Loading...
The URL can be used to link to this page
Your browser does not support the video tag.
Home
My WebLink
About
2016-02-16 CC Packet
REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North February 16, 2016 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 February 2, 2016 regular and recessed meeting minutes. V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Certificate of Appreciation to Chris Johnsen – Beyond the Yellow Ribbon 3. CVB Annual Report - Christie Rosckes & Jerry Helmberger 4. Valley Outreach – Food for Fines – Tracy Maki 5. Bonding Information – Terri Heaton, Springsted (2 Resolutions – Roll Call) VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 6. Police Chief 7. Fire Chief 8. City Clerk 9. Community Development Dir. 10. Public Works Dir. 11. Finance Director 12. City Attorney 13. City Administrator – Update on HR Position 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. 14. Resolution 2016-031, directing the payment of bills 15. Resolution 2016-032, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 254 16. Resolution 2016-033, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 257 17. Resolution 2016-034, approval of Parking Ramp cleaning contract 18. Resolution 2016-035, approval of Dock Permit for St. Croix Boat & Packet and Wharfage Permit for Gondola 19. Possible approval of RFP for Class Comp services 20. Resolution 2016-036, assigning $75,000 within the General Fund for Economic Development for 2016 21. Resolution 2016-037, a resolution amending Resolution 98-75, resolution establishing Library Trust Fund 22. Resolution 2016-038, supporting proposed legislation to authorize the County of Washington to confer economic development powers upon the Washington County Housing and Redevelopment authority 23. Resolution 2016-039, approving additional appointments to Downtown Plan Advisory Committee 24. Resolution 2016-040, approving Library Board appointments 25. Resolution 2016-041, approving agreement with City View Electric, Inc. IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. X. UNFINISHED BUSINESS 26. Discussion on Solar Energy Collaborative Future Meeting XI. NEW BUSINESS 27. Possible approval of the 2016 Farmer’s Market Event and Contract (Resolution – Roll Call) 28. Possible approval of the 2016 Cruisin on the Croix Car Show Special Event & Contract (Resolution – Roll Call) 29. Possible approval of feasibility report and calling for hearing on the 2016 Street Improvement Project (Resolution – Roll Call) 30. Possible award of Construction Management contract for City Hall/Police Improvements (Resolution – Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 31. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT 2016 CVB Adver Continue what works. Majority on digital. D Explore Minnesota Co-Ops/Grants ❑ Off-season focus ❑ Try new radio station Cities 97 CZ 43 v c co a. -22 (5 v) m 0 1 U 0. i CO =O E tB N E a) O co cc >. L V +-, G) = = S2. 4-, w aw = = cam✓) O 4—' cn O to U N Oo 73 -0 • as O C -0 OD O CO O LL S2 - 4-J TD N _O vi a) = cU N > ._ 0_ = E o®a® A B C 1 2016 CVB BUDGET - APPROVED. FINAL. 11/18/2015 2016 Actual 2016 Budget: 2 Carryover from previous year $47,425.44 3 Lodging Revenues $214,000 4 Guidebook Ad Profits $3,616.05 $5,041 5 EMT Grants $7,600 6 Total Budget Available $51,041.49 $226,641 7 8 RESERVES $7,000 9 OPERATIONS $12,592.09 $79,300 10 General Office $282.53 $6,200 11 Postage $109.83 $300 12 Printing $57.83 $300 13 Supplies $300 14 Telephone $77.37 $1,200 15 Meeting Expense/Annual Meeting $27.50 $3,500 16 Misc. (bank charges, etc.) $10.00 $600 17 Legal $0.00 $2,500 18 Legal Counsel $1,000 19 Accounting Audit $1,500 20 Administration $12,309.56 $70,600 21 Contract Services: Marketing Director and sub -contractors: Graphic Design, Photography, Videography, social media, admin,etc. $12,166.58 $70,000 22 Training & Development (EMT Conference, etc.) $142.98 $600 23 MARKETING MATERIALS $1,792.55 $14,590 24 Website $350.00 $2,840 25 Content Maintenance/Hosting $350.00 $2,000 26 Email Hosting info@DiscoverStillwater.com $300 27 Events Calendar Maintence Fee $540 28 Visitor Guides $1,442.55 $8,950 29 Fulfillment - LGI & Postage $567.55 $7,000 30 MOA/Airport Distribution $875.00 $1,050 31 Acrylic Displays for Guidebooks $300 32 Envelopes $600 33 Signage $0.00 $800 34 Downtown IBA Maps $300 35 Welcome window decals $500 36 Printed/Promotional Materials $0.00 $2,000 37 Lodging Tear -Off Maps $200 38 Pens $500 39 Tote Bags $500 40 Mugs $500 41 Misc (Business Card, notes) $300 42 GRANT CO-OP SPONSORSHIPS $3,750.00 $43,500 43 Ice Cream Social $500.00 $500 44 Crusin on the Croix $1,500 45 Run Stillwater Half Marathon $1,000 46 Run Stillwater Log Run $500 47 Summer Tuesdays $1,500 ' A 8 C 48 Harvest Fest $9,000 49 Hometown for the Holidays $9,000 50 Paint the town Red Valentines Carriage Rides _ $2,500 51 Art Reach St. Croix $2,500 52 Lumberjack Days $5,000 53 National Gondola Event $2,000 54 MN Ironman Bicycle Ride $1,000 55 North Star Bicycle Festival & Grand Prix $1,000 56 Sticks in Stillwater Mite HockeyTournement $3,250.00 $6,500 57 GROUP TRAVEL MARKET- Advertising $0.00 $600 58 ABA (Am. Bus.Assoc.) Convention Directory $600 59 MEETINGS/COPORATE EVENTS MARKET- Advertising $4,325.00 $5,800 60 Fam Trips $700 61 _ Linked In $300 62 MSAE Association $4,325.00 $500 63 MN Meetings & Events Magazin/Website $4,000 64 Meetings Flier $300 65 WEDDINGS MARKET - Advertising $3,011.00 $7,555 66 The Knot - Featured Online Storefront www.Theknot.com $2,730.00 55,460 67 Twin Cities Wedding Association - Wedding Fairs $281.00 $1,895 68 Wedding Fair Expenses (Table, linens,electricity etc.) $200 69 VACATION TRAVELER MARKET- Advertising $15,587.53 $79,608 70 Explore Minnesota Metro CVB Group Membership/Campaign $8,750.00 $8,750 71 PR $223.39 $4,500 72 Photography Contest $73.39 $1,000 73 Enewsletter/MailChimp $150.00 $2,200 74 Sweepstakes $1,300 75 Digital Media 51,190.75 $27,250 76 Ad Words - SEM/Digital Content Creation/Activiation $392.09 $10,000 77 Sponsored Content & Story Creation $2,000 78 Retargeting Advertising/Digital Display Banners $729.66 $7,100 79 Social Media/Digital Misc. $6,000 80 AAA Online MN Getaway Sweepstakes 51,000 81 Area Ski Resorts $69.00 $800 82 Explore Minnesota.com $350 83 Tourism Guidebooks/Directories (Print/online) $2,200.00 $16,665 84 SCVRTA Membership & Directory Add $1,425 85 EMT 2015 Minnesota Travel Guide $3,440 86 Minnesota B&B 2016 $1,000 87 2015 MN Biking Guide (Peddle MN) $2,450 88 EMT MPIs/St. Paul Official Guide $5,500 89 MN Bike/Hike (HaveFunBiking.com) $2,200.00 $2,200 90 Toast to the Valley $650 91 Print $0.00 $7,093 92 Road Runner Motorcycle Magazine $450 93 Lavender (LGBT) Community Connections $910 94 AAA Living Magazine/Web - OnlyinMN Map - IA & WI $3,576 A B C 95 AAA Living Magazine/Web - OnlyinMN Map - MN & Metro $1,000 96 AAA Living Magazine/Web - Biking - MN & Metro $1,157 97 TV $0.00 $9,000 98 Comcast Spotlight Cable TV- MN $6,000 99 MN Traveler TV Program $3,000 100 Radio $3,000.00 $6,000 101 Media Bridge Advertising/My Talk 107.1 on -air & Facebook $3,000.00 $6,000 102 Direct Marketing $0.00 $350 103 Explore Minnesota Brochure Mailing Program $350 104 Billboards/Signage/Out of Home $0 105 Final Allocated Budget $41,058.17 $238,303 106 Difference $9,983.32 -$11,662 2015 CVB Budget Actual 12/31/2015 2015 Budget: Carryover from previous year $26,390.49 $3,500 Lodging Revenues $220,749.10 $200,000 Guidebook Ad Profits $9,321.90 $8,900 EMT Grants $7,154.44 $8,000 Total Budget Available $263,615.93 $220,400 RESERVES $7,000.00 $7,000 OPERATIONS $63,340.15 $68,400 General Office $2,752.15 $5,400 Postage $227.65 $600 Printing $392.83 $300 Supplies $29.98 $500 Telephone $1,039.35 $1,200 Meeting Expense $480.23 $2,000 Bank Charges $39.00 Misc (Business Card, notes $436.72 $300 Misc. $106.39 $500 Legal $0.00 $2,500 Legal Counsel $1,000 Accounting Audit $1,500 Administration $60,588.00 $60,500 Contract Services: Marketing Director and sub- contractors: graphic design, photography, videography, social media, admin, etc $60,000.00 $60,000 Training & Development (EMT Conference, etc.) $588.00 $500 MARKETING MATERIALS $15,507.31 $14,247 Website $3,544.15 $3,240 Content Ma intenance/Design $2,193.00 $2,000 Website/Email Hosting $188.00 $200 Events Calendar Maintence Fee $810.00 $540 SEO Analysis $353.15 $500 Guidebooks $10,335.34 $8,187 Fulfillment - LGI & Postage $7,079.76 $5,500 MOA/Airport Distribution $425.00 $1,050 Acrylic Displays for Guidebooks $4.55 $300 Other $1,489.28 Envelopes $1,336.75 $1,337 General Office Materials Signage $908.27 $1,220 Banner Hanging Fee (Linner Electric) Downtown IBA Maps $520 _ $300 Welcome window decals $908.27 $400 Printed/Promotional Materials $719.55 $1,600 Lodging Tear-Off Maps $175.00 $300 Pens $462.92 $400 Tote Bags & Coffee Mug $81.63 $400 Coasters for Downtown Bars/Restaurants $500 GRANT CO-OP SPONSORSHIPS $42,900.00 $42,900 Ice Cream Social $500.00 $500 Crusin on the Croix $1,500.00 $1,500 Run -Stillwater Half Marathon $1,000.00 $1,000 Log Run $500.00 $500 Run - Lift Bridge $500.00 $500 Three Rivers Wine Tour - Spring into Stillwater $2,500.00 $2,500 Summer Tuesdays $1,500.00 $1,500 Harvest Fest $10,000.00 $10,000 Hometown for the Holidays $10,000.00 $10,000 Paint the town Red Valentines Carriage Rides $1,900.00 $1,900 Art Reach St. Croix/St. Croix Splash $5,000.00 $5,000 LogJam $8,000.00 $8,000 GROUP TRAVEL MARKET- Advertising $6,885.00 $6,545 EMT MN Group Travel Planner & CVB Directory $2,010.00 $2,270 Iteneraries Midwest Magazine & Mader $1,475.00 $1,475 Group Travel Brochure & Lead List Mailing $1,000.00 $1,000 ABA (Am. Bus.Assoc.) Convention Directory $1,200.00 $600 Group Tour Magazine $1,200.00 $1,200 MEETINGS/COPORATE EVENTS MARKET - Advertising $4,102.75 $5,000 Fam Trips $1,127.78 $1,200 Linked In $299.97 $500 MSAE Midwest Society of Assoc. Ex $2,675.00 $3,000 Meetings Flier $300 WEDDINGS MARKET - Advertising $11,553.10 $9,466 The Knot - Featured Online Storefront www.Theknot.com $5,200.00 $5,250 Twin Cities Wedding Association - Wedding Fairs (includes $600 membership and lead list at each show $285 value) $5,867.10 $3,285 Wedding Fair Expenses (Table, linens,electricity etc.) $486.00 $531 Wedding Flier $400 VACATION TRAVELER MARKET- Advertising EMT Metro Group Membership PR Photography Contest Enewsletter (Constant Contact) $62,502.18 $4,000.00 $3,323.41 $65,389 $4,000 $4,500 $788.24 $2,195.00 $1,000 $2,500 Sweepstakes Digital Media $340.17 $15,984.77 $1,000 $17,840 Ad Words- Googie & Bing $3,100.00 $6,000 Mobile Phone Targeted Ad with Ad Taxi $1,440.00 $1,140 Social Media/Digital Misc. $7,024.82 $6,000 Area Ski Resorts $900 Tablet Targeted Ads with Ad Taxi $800.00 $800 AAA Online MN Getaway Sweepstakes $1,100.00 $1,000 Explore Minnesota.com $350.00 $350 Pre -roll Video with Ad Taxi $369.95 $350 Reta rgeting Advertising $1,000.00 $500 Solo Email - Biking $800.00 $800 Tourism Guidebooks/Directories (Print/online) $13,055.00 $13,215 SCVRTA Membership & Directory Add $1,275.00 $1,425 EMT 2015 Minnesota Travel Guide $3,380.00 $3,340 2015 MN Biking Guide (Peddle MN) $2,400.00 $2,450 EMT MPIs/St. Paul Official Guide $4,000.00 $4,000 Minnesota Bed and Breakfast Guide MN Bike/Hike (HaveFunBiking.com) $2,000.00 $2,000 Print $5,344.00 $5,334 Lavender (LGBT) Community Connections $910.00 $900 AAA Living Magazine/Web - OnlyinMN Map - IA, ND, SD $2,042.00 $2,296 AAA Living Magazine/Web - OnlyinMN Map - MN $1,288.00 $1,000 AAA Living Magazine/Web - Biking $1,104.00 $1,138 TV $14,675.00 $14,500 Comcast Spotlight Cable TV- MN $6,175.00 $6,000 MN Traveler TV Program $8,500.00 $8,500 Radio $6,120.00 $6,000 My Talk FM 107.1 on -air & facebook I $6,120.00 $6,000 $0.00 $0 $0.00 $0 OUT FLOW $213,790.49 $218,947 Difference $49,825.44 $1,453 RESOLUTION 2016-031 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 $521,249.88 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 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2016-031 LIST OF BILLS lST Line/Leewes Ventures LLC Accela Inc Ace Hardware Advanced Sportswear AIR Corval Constructors Al 's Coffee Company American Planning Association Ancom Technical Center Aspen Mills AutoNation Bernicks Boyer Trucks Business Data Record Services BWBR Carquest Auto Parts CDW Government Inc. Central St. Croix Valley Cable Century Link Centu ry Power Equipment Cities Digital Solutions Coca -Cola Refreshments Comcast Compass Minerals America Inc Costar Realty Information Inc Coverall of the Twin Cities Cub Foods DLT Solutions LLC ECM Publishers Emergency Response Solutions Enterprise FM Trust Fastenal Company FleetPride G & K Services Goodin Company H&L Mesabi Jansen Chad Jefferson Fire and Safety Inc. Jim mys Johnnys Inc. Kr emer Services LLC League of MN Cities League of MN Cities Ins Tr Loffler Companies Magnuson David Mansfield Oil Company Menards Snacks for concessions Monthly UB web payments Supplies Uniforms Equipment repair Coffee for concessions Membership Equipment repair Un ifo r ms Vehicle service Beverages for concessions Equipment repair charges Destruction services Professional services Equipment repair supplies Supplies Reimburse Comcast fees pd by commission Telephone Equipment repair supplies Laser Fiche Beverages for concessions Internet & Voice Salt Property professional Commercial cleaning services Turkeys AutoCAD 2016 Publications SCBA Cylinders Lease vehicles Supplies Equipment repair supplies Mats & Uniforms Equipment repair suppl ies Plow parts Reimburse for luggage fees Safety equipment & hose Portable restroom rental Equipme nt repair Stormwater Coalition Workers Comp Insurance Network and computer support Professional services Fuel Supplies Page 1 1,594 .15 470 .85 321.25 1,046.00 615 .00 1,383 .20 270 .00 421 .00 43 .80 38 .49 643 .50 577 .56 91.00 165 .41 1,438 .73 59 .20 169 .23 249.35 102.13 25,110.21 1,350.96 231 .70 36 ,428 .50 345 .08 432 .00 60.85 2,010 .63 196.98 2,287 .93 3,828 .24 174.72 65 .04 407.92 40.71 4,821.29 50.00 726.04 110.00 2,946.33 760.00 55 ,845.00 581.25 9,076 .83 3,049.64 622.93 EXHIBIT "A" TO RESOLUTION #2016-031 Metropolitan Council Mitchell Ryan MWOA NAPA Auto Parts Needels Supply Inc. Newman Signs O'Reilly Auto Parts Pepsi Beverages Company Pereboom Jesse Performance Plus LLC Pioneer Press Pro Hydro-Testing Regency Office Products LLC Riedell Shoes Inc. Shilts Cindy Simplifile LC Sprint PCS St. Croix Boat and Packet Co. St. Croix Boat and Packet Co. Standard Spring Parts Stillwater and Oak Park Heights CVB Summit Fire Protection SW /WC Service Cooperatives Talbot Realty Titan Energy Systems Titan Machinery Shakopee Trans Union LLC Tri-State Bobcat Tri-State Pump and Controls Inc. Truck Utilities Inc. Unique Paving Materials Inc. Verizon Wireless Viking Auto Sprinkler Co. Wittman Abbi Jo WS & D Permit Service WSB & Associates Inc. Zayo Enterprise Networks LIBRARY Ace Hardware Baker and Taylor Broda rt Co CDW Government Inc. Culligan of Stillwater Fremming Susan E G & K Services Wastewater Charges Reimburse for work hats Membership Alternator Sprayer pistol Signs Auto parts Beverages for concessions Reimburse for mileage Physical abilities HR Position EM Basic Pkg Hydro testing Decanters Skates Reimburse for mileage Recording fees Cell phone Refund barge lease Arena billing Equipment repair supplies Qtrly Lodging Tax Annual sprinkler inspection Retiree Health Insurance & COBRA Refund of Utility overpayment Equipment repair Lamp Information Charges Valve Aiples lift station repairs LED arrow board traffic advisor Winter cold mix for potholes Wireless services Annual fire inspection Reimburse for mileage Refund of 80% of 2016-00067 permit fee Professional services MS4 Phone Janitorial Supplies Materials Materials Microfilm Reader/Scanner Equip Water Staff Reimbursement Towels & Rugs Page 2 132,911.05 64.25 25.00 250 .90 17.76 2,876.41 13.30 1,498.21 76.84 425.00 775.00 1,590.00 65.55 6,262.34 61.56 400.00 101.19 1,100.00 60,802.06 102.59 42,795.98 640.00 62,703.61 528.85 475.70 123.87 50.00 302.57 2,375.00 2,255.00 187.20 1,995.73 1,040.00 79 .70 257.00 1,018.25 514.64 52.53 50.43 2,134.66 31.23 49 .80 140.00 165.08 EXHIBIT "A" TO RESOLUTION #2016-031 Hedin Sue Midwest Tape MSR Design Papco Inc. Petrie Angela Premier Lighting Inc ProQuest Stillwater Public Library Foundation Washington County Library ADDENDUM Clarey's Safety Equipment Comcast IAFC Innovative Office Solutions Murphy Nicki Xcel Energy Adopted by the City Council this 16th Day of February, 2016 Staff Reimbursement Materials Design Consulting Vacuum Staff Reimbursement Lighting Libraries Book Cover Widget Fnd Reimbursement Item Barcodes Folding tank Cable TV & Internet Membership Paper Refund of Park Fee Energy Page 3 29 .95 47.03 6,751.80 42 .10 400.00 445 .32 527 .00 50 .00 205.00 1,060.14 275.47 259.00 113.42 50.00 20,347 .18 TOTAL 521,249.88 RESOLUTION OF THE CITY OF STILLWATER, MINNESOTA SUPPORTING PROPOSED LEGISLATION TO AUTHORIZE THE COUNTY OF WASHINGTON TO CONFER ECONOMIC DEVELOPMENT POWERS UPON THE WASHINGTON COUNTY HOUSING AND REDEVELOPMENT AUTHORITY BACKGROUND RECITALS WHEREAS, the Washington County Housing and Redevelopment Authority (the “WCHRA”) is a county housing and redevelopment authority created and existing under Laws 1974, Chapter 475, as amended, which provides and maintains affordable, decent, and safe housing opportunities in Washington County ; and WHEREAS, in May of 2014 the County adopted an Economic Development Strategic Plan (the “Economic Development Strategic Plan”) and based on the Plan, the County has determined that the WCHRA should have primary responsibility for economic development activities on behalf of the County; and WHEREAS, proposed legislation has been prepared which would authorize the County Board by resolution to confer on the WCHRA the powers of an economic development authority (the “Proposed Law”), thus enabling the County to address economic needs as identified in the Economic Development Strategic Plan, and the County Board has determined to include the Proposed Law as part of the County’s legislative initiative for the 2016 Legislature; and WHEREAS, adoption of the Proposed Law would empower the WCHRA to undertake economic development activities not authorized by the current WCHRA enabling law, such as, by way of illustration, implementing County marketing and public relations programs relating to economic development, conducting economic development studies to document the need for financial assistance programs, and carrying out financial assistance programs for economic development purposes; and WHEREAS, the Proposed Law would retain the existing County Board consent process for establishing the WHCRA’s housing and redevelopment authority levy under Minnesota. Statutes, Section 469.033, subdivision 6, and would preclude the WCHRA from imposing any concurrent or separate economic development authority levy otherwise authorized under Minnesota Statutes, Section 469.107; and WHEREAS, consistent with existing requirements of the WCHRA’s enabling law for local approval of housing projects and redevelopment projects, the Proposed Law would require municipal location and project approval for development districts and economic development projects; and WHEREAS, in order to appropriately reflect the combined housing, redevelopment and economic development powers to be conferred, the Proposed Law would change the name of the WCHRA to the Washington County Community Development Agency; and WHEREAS, the Proposed Law would affect no change in the current structure or composition of the WCHRA Board of Commissioners; and WHEREAS, the Proposed Law would authorize the County to offer tax-forfeited real property to the WCHRA on the same basis as such parcels are offered to a County department; and WHEREAS, the City Council of the City of Stillwater, Minnesota, finds that enactment by the Legislature of the Proposed Law, and the carrying out of economic development activities by the WCHRA in the County, including in the city of Stillwa ter, pursuant to the Proposed Law, would be in the public interest and would afford substantial benefit to the residents, businesses, citizens and taxpayers of the city of Stillwater; and WHEREAS, the County, the WCHRA and the City of Stillwater contemplate that the WCHRA and the City of Stillwater will work together as partners in carrying out economic development activities within the city of Stillwater which will be complementary and non- duplicative. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Stillwater, Minnesota adopts this Resolution supporting the proposed legislation as described above, in furtherance of economic development activities by the WCHRA on behalf of Washington County. Adopted by the Stillwater City Council this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk STAFF REQUEST ITEM j Department: MIS I Date: DESCRIPTION OF REQUEST (Briefly outline what the request is) Approval of agreement with City View Electric Inc. to monitor the Fire Alarm system at Public Works. 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) Annual cost of the agreement is $288.00. Money has been budgeted for this item. 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. I Submitted by: Rose ~ I Date: 2/16/16 Equipment Purchase and Monitoring Agreement Account # DMP1276 Password: Service Start Date Customer# PUBLICWORK 1145 Snelling Avenue North• St. Paul, MN 55108 • (651) 659-9496 • Fax (651) 641-0503 Customer Name: STILLWATER PUBLIC WORKS Bill to: CITY OF STILLWATER, 216 N. 4rn STREET, STILLWATER, MN 55082 Service Address (if different): 3325 BOUTWELL ROAD, STILLWATER, MN 55082 Phone: 651-430-8800 Alternate Phone: 651-275-4103 Email Address: rholman@ci.stillwater.mn.us 12/02/2002 Fax: This agreement is made this 4th day of February, 2016 by and between City View Electric, Inc., hereinafter referred to as "CVE, Inc." and, Stillwater Public Works hereinafter referred to as "Subscriber". 80064 The undersigned Rose Holman, being the owner and/or acting representative of Stillwater Public Works, agrees to and assumes full responsibility to all of the tenns and conditions of this agreement. The Subscriber agrees that CVE, Inc. will provide the detection equipment specified on the attached proposal (if applicable), and/or central station monitoring service at the Subscriber's premises or location listed above. This Agreement outlines the duties and responsibilities of both parties and does not include any other products, services, or warranties, as part of this agreement. All "X'ed" boxes initialed by the Subscriber and representative ofCVE, Inc. are considered binding enforceable tenns and conditions of this agreement. C8]GENERAL LKM 1. Subscriber agrees to the Tenns and Conditions printed on the FRONT and BACK of this Agreement, acknowledges having read and understand them. Subscriber agrees that CVE, Inc. is not an insurer and that CVE, lnc.'s liability is specifically limited by the Agreements and Conditions. 2. This is not a binding Agreement until it has been accepted by an Authorized Representative ofCVE, Inc .. !fit is not accepted, CVE, lnc.'s only liability will be to refund any amount that Subscriber has paid to CVE, Inc. according to this Agreement. D EQUIPMENT ---- CVE, Inc. agrees to provide and install equipment as listed on the attached proposal. DONE YEAR w ARRANTY ---- All equipment listed in proposal is covered with a one-year parts and labor warranty from the date of installation. Any tampering, alterations, deviations, moving, relocations, or repair to alarm detection equipment, related components, and/or circuitry must be performed by CVE, Inc. Unauthorized use of the alarm detection system will void warranty of all parts, equipment, and labor. C8] MONITORING AGREEMENT LKM l. The tenn of this agreement is three years and will automatically renew for one-year periods. To cancel service after the initially agreed term, Subscriber must provide written notice to CVE, Inc. 30 days prior to the end of agreed period requesting to terminate service. Subscriber will be responsible for early termination fees and balance of agreed term of service if canceled prior to the end of the initial tenn of this agreement. 2. The monthly monitoring service fee is $24.00, and will be billed annually Totaling $288.00, and paid prior to services commencing. Payment must be received prior to activation of alarm detection system and central station monitoring. 3. Conditions to be monitored include: C8J Intrusion C8J Fire O ULFlre O Elevator O Other: ----------- 4. Subscriber is solely responsible for fines/charges imposed by any authority. Subscriber is solely responsible for all fees and finance charges due to non-payment and/or late payment incurred monthly until payment Is received in full. Subscriber is solely responsible for providing accurate and updated account infonnation, including, but not limited to location, addresses, directions, telephone numbers and names for a call list so that someone will always be available in the event of an alarm signal. 5 . Upon CVE, Inc. receiving a 30-day notice of cancellation, a representative will need to access the alarm detection system for deprogramming. Subscriber does hereby authorize a CV E, Inc. and/or designated representative to enter upon the premises of the Subscriber to deprogram the system from the monitoring. Subscriber will be responsible for monitoring service fees until CVE, Inc. has been provided access to service the alarm detection system for deprogramming. If the premise is sold or vacated, Subscriber still remains responsible for all monitoring fees, as specified In this agreement, until CVE, Inc. is able to deprogram the alarm detection system. DUL LISTED FIRE ALARM SYSTEMS ---- 1. This is a service agreement between the Subscriber and CVE, Inc . whereby CVE, Inc. is contracted to provide 24 hour runner service, annual inspection and testing of the UL Listed Fire Alann Monitoring System. This service may only be provided by CVE, Inc. and/or designated representative approved by CVE, Inc. for purposes of upholding the integrity of the Certification as provided by Underwriters Laboratories, Inc .. 2 . Subscriber will provide access to the protected property for purposes of annual ins pection and testing of the UL Listed Fire Alarm Monitoring System on or before the date displayed upon the UL Certificate. 3. Subscriber will provide 24 hour access to CVE, lnc.'s Runner Service to the protected property for purposes of restoring and/or repairing non- operational Fire Alarm System Monitoring Equipment. 4. Failure to comply with the aforementioned requirements will result in cancellation of the UL Fire Alarm Monitoring, UL Certifica te and the Authority Havin g Jurisdiction will be notifi ed of non-compliance. City View Electric Inc Representative: City View Electric Inc. Signature Date: Service Start Date: Leah McKane 02/04/2016 02/04/2016 Subscriber Name: Subscriber Signature: Date: Service Expiration Date: 02/04/2019 Agreements & Conditions A. Safety Equipment -Subscribers Responsibilities Subscriber agrees that effective maintenance of safety equipment requires your cooperation and further agree: I. To inspect and maintain the equipment according to established codes and procedures. 2. To notify CVE, Inc. immediately if you find anything wrong. 3. To avoid doing anything which may cause damage to the safety equipment or make it difficult to use. 4. To be solely responsible for complying with local codes and requirements. 5. Cost of unnecessary service or false alarm calls by Subscriber to be borne by Subscriber. If excessive false alarms arc caused by careless, malicious, or unintended use of the alarm detection system, CVE, Inc. may, at its sole discretion, deem same to be material breach of contract on part of the Subscriber and may be excused from further performance. Subscriber agrees to eliminate conditions or factors interfering with the proper operation of the installed devices or which may cause false alarms. B. Limitation of CVE, Inc. Responsibilities and Liabilities Subscriher understands that: l. Safety equipment may be bypassed, misused, or damaged and may not always operate properly for numerous reasons. 2. Use of safety equipment does not replace the services of fire departments, police departments or emergency medical units. 3. CVE, Inc. is not providing a guard service under this Agreement. CVE, Inc. and its monitoring service have no responsibility to respond to alarms. 4. CVE, Inc. assumes no liability for any damages arising from any delays in the installation or repairs of the system or from any delays in the processing of monitoring account information. 5. CVE, Inc. is not responsible nor financially liable for ANY harm such as business or personal loss, theft of property or money, property damage, personal injury or death connected with the installation, maintenance, operation or non-operation, or the actuation or non-actuation of the monitoring system. Subscriber holds CVE, Inc. hannless for any and all aforementioned acts. 6. CVE, INC. DOES NOT MAKE ANY REPRESENTATION OR WARRANTY, INCLUDING ANY IMPLIED WARRANTY OF MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, THAT THE SYSTEM OR SERVICE MAY NOT BE COMPROMISED, OR THAT THE SYSTEM OR SERVICES WILL IN ALL CASES PROVIDE THE DETECTION FOR WHICH IT IS INTENDED. CVE, INC. IS NOT AN INSURER, AND THE FEES ARE BASED ON VALUE OF SERVICE AND NOT RELATED TO VALUE OF PROPERTY OR RISK. 7. CVE. Inc. assumes no liability for services or lack of service provided by any sub-contract company. 8. Subscriber does hereby for self and representing parties; release and discharge CVE, Inc. from and against all hazards including those covered and not covered by Subscribers insurance and all claims against CVE, Inc. arising out of such hazards, including any right of subrogation by Subscriber's insurance carrier, are hereby waived by Subscriber. Subscriber shall promptly so notify its insurance carrier of this agreement stipulation. 9. Subscriber acknowledges that if CVE, Inc. utilizes a digital communicator for the purposes of sending alarm signals from Subscriber's premises to CVE Inc.· s Central Monitoring Station, that the signals from Subscriber's alarm detection system are sent over Subscriber's regular telephone service and in the event Subscriber's telephone service is out of order, disconnected, placed on vacation or otherwise inte1Tupted, signals from Subscriber's alarm detection system will not be received in CVE, Inc. ·s Central Monitoring Station during any such interruption and the interruption will not be known to CVE, Inc .. Subscriber further acknowledges and agrees that signals are sent over telephone lines, which are wholly beyond the control and jurisdiction of CVE, Inc. and are maintained and serviced by the applicable telephone service provider. 10. Subscriber understands and agrees that ifCVE, Inc. be found liable for loss or damage due to failure ofCVE, Inc. to perfonn any of the obligations herein, including but, not limited to installation, maintenance, monitoring or service, or the failure of the system or equipment in any respect whatsoever, CVE, Inc.'s liability shall be limited to a sum equal to the total of Two Hundred Fifty ($250.00) Dollars as liquidated damages and not as a penalty and this liability shall be exclusive; and that the provisions of this Section shall apply if loss or damage, irrespective of cause of origin, results directly or indirectly to persons or property, from performance or non-perfonnance of the obligations imposed by this contract, or from negligence, active or otherwise, of CVE. Inc., its agents. assigns or employees. It is understood that this sum is for liquidated damages and is not a penalty. 11. This Agreement may not be assigned by Subscriber without prior written consent by CV E, Inc .. 12. Subscriber releases CVE, Inc. from any claims of any parties suing tl1rough Subscriber's authority or in Subscriber"s name, such as Subscriber's insurance company. Subscriber agrees to notify its insurance company of this release. C. Application of this Agreement to Other Organizations Any organization or company to which CVE, Inc. is connected to may invoke the provisions of this Agreement against any claim by Subscriber due to any failure of such organization. The provisions of this Agreement also apply to any agents, sub-contractors or assignees of CVE, Inc .. D. Suspension, Cancellation or Changes to this Agreement It is understood that CVE, Inc. after having given 30 days written notice, may immediately cease the monitoring or other servicing of the system for the following reasons: I. lfCVE, Inc. is legally prevented from monitoring or servicing the system. 2. If Subscriber does not make monitoring or related payments when due. 3. lfCVE, Inc. is prevented from making repairs or maintenance on the system. 4. If the central monitoring station receives excessive false alarms from the alarm detection system. It is understood that Subscriher will provide CVE, Inc. access to change programming in the event that the Agreement is terminated. 5. CVE, Inc. may, at any time, cancel this agreement at our option if the central monitoring station is destroyed or damaged so that it is impractical for CVE, lnc. to continue service or CVE. Jnc. cannot acquire or retain the transmission connections or authorization to transmit signals between Subscriber's premises and the central monitoring station or the applicable fire or police department or agency. 6. Upon suspension of monitoring service for any reason, Subscriber shall immediately disconnect alarm detection system from sending signals to the central monitoring station or be responsible for all fines, fees or penalties that may be imposed by telephone companies, government agencies, the central monitoring station and/or other parties. 7. CVE, Inc. has the right to increase the monthly monitoring charge at any time after the first year. If Subscrihers written objection to the increase is received within 30 days of Subscriber's receipt of notice of the increase, and the increase is not waived, then Subscriber may tenninate this agreement effective 30 days after CVE, Tnc.'s receipt of written notice oftennination. In this situation. Subscriber will not have to pay the ear]y tennination of lease fees. E. Complete Agreement; No Spoken Changes Everything that Subscriber and CVE, Inc. have agreed on is written in this Agreement and attached Proposal. It replaces all earlier agreements and understandings, whether spoken or written. Nothing Subscriber or CVE, Inc. may have said can change this Agreement. This Agreement can only be changed in writing, and the writing must be signed by Subscriber and CV E. Inc .. Subscriber agrees that CVE, Inc. may convert this Agreement into electronic media for storage purposes. Subscriber also agrees that, in the event of any dispute or litigation, a copy of this agreement produced from any such electronic media may serve as the exclusive original. This Agreement will be accepted by CVE. Inc. in Minnesota, and is covered by the laws of the State of Minnesota. Subscriber agrees to have received a copy of this Agreement. Memorandum To: Mayor and City Council From: Diane Ward, City Clerk Date: 2/16/2016 Subject: Library Board Appointments The Library Board, at their February 9, 2016 meeting, recommends that Council appoint Brandon Otte, to fill the expired term limit of Ned Gordon, and reappointment of Gregg “Spike” Carlson and Mary Richie to the Board. If Council wishes to approve Mr. Otte, Mr. Carlson and Ms. Richie to the Library Board, they should pass a motion adopting a resolution with their terms expiring December 31, 2018. /nm RESOLUTION 2016-040 APPOINTMENTS TO LIBRARY BOARD NOW THEREFORE, BE IT RESOLVED, the City Council of the City of Stillwater, Minnesota, hereby appointed the following to the Library Board at their February 16, 2016 regular City Council meeting: Reappointment Gregg Carlsen Term Expires – December 31, 2018 Mary Richie Term Expires – December 31, 2018 New Appointment Brandon Otte Term Expires – December 31, 2018 (Expired term limit of Edward Gordon) Adopted by City Council this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk i 1 1 a t e r INF OIRTNFLACE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North February 16, 2016 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 February 2, 2016 regular and recessed meeting minutes. V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Certificate of Appreciation to Chris Johnsen - Beyond the Yellow Ribbon 3. CVB Annual Report - Christie Rosckes & Jerry Helmberger 4. Valley Outreach - Food for Fines - Tracy Maki 5. Bonding Information - Terri Heaton, Springsted (2 Resolutions - Roll Call) VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 6. Police Chief 7. Fire Chief 8. City Clerk 9. Community Development Dir. 10. Public Works Dir. 11. Finance Director 12. City Attorney 13. City Administrator - Update on HR Position 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. 