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Home My WebLink About2016-08-03 CC Packet (changed from 2016-08-02 for Night to Unite) REVISED AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North WEDNESDAY, AUGUST 3, 2017 (Change of Meeting Date) REGULAR MEETING 3:30 P.M. RECESSED MEETING 7:00 P.M. 3:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Discussion with Library Board (3:30 – 4:30) a. History b. Strategic Plan c. Partnerships d. Funding Mechanics 2. Community Agencies Budget Requests a. Youth Service Bureau b. Community Thread c. Washington County Historical Society d. The Locals Budget Request for Parade 3. Request for Historic District Sign on new St. Croix Crossing Bridge – Cory Buettner 4. Discussion on Stillwater Collision IV. STAFF REPORTS 5. Police Chief 6. Fire Chief 7. City Clerk 8. Community Development Dir. 9. Public Works Dir. – Bridge section in Bridgeview Park Update 10. Finance Director – Budget Update 11. City Attorney 12. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 13. Possible approval of July 19, 2016 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS None. X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 14. Resolution 2016-150, directing payment of bills 15. Resolution 2016-151, approval of to purchase Microsoft Licenses 16. Resolution 2016-152, approving salary schedule for seasonal parking lot attendants 17. Resolution 2016-153, resolution granting license to Elevage Hotel Group, LLC & Stillwater Caves, LLC for the operation of valet stations on South Main Street 18. Possible Purchase of New Hook/Plow Truck 19. Resolution 2016-154, appointing member to Human Rights Commission XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS None. XIV. NEW BUSINESS 20. Discussion on Stillwater Log Run 21. The Locals request to renew Lumberjack Days contract for three (3) year term 2017-2019 22. Possible approval of 1st reading of ordinance for opt-out of Temporary Health Care Dwellings law (Ordinance – 1st reading) Possible approval of new event – Now I Lay Me Down to Sleep – Remembrance Walk (Moved to August 16, 2016 meeting) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS 23. Letter on Fire Department response – Wes & Susan Cochrane XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT February 17, 2016 J. Thomas McCarty, City Administrator City of Stillwater 216 North Fourth Street Stillwater, MN 55082 Dear Tom, Youth Service Bureau (YSB) has served youth and families in Stillwater and throughout Washington County for 40 years. Thanks to your support we have built partnerships throughout the community to meet the changing needs of youth and their families. We ask you to continue this partnership in 2016 by investing $10,000 to help youth and families learn the skills they need to be more successful at home, in school and throughout the community. We strive to be the first place a family turns when they need support.  YSB values the unique needs of each youth and family. We know that one size does not fit all. That’s why we use a variety of prevention and early intervention strategies to individualize our work.  YSB offers timely support to address challenges when they are occurring. Unlike most providers, we operate without a waiting list. Most new families can be offered an appointment within a week of initial contact and, in a crisis, can often be offered a same day appointment.  YSB provides quality service regardless of family income or ability to pay. YSB prides itself on being affordable and accessible to youth and families by utilizing both insurance billing and a sliding fee scale as needed. Last year we provided 1,616 services to 988 families throughout Washington County and 332 parents attended Parent Education sessions. We know that our programs make a real difference in the lives of youth and families by improving school performance and health outcomes and reducing truancy, near -term court costs, and the need for social services. Every dollar invested in early intervention saves the community over $8 in future social costs associated with things like adult crime and social service needs, according to Wilder Research’s March 2007 Paper, “ROI of Youth Intervention Programs”. Please see the attached page, which tells a few stories of lives impacted by YSB. We would be happy to attend an upcoming City Council meeting to share information about the services we’ve provided to Stillwater youth and their families. Thank you for your consideration and past support in finding local solutions that help youth and their families make better choices and have brighter futures. Sincerely, Mary E. Planten-Krell Executive Director Enclosures cc: John Gannaway, Police Chief Ted Kozlowski, Mayor 2017 Stillwater Lumberjack Days City of Stillwater, “Proud Parade Sponsor” Proposal By Proposal’s Bottom Line Up Front •Benefits of City of Stillwater Parade Financial Support: o Reinforces City’s historic commitment to annual Lumberjack Days Parade event o Enhances parade to make this a quality community event the public is requesting o Directly ensures the parade, and its ties to the greater Lumberjack Days programming, is not limited to festival fundraising and revenue streams o Provides a “Government on Display” venue, both in the parade and downtown Background •Lumberjack Days is the City of Stillwater’s most significant annual festival, and a principle contributor to City’s brand •Lumberjack Days Parade shares few resources with events in Lowell Park •Community feedback consistently supports enhanced programming at Washington Square Park, along the parade route, and especially in the parade Quality Parade Costs •Fixed expenses ~$12,000 •Basic infrastructure of police and emergency services, porta potties, barricades, equipment rentals, administration and use fees •Variable programming expenses ~$6,000 - $12,000 •Programming at Washington Square Park •Parade participant programming •Volunteers and “in kind” support Parade Funding •Funding must be secured and guaranteed 9-12 months ahead of the event to reserve/schedule high demand acts •Fundraising for the parade has always been difficult as there are not clear methods of communicating that support (signage and branding, impactful PA announcements, etc .) “Proud Parade Sponsor” Funding Proposal •City of Stillwater assist in defraying costs of the parade via sponsorship grant o Targeting $12,000 for 2017 Lumberjack Days Parade •This would cover the described fixed expenses •Parade entry fees and festival revenue cover variable programming expenses •City of Stillwater would serve as the “Proud Parade Sponsor” and The Locals continue to manage and produce the parade as a city signature event i MAGNUSON LAW FIRM LICENSED IN MINNESOTA AND WISCONSIN THE GRAND GARAGE 324 MAIN STREET SOUTH • SUITE#260 • STJLLWATE&, MN 55082-5165 TELEPHONE: (651)439-9464 • FACSIMILE: (651)439-5641 WWW .MAGNUSONLAWFIRM.COM DAVID T. MAGNUSON DTMAGNUSON@MAGNUSONLAWFIRM.COM AMANDA K. DREW AKDREW@MAGNUSONLAWFIRM .COM MEMORANDUM TO: Mayor, City Council and Staff David T. Magnuson FROM: DATE: August 2, 2016 RE: Stillwater Collision As we consider dealing with the Collision site we should review the three attachments, the first is a copy of the Summons and Complaint that was the basis for the lawsuit of the year 2000. The next document is a copy of the Mediation Stipulation that was approved more than two years after the litigation began. The third document is the SUP that was issued almost two years after the Mediation Agreement was approved. Some, but not all of the elements in the Mediation are in the in the SUP. 1. The Mediation and the SUP both require removal of all personal property from the right of way as shown is the same diagram. 2. The Mediation requires the building of an 8 ft. fence from the Block Building to the west property line. The SUP recites that a fence be built as shown on the "application site plan". I do not have a copy of that site plan. 3. The Mediation and the SUP require that all trash and debris be stored behind the fence or screened from public view, and requires that trash cannot be stacked higher than the fence. 4. The Mediation requires that a row of pine trees and arborvitae be planted along the west boundary so as to screen the operation from the owner abutting on the west. The SUP recites that a ''tall dense evergreen hedge be planted along the west property line. 5. The Mediation requires that vehicles kept for sale be in operable condition and kept in neat rows. The SUP has the same requirement, but adds that there can be a maximum of 4 cars kept for sale. 6. The Mediation requires that a gate be installed to screen storage on the north side of the building, and all parking and storage be b ehind the gate. The SUP requires that nothing be stored on the north side of the building unless it is behind a solid fence. • C So if we assume that the SUP modified the Mediation because it was a later consideration and action, we could send a planning notice demanding that they: 1. Remove all personal property from the shown in the diagram. 2. Build a fence according to the site plan if we can find the site plan, if not, build and 8 ft. fence from the building to the west line. 3. Screen all trash behind the fence and not stack it higher than the fence . 4. Plant a tall dense evergreen hedge along the west li~e. 5. Limit sales to 4 cars that are operable and are neatly stacked. 6. Screen storage on the north side of the building with a solid fence. But, this does nothing to deal with the paint booth, which is the source of most angst at this time. But, the paint booth was given an SUP on September 6th, 1977. However, we could add to the notice that the council would consider the revocation of that permit as well , based upon it being a nuisance and public health hazard. The other option is to drag them back to court because of their failure to abide by the Settlement Agreement. You will note that the initial suit alleged that the operation was a public nuisance. The argument would be that since they did not follow the Mediated Settlement that the prayers for relief in the old case still apply. DTM/jp Attachments: 1. 2. 3. Respectfully submitted, David T. Ma Summons and Complaint Mediated Stipulation of Settlement Order Granting a Special Use Permit 2 ATTACHMENT 1 STATE OF MINNESOTA COUNTY OF WASHINGTON City of Stillwater, Washington County, Minnesota, a Municipal Corporation, Plaintiff, V. James B. Gannon, Defendant. TO THE ABOVE-NAMED DEFENDANT: DISTRICT COURT TENTH JUDICIAL DISTRICT Case Type: Other Civil Court File No.: --------- SUMMONS YOU ARE SUMMONED and required to serve upon Plainti:trs Attorney an Answer to the Complaint which is served upon you, within twenty (20) days after service of this Summons upon you from the date of service. If you fail to do so, judgment by default will be taken against you for the relief demanded in the Complaint. This action effects and calls into action title to real estate, located 1n the City of Stillwater, County of Washington, State of Minnesota, legally described as follows: Lots 19, 20 and 21, Block 3, Sabin's Addition to the City of Stillwater, Washington County, Minnesota The object of this action is to seek injunctive and other relief necessary to enforce provisions of the Stillwater Zoning Ordinance and other laws regarding the maintenance of public nuisances. ~ Dated: August 15, 2000 MAGNUSON LAW FIRM David T. Magn on (#66400) Stillwater City omey 333 North Main Street, Suite 202 P.O. Box438 Stillwater, MN 55082 651/439-9464 STATE OF MINNESOTA COUNTY OF WASHINGTON City of Stillwater, Washington County, Minnesota, a Municipal Corporation, Plaintiff, v. James B. Gannon, Defendant. DISTRICT COURT TENTH ruDICIAL DISTRICT Case Type: Other Civil Court File No.: -------- COMPLAINT The Plaintiff, for its claim for relief against defendant, states and alleges: I. Plaintiff is a Municipal Corporation, organized and existing under the laws of the State of Minnesota with its principal place of business at 216 North Fourth Street. II. The Defendant is an individual who resides at 10560 Mayfield Avenue North, Stillwater, MN 55082. m. Defendant is the owner in fee simple of real estate, located in the City of Stillwater and legally described as follows: Lots 19, 20 and 21, Block 3, Sabin's Addition to the City of Stillwater, Washington County, Minnesota. 1 IV. That the property is located in a CA Zoning District of the City and is adjacent to and is bordered by the RB Zoning District on all four boundary lines. V. That the Defendant maintains on the property a body shop and an automobile repair shop, and at times, as many as 30 cars, car parts, junk cars, junk piles and related materials that are clearly visible from Owens Street and McKusick Road. VI. That in the required setback area of the property along McKusick Road (30 feet), the Defendant stores cars, car parts, junk cars, junk piles and other materials. VII. That the Defendant has maintained the property in a similar condition prior to Ordinance No. 885 of the City of Stillwater. VIII. That Ordinance No. 885 was adopted by the City of Stillwater on December 21, 1999 and was effective on its date of publication on December 28, 1999. IX. That the ordinance provides as follows: 1. Automotive uses. All Automotive uses described in Subdivision 16.(l)k. adjacent to a residential zone must maintain the required front yard setback area in a clear condition without permanently parked or stored automobiles, trailers, vehicles or other stored items or materials used for or accessory to the automotive use. Short term daily customer parking is allowed in the setback area but the area must be clear when the business is closed. 2. Fences. All stored autos, auto parts, trailers or business related items must be enclosed in a building, or stored behind a secure solid masonry wall or sightly fence not less than six ( 6) feet in height. 2 3. Compliance. All automobile repair uses as specified above must obtain a special use permit and comply with this Section c. within six ( 6) months from the effective date of this ordinance. X. That the Defendant, although demands have been made form him to do so refuses to comply with the provisions of Ordinance No. 885 and has failed to clear the setback area when the business is closed and has failed to screen stored autos and auto parts behind a fence. XI. That the junk debris, junk cars, car parts, cars under repair and other junk and debris are a public nuisance as defined in the Stillwater City Code and by Minn. Stat. § 609.74 clauses (1) and (3). WHEREFORE, Plaintiff prays to the Court for the following relief: 1. For an order declaring the junk vehicles, junk parts cars, junk and other debris maintained on the property to be a public nuisance. 2. For an order directing the Defendant to comply with provisions of the Stillwater City Code described in paragraph IX. of this complaint. 3. In the alternative, for an order of abatement and permanent injunction requiring Defendant to remove the offending nuisance from the property and to refrain from creating nuisances in the future. 4. That the Plaintiff be awarded its fees, costs and expenses incurred in bringing this action. 5. For such other and further relief as the court finds just and equitable. 3 Dated: August /6000 4 MAGNUSON LAW FIRM David T. Magnus Stillwater City A mey 333 North Main Street Suite 202 P.O. Box438 Stillwater, MN 55082 651/439-9464 ACKNOWLEDGMENT Pursuant to Minn. Stat. §549.21, the party represented by the undersigned attorney acknowledges that costs, disbursements, and reasonable attorney and witness fees may be awarded the opposing party or parties for action in bad faith; the assertion of a claim or a defense that is frivolous and that is costly to the other party; the assertion of an unfounded position solely to delay the ordinary course of the proceedings or to harass; or the commission of a fraud upon the Court. ~ Dated this 1 day of August, 2000. D~ 5 ATTACHMENT 2 STATE OF :MfNl.JESOTA \' COUNTY OF WASHINGTON City of Stillwater, Washington County, Minnesota, a municipal corporation, Plaintiff, v. James B. Gannon, Defendant. DISTRICT COURT TENTH JUDICIAL DISTRICT Case No. CO-Ol-2356 Case Type: Other Civil MEDIATED STIPULATION OF SETTLEMENT The parties to 1:Ws action appeared before Francis Rheinberger, Esq., who was chosen by the parties to mediate the dispute giving rise to this action. On behalf of Plaintiff City of Stillwater appeared Nile L. Kriesel, its City Administrator, Steve Russell, its Community Development Director, and David T. Magnuson, its Attorney. The Defendant appeared personally and by his attorney, David Synder. With the assistance of the mediator, the parties reached the following agreement: 1. Defendant will remove cars and other personal property from the Owns Street right-of-way and from an area defined as 18 feet south of the northerly right-of-way line of McKusick Road at the eastern most point of the property to·theright.:....of-way line on the westerly end of the property in the configuration depicted on Exhibit A. 2. The Defendant will demolish and properly dispose of the old garage that is located on the westerly end of the property. 3. The Defendant will build and maintain an eight-foot high fence from the existing block building to the westerly property line. It will be located parallel to the rear yard line and approximately 20 feet from the northwest comer of the existing building where existing poles are already in p!ace. The fence v·m be of opaque-material so as to screen the I!rea behind.the fence from the view of passersby. Before the fence is purchased or constructed, the Defendant will obtain a fence permit directly from Steve Russell, the Community Development Director of the City. 4. The Defendant will store all trash and debris generated or kept at the site, including wrecked cars, parts cars and cars that are beyond fixing. Any wrecks that are dropped at the site by third parties will be moved behind the fence within seven (7) days. 5. The Defendant may maintain the dumpster in front of the building subject to construction of a sturdy and attractive wooden fence which would entirely screen the dumpster from the road. The fence would surround the dumpster and have a gate which could be opened by the refuse hauler who presently objects to backing over a curb causing damage to the curb and the garbage truck. The fence must be constructed by September 30, 2002. 6. The Defendant will complete the planting of a row of pine trees or aborvitae along the westerly boundary so as to screen the Defendant's operation from the abutting owner to the west. 7. The vehicles that are kept on the property for sale will be in operable condition, and kept in neat rows. 8. The City will, at its expense, construct two curb cuts on the property, one on the south right-of-way near the west end of the property and one on the east right-of-way near the north end of the property. The location of these cuts will be verified with the Defendant before the work is done. 9. The Defendant will construct a gate high enough to screen the storage and parking north of the building from Owens Street. All vehicle parking and storage on the north side of the building will be kept behind this gate. 2 l 0. Il;e parties will comple:e the action and work described in this agreeinrnt by September 30, 2002. 11. The terms of this agreement will be enforceable in the District Court of Washington County, Minnesota. 12. This court action is dismissed with prejudice and on the merits. 13. The parties acknowledge that Francis Rheinberger who acted as mediator is not certified as a mediator by the Minnesota Supreme Court, that all parties were advised that the mediator had no duty to protect their interests or provide them with information about their legal rights; that signing a mediated settlement agreement may adversely affect their legal rights; and that they have consulted with their respective attorneys regarding all terms of this agreement. ,d- Dated: ~ t{ , 2002 # Dav· T. Magn on (#66400) MAGNUSON LA FIRM 333 North Main Street, Suite 202 P. O.Box438 Stillwater, MN 55082 (651) 439-9464 STILLWATER CITY ATIORNEY Dated: / fr.,_5 , 2002 ~/ . d 7 ~gs, Wolff & Vierling, P.L.L.P. 1835 Northwestern Avenue Stillwater, MN 55082 CITY OF STILLWATER 3 ~;: --... · )~ ~"\..'rt~ ....::·;, J . =•, .. :~ i JJ o: ~' - .. - . ,-,_--Avt" . ,-... •·• Cj ·-· ,; - • . ·' .