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Home My WebLink About2016-12-06 CC PacketNo Change to Agenda AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 6, 2016 REGULAR MEETING 4:30 P.M. RECESSED MEETING 7:00 P.M. 4:30 P.M. AGENDA I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Discussion on Short-term Rentals 2. Strategic Plan Update IV. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of the special and regular meeting minutes of November 15, 2016 IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 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. 12. Resolution 2016-210, directing payment of bills 13. Resolution 2016-211, adopting delinquent sewer charges Project No. 0001 14. Resolution 2016-212, adopting delinquent garbage bill charges Project No. 0002 15. Resolution 2016-213, approval of Towing License for Stillwater Towing 16. Resolution 2016-214, approval of Addendum No. 1 to the City Of Stillwater and Plymouth Ridge, Inc., Coverall Of The Twin Cities (The Agreement) 17. Possible approval of temporary liquor license for Valley Chamber Chorale for December 9-11, 2016 18. Resolution 2016-215, approval of health, dental rates and flex benefit amount for 2017 19. Resolution 2016-216, approving additional renewals of On-sale, Wine with Strong Beer, Sunday On-sale Liquor Licenses for 2017 20. Possible approval of sanitary sewer adjustments 21. Possible approval of participation in an employee wellness incentive program 22. Possible approval of purchase of V-plow – Public Works XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS 23. Possible approval of Hockey Day Minnesota Agreement (Resolution – Roll Call) XIV. NEW BUSINESS 24. Presentation Truth and Taxation a. Possible adoption of resolutions for 2017 Budget & Tax Levy (2 Resolutions – Roll Call) 25. Possible approval of Use Permit for LodeStar (Resolution – Roll Call) 26. Possible approval of Event Permit for Maple Island Brewery (Resolution – Roll Call) XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT RESOLUTION 2016-210 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 $796,908.43 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 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2016-210 LIST OF BILLS 1ST Line/Leewes Ventures LLC Action Rental Inc. Affordable Comfort Mechanical Al's Coffee Company American Flagpole and Flag Astleford International AutoNation Batteries Plus Bulbs Becker Fire Safety Services LLC Bernicks Board of Water Commissioner Boyer Trucks Browns Creek Watershed Buckley John Burks Tree and Landscape Care C. Hassis Snow Removal and Yard Services Carquest Auto Parts CCS Construction CDW Government Inc. Centro Print Solutions City of St. Paul Coca-Cola Distribution Cole Papers Comcast Communication Systems Specialists Costar Realty Information Inc Coverall of the Twin Cities Cub Foods Curb Masters Inc. Donald Salverda & Associates E & H Enterprise of Alex ECM Publishers Emergency Automotive Mobile Unit Emergency Medical Products Enterprise FM Trust Environmental Resources Management Ess Brothers & Sons Inc. Fastenal Company Fire Safety U.S.A. Flexible Pipe Tool Co. Galls LLC Gannaway John Gertens Wholesale Goodin Company Goodyear Commercial Tire Grafix Shoppe Grainger Food for concessions Concrete & trailer Refund of Permit Coffee & supplies for concessions Flag Filters Vehicle repairs -218 Vehicle repair charges Fire extinguisher service Beverages for concessions WAC Charges Equipment repair supplies Storm water Project Reimburse for mileage Tree care Lawn Service Supplies Myrtle St list station imp iPad 1099 and W-2 forms Training Beverages for concessions Facial tissue Internet & Voice Fuel System Upgrade Property professional Commercial Cleaning Services Buns for concessions Truncated domes Leadership growth program books Refund of Permit Publications Strip out old squads & outfit new squad One touch ultra 2 kit Lease vehicles Myrtle St Dump Grates Supplies Compressor service Sewer hose and install Uniforms and supplies Reimburse for expenses Holiday deco Equipment repair supplies Tires Graphics for police vehicles Door lock assembly Page 1 1,280.85 330 .00 39.60 1,939 .95 53 .14 186.57 187 .58 395.90 518.75 549 .80 6,831.00 209.35 16,532 .56 97 .20 3,980 .00 75 .00 245.81 92,796.00 479 .09 205.59 149 .00 1,188.72 44 .72 321.05 2,076.00 360 .61 2,312.00 10.17 758.54 204.69 104 .00 70 .35 17,329.80 130 .40 1,558 .52 3,616 .53 4,573.00 1,215.76 671.75 2,097 .50 282.38 451.31 604 .95 70 .35 1,384.14 156.53 85 .08 EXHIBIT "A" TO RESOLUTION #2016-210 HD Supply Waterworks Ltd. Hoisington Koegler Group Inc Holman Rose M. Jefferson Fire and Safety Inc. Jordan Joel Keeprs Krueger's Christmas Trees Lake Country Door LLC Lee S Dorothy N Whitson Fund Lenzen Bruce M.J. Raleigh Truck Co. MacQueen Equipment Inc. Magnuson David Mansfield Oil Company Marshall Electric Company Menards Metropolitan Council Miller Excavating Minnesota Pump Works Mississippi Welders Supply Co. MN Dept of Agriculture Motorola Solutions Inc. My Alarm Center NAPA Auto Parts Northland Chemical Corp Olsen Chain and Cable Inc. O'Reilly Auto Parts Pepsi Beverages Company Pioneer Manufacturing Co. Proguard Sports Inc. Regency Office Products LLC River Valley Printing Inc. Signcad Systems Inc. Simplifile LC SRF Consulting Group St. Croix Boat and Packet Co. St. Croix Recreation Fun Playgrounds Stender Jeff Stillwater Motor Company Stillwater Turf & Power LLC Streichers Sweeper Services Craig J Wodnick T.A. Schifsky and Sons Tri-State Bobcat Turnblad Bill Uline Inc USAble Life Verizon Wireless Vigeo Field maint supplies Planning services Reimburse for Health Fair supplies Turnout gear & uniforms Reimburse for work boots Supplies Christmas Trees Garage door repair Refund of check meant for Stillwater Township Refund C-5 Hose Professional services Fuel Electrical work Supplies Monthly SAC 2016 Street Imp Project Brick St lift station repairs Cylinders Consulting Engineer 800mhz radios Alarm Monitoring Services Shop light Shower power Bar Tong Lifter Equipment repair supplies Beverages for concessions Gameline aerosol Concession supplies Nitrile gloves Letterhead Sign Shop printer/Cutter & Software Recording fees Downtown plan update Arena Billing Smokers Stack Reimburse for parking for training Vehicle repairs Equipment repair supplies Conversion kit glock Supplies Fine asphalt Bobcat Skid-Steer Loader & Trailer Reimburse for oil change Supplies Term Life Insurance Wireless services Reimburse actual cost-Police Services Page 2 438.54 2,316.25 114.49 15,205.63 129.99 16.99 850.00 1,178.00 700.00 225.00 30.97 85.66 11,523.58 6,793.79 3,764.00 785.99 14,760.90 338,962.61 4,835.01 13.50 198.72 33,843.00 92.67 44.99 268.05 910.00 451.82 1,321.54 550.50 672.42 19.80 194.00 6,500.00 50.00 3,785.16 47,967.22 580.00 8.25 527.79 40.22 756.94 49.20 476.47 7,850.00 45.07 57.81 434.40 1,763.04 123.21 EXHIBIT "A" TO RESOLUTION #2016-210 Viking Industrial Center WalMart Community Ward Diane Wenck Construction WSB & Associates Inc. Zarnoth Brush Works Inc. Zep Sales & Service Ziegler Inc. LIBRARY Baker and Taylor Bibliotheca LLC Brodart Co Communication Systems Specialists ESR Inc Hedin Sue Master Mechanical Inc. Menards Midwest Tape Office of MN IT Services Penguim Random House Inc. Petrie Angela Quill Corporation Recorded Books Inc Toshiba Business Solutions Value Line Publishing Inc. Xcel Energy NOVEMBER MANUALS 10000 Lake Chapter of ICC Comcast Lamanna William Lifetrack MN Dept of Labor & Industry Wash County License Center Xcel Energy ADDENDUM Innovative Office Solutions Kowalsk i's Municipal Emergency Services Xcel Energy Uniforms and signs Provisions and supplies Reimburse for coffee Police & City Hall Remodel River Stream bank Stabilization Equipment repair supplies Zep O Shine & Zep Super Flash Sensor Materials Sorter Maint Contract Materials Workstation Cabling Shredding Staff Reimbursement -Gallery Prev Maint Supplies Materials Telephone Materials Staff Reimbursement -Equipment Supplies Materials Maintenance Contract Materials Energy Membership Internet Refund of utility overpayment Health care directives seminar Plumbing Permit fee Vehicle Registration Energy Windex Meals for elections Fire equipment Energy Page 3 1,426.00 582.71 13.98 6,468.75 4,928.00 1,717.60 224.70 147.56 2,386.64 18,070.45 5,283.27 265.00 14.08 145.30 1,874.22 25.98 1,089.51 381.60 10.00 101.95 345.75 499.20 279.37 1,000.00 3,921.87 95.00 109.85 38.25 400.00 390.00 30.00 52,940.94 42 .80 747 .68 1,125.06 8,710 .58 TOTAL 796,908.43 EXHIBIT "A" TO RESOLUTION #2016-210 Adopted by the City Council this 6th Day of December, 2016 Page 4 1\la t ec 114E O IRTMELA CE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North December 6, 2016 REGULAR MEETING RECESSED MEETING 4:30 P.M. AGENDA L CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Discussion on Short-term Rentals 2. Strategic Plan Update IV. STAFF REPORTS 3. Police Chief 4. Fire Chief 5. City Clerk 6. Community Development Dir. 7. Public Works Dir. 8. Finance Director 9. City Attorney 10. City Administrator 7:00 P.M. AGENDA V. CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 11. Possible approval of the special and regular meeting minutes of November 15, 2016 IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 4:30 P.M. 7:00 P.M. 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. 12. Resolution 2016-210, directing payment of bills 13. Resolution 2016-211, adopting delinquent sewer charges Project No. 0001 14. Resolution 2016-212, adopting delinquent garbage bill charges Project No. 0002 15. Resolution 2016-213, approval of Towing License for Stillwater Towing 16. Resolution 2016-214, approval of Addendum No. 1 to the City Of Stillwater and Plymouth Ridge, Inc., Coverall Of The Twin Cities (The Agreement) 17. Possible approval of temporary liquor license for Valley Chamber Chorale for December 9-11, 2016 18. Resolution 2016-215, approval of health, dental rates and flex benefit amount for 2017 19. Resolution 2016-216, approving additional renewals of On -sale, Wine with Strong Beer, Sunday On -sale Liquor Licenses for 2017 20. Possible approval of sanitary sewer adjustments 21. Possible approval of participation in an employee wellness incentive program 22. Possible approval of purchase of V -plow — Public Works XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None. XIII. UNFINISHED BUSINESS 23. Possible approval of Hockey Day Minnesota Agreement (Resolution — Roll Call) XIV. NEW BUSINESS 24. Presentation Truth and Taxation a. Possible adoption of resolutions for 2017 Budget & Tax Levy (2 Resolutions — Roll Call) 25. Possible approval of Use Permit for LodeStar 26. Possible approval of Event Permit for Maple Island Brewery XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT tillwateL H E ITHPLACEOf- MINNESOTA CITY COUNCIL DATE: TO: TOPIC: FROM: December 1, 2016 Mayor & Council Members Short Term Home Rentals Bill Turnblad, Community Development Director INRODUCTION In August of this year the City Council approved a contract with Hoisington Koegler Group, Inc. (HKGi) to assist the City with a study on short term home rentals (STHR). That study is now complete and ready for City Council consideration at the December 6th work session. STUDY CHRONOLOGY September October November December Consultant team reviews available literature; researches how other Minnesota cities address STHR; develops and administers community questionnaire Staff holds stakeholder meeting to review study materials and discuss issues Consultant team finalizes draft of study report; Planning Commission reviews study City Council review/work session PURPOSE OF WORK SESSION The purpose of the work session, to which the stakeholder's group has been invited, is to review the study, consider alternatives, and either: 1. Determine that the current prohibition on short term home rentals should remain in place; or 2. Determine that allowing short term home rentals is desirable in Stillwater and direct staff to develop a draft ordinance and hold public hearings before the Planning Commission and City Council; or 3. Table the matter for more information. Attachment: STHR study Creating Places that Enrich People's Lives TECHNICAL MEMORANDUM MI® ®8 MMli, MI Q2 Do you think a homeowner renting out their home (house, condominium, or room) for short stays should be required to live in the home to act as a host for the short term renters? Or should a homeowner be allowed to live elsewhere while renting out thei 8. 8% ■ ■ 0.00% 10.00% 20.00% 30.00% 0.00% 50.00% 60.00% 70.00% 80.00% 90.00% 100.00% IN Homeowners required to live in the home during short term rental Homeowner allowed to live elsewhere during short term rental 80.00% 70.00% 60.00% 50.00% 0.00% 30.00% 20.00% 10.00% 0.00% Q3 Do you think short term home (house, condominium, or room) rentals where a homeowner is living in the home should be regulated differently than short term ome rentals where a homeowner lives elsewhere during the short term rental? [461 respondents] 27.11% Yes, they should be regulated No, they should have the same differently regulations Q4 In which areas of Stillwater should short term home (house, condominium, or room) rentals be allowed (select all that you find appropriate) [501 respondents] City Wide Downtown Stillwater Multiple -Family Neighborhoods Single -Family Neighborhoods in Western Stillwater Single -Family Neighborhoods in Central Stillwater Historic Single -Family Neighborhoods 0.00% 91.62% 20.00% 0.00% 60.00% 80.00% 100.00% 52.53% 60.00% 50.00% 0.00% 30.00% 20.00% 10.00% 0.00% Q5 Do you think short term home (house, condominium, or room) rentals should be required to pay the 3% City Lodging Tax currently required for bed & breakfasts, hotels, and motels in Stillwater? [498 respondents] 80.00% 70.00% 60.00% 50.00% 0.00% 30.00% 20.00% 10.00% 0.00% Yes V No Taxed Differently ■ Yes ■ No Taxed Differently Q8 Please select any responses below that describle you [495 respondents] I live in an Historic 7.88% I have rented I am out my home interested in Neighborhood as a STR in the renting out in Stillwater past my home as a STR in the future 70.10% 12.12% 7.07% I own a bed & I have stayed I have stayed breakfast in a bed & in a STR when breakfast travelling in when another city travelling in another city I have a vacation home/cabin that I have rented out as a STR in the past I have a vacation home/cabin that I am interested in renting out as a STR in the future • • • • • 0 0 • • • • • • • 0 0 0 0 0 0 0 0 0 0 0 0 0 • 0 0 0 0 0 • • • • • • • • City of Saint Paul Short Term Rental Study Table 1- Regulation of Short Term Rentals in Minnesota Cities City How Currently Regulated Permit Fire & Safety Length of Stay Number of Guests Allowed Parking Requirements Penalty Bloomington Short term rentals are prohibited Burnsville Short term or vacation rental is prohibited. An amendment to the City Code Business Regulations was adopted February 16, 2016 that specifically restricts short term home rentals within the city as a business regulation. Chanhassen Short term rentals are not regulated Chaska Short term rentals are not regulated Duluth Interim use permit to operate a vacation rental and a home share permit to rent out part of a home. Regulations revised May 2016 Permit and inspections are required. Inspections required 2 to 29 days Depends upon the number of bedrooms Determined by the number of bedrooms Eagan The city prohibits stays of less than 30 days unless guests reside within the owner/tenant occupied unit. STR is allowed for 30 days or more in an accessory dwelling unit that is within or attached to a primary residence and either of the units is owner occupied. The unit must be registered as an accessory dwelling unit and cannot be larger than one third the size of the primary residence. Accessory dwelling units must be registered with the city. Smoke detectors are required in all sleeping rooms and Carbon Monoxide detectors are required within 10 feet of sleeping rooms in accessory dwelling units. Occupancy of the accessory dwelling unit is limited to two people. Two parking spaces for the primary residence and two spaces for the accessory dwelling unit are required. Minneapolis Short term rentals are not regulated Prior Lake http://156.99.83.130/weblink8exter Short term rentals are allowed by an ordinance adopted in 2015 Permit and inspection are required. Ordinance adopted mid -2015. Owners/tenants are not usually present. Hosts are limited to five rentals per month Varies depending upon the size of the lot and the size of the unit (children under three are not included in the total number of guests) Off street parking spaces equal in number to the number of bedrooms in the dwelling unit Revocation of permit; gross misdemeanor nal/0/doc/437387/Pagel.aspx C:\Users\vickis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\VDBO7TKG\Appendix J- Peer City Review without phone numbers.doc City How Currently Regulated Permit Fire & Safety Length of Stay Number of Guests Allowed Parking Requirements Penalty Rochester City does not regulate short term rentals but has specific regulations to allow for medical stay dwelling units for patients and their families that were enabled by state legislation in 2015 which regulates them as lodging establishments. These units must have a license, pass an inspection, and be properly zoned. Savage Bans rentals of homes in residential zones for any period shorter than 15 days. Ban adopted December 7, 2015. Ban adopted due to residents' complaints, along with the apparent commercial use of properties in residential areas. (Info is from an online article) Stillwater Short term rentals are not permitted in residential neighborhoods. Stays of less than 30 days are permitted in central business district and commercial districts with a CUP. No specific conditions or standards apply, though building and fire inspections are required. St. Louis Park Short term rentals are not regulated C:\Users\vickis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\VDB07TKG\Appendix J- Peer City Review without phone numbers.doc Table 2 - Regulation of Short Term Rentals Outside of Minnesota City Prohibited License Zoning Taxes Length of stay Fire & Safety Registration Ordinance Owner occupancy Maintenance records Insurance Housing Code compliance Number of occupants allowed Floor Area Requirement Parking Requirements Other San Francisco, CA 2014 Regulations X Renting a portion or your entire unit while you are also present for an unlimited number of nights per year and renting a portion or your entire unit while you are not present for a maximum of 90 nights per year. If you are a tenant, you may not make more than your monthly rent from your short-term rental fees charged to guests. Clearly posted sign at front door with locations of all Fire extinguishers in unit and building, gas shut-off valves, fire exits, pull fire alarms This must be posted on the hosting platform's listing. You may only register one residential unit. Fee of $50, registration is good for 2 years. X Permanent resident (owner or tenant — 275 nights in a calendar year) Records for two years. Residential unit must not have any outstanding Planning, Building, Housing, Fire, Health, Police, or other applicable City code violations. Liability insurance in the amount of no less than $500,000 or provide proof that liability coverage in an equal or higher amount is being provided by any and all hosting platforms through which you will rent your unit. X Residential units that are subject to the Inclusionary Affordable Housing Program and residential units designated as below market rate (BMR) or income - restricted under City, state, or federal law are not eligible to register. Chicago, IL 2011 ordinance Vacation rental license is required. A dwelling unit with up to six sleeping rooms that is available for rent or for hire, for transient occupancy by guests which are not owner - occupied. X 90 days or less per year, otherwise a bed and breakfast license is required An inspection is required, zoning board review and $500 fee every two years Proof of insurance *The City is proposing a $1500 - $3000 Fine or 6 months in jail as a penalty for violations Madison, WI X Tourist rooming house X If operator occupies at time of rental there is no limit. If the operator does not occupy at time of rental the limit is 30 days per licensing year. Smoke detectors Carbon monoxide detectors X Owner or renter can operate if explicitly allowed in the lease An on-site registry for inspection identifying all guests, dates of stay, whether operator is present or absent during stay, and length of stay. Registry is for the current year and the year immediately prior. Low density areas allow one family plus one roomer or no more than two unrelated individuals. In higher density area, one family plus four roomers or up to five unrelated individuals. C:\Users\vickis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlool<\VDBO7TKG\Appendix J- Peer City Review without phone numbers.doc City Prohibited License Zoning Taxes Length of stay Fire & Safety Registration Ordinance Owner occupancy Maintenance records Insurance Housing Code compliance Number of occupants allowed Floor Area Requirement Parking Requirements Other Isle of Palms, SC X 3 months or less 6 nighttime 40 daytime X X Monterey County, CA X Between 7 and 30 days San Bernadino County, CA X Special use permit and signage required Less than 30 days X Determines number of beds allowed X Miami Beach, FL Prohibited in all single family homes and some multi- family buildings C:\Users\vickis\AppData\Local\Microsoft\Windows\Temporary Internet Files\Content.Outlook\VDBO7TKG\Appendix J- Peer City Review without phone numbers.doc 0 tober 10, 2016 — Short Term Va ation Rental: Stakeholder's Input Session Qu stions Comm nts For ommunities who already li ense/regulate, are there differen es between rentals less than two weeks and those that are greater than two weeks (given that federal tax regulations don't apply less than two weeks in a given year)? Paying lodging tax does not seem that ompli ated and (general onsensus) is that the tax should be paid. What about the ounty and how do their inspe tions relate to these types of uses? How does this impa t other City of Stillwater (COS) regulations? VRBO business model is simplified if property rented less than 14 days in a year, sin e federal in ome tax is not required for that limited period of time. Is the use ommer ial or residential? Is the zoning ommer ial or residential? Is the tax rate/status ommer ial or residential? Good to look at from the perspe tive of guest safety (water temperature, fire extinguishers or sprinklering system, two means of egress, home meets all building and fire odes, et .). This has to be a part of any regulations for this type of use. Che klist should be developed and required to be met as part of permit pro ess. How will this refle t upon the ommunity? There is a differen e between B&Bs and other types of short term va ation rentals, but there is ross-over in the ustomers, operations, impa t upon neighborhood, taxes, et . How will the neighborhoods look with hanges of this nature? The thing that is universal is whether or not the lodger has had a bad experien e within the ommunity. Does COS have any idea on the ost of administration of an expanded program? Is there a me hanism for the COS to pay program funds? Would the ost of staff or monitoring programs be paid for? Is there the politi al will to fund a program and to what level? Not every lodger prefers the types of existing lodging establishments within the ommunity. There are those that want to rent an entire house without an owner/manager. There are also those that want to rent a room but not eat breakfast with the other guests. What about zoning/permits for spe ifi areas/neighborhoods and has there been onversation about areas whi h the ommunity would not allow them or that they would not be permitted? Stillwater is an event/wedding destination. How an a 'va ation home' business be a residen e? The County staff is looking at the City of Stillwater's efforts to study and regulate short term va ation rental properties to help inform their de isions on what they would like to do with the industry in the future. What good does a la k of overnight lodging do for the image of the ommunity and the events that the ommunity holds? As a VRBO owner, appre iates all the diversity at the table. As a business owner (other than VRBO), think overnight rentals are a good thing for the ommunity and has been benefi ial to the ommunity and downtown businesses. What will the impa t of another 50-70 unit hotel have on the ommunity? Will hotel investment o ur if there are so many alternative short term lodging options available within the ommunity? Will this affe t ROI on new investment within the ommunity? Is it appropriate to have a zone-spe ifi allowan e? In other words, an the City restri t short term va ation rental properties to a spe ifi zoning distri t? Should a non-a essible utility room be required for monitoring (i.e. water heaters)? As a popular event destination (this is the reason people are oming to the ommunity) there are not that many lodging options for people to stay in downtown. People enjoy walking to downtown. How are the market/ ommunity needs shifting and how is this ordinan e/regulations/et . going to address those hanges? Maybe a different set of rules for ommer ial/downtown areas opposed to residential areas. What are the total number of rooms/units in the other ommunities? Likely need to have these regulations through the zoning ode whi h would allow for limited ommer ial uses in the residentially zoned neighborhoods. Question of what we want the City to look like (opposed to who we are atering to)? Private property owners an be more restri tive than the City's regulations. So, Home Owner's Asso iations an prohibit short term va ation rentals even if the City hooses to allow them. What is the maximum number of rooms in a single VRBO that are allowed in other ommunities? We have one of the largest homes on the VRBO website. Our guests are often families/extended families who want a ommunal va ation experien e. This type of lodging option is not available in the ommunity without the short term va ation rental properties. The VRBO website ompany requires their listed properties to have someone within 25-30 miles of the site at all times there are guests/lodgers onsite. Community is losing wedding events be ause of a la k of lodging within the ommunity. This is a way to maximum ROI on a house. An in ome-generator to allow for new investment into single family residen es. Con erns in lude: size of groups per size of house, parking, hara ter of residential neighborhoods, and age of lodgers. Con erns and omplaints don't appear to hange over time. Dis ussion with individual stakeholders after meeting in luded the following notes: 1. The County onsiders short term va ation rentals to be ommer ial for health inspe tion purposes if the property is not the primary residen e of the property owner. The homestead redit would be lost for State in ome tax purposes if the home were not the primary residen e. (The County may also hange the tax status from residential to ommer ial, though we are not sure of this.) In addition, City building ode and fire ode onsider the property to be ommer ial if it is not a primary residen e. This triggers a number of issues in luding: egress, fire suppression, handi apped a essibility, railings, et . 2. In some tourist destination ommunities (Duluth, many in the mountain states, et ) the total number of permitted short term va ation rentals is apped. Duluth allows only 60. The primary reason for this is that without a limit, the affordable housing sto k is onverted to STVRs and servi e industry employees an no longer find suffi lent housing. Stakeholder's in luded: 1. Several HOA presidents 2. B&B owners 3. Hotel owners' representative 4. Residential property owners that put STVR on hold until study on luded 5. CVB President 6. Planning Commission member 7. Two City Coun it Members 8. Others who have expressed an Interest Intent to give flexibility to rent a home but have a me hanism in pla e in the event things do not go well. Try to find the happy -medium for everybody (but not likely to be perfe t for any one). Limiting lo ation (as in a parti ular zoning distri t, or within a ertain distan e of downtown, or along olle tor streets), and distan e (as in no short term va ation rental ould be loser than 300 or 500 or 900 feet of another or of a B&B), and the potential total number of properties permitted in the City would be a reasonable to start. Dis ussion with individual stakeholders after meeting in luded the following notes: 1. The County onsiders short term va ation rentals to be ommer ial for health inspe tion purposes if the property is not the primary residen e of the property owner. The homestead redit would be lost for State in ome tax purposes if the home were not the primary residen e. (The County may also hange the tax status from residential to ommer ial, though we are not sure of this.) In addition, City building ode and fire ode onsider the property to be ommer ial if it is not a primary residen e. This triggers a number of issues in luding: egress, fire suppression, handi apped a essibility, railings, et . 2. In some tourist destination ommunities (Duluth, many in the mountain states, et ) the total number of permitted short term va ation rentals is apped. Duluth allows only 60. The primary reason for this is that without a limit, the affordable housing sto k is onverted to STVRs and servi e industry employees an no longer find suffi lent housing. Stakeholder's in luded: 1. Several HOA presidents 2. B&B owners 3. Hotel owners' representative 4. Residential property owners that put STVR on hold until study on luded 5. CVB President 6. Planning Commission member 7. Two City Coun it Members 8. Others who have expressed an Interest 111 1wat Administration > DATE: December 1, 2016 TO: Mayor and Councilmembers SUBJECT: City of Stillwater Strategic Plan Initiatives Update FROM: Tom McCarty, City Administrator rl BACKGROUND On November 17, 2015, the City Council formally approved the Stillwater Strategic Plan for 2015-2020. Three major Strategic Goals were established for the City for 2015-2020: Develop Organization Excellence, Develop Our Community, and Sustain Strategic Planning and Implementation. A number of initiatives were developed within each goal to assist in moving our community towards its vision. See attached City of Stillwater Strategic Plan Summary (blue document). UPDATE For each initiative, action steps, timelines and measureable accomplishments were developed and the Council agreed to review the status of the Strategic Plan Initiatives at six month intervals. Attached is the November 2016 Strategic Plan Initiatives Update for your information. Action Step symbols (= In Progress and C) = Complete) are a visual indicator of the status of the Initiatives. More detailed information is provided on the update grid for each Initiative. The City Council should review and evaluate the status of Strategic Plan Initiatives and provide direction to staff for any potential updates or modifications. It is anticipated that the City Council and staff management team will conduct a Council work session/retreat in May of 2017 to review, evaluate and update the City Strategic Plan. 216 4th Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us J illwater. THE BIRTHPLACE OF MINNESOTA How can the City of Stillwater MISSION STATEMENT To provide the community with a quality living environment, quality public services and facilities while protecting cultural, historical and natural resources through fair and open government, careful planning, effective management and efficient fiscal policy City of Stillwater Strategic Plan Summary 2015-2020 Develop Organization Excellence • Engage & Develop City Council • Maintain High Community Standards • Increase Organization Excellence Develop Our Community • Create an Economic Development Strategy and Promote Economic Development • Update Overall Downtown Chapter of City Comprehensive Plan • Review Events Strategy and Polices Sustain Strategic Planning and Implementation • Commit to Strategic Planning • Implement and Launch Capital Planning • Develop a Legislative Agenda Develop Organization Excellence Strategic Planning & Implementation Develop Community —> Implement State Performance Management Plan Create City Council Manual Update Council Code of Ethics Policy Create and fill Human Resources position —> Develop staff Performance Evaluation System Perform and Implement Class/Comp Analysis —> Create Community Communication Strategy and Branding Initiative Create Zoning Administrator position Value City Employees Create Economic Development Strategy Evaluate need for Economic Development Staff support Update Economic Development Chapter of City Comprehensive Plan Update Downtown Chapter of City Comprehensive Plan Complete City Park Plan for Community Review City Events Strategy and Update Event Policies —> Conduct regular Strategic Planning Sessions with Council and Staff Review Department Vision and Goals Develop and Implement Capital Improvement Plan (CIP) Accelerate 5 -year CIP to find priority needs within two (2) years -* Remodel Police Department and Upgrade City Hall Develop CIP Funding Plan within City's Debt Service Standards - Develop a Legislative Agenda City of Stillwater 2020 Practical Strategic Vision November 2016 GOAL I Develop Organizational Excellence Strategic Initiative: Engage & Develop City Council ACTION RESPONSIBLE PARTY TIMELIN IMPLEMENTATION STATUS OUTCOME/MEASURE Update Council Code of Ethics Policy City Administrator /City Clerk / Staff / City Attorney / City Council 4th Quarter 2015 Updated Council Code of Ethics adopted by City Council Research Underway - UW -RF program. Create Council Member City Manual City Department Staff / City Council 1St Quarter 2016 Manual available as a resource of City operations for Council Members. Research Underway - UW -RF program. Develop tracking form for Council/Dept./ community contacts City Administrator / Staff /City Council 4th Quarter 2015 Tracking form available for use by Council/Departments by year end 2015. In Progress Strategic Initiative: Maintain High Community Standards ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop program & service outcomes to measure performance; consider implementing State of Minnesota performance management plan for City City Administrator / Department Heads/ Council On going Departments establish pert outcomes; results included in annual reports. State approves application for Performance Plan. (5/20/16 Council Work Session.) Research Underway Create Zoning Administrator / Code Enforcement Officer position Community Development Director/City Administrator /City Council 2017 Budget Proposal; position funded in 2017 budget, fill position early in 2017. Land use regulation and violation enforcement issues resolved in more timely fashion. Position Created 2016 - Recruitment / selection process underway. Strategic Initiative: Increase Organizational Excellence ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS QQ Create and fill Human Resources position City Administrator / City Council 2016 Budget proposal; fill position by April 1, 2016 HR position filled Complete - April 2016 Develop staff performance evaluation system and conduct regular performance evaluations City Administrator / HR Manager / City Clerk November 2015 - July 2016 Performance evaluation system implemented; annual evaluations being conducted Initiated in 2016; electronic system launch Feb. 2017. Complete and implement compensation/classificatio n analysis for city staff City Administrator / HR Manager / City Council 2016 Budget proposal; complete analysis by June 1, 2016 Compensation/classification results implemented as part of 2017 labor negotiations Consultant results available late 2016. Value City employees - create professional development opportunities, succession planning, employee orientation programs City Administrator / HR Manager / Dept. Heads/ Proposals to be included in annual budget requests Employees motivated to seek professional development and advancement opportunities; provide higher quality customer service Underway; revised recruitment process, orientation/on- boarding process. Offered staff training programs. Strategic Initiative: Develop and Enhance Messaging (also for Strategic Goal II.) ACTIO RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME MEASURE STATU Create a Community communication strategy IT Manager. / City Clerk / City Administrator / City Council 4th Quarter 2015 - 2nd Quarter 2016 Approve clear communication strategy; identify city spokesperson as necessary; implement updated City website New City Website. June 2016; website & social media in use. Develop City Branding Policy Initiative City Administrator / City Clerk/ City Council 4th Quarter 2015 - 2nd Quarter 2016 Adoption of a City branding policy and standards Discussion GOAL II Develop Our Community Strategic Initiative: Promote Economic Development and Create Plan ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop Economic Development Strategy City Administrator / Com. Development Director/City Attorney/City Council 4th Quarter 2015 - 2nd Quarter 2016 Council conducts Economic Development work session; develop and adopts strategy 5/20/16 Work Session - Ordinance amendment for downtown development plan review underway. Consultant assistance for short term rentals and Aiple property plan. Draft of DT Market analysis completed for DT Plan Update. Update Economic Development Chapter of City Comprehensive Plan Community Development Director - City Council 2017-2018 - (part of City Comprehensive Plan Update) Approval by Met Council 2018- 2019 Activity to begin in 2017. C Evaluate Economic Development staffing requirements City Administrator/Commu nity Development Director 2016 Review staffing needs as part of strategy review. Initiate recommendations with available funds in 2016. Collaboration with County Econ. Develop. Director. No new staff. Strategic Initiative: Update Overall Downtown Plans ACTION RESPONSIBLE PARTY TIMELINE MI IMPLEMENTATION OUTCOME/MEASURE STATUS Develop and Update Downtown Chapter in City Comprehensive Plan Community Development Director / City Council 4th Quarter 2015 - 4th Quarter 2016 Updated Downtown Chapter in City Comp Plan approved by Met Council in 2017 Consultant contract approved. Advisory Committee appointed. Meetings underway. Complete Overall City Park Plan for Downtown and the community City Planner / Public Works Supervisor / Parks Commission / City Council 2016-2017 Inclusion in City Comprehensive Plan update approval by Met Council in 2018/2019 Activity to begin in 2017. Strategic Initiative: Redefine Events Strategy and Policy ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Review Stillwater Events Strategy City Administrator & Community Development Staff / City Council / Public Works Supt./Parks Secreta ry 4th Quarter 2015 - Council approves Stillwater 1St Quarter 2016 Events Strategy 12/6/16 Work Session Review and Update Special Events Policies and Programs Consistent with Events Strategy City Administrator & Community Development / City Council/ Parks Secretary 1St Quarter 2016 - 3rd Quarter 2016 Updated Special Events policies and programs approved by Council; changes effective for 2017. Proposals for 12/6/16 Work Session GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Commit to Strategic Planning ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Conduct regular strategic planning meetings with Council and Staff City Administrator / City Council Conduct strategic planning work sessions every six months (spring and fall) Update status and results of strategic initiatives Biannual reviews (May & November) with City Council being conducted. Review Department vision and goals Department Managers Oct. 2015 - March 2016 Dept. vision and goals are aligned with City Strategic Plan Elements Underway. Make tough decisions Staff and City Council Immediate Consistent application of policies and procedures Ongoing. Strategic Initiative: Commit to/ Implement and Launch Capital Planning 7, el Develop and Implement realistic and functional Capital Improvement Plan (CIP) a, .. 1 C ... . . \ . . OUTCOME MEASUR Ongoing. Department Heads / Finance Director / City Administrator / City Council Complete 2016- 2020 CIP by January 2016. Annual CIP update by August 1. City Council approves CIP consistent with City Strategic Plan and City Comp. Plan Accelerate 5 -year CIP to fund priority needs within 2 years Dept. Heads / Finance Director/ City Administrator / City Council 2016 & 2017 Budget Process City Council includes Capital Improvement budget as part of 2016 and 2017 annual budget approval. Ongoing. Remodel Police Department and Upgrade City Hall Police Chief / Community Development Dir. / City Administrator/ Finance Director / City Council Phase 1 - 2016 Phase 2 - 2017 City Council approval of Phase 1 & 2, construction completed on budget & schedule, PD operates from remodeled space. Design complete. Bid process and Council approval of bids complete. Construction activities for Phase 1 underway. Develop a CIP funding plan that fits with current debt service standards City Administrator / Finance Director / City Council Annual Budget Proposals Annual and long term City CIP funding plan comports with state, city and financial consultant debt service policies and practices 2017 budget includes CIP budget in conformance with debt service standards. Strategic Initiative: Develop a Legislative Agenda ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS Develop a Legislative Agenda Dept. Heads / City Administrator / City Council December 2015 - February 2016 Identify legislative issues, meet and share issue positions with State elected officials Completed for 2015-16. Beginning 2016-17 legis. cycle. 1\la t ec 114E O IRTMELA CE OF MINNESOTA CITY COUNCIL MEETING MINUTES November 15, 2016 SPECIAL MEETING 4:30 P.M. Mayor Kozlowski called the meeting to order at 4:36 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 Community Development Director Turnblad Public Works Director Sanders City Clerk Ward OTHER BUSINESS Workshop with Library Board a) Building remodeling project update Library Board President Mike Keliher reviewed the building remodeling project. Library Director Lynne Bertalmio explained the goals to do more community outreach especially to seniors, adult learners and children. b) Library/Council Communications - future meeting schedule Mr. Keliher asked for Councilmembers' thoughts on how to keep the Council up to date on Library activities, possibly through meetings two to three times per year, email updates, and sending a Library representative to the Council meeting when there is Library business on the agenda. Mayor Kozlowski commented that he is not opposed to meeting with the Library staff and Board a couple times a year, as long as they are in communication with the City Administrator regularly. Councilmember Weidner questioned the need for joint meetings, assuming the Library has a spokesperson designated to speak with the City on a regular basis. Mr. Keliher replied it depends on the topic and felt there is tremendous value in face to face communication, but he would not want to schedule a special meeting unless there is a reason. Library Board Member Craig Hansen stated that it was conveyed to the Board that there was some concern about communication between the Library and the City Council therefore they are all here today to show that they are interested in communicating. Councilmember Junker remarked that he appreciates the emails he receives from Mr. Keliher. He supports the desire for better communication, but agreed it should come through one person. City Council Meeting November 15, 2016 Mayor Kozlowski suggested that the Library could be part of the regular staff reports given at Council meetings as needed. Councilmember Menikheim stated that the lines of communication should extend to the Library Foundation and Friends as well. Councilmember Polehna agreed there is a need for open communication, possibly as part of regular staff reports, but as a Councilmember, he does not want to tell them how to run the Library. Councilmember Weidner commented that it seems to him that the relationship between the Library and the City has been relatively adversarial and feels that communication has not happened well through the Library Director to the City. He sees the Library as a department of the City, as the City's financial responsibility. It is also the Library's financial responsibility to work within the budget they have and felt there needs to be more discussion on how the budgets are going to go forward. Library Board Member Maureen Bell stated that the Board will meet with the Friends and the Foundation, which are independent organizations with their own bylaws and are wonderful supporters of the Library. Councilmember Weidner emphasized that the Council's action with regard to the budget this year is indicative of its desire to have more open communication about how the Library is using its funding. Mr. Hansen explained that the Board has been looking carefully at the budget and all the options. He explained that The Friends want to raise their own money and then choose how to invest it. These funds are not part of the operating budget, but pay for extras, like paying for a person to work more with Stillwater Youth. It is the Friends' prerogative and they choose the projects. What they provide really enriches the Library offerings. Councilmember Weidner asked if the Library could be operated without the contributions of the Foundation and the Friends, and Mr. Keliher replied that it could operate, but it would not be the Library as it is today. Councilmember Weidner stated that he would like to have a robust Library but he would also like the budget to be sustainable in the future. He compared the Library to the public works department, which does not receive outside donations but is sustained through the budget. He questioned the amount of control and direction that the Library has with regard to the Friends and the Foundation, to direct the contributions where funding is really needed. Mr. Keliher explained that the Library makes grant requests to the Foundation and the Foundation then votes on whether to fill the request or not. The broader question about how to run the Library without that additional support is something the Board would have to continue to discuss. Mr. Hansen added that the Library would still be there, but the Friends and the Foundation funding bring about the enriching experiences which make the Library even better than what the City is tasked with paying for. c) Update on County Communications City Administrator McCarty stated that, at the direction of the Board and Council, he and Library Director Bertalmio met with Washington County Library staff on September 15 and discussed current operational models including the possibility of a merger. He stated they will meet again after a new Council and Board members have been seated and that his interpretation is that the Page 2 of 7 City Council Meeting November 15, 2016 County is willing to discuss options . He presented preliminary information prepared by Washington County comparing the City portion of property tax that supports the Library and the County portion of the property tax that supports the Library. Councilmember Weidner asked if the Library Board has any reservations about continuing the discussions. Ms. Bell stated that it is important to get answers. She thinks that in the past, the County has indicated a reluctance to operate the Stillwater Library in its current building through the County Library system. d) Update on Library Event Policy discussions Mr. Keliher reported that at the Board's September meeting, neighbors came and discussed a proposal that Suzy Quaderer had prepared to address issues of Library events, parking and noise. It was a very productive conversation. At the October meeting, the Board appointed a task force and made some changes to the event policy to address some of those issues. Councilmember Menikheim asked if the events are legally permitted, and City Attorney Magnuson responded that there is not a special or conditional use permit that permits outside entertainment at the Library. Libraries are permitted uses in PA zoning district so a library does not need a special or conditional use permit to conduct Library operations. In this zoning district, outside entertainment is not a permitted use, so there could not be a SUP for a use that is not permitted in the zoning district. The Council certainly could legitimize this by changing the zoning ordinance, making it a permitted use and granting a permit. Councilmember Junker pointed out that the Council voted in favor of the Library hosting events. City Attorney Magnuson confirmed that the Library remodeling was designed to promote revenue producing activities. There is no question that the Council wanted that activity, it is just that the zoning ordinance was not followed. It was inadvertently overlooked. Councilmember Menikheim questioned if it is really worth the effort considering the problems that have been brought into the neighborhood versus the amount of money raised by events. It was Council consensus that the SUP process for the Library should be instituted and followed to make the decision once and for all on the Library events use in the PA zoning district. e) 2017 Library Budget Update Mr. Keliher explained that the Library Board has been discussing the impact of the 2017 budget allocations, priorities, and how to reallocate the line items for 2017. They provided the Library director and finance committee with priorities and the director is preparing a recommended budget for the Board to review in December. The Board generally preferred cutting the material budget as a first step, but is also looking at reducing hours of operation, with support from the Foundation to help pay for Sunday hours. Based on being given a flat budget from 2016 to 2017 and the increased costs with union staff contracts and health insurance, they need to find about $56,000 worth of cuts. They are working toward that number mostly with skipping planned increases to materials and some youth service staff. They have not formally adopted the budget yet. Ms. Bertalmio added that they still have to cut enough hours during the week to make up for the Sundays. Councilmember Weidner thanked the Board for what they do for the Library and for the volunteer hours that they put in. He extended that to the Friends and the Foundation. Page 3 of 7 City Council Meeting November 15, 2016 Discussion on bids for Police Department & City Hall Improvements Community Development Director Turnblad reported that bids opened on October 25 for the Police Station/City Hall remodel project came in $280,000 over budget. The design team and construction manager have been working to identify alternatives that would bring the project back under budget. Staff requests that the Council approve the low bidders by resolution. Joel Dunning and Angela Otteson, Wold Architects and Engineers, Mark Hovelson, Wenk Constuction (the City's Construction Manager) reviewed the primary changes that would be made in the construction design to remain on budget. Motion by Councilmember Weidner, seconded by Councilmember Junker, to adopt Resolution 2016- 208, a resolution approving award of bids to remodel police station and city hall. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Mayor Kozlowski recessed the meeting at 6:13 p.m. REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:00 p.m. Present: Councilmembers Junker, Polehna, Mayor Kozlowski Absent: Councilmembers Menikheim and Weidner Staff present: City Administrator McCarty City Attorney Magnuson Police Chief Gannaway Fire Chief Glaser Community Development Director Turnblad Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. CANVASS OF MUNICIPAL ELECTION RESULTS City Clerk Ward reported results of the municipal election and requested that the Council accept the results. Motion by Councilmember Polehna, seconded by Mayor Kozlowski, to accept the results. All in favor. APPROVAL OF MINUTES Possible approval of November 1, 2016 regular and recessed meeting minutes Motion by Councilmember Junker, seconded by Councilmember Polehna, to approve the minutes of the November 1, 2016 regular and recessed meeting. All in favor. Page 4 of 7 City Council Meeting November 15, 2016 PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Certificate of Appreciation - Jim Martin Councilmember Polehna presented a Certificate of Appreciation to Jim Martin, the first Ramsey County Veteran Court Mentor, as part of the Beyond the Yellow Ribbon Initiative. He explained the Veteran Court. Mr. Martin expressed his appreciation and the need for more volunteers and outreach for returning veterans. Presentation of Water Supply Program - Board of Water Commissioners Water Department Manager Robert Benson explained the goals, initiatives, and water supply planning considerations. Vern Jacobson, consulting engineer with TKDA, further explained the water supply plan. The Met Council wants to reduce Stillwater's per capita use to 75 gallons per day. A realistic goal for the next 10 year period is 82 gallons per day per person. The City already has a number of efforts underway to reduce water demand. He reviewed historic and projected water demand and shared the levels of the City's wells. Mr. Benson summarized that as the City encourages customers to use less water, rates will have to increase proportionally given the fixed costs. A well planned communication program will be required to show benefits of water conservation on protection of ground water resources region wide. He presented the Water Board initiatives for the future. OPEN FORUM There were no public comments. STAFF REPORTS City Clerk Ward thanked the more than 100 judges and City staff members who assisted with the election. Councilmember Polehna acknowledged Ms. Ward's efforts. Community Development Director Turnblad updated the Council on the downtown plan, which is the subject of a community workshop at the Library and an open house at City Hall. Regarding the Aiple Property Concept Plan, consultants are putting it into draft form for review by the Parks Commission and then the Council. Regarding Short Term Vacation Rentals, a draft report has been done and a work session is set for the Council and stakeholders December 6. Regarding Stillwater Historic District signs, CVB and IBA members championed the inclusion of the brown signs on Highway 36 when the routes get changed. MnDOT approved the proposal with one condition, that there be a historic district panel installed in the glass kiosks on the pedestrian walkway. The CVB is looking for donations to help manufacture and install the signs on Highway 36. Finance Director Harrison reported that preliminary property tax statements have been mailed out and the Truth in Taxation meeting is set for December 6. The preliminary budget is available at City Hall. CONSENT AGENDA Resolution 2016 -201, directing the payment of bills Possible approval to purchase audio visual equipment for Riverview conference room — IT Page 5 of 7 City Council Meeting November 15, 2016 Resolution 2016-202, resolution accepting Metropolitan Council grant for partial funding of 2040 Comprehensive Plan update Resolution 2016-203, approving renewals of on -sale, off -sale, club, wine, wine with strong beer, Sunday on -sale, on -sale 3.2%, off -sale 3.2%, micro brewer off -sale, micro brewer tap room, micro brewer tap room Sunday liquor licenses and tobacco licenses for 2017 Resolution 2016-204, approval of letter of understanding for impound housing services for 2017 Resolution 2016-205, approval of maintenance agreement with Washington County CSAH 12 Resolution 2016-206, approval of traffic control maintenance agreement with Washington County for the traffic signal at CSAH 12 and Maryknoll Drive Resolution 2016-207, appointment to Library Board Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt the Consent Agenda. Ayes: Councilmembers Junker, Polehna, Mayor Kozlowski Nays: None PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Consideration of extension of deadline for Stillwater Collision Community Development Director Turnblad informed the Council that new ventilation equipment for the spray booth could not be manufactured in time to meet the November 4th deadline, but it is done now and should be installed by November 21. Stillwater Collision has requested an extension to November 21. Motion by Councilmember Junker, seconded by Councilmember Polehna, to extend the deadline to November 21. All in favor. NEW BUSINESS Possible approval of landscape plan amendment for Rutherford Station Community Development Director Turnblad explained the request to revise the plan for Rutherford Station at the corner of McKusick and Manning Avenue. A berm had been planned to run along most of the north -south length of the property with trees planted on top of the berm. Washington County has now changed its position and does not want to allow those improvements in the right of way. In place of the berm, the same number of trees is proposed along the western property line of the project with a six foot privacy fence in place of the berm with a bit of jogging so it is not one solid wall. City staff favors not putting in the fence and allowing individual property owners to apply for their own fence permits, to make the corridor less monotonous. The developer will still have to do the tree planting. Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt Resolution 2016- 209, a resolution amending Resolution 2014-135 by allowing a revision to the landscape plan for Rutherford Station, Case No. 2014-26. Page 6 of 7 City Council Meeting November 15, 2016 Ayes: Councilmembers Polehna, Junker, Mayor Kozlowski Nays: None COUNCIL REQUEST ITEMS Councilmember Polehna reported that the Twinkle Party will be a party, not a parade this year. It will take place December 3 in the gazebo area. The community Christmas Tree will be up at the same location as last year. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting at 7:52 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2016-201, directing the payment of bills Resolution 2016-202, resolution accepting Metropolitan Council grant for partial funding of 2040 Comprehensive Plan update Resolution 2016-203, approving renewals of on -sale, off -sale, club, wine, wine with strong beer, Sunday on -sale, on -sale 3.2%, off -sale 3.2%, micro brewer off -sale, micro brewer tap room, micro brewer tap room Sunday liquor licenses and tobacco licenses for 2017 Resolution 2016-204, approval of letter of understanding for impound housing services for 2017 Resolution 2016-205, approval of maintenance agreement with Washington County CSAH 12 Resolution 2016-206, approval of traffic control maintenance agreement with Washington County for the traffic signal at CSAH 12 and Maryknoll Drive Resolution 2016-207, appointment to Library Board Resolution 2016-208, a resolution approving award of bids to remodel police station and city hall Resolution 2016-209, a resolution amending Resolution 2014-135 by allowing a revision to the landscape plan for Rutherford Station, Case No. 2014-26 Page 7 of 7 EXHIBIT "A" TO RESOLUTION #2016-210 Page 1 LIST OF BILLS 1ST Line/Leewes Ventures LLC Action Rental Inc. Affordable Comfort Mechanical AI's Coffee Company American Flagpole and Flag Astleford International AutoNation Batteries Plus Bulbs Becker Fire Safety Services LLC Bernicks Board of Water Commissioner Boyer Trucks Browns Creek Watershed Buckley John Burks Tree and Landscape Care C. Hassis Snow Removal and Yard Services Carquest Auto Parts CCS Construction CDW Government Inc. Centro Print Solutions City of St. Paul Coca-Cola Distribution Cole Papers Comcast Communication Systems Specialists CoStar Realty Information Inc Coverall of the Twin Cities Cub Foods Curb Masters Inc. Donald Salverda & Associates E & H Enterprise of Alex ECM Publishers Emergency Automotive Mobile Unit Emergency Medical Products Enterprise FM Trust Environmental Resources Management Ess Brothers & Sons Inc. Fastenal Company Fire Safety U.S.A. Flexible Pipe Tool Co. Galls LLC Gannaway John Gertens Wholesale Goodin Company Goodyear Commercial Tire Grafix Shoppe Grainger Food for concessions Concrete & trailer Refund of Permit Coffee & supplies for concessions Flag Filters Vehicle repairs - 218 Vehicle repair charges Fire extinguisher service Beverages for concessions WAC Charges Equipment repair supplies Storm water Project Reimburse for mileage Tree care Lawn Service Supplies Myrtle St list station imp iPad 1099 and W-2 forms Training Beverages for concessions Facial tissue Internet & Voice Fuel System Upgrade Property professional Commercial Cleaning Services Buns for concessions Truncated domes Leadership growth program books Refund of Permit Publications Strip out old squads & outfit new squad One touch ultra 2 kit Lease vehicles Myrtle St Dump Grates Supplies Compressor service Sewer hose and install Uniforms and supplies Reimburse for expenses Holiday deco Equipment repair supplies Tires Graphics for police vehicles Door lock assembly 1,280.85 330.00 39.60 1,939.95 53.14 186.57 187.58 395.90 518.75 549.80 6,831.00 209.35 16,532.56 97.20 3,980.00 75.00 245.81 92,796.00 479.09 205.59 149.00 1,188.72 44.72 321.05 2,076.00 360.61 2,312.00 10.17 758.54 204.69 104.00 70.35 17,329.80 130.40 1,558.52 3,616.53 4,573.00 1,215.76 671.75 2,097.50 282.38 451.31 604.95 70.35 1,3 84.14 156.53 85.08 EXHIBIT "A" TO RESOLUTION #2016-210 HD Supply Waterworks Ltd. Hoisington Koegler Group Inc Holman Rose M. Jefferson Fire and Safety Inc. Jordan Joel Keeprs Krueger's Christmas Trees Lake Country Door LLC Lee S Dorothy N Whitson Fund Lenzen Bruce M.J. Raleigh Truck Co. MacQueen Equipment Inc. Magnuson David Mansfield Oil Company Marshall Electric Company Menards Metropolitan Council Miller Excavating Minnesota Pump Works Mississippi Welders Supply Co. MN Dept of Agriculture Motorola Solutions Inc. My Alarm Center NAPA Auto Parts Northland Chemical Corp Olsen Chain and Cable Inc. O'Reilly Auto Parts Pepsi Beverages Company Pioneer Manufacturing Co. Proguard Sports Inc. Regency Office Products LLC River Valley Printing Inc. Signcad Systems Inc. Simplifile LC SRF Consulting Group St. Croix Boat and Packet Co. St. Croix Recreation Fun Playgrounds Stender Jeff Stillwater Motor Company Stillwater Turf & Power LLC Stretchers Sweeper Services Craig J Wodnick T.A. Schifsky and Sons Tri-State Bobcat Turnblad Bill Uline Inc USAble Life Verizon Wireless Vigeo Field maint supplies Planning services Reimburse for Health Fair supplies Turnout gear & uniforms Reimburse for work boots Floor mat Christmas Trees Garage door repair Refund of check meant for Stillwater Township Refund C-5 Hose Professional services Fuel Electrical work Supplies Monthly SAC 2016 Street Imp Project Brick St lift station repairs Cylinders Consulting Engineer 800mhz radios Alarm Monitoring Services Shop light Shower power Bar Tong Lifter Equipment repair supplies Beverages for concessions Gameline aerosol Concession supplies Nitrile gloves Letterhead Sign Shop printer/Cutter & Software Recording fees Downtown plan update Arena Billing Smokers Stack Reimburse for parking for training Vehicle repairs Equipment repair supplies Conversion kit glock Supplies Fine asphalt Bobcat Skid -Steer Loader & Trailer Reimburse for oil change Supplies Term Life Insurance Wireless services Reimburse actual cost- Police Services Page 2 438.54 2,316.25 114.49 15, 205.63 129.99 16.99 850.00 1,178.00 700.00 225.00 30.97 85.66 11,523.58 6,793.79 3,764.00 785.99 14, 760.90 338,962.61 4,835.01 13.50 198.72 33,843.00 92.67 44,99 268.05 910.00 451.82 1,321.54 550.50 672.42 19.80 194.00 6,500.00 50.00 3,785.16 47,967.22 580.00 8.25 527.79 40.22 756.94 49.20 476.47 7,850.00 45.07 57.81 434.40 1,763.04 123.21 EXHIBIT "A" TO RESOLUTION #2016-210 Viking Industrial Center WalMart Community Ward Diane Wenck Construction WSB & Associates Inc. Zarnoth Brush Works Inc. Zep Sales & Service Ziegler Inc. NOVEMBER MANUALS 10000 Lake Chapter of ICC Comcast Lamanna William Lifetrack MN Dept of Labor & Industry Wash County License Center Xcel Energy LIBRARY Baker and Taylor Bibliotheca LLC Brodart Co Communication Systems Specialists ESR Inc Hedin Sue Master Mechanical Inc. Menards Midwest Tape Office of MN IT Services Penguim Random House Inc. Petrie Angela Quill Corporation Recorded Books Inc Toshiba Business Solutions Value Line Publishing Inc. Xcel Energy Uniforms and signs Provisions and supplies Reimburse for coffee Police & City Hall Remodel River Streambank Stabilization Equipment repair supplies Zep 0 Shine & Zep Super Flash Sensor Membership Internet Refund of utility overpayment Health care directives seminar Plumbing Permit fee Vehicle Registration Energy Materials Sorter Maint Contract Materials Workstation Cabling Shredding Staff Reimbursement - Gallery Prev Maint Supplies Materials Telephone Materials Equipment - Staff Reimbursement Supplies Materials Maintenance Contract Materials Energy Page 3 1,426.00 582.71 13.98 6,468.75 4,928.00 1,717.60 224.70 147.56 95.00 109.85 38.25 400.00 390.00 30.00 52,940.94 2,386.64 18,070.45 5,283.27 265.00 14.08 145.30 1,874.22 25.98 1,089.51 381.60 10.00 101.95 345.75 499.20 279.37 1,000.00 3,921.87 RESOLUTION 2016-211 ADOPTING DELINQUENT SEWER CHARGES PROJECT NO. 0001 WHEREAS, it is the policy of the City of Stillwater to certify to the County the delinquent utility charges. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, which the attached list constitutes the delinquent sewer charges and is hereby levied as an assessment against those parcels and the total is $139,542.65. Adopted by the Stillwater City Council this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk City of Stillwater 2016 Certification of Deliquent Utility Billings For Collection with the 2017 Property Taxes Project #0001 - 1 Year - 10% Interest Property ID 19.030.20.12.0011 19.030.20.13.0017 19.030.20.21.0022 19.030.20.22.0011 19.030.20.34.0026 19.030.20.34.0032 19.030.20.34.0034 19.030.20.34.0052 19.030.20.34.0055 19.030.20.41.0009 19.030.20.42.0007 19.030.20.43.0005 20.030.20.13.0011 20.030.20.14.0007 20.030.20.14.0008 20.030.20.21.0020 20.030.20.21.0050 20.030.20.22.0003 20.030.20.22.0022 20.030.20.24.0009 20.030.20.32.0011 20.030.20.33.0030 20.030.20.33.0036 20.030.20.33.0037 20.030.20.33.0068 20.030.20.33.0070 20.030.20.33.0071 20.030.20.44.0003 20.030.20.44.0007 20.030.20.44.0053 21.030.20.12.0008 21.030.20.13.0020 21.030.20.13.0044 21.030.20.13.0046 21.030.20.13.0053 21.030.20.13.0062 21.030.20.13.0064 21.030.20.13.0076 21.030.20.14.0005 21.030.20.14.0010 21.030.20.14.0015 21.030.20.14.0018 21.030.20.24.0028 21.030.20.32.0003 21.030.20.33.0012 21.030.20.33.0043 Certification Amount 302.45 414.20 158.10 366.20 375.80 351.80 356.60 268.85 128.95 100.45 114.55 332.25 716.20 607.80 367.80 639.80 347.00 467.00 443.00 347.00 116.20 200.95 423.80 86.40 163.55 351.80 740.60 404.60 71.35 351.80 179.00 347.00 148.50 347.00 375.80 347.00 347.00 104.95 347.00 61.75 214.00 190.00 347.00 452.60 61.75 1331.00 Property ID 29.030.20.33.0030 29.030.20.33.0043 29.030.20.33.0048 29.030.20.33.0054 29.030.20.33.0061 29.030.20.33.0073 29.030.20.33.0076 29.030.20.33.0077 29.030.20.34.0020 29.030.20.34.0032 29.030.20.34.0084 29.030.20.34.0085 29.030.20.34.0105 29.030.20.41.0023 29.030.20.41.0038 29.030.20.41.0055 29.030.20.41.0092 29.030.20.41.0093 29.030.20.41.0105 29.030.20.41.0116 29.030.20.42.0009 29.030.20.42.0011 29.030.20.42.0017 29.030.20.42.0020 29.030.20.42.0025 29.030.20.42.0031 29.030.20.42.0041 29.030.20.43.0004 29.030.20.43.0005 29.030.20.43.0009 29.030.20.43.0016 29.030.20.43.0019 29.030.20.43.0020 29.030.20.43.0027 29.030.20.43.0030 29.030.20.43.0046 29.030.20.43.0054 29.030.20.43.0078 29.030.20.44.0020 29.030.20.44.0024 29.030.20.44.0026 29.030.20.44.0041 29.030.20.44.0054 29.030.20.44.0077 29.030.20.44.0089 29.030.20.44.0097 Certification Amount 476.60 116.00 419.00 361.40 260.25 427.25 252.95 273.65 471.80 596.60 347.00 366.20 322.00 347.00 380.60 644.60 347.00 390.20 524.60 399.80 548.60 395.00 726.20 385.40 505.40 726.20 289.05 76.15 467.00 157.75 347.00 341.20 347.00 452.60 347.00 752.60 247.00 331.80 467.00 399.80 433.40 347.00 347.00 162.90 77.00 227.40 City of Stillwater 2016 Certification of Deliquent Utility Billings For Collection with the 2017 Property Taxes Project #0001 - 1 Year - 10% Interest Property ID 21.030.20.33.0056 21.030.20.33.0090 21.030.20.34.0011 21.030.20.34.0018 21.030.20.34.0027 21.030.20.34.0050 21.030.20.34.0053 21.030.20.34.0142 21.030.20.34.0144 21.030.20.34.0146 21.030.20.34.0159 21.030.20.42.0009 21.030.20.43.0017 21.030.20.43.0021 21.030.20.43.0031 21.030.20.43.0072 21.030.20.43.0099 28.030.20.11.0002 28.030.20.12.0026 28.030.20.12.0029 28.030.20.12.0063 28.030.20.12.0078 28.030.20.12.0115 28.030.20.13.0083 28.030.20.13.0128 28.030.20.13.0139 28.030.20.13.0166 28.030.20.21.0009 28.030.20.21.0016 28.030.20.21.0023 28.030.20.21.0029 28.030.20.21.0080 28.030.20.21.0088 28.030.20.21.0103 28.030.20.21.0107 28.030.20.21.0112 28.030.20.21.0113 28.030.20.21.0117 28.030.20.22.0007 28.030.20.22.0043 28.030.20.22.0054 28.030.20.22.0058 28.030.20.22.0075 28.030.20.22.0076 28.030.20.22.0089 28.030.20.22.0092 Certification Amount 235.25 347.00 71.35 500.90 476.60 153.95 515.00 599.00 351.80 350.45 553.40 303.00 519.80 394.00 630.20 423.80 372.00 405.50 371.00 347.00 1691.00 498.20 691.00 61.75 543.80 347.00 584.00 433.40 347.00 476.60 61.75 197.00 347.00 683.00 428.60 419.00 197.00 601.40 61.75 519.80 361.40 384.05 322.00 283.25 347.00 524.60 Property ID 29.030.20.44.0114 29.030.20.44.0120 30.030.20.12.0008 30.030.20.23.0008 30.030.20.31.0053 30.030.20.32.0041 30.030.20.33.0031 30.030.20.33.0032 30.030.20.33.0033 30.030.20.33.0036 30.030.20.33.0048 30.030.20.33.0055 30.030.20.33.0065 30.030.20.34.0032 30.030.20.34.0059 30.030.20.41.0036 30.030.20.44.0035 30.030.20.44.0046 30.030.20.44.0051 31.030.20.11.0085 31.030.20.11.0088 31.030.20.11.0090 31.030.20.11.0094 31.030.20.11.0098 31.030.20.13.0044 31.030.20.14.0030 31.030.20.14.0040 31.030.20.14.0068 31.030.20.21.0031 31.030.20.22.0034 31.030.20.24.0042 31.030.20.31.0021 31.030.20.31.0078 31.030.20.31.0083 31.030.20.31.0092 31.030.20.31.0099 31.030.20.41.0047 31.030.20.44.0014 32.030.20.12.0012 32.030.20.12.0019 32.030.20.12.0070 32.030.20.13.0029 32.030.20.13.0032 32.030.20.13.0036 32.030.20.13.0047 32.030.20.13.0065 Certification Amount 347.00 422.20 129.00 162.50 196.50 96.00 471.80 115.55 611.00 90.55 884.60 591.80 207.80 178.30 644.60 148.50 196.60 347.00 85.75 519.80 433.40 678.20 205.40 347.00 350.45 178.30 404.60 294.00 104.95 66.55 491.00 395.00 500.60 347.00 443.00 172.15 61.75 6752.00 61.75 322.00 222.60 563.00 462.20 404.60 875.00 529.40 City of Stillwater 2016 Certification of Deliquent Utility Billings For Collection with the 2017 Property Taxes Project #0001 - 1 Year - 10% Interest Property ID Certification Amount Property ID Certification Amount 28.030.20.22.0095 347.00 32.030.20.13.0073 316.85 28.030.20.23.0013 86.75 32.030.20.13.0087 347.00 28.030.20.23.0015 347.00 32.030.20.13.0097 347.00 28.030.20.23.0031 347.00 32.030.20.14.0025 80.95 28.030.20.23.0042 61.75 32.030.20.14.0079 375.80 28.030.20.23.0056 232.05 32.030.20.14.0080 735.80 28.030.20.23.0060 395.00 32.030.20.21.0009 361.40 28.030.20.23.0070 190.20 32.030.20.21.0028 356.60 28.030.20.23.0108 548.60 32.030.20.21.0043 347.00 28.030.20.23.0113 347.00 32.030.20.22.0002 347.00 28.030.20.23.0121 347.00 32.030.20.22.0010 176.80 28.030.20.23.0123 347.00 32.030.20.22.0012 529.40 28.030.20.23.0132 61.75 32.030.20.22.0020 321.65 28.030.20.23.0136 779.00 32.030.20.22.0035 105.95 28.030.20.23.0140 347.00 32.030.20.22.0046 558.20 28.030.20.23.0141 192.25 32.030.20.22.0059 285.25 28.030.20.24.0039 331.40 32.030.20.22.0085 347.00 28.030.20.24.0047 351.80 32.030.20.22.0107 347.00 28.030.20.24.0054 179.00 32.030.20.23.0046 615.80 28.030.20.24.0075 207.40 32.030.20.32.0030 1567.70 28.030.20.24.0102 121.80 32.030.20.32.0049 218.50 28.030.20.31.0004 313.00 33.030.20.11.0013 61.75 28.030.20.31.0021 179.00 33.030.20.11.0017 202.30 28.030.20.31.0023 351.80 33.030.20.11.0027 148.50 28.030.20.31.0028 433.40 33.030.20.11.0040 432.40 28.030.20.31.0031 61.75 33.030.20.11.0044 755.00 28.030.20.31.0042 268.85 33.030.20.11.0048 414.20 28.030.20.31.0049 375.80 33.030.20.11.0087 779.00 28.030.20.31.0123 578.05 33.030.20.11.0107 179.00 28.030.20.31.0125 351.80 33.030.20.11.0109 457.00 28.030.20.31.0134 726.20 33.030.20.11.0111 673.40 28.030.20.31.0135 498.20 33.030.20.11.0126 654.20 28.030.20.32.0017 179.00 33.030.20.11.0134 71.35 28.030.20.32.0029 567.80 33.030.20.11.0136 347.00 28.030.20.32.0031 346.80 33.030.20.12.0006 228.60 28.030.20.32.0039 61.75 33.030.20.12.0017 452.60 28.030.20.32.0058 352.00 33.030.20.12.0035 457.40 28.030.20.32.0070 61.75 33.030.20.12.0039 498.20 28.030.20.32.0075 649.40 33.030.20.12.0045 157.75 28.030.20.32.0088 347.00 33.030.20.12.0049 274.20 28.030.20.32.0089 85.75 33.030.20.12.0051 366.20 28.030.20.32.0099 375.80 33.030.20.12.0086 361.40 28.030.20.32.0125 460.85 33.030.20.12.0091 347.00 28.030.20.33.0027 491.00 33.030.20.12.0150 467.00 28.030.20.33.0074 498.20 33.030.20.12.0156 347.00 28.030.20.33.0083 534.20 33.030.20.13.0029 61.75 City of Stillwater 2016 Certification of Deliquent Utility Billings For Collection with the 2017 Property Taxes Project #0001 - 1 Year - 10% Interest Property ID Certification Amount Property ID Certification Amount 28.030.20.33.0086 639.80 33.030.20.13.0030 347.00 28.030.20.33.0100 740.60 33.030.20.13.0030 519.80 28.030.20.33.0109 90.55 33.030.20.13.0045 639.80 28.030.20.33.0114 347.00 33.030.20.13.0057 322.00 28.030.20.33.0125 662.80 33.030.20.13.0061 375.80 28.030.20.34.0004 347.00 33.030.20.14.0015 539.00 28.030.20.34.0007 347.00 33.030.20.14.0025 875.00 28.030.20.34.0110 347.00 33.030.20.14.0050 371.65 28.030.20.41.0028 604.20 33.030.20.14.0051 414.20 28.030.20.41.0035 551.40 33.030.20.14.0067 187.90 28.030.20.41.0035 351.00 33.030.20.14.0071 462.20 28.030.20.41.0089 273.50 33.030.20.14.0118 347.00 28.030.20.42.0070 347.00 33.030.20.14.0126 347.00 28.030.20.42.0100 225.00 33.030.20.14.0128 361.40 28.030.20.42.0133 587.00 33.030.20.14.0132 347.00 28.030.20.42.0165 350.80 33.030.20.21.0019 558.20 28.030.20.43.0012 244.85 33.030.20.21.0024 245.85 28.030.20.43.0059 182.10 33.030.20.21.0041 433.40 28.030.20.43.0097 85.75 33.030.20.21.0058 61.75 28.030.20.44.0071 143.35 33.030.20.21.0067 153.30 29.030.20.11.0034 346.25 33.030.20.21.0116 423.80 29.030.20.12.0035 855.80 33.030.20.21.0130 322.00 29.030.20.14.0032 505.40 33.030.20.22.0055 630.20 29.030.20.14.0066 366.20 33.030.20.24.0027 481.40 29.030.20.21.0052 100.00 33.030.20.32.0009 258.90 29.030.20.21.0061 347.00 33.030.20.32.0016 2277.80 29.030.20.24.0011 812.60 33.030.20.32.0023 361.40 29.030.20.24.0050 687.80 33.030.20.32.0023 347.00 29.030.20.24.0051 539.00 33.030.20.32.0025 101.15 29.030.20.31.0024 212.20 33.030.20.32.0033 347.00 29.030.20.32.0018 183.30 33.030.20.32.0042 697.40 29.030.20.32.0028 252.60 33.030.20.34.0021 172.50 29.030.20.32.0044 347.00 33.030.20.41.0012 268.00 29.030.20.32.0068 386.85 34.030.20.22.0068 129.95 29.030.20.32.0073 452.60 34.030.20.22.0076 548.60 29.030.20.32.0083 347.00 34.030.20.23.0049 333.40 29.030.20.33.0010 1316.60 34.030.20.23.0090 423.80 29.030.20.33.0013 390.20 Total $139,542.65 RESOLUTION 2016-212 ADOPTING CORRECTED DELINQUENT GARBAGE BILL CHARGES PROJECT NO. 0002 WHEREAS, it is the policy of the City of Stillwater to certify to the County the delinquent garbage bill charges. NOW THEREFORE, BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, which the attached list constitutes the delinquent garbage bill charges and is hereby levied as an assessment against those parcels and the total is $67,637.81. Adopted by the Stillwater City Council this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk City of Stillwater 2016 Certification of Deliquent Garbage (Waste Management) For Collection with the 2017 Property Taxes Waste Management Project #0002 - 1 Year - 10% Interest Property ID 19.030.20.12.0034 19.030.20.13.0017 19.030.20.13.0026 19.030.20.22.0011 19.030.20.31.0030 19.030.20.34.0026 19.030.20.34.0032 19.030.20.34.0034 19.030.20.34.0047 19.030.20.34.0055 19.030.20.42.0007 19.030.20.43.0005 19.030.20.44.0044 19.030.20.44.0046 20.030.20.13.0011 20.030.20.14.0007 20.030.20.21.0015 20.030.20.21.0020 20.030.20.21.0050 20.030.20.21.0056 20.030.20.22.0018 20.030.20.23.0009 20.030.20.24.0009 20.030.20.33.0036 20.030.20.33.0037 20.030.20.33.0070 20.030.20.33.0071 20.030.20.43.0055 20.030.20.44.0013 20.030.20.44.0053 21.030.20.13.0041 21.030.20.13.0046 21.030.20.13.0053 21.030.20.13.0062 21.030.20.13.0064 21.030.20.14.0005 21.030.20.14.0009 21.030.20.14.0014 21.030.20.14.0015 21.030.20.24.0028 21.030.20.33.0012 21.030.20.33.0043 21.030.20.33.0118 21.030.20.34.0027 21.030.20.34.0053 21.030.20.34.0067 21.030.20.34.0076 Certification Amount Property ID Certification Amount $71.80 29.030.20.31.0021 $80.74 $308.86 29.030.20.31.0024 $77.09 $96.83 29.030.20.32.0018 $60.40 $393.52 29.030.20.32.0028 $220.99 $231.21 29.030.20.32.0034 $663.46 $287.58 29.030.20.32.0073 $271.71 $275.72 29.030.20.33.0010 $261.40 $257.67 29.030.20.33.0043 $243.90 $393.59 29.030.20.33.0048 $134.29 $250.36 29.030.20.33.0054 $153.23 $290.85 29.030.20.33.0061 $248.61 $250.36 29.030.20.34.0020 $302.91 $350.13 29.030.20.34.0032 $365.94 $268.64 29.030.20.34.0084 $220.37 $66.80 29.030.20.34.0085 $259.42 $190.56 29.030.20.34.0093 $122.30 $378.96 29.030.20.34.0105 $167.04 $218.99 29.030.20.41.0023 $222.41 $331.30 29.030.20.41.0055 $259.30 $175.74 29.030.20.41.0092 $348.27 $367.53 29.030.20.41.0093 $252.44 $133.01 29.030.20.41.0105 $308.65 $268.06 29.030.20.41.0108 $411.41 $201.24 29.030.20.41.0116 $200.40 $80.88 29.030.20.42.0011 $297.79 $250.36 29.030.20.42.0017 $237.01 $76.17 29.030.20.42.0025 $293.32 $213.75 29.030.20.42.0031 $259.24 $222.48 29.030.20.43.0005 $323.95 $248.61 29.030.20.43.0016 $318.79 $191.63 29.030.20.43.0020 $220.25 $180.45 29.030.20.43.0030 $362.47 $185.33 29.030.20.43.0041 $296.44 $136.14 29.030.20.44.0020 $298.07 $219.17 29.030.20.44.0024 $238.00 $339.46 29.030.20.44.0026 $184.79 $309.84 29.030.20.44.0054 $261.10 $124.38 29.030.20.44.0077 $226.36 $148.87 29.030.20.44.0114 $350.09 $56.15 29.030.20.44.0120 $183.31 $122.19 30.030.20.23.0005 $66.80 $241.94 30.030.20.33.0032 $71.80 $254.67 30.030.20.33.0036 $180.09 $277.29 30.030.20.33.0065 $253.10 $74.85 30.030.20.34.0032 $333.53 $256.28 30.030.20.41.0022 $266.26 $205.40 30.030.20.41.0036 $66.80 City of Stillwater 2016 Certification of Deliquent Garbage (Waste Management) For Collection with the 2017 Property Taxes Waste Management Project #0002 - 1 Year - 10% Interest Property ID Certification Amount Property ID Certification Amount 21.030.20.34.0142 $404.68 30.030.20.44.0046 21.030.20.34.0144 $305.08 30.030.20.44.0054 21.030.20.34.0146 $82.38 31.030.20.11.0085 21.030.20.34.0158 $358.87 31.030.20.11.0090 21.030.20.34.0159 $97.97 31.030.20.11.0098 21.030.20.42.0009 $350.46 31.030.20.12.0007 21.030.20.42.0058 $248.15 31.030.20.13.0045 21.030.20.43.0017 $370.80 31.030.20.14.0068 21.030.20.43.0031 $242.43 31.030.20.22.0055 21.030.20.43.0072 $114.63 31.030.20.24.0042 21.030.20.43.0074 $317.91 31.030.20.24.0045 21.030.20.43.0101 $101.28 31.030.20.31.0021 28.030.20.12.0026 $220.49 31.030.20.31.0078 28.030.20.12.0029 $254.24 31.030.20.31.0092 28.030.20.12.0063 $250.36 32.030.20.12.0012 28.030.20.12.0078 $383.90 32.030.20.12.0070 28.030.20.12.0115 $367.45 32.030.20.13.0029 28.030.20.12.0294 $61.15 32.030.20.13.0032 28.030.20.13.0083 $247.89 32.030.20.13.0047 28.030.20.13.0139 $332.45 32.030.20.13.0065 28.030.20.21.0009 $228.41 32.030.20.13.0073 28.030.20.21.0023 $254.90 32.030.20.13.0087 28.030.20.21.0080 $133.32 32.030.20.13.0097 28.030.20.21.0091 $472.86 32.030.20.14.0080 28.030.20.21.0093 $199.99 32.030.20.21.0009 28.030.20.21.0103 $359.32 32.030.20.21.0028 28.030.20.21.0107 $270.12 32.030.20.21.0043 28.030.20.21.0117 $307.95 32.030.20.21.0079 28.030.20.21.0137 $230.42 32.030.20.21.0080 28.030.20.22.0043 $266.34 32.030.20.21.0083 28.030.20.22.0046 $77.01 32.030.20.21.0091 28.030.20.22.0058 $261.22 32.030.20.21.0093 28.030.20.22.0075 $249.20 32.030.20.22.0002 28.030.20.22.0088 $298.92 32.030.20.22.0012 28.030.20.22.0092 $222.41 32.030.20.22.0046 28.030.20.23.0022 $120.32 32.030.20.22.0059 28.030.20.23.0031 $274.47 32.030.20.22.0085 28.030.20.23.0034 $265.26 32.030.20.22.0107 28.030.20.23.0060 $260.98 32.030.20.23.0036 28.030.20.23.0108 $408.12 32.030.20.23.0055 28.030.20.23.0113 $235.51 32.030.20.24.0023 28.030.20.23.0136 $283.92 32.030.20.24.0030 28.030.20.23.0140 $224.26 32.030.20.24.0034 28.030.20.31.0014 $56.15 33.030.20.11.0044 28.030.20.31.0021 $193.79 33.030.20.11.0048 28.030.20.31.0023 $225.59 33.030.20.11.0085 28.030.20.31.0028 $107.37 33.030.20.11.0085 $354.05 $131.65 $351.30 $259.18 $220.37 $189.59 $356.39 $78.52 $76.80 $264.93 $359.60 $249.72 $293.30 $298.19 $236.77 $259.30 $233.83 $382.54 $242.82 $358.64 $276.18 $320.46 $220.91 $363.01 $220.31 $206.35 $205.51 $319.75 $179.52 $269.78 $259.08 $184.79 $333.45 $347.84 $252.08 $368.04 $358.28 $259.30 $82.83 $209.43 $162.39 $334.00 $286.08 $257.26 $220.49 $252.44 $222.41 City of Stillwater 2016 Certification of Deliquent Garbage (Waste Management) For Collection with the 2017 Property Taxes Waste Management Project #0002 - 1 Year - 10% Interest Property ID Certification Amount Property ID Certification Amount 28.030.20.31.0031 $71.80 33.030.20.11.0111 $297.89 28.030.20.31.0042 $146.90 33.030.20.11.0124 $228.54 28.030.20.31.0049 $184.49 33.030.20.11.0136 $184.13 28.030.20.31.0088 $1,006.82 33.030.20.12.0006 $296.29 28.030.20.31.0132 $71.80 33.030.20.12.0017 $221.87 28.030.20.31.0135 $429.81 33.030.20.12.0019 $283.86 28.030.20.31.0138 $259.30 33.030.20.12.0035 $170.01 28.030.20.32.0031 $123.66 33.030.20.12.0039 $220.25 28.030.20.32.0058 $213.75 33.030.20.12.0045 $218.75 28.030.20.32.0067 $191.91 33.030.20.12.0049 $138.60 28.030.20.32.0075 $261.34 33.030.20.12.0051 $225.95 28.030.20.32.0085 $125.26 33.030.20.12.0086 $305.60 28.030.20.32.0089 $99.94 33.030.20.12.0091 $220.01 28.030.20.32.0099 $220.37 33.030.20.12.0099 $183.27 28.030.20.33.0027 $259.06 33.030.20.12.0152 $323.78 28.030.20.33.0061 $66.80 33.030.20.12.0156 $277.74 28.030.20.33.0074 $220.37 33.030.20.13.0024 $115.63 28.030.20.33.0083 $329.42 33.030.20.13.0045 $344.84 28.030.20.33.0100 $222.41 33.030.20.13.0057 $252.80 28.030.20.34.0004 $199.99 33.030.20.13.0061 $220.07 28.030.20.34.0007 $220.37 33.030.20.14.0022 $255.36 28.030.20.34.0044 $221.81 33.030.20.14.0025 $385.76 28.030.20.34.0062 $78.52 33.030.20.14.0029 $107.15 28.030.20.34.0110 $350.44 33.030.20.14.0051 $346.51 28.030.20.34.0117 $145.10 33.030.20.14.0118 $222.10 28.030.20.41.0109 $225.41 33.030.20.14.0132 $403.24 28.030.20.42.0070 $96.59 33.030.20.21.0019 $191.15 28.030.20.42.0116 $372.39 33.030.20.21.0041 $303.50 28.030.20.42.0127 $429.20 33.030.20.21.0116 $235.51 28.030.20.42.0133 $307.04 33.030.20.21.0123 $55.08 28.030.20.42.0147 $284.04 33.030.20.22.0055 $264.22 28.030.20.43.0012 $122.30 33.030.20.24.0027 $259.48 28.030.20.43.0059 $248.49 33.030.20.31.0026 $267.10 28.030.20.44.0020 $187.08 33.030.20.31.0071 $78.52 28.030.20.44.0021 $122.14 33.030.20.32.0009 $71.80 28.030.20.44.0071 $427.48 33.030.20.32.0023 $204.07 29.030.20.11.0034 $204.32 33.030.20.32.0030 $222.41 29.030.20.12.0035 $358.12 33.030.20.32.0030 $82.83 29.030.20.14.0032 $220.01 33.030.20.32.0033 $178.45 29.030.20.14.0049 $253.26 33.030.20.32.0042 $201.79 29.030.20.14.0066 $198.01 33.030.20.34.0021 $122.30 29.030.20.21.0005 $156.41 34.030.20.22.0076 $257.62 29.030.20.21.0061 $259.48 34.030.20.23.0023 $347.46 29.030.20.24.0011 $301.93 34.030.20.23.0037 $58.55 29.030.20.24.0050 $713.74 34.030.20.23.0044 $171.51 29.030.20.24.0051 $218.63 34.030.20.23.0090 $222.41 29.030.20.24.0053 $272.74 Total $67,637.81 RESOLUTION 2016-213 RENEWAL OF TOWING LICENSE FOR 2017 WHEREAS, Stillwater Towing, Inc., has requested renewal of a towing license for 2017; and WHEREAS, all forms and documentation have been received and fees paid. NOW THEREFORE BE IT RESOLVED by the City Council of Stillwater, Minnesota, that the towing license for Stillwater Towing, Inc. is renewed for the year 2017. Adopted by the Stillwater City Council this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk TOWING LICENSE 2017 The City of Stillwater, Washington County, Minnesota hereinafter referred to as the "City", hereby grants a towing license to Stillwater Towing, Inc., hereinafter referred to as the "Company" and the License shall be on the terms and conditions set forth in this license and subject to annulment and revocation as provided herein. I. EQUIPMENT. The company must provide equipment that includes at a minimum: a. Equipment to handle all vehicles including those with fiberglass bodies. b. Vehicle dollies or flatbed for towing vehicles that cannot be moved by conventional means. c. Equipment of sufficient size to handle semi tractor trailer vehicles or in the alternative have the ability to provide this equipment to a location within a reasonable time period. d. Equipment needed to sweep and remove accident debris and also equipment to jump start vehicles. e. Winching equipment of sufficient size and strength to winch vehicles of tractor trailer type or ability to provide this equipment to a location within a reasonable time period. f. Emergency lights conforming to standards set forth in the Minnesota Highway Traffic Regulation Act and from time to time promulgated by the Commission of Public Safety of the State of Minnesota. II. FACILITIES. The company must provide storage for the vehicles it tows and these facilities must include at a minimum: a. A vehicle storage lot within the city or within a reasonable distance from the city. The storage lot must be secured by a 6 foot fence with a lockable gate. b. The storage facility must be large enough to store 15 cars. c. The facility must have indoor storage in order to protect vehicles from inclement weather when necessary to avoid damage to the vehicle or when indoor storage is ordered by the police department. d. The facility must have secure indoor storage that consists of at least one stall that is totally secure, even from employees of the company. These stalls are used for the storage for vehicles that are to be held as evidence or that may contain evidence and are awaiting a search warrant. III. IMPOUND AND RELEASE PROCEDURES. The towing company must agree to abide by the Stillwater Police Department's policy and procedure directives dealing with the release of vehicles to citizens. They must further agree to abide by "hold" orders issued by members of the police department. The companies and their drivers must agree to abide by the requirements of the police impound report filled out by the officer at the scene of the tow. IV. RESPONSE TIME TO THE SCENE OF TOW OR TO IMPOUND LOT. All tow companies must agree to a minimum response time of ten minutes to the scene of a requested tow or to the impound lot, or unless a longer period is required because of a need for special equipment. V. RESOLUTION OF COMPLAINTS. All tow companies must provide to the Stillwater Police Chief a procedure for handling citizen's complaints dealing with the tow service. This procedure must be submitted within 30 days of the granting of this license. VI. CRIMINAL HISTORY AND DRIVING RECORD CHECKS. All owners and drivers must agree to a criminal history and driving record check and a history of theft or drug related crimes and any convictions for DWI, reckless driving or repeated speeding violations shall render that driver or owner disqualified to provide any service hereunder. VII. INSURANCE. The company shall carry and keep in full force and effect general liability insurance to include coverage of any damage to towed vehicles, and proof of this insurance shall be on file with the city prior to the issuance of this license. VIII. CLEAN-UP. The tow driver shall clean up the debris at accident scenes. IX. INSPECTION. The equipment and facilities of the company shall be subject to inspection by the Police Chief or his designee to insure compliance with the provisions of this license. X. NON-EXCLUSIVE. This license shall be non-exclusive and shall not preclude the city from granting as many additional licenses as they see fit. In the event of additional licenses, tows will be divided among the companies according to the interests of Public Safety as ordered by the Police Chief. XI. REVOCATION OF LICENSE. The breach of any covenant or condition contained in this license shall be grounds for revocation hereof. The revocation shall be ordered by the Stillwater Police Chief and any company that feels aggrieved by his decision may appeal his decision to the City Council where the company shall be entitled to a full hearing. 2 Granted this day of December 6, 2016. By: John Gannaway, Chief of Police ATTEST: Diane F. Ward, City Clerk 3 ti I IWa ter Administration Date: November 25, 2015 TO: Mayor and Council FROM: Diane Ward, City Clerk SUBJECT: 2017 Cleaning Contract for City Hall and Public Works Attached is Addendum No. 1 relating to the contract for cleaning of City Hall and Public Works for 2017. The price for City Hall remains the same as 2016 ($1772.00 per month), however for Public Works the price increased for the months of January - March, November -December to $720.00 per month, due to the increased time it takes to clean the Public Works facility during the winter. The 2016 rate of $540.00 per month will be charged for the remaining months - April - October. The original contract allowed for the renewal of this agreement for up to five years contract based upon satisfactory performance. Staff has been satisfied with their performance. RECOMMENDATION: Staff recommends approval of Addendum No. 1. RESOLUTION 2016-214 APPROVAL OF ADDENDUM NO. 1 TO THE CITY OF STILLWATER AND PLYMOUTH RIDGE, INC., COVERALL OF THE TWIN CITIES (THE AGREEMENT) BE IT RESOLVED, by the City Council of Stillwater, MN that Addendum No. 1 to the cleaning agreement for City Hall and Public Works between the City of Stillwater and Plymouth Ridge, Inc., Coverall of the Twin Cities, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Mayor to sign Addendum No. 1 on the City's behalf. Adopted by the City Council of the City of Stillwater this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk ADDENDUM NO. 1 TO THE CITY OF STILLWATER AND PLYMOUTH RIDGE, INC., COVERALL OF THE TWIN CITIES (THE AGREEMENT) The parties to this Addendum are the same as made an Agreement (the "Original Contract") on December 7th, 2015, the City of Stillwater, Washington County MN (the "City") and Plymouth Ridge Inc., Coverall of the Twin Cities, 8009 34th Avenue South, #10, Bloomington, MN 55425 (the "Contractor"). It is their intention that the Original Contract be in all ways extended to remain in effect for the calendar year 2017, except as modified by this Addendum No. 1. 1. City Hall Building — The pricing for 2017 will be $1,563 per month for regular service; 209 for floor and carpet work. 2. Public Works Building - $720 per month for the months of January through March, and November and December; and $540 per month for the months of April through October. 3. The specifications and scope of work that controlled the Original Contract will remain in effect as if fully set forth in this Addendum. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed this day of , 2016. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, Clerk STATE OF MINNESOTA ) ) ss. COUNTY OF WASHINGTON ) On this day of , 2016, before me, a Notary Public within and for said County, appeared Ted Kozlowski, and Diane Ward, to me personally known who, being duly sworn, did say that they are the Mayor and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota Municipal corporation. Notary Public CONTRACTOR Coverall of the Twin Cities, Inc. By Robert Schriver Its: Regional Director STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of 2016, by Robert Schriver, the Regional Director, the duly authorized officers of the Coverall of the Twin Cities, Inc. This Instrument Drafted By: David T. Magnuson (#66400) Magnuson Law Firm 324 Main Street South, Suite #260 Stillwater, MN 55082 651-439-9464 - main 651-439-5641 — fax -2- Notary Public FLA G MINNESOTA DEPARTMENT OF Pu9LlC SAFETY Alcohol & Gambling Enforcement Name of organization Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 445 Minnesota Street, Suite 222, St. Paul, MN 55101 651-201-7500 Fax 651-297-5259 TTY 651-282-6555 APPLICATION AND PERMIT FOR A 1 DAY TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE Valley Chamber Chorale Address 2107 Dundee Place (P.O. Box 352) Name of person making application City Date organized January 1, 1975 Stillwater Vickie Jensen Date(s) of event December 9, 10, 11, 2016 Organization officer's name Marilyn Johnson, President Organization officer's name Organization officer's name Organization officer's name State Tax exempt number 31587 Minnesota Business phone 651-430-0124 Zip Code 55082 Home phone 612-889-8121 Type of organization E Club E Charitable ❑ Religious 0 Other non-profit City State Zip Code Stillwater City City City Location where permit will be used. If an outdoor area, describe. Washington County Historic Courthouse, 101 W. Pine Street, Stillwater, MN 55082 Minnesota State Minnesota State Minnesota State Minnesota 55082 Zip Code Zip Code Zip Code If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT City of Stillwater City or County approving the license Date Approved $25.00 per day = $75.00 11/22/2016 Fee Amount Permit Date Date Fee Paid City or County E-mail Address City or County Phone Number Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement CLERKS NOTICE: Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event. ONE SUBMISSION PER EMAIL, APPLICATION ONLY. PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY/COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SENT BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY CITY/COUNTY TO AGE.TEMPORARYAPPLICATION@STATE.MN.US RESOLUTION 2016-215 APPROVING HEALTH AND DENTAL INSURANCE PREMIUMS AND CITY CONTRIBUTION EFFECTIVE JANUARY 1, 2017 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota that the monthly premium rates for the City's group health, dental insurance and flexible spending scheduled to become effective January 1, 2017, as listed below, is approved: HEALTH INSURANCE SINGLE FAMILY Traditional Renewal: $919.50 $2,420.00 Triple Gold Renewal: $843.00 $2,216.00 Silver Plan Renewal $698.00 $1,835.50 High Deductible Health Plan w/HSA $627.50 $1, 642.50 DENTAL INSURANCE SINGLE FAMILY Delta Dental Renewal $42.10 $124.50 BE IT FURTHER RESOLVED, the City shall contribute the following toward the Health Savings Account for employees that enroll in the High Deductible Health Plan w/H.S.A. (Health Savings Account) administered by Select Account, St. Paul, MN Single $750.00 Family $1,500.00 BE IT FURTHER RESOLVED, the City shall contribute the following toward the City's group health insurance premiums for all benefits eligible employees until negotiations for labor agreements are complete: City All Other Employees AFSCME Police Sergeants Traditional $1,161.86 per month $1,151.86 $1,230.10 Triple Gold $1,161.86 per month $1,151.86 $1,230.10 Silver Plan $1,161.86 per month $1,151.86 $1,230.10 High Deductible Health Plan $1,161.86 per month $1,151.86 $1,230.10 w/HSA BE IT FURTHER RESOLVED, that effective January 1, 2017 through December 31, 2017 the City shall contribute the following toward the City's group dental insurance premiums for all benefits eligible employees: Delta Dental $42.10 per month The above City Contributions shall be pro -rated, in accordance with the appropriate labor contracts and employment agreement, for those benefits eligible employees that receive pro -rated benefits. BE IT FURTHER RESOLVED, that effective January 1, 2017 the maximum election amounts for Flexible Spending administered by Select Account, St. Paul, MN are as follows: Medical Maximum Election $2,600.00 Dependent Care Maximum Election $5,000.00 Adopted by the City Council this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk ilIwat!r Administration Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: December 1, 2016 Re: Renewal of Liquor Licenses Three other Liquor License renewal applications have been received from The Meet Market, Sweet Taste of Italy, and Ziggys Restaurant. Contingent upon successful approvals, including all required paperwork and fees, these should be approved. Establishments issued this permit must follow the same liquor laws/rules/ordinances as any other liquor establishment within the City. Approval for the approval for the permit/license should be contingent upon approval by Police, Finance, Fire, Building Departments, Washington County Department of Health and Minnesota Liquor Control. ACTION REQUIRED: If Council desires to approve the Liquor License renewals of The Meet Market, Sweet Taste of Italy, and Ziggy's Restaurant, they should pass a motion to adopt Resolution entitled "APPROVING RENEWALS OF ON -SALE, WINE WITH STRONG BEER, SUNDAY ON -SALE, LIQUOR LICENSES FOR 2017." RESOLUTION 2016-216 APPROVING RENEWALS OF ON -SALE, WINE WITH STRONG BEER, SUNDAY ON -SALE, LIQUOR LICENSES FOR 2017 WHEREAS, application for renewals have been requested by the businesses listed below; and WHEREAS, approval is contingent upon receipt of all required documentation, completion of background investigations, and the fulfillment of all requirements for eligibility to hold a liquor and/or tobacco license according to the City of Stillwater, State of Minnesota Alcohol & Gambling Enforcement Division, or Washington County Department of Health. NOW THEREFORE, BE IT RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the renewals of the businesses listed below for On -Sale, Wine with Strong Beer, Sunday On -Sale, for 2017, as contingent above: Organization Name/Corporate DBA LICENSE TYPE 2Js LLC The Meet Market Wine w/Strong Beer Mama Litas Inc. Sweet Taste of Italy On -sale, Sunday Ziggy's LLC Ziggy's Restaurant On -sale, Sunday Adopted by Stillwater City Council this 6th day of December, 2016. Ted Kozlowski, Mayor Attest: Diane F. Ward, City Clerk Memo DATE: November 30, 2016 TO: Mayor and City Council FROM: Sharon Harrison, Finance Director RE: Sanitary Sewer Adjustments BACKGROUND: During the course of any given year, sanitary sewer rate adjustment recommendations come before Council. These adjustments are mainly due to leaks found during the course of the year, but often stand out more during the readings during the 1St quarter of every year. For residential properties, sanitary sewer billing rates are set during the 2nd quarter of every year using the water consumption (obtained from the Water Board) from the 1St quarter of the year. This rate is then used for the next 4 billing cycles (quarters) until the rates are reset again the following year. As mentioned before, occasionally there are some properties that have experienced increased water usage during the 1St quarter of the year due to some unforeseen circumstances (e.g. leaky toilet, water softener issues, pipe issues, etc.). This increased water usage naturally in turn increases their sanitary sewer billing rate for the next 4 billing cycles (quarters). These residents/owners will then call the City to explain their individual circumstance. We (Finance) then review consumption rates from prior/current quarters to see if we can determine the duration/termination of the leak based on the information provided to us by the water department and the resident/owner. This information then is used to provide Council with new billing rate recommendations for upcoming billing periods (until the new rates are reset the following year). This practice has been used by the City for many years, and has been proven to be a fair and accurate way for property owners to pay their fair share of the use of the sanitary sewer system. RECOMMENDATION: Attached are staff recommendations for sanitary sewer rate adjustments currently requested by property owners. These adjustments are expressed in gallons (of consumption), based on the average consumption of the prior 3 years, and converted to the new billing rate using the most current billing rates approved by Council. These adjustments will begin with the next billing cycle (3rd quarter billing). In other words, staff is recommending to Council that the property owner at least pay the increased sanitary sewer rate for the billing period in which the leak occurred. COUNCIL ACTION: If Council agrees with Staff's recommendation, Council needs to approve staff recommendations as listed on the attached Exhibit A. CITY OF STILLWATER EXHIBIT A Description of Billing Quarter Circumstance Winter Average Gallons Adjustment for I Toilet leak From 96,000 4th To 22.000 STAFF REQUEST ITEM Department: MIS Date: 12/01/2016 DESCRIPTION OF REQUEST (Briefly outline what the request is) The City of Stillwater would like to participate in a wellness incentive offered by the SWWC Coop for employees on the group health insurance plan. Requesting signature on letter of agreement with SWWC and the personnel policy for the program. Both are attached. The incentive program offers employees $100 and a Fitbit if they take a Health Risk Assessment, participate in a walking challenge, and register with ClearCost. All incentives are provided by SWWC Coop Wellness Institute. This incentive will take place in Jan -Feb 2017. 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) No financial impact for the City. 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 Lo-yoq,4E-10 khopfivAL, Wiidi Date: 12/01/2016 PERSONNEL POLICY WELLNESS PILOT PROGRAM Personnel Policy for Wellness Programs and Incentives The City of Stillwater ("Employer") desires to offer incentives to employees who voluntarily choose to participate in wellness programs ("Wellness Programs") pursuant to a pilot program (the "Pilot Program") that is made available through SWWC Service Cooperative Wellness Institute ("Wellness Institute"). The Pilot Program is intended to be temporary and will sunset on the date set forth below. Section 1. Pilot Program. During the term of the Pilot Program, employees will be provided with a step tracker financial incentives to participate in and complete Wellness Programs made available through the Wellness Institute. Participation in the Pilot Program by employees is completely voluntary. Section 2. Eligibility. Incentives under the Pilot Program are payable to employees who are enrolled in Employer-sponsored group health plans made available through SWWC Service Cooperative. Eligible employees will also be provided with a step tracker necessary to complete the program. The Pilot Program shall terminate with respect to any class of employees that ceases to participate in group health plan coverage made available through SWWC Service Cooperative. Section 3. Program and Incentives. Programs and incentives will be described in materials provided by the Wellness Institute and distributed to employees. Section 4. Confidential Information. Individual information that employees provide on the health risk assessment or through biometric screening will not be shared with the Employer or the Wellness Institute. The Employer will receive information on who participated in wellness programs along the amount of incentives to which they are entitled. Section 5. Temporary Program; Sunset Provisions. The Pilot Program may be amended or terminated at the discretion of Employer at any time, but incentives earned before the Pilot Program is terminated will be payable as described herein to participants enrolled in employer- sponsored group health plan coverage through SWWC Service Cooperative. The Pilot Program will automatically terminate on December 31, 2017 unless renewed by the Employer. Employer is not required to bargain for renewal or extension of the Pilot Program. LETTER OF AGREEMENT FOR WELLNESS INSTITUTE SERVICES 12/01/2016 SWWC Wellness Institute Southwest West Central Service Cooperative Cliff Carmody, Executive Director 1420 East College Drive Marshall, MN 56258 Donna Robole City of Stillwater 216 No. 4th Street Stillwater, MN 55082 This letter is to affirm our mutual understanding and agreement between Southwest West Central Service Cooperative ("SWWC") Wellness Institute (the "Wellness Institute") and [Name of Employer] ("Employer") with respect to the operation of the activity -based Wellness Program offered by the Wellness Institute in 2017. Background Wellness programs offered by the Wellness Institute are part of the group health plans made available through SWWC. In order to participate in these programs, employers must enter into an agreement with the Wellness Institute regarding their obligations with respect to the Program. The current program is designed to improve health and control health care costs by encouraging activity and awareness of current health status. Fitbits will be used in fitness challenges designed by employers with the support of the Wellness Institute. Our goals are to reduce the incidence of obesity -related illnesses such as diabetes and congestive heart failure. The Wellness Institute will also provide a $100 incentives for each employee who completes a health risk assessment, indicates that they know their blood pressure and total cholesterol, enrolls with ClearCost Health, and participates in activity challenges. No individual is required to perform or complete an activity related to a health factor in order to obtain a reward. ClearCost offers price transparency information on providers and prescription drugs. Our goals are to encourage employees to 1) seek timely, quality care when needed by reducing the financial uncertainty of out-of-pocket costs; 2) use the lowest cost prescription drugs available; and 3) use lower cost, high quality in -network providers for their care. The Wellness Institute agrees as follows: • Incentives relating to the 2017 plan year will be allocated to employees not later than June 1, 2017. To be eligible for incentives, employees must complete certain activities no later than February 12, 2017. The total amount of available incentives and wellness program terms and conditions for 2017 are described in the online document entitled "Southwest West Central Service Cooperative Wellness Institute for CCOGAs." • The SWWC Wellness Institute uses EBIS, Inc. to manage its wellness programs. EBIS is subject to written agreements with Blue Cross Blue Shield of Minnesota (BCBS) and ClearCost Health, Inc. to maintain any information it collects as confidential and subject to state and federal privacy laws, including the Health Insurance Portability and Accountability Act (HIPAA). • The SWWC Wellness Institute requires that employees complete an online Wellness Authorization and Verification Form. The form does not collect any medical information on employees, but it does require them to state that they have enrolled with ClearCost, completed and reviewed a health risk assessment, and will participate in a fitness challenge to be arranged by the employer once they receive their FitBit. It also authorizes EBIS to share this information with the SWWC Wellness Institute so that it can authorize and arrange for Fitbits and incentives. • ClearCost will send EBIS reports indicating when employees have registered for their services online. EBIS will use that information along with information that employees provide on this form to determine who is eligible. • EBIS will send a report including the information above to the SWWC Wellness Institute. The Wellness Institute will use this information to confirm eligibility, arrange for Fitbits, and send employees a code to be used to go online to order their Fitbit. The Wellness Institute will transfer a list of who will receive Fitbits and the $100 incentive back to the employer. The Wellness Institute will send funds to the Employer for allocation to employees no later than June 1, 2017 based on the total amount of incentives earned. • The wellness program is a one-time pilot program for the group health plan year beginning on January 1, 2017. The program automatically expires on December 31, 2017. The Wellness Institute may request survey information to determine its effectiveness, but neither the Wellness Institute nor the employer agrees to provide same program in 2018. Wellness programs may change from year to year, as determined by the Wellness Institute in its discretion. But we ask employees to hang on to their Fitbits for use in possible future programs. Lost, stolen or damaged Fitbits will not be replaced. • The wellness program is made available as part of the group health plan made available through Southwest West Central Service Cooperative. Employees must be enrolled in employer- sponsored group health coverage made available through the Southwest West Central Service Cooperative in order to participate in or receive benefits associated with the wellness program. If an employee does not enroll in coverage made available through the Southwest West Central Service Cooperative, the employee will not receive a Fitbit, continue to participate in ClearCost, or be eligible to earn an incentive even if the employee has submitted the Wellness Verification and Authorization Form. The Employer agrees as follows: • Employer will communicate the wellness program to employees. • Employer will sponsor this program for its employees pursuant to either a personnel policy or memorandum of understanding substantially in the form attached hereto. If an employer already has a memorandum of understanding in place from 2016, the employer will provide its unions with a memorandum substantially in the form attached hereto, but entitled, "Renewal of wellness pilot program." • To maximize tax efficiencies, we recommend that employers apply wellness program incentives through premium reduction or contributions to the VEBA, HSAs or HRAs. But employers may also distribute incentives as taxable cash compensation, subject to applicable withholding and employment taxes. Employers are responsible for W-2 and related reporting with regard to incentives. Incentives that are not allocated for any reason shall be retained by or returned to the Wellness Institute. • Employer will permit occasional, limited audits of their wellness program pursuant to agreed- upon -procedures. The purpose of the audits will be to ensure that the incentives due to employees are properly applied. • Employees must complete the Wellness Authorization and Verification Forms online no later than February 12, 2017. If an employee does not have access to the internet through work or home, the Employer will make hard copies of this form available for employees to mail to the SWWC Wellness Institute. Mailed copies of completed forms must be postmarked no later than February 12, 2017. • The Employer will work with SWWC Wellness Institute to design a fitness challenge that uses step data collected from Fitbits. • The Employer will remind employees that they do not have to use their real names in any FitBit Community Boards, and allow them to use a pseudonym. Both the Employer and the Wellness Institute agree as follows: • EBIS does not access, or use, any individual health assessment results or other health information from the wellness program to determine any individual's or employer's group's rates. • EBIS does not share any individual health assessment results or other health information from the wellness program with employers; an individual's name, address and program selection, if applicable, may be shared with an employer for purposes of incentive determinations only. • Incentives and/or other costs associated with the program, such as activity trackers, will be paid from the Service Cooperative's reserves. SWWC authorizes payment from reserves because incentive -based wellness programs are designed to reduce health care costs for the pool, which benefits all members. But SWWC cannot use pool assets to pay for incentives or provide other benefits to former pool members or their employees. Accordingly, incentives and/or other costs are only available to employees who are enrolled in group health plans made available through the Minnesota Service Cooperatives at the time that incentives and/or other costs are paid. If a group or class of employees moves to other coverage, no incentives and/or other costs will be paid from SWWC. • The Wellness Institute will charge an administrative fee in the amount of $5.00 per employee per month (PEPM) who is enrolled in the Employer's group health plan. The administrative fee shall be paid during the Pilot Program from pool reserves rather than assessed directly to participating employers or added to equivalent premium rates. • Nothing herein shall contravene the Joint Power Agreement for Group Employee Benefits and other Financial and Risk Management Services. • Fitness challenges do not have to include employer-provided financial incentives or prizes; if they do, however, the Employer will not condition the receipt of an incentive or prize on satisfaction of an activity -based standard unless it provides a reasonable alternative standard to employees who may not be able to achieve the standard due to a medical condition. Agreed and Accepted, City of Stillwater SWWC Service Cooperative Wellness Institute Dated: Dated: Sti I Iwa ter 1 H E BIRTHPLACE OF MINNESOTA MEMORANDUM TO: Mayor and City Council FROM: Tim Moore, Public Works Superintendant "rpt. DATE: December 1, 2016 SUBJECT: Possible Purchase V -Plow Background The Public Works Department is responsible for winter maintenance of approximately 20 miles of trails in the City, including city and county trails, with more trails planned in the future, including the loop trail and the Browns Creek Trail. Currently, these trails are plowed with a 10 foot wide V -plow on a 1 ton truck that is mainly set up for parking Tots. Because of this, it is not adequate for use on the trails. It is proposed to purchase a new 8 foot V -Plow to be configured for use with other equipment (tractors and skid steers). This setup will be more rugged for plowing and be more efficient for removal of snow on the trails. Discussion Staff has received a quote, from Truck Utilities Inc., St. Paul, on the state bid for one Machinability 8' V- Plow, which includes some modifications to the system to allow for the use on either John Deere tractors or the skid steers, in the amount of $15,060 . This amount is $3060 over the approved budgeted amount of $12,000 designated in the Parks Capital Outlay. Staff is proposing to use funds remaining from other 2016 Parks Capital Outlay purchases where the costs were lower than expected (Lily Lake fence, trail improvements and Browns Creek Parking Lot) to pay for the additional cost. Recommendation Staff recommends the purchase of the new Machinability 8' v -plow for $15,060.00 from Truck Utilities Inc. This purchase will be paid for from Parks Capital Outlay. r_ -144 iyetiu 4o/11U vi -1 �1 i ,�/ I to ti 1 Iwat!r Administration DATE: December 2, 2016 TO: Mayor and Councilmembers SUBJECT: 2017 Hockey Day Minnesota Agreement (Final Draft) FROM: Tom McCarty, City Administrator BACKGROUND Community members formed a local organizing committee to bring the annual Hockey Day Minnesota event to Stillwater in January of 2017. The Stillwater Area Hockey Association agreed to be the event sponsor/organizer. The local organizing committee presented an overview of the Hockey Day Minnesota event and related activities to the City Council on September 20, 2016. On September 23, 2016, the Minnesota Wild, Fox Sports North, Minnesota Hockey and the Stillwater Organizing Committee announced that Stillwater was selected to host the 11th Annual Hockey Day Minnesota Event in Lowell Park on Saturday, January 21, 2017. A temporary ice rink and other temporary improvements are proposed to be constructed, operated and maintained in the north end of Lowell Park for the event. The Event will be held on January 20 and 21, 2017 and the Stillwater Area Hockey Association will conduct activities from January 22-29, 2017 on the temporary ice rink. UPDATE The local organizing committee has submitted a special event permit application for the 2017 Hockey Day Minnesota Event pursuant to the City's Event Policy. A special event permit application of this scope requires approval by City Council as well as a written agreement between the City and the Event Organizer also approved by City Council. City staff has been working directly with the Hockey Day Minnesota local organizing committee members to review and adjust all logistical and operational proposals for the Hockey Day Minnesota event to ensure compliance with state and local regulations and standards. The City Downtown Parking Commission and City Park and Recreation Board have reviewed the special permit application and recommend approval. The attached 2017 Hockey Day Minnesota Agreement and site plan have been thoroughly reviewed by appropriate City staff for relevant factors, including: - Use of Lowell Park premises, - Application of City fee structure for the proposed event, -Construction, maintenance, removal and restoration of the temporary ice rink and ancillary temporary improvements, - Insurance requirements and Liability, -Security, - Food, Vendors, Alcohol and Liquor Control, and - City Services provided. The Organizer proposes to have Xcel Energy install a temporary power service in the north end of Lowell Park to provide power for compressor/chiller to form and maintain ice for the ice rink, as well as providing power for Fox Sports North to operate its on-site broadcast facilities for Hockey Day Minnesota activities on January 21, 2017. The Organizer is requesting the City to pay for the cost of the power usage from the temporary power supply. It is estimated that the cost of the power usage will be 2000-$3000. RECOMMENDATION Staff finds that provisions of the proposed 2017 Hockey Day Minnesota Agreement are reasonable and meet the provisions of the City's Special Event policy and other applicable regulations and recommends approval of the Resolution Approving the 2017 Hockey Day Minnesota Agreement with the following conditions: 1. City Council must determine the responsible party for payment of cost of power usage from the temporary power supply, 2. Final draft language of the 2017 Hockey Day Minnesota Agreement is reviewed and approved by City Attorney and Organizer's Attorney prior to final signatures. 216 4`" Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us RESOLUTION APPROVING THE 2017 HOCKEY DAY MINNESOTA AGREEMENT WHEREAS the City has encouraged Stillwater Area Hockey Association, hereinafter referred to as ("Organizer"), to construct, operate, and maintain an Ice Rink in conjunction with the Hockey Day Minnesota Event on January 20 & 21, 2017 and Stillwater Area Hockey Association activities from January 22 - 29, 2017, at Lowell Park within the City in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City; and WHEREAS the City is the owner of certain land in Stillwater, Minnesota, known as North end of Lowell Park; and WHEREAS Organizer will construct, maintain and operate a temporary ice rink and other temporary improvements in Lowell Park in order to conduct the 2017 Hockey Day Minnesota Event and also conduct Stillwater Area Hockey Association activities on the premises in January 2017; and WHEREAS the City is willing to allow Organizer to construct, maintain and operate an ice rink, other temporary improvements and its related activities in Lowell Park to promote tourism and encourage commerce in the City provided the Organizer complies with the terms and conditions set forth in the attached Agreement. NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council that the 2017 Hockey Day Minnesota Agreement is hereby approved and the Mayor and City Clerk are authorized to sign the agreement on the City's behalf. Adopted by the City Council this 6th day of December, 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk 2017 HOCKEY DAY MINNESOTA AGREEMENT THIS AGREEMENT, is entered into as of this day of 2016, between the CITY OF STILLWATER, Washington County, Minnesota ("City"), and by Stillwater Area Hockey Association a , registered in the State of Minnesota , licensed to do business in Minnesota, hereinafter referred to as ("Organizer"). WHEREAS the City has encouraged Organizer to construct, operate, and maintain an Ice Rink in conjunction with Hockey Day Minnesota and Stillwater Area Hockey Association (the "Event") at a location within the City in order to foster and promote tourism and encourage commerce that will ultimately increase property values and the quality of life within the City; and WHEREAS the City is the owner of certain land in Stillwater , Minnesota, known as North end of Lowell Park, more particularly described in Exhibit A attached hereto and made a part hereof, together with certain improvements thereon (collectively the "Premises"); and WHEREAS the City is willing to allow Organizer to construct, maintain and operate an ice rink and its related activities on the Premises NOW THEREFORE, in consideration of the promises herein recited and the covenants, conditions and agreements set forth herein, Organizer and City agree as follows: 1. TERM. Operation of the Event is limited as follows: General Term: December 6, 2016 through February 28, 2017. Event Activities: (Weather Dependent) January 20, 2017 through January 29, 2017; Hockey Day, Minnesota Event, Friday and Saturday, January 20 - January 21, 2017. Cleanup: January 30, 2017 through February 15, 2017. 2. SHARED USE: In consideration of the mutual covenants as set forth herein, and except as otherwise provided in this Agreement, the City hereby agrees to permit the Stillwater Area Hockey Association to share Premises with Hockey Day Minnesota and hereby consents to the shared use of Premises by Hockey Day Minnesota for the sole purpose of producing, promoting and managing the Hockey Day Minnesota 2017 Event with related concession activities ("Event") 3. PREMISES USE. Organizer shall use the Premises only for the construction, maintenance and operation of one ice rink on the North end of Premises as described in Exhibit "A". This Agreement includes permission to construct and maintain a temporary ice rink as well as install temporary seating, temporary fencing, temporary lighting and tents, under the terms and conditions set forth in this Agreement for use by Organizer for the Event. 4. FEES. Organizer shall be required to pay a permit fee for the use of this Premises as specified herein. a. Permit application fee of $100. b. Park Impact fee of $500. 1 c. Park Usage fee of $50/day x 10 days (January 20-29, 2017) = $500. d. Amphitheater fee of $125/day (January 21, 2017) = $125. 5. SECURITY DEPOSIT. Upon execution of this Agreement, Organizer shall pay to the City a security deposit in the amount of $5,000. The City shall retain the security deposit and may apply the security deposit to any obligations of Organizer under this Agreement, including but not limited to damage to Premises or payments due herein. City shall refund any unused portion of the security deposit to Organizer within sixty (60) days of the termination of this Agreement. If City does not return the full deposit amount, City shall provide to Organizer an itemized accounting of any amounts withheld, within sixty (60) days of the termination of this Agreement. The City shall retain any interest earned on the security deposit 6. CONSTRUCTION OF ICE RINK: Organizer will, at its sole expense, construct a temporary ice rink on the North end of Premises, with the dimensions being 85 feet by 200 feet. Organizer will install the base for their ice rink between December 6, 2016 and January 15, 2017, weather permitting. Organizer may make temporary improvements to the grounds such as bringing in temporary fill material, installing a temporary hockey rink, the erection of temporary fencing, scaffolding, seating, special platforms, warming house, large retail tent, jumbotrons, water tanks, rigging, or other apparatus necessary to ensure the success of the Event or the safety of staff, performers, and the general public. Organizer shall submit plans to the City showing the proposed location of all such apparatus upon the grounds at least ten (10) days in advance for the City's review and approval. No construction, alteration, or improvement shall begin until approved by the City and all building permits required by law are secured. All construction or apparatus installed on said Premises shall conform to any and all applicable laws or building codes governing such installations. Organizer agrees to work with City to avoid inconvenience to or interference with City's use of the Premises during this time period. However, installation of the ice rink base shall not begin until this Agreement is properly approved and fully executed by all parties. The base work will consist of installation of a poly barrier, hauling in Class 5 fill to level the footprint of the rink and installing Geo Textile fabric. When this phase of the work is completed, Organizer shall install a temporary fence around this base to prevent damage. Organizer agrees to conduct its set up activities in such a manner as to minimize any visual or operational impact on Premises and Ice Castles activities. Any alteration of City infrastructure must be approved by the City and any such alteration shall be replaced by the Organizer to City specifications. Organizer will commence installing the boards for their temporary ice rink on January 9, 2017 and commence flooding the rink as soon as the boards are erected. The Organizer shall be responsible for flooding the rink and maintaining it. On or after January 18, 2017, the Organizer will begin installing the remainder of their Event amenities, including but not limited to, bleachers, warming tents, vendor tents, locker room tents and temporary lighting. Organizer will coordinate snow removal activities in the Event area with the City. 2 The parties agree to conduct a walk-through inspection of Premises in December at a mutually agreeable date and time to assess the condition of the North end of Premises. The City's representative for purposes of this walk-through will be a City employee from Public Works Department. Organizer agrees to send an authorized representative to attend this walk-through with the City. 7. REMOVAL & RESTORATION. The Organizer will remove perimeter fencing, large retail tent, warming house and jumbotrons from the Premises by Monday January 23, 2017. On or before February 15, 2017, Organizer shall remove all of its equipment and amenities from the Premises with the exception of the hockey ice rink, boards, fabric and fill, which items shall be removed from the Premises as soon as possible in the spring, weather permitting. Organizer agrees to work with the City's Public Works staff to remove these final items, conduct a walk-through inspection of the North End of Premises to determine condition of Premises, discuss restoration activities and complete the site restoration work, including but not limited to potential sod replacement, as soon as possible while minimizing damage to Premises. 8. DAMAGE. If it is established that any portion of the Premises, surrounding landscape, or parking lot is damaged by the act or failure to act of Organizer, its employees, agents, or visitors during the term of this Agreement, beyond normal wear and tear, Organizer shall be responsible to repair the damage in accordance with direction provided by the City. If Organizer fails to repair the damage, City may terminate this Agreement and repair the damage. In such event, City may reimburse itself for such expense from the Security Deposit. If the Security Deposit is insufficient, City may invoice Organizer for the cost of repairing such damage not covered by the Deposit, which invoice Organizer shall pay within fifteen (15) days of receipt. 9. VENDORS. Organizer shall be permitted, during the time period of January 18, 2017 through January 22, 2017 to sublet or rent out a reasonable amount of space in Premises area to lawful and appropriate vendors, concessionaires or other business ventures. It shall be the responsibility of Organizer to verify that each vendor, concessionaire, or sub- lessee possesses a valid Minnesota Tax Permit before allowing them to set up or engage in sales activities. The Organizer shall provide satisfactory evidence to the City that all such vendors, concessionaires, or sub -lessees meet all minimum Washington County Health Department requirements or any other requirements as may be imposed by any applicable laws, codes, or ordinances in force at the time of the Event. 10. ACCESS; SNOW PLOWING. Organizer shall be responsible for providing access to the Premises during Organizer's operations. City does plow the City street consistent with the City's standard snow plowing policy. City does not make any warranty or guarantee that the street or parking lot will be plowed at any given time to allow Organizer to operate on the Premises and its guests and invitees to access the Premises. Organizer shall plow or arrange for plowing the Premises and/or the parking lot and other parking lots within the Premises. Organizer shall repair any damage done to the Premises or any other City property as provided in this agreement . The appropriate use of warning signs, rubber mats and roughing of the ice shall be used to address slippery conditions. Minimum application of eco -friendly salt on walkways is allowed only during extreme weather conditions. 3 11. ACCESSIBILITY. Organizer shall comply with all applicable federal, state and local accessibility requirements to ensure access to the Premises and the Event by all persons. 12. CONDITION OF PREMISES. The Premises is not designed for the use provided for herein. No representation, statement or warranty, expressed or implied, has been made by or on behalf of the City as to the suitability of the Premises for use as an Ice Hockey Rink , nor for the condition of the Premises. The taking of possession of the Premises by Organizer shall be conclusive evidence that Organizer accepts the Premises "as is." In no Event shall City be liable for any defect in the Premises. 13. MAINTENANCE OF PREMISES. Organizer shall keep and maintain the Premises and all improvements in a safe, sanitary, and orderly condition, in good repair, and shall restore and yield the same back to City upon the termination of this Agreement in such condition and repair as shall exist at the commencement of this Agreement including monument and planting bed. Organizer shall not damage or cause waste to the Premises and shall maintain all areas of the Premises in a safe, sanitary, functional and orderly condition at all times, free of refuse and objectionable noises, odors or nuisances. 14. ALTERATIONS OR IMPROVEMENTS. Organizer shall not drive stakes, excavate, or otherwise undertake any underground actions without first securing approval from the City and further having all underground utilities properly located by One Call or identified by the City prior to proceeding with said underground actions. Organizer agrees to secure the presence of a City parks maintenance employee on site at Lowell Park before commencing any work so that the City employee can assist with identifying underground utilities, drain tile, irrigation lines, etc. Organizer shall limit the on -ground use of wires, hoses, etc. to only those areas which are not accessible to normal pedestrian traffic. In the event the Organizer needs to allow the installation of on -ground utilities, Organizer shall first secure the permission of City and shall ensure that any such installation complies with all applicable codes and laws. 15. SUPERVISION & SECURITY. Organizer shall be responsible for providing all supervision of Organizer's employees, agents and visitors on the Premises. a. Organizer shall be responsible for ensuring that all employees, agents and visitors, while using the Premises, follow any and all federal, state and local laws, regulations, ordinances and policies. In addition, Organizer shall be responsible for the safety and behavior of all employees, agents and visitors, including but not limited to safety, noise, and objectionable actions. b. Organizer agrees that at all times during permitted use of the Premises under this Agreement the Premises will be properly supervised and overseen by an employee or agent of Organizer with sufficient empowerment and decision- making authority to act on behalf of Organizer. c. Organizer shall provide City with a list of employees or agents, properly identified, compete with dates, times, and cell phone numbers, when said employees or agents shall be on -duty before, during, or after each daily Event. The City will provide to Organizer a list of City employees or agents, properly 4 identified, with sufficient empowerment and decision-making authority, to act on behalf of City, complete with dates, times, and cell phone numbers who shall be on -duty before, during, or after each separate Event. 16. FOOD. Organizer may provide food for sale at the Premises, or subcontract the same, but all food service and food vendors must be approved by the Washington County Health Department and any applicable County permit must be obtained and a copy provided to the City. 17. ALCOHOL AND LIQUOR CONTROL. Alcohol may be served by the Organizer's Caterer within the Premises at a location designated on the site plan (Exhibit "A") subject to the following provisions and the Organizer being granted a Liquor License and Consumption Permit as allowed by the Stillwater City Code and State Law. All Licenses must be approved and proof of Liquor Liability Insurance Coverage must be submitted to the City Clerk. a. The Area. The area where dispensing will be permitted is the area by the Organizer described on the overall site map as submitted and approved by the City (the Area). b. Fencing. The Area must be securely fenced. The fencing must be adequate to insure that alcohol sales and consumption remain inside the fence. For the purposes of a Beer Garden, double bicycle fencing is approved. A breach of the fence is grounds for the Police Chief to terminate all alcohol sales in the area. The adequacy of exiting in the fence must comply with the Minnesota Fire Code as administered by the City Fire Chief. c. Exits. For the purpose of this plan, all Entry/Exit gates to the park must be controlled by security personnel while alcohol is being served. At each of these entry/exit points, a paid professional security guard must be in place to insure that no beer or Liquor enter or leave the park area. d. Signage. Signage will be prominently displayed at each entry/exit point to notify guests that no Liquor/beer will be allowed in or out of the area. e. Identification Bracelets. The Organizer will provide at no charge liquor identification bracelets at location(s) as required by Public Safety Staff. The Organizer will permit no one to consume Liquor unless they are wearing an identification bracelet. The Organizer will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume Liquor. The Organizer will direct its private security forces to give extra attention to enforcing the bracelet requirements and to crack down on abuses. f. No Other Alcohol or Coolers. No Liquor is allowed in the Area except that Liquor which is sold by the Organizer. The Organizer is responsible to see that no other Liquor is brought into the Area. Bottles, containers or coolers brought into the Area, are subject to search. 5 g. Compliance Program. Prior to January 1, 2017, the Organizer must develop a complete management policy or program regarding all aspects of alcohol compliance, including the problem of the under -aged consumer, sales after hours, sales off the premises in open containers, over -serving and the recognition of false identification. The City Police Chief must approve the policy before implementation. The Organizer must train all alcohol servers with regard to the policy, including instruction by a professional recognized in the area of alcohol awareness before the opening date of the Event. h. Compliance Inspection. The Organizer acknowledges that as a liquor license holder for the Event, it is subject to Stillwater City Code §43-8, which authorizes that all premises from which intoxicating Liquor is offered at on - sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. 18. HAZARDOUS WASTE. Organizer, its agents, or assigns shall not store hazardous waste, transfer hazardous waste, or participate in refueling operations at Premises (other than equipment owned or controlled by it) for purposes of this Section, hazardous waste is defined as waste that poses substantial or potential threats to public health or the environment and generally exhibits one or more of these characteristics: ignitable, reactive, corrosive, or toxic. 19. SIGNS. Organizer may place signage on the Premises for advertising and directions. All signage must be in compliance with the City Code and ordinances, and be approved in advance by the Community Development Department. 20. ALTERATION OR IMPROVEMENT; LIENS. All structures and equipment installed on the Premises shall be approved in advance by the City, and Organizer shall obtain any required permits or licenses, including building and electrical permits, necessary for such structures or equipment. Any alterations, additions and improvements which may be made or installed by Organizer, shall be removed from the Premises upon the earlier of termination of this Agreement, if the Agreement is terminated prior to the end of the Term, or the end of the Term. If Organizer fails to remove any alterations, additions, improvements, equipment or personal property upon termination of this Agreement, City may remove and dispose of such items in City's sole discretion and use the Security Deposit to reimburse itself for all such costs. If the Security Deposit is not sufficient to pay such costs, City shall invoice Organizer for the costs in excess of the Security Deposit and Organizer shall pay such invoice within fifteen (15) days of receipt. Organizer covenants and agrees to keep the Premises and improvements situated thereon free and clear of any and all liens in any way arising out of the use thereof by Organizer and will defend and indemnify and save City harmless from any and all such liens which may arise by reason of alterations or improvements made by Organizer. If any mechanic's lien is filed against any part of the Premises for work claimed to have been done for, or materials claimed to have been furnished to, Organizer, such mechanic's lien shall be discharged by Organizer within ten (10) days thereafter, at Organizer's sole cost and expense, by the payment thereof or by making any deposit required by law. Failure of Organizer to have the lien discharged shall constitute a default under this Agreement. 6 21 RIGHT TO ENTER. City, its agents and representatives may at any and all reasonable times during the day and night, upon reasonable notice to Organizer, enter to view and inspect the Premises, and to clean and maintain the same, or to make repairs, or to make such improvements or changes in the Premises as City may deem proper. Should such repairs, improvements, or changes need to be made, the City shall coordinate with Organizer so as not to disrupt Organizer's use of the Premises. There shall be no diminution of compensation payable to Organizer and Organizer hereby releases City of all liability, claims, losses, suits, damages, and injuries, by reason of inconvenience, annoyance or injury to business on account of any such entry or acts by City, its agents or representatives. 22. POLICE POWER. The City reserves the right to order a shutdown of the Event in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of this Agreement is violated. If requested by the Chief of Police, the Organizer will assist the police in the clearing of the Premises. 23. SECURITY. Organizer and City shall confer with the Chief of Police as to the advisability of closing Mulberry and Main Streets nearLowell Park and the Organizer shall hire any security personnel/police personnel that the Stillwater Police Chief requires. Should the City have to hire outside agencies, the City will invoice the Organizer for any additional costs. 24. ASSIGNMENT OR SUBLET. Organizer shall not sublet the whole or any part of the Premises, or assign all or any part of its present interest in this Agreement, without first obtaining the written consent of City to any such sublease or assignment, which consent may be withheld in the City's sole discretion. Independent sub -events require separate approval by the City. 25. VEHICLE ACCESS. Vehicular access to the Premises shall be limited to the "Vehicle Access" labeled on Exhibit A. At no time shall any vehicle of any kind be parked, operated, or permitted except upon those areas of the Premises labeled "Vehicle Access" unless approved in writing by City. Organizer shall be responsible for the enforcement of this provision for all vehicles on the Premises whether said vehicles are owned by Organizer or its employees, volunteers, sub -lessees, contractors, agents of Organizer, or its patrons. The City reserves the right to order the immediate removal of any vehicle used or parked in violation of this provision. 26. LIAISON. City designates the City Administrator as the City employee to serve as staff liaison and primary contact between Organizer and the City. 27. CITY SERVICES. The type and amount of the materials specifically noted in this Section that are needed for the Event, will be determined by the Public Works Superintendent. The Organizer shall be required to provide portable toilets, barricades for street closure, trash removal, and electricity for vendors. The Organizer may contact the City to arrange rental of materials and will be charged for use according to the City of Stillwater policies. a. Portable Toilets. The Organization must furnish a sufficient quantity of portable toilet units, with hand sanitizing, to facilitate expected crowds, at least three (3) of which shall be handicap accessible. Additional portable restrooms must be provided by the Organizer if deemed necessary to protect 7 public health as determined by the Public Works Department throughout the Event. b. Barricade Placement. The Organizer shall place reflective standard barricades no later than 8:00 a.m. on January 19, 2017, at the parking lot entrances as designated by the Public Works Department. This will inform users of the parking lot closure for the Event. c. Trash Management. The Organizer shall furnish dumpsters or roll -off boxes and trash receptacles in sufficient quantity to contain the accumulation of trash generated by the Event. The Organizer shall make certain that all trash is picked up daily during and after Event. The Organizer shall remove any excessive garbage that does not fit within the receptacles and dispose in trash dumpsters. The City reserves the right to require additional receptacles should the Organizer not remove excess garbage from the Event. d. Tree Relocation. The Organizer shall reimburse the City for the relocation and installation of a new tree affected by the Event on the Premises. e. Temporary Electrical Line. The Organizer shall be responsible for all costs to locate, install, remove, relocate and/or replace the temporary electrical service line and power pole in the North End of the Premises. The shall be responsible for all cost of electric power consumed from the temporary power supply. f. Utility Walk -Through. The Organizer shall contact the Public Works department to walk through the Premises to consider irrigation and electrical locations, City utilities and other infrastructure prior to installation/construction of the Ice Rink and all other tents, temporary seating, temporary stands or buildings, jumbotrons, etc. g. Electricity. i. Each electrical box needed for the Event will be opened by the City on January 19, 2017. The Organizer shall be charged a base fee of $20/electrical box/day. ii. Organizer agrees to meet with the City and/or the State electrical inspector a minimum of 1 week prior to the opening of the Event Activities to ensure all vendors using electrical service comply with the Minnesota Electrical Code. Inspection costs (if any) shall be the Organizer's responsibility. h. Parking Lot Use. The Organizer shall have use of City Parking Lots #8b (75 spaces), #9 (30 spaces), #10 (48 spaces), & #11(45 spaces) for special event parking for a fee of $1.50/space/day or $1,188[198 parking spaces x $1.50/space x 4 days] for the Hockey Day, Minnesota Event January 19 - January 22, 2017. Organizer shall work with the City Police Department to develop a shuttle plan showing location of shuttle parking and shuttle routes, 8 including pick-up and drop-off locations. The Organizer shall promote the use of the City parking ramp in its advertising media. i. City Trail. City recreation trail shall remain open during the Event. If it is necessary to close the trail, Organizer shall provide, maintain and adequately sign an alternative trail route. j. Water. The Organizer shall pay the bulk water rate of $2.00/1,000 gallons for water usage from the fire hydrant located at Water and Mulberry Streets. Water charges shall be billed separately and payable to the Board of Water Commissioners. The Water Department shall not be liable for water loss due water main break or repair to the distribution system. k. Public Safety. The Organizer and the City shall meet and confer to mitigate public safety risks and the Organizer may be required to contribute to costs as determined by the Stillwater Police or Fire Departments that are due to traffic control, public safety or health hazards generated by the Event activities. Any contribution to Public Safety costs by the Organizer shall be established by the City Adminstrator. 1. Cleanup/Removal during the Event. i. Organizer shall remove all barricades, and portable toilets at the end term of this Agreement. ii. Organizer shall remove trash, additional trash enclosures each day of the Event. If the above items are not removed as stated above, the Organizer will reimburse the City for costs incurred in removing the items. 28. VENDORS. NO CAMPING. The Organizer agrees to inform any vendors that there is no camping in Lowell Park or any City parking lots. a. The Organizer agrees that any vendor using cooking facilities will be inspected for safety by the Stillwater Fire Department and Washington County Health Department. Inspection costs (if any) shall be paid for by the Organizer directly to the agency/person doing the inspection. Organizer shall provide a final list of vendors and a scaled or dimensioned layout of the vendor tents with distance between vendors to the Stillwater Fire Department prior to the Event. b. The Organizer agrees to ensure that all vendor's waste water be discharged into a holding tank approved by Washington County Health Department. Vendors without an approved holding tank shall discharge into grey water barrels provided by the Organizer. Disposal costs are the responsibility of the Organizer. For no reason shall grey water barrels or holding tanks be disposed into the City's Sanitary or Storm Water Systems. 29. INDEMNIFICATION. Organizer shall assume all risks incident to or in connection with the uses of the Premises, and shall be solely responsible for all accidents or injuries of whatever nature or kind to persons or property caused by its operations on the Premises, 9 including plowing as set forth in paragraph 10, and shall indemnify, defend and save harmless City, its officers, agents, employees, contractors and representatives, from any penalties for violation of any law, ordinance or regulation affecting its operations, and from any and all claims, suits, losses, damages or injuries to persons or property of whatsoever kind or nature arising directly or indirectly out of Organizer's uses of the Premises, or resulting from the acts or omissions of Organizer, or any of its agents or employees. 30. INSURANCE. Organizer shall maintain in force during the entire Term of this Agreement the following insurance: a. General liability insurance for both personal injury and property damage as follows: i. Commercial General Liability in the amount of $1,500,000 on each occurrence ii. General Aggregate $2,000,000 b. A policy or policies insuring the Premises against loss by fire and other perils in the amount of the full insurable value thereof. c. Such insurance as will protect Organizer from claims under the Worker's Compensation Acts and from claims for bodily injury, death, or property damage. d. Organizer agrees that prior to commencing any construction, erection, alteration, or improvement on said premises that Organizer will provide the City with a Certificate of Insurance evidencing that all persons, whether in the direct employ of, or agents hired by Organizer, are covered by Worker's Compensation Insurance as required by Minnesota Statutes and Public Liability and Automobile Liability Insurance with limits as set forth in paragraph 31 herein. Organizer shall submit such Certificates of Insurance at least ten (10) days prior to the commencement of any construction, erection, alteration or improvement. No construction, erection, alteration, or improvement shall be commenced until such time as said Certificates of Insurance are reviewed and approved by the City's attorney. e. All such insurance shall name the City as an additional insured. All such insurance shall be effective under a valid and enforceable policy or policies, with terms acceptable to City, issued by an insurer of recognized responsibility approved by City upon submission of the policy or policies to City at least ten (10) days prior to the effective date or any renewal date as the case may be. 31. TAXES AND UTILITIES. Organizer shall be responsible for and shall pay all the special assessments, taxes on equipment, furnishings, fixtures, and property placed on the Premises, if any, and shall pay promptly any and all utilities used by it on the Premises for the duration of the Term of this Agreement. Organizer shall be permitted to connect to the fire hydrant adjacent to the Premises that is located on Myrtle Street. Organizer shall be permitted to connect to the power boxes located adjacent to the Premises. All 10 such connections and use shall comply with all federal, state, and local laws, regulations, and ordinance. 32. DEFAULT AND TERMINATION. Any one of the following events shall constitute an Event of Default: a. Organizer shall fail to pay any amount due as herein provided, and such default shall continue for a period of fifteen (15) days after the due date therefore; b. Organizer shall violate or fail to perform any of the other conditions, covenants or agreements herein made by Organizer and such default shall continue for fifteen (15) days after notice from City; provided, however, that if the nature of such default is such that Organizer can cure the default, but not within fifteen (15) days, then the Event of Default shall be suspended for a period not in excess of thirty (30) additional days so long as Organizer commences cure within fifteen (15) days and thereafter diligently and continuously prosecutes the curing of the default, and so long as continuation of the default does not create material risk to the Premises or to persons using the Premises; c. Upon any such Event of Default, City shall provide written notice to Organizer detailing the Event of Default. If Organizer fails to cure the Event of Default within the provided time, this Agreement shall automatically terminate. Under no circumstances shall any fees or charges, including prepaid fees, be refunded to Organizer. d. This Agreement may be terminated by the City upon breach of any of the terms and conditions of this Agreement by Stillwater Area Hockey Association and the failure to rectify or correct any such breach within thirty (30) days of the transmission of written notice of the breach, or by mutual consent of the parties. 33. WAIVER. The failure of the City at any time to require performance of Organizer of any of the provisions hereof shall in no way affect the right of City thereafter to enforce the same, nor shall the waiver by City of any breach of any of the provisions hereof be taken or held to be a waiver of the provision itself. 34. APPLICATION FOR SPECIAL EVENT. The Application for the Event as submitted by the Organizer is considered part of this Contract and any representations of the Organizer or conditions included in the application are hereby included as part of this Agreement. 35. NOTICE. All notices required herein shall be in writing and delivered personally, or by certified mail return receipt to the address as shown below and, if mailed, are effective as of the date of mailing: Organizer: Stillwater Area Hockey Association 10930 39th Street N. Lake Elmo, MN 55042 11 City of Stillwater: City Administrator 216 4th Street N. Stillwater, MN 55082 36. AUDIT DISCLOSURE AND DATA PRACTICES. Any reports, information, data, etc., given to, or prepared or assembled by Organizer under this Agreement which the City requests to be kept confidential, shall not be made available to any individual or organization without the City's prior written approval. The books, records, documents and accounting procedures and practices of Organizer or other parties relevant to this Agreement are subject to examination by the City and either the Legislative Auditor or the State Auditor for a period of six (6) years after the effective date of this Agreement. This Agreement is subject to the Minnesota Government Data Practice Act, Minnesota Statutes Chapter 13 (Data Practices Act). All government data, as defined in the Data Practices Act Section 13.02, Subd. 7, which is created, collected, received, stored, used, maintained, or disseminated by Organizer in performing any of the functions of the City during performance of this Agreement is subject to the requirements of the Data Practice Act and Organizer shall comply with those requirements as if it were a government entity. All subcontracts entered into by Organizer in relation to this Agreement shall contain similar Data Practices Act compliance language All data and information provided by Organizer under the terms of this Agreement will be kept confidential, if that classification of the data would be permitted under the MN Data Practices Act. 37. NON-DISCRIMINATION. During the performance of this Agreement, Organizer shall not discriminate against any employee or applicant for employment because of race, color, creed, religion, national origin, sex, marital status, status with regard to public assistance, disability, sexual orientation or age. Organizer shall post in places available to employees and applicants for employment, notices setting forth the provision of this non- discrimination clause and stating that all qualified applicants will receive consideration for employment. Organizer shall incorporate the foregoing requirements of this paragraph in all of its subcontracts for program work, and will require all of its subcontractors for such work to incorporate such requirements in all subcontracts for program work. Organizer further agrees to comply with all aspects of the Minnesota Human Rights Act, Minnesota Statutes §363.01, et. seq., Title VI of the Civil Rights Act of 1964, and the Americans with Disabilities Act of 1990. 38. BREACH OF AGREEMENT. In the event of a breach of this Agreement by the City, Organizer shall not be entitled to recover punitive, special or consequential damages or damages for loss of business. 39. ENFORCEMENT. Organizer shall reimburse the City for all costs and expenses, including without limitation, attorneys' fees paid or incurred by the City in connection with the enforcement by the City during the Term of this Agreement, or thereafter of any of the rights or remedies of the City under this Agreement. 40. AGREEMENT. This Agreement embodies the entire understanding of the parties with respect to the subject matter hereof and shall not be amended or modified except in writing signed by the parties. No representations, warranties, undertakings, or promises, whether oral, implied, written, or otherwise, have been made by either party hereto to the other unless expressly stated in this Agreement or unless mutually agreed to in writing between the parties hereto after the date hereof, and neither party has relied on any verbal representations, agreements, or understandings not expressly set forth 12 herein. This is a Minnesota contract and shall be construed according to the laws of Minnesota. It is agreed that this Agreement is not intended nor should it be construed in any manner as creating or establishing the relationship of partners or joint ventures between the parties hereto, or creating a joint enterprise, or as constituting Organizer as an agent, representative, employee, or independent contractor of the City for any purpose. Organizer and its employees shall not be considered employees of the City and any and all claims that may or might arise under the Workers' Compensation Act of the State of Minnesota on behalf of Organizer's employees or agents and arising out of employment shall in no way be the responsibility of the City. Organizer's employees shall not be entitled to any compensation or rights or benefits of any kind whatsoever from the City including without limitation, tenure rights, medical and hospital care, sick and vacation leave, Workers' Compensation, Unemployment Insurance, disability or severance pay and PERA. 41. GENERAL PROVISIONS. The rights of _Organizer to occupy, use, and maintain the Premises shall continue only so long as all of the undertakings, provisions, covenants, and conditions herein contained are on its part complied with strictly and promptly. a. Organizer agrees to operate the EVENT and all activities conducted at the Premises in strict compliance with the laws, rules and regulations of the United States, State of Minnesota, Washington County, and the City of Stillwater. Organizer agrees to procure, at its expense, all licenses and permits necessary for carrying out the provisions of this Agreement. b. Upon termination of occupancy, Organizer agrees to surrender possession of said premises to the City in as good condition and state of repair as said premises were in at the time Organizer took possession, normal wear and tear excepted. c. Except as provided for in this Agreement, Organizer shall not assign or transfer any of its rights or interests under this Agreement in any way whatsoever this Agreement is to be construed and understood solely as an Agreement between the parties hereto and shall not be deemed to create any rights in any other person. No person shall have the right to make claim that she or he is a third party beneficiary of this Agreement or of any of its terms and conditions. d. Any amendment to this Agreement shall be in writing, approved with the same legal formalities as required by the original Agreement, and shall be executed by the same parties who executed the original Agreement or their successors in office. This Agreement may be executed in separate counterparts with the same effect as if all signatures were on the same Agreement. e. For purposes of this Agreement a telecopy or facsimile document and signature shall be deemed as, and shall serve as, an original Agreement and signature. 13 f. This Agreement, along with the attached exhibits, embodies the entire understanding of the parties and there are no further or other agreements, permits, or understandings, written or oral, in effect between the parties relating to the subject matter hereof. This understanding shall also extend to any uncommunicated expectations Organizer may have of the City and not specifically mentioned in this Agreement. Any Organizer expectations of the City for the provision of any City materials, supplies, or services which are over and above those specifically mentioned in this Agreement will not be honored by the City except by written authorization from the City. [Remainder of this page intentionally left blank.] 14 IN WITNESS WHEREOF, the parties have signed this Agreement as of the day and year aforesaid. Stillwater Area Hockey Association By Its STATE OF ) ) ss. COUNTY OF ) The foregoing instrument was acknowledged before me this day of , 2016, by and , the and , respectively of , a limited liability company, registered in the State of Minnesota, on behalf of the company. Notary Public CITY OF STILLWATER Ted Kozlowski, Mayor Diane F. Ward, City Clerk STATE OF MINNESOTA ) )ss. COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this day of , 2016, by Ted Kozlowski and Diane F. Ward, respectively as the Mayor and City Clerk, of the City of Stillwater, a Minnesota municipal corporation, on behalf of said corporation. Notary Public 15 CITY OF STILLWATER 2017 Truth -in -Taxation Budget Meeting December 6, 2016 J. Thomas McCarty City Administrator 2017 Budget ► The City of Stillwater provides a wide range of services including: Police & Fire Protection ► Building Inspections/Permits, Planning Street Maintenance, Engineering Administration, Elections, Human Resources Finance ► St Croix Valley Recreation Center and Lily Lake Ice Arena ► Library Parks, Community Beautification ► Sanitary Sewer & Storm Sewer Signs & Lighting Parking Infrastructure, Capital Improvements 2017 Proposed Operating Revenues* Revenue Type Amount Property Taxes $8,981,823 Franchise Fees $459,000 Licenses/Permits $554,010 Intergovernmental $1,288,838 Charges for Services $2,445,830 Fines & Forfeits $115,100 Miscellaneous $328,310 Total Operating Revenues $14,172,911 Fines & Forfeits 1% Charges for Services 17% Intergovernmental 9% Miscellaneous 2% Licenses/Permits 4% Franchise Fees 3% * Includes General Fund and budgeted Special Revenue Funds. Excludes Bond Proceeds. Property Taxes 64% 2017 Proposed Operating Expenditures* Expenditure Type Amount General Government $3,777,054 Public Safety $5,251,805 Public Works $1,474,761 Culture & Recreation $3,589,585 Total Operating Expenditures $14,093,205 Public Safety: Police, Fire Building Inspections Civil Defense Culture & Recreation: Special Events Library, Parks Community Beautification General Government: Mayor & City Council Elections, MIS Finance Administration, HR City Attorney Plant/City Hall Community Development Unallocated Culture & Recreation 26% Public Works 10% Public Works: Engineering Streets General Government 27% Public Safety 37% * Includes General Fund and budgeted Special Revenue Funds. Excludes Capital Outlay and Debt Service contribution. 1 1 Property Tax Levy Proposed 2017 vs Adopted (Actual) 2016 with trend data CITY-WIDE LEVY 2016 Adopted 2017 Proposed $ Increase Increase General Operating Tax Levy $8,365,422 $8,857,823 $492,401 5.886% Debt Service Tax Levy $3,665,145 $3,674,616 $9,471 .258% $12,030,567 $12,532,439 $690,914 4.172% $14,000,000 $12,000,000 $10,000,000 $8,000,000 $6,000,000 $4,000,000 $2,000,000 $0 2008 2009 2010 2011 2012 General Operating Tax Levy 111 2013 2014 2015 2016 2017 Debt Service Tax Levy Significant 2017 Budget Impacts .9 % (average) increase in market value from 2016 to 2017 for residential properties 3.2% increase in total (City) taxable value 12% increase in Health Insurance 2.75% contractual increase in wages Compensation/Classification implementation (partial) ► Additional 2 FTEs (HR Manager & Zoning Administrator)* ► Additional FTE (Police Officer) ► Capital Outlay Bond Issuance ► 2017 Capital Purchases - $1,717,150 ► 2017 Street Project- $600,000 ► Paver Renovation (Library) - $100,000 ► Public Works Security Improvements - $68,000 ► Phase II - Police Department/City Hall Remodel Project* - $1,250,000 * Part of the Strategic Plan adopted November 17, 2015 City Property Tax Rates Last 9 Years and Estimated 2017* 70% 60% 50% 40% 30% 20% 10% 0% K 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017* 1 Year Rate 2008 48.127% 2009 47.930% 2010 49.432% 2011 52.539% 2012 54.674% 2013 61.503% 2014 58.216% 2015 54.916% 2016 56.996% 2017* 56.066% LGA and Property Tax Levy* Trend $10,000,000 $9,000,000 $8,000,000 $7,000,000 $6,000,000 $5,000,000 $4,000,000 $3,000,000 $2,000,000 $1,000,000 $0 1 1998 1999 2000 2001 2002 2003 2004 2005 2006 2007 2008 2009 2010 2011 2012 2013 2014 2015 2016 2017 LGA Levy *The Levy presented in this slide does NOT include the Debt Service Levy Property Tax Rate Proposed 2017 Formula: Total City Property Tax Levy : City's Taxable Tax Capacity = City Tax Rate Actual Payable 2016 Proposed Payable 2017 Property Tax Levy $12,030,567 Fiscal Disparity Portion of Levy - $1,118,491 City's Portion of Levy $10,912,076 City's Taxable Tax Capacity City Tax Rate - 19,145,250 56.996% $12,549,939 $1,307,951 $11,224,488 20,020,252 56.066% % Change 4.172%] 16.939% 2.863% 4.570% -1.623% Note: The Fiscal Disparity Portion of the Levy and the City's Taxable Tax Capacity are values provided by Washington County and are only estimates at this time. Tax Impact Proposed 2017 Note: Valuation numbers and fiscal disparity numbers are provided by Washington County ad are ONLY estimates at this time. Actual Payable 2016 Taxable Market Value Tax Capacity Actual City Tax Rat City Property Tax 99,100 Pro • osed Pa able 2017 rTaxable Tax Proposed City Market Value Capacity City Tax Rate Property Tax 708 56.996% $403.53 100,000 718 56.066% $402.55 II148,700 1,248 56.996% $711.31 234,200* 2,180 56.996% $1,242.51 1 247,800 2,329 56.996% $1,327.44 396,400 3,948 56.996% $2,250.20 150,000 1,263 56.066% $708.11 236,300* 2,203 56.066% $1,235.13 250,000 2,353 56.066% $1,319.23 400,000 3,988 56.066% $2,235.91 From 2016 to 2017 $ Change A - $0.98 - $3.20 - $7.38 - $8.21 -$14.29 Assumptions ► 0.9% increase in Market Value in Residential Properties from 2016 to 2017 ► Information is based on Residential Homestead Properties ► Market Values are converted to Tax Capacity Values using Class Rates determined by the MN Legislature. *Median value home in Stillwater. Where Does Your Property Tax Dollar Go? How the City spends each dollar it receives from the tax levy T1lI Ait€ I LEGAL FOR ALL Ip CFT9. 1,DDLIC 'ENDER 4D 1,1#11/ ATE 030140506H 11 K 03040E 06 H ,' s11 IN( iT1' . P1.1 `. AML Public Safety 32C General Government 23C Debt Service 22C Culture & Recreation 14C Public Works 9C Public Safety: Police, Fire Building Inspections Civil Defense General Government: Mayor & City Council Elections, MIS Finance Administration, HR City Attorney Plant/City Hall Community Development Unallocated Culture & Recreation: Special Events Library, Parks Community Beautification Public Works: Engineering, Streets City of Stillwater Estimated Property Tax Allocation -All Taxing Jurisdictions County, 25.327o Other Stillwater Taxing School District, Districts, 18.58 0 3.9 6% City of Stillwater, Washington Other Taxing Districts include: Met CounciV ➢ Met Council Transit ➢ Metro Mosquito Control ➢ Browns Creek Watershed ➢ Washington County HRA ADOPTING THE FINAL BUDGET AND THE COMMITMENT OF CERTAIN REVENUE SOURCES FOR THE FISCAL YEAR 2017 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the final budget appropriations for the fiscal year 2017 are for the following funds as follows: Fund Fund Name Amount 100 General Fund $ 11,428,052 200 Special Events Fund 58,978 202 St Croix Valley Recreation Center Fund 1,722,600 230 Library Fund 1,363,625 240 Parks Fund 1,248,878 251 Community Beautification Fund 15,000 255 Washington County Recycling Fund 34,618 $ 15,871,751 BE IT FURTHER RESEOLVED, the following general property tax revenues for the fiscal year 2017 are committed to the following funds: Fund Fund Name Amount 100 General Fund $ 6,769,842 200 Special Events Fund 48,978 230 Library Fund 1,171,625 240 Parks Fund 852,378 251 Community Beautification Fund 15,000 $ 8,857,823 BE IT FURTHER RESOLVED, revenues in the form of user fees generated for the fiscal year 2017 by the St Croix Recreation Center are hereby committed to the St Croix Valley Recreation Center Fund for general operations and a portion of debt service. Adopted by the Council this 6th day of December 2016. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk ADOPTING THE FINAL TAX LEVY FOR THE YEAR 2017 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the sum of $12,532,439 is hereby levied against all of the taxable property of the City of Stillwater, Washington County, Minnesota, for City purposes for the payable year 2017. FURTHER BE IT RESOLVED, that the sum of $41,900 is hearby levied against all taxable properties within the WMO (Waste Management Organization) parcel -specific taxing district of the City of Stillwater, Washington County, Minnesota, for City purposes for the payable year 2017. The Levy consists of the following: CITY WIDE LEVY: General Revenue Tax Levy Debt Service Tax Levy: Fund Required Levy 312 G.O. Capital Outlay 314 G.O. Capital Outlay 315 G.O. Capital Outlay 319 G.O. Capital Outlay 324 G.O. Capital Outlay 326 G.O. Capital Outlay 329 G.O. Capital Outlay 385 G.O. Sports Center 389 G.O. Sports Facility Subtotal 2012A 2014A 2005B 2009B 2014 (Armory) 2016A 2009D 2005C Revenue 2009C Amount $ 8,857,823 566,845 717,403 280,966 106,234 85,000 816,113 345,778 250,436 55,841 $ 3,224,616 New Debt 327 G.O. Capital Outlay 2017 450,000 Total Debt Service Tax Levy $ 3,674,616 TOTAL CITY WIDE TAX LEVY PARCEL -SPECIFIC LEVY WMO Levy Adopted by the Council this 6th day of December, 2016. ATTEST. Diane F. Ward, City Clerk $ 12,532,439 $41,900 Ted Kozlowski, Mayor till\Vater THE BITHPLACE Of MINNESOTA CITY COUNCIL MEETING DATE: December 6, 2016 REGARDING: LodeStar Learning Corporation Use License PREPARED BY: Abbi Jo Wittman, City Planner DISCUSSION LodeStar Learning Corporation, represented by Robert Bilyk, has requested the use of the City's Downtown Walking Tour videos for educational purposes. LodeStar has developed a software tool that allows for audio tracks to be played when at a specific geo-referenced location. The software is exclusively utilized by teachers. LodeStar would like to utilize the audio track of the City's Downtown Walking Tour videos as an example of how teachers may utilize this software in their classrooms and with their students. City Attorney Magnuson has reviewed the attached license which would allow LodeStar the use of the video materials. RECOMMENDATION Staff finds the request to be reasonable and recommends the City Council move to approve the attached Resolution authorizing the Mayor to sign the Resolution and License. ATTACHMENTS Bilyk Request (2 pages) Resolution of Approval LodeStar Learning License October 14, 1016 To the Stillwater City Council: I am both the director of online learning at Metropolitan State University and the president of LodeStar Learning Corporation. Our company is developing a template that will eventually be included in the LodeStar eLearning authoring tool to assist faculty in generating self -guided walking tours for their students in their discipline. For example, natural science faculty can generate a walking tour through an area of natural interest; geology faculty can guide students through an area with interesting geological features, etc. On behalf of LodeStar Learning, I am requesting permission to use the audio -video material that is featured on the Historic Downtown Walk Tour website and that I understand to be owned by the City of Stillwater. Specifically, I seek permission to use the fifteen videos on the site either in their entirety or with the audio track alone. The purpose of the use is primarily to serve as a demonstration model for instructors so that they could envision how to use our tool to build content for their own curricula. LodeStar Learning is a small company that is dedicated to building eLearning authoring tools for instructors. Its primary product is LodeStar, which features templates that help faculty build activities for eLearning platforms such as D2L, Moodle and Blackboard. The prototype template is called ARMaker, which helps faculty build augmented reality activities such as self -guided walking tours. The secondary and optional use of the City of Stillwater content would be to build a mobile friendly website that Stillwater visitors could use to access a presentation that is matched to each site on the walking tour. The website would be location aware. If, for example, visitors approached the Commander Mill while running the web -based application on their mobile phone, the audio track matched to Tour Stop #4 would play. The emphasis is on location -aware content. We are looking for good content that can serve as a demonstration or a proof of concept. The content featured on http://www.ci.stillwater.mn.us/downtowntour is excellent. We would match the content with specific locations that will trigger the presentation of the content at the appropriate location. We will produce an audio -only version of the content to accommodate lower bandwidth as well as the video version. If the proof of concept goes well, we can discuss making this project available to the general public — but currently, the project is only intended as demonstration to faculty of what can be done. Faculty will generate their own content. No, City of Stillwater IP will be used, other than in the demo (proof of concept). The actual end product is the code that matches geolocation to content. No City of Stillwater IP will be used in the final product. The demo project will be written up in our web journal, which discusses specific instructional design patterns. We will refer to the Stillwater walking tour in that write-up. The audience of the web journal is made up of instructional designers and higher education instructors. I'd be happy to answer specific questions related to this proposal. I can be reached at: Robert.bilyk@LodeStarLearning.com Or by mail at: 16270 110th Street North Stillwater, MN Sincerely, Robert Bilyk A RESOLUTION APPROVING A USE LICENSE FOR LODESTAR LEARNING CORPORATION WHEREAS, LodeStar Learning Corporation ("LodeStar") has requested the use of the City of Stillwater's Historic Downtown Walking Tour videos ("Videos") for use in LodeStar's ARMaker App; and WHEREAS, the Videos help meet the Heritage Preservation Commission's ("HPC" )purposes to promote the preservation and continued use of historic sites and structures for the general welfare of the City's residents while protecting and enhancing the city's appeal and attraction to residents, visitors and tourists; and WHEREAS, LodeStar's use of the Videos will help further promote the purposes of the HPC. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater herby moves to approve the attached License Agreement, authorizing LodeStar Learning Corporation the use of the City of Stillwater Historic Downtown Walking Tour videos. Enacted by the City Council of the City of Stillwater, Minnesota this 6th day of December, 2016. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, Clerk License Agreement This agreement made this day of , 2016 between LodeStar Learning Corporation, 16270 110th Street North, Stillwater, MN 55082 (Licensee), and the City of Stillwater existing under the laws of the State of Minnesota, (City), collectively the (Parties). WHEREAS, the City is the owner of a collection of audio-visual walking tour videos including on the City owned website known as the "Historic Downtown Walk Tour." The City has concluded that as the owner of the Collection it enjoys the protection of the Copyright Law that protects the photographs from unauthorized use, and moral rights enjoyed by the City under the provisions of the Visual Artists Rights Act, and any laws or rules promulgated pursuant those laws. Lodestar has asked for a License to use videos from the Collection for use in an on-line app and known as ARMaker, an app that allows an audio track from the videos to be played on mobile devises when the user is located at a specific point on the tour. 1. The City hereby grants to Licensee the right to use audio, visual, and related data from the Collection for use in the app ARMaker for all uses worldwide and to assign and License to ARMaker as needed by it in the ordinary course of business. The license includes promotion rights and use of the photographic work to promote the publication or production in which they are produced. 2. The only consideration for the granting of this License is that the Licensee or any sub Licensee include in any publication, a credit that the audio, visual, and related data from the "Historic Downtown Walk Tour", are reproduced with permission of the City of Stillwater, Stillwater, Minnesota." IN WITNESS WHEREOF, the Parties have set their hands this day of December, 2016. LodeStar Learning Corporation City of Stillwater By: Robert Bilyk, Its President By: Ted Kozlowski, Its Mayor till\Vater THE BITHPLACE Of MINNESOTA CITY COUNCIL MEETING DATE: December 6, 2016 CASE NO.: 2016-47 APPLICANT: Emily Van Ort representing Maple Island Brewery REQUEST: Approval of "Outdoor Sales and Special Event Permit" at 225 Main Street North ZONING: CBD -Central Business District COMP PLAN: DMU-Downtown Mixed Use PREPARED BY: Abbi Jo Wittman, City Planner REQUEST Maple Island Brewery is proposing to utilize their parking lot for certain outdoor activities to occur January 19 through January 22, 2017. Specifically, the business would like to barricade their entire parking lot and install temporary tenting for overflow patrons during Hockey Day Minnesota as FSN will be broadcasting live from the Brewery's indoor taproom. The proposed hours of operation are: • Thursday (January 199: Tent Set Up, 10:00 a.m. to 12:00 p.m. (noon) • Friday (January 20th): Tent Open 5:00 to 10:00 p.m. ■ Saturday (January 21st): Tent Open 12:00 p.m. (noon) to 10:00 p.m. • Sunday (January 22nd): Tent Tear Down, 5:00 to 7:00 p.m. A total of ten tables and 40 chairs will be set up in the tents. A bar is proposed for serving Maple Island Brewery's beer. A site plan of the property, as well as layout of the interior of the tents is attached for Council review. The application narrative indicates no amplification is proposed though music is proposed for entertainment. The applicant has indicated there will be radios in the tents, broadcasting Maple Island Outdoor Entertainment Permit Case 2016-47, 225 Main Street North FSN, and that when games are not being played music will be played, for background noise, on the radios. The business is proposing, in addition to its own staff, private event security. APPLICABLE CITY CODE City Code Section 31-325, Allowable Uses in Non -Residential Districts, indicates that "Outside sales or special events" is permitted in the Central Business District by the city council if the event is a "one-time special event not occurring on a regular basis". City Code Section 38-3., Noise control and regulation, indicates no person shall use or operate or permit the use or operation of any radio receiving set, musical instrument, phonograph, paging system, machine or other device for the production or reproduction of sound in a distinctly and loudly audible manner as to disturb the peace, quiet and comfort of any person nearby. The applicant will be required to adhere to the provisions of the Noise Ordinance. ITEMS OF DISCUSSION City staff has reviewed the application for compliance with the following: Noise: As the event is not proposing live music nor amplification, the concern of violation of the noise ordinance is reduced. All operations, including the use of radios inside the tents, will need to maintain compliance with Section 38-3, Noise control and regulation. Off -Street Parking: As the applicant is proposing the use of the parking lot for this "one-time special event", most of the private parking lot would not be available for patron parking between 10:00 am on Thursday and 7:00 pm on Sunday. Although the Downtown Parking Commission has not reviewed this application, previous "one-time events" in private parking lots (e.g. The Freight House) have made the recommendation not to require mitigation for the temporary loss of parking spaces. Security: The applicant will be hiring a private security firm, SSI. The Police Department has reviewed the request and has identified no issues with the security plan. Fire Safety: The Fire Department has been working with the property owner to determine the required number of entrances and exits, location of heating apparatuses, as well as proper fence material. The festival will have to be operated in accordance with safe crowd management standards. Alcohol Consumption: A modification to the licensed premise will be required for this event. ALTERNATIVES The City Council has several alternatives. A. Approval. If the proposed Outside Sales and Special Event Permit is found to be acceptable to the City Council, then the Council should move to approve the attached Resolution of approval and authorize the Mayor to sign the Resolution. B. Denial. If the Council finds that the Outside Sales and Special Event Permit is not advisable, table the matter for staff to draft a Resolution of Denial for the next Council meeting. C. Table. If the Council prefers more information, table the matter until the next Council meeting. RECOMMENDATION Staff finds the requested Outside Sales and Special Event Permit to be reasonable and recommends approval with the following conditions: 1. This Outside Sales and Special Event Permit allows for temporary tenting to be installed at 225 Main Street North according to the following schedule: o Thursday (January 19th): Tent Set Up, 10:00 a.m. to 12:00 p.m. (noon) o Friday (January 209: Tent Open 5:00 to 10:00 p.m. o Saturday (January 21st): Tent Open 12:00 p.m. (noon) to 10:00 p.m. o Sunday (January 221: Tent Tear Down, 5:00 to 7:00 p.m. 2. No live music is permitted inside the tents. 3. All operations, including the use of radios inside the tents, will need to maintain compliance with Section 38-3, Noise control and regulation. 4. A site plan must be reviewed and approved by the Fire Department. 5. A modification to the liquor license must be filed in and approved by the City Clerk's office prior to the day of the event. 6. A single, 4'X20' temporary banner shall be permitted for 30 days; the banner shall be removed within one week (January 29th, 2016) from the last day of the event. ATTACHMENTS Permit Application (3) Site Plan and Tent Location (2) Tent Plan Banner Location Plan Resolution iilwater THE BIRTHPLACE OF MINNESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 09 Nov 2016 Office Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Hockey Day Minnesota 19 Jan 2017 1000 1200 Event Date/Time: Set up: Date Time to Actual Event: Date 20 Jan 2017 - 21 Jan 2017 Time 1700 to 2200 Clean up: Date 22 Jan 2017 Time 1700 to 1900 (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: (If in Lowell Park please specify north or south Lowell park) 225 Main Street North, Stillwater, MN 55082 Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) FSN is broadcasting and using our taproom as their headquarters. We would like to put up a heated tent in our parking lot to better accommodate more people. We plan on setting up Thursday (19 Jan 2017) and not opening the tents until 1700 on Friday (20 Jan 2017). We will have the tent open Friday (20 Jan 2017) from 1700-2200, Saturday (21 Jan 2017) from 1200-2200. Sunday there are no Hockey Day Minnesota events planned, so the tent will be closed. Estimated Attendance (participants and spectators): 75,000 people throughout the weekend Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Maple Island Brewing Mailing Address: 225 Main Street North City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Phone Number: (651) 295-6956 Fax: Cell Phone: Email Address: Website Address: Name of contact person during event: Emily Van Ort Cell Phone: (651) 295-6956 Alternate contact during event: Frank Fabio Cell Phone: (612) 741-9640 Refer media or citizens inquires to: Emily Van Ort Phone: (651) 295-6956 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ■ Yes © Number and size: Qty: 1 Size:4' x 20' Will there be any inflatables? No F1 Yes ■ Insurance certificate from rental vendor is required Fees for electricity may Will there be entertainment? No • Yes © What type: Music (if any) apply see Instructions Will sound amplification be used? No 4 Yes • Hours and Type: 2 Size: 20' 20' Will a stage or tent(s) be set up? No • Yes a Dimensions: Qty: x Will there be temporary fencing? No ■ Yes F3 How many Fees for electricity may Will merchandise/food items be sold? No © Yes ■ vendors expected: apply see Instructions Will food be prepared on site? No © Yes ■ Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No 0 Yes ■ Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No 13 Yes ■ See Alcohol Regulations in the Instructions Will alcohol be sold? No • Yes © See Alcohol Regulations in the Instructions Will there be a fireworks display? No 4 Yes IN Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. All power will come from Maple Island Brewing's building. Describe level of advertisement (ie, radio, flyers, ads, tv, press release). Attach sample if available Social media, community calendars, announcements to all media. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No 0 Yes ■ Start/End Time: Date: City Sidewalks or Trails No © Yes IN Start/End Time: Date: Public Parking Lots or Spaces No F:1 Yes ■ Start/End Time: Date: Fees may apply Will event need barricade(s)? No ■ Yes 0 Number needed: Renting from Warning Lites see Instructions Fees may apply Will extra picnic tables be needed? No 0 Yes ■ Number needed: see Instructions Fees may apply Will portable restrooms be needed? No 0 Yes MINumber needed: see Instructions Fees may apply Will extra trash receptacles be needed? No 0 Yes MINumber needed: see Instructions Describe trash removal and cleanup plan during and after event: Maroney's would drop off (6 - 10) extra regular sized trash containers to be placed inside the tent. Will event need traffic control? No © Yes IN Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Specific Maple Island Brewing staff will be on security patrole during operating hours. Fees may apply see Instructions Will "No Parking Signs" be needed? No 0 Yes ■ Number needed: Show location(s)onsite map Will event need security? No • Yes M If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Private security company Security Specialists Inc will be providing security during tent operating hours. Contact is Mark Ehlenz: (651) 248-4013. Will event need EMS services? No 14 Yes • Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: First Aid and EMS will be on-site for Hockey Day Minnesota already. Describe the emergency action plan if severe weather should arise: Maple Island Brewing's taproom and FFC offices can accommodate. List any other pertinent information: Scaled site map for parking lot and tent are enclosed. The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, 1 certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. 09 November 2016 Signature of Applicant or Authorized Agent Date ROOF HOCKEY DAY MINNESOTA BANNER READS: HOCKEY DAY MINNESOTA HEADQUARTERS (back of taproom) SIZE: 4' X 20' window window window MAPLE ISLAND BREWING (sign already present) door garage door (leads to patio seating) Beer serving table. Kegs, beer, cups and staff will be behind this table pouring. 1 1 1 4 0 1 20 feet 1 Heaters (2) located outside of tent pushing air in and will be powered from extension cord 1connected to brewery Water Street There will be one EXIT / ENTRANCE large trash bin **Security** • delivered from Maroney's. Four to six smaller regular sized trash bins will be inside the tent. We will have 10 tables and 40 chairs inside the tent d Loading EXIT / ENTRANCE **Security** 1 Main Street EXIT / ENTRANCE 1 ** Barricades will be placed on all sides (except tap- room side). E*Note heaters will be ocated outside the to t Zdd2LLS X2I2I WTflJAI WATER STREET Parking lot 80 feet TENT 20 Feet Ix Dap Jan.. EN-rix i1.:W„• Mir Irk! EMT 'r'.~~L LIFT 1 :14\111 .1 MAIN STREET Parking lot 80 feet JNOOddVI Distance 84 4 Feet From: Emily Van Ort To: Abbi Wittman Cc: frankfabio(&hotmail.com Subject: Re: Maple Island/Hockey Day MN Date: Tuesday, November 15, 2016 2:32:56 PM Abbi, I apologize for using my personal email, but I'm in the middle of nowhere California and for some reason my emails won't send from my Maple Island address on my phone. We have provided barricades and fencing as an option for security. Frank said we could put both up or one based on whatever you want. We would only have entrances/breaks in the barricades/fencing where we place our entrances into the tents(which is also where security is placed). In general the entire parking lot (minus entrances) will be fenced off so we can better control guests. As far as music goes, we would not be amplifying sound. We would have radios with the game being broadcasted, so people can listen and stay warm while the game is going on. In between games, we would have music from Pandora playing as background noise. I'll try and send you that image back, but it might be later tonight when I'm by a computer. Let me know if you need anything else! Emily Van Ort Sent from my iPhone On Nov 15, 2016, at 9:41 AM, Abbi Wittman <awittmanc�i.stillwater.mn.us> wrote: Emily: I also need greater detail about the 'music' you intend to have in the tent. You indicate you will not have amplification. Does this mean that music will be solely acoustic? If not, please advise on what type(s) of music you anticipate having, the time(s) they will be performing/playing, etc. Additionally, you indicate you will be using temporary fencing. Where will this be located? You indicate you will be using barricades. Does this mean the entire parking lot will be blocked off and no access to your private lot will be given? I think this is the information I need to be able to continue to review the application. Thanks, Abbi <image002.jpg>Abbi Jo Wittman P: 651-430-8822 F: 651-430-8810 www. ci. stillwater. mm us From: events@mapleislandbrewing.com [mailto:events@mapleislandbrewing.com] Sent: Tuesday, November 08, 2016 7:48 PM To: Abbi Wittman <awittman@ci.stillwater.mn.us> Cc: frankfabio@hotmail.com Subject: RE: Maple Island/Hockey Day MN Abbi, I haven't heard back from the fire chief...in the mean time, myself and Frank did revise the event permit, as I heard back on the size of the banner, have confirmed a private security company based off Captain Meredith's recommendation and have fine-tuned a few more things. I have the event permit application, banner site map, parking lot site map and tent site map attached. Please let me know if you need anything else. Sincerely, Emily Van Ort Marketing & Event Planning Maple Island Brewing (651) 295-6956 Original Message From: "Abbi Wittman"<awittmanOci.stillwater.mn.us> To: "events(@maDleislandbrewing.com" <events(cr�mapleislandbrewing.com> Cc: "frankfabio@hotmail.com" <frankfabio@hotmail.com> Sent: Fri, 4 Nov 2016 13:25:36 +0000 Subject: RE: Maple Island/Hockey Day MN Hello Emily. Thanks for the updated plan but it still does not show all the information that is needed for the event permit processing. As my email did indicate, you will need to provide information as to the site plan for the whole property which would include the tents (and what is inside them), the rest of the parking lot area and how the tent/building will relate to one another. I know Tom has tried to reach you and, possibly, you may want to wait to submit a new plan until you have discussed with him the requirements of the Fire Department. We will additionally need to know what you are working out with PD and all proposed signage as that is a part of the application requirement. The best way to reach Diane is via email or phone. Please note that she is in charge of elections for Stillwater and is likely quite busy until the middle of next week. In regards to the serving of alcohol in a tent on public land, there is an event permit specific to that tent/use/event. The serving of alcohol in that tent would be a part of that event permit. I am not sure how your license will allow you to serve off -premise but, at the very least, the event permit pertaining to the concessions tent will need to have notation that serving alcoholic beverages is permitted. Thanks, Abbi Abbi Jo Wittman P: 651-430-8822 F: 651-430-8810 www.ci.stillwater.mn.us From: events@mapleislandbrewing.com [mailto:eventsPmapleislandbrewing.com] Sent: Wednesday, November 02, 2016 2:30 PM To: Abbi Wittman <awittman( ci.stillwater.mn.us> Cc: frankfabio@hotmail.com Subject: RE: Maple Island/Hockey Day MN Abbi, I have the scaled map attached. I am working with Stillwater PD on security options. Let me know if you need clarification or better explanation on the map. Thank you for your help - I really appreciate it! On a completely different note...As far as the license goes for serving beer in Tony Novalany's concessions tent in the parking lot across Water Street from us on Friday, Jan. 20...1 have yet to hear back from Diane Ward. Not sure if there is a better way to reach her? Thanks again. Sincerely, Emily Van Ort Marketing & Event Planning Maple Island Brewing (651) 295-6956 Original Message From: "Abbi Wittman" <awittman@ci.stillwater.mn.us> To: "events@mapleislandbrewing.com" <events@mapleislandbrewing.com> Cc: Sent: Mon, 17 Oct 2016 21:56:27 +0000 Subject: RE: Maple Island/Hockey Day MN Emily: Based on the information you sent over, and review by our staff, we will need to ask you to submit a scaled site plan for the tents, the rest of the parking lot area, how the tent/building will relate to one another, as well as everything that is proposed to be located in the tents. What we are going to need to see is exactly where exits/entrances will be, what he heating source will be (as well as specifications of this heat), tables, chairs, specific location of trash and total number/size of containers, as well as any other specific information (i.e. vendors, food/beer, etc.). I strongly suggest you contact Tom Ballis, Deputy Fire Chief, at 651-351-4951 as he can help guide you better on requirements needed. Additionally, your application indicates you will be utilizing Stillwater Police Department for private security. Have you contacted Captain Nate Meredith at 651-351-4924) to discuss your needs and whether or not they have the ability to assist you during your event? As we have multiple public events held that weekend, you may want to look into private security; SSI has worked for event/parties on private lands in the past. In regards to banners, on the second page of the application you indicate there will not be any signs/banners. If you have changed this, you will need to submit a scaled site plan of where the proposed banner will be located, the size of the banner and content of the information. It, too, will be reviewed as part of the overall event plan. In regards to liquor licensing, you will want to talk with Diane Ward, City Clerk. She would be able to assist you with not only the needs of Maple Island but also other vendors approved by the City of Stillwater. Thank you, Abbi Abbi Jo Wittman P: 651-430-8822 F: 651-430-8810 www.ci.stillwater.mn.us From: events Pmaoleislandbrewing.com [mailto:events@mapleislandbrewing.com] Sent: Monday, October 17, 2016 3:49 PM To: Abbi Wittman <awittman@ci.stillwater.mn.us> Subject: Re: Maple Island/Hockey Day MN Hello Abbi, Do you know the status of our event permit below? Also do you know who I would talk to about approving a banner we are hanging on the outside of our building during Hockey Day MN? And...one more question, do you know who/what form I would use to get an off -premise serving license? Tony Novalany is having Maple Island Brewing also serve beer in his concessions tent, and we just want to make sure we are current with what we need. Any questions, please call me at the number below. Otherwise, email works just fine. Thank you for your help! Sincerely, Emily Van Ort Marketing & Event Planning Maple Island Brewing (651) 295-6956 Original Message From: "Abbi Wittman" <awittman@ci.stillwater.mn.us> To: "events@mapleislandbrewing.com" <events@mapleislandbrewing.com> Cc: "frank fabio" <frankfabio@hotmail.com>, "bturnblad (bturnblad@cpinternet.com)" <bturnblad@cpinternet.com> Sent: Thu, 29 Sep 2016 15:13:16 +0000 Subject: Maple Island/Hockey Day MN Greetings. The City has received your application to host an event on your private parking lot January 19th through the 23rd. As commercial events held on private lands require use permit review and approval, the Community Development Department will be processing your request. I will be the point of contact at this time. Requests of this nature, if not proposed to be reoccurring, may be approved by the City Council. Given this, your application has been distributed to all City of Stillwater Departments who may have questions, comments and/or concerns. I have asked to have comments returned to me within the next two weeks. Once I have this information, I may want to schedule a meeting with you to discuss. I will be in touch with you as I hear from city staff. Please do not hesitate to contact me if you have any questions. Thanks, Abbi Abbi Jo Wittman, City Planner 216 4th Street North, Stillwater, MN 55082 P: 651-430-8822 I F: 651-430-8810 www.ci.stillwater.mn.us ** Barricades will be placed on all sides (except tap- room side). E*Note heaters will be ocated outside the to t Zdd2LLS X2I2I WTflJAI WATER STREET Parking lot 80 feet TENT 20 Feet Ix Dap Jan.. EN-rix i1.:W„• Mir Irk! EMT 'r'.~~L LIFT 1 :14\111 .1 MAIN STREET Parking lot 80 feet JNOOddVI Distance E4 4 Feet 22S. MAIN ST Beer serving table. Kegs, beer, cups and staff will be behind this table pouring. 1 1 1 4 0 1 20 feet 1 Heaters (2) located outside of tent pushing air in and will be powered from extension cord 1connected to brewery Water Street There will be one EXIT / ENTRANCE large trash bin **Security** • delivered from Maroney's. Four to six smaller regular sized trash bins will be inside the tent. We will have 10 tables and 40 chairs inside the tent d Loading EXIT / ENTRANCE **Security** 1 Main Street EXIT / ENTRANCE 1 ROOF HOCKEY DAY MINNESOTA BANNER READS: HOCKEY DAY MINNESOTA HEADQUARTERS (back of taproom) SIZE: 4' X 20' window window window MAPLE ISLAND BREWING (sign already present) door garage door (leads to patio seating) A RESOLUTION APPROVING AN OUTSIDE SALES & EVENT PERMIT FOR MAPLE ISLAND BREWERY LOCATED AT 225 MAIN STREET NORTH CASE NO. 2016-47 WHEREAS, Maple Island Brewery made application for approval of an Outside Sales & Event Permit Application to allow for temporary outdoor tenting, to be utilized as a "one-time" part of business operations, on property located at 225 Main Street North; and WHEREAS, City Code Section 31-325, Allowable Uses in Non -Residential Districts, indicates that "Outside Sales or Special Events" are permitted in the Central Business District by the City Council if the event is a "one-time special event not occurring on a regular basis"; and WHEREAS, on December 6, 2016 the City Council reviewed the Maple Island Event Permit Application for the FSN Live Broadcast of Hockey Day Minnesota; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater herby finds that one-time Outside Sales and Special Event Permit shall be approved with the following conditions: 1. This Outside Sales and Special Event Permit allows for temporary tenting to be installed at 225 Main Street North according to the following schedule: o Thursday (January 19th): Tent Set Up, 10:00 a.m. to 12:00 p.m. (noon) o Friday (January 20th): Tent Open 5:00 to 10:00 p.m. o Saturday (January 21St): Tent Open 12:00 p.m. (noon) to 10:00 p.m. o Sunday (January 22nd): Tent Tear Down, 5:00 to 7:00 p.m. 2. No live music is permitted inside the tents. 3. All operations, including the use of radios inside the tents, will need to maintain compliance with Section 38-3, Noise control and regulation. 4. A site plan must be reviewed and approved by the Fire Department. 5. A modification to the liquor license must be filed in and approved by the City Clerk's office prior to the day of the event. 6. A single, 4'X20' temporary banner shall be permitted for 30 days; the banner shall be removed within one week (January 29th, 2016) from the last day of the event. Enacted by the City Council of the City of Stillwater, Minnesota this 6th day of December, 2016. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, Clerk Washington "-� County 741 ***PLEASE NOTE CHANGE IN TIME*** BOARD AGENDA DECEMBER 6, 2016 - 3:30 P.M. Board of Commissioners Fran Miron, Chair, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, District 5 1. 2:45 Personnel Committee Meeting 2. 3:30 Oath of Office — Administered to the Elected County Official: Stan Karwoski, Commissioner District 2 3. 3:40 Roll Call Pledge of Allegiance 4. 3:40 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibiliityor function of Washington CountyGovermnent, whether or not the issue is listed on this agenda. Persons who wish to address the Board must frll out a comment card before the meeting begins and give it to the County Board secretary or the CountyAdminislrator. The County Board Chair willaskyou [0 conie [0 thepod/nrn, stateyour name and ci ty of residence, and present your comments. Your comments must be addressed exchisively to the Board Chair and thefidl Board ofCommissioners 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 individual's presentationif it becomes redundant, repetitive, overly argumentative, or ifit is not relevant to an issue that is part of Washington County's Responsibilities. 5. 3:45 Consent Calendar — Roll Call Vote 6. 3:45 Community Services — Sarah Tripple, Planning and Program Manager Approval of the Transit Needs Study Consultant Contract with Nelson Nygaard for $158,986 7. 3:50 General Administration — Molly O'Rourke, County Administrator 8. 3:55 Commissioner Reports — Comments — Questions This period of time shall beused by the Commissioners to report to thefidl Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a fi,tur•e board meeting. 9. Board Correspondence 10. 4:10 Adjourn 11. 4:10 Reception for Newly Elected Official 12. 4:40-5:10 Board Workshop with Administration — Colin Kelly, Senior Planner Discuss Development of the Washington County's 2040 Comprehensive Plan 13. 5:15-5:45 Board Workshop with Administration — Molly O'Rourke, County Administrator Review Commissioner Committee Assignments for 2017 5:45-6:00 Break 6:00 Public Budget Meeting on Proposed 2017 Washington County Budget Assistive listening devices are available for use in the County Board Room !l tri, mutt! e,'eal,.nrn ,l,,.. !n ,tnNeauu ..r ',manna, imam, nlnnrn ru,u iA' r 1 tin Poon EQUAL EMPLOYMENT OPPORTUNITY ! AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * DECEMBER 6, 2016 The following items are presented for Board approvaladoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of November 15, 2016 County Board Meeting Minutes. Community Services Public Health and Environment Public Works B. Approval of resolution to accept and continue implementation of the state's aquatic invasive species prevention aid program. C. Approval of the contract with Rise, Inc. to provide Supported Employment Services to individuals residing in Washington County that have a serious mental illness or serious and persistent mental illness are receiving Rule 79 Adult Mental Health or Behavioral Health Case Management Services. D. Approval of amendment to agreement with the American Lung Association for the purpose of carrying out the Statewide Health Improvement Program (SHIP) grant tobacco free living requirement through October 31, 2017 in the amount of $27,880. E. Approval of amendment to agreement with Tehout Selameab of Arcadia Research and Evaluation L.L.C. for the purpose of carrying out the SHIP grant evaluation requirement through October 31, 2017 in the amount of $57,800. F. Approval of agreement with the Washington Conservation District for services related to the Wetland Conservation Act. G. Approval of agreement with the Washington Conservation District to fund general operations and services to county departments and county residents. H. Approval of amendment to the Minnesota Department of the health grant agreement for Public Health Emergency Preparedness and Cities Readiness Initiative in the amount of $14,130. I. Approval of resolution to acquire right of way for the County State Aid Highway (CSAH) 13 Pavement Management and Safety Improvement Project located in the cities of Oakdale and Lake Elmo. J. Approval of resolution to acquire right of way for the CSAH 24 and CSAH 14 Intersection and Railroad Crossing Improvement Project in Baytown Township. K. Approval of cooperative agreement with the City of Stillwater for maintenance of CSAH 12 from CSAH 15 to CSAH 5, and for signal maintenance at the intersection of CSAH 12 and Maryknoll Drive. Sheriff's Office L. Approval to accept the 2016 Federal Boating Supplemental Equipment Grant through the Minnesota Department of Natural Resources in the amount of $21,750. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in Ibo County Board Room If .nn. need anUrinru-a rh.a fn_Ai[Mla/v nr Inm..nna Retrial alas . call /A (JJ A1/L6AQA EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Washington =="County BOARD AGENDA NOVEMBER 22, 2016 - 9:00 A.M. Board of Commissioners Fran Miron, Chair, District 1 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibililyorfunction of Washington CountyGovernment, whether• or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board secretary or the CountyAdminislrator. The County Board Chair will ask you to come to the podium, state your name and city ofresidence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the fill I Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individuals presentation if it becomes redundant, repetitive, overly argumentative, or ifitis not relevant to an issue that is part of Washington County's Responsibilities. 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 Public Works — Wayne Sandberg, County Engineer and Frank Ticknor, Design Engineer A. Resolution — Recognition of Adopt a Highway Volunteer Groups B. Approve Contract with HDR Engineering, Inc. for $246,137 for Engineering and Project Coordination for the County State Aid Highway (CSAH) 24 Pavement Management and Safety Improvement Project 5. 9:40 General Administration — Molly O'Rourke, County Administrator 6. 9:50 Commissioner Reports — Comments — Questions This period of time shall beused by the Commissioners to report to thefill Board on committee activities, make comments on matters of interest and inJbrnlation, or raise quesrions 10 the staJj' This action is not intended to result in substantive board action during this time. Any action necessalybecause of discussion will be scheduled for a future board meeting. 7. Board Correspondence 8. 10:05 Adjourn 9. 10:10-10:40 Board Workshop with Community Services — Sarah Tripple, Planning and Program Manager Update on Consultant Process for the Transit Needs Study 10. 10:45-11:15 Board Workshop with Property Records and Taxpayer Services — Jody Moran, Division Manager Discuss Proposed 2017 Property Taxes Assistive listening devices are available for use in the County Board Room 11 Wne, 'matin tovittnrken ,Iran in Ara,iFA, nr lark:vo , hnroAr mance rah! Msfl Iin AAAO EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * NOVEMBER 22, 2016 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Community Services Public Works ITEM A. Approval of November 8, 2016 County Board Meeting Minutes. B. Approval of acceptance of $3,000 grant award from the Minnesota Department of Human Services to Washington County Community Services to cover expenses associated with Citizen Review Panel activities. C. Approval of contract with AXIS Healthcare LLC, to provide contract case management services for individuals receiving services through the Community Access for Disability Inclusion and the Brain Injury waivers. D. Approval of Minnesota Department of Natural Resources Agreement for installation, maintenance and use of a test hole and water level observation wells in Big Marine Park Reserve. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room ger. nand 1rkirrnn Nun In dieNaaevear ra..g,.,tga nnrner ,Tann r,N PR,./ l ..110difinel EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Summary of Proceedings Washington County Board of Commissioners November 1, 2016 Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Commissioner Bigham District 4; and Lisa Weik, District 5. Board Chair Miron presided. Commissioner Reports — Comments — Questions The Commissioners reported on the following items: - Commissioner Weik — reported that she attended the Metropolitan Council meeting where an update was provided on the Gateway Gold Line. She attended a Woodbury City Council meeting on October 26th, where a proclamation "Koins for K -9s" was adopted unanimously, in memory of Bruce Stafford. - Commissioner Bigham — reported that she attended a tour of the expanded recycling line at Tennis Sanitation. The Minnesota Department of Public Health has a presentation regarding perfluorochemicals (PFCs) levels in ground water today from 5:00 p.m. to 7:00 p.m. at the Cottage Grove City Hall. She attended the Red Rock Corridor Commission meeting, where the draft implementation plan was approved. - Commissioner Kriesel — reported that he attended the Metropolitan Mosquito Control District meeting. He also attended the Solid Waste Management Coordinating Board meeting. - Commissioner Miron — reported that he attended the Metropolitan Mosquito Control District meeting. He also attended the Solid Waste Management Coordinating Board meeting. He attended several election forums within his district. He thanked Public Health and Environment staff for their presentation in Forest Lake on the Big Marine Lake water levels. Community Development Agency - Public hearing to discuss proposed modification of the redevelopment plan for Redevelopment Project No. 2 and Establishment of Tax Increment Financing District No. 2-2 Red Rock Crossing. - Melissa Taphorn, Deputy Executive Director of the Washington County Community Development Agency presented an overview of the plan. - Public comment from Dan Lund, Newport expressed concerns regarding cost to the City of Newport, described an odor within the area, he inquired if the Joint Powers Agreement was outdated, and he requested that a decision be made after the elections. - Public comment from Tracy Rahm, Newport, expressed support for the TIF, but requested that language updates and clarifications be made to the 2012 Joint Powers Agreement. - Board of Commissioners agreed to a continuation of the public hearing until November 8th General Administration Approval of the following actions: - October 18, 2016, County Board Meeting Minutes. - Approval to appoint Anne Maule Miller, Stillwater, to the Brown's Creek Watershed District Board of Managers to a three-year term expiring November 13, 2019. - Resolution No. 2016-147, Approval of agreement with Brown's Creek Watershed District on Lauenstein property in Grant. - Letter of Support for the election of Kevin Corbid, Deputy Administrator, to the MCIT Board of Directors. - Molly O'Rourke, County Administrator reported that starting November 1St, absentee voters can begin placing their ballots directly into the voting machine at all service centers. - Ms. O'Rourke also reported that a gas leak had been discovered on October 28, appropriate measures were taken and leak was resolved within the hour of discovery. - Board correspondence was received and placed on file. Public Works - Approval of Resolution No. 2016-148, Authorizing the final payment for the County State Highway 14 signal revision project. Sheriff's Office - Approval of an amendment to a land lease agreement Washington County has with the City of Hudson, Wisconsin. 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" Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners October 25, 2016 Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Commissioner 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 — reported that she attended a Counties Transit Improvement Board meeting. She attended the Transportation Advisory Board meeting. She thanked Public Works staff for their Red Rock Corridor presentations for the City of Newport and the City of Cottage Grove. She attended the Metropolitan Area Agency on Aging meeting. She attended the Metro Alliance for Healthy Families meeting. She summarized the Association of Minnesota Counties District 10 meeting, and reported that Washington County will be chair next year. She reported that the Red Rock Corridor open house will be on October 26th from 5:30 p.m. to 6:30 p.m. at the Newport City Hall. She reported that the Cottage Grove Halloween parade is on October 29t1' at 10 a.m. The City of Newport will have a taco feed on October 29th from 11:00 a.m. to 3:00 p.m. at the Newport Fire Hall. She reported that Cottage Grove Ravine Park will be using goats as a tool to reduce invasive shrubs at the park. Commissioner Kriesel — reported that he attended the Historic Courthouse Advisory Committee regarding acceptable uses of the Historic Courthouse building. - Commissioner Weik — reported that she attended the Counties Transit Improvement Board meeting. She reported that the 2017 Rail—Volution conference will be in Denver, Colorado. She reported that the Federal Transit Administration (FTA) Transit Oriented Development Grant was awarded to the Blue Line extension. She reported that she has received constituent feedback requesting that decisions on constructing major infrastructures like Gateway Corridor be placed on ballots as a referendum question. Commissioner Miron — reported that he attended the Workforce Development Board meeting. He attended an election forum within his district. He attended a Rush Line Policy Advisory Committee meeting. He wished County Attorney Division Chief George Kuprian a happy birthday. Community Corrections - Approval of entering into a Joint Powers Agreement with the State of Minnesota through the Department of Public Safety, Bureau of Criminal Apprehension (BCA) for access to the Criminal Justice Data Communications Network (CJDN), and the Court Data Services. Subscriber Amendment to the CJDN Subscriber Agreement with the BCA. General Administration Approval of the following actions: - October 11, 2016, County Board Meeting Minutes. - Resolution No. 2016-146, Acquisition of the Lauenstein Property utilizing Land and Water Legacy funding and funds from the Brown's Creek Watershed for conservation purposes - Letter to the Board of Water and Soil Resources acknowledging the lack of funding to BWSR and a recommendation to the Minnesota Governor and legislators requesting that they fund these programs again. - Board correspondence was received and placed on file. Information Technology - Approval of contract with High Line Corporation for a Human Resources Information System (HRIS). Human Resources - Approval to purchase software licensing, maintenance, and support from Infor Global Technologies for Infinium Application Manager, Human Resources/Payroll, Query and Infinium Self -Service software through December 31, 2017. Public Works Approval of the following actions: Resolution No. 2016-143, To enter into Metropolitan Council Grant Agreement SG -04763 reimbursing the Land and Water Legacy Program for 75% of the cost to purchase the property located at 15770 May Avenue North, Marine on St. Croix, Minnesota, for inclusion into Big Marine Park Reserve. Agreements of restrictive covenants on 15770 May Avenue North property with the Metropolitan Council and to record the agreements with the Washington County Recorder's Office. Resolution No. 2016-144, Authorizing final payment in the amount of $82,088.51 to Valley Paving Inc. for completion of the County Road 51 Pavement Preservation Project. Donation of traffic signal boxes to the Boys Scouts of America, Northern Star Council. Resolution No. 2016-145, Acquiring right of way for the reconstruction of County Road 75 Bridge and Roadway Approaches as part of the Grey Cloud Island Water Way restoration project. - Approval of contract with Kimley-Horn & Associates, Inc. to provide traffic management design services for Lake Elmo Park Reserve. Approval of contract with Central Roofing Company for removal and reinstallation of new roof at the Woodbury Service Center. Board workshop for an overview of the Gateway Corridor draft environmental impact statement and locally preferred alternative. 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°' Street N., Stillwater, Minnesota. Summary of Proceedings Washington County Board of Commissioners October 18, 2016 Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Commissioner 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 met with Commissioner Linc Stine, Commissioner of Minnesota Pollution Control Agency, to discuss waste processing goals. He attended County State Aid Highway (CSAH) 14 and CSAH 24 Open House to discuss rail crossing and corridor improvements on South Osgood. - Commissioner Bigham — reported that she attended a Friends in Need Food Shelf Fundraiser in Cottage Grove. She attended the Cottage Grove Fire Department open house on fire safety. She attended a 4-H open house. She reported that the Burlington Northern Sante Fe Open House is at the St. Paul Park City Hall from 5:00 p.m. to 7:00 p.m. She attended the Association of Minnesota Counties Board of Directors' meeting, at which the budget was approved. - Commissioner Weik — reported attending the Annual Woodbury Resource Center, Celebration of Life Gala. She attended a Woodbury City Council Workshop regarding the Gateway Corridor Gold Line Bus Rapid Transit. She attended a Gateway Policy Advisory Committee meeting, noting that action was taken to advance only one alternate route for environmental review. She attended a Gateway Commission meeting where CliftonLarsonAllen presented an update to its annual audit presentation. She met with the Pioneer Press to give them an update on developments of the Gateway Corridor. - Commissioner Miron — reported that he attended the Metropolitan Emergency Services Board meeting, at which the preliminary budget was reduced. He attended the Minnesota Inter - County Association meeting. He attended Community Services Director Dan Papin's retirement event and commended Mr. Papin for his service and leadership. Community Services - Approval of new providers for 2016-2018 Group Residential Housing Rate 2 Agreements with Skyline Inc. LLC, Minnesota Care Counseling Services, Pinnacle Services Inc., and Victory Through Faith Recovery Services. General Administration Approval of the following actions: - October 4, 2016, County Board Meeting Minutes. - Approval to appoint Jill Lucas, Afton, to the Valley Branch Watershed District to a three-year term expiring November 13, 2019. - Resolution No. 2016-141, 2016 Third Quarter Donations. - Jennifer Wagenius, Director of Property Records and Taxpayer Services provided an overview on absentee voting. - Board correspondence was received and placed on file. Property Records & Taxpayer Services - Approval of resolution No. 2016-138, approving an Application for Cancellation of Forfeiture. Public Works Approval of the following actions: - Resolution No. 2016-139, Approval of application to the Counties Transit Improvement Board (CTIB) for grants payable in 2017 for Gateway Corridor. - Resolution No. 2016-140, Approval of application to CTIB for grants payable in 2017 for Red Rock Corridor. - Board workshop for an update on the Red Rock Corridor Implementation Plan. 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. Summary of Proceedings Washington County Board of Commissioners October 11, 2016 Present were Commissioners Fran Miron, District 1; Gary Kriesel, District 3; Commissioner 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 on a video he watched regarding Washington County 9-1-1 Dispatcher, Julia Weegman. Sheriff Bill Hutton summarized the 9-1-1 call, and how Ms. Weegman coached the family via the phone in performing CPR to a cardiac arrest victim and saving the victim's life. - Commissioner Bigham — reported that she attended a ground breaking celebration for Oltman Middle School in Cottage Grove. She attended the Newport City Council meeting, where the Red Rock Crossing Tax Increment Financing (TIF) was approved, and reported that the item will be presented to the County Board as a Public Hearing on November 1 st. She attended the Offender Recovery Program graduation ceremony. - Commissioner Weik — reported that she attended a Woodbury Lions Meeting, and reported that there will be a fundraiser this fall where proceeds will be going to the Christian Cupboard Food Shelf. She attended the Gateway Corridor Open house in Oakdale, and thanked the public for its input on transportation infrastructure improvements. She reported that the Gateway Corridor Policy Advisory Committee will be meeting on October 13th at 2:00 p.m. and that the Gateway Corridor Commissioner meeting will follow at 3:00 p.m. She reported that she has received comments from constituents regarding concerns over increasing rental housing costs. Commissioner Miron — reported that he attended a tour of the Piccadilly Housing facility in Mahtomedi, and acknowledged the Community Development Agency's involvement. He reported that the grand -opening of the Piccadilly housing facility will be on December 15, 2016. General Administration Approval of the following actions: - September 27, 2016, County Board Meeting Minutes. - Resolution No. 2016-137, Appreciation of Dan Papin upon his retirement as Director of Community Services. - Tom Tripplet awarded the 2016 Conrad Rettmer Award for Commissioners. - Board workshop with both Office of Administration and Public Works to review the draft 2017-2021 Capital Improvement Plan (CIP). - Board correspondence was received and placed on file. Human Resources - Board workshop to provide updates on the Human Resources Information System (HRIS) Project. Property Records & Taxpayer Services - Approval of resolution No. 2016-136, Reappointment of Bruce Munneke as County Assessor for a term beginning January 1, 2017. Public Works - Approval of work orders #5, #6 and #7 to contract 9712 with Bituminous Roadways, Inc. for work on the County State Aid Highway 10 road construction project in the sum total amount of $74,629.74. 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.