14. Resolution 2016-031, directing the payment of bills 15. Resolution 2016-032, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 254 16. Resolution 2016-033, approving Memorandum of Understanding between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 257 17. Resolution 2016-034, approval of Parking Ramp cleaning contract 18. Resolution 2016-035, approval of Dock Permit for St. Croix Boat & Packet and Wharfage Permit for Gondola 19. Possible approval of RFP for Class Comp services 20. Resolution 2016-036, assigning $75,000 within the General Fund for Economic Development for 2016 21. Resolution 2016-037, a resolution amending Resolution 98-75, resolution establishing Library Trust Fund 22. Resolution 2016-038, supporting proposed legislation to authorize the County of Washington to confer economic development powers upon the Washington County Housing and Redevelopment authority 23. Resolution 2016-039, approving additional appointments to Downtown Plan Advisory Committee IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. X. UNFINISHED BUSINESS 24. Discussion on Solar Energy Collaborative (Available Tuesday) XI. NEW BUSINESS 25. Possible approval of the 2016 Farmer's Market Event and Contract (Resolution - Roll Call) 26. Possible approval of the 2016 Cruisin on the Croix Car Show Special Event & Contract (Resolution - Roll Call) 27. Possible approval of feasibility report and calling for hearing on the 2016 Street Improvement Project (Resolution - Roll Call) 28. Possible award of Construction Management contract for City Hall/Police Improvements (Resolution - Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 29. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT iliwater TBE IIRTHPLACE Of MINNESOTA CITY COUNCIL MEETING February 2, 2016 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 Absent: None Staff present: City Administrator McCarty City Attorney Magnuson Community Development Director Tumblad Finance Director Harrison Public Works Director Sanders Police Chief Gannaway Fire Chief Glaser City Clerk Ward OTHER BUSINESS Presentation by Karen Kill, Brown's Creek Watershed District and Mike Isensee, Middle St. Croix Watershed Management Organization Karen Kill, Brown's Creek Watershed District, explained recently accomplished and upcoming watershed district projects in Stillwater. She reported that the watershed district is beginning its ten year management planning process. Mike Isensee, Middle St. Croix Water Management Organization, gave an overview of SCWMO projects. The ten year management plan was just completed. Update on possible sculpture tour, Julie Pangallo City Administrator McCarty provided a brief update on the sculpture tour, as Ms. Pangallo was unable to attend the meeting due to weather. The project has been discussed with many community agencies and a work group is forming. STAFF REPORTS Community Development Director Tumblad presented names of additional Downtown Advisory Plan Committee members; he will bring a resolution back to the Council to formally add the individuals. He also updated the Council on the Police Department and City Hall Building Project. Proposals have been received for construction management services. A recommendation should be brought to the next Council meeting. Public Works Director Sanders reviewed a request from the contractor for the Armory to pump the wetland 24 hours a day for the next three weeks, before spring runoff. A variance would be needed to work from 10 p.m. to 7 a.m. City Council Meeting February 2, 2016 Motion by Councilmember Polehna, seconded by Councilmember Junker, to grant a noise variance to the National Guard Readiness Center for the pumping of the wetland. All in favor. Public Works Director Sanders noted with the current snowstorm, plows will be out until 10 p.m. and will begin city-wide plowing at 2 a.m. Finance Director Harrison provided a report indicating how the 2016 budget relates to the strategic plan, and a schedule of upcoming 2016 bond issuance key dates; all projects were approved and levied for during the 2015 and 2016 budget processes. City Administrator McCarty noted that he is working on scheduling a meeting with area and state legislators. He added that recruitment for the Human Resources Manager position is ongoing, with a deadline of February 5. He also informed the Council that the Minnesota Pay Equity Compliance Report was submitted, and it appears the City will not be in compliance with the pay equity act. The State will be advising the City and providing direction. The City was notified of eligibility for the Met Council Solar Garden Project; staff will analyze whether it makes sense for the City and will bring a report and recommendation to Council in March. Mr. McCarty reminded the Council that the Washington County League of Local Governments has set a meeting February 29 regarding the County Library System's Strategic Plan. RECESS The meeting was recessed at 5:40 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 Absent: None 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 January 19, 2016 regular meeting minutes Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to approve the January 19, 2016 regular meeting minutes. All in favor. PETITIONS, INDIVIDUALS DELEGATIONS & COMMENDATIONS Discussion on Washington County HRA/Economic Development proposed legislation - Barbara Dacy, Executive Director Barbara Dacy, Executive Director of the Washington County HRA, informed the Council that the Washington County Housing and Redevelopment Authority (HRA) has drafted Page 2 of 6 City Council Meeting February 2, 2016 legislation to amend its enabling law to add economic development powers. The HRA requests that the City of Stillwater adopt a resolution supporting a proposed bill to be introduced during the 2016 legislative session, which would empower the HRA to undertake economic development activities. She shared the goals and benefits of the proposed legislation. Adding economic development powers to the HRA would enable the agency to identify and accomplish programs and initiatives that augment development activities the City is doing. Councilmember Weidner asked if the EDA would have a separate taxing authority. Ms. Dacy replied that currently there is a county -wide HRA levy that has been in place for a number of years which generates $32 annually for a $250,000 home. Councilmember Weidner asked if the tax could possibly increase under the proposal. Ms. Dacy responded that it could increase for an economic development type of program, but a lot would have to be done to approve such an increase. Motion by Polehna, seconded by Councilmember Menikheim, to prepare a resolution supporting the proposed legislation, and to add it to City's legislative platform for 2016. Ayes: Councilmembers Menikheim, Junker, Polehna, and Mayor Kozlowski Nays: Councilmember Weidner OPEN FORUM There were no public comments. CONSENT AGENDA Resolution 2016-020, directing the payment of bills Possible purchase of Audit Trail module for Laserfiche - MIS Resolution 2016-021, tabling City Council consideration of authorization for a demolition designation study for the structure located at 816 4th Street South (HPC Case No. 2016-01) Resolution 2016-022, approval of 2016 Forestry Consultant Agreement Resolution 2016-023, approving position status request for Fire Department Resolution 2016-024, approving a resubdivision of property located at 234 Rutherford Road (Case No. 2016-10) Possible approval for beginning process on correction of legal description — Golf Course Resolution 2016-025, a resolution for VisTatek Loan Forgiveness Certificate Possible approval of utility bill adjustments Possible approval of the Pay Equity Report Councilmember Polehna requested that Resolution 2016-023, approving position status request for Fire Department, be pulled from the Consent Agenda. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None Councilmember Polehna asked why the Fire Department position needs to go to 50%, since it has been 25% for many years. He asked whether there is meaningful work to keep someone busy 50% of the time. Fire Chief Glaser responded that historically it was a 50% position, but was reduced to 25% due to budget issues. With a job classification of secretary, the budget supports a 50% position. Page 3 of 6 City Council Meeting February 2, 2016 Additionally, since the Department moved offsite, if there is no one staffing the front desk, it's more difficult to assist people. He stated there is work enough to support going to the 50% position. City Administrator McCarty voiced support for the position and confirmed there is a need. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2016-023, approving position status request for Fire Department. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None PUBLIC HEARINGS Case No. 2016-04. A public hearing to consider a request from the City of Stillwater for adoption of new regulations pertaining to parking vehicles on yard areas. Mayor Kozlowski noted that the public hearing has been cancelled because the Planning Commission is still developing a draft ordinance. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Case No. 2016-01. Possible approval of a SUP Amendment for Oak Park Elementary School Community Development Director Turnblad explained that the applicant is requesting an amendment to an existing Special Use Permit for the installation of a new 160 ton chiller to be located on the north side of the Oak Park Elementary School. After holding the required public hearing, the Planning Commission voted unanimously to recommend conditional approval. Case No. 2016-02. Possible approval of a SUP Amendment for Lily Lake Elementary School Community Development Director Turnblad explained that the applicant is requesting an amendment to an existing Special Use Permit for the installation of a new 160 ton chiller to be located on the north side of Lily Lake Elementary School. After holding the public hearing, the Planning Commission voted to recommend approval on a 7 to 1 vote, with Commissioner Siess voting nay due to the reduction of parking spaces. Case No. 2016-03. Possible approval of a SUP Amendment for Stillwater Junior High School Community Development Director Turnblad explained that the applicant is requesting an amendment to an existing Special Use Permit for the installation of two new 160 ton chillers to be located on the north side of Stillwater Junior High. After holding the public hearing, the Planning Commission voted to recommend approval on a 7 to 1 vote, with Commissioner Siess voting nay due to the reduction of parking spaces. City Attorney Magnuson stated that the resolutions approving SUP Amendments for Oak Park Elementary, Lily Lake Elementary, and Stillwater Junior High School could be adopted at one time. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2016-026, approving a Special Use Permit Amendment for Stillwater Area School District's Oak Park Elementary mechanical upgrades (Case No. 2016-1); Resolution 2016-027, approving a Special Use Permit Amendment for Stillwater Area School District's Lily Lake Elementary School mechanical upgrades (Case No. 2016-2); and Resolution 2016-028, approving a Special Use Page 4 of 6 City Council Meeting February 2, 2016 Permit Amendment for Stillwater Area School District's Stillwater Junior High School mechanical upgrades (Case No. 2016-3). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None Case No. 2016-04. Possible approval of Cates Resubdivision Community Development Director Turnblad explained that in 2013, the Council approved a request by Jennifer Cates with Cates Fine Homes LLC to split the lot located at 234 Rutherford Road. The Council granted conditional approval of the lot split, however, the conditions of approval were never met and, the property owner decided not to pursue subdividing. Cates Fine Homes, LLC, owns the 2.5 acre vacant lot located at 234 Rutherford Road, one of six lots in Jackson Estates. Jennifer Cates has submitted a request for the Council's consideration to rescind the previous approval and to subdivide the lot into two parcels that would have a different configuration than originally approved. Staff finds the requested subdivision to be reasonable and consistent with the City's Comprehensive Plan, Zoning Ordinance and Subdivision Ordinance, therefore staff recommends approval with conditions. Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt Resolution 2016-029, rescinding Resolution No. 2013-032 and approving a resubdivision of property located at 234 Rutherford Road (Case No. 2016-10). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None Possible approval amended Fire Contract with Stillwater Township City Administrator McCarty explained that in 2014, the City entered into a 3 -year agreement with Stillwater Township for fire protection services. Since that time, the City annexed a number of parcels pursuant to the Annexation Agreement between the City and the Township. Therefore, there has been a decrease in cost for Stillwater Township and the fire contract for Stillwater Township needs to be amended. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2016-030, approval of Stillwater Township Fire Protection Contract Addendum Number One. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, and Mayor Kozlowski Nays: None COMMUNICATIONS/REQUESTS Councilmember Weidner asked about the status of Sticks of Stillwater and Hockey Day MN. Mayor Kozlowski replied that he understands that Stillwater is one of the cities being considered for next year's Hockey Day MN; the Sticks of Stillwater Festival, a Mite Tournament for eight and under, will be held this weekend. City Administrator McCarty stated he has not been contacted by anyone from Hockey Day MN. Councilmember Weidner reported that the Cable Commission replaced cameras in city hall of all of the member communities. He also noted that there will be a new secretary administrator for the Cable Commission. COUNCIL REQUEST ITEMS There were no Council request items. Page 5 of 6 City Council Meeting February 2, 2016 ADJOURNMENT Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adjourn the meeting at 7:49 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2016-020, directing the payment of bills Resolution 2016-021, tabling city council consideration of authorization for a demolition designation study for the structure located at 816 4th street south (HPC Case No. 2016- 01) Resolution 2016-022, approval of 2016 Forestry Consultant Agreement Resolution 2016-023, approving position status request for Fire Department Resolution 2016-024, approving a resubdivision of property located at 234 Rutherford Road (Case No. 2016-10) Resolution 2016-025, a resolution for VisTatek Loan Forgiveness Certificate Resolution 2016-026, approving a special use permit amendment for Stillwater Area School District's Oak Park Elementary mechanical upgrades (Case No. 2016-1) Resolution 2016-027, approving a special use permit amendment for Stillwater Area School District's Lily Lake Elementary School mechanical upgrades (Case No. 2016-2) Resolution 2016-028, approving a special use permit amendment for Stillwater Area School District's Stillwater Junior High School mechanical upgrades (Case No. 2016-3) Resolution 2016-029, rescinding Resolution No. 2013-032 and approving a resubdivision of property located at 234 Rutherford Road (Case No. 2016-10) Resolution 2016-030, approval of Stillwater Township Fire Protection Contract Addendum Number One Page 6 of 6 Sit lwa t er I M E B I A T N P 4 C k O F M I N N E S O I b STILLWATER CITY COUNCIL SERVICE AWARD On behalf of a grateful City and upon the recommendation of leading citizens, the Mayor and City Council hereby extend recognition and appreciation to elvd3 Atftio e/Z San att of ftb e ffant6 ass C'.Pi;avrp eioc of the J3egwzd the Yettotu Ribbon rhoytam, and for outstanding service in support of the City of Stillwater's mission. Ted Kozlowski, Mayor Date of Recognition: February 16, 2016 STILLWATER BIRTHPLACE OF MINNESOTA Stillwater/Oak Park Heights Convention & Visitor Bureau LODGING DINING & NIGHT LIFE BOUTIQUES EVENTS THINGS TO DO GROUPS MEETINGS WEDDINGS `aa 'r iw STILLY TER �l➢Lti_ , BIRTHPLACE OF MINNESOTA f ABOUT GALLERY MEDIA DEALS WHAT'S NEW CONTACT DIRECTIONS RV-- - .: a�.a.: .. —.� Saar V•1r- STILLWATER WELCOMES YOU! 'our official to- Ste, Minaeiota Tourism! liagnirdOti SYILL'ATER RIRTHPLAFE OF MINNESOTA The MISSION of the Stillwater and Oak Park Heights Convention & Visitor Bureau is to increase the economic benefit of tourism with an emphasis on overnight stays. Annual City Presentation, Yr End 2015 Discover Stiliwater benefits EVERYONE (and is free to businesses): Lodging Restaurants/Pubs Boutiques & Specialty Shops Attraction & Experience Companies Event Venues & Festival Planners We help provide resources for: Leisure & Business Travelers Wedding Planners & Bride/Grooms Meeting Planners Group Travel Planners Locals Realtors STILL'ATER BIRTHPLACE OF H7NNESOTA Annual City Pres L , Yr End 2015 2008-2015 LODGING TAXES COLLECTED Lodging Tax Income 2008 2009 2010 2011 2012 2013 2014 2015 AVE First Quarter Stillwater $ 23,670 $ 25,052 $ 20,852 $ 24,920 $ 27,039 $ 25,091 $ 29,421 $ 29,616 Oak Park H $ 4,316 $ 4,893 $ 3,910 $ 5,520 $ 4,548 $ 5,071 $ 4,853 $ 5,077 $ 27,986 $ 29,945 $ 24,762 $ 30,440 $ 31,587 $ 30,162 $ 34,274 $ 34,693 $ 30,481 1% Second Quarter Stillwater $ 41,572 $ 33,054 $ 36,407 $ 36,131 $ 38,442 $ 42,815 $ 45,518 $ 51,227 Oak Park H $ 7,199 $ 7,371 $ 6,307 $ 7,855 $ 7,574 $ 8,860 $ 8,987 $ 9,313 $ 48,771 $ 40,425 $ 42,714 $ 43,986 $ 46,016 $ 51,675 $ 54,505 $ 60,540 $ 48,579 11% Third Quarter Stillwater $ 55,764 $ 41,929 $ 48,220 $ 53,376 $ 52,554 $ 59,423 $ 61,787 $ 69,321 Oak Park H $ 3,273 $ 8,787 $ 9,757 $ 11,021 $ 10,191 $ 11,228 $ 11,675 $ 59,037 $ 50,716 $ 57,977 $ 64,397 $ 62,745 $ 70,651 $ 73,462 64,889 Fourth Quarter Stillwater $ 31,427 $ 24,282 $ 20,164 $ 28,778 $ 32,024 $ 33,410 $ 37,967 Oak Prk H $ 6,499 $ 4,919 $ 6,045 $ 6,560 $ 6,383 $ 6,629 $ 7,424 $ 37,926 $ 29,201 $ 26,209 $ 35,338 $ 38,407 $ 40,039 $ 45,391 $ 36,073 Total for the year $ 173,720 $ 150,287 $ 151,662 $ 174,161 $ 178,755 $ 192,527 $ 207,632 $ 175,535 STILLWM[R IRTMYLACE OFMIMN ESOTA • Consistent increase in revenue since recession with no major change in # rooms. •3rd Quarter 2015 highest on record. •2015 projections at least a 6% increase from 2014 assuming 4th quarter is at least the same as it was in 2014. Data will be available next week. Annual City Presentation, Yr End 2015 STILLWATER COMMUNITY PARTNER 1!!! 1 • Sponsored 12 events in 2015 providing over $42,900 to support local organizations and help attract tourists to Stillwater. Since inception, we've provided $160K+ to events! eg►�� -. - _ moiit STIIIWGTER BIRTHPLACE OF MInNESOTA �:•Holi Holidays S T I L L W A T E R HARVEST FEST ImumaimMolamilamisintftml ''415 SUMMER TUESDN4S Most Popular Events in 2015 on our Website: 1. Hometown for the Holidays 2. 4th of July Fireworks 3. Harvest Fest 4. Cruisin' on the Croix 5. Fall Art Festival 6. Stillwater Live Music Festival 7. Take Me to the River 8. Vintage Crawl 9. Log Jam 10. Ladies Night Out tkoRTH Sto � s .GRAND PRIX. MaratHo STILLWATEf& .xR tl rC �1E.eulinnu,111., nm R6IGHT`HQUSE n cl3�U FIIISHcr FHnWsHtr Annual City Presentation, Yr End 2015 350,000 300,000 250,000 200,000 150,000 100,000 50,000 Am a RIRTHFLAFESTILIWARIITA WEBSITE GOGGLE ANALYTICS DiscoverStillwater.com Users 2011-2015 144,541 102,94 64,181 40%4 4o�i T Users 218,815 1Pw 51%4 ■ 2011 ■ 2012 ■ 2013 ■ 2014 ■ 2015 314,928 44%4 Annual City Presentation, Yr End 2015 WEBSITE GOOGLE ANALYTICS Page Views by Month, 2015 180000 160000 140000 120000 100000 80000 60000 40000 20000 0 1.1 Million Page Views in 2015! air ,C� Jc, �e.k O��t met e� ,a1 ept Q. O`er Jew `ems STILIWATERMINNES IRTHYLACEOFTA Annual City Presentation, Yr End 2015 Age 30% 22% 15% WEBSITE GOOGLE ANALYTICS 49.34% of total sessions Jan 1, 2015 - Dec 31, 2015 8% 1. • desktop 2. • mobile 3. • tablet 18-24 25-34 35-44 45-54 55-64 55+ Targets: Millennials (84 million in US.). "New Experiences". Born 1980-2000. Boomers (78 Million in US) "Active Retirement" 1946-1964 113001.666114 Ma ■► STILIWATER R IRTHYLACE O€ MINN ESOTA • female Annual City Presentation, Yr End 2015 WEBSITE GOGGLE ANALYTICS Most Popular Pages, Page views 2015 Events 387792 Things to Do 88489 Lodging 52068 Dining/Night Life 32834 Shopping 28672 Weddings 24476 Wineries/Breweries ■ 20054 History/Sightseeing ■ 17502 On The Water ■ 16114 Biking/Hiking 14692 Romantic Escapes 14283 B&Bs 14221 SRTILLWARIISOTA :wilily Fun 13067 0 50000 100000 150000 200000 250000 300000 350000 400000 Stillwater Convention & Visitor Bureau Annual Report 2015 1/15/2014 Page 1 Annual City Presentation, Yr End 2015 /winerybrewery-tours/ /historic -sightseeing/ /on -the -water/ /biking -hiking -trails/ /romantic -escapes/ /family -fun/ /festivals -events/ /food -lovers/ /girlfriend -getaways/ /parks -camping/ /nearby-stillwater/ /boutiques -antiques/ /art -music -dance/ /winter -wonderland/ /walking -tour/ /spa -salon -fitness/ /outdoor -adventures/ a$ STI[LATEHRT RIHFLAFE OF MINNESOTA WEBSITE GOGGLE ANALYTICS Top Things to Do Pages, 2015 0 5000 10000 15000 7000 6000 5000 4000 3000 2000 1000 20000 Stillwater Convention & Visitor Bureau Annual Report 2014 1/15/2014 Page 1 0 Top Shopping Section Pages, 2015 1 11 1 1 Lodging Section Page views, 2015 House/L oft Rentals, 13% Historic Inn, 20% • Hotels, B&B*. 27% Annual City Presentation, Yr End 2015 NEW WEBSITE PAW STI I I tiiW [ f NYC. I MU, r. JVda W^.f.154'Ew 01, LODGING DINING& NIGHT LIFE BOUTIQUES EVENTS THINGS TO DO GROUPS MEETINGS WEDDINGS DISCOVER STILLWATER 0.0 t!oltt Yya NE5 YYY STILLWATER WELCOMES VDUI Tear official qui& Stillwater, Mailman"Dara& ie 1848 Birthplace of Minnesota located on the scenic St. are paddle wheel riverboats and gondolas glide the -not shopping, dining, lodging end entertainment are ,g river town where time stands still in the valley. There in Stillwater, Minnesota) iilwater, MN.. The robust colors of the bluffs in the ery and brewery harvests_ Winter days shewrasing romantic winter escapes or vintage/antique. shop ,aming in the parks and along the bike trail. Warm Soot art fairs, restaurant patios, festival ervents, stone sight ee i ng_ Yes, Welcome to beautiful Stillwater minutes from the Twin Cities Minneapolis and St. Paul and Just over the Lift Bridge from Wisconsin. Cur bed and breakfasts, historic inns and many Stillwater hotels await yowl visitWe know you will be coming back again and again to the place where it all began_ Stillwater, Minnesota has boon voted as: America's Most Picturesque Small Towns. Best American Towns fcr Fall Colors. Best U.S_ Towns For Antlquing, Best Twin Cities Day Trips, Best Minnesota Weekend Getaway. America's Prettiest Painted Places, and Most Romantic Cities. Ipicyurif VISITOR GUIDE 'Repuesi TRAVEL TIPSS -NEWS CHECK OUTtaUR L(ptp1 Veata! •.-= The M N TreYiv I• #STAYANEXTRA DAY r DICCalOad. AND PARKING Annual City Presentation, Yr End 2015 STILLWATER VISITOR GUIDEBOOK 2016 Skilamiter VISITOR GUID T ILLWATER 004 MAP INSIDE! 0:4 11( 113.3A1 SMIELMOOMMOIT11. Ar.vismamimaitatiolwe VOTED AMERICA'S Rog ,Vidatedgitte 7-0-1Von + - [ Toddy Tim,' • • t 44 RizDISCOVER- 1at al 1 j rrii IL 'MATE R SIATOIPLACV OF MINNESOTA LOOGMG iga EVEITLF CBLEITWIR BOUTIQUE DIITRICT 1.0 am! 1;1' THIOG5 TO DO 101 REI-TRURRIM 9 HIJTORIC mum° TOUR MAP - www.D iscover lial.11200111 rAg. sRTILIBIHPLACEWAIEJI WELCOME TO Stiguaim ENE EIIRTHPLACEOF MINNESOTA, IXE FUN. HISTORIC WALKING TOUR AL.& Time tn..1.,4,34rowymd41,3•4 wing tios tedoAmonliSNOM,F,1441,33molLeEloomenr TA V. “LeW6L4o1.41,443Thlmfewal,304434. A ALLHH1R*HH stofttuarais I ...L., •OnT,t1A TRAVEL INFORMATION HELPFUL FACTS WHILE YOU ARE HERE MIL Ortwormoo IN winnow. RN Como LIRLPFUL WERSIT66 mi :MI:Z. =MEM LAwwww WRAWIER STA • Distribute 57,000 annually. Ordered 10K more for 2016. • MN & WI Travel Info Centers, Local Businesses, MOA, Airport, visitor requests, bridal fairs, meeting planner fam tours, group travel companies, etc. • Mail thousands annually by request *Available Online — 7700 views • 2016 New Changes CM 5. O.. 0 • INS MUNI • LNJ 2 11601121 3. MA 0 (Po PP.0.- 1 g'.Cloixlevot 6 if A. ItayralSeak 00 i ;1; 0 HS, 1 - (00 OOS 4. 0 ..1 ; O o• mr., r'•" AA „.--. ...',... ,..‘„,„. 1 WHWAIR 0 N• 4RIVLS. 91 I' IONL4NO ,W. ILLR.Chr OW 1 • 020 ID CD O IflJl *0 COOTWOOI o o Inful 2015 PUBLIC RELATIONS U Respond to media requests LJLocaI, regional, and international attention U Press release and media follows on social media LJ Monthly newsletter. 18K, open rate just above industry avg. fikt- STILIWATERMINNES IRTHYLACEOFTA ...: ,.... w� fRI AMMAN I tj ..L.. tiUku k C(L3a3e.tte /c St,arTribune taste Ti nitio corn Annual City Presentation, Yr End 2015 exPLoRe fl11 MINNeSOTA V CHECKPOINTMN, Dec 3, 2015 - Jan 31, 2016 9 9 9 9 GET STARTED 0 1. Voyageurs National Park 2. Birthplace of Arctic Cat 3. Giant Hockey Stick & Puck 4. Stave Church at Hjemkomst Center 5. Cuyuna State Recreation Area 6. Mille Lacs Kathio State Park 7. TCF Bank Stadium 8. Lowell Park in Stillwater 9. August Schell Brewing O. Covered Bridge in Zurnbrota StONLYTMNIt WINO% 'ANT: PRI V.F .4iEoR TA LLY 151. MinNISAIST• eilEGKPOPST — nrif All ciders expre Jhnuary 21.2016 Si off aivarrl•winning cake slice 01" gourmet cupcake. Lievw.buttercream.inia $1O pillar every 550 spent on in-store purchases. www.ullAciygroalons $5 off when you spend $25. 'AWN. rr. 2r1ca pper.bL• 20% ail one regular price item. 'NM) phics'rilwater.com 205ti on bar tali if spend $20 or more, ,w.000eckn',e.ocm TIS. Book Friday Eight, get 8alurday 511ffogfi. ontinglooge.rool FREIGHT HOUSE 1830 55 all any purchase over $50.1 Esc ires Jan. 31, 2010. I 223 Mel St S, MN nt10$2+ 20% 011 your purchase. `150.VAr kEELTYLI.N.:!).Gcal $10 ell any purchase over SR. 'thfrcihIhousceni Greg one Themed [linnet. get a second half off. limit ane Der persoe . 711it ng I r.DI, corn i,e inn,. .0.10 tRol 11.w 1 20% oil hill of 525 or num 'w.,IiHwe1errJtero.corri d dfl- • t L 2 arA off entire purchase. WNW riarnknganyarAsi.com 20% off an overnight stay. Notvalid with a nv other crier area holidays a r special events WWINAliiltrISDUDtir I .CIS The Pole Barri $10 alf any clues. Enter '1 Doff' on Pie website once you enroll in a class. One-tane use only. vows Inc•aletidir Audio Loft l_t r BOGO Flagship flight al 4 beets. vorpa I iftbririgeh-ewory.coro Ch &RUC S Re RAnr mrd kistigOlPtio $5 off when you spend P5. Wffilr_Ch 3 rliEsiffltatnnt.iis Annual City Presentation, Yr End 2015 SU E 2015 PHOTOGRAPHY CONTEST 2015 PHOTO CONTEST WINNERS PHOTO CONTEST WINNERS .•.,,11,vis.ia:.-r;[ham<I.rrSIA1>tll�0-msel.,wr.*moo c'4++u.�1rtnbidi4..1gru.itersns • rr.4,4 tli:'ssl inner++ 0-11615C. irr. remtfl?Y+n,7tsxn;Abd64vsI1 U* 1.46, 47 -1.6004 4. V PRI THPLACE OF NINN iOTA 11.1 04YCf - COON i.#r.., ;PAO OM Mad v. • 1.,,, L.+..+..Ir Q 2015 PHOTO CONTEST WINNERS POFuLAP Nor[ . inn ,u1pp,.. MGNCA ■RLS f.thr,R016 TFp. Sax..h aaranae.c 1.1[%T,9 *at. •_l.,.see Capidere (h$ ENTER THE ANNUAL STILLWATER PHOTO CONTEST ttuutiJ rrrinitr_ivrrlrmr lJ1 ilii.[,+ irS ilvnn�,+ 1:11. 1. 7... µ11,111 0 Annual City Presentation, Yr End 2015 ••000 Verizon 2:40 PM PHOTO discoverstillwater SOCIAL MEDIA 4ONLYINMN FALL INSTAMEET ST. CROIX RIVER VALLEY OCTOBER 3 9:00 A.M. - SUNSET SeItlar • • 27 Tikes discoverstillwater See you toms View ee>.ense.. . 5A'0rt0..ec,. 11Yet.,. H,.r.. j 1%.,.01'4.001 k.- (See 7...7' I`. ssoor-E=.ro.4G 0 1111111111 Page _., ,oma rs■ 0,yr% Nygren 100.010,010000:14 1000 Q 0 els►ti_ _. __ •�:►\f STILLAI[RRT BIHPLACE OF H7NNESOTA Discover Stillwater Non -Profit Orga nbation 100,101.11 Fla reyen .10011.0.10 10,/as Pape a- 011.031. 0510nalet anraw ».s., so %ye s 3 grey 14110011 >a Pay 10. y 4—, gYaimme,s I .0101 21.14 2014 200 2613 1 mg ❑ On 4 social platforms ❑ Increased Facebook fans from 3K to 20K in 2 yrs. U lnstagram now 1300 followers. U lnstameet held in Stillwater welcoming photographers & bloggers! Where is that rooftop restaurant? OMG I love Stillwater] Annual City Presentation, Yr End 201 Daily data is recorded in the Pacific time zone. 1W 1M IQ L III NISI Jan Aper J -u4 '0ct Jan Start: End: 1/1/2015 12/31/2015 n Post Reach The number of people your post was served to. 2J moi: �M►►/i6ril V IIRTTHPI.AGE OF NINN iOTA 2Q439 Sep 18, 2015 Click or drag to select 1 i Kay Jun I Organic • Paid BENCHMARK Compare your average performance over time. Organic Paid Annual City Presentation, Yr End 2015 Discover Stillwater Published by Chris -13e Rosckes l -P1 January 24 at 11.03am February Travel Tips: Love. Wine. Hockey httpllbit-ly/l NtmXRd Spice & Tea Co Americinn of Stillwater. MN LORI'S NEW YORK FASHIONS Modern Roots Nacho Mama's Sticks in Stillwater 18.092 people reached re Like 1 Comment r► Share Hootiet 04-0 Minhillia V IIRTTHPIAGE OF NINN iOTA C, View Results ElEleanor Ann Salisbury I have enjoyed the trolley ride and the old houses that were built on the hills. We have shared many -a family birthday by eating at places along the water. Singing songs of water. happy tines and long ago. Unlike Reply Message 6 1 January 26 at 2.03pm Discover Stillwater How wonderful! Thank you for sharing your story. Like Reply - la 1 Commented on by Christie Rosckes [?i Januar, 26 at 2:04pm Stephanie V. Moore Beautiful town! Unlike Reply Message rad 1 January 25 at 10:48am Discover Stillwater Thank you. Like Reply 6 1 Commented on by Christie Rosckes l?1 Januar, 25 at 1 i 00ani Sandra Estrada Miss beautiful Stillwater in the spring summer fall and winter. Unlike Reply Message ib 1 January 25 at 4:31p1.1 Dale Peterson I just love that winter photo of the valley!! Unlike Reply Message 62 January 26 at 10:41am Sticks in Stillwater Great list Unlike - Reply Message 15 1 January 24 at 1:14pm Jane Bogucki Love Stillwater. beautiful town Unlike Reply 15 1 January 25 at 11:26arn ., MI Mary Jo Wampler-Anderson Beautifull*** 71- Unlike Reply Message a 1 - January 24 at 10:26pm Shirley De la Torre Love this town!!! Unlike Reply Message 61 - January 25 at 1223am Denny Prothero Shared. Unlike Reply Message a 1 January 24 at 1 0:59pm Myrna Young Carlson Check this out Geraldine Lee Unlike Reply Message 15 1 January 27 at 8:14am Megan Sonnichsen One of my favorite MN towns - beautiful year round i1 Like Reply Message January 26 at 2 00pm Annual City Presentation, Yr End 2015 POWER OF VIDEO TAKE A CULINARY [SCAPE. =Q 1 5 G Q V E R STILL'ATES BI RTHPIAGE OF NINN iOTA Annual City Presentation, Yr End 2015 COMCAST SPOTLIGHT You® - n Winter Romantic Getaway in Stillwater Minnesota January SRTILLWARIISOTA TV iD 1 S C O V E R= BRRTHPLACE OF MINNESOTA. EXPLORE...BEYOND EXPECTATIONS!! August -December Annual City Presentation, Yr End 2015 Radio 107.1 dlk � On -Air Giveaway, Mad Capper -D I S C D V E R= RIRTHFLAFE OE MINNESOTA November, Salon & Wine January, Darn Knit November, Books & Fashion January, Lift Bridge November, Beer & Xmas January, Water Street Inn Annual City Presentation, Yr End 2015 R$NLY`."YMI REGPONS TO EXPLORE INATINIAllY HA ADVENTURES GREAT Min hilla IIRTHPLAGE OF NINN iOTA TRAVEL GUIDES FREE VISITOR GUIDE Annual City Presentation, Yr End 2015 WEDDINGS MARKET The Average Wedding brings 24,000 in economic impact to a community with 50% of that money spent on the venue. Stillwater is home to over 20 venues and seen as one of Minnesota's top wedding destinations. 308 PM PHOTO SIJ THPLACE OF MINNESOTA overstillwater STILL'ATER B IRTHPLAFE OF M7NNE$OTA eh! ♦ 22 likes discoverstitlwater E j1 ged? yoU to stillwat art e tleas ll s bachelorette p y Leads doubled this year. 154 shared with all venues. tome see us a4 the II biding WWa fair® The U zK1e wrMin Miming Evesbinca Sunday, January 19th 1 tarn 41w Mpts_ Convention Center Nearly 200 exhibits incredible 'ashlar? shows For Tickets, Visit 'ed'din F MF1.ccrn MEETINGS MARKET Thank you, Christie. And thank you for the wonderful afternoon and evening, learning about and experiencing some of the wonderful amenities in Stillwater. It was a lot of fun! The agenda was perfect, providing some really good ideas for future association meetings and events. It was so nice meeting you and hope to see you at future association events. Thanks again, Denise Anderson Director of External Relations, Minnesota Auto Dealers Association 50 Planners Received Stillwater Tours 1300 1.11200% % it R►-- Nrli =D STILIWATERMINNES IRTHPLACEOFTA EXCLIISIVEForMINIIITA T1ON OweSociety of ASSO DISCOVER option Executive Members with a historic Yet hip village a Minnesota twist located on the scenic St. Croix River. YOU ARE INVITED To visit a new destination for your events. NBWBOOKING©URCOMPLIMENTARY FAMILIAR IIATIBN TOUR PRESENTED 8.. STILI VATS MIDWEST SOCIETY OF AssOCIAT LON EX'cCurwES • MSAE Srrvitrg A.tnotinelneu4.t in Mirutftn&; Month Drank, rrnrl Sfxwh Dania Linked 1n 0 Annual City Presentation, Yr End 2015 AMERICAN BUS ASSOCWHP• GROUP TRAVEL MARKET Aek Discover Stillware* CIWSTIE EOSCXES It t WalerNrxi 5 oo5cr'. MN 500112 tlradbbcovef51lwater. urn Deco,'enllaier-coni STI.LWATEll ....THE 1& 5 LIRI0PLACE CEM NNE501A • 01510110 M.'. Jnlx Elver nova - J 151 rns-snes Harr Moll 7 Americo Twin CH/C-5 • Man Sheol- arigmal Laking±• owner-opartdoal boOlaue 15 unique `hops • A'nrrklcwuy elperl'3'15ie +rombig oily life • On nscenlr=bW 0- beeuHHM tecriia ra0 - ea -13 10 Ret N 00/INV: 0 0 1, 000 • Lomb oi-dnoer cromon000rd$h llic haddlawi.N batik • Hur'otodTrolley toms of+h9 surrocircino hIeideledle"r01 • 01501 q loctll Wits/ries c ld micro- brvwodoa • 3nppIng MeiSt inniinat IFS 91511'04511, • IliIIwic Cxrwlhuusr fire 1uur11 }r 50551lg INC': bit luu:a • AVidos- rh•Fokde o5 pnfln dining -Over 30 er ollIh 'ewblocks • team -aura earfuls ma events • 5'Rxur11 als currmurdln Nage OS fen PRI TNPLACE V.1.4iEoR FESTIVE,' 58 EVENT 50 of I' : • 30m n PHtesircr0 uiwn on the Crag 0intaae Cor S',W3 • iurrOrOr I4J0 ltn - 0u00070 0LsiC 3 O-OeseS • 1.10oberlosl wankords - iaol Ful k Giant Furepltin 'hdgh sYO • 'Hometown for the Wal.aoys Spon"Y_b^I1 C.Smmb•r eves 1fIh FRAMES Tbw 5tl +u-cr Vlsto9s e.rrcw is happy -c azul h cl iRnng cn rinanvy 1.^s yn1a' Tns. 55 155•1111 ynI 1513a', •,vnnlsnrri 900115 3115'05511515 a celled corrbi rery to a Twin CllIS 05 5101 01 Arr.-Ica s` op crud gives pas group o cloy ry Wo Io ,In -ply enjoy hs'kriw Minnesota, Maiorooach porkrR, grotto ra'es. 15115101 weans. 005-01 Gxretas 010[11105513 r0 ve-r*5c. 5ve0al 55tclno. 511Ra']•ef group 5aaerlans available. LODGING 0,1E. l dying Woat.1 L2 vI 1..0 'w' l omy.veay Mulch I5=tl'Ct oboot 1051 005 o so so Ios ++ar*. hiitorio MCin itract. hectic w at tr,a hic hof es ratned toe 1.e.oietSEll mer3 Yisto s d=HMI. 055005 30o 1101 110 0 3 2: P.rM1e60inr 100511 S xUres. Lex rglon 0 '0.roaing: by Stand -Noy. ,Arcri5,o Desi Yoke to,, Eyper 3, I lotark 5uo+er01,Ge1 nn 11'1551000 Ltlrvaa nn. Fun tient: SilMnrerh home fo the €F-OAtlh es010 shaft 5(500 whk5 Y 0 + fho IritOrnotil 00L'O 0S, brOON1.5. 05011 0' 55550 10530' 1]51151.3 0003. 00L'05 0051 0l9 She waven.5 HOUSE.010X.0551 AT IT.ue tor fazee Foga 3E Midwest's Group Travel Magazine ITINMIES urccb':mlNM OM MINNESOTA 20116 GROUP & PACKAGED Zale TRAVEL PLA %AEF ON STAGE 0.110. RIErr VISIT ONLYL"MNt 17505' x55 Tx.ITh.. 5rrn rT Frn.rr:r.: • II el pI HI I 1 -11 rdr40141 6101— 111 ;40Z. D 1 S C U V E R— STIIIWAiER BIRTHPLACE OF MINNESOTA YEAR-ROUND DESTINATION. Minutes from Minneapolis/StPaul on MN/WI border OVER 2B VENUES AND MI HOTEL HUMS. DOWNLOAD LIST OF SH CRUOR EXPERIENCE IDEAS! River Cruises • Golf Courses • Boutiques • Wineries Breweries ■ Spas • Art Galleries • Antiques Tours • Bike Trail • Foodie Scene Order a FREE 2015 Visitor's Guide: DiscoverStillwater.Com Annual City Presentation, Yr End 2015 2016 MARKETING PLANS ❑ Continue what works. Majority on digital. ❑ Explore Minnesota Co-Ops/Grants Cl Off-season focus ❑ Try new radio station Cities 97 ❑ Retirees, Foodies, Winter Romantic, Biking, Skiing, National parks 100 yr. anniversary Cl Improve brand consistency ❑ Continue to build content (video, photo, articles) ❑ Trim wedding and group travel market spendin eIS►�. -. -- ►,iii.t =D 1 S C O STILL'0TER BIRTHPLACE OF MINNESOTA HOW THE CITY HELPS TOURISM • Providing amenities — thank you for the new bathrooms! • Keeping snow plowed and streets clean— downtown looks great! • Easy to follow signage —LOVE parking sign directing people to the ramp! • Fun events —thank you for the 4r" of July fireworks and Christmas tree! • Informing locals and visitors of the CVB - Thank you for the link on your website. • Future project help: Historic brown sign project on new bridge, enforcing lodging tax collection and health/safety codes on VRBO properties. E STILIWATERRT BIHPLACE OFMINNESOTA Annual City Presentation, Yr End 2015 "Working with a C V 6 is like taking a road trip with a GPS Yes. 1 could probably find my way to the destination without it. but the turn by tum navigation guides me every step of the way." Tracey Becker, Global A Conference Direct TT-7OT tE d =Q 15 C 0 V E R STILIWATER BIRTHPLACE OF MINNESOTA ra fr fou' newel �e�� Falba "oaf Annual City Presentation, Yr End 2015 Appreciation�from all avenues... 1 ON: kle 1)ittilY_ 1003 e 1 tui 1�'it 5zz� i3O.1.n -\-vv, r\vc �e 4air ■r _ e5► ►.fit\ STILLWM[R BERTH PLACE OF M I NN ESOTA You folks do a GREAT job of promoting Stillwater! I love bringing guests there. It will be nice to get an updated list of restaurants, attractions, news, etc. Thank you. Doug Rosenquist TwinCitiesTours.com FW: 2015 Up 75% From: Edman, John (TOUR) Add to Contacts Sent: Fri, Apr 10, 2015 at 9:07 em To: info@discoverstillwater.cem # imagea0l.jpg (3.9 KB) y image002.png (13.4 KB) — Download all Thank you?!! 1 Love to see this type of partnership promotion in any eommur In my hometown, this is really great. Hope you have a great summer. 1, dl -z -1:v:;14- i 11. V It;le-‘ ll'41-(:. l'144..-4 -1 r1„tcl `/z -`•y lt,clIA • 44\ GiALIc,� 2l John F. Edman I Director I Explore Minnesota Tourism 121 71T Place East, Suite 100, St Paul. MN 55101 I P: B51-757-1644 1 M: 651-238-49751 F: 651-295-7095 t^ nnv.exploreminnesota.com 1 john.edinan!state.mn.us exPLORe MiNNeSOTA'" Twitter 1 Facebook 1 Instadram 1 Pinterest 1 YouTube l� 1Z�! ` 't 7 ' 1, ” ioic y lc, Thank you so much for this fantastic opportunity to Discover Stillwater with you. I love Stillwater and have been many times, but not quite like this. There is so much more there than I ever anticipated. You are great at what you do. It was a pleasure spending this time with you. I will add all of these links to our SharePoint site for the members of 3M's Meeting and Event Management Forum. Warm regards, Geri Richie 1 Customer Event Coordinator SGBG Business Services, 3M Annual City Presentation, Yr End 2015 D 15 C O E R= STILLWAtER BIRTHPLACE OF MINNESOTA Stillwater/Oak Park Heights Convention & Visitor Bureau • Valley 1� Outreach 1911 Curve Crest Blvd. West I Stillwater. Minnesota 55082 1651-430-2739 I wwwvalIey'outreachmn.orri fi ioo I CLOTHING 1 EMERGENCY ASSISTANCE March marks the Minnesota FoodShare March Campaign, an annual, statewide effort dedicated to raising support for Minnesota's 300 food shelves. After we launched Food for Fines in 2015, you will recall we had crazy good press for our first-time effort. Many communities roll out a food for fines program via their cities or their libraries on an annual basis. I doubt we'll receive the amazing press we did for the first time, but why not move forward with an easy show of good will? I'd like to think we can be a catalyst for other public-private partnerships in the community that continue to foster the "we're in this together" attitude. Food brought in was less than 100 pounds. But it was never about how many pounds of food we could get — it was about a positive message and partnership for our community. I also knew it would garner press, but the response blew the top off expectations. Valley Outreach made it very easy for the City to work with us — we provided all the information necessary to go with a parking ticket. See attached. The press, for Valley Outreach and for the City, was unbelievably positive and we had THOUSANDS of Facebook, Twitter and Instagram reaches and shares. Here's a quick hit from an update I sent to our Board of Directors last year. I know it's not all there was, but you get a good idea of how nuts this went: o Stillwater Gazette article hit first - http://stillwatergazette.com/2015/02/23/food-for-fines- stillwater-will-forgive-march-parking-tickets-in-exchange-for-donation-to-valley-outreach/ o Fox 9 shared our story on their 5, 6, 9 p.m. broadcasts. They also posted on their FB which has more than 1000 likes and 200+ shares. http://www.myfoxtwincities.com/story/28191862/food-for-fines-allows-Stillwater-parking- violators-to-substitute-food-donations-for-fines o Pioneer Press — Mary Devine piece. http://www.twincities.com/localnews/ci 27590727/stillwater-parking-tickets-can-be- paid-food-donation o Pub 112 says "Stillwater, you ROCK!" on Facebook — people love it. o KQRS and Tom Barnard talk about it drive time Wed. (now the cool kids know) o Stillwater Current picks up and promotes via email and FB o BringMeTheNews.com links to the story. http://bringmethenews.com/2015/02/25/if-you-get- a-parking-fine-in-stillwater-you-can-pay-it-off-by-donating-food/ o KARE 11 piece on Wed. evening. http://www.karell.com/story/news/local/2015/02/25/food- for-fines-stillwater-gunnaway-maki-valley-outreach/24018329/ o KSTP does an online piece. http://kstp.com/article/stories/s3716823.shtml o WCCO article http://minnesota.cbslocal.com/2015/02/26/stillwater-implements-food-for- fines-program-for-month-of-march/ o http://knsiradio.com/news/local/stillwater-accept-food-fines/ KNSI radio station — article 2/26 o http://minneapolis.suntimes.com/mpls-news/7/84/115184/food-for-fines-allows-stillwater- parking-violators-to-substitute-food-donations-for-fines MPLS Sun Times article 2/24 o Food and Wine first posted on FBook, then on their e -site, it went viral quickly. http://www.foodandwine.com/fwx/food/now-you-can-pay-your-parking-tickets-food- donations Interestingly, as another city did this for the month of December, Stillwater hit the news again through the Christian Science Monitor. http://www.csmonitor.com/USA/Society/2015/1112/Unpaid-parking-ticket-Pay- with-food-instead-of-cash I had calls from two other metro police depts. wondering how we ran the effort and one from the Legal Aid Society of Milwaukee, WI wanting to talk about this sort of "innovative" partnership between a non-profit and a municipal government. In short, you can't buy this sort of positive press, good will and community spirit. I'd like to continue coordinating with the City of Stillwater in creative and news -making ways that, ultimately, can serve both our needs. For Valley Outreach, it's bringing awareness to the fact that we do have poverty here and there is terrific work happening to combat that. For the City, I think it's creating a "buzz" that it's not always biz. as usual for the City of Stillwater. The City strives to be a leader in municipal government, leveraging both the obvious (riverway, historic downtown, vibrant community, parks, etc.) and the less obvious — the non-profit section here that serves our citizens. City of Stillwater, Minnesota Recommendations for Issuance of Bonds $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B The Council has under consideration the issuance of (i) the Series 2016A Bonds to finance various capital projects (the "New Money Portion") and to current refund the City's 2005B Bonds (the "Refunding Portion") and (ii) the Series 2016B Bonds to advance refund the City's 2008B Bonds (the "Series 2008B Bonds"). This document provides information relative to the proposed issuance. KEY EVENTS: The following summary schedule includes the timing of some of the key events that will occur relative to the bond issuance. February 16, 2016 Week of March 7, 2015 March 22, 2016, 10:30 a.m. March 22, 2016, 7:00 p.m. April 14, 2016 May 19, 2016 Council sets sale date and terms Rating conference is conducted Competitive proposals are received Council considers award of the Bonds Proceeds are received Redemption of 2005B Bonds RATING: An application will be made to Moody's Investors Service for a rating on the Bonds. The City's general obligation debt is currently rated "Aa2" by Moody's. THE MARKET: Performance of the tax-exempt market is often measured by the Bond Buyer's Index ("BBI") which measures the yield of high grade municipal bonds in the 20th year for general obligation bonds (the BBI 20 Bond Index) and the 30th year for revenue bonds (the BBI 25 Bond Index). The following chart illustrates these two indices over the past five years. BBI 25 -bond (Revenue) and 20 -bond (G.0.) Rates for 5 Years Ending 21412016 5,516 5,56 5.09E 459E 4.096 3.59E 3..09E k 0.• y .,"+ I, y1, <I, y'F. h �'h h ?• L.1•• ti� Ifo $ t' 0. 03 09 03 03 0 4. 5pringsted Dates -__-BBI 25 axed —BBI 20 Seed Prrpamd by Spnrrgsted Mrcorporatad ac2n,a 2$ tow Saes 16.11:pr S_ .. j' A l I�ysr ►a+,� i AJL! 4 �- J 5 Y.ei i jl A ti.hf I 4I 1 1 .tl A w 4 k 0.• y .,"+ I, y1, <I, y'F. h �'h h ?• L.1•• ti� Ifo $ t' 0. 03 09 03 03 0 4. 5pringsted Dates -__-BBI 25 axed —BBI 20 Seed Prrpamd by Spnrrgsted Mrcorporatad POST ISSUANCE The issuance of the Bonds will result in post -issuance compliance responsibilities. The COMPLIANCE: responsibilities are in two primary areas: i) compliance with federal arbitrage requirements and ii) compliance with secondary disclosure requirements. Federal arbitrage requirements include a wide range of implications that have been taken into account as your issue has been structured. Post -issuance compliance responsibilities for your tax-exempt issue include both rebate and yield restriction provisions of the IRS Code. In general terms the arbitrage requirements control the earnings on unexpended bond proceeds, including investment earnings, moneys held for debt service payments (which are considered to be proceeds under the IRS regulations), and/or reserves. Under certain circumstances any "excess earnings" will need to be paid to the IRS to maintain the tax-exempt status of the Bonds. Any interest earnings on gross bond proceeds or debt service funds should not be spent until it has been determined based on actual facts that they are not "excess earnings" as defined by the IRS Code. The arbitrage rules provide for spend -down exceptions for proceeds that are spent within either a 6 -month, 18 -month or 24 -month period in accordance with certain spending criteria. Proceeds that qualify for an exception will be exempt from rebate. These exceptions are based on actual expenditures and not based on reasonable expectations, and expenditures, including any investment proceeds will have to meet the spending criteria to qualify for the exclusion. The current expectations related to the Bonds are as follows: Series 2016A Bonds — this issue finances two distinct purposes; new money financing and a current refunding. Each purpose can qualify for a spending exception independent of the other. The City expects to meet the 18 -month spending exception in regard to the New Money Portion and since the Refunding Portion is a current refunding in which the proceeds will be expended in 90 days or less, the Refunding Portion will qualify for the 6 month spending exception. Series 2016B Bonds — this issue is an advance refunding, therefore it will not qualify for a spending exception. However, since the net proceeds will be deposited to an escrow account in which the investment earnings cannot exceed the yield on the Series 2016B Bonds, no arbitrage will be earned. Regardless of whether an issue qualifies for an exemption from the rebate provisions, yield restriction provisions will apply to the debt service fund and any project proceeds unspent after three years and the funds should be monitored on an ongoing basis. Secondary disclosure requirements result from an SEC requirement that underwriters provide ongoing disclosure information to investors. To meet this requirement, any prospective underwriter will require the City to commit to providing the information needed to comply under a continuing disclosure agreement. Springsted is currently under contract with the City to provide arbitrage and continuing disclosure compliance services and these issues will be added to the list of issues that will be monitored and reported on. Springsted Page 2 SUPPLEMENTAL INFORMATION AND BOND RECORD: Supplementary information will be available to staff including detailed terms and conditions of sale, comprehensive structuring schedules and information to assist in meeting post - issuance compliance responsibilities. Upon completion of these financings, bond records will be provided that contain pertinent documents and final debt service calculations for the transaction. $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A Description of Issue PURPOSE: AUTHORITY: SECURITY AND SOURCE OF PAYMENT: Proceeds of the Series 2016A Bonds along with a City cash contribution of $250,000 will be used to: Finance the 2015 and 2016 capital outlay needs of various City departments, renovations and remodeling of the City Hall and Police Department; the City's share of a street improvement project and the purchase of land for a natural park. All of these projects will be referred to as the "New Money Portion" and Refund the February 1, 2017 through February 1, 2021 maturities of the City's General Obligation Capital Outlay Refunding Bonds, Series 2005B, dated March 1, 2005 (the "Series 2005B Bonds") and currently outstanding in the principal amount of $1,210,000; the "Refunding Portion". The refunding transaction is being undertaken to allow the City to take advantage of lower interest rates and achieve interest cost savings and is being conducted as a current refunding in which the proceeds will be used within 90 days from issuance to redeem the Series 2005B Bonds. Original proceeds of the Series 2005B Bonds were used to refund the callable maturities of the City's General Obligation Capital Outlay Bonds, Series 1996A by means of a crossover refunding transaction. The Bonds are being issued pursuant to Minnesota Statutes, Chapter 475 and the City's Home Rule Charter. The Bonds will be general obligations of the City, secured by its full faith and credit and taxing power. The Bonds will be repaid with general ad valorem tax levies. New Money Portion of the Series 2016A Bonds - the City levied in 2015 in anticipation of the projects being financed with the New Money Portion of the Series 2016A Bonds. The table below shows the 2015 levy amounts by project: Project 2015 Capital Outlay Projects 2016 Capital Outlay Projects City Hall Renovation & Police Department Remodeling Street Improvement Project Park Land Purchase 5pringsted Levy Amount $250,000 $350,000 $350,000 $125,000 $350,000 Page 3 Additionally, the City levied $250,000 in 2014 (collected in 2015) for the 2015 Capital Outlay Projects, which has been used as a source of funds for reducing the borrowing amount of this project. Refunding Portion of the Series 2016B Bonds - on May 19, 2016, the call date of the Series 2005B Bonds, the City will use the proceeds of the Current Refunding Portion to redeem the 2005B Bonds. The current levy in place for the Series 2005B Bonds to be collected in 2016 will be used to make the August 1, 2016 interest payment and the February 1, 2017 principal and interest payment due on the Refunding Portion of the Series 2016B Bonds. Each year's collection of taxes will be used to make the interest payment due August 1 in the collection year and the principal and interest payment due February 1 of the following year. STRUCTURING New Money Portion of the Series 2016A Bonds have been structured with various SUMMARY: repayment terms by project, each with approximately level annual payments of principal and interest except for the first year which has been structured to match the levy in place for collection in 2016 as indicated in the table above. These repayment terms were chosen by the City in consideration of the combination of the useful life of the assets and future impact on annual property tax levies. The repayment terms by project are as follows: 2015 Capital Outlay Projects - 8 year term 2016 Capital Outlay Projects — 8 year term City Hall Renovations and Police Department Remodel -15 year term Street Improvement project —10 year term Park Land purchase -15 year term Refunding Portion of the Series 2016B Bonds has been structured with the same term as the Series 2005B Bonds to result in a pattern of uniform savings. Based on current interest rate estimates, this refunding is projected to result in the City realizing an average cashflow savings of approximately $12,650 annually. This results in an aggregate future value savings of approximately $66,080 with a net present value benefit to the City of approximately $63,713. These estimates are net of all costs of issuance associated with this refunding transaction. SCHEDULES Schedules attached for the Series 2016A Bonds include: project and refunding summary, ATTACHED: debt service schedules for the Series 2016A Bonds as a whole and by project/purpose and debt service comparison for the Refunding Portion. RISKS/SPECIAL The outcome of this financing will rely on the market conditions at the time of the sale. Any CONSIDERATIONS: projections included herein are estimates based on current market conditions. Springsted Page 4 SALE TERMS AND MARKETING: Variability of Issue Size: A specific provision in the sale terms permits modifications to the issue size and/or maturity structure to customize the issue once the price and interest rates are set on the day of sale. Prepayment Provisions: Bonds maturing on or after February 1, 2025 may be prepaid at a price of par plus accrued interest on or after February 1, 2024. Bank Qualification: The City does not expect to issue more than $10 million in tax-exempt obligations that count against the $10 million limit for this calendar year; therefore, the Series 2016A Bonds are designated as bank qualified. 2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B Description of Issue PURPOSE: Proceeds of the Series 2016B Bonds along with a City cash contribution of $1,000,000 will be used to refund the February 1, 2020 through 2030 of the City's General Obligation Tax Increment Bonds, Series 2008B, dated July 1, 2008 and currently outstanding in the principal amount of $4,135,000 (the "Series 2008B Bonds"). This refunding is being undertaken to allow the City to take advantage of lower interest rates and achieve interest cost savings. Original proceeds of the Series 2008B Bonds were used to finance the construction of a municipal parking ramp in the City's Tax Increment Financing District No. 10. AUTHORITY: The Series 2016B Bonds are being issued pursuant to Minnesota Statutes, Chapters 469 and 475 and the City's Home Rule Charter. SECURITY AND The Series 2016B Bonds will be general obligations of the City, secured by its full faith and SOURCE OF credit and taxing power. The Series 2016B Bonds will be repaid from tax increment PAYMENT: revenues derived from Tax Increment Financing District No. 10. The issuance of the Series 2016B Bonds is being conducted as a crossover refunding, in which the proceeds of the Series 2016B Bonds (new issue) along with the City's cash contribution of $1 million are placed in an escrow account with a major bank and invested in U.S. government securities. These securities and their earnings are structured to pay interest on the Series 2016B Bonds until the first optional prepayment date of February 1, 2019 (call date) of the Series 2008B Bonds (old issue), at which time the escrow account will prepay all of the remaining principal of the Series 2008B Bonds. The City will continue to pay the originally scheduled debt service on the Series 2008B Bonds through and including the call date of February 1, 2019. After the call date, the City will begin making debt service payments on the Series 2016B Bonds, taking advantage of the lower interest rates. It is anticipated that tax increment revenues will be sufficient to make (i) the debt service payments on the Series 2008B Bonds up to and including the call date and (ii) the debt service payments due on the Series 2016B Bonds. Prior to the sale of the Series 2016B Bonds, we will work with City staff on the estimated capacity of the projected tax increment revenues to fund the new debt service. Springsted Page 5 STRUCTURING SUMMARY: SCHEDULES ATTACHED: RISKS/SPECIAL CONSIDERATIONS: SALE TERMS AND MARKETING: FEDERAL CONSIDERATIONS AND/OR REQUIREMENTS: The Series 2016B Bonds has been structured similarly to the Series 2008B Bonds, which will result in a pattern of uniform savings. Based on current interest rate estimates, this refunding is projected to result in the City realizing an average cashflow savings of approximately $137,157 annually. This results in an aggregate future value savings of approximately $456,751 with a net present value benefit to the City of approximately $303,370. These estimates are net of the $1 million cash contribution and all costs of issuance associated with this refunding transaction. Schedules attached for the Series 2016B Bonds include a refunding summary, net debt service schedule and debt service comparison. The outcome of this financing will rely on the market conditions at the time of the sale. Any projections included herein are estimates based on current market conditions. Variability of Issue Size: A specific provision in the sale terms permits modifications to the issue size and/or maturity structure to customize the issue once the price and interest rates are set on the day of sale. Prepayment Provisions: Bonds maturing on or after February 1, 2027 may be prepaid at a price of par plus accrued interest on or after February 1, 2026. Bank Qualification: The City does not expect to issue more than $10 million in tax-exempt obligations that count against the $10 million limit for this calendar year; therefore, the Series 2016B Bonds are designated as bank qualified. The Series 2016B Bonds are an advance refunding under federal tax law and may not themselves be advance refunded using tax-exempt bonds. If market conditions permit a current refunding could be done at or after the call date. Tax-exempt advance refunding transactions have more restrictive federal arbitrage limitations than current refunding issues as they pertain to the escrow account. A verification agent will be retained by the City to confirm that the refunding escrow is in compliance with federal yield restrictions and will also verify the adequacy of the escrow to satisfy its cash flow requirements. Springsted Page 6 $6,575,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Issue Summary Project and Refunding Summary Dated 04/14/2016 I Delivered 04/14/2016 Sources Of Funds Par Amount of Bonds 2014/15 Taxes Total Sources Uses Of Funds Deposit to Project Construction Fund Deposit to Current Refunding Fund Total Underwriter's Discount (1.000%) Costs of Issuance Rounding Amount Total Uses Flow of Funds Detail State and Local Government Series (SLGS) rates for Date of OMP Candidates Primary Purpose Fund Solution Method Total Cost of Investments Total Draw s 20/6A OO Capital Oen la, B Issue Su,mn 2/8/20/6 3:4/PM I' I IJ : (= lU_ Page 7 New Money Portion Series 2016 Ref 2005B Issue Summary 2015 Capital Outlay Projects 2016 Capital Outlay Projects City Hall Renovation & Police Dept Remodel Street Imp Project Park Land Purchase $710,000.00 $1,595,000.00 $1,090,000.00 $785,000.00 $1,145,000.00 $1,250,000.00 $6,575,000.00 250,000.00 - - - - - 250,000.00 $960,000.00 $1,595,000.00 $1,090,000.00 $785,000.00 $1,145,000.00 $1,250,000.00 $6,825,000.00 945,769.00 1,562,165.00 1,071,000.00 770,000.00 1,125,000.00 - 5,473,934.00 - 1,223,706.25 1,223,706.25 7,100.00 15,950.00 10,900.00 7,850.00 11,450.00 12,500.00 65,750.00 6,223.59 13,981.17 9,554.54 6,881.02 10,036.64 10,957.04 57,634.00 907.41 2,903.83 (1,454.54) 268.98 (1,486.64) 2,836.71 3,975.75 $960,000.00 $1,595,000.00 $1,090,000.00 $785,000.00 $1,145,000.00 $1,250,000.00 $6,825,000.00 Net Funded Net Funded Net Funded Net Funded Net Funded Gross Funded Gross Funded $945,769.00 $1,562,165.00 $1,071,000.00 $770,000.00 $1,125,000.00 $1,223,706.25 $6,697,640.25 $945,769.00 $1,562,165.00 $1,071,000.00 $770,000.00 $1,125,000.00 $1,223,706.25 $6,697,640.25 I' I IJ : (= lU_ Page 7 $6,575,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Issue Summary Project and Refunding Summary Dated 04/14/2016 I Delivered 04/14/2016 PV Analysis Summary (Net to Net) Net PV Cashflow Savings Contingency or Rounding Amount Net Present Value Benefit Net FV Benefit / - Refunded Principal Net PV Benefit / - Refunding Principal Bond Statistics Average Life Average Coupon Net Interest Cost (NIC) Bond Yield for Arbitrage Purposes True Interest Cost (TIC) All Inclusive Cost (AIC) 20168 GO Cap Bal Oullaio B Issue l9umn 1 L 8/2016 34 1 PM �� 1 -in isPage8 New Money Portion Series 2016 Ref 20056 Issue Summary 2015 Capital Outlay Projects 2016 Capital Outlay Projects City Hall Renovation & Police Dept Remodel Street Imp Project Park Land Purchase - - - - - 60,876.16 - 2,836.71 - - - - - - $63,712.87 - 5.266% - - - - - - 5.097% - 3.537 Years 4.045 Years 6.279 Years 5.186 Years 6.426 Years 2.813 Years 4.677 Years 1.3415654% 1.3641140% 1.8594044% 1.5257329% 1.8650009% 1.1149498% 1.5852494% 1.6243182% 1.6113406% 2.0186686% 1.7185687% 2.0206177% 1.4704141% 1.7990585% 1.5722886% 1.5722886% 1.5722886% 1.5722886% 1.5722886% 1.5722886% 1.5722886% 1.6332250% 1.6194438% 2.0200187% 1.7251050% 2.0219245% 1.4798230% 1.7999582% 1.8963266% 1.8494436% 2.1762524% 1.9069526% 2.1746467% 1.8049056% 2.0028606% �� 1 -in isPage8 $6,575,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Issue Summary DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 1,540,000.00 0.750% 65,089.21 1,605,089.21 1,685,343.67 02/01/2018 660,000.00 0.900% 70,095.00 730,095.00 766,599.75 02/01/2019 665,000.00 1.050% 64,155.00 729,155.00 765,612.75 02/01/2020 685,000.00 1.100% 57,172.50 742,172.50 779,281.13 02/01/2021 690,000.00 1.300% 49,637.50 739,637.50 776,619.38 02/01/2022 440,000.00 1.400% 40,667.50 480,667.50 504,700.88 02/01/2023 440,000.00 1.550% 34,507.50 474,507.50 498,232.88 02/01/2024 450,000.00 1.650% 27,687.50 477,687.50 501,571.88 02/01/2025 195,000.00 1.750% 20,262.50 215,262.50 226,025.63 02/01/2026 195,000.00 1.850% 16,850.00 211,850.00 222,442.50 02/01/2027 115,000.00 1.950% 13,242.50 128,242.50 134,654.63 02/01/2028 125,000.00 2.050% 11,000.00 136,000.00 142,800.00 02/01/2029 125,000.00 2.150% 8,437.50 133,437.50 140,109.38 02/01/2030 125, 000.00 2.250% 5,750.00 130, 750.00 137, 287.50 02/01/2031 125,000.00 2.350% 2,937.50 127,937.50 134,334.38 Total $6,575,000.00 - $487,491.71 $7,062,491.71 $7,415,616.30 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars $30,751.74 Average Life 4.677 Years Average Coupon 1.5852494% Net Interest Cost (NIC) 1.7990585% True Interest Cost (TIC) 1.7999582% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 2.0028606% IRS Form 8038 Net Interest Cost 1.5852494% Weighted Average Maturity 4.677 Years 2010,1 GO Capital Outlay B Issue Snmmnry 2/ 8/2016 3.41 PM Springsted Page 9 $710,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A 2015 Capital Outlay Projects DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 230,000.00 0.750% 6,292.08 236,292.08 248,106.68 02/01/2018 65, 000.00 0.900% 6,167.50 71,167.50 74,725.88 02/01/2019 65,000.00 1.050% 5,582.50 70,582.50 74,111.63 02/01/2020 70,000.00 1.100% 4,900.00 74,900.00 78,645.00 02/01/2021 70,000.00 1.300% 4,130.00 74,130.00 77,836.50 02/01/2022 70,000.00 1.400% 3,220.00 73,220.00 76,881.00 02/01/2023 70,000.00 1.550% 2,240.00 72,240.00 75,852.00 02/01/2024 70, 000.00 1.650% 1,155.00 71,155.00 74,712.75 Total $710,000.00 $33,687.08 $743,687.08 $780,871.43 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars $2,511.03 Average Life 3.537 Years Average Coupon 1.3415654% Net Interest Cost (NIC) 1.6243182% True Interest Cost (TIC) 1.6332250% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 1.8963266% IRS Form 8038 Net Interest Cost 1.3415654% Weighted Average Maturity 3.537 Years 2016A GO Capital Outlay B 2015 Capital Outlay Proje 1 2/ 8/2016 1 3:41 PM Spri ngsteld Page 10 $1,595,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A 2016 Capital Outlay Projects DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 315,000.00 0.750% 14,991.76 329,991.76 346,491.35 02/01/2018 175,000.00 0.900% 16,442.50 191,442.50 201,014.63 02/01/2019 180,000.00 1.050% 14,867.50 194,867.50 204,610.88 02/01/2020 180,000.00 1.100% 12,977.50 192,977.50 202,626.38 02/01/2021 185,000.00 1.300% 10,997.50 195,997.50 205,797.38 02/01/2022 185,000.00 1.400% 8,592.50 193,592.50 203,272.13 02/01/2023 185,000.00 1.550% 6,002.50 191,002.50 200,552.63 02/01/2024 190,000.00 1.650% 3,135.00 193,135.00 202,791.75 Total $1,595,000.00 $88,006.76 $1,683,006.76 $1,767,157.10 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars Average Life $6,451.57 4.045 Years Average Coupon 1.3641140% Net Interest Cost (NIC) 1.6113406% True Interest Cost (TIC) 1.6194438% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 1.8494436% IRS Form 8038 Net Interest Cost 1.3641140% Weighted Average Maturity 4.045 Years 2016A GO Capital Outlay 2016 Capital Outlay Proje 1 2/8/2016 1 3.41PM Spri Page 11 $1,090,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A City Hall Renovation/Police Dept Remodel DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 320,000.00 0.750% 12,307.12 332,307.12 348,922.48 02/01/2018 50,000.00 0.900% 13,037.50 63,037.50 66,189.38 02/01/2019 50,000.00 1.050% 12,587.50 62,587.50 65,716.88 02/01/2020 50,000.00 1.100% 12,062.50 62,062.50 65,165.63 02/01/2021 50,000.00 1.300% 11,512.50 61,512.50 64,588.13 02/01/2022 55,000.00 1.400% 10,862.50 65,862.50 69,155.63 02/01/2023 55,000.00 1.550% 10,092.50 65,092.50 68,347.13 02/01/2024 55,000.00 1.650% 9,240.00 64,240.00 67,452.00 02/01/2025 55,000.00 1.750% 8,332.50 63,332.50 66,499.13 02/01/2026 55,000.00 1.850% 7,370.00 62,370.00 65,488.50 02/01/2027 55,000.00 1.950% 6,352.50 61,352.50 64,420.13 02/01/2028 60,000.00 2.050% 5,280.00 65,280.00 68,544.00 02/01/2029 60,000.00 2.150% 4,050.00 64,050.00 67,252.50 02/01/2030 60,000.00 2.250% 2,760.00 62,760.00 65,898.00 02/01/2031 60,000.00 2.350% 1,410.00 61,410.00 64,480.50 Total $1,090,000.00 $127,257.12 $1,217,257.12 $1,278,119.98 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars $6,843.97 Average Life 6.279 Years Average Coupon 1.8594044% Net Interest Cost (NIC) 2.0186686% True Interest Cost (TIC) 2.0200187% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 2.1762524% IRS Form 8038 Net Interest Cost 1.8594044% Weighted Average Maturity 6.279 Years 2016A GO Capital Outlay B City HallReno ration/Poll 2/8/2016 3A1PM F1 Page 12 T $785, 000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Street Improvement Project DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 110,000.00 0.750% 8,227.33 118,227.33 124,138.70 02/01/2018 70,000.00 0.900% 9,495.00 79,495.00 83,469.75 02/01/2019 70,000.00 1.050% 8,865.00 78,865.00 82,808.25 02/01/2020 75,000.00 1.100% 8,130.00 83,130.00 87,286.50 02/01/2021 75,000.00 1.300% 7,305.00 82,305.00 86,420.25 02/01/2022 75,000.00 1.400% 6,330.00 81,330.00 85,396.50 02/01/2023 75,000.00 1.550% 5,280.00 80,280.00 84,294.00 02/01/2024 75,000.00 1.650% 4,117.50 79,117.50 83,073.38 02/01/2025 80,000.00 1.750% 2,880.00 82,880.00 87,024.00 02/01/2026 80,000.00 1.850% 1,480.00 81,480.00 85,554.00 Total $785,000.00 $62,109.83 $847,109.83 $889,465.32 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars $4,070.82 Average Life 5.186 Years Average Coupon 1.5257329% Net Interest Cost (NIC) 1.7185687% True Interest Cost (TIC) 1.7251050% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 1.9069526% IRS Form 8038 Net Interest Cost 1.5257329% Weighted Average Maturity 5.186 Years 20164 GO Capital Outlay 8 I Street Improvement Projer 1 2/8/2016 1 3:41PM Spring Page 13 $1,145,000 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Park Land Purchase DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 315,000.00 0.750% 13,088.40 328,088.40 344,492.82 02/01/2018 55,000.00 0.900% 14,055.00 69,055.00 72,507.75 02/01/2019 55,000.00 1.050% 13,560.00 68,560.00 71,988.00 02/01/2020 55,000.00 1.100% 12,982.50 67,982.50 71,381.63 02/01/2021 55,000.00 1.300% 12,377.50 67,377.50 70,746.38 02/01/2022 55,000.00 1.400% 11,662.50 66,662.50 69,995.63 02/01/2023 55,000.00 1.550% 10,892.50 65,892.50 69,187.13 02/01/2024 60,000.00 1.650% 10,040.00 70,040.00 73,542.00 02/01/2025 60,000.00 1.750% 9,050.00 69,050.00 72,502.50 02/01/2026 60,000.00 1.850% 8,000.00 68,000.00 71,400.00 02/01/2027 60,000.00 1.950% 6,890.00 66,890.00 70,234.50 02/01/2028 65,000.00 2.050% 5,720.00 70,720.00 74,256.00 02/01/2029 65,000.00 2.150% 4,387.50 69,387.50 72,856.88 02/01/2030 65,000.00 2.250% 2,990.00 67,990.00 71,389.50 02/01/2031 65,000.00 2.350% 1,527.50 66,527.50 69,853.88 Total $1,145,000.00 - $137,223.40 $1,282,223.40 $1,346,334.57 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars $7,357.82 Average Life 6.426 Years Average Coupon 1.8650009% Net Interest Cost (NIC) 2.0206177% True Interest Cost (TIC) 2.0219245% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 2.1746467% IRS Form 8038 Net Interest Cost 1.8650009% Weighted Average Maturity 6.426 Years 2016A GO Capital Outlay B Park Land Purchase 2/ 8/2016 3 AI PM Page 14 $1,250,000 City of Stillwater, Minnesota General Obligation Bonds, Series 2016A Current Refunding of Series 2005B DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I 105% Levy 02/01/2017 250,000.00 0.750% 10,182.52 260,182.52 273,191.65 02/01/2018 245,000.00 0.900% 10,897.50 255,897.50 268,692.38 02/01/2019 245,000.00 1.050% 8,692.50 253,692.50 266,377.13 02/01/2020 255,000.00 1.100% 6,120.00 261,120.00 274,176.00 02/01/2021 255,000.00 1.300% 3,315.00 258,315.00 271,230.75 Total $1,250,000.00 $39,207.52 $1,289,207.52 $1,353,667.90 SIGNIFICANT DATES Dated 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 8/01/2016 Yield Statistics Bond Year Dollars Average Life $3,516.53 2.813 Years Average Coupon 1.1149498% Net Interest Cost (NIC) 1.4704141% True Interest Cost (TIC) 1.4798230% Bond Yield for Arbitrage Purposes 1.5722886% All Inclusive Cost (AIC) 1.8049056% IRS Form 8038 Net Interest Cost 1.1149498% Weighted Average Maturity 2.813 Years 2016A GO Capital Outlay B [ Series 2016 Ref 200513 2/8/2016 3:41PM prin1Isted Page 15 $1,250,000 City of Stillwater, Minnesota General Obligation Bonds, Series 2016A Current Refunding of Series 2005B Debt Service Comparison Date Total P+I Net New D/S Old Net D/S Savings 02/01/2017 260,182.52 260,182.52 270,687.50 10,504.98 02/01/2018 255,897.50 255,897.50 267,587.50 11,690.00 02/01/2019 253,692.50 253,692.50 269,077.50 15,385.00 02/01/2020 261,120.00 261,120.00 274,957.50 13,837.50 02/01/2021 258,315.00 258,315.00 270,140.00 