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2020-01-07 CC Agenda Packet
REVISED AGENDA CITYCOUNCILMEETING JANUARY7,2020 REGULARMEETING4:30P.M. I.CALLTOORDER II.ROLLCALL III.OTHERBUSINESS IV.STAFFREPORTS V.RECESS RECESSEDMEETING7:00P.M. VI.CALLTOORDER VII.ROLLCALL VIII.PLEDGEOFALLEGIANCE IX.PETITIONS,INDIVIDUALS,DELEGATIONS&COMMENDATIONS X.OPENFORUM theopenforumisaportionofthecouncilmeetingtoaddresscouncilonsubjectswhicharenotapart ofthemeetingagenda.thecouncilmaytakeactionorreplyatthetimeofthestatementormaygivedirectiontostaff regardinginvestigationoftheconcernsexpressed.outofrespectforothersinattendance,pleaselimityourcommentsto 5minutesorless. XI.CONSENTAGENDA allitemslistedundertheconsentagendaareconsideredtoberoutinebythecitycouncilandwill beenactedbyonemotion.Therewillbenoseparatediscussionontheseitemsunlessacouncilmemberorcitizenso agendaandconsideredseparately. requests,inwhichevent,theitemswillberemovedfromtheconsent Resolution Resolution Resolution 24.LicensetoUseRealPropertyatLilyLake XII.PUBLIC HEARINGS Outofrespectforothersinattendance,pleaselimityourcommentsto10minutesorless. MotiontomovehearingtoFebruary4meeting Ordinance st 1Reading CaseChanged,Public Hearingwillberescheduled XIII.UNFINISHEDBUSINESS XIV.NEWBUSINESS Resolution Resolution XV.COUNCILREQUESTITEMS XVI.CLOSEDSESSION XVII.ADJOURNMENT TO: Tom McCarty, City Administrator FROM: Bill Turnblad, Community Development Director DATE: December 17, 2019 RE: Rowing club use of former Aiple residence INTRODUCTION In response to a request from Council Member Polehna, I met with Building Official Cindy Shilts to discuss which improvements would be required by building code in order to convert the former Aiple residence (vacant) into a rowing club use. OPTIONS Conversion to a rowing club facility could be manifested in a variety of ways. On one end of the spectrum would be to use only the pool addition for cold storage of rowing shells. On the other end of the spectrum would be conversion of the entire house to a public facility that would accommodate both the private rowing club and non- motorized water recreation uses by the general public. The option in the middle would be to convert the building for use by the private rowing club only. Each of these options has a different set of building code standards that must be met. And each of these options are very different in terms of ease of transitioning to the eventual use envisioned by the Master Park Plan for the property, which will be completed this summer. 1. Cold storage a. This is the least expensive option. b. This option would preserve the greatest flexibility as the community develops the Master Park Plan and identifies the eventual use of the building. c. Improvements that would be necessary to convert the pool addition to a cold storage use for the rowing shells includes: i. Build a wall that separates the pool area from the rest of the building and prevents access from the pool area to any other part of the building. Rowing club December 18, 2019 Page 2 ii. A structural engineer must verify that the platform over the abandoned pool will bear the weight of the shell storage. iii. Outside portable toilets will be required. 2. Private rowing club a. This option has the potential of preventing or making more expensive a transition to uses envisioned by the Master Park Plan. b. This would provide for: i. Storage of the rowing shells in the pool addition ii. Office space for the private rowing club iii. Use of existing restroom iv. Club member space v. Use of existing kitchen c. Maximum occupancy load for entire building would be 30. d. No access can be offered to the general public e. Improvements that would be necessary to convert building to this use include: i. ADA accessible route to one level ii. Fire suppression system for entire building iii. Upsize the water service iv. Modify one restroom for ADA accessibility 1. This would require installation of a sanitary sewer connection. Per the conservation easement on the property, no new sanitary sewer connections are allowed without the prior written consent of Washington County. (See attached easement.) v. Hallway on main level must be widened for ADA accessibility to the bathroom. vi. Sanitary sewer line must be installed and abandoned septic system must be removed vii. HVAC system has reached end of useful life and must be replaced. f. Sewer Access Charges to Met Council and Water Access Charges to Water Board (Board may waive these charges since building is publicly owned, but may not since it is privately used.) 3. Public building a. This option would have little flexibility and would have the greatest cost impact if uses envisioned in the Master Park Plan are not identical to those constructed in this conversion. b. This would provide for: i. Private rowing club 1. Cold storage of shells in pool addition 2. Admin office 3. Club meeting space 4. Restrooms (share with public) ii. Public use Rowing club December 18, 2019 Page 3 1. Rental of non-motorized water craft 2. Restrooms (share with rowing club) a. This would require a new sanitary sewer connection. See note above. 3. Meeting space iii. No kitchen iv. Occupancy up to 215 (50 in main house; 165 in pool addition assembly space) c. Improvements that would be necessary to convert building to this use include: i. ADA accessible route to each level ii. All areas need to be ADA accessible iii. Fire suppression system and fire separation iv. Upsize the water service v. ADA code compliant bathrooms on each level vi. Hallway on main level must be widened for ADA accessibility to the bathroom vii. Sanitary sewer line must be installed and abandoned septic system must be removed viii. HVAC system has reached end of useful life and must be replaced. ix. Update electrical system x. Roof may need to be replaced d. The cost of these improvements (not including sewer connection, septic system removal, roof replacement, and fire suppression) was estimated in 2016 by Miller Dunwiddie at $1.1 million. e. Sewer Access Charges to Met Council. Water Access Charges would probably be waived since it would be a building open to the public. MISCELLANEA 1. Conservation Easement - Per the terms of the conservation easement on the property: a. No additional impervious surface allowed. A reduction of impervious surface is desired. i. This is to say that almost all parking must occur off the property. ii. An exception is made for handicapped accessibility. However, even handicapped parking cannot create additional impervious surface. b. No new sanitary sewer, storm sewer or other utilities may be constructed without the prior written consent of the County. c. No commercial activity is allowed. i. Intent is to prevent the property from becoming the site of a commercial recreational enterprise, such as …. or club…or similarly intensive… use. Rowing club December 18, 2019 Page 4 ii. Exception allowed for fees to pay for rental of low impact outdoor recreational uses such as rental of kayaks, canoes, etc. d. One of the primary purposes of the conservation easement is to “prevent privatization of access to this portion of the St. Croix River”. i. Does allowing a private rowing club to use the building frustrate this intent? ii. Any dock associated with a rowing club must be a public dock designed for non-motorized watercraft such as kayaks, paddle boards, and canoes. The private rowing club use of the dock is of secondary importance to the general public. 2. Any use of the house and property by the private rowing club must be considered an interim use until the Master Park Plan is completed. Once the plan is completed, it will be determined whether the rowing club will be permitted as a more permanent use. Attachments: Conservation Easement Baseline Report bt TO: FROM: DATE: SUBJECT: DISCUSSION RECOMMENDATION ACTIONREQUIRED RESOLUTION2020 RESOLUTIONADOPTING2020FEESCHEDULE NOWTHEREFORE,BEITRESOLVED COMMUNITYDEVELOPMENTFEES:FeeEscrow PLANNINGFEESANDESCROWS ThefollowingfeesareapplicableforallrequestssubmittedtotheDowntownParkingCommission,Heritage PreservationCommission,PlanningCommissionand/orCityCouncil. PreDevelopmentApplications ForapplicationsforJointBoardapproval,theescrowamountwillbedependentonprojectlocation,site conditionandtypeofdevelopment.Escrowamountslistedhereinareminimumrequirements. Fee Escrow PlanningandZoningUsePermitApplications Forapplicationsrequiringanescrow,escrowamountsaredependentonprojectlocation,siteconditionandtype ofdevelopment.Thisisnotedasȋ4"$ǾȌbelow. Misc.PlanningandZoningPermitApplications HeritagePreservationCommissionApplications BUILDINGFEES:Fee ENGINEERINGFEES: AnEscrowshallbeestablishedasindicatedabovetocoverengineeringandlegalfeesincurredbytheCityas partoftheplanreview.Thisisnotedasȋ4"$ǾȌbelow. 1)Thefeeshallbedoubledforafterthefactpermitapplications. 2)TheUniformBuildingCodeestablishesafeescheduleforgradingpermits. EngineeringDevelopmentFees EngineeringPermits Fee Degradation fees – homeowners are exempt on repairs to existing sewer and water services in the right-of-way. DEGRADATIONFEEESTIMATESFORBITUMINOUSSTREET: DEGRADATIONFEEESTIMATESFORBITUMINOUSPATHWAY: FeeEscrow AdditionalEngineeringCharges FINANCEFEES:Fee Inadditiontocontractualservices. FIREINSPECTION: *Falsealarmfeesbasedoncalendaryearandpercallbasis. MISC.ADMINFEES:Fee PreparedMaps ColorFee DataPracticesRequests (blackand white) (color/prints) CopiesorElectronicTransmittalofmorethan100pagesorMostOtherTypesofCopies Note:Feemustbepaidbeforesendinganyelectronicdatainformation Publications/Minutes/AgendasFee OtherServices CitymeetingsavailableonDVDthroughValleyAccessChannelsat6514302921 SolidWaste,Recyclingand/orRolloffHaulerLicenseFeePerYear Liquor&TobaccoLicensesFeePerYear Fee Liquor&TobaccoLicenseViolationAppeal PawnBrokerFee STILLWATERPARKFEES: ParkFacilities Ballfields PreparationofBallfields ParkOpenSpace PioneerParkBandshellandLowellParkAmphitheater Allgroups,includingnotforprofitgroupsandeducationalinstitutionsmustpaytousetheBandshelland LowellParkAmphitheater(anytime). TeddyBearParkBuildingRateSchedule MonThurs Ratebasedonaminimumof10meetingsperyearwithnofoodatthemeeting. FriSun EVENTS&SPECIALEVENTS Allgroups,includingnotforprofitgroupsandeducationalinstitutionsmustpaydepositsandrentalofamenitieswhen holdinganyevent.Eventpermitfeesforcityserviceswillbelimitedtothe¢¨³¸Ȍ²outofpocketexpensesattributableto theevent.Outofpocketexpensesincludesuchthingsasovertimepayforcityemployees,equipmentthatthecitywould needtorentfortheevent,officesupplies,anycontractedservicesandextraordinaryuseofcityequipmentfortheevent. EventSpecialEventSpecialEventWithContract *PerDayincludeseachdayofevent.Separateloadindayfeeof$500/daywillapply. PoliceServicesFee Materials PARKINGFEES: DOWNTOWNPARKINGRENTALRATESPEAKSEASON(MaythroughOctober) 11 WeekdayWeekend DOWNTOWNPARKINGRENTALRATESOFFSEASON(NovemberthroughApril) 66 WeekdayWeekend PERMITPARKING(SurfaceLots):Fee PARKINGRAMP A.HourlyParking(Availabledaily,exceptduringevents) Singlecouponpurchase weekday o o weekend o o Bulkcouponpurchase o o B.ContractParking BusinessHourPasses o o o ExtendedHoursBusinessPasses o o C.ResidentialParking(Norestrictiononparkinghours,i.e.24/7/365) 25residentialpassesavailable o o Parkingbeforeorafterthepermittedhoursissubjecttotheflatfeefortransientparking,ortheeventparkingfeeifapplies. D.EventParking SummerweekendFee SpecialEvents Parkingduringeventsdoesnotincludeovernightparking.Anyvehicleparkedattheeventrateafter2:30amwillbesubject totowing. PARKINGVIOLATIONS:Fee POLICEFEES:Fee VIOLATIONS: ADMINISTRATIVECITATIONS FineStillwaterCityCode FineStillwaterCityCode ALCOHOLVIOLATIONS*Lookbackperiodformultipleoffensesisnomorethan5years 1stOffense2ndOffense3rdOffense*4thOffense 1stOffense2ndOffense3rdOffense*4thOffense TOBACCOVIOLATIONS*Samelicensedpremiseswithin24monthperiod. 1stOffense2ndOffense*3rdOffense* ST.CROIXVALLEYRECREATIONCENTERRATES: HourlyRates:PrimeTimeNonPrimeTimeSummerIce OtherRates: CITY COUNCIL MEETING DATE:January 7, 2020 REGARDING:HPC Ordinance UpdateCommittee Member Selection PREPARED BY:Abbi Jo Wittman, City Planner Ninecandidates have expressed interest in serving on an advisory committee to help the City and its Heritage Preservation Commission (HPC) update its enabling ordinance. NameCity2019 ApplicationsAdditionalInformation JamesBartonStillwaterNeighborhood Conservation Stillwater resident (home District: Accessory Structure constructed circa 1882) and owner Demolition Review of Barton Construction Services Anne LoffSt. PaulDowntown Design Review Co-owner of Hotel Crosby District: Exterior Site Changes Heidi StillwaterDowntown Design Review Owner contributing building in NR- McAllisterDistrict: Exterior Site Changeslisted Stillwater Commercial Historic District Julie MillerStillwaterNeighborhood Conservation Longtime Stillwater resident District: Demolition, (Liberty on the Lake); new to South Designation, and New Broadway neighborhood Construction Reid MillerStillwaterNeighborhood Conservation Longtime Stillwater resident District: Demolition, (Liberty on the Lake); new to South Designation, and New Broadway neighborhood Construction Darisuh StillwaterDowntown Design Review Local downtown business owner MoslemiDistrict: Signage(Velveteen) Patrick AndoverDowntown Design Review Owner of (circa 1860) residence SchmeichelDistrict: Major Alterationcurrently being rehabilitated Francis North OaksWest Stillwater Business Park: Knowledgeable of Stillwaterzoning Skamser LewisSign Plan Amendmentcodes Jason TimmersSt. PaulNeighborhood Conservation Employed by Custom Renovations District: New Construction & Builders, LLC COUNCIL ACTION Staff recommends the Council approve the attached Resolution, approving the list of individuals to serve on the HPC Ordinance Update Committee. Attachments:Resolution RESOLUTION 2020- APPROVING APPOINTMENTS TO THE HPC ORDINANCE UPDATE ADVISORY COMMITTEE WHEREAS, the City and its HPC have been awarded funding to update the HPC enabling ordinance; and WHEREAS, a major component of the update will be the creation of an advisory committee which is to be known as the HPC Ordinance Update Advisory Committee and will service for about six months from January to June, 2020; and WHEREAS, under the guidance of the City Planner, the planning consulting firm HKGi, and the heritage preservation consulting firm Landscape Research, and in conjunction with the Heritage Preservation Commission, the committee will provide feedback on existing permitting processes, evaluate materials, and offer advice as work progresses on updating relevant HPC regulations; and WHEREAS, the final work product from the committee and the consulting team will be a draft ordinance for consideration by the Planning Commission and City Council; and WHEREAS, the list of committee members presented to the Council on January 7, 2020 are as follows: 1. James Barton3. Julie Miller6. Patrick Schmeichel 2. Anne Loff4. Reid Miller7. Francis Skamser Lewis 2. Heidi McAllister5. Dariush Moslemi8. Jason Timmers NOW THEREFORE BE IT RESOLVED that the Stillwater City Council hereby approves the above list of individuals to serve on the HPC Ordinance Update Committee. th Adopted by the Stillwater City Council on this 7day of January, 2020. _________________________________ Ted Kozlowski, Mayor ATTEST: ______________________________ Beth Wolf, City Clerk CITY COUNCIL MEETING DATE:December 30, 2019 REGARDING:Minnesota Historical Society Historical and Cultural Heritage grant acceptance PREPARED BY:Abbi Jo Wittman, City Planner DISCUSSION Historic property assessment andtax records, along with deeds and other recorded documents, are the most important sources for determining the history of Stillwater’s nineteenth century structures. This is especially true prior to the advent of city directories (1877) and building permits (1886). And for buildings in rural Stillwater Township areas annexed to the city, these county records are sometimes the only available sources. Over the years, the county records deteriorated in storage before being transferred to Minnesota Historical Society (MNHS), where due to moisture damage they were microfilmed before the originals were discarded. In 1993, around the start of Stillwater’s historic planning process, the Rivertown Restoration group generously purchased a complete set of the pre-1900 assessment rolls and tax list microfilms then available (from SAM 5, 7, and 78), and donated them to the Stillwater Public Library’s St. Croix Collection. A majority of the records available in 1993 were tax lists rather than assessment rolls. Seven years later, Washington County transferred a substantial number of additional assessment rolls to MNHS, where they were microfilmed (SAM 363). At present, the records filmed in 2000 are not available in the local St. Croix Collection. Though they can be consulted at MHS, Stillwater Library’s proximity as well as its evening and weekend hours make it a much more convenient option for heritage preservation commission volunteers and other local researchers. The City submitted a grant application request for financial assistance to acquire 34 rolls of microfilmed Stillwater city and Township property assessment and tax records to complete the files at the Stillwater Public Library. The City has been awarded a $3,085 grant to purchase the 34 missing rolls from Minnesota Historical Society’s Copy Services.In addition, Stillwater Public Library has agreed to keep the microfilm rolls and make them available for public use. RECOMMENDATION City staffrecommends acceptance of the grant, authorizing the Mayor and theCity Planner to enter into agreement with the Minnesota Historical Society, and to transfer the microfilm rolls to Stillwater Public Library upon the City’s acquisition of them. Attachments:Resolution of Grant Acceptance MNHS HCH Grant Agreement RESOLUTION 2019 -XX APPROVING THE MINNESOTA HISTORICAL SOCIETY MINNESOTA HISTORICAL & CULTURAL HERITAGEGRANT ACCEPTANCE FORM WHEREAS, the City has identified a gap in the Stillwater Public Library’s historic property assessments and tax records; and WHEREAS, the City has been awarded a Minnesota Historical Society Historical & Cultural Heritage Grant in the amount of $3,085to help offset the costs associated with the purchase of 34 property assessments and tax records microfilm rolls; and WHEREAS,the Stillwater Public Library has agreed to hold the 34 microfilm rolls with the existing microfilm records in the St. Croix Collection, making them available to the public. BE IT RESOLVED by the City Council of Stillwater, MN that the grant agreement between the City of Stillwater and the Minnesota Historical Society for the Stillwater Property Assessment and Tax Records Microfilm Acquisitionproject, as on file with the City Clerk, is hereby approved. BE IT FURTHER RESOLVED,that upon the City’s acquisition of the microfilm rolls, the City will transfer them to the Stillwater Public Library to be available for public use. BE IT FURTHER RESOLVED, the Mayorand the City Plannerare hereby authorized to sign said grant agreement on behalf of the City of Stillwater. Adopted by the Stillwater City Council on this7th day of January, 2020. _________________________________ Ted Kozlowski, Mayor ATTEST: ______________________________ Beth Wolf, City Clerk 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 Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than 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. 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 barrier, please call (651) 430-6000 EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER 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 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. 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 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING JANUARY 7, 2020 REGULAR MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Ameresco Energy Audit Review 2. Strategic Plan Update 3. Planning Department Work Plan IV. STAFF REPORTS 4. Police Chief 5. Fire Chief 6. City Clerk 7. Community Development Dir. 8. Public Works Dir. 9. Finance Director 10. City Attorney 11. City Administrator 12. Library Board V. RECESS RECESSED MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL VIII. PLEDGE OF ALLEGIANCE IX. PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS 13. 34th Military Police Company Proclamation 14. Human Trafficking Awareness Proclamation X. OPEN FORUM - the open forum is a portion of the council meeting to address council on subjects which are not a part of the meeting agenda. the council may take action or reply at the time of the statement or may give direction to staff regarding investigation of the concerns expressed. out of respect for others in attendance, please limit your comments to 5 minutes or less. XI. CONSENT AGENDA - all items listed under the consent agenda are considered to be routine by the city council and will be enacted by one motion. There will be no separate discussion on these items unless a council member or citizen so requests, in which event, the items will be removed from the consent agenda and considered separately. 15. December 17, 2019 regular and closed session meeting minutes 16. Payment of Bills 17. 2020 Fee Schedule – Resolution 18. Designating a Responsible Authority in accordance with the State Data Practices Statute – Resolution 19. Depositories Designation – Resolution 20. Gambling Premises Permit for No-Neck Tony’s 21. HPC Enabling Ordinance Committee Appointment – available Tuesday 22. MNSH Grant Approval and Microfilm Transfer to Stillwater Library – available Tuesday 23. Temporary Liquor License for Frozen Flannel Bonspiel Event Page 2 of 2 City Council Meeting Agenda November 19, 2019 XII. PUBLIC HEARINGS ‐ Out of respect for others in attendance, please limit your comments to 10 minutes or less. 24. CPC Case No. 2019-25 to consider amending the City’s sign regulations. Specifically, this amendment would be to consider changing the sign regulation section of the City’s Zoning Code (City Code Ch 31) by allowing electric message center signage to some areas of the City, by addressing content neutrality and commercial speech concerns, by re-organizing the regulations to improve understandability, and other organizational and clerical changes. Notice was published in the Stillwater Gazette on December 6, 2019. – Motion to move hearing to February 4 meeting 25. CPC Case No. 2019-64 for the consideration of a Zoning Map Amendment to rezone properties located in the Heritage Ridge Development. Properties located at 602-608 Heritage Place. Notices were mailed to affected property owners and published in the Stillwater Gazette on December 6, 2019. – Ordinance 1st Reading 26. CPC Case No. 2019-71. request by Valley Ridge Holdings, LLC, property owner and Gordon Skamser Jr., applicant, to appeal HPC 2019-21, a Design Permit for the modification of a multi-tenant sign plan, and CPC 2019-46, for a Variance to the sign code. Property located at 1400 (1570) Frontage Rd. Notices were mailed to affected property owners and published in the Stillwater Gazette on December 20, 2019. 27. CPC Case No. 2019-70 to consider a request by Jeffrey and Patricia Pratt for a Re-subdivision of the property located at 7960 Minar Ave N in the RR district Notices were mailed to affected property owners and published in the Stillwater Gazette on December 27, 2019. – Case Changed, Public Hearing will be rescheduled XIII. UNFINISHED BUSINESS XIV. NEW BUSINESS 1. Designation of Vice Mayor – Resolution 2. Council Representative Appointments to Boards and Commissions – Resolution XV. COUNCIL REQUEST ITEMS XVI. CLOSED SESSION 3. Pursuant to Minn. Stat. §13D.05, subd. 3(b) to discuss attorney-client privileged communication regarding 121 Chestnut Street East XVII. ADJOURNMENT JANUARY 7, 2020 ©2019 Ameresco, Inc. All rights reserved. 2AMERESCO PROJECT PROPOSALAmeresco OverviewPreliminary Energy Assessment Findings Utility Consumption Opportunities Energy Conservation MeasuresSolutionsBenefitsAsset Management (FCA Study)RecommendationNext Steps ©2019 Ameresco, Inc. All rights reserved. 3WHO IS AMERESCO♦Incorporated in 2000♦Public in 2010, NYSE: AMRC♦No parent company affiliations ♦Energy source neutral ♦Technology and equipment agnosticEnergy efficiency and renewable energy solutions companyCompany Headquarters in Framingham, MA Ameresco has 70 offices in North America and Europe. ©2017 Ameresco, Inc. All rights reserved. Founded in2000$2.7 BillionProject financingsourced and raisedMORE THAN1,000 employees2002First year of profitability267MWeof energy and landfill gasgenerated by owned and operated energy plants$787.1Millionannual revenue in 2018$1Billionbonding capacity with a per project maximum of $150 millionPUBLIC2010NYSE: AMRCOVER$5 Billionin energy solutions delivered since inception(including our predecessors)SAVING ENERGY, SAVING OUR CLIENTS MONEY ©2017 Ameresco, Inc. All rights reserved. THE AMERESCO ADVANTAGEAmeresco delivers the best value to clients through:Independence, Flexibility and Objectivity•No parent company•No manufacturer/contractor affiliations-Competitive procurement forproducts and installation labor•Flexible financing approachesClient-centricSolutionsClient-centricSolutionsPeace ofMindPeace ofMindReliabilityReliability ConfidenceConfidenceProven Expertise•Deep, diverse experience across industries and technologies•In-house engineering and project management•Fully integrated project development and implementation expertiseFinancially Strong& Stable•$651.2 million annual revenue in 2016•$2.5 billion project financing sourced and raised•Over $5 Billion in energy solutions delivered since inception•Continued growth generated through both new business and recurring revenue streamsReputation forExcellence•Acknowledged/Established/Well-known reputation for project performance and customer satisfaction•Deliver immediate and long-term results-Energy savings -Money savings-Carbon reduction/Sustainability goals-Resource conservation ©2019 Ameresco, Inc. All rights reserved. 6PAST & CURRENT PROJECTSMN State University-Mankato$8.2M ~ CompletedCity of HutchinsonPhase 1 = $1MSolar PV = $1.5MMSP Airport Phase I & II$38M ~ Largest MN PV Project (4.3MW)City of Apple ValleyPhase I completed ($900k)Phase II completed ($3M)City of MankatoPhase I completed ($4.6M)Phase II completed ($2.5M)City of St. Peter $2.7M ~ CompletedCity of ChicagoCitywide / Smart City LED LightingIn construction$150M over 4 yrs.University of MNCampuses - Solar PV8 of 9 sites complete~2-5 MWCity of Virginia$2.4M ~ In Construction ©2019 Ameresco, Inc. All rights reserved. 7LOCAL & NATIONAL AWARDS2019 Energy & Climate Category(Honorable Mention)Environmental Initiative AwardCity of Mankato2019 Sustainable LeadershipLarge Employer CategoryEnvironmental Initiative AwardMN State University ‐ Mankato2018 Clean Energy Community AwardMN State University ‐ MankatoMichigan Public Service Commission and Ameresco2017 Airports Council InternationalSpecial/Innovative Projects AwardMAC Project2016 Sustainable BusinessEnvironmental Initiative AwardMAC ProjectThe Energy Live Consultancy AwardsEnergy Engineers2017 Civil Engineers Assoc of MNProject of the Year (Honorable Mention)City of Hutchinson Landfill Solar PV2017 MN Brownfield ReScape Small City Impact Award FinalistCity of Hutchinson Landfill Solar PV2016 20 Most Promising Energy2016 Top 15 Clean50 Projects City of London's Canada2015 Technology and Innovationin Environmental Stewardship Award2016 MN Clean Energy Environmental LeaderMAC Project2017 Innovative Energy Project of the YearAssociation of Energy Engineers Region IIIMAC Project ‐ Phase I and IIEnvironmental Initiative Award2017 Energy & Climate Category2016 CEO AwardGeorge SakellarisThe Finance MonthlyNew Mexico Associaton of MAC ProjectMN Department of Transportation2015 Airports Going Green AwardMSP International AirportGames Aquatic CentreCanada's Clean 50City of Chicago Dept of Aviation2015 Game ChangerThe Boston Globe Magazine2015 Economic Leadership inEnergy EfficiencyMichigan Agency for Energy2015 Energy Project of the Year2015 Green Champion Award 2015 Top Clean Energy CompaniesBoston Business JournalCity of Hutchinson Landfill Solar PV2015 Best Energy Efficiency SolutionsThe New Economoy Clean Tech AwardsTechnology Solution ProvidersCIO ReviewCommunity AwardCity of Hutchinson Landfill Solar PV2016 Project of the Year ©2019 Ameresco, Inc. All rights reserved. 8PROJECT DEVELOPMENT PHASESPreliminaryReviewProjectDevelopmentPerformance AgreementJoint DevelopmentProject Goals Build Consensus̶Administration̶Team membersEnergy Use IntensityNo CostDetailed Analysis̶Investment Grade Audit̶Utility Baseline Present Project̶Scope̶Funding SourcesContract Development~3 MonthsProject PlanningConstructionCommissioningM & V6-9 Months Implementation(6-9 Months)ConceptandPlanSavings MonitoringNeeds AssessmentPlan of ActionGather InformationSite SurveysFeasibility AnalysisOwner Project Requirements (OPR)~ 30 – 45 DaysSavings / M&VAnnual ReportsProject Promotion100% Customer SatisfactionLong Term RelationshipLong‐Term Partnership Process from Concept through Savings ReconciliationTeam Goal ©2019 Ameresco, Inc. All rights reserved. 9ENERGY SAVINGS AGREEMENTMN State Statute§471.345Energy Efficiency ProjectsAnnual Energy Savings Guaranteedby AmerescoTake advantage of grants, utility rebates, local incentives, etc.Self-funded with little or no capitalProject Guaranteed up to 20-Year TermRe-Purposed a Portion of Existing Utility Budget to Finance Project Construction Over Time PRELIMINARY ENERGY ASSESSMENT FINDINGS ©2019 Ameresco, Inc. All rights reserved. 11PRELIMINARY ASSESSMENT OPPORTUNITYPROJECT RANGE: $700K - $1M SELF-FUNDING BenefitsBuilding Infrastructure Improvements leveraged by Energy Conservation Measures implementation and savingsEnergy cost savings self-funds entire project and possibly more! Upgrade inefficient and/or end life equipment/systemsReduces FutureO&M costs (preventative maintenance materials and service contracts)Self-Funded ProjectEstimated Project Cost $700k - $1.0MEst Annual Cost and O&M Savings $40k - $56kUtility Rebates Estimate (one-time only)$80kCapital Contribution Required $0 (zero) UTILITY ANALYSIS ©2019 Ameresco, Inc. All rights reserved. 13CITY – UTILITY PROVIDERSUtilities Providers ♦Xcel Energy♦Electricity ♦Gas♦Stillwater Public Utilities♦Water ♦Wastewater ♦Stormwater ©2019 Ameresco, Inc. All rights reserved. 14ELECTRIC COST SUMMARYDate of PresentationCity Hall8%Field House6%Library8%Fire Station4%Lily Lake Rec Center8%Police2%Public Works5%Rec Center25%Street Lights34%ELECTRIC COST DISTRIBUTION$600K ANNUAL SPEND ©2019 Ameresco, Inc. All rights reserved. 15ENERGY CONSERVATION SUMMARYDate of PresentationBuildingFacility Lighting ImprovementsStreet Lighting ImprovementsBuilding EnvelopeMechanical InsulationInfrared HeatingNew Motors and DrivesBuilding AutomationNew Dedicated Outside Air UnitHVAC Equipment UpgradeBoiler UpgradeNew Snow Melt PitField LightingCity HallXXXXXXPolice StationXXXXXXLibraryXXXXXParking RampXXFire StationXXXXPublic WorksXXXXLily Lake Ice RinkXXXXRec CenterField HouseXXStreet LightsXX=Typically Self-FundingX=Typically Requires Capital Contribution SELF-FUNDING PROJECT OPPORTUNITIES ©2019 Ameresco, Inc. All rights reserved. 17Replace fluorescent lighting with LED retrofit kit or new fixtureIncrease use of lighting controlsDesign proper space illumination levelsDimming capability where feasibleAdding occupancy sensors as appropriateLIGHTING SOLUTIONSFlexible color and power settingsLight fixture diffusion efficacy Typically high rebate from utilitiesReduces energy consumptionReduces future O&M/capital costsImproves safety and securityStandardization of lighting typesEliminate mercury-containing light materialBENEFITSFACILITY LIGHTING IMPROVEMENTSPublic Works Garage High Bay Metal HalideT8 Center Basket Fixtures At The LibraryParabolic T8 Lamps at Public WorksLED Screw-in at City Hall ©2019 Ameresco, Inc. All rights reserved. 18Replace metal halide (MH) and high-pressure sodium (HPS) with LED technologyParking lot fixturesWall-packs fixturesSoffit fixturesBollard/Walkway fixturesInvestigate timers, hi/low controls, photocells per locationEXTERIOR LIGHTING SOLUTIONSReduces energy consumptionReduces future O&M and capital costImproves overall light quality and color rendering for enhanced safety and securityStandardization of lighting typesEliminate mercury containing light materialBENEFITSEXTERIOR LIGHTING IMPROVEMENTSMetal Halide FixtureMetal Halide Wall PackMetal Halide Shoebox Fixture ©2019 Ameresco, Inc. All rights reserved. 19Street lighting study and cost of ownershipFull GIS Audit with interactive mappingInvestigate retrofit kits and new fixture options with on-board photocell Option to add lighting controls for dimming and meteringSTREET LIGHTING SOLUTIONSReduces energy and operating costsReduces future O&M and capital costFlexible color and power settings Extended life expectancyImproves overall light quality and color rendering for enhanced safety and securityStandardization of lighting typesEliminate mercury containing light materialBENEFITSSTREET LIGHTING IMPROVEMENTSStreetlighting Overlap – Decorative Shepard Poles And Shoebox Area LightsInventory of Stillwater Street Lights ©2019 Ameresco, Inc. All rights reserved. LED / HPS COMPARISONSDate of PresentationExamples: Photos taken by Drone:parking lot upgrade from HPS to LEDBeforeBeforeAfterAfter ©2019 Ameresco, Inc. All rights reserved. 21Install gutters for rainwater control at City Hall Repair mortar joints and tuck pointInvestigate standing seam metal roof at Public WorksNew caulk and add door sweeps / weather-strippingAddress window leaks and insulation needsSeal wall penetrations and roof-wall joint air infiltration gapsBUILDING ENVELOPE SOLUTIONSReduce heating/cooling energy costsReduced HVAC run-time, extending life cycleEliminate drafts and leaksPrevents moisture damage and ancillary problemsImprove occupant comfortImproves building aestheticsBENEFITSBUILDING ENVELOPE IMPROVEMENTSDate of PresentationRainwater control is recommended at City HallRoof at Public Works is leaking and damaged ©2019 Ameresco, Inc. All rights reserved. 22Add insulation to exposed:Piping ValvesElbows PumpsFlangesMECHANICAL INSULATION SOLUTIONSNatural gas cost savingsReduces thermal energy loss to spaceIncrease comfortImproved hydronic heating system temperature control and consistencyImproves safety (minimizes personal hazards)BENEFITSMECHANICAL INSULATION IMPROVEMENTSUninsulated Pumps/Piping at the Fire StationExisting uninsulated heating water pumpsEXAMPLE: New insulation on pumps ©2019 Ameresco, Inc. All rights reserved. 23GARAGE HEATING SOLUTIONSHot water boiler energy savings – reduce amount of end-devicesEliminate hot water circulation and summertime residual heating in garageEliminate fan operation – Reduce electric costsLocal and responsive heating controlImproved performanceBENEFITSGARAGE HEATINGReplace hot water unit heaters with infrared heatRun gas to each new burnerInfrared unit heater exampleHigh-bay unit heater in Police Garage ©2019 Ameresco, Inc. All rights reserved. 24Install new high-efficiency hot water pumps and motors with grounding ringsInstall VFDs on hot water pump motorsConnect new VFDs to existing Building Automation System (BAS)Install pressure sensors to control pump speedsProgram VFD to match operational needs for Air Handling Unit and VAV reheatOption to replace all control valvesMOTOR & SPEED CONTROL SOLUTIONSEnergy use/cost reductionIncreases equipment/motor life cycle with soft-start Improved operational control of building/equipmentCapital cost avoidance for equipment replacement (old motors)Environmental space control: Improve hot water temperature and flow controlBENEFITSMOTOR & SPEED CONTROL IMPROVEMENTS / VFDSHeating water pumps to be replacedExisting Control Valves ADDITIONAL ECMSWHICH REQUIRE CAPITAL CONTRIBUTION ©2019 Ameresco, Inc. All rights reserved. 26Integrate existing controls into a centralized web-based automation system where feasibleCreate web pages for user interfaceProgram password protection hierarchy to limit access as requiredUpgrade building level controls as needed to allow for integrationWEB-BASED AUTOMATION SOLUTIONSEnhanced operator control and troubleshooting24/7 system-wide troubleshooting and monitoringMore flexibility – any computer with internet access and password can be used as an operator workstationImproved alarm responseAlarm notification system via mobile deviceEnhanced data viewing and data collectionBENEFITSWEB-BASED BUILDING AUTOMATION SYSTEMExisting VAV Points at City Hall – No GraphicsExisting VAV Box Controller at City Hall ©2019 Ameresco, Inc. All rights reserved. 27Provide dedicated outside air unit on roofRecommission outside air dampers and use existing heat pumps in six bunk housesEnsure proper damper and fan operationEconomize when appropriateDEDICATED OUTSIDE AIR UNITFresh air into bunk housesProper humidityEconomize to save cooling costsProper fan and damper operationBENEFITSFIRE HALL BUNKHOUSE – OUTSIDE AIRExisting Outside Air Intake LouverExisting Design Provided by City – Lack of fresh air ©2019 Ameresco, Inc. All rights reserved. 28Replace heating and cooling unitsUpsize police RTU to address lack of coolingInsulate suction linesInstall programmable thermostat with options for remote accessHEATING AND COOLING SOLUTIONSReduces energy and operating costsReduces future O&M and capital costBetter cooling efficiencyReplaces aging equipmentEliminates need for expensive R-22 refrigerantBENEFITSHVAC EQUIPMENT REPLACEMENTCondensing Unit – Public WorksUndersized Rooftop Unit – Police Station ©2019 Ameresco, Inc. All rights reserved. 29Replace aged standard efficiency boilers with two new high efficiency condensing boilersUse sealed combustion ventingControl water temperature to load and minimize water temperature and cyclingBOILER SOLUTIONSGas savings for:Low temperature applications and high-efficiency condensingReplacement of end-of-life equipment(energy and capital cost avoidance)Operation and Maintenance cost savingsImproved boiler modulationBENEFITSBOILERS AT THE LIBRARYExample of Condensing BoilerExisting Boilers - Library ©2019 Ameresco, Inc. All rights reserved. 30Install snow melt pit at Lilly Lake Ice ArenaPipe R-22 hot-gas from chillerWATER CONSERVATION SOLUTIONSIce making efficiency improvementSnow melt pit will act as additional condenser with heat sink consistent at 32⁰Domestic hot water savings used currently for melting snow Reduce snow build-up and staff time to drain waterBENEFITSICE ARENA SNOW MELTDate of PresentationExisting snow pile in SeptemberExample – Snow Melt Pit ©2019 Ameresco, Inc. All rights reserved. 31Replace HID field lighting with LED fixturesRetain existing polesInvestigate addition of lighting controls FIELD LIGHTING SOLUTIONSReduces energy and operating costsReduces future O&M and capital costImproves overall lighting qualityLEDs are “Instant ON” and don’t require a warm-up cycleLonger life expectancy (100,000+ burn hours)Standardization of lighting typesBENEFITSATHLETIC FIELD LIGHTING REPLACEMENTSExample LED Field Lighting SystemBall Field Lights at Lilly Lake ASSET MANAGEMENTFCA STUDY ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary •LLC wholly-owned by Ameresco (NYSE:AMRC)•AssetPlanner™: in house, 27,400 users, CMMS and Capital Planning•Expertise in Strategic Capital Planning, Life Cycle Assessments, Facility Condition Assessments, Facility Renewal Management, Capital Creation Strategies, Communications and Business Cases•Proprietary technology to streamline data gathering, analysis, usage and reporting •Database of 3.2 billion feet2 of assessment findings in 88,000+buildings•Sample recent clients: City of Saint Paul, City of Plymouth, City of Duluth, Minneapolis Public Housing Authority, Lakeville School District, Willamette University, St Mary’s College, City of Columbus, City of Kansas City, City of Eau Claire ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary DECISION DEVELOPMENT FRAMEWORK34TECHNOLOGY TYPE: ENERGY EFFICIENCYENERGY MANAGEMENTPHOTOVOLTAIC SYSEMRENEWABLE ENERGYFACILITY SIZE: 2,864,730 SQ FT (47 BUILDINGS)ESPC ENERGY PROJECT SIZE:$21.1 MILLIONPV CAPACITY: 1.8 MEGAWATTS$1,522,629ESPC ANNUAL ENERGY SAVINGSPhysical Asset Criteria•Building Condition Needs• Unfunded Liability•FCIUtilization Criteria•Facility utilization•Accommodation planning•Functional Index•Own vs. leaseReal Estate Criteria•Asset Valuation •Land Valuation EnvironmentalCriteria•Carbon Footprint•Energy Conservation •Renewable SolutionsFinancial Criteria•Capital Costs•Operating Costs•Capital Creation Strategies•IncentivesTools Processes& Policies ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Data DevelopmentModeledLife Cycle“Templates”Basic Asset Details:AgeSizeNumber of FloorsBuilding TypeIncorporation of data sourcesInterview with site staff Further on-site validation PredictiveLife Cycle“Profiles”Validation of Asset Templates:Life Cycle “Model”Life Cycle “Profile”Unique Data Development: Best PracticesCreatepredictive Life Cycle forecasts in AssetPlanner™ utilizing Ameresco’s proprietary Data Development Framework & associated modelling techniques;Conductinterviews with Facilities Management and Site Staff (Asset Reviews)EstablishLife Cycle Profiles (major building inventory) ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Decision Support Tool ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Capital Needs By Discipline - 30 Years2018 Deferred Backlog: $12.4M$230K average annual fundingSAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Capital Needs By Discipline Urgent & High PriorityTotal Deferred Backlog of $12.4M includes over $9.1M deemed Urgent and High Priority. 2018 Deferred Backlog: $12.4M including$9.1M in Urgentand HighPrioritySample of UrgentItems:•Fire Alarm System•Sanitary Waste Drainage Piping •Boilers Cabinet Unit Heaters•Fume Hood•Roof DrainageSample of HighItems:•Air Handling Units•Drop Down Ceiling•Exhaust Fans•Overhead Garage Doors•Steam and Hot Water Radiators•Stand Alone ThermostatsSAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Unfunded Liability - 30 YearsCumulative lifecycle renewal costs (top line) and the averageannual capital funding allocation (dark blue area) of $230 thousand per year.2047 Unfunded Liability: $110.1MUnfundedLiabilityAverage Annual Funding of $230K per year2018 Liability: $12.4M(Deferred Backlog)SAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary •Industry Standard Infrastructure Risk Metric Used to Track Condition Performance of Facilities / Portfolios•The FCI provides a consistent measurement of condition for a single building, group of buildings, or a total portfolio. FCI=Renewal and Repair CostsReplacement CostGOOD Range: FCI (0% - 5%)FAIR Range:FCI (5% - 10%)POOR Range:FCI (10%-30%)CRITICAL Range:FCI (> 30%)Sustainability TargetSustainability TargetFacility Condition Index (FCI) ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary Facility Condition Index - 30 Years (with Funding)Overlaying the averageannual capital funding of $230 thousandhas minimal impact to FCI; it does not change the year that FCI migrates to the “Critical” range (i.e. 2028)FCI without fundingFCI with $230KAverage Annual Funding2028 FCI: 30.3% (Critical)2018 FCI: 8.5% (Fair)SAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary FCI GRIDSAMPLE DATAFacility Condition Index – (Per Building) ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary By establishing anAsset Sustainability Targetof10% FCI (Fair), the assets will becontinually “sustained” at an acceptable level of risk. To achieve this, it will require$3.5Mperyear of funding over the next 30 years – an extra $3.2Mper year.Sustainability Target - 30 Years$3.2M per year additional funding required to achieve targetSustainability TargetFCI without fundingFCI with $230KAverage Annual Funding2028 FCI: 30.3% (Critical)2018 FCI: 8.5% (Fair)SAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary 2018 Deferred Backlog: $11.8M$0.25M average annual fundingDEEP DIVE ANALYSIS INTO MEP NEEDS44•The data highlights that almost 50% of the total needs are related to MEP backlog.Hard Costs ($) % of TotalFirst (1) Year NeedsTotal 11,845,276$ MEP Only 5,415,367$ 45.7%Five (5) Year NeedsTotal 21,155,329$ MEP Only 9,448,114$ 44.7%Ten (10) Year NeedsTotal 43,818,005$ MEP Only 20,605,661$ 47.0%Fifteen (15) Year NeedsTotal 57,018,766$ MEP Only 26,431,935$ 46.4%Capital Needs (Backlog)SAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary IMPACT ON PORTFOLIO LIABILITY45•Approximately 45% of the Capital Needs in the Short‐Term are MEP related. •5‐Year: $9.5 Million•10‐Year: $20.6 Million•These Capital Needs potentially contain embedded energy savings.•Custom reporting & analysis highlighted over 550 MEP replacement actions required over the next 20‐Years•Focusing on the first 10‐years, $13‐16 million of MEP needs (63%) contain potential ECM’sHard Costs ($) % of TotalFirst (1) Year NeedsTotal 11,845,276$ MEP Only 5,415,367$ 45.7%Five (5) Year NeedsTotal 21,155,329$ MEP Only 9,448,114$ 44.7%Ten (10) Year NeedsTotal 43,818,005$ MEP Only 20,605,661$ 47.0%Fifteen (15) Year NeedsTotal 57,018,766$ MEP Only 26,431,935$ 46.4%Capital Needs (Backlog)SAMPLE DATA ©2018 Ameresco, Inc. All rights reserved Confidential and Proprietary IMPACT ON PORTFOLIO LIABILITY46•By strategically addressing this $13‐16 million “ECM” backlog, and leveraging bundled Capital Creation Strategies, Client could significantly reduce their Unfunded Liability•The impact of this strategy on FCI would yield impressive results; reducing the remaining funding gap to under $2.2 Million•Further, the portfolio would yield a 7‐Year extension to useful service lifeSAMPLE DATA RECOMMENDATION AND NEXT STEPS ©2019 Ameresco, Inc. All rights reserved. 48RECOMMENDATION AND NEXT STEPSProceed with approval to develop holistic Asset Management strategy that includes Energy Efficiency Project and Facility Condition Assessment Present Project for approval at the next City Council MeetingExecute Project Development Agreement to develop Energy Efficiency ProjectAn exit fee of $ $35,000 (energy project) would only be invoiced in the event the City of Stillwater chooses not to move forward with Implementation of a self–funding projectExecute Facility Condition Assessment and Capital Planning Services AgreementFCA Study $34,500 (includes 1-year of AssetPlanner Software Platform) THANK YOUYour Trusted Sustainability Partnerameresco.com Key: ⍟ = added item from July 2019 work session, ⫸ = In progress GOAL I Develop Organizational Excellence Strategic Initiative: Maintain High Community Standards ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸Develop program & service outcomes to measure performance; implement State of Minnesota performance management plan for City City Administrator / Department Heads/ Council On going: Resolution to participate in state program to Council Jan. 2020. Departments establish perf. outcomes; results included in annual reports. State approves application for Performance Plan; performance outcome reports due annually. Ongoing – Dept. annual reports issued in April. Polco survey tool launched 2019. Perf. Mgmt. staff steering team formed; State program application in 2020. Facilities energy audit results to Council January 2020. ADA Study results presented 1st quarter 2020. Strategic Initiative: Increase Organizational Excellence ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop staff performance evaluation system and conduct regular performance evaluations City Administrator / HR Manager / City Clerk 3rd Quarter 2016 ‐ 2018 Performance evaluation system implemented; annual evaluations being conducted. Initiated in 2016; system implemented and operational 2018. Refresher training offered in 2019. ⫸ Value City employees – create professional development City Administrator / HR Manager / Dept. Heads/ Proposals to be included in annual budget requests Employees motivated to seek professional development and advancement opportunities; Revised recruitment process, orientation /on‐boarding process. City of Stillwater 2020 Practical Strategic Vision Update – January 2020 opportunities; develop plan for transitioning staff/ leadership succession planning, and employee orientation programs provide higher quality customer service. Staff training programs & mgmt. training / leadership programs offered in 2019. Wellness team, Safety Committee, and Labor /Mgmt. insurance work group formed and active. Lunch & learn program initiated. 49ers labor mgmt. work team convened & active. Strategic Initiative: Implement Organization Study Recommendations ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⍟ Examine Affiliation of Water Dept and the City; accept public works dept. operational review & recommendations. City Council / Board of Water Commissioners City Administrator / Public Works Director / Water Board Manager 2019‐2020 Consultant report presented to City Council and Water Board. Direction to staff for transition planning. RFP issued, consultant selected; report & recommendations to City Council & Water Board December 2019, Consultant to present report January 2020. Analyze Outcomes of Joint Services with Communities and Organizations City Council / City Administrator / Dept. Managers 2019‐2020 Review outcomes of existing (and possible future) joint service agreements / relationships with communities and organizations. Council recently approved Green Step Cities program including collaboration with Sustainable Stillwater. Staff to review existing agreements during 2020. GOAL II Develop Our Community Strategic Initiative: Promote Economic Development and Create Plan ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop Economic Development Strategy (that creates tax base, orderly development and job opportunities). City Administrator / Com. Development Director/City Attorney/City Council 2019‐2020 Council conducts Economic Development work session; develop and adopts strategy. Complete industry sector analysis. *TIF Analysis underway; report due by February 2020. *Aiple property master plan consultant selected, process Jan‐July 2020. Potential development at Manning/36 intersection includes review of tax abatement tool to create tax base & job opportunities. ⫸Update Economic Development Chapter of City Comprehensive Plan Community Development Director – City Council 2017‐2018 – (part of City Comprehensive Plan Update) Approval by Met Council 2018‐2019 Included in 2040 Comprehensive Plan as approved by Met Council and adopted by City Council – 2019 Strategic Initiative: Update Overall Downtown Plans ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop and Update Downtown Chapter in City Comprehensive Plan Community Development Director / City Council 4th Quarter 2015 – 4th Quarter 2017 Updated Downtown Chapter in City Comp Plan approved by Met Council in 2017 Included in 2040 Comprehensive Plan as approved by Met Council and adopted by City Council – 2019. Downtown lighting study results – 1st quarter 2020. Downtown parking study results – 2nd quarter 2020. Lowell park pavilion analysis underway 2020. Chestnut Street Ped. Plaza design study planned for 2020. Complete Overall City Park Plan for Downtown and the community. City Planner / PW Sup / Parks Commission / City Council 2016‐2018; 2019‐2020 Inclusion in City Comprehensive Plan update approval by Met Council in 2018/2019. Review of Public Works ops. Study for parks/rec. division. Included in 2040 Comp Plan adopted by City Council – 2019. Ops review to City Council Jan. 2020. Develop maintenance plans for Aiple and Bridgeview parks ‐ summer and winter PW Superintendent & staff / Parks Commission 4th Quarter 2017 – 1st Quarter 2018; 2020. Operational plans complete, ID grant opportunities, update CIP to include park amenities in future years. Maintenance planning team formed. Master plan for Aiple property underway. Funding for historic Bergstein buildings rehab/reuse legislative priority for 2020. Strategic Initiative: Redefine Events Strategy and Policy ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Review Stillwater Events Strategy City Administrator & Community Development Staff / City Council / Public Works Supt./Parks Secretary 4th Quarter 2015 – 1st Quarter 2018 Council approves Stillwater Events Strategy *Review policy as applied to “community events”. Revised/Updated events strategy included in policy updates. *”Community events” provisions to be reviewed in 2020. ⫸ Review and Update Special Events Policies and Programs Consistent with Events Strategy City Administrator & Community Development / City Council/ Parks Secretary 1st Quarter 2016 – 1st Quarter 2018 Updated Special Events policies and programs approved by Council; changes effective for 2018. Events policy updates approved by City Council March 2018. Strategic Initiative: Work with Sustainable Stillwater ‐ Develop Attainable Tasks ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Engage with Sustainable Stillwater volunteers on priorities for attainable tasks Community Development / Zoning Administrator /City Council 2019 ‐ 2020 Council approves Green Step Cities work plan Council approved Green Step Cities program and work plan including collaboration with Sustainable Stillwater in 2019. Sustainable Stillwater volunteers assisting city with energy data input. Strategic Initiative: Explore Sustainable Funding to Update City Infrastructure ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Analyze options to develop sustainable funding sources for updating city infrastructure. City Administrator / Finance Director /Staff / City Council 2019 ‐ 2020 Options developed, reviewed by City Council and implemented TIF analysis underway, results available 1st quarter 2020. Preliminary energy audit results to Council January 2020 – possible commitment of energy savings to infrastructure updates. Strategic Initiative: Enhance a Vibrant & Connected Downtown as a Destination for Residents & Visitors ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop additional arts & cultural sites / opportunities in Downtown City Council / City Administrator 4th Quarter 2017 – 3rd Quarter 2018 Complete DT plan & Special Events Policy, complete parking & traffic study following bridge closing; increase public boat slips (open levy wall to boats?). 