with secure, tempered parking located on the ground level in the current Fire Station Apparatus Bays for critical law enforcement vehicles. Evidence Processing and Storage as well as vehicle support functions would be located directly off of the vehicle parking area. Patrol Officer and Sergeant work spaces are proposed to be the next closest to the garage. The appropriate space is proposed to be provided by infilling the area between the Fire Station and City Hall structures with a small building addition. As well as providing the required spaces, this addition also serves to unify the department into one facility instead of presenting a department occupying two distinctly different facilities. Public entry into the Police lobby and the building's public circulation system is proposed to occur where the easternmost garage door currently exists on the south facade. The Core Group Committee looks forward to commencing the next steps in the planning process of Schematic Design, Design Development, Construction Documentation, Bidding, Construction and Occupancy with regular updates and approvals of the City Council. Page 4 Commission No. 122219 architect engineer's 'NW w.wp 1444-C$m Staff Parkirsg Police Staff EnIry City of Stillwater Police Expansion Study March 5, 2013 Staff &C Squad Vehicle Entry Staff Ens ry 111.12 elf trAVE • Squad arage Entry e. 110 UJ Squad Garage Exiting Public Parking X11 Visitor Parking City Hall Public Enlry Public Vehicle Entry Public, Staff & Squad Vehic[o Ext.' Proposed Site Pion 0 .5 VI 15. 20) s[. architects engineers www. wo Ida e. corn PROPOSED PLANS UriatEO 11.13To tor 412 City of Stillwater Police Expansion Study March 5, 2013 Irti‘FPFa SGTS Dv! 5rmb lir- 1 r !T- �I Tl L rATars. PAr1D4 'xr*0171N.L4411 yxrr 11 oofo;.,i 11 WM9Tn 0 %NEIN 1 I WKBT.k ra Rall foi FA J L .P J L— .JL— J L — -ir 7 r -ir - i r— Rti4 fJI r 1 !WOOL REBEWE aAR'RIF- er! 11 + TUM i +e t. 11 +*7rt rn� 1 1 Tuh J J L 4.-J L 9TLMttuE IAl i315 Cir r !CI epi CIlFF fir FILE 2+44 EMTdurd OFFICE Sob 4WT. *NW KOB RECM:101 ILO Main Level Floor Plan 0 2'4' 8' 12' 16' 24' 32' Lower Level Floor Plan i 0 2°4' 8' 12' 16` 24' 32' CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Study Methodology To arrive at the conclusions in this report, extensive meetings and discussions occurred between the Wold team, the Core Group Committee and City of Stillwater Police Department Staff. This effort included staff interviews, information gathering, a tour of recently constructed police facilities and a study of any future growth. The following goals for the study were outlined early in the process: Step 1: Current and Future Operations • Analysis of current operations • Department Interviews • Projection of future operational opportunities Growth Needs Analysis • Review and approval of projected growth needs • Space deficiencies explored Facility Analysis • Analysis of current facility utilization and capacities Step 2: Program Options • Development of a program of spaces • Discussion of potential future operational models • Refinement of basic program needs • Presentation and discussion of options and costs • Selection of a preferred option Page 7 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Guiding Principles and Strategies for Implementation Guiding principles and strategies for implementation were developed by the Core Group in order to define the role, image and mission of the Police Department functions for the City and served as objectives for the planning of the resulting facility. 1. A public "Police Department" identity/entrance at City Hall. 2. A contiguous, secure Police Department is ideal. 3. Better evidence/property management, processing and storage. 4. Achieve best function organization for the department, not just expansion. 5. Create private "public" interaction spaces near the public entrance. 6. A design that creates a natural workflow organization. 7. A comfortable work environment which staff takes pride in. Page 8 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Current and Future Operations The number of Police Department personnel is the basis for determining space needs. The projection of personnel is based on a variety of factors. The following assumptions were used as a basis for projecting staff needs: • The Police Department will continue to provide the services it currently provides. • The staff necessary to provide services will continue to incorporate new efficiencies to minimize growth. Methodology Wold Architects and Engineers used a survey and meetings with each division within the Police Department to gather base line information and operational descriptions for use in projecting personnel needs. The survey data is summarized in the following pages by division. Three primary forecast models were used to develop staff projections. These three forecast models are described below. Ultimately Model 1 was used to inform this study and the trends that the Police predicts for their staffing. Model 1 is the management's estimate of employee growth based, in part, on current and projected workloads. The divisions provided personnel forecasts for a twenty year horizon. For divisions that have been functioning for a number of years, particularly if the same division head has witnessed personnel trends, Model 1 is a good predictor of future personnel growth trends. Model 2 assumes that a given division will grow at the same rate that it has grown in the past decade. In most cases, divisions have been reduced due to the economic conditions affect on budgets and staffing over the last five years, so this model is not considered to provide good trends. Model 3 ties personnel growth to the growth of City population. This model assumes that growth in the department or division will occur in direct proportion to City population. This model is based on the premise service provided and staff efficiency are constant. The Metropolitan Council's January 1, 2013 Projections were used as the baseline for general population projections. The number of citizens in the City is typically proportional to the number of patrol officers on staff. However, because general population growth is predicted to be very stable, the indicator of projected general population growth was not seen as very useful. Instead, Model 1 was utilized, basing any preparation for future staff growth on the anticipated needs of the department or new operations that are predicted. Citywide General Population Projections Year 1960 1970 1980 1990 2000 2010 2020 2030 Stillwater Population 8,310 10,191 12,290 13,882 15,143 18,225 * Cells shaded gray are projections. 21,300 19,900 Page 9 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Facility Analysis A team from Wold, including an Architect, a Mechanical Engineer and an Electrical Engineer toured the existing Police and Fire facilities with the goal of observing and noting the operation and the condition of the existing building components regarding their impact on the Police Expansion Study. Notable observations are conveyed below. Site • The public entry is accessible via the breezeway between the Fire Department and Police Department or down one floor by elevator through the main public entry on the second level. The police public service desk entry has poor visibility from either approach. • Public parking is available on the street or in the small lot northwest of the City Hall. This north lot is not very visible to the unfamiliar visitor to City Hall. • Parking for staff is available in the lots northwest of the City Hall and south of the Fire Station in awkward, double deep stalls. • Squad car access from 4th Street North is direct, but on-site vehicular circulation becomes difficult due to the limited area for squad car and administrative parking and the sharing of vehicular circulation with the fire station. Exterior • The structural system is steel framed with concrete retaining walls below grade. • The exterior is typically a red brick with accents of stone and metal paneling canopies. • The roof on the fire station is believed to be the original ballasted membrane roof. • Windows are vinyl clad, wood windows with thermopane glazing. Interior • Partition walls are a combination of gypsum board over steel studs and concrete block walls. It is believed that most concrete block walls are not part of the bearing system of the upper level. • Finishes are typically vinyl tile in circulation areas and carpet elsewhere; gypsum board walls with vinyl wall covering with random tears and signs of wear; and 2' x 2' acoustical ceiling tile, which appeared dirty. Most finishes are fairly worn and are not worth retaining during a remodeling. Accessibility • Although some accessible features have been incorporated, all staff toilets, locker rooms and showers observed did not meet current accessibility guidelines. • Accessible public restrooms for the facility are located on the third floor. Program • Evidence intake and storage are inadequately sized and secured and more