-:0: .· -fl 11 "#.~ ;,,"_, _ :: - _ , vt." , _ ~·:~"-·-.:~: ·:,It·,,: ATTACHMENT 3 'r I, .. •· -r.?: ,---.· ·:;;...;....;.... -- •, • 3445073 • .. 101111111111 Offlae allht County Racorder Wllhlnglon CCNJnly, MN c,1111 .. ftlld u1111r 11e1nl1d ,o: 2004106/08 10:00:00 AM State of Minnesota City of Stillwater 3445073 e°'1-:-~(g~v City of Stillwater Planning Commission Proceedings In the Matter of Planning Case No. SUP/04-32 Owner: Suzanne Schlichting/Tom Grove Order Granting a Special Use Pennlt 804 Laurel St W stlllwater MN 55082 Property Address: 804 Laurel St W The above entitled matter came to be heard before the Planning Commission on the 10111 of May 2004, on a request for a special use permit pursuant to the Oty Code for the following described property: GEO Code: 28-030-20-23-0049 Legal Description Sect/TWn/Range PLAT 11080 SABIN'S ADD LOT/BLOCK 020 003 LOTS 20 &21 003 SABIN'S ADD JIID WARD Purpose: A special use permit for auto repair use next to residential zone district Upon motion made and duly approved by the requisite majority of the Planning Commission, It Is ordered th~t a special use permit be granted with the followlng conditions of appl'OVal: 1. Cars and other personal property shall be removed and maintained In a dear oondltlon from the OWen Street right of way and McKusldc Road as shown on Agure 1. 2. The applicant shall build a solid wood B root fence as shown on application site plan. 3. All trash, debris, wrecked cars, car parts shall be stored behind the fenced In area to the west of the bullding. No stacking of material higher than fence. 4. The trash enclosure shall be stored behind the fence or screened by an endosure from public view. 5. A tall dense evergreen hedge shall be planted along the west property line as approved by the Community Development Director. 6. All vehicles that are kept on-site for sale shall be In an operable rondltfon and stored In a neat rem (4 cars maxilTl\Jm) In single de!iignated area. 7. No vehldes, trailers or other material shall be stored along the north side of the building unless fenced with a solid wood fence. Dated this 26th day of May, 2004. ~c.n,dz,~~o~ _,,..: This variu,ce is gnnted pUJ'IIU1111t to the zoning ordinance and Is not a 111bs!ltute for a building permit. A building permit is issued by the c:iry building official after approval of the planJ and payment o( the building permit fee and alllte surcharge. Thi& variance will be null 111d void if the project that is pennitted by this variance i1 not completed within two yean from the date the permit is CJMted . .. . . • , RESOLUTION 2016-150 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 $472,073.92 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 3rd day of August, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2016-150 LIST OF BILLS 3 D Specialtie s Inc . Ammonia Hou se Inc. Astleford International Athletica Sport Systems AutoNation Battery I 1st US Artillery Barnt Rich Brimeyer Fursman LLC Brines Market Brock White Co . LLC Brothers Mfg Burks Tree and Landscape Care C. Hassis Snow Removal and Yard Serv ice s Carquest Auto Parts Central Wood/Rivard Co Century Link Cornerstone Copy Center costar Realty Information Inc Coverall of the Twin Cities Cub Foods Curb Masters Diamond Vogel Paints ECM Publishers Emergency Automotive Mobile Unit Emergency Medical Products Emergency Response Solutions FleetPride Frontier Ag & Turf Frontier Ag & Turf -Rental s Goodyear Commercial Tire Guardian Supply HD Sports North America Heritage Embroidery an d Design Heritage Printing Inc. Holiday Credit Office Hotsy Equipment of Minnesota Ice Skating Institute Innovative Office Solutions LLC International Code Council lpromoteu Jefferson Fire and Safety Inc. Junker Brad Lake Elmo Oil Inc Lake Management Inc. Lakev iew Hospital League of MN Cities Ins Tr Lemoine Chyrisse M.J. Raleigh Truck Co. Man sfield Oil Company Marshall Electr ic Company Menards Metropolitan Mechanical Contractors Miller Excavating Missis sippi Welders Supply Co. MTI Di stributing KB surface mount Equipment repair supplies Filters Equipment repair suppl ies Vehicle repa i rs -#206 Cannons July 4th Reimburse for mileage Recruitment Meals Fence Black stripping floor pads Forest r y & Tree Inventory Lawn Mowing Equipment repair supplies Park facility supplies Telephone Recycle guide Property professional Commercial cleaning services Bakery Water St dumpster enclosure Paint Publications Equipment repair charges First aid supplies Equipment repair charges Equipment repair supplies Equipment repair supplies Gator Tires Uniforms an d supplies Skates Uniforms SWAT Bu siness cards Fuel Building repair supplies Skater memberships Paper MN Fire Code Nite to Unite Fireade Reimburse for meal expense -driving school Fuel McKusick treatment near fishing pier Blood draws Claim# 24017 Reimburse for condolence cards Sand Fuel Control w iring for lift station Supplies Maintenance agreement 2016 Street Project Nitrogen Equipment repair supplies Page 1 499 .57 1,057 .28 198.70 673 .96 247.61 2,000 .00 140.40 950.00 315 .16 1,771.20 56 .77 1,358 .24 150 .00 163 .83 1,715 .00 41 .60 10,377 .50 345 .08 2,312 .00 17 .98 6,597 .30 234.60 628.33 10 .80 150 .30 57.90 44.40 193 .21 500.00 200 .10 690 .19 314.60 31.98 63.00 64 .01 128 .76 442 .00 481.43 84 .00 1,094.41 495 .00 11.77 18 .18 482.00 50 .00 1,000 .00 60 .04 20.00 6,795 .81 4,092 .00 1,579 .21 2,162 .00 189,559.08 167.05 1,258 .78 EXHIBIT "A" TO RESOLUTION #2016-150 NAPA Auto Parts Nardini Fire Equipment Ness-Fisher Angela Office Depot OnSite Sanitation O'Reilly Auto Parts Pasket Dennis Performance Plus LLC Pinky's Sewer Service Pioneer Rim and Wheel Co . Pizza Man of Stillwater Pro Headsets R W Kirchner & Assoc. RES Specialty Pyrotechnics Inc . Robole Donna Simplifile SKB Environmental SRF Consulting Group St. Croix Boat and Packet Co . St. Croix Recreation Fun Playgrounds STAR State Wide Protection Agency Stillwater Motor Company Streichers T.A. Schifsky and Sons TBEI lnc/Crysteel Manufacturing Telemetry and Process Controls Thomson Reuters Toll Gas and Welding Supply Tri-State Bobcat USAble Life Verizon Wireless Veterans Memorial Washington County Sheriffs Office Wold Architects and Engineers WWGoetsch Associates Inc CREDIT CARDS Amazon .com Backgroundchecks.com Ebay Eventbrite FedEx Washington Cty Historic Courthouse WI Criminal Background LIBRARY Amdahl Locksmith Inc Chri s American Flagpole and Flag Baker and Taylor Bhattarai Sailen Broda rt Co Menards Mer cury Electric Midwest Tape Equ i pment repair supplies Equipment repair supplies Park Fee Refund Office supplies Portable restroom Equipment repair supplies Reimburse for meal expense -driving school Drug screen Lift station sewage pumping Tire Pizza Lumberjack Days Headset Appraisal reports Fireworks Reimburse for mileage for meeting Recording fees Pond dredging Downtown Plan Update Dock Space Lease Supplies Membership Uniform security Vehicle service & parts Uniforms and supplies Asphalt Equipment repair supplies Lift station repair supplies Information Charges Cylinders Bobcat rental Term Life Insurance Wireless service Super Valu Parking Quarterly MDCs Police/City Hall Remodel Lift station repairs Anti-Fatigue mat Background checks Battery for panic panel Training Shipping Reservation Downtown Plan Update Workshop Background checks Power Door Operators Flag Materials Wedd Damage Deposit Refund Materials Supplies Power Door Operators Materials Page 2 89 .64 368 .00 125.00 190.94 50.00 31 .34 7.81 225 .00 350 .00 83.36 156.00 299.00 9,500.00 42 ,000 .00 22 .68 450 .00 2,084 .lS 8,430 .53 2,666 .66 165 .74 275 .00 1,089.50 96 .82 635.89 2,069 .12 1,095 .00 182.00 131.25 108.83 173 .25 439 .20 1,443.28 4,347.00 6,000.00 21,424.97 18,630.00 492.89 258.75 13 .99 219 .00 114.84 700.00 7 .00 4,930 .00 99 .95 1,241.91 250 .00 1,689.25 34.45 286 .80 219.27 EXHIBIT "A" TO RESOLUTION #2016-150 Recorded Book s Inc Sanderson Kevin Security Response Services Inc Stillwater Medical Group Toshiba Business Solutions Washington County Library LIBRARY CREDIT CARDS Amazon .com Cub Foods Dream Host Kowalski's Market JULY MANUALS Ahola Ian Comcast MPELRA Postmaster Schiltz Daniel Xcel Energy ADDENDUM Board of Water Commissioners C. Hassis Snow Removal & Yard Serv ices LLC Comcast Business costar David Wulfing Dell Jesse Pereboom John Castelluccio Magnuson Law Firm Met Council Regency Sprint Superior Lamp Inc University of Minnesota College of Continuing Education William Peltier Xcel Energy Adopted by the City Council this 3rd Day of August, 2016 Materials Property Damage Payment Alarm Monitoring Employment Testing Maintenance Contract Q2 Postage for Overdue Notices Materials Misc Monthly Website Fee Misc UB Refund Internet Conference registration UB Billing Postage Live concert on the library terrace Energy July 2016 WAC Mowing Internet Property Professional K9 Boarding Monitors Menards Supplies Reimbursement for Repairs Professional Service July 2016 SAC Supplies Cell Hybrid Light Bulbs Project Management Foundations Course Bunker Coat Repairs Electricity TOTAL Page 3 292.53 30 .00 168.12 136.00 240.90 176.28 152 .20 88.59 19 .95 27.19 583.50 184.75 350.00 2,846.70 500 .00 17,770.62 10,692 .00 200.00 236.15 345.08 172.00 363 .98 30 .94 248.40 14,264.33 26,141.35 232 .76 36.87 1,078.18 445.00 100.00 13,770.37 472,073.92 RE V I S E D RESOLUTION GRANTING LICENSE TO ELEVAGE HOTEL GROUP, LLC & STILLWATER CAVES, LLC FOR THE OPERATION OF VALET STATIONS ON SOUTH MAIN STREET WHEREAS, Corey Burstad of Elevage Hotel, LLC, submitted a request for license to use two on-street parking spaces as valet stations for the hotel planned to be located within the historic Joseph Wolf Block, located at 402 and 410 South Main Street; and WHEREAS, the requested valet stations are proposed to be located on Main Street in front of the hotel’s main entrance and lobby, as shown in Exhibit A; and WHEREAS, the Stillwater Planning Commission approved a Special Use Permit for the hotel on July 13, 2016. NOW THEREFORE BE IT RESOLVED, that the Stillwater City Council hereby grants license to Elevage Hotel Group, LLC and Stillwater Caves, LLC to operate valet stations from the two on-street parking spaces shown in Exhibit A, subject to the following conditions: 1. During the first year of operation a pro-rated annual reservation fee must be paid to the City prior to issuance of a Certificate of Occupancy for the hotel, and annually thereafter by January 1st of each year. The fee per parking space is set by Resolution of the City Council annually. According to the 2016 fee Resolution, the annual amount for the Main Street parking spaces is $4,026 ($2,013 per space). 2. This license is valid for three years, but fees will be reviewed annually. 3. Customer vehicles from the valet stations shall be parked in the following parking facilities, in the priority order given here: I.The private valet parking lot on the west side of the hotel property, then II.The Municipal Parking Ramp, and finally III.Municipal Parking Lot #20. 4. Any parking space fee that remains unpaid on August 1 st of each calendar year will be certified to the County Auditor and spread for collection with the real estate taxes payable in the following year. Adopted by the Stillwater City Council this 3rd day of August, 2016. _____________________________ Ted Kozlowski, Mayor ATTEST: __________________________ Diane F. Ward, City Clerk Exhibit A Memorandum TO: Mayor & City Council FROM: Diane Ward, City Clerk DATE: 8/3/2016 RE: Appointment to Human Rights Commission We have repeatedly advertised for openings on the Human Rights Commission. An application was received from Brooke Thingvold to fill one of the openings and was interviewed by the Chair and Council Representative, who recommend appointment. ACTION REQUIRED: If you agree with the above information, the Council should pass a motion adopting the attached resolution entitled Appointing Member to Human Rights Commission. /nm RESOLUTION NO. 2016-154 APPOINTING MEMBER TO HUMAN RIGHTS COMMISSION NOW THEREFORE, BE IT RESOLVED, that City Council of the City of Stillwater, Minnesota, at their August 3, 2016 regular City Council meeting hereby appoints Brooke Thingvold to the Human Rights Commission, with her term expiring May 1, 2019. Adopted by Stillwater City Council this 3rd day of August, 2016. Ted Kozlowski, Mayor ATTEST Diane F. Ward, City Clerk DATE: August 3, 2016 TO: Mayor and Council FROM: Tom McCarty, City Administrator SUBJECT: Stillwater Log Run Attached is the annual Stillwater Log Run event application proposed to be held on September 17, 2016. Last year a few items arose very late while planning this event and they were denied. This year they are requesting these items at the time of application. The applicant is requesting the same route as 2015 with the race finish ending at the south Lowell Park flag pole. The applicant is requesting the closure of Sam Bloomer Way and dead end of Nelson Street and 12 parking space in Lot #2. They expect 700-1000 runners and have determined that the runners need the extra space in that area to get food and to recover. The City provides police services and posting of “No Parking” signs. The event organizers provide barricades and extra portapotties. This event also requires approval from MnDOT, Township, Washington County and Minnesota DNR. The timing of Downtown Parking Commission meeting and City Council doesn’t allow time for any appeal if the event is denied. So this event application will be before Council prior to the review by Parking Commission. Background Information from 2016 Stillwater Log Run Application:  The event organizer did not include tents in the 201 6 layout. In 2015, no tents were included in the layout, but showed up during the event.  The event organizer is requesting 12 parking spaces in Lot #2 and closure of Nelson Street from the Lot #2 entrance east to Sam Bloomer Way from 5-11 AM on race day. Last year the Parking Commission denied use of Lot #2 and closure of Nelson Street. Closure would require Stillwater Trolley to move their vehicles. In 2015 the Commission only allowed two parking spaces on Nelson Street  The primary contact for the event is listed as Ryan Bevins. Mr. Bevins did not sign the application this year – it is signed by Stacy Einck instead. She has stated that she is working with Ryan on this event and to contact her for questions.  At the 2016 Stillwater Half Marathon organized by this applicant, Mr. Bevins was not at the event and did not attend the pre-event briefing; therefore staff didn’t know who was in charge of the event.  Washington County has indicated they will not provide services for this event in 2016 – State Troopers will need to be hired instead. Other Issues  In 2015, the City received requests to modify the parameters of the Stillwater Log Run event less than 24 hours in advance of the actual event commencement. Those requests were denied.  Public Safety has ongoing concerns over race management and health safety planning and recommends denial of the permit.  Management by this event organizer of a race in Bayport a couple of weeks ago resulted in runners getting lost due to the lack of signs and the pacers did not know where the runners were. NEXT STEPS: Staff will be bringing forward a recommendation for this event at the next Council meeting on August 16, 2016. The Parking Commission is scheduled to meet on August 18, 2016 to consider this event request. If Council requires further information, please provide direction to staff. TO: Mayor & City Council FROM: Tom McCarty, City Administrator DATE: August 3, 2016 RE: REQUEST THE LOCALS FOR 3-YEAR EXTENSION TO LUMBERJACK DAYS AGREEMENT TO MANAGE AND STAGE THE CELEBRATION BACKGROUND The Locals have submitted a formal request for the City to grant a 3 -year extension to the current Lumberjack Days Agreement between the City and The Locals. The Agreement provides that The Locals manage and stage the celebration. COMMENTS The Locals have managed and staged the Lumberjack Days (formerly Log Jam) event in 2014, 2015 and 2016. Both the City and The Locals have gained experience in managing and operating the event. The 2016 Lumberjack Days event was successful and despite high water conditions on the St. Croix River, alternative plans were initiated and the event operations were skillfully managed. The 2016 agreement also incorporated use of the Lumberjack Days name and logo pursuant to Addendum #2 to the original Log Jam Agreement as approved by the City Council on October 20, 2015. RECOMMENDATION Staff recommends approval of a 3-year extension to the Lumberjack Days Agreement with The Locals to manage and stage the Lumberjack Days event and the continued annual review of the specifics of the event (application, staff review, and post review etc.). Staff further recommends that the approval is subject t o development of an updated and amended Lumberjack Days Agreement between The Locals and the City to be reviewed and approved by the City Council. Address: 423 3RD STN, CITY OF STILLWATER Owner Name : HOCHRADEL SHANE J&JENNIFER D Owner Address : 423 3RD ST N, S IILLWATER MN 55082 Use Desc. 1: 100 Res 1 unit Poly Acres : 0.17 Parcel Acres : null School District: ISD834 Watershed District: Washington County Parcel Information Parcel Number Status Last Update 28.030.20.13.0090 Active 7/25/2016 12:55:10 AM Current Owner: HOCHRADEL SHANE J&JENNIFER D 423 3RD ST N STILLWATER,MN 55082 Property Address: 423 3RD ST N S 1'ILLWATER MN 55082 Taxing District 7601 S 1'ILLWATER U-834-MSCWMO Shane Hochradel(Owner) Member since: 2015 Call Owner About Shane Hochradel Family owned. Relocated fat-workto anotherport of the country, but loved the home and location too much to part with it. If you're looking for a great home in a historic downtown river community where you can hang out,walk to local favorites and enjoy the sites,look no further. Why Shane Hochradel chose Minnesota This home is conveniently located just a few minutes walk from historic Downtown Stillwater. There you can enjoy the St.Croix River,Browns Creek Trail,and some of the best restaurants and bars in the mid west area. Right across the street is a large park,called Pioneer Park,a local family favorite that overlooks downtown Stillwater and the beautiful St. Croix River http s://www.homeaway.com/vacation-rental/p 733458 vb Response time: Within a day Response rate: 100% Calendar last updated: July 24,2016 ARTICLE X. -TAXATION AND FINANCES [This from the Stillwater Charter] 10.01. - Council to control finances. The Council shall have full authority over the financial affairs of the City. It shall provide for the collection of all revenues and other assets, the auditing and settlement of accounts, and the safekeeping and disbursement of public monies. ARTICLE X TAXATION [This is from the MN Constitution] Section 1. Power of taxation; exemptions; legislative powers. The power of taxation shall never be surrendered, suspended or contracted away. Taxes shall be uniform upon the same class of subjects and shall be levied and collected for public purposes,... Duties of Mayor and City Administrator of the City of Stillwater 6.01. -Duties of Mayor. The Mayor shall see that the laws of the State,the provisions of this Charter,and the ordinances, resolutions,regulations,bylaws,and orders of the City are all duly observed within the City; and shall see that all contracts made with the City are faithfully performed. In addition to serving as the President of the Council,the Mayor is the head of the City for ceremonial purposes and is recognized as the ambassador by the Governor for purposes of military law.The Mayor is the chief legislator and leader of the policy making team,the Council,and performs a facilitative leadership role in helping the Council and the staff perform better.The Mayor shall be the liaison between the Council and the City Administrator. The Mayor shall promote communication among officials and with the public and provide focus and leadership in the development of policy.The Mayor shall exercise such other powers and perform such other duties as may be prescribed by law and ordinance. 