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Home My WebLink About2021-02-02 CC Agenda PacketFebruary 2, 2021 City Council Zoom 4:30 pm Meeting February 2, 2021 City Council Zoom 7 pm Meeting 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PLEASE NOTE: City Council meetings are streamed live on the city website and available to view on Channel 16. Public can participate in the meeting by logging in online at www.zoomgov.com/join or by calling 1-312-626-6799 and enter the meeting ID number: 161 843 8759 Public comments can be emailed to stillwater@ci.stillwater.mn.us REVISED AGENDA CITY COUNCIL MEETING February 2, 2021 REGULAR MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Lily Lake Association Strategic Visioning 2. Planning Division Work Plan 2021-2024 3. Sign Ordinance Discussion IV. STAFF REPORTS 1. Public Works Director 2. Police Chief 3. Fire Chief 4. Finance Director 5. Community Development Director 6. City Clerk 7. City Attorney 8. City Administrator – Update on Proposed Curling Center Planning 9. Library Director V. RECESS RECESSED MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL VIII. PLEDGE OF ALLEGIANCE IX. RECOGNITIONS OR PRESENTATIONS 10. Proclamation – Girls Softball Coach Beedle 11. Certificates of Appreciation – Stillwater Fat Bike Rally Organizers Sara Jespersen and Mike Lyner X. OPEN FORUM – the open forum allows the public to address council on subjects which are not a part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less.. XI. CONSENT AGENDA – these items are considered routine and will be enacted by one motion with no discussion. A council member or citizen may request an item to be removed from the consent agenda and considered separately. 12. January 19, 2021 regular meeting minutes 13. Payment of Bills 14. 2021-2022 IUOE Local 49 Collective Bargaining Agreement – Resolution 15. Agreement for Services with HKGi to Consolidate and Update Design Guidelines 16. IT Surplus Equipment – Resolution Page 2 of 2 City Council Meeting Agenda February 2, 2021 17. License to Use Lily Lake Park for Household Hazardous Waste Collection Day 18. Stillwater Trolley Operating Agreement – Resolution XII. PUBLIC HEARINGS – when addressing Council please limit your comments to 10 minutes or less. 19. CPC Case 2020-60 to consider a request by Joel Hauck and 200 Chestnut Partners, LLC, for a Conditional Use Permit and associated variances for a residential building in the Central Business Height Overlay Historic District at 200 Chestnut St E. Notices published in Stillwater Gazette and mailed to affected property owners on January 15, 2021. – Postpone Hearing to March 2, 2021. XIII. UNFINISHED BUSINESS – None XIV. NEW BUSINESS 20. Washington County’s State Funding Support Request for CSAH 5/Brown’s Creek Trail Connection Project – Resolution 21. 2021 Street Improvement Project Feasibility Report – Resolution 22. Tax Abatement/TIF Committee for Lakeview Hospital Development 23. Covid-19 Refund of Liquor License Fees 24. Accounting Specialist Position Change Request – Resolution XV. COUNCIL REQUEST ITEMS XVI. CLOSED SESSION 25. Pursuant to Minn. Stat. §13D.05, Subd. 3(b) for confidential attorney-client discussions regarding pending litigation in the eminent domain matter City of Stillwater v. John M. Ustipak, et al.” XVII. ADJOURNMENT 2021 Street Improvement Project Feasibility Study February 2, 2021 2021 Street Improvement Project •City Council authorized the Feasibility Study in October 2020. •Streets were selected based on pavement conditions . •Reconstruction street - pavement sections are in poor condition but have solid base. •Mill and overlay streets show signs of deterioration, but still have structural strength. 2021 Street Improvement Project Street Reconstruction Maryknoll Drive from Oakridge Rd to Bayberry Ave. Mid Oaks Ave. N The following streets were removed from the project due to budget; 72nd Street N Total Street Reconstruction 0.75 miles. 2021 Street Improvement Project Partial Street Reconstruction Eagle Ridge Cir. Eagle Ridge Ct. Eagle Ridge Crescent Lecuyer Dr. Lecuyer Cir. Lecuyer Ct. Thorene Pl The following streets were removed from the project due to budget and will be considered for 2022 Street improvement project. Kallie Ct. Mallard Ct. Wildwood Ct. Wildwood Ln. Eagle Ridge Place Eagle Ridge Total Partial Street Reconstruction 0.51 miles. 2021 Street Improvement Project Mill and Overlay Area Bayberry Ave. (Maryknoll Dr. N to Hawthorn Ln.) Interlachen Dr. (Bayberry Ave to 72nd St. N) Pineridge Ln. Northland Ave. (Interlachen Dr. to Hawthorne Ln.) Edgewood Ave. Edgewood Ct. Fairlawn Dr. Eagle Ridge Trail (Creekside Crossing to Neal Ave.) Creekside Crossing Creekside Cir. Creekside Ct. Autumn Way Nightingale Blvd. Tamarack Ct. Interlachen Ct. Walnut Creek Dr. Cottonwood Ct. Total Mill and Overlay 3.4 Miles Street Reconstruction Maryknoll Drive •Streets was constructed in the 1969. •Existing pavement section range between 4”-5.5” asphalt and about 7” gravel. •The streets is constructed to 32 feet wide, Concrete curb & gutter, and storm sewer system. •In 1996 the portion north of Interlachen Dr. was improved by milling and onsite cold recycling rehabilitation process •Propose to remove existing curb and gutter and reclaim asphalt and regrade for base. •Install concrete curb and gutter and 4 inches of asphalt. •Repair and replace catch basins and sanitary manholes where needed. •Extra storm sewer pipes and catch basins would be added from the intersection with Interlachen Dr. to the existing storm sewer on Maryknoll Drive. •Repair damaged sidewalk. •Upgrade Pedestrian ramps to ADA standards. Street Reconstruction Mid Oak Avenue North •Street was constructed in 1974. •The Street was seal coated in 1999. •Existing street is 24 feet rural section with ditches on both sides and no curb and gutter. Soil boring show 6” of asphalt pavement and no gravel. •Propose reclaim asphalt and use for base and 4 inches of asphalt. •Clean and repair ditches on both sides. •The low area in the street would be raised ½ foot To avoid flooding during high rain events. Partial Reconstruction Eagle Ridge Trail Area. •These Streets were constructed between 1981 and 1985. •In 2008 these streets were seal coated. •Street has concrete curb and gutter, and storm sewer. •Pavement section consists of 4” gravel and 3”-4.5” sphalt. •Propose reclaim full pavement section and regrade for base and add 4” of pavement. •Repair damaged curb and gutter. •Remove and replace existing undersized catch basin inlets with larger ones. •Repair Sanitary sewer manholes as needed. Street Reconstruction Summary *Full Reconstruction LENGTH OF RECONSTRUCTION -0.75 miles # OF PROPERTIES -53 CONSTRUCTION COSTS (Includes Engineering and contingencies) $684,485 *Partial Reconstruct LENGTH OF PARTIAL RECONSTRUCTION -0.51 miles # OF PROPERTIES -55 CONSTRUCTION COSTS (Includes Engineering and contingencies)$469,179 • TOTAL STREET RECONSTRUCTED COSTS.$1,153,664 Mill and Overlay Interlachen and Croixwood area •These Streets are constructed in early 1970s, Interlachen east of Maryknoll was constructed in 1997. •In mid 1990’s, a 1.5” mill and overlay was done on these streets. •Streets are 32 Feet wide with concrete curb and gutter, storm sewer, and sidewalk on some of the streets. •Pavement section consist of 6” gravel and 4” asphalt. •Propose mill top 1.5” of pavement and overlay with new 1.5” of pavement. •Repair curbs, sidewalks, catch basins and manholes. •Upgrade Pedestrian ramps to ADA Standards. •Construct 8 feet wide trail on west side of Autumn Way as part of Safe Route to School Program. Mill and Overlay Creekside Crossing area •These Streets are constructed in early 1998. •Streets are 32 Feet wide with concrete curb and gutter, storm sewer, and 8 feet trail along Creekside Crossing and Eagle Ridge Trail. •Pavement section consist of 6” gravel and 4” asphalt. •Propose mill top 1.5” of pavement and overlay with new 1.5” of pavement. •Repair curbs, catch basins and manholes. •Upgrade Pedestrian ramps to ADA Standards. •Repair and seal coat the 8 feet trail. Mill And Overlay-Summary Total Length 3.4 miles Number of Properties 314 TOTAL MILL AND OVERLAY COST. $983,525 2021 Street Improvement Project Costs Reconstruction $1,153,664 Mill and Overlay $ 983,525 Total Project $2,137,189 Financing Project is financed through City funds and Assessments. Mill and Overlay Streets -80% Assessed to property owners. Street Reconstruction -70% Assessed to property owners. Proposed Assessments •Footage method ( Non-residential properties) •Unit method for residential property Standard interior lot: 1 unit Corner lot: 0.5 units for each side improved. Multi units are assessed at 0.2 unit for each extra unit ( Duplex unit =1.2 unit) Preliminary Project Cost Summary Table Type Estimated Assessment * Appraised Benefit Value Assessment Rate Assess Units Assessment Amount Mill and Overlay – Without Sidewalk $2,231 $3,000 Unit 262 $584,603 Mill and Overlay – With Sidewalk $3,012 $3,500 Unit 49 $147,611 Autumn Way Trail- City Cost $22,854 Creekside Crossing Trail Seal Coat- City Cost $10,200 Mill and Overlay - City Property $23.17 LF 902 $20903 Partial Reconstruct $5971 $6,000 Unit 55 $328,425 Reconstruction (Mid Oak N) $9,320 $10,000 Unit 11 $102,521 Reconstruction (Maryknoll Drive $8,967 $9,000 Unit 42 $376,600 Assessment Total $1,548,859 City Share $588,328 Total Street Improvement $2,137,189 *These assessments are caped by the Appraised benefit to the properties. Maryknoll Drive assessed properties Mid Oak Avenue North assessed properties Eagle Ridge Trail area assessed properties Interlachen and Croixwood Area -assessed properties Nightingale Boulevard assessed properties Creekside Crossing Area assessed properties Autumn Way assessed properties Proposed Improvement Schedule Authorization of Feasibility Study October, 2020 Neighborhood meetings December, 2020 Feasibility Study February 02, 2021 Public Hearing February 16, 2021 Approve plans March 2, 2021 Bid Opening April 2, 2021 Award bid April 6, 2021 Construction May -October, 2021 Assessment Hearing October, 2021 Recommendation PROJECT IS TECHNICALLY AND FINANCIALLY FEASIBLE. APPROVE FEASIBILITY STUDY AND ORDER PUBLIC HEARING FOR FEBRUARY 16th, 2021. Page 1 CITY OF STILLWATER LIST OF BILLS Abdullah Reabar Reimbursement 484.92 Action Rental Inc.Equipment rental 395.00 Aspen Mills Uniforms 1,025.68 AT&T Mobility Cell phone 67.46 Boyer Trucks Equipment repair supplies 1,690.72 Canteen Refreshment Services Concession supplies 127.30 Carey Daniel Reimburse for Work Boots 160.00 CDW Government Inc.Computer equipment 847.17 Cintas Corporation Uniforms & mat cleaning service 1,277.43 City of Woodbury SWAT participation 4,900.00 Clog Un-Boggler Inc.Unclog drain 295.00 Cole Papers Supplies 168.62 Comcast TV Internet & Voice 618.39 Communication Systems Specialists Install communications cabling 2,922.75 Core & Main Valve repair & supplies 1,737.80 Dalco Janitorial supplies 42.96 ECM Publishers HPC Case 202-33 342.00 EG Rud & Sons Neal Ave Project 455.00 Emergency Automotive Vehicle repair charges 630.73 Epson LabelWorks Store Office supplies 78.87 Erickson Robert & Sharon UB Refund 2,300.00 Flexible Pipe Tool Co.Equipment repair supplies 5,112.40 Frontier Ag & Turf Motor 1,147.32 Golden Expert Services Janitor Service 3,700.00 Goodyear Commercial Tire Tires 846.98 Gopher State One Call Inc.Locates 50.00 Grainger Supplies 582.06 Group Medicareblue RX Retiree Prescriptions Ins 2,873.00 Guardian Supply Uniforms 3,198.82 Harty Matt Grading Escrow Refund - 808 6th Ave S 1,500.00 Intoximeters Supplies 135.00 Jefferson Fire and Safety Inc.Equipment 3,271.10 Lametti and Sons Inc Greeley Lift Station Imp 189,528.71 League of MN Cities PATROL Subscription 1,980.00 Lindquist Michelle & Scott Planning Escrow Refund 3,000.00 Lindstrom Solar LLC Solar Energy 2,625.90 Mansfield Oil Company Fuel 8,977.72 MARSARS Water Rescue Systems Equipment 471.70 Marshall Electric Company Electrical repairs 2,797.00 Menards Supplies 1,195.85 Metro Area Mgmt Association Membership 45.00 Metropolitan Mechanical Contractors Maintenance agreement 5,064.20 Miller Excavating Valve & main repair 23,732.85 MN Chiefs of Police Assoc.Membership & Training 1,396.00 MN Dept of Driver & Vehicle Services Registration for 2020 Spartan 37.00 MN Dept of Labor and Industry Elevator license 100.00 Page 2 MP Nexlevel LLC Locating 962.50 NAPA Auto Parts Equipment repair supplies 271.47 Nardini Fire Equipment Equipment repair 1,112.00 Northland Graphics Self inking stamp 41.95 NPELRA Winter Conference 40.00 Office Depot Office supplies 372.41 Performance Plus LLC Drug screen 45.00 Pioneer Rim and Wheel Co.Equipment repair supplies 135.32 Piper Rentals UB Refund 298.25 Pro-Tec Design Equipment 1,796.50 R&R Specialties Inc.Equipment repair supplies 191.20 Riedell Shoes Inc.Skates 1,635.43 River Valley Printing Inc.Office supplies 868.00 Siegfried Construction Emergency Bluff Repair 67,403.85 Simplifile LC Filing fee 250.00 Spartan Promotional Group Office supplies 48.93 St. Croix Boat and Packet Co.Assistant Manager 33,611.79 Stillwater Collision and Mechanical Vehicle repair - 214 8,673.81 Tec Inc Equipment repair supplies 172.00 Telemetry and Process Controls Lift station repair - Nelson 633.20 Titan Machinery Shakopee Credit 390.04 Uline Inc Supplies 1,101.94 Universal Truck Equipment Equipment repair supplies 190.75 Washington County Property Records Truth in Taxation 1,907.52 WSB & Associates Inc.MS4 Services 273.00 Xcel Energy Energy 2020 34,663.95 LIBRARY Ace Hardware Supplies 173.84 Amazon Business Materials 185.84 Brodart Co Materials 2,042.42 Cintas Corporation Towels & Rugs 183.45 Greater Stillwater Chamber of Commerce Chamber Annual Membership 220.00 Hedin Sue Staff Reimbursement 133.40 Kaericher Jodi Staff Reimbursement 25.00 KidCreate Studio/Get Messy Programs - Juv (235 FSC)200.00 Menards Supplies 37.69 Mid-America Business Systems ScanPro2000 Maint Agreement 895.00 Midwest Tape Materials 2,650.50 Music Together in the Valley Programs 200.00 Office of MN IT Services Phone 143.70 Page 3 NOVEMBER & DECEMBER CREDIT CARDS Across the Street Productions Online training subscription - Roush 385.00 Amazon.com Supplies 5,952.89 Axon Enterprises Training - McBroom 375.00 Backgroundchecks.com Back ground checks 40.45 BCA Training Training 225.00 FedEx Shipping charges 57.63 Grand Pizza & Catering Box lunches for elections 1,769.77 Gumroad Inc Blue prints 29.00 Half Price Books Materials - Video (S.AV)275.51 Harry & David Basket for interview panel 75.25 Havis Computer mount repair for squad 56.91 Hawk Head Sales Tire pressure sensors 478.00 IACP Training - Felsch 395.00 MN Chiefs of Police Assoc.Training 657.00 MN Fire Srv. Cert. Board Certification for staff 200.00 MN Library Assoc.Membership - MLA (Troendle)230.00 MN Recreation & Park Association Job posting 225.00 MN State Colleges & Univ.Fire Investigation 2 - Marchetti 397.22 Penn Foster Career School Customer Training (COVID)180.00 RV & Auto Parts Replacement switch for command post trailer 28.07 Stillwater Post Office Shipping charges 19.60 Survey Monkey 2021 Survey Subscription 900.00 Symbol Arts COVID coins 1,100.50 The Gallery Collection Organizational Wellbeing Supplies 162.33 Tools 4 Flooring Vinyl base for PD floor project 853.83 University of MN CCE Registration Pesticide applicator recerts 290.00 UPS Shipping charges 13.91 West Marine Fire boat winterizing 72.36 Zoom Video Communications Zoom communications 126.32 DECEMBER MANUALS Comcast Internet & TV 347.26 Enterprise FM Trust Lease vehicles 1,861.28 Galowitz Jeff & Karen Neal Ave Imp 27,625.00 Galowitz Jeff & Karen & Colonial Savings Neal Ave Imp 18,450.00 Life Safety Systems Fire system repairs 1,061.00 Lone Oak Companies Inc Utility Bill Processing 1,717.89 PERA Shortage 167.63 SW/WC Service Cooperatives Retiree Health Insurance 73,481.59 TKDA Chestnut St Civic Plaza 40,493.12 Washington County Property Records Return of Excess Tax Increment - TIF #6 38,858.35 Page 4 ADDENDUM Centruy Link Telephone 478.52 Graffiti Solutions Graffiti remover 867.40 MN DNR Ecological & Water Resources Water permit 8,923.38 Police Executive Research Forum Membership 200.00 Verizon Wireless Wireless Service 3,257.06 TOTAL 681,479.09 Adopted by the Stillwater City Council this 2nd day of February, 2021 Mayor Ted Kozlowski CITY COUNCIL MEETING DATE: February 2, 2021 REGARDING: Design Guidelines Consolidation and Update Consultant Selection PREPARED BY: Abbi Jo Wittman, City Planner DISCUSSION As a reminder, city staff secured funding for City, in conjunction with its HPC, to consolidate design guidelines. A Request for Proposals was distributed and the City received one proposal from HKGi & Landscape Research, the firm who assisted the City in the HPC enabling ordinance rewrite. RECOMMENDATION City staff recommends entering into contract with HKGi for professional consulting services associated with design guidelines consolidation and update project. ATTACHED Resolution of Agreement Approval Contract for Services RFP and Addenda HGKi Proposal APPROVAL OF AGREEMENT WITH HKGi BE IT RESOLVED, by the City Council of Stillwater, MN that agreement between HKGi and the City of Stillwater for the consolidation and update design guideline project in the amount not to exceed $26,000 is hereby approved and authorizes the Mayor and City Clerk to sign the agreement. Adopted by the City Council of the City of Stillwater this 2nd day of February, 2021. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk 1 AGREEMENT FOR SERVICES THIS AGREEMENT (“Agreement”) is made and executed this 2nd day of January, 2021, by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, (“City”) and HKGi, 123 N. 3rd Street, Suite 100 Minneapolis, MN 55401 (“Contractor”). WHEREAS, the City has accepted the proposal of the Contractor for certain Services (“Services”); and WHEREAS, Contractor desires to perform the Services for the City under the terms and conditions set forth in this Agreement. NOW THEREFORE, in consideration of the mutual consideration contained herein, it is hereby agreed as follows: 1. SERVICES. a. City agrees to engage Contractor as an independent contractor for the purpose of performing certain Services, as defined in the following documents: i. A proposal dated January 25, 2021, incorporated herein as Exhibit 1; ii. The City of Stillwater’s Request for Proposal and addendum, incorporated herein as Exhibit 2. (Hereinafter “Exhibits.”) b. Contractor covenants and agrees to provide Services to the satisfaction of the City in a timely fashion, as set forth in the Exhibits, subject to Section 7 of this Agreement. c. Contractor agrees to comply with all federal, state, and local laws and ordinances applicable to the Services to be performed under this Agreement, including all safety standards. The Contractor shall be solely and completely responsible for conditions of the job site, including the safety of all persons and property during the performance of the Services. The Contractor represents and warrants that it has the requisite training, skills, and experience necessary to provide the Services and is appropriately licensed and has obtained all permits from all applicable agencies and governmental entities. 2. PAYMENT. a. City agrees to pay and Contractor agrees to receive and accept payment for Services as set forth in the Exhibits. 2 b. Any changes in the scope of the work of the Services that may result in an increase to the compensation due the Contractor shall require prior written approval by the authorized representative of the City or by the City Council. The City will not pay additional compensation for Services that do not have prior written authorization. c. Contractor shall submit itemized bills for Services provided to City on a monthly basis. Bills submitted shall be paid in the same manner as other claims made to City. d. Prior to payment, the Contractor will submit evidence that all payrolls, material bills, subcontractors and other indebtedness connected with the Services have been paid as required by the City. 3. TERM. The term of this Agreement is identified in the Exhibits. This Agreement may be extended upon the written mutual consent of the parties for such additional period as they deem appropriate, and upon the same terms and conditions as herein stated. 4. TERMINATION AND REMEDIES. a. Termination by Either Party. This Agreement may be terminated by either party upon 30 days’ written notice delivered to the other party to the addresses listed in Section 13 of this Agreement. Upon termination under this provision, if there is no default by the Contractor, Contractor shall be paid for Services rendered and reimbursable expenses through the effective date of termination. b. Termination Due to Default. This Agreement may be terminated by either party upon written notice in the event of substantial failure by the other party to perform in accordance with the terms of this Agreement. The non-performing party shall have fifteen (15) calendar days from the date of the termination notice to cure or to submit a plan for cure that is acceptable to the other party. c. Remedies. Notwithstanding the above, the Contractor shall not be relieved of liability to the City for damages sustained by the City as a result of any breach of this Agreement by the Contractor. The City may, in such event, i. Withhold payments due to the Contractor for the purpose of set-off until such time as the exact amount of damages due to the City is determined. ii. Perform the Services, in which case, the Contractor shall within 30 days after written billing by the City, reimburse the City for any costs and expenses incurred by the City. 3 The rights or remedies provided for herein shall not limit the City, in case of any default by the Contractor, from asserting any other right or remedy allowed by law, equity, or by statute. d. Upon termination of this Agreement, the Contractor shall furnish to the City copies or duplicate originals of all documents or memoranda prepared for the City not previously furnished. 5. SUBCONTRACTORS. Contractor shall not enter into subcontracts for any of the Services provided for in this Agreement without the express written consent of the City, unless specifically provided for in the Exhibits. The Contractor shall pay any subcontractor involved in the performance of this Agreement within the ten (10) days of the Contractor’s receipt of payment by the City for undisputed services provided by the subcontractor. 6. STANDARD OF CARE. In performing its Services, Contractor will use that degree of care and skill ordinarily exercised, under similar circumstances, by reputable members of its profession in the same locality at the time the Services are provided. 7. DELAY IN PERFORMANCE. Neither City nor Contractor shall be considered in default of this Agreement for delays in performance caused by circumstances beyond the reasonable control of the nonperforming party. For purposes of this Agreement, such circumstances include, but are not limited to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war, riots, and other civil disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage; judicial restraint; and inability to procure permits, licenses or authorizations from any local, state, or federal agency for any of the supplies, materials, accesses, or services required to be provided by either City or Contractor under this Agreement. If such circumstances occur, the nonperforming party shall, within a reasonable time of being prevented from performing, give written notice to the other party describing the circumstances preventing continued performance and the efforts being made to resume performance of this Agreement. Contractor will be entitled to payment for its reasonable additional charges, if any, due to the delay. 8. CITY’S REPRESENTATIVE. The City has designated the City Planner to act as the City’s representative with respect to the Services to be performed under this Agreement. He or she shall have complete authority to transmit instructions, receive information, interpret, and define the City’s policy and decisions with respect to the Services covered by this Agreement. 9. PROJECT MANAGER AND STAFFING. The Contractor has designated Jeff Miller to be the primary contact for the City in the performance of the Services. He shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms established herein. Contractor may not remove or replace these designated staff without the approval of the City. 10. INDEMNIFICATION. 4 a. Contractor and City each agree to defend, indemnify, and hold harmless each other, its agents and employees, from and against legal liability for all claims, losses, damages, and expenses to the extent such claims, losses, damages, or expenses are caused by its negligent acts, errors, or omissions. In the event claims, losses, damages, or expenses are caused by the joint or concurrent negligence of Contractor and City, they shall be borne by each party in proportion to its own negligence. b. Contractor shall indemnify City against legal liability for damages arising out of claims by Contractor’s employees or subcontractors, including all liens. City shall indemnify Contractor against legal liability for damages arising out of claims by City’s employees or subcontractors. 11. INSURANCE. During the performance of the Services under this Agreement, Contractor shall maintain the following insurance: a. Commercial General Liability Insurance, with a limit of $2,000,000 for any number of claims arising out of a single occurrence, pursuant to Minnesota Statutes, Section 466.04, or as may be amended; b. Workers’ Compensation Insurance in accordance with statutory requirements. c. Automobile Liability Insurance, with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident. Contractor shall furnish the City with certificates of insurance, which shall include a provision that such insurance shall not be canceled without written notice to the City. The City shall be named as an additional insured on the Commercial General Liability Insurance policy. 12. WARRANTIES. Contractor warrants and guarantees that title to all work, materials, and equipment covered by any invoice, will pass to City no later than the Completion Date. Contractor warrants that all work will be free from defects and that all materials will be new and of first quality. If within one (1) year after final payment any work or material is found to be defective, Contractor shall promptly, without cost to the City, correct such defect. 13. NOTICES. Notices shall be communicated to the following addresses: If to City: City of Stillwater 216 4th Street North Stillwater, MN 55082 Attention: Abbi Wittman Or e-mailed: awittman@ci.stillwater.mn.us If to Contractor: HKGi 5 123 N. 3rd Street, Suite 100 Minneapolis, MN 55401 Attn: Jeff Miller Or emailed: jeff.miller@hkgi.com 14. INDEPENDENT CONTRACTOR STATUS. All services provided by Contractor, its officers, agents and employees pursuant to this Agreement shall be provided as employees of Contractor or as independent contractors of Contractor and not as employees of the City for any purpose. 15. GENERAL PROVISIONS. a. Assignment. This Agreement is not assignable without the mutual written agreement of the parties. b. Waiver. A waiver by either City or Contractor of any breach of this Agreement shall be in writing. Such a waiver shall not affect the waiving party’s rights with respect to any other or further breach. c. Nondiscrimination. Contractor agrees that in the hiring of employees to perform Services under this Agreement, Contractor shall not discriminate against any person by reason of any characteristic protected by state or federal law. d. Governing Law. This Agreement shall be construed in accordance with the laws of the State of Minnesota and any action must be venued in Washington County District Court. e. Amendments. Any modification or amendment to this Agreement shall require a written agreement signed by both parties. f. Severability. If any term of this Agreement is found be void or invalid, such invalidity shall not affect the remaining terms of this Agreement, which shall continue in full force and effect. g. Data Practices Compliance. All data collected by the City pursuant to this Agreement shall be subject to the Minnesota Government Data Practices Act, Minnesota Statutes, Chapter 13. h. Entire Agreement. This Agreement constitutes the entire agreement of the parties and supersedes all prior communications, understandings and agreements relating to the subject matter hereof, whether oral or written. 