importantly separated from each other. • Limited indoor vehicle parking is available, putting sensitive mobile equipment at risk. • The spaces occupied by the Police are not contiguous making the creation of a secure perimeter difficult. • There are no interview rooms for meeting with the public outside of the Police office space. • Locker rooms do not meet the current standards for personal equipment and gear storage and charging. Page 10 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Life Safety • The facility is fully sprinkled and both the City Hall/Police and the Fire Station buildings are protected by the same Simplex 4020 addressable fire alarm control panel, located in main electrical room. Panel is beyond its expected service life and the manufacturer no longer supplies replacement parts. A full -building fire alarm system replacement is recommended as part of any significant building renovation. Mechanical Systems Plumbing Systems: • Most of the plumbing systems were renovated in 1996 and appear to be in good condition. The plumbing fixtures have approximately 25 years left on their expected service life and the piping has approximately 35 years left on its expected service life. • There is one water service that provides water to both buildings. Two water heaters, located in the fire department building, installed in 2012, provide domestic hot water to the entire facility. The expected service life of the water heaters is 15 years. The lower level of the police building has sump pumps, installed in 1996, for drainage of the sublevel area wells and elevator pit. • It is recommended to only replace plumbing systems as part of a renovation project if needed to accommodate a new floor plan layout. Hydronic Systems: • The entire facility is served from a heating plant. The heating plant, located in the sublevel of the police building, has two Patterson Kelley boilers which are in excellent condition. One boiler was installed in 2006 with 750,000 Btu/hr capacity and the other boiler was installed in 2004 with 300,000 Btu/hr capacity. The boiler plant has 20-25 years remaining on its expected service life. There are two base -mounted pumps that circulate heating water throughout the facility. • A McQuay 70 ton air-cooled chiller, installed in 2012, provides cooling for the police building only. The fire department building utilized direct -expansion packaged units for cooling. • The heating plant and cooling plant should not require modification in a renovation project unless the building area increases in size. The hydronic piping may need to be reconfigured at terminal equipment if spaces are rezoned. HVAC Systems: • Ventilation for the entire police building is provided by a single VAV air handling unit located in the sublevel. This unit was installed in 1996. Ventilation for the fire department building is provided by two packaged rooftop air handling units and a gas-fired makeup air unit. The ventilation systems are in fair to good condition. • If the renovation project significantly alters the fire department floor plan and space usage type, the ductwork in the area would need to be reconfigured and the rooftop units may need to be replaced to accommodate the rezoning. Fire Protection Systems: • The entire facility is fully sprinkled. The sprinkler mains and branchlines could likely remain during a renovation, but the drops and sprinkler heads would need to be reconfigured to accommodate a new floor and ceiling plan. Building Automation System: • Controls are a Metasys system by Johnson Controls. Any new equipment installed as part of a renovation could be integrated with the existing controls system. Page 11 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Electrical Systems Power Service and Distribution: • One service feeds the entire facility. The service is located off the existing basement fitness room and is 208/120V, 3- phase, 4 -wire with (2) 800A main circuit breaker disconnects. Based on information from the utility (Xcel Energy) the peak power demand for the building in the last two years was 151 KVA (420A) — the facility has ample capacity. • The service feeds two 800A fusible switch distribution switchboards, both located in the main electrical room. There is ample physical space in these boards to accommodate new switches for a building renovation. • The fire department area does not contain enough breaker capacity for significant renovation. A new sub -panel (or panels) will be required to accommodate renovation