7.01. -The City Administrator. The Council shall appoint an Administrator to be the chief administrative officer of the City. The Administrator shall appoint, suspend or remove all City Employees, except where otherwise provided by law or by Section 5.09 of the City Charter. In exercising the authority granted under this section,the Administrator must follow the personnel policy adopted by the Council and also be bound by any labor agreements to which the City is a party.The Administrator shall also recommend to the Council the appointment, suspension and removal of all Department Heads, City Officials and Supervisory Employees,except as otherwise provided by law or this Charter. The City Administrator shall direct and supervise the administration of all departments,offices or agencies of the City except where otherwise provided by law or the City Charter. The City Administrator or the Administrator's designee shall attend all City Council meetings and take part in discussions.The City Administrator shall see that all laws,provisions of the Charter and acts of the Council, are faithfully executed. The City Administrator shall prepare and submit the annual budget and capital program to the Council.The City Administrator shall also prepare and submit to the Council a long-range capital program.Annually the City Administrator shall submit to the Council and make available to the public a complete report on finances and administrative activities of the City. The City Administrator shall make reports to the Council concerning the operations of City departments,offices and agencies that are subject to his/her jurisdiction and keep the Council fully advised as to the condition of the City's financial condition and the future needs of the City. The City Administrator shall provide staff support for the Mayor and the Council.The City Administrator shall perform such other duties as may be assigned by the Council. (Ord,No. 894,5-2-00) REGULAR MEETING 3:30 P.M. RECESSED MEETING 7:00 P.M. AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North WEDNESDAY, AUGUST 3, 2016 (Change of Meeting Date) 3:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1.Discussion with Library Board (3:30 – 4:30) a.History b.Strategic Plan c.Partnerships d.Funding Mechanics 2.Community Agencies Budget Requests a.Youth Service Bureau b.Community Thread c.Washington County Historical Society d.The Locals Budget Request for Parade 3.Request for Historict District Sign on new St. Croix Crossing Bridge – Cory Buettner 4. Discussion on Stillwater Collision (Available Wednesday) IV. STAFF REPORTS 5.Police Chief 6.Fire Chief 7.City Clerk 8.Community Development Dir. 9.Public Works Dir. – Bridge section in Bridgeview Park Update 10.Finance Director – Budget Update 11.City Attorney 12.City Administrator 7:00 P.M. AGENDA V.CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 13.Possible approval of July 19, 2016 regular meeting minutes IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS None. X.OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI.CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately.14.Resolution 2016-150, directing payment of bills15.Resolution 2016-151, approval to purchase Microsoft Licenses16.Resolution 2016-152, approving salary schedule for seasonal parking lot attendants17.Resolution 2016-153, resolution granting license to Elevage Hotel Group, LLC & Stillwater Caves, LLC for the operation of valet stations on South Main Street18.Possible Purchase of New Hook/Plow Truck XII.PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII.UNFINISHED BUSINESS None. XIV.NEW BUSINESS19.Discussion on Stillwater Log Run (additional information available Wednesday)20.The Locals request to renew Lumberjack Days contract for three (3) year term 2017-2019 (additional information available Wednesday)21.Possible approval of 1st reading of ordinance for opt-out of Temporary Health Care Dwellings law (Ordinance – 1st reading)22.Possible approval of new event – Now I Lay Me Down to Sleep Remembrance Walk XV.PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI.COMMUNICATIONS/REQUESTS 23.Letter on Fire Department response – Wes & Susan Cochrane XVII.COUNCIL REQUEST ITEMS XVIII.STAFF REPORTS (CONTINUED) XIX.ADJOURNMENT Stillwater Public Library Strategic Plan MISSION & VISION VISION The Stillwater Public Library is recognized throughout the community as the center for advancing literacy, enriching lifelong learning, and empowering civic engagement. MISSION The mission of the Stillwater Public Library is to promote the power of knowledge, encourage the discovery of ideas, and instill the joy of reading. GOALS AND STRATEGIES: 2014-2017 FOCUS AREA Facility and Collections GOAL 1 Maximize Use of the Building Space and Collections to Better Address Community Needs STRATEGIES 1. Develop a service model to allow for increased community engagement 2. Restructure and right-size collections to better meet future community needs  Create a plan to increase virtual collections and decrease hard copy materials over time  Explore alternative options for the St. Croix collection 3. Assess and improve current and projected space use  Contract with a consultant to conduct and implement the findings of a space and facilities study to maximize efficient service and patron/staff security  Partner with the Foundation to assess and address the various terrace issues 4. Restructure open hours to include Sundays and later hours FOCUS AREA Organizational Relationships and Structures GOAL 2 Foster a Culture of Organizational Innovation and Effectiveness STRATEGIES 1. Implement a staffing plan based on the new service model and changes in the facility 2. Maximize human resources  Improve human resource management support  Restore funding for staff training and professional development, especially for technology and community outreach  Create a tech-savvy environment and culture where all staff keep pace with technology  Create a succession plan for staff leadership positions  Project future staff position requirements and descriptions, addressing the changing nature of the work environment 3. Advance and improve the relationships with critical public partners  Enhance City/Library collaboration and understanding: o Improve Library Board to City Council and administration connections and Director/Library staff to City administration and staff relationships o Increase City Council understanding of Library operations, directions and services o Develop areas of Library support for advancement of City goals, such as economic development, marketing, etc.  Review, monitor and enhance the relationship with the Washington County Library System to improve SPL patron services and efficiency: o Actively participate in Washington County planning processes o Transfer additional Library functions to Washington County when reasonable cost-effective, and mutually agreeable o Collaborate with the Washington County Library to improve joint capacities, especially in technology FOCUS AREA Community Engagement: The Central Role of the Library in Stillwater GOAL 3 Broaden communication, outreach and services throughout the community STRATEGIES 1. Expand outreach to underserved communities  Expand programs and service offerings for teens  Ensure that the Library is a welcoming place, in all service areas, for seniors and people with physical challenges  Increase service to, education about, and the celebration of, ethnically diverse populations to foster greater understanding in the community 2. Increase public awareness of Library services  Coordinate internal staff marketing activities and train staff to support promotional efforts  Create and implement a marketing plan especially to increase awareness of the broad array of services at the Library  Redesign the website to increase usability, enhance access, and increase patron interaction with social media 3. Build new and sharpen existing partnerships, based on the Library’s future directions, to enhance Library resources, services, and programs  Enhance Library support for, and collaboration with, the Foundation and Friends to advance marketing and fundraising efforts  Review existing community partnerships and maintain/expand effective relationships  Develop new partnerships that support the future directions for the Library in marketing, fundraising, programs and outreach  Explore a mutually collaborative partnership with the school district and/or community education 7/14/16 1 Fund Overview ENDOWMENT FUNDS FUND YEAR ESTB'D DESCRIPTION FUND OWNED BY FINANCIAL INSTITUTION HOLDING ACCT WITHDRAWAL RESTRICTIONS USE RESTRICTIONS PRINCIPAL AMOUNT 2016 STARTING FUND BALANCE PRIOR YEAR SPENDABLE BALANCE REMAINING 2016 REVENUE OR INTEREST ALLOCATION 2016 EXPENSES DESCRIPTION/NOTES SPL FUND NUMBER Athena Fund 1998 * Endowment fund. Foundation determines annual distribution amount to library. Generally 5% of balance at end of SCV fiscal year (July). * Funded by various donors where gifts were made directly to the Stillwater Public Library Athena Fund of the St. Croix Foundation. * Most recent donation: 9/28/2007 St. Croix Valley Foundation First State Bank & Trust Net Income Only Annual Distribution Non-fiction books of lasting value $22,988.15 $27,239.35 $583.00 TBD by SVCF $299.00 Annual disbursement generally in August Shared Account 235 Helen Lawson Library Fund 2010 * Designated Beneficiary Endowment fund with interest income only used. * Fund created by Rod Lawson with $50,000 initially in honor of Helen Lawson and to be used for items that are of service to the public. Expenditures need to be identified as a gift from the Helen Lawson Library Fund. Additional funds added by Rod at later date for a total principal of $175,624.40. St. Croix Valley Foundation First State Bank & Trust Net Income Only Annual Distribution Items that are of service to public $175,624.40 $205,970.47 $29,915.18 TBD by SVCF $0.00 * $29,915.18 (the 2013, 2014 & 2015 disbursements and interest) earmarked for the Building Reorganization Project - Phase 2/Part C: Lower Level Quiet Area * Annual disbursement generally in August 224 McCluer-Webster Library Fund 1936 * Endowment fund with interest only used. * Funded by a bequest of Amie Webster in the amount of $10,000 to the First National Bank of Stillwater as the McCluer-Webster Library Fund. * In 1992, bank stopped managing the funds and transferred the library fund to Ascension Church for management. Library was provided receipt of the transfer of funds to Ascension. Received interest payments from Ascension for first few years and then payments from Ascension ended. * In 2014, City, Library and Ascension agreed that city would take over management of library's portion of fund and Ascension transferred $10,000 to the City of Stillwater as their final payment of Webster trust (deposited 7/3/2014). City of Stillwater Wells Fargo Interest Only Materials $10,000.00 $10,193.28 $0.00 $193.28 $0.00 221 Minerva Fund 1998 * Endowment fund with interest income only used. * Funded by various donors where gifts were made directly to library or to city for library and only interest income to be spent * Most recent donation: 12/31/1999 City of Stillwater Wells Fargo Net Income Only Materials $23,860.00 $23,996.87 $0.00 $136.87 $0.00 220 HR Murdock Fund 1891 * Endowment fund to be invested in United States or state bonds and the interest only shall be used. * Funded by a bequest of H.R. Murdock to the Stillwater Library Association, six years before the referendum to establish the public library. The public library received the holdings and some funds from the Association. City of Stillwater Wells Fargo Interest Only Materials $1,800.00 $1,817.07 $0.00 $17.07 $0.00 222 Van Meier 1979 * Endowment fund with interest income only used. * Funded by Katherine Van Meier. Fund to be called "Dr. Henry Van Meier Library Fund." City of Stillwater Wells Fargo Interest Only Medical Materials $1,571.00 $1,259.40 $0.00 $0.00 $0.00 Waiting for fund balance to exceed principal of $1,571 before new expenditure. 226 LIBRARY SUPPLEMENTAL FUNDS 2016 2016 7/14/16 2 Fund Overview LIBRARY SUPPLEMENTAL FUNDS 2016 2016 OTHER DONATION ACCOUNTS ACCOUNT YEAR ESTB'D DESCRIPTION ACCOUNT OWNED BY FINANCIAL INSTITUTION HOLDING ACCT WITHDRAWAL RESTRICTIONS USE RESTRICTIONS PRINCIPAL AMOUNT 2016 STARTING ACCOUNT BALANCE PRIOR YEAR SPENDABLE BALANCE REMAINING 2016 REVENUE 2016 EXPENSES DESCRIPTION/NOTES SPL FUND NUMBER Helen Lawson Fund Short Term 2010 2010 * Fund initially created by a $25,000 gift from Rod Lawson to SCVF to establish the Helen Lawson Short-Term Fund for the SPL. *Distributions from fund to be made on a "spend down" basis with the expectation that the fund will be expended over a period of 5 years. Upon expiration of five years, decision will be made to either extend the fund or endow the fund. * In May 2015, Library requested and was approved for a further 5 years on grant with new expiration of 2020 to expend funds. St. Croix Valley Foundation First State Bank & Trust Full expenditure of donation in 5 years (2015). Requested and was approved for 5 year extension (2020). Project Use $25,000.00 $22,661.32 N/A N/A $0.00 *$23,000 earmarked for the Building Reconfiguration Project Phase 1/Part C: Teen Library. No Acct Yet Other Government Gifts N/A * Account created to track gifts given to us by other governmental entities. * Currently the two donors to the fund are Stillwater Township and Baytown. City of Stillwater Wells Fargo N/A Unrestricted N/A $14,223.00 $14,223.00 $5,000.00 $0.00 * $19,223 is available (4 gifts from Stillwater Township: $4,100-2013; $5,000-2014; $5,000-2015; $5,000- 2016 plus interest). $7,500-$11,900 earmarked for Building Reconfiguration Project Phase 2/Part B: Upper Level Periodicals. 227 Margaret Rivers 2012 * In December 2012, Margaret Rivers Fund gave library a gift of $10,000. * Board allocated use of funds for Zinio (e-magazines), staff continuing education and marketing brochures. City of Stillwater Wells Fargo N/A Unrestricted by donor; Allocated by board N/A $2,523.00 $2,523.00 $0.00 $0.00 235 Alice O'Brien Estate Remainder 2015 * In 2015, library received payment of $4,909 from the remainder of the Alice O'Brien Estate. The gift was not restricted in use. * 3/8/16 Board allocated $1,800 to production of Shelf Life newsletter. City of Stillwater Wells Fargo N/A Unrestricted N/A $4,909.00 $4,909.00 $0.00 $1,800.00 * $1,800 allocated on 3/8/16 to printing costs associated with city's Shelf Life newsletter. 235 Program Fund 1990 * A program fund was established at the St. Paul Foundation in 1990. This was an endowment fund with the interest income only used. It was funded by donations from library board of trustees. * In 2014, the St. Paul Foundation closed out its smaller accounts and sent us a payment for the funds left in this account. The SPL now has the full amount to spend but the use restriction remains in place. City of Stillwater Wells Fargo N/A Programs $1,000.00 $1,258.00 $1,258.00 $0.00 $0.00 Shared Account 235 Donations * SPL receives smaller donations from organizations or individuals, including tributes to purchase a book in memory/honor of someone, donations to a specified area, and unrestricted gifts. * If the gift is designated to operating costs, is a tribute book purchase or is a smaller gift to be used in the calendar year, the gift is often put in 230 and used to offset city budget expenditures. * If the gift will be spent across calendar years or is a larger gift with multiple expenditures, the gift is usually put in 235 as we can track both the revenue and expenditure to this account. City of Stillwater Wells Fargo * See 2016 Gifts Received for a list of donations received in 2016. 230 or Shared Account 235 Friends and SPLF * Friends of Stillwater Public Library and Stillwater Public Library Foundation also provide awards and gifts to the Library. * See 2016 Gifts Received for a list of gifts received in 2016. Friends - 235 SPLF 232/223 7/14/16 3 Fund Overview LIBRARY SUPPLEMENTAL FUNDS 2016 2016 FUND BALANCE ACCOUNTS Library Fund Balance Account (Not Including Compensated Absences) N/A * A holding account for the library that may be added to annually when library's revenues at the end of the year exceed expenditures. * In the absence of any other policy from the city, the fund balance may be used but it is typically only used to cover shortfalls in budget. Among other ways shortfalls may happen - unbudgeted telecommunications costs, unusually severe weather sends utilities into negative territory, a staff illness requires heavy use of substitute time, building requires major repair, etc. City of Stillwater Wells Fargo See description.N/A $92,671.00 Compensated Absences Fund N/A * A holding account for the unused portion of vacation time that benefitted employees are allowed by personnel policy and union contract to roll from one year to the next. These funds may not be used outright or use to offset budget overages. City of Stillwater Wells Fargo Funds used to compensate employees for current year vacations taken with prior year's rolled over vacation time. N/A $22,794.00 Wages, $734,877 Benefits, $219,296 Materials, $92,685 Supplies, $15,056 Services, $154,088 Miscellaneous, $3,541 Capital, $22,628 Sundays, $7,546 Staff Service, $5,261 Materials, $27,141 Programs, $15,640 Supplies, $1,548 Services, $2,199 Supplemental & Grant Fund Expenditures, $59,334 2015 COST TO RUN LIBRARY City, Supplemental, & Grant Fund Expenditures: $1,301,504 Wages, $734,877 Benefits, $219,296 Materials, $92,685 Supplies, $15,056 Services, $154,088 Miscellaneous, $3,541 Capital, $22,628 Sundays, $7,546 Staff Service, $5,261 Materials, $27,141 Programs, $15,640 Services, $2,199 In Kind: Vol & Event Coordinators, $41,361 In Kind: Terrace Shade, $135,562 In Kind: Advertising, $2,025 In Kind: Volunteer Hours, $62,677 Supplemental & Grant Fund Expenditures Including In Kind, $299,411 2015 Cost to Run Library City, Supplemental, & Grant Fund Expenditures With In-Kind Gifts: $1,543,129 Property Taxes, $1,125,957 City Capital Transfer, $22,628 Library-Generated Revenues (Includes 230 Donations), $95,655 City-Held Endowment Funds, $360 Lawson Disbursement, $10,691 Stillwater Township Gift, $5,123 Friends & Other Gifts (235), $14,837 MSAB Grant, $2,000 SPLF Payments, $50,810 In Kind: SPLF, $178,948 In Kind: Volunteer Hours, $62,677 Supplemental & Grant Payment Revenues Including In KInd, $325,446 2015 LIBRARY REVENUES Summary by Source Including In Kind Gifts: $1,569,686 2015 LIBRARY FINANCIALS SUMMARY DESCRIPTION LIBRARY MINERVA (220) MCCLUER- WEBSTER (221) MURDOCK (222) LAWSON (224) VAN MEIER (226) OTHER GOVT GIFTS (227) FRIENDS & OTHER GIFTS (235) MSAB STAFF SERVICE GRANT SPLF SUNDAYS SPLF GRANT PAYMENTS REIMBURSING LIBRARY SPLF GRANT PAYMENTS DIRECT TO VENDORS TOTAL SPLF Volunteer Hours NOTES REVENUES LIBRARY-GENERATED REVENUESMeeting Room Rental Fees 64,195.66 64,195.66Copier/Printer Sales 5,532.63 5,532.63Gallery Fees 490.40 490.40Book & Other Enterprise Sales 99.18 99.18Interest Earnings-Investments 1,558.90 1,558.90Sale of Property 0.00 0.00Lease/Rentals 0.00 0.00Parking Rental 0.00 0.00Refunds and Reimbursements 20.00 20.00Library Card Fees 8,151.65 8,151.65Lost Materials 2,644.33 2,644.33Processing Fees 7,637.81 7,637.81Miscellaneous Income -20.15 -20.15Library Revenues Total 90,310.41 90,310.41 DONATIONSInterest Earnings-Investments 238.04 91.36 17.81 215.39 12.35 122.64 181.38 0.00 2.29 881.26Donations5,344.23 10,476.00 5,000.00 10,055.98 0.00 13,781.15 44,657.36Donations - Staff Hours 0.00 2,000.00 7,545.59 2,646.65 12,192.24Donations - Library Equipment 134.87 134.87Donations - Library Materials 3,600.00 25,640.87 29,240.87Donations - Library Miscellane 0.00 0.00Donations - Library Programs 1,000.00 1,041.76 2,041.76Donations - In Kind 0.00 178,948.00Donations - Volunteer Time 0.00 62,677.00Miscellaneous Income 17.00 17.00 CITY FINANCINGProperty Taxes (TrnsferIn-GenFnd)1,125,957.00 1,125,957.00Transfer In - Capital Bonds 22,627.76 22,627.76 TOTAL REVENUE W/O CAPITAL 1,221,611.64 238.04 91.36 17.81 10,691.39 12.35 5,122.64 14,837.36 2,000.00 7,545.59 29,483.44 13,781.15 1,305,432.77 178,948.00 62,677.00 TOTAL REVENUE W/ CAPITAL 1,244,239.40 1,328,060.53 IN-KIND GIFTSSUPPLEMENTAL & GRANT FUNDS Donations includes a $2,814 gift from Friends processed through 230-0000-3820-0100 and used to offset general operating. Other Friends revenue used for specific purchases is counted under "Friends & Other Gifts (235)." The SPLF donation of $7,545.59 donation processed through 230-0000-3880-0050 is not included under Library. Donation counted under SPLF Sundays. Library Revenues Total does not include 230 Donations of $5,344.23. This amount is counted under Donations. 2015 LIBRARY FINANCIALS SUMMARY DESCRIPTION LIBRARY MINERVA (220) MCCLUER- WEBSTER (221) MURDOCK (222) LAWSON (224) VAN MEIER (226) OTHER GOVT GIFTS (227) FRIENDS & OTHER GIFTS (235) MSAB STAFF SERVICE GRANT SPLF SUNDAYS SPLF GRANT PAYMENTS REIMBURSING LIBRARY SPLF GRANT PAYMENTS DIRECT TO VENDORS TOTAL SPLF Volunteer Hours NOTESIN-KIND GIFTSSUPPLEMENTAL & GRANT FUNDS EXPENDITURES LIBRARY OPERATIONS PERSONNEL SERVICESWages 648,945.51 1,741.92 6,550.00 2,472.42 659,709.85 41,361.00 62,677.00Benefits185,809.99 263.91 996.00 782.34 187,852.24 MATLS, PGMS & SUPPLIESMaterials 92,684.53 649.36 630.76 6,189.44 19,671.54 119,825.63Programs0.00 896.81 962.04 13,781.15 15,640.00Supplies4,354.47 0.00 4,354.47Minor Equipment 3,253.81 48.15 0.00 3,301.96C/O Equipment 0.00 1,500.00 0.00 1,500.00 SERVICES AND CHARGES 47,814.49 1,073.58 1,125.00 50,013.07 2,025.00 MISCELLANEOUS 2,458.13 2,458.13 CAPITAL OUTLAY 22,627.76 22,627.76 135,562.00 LIBRARY PLANT PERSONNEL SERVICESWages 85,931.33 85,931.33Benefits33,485.51 33,485.51 SUPPLIES 7,447.24 7,447.24 SERVICES AND CHARGES 106,273.89 106,273.89 MISCELLANEOUS 1,083.02 1,083.02 CAPITAL OUTLAY 0.00 0.00 TOTAL EXPENSES W/O CAPITAL 1,219,541.92 649.36 0.00 0.00 0.00 0.00 630.76 9,707.98 2,005.83 7,546.00 25,013.34 13,781.15 1,278,876.34 178,948.00 62,677.00 TOTAL EXPENSES W/ CAPITAL 1,242,169.68 1,301,504.10 The wages and benefits numbers exclude Sunday hours expenses totaling $7,546 paid for by the SPLF. This expense is counted under SPLF Sundays. 7/14/16 1 Fund Overview ENDOWMENT FUNDS FUND YEAR ESTB'D DESCRIPTION FUND OWNED BY FINANCIAL INSTITUTION HOLDING ACCT WITHDRAWAL RESTRICTIONS USE RESTRICTIONS PRINCIPAL AMOUNT 2016 STARTING FUND BALANCE PRIOR YEAR SPENDABLE BALANCE REMAINING 2016 REVENUE OR INTEREST ALLOCATION 2016 EXPENSES DESCRIPTION/NOTES SPL FUND NUMBER Athena Fund 1998 * Endowment fund. Foundation determines annual distribution amount to library. Generally 5% of balance at end of SCV fiscal year (July). * Funded by various donors where gifts were made directly to the Stillwater Public Library Athena Fund of the St. Croix Foundation. * Most recent donation: 9/28/2007 St. Croix Valley Foundation First State Bank & Trust Net Income Only Annual Distribution Non-fiction books of lasting value $22,988.15 $27,239.35 $583.00 TBD by SVCF $299.00 Annual disbursement generally in August Shared Account 235 Helen Lawson Library Fund 2010 * Designated Beneficiary Endowment fund with interest income only used. * Fund created by Rod Lawson with $50,000 initially in honor of Helen Lawson and to be used for items that are of service to the public. Expenditures need to be identified as a gift from the Helen Lawson Library Fund. Additional funds added by Rod at later date for a total principal of $175,624.40. St. Croix Valley Foundation First State Bank & Trust Net Income Only Annual Distribution Items that are of service to public $175,624.40 $205,970.47 $29,915.18 TBD by SVCF $0.00 * $29,915.18 (the 2013, 2014 & 2015 disbursements and interest) earmarked for the Building Reorganization Project - Phase 2/Part C: Lower Level Quiet Area * Annual disbursement generally in August 224 McCluer-Webster Library Fund 1936 * Endowment fund with interest only used. * Funded by a bequest of Amie Webster in the amount of $10,000 to the First National Bank of Stillwater as the McCluer-Webster Library Fund. * In 1992, bank stopped managing the funds and transferred the library fund to Ascension Church for management. Library was provided receipt of the transfer of funds to Ascension. Received interest payments from Ascension for first few years and then payments from Ascension ended. * In 2014, City, Library and Ascension agreed that city would take over management of library's portion of fund and Ascension transferred $10,000 to the City of Stillwater as their final payment of Webster trust (deposited 7/3/2014). City of Stillwater Wells Fargo Interest Only Materials $10,000.00 $10,193.28 $0.00 $193.28 $0.00 221 Minerva Fund 1998 * Endowment fund with interest income only used. * Funded by various donors where gifts were made directly to library or to city for library and only interest income to be spent * Most recent donation: 12/31/1999 City of Stillwater Wells Fargo Net Income Only Materials $23,860.00 $23,996.87 $0.00 $136.87 $0.00 220 HR Murdock Fund 1891 * Endowment fund to be invested in United States or state bonds and the interest only shall be used. * Funded by a bequest of H.R. Murdock to the Stillwater Library Association, six years before the referendum to establish the public library. The public library received the holdings and some funds from the Association. City of Stillwater Wells Fargo Interest Only Materials $1,800.00 $1,817.07 $0.00 $17.07 $0.00 222 Van Meier 1979 * Endowment fund with interest income only used. * Funded by Katherine Van Meier. Fund to be called "Dr. Henry Van Meier Library Fund." City of Stillwater Wells Fargo Interest Only Medical Materials $1,571.00 $1,259.40 $0.00 $0.00 $0.00 Waiting for fund balance to exceed principal of $1,571 before new expenditure. 226 LIBRARY SUPPLEMENTAL FUNDS 2016 2016 7/14/16 2 Fund Overview LIBRARY SUPPLEMENTAL FUNDS 2016 2016 OTHER DONATION ACCOUNTS ACCOUNT YEAR ESTB'D DESCRIPTION ACCOUNT OWNED BY FINANCIAL INSTITUTION HOLDING ACCT WITHDRAWAL RESTRICTIONS USE RESTRICTIONS PRINCIPAL AMOUNT 2016 STARTING ACCOUNT BALANCE PRIOR YEAR SPENDABLE BALANCE REMAINING 2016 REVENUE 2016 EXPENSES DESCRIPTION/NOTES SPL FUND NUMBER Helen Lawson Fund Short Term 2010 2010 * Fund initially created by a $25,000 gift from Rod Lawson to SCVF to establish the Helen Lawson Short-Term Fund for the SPL. *Distributions from fund to be made on a "spend down" basis with the expectation that the fund will be expended over a period of 5 years. Upon expiration of five years, decision will be made to either extend the fund or endow the fund. * In May 2015, Library requested and was approved for a further 5 years on grant with new expiration of 2020 to expend funds. St. Croix Valley Foundation First State Bank & Trust Full expenditure of donation in 5 years (2015). Requested and was approved for 5 year extension (2020). Project Use $25,000.00 $22,661.32 N/A N/A $0.00 *$23,000 earmarked for the Building Reconfiguration Project Phase 1/Part C: Teen Library. No Acct Yet Other Government Gifts N/A * Account created to track gifts given to us by other governmental entities. * Currently the two donors to the fund are Stillwater Township and Baytown. City of Stillwater Wells Fargo N/A Unrestricted N/A $14,223.00 $14,223.00 $5,000.00 $0.00 * $19,223 is available (4 gifts from Stillwater Township: $4,100-2013; $5,000-2014; $5,000-2015; $5,000- 2016 plus interest). $7,500-$11,900 earmarked for Building Reconfiguration Project Phase 2/Part B: Upper Level Periodicals. 227 Margaret Rivers 2012 * In December 2012, Margaret Rivers Fund gave library a gift of $10,000. * Board allocated use of funds for Zinio (e-magazines), staff continuing education and marketing brochures. City of Stillwater Wells Fargo N/A Unrestricted by donor; Allocated by board N/A $2,523.00 $2,523.00 $0.00 $0.00 235 Alice O'Brien Estate Remainder 2015 * In 2015, library received payment of $4,909 from the remainder of the Alice O'Brien Estate. The gift was not restricted in use. * 3/8/16 Board allocated $1,800 to production of Shelf Life newsletter. City of Stillwater Wells Fargo N/A Unrestricted N/A $4,909.00 $4,909.00 $0.00 $1,800.00 * $1,800 allocated on 3/8/16 to printing costs associated with city's Shelf Life newsletter. 235 Program Fund 1990 * A program fund was established at the St. Paul Foundation in 1990. This was an endowment fund with the interest income only used. It was funded by donations from library board of trustees. * In 2014, the St. Paul Foundation closed out its smaller accounts and sent us a payment for the funds left in this account. The SPL now has the full amount to spend but the use restriction remains in place. City of Stillwater Wells Fargo N/A Programs $1,000.00 $1,258.00 $1,258.00 $0.00 $0.00 Shared Account 235 Donations * SPL receives smaller donations from organizations or individuals, including tributes to purchase a book in memory/honor of someone, donations to a specified area, and unrestricted gifts. * If the gift is designated to operating costs, is a tribute book purchase or is a smaller gift to be used in the calendar year, the gift is often put in 230 and used to offset city budget expenditures. * If the gift will be spent across calendar years or is a larger gift with multiple expenditures, the gift is usually put in 235 as we can track both the revenue and expenditure to this account. City of Stillwater Wells Fargo * See 2016 Gifts Received for a list of donations received in 2016. 230 or Shared Account 235 Friends and SPLF * Friends of Stillwater Public Library and Stillwater Public Library Foundation also provide awards and gifts to the Library. * See 2016 Gifts Received for a list of gifts received in 2016. Friends - 235 SPLF 232/223 7/14/16 3 Fund Overview LIBRARY SUPPLEMENTAL FUNDS 2016 2016 FUND BALANCE ACCOUNTS Library Fund Balance Account (Not Including Compensated Absences) N/A * A holding account for the library that may be added to annually when library's revenues at the end of the year exceed expenditures. * In the absence of any other policy from the city, the fund balance may be used but it is typically only used to cover shortfalls in budget. Among other ways shortfalls may happen - unbudgeted telecommunications costs, unusually severe weather sends utilities into negative territory, a staff illness requires heavy use of substitute time, building requires major repair, etc. City of Stillwater Wells Fargo See description.N/A $92,671.00 Compensated Absences Fund N/A * A holding account for the unused portion of vacation time that benefitted employees are allowed by personnel policy and union contract to roll from one year to the next. These funds may not be used outright or use to offset budget overages. City of Stillwater Wells Fargo Funds used to compensate employees for current year vacations taken with prior year's rolled over vacation time. N/A $22,794.00 July 27, 2016 STILLWATER PUBLIC LIBRARY FOUNDATION T~t:he,,p~ Dear Stillwater City Council members, As the Library leadership has the opportunity to come before you in the coming weeks to show the prudent use of the City's funding, we want to remind you of the purpose and productivity of the Stillwater Public Library Foundation. Across the country, independent Friends organizations and foundations have been created to bridge the gap between public funding for library operations and private funding for the ex tras needed to sustain a strong and vibrant library. The private funding provided by the SPLF is an unmistakable example of what makes good libraries great. The SPLF was organized on September 14, 2007 under the Minnesota Nonprofit Corporation Act for th e purpose of supporting the library beyond what the City of Stillwater is able to provide in tax monies. As a separate 501(c)(3) tax entity, the SPLF operates independently from the Library, the City, and the Friends of the Stillwater Public Library. We have our own Board of Directors charged with h elping the Library th r ive by attracting private funds and community support to supplement public dollars. We have a responsibility to the Library to be receptive to its needs, but we have a great responsibility to our donors to be wise stewards of their gifts and intentions, ensuring that funds are used fo r enhancement and not as a replacement of city support. We are mindful of the substantial support that the City of Stillwater allocates to the Library. The grants provided by the SPLF strengthen and enrich the materials, programs, and services of the Library beyond what the city can provide. We receive no government contributions, and our funds are raised through the generosity of hundreds of families who live in the Stillwater area. Inspired residents give generously, paying once for the library through taxes, and again through personal gifts because they know the value of the add-ons provided by the SPLF . This level of financial support is important to the Library and to the community. For a remarkable account of what the SPLF has done in the past year, we encourage yo u to read our most recent annual report. We are astounded for all we've been able to provide for library users. We are humbled at the generosity and trust our donors have placed in the Foundation to serve them through our City 's great institution. :Z:!t!~ .~ ~ ·~ ~"o" ,s,.._JJ.;~ ~~~ ~~ ~Pfvf)&-_/t,--4 Stillwater Public Library Foundation Board ~ ~ Steve Brady, Jane Dickinson, Andy Kass, Du stin Moeller, Jean Morse, Sandy Nicholson, Merilee Read, F;ed Re///, Mary t'· Mary Ann Sa ndeen, Cam i Stobenow, Kathy Thae<M, Bcent Vaight, Ann WoljJ r:;;:--,.,; f<~ :,n_,_~dahon , 224 Thitd St . N. , Stillwatet MN 55082 0,, ar,,/ 7» ,A , , ~ ~t ~ stillwaterpubl i clibraryfoundation.org ~· / ''t:"'~ 651.275.4338 ext 130 • splfoundation@gmail.com Date: July 29, 2016 TO: Mayor and Council FROM: Tom McCarty, City Administrator SUBJECT: Community Agencies – Budget Requests Attached are budget requests from:  Community Thread  Youth Services Bureau (available Wednesday)  Washington County Historical Society  The Locals – Lumberjack Days Parade There will be representatives attending the meeting to provide information on their requests. ACTION REQUIRED: The information presented to Council is for information only. No action is required at this time as Council will consider these budget requests at the budget workshop on August 16, 2016.. comn1unity thread June 15, 2016 Tom McCarty, City Administrator City of Stillwater 216 North 4th St. Stillwater, MN 55082 Dear Mr. McCarty, Thank you for allowing us to provide you with a summary of the Community Thread programs serving the citizens of our community and for considering our request for financial support. Community Thread was established in 1967 by individuals who recognized needs not being met by existing resources in the St. Croix Valley. Believing that volunteers could impact those needs, the founders created an organization designed to connect people and enrich lives, something we continue to do to this day. Community Thread's mission is to leverage resources and volunteers to improve the quality of life for adults and their families in our local community. We do this by providing services aimed at older adults, particularly those who desire to age in place, as well as advocating for and supporting volunteers throughout the St. Croix Valley region. Our name symbolizes our belief that each act of service is a thread that ties people, communities and lives together. Community Thread engages people through four programs: The Volunteer Center, Older Adults Program (with two sites: Stillwater and Bayport Senior Centers), Transportation Program and the Chore Services Program, with over 19,000 interactions in 2015. The cumulative impact of our programs is stronger, healthier, safer, and more connected communities. Community Thread's 1,148 volunteers contributed 11,376 hours of service to the community in 2015. The value of a volunteer's time and talent in Minnesota is calculated by Independent Sector at $24.83 per hour, which means Community Thread volunteers contributed over $282,466 in value to area nonprofit programs in 2015. Community Thread is a free standing nonprofit. We are not an agency of the city, county, state or federal government. We were founded by members of the community and we rely on the community to help us continue to provide programs and opportunities that keep people engaged, enriched and connected. Every year, we raise our entire budget and we are excellent stewards of those dollars. Community Thread has earned the "seal of approval" of the Charities Review Council. Since 2010, we have met the Charities Review Council's Accountability Standards which are benchmarks of solid nonprofit governance, finance, fundraising, and public communication. Operating dollars given to Community Thread preserve programs and services for the common good of residents living and working in the greater St. Croix Valley. For more than 49 years, we have made our region a better place to live by providing opportunities to learn, socialize and stay engaged with older adult programs, transportation to doctor appointments, help with household chores and tax returns, and connections to volunteer opportunities. We are respectfully requesting $16,000 from the City of Stillwater for 2017 to help continue the programs and services that benefit our citizens. Let me know if you would like me to make a brief presentation to your city council. Thank you for your support in 2016 and we look forward to forming a partnership with the City of Stillwater going forward. Sincerely, Executive Director, Community Thread W~U~IHGTOH (OUHTV .UIHO~l(~l ~OCIIlV July 8, 2016 Gateway to Minnesota History J. Thomas McCarty Stillwater City Administrator 216 4th Street North Stillwater, Minnesota 55082 Dear Mr. McCarty: oece1ven n JUL 06 2016 u BY:-·----- 1 am writing to you to request city support of the Washington County Historical Society of $7,500. This request of annual assistance will go toward the operation of the Historical Society and help to preserve local history for today and for future generations. The Washington County Historical Society began with a meeting of people from around the county at the Stillwater Public Library in 1934. In 1941, the Historical Society purchased the Warden's House on North Main Street and opened it as a museum that same year. It is the second house museum opened to the public in Minnesota. In the 1970s the Historical Society purchased the Hay Lake School in Scandia, Minnesota as well as the Johannes Erickson Log House. They are both public museums. All three buildings are on the National Register of Historic Places. In the 1990s, the Historical Society rebuilt the carriage house behind the Warden's House museum where the research and storage is for the organization. In 2013 the Historical Society purchased the building at 1862 S. Greeley Street in Stillwater for a future Heritage Center. As of now it is being leased to the Minnesota Department of Transportation as use as the headquarters of the new river crossing currently under construction. In 2015 the Historical Society purchased the historic Boutwell House on Boutwell road in Stillwater to preserve its important history to Stillwater, Washington County and the state of Minnesota. Currently the Historical Society holds many city records, documents and artifacts that help to tell the story of Stillwater. The Warden's House Museum is the only museum in Stillwater that tells of its economic, social and personal history. More than 3,000 visitors come through the Warden's House Museum every year, including over 1,000 students learning local history. Going through the museum helps to meet the state standards for teaching of local history in the 6th grade. The Washington County Historical Society is the only county historical society in the state of Minnesota that receives no annual assistance from their county. The average annual assistance in the seven county Metro area is approximately $125,000 which includes Washington County's zero according to the Minnesota Historical Society. In the Minnesota State Statutes, 138.053, it indicates that cities, towns and counties may support local historical societies. PO. Box 167, Stillwater, MN 55082-0167 -651-439-5956 -www.wchsmn.org The Washington County Historical Society, a 501c3 non-profit organization, has been providing a valuable service to the citizens of Stillwater for more than 80 years . To continue this service the Historical Society, like all other organizations, must meet its financial obligations . Other communities the size of Stillwater also contribute an annual appropriation of assistance to their county historical societies and we are asking the community of Stillwater to do the same. Thank you for your consideration on our request for annual support to the Washington County Historical Society. If you would like to have a representative of the organization speak to the request we would be happy to do so. Executive Director Washington County Historical Society C> 4 Internal Revenue Service District Director I Date: NOV 1 3 1984 WASHINGycN COUNTY HISrcRICAL SOCIETY 602 :,iORT~ MAIN STILLWATER, MN 55082 Dear Applicant: Depa rtrnent of the T reasur~ . . Employer Identification Number: //I -t; CJ :-: SJ~·.