6 CITY OF STILLWATER By: Ted Kozlowski, Mayor By: Beth Wolf, City Clerk Date: 7 CONTRACTOR By: Its: Date: CITY OF STILLWATER REQUEST FOR PROPOSALS FOR PROFESSIONAL SERVICES Design Guideline Compilation and Update Released: January 8, 2021 Electronic Proposals Due: January 25, 2021 at 4:30 PM RFP: Design Guideline Compilation and Update, Page 2 TABLE OF CONTENTS I. INTRODUCTION PAGE 3 A. Purpose of Request B. Objective of this RFP C. Background II. SCOPE OF WORK PAGE 4 A. General Project Work Plan B. Professional Qualifications Required C. Budget and Support Services D. Deliverables E. Timeline of Specific Tasks III. PROPOSAL FORMAT PAGE 5 A. Professional Qualifications B. Required Proposal Contents D. Fee Quotation E. Optional Information IV. RFP PROCESS PAGE 6 A. Responders’ Questions B. Proposal Submission V. PROPOSAL EVALUATION AND SELECTION PAGE 7 A. Overview of Evaluation Methodology B. Evaluation Criteria VI. REQUIRED CONTRACT TERMS AND CONDITIONS PAGE 8 VII. RIGHTS RESERVED PAGE 9 RFP: Design Guideline Compilation and Update, Page 3 I. INTRODUCTION A. PURPOSE OF REQUEST In coordination with its Heritage Preservation Commission (HPC), the City of Stillwater is seeking proposals from consultants to compile and update its Design Guidelines for use in residential, commercial, and industrial zoning and historic districts. B. OBJECTIVE OF THIS RFP The objective of this Request for Proposals (RFP) is to obtain proposals from, and enter into contract with, a qualified Responder(s) to perform the tasks and services set forth in this RFP. The term of any resulting contract is anticipated to run from February 2, 2021 through July 22, 2021. C. BACKGROUND To help protect the character and nature of the community and its historic resources, in 1989 the City of Stillwater developed its first Design Manual for the National Register- listed Stillwater Commercial Historic District. Updated by the Heritage Preservation Commission (HPC) in 2006, it is used in the historic district as well as the City Zoning Code’s Downtown Design Review Overlay District for new construction, additions and alterations, and signage. It’s a well-rounded range of guidelines that include the larger building components of setback, height and proportion to smaller design elements like detailing, lighting and landscaping. However, the guidelines are in conflict with more recently updated design standards. In 1989 the City adopted the West Stillwater Business Park Plan for which the HPC conducted new development design review. Though the HPC no longer conducts design review in modern districts, they have expressed input in helping shape the design of Stillwater as a whole. The review district remains in place today though administered by staff, the Planning Commission and the City Council. The HPC’s involvement in the design review of modern districts was somewhat expanded in 1998 when the City’s sprawling western edge was proposed for development. At that time the City adopted new urbanism-based design guidelines for residential development and, in 2009, for the commercial node at the corner of Manning Avenue North and CR 12. The HPC later reviewed and approved Liberty Village guidelines; though the HPC utilized these in review of new projects in this district, they were never authorized to do so. In 2006 the City adopted design guidelines for the Zoning Code’s Neighborhood Conservation Overlay District, an area with a high concentration of housing associated with Stillwater’s periods of significance. The HPC has utilized these guidelines for new infill in the Overlay but, in 2020, the City amended the district to require review of RFP: Design Guideline Compilation and Update, Page 4 certain types of exterior alterations to also be reviewed for conformance to the guidelines. In 2013 guidelines for residential alterations in historic districts were created but was never adopted by the City. These guidelines have not been utilized. The City has no guidelines for streetscapes and other public infrastructure in or out of the historic district. A copy of all adopted and draft guidelines can be accessed at https://www.dropbox.com/sh/xzwdic1o0ywy8hs/AAB9s8701zRfjj6vdrNZbrgqa?dl=0. A copy of the City’s Historical, Cultural and Archaeological Districts, Structures and Sites is attached II. SCOPE OF WORK A. GENERAL PROJECT WORK PLAN In conjunction with its HPC, an outside consultant, business and property owners, and the general public, the desire of the City is to: 1) Compile all City of Stillwater adopted design guidelines into a single, easy-to-use reference document that provides design guidance for general community commercial, and historic and overlay district commercial and residential developments utilizing existing text and existing and new visual aids. 2) Update existing guidelines by: (i) Assessing existing guidelines and updating as needed and desired; (ii) Reviewing all draft guidelines for incorporation as needed and desired; and (iii) Proposing new or updating existing guidelines including for streetscape, urban design and for consistency with the 2040 Comprehensive Plan’s sustainability and resiliency goals. 3) Assess which sign guidelines should be incorporated into the City Code as standards for administrative review and approval. B. PROFESSIONAL QUALIFICATIONS REQUIRED The Consultant or a member of the consulting team shall meet the Secretary of the Interior’s Professional Qualifications Standards (as published in the Federal Register of September 29, 1983). C. BUDGET AND SUPPORT SERVICES This project has been financed in part with funds provided by the he National Park Service’s Certified Local Government grant program, administered by the State Historic Preservation Office. A total of $26,000 will be available for all consulting services. RFP: Design Guideline Compilation and Update, Page 5 Stillwater staff, including but not limited to the Community Development Director, City Attorney, and City Planner will: 1. Serve as the primary point of contact for the consultant, coordinating correspondence between the city staff, the HPC, and members of the community; 2. Provide public meetings facilitation as needed or to reduce overall project cost; 3. Review all draft work prior to public release; 4. Administer the grant project. D. FINAL PROJECT DELVERABLES 1. One electronic copy of the design guidelines in MS Office format or other format, as agreed to by the City of Stillwater. E. PROJECT WORK PLAN AND TIMELINE OF SPECIFIC TASKS The process and timeline* will roughly follow the following tentative timeline: 1/8/21 Request for Proposals (RFP) Release 1/18/21 RFP Written Inquiry Submission 1/20/18 RFP Addendum Issuance 1/25/21 Proposal Submission Deadline 2/1/21 City Council Contract Approval and Contract Start Date 2/15/21 Provide Table of Contents with a chapter and breakout lists 2/17/21 HPC Regular Meeting** 3/16/21 HPC Regular Meeting** 4/1/21 (Minimum) Two Chapter Draft Submittal 4/17/21 HPC Regular Meeting** 5/19/21 HPC Regular Meeting** 5/28/21 95% Draft Submittal 6/16/21 Final HPC Comment 6/28/21 Final State Historic Preservation Office Comment 7/12/21 100% Draft Submittal 7/21/21 Final HPC Review and Recommendation to City Council 7/23/21 Final Submittal * All times are 4:30 PM, unless otherwise noted ** Identified for detailed project work plan and HPC engagement opportunities III. PROPOSAL FORMAT A. PROFESSIONAL QUALIFICATIONS 1. Provide a brief description of the consultant’s capability, history and organization. RFP: Design Guideline Compilation and Update, Page 6 2. Describe how the consultant or organization is in compliance with the Secretary of the Interior’s Professional Qualification Standards for history, architectural history or historical architecture as published in the Federal Register of September 29, 1983. 3. Identify the name of the person designated as the contact person for this proposal with mailing address, telephone number and e-mail address. If not the contact person, include the name and phone number of person(s) in your organization authorized to negotiate/expedite the proposal contract with the City. 4. Identify the executive and professional personnel by skill and qualification that will be employed in the work. Identify major responsibilities of individuals and their respective areas of expertise. B. REQUIRED PROPOSAL CONTENTS 1. Develop a detailed project work plan and schedule for the proposal in accordance with the Overview, Timelines of Specific Tasks and Project Deliverables, above. 2. Within the schedule, identify the public input strategy to include (but not be limited to) at least one meeting with the Stillwater HPC, one form of engagement with Stillwater residents, and engagement with commercial sector which can be one presentation and discussion with the Stillwater Chamber of Commerce membership. 3. Identify similar projects completed by the consultant or consulting team, including contacts that can be used for reference. C. FEE QUOTATION 1. Submit a fee proposal, which includes your firm’s “not to exceed” fee for the total project. The consultant shall provide a separate cost for each product. The quoted fee shall include estimated reimbursable fees. The quoted fee shall also include sales tax, if applicable, and provide the detail. 2. Signature of authorized firm negotiator/expeditor. D. OPTIONAL INFORMATION Include any other information that may be pertinent, but not specifically asked for elsewhere. IV. RFP PROCESS A. RESPONDERS’ QUESTIONS The Stillwater staff member listed below will be the contact for all inquiries related to this RFP. All questions or requests for information should be sent by email to: Abbi Jo Wittman, City Planner, awittman@ci.stillwater.mn.us RFP: Design Guideline Compilation and Update, Page 7 All inquiries received by email before 4:30 PM on January 18, 2021, will receive responses. Responses which involve an interpretation or change to this RFP will be issued by addendum, e-mailed to all parties recorded by Stillwater as having received a copy of this RFP or those who have notified the City of Stillwater of their obtaining of the RFP. All such addenda issued by Stillwater shall be considered part of the RFP. Any addenda will be issued in writing by email by 4:30 PM on January 20, 2021. Only additional information provided by formal written addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. B. PROPOSAL SUBMISSION To be considered, each firm must email one complete pdf copy of their proposal. The subject line of the email is to be: “Stillwater HPC Ordinance Update Proposal”. Email the proposal to Abbi Jo Wittman (awittman@ci.stillwater.mn.us). All proposals must be emailed by 4:30 PM, January 25, 2021. Proposals sent after that time will not be considered. V. PROPOSAL EVALUATION AND SELECTION A. OVERVIEW OF EVALUATION METHODOLOGY The proposal selected for award of the contract will not necessarily be the lowest cost. Rather, the selection will be based upon the proposal that is most responsive, responsible and the most advantageous to the City. The City intends to award a contract, subject to the terms of this RFP, to the consultant that offers the best overall value. Proposals will be evaluated based on past experience and performance, current performance capability, fees and other criteria as outlined in this document. B. EVALUATION CRITERIA Proposals will be evaluated by the City on the following: Proposed Project Work Plan  Overall content and concept.  Public engagement strategy. Time Schedule  Ability to comply with the proposed time schedule for the project. Qualifications  Demonstrated understanding of the Scope of Work.  Work experience and educational background of assigned staff members and their direct knowledge/experience specific to the Scope of Work. Cost RFP: Design Guideline Compilation and Update, Page 8  Overall cost, including reimbursable expenses and the ability to produce the final products within the budget limitations identified in this RFP. VI. REQUIRED CONTRACT TERMS AND CONDITIONS A. The City, or members thereof, is/are not liable for any cost incurred by Responders in the preparation and production of a Proposal. Any work performed prior to the issuance of a fully executed contract will be done only to the extent the Responder voluntarily assumes risk of non-payment. B. All materials produced by the consultant during the course of the project will be owned by the City of Stillwater. C. The contents of this RFP and, by reference, the proposal will become a part of any subsequent formal agreement if a contract ensues. D. All information in a proposal, except fee quotation, is subject to disclosure under the provisions of Minnesota Statute Chapter 13 “Minnesota Government Data Practices Act”. E. The consultant acknowledges that in the hiring of common or skilled labor for the performance of any work on the project that no contractor, material supplier or vendor shall, by reason of race, creed, color, religion, national original, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or ago, discriminate against any person or person who are citizens of the United States, or resident aliens, who are qualified and available to perform the work to which the employment relates. No contractor, material supplier, or vendor, shall, in any manner, discriminate against, or intimidate, or prevent the employment of any person or persons identified in previous section, or on being hired, prevent, or conspire to prevent, the person or persons from the performance of work under any contract on account of race, creed, color, religion, national origin, sex, marital status, status with regard to public assistance, membership or activity in a local commission, disability, sexual orientation, or age. F. The consultant agrees any publicity releases, informational brochures, publications, studies, reports, presentations, files, audio visual materials, exhibits, or other material prepared with grant assistance will contain the following acknowledgements: “This project has been financed in part with funds provided by the State of Minnesota from the Arts and Cultural Heritage Fund through the Minnesota Historical Society.” “The activity that is the subject of this publication has been financed in part with Federal funds from the National Park Service, U.S. Department of the Interior. However, the contents and opinions do not necessarily reflect the views or policies of the Department of the Interior, nor does the mention of RFP: Design Guideline Compilation and Update, Page 9 trade names or commercial products constitute endorsement or recommendation by the Department of the Interior. This program receives Federal financial assistance for identification and protection of historic properties. Under Title VI of the Civil Rights Act of 1964 and Section 504 of the Rehabilitation Act of 1973, the U.S. Department of the Interior prohibits discrimination on the basis of race, color, national origin, or disability in its federally assisted programs. If you believe you have been discriminated against in any program, activity, or facility as described above, or if you desire further information, please write to: Office for Equal Opportunity, U.S. Department of the Interior, National Parks Service, 1849 C St., NW, Washington, D.C. 20240.” VII. RIGHTS RESERVED Notwithstanding anything to the contrary, the City and members thereof, reserve the right to: A. Reject any and all Proposals received in response to this RFP; B. Disqualify any Responder whose conduct or Proposal fails to conform to the requirements of this RFP; C. Waive any technicalities, informalities, or irregularities in any proposal at its sole option and discretion; D. To request clarification or additional information; E. Have unlimited rights to duplicate all materials submitted for purposes of RFP evaluation, and duplicate all public information in response to data requests regarding the Proposal; F. Select for contract or for negotiations a Proposal other than that with the lowest cost; G. Negotiate as to any aspect of the Proposal with any Responder and negotiate with more than one Responder at the same time, including asking for Responders’ “Best and Final” offers as to price, technical provisions, or both; H. To award a contract or to re-solicit proposals; I. Cancel the Request for Proposal at any time and for any reason with no cost or penalty to the City or members thereof. µ 0 2,000 4,0001,000 Feet General Site Location Stillwater's Historical, Culturaland Archaeological Districts,Structures, and Sites Local Review DistrictsDowntown Design Review District Neighborhood Conservation District NRHP ListedIndividual Sites and Structures Stillwater Commercial Historic DistrictNRHP EligibleSouth Main Archaeological District Stillwater Cultural Landscape District City of Stillwater Design Guideline Compilation and Update Request for Proposals Addendum, Page 1 CITY OF STILLWATER DESIGN GUIDELINE COMPILATION AND UPDATE REQUEST FOR PROPOSALS ADDENDA January 20, 2021 INQUIRY RESPONSE Have the HPC and/or City staff already identified key issues related to use of the existing guidelines formats? The formatting has not been an issue though they are often referred to as prescriptive measurements. Therefore, the guideline document should clearly state the intention of guidelines. Will HPC meetings, as well as some of the public engagement meetings, likely be presented on Zoom? All meetings and public engagement activities will be held online. The City of Stillwater has a Zoom Government account and can arrange for hosting of all meetings. Are there any local designation studies underway or planned for any individual properties or districts potentially covered by the Residential Design Guidelines? No local designation studies have been planned or underway. However, in 2013 the City drafted its first residential district nomination. The Stillwater Heritage Preservation Commission elected to not proceed with designation until a public engagement strategy had been developed. To date, no strategy has been developed. Does the City have all of the design guidelines documents in their original format, e.g. Word? The City has the Downtown Design Manual and West Stillwater Business Park Plan in Word format. The Stillwater Residential guidelines are available in Adobe InDesign where the Neighborhood Conservation Overlay District guidelines are in Adobe PageMaker. The program version is unknown. All other guidelines are available in PDF format. Are there specific areas/districts where the City has identified a need/desire for creating design guidelines for streetscapes and public infrastructure? The Downtown Design Review Overlay District would be the primary area where streetscape design standards are most desired. Permeable Pavers Bicycle Amenities Bollards Site Fusnishings to provide pedestrian scale character On-Street Parking Planters and trees to provide separation from traffic Roof Patios Green Roofs Unique Building EntriesSolar Panels for Energy Conservation/Generation Penn AvenuePROPOSAL fOR PLAnning SeR viceSDesign guiDelines Compilation anD upDatestillwater, minnesota Prepared by HKGi and Landscape Research January 25, 2021 ii Design Guidelines Compilation and Update - Proposal Contents 01 Project team and Qualifications 2 02 Work Plan and schedule 8 03 exPerience 14 04 fee ProPosal 24 Uniform Development CoDe (Zoning) rewrite winona, minnesota 1 cover Letter January 25, 2021 Abbi Jo Wittman, city Planner city of Stillwater 216 north fourth Street Stillwater, Mn 55082 Re: Proposal for Professional Services – Design guidelines compilation and Update Dear Ms. Wittman: On behalf of HKgi and Landscape Research, i am pleased to submit our proposal to assist the city and the Heritage Preservation commission (HPc) in compiling and updating the city’s existing design guidelines. We know that heritage preservation ordinances and design guidelines are key to preserving and enhancing Stillwater’s community identity and economic development. The city’s recent update of its comprehensive Plan identified significant issues related to its heritage preservation ordinances and design guidelines, which resulted in the recent Heritage Preservation Ordinances project and now this Design guidelines project. The HKgi/Landscape Research team’s experience on the Heritage Preservation Ordinances project gives us an understanding of the city’s ordinances and design guidelines and will enable us to hit the ground running on this project. for this project we propose the same team of land use, urban design, and historic preservation planners that worked on the Heritage Preservation Ordinances project. These staff members also have experience developing Stillwater’s most recent comprehensive Plan and providing other planning services to the city, which means our team brings a strong understanding of Stillwater’s planning direction and development context. We have added a graphic designer to assist with creating the city’s desired single-source, easy- to-use and attractive design guidelines manual. Our team has significant experience developing and updating design guidelines for other Minnesota communities, and we are also experienced at conducting heritage preservation related planning for other historic downtowns and riverfront communities as well as for a wide range of historic and non-historic areas within communities. Our team members’ qualifications are outlined in greater detail beginning on page 4. i will serve as the Project Manager for the consulting team. My experience includes development of historic design guidelines in chaska’s historic downtown both as the city planner and later as a consultant. i can be reached at 612-252-7123 or at jmiller@hkgi.com if you have any questions about our proposal or would like to discuss this project in greater detail. We are happy to have the opportunity to be considered for this project, and we look forward to speaking with you. Sincerely, Jeff Miller, AicP Associate Planning Landscape Architecture Urban Design 123 n. 3rd Street, Suite 100 Minneapolis, Mn 55401 612-338-0800 www.hkgi.com Collaborate listen explore Create 2 Design Guidelines Compilation and Update - Proposal Project team and Qualifications north loop master plan minneapolis, minnesota 3 consultant Team h Kg i for nearly forty years HKGi has helped communities throughout the Upper Midwest create great places for people to live, work and play. HKgi’s planners and landscape architects understand the issues communities face as they seek to grow, invest, and evolve. We have worked with dozens of communities to learn about the needs of stakeholders, explore strategies to position them for the future, and produce actionable plans that help communities achieve their development goals. By combining experience and knowledge with creativity, technical expertise, strong leadership, and passion for their work, HKgi’s professionals deliver innovative, effective solutions that prepare communities for the future. Zoning Ordinances, Design Guidelines, and Regulatory Tools HKgi’s planning and design team have provided general planning services to dozens of communities throughout the state of Minnesota. This work requires us to review development applications to ensure their adherence to zoning codes, design guidelines, and other regulatory tools communities use to preserve and shape the character of the built environment. Through this work, we have a practical understanding of how these regulations translate into actual buildings, streets, and other public spaces. We have the knowledge, therefore, to write regulatory tools and ordinances that will achieve a community’s desired results while minimizing unintended consequences that can negatively impact the community’s ability to grow and evolve. landscape research Landscape Research LLc provides cultural resource consulting services to communities, planning agencies, architecture and engineering firms, and other private and institutional clients. Our experience documenting and evaluating historic properties includes preparation of national Register nominations, environmental impact and Section 106 compliance studies, historic structure reports, federal historic tax credit certification, design guidelines, and preservation plans. in 2018 Landscape Research was hired by the city of Stillwater to prepare the Historic Resources chapter of the 2040 Plan of Stillwater. The project included meetings with city staff, Heritage Preservation commissioners and other stakeholders, and a complete review of existing plans and studies, as well as ordinances and design guidelines. Other Stillwater projects include ordinance revisions with HKgi (2019), the Stillwater Riverbank Stabilization and Riverwalk Project Assess ment of effects Report (2020), and the Stillwater cultural Landscape District Report (2011). firm principals, carole Zellie M.S., M.A. and Amy Lucas M.S., have more than thirty years of experience with many aspects of the national Register and local designation processes and have evaluated commercial, industrial and residential properties as well as designed historic landscapes, mining landscapes, and traditional cultural properties. Both meet the Secretary of the interior’s Qualifications for History and Architectural History. 765 Hampden Avenue #315 St. Paul, Minnesota 55114 p: 612-616-5353 e: czellie@landscaperesearch.net w: www.landscaperesearch.net 123 north Third Street, Suite 100 Minneapolis, Minnesota 55401 p: 612.338.0800 w: www.hkgi.com Staff: »7 Licensed Landscape Architects »5 certified Planners »5 Urban Designers/Planners »1 communications Staff 4 Design Guidelines Compilation and Update - Proposal <Align image to this guide Jeff will serve as the Project Manager for this project and will also provide urban planning and design expertise to the project team. Jeff is a veteran consulting planner who has also served as a municipal planner and as an urban design and planning research fellow. This range of experience has allowed him to integrate diverse perspectives into the planning process. He is valued by clients for his outstanding listening and communication skills, his thoughtful approach, and his emphasis on providing outstanding client service. Jeff’s ability to build trust with community members has enabled him to tackle challenging projects in which consensus building is essential to long-term success. He leverages his problem solving and critical thinking skills to address stakeholder concerns and find appropriate planning and design solutions. Relevant Project experience »Heritage Preservation Ordinance Revision | Stillwater, Mn »Downtown Signage Design guidelines and Zoning Ordinance | chaska, Mn »Downtown Streetscape Schematic Design | chaska, Mn »Historic Walker Lake Design guidelines and Zoning Ordinance | St. Louis Park, Mn »eliot School Site Reuse Study and Design guidelines | St. Louis Park, Mn »West Side flats Master Plan and Design guidelines | Saint Paul, Mn »north Loop Master Plan | Minneapolis, Mn »Uniform Development code | Winona, Mn strengths summary Listening & communication Problem Solving idea generation & evaluation jeff miller AicP Associate 612.252.7123 jmiller@hkgi.com Years of Experience: 20 Education Master of Planning, University of Minnesota B.A., economics, St. Olaf college, northfield, Mn Registration American institute of certified Planners, certification #025995 Awards 2019 Mn APA excellence in community engagement Award - Red Wing 2040 community Plan 2017 Mn APA Success Stories in implementation Award - chaska Downtown Master Plan 2017 Mn APA context in Planning Award - eliot School Site Reuse Study - St. Louis Park, Mn 2014 Mn APA Planning in context Award - chaska Downtown Signage Design guidelines 2007 Mn ASLA Merit Award for Private Landscape Design - chevalle, A country estate - chaska, Mn 2002 Mn APA Outstanding Plan Award - northwest corridor Planning and Design framework 5 consultant Team <Align image to this guide laura chamberlain AicP Planner Years of Experience: 10 Education Master of city and Regional Planning - Rutgers, State University of new Jersey B.A., geography - Macalester college Registration American institute of certified Planners - cert. #028530 aimee hackett graphic Design Years of Experience: 2 Education B.S., Landscape Architecture, Arizona State University Laura will provide planning expertise for this project. She is familiar with Stillwater through her work providing general and comprehensive planning services as well as on recent zoning ordinance revision projects in the city. Laura is a certified planner whose work focuses on providing municipal clients with general planning services, zoning ordinance review and writing, comprehensive planning, grant writing, and environmental review projects. She is also an experienced giS and mapping technician and an experienced meeting facilitator. Relevant Project experience »Heritage Preservation Ordinance Revision | Stillwater, Mn »Zoning Ordinance Revisions | Stillwater, Mn »2040 comprehensive Plan | Stillwater, Mn »Design guidelines and Zoning Ordinance Revisions | St. Louis Park, Mn »Zoning Ordinance Revisions | Maplewood, Mn »Zoning Ordinance Update | grand Marais, Mn »Zoning Ordinance Update | Kasson, Mn »general Planning Services | Lindström, Mn »Zoning Ordinance Update | Shoreview, Mn Aimee will provide graphic design services for this project, ensuring that the visual communications materials and final deliverables will be appealing, user-friendly and will convey key themes and messages to project stakeholders and decision- makers. Aimee’s experience highlights include creating numerous plan reports, documents, and engagement materials for dozens of HKgi projects; a field guide to assist in the identification and treatment of invasive species; and communications materials for sustainability, conservation, and awareness efforts. Relevant Project experience »Zoning Ordinance Amendments | grand Marais, Mn »Sub-Area Planning and Zoning Ordinance | greenville, Wi »eckert Blufflands Park Master Plan | St. croix county, Wi »Zoning Ordinance Revisions | Maplewood, Mn »Zoning Ordinance Revisions | Shoreview, Mn »comprehensive Plan | Johnston, iA »Bicycle-Pedestrian Plan | Washington county, Mn »People Movement Plan | Hastings, Mn 6 Design Guidelines Compilation and Update - Proposal <Align image to this guide carole Zellie has provided historical preservation and urban design services to various agencies and communities and recently wrote the Historic Resources chapter for the 2040 comprehensive Plan for Stillwater. She also teamed with HKgi on the recent Zoning Ordinance Revision Project (2019). She has created preservation plans, design guidelines and ordinances for several districts and locations in Minneapolis and her urban design clients include Hennepin county, Washington county, and the city of Saint Paul. She has also conducted historic context studies for the Lowry Hill, east isles, and Wedge neighborhoods (2005-6). carole meets the Secretary of the interior’s Qualifications for History and Architectural History. RECENT AND REPRESENTATIVE PROJECTS PRESERVATION PLANS AND HISTORIC AND CONSERVATION DISTRICT DESIGN GUIDELINES AND ORDINANCES »city of Stillwater, Minnesota. Zoning Ordinance Revisions (2019). »city of Stillwater, Minnesota. Preparation of Historic Resources chapter for 2040 Plan of Stillwater (2018). »Minneapolis Heritage Preservation commission. University of Minnesota greek Letter chapter House Design guidelines (2002-2003); fire Station #13 Design guidelines (2003); Harmon Place Historic District Design guidelines (2001); MacPhail School of Music guidelines (2001). URBAN DESIGN AND RELATED PRESERVATION CORRIDOR PLANNING »city of St. Paul. St. Paul grand Round Bikeway Study. cultural resources evaluation to support planning for historic parkway corridor transportation study. With SeH (2015). »city of St. Paul. Downtown Bike Loop. cultural resources evaluation to support planning for transportation study. With Toole Design group (2015). »city of St. Paul. River Balcony Project. cultural resources evaluation to support planning for historic parkway corridor transportation study. With Toole Design group (2015). »Washington county. Preliminary cultural resources evaluation for the Red Rock corridor in Ramsey, Washington, and Dakota counties. Historic context development and evaluation of the proposed transit corridor and station locations (2010). EDUCATION »1989 M.S. University of Wisconsin- Madison. Department of geography (urban and historical geography) »1975-77 Ph.D. Program, University of Wisconsin-Madison. Department of Art History (American architecture) »1974 Master of Arts, University of Minnesota. Department of Art History (American and european architecture) »1972 Bachelor of Arts, University of Minnesota. School of Architecture and Department of Art History Carole s. Zellie PRINCIPAL 7 consultant Team <Align image to this guide amy m. lucas PRINCIPAL Amy Lucas joined Landscape Research in 2006 following twelve years as a planner with the city of Minneapolis and its Heritage Preservation commission. Amy has extensive experience with historical research and cultural resource planning at the neighborhood scale. in addition to the city of Minneapolis, Amy has also provided expertise to the city of Saint Paul, Waseca, MnDOT, St. cloud, Hennepin county, and chisago county. She meets the Secretary of the interior’s Qualifications for History and Architectural History. RECENT AND REPRESENTATIVE PROJECTS HISTORIC AND CONSERVATION DISTRICT DESIGN GUIDELINES AND ORDINANCES »central Station and Lowertown Design guidelines, St. Paul (with Winter & company, 2016). »conservation District Technical Advisory Team, Minneapolis (2013). »Waseca, Minnesota courthouse Historic Landscape Study (2008). »chapter 599 of the Minneapolis city code of Ordinances “Heritage Preservation Regulations” (2001). »Minneapolis Heritage Preservation Design guidelines for On- Premise Signs and Awnings (2003). »Design guidelines for individual properties including seven Minneapolis libraries, Orpheum Theater, Band Box Diner and cream of Wheat Building (1994-2006). SECTION 106 REVIEW »veterans Hospital Building #13, Minneapolis. Section 106 evaluation (2014, cuddy Santine). »Main Street evaluation, Barnum. Section 106 evaluation (2013, city of Barnum). »St. cloud AmTrak Depot, St. cloud. Section 106 evaluation (2013, Judd Allen group Architects). »veterans Hospital Building #10, Minneapolis. Section 106 evaluation (2013, cuddy Santine). »Minnehaha-Hiawatha corridor cultural Resources Study (2008- 9; Hennepin county HcWT, Minneapolis). »chisago county, Minnesota TH& Architectural History evaluation (2010, MDOT). »chisago county, Minnesota TH8 Phase i and ii Architectural History investigation (2007 and 2010, MnDOT). EDUCATION »1993 Master of Science, columbia University, graduate School of Architecture Preservation and Planning (Historic Preservation) »1991 Bachelor of Arts, Bryn Mawr college, (Art History and city Planning) EXPERIENCE »2006- Principal, Landscape Research LLc -conducts research and planning for cultural resource projects including building and landscape inventory and research, historic tax certification and Section 106 evaluations, and national Register nominations. »1994-2006 Senior city Planner, city of Minneapolis -Staff to Minneapolis Heritage Preservation commission included city-wide preservation consultation, historic resources inventory management, historic plaque program, design review, historic variances, local and national designation studies, grants, contract management, neighborhood and comprehensive plans, walking tours, retreats. »1992 Associate, Paul Madson and Associate Architects »1991 Manager, Kentucky State Historic Preservation Office »1988-1991 Manager, Rockwood Museum of Delaware 8 Design Guidelines Compilation and Update - Proposal Work Plan and schedule Downtown streetsCape planning ChasKa, minnesota 9 consultant Team project Understanding Over the past 30 years, the city has established several sets of design guidelines for both preserving historic resources and character, including new construction, as well as guiding new development in non-historic areas of the community. The RfP describes these existing design guidelines as addressing five areas within the community: the downtown review district (which includes the smaller historic downtown commercial district), neighborhood conservation district, residential neighborhoods, West Stillwater Business Park Plan area, and Liberty village. The compiled and updated design guidelines will be used by property owners and city staff to guide exterior alterations in these various districts. This design guidelines manual will be an updated, convenient and accessible resource for staff, HPc, and property owners/permit applicants. This effort builds on the 2040 comprehensive Plan and previous analysis, evaluation, and ordinance revisions developed for the city of Stillwater by the HKgi and Landscape Research team during 2018-2020. Existing Design Guidelines and Recent Zoning Ordinance Changes The Stillwater commercial Historic District was listed in the national Register of Historic Places and also designated as a local historic district in 1992. The Design Manual for the commercial Historic District, last updated in 2006, is used for review within the Downtown Design Review Overlay District, which also includes the locally designated/nRHP commercial historic district and nRHP individually designated properties. The Downtown Design Review District was adopted as an overlay district in 2020 and included conversion of some design guidelines to required design standards. The Stillwater conservation District Design guidelines (2006) are applied to the neighborhood conservation Overlay District, which was adopted in 2020. Most of the city’s historic residential properties, although lacking local historic designation, are located in the overlay district. The design guidelines are used for new construction but starting in 2020 will be applied to certain exterior alterations of existing homes . The Stillwater Residential guidelines (2013) were created in anticipation of designation of the ten historic neighborhoods studied during 1995-2005. They are part of a document that includes general historical information and building rehabilitation information. They are in draft form and have not been adopted by the city. in addition to illustrated design guidelines, the Design Manual for the commercial Historic District, the conservation District guidelines, and the Stillwater Residential guidelines all contain similar prefaces. This includes information about Stillwater history, local architectural styles, permit review processes, and glossaries. The city has two additional sets of design guidelines that apply to relatively new and modern development areas in the community: West Stillwater Business Park Plan Design guidelines and Liberty village PUD Architectural Review & Design guidelines. Summary of 2020 Ordinance Revision and Zoning Projects The 2020 Heritage Preservation Ordinance Project resulted in the consultants’ recommendations for changes to the existing Downtown Design Review District design guidelines, including replacement of certain guidelines with standards. Some of the project recommendations were followed by adopted amendments to the city code. The concurrent Mixed Use and neighborhood commercial Districts Project created recommendations for three new zoning districts: Highway Mixed Use (HMU), community Mixed Use (cMU), and neighborhood commercial (nc). The consultant recommended that existing design guidelines for the West Stillwater Business Park could be converted to zoning standards in the commercial and business park zoning districts. Therefore, the West Stillwater Business Park Design guidelines potentially would no longer exist. This recommendation and subsequent city action require further analysis. 10 Design Guidelines Compilation and Update - Proposal project approach overview tasK 1 - assess anD revise existing sets of Design gUiDelines 1.1 Kickoff meeting with staff 1.2 Prepare a brief analysis of existing guidelines and a draft manual table of contents 1.3 Presentation at HPc Meeting (feb) 1.4 Assess and revise each set of guidelines 1.5 Determine and recommend any guidelines to be converted to zoning standards 1.6 Meeting with staff 1.7 Presentation at HPc Meeting (Mar) tasK 2 - prepare streetsCape gUiDelines anD Draft 1 of gUiDelines manUal 2.1 Prepare new guidelines for historic streetscapes/public infrastructure 2.2 Prepare Manual Draft 1 with two overlay district chapters minimum (Apr 1) 2.3 Meeting with staff 2.4 Presentation at HPc Meeting (Apr) tasK 3 - aDDress sign gUiDelines anD prepare Draft 2 of gUiDelines manUal 3.1 Assess which sign guidelines should be converted to zoning standards 3.2 incorporate existing and any new guidelines illustrations 3.3 Prepare Manual Draft 2 with all guidelines chapters 3.4 Meeting with staff 3.5 Presentation at HPc Meeting (May) 3.6 facilitate public input meeting with residents 3.7 facilitate public input meeting with commercial sector tasK 4 - prepare final gUiDelines manUal 4.1 Prepare shared content chapters 4.2 Prepare Manual Draft 3 - 95% complete (May 28) 4.3 incorporate HPc and SHPO final comments 4.4 Meeting with staff 4.5 Prepare Manual Draft 4 - 100% complete (July 12) 4.6 Prepare final version of Manual 11 Consultant Team Project Approach Our proposed Detailed Work Plan is structured to incorporate the specific tasks and timeline outlined in the City’s RFP. Our team’s approach is to conduct a thorough review and assessment of the City’s various sets of design guidelines. The existing design guidelines are based on the Secretary of the Interior’s Standards for the Treatment of Historic Properties and each set of guidelines is fairly specific to the properties within each district. We view this project as a partnership with the City, particularly City staff and the Heritage Preservation Commission (HPC). Our team’s proposed approach consists of four primary components to meet the identified needs of the General Work Plan in the RFP: 1. Assess each set of design guidelines to determine if revision or updating is required, including the residential design guidelines (2013) currently in draft form. » The HKGi/Landscape Research team will prepare a brief written qualitative and comparative analysis of each set of existing district guidelines and summarize their format, content, and relationship to the other districts. The analysis will be shared with staff and the HPC and will be a foundation for organization of the final document. » Each set of guidelines will be assessed and revised as needed, with attention to consistency in text style and overall communication, as well as compatibility with other districts and with the Secretary of the Interior’s Standards. Building on the recommendations of previous projects, some design guidelines may be converted to zoning standards. Any redundant, inconsistent, or unnecessary design guidelines will be eliminated. » Information from the HPC and City staff, limited fieldwork, and use of Google Street View will aid in this assessment of the existing design guidelines documents. The team will review a sample of past staff HPC reports prepared for permit review. 2. Recommend new design guidelines for historic streetscapes and public infrastructure. » Guidelines for historic streetscapes and public infrastructure in the Downtown Design Review Overlay District will be developed and incorporated into appropriate sections of the design guidelines. 3. Assess which sign design guidelines may be incorporated into the City Code as zoning standards for administrative review and approval. » Sign design guidelines exist in the Design Manual for the Commercial Historic District, West Stillwater Business Park Plan, and Liberty Village documents. This task can advance HKGi/ Landscape Research’s previous analysis, since signs were somewhat addressed in 2020 as part of the new Downtown Design Review Overlay District and the West Stillwater Business Park Plan Design Guidelines. 4. Compile all relevant design guidelines into a single, easy-to-use, reference document. » Organize shared content (e.g. history, local architectural styles, permit review processes, and glossaries) and the specific sets of design guidelines into an attractive and effective sequence and format. » Determine how to best incorporate existing and any new illustrations into the proposed design guidelines format. 12 Design Guidelines Compilation and Update - Proposal Project Deliverable The project deliverable is a single document created in Microsoft Word that contains the reformatted, revised, adopted design guidelines, organized by existing district. The pertinent ordinance(s) sections may be referenced for each set of design guidelines, especially Sec. 31-209 Design Permit, and may be included as an appendix. Most new design guidelines and text will focus on streetscape and urban design issues. Sign design guidelines will also be assessed. The document will retain revised existing components, such as introductions, district maps, brief historical and architectural definitions and a glossary of terms but will be combined where appropriate. Throughout the document, guidelines will be consolidated where possible and redundancies and inconsistencies will be removed. The document will be illustrated with drawings and photographs obtained primarily from existing Stillwater documents but with new illustrations as needed. The consultants will work with City staff to determine the best options for website and print formats. The consultant will participate in virtual meetings with City Staff and the HPC, to be facilitated by the City. 13 Consultant Team Schedule Feb MAr APr M Ay Jun Jul Task 1 - Assess and Revise Existing Sets of Design Guidelines Task 2 - Prepare Streetscape Guidelines and Draft 1 of Guidelines Manual Task 3 - Address Sign Guidelines and Prepare Draft 2 of Guidelines Manual Task 4 - Prepare Final Guidelines Manual MeetingS HPC Meeting City Staff Public Engagement - Residents Public Engagement - Businesses 14 Design Guidelines Compilation and Update - Proposal exPerience Downtown signage Design gUiDelines ChasKa, minnesota 15 consultant Team < For full cutsheet, align sidebar to this guide Downtown signage Design guidelines Chaska, Minnesota - One of the first implementation actions the city took following the completion and adoption of the Downtown Master Plan was to establish design guidelines for downtown signage and update the city’s Sign Ordinance. HKgi facilitated this city-business owner collaboration and worked with a project task force that included downtown business owners, Planning commissioners, Heritage Preservation commissioners, city Staff, and sign makers. HKgi provided educational and precedent resources regarding appropriate signage in historic downtown districts and developed a visual preference survey to identify the community’s signage preferences. The Downtown chaska Signage Design guidelines was built based on this community input and was designed to be a concise, user-friendly visual design guidelines manual. HKgi also updated the city’s Sign Ordinance to align it with the design guidelines and improve its clarity and organization, ultimately making it easier to understand and use. The design guidelines afforded the city the opportunity to work with the downtown business organization to establish a signage program to assist business owners with upgrading their signange. 4 t h S t r e e t 3 r d S t r e e t 2 n d S t r e e t 1 s t S t r e e tWalnut StreetChestnut StreetPi ne St reet Cedar St reetEl m Street Hi ckory St reet Spruce St reet 1 s t S t r e e t 4 t h S t r e e t 3 r d S t r e e t 2 n d S t r e e tOak St reet Ash St reetMapl e St reet Beech StreetC a s c a d e D riv e 5 t h S t r e e t 6 t h S t r e e t Tupelo WayYellow Brick RoadB ie rlin e S tre e t7th Street 6th Street S to u g h to n A v e n u eWoodland DriveCounty Road 110 Edgehill Road¬«61 6 t h S t r e e t ¬«61 "¯41 ¬«140 Downtown Historic Building Designation Building Footprint Designation Walnut Street National Historic District (NHD) NHD Contributing Property Only NHD Contributing Property & Local Historic Designation National Register of Historic Places & Local Historic Designation Local Historic Designation Only Open Space Park / Recreation Prepared by Hoisington Koegler Group, Inc. on August 10, 2010 J City Square Hickory Park Winkel Park Fireman's II Park MN Valley National Wildlife Refuge MN Valley State Recreational Area Schimelpfenig Park Fireman's Clayhole Fireman's I Park Athletic Park Courthouse Lake Area Highland Park Riverbend Park SchalowParkBrickyardClayhole Courthouse Lake BrickyardPark M in n e s o t a R iv e r 4 t h S t r e e t 3 r d S t r e e t 2 n d S t r e e t 1 s t S t r e e tWalnut Street Chestnut St reetPi ne St reetCedar St reet El m St r eet Hi ckory St reet Spruce St reet 1 s t S t r e e t 4 t h S t r e e t 3 r d S t r e e t 2 n d S t r e e tOak St reet Ash St reetMapl e St r eet Beech StreetC a s c a d e D riv e 5 t h S t r e e t 6 t h S t r e e t Tupelo WayYellow Brick RoadB ierlin e S tre e t7th Street 6th Street S to u g h to n A v e n u eWoodland DriveCounty Road 110 Edgehill Road¬«61 6 t h S t r e e t ¬«61 "¯41 ¬«140 Downtown Historic Building Designation Building Footprint Designation Walnut Street National Historic District (NHD) NHD Contributing Property Only NHD Contributing Property & Local Historic Designation National Register of Historic Places & Local Historic Designation Local Historic Designation Only Open Space Park / Recreation Prepared by Hoisington Koegler Group, Inc. on August 10, 2010 J City Square Hickory Park Winkel Park Fireman's II Park MN Valley National Wildlife Refuge MN Valley State Recreational Area Schimelpfenig Park Fireman's Clayhole Fireman's I Park Athletic Park Courthouse Lake Area Highland Park Riverbend Park SchalowParkBrickyardClayhole Courthouse Lake Brickyard Park M in n e s o t a R iv e r highlights Mn APA 2014 Planning in context for the Downtown Signage Design guidelines Mn APA 2017 Success Stories in implementation for the Downtown Master Plan Helped the city establish a signage assistance program for downtown business owners referenCes Kevin Ringwald, Director of Planning and Development city of chaska 952-448-9200 kringwald@chaskamn.com 16 Design Guidelines Compilation and Update - Proposal < For full cutsheet, align sidebar to this guide Downtown streetscape and public space Design Chaska, Minnesota - HKgi led schematic design process to create a streetscape and public space improvement plan for chaska’s historic downtown core. The design process established a materials palette that can be used on future streetscape improvements throughout downtown. The streetscape planning and design process also included design details for different types of streets in the downtown area, including the streets in the historic core, called Heritage Streets. following schematic design, HKgi collaborated with Stantec to create detail design and construction documentation, and performed construction administration for streetscape reconstruction throughout the downtown core. Streetscape details pull their inspiration from chaska’s manufacturing history, including chaska Brick and ess Brothers foundry. chaska’s history is also reflected in design concepts for the Brick city Paseo, an innovative concept that combines gateway markers, strong pedestrian connections, and alleyway paseos to link the six-block historic core to city Hall Plaza. highlights Mn APA 2014 Planning in context for the Downtown Signage Design guidelines Mn APA 2017 Success Stories in implementation for the Downtown Master Plan 17 Relevant experience < For full cutsheet, align sidebar to this guide Historic Walker Lake Design Guidelines and Zoning Ordinance Updates St. Louis Park, Minnesota - HKgi assisted the city with a key implementation initiative resulting from a small area study that had been conducted for the Historic Walker Lake area. implementation involved creating a set of design guidelines and updating the zoning ordinance for the district in order to strengthen the district’s small inventory of historical buildings and, just as importantly, guide new development and public space enhancements so as to preserve the district’s unique landscape and character of development. The design guidelines cover a broad variety of topics including architecture, entrances, street façades and articulation, awnings, building materials, signs and lighting, open space, transportation and parking, and landscaping. The design guideline manual also includes many precedent photographs and graphics to provide clear illustrations of each guideline’s intent. HKgi also conducted a parking study for the district to help inform the design guidelines and the zoning ordinance revisions in the city’s code. highlights Zoning ordinance for Historic Walker Lake district that implements form- based zoning Parking study for the Historic Walker Lake district and zoning ordinance revisions to guide parking standards Design guidelines work in conjunction with the city’s Mixed Use district standards referenCes Jennifer Monson, city Planner city of St. Louis Park 952-928-2841 jmonson@stlouispark.org 18 Design Guidelines Compilation and Update - Proposal < For full cutsheet, align sidebar to this guide HKGi developed several site concepts to illustrate the community’s design preferences. Final development featured several elements in this concept, including the new connecting street, open space along Cedar Lake Road (without additional parking), and general building siting. Design guidelines diagram illustrating building massing and siting preferences. eliot Community Center site reuse study and Design guidelines St. Louis Park, Minnesota - following the closure of the eliot School/ community center, the city and the St. Louis Park School District commissioned HKgi to lead a site reuse study to identify the community’s preferences for the future reuse and development character of this building and 4.3-acre site. in addition to facilitating the study’s community involvement process, HKgi developed several alternative site reuse concepts that explored redevelopment issues, identified community preferences, evaluated economic feasibility, and built consensus for the concepts and a new set of site design guidelines. The site reuse principles and design guidelines were used to guide the developer in the planning and design process and were used by the city to evaluate the final development proposal. Design elements recommended by HKgi and incorporated into the redevelopment included include a new mid-block connecting; medium-density residential buildings that front the neighborhood streets; green open space matching the setback of the prior community center building; underground parking, and step backs for the top floor. highlights 2017 Mn APA context in Planning Award extensive engagement to build consensus among neighborhood residents exploration of at least five different site configurations 19 Relevant experience < For full cutsheet, align sidebar to this guide highlights Redevelopment framework addresses a variety of land use topics including connectivity, parks and open space, public realm, and circulation Design guidelines include precedent imagery to illustrate a wide variety of urban design and built environment topics louisiana station area Framework & Design guidelines St. Louis Park, Minnesota - HKgi led the planning process to develop the Louisiana Station Area framework & Design guidelines to provide a vision and guidance for redevelopment near this Southwest LRT station. The framework section includes plans to address access and circulation; land use and development; and parks and open space. Because connectivity between the LRT station and the hospital/medical complex is critical for this station, HKgi created a connectivity plan for the hospital focus area. The Design guidelines includes goals, guidelines, and precendent imagery for a variety of urban design topics including streets, sidewalks, trails, and crossings; bike, pedestrian, and bus facilities; lighting, street furnishings, and street plantings; transit station facilities; public art; wayfinding and signage; site development; buiding height, form, facade, and massing; landscaping; parking; storm water treatment; and park, plaza, and public spaces. Design guidelines for the street network included cross sections to illustrate street configurations. 20 Design Guidelines Compilation and Update - Proposal < For full cutsheet, align sidebar to this guide highlights Design guidelines address architecture, public realm design, land use, and open space Uses SSgi (shared, stacked green infrastructure) to manage stormwater and provide open space amenities Over 1,000 new residential units built or under construction Helped the city secure U.S. ePA brownfield cleanup grant funding West Side flats greenway in design phase west side Flats master plan & Development guidelines Saint Paul, Minnesota - HKgi created the West Side flats Master Plan and Development guidelines for a 150-acre site located across the river from downtown on the central Mississippi riverfront. HKgi’s approach to the West Side flats Master Plan envisions a new live/work/play neighborhood and embraces the river as an environmental, economic, cultural, historic, natural, and recreational resource that is key to quality of life for the area. goals of the West Side flats Master Plan include: »development of a sustainable, compact, mixed-use urban village, »enhanced employment opportunities, »a new transit corridor along Robert Street, and »a robust public realm that relates to the river and downtown, including an active riverfront esplanade. To achieve these goals the plan addresses redevelopment and infill, multi- modal transportation improvements, parking, parks and open spaces, public art, and innovative stormwater strategies. 21 Relevant experience < For full cutsheet, align sidebar to this guide highlights identification of Heritage Streets throughout the project area Developed standards for geometry of Heritage Streets Heritage Street designation has guided streetscape construction throughout the neighborhood north loop master plan Minneapolis, Minnesota - HKgi conducted detailed urban design and public realm planning for the north Loop neighborhood Master Plan. The project involved analysing the existing infrastructure and urban design characteristics including neighborhood features, parks and open space, and existing and proposed transportation improvements. HKgi provided critical recommendations for connectivity and pedestrian improvements throughout the neighborhood, and also helped the community develop a vision for redevelopment in key areas, illustrating the long term development potential that might result from expansion of the farmer’s Market and construction of a future light rail station. HKgi worked with the planning, historic preservation and public works departments to formulate a solution for preservation of the historic streets in the historically-designated north Loop Warehouse District. Design guidance accommodates existing loading docks and truck traffic while providing ADA access on each of the streets. The Heritage Street designation provides further guidance for selecting appropriate materials and roadway dimensions to accommodate both existing industrial uses and recent residential redevelopment in the neighborhood. 22 Design Guidelines Compilation and Update - Proposal < For full cutsheet, align sidebar to this guide highlights The Unified Development code uses a graphics-based approach to illustrate and demonstrate a variety of topics such as building design and site standards. The executive summary provides a user-friendly tool to communicate key topics and revisions to the general public, developers, and city leaders (see appendix for executive Summary sample). referenCes carlos espinosa, city Planner city of Winona 507-457-8250 cespinosa@ci.winona.mn.us unified Development Code (Zoning) rewrite Winona, Minnesota - HKgi conducted a review and rewrite of the city of Winona’s subdivision code, zoning code and map, and site plan ordinance to modernize the code in accordance with the city’s 2007 comprehensive Plan. HKgi worked with city staff over the course of the two year project to combine the different components into a Unified Development code. in addition to conducting the analysis, writing draft and final code versions, and presenting to the Planning commission and city council, HKgi also led an extensive public participation process to ensure that members of the public had a voice throughout the planning process. Project objectives included the creation of the Unified Development code; incorporation of form-based and design standard strategies for downtown Winona; inclusion of illustrations and graphics in the code to facilitate a better understanding of code requirements; establishment of mixed-use zoning districts and regulations; and consideration of Winona’s natural setting and its impact on greenfield development. 23 Relevant experience < For full cutsheet, align sidebar to this guide landscape research representative experience Landscape Research firm Principals carole Zellie and Amy Lucas have decades of experience with preservation planning projects in Minnesota communities. Beginning in the 1990s, Landscape Research completed preservation plans and guidelines for cities such St. Paul, Minneapolis, Hastings, and northfield and have since updated them with surveys and other studies. Ordinance and design guidelines preparation, public education programs and commission training have been part of this work. Stillwater Heritage Preservation Ordinance Revision Stillwater 2040 Comprehensive Plan - Historic Resources Chapter in 2019 Landscape Reserach worked with HKgi to revise Stillwater’s Heritage Preservation Ordinance, and in 2018 Landscape Research prepared the Historic Resources chapter of the 2040 Plan of Stillwater. The project included meetings with city staff, Heritage Preservation commissioners and other stakeholders, and a complete review of existing plans and studies, as well as ordinances and design guidelines. Previous Stillwater projects include the Stillwater cultural Landscape District Report (2011) and planning assistance to the Stillwater Heritage Preservation commission (2015). Hastings Design Review Guidelines The city of Hastings contracted with Landscape Research to revise existing guidelines for the Main Street Historic District, two residential areas, and a proposed conservation district. The final product was the result of a series of planning sessions with HPc commissioners and city staff. The 48-page document is available on cD- ROM and on the city’s website, and can be distributed as a booklet or as single pages. Saint Paul Dayton’s Bluff Design Review Guidelines and Historic District Handbook The Dayton’s Bluff Design Review guidelines and ordinance revisions were prepared for an area that included many small vernacular houses originally owned by german and Scandinavian immigrants, as well as high- styled mansions. An alternate conservation district proposal was also developed. The area was undergoing new investment and the city continues to use the guidelines to work with homeowners and developers. Recipient of St. Paul Heritage Preservation commission Award. University of Minnesota Chapter House Design Guidelines MacPhail School of Music Design Guidelines Firestation #13 Design GuidelinesClient: Minneapolis Planning Department / Heritage Preservation Commission Landscape Research developed design guidelines for two historic districts and two commercial properties following local designation. The consultant worked with city staff and property owners to customize language that fit the requirements of each property and area. Near North Conservation District Ordinance and Design GuidelinesClient: Iowa City Community Development Department, Iowa City, Iowa Landscape Research wrote a new conservation district ordinance and design guidelines for four historic neighborhoods at the heart of iowa city. These areas contained lots with high development potential and the guidelines were proposed as the basis of building permit review. Many of the concepts proposed in 1995 have been incorporated into current planning regulations. references city of Minneapolis John Smoley, Planner, cPeD (612) 673-2830 Mike Koop cLg coordinator & Historic Preservation Specialist (651) 201-3291 Pioneer-endicott, Osborn Building, Superior Packing Plant Rich Pakonen, PAK Properties (612) 965-2925 24 Design Guidelines Compilation and Update - Proposal fee ProPosal eliot sChool site Design gUiDelines st. loUis parK, minnesota 25 Relevant experience proposed fee HKgi proposes to conduct the work outlined in the preceding work plan for the following fees: hoUrs fees Task 1 - Assess and Revise Existing Sets of Design Guidelines 54 $7,325 Task 2 - Prepare Streetscape Guidelines and Draft 1 of Guidelines Manual 39 $4,450 Task 3 - Address Sign Guidelines and Prepare Draft 2 of Guidelines Manual 76 $8,475 Task 4 - Prepare Final Guidelines Manual 49 $5,600 Subtotal 218 $25,850 Expenses $150 not to exceed total $26,000 CreatinG plaCestHat enriCH people’s liVes City of Stillwater Washington County, Minnesota RESOLUTION 2021‐ A RESOLUTION AUTHORIZING THE CITY OF STILLWATER TO DECLARE AND DISPOSE OF SURPLUS EQUIPMENT ACCORDING TO LAW WHEREAS, pursuant to Minnesota Statutes, Sections 471.345 and 471.3459, the City is authorized and empowered to dispose of surplus equipment; and WHEREAS, the City recently upgraded the audio equipment in the Council Chambers and AV room and no longer needs the following items: Description Make Model Qty Total value AV rack unknown unknown 3 $ 50.00 Audio leveler Symetrix 421m 1 $ 50.00 Audio DA Rolls DA134 1 $ 25.00 Media switcher Crestron Cresnet 2MS 1 $ 20.00 Audio equalizer Rane ME 30B 1 $ 50.00 Audio equalizer Rane ME 30 1 $ 25.00 Audio equalizer Rane ME 15 1 $ 50.00 Mixer IRP Voice matic 4083 1 $ 100.00 Microphone mixer Shure SCM810 2 $ 100.00 CD player TASCAM CD-201 1 $ 50.00 Distribution amplifier SIGMA SS2100-6 2 $ 20.00 Digital audio attenuator OXMOOR DCA-2 1 $ 30.00 Multi-channel amplifier Rane MA 6S 1 $ 100.00 Wave form vectorscope MAGNI MM400 1 $ 50.00 Audio mixer MACKIE 1604VLZ4 1 $ 500.00 In table mic holder AudioTechnica M23 13 $ 325.00 Microphone AudioTechnica at857qmla/u857ql 16 $ 400.00 USB Audio interface Focusrite Scarlett 2i2 1 $ 150.00 Minor miscellaneous cables or custom components Total $2,095.00 NOW, THEREFORE, be it resolved that the City Council of the City of Stillwater hereby declares the above listed media equipment is surplus equipment and authorizes the disposal thereof pursuant to statute. Adopted by the Stillwater City Council this 2nd day of February, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Human Resources Position Status Change Request DEPARTMENT: Finance DATE: 01/29/2021 POSITION TITLE: Accounting Specialist CURRENT FTE STATUS: 0.75 FTE PROPOSED FTE STATUS: 1.0 FTE Reason for Proposed Change: The Accounting Specialist position does Utility Billing and is a back- up for the Payroll and Accounts Payable functions within the Finance Department; both functions that are experiencing increases due to Water Dept. integration. Over the last several months, this position has required an average of two extra hours per week due to extensive payroll end of year/beginning of year processes. With the current vacancy in the Assistant Finance Director position, the Accounting Specialist position will perform some of those job duties until the vacancy is filled. This position will also assist with the integration of the water department billing from Banyon software into the City’s Springbrook utility billing software. Once the City fully integrates the billing systems, this position will be responsible for all of the water and sewer utility bills generated by the City and the customer service duties that go along with those bills. Therefore the 0.75 FTE Accounting Specialist is being requested to change to a 1.0 FTE Accounting Specialist as of February 7, 2021. Fiscal/Budgetary Impact: 2021 budget for 0.75 FTE Accounting Specialist $57,420 Additional 2021 position cost (1.0 FTE) $17,536 Funding Source: Partial funding for the additional hours in 2021 would come from the savings created by the short term vacancy of the Assistant Finance Director position. The other partial funding source for the additional hours in 2021 and in future years would come from the Water Utility Fund based on an allocation of time spent working on Water Utility Fund financial activities. Recommendation: Based on the current and future needs of the Finance Department for additional hours for Accounting Specialist position and the availability of a funding source to offset the additional costs, staff recommends approval of the request to increase the Accounting Specialist position from a 0.75 FTE to a 1.0 FTE position. Staff further recommends City Council adoption of the attached Resolution. City of Stillwater Washington County, Minnesota RESOLUTION 2021- RESOLUTION APPROVING CHANGE IN ACCOUNTING SPECIALIST POSITION FROM 0.75 TO 1.0 FULL TIME EQUIVALENT (FTE) STATUS WHEREAS, the Finance Department 0.75 FTE Accounting Specialist position currently provides sewer billing, payroll backup and accounts payable backup; and WHEREAS, on January 1, 2021, the Board of Water Commissioners operation was integrated with the City; and WHEREAS, to meet the additional needs required to integrate the water utility billing into current City operations, an increase to 1.0 FTE for the Accounting Specialist position has been requested and adequate funding is available to offset the increased cost in FTE status. THEREFOR BE IT RESOLVED, by the City Council of Stillwater, Minnesota, that the current 0.75 FTE Accounting Specialist position is hereby changed to a 1.0 FTE Accounting Specialist position. Adopted by the Stillwater City Council this 2nd day of February, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us PLEASE NOTE: City Council meetings are streamed live on the city website and available to view on Channel 16. Public can participate in the meeting by logging in online at www.zoomgov.com/join or by calling 1-312-626-6799 and enter the meeting ID number: 161 843 8759 Public comments can be emailed to stillwater@ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING February 2, 2021 REGULAR MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Lily Lake Association Strategic Visioning 2. Planning Division Work Plan 2021-2024 3. Sign Ordinance Discussion IV. STAFF REPORTS 1. Public Works Director 2. Police Chief 3. Fire Chief 4. Finance Director 5. Community Development Director 6. City Clerk 7. City Attorney 8. City Administrator – Update on Proposed Curling Center Planning 9. Library Director V. RECESS RECESSED MEETING 7:00 P.M. VI. CALL TO ORDER VII. ROLL CALL VIII. PLEDGE OF ALLEGIANCE IX. RECOGNITIONS OR PRESENTATIONS 10. Proclamation – Girls Softball Coach Beedle 11. Certificates of Appreciation – Stillwater Fat Bike Rally Organizers Sara Jespersen and Mike Lyner X. OPEN FORUM – the open forum allows the public to address council on subjects which are not a part of the meeting. Council may take action, reply or give direction to staff. Please limit your comments to 5 minutes or less.. XI. CONSENT AGENDA – these items are considered routine and will be enacted by one motion with no discussion. A council member or citizen may request an item to be removed from the consent agenda and considered separately. 12. January 19, 2021 regular meeting minutes 13. Payment of Bills 14. 2021-2022 IUOE Local 49 Collective Bargaining Agreement – Resolution 15. Agreement for Services with HKGi to Consolidate and Update Design Guidelines – available Tuesday 16. IT Surplus Equipment – Resolution – available Tuesday 17. License to Use Lily Lake Park for Household Hazardous Waste Collection Day Page 2 of 2 City Council Meeting Agenda February 2, 2021 18. Stillwater Trolley Operating Agreement – Resolution XII. PUBLIC HEARINGS – when addressing Council please limit your comments to 10 minutes or less. 19. CPC Case 2020-60 to consider a request by Joel Hauck and 200 Chestnut Partners, LLC, for a Conditional Use Permit and associated variances for a residential building in the Central Business Height Overlay Historic District at 200 Chestnut St E. Notices published in Stillwater Gazette and mailed to affected property owners on January 15, 2021. – Postpone Hearing to March 2, 2021. XIII. UNFINISHED BUSINESS – None XIV. NEW BUSINESS 20. Washington County’s State Funding Support Request for CSAH 5/Brown’s Creek Trail Connection Project – Resolution 21. 2021 Street Improvement Project Feasibility Report – Resolution 22. Tax Abatement/TIF Committee for Lakeview Hospital Development 23. Covid-19 Refund of Liquor License Fees XV. COUNCIL REQUEST ITEMS XVI. CLOSED SESSION 24. Pursuant to Minn. Stat. §13D.05, Subd. 3(b) for confidential attorney-client discussions regarding pending litigation in the eminent domain matter City of Stillwater v. John M. Ustipak, et al.” XVII. ADJOURNMENT The Future of Lily Lake… …and its surrounding Neighborhoods (City Council Workshop – 2 February 2021) 1 Proposed Agenda •Who are we? •Lily Lake Association •What are we proposing? •To form a vision for the future use of Lily Lake and its surrounding land, and to work with stakeholders to develop and implement that vision. •Why do we want to do this? •Next step following water quality improvement, to maximize this amenity for the City. •Our proposed process and goal? •Work with identified stakeholders via virtual then face-to-face meetings. •What we want/need from the City? •Requesting formal ‘blessing’ and participation, to continue with this process… and not funding. 2 Our Past… 3 •1995 – Homeowner’s group formed to remove weeds and algae. •2013 – LLA re-formed (formally) to further investigate cause of excessive weed growth, and to permanently reduce its sources and negative effects on the lake. 4 It’s Time for the Next Step! •2021 - Lily Lake Park/Greeley St “Interceptor Pond”Anticipated completion in 2021, finalizing all planned phosphorous reduction device implementations. •2022 – So What’s Next? Lily Lake and surrounding neighborhoods to be their best, and to serve our citizens… as they used to? 5 2021 Strategic Visioning •Preparation - Throughout 2020 the LLA Board met 10 times (guided by Barb Bickford of Bickford Collaboration, LLC) specifically to start a process to: “Form a vision for the future use of Lily Lake and its surrounding land, and to work with stakeholders to develop and implement the vision.” •Intent – To create a starting place for discussion, some potential guiding principles, and identify likely stakeholders. •Offer - To assist the City in convening stakeholders, facilitate meetings, and formulate ideas, to make Lily Lake and its surroundings the best they can be. 6 Public Visioning Process? •Create Shared Principles - Work with interested parties (including the City) to create a set of shared principles •Request Proposals - Invite people to submit ideas/proposals that meet the shared principles •Recommend for Consideration -Select one or more ideas/proposals that meet the most shared principles to recommend to the City and surrounding landowners •How to Implement -Make the final decisions about when and how they would implement the shared vision 7 Planning Area – Where to stop? What defines Lily Lake’s “surrounding neighborhoods”, beyond just the lake and the park? •Current LLA Membership •Watershed Boundaries •Nextdoor (app) •City of Stillwater •Greater Stillwater (School District 834) •St Croix Valley (ISD 834, Houlton, Hudson, etc.) 8 9 Washington County Tax Parcels 10 LUy Lake ~ecre-ation Area Current LLA Members 11 Lily Lake Watershed Boundaries 12 Nextdoor (app) – Lily Lake “Neighborhood” 13 Nextdoor (app) – Lily Lake Members 14 Likely Stakeholders? GROUPS OF RESIDENTS: BUSINESSES: GOVERNMENT & CITY OFFICIALS: NON PROFITS: CHILDREN’S GROUPS: INSTITUTIONS: RECREATIONAL GROUPS: CONSERVATION GROUPS: CIVIC GROUPS: 15 Initial Guiding Principles? INITIAL BOARD BRAINSTORMING: •Create an appearance in the park that is natural, pleasant and inviting to the whole community. •Provide a focal point between the park and the water. •Work toward compliance with the Clean Water Act. •Remove invasive species that are a detriment to fish, birds and native wildlife and plants. •Support pollinator species. •Create opportunities to observe nature. •Enable and support activities for all seasons at the lake and park. •Provide basic amenities for a wide range of ages and abilities (examples: play features, water, restrooms, roofed shelters, food, beverages and information). •Improve under-utilized areas in the park and on the lake. •Further residents’ use of the ice center. •Develop walking opportunities around lake neighborhoods. •Enhance access to Lily Lake and the park for nearby residents, including those in the Highland neighborhood. 16 Initial Guiding Principles? (continued) RECENT ADDITIONS: (Draft) •Provide a safe way for pedestrians to cross Greeley Street near the park •Provide a public space where dogs are welcome. (dog park?) •Preserve private property rights. •Foster a sense of public responsibility for caring for the park and adjacent public land (e.g., by involving students in schools and colleges in planning and implementing improvements, planning public cleanup days, adopting plots in the woods for removing buckthorn, etc.) FUTURE ADDITIONS: (By New Stakeholders) • • • • • • • • • 17 Timeframe? 18 Next Steps? •Compile and Summarize - All the thoughts and ideas to date. •Refine the Draft Principles - To propose as a starting point for the public visioning process. •Plan the Public Visioning Process - Survey, event, invitation, publicity, etc. (Expanded work groups, winter 2021) •Public Visioning Meeting - Virtual or face-to-face (Late winter, early spring 2021) 19 Now What? With the phosphorus reduction studies and remedies now somewhat now under control, thanks to assistance of the Middle St Croix Watershed Organization and the City … … the Lily Lake Association would now like to move on to envisage bringing back Lily Lake’s former ‘fame’ as the heart of the neighborhood. 20 Our Offer To shepherd a process to help city residents envision a better quality of life… specifically in and around Lily Lake. Our Request Formal ‘blessing’ and participation to continue with this process. No funding requested. 21 22 Get In Touch Home About Us News Event s Om History OLir Fut ure Comrnt.m ity Reso urces Members On ly f g log lln .About Us Get Involved 23 DATE: January 27, 2021 TO: Mayor and Council Members SUBJECT: Planning Division 2021-2023 Work Plan FROM: Bill Turnblad, Community Development Director INTRODUCTION COVID-19 put a damper on the Planning Division’s 2020 work plan. Still, progress was made on many of the planned projects. Hopefully, 2021 will see the end of COVID-19 protocols and more direct public interactions will be possible. Without direct public engagement, many planning projects suffer. The 2021 list of projects may experience some delay, since there will be a transition to a new Community Development Director when I retire in June. Also, the new Director will bring new energy and ideas to the department, and will want a hand in shaping the work plan. So, this year’s proposed work plan only looks out three years instead of the typical five-year horizon. COMPLETED PROJECTS The list of projects completed in 2020 includes:  Downtown parking capacity study  Replace parking ramp gate system with mobile payment system  Expand Municipal Lot 14 (Shorty’s)  Federal approval to remove Shorty’s building from list of contributing buildings to Downtown’s historic district  Create Planning Supervisor position  Update Heritage Preservation Commission ordinances  Master Park Plan for former Aiple property  Lowell Park Pavilion historic structure report  Re-write demolition ordinance  Riverwalk historic/cultural resource review Planning Division work plan January 27, 2021 Page 2 PROJECTS IN PROGRESS Those projects that are still underway include:  Design for the Chestnut Street Plaza  Re-write sign ordinance  Update City Code and Zoning Map in conformance with the 2040 Comp Plan  Create a work plan to implement the Downtown Parking Capacity Study  Update the Heirloom and Landmark Homes Website  Community Mixed Use Zoning District  Neighborhood Commercial Zoning District 2021 PROJECTS The list of projects included in 2021 has grown beyond what is realistic to accomplish with the available resources. Below are listed only those that have a high enough priority to have a realistic chance of completion.  Chestnut Street Plaza design  Re-write sign ordinance  Update City Code and Zoning Map in conformance with the 2040 Comp Plan  Create a work plan to implement the Downtown Parking Capacity Study  Update the Heirloom and Landmark Homes Website  Community Mixed Use Zoning District  Neighborhood Commercial Zoning District  Housing maintenance ordinance: strategy and funding  Accessory Dwelling Unit ordinance amendment for RA Zoning District  Assist with curling center planning  Begin development of former Aiple property park  Host State Historic Preservation Conference  Update historic resources design guidelines  Lowell Park pavilion rehabilitation plan  Wetland ordinance amendment  Rental ordinance and Housing Action Plan: strategy and funding REQUEST Planning staff requests the Council to consider the work plan and where found desirable or possible, direct us to revise the work plan. bt Attachment: 2021-2023 Work Plan Planning Division Work Plan 2021-2023 Draft Project Resources Project Resources Project Resources 1. Design for Chestnut Street Plaza Funding: MnDOT $2 million + City contribution 1. Chestnut Plaza construction CDD's time (40-60 hrs) + PW's time + construction manager (in 2021 CIP; $2 million available from MnDOT) 1. Commercial Street pedestrian improvements CDD's time (50-80 hrs) + PW's time + construction manager (In 2022 CIP, but unfunded) 2. Improve economic development web presence 2. Bridgeview Park design CDD's time (30-50 hrs) + design consultants (in 2022 CIP, but unfunded) 2. Bridgeview Park improvements (with Public Works) CDD's time (30-50 hrs) + PW's time + construction manager ($4 million in 2022 CIP, but unfunded) 3. Update zoning code + zoning map for consistency w Comp Plan 2020-21: CDD's time (40-60 hrs); CP's time (5-15 hrs); ZA's time (15-20 hrs); HKGi planning consultants; 2020 Professional Services budgeted 3. Bergstein buildings remodeling CDD's time (40-60 hrs) + construction manager (In 2020 CIP; $800K State, $800K TIF ) 4. Hwy 95 south entrance monument design and construction (CP L w ZA) 2020-21 CDD's time (20-30 hrs) + ZA's time (10-15 hrs) + construction management? Unfunded 4. Design Commercial Street pedestrian improvements 3. Commercial Street pedestrian improvements CDD's time (50-80 hrs) + PW's time + construction manager (In 2022 CIP, but unfunded) 5. Quarry Lane stairway restoration plan (plus sidewalk extension on Hwy 95) Establish strategy and funding 5. Address CA zoning district and possible creation of Community Comm Zoning District 6. Housing maintenance ordinance Establish strategy and funding 6. Quarry Lane stairway restoration plan (plus sidewalk extension on Hwy 95) 7. CMU and NC 2020-21 7. Housing maintenance ordinance Write ordinance, implement program 8. Sign ordinance re-write 2020-21 9. Accessory Dwelling Unit ordinance amendment to add to RA Zoning District 10. Assist Parks/Public Works with curling center/rec center expansion 1. Former Aiple property park development (w Public Works) CP's time (40-60 hrs) + PW's time + construction manager (with Public Works)(In 2021 CIP, $200K GOB) 1. South Main Archaeological Preservation & Interpretation Plan CP's time (15-20 hrs) + consultant (unfunded) 1. Lowell Park/Sam Bloomer design CP's time (30-40 hrs) + consultant (unfunded) 2. State Hist Pres conference 60 hrs CP; 20 hrs AA 2. Update planning case database (more user friendly search options) CP's time (5-10 hrs) + programming consultant (unfunded) 2. Teddy Bear Park Barn – Historic structure report CP's time (15-20 hrs) + consultant (unfunded) 3. Update of design guidelines 50 hrs CP 3. Hersey Bean wall stabilization CP's time (15-20 hrs) + consultant (unfunded) 3. Bergstein building design and remodeling (2021-22, CP L w ZA) 4. Lowell Park pavillion forensic study/rehab plan 15/20 hrs CP 4. Rental ordinance & Housing Action Plan (2021-2022) 4. Creation of South Hill Historic District CP's time (20-40 hrs) 5. Wetland ordinance amendment 20 hrs CP 6. Rental ordinance & Housing Action Plan (2021-22) Establish strategy and funding 7. Business plan for Bergstein bldgs (2021- 22) CP's time (30-40 hrs) + consultant (MNHS Partnership grant) 2023 Community Development Director City Planner 2021 2022 1/27/2021 Planning Division Work Plan 2021-2023 Draft 8. Assess and repair Sunken Garden CP's time (20-30 hrs)+ design consultant (PW/E funding); 2021 CIP $15K; $0 Budgeted 9. Outside storage ordinance amendments 1. Develop process for keeping Zoning Map current ZA's time + Sustainable Stillwater 1. GreenStep Cities Program Goal= Statisfy requirements for Step 3 in the beginning of the year ZA's time + Sustainable Stillwater 1. GreenStep Cities Program ZA's time + Sustainable Stillwater 2. Deck/impervious surface ordinance amendment 3. Housing maintenance ordinance 3. Forestry ordinance amendment 4. GreenStep Cities Program (work on satisfying requirements for Step 3 continually throughout year) ZA's time (60 hrs) 5. ADA parking inventory and enforcement (private lots) 2020-21 1. Web site design/organization 2. Coordinate creation of spreadsheet tracking system for the following permits: bees, chickens, fences, STHR, signs 3. Digitize/organize remainder of Architecture Inventory Records and Rivertown Restoration files Box that was on the floor: AA's time (40-50 hrs) 4. Old file management AA's time 5. Planning escrow procedure Notes: CDD = Community Development Director; CP = City Planner; ZA = Zoning Administrator; AA = Administrative Assistant; L = leads the project team; PD = Police Department; PW = Public Works Indicates tasks likely to be completed with available resources Zoning Administrator Administrative Assistant 1/27/2021 PLANNING REPORT TO: Mayor & Council Members CASE NO. 2019-25 REPORT DATE: January 28, 2021 MEETING DATE: February 2, 2021 APPLICANT: City of Stillwater REQUEST: Zoning text amendment (ZAT) revising sign regulations REPORT BY: Bill Turnblad, Community Development Director INTRODUCTION The sign regulations found in the Zoning Chapter of the City Code are in need of revision for several reasons. First, US Supreme Court cases over the years have refined first amendment free speech law as it applies to signage and those refinements need to be reflected in our sign regulations. Second, institutional signage has largely been ignored by the City Code and needs to be addressed. And third, digital signage has been requested by a few businesses and since its technology has evolved dramatically over the last several decades, it seems timely to consider allowing it to some extent in Stillwater. Therefore, the City Attorney and City planning staff have drafted a zoning code amendment to address these issues. We have also taken the opportunity to re-organize the sign code so it flows more logically and is more understandable. The Planning Commission held a public hearing on the ordinance on February 26th and recommended approval of it as attached. The City Council has considered this ordinance on several occasions. On December 15, 2020 a vote to approve the first reading failed to garner a majority. There appeared to be support to: 1) update the Code to reflect current law; to 2) create consistency in institutional sign standards; and to 3) add a table showing what signage is allowed in each zoning district. What could not gain consensus was whether or where digital signage should be allowed. SPECIFIC REQUEST Staff requests the Council to discuss digital signage and give staff direction on whether digital signage should be allowed, and if so, where. Case 2019-25 Page 2 ANALYSIS Digital signage. Electronic message center signage (aka. digital signage) is proposed to be added and would be allowed in the BP-C Zoning District on larger properties that abut Highway 36. They would also be allowed under specific circumstances in the institutional and park zoning districts. a. An electronic message center is being defined as a portion of a freestanding sign that is capable of displaying words, symbols, figures or images that electronically change by remote or automatic means. b. Only one would be allowed per lot or multi-tenant building. c. It must be an integral part of a freestanding sign, not wall mounted. d. The display of an electronic message center would not be permitted to change more than once every twenty seconds. This standard was developed by the International Sign Association to address driver distraction, and is on the conservative end of their spectrum of “safe” change intervals. e. The size of the electronic message center will be limited to fifty percent of a freestanding sign’s total allowable area. Limiting the size of the digital display reduces driver distraction and the annoyance/light pollution of large back lit displays. i. A freestanding sign in the BP-C District, for example, could have 100 or 120 square feet of signage, depending upon the size of the multitenant building it is associated with. So, the maximum size of a digital display area would be 50 or 60 square feet respectively. ii. The Valley Ridge Mall has a 110 square foot freestanding sign and they would like to incorporate a digital display into it so they can rotate weekly or monthly the names of tenants that cannot fit on the static sign panels. Now they do this by temporarily hanging a banner under the sign panels. If these sign changes are adopted, two of their three current tenant panels could be converted to an electronic message center, and the banner would be removed. iii. The freestanding sign at the Pizza Ranch in Oak Park Heights (seen to the right) is another example of what could be allowed as an electronic message center according to the new standards. f. Regulations for the electronic message center require either functional automatic dimming capabilities that adjust the brightness to ambient light at all times of the day and night; or the illumination will not be allowed to exceed 0.3 footcandles over ambient lighting conditions when measured seventy-one feet from the sign1. g. No off-premises electronic message centers are allowed. 1 Regulations developed by the International Sign Association (an independent sign research institution founded in 1944 and based in Alexandria, VA). Case 2019-25 Page 3 h. All other applicable sign regulations found in Section 31-509 must be met. i. In the BP-C Zoning District they would be permitted on the properties abutting State Highway 36 between Industrial Boulevard and Market Drive. This segment of the 36 corridor has somewhat larger properties than the rest of the Stillwater side of Hwy 36, and these properties tend to have multitenant buildings. Note that the former Herberger’s site is included in the list of properties that would be allowed to have an electronic message center, but it is technically separated from the highway and its frontage road by a stormwater pond owned by the City. j. In the PA and PROS zoning districts, electronic message centers could be incorporated into institutional signs if: i. In the PROS Zoning District the electronic message center is permitted only if it is located on a property with a recreation center or a multiple use park building; and ii. In the PA Zoning District an electronic message center is permitted only if there is no direct line of sight from a residentially zoned property to the graphic display area. Properties where Electronic Message Centers would be allowed: shown in light grey stripes Attachment: Draft ordinance bt 1 ORDINANCE NO._________ CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA AN ORDINANCE AMENDING STILLWATER CITY CODE CHAPTER 31-101 REGARDING ZONING DEFINITIONS, AMENDING CHAPTER 31-509 REGARDING SIGN REGULATIONS, AND ENACTING CHAPTER 31-505, SUBD. 3 REGARDING GARAGE SALE SIGNAGE The City Council of Stillwater does ordain: SECTION 1. AMENDMENT. Stillwater City Code Chapter 31-101 relating to the Zoning Definitions is hereby amended by adding the following definitions, which shall be incorporated alphabetically, and the entire section renumbered accordingly: Sec. 31-101. – Definitions. Abandoned sign means any sign and/or its supporting sign structure and appurtenances which remains without a message or whose display surface remains blank for a period of one (1) year or more, or any sign which pertains to a time, event or purpose which no longer applies, shall be deemed to have been abandoned. Sign applicable to a business temporarily suspended because of a change in ownership or management of such business shall not be deemed abandoned unless the property remains vacant for a period of one (1) year or more. If an abandoned sign remains in good condition and without holes or other evidence of disrepair or damage, the sign shall not be considered abandoned for a period of up to one (1) year, after which time, it must be removed. Awning means a roof-like cover, often of fabric, plastic, metal or glass designed and intended for protection from the weather or as a decorative embellishment, and which projects from a wall or roof of a structure primarily over a window, walk, or the like. Any part of an awning which also projects over a door shall be considered an awning. Building sign means any sign attached or supported by any structure used or intended for supporting or sheltering any use or occupancy. Commercial speech means any speech promoting a business, profession, commodity, service, or entertainment. Commercial sign means any sign that promotes or identifies a product, business, service, entertainment, or any other matter of a commercial nature. Digital sign. See definition of electronic message center. Directory sign means a sign used to guide pedestrians, but not vehicles, to individual businesses within a multitenant commercial area that is placed on the site of the development and may be erected only in internal pedestrian access areas. 2 Electronic Message Center means a portion of a freestanding sign that is capable of displaying words, symbols, figures or images that electronically change by remote or automatic means. Footcandle means a measure of illumination on a surface that is one foot from a uniform source of light of one candle and equal to one lumen per square foot. Garage sale sign means a temporary sign promoting a garage or rummage sale. Institutional Sign means a sign identifying a church, school, hospital, government or similar type institution. Marquee means any permanent roof-like structure projecting beyond a building or extending along and projecting beyond the wall of that building, generally designed and constructed to provide protection from the weather. Monument sign means a sign not supported by exposed posts or poles which is architecturally designed and located directly at grade with a base at least as wide as the sign. Multitenant master sign means an on-premise sign identifying multiple tenants in a single building. Non-commercial sign means a sign for a non-commercial expression not related to the promotion of any product or service or the identification of any business. Non-commercial speech means the dissemination of messages not classified as commercial speech that include, but are not limited to, messages concerning political, religious, social, ideological, public service and informational topics. Non-Electronic Message Center means a sign or portion thereof that has a readerboard for the display of text information in which each alphanumeric character, graphic or symbol is defined by objects, not consisting of an illumination device, that may be changed or re-arranged manually or mechanically with characters, letters or illustrations that can be changed or rearranged without altering the face or the surface of the sign. Off-Premises sign means a sign normally used for promoting an interest other than that of a business, individual, products, or services available on the premises where the sign is located. SECTION 2. AMENDMENT. Stillwater City Code Chapter 31-101 relating to the Zoning Definitions is hereby amended by revising the following definitions to read as: Billboard means a non-accessory sign erected for the purpose of promoting a product, event, person or subject no usually related to the premises on which the sign is located. Building sign plan means an illustration that shows size, location, materials and lighting for all signs on a building or group of related buildings. Construction sign means a temporary sign at a construction site identifying the project. 3 Freestanding sign means any sign which has supporting framework that is placed on or anchored in the ground and which is independent from any building or other structure. Historic sign means a sign that is of historical significance or that is an historic resource within the meaning of Minn. Stat. Ch. 116B. Illuminated sign means any sign that contains an element designed to emanate artificial light internally or externally. Marquee sign means any building sign painted, mounted, constructed or attached in any manner, on a marquee. Political Non-commercial sign means a sign designed for the purpose of supporting or opposing a candidate, proposition or other measure at an. Portable sign means a sign which is manifestly designed to be transported, including by trailer or on its own wheels, even though the wheels of such sign may be removed, and the remaining chassis or support is converted to another sign or attached temporarily or permanently to the ground since this characteristic is based on the design of such a sign. Projecting sign means a sign which is affixed to a building or wall in such a manner that its leading edge extends more than one (1) foot beyond the surface of such building or wall face. Public sign means a sign usually erected and maintained by a public agency that provides the public with information and in no way relates to a commercial activity. Examples of public signs include, but are not limited to, speed limit signs, stop signs, city limit signs, street name signs, directional signs, and historic points of interest. Real estate development sign means a sign intended to sell or promote a development project. Real estate sign means a sign placed upon a property to promote that property for sale, rent or lease. Roof sign means a sign erected and constructed wholly or in part on or above the parapet or eave line of a building. Sign means a letter, work or symbol, poster, picture, statuary, reading matter or representation in the nature of advertisement, promotion, announcement, message or visual communication, whether painted, posted, printed, affixed or constructed, including all associated brackets, braces, supports, wires and structures, which is displayed for information or communicative purposes. Sign structure means the structure including the supports, uprights, bracing and framework which supports or is capable of supporting any sign. Wall sign means a building sign attached parallel to, but within one (1) foot of a wall, painted on the wall surface of, or erected and confined within the limits of an outside wall of any 4 building or structure, which is supported by such wall or building, and which displays only one (1) sign surface. Window sign means a building sign, pictures, symbol, or combination thereof, designed to communicate information about an activity, business, commodity, event, sale, or service, that is placed inside a window or upon the window panes of glass and is visible from the exterior of the window. SECTION 3. REPEAL AND REPLACE. Stillwater City Code Chapter 31-509 relating to the Sign Regulations is hereby repealed and replaced as follows: Sec. 31-509. – Sign regulations. Subd. 1. Findings. As a historic community, this city is unique. The proper control of signs is of particular importance because of this historical quality and uniqueness. The city’s zoning regulations have included the regulation of signs in an effort to provide adequate means of expression and to promote the economic viability of the business community, while protecting the city and its citizens from a proliferation of signs of a type, size, location and character that would adversely impact upon the aesthetics of the community and threaten the health, safety and welfare of the community. The regulation of the physical characteristics of signs within the city has had a positive impact on traffic safety and the appearance of the community. Further, the city finds: (a) Exterior signs have a substantial impact on the character and quality of the environment. (b) Signs provide an important medium through which individuals may convey a variety of messages. (c) Signs can create traffic hazards, aesthetic concerns and detriments to property values, thereby threatening the public health, safety and welfare. Subd. 2. Purpose. It is not the purpose or intent of this sign ordinance to regulate the message displayed on any sign; nor is it the purpose or intent of this section to regulate any building design or any display not defined as a sign, or any sign which cannot be viewed from outside a building. The purpose and intent of this section is to: (a) Regulate the number, location, size, type, illumination and other physical characteristics of signs within the city in order to promote the public health, safety, and welfare. (b) Maintain, enhance and improve the aesthetic environment of the city by preventing visual clutter that is harmful to the appearance of the community. (c) Improve the visual appearance of the city while providing for effective means of communication, consistent with constitutional guarantees and the city’s goals of public safety and aesthetics. 5 (d) Provide for fair and consistent enforcement of the sign regulations set forth herein under the zoning authority of the city. Subd. 3. Severability. If any section, subsection, sentence, clause, or phrase of this sign ordinance is for any reason held to be invalid, such decision shall not affect the validity of the remaining portions of this sign ordinance. The City Council hereby declares that it would have adopted the sign ordinance in each section, subsection, sentence, or phrase thereof, irrespective of the fact that any one or more sections, subsections, sentence, clauses, or phrases be declared invalid. Subd. 4. Substitution Clause. Signs containing non-commercial speech are permitted anywhere that signs containing commercial speech are permitted, subject to the same regulations applicable to such signs. Any sign containing commercial speech may substitute non-commercial speech; any sign containing non-commercial speech may substitute commercial speech or other non- commercial speech; any sign containing commercial speech may substitute other commercial speech. This substitution of speech may be made without any additional approval or permitting. The purpose of this provision is to prevent any inadvertent favoring of commercial speech over non-commercial speech or favoring of any particular non-commercial message over any other non- commercial message. This provision prevails over any more specific provision to the contrary. Subd. 5. Permit Required. (a) Unless exempted pursuant to Subdivision 7, no person shall erect, alter, reconstruct, maintain or move a sign in the city without first obtaining a permit from the city. The content of the sign shall not be reviewed or considered in determining whether to approve or deny a sign permit. An application for a permit may be obtained from the community development director or designee. The application must be accompanied by the required fee and must contain the following information: (1) Street address or location of the property on which the sign is to be located along with the name and signature of the owner of the building; (2) Name, address and signature of the owner of the sign; (3) Name, address and phone number of the sign installation contractor; (4) The type of sign as defined in this ordinance; (5) A complete set of plans and scaled drawings showing the materials, design, dimensions, structural supports, method of attachment, internal and external lighting and electrical components of the sign; (6) A site plan showing the location of the proposed sign with dimensions to all adjacent lot lines; (7) An approved building sign plan, if there is more than one business or use in a building; 6 (8) Certification by applicant indicating the application complies with all requirements of the sign code. (b) The community development director or designee shall approve or deny the sign permit within sixty (60) days following receipt of the completed application, including applicable fee. A decision must be made in writing and must be mailed or electronically delivered to the applicant at the address or email address provided in the application. If the permit is denied, the reason must be stated in writing and describe the applicant’s appeal rights under Section 31-217 and must be sent by certified mail to the applicant. Subd. 6. General Provisions. (a) The following provisions apply to signs located in all zoning districts: (1) All signs must comply with any applicable design guidelines and neighborhood plans adopted by the City of Stillwater and must meet all the size, location and height standards as required in Section 31-509. (2) Repairs. Any sign located in the city which may now be or become out of order, rotten or unsafe, and every sign which shall hereafter be erected, altered, resurfaced, reconstructed or moved contrary to the provisions in this section, shall be removed or otherwise properly secured in accordance with the terms of this ordinance by the property owners, business owners or by the owners of the grounds on which the sign stands, upon receipt of proper notice to do so, given by the community development director or designee. No rotten or other unsafe sign shall be repaired or rebuilt except in accordance with the provisions of this ordinance and upon a permit issued by the community development director or designee. (3) Electrical Signs. Electrical signs must be installed in accordance with the current state electrical code. (4) Placement. i. No sign or sign structure may be erected or maintained if it prevents free ingress or egress from any door, window or fire escape. No sign may be attached to a standpipe or fire escape. ii. A sign must not be erected, positioned, or maintained so as to obstruct the architectural features of a building. iii. All signs must be compatible with the building and neighborhood where located, including any approved building sign plan. (5) Temporary Signs. The use of banners, pennants and similar devices for commercial, industrial and institutional uses shall be subject to the following provisions: 7 i. Temporary signs shall require a permit that shall be valid for no more than thirty (30) days. ii. Not more than one (1) temporary sign shall be displayed upon a property at any one time. iii. Not more than three (3) temporary sign permits, or up to three (3) temporary signs for a total of not more than ninety (90) days, shall be issued during any calendar year. iv. The size of a temporary sign shall not exceed the maximum size allowed for a similar type of permanent sign allowed on the property. v. Free-standing or movable temporary signs shall adhere to any setbacks required for similar permanent signage on the property. vi. The temporary sign shall be in harmony, as determined by the community development director or designee, with the surrounding properties and the neighborhood in which it will be displayed. vii. Notwithstanding the foregoing, temporary signs that do not conform to the requirements of this section may be approved by the City Council as part of an event permit, however, all temporary signs must be removed within two (2) days after the event. (6) Maintenance. All signs must be maintained in a safe, presentable and good structural condition at all times, including the replacement of defective parts, cleaning and other items required for maintenance of the sign. Vegetation around, in front of, behind, and underneath the base of ground signs for a distance of ten (10) feet must be neatly trimmed and free of weeds. Rubbish or debris under or near the sign must be removed. (7) Signs on Public Property or Right-of-Way. i. Except for public signs, signs approved by the City Council pursuant to an event permit, and signs allowed by encroachment agreement, no signs may be erected or temporarily placed within any right-of-way, upon public lands or easements without approval from the community development director or designee. ii. The city may at any time and without notice remove signs which have been installed on public property or within public right-of-way or easement without approval. The sign owner may retrieve the signs: from a designated impound area at the city within fifteen (15) days from the date of removal. After fifteen (15) days, the city will dispose of the sign. The city shall not be liable for any damage to removed signs. 8 iii. The city may grant a permit to locate temporary signs or decorations on, over or within the right-of-way. (8) Flags. Non-Commercial flags may be displayed in accordance with state and federal law. No more than three (3) non-commercial flags may be displayed outside of a building. (9) Historic sign. The requirements of size, location and height in Section 31-509 may be waived by the City Council if the sign is an historic resource or if the sign is a reproduction of an historic sign. (10) Graphic design signs. Graphic design signs require a conditional use permit. (11) Table 1 identifies where various types of signs are allowed and whether the sign is required to have a permit: 9 Subd. 7. Exemptions. The following signs shall not require a permit and are allowed in every zoning district. These exemptions, however, shall not be construed as relieving the owner of the sign from the responsibility of its erection, maintenance and compliance with the other provisions of Section 31-509 or any other law or ordinance regulating the same. (a) Public signs and integral signs. (b) Non-Commercial Signs. (1) In any general election year, all non-commercial signs are exempt from regulation and may be posted in any size or in any number beginning 46 days before the state primary in a state general election year until ten (10) days following the general election and thirteen (13) weeks prior to any special election until ten (10) days following the special election. (2) A political, non-commercial sign outside the exemption period outlined in Subdivision 7(b)(1) of 31-509, is regulated as follows: i. Residential and CA districts: the maximum sign size is six (6) square feet in area with a maximum height of four (4) feet. ii. All other districts: the maximum size is thirty-five (35) square feet in area. (c) Construction signs. A construction sign must be confined to the construction site and must be removed within two (2) years of the date of issuance of the first building permit or upon completion of the project, whichever occurs first. One construction sign is permitted for each street the project abuts. No sign may exceed thirty-two (32) square feet in multifamily residential, commercial and industrial districts and twelve (12) square feet in single-family residential districts. (d) Real estate signs. (1) A real estate sign is limited to up to six (6) square feet in residential districts and up to thirty-two (32) square feet in commercial districts. A real estate sign must be removed within ten (10) days after sale or rental of property. (2) Temporary real estate “open house” signs, provided that: i. The sign is not placed in a manner that creates a nuisance to adjacent owners, does not create a safety hazard or block the view of entrances to streets or intersections. ii. The sign is placed one-half hour before the open house and is removed each day immediately after the open house closes. 10 iii. A maximum of four (4) signs in a residential zoning district are allowed for each open house and are limited to a four-block radius of the open house. iv. The sign must not exceed six (6) square feet. (3) Real estate development project sign. For a development project of up to 25 acres, one sign not to exceed one hundred (100) square feet of sign surface may be erected on the project site. For projects of 26-50 acres, one or two signs not to exceed two hundred (200) aggregated square feet of sign surface may be erected. For projects over fifty (50) acres, up to three signs not to exceed three hundred (300) aggregate square feet of sign surface may be erected. No dimension shall exceed twenty-five (25) feet exclusive of supporting structures. The sign may not remain after 95% of the project is developed. The sign must be bordered with a decorative material compatible with the surrounding area. If the signs are lit, they must be illuminated only during those hours when business is in operation or when the model homes or other development is open for conducting business. (e) Nameplate sign. (1) A nameplate sign must be placed on a wall of the structure not exceeding two (2) square feet in area per structure. A nameplate sign shall not be constructed as to have more than two (2) surfaces. (2) A single nameplate sign must be placed on a wall of the structure for each dwelling group of six (6) or more units. The nameplate sign may not exceed six (6) square feet in area per surface and may not be constructed as to have more than two (2) surfaces. (f) Window sign. A window sign, which cannot cover more than one-third of the total area of the window in which the sign is displayed. (g) Garage and rummage sale signs, provided they comply with Section 31-505, Subd. 3. Subd. 8. Prohibited Signs. The following signs are prohibited in all zoning districts: (a) Abandoned signs. (b) Any sign, signal, marking or device which purports to be or is an imitation of or resembles any official traffic control device or railroad sign or signal, or emergency vehicle signs, or which attempts to direct movement of traffic or which hides from view or interferes with the effectiveness of any official traffic control device or any railroad sign or signal. (c) Any sign that obstructs the vision of drivers or pedestrians or detracts from the visibility of any official traffic control device. 11 (d) Off-premises commercial signs. (e) Billboard signs. (f) Any sign that moves or rotates, except barber poles and permitted electronic message centers. (g) Signs that display any moving parts, are illuminated with any flashing or intermittent lights or are animated, except electronic message centers. All displays must be shielded to prevent any light from impairing the vision of any driver. No device may be illuminated to obscure an official traffic sign or signal, including indoor signs which are visible from public streets. (h) Roof signs. (i) Any sign with banners, pennants, ribbons, streamers, string or light bulbs, spinners or similar devices, except where used for noncommercial purposes or as part of an approved sign application. (j) Portable signs including signs with wheels removed, attached temporarily or permanently to the ground. (k) Signs mounted on a vehicle for promotional purposes, parked and visible from the public right-of-way, except signs identifying the related business when the vehicle is being used on the normal day-to-day operations of that business. (l) Signs painted, attached or in any other manner affixed to trees, rocks, or similar natural surfaces, directly on building walls, or attached to public utility poles, telephone cables or wires, bridges, towers, or similar public structures or the supports thereof. (m) Illuminated signs or spotlights giving off an intermittent or rotating beam. (n) Revolving beacons, beamed lights or similar devices. (o) Hot air, gas filled or inflated objects used for commercial speech. (p) Signs supported by guy wires. (q) Signs in a state of disrepair. Subd. 9. Specific Regulations by Zoning District. In addition to the signs allowed in Subdivision 7 of 31-509, the following signs shall be allowed within the specific zoning districts: (a) Central Business and General Commercial Districts. All signs in the CBD-central business or CA-general commercial districts are subject to the following requirements: 12 (1) General regulations: i. In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, only one (1) wall, monument, awning, canopy or three-dimensional sign is allowed per business within the CA-general commercial district. When a building or business abuts two or more public streets and/or public alleys, one (1) sign is allowed on each street building face. ii. In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, two (2) signs are allowed per business within the CBD-central business district. The two (2) allowed signs must be one (1) wall sign and either a three-dimensional sign or a projecting sign. iii. All signs in the CBD-central business district must meet the downtown design guidelines for signs. (2) Wall signs. Wall signs shall meet the following requirements: i. The total building signage may have an aggregate area not exceeding one (1) square foot for each foot of building face parallel or substantially parallel to a street lot line. ii. It must not project more than twelve (12) inches from the wall to which the sign is affixed. iii. It must not project higher than the parapet or eave line of the wall to which the sign is affixed or fifteen (15) feet as measured from the base of the building wall to which the sign is affixed, whichever is less. iv. Externally illuminated letters are allowed, but no internally illuminated signs are allowed. v. Where a principal building is devoted to two (2) or more permitted uses, the operator of each use may install a wall sign for its use consistent with a building sign plan approved by the City. The total gross signage for the entire building may not exceed one (1) square foot for each foot of the building face parallel, or substantially parallel, to a street lot line with a maximum of twenty-five (25) square feet per business. (3) Freestanding signs. Freestanding signs shall meet the following requirements: i. The area of a monument or freestanding sign may not exceed thirty (30) square feet. 13 ii. A monument or freestanding sign may be located in any required yard but must have a setback of fifteen (15) feet from any point of vehicular access, public roadway and property line. iii. A monument or freestanding sign may not project higher than six (6) feet, as measured from the base of the sign or grade of the nearest roadway, whichever height is less. iv. The area around a monument or freestanding sign must be landscaped. v. Externally illuminated letters are allowed, but no internally illuminated signs are allowed. vi. Pedestrian and vehicular sight lines must not be blocked. (4) Awning or canopy signs. Awning or canopy signs shall meet the following requirements: i. The gross surface area of an awning or canopy sign may not exceed fifty (50) percent of the gross surface area of the smallest face of the awning or canopy to which the sign is affixed. ii. An awning or canopy sign may not project higher than the top of the awning or canopy or below the awning or canopy. (5) Three-dimensional signs. The total area of a three-dimensional sign is determined by enclosing the largest cross section of the sign in an easily recognized geometric shape and computing its area, which may not exceed nine (9) square feet. (6) Projecting sign. A projecting sign shall meet the following requirements: i. The total area of a projecting sign may not exceed six (6) square feet. ii. It must be easily visible from the sidewalk and not be a hazard to pedestrians. iii. If lighted, the sign must be externally illuminated. iv. The bottom of the sign and bracket must be at least eight (8) feet above sidewalk grade. (b) Business Park and Highway Mixed Use Districts. All signs in the BP-O, BP-C, BP- I, HMU and CMU districts are subject to the following requirements: (1) General regulations: In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, a property may have one (1) freestanding 14 sign, one (1) wall sign per business, and as many awning, canopy, marque, or multitenant master signs as provided in subdivision 10(b)(5) of 31-509. (2) Wall signs. Wall signs shall meet the following requirements: i. The gross surface area of a wall sign may not exceed one (1) square foot for each foot of building, parallel or substantially parallel to the front lot line. ii. It must be located on the outermost wall of any principal building but may not project more than twelve (12) inches from the wall to which the sign is affixed. iii. It must not project higher than the parapet line of the wall to which the sign is affixed or twenty (20) feet as measured from the base of the building wall to which the sign is affixed, whichever height is less. iv. Where a principal building is devoted to two (2) or more uses, the operator of each use may install a wall sign for its use consistent with a building sign plan approved by the City. The total gross signage for the entire building shall not exceed one (1) square foot for each foot of building face parallel, or substantially parallel, to a street lot line or a minimum of twenty-five (25) square feet per business, whichever is more. v. Only one (1) wall sign per building face is allowed. (3) Freestanding signs. Freestanding signs shall meet the following requirements: i. The gross surface area of a freestanding sign may not exceed one hundred (100) square feet for each exposed face nor exceed an aggregate gross surface area of two hundred (200) square feet. ii. A freestanding sign must be set back fifteen (15) feet from the front or side property line. iii. Along State Highway 36, freestanding signs may not project higher than twenty-five (25) feet. Along County Road 5 from Highway 36 to Croixwood Boulevard and South Greely from Orleans to Highway 36 freestanding signs may not project higher than twenty (20) feet. In all other locations, a freestanding sign may not project higher than six (6) feet. Signs shall be measured from the base of the sign or grade of the nearest adjacent roadway, whichever height is less. iv. There may be one (1) freestanding sign per development site. (4) Awning, canopy or marquee signs. Awning, canopy or marquee signs shall meet the following requirements: 15 i. The gross surface area of an awning, canopy or marquee sign may not exceed fifty (50) percent of the gross surface area of the awning, canopy or marquee to which the sign is affixed. ii. A sign may be affixed to or located upon any awning or marquee. iii. An awning, canopy or marquee sign may not project higher than the top of the awning or marquee to which the sign is affixed. (5) Multitenant master sign. Each multitenant or multi-use building is permitted one (1) building master identification sign which meets the following requirements: i. If the multitenant commercial building has a floor area of 40,000 square feet or less, the building may have a freestanding sign with a maximum of one (1) square foot for each five (5) feet of building frontage or forty (40) square feet maximum with a maximum height of eight (8) feet. ii. If the multitenant commercial building has a floor area greater than 40,000 square feet, but less than the 100,000 square feet, the entry may have a master identification sign with a maximum of seventy-five (75) square feet on each side and with a maximum height of twenty (20) feet. iii. If the multitenant commercial building has a floor area greater than 100,000 square feet, the building may have a master identification sign with a maximum of one hundred and twenty (120) square feet on each side and with a maximum height of twenty-five (25) feet. (c) PA, PROS and PWFD Districts. All signs in the PA, PROS and PWFD districts are subject to the following requirements: (1) In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, one (1) freestanding sign and one (1) wall mounted sign are allowed for each facility. (2) Wall signs. Wall signs shall meet the following requirements: i. The gross surface area of a wall sign may not exceed one (1) square foot for each foot of building, parallel or substantially parallel to the front lot line. ii. It must not project higher than the parapet or eave line of the wall to which the sign if affixed. (3) Freestanding signs. Freestanding signs shall meet the following requirements: 16 i. The gross surface area of any side of a freestanding sign must not exceed 120 square feet. ii. It must be set back fifteen (15) feet from the front or side property line. iii. Along State Highway 36, freestanding signs must not project higher than twenty-five (25) feet. In all other locations, a freestanding sign must not project higher than twenty (20) feet. Signs shall be measured from base of the sign or grade of the nearest adjacent roadway, whichever height is less. (d) Village Commercial. All signs in the VC-Village Commercial district are subject to the following requirements: (1) In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, one (1) other sign is allowed per business. It may be a wall, monument, awning or canopy sign. When a building or business abuts two (2) or more public streets, one (1) sign is allowed on each street building face. (2) All signs in the VC-Village Commercial district must meet the approved Liberty Village design guidelines for signage. (3) Wall signs. Wall signs must meet the following requirements: i. The gross surface area of a wall sign shall not exceed one (1) square foot for each foot of building, parallel or substantially parallel to the front lot line. ii. It must be located on the outermost wall of any principal building but may not project more than twelve (12) inches from the wall to which the sign is affixed. The location and arrangement of all wall signs is subject to the review and approval of the community development director or designee. iii. It must not project higher than the parapet line of the wall to which the sign is affixed or twenty (20) feet as measured from the base of the building wall to which the sign is affixed, whichever height is less. iv. Where a principal building is devoted to two (2) or more uses, the operator of each use may install a wall sign upon each share of the building. The signs are subject to the following restrictions: a. All signs must be visually consistent in location, design and scale. b. The total gross signage for the entire building shall not exceed one (1) square foot for each foot of building face parallel, or substantially parallel, to a street lot line or a minimum of twenty- five (25) square feet per business, whichever is more. 17 (4) Freestanding signs. Freestanding signs shall meet the following requirements: i. The gross surface area of a freestanding sign may not exceed one hundred (100) square feet for each exposed face nor exceed an aggregate gross surface area of two hundred (200) square feet. ii. A freestanding sign must be set back fifteen (15) feet from the front or side property line. iii. It shall not be higher than twenty (20) feet measured from the base of the sign or grade of the nearest adjacent roadway, whichever height is less. iv. There may be one (1) freestanding sign per development site. (5) Awning or marquee signs. Awning or marquee signs shall meet the following requirements: i. The gross surface area of an awning or marquee sign must not exceed fifty (50) percent of the gross surface area of the awning, canopy or marquee to which the sign is affixed. ii. A sign may be affixed to or located upon any awning or marquee. iii. An awning or canopy sign may not project higher than the top of the awning or marquee to which the sign is affixed. (6) Multitenant master sign. Each multitenant or multi-use building is permitted one (1) building master identification sign which meets the following requirements: i. Building master identification signs must not contain the names of any tenants or occupants of the center. ii. The multitenant commercial building may have a freestanding sign with a maximum of one (1) square foot of sign for each five (5) feet of building frontage or forty (40) square feet maximum with a maximum height of eight (8) feet. (7) Projecting sign. A projecting sign shall meet the following requirements: i. The total area of a projecting sign must not exceed six (6) square feet. ii. It must be easily visible from the sidewalk and not be a hazard to pedestrians. iii. If lighted, projecting signs must be externally illuminated. 18 (8) Total allowable sign area. The total aggregate sign area allowed on a property for all signs permitted in subparts (d) through (g) above shall be as follows: i. A minimum of one hundred (100) square feet; and at a rate of one (1) square foot of signage for each lineal foot of the building wall facing a public street, up to a maximum of three hundred (300) square feet. ii. When a building faces two (2) or more public streets, the building wall area shall be determined by adding the wall area of each building wall that faces a public street and dividing by the number of public streets the building faces. (e) CRD, Campus Research and Development Districts. All signs in the CRD, Campus Research and Development districts are subject to the following requirements: (1) In addition to the signs allowed without a permit pursuant to Subdivision 8 of 31-509, one (1) freestanding sign and one (1) wall mounted sign are allowed for each facility. However, if the facility is large or consists of several buildings, additional signs may be allowed with a conditional use permit. (2) Wall signs. Wall signs shall meet the following requirements: i. The gross surface area of a wall sign must not exceed one (1) square foot for each foot of building, parallel or substantially parallel to the front lot line. ii. It must not project higher than the parapet or eave line of the wall to which the sign if affixed. (3) Freestanding signs. Freestanding signs shall meet the following requirements: i. The gross surface area of any side of a freestanding sign must not exceed 120 square feet. ii. It must be set back fifteen (15) feet from the front or side property line. iii. Along State Highway 36, freestanding signs must not project higher than twenty-five (25) feet. In all other locations, a freestanding sign may not project higher than twenty (20) feet. Signs shall be measured from base of the sign or grade of the nearest adjacent roadway, whichever height is less. Subd. 10. Directory Signs. Directory signs are used to guide pedestrians to individual businesses within a multitenant commercial area and are permitted in BP, PA and CRD districts. The sign area used in directory signs shall not be calculated against the total allowable sign area. Directory signs in the permitted zoning districts shall meet the following requirements: 19 (a) It must be placed on the site of the development and may be erected only in internal pedestrian access areas and not in vehicle access areas. (b) It must have a maximum area of one (1) square foot for each business listed on the sign and four (4) square feet for the name of the building or complex. (c) It may be freestanding but must not exceed six and one-half (6 ½) feet in height. (d) It must only be used for directions and identification. Subd. 11. Electronic Message Centers. Except as provided in (h), an electronic message center is allowed if it meets all of the following requirements: (a) Located only on property zoned PA, PROS or BP-C as specified below: (1) In the BP-C Zoning District an electronic message center must only be located along State Highway 36 in the following corridor of properties listed below and depicted on Map 1: i. Properties abutting 60th Street North between South Greeley Street and South Holcombe Street; and ii. Properties abutting West Frontage Road between South Greeley Street and Market Drive; and iii. Property at 2001-2011 Washington Avenue; and iv. Properties abutting Market Drive between West Frontage Road and Curve Crest Boulevard. (2) In the PROS Zoning District an electronic message center is permitted, but only if it is located on a property with a recreation center or a multiple use park building. (3) In the PA Zoning District an electronic message center is permitted if there is no direct line of sight from a residentially zoned property in Stillwater to the display area of the electronic message center. If there is a direct line of sight, then any message center must be a non-electronic message center not an electronic message center. 20 MAP 1 Properties where Electronic Message Centers are allowed are shown in dark gray (b) Only one (1) electronic message center per property. A “property” for purposes of this section is one lot, or a single building that spreads over several lots, or a campus or integrated cluster of buildings that is owned or managed as a single entity, complex or development. (c) Must be integrated within a freestanding sign and shall not exceed fifty (50) percent of the freestanding sign’s total allowable area. (d) The copy of an electronic message center shall not change more than once every twenty (20) seconds. (e) Includes functional automatic dimming capabilities that adjusts the brightness to ambient light at all times of the day and night; or the illumination does not exceed 0.3 footcandles over ambient lighting conditions when measured seventy-one (71) feet from the sign. (f) No off-premises electronic message centers are allowed. (g) All other applicable sign regulations found in Section 31-509 are met. 21 (h) Institutional signs may include an electronic message center if they comply with this Subd 11, the zoning district in Table 1 and the performance standards in Subd. 13. If not, then the institutional sign shall only include a non-electronic message center. Subd. 12. Non-Conforming Signs. It is recognized that signs exist within the zoning districts which were lawful before this sign ordinance was enacted, which would be prohibited, regulated or restricted under the terms of this ordinance or future amendments. It is the intent of this sign ordinance that nonconforming signs shall not be enlarged upon, expanded or extended, nor be used as grounds for adding other signs or uses prohibited elsewhere in the same district. It is further the intent of this sign ordinance to permit legal nonconforming signs existing on the effective date of this sign ordinance, or amendments thereto, to continue as legal nonconforming signs provided such signs are safe, are maintained so as not to be unsightly, and have not been abandoned or removed subject to the following provisions: (a) No sign shall be enlarged or altered in a way which increases its nonconformity. (b) Should such sign or sign structure be destroyed by any means to an extent greater than fifty (50) percent of its replacement cost and no building permit has been applied for within one hundred and eighty (180) days of when the property was damaged, it shall not be reconstructed except in conformity with the provisions of this ordinance. (c) Should such sign or sign structure be moved for any reason for any distance whatsoever, it shall thereafter conform to the regulations for the zoning district in which it is located after it is moved. Subd. 13. Institutional Signs. An institutional sign may be either wall mounted or freestanding. The maximum size of the sign, including any electronic or non-electronic message area, is 32 square feet and is subject to the following: (a) In residential zoning districts only non-electronic message centers are allowed as part of an institutional sign. Electronic message centers are not allowed in residential zoning districts. (b) In the PA and PROS Zoning Districts a non-electronic message center is allowed as part of an institutional sign. If the standards in Subd. 11 (a) (2) or (3) are satisfied, an electronic message center is allowed instead of the non-electronic message center. Subd. 14. Violations. (a) All signs for which a permit is required shall be subject to inspection by the community development director or designee. (b) The city may require the removal or repair, at the owner’s expense, of any sign if the requirements of this ordinance are not met. (c) Upon receipt of a notice of violation, the record owner of the property on which the sign or sign structure is located shall take corrective action. If the property owner 22 fails to comply with the corrections outlined in the written notice, the city may initiate any lawful action or proceeding to prevent, restrain, correct or abate the violation. SECTION 4. ENACTMENT. Stillwater City Code Chapter 31-505, Subd. 3 relating to Garage Sale Signage is hereby enacted: Subd. 3. Garage Sale Signage. A temporary sign promoting a garage sale is permitted, provided that: (a) The sign does not exceed four (4) square feet. (b) The sign is not more than three (3) feet in height. (c) The sign is removed the same day when the sale closes for each day. (d) The sign is permitted by the owner of the property on which the sign is placed. (e) No more than two (2) garage sales per year are held by any address in any calendar year with each sale lasting no longer than three (3) days. (f) The sign may not be placed upon the right-of-way, parks or public property in a manner that creates a nuisance to adjacent owners, creates a safety hazard or blocks the view of entrances to streets or intersections. SECTION 5. SUMMARY PUBLICATION. Pursuant to Minnesota Statutes Section 412.191, in the case of a lengthy ordinance, a summary may be published. While a copy of the entire ordinance is available without cost at the office of the City Clerk, the following summary is approved by the City Council and shall be published in lieu of publishing the entire ordinance: The sign ordinance has been revised to add additional sign definitions to the general definitions section of the zoning code, add provisions surrounding the use of noncommercial speech, reorganize sections for clarity, move garage sales signs to the residential section of the zoning code, provide consistency in terminology, add electronic message center criteria and otherwise update the ordinance to ensure it is content neutral. SECTION 6. EFFECTIVE DATE. This Ordinance shall be in full force and effect from and after its passage and publication according to law. Passed this day of , 2020. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk <!Citp of $,tillblater, ifH[tnnesota WHEREAS, After successfully guiding the Stillwater Area High School girls softball program for 15 seasons, Bob Beedle, a 1969 SAHS graduate, is retiring his postion as head coach; and WHEREAS, Since taking over the Stillwater program in 2006, Coach Beedle racked up a 212- 135 record, including five section titles, Class AAAA State Championships in 2012 and 2018, State runner-up in 2019, and the Ponies were expecting another outstanding campaign before the pandemic cancelled the 2020 season. His team would have been one of the top three or four teams in the State in 2020; and WHEREAS, Coach Beedle thinks the outlook for 2021 and 2022 is terrific, and wanted to hand off the baton leaving a talented and experienced returning cast. This team will be highly ranked, and each of their pitchers coming back are (NCAA) Division I athletes; and WHEREAS, the 2018 season, which was condensed because of a late thaw, best exemplified Coach Beedle's focus on preparing the team to play their best softball at the end of the season. The Ponies finished the regular season with a 7-12 record and then lost the first game of the double- elimination section tournament. The team rallied to win six consecutive elimination games to capture the section crown and then defeated each of the three top seeds at State to claim the State title; and WHEREAS, the widespread connections with all of the teams, players and parents, winning two State championships would be only part of his most memorable moments. Coach Beedle gets more gratification bringing along the individual players to reach their potential, and then !'laving all the kids come back and tell him how he touched and influenced their lives in a positive way; and WHEREAS, Coach Beedle's roots run deep in Stillwater, and both his daughters played softball for SAHS and are alumni. He will follow and cheer for the Ponies, because he still 'bleeds red;' and WHEREAS, Bob works very hard behind the scenes, truly giving back to his community, stating "It's just been a wonderful experience and I wouldn't trade it for anything." NOW THEREFORE, I, Ted Kozlowski, Mayor of Stillwater, do hereby proclaim February 3, 2021 as -Coach Bob Beedle Day! - in the City of Stillwater and encourage the citizens of Stillwater to congratulate Coach Beedle on his accomplishments. IN WITNESS WHEREOF, I have hereunto set my hand and caused the seal of the City of Stillwater to be affixed this this 2nd day of February, 2021. :M.ayor Date of recognition: February 2, 2021 S On behalf of a grateful City and upon the recommendation of leading citizens, the Mayor and City Council hereby extend recognition to Sara Jespersen for her efforts sponsoring and organizing the Stillwater Fat Bike Rally, and for outstanding service in support of the City of Stillwater’s mission. Ted Kozlowski, Mayor STILLWATER CITY COUNCIL SERVICE AWARD Date of recognition: February 2, 2021 S On behalf of a grateful City and upon the recommendation of leading citizens, the Mayor and City Council hereby extend recognition to Mike Lyner for his efforts organizing the Stillwater Fat Bike Rally, and for outstanding service in support of the City of Stillwater’s mission. Ted Kozlowski, Mayor STILLWATER CITY COUNCIL SERVICE AWARD 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us CITY COUNCIL MEETING MINUTES January 19, 2021 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order via Zoom at 7:01 p.m. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Odebrecht and Polehna Absent: None Staff present: City Administrator McCarty City Attorney Land City Clerk Wolf Community Development Director Turnblad Finance Director Provos Fire Chief Glaser Police Chief Mueller Public Works Director Sanders PLEDGE OF ALLEGIANCE The 34th Military Police Company led the Council and audience in the Pledge of Allegiance. RECOGNITIONS OR PRESENTATIONS Swearing in of Police Chief Brian Mueller Mayor Kozlowski swore in Police Chief Mueller. Chief Mueller thanked the Council for trusting him to lead the department. 34th Military Police Company Proclamation Mayor Kozlowski read a proclamation recognizing the 34th Military Police Company for their devotion to duty, and designating January 19, 2021 as 34th Military Police Company Day. Sustainable Stillwater - Complete Streets Rick Heidick, 3557 White Pine Way, Vice Chair of Sustainable Stillwater, gave a presentation on Complete Streets. Complete Streets is a Minnesota Statute regarding the planning, scoping, design, implementation, operation, and maintenance of roads, in order to reasonably address the safety and accessibility needs of users of all ages and abilities. Complete Streets has been incorporated into the Minnesota Department of Transportation (MnDOT) policy as part of its “Minnesota GO Plan.” Additionally, both the GreenSteps Cities program and the Bicycle Friendly program recognize the need for cities to have a Complete Streets policy. He provided a draft Complete Streets policy for Council consideration. City Council Meeting January 19, 2021 Page 2 of 5 Community Development Director Turnblad added that the City has already been moving toward Complete Streets tasks with a number of initiatives. He and the Public Works Director will review the proposed policy and bring back a recommendation to the Council. OPEN FORUM There were no public comments. STAFF REPORTS Public Works Director Sanders stated that the National Park Service provided a letter of concurrence for the riverwalk and restoration project. After a letter of concurrence is received from the State Historic Preservation Office, staff will apply for the permit from the Corps of Engineers and work will begin this spring. Police Chief Mueller updated the Council on mental health related calls, burglaries and COVID cases. Finance Director Provos notified the Council that the Assistant Finance Director will be leaving to work for the City of Lake Elmo. Community Development Director Turnblad summarized building permit and inspection activity, which hit record levels in 2020. CONSENT AGENDA January 5, 2021 regular and recessed meeting minutes Payment of Bills Resolution 2021‐014, a resolution adopting the North Aiple Park Plan Resolution 2021‐015, accepting Proposal and Awarding Contract to MK Mechanical for Stillwater City Hall Boiler Replacement Project Resolution 2021‐016, resolution approving Additional Workhours for the Manning/TH36 Interchange Project Ordinance No. 1158, an Ordinance amending the Stillwater City Code Section 31-300 entitled Establishment of Districts by rezoning approximately nine acres to TR, Traditional Residential (CPC Case No. 2020-54) Resolution 2021‐017, Accepting Bid and Awarding Contract for Lake McKusick Sediment Removal Project (Project 2020-08) Revised Itasca Marketing Agreement Motion by Councilmember Collins, seconded by Councilmember Polehna, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS Enacting City Code Chapter 34 Utilities Commission - Ordinance 2nd Reading City Administrator McCarty summarized comments by the Utilities Commissioners on their review of the draft ordinance. There was discussion of whether to add to the current City Council Meeting January 19, 2021 Page 3 of 5 ordinance language about education and communication to the community. Staff believes that this is already covered in the catch-all phrase in Item 9, allowing the Commission to perform such other functions concerning public utilities as the City Council may direct. There also was discussion about other utilities, for example signs, lighting, storm sewer, and parking. At this point staff recommends keeping the Utilities Commission focused on water and sanitary sewer services. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Ordinance No. 1159, an Ordinance enacting Chapter 34 of the City Code of the City of Stillwater regarding the Establishment of a Utilities Commission. All in favor. Stillwater Events a) COVID-19 Preparedness Plans Guidance: Requirements for Outdoor Non-Seated Venues City Administrator McCarty stated that the Governor issued another order reopening some venues and activities. He led discussion of how the new order may impact City-approved events. Staff recommends that all event approvals require event organizers to comply with any Governor Executive Orders, and MDH and CDC guidelines issued related to COVID-19, and that City staff develop COVID-19 Preparedness Plans for specific events, as may be required by State COVID-19 Guidelines. Staff has made event organizers aware of this. Mayor Kozlowski indicated that he understands the need to require that events have a COVID plan, but the City should not be the interpreter of whether that plan adheres to every guideline; and Mr. McCarty responded that the City’s approach throughout the COVID pandemic has always been to provide information, but not to be the enforcement arm - that is State responsibility. Councilmember Odebrecht asked if the City is accepting any liability by verifying that an event has a preparedness plan. He added that the guidelines are very difficult to follow; and City Attorney Land answered that each event must agree to certain terms and conditions, including the commitment to adhere to their plan. If their plan were not in compliance with the Governor’s order, the City would not accept it. Adherence is the responsibility of the organizer. Councilmember Junker inquired if the Governor’s order is expected to change after January 31; and Mr. McCarty replied he is not aware of any further planned changes at this point. On a question by Councilmember Collins about the Fire and Ice event; Mr. McCarty responded that Fire and Ice organizers have revised their COVID-19 preparedness plan to meet the current guidelines. b) Downtown Ice Rink Event Contract City Clerk Wolf stated the Council approved the event at the last meeting. A COVID-19 preparedness plan has now been added into the contract, which is ready for Council approval. Motion by Councilmember Polehna, seconded by Councilmember Collins, to approve the Downtown Ice Rink License Agreement between the City of Stillwater, the Water Street Inn and Summer Tuesdays. All in favor. City Council Meeting January 19, 2021 Page 4 of 5 Councilmember Polehna stated the event organizer would like to use old hockey nets available from the Rec Center. Motion by Councilmember Polehna, seconded by Councilmember Odebrecht, to approve the use of the old hockey nets from the Rec Center on the downtown ice rink. All in favor. c) Frozen Flannel Outdoor Curling and Mini Spiel Event City Clerk Wolf stated this event requires no contract, just event approval. The Water Street Inn must adhere to both COVID-19 preparedness plans covering the hockey rink for public skating, and to the requirements for outdoor non-seated venues. The Water Street Inn also will have to adhere to the rules for their alcohol and food sales. Motion by Councilmember Collins, seconded by Councilmember Polehna, to approve the Frozen Flannel Outdoor Curling and Mini Spiel Event. All in favor. d) Zephyr Theatre Ice Maze City Clerk Wolf stated this event is entirely on private property and does not require Council approval, it is FYI only. Staff is granting an outdoor use permit extending from half to all of their parking lot, but the liquor license area does not need to be extended because the COVID-19 preparedness plan requires that customers be seated for alcohol service, which is already approved. NEW BUSINESS Metropolitan Council Livable Communities Act Program Status Community Development Director Turnblad informed the Council that since November, the City has become ineligible for the Met Council Livable Communities Act program that provides grant money. This is due to three issues: 1) the Metropolitan Council, in approving the Comprehensive Plan amendment related to Central Commons, required the City to update its affordable housing goal by 14 more units; 2) all cities in the Metropolitan Area are now required to commit to reaching half of their affordable housing goals by 2020, however the existing 2040 Comprehensive Plans gave each city until 2030 to meet their housing goals. The number of affordable units was increased by the Met Council; and 3) effective June 1, 2021, if any city in the metro area has not adopted a Housing Action Plan (policy), it will become ineligible for the LCA Program. The City’s Comprehensive Plan identified June of 2022 as the adoption date for a Housing Action Plan. Stillwater has not made a commitment to adopt these changes, and therefore has lost eligibility for the LCA Program, which is little-used by Stillwater. Staff recommends c ontinuing with the work plan to adopt a Housing Action Plan in 2022 and to pursue re-instating LCA Program eligibility subsequent to that. The Housing Action Plan will take a big effort over a year. Discussion will begin at the Council’s next workshop. Mayor Kozlowski agreed that affordable housing is needed, but q uestioned whether the City has the tools necessary to influence the number of affordable housing units available. COUNCIL REQUEST ITEMS There were no Council request items. City Council Meeting January 19, 2021 Page 5 of 5 ADJOURNMENT Motion by Councilmember Collins, seconded by Councilmember Junker, to adjourn. All in favor. The meeting was adjourned at 8:07 p.m. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Resolution 2021‐014, a resolution adopting the North Aiple Park Plan Resolution 2021‐015, accepting Proposal and Awarding Contract to MK Mechanical for Stillwater City Hall Boiler Replacement Project Resolution 2021‐016, resolution approving Additional Workhours for the Manning/TH36 Interchange Project Resolution 2021‐017, Accepting Bid and Awarding Contract for Lake McKusick Sediment Removal Project (Project 2020-08) Ordinance No. 1158, an Ordinance amending the Stillwater City Code Section 31-300 entitled Establishment of Districts by rezoning approximately nine acres to TR, Traditional Residential (CPC Case No. 2020-54) Ordinance No. 1159, an Ordinance enacting Chapter 34 of the City Code of the City of Stillwater regarding the Establishment of a Utilities Commission Page 1 CITY OF STILLWATER LIST OF BILLS Abdullah Reabar Reimbursement 484.92 Action Rental Inc.Equipment rental 395.00 Aspen Mills Uniforms 1,025.68 AT&T Mobility Cell phone 67.46 Boyer Trucks Equipment repair supplies 1,690.72 Canteen Refreshment Services Concession supplies 127.30 Carey Daniel Reimburse for Work Boots 160.00 CDW Government Inc.Computer equipment 847.17 Cintas Corporation Uniforms & mat cleaning service 1,277.43 City of Woodbury SWAT participation 4,900.00 Clog Un-Boggler Inc.Unclog drain 295.00 Cole Papers Supplies 168.62 Comcast TV Internet & Voice 618.39 Communication Systems Specialists Install communications cabling 2,922.75 Core & Main Valve repair & supplies 1,737.80 Dalco Janitorial supplies 42.96 ECM Publishers HPC Case 202-33 342.00 EG Rud & Sons Neal Ave Project 455.00 Emergency Automotive Vehicle repair charges 630.73 Epson LabelWorks Store Office supplies 78.87 Erickson Robert & Sharon UB Refund 2,300.00 Flexible Pipe Tool Co.Equipment repair supplies 5,112.40 Frontier Ag & Turf Motor 1,147.32 Golden Expert Services Janitor Service 3,700.00 Goodyear Commercial Tire Tires 846.98 Gopher State One Call Inc.Locates 50.00 Grainger Supplies 582.06 Group Medicareblue RX Retiree Prescriptions Ins 2,873.00 Guardian Supply Uniforms 3,198.82 Harty Matt Grading Escrow Refund - 808 6th Ave S 1,500.00 Intoximeters Supplies 135.00 Jefferson Fire and Safety Inc.Equipment 3,271.10 Lametti and Sons Inc Greeley Lift Station Imp 189,528.71 League of MN Cities PATROL Subscription 1,980.00 Lindquist Michelle & Scott Planning Escrow Refund 3,000.00 Lindstrom Solar LLC Solar Energy 2,625.90 Mansfield Oil Company Fuel 8,977.72 MARSARS Water Rescue Systems Equipment 471.70 Marshall Electric Company Electrical repairs 2,797.00 Menards Supplies 1,195.85 Metro Area Mgmt Association Membership 45.00 Metropolitan Mechanical Contractors Maintenance agreement 5,064.20 Miller Excavating Valve & main repair 23,732.85 MN Chiefs of Police Assoc.Membership & Training 1,396.00 MN Dept of Driver & Vehicle Services Registration for 2020 Spartan 37.00 MN Dept of Labor and Industry Elevator license 100.00 Page 2 MP Nexlevel LLC Locating 962.50 NAPA Auto Parts Equipment repair supplies 271.47 Nardini Fire Equipment Equipment repair 1,112.00 Northland Graphics Self inking stamp 41.95 NPELRA Winter Conference 40.00 Office Depot Office supplies 372.41 Performance Plus LLC Drug screen 45.00 Pioneer Rim and Wheel Co.Equipment repair supplies 135.32 Piper Rentals UB Refund 298.25 Pro-Tec Design Equipment 1,796.50 R&R Specialties Inc.Equipment repair supplies 191.20 Riedell Shoes Inc.Skates 1,635.43 River Valley Printing Inc.Office supplies 868.00 Siegfried Construction Emergency Bluff Repair 67,403.85 Simplifile LC Filing fee 250.00 Spartan Promotional Group Office supplies 48.93 St. Croix Boat and Packet Co.Assistant Manager 33,611.79 Stillwater Collision and Mechanical Vehicle repair - 214 8,673.81 Tec Inc Equipment repair supplies 172.00 Telemetry and Process Controls Lift station repair - Nelson 633.20 Titan Machinery Shakopee Credit 390.04 Uline Inc Supplies 1,101.94 Universal Truck Equipment Equipment repair supplies 190.75 Washington County Property Records Truth in Taxation 1,907.52 WSB & Associates Inc.MS4 Services 273.00 Xcel Energy Energy 2020 34,663.95 LIBRARY Ace Hardware Supplies 173.84 Amazon Business Materials 185.84 Brodart Co Materials 2,042.42 Cintas Corporation Towels & Rugs 183.45 Greater Stillwater Chamber of Commerce Chamber Annual Membership 220.00 Hedin Sue Staff Reimbursement 133.40 Kaericher Jodi Staff Reimbursement 25.00 KidCreate Studio/Get Messy Programs - Juv (235 FSC)200.00 Menards Supplies 37.69 Mid-America Business Systems ScanPro2000 Maint Agreement 895.00 Midwest Tape Materials 2,650.50 Music Together in the Valley Programs 200.00 Office of MN IT Services Phone 143.70 Page 3 NOVEMBER & DECEMBER CREDIT CARDS Across the Street Productions Online training subscription - Roush 385.00 Amazon.com Supplies 5,952.89 Axon Enterprises Training - McBroom 375.00 Backgroundchecks.com Back ground checks 40.45 BCA Training Training 225.00 FedEx Shipping charges 57.63 Grand Pizza & Catering Box lunches for elections 1,769.77 Gumroad Inc Blue prints 29.00 Half Price Books Materials - Video (S.AV)275.51 Harry & David Basket for interview panel 75.25 Havis Computer mount repair for squad 56.91 Hawk Head Sales Tire pressure sensors 478.00 IACP Training - Felsch 395.00 MN Chiefs of Police Assoc.Training 657.00 MN Fire Srv. Cert. Board Certification for staff 200.00 MN Library Assoc.Membership - MLA (Troendle)230.00 MN Recreation & Park Association Job posting 225.00 MN State Colleges & Univ.Fire Investigation 2 - Marchetti 397.22 Penn Foster Career School Customer Training (COVID)180.00 RV & Auto Parts Replacement switch for command post trailer 28.07 Stillwater Post Office Shipping charges 19.60 Survey Monkey 2021 Survey Subscription 900.00 Symbol Arts COVID coins 1,100.50 The Gallery Collection Organizational Wellbeing Supplies 162.33 Tools 4 Flooring Vinyl base for PD floor project 853.83 University of MN CCE Registration Pesticide applicator recerts 290.00 UPS Shipping charges 13.91 West Marine Fire boat winterizing 72.36 Zoom Video Communications Zoom communications 126.32 DECEMBER MANUALS Comcast Internet & TV 347.26 Enterprise FM Trust Lease vehicles 1,861.28 Galowitz Jeff & Karen Neal Ave Imp 27,625.00 Galowitz Jeff & Karen & Colonial Savings Neal Ave Imp 18,450.00 Life Safety Systems Fire system repairs 1,061.00 Lone Oak Companies Inc Utility Bill Processing 1,717.89 PERA Shortage 167.63 SW/WC Service Cooperatives Retiree Health Insurance 73,481.59 TKDA Chestnut St Civic Plaza 40,493.12 Washington County Property Records Return of Excess Tax Increment - TIF #6 38,858.35 TO: Mayor and City Council Members FROM: Tom McCarty, City Administrator Donna Robole, Human Resources Manager DATE: January 29, 2021 SUBJECT: 2021-2022 Labor Agreement between City of Stillwater and International Union of Operating Engineers Local No. 49 BACKGROUND The City of Stillwater and IUOE Local No. 49 have concluded negotiations for a successor labor agreement for 2021 and 2022 and the IUOE Local No. 49 has voted to approve the agreement. Changes in the contract language include:  Recognition – The City recognizes Local No. 49 as the exclusive representative for all non -supervisory positions within the Stillwater Public Works Department  Contract Duration – 2 year agreement, January 1, 2021 through December 31, 2022  Wages – General Wage Increase: 2.0% increase effective January 1, 2021; 2.0% increase effective January 1, 2022  Wages – Licensure and Certification: Employees assigned to the Utility Division who currently hold a Class SB Wastewater Facility Operator License shall receive a monthly payment of $60. Employees holding a State of Minnesota Water Operator’s Certificate will receive $50 per month for Class B, $40 per month for Class C, $30 per month for Class D. Said monthly payments shall cease upon revocation or expiration of the Class SB, Class B, Class C, and Class D license  Health Insurance – Employer contribution increased by $15 per month toward group health insurance effective March 1, 2021, and $15 per month effective March 1, 2022; with a memorandum of agreement to continue four former Board of Water Commissioners employees under the existing City of Stillwater BCBSMN health insurance plan for 2021. Employer shall contribute 100% of the premium for the BCBSMN single plan, and effective January 1, 2021, the employer will contribute $1,246.86 per month per member toward BCBSMN group health insurance dependent coverage  Updates to Articles on Seniority, Probationary Periods, Work Schedules, Overtime Pay, Comp Time Accrual, Safety Shoes, Prescription Safety Glasses, Vacation, Sick Leave and On Call Pay  Notice - When the normal payday falls on a Federal Reserve holiday, the pay date shall be the previous non-Federal Reserve holiday. When the pay date falls on New Year’s Day (January 1), to avoid tax- related problems, the pay date will be the next business “bank” day following the New Year’s holiday RECOMMENDATION The proposed Labor Agreement between the City of Stillwater and IUOE Local No. 49 is consistent with direction from City Council for labor negotiations. IUOE Local No. 49 membership has approved the 2021-2022 City settlement proposal. Increased contract costs are included in the proposed 2021 budget. Therefore, staff recommends adoption of the resolution entitled “Approving the 2021-2022 Labor Agreement between the City of Stillwater and International Union of Operating Engineers Local No. 49.” City of Stillwater Washington County, Minnesota RESOLUTION 2021- APPROVING THE 2021-2022 LABOR AGREEMENT BETWEEN THE CITY OF STILLWATER AND INTERNATIONAL UNION OF OPERATING ENGINEERS LOCAL NO. 49 BE IT RESOLVED, by the City Council of Stillwater, Minnesota, that the 2021-2022 Labor Agreement between the City of Stillwater and IUOE Local No. 49, as on file with the City Clerk, be hereby approved with the following changes: Recognition – The City recognizes Local No. 49 as the exclusive representative for all non- supervisory positions within the Stillwater Public Works Department Contract Duration – 2 year agreement, January 1, 2021 through December 31, 2022 Wages – General Wage Increase: 2.0% increase effective January 1, 2021; 2.0% increase effective January 1, 2022 Wages – Licensure and Certification: Employees assigned to the Utility Division who currently hold a Class SB Wastewater Facility Operator License shall receive a monthly payment of $60. Employees holding a State of Minnesota Water Operator’s Certificate will receive $50 per month for Class B, $40 per month for Class C, $30 per month for Class D. Said monthly payments shall cease upon revocation or expiration of the Class SB, Class B, Class C, and Class D license Health Insurance – Employer contribution increased by $15 per month toward group health insurance effective March 1, 2021, and $15 per month effective March 1, 2022; with a memorandum of agreement to continue four former Board of Water Commissioners employees under the existing City of Stillwater BCBSMN health insurance plan for 2021. Employer shall contribute 100% of the premium for the BCBSMN single plan, and effective January 1, 2021, the employer will contribute $1,246.86 per month per member toward BCBSMN group health insurance dependent coverage Notice - When the normal payday falls on a Federal Reserve holiday, the pay date shall be the previous non-Federal Reserve holiday. When the pay date falls on New Year’s Day (January 1), to avoid tax-related problems, the pay date will be the next business “bank” day following the New Year’s holiday BE IT FURTHER RESOLVED that the Stillwater City Council authorizes the Mayor and City Clerk to sign the agreement. Adopted by the Stillwater City Council this 2nd day of February, 2021. ATTEST CITY OF STILLWATER Beth Wolf, City Clerk Ted Kozlowski, Mayor LICENSE TO USE REAL PROPERTY This Agreement is entered into by and between The City of Stillwater, Minnesota (Licensor), and the County of Washington, Minnesota (Licensee). WHEREAS, Washington County wishes to hold a household hazardous collection events in the City of Stillwater; and WHEREAS the City of Stillwater agrees to make the Lilly Lake Park available for such events; and WHEREAS, the collection of household hazardous waste provides a public benefit to the residents of Stillwater and the surrounding areas. NOW, THEREFORE, IT BE HEREBY MUTUALLY AGREED AS FOLLOWS: I GRANT OF LICENSE The City of Stillwater hereby grants Washington County a temporary nonexclusive license for the following dates: All day on Saturday May 15, 2021 For the following location: Lilly Lake Park 1208 Greeley St S Stillwater, MN 55082 II LIMITATION TO DESCRIBED PURPOSE The licensed premises may only be used by Licensee for the purpose of collecting household hazardous waste, waste consumer electronics, and for attendant purposes related thereto. III PAYMENT Licensee shall pay to the City of Stillwater $300 for each day of the license, and payment shall be made 30 days after each day of the license and will be sent to: City of Stillwater City Hall, 216 4th St N Stillwater, MN 55082 IV INDEMNIFICATION AND INSURANCE Notwithstanding any other provision to the contrary, the Licensor agrees to indemnify, defend and hold harmless the Licensee, its officers, employees and agents for any and all claims arising out of the contractor’s activities related to the service s provided under this agreement. Licensee agrees that in order to protect itself as well as the Licensor from claims arising out of providing services and the use of the space and furniture under this agreement, it will at all times during the term of this agreement keep in force policies of insurance providing: General liability limits of $500,000 per claimant and $1,500,000 per occurrence. Certificates of Insurance evidencing the insurance required under this clause must be provided to the Licensor before the effective date of this agreement. The licensee shall also have workers compensation Insurance in statutory amounts. V NONDISCRIMINATION During the performance of this agreement, the Licensee agrees to the following: No person shall, on the grounds of race, color, religion, age, sex, disability, marital status, public assistance status, criminal record, creed to national origin be excluded from full participation in or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination. VI RECORDS AVAILABILITY AND RETENTION Pursuant to Minnesota Statute 16C.05, Subd. 5, the Licensee agrees that the Licensor, the State Auditor, or any of their duly authorized representatives at any time during normal business hours and as often as they my reasonably deem necessary, shall have access to and the right to examine, audit, excerpt, and transcribe any books, documents, papers, records, etc., which are pertinent to the accounting practices and procedures of the Licensee and involve transactions relating to this agreement. The Licensee agrees to maintain and make available these records for a period of six years from the date of termination of this agreement. VII FIREARMS PROHIBITED Unless specifically required by the terms of this contract or the person it is subject to an exception provided by 18 USC§ 926B or 926BC (LEOSA) no provider of services pursuant to this contract or subcontractors shall carry or possess a firearm on county premises or while acting on behalf of Washington County pursuant to the terms of this agreement. Violation of this provision is grounds for immediate suspension or termination of this contract. VIII SCOPE OF USE County has sole use of area and is responsible for security and traffic flow. Use of site involves large traffic volumes and the County shall not be liable for damage to parking lot or driveways under normal high volume use. County will erect at tent or tents if needed to facilitate our collection. This includes breaching small holes in the bituminous surface of the parking lot to facilitate driving of stakes and securing guyline to the tent. Holes will be repaired by tent purveyor. IN WITNESS WHEREOF, the parties have executed this Agreement on the dates indicated below. STILLWATER WASHINGTON COUNTY BY:_________________________ BY: ___________________________ Chair, Washington County Board of Commissioners TITLE:______________________ DATE: _________________________ DATE:_______________________ BY: ___________________________ Kevin Corbid County Administrator DATE: _________________________ BY: ___________________________ Lowell R. Johnson, Director Department of Public Health and Environment DATE: __________________________ APPROVED AS TO FORM BY: Assistant Washington County Attorney DATE: 1/14/20251 /s/ Stuart Campbell 1/15/2021 City of Stillwater Washington County, Minnesota RESOLUTION 2021‐ RESOLUTION GRANTING LICENSE TO STILLWATER TROLLEY FOR THE OPERATION OF TROLLEY TOURS ON CITY STREETS WHEREAS, Rivertown Transportation LLC, dba Stillwater Trolley, made a request to renew their license to operate trolley tours on City roadways; and WHEREAS, Rivertown Transportation LLC has requested, as it does annually, two reserved on-street parking spaces for the trolleys; and WHEREAS, Rivertown Transportation LLC operates a ticket booth that through a grandfathered set of circumstances is on City property. NOW THEREFORE BE IT RESOLVED, that the Stillwater City Council hereby grants license to Rivertown Transportation LLC to operate Stillwater Trolley subject to the following conditions: 1. Two on-street parking spaces are hereby reserved in the locations shown in Exhibit A, providing that a $1,290 reservation fee be paid the City annually ($645 per space). 2. This license is valid for three years, but fees will be reviewed annually. 3. During periods of flooding, the City uses the area immediately surrounding the ticket booth and trolley parking spots for levee construction and flood fighting. Therefore, during these times the tours will not be allowed to operate from this location. 4. Stillwater Trolley operates its ticket booth from electricity provided by the City. The costs of relocating the electrical infrastructure will be the responsibility of Stillwater Trolley, as will be the monthly cost of electrical usage 5. Rivertown Transportation LLC must carry $5,000,000 of public liability insurance for Stillwater Trolley, as required by State law for “Common Carriers for Hire” and Rivertown Transportation LLC must name the City as an “additional insured” in the policy. 6. All trolleys must meet safety inspection requirements as established by State law. Adopted by the Stillwater City Council this 2nd day of February, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Exhibit A City of Stillwater Washington County, Minnesota RESOLUTION 2021‐ RESOLUTION SUPPORTING WASHINGTON COUNTY STATE FUNDING REQUEST FOR CSAH 5 AND BROWNS CREEK TRAIL CONNECTION PROJECT WHEREAS, the City of Stillwater adopted a Stillwater Trails Master Plan in 2015 outlining future plans for multi-use trail systems within the City, including connections to regional and state trail systems; and WHEREAS, Section 6.2 of the Stillwater Trails Master Plan, addresses Trail Corridor Recommendations and specifically encourages Washington County to develop a safe, ADA compliant, public multi-use access trail connection to Brown’s Creek State Trail from County Road 5 in the City of Stillwater; and WHEREAS, Brown’s Creek State Trail is a multi-use regional trail that has over 120,000 annual users; and WHEREAS, Washington County is requesting $3,000,000 in state funding support to construct a trailhead and trail connection from County State Aid Highway 5 to the Brown’s Creek State Trail in the City of Stillwater; and WHEREAS, the proposed Washington County CSAH 5 and Brown’s Creek State Trail project aligns with the goals of the City of Stillwater Trails Master Plan and will benefit both local and regional trail users. THEREFORE BE IT RESOLVED, that the City Council of Stillwater, Minnesota, hereby supports Washington County’s request for $3,000,000 in state funding to construct a trailhead and trail connection from County State Aid Highway 5 to the Brown’s Creek State Trail in the City of Stillwater. BE IT FURTHER RESOLVED, that the City Clerk shall forward a certified copy of this Resolution of Support to the Washington County Board of Commissioners and to the State Legislators representing the City of Stillwater - Senator Karin Housley, State Representative Bob Dettmer and State Representative Shelly Christensen. Adopted by the Stillwater City Council this 2nd day of February, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk LEGISLATIVE AGENDA WASHINGTON COUNTY, MINNESOTA Washington County Legislative Agenda – 2021 This document represents Washington County’s State Legislative interests for the year 2021. The county is a member of and, in general, supports the agendas of the Minnesota Inter-County Association (MICA) and the Association of Minnesota Counties (AMC). The recommendations and platform of these two organizations are included as a part of this document. In addition, the county has legislative priorities that are specific to county interests and we have included these on separate sheets with detailed explanations as to the issues and rationale for support. The county would like the support of the entire delegation in these highlighted areas. Table of Contents Page Washington County’s Vision, Mission, Goals, and Values . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7 Washington County Contact Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9 Washington County 2021 Priority Legislative Positions Local Property Taxpayer Protection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11 Coronavirus Pandemic Response . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13 Licensing Service Fees . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Washington County Historic Courthouse Renovation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17 Substance Use Disorder (SUD) Payback of Federal Government . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Community Correction Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21 Trunk Highway 36 and County State Aid Highway 17 (Lake Elmo Avenue Interchange Project) . . . . . . . . 22 4th Street Bridge – Oakdale . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 St. Croix Bluffs Regional Park Boat Launch Improvements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 County State Aid Highway 5 (Stonebridge Trail) and Browns Creek State Trail Connection Project . . . . . 26 Expanded Bus Route 363 – Red Rock Corridor, Phase I Implementation . . . . . . . . . . . . . . . . . . . . . . . . . . . 27 2021 General County Positions Regional Parks and Trails Operations and Maintenance Reimbursement . . . . . . . . . . . . . . . . . . . . . . . . . . 29 Metropolitan Regional Parks and Trails Share of Parks and Trails Legacy Fund . . . . . . . . . . . . . . . . . . . . . 31 In-Person Absentee Voting Procedures . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Second Daily Train Between the Twin Cities, Milwaukee, and Chicago – Support the Great River Rail Commission’s Request for State Funding . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Support Jurisdictional Transfer of Trunk Highway 96 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35 Expanding the Regional Transit Capital Area in the Twin Cities Metropolitan Area . . . . . . . . . . . . . . . . . . 37 Appendices Truth in Taxation – Facts About Your 2021 Property Taxes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Suggested Mandates for Consideration of Repeal or Reform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .43 Association of Minnesota Counties (AMC) Legislative Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .47 Minnesota Inter-County Association (MICA) Legislative Platform . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Partnership on Waste and Energy . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .143 CSAH 5 (STONEBRIDGE TRAIL) AND BROWNS CREEK STATE TRAIL CONNECTION PROJECT Position: Washington County is seeking $3,000,000 in state funding to construct a trailhead and trail connection(s) from County State Aid Highway (CSAH) 5 (Stonebridge Trail) to the Browns Creek State Trail. Issue: The Browns Creek State Trail is a 5.9 mile trail located in the cities of Stillwater and Grant on a former railroad bed. Over 120,000 users annually access the Browns Creek State Trail, which follows the old Zephyr Railroad Corridor line. The trail was purchased from a private party, through a joint partnership of Washington County and the Minnesota Department of Natural Resources (MnDNR). MnDNR currently owns and maintains this trail that also connects to local parks and trail systems including the Gateway Trail – the most used DNR trail in the entire State of Minnesota. Users who wish to access the Browns Creek State Trail from City of Stillwater neighborhoods must use an uneven, unsanctioned foot-path down a steep ravine. This project will construct a trail access from County Highway 5, with a trailhead and a parking lot as well as pedestrian improvements. This will provide safe, ADA compliant, public access to the Browns Creek State Trail for trail users. Washington County is leading this project with support from the Minnesota Department of Natural Resources, Stillwater Township and the City of Stillwater. Washington County has identified solutions to this problem that are responsible, cost-effective, and greatly improve public access. Washington County is now actively seeking funding to deliver this project. Support and Opposition: Local partners and agencies support this project. The general public has provided comments supporting the need for Browns Creek Trail access from County Highway 5. There is no known opposition to this project. Previous Consideration: This project has not previously been submitted for consideration. No Action: If the $3,000,000 of state bonding is not allocated to Washington County, the proposed project will either be delayed, or scaled back significantly. Financial Implications: The total cost of the County Highway 5 and Browns Creek Trail improvements is estimated to be $7 million. It is expected that local agencies (County and City) will provide $4.0 million, with the remaining $3 million from state funds. Contact Person: Wayne Sandberg, County Engineer/Deputy Director Washington County Public Works 651-430-4339 Wayne.Sandberg@co.washington.mn.us 26 Washington County is seeking $3 million in state funding to construct a trail head and trail connection(s) from County State Aid Highway (CSAH) 5 (Stonebridge Trail) to the Browns Creek State Trail. Issue At-A-Glance Users who wish to access the Browns Creek State Trail from City of Stillwater neighborhoods must use an uneven, unsanctioned foot-path down a steep ravine. Project Improvements • Trail access from County Highway 5 • Trailhead and a parking lot • Pedestrian and safety improvements • ADA compliant, public access to the Browns Creek State Trail for trail users More about the Browns Creek Trail • More than 120,000 users annually access the Browns Creek State Trail. • 5.9 mile trail located in the cities of Stillwater and Grant on a former railroad bed. • Connects to local parks and trail systems, including the Gateway Trail -the most used DNR trail in the State of Minnesota. Support Local partners and agencies, including Minnesota Department of Natural Resources, Stillwater Township and the City of Stillwater support this project. The general public has provided comments supporting the need for Browns Creek Trail access from County Highway 5. No Action If the $3 million of state funding is not allocated to Washington County, the proposed project will either be delayed, or scaled back significantly. Financial Implications The total cost of the County Highway 5 and Browns Creek Trail improvements is estimated to be $7 million. It is expected that local agencies (County and City) will provide $4 million, with the remaining $3 million from state funds. MEMORANDUM TO: Mayor and City Council FROM: Reabar Abdullah, Assistant City Engineer February 2, 2021 DATE: RE: Feasibility Study for the 2021 Street Improvement Project Project No. 2021-02 INTRODUCTION In October of 2020, Council authorized a feasibility study for the 2021 Street Improvement Project. The streets selected in the study are based on the condition of the road that gave a condition index to guide us on the type of work that should be performed. Streets included in this study for 2021 include: • • • • • • • • • • • • Mill & Overlay streets: Bayberry Ave. (Maryknoll Dr. N to Hawthorn Ln.) Interlachen Dr. (Bayberry Ave to 72nd St. N) Pineridge Ln. Northland Ave. (Interlachen Dr. to Hawthorne Ln.) Edgewood Ave. Edgewood Ct. Fairlawn Dr. Eagle Ridge Trail (Creekside Crossing to Neal Ave.) Creekside Crossing Creekside Cir. Creekside Ct. Autumn Way Nightingale Blvd. Tamarack Ct. Interlachen Ct. Walnut Creek Dr . Cottonwood Ct. • • • • • • Partial Pavement Construction: Eagle Ridge Cir . Eagle Ridge Ct. Eagle Ridge Crescent Lecuyer Dr . Lecuyer Cir . Lecuyer Ct. Thorene Pl Full Pavement Reconstruction: Maryknoll Drive from Oakridge Rd to Bayberry Ave. Mid Oaks Ave. N Kallie Ct., Mallard Ct., Wildwood Ct., Wildwood Ln., Eagle Ridge Place, Eagle Ridge Lane, and 72nd Street N were initially included in the study but were removed from the project because of budget restrictions and will be considered in 2022. In all, there are 4.66 miles of streets proposed for improvements, 3.4 miles of mill and overlay, 0.51 miles of partial pavement reconstruction, and 0.75 miles of full pavement reconstruction. EXISTING CONDITIONS: Eagle Ridge Trail Area This area includes Eagle Ridge Circle, Eagle Ridge Court, Eagle Ridge Crescent, Lecuyer Drive, Lecuyer Circle, Lecuyer Court, and Thorene Place; these streets were constructed between 1981 and 1985. The streets were constructed 32 feet wide, with 3 inches of bituminous, 4 inches of gravel base, concrete curb and gutter, and storm sewer systems. The City seal coated these streets in 2008 and did some preventative maintenance pothole repairs. Alligator cracking and deep potholes exist on these street sections today. Soil borings show pavement thickness in the range of 3 to 4.5 inches and about 4 inches of gravel. The Water Department has indicated that there are no problems with the water mains nor the services. Public works staff televised sewer and storm sewer systems, no significant repairs are needed. Maryknoll Drive This road was constructed in 1969 and is 32 feet wide with a concrete curb and gutter. The storm sewer system was built with the street but not adequate to handle the storm runoff. The section from Interlachen Drive to Bayberry was improved in 1996 by milling and onsite cold recycling rehabilitation process. No improvements were made to the section south of Interlachen Drive. Alligator cracking and pothole patches exist on the street, and large portions of the concrete curb and gutter are damaged. Soil borings show that the pavement thickness is in the range of 3 inches and about 8 inches of gravel. The Water Department has indicated that there are no problems with the water mains nor the services. City staff televised the sewer system, and no significant repairs are needed. Mid Oaks Avenue North City records show this road was constructed in 1974 and was seal coated in 1999. The road is built to 24 feet wide with no curb and gutter and has ditches on both sides. Soil borings show about 6 inches of pavement and no gravel. The road is in bad condition, with alligator cracking and pothole patches. The ditches are in good shape; however, they need cleaning in some areas. Interlachen and Croixwood area The study area includes Bayberry Avenue (Maryknoll Drive S to Haw Thorn Lane), Interlachen Drive (Bayberry Avenue to 72nd Street N), Pineridge Lane, Northland Avenue (Interlachen Drive to Hawthorne Lane), Edgewood Avenue, Edgewood Court, Fairlawn Drive, Tamarack Court, Interlachen Court, Cottonwood Court, Autumn Way, and Nightingale Boulevard. These streets were constructed in the early 1970s. In the mid-1990s, the City did 1.5 inches of mill and overlay on these streets. These streets are 32 feet wide, with 4 inches of pavement, 6 inches of gravel base, concrete curb and gutter, a storm sewer network, and a sidewalk on one or both sides of some streets. Some storm sewer inlets are small and undersized to handle the amount of storm runoff in the streets. Some sections of the sidewalk and curb, and gutter are damaged. These streets are structurally in good condition, but the pavement surface has cracks and needs pothole repairs. Creekside Crossing area The study area includes Creekside Crossing, Creekside Circle, Creekside Court, and Eagle Ridge Trail (Creekside Crossing to Neal Avenue). The streets in this area were constructed in 1998, and they are 32 feet wide with 4 inches of pavement and 6 inches of gravel base. The streets are constructed with concrete curb and gutter, storm, and sanitary sewer systems. There is cracking at the pavement's surface with potholes. The base is structurally sound however, some portions of the curb & gutter are damaged, and the trail has several potholes and cracks that need repair. PROPOSED PROJECT: Street Reconstruction Maryknoll Drive would have the existing curb and gutter removed and the bituminous reclaimed by mixing with the current base course to create a new base course for the street; The street would be tested for any bad spots. New concrete curb and gutter will be installed; The road would have two layers of pavement, a 2.5-inch base course, and a 1.5-inch wear course. Deteriorated catch basins, sidewalk sections, and manholes would be repaired or replaced, and all sidewalks would have pedestrian ramps added at the street intersections to meet ADA requirements. Extra storm sewer pipes and catch basins would be added from the intersection of Maryknoll Drive and Interlachen Drive to connect to the existing storm sewer system on Maryknoll Drive. Mid Oaks Avenue North would have the existing pavement reclaimed, graded to be used as a new, 6-inch base course for the road. The road would have 4-inches of pavement laid in two layers; a 2.5-inch base course and a 1.5-inch wear course. The ditches along the road would be cleaned and reseeded if necessary. Partial Reconstruction Eagle Ridge Cir., Eagle Ridge Ct., Eagle Ridge Crescent, Lecuyer Dr., Lecuyer Cir., Lecuyer Ct., and Thorene Pl 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. Bad sections of curb and gutter would be replaced along with all intersection pedestrian ramps to meet ADA requirements. Mill and Overlay Bayberry Avenue (Maryknoll Drive N to Hawthorn Lane), Interlachen Way (Bayberry Ave to Intrlached Drive), Interlachen Drive ( Interlachen Way to 72nd Street N), Northland Avenue (Interlachen Drive to Hawthorne Lane), Pineridge Lane, Edgewood Avenue, Edgewood Court, Fairlawn Drive, Eagle Ridge Trail (Creekside Crossing to Neal Avenue), Creekside Crossing, Creekside Circle, Creekside Court, Autumn Way, Nightingale Boulevard, Tamarack Court, Interlachen Court, Walnut Creek Drive, and Cottonwood Court would have the top 1.5-inches of bituminous surface milled and overlaid with 1.5-inches of bituminous. Bad sections of curb and gutter and sidewalks would be replaced along with all intersection pedestrian ramps to meet ADA requirements. PROJECT COST AND FINANCING: The project's total estimated cost is $2,137,189. This estimate includes design, surveying, inspection, administration, and contingencies. The project's funding is through two sources; assessments and permanent improvement bonds. Pavement reconstruction According to the City Assessment Policy, street reconstruction projects are assessed 70% to the benefitting property owner and 30% from City funds. The properties are assessed by the unit method. Corner lots are assessed 1/2 unit per side improved. Maryknoll Drive The estimated cost to construct Maryknoll Drive is $538,000. The estimated assessment amount for these units is $8,967 per unit. The appraised benefit value to these properties is $9,000. Mid Oak Avenue North The estimated cost to construct Mid Oak North is $146,459. The estimated assessment amount for these units is $9,320 per unit, the appraised benefit value to these properties is $10,000. Partial Reconstruction These Streets include Eagle Ridge Cir., Eagle Ridge Ct., Eagle Ridge Crescent, Lecuyer Dr., Lecuyer Cir., Lecuyer Ct., and Thorene Pl., the estimated cost to partially reconstruct these streets is $469,179. Properties are assessed at 70% and by the unit method. The estimated assessment amount for these units is $5,971 per unit; the appraised benefit value to these properties is $6,000. Mill and Overlay According to the City Assessment Policy, mill and overlay projects are assessed 80% to the benefitting property owner and 20% from City funds. Mill and overlay streets are split into two groups; 1. Streets with sidewalk this includes Interlachen Way (Bayberry Ave to Interlachen Drive), Interlachen Drive (Interlachen Way to Maryknoll Drive), and Northland Avenue (Interlachen Drive to Hawthorne Lane), the estimated cost of these streets is $184,514. The estimated assessment amount is $3,012 per unit. 2. Streets without sidewalk This includes Interlachen Drive (Maryknoll Drive to 72nd Street), Bayberry Avenue (Maryknoll Drive N to Hawthorn Lane), Pineridge Lane, Edgewood Avenue, Edgewood Court, Fairlawn Drive, Eagle Ridge Trail (Creekside Crossing to Neal Avenue), Creekside Crossing, Creekside Circle, Creekside Court, Autumn Way, Nightingale Boulevard, Tamarack Court, Interlachen Court, Walnut Creek Drive, Cottonwood Court, the estimated cost of these streets is $789,936. The estimated assessment amount is $2,231 per unit; the appraised benefit value to these properties is $3,000. The City hired Nagell Appraisal & Consulting to appraise few properties chosen at random to compare the estimated assessment to the appraised benefit to the properties included in this study area. The table below shows a breakdown of the project costs and the preliminary assessment rates: Type Estimated Assessment * Appraised Benefit Value Assessment Rate Assess Units Assessment Amount Mill and Overlay – Without Sidewalk $2,231 $3,000 Unit 262 $584,603 Mill and Overlay – With Sidewalk $3,012 Unit 49 $147,611 Autumn Way Trail- City Cost $22,854 Creekside Crossing Trail Seal Coat- City Cost $10,200 Mill and Overlay - City Property $23.17 LF 902 $20903 Partial Reconstruct $5971 $6,000 Unit 55 $328,425 Reconstruction (Mid Oak N) $9,320 $10,000 Unit 11 $102,521 Reconstruction (Maryknoll Drive $8,967 $9,000 Unit 42 $376,600 Assessment Total $1,548,859 City Share $588,328 Total Street Improvement $2,137,189 * 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 . PROPOSED PROJECT TIMELINE October 2020 Authorize Feasibility Study February 2, 2021 Presentation of Feasibility Study February 16, 2021 Public Hearing/Order Improvement March 2, 2021 Approve Plans and Specs/ Authorize bids April 2, 2021 Bid Opining April 6, 2021 Award Contract May –October 2021 Construction October 2021 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 2021 Street Improvement Project and order a public hearing to be held on February 16, 2021 at 7:00 PM. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting Resolution No. 2021-____, RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2021 STREET IMPROVEMENT PROJECT (PROJECT 2021-02) City of Stillwater Washington County, Minnesota RESOLUTION 2021- RESOLUTION RECEIVING REPORT AND CALLING HEARING ON 2021 STREET PROJECT PROJECT 2021-02 WHEREAS, pursuant to resolution of the Council adopted October 20, 2020, a report has been prepared by the City Engineer with reference to the 2021 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, that the City Council of the City 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 $2,137,189.00. 2. A public hearing shall be held on such proposed improvement on the 16th day of February 2021, at the Stillwater City Hall Council Chambers and via Zoom 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 this 2nd day of February 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk DATE: January 29, 2021 TO: Mayor and Council Members SUBJECT: Tax Abatement/TIF Committee for Lakeview Hospital project FROM: Bill Turnblad, Community Development Director INTRODUCTION The City Council directed the formation of a Tax Abatement Committee for the purposes of conducting background work and formulating a recommendation for the Central Commons tax abatement request. Subsequently, the need has arisen for consideration of tax abatement and/or TIF aspects of the Lakeview Hospital development site. It may be desirable for the Tax Abatement Committee that was organized for Central Commons to be tasked with reviewing requests by Lakeview Hospital as well. REQUEST Consider extending the responsibilities of Tax Abatement Committee formed for Central Commons to include review and recommendations for the Lakeview Hospital site. bt Date: January 28, 2021 To: Mayor and Council From: Beth Wolf, City Clerk Subject: Liquor License Refunds In May of 2020, City Council provided a partial refund of fees to businesses with an on-sale liquor license, due to the closure of businesses as a result of the COVID-19 Pandemic. The partial refund included two months of license fees, which match the time frame the businesses were forced to close. Businesses were allowed to reopen in May and the City provided other options, such as the Outdoor Sales permit, to assist with any losses they were incurring due to the Pandemic. On November 21, 2020, businesses were once again required to close due to the Pandemic. During this closure they were allowed to serve certain alcohol to go with food orders, however since on- sale liquor businesses were unable to fully use their liquor license from November 21 through January 11, 2021 (a total of 7 weeks), refunding either one month or two months of liquor license fees is proposed, see table below. License Type Annual Fee Per Month # of Licenses 1 Month Refunded 2 Months Refunded On-Sale Liquor w/ Sunday $ 3,087.50 $ 257.29 34 $ 8,747.92 $ 17,495.83 On-Sale Liquor $ 2,887.50 $ 240.63 1 $ 240.63 $ 481.25 Club On-Sale w/ Sunday $ 646.25 $ 53.85 2 $ 107.71 $ 161.56 Brewery On-Sale w/ Sunday $ 700.00 $ 58.33 2 $ 116.67 $ 233.33 Microdistillery On-Sale w/ Sunday $ 3,087.50 $ 257.29 1 $ 257.29 $ 514.58 Wine On-Sale & Malt Liquor $ 477.75 $ 39.81 7 $ 278.69 $ 557.38 Wine On-Sale $ 315.00 $ 26.25 1 $ 26.25 $ 52.50 Total Refund $ 9,775.15 $ 19,496.44 Off-Sale liquor licenses fees were not included because these types of businesses (liquor stores) were not required to be closed during the pandemic. Also, specific fees for work performed, such as a background investigation, shall not be refunded. ACTION REQUIRED: Council shall review and determine if a refund is warranted. If a refund is determined, Council shall make a motion approving one month or two months of refunds to all on-sale liquor license holders for the period of November 21, 2020 to January 11, 2021. BOARD AGENDA Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3 Wayne A. Johnson, District 4 Lisa Weik, Chair, District 5 February 2, 2021 - 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 Washington County is an equal opportunity organization and employer Because of the COVID-19 Pandemic and Emergency Declaration declared by the Governor of the State of Minnesota and Declaration of Local Emergency issued by the Washington County Board of Commissioners on March 17, 2020, some or all of the county board members may participate by video conference, telephone or other electronic means and the Board meeting will be conducted pursuant to and in compliance with Minnesota Statute 13D.021. The County Board meeting will be conducted at the regular meeting location of the Board Room, Washington County Government Center, 14949 62nd Street North, Stillwater, MN. Members of the public can attend the meeting in person, or view/monitor the meeting electronically from a remote location via live web stream. Members of the public who wish to share their comments or concerns on any issue that is the responsibility or function of Washington County Government, including the items that are listed on this agenda, may provide that comment via email at administration@co.washington.mn.us, or by telephone at 651-430-6001. Any comments of concerns shared, either prior to or during the board meeting, will be provided to each county commissioner. 1. 8:00 Board Workshop with Administration A.Update on Small Business Relief Grant Program. 2. 9:00 Roll Call Pledge of Allegiance 3. 9:00 Comments from the Public Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board 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. 4. 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 19, 2021, County Board meeting minutes. B. Approve the tentative agreement for 2021 Collective Bargaining Agreement with the Assistant Washington County Attorney’s Association. C. Adopt a resolution to establish, locate, and designate County Road 78 (110th Street South) from Trunk Highway 95 (Manning Avenue South) to County State Aid Highway 21 (St. Croix Trail South) as a County State Aid Highway, identified as County State Aid Highway 28. 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 Washington County is an equal opportunity organization and employer D.Approve amendment to Metropolitan Council Grant Agreement No. SG-11400 to increase the awarded amount to the grant by $37,994.68. E. Approve Metropolitan Council Grant Agreement No. SG-14928 in the amount of $831,038 for Lake Elmo Park Reserve and Central Greenway Regional Trail and Pavement Improvements. 5. 9:10 Accounting and Finance - Carl Jacobson, Principal Accountant (Item A1/A2) - Shanna Fulkerson, Senior Accountant (Item A2) - Jan Lucke, Deputy &RXQW\Administrator (Item A3) A. 1. Presentation of 2019 annual financial audit highlights, and 2019 summary financial statement provided in the annual newspaper publication. 2. Presentation of the Government Finance Officers Association (GFOA) Excellence in Financial Reporting Award for the county's 2018 Comprehensive Annual Financial Report (CAFR) and the GFOA 2018 Award for Outstanding Achievement in Popular Annual Financial Reporting (PAFR). 3. Presentation of the Government Finance Officers Association (GFOA) Distinguished Budget Presentation Award for the county's 2020 Budget. 6. 9:35 General Administration - Kevin Corbid, County Administrator A. Authorize permanent use of fund balance for continued COVID-19 pandemic related expenditures. B.Consideration of potential changes to the county’s Small Business Relief Grant Program. C.Legislative Update 7. 10:05 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. 10:20 Adjourn 10. 10:25 Board Workshop with Public Works A.Update on the progress of the MOVE Washington County Bicycle and Pedestrian Plan. Consent CalendarFRQWLQXHG Washington ; _;County BOARD AGENDA Board of Commissioners Fran Miron, District 1 Stan Karwoski, District 2 Gary Kriesel, District 3 Wayne A. Johnson, District 4 Lisa Weik, Chair, District 5 January 26, 2021 - 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 Washington County is an equal opportunity organization and employer Because of the COVID-19 Pandemic and Emergency Declaration declared by the Governor of the State of Minnesota and Declaration of Local Emergency issued by the Washington County Board of Commissioners on March 17, 2020, some or all of the county board members may participate by video conference, telephone or other electronic means and the Board meeting will be conducted pursuant to and in compliance with Minnesota Statute 13D.021. The County Board meeting will be conducted at the regular meeting location of the Board Room, Washington County Government Center, 14949 62nd Street North, Stillwater, MN. Members of the public can attend the meeting in person, or view/monitor the meeting electronically from a remote location via live web stream. Members of the public who wish to share their comments or concerns on any issue that is the responsibility or function of Washington County Government, including the items that are listed on this agenda, may provide that comment via email at administration@co.washington.mn.us, or by telephone at 651-430-6001. Any comments of concerns shared, either prior to or during the board meeting, will be provided to each county commissioner. 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.Approve revised resolution related to COVID sick leave benefits. B. Authorize permanent use of fund balance in an amount not to exceed $4,000,000 to fund lump sum wage increases included in 2021 collective bargaining agreements. C. Approval for reclassification of the Coordinator to the County Administrator position to a supervisory position. D. Authorize the Deputy County Administrator to approve the grant agreement between the Department of Human Services and Washington County for the Emergency Solution Grant in the amount of $473,225, for the period January 1, 2021, through January 31, 2022. E. Approve Contract No. 13923 with NEOGOV covering the new employee performance management system, the continuation of the applicant examination system, and job openings advertising with GovernmentJobs.com. 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 Washington County is an equal opportunity organization and employer 4. 9:10 Public Health and Environment - Lowell Johnson, Director A.Update on COVID-19 vaccination priorities and process. 5. 9:25 General Administration - Kevin Corbid, County Administrator 6. 9:35 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. 7.Board Correspondence 8. 9:50 Executive (Closed) Session - Human Resources A. Discuss strategy for negotiations with bargaining units that have contracts that expired at the end of 2020. 9. 10:35 10. 10:40 Consent CalendarFRQWLQXHG F. Approve licenses for the use of real property for the collection of household hazardous waste, and authorize execution by the Board Chair, County Administrator, and pursuant to Minn. Stat. 373.02. G. Adopt a resolution to enter into a Metropolitan Council Grant Agreement SG-14294 reimbursing the Land and Water Legacy Program for 75% of the cost to purchase located at 120th Street (PID 05.030.20.11.0002), Stillwater Township, Minnesota, for inclusion into Pine Point Regional Park, and enter into agreement and restrictive covenant with the Metropolitan Council. H. Approve Amendment No. 2 to Contract No. 11791 with SRF Consulting Group, Inc., in the amount of $167,160 for the County State Aid Highway (CSAH) 19 (Woodbury Drive) Mobility and Safety Improvement Project. I. Adopt a resolution authorizing Washington County to enter into Agreement No. 13897 with Summit Food Services for inmate meals at the Washington County Jail. 10:40-11:05 A. Presentation of the Square Lake Special Recreation Feature Master Plan. 11:10-11:55 B. Review of Gold Line Joint Development project for a new County Service Center. Board :RUNVKRSVZLWK3XEOLF:RUNV $GMRXUQ Washington ; _;County