this area. Grounding • There is no visible grounding busbar at the electrical service distribution and data rack locations. Emergency Power • The facility contains an indoor Cummins Onan 100kW 208/120V natural gas standby generator with (1) 400A 3 -pole transfer switch. The generator appears in good working condition. The transfer switch feeds a 400A fusible distribution switchboard which in turn provides standby power to (2) 100A panelboards (one in fire hall, one in first floor police). These emergency panels are believed to power select receptacles, lights and equipment. • Building emergency lighting is currently produced by battery packs, not on the generator. The generator has capacity to handle the entire building's emergency lighting loads but doing so would require slight modifications to the distribution system (additional generator output breaker, transfer switch and panelboard). It is recommended that emergency lighting be added to the generator as part of any significant building renovation. Lighting • The building utilizes T8 fluorescent lamps. Fixtures in the police areas are in fair condition and should be considered for replacement as part of any major renovations that area. Fixtures in the fire areas are in good shape and should be considered for reuse as part of any renovations that area. • Local switches are utilized for lighting control throughout the facility. It is recommended that occupancy sensor control be added as part of any significant building renovation. • See discussion in Emergency Power (above) regarding emergency lighting. Systems/Technology • The police video distribution system utilizes wireless antennae connecting squad cars with network. There is no paging system within the police areas — police staff utilize radios but may wish to update. Reception is poor in the basement for all wireless systems. Telecommunications is adequate for present needs. Future needs should be considered as part of any significant building renovation. Page 12 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Overall Space Needs Summary Utilizing staffing projections derived from Model 1, spaces needed to support Police Department operations were developed and reviewed with the Police Department staff and Core Group Committee. The following pages summarize and then detail room by room the space needs generated to allow the Police Department to operate effectively both today and into the foreseeable future. Existing Proposed Space Program Departmental Summary Administration Bldg USF Needed Shared Spaces USF Needed Patrol USF Needed Investigations USF Needed Evidence USF Needed Support Spaces USF Needed Garage Support USF Needed Police Usable Square Feet Police Gross Square Feet Garage Gross Square Feet Total Gross Square Feet 1,383 s.f. 1,889 s.f. 2,184 s.f. 1,372 s.f. 2,534 s.f. 4,216 s.f. 351 s.f. 13,929 s.f. x 1.11 15,456 s.f. 5,670 s.f. 21,126 s.f. Detailed Space Needs 1.00 Administration Chief Office 230 s.f. 180 s.f. Captain Office 140 s.f. 150 s.f. Secretary/Dispatcher I 80 s.f. 80 s.f. Secretary/Dispatcher 11 80 s.f. 80 s.f. Active Records Storage 26 s.f. 48 s.f. Archive Records Room 80 s.f. 160 s.f. Copy/Supply/Workroom 68 s.f. 140 s.f. Conference Room 0 s.f. 150 s.f. Administration Net Area Total: 704 s.f. 988 s.f. Net to Usable SF Factor x 1.40 Administration Bldg USF Needed 1,383 s.f. 1.10 Shared Spaces Public Waiting Lobby Interview Room Beverage Station Property Lock Box Training Room Training Storage 50 s.f. 0 s.f. 0 s.f. 0 s.f. 724 s.f. 13 s.f. Shared Spaces Net Area Total: 787 s.f. Net to Usable SF Factor Shared Spaces USF Needed Page 13 360 s.f. 120 s.f. 25 s.f. 4 s.f. 800 s.f. 40 s.f. 1,349 s.f. x 1.40 1,889 s.f. Commission No. 122219 Space Needs Summary (cont.) CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Existing Proposed Space Program 1.20 Patrol Sergeants Shared Office (2 @ 160) 150 s.f. 320 s.f. Shared Patrol Workstations (6 @ 64) 300 s.f. 384 s.f. Community Service Officer Wkstn 64 s.f. 64 s.f. Parking Enforcement Officer Wkstn 64 s.f. 64 s.f. Shared Seasonal Officer Wkstn 0 s.f. 64 s.f. Shared Reserve Officer Wkstn 0 s.f. 64 s.f. Copy/Workarea 0 s.f. 40 s.f. Roll Call Area (8 - 10) Included 150 s.f. Dictation Room 0 s.f. 50 s.f. Conference (Future Sgt Office) 0 s.f. 160 s.f. CSO/Reserve Storage 0 s.f. 80 s.f. Program Storage (DARE, fire, Crime Prev.) 0 s.f. 120 s.f. Patrol Net Area Total: 578 s.f. 1,560 s.f. Net to Usable SF Factor x 1.40 Patrol USF Needed 2,184 s.f. 1.30 Investigations Soft Interview Hard Interview Sergeants Office Investigator's Office (2 @ 120) Conference / Case Management Room Computer Lab- Forensics Invest. Storage/ Elect. Equip. 