-~.::;.: Accoun_ting Peric,d Ending: (Y~7,..A..-,_ ~ ~3 / Form 990 Required: [rJ Yes O No PersonyContact: I~ . .., IJ • ./'/.,c./ 1..F, "1..-"-' . ....- Cont7t Telephone Nutrlber: ,·1;' no/ -7D . .:~/;,, .·'J r.J (.' ·/ ./ .) Based on information supplied, and assuming your operations will be as stated in your application for recognition of exemption, we have deter~ined you are exe~pt from Federal income tax under sectio~ 50l(c)(3) of the Internal Revenue Code. We have further determined that you ari not a private foundatio~ within the ~eaning of section 509(a) of the Code because you are an organization described in section .. 5'() 9 (tt )(,) c .. 1-.,l..1. 1 ~tJ ( h); Xii)( v;) · If your sources of support, or your purposes. character, or ~ethod of operatio1 change, please let us know so we can consider the effect of the change on your exempt status and foundation status. Also. you should inform us of all changes in your name or address. Generally, you are not liable for social security (FICA) taxes unless you file a waiver of exemption certificate as provided in the federal Insurance Contributions Act. If you have paid FICA truces without filing the waiver. you should contact us. You are not liable for the tax imposed under the federal Une~ployment Tax Act (:uTA). Sinca you are net a private found~tion, you a,e not subject to tr.e excise taxer under Chapter 42 of the Code. However, you are not autooatically exe~pt from other Federal excise taxes. If you have any questions about exc:.se. employ~ent, or other federal taxes, please let us know. Donors may deduct contributions to you as provided in section 170 o~ ~~e Code. Bequests. legacies, devises, transfers. or gifts to you or for your use are deducti~le for federal estate and gift tax purposes if they meet tr.e applicaole provisions of sections 2055, 2106, and 2522 of the Code. The box checked in the heading of this letter shows whether you ~ust file Form 990, Return of Organization Exempt f,om Income tax. If Yes is checked, you are required to file r6rm 990 only if your gross receipts each year a,e ~or~al!y more than Sl0,000. If a retur;1 is required, it must be filed by the 15tr, day of o! the fifth month after the end of your annual accounting pe,iod. The la~ i~posc a penalty of SlO a day, up to a maxi~um of S5.000. when a return is filed late. unless there is reasonable cause for the delay. • 230 S. Dearborn SL. Chicago, Ill. 60604 (OverJ Letter 947(00) (5- June gth, 2016 From: David Ratte, 2016 Stillwater Lumberjack Days Parade Director Subj: Lumberjack Days Parade Financial Support Proposal Executive Summary: Additional financial resources are necessary to put on a community parade of sufficient depth and variety. Payment of parade entry fees only covers a portion of projected expenses (roughly 50%), thereby leaving no excess financial resources available to secure the services of paid acts, such as marching bands, clowns, and other crowd favorites. Discussion: While it takes a mixture of fixed and variable expenses in order to run a parade, it can essentially be said that it costs parade organizers under the current construct roughly $10,000 to put on a parade, whether there is one entry or a hundred. Parade costs are closely controlled and further minimized by using an all-volunteer labor pool of roughly 30 personnel, and use of various in kind donations such as busing, towing, and donation of money and goods by private individuals, thereby saving nearly $10,000 more in other outlays. Some examples of items incurring costs (or forgone) include: Barricades and saw horses, signage, and traffic safety personnel (largest single expense by far); porta potties, assembly area signage, and communication radios; generators, site and route use fees, transportation, bleachers, and tenting. On top of those costs is the potential to expand the number and quality of entries by hiring various paid groups. Today, certain fan favorite acts come with stiff performance fees. For example, the following charges are typical in 2016: professional clown and balloon twister ($400-$500 apiece), stilt walker ($400-$800), professional drum line ($1000-$1200), high school marching bands ($1500 -$2000 per band), police and other pipe and drum bands ($500-$1000}, motorcycle demonstration team ($1200), and precision drill team ($200). Total contracted for in 2016 is "'$5000, although twice that could have been secured if funds allowed. Entry fees alone cannot fully pay for a parade, nor even approach a break-even level. While the parade organizers have established a no-fee-waiver policy, in reality entry fees are waived for governmental units and visiting royalty (roughly 25% of the parade) to contribute to community good will, as well as in kind support is accepted on a limited basis (roughly 5% of the parade). Recommendation: The City of Stillwater provide financial support in executing the Lumberjack Days Parade, as it is one of Stillwater's annual signature events. Without additional resources, or reduced costs to parade organizers, the parade will not attain nor sustain a sufficient quality befitting the town of Stillwater and her residents. In keeping with the organizing principle of Lumberjack Days being a hometown affair that seeks to draws residents from the local community to attend the various events, few activities charge any admission or fees in order to partake. Sponsorship is key to the execution of Lumberjack Days, parade included. July 28, 2016 RE: Brown Sign for new St. Croix Crossing Bridge Stillwater Exit TO: Tom McCarty, City Administrator Ted Kozlowski, Mayor Shawn Sanders, City Engineer Dianne Ward, City Clerk FROM: Cory Buettner, Leo’s Grill & Malt Shop Christie Rosckes, Discover Stillwater (CVB) PROBLEM: The St. Croix River Crossing signage plan currently does NOT include a BROWN SIGN to direct travelers to Stillwater’s Commercial Historic District. SOLUTION: We have recently found a possible solution after meeting with MNDOT. Together, we propose an additional brown sign stating ‘historic district’ be attached above the planned ‘Downtown Stillwater’ green exit sign (see Photo below). The sign would be installed for both eastbound and westbound exits to Stillwater. The estimated cost is $3,000 per sign, but cost may double if the approval process is delayed. The cause of the increased cost would be due to traffic control expenses once bridge is in operation. We request your assistance to bring this before the Stillwater City Council on August 3, 2016 and then apply to MNDOT. Our contacts at MNDOT are: Josie Tayse (Metro Signing Engineer) Eric Peterson (North Metro Signing Engineer) Todd Clarkowski (Project Commissioner) Current Sign Proposed Sign BACKGROUND Downtown organizations and business owners have been wondering what type of signage is planned fordirecting and w elcoming traffic from the new highway 36 bridge and exits to ensure that local and tourist traffic know how to find the historic downtown business district. We have been in discussion for more than a year and recently had this breakthrough solution. WHAT IS A BROWN SIGN? “A historical marker or historic marker is an indicator such as a plaque or sign to commemorate an even or person of historic interest and to associate that point of interest with a specific locale one can visit.” According to the U.S. Department of Transportation and Federal Highway Administration, brown is an indicator of ‘recreation’ when used on highway signage. A tourist sign, often referred to as a brown sign, is a traffic sign whose purpose is to direct visitors to tourist destinations,[1] such as historic buildings, tourist regions, caravan or camp sites, picnic areas, sporting facilities and cultural places such as museums. By international convention, brown signs with white lettering and white pictograms are often used for this purpose. In the mid‐1970s, tourist signs were introduced into France.[2] Since that time, the idea of directing tourists to sights and attractions using a uniform type of signage has spread around the world. A brown sign for downtown signifies that Stillwater is a destination and captures the attention of out of town guests. WHY THIS AFFECTS STILLWATER and OAK PARK HEIGHTS: For years, travelers were automatically routed through downtown historic Stillwater on Highway 36 over the lift bridge. Once the new bridge opens in fall of 2017, in order to visit Stillwater, they will be required to exit onto highway 95. Without proper signage, tourism (one of our City’s largest economic drivers) could suffer. This will not only affect the cities in the Stillwater tourism area, but Washington County’s Leisure & Hospitality Industry Sales ($477,244,735 gross sales in 2014) as well as the State of Minnesota’s tourism sales (A $13.6 billion dollar industry, Source: Explore Minnesota 2014 gross sales). We want travelers to stay to visit the Birthplace of Minnesota. Let’s work together to keep tourism dollars in Minnesota! HOW THE CITY CAN HELP: 1. Support the administrative steps required for policy change and use your political influence to enact this change. Time is of the essence with the opening of the bridge next fall. 2. St. Croix Crossing Project Engineering Plan Policy – see resource A and C for the signage section of the 40+ page policy that covers what we are talking about. 3. Historic Signage Requirements (see resource B) a. The request for the signage has to come from the city. A historic district shall be registered on the National Register of Historic Places or a federal program of the National Park Service. Stillwater has both – St. Croix River National Scenic Byway AND the Commercial Historic District as well as the Stillwater Overlook site located in Oak Park Heights right near the intersection. b. Historic district boundaries must be distinguishable through local street signage – what is currently in place and is there an opportunity to meet this requirement as you create your City’s Capital Improvement Plan downtown section? c. We must have a publicly accessible location within the district such as a self‐service kiosk or welcome center. We have this by the pedestrian plaza (Large map sign), but may need to add a spot for distribution of the Stillwater Visitor’s Guide/Map. d. Historical and cultural signs shall only be allowed from the nearest trunk highway intersection. Signs directing motorists from one trunk highway to another trunk highway shall not be allowed. As the proposed signage would be on HWY 36, directing visitors to the historic district on HWY 95, the request would not be in compliance with this provision. To counter this point, we’d need to the gain support from the City of Oak Park Heights and obtain permission from the External Sign Variance Policy Board or the entire list of agencies who signed the original St. Croix Crossing Bridge plan. Of note…Hudson, WI has a brown sign on I‐94 pointing to highway 35 for their historic district so it must be possible to overlook this provision. 4. Funding a. All costs (engineering, sign creation, etc.) are at the expense of the municipality. As well as the maintenance and replacement of signs. b. The City of Stillwater and Oak Park Heights collect roughly $30,000+ from lodging taxes annually, so perhaps part of these funds could be allocated to cover brown sign costs. RESOURCES: A: St. Croix Crossing Engineering Plan, Signage Section B: Historic District Sign Criteria from MNDOT C: a. "[City Name ] Downtown & Historic District" with directional arrow(s) b. "[City Name} Hi storic & Bu sines s District" w ith directional arrow(s) Signing Locations: l. Signs may be installed on conventional highways, at at-grade intersections on expressways and on rural bypasses that have interchanges at non-trun k highways. 2. The facility must be located within 1 mile of the signed inte rs ection in urban areas and within 10 miles of the si gned i ntersection in rural areas. a. Urban Environm ent-typical characteristics are highly developed areas having slower speeds, higher proportion of local traffic, inc r eased diffi culty in finding acceptable locations for traffic signs, and a more complicated driving environment. b. Rural Environment -typica l characteristics are relatively undeveloped or agricultural land, higher speeds, higher proportion of non-local traffic, easy ability to find acceptable locations for traffic signs and relatively uncomplicated driving environment. Small cities in otherwise rural areas are included i n this definition. 3. Signing shall not be permitted within the corporate limits of one city directing motorists to a facility located in another city. 4. The loca l governing body(ies) shall prio r itize which facilities may be signed when Mn DOT determines that th e number of qualifying generators that a community is requesting sign in g for cannot all be accommodated on signing at the same intersection due to driver information overload and sign spacing guide lin es. 5. Signs shall only be allowed from the nearest trunk highway intersection. Si gns d i recting motorists from one trunk highway to another trunk highway shall not be allowed. C. Municipal Identification Entrance Sign Requirements from MNDOT’s Traffic Engineering Manual May 201 5 Traffic En gineering Manual 6-7.07.07 Municipa l Iden tification Entrance Sign These sign s shall be located outside of the clea r zone and installed through the MnDO T permit process. Refer to the l atest Mn DO T Maintenance Bull eti n for all applicable gu idelines and provisions. T his bu ll etin may be o btai ned from District maintenance a n d permit offices. 6-7.07.08 R eseNation Boundary Sign Signs m ay be install ed for reservation boundaries which c ross t runk highways, except freeways, with a limit of two signs pe r trunk h ighway. The sign panel may include the name of the reservation, the tribal logo, and either the year of t reaty or the reservation populati on. T h e panel must also be void of any commerc ia l advertising . Sign size i s variable based on sign message and font sizes. S ign panel designs shall be approved by MnDOT p rio r to fabricat ion. Chapter 6 The s igns are to be f abricated, i nstalled , and maintained b y MnDOT un less otherwise directed by the District Traffic Office. Sign costs wi ll be paid by the community. 6-7.07.09 Soil and Water ConseJVation District Sign The Soil and Water Conservation District shall complete and submit a n Application for Perm it (MnDOT Form 1723) to t he appropriate area maintenance engineer for approv al to insta ll a sign in a ccordan ce with all of the fo ll owing criteria: 1. Sign sha ll be located on the top of t he back slope j ust inside the right-of-way line . The sign cannot be placed on t he s hou lder slope or in the ditch bottom. T he sign should be placed t o obtain a m inimum hazard location . 2. Signs shall be pe rmitted on ly on non-f reeway types of roadways. 3. Where the approved location i s within the clear zone (see MnDOT Road D esign Manual, Chapter 4-6.04 for clear zone criteria}, the sign support shall be a breakaway type. 4 . T he s ign pa nel shall b e the same design o r equal to that available from the National Association of Conservation Di strict s. 5 . T h e s ign install ation shall be maintained in good repair. If this r equirement is not met, th e applicant will be n otified to remove the s ign. 6. The sign can no t be placed at a location where it w i ll inte rfere w ith the e ffectiveness of any traffic control device, or inte rfere in any way w ith the safe operation of mot or vehicle traffic or t he safety of pedestrians and non-motorized vehicles. 7. The Soil and Water Conservation Districts will be resp on sible for furni shi ng th e signs and posts, and for install ati on at th e desi gnated locations. 6-7.07.10 State Entry/Exit Signs State Entry Monum e nt (SEM) Progra m a nd Entry Signs T he re are three Minnesota State Entry Monume nt marker types in u se today: Type I a nd Ty p e II monuments, and Type Ill meta l sign pa n els . Ty pe I State Entry Monume nts (constructed of precast con c rete in the s h ape of Mi nnesota) and severa l Exit Monuments were designed in 1996 via a University of Minnesota stude nt comp et ition. They are typically l ocated wh ere inte r sta te highways cross Minnesota 's boundary, and a t the Minnesota/ Canadian bord er. Page 6-49 CITY COUNCIL MEETING MINUTES July 19, 2016 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:05 p.m. Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Absent: None Staff present: City Administrator McCarty City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Public Works Director Sanders Community Development Director Turnblad Finance Director Harrison City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of July 5, 2016 regular and recessed meeting minutes Motion by Councilmember Polehna, seconded by Councilmember Junker, to approve the minutes of the July 5, 2016 regular and recessed meeting. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Comprehensive Financial Report Audit – Chris Knopik, ClifftonLarsonAllen Chris Knopik, ClifftonLarsonAllen, reviewed the City’s 2015 audit. Territorial Springs and Lofts of Stillwater Tax Increment Bonds Dave MacGillivray, Springsted & Associates, reviewed the details of a negotiated bond sale for the Territorial Springs and Lofts of Stillwater projects, which he stated generated some savings for the City. City Attorney Magnuson explained the resolutions associated with the tax increment bonds. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2016-146A, authorizing the restatement of Development Agreement and the termination of certain assessment agreements (Territorial Springs, LLC and The Lofts projects), Series 2016C Bonds. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None City Council Meeting July 19, 2016 Page 2 of 7 Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt Resolution 2016-146B, authorizing the sale of Tax Increment Revenue Refunding Bonds (Territorial Springs and The Lofts of Stillwater projects) Series 2016C and providing for their issuance. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Pivot Stillwater - Robert Molenda Bob Molenda explained the Pivot Stillwater application for iPhones, for which he received a grant from the Stillwater Foundation. Based on technology developed in Boston, the app allows people to visit a scene in Stillwater and view that same location as it looked historically. John Runk photographs and historical text will be used. The app will start with five sites and can be easily expanded. He added that Stillwater will be the first community in the region to use the technology. He will work with the City on installation of several instructional signs. OPEN FORUM Patrick Nelson, 1118 1st Street North, informed the Council that since 2004 he has been picking up litter, cutting grass and controlling weeds in Kolliner Park, but recently the lock has been changed. Councilmember Junker suggested Mr. Nelson work with the Parks Commission and City staff to get into the park. Ryan Smith, 815 Maple Street, voiced concern about a new parking lot entrance created last year for Stillwater Collision which abuts his lot line, making it very convenient for the business to use the area for dilapidated cars and other junk. He asked why city code requiring a fence and setback is not being enforced. He expressed that he basically has a metal scrap transfer spot in his backyard. Mr. Smith also expressed concern about the release of volatile organic compounds from the business. City Administrator McCarty responded that City staff has discussed the issue and will address the concerns later, during the Executive Session of the meeting. City Attorney Magnuson added that the site is regulated under both a CUP and a settlement agreement from a lawsuit the City brought against the use a number of years ago. Community Development Director Turnblad stated he would keep Mr. Smith informed on the discussions. Mike Robinson, 801 Pine Street West, Elephant Walk Bed & Breakfast, addressed the issue of enforcement of special use permits. He also thanked Councilmembers for their service. Rob San Cartier, 216 Owens Street, told the Council that residents overwhelmingly do not want their freedoms restricted by a yard parking ordinance. He presented a petition with the rest of the names (100) that were not turned in previously. He added that having a lot of restrictions equates to communism. He feels it is totally wrong to have the government telling everybody what to do. Mr. San Cartier proposed a code change that would allow coverage of 75-100% of the front yard for parking if needed. For new construction, the Council could set a minimum of parking spaces required, not a maximum, increase the size of all parking spots, and make garages mandatory to hide vehicles. For instance, a new four bedroom home should be required to have a 2.5 car garage and four parking spots. He added these restrictions could be enforced for new construction, but to require them of existing old homes is not right. City Council Meeting July 19, 2016 Page 3 of 7 STAFF REPORTS Police Chief Gannaway reported that Lumberjack Days went very well with a little over 50 service calls for the weekend. Fire Chief Glaser echoed Chief Gannaway saying the weekend went well. Councilmember Polehna asked about the status of the sport court in the new Armory. Community Development Director Turnblad responded that he will check on it. CONSENT AGENDA Resolution 2016‐140, directing payment of bills Resolution 2016‐141, approving transfer of an on‐sale and Sunday Liquor License to Stillwater Holdings LLC, DBA: Rafters Possible approval of new special event – Faster than the Pastor on November 12, 2016 Resolution 2016‐142, approving the 2016 Fall Colors Art Festival special event and contract and temporary liquor license Resolution 2016‐143, approving amendment to the Summer Tuesdays special event contract Resolution 2016‐144, appointment of Karen Jensen to Board of Water Commissioners Resolution 2016‐145, approving amendment to the contract with Wenck Construction for construction management services Possible approval of sanitary sewer adjustments Motion by Councilmember Menikheim, seconded by Councilmember Polehna, to adopt the Consent Agenda. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Discussion on TIF Agreement amendment for the conversion of the former Wolf Brewery Block to a boutique hotel City Attorney Magnuson reported that, since the last meeting, staff has negotiated a very tight schedule for the developers to fulfill the obligations under the development contract if it is reinstated. Essentially the developers would have to have a construction contract and funded mortgage financing by August 31 and begin construction by September 30. The developers appear confident they can meet that schedule. Mr. Magnuson stated that staff’s review of the pro-forma and financial package finds that the project is a lot more feasible and on better footing than it was previously. He explained the TIF Agreement amendment. Councilmember Weidner commented that he loves the project, but is concerned about past missed deadlines. Michael Mergens, corporate advisor for Elevage Hotel Group, responded that the investment group, architect, land use counsel and bank are now all different. The parcel has immense potential and developers are ready to close on the properties before the end of the month. City Council Meeting July 19, 2016 Page 4 of 7 Councilmember Menikheim echoed Councilmember Weidner’s concerns. Mr. Magnuson reiterated that there are different investors, a different bank, and liquidity providers, representing a substantial change from the last development group. He explained that the taxes on the project would fund the balance of the increment over a period of years. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2016-147, reinstating a Development Contract. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Armory Update City Administrator McCarty reminded the Council that the City must notify the National Guard of its intent to purchase the Armory Building at the offered price of $1.2 million, by August 1, 2016. He added that a lot of information has been received from the National Guard about the history of the property, but a number of due diligence items remain: the City may wish to conduct its own appraisal of the Armory property; a Phase I Environmental Analysis should be conducted; and there has been no formal discussion with developers to consider what possible reuse and development alternatives might exist for the building. Mr. McCarty outlined the options for proceeding. Councilmember Junker stated he has always wanted to see an appraisal of the property followed by a Phase 1 environmental study. Councilmember Menikheim stated he feels the Council does not have enough information to make a decision, other than to ask for another extension; and Councilmember Weidner noted the an extension of time does not appear to benefit the City. Council consensus was to let the August 1 deadline run its course. Motion by Councilmember Weidner, seconded by Councilmember Junker, to send a letter to the General thanking him for the courtesy of the extension and notifying him the City does not intend to request another extension. All in favor. Motion by Councilmember Polehna, seconded by Councilmember Junker, to order an appraisal of the Armory. All in favor. NEW BUSINESS Proposed hotel and parking mitigation plan - Joseph Wolf Block 8 Community Development Director Turnblad explained that developers of the boutique hotel at 402 Main Street South are asking for approval of a parking mitigation plan and four valet parking spots, two on Main Street and two on Nelson Street. The Downtown Parking Commission unanimously recommended approval of the use of the two easternmost parking spaces on Nelson Street for valet parking, but recommended denial of the two spaces on Main Street. The annual cost for the two spaces on Nelson Street at 2016 rates would be $4,026. In order for on -street parking spaces to be reserved for the hotel, the Council must decide whether or not to grant that request. Councilmember Junker stated that the Downtown Parking Commission intended to review this again in terms of the Main Street spots. Mr. Turnblad explained the Parking Commission realizes City Council Meeting July 19, 2016 Page 5 of 7 traffic patterns on Main Street will change after the bridge is constructed, which is the reason for reviewing it in a year. Councilmember Weidner asked why not grant the hotel the use of the Main Street spaces, and if it causes a problem, take action. He feels developers have asked for a creative solution to the parking problem. Community Development Director Turnblad indicated how the parking requirement for the hotel was calculated. Councilmember Junker agreed with Councilmember Weidner, adding that he would love to see valet parking spots on Main Street, but the DTPC felt the first year would be hard to do that. Mayor Kozlowski stated he understands the DTPC’s reluctance to reserve on-street spots for a private business, but he feels this is different because it is helping the parking situation. Councilmember Weidner remarked that Nelson Street seems too steep to use for valet parking spots. Corey Burstad, developer, responded that asking for the Nelson Street valet parking spaces was a compromise, but they were hoping for the Main Street spots to be approved. They would be fine with giving up the Nelson Street valet parking, but would like to retain the existing loading zone on Nelson. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to approve two valet parking spots on Main Street, eliminate the two valet parking spaces on Nelson, and approve the mitigation plan in a formal resolution at the August 3, 2016 meeting. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of planning consultant contract with HKGi Community Development Director Turnblad reminded the Council that earlier this year, the Council approved the use of planning consultants to assist with two projects: a study of short term (vacation) rentals; and a concept park plan for the Aiple property. Staff received proposals from three Twin Cities consulting firms and recommends contracting with HKGi. Councilmember Weidner asked why a consultant is needed, and Mr. Turnblad replied that there are many moving parts involved in determining which options are best for the City, and staff does not have time to do the work. Referring to the lengthy process for the yard parking ordinance, Councilmember Weidner asked what if the study process takes a year. Mr. Turnblad replied that the study itself would take a couple of months, then there would be public discussion about the details of the ordinance. Meanwhile, staff has already notified people who now take rentals on a short term basis to take no more reservations. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt Resolution 2016-148, approving contract for professional services related to planning projects. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None City Council Meeting July 19, 2016 Page 6 of 7 Possible approval of assessments for Brown’s Creek Cove impact fees City Attorney Magnuson informed the Council that developers are exercising the option to request that the City certify the traffic adequacy impact fees on the real estate taxes over three years. The first installment for collection would be in 2017. Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt Resolution 2016- 149, adopting assessment - Brown’s Creek Cove (Project 2016-07, L.I. 411). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Discussion on possible Site Plan Review Ordinance Community Development Director Turnblad pointed out that on a number of occasions the Council has discussed whether a site plan review process should be required of large downtown projects that would not otherwise be subject to a formal review. As a follow-up to those discussions, planning staff has outlined the main elements of a potential ordinance to require this formal review. Council consensus was to direct staff to draft a Site Plan Review Ordinance and forward it to the Planning Commission for a review and public hearing. COUNCIL REQUEST ITEMS Discussion on placement of bridge section in Bridgeview Park Councilmember Junker indicated that last week he learned that MnDOT has no use for the casting mold for one of the smaller sections, that was inaccurately poured. He felt it would be a great conversation piece to place in Bridgeview Park. An answer is needed by September 1. Councilmember Polehna suggested referring it to the Parks Commission to discuss ideas on how to use the structure. Motion by Councilmember Polehna, seconded by Councilmember Junker, to refer the issue to Parks Commission. All in favor. Olive Street Project Councilmember Junker stated that neighbors want the City to consider a four-way stop at South Sixth and Olive Streets; and Public Works Director Sanders agreed to look into the issue. Beyond the Yellow Ribbon Update Councilmember Polehna thanked all who participated in the Lumberjack Days Parade and Beyond the Yellow Ribbon. The Locals Councilmember Weidner and the other Councilmembers thanked The Locals, and stated that they exceeded expectations, overcame adversity, and hosted a wonderful Lumberjack Days. City Council Meeting July 19, 2016 Page 7 of 7 ADJOURNMENT TO EXECUTIVE SESSION TO DISCUSS LITIGATION STRATEGY Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting to Executive Session at 9:48 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2016‐140, directing payment of bills Resolution 2016‐141, approving transfer of an On‐sale and Sunday Liquor License to Stillwater Holdings LLC, DBA: Rafters Resolution 2016‐142, approving 2016 Fall Colors Art Festival Special Event with Contract and temporary liquor license Resolution 2016‐143, appointment of Karen Jensen to Board of Water Commissioners Resolution 2016‐145, resolution approving amendment to the contract with Wenck Resolution 2016-146A, authorizing the restatement of Development Agreement and the termination of certain assessment agreements (Territorial Springs, LLC and The Lofts projects), Series 2016C Bonds Resolution 2016-146B, authorizing the sale of Tax Increment Revenue Refunding Bonds (Territorial Springs and The Lofts of Stillwater projects) Series 2016C and providing for their issuance Resolution 2016-147, reinstating a Development Contract Resolution 2016-148, approving contract for professional services related to planning projects Resolution 2016-149, adopting assessment - Brown’s Creek Cove (Project 2016-07, L.I. 411) EXHIBIT "A" TO RESOLUTION #2016-150 LIST OF BILLS 30 Specialties Inc. Ammonia House Inc. Astleford International Athletica Sport Systems AutoNation Battery I 1st US Artillery Barnt Rich Brimeyer Fursman LLC Brines Market Brock White Co . LLC Brothers Mfg Burks Tree and Landscape Care C. Hassis Snow Removal and Yard Services Carquest Auto Parts Central Wood/Rivard Co Century Link Cornerstone Copy Center Costar Realty Information Inc Coverall of the Twin Cities Cub Foods Curb Masters Diamond Vogel Paints ECM Publishers Emergency Automotive Mobile Unit Emergency Medical Products Emergency Response Solutions FleetPride Frontier Ag & Turf Frontier Ag & Turf-Rentals Goodyear Commercial Tire Guardian Supply HD Sports North America Heritage Embroidery and Design Heritage Printing Inc. Holiday Credit Office Hotsy Equipment of Minnesota Ice Skating Institute Innovative Office Solutions LLC International Code Council lpromoteu Jefferson Fire and Safety Inc. Junker Brad Lake Elmo Oil Inc Lake Management Inc . Lakeview Hospital KB surface mount Equipment repair supplies Filters Equipment repair supplies Vehicle repairs -#206 Cannons July 4th Reimburse for mileage Recruitment Meals Fence Black stripping floor pads Forestry & Tree Inventory Lawn Mowing Equipment repair supplies Park facility supplies Telephone Recycle guide Property professional Commercial cleaning services Bakery Water St dumpster enclosure Paint Publications Equipment repair charges First aid supplies Equipment repair charges Equipment repair supplies Equipment repair supplies Gator Tires Uniforms and supplies Skates Uniforms SWAT Business cards Fuel Building repair supplies Skater memberships Paper MN Fire Code Nite to Unite Fireade Reimburse for meal expense -driving school Fuel McKusick treatment near fishing pier Blood draws Page 1 499 .57 1,057.28 198.70 673.96 247.61 2,000.00 140.40 950.00 315.16 1,771.20 56.77 1,358.24 150.00 163.83 1,715 .00 41.60 10,377.50 345 .08 2,312.00 17.98 6,597.30 234.60 628.33 10.80 150.30 57.90 44.40 193.21 500.00 200.10 690.19 314 .60 31.98 63.00 64 .01 128.76 442 .00 481.43 84 .00 1,094.41 495 .00 11.77 18 .18 482.00 50.00 EXHIBIT "A" TO RESOLUT I ON #2016-150 League of MN Cities Ins Tr Lemoine Chyrisse M.J. Raleigh Truck Co. Mansfield Oil Company Marshall Electric Company Menards Metropolitan Mechanical Contracto rs Miller Excavating Mississippi Welders Supply Co. MTI Distributing NAPA Auto Parts Nardini Fire Equipment Ness-Fisher Angela Office Depot OnSite Sanitation O'Reilly Auto Parts Pasket Dennis Performance Plus LLC Pinky's Sewer Service Pioneer Rim and Wheel Co . Pizza Man of Stillwater Pro Headsets R W Kirchner & Assoc. RES Specialty Pyrotechnics Inc. Robole Donna Simplifile SKB Env i ronmental SRF Consulting Group St. Croix Boat and Packet Co. St . Cro ix Recreation Fun Playgrounds STAR State Wide Protection Agency Stillwater Motor Company Streichers T.A. Schifsky and Sons TBEI lnc/Crysteel Manufacturi ng Telemetry and Process Contro ls Thomson Reuters Toll Gas and Welding Supply Tri -State Bobcat USAble Life Verizon Wireless Veterans Memorial Washington County Sheriffs Office Wold Architects and Engineers WWGoetsch Associates Inc Claim# 24017 Reimburse for condolence cards Sand Fuel Control wiring for lift station Supplies Maintenance agreement 2016 Street Project Nitrogen Equipment repair supplies Equipment repair supplies Equipment repair supplies Park Fee Refund Office supplies Portable restroom Equipment repair supplies Reimburse for meal expense -driving school Drug screen Lift station sewage pumping Ti re Pizza Lumberjack Days Headset Appraisal reports Fireworks Reimburse for mileage for meeti ng Record i ng fees Pond dredging Downtown Plan Update Dock Space Lease Supplies Membership Uniform security Vehicle service & parts Uniforms and supplies Asphalt Equipment repair supplies Lift station repair supplies Information Charges Cylinders Bobcat renta I Term Life Insurance Wireless service Super Valu Parking Quarterly MDCs Police/City Hall Remodel Lift station repairs Page 2 1,000 .00 60 .04 20 .00 6,795.81 4,092 .00 1,579.21 2,162.00 189,559.08 167 .05 1,258 .78 89 .64 368.00 125.00 190.94 50 .00 31.34 7.81 225 .00 350.00 83 .36 156.00 299.00 9,500.00 42,000.00 22 .68 450.00 2,084.15 8,430.53 2,666 .66 165.74 275 .00 1,089.50 96.82 635.89 2,069.12 1,095.00 182 .00 131.25 108 .83 173.25 439.20 1,443.28 4,347 .00 6,000 .00 21,424 .97 18,630 .00 EXHIBIT "A" TO RESOLUTION #2016-150 CREDIT CARDS Amazon .com Backgroundchecks .com Ebay Eventbrite FedEx Washington Cty Historic Courthouse WI Criminal Background LIBRARY Amdahl Locksmith Inc Chris American Flagpole and Flag Baker and Taylor Bhattarai Sailen Broda rt Co Menards Mercury Electric Midwest Tape Recorded Books Inc Sanderson Kevin Security Response Services Inc Stillwater Medical Group Toshiba Business Solutions Washington County Library LIBRARY CREDIT CARDS Amazon.com Cub Foods Dream Host Kowalski's Market JULY MANUALS Ahola Ian Comcast MPELRA Postmaster Schiltz Daniel Xcel Energy Anti -Fatigue mat Background checks Battery for panic panel Training Shipping Reservation Downtown Plan Update Workshop Background checks Power Door Operators Flag Materials Wedd Damage Deposit Refund Materials Supplies Power Door Operators Materials Materials Property Damage Payment Alarm Monitoring Employment Testing Maintenance Contract Q2 Postage for Overdue Notices Materials Misc Monthly Website Fee Misc UB Refund Internet Conference registration UB Billing Postage Live concert on the library terrace Energy Page 3 492.89 258 .75 13.99 219 .00 114.84 700.00 7.00 4,930.00 99 .95 1,241.91 250 .00 1,689.25 34.45 286 .80 219 .27 292 .53 30 .00 168.12 136.00 240 .90 176.28 152.20 88.59 19.95 27 .19 583 .50 184.75 350.00 2,846 .70 500.00 12,763.90 STAFF REQUEST ITEM I Department: MIS I Date: 07/29/2016 DESCRIPTION OF REQUEST (Briefly outline what the request is) The City's contract with Microsoft for licensing and software assurance expires on August 29, 2016. This request is for a new 3 year contract with Microsoft. FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Total cost of the contract will $29.782.00 per year. This is actually cheaper than our last three year agreement. This price remains the same unless there is a need to add licenses at some point during the contract. ADDITIONAL INFORMATION ATTACHED Yes _x_ No -- ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Rose Holman Date: 07/29/2016 RESOLUTION 2016-151 RESOLUTION APPROVING THE PURCHASE OF MICROSOFT LICENSES AND AUTHORIZING THE CITY ADMINISTRATOR AND CITY CLERK TO EXECUTE AGREEMENT WHEREAS, the renewal of the Microsoft licensing expires on August 29, 2016; and WHEREAS, the City has received an quote from Microsoft in the amount of $29,782.00; and WHEREAS, Microsoft licensing costs were approved as part of the 2016 Capital Budget; and WHEREAS, once the item has been approved by Council, the three (3) year license agreement will be generated by Microsoft. NOW THEREFORE BE IT RESOLVED, that the Stillwater City Council hereby approves the purchase of Microsoft licenses and the agreement and authorizes the City Administrator and City Clerk to execute the agreement. Adopted by the Stillwater City Council this 3rd day of August, 2016. __________________________ Ted Kozlowski, Mayor ATTEST: ________________________________ Diane F. Ward, City Clerk MN CITY OF STILLWATER Rose Holman 216 N. FOURTH STREET ATIN: ACCOUNTS PAYABLE STILLWATER, MN 55082 United States Phone: (651) 430-8804 Fax: Email: rholman@ci.stillwater.mn.us All Prices are in US Dollar (USD) Product 2 3 Microsoft Core CAL -Software assurance - 1 user CAL -Platform -Enterprise -All Languages Microsoft -Part#: W06-01072 Microsoft Office Professional Plus -Software assurance - 1 PC -Enterprise -Win - All Languages Microsoft -Part#: 269-12442 Microsoft Office Professional Plus -License & software assurance - 1 PC - academic -Enterprise, Select, Select Plus -Win -All Languages Microsoft -Part#: 269-05623 Pricing Proposal Quotation #: 1141 0066 Created On: 4/19/2016 Valid Until: 4/29/2016 Inside Account Executive Ryan Baicher 300 Davidson Ave Somerset NJ 08873 Phone: 732-564-8514 Fax: 732-564-8078 Email: Ryan_Baicher@shi.com Qty Your Price Total 170 $43.00 $7,310.00 65 $87.00 $5,655.00 15 $176.00 $2,640.00 ,,,,,,,,, __ ,,,,,_,,,,==-"'·Y"_,,,_,_,,, ..... ,,,=,,•m.•,a=m=,w,.,,,,, "''WOWNN-,··•·----,,,,,,,,,,,--,----~--=· 4 Windows Enterprise -Software assurance - 1 license -Enterprise -All Languages Microsoft -Part#: KV3-00353 5 Windows Enterprise -Upgrade & software assurance - 1 license -Enterprise -All Languages Microsoft-Part#: KV3-00381 6 Microsoft Exchange Server -Software assurance - 1 server -Enterprise, Select, Select Plus -All Languages Microsoft-Part#: 312-02257 7 Microsoft SOL Server Standard Core Edition -Software assurance - 2 cores - academic -Select, Select Plus -Win -All Languages Microsoft -Part#: 7NQ-00292 8 Microsoft Windows Server Datacenter Edition -Software assurance - 2 processors -Select, Select Plus -All Languages Microsoft -Part#: P71-07282 9 Microsoft Windows Server Sta~dard Edition -Software assurance - 2 processors - Enterprise, Select, Select Plus -All Languages Microsoft -Part#: P73-05898 65 $39.00 $2,535.00 15 $57.00 $855.00 $116.00 $116.00 4 $585.00 $2,340.00 3 $1,005.00 $3,015.00 3 $144.00 $432.00 10 Microsoft Office SharePoint Server -License & software assurance - 1 server - academic -Enterprise, Select, Select Plus, EES -Win -All Languages Microsoft -Part#: H04-00232 11 Skype for Business Server -License & software assurance - 1 server -Enterprise, Select, Select Plus, EES -Win -All Languages Microsoft-Part#: 5HU-00215 12 Skype for Business Server Enterprise CAL -License & software assurance - 1 user CAL -Enterprise, Select -Win -All Languages Microsoft -Part#: 7 AH-00282 10 $2,588.00 $1,756.00 $54.00 Subtotal Total $2,588.00 $1,756.00 $540.00 $29,782.00 $29,782.00 The Products offered under this proposal are subject to the SHI Return Policy posted at www.shi.com/returnpolicv. unless there is an existing agreement between SHI and the Customer. RESOLUTION 2016-152 APPROVING SALARY SCHEDULE FOR SEASONAL PARKING LOT ATTENDANTS WHEREAS, the salary schedule for the seasonal parking lot attendants were increased in March of 2016; and WHEREAS, effective August 1, 2016 the minimum wage in Minnesota is $9.50 per hour; and WHEREAS, this increase for the Parking Attendants will be funded from the Downtown Parking Fund; and BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota that effective August 1, 2016 , following salary schedule is hereby approved. PARKING ATTENDANTS (PART-TIME SEASONAL) Entry $9.50/Hour 2nd Year $10.00/Hour 3rd Year $10.50/Hour 4th Year $11.00/Hour 5th Year/Maximum $11.50/Hour Adopted by the City Council this 3rd day of August, 2016. _________________________________________ Ted Kozlowski, Mayor ATTEST: _______________________________________________ Diane F. Ward, City Clerk RESOLUTION 2016- 153 RESOLUTION GRANTING LICENSE TO ELEVAGE HOTEL GROUP, LLC & STILLWATER CAVES, LLC FOR THE OPERATION OF VALET STATIONS ON SOUTH MAIN STREET WHEREAS, Corey Burstad of Elevage Hotel, LLC, submitted a request for license to use two on-street parking spaces as valet stations for the hotel planned to be located within the historic Joseph Wolf Block, located at 402 and 410 South Main Street; and WHEREAS, the requested valet stations are proposed to be located on Main Street in front of the hotel’s main entrance and lobby, as shown in Exhibit A; and WHEREAS, the Stillwater Planning Commission approved a Special Use Permit for the hotel on July 13, 2016. NOW THEREFORE BE IT RESOLVED, that the Stillwater City Council hereby grants license to Elevage Hotel Group, LLC and Stillwater Caves, LLC to operate valet stations from the two on-street parking spaces shown in Exhibit A, subject to the following conditions: 1. During the first year of operation a pro-rated annual reservation fee must be paid to the City prior to issuance of a Certificate of Occupancy for the hotel, and annually thereafter by January 1st of each year. The fee per parking space is set by Resolution of the City Council annually. According to the 2016 fee Resolution, the annual amount for the Main Street parking spaces is $4,026 ($2,013 per space). 2. This license is valid for three years, but fees will be reviewed annually. 3. Customer vehicles from the valet stations shall be parked in the following parking facilities, in the priority order given here: I. The private valet parking lot on the west side of the hotel property, then II. The Municipal Parking Ramp, and finally III. Municipal Parking Lot #20. Adopted by the Stillwater City Council this 3rd day of August, 2016. _____________________________ Ted Kozlowski, Mayor ATTEST: __________________________ Diane F. Ward, City Clerk Exhibit A MEMORANDUM TO: FROM: Mayor and City Council Tim Moore, ~arks Superintendant DATE: July 28, 2016, SUBJECT: Possible Purchase of New Hook/Plow Truck Background Currently, the City of Stillwater Public Works Department has a 2002 Case 521 Loader with its original plow and bucket. This piece of equipment has been used on a plow route for approximately 12 years, is the smallest of 4 loaders in the fleet, does not have the capability of applying chemical for snow and ice control, and is no longer used for plowing snow. It is proposed purchase a new plow truck to increase efficiency for plowing in the winter and expand its use with a hook truck design to utilize different attachments to make the truck more versatile and efficient for other times of the year. Funds in the amount of $275,000 have been designated for the purchase of the truck, $125,000 was set aside in 2014 and $150,000.00 in 2016. We also propose to trade-in the Case Loader and apply towards the purchase of the new truck. Discussion The new truck will be purchased with two separate vendors, one for the chassis and cab and one for the plow equipment and attachments. Staff has met and with truck dealer vendors listed on the state contract for the chassis and cab and feels that Freightliner from ISTATE TRUCK CENTER is best suited for the design of the plow equipment /attachments being considered. They submitted a quote for a 2017 Freightliner 114SD tandem of $75,399 .00. This includes the trade-in amount of $25,000 for the 2002 Case 521 loader. Staff met with truck fabricator vendors from the state bid for the plow equipment and attachments to outfit the truck. Equipment and attachments include; dump body, front, rear and underbody plow, hook lift chemical delivery system, V-body sander, flat bed. Truck Bodies & Equipment International, Inc. from Lake Crystal submitted the low quote in the amount of $179,633.00. The city has had truck equipment fabricated from them in the past and has had good luck with their product. Recommendation Staff recommends the purchase of the 2017 Freightliner 114SD tandem axle truck from ISTATE TRUCK CENTER for $75,399.00 and the fabrication and installation of the truck equipment and attachments listed from Truck Bodies & Equipment International, Inc . for $179,633.00 for a Total of $255,032.00 . This purchase will be paid for from the 2014 Streets Capital Outlay Carry Over and 2016 Streets Capital Outlay fund. IRECF VED MAY -3 20\6 May 3, 2016 Dear Mayor and Councilmembers, We have appreciated the opportunity to work with the city for the past two years and the current year on the Stillwater summer festival. Through great amounts of work and determination, we feel we have been successful in our efforts to provide a fun, activity-driven, community festival that truly celebrates many of the wonderful attributes of the city of Stillwater and the St. Croix Valley. We have also been fortunate enough to share profits of the festival with local non-profit and civic groups, which we feel are the keystone to providing an opportunity to bring our community together. We have seen growth in each year of the festival and would appreciate your consideration in the extension of our contract by three additional years. This would take our contract to 2019. As the City of Stillwater has secured the use of the historic name Lumberjack Days, we have used the last several months to completely rebrand the festival to reflect that. We are excited to be using the name and know the value that accompanies it, which is why we have taken care in the rebranding transition from Stillwater Log Jam to Stillwater Lumberjack Days. It is our hope to carry this work over into the extended three years. With this extension we plan to stay true to our mission to provide an engaging and educational event that welcomes families and community members to the birthplace of Minnesota to enjoy and learn about the cultural heritage, historical charm and local talent of our beloved river town. In addition, we plan to use the three years to grow our volunteer base and build on the existing event with more acitivities and heavier involvement from local non-profits and civic groups. Producing the summer festival has been exhilarating and a means of pride for each board member. We sincerely thank you for the current contract and would enjoy working together for the additional three years. Thank you for your consideration. The Locals -Erin, Brad, Shawn, Paul and Michael CITY COUNCIL DATE: July 25, 2016 APPLICANT: City of Stillwater SUBJECT: Temporary family health care dwellings PREPARED BY: Bill Turnblad, Community Development Director BACKGROUND On July 15, 2016 the City Council directed staff to draft an ordinance opting out of Minnesota Statute § 462.3593. This statute permits and regulates “temporary family health care dwellings”, but gives municipalities the alternative to opt-out of the statute. Staff published a notice in the Gazette with the following hearing dates. August 3, 2016 City Council holds the first reading. August 10, 2016 the Planning Commission conducts a public hearing. August 16, 2016 City Council holds a second reading and could adopt ordinance. COMMENTS The noticed schedule would make it possible for the City to adopt the ordinance and publish it prior to September 1st when the State program is set to begin. ALTERNATIVES If the Council finds the attached ordinance to be satisfactory, approve its first reading. It will then be forwarded to the Planning Commission for a public hearing on August 10th. If the Council finds revisions to be necessary, the first reading should be tabled. Attachment: Ordinance ORDINANCE NO. AN ORDINANCE OPTING-OUT OF THE REQUIREMENTS OF MINNESOTA STATUTES, SECTION 462.3593 WHEREAS, on May 12, 2016, Governor Dayton signed into law the creation and regulation of temporary family health care dwellings, codified at Minn. Stat. § 462.3593, which permit and regulate temporary family health care dwellings; and WHEREAS, subdivision 9 of Minn. Stat. §462.3593 allows cities to “opt out” of those regulations. NOW THEREFORE, The City Council of the City of Stillwater, Washington County, Minnesota, does hereby ordain as follows: Section 1. City Code, Chapter 31 is amended by adding Section 31-215.1 as follows: Sec. 31-215.1. Temporary Family Health Care Dwellings Pursuant to authority granted by Minnesota Statutes, §462.3593, subdivision 9, the City of Stillwater opts-out of the requirements of Minnesota Statute §462.3593, which defines and regulates Temporary Family Health Care Dwellings. The effect of opting-out is that Temporary Family Health Care Dwellings will not be permitted in the City of Stillwater. Section 2. This Ordinance shall be in full force and effect from and after passage and publication according to law. Section 3. In all other ways the Stillwater City Code shall remain in full force and effect. Adopted by the City Council this ______ of _________________, 2016. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: ___________________________ Diane Ward, City Clerk TO: Mayor & City Council FROM: Tom McCarty, City Administrator DATE: July 29, 2016 RE: Remembrance Walk, September 9, 2016 -Special Event Request BACKGROUND Heather Lombardo has submitted a special event application for the September 9, 2016 "Now I Lay Me Down To Sleep Remembrance Walk". The event is for families that have lost babies. The application includes a request for use of municipal lots 5 and 9 and use of Lowell Park from on Saturday, September 9, 2016. The group proposes a 3- piece band in the gazebo during the event, and request blocking of Sam Bloomer Way at Nelson Street, the bridge and Myrtle Street. They have requested one police officer on Mulberry Street. The Park Commission has reviewed and recommended approval of this event. The Downtown Parking Commission has reviewed and denied use of municipal lots 5 and 9 for this event. Staff has recommended approval of this event. Should Lowell Park be blocked off in September for turf repair due to high water, the organizer would like to move the event into parking lot 5 and 9 and will work Police staff on a new route for the remembrance walk. Memo To: Parks and Recreation Commission From: Tim Moore, Public Works Superintendent Date: July 20, 2016 Re: NILMDTS Remembrance Walk BACKGROUND Now I Lay Me Down to Sleep (NILMDTS) is a national organization that provides heirloom portraits to families that have lost babies. The organization has submitted an event application to hold a Remembrance Walk on Saturday, September 10th, 2016 in Lowell Park. They will set- up tents on Friday afternoon and vendors will set up on Saturday morning. There will be a ceremony, reading of baby’s names, a guest speaker, live music in the amphitheater, and a balloon or flower release followed by a short one mile walk. DISCUSSION The walk begins at the gazebo and goes under the bridge along Sam Bloomer Way w hich will be blocked off for the event. They turn around at Nelson Street and walk the pathway along the river up to Mulberry Point then onto the trail up to the trailhead parking lot where they turn and head back on Main Street to Lowell Park. They will place small display signs with pictures of babies along portions of the route in Lowell Park. The event will be finished and cleaned up by 6 pm on Saturday. RECOMMENDATION The Park and Recreation Commission should review the event request and provide recommendations to City Council. TO: Downtown Parking Commission FROM: Bill Turnblad, Community Development Director DATE: July 15, 2016 RE: Remembrance Walk – Special Event parking lot reservation Background Heather Lombardo has submitted a special event application for the 2016 Now I Lay Me Down To Sleep Remembrance Walk. The event is for families that have lost babies. The day will begin with a ceremony that includes a reading of the infants names, a guest speaker, a balloon release, and live music. Following the ceremony the remembrance walk will take place with pictures of the babies along the portion of the route in Lowell Park. Setup for the event will occur on Friday, September 9, 2016. The event itself will occur on Saturday the 10th. Parking Lot Reservations Municipal Lots 5 and 9 are requested to be reserved between 6:00 AM and 2:00 PM on Saturday, September 10th. Both of these lots are east of the Downtown trail, and therefore by policy are available for special events. The City’s 2016 fee schedule sets a price of $3 per space per day in these lots during the high season (which runs through September). Since there are 30 spaces in Lot 9 and 7 spaces in Lot 7, the one day reservation for these two lots would be $111. Recommendation Staff recommends approval with a fee of $111. bt attachment: Application form Item 6.02 EVENTS PERMIT APPLICATION T H E IIBTHPI.IIC.E OF .. IMJ\lliSDTA. 216 North 4th Street, Stillwater, MN 55082 Telephone: 651 -430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Trtle/Name of Event Now I Lay Me Down To Sleep 2016 Remembrance Walk Event Date/Time : Set up: Date 9/09/16 Time 1600 to 2200 Actual Event: Date 9/10/16 Time 0800 to 2100 Clea n up: Dat e 9/10/16 Time 2000 to 2200 (Eve nts after 10:00 p.m. requir e a variance from City Council Locatio n (Address) of Event: Lowell Park -North and South areas, Gazebo, Amphitheater, turn around, path, & (If in Lowell Park pl ease spe cify north o r sout h Lo w ell pa r k) Sam Bloomer wa Description of Event (please be specif ic -this information w ill b e used t o promote the event on the Oty of Stillwat er w ebsite) Remembrance walk eve nt for families whom have lost a baby/babies to gather. There will be a reading of infant names, ceremony led by guest speaker, balloon release, and potential local music artists. After the ceremony the remembrance walk will take place. (See map for route) Estimated Attendan ce (p articipants and spectators): 300-1500 Sponsoring Organ ization Name: Now I Lay Me Down To Sleep Mailing Add ress : 7500 E. Arapahoe Road, Suite 101 City, State, Zip Code: Centennial, CO 80112 Prim ary Contact/Applicant Name: Heather Lombardo and Karla Shaffer Ph one Numbe r: Heather 651-3 29-5363 Fax : Cell Phone : Karla 303-589-1640 Email Add ress : Heather: HeatherNilmdts@hotmail.com Karla : kshaffer @nilmdts.org W e bsite Address: Nilmdts .org Name of contact person during event: Heather Lombardo Cell Phone: 651-329-5363 Alternate co ntact during eve nt: Karla Shaffer Cell Phone : 303-589-1640 Refer media or citizens inquires to : Heather Lombardo Phon e: 651-329-5363 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. Will any signs/banners be put up No D Yes V Number and size: 10-25 numerous sizes around event (tbd Will there be any inflatables? No ,I Yes 0 Insurance certificate from rental vendor i£ required Will there be entertainment? No D Yes M What type: local music artist, to be determined. Will sound amplification be used? No D Yes J Hours and Type: 1000-1300 Will a stage ortent(s) be set up? No 0 Yes -rf Dimensions: Tents, largest expected to be 30x30, small vendor tents, (tbd) Will there be temporary fencing? No ~ Yes 0 Will merchandise/food items be sold? No D Yes J How many vendors expected: possibly 10 TBD Will food be prepared on site? No ~ Yes D Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No ~ Yes D Contact Stillwater Fire Deparrment, 351-4950 Will alcohol be served but not sold? No .,;/ Yes D See Alcohol Regulations in the Instructions Will alcohol be sold? No ~ Yes D See Alcohol Regulations in the Instructions Will there be a fireworks display? No ~ Yes D Pennit required, contact Stillwater Fire Oeportment, 651-351-4950 Describe power needs and location of power source . Near check in tent by PD Pappy's, and Pavilion. Other potential outlets may be needed, we should have a better idea by early summer. We are researching sound/video vendors. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available organization website, and post cards. Flyers, social media, national · .. ·~·:?.'.SelYi~i!ii l~f,f_~~;r~ttiTI~1~i¥.ut~11~~,· ... :,~~tiia~ll"H~Y~?:!i:,~ii!~Jff ·.,~;j~~·,w1t~:;'.,~~'i:siiiiiit;ilii/it~l~1;~,~il~!t'li~,l~,'~.~i~t.0,'11;ITTm!~w.1J!~t~i~!fffi~t~!ili~ Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No D Yes rJ/ Start/End Time: 0800-2200 Date: 9/10/16 City Sidewalks or Trails No O Yes J Start/End Time: 0800-2200 Date: 9/10/16 Public Parking Lots or Spaces No D Yes V Start/End Time: 0800_2200 Date: 9/10/16 Will event need barricade{s)? No D Yes rs/ Number needed: 4 Will extra picnic tables be needed? No D Yes lf Number needed: TBD, app10 Will portable restrooms be needed? No'ff Yes 0 Number needed: Will extra trash receptacles be needed? No 0 Yes¥ Number needed: TBD, app 5-10 Describe trash removal and cleanup plan during and after event: We will use the City of Stillwater services or hire a private collection service. Will event need traffic control'? No V Yes 0 Contact Stillwater Police Department/or osslstana, 6Sl-3Sl-4900 Describe crowd control procedure to ensure the safety of participants and spectators: TBD, will discuss the potential needs with Stillwater Police. We do not anticipate a need for c rowd control for this type of event. Will "No Parking Signs" be needed? No 0 Yes g Numberneeded: app 7 -10 Show locotlon(s) on site map Will event need security? No D Yes g If ~nt Is overnight, s«urity wl/l be required. If using private secruity, list Security Company and Contact Information: We are researching private security contractors. Will event need EMS services? No'M Yes D Con tact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: On site first responders will attend to minor needs. In the event of an emergency, organization personnel will clear the area/roads and direct EMS in to the patient. Will discuss with Fire Chief for additional requirements for EMS and develop a severe weather action plan in addition tn thA <::.tAn<::. h.,,1,.,. ... Describe the emergency action plan if severe weather should arise:Our Emergency Command Center shall monitor weather on the day of the event for excessive wind, hail, lighting, and potential tornado threats in o rder to avoid a sudden emergency evacuation need. Should weather become severe, the event will be postponed or canceled. Attendees will bE directed by organizers to evacuate the park via west bound Nelson, Chestnut. Myrtle, and Mulberrv streets. List any other pertinent information: The sponsor{s) of this event hereby agrees to save the City, its agents, of/idols 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 munidpalities covering claims that might be brought against the event that arise out of the events authorized and to name the Qty as an additional insured on their po/fey "as their inter~t 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 Uability. Date VVCIIU'l:.11.:> 11vu.:, Museum c W Laurel St~ stair.,, --·-- · Memorial Main ) stair;t \ ~ \ \ Public Parking Downtown St"ll 1 water 2014 Legend City Parking Lot City Parking Ramp Tour bus parking Tour bus loading/unloading City montly permits valid • Free parking ~ .. ti • Pay parking Free par1<ing after office hours • Parking ONL y for co-op customers []I] Public restrooms Nu mbers in circles = h hm tl s fo r free parking ,it~r . Map produ ced b St illwater Parking C y . . 818114 omm1ss1on 12270 Norell Ave N Stillwater, MN 55082 July 17, 2016 Stuart W. Glaser, Fire Chief 250 Maryknoll Dr N Stillwater, MN 55082 Dear Mr. Glaser and crew, We had a fire started by lightening the evening of July 5, 2016. Thank you all for your prompt, professional , competent and courteous service. The source of the fire was discovered quickly and damage was kept to a minimum. In addition, your care of our home and furniture was remarkable; moving the piano and other furniture before it got soaked was a class act. Communication with us during the incident was timely and thorough. ~: Ted Kozlowski, Mayor 1. 2. 3. 4. 5. 6. Washington ~~County BOARD AGENDA August 2, 2016-9:00 A.M. Board of Commissioners Fran Miron , Cha ir, Distr ict 1 ham , District 4 eik , District 5 9:00 9:00 9:10 9:10 9:40 9:50 Roll Call Pledge of Allegiance Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Wa shing ton Co unty Government, whether or not th e issue is listed on this agenda. Persons who wish to address the Board must.fill out a comment card before th e m ee ting begins and g ive it to th e Co unty Board secretary or the County Administrator. The County Board Chair will ask you to come lo the podium, state yo11r name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and thefi1l/ Board ofCommiss ioners. 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 individ11a/'s presentation if it becomes redundant, repetitive, overly arg11m entative, or ifit is not relevant to an issu e that is part of Washington County's Responsibilities. Consent Calendar -Roll Call Vote Public Hearing-Public Works-Don Theisen, Director A. Adopt Resolution to Amend Chapter Three, Subdivision Regulations, Ordinance 131, Section 2.1 Scope and Applicability B. Adopt Resolution to Amend the Washington County Comprehensive Plan 2030 Public Works -Frank Ticknor, Design Engineer Approve a Cooperative Agreement with the City of Cottage Grove for the Design of the East Point Douglas Improvement Project Sheriff's Office -Sheriff Bill Hutton Resolution -Approval for the Washington County Sheriffs Office to Accept Donation of Ten $250 Gift Certificates to Galls Inc. from Thomas Rice 7. 9:55 Public Health & Environment -Judy Hunter, Senior Program Manager A. Adopt Resolution to Amend the Washington County Solid Waste Master Plan 20 I 1-2030 B. Adopt Resolution to Approve Ramsey and Washington Counties Joint Designation Plan 8. 10: 15 General Administration -Molly O'Rourke, County Administrator 9. 10:25 Commissioner Reports-Comments -Questions 10. 11. 10:40 This period of time shall be used by the Commissioners to report to th e ji1ll Board on committee ac tivities, make comments on ma//ers of interest a nd information, or raise q11estions to the staff. This action is not intended to result in s ub stantive board action during this tim e. Any action necessa,y because of discussion will be scheduled for ajillure board meeting. Board Correspondence Adjourn 12. 10:45-11 :25 Board Workshop with Community Services-Linda Bixby, Division Manager Review Medical Assistance and the Affordable Care Act Assisfive [istening device~ arE: ~vailable for use in ~he County Board Room EQUAL EMPLOYMENT OPPORTUNITY/ AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * AUGUST 2, 2016 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Property Records & Taxpayer Services Public Health & Environment Public Works Sheriffs Office ITEM A. Approval of July 19, 2016 County Board Meeting Minutes. B. Approval of an application for a Temporary On-Sale Liquor License for the Stillwater Elks #179 for a special event to take place at Kissing Birch Farm, 10200 Norell Avenue North, Stillwater Township on September 10 and 11 , 2016. C. Approval of a resolution to authorize the Department of Health and Environment to submit a grant application to the Minnesota Board of Water and Soil Resources for the fiscal year 2017 Clean Water Fund Minnesota Department of Health Well Sealing Grant Program to reinstate a targeted we! 1 sealing cost share assistance program. D. Approval of a resolution to authorize the Department of Health and Environment to submit a grant application to the Minnesota Board of Water and Soil Resources for the fiscal year 2017 Clean Water Fund Accelerated Implementation Grant Program to conduct a countywide records inventory and risk analysis for septic systems. E. Approval of Amendment No. 1 to Metropolitan Council Grant Agreement SG-03667 for the Lake Elmo Park Reserve Swim Pond Improvements Project. F. Approval of Amendment No. 1 to Metropolitan Council Grant Agreement SG-03669 for the Cottage Grove Ravine Regional Park Renovations Project. G. Approval of a grant agreement with the Minnesota Department of Public Safety, Division of Homeland Security and Emergency Management, to receive funding through the Emergency Management Performance Grant Program. H. Approval of an agreement between Hennepin County and Washington County to house Hennepin County detainees at the Washington County jail if a continuity of operations plan is activated. Consent Calendar items are generally defined as items of routine business, not requiring di sc ussion, and approved in one vote. Commiss ion ers may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive {istening device~ a": flvailab/e for use in the County Board Room EQUAL EMPLOYMENT OPPORTUNITY/ AFFIRMATIVE ACTION EMPLOYER 1. 2. 3. 4. 5. 6. 7. 8. Washington ,:~county r.:;, . . Board of Commissioners FYI Fran Miron, Chair , District 1 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, District 5 9:00 9:00 9:10 9: 10 9:20 9:30 9:45 BOARD AGENDA JULY 26, 2016 -9:00 A.M. Roll Call Pledge of Allegiance 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 Co unty Board secretary or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than jive minutes. The Board Chair reserves the right to limit an individuals presentation if it becomes redundant, repetitive, overly argumentative, or ifitis not relevant to an issue th at is part of Washington County's Responsibilities. Consent Calendar -Roll Call Vote Public Works-Wayne Sandberg, County Engineer Award Bid for the Fuel Infrastructure Upgrades in the Amount of $610,898.55 General Administration -Molly O'Rourke, County Administrator Resolution-2016 Second Quarter Donations Commissioner Reports -Comments -Questions This period of time shall beused by the Commissioners to report to theji1/l Board on committee activities, make comments on matters of interest and infonnation, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessa1y because of discussion will be sdieduledfor afi1ture board meeting. Board Correspondence Adjourn 9. 9:50-10:35 Board Workshop with Public Works-Don Theisen, Director Discuss the County License Centers 10. 10:40-10:55 Board Workshop with Administration -Yvonne Klinnert, Public Information Manager Discuss the Initial Redesign of the Washington County Website Homepage and Library Sub-Site 11. 11 :00-11: 15 Board Workshop with Administration -June Mathiowetz, Senior Planner Update on Potential Purchase ofLauenstein Property at 1101h Street in Grant 11:20 Finance Committee Meeting 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 * JULY 26, 2016 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Property Records & Taxpayer Services Public Works ITEM A. Approval of July 12, 2016 County Board Meeting Minutes. B. Approval ofresolution for applications from the American Legion Post 491 to conduct off-site gambling at the Washington County Fairgrounds. C. Approval ofagreements for assessing services between Washington County and Afton, Oakdale, and Oak Park Heights. D. Approval ofresolution for application received from the St. Paul East Parks Lions to conduct excluded bingo at the Washington County Fairgrounds located in Baytown Township. E. Adoption of resolution to enter into Minnesota Department of Transportation Agreement No. 1003191 providing for the maintenance of a recreational trail within the right-of-way of Minnesota Trunk Highway 61 and Trunk Highway 10. 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 tor use in the County Board Room . . . EQUAL EMPLOYMENT OPPORTUNITY/ AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners July 19, 2016 F I Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Karla Bigham, District 4; and Lisa Weik, District 5. Board Chair Miron presided. Commissioner Reports -Comments -Questions The Commissioners reported on the following items: -Commissioner Kriesel-reported that he attended the Lumberjack Days celebrations in Stillwater last week-end, and had meetings with constituents throughout the week. He acknowledged appreciation for the businesses and constituents in the Stillwater area showing support for law enforcement. -Commissioner Bigham -acknowledged appreciation for the candle light vigils in Cottage Grove in support of law enforcement. She attended the Metropolitan Emergency Services Board Meeting in regards to the preliminary approval of the budget. She attended a study regarding East/West transportation issues, with a focus on needs assessment and solutions. She reported that the Jamaica A venue and County Road 22 intersection will be closed on July 18th and is scheduled to re-open on July 29th. On July 30th, the Sheriffs Office and the Public Health and Environment Department will be hosting a prescription drug take back event in Newport Plaza from 10:00 a .m. to 2:00 p.m. She reported that she leaves for the National Association of Counties (NA Co) Conference on July 21 st, and will not be able to attend next week's Board Meeting on July 26th. -Commissioner Weik-reported that the Gateway Corridor Commission presented to the Woodbury Rotary Club regarding Gold Line Bus Rapid Transit updates. She attended the Mental Health Advisory Council Meeting, regarding the child welfare disparity grant and the housing and homeless work group. She thanked Public Health and Environment staff for the confidential paper shredding event at the Environmental Center in Woodbury last week. She reported that she's leaving for the National Association of Counties (NACo) conference on July 201h. She will be attending a pre-conference mobile workshop regarding a tour of the Thums Islands, oil-drilling platforms. She reported that there are several resolutions for the Transportation Committee, and highlighted the proposed Towards Zero Death Resolution. She thanked Wayne Sandberg, County Engineer, for his work with the Towards Zero Death initiative and the National Association of County Engineers (NACE). She reported that she will arrive back from the NACo conference in time to attend next week's Board Meeting on July 261h. -Commissioner Miron -acknowledged appreciation for the Board Members attending the NACo Conference. He attended the Metropolitan Emergency Services Board (MESB) meeting and shared an MESB legislative report created by Larkin Hoffman Attorneys. He attended the Lakes Area Youth Service Bureau's fundraising taste event. He attended the Forest Lake YMCA ribbon cutting ceremony on July 14th, and spoke of the synergy of the area with the YMCA next to the transit center and the Headwaters Service Center and Library. While attending a St. Paul Saints baseball game with his family, the Ramsey/Washington Recycling and Energy Board and BizRecycling were recognized during the game. He acknowledged appreciation for public safety and law enforcement personnel. Accounting & Finance -Approval of resolution No. 2016-094, declaring intent to retain a CPA firm to perform its annual financial audit. Attorney's Office -Board workshop to provide an update on amendments to Minnesota Statute Chapter 13D, the Open Meeting Law. Community Corrections -Approval ofresolution No. 2016-095 , proclaiming July 17-23, 2016 as Pretrial, Probation, and Parole Supervision Week. General Administration Approval of the following actions: -July 5, 2016 County Board Meeting Minutes. -Appointment of Mary Nienbar, White Bear Lake, to the Workforce Development Board to fill a vacancy for "Business, Health, Science, Extended Learning" to a first term expiring June 30 , 2019. -Public comment from Mayor Stan Karwoski for the City of Oakdale announced his candidacy for the County Commissioner District 2 opening, and shared his relevant work experience. -Public comment from Joseph Delaney, Oakdale, also announced his candidacy for the County Commissioner District 2 opening, and shared his relevant work experience. -Molly O'Rourke, County Administrator, reported that she is currently reviewing all of the department's proposed budgets for 2017 , along with Kevin Corbid, Deputy County Administrator, and Melinda Kirk, Budget/Financial Analyst. -Board correspondence was received and placed on file. Human Resources -Approval of Amendment No. 1 to contract #9886 with Berry Dunn in the amount of $174,059 to assist in the contract negotiation and provide oversight for the Human Resources information system implementation process. Public Works Approval of the following actions: -Contract with WSB & Associates, Inc. in the amount of $167,544 to perform business liaison services for the County State Aid Highway 21 and County State Aid Highway 18 downtown Afton reconstruction project. -Amendment No. 1 to contract 9888 with Kimley-Horn Associates, Inc. in the amount of $219,270 to provide final design services for the County State Aid Highway 19 improvements. -Amendment No. 1 to contract 9889 with Kimley-Hom and Associates, Inc. in the amount of $177,265 to provide final design services for the Cottage Grove Ravine Park Renovation projects. -Amendment No. 1 to contract 10189 in the amount of $22,376 for additional services to complete the Government Center north entry waterproofing and leaking repair. -Board workshop to review the Historic Courthouse Professional Event Management. -Board workshop for an update on the Lake Elmo Park Reserve Swim Pond operations. A complete text of the Official Proceedings of the Washington County Board of Commissioners is available for public inspection at the Office of Administration, Washington County Government Center, 14949 62°d Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners July 12, 2016 F Present were Commissioners Fran Miron, District 1; Gary Kriesel , District 3; Karla Bigham, District 4; and Lisa Weik, District 5. Board Chair Miron presided. Commissioner Reports -Comments -Questions The Commissioners reported on the following items: -Commissioner Bigham -provided updates and timelines in regards to the Jamaica A venue and County Road 22 project, and provided a project hotline number for the public: 651-604-4821 . She thanked the Newport Fire Department for hosting its annual booya. -Commissioner Weik-reported that she will be attending the National Association of Counties (NACo) conference next week, and that the draft transportation agenda packets have been released . She thanked the Washington County Library staff for providing Pokemon Go activities to the public. She summarized constituent concerns regarding overgrown trails at a park in Woodbury, which used to be called Dale Woods. -Commissioner Kriesel -reported that he attended the Ramsey/Washington Recycling and Energy Board Budget Committee meeting, regarding the 2017 budgets. He met with the Prairie Island Community along with Molly O'Rourke, County Administrator, and Public Works staff for a meet and greet, and reported that there are no proposals at this time. -Commissioner Miron -thanked the Public Works department for its efforts of looking into safety concerns and solutions regarding traffic intersections, after the fatal motor vehicle crash that occurred on the intersection of Manning Avenue and County State Aid Highway 4. He reported that he walked in the Forest Lake Parade, during the Fourth of July holiday week-end, and thanked the American Legion for hosting the parade. Community Services -Approval of Sector Partnership National Emergency Grant to serve dislocated worker program participants for the grant period of October 1, 2015, through June 30, 2017. General Administration Approval of the following actions : -June 28, 2016 County Board Meeting Minutes . -Molly O'Rourke, County Administrator reported that she was filmed on the Oakdale Update Show by host Frank Orsello, and talked about topics such as the County Administrator's duties, filling the District 2 County Commissioner vacancy, Washington County's Residential Survey, and the Lake Elmo Swim Pond opening. -Ms. 0 'Rourke reported that she has started the review of all of the department's proposed budgets for 2017, along with Kevin Corbid, Deputy County Administrator, and Melinda Kirk, Budget/Financial Analyst. She reported that she is now soliciting requests for legislative items for 2017 from the various departments, and that a workshop on the topic will be scheduled in August. -Board Chair asked for a moment of silence due to the tragedies that have occurred in the past week, and for peace in our society, our state, and our country. -Board correspondence was received and placed on file. Library -Board workshop to discuss drafted recommendations related to the Library facilities planning. Property Records & Taxpayer Services -Approval ofresolution No. 2016-091, approving the sale of tax forfeited land to the City of Forest Lake. Public Health & Environment Approval of the following actions : -Board workshop to review the Groundwater Plan's 2015 accomplishments and 2016 Priorities Report. -Board workshop for an overview of the Subsurface Sewage Treatment System program and activities. Public Works Approval of the following actions: -Revised license agreement to operate the Newport Transit Station as a State Fair Park and Ride. -Resolution No. 2016-092, authorizing submittal of applications to the Metropolitan Council for funding under the Metropolitan Council Regional Solicitation. -Public Hearing for Land Use Authority for August 2, 2016. -Amendment No. 2 to contract 9662 with SRF Consulting Inc., for final design engineering services for County State Aide Highway 13 pavement management and safety project. -Executive closed session to review appraisal information and potential offer to purchase Lauenstein property at 110th Street in the City of Grant. Sheriff -Approval ofresolution No. 2016-093, authorizing Joint Powers Agreement with the State of Minnesota, Commissioner of Public Safety on behalf of the Bureau of Criminal Apprehension to join together in a multi-agency task force to investigate and prosecute crimes committed against children through the use of computers. 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.