11,825.00 Total $1,289,207.52 $1,289,207.52 $1,352,450.00 $63,242.48 PV Analysis Summary (Net to Net) Net FV Cashflow Savings 63,242.48 Gross PV Debt Service Savings 60,876.16 Net IN Cashflow Savings @ 1.572%(Bond Yield) 60,876.16 Contingency or Rounding Amount 2,836.71 Net Future Value Benefit $66,079.19 Net Resent Value Benefit $63,712.87 Net IN Benefit / $138,248.65 PV Refunded Interest 46.086% Net PV Benefit / $1,295,245.21 PV Refunded Debt Service 4.919% Net R/ Benefit / $1,210,000 Refunded Principal 5.266% Net FV Benefit/ $1,250,000 Refunding Principal 5.097% Refunding Bond Information Refunding Dated Date 4/14/2016 Refunding Delivery Date 4/14/2016 20168 GO capital Outlay B Series 2016 Re/' 2005E 2/8/2016 3:41 PM e - h Page 16 $2,575,000 City of Stillwater, Minnesota General Obligation Tax Increment Refunding Bonds, Series 2016B Crossover Refunding of Series 2008B Refunding Summary Dated 04/14/2016 1 Delivered 04/14/2016 Sources Of Funds Par Amount of Bonds $2,575,000.00 Planned Issuer Equity contribution 1,000,000.00 Total Sources $3,575,000.00 Uses Of Funds Deposit to Crossover Escrow Fund 3,511,564.66 Costs of Issuance 36,572.00 Total Underwriter's Discount (1.000%) 25,750.00 Rounding Amount 1,113.34 Total Uses $3,575,000.00 ISSUES REFUNDED AND CALL INFORMATION Prior Issue Call Rice 100.000% Prior Issue Call Date 2/01/2019 SAVINGS INFORMATION Net Future Value Benefit $456,751.31 Net Resent Value Benefit $303,369.94 Net PV Benefit / $3,938,857.11 PV Refunded Debt Service 7.702% BOND STATISTICS Average Life 8.966 Years Average Coupon 1.8687196% Net Interest Cost (NIC) 1.9802502% True Interest Cost (TIC) 1.9829380% 2016B Crossover Ref 2008E 1 SINGLE PURPOSE 1 2/9/2016 1 1029 AM Springsted Page 17 $2,575,000 City of Stillwater, Minnesota General Obligation Tax Increment Refunding Bonds, Series 2016B Crossover Refunding of Series 2008B Debt Service Comparison Date Total P+I Escrow Existing D/S Net New D/S Old Net D/S Savings 02/01/2017 35,837.13 02/01/2018 44,952.50 02/01/2019 44,952.50 02/01/2020 259,952.50 02/01/2021 267,587.50 02/01/2022 259,662.50 02/01/2023 261,582.50 02/01/2024 263,095.00 02/01/2025 259,300.00 02/01/2026 260,275.00 02/01/2027 260,927.50 02/01/2028 261,247.50 02/01/2029 261,225.00 02/01/2030 265,850.00 (35,837.13) (44,952.50) (3,504,952.50) 382,150.00 387,070.00 3,853,520.00 382,150.00 387,070.00 393,520.00 259,952.50 267,587.50 259,662.50 261,582.50 263,095.00 259,300.00 260,275.00 260,927.50 261,247.50 261,225.00 265,850.00 382,150.00 387,070.00 393,520.00 398,920.00 403,720.00 397,785.00 396,647.50 399,820.00 397,370.00 399,505.00 400,855.00 396,575.00 396,875.00 401,362.50 138,967.50 136,132.50 138,122.50 135,065.00 136,725.00 138,070.00 139,230.00 139,927.50 135,327.50 135,650.00 135,512.50 Total $3,006,447.13 (3,585,742.13) $4,622,740.00 $4,043,445.00 $5,552,175.00 $1,508,730.00 PV Analysis Summary (Netto Net) Net FV Cashflow Savings 1,508,730.00 Gross PV Debt Service Savings 1,355,348.63 Net PV Cashflow Savings @ 1.860%(Bond Yield) 1,355,348.63 Total Cash contribution (1,053,151.21) Contingency or Rounding Amount 1,172.52 Net Future Value Benefit $456,751.31 Net Present Value Benefit $303,369.94 Net FV Benefit / $816,899.09 PV Refunded Interest 37.137% Net PV Benefit / $3,938,857.11 PV Refunded Debt Service 7.702% Net PV Benefit / $3,460,000 Refunded Principal 8.768% Net PV Benefit / $2,575,000 Refunding Principal 11.781% Refunding Bond Information Refunding Dated Date 4/14/2016 Refunding Delivery Date 4/14/2016 2016B Crossover Re/ 2008B SLVGLEPURPOSE 2/9/2016 10.29 AM Page 18 r $2,575,000 City of Stillwater, Minnesota General Obligation Tax Increment Refunding Bonds, Series 2016B Crossover Refunding of Series 2008B NET DEBT SERVICE SCHEDULE Date Principal Coupon Interest Total P+I Escrow Existing D/S Net New D/S 105% Overlevy 02/01/2017 35,837.13 35,837.13 (35,837.13) 382,150.00 382,150.00 401,257.50 02/01/2018 44,952.50 44,952.50 (44,952.50) 387,070.00 387,070.00 406,423.50 02/01/2019 44,952.50 44,952.50 (3,504,952.50) 3,853,520.00 393,520.00 413,196.00 02/01/2020 215,000.00 1.100% 44,952.50 259,952.50 259,952.50 272,950.13 02/01/2021 225,000.00 1.300% 42,587.50 267,587.50 267,587.50 280,966.88 02/01/2022 220,000.00 1.400% 39,662.50 259,662.50 259,662.50 272,645.63 02/01/2023 225,000.00 1.550% 36,582.50 261,582.50 261,582.50 274,661.63 02/01/2024 230,000.00 1.650% 33,095.00 263,095.00 263,095.00 276,249.75 02/01/2025 230,000.00 1.750% 29,300.00 259,300.00 259,300.00 272,265.00 02/01/2026 235,000.00 1.850% 25,275.00 260,275.00 260,275.00 273,288.75 02/01/2027 240,000.00 1.950% 20,927.50 260,927.50 260,927.50 273,973.88 02/01/2028 245,000.00 2.050% 16,247.50 261,247.50 261,247.50 274,309.88 02/01/2029 250,000.00 2.150% 11,225.00 261,225.00 261,225.00 274,286.25 02/01/2030 260,000.00 2.250% 5,850.00 265,850.00 - - 265,850.00 279,142.50 Total $2,575,000.00 - $431,447.13 $3,006,447.13 (3,585,742.13) $4,622,740.00 $4,043,445.00 $4,245,617.25 SIGNIFICANT DATES Dated Date 4/14/2016 Delivery Date 4/14/2016 First Coupon Date 2/01/2017 Yield Statistics Bond Year Dollars $23,087.85 Average Life 8.966 Years Average Coupon 1.8687196% Net Interest Cost (NIC) 1.9802502% True Interest Cost (TIC) 1.9829380% Bond Yield for Arbitrage Purposes 1.8599616% All Inclusive Cost (AIC) 2.1602584% IRS Form 8038 Net Interest Cost 1.8687196% Weighted Average Maturity 8.966 Years 20160 Crossover Ref 20088 SINGLE PURPOSE 2/9/2016 1036AM Spf 1inci Page 19 DISTRIBUTION LIST February 10, 2016 City of Stillwater, Minnesota General Obligation Capital Outlay Bonds, Series 2016A Email List: tmccarty@ci.stillwater.mn.us; sharrison@ci.stillwater.mn.us; dtmagnuson@magnusonlawfirm.com; mippel@briggs.com; slandrum@briggs.com; ckuck@briggs.com; dmacgillivray@springsted.com; chogan@springsted.com; Ivolz@springsted.com Issuer City of Stillwater 216 North Fourth Street Stillwater, MN 55082-4898 Fax: 651-430-8809 Mr. Tom McCarty, City Administrator 651-430-8801 tmccarty@ci.stillwater.mn.us Ms. Sharon Harrison, Finance Director 651-430-8812 sharrison@ci.stillwater.mn.us Magnuson Law Firm The Grand Garage 324 Main Street South, Suite 260 Stillwater, MN 55082 Fax: 651-439-5641 Mr. Dave Magnuson, Attorney 651-439-9464 dtmagnuson@magnusonlawfirm.com Springsted Bond Counsel Briggs and Morgan, Professional Association 2200 IDS Center 80 South 8th St. Minneapolis, MN 55402 Fax: 612-977-8650 Ms. Mary Ippel, Attorney 612-997-8122 mippel@briggs.com Ms. Connie Kuck, Paralegal 612-977-8129 ckuck@briggs.com Ms. Susan Landrum, Paralegal 612-977-8125 slandrum@briggs.com Financial Advisor Springsted Incorporated 380 Jackson Street, Suite 300 Saint Paul, MN 55101 Fax: 651-223-3002 Mr. David MacGillivray, Client Representative 651-223-3068 dmacgillivray@springsted.com Ms. Chris Hogan, Senior Project Manager 651-223-3034 chogan@springsted.com Ms. Lauren Volz, Bond Services Analyst 651-223-3027 Ivolz@springsted.com 00784.118 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL CITY OF STILLWATER, MINNESOTA HELD: February 16, 2016 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Stillwater, Washington County, Minnesota, was duly held at the City Hall on February 16, 2016, at 7:00 P.M. for the purpose in part of authorizing the competitive negotiated sale of the $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A. The following members were present: and the following were absent: Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $6,575,000 GENERAL OBLIGATION CAPITAL OUTLAY BONDS, SERIES 2016A A. WHEREAS, the City Council of the City of Stillwater, Minnesota (the "City"), has heretofore determined that it is necessary and expedient to issue $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A (the "Bonds") to finance (i) the 2015 and 2016 capital outlay needs of various City departments; (ii) renovations and remodeling of the City Hall and Police Department; (iii) the City's share of a street improvement project; (iv) the purchase of land for a natural park; and (v) the refunding of the February 1, 2017 through February 1, 2021 maturities of the City's General Obligation Capital Outlay Refunding Bonds, Series 2005B, dated March 1, 2005, pursuant to Minnesota Statutes, Chapter 475 and Sections 10.5 and 10.6 of the City Charter, as more fully described in Exhibit B attached hereto; and B. WHEREAS, the City has retained Springsted Incorporated, in Saint Paul, Minnesota ("Springsted"), as its independent financial advisor and is therefore authorized to sell these obligations by a competitive negotiated sale in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota, as follows: 1. Authorization. The City Council hereby authorizes Springsted to solicit proposals for the competitive negotiated sale of the Bonds. 2. Meeting; Proposal Opening. This City Council shall meet at the time and place specified in the Terms of Proposal attached hereto as Exhibit A for the purpose of considering sealed proposals for, and awarding the sale of, the Bonds. The City Clerk or designee, shall open proposals at the time and place specified in such Terms of Proposal. 7431530v2 3. Terms of Proposal. The terms and conditions of the Bonds and the negotiation thereof are fully set forth in the "Terms of Proposal" attached hereto as Exhibit A and hereby approved and made a part hereof. 4. Official Statement. In connection with the sale, the City Clerk and other officers or employees of the City are hereby authorized to cooperate with Springsted and participate in the preparation of an official statement for the Bonds, and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by member and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon the resolution was declared duly passed and adopted. 2 7431530v2 STATE OF MINNESOTA COUNTY OF WASHINGTON CITY OF STILLWATER I, the undersigned, being the duly qualified and acting City Clerk of the City of Stillwater, Minnesota, DO HEREBY CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council duly called and held on the date therein indicated, insofar as such minutes relate to the City's $6,575,000 General Obligation Capital Outlay Bonds, Series 2016A. WITNESS my hand on February 16, 2016. City Clerk 3 7431530v2 EXHIBIT A Terms of Proposal A-1 7431530v2 THE CITY HAS AUTHORIZED SPRINGSTED INCORPORATED TO NEGOTIATE THIS ISSUE ON ITS BEHALF. PROPOSALS WILL BE RECEIVED ON THE FOLLOWING BASIS: TERMS OF PROPOSAL $6,575,000* CITY OF STLLWATER, MINNESOTA GENERAL OBLIGATION CAPITAL OUTLAY BONDS, SERIES 2016A (BOOK ENTRY ONLY) Proposals for the Series 2016A Bonds will be received on Tuesday, March 22, 2016, until 10:30 A.M., Central Time, at the offices of Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota, after which time proposals will be opened and tabulated. Consideration for award of the Series 2016A Bonds will be by the City Council at 7:00 P.M., Central Time, of the same day. SUBMISSION OF PROPOSALS Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Series 2016A Bonds regardless of the manner in which the proposal is submitted. (a) Sealed Bidding. Proposals may be submitted in a sealed envelope or by fax (651) 223-3046 to Springsted. Signed proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final proposal price and coupons, by telephone (651) 223-3000 or fax (651) 223-3046 for inclusion in the submitted proposal. OR (b) Electronic Bidding. Notice is hereby given that electronic proposals will be received via PARITY®. For purposes of the electronic bidding process, the time as maintained by PARITY® shall constitute the official time with respect to all proposals submitted to PARITY®. Each bidder shall be solely responsible for making necessary arrangements to access PARITY® for purposes of submitting its electronic proposal in a timely manner and in compliance with the requirements of the Terms of proposal. Neither the City, its agents nor PARITY® shall have any duty or obligation to undertake registration to bid for any prospective bidder or to provide or ensure electronic access to any qualified prospective bidder, and neither the City, its agents nor PARITY® shall be responsible for a bidder's failure to register to bid or for any failure in the proper operation of, or have any liability for any delays or interruptions of or any damages caused by the services of PARITY®. The City is using the services of PARITY® solely as a communication mechanism to conduct the electronic bidding for the Series 2016A Bonds, and PARITY® is not an agent of the City. If any provisions of this Terms of proposal conflict with information provided by PARITY®, this Terms of proposal shall control. Further information about PARITY®, including any fee charged, may be obtained from: PARITY®, 1359 Broadway, 2' Floor, New York, New York 10018 Customer Support: (212) 849-5000 * Preliminary; subject to change. -i- DETAILS OF THE SERIES 2016A BONDS The Series 2016A Bonds will be dated as of the date of delivery and will bear interest payable on February 1 and August 1 of each year, commencing August 1, 2016. Interest will be computed on the basis of a 360 -day year of twelve 30 -day months. The Series 2016A Bonds will mature February 1 in the years and amounts* as follows: 2017 $1,540,000 2020 $685,000 2023 $440,000 2026 $195,000 2029 $125,000 2018 $660,000 2021 $690,000 2024 $450,000 2027 $115,000 2030 $125,000 2019 $665,000 2022 $440,000 2025 $195,000 2028 $125,000 2031 $125,000 * The City reserves the right, after proposals are opened and prior to award, to increase or reduce the principal amount of the Series 2016A Bonds or the amount of any maturity in multiples of $5,000. In the event the amount of any maturity is modified, the aggregate purchase price will be adjusted to result in the same gross spread per $1,000 of Series 2016A Bonds as that of the original proposal. Gross spread is the differential between the price paid to the City for the new issue and the prices at which the securities are initially offered to the investing public. Proposals for the Series 2016A Bonds may contain a maturity schedule providing for a combination of serial bonds and term bonds. All term bonds shall be subject to mandatory sinking fund redemption at a price of par plus accrued interest to the date of redemption scheduled to conform to the maturity schedule set forth above. In order to designate term bonds, the proposal must specify "Years of Term Maturities" in the spaces provided on the proposal form. BOOK ENTRY SYSTEM The Series 2016A Bonds will be issued by means of a book entry system with no physical distribution of Series 2016A Bonds made to the public. The Series 2016A Bonds will be issued in fully registered form and one Series 2016A Bond, representing the aggregate principal amount of the Series 2016A Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company ("DTC"), New York, New York, which will act as securities depository of the Series 2016A Bonds. Individual purchases of the Series 2016A Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Series 2016A Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Series 2016A Bonds, will be required to deposit the Series 2016A Bonds with DTC. REGISTRAR The City will name the registrar which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1 2024, and on any day thereafter, to prepay Series 2016A Bonds due on or after February 1, 2025. Redemption may be in whole or in part and if in part at the option of the City and in such manner as the City shall determine. If less than all Series 2016A Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. SECURITY AND PURPOSE The Series 2016A Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. The proceeds will be used to finance (i) the 2015 and 2016 capital outlay needs of various City departments; (ii) renovations and remodeling of the City Hall and Police Department; (iii) the City's share of a street improvement project; (iv) the purchase of land for a natural park; and (v) the refunding of the February 1, 2017 through February 1, 2021 maturities of the City's General Obligation Capital Outlay Refunding Bonds, Series 2005B, dated March 1, 2005. BIDDING PARAMETERS Proposals shall be for not less than $6,509,250 plus accrued interest, if any, on the total principal amount of the Series 2016A Bonds. No proposal can be withdrawn or amended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Series 2016A Bonds is adjourned, recessed, or continued to another date without award of the Series 2016A Bonds having been made. Rates shall be in integral multiples of 1/100 or 1/8 of 1%. The initial price to the public for each maturity must be 98.0% or greater. Series 2016A Bonds of the same maturity shall bear a single rate from the date of the Series 2016A Bonds to the date of maturity. No conditional proposals will be accepted. GOOD FAITH DEPOSIT To have its proposal considered for award, the lowest bidder is required to submit a good faith deposit to the City in the amount of $65,750 (the "Deposit") no later than 1:30 P.M., Central Time on the day of sale. The Deposit may be delivered as described herein in the form of either (i) a certified or cashier's check payable to the City; or (ii) a wire transfer. The lowest bidder shall be solely responsible for the timely delivery of their Deposit whether by check or wire transfer. Neither the City nor Springsted Incorporated have any liability for delays in the receipt of the Deposit. If the Deposit is not received by the specified time, the City may, at its sole discretion, reject the proposal of the lowest bidder, direct the second lowest bidder to submit a Deposit, and thereafter award the sale to such bidder. Certified or Cashier's Check. A Deposit made by certified or cashier's check will be considered timely delivered to the City if it is made payable to the City and delivered to Springsted Incorporated, 380 Jackson Street, Suite 300, St. Paul, Minnesota 55101 by the specified time. Wire Transfer. A Deposit made by wire will be considered timely delivered to the City upon submission of a federal wire reference number by the specified time. Wire transfer instructions will be available from Springsted Incorporated following the receipt and tabulation of proposals. The successful bidder must send an e-mail including the following information: (i) the federal reference number and time released; (ii) the amount of the wire transfer; and (iii) the issue to which it applies. Once an award has been made, the Deposit received from the lowest bidder (the "purchaser") will be retained by the City and no interest will accrue to the purchaser. The amount of the Deposit will be deducted at settlement from the purchase price. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. The Deposit received from the purchaser, the amount of which will be deducted at settlement, will be deposited by the City and no interest will accrue to the purchaser. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. AWARD The Series 2016A Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis calculated on the proposal prior to any adjustment made by the City. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. The City will reserve the right to: (i) waive non -substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Series 2016A Bonds, (ii) reject all proposals without cause, and (iii) reject any proposal that the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION The City has not applied for or pre -approved a commitment for any policy of municipal bonds insurance with respect to the Series 2016A Bonds. If the Series 2016A Bonds qualify for municipal bond insurance and a bidder desires to purchase a policy, such indication, the maturities to be insured, and the name of the desired insurer must be set forth on the bidder's proposal. The City specifically reserves the right to reject any bid specifying municipal bond insurance, even though such bid may result in the lowest TIC to the City. All costs associated with the issuance and administration of such policy and associated ratings and expenses (other than any independent rating requested by the City) shall be paid by the successful bidder. Failure of the municipal bond insurer to issue the policy after the award of the Series 2016A Bonds shall not constitute cause for failure or refusal by the successful bidder to accept delivery of the Series 2016A Bonds. CUSIP NUMBERS If the Series 2016A Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Series 2016A Bonds, but neither the failure to print such numbers on any Series 2016A Bonds nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Series 2016A Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT On or about April 14, 2016, the Series 2016A Bonds will be delivered without cost to the purchaser through DTC in New York, New York. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Briggs and Morgan, Professional Association, of Minneapolis, Minnesota, and of customary closing papers, including a no -litigation certificate. On the date of settlement, payment for the Series 2016A Bonds shall be made in federal, or equivalent, funds that shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Unless compliance with the terms of payment for the Series 2016A Bonds has been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non- compliance with said terms for payment. CONTINUING DISCLOSURE On the date of actual issuance and delivery of the Series 2016A Bonds, the City will execute and deliver a Continuing Disclosure Undertaking (the "Undertaking") whereunder the City will covenant for the benefit of the owners of the Series 2016A Bonds to provide certain financial and other information about the City and notices of certain occurrences to information repositories as specified in and required by SEC Rule 15c2 -12(b)(5). - iv - OFFICIAL STATEMENT The City has authorized the preparation of a Preliminary Official Statement containing pertinent information relative to the Series 2016A Bonds, and said Preliminary Official Statement will serve as a nearly final Official Statement within the meaning of Rule 15c2-12 of the Securities and Exchange Commission. For copies of the Preliminary Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Municipal Advisor to the City, Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota 55101, telephone (651) 223-3000. A Final Official Statement (as that term is defined in Rule 15c2-12) will be prepared, specifying the maturity dates, principal amounts and interest rates of the Series 2016A Bonds, together with any other information required by law. By awarding the Series 2016A Bonds to an underwriter or underwriting syndicate, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the sole underwriter or to the senior managing underwriter of the syndicate (the "Underwriter" for purposes of this paragraph) to which the Series 2016A Bonds are awarded up to 25 copies of the Final Official Statement. The City designates the Underwriter of the syndicate to which the Series 2016A Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Such Underwriter agrees that if its proposal is accepted by the City, (i) it shall accept designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Series 2016A Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Dated February 16, 2016 BY ORDER OF THE CITY COUNCIL /s/ Diane Ward City Clerk -v- EXHIBIT B SCHEDULE OF 2016 BONDED CAPITAL OUTLAY B-1 7431530v2 EXTRACT OF MINUTES OF A MEETING OF THE CITY COUNCIL CITY OF STILLWATER, MINNESOTA HELD: February 16, 2016 Pursuant to due call and notice thereof, a regular or special meeting of the City Council of the City of Stillwater, Washington County, Minnesota, was duly held at the City Hall on February 16, 2016, at 7:00 P.M. for the purpose in part of authorizing the competitive negotiated sale of the $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B. The following members were present: and the following were absent: Member introduced the following resolution and moved its adoption: RESOLUTION NO. RESOLUTION PROVIDING FOR THE COMPETITIVE NEGOTIATED SALE OF $2,575,000 GENERAL OBLIGATION TAX INCREMENT REFUNDING BONDS, SERIES 2016B A. WHEREAS, the City Council of the City of Stillwater, Minnesota (the "City"), has heretofore determined that it is necessary and expedient to issue $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B (the "Bonds") to finance the refunding of the February 1, 2020 through February 1, 2030 maturities of the City's General Obligation Tax Increment Bonds, Series 2008B, dated July 1, 2008; and B. WHEREAS, the City has retained Springsted Incorporated, in Saint Paul, Minnesota ("Springsted"), as its independent financial advisor and is therefore authorized to sell these obligations by a competitive negotiated sale in accordance with Minnesota Statutes, Section 475.60, Subdivision 2(9); and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Stillwater, Minnesota, as follows: 1. Authorization. The City Council hereby authorizes Springsted to solicit proposals for the competitive negotiated sale of the Bonds. 2. Meeting; Proposal Opening. This City Council shall meet at the time and place specified in the Terms of Proposal attached hereto as Exhibit A for the purpose of considering sealed proposals for, and awarding the sale of, the Bonds. The City Clerk or designee, shall open proposals at the time and place specified in such Terms of Proposal. 3. Terms of Proposal. The terms and conditions of the Bonds and the negotiation thereof are fully set forth in the "Terms of Proposal" attached hereto as Exhibit A and hereby approved and made a part hereof. 7452248v1 4. Official Statement. In connection with the sale, the City Clerk and other officers or employees of the City are hereby authorized to cooperate with Springsted and participate in the preparation of an official statement for the Bonds, and to execute and deliver it on behalf of the City upon its completion. The motion for the adoption of the foregoing resolution was duly seconded by member and, after full discussion thereof and upon a vote being taken thereon, the following voted in favor thereof: and the following voted against the same: Whereupon the resolution was declared duly passed and adopted. 2 7452248v1 STATE OF MINNESOTA COUNTY OF WASHINGTON CITY OF STILLWATER I, the undersigned, being the duly qualified and acting City Clerk of the City of Stillwater, Minnesota, DO HEREBY CERTIFY that I have compared the attached and foregoing extract of minutes with the original thereof on file in my office, and that the same is a full, true and complete transcript of the minutes of a meeting of the City Council duly called and held on the date therein indicated, insofar as such minutes relate to the City's $2,575,000 General Obligation Tax Increment Refunding Bonds, Series 2016B. WITNESS my hand on February 16, 2016. Diane F. Ward, City Clerk 3 7452248v1 EXHIBIT A Terms of Proposal A-1 7452248v1 THE CITY HAS AUTHORIZED SPRINGSTED INCORPORATED TO NEGOTIATE THIS ISSUE ON ITS BEHALF. PROPOSALS WILL BE RECEIVED ON THE FOLLOWING BASIS: TERMS OF PROPOSAL $2,575,000* CITY OF STLLWATER, MINNESOTA GENERAL OBLIGATION TAX INCREMENT REFUNDING BONDS, SERIES 2016B (BOOK ENTRY ONLY) Proposals for the Series 2016B Bonds will be received on Tuesday, March 22, 2016, until 10:30 A.M., Central Time, at the offices of Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota, after which time proposals will be opened and tabulated. Consideration for award of the Series 2016B Bonds will be by the City Council at 7:00 P.M., Central Time, of the same day. SUBMISSION OF PROPOSALS Springsted will assume no liability for the inability of the bidder to reach Springsted prior to the time of sale specified above. All bidders are advised that each proposal shall be deemed to constitute a contract between the bidder and the City to purchase the Series 2016B Bonds regardless of the manner in which the proposal is submitted. (a) Sealed Bidding Proposals may be submitted in a sealed envelope or by fax (651) 223-3046 to Springsted. Signed proposals, without final price or coupons, may be submitted to Springsted prior to the time of sale. The bidder shall be responsible for submitting to Springsted the final proposal price and coupons, by telephone (651) 223-3000 or fax (651) 223-3046 for inclusion in the submitted proposal. OR (b) Electronic Bidding. Notice is hereby given that electronic proposals will be received via PARITY®. For purposes of the electronic bidding process, the time as maintained by PARITY® shall constitute the official time with respect to all proposals submitted to PARITY®. Each bidder shall be solely responsible for making necessary arrangements to access PARITY® for purposes of submitting its electronic proposal in a timely manner and in compliance with the requirements of the Terms of proposal. Neither the City, its agents nor PARITY® shall have any duty or obligation to undertake registration to bid for any prospective bidder or to provide or ensure electronic access to any qualified prospective bidder, and neither the City, its agents nor PARITY® shall be responsible for a bidder's failure to register to bid or for any failure in the proper operation of, or have any liability for any delays or interruptions of or any damages caused by the services of PARITY®. The City is using the services of PARITY® solely as a communication mechanism to conduct the electronic bidding for the Series 2016B Bonds, and PARITY® is not an agent of the City. If any provisions of this Terms of proposal conflict with information provided by PARITY®, this Terms of proposal shall control. Further information about PARITY®, including any fee charged, may be obtained from: PARITY®, 1359 Broadway, 2' Floor, New York, New York 10018 Customer Support: (212) 849-5000 Preliminary; subject to change. -1- DETAILS OF THE SERIES 2016B BONDS The Series 2016B Bonds will be dated as of the date of delivery and will bear interest payable on February 1 and August 1 of each year, commencing February 1, 2017. Interest will be computed on the basis of a 360 -day year of twelve 30 -day months. The Series 2016B Bonds will mature February 1 in the years and amounts* as follows: 2020 $215,000 2021 $225,000 2022 $220,000 2023 $225,000 2024 $230,000 2025 $230,000 2026 $235,000 2027 $240,000 2028 $245,000 2029 $250,000 2030 $260,000 The City reserves the right, after proposals are opened and prior to award, to increase or reduce the principal amount of the Series 2016B Bonds or the amount of any maturity in multiples of $5,000. In the event the amount of any maturity is modified, the aggregate purchase price will be adjusted to result in the same gross spread per $1, 000 of Series 2016B Bonds as that of the original proposal. Gross spread is the differential between the price paid to the City for the new issue and the prices at which the securities are initially offered to the investing public. Proposals for the Series 2016B Bonds may contain a maturity schedule providing for a combination of serial bonds and term bonds. All term bonds shall be subject to mandatory sinking fund redemption at a price of par plus accrued interest to the date of redemption scheduled to conform to the maturity schedule set forth above. In order to designate term bonds, the proposal must specify "Years of Term Maturities" in the spaces provided on the proposal form. BOOK ENTRY SYSTEM The Series 2016B Bonds will be issued by means of a book entry system with no physical distribution of Series 2016B Bonds made to the public. The Series 2016B Bonds will be issued in fully registered form and one Series 2016B Bond, representing the aggregate principal amount of the Series 2016B Bonds maturing in each year, will be registered in the name of Cede & Co. as nominee of The Depository Trust Company ("DTC"), New York, New York, which will act as securities depository of the Series 2016B Bonds. Individual purchases of the Series 2016B Bonds may be made in the principal amount of $5,000 or any multiple thereof of a single maturity through book entries made on the books and records of DTC and its participants. Principal and interest are payable by the registrar to DTC or its nominee as registered owner of the Series 2016B Bonds. Transfer of principal and interest payments to participants of DTC will be the responsibility of DTC; transfer of principal and interest payments to beneficial owners by participants will be the responsibility of such participants and other nominees of beneficial owners. The purchaser, as a condition of delivery of the Series 2016B Bonds, will be required to deposit the Series 2016B Bonds with DTC. REGISTRAR The City will name the registrar which shall be subject to applicable SEC regulations. The City will pay for the services of the registrar. OPTIONAL REDEMPTION The City may elect on February 1 2026, and on any day thereafter, to prepay Series 2016B Bonds due on or after February 1, 2027. Redemption may be in whole or in part and if in part at the option of the City and in such manner as the City shall determine. If less than all Series 2016B Bonds of a maturity are called for redemption, the City will notify DTC of the particular amount of such maturity to be prepaid. DTC will determine by lot the amount of each participant's interest in such maturity to be redeemed and each participant will then select by lot the beneficial ownership interests in such maturity to be redeemed. All prepayments shall be at a price of par plus accrued interest. SECURITY AND PURPOSE The Series 2016B Bonds will be general obligations of the City for which the City will pledge its full faith and credit and power to levy direct general ad valorem taxes. In addition, the City will pledge tax increment revenues derived from the City's Tax Increment Financing District No. 10. The proceeds will be used to refund the February 1, 2020 through February 1, 2030 maturities of the City's General Obligation Tax Increment Bonds, Series 2008B, dated July 1, 2008. BIDDING PARAMETERS Proposals shall be for not less than $2,549,250 plus accrued interest, if any, on the total principal amount of the Series 2016B Bonds. No proposal can be withdrawn or amended after the time set for receiving proposals unless the meeting of the City scheduled for award of the Series 2016B Bonds is adjourned, recessed, or continued to another date without award of the Series 2016B Bonds having been made. Rates shall be in integral multiples of 1/100 or 1/8 of 1%. The initial price to the public for each maturity must be 98.0% or greater. Series 2016B Bonds of the same maturity shall bear a single rate from the date of the Series 2016B Bonds to the date of maturity. No conditional proposals will be accepted. GOOD FAITH DEPOSIT To have its proposal considered for award, the lowest bidder is required to submit a good faith deposit to the City in the amount of $25,750 (the "Deposit") no later than 1:30 P.M., Central Time on the day of sale. The Deposit may be delivered as described herein in the form of either (i) a certified or cashier's check payable to the City; or (ii) a wire transfer. The lowest bidder shall be solely responsible for the timely delivery of their Deposit whether by check or wire transfer. Neither the City nor Springsted Incorporated have any liability for delays in the receipt of the Deposit. If the Deposit is not received by the specified time, the City may, at its sole discretion, reject the proposal of the lowest bidder, direct the second lowest bidder to submit a Deposit, and thereafter award the sale to such bidder. Certified or Cashier's Check. A Deposit made by certified or cashier's check will be considered timely delivered to the City if it is made payable to the City and delivered to Springsted Incorporated, 380 Jackson Street, Suite 300, St. Paul, Minnesota 55101 by the specified time. Wire Transfer. A Deposit made by wire will be considered timely delivered to the City upon submission of a federal wire reference number by the specified time. Wire transfer instructions will be available from Springsted Incorporated following the receipt and tabulation of proposals. The successful bidder must send an e-mail including the following information: (i) the federal reference number and time released; (ii) the amount of the wire transfer; and (iii) the issue to which it applies. Once an award has been made, the Deposit received from the lowest bidder (the "purchaser") will be retained by the City and no interest will accrue to the purchaser. The amount of the Deposit will be deducted at settlement from the purchase price. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. The Deposit received from the purchaser, the amount of which will be deducted at settlement, will be deposited by the City and no interest will accrue to the purchaser. In the event the purchaser fails to comply with the accepted proposal, said amount will be retained by the City. AWARD The Series 2016B Bonds will be awarded on the basis of the lowest interest rate to be determined on a true interest cost (TIC) basis calculated on the proposal prior to any adjustment made by the City. The City's computation of the interest rate of each proposal, in accordance with customary practice, will be controlling. -111- The City will reserve the right to: (i) waive non -substantive informalities of any proposal or of matters relating to the receipt of proposals and award of the Series 2016B Bonds, (ii) reject all proposals without cause, and (iii) reject any proposal that the City determines to have failed to comply with the terms herein. BOND INSURANCE AT PURCHASER'S OPTION The City has not applied for or pre -approved a commitment for any policy of municipal bond insurance with respect to the Series 2016B Bonds. If the Series 2016B Bonds qualify for municipal bond insurance and a bidder desires to purchase a policy, such indication, the maturities to be insured, and the name of the desired insurer must be set forth on the bidder's proposal. The City specifically reserves the right to reject any bid specifying municipal bond insurance, even though such bid may result in the lowest TIC to the City. All costs associated with the issuance and administration of such policy and associated ratings and expenses (other than any independent rating requested by the City) shall be paid by the successful bidder. Failure of the municipal bond insurer to issue the policy after the award of the Series 2016B Bonds shall not constitute cause for failure or refusal by the successful bidder to accept delivery of the Series 2016B Bonds. CUSIP NUMBERS If the Series 2016B Bonds qualify for assignment of CUSIP numbers such numbers will be printed on the Series 2016B Bonds, but neither the failure to print such numbers on any Series 2016B Bonds nor any error with respect thereto will constitute cause for failure or refusal by the purchaser to accept delivery of the Series 2016B Bonds. The CUSIP Service Bureau charge for the assignment of CUSIP identification numbers shall be paid by the purchaser. SETTLEMENT On or about April 14, 2016, the Series 2016B Bonds will be delivered without cost to the purchaser through DTC in New York, New York. Delivery will be subject to receipt by the purchaser of an approving legal opinion of Briggs and Morgan, Professional Association, of Minneapolis, Minnesota, and of customary closing papers, including a no -litigation certificate. On the date of settlement, payment for the Series 2016B Bonds shall be made in federal, or equivalent, funds that shall be received at the offices of the City or its designee not later than 12:00 Noon, Central Time. Unless compliance with the terms of payment for the Series 2016B Bonds has been made impossible by action of the City, or its agents, the purchaser shall be liable to the City for any loss suffered by the City by reason of the purchaser's non- compliance with said terms for payment. CONTINUING DISCLOSURE On the date of actual issuance and delivery of the Series 2016B Bonds, the City will execute and deliver a Continuing Disclosure Undertaking (the "Undertaking") whereunder the City will covenant for the benefit of the owners of the Series 2016B Bonds to provide certain financial and other information about the City and notices of certain occurrences to information repositories as specified in and required by SEC Rule 15c2 -12(b)(5). OFFICIAL STATEMENT The City has authorized the preparation of a Preliminary Official Statement containing pertinent information relative to the Series 2016B Bonds, and said Preliminary Official Statement will serve as a nearly final Official Statement within the meaning of Rule 15c2-12 of the Securities and Exchange Commission. For copies of the Preliminary Official Statement or for any additional information prior to sale, any prospective purchaser is referred to the Municipal Advisor to the City, Springsted Incorporated, 380 Jackson Street, Suite 300, Saint Paul, Minnesota 55101, telephone (651) 223-3000. - iv - A Final Official Statement (as that term is defined in Rule 15c2-12) will be prepared, specifying the maturity dates, principal amounts and interest rates of the Series 2016B Bonds, together with any other information required by law. By awarding the Series 2016B Bonds to an underwriter or underwriting syndicate, the City agrees that, no more than seven business days after the date of such award, it shall provide without cost to the sole underwriter or to the senior managing underwriter of the syndicate (the "Underwriter" for purposes of this paragraph) to which the Series 2016B Bonds are awarded up to 25 copies of the Final Official Statement. The City designates the Underwriter of the syndicate to which the Series 2016B Bonds are awarded as its agent for purposes of distributing copies of the Final Official Statement to each Participating Underwriter. Such Underwriter agrees that if its proposal is accepted by the City, (i) it shall accept designation and (ii) it shall enter into a contractual relationship with all Participating Underwriters of the Series 2016B Bonds for purposes of assuring the receipt by each such Participating Underwriter of the Final Official Statement. Dated February 16, 2016 BY ORDER OF THE CITY COUNCIL /s/ Diane Ward City Clerk -v- EXHIBIT "A" TO RESOLUTION #2016-031 LIST OF BILLS 1ST Line/Leewes Ventures LLC Accela Inc Ace Hardware Advanced Sportswear AIR Corval Constructors Al's Coffee Company American Planning Association Ancom Technical Center Aspen Mills AutoNation Bernicks Boyer Trucks Business Data Record Services BWBR Carquest Auto Parts CDW Government Inc. Central St. Croix Valley Cable Century Link Century Power Equipment Cities Digital Solutions Coca-Cola Refreshments Comcast Compass Minerals America Inc CoStar Realty Information Inc Coverall of the Twin Cities Cub Foods DLT Solutions LLC ECM Publishers Emergency Response Solutions Enterprise FM Trust Fastenal Company FleetPride G & K Services Goodin Company H&L Mesabi Jansen Chad Jefferson Fire and Safety Inc. JimmysJohnnys Inc. Kremer Services LLC League of MN Cities League of MN Cities Ins Tr Loffler Companies Magnuson David Mansfield Oil Company Menards Snacks for concessions Monthly UB web payments Supplies Uniforms Equipment repair Coffee for concessions Membership Equipment repair Uniforms Vehicle service Beverages for concessions Equipment repair charges Destruction services Professional services Equipment repair supplies Supplies Reimburse Comcast fees pd by commission Telephone Equipment repair supplies Laser Fiche Beverages for concessions Internet & Voice Salt Property professional Commercial cleaning services Turkeys AutoCAD 2016 Publications SCBA Cylinders Lease vehicles Supplies Equipment repair supplies Mats & Uniforms Equipment repair supplies Plow parts Reimburse for luggage fees Safety equipment & hose Portable restroom rental Equipment repair Stormwater Coalition Workers Comp Insurance Network and computer support Professional services Fuel Supplies Page 1 1,594.15 470.85 321.25 1,046.00 615.00 1,383.20 270.00 421.00 43.80 38.49 643.50 577.56 91.00 165.41 1,438.73 59.20 169.23 249.35 102.13 25,110.21 1,350.96 231.70 36,428.50 345.08 432.00 60.85 2,010.63 196.98 2,287.93 3,828.24 174.72 65.04 407.92 40.71 4,821.29 50.00 726.04 110.00 2,946.33 760.00 55, 845.00 581.25 9,076.83 3,049.64 622.93 EXHIBIT "A" TO RESOLUTION #2016-031 Page 2 Metropolitan Council Mitchell Ryan MWOA NAPA Auto Parts Needels Supply Inc. Newman Signs O'Reilly Auto Parts Pepsi Beverages Company Pereboom Jesse Performance Plus LLC Pioneer Press Pro Hydro -Testing Regency Office Products LLC Riedel) Shoes Inc. Shifts Cindy Simplifile LC Sprint PCS St. Croix Boat and Packet Co. St. Croix Boat and Packet Co. Standard Spring Parts Stillwater and Oak Park Heights CVB Summit Fire Protection SW/WC Service Cooperatives Talbot Realty Titan Energy Systems Titan Machinery Shakopee Trans Union LLC Tri-State Bobcat Tri-State Pump and Controls Inc. Truck Utilities Inc. Unique Paving Materials Inc. Verizon Wireless Viking Auto Sprinkler Co. Wittman Abbi Jo WS & D Permit Service WSB & Associates Inc. Zayo Enterprise Networks LIBRARY Ace Hardware Baker and Taylor Brodart Co CDW Government Inc. Culligan of Stillwater Fremming Susan E G & K Services Wastewater Charges Reimburse for work hats Membership Alternator Sprayer pistol Signs Auto parts Beverages for concessions Reimburse for mileage Physical abilities HR Position EM Basic Pkg Hydro testing Decanters Skates Reimburse for mileage Recording fees Cell phone Refund barge lease Arena billing Equipment repair supplies Qtrly Lodging Tax Annual sprinkler inspection Retiree Health Insurance & COBRA Refund of Utilty overpayment Equipment repair Lamp Information Charges Valve Aiples lift station repairs LED arrow board traffic advisor Winter cold mix for potholes Wireless services Annual fire inspection Reimburse for mileage Refund of 80% of 2016-00067 permit fee Professional services MS4 Phone Janitorial Supplies Materials Materials Microfilm Reader/Scanner Equip Water Staff Reimbursement Towels & Rugs 132,911.05 64.25 25.00 250.90 17.76 2,876.41 13.30 1,498.21 76.84 425.00 775.00 1,590.00 65.55 6,262.34 61.56 750.00 101.19 1,100.00 60,802.06 102.59 42,795.98 640.00 62,703.61 528.85 475.70 123.87 50.00 302.57 2,375.00 2,255.00 187.20 1,995.73 1,040.00 79.70 257.00 1,018.25 514.64 52.53 50.43 2,134.66 31.23 49.80 140.00 165.08 EXHIBIT "A" TO RESOLUTION #2016-031 Hedin Sue Midwest Tape MSR Design Papco Inc. Petrie Angela Premier Lighting Inc ProQuest Stillwater Public Library Foundation Washington County Library Staff Reimbursement Materials Design Consulting Vacuum Staff Reimbursement Lighting Libraries Book Cover Widget Fnd Reimbursement Item Barcodes Page 3 29.95 47.03 6,751.80 42.10 400.00 445.32 527.00 50.00 205.00 Administration TO: Mayor and City Council Members FROM: J. Thomas McCarty, City Administrator DATE: February 9, 2016 SUBJECT: Resolutions No. 2016- ; Memorandum of Understanding Between City of Stillwater and Law Enforcement Labor Services Police Sergeants (Local 254) and Law Enforcement Labor Services Police Officers (Local 257) BACKGROUND In January of 2016, the City of Stillwater and LELS Local 254 (Police Sergeants) and LELS Local 257 (Police Officers) recognized conflicting language within both contracts related to vacation carryover and maximum vacation hours in a calendar year. Current language in Section 19.2 of both contracts provides for a maximum of 240 hours of vacation in any one calendar year. As provided in the contracts, vacation accrual allocation for the calendar year (based on the contract schedule), plus an allowed carryover of 80 vacation hours can result in a January 1 balance of up 280 hours for some members. As a remedy to the conflicting language in the contract, LELS Local 254 and LELS Local 257 have approved the attached Memorandum of Understanding that amends Article 19, Section 19.2, of both current labor contracts to increase the maximum vacation hours in any one calendar year to 280 hours. This language is consistent with similar language in other city labor contracts. RECOMMENDATION The proposed Memorandums of Understanding between the City of Stillwater and LELS Local 254 (Police Sergeants) and LELS Local 257 (Police Officers) resolves conflicting language within Section 19.2 of both current labor contracts. The LELS Local 254 and LELS Local 257 membership have approved the Memorandums of Understanding. There is no fiscal cost to the City. Therefore, staff recommends adoption of Resolutions No. 2016-033 and 2016-034, Approving the Memorandums of Understanding between the City of Stillwater and LELS Local 254 (Police Sergeants) and LELS Local 257 (Police Officers). APPROVING MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL NO. 254 BE IT RESOLVED, by the City Council of Stillwater, MN that Memorandum of Understanding Contract between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 254. 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 Memorandum of Understanding on the City's behalf. Adopted by the City Council of the City of Stillwater this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL No. 254 The City of Stillwater and LELS Local 254 agree that Article 19, Section 19.2 of the current 1 labor contract shall he amended to read "...a maximum of 210 280 hours vacation in any one (1) calendar year." Dated this n day of f-.orr,1 , 2016 FOR THE CITY OF STILLWATER FOR LELS LOCAL No. 254 © Y/6 APPROVING MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL NO. 257 BE IT RESOLVED, by the City Council of Stillwater, MN that Memorandum of Understanding Contract between the City of Stillwater and Law Enforcement Labor Services, Inc. Local No. 257. 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 Memorandum of Understanding on the City's behalf. Adopted by the City Council of the City of Stillwater this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk MEMORANDUM OF UNDERSTANDING BETWEEN THE CITY OF STILLWATER AND LAW ENFORCEMENT LABOR SERVICES, INC. LOCAL No. 257 The City of Stillwater and LELS Local 257 agree that Article 19, Section 19,2 of the current labor contract shall be amended to read ..."There shall be a maximum of 240 280 hours vacation in any one (1) calendar year." Dated this8' day offer -6244K , 2016 FOR THE CITY OF STILLWATER FOR LELS LOCAL No. 257 ,LLS aoG THE BIRTHPLACE OF MINNESOTA TO: Mayor & Council members FROM: Bill Turnblad, Community Development Director DATE: February 12, 2016 RE: Parking ramp cleaning services BACKGROUND The City has a contract with St. Croix Boat & Packet for cleaning the parking ramp's south elevator tower, stairwell, bathrooms and areas just outside the entrances. The base contract payment is $750 a month. In addition, last year the City added a once a week trash pickup on all the parking decks for $60 a month. COMMENTS The service is prompt and good. Moreover, the nearest competitor's bid for the same service was nearly twice as much as St. Croix Boat & Packet. RECOMMENDATION Staff recommends entering into a contract for 2016 with St. Croix Boat & Packet at $810 a month. attachments: Contract Resolution bt STILLWATER MUNICIPAL PARKING RAMP CLEANING SERVICES CONTRACT THIS CONTRACT is made on February , 2016 between the City of Stillwater, a Home Rule Charger City of the third class, existing under the laws of the State of Minnesota, with offices at 216 North Fourth Street, Stillwater, Minnesota 55082 ("City"), and St. Croix Boat & Packet Co., a Minnesota Corporation, P.O. Box 406, Stillwater, Minnesota 55082 ("St. Croix"). RECITALS The City desires to retain St. Croix to provide cleaning services for the Stillwater Parking Ramp, 200 North Second Street, Stillwater, Minnesota 55082. St. Croix agrees to perform these services for the City under the terms and conditions set forth in this Contract. In consideration of the mutual promises set forth herein, it is agreed between the City and St. Croix as follows: SECTION I. NATURE OF WORK St. Croix will perform cleaning, sweeping and maintenance services for the Ramp Towers within the scope of work described in the bid form, Pages 1-8 opened January 13, 2010 (see attachment), with the addition of picking up litter on all levels of the ramp once a week, and as further directed by the City Community Development Director. The methods of accomplishing the work will be determined by St. Croix and all tools of the trade will be supplied by St. Croix. SECTION II. COMPENSATION The City will compensate St. Croix $810 per month; plus $12 for each emergency cleanup request in excess of four per month. SECTION III. STATUS OF ST. CROIX This Contract calls for the performance of the services of St. Croix as an independent contractor and St. Croix will not be considered an employee of the City for any purpose. SECTION IV. WORK STANDARDS St. Croix will control the conduct and means of performing the work and will perform all services required under this Contract in a manner consistent with generally accepted procedures. SECTION V. INDEMNIFICATION Any and all claims that arise or may arise against St. Croix, its agents, or employees as a consequence of any act or omission on the part of St. Croix or its agents or employees while engaged in the performance of this Contract shall in no way be the obligation or responsibility of the City. St. Croix shall indemnify, hold harmless and defend the City, its officers and employees against any and all liability, loss, costs, damages, expenses, claims or actions, including attorney's fees, which the City, its officers or employees may hereafter sustain, incur or be required to pay, arising out of or by reason of any negligence or willful act or omission of St. Croix, its agents, or employees, in the execution, performance or failure to adequately perform St. Croix's obligations under this Contract. SECTION VI. TERMS TO BE EXCLUSIVE The entire Agreement between the parties with respect to the subject matter hereunder is contained in this Agreement. Except as herein expressly provided to the contrary, the provisions of this Agreement are for the benefit of the parties solely and not for the benefit of any other person, persons or legal entities. Page 2 of 4 SECTION VII WAIVER OR MODIFICATION INEFFECTIVE UNLESS IN WRITING No waiver, alteration or modification of any of the provisions of this Agreement will be binding unless in writing and signed by a duly authorized representative of both parties to this Agreement. SECTION VIII. NO ASSIGNMENT WITHOUT CONSENT St. Croix will not assign this Contract nor any of the rights and duties hereunder without the prior written consent of the City. SECTION IX. DURATION This Contract will be in effect from January 1, 2016 through December 31, 2016 and will be renewable on an annual basis upon mutual agreement by both parties. This agreement may be terminated by either party upon sixty days written notice to terminate the agreement by the party. IN WITNESS WHEREOF, the parties set their hands this day of February, 2016. CITY OF STILLWATER, a Minnesota municipal corporation Ted Kozlowski, Mayor ATTEST: Diane Ward, City Clerk Page 3 of 4 STATE OF MINNESOTA ) SS COUNTY OF WASHINGTON ) On this day of February, 2016, before me, a Notary Public within and for said County, appeared Ted Kozlowski and Diane Ward, who did affirm that they are respectively the Mayor and City Clerk of the City of Stillwater, and that this instrument was signed and sealed on behalf of the City by authority of its City Council, and they acknowledged the said instrument was the free act and deed of the City. Notary Public St. Croix Boat & Packet Co., a Minnesota Corporation By: Its: By: Its: STATE OF MINNESOTA ) SS COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2016, by and the and duly authorized agents for St. Croix Boat & Packet, a Minnesota Corporation. Notary Public Page 4 of 4 RESOLUTION 2016 - APPROVING CLEANING SERVICES CONTRACT FOR MUNICIPAL PARKING RAMP BE IT RESOLVED, by the City Council of Stillwater, MN that the cleaning services contract from January 1, 2016 until December 31, 2016 between the City of Stillwater and St. Croix Boat & Packet, as on file with the City Clerk, is hereby approved and authorizes the Mayor and City Clerk to sign the contract. Adopted by the City Council of the City of Stillwater this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk liwater I-II BIRTHPLACE OF MINNESOTA REPORT DATE: February 5, 2016 APPLICANT: St. Croix Boat & Packet REQUEST: Annual review of St Croix Boat & Packet dock permit PREPARED BY: Bill Turnblad, Community Development Director BACKGROUND Two conditions attached to the St. Croix Boat & Packet Company's special use permit (SUP) are that the company must: 1) receive a dock permit from the City annually; and 2) allow the "Gondola on the St. Croix" to use the transient portion of the company's dock for wharfage. The St Croix Boat & Packet Company keeps six excursion boats at their two privately owned docks. Five of them are kept at the dock which is accessed over property that they own. The sixth excursion boat is kept at the dock that is accessed over property leased from the City. All six excursion boats are permitted in this configuration by the 2015 DNR permit. The facilities and geographic details can be seen on the attached exhibit. In addition, according to a lease agreement with St. Croix Boat & Packet as well as the dock permit issued by the DNR in 2015, the City offers 18 transient slips from the facility. St. Croix Boat & Packet Passenger Trips The total number of passengers in 2012 was 89,386; in 2013 it was 87,693; in 2014 it was 98,381 and in 2015 it increased to 114,987 (54,576 on chartered trips; 60,411 on scheduled public trips). St. Croix Boat and Packet Co. Boats Charters Excursions Trips Passengers Trips Passengers Jubilee II 104 6,943 32 2,463 Majestic Star 84 14,560 13 2,408 Anastasia 101 3,892 1 25 Andiamo Showboat 126 8,828 149 9,619 Empress Andiamo 46 5,705 56 6,752 Avalon 58 14,648 141 39,144 Total 519 54,576 392 60,411 The 2016 dock permit rate is proposed to remain the same as in 2015 at $1,700.00 for each excursion boat. For all six boats the total cost would be $10,200. STAFF RECOMMENDATION Staff recommends City Council approval of the 2016 dock permit. Slips leased by City for transient dockage. Table Of Contents O EEC E ❑� PARCELS ❑ ❑+ ❑p dock O- ❑� City property H ❑D SCS&P property ser RESOLUTION 2016-035 APPROVAL OF DOCK PERMIT FOR ST. CROIX BOAT AND PACKET CO. AND WHARFAGE PERMIT FOR GONDOLA (2016) BE IT RESOLVED by the City Council of Stillwater, MN that the Dock Permit for St. Croix Boat and Packet and wharfage permit for the Gondola, as on file with the City Clerk, is hereby approved and authorizes the Mayor and City Clerk to sign the permit. Adopted by the Stillwater City Council this 16th day of February, 2016 Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk 2016 DOCK PERMIT Pursuant to Chapter 48.6 of the Stillwater City Code, the Stillwater City Council ("City") hereby grants to the St. Croix Boat and Packet Company ("Company") a Dock Permit upon the following terms and conditions: 1. LOCATION. The Dock may be maintained in the St. Croix River south of East Nelson Street. 2. OTHER RULES. The company must abide by the rules and regulations and permit conditions of the Corps of Engineers of the United States Army and the Minnesota Department of Natural Resources. Any charter or excursion vessels carrying passengers for hire and using docks must abide by applicable U.S. Coast Guard regulations. 3. NO GAS PUMPS. No gas pump may be located on the dock. 4. NO DISCRIMINATION. The Company may not discriminate against any person on the basis of race, creed, national origin, sex or social status. 5. WATER FRONT REGULATIONS. The Company must abide by all rules and regulations and restrictions set forth in Chapter 48.6 of the Stillwater City Code relative to the waterfront. 6. SPECIAL USE PERMIT. The Company must abide by the conditions as set forth in the Special Use Permit (SUP/88-00) issued to Company by the Stillwater City Council, dated July 18, 2000. 7. SCHEDULE OF FEES AND REPORT OF ACTIVITY. Upon request of the City, the Company must submit a schedule of fees charged for the transient boat docking and a report summarizing the boating activity for the year. The activity report must state the number of boating trips made each week and the number of passengers carried during the week. 8. INSURANCE The Company must provide to the City proof that it has obtained liability insurance coverage of at least the statutory limits for municipalities covering claims arising out of a single occurrence, covering claims arising out of the activates authorized by this permit, and to name the City as an additional insured on this policy "as their interest may appear". 9. PUMP OUT PRIVILEGES. The Company must provide pump -out privileges for marine heads for any boater requesting this privilege at the same rate and fee charged to boats that are moored at the dock for a fee. 10. INSPECTIONS. The City reserves the right to request inspections of heads, electrical systems or other unsafe conditions on or about the dock or any vessel moored thereto. 11. USAGE. The moorage at the dock facilities is limited to six charter/excursion boats and one service boat not exceeding 26 feet in length. The Company must accommodate a reasonable number of public "walk on" passengers and Company must also accommodate a reasonable number of transient boats. In no event may the number of boats or vessels exceed the moorage limitation contained in the permits issued by the U.S. Army Corp of Engineers and the Minnesota Department of Natural Resources. 12. PERMIT FEE. The annual permit fee is $1,700.00 for each of the six charter/excursion boats that may be docked at this site. The total permit fee for 2016 shall be $10,200.00. 13. TRANSIENT BOATS Transient boats are defined as vessels that use the dock as a stopover privilege on a trip that does not originate from the dock. "Bareboat" charter vessels are considered transient boats if the origination of the trip, including loading of passengers, takes place elsewhere. 14. PARKING. The City reserves the right to request the Company's assistance in assuring that patrons and guests of the Company will park in a designated municipal parking lot. 15. FIRES. No person may build a fire in any area of the docking premises or in any vessel moored at the dock. 16. OBSTRUCTIONS. The City does not by granting this permit accept any responsibility for dredging the dock area or making the dock area free from obstructions or other hazards to navigation. 17. STORAGE. The City is not responsible for storage of the docks during the off-season and the Company must abide by any decision of the City with regard to storage. 18. RESERVATION OF RIGHTS. The City reserves the right to add or amend these rules when needed to protect the health, safety and welfare of the City. 19. DURATION. The duration of this permit is from January 1, 2016 through December 31, 2016. 20. TERMINATION. This permit may be terminated by the City at any time it is deemed necessary for the protection of the public safety, health or welfare or for a violation of any conditions of this permit. Dated this day of February, 2016 CITY OF STILLWATER By: Ted Kozlowski, Mayor Attest: Diane Ward, City Clerk CITY OF STILLWATER, MINNESOTA J1water. THE BIRTHPLACE OF MINNESOTA REQUEST FOR PROPOSALS CITY OF STILLWATER CLASSIFICATION/COMPENSATION STUDY Submission Deadline: March 10, 2016, 12:00 P.M. Local Time TABLE OF CONTENTS Section Page No. 1.0 Introduction and Background 2.0 Scope of Services 3.0 Instructions to Proposers 4.0 Evaluation of Proposals: Selection Factors 5.0 Proposal Response Format 6.0 Schedule of Activities 7.0 Terms and Conditions 8.0 Negotiations Attachments: Exhibit "A" - Price Proposal Form Exhibit "B" - Insurance Requirements for City of Stillwater Organizational Charts for City, Library and Water Board City of Stillwater Pay Plan Library Pay Plan Sample Job Description Agreement Form SECTION 1.0 INTRODUCTION AND BACKGROUND The City of Stillwater is soliciting proposals from qualified firms for analysis of and recommendations on its compensation plan policy for Clerical, Technical, Supervisory, Labor and Trades, Management, Confidential, Police, Fire, Library and Water Board employees. The study is to include salary and cash fringe benefit compensation; a review and recommendations on its pay plan structure and systems. It is anticipated that the contract for this study will be awarded in April, 2016 with the results expected by September, 2016. Cash fringe benefit compensation includes; longevity, vacation, holiday, educational and any other cash fringe benefit per bargaining unit contracts and City policies. The current pay plan for all groups was established over the decades through Minnesota Collective Bargaining rules. A copy of the current pay plan is attached. Also attached are the organizational charts which indicate the type and number of positions. The City's job descriptions have been maintained in basic format, and will need to updated as part of this project. City staff will assist with job description updates. It is the City's intent to utilize the consultant on a continuing basis in the future for position review and maintenance of the plan. Additionally, a City Administration Department Staff member will be designated to assist with data collection and coordination based on the needs of the chosen consultant. SECTION 2.0 SCOPE OF SERVICES The study involves positions comprised of, Clerical, Technical, Supervisory, Labor and Trades, Management, Confidential, Police, Fire, Library and Water Board employees as outlined in the attached pay plans. The goal of the City is to update the current classification and compensation system utilizing accepted practices in the management and design of compensation systems in accordance with applicable federal and state laws. In doing so, the objectives of the City are: To attract and retain qualified workers who will be paid equitable salaries. To provide fair and equitable salaries for all workers, including the ability to recognize job performance as a part of the pay plan. To enable the City to maintain a competitive position with other comparable cities and private companies within the Chippewa Valley. To provide a compensation plan(s) that is easy to understand and administer, and that will be able to provide data for use in completing the Minnesota Pay Equity Plan. The contract awarded as a result of this Request for Proposals shall require the successful firm to provide services which meet or exceed the following objectives: 2.1 To quantitatively evaluate the job content of each position using a methodology that will construct a relative ranking of positions. 2.2 To produce a new compensation classification and compensation plan(s), including pay, structure and pay related fringe benefit schedules. These schedules should be internally equitable and competitive in external markets, both public and private. The City expects to have at least eight (8) public sector comparables. 2.3 To review all subject positions and properly classify those positions in accordance with current Fair Labor Standards Act provisions relative to exempt and non-exempt status. 2.4 To review and recommend any changes to the current Fringe Benefit and Salary Administration Policies. 2.5 To produce an overall plan, forms and prIcledures that are clear and understandable, in order to promote employee acceptance of the process and results. 2.6 To provide for an appeals process. Consultant is to describe the plan and the consultant is expected to review the appeals, etc. 2.7 To review the current system and understand any problems with the current system, and to present, in person, progress reports and/or issues to City staff at critical points of the study. 2.8 To present, in person, the final results of the classification and compensation plan to the City Staff and later at up to two City Council meetings. 2.9 To make recommendations on keeping the plan current, equitable and up to date. 2.10 Propose a management review process that will be used to find resolution to classification related disputes. SECTION 3.0 INSTRUCTIONS TO PROPOSERS 3.1 Request for Proposal Information It is the responsibility of the Consultant to carefully read the entire Request for Proposal, which contains provisions applicable to successful completion, and submission of an RFP. If any ambiguity, inconsistencies or errors are discovered in the RFP, the City Purchasing Manager must be notified in writing. Only interpretations or corrections of the RFP made in writing through addenda by the Purchasing Manager will be considered binding. The Purchasing Manager must receive all requests for interpretations or corrections no later than the date specified in the RFP timetable. The RFP consists of all documents identified in the Scope of Work section of this RFP. 3.3 Submission of Proposals The following information must appear on the lower left-hand corner of the container: RFP for City of Stillwater Compensation Study The information must be addressed to: U.S. Mail, UPS, FedEx, etc.: City of Stillwater Administration Department 216 4th Street N Stillwater, MN 55082 All submittals by mail or in person must be received by no later than 12:00 PM (Noon) local time, on March 10, 2016. Hand carried proposals may be delivered to the above address ONLY between the hours of 8:00 a.m. to 4:30 p.m., Monday through Friday, excluding holidays observed by the City. Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service. Technical Proposal All proposals must be submitted on 8 1/2" x 11" paper, except for any drawings, charts, diagrams, or similar information. Proposers shall include their complete return address on the outer envelope wrapper. One (1) unbound original of the technical proposal must be submitted for review. Electronic submittals on CD will be considered an acceptable alternative to paper in keeping with the City's sustainability initiative. Technical proposals may be submitted by e-mail in Adobe.pdf format; however, the City cannot assure nor guarantee delivery due to current system file size limitations and possible spam/filter blocking. Consultants submitting the 12 proposal by e-mail will be responsible to verify delivery. Please email and confirm receipt with Tom McCarty (tmccarty@ci.stillwater.mn.us) Technical Proposals shall include the following: *Cover Letter *Experience of Firm *Experience of Project Manager/Key Staff *References and contact information from three similar projects. *Proposal Time Frame *Proposed Services -Other services -Summary of services to be provided by the City 3.4 Modified Submissions of RFP Modified qualifications and proposals can be submitted to replace all or any portion of previously submitted information. The Selection Committee will only consider the latest version as part of its deliberations. 3.5 Withdrawal of RFP Qualification and proposal information may be withdrawn from consideration prior to the submission deadline by written request, on the Consultant's letterhead, submitted to the Purchasing Manager. 3.6 RFP Postponement or Cancellation The City may, at its sole and absolute discretion, reject any and all, or parts of any and all submittals to the RFP, re -advertise this RFP, postpone or cancel at any time this RFP process, or waive any irregularities in this RFP as it deems to be in the best interest of the City of Stillwater. 3.7 Contracting Department The Administration Department will administer the contract resulting from this RFP. 3.8 Incurring Costs The City of Stillwater is not liable for any cost incurred by proposers in replying to this RFP. The City of Stillwater reserves the right to accept or reject any or all proposals and to waive technicalities in any proposal or part thereof deemed to be in the best interest of the City of Stillwater. 3.9 Proprietary Information Any restrictions on the use of data contained within a proposal must be clearly stated in the proposal itself. Each page must be clearly marked "CONFIDENTIAL". The City shall comply with State and Federal Law(s) as to complying with request for information. 