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Home My WebLink About2017-04-04 CC Agenda PacketAGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 4, 2017 REGULAR MEETING 4:30 P.M. RECESSED MEETING 7:00 P.M. 4:30 P.M. AGENDA I.CALL TO ORDER II.ROLL CALL III.OTHER BUSINESS1.Walk through Police Departmenta.Possible approval of resolution authorizing funding (Resolution – Roll Call)2.Letter of Interest to purchase City property - Krogh3.Discussion on Boards/Commissions Items IV.STAFF REPORTS4.Police Chief5.Fire Chief - Fire Department Annual Report6.City Clerk7.Community Development Dir. – Historic Sign8.Public Works Dir.9.Finance Director10.City Attorney11.City Administrator – Johnson Controls Discussion 7:00 P.M. AGENDA V.CALL TO ORDER VI. ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 12.Possible approval of March 21, 2017 regular meeting minutes. IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS X.OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI.CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately.13.Resolution 2017-067, directing payment of bills14.Resolution 2017-068, approval of River City Sculpture Tour for 201715.Possible approval of Bike Rodeo Event – Police Department16.Resolution 2017-069, approval of findings of fact relating to the denial of the appeal of Tilted Tiki17.Possible approval of German Fest & Wild Rice Festival – St. Mary’s Church XII.PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None XIII.UNFINISHED BUSINESS None XIV.NEW BUSINESS None XV.PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI.COMMUNICATIONS/REQUESTS XVII.COUNCIL REQUEST ITEMS XVIII.STAFF REPORTS (CONTINUED) XIX.ADJOURNMENT TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: April 4, 2017 RE: Police Station and City Hall project INTRODUCTION The City Council approved the expenditure of $2,125,000 for the Police Station remodel/expansion project and various improvements to City Hall. As is common with remodeling projects such as this, we too have discovered unexpected existing conditions as we have worked through construction. Most of them have been resolved through value engineering and cutting costs elsewhere in the project. However, we have now encountered several situations that cannot be funded by re-allocating other budgeted work. COMMENTS As can be seen in the attached resolution, we are projecting a total of $400,200 of un-budgeted expenses. They include: 1. Reroofing two-thirds of the former fire station. This $132,250 item was deleted from the project budget because we believed the roof had several more years of life left in it. As mechanical work was underway on the roof, it was discovered that in fact the roof has deteriorated to the point that one good rainfall could produce failure and water damage. Therefore, it urgently needs replacement. 2. Replacing the rooftop electrical conduits We discovered that for some reason the electrical wiring for the fire station is located in conduits on top of the roof. Over time, weathering has deteriorated this to the point it needs to be replaced. It will have to be relocated within the building. The cost of this work will be $40,000. 3. FFE needs are not met by the $50,000 originally budgeted. Even with re-purposing much of the existing furniture, the FFE costs for both phases of the project will be $153,500. Therefore, an additional $103,500 is needed. 4. IT needs are not met by the $40,000 originally allocated. Police Station and City Hall project Page 2 Total IT infrastructure and equipment needs are $111,750. So, there is a need for an additional $71,750. 5. The $12,700 needed for site signage, concrete sidewalk and curbing was not included in the originally approved budget. 6. And finally, we should set aside $40,000 in contingency, just in case we run into more surprises. Chief among these might be asbestos removal in the adhesives for various floorings. The funds to pay for the extra $400,200 in project expenses is proposed to come from two sources. The first is the reallocation of 2017 Capital Outlay in the amount of $210,879. The second would be the reallocation of 2016 and 2017 Series 2005C debt service levy. Details can be seen in the attached resolution. REQUEST Staff requests approval of the reallocation of funds for this project, as detailed in the attached resolution. bt attachments: Resolution RESOLUTION AMENDING THE POLICE DEPARTMENT REMODELING/ CITY HALL UPGRADE PROJECT TO INCLUDE FUNDING FOR UNANTICIPATED ADDITIONAL BUILDING PROJECT NEEDS; REALLOCATING 2017 CAPITAL OUTLAY FUNDING; REALLOCATING DEBT SERVICE LEVIES FOR SERIES 2005C BONDS FOR 2016 AND 2017 TO FUND ADDITIONAL BUILDING PROJECT NEEDS AND REDUCE DEBT ISSUANCE FOR 2017; REALLOCATING THE ST. CROIX VALLEY RECREATION CENTER CONTRIBUTION TO DEBT SERVICE FROM SERIES 2005C TO SERIES 2009C WHEREAS, The City Council has previously approved the Police Department Remodeling/City Hall Upgrade project at a total cost of $2,125,000; and WHEREAS, during the remodeling activities, unanticipated building needs have been discovered that require immediate attention and have exceeded the budgeted project contingency fund, including reroofing of the former fire station, relocating rooftop electrical conduits at the old fire station, technology needs, furniture, fixtures and equipment (FFE) needs, site signage and additional contingency as noted below; and Reroof former fire station $132,250 Relocating rooftop conduits $ 40,000 Technology needs $ 71,750 FFE $103,500 Additional project contingency $ 40,000 Site Signage $ 12,700 TOTAL $400,200 WHEREAS, City staff has reviewed the approved 2017 capital funding budget and the 2016 and 2017 debt service levies for possible reallocation in order to fund the unforeseen additional building project needs; and WHEREAS, City staff recommends reallocating 2017 capital outlay funding and reallocating debt service levies for Series 2005C Bonds for 2016 and 2017 in order to fund the unforeseen additional building project needs and to reduce the anticipated 2017 debt issuance amounts as noted below; and Reallocation of 2017 Capital Outlay $210,879 Reallocation of 2016 Series 2005C debt service levy $248,252 Reallocation of 2017 Series 2005C debt service levy $250,436 TOTAL $709,567 Less additional building project needs ($400,200) Reduction in anticipated 2017 Debt Issuance $309,367 WHEREAS, City staff also recommends reallocating the St. Croix Valley Recreation Center contribution to debt service from Series 2005C to Series 2009C. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater hereby: 1. Amends the police department remodeling/city hall upgrade project to include funding for unanticipated additional building project needs in the amount of $400,200. 2. Reallocates 2017 capital outlay funding in the amount of $210,879. 3. Reallocates debt service levies for Series 2005C Bonds for 2016 ($248,252) and 2017 ($250,436) to fund the additional building project needs and reduce anticipated 2017 debt issuance by $309,367. 4. Reallocates the St. Croix Valley Recreation Center contribution to debt service from Series 2005C to Series 2009C Bonds. Enacted by the City Council of the City of Stillwater, Minnesota this 4th day of April 2017. CITY OF STILLWATER _________________________________________ Ted Kozlowski, Mayor ATTEST: _________________________________________ Diane F. Ward, City Clerk tillwater ...... ___ ••£!!!2:: Admini trati n MEMO DATE: TO: FROM: SUBJECT: April 3, 2017 Stillwater City Council Tom McCarty, City Administrator ==-(~ fv\.. Johnson Controls Performance Contracting Initiative for Energy Cost Reductions BACKGROUND Johnson Controls submitted a proposal on February 7, 2017, to enter into a contract with the City to conduct detailed energy audits and identify specific energy and operational cost savings that are self-funding through Performance Contracting. The cost of the proposed energy audit contract is $12,500. The proposed facility improvement measures were estimated to cost $1,000,000 and included: lighting upgrades at City Hall, Public Works, the Public Library and the Recreation Center, and mechanical system upgrades at the Ice Arena. Under the Facility Improvement Program, the City would fund the facility improvement cost, likely through borrowing, with debt service paid by the energy savings. If the energy savings funding is not sufficient to pay debt service, Johnson Controls covers the funding gap. Johnson Controls would serve as the City's Construction Manager for all phases of the Facility Improvement Program. The City Council tabled the matter and directed staff to perform further due diligence review of the proposal including scope and timing of proposed facility improvements and reference checks with other communities that worked with Johnson Controls through this program. CONCLUSION While reference checks were positive, staff finds that the timing of the proposed facility improvements upgrades through the Johnson Controls Performance Contracting model does not coincide with the City's current Capital Improvement Program schedule and funding (borrowing) cycle. Therefore staff recommends rejection of the proposal at this time. There may be an opportunity to initiate portions of the proposed facility improvements through the Johnson Controls Performance Contracting model in the future. RESOLUTION 2017-067 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 $287,669.42 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 4th day of April, 2017. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2017-067 LIST OF BILLS Amano McGann Inc Amdahl Locksmith Inc Chris AMEM Ancom Communication Inc. Arrow Hockey and Sport Aspen Mills Batteries Plus Bulbs Brock White Co. LLC Cargill Inc. Carquest Auto Parts Century Link City of Woodbury Cole Papers Comcast County Materials Corporation Coverall of the Twin Cities Discount Steel Inc. ECM Publishers Emergency Automotive FedEx Force America G & K Services Goodyear Commercial Tire Grainger Haussner Plumbing LLC Hoigaards Custom Canvas & Awnings LLC 1/0 Solutions Inc. IAPE Jepsen Injury Law LLC Life Safety Systems Loffler Companies M.J . Raleigh Truck Co. Madden Galanter Hansen LLP Mansfield Oil Company Marshall Electric Company Menards Metro Area Mgmt Association MP Nexlevel LLC NAPA Auto Parts Nardini Fire Equipment Office Depot O'Reilly Auto Parts Paul Chris Powell Robert Quill Corporation Equipment repair & supplies Combo locks police garage Membership Mobile Radios Skates Uniforms Lights Wood chip Salt Equipment repair supplies Telephone 2017 SRT Janitorial supplies TV Internet & Voice Catch basin riser Commercial cleaning services Equipment repair supplies Publications Equipment for iPads Shipping costs Main Pcb Assy Mats & Uniforms Road service Equipment repair supplies Eye wash repair Replacement signs National firefighter selection inv form 5 Membership Stillwater Liquor administrative hearing Equipment repair supplies Maint renewal C-5 Professional services Fuel Police station project Supplies Seminar Locating Alternator Inspection Office supplies Marker lights Reimburse for work boots Reimburse for work boots Copy paper and supplies Page 1 931.40 152.00 130.00 6,268.00 101.25 4,463.56 269.90 568.96 17,676.21 2.66 127.83 4,463.50 225.74 289.15 92.80 2,312.00 231.37 161.59 629.87 11.67 642.42 440.70 172.03 195.48 525.00 2,834.74 281.00 50.00 212.50 668.13 7,179.25 55.02 3,736.52 8,742.01 150.00 242.79 20.00 351.25 184.21 236.50 1,481.42 26.55 160.00 159.99 199.92 EXHIBIT "A" TO RESOLUTION #2017-067 Riedell Shoes Inc. Robole Donna Roof Tech Rose City Sign Company Siedlow Jennifer Martinson Simplifile LC SRF Consulting Group St. Croix Boat and Packet Co. Stillwater Motor Company T.A. Schifsky and Sons Thomson Reuters Tri-State Pump and Controls Inc. Truck Utilities Inc. USAble Life Verizon Wireless Washington County Public Safety Radio Wells Darlene Wheeler Larry Woodchuck Tree Care LLC LIBRARY Baker and Taylor Brechon Melissa J. Brodart Co Demeo Inc. ESRlnc Greater Stillwater Chamber of Commerce John Keister & Associates Loffler Companies Mad Science of MN Mercury Electric Midwest Tape MSR Design NAC Mechanical and Electrical Services NADA Used Car Guide Office of MN IT Services Recorded Books Inc Toshiba Business Solutions White Bear Center for the Arts MARCH MANUALS Xcel Energy Skates Reimburse for mileage Rewrapped existing curb & install 3 boots Removal of holiday deco across Main St. Refund of Contractor License Recording fees Downtown plan update Arena billing Vehicle service & repair Asphalt Information Charges Greeley lift station repairs Plow for skid-loader Term Life Insurance Wireless service 800 Radio user fees Park Fee Refund Refund Permit App Remove broken trees Materials Interim Director Contract Materials Processing Supplies Shredding SPL Membership Fee for Director Search ExtremeWorks NBD Adv Programs -Juv Computer Workstations Wiring Materials Teen Room Design Hot Water Pump Sensor Repairs Reference Telephone -February Materials Maintenance Contract Programs -Adult Energy Page 2 873.13 61.53 1,743.75 150.00 100.00 150.00 9,431.79 105,492.13 1,267.20 686.88 131.25 185.40 10,826.00 453.60 2,905.65 9,101.82 100.00 50.00 920.00 795.85 7,000.00 510.63 283.18 19.24 185.00 6,100.00 205.00 362.00 1,247.37 582.36 487.50 732.03 115.00 381.02 5,088.00 37.31 700.00 4,541.04 EXHIBIT "A" TO RESOLUTION #2017-067 CREDIT CARDS 10000 Lakes Chapter of ICC Active911 Inc Admin Arsenal PDQ Backgroundchecks.com BCA Training & Auditing Constant Contact Eventbrite Grand View Lodge Grant Writing USA IAFC Membership John E. Reid & Associates Inc MCFOA MN Government Finance Officers MN State Colleges & Univ. MN DriversManua ls.com Office Depot Pearson Education Tech Pro Research ADDENDUM Century Link Holiday Fleet J. B. Contracting Lake Elmo Oil League of MN Cities Magnuson Law Firm Thoren Dawn Xcel Energy Adopted by the City Council this 4th Day of April, 2017 Building Official Seminar Device & subscription PDQ Inventory & Deploy Background checks Training Prepayment for email newsletter Training Hotel for training Training Membership Training Conference Membership Vehicle Inspector Recertification Class Commercial license manuals 8 Chairs for staff table Training Tech Pro Research Telephones Fuel Door repair Fuel Conference Professional Service Reimburse for Title fee Energy Page 3 220.00 565.94 450.00 234.15 900.00 334.50 50.00 156.76 455.00 259.00 575.00 460.00 120.00 180.00 26.18 771.21 71.20 299.00 285.87 25.52 879.00 30.00 125.00 9,014.33 2.00 29,120.21 TOTAL 287,669.42 RESOLUTION 2017-068 RESOLUTION APPROVING CITY PARTICIPATION IN 2017 RIVER CITY SCULPTURE TOUR; APPROVING SCOPE OF SERVICES AGREEMENT WITH ARTFARM, LLC AND AUTHORIZING A CONTRIBUTION OF $1500 TOWARDS INSTALLATION AND SCULPTURE AWARDS FROM THE COMMUNITY BEAUTIFICATION FUND WHEREAS, the City of Stillwater has been approached by Julie Pangallo, of ArtFarm, LLC, to participate in the River City Sculpture Tour for the second year in 2017; and WHEREAS, the River City Sculpture Tour consists of the placement of up to twelve sculptures created by local, regional and national artists in various locations in downtown Stillwater from May of 2017 through April of 2018; and WHEREAS, community members and visitors will be able to vote for a “People’s Choice Award” sculpture that will be purchased through sponsorships to be permanently placed in the City of Stillwater at the conclusion of the Sculpture Tour in 2018; and WHEREAS, the 2017 River City Sculpture Tour will involve the collaboration of many local community organizations; and WHEREAS, as part of the collaboration for the River City Sculpture Tour, the City of Stillwater is being requested to provide in-kind resources, liability and comprehensive insurance coverage for the sculptures and a contribution of $1500 from the community beautification fund towards installation and sculpture awards as further noted in the attached proposed Scope of Services Agreement with ArtFarm, LLC; and WHEREAS, the 2017 River City Sculpture Tour will continue another amenity in the community to assist in promoting tourism and economic development. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves City participation in 2017 River City Sculpture Tour; approves the attached scope of services agreement with ArtFarm, LLC and authorizes a contribution of $1500 towards installation and sculpture awards from the community beautification fund. Enacted by the City Council of the City of Stillwater, Minnesota this 4th day of April 2017. CITY OF STILLWATER _________________________________________ Ted Kozlowski, Mayor ATTEST: _________________________________________ Diane F. Ward, City Clerk - 2 - AGREEMENT THIS AGREEMENT made this ____ day of April, 2017 between the City of Stillwater, Washington County, Minnesota (“City”) and ArtFarm, LLC, c/o Julie Pangallo, It’s Manager, N8080 Hwy. 25, Menomonie, WI 54751, Stillwater, MN 55082 (“ArtFarm”). 1. The City of Stillwater hereby authorizes ArtFarm to use part of various sidewalks, rights of way and public property to conduct and manage the 2017 River City Sculpture Tour. 2. ArtFarm is authorized to use the sites from April 4, 2017 through the end of April, 2018. 3. ArtFarm must use the spaces shown on the map attached hereto as Exhibit “A.” 4. The displays must be set up in such a way that pedestrian or motor vehicle traffic will not be impeded. Displays must be placed on cement pads that must be constructed and placed only on approved locations. 5. The cost of City Staff time in selecting locations and supervising the construction of pads will be donated to the endeavor by the City, as well as a stipend of $1,500 towards the installation of sculptures and sculpture awards. 6. Signage must be approved by the Community Development Director including the size and location of signs and banners. 7. The City will provide space for the temporary storage of sculptures, pedestals for display and signage for each display, ballot boxes for voting on the People’s Choice Award, work people and equipment for the installation of Sculptures in the Spring of 2017, and removal of Sculptures in April of 2018, including a skid steer or front end loader for approximately four hours in each season, and a welder with portable equipment. - 3 - 8. ArtFarm will provide services as described in the Scopes of Services described in the attached Exhibit B. Approved by the City of Stillwater under authority of the City of Stillwater. CITY OF STILLWATER Ted Kozlowski, It’s Mayor ATTEST: Diane F. Ward, It’s City Clerk ArtFarm, LLC By Julie Pangallo, It’s Manager STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) On this ____ day of ____________, 2017, before me, a Notary Public within and for said County, appeared Ted Kozlowski, and Diane Ward, to me personally known who, being duly sworn, did say that they are the Mayor or and City Clerk named in the foregoing instrument and that this instrument was signed as the free act and deed of the City of Stillwater, Minnesota, a Minnesota municipal corporation. Notary Public - 4 - STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) The foregoing instrument was acknowledged before me this _____ day of April, 2017, by Julie Pangallo, the Manager and duly authorized agent for ArtFarm, LLC. Notary Public THIS INSTRUMENT DRAFTED BY: David T. Magnuson Magnuson Law Firm 324 Main Street South, Suite 260 Stillwater, MN 55082 (651) 439–9464 telephone (651) 439–5641 fax EXHIBIT A Exhibit B Scope of Services – ArtFarm, LLC River City Sculpture Tour 2017-2018 Dates of Service: April 4, 2017 – April 30,2018 Fee: N/A Services provided to the City of Stillwater: -Development and overall management of sculpture program. -Coordinate efforts between community and business organizations. -Recruit and select artists and appropriate sculptures. -Sculptures will be safe, family-friendly and able to withstand the elements and public interaction. -Handle all artist communication. -Maintain legal paperwork for possession, transportation and transference of sculptures. -Arrange delivery and return of all unsold sculptures. -Manage site selection and sculpture installation. -Work with City leadership for seamless operation of sculpture tour. -Work with city to minimize all program risks, including vandalism. -Compile list of artwork and pedestal dimensions. -Provide values list to City for insurance purposes. -Arrange artist reception to welcome artists and showcase Stillwater. -Provide signage for sculptures. -Provide annual sponsors for pedestals. -Handle any contracts or sales of sculptures. -Pay 10% commission on sculpture sales to the City of Stillwater for the arts. -Design brochures and ballots for People’s Choice. -Work with City on permanent placement of People’s Choice. -Maintain website and Facebook page to publicize the Tour. -Contact media outlets and provide press releases, interviews, etc. REGULAR MEETING RECESSED MEETING i 1 1\la t ec 114E 1 IRTMELA CE OF MINNESOTA AGENDA CITY COUNCIL MEETING Council Chambers, 216 Fourth Street North April 4, 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. Walk through Police Department a. Possible approval of resolution authorizing funding (Resolution - Roll Call) (Available Tuesday) 2. Letter of Interest to purchase City property - Krogh 3. Discussion on Boards/Commissions Items IV. STAFF REPORTS 4. Police Chief 5. Fire Chief - Fire Department Annual Report 6. City Clerk 7. Community Development Dir. - Historic Sign 8. Public Works Dir. 9. Finance Director 10. City Attorney 11. City Administrator - Johnson Controls Discussion (Available Tuesday) 7:00 P.M. AGENDA V. CALL TO ORDER VL ROLL CALL VII. PLEDGE OF ALLEGIANCE VIII. APPROVAL OF MINUTES 12. Possible approval of March 21, 2017 regular meeting minutes. IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS X. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 13. Resolution 2017-067, directing payment of bills 14. Resolution 2017-068, approval of River City Sculpture Tour for 2017 (Available Tuesday) 15. Possible approval of Bike Rodeo Event - Police Department 16. Resolution 2017-069, approval of findings of fact relating to the denial of the appeal of Tilted Tiki 17. Possible approval of German Fest & Wild Rice Festival - St. Mary's Church XII. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. None XIII. UNFINISHED BUSINESS None XIV. NEW BUSINESS None XV. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XVI. COMMUNICATIONS/REQUESTS XVII. COUNCIL REQUEST ITEMS XVIII. STAFF REPORTS (CONTINUED) XIX. ADJOURNMENT i11wati: THE BIRTHPLACE OF MINNESOTA TO: Mayor & Council Members FROM: Bill Turnblad, Community Development Director DATE: March 31, 2017 RE: Java Companies Letter of Interest INTRODUCTION Mark Krogh, Java Companies, contacted me about purchase of City owned property on the west side of Curve Crest Boulevard at Stillwater Boulevard. Since the property is not for sale, I advised Mr. Krogh to write a Letter of Interest and submit it to the Mayor and City Council for consideration. REQUEST Java Companies would like to develop the property shown in red cross -hatch on Exhibit A as a coffee shop. Access to the property would align with Long Lake Drive. The property is zoned and guided in the Comp Plan as right-of-way. The Comp Plan would have to be amended and the property would have to be rezoned, probably to BPC, Business Park — Commercial. If rezoned to BPC, then the desired use would be allowed by Special Use Permit. ACTION The Council should consider Java Companies' request and decide whether there is interest in selling the property to them. bt attachments: Neighborhood Map Letter of Interest . AVA PROPERTIES LETTER OF INTENT — PURCHASE Date: 3/15/2017 Mayor & City Council City of Stillwater 216 4th St N Stillwater, MN 55082 RE: Letter of Intent 1401 Nightingale Blvd Stillwater, MN 55082 Dear Mayor Kozlowski & Councilmembers, Following is a Letter or Intent expressing the interest of Java Companies, LLC & or Assigns to purchase the above-mentioned real property. If the following terms and conditions are suitable to you, they are in a position to proceed with a formal Purchase Agreement. Seller: City of Stillwater Buyer: Java Companies, LLC & or Assigns Property: 1401 Nightingale Blvd, Stillwater, MN 55082 (see attached Exhibit A: Site Plan) Tax Parcels: 3103020440009 & part of 3103020440004 (see attached Exhibit A: Site Plan) *These parcels will be re -platted into a new tax parcel Purchase Price: $100,000 Earnest Money: Buyer will provide Seller with all due diligence items i.e. survey, civil site plan and civil engineering work, architectural plans and elevations, phase I environmental reports, appraisal, etc. The above items have an estimated value $35,000. Closing: Closing shall occur one hundred and eighty (180) days after full execution of the purchase agreement and addendum. Condition: Seller shall make certain customary representations regarding condition in Purchase Agreement. Including but not limited to environmental. Investigations will be assisted by Seller making certain disclosures, representations and warranties, which shall include, but not be limited to, condition of title, pending or historical legal actions, and hazardous materials conditions. Inspection Period & Contingencies: Buyer shall have until closing date to satisfy or waive contingencies (due diligence). Buyer's contingencies shall include: 1. Title: Seller to provide legible copies of all documents, plotted easements, current ALTA surveys and preliminary commitment for title insurance. As a material and substantial condition of this Purchase Agreement, the closing of this transaction shall be conducted by James Erickson of First American Title Insurance Company to provide title insurance. 2. Financing: Buyer gets approved for acceptable financing with the following terms: 5% or lower Interest Rate, Five year term, twenty-five year amortization, 20% of purchase price down payment, 80% of purchase price loan amount. 3. Proration of closing cost: As is custom in Minnesota, Seller will pay for a title insurance commitment and buyer will pay the insurance premium. Seller will pay transfer taxes, state deed taxes and real estate commissions. Buyer is to pay recording costs. Escrow fees are to be split 50/50. Property taxes shall be paid current and prorated as of the date of closing. All other items are to be determined/negotiated, but generally based upon custom and practice. 4. Default by Seller: If there has occurred a material breach of any of Seller's representations, warranties, and/or covenants, or Seller fails to close per the Purchase Agreement, and Seller fails to cure such default within ten (10) days of written notice from Buyer, Buyer may, at its option, either (i) terminate this Agreement, as aforesaid, and receive a full refund of the Earnest Money (together with accrued interest thereon), or (ii) elect to enforce, by an action for specific performance, this Agreement. 5. Physical Condition: Seller to provide all available records concerning repair and maintenance and a current, full set of "As -Built" drawings (Floor Plans) for the premises. 6. Environmental: Any disclosure letters and/or off-site determinations from MPCA if in Owners possession shall also be provided. Buyer at its expense, will contract for its own Phase I, Phase II and any other environmental surveys that are necessary. Seller to provide access. Determinations from MPCA if in Owners possession shall also be provided. Seller shall be responsible for the liability incurred as a result of Existing Contamination. 7. Regulatory Approvals: Buyer, at its expense and with the cooperation of Seller, will be responsible for obtaining all regulatory approvals. 8. Assignability: This purchase agreement is assignable to another individual or entity. 9. Property Access: Buyer and Java Properties shall have access to the premise between acceptance and closing with a twenty-four hour notice to seller. 10. Extension of Purchase Agreement: Buyer can extend purchase agreement 180 days with written notice. 11. Notification: To seller by fax, e-mail, or personal service to: Buyer: Java Companies, LLC Address: 333 Washington Ave N. Ste. 401 Minneapolis, MN 55401 Fax: 952-513-2047 E-mail: java@javacompanies.com Seller: City of Stillwater E-mail: bturnblad@ci.stillwater.mn.us Non -Binding: Purchase Agreement Form: In the event the above-mentioned contingencies are not satisfied within the due diligence period, Buyer may elect to terminate the Purchase Agreement, at which time all earnest money shall be refunded to Buyer, and neither party shall have any further obligations. Seller, Buyer, and brokers shall each have no obligation or liability relating to this document or to any verbal or written negotiations, discussions or correspondence. All parties shall expressly have full right to cease discussions/negotiations at any time and for any reason prior to full Purchase Agreement execution. Buyer will prepare, at its expense, within ten (10) days of acceptance of the Letter of Intent, a draft of the Purchase Agreement to be reviewed, negotiated in good faith and executed by the parties If the terms of this summary are acceptable, please sign in the space provided below and return to Java Properties by 12:00 noon on April 14, 2017. AGREED & ACCEPTED: (Owner's Name) AGREED & ACCEPTED: (Buyer's Name) By: By: Its: Its: Chief Manager Date: Date: Exhibit A -Site Plan SSI 1 1water Administration Date: March 31, 2017 TO: Mayor and Council FROM: Diane Ward, City Clerk Reviewed By: Tom McCarty, City Administrator Bill Turnblad, Community Dev. Dir. SUBJECT: Boards/Commissions Items BACKGROUND: Staff was directed to research Boards/Commissions and provide recommendations for: 1. Voting or Non -Voting Member 2. Term Limits 3. Appointment Process 4. Reduction of members on the Planning Commission The discussion of these items began in 2007 and continued throughout 2010 which resulted in: • Retaining the nine member Planning Commission • Implementing Term Limits to three terms with one term the length of three years for all commissions - Ordinance 1008 & Downtown Parking Commission Bylaws (Exception: Library and Water Board) • Some commissions had the Council representative as a voting member some did not. Council at the time wanted consistency with the result being Council Representatives will be non- voting for all commissions (Exception: Library and Water Board) - Ordinance 1014 • Appointment Process - changed from Council appointment only to interviews by the Chair & Council Representative of each commission with a recommendation to Council for appointment. VOTING/NON-VOTING COUNCIL REPRESENTATIVE Council has also discussed voting and non-voting aspects on the commissions of the Council representatives. Prior to 2009, Council Representatives voted (and were counted as voting members) on Planning, Parks & Recreation, and Downtown Parking. Council Reps did not vote on Heritage Preservation and Human Rights Commission. TERM LIMITS Term limits and definition of the length of terms were implemented in 2009. Some of the boards/commissions had two year terms, others three year terms. The term limits with the Council Rep and Chair recommendations have been if there is a long-standing member, their institutional knowledge was important to the commission and should be kept on the commission. Without the incumbent member reappointment, some commissions would have too many vacancies and no interested applicants. PROCESS FOR APPOINTMENTS: According to the City Charter, the Council appoints members to all Boards and Commissions. There is no requirement for interviews or recommendations by any of the Boards or Commissions (including Library & Water Board - they usually recommend to Council) prior to Council appointment. Pre 2007 process involved the Council: • Receiving the applications (staff received by March 15th) • Distribute applications to Council (confidential until appointed) • Meeting with applicants if desired (prior to 2nd meeting in April) • Appoint members at a public meeting (usually the 2nd meeting in April) Post 2007 process: • Receiving the applications (staff received by March 15th) • Staff contacts Chair & Council Rep for possible interview date and time • Staff contacts the Applicant • Interviews with the applicant are conducted between March 30 - 7 days before the 2nd meeting in April • Chair & Council Rep communicate their recommendations to City Clerk • Staff prepares a memo recommending the commission appointments for the City Council packet (for the 2nd meeting in April) REDUCTION IN PLANNING COMMISSION: This item has been discussed by Councils since 2009 and pre -2009 the Council Representative was a voting member of the commission. On April 19, 2016, the Council consensus was to reduce the Commission from 9 to 7 members through attrition. No formal vote was taken, but Council decided not to appoint the 9th member, therefore the commission currently has 8 voting members. There are three commissioner terms expiring May 1, 2017 and staff has received information that two would like to be reappointed. This year the impact would be as follows: 7 members with Council Rep as voting member 7 members with Council Rep not a voting member 1 appointment is needed* 2 appointments are needed* *Actual appointments to Boards/Commissions will be presented to Council at the May 2nd meeting, once a Council determination is made on the size of the Planning Commission, voting, and other changes, and after the 2nd reading of any related ordinances, or by-laws. RECOMMENDATION: 1. Voting vs. Non -Voting Member - Staff has no recommendation. 2. Term Limits - Staff recommends removal of term limits, and retain the 3 year term length for all boards and commissions, if not determined by Statute. 3. Appointment Process - Staff Recommends reverting to the pre -2007 process. 4. Reduction of members on the Planning Commission - Staff recommends reduction to 7 members. There will be a 1st and 2nd reading of an ordinance or by-law changes on any of these items. ACTION REQUIRED: Staff requests that Council review and direct staff on each item then direct staff to prepare an ordinance(s) for any changes for a 1St reading at the April 18th meeting. April 4, 2017 Mayor Ted Kozlowski Stillwater City Council Citizens of Stillwater S1i1hr THE BIRTHPLACE OF MINNESOTA FIRE DEPARTMENT I am pleased to present the 2016 Stillwater Fire Department Annual Report. As highlighted in this report, the Fire Department has accomplished a number of significant goals and objectives providing outstanding service and a foundation for excellence within our community. 2016 was an extremely active year for SFD and numerous improvements and goals were accomplished including, but not limited to: The addition of a part-time secretary • Implementation of advanced EMS variances to improve patient care • Implementation of advanced Cardiac Arrest equipment o The new equipment has improved patient survival rates by 8% over the national average. (City of Stillwater 18% survival rate vs. the national average survival rate of 10.6%) • Implementation of a certified Child Safety Seat Technician • Placed new 2,000 gallon water tender into service • Completed Insurance Services Organization (ISO) evaluation • Hired eight new personnel • Implemented Department Chaplain program In addition, SFD responded to 1,826 calls for service, performed numerous fire inspections; in both new and existing structures, conducted plan reviews, investigated potential fire code violations, performed hydrant maintenance activities, along with equipment and station maintenance duties, and completed thousands of hours of staff training to maintain required licensing and certification standards. I look forward to an exciting and productive 2017 and serving our citizens to the best of our ability. The Stillwater Fire Department aspires to be a recognized "public safety leader" providing a safe and secure environment for our community. The Department will continually evaluate our operations to ensure we consistently exceed the expectations of our citizens. Please enjoy this report and if you have any questions about your Fire Department, please do not hesitate to contact me. Sincerely, Stuart W. Glaser Fire Chief 250 Maryknoll Drive North • Stillwater, Minnesota 55082 PHONE: (651) 351-4963 • FAX: (651) 351-4967 STILLWATER FIRE DEPARTMENT Est. 1872 2016 ANNUAL REPORT Professionalism, Respect, Integrity, Dedication, Excellence — P.R.I.D.E.! MISSION STATEMENT Our commitment is to protect life and property through dedicated service to the community. Stillwater Fire Department Values P. R. I. D. E.! • Professionalism o Support the goals of the Department and the City of Stillwater o Provides input and suggestions, but will support decisions once made and does not undermine the organization and management o Deals with others with respect and tact o Customer service oriented o Conducts themselves in a professional manner on and off the fire ground • Respect o Respect the traditions and history of the Fire Service and the Stillwater Fire Department o Respect the authority of officers and the leadership of the Department o Respect co-workers o Respect City property and equipment o Respect the Citizens served and be understanding of their needs • Integrity o Honest o Ethical o Loyalty o Follows through with commitments o Assumes responsibility for actions of self and staff under their direction • Dedication o Provides solutions / options for challenges facing the Department o Seeks to improve self for the betterment of the organization, e.g., schooling, seminars, etc. o Willing to go the extra step for the overall good of the City of Stillwater o Goal oriented (individually and organizationally) • Excellence o Has basic competence to perform at the level of the position they are seeking or are reasonably capable of learning the expectations of the job o Recognizes when a situation is above their level of authority or capability and is not afraid to seek assistance with the issue o Seeks to improve self and Department 2 STILLWATER FIRE DEPARTMENT 2016 SUMMARY 144 YEARS OF SERVICE TO THE COMMUNITY TOTAL NUMBER OF INCIDENTS -1,826 FIRE- 45 RESCUE EMS -1,354 SERVICE - 87 ALARMS - 196 MISCELLANEOUS -144 MOST INCIDENTS BY MONTH, DAY AND TIME MONTH WITH THE MOST INCIDENTS - JULY DAY OF THE WEEK WITH MOST INCIDENTS - SATURDAY TIME OF DAY WITH THE MOST INCIDENTS - 8AM - 4PM- 868 INCIDENTS AVERAGE EMERGENCY RESPONSE TIME CITY OF GRANT - 5 MINUTES CITY OF STILL WATER - 4 MINUTES MAY TOWNSHIP - 9 MINUTES STILL WATER TOWNSHIP - 6 MINUTES MEMBER TRAINING HO URS - 4,148 FIRE PREVENTION - PUBLIC EDUCATION CONTACTS - 6,836 FIRE PREVENTION - PUBLIC EDUCATION STAFF HOURS - 544 FIRE HYDRANT MAINTENANCE - 1,093 3 TABLE OF CONTENTS Communities Served 5 Jurisdiction 6 Services Provided 7 Stillwater Fire Department Organizational Chart 8 Stillwater Fire Department Staff Roster 9 Response Summary 10 Response Totals 11-12 Incidents by Month, Time of Day and Day of Week 12 Property and Content Loss/Save 13 Code Enforcement .13 City of Stillwater 14 City of Grant 15 May Township 16 Stillwater Township 17 Fire Prevention and Life Safety Education Activities 18-19 CPR/Heart Safe Community 18 Weather-Ready Nation 19 National Child Passenger Safety 19 Personnel Updates 20-22 Staff Training 23 Improvements 24 Apparatus Inventory 25-26 Frequently Asked Questions 27 Public Relations 28 Stillwater Fire 2016 29 4 COMMUNITIES SERVED CITY OF STILLWATER Mayor Ted Kozlowski City Council Doug Menikheim David Junker Tom Weidner Mike Polehna City Administrator Tom McCarty City Clerk Diane Ward CITY OF GRANT Mayor Tom Carr City Council City Clerk Township Supervisors Township Clerk Jeff Huber Loren Sederstrom Tina Lobin Larry Lanoux Kim Points STILLWATER TOWNSHIP Linda Countryman Fred Brant David Johnson Sheila -Marie Untiedt Lee Busse Kathy Schmoeckel MAY TOWNSHIP Township Supervisors Bill Voedisch John Pazlar John Adams Township Clerk Linda Klein t Saturday after Labor Day NI 'mg cityolysant.cam 5 JURISDICTION The Stillwater Fire Department (SFD) provides emergency services to a sixty-one (61) square mile response area. Our borders extend as follows: Highway 36, Southern Border 150th Street, Northern Border St. Croix River, Eastern Border Keats Avenue North, Western Border csc r ay Township Stillwater Township (' City of Grant City of Stillwate The Stillwater Fire Department's response area is vast and hosts a multitude of geographic and demographic aspects. Demographics include: Historic Downtown Stillwater, single and multi -family residential, high- rise, commercial, industrial, schools, clinics, hospital campus, government facilities, senior assisted living facilities and nursing homes. Geographic logistics include: highways, various transportation routes, railways, cliffs, bluffs, ravines, rivers, lakes, swamps, agricultural and forested areas, recreational trails and park lands. SFD responds to the following communities: City of Stillwater; Stillwater Township; a portion of May Township and a portion of the City of Grant. In addition, SFD provides mutual aid when requested to multiple surrounding communities. 6 SERVICES PROVIDED Fire Suppression Structure — Residential/Commercial Wildland/Grass Marine Auto Basic Life Support (BLS) - Non -Transport Emergency Medical Services Medical Emergencies CPR & AED Certified Advanced Airway Placement Assist Lakeview EMS Blood Pressure Checks Code Enforcement/Inspections New Construction Commercial Multi -Family Residential Day Care Special Event Heavy Rescue Auto Extrication High Level Rope Water/Ice Rescue Surface Dive Boat Maintenance City Fire Hydrants Fire Station Trucks/Equipment Fire Prevention School Visits Open House Senior Programs Fire Education In-service Training for Business Drills and Exercises Civic Support Community Events Station Tours Child and Booster Seat Inspections SFD crews working at the scene of a structure fire. SFD crew honored for saving the life of Jack Hamond. SFD providing fireworks coverage on the St. Croix River for the 4th of July. 7 1. Perkins Firefighter/Engineer R. Peltier 4 M. Aspengren J T.J. Bell R. Smith S. Despiegelaere Chief S. Glaser Deputy Chief/Fire Marshal T. Ballis Assistant Chief Administration T. Linhoff Admin. Assistant J. Urbiha Stillwater Fire Department Organizational Chart 2016 A Shift Captain C. Zeuli Lieutenant J. Roettger Firefighter/Engineer KIShift Captain Jansen aptain J. Nobles J. Bell 4 J. Marchetti P. Gresafe J. Roush Firefighter T. Peltier S. Hamond B. Junker 4 D. Mechelke J 4 T. Kockelman J K. Heinzen A. Johnson Firefighter/Engineer C Shift Captain S. Zoller Captain B. Peltier 4 M. Richardson Jake Bell C. Rigney D. Nelson Firefighter M. Peltier 4 K. Pederson J 4 S. DiStefano J 4 S. McCauley D. March Firefighter J. Conley J. Kellogg B. Wojcik W. Still 8 YEARS OF SERVICE AS OF DECEMBER 31, 2016 NAME POSITION YEARS Mike Aspengren Full-time Firefighter/Engineer/EMR 13 Tom Ballis Full-time Deputy Chief/EMT 15 Jacob Bell Full-time Firefighter/Engineer /EMT 11 Jon Bell Full-time Firefighter/Engineer/EMR 31 Tim Bell Part-time Firefighter/Engineer/EMR 47 *Brian Bruchu Part-time Firefighter/EMR 4 Jeff Conley Part-time Firefighter/EMR 12 Steve Despiegelaere Part-time Firefighter/Engineer/EMT 5 Salvatore DiStefano Part-time Firefighter 1 Stuart Glaser Full-time Chief/EMT 31 Phil Gresafe Part-time Firefighter/Engineer/EMR 9 Steve Hamond Part-time Firefighter/EMT 7 Keith Heinzen Part-time Firefighter 5 months Chad Jansen Full-time Captain/EMT 12 Aaron Johnson Part-time Firefighter 4 months Brad Junker Part-time Firefighter/EMR 9 John Kellogg Part-time Firefighter/EMT 5 Todd Kockelman Part-time Firefighter/EMR 3 *Tom Linhoff Part-time Assistant Chief/EMR 42 Kris Linner SFD Volunteer Chaplain 1 month Dan March Part-time Firefighter 5 months Joe Marchetti Full-time Firefighter/Engineer/EMT 10 Seth McCauley Part-time Firefighter 1 Dakota Mechelke Part-time Firefighter/EMT 4 Derek Nelson Part-time Firefighter/Engineer/EMR 4 John Nobles Part-time Captain/EMR 21 *Brian Oberschmid Part-time Firefighter/EMT 1 *Shad O'Malley Part-time Firefighter/EMR 3 Katie Pederson Part-time Firefighter/EMT 2 Mike Peltier Part-time Firefighter/EMR 26 Rob Peltier Full-time Firefighter/Engineer /EMR 17 Tim Peltier Part-time Firefighter/EMR 22 Bill Peltier Full-time Firefighter/Engineer/EMR 38 Ian Perkins Part-time Firefighter 4 months Matt Richardson Full-time Firefighter/Engineer 2 months Chris Rigney Part-time Firefighter/Engineer/EMR 6 Jeff Roettger Part-time Lieutenant/EMR 17 Jim Roush Part-time Firefighter/Engineer/EMT 5 Ryan Smith Part-time Firefighter/Engineer/EMR 5 Judy Urbiha Depailinent Secretary/EMR 7 months Will Still Part-time Firefighter 11 months Ben Wojcik Part-time Firefighter/EMR 2 Chris Zeuli Full-time Captain/EMT 25 Steve Zoller Full-time Captain/EMT 22 *Retired/Resigned TOTAL COMBINED YEARS OF SERVICE 488+ Engineer — Drive and Operate all Fire Apparatus and Equipment EMR — Emergency Medical Responder — First Aid Certification EMT — Emergency Medical Technician (Advanced Level 1St Aid Certification) 9 RESPONSE SUMMARY The Stillwater Fire Department prides itself on providing rapid, professional service to the communities we protect. The following charts and data depict run response trends for the SFD over the past several years. 2,000 1,800 1,600 1,400 1,200 1,000 800 600 400 200 0 Annual Run Response Trend 1,754 1,383 1,701 1,815 1,838 1,826 2011 2012 2013 2014 2015 2016 The pie chart below indicates 2016 calls by district. As indicated by the data, the majority of calls 84% occur within the City of Stillwater where the largest population base resides. The remaining 16% occur within our contract areas and responding to mutual aid requests. 4`)/0 5% 1 0 6%, 84% ■ CITY OF STILLWATER - 1,528 ■ STILLWATER TOWNSHIP - 111 ■ CITY OF GRANT - 80 ❑ MAY TOWNSHIP - 83 0 MUTUAL AID - 24 2016 CALLS BY DISTRICT 10 Response Totals The chart below depicts a breakdown by types of calls over the last three years for the Stillwater Fire Department's response area. 0 200 400 600 800 1000 1200 1400 1600 45 FIRE 82 45 RESCUE EMS 128 SERVICE 187 ALARMS 155 133 I - 151 144 MISC. - 170 209 272 1,354 1,266 1,138 ' 2016 - Total calls - 1,826 2015 - Total calls - 1,838 2014 - Total calls - 1,815 SFD Fire District 2016 2015 2014 Fire — Structure 26 30 20 Fire — Vehicle 4 7 9 Fire — Grass/Brush Outside 6 23 10 Fire — Other 9 22 6 EMS 1,259 1,163 1,033 MVA/Extrication 78 93 99 Rescue — Other 17 10 6 Public Assist 47 102 113 Controlled Burn 40 53 86 Service Call — Other 41 32 73 Alarm/Sprinkler— Malfunction 42 25 18 Alarm/Sprinkler — Fire/Smoke 112 105 133 Alarm — Malicious 1 3 0 Smoke Scare 24 25 36 Arching/Shorts 8 18 21 Spills/Leaks 41 39 53 Carbon Monoxide 18 25 37 Power Line 28 19 16 Misc. — Other 25 44 46 Grand Total 1,826 1,838 1,815 11 The three charts below show our busiest times during 2016. The first chart indicates that July had the most incidents requesting our service. Alarm analysis by time of day is broken down into four hour increments for all of the Districts we cover. The majority of alarms were between the hours of 8AM to 12PM and 12PM to 4PM with equal calls, 434 during those timeframes. The final chart is a layout of the days of the week with Saturday receiving the most calls followed by Monday. 12 Sun Mon Incidents by Time of Day Incidents by Days of Week Wed Thu Fri Districts Sat '. 12 PMTo4 4PMTo8 8PMTo1 12 AMTo4AM 4AMTo8AM 8AMTo12PM PM PM AM 1 Mutual Aid 1 3 3 5 9 3 24 City of Grant 9 14 12 21 13 11 80 City of Stillwater 147 130 378 369 305 199 1528 May Township 4 9 16 15 28 11 83 Stillwater Township 3 13 25 24 30 16 111 Grand Total 164 169 434 434 385 240 1,826 12 Sun Mon Tue Incidents by Days of Week Wed Thu Fri • Sat '. Districts Mutual Aid 1 3 1 4 5 2 8 0 24 City of Grant 11 7 9 12 13 13 15 0 80 City of Stillwater 213 231 214 208 217 225 220 0 1528 May Township 15 15 12 10 5 10 16 0 83 Stillwater Township 19 10 18 13 17 11 23 0 111 Grand Total 259 266 254 247 257 261 282 0 1,826 12 The Stillwater Fire Department protects a wide variety of properties which have substantial dollar value but also buildings which have great historical significance to our City and the State of Minnesota. The personnel of the SFD are proud of our heritage and are extremely honored to be chosen to protect and provide service to the City of Stillwater, (the Birthplace of Minnesota), Stillwater Township, City of Grant and May Township. The chart below indicates the total property and content damage which occurred by fire in Stillwater Fire's Response District over the past several years. As the data indicates the Fire Department provides a tremendous economic value based on cost versus benefit to the City and communities it protects. Property damage for all fires in 2016 totaled $1,512,900 while the potential loss of property involved in fire was over $8.5 million dollars. ■ ■ Cost estimates are derived from property value records from the Washington County Property Records and Taxpayer Services. CODE ENFORCEMENT The Code Enforcement Division continues to support the mission of the Stillwater Fire Department to protect life and property through dedicated service. This is accomplished through fire safety inspections of commercial buildings and residential fire safety inspections. Fire Prevention staff are licensed by the State of Minnesota to conduct daycare and foster care inspections, conduct general fire inspections of occupancies, conduct fire alarm and sprinkler inspections and testing, tank removal and installation inspections and inspections for business certificate of occupancy. Inspections consisted of new construction, commercial business, multi -family residential, daycare providers, special event/plan reviews and general company fire inspections of existing structures. The Code Enforcement program will continue to provide quality customer service and find additional ways to provide for a safer community in 2017. 13 1200 1000 800 600 400 200 0 20 46 26 FIRE 1,183 N 1 1,132 986 1 134 190 CITY OF STILLWATER 2016 - Total Calls - 1,528 2015 - Total Calls - 1,561 2014 - Total Calls - 1,528 125 114 133 MO - 01112 135 RESCUE EMS SERVICE ALARMS MISC. City of Stillwater 2016 2015 2014 Fire — Structure 12 15 8 Fire — Vehicle 1 4 8 Fire — Grass/Brush Outside 2 8 5 Fire — Other 5 19 5 EMS 1,120 1,055 922 MVA/Extrication 51 70 65 Rescue/Technical 12 7 2 Public Assist 44 98 113 Controlled Burn 12 7 16 Service Call — Other 32 29 61 Alarm/Sprinkler — Malfunction 34 22 18 Alarm/Sprinkler — Fire/Smoke 90 89 115 Alarm — Malicious 1 3 0 Smoke Scare 18 24 35 Arching/Shorts 6 15 19 Spills/Leaks 35 27 45 Carbon Monoxide 17 23 31 Power Line 16 12 14 Misc. — Other 20 34 46 Grand Total 1,528 1,561 1,528 14 ■ 106 7 FIRE 3 I 1 43 1 35 1 61 CITY OF GRANT 12016 - Total Calls - 80 12015 - Total Calls - 69 2014 - Total Calls - 88 18 13 8 9 9 II 5 31 RESCUE EMS SERVICE ALARMS 14 MISC. 3 City of Grant 2016 2015 2014 Fire — Structure 3 3 0 Fire — Vehicle 2 0 0 Fire — Grass/Brush Outside 1 4 2 Fire — Other 0 0 1 EMS 36 28 48 MVA/Extrication 7 7 13 Public Assist 2 0 0 Controlled Burn 8 7 13 Service Call — Other 3 1 5 Alarm/Sprinkler — Malfunction 3 1 0 Alarm/Sprinkler — Fire/Smoke 6 4 3 Alarm — Malicious 0 0 0 Smoke Scare 3 1 0 Arching/Shorts 0 1 0 Spills/Leaks 1 8 3 Carbon Monoxide 1 0 0 Power Line 2 1 0 Misc. — Other 2 3 0 Grand Total 80 69 88 15 60 50 40 30 20 10 5 53 40 0 .1, ■i 30 FIRE RESCUE EMS SERVICE MAY TOWNSHIP u 2016 - Total Calls - 83 2015 - Total Calls - 65 J 2014 - Total Calls - 53 12 ALARMS MISC. 10 May Township 2016 2015 2014 Fire — Structure 2 2 0 Fire — Vehicle 0 1 0 Fire — Grass/Brush Outside 1 1 1 Fire — Other 2 1 0 EMS 45 34 26 MVA/Extrication 8 6 3 Rescue / Technical 0 0 1 Public Assist 1 0 0 Controlled Burn 3 5 6 Service Call — Other 1 0 1 Alarm/Sprinkler — Malfunction 4 0 0 Alarm/Sprinkler — Fire/Smoke 8 7 5 Alarm — Malicious 0 0 0 Smoke Scare 2 0 0 Arching/Shorts 0 1 1 Spills/Leaks 1 3 2 Carbon Monoxide 0 1 5 Power Line 5 0 2 Misc. — Other 0 3 0 Grand Total 83 65 53 16 70 60 50 40 30 20 10 0 17 FIRE 65 55 53 19 38 57 STILLWATER TOWNSHIP 8 2016 - Total CaIIs - 111 2015 - Total CaIIs - 128 12014 - Total CaIIs - 131 6 10 13 12 RESCUE EMS SERVICE ALARMS MISC. 6 Stillwater Township 2016 2015 2014 Fire — Structure 2 4 2 Fire — Vehicle 1 2 1 Fire — Grass/Brush Outside 2 9 2 Fire — Other 1 2 0 EMS 53 45 34 MVA/Extrication 10 9 16 Rescue / Technical 2 1 3 Public Assist 0 2 0 Controlled Burn 17 34 51 Service Call — Other 2 2 6 Alarm/Sprinkler — Malfunction 1 2 0 Alarm/Sprinkler — Fire/Smoke 7 4 10 Alarm — Malicious 0 0 0 Smoke Scare 1 0 1 Arching/Shorts 2 1 1 Spills/Leaks 4 1 3 Carbon Monoxide 0 1 1 Power Line 5 6 0 Misc. — Other 1 3 0 Grand Total 111 128 131 17 FIRE PREVENTION & LIFE SAFETY EDUCATION ACTIVITIES "Tell me and I forget, Teach me and I remember, Involve me and I learn" Ben Franklin The Stillwater Fire Department spends hundreds of hours and takes part in a multitude of events to make up the Department's Fire Prevention and Life Safety Education program. Being proactive in preventing fires and educating the public on personal injury safety is the most pro -active and cost effective activity the Fire Department can provide. Fire Prevention/Education Statistics 2016 Activity/Event Contacts Staff Hours Awareness/Tours 2,140 136 Truck Visits 620 36 Extinguisher Training 180 14 School Visits 1,150 82 Employee Recognition Breakfast 46 10 Open House 1,200 176 Stillwater Township Picnic 400 12 Night to Unite 1,100 78 Total 6,836 544 CPR/HEART SAFE COMMUNITY More than 90 percent of Americans who have sudden cardiac arrest (SCA) die within minutes. HeartSafe is a public health initiative intended to help more people survive after sudden out-of-hospital cardiac arrest. Only 30 percent of people who go into cardiac arrest receive CPR from a bystander. The American Red Cross recommends someone in every household be trained. When someone's heart suddenly stops, they will generally not survive unless a number of interventions take place immediately, including CPR and defibrillation. The "St. Croix Area Heart Safe Community" was created to help reach both emergency providers and citizens that want to learn Cardiopulmonary Resuscitation (CPR). The Stillwater Fire Department offers classes on CPR and Automatic External Defibrillator (AED). It is our goal to teach as many people as possible this important life-saving activity. In 2016 SFD staff provided CPR and AED training to over 300 residents, business staff and visitors. The Stillwater Fire Department continues to work hard as a Heart Safe Community. A new Minnesota law makes it mandatory for all high schoolers to learn CPR before graduation. 18 Weather -Ready Nation National Oceanic and Atmospheric Administration The Stillwater Fire Department is a Weather -Ready Nation Ambassador. National Oceanic and Atmospheric Administration (NOAA) Weather -Ready Nation is about building community resilience in the face of increasing vulnerability to extreme weather and water events. Through operational initiatives, NOAA's National Weather Service (NWS) is transforming its operations to help America respond. As a Weather -Ready Nation Ambassador, we are committed to working with NOAA and other Ambassadors to strengthen national resilience against extreme weather. In effect, the WRN Ambassador initiative helps unify the efforts across government, non -profits, academia, and private industry toward making the nation more ready, responsive, and resilient against extreme environmental hazards. Currently SFD communicates with our community through our SFD Facebook page and the City of Stillwater's website. We hope in the near future we will have more avenues to communicate quickly and effectively. NATIONAL CHILD PASSENGER SAFETY CERTIFICATION A Program of Safe Kids Worldwide Did you know that 73 percent of car seats are not used or installed correctly? Correctly used child safety seats can reduce the risk of death by as much as 71 percent. (safekids.org) The Stillwater Fire Department adhering to their Mission Statement - Our commitment to protect life and property through dedicated service to the community, went one step further. SFD now has a Certified Technician of the National Child Passenger Safety Program within the department. Inspections can be set up on a one-on-one personalized instruction with caregivers on how to properly install their child's car seat. The child passenger safety technician will be able to work through a variety of activities, including community presentations and/or child safety seat checks where parents and caregivers receive education and hands-on assistance with the proper use of child restraint system and seat belts. To maintain certification, continuing education and inspections are mandatory as seat manufacturing changes; along with laws and regulations. 19 Personnel Updates New Employees Stillwater Fire Department continues to grow and evolve with many new personnel joining our ranks over the last year. Judy Urbiha, Secretary PT Ian Perkins, Firefighter PT FIRE Will Still, Firefighter PT Dan March, Firefighter PT Matt Richardson, Firefighter/Engineer FT Keith Heinen, Firefighter PT Staff missing from photos are: Aaron Johnson, Firefighter PT BADGE PRESENTATION Kris Linner, Chaplain Congratulations to Firefighters Sal DiStefano and Seth McCauley who were presented with their SFD badges on September 6 at the Stillwater City Council meeting. Both recently completed all required training during their one year probation period to become official members of the Department. 20 T Linhoff CERTIFICATE OF EXCELLENCE RETIREMENT All paid -on-call personnel are required to meet minimum quarterly response requirements. Fire Fighter/Engineer Tim Bell responded to 117 of 167 all calls for service and went above and beyond and averaged over 70% call response for the year. Tim was awarded a Certificate of Excellence for the Highest Run Percentage made in 2016. Congratulations and thank you Tim for your dedication to the Stillwater Fire Department and the citizens we serve. Stillwater Fire honored Assistant Fire Chief Tom Linhoff for his dedicated service to the community for over 42 years. His passion to serve and protect his community from the ravages of fire and respond selflessly when called upon created a safer community for all of us. In addition, Tom had a devotion to firefighter safety and fire code enforcement working to ensure "Everyone Goes Home" and keeping our fire personnel safe and healthy was paramount in his mission. Tom started his career with the Stillwater Fire Department on October 1, 1974 under Chief David E. Chial and has served five Chief Officers throughout his career. Tom established himself as competent, dependable firefighter and worked hard as he rose through the ranks to the position of Assistant Fire Chief. Tom truly embodies the role of public servant and he can be extremely proud of the numerous contributions he made to Stillwater Fire and the City throughout his career. His talents, professionalism and friendship will be missed. 21 YEARS OF SERVICE In 2016 the Department was proud and honored to recognize the following individuals for their dedication and commitment to the Stillwater Fire Department. 25 Years of Service 15 Years of Service 10 Years of Service 5 Years of Service Chris Zeuli Steve Despiegelaere Chris Zeuli - Tom Ballis Joe Marchetti Steve Despiegelaere Jim Roush Ryan Smith Tom Ballis Joe Marchetti Jim Roush Ryan Smith 22 STAFF TRAINING Persons who join the Stillwater Fire Department who have not already received necessary certifications are required to attend classes and pass both written and practical exams. However, the training and education does not end with those certifications. Members participate in weekly training not only to maintain but to improve and enhance their skills as a firefighter. SFD is fortunate to have a training tower located within the Department which allows members to enhance their skills that are necessary when dealing with any incident involving a building, rescuing a victim via a window or stairway and rappelling a cliff. 6,000 5,000 4,000 3,000 2,000 1,000 0 PERSONNEL TRAINING HOURS 5,041 4,600 3,950 3,911 3,806 2016 2015 2014 2013 2012 Annual training goals and the training schedule are prepared by the Training Committee. There are a variety of training areas that the SFD covers during a course of the year which include, vehicle accidents, vehicle extrications and power tools, live burns, air boat, ice and cold water rescue, rappelling and ropes, relay pumping to mention a few. Training is on-going as the role of the firefighter is ever changing; as new and more dangerous incidents continue to develop, such as active shooter situations and individuals purposely targeting first responders when they arrive on scene. The Minnesota Board of Firefighter Training and Education, awarded Stillwater Fire Department $5,920.00 for education and training purposes in 2016. CORE FIREFIGHTER COMPETENCIES • Firefighter I • Firefighter II • Advanced EMS Certification • Hazardous Materials Operational Level • Terrorism Awareness Training • Fire Apparatus Operator Technical Rescue - Vehicle Extrication - Confined Space - Water Rescue — ice, dive surface - Collapse Rescue - High Angle Rope All of these training areas require annual on-going continuing education hours Minnesota requires all full- time firefighters to be licensed by the state. 23 2016 IMPROVEMENTS Stillwater Fire Department purchased a 2015 Kenworth Chassis with a Custom Fire stainless steel body which has the primary responsibility of providing water for our non -hydrant response areas. Tender 1 responds with a crew of 2 firefighters, carries a 2,000 gallons of water, 30 gallons of foam and can pump 1,000 gallons per minute. TENDER 1 SFD recently improved their sudden cardiac arrest response with the purchase of two new Zoll ResQCPR, AED-CPR devices. According to Zoll, "These devices have been shown to increase survival in cardiac arrest patients by 49% when compared to treatment with conventional CPR". ZOLL AED PRO EXTERNAL DEFIBRILLATOR 24 APPARATUS INVENTORY The Stillwater Fire Department (SFD) maintains an inventory of 16 high quality fire apparatus ready to respond to an emergency on a moment's notice. All the apparatus is maintained and checked daily by the on -duty crew. Any major repairs or required maintenance is coordinated through the maintenance captain who schedules, documents and ensures the equipment is in sound working condition. 6105 Heavy Rescue Truck 1989 Ford L8000 Chassis Heavy Rescue Vehicle. 6105 carries a compliment of rescue tools for extrication, high angle, ice/water rescue, cribbing stabilization, EMS/first aid equipment and is a support vehicle used for dive/water rescue and air cascade system for on scene breathing apparatus filling, as well as a rehabilitation station for firefighters at emergency incidents. 6106 Water Tender 2015 Kenworth Chassis with a Custom Fire stainless steel body. 6106 carries 2,000 gallons of water 30 gallons of foam for rural firefighting applications and water shuttling operations. 6106 is capable of pumping 1,000 gallons of water per minute. 6107 Quick Attack Pumper 2004 Ford F550 crew cab, 4x4 chassis w/ 6.0L V-8 diesel engine. 6107 carries 250 gallons of water, 30 gallons of class A foam, portable front and rear winch, portable rescue tool, air reel, on -board generator and has a CAF's (Compressed Air Foam) system. 6107 also carries EMS/first aid equipment, AED and technical rescue equipment. 6108 Rescue/Engine Company 1996 Pierce Lance Chassis Rescue/Engine Company. 6108 is a Rescue/Engine carrying 500 gallons of water, hoses, ladders, ventilation equipment, 1,750 gallon per minute single stage pump, water rescue, high-level rescue, EMS/first aid equipment including an automatic external defibrillator (AED) and an electric powered Hurst extrication tool along with attachments. 6109 Engine Company 2011 Freightliner M2 Rescue/Engine Company. 6109 is a Rescue/Engine carrying 750 gallons of water, hoses, ladders ventilation equipment, 1,250 gallon per minute rear mounted pump; EMS/first aid equipment and Holmatro extrication equipment. This engine is equipped with Green Star technology that is capable of running all scene lights and components of the truck utilizing a small generator to reduce fuel consumption and emissions. 6110/ 4x4 Grass Rigs 6111 2006 Ford F350 4x4 Grass Trucks. 6110/6111 carries 150 gallons of water and have 8 gallon foam tanks, wildland firefighting equipment and a 150 gallon per minute pump with a booster hose and hand lines for wildland/grass firefighting applications. 6112 105' Heavy Duty Aerial Ladder 2002 Pierce Dash Chassis Heavy Duty Aerial Ladder. 6112 carries a 105' steel ladder with a pre -piped waterway, 500 gallons of water, and 1,750 gallon per minute single stage pump, hoses, ground ladders, ventilation equipment and the capability of all wheel steering. 25 6114 16' Rescue One Boat 2007 Rescue ONE Boat. 16.5' x 6.5' aluminum rescue boat, 40 H.P. Mercury engine, command console with steering, seat and engine controls, dive platform and light bar mount. This vehicle will be used on lakes and the river for dive operations, fire suppression and rescue. 6115 Utility Vehicle 2015 Ford F250 Crew Cab Pick Up Truck. 6115 is used for transporting crews and equipment to emergency scenes and emergency medical calls. 6116 Special Operations Trailer 2004 14' Haulmark Trailer. 6116 is used for fire prevention and life safety activities as well as support operations during incidents. The trailer contains fire investigation tools and equipment and can be used for many different purposes as necessary. 6117 Chief's Vehicle 2015 Ford Explorer. 6117 is equipped as a command vehicle for fire officers to manage emergency incidents. An incident command board, accountability board, EMS first aid kit, hazardous materials reference procedures, maps and contact information is readily available for use by the incident commander. 6118 Assistant Chief's Command Vehicle 2009 4x4 Chevrolet Tahoe. 6118 is equipped as a command vehicle for fire officers to manage emergency incidents. An incident command board, computer preplans and accountability matrix, accountability board, EMS first aid kit, hazardous materials reference procedures, maps and contact information are readily available for use by the incident commander. 6119 Deputy Chief's Vehicle 2015 Ford Explorer. 6119 is equipped as a command vehicle for fire officers to manage emergency incidents. An incident command board, accountability board, EMS first aid kit, hazardous materials reference procedures, maps and contact information is readily available for use by the incident commander. 6120 American Airboat 2008 American Airboat —19.6'. Airboat 1 is powered by a 454 H.P. engine that turns a 3 - blade lighter weight composite prop that delivers more power at lower rpm and produces less noise. This vessel allows for 3-4 crew and a patient area. Airboat 1 responds to emergencies on land and water where conditions warrant an all -terrain vehicle. Airboat 1 is a cooperative shared resource that is owned by Washington County Sheriff's Office and deployed by both Stillwater Fire and Washington County Sheriff's personnel. 6122 Boston Whaler Fire Boat 1996 Boston Whaler — 26' Justice. Fire Boat 1 has twin Mercury 225 H.P. outboards, a Waterous E511B fire pump, mounted deck gun, and 1 1/2" pre -connected hose line. Fire Boat 1 responds to emergency calls on the St. Croix River and is capable of transporting the Fire Department Dive Team, responding to EMS calls, and fire suppression operations. 26 FREQUENTLY ASKED QUESTIONS How do I get a copy of a Fire Report? Contact the Stillwater Fire Department (SFD) at 651-351-4963 during the hours of 10:00 AM — 3:00 PM Monday thru Friday. Staff will be able to provide procedures to obtain a report. Who do I call to learn CPR? You can call SFD at 651-351-4963 and ask for the CPR coordinator, look at the fire department website for class schedule or follow us on Facebook to see when new classes will be held. Where and how many smoke alarms should I have in my home? Smoke alarms should be installed in every bedroom, outside each sleeping area and on every level of the home, including the basement. Remember to test your smoke alarm at least once each month. Smoke alarms should be replaced every 8-10 years. Do I need a Carbon Monoxide (CO) alarm in my home? Yes, MN Statute 299F.50 requires CO alarms in all single family homes and multifamily apartment units. Each home/unit shall have at least one fully operational CO alarm installed within ten (10) feet of each sleeping room. If bedrooms are located on separate floors, additional CO alarms would be necessary. CO alarms should be replaced every 5-7 years. Can I have a camp fire in my yard? Recreational fires are allowed within the city limits A recreational fire is described as a fire not exceeding a size of 3 feet high by 3 feet wide and must be contained within a designated fire ring or pit. Only clean wood is allowed to be burned, e.g., no plastic, or treated lumber, or construction debris, etc. If the fire is bothersome to neighbors or complaints are received you will be required to put the fire out. No permit is required for a recreational fire. Open burning of piled materials or a running fire, e.g., prairie burn, etc. requires a permit and a burn plan approved by the local fire department and the Minnesota DNR. Residents can contact the fire department for more detailed information if you would like to conduct this type of burn. Please keep in mind that YOU are responsible for the fire and if it causes damage or a fire department response you could be held liable for the damages and costs associated with extinguishment. How much does Firefighter Gear weigh? The average firefighting gear (pants, hood, helmet, boots, gloves and air pack (SCBA)) adds an additional 45 pounds. Depending on their assignment, a firefighter can weigh an additional 75 pounds once they grab their radio, box light, hose line and ax. Is my child's safety seat installed correctly? Contact the Stillwater Fire Department (SFD) at 651-351-4963 during the hours of 10:00 AM — 3:00 PM, Monday — Thursday or 10:00 AM — 2:00 PM on Friday and ask for the certified car seat technician and you will be able to set up an appointment. Please anticipate approximately one hour for the install. 27 PUBLIC RELATIONS The Stillwater Fire Department devotes hundreds of hours each year to community events, volunteer opportunities and fundraising. Personnel live and work in the community they serve and proudly represent the City and Department at numerous venues. Here are some of the highlights for 2016. 4- Night to Unite 4- Harvest Fest 4- Summer Tuesdays 4- School Patrol Picnic 4- Washington County Fair 4- Sticks in Stillwater ▪ Santa Escort after Thanksgiving 4 Big Truck Extravaganza 4 Regions Hospital Car Seat Clinic ▪ City of Grant Community Parade • Stillwater Township Community Picnic • Stillwater Medical Group Health Fair 4 Liberty on the Lake Fourth of July Community Parade xvil- Annual Stillwater Chamber of Commerce Twinkle Parade SFD Ladder 1 participates in the Annual Twinkle Parade. The MN Fallen Firefighters Red Line Motorcycle Ride stopped at SFD SFD crews visited the Stillwater Early Childhood Family Center to conduct truck tours. 28 STILLWATER FIRE DEPARTMENT 2016 Professionalism, Respect, Integrity, Dedication, Excellence P.R.I.D.E.! 29 1\la t ec 114E O IRTMELA CE OF MINNESOTA CITY COUNCIL MEETING MINUTES March 21, 2017 REGULAR MEETING 7:00 P.M. Vice Mayor Polehna called the meeting to order at 7:06 p.m. Present: Vice Mayor Polehna, Councilmembers Menikheim, Junker, and Weidner Absent: Mayor Kozlowski Staff present: City Administrator McCarty City Attorney Magnuson Fire Chief Glaser Police Chief Gannaway Community Development Director Turnblad Finance Director Harrison Public Works Director Sanders City Clerk Ward PLEDGE OF ALLEGIANCE Vice Mayor Polehna led the Council and audience in the Pledge of Allegiance. APPROVAL OF MINUTES Possible approval of minutes of March 7, 2017 regular, closed session and recessed meeting Motion by Councilmember Menikheim, seconded by Councilmember Junker, to approve the March 7, 2017 regular, closed session and recessed meeting minutes. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS Beyond the Yellow Ribbon update - Proclamation Jean DeCurtins, Last Man Standing Vice Mayor Polehna presented "Last Man Standing" Jean DeCurtins with a proclamation recognizing his service with the 135th Infantry Regiment in World War II. Sculpture Tour Update - Presentation by Julie Pangallo and approval of River City Sculpture Tour for 2017 Julie Pangallo updated the Council on the River City Sculpture Tour 2017. She stated that the 2016 tour was very well received and that new sculptures should be placed by the end of May. Councilmembers Junker and Polehna remarked that everyone enjoyed having the sculptures downtown. OPEN FORUM There were no public comments. City Council Meeting March 21, 2017 STAFF REPORTS City Administrator McCarty reminded the Council of the League of Minnesota Cities Legislative Exchange at the Capitol on March 23. CONSENT AGENDA Resolution 2017-055, Directing the Payment of Bills Resolution 2017-056, approving Exhibit A as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code Resolution 2017-057, approval of non-exclusive wharfage permit between the City of Stillwater and John Henley, St. Croix Sailing Club Resolution 2017-058, approving license to use real property - North Hill Community Garden Resolution 2017-059, approval of continuing medical education agreement between Regions Hospital, through Regions Hospital Emergency Medical Services and Stillwater Fire Department Resolution 2017-060, approval of renewal of the Consumption & Display Permit (Liquor) for The Loft Studio J LLC; DBA: The Loft at Studio J Resolution 2017-061, approval of Development Agreement Addendum for Rutherford Station 2nd Addition Resolution 2017-062, a Resolution directing a change in Tax District Code Resolution 2017-063, Resolution supporting application for Minnesota Department of Natural Resources Grant for the Local Trail Connections Program Possible approval of temporary liquor license - September 8 & 10, 2017 - German Fest & Wild Rice Festival - St. Mary's Church Councilmember Junker requested that Resolution 2017-057, approval of non-exclusive wharfage permit between the City of Stillwater and John Henley, St. Croix Sailing Club, be pulled from the Consent Agenda. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt the Consent Agenda as amended. Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None Councilmember Junker asked for clarification on the wharfage permit for St. Croix Sailing Club; and City Clerk Ward explained that the permit allows about 10-12 sailboats to moor on the levy in order to shop and eat downtown one Saturday in June and one Saturday in July. Motion by Councilmember Weidner, seconded by Councilmember Junker, to approve Resolution 2017-057, approval of non-exclusive wharfage permit between the City of Stillwater and John Henley, St. Croix Sailing Club. Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None Page 2 of 8 City Council Meeting March 21, 2017 PUBLIC HEARINGS HPC Case No. 2017-2, appeal request by Jeffrey B. Larson, JBL Companies, property owner, and Chris Goetzke, applicant, to reconsider a Design Permit denied by the HPC for the property located at 324 Main Street South in the CBD. Community Development Director Turnblad stated that the applicant is requesting an after the fact Design Permit to allow the signage on the current patio gate at 324 Main Street South to remain in place. The painted aluminum sign reads "The Tilted Tiki" and measures approximately 10' by 2'. It includes a decorative feature depicting a man and a palm tree. The previous two signs on the patio gate read "Lion's Main" and "Reve" and matched the current neighboring gated sign, which reads "Grand Garage." The "Tilted Tiki" sign sits outside the gated sign brackets and covers the center decorative scroll; its type style does not match the gold letters of the neighboring sign. The HPC found that this sign is not consistent with the Downtown Design Review Manual or the adopted Multi -Tenant sign plan for color, lettering or installation and was installed prior to HPC and City approval. Staff recommends that the Council consider the appeal and make a conceptual determination with a straw vote. Staff will then prepare the appropriate document to memorialize the decision for an April 4, 2017 Council vote. Councilmember Polehna asked if this type of sign request would normally go to the HPC first. Mr. Turnblad replied yes it would, but sometimes business owners are unaware of the rules, which is what happened in this case. The role of the HPC is to approve or deny design permits after reviewing applications against design standards for downtown, with the intent of keeping signage consistent with the Victorian period. Vice Mayor Polehna opened the public hearing. Dan Frahs, representing Tilted Tiki, indicated that the business owner, Chris Goetzke, could not attend due to a last minute emergency. He read email that was sent to the City about the sign. He added that they did not want to add holes to the building by putting signage directly on the building. Asking the business not to use the current sign and to use the Grand Garage color style and font instead would be akin to asking them to give up their brand identity. He pointed out other signs on Main Street that have bright colors and brand logos. He stated he has a copy of the Grand Garage multi -tenant sign plan and there is nothing in it saying that their sign has to match the other gate sign. Community Development Director Turnblad stated there are some signs that predate the design manual, including some on the Grand Garage. Over time as businesses phase out, more signs become compliant. Councilmember Junker acknowledged that the downtown design manual was created to protect the heritage in downtown Stillwater and avoid the craziness of what could be a Las Vegas atmosphere. He stated the HPC was a surprised when the business installed the sign without approval; the vote by HPC to deny was unanimous. Councilmember Weidner stated that it is unfortunate for the business owner that they erected the sign without approval, but the HPC is charged with maintaining a certain consistent look downtown. Motion by Councilmember Weidner, seconded by Councilmember Junker, to conceptually uphold denial of the HPC and direct staff to prepare findings for the next meeting. Page 3 of 8 City Council Meeting March 21, 2017 Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None A public hearing to consider the 2017 Street Improvement Project Public Works Director Sanders presented the feasibility report and preliminary assessment roll for the 2017 street improvement project. He pointed out, in response to comments about cracking, that asphalt is a flexible pavement and some cracking is normal a year or two after mill and overlay. All streets were evaluated in 2013 and rated from excellent to poor/worst. This project covers about two-thirds of the streets rated poor or worst in 2013. If the City improves three to four miles a year, they should catch up in five to seven years. Mr. Sanders explained that the 2017 project includes 4.3 miles of streets: 2.7 miles of mill and overlay, and 1.6 miles of reconstruction. The estimated cost for the pavement reconstruction portion of the project is $1.4 million. The estimated cost for the mill and overlay portion of the project is $804,000. Total project costs are $2.2 million. The project will be financed through City funds ($564,000) and assessments ($1.6 million). Mr. Sanders went on to explain the proposed assessments. Improvements would be constructed June to October 2017 and the assessment hearing will be in October. Vice Mayor Polehna opened the public hearing. He acknowledged a letter received from Kenneth Dolney, 1524 Driving Park Road, expressing concern about the quality of the work done on W. Benson and Orleans Streets. Darinka Zizich, 518 Dubuque Street asked how the assessments will affect three new houses being constructed on Third Avenue, and what is the effect of all the construction trucks; and Public Works Director Sanders responded that all three properties under construction will be assessed for this project. As far as trucks, staff will have to watch for any impacts on the roadway. Linda Moses, 1009 5th Avenue South, asked if there is any remedy for homeowners if poor materials are used such as she has heard about in Woodbury and other areas; and Mr. Sanders explained that a change in MnDOT's design of asphalt and sealcoating caused some surface distress and chipping. It is not aesthetically pleasing, but is not impacting the structure of the road. He does not think it had any impact on the streets selected for this year - they are 25 years old. Monica Jones, 410 Hemlock, asked about water service and why only two people on Hemlock need it; and Public Works Director Sanders replied that he cannot explain why there are only five or six galvanized services on Hemlock, or why Ms. Jones's house, built in the 1950s, has a galvanized service. Galvanized services are viewed as a potential risk because if they crack or leak, the new road would have to be dug up. Orwin Carter, 1029 Third Avenue South, asked about white marks on the curb; and Mr. Sanders answered that they mark the curbs being replaced. The curbs will be replaced in the same location, not moved. Mike Haraldson, 411 Moore Street West, asked if Stillwater Country Club will be assessed; and Mr. Sanders responded that the assessment is based on lineal footage for whole length of the street. Staff felt Stillwater Country Club will not benefit from improving Moore Street, so the Club is not going to be assessed for Moore. Pam Anondson, 1305 Fourth Avenue South, asked how the City fell behind in road maintenance. She also asked that lines be painted showing parking on one side of the street, and that as many rain gardens as possible be put in; and Public Works Director Sanders responded that until about 2012, the City was on an aggressive plan and had money in street improvement funds. Projects done in 2013, 2014, 2015 were on State Aid roads. Page 4 of 8 City Council Meeting March 21, 2017 John Nelsen, 824 West Oak, stated his water service is galvanized and his sewer is probably clay tile. He asked if sewer will be worked on at the same time. He also expressed a concern about semis, fire trucks, heavy equipment using the road; and Mr. Sanders replied that clay tile is not used today, but there is plenty of clay tile in the City that is as good as the day it was put in. Seven ton design is standard road design for local streets. Information is taken from borings to see the condition of the road below the pavement in the gravel and a thicker base is used if the soils are not good. Sharon Brown, 418 Hemlock, stated she also has clay tile sewer. A few years ago when she was having problems with tree roots, the Water Department told her she was slated in a few years to have that service replaced. Mr. Sanders replied he does not have information on the conditions of sanitary sewer services. He could take a look, but it would be at an added cost to the homeowner of 100% if she wanted to replace the sanitary sewer services. He does not think the Water Board handles sanitary sewer. Bruce Junker, 1451 Benson Boulevard East, asked about the prudence of just doing mill and overlay. He wants to make sure the money spent will allow the street to last another 20 years. Councilmember Weidner asked about the useful life of a road; and Public Works Director Sanders replied ideally, the City would get 20-25 years out of a road before doing improvements and that in the past if the street did not last that life, a credit was given to the property owner when the street was done. Vice Mayor Polehna closed the public hearing. Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2017-064, ordering improvement and preparation of plans & specifications for the 2017 Street Improvement Project (Project 2017-02). Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None A public hearing for the first reading of an ordinance entitled - Short Term Rental Ordinance Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to table the Short Term Rental Ordinance. Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None UNFINISHED BUSINESS Possible approval of second reading of Ordinance 1092 amending Chapter 56 of the Stillwater City Code, Taxes and Assessments, Section 56-5, Local Lodging Tax. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt Ordinance 1092, an Ordinance amending Chapter 56 of the Stillwater City Code, Taxes and Assessments, Section 56-5, Local Lodging Tax. Ayes: Councilmembers Menikheim, Junker, Vice Mayor Polehna Nays: Councilmember Weidner Page 5 of 8 City Council Meeting March 21, 2017 Possible approval of Simple Recycling City Clerk Ward reported that on March 7, the Council received a presentation regarding a textile recycling service. She presented comments from other cities on the program. Staff recommends that the City offer this new program and approve the agreement contingent upon the review and approval of the agreement by the City Attorney, and that the agreement would run concurrently with the Stillwater Waste & Recycling contract with Waste Management through June 30, 2021, instead of the 5 years indicated in the agreement. Staff also recommends the removal of the "auto renew" clause in the agreement. Councilmember Junker asked if the City could terminate the program before 2021; and City Administrator McCarty responded that the contract may be terminated with a six-month, 180 -day notice by either party for any reason. Clerk Ward mentioned that the City will still encourage residents to donate to their charities of choice for gently used items. Motion by Councilmember Weidner, seconded by Councilmember Junker, to adopt Resolution 2017- 065, approving agreement for collection of soft recyclables with Great Lakes Recycling, Inc. DBA: Simple Recycling, with the staff recommendations. Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None NEW BUSINESS Request to waive fees for Vets Memorial Day Event City Clerk Ward explained that the Veterans Memorial Committee has submitted a fee waiver request for Memorial Day and Veteran's Day Ceremonies. In the past, they were considered "events" however because of the growing size of the event they have been placed in the "special event" category. This category requires that the organizer of the event pay for police services and temporary restrooms. David Ratte, Veterans Memorial Representative, clarified the committee's request to waive the fees for the application and police services for their 2017 event on Memorial Day and for any Memorial Day and Veteran's Day ceremonies in the future. They will contract with a local vendor for the temporary restrooms. Police Chief Gannaway pointed out that the Memorial Day and Veterans Day events require very minimal police assistance for traffic control. Motion by Councilmember Menikheim, seconded by Councilmember Junker, to approve the request to waive fees for the Memorial Day Veterans Memorial Day Events and future events however the City would retain the option to bring back to Council should the event keep increasing in size. All in favor. Possible approval of a Conservation Easement for the former Aiple property Community Development Director Turnblad indicated that prior to closing on the land and the City taking possession, the City must enter into a Conservation Easement with the County. He explained the features of the proposed easement. Staff requests the Council approve the Conservation Easement by adopting the resolution. Councilmember Junker asked about the restrictions on impervious surface; and Mr. Turnblad replied that the main idea is to not increase runoff directly into the river. Page 6 of 8 City Council Meeting March 21, 2017 Councilmember Weidner asked if there is a review process for repurposing of the building; and Mr. Turnblad replied that as long as the conditions of the grant and the concept plan are met, the City can repurpose it as desired without obtaining prior approval. The County and State will be monitoring the use, but that is to be expected. Motion by Councilmember Menikheim, seconded by Councilmember Weidner, to adopt Resolution 2017-066, a resolution adopting a Conservation Easement over the former Aiple Property. Ayes: Councilmembers Menikheim, Junker, Weidner, Vice Mayor Polehna Nays: None COMMUNICATIONS/REQUESTS There were no communications/requests. COUNCIL REQUEST ITEMS There were no Council request items. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adjourn the meeting at 8:39 p.m. All in favor. Michael Polehna, Vice Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2017-055, Directing the Payment of Bills Resolution 2017-056, approving Exhibit A as it relates to Resolution 2013-057, resolution establishing procedures relating to compliance with reimbursement bond regulations under the Internal Revenue Code Resolution 2017-057, approval of non-exclusive wharfage permit between the City of Stillwater and John Henley, St. Croix Sailing Club Resolution 2017-058, approving license to use real property - North Hill Community Garden Resolution 2017-059, approval of continuing medical education agreement between Regions Hospital, through Regions Hospital Emergency Medical Services and Stillwater Fire Department Resolution 2017-060, approval of renewal of the Consumption & Display Permit (Liquor) for The Loft Studio J LLC; DBA: The Loft at Studio J Resolution 2017-061, approval of Development Agreement Addendum for Rutherford Station 2nd Addition Resolution 2017-062, a Resolution directing a change in Tax District Code Resolution 2017-063, Resolution supporting application for Minnesota Department of Natural Resources Grant for the Local Trail Connections Program Page 7 of 8 City Council Meeting March 21, 2017 Resolution 2017-064, ordering improvement and preparation of plans & specifications for the 2017 Street Improvement Project (Project 2017-02) Resolution 2017-065, approving agreement for collection of soft recyclables with Great Lakes Recycling, Inc. DBA: Simple Recycling Resolution 2017-066, a resolution adopting a Conservation Easement over the former Aiple Property Ordinance 1092, an Ordinance amending Chapter 56 of the Stillwater City Code, Taxes and Assessments, Section 56-5, Local Lodging Tax Page 8 of 8 EXHIBIT "A" TO RESOLUTION #2017-067 Page 1 LIST OF BILLS Amano McGann Inc Amdahl Locksmith Inc Chris AMEM Ancom Communication Inc. Arrow Hockey and Sport Aspen Mills Batteries Plus Bulbs Brock White Co. LLC Cargill Inc. Carquest Auto Parts Century Link City of Woodbury Cole Papers Comcast County Materials Corporation Coverall of the Twin Cities Discount Steel Inc. ECM Publishers Emergency Automotive FedEx Force America G & K Services Goodyear Commercial Tire Grainger Haussner Plumbing LLC Hoigaards Custom Canvas & Awnings LLC I/O Solutions Inc. IAPE Jepsen Injury Law LLC Life Safety Systems Loffler Companies M.J. Raleigh Truck Co. Madden Galanter Hansen LLP Mansfield Oil Company Marshall Electric Company Menards Metro Area Mgmt Association MP Nexlevel LLC NAPA Auto Parts Nardini Fire Equipment Office Depot O'Reilly Auto Parts Paul Chris Powell Robert Quill Corporation Equipment repair & supplies Combo locks police garage Membership Mobile Radios Skates Uniforms Lights Wood chip Salt Equipment repair supplies Telephone 2017 SRT Janitorial supplies TV Internet & Voice Catch basin riser Commercial cleaning services Equipment repair supplies Publications Equipment for iPads Shipping costs Main Pcb Assy Mats & Uniforms Road service Equipment repair supplies Eye wash repair Replacement signs National firefighter selection inv form 5 Membership Stillwater Liquor administrative hearing Equipment repair supplies Maint renewal C-5 Professional services Fuel Police station project Supplies Seminar Locating Alternator Inspection Office supplies Marker lights Reimburse for work boots Reimburse for work boots Copy paper and supplies 931.40 152.00 130.00 6,268.00 101.25 4,463.56 269.90 568.96 17,676.21 2.66 127.83 4,463.50 225.74 289.15 92.80 2,312.00 231.37 161.59 629.87 11.67 642.42 440.70 172.03 195.48 525.00 2,834.74 281.00 50.00 212.50 668.13 7,179.25 55.02 3,736.52 8,742.01 150.00 242.79 20.00 351.25 184.21 236.50 1,481.42 26.55 160.00 159.99 199.92 EXHIBIT "A" TO RESOLUTION #2017-067 Riedel) Shoes Inc. Robole Donna Roof Tech Rose City Sign Company Siedlow Jennifer Martinson Simplifile LC SRF Consulting Group St. Croix Boat and Packet Co. Stillwater Motor Company T.A. Schifsky and Sons Thomson Reuters Tri-State Pump and Controls Inc. Truck Utilities Inc. USAble Life Verizon Wireless Washington County Public Safety Radio Wells Darlene Wheeler Larry Woodchuck Tree Care LLC LIBRARY Baker and Taylor Brechon Melissa J. Brodart Co Demco Inc. ESR Inc Greater Stillwater Chamber of Commerce John Keister & Associates Loffler Companies Mad Science of MN Mercury Electric Midwest Tape MSR Design NAC Mechanical and Electrical Services NADA Used Car Guide Office of MN IT Services Recorded Books Inc Toshiba Business Solutions White Bear Center for the Arts MARCH MANUALS Xcel Energy Skates Reimburse for mileage Rewrapped existing curb & install 3 boots Removal of holiday deco across Main St. Refund of Contractoe License Recording fees Downtown plan update Arena billing Vehicle service & repair Asphalt Information Charges Greeley lift station repairs Plow for skid -loader Term Life Insurance Wireless service 800 Radio user fees Park Fee Refund Refund Permit App Remove broken trees Materials Interim Director Contract Materials Processing Supplies Shredding SPL Membership Fee for Director Search ExtremeWorks NBD Adv Programs - Juv Computer Workstations Wiring Materials Teen Room Design Hot Water Pump Sensor Repairs Reference Telephone - February Materials Maintenance Contract Programs - Adult Page 2 873.13 61.53 1,743.75 150.00 100.00 150.00 9,431.79 105,492.13 1,267.20 686.88 131.25 185.40 10,826.00 453.60 2,905.65 9,101.82 100.00 50.00 920.00 795.85 7,000.00 510.63 283.18 19.24 185.00 6,100.00 205.00 362.00 1,247.37 582.36 487.50 732.03 115.00 381.02 5,088.00 37.31 700.00 Energy 4,541.04 EXHIBIT "A" TO RESOLUTION #2017-067 Page 3 CREDIT CARDS 10000 Lakes Chapter of ICC Active911 Inc Admin Arsenal PDQ Backgroundchecks.com BCA Training & Auditing Constant Contact Eventbrite Grand View Lodge Grant Writing USA !AFC Membership John E. Reid & Associates Inc MCFOA MN Government Finance Officers MN State Colleges & Univ. MNDriversManuals.com Office Depot Pearson Education Tech Pro Research Building Official Seminar Device & subscription PDQ Inventory & Deploy Background checks Training Prepayment for email newsletter Training Hotel for training Training Membership Training Conference Membership Vehicle Inspector Recertification Class Commercial license manuals 8 Chairs for staff table Training Tech Pro Research 220.00 565.94 450.00 234.15 900.00 334.50 50.00 156.76 455.00 259.00 575.00 460.00 120.00 180.00 26.18 771.21 71.20 299.00 Administration � Date: March 31, 2017 TO: Mayor and Council FROM: Diane Ward, City Clerk SUBJECT: Bike Rodeo Special Event - Stillwater Police Department BACKGROUND The Stillwater Police Department, has made application for the City's annual Bike Safety Rodeo. It is planned to be held on Saturday, May 20th. Setup and take down would occur on the same day. The bicycle safety camp would be for all area youth to be held in conjunction with other public safety agencies and area youth cycling programs. The event will illustrate the importance of being able to operate a bicycle safely and effectively as well as build rapport and relationships between public safety employees and the residents they serve. There will be several stations set up to facilitate a snapshot of riding bicycles in our community and the potential hazards and obstacles that children may have to navigate. There will also be bicycle tune up and safety checks. Last year Municipal Lot 12 was used for the event. It is the trailhead parking lot for Brown's Creek Trail. And, the row of spaces immediately adjacent to Main Street is designated as permit parking for both residential and business permit holders. The business permit holders work at Terra Springs and the residential permit holders generally are guests of residents living at The Lofts. All three groups would be displaced for the day. As it was done last year, the bike trail kiosk and parking lot will be posted well in advance before the event so patrons of the lot would know that on the day of the rodeo permit holders know they would need to find alternate parking on May 20. Since this Bike Safety Rodeo is a City of Stillwater event, no parking reservation fee would be applicable. ACTION REQUIRED: If Council concurs with the Downtown Parking recommendation, they should pass a motion approving this event to take place downtown on May 20, 2017. INtiater THE OIIIMPLACE OF ilihriltSOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8800 Fax: 651-430-8809 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: Office Ilse Oniv Date Application Received Type. Event Special Event Event w/ Contract Event Information Title/Name of Event Bike Safety Rodeo 5/20/2017 0600 0900 Event Date/Time: Set up: Date Time to 05/20/20171000 1400 Actual Event: Date Time to 5/20/2017 1400 1600 Clean up: Date Time to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: 521 N. Main St ( Municpal Parking Lot ) (If in Lowell Park please specify north or south Lowell park) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater websIte) Free public event to educate and promote bicycle safety to area youth while increasing visibility for area public safety employees. Estimated Attendance (participants and spectators): 200 Applicant Information (Person/Group Responsible) Sponsoring Organization Name: Stillwater Police Department Mailing Address: 216 4th St. N. City, State, Zip Code: Stillwater, MN 55082 Primary Contact/Applicant Name: Brad Junker Phone Number: 651/351-4930 Fax: 651-351-4940 Cell Phone: 651/724-0153 Email Address: bjunker@ci.stillwater.mn.us Website Address: Name of contact person during event: Brad Junker Cell Phone: 651/724-0153 Alternate contact during event: Ryan Mitchell Cell Phone: 651/325-5043 Refer media or citizens inquires to: Dan Young Phone: 651/351-4925 Site Plan: A site plan 15 mandatory for aII events. Please provide a map of the site Iayout. Include any tabies, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No [] Yes Xl Number and size: 1 @ 3'x8' Will there be any inflatables? / No X Yes [] insurance certificate from rental vendor urequired ( Fees for electricity may WillWill�htherebe entertainment? No XYes [] What type: apply see m,trvctmm Will sound amplification be used? No X Yes 11] Hours and Type: Will a stage or tent(s) be set up? No [g] Yes [] Dimensions: Will there be temporary fencing? No g Yes El How many Fees for electricity moy Will merchandise/food items besold? No Xl Yes [] vendors expected: apply see instructions Wil) food be prepared on ste? No Zi Yes 0 Conroct Washington County Health Department, 551-430-6655 Will cooking operations be coriducted? No gi Yes [] Contact Stillwater Fire Department, 351-4e50 Will alcohol be served but not sold? No Ki Yes [] See Alcohol Regulations mthe instructions Wi)) alcohol be sold? No X Yes [] See Alcohol Regulations mthe instructions Wil) there be a fireworks display? No El Yes [] Permit required, contact Stillwater Fire Deportment, eu-35z-4y5n Describe power needs and location of power source. Any power needs will boaccommodated bySdUwmhorPo|icegoneru1or Describe level of advertisement (ie, radio, flyers, ads',v press release). Attach sample if available F|yero, radio, electronic media City Services (After reviewing the event application Cityservces may be requrled for the^ev*nt.)� Wi)I event use, close or biock any of the following: If yes specify Iocation on site map. City Streets or Right-of-way No NJ Yes [] Start/End Time: Date: City Side|ks or Trails No X Yes [] Start/End Time: Date: Public Parking Lots or Spaces No El Yes C83 Start/End Time: 0900-1600 Date: 0520 Fees ' �« onapplyVViUevpntneedbarricade(s)? No ElYes X Number needed: 8 see Instru/o"` Will extra picnic tabies be needed? No XYex 0 Number needed: O Fees may apply see Instructions Fees may apply Will portable restrooms be needed? No D Yes N Number needed: 2 see Instructions Fees may apply Will extra trash receptacles be;needed? No IJ Yes 0 Number needed: see Instructions Describe trash removal and cleanup plan during and after event: Pick up of trash will by event staff. As in past years we do not anticipate any significant waste created Will event need traffic control? No EI Yes DK Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure to ensure the safety of participants and spectators: Sworn and reserve officers wilfbe working the event and on hand for any crowd control issues that may arrise Will No Parking Signs" be needed? No EI Yes IX Number needed: 20 Fees may apply see Instructions Show location(s) on site mop Will event need security? No N Yes El If event is overnight, security wd/be required. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No RI Yes 0 Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Lakeview EMS will be aware of the event and my stage a rig in the area although they cannot dedicate one to the ares. Stillwater Fire/Rescue also to be on hand for any medical attention that may be required for injury or illness. Describe the emergency action plan if severe weather should arise: A go/no go will be made at 0600 hrs if inclement weather is on the horizion. The event is to be cancelled with no scheduled make up date for cancel should foul weather be in the forecast. List any other pertinent information: The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a "Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as on additional insured on their policy "as their interest may appear." As the sponsor or authorized repre!:entative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of Stillwater and is a release of Liability. Signature of Applicant or Authorized Agent Dote 1 ti i4 rn ht pito RESOLUTION 2017-069 RESOLUTION ADOPTING FINDINGS OF FACT, CONCLUSIONS AND ORDER RELATED TO TILTED TIKI DESIGN PERMIT CASE NO 2016-02 BE IT RESOLVED, by the City Council of Stillwater, Minnesota that the Findings of Fact, Conclusions and Order related to the sign Design Permit for Tilted Tiki at 324 South Main are hereby approved and authorizes the Mayor and City Clerk to sign the said Findings of Fact, Conclusions and Order. Adopted by the Stillwater City Council this 4th day of April, 2017. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk STATE OF MINNESOTA CITY OF STILLWATER COUNTY OF WASHINGTON BEFORE THE CITY COUNCIL In Re: Chris Goetzke FINDINGS OF FACT Sign Design Permit CONCLUSIONS For Tilted Tiki, 324 South Main AND ORDER Case No. 2017-02 The City Council of the City of Stillwater convened a Public Hearing for Case No. 2017- 02 at 7:00 p.m. on March 21, 2017 at the Council Chambers in City Hall. The purpose of the hearing was to consider a Heritage Preservation Commission denial of a Design Permit for a sign at the Tilted Tiki, 324 South Main Street. At this Public Hearing, the City Council considered the oral report of Bill Turnblad, Community Development Director; testimony by , representing Chris Goetzke ("Applicant"); the planning report dated March 15, 2017 by Amy Lucas, Preservation Planning Consultant, and Bill Turnblad, Community Development Director; and the appeal email from Chris Goetzke dated February 27, 2017. The Heritage Preservation Commission considered the Design Permit request on February 15, 2017. NOW, THEREFORE, based upon the documents that are part of this file, upon the testimony of all those who offered it, and upon all the records, recordings and proceedings herein, the City Council makes the following: FINDINGS OF FACT 1. This property is located at 324 South Main Street. 2. The property is located within the Downtown Stillwater Design Review District. 3. In the Downtown Stillwater Design Review District, all exterior signs require a Design Permit to be reviewed and approved by the Stillwater Heritage Preservation Commission. 4. The Applicant submitted a request for the City to approve a Design Permit for the sign with Tilted Tiki installed on the entrance arch to their patio. 5. City Code Section 31-509(0 states that the a multiple tenant building such as the one within which the Tilted Tiki is located, must have a sign plan for the entire building. Such a sign plan exists and has been approved by the Heritage Preservation Commission. 6. The approved building sign plan requires signed on the subject arched entrance to be attached to existing brackets on the arch and to match the lettering style on the entrance arch leading to the main entrance to the multiple tenant building. The sign installed by Tilted Tiki is inconsistent with the building sign plan. It neither attaches to the existing brackets, nor does it use the same lettering style. 7. The inconsistencies of the Tilted Tiki sign diminish the intent of a building sign plan, with is to implement a "unified design strategy". 8. The City of Stillwater has adopted the Downtown Design Manual to guide in the design and review of Design Permits. The Downtown Design Manual includes numerous sign guidelines, including: • Use painted wood where practicable. • Multiple -tenant buildings should submit a Sign Package that views the building as a whole and creates a unified design strategy. • Tenants and owners should use a common lettering style and color scheme. • The commercial structures of this time period did not use a wide range of paint colors. The palette was particularly narrow; dark green, dark brown and black were common. Signs were painted for contrast rather than for color -black letters on a white background, gold letters on a black background. Complete ranges of paint color are available today, ranging from the jarring to the pastel. If they are used indiscriminately, the unique historic character of Stillwater will be destroyed. 9. The Tilted Tiki arched entrance sign is not made of wood, is not consistent with the building sign plan, uses lettering not common to other lettering found in the building sign plan, and uses colors inconsistent with the acceptable color palette. CONCLUSION OF LAW 1. That this matter was properly before the City Council pursuant to the procedure set forth in the City Code. 2. That based upon the findings, the sign design for the Tilted Tiki fails to meet the requirements of the City Code regarding downtown sign design. ORDER IT IS HEREBY ORDERED 1. That the request for Design Permit is denied. Adopted by a - vote of the City Council this 4th day of April, 2017. ATTEST: Diane F. Ward, Clerk CITY OF STILLWATER Ted Kozlowski, Mayor EXHIBITS A. Planning report to the Heritage Preservation Commission dated February 15, 2017 written by Amy Lucas, Preservation Planning Consultant. B. Planning report to the City Council dated March 15, 2017 written by Amy Lucas, Preservation Planning Consultant and Bill Turnblad, Community Development Director. C. The City Council minutes of March 21, 2017. D. The Heritage Preservation Commission minutes of March 15, 2017. `HE g R i H P L A C E O F MINNESOIA To: Mayor and City Council From: Diane Ward, City Clerk Date: March 29, 2017 Re: St. Mary's Church - German Fest & Wild Rice Festival BACKGROUND Attached is the event application for an event organized by St. Mary's Church for a German Fest on Friday, September 9th and their annual Wild Rice Festival on Sunday, September 11th. It is before Council due to the closure of 5th Street from Pine to Oak Street on Friday 5 pm - 10 pm and Sunday 11 am -4 pm. The church will notify surrounding neighbors. The organizer will be charged barricades according to the 2017 Fee Schedule RECOMMENDATION Staff recommends approval of the event. ACTION REQUIRED: If Council accepts the staff recommendation they should pass a motion approving the events. Jun 28 16 10:08a St. Mary's Church ae. [ME irlTMftACE Of IIIMMElOIA incomplete applications or applications received after deadline will not be accepted. See Event instructions for application deadline and fees. Date of Application: June 28, 20161 651-439-7045 EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Office Use Only Date Application Received p.2 Type: Event Special Event Event w/ Contract Event information I Title/Name of Event St. Mary's G` rman€est 9/9/2016 5- 10PM and Wild Rice Festival 9/11/2016 11AM - 4PM Event Date/Time: Setup: Date 9/9/16 and 9111/16 Time all day to Actual Event: Date 9/9116 and 9/11/16 Time see above to Clean up: Date 9/9/16 10PM / 9/11/16 5PM Time immediate to (Events after 10:00 p.m. require a variance from City Council) Location (Address) of Event: (if in Lowell Park please specify north or south Lowell park) 423 South 5th Street Description of Event (please be specific - t! is information will be used to promote the event on the City of Stillwater website) Germanfest - Friday Night 9/9-16 promoting our German heritage with food, beer and music. Wild Rice Festival - Sunday 9/11/16 (Annual Festival - chicken, wild rice dinner, dilent auction, quilts, bakery and snack booth, cake walk, children and teen games, used book booth, second hand treasures, etc. i 1 Estimated Attendance (participants and splectators): l Applicant Information (Person/Groupi Responsible) Sponsoring Organization Name: St. llary's Catholic Church Mailing Address: 423 South 5th Street 1 City, State, Zip Code: Stillwater, MN 55082 1 Primary Contact/Applicant Name: Filo Harris / Ann Newlander 1 Brad Junker I Phone Number: 651-439-1270 Fax: 651-439-7045 Cell Phone: 651-491-9335 Email Address: fharris@costm.org Website Address: stmarystillwater.orgl Name of contact person during event: Brad Junker Cell Phone: 651-724-0153 Alternate contact during event: 1Liz Junker Cell Phone: 651-269-2966 i I Refer media or citizens inquires to: 1St. Mary's Church Phone: 651-439-1270 Jun 28 16 10:08a St. Mary's Church Site Plan: 651-439-7045 p.3 A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restr)oams, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features I Will any signs/banners be put up No 0 Yes ® Number and size: sign on Pine Street / 24" x 24" Will there be any inflatables? No ❑ Yes ® insurance certificate from rental vendor isrequired Fees for electricity may Will there be entertainment? I No • Yes 0 What type: not sure / 'tuns apply see Instructions Will sound amplification be used? I No 0 Yes 0 Hours and Type: not sure Will a stage or tent(s) be set up? No ❑ Yes Ei Dimensions: estimate 50' x 20' - used before Will there be temporary fencing? No ® Yes ■ i How many Fees for electricity moy Wilt merchandise/food items be sold? No 0 Yes K1vendors expected: apply see instructions Will food be prepared on site? i No 0 Yes 4 Contact Washington County Health Deportment 651-430-6655 Will cooking operations be conducted? No EN Yes IIICon tact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? i No 1,14 Yes ❑ SeeAkohoI Regulations in rhe Instructions Will alcohol be sold? I No 0 Yes ® See Alcohol Regulations in the Instructions Will there be a fireworks display? No ® Yes NI Permit required, contact Stillwater Fire Department, 651-351.4950 Describe power needs and location of power source. Power comes directly from our property Describe level of advertisement (ie, radio, flyers, possible banner to be hung downtown flyers, ads, tv, press release). Attach sample if available on Main Street- pending City Services (After reviewing the event a4lication, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location an site map. City Streets or Fight-oflway No 0 Yes 1:1 Start/End lime: 5-101310 Date: 919/16 City Sidewalks or Trails No I14 Yes ❑ Start/End Time: lOam-5pm Date: 9/11/16 Public Parking Lots or Spaces No ® Yes 0 Start/End Time: Date: Fees may apply Will event need barricade(s)? I No ❑ Yes gi Number needed: 4 see Instructions Will extra picnic be needed? NoFeesmoyopply p' IN Yes 0 Number needed: See Instructions Jun 28 16 10:08a St. Mary's Church 651-439-7045 p.4 1 Fees may apply Will portable restrooms be needed`? No IJ Yes In Number needed: see Instructions Fees may apply Will extra trash receptacles be needed? No 1 Yes .1 Number needed: see instructions Describe trash removal and cleanup we rent a dumpster for the day from plan during and after event: Maroney's - Will event need traffic control? 1 No Yes ❑ Contact Stillwater Police Department for assistance, 651-351-4900 Describe crowd control procedure tb ensure the safety of participants and spectators: not needed in the past I Will "No Parking Signs" be needed? I No ISYes 13 Number needed: 4 Fees may apply see instructions Show location(s) on site mop Will event need security? I No r:1 Yes ❑ ffevent isovernight, security will berequired. If using private secruity, list Security Company and Contact Information: Will event need EMS services? No E1 Yes ❑ Can tact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if 'needed: Describe the emergency action plan if severe weather should arise: List any other pertinent information: The sponsor(st of this event hereby agrees Fo save the City, its agents, officials and employees harmless from and against all damages to persons or property, all expenses and other liability that may result from this activity. Depending on rhe size of and scope of the event a "Certificate of insurance" may be required. if insurance is required, the policy must be kept in force during the event of at least the statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to name the City as an additional insured an tl eir policy "as their interest may appear." As the sponsor or authorized representative, 1 certify that the information provided is true to the'best of my knowledge and agree to pay the permit fee far this event based upon the information provided in this application. 1 realize my submittal of this application request constitutes a contract between myself and the City o 511water and is a release of Liability Signature of Applicant orAut "ori1ed gen " Date Cc,20 F Board of Commissioners Fran Miran, District 1 2 BOARD AGENDA Stan KKries3ki, District GaryKriesel, District 3 Karla Bigham, District 4 Lisa Weik, Chair, District 5 APRIL 4, 2017 - 9:00 A.M. 1. 8:30 Personnel Committee Meeting 2. 9:00 Roll Call Pledge of Allegiance 3. 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 to the podium, stale your nanle and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board ofCommissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes The Board Chair reserves the right to limit an individual'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. 9:10 Consent Calendar — Roll Call Vote 5. 9:10 Public Works — Cory Slagle, Assistant County Engineer and Frank Ticknor, Design Engineer A. Approval of Contract with Houston Engineering, Inc. for $136,460 for Construction and Surveying Services for the Grey Cloud Crossing Project B. Approval to Award Bid to Fahrner Asphalt Sealers, LLC for $130,730 for 2017 Road Crack Sealing C. Approval of Contract with Braun Intertec Corporation for $200,000 for Material Testing Services D. Approval of Contract with American Engineering Testing, Inc. for $200,000 for Material Testing Services 6. 9:35 General Administration — Molly O'Rourke, County Administrator A. Resolution — Recognition of April 2017 as National County Government Month B. Legislative Updates 7. 9:45 Commissioner Reports — Comments — Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 8. Board Correspondence 9. 10:00-11:00 Executive (Closed) Session — Annual Performance Review of the County Administrator 10. 11:05 Adjourn 11. 11:10-11:40 Board Workshop with Administration — Kevin Corbid, Deputy County Administrator Discuss the 2018 Budget Development 12. 11:45-12:15 Board Workshop with Property Records and Taxpayer Services — Joanne Helm, Deputy Director Discuss Final 2017 Property Taxes 13. 12:30-1:00 Board Workshop with Public Works — Hally Turner, Planner II Update on the Red Rock Corridor Implementation Plan and Overview of Small Area Plans Assistive dstemng devices are available for use in the County Board Room rr 1..., nand ...i.r..,.n 4,a In Arr.1.0.1.,.. h,re,.,a. M..,, .. pra ..-ann #aar r 4111 rtm11 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * APRIL 4, 2017 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Information Technology Property Records and Taxpayer Services Public Works Sheriff's Office ITEM A. Approval of March 14, 2017 County Board Meeting Minutes. B. Approval of county comments on the proposed modifications to Development District No. 2 in the City of Forest Lake and the creation of the Former City Hall Tax Increment Financing District and direction to submit comments in a letter signed by the Deputy County Administrator. C. Approval to purchase Firewalls Infrastructure Hardware from DataLink. D. Approval of application for renewal of an On Sale and Sunday Liquor License for Outing Lodge LLC located in Stillwater Township at 11661 Myeron Road, North Stillwater, MN 55082. E. Approval of a subrecipient Grant Agreement between the Metropolitan Council and Washington County in an amount up to $1,000,000 for the period of April 1, 2017 through December 31, 2019, for Gateway Corridor Bus Rapid Transit Oriented Development Planning. Approval of resolution to authorize final payment in the sum total amount of $178,788.53 to Valley Paving, Inc. for completion of the County State Aid Highway (CSAH) 4 and CSAH 5 construction projects, and the County Road 57 pavement preservation project. G. Approval of resolution for agreement with the Cities of Mahtomedi, Dellwood, Willernie and Birchwood Village, Minnesota, to provide law enforcement services to the Cities. 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 hslennrg devices are available for use In The County Board Room fin+. aaaN ee ru.l.,.ro vf.0 in Mt'JULIA 86!6..1,1,,1, lw.iar n n,ea emli (R61I ran_rmrr EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER Was County 1. 9:00 2. 9:00 Roll Call BOARD AGENDA Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3 Karla Bigham, District 4 Lisa Weik, Chair, District 5 MARCH 28, 2017 - 9:00 A.M. Pledge of Allegiance Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility orfitnction 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, slate your name and city ofresidence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed 10 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 ifit 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 Continuation of Public Hearing — Public Works — Jan Lucke, Transportation Manager Resolution — Counties Transit Improvement Board Dissolution and Implementation of a Transportation Sales Tax Pursuant to Minnesota Statute 297A.993 to Replace the Current Sales Tax Being Collected Pursuant to Minnesota Statute 297A.992 5. 9:40 Public Works — Wayne Sandberg, County Engineer and Public Works Deputy Director A. Approval of Cooperative Agreement with the City of Cottage Grove for Construction Costs and Maintenance Costs for County State Aid Highway (CSAH) 19 Roundabout and East Point Douglas Road Improvement Project B. Approval of Cooperative Agreement with South Washington Watershed District for Construction Costs for the Ravine Stabilization and Outlet Improvement Project C. Approval of Amendment No. 2 to Contract 9888 with Kimley-Horn and Associates, Inc. for $197,460 for Construction Phase Services and Final Design Services on CSAH 19 Roundabout and East Point Douglas Road Improvements Project D. Approval of Amendment No. 2 to Contract 9889 with Kimley-Horn and Associates, Inc. for $692,320 for Construction Phase Services and Final Design Services for the Cottage Grove Ravine Regional Park Renovation Project E. Approval of Cooperative Agreement with Brown's Creek Watershed District for Construction Costs and Maintenance Costs for the County Road 64 Upgrade Project 6. 10:00 General Administration — Molly O'Rourke, County Administrator Legislative Updates 7. 10:10 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 mailers of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this lime. Any action necessary because of discussion will be scheduled for a future board meeting. 8. Board Correspondence 9. 10:25 Adjourn 10. 10:30-11:00 Board Workshop with Public Health and Environment — Lowell Johnson, Director Discuss Activities Related to Healthy Aging and Mental Health Assistive figtenirro devices are available for use in the County Board Room rr1.....aa.r neeiersnrx Ara w ra.e.hadt. N hue oipo r, veiar",wee Pm„rss.�amn.smn EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * MARCH 28, 2017 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Accounting and Finance Community Services Property Records and Taxpayer Services Public Health and Environment Public Works Sheriffs Office ITEM A. Approval to set public hearing for Tuesday, April 25, 2017 to consider host approval for facilities to be refinanced with the proceeds of revenue obligations to be issued by the City of White Bear Lake for the benefit of Northeast Residence, Inc. B. Approval of two grant contracts for Projects for Assistance in Transition from Homelessness between the Minnesota Department of Human Services and Washington County in the amount of $60,000 and $98,250 for the period of January 1, 2017 through June 30, 2018, and authorize their execution pursuant to Minn. Stat. 373.02. C. D. Approval of application for renewal of an On Sale and Sunday Liquor License for VR US Holdings, Inc., Afton Alps Resort, located in Denmark Township. Approval of a new 0.5 Full Time Equivalent (FTE) Planner I position for Emergency Preparedness; a 0.8 FTE Community Health Specialist in Child and Teen Checkups; a 1.0 FTE Special Project Public Health Nurse in Family Home Visiting; and a 1.0 FTE Office Support II Position in Birth and Death Records. E. Approval of a cooperative agreement for ongoing maintenance between the City of Lake Elmo and Washington County for Phase 1 and 2 of the County State Aid Highway 17 Corridor Management and Safety Improvement/Old Village Project, and authorize its execution pursuant to Minn. Stat. 373.02. F. Adoption of resolution for approval of an agreement with the City of Hugo, Minnesota, to provide law enforcement services to the city and authorize its execution pursuant to Minn. Stat. 373.02. 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. Rsaistave listening devices are available for use in the County Board Room n..e./ae..,na=.Ana Ala en ,Ile. n hale n, fanoonew M.,iv Nan en I. 4f IA5.4 k elYLF/Wiel EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER