HomeMy WebLinkAbout2017-01-17 CC Agenda Packet AGENDA
CITY COUNCIL MEETING
Council Chambers, 216 Fourth Street North
January 17, 2017
SPECIAL MEETING 4:30 P.M.
REGULAR MEETING 7:00 P.M.
4:30 P.M. AGENDA
I. CALL TO ORDER
II. ROLL CALL
III. OTHER BUSINESS 1. Presentation of Classification/Compensation Study
IV. ADJOURNMENT OF SPECIAL MEETING TO EXECUTIVE SESSION FOR LABOR RELATIONS
7:00 P.M. AGENDA
V. CALL TO ORDER
VI. ROLL CALL
VII. PLEDGE OF ALLEGIANCE
VIII. APPROVAL OF MINUTES 2. Possible approval of January 3, 2017 regular and recessed minutes.
IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 3. S.E.E.D. Program – Kristin Klemetsrud 4. New lights downtown – Xcel Energy – Collette Jurek 5. Proclamation: Stillwater Soccer Team 6. Council Service Award: Daylily & Trillium Garden Club/Public Works/MnDOT for daffodil project on Highway 95 south of downtown
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. STAFF REPORTS 7. Police Chief 8. Fire Chief 9. City Clerk 10. Community Development Dir. 11. Public Works Dir. 12. Finance Director 13. City Attorney 14. City Administrator
XII. 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. 15. Resolution 2017-011, directing the payment of bills 16. Resolution 2017-012, approval of Revised Addendum No. 1 to the City of Stillwater and Plymouth Ridge, Inc., Coverall of the Twin Cities 17. Resolution 2017-013, approving license to use real property – Washington County – HHW Day – May 20, 2017 18. Resolution 2017-014, approving agreement with Metropolitan Mechanical Contractors, Inc. (MMC) – Fire Department 19. Resolution 2017-015, approving agreement with Overhead Door Company of the Northland – Fire Department 20. Resolution 2017-016, resolution rescinding Resolution 2016-156 and approving the On-sale (Monday-Saturday) and Consumption & Display Permit (Sundays Only) for JX Event Services LLC, DBA: JX Venue 21. Possible approval of sanitary sewer adjustments 22. Resolution 2017-017, approving 2017 Fee Schedule 23. Resolution 2017-018, approving appointment to Human Rights Commission
XIII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR
COMMENTS TO 10 MINUTES OR LESS. 24. Case No 2016-043. This is the date and time for a public hearing to consider a request by Brown Creek West, LLC, applicant for the consideration of a Zoning Map Amendment to include the 3 adjoining parcels to the Height Overlay District, zoning them as ‘bluff side’ for the property located at 107 3rd Street North in the CBD. PID 28.030.20.42.0061. Notices were mailed to affected property owners and published in the Stillwater Gazette on December 2, 2016. (Continued from January 3, 2017 meeting) (Ordinance – 1st Reading – Roll Call) 25. Case No. 2016-046. This is the date and time for a public hearing to consider a zoning code amendment that would require a public site plan review for any new construction or remodeling or change of use occurring in Downtown Stillwater that involves more than 12,000 gross square feet of floor space. Notice was published in the Stillwater Gazette on December 2, 2016. (Continued from January 3, 2017 meeting) (Ordinance – 1st Reading – Roll Call)
XIV. UNFINISHED BUSINESS 26. Discussion on Aiple property Concept Park Plan
XV. NEW BUSINESS
XVI. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED)
XVII. COMMUNICATIONS/REQUESTS
XVIII. COUNCIL REQUEST ITEMS 27. Beyond the Yellow Ribbon update
XIX. STAFF REPORTS (CONTINUED)
XX. ADJOURNMENT
1/17/2017
City of Stillwater Classification
and Compensation Study
City Council Meeting
January 17, 2017
in FLAHERTY 1 HOOD P.A.
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11
Flaherty & Hood, P.A.
Carol Loncar-Human Resource Analyst
1111 Brandon Fitzsimmons—Attorney&Shareholder
_.__ !
Introduction
• The City of Stillwater retained Flaherty&Hood,
P.A.to perform a classification and
compensation study for the City of Stillwater,
including the Board of Water Commissioners
and Library Board employees
• This meeting is to provide a brief summary of the
findings and recommendations of the
Classification and Compensation Study
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1/17/2017
i X11
What is Classification &
Compensation?
Job Classification
• Systematic study of jobs to determine:
—Which activities and responsibilities the job includes
—The personal qualifications necessary to perform the job
—The conditions under which the work is performed
— Each job's relative importance and worth to other jobs internally
and externally
Compensation
• Establishes:
— How a City manages paying employees for work
—The compensation amounts paid to employees
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Purpose of the Study
• Cities must ensure that each job in the City interrelate to
each other so that it can:
— Optimize achievement of the City's mission,goals and objectives
— Determine the relative worth and appropriate pay rate for jobs
—Comply with Minnesota's pay equity law
• To accomplish those objectives,cities need a
comprehensive job classification and compensation
system
• The study analyzed these items and provided a
foundation for making necessary changes to the current
classification and compensation system
Process
• Job Analysis
• Job Evaluation
• Market Survey
• Base Pay Structure
• Implementation
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1/17/2017
Job Analysis Information Collection
• Presented in-person introduction of study to all employees
• Reviewed the City of Stillwater's current job classification
and compensation system
• A comprehensive memorandum was drafted to inform
employees about the scope of the classification and
compensation study and their role within the study
• Distributed job analysis questionnaires to employees
• 92 employees completed the Job Analysis Questionnaire
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Position Classification Changes
• Flaherty&Hood reviewed and analyzed each position and
had discussions with Stillwater City Management on the
following:
—Position structure
—Position titles
— Fair Labor Standards Act(FLSA)exempt status
az SLP.HFR 4 14(40044.
Job Evaluation
• Defined text for uniform compensable factors and sub-
factors for evaluating jobs
C•Skill :•Effort
•Responsibility t•Working Conditions
• Established job evaluation ratings(points)for each
position using job analysis questionnaire responses and
systematically applying responses to the job evaluation
system
—Job evaluation points are based on the qualities of the job not
the individual or individuals that perform the job
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1/17/2017
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Market Survey
• Flaherty&Hood,P.A.conducted a"Cluster Analysis"to
identify cities comparable to the City of Stillwater
• Identified additional market sources based on feedback
from City and characteristics of other entities
• Positions that could be matched to positions in the
market and the additional market sources that had been
identified and that received enough responses were
used through the remainder of the study
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Base Pay Structure
• The predicted pay line is utilized as the back bone of the
recommended base pay structure
—A predicted pay line identifies the predicted pay for all positions
in a City and is calculated by performing a linear regression
analysis on the(internal)job evaluation points paired with the
(external)market survey data collected for each position
• Built a base pay structure for Stillwater based on industry
best practices and discussions and feedback from
management
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Implementation
• City Council to consider and take
appropriate action on Classification and
Compensation Study implementation
• Flaherty and Hood will provide tools to
maintain and update components of
Classification and Compensation System
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1/17/2017
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Assistance
• Flaherty&Hood is always available to answer questions
and provide further classification and compensation or
labor relations services desired by the City of Stillwater
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FLAHERTY HOOD P.A.
Classification and Compensation Study Report
for the City of Stillwater
Contact Information:
Carol L. Loncar, Human Resources Analyst and Project Manager
Brandon M. Fitzsimmons, Shareholder Attorney
525 Park Street, Suite 470
Saint Paul, MN 55103
Phone: 651-259-1921
Email: clIoncar@flaherty-hood.com January 12, 2017
Website: www.flaherty-hood.com
SECTION 1 . EXECUTIVE SUMMARY
1.1 Purpose and Scope
A city's success depends on its employees' performance. To recruit and retain a productive and
reliable workforce,cities need to sufficiently compensate employees. In establishing employee
compensation, cities must ensure that each job in the city interrelate to each other so that a city can:
optimize achievement of the city's mission, goals and objectives; determine the relative worth and
appropriate pay rate for jobs; and comply with the Minnesota Pay Equity Act(PEA), Minn. Stat. §§
471.991-.999,which requires that every Minnesota city establish compensation for female-
dominated classes that is not consistently below the compensation for male-dominated classes of
comparable value of work measured by the skill, effort,responsibility, and working conditions
normally required in the performance of the work. To achieve these objectives, Minnesota cities
need to establish job classification and compensation systems, which set job ratings and pay for each
position in the city.
Job classification involves the systematic study of jobs to determine which activities and
responsibilities they include,the personal qualifications necessary for performance of the jobs,the
conditions under which the work is performed,and each job's relative importance and worth to
other jobs internally and externally.
Compensation includes the wages and salary paid by employers to employees in exchange for work
(a.k.a., base pay); variable pay in the form of short and long-term incentives, such as promotions and
pay increases; and other pay, such as premium pay above regular wages and salary for doing
additional work or working additional hours. Compensation establishes the standard of living for
employees and is the primary indication of the value the city places on a position within the
organization. A compensation system involves establishing how the city manages compensating
employees.
1.2 Process
Flaherty&Hood, P.A.'s Job Classification and Compensation Study for the City of Stillwater
included the following steps in updating the City's classification and compensation system.
1.2.1 Position Analysis
The first step in the job classification and compensation study was conducting a position
(a.k.a.,job) analysis.
"Job analysis is a systematic process for obtaining important and relevant information
about each distinct role played by one or more employees" (WorldatWork, 2011).A
position's duties, responsibilities, and required worker characteristics are particularly
important for compensation purposes. This information is used to accurately review each
position's worth internally and externally and ultimately build the organization's base pay
structure.
For Stillwater,Flaherty& Hood,P.A. reviewed the City's current job classification and
compensation system including job descriptions,Fair Labor Standards Act(FLSA)exempt
status, and the City's pay equity report. In addition, information on each position's
EM FLAHERTY I HOOD P.A. 2
activities and responsibilities,the personal qualifications necessary for performance of the
jobs,and the conditions under which the work is performed were compiled from current
employees and their supervisors through a Job Analysis Questionnaire(JAQ).
Communication is important when conducting a job analysis to ensure there is an
understanding of what information is needed from each individual throughout the
organization. A comprehensive memorandum was drafted to inform employees about the
scope of the classification and compensation study and their role within the study.In
addition, Flaherty & Hood, P.A. described the scope of the study and employee's roles
through an in-person presentation. Documentation(e.g.,project guides and frequently
asked questions)was also provided to management to respond to any questions from
employees throughout the study.
1.2.2 Job Descriptions
Job documentation has become especially important due to the increasing amount of
employment legislation and employee litigation. Job descriptions are the most common
type of job documentation. Job descriptions should capture the core and essential features
of a job, including"the general nature and level of the work performed, specific duties and
responsibilities, and the minimum job specifications required to perform the job"
(WorldatWork, 2011). Job descriptions should describe and focus on the job itself and not
on any specific individual who might fill the job. There are many ways in which job
descriptions can be used administratively when they are properly developed.
Flaherty&Hood, P.A. reviewed job descriptions for the City and recommends that all job
descriptions include:
• Classification information(e.g.title, department,Fair Labor Standards
Act(FLSA)exempt status,and union status)
• Position summary
• Core and essential job duties
• Minimum and desired qualifications (e.g. education,experience,trainings,
certificates,and licenses)
• Complexity and responsibility statements
• Required physical abilities and working conditions
While the Stillwater job descriptions include most of the essential factors,we recommend
the addition of FLSA exempt status in the header of the job description,"Complexity"and
"Responsibility" statements in the body of the job description as well as authorized
signatures at the end of all job descriptions. It is also important to keep records of any
position classification changes.Any proposed change to a position's title or FLSA exempt
status should be recorded in the position classification change worksheet. A copy of the
position classification change worksheet is included in Attachment A. Further, a copy of a
Job Description Drafting Guide has been provided to management.
FLAHERTY 1 HOOD P.A. 3
1.2.3 Job Evaluation
Job evaluation is a systematic method and process for determining and comparing the
relative value of one job to others. Job evaluation enables the creation of a job worth
hierarchy within the organization.
The main purpose of job evaluation is to develop internal standards of comparison and
measure relative job worth within the organization. Due to the Minnesota Pay Equity Act
(PEA),the internal worth of a position is just as important as the position's external
competitiveness. This also ensures that employees feel they are fairly compensated
compared to their coworkers within the organization and compared to the market.
(WorldatWork, 2011)
Using responses from the job analysis process, each position was evaluated using the
proposed Flaherty&Hood Job Evaluation System developed for the City by Flaherty&
Hood. More information on the job evaluation system can be found in Section 3 and
Attachment B of this report.
A copy of the job evaluation ratings (points)assigned to each position is included in
Attachment C.
1.2.4 External Market Analysis
In addition to evaluating the jobs internally using the Flaherty&Hood Job Evaluation
System, a market study was conducted to collect and evaluate data from market entities to
help align compensation decisions with the external market.
The market study included identifying comparable cities and collecting and organizing
their data.
Once all of the wage data was gathered and analyzed, a market pay rate was determined
for all jobs where enough data was available. These market pay rates were then used in
conjunction with the job evaluation points for each position in developing the base pay
structure.
1.2.5 Base Pay Structure
Once the job evaluation process and market study were completed,the results were used in
developing a proposed base pay structure for the City. Base pay structures are
"administrative tools designed to provide pay levels and pay opportunities that are
internally fair, externally competitive and cost-effective"(WorldatWork,2010).
The backbone of the proposed base pay structure designed for the City was developed from
the predicted pay line. It was created by conducting a linear regression (i.e. a statistical
approach to show the relationship between two variables)on the job evaluation points and
market pay rates for each position. Using the predicted pay line, pay grades were
established and job evaluation rating(or point)ranges and salary ranges were assigned to
each pay grade. Each pay grade includes steps for employees to move within the pay range
of the grade.
In FLAHERTY ( H000 P.A. 4
1.2.6 Minnesota Local Government Pay Equity Act Testing
After developing the proposed base pay structure,the structure was tested and it was
determined that it meets the requirements of the Pay Equity Act(PEA).
The PEA requires local government entities to evaluate every job in their organization to
ensure fair compensation relationships between male and female dominated job classes.
(Minn. Stat. §§ 471.991-.999). To do this,organizations must evaluate and assign
numerical job evaluation points and issue a report to the State every three years to show
that they are in compliance. If an organization does not meet this requirement, it can
receive substantial monetary penalties(League of Minnesota Cities, 2013).
The report each local government entity is required to submit is analyzed using a program
provided by the State of Minnesota,Department of Management and Budget. This
program runs a variety of tests on the information submitted in the report to determine
whether there is a pattern of inequity in the organization's pay structure (Minnesota
Management&Budget, 2015).
1.2.7 Implementation
Implementation is the last step in the classification and compensation study. When
implementing the recommendations described in this report,various policies and
governing documentation must be reviewed, complied with, or changed based on the
recommendations with which the City chooses to move forward.
Based on the findings of the study and discussions with the City management; we
developed recommendations for implementation of the City's job classification and
compensation system for calendar year 2017, along with the estimated financial
implications for the recommendations for implementation. The City always has the option
to not take action on any of the recommendations proposed throughout this study.
Effective implementation and maintenance of the classification and compensation system
are important to its continued use over the years. Tools such as the Job Analysis
Questionnaire,Job Description Drafting Guide, Compensation Plan, and Classification and
Compensation System Manual have been or will be provided to management for use in the
implementation and maintenance of the system. A list of and descriptions of all of these
tools are included in Section 6.3 of this report.
SECTION 2. POSITION ANALYSIS
2.1 Position Analysis Information Collection
The position (a.k.a.job) analysis for each City job classification was conducted through the use of a
Job Analysis Questionnaire(JAQ). The Job Analysis Questionnaire required the incumbent
employee, supervisor and the department/division head to complete and comment on questions
relating to the eight different subsections in the questionnaire for the job classification,which
included:
a) Supervision
b) Position summary
c) Employee functions
d) Minimum qualifications
FLAHERTY I HOOD P.A. 5
e) Desired qualifications
f) Complexity
g) Responsibility
h) Physical abilities
The Job Analysis Questionnaires were distributed,and each individual that was required to complete
and comment on a questionnaire was given one full week to complete and submit their sections.
This time period was increased for individuals that needed additional time to complete their portion
of the Job Analysis Questionnaires.
Once the Job Analysis Questionnaires were collected by Flaherty&Hood,the information was
organized and analyzed. The information collected was then audited by Flaherty&Hood and the
City's management to ensure the most accurate picture of each position in relation to the entire
organization was captured and utilized. These responses were then used throughout the remainder of
the study for job documentation and evaluation purposes.
2.2 Changes to Position Classifications
Part of the job analysis process was reviewing responses from the job analysis process and
identifying changes that need to be made in the classifications of each position as well as the
organization of the City. These changes are depicted in the position classification change worksheet
included in Attachment A. The major findings and recommended changes are explained in this
subsection.
Based on responses from the job analysis process and industry standards,we recommend a few
changes be made to position titles which are identified and highlighted in Attachment A. Industry
standard sources were those such as League of Minnesota Cities, O*Net Online, and WorldatWork.
The Fair Labor Standards Act(FLSA) exempt status of each employee was reviewed based on
the information gathered through the job analysis of each position.
SECTION 3. JOB EVALUATION
3.1 Flaherty & Hood Job Evaluation System
The Flaherty&Hood Job Evaluation System consistently and equitably measures the skill, effort
responsibility and working conditions required of each job class within an organization. Our system
uses a variety of uniform factors and sub-factors to systematically assign numerical points for each
job class.
The factors and sub-factors used in the Flaherty&Hood Job Evaluation System include:
• Skill
o Related Experience
o Education
• Effort
o Complexity
• Responsibility
o Supervision Needed
o Supervision Given
o Impact on the Business
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• Work Conditions
o Surroundings
o Hazards
The factors used in the Flaherty&Hood Job Evaluation System(Skill,Effort, Responsibility and
Working Conditions) are the factors specified in Minnesota's pay equity law for government to
measure the relative worth of positions and are commonly found in the most widely used job
evaluation systems. (Minn. Stat. § 471.991, subd. 3). The sub-factors used in the Flaherty&Hood
Job Evaluation System are those determined to be the best measure of those factors and are also
commonly found in the most widely used job evaluation systems.
Each factor and sub-factor is assigned a weight and is broken down into degrees that are each
assigned numerical values based on those weights. The weights of each factor and sub-factor are
those determined to best measure the job content for positions in local government agencies and
more specifically,the City. The weighting of each factor is similar to those commonly used in the
most widely used job evaluation systems.
More information on the proposed Flaherty&Hood Job Evaluation System created for the City,
including factor and sub-factor definitions, is included in Attachment B.
3.2 Job Evaluation Points
The audited responses from the Job Analysis Questionnaires completed by employees, supervisors,
and management within the organization were used in the job evaluation process. Flaherty&Hood,
P.A. applied the proposed Flaherty&Hood Job Evaluation System to each position's job analysis
responses and assigned a consistent and unbiased job evaluation rating for each position. All
proposed job evaluation points are subject to review, comment and approval by the City
Management and the Council.
Since the Flaherty&Hood Job Evaluation system is a different system than what the City has used
previously,the proposed job evaluation points assigned using the proposed Flaherty & Hood Job
Evaluation system, cannot be directly compared to the existing job evaluation points
A spreadsheet with the job evaluation points assigned to each position is included in Attachment C.
SECTION 4. EXTERNAL MARKET ANALYSIS
The external market analysis included conducting a market survey that identified comparable cities
and collected and organized their data.
Positions with usable market pay rates were utilized in the regression analysis(i.e. a statistical
approach to show the relationship between two variables,which, in this case are market pay and job
evaluation points)to determine a predicted pay line explained in Section 5.1.
4.1 Survey Sources
Flaherty&Hood,P.A.'s conducted a"Cluster Analysis"to identify cities comparable to the City of
Stillwater for use in the market survey portion of the Job Classification and Compensation Study.
This set of comparable cities is to be used for establishing Stillwater's compensation structure. Any
other comparable cities used by Stillwater for other purposes or for a specific department,position
or employee group (e.g.,union)within Stillwater may still be utilized for such purposes.
FLAHERTY I HADD P.A. 7
Cluster Analysis is a statistical data analysis tool for solving classification problems. This analysis
tool can be used to combine cities into various subgroups based on various factors until the
subgroups form one of the several clusters. The number of cities being compared determines the
number of clusters formed. Cities that are most comparable are located in the same primary
subgroup/cluster. Therefore, its' purpose is to sort cases(in this case, cities) into groups or clusters
in which the degree of association is strong between members of the same cluster and weak between
members of different clusters.
Because it is more statistically objective than side-by-side comparisons, Cluster Analysis is
common for statistical models that describe or identify groups. For purposes of this study, Cluster
Analysis is valuable because it objectively reveals associations in data that may not be initially
evident.
4.2 Integrating Survey Source Data
The market data collected from each comparable city was organized. In addition to a market
comparison of wages,the data will also include a comparison of Stillwater and market sources for
health insurance, dental insurance, life insurance, additional benefit types, steps and additional pay
types.
SECTION 5. BASE PAY STRUCTURE
5.1 Predicted Pay Line
A predicted pay line identifies the predicted pay for all positions in an organization using internal
and external factors. The predicted pay line is calculated by performing a linear regression analysis
on the (internal)job evaluation points paired with the(external)market survey data collected for
each position. Using the equation of the predicted pay line,the job evaluation points for all of the
organization's positions were used to calculate a predicted pay rate for each position.
The predicted pay line is utilized as the back bone of the recommended base pay structure. The pay
structure of the base pay system was then created. The predicted pay line was used to align the job
evaluation system and points for each position with the pay ranges for each grade.
5.2 Characteristics of the Base Pay Structure
5.2.1 Compensation Philosophy
Base pay structures for an organization should be based on the organization's mission and
compensation philosophy. A compensation philosophy is:
A statement of what the organization believes about how people should be paid. It
should support the business strategy and be a good fit with the organization's
culture. A key component is how the organization intends to pay relative to its
competitors for people - i.e., the desired market position.
(WorldatWork, 2011)
As part of the Classification and Compensation Study conducted for the City, the City's
current governing documentation was reviewed for any current mission or compensation
philosophies.
FLAHERTY ( HOOD P.A. 8
Following is an excerpt from the City of Stillwater Classification Plan.
The purpose of the classification plan shall be to:
A. Establish reasonable compensation relationships between job classifications.
B. Establish qualification standards for recruiting and testing purposes.
C. Provide the appointing authority with means of analyzing work distribution,
areas of responsibility, lines of authority and other relationships between
positions.
D. Assist the appointing authority in determining budget requirements.
E. Provide the basis for developing standards of work performance.
F. Establish lines of promotion.
G. Indicate training needs.
H. Provide uniform titles to positions.
The City will establish and maintain a Classification Plan so that for all positions
substantially similar with respect to type,difficulty, and responsibility of work are
included in the same class. For each class of positions there shall be:
A. a position title description of essential job duties and responsibilities;
B. a written description that explains the nature of the work responsibilities of the
position;
C. examples of work which are illustrative of the duties of the position;
D. position requirements such as the knowledge, abilities, and skills necessary for
performance of the work; and
E. a statement of experience and training desirable for recruitment into the
position.
When a new position is created or when duties of a position change substantially,the City
Administrator may initiate a review of the duties of the position. Based on the results of
the review,the City Administrator may reclassify the position and shall require an
appropriate position or job description to be written.
The City Administrator shall review the Position Classification Plan with Department
Heads and City Council as necessary to ensure correct classification of positions. The
City Administrator shall make adjustments to the Classification Plan as appropriate.
FLAHERTY HOOD P.A. 9
Although the City of Stillwater has the formal classification plan above listed in the City
Employee handbook, we did not find a formal documented compensation philosophy in
place for the City. Flaherty &Hood will provide a proposed,revised Compensation Plan.
As a best practice,the City should develop and utilize a compensation philosophy when
making classification and compensation decisions. Based on discussions and feedback
from management and generally accepted ideals included in compensation philosophies, a
recommended compensation philosophy was developed for the City. The recommended
compensation philosophy states:
The City of Stillwater is committed to a providing a compensation
program designed to:
• Attract and retain highly a qualified and dedicated group of
individuals
• Provide equitable salaries based on market conditions and job
worth
• Motivate employees to perform at the best of their
competencies, abilities and skill sets
• Promote teamwork and foster an environment of personal and
professional growth for all employees
• Relate to other human resource programs and City objectives
• Consider the City's financial position and provide for the
equitable distribution of compensation throughout the City
• Retain key talent
• Maintain compensation that is in line with the City's external
market for qualified labor
All City of Stillwater employees shall be equitably compensated for
assigning duties and responsibilities without regard to race, color, religion,
gender, age,national origin,marital status, or sensory, physical or mental
disability, veteran status or any other basis of discrimination prohibited by
local, state and federal law.
5.2.2 Current City Pay Structure
The following paragraphs explain the current pay and longevity structures in place for the
different employee groups within the City. Further details on each structure can be
reviewed in the labor contracts for each bargaining unit.
The City, Library, and Water Board currently have 8 union contracts for library,
firefighter engineers, public managers, police officers,police sergeants, public works
operating engineers, water board operating engineers, and AFSCME employees.
Local Union 517, Council No. 5 of the American Federation of State, County and
Municipal Employees (AFS CME), AFL-CIO—Library
The positions covered under this union contract shall receive raises as reflected in the
following wage schedule. Employees promoted in classification shall receive a minimum
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5% increase to the closest step and will be eligible for longevity pay based on total Library
seniority.
Library Wages
Classification Entry 1040 Hours 2080 Hours 4160 Hours 6240 Hours
Library Aide $13.18 $13.84 $14.53 $14.81 $16.02
Library $16.81 $17.89 $18.97 $20.02 $21.08
Custodian 1
Library $18.51 $19.67 $20.86 $22.01 $23.16
Custodian II
Classification Entry 1040 Hours 2080 Hours 4160 Hours 6240 Hours
Library $17.23 $18.33 $19.42 $20.48 $21.58
Assistant I
Library $18.23 $19.39 $20.50 $21.64 $22.78
Assistant II
Secretary
Library $20.69 $21.99 $23.27 $24.59 $25.87
Associate
Librarian I $23.98 $25.49 $26.96 $28.47 $29.97
Longevity Scale(Monthly Payments)
Classification After 10,400 After 20,800 After 31,200 After 41,600
Hours(5 yrs.) Hours(10 yrs.) Hours(15 yrs.) Hours(20 yrs.)
Library Aide $56 $110 $165 $196
Library Custodian I $60 $118 $177 $212
Library Custodian II $60 $118 $177 $212
Library Assistant I $61 _ $121 $180 $216
Library Assistant II- $64 $128 $192 $231
Secretary
Library Associate $72 $144 $216 $261
Librarian I $84 $168 $251 $303
Part-time employees shall be paid longevity pay on a pro-rata basis as determined by
dividing the appropriate monthly longevity pay by 173.3 hours and multiplying the result
by the hours worked per month.
Stillwater Firefighters Association-Firefighter Engineers
Firefighter Wages
Effective Date January 1,2015 January 1,2016
Start $4,609 $4,747
Six months to one year $4,691 $4,832
One year to two years $4,963 $5,112
Two years to three $5,023 $5,174
years
Three years $5,104 $5,257
Captain $5,462 $5,626
Firefighter Longevity Pay(Monthly payments)
Effective Date January 1,2002
After 5 years of employment $72
After 10 years of employment $144
After 15 years of employment $216
After 20 years of employment $260
FLAHERTY I HOOD P.A. 11
If an employee becomes eligible to receive longevity pay for only a portion of a month,
the 15th of the month shall be used as a cut-off date to determine the amount of longevity
pay to be received for the month. If an employee becomes eligible on or prior to the 15th,
the employee shall receive the full amount whereas eligibility after the 15th shall result in
one-half of the amount.
Local No. 320-Stillwater Public Manager's Association-Public Managers
The positions in this union contract shall be paid in accordance with the following salary
and longevity pay schedules. In the event an employee is promoted to a higher
classification,the employee's salary shall be increased by five percent(5%)to the next
highest step of the higher classification. The employee shall also receive the longevity pay
of the higher classification based on years of employment in any job classification,or any
combination of job classifications, covered by this Agreement.
Public Manager's Salary Schedule
Classification Entry 1 Year 2 Years 3 Years 4 Years
City Engineer/Public Works Director $92,935 $101,135 $103,867 $106,602 $109,335
Assistant City Engineer $77,115 $83,919 $86,188 $88,456 $90,724
Public Works Superintendent $76,244 $82,972 $85,215 $87,456 $89,699
Assistant Public Works Superintendent $68,594 $74,646 $76,663 $78,681 $80,698
Community Development Director $88,866 $96,707 $99,321 $101,936 $104,549
Police Chief $94,763 $103,125 $105,912 $108,699 $111,486
Police Captain $83,600 $90,976 $93,436 $95,894 $98,353
Fire Chief $88,624 $96,444 $99,052 $101,658 $104,264
Assistant Fire Chief $73,735 $80,241 $82,410 $84,578 $86,747
City Clerk $66,245 $72,090 $74,038 $75,987 $77,935
Information Systems Manager $81,363 $88,542 $90,935 $93,327 $95,721
Finance Director $92,405 $100,560 $103,278 $105,996 $108,713
Employees shall be paid according to the employee's length of service in a classification.
Public Manager's Monthly Longevity Pay Schedule
Classification After 5 After 10 After 15 After 20
Years Years Years Years
City Engineer/Public Works Director $103 $202 $301 $352
Assistant City Engineer $84 $173 $260 $303
Public Works Superintendent $84 $173 $260 $303
Assistant Public Works Superintendent $78 $157 $237 $276
Community Development Director $99 $196 $293 $342
Police Chief $99 $196 $293 $342
Police Captain $95 $185 $280 $325
Fire Chief $95 $185 $280 $325
Assistant Fire Chief $80 $161 $243 $282
Information Systems Manager $80 $161 $243 $282
City Clerk $68 $138 _$206 $239
Finance Director $95 $190 $285 $332
Longevity pay shall be based on the employee's total full-time years of employment in
any job classification or any combination of job classifications,covered by the Stillwater
Public Manager's Association Labor Agreement. If an employee becomes eligible to
receive longevity pay for only a portion of a month,the longevity pay for the month shall
FLAHERTY J HOOD P.A. 12
be determined by dividing the monthly longevity pay by the number of work days in the
month and multiplying that rate by the number of days actually worked during the month.
Local 257—Law Enforcement Labor Services Police Officers—Police Officers
Police Officer Wage Schedule
Date Effective January 1,2015 Effective January 1,2016
Start 70%of Top Patrol 70%of Top Patrol
After 6 months 75%of Top Patrol 75%of Top Patrol
After 12 months 80%of Top Patrol 80%of Top Patrol
After 24 months 90%of Top Patrol 90%of Top Patrol
After 36 months(Top Patrol) $5,806.41 $5,980.60
Differential Pay
Juvenile Officer/Investigator/Narcotics Officer
2015 $212.00 per month over the Top Patrol(36 month)rate.
2016 $212.00 per month over the Top Patrol(36 month)rate.
Police Officer Longevity Monthly Pay
After 5 years After 10 years After 15 years After 20 years and
through 10 years through 15 years through 20 years thereafter
Effective $76 $153 $229 $274
January 1,2004
Effective $92 $186 $278 $326
January 1,2016
Longevity pay is based on top patrol.
Local 254—Law Enforcement Labor Services (LELS)—Police Sergeants
Police Sergeant's Monthly Wage Schedule
Effective January 1,2015 Effective January 1,2016
$6,820 $7,025
Police Sergeant's Monthly Longevity Schedule
Time Period Effective January 1,2010
After 5 Years $92
After 10 Years $186
After 15 Years $278
After 20 Years $326
Local 49—International Union of Operating Engineers—Public Works
Public Works Hourly Wage Schedule
Classification January 1,2015 January 1,2016
Maintenance Worker I $18.64 $19.20
Maintenance Worker II $22.10 $22.77
Maintenance Worker III $25.24 $25.99
Maintenance Worker IV $25.53 $26.30
Mechanic $25.20 $25.96
Chief Mechanic $27.02 $27.83
Lead Worker $27.02 $27.83
FLAHERTY I HOOD P.A. 13
Step increases will continue for employees who are still progressing through the pay
steps. Employees who are required to work at a higher classification shall receive the
rate of the pay for the higher classification for the hours assigned to the higher
classification. Employees who are required to work fifty percent(50%)or more at a
higher job classification in a calendar year shall be eligible for reclassification.
Public Works Longevity Pay Schedule
Classification Years of Service
5 10 15 20.
Maintenance Worker I $43.51 $86.99 $130.50 $154.89
Maintenance Worker II $52.00 $103.97 $155.96 $185.66
Maintenance Worker III $60.48 $120.94 $181.42 $216.42
Maintenance Worker IV $62.60 $125.19 $187.79 $223.86
Mechanic $62.60 $125.19 $187.79 $223.86
Chief Mechanic $63.65 $127.31 $190.96 $228.10
The longevity pay bonus shall be based on years of service with the City and shall be
equal to the number of months the employee was eligible to receive longevity pay times
the scheduled amount. If an employee becomes eligible to receive longevity pay for only
a portion of a month,the longevity pay for that month shall be determined by dividing the
monthly longevity pay by the number of actual workings days in the month.
Local#49-International Union of Operating Engineers- Water Board Operating
Engineers
Water Board Operating Engineers Wage Schedule
Classification Rate Per Hour
2014 2015 2016
Utility Man II $18.00 $18.54 $19.10
Utility Man III $19.23 $19.81 $20.40
Senior Utility Man I $20.45 $21.06 $21.69
Senior Utility Man $21.63 $22.28 $22.95
Junior Water Maintenance Man III $24.41 $25.14 $25.90
Water Maintenance Man II $25.21 $25.97 $26.75
Senior Water Maintenance Man I $26.01 $26.79 $27.59
Foreman $27.24 $28.06 $28.90
Supervisor of Distribution $27.84 $28.68 $29.54
New employees shall be hired at$.30 per hour less than Utility Man III,and$1.00 per
hour less than Junior Water Maintenance Man III,until their successful conclusion of a
six(6)month probationary period.
Water Board Operating Engineers Lump Sum Longevity Pay
Length of Service %of Pay
After five(5)years of service 2.5%
After ten(10)years of service 5%
After fifteen(15)years of service 7.5%
After twenty(20)years of service 9%
The longevity pay will be paid on the first day of December in a lump sum payment in a
separate paycheck.
FLAHERTY I HOOD P.A. 14
Local 517-American Federation of State, County and Municipal Employees (AFSCME)
Employees included in this position shall be paid in accordance with the wage and
longevity schedules below. Incumbent or current employees will move into the salary
schedule in accordance with their length of service. In the event an employee is promoted
to a higher classification,the employee's compensation shall be increased by 5%to the
next highest step of the higher classification.
AFSCME Part-Time Employees
Part-time employees shall be eligible to earn all employee benefits on a pro rata basis
according to the following schedule provided that such employees work regularly
scheduled hours in each pay period, as opposed to being subject to call or to work when
available.
Part-time employee benefit eligibility
Average Work Hours Per Week Pro Rata Percentage of Benefits
14-24 50%
24-35 75%
36 or more 100%
Part-time employees shall be paid an hourly rate computed by dividing the full-time
annual rate for which they would be eligible by 2,080 hours. Part-time employees who
become full-time employees shall be given credit for a forty (40)hour workweek for
determining the salary step based on the length of service. Employees employed by the
City on a seasonal or temporary basis for not more than 67 work days per calendar year
either in a full-time or part-time capacity (more than 14 hours per week)will be paid a
rate to be determined by the City for the term of their employment. Such employees will
not be eligible for any benefits under this agreement.
AFSCME Month];Wage Schedule effective Janua 1, 2016-December 31,2016
Part-time employees After 1,040 After 2,080 After 4,160 After 6,240
Entry Hours Hours Hours Hours
Full-time employees 6 Months 1 Year 2 Years 3 Years
Assistant Finance $5,297 $5,628 $5,959 $6,290 $6,621
Director
Accountant $4,126 $4,384 $4,641 $4,899 $5,157
Senior Account Clerk $3,659 $3,887 $4,116 $4,344 $4,574
Payroll/HR $3,800 $4,037 $4,274 $4,512 $4,750
Technician
Junior Account Clerk $3,131 $3,327 $3,522 $3,718 $3,914
Secretary $3,552 $3,774 $3,996 $4,218 $4,440
Clerk/Typist $3,053 $3,244 $3,435 $3,626 $3,817
Secretary/Dispatcher $3,698 $3,927 $4,156 $4,383 $4,613
II
Secretary/Dispatcher $3,596 $3,821 $4,046 $4,271 $4,496
I
Building Official $5,120 $5,439 $5,760 $6,079 $6,399
FLAHERTY 1 HOOD P.A. 15
Part-time employees After 1,040 After 2,080 After 4,160 After 6,240
Entry Hours Hours Hours Hours
Full-time employees 6 Months 1 Year 2 Years 3 Years
Building Inspector $4,378 $4,652 $4,926 $5,199 $5,473
Assistant Building $3,552 $3,774 $3,996 $4,218 $4,440
Inspector
Building $2,987 $3,174 $3,361 $3,548 $3,734
Maintenance Worker
I
Building $3,282 $3,488 $3,693 $3,899 $4,104
Maintenance Worker
II
Building Permit $4,009 $4,210 $4,420 $4,640 $4,872
Technician
Community Service $3,131 $3,327 $3,522 $3,718 $3,914
Officer
Community Resource $3,131 $3,327 $3,522 $3,718 $3,914
Officer
Assistant Planner $3,410 $3,623 $3,836 $4,049 $4,263
Planner I $4,267 $4,533 $4,800 $5,067 $5,333
Planner II $4,708 $5,002 $5,296 $5,591 $5,885
Parking Enforcement $2,912 $3,094 $3276 $3,457 $3,640
Officer
Civil Engineer $5,298 $5,630 $5,961 $6,292 $6,623
Project Coordinator $5,103 $5,422 $5,742 $6,060 $6,379
Engineering Technician $4,645 $4,934 $5,225 $5,515 $5,805
IV
Engineering Technician $4,150 $4,410 $4,669 $4,929 $5,188
III
Engineering Technician $3,710 $3,941 $4,174 $4,405 $4,637
II
MIS Specialist $5,167 $5,489 $5,812 $6,135 $6,458
IS Technician $4,215 $4,478 $4,741 $5,005 $5,268
AFSCME Monthl Longevity Pay Schedule
Part-time Employees After After 2,080 After 4,160 After
10,400 Hours or 10 Hours or 6,240
Hours or 5 Years 15 Years Hours or
Years 20 Years
Full-time Employees 5 Years 10 Years 15 Years 20 Years
Assistant Finance Director $87 $174 $261 $311
Accountant $67 $132 $198 $236
Senior Account Clerk $60 $119 $179 $213
Payroll/HR Technician $60 $119 $179 $213
Junior Account Clerk $51 $105 $155 $187
Secretary $59 $117 $176 $209
Clerk/Typist $51 $106 $155 $187
Secretary/Dispatcher II $60 $119 $179 $213
lin FLAHERTY 1 HOOD P.A. 16
Part-time Employees After After 2,080 After 4,160 After
10,400 Hours or 10 Hours or 6,240
Hours or 5 Years 15 Years Hours or
Years 20 Years
Full-time Employees 5 Years 10 Years 15 Years 20 Years
Secretary/Dispatcher I $59 $117 $176 $209
Building Official $83 $166 $249 $298
Building Inspector $73 $145 $217 $260
Assistant Building Inspector $59 $117 $176 $209
Building Maintenance Worker I $53 $104 $158 $186
Building Maintenance Worker II $58 $115 $173 $216
Community Service Officer $51 $105 $155 $187
Community Resource Officer $51 $105 $155 $187
Assistant Planner $59 $117 $176 $209
Planner I $73 $145 $217 $260
Planner II $86 $170 $255 $305
Parking Enforcement Officer $50 $101 $151 $182
Civil Engineer $86 $172 $258 $307
Project Coordinator $84 $168 $252 $300
Engineering Technician IV $79 $157 $236 $285
Engineering Technician III $73 $145 $217 $260
Engineering Technician II $64 $128 $192 $224
MIS Specialist $75 $150 $225 $272
IS Technician $65 $130 $173 $202
Building Permit Technician $65 $130 $173 $202
5.2.3 Recommended Base Pay Structure
Based on the City's mission and compensation philosophy and feedback from
management on their preference for the City's pay structure, a proposed base pay
structure was developed for the City. The proposed base pay structure includes all
positions in a uniform base pay structure.
The proposed base pay structure is uniform for all of the City's positions with the
exception of the part-time employees. The pay range for each pay grade is set around an
established differential between pay grades using predicted pay. Details on how the
predicted pay is calculated are explained in Section 5.1 of this report.A maximum pay
rate for each pay grade was set at 100 percent of the predicted pay and the minimum of
the range was set at 80 percent of the maximum of the range. Each pay grade includes
steps with specified pay at each step. The first step pay is at 80%of the maximum pay
of the pay grade with the last step pay at the maximum pay of the pay grade.
Then,job evaluation points that correlate to the predicted pay for each grade were
established. Stillwater positions covered by the base pay structure are assigned a pay
grade based on their job evaluation rating.
SECTION 6. CONCLUSION AND IMPLEMENTATION
Recommendations for implementation were drafted based on the findings of the study, as well as
discussions with and preferences expressed by the City's management. The City always has the
option to not take action on any of the recommendations proposed throughout this study.
FLAHERTY I HOOD P.A. 17
•
To assist management with implementing the recommendations included in this report,various
tools have been, or will be,prepared and provided to management. The paragraphs below outline
the tools and resources provided and how they should be used during the implementation and
maintenance of the classification and compensation system.
Job Analysis Questionnaire
A copy of the Job Analysis Questionnaire(JAQ)has been provided to management to conduct a job
analysis on any new or existing positions as needed. The JAQ should be used in conjunction with
other materials provided to management to update the classification and compensation for
positions.
Job Descriptions
Flaherty&Hood has reviewed current job descriptions and has proposed changes in Section 1.2.2.
Job Description Drafting Guide
Management has been provided with this guide that can be used, in conjunction with the Job
Analysis Questionnaire,to draft a new or updated job description for a City job.
Compensation Plan
This document establishes a plan to clearly, effectively, consistently and efficiently manage the
classification of and compensation for City employees. This document will be provided to
management.
Classification and Compensation Manual
A manual will be provided to management on the overall classification and compensation system
prepared by Flaherty&Hood for the City.The handbook contains details on understanding and
maintaining job descriptions,job evaluation ratings(points),base pay structure, and records
maintenance, along with electronic user-friendly documents to maintain such items.
Further Consultation
Flaherty&Hood is always available to answer questions and provide further classification and
compensation or labor relations services that may be needed. To ensure an unbiased process,
Flaherty&Hood is able to conduct job analysis and re-evaluate positions on an as needed basis for
a flat per position fee. Flaherty&Hood is also able to conduct salary surveys on a repetitive basis
to ensure the most up to date market data is collected and used in an unbiased manner.
FLAHERTY I HOOD P.A. 18
SECTION 7. ATTACHMENTS
Attachment A. Position Classification Change Worksheet
Attachment B. Flaherty & Hood Job Evaluation System
Summary
Attachment C. City of Stillwater Proposed Job Evaluation
Points
Attachment D. Bibliography
FLAHERTY I HOOD P.A. 19
Attachment A
Position Classification Change Worksheet
OM FLAHERTY I HQQQ P.A. 20
FLAHERTYI HOOD P.A.
Position Classification Change Worksheet
The spreadsheet below contains proposed changes to the City of Stillwater position titles(in ascending alphabetical
order by department).There are four(4)proposed job title changes for the City of Stillwater,one(1)for the Library and
two(2)for the Water Board. All are highlighted in yellow.
Department Current Position Title Proposed Position Title
trilntstraton `"Administrative Secretary Administrative Assistant
Adnxinlstfztiorj. City Administrator City Administrator
Administration CityClerk, City Clerk.: �.
Administration•,", Human Resources Manager Human Resources Manager
Community Development" Building Inspector Building Inspector
Comintini Development` Building Official , Building Official".;
Community development Community Development Director Community De"velopment,Directfrt
Coirifnuhltyl7euelopmenti, PermiiTechniraan: PermitTeehnliag,
CdrfixsrSlimtir Deveiopfriefit,;= opmg Administtato¢, Zoning Ad nist e$tsr i, ,, .,rf
En ii eeiing Assistant City Engineer „ Assistant Ci "°Engfneer?//'./'',,; ��,,"./4747/
Erigir#eering%' city Engineer/Pibiic Works Director "' Citji f#jgirieei r Public} !r ,TS#r¢ctar-r
Engineeriii •/7 / f,,, Crcgine ;.Tg ?11i £1Ygineefl"hc17.1, y %!//r zj/i//
i ngineetingF r ,. F_ngineerifig Teihnician iib Engineering littRA:PAPP'OlittRA:PAPP'ORAIMk
Cngtjree1'ngtt'i , Engineering/Public Works Secretary Administrative Assistant
Engineering;;' Project Coordinator%„ ProjectCOordin ifo. y/:-,
Finance Assistant Finance Director Assistai tflnely a Direc or,'` ,,,
Fana'nce,,• ,' Finance Director .,':. '" Finance Director,!
�nante", '; Pa�r#`rllfift'Tei:liriiciari"., P�yrali3iRTechnCtari ,,,,!.'r, ri
Fina ce,, Seniot'AccountmgClCrk- Sentolr,t#c Quid gdeltc,,,
Fire' ;,, peputyFireCnief Be. ttr'f)neaCFjief r /, 7
Fire/, fireC ref FifeChief / �,,,.
Fire Dept.Secretary Administrative Assistant
fife=; r ', „,,,, `,:s"""Firefighter Engin eer, - ,r Firefigh#er Ec ginger
i
Maria cent lnfc matl4iC � in}nrmation Systems MabageF f�/
$yS��S�t1f�,A1'it� lY/ ,
'14e 15logy /, ir}forrhatfon Systems Manager., ', /� `
M e erfii 1nf [Sfa2,ori / IS Technician ' // r
Systetnsjlnformatlon
TetlSnoio-
r
�= u, 15`fechniciatt' ' f''; �•.
Manag�me$Thiormation MlSSpecietist
Sysfernsnformation'/ /' / 7 '/ //
Police'"/. ,,:, / Conjinunity Resource macer, " CommuniYy;Resource Officer, „,
Pol'Ic /'47 ,x7,47 ° e 4 -a - sIMAM Contu u hi Servfte llfiier;;i, rf ,,„r,
P(rilcp',,. ,,,, ,' Community Service Officer Pa,*Ing< Contin itg Se to Ofifcer'-Pandit "<'",'"f f
Pulig ,6 7 at qi OfRcer; Petrpl Officeri. /Fr., ,! /� ,, /f
olicerf i�ollt<e aptarn
0o1iteCaptain „ ,,,r, •�''r,'';f
£A�i".,,. ,,f ,✓:, ')�'Slit�e�llP.g, ,,,,.r„ p0.1thiet,,. , ,,,, ,��/.,;it,.,a: ,i%
Poljs / /i '//, Secretary/Dispatcher II Data Specialist
t�iatic $ergeaft-./F ; "/",.",/%, Ser"g'eaiit///.,,..Y ,/7/7 /i `,y,,%',`:41,M
Pei c,r a' vg*. / vi, " ergeait i., i ig ( :r ',., ear rove"stigata6/ fi i'%/fes
/ ' ffi sisfa kbg3iitb e#
• /�'��r ,% '/'/F'�f��%f�//a� !�fr'/rllhjiC��! .SI,I�����'�/" �>� yl��if , �'/�r��i�J,�ss ��l�s�;`y'��.
ifarfiC% ff :,r,,4. i 'rieftel i ay61i3"./r.r'/17410: '"'(effi`7',`,f.
'80R4f0.71/alk!A, sr
iui 'v.. i///'"/
1/12/2017 Attachment A-Position Classification Change Worksheet 21
� '_ FLAHERTY! HOOD P,A,
Position Classification Change Worksheet
The spreadsheet below contains proposed changes to the City of Stillwater position titles(in ascending alphabetical
order by department).There are four(4)proposed job title changes for the City of Stillwater,one(1)for the Library and
two(2)for the Water Board. All are highlighted in yellow.
Department Current Position Title Proposed Position Title
Lbrartais#. . Librarian I
Libfa r,., 'i3biarjt; de .. Library Aide
library a,%.. 1a"braryAssisteiit Director Library Assistant Director
Lbre ;.„y ',". li`braryAssistantJ'.:' "' Library Assistant I
(ibr ty 1lbrar'Assistantit ''LibraryAssistant
Ubrery , library Associate; Library Associate
Lib a y ”,, Lib'rar Custodian) Library Custodian
,�. Library Custodian II Library Maintenance Worker
Library pirectorLibrary Director
Libtai Iibrarq Office`Spedalist' Library Office Specialist
Supe visor librarian Information Supervisory Librarian-Information Systems
Library - SystemsSupervisnr' Supervisor
Supervisotylibrariari-youth Services Supervisory Librarian-Youth Services
Library" :Supervisor; Supervisor
Department Current Position Title Proposed Position Title
Water Water,Board Manager - " Water Board Manager
afp,i" Water Dept.Secretary Administrative Assistant
War"'`",,2' , ,„i��r,;. atef Dept.Supervisor Water Dept.Supervisor
Wates s Water JR Maintenance Man Ill Water JR Maintenance Worker Ill
Water Maintenance Lead Worker'
htetef maintenance Lead Mincer"
Exempt employees(e g,executive,administrative,and professional employees;etc.)are:
tfieprovisiotif of the fair tabor Standards Act(i e.,minimum wage and
Ssyertitpepa .Nonexempt employees are covered by the provisions of the Fair Labor--
�A selAptt m
,� ,,� � .�r� ,, �arsi#aid;Actle g employees engagedin,or producing goods and services for,
,f �rr
erst to tommeree employees of certain hotels,restaurants,or motels;government
ijf ,/ etgploes,etch Glossary b#Compensation Terms,U.S.Department of labor
1/12/2017 Attachment A-Position Classification Change Worksheet 22
Attachment B
Flaherty & Hood Job Evaluation System
Summary
FLAHERTY I HOOD P.A. 23
cIJFLAHERTY HOOD P.A.
Flaherty & Hood Job Evaluation System Summary
The proposed Flaherty & Hood Job Evaluation System consistently and equitably measures the skill,
effort responsibility, and working conditions required of each job class within an organization. The
system uses a variety of uniform factors and sub-factors to systematically assign numerical ratings for
each job class. Using these factors and sub-factors, we ensure every component of job content for each
job class is accounted for. The numerical ratings for each job class that are assigned using the various
factors and sub-factors provides the relative worth of that job class in relation to all of the job classes
within an organization.
Job Factors and Sub-Factors
The following 4 factors broken down into 8 sub-factors are used to measure all of the components of job
content for each job class:
Skill Measured by factors such as the experience,ability,education,and training
required to perform a job
Related Experience How much related experience that is needed to do the work
Education How much education that is needed to do the work
The amount of physical or mental exertion needed to perform a job
Job factors that cause physical or mental fatigue or stress are to be considered in
Effort determining the effort required for a job
Differences in the kind of effort exerted do not justify a compensation differential
if the amount of effort is substantially the same
Complexity How related the tasks are for a specific job class.This will affect the originality
and difficulty involved in identifying and performing the work
Responsibility The degree of accountability required in performing a job
Supervision Needed The extent to which the class works without supervision
Supervision Given The extent to which the class exercises supervisory functions
Impact on the The impact of the job classes'job functions on the employer's business
Business
Work Conditions Measured by factors such as surroundings and hazards
Takes into account the intensity and frequency of environmental elements
Surroundings encountered in the job,such as heat,cold,wetness,noise,fumes,odors,dust,and
ventilation measured in risk
Hazards Takes into account the number and frequency of physical activities,strains and
the severity of injury they can cause
Factors Not Considered
• Personal attributes of any employee • Job performance • Past service at the organization
• External market rates • Current compensation • Current job evaluation rating
1/12/2017 Attachment B—Flaherty&Hood Job Evaluation System 24
Attachment C
City of Stillwater Proposed Job Evaluation Points
IR FLAHERTY I HOOD PA 25
FLAHERTYI HOOD RA,
City of Stillwater
Proposed Job Evaluation Points
Positions are listed in descending order based on the"Proposed Job Evaluation Points"from highest to lowest points.
Department Current Job Title Proposed Job Title Proposed lob
Evaluation Points
AdMin, 1nr5fraEgr", 6'" tit,/`Administrator 950
(soiire'`'4 �, PollteChief. Police Chief 866
Pirrs� � r,, ,�' PIM thief•, Fire Chief 846
Co ruiw'' 'tevelopme`rif C`otnmun ty Development Community Development Director 793
/r
• dtyE13gsneerJ Public Works City Engineer Public Works Director
Engmeersng %� ' 786
bj�cfiaX,`.,
Fire /,,-./ /.• /-," bepu yFireChief. Deputy Fire Chief 761
Finance f s !. ,,,,: F}ngncetilieetor '
FinanceDirector 751
Adminstraticli / .,,. insidan-1 etourcesManager% l4umanResourcesManager. 713
Management lnforsnation
SyiEemsfJnformatitrtl`,/ jnfotmatiOs Systems Manager Infotosation Systems Manager 713
Tecilpokoglr
r r Police Captain
710
/
olite, ,7; • /, PoJicetaptairr
}�Jfiitt;,z;,,, ;fvr.-, 'tfgeaiit,l)iyestigafta[ Sergeant Investigator 580
•
Poli
uc
uSergeant 660`pp6Ju� riFsaper{nteff8ent
puk)icWorksSuperintetideni" 651
ifkepfarrf, ' FireCaptain 650
Poli �4//6 r ',,t/, a rd4��,J,cet k;;;;,,,';/',, Pattol;Offrier; 630
Eft o rr / Q's#s,en4 crit r Eiiglfieef ;,,: Assistant City3ngineer 626
AY{n1'l frktt,t "'f''• qfy G e'ik""f r }ty Clerks', 62D
//
;15',44.04,0,:-'45§4T4;);-„, agii * Plantser2, 613
Pdioe.AWe*-V:vF/'?;a5, iiy stigatiir investigator
Floari */199,/r,,,,,f,4,I' is1di Trsapn Director, ,,, Assistant Finance Director 583
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Marta o 'r 5 535
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',obit/ k;...t'.//'99 1 1/ MOO "Worker JV ,f,, iEIMEMS=E2iMiliiiiiiiiin 506'
IS Technician
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- - '%/ r kir„', r'!(drifitflis tive ,sistarit 375
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1/12/2017 Attachment C-City of Stillwater Proposed Job Evaluation Points 26
® FLAHERTY I HOOD P.A.
City of Stillwater
Proposed Job Evaluation Points
Positions are listed in descending order based on the"Proposed Job Evaluation Points"from highest to lowest points.
Proposed Job
Department Current Job Title Proposed lob Title Evaluation Points
Library ' Lirary-Dir"ector;'�, Library Director >'
Library Library Assistant Director ,Library Assistant Director 710.
Supervisor Librarian-Information Systems
Supervisory Librarian-,-- Supervisor /66P;;.*??
Library 2 information Systems Supervisor
Supervisory Librarian-Youth Supervisory Librarian-Youth Services -:'
LibrarJ ,.;` Services Supervisor Supervisor'`
Library` ,` `' Librarian I` • "; Librarian]
Library ; Library Custodian 1i Library Maintenance Worker 5t3
Library. %.Library Assistant 11"` Library Assistant 11 490 „//,4
Library ,LibraryAssociate Library Associate ;4 ,'.:'.
v ,
Library;. Library Office Specialist library Office Specialist •
Library LibraryCv�dr 4 Library ustodian..I
Library', 35SL
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Library / • 'Library Aide Library Aide 318 `=
Proposed Job
Department Current Job Title Proposed lob Title Evaluation Points
Water ”°' Water Board Mar ager, ,,,; WaterBoard,'M+fanager=" ;,.,'/f;', =r, 690i
Water 1aterDept.SuPervt :%,,: WaterDe',Su•erviser.,. F SL1i
Water' ainterfance Lead water Maintenance Lead Worker 46 r:/41f
Worker
Water Ea=1:=COMMIZZENI JR Water Maintenance Worker-111
Water Water Dept.Secretary Administrative Assistant
1/12/2017 Attachment C-City of Stillwater Proposed Job Evaluation Points 27
Attachment D
Bibliography
NE FLAHERTY HOOD P.A. 28
BIBLIOGRAPHY
League of Minnesota Cities. (2013, March 13). Local Government Pay Equity Act:An Overview.
Saint Paul: League of Minnesota Cities.
Minnesota Department of Employment and Economic Development. (n.d.). Occupational
Employment Statistics. Retrieved October 2014, from Minnesota Department of
Employment and Economic Development: http://mn.gov/deed/data/data-tools/oes/about-
oes jsp
Minnesota Management&Budget. (2015, February 2).Local Government Pay Equity. Retrieved
April 24,2015, from Minnesota Management&Budget:
http://www.mn.gov/mmb/images/guidetounderstandpayequityreports.pdf
WorldatWork. (2010).Base Pay Administration and Pay for Performance. Scottsdale:
WorldatWork.
WorldatWork. (2011).Job Analysis,Documentation and Evaluation. Scottsdale: WorldatWork.
FLAHERTY I HOOD P.A. Attachment H—Bibliography 29
BEST PRACTICES FOR POLLINATORS in the Real World
for Minnesota Counties, Municipalities, Leaders
MARCH 9, 2016: 8:00 AM — NOON
Dakota Lodge, Dakota County Park, 1200 Stassen Lane, West St. Paul 55118
f
o" J
Are you ready for 2017?Public concern over pollinator decline is on the rise, and justifiably so. Both native bees
and honey bees are struggling, putting natural ecosystems and agricultural systems at risk. Governor Dayton's
2016 Executive Order to restore pollinator health will affect local, county and state land management practices.
The Best Practices for Pollinators Summit will provide resources and innovative ideas for leaders in developing
best practices.
REGISTER AT WWW.POLLINATORFRIENDLY.ORG/PF-SUMMIT
Limited seating. Complimentary registration includes refreshments and materials. Certificate of completion
available to participants day of the summit.
....................................................................................................................._.........._......-.......................................................................--------................................
Who should attend: Public Works and Parks Directors & Managers, Environmental & Parks Commissions, Road
Maintenance Managers, Parks &Trails Managers, County Commissioners, City Council, City and County Planners,
Local and State Policymakers.
Sponsored by: Pollinator Friendly Alliance, Washington County Parks & Public Works,The Food Building, Dakota
County Parks, BankCherokee Smith Avenue Branch.
-DIVERSITY, BIOLOGY and RESOURCE CONCERNS of MINNESOTA POLLINATORS.
Spotlight on two at-risk species, the rusty patched bumble bee and monarch.
Sarah Foltz Jordan, Xerces Society
*PESTICIDES AND THEIR IMPACTS ON PEOPLE AND POLLINATORS.
Lex Horan, Pesticide Action Network
-STRATEGIES FOR RESTORING & MANAGING HABITAT IN URBAN & RURAL
LANDSCAPES. Steve Thornforde, Ecologist.
oWHAT IS INTEGRATED PEST MANAGEMENT (IPM) & WHAT IS PESTICIDE FREE?
Sarah Foltz Jordan, Xerces Society & Russ Henry, New Land
oPUTTING INTO PRACTICE. INNOVATIVE MANAGEMENT APPROACHES.
Dan MacSwain-Washington County Parks on IPM and Innovative Management Approaches; Meghan
Manhatton-Dakota County Parks on Monitoring; Russ Henry-New Land on Soil Health for Better Management;
Minnesota Dept. of Agriculture on Executive Order for Pollinator Protection Update.
oMANAGEMENT OF COMMON INVASIVE PLANT SPECIES.
Tara Kelly, Landscape Restoration Specialist, Washington Conservation District.
-CHOOSING PLANTS FOR ECOLOGICAL FUNCTION.
Dan Shaw, Board of Water& Soil Resources (BWSR).
•RESOURCE TABLES OPEN: Experts and Resources.
SARAH FOLTZ JORDAN, Pollinator Conservation Specialist for the Xerces Society. Sarah leads Xerces' Midwest
native bee and monarch habitat restoration projects, working with farmers & land managers to identify and
address pollinator resource concerns. Sarah also leads Xerces' Midwest pollinator outreach efforts, engaging and
motivating a diversity of farmers and citizens to take action for pollinators. She has recently authored several
new pollinator conservation resources, including a monitoring guide for native bees in the Upper Midwest, and a
habitat installation guide focused on organic (non-herbicide) site prep methods. Sarah is a member of Governor
Dayton's Committee on Pollinator Protection.
RUSS HENRY,New Land. Founder of Giving Tree Gardens, an organic environmental services company that
focuses on rebuilding local ecosystems while growing beautiful landscapes including soil health, composting,
rain gardens, butterfly gardens, pollinator friendly landscapes, shoreline restoration, organic lawn care, and
landscape design. Russ is currently working in development of New Land a business which performs soil health
consulting for area farmers and growers.
LEX HORAN, Midwest Organizer with Pesticide Action Network. Lex works along side communities harmed by
pesticides to reclaim the future of food and farming from the pesticide and biotech corporations. Lex is a
member of Governor Dayton's Committee on Pollinator Protection.
TARA KELLY, Washington Conservation District.The Conservation District works to enhance, protect and
preserve the natural resources through conservation projects,technical guidance and educational services to
citizens and local government. For over 10 years, Kelly has worked with NGO's and government agencies in the
St. Croix River Valley.As a Landscape Restoration Specialist with Washington Conservation District, her focus is
on restoring native landscapes and improving sustainability of working lands.Tara received her B.S. in Botany
and M.S. in Land Resources,from U of Wisconsin-Madison.
DAN MACSWAIN, Natural Resources Coordinator, Washington County Parks. MacSwain's background is in
environment science and natural resources including practical experience ranging from farming to scientific-
based ecology at the DNR and Parks. Dan oversees management of 4100 acres of Washington Parks and is
involved with roadside vegetation management. Dan is a member of Governor Dayton's Committee on
Pollinator Protection.
MEGHAN MANHATTON, Natural Resources Specialist,Dakota County Parks. Dakota County Parks enriches lives
by providing high quality recreation and education opportunities in harmony with natural resource preservation
and stewardship.The Natural Resources team manages 4,700 acres of natural area and is currently
implementing over$2 million in natural resource restoration projects on 800 acres throughout the system.
LAURIE SCHNEIDER,Co-Executive Director of Pollinator Friendly Alliance.Schneider is the Founder of the
Pollinator Friendly Alliance, a leading grassroots pollinator conservation organization working with Minnesota
communities to help restore and protect pollinators.
DAN SHAW,Senior Ecologist/Vegetation Specialist at Board of Water and Soil Resources(BWSR). BWSR is the
state soil and water conservation agency and administers programs that prevent sediment and nutrients from
entering our lakes, rivers and streams; enhance fish and wildlife habitat. Dan is part of Minnesota's Interagency
Pollinator Protection Team and leads BWSR's Pollinator Initiative.
STEVE THOMFORDE, Ecologist. Steve has designed and implemented over 8000 acres of restoration. His
research (UW-Madison) reveals intricate feedbacks between herbivores, nutrient availability, and floral
configurations.This information has led to the development of a "Working Lands Model"to achieve more
diverse and functional restorations. His contributions to restoration include haying prairie to maximize floral
diversity,viewing herbivory as the keystone grassland process, implementing multiple seed rains, and linking
invasion to excessive nutrient loads. His current focus is on "Terrestrial Eutrophication and Afforestation" (TEA)
as a significant threat to ecological integrity.
Endorsing Organizations: Washington County Pollinator Consortium,Washington County& Ramsey County
Conservation Districts, Dakota County Parks, Minnesota Dept. of Agriculture, Xerces Society, Board of Water&
Soil Resources BWSR, Pollinator Friendly Alliance, Pesticide Action Network.
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RESOLUTION 2017-011
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 $570,687.50 are hereby
approved for payment, and that checks be issued for the payment thereof. The
complete list of bills (Exhibit "A") is on file in the office of the City Clerk and may be
inspected upon request.
Adopted by the Council this 17th day of January, 2017.
Michael Polehna, Vice Mayor
ATTEST :
J. Thomas McCarty, Acting City Clerk
EXHIBIT "A" TO RESOLUTION #2017-011
LIST OF BILLS
1ST Line/Leewes Ventures LLC
Ace Hardware
Advanced Sportswear
Al's Coffee Company
Animal Humane Society
Aspen Mills
BDI Gopher Bearing
Bernicks
Board of Water Commissioner
Boyer Trucks
Buberl Black Dirt Inc.
Bureau of Crim. Apprehension
Burschville Construction Inc.
Campion Barrow & Associates
Carquest Auto Parts
CCS Construction Inc
CDW Government Inc.
Century Link
CivicPlus
Coca-Cola Distribution
Cole Papers
Comcast
Community Thread
Conference Room AV
Consolidated Welding Supply
Corval Constructors
Costar Realty Information Inc
Cub Foods
David Hardware Inc
Donald Salverda & Associates
ECM Publishers
Emergency Automotive
Emergency Medical Products
Emergency Response Solutions
Enterprise FM Trust
Environmental Systems Research
Fastenal Company
FedEx
FleetPride
G & K Services
Galls LLC
Gopher State One Call Inc.
Graw Judie M
H&L Mesabi
Heritage Printing Inc.
Holiday Companies
Snacks for concessions
Supplies
Carhartt rip stop pants
Coffee and supplies for concessions
Animal impound
Uniform
Conrad ball bearings
Beverages for concessions
Repair of service line at Staples Field
Equipment repair supplies
Black dirt
Terminal access charge
Storm sewer repairs
Testing
Parts & supplies
Myrtle St lift station improvements
Equipment for upgrades
Telephone
Employee onboarding set up and subscription
Beverages for concessions
Janitorial supplies
Cable, Internet & Voice
Contribution
Riverview room upgrade
Plasma cutter welder
Equipment & repairs
Property professional
Cake & icecream
Equipment repair supplies
Leaders helping leaders workshops
Publications
Equipment
First aid supplies
Install batteries
Lease vehicles
ArcGIS Maint.
Supplies & equipment
Shipping
Equipment repair supplies
Mats
Uniforms
Locates
Refund of Parking Ramp Permit for 1st qtr 2017
Equipment
Business cards
Vehicle washes
Page 1
876.80
268.35
207.50
679.60
1,055.00
3,385.26
21.90
414.70
207.30
31.78
28.00
270.00
7,350.00
1,245.00
211.09
106,757.48
6,743.95
314.50
3,650.00
420.09
225.43
289.94
3,818.75
355.00
4,309.13
47,822.39
360.61
54.96
228.87
600.00
123.76
229.00
65.39
61.90
3,837.67
2,450.00
2,610.38
22.82
59.54
647.92
357.93
135.00
69.00
4,213.22
103.80
195.00
EXHIBIT "A" TO RESOLUTION #2017-011 Page 2
Ice Skating Institute Conference 160.00
Innovative Office Solutions LLC Paper 231.38
J.H. Larson Company Gas furnace 506.66
Jahnke Brian Reimburse for work boots 160.00
Lemoine Chyrisse Reimburse for folding knife 66.26
Loffler Companies IT professional services 82.50
MailFinance Inc Folding Machine Lease 1,104.18
Mansfield Oil Company Fuel 2,360.80
Menards Equipment repair supplies 509.89
Metro Area Mgmt Association MAMA Luncheon 40 .00
Metropolitan Council Wastewater Charge 142,290.96
Miller Excavating Water main break 19,422.66
MN Dept of Labor and Industry Elevator license 100.00
MN Dept of Public Safety EPCRA Program Hazardous chemical inventory fee 25.00
MN State Fire Department Assoc 2017 MSFDA Membership 423.00
MP Nexlevel LLC Locating 290.00
NAC Mechanical and Electrical Services Equipment repair charges 2,410.75
National Fire Protection Association Subscription 1,345.50
Needels Supply Inc. Supplies 49.59
Office Depot Office supplies 342.76
On Site Body Armor Uniform 1,032.40
OnSite Sanitation Portable restroom rental 308.00
O'Reilly Auto Parts Equipment repair supplies 299.09
Pepsi Beverages Company Beverages for concessions 573.78
Pereboom Jesse Reimburse for mileage 22.14
Performance Plus LLC Drug screen 600.00
Quickstart Intelligence Training 217 .80
Rose City Sign Company Hung garland & wreaths 275.00
Spok Pager service 47.20
Sports Engine Sitebuilder 300.00
St. Croix Boat and Packet Co . Arena billing 59,076.25
Stillwater Motor Company Auto parts 773.13
Stillwater Rotary Club Membership 380.00
Stillwater Towing Tow service 450.00
TBEI lnc/Crysteel Manufacturing Front plow hitches 26,210.00
Tessman Seed Co . St. Paul Ice melt 442 .50
Thomson Reuters Information Charges 393.75
Titan Machinery La Cross Equipment repair supplies 56.96
Titan Machinery Shakopee Equipment repair parts 270.15
Toll Gas and Welding Supply Cylinders 44.14
Tri-State Bobcat Equipment repair supplies 64.66
Uline Inc Desk direct thermal label 191.44
Urbiha Judith Reimburse for supplies 39.93
US Postal Service Postage machine 5,000.00
Verizon Wireless Police Mobile Broadband 612 .20
Voyant Communications Phone 502.59
Washington County Property Records Election judge meals 491.09
Washington Cty Fire Chief Assoc. 2017 Membership 50.00
EXHIBIT "A" TO RESOLUTION #2017-011
Wold Architects and Engineers
Wulfing David
Young Dan
Youth Service Bureau
Zahl Petroleum Maintenance Co.
LIBRARY
Ace Hardware
Baker and Taylor
Broda rt Co
ECM Publishers
Friends@ Stillwater Public Lib
G & K Services
Gardner Builders
Midwest Tape
Reptile & Amphibian Discovery Zoo
Simplex Grinnell LP
Stillwater Public Library Foundation
Washington County Library
Weston Woods Studios
ADDENDUM
Land Title
Magnuson Law Firm
Marchetti Joe
Mid State Organized Crime Info Center
Washington Conservation District
Washington Cty Rd & Bridge
WSB
Xcel Energy
Adopted by the City Council this
17th Day of January, 2017
Police/City Hall Remodel
Reimburse for expenses
Reimburse for Region 18 Cert
Contribution
Fuel system project
Snow thrower & supplies
Materials
Materials
Materials
Friends Dec CC Tran Reimbursement
Towels & Rugs
Building Reconfiguration
Materials
Programs -Juv (SPLF)
2017 Fire Alarm Svc Agreement
SPLF Dec CC Reimbursement
Materials
Materials
Refund due to overrun street costs
Professional Service
Reimburse for training
Membership
4th Qtr billings
Traffic Signal Maint
Professional services
Energy
Page 3
3,823.36
170.00
50.00
2,500.00
8,647.00
1,015.74
643.61
299.38
246.30
24.00
82.54
30,571.78
2,672.30
270.00
1,490.60
295.18
1,303.38
669.41
6,329.40
8,639.33
370.64
150.00
625.00
1,227.74
11,616.75
8,922.26
TOTAL 570,687.50
SPECIAL MEETING
REGULAR MEETING
i 1 1N'a t ec
114E 1 IRTMELA CE OF MINNESOTA
AGENDA
CITY COUNCIL MEETING
Council Chambers, 216 Fourth Street North
January 17, 2017
4:30 P.M. AGENDA
4:30 P.M.
7:00 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. OTHER BUSINESS
1. Presentation of Classification/Compensation Study (Available Tuesday)
IV. ADJOURNMENT OF SPECIAL MEETING TO EXECUTIVE SESSION FOR LABOR RELATIONS
7:00 P.M. AGENDA
V. CALL TO ORDER
VI. ROLL CALL
VII. PLEDGE OF ALLEGIANCE
VIII. APPROVAL OF MINUTES
2. Possible approval of January 3, 2017 regular and recessed minutes.
IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS
3. S.E.E.D. Program - Kristin Klemetsrud
4. New lights downtown - Xcel Energy - Collette Jurek
5. Proclamation: Stillwater Soccer Team
6. Council Service Award: Daylily & Trillium Garden Club/Public Works/MnDOT for daffodil
project on Highway 95 south of downtown
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. STAFF REPORTS
7. Police Chief
8. Fire Chief
9. City Clerk
10. Community Development Dir.
11. Public Works Dir.
12. Finance Director
13. City Attorney
14. City Administrator
XII. 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.
15. Resolution 2017-011, directing the payment of bills
16. Resolution 2017-012, approval of Revised Addendum No. 1 to the City of Stillwater and
Plymouth Ridge, Inc., Coverall of the Twin Cities
17. Resolution 2017-013, approving license to use real property - Washington County - HHW
Day - May 20, 2017
18. Resolution 2017-014, approving agreement with Metropolitan Mechanical Contractors, Inc.
(MMC) - Fire Department
19. Resolution 2017-015, approving agreement with Overhead Door Company of the Northland -
Fire Department
20. Resolution 2017-016, resolution rescinding Resolution 2016-156 and approving the On -sale
(Monday -Saturday) and Consumption & Display Permit (Sundays Only) for JX Event Services
LLC, DBA: JX Venue
21. Possible approval of sanitary sewer adjustments
22. Resolution 2017-017, approving 2017 Fee Schedule
23. Resolution 2017-018, approving appointment to Human Rights Commission
XIII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR
COMMENTS TO 10 MINUTES OR LESS.
24. Case No 2016-043. This is the date and time for a public hearing to consider a request by
Brown Creek West, LLC, applicant for the consideration of a Zoning Map Amendment to
include the 3 adjoining parcels to the Height Overlay District, zoning them as `bluff side' for the
property located at 107 3rd Street North in the CBD. PID 28.030.20.42.0061. Notices were
mailed to affected property owners and published in the Stillwater Gazette on December 2,
2016. (Continued from January 3, 2017 meeting) (Ordinance - 1St Reading - Roll Call)
25. Case No. 2016-046. This is the date and time for a public hearing to consider a zoning code
amendment that would require a public site plan review for any new construction or
remodeling or change of use occurring in Downtown Stillwater that involves more than 12,000
gross square feet of floor space. Notice was published in the Stillwater Gazette on December 2,
2016. (Continued from January 3, 2017 meeting) (Ordinance - 1St Reading - Roll Call)
XIV. UNFINISHED BUSINESS
26. Discussion on Aiple property Concept Park Plan
XV. NEW BUSINESS
XVI. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED)
XVII. COMMUNICATIONS/REQUESTS
XVIII. COUNCIL REQUEST ITEMS
27. Beyond the Yellow Ribbon update
XIX. STAFF REPORTS (CONTINUED)
XX. ADJOURNMENT
i 1\' ater
114E O IRTMELA CE OF MINNESOTA
CITY COUNCIL MEETING MINUTES
January 3, 2017
REGULAR MEETING 4:30 P.M.
Mayor Kozlowski called the meeting to order at 4:37 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
Discussion on Aiple Property concept
Community Development Director Turnblad explained that since late 2012 the City has been working
with Washington County to purchase the former Aiple property on the St. Croix River. A Concept
Park Plan for the property is being developed. After the Concept Plan has been adopted by the City
Council and accepted by the County, a conservation easement will be needed before the City can
purchase the property from the County. There is a Voluntary Investigation and Cleanup Site (VIC) on
the property, because it was historically used for industrial waste. Hoisington Koegler Group has been
hired by the City to work on the concept plan.
Bryan Harjes, Hoisington Koegler Group, reviewed existing conditions on the site. Miller Dunwiddie
evaluated the home and found that overall it is in pretty good shape, but dated. There is a foundation
crack on the west wall, an active insect infestation in the pool area, standing water and mold in the
pool area, the roof may need replacement, and mechanical systems are at their lifespan and undersized.
ADA accessibility issues include the need for upgraded toilets and fixtures, railings, fire alarms,
handrails, sprinklers, and new mechanical and electrical upgrades. To bring it up to code for a useable
public assembly building would cost about $1.1 million. There is question about how to get enough
parking spaces for an event use and increasing the impervious surface. The site could be suitable for
a small open-air pavilion or event space.
Councilmember Weidner asked how many different potential uses were identified for the house; and
Community Development Director Turnblad replied that the study looked at two different occupancy
loads - 125 versus around 35 people and that the uses would all be tied to available parking. Using the
building for large numbers of people would not work well because they would not all be able to park
on site.
Councilmember Weidner then inquired about using the house for a non-public use such as a police
station; and Mr. Turnblad responded that would be a possibility, but the groups that staff has been
meeting with preferred a public, passive use, such as picnics, educational programs, boat or kayak
City Council Meeting January 3, 2017
drop -ins, or bird watching and felt the two level garage could be a good location for kayak and canoe
rental and storage.
Councilmember Menikheim asked if it is possible to use the house in some way that would benefit the
City and the community. He does not want to demolish the house if there is an entrepreneurial use for
it.
Mr. Harjes stated it was deemed that the building would be torn down as a condition of the grant
application. He explained the potential expansion of the depot parking lot on a portion of MnDOT
right-of-way, which could net 20-24 spaces and would require some grading and retaining wall work.
Community Development Director Turnblad added that when the theater company received a Special
Use Permit, one condition was that they would improve parking so it could be accommodated on site.
The City would hope to extend its parking for the park onto that property. If the SUP for the theater is
not implemented for some reason, the City can still configure parking in that area.
Mr. Harjes went onto explain site conditions in the central portion of the property. Another pedestrian
pathway, a drop-off with ADA spaces, and ADA -accessible beach could be created. The garage could
be used for storage or a kiosk for self-service rental. On the north end, the concept plan includes native
plantings and a natural surface loop trail, highlighting the grotto pool area.
Councilmember Weidner asked, what the purpose of the park is; and Mr. Turnblad replied the purpose,
is as defined by major funding sources, is to provide conservation features that help protect the river,
and recreational uses that do not conflict with the conservation purposes. There are characteristics of
this property that lend it to passive uses.
Councilmember Weidner remarked the site is a natural stopping point for people entering the north
part of the City, making the river available to people for non -motorized watercraft and fishing docks.
He disagrees with the assumption that the building will have to be torn down because of funding.
Community Development Director Turnblad reiterated that it is clear in the grant agreement the
building has to come down. While the state senator and others have put forth efforts to determine
whether that language could be struck, at this point the LCCMR grant and the proposal upon which
the grant was awarded, stated clearly that the residence would have to go away.
Councilmember Weidner expressed that it is his understanding from the state senator that demolition
of the house is not required.
Councilmember Menikheim stated he is comfortable with the concept plan but would also like to
consider the entire 1.8 miles of City waterfront between Aiple and Bridgeview Park as part of the
bigger picture. He feels that making it a passive park for the next five years will provide a chance to
see how people use it.
Councilmember Polehna recalled being told at a workshop that the language was taken out and the
City does not have to get rid of the building. Mr. Turnblad replied then there is miscommunication.
The concept plan shows the house gone because the grant document shows it gone.
Mayor Kozlowski suggested that the Council direct staff to find out what the state's interpretation says
about the house. He does not want to demolish the house, or not look at a use for it, if the assumption
that it be torn down is not correct.
Councilmember Junker commented that in some of the earlier meetings, Miller Dunwiddie had not
done a demolition bid. Mr. Harjes answered that the rough estimate of demolition costs was about
$300,000-350,000.
Page 2 of 9
City Council Meeting January 3, 2017
Councilmember Polehna stated he thinks the overall concept plan is good, but he would like to see
more people have access to the park, and to make access easier for handicapped and for parking. He
feels that everybody should be able to use the park.
Discussion on Special Event Policy recommendations
City Administrator McCarty reported that staff has collected background data on event activity within
Stillwater; researched event policies from similar Minnesota cities; discussed potential policy updates
at Council work sessions; and convened staff work sessions to develop, discuss and analyze potential
Event Policy updates and changes. He summarized elements of the policies that have been reviewed,
including Application Submittal Timelines, Event Thresholds, Fee Structure, and Designated Routes
for Events. He presented a draft version of the applicable sections of the City Event Policies showing
suggested language updates. Staff will present the proposed Event Policies updates to the Parks
Commission and any other appropriate City boards or commissions for their recommendations prior
to submitting final recommended updates for Council action. Updates to the Event Policies will require
adoption of a resolution by the Council.
Mayor Kozlowski expressed that he feels the proposed timelines for application seem appropriate.
Councilmember Polehna stated he would eliminate references to specific park names in regard to the
fees.
Mr. McCarty noted that the current park use fee, $500 per event for Lowell Park for contract events,
would go to $1,500 per day. Currently, special events with contracts pay a very small park usage fee,
but they pay the City for other things, for instance rental of picnic tables, barricades, restrooms, public
safety costs and so on. A higher event park usage fee would cover all staff costs. Another possibility
would be to have an event park usage fee and then a set standard fee for any public works, police or
fire services. He stated that other communities are all over the board on this.
Councilmember Polehna stated he would like to see the proposal reviewed by the Parks Commission.
Mayor Kozlowski pointed out there are some events that are almost entirely done for the good of the
community, such as Summer Tuesdays and Harvest Fest. He would not want to see their event park
usage costs increased that much, but he does want to cover City costs.
City Administrator McCarty noted there are negotiated fee structures built into the City's contracts
with Ice Castles and Lumberjack Days. The City probably would not want to waive fees for all
nonprofits as most of the organizers are defined as non-profit except for the possibly of two. There are
about 35 events between May and October that use City parks. As the loop trail is completed, there
will probably be more events and greater potential for conflicts among events wanting to use City
parks.
Councilmember Junker indicated that he also thinks the Parks Commission should provide input. He
likes the fact that some of the fees are going up and felt that the current fees were too low. It will be
important to achieve balance. He would not want Stillwater to be known as the event capital of the
Midwest with an event every night and every weekend.
Councilmember Polehna suggested adding a commercial use fee, for instance for filming a movie in
Lowell Park.
Mr. McCarty agreed to present the Council's thoughts to the Parks Commission. He informed the
Council that the City should notify organizers of the past year's events that the Council is considering
changes in the events policies.
Page 3 of 9
City Council Meeting January 3, 2017
Councilmember Weidner reminded the Council that the bridge is in Oak Park Heights. He stated that
the City should have conversations with Oak Park Heights, MnDOT and WisDOT for events involving
the bridge and St. Croix County, since Stillwater will likely be the point of origin for some of these
route events.
STAFF REPORTS
Police Chief Gannaway reported that Toys for Tots was very successful. He thanked everyone for their
contributions.
Fire Chief Glaser noted a relatively quiet year-end.
Community Development Director Turnblad indicted that the new zoning administrator, Erik Olson -
Williams, started work today.
City Administrator McCarty informed the Council that the League of Minnesota Cities has invited
Councilmembers to a legislative session on March 23 to review active legislation and visit legislators.
RECESS
Mayor Kozlowski recessed the meeting at 6:11 p.m.
RECESSED MEETING 7:00 P.M.
Mayor Kozlowski called the meeting to order at 7:06 p.m.
Present: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Absent: None
Staff present: City Administrator McCarty
City Attorney Magnuson
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.
OATH OF OFFICE FOR NEWLY ELECTED MEMBERS OF COUNCIL
City Clerk Ward administered the oath of office to newly elected Councilmembers Junker and
Weidner.
APPROVAL OF MINUTES
Possible approval of minutes of the December 20, 2016 regular meeting
Motion by Councilmember Menikheim, seconded by Councilmember Junker, to approve the December
20, 2016 regular meeting minutes. All in favor.
Page 4 of 9
City Council Meeting January 3, 2017
PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS
Certificate of Appreciation and Presentation of Retirement Plaque - Tom Linhoff
Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt Resolution 2017-007,
Certificate of Appreciation/Proclamation for Tom Linhoff who is retiring.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: None
Mayor Kozlowski read Resolution 2017-007, recognizing Tom Linhoff, retiring from his position as
part-time, on-call Assistant Fire Chief after 42 years of service to the City.
Fire Chief Glaser presented a Certificate of Appreciation, Retirement Plaque, and firefighter statue to
Mr. Linhoff. He commended Mr. Linhoff's dedication to the City, and recognized his wife, Sarah
Linhoff.
Mr. Linhoff thanked the Mayor, Council and Chief Glaser. He recalled the early days of his service
on the Department and noted that firefighter training was intensified as a result of the tragic Brines
Meat Market fire in 1982. He encouraged citizens and firefighters to be safe.
OPEN FORUM
There were no public comments.
CONSENT AGENDA
Resolution 2017-001, directing the payment of bills
Resolution 2017-002, designation of depositories for 2017
Resolution 2017-003, designating a responsible authority and assigning duties in accordance with
the State of Minnesota Data Practices Statute
Resolution 2017-004, designating the Stillwater Gazette and St. Paul Pioneer Press as the City's
legal publications and approving contracts with the Stillwater Gazette and St. Paul Pioneer
Press for 2017
Resolution 2017-005, appointments to Library Board of Trustees
Possible approval of 5600 Toolcat with attachments for removing snow from the dome and outdoor
rink area - Capital Outlay — Rec Center
Motion by Councilmember Polehna, seconded by Councilmember Junker, to adopt the Consent Agenda.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: None
PUBLIC HEARINGS
Case No 2016-043 A public hearing to consider a request by Trinity Lutheran Church, property owner,
and Brown Creek West, LLC, applicant for the consideration of a Zoning Map Amendment to include the
3 adjoining parcels to the Height Overlay District, zoning them as `bluff side' for the property located at
107 3rd Street North in the CBD
Community Development Director Turnblad stated that staff is requesting the Council postpone
consideration of Case No. 2016-43 to February 7, 2017, in order to give the Planning Commission
sufficient time to review and make recommendation on the request.
Mayor Kozlowski opened the public hearing.
Page 5 of 9
City Council Meeting January 3, 2017
Motion by Councilmember Junker, seconded by Councilmember Weidner, to continue the public
hearing for Case No. 2016-043. All in favor.
Case No. 2016-046 A public hearing to consider a zoning code amendment that would require a public
site plan review for any new construction or remodeling or change of use occurring, in Downtown
Stillwater that involves more than 12,000 gross square feet of floor space
Community Development Director Turnblad explained that staff is requesting the Council postpone
consideration of Case No. 2016-046 to February 7, 2017, in order to give the Planning Commission
sufficient time to review and make recommendation on the request.
Mayor Kozlowski opened the public hearing.
Motion by Councilmember Menikheim, seconded by Councilmember Weidner, to continue the public
hearing for Case No. 2016-046. All in favor.
UNFINISHED BUSINESS
Possible approval of an agreement with the DNR related to Brown's Creek Park and Trail items
Public Works Director Sanders stated that staff has reached an agreement with the DNR regarding
maintenance on the trail for the 2016/2017 winter season. The City would plow the trail from Marylane
Avenue North to the trailhead at Laurel Street. This agreement would be in effect until April 1, 2017.
Afterwards the DNR would review the maintenance efforts of the City with the possibility of a five
year agreement beginning in the fall of 2017. Staff recommends that Council approve the agreement.
Motion by Councilmember Weidner, seconded by Councilmember Junker, to adopt Resolution 2017-006,
approving the Brown's Creek State Trail Cooperative Agreement between the State of Minnesota and the
City of Stillwater.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: None
Continuation of discussion on elements of the Short Term Horne Rental ordinance
Community Development Director Turnblad reviewed an outline of the major elements from past
Council discussion so a draft may be further developed.
Councilmember Junker asked if the draft ordinance addresses penalties for violations; and Mr.
Turnblad answered that permits for each of the different rental types would have different penalties
for violation, based on a "three strike" system.
Mayor Kozlowski inquired if there would be incentive for existing bed and breakfasts to change their
permit type to owner -occupied short term rentals because there are a lot of B&B regulations; and Mr.
Turnblad replied there is no reason they could not change, as long as they meet the performance
standards. In the minds of many clients or customers, there is a difference between renting out an
entire home versus the hosted situation of a B&B. Providing breakfast triggers the County's health
department's involvement.
Councilmember Weidner asked about the history of requiring a distance of 900 feet between B&Bs;
and City Attorney Magnuson responded that at the time, B&B was a new concept. The rationale for
allowing them was preservation of historic houses, so there could conceivably be some neighborhoods
where there may be 4-5 of them right next to each other. The close proximity of B&Bs would cause a
burden on parking in the neighborhood. Perhaps now everyone with these old houses does not want to
convert to a B&B so there may be less need for the distance requirement.
Page 6 of 9
City Council Meeting January 3, 2017
Councilmember Weidner voiced concern about property in residential neighborhoods becoming a
commercial property. He feels the health, welfare and safety issues are paramount, such as sprinklers.
He also is concerned about having 10-12 people in a place that is not intended for that many. He
brought up the idea of limiting the number of nights people can rent out their home for short term
rental purposes, perhaps to 14 days a year, to prevent making mini hotels all over the city. He wants
to be fair to the B&B owners who have abided by the rules for so long.
Mayor Kozlowski pointed out that limiting the number of days could eliminate the proximity
threshold. His main concern is the impact on the neighborhood. He would increase it to something like
30 nights per year.
Councilmember Polehna stated that the way it is written it sounds like the tax is negotiable. He would
like the payment of the 3% lodging tax to be non-negotiable.
Councilmember Junker remarked the City needs to put something in place for violations by those who
continue to operate but do not want to go through the permit process. City Attorney Magnuson
responded the ordinary petty misdemeanor/gross misdemeanor progression could be used, or a
temporary restraining order or injunction.
Councilmember Junker reminded the Council that homeowners of a non -hosted B&B may have
invested a lot of money in renovation of a property, an investment they may not recoup if they can
only rent their house out for 30 nights a year.
Councilmember Weidner questioned whether the City wants to have a lot of non -homesteaded
properties managed by companies. He prefers not to use Special Use Permits for short term rentals
because he does not want them to run with the land.
Community Development Director Turnblad noted that cities that put a fairly restrictive number of
days on certain types of vacation rentals do so to discourage it. He is hearing from Councilmember
Weidner that the City should put a cap on the non -homesteaded, investment type, which essentially
keeps them out of town.
Mayor Kozlowski and Councilmembers Polehna, Junker and Weidner agreed they prefer the concept
of licensing rather than SUP.
Mr. Turnblad recapped that he is hearing that for hosted and B&Bs the City would not limit the number
of nights, but for homesteaded and non -homesteaded, the City would put a limit on number of nights.
The City would not worry about geographic location and would go with the County assessor's office
classification regarding homesteaded or non -homesteaded.
Councilmember Menikheim questioned whether the City is trying to encourage or discourage vacation
rentals, as it seems to be a nationwide and worldwide trend.
Mayor Kozlowski asked if there should be a permit or application fee; and Mr. Turnblad replied there
would be a nominal fee.
Councilmember Weidner asked if there is liability associated with licensing a use; and City Attorney
Magnuson responded that the Supreme Court has stated that a City has a duty to protect the public but
not individuals, so the licensing would not be considered an insurance policy against injury.
Mr. Turnblad suggested developing a safety checklist, together with Washington County and City fire
and building inspection staff, with requirements to be checked off before a license could be issued. He
added that there will be public hearings by both the Council and Planning Commission.
Page 7 of 9
City Council Meeting January 3, 2017
NEW BUSINESS
Possible approval of meeting date changes for 2017
City Clerk Ward explained the Council meetings that will need to be rescheduled in 2017. It was
determined that the Council will provide available dates to the City Clerk for the May workshop.
Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt Resolution 2017-
008, adoption of 2017 City Council and Boards/Commissions meeting calendar.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: Councilmember Weidner
Designation of Vice Mayor
Councilmember Menikheim nominated Councilmember Polehna to be Vice Mayor.
Motion by Councilmember Menikheim, seconded by Councilmember Weidner, to adopt Resolution
2017-009, Designation of Vice Mayor.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: None
2017 Council Representative Appointments to Boards and Commissions
City Clerk Ward explained the proposed Council appointments.
Councilmember Weidner mentioned earlier discussion about making the Council Representative a
voting member of the Planning Commission and reducing the number of Planning Commissioners to
seven.
City Clerk Ward stated that in April 2016, the Council discussed this and no formal vote was taken,
but agreed to reduce the size of the Planning Commission by attrition. In May, three of the current
nine Planning Commissioners will be up for reappointment.
Councilmember Junker pointed out that currently, none of the Council representatives vote on any of
the commissions whereas in years past, they did.
City Attorney Magnuson explained that the reason the votes were taken away is that the City Council
acts as an appeal board for the decisions of the commissions, so if the Councilmember votes, then on
an appeal, their position could be considered compromised because they have their mind made up
already. The Council person sitting on that appeal would have a right to change their mind, but it
complicates the process. The appearance of a conflict may taint the process in the eyes of the public.
City Clerk Ward requested staff direction regarding the reduction of the Planning Commission, term
limits and the voting status of Council representatives on Boards/Commissions.
Motion by Councilmember Menikheim, seconded by Councilmember Junker, to adopt Resolution 2017-
010, Designation of Council Representative appointments to Boards/Commissions for 2017 and directed
staff to present options relating to reduction of the Planning Commission, term limits and the voting status
of Council representatives on Boards/Commissions.
Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski
Nays: None
COMMUNICATIONS/REQUESTS
There were no communications/requests.
Page 8 of 9
City Council Meeting January 3, 2017
COUNCIL REQUEST ITEMS
There were no Council request items.
ADJOURNMENT
Motion by Councilmember Junker, seconded by Councilmember Polehna, to adjourn the meeting at 8:28
p.m. All in favor.
Michael Polehna, Vice Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
Resolution 2017-001, directing the payment of bills
Resolution 2017-002, designation of depositories for 2017
Resolution 2017-003, designating a responsible authority and assigning duties in accordance with
the State of Minnesota Data Practices Statute
Resolution 2017-004, designating the Stillwater Gazette and St. Paul Pioneer Press as the City's
legal publications and approving contracts with the Stillwater Gazette and St. Paul Pioneer
Press for 2017
Resolution 2017-005, appointments to Library Board of Trustees
Resolution 2017-006, approving the Brown's Creek State Trail Cooperative Agreement between the
State of Minnesota and the City of Stillwater
Resolution 2017-007, Proclamation for Tom Linhoff retirement
Resolution 2017-008, adoption of 2017 City Council and Boards/Commissions meeting calendar
Resolution 2017-009, Designation of Vice Mayor
Resolution 2017-010, Designation of Council Representative appointments to Boards/Commissions
for 2017
Page 9 of 9
Edward Bieging,
LED Program Coordinator, Distribution Business Operations
City of Stillwater LED Conversion
2
MN-90,000 Lights
2.5 years
Stillwater
Expected Start –Feb
4 Donovan Crews
Less than 1 week to complete
Xcel Energy LED Project Overview
LED Project Overview
3
Before and After
LED Street Lighting Savings
686 Street lights to be converted
Annual cost savings -$4,246.20
Annual energy savings –283,575 kWh
Annual Emissions avoided –298,888 CO2 lbs.
4
City o�
S tiQ.Qwaten, (.)Ut toftesota
Pnodamatioi
Whereas, the Stillwater 3figh SchooC Boys Soccer Team are
the 2016 MS3-(SL State Champions, Section 4-4 Champions, and
Suburban Past Champions, finishing the season with a team
record of 22-0, with 95 Goals for; and ii Goals ._Against; and
Whereas, Phil Johnson is named one of the 2016 Cup
Champions, and Max Preps is named one of the 2016 Nationally
Ranked Tour honorees; and
Whereas, .ACC State honorees went to teammates Patrick
.Allan, lv!igueCCaravias, and CoCman Warrington; and
Whereas, Suburban East ACC Conference went to teammates
Patrick .Allan, .Miguel Caravias, Colman Warrington, rKohei
.Adams, Logan Huber, and Spencer Scott; and
Whereas, Suburban Past .ACC Conference Honorable .Mention
went to teammates 'Weston ,McGinley, Fred LeClair, Nick
Smetana, Jayger EckCes, Mason Bartosh, andJorge .Malon.
NOW, THEREFORE, I, MICHAEL POLEHNA, by virtue of the
authority vested in me, as Vice Mayor of the City of Stillwater,
do hereby proclaim
January 17, 2017
STILLWATER AREA HIGH SCHOOL
BOYS SOCCER TEAM DAY
L/iAayo/t
iliwater
THE BIRTHPLALE OF MINNESOTA
STILLWATER
CITY COUNCIL
SERVICE AWARD
On behalf of a grateful City and upon the recommendation of leading citizens, the
Mayor and City Council hereby extend recognition to
Dct�4 d S'd(&wn qctden C&L€,
Stil?(w-ate4 fFu5€k Woxfi, d .Nirc17(9�
for their work planting daffodils, along the Hwy 95 right of way
south of downtown, in the City of Stillwater
and for outstanding service in support of the City of Stillwater's mission.
Michael Polehna, Vice Mayor
Date of Recognition: January 17, 2017
EXHIBIT "A" TO RESOLUTION #2017-011 Page 1
LIST OF BILLS
1ST Line/Leewes Ventures LLC
Ace Hardware
Advanced Sportswear
Al's Coffee Company
Animal Humane Society
Aspen Mills
BDI Gopher Bearing
Bernicks
Board of Water Commissioner
Boyer Trucks
Buberl Black Dirt Inc.
Bureau of Crim. Apprehension
Burschville Construction Inc.
Campion Barrow & Associates
Carquest Auto Parts
CCS Construction Inc
CDW Government Inc.
Century Link
CivicPlus
Coca-Cola Distribution
Cole Papers
Comcast
Community Thread
Conference Room AV
Consolidated Welding Supply
Corval Constructors
CoStar Realty Information Inc
Cub Foods
David Hardware Inc
Donald Salverda & Associates
ECM Publishers
Emergency Automotive
Emergency Medical Products
Emergency Response Solutions
Enterprise FM Trust
Environmental Systems Research
Fastenal Company
FedEx
FleetPride
G & K Services
Galls LLC
Gopher State One Call Inc.
Graw Judie M
H&L Mesabi
Heritage Printing Inc.
Holiday Companies
Snacks for concessions
Supplies
Carhartt rip stop pants
Coffee and supplies for concessions
Animal impound
Uniform
Conrad ball bearings
Beverages for concessions
Repair of service line at Staples Field
Equipment repair supplies
Black dirt
Terminal access charge
Storm sewer repairs
Testing
Parts & supplies
Myrtle St lift station improvements
Equipment for upgrades
Telephone
Employee onboarding set up and subscription
Beverages for concessions
Janitorial supplies
Cable, Internet & Voice
Contribution
Riverview room upgrade
Plasma cutter welder
Equipment & repairs
Property professional
Cake & icecream
Equipment repair supplies
Leaders helping leaders workshops
Publications
Equipment
First aid supplies
Install batteries
Lease vehicles
ArcGIS Maint.
Supplies & equipment
Shipping
Equipment repair supplies
Mats
Uniforms
Locates
Refund of Parking Ramp Permit for 1st qtr 2017
Equipment
Business cards
Vehicle washes
876.80
268.35
207.50
679.60
1,055.00
3,385.26
21.90
414.70
207.30
31.78
28.00
270.00
7,350.00
1,245.00
211.09
106,757.48
6,743.95
314.50
3,650.00
420.09
225.43
289.94
3,818.75
355.00
4,309.13
47,822.39
360.61
54.96
228.87
600.00
123.76
229.00
65.39
61.90
3,837.67
2,450.00
2,610.38
22.82
59.54
647.92
357.93
135.00
69.00
4,213.22
103.80
195.00
EXHIBIT "A" TO RESOLUTION #2017-011
Ice Skating Institute
Innovative Office Solutions LLC
J.H. Larson Company
Jahnke Brian
Lemoine Chyrisse
Loffler Companies
MailFinance Inc
Mansfield Oil Company
Menards
Metro Area Mgmt Association
Metropolitan Council
Miller Excavating
MN Dept of Labor and Industry
MN Dept of Public Safety EPCRA Program
MN State Fire Department Assoc
MP Nexlevel LLC
NAC Mechanical and Electrical Services
National Fire Protection Association
Needels Supply Inc.
Office Depot
On Site Body Armor
OnSite Sanitation
O'Reilly Auto Parts
Pepsi Beverages Company
Pereboom Jesse
Performance Plus LLC
Quickstart Intelligence
Rose City Sign Company
Spok
Sports Engine
St. Croix Boat and Packet Co.
Stillwater Motor Company
Stillwater Rotary Club
Stillwater Towing
TBEI Inc/Crysteel Manufacturing
Tessman Seed Co. St. Paul
Thomson Reuters
Titan Machinery La Cross
Titan Machinery Shakopee
Toll Gas and Welding Supply
Tri-State Bobcat
Uline Inc
Urbiha Judith
US Postal Service
Verizon Wireless
Voyant Communications
Washington County Property Records
Washington Cty Fire Chief Assoc.
Conference
Paper
Gas furnace
Reimburse for work boots
Reimburse for folding knife
IT professional services
Folding Machine Lease
Fuel
Equipment repair supplies
MAMA Luncheon
Wastewater Charge
Water main break
Elevator license
Hazardous chemical inventory fee
2017 MSFDA Membership
Locating
Equipment repair charges
Subscription
Supplies
Office supplies
Uniform
Portable restroom rental
Equipment repair supplies
Beverages for concessions
Reimburse for mileage
Drug screen
Training
Hung garland & wreaths
Pager service
Sitebuilder
Arena billing
Auto parts
Membership
Tow service
Front plow hitches
Ice melt
Information Charges
Equipment repair supplies
Equipment repair parts
Cylinders
Equipment repair supplies
Desk direct thermal label
Reimburse for supplies
Postage machine
Police Mobile Broadband
Phone
Election judge meals
2017 Membership
Page 2
160.00
231.38
506.66
160.00
66.26
82.50
1,104.18
2,360.80
509.89
40.00
142, 290.96
19,422.66
100.00
25.00
423.00
290.00
2,410.75
1,345.50
49.59
342.76
1,032.40
308.00
299.09
573.78
22.14
600.00
217.80
275.00
47.20
300.00
59,076.25
773.13
380.00
450.00
26, 210.00
442.50
393.75
56.96
270.15
44.14
64.66
191.44
39.93
5,000.00
612.20
502.59
491.09
50.00
EXHIBIT "A" TO RESOLUTION #2017-011
Wold Architects and Engineers
Wulfing David
Young Dan
Youth Service Bureau
Zahl Petroleum Maintenance Co.
LIBRARY
Ace Hardware
Baker and Taylor
Brodart Co
ECM Publishers
Friends@ Stillwater Public Lib
G & K Services
Gardner Builders
Midwest Tape
Reptile & Amphibian Discovery Zoo
Simplex Grinnell LP
Stillwater Public Library Foundation
Washington County Library
Weston Woods Studios
Police/City Hall Remodel
Reimburse for expenses
Reimburse for Region 18 Cert
Contribution
Fuel system project
Snow thrower & supplies
Materials
Materials
Materials
Friends Dec CC Tran Reimbursement
Towels & Rugs
Building Reconfiguration
Materials
Programs - Juv (SPLF)
2017 Fire Alarm Svc Agreement
SPLF Dec CC Reimbursement
Materials
Materials
Page 3
3,823.36
170.00
50.00
2,500.00
8,647.00
1,015.74
643.61
299.38
246.30
24.00
82.54
30,571.78
2,672.30
270.00
1,490.60
295.18
1,303.38
669.41
tiler
Administration )
Date: January 9, 2017
TO: Mayor and Council
FROM: Diane Ward, City Clerk
SUBJECT: 2017 Cleaning Contract for City Hall and Public Works
Attached is a revised Addendum No. 1 relating to the contract for cleaning of City Hall and
Public Works for 2017. The cleaning price for City Hall remains the same as 2016 ($1,563
per month). The floor and carpet work took longer than anticipated, therefore the price for
2017 for that portion adds $25 per month to the regular cleaning. The Public Works price
has not changed since Council approval on
RECOMMENDATION:
Staff recommends approval of Revised Addendum No. 1.
RESOLUTION 2017-012
APPROVAL OF REVISED 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 17th day of January, 2017.
Michael Polehna, Vice Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
REVISED 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 $1,563.00 per month for regular service;
$234.00 for floor and carpet work.
2. Public Works Building - $720.00 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 , 2017.
STATE OF MINNESOTA )
) ss.
COUNTY OF WASHINGTON )
CITY OF STILLWATER
Michael Polehna, Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
On this day of , 2016, before me, a Notary Public within and for
said County, appeared Michael Polehna and J. Thomas McCarty, to me personally known
who, being duly sworn, did say that they are the Vice Mayor and Acting 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
, 2017, 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
January 9, 2017
Diane Ward
City Clerk
216 4th St. N.
Stillwater, MN 55082
Diane:
As per your request, I am re -submitting Coverall's service agreement proposal
for cleaning at the City Hall building.
The pricing will be as follows:
City Hall Building -- $1563 per month for regular service; $234 for floor and
carpet work (same scope of work as 2016) - $1797 total per month
The increase of $25 per month for floor and carpet work is due to an under
calculation of labor needed for the assigned floor and project work duties at
the City Hall Building.
Sincerely,
Chris A. LaBreche
Quality Control Manager
Coverall of the Twin Cities
RESOLUTION 2017-013
APPROVING LICENSE TO USE REAL PROPERTY
BE IT RESOLVED, by the City Council of Stillwater, MN, that License to Use
Real Property, between Washington County and the City of Stillwater, for the use of
the Hazardous Waste Day Collection & Electronics to be held on Saturday, May 20,
2017, is hereby approved and authorizes the Vice Mayor and Acting City Clerk to
sign the agreement.
Adopted by the City Council of the City of Stillwater this 17th day of January,
2017.
Michael Polehna, Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
LICENSE TO USE REAL PROPERTY
This Agreement is entered into by and between the City of Stillwater, Minnesota
(Licensor), and the County of Washington, Minnesota (Licensee).
WHEREAS, Washington County wishes to hold a household hazardous collection event
in the City of Stillwater; and
WHEREAS the City of Stillwater agrees to make the Lily Lake Park available for such
event; and
WHEREAS, the collection of household hazardous waste provides a public benefit to the
residents of Stillwater and the surrounding areas.
NOW, THEREFORE, IT BE HEREBY MUTUALLY AGREED AS FOLLOWS:
I GRANT OF LICENSE
The City of Stillwater hereby grants Washington County a temporary nonexclusive license
for the following dates:
All day on Saturday May 20, 2017
For the following location:
Lily Lake Park
1208 Greeley St S
Stillwater, MN 55082
II LIMITATION TO DESCRIBED PURPOSE
The licensed premises may only be used by Licensee for the purpose of collecting household
hazardous waste, waste consumer electronics, and for attendant purposes related thereto.
III PAYMENT
Licensee shall pay to the City of Stillwater $300 for each day of the license, and payment
shall be made 30 days after each day of the license and will be sent to:
City of Stillwater
City Hall, 216 4th St N
Stillwater, MN 55082
IV INDEMNIFICATION AND INSURANCE
The Licensee agrees to indemnify, defend, and hold harmless Licensor for any and all claims
arising out of the Licensees negligent or willful acts or omissions occurring on or at the licensed
premises except such damage expenses, demands and claims caused by the negligent or willful
acts of the Licensor, its employees, or agent and other third parties. The Licensee's obligation to
indemnify the Licensor under this clause shall be limited to the statutory tort liability limitation
set forth in Minn. Stat. 466.04, including Licensor's claim for indemnification.
Licensee agrees that in order to protect itself as well as the Licensor from claims arising out of
providing services and the use of the space and furniture under this agreement, it will at all times
during the term of this agreement keep in force policies of insurance providing: General liability
limits of $500,000 per claimant and $1,500,000 per occurrence. Certificates of Insurance
evidencing the insurance required under this clause must be provided to the Licensor before the
effective date of this agreement. The licensee shall also have workers compensation Insurance in
statutory amounts.
V NONDISCRIMINATION
During the performance of this agreement, the Licensee agrees to the following: No person shall,
on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status,
criminal record, creed to national origin be excluded from full participation in or be otherwise
subjected to discrimination under any and all applicable federal and state laws against
discrimination.
VI RECORDS AVAILABILITY AND RETENTION
Pursuant to Minnesota Statute 16C.05, Subd. 5, the Licensee agrees that the Licensor, the State
Auditor, or any of their duly authorized representatives at any time during normal business hours
and as often as they my reasonably deem necessary, shall have access to and the right to examine,
audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to
the accounting practices and procedures of the Licensee and involve transactions relating to this
agreement. The Licensee agrees to maintain and make available these records for a period of six
years from the date of termination of this agreement.
VII FIREARMS PROHIBITED
Unless specifically required by the terms of this contract, no provider of services pursuant to this
contract, including but not limited to employees, agents or subcontractors of the Licensee shall
carry or possess a firearm on county premises or while acting on behalf of Washington County
pursuant to the terms of this agreement. Violation of this provision shall be considered a
substantial breach of the Agreement; and, in addition to any other remedy available to the county
under law or equity.
Violation of this provision is grounds for immediate suspension or termination of this contract.
IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated below.
STILLWATER WASHINGTON COUNTY
BY: BY:
Michael Polehna
TITLE: Vice Mayor
DATE: January 17, 2016
DATE:
BY:
Chair, Washington County
Board of Commissioners
DATE:
BY:
Molly O'Rourke
County Administrator
DATE:
Lowell R. Johnson, Director
Department of Public Ilealth and
Environment
APPROVED TO FORM
BY:
Assistant W Shing' n County Attorney
DATE:
RESOLUTION 2017-014
APPROVAL OF AGREEMENT WITH METROPOLITAN MECHANICAL
CONTRACTORS (MMC)
BE IT RESOLVED, by the City Council of Stillwater, MN that the agreement between
the City of Stillwater and Metropolitan Mechanical Contracts Inc. (MMC) for
Preventive Maintenance and Inspection for Building Environmental Systems, as on
file with the City Clerk, is hereby approved.
BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Vice
Mayor to sign the agreement on the City's behalf.
Adopted by the City Council of the City of Stillwater this 17th day of January, 2017.
Michael Polehna, Vice Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
MMC
PREVENTIVE MAINTENANCE AND INSPECTION AGREEMENT
FOR BUILDING ENVIRONMENTAL SYSTEMS
Proposal Date
Proposal Number
Agreement Number
Page
1/6/2017
1 of 6
BY AND BETWEEN:
Metropolitan Mechanical Contractors
7450 Flying Cloud Drive
Eden Prairie, MN 55344
AND
City of Stillwater
216 North Fourth Street
Stillwater, MN 55082
Attn: Rich Bornt
Hereinafter Customer
SERVICES WILL BE PROVIDED AT:
Stillwater Fire Hall
250 MaryKnoll N, Stillwater, MN 55082
Metropolitan Mechanical Contractors will provide the services described in the maintenance program and schedules which are attached hereto and made a
part of this Agreement, in accordance with the terms and conditions set forth in this document.
The annual AGREEMENT price is $3,252.00
Payable in advance, please select: Annually , Semi-annually , or Quarterly_X_.
This agreement shall commence on February I" 2017
This agreement includes 4 inspections per year to be scheduled approximately in Feruary, May,Aug ust, Novemeber , , , , , , , , , pending seasonal
changes and the weather.
This proposal is the proprietary property of Metropolitan Mechanical Contractors, Inc. and is provided for Customer's use only. Metropolitan Mechanical
Contractors guarantees the price stated in this Agreement for thirty (30) days from proposal date above. This proposal will become a binding Agreement
only after acceptance by Customer and approval by an officer of Metropolitan Mechanical Contractors as evidenced by their signatures below. This
Agreement sets forth all of the terms and conditions binding upon the parties hereto; and no person has authority to make any claim, representation, promise
or condition on behalf of Metropolitan Mechanical Contractors which is not expressed herein. The initial term of this agreement is 1 year and this Agreement
shall continue in effect from year to year thereafter unless either party gives written notice to the other of intention not to renew thirty (30) days prior to the
anniversary date.
Approved for Metropolitan Mechanical Contractors Approved for Customer
Signature: Signature:
Name/Title: Dane Carsen/ PM Service Name/Title:
Date: I-6-17 Date:
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
PREVENTIVE MAINTENANCE AND INSPECTION AGREEMENT
Proposal Date
1/6/2017
Proposal Number
Agreement Number
Page
2 of 6
Our PREVENTIVE MAINTENANCE AND INSPECTION AGREEMENT is designed to provide the Customer with
an ongoing, comprehensive maintenance program. The Preventive Maintenance Service Agreement will be initiated,
scheduled, administered, monitored and updated by Metropolitan Mechanical Contractors. The service activities will
be directed and scheduled on a regular basis, by our comprehensive equipment maintenance scheduling system based
on manufacturers' recommendations, equipment location, application, type, run time and Metropolitan Mechanical
Contractor's own experience. The Customer is informed of the program's progress and results on a continuing basis
via a detailed Service Report, presented after each service call for Customer's review, approval signature and record.
METROPOLITAN MECHANICAL CONTRACTORS WILL PROVIDE THE FOLLOWING PROFESSIONAL MAINTENANCE
SERVICES FOR THE BUILDING ENVIRONMENTAL MECHANICAL SYSTEM(S) COMPRISED OF THE EQUIPMENT LISTED
ON THE INVENTORY OF EQUIPMENT:
TEST AND INSPECT: Job labor, travel labor and travel expenses required to visually INSPECT and TEST
equipment to determine its operating condition and efficiency. Typical activities include:
TESTING for excessive vibration; motor winding resistance; refrigerant charge; fan RPM; refrigerant oil (acid);
water condition; flue gas analysis; safety controls; combustion and draft; crankcase heaters; control system(s), etc.
INSPECTING for wom, failed or doubtful parts, mountings; drive couplings; oil level; rotation; soot; flame
composition and shape; pilot and igniter; steam, water, oil and/or refrigerant leaks, etc.
PREVENTIVE MAINTENANCE: Job labor, travel labor and travel expenses required to clean, calibrate, tighten,
adjust, and lubricate equipment. These activities are intended to extend equipment life and assure proper operating
condition and efficiency. Typical activities include:
CLEANING electrical contacts; burner orifices, passages and nozzles; pilot and igniter.
CHECK ALIGNMENT OF belt drives; drive couplings; air fins, etc.
CALIBRATING safety controls; temperature and pressure controls, etc.
TIGHTENING electrical connections; mounting bolts; pipe clamps, refrigerant piping fittings; damper sections,
etc.
ADJUSTING belt tension; fan RPM; burner fuel/air ratios; gas pressure; set point of controls and limits;
compressor cylinder un -loaders; damper close -off; sump floats, etc.
LUBRICATING motors; fan and damper bearings; valve stems; damper linkages; fan vane linkages, etc.
ANALYSIS of compressor oil; flue gas, etc.
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
INVENTORY OF EQUIPMENT
Proposal Date
Proposal Number
Agreement Number
Page
1/6/2017
3 of 6
QTY
EQUIPMENT
MANUFACTURER
MODEL/SERIAL
RATING
TON/HP
LOCATION
1
Roof Top unit #1
Daiken
2
Make up Air Units #1-#2
Daiken
4
Radiant Heaters #1-#4
10
Exhaust Fans #1-#10
Greenheck
2
Inline Fans #1-#2
See full Equipment
attachment.
THE SERVICES TO BE PROVIDED ON THE ABOVE EQUIPMENT ARE GOVERNED BY THE TERMS
AND CONDITIONS OF THE PROGRAM OF WHICH THIS INVENTORY OF EQUIPMENT IS A PART
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
AIR FILTER SERVICE
Proposal Date
Proposal Number
Agreement Number
Page
1/6/2017
4 of 6
METROPOLITAN MECHANICAL CONTRACTORS WILL FURNISH AND INSTALL AIR FILTER MATERIAL (S) AS LISTED BELOW:
UNIT
QUANTITY
TYPE
CHANGES/YR*
Roof Top units.
Make Up Air Units
20
Pleated
4
THE SERVICES DESCRIBED ABOVE ARE GOVERNED BY THE TERMS AND CONDITIONS OF THE
PROGRAM OF WHICH THIS INVENTORY IS A PART. DIRTY FILTERS WILL BE DISPOSED OF ON-SITE
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
TERMS AND CONDITIONS
1. In case of failure to perfonn its obligations under this Agreement, Provider's liability is limited to repair or replacement, at its option, and such repair or replacement shall
be Customers sole remedy.
Customer shall pennit Provider free, safe and timely access to areas and equipment, and allow Provider to start and stop the equipment as necessary to perform required
services. Customer agrees to keep areas adjacent to equipment covered under this Agreement free of potential obstructions to the Provider and, if necessary, to remove
materials, fixtures, walls or partitions at the specific request of Provider. All planned work under this Agreement will be perfonned during Providers normal working
hours.
3. The Agreement price is conditioned upon the system(s) covered being in a maintainable condition. If the initial inspection or initial seasonal startup indicates repairs are
required, a finn quotation will be submitted for Customer's approval. Should Customer not authorize the repairs, Provider may either remove the unacceptable system(s),
component(s), or part(s) from its scope of responsibility and adjust the annual Agreement price accordingly, or tenninate this Agreement.
4. The Agreement price is subject to adjustment by Provider on each commencement anniversary to reflect increases in labor, material, and other costs.
5. Customer shall be responsible for all taxes applicable to the services and/or materials hereunder.
6. Customer will promptly pay invoices within thirty (30) days of receipt. Provider may apply a finance charge and late fee if the Customer is more than five (5) days
delinquent with any payment owed Provider. Should a payment become sixty (60) days or more delinquent, Provider may stop all work under this Agreement without
notice and/or tenninate this Agreement, and the entire Agreement amount shall become due and payable immediately upon demand.
7. Provider excludes from this Agreement, and Customer agrees to hold Provider hannless from responsibility for: (a) services required as a result of negligence, abuse,
accident, alteration, misuse, vandalism, malicious mischief, freezing weather or improper equipment operation by the Customer or a third party, (b) repair or replacement
of structural or non-moving parts and components, including, but not limited to, equipment cabinets, casings, boiler refractory, boiler tubes, chimneys, breechings, burners,
coils, piping, heat exchanges, pressure vessels, refrigeration evaporators and condensers, fan housings, ductwork, insulation, electrical circuit panels and electrical power
wiring, (c) repair or replacement of water, steam, gas, plumbing, electrical and air lines, (d) disposal or reclamation of refrigerants and waste oil, (el identification,
abatement, encapsulation, removal or disposal of any hazardous materials, including those containing asbestos, (f) services required to improve or correct the design of
equipment covered by this Agreement, (g) services required or recommended by an insurer, government agency, union, consultant, equipment vendor, manufacturer or
other third party, (h) alterations or replacement of equipment covered by this Agreement for any reason, including, but not limited to, general obsolescence and failure of
a major component or desire of the Customer to upgrade technology, (i) the requirement to move, replace or alter any part of the building structure and (j) safety testing,
waterair balancing, indoor air quality, removal and reinstallation of valve bodies and dampers, electric power failure, low voltage, burned out main and branch fuses, low
water pressure, water treatment provided by others, water condition and causes beyond the control of Provider.
8. Services provided under this Agreement involving extra work (materials or labor) will become an extra charge (fixed price amount to be negotiated or on a time and
material basis at Provider's Preferred Customer Rates then in effect) over the sum stated in this Agreement. If a trouble call is made at Customer's request and inspection
indicates a condition which is not covered under this Agreement. Provider may charge Customer at the rate then in effect for such services.
9. Customer shall permit only Provider's personnel or agent to perform the work included in the scope of this Agreement. Should anyone other than Provider's personnel
perform such work, Provider may, at its option, cancel this Agreement, eliminate the involved item of equipment from inclusion on this Agreement, or charge Customer
for the related service work.
10. in the event Provider must commence legal action in order to recover any amount payable under this Agreement, Customer shall pay Provider all court costs and attorneys'
fees incurred by Provider.
11. Any legal action relating to this Agreement, or the breach thereof, initiated by Customer shall commence within one (1) year from the date of this work.
12. Provider shall not be liable for any delay, loss, damage or detention caused by unavailability of machinery, equipment or materials, delays of carriers, strikes, including
those by Provider's employees, lockouts, civil or military authority, priority regulations, insurrection or riot, action of the elements, forces of nature, or by any cause
beyond its control.
13. Customer shall make available to Providers personnel all pertinent Material Safety Data Sheets pursuant to OSHA's Hazard Communication Standard Regulations.
14. Customer warrants, to the best of its knowledge, that no hazardous materials, including those containing asbestos, are present at its facilities which will affect the ability
of the Provider to perform services in a safe manner. Provider may suspend its work in the event real or suspected hazardous materials are encountered and agrees to
resume services, unless the Agreement has expired or been terminated, at such tune as the Customer has assessed the situation, implemented and completed the necessary
corrective action in full compliance with applicable laws and regulations, and fumishes the Provider with a certification in writing specifying the corrective action. The
time for completion of the work shall be extended to the extent caused by the suspension and the contract price equitably adjusted.
15. To the fullest extent permitted by law, Customer shall indemnify, hold hannless and upon request, defend Provider, its officers, directors, agents and employees from and
against all claims, damages, losses and expenses (including, but not limited to, attorneys' fees) arising out of or resulting from the performance of work hereunder, provided
that such claim, damage, loss or expense is caused in whole or in part by an act, error or omission of Customer, anyone directly or indirectly employed by Customer, or
anyone for whose acts, errors or omissions Customer may be liable, regardless of whether it is caused in part by the negligence of Provider.
16. iN NO EVENT, WHETHER BASED ON CONTRACT, INDEMNITY, WARRANTY, TORT (INCLUDING NEGLIGENCE), STRICT LIABILITY OR
OTHERWISE, SHALL PROVIDER BE LIABLE TO CUSTOMER FOR SPECIAL, INDIRECT, iNCIDENTiAL, PUNITIVE, OR CONSEQUENTIAL
DAMAGES WHATSOEVER INCLUDING, WiTHOUT LIMITATION, LOSS OF PROFITS OR REVENUE, OR COST OF CAPITAL.
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
ADDITIONAL SERVICES/PROVISIONS
Proposal Date
Proposal Number
Agreement Number
Page
1/6/2017
6 of 6
IN ADDITION TO THE SERVICES AND PROVISIONS OUTLINES ON THE PRECEDING PAGES,
THESE ADDITIONAL SERVICES/PROVISIONS APPLY:
Performance Guarantee
It is understood and agreed that the customer may terminate this agreement at any time in the event that
Metropolitan Mechanical Contractors fails to perform according to the terms and conditions of this agreement
and upon written notification from the customer if such deficiency fails to correct the deficiency within thirty
(30) days.
Should the customer cancel the agreement prior to the completion of the initial term, Metropolitan Mechanical
Contractors reserves the right to collect at normal market rates for all costs related to the agreement through the
cancellation date including but not limited to: labor costs, material costs, travel costs, and subcontract costs.
Metropolitan Mechanical Contractors Inc.
7450 Flying Cloud Drive, Eden Prairie, MN 55344 Phone: (952) 941-7010 Fax: (952) 941-9118
RESOLUTION 2017-015
APPROVAL OF AGREEMENT WITH OVERHEAD DOOR COMPANY OF THE
NORTHLAND
BE IT RESOLVED, by the City Council of Stillwater, MN that the agreement between
the City of Stillwater and Overhead Door Company of the Northland for Preventive
Maintenance program for the Fire Station bay doors, as on file with the City Clerk, is
hereby approved.
BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Vice
Mayor to sign the agreement on the City's behalf.
Adopted by the City Council of the City of Stillwater this 17th day of January, 2017.
Michael Polehna, Vice Mayor
ATTEST:
J. Thomas McCarty, Acting City Clerk
The Genuine. The Original.
January 6th, 2017
City of Stillwater
250 Maryknoll Drive North
Stillwater, MN 55082
Attn: Stuart Glaser
RE: Preventive Maintenance Program — $1,275 annually to inspect 13 Sectional Glass Doors
Conditions of Agreement
Conditions of the maintenance and periodic inspection agreement are as follows.
(1) The program covers normal maintenance limited to routine inspections, adjustments, lubrication and tightening of
fasteners. It does not include replacement parts or the labor for their installation, if required after inspections.
Periodic inspections and maintenance as outfitted herewith will be conducted as per the schedule noted for each of the 13
Doors
Monthly Semi -Annually Other (specify)
Quarterly Annually $1,275 for 13 Doors
This program will cover 13 Doors as detailed on the following data sheets.
The total sum for the periodic inspections shall be $1,275— This quote assumes work completed during normal business
hours.
Please indicate which for the following options will apply to this agreement in reference to repair work recommended after
inspections are completed:
(1) X (A) Necessary minor replacement parts up to the amount of $75 per door will be installed when performing
preventive maintenance and invoiced as extra to the agreed upon preventive maintenance inspections.
X (B) A detailed list of recommended additional or major repairs needed will be supplied after each inspection with a
quoted price for parts and installation. Authorization must be obtained prior to proceeding with installation or additional
work.
(2) Work preformed under this agreement will be accomplished during normal working hours between 8:00A.M. and
4:30 P.M. Monday through Friday. Our standard time hourly rate will be $115.00 per hour for service/repairs done outside
of this agreement. This agreement does not cover emergency service calls, which will be handled at our overtime rate of
$165.00 per man-hour for calls dispatched between the hours of 4:30 P.M. and 6:30 P.M. "Emergency Overtime" rates
shall commence when the call is received after 6:30 P.M. and will be preformed at the rate of $195.00 per man-hour.
Special overtime rates will apply on weekends and holidays and when service work is performed, at a rate of $195.00 per
man-hour.
(3) The Preventive Maintenance Program will not cover the following:
Fire Doors (proposed separately in "Fire Door Drop Test Program")
Damage to doors, operators or loading dock equipment.
Any electrical problem created by insufficient voltage or incorrect electrical hook-up.
(4) Overhead Door Company of the Northland shall not be liable for specific, incidental or consequential damages or
losses caused by acts beyond the reasonable control of Overhead Door Company of the Northland or the misuse or
abuse of the doors, door operators, or loading dock equipment by others.
(5) Service will not be rendered under this agreement in any case that the customer has a past due account.
(6) It is agreed that either party will have the right to cancel this agreement at any time with written notice.
(7) This agreement shall not become effective until the equipment is inspected and accepted by Overhead Door
Company of the Northland.
Agreed and accepted on this day of , 20
Company Name: City of Stillwater
Overhead Door Company of the Northland
Signature Chris Evans
Title Title Project Manager
Address Address: 3195 Terminal Drive , Eagan, MN
Phone Phone 651-683-0307
iliwater
Administration '
Memorandum
To: Mayor & City Council
From: Diane Ward, City Clerk
Date: January 10, 2017
Re: Consumption & Display Permit - JX Venue
Council previously approved an On -sale and Sunday liquor license for the JX Venue. In the
course of processing the licenses through the State, it was determined that JX Venue did not
qualify for the licenses under Minnesota Statutes 340A.404 because it is not a restaurant.
Therefore an application has been submitted by JX Venue for an On -sale license under
Minnesota Statute 304A.413 for Monday - Saturday and Consumption & Display Permit
that can be used only on Sundays. According to the Alcohol and Gambling Enforcement
Division this is permissible.
This combination of On -sale (Monday -Saturday) and Consumption & Display (Sundays
only) can only be used for locations that meet the conditions for a Special Use Permit for
event center/venues that are not restaurants. (Restaurant is as defined by Minnesota
Statutes 340A.101, Subdivision 1, Subd. 25).
The resolution (2016-156) indicating approval for the On -sale and Sunday passed in
August 2016, needs to be rescinded and a new resolution adopted for the On -sale license
(Monday -Saturday) and the Consumption & Display (Sundays Only) for JX Venue.
ACTION REQUIRED:
If Council desires to approve the Consumption & Display Permit, they should pass a motion
to adopt Resolution entitled "Resolution rescinding Resolution 2016-156 and approving
the On -sale (Monday -Saturday) and Consumption & Display Permit (Sundays Only) for JX
Event Services LLC, DBA: JX Venue."
RESOLUTION 2017-016
RESOLUTION RESCINDING RESOLUTION 2016-156 AND
APPROVING THE ON -SALE (MONDAY -SATURDAY) AND CONSUMPTION & DISPLAY
PERMIT (SUNDAYS ONLY) FOR JX EVENT SERVICES LLC, DBA: JX VENUE."
WHEREAS, the Stillwater City Council previously approved an On -sale and Sunday liquor
license on August 16, 2016 by adopting Resolution 2016-156; and
WHEREAS, while processing the licenses through the Minnesota Alcohol and Gambling
Enforcement Division (AGED), it was determined that JX Venue did not qualify for the
licenses under Minnesota Statutes 340A.404 because it is not a restaurant; and
WHEREAS, the State (AGED) confirmed that an On -sale Liquor License could be obtained
under Minnesota Statutes 340A.413 and used Monday through Saturday; and
WHEREAS, the State (AGED) confirmed that a Consumption and Display could be used for
Sunday only; and
WHEREAS, an application has been received for an On -sale (Monday - Saturday) and
Consumption & Display Permit (Sundays Only) for JX Event Services LLC, DBA: JX Venue
located at 123 2nd Street N., #301, Stillwater, MN; and
WHEREAS, all required forms have been submitted and fees paid.
NOW THEREFORE, BE IT RESOLVED that the City Council of Stillwater, Minnesota hereby
approves the following
1. Resolution 2016-156 is hereby rescinded.
2. The On -sale liquor license is valid Monday through Saturday pursuant to Minnesota
Statutes 340A.413 and Consumption & Display Permit is valid Sundays only.
3. The combination of On -sale (Monday -Saturday) and Consumption & Display (Sundays
only) can only be used for locations that meet the conditions for a Special Use Permit
for event center/venues that are not restaurants. (Restaurant is as defined by
Minnesota Statutes 340A.101, Subdivision 1, Subd. 25).
Adopted by Stillwater City Council this 17th day of January, 2017.
Michael Polehna, Vice Mayor
Attest:
J. Thomas McCarty, Acting City Clerk
Memo
DATE: January 10, 2017
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 2"d quarter of every year using the water consumption (obtained
from the Water Board) from the 1st quarter of the year. This rate is then used for the next 4 billing
cycles (quarters) until the rates are reset again the following year.
As mentioned before, occasionally there are some properties that have experienced increased water
usage during the 1st quarter of the year due to some unforeseen circumstances (e.g. leaky toilet, water
softener issues, pipe issues, etc.). This increased water usage naturally in turn increases their sanitary
sewer billing rate for the next 4 billing cycles (quarters). These residents/owners will then call the City
to explain their individual circumstance. We (Finance) then review consumption rates from
prior/current quarters to see if we can determine the duration/termination of the leak based on the
information provided to us by the water department and the resident/owner. This information then is
used to provide Council with new billing rate recommendations for upcoming billing periods (until the
new rates are reset the following year).
This practice has been used by the City for many years, and has been proven to be a fair and accurate
way for property owners to pay their fair share of the use of the sanitary sewer system.
RECOMMENDATION:
Attached are staff recommendations for sanitary sewer rate adjustments currently requested by property
owners. These adjustments are expressed in gallons (of consumption), based on the average
consumption of the prior 3 years, and converted to the new billing rate using the most current billing
rates approved by Council. These adjustments will begin with the next billing cycle (3rd quarter billing).
In other words, staff is recommending to Council that the property owner at least pay the increased
sanitary sewer rate for the billing period in which the leak occurred.
COUNCIL ACTION:
If Council agrees with Staff's recommendation, Council needs to approve staff recommendations as
listed on the attached Exhibit A.
CITY OF STILLWATER
EXHIBIT A
Description of
Circumstance
1 Toilet leak
Winter Average Gallons
Billing Quarter
Adjustment for
From 97,000 4th
To 37,000
RESOLUTION 2017-017
RESOLUTION ADOPTING 2017 FEE SCHEDULE
NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby adopts the
following fee schedule and administrative citations fine schedule for 2017, effective January 1, 2017.
I. COMMUNITY DEVELOPMENT FEES:
PLANNING FEES AND ESCROWS
The following fees are applicable for all requests submitted to the Heritage Preservation
Commission, Planning Commission and/or City Council.
Fee
Technology Fee $25
Appeals $50
Pre -Development Applications
For applications for Joint Board approval, the escrow amount will be dependent on project
location, site condition and type of development. Escrow amounts listed herein are minimum
requirements.
Annexation Permit 0-10 acres
10+ acres
Fee
$1,000
$2,000
Escrow
Comp Plan Amend 0-5 acres $1,000 $500
6-40 acres $2,500 $5,000
41-80 acres $5,000 $5,000
over 80 acres $7,500 $20,000
Lot Line Adjustment $25
Planned Unit Development (PUD)
Concept Plan 0-5 acres $3,000 $5,000
6-40 acres $5,000 $5,000
41-80 acres $7,500 $10,000
over 80 acres $10,000 $10,000
Final 0-5 acres S1,000
6-40 acres S2,000
41-80 acres $3,000
over 80 acres $5,000
2017 Fee Schedule
Subdivision
Preliminary Plat 0-5 acres $500 + $100 per lot $2,500
6-40 acres $1,000 + $100 per lot $5,000
41-80 acres $2,000 + $100 per lot $7,500
over 80 acres $5,000 + $100 per lot $10,000
Final Plat 0-5 acres $500
6-40 acres $1,000
41-80 acres $2,000
over 80 acres $5,000
Resubdivision $150
Administrative Subdivision $75
Tax Increment Financing App. Fee $5,000
Zoning Amendment (text or map) 0-5 acres $500 $500
6-40 acres $2,500 $2,500
41-80 acres $5,000 $5,000
over 80 acres $7,500 $10,000
Planning and Zoning Use Permits
For applications requiring an escrow, escrow amounts are dependent on project location, site
condition and type of development. This is noted as 'TBD,' below.
Beekeeping Permit (2 year permit)
Chicken Keeping Permit (2 year permit)
Fee
$50 - Renewals
without changes
have no fee
$50 - Renewals
without changes
have no fee
Conditional/Special Use Permit
Residential $200
Non -Residential $500
Home Occupations
Type I $25
Type II & Type III $200
Seasonal Outdoor Sales
Renewal
Page 2 of 18
$250
$25
Escrow
TBD
2017 Fee Schedule
Misc. Planning and Zoning Permit and Applications
Fence Permit
Sign Permit
Variance
Residential
Non -Residential
Zoning Letter
Bed & Breakfast Inspection
Certification of Compliance
Use Determination
Tree Cutting Permit
Heritage Preservation Commission Applications
Design Review Permit
Site Alteration Permit
Demolition
Demolition Permit
Demolition Designation Study
Infill Design Permit
II. BUILDING FEES:
Contractor License (per year)
Contractor License Verification
Lead Certification/ Verification
III. ENGINEERING FEES:
An Escrow shall be established as indicated above to cover engineering and legal fees incurred
by the City as part of the plan review. This is noted as 'TBD,' below.
1) The fee shall be doubled for after -the -fact permit applications.
2) The Uniform Building Code establishes a fee schedule for grading permits.
Engineering Development Fees (Rev. 2016-015) Fee
AUAR
Single Family
Multi -family/ Commercial
Transportation Adequacy Fund
North
Middle
South - Commercial
- Residential
Trunk Sewer and Water
Phase III Annexation
Long Lake East
Long Lake West
Middle Trunk A
Boutwell East
Park & Trail Fee
$25
$50
$200
$500
$100
$100
$100
$500
$25
$25
$25
$150
$150
$100
$5
$5
TBD
$5,000
Page 3 of 18
$5,712/ acre
$11,423/ acre
(See Ord 1076, Ex. B)
$7,427/ acre)
$7,845/ acre
$23,150/ acre
$6,613/ acre
$16,649/ acre
$9,357/ acre
$14,110/ acre
$5,947/ acre
$13,235/ acre
See Ordinance 963
Escrow
2017 Fee Schedule
Engineering Permits
Grading Permit
Residential $150 $1,500
Non -Residential $500 $5,000
Obstruction Permit (for two week period) $90
Right -of -Way Permit
The following was approved in 2003 by
Resolution 2003-075 (just added to fee schedule)
PERMIT TYPE FEE
Hole: $150.00 per hole
Trench: $150.00 plus $0.40 per lineal foot of trench
Boring: $150.00 plus $0.40 per lineal foot of boring
Non -excavation (Obstruction): $50.00 plus $0.06 per lineal foot
Extension: $25.00 plus $25.00 per week of extension
Penalty: 2 times the amount of standard permit
Degradation: To be calculated by City (see below for estimates)
DEGRADATION FEES - homeowners are exempt on repairs to existing sewer and water
services in the right-of-way.
DEGRADATION FEE ESTIMATES FOR BITUMINOUS STREET:
New Street $4.00 per square foot
0 to 5 years
Existing Street $2.00 per square foot
Street to be reconstructed $1.00 per square foot
in next 5 years
DEGRADATION FEE ESTIMATES FOR BITUMINOUS PATHWAY:•
New Path $1.50 x path width x length
0 to 5 years
Existing Path $1.00 x path width x length
5 years old to 5 year plan
Path to be reconstructed $0.50 x path width x length
in next 5 years
Street Vacation $350
Additional Engineering Charges
Sewer & Water Hookup (implemented 2007 rev.
#2016-015)
Sanitary Sewer
Water
Page 4 of 18
4,029
4,029
2017 Fee Schedule
IV. FINANCE FEES:
Assessment Searches
Assessment Roll Copy (each)
Mowing & Snow Removal Services
In addition to contractual services.
One time service call or first reoccurring service
call
Second and each additional reoccurring service
calls
NSF Checks or denial of ACH Fee
Sanitary Sewer Rates - Per Quarter
First Minimum Charge
Overage Charge
Penalty/ Late Fee
Sign and Lighting - Per Quarter
Residential
Non -Residential
Storm Water Rate - Per Quarter (approved by Res.
2014-087)
V. FIRE INSPECTION:
Annual license for retail sales of consumer
fireworks
Automatic fire extinguishing systems
Fire alarm systems
Open burning permit
Residential daycare and foster care inspection
Tank removal permit
Yearly nuisance/false alarm fees* - Residential
Yearly nuisance/false alarm fees* - Commercial
*False alarm fees based on calendar year and per call basis.
Page 5 of 18
$25
$25
$100
$50
Maximum allowed by law.
$42
$4.80
$25
$8
Based on acreage.
$11.75
$100
1.2% of value,
$100 minimum
1.2% of value,
$100 minimum
$15
$50
$75
$0
$75
$150
$300
$400
$0
$90
$180
$360
$425
1-2
3-4
5-6
7-8
9+
1-2
3-4
5-6
7-8
9+
2017 Fee Schedule
VI. MISC. ADMIN FEES
Prepared Maps
Black/White/Blue Line
As -built Drawings (11 x 17)
City Map (8.5 x 11)
City Map (11 x 17)
Land Use Map (11 x 17)
Zoning (8.5 x 11)
Zoning (11 x 17)
Color
City Map (8.5 x 11)
City Map (11 x 17)
Land Use Map (11 x 17)
Parcel Map
Topographic Maps
Zoning (8.5 x 11)
Zoning (11 x 17)
$10 minimum or
$3 per page
$2
$2
$4
$2
$4
$2
$2
$7
Available through
Washington County
Available through Washington
County
$5
$7
Data Practices Requests - as described in Data
Practices for Public tec approved by Council August 18, 2015
Data Practices Research Deposit $300
For 100 or Fewer Paper Copies - 25 cents per page
100 or fewer pages of black and white, letter or legal size paper copies cost 25it for a one-sided copy,
or 50( for a two-sided copy.
Copies (Color/Prints) per side
(8.5 x 11) (1-5 pages) $2.00
(8.5 x 11) (6-50 pages) $1.75
(8.5 x 14) (1-5 pages) $2.50
(8.5 x 14) (6-50 pages) $2.25
(11 x 17) (1-5 pages) $3.00
(11 x 17) (6-50 pages) $2.75
Data on CD/DVD copies $15.00
Page 6 of 18
2017 Fee Schedule
Most Other Types of Copies - Actual cost
The charge for most other types of copies, when a charge is not set by statute or rule, is the actual
cost of searching for and retrieving the data, and making the copies or electronically transmitting
the data (e.g. sending the data by email).
In determining the actual cost of making copies, we factor in employee time, the cost of the
materials onto which we are copying the data (paper, CD, DVD, etc.), and mailing costs (if any). If
your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will
charge you the actual cost we must pay an outside vendor for the copies.
The cost of employee time to search for data, retrieve data, and make copies is the current
year Administration Secretary hourly rate.
If, because of the subject matter of your request, we find it necessary for a higher -paid employee to
search for and retrieve the data , we will calculate the search and retrieval portion, Department
Heads, Managers, Human Resources Manager,)
*Electronic data fee must be paid before sending information.
Publications/Minutes/Agendas:
Budget Book $25
City Code Book
Unbound $100
Bound $125
Comprehensive Plan
printed & bound $75
CD $15
Design Manual $5
Downtown Plan $10
Financial Report $50
Mailed agendas - per year $20 + Postage
Mailed minutes - per year $60 + Postage
Zoning Book $25
Other Services
Copies (B/W) per side
(8.5 x 11) .25C
(8.5 x 14) .50C
(11 x 17) .75C
Copies (Color/Prints) per side
(8.5 x 11) (1-5 pages) $2
(8.5 x 11) (6-50 pages) $1.75
(8.5 x 14) (1-5 pages) $2.50
(8.5 x 14) (6-50 pages) $2.25
(11 x 17) (1-5 pages) $3
(11 x 17) (6-50 pages) $2.75
Data on CD/DVD copies $15
(City meetings available on DVD through Valley Access Channels at 651-430-2921)
Page 7 of 18
2017 Fee Schedule
Liquor & Tobacco Licenses* (PER YEAR):
On -Sale $2,887.50
On -Sale Club $446.25
On -Sale Sunday $200
Off -Sale $200
On -Sale Wine $315
On -Sale Wine w/Strong Beer $477.75
On -Sale 3.2% Malt Liquor $162.75
Off -Sale 3.2% Malt Liquor $57.25
Brewer Tap Room $500
Brewer Off -Sale $200
Brewers Tap Room On -sale Sunday $200
Consumption & Display $250
& $250 Payable to AGED
*Public hearing required to change City license fees.
Tobacco (PER YEAR) $250
Initial Tobacco Investigation Fee $250
Initial Liquor Investigation Fee $300
Permit to consume $35/day
Annual Investigation(Liquor & Tobacco) $150
Temporary Liquor License Fee (12 per year - on- $25 per day
sale)
Temporary Liquor License Fee (3.2% unlimited) $25 per day
Pawn Broker Fee:
$5,000 plus
$200 monthly fee for
computer access
charges
VII. STILLWATER PARK FEES:
All private individuals, religious institutions, and for-profit groups shall pay normal fees. The
City does not charge not-for-profit groups and educational institutions to use City Parks, unless
otherwise noted. The City does require a refundable damage deposit from ALL groups and persons
renting parks facilities.
Park Facilities (Picnic Shelters, Gazebos, Pergolas)
$100 refundable damage deposit plus one of the following fees:
$50/day for Stillwater city resident or $100/ day for non -Stillwater city resident.
Ball fields (for tournaments): $300 fee & refundable damage deposit $150
Page 8 of 18
2017 Fee Schedule
Preparation of Ball fields (Revised 1/20/15 per Resolution 2015-021):
Lower Lily Lake field
Upper Lily Lake field
Public Works Field
Lacrosse
Football
Soccer
Baseball & Softball
(all City Fields with the exception of Lower Lily Lake
field which is $20/game)
$20/ game
$15/ game
$15/ game
$20/application
$25/application
$20/application
$15/ game
Park Open Space
A $100 refundable damage deposit (i.e. weddings) - Non -Resident Fee of $50
Pioneer Park Bandshell and Lowell Park Amphitheater
$100 refundable damage deposit and
$125/ day fee for residents and nonresidents
(anytime).
All groups, including not-for-profit groups and educational institutions must pay to use the
Bandshell and Lowell Park Amphitheater.
Teddy Bear Park Building Rate Schedule
A $100 refundable damage deposit per floor is required plus the following:
Mon-Thurs Resident Non- Non-profit For -Profit
Resident Group Group
First 3 hrs. (1st floor) $50 $80 $50 $80
Add'l hour (1st floor) S15 $25 $15 $25
First 3 hrs. (2nd floor) $40 $60 $40 / $10* $60
Add'l hour (2nd floor) $10 $15 $10 / $5* $15
*Rate based on a minimum of 10 meetings per year with no food at the meeting.
Fri -Sun
First 3 hrs. (1st floor)
Add'l hour (1st floor)
First 3 hrs. (2nd floor)
Add'l hour (2nd floor)
Resident
$90
$25
$70
$20
Page 9 of 18
Non -
Resident
$160
$45
$125
$35
Non-profit For -Profit
Group Group
$90 $160
$25 $45
$70 $125
$20 $35
2017 Fee Schedule
EVENTS & SPECIAL EVENTS: All groups, including not-for-profit groups and educational
institutions must pay rental of amenities
Event Application Fee $0
Special Event Application Fee $50
Special Event with Contract Application Fee $100
Event Impact Fee (if applicable) $500 $750 Refundable Damage Deposit
Water Shut-off Key Deposit $50
Police Services (Resolution 2014-107)
Police Dept. Personnel Officers Overtime Rate - 2 hr. Minimum
Police Reserves $15 per hour - 2 hr. Minimum
Page 10 of 18
2017 Fee Schedule
Materials
Barricade 4' to 12' Saw Horse (No Flasher)
Barricade 4' to 12' Saw Horse (With Flasher)
Type III Barricades
Drums
Electrical use (Lowell Park)
Electrical use (Parks, except Lowell Park)
Orange Fencing
PD No Parking Signs
Picnic Tables
Portable toilet - Handicapped
Portable toilets
Reflective Cones
Refuse Collection
Traffic Sign on stand
Trash Containers
VIII. PARKING FEES:
DOWNTOWN PARKING RENTAL RATES
Lot 1
Lot 2
Other paved city lots
Unpaved city lots
On -street parking (except on Main St5)
$2/barricade/each day of event
$5/barricade/each day of event
$5/each day of event
$1/drum/each day of event
$20/per elec. box/ each day of event
$10/each day of event
$2.50/ lineal foot
$1 $3/sign/each day of event plus labor
if after normal business hours
$10/table/each day of event
$150/ event/ unit
$60/ event/ unit
$1/cone/each day of event
Cost of staff time.
$2/sign/each day of event
$8/container/each day of event
- PEAK SEASON (May through September)
Weekday1 Weekend1
$15/ day/ space2 $15/ day/ space2
$9/ day/ space3 $9/ day/ space3
$1.50/ day/ space4 $3/ day/ space4
$1/ day/ space4 $1.50/ day/ space4
$9/ day/ space $9/ day/ space
DOWNTOWN PARKING RENTAL RATES - OFF SEASON (October through April)
Weekday6
All lots: 3 hours or less Free, but must be
approved by Parking
Commission
All lots : > 3 hours $1.50/day/space
On -street parking (except on Main St. 5) $3/ day/ space
Weekend6
Free, but must be
approved by Parking
Commission
$1.50/ day/ space
$3/ day/ space
1 Peak season weekday = Monday through Wednesday; Peak season weekend = Thursday
through Sunday
2 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $5;
>4 but <8 hours = $10; more than 8 hours = $15
3 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $3;
>4 but <8 hours = $6; more than 8 hours = $9
4 This rate applies whether the space is used (or reserved) for a partial or full day.
5 On -street parking spaces cannot be reserved on Main Street.
6 Off season weekday = Monday through Thursday; off season weekend = Friday through
Sunday
Page 11 of 18
2017 Fee Schedule
PERMIT PARKING (Surface Lots):
Downtown Residental Permit parking per month per vehicle (24/7)
Downtown Business Permit parking per month per vehicle (no overnight
parking)
PARKING RAMP
A. Hourly Parking (Available daily, except during events)
1. Single coupon purchase'
❑ Standard rate is $3; coupon dispensed at entrance gate.
❑ Summer weekday rate is $3.
❑ Rate in effect May 1 to October 31.
❑ Weekdays are considered to be Monday through Thursday at 5:00 p.m.
❑ Summer weekend rate is $5; coupon dispensed at entrance gate.
❑ Rate in effect from May 1 to October 31.
❑ Weekend rate begins Thursday at 5:00 p.m. and ends Sunday at 8:00 p.m.
20
$20
2. Bulk coupon purchase'
❑ Hourly parking coupons can be purchased in advance at City Hall for a discounted rate,
if purchasing at least 10 of them.
❑ A standard $3 coupon is reduced to $2.50 each.
❑ A summer weekend $5 coupon is reduced to $4.50 each.
iAll day to 2:30 a.m.
B. Contract Parking
1. Business Hour Passes'
❑ Minimum purchase of three months is required.
❑ Valid weekdays from 6 a.m. to 6 p.m.
❑ Pass for uncovered space (4th level)
❑ Pass for covered space (levels 1-3)
❑ Covered spaces, bulk rate (5 or more)
❑ Pass for covered reserved space
❑ After 6 p.m. hourly rates apply.
2. Extended Hours Business Passes'
❑ Minimum purchase of three months is required.
❑ Hours vary according to type of pass:
❑ Covered reserved space
Valid weekdays to 9 p.m.
❑ Hospitality Industry pass
Valid daily to 6 a.m. next morning
$10/ month
$15/ month
$12/ month
$20/ month
$23/ month
$20/ month
$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass
Page 12 of 18
2017 Fee Schedule
C. Residential Parking (No restriction on parking hours, i.e. 24/7/365)
25 residential passes available1
❑ Minimum purchase of three months is required.
❑ 8 year -around passes for Rivertown Commons residents.
$25/month each
❑ 17 parking passes available to any resident of the City.2
$35/month each
$25/month each with State issued handicapped parking permit
1$10 activation fee; $5 re -activation fee (if account goes inactive for a month or more); $5 for lost pass.
2These passes are sold on a first-come, first-served basis. No more than 25 passes can be sold at any one time.
Parking before or after the permitted hours is subject to the flat fee for transient parking, or the
event parking fee if that applies.
D. Event Parking
Summer weekend
May 1st and October 31st 5:00 pm on Flat $5
Friday evening through Sunday evening at
8:00 pm
Special Events Flat $10
Parking during events does not include overnight parking. Any vehicle parked at the event rate
after 2:30 am will be subject to towing.
IX. PARKING VIOLATIONS
Any violation not preceded by another parking violation the prior 90 days $25
Any violation preceded by one parking violation within prior 90 days $20
Any violation preceded by two parking violations within prior 90 days $30
Added to fine if not paid within 10 business days of issuance $25
X. POLICE FEES:
Administrative Citation Fees (see attached)
Audio Copy
Bicycle License
Dog Impound
Resident and Non -Resident Dog Licenses - per year
Resident and Non -Resident Dog Licenses
Replacement Tag
Dog - Potentially Dangerous
Dog - Dangerous
In-house statistical computer run
Kennel
Peddler Background Check
per applicant and each representative
Page 13 of 18
15
1
50
10
$5
$50
$200
$25
$250
$15
2017 Fee Schedule
Police Reports
Special vehicle license
State Accident Reports
Video Copy
Police Services (Resolution 2014-107) Activities that
DO NOT fall under Events,
Off -Duty Police Officers (paid directly to
Officers)
Police Reserves (paid directly to Reserves)
XI. ST. CROIX VALLEY RECREATION CENTER RATES:
Hourly Rates: Prime Time
Rec Center Ice
Lily Lake Ice
Full Field Hours
Half Field House
Outdoor Field
Other Rates:
Open Skating
Open Field
XII. VIOLATIONS:
ADMINISTRATIVE CITATIONS
$20085/ hour
$195180/ hour
$3000/ hour
$200170/ hour
$20/ hour
$5$4/ child
$5$4/ child
Animal violations
Animal - Wild or Dangerous Dog
Automobile fenders
Auxiliary lights
Bee Keeping Violations
Brakes
Building Demolition Violations
Bumpers, safeguards
Chicken Keeping Violations
Certain lights permitted on old motor vehicles
Clearance and marker lamps
Composite beam
Conducted on licensed premises/ disorderly
conduct, disorderly house, alcohol, etc.
Curfew
Disposal of Liquid Waste into Sewer System
Page 14 of 18
$0
$100
$0
$40
$40 per hr.
$20 per hr.
Non -Prime
Time
$160/hour
$160/hour
$200/hour
$17510/hour
$20/ hour
$65/ adult
$65/ adult
Fine
$50
$200
$60
$60
$50
$60
$100/ day
$60
$50
$60
$60
$60
$50
$50
$100/ day
3 hour Minimum
3 hour Minimum
Summer Ice
$160$450/ hour
$150160/ hour
$200/ hour
$175150/ hour
$20/hour
Stillwater City Code
Sec. 27-1-5
City Code § 27-2
Minn. Stat. §169.734
Minn. Stat. §169.56
City Code § 27-3
Minn. Stat. §169.67
City Code § 34-8
Minn. Stat. §169.73
City Code § 31-514 (6)
Minn. Stat. §169.62
Minn. Stat. §169.51
Minn. Stat. §169.61
Sec. 43-1
Minn. Stat. §609.72
52-11
City Code § 29-7
2017 Fee Schedule
Disposal of Flammable Waste into Sewer System
Distribution of light
Disturbing the peace
Fail to stop at a stop sign/ line
Failure to obtain a license/registration (contractor,
peddler, permit to consume (in parks), commercial
fertilizer license, outdoor sales permit, vending
permit)
Failure to obtain a Liquor or Tobacco License
Flares, flags, or reflectors required
Garbage & Rubbish - Failure to abide Ordinance
Garbage & Rubbish - Improper Storage
Headlamps
Horn, siren
Identification lamps
Lights for parked vehicles
Lights on all vehicles
Method of parking
Motor vehicle noise limits
Muffler
Noise, noisy parties or gatherings
Electronic sound system/audio equipment
Number of lamps
Open burning or leaves
Possession of alcohol in public
Prohibited lights; exceptions
Prohibition; operating automobile with unsafe tires
Projecting load; light or flag
Public nuisance defined
Public nuisances affecting health
Public nuisances affecting peace and safety
Public parks: hours of operation, permitted activities
Public parks: prohibited acts
Public urination (Ordinance 1065 - 05/06/2014)
Rear lamps
Rearview mirror
Recreational vehicles violation
Roller skates; skateboards
Page 15 of 18
$100/ day
$60
$150
$60
$25/ day
$100/ day
$60
$25/ day
$25/ day
$60
$60
$60
$60
$60
$50
$60
$60
$100
$100
$60
$100
$75
$60
$60
$60
$75
$75
$75
$50
$50
$50
$60
$60
$50
$50
City Code § 29-8
Minn. Stat. §169.60
Sec. 52-1
Minn. Stat. §169.30(b)
City Code 41-4(3); 48-4; 35-
25(1) d; 41-67
City Code § 41-2 (3)
Minn. Stat. §169.75
City Code § 30-1-5
City Code § 30-1-5
Minn. Stat. §169.49
Minn. Stat. §169.68
Minn. Stat. §169.58
Minn. Stat. §169.53
Minn. Stat. §169.55
Sec. 51-2
Minn. Stat. §169.693
Minn. Stat. §169.69
Stillwater City C de
Sec. 38-2
Sec. 38-3
Minn. Stat. §169.63
Sec. 23-1, subd. 10
Sec. 52-15
Minn. Stat. §169.64
Minn. Stat. §169.724
Minn. Stat. §169.52
Sec. 38-1, subd. 2
Sec. 38-1, subd. 2(1)
Sec. 38-1, subd. 2(2)
Sec. 48-5
Sec. 48-2
Sec. 52-18
Minn. Stat. §169.50
Minn. Stat. §169.70
Sec. 51-7
Sec. 51-8
2017 Fee Schedule
Safety glass
Sign violations
Slow-moving vehicle, sign required
Snowmobiles
Special & Conditional Use Permit Violations
Specifications for lighting and other devices
Speeding (1-9 mph over limit)
State Building Code Violations
Subdivision Ordinance Violations
Swimming Pool Violations
Tire surface; metal studs
Unreasonable acceleration /exhibition of speed
Vehicle signals
Warning lights
Wheel flaps on truck and trailer
Windshield
Winter parking; snow emergencies
Zoning Ordinance Violations
Page 16 of 18
Fine
$60
$75
$60
$70
$250/ day
$60
$60
$100/ day
$100
$100/ day
$60
$60
$60
$60
$60
$60
$50
$100/ day
Stillwater City Code
Minn. Stat. §169.74
Sec. 31-509
Minn. Stat. §169.522
Sec. 51-6
City Code § 31-207
Minn. Stat. §169.65
Minn. Stat. §169.14
City Code § 33-1-4
City Code § 32-1
City Code § 33-2
Minn. Stat. §169.72
City Code § 51-3 (2)
Minn. Stat. §169.57
Minn. Stat. §169.59
Minn. Stat. §169.733
Minn. Stat. §169.71
Sec. 51-5
City Code § 30-102
2017 Fee Schedule
ALCOHOL VIOLATIONS (Chapter 43, Sec. 43-134)
1st 2nd
Offense Offense
After hours display or 3 day 6 day
consumption of alcoholic Suspension Suspension
beverages
After hours sales of alcoholic
beverages
Commission of a felony related
to the licensed activity
Failure to take reasonable steps
to stop person from leaving
premises with alcoholic
beverages
Illegal gambling on premises
Refusal to allow City Inspectors
or Police admission to inspect
premises
Sale of Alcoholic Beverages
while license is under
suspension
Sale/purchase of alcoholic
beverages to/by underage
person
Sales of alcoholic beverage to
obviously intoxicated person
3 day
Suspension
Revocation
3 day
Suspension
3 day
Suspension
5 day
Suspension
Revocation
$500
$500
6 day
Suspension
N/A
6 day
Suspension
3rd Offense*
9 day
Suspension
9 day
Suspension
N/A
9 day
Suspension
6 day 9 day
Suspension
15 day
Suspension
N/A
$750 &
3 day
Suspension
$750 &
3 day
Suspension
*Look back period for multiple offenses is no more than 5 years.
Page 17 of 18
4th
Offense
Revocation
Revocation
N/A
Revocation
Revocation
Suspension
Revocation N/A
N/A
$1,000 &
9 day
Suspension
$1,000 &
9 day
Suspension
N/A
Revocation
Revocation
2017 Fee Schedule
TOBACCO VIOLATIONS (Chapter 41, Sec. 41-2, Subd. 13(1))
1st Offense 2nd 3rd Offense*
Offense*
Refusal to allow City Inspectors & $75 $200 $250 &
Police admission to inspect premises Revocation
Sale/purchase to/by underage person $75 $200 $250 &
Revocation
Unlawful Self Service Sale $75 $200 $250 &
Revocation
Unlawful Vending Machine $75 $200 $250 &
Revocation
All other tobacco violations $75 $200 $250 &
Revocation
*Same licensed premises within a 24 month period.
Adopted by the Stillwater City Council this 17th day of January, 2017.
ATTEST:
Ted KozlowskiMichael Polehna, Vice
Mayor
Diane F. Ward,T. Thomas McCarty, Acting City Clerk
Page 18 of 18
i11wat
er
Administration
Memorandum
TO: Mayor & City Council
FROM: Diane Ward, City Clerk
DATE: 1/10/2017
RE: Appointment to Human Rights Commission
We have repeatedly advertised for openings on the Human Rights Commission. An application
was received from Nancy Lyner to fill one of the openings and was interviewed by the Chair and
Council Representative, who recommend appointment.
ACTION REQUIRED:
If you agree with the above information, the Council should pass a motion adopting the
attached resolution entitled Appointing Member to Human Rights Commission.
/nm
APPOINTING MEMBER TO
HUMAN RIGHTS COMMISSION
NOW THEREFORE, BE IT RESOLVED, that City Council of the City of Stillwater,
Minnesota, at their January 17, 2017 regular City Council meeting hereby appoints Nancy Lyner
to the Human Rights Commission, with her term expiring May 1, 2020.
Adopted by Stillwater City Council this 17th day of January, 2017.
Michael Polehna, Vice Mayor
ATTEST
J. Thomas McCarty, Acting City Clerk
Nliiwater
TpF S W A N P I A C E U f MINNENUIA
CITY COUNCIL PLANNING REPORT
MEETING DATE: January 17, 2017
January 11, 2017 (Planning Commission)
December 14, 2016 (Planning Commission)
APPLICANT: Jon Whitcomb of Browns Creek West LLC.
Trinity Lutheran Church, property owner
REQUEST:
CASE NO.: 2016-43
Consideration of a Zoning Map Amendment (ZAM) to include
three parcels in City of Stillwater Central Business District Height
Overlay District and for a total of four parcels to be designated as
Central Business District Blufftop (CBDBT)
PREPARED BY: Abbi Jo Wittman, City Planner
BACKGROUND
When the City of Stillwater constructed the municipal parking ramp, between North 2nd
and 3rd Streets, certainly lands were rezoned Central Business District (CBD). However,
those lands were not incorporated into the CBD Height Overly District, as they should
have been. Therefore, while the parcel of land located at the NE corner of Myrtle and
3rd Street North is in the Overlay District area and zoned CBDBT, Central Business
District Blufftop, the three parcels between it and the parking ramp lot are not.
SPECIFIC REQUEST
Browns Creek West LLC, represented by Jon Whitcomb, has submitted a two-part
application which, if approved, would allow for:
• The addition of three parcels to the Overlay District area.
• The height district classification of all four parcels (located at the NE corner of
Myrtle Street West and North 3rd Street) as CBDB, Central Business District
Bluffside.
REQUEST ANALYSIS
On April 18, 2006, the City Council adopted Ordinance No. 969 which amended the
Zoning Ordinance, and respective Zoning Map, to include all Central Business District
properties in a Height Overlay District. The purpose of the new overlay district was to
"preserve and enhance the essential character of the downtown" by limiting structural height
so that "structures close to the river not rise above the height of structures farther from the
river."
Prior to approving a ZAM, the Co must find that:
■ The public necessity, and the general community welfare are furthered; and
■ That the proposed amendment is in general conformance with the principles,
policies and land use designations set forth in the comprehensive plan.
Figure 6.8 in the Downtown Framework plan identifies Myrtle, as well as north and
south along 2nd, 3rd and 4th...from the top of the bluff into the core and fringe areas, as
important view corridor areas. Wider sidewalks and street trees are recommended as
means to help improve the pedestrian experience in this neighborhood. Although the
site was indicated as a potential site for the post office, the property has not been
developed in this fashion. It is located in the North Hill Residential Downtown District
but borders the Public/Institutional District.
Three -Parcel Addition
The three northerly parcels are located on top of the bluff, directly adjacent to
developable land that is in the Overlay District, and directly next door to a municipally -
owned and developed parking lot. Adding these three parcels to the CBD Height
Overlay District, and determining a maximum height for the structures, would be
consistent with all other properties in the Central Business District.
Four -Parcel Map Amendment
The applicant has indicated that the request to change the zoning is to allow for an
increase in the height allowed in the CBDBT, Central Business District Blufftop. The
CBDBT allows for no greater than three stories and 35' in height. The request, if
approved, would place all four parcels into the CBDB, Central Business District Bluffside
area. The CBDB is permitted to have a maximum height of 4 stories and 45'.
The applicant has indicated this request comes before the City to allow for the
development of this property to occur. As written in the narrative request, the
applicant attests that with the proposed amendments in place, a residential housing
development could be placed on this corner; the increase in height would allow for
setbacks from the property lines to help maintain sufficient sight lines at this
intersection. Furthermore, the additional story allowed by the zoning map amendment
would accommodate underground parking, as the (approximately) 14,000 square foot
lot has limited developable land area.
Case No. 2016-43
CC: January 11, 2017
Page 2 of 4
The four parcels are located across the street from an undeveloped parcel owned by
Trinity Lutheran Church. The zoning of the adjacent parcel is PA - Public
Administration; the PA district has a maximum height of two stories and 35'. The
property at the SE corner, 106 3rd Street South, is zoned RCM, Medium Density, Multiple -
Family Residential District. This district's maximum height is three stories. Therefore,
the proposed parcels, if amended, would have a maximum height greater than that
which is located directly across each of the adjacent streets.
Also, the CBDB, Central Business District Bluffside, areas were originally intended to be
located along the bluff, not on top of them as would be the case with this request. Since
height would be masked by building along the bluff (as opposed to on top of the bluff),
an extra story was allowed in the CBDB, Central Business District Bluffside, area. Said
another way, the extra story on a bluffside property would not block river views of
upland properties. However, if the extra story is added on a blufftop property, it would
more likely block views from surrounding upland properties.
PUBLIC COMMENTS
The only written comment received is from the Trinity Lutheran Church, the most
recent property owner who is also an adjacent landowner. Though in support of the
application submission, Trinity is not in support of approval of the map amendment
which would allow for a four-story structure on this property.
ALTERNATIVES
A. ApprovalIf the Council finds the proposal, or a portion thereof, to be consistent with
the provisions of ZAM regulations, the Council should move to direct staff
to draft an Ordinance approving one or both of the ZAM requests to be
brought back for adoption at the next regularly -scheduled Council
meeting.
B. Table
C. Denial
If the Council finds that the application is not complete enough to make a
decision, it could continue the review and request additional information
from either the applicant or staff
If the Council finds the proposal, or a portion thereof, is not consistent with
the provisions of the ZAM regulations, the Council should move to direct
staff to draft a Resolution denying one or both of the ZAM requests to be
brought back for adoption at the next regularly -scheduled Council
meeting. The Council should indicate a reason for such recommendation.
Case No. 2016-43
CC: January 11, 2017
Page 3 of 4
FINDINGS AND RECOMMENDATION
Planning Commission
The Planning Commission makes recommendation that the Council deny these
applications on the basis that the public necessity, and the general community welfare
are not furthered with the amendment from the CBDBT, Central Business District Blufftop
to the CBDB, Central Business District Bluffside. Therefore, the Planning Commission
recommended denial of both applications.
City Staff
The public necessity and the general community welfare would be furthered with the
amendment of the CBD Height Overlay map amendment to include the three parcels.
However, the purpose of the overlay district is to "preserve and enhance the essential
character of the downtown" by limiting structural height so that "structures close to the river
not rise above the height of structures farther from the river." As the proposed Zoning Map
Amendment would allow for the development of a building that is another story
greater than any adjacent property to the north, west, and south, rezoning to CBDB,
Central Business District Bluffside is not in general conformance with the principles,
policies and land use designations set forth in the comprehensive plan. Therefore, staff
would make recommendation to add the three northern parcels to the map consistent
with adjacently -zoned CBDBT, Central Business District Blufftop properties.
ATTACHMENTS
Downtown Height Zones map
City Code Section 31403
Site Location Map
Applicant Narrative
Washington County Reference Map
Parcel Line Drawing
Public Comment: Trinity Lutheran
Case No. 2016-43
CC: January 11, 2017
Page 4 of 4
StI 1 jwater
Planning Department
Sec. 31-403. CBD height overlay districts.
(a) Purpose. The city council finds that the Central Business District (CBD) has been the core area of
the city and its most identifiable resource. Since 1930 when Lowell Park was established through the
generosity of Elmore Lowell and the cooperation of the Federal Government WPA program, Lowell
Park and the downtown have served as the gateway to the city. The CBD has become a desirable
place to work, shop, live and enjoy cultural and recreational activities and it is therefore apparent that
regulations be adopted that will preserve and enhance the essential character of the downtown and
that structures be limited in height in order that structures close to the river not rise above the height
of structures farther from the river.
(b) Height standards. In addition to, and not in lieu of other official controls, all buildings and uses
hereafter proposed for construction, whether on existing vacant parcels or parcels being vacated
because of the intentional demolition of an existing structure, are subject to the standards,
regulations and provisions of the Central Business District height overlay districts as contained in this
Section 31-403
(1) CBDR—Central Business District Riverside.
(2)
Freestanding building. The maximum height of a freestanding building in the CBDR
height overlay district is 1.5 stories, but not to exceed 20 feet. Height is measured from
the front street level.
ii. Infill building. For vacant lots immediately adjacent tot an existing building: the height
of the infill building is to be within 10% (higher or lower) of the height of the adjacent
building or buildings. If the infill building is between adjacent buildings, then the height
of the infill building is to be within 10% (higher or lower) of the average height of the
adjacent buildings on both sides.
CBDP—Central Business District Parkside.
Freestanding building. The maximum height of a freestanding building in the CBDP
height overlay district is 2.5 stories, but not to exceed 30 feet. Height is measured from
the front street level.
ii. Infill building. For vacant lots immediately adjacent t 2 an existing building: the height
of the infill building is to be within 10% (higher or lower) of the height of the adjacent
building or buildings. If the infill building is between adjacent buildings, then the height
of the infill building is to be within 10% (higher or lower) of the average height of the
adjacent buildings on both sides.
(3) CBDH—Central Business District Historic.
(4)
Freestanding building. The maximum height of a freestanding building in the CBDH
height overlay district is 3 stories, but not to exceed 37 feet. Height is measured from
the front street level.
ii. Infill building. For vacant lots immediately adjacent to3 an existing building: the height
of the infill building is to be within 10% (higher or lower) of the height of the adjacent
building or buildings. If the infill building is between adjacent buildings, then the height
of the infill building is to be within 10% (higher or lower) of the average height of the
adjacent buildings on both sides.
CBDB—Central Business District Bluffside.
Freestanding building. The maximum height of a freestanding building in the CBDB
height overlay district is 4 stories, but not to exceed 45 feet. Height is measured from
the front street level.
ii. Infill building. For vacant lots immediately adjacent too an existing building: the height
1 of 2 10/1/2013 10:00 AM
of the infill building is to be within 10% (higher or lower) of the height of the adjacent
building or buildings. If the infill building is between adjacent buildings, then the height
of the infill building is to be within 10% (higher or lower) of the average height of the
adjacent buildings on both sides.
(5) CBDBT—Central Business District Blufftop.
(c)
Freestanding building. The maximum height of a freestanding building in the CBDBT
height overlay district is 3 stories, but not to exceed 35 feet. Height is measured from
the front street level.
ii. Infill building. For vacant lots immediately adjacent to5 an existing building: the height
of the infill building is to be within 10% (higher or lower) of the height of the adjacent
building or buildings. If the infill building is between adjacent buildings, then the height
of the infill building is to be within 10% (higher or lower) of the average height of the
adjacent buildings on both sides.
General regulations. In all CBD height overlay districts the following regulations will apply:
(1) For flat roofed buildings, height will be measured from the lowest street curb level to
the highest parapet wall of the proposed building.
(2) For peaked roofed buildings, height will be measured from the lowest street curb level
to the highest roof peak of the proposed building.
(3) In areas within the flood plain as depicted on the FEMA "Flood Insurance Rate Map,"
height will be measured starting from one (1) foot above the regional flood elevation of
the property.
(4) All properties abutting on Main Street with frontage on more than one street must have
height measurements taken from the Main Street side.
(5) All properties along Third Street must have height measured from the Third Street side.
(6) Building s existing on April 18, 2006 will, for the purpose of this ordinance, will be in
lawful height conformance for purposes of improvements, repairs, remodeling, or
refinancing. This provision will not apply to buildings that are intentionally demolished.
For purposes of calculating the height of an infill building, "immediately adjacent to" is synonymous with
"adjoining" and " does not include buildings that are on the opposite side of a street, alley, or open
space of any kind.
For purposes of calculating the height of an infill building, "immediately adjacent to" does not include
buildings that are on the opposite side of a street, alley, or open space of any kind.
For purposes of calculating the height of an infill building, "immediately adjacent to" is synonymous with
"adjoining" and does not include buildings that are on the opposite side of a street, alley, or open
space of any kind.
For purposes of calculating the height of an infill building, "immediately adjacent to" does not include
buildings that are on the opposite side of a street, alley, or open space of any kind.
For purposes of calculating the height of an infill building, "immediately adjacent to" does not include
buildings that are on the opposite side of a street, alley, or open space of any kind.
2 of 2 10/1/2013 10:00 AM
City of
'water
Community Development Department
City of Stillwater
Downtown Height Zones
Road centerlines
CBD Height Overlay District
Riverside -1.5 stories/20'
Parkside - 2.5 stories/30'
Historic - 3 stories/37'
Bluffside - 4 stories/45'
Bluff Top - 3 stories/35'
0
The Birthplace of Minnesota
107 3rd Street North
C2 Subject Properties
Municipal Boundary
Parcel Boundaries
105 210
General Site Location
420
Feet
Planning Commission Narrative
November 1, 2016
107 3rd St. North
Stillwater, MN
Commission members and Staff,
In the process of working on and acquiring the building site at 3rd Street North and
Myrtle, it has come to the attention of the City staff and myself as applicant, that
there are 4 parcels all adjoined, and only one of the parcels is included in the
downtown overlay district.
With a potential of future site development I am requesting that the other 3 parcels
be included in the Height overlay district, and a map amendment be approved.
FINDINGS: Due to the limiting site size, conditions, steepness of grade on the South
side fronting on Myrtle Street. The public welfare and safety at Myrtle and 3rd
Streets will be greatly improved, if any future building is set back from the corner as
much as reasonably possible, not having a zero lot setback line situation like two of
the corners currently have. To allow for underground parking will be needed to
properly develop the site.
I am requesting that a map amendment be made and the following three parcels be
added to the map with the zoning of "Bluffside" (see map)
PID# 28.030.20.42.0169
28.030.20.42.0059
28.030.2042.0060
The map amendment change will provide the zoning needed to develop the sites in
the future to create proper parking, access and building design. Final plans and
building detail will be created in the future based on the above request, and the
Commission and Council will have full review and further approval consideration
when submitted.
Applicant:
Jon Whitcomb
W shingtayn
Count
0 55 110
220 Feet
1 1 1 1 1 1 1 1
Created on 11/1/2016
MAP FOR REFERENCE ONLY
NOT A LEGAL DOCUMENT
This drawing is the result of the compilation and reproduction
of land records as they appear in various Washington County
offices. The drawing should be used for reference purposes
only. Washington County is not responsible for any
inaccuracies.
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January 4, 2017
Stillwater Planning Commission
Case No.: 2016-43
Dear Planning Commission members:
NMI,/
ovrajgo
•
trinity
Love. lrvnsf orm. Serve.
This letter is in regard to the zoning variance applications from Browns Creek West, LLC, related to
property at the corner of Myrtle Street and 3`d Street ("3rd Street property") that Browns Creek has
agreed to purchase from Trinity Lutheran Church. Thank you for rescheduling this agenda item from
your December meeting to January. Trinity did not learn of the variance applications until a few days
before the meeting, and our church council had not had an opportunity to consider it before your
December meeting.
The church council has now met to discuss the applications. We reviewed the Planning Report prepared
by Abbi Jo Wittman, City Planner, and which recommends denial of the applications. The applications,
as we understand them, are for the purpose of permitting construction of a four story building on the 3rd
Street property, across the street from Trinity and adjacent to the city parking ramp. Based on the
Planning Report and the information available at this time, Trinity supports the recommendation of the
city staff to deny the variance applications.
Thank you for your consideration.
Respectfully submitted,
0?17-4)1/54,,,„
Gail M. Olson, President
Trinity Lutheran Church Congregational Council
Trinity Lutheran Church + 115 N. Fourth Street + Stillwater, MN 55082 } 651.439.7400 + trinitylc.org
tillwateL
H E O% R i H Y L A C€ Of- MINNESOTA
City Council
DATE: January 12, 2017 CASE NO.: 2016-46
TO: Mayor & Council Members
TOPIC: Site Plan Review Ordinance for large Downtown projects
FROM: Bill Turnblad, Community Development Director
INRODUCTION
If a Special Use Permit is not required, the current City Code does not provide for
formal review of downtown projects that convert the use of a building from one
classification to another. However, these conversions can have a significant impact
upon public infrastructure, especially for larger buildings. Therefore, the City Council
directed staff to develop a draft site plan review ordinance for larger building
conversion projects in the downtown area.
KEY POINTS
A draft of the proposed ordinance is attached. The key points include:
1. Conditional Use Permit required. Subd. 2 of the ordinance proposes that a
Conditional Use Permit (CUP) would be required for any project in the Central
Business District (CBD) Zone (see attached zoning map) that results in the
construction, reconstruction or change in use of 20,000 gross square feet, or more,
of building space. This would potentially affect twenty-two properties (see
attached map). For almost all of these affected buildings, the project would have
to include every story in the building plus the basement to exceed the 20,000
square foot threshold. Said another way, if only a single story is being converted,
or any combination of stories less than 20,000 square feet, then this site plan
review and CUP would not be required.
2. Approval process. Subd. 3 of the ordinance explains that the process already
established in the City Code for Conditional Use Permits and Special Use Permits
would be applied to this review.
a. A public hearing would be held before the Planning Commission. All
property owners within 350 feet of project would be notified of the
hearing.
Page 2
b. The City Council would be the decision making body.
c. Conditions may be attached to the permit.
d. Subd 5 specifies the information that would be required for the
application to be deemed complete. It includes:
i. Certificate of survey
ii. Detailed site plan
iii. Grading/ stormwater plan
iv. Landscape plan
v. Traffic study
vi. Architectural elevations if exterior building changes are proposed
vii. "Typical" floorplans
viii. Fire protection plan
ix. Signage plan
x. Certification of real estate tax and special assessment payments
3. Historical Review. Subd 3 (c) and (d) give notice that these projects are also
subject to Heritage Preservation Commission review for Design Permits and Site
Alterations Permits.
4. Fire and Building Code. Subd. 6 simply states that the projects have to meet fire
and building codes, but that approval of a CUP for the site plan does not imply
compliance with either building or fire code.
RECOMMENDATION
The Planning Commission held a public hearing on the draft ordinance and after
discussion recommended adopting it with one change. The change being that the
Planning Commission would take action on the Conditional Use Permit, rather than
making a recommendation to the Council for action.
ACTON REQUIRED
The City Council should hold a public hearing and consider approving the first reading
of the draft ordinance.
Attachments:
Zoning Map
Draft Ordinance
Page 3
Sti liwater
THE BIRTHPLACE OF M A N N E S O T A
>/= 20,000 si buildings
(Total square Leet )(1l all floors)
A -P, Agricultural Preservation
RA - Single Family Residential
RB - Two Family
TR, Traditional Residential
LR, Lakeshore Residential
CR, Cottage Residential
CTR, Cove Traditional Residential
CCR, Cove Cottage Residential
CTHR, Cove Townhouse Residential
�TH,Townhouse
RCM - Medium Density Residential
RCH - High Density Residential
VC, Village Commercial
CA - General Commercial
CBD - Central Business District
IBP -C, Business Park - Commercial
BP -O, Business Park - Office
BP -I, Business Park - Industrial
IB - Heavy Industrial
CRD - Campus Research Develep
PA - Public Administration
Public Works Facility
Rail ad
WATER
Outside City Limits
Page 4
First Draft of Site Plan Review Ordinance
I. Add the following section
Sec. 31-515.2. 20,000 square foot building projects, or larger, in CBD District
Subd. 1. Purpose. The purpose of this Section 31-515.2 is to establish a Conditional Use Permit
review process for all large building projects, regardless of proposed use, in the CBD District. Given
the impact of large projects on downtown Stiliwater's parking, pedestrian, open space, and other
infrastructure systems, formal public review is in the public's best interest.
Subd. 2. Conditional use permit required. A conditional use permit is required for all building
projects located in the CBD Zoning District that result in any of the following: 1) the construction of
20,000 gross square feet or more of new building space, or 2) the change in use of 20,000 gross square
feet or more of building space, or 3) a combination of newly constructed building space and change -
of -use building space that totals 20,000 gross square feet or more.
Subd. 3. Approval process. The approval process for the Conditional Use Permit in this Section
31-515.2 shall be as established in City Code Chapter 31, Section 31-204 (general permit procedures)
and Section 31-207 (Special Use Permits and Conditional Use Permits). In addition, the following shall
also apply:
(a) A request for a Conditional Use Permit as provided within this section, shall be considered
officially submitted and complete when the applicant has complied with all the specified
information requirements of this Section 31-515.2, City Code Chapter 31, Section 31-204 and
Section 31-207.
(b) The applicant shall supply proof of ownership of the property or supply written authorization
from the owner(s) of the property in question to proceed with the requested Conditional Use
Permit review.
(c) If the project meets the requirements for a Design Permit, as specified in City Code Chapter
31, Section 31-209, then a design permit will need to be requested by the applicant and acted
upon by the Heritage Preservation Commission prior to approval of the Conditional Use Permit
by the City Council.
(d) If the project meets the requirements for a Site Alteration Permit, as specified in City Code
Chapter 22, Section 22-7, Subd. 6, then a Site Alteration Permit will need to be requested by
the applicant and acted upon by the Heritage Preservation Commission prior to approval of the
Conditional Use Permit by the City Council.
(d) The Planning Commission, City Council and City Staff shall have the authority to request
additional information from the applicant concerning operational factors or to retain expert
testimony at the expense of the applicant concerning operational factors. Said information is to
be declared necessary to evaluate the request and/or to establish performance conditions in
relation to all pertinent subdivisions of this section. Failure on the part of the applicant to supply
all necessary supportive information may be grounds for denial of the request.
Page 5
(e) Approval of the Conditional Use Permit shall require passage by a majority vote of the City
Council.
Subd. 4. Evaluation criteria. City Staff, Planning Commission and City Council shall evaluate the
effects of the proposed project. This review shall be based upon compliance with the City
Comprehensive Plan, downtown plans, parking system plans and policies, this section, and other
applicable codes, policies and statutes.
Subd. 5. Information required. The information required for all Conditional Use Permit
applications pursuant to this Section 31-515.2 shall include the following items, unless a listed item is
waived by the community development director:
(a) Site Plan:
(1) Certificate of survey.
(2) Name and address of developer/owner.
(3) Name and address of architect/designer.
(4) Date of plan preparation.
(5) Dates and description of all revisions.
(6) Name of project or development.
(7) Scale of plan (engineering scale only, at 1 inch equals 50 feet or less).
(8) North point indication.
(9) Lot dimension and area.
(10) Required and proposed setbacks.
(11) Location, setback and dimension of all buildings on the lot including both existing and
proposed structures.
(12) Location of all adjacent buildings located within one hundred feet (100') of the exterior
boundaries of the property in question.
(13) Location, number, dimensions, and type of surfacing material of existing and proposed
parking spaces.
(14) Location, number, dimensions, and type of surfacing material of existing and proposed
loading spaces.
(15) Curb cuts and driveways.
(16) Type of surfacing material.
(17) Vehicular circulation.
(18) Sidewalks and walkways.
(19) Location and type of all proposed lighting.
(20) Location of recreational and service areas.
(21) Location of rooftop and ground mounted mechanical equipment and proposed screening.
(22) Provisions for storage and disposal of waste, garbage, and recyclables.
(23) Location, sizing, and type of water and sewer system mains and fire hydrants closest to
the property and proposed service connections.
(b) Grading/Storm Water Drainage Plan:
(1) Existing contours at two foot (2') intervals.
(2) Proposed grade elevations, two foot (2') maximum intervals.
(3) Drainage plan including configuration of drainage areas and calculations.
(4) Storm sewer, catch basins, invert elevations, type of castings, and type of materials.
(5) Spot elevations.
(6) Proposed driveway grades.
(7) Surface water ponding and treatment areas.
Page 6
(8) Erosion control measures.
(9) Calculation of total square footage of site to be covered with impervious surfaces.
(c) Landscape Plan:
(1) Planting schedule (table) containing:
i. Symbols.
ii. Quantities.
iii. Common names
iv. Botanical names.
v. Sizes of plant material.
vi. Root specification (bare root, balled and burlapped, potted, etc.).
vii. Special planting instructions.
(2) Location, type and size of all existing significant trees to be removed or preserved.
(3) Planting detail (show all species to scale at normal mature crown diameter or spread for
local hardiness zone).
(4) Typical sections in detail of fences, tie walls, planter boxes, tot lots, picnic areas, berms and
the like.
(5) Typical sections of landscape islands and planter beds with identification of materials used.
(6) Details of planting beds and foundation plantings.
(7) Note indicating how disturbed soil areas will be restored through the use of deep tilling,
sodding, seeding, or other techniques.
(8) Delineation of both sodded and seeded areas with respective areas in square feet.
(9) Coverage plan for underground irrigation system, if any.
(10) Where landscape or manmade materials are used to provide screening from adjacent and
neighboring properties, a cross through section shall be provided showing the perspective
of the site from the neighboring property at the property line elevation.
(11) Other existing or proposed conditions which could be expected to affect landscaping.
(d) Other Plans and Information: (As may be required by the community development director.)
(1) Legal description of property under consideration.
(2) Proof of ownership of the land for which a site plan approval has been requested.
(3) Traffic study including projected impact to public road system, impact to adjacent private
improvements, and traffic and pedestrian circulation on the site. If a traffic study is
required by the community development director, then an escrow in the amount necessary
to cover the cost the study must be submitted together with the other application materials.
The city will then contract with a traffic engineer to complete the study.
(4) If exterior building changes are proposed, then architectural elevations are required (type,
color, and materials used in all external surfaces).
(5) "Typical" floor plan and "typical" room plan.
(6) Fire protection plan.
(7) Extent of and any proposed modifications to land within the wetland, shoreland or
floodplain district, or steep slopes as described and regulated in this Chapter 31.
(8) Wetland delineation and report.
(9) Type, location and size (area and height) of all signs to be erected upon the property in
question.
(10) Certification that all property taxes, special assessments, interest, or city fees due upon the
parcel of land to which the application relates have been paid.
Subd. 6. Compliance with other codes. The review and approval of site improvements pursuant to
the requirements of city adopted building and fire codes shall be in addition to the process established
Page 7
under this article. Approval of the Conditional Use Permit does not imply compliance with the
requirements of the building codes, fire codes, or design review by the Heritage Preservation
Commission.
Subd. 7. Plan agreements. All site and construction plans officially submitted to the City shall be
treated as a formal agreement between the building contractor and the City. Once approved, no changes,
modifications or alterations shall be made to any plan detail, standard, or specifications without prior
submission of a plan modification request to the community development director for review and
approval. Significant changes as deemed by the community development director may be subject to
council review and approval.
Subd. 8. Enforcement. The community development director shall have the authority to order the
stopping of any and all site improvement activities when and where a violation of the provisions of this
Section 31-515.2 has been officially documented by the building official, public works director, or city
planner as applicable.
II. Amend the following
A. Amend the table establishing approval authority for various permits and city actions by adding
approval authority for CUPs associated with large building projects in the CBD Zoning District
In the table found in City Code Chapter 31, Section 31-204, Subd 5, add Footnote 3 to the entry that
reads "Conditional or Special Use Permit'. The footnote should read:
The City Council shall be the final decision authority and the Planning Commission will make a
recommendation for any Conditional Use Permit associated with projects in the CBD District
constructing 20,000 gross square feet or more, or changing use for 20,000 gross square feet or
more.
B. Amend approval authority for SUPs and CUPs
In City Code Chapter 31, Section 31-207(C)(1) add the following footnote:
The City Council shall be the final decision authority and the Planning Commission will make a
recommendation for any Conditional Use Permit associated with projects in the CBD District
constructing
[end]
BOARD AGENDA
JANUARY 17, 2017 - 9:00 A.M.
Board of Commissioners
Fran Miron, District 1
Stan Karwoski, District 2
Gary Kriesel, District 3
Karla Bigham, District 4
Lisa Weik, Chair, District 5
1. 9:00 Washington County Regional Railroad Authority Convenes
A. Roll Call
B. Pledge of Allegiance
C. Election of the Chair and Vice Chair for Regional Railroad Authority for 2017
D. Approval of Regional Railroad Authority Minutes from December 20, 2016
E. Approval of Amendment No. 1 to Contract with MZA+Co for Gateway Corridor Professional
Communication Services for $150,000
F. Adjourn
2. 9:15 Washington County Board of Commissioners Convenes
Roll Call
3. 9:15 Comments from the Public
Visitors may share their comments or concerns on any issue that is a responsibility orfunction of Washington County Government, whether or not the
issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County
Board secretary or the County Administrator The County Board Chair will ask you to come to the podium, state your name and city of residence, and
present your comments. Your comments must be addressed exclusively to the Board Chair and thefull Board of Commissioners Comments addressed
to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minuses The Board Chair
reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is
part of Washington County's Responsibilities.
4. 9:25 Consent Calendar — Roll Call Vote
5. 9:25 Public Works — Wayne Sandberg, County Engineer
Federal Legislative Update —Andy Burmeister, Lockridge Grindal Naunen P.L.L.P.
6. 9:30 General Administration — Molly O'Rourke, County Administrator
Legislative Updates
7. 9:40 Commissioner Reports — Comments — Questions
This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on platters of interest and
information, or raise questions to the staff. This action is not intended to resuh in substantive board action during this time. Any action necessary because
of discussion will be scheduled for a future board meeting.
8. Board Correspondence
9. 9:55 Adjourn
10. 10:00-10:40 Board Workshop with Public Works — Jan Lucke, Transportation Manager
Discuss the Counties Transit Improvement Board Program of Projects
11. 10:45-11:10 Board Workshop with Administration — June Mathiowetz, Senior Planner
Discuss a Hugo Parcel in Keystone Woods for Possible Inclusion in the Land and Water Legacy Program
12. 11:15-11:45 Board Workshop with Public Health and Environment — Stephanie Souter, Planner II
Discuss Request from Washington Conservation District to Approve a Resolution to Support
Application to the Board of Water and Soil Resources for a Planning Grant Under the One Watershed
One Plan Framework
13. 11:50-12:05 Board Workshop with Public Health and Environment — Judy Hunter, Senior Program Manager
Review the Waste Designation Process
Assistive listening devices am available for use in the County Board Roorn
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EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
WASHINGTON COUNTY BOARD OF COMMISSIONERS
CONSENT CALENDAR *
JANUARY 17, 2017
The following items are presented for Board approval/adoption:
DEPARTMENT/AGENCY
Administration
Community Services
Human Resources
Sheriffs Office
ITEM
A. Approval of January 3, 2017 County Board Meeting Minutes.
B. Approval of the 2017-2019 contract with Thomas Allen, Inc. and Outcomes,
Inc. to provide in home services for persons with intellectual and
developmental disabilities.
C. Approval of Amendment #2 to the agreement with Next Chapter Technology
to provide ongoing software support and maintenance for CaseWorks, the
electronic case file system, to add the areas of the WorkForce Center and
Adult and Children's Social Services.
D. Approval of the tentative agreement for a 2017-2018 collective bargaining
agreement with the Correctional Officers and 911 Dispatchers unit
represented by Minnesota Public Employer Employees Association.
E. Approval of resolution authorizing Washington County to enter into an
agreement with the City of Lake Elmo, Minnesota to provide law
enforcement services to the city.
F. Approval of Amendment No. 1 to the Master System Agreement between
Washington County and Tri Tech Inc. dated December 22, 2016; and
approval of a Software Support Agreement with Tri -Tech Inc.
G. Approval of a resolution authorizing Washington County to enter into a joint
powers agreement with St. Croix County, Wisconsin, for squad installation
services.
Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to
pull a Consent Calendar item(s) for discussion and/or separate action.
Assistive listening devices are available for use in the County Board Room
I rut .mea.«..r..,r..,,., M s4.. hrae.. ear ra..w.s2p nv,.o<�(Ac ‘I Alf/ amn
EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
Wa s
Cointy
Board of Commissioners
BOARD AGENDA
JANUARY 10, 2017 - 9:00 A.M.
Fran Miron, District 1
Stan Karwoski, District 2
Gary Kriesel, District 3
Karla Bigham, District 4
Lisa Weik, Chair, District 5
1 9:00 Roll Call
Pledge of Allegiance
2. 9:00 Comments from the Public
Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the
issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County
Board secretary or the County Administrator. The County Board Chair will ask you to come 10 the podium, state your name and city ofresidence, and
present your comments. Your comments must be addressed exclusively to the Board Chair and the All Board of Commissioners. Comments addressed
to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes The Board Chair
reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is
part of Washington County's Responsibilities.
3. 9:10 Consent Calendar — Roll Call Vote
4. 9:10 Public Works — Joe Gustafson, Traffic Engineer
Resolution — Request Speed Study to Determine Safe Speed Limits at Various Locations
5. 9:15 Sheriff's Office — Chief Deputy Dan Starry
Resolution — Accept Donation from Afton Apple Orchard for $5,649
6. 9:20 General Administration — Molly O'Rourke, County Administrator
A. Approval of the 2040 Comprehensive Plan and Traffic Model Contracts with SRF Consulting
Group, Inc.
B. Legislative Updates
7. 9:30 Commissioner Reports — Comments — Questions
This period of time shall be used by the Commissioners to report to the, full Board on committee activities, make 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 scheduledfor afuture board meeting.
8. Board Correspondence
9. 9:45 Adjourn
Assistive listening devices are available for use in the County Board Room
....,,.+.�ai.e,,,......s.., w..anwxy<n.rAry, ,,...p nneril thanes Dery Mgt! 470 .;rvvr
EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
WASHINGTON COUNTY BOARD OF COMMISSIONERS
CONSENT CALENDAR *
JANUARY 10, 2017
The following items are presented for Board approval/adoption:
DEPARTMENT/AGENCY ITEM
Administration A. Approval of December 20, 2016 County Board Meeting Minutes.
B. Approval of first amendment to agreement #8654 between Washington
County and the City of Stillwater for land acquisition for park purposes
(Aiple Property).
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 ate available for use in the County Board Room
ftVeit 1 „eea:eeirl,ne...n.,.. In etiem.hp ee lagp, mop ham.. ,.ranee 4W5.11.4.711 mnh
EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER