HomeMy WebLinkAbout2020-02-04 CC Agenda Packet
216 4th Street N, Stillwater, MN 55082
651-430-8800
www.ci.stillwater.mn.us
AGENDA
CITY COUNCIL MEETING
February 4, 2020
REGULAR MEETING 4:30 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. OTHER BUSINESS
1. Public Works/Water Board – Transition Planning Framework Update
2. Update on Participation in State Performance Measurement System Program
3. Bird City Program
4. Parking Ramp Revenue System
IV. STAFF REPORTS
5. Police Chief
6. Fire Chief
7. City Clerk
8. Community Development Dir.
9. Public Works Dir.
10. Finance Director
11. City Attorney
12. City Administrator
13. Library Director
14. Water 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
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. January 21, 2020 special and regular meeting minutes
16. Payment of Bills
17. CSAH 5 Improvement Project Phase 2 Project Cooperative Construction Agreement
18. CSAH 5 Improvement Project Phase 2 Project Cooperative Maintenance Agreement
19. CSAH 5 Improvement Project Phase 2 Project Parking Restrictions – Resolution
20. Election Judges Appointment and Compensation for the 2020 Presidential Nomination Primary
Election – Resolution
21. Stillwater Library Temporary Liquor License for July 4th Light a Spark Event
22. Tobacco License for Old Town BP and Greeley BP – Resolution
Page 2 of 2
City Council Meeting Agenda
February 4, 2020
XII. PUBLIC HEARINGS - None
XIII. UNFINISHED BUSINESS
23. CPC Case No. 2020-01, Ordinance Amendment to City Code Section 30-3. Subd. 2 (1), regarding trash
container storage in residential areas. – Ordinance 2nd Reading
24. CSAH 5 Improvement Project Phase 2 Approve Plans and Specs and Authorize Bids – Resolution
XIV. NEW BUSINESS
25. 2020 Street Improvement Project Feasibility Report - Resolution
26. Maple Island Brewery July 4th Event
XV. COUNCIL REQUEST ITEMS
XVI. ADJOURNMENT
City of Stillwater Public Works/Water Board — Transition
Planning Framework
DRAFT
Initiative: City Council Directive for Development of Transition Plan Elements to Restructure City Public
Works Department including Water Department Function within Utility Division (Appendix E of GovHR USA
Analysis)
Mission: Develop a transition plan to restructure the City Public Works Department and Water Board from
their current models to a more comprehensive single department to improve operational effectiveness and
efficiency for city residents.
Facilitator: Consultant Team Members:
1 -City Public Works Director
1 -Water Board Manager
1 -City Finance Director
Team Leader: Tom McCarty 1 -City Public Works Superintendent
City Administrator 1 - Human Resources Manager
1 - IT Manager
1 -City Attorney
Desired Outcomes: Project Scope/Limitations:
- Implementation of best practice models for -All strategic and operational information for Public
efficiencies and effectiveness of city functions. Works&Water Board.
-Comprehensive approach to use of city - Evaluate transition plan for pros &cons of both short
personnel, equipment, purchasing, billing, term transition and long term sustainability.
technology, branding, staff training and
succession planning.
-Define transition plan elements in detail; what
changes, what stays the same.
Resources:
Undesired Outcomes: - 100-150+ hours for each person.
- Human Resources, Legal, Information Technology,
- Unsustainable department structure. Facilities Management internal resources & possible
- Reduced customer service to community. consultant resources.
- Dysfunctional operation protocols & practices. - Financial, Operational, Technology, Contractual and
Plan Document information and data.
- Best practice models from other jurisdictions.
- Input from affected department staff and other
jurisdictions.
Preliminary Plan Target Date Actual Date
START DATE: January 2020
DEFINE CURRENT STATE February 29,2020
DEFINE POSSIBLE OPTIONS May 31, 2020
PRIORITIZE OPTIONS June 30,2020
DEVELOP RECOMMENDED July 31, 2020
TRANSITION PLAN w/TIMELINES
Key Stakeholders: City of Stillwater Council Members/Board of Water Commissioners; Employees;
Consultants; Contractors; Agencies; Community Members.
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February 3, 2020
RECEIVED
Mayor Ted Kozlowski
Stillwater City Council Members FEB 4 2020
216 North Fourth St. City of Stillwater
Stillwater, MN 55082 Administration
Dear Mayor Kozlowski and Council Members,
This weekend my husband and I decided to enjoy the beautiful weather and take a walk downtown,then
up to Pioneer Park and surrounding areas. When walking down Main Street, we were saddened and
confused as to why there are 15 store fronts (we counted and actually took pictures of all 15) that are
closed! It was a pathetic site to see especially when we think back to where we lived at 118%2 North Main
Street in a condo for 8 years. We had a rooftop terrace and loved living downtown. In spite of the winter
slowdown,Stillwater was still a vibrant and bustling downtown. What is happening?
With our 36 years of living and working in this community the empty store fronts on Main Street give us
cause to worry about the future of downtown Stillwater. We have 2 new great hotels and plenty of superb
restaurants,but that is not enough to keep our city a desirable place to visit. We often go to Hudson,WI,
and hear from many of our friends and neighbors who are doing the same; asking why isn't Stillwater as
vibrant as Hudson?
Our daughter,Alicia Donovan and family lived on Wilkins Street for many years before moving to Chicago.
When coming home to visit, she asks the same question and is saddened as well when seeing the same
ghostly scenario on Main Street.
Even though we live in Lake Elmo now,we are still very engaged and concerned about the future of this
beautiful and historic town. In spite of living in Lake Elmo, we are involved in many Stillwater initiatives
(Lakeview Hospital Patient Advisory Council, The Lakes at Stillwater Senior Residence volunteer program,
Lily Lake Final 45 Plan,etc.). We would be pleased to hear and learn if this is a topic of conversation with
the city council and its members,and if so,what is being done about it?
We can be reached via email or phone as listed below:
Jay and Nita Michels
nbhmichels@gmail.com
651-472-6678
Sincerely,
Jay and Nita Michels
City Council Meeting Minutes January 21, 2020
Page 12 of 19
Commissioner Vania relayed that as far as next steps, the Water Board will meet tomorrow
and generate a response. He asked how does the Council want to handle that, hold another
meeting in the future; and Councilmember Weidner remarked that he thinks the Water
Board should work with staff on a transitional plan with the Water Board’s
recommendations.
City Administrator McCarty offered, given the motion adopted by the Council, the Water
Board can forward their observations and elements to him and he will put together a team
to work on transition planning and it will take some time. They may engage consultants if
needed.
Mayor Kozlowski noted, remember in the report there is also the option for an MOU.
Councilmember Weidner inquired if this could be put on the Council’s regular monthly
agenda; and Mr. McCarty answered maybe the best reporting mechanism might be at the
regular City Council work sessions the first meeting of every month.
Councilmember Weidner reminded them that if the recommendation is to move forward
and adopt the functions of the Water Department within the Public Works Department, that
would require a vote of the Council. It would be before the Council first before it goes to
Charter Commission because if it is not a unanimous vote of the Council it would not need
to go to the Charter Commission. He asked, at what point in the process is this discussed and
is it best to include the Charter Commission in the discussions about organizational efforts
rather than have a separate and distinct process? He recognized there is one Charter
Commission is in the audience tonight; and added that the Council should reach out to the
Charter Commission to see if they are interested in being a part of it. He would like to engage
the Charter Commission early rather than putting time into the process for naught.
Mr. McCarty stated he believes within a couple weeks when staff reports back to the Council,
staff can report on the outline of that particular process.
Commissioner Vania added that the Water Board wants the same thing.
Mayor Kozlowski stated he would like to see how many efficiencies can be obtained through
an MOU.
Commissioner VaniaCouncilmember Weidner questioned how will the Parks position tie
into this; and Mr. McCarty replied that a Parks Supervisor position was funded in the 2020
budget. The structure in Appendix E outlines a parks and rec manager position. It might be
premature to start down the path to create that position without knowing where this
analysis is heading. The position was funded for 3/4 of the year so the timing might line up
fairly well.
RECESS
Mayor Kozlowski recessed the meeting at 6:12 p.m.
REGULAR MEETING 7:00 P.M.
Mayor Kozlowski called the meeting to order at 7:05 p.m.
Present: Mayor Kozlowski, Councilmembers Collins, Junker, Weidner and Polehna
Absent: None
Page 1
LIST OF BILLS
Advance Auto Parts Equipment repair supplies 265.28
Advanced Sportswear Uniforms 368.00
American Planning Association Membership 308.00
Anchobaypro Inc Curve Crest Villas 32,537.72
Ancom Communication Inc.Pager pkg 2,540.00
Ancom Technical Center VHF Mobile 607.00
Animal Humane Society Pound charges 530.00
Aspen Mills Uniforms & supplies 237.43
Auto Owners Insurance Company Flood Insurance 11,672.00
AutoNation Vehicle repair 266.16
BCA Training & Auditing Training 325.00
Campion Barrow & Associates Fire services testing 1,275.00
Capital City Firefighter Assoc. Region 1 Membership 50.00
Cargill Inc.Deicer 29,724.96
CDW Government Inc.Computer equipment 870.34
Century College Training 5,788.00
Cintas Corporation Uniform cleaning 217.29
City of St. Paul Training 170.00
City of Woodbury 2020 SWAT participation 4,900.00
City View Electric Inc.Building repair 251.06
Comcast Internet & Voice 279.60
Compass Minerals America Inc Road salt 20,877.89
ECM Publishers Ord # 1137 33.25
Emergency Automotive Replace antenna 58.75
Emergency Medical Products Equipment & supplies 629.89
Flexible Pipe Tool Co.Bulldog skid 314.60
Force America Sensor 411.68
Gopher State One Call Inc.Locates 50.00
Greiner Michael Reimburse for work boots & mileage 267.72
Group Medicareblue RX Retiree Prescriptions Ins 2,070.00
Haussner Plumbing LLC Water heater repair 2,271.00
Heritage Printing Inc.Newsletter Printing 1,960.00
Hoisington Koegler Group Inc Zoning amendments 1,235.00
IDC Auotmatic Building repair supplies 189.12
Inside The Tape LLC Training 250.00
Jefferson Fire and Safety Inc.Fireade foam 1,150.00
JX Event Venue 2020 Preserve MN Conference 959.27
Kohler Janessa Refund of Surface Lot Permit 20.00
L.T.G.Power Equipment repair supplies 8.86
Lake Country Door LLC Repair doors 879.00
Lawson Products Equipment repair supplies 122.43
League of MN Cities Ins Tr Quarterly Municipality Insurance 74,499.00
League of MN Human Rights Commissions Membership 100.00
Madden Galanter Hansen LLP Labor Relations Services 822.10
Mansfield Oil Company Fuel 4,940.89
Page 2
Marshall Electric Company Electrical repair 2,487.00
McDaniel Law & Policy Professional government relations services 6,250.00
Menards Supplies 980.24
Metro Area Mgmt Association Membership 45.00
Metropolitan Mechanical Contractors Maintenance agreement 2,270.00
Municipal Emergency Services Structural Gloves 427.02
MWOA Membership - 2 years 25.00
National Reprographics LLC Building dept scans 1,160.80
Office Depot Office supplies 262.07
Olson Patrick Shadowbox 160.00
OnSite Sanitation Portable Restroom 106.00
Ray N Welter Heating Company Refund over payment permit 2020-00070 24.00
Rehn Code Consulting Services Plan review 1,174.47
SavATree Tree removal 2,200.00
Sayre Evan Refund ramp fees 30.00
Simplifile LC Filing fees 200.00
Stillwater Collision and Mechanical Vehicle repair 1,268.75
Tri-State Bobcat Tires 2,416.23
Truck Utilities Inc.Equipment repair supplies 1,086.07
Turnout Rental Pants 260.00
Unique Paving Materials Inc.UPM Cold Mix 337.50
Walmart Community Supplies 148.18
Washington County Election Election Maintenance 5,810.00
Washington County License Center 2019 F550 Pick up registration 3,103.28
Wolf Beth Reimburse for Municipal Clerks conference 782.96
Xcel Energy Energy 42,492.38
REC CENTER
1ST Line/Leewes Ventures LLC Snacks for concessions 707.60
AT&T Mobility Cell phone 68.14
Braun Intertec Corporation Testing 6,352.21
Canteen Refreshment Services Concession supplies 851.79
Cintas Corporation Mat cleaning service 103.00
Coca-Cola Distribution Beverages for concessions 549.43
Comcast Internet 436.47
Ebert Construction Dome Project 54,185.83
Ice Skating Institute Skater member 1,545.00
J.H. Larson Company Equipment repair supplies 796.50
Life Safety Systems Equipment repair 1,295.00
Menards Equipment repair supplies 78.49
Metro Sheet Metal Inc Dome Project 5,415.00
Miller Excavating Dome Project 49,400.00
Pepsi Beverages Company Beverages for concessions 1,073.07
R&R Specialties Inc.Equipment repair supplies 1,840.10
Riedell Shoes Inc.Skates 53.43
Sports Engine SprtsEngine HQ 749.00
Page 3
St. Croix Boat and Packet Co.Arena Billing 71,116.11
Tri-State Bobcat Equipment repair supplies 1,233.00
Uline Inc Office supplies 521.86
LIBRARY
Amazon Business Supplies 34.51
Art Reach St. Croix Programs 120.00
Baringer Family Farm Programs 200.00
Bibliotheca LLC ShelfCheck upgrade 8,644.00
Brodart Co Materials 747.94
Cintas Corporation Towels & Rugs 72.24
Ebsco Publishing Materials 21.47
Floyd Total Security Security Monitoring 178.20
Gaylord Bros Inc.Supplies 68.49
Madden Galanter Hansen LLP Professional Services 1,282.18
Menards Janitorial Supplies 109.62
Midwest Tape Materials 393.88
Office of MN IT Services Phone - December 143.70
Quill Corporation Office Supplies 498.03
Recorded Books Inc Materials 264.47
Stillwater Printing Co.Programs 479.00
ADDENDUM
Chem Systems LTD Carpet extractor floor machine 4,000.00
Magnuson Mary Refund of dental over payment 164.80
MN Dept of Driver Vehcile Registration 39.25
MN Recreation & Park Assoc CPSI course and exam 690.00
MPSTMA Membership 65.00
RFK Construction Grading Escrow Refund 1,500.00
Washington Conservation District BMP Maintenance 1,878.52
Young Dan Shotguns & supplies 219.52
TOTAL 502,996.09
Adopted by the City Council this
4th day of February, 2020
216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us
AGENDA
CITY COUNCIL MEETING
February 4, 2020
REGULAR MEETING 4:30 P.M.
I. CALL TO ORDER
II. ROLL CALL
III. OTHER BUSINESS 1. Public Works/Water Board – Transition Planning Framework Update 2. Update on Participation in State Performance Measurement System Program 3. Bird City Program 4. Parking Ramp Revenue System
IV. STAFF REPORTS 5. Police Chief 6. Fire Chief 7. City Clerk 8. Community Development Dir. 9. Public Works Dir. 10. Finance Director 11. City Attorney 12. City Administrator 13. Library Director 14. Water 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
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. January 21, 2020 special and regular meeting minutes 16. Payment of Bills 17. CSAH 5 Improvement Project Phase 2 Project Cooperative Construction Agreement 18. CSAH 5 Improvement Project Phase 2 Project Cooperative Maintenance Agreement 19. CSAH 5 Improvement Project Phase 2 Project Parking Restrictions – 20. Election Judges Appointment and Compensation for the 2020 Presidential Nomination Primary Election – Resolution 21. Stillwater Library Temporary Liquor License for July 4th Light a Spark Event 22. Tobacco License for Old Town BP and Greeley BP – Resolution
Page 2 of 2
City Council Meeting Agenda
February 4, 2020
XII. PUBLIC HEARINGS - None
XIII. UNFINISHED BUSINESS 23. CPC Case No. 2020-01, Ordinance Amendment to City Code Section 30-3. Subd. 2 (1), regarding trash container storage in residential areas. – Ordinance 2nd Reading 24. CSAH 5 Improvement Project Phase 2 Approve Plans and Specs and Authorize Bids – Resolution
XIV. NEW BUSINESS 25. 2020 Street Improvement Project Feasibility Report - Resolution 26. Maple Island Brewery July 4th Event
XV. COUNCIL REQUEST ITEMS
XVI. ADJOURNMENT
TO: Mayor & Council Members
FROM: Bill Turnblad, Community Development Director
DATE: January 27, 2020
RE: Bird City Program
REPORT BY: Bill Turnblad, Community Development Director
Graham Tait, GreenStep Cities Coordinator
INTRODUCTION
The work plan to attain Step 3 GreenStep Cities status (attached) includes becoming a Bird City.
During development of the 2040 Comprehensive Plan the Bird City program was discussed as a
possible action associated with the City’s desire to enhance the conservation of natural resources.
To gauge whether being recognized as a Bird City is a timely endeavor, staff is requesting the
Council to consider the program.
ABOUT BIRD CITY
Bird City provides highly visible public recognition to municipalities that understand that healthy
communities are the sum of many parts, including birds. They support communities in their
efforts to protect and manage green space, educate our citizens, build and erect nesting
structures, landscape with native plants, reduce threats to birds like collisions and outdoor cats,
and generally make urban areas both friendlier for birds and places where people want to live
and work… Where birds thrive, people prosper.
Audubon helps provide the tools to engage residents, schools and businesses in making more
ecologically-friendly decisions, conserving energy and in the process, saving money.
BENEFITS
Tourism - Birdwatchers are part of a $40.1 billion annual industry in the US. One in four
Minnesotans consider themselves a birdwatcher.
Ecosystem Health - Wild birds pollinate flowers, disseminate seeds, and help keep insect
populations under control. Robust, diverse bird populations reflect the underlying health
of the ecosystem in which they – and we – live. What affects birds affects people too.
Human Health - Outdoor recreation reduces stress, improves creativity, increases fitness
and promotes social connections and community pride.
Community - Build community spirit and involvement, foster partnerships and make your
community a nicer place to live.
Bird City Program
Page 2
Conservation Reputation - Grow your community’s environmental reputation by
participating in this state-wide conservation program.
REQUIREMENTS TO BECOME BIRD CITY
Communities are eligible for initial recognition as a Bird City when they implement at least 7 of
18 best practices and host an International Migratory Bird Day celebration.
All 18 of the best practices can be seen in the attached document.
The City has already completed 5 of the 7 minimum requirements for initial recognition.
These can be seen in Exhibit A.
Sustainable Stillwater is organizing efforts to hold the celebration recognizing
International Migratory Bird Day on May 16th.
So, to meet the criteria for initial recognition as a Bird City, the City would have to
implement two more best practices.
REQUEST
Staff requests City Council to consider whether to imitate efforts to become a Bird City.
Attachments: Exhibit A
Bird City Best Practices
bt
Exhibit A
Status of Qualifying Activities
Required of all Bird City communities
Adopt an official resolution
and hold a celebration
recognizing International
Migratory Bird Day
Sustainable Stillwater organizing this event for May 16 2020 at Pioneer
Park.
- Booked a Bird Ambassador from the Carpenter Nature Center
Category 1: Educate and Engage people in birding and conservation (need 2)
BP #1: Increase awareness
of Birds in your community
COMPLETE
- There are numerous birding locations within the City of
Stillwater that have information on habitat and species on
kiosks and signage.
o Brown’s Creek State Trail has a kiosk at mile-0 in
downtown Stillwater that provides info on birds.
o Stillwater Senior High School maintains a 55 acre
Environmental Learning Center. During the 2018-2019
school year 310 documented classroom hours were
spent on biological and environmental studies. Bird
centered activities included mist net warbler banding,
evening saw-whet owl banding, etc
o The City of Stillwater has developed a wildlife corridor
greenspace from the St Croix River in downtown to the
western city limits. There are many informational
kiosks along this greenspace route and a large
pollinator garden.
BP #4: Promote citizen
science monitoring and
research
COMPLETE
- SCVBC member and Stillwater Parks and Trails Commission
Chairwoman, Linda Amrein, coordinates the Audubon
Christmas Bird Count in Stillwater. The Stillwater count
includes observational data from such diverse habitats as the
open water at the Allen S King Generating Station on the St.
Croix River, to the ravines and forests and prairies of upper
Stillwater.
BP# 5: Ensure access to
nature
COMPLETE
Category 2: Protect, restore and enhance bird habitat (need 3)
BP #6: Practice
Conservation Planning
COMPLETE
- Through a multi-faceted approach, the city is creating a
Greenway Corridor through park dedication fees being used for
natural resource preservation, and establishing bu ers around
lakes, streams, and wetlands.
- Park Dedication Ordinance
- Conservation Design Subdivisions
BP #10: Create, protect and
maintain nesting
opportunities
NOT COMPLETE
- This would be the most ambitious of all the BP’s we would
undertake. The City will look at available grants and volunteer
groups to help achieve this.
Exhibit A
Status of Qualifying Activities
BP #12 Ensure clean water
in natural waterways
COMPLETE
- This BP is also a GreenStep Cites Best Practice (17.1), which is
to adopt MIDS, a set of stormwater standards. The City has
done this.
Category 3: Reduce threats to birds (need 3)
BP #15 NOT COMPLETE
- This satisfies Greenstep Best Practices 4.1 and 4.3 as well,
which is not on the City’s current workplan for Greenstep, but
would be a way to kill two birds at once.
BP #16: Reduce disturbance
and predation by free-
roaming pets
COMPLETE
- The City of Stillwater Police Department enforces the Domestic
Animal Ordinance, Section 27-1 of City Code.
o Sec 27-1 Subd. 5 states: “At-
large animals. No animal shall be allowed to
run at large.”
o The Spring 2018 newsletter touched upon this.
BP #18: Reduce climate
impacts
ON GOING EFFORTS
- Sustainable purchasing policy
- Trash/recycling program and education
Requirements to Become Bird City:
1) Communities are eligible for initial recognition as a Bird City when they
fulfill at least 8 of 18 possible criteria. (Criteria are given below.)
2) Put together an application and application fee ($200)
3) Host a public event to celebrate International Migratory Bird Day (date is
our choice).
Details of the event are customized to the needs and capacity of
the community.
Audubon Society will give recognition materials for the event (sign,
flag, plaque, web page, and other promotional materials).
18 Bird City Best Practices
Communities are eligible for initial recognition as a Bird City when they
fulfill at least 8 criteria: 7 of 18 Best Practices and hold an International
Migratory Bird Day event.
Category I Best Practices:
Educate and engage people in birding and conservation (complete at least
2 of 5):
1. Increase awareness of birds in your community
2. Involve residents in conservation and stewardship projects
3. Educate and engage youth audiences
4. Promote citizen science monitoring and research
5. Ensure access to nature
Category II Best Practices:
Protect, restore and enhance bird habitat (complete at least 3 of 7):
6. Practice conservation planning
7. Create and protect habitat
8. Promote use of native and beneficial plant species
9. Control invasive and detrimental species
10. Create, protect and maintain nesting opportunities
11. Ensure best management of urban forests
12. Ensure clean water in natural waterways
Category III Best Practices:
Reduce threats to birds (complete at least 2 of 6):
13. Reduce collisions with windows
14. Reduce other man-made threats
15. Reduce light pollution
16. Reduce disturbance and predation by free-roaming pets
17. Reduce the threat of pesticides and other toxins
18. Reduce climate impacts
TO: Mayor and Council Members
FROM: Bill Turnblad, Community Development Director
DATE: January 27, 2020
RE: Parking Ramp revenue system
BACKGROUND
Since last summer the Downtown Parking Commission has been working on replacing the gate
equipment at the parking ramp with a mobile based revenue system. Proposals were received
from both AirGarage and Passport Parking. In October the Parking Commission recommended
that the City Council award the project to Passport Parking, which the Council did in November.
Since then staff has been working with Passport Parking representatives to draft a contract. In
the meantime Passport’s minimum charge for the Permit Management and Enforcement
Management Modules increased to $18,000 each. Previously there was no minimum fee for the
enforcement module and only a $6,000 minimum fee for the permit module. The result is that
the annual cost of Passport’s services to the City would increase by $30,000.
Therefore, the Parking Commission reconsidered to whom they should award the contract. And,
since AirGarage can adequately handle revenue for the parking ramp, and the fees are
considerably less, they recommended that the contract be awarded to AirGarage instead of
Passport Parking.
COMMENTS
The City has several alternative courses of action available.
1. Award the project to AirGarage.
a. The enforcement process for the AirGarage proposal is that LPR cameras are
mounted at the entrance gates. If a driver does not pay their fee within 10 minutes
of passing the gate, and they do not have a valid monthly parking permit, then a
message is automatically sent to parking enforcement personnel. Any citations
and follow-up would be done manually. There is no minimum fee to the City.
b. Monthly permits can be handled through the AirGarage platform without a
minimum fee to the City.
2. The AirGarage proposal can handle the ramp. However, if the City decides to expand the
contract to handle all of the downtown system, AirGarage is not particularly robust at the
moment and would not be the right platform. So, the question may be whether the City
proceeds with AirGarage for the ramp, and then changes to a different vendor if/when the
City expands to the entire downtown parking system.
Parking Ramp revenue system
Page 2
3. Continue with Passport Parking and pay the extra $30,000 annually.
a. If the City is satisfied with the Passport Parking services and decides to expand its
use to cover the entire Downtown Parking System, then it would be easier to
justify the $18,000 minimum charge for the enforcement module.
b. If the City chooses this option, it may want to eliminate the Permit Management
Module and issue permits manually as is done now.
4. Continue with Passport Parking, but only use their hourly parking module.
a. This would require parking enforcement officers to drive through the ramp and
manually check license plates against Passport Parking’s software and then
manually issue citations.
b. Monthly permits would have to be manually issued and displayed on dashboards
or hung on mirrors.
c. If the City chooses to expand the Passport Parking revenue system to all of the
Downtown parking facilities, then consider adding the Permit and/or Enforcement
Modules at that time.
5. Request proposals from other companies.
a. Since Washington County Dispatch will no longer manage the help calls after
office hours, this option would require the City to keep the exit arms open
between 4:30 pm and 8 am on weekdays and all day on weekends and simply let
hourly customers drive out. In other words, evening and weekend hourly revenue
would be lost.
b. The entrance arms would stay in operation so coupons would be issued in case the
arms are down when a driver exits.
REQUEST
Staff requests the City Council to consider the situation and decide upon a course of action.
attachment: Proposal comparison
bt
Comparison of proposals
Passport Parking proposal revised
1/9/2020
Passport Parking (with LPR system on one PD vehicle)
City Cost; initial City Cost; on-going Customer Cost Comments
Hourly customer transaction fee (goes to Passport Parking)$0.30 $0.25 base + $0.05 for credit card mgmt: could be charged to customer
Credit card transaction fee (goes to credit card company)2.90%City already pays this fee on transactions
Pay-on-foot station in lobby (for customers w/out handhelds)$10,000 $720 Est of initial costs: machine, install, software install; On-going: annual fee for software license
Permit Management Program $18,000 Minimum fee for managing permit customers
Enforcement: ticket payment fee $3.00
Enforcement: fee for sending delinquent payment notice, if needed 30%$1.50 Passport receives 30% of ticket cost if delinquent.
LPR (license plate recognition) hardware $39,200 $1,600 Hardware cost includes $4,200 for install; annual software license fee $1,600
Enforcement: mobile ticket printer $600
Enforcement Management Program $18,000 Minimum fee for managing enforcement tasks
Totals I $49,800.00 $45,605 On-going: $38,320 fixed costs + $5,230 from transactions based on avg # of trans last 5 yrs + est $2,055 avg credit card fee
Totals II $49,800.00 $49,325 On-going: $38,320 fixed costs + $7,900 from transactions based on # of 2018 trans + est $3,105 credit card fee
Total I over 8 years (expected life of new equip which costs $120K)$414,640 Equipment cost + 8X city's annual costs
Total II over 8 years (expected life of new equip which costs $120K)$444,400 Equipment cost + 8X city's annual costs
AirGarage (ALPR system; one camera at each entrance)
Hourly customer transaction fee 20%Includes credit card transaction fees
Permit customer management fee (not including Lowell Inn)10%Includes credit card transaction fees
Pay-on-foot station in lobby (for customers w/out handhelds)$10,000 $720 These costs are estimates based on info from Passport Parking
Enforcement: ticket payment fee 25%
Enforcement: fee for sending delinquent payment notice, if needed NA NA = not available
ALPR (automatic license plate recognition) hardware $0 Included with AirGarage services; no additional fee to City
Enforcement: mobile ticket printer NA NA = not available
Totals I $10,000.00 $15,266.18 Totals I - 20% of avg hourly fee revenue last 5 years + 10% of avg permit fee revenue last 5 years
Totals II $10,000.00 $22,363.80 Totals II - 20% of 2018 hourly fee revenues + 10% of 2018 permit fee revenue
Total I over 8 years (expected life of new equip which costs $120K)$132,129.44 Equipment cost plus 8X city costs
Total II over 8 years (expected life of new equip which costs $120K)$188,910.42 Equipment cost plus 8X city costs
Notes:
1. City could reduce its costs by passing the transaction fee on to the customer. For Passport Parking this would raise the weekend parking fee to $5.30.
For AirGarage the weekend parking fee would raise to to $6.00.
2. Revenues for the parking ramp do not include fees for parking fines.
STILLWATER PHOTO
CONTEST
DEADLINE: FEBRUARY 14, 2020
TO: PHOTOS@CI.STILLWATER.MN.US
The City of Stillwater is looking for photos of our beautiful city! Submit
your photos of Stillwater during all four seasons! We would love to get
photos of places and people in the historic downtown riverfront district
and surrounding areas. We need landmarks, attractions, streetscapes,
art, architecture, events, parks, and historic sites. Things that makes our
community stand out! Check your archives and send us your
photos. We will mostly be using the photos on our new website, but
may also use some in other materials produced by the City of
Stillwater. All photos, if used, will receive photo credit. Photos need to
be taken in Stillwater.
Photos are needed
for website redesign
____
Send as many
photos as you like
(.jpg format, 300 dpi
min, preferred 8 mb
max size)
____
By sending us your
photos you agree to
let us use the photos
on our website and
in other publications
and any faces in the
photo have given
permission.
CITY OF STILLWATER
216 4th St. No.
Stillwater, MN 55082
651-430-8800
photos@ci.stillwater.mn.us
Feb. 2 -March 7
STILLWATER
DAY
Daytime Warming Space
OPEN: daily from 10 a.m. to 3 p.m.
Lunch provided
Overnight Winter Shelter
IME
OPEN: 5 p.m. to 9 a.m. when the actual temperature is
predicted to be -10 degrees Fahrenheit or lower
Supper and breakfast provided
LOCATION: Trinity Lutheran Church
115 4th St. N., Stillwater, MN 55082
Updated information regarding the Daytime Warming Space and
Overnight Shelter hours of operation available atTel.#763-219-6990 and
Washington County's Website https://www.co.washington.mn.us/.
LU TH ERR n C H UF~C H 115 4th St . N, Stillwater, MN 55082 • 651 -439-7400 • www .trinitylc.org
Join us for a healthy &
delicious breakfast
All Are Welcome,
All Are Fed
Regardless of ability to pay
8 -10 am
Tuesday & Thursday at Ascension Episcopal Church
214 North Th ird Street, St illwater
----
Donations Always Appreciated
February 2020 Breakfast Menu
When: Tuesdays and Thursdays, 8 a.m. to 10 a.m.
Where: Our Community Kitchen, 214 N. 3rd St., Stillwater, MN
(in Ascension Episcopal Church)
Tuesu Feb,. 41! and Thu rs.~ Feb .. 6
Lemon ricotta pancakes
(GF available)
Cabbage and white bean soup
(GF & vegan)
Hard-boiled eggs and fresh fruit
Steel-cut oats, yogurt and granola
Juice, coffee and tea
Tuesu Feb. 11& and Thurs •• Feb .. 13
Strawberry French toast bake
{GF available)
Beet borscht soup {GF, Vegan)
Hard-boiled eggs and fresh fruit
Steel-cut oats, yogurt and granola
Juice, coffee and tea
United Way of
Washington County-East
Community Partner
Tuesu Feb .. 18~ and ThtH S-.i. Feb .. 20
Santa Fe egg bake {GF, vegetarian)
Black bean soup {GF, vegan)
Hard-boiled eggs and fresh fruit
Steel-cut oats, yogurt and granola
Juice, coffee and tea
Tues u Feb~ 25~ and ThtJ fS"l' eb,. 2.7
Sca n d inavian b rea kfast
Assortment of cheeses
Variety of breads
Pickled herring
Creamy potato soup
(GF, Vegetarian)
Hard-boiled eggs and fresh fruit
Steel-cut oats, yogurt and granola
Juice, coffee and tea
Fri dav~ Februarv 28
5:30 to 7:00 p.rn.
Community Dinner -Fourth Friday
Everyone is welcome! Donate-what you-can breakfast.
Im porta nt Note: Menu may change. Please check www.OurCommunityKitchen.org.
216 4th Street N, Stillwater, MN 55082
651-430-8800
www.ci.stillwater.mn.us
CITY COUNCIL MEETING MINUTES
January 21, 2020
SPECIAL MEETING 4:00 P.M.
Mayor Kozlowski called the meeting to order at 4:00 p.m.
Present: Mayor Kozlowski, Councilmembers Collins, Junker, Weidner and Polehna
Water Board Commissioner Vania and Jensen
Absent: Water Board Commissioner Speedling
Staff present: City Administrator McCarty
City Attorney Land
Police Chief Gannaway
Public Works Director Sanders
Finance Director Provos
City Clerk Wolf
Water Board Manager Benson
St. Croix Recreation Center Manager Brady
OTHER BUSINESS
Discussion on Public Works Assessment Report and Recommendations
City Administrator McCarty introduced Sarah McKee, Senior Vice President of GovHR USA,
and Charlene Stevens, Senior Vice President of GovTEMPS USA, to present the Public Works
Organizational Assessment.
Ms. Stevens conveyed that the focus of the study was on how the Public Works Department
could develop better efficiencies and provide effective delivery of public works services to
the residents of Stillwater. It did not include an implementation plan or cost study.
Ms. McKee reviewed the following recommendations for public works: 1) revise the
organizational structure and span of control. The current organizational chart does not
really depict how the department is set up. The study includes suggestions about splitting
up, not having just one superintendent but two superintendents and no assistant
superintendent. The majority of work being performed by public works is generally under
established operating procedures, and therefore should allow for a wide span of control; 2)
establish a separate engineering division. The majority of work being performed by public
works is generally under established operating procedures, and therefore should allow for
a wide span of control. She described a possible organizational structure, what a separate
public works department would look like. The span of control would likely end up being the
same for both departments.
Councilmember Junker asked if they see, in the City’s existing chart, with its two
superintendents under Public Works direction, they have their expertise - do they see that
indirectly; and Ms. McKee answered that currently the City has a superintendent and
assistant superintendent. She did not observe that one is more streets and one is more
parks. The City has some lead people who are more specialized.
City Council Meeting Minutes January 21, 2020
Page 2 of 19
Councilmember Junker indicated that he does not see Public Works Superintendent Moore
as being involved in streets; and Public Works Director Sanders confirmed Mr. Moore is
more parks than streets. They share duties like utilities and fleet.
Ms. McKee indicated that in terms of organizational structure and how technologies can help
or hinder, the work order system process is excellent. Work order systems create
efficiencies and can generate many helpful reports.
Councilmember Weidner inquired does the St. Croix Valley Recreation Center fall within this
organizational structure as proposed; and Ms. McKee replied that the current chart shows
that the Recreation Center staff reports to the Public Works Director, but in theory she does
not think it functions that way. There should be a better defined role of who they report to.
Ms. Stevens added that because of the way the contract is structured, more of the reporting
is done through the City Administrator and that may be how it should be reflected in the
organizational structure. The actual contract and how it is administered probably needs to
be with the City Administrator’s office.
Councilmember Weidner noted that the City has a great advisory committee in the Parks
Commission - they are advisory to the Recreation Center and Parks in general, but that does
not really fall under anything shown in the report. It works wonderfully, and he is not
questioning how they operate, he is just wondering what the reporting structure would be.
Ms. Stevens agreed the City has a very successful model with St. Croix Valley Recreation and
the study did not recommend many changes, but because of that, the City has a little bit of a
hybrid reporting structure where City administration is involved in administration of the
contract, but the physical work may fall more under parks. It will always be a little bit of a
hybrid and require internal as well as external communication.
Councilmember Weidner remarked that he thinks the 2020 budget included a Park and Rec
Manager or something like that. If there is a park and rec person in a supervisory capacity
in the future, he wonders how they will work in conjunction with one another; and Ms.
McKee responded that in past cities where she has worked, there was a park and rec
commission under the direction of the City Manager. She explained from an organizational
and efficiency standpoint, how assignments are given to the workers every day. She
addressed the morning break period that is in place right now. There is a lot of work time
lost when workers travel from one side of town to the other, if they have to go all the way
across town for a break. This is something the City should look at. She understands that it
came about many years ago and it was a solution at the time, but with technology the way it
is now, it may not be efficient anymore. Legally the City must provide a 15 minute break in
the morning and a 15 minute break in the afternoon. Many times it is done on site, rather
then the worker coming all the way back to Public Works.
Ms. McKee went on to discuss Police Department vehicles. Most of Stillwater’s police
vehicles are leased. This is becoming more common. Many cities lease large vehicles such as
fire trucks and public works maintenance vehicles. Mechanics are hard to find and very
expensive. The study suggests more and more leasing and contractual arrangements. This
saves man-hours for City’s operators to do something else. Regarding administrative
assistants, there has been a part time person who is no longer at the building. If a delivery
occurs, someone has to break away and accept the delivery. The administrative person is
the person who holds the team together. This position creates operational efficiencies. The
City Council Meeting Minutes January 21, 2020
Page 3 of 19
other thing they talk about is getting everyone to feel part of the same team. Having more
meetings with the entire group will help. Public Works staff usually has the most contact
with the public. It is good for them to be fully informed on what’s happening in the City.
More public works professionals are retiring, which makes leadership succession planning
important. A lot of knowledge will be walking out the door. The City should start planning
5-7 years in advance.
Ms. McKee stated that the study recommends that the water function become part of the
City and specifically part of Public Works. This is only the second example she has has seen
that has a similar operation. This could be done in a couple di fferent ways. Water, sewer and
storm water workers are all doing almost the same things. There needs to be a better
understanding of how that works between the two organizations. For instance the current
Water Board could become a Water Commission working similarly to the Parks
Commission. Having water and sewer studies combined can create more efficiencies. A
Memorandum of Understanding can talk about shared services. The study saw a lot of
duplication of services. Most residents will probably go to the City’s web site rather than the
Water Department’s web site if they have a question about water. There is also a need to
develop succession planning for the Water Department staff. A water system is very
complicated. Given the Flint Michigan crisis, it is something every City should be looking at
to ensure they are doing everything correctly. If the Water Board will remain separate, they
should function in same way as the City with all minutes and records online for full
transparency.
Water Board Commissioner Jensen questioned how far did the search look for comparable
water boards? There are numerous water boards in the State of Minnesota. The City of St.
Paul, for instance, has one of the earliest independent water boards. It is independent
though they do have City Councilmembers on their board. She believes the City of Shakopee
has an independent water board as do several others. It tends to be communities that are
older and historic. She asked if the consultants searched all the communities in the state to
look for independent water boards and how they are functioning; and Ms. McKee answered
they did not. Typically they look at the area they are working in, and the surrounding area.
Those are the ones they want to compare to.
Commissioner Jensen pointed out that she feels like that is a huge gap in this report because
there are functioning water boards that the consultants missed that are functioning very
well that should have been included in the report; and Ms. McKee responded that she is
talking about creating better efficiencies.
Commissioner Jensen expressed that she understands the consultants are primarily looking
at financial effectiveness. Nowhere in the report do they mention respecting residents’
wishes or the past democratic process that established the Water Board. Nowhere in the
report do they mention the 2003 referendum where citizens voted for the Water Board to
remain independent. They are looking for economies and efficiencies based solely on
financial aspects rather than looking at the citizens’ wishes. She also wishes they would not
have brought up the Flint Michigan role in this report, but since since they did so, she will
say, because she is a water engineer, that the Flint issue, which has now hurt thousands if
not millions of children and adults, and is costing the City of Detroit billions of dollars to
rectify, occurred because their utility was taken over by politicians with no training in
drinking water treatment. They made the decision to switch the source, which caused
City Council Meeting Minutes January 21, 2020
Page 4 of 19
corrosion of pipes. People who had no business running a water utility took over the utility
and made very poor decisions. Bringing up Flint creates panic and concern among people
that should not be brought up. Also, the report suggests mergin g the water board. Doing this
would get rid of all the very substantial knowledge of water treatment in the City. Water
Board Manager Benson knows the system inside and out and knows exactly what needs to
be done to protect it. She (Commissioner Jensen) and Commissioner Vania have advanced
degrees in water treatment. The report is suggesting getting rid of that oversight and
substantial technical knowledge.
Ms. McKee replied they have not mentioned getting rid of any person in the report.
Commissioner Jensen countered that the report advocates getting rid of Mr. Benson’s
position; and Ms. McKee responded that it does state in the report that there would not be
a need for a Board Manager, because the board would not exist.
Commissioner Vania stated on page 18, paragraph 2 the report says, “this would eliminate
the need for a general manager.” That statement upset him and needs clarification.
Ms. McKee answered what that statement meant was that if the Board of Commissioners is
eliminated, the City would not need a general manager or board manager. It does not say
that the City would get rid of the people who work under Mr. Benson because that was not
the intent.
Mayor Kozlowski pointed out the paragraph under that cited by Commissioner Vania says
the Water Board could still function in a similar capacity as other boards.
Commissioner Vania handed out data, saying that the report had a very limited scope, so it
could not really look at the comprehensiveness of what goes on in the Water Department.
He provided information on what happens in the Water Department. It has a manager who
is concerned with enterprise business, O & Ms oversight, customer service oversight, and
budgeting. This is the justification for having a separate department for water, whether it is
the way it is now, or under Public Works. Also, given the limited scope of the consultants’
contract, they did a good job with only 15-20 days, but did not have time to review the Water
Department’s critical functions, so he feels that the proposed organizational structure is
premature. Analysis will have to go deeper to protect the City. It was not clear that the Water
Department contracts out engineering services already. It is already aligned with the City
and there is already transparency. Councilmember Polehna comes to the Water Board
meetings. They do not have any equipment, they already use local contractors for
equipment. Given the integration of customer service, meter reading, commercial and
homeowner billing, meter repair and replacement, water distribution control and
wellhouse operation, budget and financing, it is best to keep those functions with the
wonderful six person water team. They are very efficient and effective. The consultants did
not talk to the board members because of the limited scope of the study. The statement that
the water system has already experienced failures is incorrect. The City has only had 12-15
main breaks for 100 miles. The average in the country is 25. The Water Department does
preventive maintenance and leak detection. The Water Board has been tracking failures in
GIS and replacing pipe segments as roads are replaced. The Water Board feels its
communication is transparent with the City. A City Councilmember attends the meetings
and minutes are posted online. The Board meets with the Council every three months. The
Board’s concerns are: 1) Due to limited scope, the study does not reflect an understanding
of how the water system works and how complex it is; 2) How will the enterprise fund be
City Council Meeting Minutes January 21, 2020
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kept in place so that the reserves will be used for water distribution needs and not for City
operating expenses and capital; 3) How will the professional help, the current board
members be maintained in the future; 4) Bringing the existing Water Department under
Public Works was not addressed; and 5) Given the limited scope and the fact that technical
analysis was not provided to justify the removal of the Department Manager, and the lack of
discussion with the Water Board, the consultant was unable to understand that Mr. Benson
working with the support of a contractor is the only person in this City who understands the
supervising control system for the water system. The way he reads report, it appears to
recommend getting rid of the Water Board Manager. With oversight, the City has not had a
major system failure that limited water supply to customers. Due to the limited scope of the
study, cost savings could not be determined. It appears the recommendations are justified
only because all the other cities are doing this, so Stillwater has to change. Only
generalizations were provided. Combined billing is a good point, and the Water Board
agrees, but what would it cost to integrate its customer service with the City’s financial? It
is a nice recommendation, but wait until the cost can be determ ined. What the City has right
now is pretty effective. Banyan billing is critical to the City. There is no way a City financial
department can do banyan billing. Do the recommendations mean that Water Department
staff would all move to the public works building? What would be the cost of making the
recommended changes? The Water Board will discuss this at its meeting tomorrow.
Councilmember Weidner asked if Commissioner Vania prepared the handout or the Water
Board; andCommissioner Vania answered that he prepared the handout.
Commissioner Jensen stated she perceives biases in the report. It discussed breakages in the
water distribution system, but not the sewer system or the stor m water system. She pointed
out there are several functions the City does that have to do with water - sewer, storm water,
surface water, drinking water. As Water Commissioners, they have been asked to look at
doing water conservation within the City and are asking residents to conserve water. The
City’s web site is horrible. They are not able to post information that is educational to the
community. The library has their own web site to communicate with residents in an
engaging way. Many communities use their web sites to provide information to residents
and businesses. The Water Board section of the City web site is just text. They are not
allowed to post pictures.
Mayor Kozlowski countered that it is possible to put pictures on the City web site.
Councilmember Weidner questioned if the Water Board Commissioners asked to put
pictures on the City web site and has the City refused; and Commissioner Jensen responded
no, but the way the library web site works, a user can click on the link and that brings them
to a web site that is specialized. The Water Board felt that because of the complicated
information they want to send to residents, the information they want to convey is similar
to the library - they want to organize the information in a way that will help residents
understand water use, conservati on, and reports on water quality. They also want to engage
students and teachers.
Councilmember Weidner inquired if the Water Board investigated whether or not the City’s
web site can host those types of things; and Commissioner Jensen replied no. City
Administrator McCarty just told them that the City is redesigning its web site. If that had
been communicated to them, they may have made a different decision. She was very
disturbed that the Pioneer Press article stated that somehow the web site method of
City Council Meeting Minutes January 21, 2020
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communicating to residents is a sign of the Water Board’s inefficiency when they are just
trying to communicate with residents and businesses.
Councilmember Junker commented that in general, this is a huge decision. Everyone is on
the same team, all working for the City of Stillwater to bring the best service and cost
efficiency to residents. He did not expect any staffing or Mr. Benson’s job to be eliminated.
He applauded Commissioner Vania for bringing that up. The word biased is a bad word,
saying that the team of investigators was biased. He does not like that. They are an
independent contractor the City hired that spent a short time with staff. They did
recommend that potentially the two entities should be joined. But everyone is on the same
team and to beat each other up over deficiencies is not doing anybody justice. He wants to
make sure every resident is treated well. It is not us against you. Everyone is on the same
team.
Mayor Kozlowski remarked that he thinks everyone is reading way too much into this. He
does not think the article did a great service as far as how quotes were presented. He does
not think anyone on the Council was prepared to recommend incorporating the Water
Board into the City. The idea of replacing them all never crossed his mind. He appreciates
the passion they have for what they do, but they are coming at this the wrong way. The City
obviously needs their expertise. Defensiveness does not help anybody. This is about giving
more resources to the Water Board. He thinks the City can help the Water Board operate
more efficiently. He does not know if they have to be part of the City or not. He thinks water
and sewer go hand in hand and he would love to see an analysis of sewer rates. He thinks
this is a starting point. The idea of what it would take to make the transitions would be
massive. This discussion is warranted, but it is only a start.
Councilmember Weidner mentioned that the Council has been taking this department by
department, as part of the strategic plan to take this in a dispassionate, factual manner, and
asked for outside groups to give an independent analysis on organizational structure. He
met with the Water Board several years ago trying to get a handle on how the Water Board
functioned. At that time, the liaison to the water board, Councilmember Doug Menikheim,
suggested he do that. That process, asking questions, raised defensiveness. His role on this
Council is to try to operate this City in the best fashion for citizens, so asking questions is
what Councilmembers do. The fact that the analysis does not identify a job for Mr. Benson
does not mean eliminating his job. He finds it alarming if Mr. Benson is the only one who
understands the City’s water system. He assumes the enterprise funds would be handled
like the other 4-5 enterprise funds in the City. The City is not doing a money grab, but rather,
looking at efficiency for all citizens. He would hope if this happens, that the Water Board
would still function as an advisory group to maintain the high level of water quality the City
has. This is a lot more emotional than factual for the Water Board. To say that they can not
be on the web site, he does not see that. This needs to be a factual decision based on the
information before the Council.
Councilmember Junker pointed out there are two key words - operational excellence. This
is the key to the City. Everyone is working together toward operational excellence.
Commissioner Jensen stated she does not know if everyone realizes it, but she has talked
with a number of her neighbors, who initially asked her to seek a position on the Water
Board because they were worried that the City was talking about taking over the Water
City Council Meeting Minutes January 21, 2020
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Board. She does not know if the Council realizes the sense of distrust they are instilling in
the City by bringing this up again.
Mayor Kozlowski commented that they are just having a discussion on how to be better as
a city. If that makes people distrustful, that is foolish.
Councilmember Polehna stated he got a call from a citizen and he explained that the Council
is just trying to make the City better. He thinks the Water Board is doing a great job. The
Council is simply looking at efficiencies in operational procedures.
Councilmember Junker noted that he voted against a Water Department merger in 2003.
Now it is being brought up simply as an operational excellence tool as the Council looks at
all the departments. They are going to be getting more information on all the departments
to make the best decisions they can make as a Council.
Mayor Kozlowski stated he wants to hear from the community as well. He does not know if
the Council will continue down this path. Everyone has to do a better job of not being
alarmist.
Commissioner Jensen stated the consultants have pointed out they did not have the budget
to lay out a path toward implementation. She had expected that the Council would vote at a
meeting to eliminate the Water Board immediately.
Mayor Kozlowski replied then Commissioner Jensen obviously does not understand how
the City works, because the Council cannot just do that.
Commissioner Jensen suggested if the process were laid out, it would help people be a little
less emotional.
Councilmember Junker stated he is upset that the Water Board does not trust the Council.
Commissioner Jensen replied that the meeting that Councilmember Weidner had with her
did not go well. She is the first woman ever to serve on the Stillwater Water Board and she
is looking at an all-male council. She did not feel bullied by Councilmember Weidner, but
she felt like it was not a friendly encounter.
Councilmember Junker stated to say she does not trust him because of that is upsetting.
Councilmember Weidner noted that he sat down with Commissioner Jensen because he
wanted to meet with every Water Board Commissioner to learn about the operations. If she
is uncomfortable by him asking questions about her role as a public official, he should be
greeted in the same fashion as any other citizen in this City who asks her about her role. If
she does not like him because he had that conversation with her, he is comfortable with that.
Commissioner Jensen remarked that she did not say that.
Councilmember Weidner responded that his obligation is to the citizens of the City, trying
to be as informed as he can about all aspects of the City. He is not held to any one
understanding of the City. He is not protective of any part of it. He is protective of the people
and the process. He believes the Council is doing the best they can under the circumstances.
He does not think any of the Councilmembers ran against a female candidate. He would
encourage all women to run for these jobs. This should not be a gender issue.
City Council Meeting Minutes January 21, 2020
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Councilmember Junker remarked he has known Mr. Benson his entire life and respects him.
He was hurt when Commissioner Jensen stated there was a lack of trust. He would like to
earn the trust.
Commissioner Vania indicated that the only thing the Water Board is asking is to show the
Water Department as a separate division in the final report.
Ms. McKee stated this is the final report.
Councilmember Weidner asked why the report did not identify the Water Department as a
separate department; and Ms. McKee answered, going back to efficiencies of a typical public
works department, if the municipality is large enough, there co uld be separate water, sewer,
and storm water departments. In this situation, Stillwater has six employees of the Water
Department, and five dedicated to utilities. Combining those is efficient. There are times
when water could use a helping hand to lay new pipe or make a repair. There are operators
there who could do that. Vice versa, if a storm sewer line collapses, the City has the
personnel to repair it. They are cross trained. That goes back to succession planning. She
never mentioned anything about Mr. Benson’s abilities. The study did not look at the
function, it looked at the governance. They understand the function of the Water Board. It
was not about the function, it was about the governance and how there are opportunities
for shared services that create greater efficiencies moving forward.
Ms. Stevens explained the parks and rec component and St. Croix Boat and Packet. The
recommendation was to revise the organizational chart to better reflect the current
practice. When she talked with Doug Brady, he stated he does most of his reporting with the
City Administrator and feels that works quite well. There are good safeguards in place, but
there may be an opportunity to better document the programs, the planning and the capital
planning. The City has a very good agreement in place and a unique set-up with the vendor,
but something could change. Doing regular quarterly reporting and maybe engaging the
Parks board a little better to tie in the recreation aspect into the physical component would
be good. It is not always clear that there is one main point of contact. The roles and
expectations could be clarified to provide better service to citizens. They recommend
continuance of the partnership with St. Croix Boat and Packet, but look more toward
succession planning.
Councilmember Weidner inquired how often does Mr. McCarty you meet with Mr. Brady;
and City Administrator McCarty replied it is situation-dependent, but regularly they
probably meet every month. There are some projects that require them to meet once a week.
Ms. Stevens pointed out the study scope was limited, so they did not interview the Parks
Board. She looked at Parks Board minutes and agendas and feels there are opportunities to
strengthen succession planning to ensure success long term.
Mayor Kozlowski asked Mr. Brady if he has a number two person; and Mr. Brady responded
yes.
Councilmember Weidner thanked the consultants for their assessments.
Ms. Stevens conveyed that they did not intend to cause concerns or disruptions, but
sometimes that is the value of a neutral party.
City Council Meeting Minutes January 21, 2020
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Councilmember Weidner noted the study did not suggest any transitional planning process
that would take place if the City moved forward to move the Water Department function
into the City.
Ms. Stevens responded that was not within the scope of services, but they could provide
some recommendations if the City requests that. They have done that with previous
projects.
On a question by Mayor Kozlowski if anyone knows of a scenario where a City has taken a
separate water board into the city recently; and Commissioner Jensen replied that the
Minnesota Department of Health would probably have a record of that, or the Department
of Natural Resources, since they are following water utility governance.
Ms. Stevens added that they looked to try to find cities of similar size that have comparable
setups. Not many do.
Mr. Benson asked for clarification of a statement on the bottom of page 18 indicating that
the City Council does not want to pursue the avenue with the voters of Stillwater; and Ms.
Stevens responded that was the other alternative. If the Council chooses not to move
forward with any kind of merger, it would go back to those other recommendations of
putting a Memorandum of Understanding (MOU) in place.
Mayor Kozlowski added that it is saying if the Council does not want to go through a
referendum, it could look at doing an MOU and combining some services.
Commissioner Jensen stated she does not think it is saying that the Council is not willing to
do that.
Councilmember Weidner commented that he understands if the Council votes unanimously
to dissolve the Water Board and move that function into an operation of the City, that can
happen under the current charter. Is that right? City Attorney Land replied that the Water
Board is a separate section of the City Charter. So in order to have a Charter amendment, if
the City has both the Charter Commission and the City Council in sync, and they both agree
on a unanimous version of an ordinance that would repeal the Water Board, then it just
requires unanimous consent of the Council. The Charter Commission has to agree as well. If
the Charter Commission does not agree with the Council’s version of the ordinance, that is
when the Council could choose to put it to a referendum. But a referendum is not required
if both the Council and the Charter Commission agree. The Charter Commission’s vote may
be a majority vote. The City Council’s vote must be unanimous to approve a Charter
amendment.
Mayor Kozlowski asked, just for sake of conversation, if the Council were going to explore
this further, what would the process be; and City Administrator McCarty replied that a
transition plan would need to include financial, legal, HR, personnel, technology, policies
and procedures, and so on. A substantial amount of work would have to be done. Then there
would have to be some type of proposal that the Charter Commission and the Council would
need to entertain. There would be lots of input from many parties. There was not that level
of detail requested for this study. It was a high level review. In-house staff would need to be
part of that and possibly expertise from an outside vendor as well.
Mayor Kozlowski added that the Council would need to figure out if there would be actual
savings to the taxpayers.
City Council Meeting Minutes January 21, 2020
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Councilmember Weidner stated if the Council accepts this report, he would like to figure out
how to discuss or adopt an organizational structure as identified in the appendices. If the
Water Department becomes part of the City, then it appears it would be Appendix E. If it is
decided not to become part of the City, then it would be Appendix C. Is that a fair statement?
Ms. McKee replied yes, Appendix E would be the study’s recommendation because they are
recommending that the Water Board be decommissioned. How that all functions would
certainly look different.
Councilmember Weidner continued that he does not want there to be any alarmists if he
makes a motion to adopt the report and adopt Appendix E as recommended by the
consultants, for the purpose of investigating a potential cost benefit and transition plan that
staff could start working on. He does not want anybody on the Water Board to believe that
this is a motion to get rid of the Water Board. The order of business today is whether or not
to accept the report of the consultants. He will make that motion, but he also will make a
motion to adopt Appendix E as recommended by the consultants and as part of the motion
he is going to ask that staff start investigating a transitional plan and process and what that
would look like. He thinks that would satisfy some of the concerns that Mr. Benson brought
up about the line on page 18. He believes the City needs to move forward and there are a lot
of unanswered questions.
City Attorney Land reiterated that the motion would be to accept or approve the report from
the consultants and then requesting that staff move forward with a transition plan with the
intention of adopting a structure such as is contained in Exhibit E.
Commissioner Vania voiced that all he is requesting is an alternative F be shown, with the
Water Board separate, so that is also analyzed cost-wise versus what the consultants’
recommendation is.
Councilmember Weidner asked for clarification of Commissioner Vania’s comments; and
Commissioner Vania responded that he is talking about the Water Department being
analyzed as a separate division under Public Works. He wants to make sure that is one of
the alternatives that is considered.
Councilmember Weidner replied that is not part of his motion. His motion was going to be
to follow what the consultants are talking about. He is going to go with what the consultants
are recommending and if his fellow Councilmembers feel differently, then his motion will
fail.
Commissioner Vania mentioned that is too restrictive at this point. The Council needs input
from the Water Board. The Water Board has not even had a meeting to determine what they
would suggest. The Board is going to meet tomorrow. He does not think the consultants had
enough time to do the necessary analysis. To adopt this as it is without cost information is
not a good way to go.
Mayor Kozlowski asked Public Works Director Sanders if he would like time to review the
information and come back with a recommendation; and Public Works Director Sanders
answered that he is comfortable with Appendix E as a recommendation.
Commissioner Jensen stated as they brought up on page 18, the elimination of Mr. Benson’s
job, perhaps the Councilmembers could address why that came as a surprise. She would
prefer that sentence be eliminated from the report. She would like clarification about having
a technical manager. She is concerned about that statement about eliminating the position.
City Council Meeting Minutes January 21, 2020
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Ms. McKee responded that the position would be eliminated because that is the position that
the Water Board hires. If there is no Board of Water Commissioners, then they can not hire
a general manager. That is never to say that the function of a technical person leading a
water function of a municipality would not exist in the same re gard it exists for waste water.
She would never recommend not having a licensed person operate a drinking water system.
Commissioner Jensen requested that, along with that sentence, a statement be included that
there will be a technical person like Mr. Benson who would be running the system.
Ms. McKee pointed out that the study did not specify that there would be a technical person
running the Parks Commission, but they would assume that would be the case.
Councilmember Weidner remarked there are no names nor positions in the report.
Commissioner Vania reminded them that the Water Board is just asking for clarification.
Councilmember Weidner stated he understands that after that clarification, there should
not be any misunderstanding communicated to any residents in the City that anyone would
not want Mr. Benson to be a fully employed person within this structure. Any
miscommunication is not coming out of this meeting.
Commissioner Jensen suggested, then just say the position would transition to a technical
lead.
Councilmember Weidner responded that tonight he is not asking for any amendments to
guarantee anyone a position or identify any individual. He understands the concern but
there are no guarantees. This is a long process.
Motion by Councilmember Weidner to accept the report as submitted by GovHRUSA and to
adopt Appendix E Organizational Chart as presented, and to ask that City staff to start working
with the Water Department internally to investigate a potential transitional plan and process
that would best facilitate the organizational chart shown in Appendix E.
Commissioner Vania stated he is suggesting that the Council and Water Board sit down
together. He sees a need for two administrative positions under Public Works.
Councilmember Weidner stated he is not suggesting that be done right now.
Commissioner Vania replied, this is not dictating how it has to be; and Councilmember
Weidner responded, no.
Councilmember Junker noted, per the City Attorney, the Council needs to use the words
something like Appendix E.
Councilmember Weidner proposed that if it makes everyone feel comfortable, he can modify
the motion to say “similar to, but not necessarily mandatorily identical to” Appendix E, and
move forward and start preparing a plan and a transitional plan for that, similar in nature
to Appendix E.
Motion seconded by Councilmember Polehna.
Mayor Kozlowski reviewed, just so everybody is clear, this is just moving forward toward
exploration to see if this makes sense.
All in favor.
City Council Meeting Minutes January 21, 2020
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Commissioner Vania relayed that as far as next steps, the Water Board will meet tomorrow
and generate a response. He asked how does the Council want to handle that, hold another
meeting in the future; and Councilmember Weidner remarked that he thinks the Water
Board should work with staff on a transitional plan with the Water Board’s
recommendations.
City Administrator McCarty offered, given the motion adopted by the Council, the Water
Board can forward their observations and elements to him and he will put together a team
to work on transition planning and it will take some time. They may engage consultants if
needed.
Mayor Kozlowski noted, remember in the report there is also the option for an MOU.
Councilmember Weidner inquired if this could be put on the Council’s regular monthly
agenda; and Mr. McCarty answered maybe the best reporting mechanism might be at the
regular City Council work sessions the first meeting of every month.
Councilmember Weidner reminded them that if the recommendation is to move forward
and adopt the functions of the Water Department within the Public Works Department, that
would require a vote of the Council. It would be before the Council first before it goes to
Charter Commission because if it is not a unanimous vote of the Council it would not need
to go to the Charter Commission. He asked, at what point in the process is this discussed and
is it best to include the Charter Commission in the discussions about organizational efforts
rather than have a separate and distinct process? He recognized there is one Charter
Commission is in the audience tonight; and added that the Council should reach out to the
Charter Commission to see if they are interested in being a part of it. He would like to engage
the Charter Commission early rather than putting time into the process for naught.
Mr. McCarty stated he believes within a couple weeks when staff reports back to the Council,
staff can report on the outline of that particular process.
Commissioner Vania added that the Water Board wants the same thing.
Mayor Kozlowski stated he would like to see how many efficiencies can be obtained through
an MOU.
Commissioner Vania questioned how will the Parks position tie into this; and Mr. McCarty
replied that a Parks Supervisor position was funded in the 2020 budget. The structure in
Appendix E outlines a parks and rec manager position. It might be premature to start down
the path to create that position without knowing where this ana lysis is heading. The position
was funded for 3/4 of the year so the timing might line up fairly well.
RECESS
Mayor Kozlowski recessed the meeting at 6:12 p.m.
REGULAR MEETING 7:00 P.M.
Mayor Kozlowski called the meeting to order at 7:05 p.m.
Present: Mayor Kozlowski, Councilmembers Collins, Junker, Weidner and Polehna
Absent: None
Staff present: City Administrator McCarty
City Council Meeting Minutes January 21, 2020
Page 13 of 19
City Attorney Land
Community Development Director Turnblad
Public Works Director Sanders
Police Chief Gannaway
Fire Chief Glaser
Finance Director Provos
City Clerk Wolf
PLEDGE OF ALLEGIANCE
Mayor Kozlowski led the Council and audience in the Pledge of Allegiance.
PETITIONS, INDIVIDUALS, DELEGATIONS & COMMENDATIONS
There were no petitions, individuals, delegations or commendations.
OPEN FORUM
Selina Freimark, North Hudson, co-chair of the PerSisters for Human Rights Committee, an
arm of the St. Croix Valley Alliance NOW, introduced herself. The PerSisters for Human
Rights advocate for the worth, dignity and equality for all individuals. She introduced fellow
PerSisters Member Mary Ellen Kasak Saxler who played a pivotal role in a collaboration
between the PerSisters and the Main Street Stillwater Independent Business Alliance.
Ms. Kasak Saxler explained a window cling project triggered by Islamaphobia and hate
speech in the community that became evident on two occasions. The Independent Business
Alliance embraced the idea of a sign that would send a message of diversity that says “All
are welcome here.”
Ms. Freimark stated that they would like to continue exploring relationships with
individuals and organizations, and with the City to find more ways to raise awareness and
support inclusion.
Brent Peterson, Executive Director of Washington County Historical Society, thanked the
City for supporting its mission to collect and preserve history. He invited the
Councilmembers to the annual ice cream social on Saturday.
Melissa May, Chair of the Human Rights Commission, reported that the Martin Luther King
Jr. Breakfast on Monday went well.
STAFF REPORTS
Police Chief Gannaway thanked those who attended the notification meeting. He informed
the Council that the department’s K9 officer Buzz is officially retiring.
Fire Chief Glaser thanked the residents for helping clear fire hydrants. He noted the 38th
anniversary of the January 22, 1982 fire, the largest fire in Stillwater history.
City Clerk Wolf stated the February 25 Council meeting will be from 4:30 to 6:00 due to
Caucuses.
Community Development Director Turnblad informed the Council that the Request for
Proposals for the Chestnut Street Plaza is due February 21. Construction is anticipated to be
done in fall 2021. He added that the January 29 Toast & Topics Chamber session includes a
City Council Meeting Minutes January 21, 2020
Page 14 of 19
presentation from Planning and Downtown Parking on the parking efficiency study. The St.
Paul Curling Club tour will take place January 29 with the Council. The Parks Commission
will tour the club on February 5.
City Administrator McCarty reminded the Council that the State Legislative Session begins
February 11. No Stillwater projects were included. The League of Minnesota Cities annual
Legislative Conference is March 18-19.
Councilmember Weidner asked if there has been any discussion with the City’s lobbyist.;
and Mr. McCarty stated discussion with the lobbyist has been very preliminary in nature.
With the release of the Governor’s budget, staff will be talking soon with the lobbyist.
CONSENT AGENDA
January 7, 2020 regular and closed session meeting minutes
Payment of Bills
Resolution 2020‐008, a resolution approving the abatement of Special Assessment
Brian’s Bocce Ball Event
Cleaning Services Contract Agreement
Ordinance 1137, Zoning Map Amendment to rezone properties located in the
Heritage Ridge Development. Properties located at 602-608 Heritage Place -
2nd Reading
Resolution 2020‐009, a resolution declaring surplus and transferring the ownership
of K-9 Buzz
Resolution 2020‐010, accepting work and ordering final payment for Marylane
Drainage Improvement Project (Project 2018-08)
Opera on the River Event
Sanitary Sewer Adjustments
Resolution 2020‐011, a resolution authorizing the City of Stillwater to execute
Stipulation of Settlement
Amendment to Waste Management Agreement
Motion by Councilmember Polehna, seconded by Councilmember Collins, to adopt the Consent
Agenda. All in favor.
PUBLIC HEARINGS
CPC Case No. 2020‐01. Ordinance Amendment request by the City of Stillwater to amend City
Code Section 30-3. Subd. 2 (1), regarding trash container storage in residential areas.
Community Development Director Turnblad explained that the Zoning Administrator has
been receiving an increasing number of complaints about trash containers, how they are
screened and where they are located. The current ordinance is vague. The proposed
amendment would clarify how trash containers must be screened. They must be stored
inside or otherwise screened by a wood privacy fence, vegetation or something else that is
effective and permanent. Essentially if it is behind a car or behind a tarp, that is not
considered to be effectively screened.
Mayor Kozlowski opened the public hearing. There were no public comments. Mayor
Kozlowski closed the public hearing.
Councilmember Collins stated he thought the City already had this ordinance.
City Council Meeting Minutes January 21, 2020
Page 15 of 19
Junker stated he agrees it needs to be cleaned up to give zoning more teeth to work with.
Motion by Councilmember Junker, seconded by Councilmember Collins, to approve first
reading of an ordinance amending Chapter 30 of the Stillwater C ity Code relating to storage and
screening of residential recycling and trash containers, Case No. 2020‐01. All in favor.
CPC Case No. 2020‐02. Request by Jennifer Smittkamp, property owner, for the consideration
of a Resubdivision of the property located at 703 3rd Street South.
Community Development Director Turnblad reviewed the case. The applicants and
homeowners, Jennifer and Jeff Smittkamp, are requesting to split their lot into two
individual lots to create two buildable parcels. The proposal would meet all zoning and
development regulations in City Code. This lot is a 17,449 square foot corner lot, platted as
three lots and combined into a single tax parcel. There is an existing house in the northwest
quadrant of the lot and an existing 860 square foot garage in the far rear of the property
directly behind house, and there is an existing shed (approx. 194 square feet) in the far
southeast corner of the lot. The owners understand this shed would have to be moved. The
applicants request approval of the resubdivision of their 17,449 square foot platted parcel
into two parcels: a 9,349 square foot parcel for the existing house and garage; and an 8,118
square foot vacant lot. The City received letters of concern from the two property owners
immediately south. Both letters stress their concern that if the lot split is approved, the
building of another house is border-line inevitable and that another house “squeezed” into
this location will adversely impact the neighborhood’s character, particularly from a historic
preservation standpoint. Additional worries emphasized: It would foster unwelcome
density; proximity of any potential new structures to property lines; traffic/parking
concerns (already a busy street and corner with St. Michaels school/church); possible
lowering of adjacent property values. Staff recommends approving the lot split with five
conditions.
Mayor Kozlowski asked if there would be design guidelines for the new house built there;
andMr. Turnblad replied yes, the new home would be infill and would have to go to the
Heritage Preservation Commission (HPC) for design review to ensure its compatibility with
the neighborhood. The lot width for the new lot would be 60 feet wide. The minimum is 50
feet.
Councilmember Junker asked if there is sewer and water stubbed into the curb line from
Third Street; and Mr. Turnblad stated there is sewer and water available, but he is not sure
if it is stubbed into the curb line.
Mayor Kozlowski opened the public hearing.
Cynthia Weiss, 719 Third Street South, expressed concern about the preservation of the
historic character of the neighborhood. The neighbor’s fire pit and deck would be very close
to a new house if built on the lot split. The school drop off a nd pick up makes for congestion.
Mark Feely, 715 South Third Street, stated he is concerned about construction, driveways,
landscaping, and the design of a new house if built.
Councilmember Weidner asked if there are any examples of infill properties to show what
is being required by the HPC; and ayor Kozlowski stated the corner of Second and Pine and
the house next to Chilikoot Hill would be examples.
City Council Meeting Minutes January 21, 2020
Page 16 of 19
Mr. Feely stated the new lot would be narrow, so the design of the house would have to be
narrow. From the back door of the existing house to the property line is only ten feet.
Councilmember Weidner asked if there are other examples of infill houses; and Mr.
Turnblad stated City Planner Wittman could probably provide many good examples of 50
foot wide lots where tastefully designed homes are constructed with massing, setbacks and
detail that are similar to the existing neighborhood. The elements that are important for
being compatible with 19th century architecture are size and rhythm of windows, porches,
location of garages to de-emphasize them, and the pitch of the roof. The HPC has a set of
guidelines. The kinds of homes that go into these lots are never off the shelf types of homes.
Mr. Feely stated, so the front setback would be compatible to what is existing there; and Mr.
Turnblad stated yes.
Councilmember Junker reiterated that the HPC scrutinizes infill applications from the
standpoint of design. He asked if Mr. Feely thinks the trees could be saved to get a driveway
in there; and Mr. Feely stated it depends.
Mr. Turnblad stated it is unknown at this time what the ultimate design of a new house
would be.
Mayor Kozlowski asked if Mr. Turnblad knows if the owners have a buyer or plan on putting
it on the market; and Mr. Turnblad stated they plan on putting it on the market, but he does
not know if they have a buyer. He would guess there may be construction this spring or
summer based on market availability.
Councilmember Junker stated Mr. Feely would be notified if a design for a new home comes
before the HPC.
Don Fixmer, 628 Third Street South, reiterated that he is concerned about the loss of any
trees. He hopes if the property owner builds a new home, it is in keeping with the character
of the neighborhood. He is guardedly for the proposal, as long as it meets the guidelines.
Mayor Kozlowski closed the public hearing.
Councilmember Weidner stated he thinks these types of cases are very unfortunate because
it affects the character of the neighborhood, but the property owner is within their rights to
do it. He does not believe the concerns rise to the level of denying this application. He hopes
the HPC works with the neighbors and property owners to enhance the neighborhood
instead of having a negative impact.
Councilmember Junker stated it meets all the requirements from a square footage
standpoint. The neighbors’ input will be very appreciated if the builder gets to the point of
going to the HPC.
Mayor Kozlowski stated he understands the concern, but the application does meet all the
conditions. If this comes back with a design requiring variances, he will not have much of an
appetite for that.
Motion by Councilmember Junker, seconded by Councilmember Collins, to approve CPC Case
No. 2020‐02, request for the consideration of a Resubdivision of the property located at 703
3rd Street South, with the five staff-recommended conditions. All in favor.
City Council Meeting Minutes January 21, 2020
Page 17 of 19
UNFINISHED BUSINESS
CPC Case No. 2019‐71. Valley Ridge Holdings, LLC and Gordon Skamser Jr. appeal HPC Case
2019-21 Design Permit for the modification of a multi-tenant sign plan, and CPC Case 2019-46
for a Variance to the sign code.
Community Development Director Turnblad reviewed the case. Two weeks ago the Council
supported approval of the requests so this is the memorialization of the discussion and
motion of two weeks ago. It could have been on the Consent Agenda but he put it on the
agenda here in case there were questions.
Motion by Councilmember Weidner, seconded by Councilmember Polehna, to adopt
Resolution 2020‐012, a resolution approving a Design Permit to the Sign Code for the south
elevation Sign Zone-B Tenant Space 1400 in the building located at 1570 Frontage Road West,
HPC Case No. 2019‐21; and to adopt Resolution 2020‐013, a resolution approving a variance
to the Sign Code for the south elevation Sign Zone-B Tenant Space 1400 in the building located
at 1570 Frontage Road West (CPC Case No. 2019‐46 and 2019‐71).
Councilmember Junker commented that looking at the Findings of Fact, he does not believe
the applicant met any type of definition for practical difficulty. Circumstances were derived
from the applicant themselves, so he does not believe there was any difficulty.
Councilmember Collins agreed.
Motion passed.
Ayes: Councilmemebers Weidner, Polehna and Mayor Kozlowski
Nays: Councilmembers Junker and Collins.
NEW BUSINESS
Lora Hotel Valet License Renewal
Community Development Director Turnblad stated that in 2016 the Parking Commission
and City Council reviewed the parking mitigation plan for The Lora Hotel. The 40 room hotel
and restaurant created an increased parking load of 15 cars over that which existed prior to
the hotel conversion. The prior parking load was 51 vehicles and the hotel conversion load
was 66 vehicles. The Lora Hotel was responsible for mitigating the 15 car increase. They
proposed to do that by valet parking guest cars in the lot behind the hotel. The City Council
approved the proposal and also approved a license for the use of two parking spaces on
Main Street for the valet service. The valet license was approved as Resolution 2016-153,
which had a three year term expiring on August 3, 2019. The Parking Commission
recommends that the license be renewed and that the term of the re-issued license continue
to be three years. The Downtown Parking Commission and City staff recommend approving
the renewed valet license.
Councilmember Weidner stated he was extremely skeptical when they stated they were
going to park all those cars in back of the hotel, but they proved him wrong and he is happy
they can accommodate all the cars in that space.
Councilmember Junker stated it appears to be working well.
City Council Meeting Minutes January 21, 2020
Page 18 of 19
Councilmember Weidner asked if valet parking is working for the Crosby as well; and Mr.
Turnblad stated he believes so.
Councilmember Junker stated the interesting thing with this three year contract is that it
was issued to them well before the hotel opened so part of the three year term was eaten up
with construction.
Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution
2020‐014, resolution Granting License to Elevage Hotel Group, LLC for the operation of Valet
Stations on South Main Street, with the three staff-recommended conditions. All in favor.
Lift and Loop Bridge Event
Councilmember Polehna presented plans for the Lift and Loop celebration May 15-16, 2020.
He applied for the permit on behalf of the City. He has received approvals from the
Downtown Parking Commission and the Parks Commission. He is currently working with
MnDOT for approval for the dinner on the bridge and the activities on the State right-of-
way. The dinner will be on the bridge with 40 tables and donate d food. It will be Friday night
May 15. There is a committee of over 30 people. He is working with all the different
communities in Wisconsin, the tourism people in Wisconsin, Minnesota’s Convention and
Visitor Bureau and the Stillwater Chamber, Stillwater and Wisco nsin Rotary Clubs. Acapulco
restaurant is involved. He is getting aprons for all the elected officials to help serve the
dinners. There will be two different seatings.
Commissioner Junker asked, will people buy a ticket for the dinner; and Councilmember
Polehna replied that the committee is trying to figure that out right now. It is important to
have some kind of ticket to know how many people will show up. He is looking at being able
to serve 640 people. The Rotary Club’s brewers’ bazaar on Saturday night may be tied into
this event. After the dinner, there will be a street dance with the Tim Sigler Band. The beer
garden will be just like with the bridge opening and possibly some food trucks. Saturday
morning the Chamber is looking at doing a pancake breakfast. After that there will be a
bridge ribbon cutting. After that will be Hands Over the Croix, trying to set a world record
for people holding wrists. An application was submitted for the Guinness Book of World
Records, which has been accepted. The Civil Air patrol is lined up and MnDOT is bringing
drones to count the people. At least 6300 people will be needed to break the world record.
He requested authorization to use the money that was authorized in the budget to move
forward with the plans.
City Administrator McCarty stated $15,000 was budgeted for this event. The revenue stream
was anticipated to be fundraising, not levy dollars. $3,500 has been spent to date.
Councilmember Polehna stated they are already out fundraising with different groups.
Motion by Councilmember Weidner, seconded by Mayor Kozlowski, to approve the use of all
the money budgeted for the Lift and Loop event. All in favor.
COUNCIL REQUEST ITEMS
There were no Council request items.
City Council Meeting Minutes January 21, 2020
Page 19 of 19
ADJOURNMENT
Motion by Councilmember Junker, seconded by Councilmember Collins, to adjourn. All in favor.
The meeting was adjourned at 8:02 p.m.
Ted Kozlowski, Mayor
ATTEST:
Beth Wolf, City Clerk
Resolution 2020‐008, a resolution approving the abatement of Special Assessment
Resolution 2020‐009, a resolution declaring surplus and transferring the ownership
of K-9 Buzz
Resolution 2020‐010, accepting work and ordering final payment for Marylane
Drainage Improvement Project (Project 2018-08)
Resolution 2020‐011, a resolution authorizing the City of Stillwater to execute
Stipulation of Settlement
Resolution 2020‐012, a resolution approving a Design Permit to the Sign Code for the
south elevation Sign Zone-B Tenant Space 1400 in the building located at 1570
Frontage Road West, HPC Case No. 2019-21
Resolution 2020‐013, a resolution approving a variance to the Sign Code for the south
elevation Sign Zone-B Tenant Space 1400 in the building located at 1570
Frontage Road West (CPC Case No. 2019-46 and 2019-71)
Resolution 2020‐014, resolution Granting License to Elevage Hotel Group, LLC for the
operation of Valet Stations on South Main Street
Ordinance 1137, Zoning Map Amendment to rezone properties located in the
Heritage Ridge Development. Properties located at 602-608 Heritage Place
Page 1
LIST OF BILLS
Advance Auto Parts Equipment repair supplies 265.28
Advanced Sportswear Uniforms 368.00
American Planning Association Membership 308.00
Anchobaypro Inc Curve Crest Villas 32,537.72
Ancom Communication Inc.Pager pkg 2,540.00
Ancom Technical Center VHF Mobile 607.00
Animal Humane Society Pound charges 530.00
Aspen Mills Uniforms & supplies 237.43
Auto Owners Insurance Company Flood Insurance 11,672.00
AutoNation Vehicle repair 266.16
BCA Training & Auditing Training 325.00
Campion Barrow & Associates Fire services testing 1,275.00
Capital City Firefighter Assoc. Region 1 Membership 50.00
Cargill Inc.Deicer 29,724.96
CDW Government Inc.Computer equipment 870.34
Century College Training 5,788.00
Cintas Corporation Uniform cleaning 217.29
City of St. Paul Training 170.00
City of Woodbury 2020 SWAT participation 4,900.00
City View Electric Inc.Building repair 251.06
Comcast Internet & Voice 279.60
Compass Minerals America Inc Road salt 20,877.89
ECM Publishers Ord # 1137 33.25
Emergency Automotive Replace antenna 58.75
Emergency Medical Products Equipment & supplies 629.89
Flexible Pipe Tool Co.Bulldog skid 314.60
Force America Sensor 411.68
Gopher State One Call Inc.Locates 50.00
Greiner Michael Reimburse for work boots & mileage 267.72
Group Medicareblue RX Retiree Prescriptions Ins 2,070.00
Haussner Plumbing LLC Water heater repair 2,271.00
Heritage Printing Inc.Newsletter Printing 1,960.00
Hoisington Koegler Group Inc Zoning amendments 1,235.00
IDC Auotmatic Building repair supplies 189.12
Inside The Tape LLC Training 250.00
Jefferson Fire and Safety Inc.Fireade foam 1,150.00
JX Event Venue 2020 Preserve MN Conference 959.27
Kohler Janessa Refund of Surface Lot Permit 20.00
L.T.G.Power Equipment repair supplies 8.86
Lake Country Door LLC Repair doors 879.00
Lawson Products Equipment repair supplies 122.43
League of MN Cities Ins Tr Quarterly Municipality Insurance 74,499.00
League of MN Human Rights Commissions Membership 100.00
Madden Galanter Hansen LLP Labor Relations Services 822.10
Mansfield Oil Company Fuel 4,940.89
Page 2
Marshall Electric Company Electrical repair 2,487.00
McDaniel Law & Policy Professional government relations services 6,250.00
Menards Supplies 980.24
Metro Area Mgmt Association Membership 45.00
Metropolitan Mechanical Contractors Maintenance agreement 2,270.00
Municipal Emergency Services Structural Gloves 427.02
MWOA Membership - 2 years 25.00
National Reprographics LLC Building dept scans 1,160.80
Office Depot Office supplies 262.07
Olson Patrick Shadowbox 160.00
OnSite Sanitation Portable Restroom 106.00
Ray N Welter Heating Company Refund over payment permit 2020-00070 24.00
Rehn Code Consulting Services Plan review 1,174.47
SavATree Tree removal 2,200.00
Sayre Evan Refund ramp fees 30.00
Simplifile LC Filing fees 200.00
Stillwater Collision and Mechanical Vehicle repair 1,268.75
Tri-State Bobcat Tires 2,416.23
Truck Utilities Inc.Equipment repair supplies 1,086.07
Turnout Rental Pants 260.00
Unique Paving Materials Inc.UPM Cold Mix 337.50
Walmart Community Supplies 148.18
Washington County Election Election Maintenance 5,810.00
Washington County License Center 2019 F550 Pick up registration 3,103.28
Wolf Beth Reimburse for Municipal Clerks conference 782.96
Xcel Energy Energy 42,492.38
REC CENTER
1ST Line/Leewes Ventures LLC Snacks for concessions 707.60
AT&T Mobility Cell phone 68.14
Braun Intertec Corporation Testing 6,352.21
Canteen Refreshment Services Concession supplies 851.79
Cintas Corporation Mat cleaning service 103.00
Coca-Cola Distribution Beverages for concessions 549.43
Comcast Internet 436.47
Ebert Construction Dome Project 54,185.83
Ice Skating Institute Skater member 1,545.00
J.H. Larson Company Equipment repair supplies 796.50
Life Safety Systems Equipment repair 1,295.00
Menards Equipment repair supplies 78.49
Metro Sheet Metal Inc Dome Project 5,415.00
Miller Excavating Dome Project 49,400.00
Pepsi Beverages Company Beverages for concessions 1,073.07
R&R Specialties Inc.Equipment repair supplies 1,840.10
Riedell Shoes Inc.Skates 53.43
Sports Engine SprtsEngine HQ 749.00
Page 3
St. Croix Boat and Packet Co.Arena Billing 71,116.11
Tri-State Bobcat Equipment repair supplies 1,233.00
Uline Inc Office supplies 521.86
LIBRARY
Amazon Business Supplies 34.51
Art Reach St. Croix Programs 120.00
Baringer Family Farm Programs 200.00
Bibliotheca LLC ShelfCheck upgrade 8,644.00
Brodart Co Materials 747.94
Cintas Corporation Towels & Rugs 72.24
Ebsco Publishing Materials 21.47
Floyd Total Security Security Monitoring 178.20
Gaylord Bros Inc.Supplies 68.49
Madden Galanter Hansen LLP Professional Services 1,282.18
Menards Janitorial Supplies 109.62
Midwest Tape Materials 393.88
Office of MN IT Services Phone - December 143.70
Quill Corporation Office Supplies 498.03
Recorded Books Inc Materials 264.47
Stillwater Printing Co.Programs 479.00
MEMORANDUM
To: Mayor and City Council
From: Shawn Sanderst~rector of Public Works
January 23, 2020 Date:
Subject: Cooperative Agreement for CSAH 5 Phase 2
DISCUSSION
Washington County (County) has sent over for City approval the Cooperative Agreement for the
Construction Cost of CSAH 5. The project located on Olive and Owens Street between Pine Tree
Trail and Sycamore Street. The project includes:
• Pavement rehabilitation between Pine Tree Trail and Sycamore.
• Replacement of curbs and sidewalks on Owens between Olive and Sycamore.
• The agreement lists responsibilities of the City and the County which mainly consists of the
County designing and constructing the project and the City will share in the cost of the
project.
The estimated construction cost of the project is $3.379M and the estimated costs to the City is
$431,623 which includes construction, design and construction engineering and right-of -way costs.
The City would use Municipal State Aid funds, assessments and Stillwater Water Board funds to pay
for its share of the project.
RECOMMENDATION
Staff has reviewed the Cooperative Agreement and recommends approval.
ACTION REQUIRED
If Council agrees with the recommendation they should pass a motion approving COOPERATIVE
AGREEMENT BETWEEN THE CITY OF STILLWATER AND WASHINGTON COUNTY
FOR CONSTRUCTION COSTS FOR COUNTY STATE AID HIGHWAY (CSAH) 5.
WASHINGTON COUNTY
COOPERATIVE AGREEMENT BETWEEN THE CITY OF
STILLWATER AND WASHINGTON COUNTY FOR
CONSTRUCTION COST OF COUNTY STATE AID HIGHWAY
(CSAH) 5
CONTRACT NO . 12833
DEPT. PUBLIC WORKS
DIVISION TRANSPORTATION
TERM SIGNATURE -END OF PROJECT
THIS AGREEMENT, by and between the City of Stillwater, a municipal corporation, herein after
referred to as the "City", and Washington County, a political subdivision of the State of Minnesota,
hereinafter referred to as the "County."
WITNESSETH :
WHEREAS, the County intends to construct County State Aid Highway (CSAH) 5 from Pine Tree Trail
to Sycamore Street in the City of Stillwater; and
WHEREAS, items included in the Project require City cost participation in accordance with "Washington
County Cost Participation Policy #8001 for Cooperative Highway Improvement Projects"; and
WHEREAS, the City desires to use local funds and State Aid for these improvements; and
WHEREAS, the County desires to use local funds and State Aid for these improvements; and
WHEREAS, a cooperative effort between the City and County is the appropriate method to facilitate the
construction of these transportation improvements; and
WHEREAS, this Agreement is made pursuant to statutory authority contained in Minnesota Statute
162.17 sub.1 and Minnesota Statute471.59.
NOW THEREFORE, IT IS HEREBY MUTUALLY AGREED AS FOLLOWS:
A. PURPOSE
The purpose of this agreement is set forth in the above whereas clauses which are all incorporated
by reference as if fully set forth herein and shall consist of this agreement, Exhibit A (Location Map)
and Exhibit B (Estimated Cost Splits).
B. PLANS AND SPECIFICATION PREPARATION
1. The County shall be responsible for the preparation of all the plans and specifications for the
Project, including but not limited to, compliance with all applicable standards and policies and
obtaining all approvals required in formulating the bid specifications for all County and City
components of this Project.
2. The following County project number has been assigned to the Project: SAP 082-605-016
(CSAH 5).
3. The following City project numbers have been assigned to the Project: SAP 162-020-01 O and
2019-09.
C. RIGHT OF WAY AND EASEMENTS
1. The County shall acquire all permanent rights of way, permanent easements, and temporary
slope easements, which will be acquired in the name of the County .
Page 1 of 5
2. Any rights of way, permanent easements, and temporary slope easements that cannot be
obtained through negotiation will be acquired by the County through eminent domain
proceedings.
D. ADVERTISEMENT AND AWARD OF CONTRACT
After plans and specifications have been approved by the County, all permits and approvals
obtained, and acquisition of necessary rights-of-way and easements, the County shall advertise for
construction bids and at the sole discretion of the County award the contract to the lowest
responsible bidder.
E. CONSTRUCTION ADMINISTRATION, OBSERVATION, AND TESTING
The County shall be responsible for the construction administration, inspection, and for the
observation and testing for all construction items.
F. COST PARTICIPATION ITEMS AND ESTIMATED COSTS
The City hereby agrees to be bound to the cost participation provisions in the "Washington County
Cost Participation Policy #8001 for Cooperative Highway Improvement Projects", which is
incorporated into this agreement by reference. The City's cost participation is set forth in Table 1
and is broken down into four categories which are: 1) Construction; 2) Design Engineering; 3)
Construction Engineering/Contract Administration; 4) Right of Way.
1. Construction
Construction costs shall be the cost to construct the Project. The County has prepared a
statement of estimated quantities and cost splits hereto attached as Exhibit B. The City shall
pay to the County its share of the total cost as shown in Exhibit B and set forth in Table 1. After
the County has awarded the construction contract, Exhibit B will be updated to reflect the actual
contractor's unit prices.
2. Design Engineering
Design engineering costs shall be professional design engineering services, project
coordination, preparation of plans and specification, stakeholder engagement, geotechnical
studies, and other administrative functions necessary for the Project. Based on the City's share
of the construction cost, the City shall pay the prorated cost of design engineering for the entire
Project as set forth in Table 1. After the County has awarded the construction contract, Exhibit B
will be updated to reflect the actual design engineering cost.
3. Construction Engineering/Contract Administration
Construction engineering/contract administration costs shall be construction observation,
construction testing, construction administration, staking, conducting and recording the pre-bid,
pre-construction and weekly construction meetings, reviewing monthly pay estimates, labor
compliance, and other administrative functions necessary for the Project. Construction
engineering/contract administration is 8% of the construction cost. Based on the City's share of
the construction cost, the City shall pay the prorated cost of construction engineering/contract
administration as set forth in Table 1. After the County has awarded the construction contract,
Exhibit B will be updated to reflect the estimated construction engineering/contract
administration cost.
4. Right of Way
Right of Way costs shall be permanent right-of-way, permanent utility and/or drainage
easements, temporary easements, title work costs, appraisal costs, relocation specialist costs,
relocation costs, and condemnation commissioner costs. If applicable, the City shall pay their
share of the final right of way cost. The estimated amount is set forth in Table 1.
Page 2 of 5
TABLE 1 -ESTIMATED COSTS
C ity af Stll lwater Cost Summary
ITEM TOTAL COST CITY CITY COST SHARE
Construction $2 ,646 ,499 See Exhibit B $303,816
Desian Enaineerina $421,385 11.5% $48,459
Construction Enaineering/Contract Administration $211,720 11.5% $24,348
Riaht ofWav $100,000 55 .0% $55,000
TOTAL ESTIMATED COST $3,379,604 $431,623
5. The costs and shares attributable to the City and payable to the County as shown in Table 1 are
merely estimated and a final reconciliation of costs as set forth in Section G below shall be done
at the end of the Project. Actual City costs and shares are based on the following:
a. Construction shall be based on the contractor's unit prices and final quantities at Project
completion including all contract changes.
b. Design engineering shall be based on the contractor's unit prices at the time of contract
award.
c. Construction engineering/contract administration shall be based on the contractor's unit
prices and final quantities at Project completion including all contract changes and
liquidated damages.
d. Right of way shall be based on the final costs to acquire right of way.
G. PAYMENT
1. Construction and Construction Engineering/Contract Administration
a. After the County has awarded the construction contract, the County shall update Exhibit B to
conform the Exhibit to the amounts in the awarded bid and shall invoice the City 10 percent
of the City's estimated construction and construction engineering/contract administration
cost based on the updated Exhibit B.
b. During construction, the County shall submit to the City partial estimates of work performed
by the contractor. The City shall pay to the County its share of the partial estimate as
determined in Section F.
c. Upon substantial completion of the work the County shall submit to the City a final invoice
and final reconciliation of costs. The reconciliation will add or subtract contract amendments
to the City's Project components, adjustments for liquidated damages pursuant to Section I.,
and previous Project cost payments made by the City to the County.
2 . The costs set forth in Table 1 for design engineering and right of way shall be separate line
items on the invo ice and paid by the City on a reimbursable basis.
3. In the event that the City paid more in advance than the actual cost of the City's portion of the
Project, the County shall refund without interest the amount to the City .
4. The City shall pay 100 percent of an invoice amount within thirty (30) days of receipt.
H. CONTRACT CHANGES
Any modifications or additions to the final approved plans and/or specifications of the Project shall
be made part of the construction contract through a written amendment to the construction contract
and the cost for such changes shall be appropriated as set forth in Section F . of this Agreement.
Page 3 of 5
I. LIQUIDATED DAMAGES
Any liquidated damages assessed to the contractor in connection with the work performed on the
Project shall be used to adjust the project completion costs thus adjusting the City's construction
engineering/contract administration costs as stated in F.6.c. No adjustment to construction costs will
be made to the City's portion of the project in the event of liquidated damages .
J. CONDITIONS
The City shall not assess or otherwise recover any portion of its cost for this Project through special
assessment of County property on County-owned property .
K. CIVIL RIGHTS AND NON-DISCRIMINATION
The provisions of Minn. Stat. 181.59 and of any applicable ordinance relating to civil rights and
discrimination shall be considered part of this Agreement as if fully set further herein, and shall be
part of any Agreement entered into by the parties with any contractor subcontractor, or material
suppliers.
L. WORKERS COMPENSATION
It is hereby understood and agreed that any and all employees of the City and all other persons
employed by the City in the performance of construction and/or construction engineering work or
services required or provided for under this agreement shall not be considered employees of the
County and that any and all claims that may or might arise under the Worker's Compensation Act of
the State of Minnesota on behalf of said employees while so engaged and any and all claims made
by any third parties as a consequence of any act or omission on the part of said City employees
while so engaged on any of the construction and/or construction engineering work or services to be
rendered herein shall in no way be the obligation or responsibility of the County.
M. INDEMNIFICATION
1. The City agrees that it will defend, indemnify and hold harmless the County against any and all
liability, loss, damages, costs and expenses which the County may hereafter sustain, incur or be
required to pay by reason of any negligent act by the City, its agents, officers or employees
during the performance of this agreement.
2. The County agrees that it will defend , indemnify and hold harmless the City against any and all
liability, loss, damages, costs and expenses which the City may hereafter sustain, incur or be
required to pay by reason of any negligent act by the County, its agents, officers or employees
during the performance of this agreement.
3. To the fullest extent permitted by law, actions by the parties to this Agreement are intended to
be and shall be construed as a "cooperative activity" and it is the intent of the parties that they
shall be deemed a "single governmental unit" for the purposes of liability, as set forth in
Minnesota Statutes, Section 471 .59, subd . 1 a.(b). The parties to this Agreement are not liable
for the acts or omissions of another party to this Agreement except to the extent they have
agreed in writing to be responsible for the acts or omissions of the other parties as provided for
in Section 471 .59, subd. 1a.
4. Each party's liability shall be governed by the provisions of Minnesota Statutes, Chapter 466
and other applicable law. The parties agree that liability under this Agreement is controlled by
Minnesota Statute 471.59, subdivision 1 a . and that the total liability for the parties shall not exceed
the limits on governmental liability for a single unit of government as specified in 466.04,
subdivision 1 (a).
N. DATA PRACTICES
All data collected, created, received, maintained , disseminated, or used for any purposes in the
course of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota
Statutes 1984, Section 13.01, et seq. or any other applicable state statutes and state rules adopted
to implement the Act, as well as state statutes and federal regulations on data privacy.
Page 4 of 5
IN TESTIMONY WHEREOF the parties have duly executed this agreement by their duly authorized
officers.
WASHINGTON COUNTY
Chair
Board of Commissioners
Molly O'Rourke
County Administrator
Approved as to form :
Assistant County Attorney
Date
Date
Date
Page 5 of 5
CITY OF STILLWATER
Mayor Date
City Clerk Date
Approved as to form :
City Attorney Date
CSAH 5 (OLIVE ST/OWENS ST)
PHASE II
-i
Exhibit A
CSAH 5 (Olive St/ Owens St)
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City of Stillwater
COUNTY
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STATEMENT OF ESTIMATED QUANTITIES
Project Location: CSAH 5 PHASE 2 • PEDESTRIAN AND TRAFFIC IMPROVEMENTS t:Aril~I I ~
Project Nos SAP 082-605-016 and SAP 169-020-010
Date: 1/17/2020
ProJactTDIII COUNiY COUNTY CfTYOFS11LLWA.~ C.rTYOfsnLI.WATER
ROADWAY STORM SEWER PARTICIPATING NON.PARTICIPATING
s..A.P. 01'%-605-016 S.A.P. 032.&0S.Ota s.A.P.1G1-o20 +010
ttem Uni t Estimated Estimated Estimated EsUmated Estimated Estimated Estimated Estimated Estimated Estimated
Number Description Unit Price Quantity Cosl Quantity Cost Ouanl1ty Cost Quanhty Cost Quantity Cost
2011.6.01 VI BRATION MONITORING W M.P5UM SIS.000.00 , 115,000.00 , s 15.0DO.QQ
2021..S01 MOBILIZATION l UMPSU"' .s,co,000.00 I $140.0DO.DO 0.79 $ 110,600.00 0,10 $ 14,000 00 0.10 ' 14,000,tlO o.o, s 11 .. 00..00
2031 502 FIELD OFFICE TYPE 0 EACll $20.000.00 , 520,000 00 0 79 • 15,800 00 0 ,0 s 2,000.00 Q,10 $ 2,l)00.00 CJ .D1 • 20000
2~01.52& Ci.EARING TREE $500 00 , ssoo.oo 1 00 s S00.00
2101.52' GRUBBING TREE $400.00 , $400.00 1.00 $ •oaoo I
2102.5Cl PAVEMENT MARKING REMOVAL LINH $1 .00 515 ss,s..ao s,s.oo $ 51500
2.104 .501 REMOVE STAIRS EACH s,.soo.oo I 51-.00 1.00 • 1 .. soooo
2104.$02 REMOVE CASTING EACH $1&,j)Q 36 S5 760.00 15.00 $ 2.400 00 21 .00 • 3.360 00
2104.502-REM OVEGATEVALVE& BOX EACH $500.00 4 $2,000 00 4,00 • 2 000 00
2104 502 R.e.1.0VE HYDRANT EACH ssao oo 3 51,500.00 3.00 $ 1,50000
210<-'02 REMOVE DRAINAGE STRUCTURE EACH $500 00 36 $!1.000,QQ 31.00 s ,s.ooo..ao
21Q.t.$0l REMOVE MARKER. ...CM moo , 1"'.00 1.00 s 30.DO I
21041..502 R.EMOVE SIGN TYPE C E.IICt< S:!0.00 1ll $2~70 00 7900 $ 2,370 00
2104--502 SALVAGE HYDRANT EM!, $1 00000 1 $1,000 OD 1,00 $ 1.00000
2104 502 tSAl VAGE STRUCTURE EACH $500.00 2 $1 ,000.00 2j)Q s l,COO DO
210<.Sll2 SALVAGE SIGN PANEL TYPE C EACH sso.oo • $A OOj)Q 800 • 40000
2104-SALVAGE SIGN PANEL TYPE SPEClAL EACli 0$.00 20 $1.00000 2000 $ 1,00000
2104.S02. SALVAOEREHCf-l E.<c.l< ,soo 00 2 51,000.00 :LOO 5 ,_o()Ooo
2Uk50l SAWING ElrTPAVE.111:NT iFllll DEPTH) UNFI' S3 00 13,370 $40,l l0.00 13,206.00 • 39.624 00 162.00 • ·-2104..503 REMOVE WATER MAIN LIN FT S15.00 40 S600.00 ·~.oo s 600JIQ
'11"'.$03 REMOVE SEWER PIPE (STORM) UNFT S2D.OO M2 $19,240.00 962.00 • 19,240 00
2104 503 RE MOVE CURB & GUliER LINFT ,2 so 11,446 $28,615 00 11 ,440,00 5 2!,81S.OO
2-104 ,501 REMOVE RETAINING WALL LIN FT S100 DO 35 S.l,50Q;OO 35 .DO • 3,500 00
:1;10,c"so,c. REMOVE CONCRETE WALK SOYD SI.CO l .40 $24.087.00 3.441 00 $ 24,087.00
2104...504 REMOVE CONCRETE DRIVEWAY PAVEMENT SOYD I S12,00 892 $10.70400 89200 • 10,704 00
2104 504 REMOVE SfTUMINOUS DAJ\IEWAY PAVEMEW SOYO ssoo 492 S2,460J)O •in.oo s Z.460.00 I
2104 504 AEMOVS BITUMINOUS PAVEMENT SQYO $3 .. 50 7,962 n1w.oo 7.825.00 • 27.391.00 136 00 s 476.00
2'105..507 JEXCA.VATION • COMMON CUYD S15 00 e.n, !103a.G5 .D0 6.811 .00 s 102.165.00 80.00 s 1.200.QO
2 106,507 COMMON EMBANKMENT {CV) CUYD S12.00 ~I 55 892 00 491 00 $ 5,892 00 I
21t2-t;i04 SUBGRADE PREPARATION S0YO S200 1,970 $3,940.00 1,970.00 $ 3,940 00 I
2118S051 AGGREGATE SURFACING CLASS 5 TON $4000 20 $80000 20.00 s aoo ,oo
2118509 AGGRe<l,O\ TE SURFACll<C Cl.ASS 2 {UMERDCl() TON S4000 ,0 $400 00 ,a .oo • 400 00
2111-.SO!i AGGREGATE SIJRFAClt,'() Cl.ASS 2 (TRAPROC~J TON $4000 10 S<OQJJO 1000 • 400.00
1111.00I 1a.r;;.z REGA TE SURFACING SPECIAL !ON S1500 2.50 $3.750.00 25000 • 3,750.00 I
""'"1.601 UTILITY PROTECTION LUMP SUM $~.000.00 , $20.000 00 1.00 s 20,000.00 I
212l.1,a ISlllEET SWcePER ~··rn Pb\lP 8R001,1) HOUR $125.00 80 $10,000 .00 lll.OC s 1D,OOll.OO
2tJQ.S2J WATER MGALLON !SQQ,00 11 SS,500.00 8 00 • 4.000 00 1 00 • 500 00 1,00 • 500.00 1,IXI $ soc 00
22,1.so1 AGGREGATE BASE (CV_l CLASS 5 CUYD S30.QQ 4 071 S122.,130 00 3.986,00 $ 119,580.00 85.00 • 2.550 00
2232504 MILt. BrTUMINOUS SURFACS (1$1 SQYD $1 50 11,743 $17,614-50 ,i.l'43.00 s 17,0111..SiO
22l:tlWM MILL BITUMINOUS SURFACE (2 O"l SQYD S2.00 20,047 S<il>-.00 W.o<lm ' 40.094.00
2301.504,, CONCRETE PAVEMENT 6" HIGH-EAR.LY SOYD S80 00 100 $8,000 DO 10000 s 8,000.00
2301 602 DRILL & GROUT REINF BAR (EPOXY COATEO) EACH S20 .00 564 $11,28000 48700 s t.741)..0() 77.00 • 1,540 00
,.'\"\1 .603 JOINT ADHESIVE LINFT $0.50 24,670 S1z..33500 2,.&10 00 • 12.335_00
mG-50• TYPE SP 12 5 WEAR CRS MIX(4 :F)3_0" THICK SO YO s1saa l<l S2,145_00 14300 s 2.145.00
23150 509 TYPE SP 12.5 BIT MIXTURE FOR PATCHING '"" S70.00 150 $10,500 00 15000 s 10,$00.00
2360.SOII TYPE SP 12 5 NON WEAR COURSE MIX (4:8} TON $65.00 B41 S5'a66S.CO 1115;00 • 53 625.00 16 00 $ 1,040_00
2360.""9 TYPE SP 12 5 WEARING COURSE MIX (4 :F) TON S70m 7,03!3 $-Ci2:130.0C 7 .. 006,00 • 490 420 00 lJ.QQ s 2..310 .00
2402.602 INSTALL STRUCTURE EACH ~.00 2 51 +000_00 200 • 1,000 00
2411 ,502 CONCRETE STAIRWAY EACH 54000-00 1 $4,000.00 1 00 s .:i .000:00
24U604 SMALL BLOCK RETAINING WALL SQYD S400 00 6 $2,400 00 ,.oa • ,.,200 ,00 3.00 $ 1,2001.IO
2503503 12" RC PIPE SEWER DES 3006 CL V LIN FT S45 00 120 S:5,400J,0 12000 5 5,400 00
2SOJ.503 15" RC PIPE SEWER DES 3006 CL V L"'IT SS2SO ,.OM 555 387.50 1,00500 $ 52,762.50 so.co s 2.625 00
cs,.Hf~f -COll9 ... 111712020
STATEMENT OF ESTIMATED QUANTITIES
Project Location: CSAH 5 PHASE 2 • PEDESTRIAN AND TRAFFIC IMPROVEMENTS t:Arifl:ff/ t:l
Project Nos SAP 082-605-016 and SAP 169-020-010
Date: 1/17/2020
ProJ•ct Totel COUNTY COUNTY CrTY OF STILLWATER crrvoF's11i.Lw ATEA
ROADWAY STORM SEWER PARTICIPATING NON.PARTICIPATING
S..AJI.GUaS.0·1' S.AP. GU-6CS-0 11 SAP.169-020-010
Hem Unit Estimated Estimalttl Estimated Estimated Estimated Estimated Estimated Estimated Estimated Estimated
Number Descric,tian Unit Price Quantity Cost Quantity Cost Quantity Cost Quantity Cost Quantity Casi
2503 .503 18" RC PIPE SEWER DES 3006 LINl'T Sli0 .00 " S3 .96000 6600 s 3,960.00
2S03802 CONNECT TO EXISTING STORM SEWER EACH S900.00 21 $18,900.00 20.00 .s 11.00000 1.00 s 900.G)
2503.603 CLEAN PIPE SEWER LIN FT S2000 284 SS,68000 2&<,00 s 5,680 00
2503.603 '-tNING SEWER PIPE 12" LIN FT $10000 34 »,400.00 34 DO s 3,400.00
250•.60.2. HYDRANT EAC!t s..000.00 3 SIZ.000.00 3_00 ' 12,000 00
2504.6D2 INSTALL HYDRANT EACH 52,000.00 1 $2.000.00 100 1, 2,00000
2504.602 ADJUST HYDRANT & GATE VALVE E..cH $1 .000 00 6 $6,00000 6.00 I s 6,000 .00
2504.602 ADJU-STGATe-VALVF& SOX EACH SS00,00 2' $14,000 00 21 I • 14,000 00
2504,602 6' GATE. VALVE & BOX EACH s2.ooo.oo 4 $8,000.00 4 I S B,000 00
2504.&02 ADJUST CURB STOP EACH $120 00 20 $2,400 DO 20 s 2,400 00
2504-602 ADJUST CURB STOP SPECIAL EACH S200 00 61 S12111D.OO 61 ' 12,200 00
2504.602 REPAIR CURB STOP cACH S5QO.OO 25 s,u:xi.r.a 25 ! 1z.,;oo 00
2504.603 2" TYPE K COPPER PIPE UNFT SSll.00 67 S3.350J)O e, s 3,3SO.QO
2504.603 6" WATERMA.IN DUCTILE tRON CL 52 LIN FT sso 00 42 52,100 00 42 s 2,100.00
2506 502 CONST ORAJNAGE STRUCTURE DESIGN N EACH $675 00 26 $17,55000 26 S 17.55000
250<1.$02 CAS TING ASSEM9L Y EACH $750.00 42 131 ,500.00 20 $ 15,00000 22 S 15.500100
2501.502 [ADJUST FRAME & RING CASTING EACH $750.00 15 $11.25000 7 $ 5)$6.00 B s 6.000.00
2506.503 CONST DRAINAGE STRUCTURE DES 48-4020 LIN FT 5675 00 115 $77,827 SO 107 S n.85-00 B s S,3325/l
2508 503 CONST DRAINAGE STRUCTURE DES 72-4020 UN FT $900.00 6 $5,040 .00 6 s 5,040 00
~ CONNECT INTO EXISTING DRAINAGE STRUCTURE EACH $1,00000 2 ·S2,D00..00 2 s 2,000 00 I
252.1 _1a, 6" CONCRETE WALK SQ FT s,a.oo 8,73 2 $104,784 .00 8.413 • 100,956.00 lll s 3,826 .00
2521..616 4" CONCRETE WALK SQFT $5 ,75 41,772 $240,189.00 l9.9$8 s 2:29 ,7.M..50 1.B14 $ 10,430 50
25315a3 CONCRETE CURB & GUITER DESIGN B424 LIN FT S2S,OO 5,Q:sl $126.IISQ..00 l .ffl s 63 ,225 00 i.sn s 63.225.00
253,..sOJ CONCRETE CURB & GUTTER DESIGN B624 llNFT I S2S.OO Ul6 $140,400 .00 2,909 s 72,725 00 1,701 s 67.675 .00
2531.SOJ CONCRETE CURB & GUTTER DESIGN 0424 ll'HFT $25,00 132 $3,300 .00 66 ' 1,&S0.00 66 • 1,650 00
2531504 6" CONCRETE ORNEWAY PAVEMENT SQYO S7000 1,693 $118 ,5 10.00 1.&'3 s 113~10.Jll)
2531.504 ft" CONCRETE DRIVEWAY PAVEMENT SQYO m .oo 191 $17,190,00 191 s 17,190 00
2SJ1,6QJ CONCRETE CURB DESIGN V6 LINFT 520 .00 1,i 514 360 .00 718 • 14,360 00
2531..603 CONCRETE CURB DESIGN V10 LIN.Fr S25 ,00 178 $4.450 ,00 178 ' o6 .4.SO,D0
253"6°" 6" CONCRETE VALLEY GUTTER SQYD 370 ,00 40 $2,80 0.00 "' s :u.oo .oo
2S3UiHI TRUNCATED DOMES SQ FT ssa .oo 1,102 $"55,100 .00 1.040 ' 52,000 00 62 5 ,.100.eo
2,4n 1.n? INSTALL BENCH EACH $500 ,00 2 $1,000.00 2 • 1.000.00
2S<O-'l02 MAIL BOX SUPPORT -H $200 .00 6 $1200,00 6 s 1,20000
2563-601 TRAFFIC CONTROL SUPERVISOR lUMPSUM SS,000.00 1 $5.000,00 1 • 3,95000 0 5 500..00 0 s soo .oo 0 s 51)00
~"1"'01 TRAFFIC CONTROL U ».'.PSUM $30000.00 1 $30,000.00 1 • 23.70000 0 s 3.000.00 0 s 3,00000 0 $ 30000
25Ei3 601 ALTERNATE PEDESTRIAN ROUTE LUMP SUM S10.000 .00 1 s,0.000.00 1 • 1.i00.00 0 s 1.00000 0 s 1,000.00 0 s 100.00
25'l.&l3 PORTABLE CHANGEABLE MESSAGE SIGN UNIT DAY S100 00 56 $5,600,(){) 43 • 4,300 00 6 s 60000 6 s 600.00 I • 100 00
2563-616 CONSTRUCTION SIGN·SPECIAL SQ F'T S20 ,00 160 $3,200.00 160 • 3,200 00
2564..502 INSTALL SIGN PANEL TYPE C -H StOC .00 ' $BOO .DO e s BOO 00
2564 502 INSTALL SIGN PANEL TYPE SPECIAL 6'CH $100 ,00 20 $2,000 .00 20 ' 2.00C ,00
2564 502 OBJECT MARKER TYPE X4·5 EACH SSC .OD 1 sso.oo 1 s 50 ,00
l56£-~'t8 SIGN PANELS TYPE C so.-r S,45 .00 535 S24.Cl15.00 535 • 24,075 00
2572503 CLEAN ROOT CUTIING 1.1)1.-Y u .oo 500 $2,500 00 395 s 1.07$.00 50 s 2~.00 51) s 250.00 5 s 2$,00
2572.510 PRUNE TREES HOUR S75.00 20 S1.SOO.OO IS s 1,125.00 2 s 150.00 2 • 1~.00 I s 75.00
25]'501 EROSKlN CONTROL SUPERVISOR UJM.PSUM SS.000.00 1 $5.000.00 1 $ 3,950 00 0 $ 5/lO,OO 0 $ 50000 0 $ 5000
2573 502 STORM DRAIN INLET PROTECTION -H $15G ,OO 62 $9,300 00 " s 1.lSO.OO • s llOC)J)CI 6 1 , 00000 1 s 150,00
2573.503 SEDIMENT CONTROL LOG TYPE WOOD FIBER LIN FT $3 .00 755 $2,265 .00 5fl • ,.11:s.oo 76 s 228.00 76 I S 229.00 • s 24 .o:I
2S13.(i01 PERMANENT SED1r.ie.NT T!W' LUMl'SUM 520 .0CIO.OO 1 S20.000.00 1 • 20.000,00 I
2574 505 SOIL BED PREPARATION ACRI; $500 ,00 1 $400 ,00 1 s 400 .00
2574 508 fERTIUZER TYi>£ l POUND $1 .00 280 $280 .00 210 s 2.!C.00
~.$0!1. SEEDING ACRE $500 .00 ' S400 .00 1 s 400 00
2'575..508 SEED MIXTURE 25·131 POUNO $10.00 176 $1 .760 00 176 • 1,760.00
2575 508 HYDRAULIC REINFORCED FIJER MATROC. P0""1> $200 J.120 $6,24000 3,120 s 6.2~.oo
~SPl~IS.-\I H~
STATEMENT OF ESTIMATED QUANTITIES
Project Location: CSAH 5 PHASE 2 -PEDESTRIAN AND TRAFFIC IMPROVEMENTS l::ArllBI I B
Project Nos SAP 082-605-016 and SAP 169-020-010
Date: 1117/2020
Project Total COUNTY COUNTY CITY OF STILLWATER CITY OF STILLWATER
ROADWAY STORM SEWER PARTICIPATING NON.PARTICIPATING
S.A.P. 082-605-016 S.A.P.CIU"'°Mtl S.A..P.1H•O-l0-0111
Hem Unit Estimated Estimated Estimated Esllmated Estimated I Estimated Estimated Estimated Estimated Estimated
Number Description Unit Price Quantity Cost Quantity Cost Quantity Cost Quantity Cost Quantity Cost
H1S.523 IW'IO STI\IIUZilTION ME1>!00 > M...,_UlN s.<GQ.00 s 5 t,22ll.OC s I s ,.120..00
2$111..SO) Re.i!OVABl,E PRE FORM PAVEMEN'T lti'ARKIMG TAP E LIN Fl' &1,00 3 680 S3.880.00 3 ,065 • 3.065.00 388 • 388,00 388 • 388,00 39 • 39.00
2581 603 REMOVABLE PREFORMED PLASTIC MASK (BLACK) LIN FT S1 .00 1,665 S1,665.0C 1,314 • 1,314.00 111 • 167.DO ,., s 157.DO " $ ,,.oo
2582.503 4" SOLID LINE PAINT UN Fi $0 50 27,105 $13,552.50 ;i:1 .•i,,. s 10i707.....00 ~710 s t,,J.5,5..00 2,71Q s ,,,siio 211 I 13550 = '4" 081.E. SO UO UNI: PAJN'T' UN'FT so_7.~ •20 .Jl1!!i.Da 332 ~ '24!11 .0D <2 . s .. ..so <2 • :u..so 4 $ 3,00
m2.503 C"'SCLI) LINFJrirut. TlCOMPGRfN fWR:J LV,.'Fl .s:1.uo 11 .905 $11 ,905 00 11,905 ' 11,90500
2S82..503 4" BROKEN LINE MUL Tl COMP GR IN (WR) LIN FT $1 .00 660 $660 00 660 s 660_00
2582.503 4" DOTTED LINE MUL Tl COMP GR IN (WR) LIN FT $2.50 40 $100.00 40 $ 100.00
2582503 4" DBLE SOLID LINE MUL Tl COMP GR IN (WR) LIII FT 151 ,1-S :p,40 $&.5"5.QO l,7'10 I ..... .00
2582518 PAVT MSSG PR.EF THERMO GR IN SOFT $:15,0Q 226 $7,910.00 226 • 7,910 00
~IUt S CROSSWAUI PRoF THER"O GR 1!1 SQ FT S20 .00 1.170 $23.400.00 1,170 I 23.~00-00
TOTAL ESTIMATE $2,646,499 00 $2,090,576 00 $252,107.00 $265,930 00 $37,886 00
CSAH5P2Ezl11brt8xls 111'1103Q
MEMORANDUM
To: Mayor and City Council
From:
~ef:>
Shawn Sanders , 01rector of Public Works
Date: January 27, 2020
Subject: Cooperative Agreement between the City and Washington County for Maintenance of
CSAH 5 (Pine Tree Trail to West Sycamore Street)
DISCUSSION:
Staff and Washington County have been working on a maintenance agreement that coincides with the
scheduled improvements on County State Aid Highway (CSAH) 5 between Pine Tree Trail and
Sycamore Street. The agreement describes the responsibilities for street and utility maintenance in
each agencies particular right-of way for the project.
RECOMMENDATION
Staff has reviewed the Cooperative Agreements and recommends approval.
ACTION REQUIRED
If Council agrees with the recommendation they should pass a motion approving the
COOPERATIVE AGREEMENT BETWEEN THE CITY AND WASHINGTON COUNTY
FOR MAINTENANCE OF COUNTY STATE AID HIGHWAY (CSAH) 5.
WASHINGTON COUNTY
CONTRACTNO , 112834
COOPERATIVE AGREEMENT BETWEEN THE CITY OF
STILLWATER AND WASHINGTON COUNTY
FOR MAINTENANCE OF
COUNTY STATE AID HIGHWAY (CSAH) 5
DEPT . PUBLIC WORKS
DIVISION TRANSPORTATION
TERM SIGNATURE-12/31/2040
THIS AGREEMENT, by and between the City of Stillwater, a municipal corporation, herein after
referred to as the "City", and Washington County , a political subdivision of the State of Minnesota ,
hereinafter referred to as the "County", shall consist of this agreement and Exhibit A.
WITNESSETH:
WHEREAS, the County intends to construct County State Aid Highway (CSAH) 5 from Pine Tree Trail
to West Sycamore Street in the City of Stillwater; and
WHEREAS, a cooperative effort between the City and County is the appropriate method to facilitate the
maintenance of these transportation improvements; and
NOW THEREFORE, IT IS HEREBY MUTUALLY AGREED AS FOLLOWS:
A. PURPOSE
The purpose of this agreement is set forth in the above whereas clauses which are all incorporated
by reference as if fully set forth herein .
B. MAINTENANCE/OWNERSHIP
1. Upon completion of the project, the City shall own and maintain the following under this project:
a. Municipal Utilities, including sanitary sewer and water main.
b. Signing and pavement striping. All permanent roadway signing and striping on City roads
will be controlled by the City.
c. Pavement. All pavement systems constructed under this project, within the City's right-of-
way.
d. Curb and Gutter. All curb and gutter on its City right-of-way existing or constructed under
this project.
2 . Upon completion of the project, the City may maintain the following under this project:
a. Sidewalk . The City will perform snow clearing on sidewalks adjacent to city property within
the project area. All other areas shall be the property owner's responsibility.
b. Corridor Boulevards . The City will maintain boulevard areas adjacent to city property within
the project area .
3. Upon completion of the project, the County shall own and maintain the following under this
project:
a. Storm sewer. The County shall own and maintain the storm sewer trunk line and catch
basin and leads on its County right-of-way existing or constructed under this project.
b . Signing and pavement striping . All permanent roadway signing and striping on County
roads will be controlled by the County.
c. Pavement. All pavement systems constructed under this project, within the County's right-
of-way .
d. Curb and gutter. All curb and gutter on its County right-of-way existing or constructed under
this project.
e. Sidewalks and pedestrian ramps located within the County right-of-way: The County will
own and perform major maintenance of trails, sidewalks, and pedestrian ramps. Major
maintenance shall include repair and/or replacement of pedestrian ramp panels and failing
trail or sidewalk segments.
Page 1 of 3
4. All maintenance required to be performed by this agreement by the Parties shall be performed
in a manner which shall be at the sole discretion of the party so obligated.
5. The City and County will follow work zone traffic control procedures required in the Minnesota
Manual of Uniform Traffic Control Devices for all maintenance activities .
6. The County and City will notify each other at least 24 hours in advance of any maintenance
activities requiring a lane closure for work within the other party's right-of-way .
7 . The County will control all parking and other regulations on County roads, subject to any
previous Agreements between the City and the County .
C. CIVIL RIGHTS AND NON-DISCRIMINATION
The provisions of Minn . Stat. 181.59 and of any applicable ordinance relating to civil rights and
discrimination shall be considered part of this Agreement as if fully set further herein, and shall be
part of any Agreement entered into by the parties with any contractor subcontractor, or material
suppliers.
D. WORKERS COMPENSATION
It is hereby understood and agreed that any and all employees of the County and all other persons
employed by the County in the performance of construction and/or construction engineering work or
services required or provided for under this agreement shall not be considered employees of the
City and that any and all claims that may or might arise under the Worker's Compensation Act of
the State of Minnesota on behalf of said employees while so engaged and any and all claims made
by any third parties as a consequence of any act or omission on the part of said County employees
while so engaged on any of the construction and/or construction engineering work or services to be
rendered herein shall in no way be the obligation or responsibility of the City .
E. INDEMNIFICATION
1. The City agrees that it will defend, indemnify and hold harmless the County against any and all
liability, loss, damages, costs and expenses which the County may hereafter sustain, incur or be
required to pay by reason of any negligent act by the City, its agents, officers or employees
during the performance of this agreement.
2. The County agrees that it will defend, indemnify and hold harmless the City against any and all
liability, loss, damages, costs and expenses which the City may hereafter sustain, incur or be
required to pay by reason of any negligent act by the County, its agents, officers or employees
during the performance of this agreement.
3. To the fullest extent permitted by law, actions by the parties to this Agreement are intended to
be and shall be construed as a "cooperative activity" and it is the intent of the parties that they
shall be deemed a "single governmental unit" for the purposes of liability, as set forth in
Minnesota Statutes, Section 471 .59, subd . 1a.(b). The parties to this Agreement are not liable
for the acts or omissions of another party to this Agreement except to the extent they have
agreed in writing to be responsible for the acts or omissions of the other parties as provided for
in Section 471 .59, subd. 1 a.
4. Each party's liability shall be governed by the provisions of Minnesota Statutes, Chapter 466
and other applicable law. The parties agree that liability under this Agreement is controlled by
Minnesota Statute 471.59, subdivision 1 a . and that the total liability for the parties shall not exceed
the limits on governmental liability for a single unit of government as specified in 466.04,
subdivision 1 (a).
F. CONDITIONS
The City shall not assess or otherwise recover any portion of its cost for this project through special
assessment of County property on County-owned property.
Page 2 of 3
G. DATA PRACTICES
All data collected, created, received, maintained, disseminated, or used for any purposes in the
course of this Agreement is governed by the Minnesota Government Data Practices Act, Minnesota
Statutes 1984, Section 13.01, et seq. or any other applicable state statutes and state rules adopted
to implement the Act, as well as state statutes and federal regulations on data privacy.
IN TESTIMONY WHEREOF the parties have duly executed this agreement by their duly authorized
officers.
WASHINGTON COUNTY
Chair
Board of Commissioners
Molly O'Rourke
County Administrator
Approved as to form:
Assistant County Attorney
Date
Date
Date
CITY OF STILLWATER
Mayor Date
City Clerk Date
Approved as to form :
City Attorney Date
Page 3 of 3
J
,: ..
I
• I
,'if 'i
~ r !
---r----------
{"filj ~
COf/AGF
CSAH 5 (OLIVE ST/OWENS ST)
PHASE II
Exhibit A
CSAH 5 (Olive St/ Owens St)
From Pine Tree Tri to Sycamore St W
City of Stillwater
COUNTY
64
ROAD
LAKE 1viC:KUSIC~
STILLWATER
0 0.2
---~~-~ Miles
0.1
~ Washington 'fl ~County
MEMORANDUM
TO: Mayor and City Council
9\1·
FROM: Shawn Sanders, Director of Public Works
DATE: January 27, 2020
RE: Parking Restrictions-Owens and Olive Street (CSAH 5) from Seeley Street to Elm
Street
DISCUSSION
Washington County has proposed road improvements on Owens Street and Olive Street
(County State Aid Highway 5) from Pine Tree Trail to Sycamore Street scheduled this
summer. The County has identified two locations for parking restrictions and parking limits
along the corridor. Restrictions include; "No Parking" on Olive Street between Seeley Street
and Hemlock Street, for the addition of left tum lanes at the Brick and Olive Street
intersection; and "No Parking" from 8:00 am to 10:00 am and from 2:00 pm to 4:00 pm on
the west side Owens Street from 150' South of Elm Street to the driveway entrance to
Stonebridge Elementary School, for school bus loading and unloading at Stone bridge
Elementary school. Parking limits are for the existing business on Owens Street between
Myrtle and Laurel Street where limits exist but not formalized. These limits include, "30
minute parking" on the east side of Owens Street between 20' north of Myrtle Street and 50'
north of Myrtle Street for the and "15 minute parking" on the east side of Owens Street
between 160' south of Laurel Street and 60' south of Laurel Street. A map showing of the
location of the parking restrictions and limits are included with this memo. Staff has
reviewed the request and agrees with the County on the no parking restrictions.
RECOMMENDATION
It is recommended that Council consider and approve the parking restrictions along the portions
of Olive and Owns Streett (County State Aid Highway (CSAH) 5) from Seeley Street to Elm
Street.
ACTION REQUIRED
If Council agrees with the Recommendation, they should pass RESOLUTION NO. 2020-__
APPROVE PARKING RESTRICTIONS ALONG PORTIONS OF OLIVE STREET/
OWENS STREET (COUNTY STATE AID HIGHWAY 5) FROM SEELEY STREET TO
ELM STREET (PROJECT NO. S.A.P. 082-605-016 and SAP 169-020-010).
RESOLUTION 2020-
APPROVE PARKING RESTRICTIONS ALONG PORTIONS OF OLIVE STREET/
OWENS STREET (COUNTY STATE AID HIGHWAY 5) FROM SEELEY STREET TO
ELM STREET (PROJECT NO. S.A.P. 082-605-016 and SAP 169-020-010).
WHEREAS, Washington County and the City of Stillwater has planned improvements for Olive
Street I Owens Street (County State Aid Highway 5) from Pine Tree Trail to Sycamore Street in
the Stillwater; and
WHEREAS, Washington County and the City of Stillwater will be expending State Aid Funds on
the improvements on CSAH 5; and
WHEREAS, Olive Street I Owens Street has previously been designated as a County State Aid
Highway (CSAH); and
WHEREAS, these improvements do not provide adequate width for parking on a portion of Olive
street; and approval of the proposed construction as a County State Aid Highway project must
therefore be conditioned upon certain restrictions; and
WHEREAS, Washington County and the City of Stillwater has determined that parking shall be
prohibited on:
1. Olive Street between Seeley Street and Hemlock Street
2. From 8:00 am to 10:00 am and from 2:00 pm to 4:00 pm on the west side Owens Street
from 150' South of Elm Street to the driveway entrance to Stonebridge Elementary
School
WHEREAS, Washington County and the City of Stillwater has determined that parking shall be
limited to:
• 30 minutes on the east side of Owens Street between 20' north of Myrtle Street and 50'
north of Myrtle Street
• 15 minutes on the east side of Owens Street between 160' south of Laurel Street and 60'
south of Laurel Street
WHEREAS, the Stillwater City Engineer has reviewed the Plans and concurs that parking shall
not be allowed as stated above; and
WHEREAS, Exhibit A, attached to this resolution, shows the locations of parking restrictions;
and
WHEREAS, the City Council also has authority to establish No Parking Zones;
NOW, THEREFORE, BE. IT RESOLVED, by the City Council of the City of Stillwater,
Minnesota that parking restrictions shall be applied along portions of Olive Street I Owens Street
from Seeley Street to Sycamore Street as described in this resolution.
Adopted by the City Council this 4th day of February 2020
Ted Kozlowski, Mayor
ATTEST: -------------
Beth Wolf, City Clerk
RESOLUTION 2020‐
APPOINTING ELECTION JUDGES AND FIXING COMPENSATION FOR
THE 2020 PRESIDENTIAL NOMINATION PRIMARY ELECTION
WHEREAS, the city clerk recommends elections judges to be appointed for the upcoming
Presidential Nomination Primary (PNP) election including health care and public accuracy testing (if
applicable); and
WHEREAS, the city council makes the appointments at least 25 days before an election day.
BE IT RESOLVED, by the City Council of Stillwater, Minnesota, that the followi ng named persons shall
be appointed as Election Judges, subject to completion of PNP training, and if applicable, general
election training, Health Care Judge training and Head Judge tr aining to be eligible to serve at the PNP
Election on March 3, 2020:
First Name Last Name Address City
Richard Albert
Stillwater
Roger Jackson
Stillwater
Jacqueline Ulrich
Richard Waterfield
Stillwater
BE IT FURTHER RESOLVED, by the City Council of Stillwater as follows:
1. The city clerk is hereby authorized to allow substitutions as deemed necessary.
2. That the compensation to be paid to the regular Election Judge is hereby fixed at $10.50 per
hour; and the compensation for the Head Judges is hereby fixed at $13 per hour and that the
City will provide food (snack and dinner) to judges as part of their compensation.
3. That the following staff members are designated election officials to assist the City Clerk in
the 2020 PNP election administration for the City of Stillwater: Nancy Manos, Dawn Thoren,
Jesse Pereboom, Brad Junker, Alicia Hill, Sarah Erenberg, Judy Brueghel and Jenna Schmid.
Adopted by the Stillwater City Council this 4th day of February, 2020.
____________________________________
Ted Kozlowski, Mayor
ATTEST:
__________________________________
Beth Wolf, City Clerk
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 nv 651-282-6555
APPLICATION AND PERMIT FOR A 1 DAV
TO 4 DAV TEMPORARY ON-SALE LIQUOR LICENSE
,_;N..;;;.ac.c.m--=e--=o"-f ..;;;.oc,.r r.::.a...cn..;;;.iz=-at:.;.;io:;..;.n.;...._ _________________ __, ;;;..D=-at:..;:e--=o"-rg""a:;.;.n.;.;.;iz:..;:ec;;;d ___ ~ Tax e xempt numb er
._s_ti _llw_a_te_r_P_u_b_lic_L_i_br_a-=-ry_F_o_u_nd_a_ti_o_n _______ ___, 19-14-2007 !1 21-1103540
Address City State Zip Code
224 North Third Street! l=s =til=lw=a=te=r ======l ..._lM_N ___ _.ll._55_0_82 __ _.
Name of pe rson making a pp lication Business p hone Home phon e
!A licia Gordon Macalus 1 1651-504-2350 I 1651-343-5623
Date(s) of event Type ofo rganizati on ~ :J Small Brewer
lo?-04-2020 I ·Gkta ~ c tui ritc:ib le lJ Refoi?t &l:l!i LI Gl:A ~GA--f3r-&f1.~
Organization officer's name City State Zi p Code
!Shawn Glaser, President I jstillwater I IMN I 15 5082
O r ga nization officer's name City State Zi p Code
!summer Seidenkranz, Vice President I !Stillwater IIMN I 155082
Organization officer's name City State Zip Code
!Dustin Moeller, Treasurer I I Stillwater II MN I 155082
O rgan ization officer's name Cit y State Zi p Code
!Jean Morse, Secretary I I Stillwater II MN 1 155082
Location where permit will be used . If an outdoor area, describe
The Stillwater Public Library Terrace, an outdoor terrace at the library where weddings and events are held .
If the a ppli cant will contract for intoxicating l i Quor service giv e the name and address of the liquor license p rovid ing the service .
If the app li cant will car ry liq u or liabi lity i nsurance p l ease p rovide the carrier's name and amount of cove rage.
McGarry Kearney Agency, West Bend Mutual $1,000,000.00
APPROVAL
APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT
City of Stillwater
City or Count y approvingthe li cense 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 Divis i on 30 days prior to event .
ONE SUBMISSION PER EMAIL, APPLICATION ONLY.
PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY /COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SENT
BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY CITY /COUNTY TO AGE.TEMPORARYAPPLICATION @ ST ATE .MN.US
E
11 ~ I
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NORTH FOURTH STREET
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Date: January 30, 2020
TO: Mayor and Council
FROM: Beth Wolf, City Clerk
SUBJECT: Two New Tobacco Licenses
DISCUSSION:
Luckys Station in downtown Stillwater and on Greeley Street have been sold. The new
owners for each of the gas stations have applied for their new tobacco license. Stillwater PB
Inc dba Old Town BP will operate the 103 Main Street North location and H&H Inc. dba
Greeley BP will operate the 1750 Greeley Street South location.
RECOMMENDATION:
Staff recommends approval contingent upon the satisfactory investigation, inspections, and
approvals from the Police, Fire, Building and Finance Departments.
ACTION REQUIRED:
If Council concurs with the recommendation, they should pass a motion adopting a
resolution approving the new tobacco contingent upon the satisfactory investigations and
inspections from Police, Fire, Building and Finance Departments.
APPROVING NEW TOBACCO LICENSES FOR
STILLWATER PB INC DBA OLD TOWN BP
AND H&H INC. DBA GREELEY BP
WHEREAS, a request for a new tobacco license has been received from Stillwater PB Inc
dba Old Town BP located at 103 Main St N and from H&H Inc. dba Greeley BP located at
1750 Greeley St S; and
WHEREAS, approval is contingent upon fulfilling all requirements to hold a Tobacco license,
the satisfactory investigation, inspections, and approvals from the Police, Fire, Building and
Finance Departments.
NOW THEREFORE, BE IT RESOLVED that the City Council of Stillwater, Minnesota, hereby
approves the issuance of a new tobacco license for Stillwater PB Inc dba Old Town BP
located at 103 Main St N, Stillwater, MN and H&H Inc. dba Greeley BP located at 1750
Greeley St S, Stillwater, MN.
Adopted by Council this 4th day of February 2020.
________ _____________________
Ted Kozlowski, Mayor
Attest:
________________________ _______
Beth Wolf, City Clerk
REPORT DATE: January 13, 2020
MEETING DATE: January 21, 2020
TO: Mayor & Councilmembers
RE: Ordinance amendment request regarding trash container storage in
residential areas
PREPARED BY: Graham Tait, City Zoning Administrator
REVIEWED BY: Bill Turnblad, Community Development Director
BACKGROUND
In Stillwater, City Code addresses the storage of garbage containers on non -collection days.
Specifically, Section 30 -3. Subd. 2. 1. states:
“Trash and recycling containers shall be stored out of view of the public street […]”
The City receives frequent complaints from residents that their neighbors are not following the
intent of the code in respect to how they are “keeping their trash container out of public view”.
The complaints are really of two types::
The first is that some residents circumvent the intent of this ordinance by screening the
garbage cans with a tarp/plywood/parked car/etc.
The second issue is that these makeshift attempts to screen containers is often taking
place in the front yard (or exterior side yard for corner lots), and gives off a “messy”
appearance that the ordinance set out to eliminate.
These reoccurring issues are, in part, due to the vagueness of the current code. Therefore, to
better guide residents in storing their garbage containers out of view, as well as to help
enforcement efforts, it is advisable to revisit and amend the current City Code.
To resolve the first issue, garbage containers ought to be stored in a garage or accessory building.
And if one is not available, then the trash containers should be screened from street view by a
privacy fence or vegetation that when mature screens as effectively as a privacy fence.
To resolve the second issue, the ordinance could specify that containers that are not stored inside
a garage or accessory building have to be located behind the front building line of a house. And,
Page 2
if on a corner lot, the containers must be located behind both the front building line and the
exterior side building line of the house.
. Combined, these two remedies will eliminate much of the gray areas when it comes to
enforcement as well as helping to maintain the neighborhoods’ desirable appearances.
POSSIBLE ACTIONS
The City Council has the following options:
A. Approve the requested ordinance amendment to City Code Section 30-3. Subd. 2 (1),
regarding trash container storage in residential areas.
B. Deny the requested ordinance amendment to City Code Section 30-3. Subd. 2 (1).
C. Table the requests for additional information.
REQUEST
The City of Stillwater is requesting the City Council approve the proposal to amend City Code
Section 30-3. Subd. 2 (1), regarding trash container storage in residential areas.
Attachments: Resolution
Ordinance Edits
1
Bill Turnblad
From:Dave & Sandy Fabio <d_s_fabio@yahoo.com>
Sent:Friday, January 24, 2020 4:30 PM
To:Bill Turnblad
Cc:Ted Kozlowski
Subject:Re: NOTICE - 2nd Reading of Ordinance 2020-02-04
Bill,
So, you are supporting a document that:
1. The full ordinance puts language into law that you are not enforcing - 5pm night before, 6 am the day of.
2. Puts no provision into the law to account for trash service to be delayed by holiday or breakdown of trash
company.
Many times the trucks come the next day. Are you forcing people to be home for more than one day to pick up
their containers. What time does it have to be picked up? Not specified.
3. Puts no provision as to the consequence of non-compliance.
4. Puts language of "screening" that shows no examples of what is acceptable other than requiring wood or
shrub.
What about plastic or other materials?
I learned from Dave Magneson years ago when he was the attorney for Baytown, that you don't write
ordinances that way.
Go back and write a single ordinance that covers the situation. Make it compliable to the community to accept
it, or trash it.
You have way too many ordinances that are not enforced. The council should make it a mission to eliminate or
revise them so that they fit the guidelines for a proper ordinance.
As I drove down the streets this morning, I found 40% did not comply. That tells me that the city needs to
educate rather than dictate what they would like to see. The public does not care.
David Fabio
On Friday, January 24, 2020, 8:49:29 AM CST, Bill Turnblad <bturnblad@ci.stillwater.mn.us> wrote:
David and Sandra,
The portion of the ordinance that you are referring to is not being changed. The language regarding when
garbage containers can be out on the curb has existed for decades. The only change we are suggesting with
this amendment is that “screening” (for those trash containers that are not stored indoors) is being better
defined. Before this amendment, blue tarps (for example) were sufficient “screening” from public view.
2
Bill Turnblad
Community Development Director
City of Stillwater
From: Nancy Manos
Sent: Friday, January 24, 2020 8:20 AM
To: Beth Wolf <bwolf@ci.stillwater.mn.us>; Abbi Wittman <awittman@ci.stillwater.mn.us>; Bill Turnblad
<bturnblad@ci.stillwater.mn.us>; Jenn Sundberg <jsundberg@ci.stillwater.mn.us>
Subject: FW: NOTICE - 2nd Reading of Ordinance 2020-02-04
Nancy Manos, City of Stillwater
651-430-8803
From: Dave & Sandy Fabio <d_s_fabio@yahoo.com>
Sent: Thursday, January 23, 2020 5:51 PM
To: Nancy Manos <nmanos@ci.stillwater.mn.us>; Ted Kozlowski <tkozlowski@ci.stillwater.mn.us>; Mike
Polehna <mpolehna@ci.stillwater.mn.us>
Subject: Re: NOTICE - 2nd Reading of Ordinance 2020-02-04
Sandy and I would like to go on record as being opposed to the Ordinance.
My personal feeling is that it is very poorly thought through and written.
The city needs to do a house cleaning. The ordinances that are in place and enforced only when someone wants to dust
them off for one resident, need to be reviewed and deleted. This one would fall into that category. We used to call them
"knit-picky" ordinances that the courts should never enforce, since they are not applied equally.
3
Is there a problem between two neighbors that required this law? Think it through.
Do you want to require people to wheel their noisy garbage out by 6 am in the morning? What if someone's son or
daughter sleeps in late and brings it out at 8 am? Is that a problem? For whom? Don't we have a noise ordinance?
If you had dinner arrangements, you cannot put it out in the evening until 5 pm? What happens at 4:30 pm?
You don't want to see a container from the street. Side of the house is not good enough or even in back?
This is rather picky. Have you talked to the people that have complained? Didn't that allow you to take care of a
problem?
I'm sorry, the city violates all of its ordinances every day by not evenly enforcing them. This is just one more that belongs
in the trash can.
Sincerely,
David and Sandra Fabio
2946 Marine Circle
Stillwater, MN 55082
On Thursday, January 23, 2020, 3:19:49 PM CST, Nancy Manos <nmanos@ci.stillwater.mn.us> wrote:
NOTICE - 2nd Reading of Ordinance
Having trouble viewing this email? Click here
Subd. 1.
Subd. 2.
(1)
(2)
(3)
(4)
(5)
(6)
(7)
(8)
Subd. 3.
Collection by the city . All garbage and recycling accumulated in residences in the
city shall be collected, conveyed and disposed of by the city or by its duly
authorized contractor. No person shall collect or dispose of any trash and recycling
accumulated on residential premises of the city except the city or its designated
contractor.
Containers . Trash and recycling containers shall be only those authorized by the
city and provided to the consumer by the city contractor and shall be equipped
with suitable handles and tightfitting covers and shall be watertight.
Trash and recycling containers shall be stored out of view of the public street,
except that the containers may be placed at curbside after 5:00 p.m. the day
before the scheduled collection and on days scheduled for collection. The
trash and recycling containers shall be made readily accessible to the
collector by placing the container at curbside no later than 6:00 a.m. on the
day of collection.
The consumer shall be responsible for the damage or loss of a container and
shall be liable to the contractor for this damage, except that reasonable wear
is expected.
No mixing of household waste, yard waste, hazardous waste, recyclables or
other solid waste shall be permitted.
No container shall be unreasonably compacted by stuffing or otherwise.
A 30-gallon bag of waste shall not exceed 30 pounds, and a bag of yard waste
shall not exceed 40 pounds.
All bags shall be closed at the top and the lid shall fit securely shut on each
container.
Participants in residential dwelling service as defined must participate in the
recycling program.
Any person that observes a garbage and rubbish container that has been
placed on the traveled portion of a roadway is entitled to move the container
to curbside.
Yard waste . Yard waste shall be separated from MSW and recyclable materials.
(Ord. No. 1106, § 1, 7-3-18; Ord. No. 1113, § 3, 10-2-18)
Sec. 30-4. - Fees.
Page 7 of 21Stillwater, MN Code of Ordinances
1/24/2020about:blank
ORDINANCE _________
AN ORDINANCE AMENDING CHAPTER 30
OF THE STILLWATER CITY CODE
RELATING TO STORAGE AND SCREENING OF
RESIDENTIAL RECYCLING AND TRASH CONTAINERS
The City Council of the City of Stillwater does ordain:
SECTION 1. AMENDMENT. City Code Chapter 30, Solid Waste and Recycling, Section
30-3, Subd. 2. (1) is hereby deleted and replaced with the following language:
Sec. 30-3. Subd. 2. (1). Trash and recycling containers shall be stored in an enclosed garage
or accessory building. If they are not in an enclosed garage or accessory building, then
they must be located behind the front line of the dwelling (on a corner lot this applies to
both the front line and the exterior side line) in a location that is screened from view from
the street. If not located in an enclosed garage or accessory building, then the screening
must either be a wooden privacy fence, vegetation that when mature screens as effectively
as a privacy fence, or some othe r effective permanent screen approved by the City Zoning
Administrator.
The exception to these standards is that containers may be placed at curbside after 5:00
p.m. the day before the scheduled collection and on days scheduled for collection. The
trash and recycling containers shall be made readily accessible to the collector by placing
the container at curbside no later than 6:00 a.m. on the day of collection.
SECTION 2. EFFECTIVE DATE. This Ordinance shall be effective after its passage and
publication according to law.
Approved this 21st day of January, 2020.
Ted Kozlowski, Mayor
ATTEST:
Beth Wolf, City Clerk
MEMORANDUM
TO: Mayor and City Council
cJfi-
FROM: Shawn Sanders, Director of Public Works
DATE: January 27, 2020
SUBJECT: Approve plans and specifications and Authorization of Bids
County Road 5 Improvements Phase 2 (Project 2019-09)
DISCUSSION
Washington County (County) Transportation Department has completed the plans and
specifications for their road improvement project on Olive and Owens Street between Pine Tree
Trail and Sycamore Street. This project includes road resurfacing, road narrowing, replacement
of curbs and replacement of sidewalks. The plans have been reviewed and there were no
concerns. Even though this is a County led project, the City is assessing a portion of our cost of
the project on Owens Street between Olive Street and Sycamore Street to the affected property
owners and must follow Minnesota Statute Chapter 429 process.
Washington County has indicated that bids will be opened on March 3. Construction wold occur
over the spring and summer of 2020 ..
RECOMMENDATION
It is recommended that Council approve the plans and specifications and authorize the
advertisement of bids for the County Road 5 Improvement Project Phase 2 which includes the
County Road 5 Improvements Phase 2 City Project.
ACTION REQUIRED
If Council concurs with the recommendation, they should pass a motion adopting
RESOLUTION 2020-APPROVING PLANS AND SPECIFICATIONS AND
AUTHORIZING THE ADVERTISEMENT OF BIDS FOR THE COUNTY ROAD 5
IMPROVEMENT PROJECT PHASE 2 (PROJECT 2019-09)
APPROVE PLANS & SPECIFICATIONS
AND ORDERING ADVERTISEMENT FOR BIDS
FOR THE COUNTY ROAD 5 IMPROVEMENT PHASE 2
(PROJECT 2019-09)
WHEREAS, pursuant to a resolution passed by the Council on October 15th 2019, the
City Engineer/County Engineer has prepared plans and specifications for the County Road
Improvement Project (Project 2019-09).
WHEREAS, Olive Street and Owens Street between Pine Tree Trail and Sycamore
Street is a County Road and Washington County is responsible for the design, bidding, and
construction of the street improvement; and
WHEREAS, the City of Stillwater is responsible for a portion of curb, sidewalk sewer
and water costs on this project; and
NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF
STILLWATER, MINNESOTA:
1. The plans and specifications have been presented to the City Engineer by the Washington
County Engineer and are recommended for approval.
2. The Stillwater City Council hereby approves the plans and specifications and authorizes
the preparation of the advertisement for bids by Washington County
3. The advertisement for bids will be inserted in The Gazette and on line at QuestCDN .com
upon the making of the improvement under the approved plans and specifications. The
advertisement shall be published once in the Stillwater Gazette and online for three
weeks at QuestCDN .com. The advertisement shall specify the work to be done, shall state
that bids will be received by the Washington County at which time they will be publicly
opened at Washington County by the County Engineer; will then be tabulated and will be
considered by the Council at a future Council meeting, in the Council Chambers.
Adopted by the Council this 4th day of February 2020
Ted Kozlowski Mayor
Attest :
Beth Wolf, City Clerk
MEMORANDUM
TO: Mayor and City Council
FROM: Reabar Abdullah, Assistant City Engineer
DATE: January 28, 2020
RE: Feasibility Study for the 2020 Street Improvement Project
Project No. 2020-02
INTRODUCTION
In October of 2019, council authorized a feasibility study for the 2020 Street Improvement Project.
The streets selected in the study were based on a recent pavement management study, which gave a
condition index number to guide us on type of work that should be performed. Streets included in this
study for 2020 include:
North Fourth St. West Laurel St. to West Wilkins St.
Greeley St. North of Myrtle St.
Linden St. from Everett St. to Owens St.
William St. from Mulberry St. to Linden St.
School St. from Third St. to Fourth St.
Aspen St. East of Fourth St.
Rice St. from Owens St. to William St.
Maryknoll Dr. from Oakridge Rd to Interlachen Dr.
Croixwood Boulevard.
Northland Avenue-Interlachen Drive to Sunrise Ave.
Nightingale Boulevard from Northland Ave. to Marine Cir.
Driftwood Ln.
Pinehurst St.
Marine Cir.
Wildcrest Ln.
Fairlawn Dr.
Edgewood Ct.
Edgewood Ave.
Pinehurst Street was added after the approval for authorization feasibility study.
Maryknoll Dr., Nightingale Boulevard, Marine Circle, Wildcrest Ln, Fairlawn Drive, Edgewood
Ct., and Edgewood Ave. were included in the study but removed due to the budget and will be
considered for improvements in future years.
In all, there are 3.1 miles of streets proposed for improvements, 1.27 miles of mill and overlay and 1.83
miles of street reconstruction.
EXISTING CONDITIONS:
Greeley Street Area:
This area includes Greeley Street, Rice Street, Linden Street, and William Street. These
streets were last improved about 50 years ago. The streets were constructed with varying
widths ranging from 22 feet to 36 feet and were constructed with some bituminous, concrete
and stone curb. There does not appear to have been any type of improvement on these
streets since that time other than preventative maintenance and pothole repairs. Alligator
cracking and deep potholes are present on these street sections today. Previous plans and
soil borings show that the pavement thickness ranges from 2 inches to 6.5 inches, gravel
also varies in thickness from 1 to 7 inches. There is no storm sewer in the area other than
catch basins at the intersection of Rice and Owens, and Linden and Owens. The Water
Board has indicated that there are 30 galvanized water services. Greeley south of Mulberry
and Linden Streets have sidewalk on one or both sides of the streets. Rice, William, and
Greeley Street north of Mulberry have no sidewalk on either side of the street. Some
sections of the sidewalk are damaged.
Fourth Street Area:
This area includes North Fourth Street, Aspen Street, and School Street. North Fourth Street
is designated as Municipal State Aid Road and was last constructed in 1973 as part of the
sewer separation project. The street is 36 feet wide and has some stone curbs. There is storm
and sanitary sewer located in the street as well as watermain. The street has sidewalks on
both sides with sections of the sidewalk damaged or deteriorated. The Water Board has
indicated that there are 9 galvanized water services. Aspen Street is a gravel road and was
seal coated over the years to protect the gravel base on the road. The seal coat varies in
width from 24 feet to 34 feet and is not centered on the right of way. The street does not
have any sanitary sewer, storm sewer, or a sidewalk. School Street is about 33 feet wide
with a mix of bituminous and concrete curbs, the pavement has alligator cracking and
several potholes. There are no records on file of when the street was constructed other than
in 1925 when the sewer was installed in the street. There is existing sanitary sewer and
storm sewer at the corner of North Fourth Street. The street has sidewalk on both sides and
some sections are damaged.
Croixwood area:
The study area includes Croixwood Boulevard, Northland Avenue, Driftwood Lane, and
Pinehurst Street, these streets were originally constructed in the early 1970’s. Croixwood
Boulevard is 42 feet wide, Driftwood Lane is 32 feet wide, and Pinehurst Street is 32 ft
wide. They were last improved in the mid 1990’s with a mill and overlay. These streets have
both sanitary and storm sewer systems. The catch basin inlets are small and some are
damaged. The streets have concrete curb and gutter, with sections that are damaged in some
locations. Sidewalks exist on both sides of Croixwood Boulevard and Northland Avenue
with some damaged sections. The streets are structurally in good condition, but the
pavement surface has cracks and some pothole repairs. Northland Avenue is 32 feet wide
and was last improved in 1994. Northland from Croixwood to Interlachen Drive was
partially constructed, where the full section of pavement was removed and replaced with 3.5
inches of pavement and 6 inches of gravel. This section of the road is structurally in good
condition, and only has surface cracks and some potholes. Northland Avenue south of
Croixwood Boulevard had 1.5 inches of a mill and overlay. This section of the street has
alligator cracking and deeper potholes and the base is still structurally in good condition.
Northland Avenue has concrete curb and gutter and concrete sidewalk on both sides, some
portions of both concrete curb and sidewalk are damaged. The sanitary sewer is in good
condition, the storm sewer inlets has the old small opening grates.
PROPOSED PROJECT
Street Reconstruction
It is proposed that the streets in the Greeley Street neighborhood, and North Fourth Street
area, be reconstructed and have new concrete curb and gutter. North Fourth Street would
remain 36 feet wide with parking on both sides, Greeley from Myrtle to Mulberry St would
be narrowed to 32 feet wide, and Greeley north of Mulberry Street would remain the same
width. Linden Street, William Street, School Street, Rice Street, and Aspen Street would
also remain the same width All the streets in the reconstruction area would be reclaimed . ,
graded, and compacted. Deteriorated catch basins, sidewalk sections and manholes would be
repaired or replaced. All sidewalks would have pedestrian ramps added at the street
intersections to meet ADA requirements. There are 39 galvanized water services in this area
that are scheduled to be replaced. New copper service will be installed from the main to the
curb stop at the property line.