80 s.f. 80 s.f. 230 s.f. 405 s.f. 0 s.f. 0 s.f. 0 s.f. Investigations Net Area Total: 795 s.f. Net to Usable SF Factor 120 s.f. 80 s.f. 120 s.f. 240 s.f. 180 s.f. 120 s.f. 120 s.f. 980 s.f. x 1.40 Investigations USF Needed 1,372 s.f. 1.40 Evidence Evidence Entry/ Process Lab Evidence Storage Vault Storage/ Drugs/ Weapons Evidence Garage - 2 Stalls or at Old Public Works Large Property Storage Evidence Net Area Total: Net to Usable SF Factor 198 s.f. 226 s.f. 0 s.f. 570 s.f. 0 s.f. 994 s.f. 380 s.f. 1,200 s.f. 80 s.f. 0 s.f. 150 s.f. 1,810 s.f. x 1.40 Evidence USF Needed 2,534 s.f. Page 14 Commission No. 122219 Space Needs Summary (cont.) CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Existing Proposed Space Program 1.50 Support Spaces Armory 120 s.f. Ammunition Room 80 s.f. Fitness Center 905 s.f. 905 s.f. Defensive Tactics Training Room 560 s.f. 560 s.f. Breakroom w/ Kitchenette (6-8 people) 0 s.f. 450 s.f. Quiet Room/Mothers Room 0 s.f. 80 s.f. Men's Locker Room (35 lockers) 460 s.f. 420 s.f. Men's Toilet/ Shower Included 120 s.f. Men's Vestibule Included 44 s.f. Women's Locker Room (15 lockers) 304 s.f. 180 s.f. Women's Toilet/ Shower Included 120 s.f. Women's Vestibule Included 44 s.f. Support Spaces Net Area Total: 2,229 s.f. Net to Usable SF Factor 3,123 s.f. x 1.35 Support Spaces USF Needed 4,216 s.f. 1.60 Garage Support Swat Gear Storage 0 s.f. 80 s.f. Gear bag storage/Radio Charging (25) 210 s.f. 180 s.f. Kennels 38 s.f. 0 s.f. Garage Support Net Area Total: 248 s.f. 260 s.f. Net to Usable SF Factor x 1.35 Garage Support USF Needed 351 s.f. 1.70 Vehicle Garage Parking Stalls 505 s.f. 0 s.f. Squad Storage (14 x 300sf) 44 s.f. 4,200 s.f. Vehicle Garage Net Area Total: 549 s.f. 4,200 s.f. Net to Usable SF Factor x 1.35 Vehicle Garage GSF Needed 5,670 s.f. Page 15 Commission No. 122219 Phased Police Remodeling Project Cost Estimate Construction Fire Station Remodeling Fire Station Re -roofing Police Station Remodeling Building Connection Addition Site Improvements Construction Contingency (10%) Subtotal (Construction) CITY OF STILLWATER Police Station Expansion Study March 5, 2013 $ 405,000 $ 92,000 $ 744,000 $ 240,000 $ 19,000 $ 150,000 $ 1,650,000 Fees, Testing Architectural and Engineering Fees Bond Issuance Fees and Underwriter's Discount Geotechnical/Surveying City SAC City Building Code Plan Review Fee City Review/Inspection Fee City Building Permit Fees Health Dept. Plumbing Plan Review Fee Utility Fees Bid Advertisement/Printing Legal Allowance Construction Testing Allowance Special Structural Inspections Commissioning Staff Time and Meeting Costs Moving Costs Contingency Subtotal (Fees, Testing) $ 150,000 Furniture & Equipment/Technology Furniture Allowance Equipment Allowance Technology Allowance Consultant Fees Contingency Subtotal (FF&E) $ 150,000 TOTAL PROJECT BUDGET $ 1,950,000 Page 16 Commission No. 122219 CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Proposed Implementation Schedule: Based upon the published schedule of the New Fire Station, a preliminary schedule has been developed to represent the fastest critical path of design and earliest construction. A diagram depicting the phasing is attached. Start Finish POLICE STATION EXPANSION Schematic Design Dec 1, 2014 Jan 31, 2015 Design Development Feb 1, 2015 Mar 31, 2015 Construction Documents Apr 1, 2015 May 31, 2015 Public Bidding Jun 1, 2015 Jun 30, 2015 Contract Award Jul 1, 2015 Jul 31, 2015 Construction Lead Time Aug 1, 2015 Aug 31, 2015 Phase 1: Locker Room Remodeling Sep 1, 2015 Dec 31, 2015 Phase 2: Building Connection Addition Oct 1, 2015 Dec 31, 2015 Fire Station Occupancy Dec 2015 Phase 3: Fire Station Remodeling* Jan 1, 2016 May 31, 2016 Phase 4: Police Station Remodeling Jun 1, 2016 Oct 31, 2016 Police Station Occupancy Dec 2016 * Based upon vacancy of the old fire station due to occupancy of the new fire station in December 2015. Page 17 Commission No. 122219 Proposed Phasing Plan: PROPOSED PHASING CITY OF STILLWATER Police Station Expansion Study March 5, 2013 Main Level Floor Pian PHASE 1 J Lower Level Floor Plan Page 18 Commission No. 122219 MIDDLE ST. CROIX WATERSHED MANAGEMENT ORGANIZATION 4 5 5 Hayward Avenue, Oakdale, MN 5 5 1 2 8 Phone 651.330.8220 x22 fax 6 5 1. 3 3 0. 7 7 4 7 www . m s c w m o. o r g December 7, 2015 City of Stillwater 216 North 4th Street Stillwater, MN 55082 RE: Exploring a Consistent Variance Review Process Dear Honorable Mayor Kozolowski and City Council Members: In response to requests from multiple communities and leaders of the Middle St. Croix Watershed Management Organization, the MSCWMO is initiating a process to explore and develop a consistent shoreland variance review process in an effort to bring more consistency and to support local decision makers. The technical review process would consider past precedence of variances issued along the Lower St. Croix and provide a technical recommendation for local decision makers. The benefits of this approach include: • Consistent technical review of ordinance variance requests along the Lower St. Croix. • Building on the successful model of local collaboration to protect and improve water resources and the St. Croix. • Consistent integration of coordinated evaluation of variance requests. • Increased clarity for applicants whose projects trigger multiple permit requirements. • Voluntary option for communities to utilize experienced and knowledgeable technical staff to support the local planning process. This process will take time and will require input from all agencies, member communities as well as seeking public input. As additional information becomes available it will be forwarded and shared. We are optimistic that we can find a fair and reasonable approach that makes the process easier and provides better outcomes. Please contact me if you have any questions 612-325-3038. Sincerely, Brian Feller Mid•le St. Croix Watershed Management Organization Chair Middle St. Croix Watershed Management Organization Member Communities Afton, Bayport, Baytown, Lakeland, Lakeland Shores, Lake St. Croix Beach, Oak Park Heights, St. Mary's Point, Stillwater, @ West Lakeland F Summary of Proceedings Washington County Board of Commissioners December 1, 2015 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Karla Bigham, District 4; Lisa Weik, District 5; Board Chair Kriesel presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Bigham — reported that the Association of Minnesota Counties (AMC) Conference is on December 7th and 8th in St. Cloud, with the Board of Director's meeting scheduled for December 6th. The Red Rock Corridor Commission has its final meeting of the year on December 2nd. Cottage Grove's annual tree lighting ceremony will be on December 3rd at 6:00 p.m. at the Cottage Grove City Hall. The final open house on the Ravine Park and Gateway Corridor Trail improvements will be on December 3rd at 4:00 p.m. at the Woodland Apartments. The first Emerald Ash Borer town hall meeting will be on December 15th at 6:00 p.m. at the Cottage Grove Service Center. The second Emerald Ash Borer town hall meeting will be at the Stillwater Government Center on December 17th at 6:00 p.m.; - Commissioner Miron — reported that he attended the Senate Bonding Committee tour today at 11:00 a.m. regarding discussions on roads, parks, and the collaboration of surrounding counties; - Commissioner Kriesel — extended condolences to the family of Elayne Aiple who passed away over the weekend, and to Senator Karin Housley, whose father passed away. General Administration Approval of the following actions: - November 17, 2015 County Board Meeting minutes; - Resolution No. 2015-186, Revised County Program Aid Formula Developed by the Association of Minnesota Counties' County Program Aid Workgroup; - Resolution No. 2015-187, 2015 3rd quarter donations, gifts and bequests; - Executive Session to discuss labor relations strategy; - Board correspondence was received and placed on file. Public Health & Environment Approval of the following actions: - Agreement with Mary Storken to use county property to provide onsite county employee wellness activities; - Agreement with Tehout Selameab of Arcadia Research and Evaluation L.L.C. for the purpose of carrying out the Statewide Health Improvement Program (SHIP) grant evaluation requirement. The dollar amount of $57,800 for services from December 1, 2015 to October 31, 2016 have been approved as part of the SHIP budget from the Minnesota Department of Health. Public Works Approval of the following actions: - Reappointment of County Surveyor Michael Welling, to a four-year term beginning January 1, 2016; - Resolution No. 2015-185, Acquire right of way for CSAH 23 — Beach Road/Paris Avenue in the City of Oak Park Heights; - Executive Session to discuss settlement option for compensation and damages for the Schiltgen Parcel as they pertain to the CSAH 17 downtown Lake Elmo improvements; - Executive Session with Public Works to review the appraisal on PID 26.028.21.22.0003 as it pertains to the possible purchase for future public purposes; 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. Washington minty BOARD AGENDA DECEMBER 8, 2015 — 9:00 A.M. lard of Commissioners Fran Miron, District 1 Ted Bearth, District 2 Gary Kriesel,Chair, District 3 Karla Bighan, District 4 Lisa Weik, District 5 9:00 Roll Call Pledge of Allegiance 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibilityorfunction of WashingtonCounty 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 secretaryor the County Administrator. The County Board Chair will askyou to come to the podium, state your name and city of residence and presentyour comments. Your comments must be addressedexclusivelyto 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 spresentation Orli becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County'sResponsibilities 9:10 Consent Calendar — Roll Call Vote 9:10 Public Works — Wayne Sandberg, County Engineer Approval of Contract with Greystone Construction to Construct a Salt and Sand Storage Building at the Public Works South Shop . 9:15 General Administration — Molly O'Rourke, County Administrator A. Resolution — Salaries for the County Attorney and His Assistants for 2016 B. Resolution — Salaries for the County Sheriff and Chief Deputy for 2016 C. Resolution — Salary for County Administrator for 2016 D. Resolution — County Commissioners' Salaries, Expenses, and Benefits for 2016 E. Resolution — Accept and Continue Implementation of State's Aquatic Invasive Species Prevention Aid Program F. Approval of Amendment to Contracts for Legal Representation in Child in Need of Protection or Services 6. 9:45 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. Thisaction is not intended to result in substantive board action during thiIme. Any action necessary because of discussion will be scheduled for a future board meeting. 7 Board Correspondence 8 10:00 Executive (Closed) Session with Administration — June Mathiowetz, Senior Planner Discuss Property in Afton held by U.S. Bank Trust 9. 10:30 Adjourn 10. 10:35-11:20 Board Workshop with Public Health & Environment — Jessica Collin-Pilarski, Senior Planner Overview of and Response Efforts for the Perfluorochemical and Volatile Organic Compound Groundwater Contamination in Washington County 11. 11:25-11:55 Board Workshop with Public Works — Lyssa Leitner, Senior Planner Update on the Red Rock Corridor Implementation Plan 12:00 — Personnel Committee Assistive listening devices am available for use in the County Board Room If ,.,., noortasdcranr<,i„a In recanrrr,, nr u.w,arm MO &<a' calf fSR t 1_a sh_Rnnn EQUAL EMPLOYMENT OPPORTUNITY / I;rFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * DECEMBER 8, 2015 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of November 24, 2015, County Board Meeting minutes. Public Works B. Approval of grant agreement with the Minnesota Board of Water and Soil Resources for the Grey Cloud Crossing project. Sheriff C. Approval to close one of two inmate trust checking accounts at U.S. Bank. 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 rr hnu nand accictanra due in rlicahilit , nr ann o harria_r ul ase rail /RS11 d an-Rnnn EQUAL EMPLOYMENT OPPORTUNITY / I FIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners November 24, 2015 Present were Commissioners Fran Miron, District 1; Ted Bearth, District 2; Gary Kriesel, District 3; Karla Bigham, District 4; Lisa Weik, District 5; Board Chair Kriesel presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Bigham — reported that she attended the PLACE Program open house on November 20th. She participated in the Partners in Policy, a developmental disabilities roundtable; attended the Library Board meeting on November 23"'. The Library Board reviewed the draft strategic plan and set future meeting dates; Commissioner Weik — reported that she attended the Counties Transit Improvement Board where Washington County's capital grants were approved; attended the Woodbury City Council meeting for the Woodbury Environmental Excellence Awards, in which both Crossroads Properties and Red Rock Elementary School from District 833 won in the category for waste reduction and recycling; attended the Association of Minnesota Counties Futures Task Force meeting, regarding diversity and inclusion; attended the annual State of the City Address by the Woodbury Mayor Mary Stephens, and the Woodbury Community Foundation Culture of Health Leader Forum; attended the PLACE Program Open House on November 20th, and requested that staff look into a possible program sharing relationship with the Washington County Public Library system; Commissioner Bearth — requested that Tom Adkins, Director of Community Corrections, provide background information on the PLACE Program at a future board meeting; Commissioner Miron — provided calendar clarifications. The Solid Waste Management Coordinating Board and the Metropolitan Mosquito Executive Committee were held last week versus this week; attended the Minnesota Inter -County Association meeting regarding the legislative agenda for 2016; attended the Ramsey/Washington Recycling & Energy Board Executive Meeting and discussed conditions precedent for closing on December 3, 2015, with Resource Recovery Technologies. Commissioner Miron visited with Governor Mark Dayton on November 21' at the Farm Bureau Annual Convention and reported that the Governor is planning a Water Summit in February 2016; Commissioner Kriesel — reported that the Metropolitan Library Service Agency hired a new Executive Director, Ken Behringer, former Director of the Dakota County Library system; attended the County Attorney's Press Conference on human trafficking on November 18, 2015. Attorney's Office Approval of the following actions: - Resolution No. 2015-179, Accept grant funding from the Minnesota Department of Public Safety for ongoing services to victims of crime; - Resolution No. 2015-180, Approving state of Minnesota Joint Powers Agreements with the County of Washington on behalf of its County Attorney, Sheriff and Community Services Department; - Approval of the Joint Powers Agreement Amendment to the Criminal Justice Data Communications Network Subscriber Agreement between the State of Minnesota Department of Public Safety, Bureau of Criminal Apprehension and the County of Washington on behalf of its Prosecuting Attorney and Sheriffs Office and the Minnesota State Court Administrator's Office. General Administration Approval of the following actions: - November 10, 2015 County Board Meeting minutes; - Contract with National Research Center, Inc. for administering the 2016 residential survey; - Designate 2015 Association of Minnesota Counties Official Delegate List; and designate Kevin Corbid as the Minnesota Counties Insurance Trust voting delegate to the 2015 annual meeting; - Approval to set public hearing to consider revision of fee schedule for services provided by the county for December 15, 2015 at 9:00 a.m.; - Resolution No. 2015-178, Recognition of Phil Housley's induction into the Hockey Hall of Fame; - Molly O'Rourke, County Administrator, reminded the Board that next Tuesday, December 1, 2015, the Board Meeting starts at 3:30 p.m. and the Public Budget Hearing will start at 6:00 p.m. She also requested a motion to cancel the December 22, 2015 Board meeting due to no items being submitted for board approval. Commissioner Miron moved to cancel the December 22, 2015 Board Meeting. Commissioner Bearth seconded the motion and it was adopted unanimously; - Board Workshop to review and discuss regional issues with the Metropolitan Council Representatives; - Board correspondence was received and placed on file. Human Resources - Approval to amend Policy #5505 to change the timing of the county contributions to employees' 2016 Health Savings Accounts (HSAs) and clarify mid -year changes to an Employee Only HSA. Library Approval of the following actions: - Washington County Library schedule of closings for 2016; - Resolution No. 2015-181, Transfer of $6,000 from the Jordan bequest to the City of Marine. Property Records & Taxpayer Services - Board Workshop to discuss the proposed 2016 Property Taxes. Public Health & Environment - Approval of the 2016-2017 Ramsey/Washington Recycling and Energy Board Joint Activities Budget. Public Works Approval of the following actions: - Resolution No. 2015-182, Award of parks agricultural land leases for 2015; - Change Order No. 2, contract with Sterling Electric Corporation in the amount of $1,562.06; - Contract with Alliant Engineering, Inc. for design engineering services for the CSAH 26/TH 36 South Frontage Road; - Resolution No. 2015-183, Request a variance on CSAH 26/TH 36 South Frontage Road Realignment Project; - Resolution No. 2015-184, Request a variance on CSAH 4 Project in Marine on St. Croix; 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.