2018, 2019 Sculpture Tour approved – 2020 pending. Lowell Park utility box artwork completed ‐ 2019. Downtown parking study underway. Plans for May 15‐16, 2020 Lift & Loop Celebration underway. Strategic Initiative: Develop Housing Strategy, Update Nuisance Ordinance, Review City Leasing Policy ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Review and update Housing strategy; revise Nuisance Ordinance; Review City Leasing policy. City Administrator / City Attorney / Community Development Dept /Staff / City Council 2019 ‐ 2020 Approved updated housing strategy; adopted Nuisance Ordinance updates; adopted city leasing policy and revised leases of city owned property. Affordable housing goals in 2040 comp. plan, legislative priority for 2020 session. Nuisance ordinance updates under review. City owned property leases & licenses cataloged, consultant engaged to provide market analysis of city owned property lease value. Discussions underway with lessee of expiring lease. Strategic Initiative: Foster an Active and Engaged Community ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Create Communication Strategy and Plan City Council / City Administrator / IT Division 2018‐2020 Form communication team, develop strategy and plan, push out communications on all channels. City website update underway – completion target June 2020. Polco community engagement tool launched June 2019. Results of Augsburg MBA team logo/branding analysis to help drive strategy. ⫸ Develop City Branding Policy Initiative – “Brand that communicates City is a unique, all‐season community to live, work and play”. City Administrator / City Council /Communications Team 2017‐2020 Fund process, hire firm, develop brand/message, reveal results. Augsburg University MBA team analysis & recommendations reviewed by City Council September 2018. Consultant assist with strategy direction at 2019 Strategic Planning session – for inclusion in 2020 workplan. GOAL III Sustain Strategic Planning & Implementation Strategic Initiative: Commit to Strategic Planning ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Conduct regular strategic planning meetings with Council and Staff City Administrator / City Council Conduct strategic planning work sessions every six months (spring and fall). Update status and results of strategic initiatives Biannual reviews (quarterly beginning 2020) with City Council workshops conducted annually. Next session summer 2020. ⫸ Review Department vision and goals Department Managers Oct. 2015 – 2020 Dept. vision and goals are aligned with City Strategic Plan Elements Ongoing. Strategic Initiative: Commit to/ Implement and Launch Capital Planning ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop and Implement realistic and functional Capital Improvement Plan (CIP) Department Heads / Finance Director / City Administrator / City Council Complete 2018‐2022 CIP by November 2017. Annual CIP update by August 1. City Council approves CIP consistent with City Strategic Plan and City Comprehensive Plan. Completed and Ongoing in conjunction with annual budget process. ⫸ Accelerate 5‐year CIP to fund priority needs within 2 years Dept. Heads / Finance Director/ City Administrator / City Council Review as part of Annual Budget Process City Council included Capital Improvement budget as part of annual budget approval. Completed and will continue for 2020. ⫸ Develop a CIP funding plan that fits with current debt service standards City Administrator / Finance Director / City Council Annual Budget Proposals Annual and long term City CIP funding plan comports with state, city and financial consultant debt service policies and practices. 2020 CIP and op budget approved by City Council. Strategic Initiative: Develop a Legislative Agenda ACTION RESPONSIBLE PARTY TIMELINE IMPLEMENTATION OUTCOME/MEASURE STATUS ⫸ Develop a Legislative Agenda Dept. Heads / City Administrator / City Council Integrate into annual process commencing 3rd quarter of year. Identify legislative issues, meet and share issue positions with State elected officials ‐2017‐2018 High priority = St. Croix Riverbank Protection funding. ‐2018‐2019 High priority = Hwy 36 & Manning interchange funding. Completed for 2015‐16, 2016‐17, 2017‐18 & 2018‐19 legis. cycles. $1.65 million funding request for St. Croix riverbank restoration approved in 2018 State Bonding Bill. Project design underway. Hwy 36 & Manning interchange funding high priority in 2019‐20. Council support of 2091‐2020 state bonding request for redevelopment of historic Bergstein/Shoddy Mill blgs. Strategic Plan ‐ Completed Action Items: I. Develop Organizational Excellence *Create and fill Human Resources Manager position Completed April 2016 *Create and fill Zoning Administrator position Completed January 2017 *Complete and Implement Class/Comp analysis Completed August 2017 *Implement standard employee perf. evaluation system Completed January 2018 *Update City Personnel Policy Council review June 2019. *Create Council/Board/Commission Handbook Handbook approved by Council June 2018. (includes conflict of interest/ethics guidelines) Training for Council conducted December 2018. Training for Board/Commission members – June 2019. *Create and fill Facilities Manager position Completed December 2018. *Perform Operational review of Fire Dept. Completed 2018. *Operational review of Public Works, Water Board & Final report to City Council & Water Board – Dec. 2019. Rec Center. II. Develop Our Community *Evaluate Economic Development staffing Collaborate with County Econ. Devel. Director – 2016. *Update Downtown Chapter of Comp. Plan Met Council approval – City Council adoption Nov. 2019. *Update Parks and Econ. Develop. Chapters of Comp Plan Met Council approval – City Council adoption Nov. 2019. *Prepare 2040 Comprehensive Plan Met Council approval – City Council adoption Nov. 2019. *Update Events Strategy/Policy Updated/Revised events policy adopted March 2018. *Economic Development Strategies Completed Short term rental ordinance adopted 2017, updated 2019. Zoning ordinance updates for large DT development ‐2017. Aiple property transfer to City – 2017. Non‐Conforming Use Ordinance updated – 2018. Initial analysis of all city owned, leased/licensed property completed – spring 2019. Nuisance Ordinance under development – 2019. *Foster Active & Engaged Community Resolution designates Stillwater as Green Step City. Polco community engagement tool launched – June 2019. Lowell Park utility box artwork completed – 2019. III. Sustain Strategic Planning & Implementation *Develop and Implement CIP Included in annual budget process. *Accelerate CIP to fund priority needs in 2 years Council approved CIP priorities in 2016, 2017, 2018 & 2019 budgets. *Remodel Police Dept. and Upgrade City Hall Phases 1 & 2 substantially complete – fall 2017. Phase 3 substantially complete – summer 2019. *Develop Legislative Agenda Hired lobbyist, $1.65 M funding request approved in 2018 State bonding bill. St. Croix Riverbank Protection & Riverwalk project RFP issued, contract awarded, design underway 2019. Met with state legislators – discussed 2020 session priorities – Hwy 36/Manning; Bergstein Building Rehab project; affordable housing. DATE: December 30, 2019 TO: Mayor and Council Members SUBJECT: Planning Division work plan FROM: Bill Turnblad, Community Development Director INTRODUCTION Substantial progress has been made on the list of projects that the Planning Division was either to complete in 2019, or to begin in 2019 and finish up in 2020. The attached work plan shows each of the projects and gives details on their status. COMPLETED PROJECTS The list of projects completed in 2019 includes: Lease from MnDOT for use of Chestnut Street east of Main Street Update land use complaint procedures 2040 Comprehensive Plan Develop GreenStep Cities work plan Minar Neighborhood zoning district Stormwater ordinance amendment Re-design on-line property information portal Amend Short Term Home Rental ordinance Digitize all archived agenda packets for Planning Commission, Downtown Parking Commission and Heritage Preservation Commission PROJECTS IN PROGRESS Those projects that are still underway include: Re-write sign ordinance Update City Code and Zoning Map to be in conformance with 2040 Comprehensive Plan Conduct an efficiency study of the Downtown Parking System Develop and distribute a Request For Proposals for design and construction management services related to the Chestnut Street Plaza Planning Division work plan December 30, 2019 Page 2 Re-write the Demolition Ordinance Re-write Heritage Preservation Ordinances Update the Heirloom and Landmark Homes Website Develop Master Park Plan for former Aiple residence property Conduct a historic structure study of the Lowell Park Pavilion Organize and digitize archived planning files 2020 PROJECTS Projects that the work plan identifies for completion in 2020 include: Design of the Chestnut Street Plaza Remodel Bergstein Buildings for re-use Design and construct entrance monument for south Main Street Master Plan for Recreation Center Master Plan for former Aiple residence property Expansion of Municipal Parking Lot 14 Host 2020 State Historic Preservation Conference Assess and restore Sunken Garden next to historic Post Office building The only 2019 project that was not completed, or at least initiated in 2019, was to improve the City’s economic development web presence. This project has been moved to 2020. bt Attachment: 2019-22 Work Plan Planning Division Work Plan 2019-2022 Project Resources Project Resources Project Resources Project Resources 1. Improve economic development web presence POSTPONED 'TIL 2020 CDD's time (10 - 15 hrs)1. Chestnut Street Plaza, Commercial Street ped improvements, and Main St design CDD's time (50-70 hrs) + design consultant (50% MnDOT funding; $70K City unfunded) 1. Chestnut Plaza, Commercial St ped improvements and Main Street improvements CDD's time (40-60 hrs) + PW's time + construction manager (in 2021 CIP; $2 million available from MnDOT) 1. Parking ramp construction on 2nd between Olive and Chestnut CDD's time (100-120 hrs) + construction manager (In 2022 CIP, but unfunded) 2. Escrow tracking system TRANSFERRED TO FINANCE DEPT CDD's time (20-25 hrs)2. Update city code + zoning map for consistency w Comp Plan (2019-20) CDD's time (60-80 hrs)2. Design of parking ramp on 2nd between Olive and Chestnut CDD's time (60-80 hrs)+ design consultants (in 2022 CIP, but unfunded) 2. Commercial Street pedestrian improvements CDD's time (50-80 hrs) + PW's time + construction manager (In 2022 CIP, but unfunded) 3. Sign ordinance re-write IN PROGRESS - COUNCIL HEARING FEB 2020 CDD's time (60-90 hrs)3. Outside storage and residential parking: ordinance amendments 3. Bridgeview Park design CDD's time (30-50 hrs) + design consultants (in 2022 CIP, but unfunded) 3. Bridgeview Park improvements (with Public Works) CDD's time (30-50 hrs) + PW's time + construction manager ($4 million in 2022 CIP, but unfunded) 4. MnDOT lease agreement for use of Chestnut St DONE CDD's time (10-15 hrs)4. Bergstein buildings remodeling (2020- 21) CDD's time (40-60 hrs) + construction manager (In 2020 CIP; $800K State, $800K TIF ) 4. Housing maintenance ordinance (CDD L, w ZA) CDD's time + ZA's time + City Attorney's time (additional staff for administration of ordinance not funded)5. Formalize complaint procedures (ZA L) IMPLEMENTED CDD's time (15-20 hrs) + ZA's time (30-40 hrs) + PD time 5. Hwy 95 south entrance monument design and construction 2020-21 (CP L w ZA) CDD's time (20-30 hrs) + ZA's time (10-15 hrs) + construction management? (in CIP 2020, $100K GOB) 5. Bergstein buildings remodeling (2020-21) CDD's time (40-60 hrs) + construction manager (In 2020 CIP; $800K State, $800K TIF ) 6. Update zoning code + zoning map for consistency w Comp Plan (2019-20) IN PROGRESS - CONSULTANT HIRED; WORK BEGINS 1/1/2020 CDD's time (50-70 hrs)6. Development of Master Plan for City's recreation center CDD's time + Rec Center Manager's time + consultant time (Funded park prof serv) 6. Hwy 95 south entrance monument design and construction 2020-21 (CP L w ZA) CDD's time (20-30 hrs) + ZA's time (10-15 hrs) + construction management? (in CIP 2020, $100K GOB) 7. 2040 Comprehensive Plan (2017-19) DONE CDD's time (80-100 hrs) + consultant time (funded) 7. Expand municipal lot 14 (Public Works L) CDD's time (10-15 hrs) + PW's time (2012 CIP, parking entpr fund) 8. Downtown parking capacity study (w ZA) IN PROGRESS - CONSULTANT HIRED; STUDY UNDERWAY; EXPECTED COMPLETION IN JULY CDD's time (10-15 hrs) + ZA's time (15-20 hrs) + consultant time (funding: parking enterprise fund) 8. Improve economic development web presence CDD's time (10 - 15 hrs) 9. Develop RFP for Chestnut Street Plaza design services RFP IN PROGRESS - CITY DRAFT BEING REVIEWED BY MnDOT CDD's time (10-20 hrs) 10. GreenStep Cities Program: develop 2019-21 work plan (ZA L) DONE CDD's time (10-20 hrs) + ZA's time (30-40) + Sustainable Stillwater 1. Minar Neighborhood ordinance amendments (2018-19) DONE CP's time (30-40 hrs)1. Host 2020 State Historic Pres Conference CP's time (40-60 hrs)+ HPC time 1. South Main Archaeological Preservation & Interpretation Plan CP's time (15-20 hrs) + consultant (unfunded) 1. Lowell Park/Sam Bloomer design CP's time (30-40 hrs) + consultant (unfunded) 2. Demolition ordinance re-write (2019- 20) IN PROGRESS - CONSULTANT HIRED; MORATORIUM THROUGH 9/30/2020; EXPECTED COMPLETION 7/1/2020 2. Assess restoration of Sunken Garden CP's time (20-30 hrs)+ design consultant (PW/E funding) 2. Rental ordinance (CP L, w ZA) CP's time (20-25 hrs) + ZA's time (20- 25 hrs) + City Attorney (additional staff for administration of ordinance not funded) 2. Teddy Bear Park Barn – Historic structure report CP's time (15-20 hrs) + consultant (unfunded) 3. Update HPC enabling ordinance (2019- 20) IN PROGRESS - CONSULTANT HIRED; KICK-OFF MEETING HELD; COMMITTEE APPOINTMENTS TO COUNCIL 1/7/2020; EXPECTED COMPLETION 7/1/2020 CP's time + City Attorney's time + consultant time? 3. Repair Sunken Garden 2020 CIP $15K State 3. Update planning case database (more user friendly search options) CP's time (5-10 hrs) + programming consultant (unfunded) 3. Bergstein building design and remodeling (2021-22, CP L w ZA) 4. Update Heirloom Homes website IN PROGRESS - CONSULTANT HIRED; EXPECTED COMPLETION 7/1/2020 CP's time (30-40 hrs) + consultant (unfunded) 4. Former Aiple property master park plan (2019-20) $35K CD prof services 2019 4. Hersey Bean wall stabilization CP's time (15-20 hrs) + consultant (unfunded) 4. Creation of South Hill Historic District CP's time (20-40 hrs) 5. Former Aiple property master park and vegetation plan (2019-20) IN PROGRESS - CONSULTANT HIRED; EXPECTED COMPLETION 7/1/2020 CP's time (40-60 hrs) + consultant time ($35K budgeted ) 5. Former Aiple property park development (w Public Works) (2020- 21) CP's time (40-60 hrs) + PW's time + construction manager (with Public Works)(In 2020 CIP, $75K GOB) 5. Former Aiple property park development (w Public Works) (2020- 21) CP's time (40-60 hrs) + PW's time + construction manager (with Public Works)(In 2020 CIP, $75K GOB) 2022 Community Development Director 2019 City Planner 2020 2021 30 DECEMBER 2019 Planning Division Work Plan 2019-2022 6. Lowell Park Pavilion - historic structure report IN PROGRESS - CONSULTANT HIRED; ASSESSMENT BEGUN; EXPECTED COMPLETION FALL 2020 CP's time (15-20 hrs) + consultant (Grant) 6. Demolition ordinance re-write (2019- 20) 7. Update on-line property information search tool (VIR Planner) DONE 7. Update HPC enabling ordinance (2019-20) 8. Stormwater ord amend (2018-19) DONE CP's time (20-30 hrs)8. Update Heirloom Homes website 9. Lowell Park Pavilion - historic structure report 10. Business plan for Bergstein bldgs CP's time (30-40 hrs) + consultant (MNHS Partnership grant) 11. Update of design guidelines 1. Create tracking system for land use enforcement DONE ZA's time (20-15 hrs)1. GreenStep Cities Program ZA's time + Sustainable Stillwater 1. GreenStep Cities Program ZA's time + Sustainable Stillwater 1. GreenStep Cities Program ZA's time + Sustainable Stillwater 2. Formalize complaint procedures (2018- 19, ZA L w CDD) IMPLEMENTED ZA's time (30-40 hrs) + CDD's time (15-20 hrs) + PD's time 2. ADA parking inventory and enforcement (private lots) ZA's time (60 hrs)2. Housing maintenance ordinance (CDD L) CDD's time (20-25 hrs) + ZA's time (20-25 hrs)(additional staff for administration of ordinance not funded) 3. Develop process for keeping Zoning Map current 3. Rental ordinance (CP L)CP's time (22-25 hrs) + ZA's time (20- 25 hrs)(additional staff for administration of ordinance not funded) 3. GreenStep Cities Program: Develop 2019-21 Work Plan (ZA L, w CDD) DONE ZA's time (30-40 hrs) + CDD's time (10-20 hrs) + Sustainable Stillwater 4. Hwy 95 south entrance monument design and construction 2020-21 (CDD L w ZA) 4. Hwy 95 south entrance monument design and construction 2020-21 (CDD L w ZA) 4. Downtown parking capacity study (2018-19, CDD L) IN PROGRESS - CONSULTANT HIRED; STUDY UNDERWAY; EXPECTED COMPLETION IN JULY ZA's time (15-20 hrs) + CDD's time (10-15 hrs) + consultant time (funding: parking enterprise fund) 5. Private event tracker system (ZA L, w AA) DONE ZA's time (5-10 hrs) + AA's time (5-10 hrs) 6. Short Term Home Rental ordinance revisions (ZA L, w AA) DONE ZA's time (10-15 hrs) + AA's time (5 hrs) 1. Private event tracker system (ZA L) DONE ZA's time (5-10 hrs) + AA's time (5-10 hrs) 1. Old file management AA's time 2. Laserfiche links to sign and misc permits IN PROGRESS AA's time (60-70 hrs)2. Digitize remainder of Architecture Inventory Records and Rivertown Restoration files AA's time (80-100 hrs) 3. Digitize CPC and HPC packets DONE AA's time (40-50 hrs) 4. Old file management IN PROGRESS AA's time 5. Short Term Home Rental ordinance revisions (ZA L) DONE ZA's time (10-15 hrs) + AA's time (5 hrs) Notes: 1. This work plan does not generally include work from the 2040 Comp Plan yet. Exceptions are the mandated update of City Code and zoning map within 9 monts of Comp Plan adoption, and the Chestnut Street plaza 2. Project scopes and time allotments are rough estimates. More detailed project scopes will be necessary. 3. CDD = Community Development Director; CP = City Planner; ZA = Zoning Administrator; AA = Administrative Assistant; L = leads the project team; PD = Police Department; PW = Public Works Zoning Administrator Administrative Assistant 30 DECEMBER 2019 (!Cttp of $)tillbJater, ;ifflinne~ota :fwdanudian 34th Military Police Company WHEREAS, Each year since 1970, the Office of the Provost Marshal General has recognized the best Military Police Units in the Army. This year, the award was renamed to the Major General Harry H. Bandholtz Award in honor of Major General Bandholtz, whose efforts during World War I established the Military Police Corps as a vital asset and a necessary function within the U.S. Army, and therefore paved the way for the formal creation of the Military Police Corps; and WHEREAS, the 34th Military Police Company, Stillwater, Minnesota, were one of the three FY19 winners of the Major General Bandholtz Award, and the first Army National Guard Unit to win this Award. Throughout FY19, the professional leaders and Soldiers of the 34th Military Police Company proved to be an invaluable asset to the 34th Infantry Division and the Minnesota Army National Guard. One of their many highlights was their overwhelming success during the FY19 Norway /United States Reciprocal Troop Exchange mission. Their success in this multinational training exercise led to recognition from across the National Guard Leadership. WHEREAS, we want to thank the 34th Military Police Company for their selfless and courageous devotion to duty, and are gratified and proud that they claim their home in our beloved City. NOW THEREFORE, I, Ted Kozlowski, Mayor of Stillwater, do hereby proclaim January 8, 2020 as -34th Military Police Company Day! - in the City of Stillwater and encourage the citizens of Stillwater to congratulate the 34th Military Police Company on their accomplishments. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Stillwater to be affixed this this 7th ~:r1~~ . <titp of $)tillltlater, ;ffllltnnesota !J'wdatnatum Human Trafficking Awareness WHEREAS, the month of January, 2020, is National Human Trafficking Awareness and prevention month, January 11th, 2020 is National Human Trafficking Awareness Day, and it the Stillwater Rotary's Initiative to End Human Trafficking; and WHEREAS, Human trafficking is a nationwide public health and civil rights crisis. Its victims and survivors are everywhere, with each city and community being no exception; and WHEREAS, Human Trafficking includes both forced labor and sex trafficking; and WHEREAS, Anyone can be . a victim. In the U.S., it is estimated that 2-4 million victims are being trafficked. 75% are exploited for sex. Almost half are children, and most are women and girls .. Victims come from all demographics. Traffickers target individuals who, for a variety of reasons, are vulnerable; and WHEREAS, Minnesota's Safe Harbor Law recognizes that any youth under the age of 18 who is exploited through prostitution, will no longer face criminal prosecution and will instead receive comprehensive and trauma-informed services. These services are available to youth through age 24; and WHEREAS, In Minnesota, the average age of participants served under Safe Harbor was 17. A slightly higher percentage of youth served were in greater Minnesota (54%) compared to the metro area (46%). Most participants were female (91 %), while 6% identified as male and 3% as transgender, gender non-conforming and other. More than half ( 59%) of participants were people of color; and WHEREAS, Rotary Districts 5950, 5960 and 5580 are striving to increase awareness and promote prevention. The mission of the Initiative is to End Human Trafficking in communities in Minnesota, Wisconsin, North Dakota and parts of Ontario. We will coordinate mobilizing Rotarians in clubs throughout the region to engage their communities in this issue; and WHEREAS, the Rotary initiatives focus on raising awareness, educating children and youth, reducing risk factors that make children and youth vulnerable, and stopping the demand; and WHEREAS, All communities must seek to prevent human trafficking before it can occur, by promoting safe, healthy, and supportive environments by changing the culture of acceptance of this evil; and WHEREAS, January was first declared as National Slavery and Human Trafficking Prevention Month in 2010 and Human Trafficking Awareness Day is observed every year on January 11 by Presidential Proclamation. NOW THEREFORE BE IT RESOLVED, that, I, Ted Kozlowski, Mayor of the City of Stillwater, do hereby proclaim January as Human Trafficking Awareness and Prevention month and January 'I 'Ith as -Human Trafficking Awareness Day- in the City of Stillwater and encourage the citizens of Stillwater to congratulate Stillwater Rotary on its accomplishments. 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us CITY COUNCIL MEETING MINUTES December 17, 2019 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:02 p.m. PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Weidner and Polehna Absent: None Staff present: City Administrator McCarty City Attorney Peter Mikhail Finance Director Provos Community Development Director Turnblad Police Chief Gannaway City Engineer Sanders Assistant City Engineer Abdullah City Clerk Wolf PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS There were no petitions, individuals, delegations or commendations. OPEN FORUM There were no public comments. STAFF REPORTS Community Development Director Turnblad noted that the master park plan for the Aiple Property will begin in January and wrap up in July. City Administrator McCarty reminded the Council of the League of Minnesota Cities Elected Leaders Institute Advanced Program in January; the Chamber’s Winter Gala February 7; and the 4:00 p.m. Council workshop January 21 to present findings of the Public Works Operational Review. CONSENT AGENDA December 3, 2019 regular and recessed meeting minutes Payment of Bills Resolution 2019‐146, Resolution Accepting Cash Donations Resolution 2019‐147, approval of agreement with Collaborative Design Group, Inc. Animal Humane Society Impound Housing Services Agreement City Council Meeting December 17, 2019 Page 2 of 6 Resolution 2019‐148, resolution granting license to Patricia Wolf for the operation of Multi-Person Cycle Tours on City Streets in 2020 and rescinding Resolution 2018-266 Copier Replacement for Police Department Squad Room Resolution 2019‐149, a resolution approving an Agreement relating to Landowner Improvements on 401 Main Street South (Case No. 2019-61) Gambling Premises Permit for American Legion 3rd Street Post Resolution 2019‐150, designating the Stillwater Gazette and St. Paul Pioneer Press as the City’s 2020 Legal Publications and approving their respective agreements Library Board Trustee Appointments Resolution 2019‐151, approval of Agreement with Collaborative Design Group, Inc. Resolution 2019‐152, approving new Tobacco License to Two Brian’s, LLC for Brian’s Gambling Premises Permit for American Legion at Acapulco Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS Public hearing to consider the street improvements for the Neal Avenue (Boutwell Road to White Pine Way) Improvement Project (Project 2019-08). Assistant City Engineer Abdullah explained the project. Neal Avenue will be reconstructed from Boutwell Road to McKusick Road and will have a mill and overlay from McKusick Road to White Pine Way. A trail will be added on the east side of Neal Avenue. From Boutwell to Browns Creek Trail, the street will be 26 feet wide with concrete curb and gutter, except the section between Eagle Ridge Trail and Browns Creek Trail, which would be 32 feet wide. Parking along the east side of the road and a storm sewer collection system would be added. New watermain and sanitary sewer would be installed to the properties that do not presently have City utilities. The total estimated cost of the project is $1,854,788 to be funded through City funds, assessments, Traffic Adequacy fund, storm water utility funds, and Municipal State Aid funds. State Aid Roads are assessed at 50% to the property owner, and new utilities are assessed at 100% to the property owners. Corner lots are assessed 1/2 unit per side improved. The assessment period will be 10 years. Construction will take place from May to October 2020 and the assessment hearing will be in October 2020. Mayor Kozlowski opened the public hearing. Patrick Rooney, 13033 McKusick Road North, suggested eliminating the parking on the west side of the road to leave more room for the heavy pedestrian and bike traffic. Jon Ustipak, 8005 Neal Avenue North, stated he is opposed to the project due to safety concerns and high traffic volumes from new developments. He feels a new traffic study must be done before the project is ordered. Homeowners on the east side would be affected by the road widening, curb and bike trail, while homeowners on the west side would not have to give up land. Completing the project as proposed will increase speed and do nothing to reduce traffic volume. He suggested adding bump-outs, one way in/one way out, making Neal one way, reducing the speed limit to 25 mph, adding multip le flashing speed limit signs, preserving trees, creating bends in the road, eliminating the bike trail from the project, and coordinating with the State to place traffic lights or a roundabout at Manning/McKusick. City Council Meeting December 17, 2019 Page 3 of 6 Ralph Hapness, 8031 Neal Avenue North, echoed Mr. Ustipak’s comments. He expressed concern about removal of large trees. He feels it is safer for bicyclists to use the road rather than having to watch for cars pulling out of driveways while using a trail. He feels Creekside Trail is near enough. Councilmember Weidner pointed out that trails are for pedestrians as well as bicyclists. Jeff Galowitz, 8075 Neal Avenue North, stated Neal is the only way out for residents of Walnut Creek and Van Tassel, yet they will not be assessed. He requested that the Council consider that homeowners who use the road should shoulder some of the assessment burden. He agreed that a traffic study is needed. He has no problem with the road being widened, but feels it is unfair that everything is occurring on the east side of the road. Dave Gustafson, 2405 White Pine Way, stated a roundabout on Manning/McKusick might make sense. Since the road was completed to Dellwood on Highway 96 this summer, the amount of traffic has dramatically increased. The traffic pattern really needs to be studied. Public Works Director. Sanders responded that Washington County has considered installing a traffic signal at McKusick and Manning for years, but traffic volume warrants are not currently met. Councilmember Weidner asked if it is typical to do a traffic study for a street improvement project; and Mr. Sanders answered that it is not common to do a traffic study when a street has already been established. Neal has been a through street for 25+ years. Speed bumps as a traffic calming measure are not allowed on State Aid Roads, and police and fire would be opposed as well. At Neal and Eagle Ridge Trail, the City may put in stop signs and a median to narrow the road, and will install bump-outs at certain locations. There is more room on the east side to do road and trail improvements. The City would not remove any trees that are outside the right-of-way area. He added that every 4 years the City does traffic counts on its State Aid Roads. He provided the traffic counts for 2013, 2017 and 2019, and stated that for a State Aid Road, Neal traffic counts are low. Councilmember Polehna inquired about making the assessment period longer; and Mr. Sanders replied that the Council can make that decision at the time of the assessment hearing. Mayor Kozlowski closed the public hearing. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2019‐153, ordering improvement and preparation of Plans & Specifications for the 2019 Neal Avenue Improvement Project (Project 2019-08). All in favor. UNFINISHED BUSINESS Case 2019‐58 Zoning Text Amendment to allow Schools by Conditional Use Permit within the BP-I district. Property located at 1835 Northwestern Ave Councilmember Weidner recused himself from the discussion and vote. Community Development Director Turnblad explained the ten staff recommended conditions, developed after the public hearing at the last Council meeting. City Council Meeting December 17, 2019 Page 4 of 6 Councilmember Polehna stated his only concern is parking; and Mr. Turnblad responded that any time there are complaints, the use permit may be reviewed. The school has fairly good control of the very small number of students who drive. Mayor Kozlowski remarked he feels the school will do a good job of policing parking to make sure it does not negatively impact the neighborhood. Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt second reading of Ordinance No. 1136, an ordinance amending the zoning code to allow schools by Conditional Use Permit in the BP-I Zoning District. All in favor. Motion by Councilmember Collins, seconded by Councilmember Junker, to adopt Resolution 2019‐154, a resolution approving a Conditional Use Permit for a Private High School at 1835 Northwestern Avenue (Case No. 2019-58), with the ten staff recommended conditions. Motion passed. Ayes: Mayor Kozlowski, Councilmembers Collins, Junker, and Polehna Nays: None Abstain: Councilmember Weidner NEW BUSINESS City Council and Boards and Commission Meeting Calendar for 2020 City Clerk Wolf provided the 2020 meeting calendar. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2019‐155, adoption of City Council and Boards and Commissions 2020 Meeting Calendar. All in favor. CLOSED SESSION Motion by Councilmember Polehna, seconded by Councilmember Junker, to recess to closed session, Pursuant to Minn. Stat. §13D.05, subd. 3(b) to discuss attorney-client privileged communication regarding 121 Chestnut Street East All in favor. The meeting was closed at 8:10 p.m. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Weidner and Polehna. Also present: City Administrator McCarty, City Attorney Peter Mikhail and Community Development Director Bill Turnblad. Motion by Councilmember Collins, seconded by Councilmember Polehna, to reopen the meeting. The meeting was reopened at 8:26 p.m. COUNCIL REQUEST ITEMS Consideration of Approving Settlement Agreement for 121 Chestnut Street East City Attorney Mikhail explained the terms of the proposal to settle claims arising from the City’s condemnation of the subject property. The owners and tenant will waive objection to the condemnation of the property. The purchase price of $900,000 includes all possible claims including claims for allocation of real estate, relocation benefits, attorney fees and City Council Meeting December 17, 2019 Page 5 of 6 any other claims. The City will lease back the prop so Shorty’s may stay on site until April 30, 2020 unless they choose to vacate earlier. The City is taking the property as is, so there will be no environmental claims between the City and Shorty’s except for any potential claims that may arise from Federal CERCLA law or a state version of the same concept. Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt Resolution 2019‐156, Settlement Agreement for 121 Chestnut Street East. All in favor. Note: Resolution is not available, it will be reviewed and approved at a future meeting. Authorizing Expenditure of Funds from Tax Increment District City Administrator McCarty reviewed the resolution authorizing expenditure of tax increment from District #4 for development within District #1. The fund balance in District #4 is just over $4 million. The fund balance in District #1 is roughly $500,000. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2019‐157, Authorizing Expenditure of Funds from Tax Increment District. All in favor. ADJOURNMENT Motion by Councilmember Collins, seconded by Councilmember Junker, to adjourn. All in favor. The meeting was adjourned at 8:33 p.m. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Resolution 2019‐146, Resolution Accepting Cash Donations Resolution 2019‐147, approval of agreement with Collaborative Design Group, Inc. (Aiple Park) Resolution 2019‐148, resolution granting license to Patricia Wolf for the operation of Multi-Person Cycle Tours on City Streets in 2020 and rescinding Resolution 2018-266 Resolution 2019‐149, a resolution approving an Agreement relating to Landowner Improvements on 401 Main Street South (Case No. 2019-61) Resolution 2019‐150, designating the Stillwater Gazette and St. Paul Pioneer Press as the City’s 2020 Legal Publications and approving their respective agreements Resolution 2019‐151, approval of Agreement with Collaborative Design Group, Inc. Resolution 2019‐152, approving new Tobacco License to Two Brian’s, LLC for Brian’s Resolution 2019‐153, ordering improvement and preparation of Plans & Specifications for the 2019 Neal Avenue Improvement Project (Project 2019- 08) Resolution 2019‐154, a resolution approving a Conditional Use Permit for a Private High School at 1835 Northwestern Avenue (Case No. 2019-58) City Council Meeting December 17, 2019 Page 6 of 6 Resolution 2019‐155, adoption of City Council and Boards and Commissions 2020 Meeting Calendar Resolution 2019‐156, Settlement Agreement for 121 Chestnut Street East - Resolution is not available, it will be reviewed and approved at a future meeting Resolution 2019‐157, Authorizing Expenditure of Funds from Tax Increment District Ordinance No. 1136, an ordinance amending the zoning code to allow schools by Conditional Use Permit in the BP-I Zoning District Page 1 LIST OF BILLS Accela Inc Annual Maint 27,553.00 Ace Hardware Supplies 42.48 Action Rental Inc.Equipment rental 753.95 Advance Auto Parts Equipment repair supplies 213.69 Alliance for Innovation Membership 1,860.00 Amdahl Locksmith Inc Chris New locks 3,834.70 Aspen Mills Boots - Ballis 116.72 AutoNation Vehicle repair supplies 50.59 Axon Enterprises Cartridges 8,436.00 Baker Tilly Municipal Advisors Continuing disclosure services 3,300.00 BHE Community Solar Solar Energy 2,150.41 Blue Tarp Financial Supplies 182.96 Board of Water Commissioners WAC Charges 2,871.00 Boyer Trucks Equipment repair supplies 71.63 Brines Market Funeral deli trays 86.79 Bruchu Brian Reimburse for boots 186.95 CDW Government Inc.Computer equipment 8,425.98 Cintas Corporation Cleaning service 402.44 Cities Digital Solutions Document scanning 1,065.59 Comcast Internet & Voice 279.60 Community Thread Contributions 5,250.00 Compass Minerals America Inc Salt 10,071.46 Cornerstone Land Surveying Lily Lake Sanitary Sewer Easement 150.00 Coverall Cleaning services 540.00 ECM Publishers Publications 86.25 Electric Fire & Security Annual sprinkler & fire alarm 471.00 Emergency Response Solutions SCBA 271,767.24 Fastenal Company Equipment repair supplies 736.43 Force America Equipment repair supplies 80.07 Foundation Technologies VMware WorkSpace Device License 3,028.20 Goodyear Commercial Tire Tires 584.00 Gopher State One Call Locates 82.35 Graci Leadership Solutions LLC Supervision Program 2,500.00 Grainger Building repair supplies 259.12 Granicus Inc Qtrly web streaming service 1,733.25 Greiner Michael Reimburse for mileage 76.10 Guardian Supply Uniforms 2,756.49 H&L Mesabi Plow blades 4,180.90 Holiday Companies Vehicle washes 305.00 Hotsy Equipment of Minnesota Equipment wash supplies 729.08 International Code Council Training 640.00 ITCO Allied Engineering Co 2020 Street Project 4,445.00 Jahnke Brian Reimburse for work boots 159.99 Jefferson Fire and Safety Inc.Thermal imaging camera kit 11,400.00 Kirvida Fire Inc.Vehicle maintenance 2,278.65 Page 2 KnowBe4 Security awareness training 3,608.55 Lawson Products Equipment repair supplies 116.50 Leadership Growth Group LLC 2020 Leadership Growth Group Series 1,200.00 LeVander Gillen Miller PA Professional Services 14,244.20 Loffler Companies Computer equipment 396.00 Madden Galanter Hansen LLP Labor Relations Services 215.85 Mail Finance Folding Machine Lease 1,174.05 Mansfield Oil Company Fuel 5,143.61 Marshall Electric Company 1250 Main lift station repairs 890.00 Menards Supplies 1,337.73 Metro Emergency Managers Assn Membership 125.00 Metropolitan Council Monthly SAC 4,920.30 Mid-States Organized Crime Info Center Membership 150.00 Minnesota Paving & Materials Teddy Bear parking lot 2,811.25 MN Dept of Transportation 2019 Street Project 867.93 MN State Fire Department Assoc Membership 450.00 Modern Heating & Air Building repair charges 2,917.50 Moore Lynn Ramp Refund 148.50 Municipal Emergency Services Interceptor Hoods 5,260.29 Municode Code of ordinance pages 874.80 NAPA Auto Parts Supplies 13.49 National Fire Protection Association Membership 175.00 National League of Cities Membership 1,563.00 Office Depot Office supplies and cabinets 3,162.81 Performance Plus LLC Medical evals 2,354.00 Peterson Austin Reimburse for supplies 215.03 Playcraft Systems Prairie Park supplies 1,538.00 Primary Products Purple Nitrile gloves 105.85 Quill Corporation Office supplies 241.52 Robole Donna Reimburse for wellness supplies 218.36 Rose Floral Magnuson funeral flowers 94.94 Safe Fast Inc PVC Glove 429.60 Sand Creek Group LTD Sand Creek EAP Services 2,219.74 Satter Mike Reimburse for work boots 160.00 SEH Inc Downtown lighting study 1,597.50 Simplifile LC Filing fees 400.00 SRF Consulting Group ADA transitional plan 3,951.09 St. Croix Boat and Packet Co.Ramp cleaning 2,430.00 Stillwater Collision and Mechanical Street sweeper repair 1,830.80 Stillwater Medical Group Vaccines 290.00 Stillwater Motor Company Equipment repair charges 662.61 Streichers Supplies 730.64 TKDA Marylane drainage 513.53 Tri-State Bobcat Equipment rental & supplies 17,525.03 Truck Utilities Inc.Equipment repair supplies 728.00 Verizon Wireless Wireless service 2,942.06 Veterans Memorial Super Valu Parking 4,347.00 Page 3 VSA Inc Computer equipment 2,332.00 Walmart Community Gift cards for reserves 321.82 Wash. Cty Historical Society Contributions 3,750.00 Washington County Hazardous Waste Hazardous Waste Generator 104.59 Washington County Public Safety Radio 800 Radio user fees 9,901.98 Xcel Energy Energy 18,320.32 Youth Service Bureau Contribution 2,750.00 ZetX Training 700.00 REC CENTER 1ST Line/Leewes Ventures LLC Snacks for concessions 651.55 Advanced Sportswear Jacket with logo 192.00 AE2S Construction (EIM)Dome Project 6,479.47 ASCAP Music License 363.00 AT&T Mobility Cell phone 68.56 Becker Arena Products Equipment repair supplies 306.97 Berwald Roofing Company Inc.Dome Project 5,610.70 Canteen Refreshment Services Concession supplies 461.29 Capital City Glass Dome Project 43,496.93 Cintas Corporation Mat cleaning service 103.00 Coca-Cola Distribution Beverages for concessions 1,059.12 Comcast TV Internet & Voice 531.57 Cope Plastics Inc.Equipment repair supplies 341.28 Dalco Equipment repair supplies 958.53 Ebert Construction Dome Project 162,939.96 Grainger Equipment repair supplies (292.18) Holiday Credit Office Fuel 277.53 J.H. Larson Company Equipment repair supplies 291.56 Jaytech Inc Cooling water treatment 996.70 Life Safety Systems Equipment repair 883.00 Maritronics Ltd.Equipment repair 125.00 Menards Equipment repair supplies 262.37 Metro Sheet Metal Inc Dome Project 17,722.25 Miller Excavating Dome Project 41,319.50 Pepsi Beverages Company Beverages for concessions 668.03 Riedell Shoes Inc.Skates 536.26 SESAC Performance License Music License 460.00 St. Croix Boat and Packet Co.Arena billing 68,986.53 Summit Companies Dome Project 8,827.87 Tri-State Bobcat Equipment repair supplies 21.84 Wasche Commercial Finishes Dome Project 26,485.53 LIBRARY Ace Hardware Janitorial Supplies 268.70 Amazon Business Supplies 3,109.25 Page 4 American Button Machines Equipment 430.95 Axtell Expressions Inc Equipment 434.95 Bibliotheca Service agreement 19,661.31 Brodart Co Materials 7,939.98 CDW Government Inc.Library IT Project (Cap Reserve)3,440.76 Cintas Corporation Misc - Lib Plant 72.24 Cole Papers Janitorial Supplies 93.65 Demco Inc.Equipment 3,716.35 Folkmanis Inc Equipment - JUV 233.45 Friends of the Stillwater Public Library Friends Reimbursement - Dec Sales 350.00 Global Industrial Custodial Supplies 4,771.69 Grainger Repair Supplies 2,762.30 Johnson Controls Fire Protection LP Alarm Repairs 1,210.60 Lakeshore Learning Materials Equipment - Juv 704.19 Live Oak Media Materials - Audio (Juv)340.25 Loffler Companies Copy/Print Service: 9/26/19-12/25/19 534.18 Master Mechanical Inc.RTU1 Alarm/Relay 775.00 Menards Janitorial Supplies 66.60 Midwest Tape Materials 428.27 Minitex RFID Tags 1,205.00 Office of MN IT Services Phone - November 143.70 One23 Events LLC December 2019 Monthly Fee (SPLF)2,000.00 Paper Roll Products Supplies 188.26 Petrie Angela Staff Reimbursement 491.60 Recorded Books Inc Materials 325.97 Scholastic Inc Materials 461.62 Shelf Wiz Gary Frank Equipment 236.50 SOS Office Furniture Task Chairs 723.80 TR Environmental Consulting LLC Asbestos Testing 360.00 Uline Inc Janitorial Supplies 1,116.97 Washington County Library Q4 Overdue Notices 102.16 TO: Mayor and City Council Members FROM: Beth Wolf, City Clerk DATE: December 23, 2019 SUBJECT: 2020 Fee Schedule DISCUSSION City Council each year, reviews the Fee Schedule for the next year. Attached is the proposed 2020 Fee Schedule. The proposed adjustments in fees to the schedule are based on resolutions/ordinances adopted by City Council in 2019, the index for computing the Development fees increased 1.27%, Minnesota State Statue language for data practices was updated in 2019, and other minor language cleanup. The proposed changed are in red for easier viewing. The 2020 Fee Schedule would be effective January 1, 2020. RECOMMENDATION Staff requests that Council review and approve the proposed 2020 Fee Schedule. ACTION REQUIRED If Council concurs with the changes to the Fee Schedule they should adopt a resolution approving the 2020 Fee Schedule. RESOLUTION 2020‐ RESOLUTION ADOPTING 2020 FEE SCHEDULE NOW THEREFORE, BE IT RESOLVED that the Stillwater City Council hereby adopts the following fee schedule for 2020, effecitve January 1, 2020. I. COMMUNITY DEVELOPMENT FEES: Fee Escrow PLANNING FEES AND ESCROWS The following fees are applicable for all requests submitted to the Downtown Parking Commission, Heritage Preservation Commission, Planning Commission and/or City Council. Technology Fee $25 Appeals $50 County Filing Fee $50 Pre‐Development Applications For applications for Joint Board approval, the escrow amount will be dependent on project location, site condition and type of development. Escrow amounts listed herein are minimum requirements. Annexation Permit 0-10 acres $1,000 10+ acres $2,000 Comp Plan Amend 0-5 acres $1,000 $500 6-40 acres $2,500 $5,000 41-80 acres $5,000 $5,000 over 80 acres $7,500 $20,000 Lot Line Adjustment $25 Planned Unit Development (PUD) Concept Plan 0-5 acres $3,000 $5,000 6-40 acres $5,000 $5,000 41-80 acres $7,500 $10,000 over 80 acres $10,000 $10,000 Final 0-5 acres $1,000 6-40 acres $2,000 41-80 acres $3,000 over 80 acres $5,000 Subdivision Preliminary Plat 0-5 acres $500 + $100 per lot $2,500 6-40 acres $1,000 + $100 per lot $5,000 41-80 acres $2,000 + $100 per lot $7,500 over 80 acres $5,000 + $100 per lot $10,000 Final Plat 0-5 acres $500 6-40 acres $1,000 41-80 acres $2,000 over 80 acres $5,000 Resubdivision $250 $200 Administrative Subdivision Tax Increment Financing App. Fee $50 $5,000 2019 Fee Schedule 1/3/20 Page 2 of 13 Planning and Zoning Use Permit Applications Fee Escrow Zoning Amendment (text or map) 0-5 acres $500 $500 6-40 acres $2,500 $2,500 41-80 acres $5,000 $5,000 over 80 acres $7,500 $10,000 For applications requiring an escrow, escrow amounts are dependent on project location, site condition and type of development. This is noted as ‘TBD,’ below. Beekeeping Permit (2 year permit) $50 – Renewals without changes have no fee Chicken Keeping Permit (2 year permit) $50 – Renewals without changes have no fee Conditional/Special Use Permit Residential $200 Non-Residential $500 TBD Home Occupations Type I $25 Type II & Type III $200 Seasonal Outdoor Sales $250 Renewal with no changes $25 Renewal with changes $250 Misc. Planning and Zoning Permit Applications Fence Permit $25 Sign Permit $50 Variance Residential $200 Non-Residential $500 TBD Zoning Letter $100 Bed & Breakfast Inspection $100 Certification of Compliance $100 Use Determination $500 Legal Non-conforming Use Change $500 Tree Cutting Permit $25 Short Term Home Rental License (valid 3 years) $300 Additional Inspection (1st inspection included in licensen fee) $150 each Heritage Preservation Commission Applications Design Review Permit $25 Site Alteration Permit $25 Demolition Permit $150 Demolition Permit $150 Demolition Designation Study $5,000 Infill Design Permit $150 Designation Study $5,000 2019 Fee Schedule 1/3/20 Page 3 of 13 II.BUILDING FEES: Fee Contractor License (per year)$100 Contractor License Verification $5 Lead Certification/Verification $5 III.ENGINEERING FEES: An Escrow shall be established as indicated above to cover engineering and legal fees incurred by the City as part of the plan review. This is noted as ‘TBD,’ below. 1)The fee shall be doubled for after‐the‐fact permit applications. 2)The Uniform Building Code establishes a fee schedule for grading permits. Engineering Development Fees AUAR Single Family Multi-family/Commercial Trunk Sewer and Water Phase III Annexation Long Lake East Long Lake West Middle Trunk A Boutwell East Boutwell West Park & Trail Fee $6,283$4,553.87/acre $12,566$9,107.75/acre $18,314546.66/acre $10,293423.72/acre $15,522719.13/acre $6,542625.08/acre $14,590775.29/acre $11,274417.18/acre See Ordinance 963 Engineering Permits Grading Permit - Residential $150 $1,500 - Non-Residential $500 $5,000 Obstruction Permit (for two week period) $90 Right-of-Way Permit Fee Hole: $150.00 per hole Trench: $150.00 plus $0.40 per lineal foot of trench Boring: $150.00 plus $0.40 per lineal foot of boring Non-excavation (Obstruction): $50.00 plus $0.06 per lineal foot Extension: $25.00 plus $25.00 per week of extension Penalty: 2 times the amount of standard permit Degradation: To be calculated by City (see below for estimates) Degradation fees – homeowners are exempt on repairs to existing sewer and water services in the right-of-way. DEGRADATION FEE ESTIMATES FOR BITUMINOUS STREET: New Street - 0 to 5 years $4.00 per square foot Existing Street $2.00 per square foot Street to be reconstructed in next 5 years $1.00 per square foot DEGRADATION FEE ESTIMATES FOR BITUMINOUS PATHWAY: New Path - 0 to 5 years $1.50 x path width x length Existing Path - 5 years old to 5 year plan $1.00 x path width x length Path to be reconstructed in next 5 years $0.50 x path width x length Fee 2019 Fee Schedule 1/3/20 Page 4 of 13 Additional Engineering Charges Fee Escrow Sewer & Water Hookup Sanitary Sewer $4,43288.28/unit Water $4,43288.28/unit Public ROW or Pubic Easement Vacation $350 Small Wireless Facility $50/device $5,000 IV.FINANCE FEES: Fee Assessment Searches $25 Assessment Roll Copy (each)$25 Mowing & Snow Removal Services In addition to contractual services. One time service call or first reoccurring service call $100 Second service call and each additional reoccurring service calls $50 NSF Checks or denial of ACH Fee Maximum allowed by law. Sanitary Sewer Rates - Per Quarter First Minimum Charge $43 $54 Overage Charge $5.60 $7 Penalty/Late Fee $25 Sign and Lighting - Per Quarter Residential $8 Non-Residential Based on acreage. Storm Water Rate - Per Quarter $11.75 V.FIRE INSPECTION: Annual license for retail sales of consumer fireworks $100 Fireworks Display Permit (Pyrotechnics) (Ord. 943)$100 Automatic fire extinguishing systems 1.2% of value, $100 minimum Fire alarm systems 1.2% of value, $100 minimum Open burning permit $20 Residential daycare and foster care inspection $50 Tank removal permit $75 Yearly nuisance/false alarm fees* – Residential $0 1-2 $75 3-4 $150 5-6 $300 7-8 $400 9 + Yearly nuisance/false alarm fees* – Commercial $0 1-2 $90 3-4 $180 5-6 $360 7-8 $425 9 + *False alarm fees based on calendar year and per call basis. ____ ______ 2019 Fee Schedule 1/3/20 Page 5 of 13 VI.MISC. ADMIN FEES: Fee Prepared Maps ‐ Black/White/Blue Line As-built Drawings (11 x 17) $10 minimum or $3 per page City Map (8.5 x 11) $2 City Map (11 x 17) $2 Land Use Map (11 x 17) $4 Zoning (8.5 x 11) $2 Zoning (11 x 17) $4 Color Fee City Map (8.5 x 11) $2 City Map (11 x 17) $2 Land Use Map (11 x 17) $7 Parcel Map Available through Washington County Topographic Maps Available through Washington County Zoning (8.5 x 11) $5 Zoning (11 x 17) $7 Data Practices Requests Copies or Electronic Transmittal (black and white), 100 or fewer pages letter or legal size paper copies 25¢ for a one-sided copy 50¢ for a two-sided copy Copies or Electronic Transmittal (color/prints) per side 8.5 x 11 (1-5 pages) $2.00 8.5 x 11 (6-50 pages) $1.75 8.5 x 14 (1-5 pages) $2.50 8.5 x 14 (6-50 pages) $2.25 11 x 17 (1-5 pages) $3.00 11 x 17 (6-50 pages) $2.75 Data on CD/DVD/Flash Drive (this does not include copy costs) $15.00 Data Practices Research Deposit $300.00 Copies or Electronic Transmittal of more than 100 pages or Most Other Types of Copies – Actual cost The charge for most other types of copies, when a charge is not set by statute or rule, is the actual cost of searching for and retrieving the data, and making the copies or electronically transmitting the data (e.g. sending the data by email or via Dropbox or similar program). In determining the actual cost of making copies, we factor in employee time, the cost of the materials onto which we are copying the data (paper, CD, DVD, Flash Drive, etc.), and mailing costs (if any). If your request is for copies of data that we cannot reproduce ourselves, such as photographs, we will charge you the actual cost we must pay an outside vendor for the copies. The cost of employee time to search for data, retrieve data, and make copies is the current year Administration Secretary hourly rate. If, because of the subject matter of your request, we find it necessary for a higher-paid employee (Department Heads, Managers, Human Resources Manager) to search for and retrieve the data , we will calculate the search and retrieval portion at their rate. Note: Fee must be paid before sending any electronic data information. 2019 Fee Schedule 1/3/20 Page 6 of 13 Publications/Minutes/Agendas Fee Budget Book $25 City Code Book Unbound $100 City Code Book Bound $125 Comprehensive Plan printed & bound $75 Comprehensive Plan CD $15 Design Manual $5 Downtown Plan $10 Financial Report $50 Mailed agendas – per year $20 + Postage Mailed minutes – per year $60 + Postage Zoning Book $25 Other Services Copies (B/W) per side (8.5 x 11) .25¢ (8.5 x 14) .50¢ (11 x 17) .75¢ Copies (Color/Prints) per side (8.5 x 11) (1-5 pages) $2 (8.5 x 11) (6-50 pages) $1.75 (8.5 x 14) (1-5 pages) $2.50 (8.5 x 14) (6-50 pages) $2.25 (11 x 17) (1-5 pages) $3 (11 x 17) (6-50 pages) $2.75 Data on CD/DVD/Flash Drive copies $15 City meetings available on DVD through Valley Access Channels at 651‐430‐2921 Solid Waste, Recycling and/or Roll‐off Hauler License Fee Per Year Commercial Property (including roll-off) $300 Residential Property (including roll-off) $300 Roll-off Only $50 Liquor & Tobacco Licenses Fee Per Year On-Sale $2,887.50 On-Sale Club $446.25 On-Sale Sunday $200 Off-Sale $200 On-Sale Wine $315 On-Sale Wine w/Strong Beer $477.75 On-Sale 3.2% Malt Liquor $162.75 Off-Sale 3.2% Malt Liquor $57.25 Brewer Tap Room $500 Brewer Off-Sale $200 Brewers Tap Room On-sale Sunday $200 Consumption & Display $250 initial + $250 Payable to AGED 2 A.M. On-Sale $200 initial + $200 Payable to AGED Micro Distiller Cocktail Room $2,887.50 Micro Distiller Off-Sale $200 2019 Fee Schedule 1/3/20 Page 7 of 13 Fee Permit to Consume $35 per day Temporary Liquor License Fee (12/year on-sale) $25 per day Temporary Liquor License Fee (3.2% unlimited) $25 per day Annual Investigation (Liquor & Tobacco) $150 Initial Liquor Investigation Fee $300 Initial Tobacco Investigation Fee $250 Tobacco License $250 per year Liquor & Tobacco License Violation Appeal $100 + Hearing Officer Fee ($90 hr) Pawn Broker Fee $5,000 + $200 monthly fee for computer access charges VII. STILLWATER PARK FEES: Park Facilities (Picnic Shelters, Gazebos, Pergolas) $100 refundable damage deposit plus one of the following fees: $50/day for Stillwater city resident or $100/day for non-Stillwater city resident. Ball fields (for tournaments): $300 fee & refundable damage deposit $150 Preparation of Ball fields Lower Lily Lake field $20/game Upper Lily Lake field $15/game Public Works Field $15/game Lacrosse $20/application Football $25/application Soccer $20/application Baseball & Softball $15/game (All City Fields with the exception of Lower Lily Lake field which is $20/game) Park Open Space A $100 refundable damage deposit (i.e. weddings) - Non-Resident Fee of $50 Pioneer Park Bandshell and Lowell Park Amphitheater $100 refundable damage deposit and $125/day fee for residents and nonresidents. All groups, including not‐for‐profit groups and educational institutions must pay to use the Bandshell and Lowell Park Amphitheater (anytime). Teddy Bear Park Building Rate Schedule A $100 refundable damage deposit per floor is required plus the following: Mon‐Thurs Resident Non-Resident Non-profit Group For-Profit Group First 3 hrs. (1st floor) $50 $80 $50 $80 Add’l hour (1st floor) $15 $25 $15 $25 First 3 hrs. (2nd floor) $40 $60 $40 / $10* $60 Add’l hour (2nd floor) $10 $15 $10 / $5* $15 *Rate based on a minimum of 10 meetings per year with no food at the meeting. Fri‐Sun Resident Non-Resident Non-profit Group For-Profit Group First 3 hrs. (1st floor) $90 $160 $90 $160 Add’l hour (1st floor) $25 $45 $25 $45 First 3 hrs. (2nd floor) $70 $125 $70 $125 Add’l hour (2nd floor) $20 $35 $20 $35 2019 Fee Schedule 1/3/20 Page 8 of 13 EVENTS & SPECIAL EVENTS All groups, including not‐for‐profit groups and educational institutions must pay deposits and rental of amenities when holding any 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 $0 Special Event Application Fee $50 Special Event with Contract Application Fee $100 Event Application - Late Fee $100 Event Fees (Defined): Event Special Event Special Event With Contract No event base fee required $500 per day* Base Fee $500 per day* - subject to negotiated contract provisions. Events with Routes – No participant fee required Events with Routes – $1 per registered participant Events with Routes – $1 per registered participant $100 refundable damage deposit if using a park $1,000 Security Deposit $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. Police Services Fee Police Dept. Personnel/Officers Overtime Rate – 2 hr. Minimum Police Reserves $15 per hour – 2 hr. Minimum Fire Department Personnel Overtime Rate – 2 hr. Minimum Fire Department On-Call Personnel $15 per hour – 2 hr. Minimum Materials Barricade 4’ to 12’ Saw Horse (No Flasher) $2/barricade/each day of event Barricade 4’ to 12’ Saw Horse (With Flasher) $5/barricade/each day of event Type III Barricades $5/barricade/each day of event Drums $1/drum/each day of event Electrical use (Lowell Park) $20/per elec. box/each day of event Electrical use (Parks, except Lowell Park) $10/each day of event PD No Parking Signs $3/sign/each day of event plus labor if after normal business hours Picnic Tables $10/table/each day of event Portable toilet – Handicapped $150/event/unit Portable toilets $60/event/unit Additional Service $25/unit/service Reflective Cones $1/cone/each day of event Refuse Collection Cost of staff time. Traffic Sign on stand $2/sign/each day of event Trash Containers $8/container/each day of event VIII. PARKING FEES: DOWNTOWN PARKING RENTAL RATES ‐ PEAK SEASON (May through October) Weekday1 Weekend1 Lot 1 $15/day/space2 $15/day/space2 Lot 2 $9/day/space3 $9/day/space3 Other paved city lots $1.50/day/space4 $3/day/space4 2019 Fee Schedule 1/3/20 Page 9 of 13 Unpaved city lots $1/day/space4 $1.50/day/space4 On-street parking (except on Main St5) $9/day/space $9/day/space DOWNTOWN PARKING RENTAL RATES ‐ OFF SEASON (November through April) Weekday6 Weekend6 All lots: 3 hours or less Free - must be approved by Parking Commission Free - must be approved by Parking Commission All lots : > 3 hours $1.50/day/space $1.50/day/space On-street parking (except on Main St. 5) $3/day/space $3/day/space 1 Peak season weekday = Monday through Wednesday; Peak season weekend = Thursday through Sunday 2 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $5; >4 but <8 hours = $10; more than 8 hours = $15 3 Partial day use (or reservation) will incur only a partial day fee as follows: 0-4 hours = $3; >4 but <8 hours = $6; more than 8 hours = $9 4 This rate applies whether the space is used (or reserved) for a partial or full day. 5 On-street parking spaces cannot be reserved on Main Street. 6 Off season weekday = Monday through Thursday; off season weekend = Friday through Sunday PERMIT PARKING (Surface Lots): Fee Downtown Residental Permit parking per month per vehicle (24/7) $20 Downtown Business Permit parking per month per vehicle (no overnight parking) $20 PARKING RAMP A. Hourly Parking (Available daily, except during events) 1. Single coupon purchase1 Standard rate is $3; coupon dispensed at entrance gate. Summer weekday rate is $3. o Rate in effect May 1 to October 31. o Weekdays are considered to be Monday through Thursday at 5:00 p.m. Summer weekend rate is $5; coupon dispensed at entrance gate. o Rate in effect from May 1 to October 31. o Weekend rate begins Thursday at 5:00 p.m. and ends Sunday at 8:00 p.m. 2. Bulk coupon purchase1 Hourly parking coupons can be purchased in advance at City Hall for a discounted rate, if purchasing at least 10 of them. o A standard $3 coupon is reduced to $2.50 each. o A summer weekend $5 coupon is reduced to $4.50 each. 1 All day to 2:30 a.m. B. Contract Parking 1. Business Hour Passes1 Minimum purchase of three months is required. Valid weekdays from 6 a.m. to 6 p.m. o Pass for uncovered space (4th level) $10/month o Pass for covered space (levels 1-3) $15/month o Pass for covered reserved space $20/month After 6 p.m. hourly rates apply. 2. Extended Hours Business Passes1 Minimum purchase of three months is required. Hours vary according to type of pass: 2019 Fee Schedule 1/3/20 Page 10 of 13 o Covered reserved space - Valid weekdays to 9 pm - $23/month o Hospitality Industry pass - Valid daily to 6 am next morning - $20/month 1 $10 activation fee; $5 re-activation fee (if account goes inactive for a month or more); $5 for lost pass C. Residential Parking (No restriction on parking hours, i.e. 24/7/365) 25 residential passes available1 Minimum purchase of three months is required. o 8 year-around passes for Rivertown Commons residents. - $25/month each o 17 parking passes available to any resident of the City.2 $35/month each $25/month each (for non-reserved space) with State issued handicapped parking permit 1 $10 activation fee; $5 re-activation fee (if account goes inactive for a month or more); $5 for lost pass. 2These passes are sold on a first-come, first-served basis. No more than 25 passes can be sold at any one time. Parking before or after the permitted hours is subject to the flat fee for transient parking, or the event parking fee if applies. D. Event Parking Summer weekend Fee May 1st and October 31st 5:00 pm on Friday evening through Sunday evening at 8:00 pm Flat $5 Special Events Flat $10 Parking during events does not include overnight parking. Any vehicle parked at the event rate after 2:30 am will be subject to towing. IX. PARKING VIOLATIONS: Fee Any violation not preceded by another parking violation the prior 90 days $25 Any violation preceded by one parking violation within prior 90 days $20 Any violation preceded by two parking violations within prior 90 days $30 Added to fine if not paid within 10 business days of issuance $25 X. POLICE FEES: Fee Administrative Citation Fees (see attached) Audio Copy $15 Bicycle License $1 Dog Impound $50 Resident and Non-Resident Dog Licenses - per year $10 Resident and Non-Resident Dog Licenses Replacement Tag $5 Dog – Potentially Dangerous $50 Dog – Dangerous $200 In-house statistical computer run $25 Kennel $250 Peddler Background Check per applicant each individual or and representative $15 Police Reports $0 Special vehicle license $100 State Accident Reports $0 Video Copy $40 Police Services that DO NOT fall under Events Off-Duty Police Officers (paid directly to Officers) $50 per hr. 3 hour Minimum Police Reserves (paid directly to Reserves) $20 per hr. 3 hour Minimum 2019 Fee Schedule 1/3/20 Page 11 of 13 XI. VIOLATIONS: ADMINISTRATIVE CITATIONS Fine Stillwater City Code Animal – Wild or Dangerous Dog $200 Sec. 27-2 Animal violations $50 Sec. 27-1-5 Automobile fenders $60 Minn. Stat. §169.734 Auxiliary lights $60 Minn. Stat. §169.56 Bee Keeping Violations $50 Sec. 27-3 Brakes $60 Minn. Stat. §169.67 Building Demolition Violations $100/day Sec. 34-8 Bumpers, safeguards $60 Minn. Stat. §169.73 Certain lights permitted on old motor vehicles $60 Minn. Stat. §169.62 Chicken Keeping Violations $50 Sec. 31-514 (6) Clearance and marker lamps $60 Minn. Stat. §169.51 Composite beam $60 Minn. Stat. §169.61 Conducted on licensed premises/disorderly conduct, disorderly house, alcohol, etc. $50 Sec. 43-1 Minn. Stat. §609.72 Curfew $50 52-11 Disposal of Flammable Waste into Sewer System $100/day Sec. 29-8 Disposal of Liquid Waste into Sewer System $100/day Sec. 29-7 Distribution of light $60 Minn. Stat. §169.60 Disturbing the peace $150 Sec. 52-1 Electronic sound system/audio equipment $100 Sec. 38-3 Fail to stop at a stop sign/line $60 Minn. Stat. §169.30(b) Failure to obtain a license/registration (contractor, peddler, permit to consume (in parks), towing seasonal outdoor sales, short term home rental) $25/day Sec. 41-1, 41-4(3); 48-4; 41- 6; 41-7, 41-8(3) Failure to obtain a Liquor or Tobacco License $100/day Sec. 41-2 (3) Flares, flags, or reflectors required $60 Minn. Stat. §169.75 Garbage & Rubbish – Failure to abide Ordinance $25/day Sec. 30-1-5 Garbage & Rubbish – Improper Storage $25/day Sec. 30-1-5 Headlamps $60 Minn. Stat. §169.49 Horn, siren $60 Minn. Stat. §169.68 Identification lamps $60 Minn. Stat. §169.58 Lights for parked vehicles $60 Minn. Stat. §169.53 Lights on all vehicles $60 Minn. Stat. §169.55 Method of parking $50 Sec. 51-2 Motor vehicle noise limits $60 Minn. Stat. §169.693 Muffler $60 Minn. Stat. §169.69 Noise, noisy parties or gatherings $100 Sec. 38-2 Number of lamps $60 Minn. Stat. §169.63 Open burning or leaves $100 Sec. 23-1, subd. 10 Possession of alcohol in public $75 Sec. 52-15 Prohibited lights; exceptions $60 Minn. Stat. §169.64 2019 Fee Schedule 1/3/20 Page 12 of 13 Fine Stillwater City Code Prohibition; operating automobile with unsafe tires $60 Minn. Stat. §169.724 Projecting load; light or flag $60 Minn. Stat. §169.52 Public nuisance defined $75 Sec. 38-1, subd. 2 Public nuisances affecting health $75 Sec. 38-1, subd. 2(1) Public nuisances affecting peace and safety $75 Sec. 38-1, subd. 2(2) Public parks: hours of operation, permitted activities $50 Sec. 48-5 Public parks: prohibited acts $50 Sec. 48-2 Public urination (Ordinance 1065 – 05/06/2014) $50 Sec. 52-18 Rear lamps $60 Minn. Stat. §169.50 Rearview mirror $60 Minn. Stat. §169.70 Recreational vehicles violation $50 Sec. 51-7 Roller skates; skateboards $50 Sec. 51-8 Safety glass $60 Minn. Stat. §169.74 Short Term Home Rental 1st Verified Complaint $250 Sec. 41-8 Short Term Home Rental 2nd Verified Complaint $1,000 Sec. 41-8 Short Term Home Rental 3rd Verified Complaint $2,000 Sec. 41-8 Sign violations $75 Sec. 31-509 Slow-moving vehicle, sign required $60 Minn. Stat. §169.522 Snowmobiles $70 Sec. 51-6 Special & Conditional Use Permit Violations $250/day Sec. 31-207 Specifications for lighting and other devices $60 Minn. Stat. §169.65 Speeding (1—9 mph over limit) $60 Minn. Stat. §169.14 State Building Code Violations $100/day Sec. 33-1-4 Subdivision Ordinance Violations $100 Sec. 32-1 Swimming Pool Violations $100/day Sec. 33-2 Tire surface; metal studs $60 Minn. Stat. §169.72 Unreasonable acceleration /exhibition of speed $60 Sec. 51-3 (2) Vehicle signals $60 Minn. Stat. §169.57 Warning lights $60 Minn. Stat. §169.59 Wheel flaps on truck and trailer $60 Minn. Stat. §169.733 Windshield $60 Minn. Stat. §169.71 Winter parking; snow emergencies $50 Sec. 51-5 Zoning Ordinance Violations $100/day Sec. 30-102 ALCOHOL VIOLATIONS *Look back period for multiple offenses is no more than 5 years 1st Offense 2nd Offense 3rd Offense* 4th Offense After hours display or consumption of alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation After hours sales of alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation Commission of a felony related to the licensed activity Revocation N/A N/A N/A 2019 Fee Schedule 1/3/20 Page 13 of 13 1st Offense 2nd Offense 3rd Offense* 4th Offense Failure to take reasonable steps to stop person from leaving premises with alcoholic beverages 3 day Suspension 6 day Suspension 9 day Suspension Revocation Illegal gambling on premises 3 day Suspension 6 day Suspension 9 day Suspension Revocation Refusal to allow City Inspectors or Police admission to inspect premises 5 day Suspension 15 day Suspension Revocation N/A Sale of Alcoholic Beverages while license is under suspension Revocation N/A N/A N/A Sale/purchase of alcoholic beverages to/by underage person $500 $750 + 3 day Suspension $1,000 + 9 day Suspension Revocation Sales of alcoholic beverage to obviously intoxicated person $500 $750 + 3 day Suspension $1,000 + 9 day Suspension Revocation TOBACCO VIOLATIONS *Same licensed premises within 24 month period. 1st Offense 2nd Offense* 3rd Offense* Refusal to allow City Inspectors & Police admission to inspect premises $75 $200 $250 and Revocation Sale/purchase to/by underage person $75 $200 $250 and Revocation Unlawful Self Service Sale $75 $200 $250 and Revocation Unlawful Vending Machine $75 $200 $250 and Revocation All other tobacco violations $75 $200 $250 and Revocation XII. ST. CROIX VALLEY RECREATION CENTER RATES: Hourly Rates: Prime Time Non‐Prime Time Summer Ice Rec Center Ice $205/hour $160/hour $160/hour Lily Lake Ice $200/hour $160/hour $160/hour Full Field Hours $300/hour $200/hour $200/hour Half Field House $200/hour $175/hour $175/hour Outdoor Field $20/hour $20/hour $20/hour Other Rates: Open Skating $5/child $6/adult Open Field $5/child $6/adult - Adopted by the Stillwater City Council this 7th day of January 2020. Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk RESOLUTION 2020- DESIGNATING A RESPONSIBLE AUTHORITY AND ASSIGNING DUTIES IN ACCORDANCE WITH THE STATE OF MINNESOTA DATA PRACTICES STATUTE WHEREAS; Minnesota Statutes, Section 13.02, Subd. 16, as amended, requires that the City of Stillwater appoint one person as the Responsible Authority to administer the requirements for collection, storage, use and dissemination of data on individuals, with the City; and WHEREAS, the Stillwater City Council shares concern expressed by the Legislature on the responsible use of all City data and wishes to satisfy this concern; and WHEREAS, the City Council has appointed an administratively qualified Responsible Authority as required by the statute in the past; and WHEREAS, the Stillwater City Council wishes to update the appointment for 2020. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Stillwater appoints J. Thomas McCarty, City Administrator, as the Responsible Authority for the purposes of meeting all requirements of Minnesota Statutes, Chapter 13, as amended, and with rules as lawfully promulgated by the Commissioner of Administration as published in the State Register. BE IT FURTHER RESOLVED, as follows: 1. To ensure that all individual data is available to the Responsible Authority and Data Compliance Officer all personnel, background investigation (raw and summary data), training, disciplinary and medical files shall be retained in a secure location as deemed appropriate by the Responsible Authority (City Administrator) and Data Compliance Officer (City Clerk). 2. That the Responsible Authority shall require the requesting party to pay the actual cost of making, certifying and compiling copies and of preparing summary data. Adopted by the City Council of the City of Stillwater this 7th day of January 2020. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk RESOLUTION 2020‐ DESIGNATION OF DEPOSITORIES FOR 2020 BE IT RESOLVED, by the City Council of the City of Stillwater, Minnesota, that the following is hereby designated as an City depositories for the year 2020: Edward Jones Lake Elmo Bank MidWest One Minnesota 4-M Investment Fund Oppenheimer Raymond James U.S. Bank Wells Fargo Advisors Wells Fargo Securities Adopted by the City Council this 7th day of January, 2020. Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk MINNESOTA LAWFUL GAMBLING LG214 Premises Permit Application Annual Fee $150 (NON-REFUNDABLE) REQUIRED ATTACHMENTS TO LG214 Mail the application and required attachments to: Minnesota Gambling Control Board 1711 West County Road B, Suite 300 South Roseville, MN 55113 Questions? Call 651-539-1900 and ask for Licensing. 1.If the premises is leased, attach a copy of your lease. Use LG215 Lease for Lawful Gambling Activity. 2.$150 annual premises permit fee, for each permit (non-refundable). Make check payable to "State of Minnesota." ORGANIZATION INFORMATION Organization Name: _______________________________________________ License Number: _________________________ Chief Executive Officer (CEO) ________________________________________ Daytime Phone: __________________________ Gambling Manager: ________________________________________________ Daytime Phone: __________________________ GAMBLING PREMISES INFORMATION Current name of site where gambling will be conducted: ____________________________________________________________ List any previous names for this location: ____________________________________ _________________________________ _________________________________ Street address where premises is located: ______________________________________________________________________ (Do not use a P.O. box number or mailing address.) City: OR Township:County: Zip Code: Does your organization own the building where the gambling will be conducted? ___ Yes ___ No If no, attach LG215 Lease for Lawful Gambling Activity. A lease is not required if only a raffle will be conducted. Is any other organization conducting gambling at this site? ___ Yes ___ No ___ Don't know Note: Bar bingo can only be conducted at a site where another form of lawful gambling is being conducted by the applying organi- zation or another permitted organization. Electronic games can only be conducted at a site where paper pull-tabs are played. Has your organization previously conducted gambling at this site? ___ Yes ___ No ___ Don't know GAMBLING BANK ACCOUNT INFORMATION; MUST BE IN MINNESOTA Bank Name: ______________________________________________ Bank Account Number: _____________________________ Bank Street Address: ________________________________ City: ____________________ State: MN Zip Code: _____________ ALL TEMPORARY AND PERMANENT OFF-SITE STORAGE SPACES Address (Do not use a P.O. box number): City: State: Zip Code: ____________________________________________________ _____________________________ _____ ____________ ____________________________________________________ _____________________________ _____ ____________ ____________________________________________________ _____________________________ _____ ____________ 6/15 Page 1 of 2 MN MN MN LG214 Premises Permit Application ACKNOWLEDGMENT BY LOCAL UNIT OF GOVERNMENT: APPROVAL BY RESOLUTION CITY APPROVAL for a gambling premises located within city limits COUNTY APPROVAL for a gambling premises located in a township City Name: _________________________________________ Date Approved by City Council: _________________________ Resolution Number: __________________________________ (If none, attach meeting minutes.) Signature of City Personnel: __________________________________________________ Title: ________________________ Date Signed: __________ County Name: _________________________________________ Date Approved by County Board: __________________________ Resolution Number: _____________________________________ (If none, attach meeting minutes.) Signature of County Personnel: _____________________________________________________ Title: ________________________ Date Signed: _____________ TOWNSHIP NAME: ______________________________________ 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, the Board or its agents, and the commissioners of revenue or public safety and their agents may enter and inspect the premises. 2.The Board and its agents, and the commissioners of revenue and public safety and their agents, are authorized to inspect the bank records of the gambling account whenever necessary to fulfill requirements of current gambling rules and law. 3.I have read this application and all information submitted to the Board is true, accurate, and complete. 4.All required information has been fully disclosed. 5.I am the chief executive officer of the organization. 6.I assume full responsibility for the fair and lawful operation of all activities to be conducted. 7.I will familiarize myself with the laws of Minnesota governing lawful gambling and rules of the Board and agree, if licensed, to abide by those laws and rules, including amendments to them. 8.Any changes in application information will be submitted to the Board no later than ten days after the change has taken effect. 9.I understand that failure to provide required information or providing false or misleading information may result in the denial or revocation of the license. 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 form (and any attachments) will be used by the Gambling Control Board (Board) to determine your organization’s qualifications to be involved in lawful gambling activities in Minnesota. Your organization has the right to refuse to supply the information; however, if your organization refuses to supply this information, the Board may not be able to determine your organization’s qualifications and, as a consequence, may refuse to issue a permit. If your organization supplies the information requested, the Board will be able to process your organization’s application. Your organization’s name and address will be public information when received by the Board. All other information provided will be private data about your organization until the Board issues the permit. When the Board issues the permit, all information provided will become public. If the Board does not issue a permit, all information provided remains private, with the exception of your organization’s name and address which will remain public. Private data about your organization are available to: Board members, Board staff whose work requires access to the information; Minnesota’s Department of Public Safety, Attorney General, Commissioners of Administration, Minnesota Management & Budget, and Revenue; Legislative Auditor, national and international gambling regulatory agencies; anyone pursuant to court order; other individuals and agencies specifically authorized by state or federal law to have access to the information; individuals and agencies for which law or legal order authorizes a new use or sharing of information after this notice was given; and anyone with your written consent. This form will be made available in alternative format, i.e. large print, braille, upon request. Local unit of government must sign. 6/15 Page 2 of 2 An equal opportunity employer Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 445 Minnesota Street, Suite 222, St. Paul, MN 55101 651-201-7500 Fax 651-297-5259 TTY 651-282-6555 APPLICATION ANO PERMIT FOR A 1 DAV TO 4 DAV TEMPORARY ON-SALE LIQUOR LICENSE Name of orga nization Date or~anized Tax exem~tnumb1:. .__j S=---<-t.:b,.;..,.;,;\ 1.U_a:..__,le"'"'"r-_C_~..:;...;..;__~.:...::~:;;;....:?,(" __ o::...c..f::__,(,g-=-i.vn-'-'-'-'-'rr<:0....:.-'__,,c....._-e __ ___,lj .._ ·""'-17 /_l.__~___,.J~J _f _ ___.l I 1/ I -/CJ 10S/ tX Address City State Zip Code I aca ~tnu± S"rtree-l-c~~ ~ d-0--t II.----Sh-_-l-l~-k-r--,I _I ~~---,-,-,----·!._~I -=-~-...... Q3-:g:-o}:== Name of person making application Business phone Cell 1-1-eme"phone l,__,B~V'V'-'--'----;i\J.-~<Th.__,._._,r:e-=---e-=-cl;...__ _________ ____.l I &'57 ~3 tG -onb I l.--lP-51---'--L-f-11-t>--15_1_5_~___, Date(s} o~ent Type oforganization .:J Microdistillery :::J Small Brewer ~l,...=Ja===l'.\==1=8':==: =a..Q===o)==O============================I D Club :::J Charitable L Religious ~ther non-profit Organization officer's name City State Zip Code ._I ......,,.~_b"'-'-';'°.______,.~~---"--'-=~-----~I ISo~o-te r II (nf\.j 1.-1 ™--cl--. Organiz ation officer's name ::S City State Zip Code I II 1=1 ====J Organization officer's name City State Zip Code ~---~------'I II l,-"-1 -~ Orga nization officer's name City State Zip Code ~---------" r-'I ----~I .----I -----.I ......-:--I -~ Location where permit will be used. If an outdoor area, describe rovide the carrier's name and amo·unt of cove ra e. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITIING TO ALCOHOL AND GAMBLING ENFORCEMENT CityofStillwater City or County approvingthe license Date Approved $25/day = Fee Amount Permit Date bwolf@ci.stillwater.mn.us Date Fee Paid City or County E-mail Address 651-430-8802 City or County Phone Number Signature City Clerk or County Official Approved Director Alcohol and Gambling Enforcement CLERKS NOTICE : Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event. ONE SUBMISSION PER EMAIL, APPLICATION ONLY. PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CllY /COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SENT BACK VIA EMAIL E-MAIL THE APPLICATION SIGNED BY CITY/COUNTY TO AGE.TEMPORARVAPPLICATION@STATE .MN.US Registration Event Tent portable toilet * Learn to curl* Competiton Bonspiel sheets Food Truckfood truck * fun run loop * burning of greens * hose PLANNING REPORT TO: City Council CASE NO.: 2019-64 REPORT DATE: December 30, 2019 MEETING DATE: January 7, 2020 Planning Commission: December 19th, 2019 APPLICANT: City of Stillwater LANDOWNER: Fairway Dev LLC REQUEST: Consideration of a Zoning Map Amendment (ZAM) to rezone the property to RA – One Family Residential zoning district. LOCATION: 602-608 Heritage Place (Lots 1-7, Block 1, and Outlot A, Heritage Ridge) ZONING: RB, Two Family Residential REPORT BY: Abbi Jo Wittman, City Planner REVIEWED BY: Bill Turnblad, Community Development Director BACKGROUND On September 5, 2017 the City Council adopted Resolution No. 2017-163 approving a preliminary plat (CPC Case No. 2017-14) for Heritage Ridge (formerly known as Hazel Place). A condition of approval was that “the entire property shall be rezoned to RA – One Family Residential prior to the issuance of a building permit”. The Heritage Ridge final plat (CPC Case No. 2018-45) was approved on August 21, 2018 with the City Council’s approval of Resolution No. 2018-180. On December 19, 2019 the Planning Commission held a public hearing regarding Zoning Map Amendment to rezoning Heritage Ridge properties to RA – One Family Residential. SPECIFIC REQUEST Consideration of a Zoning Map Amendment (ZAM) to rezone Heritage Ridge properties [602- 608 Heritage Place (Lots 1-7, Block 1, and Outlot A, Heritage Ridge)] to RA – One Family Residential (RA). REQUEST ANALYSIS Prior to approving a rezoning, the Council must find that: Case No. 2019-64 Page 2 of 3 The public necessity, and the general community welfare are furthered; and That the proposed amendment is in general conformance with the principles, policies and land use designations set forth in the comprehensive plan. Though there is no formal definition in the City Code, the intent of the RA district is to outright allow for single family residences and their accessory uses. The district is generally reserved for single living units and not for multiple families or commercial ventures. When the property was proposed for redevelopment in 2017/2018, concern was raised regarding the existing two-family land use allowance. Concerns were two-fold: First, Heritage Place is a cul-de-sac located off of the dead-end Hazel Street West. The City limits the length of cul-de-sacs and dead-end roads to help reduce the amount of residents impacted in a public safety emergency. New properties in this neighborhood will result in additional residents. By reducing the total density of the development, the city is assured a lesser number of residents would be impacted in event Hazel Street West and/or Heritage Place access are blocked for any reason. Second to that is the fact that the predominant land use within one-quarter mile of Heritage Ridge is single family residential. The allowance of multiple families on these lots was determined to be inconsistent with the prevailing neighborhood development pattern. During the review of the preliminary and final plats the Planning Commission and City Council directed staff to incorporate the low-density land use requirement into the updated comprehensive plan. On November 5, 2019 the City Council adopted the 2040 Comprehensive Plan by approving Resolution No. 2019-129. The 2040 Comprehensive Plan guides those properties on Heritage Place for Low Density Residential Development. The RA – One Family Residential zoning district is consistent with the future land use map’s Low Density Residential (LDR) designation. LDR is defined as having a density of 1-4.4 units per acre. The RA district, with one quarter-acre lots, is consistent with the updated Comprehensive Plan. Therefore, the propose Zoning Map Amendment is consistent with the principles and policies set forth in the existing and draft Comprehensive Plans. ALTERNATIVES A. Approval If the City Council finds the proposal to be consistent with the provisions of ZAM, the Council should approve the attached Ordinance. B. Table If the City Council finds that the application is not complete enough to make a decision, it could continue the review for additional information. C. Denial If the City Council finds the proposal, or a portion thereof, is not consistent with the provisions of the ZAM regulations, the Council may deny the attached Ordinance. The Ordinance should indicate a reason for such decision. FINDINGS AND RECOMMENDATION Case No. 2019-64 Page 3 of 3 As noted, it is a public necessity to ensure land uses are consistent with, or compatible to, their surroundings. More so, however, it is a public necessity to limit the amount of residents potentially affected in public safety situations. With the Heritage Place cul-de-sac located at the end of the dead-end Hazel Street West, less dwelling units will result in less residents impacted in a public safety situation. Staff finds the general community welfare will be furthered by rezoning the properties in Heritage Ridge. Additionally, staff finds the proposed rezoning to be consistent with the 2040 Comprehensive Plan. Therefore, both the Planning Commission and staff recommend the Council move to approve the attached Ordinance, rezoning of 602-608 Heritage Place to RA – Single Family Residential. Attachments: Site Location Map Ordinance 2020 cc: Sterling Black, Fairway Dev LLC (via email) 14383 600 14411 2004 602 604 2012 500 311 2001 4052005 2008 303 603 404 402 606 605 607 312 608 318 317321 1904 1912 µ 0 250 500125Feet General Site Location Site Location Map ^ Heritage Ridge Parcels ORDINANCE 2020 AN ORDINANCE AMENDING THE STILLWATER CITY CODE CHAPTER 31, ENTITLED ZONING ORDINANCE, BY AMENDING THE ZONING MAP OF THE CITY TO REZONE CERTAIN PROPERTY WITHIN THE RB – TWO FAMILY RESIDENTIAL DISTRICT BY ADDING THEM TO THE RA – ONE FAMILY RESIDENTIAL DISTRICT The City Council of the City of Stillwater, Washington County, Minnesota, does ordain: Section 1. The zoning of the subject properties, location of which are legally described as: Lots 1-7, Block 1, Heritage Ridge Outlot A, Heritage Ridge is hereby amended to RA, One Family Residential. This proceeding is known as Planning Case No. 2019-64. Section 2. This Ordinance shall be in full force and effect from and after publication according to law. Section 3. In all other ways the Stillwater City Code shall remain in full force and effect. Adopted by the City Council this 21st day of January, 2020. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk PLANNING REPORT TO: City Council CASE NO.: 2019-71 REPORT DATE: January 2, 2020 MEETING DATE: January 7, 2020 APPLICANT: Gordon Skamser Jr. representing Norman Quacks LANDOWNER: Valley Ridge Holdings, LLC REQUEST: Consideration of an appeal of HPC 2019-21, a Design Permit for the modification of a multi-tenant sign plan, and CPC 2019-46, for a Variance to the sign code LOCATION: 1400 (1570) Frontage Road West COMPREHENSIVE PLAN: Highway Mixed Use DISTRICT: Base: BP-C, Business Park - Commercial Overlay: West Stillwater Business Park REPORT BY: Abbi Jo Wittman, City Planner INTRODUCTION Gordon Skamser Jr. of Norman Quacks installed four exterior signs on his tenant space at Valley Ridge Mall without approved sign permits. Norman Quacks Signage, 2019 Case no. 2019-71 Page 2 Summarizing the issues: City Code Section 31-509, Subd. (2) indicates “A wall sign may not project higher than the parapet line…or 20 feet as measured from the base of the building wall to which the sign is affixed, whichever is lower”. Valley Ridge Mall is 18.5’ tall from the parking lot grade to the top of the roof; parapets extend to 22’ tall from ground grade. The duck and “Eat” signs extends higher than the parapet and are situated greater than 20’ in height. City Code Section 31-509, Subd. 8(4) indicates “[w]here a principal building is devoted to two or more uses, the operator of each use may install a wall sign upon each share of the building. A sign plan must be submitted for the entire building that shows the location, sizes, types and elevations of all signs…The signs are subject to the following restrictions: i. All signs must be visually consistent in location, design and scale.” The first approvals for signage at Valley Ridge Mall occurred in 1987 when the City issued a variance for multiple signage on the property. The existing Valley Ridge Mall sign plan was approved by the Heritage Preservation Commission in 2013. The approved sign plan does not allow this tenant space to: a) have three signs on the South elevation, facing HWY 36 (only one is allowed); b) have a sign in excess of 3-3.5’ in height (the neon duck is 10 feet tall and the “Eat” sign is 6 ¼ feet tall); c) allow for greater than 75 square feet of signage (130 square feet of signage was installed; d) allow for signage on this corner feature of the building; nor e) have neon signs. City Code Section 31-509, Subd. (h) and (j) indicate: o “All signs must be compatible with the building and neighborhood where located” o “A sign must not obscure architectural features of a building” To gain compliance with the City Code, the applicant applied for certain requests from both the Planning and Heritage Preservation Commissions to allow for the nonconforming signage to remain in place. Both bodies denied the applicant’s requests through the approval of Commission Resolutions in December, 2019. Copies of the respective Commission’s meeting minutes and Resolutions are attached for review. SPECIFIC REQUEST Consideration of: 1. Variance. A Variance to City Code Section 31- 509, Subd.(2) to allow an existing, Duck and arrow signs on 23’ tall wall, as measured from base of patio. Case no. 2019-71 Page 3 nonconforming sign to extend higher than the parapet and be situated greater than 20’ in height. 2. Design Permit. An amendment to Design Permit 2013-42 to allow Norman Quacks: a. Three signs on the South elevation, where only one is permitted, for a combined square footage of 130 square feet 1 where 75 square feet is permitted; b. Two signs to exceed 3-3.5’ in height 2; c. To place two signs on an architectural feature of the building; and d. To have two signs that use neon bulbs. ANALYSIS City Code Section 31-509, Subd. 1 indicates “Signs have an impact on the character and quality of the environment. They attract or repel the viewing public and affect the safety of vehicular traffic….Signs must be kept within reasonable boundaries consistent with the objectives and goals of the community to retain its special character and economic advantages which rest in part on the quality of its appearance...” City Code Section 31-209, Design Permits, requires the HPC to review multi-tenant sign plans for conformance with adopted standards and guidelines. However, neither the City Code nor the West Stillwater Business Park Plan have standards and guidelines for the review of multi-tenant sign plans. The following standards have been developed for outdoor advertising: “The number, location, color, size, height, lighting and landscaping of outdoor advertising signs and structures in relation to the creation of traffic hazards and the appearance and harmony with adjacent development”. 1 ≈ 40 s.f. “Norman Quacks” flat panel sign plus 80 s.f. duck and 10 s.f. arrow = 130 square feet 2 The duck is 10’ in height whereas the “Eat” sign is 6.25’ in height Duck and “Eat” sign details on corner feature of the building. Case no. 2019-71 Page 4 While the Heritage Preservation Commission was favorable to the use of neon along the Highway 36 corridor, they were not favorable to the placement of the neon signs above the traditional sign band area and on the corner of the building, whether or not the corner was a significant architectural feature. While they discussed this tenant space may be more unique than others within the building, they determined the proposed signage was inconsistent with the overall design of signs on this multi-tenant building and not in harmony with adjacent development. A variance may be granted when the applicant establishes that there are “practical difficulties” in complying with the Zoning Code. A practical difficulty means that the property owner proposes to use the property in a reasonable manner not permitted by the Zoning Code; the plight of the landowner is due to circumstances unique to the property not created by the landowner; and the variance, if granted, will not alter the essential character of the locality. Economic considerations alone do not constitute a “practical difficulty” At the request of the applicant, the Planning Commission denied the variance request, citing the request had not established practical difficulty as: The height of the sign is not in harmony with the Zoning Code. The sign does not fit with the surroundings; allowing it to exist would alter the essential character of the building and neighborhood. The applicant has indicated the plight is due to circumstances created by the applicant. The Planning Commission further stated the granting of the variance could set a precedent for other businesses. When analyzing the approved sign plan and the standards set forth for the granting of a variance, staff has found one alternative that may be reasonable. A mall entrance is located within close proximity to this tenant space on the sign plan’s South Elevation Zone D. The sign plan allows for the South Elevation Zone D to have one (1), 5.5’ by 12.75’ sign, 70 square foot sign. The relocation of 80 South Elevation Zone D Potential Signage Location (70 s.f. maximum permitted) Case no. 2019-71 Page 5 square foot duck to this designated sign area would be more in conformance to the approved sign plan as: One sign is permitted to be located in this area; The duck would only be 10 square feet greater than what is permitted; Though in excess of 20’, the placement would not obscure an architectural feature, if located on the cream, flat-panel area. The applicant is not favorable to this sign location as the sign would be placed above the mall entrance, which could direct patrons into the mall opposed to their tenant space. POSSIBLE ACTIONS The City Council has the following options: A. Approve the requested Variances and Design Permit amendment with or without conditions. B. Deny the requested Variances and Design Permit amendment, directing staff to bring back a Resolution at the next regularly-scheduled meeting. C. Table the request for additional information. Under any scenario where the duck and arrow signs are removed from their existing wall space, a condition of approval should be that the wall holes be patched as to prevent water intrusion and painted to match the existing wall surfaces. FINDINGS AND RECOMMENDATION Staff acknowledges the duck and arrow signs are unique and draw attention to this unique tenant space. However, permission to allow them could set precedent that illegally installed signage is okay and that any tenant in a multi-tenant building can alter the multi-tenant sign plan to conform to their individual desires. The overall size and placement of the duck and arrow signs require variances to the Zoning Code, significant alteration to the approved sign plan, and an outright disregard for design standards set forth in the City Code. The combination of these factors lend staff to believe the signs do not fit in this location on this building. When coupled with the fact that the “practical difficulty” requirement of City Code Section 31-208 has not been met, staff finds the request to be in excess of reasonable and recommends denial of the Variance and Design Permit amendment requests. That said, if the Council and applicant were favorable to the relocation of duck to the entrance wall sign area, then the Council could move to approve a Variance to the height and the Design Permit amendment to increase the South Elevation 2 Zone D aggregate square footage to 80 square feet and allow for the use of neon on the building. Case no. 2019-71 Page 6 Attachments: Site Location Map Appeal Letter (2 pages) Proposed Signage Details (3 pages) Design Permit 2013-46 Approved Sign Plan (4 pages) Planning Commission Resolution 2019-1 Planning Commission Minutes (11/27/2019) Heritage Preservation Commission Resolution 2019-1 Heritage Preservation Commission Minutes (9/18/2019 and 11/20/2019) cc: Gordon Skamser Jr. Francis Skamser Lewis Alon Ventura NORTHWESTERN AVENUEWEST FRONTAGE ROAD 60TH STREET NORTHNORTHWESTERN AVENUEINDUSTRIAL BOULEVARDINDUSTRIAL1570 1719 1875 2000 1826 1990 1835 2000 1815 1200 1809 1700 1715 1750 1600 13747 1770 1970 5951 1395 1950 1719 5950 5990 1951 13951 1396113625 13971 µ 0 275 550137.5 Feet General Site Location Site Location 1400 (1570) Frontage Rd W ^ From:Francis Skamser To:Abbi Wittman; Jenn Sundberg Cc:Dad Subject:Appeal Letter to Stillwater City Council - Norman Quacks Date:Thursday, December 05, 2019 10:11:55 PM Hello, We submit the below letter as an official appeal to be considered by the City Council. A check can be dropped off either tomorrow (Friday) or Monday. Please let us know if there is anything else we should provide. ++++ An Appeal to the Honorable City Council of Stillwater Norman Quacks | Gordon Skamser Jr. 1400 W. Frontage Road | Stillwater, MN 55082 December 5, 2019 Mayor Kozlowski and Council Members | City of Stillwater Delivered via email: Abbi Wittman, Jenn Sundberg Dear Mayor and Members of the Council, I am writing on behalf of Norman Quacks. We are excited to be doing business in the City of Stillwater and appreciate your leadership. As you may already know, Norman Quacks is seeking approval for a sign that does not comply with the current city code and policy. The desired sign is not compliant in these main areas: 1. The sign extends to the top most corner of the extended parapet on the roof. 2. The sign is 5 square feet more than the total aggregate square footage originally slated in the mall’s sign plan. 3. The sign’s dimensions are not consistent with the preferred dimensions originally slated in the mall’s sign plan. Albeit inadvertently, the ordinances and policies intended to protect Stillwater’s historic character and broader public interest have, in this case, resulted in a false- positive and are inappropriately restricting the creativity of the business as well as dis- incentivizing economic development goals outlined in the city’s 2040 Comprehensive Plan. As a long-term tenant, quality employer and vibrant contributor to the future of Stillwater we would like to share what we think are vital and compelling reasons why the ordinances ought to be modified to support signs like ours in the West Business Park district. And, in order to appear on your agenda we were advised to exhaust the options available including applying to your commissions to grant exceptions. The Heritage Preservation Commission and the Planning Commission have denied our requests for approval of the sign. Please consider this letter as an appeal to the denials. Though, our appeal is not made against the decisions of those bodies, since they were sound judgments based on existing ordinances. Rather, we respectfully request that the Council update the relevant sign regulations such that acceptable and reasonable signage for a business is not mistakenly prohibited along with the kind of signs that ought to be intentionally prohibited. We look forward to making our case to the Council at the soonest possible opportunity. Thank you, Gordon Skamser Jr. Norman Quacks Stillwater | Forest Lake (651) 252-5273 ++++ Thank you, Franny Skamser Lewis 651-468-7658 AMENDED SIGN PLAN PROPOSALColor Gttil • I kH•O I :ir::NE-.0. . 0 P\/!1 EJEYU ·? I m-o I Mil-• D*-C !:mre.w.15131*;! Oetlf~'IOE>..-.:,QNC--.,_ cnor-, s..,-""ptj s .... (L,rw Hich AC'IOSY Norman Quacks Duck Sign 8' x 1 O' -80 square feet South Elevation -Zone B 11·-e ijf ff •M@@•I customer : Norman Quacks -stillwater . irl'ni·t ----·---lll:JS~~ ;y • sign to be mounted to bldg with 2" x 2" xl/4" angle clips lag bolted to bldg with 1/2" lag screws and shiel s( 6 locaf ons) 1 6" 0 0 ouo 0 0 0 0 11'-6" 10' 0 0 0 0 8' 34" ijfff•@j;ij,U•i customer: Norman Quacks -stillwater 75" • aluminum fabricated 10" deep cabinet contour shaped welded construction • Sign to have vinyl applicated graphics to match logo • Neon Outline to follow shapes to Match and Highlight the graphic • whole structure/ cabinet lo have clear polycrabonate face to protect neon • aluminum fabricated cabinet 1 O" deep contour shaped welded construction • Arrow sign painted red • Arrow to have individual alum channel letters 5" deep with yellow acrylic faces mounted to metal arrow • Arrow to have individual led light bulbs to follow contour of arrow . i.d'ni·t -~~~~ DESIGN REVIEW PERMIT Heritage Preservation Meeting Date: 8/5/2013 ActionNote: Description of Project: Design review of store front and signage Applicant(s): Jesse Hamer, Applicant Kriss Novak South Metro Centers V LLC, Owner Project Address: 1250 Frontage Rd, Stillwater, MN 55082 Property ID No.: 3203020440016 Zoning District: BP-C Conditions of Approval: A. Fac;ade Improvement. ORIGINAL Case No.: DR/2013-42 HPC Meeting: 8/5/2013 Approved 7-0 1. The design permit shall be valid for all exterior facades of the structure. In the event the Community Development Director determine substantial alterations are proposed for future phases of facade renovation, staff shall bring the proposed modifications before the HPC for design review. 2. The multitenant master sign shall not exceed 120 square feet. 3. Overall lighting shall be directed down and shielded from adjacent properties or roadways. B. Master Sign Plan-Wall Signage: 1. The Master Sign Plan shall be amended to include the signage allotted on the Free-standing sign. The Plan shall outline tenants eligible to place temporary banners on the sign. 2. All signs are required to receive review and approval by the City prior to installation. 3. Changes to the Master Sign Plan shall be reviewed and approved by the Heritage Preservation Commission. C. Freestanding Signage: 1. A landscaped area equal to twice the sign area, comprised of bushes or flowers, shall be provided around the base of free standing sign. This landscaped area shall be reviewed and approved by staff. 2. Sign permit applications shall be submitted for review and approval by the City for the two sign cabinets in the freestanding sign. 3. All revisions to the approved plan shall be reviewed and approved by the HPC. D. Office Max Signage: 1. The West Elevation signs shall not exceed the maximum allowable signage permitted in the Master Sign Plan. 2. The cabinet sign shall be similar in nature to the wall-mounted signage. Substantial alterations to the design shall require design review by the HPC. 3. No additional signage may be permitted for this business. We accept the conditions of this permit. We understand that any changes from these plans must be resubmitted for proval. epresentative Date Date A design review permit is granted pursuant to the zoning ordinance and is not a substitute for a building permit. The City Building Official issues a building permit after approval of the plans and payment of the building permit fee and state surcharge. This design review permit will be null and void if the project that is permitted by this permit is not completed within two years from the date the permit is granted. o Wl!SI EllVffl-1 9W11ilEVelPrt· I I m.ol -----------------------, ' mt ,-iiS13N1G! IOff IE.f'Cll10lmll'fNlW D&MOl8Mlll-.,. IJ~ ~CF96111'GI: -'IIMl"Oti '"I-..:.rt' ~IHQWN. ....,_$~~,E ccu>,, {l'oP.IJU:XlO) : mlLlt'.,cJIWIIA Colo1· Guild D D o:;>c.QLI Mo11m1c Moon 7271\V c:o.o.i Scotch YeBow (Low Hide) 72 74D IXl(IM Sen,nc.,li SIUl (Lew Hide) ACIOSY ra~ r · • •••• ••• • •• •• •• •••• •••• l. ::~ · ·· ·· ·· · ····, ' : ' I ' : ----------------------------------------------------· ZONE ·C -f m z )> z -tm (I)>< -::I: G)-zOl )>-f G)m m• N <.,J 0 z m (I) EXHIBIT E SIGNAGE CRITERIA 1. Valley Ridge exterior signage shall consist of store identification only. Copy shall be restricted to the Tenant's proper names and major product or service offered. Corporate logos, emblems shields and similar identifying devices shall be permitted provided they are confined within the signage panel. 2. All signs shall be located in the designated sign band area assigned by the Landlord. 3. All signage is to consist of individual illuminated letters or illuminated by direct light source. Fixture(s) is subject to owner's review and approval. Minimum letter height to be 10". 4. Neon must be double-row for even illumination. 5. All neon must have 30 M.A. transformers. Argon gas (white, blues, and greens) must have 60 M.A. transformers. 6. All signs must have an equal margin on each side of their allotted sign band relative to the size of the overall size. 7. All letters must be constructed of aluminum. Sides may be painted to match the letter face. 8. Letters faces shall consist of 3/16" Plexiglass, Lexan or equivalent material. Color and font choices by Ten ant. 9. All letters must be constructed to U.L. standards and must be U.L. approved. 10. All Signs for each Tenant will be properly maintained. 11. In lieu of backlit lights referenced above, Tenant may utilize similar signs which are not backlit but externally lighted with acceptable gooseneck or similar exterior lights. 12. The following is not permitted and is expressly prohibited: a. Signs with exposed neon, fluorescent tubing or exposed lamps. b. Signs with flashing, blinking, moving, flickering, animated, audible effects or types. c. Printed signs on storefronts or windows. Exceptions are professionally manufactured temporary signs, subject to owner review and approval. Owner to determine temporary time period. d. Paper signs, stickers, banners or flags. Exceptions are professionally manufactured temporary signs, subject to owner review and approval. Owner to determine temporary time period. Exhibit E-1 e. Exposed sign illumination or illuminated sign cabinets or modules. f. Painted signs on the exterior surface of any building. g. Signs located at or on the side or rear of any building except where the premises contains a customer service entrance opening directly onto parking areas and except for small identifying signs to facilitate deliveries. Exception to this for a tenant, who has an alternate entrance on the rear of building, this signage shall be in accordance with Landlord's standard sign format for rear. 13. West Elevation -1: Exterior signs in Zone B shall be limited to either (a) three individual signs of 2' x 30' with a maximum area of 60 SF per bay but in no event more than 150 SF in total area or (b) in the event a tenant combines bays, one sign may be increased to 3' x 40' with a maximum of 120 SF but in no event more than 150 SF in aggregate area or (c) in the event a tenant takes all bays, one sign increase to 4' x 50' but in no event no more than 150 SF in area in aggregate. 14. South Elevation -1: Exterior signs in Zone B (west of main entrance) shall be limited to either (a) two individual signs of 3' x 25' with a maximum area of 75 SF per bay but in no event more than 110 SF in total area or (b) in the event a tenant combines bays, one sign may be increased to 3'6" x 40' with a maximum of 110 SF in area. 15. South Elevation -1: Exterior signs in Zone B ( east of main entrance) shall be limited to either (a) three individual signs of 3' x 25' with a maximum area of 75 SF per bay but in no event more than 150 SF in total area or (b) in the event a tenant combines bays, one sign may be increased to 3'.5' x 40' with a maximum of total of 150 SF in area in aggregate. 16. South Elevation -1: Exterior signs in Zone E (interior tenants) shall be limited to designated sign boxes. Sign boxes to be 3.5' x 4.5'. Maximum area of sign box will be 15.75 SF. Interior tenants will be limited to exterior signage located in Zone E. Tenants are allowed their store name only -no logos will be permitted. Each interior tenant will be given an equal amount of area, and text font is to be consistent between tenants. 17. South Elevation -1: Exterior signs in Zone E (main entrance) shall be limited to the designated sign area of 4' x 20' with a maximum area of 80 SF 18. East Elevation: Exterior signs in Zone B shall be limited to one individual sign of 3' x 25' with a maximum area of 64 SF. 19. East Elevation: Exterior sign in Zone D (secondary entrance) shall be limited to the designated sign area of 2' x 25' with a maximum area of 50 SF. 20. South Elevation -2: Exterior signs in Zone A Upper shall be limited to either (a) nine individual signs of 2' x 20' with a maximum area of 40 SF per bay but in no event more than 240 SF in aggregate area or (b) in the event a tenant combines bays, a fewer number of signs but a multiple of the width and area by the number of bays combined but in no event more than 240 SF in aggregate area. The letter height shall be limited to 24" regardless of the number of bays combined. Exterior signs in Zone A Lower will Exhibit E-2 be limited to designated blade sign area of 1.5' x 3' maximum area. Maximum letter height 18". Maximum area 4.5 SF. 21. South Elevation -2: Exterior signs in Zone D east shall be limited to one sign within the sign band of 5.5' x 12.75' with a maximum area of 70 SF. 22. West Elevation -2: Exterior signs in Zone shall be limited to one sign within the sign band of 5.5' x 12. 75' with a maximum area of 70 SF 23. West Elevation -2: Exterior signs in Zone A Upper shall be limited to either (a) three individual signs of 2' x 20' with a maximum area of 40 SF per bay but in no event more than 99 SF in aggregate or (b) in the event a tenant combines bays, a fewer number of signs but a multiple of the width and area by the number of bays combined but in no event more than 99 SF in aggregate. The letter height shall be limited to 24" regardless of the number of bays combined. Exterior signs in Zone A Lower will be limited to designated blade sign area of 1.5' x 3' maximum area. Maximum letter height 18". Maximum area 4.5 SF. 24. West Elevation -2: Exterior signs in Zone C shall be limited to either (a) two individual signs of 3' x 20' with a maximum area of 60 SF per bay but in no event more than 95 SF in aggregate or (b) in the event a tenant combines bays one sign of 4' x 30' but in no event more than 95 SF in aggregate. 25. West Elevation -2: Exterior signs in Zone C facing Highway 36 shall be limited to one sign of 4' x 30' but in no event more than 95 SF in aggregate. 26. Tenants or their representative must submit three drawings for all proposed sign work to the Landlord for review and approval. Drawings should clearly detail the proposed sign and specify the color selected. The Landlord will return one signed set upon approval. Is the sign is not approved the Landlord shall provide a written explanation. 27. See accompanying Tenant Signage Maximum and Zones. 28. Pylon Banner Program Any of the tenants of Valley Ridge will be allowed to advertise their business with temporary banners attached beneath the center's pylon sign. The temporary banners will be in the form of a 4' x 6', two-sided banner. No tenant shall be allowed to hang their banner more than three times per year and more than one week per occurrence. Each tenant shall submit for a temporary banner/advertisement permit with the City per appropriate methods. In Lieu of this program which has existed for five years, Valley Ridge would like to explore converting the lower "tenant box" on the new pylon to an electronic reader board" that would take the place and serve at the banner program for advertising tenant's businesses. Exhibit E-3 EXHIBIT E-2 TENANT SIGNAGE {MAXIMUM) Sign Count Maximum Sign Area Aggregate (SF) West Elevation 1 (Zone-B) 3 2' x 30' (height x width); or 150 2 3' x 40'; or 1 4' X 50'. South Elevation 1 (Zone-B) 2 3' x 25'; or 110 West of main entrance 1 3.5' X 40' South Elevation 1 (Zone-B) 3 3' x 25'; or 150 East of main entrance 2 3.5' X 40' South Elevation 1 (Zone-E) 1 3' x25' 75 Main Entrance South Elevation 1 (Zone-E) 2 3.5' x 4.5' Sign Cabinets 40 Interior Tenants East Elevation (Zone-B) 1 3' x25' 64 East Elevation (Zone-D) 1 1.5' X 20' 30 Secondary Mall entrance South Elevation 2 (Zone-B) 9* 2' x 20'*; or 240 Upper Signs * If tenant combines bays -fewer signs and larger lengths South Elevation 2 (Zone-B) 10 1.5' X 3' Lower Blade Signs South Elevation 2 (Zone-0) 1 5.5' X 12. 75; 70 West Elevation 2 (Zone-D) 1 5.5' X 12. 75; 70 West Elevation 2 (Zone-A) 3* 2' x 20'*; or 99 * If tenant combines bays -fewer signs and larger lengths West Elevation 2 (Zone-A) 4 1.5' X 3' Lower Blade Signs West Elevation 2 (Zone-C) 2 3' x 20'*; or 95 1 4'X30' West Elevation 2 (Zone-C) 1 4' X 30' 95 Frontage Road Elevation Exhibit E2-1 RESOLUTION NO. CPC 2019-01 CITY OF STILLWATER PLANNING COMMISSION RESOLUTION ADOPTING WRITTEN ST A TEMENT OF REASONS FOR DENIAL PURSUANT TO MINNESOTA STATUTES,§ 15.99, SUBD. 2, FOR A VARIAN CE APPLICATION TO ALLOW A SIGN TO EXTEND 20-36" ABOVE THE PARAPET AND TALLER THAN 20' FROM THE BASE OF THE BUILDING WALL FOR THE PROPERTY LOCATED AT 1570 FRONTAGE ROAD WEST CPC CASE NO. 2019-46 WHEREAS, the City of Stillwater received a request from the Applicant Gordon Skamser Jr. for a Variance to allow an existing, nonconforming sign to be located 20-36 " above a parapet and to be taller than 20' from the base of the building wall for the property located at 1570 Frontage Road West (PIO 3203020440025) on November 27, 2019, legally described as follows: LOT I , BLOCK 4 , AND THAT PART OF LOT 2 , BLOCK 4 , LYING WESTERLY OF A LINE ORA WN PARALLEL TO AND 100 FEET EASTERLY OF THE WEST LINE OF SAID LOT 2 , ALL IN STILLWATER INDUSTRIAL PARK EXCEPT THAT PART OF LOT I , BLOCK 4 , STILLWATER INDUSTRIAL PARK, WASHINGTON COUNTY, MINNESOTA WHEREAS, according to building plans on file with the City , Valley Ridge Mall , where the applicant is located , is 18.5 ' from the parking lot grade to the top of the roof with parapets extending to 22' tall from ground grade; and WHEREAS, City Code Section 31-509 subd . 2 states that a wall sign may not project higher than the parapet line of the wall to which the sign is affixed or 20' as measured from the base of the building wall to which the sign is affixed , whichever is lower ; and WHEREAS, the Applicant had requested variances to project higher than the parapet line of the wall to which the sign is affixed , and greater 20 feet as measured from the base of the building wall to which the sign is affixed; and WHEREAS, the Planning Commission reviewed and considered the request based on the related documents shown in the Applicants' Application at their regular meeting on November 27 , 2019; and WHEREAS, at the November 27 , 2019, Planning Commission meeting , a motion was made by Commissioner Meyhoff and seconded by Commissioner Kocon to deny the application. The Commission voted 5 in favor , with none opposing, and the motion passed; and WHEREAS, the Minnesota Statutes , § 15.99, Subd. 2(c), provides that "[i]f a multimember governing body denies a request , it must state the reasons for denial on the record and provide the applicant in writing a statement of the reasons for the denial. If the written statement is not adopted at the same time as the denial , it must be adopted at the next meeting following the denial of the request but before the expiration of the time allowed for making a decision under this section. The written statement must be consistent with the reasons stated in the record at the time of the denial. The written statement must be provided to the applicant upon adoption." NOW THEREFORE BE IT RESOLVED that the Planning Commission of the City of Stillwater hereby adopts the following written statement of the reasons for denial stated on the record at the November 27, 2019, regular Planning Commission meeting by Commissioners voting to deny the requested Design Permit amendment: 1. The requested Variance was not consistent with all the standards for granting a Variance as described in Section 31-208. More specifically, the Planning Commission members voting against the requested Variance stated on the record at the November 27 , 2019, regular Planning Commission meeting that the request was not justified for the following reasons: a. The height of the sign is not in harmony with the Zoning Code. b . The sign does not fit with the surroundings ; allowing it to exist would alter the essential character of the building and neighborhood. c. The applicant has indicated the plight is due to circumstances created by the applicant. Adopted by the Planning Commission of the City of Stillwater this 19th day of December, 2019. Chris Lauer, Chair Attest: Abbi Jo Wittman , City Planner PLANNING COMMISSION MEETING MINUTES November 27, 2019 REGULAR MEETING 7:00 P.M. Chairman Lauer called the meeting to order at 7:01 p.m. Present: Chairman Lauer, Commissioners Hansen, Kocon, Meyhoff; Councilmember Collins Absent: Commissioners Hade and Dybvig Staff: City Planner Wittman APPROVAL OF MINUTES Possible approval of minutes of October 23, 2019 regular meeting Motion by Commissioner Hansen, seconded by Commissioner Meyhoff, to approve the minutes of the October 23, 2019 meeting. Motion passed 5-0. OPEN FORUM There were no public comments. PUBLIC HEARINGS Case No. 2019-46: Consideration of a 20”-36” Variance to allow for a sign to project 20-36” higher than the structure’s parapet. Property located at 1400 (1570) Frontage Road West. Alon Ventura representing Valley Ridge Holdings, LLC, property owner and Gordon Skamser Jr., applicant. Ms. Wittman stated that Gordon Skamser Jr. is requesting a variance to allow for the Norman Quacks sign to project higher than the parapet line of the wall and to rise greater than 20 feet as measured from the base of the building. The installation of a sign above the parapet, greater than 20’ in height, where the sign obscures an architectural feature, sets a precedent for this and adjacent properties. Staff finds the requested variance is not in harmony with the general purpose and intent of the zoning code, is not consistent with the Comprehensive Plan, nor has practical difficulty been established. Therefore, staff recommends denial of the application. Franny Skamser Lewis, applicant, said they hired a sign professional and were under the impression that everything was being transacted as it ought to be. When they became aware that it was not approved, they began working diligently to resolve the problem. The sign initially cost $20,000 and it would cost $15,000 to alter it to a less interesting presentation of their brand. The pergola is permanently attached to the building, so to move the sign down further, they would have to either remove the pergola or take off the bottom part of the sign. They love the sign, have gotten great feedback from the community, and have signed a long-term lease. They feel the scale of the sign is right for the space. They understand that a variance is not likely to be approved, and feel their best path forward is to bring the case to the City Council. Chairman Lauer opened the public hearing. There were no public comments. Chairman Lauer closed the public hearing. Commissioner Hansen remarked that a lot of time and energy has gone into ordinances that regulate signs. The sign does not fit in with anything else in the building especially with the height. He does Planning Commission November 27, 2019 Page 2 of 8 not support the variance because it sets a precedent for other businesses. Commissioner Kocon and Chairman Lauer agreed. Motion by Commissioner Meyhoff, seconded by Commissioner Kocon, to deny Case No. 2019-46, Variance to allow for a sign to project 20-36” higher than the structure’s parapet on the property located at 1400 (1570) Frontage Road West. Motion passed 5-0. Case No. 2019-52: Consideration of a Conditional Use Permit amendment and associated variance to build a community building within a residential apartment complex located at 14810 62nd Street North in the RCM district. David Walter representing Heartland Realty Investors, property owners and Susan Nackers Ludwig representing LNA Design, applicant. Ms. Wittman reviewed the case. Heartland Realty Investors would like to construct a 1,045 square foot community building near the southeast corner of the property to house the manager’s office and community classroom space. The proposed building will require the relocation of an existing trash enclosure facility to a location near the northeast corner of the property. The applicant has requested a Special Use Permit amendment and associated lot coverage variance. The applicant does not have to go to the watershed district for review because that will be done through the City’s review process. Staff has determined the proposed use to be in substantial conformance to the zoning code. The property owner has established practical difficulty in compliance with the regulations pertaining to maximum lot coverage. Therefore, staff recommends approval of the amendment and variance with seven conditions. Susan Nackers Ludwig, applicant, explained that accessibility is a main reason why the proposed location was chosen. Construction should begin in spring 2020. Chairman Lauer opened the public hearing. There were no public comments. Chairman Lauer closed the public hearing. Motion by Commissioner Kocon, seconded by Commissioner Meyhoff, to approve Case No. 2019-52, Conditional Use Permit amendment and associated variance to build a community building within a residential apartment complex for the property located at 14810 62nd Street North, with the seven conditions recommended by staff. Motion passed 5-0. Case No. 2019-55: Consideration of a Variance to the minimum lot size for a two family residence. Property located at 423 Laurel Street West in the RB district. Judith Kalbrener, property owner. Ms. Wittman stated that in 2016, the property owner got a building permit and refinished the basement, installing a bathroom and a wet bar. During this process, staff informed the property owner that the basement must remain connected to the main house and the two floors must remain a single unit due to the lot size being below the required minimum size for a two-family dwelling. In August 2019, the Planning Department received a complaint regarding the property functioning as a two-family house with the tenant living in the basement portion of the house. A letter was sent to the property owner requesting that she reconvert the house into a single dwelling unit. The property is now requesting a 4,644 square foot variance to the minimum lot area for a two-family dwelling, to allow for a two-family residence on a 5,356 square foot lot, where a 10,000 square foot lot is the minimum area required. One letter of support and one letter in opposition were received. Staff recommends denial of a variance to the minimum lot area required for a two-family residence based on the facts that: 1) the lot is roughly half the square footage required for a two-family residence; 2) it was put forth to the property owner during the basement renovation that this must remain a single residence, and this variance was only initiated because a notice of violation was sent to the property owner following a complaint. Therefore, it is the Planning Department’s concern that granting this variance would set a precedent that encourages property owners to violate code under the assumption that if they get caught, they simply need to apply for a variance to “make it right.” RESOLUTION NO. HPC 2019-01 CITY OF STILLWATER HERITAGE PRESERVATION COMMISSION RESOLUTION ADOPTING WRITTEN STATEMENT OF REASONS FOR DENIAL PURSUANT TO MINNESOTA STATUTES,§ 15.99, SUBD. 2, FOR A DESIGN PERMIT APPLICATION TO AMEND THE MULTI-TENANT MASTER SIGN PLAN FOR THE PROPERTY LOCATED AT 1570 FRONTAGE ROAD WEST HPC CASE NO. 2019-21 WHEREAS, the City of Stillwater received a request from the Applicant Gordon Skamser Jr. for an amendment to the multi-tenant master sign plan for the property located at 1570 Frontage Road West (PIO 3203020440025) on August 28, 2019, legally described as follows: LOT I, BLOCK 4, AND THAT PART OF LOT 2, BLOCK 4, LYING WESTERLY OF A LINE ORA WN PARALLEL TO AND I 00 FEET EASTERLY OF THE WEST LINE OF SAID LOT 2, ALL IN STILLWATER INDUSTRIAL PARK EXCEPT THAT PART OF LOT 1, BLOCK 4, STILLWATER INDUSTRIAL PARK, WASHINGTON COUNTY, MINNESOTA WHEREAS, the Applicant had requested an amendment to the multi-tenant master sign plan to allow for increased signage allowance for South Elevation Zone-8 and to allow for the Applicant's 8'X10' (80 square foot) sign to be located above the established sign band area; and WHEREAS, the Heritage Preservation Commission reviewed and considered the request based on the related documents shown in the Applicants' Application at their regular meeting on September 18, 2019 and continued to November 20, 2019; and WHEREAS, at the November 20, 2019, Heritage Preservation Commission meeting, a motion was made by Commissioner Steinwall and seconded by Commissioner Larson to deny the application. The Commission voted 7 in favor, with none opposing, and the motion passed; and WHEREAS, the Minnesota Statutes, § 15.99, Subd. 2(c), provides that "[i]f a multimember governing body denies a request, it must state the reasons for denial on the record and provide the applicant in writing a statement of the reasons for the denial. If the written statement is not adopted at the same time as the denial, it must be adopted at the next meeting following the denial of the request but before the expiration of the time allowed for making a decision under this section. The written statement must be consistent with the reasons stated in the record at the time of the denial. The written statement must be provided to the applicant upon adoption." NOW THEREFORE BE IT RESOLVED that the Heritage Preservation Commission of the City of Stillwater hereby adopts the following written statement of the reasons for denial stated on the record at the November 20, 2019, regular Heritage Preservation Commission meeting by Commissioners voting to deny the requested Design Permit amendment: I. The requested Design Perm it was not consistent with all the standards for granting a Design Permit as described in Section 3 1-209, Subdivision f, (I) through (8) of the Stillwater Zoning Ordinance. More specifically, the Heritage Preservation Commission members voting against the requested Design Permit stated on the record at the September 18, 2019 and November 20, 2019, regular Heritage Preservation Commission meetings that the request was not justified for the following reasons: a. The City reviews and approves multi-tenant master sign plans for consistent, uniform, fair, and attractive sign placement on multi-tenant buildings. b. The total number of signs for this business, their location, height and size is not consistent with the multi-tenant master sign plan approved as part of HPC Case No. 2013-42. c . The size of the existing, nonconforming sign is not consistent with the approved sign plan. d. The location of the existing, nonconforming sign, outside of the sign band area and on an architectural feature, is not consistent with the approved sign plan nor City Code Section 31-509, Subdivision 3j. Adopted by the Heritage Preservation Commission of the City of Stillwater this 18th day of December, 2019. Attest b ~ ~ my 1110, atr HERITAGE PRESERVATION COMMISSION MEETING November 20, 2019 7:00 P.M. Chairwoman Mino called the meeting to order at 7:01 p.m. Present: Chairman Mino, Commissioners Finwall, Krakowski, Larson, Steinwall, Thueson, Walls, Council Representative Junker Absent: None Staff: City Planner Wittman APPROVAL OF MINUTES Possible approval of minutes of October 16, 2019 Motion by Commissioner Steinwall, seconded by Commissioner Walls, to approve the minutes of the October 16, 2019 meeting. Motion passed, 7-0. OPEN FORUM There were no public comments. CONSENT AGENDA There were no items on the Consent Agenda. PUBLIC HEARING There were no public hearings. NEW BUSINESS Case No. 2019-28: Consideration of a Design permit to remodel the existing storefront at 218 Main St N in the Downtown Design Review District. Michael Lynskey Sr., and Lee Bjerk, property owners, and Dariush and Sarah Moslemi, applicants. City Planner Wittman explained the application. Dariush Moslemi is planning to open a new restaurant, to be known as the Rusty Mile, at 218 Main Street North. The Design Permit involves: 1) a new hollow metal service door on the south elevation to match the existing service door; 2) a 4’ tall , 40 square foot Rooftop Unit (RTU) and 4’ tall, 17’ long Makeup Air Unit (MAU) that will have two condensers on top of it; 3) a 40” wide, circular hood exhaust fan to extend three feet beyond the south wall elevation; 4) a set of two wall signs, 24” tall by 10’ wide, proposed to utilize the existing sign brackets. Constructed of metal, the signs will have raised lettering and a burnt orange, white and black color scheme to read “Rusty Mile Roadhouse and Nostalgia Bar” as well as possibly “HWY 95 Stillwater EST. 2019”; 5) a 52” black graphic design (i.e. mural/painted wall) sign to look like a bottle cap. The mural is proposed to advertise the business name with the same language, color and font as the front façade’s wall sign. She stated that the applicant expressed willingness to comply with the staff-recommended conditions, however the property owner objects to screening the rooftop units. Staff finds with certain conditions the proposed improvements conform to the standards set forth for design review and therefore recommends approval with 12 conditions. Dariush Moslemi, applicant, shared emails that property owner Michael Lynskey sent him objecting to the screening, including pictures of other buildings whose HVAC systems have not been required to Heritage Preservation Commission Meeting November 20, 2019 Page 2 of 4 be screened. The proposed location for the rooftop unit is in the center and back of the building so the property owner feels it will be minimally visible from Main Street. Mr. Moslemi asked if he could install the HVAC and then determine after installation whether it is visible and needs to be screened. Commissioner Larson pointed out there are two ways to screen rooftop units - buy a unit that the screen can hang off, which may be too late to do after installation, or put supports around it. Mr. Moslemi said he will talk to engineers to see if the unit can be pushed further away from the south side so it would be less visible. He also said he plans to remove the awning across the first floor of the building and center the new sign sign on the building. Regarding the bottlecap sign, he asked if it could include something such as “Stillwater, Birthplace of Minnesota” and the word “Roadhouse” without exceeding signage restrictions. He plans to do a mural on the south side of the building. Commissioner Larson noted that the Commission would encourage a mural as described. Ms. Wittman added that murals are allowed provided they have a historic theme and do not advertise an existing business or company. Commissioner Finwall asked if outdoor seating is planned. Mr. Moslemi replied he does not plan for outdoor seating at present but he may come back requesting outdoor seating for a second phase. He also would like to place a circular projecting sign on the south side. Ms. Wittman confirmed that a request for exterior seating would have to come back to the HPC. She suggested the Commission may want to table approval of the projecting sign until applicant comes back with another request. Commissioner Larson expressed concern about the side vent/hood on the south elevation sticking out perpendicular to Main Street where it will be visible. Mr. Moslemi said the vent can’t go through the building internally as staff recommended, due to the existing business upstairs. He would rather have it go up at an angle without having it go all the way up to the rooftop. He might move it further to the west, away from the second story window. Commissioner Larson asked if the vent could be run to the back of the building. Mr. Moslemi replied the issue is the property line. He will try to incorporate the vent into the mural design somehow. Motion by Commissioner Larson, seconded by Commissioner Finwall, to approve Case No. 2019-28, Design Permit to remodel the existing storefront at 218 Main St N, with the 12 staff-recommended conditions, changing Condition #8 to state that the kitchen hood shall be incorporated into a mural, and changing Condition #9 requiring that the rooftop units be screened from public view on south and east elevations at a minimum, though screening on all four sides is preferred. Motion passed, 7-0. UNFINISHED BUSINESS Case No. 2019-21: Consideration of a Design Permit for a multi-tenant sign plan for the property located at 1400 (1570) Frontage Rd W in the West Stillwater Business Park District. Valley Ridge Holdings, LLC, property owner and Gordon Skamser Jr., applicant. Ms. Wittman stated that in September the HPC reviewed a Design Permit request from Gordon Skamser Jr. of Norman Quacks to amend the multi-tenant sign plan for Valley Ridge Mall. If approved, the specific amendments would allow Norman Quacks to keep their illegally installed, nonconforming neon sign in place on the building, on an architectural feature and above the parapet line. At the meeting the HPC determined the sign may not obscure the architectural feature. The HPC tabled consideration of the Design Permit for a multi-tenant sign plan for the property and directed staff to work with the applicant on amendments that would not jeopardize staff’s ability to administer the HERITAGE PRESERVATION COMMISSION MEETING September 18, 2019 7:00 P.M. Chairwoman Mino called the meeting to order at 7:02 p.m. Present: Chairman Mino, Commissioners Finwall, Krakowski, Larson, Thueson (arrived approximately 7:15), Walls, Council Representative Junker Absent: Commissioner Steinwall Staff: City Planner Wittman APPROVAL OF MINUTES Possible approval of minutes of August 21, 2019 Motion by Commissioner Walls, seconded by Commissioner Krakowski, to approve the minutes of the August 21, 2019 meeting with the correction of the word “worthy” in full paragraph 8 on page 2. All in favor, 5-0. OPEN FORUM There were no public comments. CONSENT AGENDA There were no items on the Consent Agenda. NEW BUSINESS Case No. 2019-21: Consideration of a Design Permit for a multi-tenant sign plan for the property located at 1400 (1570) Frontage Road West in the BPC District. Valley Ridge Holdings, LLC, property owner and Gordon Skamser Jr. and Francis Skamser Lewis, applicants. Ms. Wittman stated that in 1987 the City granted a variance allowing the property at 1570 Frontage Road West to have more than one business sign. In 2013 a multi-tenant sign plan was approved by the HPC and the City Council rescinded the original variance approval, clearing the title to the property for it to be subdivided to allow for the construction of the Dairy Queen building. Gordon Skamser Jr. has requested a Design Permit for the alteration of the existing multi-tenant sign plan to accommodate the installation of a new sign for Norman Quacks Chophouse. Ms. Wittman reviewed the proposed sign plan modifications. Staff has concern that the requested changes will make the plan difficult for staff to administer because there will be less clarity on how much individual signage is permitted for each elevation and zone. Also, there is concern that the proposed sign plan changes could increase visual clutter and set precedent. Francis Skamser Lewis, applicant, told the Commission they learned of the sign plan only last week. They realize some of the suggested revisions may make it more difficult for staff to enforce, and are open to discussion. Commissioner Larson asked the applicants to summarize their proposed changes. Ms. Skamser Lewis explained that their sign designer gave them the impression that the proposed Norman Quacks sign was in conformance with City ordinances. They later discovered there was a sign plan. The existing sign plan didn’t make sense because they are renting 5,000 square feet of space, 140 linear feet, compared with the average tenant who has 40 linear feet. They wanted to simplify the sign plan so that for every zone and elevation there is a maximum amount of square footage and it is up to the tenants to make Heritage Preservation Commission Meeting September 18, 2019 Page 2 of 4 sure their signs are in conformance with City code. Specifically, they removed 12a, the prohibition on signs with exposed neon/exposed bulbs, because they are not prohibited by City code, and 12e, the prohibition on exposed sign illumination or exposed sign cabinets or modules. They removed these prohibitions because they had seen those elements in existing signs that were on the property. They replaced the maximum sign square footage with a table that showed the maximum amount of square feet allowed per elevation and zone. Commissioner Larson asked how the suggested changes could be administered. Ms. Wittman said one of the largest challenges is that tenant spaces change frequently. If a particular zone is allotted 290 square feet, enforcing how that gets broken up by tenant is hard for staff to administer. The existing sign plan is one that staff uses as a model. The table clearly states what is allowed. Ms. Skamser Lewis said from a business standpoint it is very difficult to work in the old model because tenants consolidate and subdivide spaces. If you are the 5,000 square foot restaurant space, to have the same amount of signage available to you as the 50 square foot shop is inequitable; your signage is quite limited if you’re the last tenant to join your zone. Now that they understand the staff perspective, they would be open to a different plan that is reasonable and is more easily administered. Councilmember Junker noted that he opened up Anytime Fitness in 2006 with 4,600 square feet of space, then expanded gaining another 1,500 square feet but could not increase the signage. The Norman Quacks tenant space is essentially like an endcap space. Commissioner Larson suggested if the space is unique, can we address this space and still keep most of the existing sign plan in tact? Ms. Wittman replied she does not believe it is grounds for amending what looks to be complex sign language in the table - it has been easy for staff. If there is a desire to allot more signage for this tenant space then maybe there needs to be discussion of whether a new zone needs to be created. She explained that the current plan allows for three signs in that zone which runs from the right edge of one of the primary entrances to the mall, all the way to the corner, the theory being there would be a maximum of three tenant spaces. Norman Quack, the duck sign, is significantly larger than allowed and is on an architectural feature. Chairwoman Mino asked, if it were removed from the architectural feature, could it be accommodated elsewhere or is it over the square footage? Ms. Wittman replied it is over square footage for this zone. As proposed, a height variance would be required because the code does not allow the sign to go above the parapet or to obscure an architectural feature. The Planning Commission will consider the needed height variance. Ms. Skamser Lewis said their sign professional gave them 2-3 options for locations based on what he thought conformed to code. He interpreted the roofline or parapet being the top of the architectural feature rather than the line below. Another option is the space to the right, but it’s not visible from the road. They considered having the sign be smaller but visibility was a challenge. Commissioner Finwall commented that the sign is already up. It is hard for the HPC to approve a change if they don’t know if the variance will be approved by the Planning Commission. Commissioner Larson asked how did these signs get there without being reviewed by the City? Ms. Skamser Lewis said they hired a sign professional to create the signs and were under the impression that the signs complied with City code. Then they got a letter from the City notifying them of the issues. Ms. Wittman pointed out that to be compliant, they would be allowed to have 2 signs, one on each sign band façade area. The logo is the portion that is non-compliant. Chairwoman Mino said the restaurant’s signage in Forest Lake has the logo alongside the words and that could probably have been done here and not be out of compliance. Ms. Skamser Lewis replied the Forest Lake Norman Quacks location is much older. When they considered leasing the Stillwater space they had concerns that there has been a lot of turnover in that space over the Heritage Preservation Commission Meeting September 18, 2019 Page 3 of 4 years particularly with restaurants. They made a significant capital investment in signage to bring the space in line with their aesthetic and brand. They need visibility to the public. Mr. Skamser added that the restaurant in Forest Lake has been there 19 years and people still have no idea it is there. They did a bad job with signage in Forest Lake, and felt the architectural feature at this site gave the opportunity to express their individual business brand. Councilmember Junker noted everyone the City deals with would love to have as large a sign as possible. Unfortunately ordinances prohibit that. The restaurants there didn’t fail because of poor signage. It defaces the building to cover up the architectural feature. Commissioner Larson agreed that it’s a matter of being consistent. If every one of the tenants had a different sign it would be unattractive. To approve this sign would seem unfair to current tenants and does not follow the intent of the design guidelines. He would support a larger sign within the sign band, maybe consolidating the square footage area from both sides. Ms. Skamser Lewis noted that the zone and elevation includes Mongolian Barbecue, so technically Norman Quacks wouldn’t be able to have any signs. The Norman Quacks sign and the duck total 110 square feet. Ms. Wittman added that staff would interpret one of the Mongolian Barbecue signs to be illegally installed. Until early last week staff was unaware they had two signs. Chairwoman Mino agreed that the sign should be confined to the sign band area. Commissioner Larson said there is a lack of definition of the sign band. He would consider it being from the windows up. Ms. Skamser Lewis stated that they were confused by 12a and 12b because those are currently used by signs in the mall so they thought that was an antiquated gesture. It was articulated as exposed neon and theirs is not exposed. It is encased in a clear plastic cabinet. Ms. Wittman stated there is no prohibition in City code to exposed bulbs or neon, it was a condition of approval of the 1987 sign plan that was carried forward to the 2013 plan. Whether the clear plexiglass case makes it allowable or not is a great question. She suggested that staff work with the applicant on possibly amending the elevation plan for the building. She understands that the HPC is not favorable to covering up the architectural element in this location, that the HPC would like to see the logo of the duck incorporated into the business name, and is favorable to having a wider sign band in this area to accommodate the logo, and is more favorable to the duck dipping below the sign band but not going above the sign band. Commissioner Larson clarified he would support allowing the logo to go below the sign band in this one case but not rewriting it into the sign ordinance. It could be justified in this corner location. Commissioner Finwall said maybe an exception could be made for one tenant so when that tenant is no longer there it would not apply. Ms. Wittman agreed that the design permit approval could contain a condition that if the duck goes away the right to go below the sign band goes away. She would have to check this with the City Attorney. The only way to approve something for this applicant is to amend the sign plan because that is the only thing the HPC has control over. Councilmember Junker said the HPC could probably amend a certain zone. He has been in the mall 13 years and does not want to be inconsistent with other tenants. Ms. Skamser Lewis asked if the HPC would consider the sign to be exposed neon or not. Commissioner Larson replied if it’s not exposed and it’s cabineted, then it complies. Ms. Wittman asked if the HPC is OK with neon in the business district. The consensus was yes, it should all be covered, not exposed, with nothing broken or hazardous. Heritage Preservation Commission Meeting September 18, 2019 Page 4 of 4 Ms. Skamser Lewis asked if it is possible to do an interim sign plan for a particular tenant, applicable to that location so long as Norman Quacks is the tenant. Ms. Wittman replied there are no provisions in the zoning code for interim sign plans. Motion by Commissioner Larson, seconded by Commissioner Thueson, to table Case No. 2019-21, Design Permit for a multi-tenant sign plan for the property located at 1400 (1570) Frontage Road West, directing staff to work with the applicant on amendments that would not jeopardize staff’s ability to administer the plan but would allow for increased signage opportunities for this business given its uniqueness All in favor, 5-0. OTHER DISCUSSION ITEMS HPC/City Council Workshop Feedback and Enabling Ordinance Discussion Ms. Wittman thanked the Commissioners for attending a September 10 joint City Council and HPC meeting. She was pleased to hear that the Council is willing to consider not requiring an outside consultant to do designation studies. This will allow local resources to be better utilized. Staff has direction to draft a request for proposals for a consultant to assist with ordinance amendment. A Request for Proposals will be distributed and citizens will be asked for input. Councilmember Junker added that the Council passed a 1-year moratorium on demolition applications. FYI 2019 Preserve MN Conference September 11-13 Ms. Wittman, Chairwoman Mino and Commissioner Walls reported on the State Historic Preservation Conference held in St. Cloud. She reminded the Commission that Stillwater is hosting the 2020 Conference September 16-18. She asked for volunteers to sit on the planning committee which will meet October 7. Other Ms. Wittman added the State is seeking input, via a postcard survey, to update its historic preservation plan. Northern Bedrock Preservation Corps is clearing invasive species south of St. Croix Boat and Packet and the Bergstein Shoddy Mill and Warehouse. Staff met with the Met Council’s subcommittee which praised the City’s comprehensive plan. Commissioner Larson recapped an American Institute of Architects meeting held in Stillwater. Commissioner Thueson invited Commissioners to the Washington County Historical Society’s fall dinner meeting at the new South Greeley Street history center building. ADJOURNMENT Motion by Commissioner Walls, seconded by Commissioner Finwall to adjourn. All in favor, 5-0. The meeting was adjourned at 9:12 p.m. Respectfully Submitted, Julie Kink, Recording Secretary To: Mayor and City Council From: Beth Wolf, City Clerk Date: January 2, 2020 Subject: 2020 Vice Mayor Appointment DISCUSSION: As required by City Charter, Article VI, Section 6.02, the Council must elect one of the members to be vice mayor who will act as Mayor Pro Tempore during the temporary absence or disability of the Mayor. ACTION REQUIRED: Elect a vice mayor and adopt a resolution entitled “DESIGNATING COUNCIL VICE‐MAYOR FOR 2020.” RESOLUTION 2020‐ DESIGNATING COUNCIL VICE MAYOR FOR 2020 WHEREAS, Article VI, Section 6.02 of the Stillwater City Charter states the Council shall elect one of its members to be vice-mayor; and WHEREAS, on January 7, 2020 the Council held such an election; and WHEREAS, Councilmember Michael Polehna was elected by unanimous vote as Vice Mayor. BE IT RESOLVED by the City Council of Stillwater, Minnesota, that Councilmember Michael Polehna is hereby designated a Council Vice Mayor. Adopted by the Stillwater City Council this 7th day of January, 2020. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk To: Mayor and City Council From: Beth Wolf, City Clerk Date: January 2, 2020 Subject: 2020 Council Representative Appointments Each year the Council reviews and appoints a Council representative(s) to various boards, commissions, and committees. Listed below are the following boards/commissions/committees and the 2019 representative respectively. BOARD/COMMISSION COUNCILMEMBER Convention & Visitors Bureau Councilmember Polehna Downtown Parking Councilmember Junker Fire Relief Association Councilmember Weidner Councilmember Polehna Heritage Preservation Councilmember Junker Human Rights Councilmember Polehna Joint Board Mayor Kozlowski Councilmember Weidner Joint Cable Councilmember Weidner Library Board Councilmember Collins Middle St. Croix Watershed Management Councilmember Collins Alternate: Councilmember Polehna Park & Recreation Councilmember Polehna Planning Councilmember Collins Water Board Councilmember Polehna ACTION REQUIRED: Determine 2020 assignments for members of Council and once determined, Council should pass a motion to adopt a resolution entitled “Designation of Council Representatives for 2020 Boards/Commissions/Committees”. RESOLUTION 2020‐ DESIGNATION OF COUNCIL REPRESENTATIVES FOR 2020 BOARDS/COMMISSIONS/COMMITTEES NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council that the 2020 Council Representatives/Liaison for City Boards/Commission/Committees are as follows: BOARD/COMMISSION COUNCILMEMBER Convention & Visitors Bureau Councilmember Polehna Downtown Parking Councilmember Junker Fire Relief Association Councilmember Weidner Councilmember Polehna Heritage Preservation Councilmember Junker Human Rights Councilmember Polehna Joint Board Mayor Kozlowski Councilmember Weidner Joint Cable Councilmember Weidner Library Board Councilmember Collins Middle St. Croix Watershed Management Councilmember Collins Alternate: Councilmember Polehna Park & Recreation Councilmember Polehna Planning Councilmember Collins Water Board Councilmember Polehna Adopted by the Stillwater City Council this 7th day of January, 2020. Ted Kozlowski, Mayor ATTEST: ______________ _________________ Beth Wolf, City Clerk STILLWATER TOWN BOARD MEETING December 12, 2019 Town Hall 7:00 P.M. PRESENT: Chairperson Sheila-Marie Untiedt, Supervisors Rod Hunter, Tim Sinclair, Bonnie Haines and Mike McMahon, Clerk Kathy Schmoeckel, Treasurer Marsha Olson and Chief of Police Steve Nelson 1. AGENDA– M/S/P Sinclair/Hunter moved to adopt the agenda as amended. (5 ayes) 2. SNOW PLOWING – Steve St. Clair, Miller Excavating, was present to discuss possible ways to reduce costs for salt/sand which has gone up significantly recently. He described how different mixtures work with different snowfall c onditions and answered questions. Next fall’s newsletter can have an article about how homeowners can assist the snow plow and about what the procedures are. 3. MINUTES – M/S/P Haines/Sinclair moved to approve the November 14, 2019 Stillwater Town Board Meeting minutes as written. (5 ayes) M/S/P Haines/Sinclair moved to approve the December 3, 2019 Stillwater Township Budget Meeting minutes as written. (5 ayes) 4. ENGINEER – Sambatek has assigned a new engineer to Stillwater Township. Chair Sheila-Marie Untiedt will meet with them and will report back. 5. TREASURER – a. Report given. b. Checks and Claims – Checks and Claims #44125 through #44141 were approved for payment. 6. PLANNER a. Planning Services – Planner Merritt Clapp-Smith will be stepping down from TKDA to become an independent consultant. Options will be discussed in January. b. Resolution regarding Murphy Subdivision – This resolution which was approved at the last meeting was signed. c. 2040 Comprehensive Plan Code Implementation – Planner Clapp-Smith had provided a chart showing items that will need to be implemented in connection with the recent Comprehensive Plan. This will be sent to the Planning Commission for their input. d. Raleigh Pit – Merritt Clapp-Smith, Sheila-Marie Untiedt and Wayne Sandberg had met with them in connection with the upcoming renewal of their AOP and IUP. The County will have an open house at their Public Works North Shop building on January 9 from 5pm to 6:30pn to show information on haul routes, permitting process, etc. Chief of Police Steve Nelson will send out a Code Red for this open house. Stillwater Town Board Mtg. – 12/12/19 Page 2 7. CHIEF OF POLICE – a. Report given. Fourteen burning permits were issued in November. We now have issued 88 permits for the year. There were no dogs impounded in November. There were a total of 51 complaints that were received in November. 8. LIABILITY WAIVER FORM – M/S/P McMahon/Hunter moved to authorize the Chair to sign the insurance form that we do not waive the monetary limits on municipal tort liability. (5 ayes) 9. PLANNING COMMISSION – M/S/P Sinclair/Haines moved to re-appoint Lois Cutler and Robert Geisen to the Planning Commission. (5 ayes) 10. BROWN’S CREEK WATERSHED DISTRICT – Sheila-Marie Untiedt reported on a meeting she attended. Brown’s Creek Watershed District has re -evaluated their recent requirement that new development be brought back to pre -settlement times with respect to water issues. 11. ADJOURNMENT – The meeting was adjourned at 7:55 p.m. Clerk______________________________________ Chairperson_________________________________ Approved___________________________________