Mill and Overlay
Croixwood Boulevard, Driftwood Lane, Pinehurst Street, and Northland Avenue from
Croixwood Boulevard to Interlachen Drive would have the top 1.5 inches of bituminous
surface milled and overlaid with 1.5 inches of bituminous. Deteriorated sections of curbs,
gutters, and sidewalks would be replaced along with all intersectional pedestrian ramps in
order to meet ADA requirements.
Partial Reconstruction
Northland Avenue south of Croixwood Boulevard would have the full section of pavement
reclaimed. The base would be regraded, compacted and tested for weak spots. The street
would be repaved with 4 inches of bituminous. Deteriorated sections of curbs, gutters, and
sidewalks would be replaced along with all intersectional pedestrian ramps in order to meet
ADA requirements.
PROJECT COST AND FINANCING
The total estimated cost of the project is $2,493,894.00. The cost includes design, surveying,
inspection, administration, and contingencies. The cost of the project would be funded
through three sources; assessments, permanent improvement bonds and Municipal State Aid
Funds.
Pavement reconstruction
According to the City Assessment Policy, street reconstruction projects would be assessed
70% to the benefitting property owner and 30% from city funds. Municipal State Aid Roads
would be assessed at 50% to the property owner. It is proposed that all properties be
assessed by the unit method. Corner lots would be assessed 1/2 unit per side improved.
Commercial, and city owned properties in the project area would be assessed by the lineal
foot.
North Fourth Street
Since Fourth Street is a Municipal State Aid Road it would be assessed at 50%, Credit is given
because of the extra width and pavement section requirements for State Aid Roads over a
standard city street. The estimated cost to construct Fourth Street is $693,223.00. The
preliminary assessment amount for these units is $12,611.00 per unit, the lineal foot rate for
commercial, and city owned properties is $86.30 per foot.
Greeley Street Area, and Aspen and School Streets
The estimated cost to reconstruct Greeley Street, Linden Street, William Street, School Street, Aspen
Street, and Rice Street is estimated at $995,140.00. Properties would be assessed by the unit
method. The preliminary assessment amount for these units is $9,781.00 per unit. The lineal
foot rate for city owned property is $84.50 per foot.
Partial Reconstruction of Northland Avenue
The estimated cost to partially reconstruct Northland Avenue from south of Croixwood
Boulevard is $284,593.00. Properties would be assessed at 70% and by the unit method. The
preliminary assessment amount for these units is $4,880.00 per unit. The lineal foot rate for city
owned properties is $39.65 per foot.
Mill and Overlay: Croixwood, Driftwood, Pinehurst, and Northland (Croixwood to Interlachen)
The estimated cost of the mill and overlay is $520,938.00. According to the City
Assessment Policy, mill and overlay project are assessed 80% to the benefitting property
owner and 20% from city funds. Streets in the Croixwood Area would be assessed by the
unit method. The preliminary assessment amount is $3,672.00 per unit. The lineal foot rate
for city owned properties is $28.80 per foot.
Water Service Replacement
Replacement of galvanized water services in the Greeley Area and Fourth Street area would
be assessed 100% to the benefitting property owner. The property owners with the
galvanized services would pay for the cost of the water service replacement from the main
line to the property line. The estimated cost per service is $3,096.00.
The table below shows a breakdown of the project costs and the preliminary assessment rates:
Type Assessment
*
Assessment
Rate
Front
Footage
Assess
Units
Assessment
Amount
Mill and Overlay –
Croixwood Area
$3,672.00 Unit 99.5 $365,364
Mill and Overlay -
Commercial Property
$28.87 LF 230.3 $6,649
Mill and Overlay - City
Property
$28.87
LF
481
$13,886
Partial Reconstruct
(Northland Ave. South of
Croixwood Blvd)
$4,880.00
Unit
40.5
$197,640
Partial Reconstruct
(Northland Ave. South of
Croixwood) - City Property
$39.65
LF
40
$1,586
Reconstruction $9,781.00 Unit 64.2 $627,940
Reconstruction-City Property $84.50 LF 43 $3,634
N. Fourth Street $12,611.00 Unit 21 $264,831
N Fourth St. -Commercial
properties
$86.30 LF 225 $19,418
N. Fourth St.- City Property $86.30 LF 207 $17864
Water services $3,096.00 unit
39 $120,744
Assessment Total
$1,602,586
City Share $891,308
Total Street Improvement $2,493,894
* The assessments are capped by the actual benefit the project would provide to the
properties. The actual assessment would be finalized when the project is finished and we
have the appraisals completed for the project.
PROPOSED PROJECT TIMELINE
October, 2019 Authorize Feasibility Study
February 4, 2020 Presentation of Feasibility Study
February 18, 2020 Public Hearing/Order Improvement
February 25, 2020 Approve Plans and Specs/Authorize bids
April 7, 2020 Bid Opining
April 21, 2020 Award Contract
May –October 2020 Construct
October 2020 Assessment Hearing
RECOMMENDATION
Since the project is feasible from an engineering standpoint and the project is cost effective, it is
recommended that Council accept the feasibility report for the 2020 Street Improvement Project
and order a public hearing to be held on February 18, 2020 at 7:00 PM.
ACTION REQUIRED
If Council concurs with the recommendation they should pass a motion adopting Resolution No.
2020-____, RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2020
STREET IMPROVEMENT PROJECT (PROJECT 2020-02)
RESOLUTION RECEIVING REPORT AND CALLING HEARING ON
2020 STREET IMPROVEMENT PROJECT
PROJECT 2020-02
WHEREAS, pursuant to resolution of the Council adopted October 10, 2019, a report has been
prepared by the City Engineer with reference to the 2020 Street Improvement Project; and
WHEREAS, the report provides information regarding whether the proposed project is
necessary, cost-effective, and feasible,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF STILLWATER,
MINNESOTA:
1. The Council will consider the improvement of such street improvements in accordance
with the report and the assessment of abutting property for a portion of the cost of the
improvement pursuant to Minnesota Statutes, Chapter 429 at an estimated total cost of
the improvement of $2,493,894.00.
2. A public hearing shall be held on such proposed improvement on the 18th day of
February 2020, at the Stillwater City Hall Council Chambers at 7:00 p.m., or as soon as
possible thereafter, and the clerk shall give mailed and published notice of such hearing
and improvement as required by law.
Adopted by the City Council of the City of Stillwater this 4th day of February 2020.
___________________________________
Ted Kozlowski, Mayor
ATTEST: _______________________________
Beth Wolf, City Clerk
TO: Mayor and Council Members
FROM: Graham Tait, City Zoning Administrator
MEETING DATE: February 4, 2020
RE: Maple Island Brewery – July 4th Event (1st Yearly Event)
INTRODUCTION
Maple Island Brewery has made application for permission to host an event in their
parking lot on July 4th, 2020. Since the event will be held entirely on private property, a
special event permit is not necessary. But, Council permission is still required to hold
the outdoor event. Outdoor entertainment on private property downtown is normally
allowed by Special Use Permit. Though, the City Council can approve a “one time …
event not occurring on a regular basis” without going through the entire Special Use
Permit process1. Therefore, the City Council is requested to review and approve the
July 4th event.
COMMENTS
In 2015 the City Council set the policy that a downtown business can hold three events
on their private property each year before they would need to make application for a
Special Use Permit. This is the first request for an outside event in 2020 on the Maple
Island Brewery property. As seen in the attached application, the event would offer live
music (outdoor from 12 PM to 10 PM), a beer trailer, yard games and one or two food
vendors. Security will be onsite, consisting of two Washington County officers.
Additionally, staff will be ID-ing guests as they come in, giving those who are 21+ a
wristband, and only those with wristbands will be served alcoholic beverages. Setup
would occur on Wednesday, July 3rd and clean up would occur on Friday, July 5th.
ACTION REQUIRED
The City Council should consider the request and pass a motion to approve or deny the
request. The following minimum conditions of approval should be placed on the event
permit:
1 City Code Sec 31-325, footnote 8.
Maple Island Brewer Fourth of July Party
February 4, 2020
Page 2
1. Up to two food vendors are allowed on-site. No additional seasonal food
vendors are permitted.
2. The event shall comply with City Code Section 38-3, Noise Control and Regulation.
3. Stillwater Fire Department will need exact fencing measurements so we can
determine occupant load, exiting requirements and number of exits.
4. Stillwater Fire Department will provide inspection of food vendors.
5. All temporary signage must have a temporary sign permit submitted and
approved by the Community Development Dept. prior to the event.
6. All temporary signage shall be removed within 24 hours of the event ending.
ATTACHMENTS
Application form
Site layout
Received
· twater EVENTS PERMIT APPLICATION J A(! ') t ;-·. ;!'?Q _,J t,_
TN£ llftTHPLACE Of flllNNlSOTA
216 North 4th Street, Stillwater, MN 55082
Telephone: 651-430-8837 Fax: 651-430-8810
Community Development O&partment
Incomplete applications or applications received after deadline will not be
accepted. See Event Instructions for application deadline and fees.
D f A I. . January 16, 2020
ate o pp 1cat1on: -------------
Event Information
Title/Name of Event July 4th Parking Lot Party
Event Date/Time: Set up: Date
July 3
Actual Event: Date
July 4
Clean up: Date
July 5
Office Use Only
Date Application Received ------
Type: Event Special Event Event w/ Contract
6AM 10AM
Time to
12PM 10PM
Time to
6AM 10AM
Time to
(Events after 10:00 p.m. require a variance from City Council
Location (Address) of Event: 225 Main Street North, Stillwater, MN 55082 -parking lot
(If in Lowell Park please specify north or south Lowell park)
Description of Event (please be specific -this information will be used to promote the event on the City of Stillwater website)
Maple Island Brewing will have a tent set-up in our parking lot with beer, music and yard games.
Estimated Attendance (participants and spectators): 500 -1000
Applicant Information (Person/Group Responsible) -
Sponsoring Organization Name: Maple Island Brewing
Mailing Address: 225 Main Street North
City, State, Zip Code: Stillwater, MN 55082
Primary Contact/ Applicant Name: Frank Fabio
Phone Number: (612) 741-9640 Fax: Cell Phone:
Email Address: frankfabio@hotmail.com
Website Address: www.mapleislandbrewing.com
Name of contact person during event: Frank Fabio Cell Phone: (612) 741-9640
Alternate contact during event: Emily Hassett Cell Phone: ( 651) 295-6956
Refer media or citizens inquires to: Either listed above Phone:
Site Plan: A site plan is mandatory for all events. Please provide a map of the site layout. Include any tables, stages, tents,
fencing, portable restrooms, vendor booths, trash containers, etc. If event involves a parade, race or walk,
please attach a route map highlighting route. Include rest stop stations, crossings, signage and indicate route
direction with arrows.
Event Features
Will any signs/banners be put up D ~
QTY: 2, Size: 3'x8' (located on MIB's
No Yes Number and size: barricade fencing)
Will there be any inflatables? No I&) Yes D Insurance certificate from rental vendor is required
Will there be entertainment? D ~ What type:
Live music on MIBs patio Fees for electricity may No Yes apply see Instructions
5PM -BPM
Will sound amplification be used? No D Yes !&I Hours and Type :
Will a stage or tent(sj be set up? No D Yes ~
40' x 40' tent with barricades and temp fenc
Dimensions: ing surrounding parking lot
Will there be temporary fencing? No D Yes 1K)
Will merchandise/food items be sold? How many 1 -2 in parking lot Fees for electricity may No D Yes ~ vendors expected: apply see Instructions
Will food be prepared on site? No D Yes !&I Contact Washington County Health Department, 651-430-6655
Will cooking operations be conducted? No D Yes ~ Contact Stillwater Fire Department, 351-4950
Will alcohol be served but not sold? No I&! Yes D See Alcohol Regulations in the Instructions
Will alcohol be sold? No D Yes ~ See Alcohol Regulations in the Instructions
Will there be a fireworks display? No ~ Yes D Permit required, contact Stillwater Fire Department, 651-351-4950
Describe power needs and location of power source .
No power needed from city.
Describe level of advertiseme nt (ie, radio1 flye rs, a ds, tv, press release). Attach sample if available
Social media, city event calendars, outside event calendars.
City SeNices (After reviewing the event applicatron, City services may be requrled for the event.)
Will event use, close or block any of the following: If yes specify location on site map.
City Streets or Right-of-way No I&! Yes D Start/End Time: Date:
City Sidewalks or Trails No ~ Yes D Start/End Time: Date:
Public Parking Lots or Spaces No jg] Yes D Start/End Time: Date:
Will event need barricade(s)? No 1K) Yes D Number needed: Fees may apply
see Instructions
Will extra picnic tables be needed? No jg] Yes D Number needed : Fees may apply
see Instructions
Will portable restrooms be needed? No 18] Yes D Number needed: Fees may apply
see Instructions
Will extra trash receptacles be needed? No D Yes ~ Number needed: Maroney's supplying Fees may apply
see Instructions
Describe trash removal and cleanug plan during and after event:
Will have extra trash cans provide by Maroney's.
Will event need traffic control? No !&I Yes D Contact Stillwater Pa/ice Department for assistance, 651-351-4900
Describe crowd control procedure to ensure the safety of participants and spectators:
Security will be on-site (2 Washington County officers used from previous years), staff will be ID-
ing guests as they come in. Guests over 21 will receive a wristband. Only those with wristbands will be served.
Will "No Parking Signs" be needed? No I&) Yes D Number needed: Fees may apply see Instructions
Show locatian(s) on site map
Will event need security? No D Yes jg] If event is overnight, security will be required.
If using private secruity, list Security Company and Contact Information:
Two Washington County officers used from previous years.
Will event need EMS services? No l&J Yes D Contact Lakeview EMS, 651-430-4621
Describe plans to provide first aid, if needed:
First Aid Kits available in tap room. Staff will alert officers and patrol on due during event. 9-1-1 will be called if medical attentio
n is needed.
Describe the emergency action plan if severe weather should arise :
Cancel event and direct guests to MIB and FFC offices.
List any other pertinent information:
The sponsor(s) of this event hereby agrees to save the City, its agents, officials and employees harmless from and against all damages to
persons or property, all expenses and other liability that may result from this activity. Depending on the size of and scope of the event a
"Certificate of Insurance" may be required. If insurance is required, the policy must be kept in force during the event of at least the
statutory limits for municipalities covering claims that might be brought against the event that arise out of the events authorized and to
name the City as an additional insured on their policy "as their interest may appear." As the sponsor or authorized representative, I certify
that the information provided is true to the best of my knowledge and agree to pay the permit fee for this event based upon the
information provided in this application. I realize my submittal of this application request constitutes a contract between myself and the
Cityot
Sig Date
BOARD AGENDA
Board of Commissioners
Fran Miron, Chair, District 1
Stan Karwoski, District 2
Gary Kriesel, District 3
Wayne A. Johnson, District 4
Lisa Weik, District 5
February 4, 2020 - 9:00 AM
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
1.9:00 Roll Call
Pledge of Allegiance
2.9:00 Comments from the Public
Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue
is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board
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.
3.9:10 Consent Calendar - Roll Call Vote
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.
A.Approval of the January 14, 2020, County Board meeting minutes.
B.Approval to appoint Commissioner Wayne Johnson to serve on the Community Action
Partnership of Ramsey & Washington Counties Board of Directors effective April 16, 2020.
C.Approval of applications for renewal of an On-Sale License, a Sunday Liquor License, and a
Consumption and Display permit for the Disabled Veteran's Rest Camp Association, located
in May Township.
D.Approve 2019 Phase II Washington County Strategic Facility Plan and 2018 Washington
County Workplace Guidelines.
4.9:10 Property Records and Taxpayer Services - Jennifer Wagenius, Director
A.Appointment of members to the county canvass board for the 2020 Presidential Nomination
Primary.
5.9:15 Public Works - Dan MacSwain, Natural Resources Coordinator
A.Approval of License #13233 to Use Real Property within the county park system with
Pollinator Friendly Alliance.
6.9:25 General Administration - Kevin Corbid, County Administrator
A.Adopt a resolution of appreciation for Barbara Dacy, Executive Director of the Washington
County Community Development Agency.
Assistive listening devices are available for use in the County Board Room
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EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
7. 9:40 Commissioner Reports - Comments - Questions
This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and
information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of
discussion will be scheduled for a future board meeting.
8.Board Correspondence
9. 10:00 Adjourn
10. 10:10-11:10 Board Workshops with Administration
A.Discuss the Natural Resource System Framework's draft goals and strategies.
B. Provide update on county conservation area concept.
Washington
% -~County
BOARD AGENDA
Board of Commissioners
Fran Miron, Chair, District 1
Stan Karwoski, District 2
Gary Kriesel, District 3
Wayne A. Johnson, District 4
Lisa Weik, District 5
January 28, 2020 - 9:00 AM
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
1.9:00 Roll Call
Pledge of Allegiance
2.9:00 Comments from the Public
Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue
is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board
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.
3. 9:10 Consent Calendar - Roll Call Vote
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.
A.Approval of the January 7, 2020, County Board meeting minutes.
B. Approve revisions to County Policy #6008 - Meal, Mileage, and Other Authorized Expense
Reimbursement for County Commissioners.
C. Approval of appointments to the Library Board of Sunday Olayinka, Woodbury, as an At-large
Representative; Mary Burke, Marine on St. Croix, as a District 1 Representative; and Shawn
Foster-Huot, Cottage Grove, as a District 4 Representative to first terms expiring December 31,
2022.
D. Approval of the reappointment of David Olufson, Mahtomedi, to the Library Board as the At-
Large Representative to a second term.
E. Approve of the needs determination for Rise, Inc. to consolidate their Day Training and
Habilitation program licenses from three down to one.
F. Approval of the contracts with Phoenix Alternatives, Opportunity Services, Inc. and Midwest
Special Services, Inc. to provide Day Training & Habilitation and other related services for
persons with disabilities for the period of January 1, 2020 through December 31, 2021, and
authorize its execution pursuant to Minn. Stat. 373.02.
G.Adopt a resolution establishing election judge compensation.
H. Adopt a resolution approving the submission of a voting equipment grant application to the
Office of the Minnesota Secretary of State.
I. Approve City Election Services Joint Powers Agreement No. 13216 between Washington
County and the City of Woodbury.
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EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
J. Approve Addendum I to Agreement No. 12272 with the University of Minnesota for
Extension Services for the period of 1/1/20 through 12/31/21, and authorize its execution
pursuant to Minn. Stat. 373.02.
K. Approval of Change Order No. 2 to Contract No.12967 with Twin Cities Hardware, Inc. in the
amount of $1,079.00 for work on the Wildwood Library Project.
L. Award the bid to and authorize execution of Lease Agreement No. 13193 in the amount
of $24,359.65 with David See Farms for the lease of agricultural land located in St. Croix
Bluffs Regional Park.
M. Award the bid to and authorize execution of Lease Agreement No. 13194 in the amount
of $22,905.39 with David See Farms for the lease of agricultural land located in Lake Elmo
Park Reserve.
N. Award the bid to and authorize execution of Lease Agreement No. 13195 in the amount
of $1,707.75 with Ronald Schiltgen for the lease of agricultural land located in Big Marine
Park Reserve.
O. Award the bid to Collins Electrical Construction Company and authorize execution of Contract
No. 13202 in the amount of $216,750 for the service of building electrical systems for
Washington County.
P.Approval to restructure the Senior Jail Program Coordinator to a Correctional Officer Sergeant.
Q. Approve Grant Agreement No. 13207 between the Minnesota Department of Public Safety,
Division of Homeland Security and Emergency Management Division, and the Washington
County Sheriff's Office in the amount of $111,349 for the period of January 1, 2019 through
January 31, 2020, and authorize its execution pursuant to Minn. Stat. 373.02.
R. Adopt a resolution authorizing the Washington County Sheriff's Office to accept a donation
from the E. Theodore and Lois M. Thompson Family Fund of the Saint Paul and Minnesota
Foundation in the amount of $2,000.
S. Approve Mutual Aid Joint Powers Agreement No. 13212 between the Minnesota Department
of Corrections, Minnesota Correctional Facility-Oak Park Heights and Washington County.
T. Approve an application for federal assistance from the Office of National Drug Control Policy
for federal grant funding in the High Intensity Drug Trafficking Areas (HIDTA) program.
U. Adopt a resolution authorizing the Washington County Sheriff's Office to accept a K-9
donation from the Oakdale Gun Club in the amount of $1,146.
Consent CalendarFRQWLQXHG
Washington
% -~County
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EQUAL EMPLOYMENT OPPORTUNITY / AFFIRMATIVE ACTION EMPLOYER
4. 9:10 Library - Amy Stenftenagel, Director
A.Adopt a resolution to accept a donation from the RAFT Foundation in the amount of $30,000.
5. 9:15 Public Works - Dan MacSwain, Natural Resources Coordinator LWHP$
Nathan Arnold, Engineer II LWHP%
Cory Slagle, Assistant County Engineer LWHP&
A. Approval of Agreement No. 13217 for the 2020 Conservation Partners Legacy Grant:
Washington County, Lake Elmo Park Reserve Oak Savanna Restoration Phase II Project.
B. Approval of Contract No. 13197 with SRF Consulting, Inc. to perform preliminary
design and project coordination services for the County State Aid Highway (CSAH) 15
(Manning Avenue) Phase 3 Capacity Improvement project (RB-2627) in the amount of
$319,399.
C. Approval of Change Order No. 16 to Contract No. 12333 with Shafer Contracting Company
Inc. in the amount of $300,000 for the County State Aid Highway (CSAH) 35 (Hadley
Avenue) at Trunk Highway (TH) 36 Interchange Project (RB-2589).
6. 9:45 General Administration - Molly O'Rourke, County Administrator
A.Adopt a resolution accepting the 2019 4th quarter donations.
7. 10:00 Commissioner Reports - Comments - Questions
This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and
information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of
discussion will be scheduled for a future board meeting.
A. Adopt a resolution recognizing and honoring the career of Washington County Administrator
Molly O'Rourke.
8.Board Correspondence
9. 10:30 Adjourn
10. 11:30-1:30 Reception for Molly O'Rourke
Washington
% -~County