3.10 Fixed Price Period All price, cost, and conditions outlined in the RFP/Price Proposal shall remain fixed and valid for acceptance for a 90 -day period commencing on the due date of the contractor's proposal. The City reserves the right to negotiate the scope of services and cost with the highest ranked consultant, when only one firm is short-listed. 3.11 Certification of Independent Price Determination By signing this proposal, the respondent certifies, and in the case of a joint proposal, each party thereto certifies as to its own organization, that in connection with this procurement: 13 The process in this proposal has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other respondent or with any competitor; Unless otherwise required by law, the prices which have been quoted in this proposal have not been knowingly disclosed by the respondent and will not knowingly be disclosed by the respondent prior to opening in the case of an advertised procurement or prior to award in the case of a negotiated procurement, directly or indirectly to any other respondent or to any competitor; 3.12 Restricting Competition No attempt has been made or will be made by the respondent to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition. 3.13 Clarification of the RFP (Request for Proposals) If additional information is necessary to assist the vendor in interpreting this RFP, questions will be accepted by: City of Stillwater Administration Department, 216 4th Street North, Stillwater, Minnesota 55082, telephone (651) 430-8800 or email: Tom McCarty (tmccarty@ci.stillwater.mn.us). See timetable for submittal of formal questions. 3.14 Contract Term and Schedule The consultant shall provide a schedule with their proposed scope of work. The schedule submitted will be evaluated with respect to the other proposals. SECTION 4.0 EVALUATION OF PROPOSALS: SELECTION FACTORS This section sets forth criteria which will be used in the evaluation of proposals and selection of the successful firm. Each responsive proposal will be evaluated and selection will be made on the basis of the criteria listed below: 4.1 Experience of the firm and proposed project team with regards to compensation studies, particularly with government agencies. 4.2 Demonstrated understanding of the City's needs with respect to the compensation study, quality of the firm's described approach, and the ability to meet/exceed the criteria set forth in Section 3.0 of the RFP. 4.3 Compliance with Contract Terms and Conditions, and overall quality and completeness of proposal submission, including the proposed time frame. 4.4 References. 4.5 Cost of services. The City may conduct interviews and/or discussions with one or more firms. Once these interviews and discussions are completed, award will be made to the top-ranked firm, and other proposers will be advised of the decision. Proposals will remain confidential until a firm has been selected. SECTION 5.0 PROPOSAL RESPONSE FORMAT Proposers are to make written proposals that present the firm's qualifications and understanding of the work to be performed. Proposers shall address each of the specific topics listed below as a minimum. Failure to include any of the requested information may be cause for a proposal to be considered non-responsive and rejected. 5.1 A Cover Letter introducing your firm and confirming your interest in performing the subject study. Indicate your agreement with, or specific exceptions to, any of the objectives, requirements, terms or conditions contained in this solicitation document. 5.2 Experience of the firm and proposed project team with regards to analysis and 14 formulation of compensation and benefit plans: A. Describe your firm's overall experience with providing compensation and benefits consulting services, particularly to government entities. B. Identify and describe the experience, qualifications and credentials of the project team or individual(s) proposed to do the work, specifically detailing the experience with government agencies. C. Describe any recently completed or current work your firm is performing for other clients, especially government entities, with respect to employee compensation plans. D. A list of at least recent four (4) current references for whom comparable work has been performed. This list shall include client name, person to contact, address, telephone number, and description of work performed. 5.3 Demonstrated Understanding of the City's needs with respect to its compensation policy and the ability to meet/exceed the objectives set forth in Section 3.0 of the RFP: A. Provide a description of the general approach to be used in conducting the study, including assumptions, theories and methodologies to be employed, and the anticipated public and private comparables to be used. B. Provide a work plan describing the individual tasks to be performed, and the relative scheduling of those tasks including a listing of City and Proposer resources required. All deliverable items should be identified and described. The work plan should detail key events, methods, estimated hours and the timeline for completion. C. Recommendations for annual or ongoing maintenance and review of the plan, either by your firm or City staff over the next ten years. 5.4 Cost of Services: A Provide a not -to -exceed cost based on the tasks to be performed, per the Scope of Services. Complete and submit the Proposal Form (Exhibit "A") in a SEPARATE, SEALED ENVELOPE labeled "PROPOSAL FORM." B. Provide alternate cost proposals for the Library, the Water Board and the City if City staff collected the public sector comparable data. C. Proposal costs for all work related to the Library and Water Board must be denoted separately from all other City positions. D. Estimated on-going cost. Provide cost of updating the plan and or ongoing maintenance of the plan. E. Provide for cost of reviewing the appeals. 15 SECTION 6.0 SCHEDULE OF ACTIVITIES The anticipated timetable for the RFP process including the selection of the top ranked firm is as follows: 6.1 Timetable 0 RFP available for distribution February 18, 2016 O Submittal of Questions March 4, 2016 O Deadline for submittal of RFP March 10, 2016 12:00 PM Local Time II Interviews (if necessary)... TBD 0 City Council Award of Contract April 2016 SECTION 7.0 TERMS AND CONDITIONS 7.1 Termination - If for any reason, the firm selected fails to fulfill the obligations agreed to in a timely manner, the City shall have the right to terminate the contract by specifying the date of termination in a written notice to the firm at least seven (7) days before the termination date. In this event, the firm shall be entitled to just and equitable compensation for the work satisfactorily completed. 7.2 Insurance - The successful proposer will be required to furnish, within five (5) days of award notification and before commencing work, the certificate of insurance specified in Exhibit "B" for professional services work. The certificate shall name the City, its officers and employees as additional insured. 7.3 Indemnification Clause - The agreement resulting from this RFP shall be required to contain the following: "Provider agrees to indemnify, defend and hold harmless the City and its officers, officials, employees and agents from and against any and all liability, loss, damage expense, costs (including attorney fees) arising out of this agreement, caused in whole or in part by Provider or anyone for whose acts any of them may be liable, except where caused by the sole negligence or willful misconduct of the City." 7.4 Contract Term - The contract resulting from the award of this RFP shall commence as soon as administratively possible following award notification, and shall continue until all agreed upon tasks have been satisfactorily completed, but not later than 1/31/2017. 7.5 Right to Reject - The City reserves the right to reject any or all proposals, to waive technicalities, or to accept the proposal deemed to serve the City's best interest. 7.6 Proposal Costs - All costs associated with preparation, submittal and resentation of proposals shall be borne by the proposer. "The City of Stillwater is an Equal Opportunity Employer" 16 SECTION 8.0 NEGOTIATIONS 8.1 Negotiations with top rated firm Upon selection of the top rated firm, the City may enter into limited negotiations with the selected top rated firm to clarify the scope of services to be provided. Note, however, that costs for services are part of the evaluation and scoring of points. You are encouraged to submit your best and final offer with the proposal. 8.2 Terms of Agreement Upon mutually agreeing to the terms of the contract, written agreement will be prepared by the City utilizing the City's contract agreements (amended to the specific terms of this contract). It is important to note that the City will not indemnify the Consultant. The City will own all documents and drawings they pay a Consultant to prepare. 8.3 Failure to Reach Agreement If an agreement cannot be reached with the top rated firm, negotiations will be terminated and the City will open negotiations with the second rated firm. The negotiation process will continue until an agreement is reached with one of the short listed firms. If no agreement is reached with the short listed firms the negotiation process will be terminated at the City's discretion. 17 EXHIBIT "A" PROPOSAL FORM CITY OF STILLWATER REQUEST FOR PROPOSALS FOR CLASSIFICATION COMPENSATION STUDY I hereby certify that I am authorized to make this offer on behalf of the named company and to bind said company to all conditions of this proposal. By submitting this proposal, I hereby represent that the firm identified below has thoroughly examined the Request for Proposals, is familiar with the Scope of Services, and is fully qualified to perform the services described to achieve the City's objectives in a professional manner. Name of Firm Address City/State/Zip Signature Name (Print) Title Telephone Number Fax Number E -Mail Address 18 EXHIBIT "A" PROPOSAL FORM CITY OF STILLWATER REQUEST FOR PROPOSALS FOR COMPENSATION COMPENSATION STUDY Total Cost of Activities as described in Project Understanding portion of proposal (response to Section 2.0 Scope of Services). All costs related to travel, supplies, etc., are to be included. Total Price Not -To -Exceed Cost for All Non -Library positions: $ Total Price Not -To -Exceed Cost for all Water Board positions: $ Total Price Not -To -Exceed Cost all Library positions: $ Alternate price proposals if City Staff collects public sector comparable data: Total Price Not -To -Exceed Cost for All Non -Library positions: $ Total Price Not -To -Exceed Cost for all Water Board positions: $ Total Price Not -To -Exceed Cost all Library positions: $ List other costs (If Applicable): Description: $ Description: $ Description: $ Description: $ Description: $ TOTAL PROPOSED COST FOR THIS PROJECT: Payment is expected to be process as follows: 25% upfront, 25% after comparables are documented and 50% after the project is completed. 19 "EXHIBIT B" INSURANCE REQUIREMENTS FOR CITY OF STILLWATER It is hereby agreed and understood that the insurance required by the City of Stillwater is primary coverage and that any insurance or self-insurance maintained by the City of Stillwater, its officers, council members, agents, employees or authorized volunteers will not contribute to a loss. All insurance shall be in full force prior to commencing work and remain in force until the entire job is completed or the length of time that is specified in the contract. 1. PROFESSIONAL LIABILITY A. Limits (a) $500,000 each claim/$1,000,000 annual aggregate B. Must continue coverage for 2 years after final payment for service/job 2. GENERAL LIABILITY COVERAGE A. Commercial General Liability (a) $1,000,000 general aggregate (b) $1,000,000 products - completed operations aggregate (c) $1,000,000 personal injury and advertising injury (d) $1,000,000 each occurrence limit B. Claims made form of coverage is not acceptable. C. Insurance must include: (a) Premises and Operations Liability (b) Blanket Contractual Liability including coverage for the joint negligence of the City of Stillwater, its officers, council members, agents, employees, authorized volunteers and the named insured (c) Personal Injury (d) Explosion, Collapse and Underground Coverage (e) Products/Completed Operations (f) The general aggregate must apply separately to this project/location 3. BUSINESS AUTOMOBILE COVERAGE A. Limits - $250,000 each person/$500,000 each accident for Bodily Injury and $100,000 for Property Damage OR $500,000 Combined Single Limit for Bodily Injury and Property Damage each accident B. Must cover liability for "Any Auto" - including Owned, Non -Owned and Hired Automobile Liability 4. WORKERS COMPENSATION AND EMPLOYERS LIABILITY - If required by Minnesota State Statute or any Workers Compensation Statutes of a different state. Must carry coverage for Statutory Workers Compensation and Employers Liability limit of: $100,000 Each Accident $500,000 Disease Policy Limit $100,000 Disease - Each Employee 5. ADDITIONAL PROVISIONS * Additional Insured - On the General Liability Coverage and Business Automobile Coverage. City of Stillwater, and its officers, council members, agents, employees, and authorized volunteers shall be Additional Insureds. * Endorsement - The Additional Insured Policy endorsement must accompany the Certificate of Insurance. * Certificates of Insurance - A copy of the Certificate of Insurance must be on file with the City Clerk. * Notice - NOTE: City of Stillwater requires 30 day written notice of cancellation, non- renewal or material change in the insurance coverage. * The insurance coverage required must be provided by an insurance carrier with the "Best" rating of "A -VII" or better. All carriers shall be admitted carriers in the State of Minnesota. Cily of Siollwslgrt212512f2iD_81cAkeyorb\ WsWonamei_ad� 1.11d01 Yi.a,tlll�iYapm CITY OF STILLWATER ORGANIZATIONAL CHART U{y EnynWrF1.1. Wed. Ue.clu GIY h6,11.1.. Pubic 1111141.11. MY/ 410.kariln M anl.nwe• Waw 11 IA leneic. WaI.r 114 Conn..* D.+.bp.altl a.cw Building .1.141 6110n44r4.clx 1 1 6414ry Mapcler 1 Im.rr.pVeua...tll. fM.AWn+ErgN.x W.ne.0 F_,_ c mnl.F *enK. OIMcw Poking EM.e..•11 °Mau e.aKrr olipakha 11 9ecrMrr Q'.pMchu 1 1e§4e170C1I Part time Employees Full-time Employee APPENDIX A - 2 MONTHLY SALARY SCIIEDULE EFFECTIVE: January 1, 2016 - December 31, 2016 After After After After 1040 2080 4160 6240 Hours Hours Hours Hours Entry 6 mos. 1 Year 2 Year 3 Years Asst. Finance Director $5,297 $5,628 S5,959 $6,290 $6,621 Accountant $4,126 $4,384 $4,641 $4,899 $5,157 Sr. Account Clerk S3,659 $3,887 $4,116 $4,344 $4,574 Payroll/HR Technician $3,800 $4,037 $4,274 $4,512 $4,750 Jr. Account Clerk $3,131 $3,327 $3,522 $3,71 8 $3,914 Secretary $3,552 $3,774 $3,996 $4,21 8 $4,440 Clerk/Typist $3,053 $3,244 $3A35 $3,626 $3,817 Secretary/Dispatcher II $3,659 $3,887 $4,116 $4,344 $4,574 Secretary/Dispatcher I $3,596 $3,821 $4,046 $4,271 $4,496 Building Official $5,120 $5,439 $5,760 $6,079 $6,399 Building Inspector $4,378 $4,652 $4,926 $5,199 $5,473 Asst. Building Inspector $3,552 $3,774 $3,996 $4,218 $4,440 Building Maintenance Worker I $2,987 $3,174 $3,361 $3,548 $3,734 Building Maintenance Worker 11 $3,282 $3,488 $3,693 $3,899 $4,104 Building Permit Technician $4,009 $4,210 $4,420 $4,640 $4,872 Community Service Officer $3,131 $3,327 $3,522 $3,718 $3,914 Community Resource Officer $3,131 $3,327 $3,522 $3,718 $3,914 Asst. Planner $3,410 $3,623 $3,836 $4,049 $4,263 Planner I $4,267 $4,533 $4,800 $5,067 $5,333 Planner IT $4,708 $5,002 $5,296 $5,591 $5,885 Parking Enforcement Officer $2,912 $3,094 $3,276 $3,457 $3,640 Civil Engineer $5,298 $5,630 $5,961 $6,292 $6,623 Project Coordinator $5,103 $5,422 $5,742 $6,060 $6,379 Engineering Technician IV $4,645 $4,934 $5,225 $5,515 $5,805 Engineering Technician III $4,150 $4,410 $4,669 $4,929 $5,188 Engineering Technician II $3,710 $3,941 $4,174 $4,405 $4,637 MIS Specialist $5,167 $5,489 $5,812 $6,135 $6,458 IS Technician $4,215 $4,478 $4,741 $5,005 $5,268 Employees shall also receive longevity pay according to Appendix 13 AFSCME Labor Agreement Page 17 APPENDIX 13 MONTHLY LONGEVITY PAY SCHEDULE EFFECTIVE: January 1, 2007 Part time Employees After Alter After After 10,400 2080 4160 6240 Hours Hours Hours Hours or or or or Full-time Employee 5 Years 10 Years 15 Years 20 Years Asst. Finance Director $87,00 $174.00 $261.00 $311.00 Accountant $67.00 $132,00 $198.00 $236.00 Sr. Account Clerk $60.00 $119,00 $179.00 $213.00 Payroll/HR Technician $60.00 $119.00 $179.00 $213.00 Jr. Account Clerk $51.00 $105.00 $155.00 $187.00 Secretary $59.00 $117.00 $176.00 $209.00 Clerk/Typist $51.00 $106.00 $155.00 $187.00 Secretary/DispatcherII $60.00 $119.00 $179,00 $213.00 Secretary/Dispatcher I $59.00 $117.00 $176.00 $209.00 Building Official $83.00 $166.00 $249.00 $298.00 Building Inspector $73.00 $145.00 $217.00 $260.00 Asst. Building Inspector $59.00 $117.00 $176.00 $209.00 Building Maintenance Worker 1 853.00 $104.00 $158.00 $186.00 Building Maintenance Worker II $58.00 $115.00 $173.00 $216.00 Community Service Officer $51.00 $105.00 $155.00 $187.00 Community Resource Officer $51.00 $105.00 $155.00 $187.00 Asst. Planner $59.00 $117.00 $176.00 $209.00 Planner I $73.00 $145.00 $217.00 $260.00 Planner II $86.00 $170.00 $255.00 $305.00 Parking Enforcement Officer $50.00 $101.00 $151.00 $182.00 Civil Engineer $86.00 $172.00 $258,00 $307.00 Project Coordinator $84.00 $168.00 $252.00 $300.00 Engineering Technician IV $79.00 $157.00 $236.00 $285.00 Engineering Technician III $73.00 $145.00 $217.00 $260.00 Engineering Technician II $64.00 $128.00 $192.00 $224.00 MIS Specialist $75.00 $150.00 $225.00 $272.00 IS Technician $65.00 $130.00 8173.00 $202.00 Building Permit Technician $65.00 $130.00 $173.00 8202.00 AFSCME Labor Agreement Page 18 After 15 years One (1) additional day for each year up to twenty years for a maximum of 25 days. 21.2 Employees with two or more weeks vacation due must take all but one week vacation in increments of not less than one week, One week of vacation may be taken in increments of less than one day at the discretion of the department head. 21.3 Vacation periods shall be selected on the basis of seniority unless vacation has been previously approved for another less senior employee. 21.4 If a holiday occurs during the calendar week in which a vacation is taken by an Employee, the Employee shall not be charged for vacation for the holiday. 21.5 Any Employee who is laid off, discharged, retired or separated from the service of the Employer for any reason, prior to taking his vacation, shall be compensated in cash for the unused vacation he has accumulated at the time of separation. 21.6 Vacation time can accumulated up to eighty (80) hours and used in the following year. Vacation in excess of eighty (80) hours at the end of the year shall be paid on the second payday in January at the rate of pay in effect at the end of the previous year. 21.7 A maximum of six (6) weeks vacation may be used during any one (1) calendar year except as provided for in Article 18.6. 21.8 Vacation shall accrue on January 1st immediately preceding the anniversary date of employment. ARTICLE XXII. WAGES 22.1 The following wage schedule shall be in effect: January 1, 2015 January 1, 2016 Maintenance Worker I 818.64 $19.20 Maintenance Worker II $22.10 $22.77 Maintenance Worker III $25.24 $25.99 Maintenance Worker IV $25.53 $26.30 Mechanic $25.20 $25.96 Chief Mechanic $27,02 $27.83 Lead Worker $27.02 $27.83 Local 49ers Labor Agreement Page 12 of 15 Step increases will continue for Employees who are still progressing through the pay steps. 22.2 Employees who are required to work at a higher classification shall receive the rate of pay for the higher classification for the hours assigned to the higher classification. 22.3 Employees who are required to work fifty percent (50%) or more at a higher job classification in a calendar year shall be eligible for reclassification. 22.4 There shall be twenty-six (26) pay periods each year. The City shall compensate Employees for all hours worked. A minimum thirty (30) days notice shall be given to Local 49 and all affected Employees prior to any pay period or payday changes. 22.5 Uniforms shall be provided for Employees for outside work. 22.6 The Employer shall pay a longevity bonus on the first day in December according to the following monthly longevity pay schedule and will equalize Lead Worker and Chief Mechanic longevity pay rates; Years of Service* 5 10 15 20 Maintenance Worker I 43.51 86.99 130.50 154.89 Maintenance Worker II 52.00 103.97 155.96 185,66 Maintenance Worker III 60.48 120.94 181.42 216.42 Maintenance Worker IV 62,60 125.19 187.79 223.86 Mechanic 62,60 125,19 187.79 223.86 Chief Mechanic 63.65 127.31 190.96 228.10 The longevity pay bonus shall be based on years of service with the Employer and shall be equal to the number of months the Employee was eligible to receive longevity pay times the scheduled amount. If an Employee becomes eligible to receive longevity pay for only a portion of a month, the longevity pay for that month shall be determined by dividing the monthly longevity pay by the number of actual working days in the month. 22.7 Any Employee who is currently assigned to the sewer department and who has a current Class SB Wastewater Facility Operator License shall receive a monthly payment of 550, Said monthly payment shall not be used to calculate overtime pay, longevity pay, holiday pay or any other type of premium pay, shall be paid only to Employees currently assigned to the sewer department and shall cease upon revocation or expiration of the Class SB license. Local tigers Labor Agreement Page 13 of 15 APPENDIX A-2 Annual Salary Schedule Effective January 1, 2016 - December 31, 2016 CLASSIFICATION Entry 1 Year 2 Year 3 Year 4 Year City Engineer/Public Works Director $92,935 $101,135 $103,867 $106,602 $109,335 Asst City Engineer 77,115 83,919 $86,188 $88,456 $90,724 Public Works Superintendent $76,244 $82,972 $85,215 $87,456 $89,699 Asst, Public Works Superintendent $68,594 $74,646 $76,663 $78,681 $80,698 Community Development Director $88,866 $96,707 $99,321 $101,936 $104,549 Police Chief $94,763 $103,125 $105,912 $108,699 $111,486 Police Captain $83,600 $90,976 $93,436 $95,894 $98,353 Fire Chief $88,624 $96,444 $99,052 $101,658 $104,264 Asst. Fire Chief $73,735 $80,241 $82,410 $84,578 $86,747 City Clerk $66,245 $72,090 $74,038 $75,987 $77,935 Information Systems Manager $81,363 $88,542 $90,935 $93,327 $95,721 Finance Director $92,405 $100,560 $103,278 $105,996 $108,713 Employees shall be paid according to employee's length of service in a classification. Page 14 of 15 APPENDIX B STILLWATER PUBLIC MANAGERS ASSOCIATION MONTHLY LONGEVITY PAY SCHEDULE After After After After 5 Years 10 Years 15 Years 20 Years City Engineer/Public Works Director 103 202 301 352 Assistant City Engineer 84 173 260 303 Public Works Superintendent 84 173 260 303 Assistant Public Works Superintendent 78 157 237 276 Community Development Director 99 196 293 342 Police Chief 99 196 293 342 Police Captain 95 185 280 325 Fire Chief 95 185 280 325 Assistant Fire Chief 80 161 243 282 Information Systems Manager 80 161 243 282 City Clerk 68 138 206 239 Finance Director 95 190 285 332 Longevity pay shall be based on the employee's total full-time years of employment in any job classification, or any combination of job classifications, covered by the Stillwater Public Manager's Association Labor Agreement. If an employee becomes eligible to receive longevity pay for only a portion of a month, the longevity pay for that month shall be determined by dividing the monthly longevity pay by the number of working days in the month and multiplying that rate by the number of days actually worked during the month. Page 15 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. 8278.00 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 12of15 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 Effective January 1, 2016 70% of Top Patrol 75% of Top Patrol 80% of Top Patrol 90% of Top Patrol $$5,806.41 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 14of15 APPENDIX A The following wage schedule shall be in affect: Effective Effective January 1, 2015 January 1, 2016 $6,820 $7,025 LELS (Local No. 264) Labor AQreamont Page 15 of 17 APPENDIX B MONTHLY_.1..QNQBV1TY SCHEDULE The following longevity schedule shall be in effect: Effective January 1, 2010 After 5 Years $ 92 After 10 Years $186 After 15 Years $278 After 20 Years $326 LELS (Local No. 254) Labor Agreement Page 16 off/ Stillwater Public Library AFSCME Contract 2015 Schedule A: Wages Classification Entry 1040 Hours 2080 Hours 4160 Hours 6240 Hours Aide 13.18 13.84 14.53 14.81 16.02 Custodian I 16.81 17.89 18.97 20.02 21.08 Custodian II 18.51 19.67 20.86 22.01 23.16 Library Assistant 1 17.23 18.33 19.42 20.48 21.58 Library Assistant 11 18.23 19.39 20.50 21.64 22.78 Secretary Library Associate 20.69 21.99 23.27 24.59 25.87 Librarian I 23.98 25.49 26.96 28.47 29.97 Schedule A: Wages Monthly Longevity Payments Schedule B Longevity Scale 2015 After After After After 10,400 Hrs. 20,800 Hrs. 31,200 Hrs. 41,600 Hrs. 5 Yrs. 10 Yrs. 15 Yrs. 20 Yrs. Aide 56 110 165 196 Custodian I 60 118 177 212 Custodian II 60 118 177 212 Library Assistant I 61 121 180 216 Library Assistant II 64 128 192 231 Secretary Library Associate 72 144 216 261 Librarian I 84 168 251 303 Part-time employees shall be paid on a pro -rata basis as determined by dividing the appropriate monthly longevity pay by 173.3 hours and multiplying the result by the hours worked per month. SAMPLE CITY OF STILLWATER POSITION DESCRIPTION Position Title: Secretary Department: Administration/Finance Accountable to: City Clerk Position Supervised: None PRIMARY OBJECTIVE Responsible for the performance of moderately complex, difficult, and varied clerical duties which require judgment based on knowledge gained through experience. Provides clerical support to departments as assigned. ESSENTIAL FUNCTIONS Uses windows -based word processing and spreadsheet computer applications to type letters, memorandums, spreadsheets, reports, forms, charts, notices, bulletins, meeting agendas and minutes and records from rough drafts, dictating machines, verbal instructions or procedures. Perform a variety of moderately complex clerical tasks such as compiling, calculating and preparing special reports, maintaining records, processing index cards. Provide clerical support during recruitment of new employees. Perform a variety of registration, licensing and permit issuance and related duties including banner permits, peddler registrations and assistance with tobacco and/or liquor licensing. Maintains classification system for filing including weekly filing, updating index and destroying or distributing old files according to data retention guidelines. Perform a variety of duties related to cashiering and receiving incoming monies. May assist City Clerk in election activities including preparing documentation, typing training materials and assisting at polling locations. Maintain inventory of office supplies for various departments including maintaining a checklist of supplies needed. Responsible for monitoring and contacting of service representatives for the maintenance of copy machines, typewriters, Fax machines and postage machine. Provide primary backup coverage of reception desk including answering and routing incoming calls, routine assistance to the public, answering inquiries, and processing applications for dog licenses, parking permits and bike registrations. Prepare and distribute Council meeting information including typing, editing and distributing minutes, preparing proceedings, distributing ordinances and assisting with preparation of Council packets and indexing minutes. Perform a variety of clerical tasks for the Boards and Commissions including preparing and distributing meeting materials for the Charter Commission, Human Rights Commission and Parks and Recreation Board, preparing letters for vacancies and processing oaths of office. Performs special projects for other departments as assigned. Performs other duties and assumes other responsibilities as are apparent or delegated. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION AND EXPERIENCE Minimum Qualifications High school graduate or equivalent and post -secondary courses in typing and commercial/secretarial subjects and three to five years experience in responsible clerical work. Working knowledge of and considerable experience with personal computer software, including Windows and spreadsheet and word-processing applications. Ability to type 60 words per minute. KNOWLEDGE, SKILLS AND ABILITIES Skilled in the typing of letters, documents and reports, etc. Considerable knowledge of English, spelling, punctuation, arithmetic and vocabulary. Knowledge of general office practices and procedures. Knowledge and experience in transcribing from dictation equipment. Ability to work independently and use good judgment without requiring immediate supervision. Ability to show organization in completing work assignments and performance of duties Ability to understand and carry out moderately complex oral and written instructions Ability to deal with the public in a tactful and courteous manner. Knowledge of modern office equipment, procedures and clerical practices and procedures. Proficient in the operation of personal computers including knowledge of Windows, and word processing and spreadsheet programs such as Microsoft Word, Access, and Excel. Ability to work effectively and cooperatively with other employees, vendors and agencies. SPECIAL REQUIREMENTS None. TOOLS AND EQUIPMENT USED Communications switchboard, including computer aided systems; personal computer and word processing software including the Microsoft Office Suite (Word, Excel, Access, Outlook); copy machine; fax machine; and microfilm reader. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. EXAMPLES OF PERFORMANCE CRITERIA Ability to carry out assigned tasks in an efficient, timely and accurate manner. Ability to maintain records and files to prepare reports from such record. Ability to make accurate arithmetic computations. Ability to follow procedures and practices. Skill in the operation of a typewriter, dictating/transcribing equipment and personal computer. Ability to establish and maintain effective working relationships with other employees and the public and to deal with public relation problems courteously and tactfully. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; job related tests may be required. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. Human Resources Date Department Head Date iliwater 'HF R R T H PLACE OF M i N N E S O [ A. STANDARD CONTRACT AGREEMENT THIS AGREEMENT, is made this day of , by and between the City of Stillwater, Washington County, Minnesota (hereinafter called the "City") and (hereinafter called "Contractor"). 1. The Work. The Contractor agrees to perform . 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 2. Payment. This work, including all labor, materials and equipment needed to accomplish the 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 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 and a Notice to Proceed is issued by the The insurance protection will have the following limits: A. $1,500,000 for any number of claims arising out of a single occurance, 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 must be done according to the terms of the project's IN WITNESS WHEREOF, the parties have set their hands this day of , 2015. CITY OF STILLWATER STATE OF MINNESOTA COUNTY OF WASHINGTON By: Ted Kozlowski, Mayor By: Diane F. Ward, City Clerk ) ss. The foregoing instrument was acknowledged before me this of , 2015 by Ted Kozlowski, Mayor and Diane F. Ward, City Clerk for the City of Stillwater. CONTRACTOR STATE OF MINNESOTA ) COUNTY OF Notary Public Commission Expires: Commissioned At: ) ss. 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: pater Administration Date: February 12, 2016 TO: Mayor and Council FROM: Tom McCarty, City Administrator Qy1 A. SUBJECT: Assigning $75,000 Within The City General Fund Balance For Economic Development in 2016 BACKGROUND The City's adopted 2014 budget included a $50,000 appropriation for economic development. No funds were expended in 2014 from the economic development appropriation. Again in 2015, the City's adopted budget included a $25,000 appropriation for economic development. Once again, no funds were expended from the economic development appropriation in 2015. During 2015, the City Council adopted a strategic plan that identified an initiative to develop an economic development strategy. It is likely that professional technical assistance will be necessary to assist the City in reviewing and considering an economic development strategy. As well as conducting economic development planning actives reuse studies, Phase I environmental analysis of properties for City acquisition for economic development, and similar needs. The previous 2014 and 2015 appropriations for economic development were anticipated to be available in 2016 as the City moves forward with economic development activities. However, the City Council did not formally include the carryover of the 2014 and 2015 appropriations (totaling $75,000) within the 2016 adopted budget. As a result, the unexpended economic developments funds have lapsed to the City's general fund balance. In order for the $75,000 economic development funds to be available in 2016, the City Council must "earmark" those funds by passing a resolution assigning $75,000 within the City's general fund balance for economic development in 2016 RECOMMENDATION: The proposed Resolution Assigning $75,000 Within The City General Fund Balance For Economic Development in 2016 will allow the City to expend funds for economic development needs in 2016. Staff recommends approval of the attached resolution to assist the City with economic development needs in 2016 including development of a City economic development strategy. There is no fiscal impact resulting from the adoption of this resolution entitled "Assigning $75,000 within the City General Fund Balance for Economic Development in 2016." RESOLUTION 2016-036 ASSIGNING $75,000 WITHIN THE CITY GENERAL FUND BALANCE FOR ECONOMIC DEVELOPMENT IN 2016 WHEREAS, the adopted Stillwater Strategic Plan identifies an initiative to develop an economic development strategy for the City; and WHEREAS, the adopted 2014 budget for the City of Stillwater included an appropriation of $50,000 within the Mayor/City Council account for economic development needs and the adopted 2015 budget for the City of Stillwater included an appropriation of$25,000 within the Mayor/City Council account for economic development needs and no city funds were expended for economic development activities in 2014 or 2015; and WHEREAS, the adopted 2016 budget for the City of Stillwater inadvertently did not carryover the unexpended 2014 and 2015 economic development appropriations of $50,000 and $25,000 respectively, and the unexpended funds have lapsed to the City general fund balance; and WHEREAS, development of a City economic development strategy remains a 2016 priority and assignment of the unexpended 2014 and 2015 economic development appropriations totaling $75,000 within the City general fund balance for economic development will assist in the creation of an economic development strategy for Stillwater. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Stillwater hereby assigns $75,000 within the general fund balance for economic development for 2016. ADOPTED BY THE CITY COUNCIL OF THE CITY OF STILLWATER this this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION NO. 2016-037 A RESOLUTION AMENDING RESOLUTION 98-75, RESOLUTION ESTABLISHING LIBRARY TRUST FUND WHEREAS, during a review of accounts held by the City of Stillwater in Trust or for the benefit of the Stillwater Public Library it was revealed that the balance funds in the Minerva Fund (the "Minerva Fund") was less than was deposited in that fund, even though the fund was created with the restriction that interest only be "spent on uses central to the Library's mission, and: WHEREAS, the Minerva Fund was established by City Council Resolution 98-75 with an initial deposit to the Fund of $63,700, part of which was the sum of $50,000 which had been bequeathed to the Library by the Estate of Lolita Paulson as an unrestricted gift (the "Paulson Gift"), and; WHEREAS, when the Library Board requested that the Paulson Gift be held in the Minerva Fund, the Library Board was unaware of the condition that the City Council would include in Resolution 98-75, that interest only could be spent for Library purposes since the Paulson Gift was unrestricted, and: WHEREAS, on December 12th, 2006 at a regular meeting of the Library Board, action was taken to request the City to move the $50,000 Paulson Gift from the Minerva Fund to the Construction Fund, since the Library Board was unaware of the "interest only" restriction that were contained in the Resolution, and; WHEREAS, after due consideration the City granted the request of the Library Board and released the Paulson Gift funds to the Construction Fund for the payment of construction costs associated with the Library expansion construction, and; WHEREAS, the correction of Resolution 98-75 is necessary to recognize the true intent of the Library Board and the City Council since neither intended that a gift with no restrictions be placed in a Fund that allowed only the spending of interest; NOW THEREFORE BE IT RESOLVED, as follows: 1. That Resolution 98-75 be amended to restate the third paragraph to read as follows: "WHEREAS, except for the funds from the Lolita Paulson estate in the amount of $50,000, the balance of the initial deposit have been given to the Library by donors who requested that the funds be invested and that only the interest be spent on uses central to the Library's mission; and that the funds from Paulson Gift remain unrestricted to allow that both principal and interest of the Paulson Fund be spent of uses central to the Library's mission, and; that this amendment be effective NUNC PRO TUNC on the 7th of April, 1998. Enacted by the City Council of the City of Stillwater this 2nd day of February, 2016. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, Clerk RESOLUTION 2016-038 RESOLUTION OF THE CITY OF STILLWATER, MINNESOTA SUPPORTING PROPOSED LEGISLATION TO AUTHORIZE THE COUNTY OF WASHINGTON TO CONFER ECONOMIC DEVELOPMENT POWERS UPON THE WASHINGTON COUNTY HOUSING AND REDEVELOPMENT AUTHORITY BACKGROUND RECITALS WHEREAS, the Washington County Housing and Redevelopment Authority (the "WCHRA") is a county housing and redevelopment authority created and existing under Laws 1974, Chapter 475, as amended, which provides and maintains affordable, decent, and safe housing opportunities in Washington County ; and WHEREAS, in May of 2014 the County adopted an Economic Development Strategic Plan (the "Economic Development Strategic Plan") and based on the Plan, the County has determined that the WCHRA should have primary responsibility for economic development activities on behalf of the County; and WHEREAS, proposed legislation has been prepared which would authorize the County Board by resolution to confer on the WCHRA the powers of an economic development authority (the "Proposed Law"), thus enabling the County to address economic needs as identified in the Economic Development Strategic Plan, and the County Board has determined to include the Proposed Law as part of the County's legislative initiative for the 2016 Legislature; and WHEREAS, adoption of the Proposed Law would empower the WCHRA to undertake economic development activities not authorized by the current WCHRA enabling law, such as, by way of illustration, implementing County marketing and public relations programs relating to economic development, conducting economic development studies to document the need for financial assistance programs, and carrying out financial assistance programs for economic development purposes; and WHEREAS, the Proposed Law would retain the existing County Board consent process for establishing the WHCRA's housing and redevelopment authority levy under Minnesota. Statutes, Section 469.033, subdivision 6, and would preclude the WCHRA from imposing any concurrent or separate economic development authority levy otherwise authorized under Minnesota Statutes, Section 469.107; and WHEREAS, consistent with existing requirements of the WCHRA's enabling law for local approval of housing projects and redevelopment projects, the Proposed Law would require municipal location and project approval for development districts and economic development projects; and WHEREAS, in order to appropriately reflect the combined housing, redevelopment and economic development powers to be conferred, the Proposed Law would change the name of the WCHRA to the Washington County Community Development Agency; and WHEREAS, the Proposed Law would affect no change in the current structure or composition of the WCHRA Board of Commissioners; and WHEREAS, the Proposed Law would authorize the County to offer tax -forfeited real property to the WCHRA on the same basis as such parcels are offered to a County department; and WHEREAS, the City Council of the City of Stillwater, Minnesota, finds that enactment by the Legislature of the Proposed Law, and the carrying out of economic development activities by the WCHRA in the County, including in the city of Stillwater, pursuant to the Proposed Law, would be in the public interest and would afford substantial benefit to the residents, businesses, citizens and taxpayers of the city of Stillwater; and WHEREAS, the County, the WCHRA and the City of Stillwater contemplate that the WCHRA and the City of Stillwater will work together as partners in carrying out economic development activities within the city of Stillwater which will be complementary and non - duplicative. NOW THEREFORE BE IT RESOLVED, the City Council of the City of Stillwater, Minnesota adopts this Resolution supporting the proposed legislation as attached and described above, in furtherance of economic development activities by the WCHRA on behalf of Washington County. Adopted by the Stillwater City Council this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Sec. 1 Laws 1974, Chapter 475, section 1, is amended to read: Section 1. WASHINGTON COUNTY; COMMUNITY DEVELOPMENT AGENCY _ . There is created in Washington county a public body corporate and politic, to be known as the Washington county housing -and redevelopment authority community development agency, having all the powers and duties of a county authority under the provisions of Minnesota Statutes, Sections 469.001 to 469.047, and all powers of a county housing and redevelopment authority under any other provisions of Minnesota law. and Sections 469.001 to 469.047 and 469.090 to 469.1081 apply to the county of Washington. For purposes of applying sections 469.090 to 469.1081 to Washington county, the county is considered to be the city and the county board is considered to be the city council. Sec. 2. Laws 1974, chapter 475, section 2, subdivision 1, is amended to read: Subdivision 1. This act shall not limit or restrict any exiting housing and redevelopment authority or city economic development authority. The jurisdiction and area of operation of the Washington county community development agency housing and redevelopment authority includes all of the area within the territorial boundaries of the county and includes the areas within the boundaries of every city in the county and the areas of operation of city housing and redevelopment authorities and city economic development authorities in the county, whenever created, and notwithstanding any provision of Minnesota Statutes, sections 469.005, subdivision 1, or 469.008, subject, however, to Section 3. The jurisdiction and area of operation of the Washington county community development agency • :. ' - . • . shall not be affected by any concurrence by the Washington county community development agency housing and redevelopment authority under section 469.004, subdivision 5. - j 1 - Sec. 3. Laws 1974, chapter 475, section 2, subdivision 2, is amended to read: Subdivision 2a. A municipal housing and redevelopment authority may request the Washington county community development agency housing and redevelopment authority to handle the housing duties of the authority and, in such an event, the Washington county community development agency housing and redevelopment authority shall act and have exclusive jurisdiction for housing in the municipality pursuant to the provisions of the municipal housing and redevelopment act, Minnesota Statutes, Sections 469.001 to 469.047 462744-1—to /162.711, and acts amendatory thereof. A transfer of duties relating to housing shall not transfer any duties relating to redevelopment. Subdivision 2b. A municipal economic development authority may request the Washington county community development agency to handle the economic development, housing or redevelopment, duties of the authority and, in such an event, the Washington county community development agency shall act and have exclusive jurisdiction for such duties in the municipality pursuant to the provisions of the economic development authorities act, Minnesota Statutes, Sections 469.090 to 469.1080 462.41 to ^62.7 , and acts amendatory thereof. Sec. 4. Laws 1974, chapter 475, section 3 is amended to read: Sec. 3. MUNICIPAL APPROVAL. Subdivision 1. Housing and redevelopment projects. If any housing or redevelopment project is undertaken in Washington county pursuant to this authorization, and the project is within the boundaries of any statutory or home rule charter city or township, the project and the location of the project shall be subject to approval by the governing body of the city or township. The procedures in section 469.007, subdivision 2, shall apply to the governing body project and location approvals required by this section.44111 Subdivision 2. Economic development projects. If any development district or economic development project is undertaken in Washington county pursuant to this authorization, and the project is within the boundaries of any statutory or home rule charter city or township, the project shall be subject to the planning, zoning, sanitary, and building laws, ordinances, and regulations applicable to the locality in which the project is situated, and, in addition, prior to the exercise of any powers under Minnesota Statutes, Sections 469.090 to 469.1080 within the boundaries of the city or township with respect to a proposed project or the proposed site thereof, the project and the location of the project must receive prior authorization by resolution of the governing body of the city or township. Sec. 5. Laws 1974, chapter 475, section 2 is amended by adding a subdivision to read: Subdivision 4. Washington county community development agency. (a) After December 31, 2016, the Washington county housing and redevelopment authority shall be known as the Washington county community development agency. In addition to the other powers granted in this section, the Washington county community development agency shall have the powers of an economic development authority under sections 469.090 to 469.1081 that are granted to the agency by resolution adopted by the Washington county board of commissioners, except as provided in paragraph (b). The enabling resolution may impose the limits upon the actions of the agency that are listed in paragraph (c). The agency may exercise any of the powers granted to it under sections 469.001 to 469.047 and any of the powers of an economic development authority granted to it by the Washington county board of commissioners for the purposes described in these sections. (b) The Washington county community development agency may not levy the tax described in section 469.107, but with the approval of the Washington county board may increase its levy of the special tax described in section 469.033, subdivision 6, to any higher limit authorized under section 469.107. The money in the housing and redevelopment project fund under section 469.033, subdivision 6, may be expended by the Washington county community development agency for the purposes of sections 469.001 to 469.047 or sections 469.090 to 469.1081. (c) The enabling resolution may impose the limits upon the actions of the agency as may be imposed by a municipality under section 469.092, except that the resolution adopted under paragraph (a) may not impose any limitations on the authority's exercise of its powers under sections 469.001 to 469.047. (d) Section 469.1082 does not apply to the county of Washington. Sec. 6. Laws 1974, chapter 475, section 2, is amended by adding a subdivision to read: Subdivision. 5. Offers of tax -forfeited lands. Notwithstanding any other law, Washington county may offer to the Washington county community development agency, under the conditions and policies established by the county, nonconservation tax -forfeited land prior to making the properties available to cities in Washington county. Sec. 7. EFFECTIVE DATE. This section is effective the day after the governing body of Washington county and its chief clerical officer timely complete their compliance with Minnesota Statutes, section 654.021, subdivision 2 and 3. _ 820053.DOCX RESOLUTION NO. 2016-039 APPROVING ADDITIONAL APPOINTMENTS TO DOWNTOWN PLAN ADVISORY COMMITTEE WHEREAS, a major component of the Downtown Plan Update will be the creation of an advisory committee which is to be known as the Downtown Plan Advisory Committee will serve for about a year beginning in February or March 2016; and WHEREAS, under the guidance of a team of consultants and the City's Community Development Director, the committee will evaluate various materials and offer advice as work progresses on updating the Downtown Plan; and WHEREAS, the final work product from the committee and consultant team will be a draft of the Downtown Plan that is forwarded to the Planning Commission and City Council; and WHEREAS, Resolution 2016-017, approving the list of committee members, was incomplete and additional members need to be added to that list, those members are as follows: Heritage Preservation Commission Member, Reggie Krakowski Chris Kohtz Chuck Dougherty NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby approves the above additional applicants to serve on the Downtown Plan Advisory Committee, for a total of 22 members. Adopted by the Stillwater City Council this 16th day of February, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk ter Administration Date: February 12, 2016 TO: Mayor and Council FROM: Diane Ward, City Clerk SUBJECT: 2016 Farmer's Market Event & Contract Attached is the 2016 Farmer's Market Event application and draft contract. The event will be similar to years past, however they are requesting use of the eastern parking spots of the parking lot which is outside the approved area that was approved. April 19, 2011 (see attached City colored drawing & minutes). There has been confusion over the years on what was approved (their map - black & white), to eliminate that confusion on what can be used for this event. Staff is requesting that Council address the "added parking" aspect of the event. The event pays for 1/3 of the portable restroom located at the Riverview Lot. They also request an additional trash container on their event days. Staff recommends that the Event Organizer be charged for extra trash container according to the 2016 fee schedule. The due date for insurance and fees would be May 13, 2016. ACTION REQUIRED: Discussion on the additional parking spaces on the east side of the Riverview Lot and if Council wishes to approve the special event and contract they should pass a motion adopting a resolution entitled "Approval of 2016 Cruisin' on the St. Croix Special Event and Contract", with the designation of the area that is to be used during the Farmer's Market event. APPROVING 2016 SPECIAL EVENT AND CONTRACT FARMER'S MARKET BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the 2016 Farmer's Market Special Event and Contract between the Stillwater Farmer's Market Association and the City of Stillwater is hereby approved and authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of Stillwater this 16th day of February, 2016. Ted Kozlowski Mayor Diane F. Ward, City Clerk DRAFT STILLWATER FARMER'S MARKET 2016 AGREEMENT THIS AGREEMENT made this day of , 2016 between the CITY OF STILLWATER, Washington County, Minnesota ("City") and STILLWATER FARMER'S MARKET ASSOCIATION, c/o Beverly Friendt, its President, 3503 Long Lake Road E, Pine Springs, MN 55115 ("Farmer's Market"). 1. Location. The City of Stillwater has authorized the Farmer's Market to use the parking lot located on the corner of Third and Pine Street (aka Riverview Parking Lot — 45 spaces as shown on the attached map — approved 4-19-2011) for the purpose of conducting a farmer's market where vendors will offer agricultural goods and related merchandise for sale to the public. Substantial changes in the layout/format/duration of the Event will not be made by the Organizer at any time without advanced notice to the City. 2. Dates and Hours of Event. Operations are limited as follows: a. Saturdays, June 11 through October 31 of the year 2016 b. Setup: 6:00 a.m. c. Event: 7:30 a.m. — 12:00 p.m. (Noon) 3. Insurance, Hold Harmless, and Indemnity. Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement; and further, Organizer agrees to provide to the City evidence of insurance coverage of at least the amount of the maximum liability of the city as set forth from time to time in Minnesota Statutes Section §466.04, covering claims that might be brought against them that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear" by no later than three (3) weeks before the event. 4. Signs. Market signage must be approved by the Community Development Director including the size and location of signs and banners. 5. Parking Lots. Organizer is aware and will inform all vendors and event participants that staking into the asphalt, etc. is not allowed (any damage repair will be paid for by the organizer). 6. Portable Toilets. The City will provide a toilet for use of vendors and patrons throughout the period of their use. The portable toilet will be located in the upper parking lot on Fourth Street. The Farmer's Market shall reimburse the City for one—third (1/3) of the seasonal costs of the portable restroom and extra trash container, which is due three (3) weeks before the start of the events. Approved by the City of Stillwater under authority of the City of Stillwater. CITY OF STILLWATER Ted Kozlowski, Its Mayor ATTEST: Diane F. Ward, Its City Clerk STILLWATER FARMER'S MARKET ASSOCIATION By Beverly Friendt, Its President STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this day of , 2016, before me, a Notary Public within and for said County, appeared Ted Kozlowski and Diane F. Ward, to me personally known who, being duly sworn, did say that they are the Mayor and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota municipal corporation. STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON Notary Public The foregoing instrument was acknowledged before me this day of , 2016, by Beverly Friendt, the President and duly authorized agent for Stillwater Farmer's Market Association. Notary Public Administration To: Mayor & City Council From: Diane Ward, City Clerk Date: 2/12/2016 Re: Cruisin' on the St. Croix Special Event & Contract Attached is the application and draft contract for the 2015 Cruisin 'on the St. Croix. This event is no longer associated with the Greater Stillwater Area Chamber of Commerce (non-profit). The event is now managed by Frank Fabio, Maple Island Brewing (for-profit). Mr. Fabio is proposing that the vintage and hot rod car show would be held from 4 p.m. to 9 p.m. on 14 Wednesday evenings from June 1 - August 31. Note: Last year the event did not take place the Wednesday before Log Jam Days. Last year Mr. Fabio (taking over for Scott Zahren) placed the live music on the Maple Island Brewing patio in back behind the railing with amplification facing the river (see attached photo of location) rather than in amphitheater in Lowell Park. It provided the band shelter during inclement weather and projected sound away from residential areas. The organizer is proposing to use Lot 4, 5, 9, 10 and 11 (Lot 9 would be for vendors), the rest for participant cars (see attached map for location of lots.). Mr. Fabio is requesting to place a tent on parking spots Mulberry Street and Myrtle Street for check-in station for the cars participating in the event. However, the tent on Mulberry Street should not impede use by patrons of PD Pappy's, Marina and City Parking Lot. The Parking Commission did not review these 2 spaces, however staff feels that these 2 spaces for 8 events should be charged for as well. The Event was presented at the Downtown Parking Commission and the recommendations are as follows: The commission recommended that only 8 of the 14 event dates be approved. Specifically, they recommended approval of 6/1, 6/15, 6/29, 7/6, 7/30, 8/3, 8/17 and 8/31. They recommended denial of the rest. They also recommended that the full $3 fee per space be charged. This would be a total fee of $3,816 for the 8 event dates. If the council approves a reduction to $1.50 per space (as they have done for the Chamber the last several years), then the total fee for the 8 events would be $1,908. If this is the approved rate, then the table below would summarize Council approvals/charges to the event to the Chamber over the past few years. 2013 2014 2015 2016 Parking spaces 109 111 159 159 # of event dates 13 13 9 8 Cost per date $154.50 $166.50 $238.50 $238.50 Cost per space $1.42 $1.50 $1.50 $1.50 Total cost $2,008.50 $2,164.50 $2,146.50 $1,908 In the past, the City provided the supplies and the Organizer is responsible for maintaining, cleaning, security and supervision of the restroom. Unfortunately, some of the events have not provided this and the City's restrooms were not kept presentable for public use. It is proposed that should the Event Organizer not be able to provide this service, the City would provide a staff person or contractor for the restrooms with the Organizer to pay the associated costs. Staff recommends that the Parking Commission's recommendation be accepted and that the Event Organizer be charged for services and materials rendering according to the 2016 fee schedule. The due date for insurance and fees would be May 13, 2016. ACTION REQUIRED: Consideration of the Parking Commission's/staff recommendations and if Council wishes to approve the special event and contract they should pass a motion adopting a resolution entitled "Approval of 2016 Cruisin' on the St. Croix Special Event and Contract". Image capture: Aug 2013 © 2016 Google Stillwater, Minnesota Street View - Aug 2013 https://www. google.com/maps/@45.0583068,-92.806183,3a,90y,256.78h,85.27t/data.=! 3m6... 2/9/2016 APPROVING 2016 SPECIAL EVENT AND CONTRACT CRUISIN' ON THE ST. CROIX BE IT RESOLVED, by the City Council of Stillwater, State of Minnesota, that the 2016 Cruisin' on the St. Croix Special Event and Contract, between the Frank Fabio, Maple Island Brewing and the City of Stillwater is hereby approved and authorizes the Mayor and City Clerk to sign the contract. Adopted by the City Council of the City of Stillwater this 16th day of February, 2016. Ted Kozlowski Mayor ATTEST: Diane F. Ward, City Clerk DRAFT 2016 STILLWATER CRUISIN' ON THE ST. CROIX CAR SHOW THIS AGREEMENT between the City of Stillwater, Washington County, Minnesota ("City"), in conjunction with the 2016 Stillwater Cruisin' on the St. Croix Car Show part of a community wide celebration of the City (the "Event"); and Frank Fabio, Maple Island Brewing LLC, 225 Main Street N, Stillwater, MN 55082, a Limited Liability Company (Domestic) ("Organizer"). 1. Car Show. The City has encouraged this hot rod and vintage car show in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City. Substantial changes in the layout/format/duration of the Event will not be made by the Organizer at any time without advanced notice to the City. 2. Dates and Hours of Event. Operations are limited as follows: Setup: Wednesdays - 6/1, 6/15, 6/29, 7/6, 7/30, 8/3, 8/17 and 8/31 (8 dates) 6 a.m. - 8 a.m. Event: Wednesdays - 6/1, 6/15, 6/29, 7/6, 7/30, 8/3, 8/17 and 8/31 (8 dates) 4-9 p.m, Cleanup: After the above listed events - 9 p.m. - 10 p.m.. 3. Event/Alcohol. No alcohol will be served during this Event and no Other Alcohol or Coolers are allowed. 4. Signs. The Organization will post signs, the number and content of which must be approved by the City Police Chief, describing the regulations prohibiting liquor as well as the prohibition against participants bringing their own liquor into the parking lots. 5. Noise Control. The Event is responsible to control the noise emanating from the Area at a level that will not interfere with the peace and repose of the residential area on the bluffs on the north, west and south edges of the downtown. 6. Police Power. The City reserves the right to order a shutdown of the Area in the Event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. In that Event, the Organization must assist the police in the clearing of the Area. 7. Use of Parking Lots. THE ORGANIZER IS AWARE AND WILL INFORM ALL VENDORS AND EVENT PARTICIPANTS THAT STAKING INTO THE ASPHALT, ETC. IS NOT ALLOWED (ANY DAMAGE REPAIR WILL BE PAID FOR BY THE ORGANIZER). i. The Event is given use of Lot 4, 5, 9, 10, and 11, as approved by the Parking Commission. The Organizer agrees to pay the City for the use of the parking lot according to the 2016 parking space fees determined by the Downtown Parking Commission and City Council. ii. A tent is allowed on Mulberry Street and Myrtle Street for check-in station for the cars participating in the event. Tents should not impede use by patrons of PD Poppy's, Marina and City Parking Lot off Mulberry. 8. City Costs (based on the 2016 fee schedule). Organizer will prepay the City for the estimated costs of the City Police Department, Public Works Department, and Fire Department estimated as determined by the City Administrator for city services needed to safely conduct and maintain the Event or any supporting activities. The payment of estimated costs and costs incurred at the time of the billing (i.e. neighborhood meeting expenses and/or city equipment) shall be received by the City no later three (3) weeks before the Event. Failure to make the payment will result in the cancellation of the Event. 9. In the event of a cancellation of this Event after the deposit is made, the City will be entitled to deduct actual out of pocket costs incurred in preparation for the Event, before returning the balance to Organizer. 10. Park Property. The Organizer shall ensure that no vehicles drive on the City's park property. In the event that damages occur to the City's property, the Organizer shall pay for any restoration of the park as determined by the City. 11. Trail. The bicycle and pedestrian trail from Laurel Street to Nelson Street must remain open and unobstructed (no vehicles, trailers etc.) for the public during the Event. The Organizer shall pay for any restoration of the trail caused by the Event, as determined by the City. 12. City Services. The type and amount of materials needed for the Event will be determined by the Public Works toilets to augment the existing facilities, barricades for parking lot closure, trash removal and electricity for vendors. The Organizer may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater Event permit fee schedule. a. City Public Restrooms. City Public Restrooms on the Pedestrian Walkway will remain open during the Event and the City will supply and equip the restroom, however, the Event Organizer will be responsible for maintaining, cleaning, security and supervision for the restrooms. If the Event Organizer does not have the manpower to maintain the public restrooms, the City will provide staffing or a contractor with the costs (overtime rate) to be invoiced to the Event Organizer. The City shall be notified 2 weeks in advance of the Organizer's intent on maintaining the City restrooms. b. Barricade Placement. The Organizer shall place reflective standard barricades no later than 8:00 a.m. on Event Dates at the parking lot entrances on Lot 4, 5, 9, 10, and 11 as designated by the Public Works Department. This will inform users of the parking lot closure for the Event. Organizer must keep Mulberry Street open for use by PD Pappy's, Marina and City Parking Lot. c. Trash Enclosures. The Organizer shall furnish dumpsters or roll -off boxes and trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event. The Organizer shall make certain that all trash is picked up during and after Event daily. The Organizer shall remove any excessive garbage that does not fit within the receptacles and dispose in trash dumpsters. The City reserves the right to require additional receptacles should the Organizer not remove excess garbage from the Event. d. Electricity and Water. Each electrical box needed for the Event will be opened by the City on the Event Dates, 2015. The Organizer shall be charged for the use of each electrical box according to the permit fee schedule. Organizer agrees to meet with the City and/or the State electrical inspector a minimum of 1 week prior to event to ensure all vendors using electrical service comply with the Minnesota Electrical Code. Inspection costs (if any) shall be the Event Organizer responsibility. i. The City shall provide the Organizer a key for the water shut off valve. The Organizer shall provide a $50 deposit for such key and will be reimbursed upon return of said key. e. Cleanup/Removal. Organizer shall remove all barricades by 7:00 a.m. the day after each event. Organizer shall remove trash, additional trash enclosures no later than 10:00 a.m. the next day following each Event. If the above items are not removed as stated above, the Organizer will reimburse the City for costs incurred in removing the items. 13. Vendors. NO CAMPING. The Organizer agrees to inform any vendors that there is no camping in Lowell Park or any City parking lots. a. The Organizer agrees that any vendor using cooking facilities will be inspected for safety by the Stillwater Fire Department and Washington County Health Department. Inspection costs (if any) shall be paid for by the Event Organizer directly to the agency/person doing the inspection. b. The Organizer agrees to ensure that all vendors waste water be discharged into a holding tank approved by Washington County Health Department. Vendors without an approved holding tank shall discharge into grey water barrels provided by the Organizer. Disposal costs are the responsibility of the Organizer. For no reason shall grey water barrels or holding tanks be disposed into the City's Sanitary or Storm Systems. 14. Insurance, Hold Harmless, and Indemnity. The Event Organizer agrees to indemnify and hold harmless the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events authorized by this Agreement, except for those claims, causes of action or demands that arise out of the sole negligence, gross negligence and/or willful misconduct of the City or any of its agents or employees. Event Organizer also agrees to provide to the City evidence of insurance coverage of at least the statutory liability limits for municipalities covering claims that might be brought against the Festival that arise out of the events authorized by this Agreement and to name the City as an additional insured on their policy "as their interest may appear." Insurance Certificate must be received by the City no later than three (3) weeks before the Event. 15. The Application for the Event as submitted by the Organizer is considered part of this Contract and any representations of the Organizer or conditions imposed by the City are restated as if fully set forth in this Agreement. IN WITNESS WHEREOF, the parties have set their hands this day of , 2016. Attest: Diane F. Ward, City Clerk STATE OF MINNESOTA ) ss CITY OF STILLWATER Ted Kozlowski, Mayor COUNTY OF WASHINGTON ) On this day of , 2016, before me, a Notary Public within and for said County, appeared Ted Kozlowski and Diane F. Ward, to me personally known, that they are, respectively, the Mayor and City Clerk of the City of Stillwater, and that this instrument was signed and sealed on behalf of the City by authority of its City Council, and they acknowledged the said instrument was the free act and deed of the City. Notary Public Commission Expires: FRANK FABIO, MAPLE ISLAND BREWING, LLC By: Frank Fabio Its: CEO/Manager STATE OF MINNESOTA ) ss COUNTY OF WASHINGTON ) On this day of , before me, a Notary Public within and for said County, appeared Frank Fabio, Maple Island Brewing LLC, , to me personally known, who, being duly sworn, did say that he is the CEO/Manager of Maple Island Brewing LLC and that this instrument was signed as the free act and deed of the corporation. Notary Public Commission Expires: (water. rllt llllrrutl or IIIIMIlSrh EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 550 Telephone: 651-430-8800 Fax: 651 -430 - incomplete applications or applications received after deadline will not be accepted. See Event Instructions/for application deadline and fees. Date of Application: 1/ 9 0 1 Office Use Only Date Application Type: Event Special Event f Event w/ Cont Event Information f ,, ,1i i Title/Name of Event 1. ( U \410 0 V, -tt k, C1, .01 X �4.11t Alit- 61,. ?tA4 V int- i. earSk Event Date/Time: Set up: Date 1NeA oft,( l Time Loa WI to?)0131/1 Actual Event: Date 1i r� i'1 1'1 to { 'S 1A Time _ , �41 Clean up: Date Intal Time L irY1 to t1 _ (Events after 1 p.m. require a variance from City Council) Location (Address) of Event: NOAli\ Owe. polik. iron) ontS.}-nuk 1\04 ' -tb g0ivea'ri1�.. �j'{-r..2.4 - (If In Lowell Park please specify north or south Lowell park) cc�� Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) 1''itasi Su a hi b 4 W Estimated Attendance (participants and spectators): Applicant Information (Person/Group Responsible) /� Sponsoring Organization Name: r 'v 1$ k 1-1 on `t' .. C.,•1`O1K. . 1\1 Mailing Address: 2.2e tsyloin (...r,.').& " 441 City, State, Zip Code: 1.,,,1 I I a-kv MN N )5O}, Primary Contact/Applicant Name: T an.K -FA i91 a Phone Number: 00/ ° 19 i (_ o Fax: Cell Phone: Email Address: -VYanK 610,,i u ( h04..r c& t 1 , co rv' Website Address: AR 19001<. Coro -ct.' t/ .v iS 1 n- pn- -rhe -- Cr of X -64 Al vve��-t; s --1-}iA - Vod Name of contact person during event: Cell Phone: Car- 4 -Nekn "fir"A%1 D {0Io17ciI11,40 �';�,�� ,�j Alternate contact during event: ; :- Mat f`j ie`(:It ¢4l Phone: kl _ tr1_ 0079 Refer media or citizens inquires to: A�y.A {1K_ 12 11 ~Phone: Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, ' fencing, portable restrooms, vendor booths, trash containers, etc. if event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ■ Yes V Number and size: . ?K t Will there be any inflatables? No 7 Yes IN insurance certif;catefrom rental vendor isrequired Fees for electricity moy*')app Will there be entertainment? No • Yes 0 What type: Lf V Q 0 si lysee instruEtion ' Will sound amplification be used? No ■ Yes Hours and Type: lq it _ a ry Will a stage or tent(s) be set up? No • Yes Dimensions: tv y( VO r Q `ij Will there be temporary fencing? No Yes ■ ii17409X, Will merchandise/foodi How many � sf electricity may terns be sold. No ❑ Yes vendors expected: apply see instructions ,( Will food be prepared on site? No IN Yes IYI Contact Washington CountyHeolth Deportment, 651-430-6655 Will cooking operations be conducted? No CJ Yes Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No Yes • See Akohol Regulations in the instructions Will alcohol be sold? No 1, Yes IN See Alcohol Regulations in the instructions Will there be a fireworks display? No je Yes • Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. l" - Vvix rya C- ,r + krr'Re cit c+n a. f \ 3 co k vu t ii. power \ . /-° •_ Describe level of advertisement (le, radio, flyers, ads, tv, press release). Attach sample if available -Waafo, Ty.iSs ..)2.,\1ck , i Sock k ofta`- - — -,-e exAit k -F City Services (After reviewing the event application, City services may be requried for the event.) • Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No V] Yes • Start/End Time: Date: City Sidewalks or Trafis No % Yes ❑ Start/End Time: Date: 5-C:1411W- I Public Parking Lots or Spaces No ■ Yes l Start/End Time: 511,n_qprn Date: Fees may apply Will event need barricade(s)? No V.Yes • Number needed: Instructions see Will extra picnic tables be needed? No Yes 0Number needed: Fees may apply see instructions Will portable restrooms be needed? No ki Yes ❑ Number needed: Fees may apply see instructions Fees may apply Will extra trash receptacles be needed? No fg Yes ■ Number needed: see instructions Describe trash removal and cleanup plan during and after event: Ir: NW DV le e- `hr a S`h Co f1 i of 1 rl-er S :TY ASIA w 1..x-1 lob w a n r\ -a r,t c +%rc %to o-� *%.e. -eNU' - v - - kittar.t. o.{' zm i ne_eiked ba CA . C l-ean u (D 1,6 -f)ltfrvO 1-k. c"vt.Ytk, T-Ina1 t'Uofitve voiA 4 aEc2. -plttct. a4- eVvro c1 vs in,o . Will event need traffic control? No kf Yes 0 Contact Stillwater Police Department for assistance, 651-351.4900 Describe crowd control procedure to ensure the safety of participants and spectators: � Wt Y11A�Y11`� C� �Y OW d A -r-D x �- fl.t Gt s S C -E rt.+ -r0. 11 c�t-�'16Y► Rt?s v.ot wrt Cons\t&r*L . tyadvno\ trntrol eA cars en-:ry vasa --e , may apply see Instructions Number needed: Show location(s) on site map Will "No Parking Signs" be needed? No X Yes 1=1 Number Will event need security? No g Yes • If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Y\ 7k Will event need EMS services? No ] Yes Contact Lakeview EMS, 651.430-4621 Describe plans to provide first aid, if needed: i r It tat c4- Gv\ rrott-c(c , 111 Describe the emergency action plan if severe weather should arise: 'DIY Q C� TNC\1Ac� -kT 1N016r s r A Ihv1 mak. /aid 8 ' . ye 6d evd Dm ciatz. ) List any other pertinent 1 motion: G' �,n j � 64‘,/ p Q 6"� /' f1 f LCQC sit Ca. f.5 lam- id The sponsors) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, i certify that the information provided Is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. i realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release ofLi y. Signature o ipliccint or Authorized Agent Date D(l/V11,04' 2016 Cruisin' on the Croix: Stillwater's Hot Rod and Vintage Car Show There's nothing better than a summer evening spent down by the river in downtown Stillwater. Cruising on the Croix provides a great free, family -friendly event every Wednesday in June, July and August and from 4:00 to 9:00 pm. The first 200 cars will receive a dash plaque. There will be live music each day from 6:00 to 9:00. The show will be downtown along the scenic St. Croix River stretching from Chestnut Street north to Mulberry. Vendors will be on hand selling the usual car show fare: Hot Dogs, Hamburgers, Kettle Korn, tacos, French Fries, Cheese Curds, and so forth. Lots of free giveaways! This is a free event!! Dates of event: 1) June 1, 8, 15, 22,29 2) July 6, 13, 20, 27, 3) August 3, 10, 17, 24,31 Time of event: 4PM to 9PM Bring the whole family out to check out the great vintage rides and soak up the summer sun! Lowell Park Stillwater 55082 Scott Zahren 651-494-8657 hopehouse9@aol.com www.discoverstillwater.com www.ilovestillwater.com Lot 12 Public Parking owntown Stillwater 2014 _ot 13 Lot 8b Lot 8a Lot 7 Lot 8 Lots Downtown Parting District ally P..be Lal Raraiwa Ramp* Cb monthly mamas vaso is sins. psalm ws se W. pmaing rra bus cwbohrre.dPg _ Bus poking —Saarealappaa FV • Fria ps* q Pay prsaq From parking air dee. ante • Parking ONLY Par reap memo* )I Lot 2 Lot 1 (hosty) -- 106 spaces Lot 2 (hourly) - &I spews Lai 3 (3 hr) -35 spaces Ld 4 (4 hr) -29 spaces • Lot 5 (4 hr) - 7 spates - Lot 6 (3 hr) -16 spaces Lat7 (3 hr) -•16 spaces Lot 8a (-private') - 52 spares Lot fib (4 M) - 8r spaces Lot 9 (4 Iv) - 30 roma Lot 10 (24) -49 spaces LM 11 (24 M) - 45 species ,— Lot 12 (24 hr) -85 spaces Lot 13 (3 hr) - 28 spaces Lot 14 (24 hr) - 15 spaces Lai 15 (4 hr) - 20 sp•oss Lot 16 (4 hr) - 47 spews Lot 17 (4 hr) - 103 spaces Lot 18 - 53 spares Lot 19 - 83 spares lot 20 (24 iv) 22 spaces Rano (ho■A') - 248 spools Total • 1,260 spaces 488 marked an•atsset parking spans 148 unmarked an-ae•et positing spaces 1.876 mal public spaces 1,438 free spurns 76.7% d spaces free Lot 1 Lot 20 QOM X cis w.a.Al. Lowell Electric 62 Norm • •u Location of Event Utilities North Lowell Park Lowell Electric 43 North Lowell Electric 64 North stage CIN Parking Lot - City Parking Ramp - Riverwalk - Existing walkway gm 2014 walkway constructor 2016 17 walkway construction Ass* 4 two 110 outlets H two 110 outlets pergola water = ett wag' y . O yy4 Electrical box _ North 6 ?JoriNcA"ct4 STILI I TEA STILLWATER 8 OAK PARK HEIGHTS CONVENTION AND YISiTORS BUREAU DiscoverSthhvater.com ,nlyTime Bail Bonds Awl* ANY MIL *Mae 812 -WANT -OUT AmilinuSallBendsoncom �RR 'S �0 1�, u BODY X01 Wtwk Certtiiedlransrnission.11z r1�o" r r� irowisio -; Sam. 8t lilwaterTowIngmn.com Su t z.'110t qod aad Uvtt g& C'at S'houh Waterstreedan.as sofa OrelPaff .7TLI.NATKN. MV A�gllaaiad i6n" C.can STUDENT ASSURANCE SERVICES INCORPORATED Selected Wednesdays This Summer June 3rd through September 9th FESTIVITIES RUN FROM 4:OOPM TO 9:OOPM GAot 1 Lowell Park in Downtown Stillwater Jul 22, 2015: 4 pm - Aug 12, 2015:4 pm Aug 26, 2015:4 pm Sep 2, 2015:4 pm - Sep 9, 2015:4 pm - Hudson Chevrolet .e. DASH •‘ OIX ROME LOANS 9 pm (Wed) Jukebox Live - 9 pm (Wed) Jukebox Live - 9 pm (Wed) Yolo 9 pm (Wed) Jukebox Live 9 pm (Wed) Yolo SCENIC CALENDAR PLAQUE SPONSORS ~ifJ�rio` F.AIy Owned Oo.. 1922 19111 IIATJ•wAL •...•....•. Pub 112 MUSIC SPONSORS defa) qty VENDORS ` TacoASaatseFrm€A1TnBa=z Palace �I£LL=7' ss ! rts wc'4► FOR MORE INFORMATION CONTACT: Tom at 651-253-3699 or Frank at 612-741-9640 TO: FROM: DATE: RE: MEMORANDUM Mayor and City Council Shawn Sanders Director of Public Works February 8, 2016 Feasibility Study for the 2016 Street Improvement Project Project No. 2016-02 INTRODUCTION Based on the condition of the streets in the 2013 Pavement Management Plan and further review by the City staff, a feasibility study of the following streets was authorized by Council on October 20, 2015. Mill and Overlay • Benson Blvd West • Highland Road • Highland Court • Lydia Circle • Gilbert Court • Tower Drive BACKGROUND Street reconstruction • Olive Street (Holcombe to William) • Osman Avenue • 63rd Street • Oxboro Avenue • Ozark Avenue and 64th Street • Orleans Streets (Second Avenue to Fourth Avenue) Tower Dive, east of Washington Avenue, was constructed in 1979 and west of Washington Avenue constructed in 1994. The street is 40 feet wide with curb and gutter. Tower Drive shows signs of deterioration including rutting, asphalt stripping and transverse cracking but have adequate structural strength to support a mill and overlay. The street was rated in fair condition in the 2013 Pavement Management Plan. Benson Blvd West, Highland Road, Highland Court, Lydia Circle, Gilbert Court were part of the Highlands Development that was constructed between 1990-1993. The streets are 32 feet wide have existing concrete curb with a five foot sidewalk on one side of the street. All of these streets show signs of deterioration including rutting, asphalt stripping and transverse cracking but have adequate structural strength to support a mill and overlay. The concrete curb and gutter which is primarily in good condition as is the sidewalks in the project area. All the streets were rated in fair condition in the 2013 Pavement Management Plan and are recommended for mill and overlay. Olive Street between Holcombe and Willard was last paved in early 1970's. The street is 30-32 feet wide and has stone curb with the gutter section paved over. The street has patched in pavement sections, thin pavement in areas, and irregular pavement crown with overland drainage. There is sidewlaks on both sides of the street with widths ranging from 4-6 feet with numerous sections that are badly cracked, heaved or settled. The street was rated worst in the 2013 Pavement Management Plan. A street reconstruction is warranted for this road segment with sidewalk and storm sewer improvements. Osman Avenue, 63rd Street, Oxboro Avenue, Ozark Avenue, 64th Street and Orleans Street are located in the southeast area of the city. Oxboro Ave and 64th Streets were paved in early 1970's and rated worst in the 2013 Pavement Management Rating. No information is available on the other streets, but the street pavement conditions could be considered below average. All the streets proposed for improvement have no curb and gutter and an inadequate pavement section and all are proposed for street reconstruction. There is some sidewalk on 63rd west of Osman and north of the project area on Osman and little or no storm sewer in the area. Three of these streets, Ozark Avenue, 64th Street and Orleans Street border with Oak Park Heights and would finish out the proposed street improvement between the two cities. (The City is working with Oak Park Heights on the details for completion). The north 1/3 of Osman and middle V2 of Osman was reconstructed in 2015 as part of the Oak Park Heights Streets Project. It is proposed to reconstruct all of the streets and add storm sewer sidewalks on Osman, 63rd and Oxboro. PROPOSED PROJECT Mill and Overlay Streets -Highlands Neighborhood There is approximately 4100 feet of streets proposed for mill and overlay in the Highlands neighborhood. These streets would have the top 1.5 inches of bituminous surface milled and replaced with 1.5 inches of new bituminous. Cracked, settled or heaved curb sections and sidewalks will be replaced and all intersection pedestrian ramps would be replaced in order to meet ADA requirements. Sanitary sewer manholes, storm sewer and catch basins will be repaired as needed. Mill and Overlay- Tower Drive There is approximately 2200 feet of street proposed for mill and overlay along Tower Drive. The street would have the top 2.0 inches of bituminous surface milled and replaced with 2.0 inches of new bituminous. Cracked, settled or heaved curb sections would be replaced. Sanitary sewer manholes, storm sewer and catch basins will be repaired as needed. Street Reconstruction —OIive Street There is approximately 1300 feet of street reconstruction on Olive Street. Street work would consist of removing the existing bituminous pavement, the stone curb and gutter to build the new street section. Olive Street will be constructed to a street width of 30 feet with a new pavement section of six inches of aggregate and four inches of bituminous and with new curb and gutter. New storm sewer would be added from Holcombe to Martha Street. All galvanized water services (17) would be replaced with new copper service from the water main to the water shut off valve. One new water and sanitary service would also be installed. Sidewalks will be replaced where it is severely cracked, heaved, or misaligned and all intersection pedestrian ramps will be reconstructed to meet ADA requirements. New rings and seals will be installed on sanitary sewer manholes to prevent future deterioration and the sanitary sewer will be lined at identified locations. Restoration of turf and driveways is the final step. Street Reconstruction- Southeast area Street work would consist of reconstructing 2600 feet of streets with new pavement, aggregate base, and curb and gutter. Street widths in the area would be as follows: Street Between Streets (start/end) Existing (Ft) Proposed (Ft) Osman City boundary 63th 40 32-38 64th Osgood Oxboro 36 32 Oxboro 62nd 63rd 36 32 Orleans 2nd Ave 4th Ave 25 25 Ozark Orleans 64th 25 25 64th Ozark end 25 25 New storm would be constructed in the area around the south end of Oak Park Elementary from Osman Ave east to the existing storm sewer on Panama Avenue. A new sidewalk would be installed on Osman, 63rd and Oxboro to fill in the gap between Oak Park Elementary and the Washington County Government Center. Also, watermain would be replaced on Osman Avenue and 63rd PROJECT COST AND FINANCING The total estimated cost of the project is $1,951,477.93 including design, surveying, inspection, administration, and contingencies. Separated by project area the breakdown is as follows: Project Highlands Neighborhood Tower Drive Olive Street Southeast Area Type of Street Project Mill and Overlay Mill and Overlay Street Reconstruction Street Reconstruction Estimated Costs $396,150.30 $213,751.20 $559,432.92 $782,143.31 $1,951,477.73 According to the City Assessment Policy, mill and overlay projects are assessed 80% to the benefitting property owner and street reconstruction project are assessed 70% to the property owner. Industrial Park properties are assessed at 100%. Since there are different types of work going on in the project area, different rates are proposed and explained below: Mill and Overlay — Benson Neighborhood. Estimated cost $396,150.30 It is proposed that assessments for the Highlands be assessed on the per unit basis, corner lots would be assessed 0.5 units per side improved and interior lots be assessed 1.0 unit. In all, there are 107 total properties in the area of improvement which converts to 104 units (101 interior, which includes 1 city lot and 7 corner lots). Proposed assessment per unit amounts to $3, 047.31. Mill and overlay- Tower Drive Estimated Cost $213,751.20 It is proposed that assessment for Tower Drive be assessed by the front footage of improvement. There is 4,182.7 of front footage, including 300 feet of City property. The front foot assessment amounts to $51.10 per foot. Street Reconstruction -Olive Street Estimated Cost $559,432.92 The street costs for Olive Street is estimated at $514,714.00, which includes street reconstruction, sidewalk replacement and new storm sewer. It is proposed that the street reconstruction costs be assessed on the per unit basis: corner lots would be assessed .5 units per side improved and interior lots be assessed 1.0 unit. There are 31 properties in the improvement area on Olive Street (26 interior units, 5 corner lots) for a total of 28.5 units. The proposed street reconstruction assessment would be $12,642.10 per unit. Water service replacements and new water and sewer service would be assessed 100% to the property owners. The total cost for the services amount to $41,118.92. In all, there are 17 service connections. This amounts to $2, 418.76 per service and one each of a new sewer and water service at $1,800 per service. Street Reconstruction -Southeast Area Estimated Cost $782,143.31 There is mixed use of land in the southeast project area, including residential, multi -family, institutional and commercial. It is proposed that street reconstruction costs in the southeast area be assessed per lineal foot of frontage. There is 3,317 feet of frontage in the improvement area. The estimated costs of the street reconstruction amounts to $504,687.30. This cost includes street reconstruction and sidewalk construction. However, Osman, 64th and Oxboro are the only streets where sidewalks would be installed (2,714 feet). They would have an assessment rate of $108.56 per lineal foot and the streets of Orleans, Ozark and 64th would have an assessment rate of $97.16 per lineal foot. Storm sewer is being proposed in the area around the Oak Park Elementary School and its estimated costs is $129,820.00. It is proposed to assess the area that contributes the drainage of the new storm sewer, which is roughly 11.1 acres and includes a portion of the City of Oak Park Heights (2.85 acres). Oak Park Heights share amounts to $31,922.09 and the remaining cost would be assessed at $7,840.51 per acre. There are two properties on Orleans Street that have galvanized water service and should be replaced. The assessed cost for this $2,418 per service. Watermain replacement costs are estimated at $147,485.00 and would be paid entirely by the Stillwater Board of Water. Proposed Preliminary Funding and Assessment Table Type Assessment Rate Adjusted Front Footage Assess Units Assessment Amount Mill and Overlay — Highlands $3,047.31/unit 103 $313,872.93 Mill and Overlay — Tower Drive $51.10/LF 3,887.3 ft $198,643.00 Reconstruction — Olive Street $12,642.10 28.5 $360,299.85 Galvanized Water Services — Olive and SE Area $2,418.76/unit 19 $45,956.44 New Water Service — Olive 1 $1,800 New Sewer Service — Olive 1 $1,800 Reconstruction — SE Area with Sidewalks $108.56/LF 3,014 ft $294,631.84 Reconstruction — SE Area without Sidewalks $97.16/LF 602.8 ft $58,568.05 Drainage — SE Area $7,840.51/acre 6.65 acres $52,139.39 Assessment Total $1,327,711.50 City Share (Assessments) $444,359.14 Water Board $147,485.00 Oak Park Heights — Storm Sewer $31,922.09 Total Street Improvement $1,951,477.73 PROPOSED SCHEDULE (PRELIMINARY) February 16th Feasibility Study March 8th Public Hearing April 5th Approve plans May 3rd Award bid May through October Construction October 4th Assessment Hearing RECOMMENDATION Since the project is feasible from an engineering standpoint and the project is cost effective, it is recommended that Council accept the feasibility report for the 2016 Street Improvement Project and order a public hearing to be held on March 8th, 2016 at 7:OOPM. ACTION REQUIRED If Council concurs with the recommendation they should pass a motion adopting Resolution No. 2016- , RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2016 STREET IMPROVEMENT PROJECT, (PROJECT 2016-02). RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2016 STREET IMPROVEMENT PROJECT (PROJECT 2016-02) WHEREAS, pursuant to resolution of the Council adopted October 20, 2015, a report has been prepared by the City Engineer with reference to the 2016 Street Improvement Project; and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective, and feasible, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The Council will consider the improvement of such street improvements in accordance with the report and the assessment of abutting property for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $1,951,477.73. 2. A public hearing shall be held on such proposed improvement on the 8th day of March 2016, at the Stillwater City Hall Council Chambers at 7:00 p.m., or as soon as possible thereafter, and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the City Council of the City of Stillwater this 1 0th day of February 2016. ATTEST: Diane F. Ward, City Clerk Ted Kozlowski, Mayor 2016 STREET IMPROVEMENT PROJECT 2016-02 LEGEND (PROJECT TYPE) PROPOSED MILL/OVERLAY PROPOSED STREET RECONSTRUCT • 1 Iwater THE OIATH►LACE OF MINNESOTA 0 1000 2000 4000 SCALE IN FEET 1 N EI4VE. NOT INCLUD IN THIS PEASIENUTY STUDY. • 4'0 U ... mg" Far liwto:711 Stiso.ail 040 �• -01-41 -ggigi �0 5T VW 1 BENSON BLVD. GILBERT CT. HIGHLAND RD. IGHLAND CT. LYDIA CIR. J S S AV AVE ORLEA S ST 1 STATE THE BIRTHPLACE OF MINNESOTA TO: Mayor & Council members FROM: Bill Turnblad, Community Development Director DATE: February 12, 2016 RE: Recommendation for Police Station construction management BACKGROUND The City received three Construction Management (CM) Services proposals for the Police Station and City Hall remodel project. The total fees for all three came in under the $200,000 estimated for these services. A team of senior staff members reviewed each of the proposals, conducted interviews and came to consensus on a recommended firm. The review team consisted of City Administrator McCarty, Public Works Director Sanders, Police Chief Gannaway and Community Development Director Turnblad. COMMENTS All three of the firms could certainly manage the project. But, when balancing: 1) management approach, 2) personnel proposed for the various management roles, 3) grasp of the project and City's needs, 4) price, 5) recent experience with similar projects, and 6) quality of interview interaction, the reviewing team unanimously recommends hiring Wenck Construction for the job. Wenck's total fee for pre -construction services and phase 1 construction management is $197,775. The total budget for phase 1 of the Police Station and City Hall remodel is $1,116,500. This includes design for all phases and construction for phase 1. Staff estimated that CM services, together with architectural/engineering (A&E) services for this portion of the project would cost $350,000. If Wenck is chosen as the CM, the soft costs of the project would stay on budget as long as A&E fees come in around $150,000. As it happens, three of the six A&E proposals received are very close to that number. So, the project remains on budget. RECOMMENDATION If the City Council is comfortable with the staff recommendation, we will bring a contract back to the Council for approval. bt Washington County 9:00 Roll Call BOARD AGENDA FEBRUARY 16, 2016 — 9:00 A.M. Board of Commissioners Fran Miron, District 1 Ted Bearth, Chair, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, District 5 Pledge of Allegiance 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibilityor function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will askyou to come to the podium, state your name and city ofresidence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board ofCommissioners 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 presentation ifit becomes redundant, repetitive, overly argumentative, or ifit is not relevant to an issue that is part of Washington County's Responsibilities. 9:10 9:10 Consent Calendar — Roll Call Vote Community Services — Sarah Amundson, Community Services Division Manager and Julia Welter, Child Protection Citizen Review Panel Member 2015 Annual Report of the Child Protection Citizen Review Panel 9:20 Housing and Redevelopment Authority — Melissa Taphorn, Deputy Executive Director Approval to Release the Draft 2016 Annual Action Plan for Community Development Block Grant and the HOME Investment Partnership Programs for Public Comment 9:35 Library — Keith Ryskoski, Library Director Approval to Adopt Library Strategic Plan as Revised 9:45 Public Works — Wayne Sandberg, County Engineer A. Approval of Agreement with the Washington County Star Trail Association for Application of an Equipment Grant to the Minnesota Department of Natural Resources Federal Recreation Trail Program B. Resolution — Participate in the Minnesota Department of Natural Resources Federal Recreation Trail Program for the Star Trail Association . 9:50 General Administration — Molly O'Rourke, County Administrator . 10:00 Commissioner Reports — Comments — Questions This period of time shall beused by the Commissioners to report to the full Shard on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 10. Board Correspondence 11. 10:15 Adjourn 12. 10:20-10:50 Board Workshop with the Office of Adm inistration — Colin Kelly, Senior Planner Review the Proposals Received for County Aquatic Invasive Species Prevention Aid Grant Funding 13. 10:55-11:15 Board Workshop with Public Works — Wayne Sandberg, County Engineer Discuss Metropolitan Airports Commission Revised Alternative for the Draft 2035 Long -Term Comprehensive Plan 14. 11:20-11:40 Board Workshop with Public Works — Nik Costello, Engineer II Discuss County State Aid Highway 15 (Manning Avenue)/Trunk Highway 96 Roundabout Project 15. 11:45-12:10 Board Workshop with Public Works — Dan MacSwain, Natural Resources Coordinator Discuss Pollinators 12:15 Finance Committee Assistive listening devices are available for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * FEBRUARY 16, 2016 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration Accounting and Finance Community Services Property Records and Taxpayer Services Public Works Sheriff's Office A. Approval of February 2, 2016 County Board Meeting Minutes. B. Approval to increase county change funds by $75. C. Approval of the contract between ESR, Inc. (formerly known as East Suburban Resources, Inc.) and the Community Services Department to provide employment training services to dislocated workers and at -risk youth. D. Approval of the 2016-2017 Cooperative Agreement with Community Services, the Sheriff, and the County Attorney to administer the Child Support Enforcement Program. E. Approval of application for renewal of an On -Sale and Sunday Liquor License for Stoneridge Golf Club Inc. located in West Lakeland Township. F. Approval of applications for renewal of an On -Sale and Sunday Liquor License and for a Consumption and Display permit for the Disabled Veteran's Rest Camp Association located in May Township. G. Approval of application for renewal of an On -Sale and Sunday Liquor License for Withrow Ballroom Catering Services LLC located in May Township. H. Approval to adopt resolution authorizing final payment to the City of Cottage Grove for the County State Aid Highway 22 and Meadow Grass Avenue intersection project. L Approval to adopt resolution for the Stillwater Rotary Club grant. J. Approval of resolution authorizing the Washington County Sheriffs Office to enter into a Joint Powers Agreement with St. Croix County, Wisconsin, for squad installation services. K. Approval of resolution authorizing the Washington County Sheriffs Office to enter into a joint powers agreement with the City of Bayport, Minnesota, to provide fuel to the city for law enforcement services. L. Approval of resolution authorizing the Washington County Sheriff's Office to enter into Joint Powers Agreement with the City of Oak Park Heights Police Department to provide fuel to the City for law enforcement services. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room If ant. nand'metelana dna /n AicMili/v nr lannnana harriar nlaaew rail IR 511 dtn.Rnnn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners February 2, 2016 FYR Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Karla Bigham, District 4; and Lisa Weik, District 5. Commissioner Ted Bearth, District 2 was Absent. Board Chair Miron presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: Commissioner Bigham — reported that the Red Rock Corridor Commission formally adopted the Alternative 2 route, which is the 12 -stop plan. She attended the Ramsey/Washington Recycling & Energy Board meeting, and was appointed to the Facilities Committee. She reported that she had the opportunity to observe roll call at the Washington County Jail, to hear the findings of the study with the University of Minnesota regarding Children of Incarcerated Parents. She requested that if there are any reforms to the jail due to this study, that a workshop is held to summarize those changes. She attended the Washington County Extension Committee meeting on February 1St, and reported that the meeting start time has changed to 5:00 p.m. Commissioner Weik — reported that she attended the Ramsey/Washington Recycling & Energy Board meeting, and thanked Commissioner Miron for his leadership on that Board, and mentioned that the transition from private to public sector has been a smooth transition. She attended the Association of Minnesota Counties (AMC) Futures Task Force meeting in Alexandria, and summarized one of the key topics of discussion: recruit, retain, and engage county employees. She referred to materials from an example of Dakota County's recruitment efforts. She reported that she has been receiving correspondence from citizens requesting that the Lake Elmo Library receive associate library status. Commissioner Kriesel — reported that he has been receiving correspondence from citizens requesting that the Lake Elmo Library receive associate library status, and mentioned that there will be a workshop on the Washington County Libraries on February 9, 2016. He attended the Ramsey/Washington Recycling & Energy Board meeting, and was appointed to the Budget Committee. He attended a Yellow Ribbon Network Meeting. He attended a Solid Waste Management Coordinating Board Meeting, and summarized discussions on the legislative agenda, and equity for counties that are processing waste. He attended the Metropolitan Mosquito Control District Executive Committee Meeting in regards to the Zika virus. - Commissioner Miron — reported that he attended a workshop in Marine regarding improvements to County State Aid Highway (CSAH) 4. The follow-up meeting in Marine originally scheduled for February 2nd, regarding the improvements for CSAH 4, was cancelled due to weather, and will be rescheduled for a later date in late February. He attended the Lakes Area Youth Service Meeting. He attended the Solid Waste Management Coordinating Board. He attended the Livable Forest Lake Workshop, where Barbara Dacy, Executive Director of the Washington County Housing & Redevelopment Authority, presented on economic 1 development. He attended the Greater MSP meeting, and distributed materials regarding business retention and expansion. He reported that the Ramsey/Washington Recycling & Energy Board meeting location and start time has been changed to 10:00 a.m. at the Maplewood Ramsey County Library, 3025 Southlawn Drive, Maplewood. Accounting and Finance - Approval of resolution No. 2016-012, establishing the date for a public hearing on the proposal that Washington County issue general obligation capital improvement bonds in an estimated original aggregate principal amount not to exceed $20,000,000 pursuant to Minnesota statutes, section 373.40 and chapter. General Administration Approval of the following actions: - January 19, 2016, County Board Meeting minutes. - Reminder of Legislative Delegation Reception on February 11, 2016. - Molly O'Rourke, County Administrator took a tour of the North Shop Facility Project and reported it is progressing several months ahead of schedule. - Board workshop to review responsibilities and timelines for the County Comprehensive Plan update. - Board correspondence received and placed on file. Property Records and Taxpayer Services Approval of the following actions: - Resolution No. 2016-013, classification of tax forfeited parcels as conservation and for remittance of parcels to the Department of Natural Resources. - Resolution No. 2016-014, conveyance of tax forfeited parcels to the cities Forest Lake, Hugo, and Woodbury. - Assessment Year 2015 payable 2016 Assessment Classification and Valuation Change List. - Entrance into application hosting services agreement for the property tax system. Public Works Approval of the following actions: - Resolution No. 2016-015, authorizing final payment for the County State Aid Highway 17/Old Trunk Highway 5 Traffic Signal Project. - Amendment No. 1 to contract with WSB & Associates for supplemental project management services. - Submission of a grant application for the Township Sign Program. - Board workshop to discuss transportation needs of seniors and individuals with disabilities living in the county. - Board workshop to discuss the Gateway Corridor draft environmental impact statement contract amendment and the next steps for the project. Regional Rail Approval of the following actions: - January 5, 2016 Regional Railroad Authority Meeting minutes; - Contract with MZA+Co for Gateway Gold Line Communications. 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. Washington County BOARD AGENDA FEBRUARY 9, 2016 — 9:00 A.M. and of Commissioners Fran Miron, District 1 Ted Bearth, Chair, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, District 5 1. 9:00 Washington County Regional Railroad Authority Convenes A. Roll Call B. Pledge of Allegiance C. Approval of Regional Railroad Authority Meeting Minutes from February 2, 2016 D. Approval of Amendment#3 with Kimley-Horn and Associates, Inc. for the Gateway Corridor Draft Environmental Impact Statement E. Adjourn 2. 9:10 Washington County Board of Commissioners Convenes Roll Call 3. 9:10 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibilityor function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair ivill askyou to come to thepodiuni, state your name and cityofresidence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board ofCommissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individuals presentation fit becomes redundant, repetitive, overly argumentative, orifit is not relevant to an issue that is part of Washington County's Responsibilities. 4. 9:20 Consent Calendar — Roll Call Vote 5. 9:20 Property Records & Taxpayer Services — Jennifer Wagenius, Director Approval of Purchase of a DS850 Central Count Machine from Election Systems and Software 6. 9:25 Public Works — Wayne Sandberg, County Engineer Approval of Contract with Hagen, Christensen & Mcllwain Architects for Architectural and Engineering Services for the Fuel Infrastructure Upgrades Project 7. 9:35 General Administration — Molly O'Rourke, County Administrator 8. 9:45 Commissioner Reports — Comments — Questions This period of time shall beused by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 9. Board Correspondence 10. 10:00 Adjourn 11. 10:05 - 11:05 — Board Workshop with the Office of Administration — Keith Ryskoski, Library Director Review Revisions to the Draft Library Strategic Planning Report 12. 11:10 - 11:35 — Board Workshop with Public Works — Dan MacSwain, Natural Resources Coordinator Discuss Pollinators 13. 11:40 - 12:05 — Board Workshop with Public Works — Jan Lucke, Transportation Planning Manager and Cory Slagle, Assistant County Engineer Discuss the Metropolitan Council's Proposed Regional Solicitation Application for Transportation Projects Assistive listening devices are available /or use in the County Board Room If iron mord nceictanrn dun to dicahunv nr tonnonno nnrrinr nlonea rail 10011 dgn_fi000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * FEBRUARY 9, 2016 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration Community Corrections Community Services Property Records and Taxpayer Services Public Works A. Approval of January 26, 2016 County Board Meeting Minutes. B. Approval of authorization for the Department of Community Corrections to enter into a Purchase of Services Agreement with Canvas Health for the period of January 1, 2016 through December 31, 2016 in the amount of $91,000, and to amend the 2015 Canvas contract from $71,000 to $81,000. C. Approval of Calendar Year 2016 Adult Mental Health Grant for $1,121,413 for State Grant dollars to support Community Mental Health services. D. Approval of acceptance of $1,500.00 from the United Veterans Council of Washington County. E. Approval of renewal of contract #10045 for 2016-2017 for the Bridges II program, a partnership that assists low income persons with serious mental illnesses maintain housing in the community. F. Approval of application for a 1-4 day Temporary On -Sale Liquor License for St. Croix Preparatory Academy located in Baytown Township. G. Approval of amendment no. 1 to contract no. 9773 with American Engineering Testing, Inc. for annual geotechnical services. H. Approval of amendment no. 1 to contract no. 9772 with Braun Intertec Corporation for annual geotechnical services. I. Approval of resolution to approve final payment to the City of Hugo for the County State Aid Highway 7/8 Intersection Improvement project. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room If vnn nand nederanrn dna In d;eahlaty nr lannnann hardor nlooea rail lent) d 9n_fiMO EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER