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2018-03-20 CC Agenda Packet
Stillwater The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us NO CHANGE TO AGENDA AGENDA CITY COUNCIL MEETING March 20, 2018 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of the February 20, 2018 Closed Session minutes and the March 6, 2018 regular and recessed meeting minutes. V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Washington County Veterans Services - Lon Pardun, Assistant County Veterans Service Officer 3. Painting of City owned utility boxes - Fitzie Heimdahl 4. Board of Water Commissioners Update on White Bear Lake court order - Robert Benson, George Vania, Engineer - TKDA VL OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 5. Police Chief 6. Fire Chief - Annual Report 7. City Clerk 8. Community Development Dir. 9. Public Works Dir. 10. Finance Director 11. City Attorney 12. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 13. Resolution 2018-046, directing payment of bills 14. Possible approval of noise variance for the 12th Annual Bryan McDonough American Heroes Golf Classic - Oak Glen Golf Course - August 10, 2018 15. Resolution 2018-047, approving salary schedule for seasonal Parking Lot Attendants and seasonal Community Service Officers (CSO) 16. Resolution 2018-048, approving Minnesota Premises Permit for Lawful Gambling for Eagles 94, located at 14200 60th St. N, Stillwater, Minnesota 17. Resolution 2018-049, resolution approving updated City of Stillwater Event Policies and Procedures and rescinding Resolution 2010-204 "establishing policies related to review of event applications" and Resolution 2018-050, resolution amending Resolution 2018-022, 2018 fee schedule 18. Resolution 2018-051, approval of the renewal of Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J and JX Event Service LLC, dba: JX Venue 19. Possible approval of Bike Rodeo Safety Event - May 5, 2018 20. Possible approval of Memorial Day Event - Veterans Memorial Committee - May 28, 2018 21. Resolution 2018-052, resolution establishing Municipal State Aid Highway 22. Resolution 2018-053, resolution supporting submittal of an application to request funding from the Minnesota Department of Transportation through the 2018 Corridors of Commerce Solicitation 23. Resolution 2018-054, approving cooperative agreement between Washington County and various municipalities within the county for the purpose of allowing said municipalities access to and utilization of BOLD planning 24. Resolution 2018-055, approving contract with Franzen Law & Policy Group, LLC for lobbyist services IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. X. UNFINISHED BUSINESS 25. Update on St. Croix Bank Restoration project and potential designation of matching funds XI. NEW BUSINESS 26. Possible approval of feasibility report and calling for hearing on 3rd Street Improvements 27. Possible approval of feasibility report and calling for hearing for 2018 Street Improvement project (Resolution -Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 28. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT TO CLOSED SESSION TO CONSIDER OFFERS FOR THE PURCHASE OF REAL ESTATE, PURSUANT TO MINN. STAT. §13D.05 (121 CHESTNUT E) WATER BOARD UPDATE CITY COUNCIL MEETING March 20, 2018 AGENDA—White Bear Lake Update • History to Date • Summarize Judge Marrinan's Order • Implications for Stillwater and Water Department • Potential Alternatives We Need to Consider • Technical Basis for Challenge • Ongoing Initiatives • Closing HISTORY TO DATE • 2012 White Bear Lake Home Owners sued DNR. • 2014 Mediated Settlement with DNR- Set Target Water Level, Surface Water Study + Reduce Water Use • Dec 2016 DNR Set Protective Lake Level at 922 Ft • March 2017 Court Trial — Plaintiffs not satisfied. • August 30, 2017 Judge's Ruling Handed Down Against the DNR - Level Set at 923.5 Ft • Sept 27, 2017 DNR Appeals Groundwater ruling • Feb 28, 2018 Ruling Conditions applied to Permit RULING SUMMARY 1. A Residential Irrigation Ban 2. Per Capita Water Use Reduction Plan 3. Plan to Convert To Surface Water 4. Report on Collaborative Efforts by 11 Communities Note: Conditions above added to our DNR Permit on 2/28/2018 IMPLICATIONS FOR STILLWATER AND WATER DEPARTMENT 1. Given the Current Water Level in White Bear Lake (923 feet) We would be required to implement a Watering Ban until the White Bear Lake Water Level reached 924 feet. Ordinance to DNR due April 30, 2018. 2 Board would be required to Submit Plan to phase down Residential and Total Water Usage - Gallons Per capita per Day to 75 GPD and 90 GPD respectively. (We are currently below the Residential Level now but are at 100 GPD for Total usage) Plan due August 29, 2018. 3. Board would be required to prepare a Contingency Plan for partial or total conversion to a surface water supply to the DNR by August 29, 2018. 4 All Groundwater Permittees in 5 mile radius must Report Annually to the DNR on their Collaborative Efforts - Report due March 31, 2019 Per Capita Demand (GPCD) 120 100 80 60 40 20 0 • Annual Per Capita Water Demand by Customer Category • ♦ • ♦ ♦ • •• • • • ♦ • • • • ♦ ♦ ♦ ♦ • • 1990 1995 2000 2005 2010 Year 2015 2020 2025 • Residential Per Capita Demand • C/I/I Per Capita Demand Future Residential Per Capita Demand Future C/I/I Per Capita Demand 2030 WATER BOARD ALTERNATIVES 1. Demonstrate to the DNR and the Court that there is no technical basis to include Well #11. It is not in the watershed. (Well Study demonstrates this) and Challenge the Ruling. 2. Negotiate with the DNR and the Court to valve off and deactivate controls for Well # 11, but make it available for emergencies. 3. Cap Well # 11 — (Permanent Loss of our best well) 4. Accept the agreement. (Unacceptable!! —Requires us to comply with Court Ruling and limit growth in our city) 5. Do Nothing — Would lead to Legal and Political Problems. d. Apply for Amendment to Remove Well #11 trom Permit. TECHNICAL BASIS FOR CONTESTING RULING 1. We Believe Well # 11 is not Negatively impacting White Bear Lake Ie'rai 2. We are on the edge of the 5 Mile Circle and we believe line is arbitrary and not based on Technical data. 3. We are in the Browns Creek and Middle St Croix Watersheds. We are not in the White Bear Watershed. 4. Our Well Head Protection Hydraulic Engineering Study shows the Hydraulic Flow is East of the White Bear Lake Watershed. 5. Our #11 Well influence goes up to only Masterman Lake South of HWY 96 based on Hydrologist Study. Blaine ® r — --I ® I 1 ® I ®� (Centerville I1 ® —�-- ® Lino Lakes ® _ Hugo 1 May Twp. wp. I Circle Pines ® 1 I 1 I I '� ... ---1 Arden Hills 1..' T ® I ®�_______z_________ ` Shoreview ,-1 North Oaks .-----1-- ® ® Vadnais Heights I. White Bear ® Twp. /�L- i �/ l 1,1 R �� �� �`, -' �.J 1White Bear L ®� i`\T� i i ®J ! ! / ® ---i_ Gem Lake/ White Bear L ®I ®2 N Lake -, [1-- Dellwood r 1 1j` (J--�r---1_1-1 Lake Mahtomedi u J Li 1 17 ---y — I ~ 0 Grant I Stillwater Well 11 ® Stillwater Twp. -----1 Stillwater I ,.. ® 3 ---� -- \IeCanada I `�� 7 Oak Park ® Heights j1�s�in � n to 1 :III .+-'- I R•-:viii i, 1 I r--' J---j �® ice" i w `/I' ® I ® J U-1 ,_ •Il � - Maplewood 1 North ® Lake Elmo Baytown Twp. giMI��- N■L '1 St. Paul i Q9 — Li Oakdale ® ® ® Municpal!Community Wells I=15 Mile Buffer White Bear Lake =City Boundary st. Paul 0 West Lakeland Twp 40 Groundwater and Surface -Water Interactions near White Bear Lake, Minnesota. through 2011 65.1° ra B�r..aw e..1. .42 ANOKACOn]Sl' Ca b 'Menet Malaita ran aenp.. 0C1216 'eft swan RAMSZ.Y(DVYIY iu Baas a.a M1as\1..Mlou °.twn..,. a Na..i Beaaam 60W 6ai 1 MCI US. ceu 1nS.nq, 1_IGe� Urers/ baeav Wuml pa}n.m Ian 15 Ibvaail ma. r*on war...a re as Warta...tau Cwa.a ISO I MO • Saga WASHINGTON COUNTY WES figure 12. Groundwater -level changes in the Prairie du Chien -Jordan aquifer in the northeast Twin Cities Metropolitan Area. Minnesota. between March/April and August 2011. it Paul lint P,H 0IJ1lt Click here to view Projects r c• Cr_.tt2g42 Grove STIL'LWATER 8 fif yrpl STILLW786) j 51, ! J- f 1 (08786) 1lf 1j Ir ! / STILLWATER 1 /Mil STILLWATER 6 sr r.:qc 8787 ) STILLWATER 9 J fa (127284) fs sO 1 Board Well • Prairie du Chien - Jordan CWI Well Location Polenliometric Surface Contour From Insall Lewels (reel ems') -- Groundwater Flows Direction Local Model Domain 1 0 2 Source: ESRI Online Imagery. MN Well Index Locations and Water Level triton -nation. Potentiunetnc surface contours developed using a 3rd Order Trend Surface Iron ESRre ArcGIS Spatial Analyst.. 7 -County Mateo Arae L BC Prc arcd ey LEGGETT'S, HRASHEARS & GRAHAM, INC. Prof :war C.a.,urd.aee am Elvu:22220 al Eagiaccriag. Ssr-0 2 Pine Tree prive, Sat 250 55 Paul. M,®.fa 55112 05511490-1405 BOARD OF WATER COMMISSIONERS STILLWATER, MINNESOTA PRAIRIE DU CHIEN -JORDAN POTENT1OMLi RIC SURFACE MAP ELLE a3stewh 02222nd0td.M0221 DATE 0.r12/2017 1 FIGURE: 4 ONGOING INITIATIVES 1. Met with DNR and 11 Communities on February 14, 2018. 2. Retained TKDA to assist us with Documentation. (They are also representing White Bear Township.) 3. Talked with Minnesota Department of Health and found they will allow us to just deactivate Well #11 without capping it. We would then backfill Storage Tank at Liberty with Adjacent Wells. 4. Met with DNR on March 16, 2018. New Alternative developed. ONGOING INITIATIVES 5. We are confirming if Court Ruling 5 mile Line hits Well # 11. 6. To Determine if we will appeal the decision to add the permit conditions to the water appropriation permit with the DNR by March 30, 2018 to hold a contested case hearing under Minnesota Statutes, chapter 14. This would be heard by an Administrative Law Judge. We believe we have a technical basis to be appeal based on our Well Head Protection Report. 7. To Determine if Board will apply for Permit Amendment. 8. Board Meeting to be held on March 23, 2018 to make interim decisions on Well #11. CLOSING 1. We Believe, given the Current Information, Board will be Deactivating Well #11 on an Interim Basis so that a Watering Ban will not be Required. We have capacity with remaining wells in Interim. 2. Concurrently the Board is considering a plan to Pursue a Legal Challenge to the DNR Ruling. (Impact?) 3. Board will be Communicating March 23, 2018 meeting decisions to Council and Media. 4. Questions? RESOLUTION 2018-046 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 $379,619.24 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 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk EXHIBIT "A" TO RESOLUTION #2018-046 Page 1 LIST OF BILLS Ace Hardware Action Rental Inc. Advance Auto Parts Amdahl Locksmith Inc Chris Armor Security Inc. AutoNation Becker Fire Safety Services LLC Bolton and Menk Inc. Cargill Inc. CDW Government Inc. Cintas Corporation Clifton LarsonAllen LLP Cole Papers Comcast Copperhead Innovations CoStar Realty Information Inc Defensive Edge Training & Denucci Cody ECM Publishers Emergency Automotive Emergency Response Solutions Empower- MN State Retirement Fastenal Company FleetPride Fleischhaker Dave Flexible Pipe Tool Co. Fraley Thomas Frontier Ag & Turf G & K Services Geier Maureen H&L Mesabi Heritage Printing Inc. Hoisington Koegler Group Inc J.H. Larson Company Jefferson Fire and Safety Inc. Kath Companies Kuehn Michael League of MN Cities League of MN Cities Ins Tr Lemoine Chyrisse MacQueen Equipment Inc. Madden Galanter Hansen LLP Mansfield Oil Company Marshall Electric Company McAlpine Shaun Supplies Rental equipment Equipment repair supplies Install lock Quarterly Monitoring Service Vehicle repairs AFFF nozzles Marine Cir Lift Station (Rollover) Deicer Computer equipment Mats & Uniforms Audit & Human resources services Janitorial supplies Internet & Voice Equipment Property professional Training Reimburse for work boots Publications Equipment repair supplies Equipment repair supplies Correction MN State Deferred Comp 2/15/2017 Equipment repair supplies Equipment repair supplies Reimburse for work boots Equipment repair supplies Flex torque wrench Hitch Mats & Uniforms Reimburse for ICC Permit Tech Cert Renewal Equipment repair supplies Tow forms Professional services Light bulbs Helmets Oil Reimburse for work boots Stormwater Coalition Workers Comp Insurance Reimburse for expenses Supplies Labor Relations Services Fuel Electrical work Park fee refund 148.76 221.00 261.17 111.00 84.00 190.00 125.00 160.00 8,367.57 170.32 660.60 8,447.50 282.21 365.60 1,284.99 376.83 900.00 63.99 86.50 36.00 395.15 57.22 233.59 336.40 160.00 333.85 259.95 820.69 468.22 95.00 701.09 49.80 7,447.38 269.14 4,338.28 1,807.00 160.00 760.00 46,280.00 74.62 678.63 77.50 14,309.78 7,257.00 50.00 EXHIBIT "A" TO RESOLUTION #2018-046 Page 3 St. Croix Boat and Packet Co. Uline Inc LIBRARY Acapulco Restaurant Baker and Taylor Brodart Co Carlsen Gregg Cartridge World Hudson Coit Services Culligan of Stillwater Friends of the Stillwater Public Library Grainger Jim Adami Unlimited Inc. MEI Total Elevator Solutions MN Library Assoc. NAC Mechanical and Electrical Services Toshiba Business Solutions ADDENDUM Accela Cintas George: Purpose People Performance Kockelman Todd Kopel Chris Magnuson Law Firm Manos Nancy Streichers Adopted by the City Council this 20th Day of March, 2018 Arena Billing Supplies Wedding Cancellation Refund Materials Materials Reimbursement for Teen Room Artwork Toner Carpeting Cleaning Water Friends Reimbursement: February Sales Building Repair Supplies Teen Artwork Install Elevator Repairs MLA Membership Annual Alerton System Maintenance Maintenance Contract Monthly UB web payments Mat cleaning service Con Dev organizational review Reimburse for mileage to conference Reimburse for uniforms Professional Service Reimburse for coffee Supplies 117,116.33 139.95 1,750.00 123.91 190.34 285.07 239.97 1,880.00 63.30 320.50 640.48 180.00 1,742.00 170.00 1,882.00 61.39 414.85 178.24 10, 200.00 174.40 92.98 9,451.83 13.98 146.86 TOTAL 379,619.24 EXHIBIT "A" TO RESOLUTION #2018-046 Menards Mid -States Organized Crime Milbrandt Leslie MN Dept of Transportation Modern Heating & Air MP Nexlevel LLC National Reprographics LLC Northern Technologies Office Depot OnSite Sanitation O'Reilly Auto Parts Performance Plus LLC Roettger Welding Inc. Roy C Inc. Safe Fast Inc Sirotiak Loren Stillwater Glass Inc. Stillwater Motor Company SW/WC Service Cooperatives Thomson Reuters Toll Gas and Welding Supply Total Parking Solutions Inc. Truck Utilities Inc. Urbiha Judith Voyant Communications Washington County Property Records Washington Cty Fire Chief Assoc. Wenck Construction Wold Architects and Engineers WS & D Permit Service Inc WSB & Associates Inc. REC CENTER 1ST Line/Leewes Ventures LLC Advanced Sportswear Al's Coffee Company AT&T Mobility Cintas Corporation Comcast Ecolab G & K Services HDR Architecture Ice Skating Institute Menards Pepsi Beverages Company Riedell Shoes Inc. Supplies Membership Park fee refund Training Heater maint. Locating Scan & Link 2018 Street Project Office supplies Portable restroom rental Equipment repair supplies Drug screening Removable bollard posts Equipment repair charges Safety jackets and vests Reimburse for boots and safety vest Windshield Vehicle services COBRA & Retiree Health Insurance Information Charges Cylinders WebOffice CSM monitoring Seat cover set Reimburse for office supplies Phone Truth in Taxation Membership City Hall Project Police station/City Hall project Refund permit fee Professional services Snacks for concessions Uniforms Coffee & supplies for concessions Cell phone Mat cleaning service Internet Supplies Mats Professional services Skater memberships Supplies Beverages for concessions Skates Page 2 184.32 150.00 50.00 300.00 1,749.37 137.50 266.85 4,850.00 611.01 228.00 88.91 45.00 5,125.00 822.54 538.90 52.98 331.29 29.24 82,122.13 137.81 39.87 1,310.00 181.93 38.47 517.65 1,771.50 50.00 449.50 10,846.59 167.40 3,899.50 674.85 344.00 1,706.90 65.77 103.00 109.85 32.87 103.00 252.00 705.00 93.65 701.36 412.02 Tom McCarty City Administrator City of Stillwater 216 4th Street North Stillwater, MN 55082 March 2018 Dear Mr. McCarty, This letter serves as an agreement for lobbying consulting services on behalf of the City of Stillwater (Stillwater) performed by McDaniel Law & Policy (Franzen Moore) from March 1, 2018 until June 1, 2018 with certain services provided until December 31, 2018, upon agreement. Brian McDaniel will serve as Stillwater's primary contact with Franzen Moore. SERVICES TO BE PROVIDED Strategic Information, Advice, & Counsel Franzen Moore will provide counsel concerning the Minnesota political environment and its impact on Stillwater's 2018 Capital Investment Agenda. Franzen Moore will meet with Stillwater officials as requested to review relevant policy and political developments within Minnesota. Franzen Moore will then assist Stillwater in determining how these developments may affect Stillwater and what advocacy should be engaged, if any. • Franzen Moore will be available to provide political and policy advice and counsel to all Stillwater personnel as directed by Stillwater. • Franzen Moore will familiarize themselves with matters designated by Stillwater as areas of concern in regard to public policy so to provide proper advice. Lobbying Governor and Executive Branch Franzen Moore will assist Stillwater in fostering relationships with the Governor of Minnesota and senior executive branch officials in order to enhance influence of key Capital Investment decisions of concern to Stillwater. • Franzen Moore will help Stillwater plan and execute contact with the Governor, gubernatorial staff, and executive branch officials when needed. • Franzen Moore will, at the direction of Stillwater, advocate Stillwater's policy positions to the Executive Branch. Lobbying Minnesota Legislature Franzen Moore will assist Stillwater in maintaining and expanding its relationships with the general membership and staff of the Minnesota Legislature. • Franzen Moore will assist Stillwater in facilitating ongoing contact with the general membership of the legislature. • Franzen Moore will recommend and organize meetings between legislators and staff with Stillwater officials as determined by Stillwater. • Franzen Moore will, at the direction of Stillwater, advocate Stillwater's policy positions to legislators. RESOLUTION 2018-055 APPROVING CONTRACT WITH FRANZEN LAW & POLICY GROUP, LLC FOR LOBBYIST SERVICES BE IT RESOLVED, the City Council of Stillwater, MN hereby approves that Agreement between the City of Stillwater and Franzen Law & Policy Group, LLC for lobbyist services, as on file with the City Clerk. BE IT FURTHER RESOLVED, that the Stillwater City Council authorize the Mayor and Acting City Clerk to sign the agreement on the City's behalf. Adopted by the City Council of the City of Stillwater this 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Lobbying Legislative Leadership Franzen Moore will assist Stillwater in communicating with key legislative leaders responsible for Capital Investment decisions in Minnesota. • Franzen Moore will assist Stillwater in maintaining a working relationship with the chairs and minority leadership of the Capital Investment committees of the Senate and House. • Franzen Moore will assist in maintaining and expanding Stillwater's working relationship with the Speaker of the House, House Minority Leader, Senate Majority Leader, and Senate Minority Leader, • Franzen Moore will, as directed, advocate Stillwater's policy positions to legislative leaders. Federal Government Affairs Franzen Moore will provide Stillwater with its best counsel concerning the Minnesota political environment as it relates to federal issues. • Franzen Moore will be available to Stillwater to organize meetings with members of the Minnesota Congressional Delegation. Franzen Moore is not retained by Stillwater as a federal lobbyist and is not expected to be responsible for the general lobbying of issues at the federal level. Legislative Session Franzen Moore will assist Stillwater with issues during the regular annual session and any special sessions of the Minnesota Legislature. • Franzen Moore will assist Stillwater in their tracking and analysis of bills introduced including, judging their likelihood of passage, and providing advice as to appropriate legislative strategy to engage, if any. • Franzen Moore will, as directed, meet directly with legislators and facilitate meetings between Stillwater officials and legislators on issues before the legislature. • Franzen Moore will actively represent Stillwater before all relevant committees of the legislature on policy matters designated by Stillwater as issues of interest. • Franzen Moore, at Stillwater's direction, will follow and lobby the full bodies of the legislature on relevant issues once they have been referred from Committees to the full Chambers of the House and Senate. • Franzen Moore will offer assistance to Stillwater in connection with vetoes by the Governor and/or veto overrides by the Legislature. • Along with Stillwater, Franzen Moore will be responsible for proactively identifying possible conflicts of interests on issues where other client interests may exist. In the event of an issue conflict, Stillwater and Franzen Moore will decide on a mutually agreed upon course of action. Legislative Interim Franzen Moore will provide Stillwater with ongoing Legislative services during the interim periods between Legislative sessions. Although legislation can only be enacted during the formal legislative session it is well understood that the deliberative process continues year -around. As such, committee meetings occur frequently during the legislative interim. Likewise, significant preparation of legislation is done during the interim. Franzen Moore will perform all services as described in this agreement on a year-round basis for Stillwater. FEES AND TERMS Stillwater will compensate Franzen Moore a fee of $25,000 to be paid as follows: $12.500 payable upon April 1, 2018 $12,500 payable upon May 1, 2018 Unless terminated earlier by Stillwater or Franzen Moore pursuant to the Involuntary Termination or Voluntary Termination paragraphs of this agreement. Payment shall be rendered to: McDaniel Law & Policy, Inc. 6582 157th Street West, Suite 109B Apple Valley, MN 55124 Involuntary Termination Upon written notice to Franzen Moore, Stillwater shall have the right to terminate this Agreement for cause prior to the expiration of the term, in which event Stillwater shall only be obligated to pay Franzen Moore fees accrued through the date of termination. Stillwater shall thereafter have no further obligations of any kind to Franzen Moore. For purposes of this subsection, "cause" shall mean (a) a breach of one or more material provisions of this Agreement; or (b) unethical, dishonest or fraudulent conduct in connection with the performance of the duties described herein; or (c) failure to maintain discipline and required standards of behavior, provided Franzen Moore shall be provided notice of such failure and be given a reasonable time within which to cure same; or (d) insubordination; or (e) a conviction by any federal, state or local government authority on any formal charge against Franzen Moore involving a crime that is a felony. Upon written notice to Franzen Moore, Stillwater shall also have the right to terminate this Agreement for no reason. In the event Stillwater terminates this Agreement for no reason, then Franzen Moore shall receive all compensation enumerated in the above Fees and Terms paragraph, above, which has accrued through the date of termination. In addition, Stillwater shall pay Franzen Moore as severance compensation of all compensation otherwise due under the Fees and Terms paragraph, above. Voluntary Termination In the event, upon written notice to Stillwater, Franzen Moore voluntarily terminates this Agreement prior to the expiration of the term, Franzen Moore shall be entitled to receive all compensation and benefits enumerated in the Fee and Term paragraph, above, which have accrued through the date of such termination. Stillwater shall thereafter have no further obligations of any kind to Franzen Moore. Stillwater Proprietary Data Government Data/Privacy. Franzen Moore agrees to abide by the applicable provisions of the Minnesota Government Data Practice Act, Minnesota Statutes, Chapter 13, HIPAA requirements, and all other applicable State or Federal Rules, Regulations, or Orders pertaining to Privacy or Confidentiality. Franzen Moore understands that all the data created, collected, received, stored, used, maintained, or disseminated by Franzen Moore in performing those functions that Stillwater would perform is subject to the requirements of Chapter 13, and Franzen Moore must comply with those requirements as if it were a government entity. This does not create a duty on the party of Franzen Moore to provide the public with access to public data if the public data is available from Stillwater, except as required by the terms of this Agreement. IN WITNESS WHEREOF the parties have caused this Agreement to be executed as follows: CITY OF STILLWATER Ted Kozlowki, Mayor ATTEST: Diane F. Ward, City Clerk Dated: March 20, 2018 Brian R. McDaniel Dated TO: FROM: DATE: SUBJECT: er Administration Mayor & City Council Tom McCarty, City Administrator _Y {,�,,� March 20, 2018 St. Croix Riverbank Restoration State Capital Bonding Request — Status Update / Local Funding Match Requirement BACKGROUND INFORMATION: The Stillwater City Council authorized submittal of a $3.3 million state capital bonding request for the St. Croix Riverbank Restoration and Integrated Walkway project. The request was initially submitted through the Minnesota Management and Budget (MMB) office last fall as a State Capital Budget Request for the Governor's review. The Governor did not include this request in his proposed 2018 Capital Bonding Bill. Subsequently, the St. Croix Riverbank Restoration and Integrated Walkway project state funding request has been introduced in the House of Representatives as HF 3475 by Rep. Dettmer and introduced in the Senate as SF 3196 by Senator Housley. The bills will be reviewed this legislative session by the House Capital Investment Committee and the Senate Capital Investment Committee respectively. The House Capital Investment Committee will be meeting at 3:00 PM on Wednesday, March 21 and the City will need to have representatives in attendance to present the City's capital request. Mayor Kozlowski, staff and City lobbyist Brian McDaniel met on March 14 with Rep. Dettmer and the Chief staff persons for the House and Senate Capital Investment Committees to review the project funding request. Through these meetings with Committee staff, the City has been notified that the State Statutes requirement a 50% local match on any state funded local project. For this project, 50% local match equals $1.65 million. Local match funds can include any other grant funds the City may receive for this project. While the City did not include funding in the 2018 budget for this project, the City Council could consider designating funds from TIF #1 fund balance for this project. City Attorney Magnuson notes that such a designation by Council requires findings that the proposed use of the TIF funds meetings meets statutory authority for allowable uses of TIF funds. REQUESTED COUNCIL ACTION: Staff requests the City Council review the St. Croix Riverbank Restoration and Integrated Walkway project and the statutory requirement for a 50% local funding match, consider the potential for designating TIF#1 fund balance as the local match, and if the Council agrees to designate TIF #1 funds, adopt a motion, including appropriate findings, that the proposed use of TIF #1 funds meets all statutory requirements. A resolution to that effect will be prepared for consideration at the next Council meeting. 216 4th Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us Stillwater The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING March 20, 2018 REGULAR MEETING 7:00 P.M. I. CALL TO ORDER II. ROLL CALL III. PLEDGE OF ALLEGIANCE IV. APPROVAL OF MINUTES 1. Possible approval of the February 20, 2018 Closed Session minutes and the March 6, 2018 regular and recessed meeting minutes. V. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 2. Washington County Veterans Services - Lon Pardun, Assistant County Veterans Service Officer 3. Painting of City owned utility boxes - Fitzie Heimdahl 4. Board of Water Commissioners Update on White Bear Lake court order - Robert Benson, George Vania, Engineer - TKDA VI. OPEN FORUM The Open Forum is a portion of the Council meeting to address Council on subjects which are not a part of the meeting agenda. The Council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. Out of respect for others in attendance, please limit your comments to 5 minutes or less. VII. STAFF REPORTS 5. Police Chief 6. Fire Chief - Annual Report 7. City Clerk 8. Community Development Dir. 9. Public Works Dir. 10. Finance Director 11. City Attorney 12. City Administrator VIII. CONSENT AGENDA (ROLL CALL) all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 13. Resolution 2018-046, directing payment of bills 14. Possible approval of noise variance for the 12th Annual Bryan McDonough American Heroes Golf Classic - Oak Glen Golf Course - August 10, 2018 15. Resolution 2018-047, approving salary schedule for seasonal Parking Lot Attendants and seasonal Community Service Officers (CSO) 16. Resolution 2018-048, approving Minnesota Premises Permit for Lawful Gambling for Eagles 94, located at 14200 60th St. N, Stillwater, Minnesota 17. Resolution 2018-049, resolution approving updated City of Stillwater Event Policies and Procedures and rescinding Resolution 2010-204 "establishing policies related to review of event applications" and Resolution 2018-050, resolution amending Resolution 2018-022, 2018 fee schedule 18. Resolution 2018-051, approval of the renewal of Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J and JX Event Service LLC, dba: JX Venue 19. Possible approval of Bike Rodeo Safety Event - May 5, 2018 20. Possible approval of Memorial Day Event - Veterans Memorial Committee - May 28, 2018 21. Resolution 2018-052, resolution establishing Municipal State Aid Highway 22. Resolution 2018-053, resolution supporting submittal of an application to request funding from the Minnesota Department of Transportation through the 2018 Corridors of Commerce Solicitation 23. Resolution 2018-054, approving cooperative agreement between Washington County and various municipalities within the county for the purpose of allowing said municipalities access to and utilization of BOLD planning 24. Resolution 2018-055, approving contract with Franzen Law & Policy Group, LLC for lobbyist services (available Tuesday) IX. PUBLIC HEARINGS - OUT OF RESPECT FOR OTHERS IN ATTENDANCE, PLEASE LIMIT YOUR COMMENTS TO 10 MINUTES OR LESS. X. UNFINISHED BUSINESS 25. Update on St. Croix Bank Restoration project and potential designation of matching funds (available Tuesday) XI. NEW BUSINESS 26. Possible approval of feasibility report and calling for hearing on 3rd Street Improvements 27. Possible approval of feasibility report and calling for hearing for 2018 Street Improvement project (Resolution -Roll Call) XII. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS (CONTINUED) XIII. COMMUNICATIONS/REQUESTS XIV. COUNCIL REQUEST ITEMS 28. Beyond the Yellow Ribbon update XV. STAFF REPORTS (CONTINUED) XVI. ADJOURNMENT TO CLOSED SESSION TO CONSIDER OFFERS FOR THE PURCHASE OF REAL ESTATE, PURSUANT TO MINN. STAT. §13D.05 (121 CHESTNUT E) ate ,...,....,..E .� MINNESOTA 1ME 11OTNELACE Of MINNESOTA CITY COUNCIL MEETING March 6, 2018 REGULAR MEETING 4:30 P.M. Mayor Kozlowski called the meeting to order at 4:35 p.m. Present: Mayor Kozlowski, Councilmembers Menikheim, Junker, Weidner and Polehna (arrived at 4:40 p.m.) Absent: None Staff present: OTHER BUSINESS City Administrator McCarty City Attorney Magnuson Fire Chief Glaser Police Sergeant Hansen Community Development Director Turnblad City Planner Wittman Finance Director Harrison Public Works Director Sanders City Clerk Ward Discussion on Small Cell Wireless City Planner Wittman gave a presentation on small cell wireless technology and potential impacts of recent regulating legislation. She briefed the Council on discussions held at the Planning Commission and Heritage Preservation Commission and presented detailed staff recommendations regarding how the City should issue and regulate permits for the structures. Ms. Wittman stated that next week, the Planning Commission will review a draft legislative version of a zoning text amendment incorporating the new technology. Councilmember Weidner and Mayor Kozlowski expressed a desire to develop a consistent standardized design for the small wireless facilities. Library Update Library Director Mark Troendle updated the Council on highlights of his first six months on the job, to include negotiation of a new union contract, implementation of new cash management procedures, and adoption of a new events policy. The Library is in the process of implementing new ways of ordering and processing materials and is gearing up for a new strategic plan. Discussion on shared position between City and Library City Administrator McCarty stated that the City and the Library have been discussing the potential for sharing a housekeeping position by increasing the existing Library position to full time and having the City contract with the Library for 20 hours/week for the provision of housekeeping services for City Hall and the Public Works facility. If the City Council agrees with the concept, the Library Director will present the concept to the Library Board for review. City Council Meeting March 6, 2018 Staff would bring back a resolution and documentation as necessary for formal approval at a future Council meeting. Councilmember Weidner said he likes the idea but doesn't want to bind the library to something they can't back away from if it doesn't work out. Councilmember Junker said he would like to see costs for contracting the positions out completely, for comparison. Riverview Drive Sewer Project Public Works Director Sanders reviewed recent correspondence from property owners at 1410 Riverview Drive and 1421 North First Street regarding providing City sewer to their property. The homes are currently on septic systems. The sewer on North First Street is not deep enough to serve the Riverview Drive properties. In 2004 when the City did the North Hill sewer project, sanitary sewer was installed in North Broadway which is lower in elevation than Riverview Drive. Engineers then considered the possibility of extending sewer from Broadway and Sycamore to serve these properties, but that would have required an easement over a privately owned parcel whose owner would not grant the easement. In 2011, the concept of providing sewer to the Riverview Drive properties came up again. Staff considered installing a manhole via extending from North First Street, but it would still require a pump into the new manhole due to the elevation of the properties. In 2017 the Riverview property owner asked about it again. Mr. Sanders said he and City Attorney Magnuson approached the nearby property owner again about an easement. She was reluctant to provide access but allowed soil boring on her property. The two soil borings showed at 1419 Riverview Drive there was resistance right away indicating rock was at the surface but it was unclear whether it was a big boulder or limestone. The boring in Riverview drive indicated the rock elevation was about 8 feet deep. So staff looked at other options to provide sewer to 1410 and 1421. A newer technology is available to drill through harder rock. Staff considered drilling through the rock and setting a manhole that would not only serve 1410 and 1421, but maybe some of the other surrounding properties, providing everyone with a gravity system. However no one else has requested a gravity sanitary sewer system. The cost estimate to drill 250 feet and drill a vertical shaft about 25 feet deep was $400,000 to do the section from Sycamore to Riverview Drive. Mayor Kozlowski asked what is the disadvantage of a pump system. Public Works Director Sanders replied that if the power goes out in the home, the pump is not going to work. Councilmember Junker asked why can't the 1410 and 1421 Riverview homes have an ejector pump? Mr. Sanders replied they could. A whole system would cost roughly under $10,000. Councilmember Weidner asked how the $400,000 cost would be assessed to homeowners. Mr. Sanders replied that if that option were chosen, the $400,000 system would serve 1410, 1421, 1425, and possibly 1509 Riverview Drive, raising the question of whether it is right for the City to assess homeowners who are already hooked up to City sewer. Councilmember Weidner said he would be concerned that there would be no real increase in value of their properties. John Kraemer, 1410 Riverview Drive, explained that he talked to the property owner whose easement would be required and she would allow an easement across her property. He cited City code related to connection to sewer systems and added that he has always been troubled by the fact that other adjacent property owners on North First have gotten City sewer service and he has not. He and the property owners at 1421 thought the best solution would be a gravity fed system to North Broadway with the main in Riverview Drive. He feels he should have been included in the North Hill sewer project in 2004. Page 2 of 10 City Council Meeting March 6, 2018 Councilmember Weidner asked what's wrong with the pump system. Mr. Kraemer replied it's a mechanical device that's more subject to failure. He pointed out there is less than two feet difference between his basement level and that of 1408 which is connected to City sewer. He thought there was may have been an error in the design in the level that the sewer was built to. He has felt all along that the matter should have come under City Council consideration and it just hasn't happened. He added that he observed the excavation done previously at 1419 and talked to the excavator who said it wasn't an issue of drilling through bedrock. The Windmillers advised him today that they excavated down 12 feet for their swimming pool and did not hit rock. A more extensive study should be done to determine if it's boulders or rocks that the test drills are hitting or if it is really bedrock. Public Works Director Sanders said it would probably cost at least $70,000-100,000 for a gravity system to serve two homes. If the homeowner is willing to spend at least $30,000 then staff could do a feasibility study. Or they could hire a contractor to get connected via an ejector pump any time. It was the concensus of the Council that the $400,000 cost was not feasible for serving the homes at 1410, 1421, 1425, and possibly 1509 Riverview Drive and that any appaisal would not meet the increase in value to the properties required for assessments. The entire Council felt that the residents, if they want to connect to City sewer, could connect via an ejector pump at a lower cost (approximately $10,000) than the estimated assessment of $30,000 per home. Council did not direct staff to investigate the matter further or order a feasiblity report. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to recess the meeting at 6:25 p.m. All in favor. RECESSED MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:07 p.m. Present: Mayor Kozlowski, Councilmembers Menikheim, Junker, Weidner and Polehna Absent: None Staff present: City Administrator McCarty City Attorney Magnuson Police Sergeant Hansen Fire Chief Glaser Public Works Director Sanders Community Development Director Turnblad City Clerk Ward PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. OTHER BUSINESS (continued from 4:30 meeting) Special Events Policy City Administrator McCarty explained revisions done as a result of the last Council discussion, when Staff was directed to bring back language that would allow alcohol to be essentially carried event -wide within the venue area. The event venue area and organizer must provide delineated signage indicating no alcohol beyond a certain point. This approach may pose some difficulty for law enforcement. All other provisions regarding alcohol remain unchanged. Page 3 of 10 City Council Meeting March 6, 2018 Additionally, language was added indicating the camping prohibition applies to vendors, the base fee for special events with contracts was modified from $1,000/day to $500/day, and the rates for paid on call volunteer firefighters versus full time firefighter staff were delineated. Councilmember Menikheim said he still opposes allowing alcohol to be consumed throughout the entire event venue. He related his reasons. Mr. McCarty said staff will bring back a formal resolution for the policy and fee schedule for adoption at the next meeting. STAFF REPORTS Community Development Director Turnblad said the community survey is well underway. He has gotten more calls on this item than on almost any other element of the Comprehensive Plan, other than a possible parking ramp in Lot 1. Mr. Turnblad stated that he would provide Council with information on the number of responses from the survey. City Administrator McCarty reminded the Council of upcoming conferences. He also stated over three to four meetings there has been an invitation extended by the Council to the Water Board and its staff to come in and provide an update on the White Bear Lake's lake level court ruling that impacts the City's water system. The Water Board staff will attend the March 20 meeting. Councilmember Weidner noted the Council has been asking for an update from the Water Department since January. He is upset that the lawsuit could cause multiple restrictions being applied across the board to Stillwater citizens and the Council or reisdents has yet to hear from the Water Board about what actions they are taking on the White Bear Lake court order. Councilmember Menikheim pointed out the Water Board has a rationale why they couldn't come until March 20. They don't have answers from the lawsuit yet because nothing has been decided. He invited Councilmember Weidner to come to the next Water Board meeting to share his concerns. Councilmembers Polehna and Junker said they have had many questions from residents and are eager to meet with the Water Board as soon as possible as most residents contact the Council for answers to water operations and the White Bear Lake court order and not the Water Board. It was Council concensus that the Water Board provide the Council and City residents information regarding the potential impacts of the White Bear Lake ruling soon instead of waiting until DNR restrictions are imposed. City Administrator McCarty agreed to contact the Water Board staff and convey the concerns. APPROVAL OF MINUTES Possible approval of minutes of the February 20, 2018 regular meeting Motion by Councilmember Junker, seconded by Councilmember Menikheim, to approve the minutes of the February 20, 2018 regular meeting. All in favor. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS There were no petitions, individuals, delegations or commendations. OPEN FORUM Jeff Johnson, 309 South Fifth Street, expressed a concern about an unmet condition of the use permit for Stillwater Mills, that the developer was to make 55 parking spaces available for Page 4 of 10 City Council Meeting March 6, 2018 public use on weekends and evenings. There are two garage doors under the building which have had a lock on them ever since the development agreement was done rendering the spaces unusable by the public. Community Development Director Turnblad informed the Council that the last round of conversations about this issue was tied to the Crosby Hotel as a possible solution to some of the mitigation for the hotel. Ultimately the hotel developer decided to mitigate on site instead. Since that time staff contacted management of Stillwater Mills, who are aware that it still is an unfulfilled condition of their use permit. Due to staff workload, the issue hasn't been a priority. Staff will again contact Stillwater Mills management and ask how they propose opening up the spaces after hours to the public. Mr. Johnson expressed another concern about health, safety and welfare issues with Stillwater Residence at Fifth and Olive Streets. He said there are many police and fire calls to the facility which houses 31 people with mental health or drug dependency issues. Neighbors are worried about the potential for a shooting or a fire or some other tinderbox event. City Administrator McCarty responded that based on concerns raised, staff did research and sent a memo to the neighborhood. The next step would be to do data analysis with public safety, work with the county, and look at land use options for the future. More data will be provided to the Council at an upcoming meeting. CONSENT AGENDA Resolution 2018-033, Directing the Payment of Bills Resolution 2018-034, approving agreement between the Washington Conservation District and the City of Stillwater for raingarden maintenance and vegetation installation Possible approval of temporary liquor license — Church of St. Michael — May 20, 2018 Possible approval of temporary liquor license — Stillwater Library Foundation — July 4, 2018 Resolution 2018-035, resolution approving State of Minnesota Joint Powers Agreements with the City of Stillwater on behalf of its police department regarding the Minnesota Internet Crimes Against Children Task Force (ICAC) Resolution 2018-036, approval of access, construction and maintenance agreement Resolution 2018-037, resolution supporting St. Croix Riverbank Restoration and integrated walkway in the City of Stillwater Resolution 2018-038, Approving memorandum of understanding between the City of Stillwater and Law Enforcement Labor Services, Inc., Local No. 257 Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to adopt the Consent Agenda. Ayes: Mayor Kozlowski, Councilmembers Menikheim, Junker, Weidner and Polehna Nays: None PUBLIC HEARINGS Case No. 2017-69. A public hearing to consider a request by Tim Nolde of Ancho Bay Pro, Inc. for the consideration of a Special Use Permit and any related Variances thereto for 9 townhome units to be located at 1167 Parkwood Lane and 6322 Stillwater Boulevard North in the TH district Community Development Director Turnblad informed the Council that Tim Nolde, representing Ancho Bay Pro, Inc. has requested the Council's approval of the relocation of two townhouse structures, one with three units and the other with four units, from Oak Park Page 5 of 10 City Council Meeting March 6, 2018 Heights. A third building, comprised of two townhouse units, is proposed to be constructed onsite. Generally speaking, Building Moving Permits are administratively approved by the Building Official upon receipt of a Building Moving Permit application and after inspection. However, City Code Section 31-511, Subd. 4 indicates the City Council shall hold a public hearing on whether a building may be moved into the City of Stillwater. Staff finds that the relocation of two townhouse structures to 1677 Parkwood Lane and 6322 Stillwater Boulevard North is consistent with the standards set forth in City Code Section 31-511, Building Moving Permit. Staff recommends approval of the Building Moving Permit associated with Case No. 2017-69, with seven conditions. Mayor Kozlowski opened the public hearing. Councilmember Weidner recused himself. Michael Hughes, owner of property adjacent to the site, asked if the retaining wall along the strip of driveway is City -owned or part of the developer's property. The wall may be in need of some repair. He is otherwise satisfied with the condition of approval that the water will drain away from his property which is a lower lying land with some saturation issues. Public Works Director Sanders responded that staff has expressed concern about the additional load being added onto the wall with the driveway. Engineers are studying the soil for installation of sewer and water behind the wall, so they will be looking at its condition. Community Development Director Turnblad added that the Council could add Condition #8 stating the developer is responsible for any necessary repair or replacement of the retaining wall. Mayor closed the public hearing. Motion by Councilmember Polehna, seconded by Councilmember Junker, to approve the Building Moving Permit associated with Case No. 2017-69, for 9 townhome units to be located at 1167 Parkwood Lane and 6322 Stillwater Boulevard North, with the seven conditions recommended by staff and adding Condition #8, the developer is responsible for repair or replacement of the retaining wall. Ayes: Councilmembers Menikheim, Junker, Polehna, Mayor Kozlowski Nays: None Abstain: Councilmember Weidner Case No. 2018-04. A public hearing to consider an appeal request by NJC Holdings, property owner, for the reconsideration of the CPC's partial denial of a Variance request for the property located at XXX Linden in the CBD District Mayor Kozlowski stated the applicant has requested that the Council table this item to the April 3, 2018 meeting. He opened the public hearing. Motion by Councilmember Polehna, seconded by Councilmember Menikheim, to table the public hearing until April 3, 2018 for Case No. 2018-04, appeal request by NJC Holdings, property owner, for the reconsideration of the Planning Commission's partial denial of a Variance request for the property located at XXX Linden in the CBD District. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None UNFINISHED BUSINESS Page 6 of 10 City Council Meeting March 6, 2018 Possible consideration of approval of an appeal to HPC Case No. 2017-32 for a clock tower, ironwork and mast to be associated with the Water Street Inn at 101 Water Street South Community Development Director Turnblad explained that on January 2, 2018, the Council heard a request from the Water Street Inn appealing the Heritage Preservation Commission's partial denial of certain rooftop elements of a proposed three-story addition. The Council conceptually found the tower elements above the clock to be consistent with City Code Section 31-209, Section 22-7, and the Downtown Design Review District guidelines. In a 4-1 vote with Councilmember Weidner dissenting, the Council conceptually overturned the HPC's denial. The Council directed the applicant to engineer the final tower ironwork and mast design prior to Council's final approval. Mr. Turnblad presented the revised plans for the clock tower framework. The architect has reduced some of the massive feel of the base of the tower. Staff recommends approval of the site alteration permit. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt Resolution 2018-039, a resolution approving a site alteration permit for the Water Street Inn allowing for a three-story addition, clock tower and mast (Case No. 2017-32) with the four conditions recommended by staff. Ayes: Councilmembers Menikheim, Junker, Polehna, Mayor Kozlowski Nays: Councilmember Weidner Possible approval of resolution adopting Findings of Fact, Conclusions and Order related to a Conditional Use Permit and Variance requests for a multi -family condo project to be located at 107 Third Street North (Case No. 2017-62) Community Development Director Turnblad reviewed the case. At the last meeting, the Council heard on appeal the proposal from Jon Whitcomb for a CUP and variances. The Council voted to deny the appeal and directed staff to put together Findings of Fact. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2018-040, resolution adopting Findings of Fact, Conclusions and Order related to a Conditional Use Permit and Variance Requests for a multi -family condo project to be located at 107 Third Street North (Case No. 2017-62). Ayes: Councilmembers Menikheim, Junker, Polehna, Mayor Kozlowski Nays: Councilmember Weidner NEW BUSINESS Possible approval of Heifort Hills final plat and development agreement Community Development Director Turnblad stated that Todd Ganz, Integrity Land Development, is proposing to develop Phase Two of the 26.1 acre Heifort Hills Planned Unit Development (PUD). This phase has 24 home sites, which are spread across 10.9 acres of land that will be platted as Heifort Hills Estate. The Final Planned Unit Development, Preliminary Plat and Rezoning were approved by the City Council on January 30, 2017. The developer is now requesting approval of the Final Plat and Development Agreement for Heifort Hills Estate. Staff recommends approval of the Final Plat and the Development Agreement with 13 conditions of approval. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2018-041, a resolution approving the final plat for Heifort Hills Estate (Case No. 2018-07). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Page 7 of 10 City Council Meeting March 6, 2018 Motion by Councilmember Weidner, seconded by Councilmember Menikheim, to adopt Resolution 2018-042, a resolution approving the development agreement for Heifort Hills Estate (Case No. 2018-07). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of resolution accepting proposal and awarding contract for engineering services for Veterans Memorial parking lot improvement project (Project 2018-07) Public Works Director Sanders explained that the City solicited proposals for engineering services for the Veterans Memorial Parking Lot Improvement. The improvement is located mainly in the lower lot of Veterans Memorial Parking Lot on Third Street South. It would consist of installation of a retaining wall on the west side of the lot, constructing additional parking stalls on the south side and correcting the erosion on the west slope. Staff recommends approval of the engineering services of WSB at a cost of $47,000. Councilmember Weidner asked the total project cost. Mr. Sanders said about $500,000. Motion by Councilmember Polehna, seconded by Councilmember Weidner, to adopt Resolution 2018-043, accepting proposal and awarding contract for engineering services for the Veterans Memorial Parking Lot Improvement Project (Project 2018-07). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of resolution accepting proposal and awarding contract for engineering services for the Marylane Drive improvement project (Project 2018-08) Public Works Director Sanders explained that the City solicited proposals for engineering services for the Marylane Drainage Improvements. This project consists of improving the drainage in the area of east Marylane Avenue North, including the backyards of homes along Monterey Court. A total of $600,000 is budgeted for this project. Staff recommends that the Council approve the engineering services of TKDA of St. Paul with a bid of $37,800 for the Marylane Drainage Improvement Project. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2018-044, accepting proposal and awarding contract for engineering services for the Marylane Drainage Improvement Project (Proj ect 2018-08). Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of a contract for services with Landscape Research LLC to develop the 2040 Comprehensive Plan Historic Resources chapter Community Development Director Turnblad informed the Council that of the proposals received, the HPC and staff recommend Landscape Research LLC at a cost of $31,200. He added that $32,000 was budgeted for this item, of which $26,000 was grant money. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adopt Resolution 2018-045, approval of agreement with Landscape Research LLC. Ayes: Councilmembers Menikheim, Junker, Weidner, Polehna, Mayor Kozlowski Nays: None Possible approval of advisory committee to the 2040 Comprehensive Plan Historic Resources chapter update Page 8 of 10 City Council Meeting March 6, 2018 Community Development Director Turnblad stated that nine candidates are interested in serving on an advisory committee to help the HPC update the Historic Resources chapter of the 2040 Comprehensive Plan. The HPC recommends all individuals to be appointed to the committee. Staff recommend the same with the addition of Brent Peterson to represent the Washington County Historical Society. Motion by Councilmember Junker, seconded by Councilmember Menikheim, to appoint the nine candidates recommended by staff, and Brent Peterson, Washington County Historical Society, to the 2040 Comprehensive Plan Historic Resources chapter update advisory committee. All in favor. COMMUNICATIONS/REQUESTS There were no communications/requests. COUNCIL REQUEST ITEMS Councilmember Polehna asked the Council's permission to resurrect the St. Croix Valley Sports Facilities Commission, a group that solicited money to build the St. Croix Recreation Center in the 1990s. The Commission would help raise $2-3 million for improvements at the ice arena. City Attorney Magnuson said he will prepare a resolution creating the Commission and a protocol for the City to accept donations. Council consensus was to support the effort. Councilmember Polehna informed the Council he is working on coordinating a parade on April 14 to celebrate the state championships of the Pony girls' cross-country ski team, the alpine ski team and the gymnastics team. He stated he is working with other communities, the Fire Department, the school district, and would include the two local Olympic athletes, Jesse Diggins and Ann Hart. Councilmember Junker asked when the Main Street stairs will reopen. Public Works Director Sanders stated that the brick wall is presently unsupported and until it is supported again, the stairs will remain closed in case other bricks start to fall. ADJOURNMENT Motion by Councilmember Junker, seconded by Councilmember Menikheim, to adjourn the meeting at 8:42 p.m. All in favor. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Resolution 2018-033, Directing the Payment of Bills Resolution 2018-034, approving agreement between the Washington Conservation District and the City of Stillwater for raingarden maintenance and vegetation installation Resolution 2018-035, resolution approving State of Minnesota Joint Powers Agreements with the City of Stillwater on behalf of its police department regarding the Minnesota Internet Crimes Against Children Task Force (ICAC) Resolution 2018-036, approval of access, construction and maintenance agreement Page 9 of 10 City Council Meeting March 6, 2018 Resolution 2018-037, resolution supporting St. Croix Riverbank Restoration and integrated trail walkway in the City of Stillwater Resolution 2018-038, Approving memorandum of understanding between the City of Stillwater and Law Enforcement Labor Services, Inc., Local No. 257 Resolution 2018-039, a resolution approving a site alteration permit for the Water Street Inn allowing for a three-story addition, clock tower and mast (Case No. 2017-32) Resolution 2018-040, resolution adopting Findings of Fact, Conclusions and Order related to a Conditional Use Permit and Variance Requests for a multi -family condo project to be located at 107 3rd Street North (Case No. 2017-62) Resolution 2018-041, a resolution approving the final plat for Heifort Hills Estate (Case No. 2018-07) Resolution 2018-042, a resolution approving the development agreement for Heifort Hills Estate (Case No. 2018-07) Resolution 2018-043, accepting proposal and awarding contract for engineering services for the Veterans Memorial Parking Lot Improvement Project (Project 2018-07) Resolution 2018-044, accepting proposal and awarding contract for engineering services for the Marylane Drainage Improvement Project (Project 2018-08) Resolution 2018-045, approval of agreement with Landscape Research LLC Page l0 of 10 Washington .-= County Veterans Services Youz ,BeneE20 Reoeuuce Madam ml Sttattem entt Washington County Veterans Services provides responsive, timely, accurate, and compassionate assistance to Veterans, their dependents, and survivors in applying for federal, state, and local benefits. 2/27/2018 1 1 Services We Mer • Comprehensive benefits counseling • Claims preparation and submission • Claims follow-up to ensure final decisions • Initiate and develop appeals when appropriate • Networking and advocacy with federal, state and local agencies Federal Benefits • Disability Compensation • Dependency and Indemnity Compensation for survivors • Veteran's Pension (war era veterans only) • Survivor's Pension (of wartime era veterans only) • Burial and death benefits • Medical care at VA facilities Disability life insurance & waiver of premiums 2/27/2018 2 1 Federal Benefits • Payment of proceeds of VA life insurance • Request for military records and decorations • Discharge upgrade and correction of military records • Vocational Rehabilitation • VA home loan guarantee eligibility • Education benefits (VA) Tfrquti r` • Dental & Optical Assistance State Donato • Special Needs Grant • Short Term Financial Assistance (Subsistence) • Disaster Relief • Employment • Veteran Educational Assistance • Surviving Spouse & Dependent Education 2/27/2018 3 Washington t Local Resources Lk Services • Minnesota Assistance Council for Veterans (MACV) • Veteran Service Organizations • United Veterans Council • Lutheran Social Services • Beyond the Yellow Ribbon • Habitat for Humanity • Hearts & Hammers Washington ----County Veterans Services Wc 'rWe'lre Heim tco Serve YQU Ryan Carufel, CVSO Steve Despiegelaere, Assistant CVSO Thallassa Gunelius, Assistant CVSO Lon Pardun, Assistant CVSO Service Center Cottage Grove 13000 Ravine Parkway Cottage Grove, MN 55016 Monday - Thursday 651-430-6895 Government Center Stillwater 14949 62nd Se N P.O. Box 30 Stillwater, MN 5508241030 Monday - Friday Service Center Forest Lake 19955 Forest Road N Forest Lake, MN 55025 Tuesday - Friday 2/27/2018 4 'PROPOSAL FOR TH STILLWATER ARE FOUNDATION GREAT IDEA COMPETITION! The Issue at Hand The vandalism of public utility boxes. Conventional method is having city paint ove costing resources and time. Leads to the cycle of tagging and vandalism repeating itself. 3/16/2018 1 Solution: Artists! Creative Place Making: Partners strategically shape the physical an social character of their neighborhood or city around the arts and cultural activates, creating more livable communities with enhanced quality of life. Idea is to transform something ugly or mundane, into something beautiful and unique. Celebrate the local artists of our community and help contribute to the positive artistic vibe of Stillwater and the Greater St. Croix Valley. o Creating lasting works of art on select utility boxes, reducing maintenance costs for the city and decreasing the likelihood of graffiti and vandalism. What can Public Art Bring to Communities? POST OFFPCE 3/16/2018 2 Menomonie Arts Power Project. Menomonie, WI. 2014 Project involved partnerships with Mainstreet of Menomonie Inc, and UW Stout graphic design class, and The Community Foundation of Dunn County. Project led to painting of eight city owned utility boxes around the downtown area. First project of its type in Western Wisconsin, City of River Falls used our project as a template for similar project. Flowers are the Opposite of Graffiti SECIA, Minneapolis. 2015 In a dense urban neighborhood utility boxes became a magnet for graffiti and tagging. The Neighborhood Association used utility box art wraps to mitigate this and add a little bit more greenery Southeast Como installed 5 vinyl wraps from photographs neighbors submitted. Unique crowd funding source by asking neighbors directly. 3/16/2018 3 Proposal for Stillwater Theme of this project would revolve around the river, as it's the river that connects all our towns. Submissions could include painting boxes or wrapping boxes in vinyl anti graffiti wrap. Receive City permission and support to apply for grant from Stillwater Area Foundation to fund the installation of art on between 8-10 utility boxes around downtown. (Lowe) Park) Ask for city sponsorship of one box, to show local commitment. $500 for large box, $300 for mid size box. Support our local artists and be at the forefront of public art in the St. Croix Valley. 3/16/2018 4 WATER BOARD UPDATE CITY COUNCIL MEETING March 20, 2018 1 1 MCIFNnA — WhitP Rear lake Update • History to Date • Summarize Judge Marrinan's Order • Implications for Stillwater and Water Department • Potential Alternatives We Need to Consider • Technical Basis for Challenge • Ongoing Initiatives • Closing 3/16/2018 1 HISTORY TO DATL • 2012 White Bear Lake Home Owners sued DNR. • 2014 Mediated Settlement with DNR- Set Target Water Level, Surface Water Study + Reduce Water Use • Dec 2016 DNR Set Protective Lake Level at 922 Ft • March 2017 Court Trial — Plaintiffs not satisfied. • August 30, 2017 Judge's Ruling Handed Down Against the DNR - Level Set at 923.5 Ft • Sept 27, 2017 DNR Appeals Groundwater ruling RULING SUMMARY 1. A Residential Irrigation Ban 2. Per Capita Water Use Reduction Plan 3. Plan to Convert To Surface Water 4. Report on Collaborative Efforts by 11 Communities Note: Conditions above added to our DNR Permit on 2/28/2018 3/16/2018 2 Implications for Stillwater and Water Department 1. Given the Current Water Level in White Bear Lake (923 feet) We would be required to implement a Watering Ban until the White Bear Lake Water Level reached 924 feet. Ordinance to DNR due April 30, 2018. 2. Board would be required to Submit Plan to phase down Residential and Total Water Usage - Gallons Per capita per Day to 75 GPD and 90 GPD respectively. (We are currently below the Residential Level now but are at 100 GPD for Total usage) Plan due August 29, 2018. 3. Board would be required to prepare a Contingency Plan for partial or total conversion to a surface water supply to the DNR by August 29, 2018. 4. All Groundwater Permittees in 5 mile radius must Report Annually to the DNR on their Collaborative Efforts - Report due March 31, 2019 120 100 Annual Per Capita water Demand by Customer Category 40 20 0 - ♦ • ♦ +*•• • • • ♦ • • • • • • • • • • • • • • • R • • • • • 1990 1905 2000 2005 2010 2015 2020 2025 2030 Year • Residential Per Capita 0emand • C/I/1 Per Capita Demand future Residential Per Capita Demand Future C/I/I Per Capita Demand 3/16/2018 3 WATER BOARD ALTERNATIVES 1. Demonstrate to the DNR and the Court that there is no technical basis to include Well #11. It is not in the watershed. (Well Study demonstrates this) and Challenge the Ruling. 2. Negotiate with the DNR and the Court to valve off and deactivate controls for Well # 11, but make it available for emergencies. 3. Cap Well # 11 — (Permanent Loss of our best well) 4. Accept the agreement. (Unacceptable!! —Requires us to comply with Court Ruling and limit growth in our city) 5. Do Nothing — Would lead to Legal and Political Problems. TECHNICAL BASIS FOR CONTESTING RULING 1. We are on the edge of the 5 Mile Circle and we believe line is arbitrary and not based on Technical data. 2. We are in the Browns Creek and Middle St Croix Watersheds. We are not in the White Bear Watershed. 3. Our Well Head Protection Hydraulic Engineering Study shows the Hydraulic Flow is East of the White Bear Lake Watershed. 4. Our #11 Well influence goes up to only Masterman Lake South of HWY 96 3/16/2018 4 Click here to view Projects, 3/16/2018 5 I • 011 Co. Fla — _Circle .' ® Pins • rano lnko ® • Bose • May Top •• • •Too Harty O.la vemo sew • O.Rweea • ` Too. c,.m Arden Has w• • Bora. W Vj We a aLL4M1tameei ® • (iwn LaM ra•n. • t. Stillwater Well 11 • . Sanwa. • •• • 117 Rowville LIXk Canada Mapte..00a • m.di, • ST Paul • • • Lake [Ir. J• y ! Oa Parh g • Heignls --1 L Baytown T. —_t • • Onad.I. • • WiKPanContownlly WWI • MS Okla Bur. ., V.Ilo Boar La. pcnv alede ..y SP Paul • • ureal Lakeland Tea Click here to view Projects, 3/16/2018 5 3 • Wig cJ.•••- Janr.n CW1 Wad Location - Polanticat, ata CcnOotr Foot kola LOAM Itott acne) Om*. now pomatto Lopt meow Lamm, lo,•••• oard•••• cia.olotant too. • •ocl Golan 1.11••• tam Eanatto NoOttl nom.. Lan.. tittltaHEnala it GAMOW INC nnoota *too o•al. toes BOARD OF WATER COMMISSIONERS PatatatEu flW+-JQNOJ.N POTENrxf4E rmc aeiot[ MAY r.z m.er.e•••••••.J®1 3/16/2018 6 3/16/2018 ONGOING INITIATIVES 1. Met with DNR and 11 Communities on February 14, 2018. 2. Retained TKDA to assist us with Documentation. (They are also representing White Bear Township.) 3. Talked with Minnesota Department of Health and found they will allow us to just deactivate Well #11 without capping it. We would then backfill Storage Tank at Liberty with Adjacent Wells. ONGOING INITIATIVES 4. Met with DNR on March 16, 2018. 5. Determine if we will appeal the decision to add the permit conditions to the water appropriation permit with the DNR by March 30, 2018 to hold a contested case hearing under Minnesota Statutes, chapter 14. This would be heard by an Administrative Law Judge. We believe we have a technical basis to be appeal based on our Well Head Protection Report. 6. Board Meeting to be held on March 23, 2018 to make interim decision on Well #11. CLOSING 1. We Believe, given the Current Information, we will be Deactivating Well #11 on an Interim Basis so that a Watering Ban will not be Required. 2. If Deactivated, we hope to be able to use Well # 11 during Emergencies. 3. What Messaging do you feel is Appropriate for the Community? 4. What Impact would you see if we Pursue a Legal Analysis to Challenge the DNR Ruling? 5. Questions? Court Order Communities 1. Hugo 2. Lake Elmo 3. Lino Lakes 4. Mahtomedi 5. North St Paul 6. Oakdale 7. St Paul Regional Water Services 8. Stillwater 9. Vadnais Heights 10.White Bear Lake 11.White Bear Township 3/16/2018 8 WB to STL Groundwater Cross Section 3/16/2018 9 Illwater THE BIRTHPLACE OF MINNESOTA FIRE DEPARTMENT March 8, 2018 Mayor Ted Kozlowski Stillwater City Council Citizens of Stillwater I am pleased to present the 2017 Stillwater Fire Department Annual Report. As highlighted in this report, the Fire Department has accomplished a number of significant goals providing outstanding service and a foundation for excellence within our community. 2017 was an extremely exciting year for the City of Stillwater and for The Stillwater Fire Department (SFD). The new St. Croix River Crossing opened in early August and a number of new building projects are underway in our growing community. The Department strives for continuous quality improvement to meet the needs of our ever developing community. Goals accomplished in 2017 include: • Received $35K Grant for Department strategic planning initiative • Implementation of life saving drug Naloxone to our advanced EMS variances to improve patient care due to potential Opioid emergencies • Placed new Class A Fire Engine into service • Completed Insurance Services Organization (ISO) evaluation • Completed several Active Shooter training exercises • Implemented Body Armor personal protective equipment for hostile event response situations • Developed and implemented customer survey instrument to gauge citizen feedback on Department performance • Hosted and participated in large scale functional emergency management exercise in cooperation with Washington County In addition SFD responded to 1,913 calls for service; performed numerous fire inspections, in both new and existing structures; conducted plan reviews; investigated potential fire code violations; completed hydrant maintenance activities; performed 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 2018 and serving our citizens. 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, Stu,avtW. C,laore- Stuart W. Glaser Fire Chief 250 Maryknoll Drive North — Stillwater, Minnesota 55082 PHONE: (651) 351-4963 FAX: (651) 351-4967 STILLWATER FIRE DEPARTMENT 2017 ANNUAL REPORT Professionalism, Respect, Integrity, Dedication, Excellence — P.R.I.D.E.! TABLE OF CONTENTS Mission Statement 3 Annual Summary 4 Communities Served 5 Jurisdiction 6 Services Provided .7 Stillwater Fire Department Organizational Chart 8 Response Summary .9 Annual Response Trend 9 2017 Calls by District 9 Response Totals 10 City of Stillwater . 11 City of Grant 12 Stillwater Township 13 May Township . 14 Alarm Analysis 15 Calls by Time of Day 15 Calls by Day of Week 15 Calls by Month 15 Fire Prevention and Life Safety Education Activities 16 Property and Contents Saved 16 Fire Prevention/Education Statistics 16 Code Enforcement 16 Staff Training 17 Personnel Updates 18-19 New Employees 18 Promotions 18 Years of Service 18 Certificate of Excellence 19 Badge Presentation 19 Improvements 20 Grant Funding/Reimbursements . 20 Public Protection Classification . 21 Striving for Excellence: Customer Service Surveys 22 Staying Connected 23 Honoring the Fallen 24 Frequently Asked Questions 25 Apparatus Inventory 26-27 2 MISSION STATEMENT Our commitment is to protect life and property through dedicated service to the community. Stillwater Fire Department Personnel Qualities and Expectations • Professionalism o Support the goals of the Department and the City of Stillwater o Provide input and support decisions of the organization and management o Deal with others with respect and tact o Customer service oriented o Conduct self 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 Loyal o Follow through with commitments o Assume responsibility for actions of self and staff under their direction • Dedication o Provide solutions / options for challenges facing the Department o Seek 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 Recognize when a situation is above their level of authority or capability and is not afraid to seek assistance with the issue o Seek to improve self and Department P. R. I. D. E.! 3 2017 ANNUAL SUMMARY TOTAL NUMBER OF INCIDENTS -1,913 FIRE RESCUE /EMS SERVICE ALARMS MISCELLANEOUS MOST INCIDENTS BY MONTH, DAY AND TIME MONTH WITH THE MOST INCIDENTS - JUNE DAY OF THE WEEK WITH MOST INCIDENTS - THURSDAY TIME OF DAY WITH THE MOST INCIDENTS -12: OOPM- 4: OOPM (464 CALLS) AVERAGE EMERGENCY RESPONSE TIME* CITY OF STILL WATER - 4 MINUTES CITY OF GRANT - 6 MINUTES STILL WATER TOWNSHIP - 6 MINUTES MAY TOWNSHIP -11 MINUTES * AVERAGE RESPONSE TIME IS FOR EMERGENCY AND NON -EMERGENCY CALLS MEMBER TRAINING HOURS - 4,233 FIRE PREVENTION - PUBLIC EDUCATION CONTACTS - 8,060 FIRE PREVENTION - PUBLIC EDUCATION STAFF HOURS - 687 FIRE HYDRANT MAINTENANCE -1,118 New Horizon Visit - Captain Zoller & Captain Zeuli Annual Hydrant Flushing 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 Jeff Huber City Council Loren Sederstrom Larry Lanoux Tom Carr Denny Kaup City Clerk Kim Points Township Supervisors Township Clerk Township Supervisors Township Clerk STILLWATER TOWNSHIP Lee Busse Jackie Garofalo Rod Hunter David Johnson Shelia -Marie Untiedt Kathy Schmoeckel MAY TOWNSHIP Bill Voedisch John Pazlar John Adams Linda Klein 5 JURISDICTION Metropolitan Council released population and household estimates July 2017. • City of Stillwater — Population 19,693 (7,614 households) • Stillwater Township — Population 2,013 (743 households) • City of Grant — Population 4,153 (1,482 households) • May Township - Population 2,761 (1,079 households) The Stillwater Fire Department (SFD) responds to the following communities: City of Stillwater; Stillwater Township; a portion of May Township and a portion of the City of Grant. SFD provides mutual aid when requested to multiple surrounding communities. The Stillwater Fire Department 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 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, and 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. 6 n a `r e in 'v _ ° ,,1 fay T4fnship,,,, P �-'.` City of Grant 4 Stillwater Township / b � 77 1 %' City of Stillwater r-7. 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, and 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. 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 Short Term Home Rentals 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 McKusick Lake Swamp Fire Auto Extrication Training Firefighter/Engineer Bill Peltier helps fit a child for a bike helmet at the annual bike rodeo. Fire Prevention — Deputy Chief Tom Ballis 7 J J Chief S. Glaser Deputy Chief/Fire Marshal T. Ballis Assistant Chief Administration J. Nobles Admin. Assistant J. Urbiha Stillwater Fire Department Organizational Chart 2017 1 A Shift Captain C. Zeuli I Lieutenant J. Roettger Firefighter/Engineer B Shift Captain C. Jansen I Captain 4 J. Bell 4 J. Marchetti 4 P. Gresafe , , J. Roush —[ J Firefighter 4 T. Peltier 4 S. Hamond , 4 B. Junker , J 4 D. Mechelke , J 4 T. Kockelman , J 4 K. Heinzen l 4 A. Johnson 2 Firefighter/Engineer 4 1 C Shift Captain S. Zoller I Captain B. Peltier 4 M. Richardson , 4 Jake Bell J 4 C. Rigney , J D. Nelson '—[ J Firefighter 4 M. Peltier J 4 K. Pederson , J 4 S. DiStefano , J 4 S. McCauley , 4 D. March l Firefighter/Engineer 4 R. Peltier , J 4 M. Aspengren J 4 T.J. Bell , J R. Smith , —[ Firefighter J. Conle—[ y , i _[ J. Kellogg , J 4 B. Wojcik , l 4 W. Still J 4 1. Perkins , J 4 P. King RESPONSE SUMMARY ANNUAL RUN RESPONSE TREND 1,920 1,913 1,900 1,880 1,860 1,840 1,820 1,800 1,780 2017 1,826 2016 1,838 2015 2017 CALLS BY DISTRICT 4% 4% 1% 85% CITY OF STILLWATER - 1,621 ■ STILLWATER TOWNSHIP - 109 CITY OF GRANT - 86 - MAY TOWNSHIP -78 MUTUAL AID - 19 9 Response Totals 1600 1400 1200 1000 800 600 400 200 0 Mar L1 11 J - 2017 - Total Calls - 1,913 W 2016 - Total Calls - 1,826 - 2015 - Total Calls - 1,838 SFD Fire District 2017 2016 2015 Fire Fire — Structure 26 26 30 Fire — Vehicle 17 4 7 Fire — Grass/Brush Outside 9 6 23 Fire — Other 11 9 22 Rescue/EMS EMS 1,269 1,259 1,163 MVA/Extrication 92 78 93 Rescue/Technical 22 17 10 Service Public Assist 47 47 102 Controlled Burn 32 40 53 Service Call — Other 72 41 32 Alarms Alarm/Sprinkler — Malfunction 33 42 25 Alarm/Sprinkler — Fire/Smoke 115 112 105 Alarm — Malicious 1 1 3 Miscellaneous Smoke Scare 24 24 25 Arching/Shorts 15 8 18 Spills/Leaks 63 41 39 Carbon Monoxide 29 18 25 Power Line 21 28 19 Misc. — Other 15 25 44 Grand Total 1,913 1,826 1,838 10 1400 1200 1000 800 600 400 200 0 CITY OF STILLWATER FIRE RESCUE SERVICE ALARMS MISC. EMS • 2017 - Total Calls - 1,621 2016 - Total Calls - 1,528 • 2015 - Total Calls - 1,561 City of Stillwater 2017 2016 2015 Fire Fire — Structure 11 12 15 Fire — Vehicle 14 1 4 Fire — Grass/Brush Outside 4 2 8 Fire — Other 8 5 19 Rescue/EMS EMS 1,126 1,120 1,055 MVA/Extrication 71 51 70 Rescue/Technical 11 12 7 Service Public Assist 40 44 98 Controlled Burn 9 12 7 Service Call — Other 55 32 29 Alarms Alarm/Sprinkler — Malfunction 30 34 22 Alarm/Sprinkler— Fire/Smoke 102 90 89 Alarm — Malicious 1 1 3 Miscellaneous Smoke Scare 21 18 24 Arching/Shorts 11 6 15 Spills/Leaks 53 35 27 Carbon Monoxide 29 17 23 Power Line 14 16 12 Misc. — Other 11 20 34 Grand Total 1,621 1,528 1,561 11 70 60 50 40 30 20 10 0 .II CITY OF GRANT 2017 - Total Calls - 86 2016 - Total Calls - 80 2015 - Total Calls - 69 FIRE RESCUE SERVICE ALARMS MISC. EMS City of Grant 2017 2016 2015 Fire _ Fire — Structure 2 3 3 Fire — Vehicle 2 2 0 Fire — Grass/Brush Outside 3 1 4 Fire — Other 0 0 0 Rescue/EMS EMS 52 36 28 MVA/Extrication 4 0 0 Rescue/Technical 1 7 7 Service Public Assist 4 2 0 Controlled Burn 3 8 7 Service Call — Other 5 3 1 Alarms Alarm/Sprinkler — Malfunction 0 3 1 Alarm/Sprinkler — Fire/Smoke 2 6 4 Alarm — Malicious 0 0 0 Miscellaneous Smoke Scare 0 3 1 Arching/Shorts 1 0 1 Spills/Leaks 5 1 8 Carbon Monoxide 0 1 0 Power Line 0 2 1 Misc. — Other 2 2 3 Grand Total 86 80 69 12 70 60 50 40 30 20 10 0 STILLWATER TOWNSHIP 12017 - Total Calls - 109 12016 - Total Calls - 111 2015 - Total Calls - 128 FIRE RESCUE SERVICE ALARMS MISC. EMS 1 Stillwater Township 2017 2016 2015 Fire Fire — Structure 3 2 4 Fire — Vehicle 1 1 2 Fire — Grass/Brush Outside 1 2 9 Fire — Other 2 1 2 Rescue/EMS EMS 46 53 45 MVA/Extrication 15 10 9 Rescue — Technical 2 2 1 Service Public Assist 2 0 2 Controlled Burn 17 17 34 Service Call — Other 5 2 2 Alarms Alarm/Sprinkler — Malfunction 1 1 2 Alarm/Sprinkler — Fire/Smoke 7 7 4 Alarm — Malicious 0 0 0 Miscellaneous Smoke Scare 0 1 0 Arching/Shorts 1 2 1 Spills/Leaks 1 4 1 Carbon Monoxide 0 0 1 Power Line 4 5 6 Misc. — Other 1 1 3 Grand Total 109 111 128 13 60 50 4 0 0 0 FIRE RESCUE SERVICE ALARMS MISC. EMS 30 20 1 MAY TOWNSHIP 1 2017 - Total Calls - 78 2016 - Total Calls - 83 2015 - Total Calls - 65 May Township 2017 2016 2015 Fire Fire — Structure 2 2 2 Fire — Vehicle 0 0 1 Fire — Grass/Brush Outside 1 1 1 Fire — Other 1 2 1 Rescue/EMS EMS 45 45 34 MVA/Extrication 2 8 6 Rescue/Technical 2 0 0 Service Public Assist 1 1 0 Controlled Burn 3 3 5 Service Call — Other 4 1 0 Alarms Alarm/Sprinkler — Malfunction 2 4 0 Alarm/Sprinkler — Fire/Smoke 4 8 7 Alarm — Malicious 0 0 0 Miscellaneous Smoke Scare 3 2 0 Arching/Shorts 2 0 1 Spills/Leaks 2 1 3 Carbon Monoxide 0 0 1 Power Line 3 5 0 Misc. — Other 1 0 3 Grand Total 78 83 65 14 ALARMANALYSIS 145 2017 Calls by Time of Day 168 412 464 424 300 12AMTO4AM 4AMTO8AM 8AMTO12PM 12PMTO4PM 4PMTO8PM 8PMTO12AM 148 127 151 138 2017 Calls by Month 175 206 181 160 174 152 155 146 JAN FEB MAR APR MAY JUN JUL AUG SEPT OCT NOV DEC 15 FIRE PREVENTION & LIFE SAFETY EDUCATION ACTIVITIES The Stillwater Fire Department protects a wide variety of properties which have substantial dollar value and 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 contents saved by the Stillwater Fire Department over the past three years. As the data indicates the Department provides a tremendous economic value based on cost versus benefit to the City and communities it protects. SFD saved an estimated seven million dollars in property value in 2017. $12,000,000.00 $10,000,000.00 $8,000,000.00 $6,000,000.00 $4,000,000.00 $2,000,000.00 $0.00 $561,300.00 I Property and Contents Saved $6,999,000.00 $1,512,900.00 $8,511,400.00 $821,300.00 $10,583,990.00 2017 2016 2015 Property and content loss Property and content saved Cost estimates are derived from property value records from the Washington County Property Records and Taxpayer Services. SFD 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 progressive and cost effective activity the Fire Department can provide. Fire Prevention/Education Statistics 2017 Activity/Event Contacts Staff Hours Awareness/Tours 2,898 209 Truck Visits 798 36 Extinguisher Training 246 26 School Visits 1,238 82 Employee Recognition Breakfast 46 24 Open House 1,100 176 Stillwater Township Picnic 400 12 Night to Unite 1,300 80 Car Seat Inspections 34 42 Total 8,060 687 CODE ENFORCEMENT SFD conducts inspections and plan reviews annually. Inspections consist of new construction, commercial business, multi -family residential, daycare/foster care providers, short term home rentals and vacation rentals by owners. Proactive Code Enforcement supports the mission of the SFD to protect life and property through fire prevention. This is accomplished through general fire inspections of occupancies, fire alarm system testing, tank removal and installation, and inspections for business certificate of occupancy. 16 STAFF TRAINING In 2017 staff devoted over 4,233 hours enhancing their life saving skills. Training for a multitude of different calls such as structure fires, vehicle extrications, cardiac arrests, high angle rescues, boat accidents and hazardous materials release keep all personnel busy throughout the year. Personnel train several times a month and attend additional training courses and professional development programs. Minnesota requires fulltime firefighters to be licensed by the state. Both fulltime and paid -on-call staff maintain certification in Emergency Medical Services and the 11 core firefighter competencies listed below through annual on-going education hours. Firefighter I Firefighter II Advanced EMS Certification Hazardous Materials Operation Level Terrorism Awareness Training Fire Apparatus Operator Technical Rescue Vehicle Extrication Confined Space Water Rescue — ice, dive and surface Collapse Rescue High Angle Rope Rescue Stillwater Fire Department hosted a Fire Apparatus Operator (FAO) class through Century College. SFD had four students attend who are working to advance to the rank of Engineer in the Department. Students learned safe operation, preventative maintenance, water supply, apparatus positioning and driving skills. FAO students included Sal DiStefano, Ben Wojcik, Seth McCauley and Todd Kockelman. SFD also hosted a High Angle Rope Rescue Technician Class. Seven SFD personnel attended this 40 hour class in an effort to increase their knowledge and skills in technical rope rescue. This technical training is vital and is important to provide outstanding service to our community. Rope Rescue Technician students are Steve Hammond, Ben Wojcik, Brad Junker, Mike Aspengren, Chad Jansen, Rob Peltier and Joe Marchetti. SFD had personnel attend Officer training courses. Katie Pederson and Jim Roush attended the National Fire Academy (NFA) officer series early in 2017. Firefighters participate in patient packaging during high angle rope technician training. Engineers participate in high volume water pumping exercise at the St. Croix River. 17 PERSONNEL UPDATES New Employee Peter King Stillwater Fire welcomed Peter King to the Paid -on -Call Firefighter position in 2017. The Department is excited to have Peter on board and looks forward to his contributions for many years to come. Years of Service Promotion John Nobles Congratulations to John Nobles who was promoted to the rank of Paid -on - Call Assistant Chief. John brings over 22 years of experience to the position. John has held line officer positions at the rank of both Lieutenant and Captain with SFD. In 2017 SFD was proud and honored to award years of service pins and recognition to the following individuals for their dedication and commitment to the Department. Brad Junker —10 years of Service Derek Nelson — 5 years of Service 18 Certificate of Excellence All paid -on-call personnel are required to meet minimum quarterly response requirements. Firefighter Todd Kockelman responded to 136 of 176 of "all -calls" for service and went above and beyond and averaged over 77% call response for the year. Todd was awarded a Certificate of Excellence for the Highest Run Percentage made in 2017. Congratulations and thank you Todd for your dedication to the Stillwater Fire Department and the citizens we serve. Matt Richardson, Ian Perkins, Dan March, Aaron Johnson Todd Kockelman Congratulations to Firefighters Matt Richardson, Ian Perkins, Dan March, and Aaron Johnson who were presented with their SFD badges on October 2, 2017, at the Stillwater City Council meeting. They recently completed all required training during their one year probation period to become official members of the Department. Chief Glaser administers the Firefighter's Oath of Office at the Swearing in Ceremony at the City Council Meeting 19 2017 IMPROVEMENTS Stillwater Fire purchased a 2017 Metro Star Spartan Chassis with a Custom Fire stainless steel body in October. 6107 is an Engine Company with equipment to respond to both fire and rescue emergencies. On the fire side it is equipped with a 500 gallon water tank, 30 gallons of Class A foam, hoses, ladders and can pump 1,250 gallons of water per minute. The Rescue component includes EMS/first aid equipment, AED, Holmatro vehicle extrication tools, rappelling and ice/water rescue gear. Body Armor - The potential for active shooter / violence incidents and the possibility of being part of a rescue team entering this situation with police officers indicated the need for this type of protection. SFD purchased 12 Grab/Go Armored Vests for the protection of staff members. SFD personnel are trained in Collaborative Incident Response to Active Shooter (CIRAS) and 3 ECHO Hostile Event Response Tactics. These trainings teach responders how to work together in an active shooter situation. Rescue Helmets — Light Force Plus Rescue Helmets — During technical rescue operations such as high angle or confined space requires specialty equipment. Using helmets specifically designed for these applications reduce the risk of head and/or eye injury to the responder. GRANT FUNDING /REIMBURSEMENTS GRANT Staffing for Adequate Fire & Emergency Response (SAFER) Grant Minnesota Board of Firefighter Training and Education — High Angle Rope Tech Training Minnesota Child Passenger Safety Program REIMBURSEMENT Washington County Emergency Management and Homeland Security Funding Grab/Go Armor Vests Hydrogen Cyanide Detectors CIRAS Training (Active Shooter) Emergency Management Training AMOUNT $35,100 $17,000 $ 1,000 AMOUNT $ 3,000 $ 500 $ 200 $ 500 20 PUBLIC PROTECTION CLASSIFICATION In 2017, the Stillwater Fire Department took part in a Public Protection Classification (PPC) survey. The Insurance Service Office (ISO) completed its analysis of the structural fire suppression delivery system provided in our community. The data is analyzed using the Fire Suppression Rating Schedule (FSRS) and then a PPC grade is assigned to the community. A 10 point scale is used to rate the level of service provided with one being the highest or best level of service available. In developing a community's PPC grade, only features related to reducing property losses from structural fires are evaluated. Stillwater Fire Department's final ISO Community Classification Rating as of June 1, 2017, for properties within five road miles of the fire station is a class four. Properties farther than five road miles from the fire station received a class 10 rating. SFD mailed letters in May which notified property owners that the Department recently completed an ISO evaluation. In the letter homeowners were made aware of our final ISO Community Classification for their home and were advised the revision may possibly offer a decreased property insurance premium and suggested home owners contact their insurance carrier with any questions about the updated classification with the new rating. Below, several property owners provide feedback regarding their experience. • `After three follow-up calls to the insurance company, our savings is $770.84 per year." • "Based on my submission of your letter, my insurance company has reduced my annual premium by $77.00." "Not a lot, but very welcomed." • "Thanks for the letter! My annual premium was reduced by $120.00." • "We are going to save $497.00 per year." • "Getting a refund in the amount of $46.00. We will accept it gladly. Thanks for sending the notice to inform us. Every little bit helps." • "We are saving $224.00 a year." • "We did not get a deduction, but thank you for the great job you do." • "We are receiving a $200.00 refund and are very thankful that you sent the letter out." • "We are saving $243.00 this year." Vehicle in a water retention pond near highway 36. SFD, Bayport Fire and Oak Park Heights PD responded. Grass fire north of McKusick Lake in late November burned more than 40 acres. 21 STRIVING FOR EXCELLENCE: CUSTOMER SERVICE SURVEYS In 2017 SFD developed a customer service survey to measure and evaluate the quality of our service. The chart below indicates a very high level of customer satisfaction for individuals utilizing Department services. 200 150 100 50 0 2017 Incident Survey Feedback 41.1 WERE ANSWERED MY PROFESSIONAL WERE PROVIDED COURTEOUS QUESTIONS APPEARANCE PROFESSIONAL CARE PRIOR TO AND HELPFUL AND KEPT ME AMBULANCE INFORMED N/A IN Satisfactory ❑ Very Good ® Excellent "Please extend my sincere thank you to both SFD and ambulance personnel who took care of me. Thank you — Happy New Year. SFD Personnel drove the ambulance." "The firefighters were very calming and reassuring. I appreciated that." "Excellent service — prompt, kind and efficient. Most importantly, made our family feel safe during a scary moment. Thank you." "Thanks for helping; scary time for us. Mike's fine, he had influenza." "We greatly appreciate the prompt and kind care you provided when you responded to our need to pick my husband up when he falls. Thanks so much." "You are wonderful, thank you for being there for our family." "Your men gave me pertinent advice regarding problems I had with a malfunctioning smoke and CO alarm." "SFD is the BEST! Thank you for your services." "Very pleased with the professionalism of the SFD team for our garage fire in July. Also the speed of the response is amazing. Our community is lucky to have this great team! Thank you! " "An off duty fireman came. He heard it on the scanner. He really helped a lot." "All were very courteous and helpful!" I was helping a friend when I cut my finger on a table saw. I want to say a heartfelt Thank You for your quick response, care and professionalism. As a person involved and strong supporter of the Long Lake / Orono Volunteer Fire Department for many years, I must say you are all truly a credit to the Firefighter profession. `I salute you. Thanks to all of you!" `I respect your P.R.LD.E. " 22 STAYING CONNECTED FACEBOOK SFD's Facebook Page is a positive outreach to the community we serve. SFD has approximately 2,179 followers and a monthly average of 41,199 people viewing Department information. During 2017, SFD had an estimate of 494,388 people viewing our page. Through Facebook we are able to alert residents of upcoming events, employment opportunities, hazardous weather conditions and much more. If you have not already "liked Stillwater MN Fire Department" on Facebook, take a moment to visit us at the following web address: https://www.facebook.com/StillwaterMnFireDepartment Fire Prevention 2017 — SFD staying Connected with the Community 23 HONORING THE FALLEN The Stillwater Fire Department mourned the loss of Mike Peltier, a 27 year active member of the Department. Mike died on October 10, 2017. Mike was an energetic Paid -on -Call Firefighter for the Department. He had been a firefighter for more than half his life. As a firefighter, Mike loved interacting with the community and helping people. He enjoyed open houses and working with kids. Mike was a hard worker and dependable. Mike's singing, whistling and positive attitude around the Department will be greatly missed by everyone. Retired Firefighter/Engineer Ken Olson passed away suddenly on November 11, 2017. He retired from SFD in 2014 and served the City of Stillwater Fire Department for 11 years. Ken had a passion for fishing and was very involved in the development of the fireboat for SFD. Retired Paid -on -Call Assistant Chief John Zoller passed away on November 21, 2017. John served the City of Stillwater Fire Department for 25 years and retired in 1986. John was also the Career Fire Chief of the Federal Cartridge Fire Department located at the Minnesota Army Ammunition Plant. John was an extremely hard worker and never hesitated to get his hands dirty and get the work done. John believed in drilling and doing hands on evolutions to teach and perfect Department operations. Retired Paid -on -Call Firefighter David Linner passed away on September 5, 2017. Dave served the City of Stillwater Fire Depaitment for 13 years and retired in 1979. He was also a veteran of the Korean War and a talented carpenter and woodworker. 24 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 9:00 AM — 3:00 PM Monday through 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 burn permit and a burn plan approved by the local fire department and the Minnesota DNR. Residents can contact the Fire Department 651- 351-4963 Monday through Friday 9:OOAM — 3:00 PM 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 9:00 AM — 3:00 PM, Monday through 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. Does the fire department do blood pressure checks? Yes, stop by the Fire Department during the hours of 9:00 AM — 3:00 PM, Monday through Friday. 25 APPARATUS INVENTORY The Stillwater Fire Department (SFD) maintains an inventory of 12 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 Engine Company 2017 Spartan Chassis with a Custom Fire stainless steel body. 6107 is an Engine Company with equipment to respond to both fire and rescue emergencies. On the fire side it is equipped with a 500 gallon water tank, 30 gallons of Class A foam, hoses, ladders and can pump 1250 gallons of water per minute. The Rescue component includes EMS/first aid equipment, AED, Holmatro vehicle extrication tools, rappelling and ice/water rescue gear. 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, 1,750 gallon per minute single stage pump, hoses, ground ladders, ventilation equipment and the capability of all wheel steering. 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. 26 6116 Special Operations Trailer 2004 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. 6120 American Airboat 2008 American Airboat. 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. 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. Historical Fire Apparatus ./'-' 2015 Kenworth Custom Fire Tanker in service today. 1969 Water Tanker — The last red fire apparatus in SFD's fleet. This vehicle was replaced with the 1989 Ford L8000. 1989 Ford L8000 Custom Fire Water Tanker. This vehicle was replaced in 2016 with the 2015 Kenworth Custom Fire Tanker. 27 STILLWATER FIRE DEPARTMENT SERVING THE COMMUNITY SINCE 1872 f- _ t . w a x .'1. r -%. tit, '..F,.,'•„,_.•'-''''''''..,_..-' F -ti"• ,•, 145 YEARS OF SERVICE To THE COMMUNITY 28 EXHIBIT "A" TO RESOLUTION #2018-046 Page 1 LIST OF BILLS Ace Hardware Action Rental Inc. Advance Auto Parts Amdahl Locksmith Inc Chris Armor Security Inc. AutoNation Becker Fire Safety Services LLC Bolton and Menk Inc. Cargill Inc. CDW Government Inc. Cintas Corporation Clifton LarsonAllen LLP Cole Papers Comcast Copperhead Innovations CoStar Realty Information Inc Defensive Edge Training & Denucci Cody ECM Publishers Emergency Automotive Emergency Response Solutions Empower- MN State Retirement Fastenal Company FleetPride Fleischhaker Dave Flexible Pipe Tool Co. Fraley Thomas Frontier Ag & Turf G & K Services Geier Maureen H&L Mesabi Heritage Printing Inc. Hoisington Koegler Group Inc J.H. Larson Company Jefferson Fire and Safety Inc. Kath Companies Kuehn Michael League of MN Cities League of MN Cities Ins Tr Lemoine Chyrisse MacQueen Equipment Inc. Madden Galanter Hansen LLP Mansfield Oil Company Marshall Electric Company McAlpine Shaun Supplies Rental equipment Equipment repair supplies Install lock Quarterly Monitoring Service Vehicle repairs AFFF nozzles Marine Cir Lift Station (Rollover) Deicer Computer equipment Mats & Uniforms Audit & Human resources services Janitorial supplies Internet & Voice Equipment Property professional Training Reimburse for work boots Publications Equipment repair supplies Equipment repair supplies Correction MN State Deferred Comp 2/15/2017 Equipment repair supplies Equipment repair supplies Reimburse for work boots Equipment repair supplies Flex torque wrench Hitch Mats & Uniforms Reimburse for ICC Permit Tech Cert Renewal Equipment repair supplies Tow forms Professional services Light bulbs Helmets Oil Reimburse for work boots Stormwater Coalition Workers Comp Insurance Reimburse for expenses Supplies Labor Relations Services Fuel Electrical work Park fee refund 148.76 221.00 261.17 111.00 84.00 190.00 125.00 160.00 8,367.57 170.32 660.60 8,447.50 282.21 365.60 1,284.99 376.83 900.00 63.99 86.50 36.00 395.15 57.22 233.59 336.40 160.00 333.85 259.95 820.69 468.22 95.00 701.09 49.80 7,447.38 269.14 4,338.28 1,807.00 160.00 760.00 46,280.00 74.62 678.63 77.50 14,309.78 7,257.00 50.00 EXHIBIT "A" TO RESOLUTION #2018-046 Menards Mid -States Organized Crime Milbrandt Leslie MN Dept of Transportation Modern Heating & Air MP Nexlevel LLC National Reprographics LLC Northern Technologies Office Depot OnSite Sanitation O'Reilly Auto Parts Performance Plus LLC Roettger Welding Inc. Roy C Inc. Safe Fast Inc Sirotiak Loren Stillwater Glass Inc. Stillwater Motor Company SW/WC Service Cooperatives Thomson Reuters Toll Gas and Welding Supply Total Parking Solutions Inc. Truck Utilities Inc. Urbiha Judith Voyant Communications Washington County Property Records Washington Cty Fire Chief Assoc. Wenck Construction Wold Architects and Engineers WS & D Permit Service Inc WSB & Associates Inc. REC CENTER 1ST Line/Leewes Ventures LLC Advanced Sportswear Al's Coffee Company AT&T Mobility Cintas Corporation Comcast Ecolab G & K Services HDR Architecture Ice Skating Institute Menards Pepsi Beverages Company Riedell Shoes Inc. Supplies Membership Park fee refund Training Heater maint. Locating Scan & Link 2018 Street Project Office supplies Portable restroom rental Equipment repair supplies Drug screening Removable bollard posts Equipment repair charges Safety jackets and vests Reimburse for boots and safety vest Windshield Vehicle services COBRA & Retiree Health Insurance Information Charges Cylinders WebOffice CSM monitoring Seat cover set Reimburse for office supplies Phone Truth in Taxation Membership City Hall Project Police station/City Hall project Refund permit fee Professional services Snacks for concessions Uniforms Coffee & supplies for concessions Cell phone Mats Internet Supplies Mats Professional services Skater memberships Supplies Beverages for concessions Skates Page 2 184.32 150.00 50.00 300.00 1,749.37 137.50 266.85 4,850.00 611.01 228.00 88.91 45.00 5,125.00 822.54 538.90 52.98 331.29 29.24 82,122.13 137.81 39.87 1,310.00 181.93 38.47 517.65 1,771.50 50.00 449.50 10,846.59 167.40 3,899.50 674.85 344.00 1,706.90 65.77 103.00 109.85 32.87 103.00 252.00 705.00 93.65 701.36 412.02 EXHIBIT "A" TO RESOLUTION #2018-046 Page 3 St. Croix Boat and Packet Co. Uline Inc LIBRARY Acapulco Restaurant Baker and Taylor Brodart Co Carlsen Gregg Cartridge World Hudson Coit Services Culligan of Stillwater Friends of the Stillwater Public Library Grainger Jim Adami Unlimited Inc. MEI Total Elevator Solutions MN Library Assoc. NAC Mechanical and Electrical Services Toshiba Business Solutions Arena Billing Supplies Wedding Cancellation Refund Materials Materials Reimbursement for Teen Room Artwork Toner Carpeting Cleaning Water Friends Reimbursement: February Sales Building Repair Supplies Teen Artwork Install Elevator Repairs MLA Membership Annual Alerton System Maintenance Maintenance Contract 117,116.33 139.95 1,750.00 123.91 190.34 285.07 239.97 1,880.00 63.30 320.50 640.48 180.00 1,742.00 170.00 1,882.00 61.39 JR r Adryir'nistration March 9, 2018 TO: Mayor & City Council FROM: Diane Ward, City Clerk SUBJECT: Variance to the Noise Ordinance Bryan McDonough Military Heroes Foundation On Friday, August 10, 2018 a fundraiser event for the for the Bryan McDonough Military Heroes Foundation (American Heroes Golf Classic) at Oak Glen Golf Course. This is the 12th year of the golf classic and it is requested that a variance to the noise ordinance. The waiver of the noise ordinance will allow an outdoor tent party headlined by local country musician, Ben Johnson, beginning at 8:OOpm and ending at 12:OOam. The neighbors would be contacted about the event and be invited as well. ACTION REQUIRED: Review request, and if Council approves the noise variance they should pass a motion approving the variance and setting the ending time for the amplified music. March 8, 2018 Nicki Roland Ecker 6546 Sherman Lake Road Lino Lakes, MN, 55038 Diane Ward - City Clerk City of Stillwater 216 North Fourth Street Stillwater, MN 55082 651.430.8800 Dear Ms. Ward, I am writing to request a noise ordinance waiver for the evening of August 10th, 2018 for a special event held annually at Oak Glen Golf Course in Stillwater, MN. The waiver is requested for the 12th Annual American Heroes Golf Classic, which has been held for the past eleven years in support of the Bryan McDonough Military Heroes Foundation. Bryan McDonough, of Maplewood, MN was killed in Iraq in support of Operation Iraqi Freedom on December 2, 2006. The foundation was created to support Minnesota service members and their families after physical and psychological effects of war. The annual event held in Stillwater is the primary source of fundraising for the Foundation. The waiver of the noise ordinance will allow those that have showed their support and those that have traveled long distances to be part of the event to its fullest, while providing a celebratory evening of live music and entertainment. Following the afternoon round of golf, dinner is served and a ceremony honoring the recipients of Foundation funds takes place. After the ceremony, with the waiver of the ordinance, the intention is to provide an outdoor tent party headlined by local country musician, Ben Johnson, beginning at 8:OOpm and ending at 12:OOam. The event brought back the tent -style party in 2016 with popular artist Tim Sigler and again in 2017 with Your Dad's Band. It was a great end to a successful event. As done in 2016, the Foundation committee intends to go door to door in the surrounding neighborhood to inform them of the event and invite them to take part if they wish; if you'd recommend. Please contact me if additional information is needed in order to move this proposed ordinance waiver forward, or if I can provide any additional insights regarding the event. Thank you so much for your help and prompt attention to this request. Sincerely, Nicki Roland EckerIC remittee Merrier nicale.r.rolend mei.c'om 1 B 128754490 Bryant McDonough Military Heroes Foundation 251 W. Lafayette Road St. Paul, Pei -mesas 55107 http:iirr teryhecoesfoundatran.otg 00 RESOLUTION 2018-047 APPROVING SALARY SCHEDULE FOR SEASONAL PARKING LOT ATTENDANTS AND SEASONAL COMMUNITY SERVICE OFFICERS (CSO) WHEREAS, effective January 1, 2018 the minimum wage increased to $9.65 per hour; and WHEREAS, the previous salary for parking attendants was $9.50 per hour; and WHEREAS, the increase to the Parking Attendants with funding to be taken from the Downtown Parking Fund; and BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota that effective March 20, 2018, following salary schedules are hereby approved. PARKING ATTENDANTS (PART-TIME SEASONAL) Entry $10.00/Hour 1st Year $10.50/Hour 2nd Year $11.00/Hour 3rd Year/Maximum $11.50/Hour COMMUNITY SERVICE OFFICERS (PART-TIME SEASONAL) Entry 2nd Year 3rd Year 4th Year 5th Year/Maximum $13.50/H our $14.00/Hour $14.50/Hour $15.00/Hour $16.00/Hour Adopted by the City Council this 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION 2018-048 APPROVING MINNESOTA PREMISES PERMIT FOR LAWFUL GAMBLING FOR EAGLES 94, LOCATED AT 14200 60TH ST. N., STILLWATER, MINNESOTA WHEREAS, the Eagles 94 have submitted an application to the City of Stillwater requesting City approval of a Minnesota Gambling Premises Permit application located at Eagles 94, located at 14200 60th St. N., Stillwater, MN; and WHEREAS, it has been demonstrated that the organization is collecting gambling monies for lawful purposes. NOW THEREFORE, BE IT RESOLVED that the City of Stillwater approve the local gambling located at Eagles 94, 14200 60th St. N., Stillwater, MN. The City Clerk is directed to attach a certified copy of this resolution to the application to be submitted to the Gambling Control Board. Adopted by the City Council for the City of Stillwater this 20th day of March, 2018 Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk MINNESOTA LAWFUL GAMBLING LG214 Premises Permit Application 6/15 Page 1 of 2 Annual Fee $150 (NON-REFUNDABLE) REQUIRED ATTACHMENTS TO LG214 1. If the premises is leased, attach a copy of your lease. Use LG215 Mail the application and required attachments to: Lease for Lawful Gambling Activity. Minnesota Gambling Control Board 2. $150 annual premises permit fee, for each permit (non-refundable). 1711 West County Road B, Suite 300 South Make check payable to "State of Minnesota." Roseville, MN 55113 Questions? Call 651-539-1900 and ask for Licensing. ORGANIZATION INFORMATION � / q ..j Organization Name: �a c, `r s � 1 License Number: C)©.2?s-7 2 �t Chief Executive Officer (CEO) Be b 13CcC•-" ' `� I 1 Daytime Phone: 64° i°1% J` _ i 4 Y w Gambling Manager: a cl. I.1 e ec f Tc.: i I Daytime Phone: 7 / S -6 70 - ci ` ' 1 GAMBLING PREMISES INFORMATION e14 Current name of site where gambling will be conducted: �) S' 71 List any previous names for this location: 44,0 AStreet address where premises is located: /42-60 _ �} N v (Do not use a P.O. box number or mailing address.) City: OR Township: 5f;Ih,.Jary County: Zip Code: ii,j4.614/11C (1 550gD_ Does your organization own the building where the gambling will be conducted? Lawful Gambling Activity. ayes No If no, attach LG215 Lease for A lease is not required if only a raffle will be conducted. Is any other organization conducting gambling at this site? Note: Bar bingo can only be conducted at a site where another zation or another permitted organization. Electronic games Has your organization previously conducted gambling at this Yes IfA\ No Don't know form of lawful gambling is being conducted by the applying organi- can only be conducted at a site where paper pull -tabs are played. site? Yes 1NoDon't know GAMBLING BANK ACCOUNT INFORMATION; MUST BE IN MINNESOTA Bank Name:Lt e f/S r� b Bank Account Number: 1 Bank Street Address: •? elU /OKA U / KA ' sl k ( ty�:1'e' S IILJL[ftrgtate: MN Zip Code: 56.--6/g(` ALL TEMPORARY AND PERMANENT OFF-SITE STORAGE SPACES Address (Do-7not use a P.O. box number): City: City: State: Zip Code: 5 5 -- 6/sr/) / /dV. i/l/ (.,%Gt,'7/e-✓ MN 5S-088)-- C— MN MN LG214 Premises Permit Application 6/15 Page 2 of 2 ACKNOWLEDGMENT BY LOCAL UNIT OF GOVERNMENT: APPROVAL BY RESOLUTION City Name: Date Approved Resolution (If none, Signature Title: CITY APPROVAL for a gambling premises located within city limits by City Council: Number: attach meeting minutes.) of City Personnel: Date Signed: COUNTY APPROVAL for a gambling premises located in a township County Name: Date Approved by County Board: Resolution Number: _ _ (If none, attach meeting minutes.) Signature of County Personnel: Title: Date Signed _ TOWNSHIP NAME: Local unit of government must Slgn, Complete below only if required by the county. On behalf of the township, I acknowledge that the organization is applying to conduct gambling activity within the township limits. (A township has no statutory authority to approve or deny an application, per Minnesota Statutes 349.213, Subd. 2.) Print Township Name: Signature of Township Officer: Title: Date Signed: ACKNOWLEDGMENT AND OATH 1. I hereby consent that local law enforcement officers, 6. I assume full responsibility for the fair and lawful operation of the Board or its agents, and the commissioners of all activities to be conducted. revenue or public safety and their agents may enter and inspect the premises. 7. I will familiarize myself with the laws of Minnesota governing lawful gambling and rules of the Board and agree, if licensed, 2. The Board and its agents, and the commissioners of to abide by those laws and rules, including amendments to revenue and public safety and their agents, are them. authorized to inspect the bank records of the gambling account whenever necessary to fulfill requirements of 8. Any changes in application information will be submitted to the current gambling rules and law. Board no later than ten days after the change has taken effect. 3. I have read this application and all information submitted to the Board is true, accurate, and complete. 9• I understand that failure to provide required information or providing false or misleading information may result in the 4. All required information has been fully disclosed. denial or revocation of the license. 5. I am the chief executive officer of the organization. 10. I understand the fee is non-refundable regardless of license approval/denial. Signature of Chief Executive Officer (designee may not sign) Date Data privacy notice: The information requested on this information when received by the Board. Minnesota's Department of Public Safety, form (and any attachments) will be used by the All other information provided will be Attorney General, Commissioners of Gambling Control Board (Board) to determine your private data about your organization until Administration, Minnesota Management & organization's qualifications to be involved in lawful the Board issues the permit. When the Budget, and Revenue; Legislative Auditor, gambling activities in Minnesota. Your organization has Board issues the permit, all information national and international gambling the right to refuse to supply the information; however, provided will become public. If the Board regulatory agencies; anyone pursuant to if your organization refuses to supply this information, does not issue a permit, all information court order; other individuals and agencies the Board may not be able to determine your provided remains private, with the specifically authorized by state or federal law organization's qualifications and, as a consequence, exception of your organization's name and to have access to the information; individuals may refuse to issue a permit. If your organization address which will remain public. Private and agencies for which law or legal order supplies the information requested, the Board will be data about your organization are available authorizes a new use or sharing of able to process your organization's application. Your to: Board members, Board staff whose information after this notice was given; and organization's name and address will be public work requires access to the information; anyone with your written consent. This form will be made available in alternative format, i.e. large print, braille, upon request. An equal opportunity employer TO: FROM: DATE: Sti1Iwter Administration Mayor & City Council Tom McCarty, City Administrator (Owt AA. March 15, 2018 SUBJECT: Updates/Changes to Stillwater Events Policy and Fee Schedule BACKGROUND INFORMATION: The City of Stillwater adopted Strategic Plan includes an action item to review and update the Stillwater Event Policy. Over the past two years, the City Council has conducted workshops regarding the events policy, procedures and fee schedule, reviewed historical background event data, directed staff to conduct comparative research with other communities, and reviewed numerous proposals and revisions. The events policy update process also included review and input from event organizers and the City Parks Commission. Based on its review and approval of the proposed updates at the March 4, 2018 City Council meeting , the Council directed staff to prepare Resolutions Approving the Updated City of Stillwater Event Policies and Procedures and Rescinding Resolution 2010-204 "Establishing Policies Related to Review of Event Applications", and Amending the 2018 Fee Schedule. The Updated Event Policy includes the following revisions: • Adds a Purpose section. • Provides a Definitions section. • Clarifies types of events and event thresholds. • Clarifies and updates Event Standards, including events where alcohol will be consumed. • Updates event application submittal timelines. • Updates and clarifies insurance requirements, use of city materials and services, fee structures, noise, parking standards, music, neighborhood notices, signage, route event standards, site plan standards, and event organizer responsibilities. • Updates the Event Application Procedures. REQUESTED COUNCIL ACTION: Staff requests the City Council review the proposed Resolutions and if the Council finds the proposed Resolutions to be satisfactory, Council should approved the Resolutions. ATTACHMENTS: • Resolution Approving City of Stillwater Event Policies & Procedures — Updated March 20, 2018 • Resolution Amending 2018 Fee Schedule — Dated March 20, 2018 216 4th Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us RESOLUTION 2018-049 RESOLUTION APPROVING UPDATED CITY OF STILLWATER EVENT POLICIES AND PROCEDURES AND RESCINDING RESOLUTION 2010-204 "ESTBLISHING POLICIES RELATED TO REVIEW OF EVENT APPLICATIONS" WHEREAS, the City wishes to promote community events and enhance a vibrant local economy while protecting public health, safety and welfare of residents and visitors; and WHEREAS, the City Council approved Resolution No. 201-204 "Establishing Policies Related to Review of Event Applications" in December 2010; and WHEREAS, commencing in 2016, City staff has reviewed provisions of the current City Event Policies, surveyed and compared similar communities' event policies, developed and shared proposed updated language for the City's event policy with City staff, organizers of events held in Stillwater over the past year, and the City Parks and Recreation Commission; and WHEREAS, the Parks and Recreation Commission has reviewed proposed updated language for the City's event policy at several Commission meetings in 2017 and provided feedback, recommendations and direction to staff regarding proposed updates to the City's event policy and recommended approval of updated City of Stillwater Event Policies and Procedures on September 25, 2017; and WHEREAS, the Stillwater City Council has reviewed proposed updates to the City of Stillwater Event Policies and Procedures at many Council meetings since 2016, has provided feedback and direction to staff for additional modifications to the proposed updates to the Event Policies and Procedures and based on a review of the most recent proposed language of the Updated City of Stillwater Event Policies and Procedures at its March 6, 2018 meeting, recommends approval of the updated language. NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council that the attached Updated City of Stillwater Event Policies and Procedures is hereby approved. BE IT FURTHER RESOLVED by the Stillwater City Council that Resolution 2010-204 "Establishing Policies Related to Review of Event Applications" is hereby rescinded. Adopted by the Stillwater City Council this 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk CITY OF STILLWATER EVENT POLICIES March 20, 2018 1. PURPOSE The City of Stillwater wishes to promote and encourage public events in the community as well as a vibrant local economy and maintain and protect the quality of life, public health, safety and welfare for citizens and the surrounding community through policies and procedures to ensure a safe and well-run event. 2. EVENT PERMIT REQUIRED Every event held within the City of Stillwater that meets the definitions and standards found in this policy is required to obtain an event permit from the City prior to holding the event. 3. DEFINITIONS The following definitions apply to this event policy: 3.1 Event — For purposes of this policy, an event is any planned public gathering including but not limited to celebrations, dances, forums, performances, rallies, social gatherings, concerts, fundraisers, races, walks, rides and parades which are appropriate and compliant in accordance with this policy. 3.2 Event Application Procedures — Every applicant must follow the Event Application Procedures when submitting an event application. The Event Application Procedures provides information on how to apply, submittal requirements and review process. 3.3 Events on Private Property — Events held in part or wholly outdoors on private property located within the CBD Zoning District require an event permit that must be reviewed and approved by the City Council 3.4 Event Threshold — Events held on public property (whether open to the public or not) are subcategorized as "Events", "Special Events" and "Special Events with Contract" as defined below: Event Special Event Special Event With Contract A gathering is considered an event when any one of the A gathering is considered a special event when any one of A special event requires a contract with the city when any one of the following following thresholds applies: the following thresholds applies: thresholds applies: Page 2 of 10 1) Closure of street — One 1) Closure of street — One block 1) Closure of street — block of a residential street is closed for up to 5 hours; or any portion of a commercial street is closed for up to 2 hours. of a residential street is closed for more than 5 hours; or more than one block of a residential street is closed for any length of time; or any portion of a commercial street is closed for 2 hours or more. Substantially disruptive to traffic flow requiring uniform traffic control. 2) Public parking lot use —1 to 2) Public parking lot use —10 9 spaces in a public parking lot are reserved. or more spaces in a public parking lot are reserved. 3) Street use (including 3) Street use (including sidewalks and trails) — The event has a route on a public street(s), sidewalks or trails, such as races, walks, or parades that don't require traffic control and obeys all traffic rules. sidewalks and trails) — The event has a route on a public street(s), sidewalks or trails, (such as a race, walk or parade) that requires street closure, traffic control, street sweeping, or the use of "no parking signs" along the route, or is substantially disruptive to traffic flow requiring uniform traffic control. 4) Number of people in a park 4) Number of people in a park Number of people in a park or or City facility— 250-1000 or City facility -1000-2500 City facility - 2500 or more people including spectators, vendors, performers and volunteers are expected at a time in a public park.1 people including spectators, vendors, performers and volunteers are expected in a public park.1 people including spectators, vendors, performers and volunteers are expected in a public park.1 Selling alcohol during the event on (public or private property) The event occurs on multiple days, OR extra -ordinary city employee support or city materials are necessary, OR any out-of-pocket expenses2 are incurred by the city, OR cost of City Services is over $1,000. 1Any organized athletic event that has a park reservation approved by the Cty's park reservation staff is not subject to this threshold. City parks include: Future Aiple, Future Bridgeview, Brown's Creek, future Chestnut Street Pedestrian Mall, Liberty Square, Lily Lake, Lily Lake Ice Rink, Lowell, Northland, Parking Ramp, Pioneer, St. Croix Recreation Center, Sunrise and Washington Square. 2Out-of-pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, billables (e.g. postage), and any contracted services. 3.5 Event Coordinator — The primary City contact will be the City Administrator or the person designated as Event Coordinator. Page 3 of 10 3.6 Event Organizer — The individual representing the organization applying for the Event and having the authority to bind the organization to agreements made with the City. The email address, cell phone number and mailing address of this representative must be provided to the City at least 30 days prior to the event. The Event Organizer must be on site during the event. 4. EVENT STANDARDS 4.1 Advertising — It is a violation of this policy to advertise the location of any event requiring a reservation of city property when the organizer has not requested a reservation of city property, has been informed that the reservation is not available, or has been denied. Preliminary approval allowing the applicant to advertise the event may be given upon request, with final details to be determined upon submission of event application. 4.2 Alcohol — Alcohol permit(s) are required for any events at which alcohol will be consumed. Refer to the current city fee schedule for permit costs. a. Consumption Permit is required for any alcohol (wine, strong beer, 3/2 beer or liquor) consumed on public property. If more than 75 people are in attendance of an event, a police officer will be required. b. Temporary Liquor License is required if the event is on city property or on private property and is selling alcohol in the course of the event. To apply for a Temporary Liquor License an applicant must be a non-profit, religious, or charitable organization or club that been in existence for at least three years; a political organization registered under state law or a state university. The Temporary Liquor License application and fee must be submitted 60 days before the date of the event. Contact the City Clerk to obtain a Liquor License application packet. There are two types of Temporary Liquor Licenses: ■ 3.2 beer Temporary Liquor License: A club or charitable, religious or non-profit organization may be issued a temporary 3.2 beer license subject to the Terms (below) set by the City. On -sale spirits, wine and beer Temporary Liquor License: A club or charitable, religious or other non-profit organization in existence for at least three years may be issued a temporary license for the on -sale of intoxicating liquor in connection with a social event within the city/county sponsored by the licensee. The license may not be for more than four (04) consecutive days. This permit must be approved by the City Council 30 days before the event and staff will submit to the Minnesota AGED. c. Terms Page 4 of 10 ■ A temporary liquor license application must be submitted 60 days prior to event and approved by the City Council and the State of Minnesota Alcohol & Gambling Control Division 30 days prior to the event. ■ Liquor will be confined to the event venue area and the Organizer must provide delineation and signage stating "No Alcohol Beyond This Point" between the event and non-event space to discourage taking alcohol outside the event venue space. Police Officer(s) as determined by the Police Department will need to be present at the event during service of alcohol. All entry/exit gates to the dispensing area,or event venue area, must be controlled by security personnel while alcohol is being served to ensure that no beer or liquor enter or leave the dispensing or event venue area. ■ Signage will be prominently displayed at each entry/exit point to notify guests that no liquor or beer will be allowed in or out of the dispensing area, or event venue area. ■ The Organizer will provide at no charge liquor identification bracelets at location(s) as required by Public Safety Staff. The Organizer will permit no one to consume Liquor unless they are wearing an identification bracelet and will be responsible for the issuance of bracelets and that the bracelets are given only to those who are legally entitled to consume liquor/beer. ■ Any service of liquor will require server training by either the Stillwater Police Department or an affiliation recommended by the Stillwater Police Department. Certification of Server Training is required prior to receiving the temporary liquor license (3.2 or on -sale). ■ Liquor liability insurance for the day of the event are required. See section regarding Insurance for further details. ■ The Organizer acknowledges that as a liquor license holder for the Event, it is subject to Stillwater City Code §43-8, which authorizes that all premises from which intoxicating Liquor is offered at on—sale, are subject to inspection for alcohol compliance by any police officer, health officer, or other designated officer or employee of the City during all hours the Area is open for the serving of alcohol. 4.3 Cancellation — Cancellations of events by the event organizer received in writing will receive full refund of deposits and the following refund of event fees (excluding application fee): ■ 20 days prior to event will receive a full refund of event fees. ■ 19 to 11 days prior to event will forfeit 50% of event fees. ■ 10 days or less of the event will forfeit all event fees. The City reserves the right to deny an event should one or more of the following occur: ■ Failure to submit an application within the time periods as outlined above. Requirements of the Event Policy and Procedures are not met. ■ The applicant owes the City of Stillwater, money from another event, services provided or as a result of damages to city property. Page 5 of 10 ■ The use or the event would conflict with previously planned programs organized and conducted by the city or non-governmental agencies previously scheduled for the same time and/or place. ■ The applicant does not comply with all applicable city ordinances, traffic rules, park rules and regulations, state health laws, fire codes and/or liquor licensing regulations. ■ The use or event proposed by the applicant would present an unreasonable danger to the health or safety of the public. ■ The applicant cannot comply with applicable local, state and federal license requirements for all or part of the planned event. ■ The use or event is prohibited by law. ■ The application contains material misrepresentation or fraudulent information. 4.4 Changes to Event — Major changes made to an event after being approved by any Commission or City Council are not permitted without additional approval. Any event that is impacted with an emergency situation such as river flooding, weather issues, etc. will be resolved by Public Safety and Public Works staff at such time a City Council meeting is not available. 4.5 Cleanup of Event — Organizers agrees to remove all items pertaining to the event at the conclusion of the event to the satisfaction of the City. The City of Stillwater is not responsible for any items belonging to the Organizer or patrons of event that are remaining after the event. Organizers will reimburse City for any costs incurred should the City find it necessary in its sole opinion to complete further cleanup, removal or repairs to return the area to its original condition if the site is not repaired within 24 hours of event or as agreed upon. City staff may choose to do a walk-through of venue with Organizer to identify and document any damage before event. Both parties will sign off and reevaluate after the event. 4.6 Crowd Management — Organizers will contribute to the extraordinary cost of providing uniformed, licensed peace officers and fire fighters that are specifically scheduled for the event at the discretion of the Police Chief and Fire Chief based on public safety concerns. The contribution level for Police and Fire Fighters is established by the City Administrator based on the current city fee scheduled. Organizers will provide, at no cost to the city, privately paid professional uniformed security officers equipped with radios as determined by the Stillwater Police Chief, and privately paid professional EMS personnel equipped with radios as determined by the Stillwater Fire Chief. All security officers and EMS personnel will be suitably identifiable and the number and deployment of the security force and EMS personnel must be approved in writing by the Stillwater Police Chief and Fire Chief. 4.7 Emergency Action Plan — Organizer must provide a plan of action for emergency preparedness during event, on-site contact information and a communication plan at the time of application. Organizer must notify EMS and Fire Department about event and coordinate a safety plan for the event. Page 6 of 10 4.8 Fees — The City has established an event permit fee schedule in order to recover costs incurred by the city for the operation of events. Charges for event permit fees, city materials costs and city staff costs are included in the current city fee schedule. 4.9 Insurance —The Organizer must provide to the City satisfactory proof that it has obtained liability insurance that names the Event and the City as an additional insured, as Toss payees, in an amount of at least $1,500,000 combined single limit, for loss sustained by either acts or occurrences that arise from or grow out of both Event and Liquor Liability coverage as described in Minn. Stat. §340A.409, evidenced at a minimum, the coverage described in Minn. Stat. §340A.409, subd. 1 with regard to the Event. a. Liquor Liability Insurance — In addition, the City requires any function that is open to the public and sells/serve alcohol through a temporary liquor license must provide liquor liability insurance for the days of the event. This insurance is required to protect the City's and Organizer's interest. A Certificate of Insurance submitted to the City of Stillwater which must include listing the City of Stillwater as an additional insurer must provide the following minimums: • $50,000 of coverage because of bodily injury to any one person in any one occurrence, • $100,000 because of bodily injury to two or more persons in any one occurrence, • $10,000 because of injury to or destruction of property of others in any one occurrence, • $50,000 for loss of means of support of any one person in any one occurrence, • $100,000 for loss of means of support of two or more persons in any one occurrence, • $50,000 for other pecuniary loss of any one person in any one occurrence, and • $100,000 for other pecuniary loss of two or more persons in any one occurrence. 4.10 Materials — Use of equipment and materials owned by the city (e.g. barriers, cones, signs) to support events must be paid for by the event organizer. Event organizers are encouraged to contract for services and materials as long as the equipment and services are appropriate for the event and the event can be run safely in the estimation of city staff, Based upon review of the application, city staff will determine whether city equipment and materials will be required for the event. a. Electrical — Public Works Department will open existing electrical boxes on day of event and access allowed according to the current City Fee Schedule. Organizer is responsible to have their own extensions cords. All temporary electrical wiring for events must be performed by a licensed electrical contractor. This requirement also applies to portable generators. b. Portable Restrooms and Handwashing Stations — The Organizer is responsible to furnish portable restrooms and handwashing stations to facilitate expected crowds. The number of portable restrooms and handwashing stations required is solely determined by the Public Works Superintendent. If applicable to the event, City public Page 7 of 10 restrooms will remain open during the Event and the City will supply and equip restrooms, however, the Organizer may be responsible for maintaining, cleaning, staffing and security and supervision for restrooms. If the Organizer elects not to provide these services it must notify the City at least two weeks prior to the event, and in that event, the Organizer will bear the City costs associated with this work. c. Trash Service — Dumpsters or roll—off boxes must be furnished according to a plan approved by Public Works Superintendent in sufficient quantity to contain the accumulation of trash generated by the Event and must ensure that all trash or garbage is collected and hauled away daily in the Event area(s). The Event Coordinator may amend the plan and require additional dumpsters or trash receptacles if the need arises. The City reserves the right to require additional receptacles should the Organizer not remove excess garbage from the Event. If possible, Organizer will provide recycling and organics containers for the Event. d. Traffic Control Signs and/or Barricades —To ensure traffic and pedestrian safety control the Organizer must place standard reflective barricades according to a plan approved by the Public Works Director, Police Chief or their designees. Traffic control items may be supplied by the Organizer, or by the City (city fee schedule applies). The City may place additional barriers to protect public safety at City expense based upon a plan developed by the Public Works Director and Police Chief or their designees. The plan for placement of additional public safety barriers shall be shared with the Organizer prior to the event. e. Water (Hydrants) — If access to water main or hydrants is required, the Organizer must make arrangements with the Board of Water Commissions and pay related water fees and water shut off key deposit. Organizer must ensure all potable water sources are from an approved source (private well water is not an approved source). 4.11 Musical Entertainment — Organizer must provide to the City a complete list of all musical acts along with an estimate crowd size for each act. The City reserves the right to disapprove any musical entertainment that has a history of public safety threats or violations in other venues. 4.12 Neighborhood Meeting — A gathering that meets the threshold for a "Special Event with Contract" and is a new special event, will be required to hold a public meeting to receive input from the surrounding neighborhood. This meeting must be held three weeks prior to the event. Notices for the neighborhood meeting will be prepared and mailed by the City to the immediately adjacent property owners at the organizer's expense. 4.13 Noise Control — The Organizer is responsible to control the noise emanating from the Event at a level that will not interfere with the peace and repose of the residential area surrounding the Event area. Noise control and regulation described in City ordinance Sec. 38-3 prohibits noise between the hours of 10:00 pm and 8:00 am. Any waivers to these hours must be reviewed and approved by City Council. Page 8 of 10 4.14 Notification Flyer — A gathering determined to be a "Special Event" that does not occur completely within a public park or a gathering determined to be a "Special Event with Contract" must submit a flyer to be distributed as a public notification to all properties immediately adjacent to the event location. The flyer must be submitted with the Event application. City staff will review and approve the flyer submitted with the event application. When approved by City staff, the event organizer shall distribute the flyer at least seven days prior to the event to all households and businesses immediately adjacent to the event venue at their own cost. The event flyer should contain: name of event, location of venue, date of event, time of event, list any closure of streets (including times) and contact information for questions. . 4.15 Other Agencies — Organizer is responsible for obtaining all agreements and permits with agencies (e.g. MnDOT, MN State Patrol, Washington County Public Health and Environment, Washington County Sheriff, MN Department of Natural Resources, Lakeview EMS, other local communities and any other agencies requiring permits for the event) and must submit copies of permits to the City from other agencies prior to obtaining an event permit. 4.16 Out-of-pocket Expenses — Event permit fees for city services will be limited to the city's out-of-pocket expenses attributable to the event. Out-of-pocket expenses include such items as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, any contracted services and extraordinary use of city equipment for the event. 4.17 Park Usage — Standard park reservation and facility use fees will be required. All groups, including not-for-profit groups and educational institutions must pay deposits and rental of amenities when holding an event. The Organizer shall ensure that no vehicles drive on the City's park property. In the event that damages occur to the City's property, the Organizer shall pay for restoration of the park as determined by the City. The bicycle and pedestrian trail from Laurel Street to Nelson Street must remain open and unobstructed (no vehicles, trailers etc.) for the public during the Event. The Organizer shall pay for any restoration of the trail caused by the Event, as determined by the City. New events and Events with Contracts will be reviewed by the Stillwater Parks and Recreation Commission and City Council. 4.18 Parking Lots and On -Street Parking — Use of City parking lots or on -street parking spaces for an event will be reviewed by the Downtown Parking Commission and City Council. Use of downtown public parking Tots will be approved only as an alternate or if sufficient space does not exist in Lowell Park to accommodate event activities. If in the opinion of the City, public parking lots will be needed, then the preferred lots for use would be Lots 4, 5, 9, 10 and 11. Only Stillwater Police Department can post parking lot closures and any no -parking signs. Signs will be posted 24 hours in advance of closure. Charges to reserve/use city parking lots and/or parking spaces are set forth in the current city fee schedule. Page 9 of 10 4.19 Police Services — The Stillwater Police Department will determine the number of Police Department employees and/or Police reserves needed for an event. (Reserves will not be hired in lieu of employees, but as a supplement to employee staffing). The Stillwater Police Department retains the right to require more services than requested if determined to be necessary. Officer rates are set forth in the current city fee schedule. With regard to Event, the City reserves the right to order a shutdown of the Area in the event the Chief of Police determines, in his sole discretion, that the public safety is threatened or any condition of these Policies is violated. In that event, the Organizer must assist the police in the clearing of the Event. 4.20 Route Events — Organizer must provide a detailed map of the route and area affected by the event. Traffic can only be stopped by Law Enforcement. Volunteers may assist to guide participants through the route but shall not direct vehicle traffic. All event volunteers working in roadways must wear a "Class 2" safety vest. Location of any required Law Enforcement will be determined by the Stillwater Police Department upon review of route. The category "Events" are exempt from having law enforcement since the event doesn't require traffic control and participants obey all traffic rules. To decrease impact on neighborhoods, city services and facilities, the city has set preferred running and bike routes within the City. Please refer to map for potential preferred routes. Any route using State Highway or Washington County roads within the City of Stillwater must provide a copy of their respective permits to the City of Stillwater two weeks prior to the event. 4.21 Sales Tax — If applicable, the Organizer must obtain a State Tax Payer Identification Number and collect any sales or use taxes that are due according to law. 4.22 Signs — Temporary signage for an event (except for permissible banners across Main Street) will be allowed only on the day of the event. The number, size and location of signs must be approved during the event application review process. Only the Stillwater Police Department can post parking lot closures signs and no -parking signs. Permanent signage including but not limited to speed limit signs, directional signs, shall not be removed or covered with event signage. The use of spray paint on roadways, telephone poles, traffic signs, and sidewalks/trails is prohibited with the exception of temporary chalk -based materials. All signs must conform to the following standards: ■ Signs may not exceed four (4) square feet in area; and ■ Signs may not be more than three (3) feet in heights above grade; and ■ Property owners must grant permission for placement of any signs on their property; and ■ Signs may not be placed upon any right-of-way, in parks or on public property in a manner that creates a nuisance to adjacent owners, creates a safety hazard or blocks the view of entrances to streets or intersections. ■ Signs may not be placed on any telephone poles, light poles, traffic control signs, etc. Page 10 of 10 4.23 Site Plan — An overall site plan for the Event drawn to scale or showing all dimensions that depicts the location of fencing, vendors and any areas within the City, such as parks, parking lots or routes that are proposed for use for the Event, must be submitted with application. Additional items such as traffic control plans, locations of first aid, volunteer locations, water stations, spacing of vendors, barricade placement, portable restroom locations, trash location, electrical boxes needed, alcohol service area, tent locations, enter/exiting, etc. must be included on site plan. 4.24 Tents — Several city parks are maintained by a buried irrigation system. Therefore, stakes or posts longer than 12 inches and more than a quarter inch in diameter may not be used. No staking is allowed on city parking lots or streets. Stillwater Public Works will provide irrigation locates in areas where tents will be staked according to approved site plan prior to event at no additional cost. 4.25 Camping - No camping in tents, trailers or campers is allowed by vendors during the events. Organizer must arrange to have Stillwater Fire Department inspect large tents before use. 4.26 Vendors — The Event Organizer is responsible for overseeing the requirements of all vendors. Below is a list of the Event Organizers responsibilities. * The Organizer agrees to inform any vendors that there is no camping permitted in any park or any City parking lots. ■ The Organizer agrees that any vendor using cooking facilities including propane tanks, generators, electrical hookups, etc. will be inspected for safety by the Stillwater Fire Department and Washington County Public Health and Environment and Minnesota electrical inspector (if required). Inspection costs (if any) shall be paid for by the Event Organizer directly to the agency/person doing the inspection. ■ The Organizer agrees to ensure that all vendors' waste water be discharged into a holding tank approved by Washington County Public Health and Environment. Vendors without an approved holding tank shall discharge into grey water barrels provided by the Organizer. Disposal costs are the responsibility of the Organizer. For no reason shall grey water barrels or holding tanks be disposed into the City's sanitary or storm systems. • The Organizer is required to obtain proof of license for all food vendors, this includes vendors that are sampling, merchandising, or marketing food (e.g. salsa, jams, honey) and submit copies to Washington County Public Health and Environment as well as make sure all vendors have submitted their Washington County special event license. ■ Organizer must submit a list of food vendors and site map, showing distance between food vendors to Stillwater Fire Department and Washington County Public Health and Environment two weeks prior to the event. ■ Private parties on City property having a food truck must be inspected by Stillwater Fire Department. CITY OF STILLWATER EVENT APPLICATION PROCEDURES March 20, 2018 Producing an event requires preparation and planning to ensure a well-run event. It is essential for the event's success that the procedures outlined below are followed. It is the purpose of these event procedures to assist the organization in planning successful events while providing a process whereby the City of Stillwater can review the specific types of events being held and assess applicable policies and address concerns regarding liability exposure. This document provides explanation and mandatory procedures for holding an event in the City of Stillwater. 1. EVENT DATES Contact 651-430-8837 to check availability of dates to hold your event within the City of Stillwater before submitting event application. 1.1 An Event Application can be submitted one year in advance of the event. Past events will have priority if scheduling conflicts arise. City staff will contact previous event organizer to allow first right of refusal. 2. EVENT POLICIES Review the Event Policies and current fee schedule before submitting event application. Check box on the Event Application that policies have been reviewed. 3. APPLICATION SUBMITTAL 3.1 Application Fee — Event application must be submitted along with applicable application fee. Fee may be paid with credit card by contacting the City of Stillwater or submit check payable to the City of Stillwater with the application. Refer to the current city fee schedule for application fee. 3.2 Submittal Due Date — Submit the City of Stillwater Event Application before submittal due date along with required supporting documentation (see event application for items needed on the supporting documents). Event Special Event Special Event With Contract Application due 30 days prior to event with no application fee. Application due 90 days prior to the event with application fee. Application due 120 days prior to event with application fee. 3.3 Incomplete or Late Application — Incomplete applications will be returned to the applicant. Any application submitted after application submittal deadline will be charged a late fee. Late applications may jeopardize the ability to receive event approval. Failure to pay application fees may result in a dismissal of application. Page 2 of 3 3.3 Submit completed application packet to: Attn: Beth Wolf or City of Stillwater email to: bwolf@ci.stillwater.mn.us 216 N. 4th Street fax to: 651-430-8810 Stillwater, MN 55082 4. APPLICATION REVIEW Completed event applications will be reviewed through the following review process. 4.1 Preliminary review by city staff to ensure event application is complete (usually within one week). Acceptance of application, should in no way be considered final approval of event. 4.2 Further review of application may take place at the Downtown Parking Commission, Stillwater Parks & Recreation Commission and/or City Council. Organizer will be notified on the dates of those meetings (if required). 4.3 Three weeks prior to event, estimated event fees are due. An Invoice will be mailed to the event organizer. 4.4 15 days prior to the event the Organizer must submit the following ■ Final site plan ■ "Load -in" and "Load -out" schedule ■ Certificate of Insurance ■ Copies of other agencies permits that are involved in the event ■ List of food vendors ■ Updated Emergency Action Plan 4.5 An event permit and/or contract will be issued when event application has completed the review process and been approved, any additional permits are issued, event fees have been paid and applicable insurance has been received. 4.6 The City may require a walkthrough of the event site before and/or after the event. 5. EVENTS ON PRIVATE PROPERTY 5.1 For public events held on property located in the CBD Zoning District a. The event organizer must submit a complete event permit application form with event venue site plan to the Community Development Department. No fee is required. Page 3 of 3 b. The Community Development Department staff will review and route the application to the Public Safety, Public Works and Administration Departments for review and comments. c. The Community Development Department will assemble the comments and write a review report that will be placed on the consent agenda of the next available City Council meeting for action. d. If the event permit application was approved by the City Council, the Community Development Department will issue the event permit. If the event permit application was denied by the City Council, the Community Development Department will notify the event organizer of the decision. 5.2 Public events held on private property and serving alcohol during the course of the event must apply for a Temporary Liquor License and follow all applicable rules. 6. OTHER CONTACT INFORMATION City of Stillwater, Administration Community Development Department Fire Department Police Department Public Works Department Water Board Lakeview EMS Department of Natural Resources Minnesota Department of Transportation Washington County (events) Washington County Public Health & Environment 651-430-8800 651-430-8820 651-351-4963 651-351-4900 651-275-4100 651-439-6231 651-430-4621 651-259-5875 651-234-7500 651-430-4313 651-430-6698 or phe@co.washington.mn.us RESOLUTION 2018-050 RESOLUTION AMENDING RESOLUTION 2018-022, 2018 FEE SCHEDULE WHEREAS, the Stillwater City Council has reviewed the proposed changes to the Events and Special Event Fees; and WHEREAS, the Stillwater City Council adopted Resolution 2018-022 entitled "Resolution adopting 2018 Fee Schedule" on January 16, 2018; and WHEREAS, the City Council, at their March 6, 2018 regular meeting, directed staff to bring the a resolution amending the 2018 Fee Schedule at their March 6, 2018 meeting; and NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council that Resolution 2018- 022 is hereby amended to reflect the following: EVENTS & SPECIAL EVENTS: All groups, including not-for-profit groups and educational institutions must pay deposits and rental of amenities when holding an event. Event permit fees for city services will be limited to the city's out-of-pocket expenses attributable to the event. Out-of- pocket expenses include such things as overtime pay for city employees, equipment that the city would need to rent for the event, office supplies, any contracted services and extraordinary use of city equipment for the event. Event Application Fee Event Application - Late Fee Special Event Application Fee Special Event with Contract Application Fee Event Fees (Defined): $0 $100 $50 $100 Event Special Event No event base fee required Events with Routes - No participant fee required $100 refundable damage deposit if using a park $500 per day* Base Fee Events with Routes - $1 per registered participant $1,000 Security Deposit Special Event With Contract $500* per day* Base Fee subject to negotiated contract provisions. Events with Routes - $1 per registered participant $1,000 Security Deposit subject to negotiated contract provisions. *Per Day includes each day of event. Separate load -in day fee of $500/day will apply. Water Shut-off Key Deposit Police Services Police Dept. Personnel/Officers Police Reserves Fire Department Personnel Fire Department On -Call Personnel $50 Overtime Rate - 2 hr. Minimum $15 per hour - 2 hr. Minimum Overtime Rate - 2 hr. Minimum Regular Hourly Rate Materials Barricade 4' to 12' Saw Horse (No Flasher) Barricade 4' to 12' Saw Horse (With Flasher) Type III Barricades Drums Electrical use (Lowell Park) Electrical use (Parks, except Lowell Park) PD No Parking Signs Picnic Tables Portable toilet - Handicapped Portable toilets Additional Service Reflective Cones Refuse Collection Traffic Sign on stand Trash Containers $2/barricade/each day of event $5/barricade/each day of event $5/barricade/each day of event $1/drum/each day of event $20/per elec. box/each day of event $10/each day of event $3/sign/each day of event plus labor if after normal business hours $10/table/each day of event $150/event/unit $60/event/unit $25/unit/service $1/cone/each day of event Cost of staff time. $2/sign/each day of event $8/container/each day of event Stillwater Park Fees - Update All groups, including not-for-profit groups and educational institutions must pay deposits and rental of amenities when holding an event. Adopted by the Stillwater City Council this 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk Administration Memorandum To: Mayor & City Council From: Diane Ward, City Clerk Date: March 14, 2018 Re: Renewal of Consumption & Display Permit — The Loft at Studio J & JX Venue Renewal applications of the Consumption & Display Permit liquor license from The Loft at Studio J LLC., dba: The Loft at Studio J, and JX Event Service LLC, dba: JX Venue has been received, including all required paperwork and fees. ACTION REQUIRED: If Council desires to approve the renewal of the Consumption & Display Permit, they should pass a motion to adopt Resolution entitled "Approval of the Renewal of Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J and JX Event Service LLC, dba: JX Venue." RESOLUTION 2018-051 APPROVAL OF RENEWAL OF THE CONSUMPTION & DISPLAY PERMIT (LIQUOR) FOR THE LOFT AT STUDIO J LLC; DBA: THE LOFT AT STUDIO J WHEREAS, a renewal application has been received for a Consumption & Display Permit (Liquor) for The Loft at Studio J LLC; DBA: The Loft at Studio J located in the loft of 214 Main Street S, Stillwater, MN and JX Event Service LLC, dba: JX Venue located at 123 N 2nd Street, #301, Stillwater, MN ; and WHEREAS, all required forms have been submitted and fees paid. NOW THEREFORE, BE IF RESOLVED that the City Council of Stillwater, Minnesota, hereby approves the renewals of the Consumption and Display Permit (Liquor) for The Loft at Studio J and JX Venue. Adopted by Stillwater City Council this 20th day of March, 2018. Ted Kozlowski, Mayor Attest: Diane F. Ward, City Clerk Administration � Date: March 14, 2018 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 5th. 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 5th. 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 5, 2018. 1‘,Tater. THE $INTNFLACE OF MINNESOTA EVENTS PERMIT APPLICATION 216 North 4th Street, Stillwater, MN 55082 Telephone: 651-430-8837 Fax: 651-430-8810 Incomplete applications or applications received after deadline will not be accepted. See Event Instructions for application deadline and fees. Date of Application: 03/07/2018 DffIce Use Only Date Application Received Type: Event Special Event Event w/ Contract Event Information Title/Name of Event Bike Rodeo Safety Event Date/Time: Set up: Date 05/05/2018 Time 0600 to 0900 Actual Event: Date 05/05/2018 Time 1000 to 1400 Clean up: Date 05/05/2018 Time 1400 to 1600 (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) 521 Main St S (Municipal Parking Lot) Description of Event (please be specific - this information will be used to promote the event on the City of Stillwater website) Public event, at no cost to paticipants, to educate and promote bicycle safety to area youth while increasing visibility for area public safety employees. Estimated Attendance (participants and spectators): 100 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: Ryan Mitchell Phone Number: 651-351-4900 Fax: 651-351-4940 Cell Phone: 651-413-0363 Email Address: rmitchell@ci.stillwater.mn.us Website Address: None. Name of contact person during event: Ryan Mitchell Cell Phone: 651-413-0363 Alternate contact during event: Chyrisse LeMoine Cell Phone: 651-468-6557 Refer media or citizens inquires to: Brad Junker Phone: 651-724-0153 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents, fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk, please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route direction with arrows. Event Features Will any signs/banners be put up No ■ Yes ® Number and size: 1 Banner 3'X8' Will there be any inflatables? No C4 Yes ■ Insurance certificate from rental vendor is required Fees for electricity may Will there be entertainment? No Yes • What type: apply see lnstructions Will sound amplification be used? No Yes • Hours and Type: Will a stage or tent(s) be set up? No (c Yes ■ Dimensions: Will there be temporary fencing? No ® Yes ■ How many Fees for electricity may Will merchandise/food items be sold? No ►l Yes IN vendors expected: apply see Instructions Will food be prepared on site? No J Yes • Contact Washington County Health Department, 651-430-6655 Will cooking operations be conducted? No 0 Yes ❑ Contact Stillwater Fire Department, 351-4950 Will alcohol be served but not sold? No Ei Yes • See Alcohol Regulations in the Instructions Will alcohol be sold? No k'a Yes D See Alcohol Regulations in the Instructions Will there be a fireworks display? No VA Yes ❑ Permit required, contact Stillwater Fire Department, 651-351-4950 Describe power needs and location of power source. Any power needs will be accommodated by the Stillwater Police generator. Describe level of advertisement (le, radio, flyers, ads, tv, press release). Attach sample if available Flyers, radio, electronic/social media. City Services (After reviewing the event application, City services may be requried for the event.) Will event use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No Yes ■ Start/End Time: Date: City Sidewalks or Trails No Yes IN Start/End Time: Date: Public Parking Lots or Spaces No ■ Yes I 1 Start/End Time: 0900-1600 Date: 05/20/2018 Fees may apply Will event need barricade(s)? No • Yes (: Number needed: 6 Instructions see Fees may apply Will extra picnic tables be needed? No F3 Yes • Number needed: 0 Instructions see Fees may opply Will portable restrooms be needed? No MIYes 0 Number needed: 2 see Instructions Fees may apply Will extra trash receptacles be needed? No M Yes ■ Number needed: see Instructions Describe trash removal and cleanup plan during and after event: Pick up of trash will be handled by the event staff. As in past years, we don't anticipate a large amount of trash to accumulate. Will event need traffic control? No ■ Yes 0 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 will be working the event and on hand for any crowd control issues that may occur. Fees may apply see Instructions Will "No Parking Signs"be needed? No IN Yes 0 Number needed: 20 location(s) Show on site map Will event need security? No t 1 Yes ■ If event is overnight, security will be required. If using private secruity, list Security Company and Contact Information: Nia Will event need EMS services? No ►3 Yes IIIA Contact Lakeview EMS, 651-430-4621 Describe plans to provide first aid, if needed: Lakeview EMS will be aware of the event and may state an ambulance in the area, although there will not be a dedicated ambulance on site based on call load and need for services. The Stillwater Fire/Rescue may also be on scene for any medical attention that may be required in the event of any injury or illness. Describe the emergency action plan if severe weather should arise: A determination will be made at 0600 hrs if inclement weather is apparent. In the case of inclement weather, the event will either be moved to the St. Croix Recreation Center at 1751 Market Dr, Stilllwater (reserveations with this facility have been arranged) or cancelled with no date to be rescheduled at this time. 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 an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the City of S ' at and is a release of Liability. 3/07/de/ Signe dre of Applicant or Authorized Agent Date t /�U Vtvr _- - __ 1 4 -L I J- F w �llll Administration Date: March 13, 2017 TO: Mayor and Council FROM: Diane Ward, City Clerk SUBJECT: Memorial Day Event - Veterans Memorial Committee The Veterans Memorial Committee conducts Memorial Day and Veteran's Day Ceremonies to honor all military veterans and active duty personnel. 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. Even though they are considered a Special Event (closing of street), the Council in 2017 waived any associated fees for this event as well as Veteran's Day event into the future. However, event approval of the Council is still requested. ACTION REQUIRED: Review and approval of the Veterans Memorial Committee's Memorial Day Event.. 1NI P1IITN.F1..4{..€ e¢ IwIi IFl 1716 EVENTS PERMIT APPLICATION 216 North 4th Street, Stiffwater, MN 55082 Telephoner 651-430-8837 Fax: 651-430-8810 incanpfere aPlArOtiort3 or applications received after deadline will Flat be acreped See .Event Instructions for applkrar on deadline and fees. Date of Application' February 22.2016 Oce use Qr! Date Applieatiili Received Type- Event Special Evert Nen! w/Contract Event Information Title/Name of Event Stillwater Veterans Memorial Memorial Day Ceremony May 2. Event tate, Time- Set up: Date 2018 Time OMto 11:3 0 Actual Event: Date May • 2018 Tune 1131) 12:45 to Clean up: Date May 28, 2018 Time 12:45 to 2 tevenn ether 10100 pin, require a variance Rrom Qty Cnu, Location (Address) of Event: (I r in Lowell Park grease3preiihl north or south Cavett bail Stillwater Veterans Memorial, 136 Pine St. W, Stillwater Description of Event Iprejse he apecifle • this reformation will to used to promote the event on the City of Stillwater website) — — — A Memorial Day ceremony at the Stillwater Veterans Memorial will begin al 11:30 a.m., Monday, May 28th. 2018 to honor St. Croix Valley aro casualties of war with a wreath laying ceremony recognizing the fallen Irnm each of the branches of the armed forces. The c romony will include a guest speaker, patriotic music, and a T-6 Thunder Flight Team flyover. The American Legion honor guard will participate as well as local Veterans of Foreign War members will conduct a rule salute and tribute. This tree event is open to all members of the immunity,., young and old alike. The memorial is located at the corner of Third and Pine streets in Stillwater, in Riverview Parking Lot across from Elie Historic Washington County Courthouse. b Estimated Attendance fp;rtir,Ippnts and atscctattzrbl: 900 -1000 Applicant In rmation (P'erson f Croup Resplonselafe] Sponsoring 0rgaruzatlo,n Ndnte; Stilrwat€ r Vetemrhs Memonel Board Mailing, ddress: Pro Box 137 Ci[y, state, Zip Code' Stillwater, MN 55082 Primary Contact/Applicant Mame; Daviel Pratte Phone Number: 651-271-051 t rax: Ceti Phone: 651-271-0511 Email Address: dsratle umn.edu Website Address: htlp,lls101waterveleransmemorial.org Name of contact person during int: David Haile Cell Phone: 551-271-0511 Alternate contact during event: Darn Michaelis Cell Phone: 651-303-3300 Refer media or citizens inquires to: David Ratio Phone: 651-271-0511 Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, teats, 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 I Yes d Number and size: Will there be any inflatables? No M Yes 9 frxsurance.certfieutefrom rental ITndorisrequired fees foreedricdty may Will there be entertainment? No 9 Yes i What type: High School Band and a r hrwir Ei apply see dnstrs tions Will sound amplification be used? No • Yes gi Hours and Type: 11:15-12.45, speakers provided by inhnnsr'c TV CI Willa stage or tent(s) be set up? No 9 Yes 0 Dimensions: Two 10 x 10 tents in parking lot, no stakes Will there be temporary fencing? No El Yes • — Mow many Fees for edcetrrciymny Will merchandise/fond items be sold? No 0,..41 Yes 9 vendors expected: apply see rnstruetiens Will food be prepared on site? No gi Yes Cl tantart Washington County Hersh* b.eportment, 01-430-6655 Will cooking operations be conducted? No ►#}i 'Yes 9 GvrrtactStifdwaterFire prportmcni,35I.4950 Will alcohol be seared but not sold? No Fri Yes 9 seeAfcoholRegudotransinthe- fnstrudronn Will alcohol be sold? No Yes 9 See 4ft& l FteguilatI¢msin the rrrsrruerrons Will there tle a fireworks display? No RI Yes 9 permit requered, contort Stillwater Fire a portment 652-1,s2-4 J Describe power needs and location of power source. Power for Valley Access Channel (cable TV) and Johnny's TV (sound system), provided From on site power outlets_ Describe level of advertisement [ie, radio, flyers, ads, tu, press release). Attach sample if available Press release will be provided to local news outlets (Gazette, Current, Lowdown, St Paul Pioneer Press, MpIs Tribune)_ i City Services (After reviewing the event application, City services may be requried for the event) ';',+iI t!Yen t use, close or block any of the following: If yes specify location on site map. City Streets or Right-of-way No N Yes 9 Start/End Time: Gate: City Sidewalks or Trails No 2] Yes El Start/End Time: Date: Public Parking Lots or Spaces No 9 yes El Start/End Time: 8:OOf2;O4 Date: May 28, 2018 re smf✓YQ u'Y Will e',+ent need harricade(s)?No igi Yes • Number needed: see instructions fees may anpfy Will extra picnic tables be needed? No Yes ■ Number needed see instructions Fees may appJy Will portable restrooms be needed? No 17 Yes 'A Number needed: One handicap accessible. see Instructions Will extra trash receptacles be needed? No L Yes El Number needed: Fees may apply see Jnstnxtiarrs Describe trash removal and cleanup plan during and after event: Stillwater Veterans Memorial Board provides extra trash cans and cleans up the Memorial and Riverview Parkins Lot following event. Will event need traffic control? NO ■ Yes on Contact StddfwsterParke Department for assdstance, is5I-351-49 Q Describe crowd control procedure to ensure the safety of participants and spectators: Option exists for Stillwater Police to control vehicle traffic on Pine Street at intersections of 3rd and 4th Streets l:4 iodinate pedestrians crossing the road, Memorial Day crowd continues to grow and usually spills over outside of Riverview Parking Lot and onto the Historic Washington County Gourtfiouse lawn Maln parking remains on neighboring city streets, or upper/lower pity parking lots- o Will "No ParkingSigns" be needed? No F'eesmeayapply+seedasrrarcr&ons Yes Number needed: Shaw local (s)aftsae map Will event need security? No611 Yes 0 Vevent i% Overafght, securify will h requirett if using private secruity, fist Security Company and Contact Information: N/A Will event need EMS services? No :. Yes 0 contactzoka°virwEri/S, 65143Q-4622 Describe plans to provide first aid, if needed: Contact 911 for assistance. Describe the emergency action plan if severe weather should arise: Cancel event. List any other pertinent information: Stiliwater Veterans Memorial Board provides handicap portable restroom in main lot The sponsor(s) of this eveN hereby agrees to save the City, its agents, officials and employees harmless from and against a(d damages to persons or property, oil expenses and either liability that may result from this octivity. Depending on the sire of anrd 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 &dais that might be brought against the event that arise out of the events authorized and to name the City as an additional insured on their policy "as their interest may appear-" As the sponsor or authorized representative 1 certify that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the information prom. in this apgiicat' iii. 1 realize my submit -to/ of this application request constitutes rr contract between myself and the City of Stillwater and yr1. Feb 2z 2018 Signature of Applicant or Authorized Agent hate 2018 Memorial Day Layout MEMORANDUM To: Mayor and City Council From: Shawn Sanderg, Director of Public Works Date: March 15, 2018 RE: State Aid Street Designation DISCUSSION Since the City is part of the Municipal State Aid System, we can designate 20% of our total street mileage as a State Aid Street. The City has 1.0 excess miles in its Municipal State Aid mileage bank and by adding streets to fill the State Aid mileage bank, the City maximizes its allotment of construction dollars. It is proposed that the North Frontage Road between Washington Avenue and Greeley Street be designated as State Aid Street. The length of the segment is 0.62 miles, leaving 0.4 miles for future designation. If the Office of State Aid receives a Council resolution by May 1, State Aid Needs for this street would begin accruing this year. According to the attached letter, the State Aid Office has indicated approval of these segments once a City Council resolution is received. RECOMMENDATION It is recommended that the North Frontage Road between Washington Avenue and the Greeley Street be added to the Municipal State Aid Street System. ACTION REQUIRED If the City concurs with the recommendation they should pass should pass a motion adopting Resolution No. 2018- , RESOLUTION ESTABLISHING MUNICIPAL STATE AID HIGHWAY RESOLUTION 2018-052 RESOLUTION ESTABLISHING MUNICIPAL STATE AID HIGHWAY WHEREAS, it appears to the City Council of the City of Stillwater that the street hereinafter described should be designated Municipal State Aid Street under the provisions of Minnesota Law. NOW THEREFORE BE IT RESOLVED, by the City Council of the City Stillwater of that the road described as follows, to -wit: North Frontage Road — Washington Avenue to S. Greeley Street (CR 66) be, and hereby is established, located, and designated a Municipal State Aid Street of said City, subject to the approval of the Commissioner of Transportation of the State of Minnesota. BE IT FURTHER RESOLVED, that the City Clerk is hereby authorized and directed to forward two certified copies of this resolution to the Commissioner of Transportation for his consideration, and that upon his approval of the designation of said road or portion thereof, that same be constructed, improved and maintained as a Municipal State Aid Street of the City of Stillwater to be numbered and known as a Municipal State Aid Street. Adopted by the Council this 20St day of March 2018. Ted Kozlowski, Mayor Attest: Diane F. Ward, City Clerk 40"E+ Minnesota Department of Transportation . ) 395 John Ireland Boulevard 0,Thoe Saint Paul, MN 55155 Memo TO: Mr. Shawn Sanders Stillwater City Engineer FROM: William Lanoux Municipal State Aid Needs Unit DATE: March 15, 2018 SUBJECT: Municipal State Aid Designation The following Municipal State Aid Street designation will be approved when the City Council resolution is received: MSAS 125: W. Frontage Road- Washington Avenue to Greeley Street (CR 66) (0.62 miles) Needs Update Comments: If the City Council resolution is received by May 1, 2018, routes designated can receive Needs and will be used in the calculation of your 2019 allotment. (Include this revision with your spring Needs update.) Certification of Mileage Update Comments: Plan to include this revision on the 2018 Annual Certification of Mileage that is due in January 2019. A Commissioners Order will follow. If you have any questions, contact your DSAE or Bill Lanoux. cc. District State Aid Engineer An Equal Opportunity Employer D Available Mileage 1.02 2017 Certified Mileage + Revoked Mileage 0.00 - Designated Mileage 0.62 Remaining Available Mileage 0.40 A Commissioners Order will follow. If you have any questions, contact your DSAE or Bill Lanoux. cc. District State Aid Engineer An Equal Opportunity Employer D RESOLUTION 2018-053 CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA RESOLUTION SUPPORTING SUBMITTAL OF AN APPLICATION TO REQUEST FUNDING FROM THE MINNESOTA DEPARTMENT OF TRANSPORTATION THROUGH THE 2018 CORRIDORS OF COMMERCE SOLICITATION WHEREAS, the Minnesota Department of Transportation (MnDOT) is currently accepting candidate projects for the 2018 Corridors of Commerce Solicitation; and WHEREAS, Washington County is proposing an application for the construction of a grade separation of TH 36 and CSAH 15; and WHEREAS; the intersection of County State Aid Highway 15 (CSAH 15) and Trunk Highway 36 (TH 36) is partially located the City of Stillwater; and WHEREAS; this intersection provides access to the primary residential, business, commercial, and recreational areas of Grant, Lake Elmo, Stillwater and Stillwater Township; and WHEREAS; the TH 36 corridor is continuing to experience a growth in traffic and congestion; and WHEREAS; the current intersection is insufficient to meet capacity demands today and the growth anticipation in the future; and WHEREAS; the upgrade of this interchange is essential to the economic health and welfare of the region; and WHEREAS; this project will protect and enhance mobility and safety, and WHEREAS; the project will be of mutual benefit to MnDOT, Washington County, and the cities of Grant, Lake Elmo and Stillwater. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater supports Washington County's application for funding as part of the 2018 Corridors of Commerce Solicitation. Enacted by the City Council of the City of Stillwater, Minnesota this 20TH day of March, 2018. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk RESOLUTION 2018-054 APPROVING COOPERATIVE AGREEMENT BETWEEN WASHINGTON COUNTY AND VARIOUS MUNICIPALITIES WITHIN THE COUNTYFOR THE PURPOSE OF ALLOWING SAID MUNCIPALITIES ACCESS TO AND UTILIZATION OF BOLD PLANNING SOFTWARE BE IT RESOLVED, by the City Council of Stillwater, Minnesota that the Agreement between Washington County and the City of Stillwater, for access and utilization of BOLD Planning Software for the City's Emergency Operations Plan (EOP) and Continuity of Operations Plan (COOPP, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED, that the Stillwater City Council authorizes the Mayor and City Administrator to sign the agreement on the City's behalf. Adopted by the City Council of the City of Stillwater this 20th day of March, 2018. Ted Kozlowski, Mayor ATTEST: Diane F. Ward, City Clerk UN:LiC/: Contrast ; /./b' ? 7 COOPERATIVE AGREEMENT BETWEEN T1 , , ' i// d •-l)/ &/ 0 WASHINGTON COUNTY AND VARIOUS MUNICIPALITIES W TH THE COUNTY FOR THE PURPOSE OF ALLOWING SAID MUNICIPALITIE. UTILIZATION OF BOLDPLANNING SOFTWARE This Cooperative Agreement is entered into by and between the County of Washington, State of Minnesota (hereinafter "County") and the undersigned cities and towns in the County (hereinafter "municipality or municipalities") in order for the County to provide access to BoldPlanning software to the municipalities. WHEREAS, the County has a contract with BoldPlanning to utilize their software for hosting the Washington County Continuity of Operations Plan (COOP) and the Emergency Operations Plan (BOP); and WHEREAS, the County contract with BoldPlanning lists thirty-one cities and townships in Washington County in order to provide an opportunity for the cities and townships listed to host their Continuity of Operations Plans (COOP) and Emergency Operations Plans (EOP) within the software; and WHEREAS, the use of the software by the municipalities will enhance the health, safety and welfare of its residents and, therefore, serves a public purpose; and WHEREAS, the undersigned cities and towns in Washington County wish to avail themselves of said software; and NOW, THEREFORE, the County and Municipalities (hereinafter "Parties") agree as follows: L PURPOSE A. The purpose of the Cooperative Agreement is to allow municipalities within Washington County the ability to utilize the BoldPlanning software while Washington County pays for the annual fees associated with that access. 1 II. TERM OF AGREEMENT A. Notwithstanding any provision to the contrary, the County may terminate this Agreement by giving the municipalities 30 day written notice if one or more of the following events occur: 1) If the county is terminating the Agreement, notice will be sent to the City Administrator in the case of the Cities and Town Board Supervisor in case of the towns. 2) If a municipality withdraws, the dated withdrawal letter or email shall be sent to the Washington County Emergency Services Manager, or designee. B. This Agreement shall commence on March 2018 notwithstanding the date of any of the municipalities signature and shall terminate pursuant to section VII.A. and shall terminate pursuant to paragraph VI.A. of this Agreement. III. COUNTY RESPONSIBILITIES The County will assume the following responsibilities: A. The County shall through its contract with BoldPlanning provide each individual Municipality a subscription to BOLDplanning's EOP and COOP software and services in order that each Municipality may upload and/or enter data relevant to its jurisdiction's COOP and/or EOP. B. The County shall provide a designated Emergency Manager for each Municipality with at least "Viewer" access to the Washington County EOP. 2 C. The County shall ensure at least one representative from each Municipality has "Admin" level access to the Municipality's specific COOP and/or EOP site. D. The County shall ensure that technical assistance is provided through BoldPlanning by identifying this as part of BoldPlanning's contract with the County. IV. MUNICIPALITIES RESPONSIBILITIES Each municipality shall be responsible for the following under this agreement: A. Each municipality shall provide a current primary contact person's name and contact information for the County, This individual shall be available to answer questions regarding each municipality's plans and use of the BoldPlanning site. B. Each municipality shall provide the following County staff positions with, at minimum, "User" level access to their jurisdiction's information within BoldPlanning: Emergency Management Director, Emergency Management Deputy Director, Emergency Management Specialist, a designated acting County EOC Manager, and the County's BoldPlanning Site Administrator and backup Site Administrator. C. Each municipality shall certify by January 31Pt of each year that the plan(s) located within the BoldPlanning software are being kept up-to-date. D. Each municipality shall be responsible for entering the applicable information for their Continuity of Operations Plan (COOP) and/or Emergency Operations Plan (EOP) and making any applicable changes to their plans annually, as needed. 3 E. Each municipality shall send at least one representative to an introductory training session regarding BoldPlanning's COOP and EOP software. V. LEGAL REPRESENTATION The County shall not be responsible to provide the City with legal advice concerning questions of documents within BoldPlanning, and the City will seek such legal advice from its City Attorney. A. The County Attorney shall advise and represent the County in its performance of this Agreement. VI. COST The County through the Washington County Sheriff's Office - Emergency Management will utilize FEMA Urban Area Security Initiative (UASI) funds to pay BoldPlanning under its contract with BoldPlanning that portion of the County's total annual cost which relates to the municipalities utilization of the BoldPlanning system. A. As a condition subsequent to this Agreement, this Agreement may terminate should any one or more of the following events occur: 1. If the UASI funding allocated to Washington County is reduced to $100,000 or less; 2. If the Washington County Emergency Management Director finds that the number of communities actively utilizing the BoldPlanning software is such that it does not warrant the continuing use of FEMA grant funding to pay the annual BoldPlanning fees. This may be determined by the population served or the number of communities utilizing the BoldPlanning software, or 4 3. If for any reason, the County contract with BoldPlanning is terminated. B. The County will utilize FEMA. Urban Area Security Initiative (UASI) funds to pay BoldPlanning to provide related training once in 2018 or 2019. If after this aforementioned training is provided, additional cities or townships choose to participate in this joint powers endeavor, Washington County will not be obligated to pay for additional training through BoldPlanning. VII. TERMINATION Upon termination of this Agreement, all property held pursuant to the Agreement shall be distributed to the Party providing the property. VIII. DATA PRACTICES All data created, collected, received, maintained or disseminated for any purpose in the course of this Agreement is governed by the Minnesota Data Practices Act, MINN. STAT. CHAPT. 13, or any rules adopted to implement the Act, and any other applicable state or federal law relating to data privacy. IX. INDEMNIFICATION The parties; total liability under this cooperative agreement shall be governed by Minnesota Statute 471.59, subd. 1 a. A. Each party agrees that it will be responsible for the acts or omissions of its officials, agents, and employees, and the results thereof, in carrying out the terms of this agreement, to the extent authorized by law and shall not be responsible for the acts/omissions of the other parties and the results thereof. For the purposes of determining total liability for damages, the participating governmental units are considered to be a single governmental unit, the total 5 liability of which shall not exceed the limits for a single governmental unit as provided in Minnesota Statute 466.04, subd. 1, X. ENTIRE AGREEMENT It is understood and agreed that the entire agreement of the Parties is contained herein and that this Agreement supersedes all oral agreements and negotiations between the Parties relating to the subject matter hereof. IN WITNESS WHEREOF, the parties have subscribed their names as of the date first written above. WASHINGTON COUNTY By: Gary Kntsel air Washington County Board of Commissioners Approved: By: Molly 0'1 By: Assistant ount}/'Attorney County Adminisfor Recommended: By: Sheriff, Washington County Sheriff's Office 6 IN WITNESS WHEREOF, the parties have subscribed their names as of the date first written above. CITY OF By: Mayor By: City Administrator MEMORANDUM To: Mayor and City Council y From: Shawn Sanders, Director1bf Public Works Date: March 15, 2018 Re: Feasibility Report Third Street South Improvement Project Project 2018-09 INTRODUCTION Washington County is proposing to reconstruct South Third Street from Walnut Street to Chestnut Street this summer. The project primarily consists of removing and replacing the existing concrete pavement, curbs and sidewalks. There are three components of the project that will require cost participation with the County and are as follows: • Curbs will be replaced on the entire length of the project. On the east side of Third Street, the curb will be moved in toward the street to allow for a wider sidewalk. The County has proposed bump outs at all intersections on Third Street to provide for better visibility and shorter walking distances for pedestrians. • Since Third Street is being constructed, it is proposed that the existing one inch water service to the Armory building from Third Street be replaced with a new six inch water service. The new water service will serve the property for future use. • The County is proposing to replace the retaining wall located at the southeast corner of Third and Chestnut, (National Guard Armory property). This wall supports the street and the sidewalk and it is in poor condition also a portion of the wall would be disturbed when a new water service is installed. PROJECT COSTS AND FINANCING The overall project cost is estimated to be $1,500,000 and primarily funded by Washington County. The estimated cost of the three items mentioned above amount to $278,584.00. The County's cost participation policy requires some of these costs are shared with the City. It is proposed that a portion of these costs be assessed to the property owners along Third Street. The cost to the City for these three items and proposed assessments are shown below. Replacement of concrete curb Concrete curb replacement is estimated at $55,200. 50% of this cost is the City's responsibility or $27,600. It is proposed that 70% of the $27,600 or $19,320 would be assessed to the abutting property owners on Third Street. It is proposed that the curb cost be assessed by front footage to the property owners at a cost of $7.34/1f. Retaining Wall Replacement. The cost to replace the retaining wall at the Armory building is estimated a $204,000. The County has indicated they would pay 50% of this cost. The remaining cost or $102,000 would be assessed to the property owner. Water Service Replacement. Water service replacement is estimated at $19,384.00. The County will not share in this cost. Since this is water service that benefits the Armory building it is proposed that 100% of this cost be assessed to the property owner. Funding Breakdown The project would be funded accordingly. City of Stillwater $11,761.00 Washington County $129,600.00 Assessments $137,223.00 Total $278,584.00 It is proposed that the City fund this project through its 2018 Permanent Improvement Bond. RECOMMENDATION Since the project is feasible from an engineering standpoint and the project is cost effective, it is recommended that Council accept the feasibility report study for South Third Street Improvement Project and order a public hearing to be held on April 17, 2018 at 7:00 p.m. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting Resolution 2018- , RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING HEARING ON THIRD STREET SOUTH IMPROVEMENT PROJECT (Project 2018-09) RESOLUTION ACCEPTING FEASIBILITY REPORT AND CALLING HEARING ON THIRD STREET SOUTH IMPROVEMENT PROJECT PROJECT 2018-09 WHEREAS, pursuant to resolution of the Council adopted February 20, 2018, a report has been prepared by the City Engineer with reference to the Third Street South Improvement Project; and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective, and feasible, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The Council will consider the improvement of such street improvements in accordance with the report and the assessment of abutting property for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $278,584.00. 2. A public hearing shall be held on such proposed improvement on the 17th day of April 2018, at the Stillwater City Hall Council Chambers at 7:00 p.m., or as soon as possible thereafter, and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the City Council of the City of Stillwater this 20th day of March 2018. ATTEST: Diane F. Ward, City Clerk Ted Kozlowski, Mayor Proposed Property o Retaining Wall and Water Service Work Project Area 2018-09: 3rd St S. Improvement Project 0 125 250 500 FP.P.f 1 MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders Director of Public Works DATE: March 15, 2018 RE: Feasibility Study for the 2018 Street Improvement Project Project No. 2018-02 INTRODUCTION In November of 2017, council authorized a feasibility study for the 2018 Street Improvement Project. The streets selected in the study were based on a recent pavement management study, that gave a condition index number to guide us on type of work that should be performed. Streets included in this study for 2018 include: Pavement reconstruction Pine Tree Trail Lake Drive South Brick Street (Pine to Willard) South Seeley Street (Pine to Willard) West Willard Street (Brick to Seeley) Bayberry Avenue (Maryknoll to Interlachen) Interlachen Way Interlachen Way Court Bayberry Ave Court Union Alley (Myrtle to Commercial) Mill and Overlay Industrial Avenue Curve Crest Blvd (Greeley to Washington) Green Twig Way North Sherburne Street (Myrtle to Linden) North William Street (Myrtle to Mulberry) North Mulberry (Owns to Everett) South Sixth Street (Pine to Olive) West Pine Street (Greeley to Olive Street) Victoria Court Commercial Street Nelson Alley Nelson Street (Second to Main) South Second Street (Nelson to Commercial) Union Alley (Chestnut to Myrtle) East Olive Street (Third to Main) South Broadway Street was included in the study but time constraints and more communication with the neighborhood is needed in order to complete a study for this area. In all, there are 4.15 miles of streets proposed for improvements, 2.84 miles of mill and overlay and 1.31 miles of pavement reconstruction. Pavement Reconstruction Areas Streets in the West Lily Lake neighborhood (Pine Tree Trail, Lake Street, Willard, Seeley and Brick) are approaching 50 years old and streets in the Interlachen neighborhood (Interlachen, Bayberry, Bayberry Ave Court, Interlachen Way Court) were constructed a little of over 30 years ago. Streets in both areas were constructed with storm sewer and curb and gutter. There does not appear to have been any type of improvement on these streets since that time or other routine preventative maintenance of seal coats and asphalt patching and gutter. There are signs of alligator cracking on these streets and other pavement failures. Previous plans show that the pavement thickness is 3.5" which is less than typical standard of today of 4.0 inches. Soil borings do show there is an adequate aggregate thickness of at least six inches. There are no records on the construction history of Union Alley between Myrtle and Commercial. The alley is 16 feet wide, 200 feet long and is constructed entirely in concrete with severely cracked sections with water ponding in areas. Mill and Overlay Areas The streets in the residential and downtown area are 24-27 years in age and were constructed with adequate pavement section to support traffic for residential areas. The pavement is showing signs of deterioration, in the surface, but still has adequate structural strength so that a mill and overlay would improve the surface. Curb and gutter is primarily in good condition. Industrial Avenue and Curve Crest Boulevard were constructed approximately 40 years ago. There has not been any streets improvements on Industrial since that time and Curve Crest Boulevard was last improved in 1998 with a mill and overlay. PROPOSED PROJECT Pavement Reconstruction It is proposed that the streets in the West Lily Lake and Interlachen neighborhood have the pavement removed and replaced. After the pavement is removed, the streets will be graded compacted and tested for any bad areas or soft spots. If there are any bad areas, they would be excavated and fill in with adequate material. Curb and gutter sections that are settled, heaved, or badly cracked will also be removed and replaced. Deteriorated catch basins and manholes would be repaired or replaced and sumps manholes added to help control sediment for entering a pond or wetland. It is proposed the concrete pavement in Union Alley be removed and replaced with a pavement section of 6 inches of aggregate and 4 inches of asphalt. Mill and Overlay All residential streets would have the top 1.5 -inches of bituminous surface milled and overlaid with 1.5 -inches of bituminous. Industrial Avenue and Curve Crest Boulevard would have a 2.0 inch mill and overlay. Settled, heaved or badly cracked curb sections and sidewalks will be replaced along with all intersection pedestrian ramps in order to meet ADA requirements. Catch basin and sanitary manholes will be looked to determine if the top section of rings need to be rebuilt. The median in Curve Crest would have the existing asphalt removed and replaced with concrete and two unused turn lanes replaced with a median. PROJECT COST AND FINANCING The total estimated cost of the project is $2,156,021. including design, surveying, inspection, administration, and contingencies. Cost of the project would be funded through three sources, assessments, permanent improvement bond and State Aid funds. Pavement reconstruction — $727,732.00 According to the City Assessment Policy, street reconstruction project are assessed 70% to the benefitting property owner and 30% from City funds. The cost for the Interlachen and West Lily Lake neighborhoods is estimated at $704,397.00 Properties would be assessed by the unit method. The preliminary assessment amount for the reconstructed streets is $5,163.12 per unit. The cost for the reconstruction of Union Alley between Myrtle and Union Alley is $23,335.00. Adjacent properties would assessed by footage abutting the alley at a cost of $40.83/lineal foot. Mill and Overlay — Estimated Cost: $1,428,289. According to the City Assessment Policy, Industrial Park properties (Curve Crest and Industrial) are assessed 100% for street work, all other properties are assessed at 80%. There are two streets in the project area, Pine and Mulberry, which are designated as a State Aid Street. Properties on these streets would be assessed 50%. It is proposed that all residential properties be assessed by the unit method and non-residential properties be assessed per front footage. Assessments for the mill and overlay areas were divided into six categories, Downtown, Residential with sidewalks, Residential without sidewalks, State Aid Streets, Curve Crest and Industrial. A summary of proposed costs and assessments are shown below: Cost Assessment Rate Unit Assessment LF Assessment Downtown $237,204.29 80% $38.75/lf Residential w/ sidewalk (Sixth and William) $106,396.69 80% $2582.42 $30.16 Residential w/o sidewalk Green Twig, Sherburne and Victoria $126,762.21 80% $1769.81 State Aid Streets Pine and Mulberry $198,584.08 50% $2280.56 Curve Crest Blvd $616,062.50 100% $64.04 Industrial $143,279.04 100% $43.71 Below is a summary of proposed assessments and costs. PROPOSED PROJECT November 1, 2016 March 20, 2018 April 17, 2018 May 1, 2018 June 5, 2018 June -October RECOMMENDATION TIMELINE Authorize Feasibility Study Presentation of Feasibility Study Public Hearing/Order Improvement Approve Plans and Specs/ Authorize bids Award Contract Construct Project Since the project is feasible from an engineering standpoint and the project is cost effective, it is recommended that Council accept the feasibility report for the 2018 Street Improvement Project and order a public hearing to be held on April 17, 2018 at 7:00 PM. ACTION REQUIRED If Council concurs with the recommendation they should pass a motion adopting Resolution No. 2018- , RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2018 STREET IMPROVEMENT PROJECT (PROJECT 2018-02). Assessment rate Adjusted footage # of units Assessment amount Total Partial Reconstruction- $5163.12/unit 95.5 $493,078.00 $704,397.00 Reconstruction of Union Alley $40.83/If 400 if $16,332.00 $23,335.00 M+ 0 Downtown $38.75/If 4240.8 if $164,331.00 $237,204.00 M+0 w/sidewalk —residential commercial $2582.42/unit $230.16/lf 1251f 31.5 $81,346.00 $3,771.00 $106,397.00 M+0 w/ sidewalk $1769.81/unit 54.5 $96,455.00 $126,762.00 M+0 State Aid $2280.56/If 37.5 $85,521.00 $198,584.00 M+0 Curve Crest $64.04 /lf 6615 if 5 $423,625.00 $616,063.00 M+0 Industrial $43.71/lf 3368.711f $143,279.00 $143,279.00 Assessment Total $1,507,738.00 $2,156,021.00 City Projects Fund and State Aid $648,283.00 Street Improvement Project Cost $2,156,021.00 PROPOSED PROJECT November 1, 2016 March 20, 2018 April 17, 2018 May 1, 2018 June 5, 2018 June -October RECOMMENDATION TIMELINE Authorize Feasibility Study Presentation of Feasibility Study Public Hearing/Order Improvement Approve Plans and Specs/ Authorize bids Award Contract Construct Project Since the project is feasible from an engineering standpoint and the project is cost effective, it is recommended that Council accept the feasibility report for the 2018 Street Improvement Project and order a public hearing to be held on April 17, 2018 at 7:00 PM. ACTION REQUIRED If Council concurs with the recommendation they should pass a motion adopting Resolution No. 2018- , RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2018 STREET IMPROVEMENT PROJECT (PROJECT 2018-02). 2018 STREET IMPROVEMENT PROJECT FEASIBILITY STUDY AREA LEGEND PROPOSED MILL AND OVERLAY PROPOSED RECONSTRUCT illwater THE IIITNPLIICE IF MINNESOTA ti BAYBERRY AVE. BAYBERRY AVE CT. INTERLACHEN WAY INTERLACHEN WAY CT t PINE TREE TRL. SEELEY ST. S BRICK ST. S WILLARD ST. LAKE DR. 7 MULBERRY ST. WILLIAM ST.a 101 4.0 PJ -*SHERBURNE ST irow PINE ST. ■E) ��■ , 6TH ST. MIEN■ 2ND ST. COMMERCIAL ST. NELSON ST. NELSON ALLEY OLIVE ST. UNION ALLEY NOT IN STUDY URVE CREST BLVD. VICTORIA CT. STATE HWY. RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2018 STREET IMPROVEMENT PROJECT PROJECT 2018-02 WHEREAS, pursuant to resolution of the Council adopted November 21, 2018, a report has been prepared by the City Engineer with reference to the 2018 Street Improvement Project; and WHEREAS, the report provides information regarding whether the proposed project is necessary, cost-effective, and feasible, NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER, MINNESOTA: 1. The Council will consider the improvement of such street improvements in accordance with the report and the assessment of abutting property for a portion of the cost of the improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of the improvement of $2,156,021.00. 2. A public hearing shall be held on such proposed improvement on the 17th day of April 2018, at the Stillwater City Hall Council Chambers at 7:00 p.m., or as soon as possible thereafter, and the clerk shall give mailed and published notice of such hearing and improvement as required by law. Adopted by the City Council of the City of Stillwater this 20th day of March 2018. ATTEST: Diane F. Ward, City Clerk Ted Kozlowski, Mayor Minty• ,�"rrr� BOARD AGENDA MARCH 20, 2018 — 9:00 A.M. Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, Chair, District 3 Lisa Weik, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board muslftll out a comment card before the meeting begins and give it to the County Board secretary or the County Administrator. The County Board Chair will askyou to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's Responsibilities. 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 Public Hearing — Administration — Molly O'Rourke, County Administrator Consider Appointment to Fill Vacancy in County Commissioner District 4 Seat 5. 10:30 Public Hearing—Public Health and Environment—Gary Bruns, Environmental Program Supervisor Resolution — Approval to Repeal and Replace the Washington County Solid Waste Management Ordinance #200 6. 10:50 Public Works — Andrew Giesen, Engineer Approval of Contract No. 11621 with Kimley-Horn and Associates, Inc. for $358,885 for Engineering Services for the County State Aid Highway 5 Phase 2 Pedestrian and Safety Improvement Project 7. 11:00 General Administration — Molly O'Rourke, County Administrator A. Legislative Updates B. Commissioner Appointments 8. 11:10 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 matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 9. Board Correspondence 10. 11:25 Adjourn 11. 11:30-11:45 Break for Lunch 12. 11:45-12:15 Board Workshop with Property Records and Taxpayer Services — Bruce Munneke, County Assessor Discuss Assessment Year 2018/Pay 2019 Property Valuations Assistive listening devices are available for use in 0,e County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * MARCH 20, 2018 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY Administration Property Records and Taxpayer Services Public Health and Environment Public Works Sheriff ITEM A. Approval of February 27, 2018 County Board Meeting Minutes. B. 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. C. Approval for use of fund 114 balance in the amount of $414,450 to be disbursed to the Ramsey/Washington Recycling and Energy Board for construction of an enclosed area and storage space as part of replacing the bulky waste residue Toad out. D. Approval of resolution of support for transportation projects in Washington County that have been recommended to the Minnesota Department of Transportation's Corridors of Commerce solicitation. E. Approval of a grant agreement between the Office of National Drug Control Policy and Washington County in the amount of $41,125 for the period of January 1, 2018 through December 31, 2019. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room if you need assistance due to disability or language bamer, please call (651) 430-6000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER BOARD AGENDA MARCH 13, 2018 — 9:00 A.M. Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, Chair, District 3 Lisa Weik, District 5 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a 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 w come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board 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. 3. 9:10 Consent Calendar — Roll Call Vote 4. 9:10 Metropolitan Mosquito Control District — Stephen Manweiler, Executive Director Review 2017 Program and Overview of the 2018 Program Plan and Budget 5. 9:40 Public Health and Environment — Stephanie Souter, Senior Planner Resolution — Approval of Agreement to Enter into Partnership with Local Governments in the Lower St. Croix Watershed to Implement a Board of Water and Soil Resources One Watershed One Plan Planning Grant 6. 9:50 Public Works — Kevin Peterson, Engineer II and Sandy Breuer, Parks Director A. Resolution — Request Variance to the Design Elements Required by State Aid Operations Rules Chapter 8820 from the Minnesota Department of Transportation Office of State Aid for the County State Aid Highway 12 from Trunk Highway 244 to Wildwood Road Reconstruction Project Located in the City of Mahtomedi B. Resolution — Authorization for Public Works to Permit until July 1, 2018 Entry to Cottage Grove Ravine Regional Park without the Need of a County Park Vehicle Permit 7. 10:10 General Administration — Molly O'Rourke, County Administrator Legislative Updates 8. 10:20 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. 9. Board Correspondence 10. 10:35 Adjourn 11. 10:40-11:10 Board Workshop with Administration — Colin Kelly, Senior Planner Discuss Release of Draft 2040 Comprehensive Plan for Review by the Public, Cities and Towns 12. 11:15-12:15 Board Workshop with Administration — Molly O'Rourke, County Administrator Discuss Consideration of Applicants and Process for Interviews for Vacancy in Commissioner District 4 Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language barrier, please call (651) 430-6000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER WASHINGTON COUNTY BOARD OF COMMISSIONERS CONSENT CALENDAR * MARCH 13, 2018 The following items are presented for Board approval/adoption: DEPARTMENT/AGENCY ITEM Administration A. Approval of February 27, 2018 County Board Meeting Minutes. Public Works B. Approval of Cooperative Agreement No. 11417 between the City of Grant and Washington County for the maintenance of a traffic signal system located at County State Aid Highway (CSAH) 12 (75'h Street North) and CSAH 17 (Lake Elmo Avenue North). C. Approval of Cooperative Maintenance Agreement No. 11418 between the City of Grant, Independent School District #832 and Washington County for the maintenance of a traffic signal system located at County State Aid Highway 12 (75th Street North) and Mahtomedi Middle School Entrance. D. Approval of a License Agreement between the Metropolitan Council for the period from August 23, 2018 through September 3, 2018, for a State Fair Park - and -Ride. Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. Assistive listening devices are available for use in the County Board Room If you need assistance due to disability or language bamer, please call (651) 430-6000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER