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2021-08-10 CC Agenda Packet Changed from 2021-08-03 Due to Night to Unite
true NORTH consulting group #ConsultingMadePersonal iliwater THE BIRTH PLACE O F M I N N E S OTA IT OPERATIONAL REVIEW & RECOMMENDATIONS AGENDA trueNORTH consulting group • ABOUT US • TRENDS OF TECHNOLOGY IN CITY GOVERNMENT • OVERVIEW OF REVIEW PROCESS • STATE OF TECHNOLOGY SYSTEMS • FINDINGS AND COMMON THEMES THROUGH FEEDBACK • RECOMMENDATIONS • OPEN DISCUSSION #ConsultingMadePersonal ABOUT US trueNORTH consulting group Russ Johnson Chief Executive Officer • 25+ years K12 • Visioning & Long-range Planning • Processes & Operational Excellence • Bond Planning & Programming Mike Indergard Director I Strategic Planning • 20+ years K12 • Strategic planning • Complex IT & cloud networks • Large-scale campus environments #ConsultingMadePersonal THE INDEPENDENT CONSULTANT EXPERTISE Supplement your team with additional expertise or an outside perspective for the planning, design, bidding, contract administration, and project management for your technology and security initiatives. RESOURCES PROCUREMENT IMPARTIAL Scale your organization with additional resources when you need them. We provide the ability for your team to grow -on -demand without the costs and hassle of hiring and retaining additional in-house staff. Ensure you get the technology you want while allowing you to maintain procurement integrity during the RFP process, negotiations, and vendor selection. Let us be that buffer between your organization and the contractor community. As an independent consultant, we aren't incented or compensated by vendors or manufacturers. Our opinions and recommendations are our own. We will ensure the right -sized solution for your particular needs. CITY TECHNOLOGY TRENDS trueNORTH consulting group Smart Cities Citywide Wi-Fi Ransomware Attacks Hybrid Workforces Digital Transformation #ConsultingMadePersonal SMART CITY RANSOMWARE ATTACK Your personal files are encrypted You have 5 days to submit the payment!!! To retrieve the Private key you need to pay Your files HOME I+ [4- OFFICE CITY TECHNOLOGY TRENDS trueNORTH consulting group Smart Cities Citywide Wi-Fi Ransomware Attacks Hybrid Workforces Your personal Digital Transformation — I ♦ OFFICE #ConsultingMadePersonal You have 5 days to submit the payment!!! To retr€eve the Private key you need to pay REVIEW PROCESS trueNORTH consulting group ' Study #1: Technology department information requests Study #2: Technology department interviews Study #3: Non -IT staff interviews Study #4: City staff online survey Study #5: Peer city online survey #ConsultingMadePersonal Information Collection Data Driven Findings & Direction Data Analysis Industry & Peer Comparison ffiiu m firm ng factor to Q amem e peee es" Wired & Wireless Network STATE OF TECHNOLOGY SYSTEMS trueNORTH consulting group • Tier 1 and 2 systems • Regular refresh cycles • Secondary Internet connection • Backup systems and DR • City staff loves the IT team • Leverages vendors #ConsultingMadePersonal X • Numerous communications tools • Departments' data are disconnected • Existing staff cannot scale to provide strategic value • Need a citywide GIS resource • Need a communication specialist INTERVIEWS trueNORTH consulting group Common themes among Non -IT staff: • Great res • onse time by the ITteam, b the staff is aware of their The IT team's c the typical demands of the city operations The submitting and tracking s • itted technology issues The cit limited capacity matches we with taff and elpdesk portal is a useful to needs someone dedicated to GIS outside t e engineering . epar ment. #ConsultingMadePersonal needs a better method of • information and • •dates o e sta and the community • Network, Interne Wi-Fi, an• desktop/laptop L pee • s and performance communicatin ar good Coll • do between departme regarding eir technology • • • could • ere are that require multiple data entry points and do not talk to each other. 1 d but ate systems • ter 0o ma dispa CITYWIDE ONLINE SURVEY trueNORTH consulting group 80% of the city staff feel the device they use allows them to do their job effectively. L Strongly Disagree 1. Disagree • Neural Agree • Strongly agree #ConsultingMadePersonal 90% of the city staff feel the network and systems infrastructure is fast, stable, and reliable. 0% 10% 20% 30 4 40% 50% 00% 70% SO% 9044 100,% • Strongly oisagree • Disagree • Neutral ikee • N'A 64 CITYWIDE ONLINE SURVEY trueNORTH consulting group "Add (a) specialized support/management for ArcGIS management, including data." "The IT staff works with us to problem solve the challenges we face, and they come up with options and solutions that will best meet our needs. They take the complex and make it understandable." "20 hours per week of staff time would be saved by upgrading to modern payroll software that allows employees to complete their own online attendance for payroll purposes and then online supervisory approval." "Reduce the number of applications the city uses, offer or conduct more training opportunities, create more of a partnership with departments. #ConsultingMadePersonal "Task the department(s) that use the software to serve on a project team to explore upgrades and help document the urgency when change is needed. Technology staff can team with them but should not be required to lead." "It would be nice to have dedicated IT staff for public safety -specific issues. Public Safety needs to interface with numerous different agencies, and it would be nice to have an individual who can learn the specifics." "Some of the interconnectedness with Washington County IT can be a challenging relationship at times, which I know from firsthand experience. Our City IT staff wants to solve problems, whereas the County can make things overly and needlessly complex, frustrating and bureaucratic." PEER CITY ONLINE SURVEY trueNORTH consulting group Measurements: • City population • Number of major facilities • Number of minor facilities • Number of full-time and part- time employees • City annual budget • City annual technology budget • Size of city technology/IT team • The complexity of city technology infrastructure #ConsultingMadePersonal Cities responding: • Stillwater • Shoreview • South St. Paul • Inver Grove Heights • Eagan • Savage • Roseville PEER CITY ONLINE SURVEY trueNORTH consulting group City Stillwater Shoreview South St. Paul Inver Grove Heights Eagan Savage Roseville Major Minor Facilities Facilities Pop. Sq. FTE PTE Annual City Annual Miles FTE PTE Tech. (Tech) (Tech) Budget Budget 8 10 20,000 10 91 94 3 0 $28,317,384 $820,000 5 11 26,000 13 95 200 2 0 $33,143,485 $770,000 5 1 20,160 6 92 15 2 0 $21,469,472 $630,562 7 DNP 35,000 30 135 300 6 1 $21,000,000 $1,200,000 12 30 67,000 34 300 400 6 0 $42,822,000 $2,538,000 6 1 25 1 DNP 1 DNP 1 150 1 10 1 3 1 0 1 DNP 1 DNP 7 16 36,000 14 260 20 21 0 $62,000,000 $700,000 #ConsultingMadePersonal PEER CITY ONLINE SURVEY trueNORTH consulting group City Leadership — Technology Dept Represented City Stillwater Yes No X Shoreview X South St. Paul X Inver Grove Heights X Eagan X Savage X Roseville X #ConsultingMadePersonal Primary Internet Connection City Stillwater Provider's Name City's facility location Speed (Gbps) Monthly Cost Reliability (1-5) State of MN City Hall 0.15 $0* 5 Shoreview DNP DNP DNP DNP DNP South St. Paul State of MN City Hall 1 $384 5 Inver Grove Heights LOGIS DNP 10 DNP 5 Eagan LOGIS — State of MN LOGIS 1 $2,585 5 Savage State of MN DNP DNP DNP 5 Roseville DNP DNP DNP DNP DNP *Stillwater has a reciprocal agreement with MNIT to provide city -owned fiber to them for use at no cost in exchange for free Internet service from them. PEER CITY ONLINE SURVEY trueNORTH consulting group Wide Area Network City Stillwater Provider's Name Primary Connectivity Facilities Using Topology Speeds (Gbps) Monthly Costs Reliability (1-5) Washington County, City- owned City -owned Fiber, Leased Fiber 80 Ring 1 $0* 5 Shoreview DNP DNP DNP DNP DNP DNP DNP South St. Paul City of South St. Paul City owned fiber 100 Hub and spoke 1 $2,200 5 Inver Grove Hei hts g DBB City -owned 100 Hub and spoke p 5-10 Fiber locates only 5 Eagan Dir. conn. to LOGIS City -owned fiber 95 Multi -hub and spoke 1** $0 5 Savage City of Savage Fiber 100 Multi hub and spoke 1-10 DNP 5 Roseville DNP DNP DNP DNP DNP DNP DNP #ConsultingMadePersonal *Stillwater has a reciprocal agreement with MNIT to provide city -owned fiber to them for use at no cost in exchange for free Internet service from them. PEER CITY ONLINE SURVEY trueNORTH consulting group Device and User Count Ratios City Total Devices FTEs (Total) FTEs (Tech) Network Devices/ Tech TFE Staff Devices/ Tech FTE Stillwater 1,806 94 3 372 96 Shoreview DNP 200 2 - - South St. Paul 1,308 15 2 373 63 Inver Grove Heights 1,581 300 6 170 50 Eagan 3,210 400 6 353 83 Savage 676* 10 3 63* 83 Roseville DNP 20 21** - - Average 317 73 #ConsultingMadePersonal *Savage did not submit data for some categories and were excluded from calculations for averages. **Roseville is supported by Metro 1-Net which supports many municipalities. RECOMMENDATIONS TOOLS & APPLICATIONS • Move key apps to the cloud • Reduces risk and costs • Consolidate municipal apps into a suite • Provides insight, transparency, and accuracy into data • Leverage online multi - department collaboration tools • Centralized location for all communication • Increase city facilities bandwidth • Internet and WAN speed demands will increase with adoption of cloud and smart technologies #ConsultingMadePersonal RESOURCES • Add one FTE for increased capacity • Maintain support level while technology demands increase • Allows staff to shift from reactive to proactive • Add a communications specialist • Skilled in digital marketing, PR, and social media • Invest in IT staff training • Stay current on emerging technologies the city must support • Document city standards and processes leveraging cloud resources • Centralized repository for file storage and training materials trueNORTH consulting group DIGITAL TRANSFORM. • Forward -looking strategic planning • Automation, centralized apps, cloud adoption allows IT to be strategic • Planning for future funding • Capital funding, grants, multi- year leases • Erate for offsetting connectivity equipment costs • Proactive cybersecurity outsourcing • 24/7 monitoring, remediation, threat analysis • Relieves CoS of recruiting and retaining an expensive, specialized FTE TECHNOLOGY STRATEGY trueNORTH consulting group 20% 80% PURCHASE PRICE • MAINTENANCE DOWNTIME SECURITY TRAINING #ConsultingMadePersonal "Creating standards, lifecycles, and stakeholder buy -in before investing in technology helps to reduce the most significant costs for technology." PLANNING: With technology evolving so quickly, change the approach to investing into new technologies to include facilitated studies to determine readiness, requirements, success rubrics. PLANNING & BUDGETING trueNORTH consulting group 16 14 12 10 8 6 4 2 0 0 'C ,p\ 1 -Thvater THE 8 I R T H P L A C E O NINNSOTA 5 �aQ 1 1 1 Lifecycle Model in Years 1 1 U U O \So 5 `e5 • eon �•6�\' .xocp \- �o� v JQcp a o 5e`.§\�� Pc'`oy� La 15 NEXT STEPS - INTENTIONAL trueNORTH consulting group REVIEW FINDINGS & RECOMMENDATIONS DEVELOP PRIORITIZED LIST OF RECOMMENDATIONS & ALIGN WITH FUNDING SOURCES BEGIN WORK ON PHASE 1 PRIORITIES "An hour of planning can save you 0 hours of doing." -Dale Carnegie BERGSTEIN SHODDY MILL AND WAREHOUSE REDEVELOPMENT City Council Work Session Discussion August 9, 2021 KEY POLICY QUESTIONS AND DIRECTION • Desired Park Master Plan Amendments • Use Intensity • Municipal Dock • Parking • Selection of End User/Tenant • Landlord/Tenant Structure RELEVANT BACKGROUND 4 shoddy "devil," used to shred fabric scraps for reuse. Optiona I Tra nsient Cock at Ko!li ner Park Phase 5 sr. tr°� Bridgeview Park Phase 4 Phase 2 Phase 1 Ko11iner Park wntown tillwater Note: City -craned parcels are highlighted in red_ STRUCTURAL CONDITIONS Shoddy Mill • Seasonal Use Warehouse • First Floor Rehabilitation • Wood Sheave Rotten Corp plate • .R.47 • y . ,J - y . �. 'r -1L • • • ilL r I• '• 7114: • ;. !;*y • - M •al 3. 2 t • - .• • F •.+ ' L ' y� r € .. , :.• • 1 • �4 f • ti CONTEMPLATED AND ALLOWABLE USES Contemplated Uses • Public Park Compatibility • Interpretative/Learning/Visitor Center • Multi -use Trail Amenity Center Allowable Uses • Park, Recreation and Open Space Zoning • Floodplain Overlay • St. Croix River Overlay • • ./ 1.1 I (I LJ •v• ti j s SITE AMENITIES AND LIMITATIONS A • Safety/Security • Recreation/Tourism • Traffic and Parking • Site/Shoreline • Design (Review/Permitting) • Historic Preservation • Capital Improvement Planning/Project Management y .J 1-. ----- - r L1 National Historic 11 14- Register of Places 5a . &t. MCa L .Fbn r -- - } lPc i c ,� 5 e 95 = Downtown Commercial Historic District M Fisboric District Boundary Property Des 4ua5on 1 Conuihuting Building - Con4buting Site © Convrbutlng Shia -ire Downtown Commercial Historic District Inset • ,._ a P. _ Noncontributing Riding - Noncontributing Site 11L� 1 4� _ y y r . ;. a �' _ - cut g -• ar _ 11111 —'MyµwLSs- `',, —`` 95 y .. aa• y yl in "lli y' . ' rI"' - Ilia litillag+ _� -- • liViOhr . ` �� s * f9• i� 1 te MS �F, 1 ' .r� 2' �'�' 3 " 74 5 r - i 6 1 4 . e - •.iYY g10`F RNESF' • �.2]� ......... '•6•••r.l.y y j .......t ... �: x"S 36! , y ti..••t. 11. y. . j•.•rry .. _ .�"5�.�' Remared�ontrihuting Suiding - RerrcaedHJuyconiibu Buldng 0 Ha:iana! Registeristed Places i_ Old Stone Bridge 2 William Sauntry Mansion and B&B 3_ Territorial Prism Site 8 Warden's Hoy -se 4. hurry MoKusick House & lift Bridge 7. Chicago, Milwaukee & St Paul Depoug�. Fret Hcu=_e B. MCIAZ Heagstein Shoddy Mil & Ware^ouse B..lcrbmer Webster Hasse 10. Waseos Hersey Hoarse County Historic Courthouse 11_ Austin 12. Austin Jenks House 13. Nelson School 14_Albert Lammers House CkaR South Main Archaeological District . r Draft Cultural Lardsrape Dstric[ ".... . Crty 6Jm•t Surface Writer 0010 iir III Ilk• �� - . loll" \-- urn 77 sa r4 r 1 r�nr . fray, 4 r.9 0 " . .4., i e Figure 5.3; National Register of Historic Places 8 400 1,6D0 3,660 w T E_I F6 saw xs• - III 95 i9[7 380 570 Feet =r...ra....... Y ! — 95 ..,.:47 • .% as — •. •. PLAN OF STII LWATER ❑6 .0.11.xa. r�, �aw en«es Environmental Issues tit 1 1 S /111 1}/' L'A.Ce.r Connl • • OS_Armi0rp of F.R.u.m • •• • F.daraL Emsla.T 11a..Pr® Apoq IFEW1 • • Sf.f Ilp.nrm .1 I.mr:ar N...a..l huh 3.1.xu NaLmilNdw.a.ni.. . a • • • • • • • • • • Normal WaarsaC .san.eien s.....,... ra- I, seal. A].:.., corral m ■ • .''!AtE Whdeerrel,.sie. Camera]...r, • • • • • • u �>,...y Ua.` wn� nrI • • • • • • • • • • • x..ran%a..r.i a.rninn arin.arn of • • • • • • • • • • • w.. n...rd.r 1Er.r. 1 So.I Aarurm • • Lw -SL cmn. a..aprad • • is • • • • corriuroo 1 MIMIC) a de.a c.mr.. • • • • • emlvf Trihal klir.rlc Pru.nei. n OOi.apn11' :m cna.ero.00.inl • • Sbl. II irznir Pru.r.. o o o COisalaimsa.eu.aWWimg•sna } • 51.mma. e..am9r.or.1 Sward • • TeC10NALlf_UCAL Nnropoliuo Coumcl • iRaN.I. C rvilliay.edj a. c.m.,On... 1..-0 • • • • • • • • • • • • • • -May :1•11•- •••iilk • • • • • • • • • •156 Warr lla.MISO.MI, • • • • • aa.rlra�-- • • • • • a+Lcm ESTIMATED REHABILITATION COSTS Site Improvement Estimated Costt Bergstein Warehouse and Mill Rehabilitation $508,000 Bergstein Building Area Site Work, North .Access Drive, and Existing Parking Upgrade $1,540,000 Transient Boat Dock $4,260,000 Total Area Buildout Cost $6,408,000 2021 2022 2023 2024 2025 Buildings/Site 52,419,000 $2,467,000 $2,517,DOD $2,567,000 $2,618,000 Dock 54,797,0OD $4,894,000 54,991,000 $5,091,000 55,193,00D Total 57,216,000 $7,361,000 57,508,00D $7,658,000 57,611,000 ALTERNATIVES Parallel Parking Sidewalk TH-95/36 (EL. 708.3) Driveway (EL. 700.6) Historic Bergstein Buildings /dr Trailhead Information Kiosk Combined Trail Lawn Existing (EL. 693.48) Reinforced Shoreline Transient Dock 100 Year Flood (EL. 693 A pprox.) — 10 Year Food (EL. 686 Approx.) EL. 676 • Seek Additional Interest?,i Master Plan • Restaurant/Concessionaire? • Parking Needs • Municipal Dock End User • Landlord/Tenant Structure • City Led Improvements • Standard Lease STILLWATER PARK o • NAMING PROJECT Presented by St. Croix Valley residents Tracy Maki, Heather Rutledge, Greg Seitz Summer 2021 • 0 "The name we give to something shapes our attitude toward it." • WHAT: St. Croix Valley community members revisiting the name of the former N. Aiple Park, currently Lumberjack Landing. • WHY: Current name does not fully reflect or celebrate the rich history and exceptional natural resources of the area. • RESPONSE: 82 community members offered creative input after reading the one -page overview and emailing thru the webpage. 98.8% supported a name change. Park Naming Criteria 1. It should reflect a unique or indigenous aspect of the City or the St. Croix Valley, either past or present. 2. Neighborhood or geographical identification such as streets, buildings, neighborhoods, property designations or natural features such as bodies of water, flora, fauna, geography. 3. Historical or cultural significance (past or present) such as events, places, businesses. 4. Names should not offend a person or group of persons, nor potentially cause community conflict. 5. Names of any person or family will not be considered. 6. Park name must not be name after any living people... 7. Park names submitted will only be advisory and not binding on the city. Based on May 2005 City Council Resolution 2005-104 Park naming activity to date City Council + Parks & Recreation Commission • December 2019: Name the Park contest, Polco survey opens • January 2020: 1st City newsletter mention • February — July 2020: 23 suggestions reported (Polco working?), Parks & Rec. work, consultation & dialogue resuTts in Old Mill Park recommendation to City Council • August 2020: City Council tables naming decision, asks Parks & Rec. for more input. "...recommended names do not reflect the property's character and beauty and further suggestions should be solicited." Mayor Kozlowski's personal Facebook post garners 30+ comments, many of which were not related to a specific park name. ;) • November 2020 — February 2021: Parks & Rec. considers names, recommends Riverside Park to City Council • March 2021: City Council has brief dialogue, wrapping 15,months of work. City Council rejects 2nd Parks & Rec. name, Riversideark, as "basic and "simple." Mayor Kozlowski's suggestion of Lumberjack Landing voted upon and approved. 1 rAg Mei -•••• Engagement with brainstorming prompts • 40% preferred, encouraged or suggested a name reflecting native, First Nation, Ojibwe or -Dakota heritage • 20% - expressed support, offered other name suggestions • 20% - expressed support, no name suggestions • 11% supported multiple names (but not Lumberjack Landing) • 9% preferred Legacy Park Submitted suggestions • Native • Anwebi Landing (Ojibwe for he/she rests) • Abwi Landing (Ojibwe for paddle) • Ho -Ka Be Park (Ojibwe for heron, to hatch) • Mni Wiconi (water is life) • Nibi Park, Kee-go-shagewa-minnie (the place of jumping fish), Jiigibig Landing (along a shore, by the edge of water), Ziibi Park, Watpa Landing • Non-native • Legacy Park • River Spirit, Peace, Tamarack House, Sublime Solitude, Lake/River Overlook, White Pine Landing, Cottonwood Park, Heron Landing, St. Croix Landing, Stillwater Shores, Waters of Life, Flyway, Rookery, Island View, Sunrise Shore, St. Croix Valley Scenic, Still Waters, Scenic Mile, Stillwater Mill, Dragonfly/Damselfly Request for action from City Council • Reconsider the name. • If yes - possible approaches: 1. Choose a name from recent community input. 2. Further engage community in re -naming. If Native/First Nation name is seen as most appropriate, engage with those closest. • If no — well, that's unfortunate. • Other options? THANK YOU! point dakota scenic love nearby area americans stillwater connection along river ojibwa good native easy lumberjack great place support words`^"c°n' allow thinkland Oi bwealways legacy activities lumber beautifui people anwebi rookery croix envision heritage ( Zoom Meeting Participant ID: 112866 ® Recorcling... 11 ■ 8: View 0 a) s C3 ❑ X Participants (5) Cit... (Host, me, participant ID: 112866) in Stillwater AV 4 01 Larry Odebrecht Sheila Maybanks Tim Gladhill Join Audio Start Video Securit •• 5 Partici )ants ce CI Share Screen Pa j - . R- ,r lin Reactions More Invite Mute All f 1 88 community thread Loop Latest Revision: August 3rd, 2021 Olive St W The bus runs on Mondays 10:OOam-3:OOpm. Refer to times on back for your Senior Community. Get off at any scheduled stop and our bus will be back in 1 hour for another pickup. Retail/Local Destinations O Senior Community Pickups Spots * Stops by request near Target Stops by request near Walmart Community Ann BCdiovick Thread Apartments O McDonald's All Buses are Wheelchair/Walker Accessible or rcaa /S Stillwater < Medical Group Courage Kenny L El Rehab ® Valley Outreach Walmart Oak Park Senior Living 0 Rivertown Commons Myrtle St 1 Lakeview Hospital Washingtor Governmen For more information contact us at: (651) 789-6221 River Market Co-op Port-Sunn O Raymie Johnson Estates co c NEWTR6X community thread Loop Senior Building Pickup Locations in Yellow Cpi[abn tion inMor:1 yi i wv Si�.G�yl•e-�i"- �v�, c'4'$I��iii' i►• 3kilt 1tt fit • Get Around Town for $3/all day...Everyone Welcome Bus Route & Stop Times Every Monday (except Holidays) from 10:OOam-3:OOpm Effective: August 3rd, 2021 Ride All -Day for $3.00 Raymie Johnson Estates Birchwood Townhomes Rivertown Commons River Market Co -Op Lakeview! Hospital Courage Kenny Rehab Stillwater Medical Group Valley Outreach Ann Bodlovick Apartments Target CUB Foods Walmart Green Twig Apartments Oak Park Senior Living 10:00 10:05 10:11 10:13 10:19 10:23 10:25 10:27 10:32 10:36 10:39 10:46 10:50 10:53 11:00 11:05 11:11 11:13 11:19 11:23 11:25 11:27 11:32 11:36 11:39 11:46 11:50 11:53 12:00 12:05 12:11 12:13 12:19 12:23 12:25 12:27 12:32 12:36 12:39 12:46 12:50 12:53 1:00 1:05 1:11 1:13 1:19 1:23 1:25 1:27 1:32 1:36 1:39 1:46 1:50 1:53 2:00 2:05 2:11 2:13 2:19 2:23 2:25 2:27 2:32 2:36 2:39 2:46 2:50 2:53 For questions about the LOOP bus route or schedule, please contact NEWTRAX at (651) 789-6221 or (651) 846-9302 Thank You to all of our Community Partners 44> Lakeview Hospital HealthPanners. Hugh J. Andersen Foundation City of Oak Park Heights Stillwater Lions Club illwater 'Kt ••Plras.Ct Qt S• i� Rotary Stillwater Rotary Club Stillwater, MN 2021 Sidewalk Rehabilitation Project ■ 2021 Sidewalk Rehabilitation Project Project purpose Rehabilitate sidewalks that are severely cracked, heaved, settled, or misaligned. Focus on Main Street and other areas. 2021 Sidewalk Rehabilitation fsiftbydet locations &via FIRM 2021 Sidewalk frnprovent Project G HARVEST GR INSH1P OMESTEAA GR ►y GRN GACIENT viT • Sidewalk Location 2021 Sidewalk Improvent Project N Feet 270 540 1,0a0 2021 Sidewalk Rehabilitation Project Project Summary Properties involved: 28 Sidewalk replacement Area: 2,869 S.F. Replacement ranges from 15 SF to 860 SF. Feasibility Estimated cost: $45,540 2021 Sidewalk Rehabilitation Project Project Cost and Financing Total estimated cost: $45,540 Assess 50% of cost or $22,770 Assessed cost: $7.94 per square foot Assessment range from $119.10 to $6,822.40 Paid Lump sum(no interest paid) Added to taxes at interest rate ( not determined yet) Payment term 5 years 2021 Sidewalk Rehabilitation Project Sample Assessment Calculation Sample Assessment = $500.00 5-year term, 2.75% interest Year Principal Interest Total 1 $500.00 $13.75 $113.75 2 $400.00 $11.00 $111.00 5$100.00$2.75$102.75 5 2021 Sidewalk Rehabilitation Project RECOMMENDATION • Conduct hearing • Approve assessment roll l l lwa ter The Sirlhplaca of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us NOTE: Public can participate in person at City Hall, online at www.zoomgov.com or call 1-646-828-7666 and enter the meeting ID number: 161 843 8759 or watch live on the city website or on local Channel 16. Public comments can be emailed to stillwater@ci.stillwater.mn.us AGENDA 1 No Cha ge CITY COUNCIL MEETING to Agenda August 10, 2021 7 REGULAR MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Organizational Review Presentation on IT 2. Shoddy Mill and Warehouse Redevelopment Considerations 3. Lumberjack Landing Park/Aiple Property Re -naming Request 4. Class Comp Market Rate Review Discussion 5. Workplace for Tomorrow Flexible Work Arrangement Policy - Resolution IV. STAFF REPORTS 6. Public Works Director 7. Police Chief 8. Fire Chief 9. Finance Director 10. Community Development Director - Chestnut Street Plaza Project Update 11. City Clerk 12. City Attorney 13. City Administrator 14. 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 15. Community Thread Budget Request - Sally Anderson, Executive Director 16. Washington County Historical Society Budget Request - Brent Peterson, Executive Director 17. Youth Service Bureau Budget Request - Lacey Thompson, Behavioral Health Program Director 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. 18. July 20, 2021 regular meeting minutes 19. Payment of Bills 20. Community Development Block Grant Program Cooperative Agreement Amendment #2 21. Paid On -Call Firefighters Salary Adjustments - Resolution 22. RES Pyrotechnic Agreement for Lift and Loop Celebration Fireworks - Resolution 23. Rivertown Fall Art Festival Temporary Liquor License 24. Small Cell Telecommunications Services Agreement with SEH 25. St. Croix Valley Rec Center Zamboni Purchase Request 26. Waste Management Revised Amendment Agreement 27. Water Street Elevated Walk Project and Andiamo Electric Service Relocate Agreement XII. PUBLIC HEARINGS - when addressing Council please limit your comments to 10 minutes or less. 28. Project 2021-06 to consider sidewalk rehabilitation on the 2021 Sidewalk Rehabilitation Project. Notices were mailed to affected property owners on July 30, 2021 and published in the Stillwater Gazette on July 30 and August 6, 2021- Resolution XIII. UNFINISHED BUSINESS 29. Strategic Plan Summary 2021 XIV. NEW BUSINESS 30. Summer Tuesday's Event Extension and Waiver of Fees Request - Resolution 31. Chicken Permit Application for 1201 Lecuyer Cir 32. St Croix River Riverbank Stabilization and Riverwalk Project Accept Bids & Award Contract - Resolution XV. COUNCIL REQUEST ITEMS XVI. ADJOURNMENT Page 2 of 2 City Council Meeting Agenda August 10, 2021 Page 1 CITY OF STILLWATER LIST OF BILLS 1ST Line/Leewes Ventures LLC Abdullah Reabar Ace Hardware Action Rental Inc. Advance Auto Parts Advanced Sportswear American Test Center AMI Consulting Engineers PA Aspen Mills Batteries Plus Bulbs BCA Training BHE Community Solar Bolton & Menk Inc. Bryan Rock Products Inc. Cash-Darvell Sarah Central Wood Products Century Link Century Power Equipment Cintas Corporation CivicPlus Clifton LarsonAllen LLP Coca-Cola Distribution Core & Main Corval Constructors Cummins Sales & Service Dalco ECM Publishers Emergency Apparatus Maintenance Emergency Medical Products Eng Michael Erenberg Sarah Farrar Holly Ferguson Waterworks #2518 FleetPride Fleischhaker Dave Flexible Pipe Tool Co. Foremost Promotions Frontier Ag & Turf Golden Expert Services Gopher State One Call Inc. Grainger Granicus Inc Greater Stillwater Chamber of Commerce Greiner Michael Guardian Supply Haussner Plumbing LLC Hisdahl Inc Hoisington Koegler Group Inc Snacks for concessions Reimburse for plotter paper & ink Supplies Concrete & trailer rental Equipment repair supplies Polos & embroidery Vehicle repair Riverbank Stabilization Freight on invoice 273930 Paid 5/18 Batteries TAC workshop Solar Energy Lift stations Red ball Refund of dog license Northland Park playground mulch Telephone & SCADA System Supplies Uniforms & mat cleaning service HR Software Audit Beverages for concessions Repair Equipment repair supplies Equipment repair supplies Supplies Publications Vehicle repairs Heartstart battery Reimburse for Work Boots Mileage reimbursement Park Fee Refund Water meters Equipment repair supplies Reimburse for work boots Sewer equipment Fire education materials - hats Equipment repair supplies Janitor Service Locates Supplies Qtrly web streaming service Leadership in the Valley tuition Reimburse for work boots Uniforms Install grate cap on roof vent pipe Bronze plaque Design guidelines 226.15 294.57 219.36 684.00 1,592.79 315.00 1,535.00 13,652.50 9.89 73.44 25.00 7,056.00 7,264.00 718.87 20.00 1,820.00 1,198.52 113.70 1,504.53 7,025.64 2,000.00 278.18 958.94 456.00 3,073.39 2,261.97 274.55 6,637.00 226.90 160.00 27.75 85.00 2,111.40 66.51 191.24 1,040.40 1,940.56 580.57 3,700.00 31.05 1,171.87 1,984.40 1,990.00 131.88 3,696.79 200.00 2,738.00 2,235.00 Page 2 Holiday Companies Vehicle washes 270.00 Holiday Credit Office Fuel 36.23 Hugo Equipment Company Equipment rental 115.97 Huelsmann Mary Park Fee Refund 50.00 Innovative Office Solutions LLC Paper 224.99 Jefferson Fire and Safety Inc. TFTvalves 1,069.48 Kelly & Lemmons PA Prosecution 8,333.00 Kermits Disposal of Forest Lake 30 Yard Construction 468.00 Kirvida Fire Inc. Vehicle repair 2,317.25 Kodiak Power Systems Wellhouse repairs 383.20 Lake Country Door LLC Equipment repairs 230.00 Lakeview Hospital Legal blood draws 50.00 Lano Equipment Equipment repair supplies 318.15 League of MN Cities Harassment prevention 170.00 LeVander Gillen Miller PA Professional Services 12,475.50 Life Safety Systems Inspection 975.00 Loffler Companies IT Professional services 1,440.00 Lone Oak Companies Inc Utility Bill Processing 1,729.08 MacQueen Equipment Inc. Equipment repair supplies 247.76 Madden Galanter Hansen LLP Labor Relations Services 162.00 Mansfield Oil Company Fuel 9,804.17 Marshall Electric Company Electrician services 2,873.00 Menards Supplies 2,517.74 Metro Sales Inc. Copier Lease 88.00 Metropolitan Council Monthly SAC 14,760.90 Metropolitan Council Environmental Wastewater Charge 169,535.87 Midway Ford 2021 Ford F150 D84904 27,550.91 Miller Excavating Watermain repair 4,656.55 MK Mechanical Inc Police locker room 490.00 MN Dept of Labor and Industry License renewal 10.00 MN Ice Arena Mgr Assoc Registration 175.00 Multi -Regional Training Center Membership 100.00 NAPA Auto Parts Equipment repair supplies 24.51 National Reprographics LLC Scan & email 799.47 Nutritional Weight & Wellness Good Foods Good Moods webinar 450.00 Office Depot Office supplies 250.85 OnSite Sanitation Portable Restroom 4,040.06 Pearson Bros. Inc. Seal Coat Project 44,713.79 Pepsi Beverages Company Beverages for concessions 1,052.04 Praxair Ditribution Cylinders 59.88 Quill Corporation Office supplies 246.35 Rehn Code Consulting Services Plan Review 3,791.43 River Valley Printing Inc. Business cards 552.00 Rogness Chad Reimbursement for Leadership in the Valley fees 25.00 Roof Tech Roof maint. 3,357.00 Safety Signs Patching Myrtle 1,274.40 Sherwin Williams Painting supplies 112.05 Sign Solutions Sign supplies 725.73 Simplifile LC Filing Fees 301.50 SiteOne Landscape Supply Supplies 24.95 Springbrook Software St. Cloud State University St. Croix Recreation Fun Playgrounds Stillwater Medical Group Streichers T.A. Schifsky and Sons Taylor Electric Thomson Reuters Toll Gas and Welding Supply Total Parking Solutions Inc. Tri-State Bobcat True North Consulting Group Verizon Wireless Waldron Compnay Walmart Community Washington Conservation Distr Water Conservation Services Inc Wausau Tile WSB & Associates Inc. Zep Sales & Service LIBRARY Abbott Paint Amazon Business Artistry ArtStart Baker and Taylor Blick Art Materials Brodart Co Carpenter St. Croix Valley Nature Center Cintas Corporation Culligan of Stillwater Faurot Kimberly Hedin Sue Infogroup Jacobsen Aurora KidCreate Studio/Get Messy Madden Galanter Hansen LLP Menards Office of MN IT Services Per Mar Security Services Regents of the U of M Serendipity Art & Design Uline Inc Washington County Library Monthly UB web payments Training Burke playground Gas mask testing questionaires review Ammo Street Improvement projects Equipment repair supplies Information Charges Cylinders Riverview repairs Equipment repair supplies Operations review for IT Dept Wireless Service Strategic planning session Supplies Shared Educator 418 Hanson PI Equipment MS4 Services Supplies Paint Programs Programs Programs Programs Programs Materials Programs Towels & Rugs Water Programs Programs Materials Programs Programs Legal Services Janitorial Supplies Phone - June Security Monitoring Programs Programs Janitorial Supplies Q2 Notices Page 3 343.00 215.00 44,412.00 782.00 4,647.90 64,774.82 1,260.00 158.12 194.89 1,075.00 46.28 3,727.50 3,667.26 1,783.40 39.96 675.00 316.10 591.95 196.50 111.74 38.74 94.63 330.00 425.00 14.00 131.25 6,967.66 162.32 178.20 27.95 145.80 86.97 390.00 30.00 300.00 90.00 41.88 143.70 178.20 100.00 51.00 407.07 86.80 Page 4 ADDENDUM BlueCross BlueShield MN Dept of Agriculture Smoke & Vape Center Inc Adopted by the Stillwater City Council this 10th day of August, 2021 Mayor Ted Kozlowski Retiree Insurance Pesticide applicator fee Refund of Tobacco License 12,486.50 10.00 500.00 TOTAL 563,463.16 NI 1 1\7 ter The Sirlhplaca of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us NOTE: Public can participate in person at City Hall, online at www.zoomgov.com or call 1-646-828-7666 and enter the meeting ID number: 161 843 8759 or watch live on the city website or on local Channel 16. Public comments can be emailed to stillwater@ci.stillwater.mn.us AGENDA CITY COUNCIL MEETING August 10, 2021 REGULAR MEETING 4:30 P.M. I. CALL TO ORDER II. ROLL CALL III. OTHER BUSINESS 1. Organizational Review Presentation on IT 2. Shoddy Mill and Warehouse Redevelopment Considerations 3. Lumberjack Landing Park/Aiple Property Re -naming Request 4. Class Comp Market Rate Review Discussion 5. Workplace for Tomorrow Flexible Work Arrangement Policy - Resolution IV. STAFF REPORTS 6. Public Works Director 7. Police Chief 8. Fire Chief 9. Finance Director 10. Community Development Director - Chestnut Street Plaza Project Update 11. City Clerk 12. City Attorney 13. City Administrator 14. 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 15. Community Thread Budget Request - Sally Anderson, Executive Director 16. Washington County Historical Society Budget Request - Brent Peterson, Executive Director 17. Youth Service Bureau Budget Request - Lacey Thompson, Behavioral Health Program Director 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. 18. July 20, 2021 regular meeting minutes 19. Payment of Bills 20. Community Development Block Grant Program Cooperative Agreement Amendment #2 21. Paid On -Call Firefighters Salary Adjustments - Resolution 22. RES Pyrotechnic Agreement for Lift and Loop Celebration Fireworks 23. Rivertown Fall Art Festival Temporary Liquor License 24. Small Cell Telecommunications Services Agreement with SEH 25. St. Croix Valley Rec Center Zamboni Purchase Request 26. Waste Management Revised Amendment Agreement 27. Water Street Elevated Walk Project and Andiamo Electric Service Relocate Agreement XII. PUBLIC HEARINGS - when addressing Council please limit your comments to 10 minutes or less. 28. Project 2021-06 to consider sidewalk rehabilitation on the 2021 Sidewalk Rehabilitation Project. Notices were mailed to affected property owners on July 30, 2021 and published in the Stillwater Gazette on July 30 and August 6, 2021- Resolution XIII. UNFINISHED BUSINESS 29. Strategic Plan Summary 2021 XIV. NEW BUSINESS 30. Summer Tuesday's Event Extension and Waiver of Fees Request - Resolution 31. Chicken Permit Application for 1201 Lecuyer Cir 32. St Croix River Riverbank Stabilization and Riverwalk Project Accept Bids & Award Contract - Resolution XV. COUNCIL REQUEST ITEMS XVI. ADJOURNMENT Page 2 of 2 City Council Meeting Agenda August 10, 2021 MEMORANDUM To: Mayor and Council From: Rose Holman, IT Manager Date: 8/5/2021 Subject: Operational Review for the IT Department The City Strategic Plan for 2021 included an action item for an operational review of the Information Technology Division and funding was included in the 2021 budget for the project. In March a request for proposals was issued, True North Consulting was awarded the contract in April. The RFP included completing an organizational structure, staffing and capacity/efficiency review, completing an analysis of the potential for an enterprise wide software system and review the need for a communications/social media position for the City. The review was completed at the end of July. Attached is the final report for your review. Russ Johnson from True North Consulting will be presenting the results laid out in the final report for you at the 4:30 meeting. Iliwater THE BIRTHPLACE OF MINNESOTA City of Stillwater IT Operational Review August 2021 Prepared by: Russ Johnson Mike Indergard I\ true NORTH consulting group ,�,i1 Water. IT Operational Review trueNORTH Table of Contents 1. Introduction 3 1.1. Project Definition and Process 3 2. National Trends in City Technology 3 2.1. Smart Cities 4 2.2. Citywide Wi-Fi 4 2.3. Ransomware attacks 4 2.4. Hybrid workforces 4 2.5. Digital transformation 4 3. City of Stillwater Technology Overview 5 4. City of Stillwater Non -IT Interviews 6 5. City-wide Online Survey Instrument 7 6. Peer City Comparisons 13 6.1. City Profile and Demographics 13 6.2. Technology Systems and Quantities 16 6.3. Technology Support Staff 20 6.4. Technology Funding and Budgeting 25 7. Recommendations 27 8. Summary 28 9. Appendices 29 August 2021 Page 2 ,,i] water. IT Operational Review trueNORTH 1. Introduction 1.1. Project Definition and Process The City of Stillwater, Minnesota, issued an RFP to contract with an independent consulting firm to review its IT operations. The city selected True North Consulting Group to perform this review. The study's goals were to perform an organizational and operational review of the City Information Technology Division. The review also included analyzing the current organizational structure and staffing relative to the scope of duties. It provided recommendations and options for structure and staffing to meet current and future demand for services and increase operational efficiency and effectiveness. It also intended to determine the need for an enterprise -wide software program that will incorporate departments' needs and increase data input efficiency. True North employed the following methods for executing the review: • Technology department information requests and interviews • Non -IT stakeholder interviews • Citywide survey instrument • Peer city survey instrument True North distributed a survey instrument among city staff to gain an understanding of various topics, including but not limited to how technology is used in the city, if the right devices are in use and are reliable, user training, and the staff's experience with support. True North also sent a survey instrument to several cities requesting participation in this staffing comparison. The survey and findings are not scientific and are only used to provide indicators for each city. All data was provided by the city responding to the study or was collected from publicly accessible sources. Below is a list of cities that participated and submitted data for comparison: • City of Shoreview • City of South Saint Paul • City of Inver Grove Heights • City of Eagan • City of Savage • City of Roseville The survey collected information related to the following areas of technology for comparison purposes. • General demographics — population, personnel, number of facilities • Organizational structure — organizational chart and technology leadership • Technology staffing — the number of staff supporting infrastructure systems, facilities support, and the average salaries for each major role • Technology devices — the number of devices used by city staff, projectors/displays, servers, switch ports, access points, battery systems, phones, and security cameras. 2. National Trends in City Technology August 2021 Page 3 „i] water. IT Operational Review trueNORTH vlup 2.1. Smart Cities As defined by The Welding Institute (TWI), a research and technology organization, a smart city is "a city that uses information and communication technology (ICT) to improve operational efficiency, share information with the public and provide a better quality of government service and citizen welfare.” Smart cities continue to gain traction, predominantly driven by community safety needs and continued opportunities for power and utility efficiencies. https://www.twi-global.com/technical-knowledge/faqs/what-is-a-smart-city 2.2. Citywide Wi-Fi Communities continue to evaluate options and solutions for providing wireless technology to their tourists, residents, and underserved areas. Cities are also considering its possibilities as an additional revenue source or simply offer it for free. City IT departments weigh the technical support implications and the burden it may put on the existing team or consider additional resources. Lastly, cities must consider the backhaul technology in use to supply the bandwidth and capacity needed for the new service to be successful and rely on the city's existing network. https://statetechmagazine.com/article/2019/10/how-cities-fulfill-demand-public-wi-fi-perfcon 2.3. Ransomware attacks Cities are just as prone to ransomware attacks as any organization. Cities hold sensitive data about their community and residents, compromising that data has proven extremely expensive from which to recover. New Bedford, MA, was forced to pay $400,000 to hackers in 2019 to recover their data. Twenty-three Texas towns were hit with a coordinated ransomware attack in 2019. A former Minnesota FBI agent said in June 2021 that ransomware attacks are "likely to happen more often." https://datasmart.ash.harvard.edu/news/article/5-ways-cities-can-make-cybersecurity-a-top- priority-best-practices-from-lea 2.4. Hybrid workforces Cities are adapting to the concept of mobile and hybrid workforces permanently as the world emerges from the COVID pandemic. Staff training, hiring, office space, and how it will affect field staff and service delivery are among the challenges. Many analysts also cite cybersecurity as a challenge among hybrid workforces. https://www.businessofgovernment.org/blog/future-work-local-governments-post-pandemic 2.5. Digital transformation Perhaps the most abstract, city governments, like all organizations, must evaluate their digital transformation. "According to a recent Granicus survey of 115 government leaders, 61% believe their organization is not keeping pace with the private sector in its adoption and implementation of modern technologies." Providing a centralized portal for citizens to conduct transactions; automating manual processes; designing online interactions for mobile devices — such as mobile apps, and utilizing city and citizen data for better insights into trends and community requests. https://granicus.com/dictionary/digital-government-transformation/ August 2021 Page 4 „i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up 3. City of Stillwater Technology Overview The City of Stillwater uses Tier 1 and Tier 2 hardware and software solutions for its network infrastructure and user devices. At City Hall, the main server room serves as the focal point of all IT operations, housing the IT staff and the HP Proliant series servers, core network equipment, firewall, and Internet services from MNIT (state of Minnesota) and Comcast. The MNIT connection is the primary connection at 150 Mbps download and upload speeds; Comcast serves as a backup at 50Mbps/20Mbps. Four (4) HP Proliant DL380 G9 and G10 servers act as physical host servers for virtual servers operating on them. The servers are on a three-year refresh cycle and are all under warranty. Stillwater leverages Dell EMC Unity 300 SAN for data storage and a Milestone Husky X series server for security camera footage storage. They are located in the city hall's server room. The SANs are on a five-year refresh cycle and are under warranty. For backup, Stillwater uses backup software from Veeam to take snapshots of their virtual servers. Two QNAP TS-EC1280U Network Attached Storage (NAS) devices — one at city hall and the fire station for disaster recovery purposes — work in tandem to replicate the snapshots offsite. They are also on a five-year refresh cycle. The city has five Sonicwall firewalls serving various city buildings, with two Sonicwall 3650s at City Hall serving as the primary one, terminating the main Internet connection. Firewalls are on a five- year cycle and are all under warranty. Other Sonicwall models in use are TZ300s for small -office use and NSA 2650 for the Rec Center. Sites then interconnect via VPN to provide a secure connection between buildings not directly connected by fiber. Stillwater uses network switches from Extreme Networks' X series. The X440-G2 edge switches provide 1Gbps physical connectivity for desktops, laptops, wireless access points, printers, IP cameras, and IP phones, with 1Gbps fiber uplinks to the city's core switches. All edge switches provide power -over -ethernet on all ports, powering IEEE 802.3af devices such as APs, IP cameras, and IP phones without the need for bulky power bricks and injectors for each end device. The X460- G2 core switches aggregate the edge switches and the city's servers, providing a path to the city's firewall and the Internet. The city uses ten (10) uninterruptible power supplies (UPS) from industry leader APC for battery backup to key infrastructure items, most notably the server room equipment. They are on a 10-year refresh cycle. According to the supplied inventory, all of which are networked and capable of remote administration and supplying alerts using APC Powerchute software. Thirty-three (33) Aruba IAP-315 and IAP-225 indoor wireless access points installed at various buildings supply wireless connectivity to laptops and mobile devices inside the city government buildings. APs are on a five-year refresh cycle. The IAP-225s are 802.11ac Wave 1; the IAP-315 APs are Wave 2 ("Wi-Fi 5”) — the current standard is 802.11ax ("Wi-Fi 6"), introduced and ratified between 2019 and 2020. Audio/visual equipment is installed and used in various conference and training rooms and in city council chambers. All equipment is on a five-year refresh cycle. Models include Epson projectors, Monoprice Blackbird HDMI extenders, Dell U4320Q LED monitors, Osprey USB video bridges, Barco ClickShare devices, and other professional audio/video equipment. August 2021 Page 5 ,,i1 water. IT Operational Review trueNORTH vluo Thirty-nine (39) multifunction printers from HP, Canon, and Brother provide print services to the various city departments, with about eleven (11) providing color copying. All but eight (8) are networked printers. According to the supplied inventory, the oldest printers were purchased in 2007, although printers are typically on a seven-year refresh cycle. Stillwater leverages an NEC 3C phone system managed by an outside vendor. The system resides on a virtualized Windows server located at city hall. The city leverages an outside vendor for escalations and upgrades, but the city IT team manages the day-to-day maintenance tasks and moves/adds/changes. Hardware and software are under warranty. The city provides Dell Optiplex desktops and Dell Latitude laptops to its staff. These computers are on a three- to five-year refresh cycle depending on role and location. To minimize the number of different models in place, CoS spans purchases across two budget years at the end of one year and the beginning of the next, minimizing hard and soft support costs. Dominant models are currently Optiplex 3040 and Latitude E6000 series. According to the supplied inventory, the city has deployed 33 iPads to staff for use in various departments, most of which are due for a replacement. Thirteen of them are outfitted with a 4G data plan; the others are Wi-Fi-capable only. The city uses Microsoft Office applications but is not licensed for Microsoft Office 365. Those applications are used extensively in their traditional sense — for word processing, spreadsheets, and email. Three full-time staff members provide technical support and IT planning for the city: an IT manager, an MIS specialist, and an IT technician. The IT manager manages the group, plans for citywide technology refreshes and annual budgeting, recommends new technology solutions and technical support escalations. The MIS specialist monitors and supports the network and its users, coordinates outsourced support, assists with budget planning, and evaluates new solutions. The IT technician installs new hardware and software, maintains inventory, budget planning, and assists with monitoring and support issues. The city also employs Loffler, an outside vendor, for major implementations, occasional help desk escalations, and various network system functions not considered day-to-day tasks. 4. City of Stillwater Non -IT Interviews True North obtained feedback from the various city departments to understand how technology fits into their department's operations, the support needed, and their overall perception of technology in the city. True North and the city's IT staff identified department heads and other key staff who could provide insight into the city's IT operations from their unique perspective. True North conducted nine (9) interviews with city staff outside the IT department. Interviews were approximately one hour and conducted virtually using Microsoft Teams. Departments represented were fire, public works, library, administration, community development, and police. Common themes among the interviews included: • Great response times by the IT team, but the staff is aware of their limited capacity • The IT team's skill set matches well with the typical demands of the city staff and operations • A helpdesk portal is a useful tool for submitting and tracking submitted technology issues August 2021 Page 6 Wae IT Operational Review trueNORTH consulting group • The city needs someone dedicated to GIS outside the engineering department • The city needs a better method of communicating information and updates to the staff and the community • Network, Internet, Wi-Fi, and desktop/laptop speeds and performance are good. • Collaboration between departments regarding their technology is good but could be better. • There are too many disparate systems that require multiple data entry points and do not talk to each other. 5. City-wide Online Survey Instrument True North developed an online survey instrument hosted by Research.net for distribution among various City of Stillwater staff. The goal of the survey was to understand the staff's opinions on the devices used, the state or health of the city's computer network, technical support, and technology training. By understanding how technology is viewed from their perspective, True North was able to validate information collected by the IT team and from the interviews described above. The City's IT manager sent out the survey link to department heads and other key staff members. The survey was open for just over two weeks. Departments represented in the responses included administration, library, public works, fire, building inspection, community development, police, and the St. Croix Valley Recreation Center. Key question results from the survey: The device(s) I use meet(s) my needs to do my job effectively. ■ im Ugh 10% 20% 30% 40% 50% 60% 7095 80% 90% 10045 Strongly disagree Disagree Neutral Agree Strongly agree • (above) Of those polled, about 80% feel they have the appropriate device (laptop/desktop/tablet) for their particular role. August 2021 Page 7 Wae IT Operational Review trueNORTH consulting group The City's technology infrastructure (Wi-Fi, network, Internet service) allows me to do my job effectively. INM 04 10% 2045 30% 404 50% 60% 70% 80% 904 100% ▪ Strongly disagree Disagree Neutral Agree 1. Strongly agree ▪ N/A • (above) Almost 90% of the responses indicated that the city's network and systems infrastructure is fast, stable, and reliable. How confident are you that the City's technology took (devices and systems) will work quickly and consistently? Extremely confident Somewhat confident Not at all confident 04 10% 20% 30% 404 50% 60% 70% 80% 904 10045 • (above) 100% of respondents feel somewhat confident to extremely confident that the city's systems will work quickly and reliably. August 2021 Page 8 Wa e IT Operational Review trueNORTH consulting group In which of the following areas could staff benefit from more training or support? [Choose up to 3] City- or department-s... Connecting to the network... Using tools to enable rernot... Basic desktopllapt.. Microsoft applications... Usher online collaboratio... Other (please specify) 37.50% 1835% 1835% 43.75% 37.50% 37.50% 0% 10% 20,1E. 3095 40% 50% 60% 7095 80% 90% 100% • (above) City staff responses regarding training varied, with the most requesting training on traditional Microsoft Office applications (Word, Excel, Outlook, Powerpoint, etc.). (Respondents could choose up to three methods, so total percentages equal more than 100%.) Respondents also made their suggestions — see below. o City- or department -specific applications (38%) o Connecting to the network (wired or wireless) (19%) o Using tools to enable remote working (6%) o Basic desktop/laptop troubleshooting (19%) o Microsoft applications (Outlook, Excel, Word, etc.) (44%) o Other online collaboration platforms (Google, Dropbox, Zoom, etc.) (38%) o Other (please specify): • City IT staff is always willing to help provide needed support. What I could use more of is "time" to take advantage of more training opportunities, but that's not something IT can help with. • New employees should be offered training on city -issued devices • Cybersecurity training • Laserfiche, and PDF editing August 2021 Page 9 Wae IT Operational Review trueNORTH consulting group How do you typicaLLy request technology support for hardware or connectivity issues? Other (please specify) }41 13.33% Walk-up f Shoulder -tap 6.67% Call the City's -- Help Desk 13.33% Submit a support ticket to the City's Help Desk nc caof Email the City's Help Desk 40.00% • (above) The most popular method used among respondents was sending an email to the helpdesk (40%). The most common answer collected during the interviews was to submit a ticket through the browser -based portal; in the online survey, it was the second -most popular method reported (37%). August 2021 Page 10 Wae IT Operational Review trueNORTH consulting group When you have a technology problem, how long does it typically take to get resolved? 1-2 days 20.00% Usually resolved the same day 73.33% • (above) Most (73%) technology issues are resolved the same day they are submitted, which aligns with the positive comments collected during the interviews about response time, resolution time, and effectiveness. • Respondents were also asked their opinion on how the technology team could better serve the city. Common themes include more technology support staff needed, more training for users on city systems and applications, re-evaluating how the city uses collaboration tools, and better coordination between departments on technology needs. o See the most notable responses below: o "1 think they need at least another staff member to join their team. They do an incredible amount with the staff they have, but given all the areas they have to cover, 1 wouldn't be surprised if they're stretched too thin. And in my 20+ years of working in the public sector, Rose, Rich, and Jesse are the best IT team I've had the opportunity to work with. They're knowledgeable, customer -service oriented, they communicate in a way that non -tech people can understand, they want to help and make things better, and they are excellent problem solvers. Our department literally couldn't function without their expertise." o "Multiply themselves, maybe reduce the number of applications the city uses, maybe offer or conduct more training opportunities, create more of a partnership with departments. Maybe form a technology group to help guide the direction of technology use in the city and get more consistent feedback from users and departments." o "The only thing 1 would add is to have specialized support/management for ArcGIS management, including data." • Respondents were asked what some of the technology -related strengths are and how it stands out from peer cities. Common themes include a knowledgeable staff that is flexible August 2021 Page 11 „i] water. IT Operational Review trueNORTH vlup and is dedicated to finding a useful solution to an issue. Also, having the IT team in-house contributes to faster resolution due to their familiarity with the systems and user base. o Notable responses included: o "Providing tech support in a customer friendly way that is far above other cities I've worked for, which include much larger cities. The IT staff here, as previously mentioned, works with us to problem solve the challenges we face, and they come up with options and solutions that will best meet our needs. They take the complex and make it understandable. This city's greatest strength is the people that comprise the IT staff -- Rose, Rich, and Jesse.” o "Pretty flexible with staff when it comes to using software or getting the equipment needed for the job." • Respondents were also asked to comment on the technology challenges the city faces. Common themes included cybersecurity threats, interfacing with Washington County's technology processes, and collaboration limitations. o Notable comments include: o "1 wouldn't be surprised if protecting against hacking, phishing, and other similar illegal activities requires a fair bit of their time to successfully defend against. o Some of the interconnectedness with Washington County IT can be a challenging relationship at times, which 1 know from firsthand experience. Our City IT staff wants to solve problems, whereas the County can make things overly and needlessly complex, frustrating and bureaucratic." o "The City is 15 years behind where it should be with software use... New hires are surprised at some of the outdated approaches to doing work. For example, no intranet is currently available for use with information sharing among employees and in previous work... We waste dozens of hours wondering what meeting time will work for a group before something gets scheduled, and then no one is responsible for calendaring or updating calendars... 1 think 20 hours per week of staff time would be saved by upgrading to modern payroll software that allows employees to complete their own online attendance for payroll purposes and then online supervisory approval..." o "Social Media is a game -changer, and the city does not have anyone specifically assigned to manage this aspect of technology. This is vital in a growing city with many activities going on." • The survey also asked respondents for any advice for the city as it makes long-term plans for the technology. Common themes here were to identify and involve the proper stakeholders before making large technology purchases, especially software packages, and attract and retain additional technology staff for roles the city lacks. o Notable comments included: o "In many ways, City IT is the backbone of all City departments. They need to be staffed appropriately and have the necessary resources to be able to carry out their jobs effectively." o "Keep it simple. Do more with less." o "Task the department(s) that use the software to serve on a project team to explore upgrades and help document the urgency when change is needed. Technology staff can team with them but should not be required to lead." August 2021 Page 12 „i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up o "Additional staff with programming experience (for internal and external application/webpage development) and an outside consultant for ArcGIS data management would be beneficial.” • Lastly, respondents were given the opportunity to provide any other comments or suggestions. Besides reiteration of previous observations, there was one notable addition: o "It would be nice to have dedicated IT staff for public safety -specific issues. Public Safety needs to interface with numerous different agencies, and it would be nice to have an individual who can learn the specifics." 6. Peer City Comparisons True North also developed an online survey instrument hosted by Research.net for distribution among the City of Stillwater's peer cities. The city selected these cities based on criteria developed by True North. Those criteria included the following: • City population • Number of major facilities (city hall, electric, police, fire, water treatment, public works, power, and parks and recreation) • Number of minor facilities (house fewer than five employees, small in size, does not have significant technology systems) • Number of full-time and part-time employees • City annual budget • City annual technology budget • Size of city technology/IT team • The complexity of city technology infrastructure The questions were developed by True North and then solicited input from the City IT staff. The surveys were sent to the peer cities' IT managers (or equivalent) by True North. Cities who responded were: 1. Stillwater, MN 2. Shoreview, MN 3. South St. Paul, MN 4. Inver Grove Heights, MN 5. Eagan, MN 6. Savage, MN 7. Roseville, MN The goal of the survey was to understand how Stillwater compared to these peer cities in terms of the responsibility that the technology support team has in supporting the city's systems. The survey was open for just over two weeks. 6.1. City Profile and Demographics Each organization was asked to provide basic demographic information for the comparison of city data points. TABLE: City Demographics August 2021 Page 13 ,,i] Water. IT Operational Review trueNORTH City Major Facilities Minor Facilities Pop. Sq. Miles FTE Stillwater 8 10 20,000 10 91 Shoreview 5 11 26,000 13 95 South St. Paul 5 1 20,160 6 92 Inver Grove Heights 7 DNP* 35,000 30 135 Eagan 12 30 67,000 34 300 Savage 6 25 DNP* DNP* 150 Roseville 7 16 36,000 14 260 City PTE FTE (Tech) PTE (Tech) Annual City Budget Annual Tech. Budget Stillwater 94 3 0 $28,317,384 $820,000 Shoreview 200 2 0 $33,143,485 $770,000 South St. Paul 15 2 0 $21,469,472 $630,562 Inver Grove Heights 300 6 1 $21,000,000 $1,200,000 Eagan 400 6 0 $42,822,000 $2,538,000 Savage 10 3 0 DNP* DNP* Roseville 20 21 0 $62,000,000 $700,000 *Did Not Provide Cities were also asked to provide the approximate percentage of staff based on technology usage and needs. Below are the combined results from the responding cities. • Heavy usage (daily usage, relies on specialized applications required as a part of job): 37% • Normal usage (daily usage, basic office applications usage): 36% • Light or occasional usage (technology is used, but not an integral part of the job): 20% • No technology usage (this may be full or part-time users, such as ground keepers, custodial staff, etc.): 10% August 2021 Page 14 Wa e IT Operational Review trueNORTH consulting group Please provide approximate percentage of staff based on technology usage and needs. Total must add up to 100 percent. Heavy usage (daily usage... Normal usage (daily usage... Light or ❑ccasionaL.. No technology usage (this ... Mr' 10 20 37 36 0 10 20 30 40 OC Cities were also asked to provide an organizational chart. Inver Grove Heights, Shoreview, and Eagan provided theirs: • Inver Grove Height's technology department reports directly to the city administrator • Shoreview's technology department reports to the director of finance, who reports to the city manager • Eagan's technology department was not shown on the chart submitted. Cities were asked if their technology departments are part of the leadership team ("have a seat at the table"). Inver Grove Heights and Eagan felt they do not. TABLE: City Leadership — Technology Dept Represented City Yes No Stillwater X Shoreview X South St. Paul X Inver Grove Heights X Eagan X Savage X Roseville X August 2021 Page 15 ,,i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up Cities were asked if they are a member of any consortiums. See results below: • LOGIS: South St. Paul, Inver Grove Heights, Eagan, and Savage • Metro I -Net: Roseville • Other: Inver Grove Heights is also a member of the Dakota Broadband Board (DBB) • Shoreview was the only responding city that did not claim to be a member of any consortium. 6.2. Technology Systems and Quantities Each city was asked to provide information about their technology infrastructure and devices available or issued to users. TABLE: Internet Connection Provider's City Name City's facility location Speed (Gbps) Monthly Cost Reliability (1-5)** Stillwater State of MN City Hall 0.15 $0* 5 Shoreview DNP DNP DNP DNP DNP South St. Paul State of MN City Hall 1 $384 5 Inver Grove Heights LOGIS DNP 10 DNP 5 Eagan LOGIS — State of MN LOGIS 1 $2,585 5 Savage State of MN DNP DNP DNP 5 Roseville DNP DNP DNP DNP DNP *Stillwater has a reciprocal agreement with MNIT to provide city -owned fiber to them for use at no cost in exchange for free Internet service from them. **1 is unreliable, 5 is totally reliable TABLE: Backup Internet Connection (if applicable): Provider's City Name City's facility location Speed (Gbps) Monthly Cost Reliability (1-5) Stillwater Comcast City Hall .05 $60.00 3 Shoreview - - - - - South St. Paul Comcast City Hall 0.1 $255.92 4 Inver Grove Heights August 2021 Page 16 „i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up Eagan Savage Roseville It may be presumed that the cities above who did not provide information here do not have a backup Internet connection instead of simply electing to not report on or provide that information. Cities were also invited to provide additional information regarding their Internet connection(s): • South St. Paul: their two connections are set up as active/standby. • Inver Grove Heights: "Our primary Internet connection is a redundant connection. We utilize two PRI lines for telephone but will be converting to SIP.” • Eagan: "We have multiple paths but the same Internet provider." Cities were asked about their primary wide area network (WAN) that interconnect city facilities. Data requested was the following: • Provider's Name • Primary type of Connectivity (Leased lit fiber, dark fiber, city -owned fiber, copper, or wireless) • What percentage of city facilities use this primary type of connectivity? • Topology (Hub and Spoke, Multi -Hub and Spoke, Ring, Multi -Ring, Carrier Cloud/MPLS) • Speed (Gbps) - Specify differences, if any (ex. 10GB at City Hall, 1 GB at Water Treatment, etc.) • Total City Monthly Cost to lease or maintain • Reliability On Scale of 1-5 (1 being unreliable, 5 being totally reliable) TABLE: Wide Area Network Provider's City Name Primary Connectivity Facilities Using Topology Speeds (Gbps) Monthly Costs Reliability (1-5) Stillwater Washington County, City -owned City -owned Fiber, Leased Fiber 80 Ring 1 $0*** 5 Shoreview DNP DNP DNP DNP DNP DNP DNP South St. Paul City of South St. Paul City -owned fiber 100 Hub and spoke 1* $2,200 5 Inver Grove Heights DBB City -owned 100 Hub and spoke 5-10 Fiber locates only 5 Eagan Dir. conn. to LOGIS City -owned fiber 95 Multi -hub and spoke 1** $0 5 Savage City of Savage Fiber 100 Multi -hub and spoke 1-10 DNP 5 August 2021 Page 17 ,,i] water. IT Operational Review trueNORTH Roseville DNP DNP DNP DNP DNP DNP DNP *10Gbps connection exists to Public Works **1oGbps connection exists between primary and secondary data center sites ***Stillwater has a reciprocal agreement with MNIT to provide city -owned fiber to them for use at no cost in exchange for free Internet service from them. The cities were asked to provide the approximate number of devices that the technology team was responsible for supporting. Categories included: • Staff devices (city-provided/owned desktops, laptops, tablets) • Printers (network, standalone, 3D, badging, copiers) • Displays (projectors, LCD TVs, interactive boards, signage) • Servers (sum of all physical and virtual) • On-prem storage (sum of all raw storage (in TB) supported - local server HDDs, SAN, NAS, etc.) • Network MDF/IDF switchports that provide endpoint connectivity for computers, printers, access points, cameras, HVAC, door hardware, audio/visual, phones, et cetera. • Wireless access points • Telephone handsets • Security cameras (count multi -sensor cameras as multiple cameras) • Access controlled doors TABLE: Device Counts City Devices Printers Displays Servers St(TB) a Ports APs Phones Cameras Doors Stillwater 287 53 8 25 95 900 50 167 148 73 Shoreview DNP DNP DNP DNP DNP DNP DNP DNP DNP DNP South St. Paul 125 15 15 23 200 624 21 100 110 75 Inver Grove Heights 300 27 DNP 40 130 776 41 200 67 DNP Eagan 500 55 70 30 115 1600 70 450 170 150 Savage 250 50 20 DNP DNP DNP 15 175 86 80 Roseville DNP DNP DNP DNP DNP DNP DNP DNP DNP DNP Cities were asked to list the average age in years of equipment in use in their respective environments. TABLE: Device Age (Years) Network Phone Video Access Staff Projectors/ City Cabling switches Servers Firewalls system surv. control devices LCDs August 2021 Page 18 ,,i] water. IT Operational Review trueNORTH Stillwater 5 5 5 6 7 5 5 4 5 Shoreview DNP DNP DNP DNP DNP DNP DNP DNP DNP South St. Paul 15 3 5 5 4 5 8 4 5 Inver Grove Heights When needed 7 6 6 10 10 15 5 7 Eagan 20 5 3 5 10 8-10 10 4 10 Savage DNP 5-7 5 5 13+ 4 3 3-7 10 Roseville DNP DNP DNP DNP DNP DNP DNP DNP DNP Cities were asked to provide the names of major applications used by staff hosted onsite on city - owned servers and supported by the technology department and what those apps are used for. Those submitted included: • Laserfiche — document management • Project Dox • Tyler InCode — finance and payroll • JD Edwards —finance, HR and payroll • Springbrook — finance • Tritech - police CAD, Mobile & records management system (RMS) • Arbitrator — body -worn cameras/squad car video • Cubic Motion — police • Ticketrak — police citations • PM! Evidence Tracking — police • ImageTrend — emergency response for Fire department • PIMS (permit and inspection management system) • PermitWorks — permitting • Cityview — community Development • Blue Beam — community Development • BeeHive — asset management for Public Works/Engineering • ESRI ArcGIS — geographic information systems • CIS Infinity —utility Billing • SCADA systems — utilities department • NEOLOGY —license plate reader • RecTrac — Park & Rec • Delta Controls — facility management • NEC — phone system • Milestone xProtect - Security cameras • Lansweeper— IT management/ticketing • VMware — server virtualization Similarly, the cities were also asked to list applications that are hosted offsite by a vendor or considered in the cloud that the technology department supports and what those apps are used for. August 2021 Page 19 ,,i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up • Microsoft Office — email, word processing, spreadsheets • Neogov — Human Resources • Finance system • JD Edwards —Finance • Adobe Products • ImageTrend — Fire • Lastpass — password management • Axon — body cameras • Visual Labs — body cameras • Granicus — city website • CIS (Customer Information System) — utility billing • Siteground — Internet site • Tritech — CAD/Dispatch • Halix — Rec Center • Winscribe (Northland Systems) — police dictation • CJIIN (Criminal Justice Information Integration Network) — Police Records Management • PIMS — Property records/permits/code enforcement In the last question of this section, cities were asked what their top three support burdens are; in other words, what systems (hardware or software) required the most amount of resources to support. Answers included: • Office 365 • Police/Squad Computers, MDCs (Mobile Digital Communicator) • Doors • End -user compute devices (workstations updates, laptop support, desktop builds) • Arbitrator (body -worn cameras) • Applications installs • Laserfiche • Phones 6.3. Technology Support Staff Cities were also asked to comment on how they were staffed, equipped, and capable of supporting their respective environments. The first question asked if the cities felt they were understaffed, adequately staffed, or overstaffed. Stillwater reported that they are severely understaffed. This information is validated by the feedback collected in the interviews with various city staff members about their observations reading the IT staffs workload. August 2021 Page 20 Wa e IT Operational Review trueNORTH consulting group On a scale of 1 to 5, please indicate how appropriately staffed you believe the technology team is to generally support current and planned initiatives requiring the use of technology? 20.00% 40.00% 40.00% 0% 10% 20% 30% 40% 504 60% 70% 80% 90% 100% ▪ 1 -Severely Understaffed 2 - Moderately Understaffed ▪ 3-Adequately Staffed 4- Moderately Overstaffed 1.1 5 - Severely Overstaffed In terms of staff and talent retention difficulties, cities were asked to weigh in using the following choices. Two cities also added comments that they had had minimal turnover in the last few years. • Slightly difficult: 40% • Not difficult at all: 40% • Very difficult: 20% • Moderately difficult: 0% August 2021 Page 21 Wa e IT Operational Review trueNORTH consulting group i 0% 10% 20% 30% 40% 50% 50°% 70% 80% 90% 100% El 1- Very difficult El 2 - Moderately difficult III 3 -Slightly difficult • 4- Not difficult at all Cities were asked to specify the number of staff for each high-level group outlined below, including approved open positions. Responders were instructed to use fractions, such as 1/2, 1/3, or 1/4 if a single person fit into multiple categories. The groups are described below: • Infrastructure support: supporting all elements of networking, communications, and building systems, including cabling, physical security, audio/visual, voice, etc. • Systems support: supporting all elements of servers, storage, and building systems, including cabling, physical security, audio/visual, voice, etc. • Applications support: supporting applications, programming, and reporting, such as BIS, ERP, database admins, web development, etc. • Remote helpdesk support: centralized user and device support outside of onsite technicians, roaming techs, and break/fix. • Onsite user support: user and device support, such as roaming techs, device repair, inventory, warehouse, etc. • Administrative: staff dedicated to technology leadership, management, and administrative duties. This would include CTO, directors, admin assistants, purchasing, and similar roles and duties. • Other: roles not listed above. TABLE: Technology Team Staff City Infrastructure support Systems Support Applications Support Remote Helpdesk support Onsite user support Admin. Other Stillwater IA IA IA IA IA IA x August 2021 Page 22 ,,i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up Shoreview DNP DNP DNP DNP DNP DNP DNP South St. Paul I IA IA IA IA IA0 Inver Grove Heights Iz % % % 134 1 2* Eagan 1 1 1 0 2 1 0 Savage DNP DNP DNP DNP DNP DNP DNP Roseville DNP DNP DNP DNP DNP DNP DNP *GIS staff members Cities were also asked to comment on whether or not any traditional network infrastructure systems are supported by staff outside the city's technology department. Cities responded that the following are handled outside (given the nature of the systems, this indicates these systems are outsourced to a third party or partner): • Networking • Apps and application development • Cybersecurity • Voice/phone systems • Physical security (cameras and doors) Cities were asked to comment on staff added in the last 12 months or planned new roles for next year. • Inver Grove Heights was the only city that responded that they had added in the last year — a systems administrator position. They further commented that the request was initially met with resistance but was approved once they illustrated past implementation struggles were due to insufficient resources. • Eagan intends to add to their team: an IT specialist to assist with increased workload and a web application developer to specialize in Office 365 apps and integrations. • Stillwater is pursuing an additional IT position for the coming year. Cities were asked if they recently added a significant number of new devices or applications that the technology team was expected to support without additional resources. • Roseville and Shoreview did not respond to this question. • South St. Paul and Inver Grove Heights responded that they did not add a significant number of new devices or apps. • Eagan responded that they have recently added a new cameras solution and a new data storage appliance, which has necessitated their pursuit of the new IT specialist position. • Savage responded that the work -from -home initiative brought on new demands from its team to facilitate that move. • Stillwater commented that COVID drove the deployment of additional devices. The survey asked the cities how they keep their staff current on technology trends, training, and certifications if the current strategy has been successful and what they would change given the August 2021 Page 23 „i] water. IT Operational Review trueNORTH vluo opportunity. Answers included traditional methods such as online training, virtual and onsite conferences, and peer networking. The staffing section of the survey concluded with a question about the use of outside vendors, resellers, consultants, or integrators and the purposes for doing so. Answers were: • South St. Paul: "LOGIS.” • Inver Grove Heights: "doors access, cybersecurity, networking, and phones." • Eagan: "We utilize a great deal of LOGIS services to supplement the lack of staff. In addition, we contract out Laserfiche services to OPG3." • Savage: "(For) sophisticated work, we bring in specialists when a need/project is more than we can handle. For example, we contracted out most of our behind -the -scenes work for Microsoft 365." • Stillwater: when they need to escalate a technical issue, they "contact Loffler for assistance." The table below indicates the number of resources for various device count types. These ratios can be used to compare the various staffing sizes based on the following definitions below: • Total Devices/Resource — the ratio of total counted devices (all network, system, staff devices listed below) per resource • Network Devices/Resource — the ratio of network device counts (switch ports, wireless access points, and telephone handsets) per infrastructure support resource • Systems/Resource — the ratio of compute and storage devices counts (physical servers, virtual servers, and total raw storage in terabytes) per systems support resource • Staff Devices/Resource — the ratio of staff device counts (laptops, desktops, tablets) per support resource • City FTE/Resource — the ratio of full-time employees per support resource TABLE: Device and User Count Ratios City Total Counted Devices Total Devices / Resource Network Devices / Resource Systems / Resource Staff Device / Resource City FTE / Resource Stillwater 1,806 602 372 40 96 30 Shoreview DNP - - - - 48 South St. Paul 1,308 654 373 112 63 46 Inver Grove Heights 1,581 264 170 28 50 23 Eagan 3,210 535 353 24 83 50 Savage 676* 225* 63* - 83 50 Roseville DNP - - - - 12 Total Devices/Technology Department Resource Average: 514 Network Devices/Network Resource Average: 317 Systems Devices/Systems Resource Average: 51 August 2021 Page 24 ,,i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up Staff Devices/Support Resource Average: 73 City Full -Time Employee/Support Resource Average: 38 *Savage did not submit servers, storage, and ports information and therefore was excluded from the calculations of the averages at the bottom of the table. 6.4. Technology Funding and Budgeting Each city was asked to comment on its technology team salaries, department budget, department expenses, and funding sources. The first question asked cities to include salary ranges for specific roles in the technology department. Here are the results: TABLE: Salary Ranges A r+ CTO/CIO Executive Director Director Network/Systems Manager/Coordinator Senior network /systems technician/engineer Network/Systems Technician Helpdesk Technician Repair Technician Stillwater $82,729 - $118,184 $60,480 - $86,412 $54,492 - $77,844 Shoreview DNP DNP DNP DNP DNP DNP DNP DNP South St. Paul DNP DNP DNP DNP DNP DNP DNP DNP Inver Grove Heights $90,000 - $128,000 $70,000 - $90,000 $60,000 - $80,000 Eagan $150,000 $115,000 $100,000 Savage DNP DNP DNP DNP DNP DNP DNP DNP Roseville DNP DNP DNP DNP DNP DNP DNP DNP Cities were then asked to provide their technology department's total annual budgets, including salaries. TABLE: Annual Technology Department Budgets City 2020-21 2019-20 2018-19 Stillwater $820,000 $845,000 $800,000 Shoreview DNP DNP DNP August 2021 Page 25 „i] water. IT Operational Review trueNORTH :c,=ur�f,q rr�up South St. Paul DNP DNP DNP Inver Grove Heights $1,200,000 DNP DNP Eagan $2,600,000 $2,335,000 $1,858,000 Savage DNP DNP DNP Roseville DNP DNP DNP Cities were asked to describe what expenses are included as a part of their technology budget that may skew budget comparisons. In other words, outside of the obvious expenses, what items are there that come out of the technology budget that may be outside of typically funded hardware, software, supplies, etc. For example, do printer toner cartridges or projector bulbs for other departments come out of the technology budget? • Inver Grove Heights: "Capital for fiber 100k; 1 also consolidated all software licenses except (those for) Fire, PD, and Parks & Recreation to IT for better management.” • Eagan: "Each department typically purchases their own PCs. Each department typically purchases the first year of new software applications, and then IT picks up annual maintenance thereafter." • Savage: "We do get hit now and again with something unexpected, but most depts. cover their own costs here for supplies and so forth." Lastly, cities were asked if they receive or pursue any funding outside of their annual budget to help subsidize technology costs, such as bond programs, ERate, fund balance requests, grants, cost - sharing with other departments, device or technology fees, PTO, et cetera. • Only Eagan replied: "Fund transfer annually to cover costs of GIS Coordinator and ESRI software from our utilities fund." August 2021 Page 26 ,,i] water. IT Operational Review trueNORTH 7. Recommendations Based on the information collected during the assessment process, True North recommends the city consider the following: Tools and Applications Consolidation 1. Move key apps to the cloud — shifting office productivity and collaboration applications and file storage to the cloud will ease the burden of capital and operating costs. The city stands to reduce costs for power, cooling, backup, and soft costs for maintenance and support by relieving the need for on -premises servers. Additionally, IT risk will also shift away from the city as those resources move offsite. Leveraging collaboration applications will enrich the user experience and departments' communication. 2. Consolidate municipal apps into a suite — by bringing the major city applications into a single application suite using companies such as Tyler Technologies and their Munis ERP solution for city governments, the city stands to greatly benefit from multiple departments accessing the same set of data, allowing insights and transparency of data, streamlining workflow, and increasing accuracy by eliminating duplicate or triplicate data entry. 3. Leverage online multi -department collaboration tools — adopt Microsoft Teams and SharePoint as a communication platform for audio, video, chat, collaboration, file sharing, file repository, project management engine, and more. By consolidating on a single platform, the city will have a centralized place to go to for all things communication. It also delivers a mobile communication platform with mobile apps, with the user experience mirroring that of the desktop or laptop. 4. Increase city facilities bandwidth — consider increasing the Internet and wide area network bandwidth to speeds closer to peer cities'. By increasing bandwidth, Stillwater will position itself to accommodate greater demands on Internet traffic and the city network driven by increased cloud adoption in the short term, but also ready itself for greater demands in the long term from applications and increased device counts from smart cities technologies. Resources 1. Add one FTE to increase capacity — add an additional full-time staff member to the IT team to maintain the city's level of support while technology demands continue to increase. The Device and User Count Ratios table above illustrates that Stillwater is among the highest ratios among peer cities of total supported devices (servers, storage, network switches, wireless access points, phones, cell phones, cameras, doors, desktops, and laptops) to full-time IT staff. It will also allow the existing team the opportunity to shift from a reactive support model to proactive and strategic with its IT support and planning. This staff member should have a similar skillset to the existing team, knowing that the entire team must be capable of handling any issue that arises while new technologies are also introduced. 2. Add a communications specialist — add a position to serve as a communications specialist to develop and issue information about the city to the community, media, and the public. In reviewing digital city trends and resonating among the city staff during the interviews, this position will address the need to communicate city news and events to the community using August 2021 Page 27 ,,i] water. IT Operational Review trueNORTH vlup digital tools. This position is not technical; instead, it is skilled in digital marketing, public relations, and social media outlets and would best serve the city by reporting to the city administrator. 3. Invest in IT staff training — as the dependence on technology continues to rise, the city staff must stay current on emerging and current technologies in GIS, cybersecurity, and networking. An additional FTE with GIS (and other) training for the team will fill two needs voiced by staff inside and outside the IT department without investing in an FTE specializing only in GIS or a part-time employee who is challenging to recruit and effectively manage, and retain. 4. Document city standards and processes leveraging cloud resources — utilize Microsoft SharePoint as a central repository and library to create, store, and share staff knowledge across all departments. Content should include documents for processes in any department, training documents and videos for all departments for new and existing employees, and common IT troubleshooting tips. The repository would be searchable by keywords and categories to ease the finding of information. City Digital Transformation 1. Forward -looking strategic planning — by adopting city government digital transformation programs such as automation of tasks, centralizing applications, and further cloud adoption, technology leadership will be allowed to become more involved in future city digital transformation initiatives. The technology department will be able to continue to become less tactical and reactive and more strategic and proactive. 2. Planning for future funding — leveraging traditional funding sources such as capital funding and grants and Erate, a federal funding program designed for libraries to subsidize costs for equipment and services designed to supply Internet connectivity. By leveraging Erate, the city's library system can invest in enterprise -grade technology infrastructure equipment such as network switches, battery backups, wireless access points, and backbone fiber optic and horizontal copper cabling at reduced pricing. Also, consider a multi -year capital lease to finance equipment over a three- to -five-year period to maximize spend as opposed to phased deployments of equipment purchased outright and the associated administrative overhead. 3. Proactive cybersecurity outsourcing — leverage outside vendors and their expertise that specialize in proactive monitoring, remediation, threat analysis, and reporting of cybersecurity threats that pose a risk to new digital smart cities. To effectively maintain this level of attention and diligence, a full-time, dedicated employee is often required. By outsourcing this effort, the city can reduce risk and relieve the expertise required by the IT staff in-house. 8. Summary As the COVID-19 crisis unfolded, one thing was clear: technology was a critical component in our efforts to live through a pandemic. COVID has forced many organizations to re-evaluate the way we work. Equipping and training user bases with the tools to work remotely quickly became a critical piece to maintaining business operations. That shift has driven the need for better collaboration tools, moving beyond traditional file -sharing and communication methods and to platforms that provide a single point for meetings, calls, chat, file storage, file sharing, and collaboration. By August 2021 Page 28 ,,i] water. IT Operational Review trueNORTH vlup adopting a single platform, the City of Stillwater stands to streamline its internal communications and reduce risk to its digital assets. Another theme that surfaced from the interviews and surveys is the need for consolidating city applications into a single, modular suite. The single database and intelligence between the modules will increase efficiency and data accuracy by reducing or eliminating duplicate entries. It will also tie together the municipal departments' records to recognize trends and provide insight into community data that otherwise could not be realized. However, like the collaboration platform above, an application suite deeply affects the work processes across all departments. It needs to be thoroughly evaluated by a committee representing all facets of the city. As shown in the peer city survey results, city technology departments everywhere are expected to do more with less and support a large user base and infrastructure. As the number of city devices increases and the technologies the city is responsible for becoming more complex, it puts a greater burden on the existing team. The combination of adding another full-time employee to the city's technology staff to fulfill current needs and partnering on certain technologies where it makes sense is the right balance to position the city well for the next technology push. 9. Appendices Cities were asked to provide organizational charts for city leadership and their technology departments. See those provided below. August 2021 Page 29 Wae IT Operational Review trueNORTH consulting group Citizens of Stillwater Mayor & Co -kind] CITY OF STILLWATER 2021 ORGANIZATION CHART Boards &Cnmmissioj as City Attorney. City Administrator Treas uri Downtown Panting Commission Heritage Preservation Commission Human Rigtrm Commission pr&Reereati,...comr.i5.iDE, r- Planning Couumission rUtilities Commission Admioistratim Facilities Management Humor Rmo-Limes C0000uurikg Building Pun&c Works L Finance Charter Cooumissiao Point Board jaiot Cable Commission Library Board of 71ushees Traffic Saiey. Coro®ie 5: Cro-ix Rerreatioo Cen es August 2021 Page 30 Wa e IT Operational Review trueNORTH consulting group City of Stillwater Technology Team Org Chart Rose Holman IT Manager Rich Barnt MIS Specialist Jesse Pereboorn IT Technician CITY OF EAGAN ORGANIZATIONAL CHART Asst Ciy M min strator Cisme Miller Eagan Citizens Mayor and City Caunci City Administrator Dave Oahe rg • City Attamey Michael Daugherty Directorof Finance: Josh Feldman Pubic Works Director Russ Malthys Parks and Recreation Director Andrew Pimental Communications and Engagement Director Joe Ell icksan Community Development Director Jill Hutmacher Chief of Patios Roger New Fire Chief TBA August 2021 Page 31 Wae IT Operational Review trueNORTH consulting group 2018 City of Eagan IT Hierarchy Chart Dan Cook IT Manager Tami Maddio GIS Supervisor Leah Sperduto GIS Systems Analyst r Josh Wilske IT Network Supervisor r Mark Holm IT Systems Supervisor 1 Robyn Chapman IT Systems Specialist Ron Waara IT Systems Specialist August 2021 Page 32 Wae IT Operational Review trueNORTH consulting group vliory Commissions &: Committees f City Attorney Public Work': Engineering HStreet Maintenance Trails Forestry Recycling Utility Operations fntral Garage Recreation Recreation Pfograms Park Maintena nee $uiidang Maintenance Community Center Shoreview IR Rs ide nts City lulanager .a Administration Elections Communications Human Resources Licenses Slice of Shoreview 1 I urlgrnic: , Development Authority Accounting Financial Reporting Information Systems ut 1ty Planning & Zoning building Inspection Code Enforcement dr-- Economic Development Housing 1 Public Safety Police Service Fire Service Animal Control Emergency Services Note that Inver Grove Heights' org chart below is too detailed for easy viewing in this report. True North has included the original PDF as an accompanying document for easier viewing. August 2021 Page 33 i Wae IT Operational Review trueNORTH consulting group ti 12 1 a e e w R i I l 1 $R1ee§e%ie aii€mi �r iT e ii ill i 11 ll 9 i—;: i i Iiiii 1 i 1 I fi i i i 1 �i= i isi is 1 %i 1 lip 1 i „s a i i S i gliOlo } dq �g7 !! 9.' R 11 Tnip 1pMIxxgii August 2021 Page 34 Wa e IT Operational Review trueNORTH consulting group Please refer to the summaries and raw data results of the citywide online survey and peer cities technology survey accompanying as separate documents. END OF DOCUMENT August 2021 Page 35 Stillwater H E B f R T H P L A C E OF M I N N ESQ I A PLANNING REPORT TO: City Council CASE NO.: N/A MEETING DATE: August 10, 2021 REGARDING: Information pertaining to the potential redevelopment of the Bergstein Shoddy Mill and Warehouse buildings and site LOCATION: 1250 Main Street South PREPARED BY: Abbi Wittman, City Planner Tim Gladhill, Community Development Director INTRODUCTION As the Council is aware, City staff has been approached by a local business owner who has interest in the Shoddy Mill and Warehouse buildings, located at 1250 Main Street South. It is their desire to lease the building, and approximately 150' of land to the south, for use as a restaurant and event center with public boat docking; the interested party has indicated they would conduct all necessary site improvements in exchange for a low-cost lease. At the Council's direction, staff has prepared the attached site redevelopment outline to address relevant background, ownership restrictions, contemplated uses, allowable uses, site amenities and limitations, review and permitting considerations, rehabilitation costs, potential funding opportunities, and conclusions and alternatives for the Council's consideration. Some key findings of this report: • Multiple users interested in site/buildings • Total Building and Site Remodel Costs = $2,148,000 o Additional Public Boat Docking = $4,260,000 • Use constraints due to underlying zoning restrictions and limited parking expansion options • Building and site modification protections necessitate multi jurisdictional review and permitting ALTERNATIVES 1. Continue Current Work Plan (secure grant funding/State Bonding for building rehab) 2. Direct Staff to direct negotiate with current interested party o Potential Tenant should submit a Letter of Interest or Term Sheet Siliwater T H E B f R T N P L A C E O F M I N N E S 6 I A o City Council to review terms of lease and direct City Attorney to draft a formal lease o Staff Recommends a Letter of Financing Commitment Letter or other financial guarantee from Tenant's lending institution before authorizing construction activity o Staff recommends researching other concessionaire models implemented by other area park agencies as it relates to lease arrangement, financial structures, probability of success, lessons learned, etc. o Staff recommends high-level feedback from the Heritage Preservation and Parks and Recreation Commissions prior to approving a formal lease 3. Direct Staff to seek additional interested parties, perhaps a formal Request for Interest (RFI) o Staff is aware of other interested parties o Provides fairness and equity for all interested parties o Ensures a fair, market -relevant lease 4. Do nothing — allow the buildings and site to remain in current conditions o City actively neglecting historic resources o Site presents a perceived public nuisance in current condition o Buildings susceptible to further damage and decay Additionally, Staff believes that this specific project should be discussed in the context of the broader Downtown planning and capital projects. The following capital projects are either in play or planned in the next few years: Riverbank Restoration and Riverwalk (2021-2022); Chestnut Street Plaza (2022-2023); Lumberjack Landing (2022-2031); Lowell Park Pavilion Repair and Restoration (2021-2023); Gateway/Entryway Monument Signage (TBD); Parking Ramp #2 and various parking lot reconstructions (TBD). Staff is concerned about available resources to complete full implementation of all projects in close sequence. Staff recommends that a final decision be tied to the approval of the City's Capital Improvement Plan (CIP), where the City Council can prioritize projects. This could include, but is not limited to: • Staging projects across multiple years [over the next five (5) years] • Phasing of individual projects into smaller, more manageable projects It is worthy to note that while phasing into smaller, more manageable projects may be more appealing, it will result in multiple and repetitive, multi jurisdictional review and permitting processes. State and federal agencies will require submittal of work, including any future phase work plans during their review; this may require engineering and the development of construction documents prior to when the City is ready to implement them. Engineering, design, and construction of the building rehabilitation, site development and dock installation (as well as 411 1wa ter THE B r R T H P L A C E OF MINNESOTA any associated parking improvements) at one time may easier, take less time, cost less money, etc. than small, incremental projects. Bergstein Shoddy Mill and Warehouse Redevelopment Outline Outline Intent This outline focuses primarily as a review of previous plans, studies and discussions as requested by the City Council. This outline focuses less on policy and funding direction, which would be the next steps in the process. Relevant Background The Moritz Bergstein Shoddy Mill and Warehouse ("mill" and "warehouse") are the remaining structures from what was originally a complex of six buildings located above the St. Croix River in Oak Park Heights. The structures were listed on the National Register of Historic Places (NRHP) in 2008 under Criterion A as an intact example of a property providing insight into the daily living patterns of Germanic -Jewish immigrants to Minnesota, and their efforts to sustain themselves in a new land. In early 2005, the City commissioned a report' to determine whether relocation of the subject buildings was feasible. At the June 7, 2005 City Council meeting the Council expressed interest in accepting ownership/maintenance of the buildings but wanted flexibility to withdraw should problems be encountered in the future with agency approvals. In January of 2006, the City prepared an assessment2 for the removal of the former Terra Terminal fertilizer building and relocation of the mill and warehouse 1 Relocation Feasibility Report, Claybaugh Preservation Architecture Inc., March, 2005 2 Proposed Site Assessment, The 106 Group Ltd. And SRF Consulting Group, January, 2006 to (now) Bridgeview Park. In the spring of 2006, the City and its Heritage Preservation Commission executed the St. Croix River Crossing Section 106 Memorandum of Agreement (MOA); the MOA specifically stated the buildings would be moved or torn down by MnDOT in the future. Later that year the City entered into a Memorandum of Understanding (MOU) specifically with MnDOT; the MOU was silent on the City's future obligations to the mill and warehouse through the MOU did indicate a Cooperative Construction Agreement would be needed during the final design stage to define maintenance responsibilities and cost sharing needs. In July, 2010, the City entered into agreement3 with the MnDOT to extend water and sewer services to the site where the mill and warehouse are now located. The mill and warehouse building were moved to their current location at set on new foundations in 2012 in keeping with a MOA's mitigation agreements. On September 23, 2013 MnDOT provided the City with a Bill of Sale and the keys. Structural Conditions The buildings were extensively reviewed in 20051 and again in 2015 when the City commissioned John Lauber and Company LLC and Claybaugh Preservation Architecture LLC to conduct a Reuse Study for the structures. While the structures were determined able to be relocated in 2005 (but not moved until 2012), the 2015 Reuse Study noted the following: • Shoddy Mill: Recommended to be best suited for seasonal use that would not require heating or air conditioning. Baseboard heating, if needed, could be considered; a combination of windows and ceiling fan(s) would provide air circulation and cooling. o The exterior 18" rubble stone bearing walls are in tough shape. There are a lot of cracks and open joints in the walls that require extensive grouting and tuck pointing. It should be noted the City installed temporary bracing on the east wall within the last five years. This was done as a precaution given settling of the structure appeared to be increasing crack sizes. o Installation of new, operable window and doors, concrete slab and roof membrane is required. • Warehouse: Recommended for first floor rehabilitation only. Installation of in -floor radiant heat could be considered for wintertime use; the installation of forced air recommended for first floor use. o The most notable feature of the building is a 7'10" diameter wood sheave used to raise and lower items from the second floor. o There is significant rot in the roof and upper floor framing. In some locations roof rot extends into top wall plate, wall studs and siding. This must be repaired. o Second floor support columns have been modified with a steel rod suspension and strapping system. There is significant sag in the beams. The combination of this, and the second story rot, would not allow for 2nd floor occupancy. If 2nd floor occupancy is desired, the entire floor system would need to be reconstructed. o Exterior Masonite siding covers original drop siding; original drop siding appears to be in poor condition. 3 MnDOT Cooperative Construction Agreement No. 97330-R o The existing wood and metal roof covering must be removed and replaced with new cedar shingle roof and gutters added. As noted, these structures have not been assessed since 2015. Though the report does not explicitly note it, in 2015 their general condition was poor. Extensive rehabilitation is need to bring them, or portions thereof, up to code for public use. Ownership Restrictions Based on review of past agreements, there appears to be no state -imposed restrictions on the use of the buildings. However, the City, MnDOT and the SHPO invested significant resources into the structures and their transfer into the City. Though there are no restrictions on their demolition, demolition might violate the intent of the MOA; this could necessitate further negotiation/mitigation with the SHPO as well as potential involvement of the Advisory Council on Historic Preservation. In a 2010 City/MnDOT Agreement' the following Article V - General Provisions are worthy of note: Section A. Maintenance by the city, indicates: Upon completion of the City -owned utilities construction, the City shall provide for the property maintenance of those utilities, without cost or expense to the State. Section B. Future Responsibilities — Bill of Sale, indicates: Upon completion of the Shoddy Mill and Warehouse Building relations construction on the Terra Terminal Site, the City shall thereafter accept full and total responsibility and all obligations and abilities arising out of or by reason of the use, operation, maintenance, repair and reconstruction of all of the facilities a part thereof constructed hereunder, without cost or expense to the State. The area which encompasses the warehouse and mill are located adjacent to the NRHP-eligible South Main archaeological district and in the NRHP-eligible Cultural Landscape District and the locally designed Downtown Design Review District. A copy of the site and historic resource boundaries map is attached for review. As the property is listed on the NRHP, alterations to the structure must generally conform to the Secretary of the Interior's Standards and must not detract from the structures themselves, the area around them and its significance, nor any of the three other local and federal districts. Contemplated Uses The City has discussed the use of these buildings since prior to the development of the MOU with MNDOT and agreement was made for the City to acquire the buildings. Early 2005 City Council conversations noted the buildings could be used as a learning center, interceptive center, visitor center, staging area for recreational opportunities, and hostel. According to a January, 2005 City -initiated Proposed Site Assessment prepared by the 106 Group Ltd. and SRF Consulting Group notes the buildings provide "an excellent opportunity to adapt the buildings of reuse as a visitor and/or interpretive center within the park's public context". Several other guidelines were recommended: • Implement re -use options that are compatible with the historic buildings and with the public park setting. • Use these industrial buildings as a transition between the urbanized setting of Stillwater on the north and the more rural areas along the St. Croix Scenic Riverway to the south. • Interpret the industrial context of shoddy milling, as well as the other historical archaeological industrial properties authentically associated with the property. • Construction of other structures and landscape features, such as walkways, driveway, and furnishings within the vicinity of the Bergstein buildings should be kept to a minimum, should be based on historical precedent, when possible, and should be expressed as distinguishably modern, yet compatible, forms. The report further notes the National Parks Service "urges the public use of buildings within a park setting; use of the buildings as a restaurant or other private facility are discouraged". Though the March, 2015 Bridgeview Park Master Plan did not contemplate the reuse of the buildings, the plan identified the adjacent shoreline suitable for the placement of transient docking. The study notes there is opportunity "to utilize space within the recently located Bergstein buildings for management and maintenance of the dock without the need for a new structure". The 2015 reuse study process included 1:1 group and individual interviews with 40 public officials, agency representatives, local business and tourism leaders, members of the arts and non-profit community and local residents. A variety of uses were contemplated by these individuals and groups but, overall, consensus was: • Reuse should take advantage of the riverfront and trail system proximity; and • Uses should focus on recreational/non-motorized activities; and • Commercial activities should provide only basic amenities and not compete with existing businesses; and • Parking should remain limited under any reuse scenario. The report recommendation for full rehabilitation of the mill and partial rehabilitation of the warehouse for use as a public purpose, multi -use interpretative/event/trail amenity center. The main level of the warehouse would provide basic services to trail users while allowing for government and non-profit (Jewish Historical Society, Washington County Historical Society, DNR, NPS) programming flexibility. The mill would be used for bike/recreational equipment rental. A copy of the reuse study's proposed site plan is attached for review. Since the development of the 2015 reuse study, city staff has met with representatives of the Greater Stillwater Area Chamber of Commerce, the local CVB, and the Wild Rivers Conservancy of the St. Croix and Namekagon, formerly known as the St. Croix River Association. All organizations have continued to express an interest in using the buildings or a portion thereof. Allowable Uses The property is zoned Park, Recreation or Open Space (PROS) district. There are also two Overlay Districts, the Floodplain Overlay and the St. Croix River Overlay, governing the site. Each of these districts identify allowable permitted, conditionally permitted, and accessory uses. Generally speaking, the property can be used for general parkland purposes. That said, the St. Croix River Overlay district is more restrictive than the other two districts. Additional permitted uses include government highway waysides, rest areas, information areas, parks and scenic overlooks and government resource management and interpretive activities. The St. Croix River Overlay district is specific in that conditional uses are not permitted unless it is determined by the city council that the proposed use will: • Preserve the scenic and recreational resources of the St. Croix Riverway, especially in regard to the view from and use of the river; • Maintain safe and healthful conditions; or • Limit erosion potential of the site. The proposed use must be consistent with the city comprehensive and area plan, zoning and subdivision regulations (including parking requirements), and be complimentary to the existing and adjacent land uses. To that effect, consideration of uses is limited to: • Conditionally permitted uses listed in the base PROS zoning or Floodplain Overlay district. Relevant uses include, but are not limited to: o Marinas, boat rentals, docks, piers, wharves, and water control structures o Outside fields, courts and rinks with lighting o Recreation centers (with a site area minimum of 10 acres) o Multiple purpose park buildings o Public boat launch • Uses that obtain a Heritage Preservation Use Permit from the Stillwater Heritage Preservation Commission. These may only be granted to allow a use that is deemed by the Historic Preservation Committee, after recommendation by the City Council, to be similar to or less intense than the current or a former use of the property. Site Amenities and Limitations When MnDOT moved the buildings into the City in 2012, water and sewer were extended to the site. Though not stubbed into the building, the services are located within a matter of feet to the northern edge of the warehouse. Overhead electrical service runs along the City access road located between the buildings and the highway. In 2015 the City developed Historic Property Reuse Study for the structures. Included in the report were some findings worth of note. These have been updated to reflect current issues and conditions: • Historic Preservation o The buildings, new to Stillwater, are located adjacent to the archaeological ruins of the Hersey and Bean Lumber and Planing Mills. Interpreting the history of the buildings and the archaeological district will be challenging. o Improvement to the Bridgeview Park Central Lawn Area and Historical/Ecological Discovery Area associated with the Lumber and Planing Mills could be considered as part of site development. A copy of the Park's master plan area is attached for Council review. • Design o The warehouse needs some structural repair, including replacement of a missing column near the west end and reinforcement of temporary repairs to the lower portions of studs. o Substantial reinforcement of the upper level floor system in the warehouse would be required to return that portion of the building to active use. o It would be easy to insulate the warehouse building but significant alterations would be need to convert the mill to year-round use. • Site/Shoreline o The warehouse and mill buildings are directly tied to the Bridgeview Park Northern Planning Area; reuse and rehabilitation of the buildings should be done in conjunction with other site development plans. o Regulatory agencies have strongly emphasized a need to minimize high -intensity uses for the site, to protect the riverbank and to maintain the natural character of the area. Some concerns were expressed about plans to develop transient docking facilities at the site. • Safety and Security o The relocated mill and warehouse buildings occupy a relatively isolated spot. Despite efforts to secure the buildings, they are susceptible to intrusion and vandalism. • Recreation and Tourism o Representatives of the riverway have expressed an interest in establishing a dedicated contact station in or near Stillwater as a means of introducing visitors to the river resource. o Motorboat traffic is relatively heavy on this part of the river, and that there is no convenient access for human -powered watercraft such as kayaks, canoes, or paddleboats. Recreational activity at the Bergstein property should focus on bicycle traffic. • Traffic and Parking o Parking at the Shoddy Mill site is extremely limited and in high demand. While there is parking on the public access road to the west, this is predominantly utilized by St. Croix Boat and Packet patrons and usually full. Additionally, this existing condition has been identified as a public safety concern given the access drive is shared with the public pedestrian trail. The nearest improved public parking lot is located approximately 800' to the north. o St. Croix Boat and Packet parking, along the access road, is located wholly on public land; overflow parking, situated approximately 550' to the south of the warehouse and mill, is located on top of the Hersey and Bean Planing Mill ruins. If parking in this location is contemplated, the City should consider development of Bridgeview Park's Central Planning Area at the same time. o Plans for Bridgeview Park include the possibility that transient docking facilities for boaters may eventually be developed at the Shoddy Mill site. This would bring an additional group of visitors to Stillwater. o The lack of parking could limit some potential uses, such as proposals that the buildings be used as a visitor information center for out-of-town visitors, or as a contact station for the National Park Service. Review and Permitting Considerations Because of its location within the Scenic Riverway and within a floodplain along a major navigable river, the property is subject to a variety of regulatory authorities, including the National Park Service, the US Army Corps of Engineers, and the Minnesota DNR. Additionally, the MOU executed by the City indicates site redevelopment coordination with the MNDOT and SHPO will occur. The actual site extents/improvements and funding mechanisms will determine which agencies have review authority and the process for engaging with these agencies. The timeline for permitting/review can be hard to gauge. If the City engages with a qualified design team that include historical architects to aide in design development, review and permitting and construction management, the design review and permitting stage could be completed in potentially six months. However, given the complexity of the site and the numerous regulatory review processes, the design review and permitting could take as long as 24 months before construction could occur. Rehabilitation Costs The planning for the mill and warehouse, as well as for Bridgeview Park, was conducted in 2015. Staff has included the following 2015 cost estimates for Council's review. Site Improvement Estimated Cost4 Bergstein Warehouse and Mill Rehabilitation $608,000 Bergstein Building Area Site Work, North Access Drive, and Existing Parking Upgrade $1,540,000 Transient Boat Dock $4,260,000 Total Area Buildout Cost $6,408,000 Adjusting for inflation (based on 2%/year) the project is anticipated to costs: 2021 2022 2023 2024 2025 Buildings/Site $2,419,000 $2,467,000 $2,517,000 $2,567,000 $2,618,000 Dock $4,797,000 $4,894,000 $4,991,000 $5,091,000 $5,193,000 Total $7,216,000 $7,361,000 $7,508,000 $7,658,000 $7,811,000 Potential Funding Opportunities The following have been identified as some potential sources of funding: • City Bonds; • Park/Trail Dedication Funds; • Philanthropy; • Minnesota Historical and Cultural Heritage Grants, • State Capital Projects Grant -In -Aid; Private Lending; • In -Kind Contributions; and • Minnesota State Bonds. As the Council may be aware, the City has submitted the building rehabilitation project in for state bonding consideration. Rounded to the nearest $1,000 increment s It should be noted the 2015 reuse study did not account for year-round use of both buildings; the plan accounted for rehabilitation of the mill and the lower level of the warehouse for seasonal use. Based on a 2020 estimate of $1.6M for full rehabilitation of both buildings, the 2015 Area Buildout Cost would be $7.4M. Adjusted for inflation, that would equate to $8.17M in 2021 and $8.84M in 2025. Additionally, the end -user would likely need to do additional building improvements to meet their needs. A combination of earned revenue and partner support will need to cover operating expenses and regular deposits to a replacement and reserve account6. Prospective sources for these uses include: Earned Revenue; Lodging Tax; and Park Maintenance Funds. Conclusions With the exception of possibly a hostel, there is little evidence the City acquired the warehouse and mill for substantial commercial activity. Simply put, the site cannot accommodate any increase in traffic by automobile without increasing parking within the vicinity. An increase in parking would significantly deviate from the Bridgeview Park plan, potentially jeopardize the historic integrity of the South Main Archaeological District, and could detract from the overall character of this park. Staff can certainly explore a more intense commercial use further, but would first need the direction of the City Council (as further discussed below). While transient docking has been contemplated at this site since (at least) the 1998 adoption of the (then) Aiple Property & Kolliner Park and (now) Bridgeview Park Plan, adding the warehouse and mill to this site in 2012 changed the nature of the site. The warehouse and mill need caretakers for the site. Argument can be made the buildings can support both trail and riverside amenities and, therefore, could be allowed to have some higher intensity use considerations. The 2015 reuse study's recommendation, as a multi -use interpretative/event/trail amenity center is in line with the underlying and overlay zoning districts (though the use would require a Conditional Use Permit). This use, in combination with recreation rentals, a concessionaire and a public dock, will require review by all regulatory agencies previously noted. However, it is expected that the City would be largely responsible for all rehabilitation funding without little opportunity to recoup those costs. If the City is interested in a public/private partnership for the rehabilitation and future use of the site, the City would be remiss if it only entertained unsolicited offers. Attachments Site and Historic Resources Map Bridgeview Park Master Plan — Planning Areas Reuse Study Site and Building Configuration Electronically Available: • Historic Property Reuse Study of the Bergstein Shoddy Mill (2015) https://public.ci.stillwater.mn.us/weblink/DocView.aspx?id=586849&searchid=b2e2568b- 75ff-4d0d-aeba-48f49bb94b01&dbid=0 • Bridgeview Park Master Plan Update (2015) https://public.ci.stillwater.mn.us/weblink/DocView.aspx?id=998618&searchid=1a48f60d- e6be-4041-8dd8-3cc7b6b4ae03&dbid=0 6 In 2015 it was estimated 3% of the total value, or $9,000-$15,000 per year, would be needed for repair needs to the exterior, interior, and roof structures. Moritz Bergstein Shoddy Mill and Warehouse Washington County, Minnesota QNew Site Boundary/Moritz Bergstein Shoddy Mill and Warehouse ® South Main Archaeological District Q Stillwater Cultural Landscape District = Hersey and Bean Sawmill Site 0 40 Meters 1111 0 125 Feet 1:2,400 III pi, ��•� 1O6GROUP Source: 106 Group Map Produced by 106 Group 2/5/2015 1 100 Year Floodplain (El. 693 Approx.) 2 Steep Slope 4 Historic Bergstein Buildings 6 StormwaterTreatment Pond (MnDOT) 8 North Access Drive (One-way Southbound) 11 Parking Lot C (Car Parking Only) 12 Trailhead Kiosk 14 Retaining Wall Figure 30 Bridgeview Park Master Plan - Northern Area Site Program and Design 15 Upper Loop Trail 16 Lower Loop Trail 17 Bike Trail (Downtown Approach) 18 Pedestrian River Promenade 21 Transient Dock 26 Lawn Area 31 Existing Parallel Parking along TH 95 MASTER PLAN UPDATE 13-7 Site Program and Design 1 100 Year Floodplain (El. 693 Approx.) 2 Steep Slope 5 Hersey Bean Lumber Co. Historic Structure 15 Upper Loop Trail 16 Lower Loop Trail 25 Picnic Shelter/Performance Stage Figure 29 Bridgeview Park Master Plan - Central Area 26 Lawn Area 27 Historical/Ecological Discovery Area 28 Floodplain Forest Restoration Area 29 Floodplain Meadow Restoration Area 3-6 I BRIDGEVIEW PARK Site Program and Design f jTH / - 10a - r J 1 1 100 Year Floodplain (El. 693 Approx.) 2 Steep Slope 3 Existing Sanitary Sewer Lift Station 5 Hersey Bean Lumber Co. Historic Structure 6 StormwaterTreatment Pond (MnDOT) 7 South Access Drive 9 Parking Lot A (Car and Boat Trailer Parking) 10 Parking Lot B (Car and Boat Trailer Parking) 10a Parking Lot B Expansion Area 12 Trailhead Kiosk 13 Low -impact Restroom Figure 28 Bridgeview Park Master Plan - Southern Area 14 Retaining Wall 15 Upper Loop Trail 16 Lower Loop Trail 19 Planned Loop Trail Route 22 Boat Launch 23 Fishing Pier 24 Picnic Area 27 Historical/Ecological Discovery Area 30 Shoreline Restoration MASTER PLAN UPDATE 13-5 St. Croix River Warehous: FFE 695.5' Ordinary High Water Mark 675' -411accessible� entries drop off lane Highway 95 Accessible out door event plaza One way drive Bluff Line approximately 692' Future Bike/PedestrianTrail Site Plan Scale:1"=40ft CLAYBAUGH PRESERVATION ARCHITECTURE INC 361 West Government Street Taylors Falls, MN 55084 Tel: 651.206.0980 E-: claybaugh7@gmail.com May 25, 2015 28'-8" 28'-8" K2 0 m I I I 7'10" diameter wood sheave on 10" diameter shaft Drop down attic ladder I I Kitchen Unisex Ceiling opening to sheave Flexible space 1,347 sf Unisex Mech. Equip. Storage & attic ladder 2 Second Floor Plan 1 Al Scale: 1/8" = 1'-0" First Floor Plan Al Scale: 1/8" = 1'-0" NORTH 1st Floor Area: 1,617 sf 2nd Floor Area: 1,617 sf CLAYBAUGH PRESERVATION ARCHITECTURE INC 361 West Government Street Taylors Falls, MN 55084 Tel: 651.206.0980 E-: claybaugh7@gmail.com May 25, 2015 Al To: Stillwater City Council From: Tracy Maki, Heather Rutledge, and Greg Seitz Re: Name for new park formerly known as Aiple Property Date: August 5, 2021 Dear Mayor Kozlowsi and members of the City Council, We respectfully request you consider additional names for the park currently known as "Lumberjack Landing." We believe it is important to have a name that sends a strong message about what makes Stillwater and the St. Croix River special. We appreciate the work done by you, the Parks and Recreation Commission, and others to plan for this new park. We think it's important to take the time to get the name right, as it will be in use for a long time, and a name sets the whole tone for a recreational site. For about the past two months, we have been soliciting feedback and input on the park name. So far, more than 80 people have contacted us in support of reconsidering the name. Numerous other possible names have been suggested, and we are excited about the opportunity for a name that everyone can embrace for years to come. Stillwater has a long and rich history, and an exciting future. The name for this park can simply better reflect this wonderful new park's location. Logging and lumberjacks are undoubtedly a part of Stillwater and St. Croix River history. But the theme is well represented throughout the community, while other local history and heritage is often not well known. The St. Croix Valley has been home to humans for thousands of years, and the property once owned by the Aiple family has always been an important place. Please consider that the park has an amazing view upriver through the palisades towering above what is known as "Little Venice" and the Stillwater islands. Or that an amazing nesting colony where great blue herons, egrets, and cormorants all raise their young is also within sight. The park is located almost exactly at the head of Lake St. Croix, where the river transitions to that big body of water. This location also provides a gateway to the Wild and Scenic River section managed by the National Park Service, which begins just a few hundred yards upstream. Also consider that the river has been a major travel route and home territory as long as people have paddled canoes, including the Ojibwe and Dakota people whose homeland is here. Nearby, archaeologists have found numerous sites where indigenous people of the Oneota and Woodland Cultures lived before settlement, including sites within view of the park. This is a storied site, and logging is only a small part of it. While lumberjacks were active in the area for 50-75 years, the natural and human history stretches back for millennia. Thank you for considering our request. We are excited to support any effort to reconsider the name. Sincerely, Tracy Maki, Stillwater Heather Rutledge, Stillwater Greg Seitz, May Township LET'S GET STILLWATER'S NEW PARS NAMF RIGMT "The name we give to something shapes our attitude toward it. Katherine Paterson, novelist POSSIBLE PARK ACTIVITIES History Can you think of others? POTENTIAL NAMES Birding Ecology Observation Ojibwe Canoeing Stillness + Renewal St. Croix Valley community members have come together to revisit We need your input, ideas and advocacy. WHA1 WHY inspirational. Names should remain relevant as the community grows and changes. THEMES natural vegetation and natural beauty, preservation and restoration, peace and quiet. BRAINSTORMING PROMPTS Service. As a National Scenic Riverway, the St. Croix is praised for its conservation and stewardship. a place where the Can you think of others? pace of the river slows —unhurried as it moves along. Please share your feedback and thoughts, be kind, be creative, be community -centric. VISIT WWW.STILLWATERPARKNAME.WIXSITE.COM/SITE TO CONTRIBUTE YOUR IDEAS BY JUNE 30. at their August 10th workshop. TO: FROM: DATE: SUBJECT: 111 Iwater Administration Mayor & City Council Tom McCarty, City Administrator le7-1 L itA August 6, 2021 Stillwater Classification/Compensation System — Request to Conduct Comparative Market Analysis and Update BACKGROUND INFORMATION: In 2016, the City of Stillwater implemented a new Classification/Compensation system for city employees. An extensive analysis of city positions, job duties, comparative market review, staff discussion, appeals process and bargaining unit ratification of the new system preceded implementation. The Class/Comp system defines the wage ranges for all employee positions in the City. Since 2016, the City Council has annually approved an incremental base wage adjustment to the Class/Comp system rate structure corresponding to wage rate adjustments included in bargaining units contract agreements. Over the past 18 months, the City has found it increasingly difficult to recruit talented individuals to fill vacant positions and to retain talented employees due to non-competitive wage rates for some city positions. The City of Stillwater is competing in the regional Twin Cities market and in some cases, the national market for highly talented individuals to join and remain in the City's workforce. It appears that market forces have driven wage/compensation rates higher than the City's adjustments to the Class/Comp system for some positions, placing the City at a competitive disadvantage in recruiting and retaining talent. RECOMMENDATION: Staff recommends that the City Council authorize the issuance of a Request for Quotes/Request for Proposals (RFQ/RFP) to solicit qualified quotes/proposals from consultants to conduct a comparative market analysis of the City's current Class/Comp position compensation rates and provide recommendations for any necessary adjustments. Responses to the RFQ/RFP will be reviewed and the results and recommendation will be shared with the City Council for approval of an appropriate agency to conduct the analysis. Staff anticipates the RFQ/RFP process, vendor selection, comparative market analysis report and recommendation would be completed prior to December 31, 2021. 216 4th Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us TO: ti 1 Iwater Administration Mayor and City Council Members FROM: Tom McCarty, City Administrator Donna Robole, Human Resources Manager DATE: August 6, 2021 SUBJECT: Flexible Work Arrangement Policy BACKGROUND The City of Stillwater created a Workplace of Tomorrow Team in 2020 amidst the onset of the COVID-19 pandemic. The team is comprised of employees from all departments including the Library and Rec Center. The team met virtually during the pandemic, and on May 18, 2021, the group made a recommendation supporting new business operations processes created this past year that worked well and should be considered for the future. One of those items was flexibility, and how to manage flexible scheduling work options for the future. Committee members volunteered to serve on a subcommittee that explored a Flexible Work Arrangement concept. The Workplace of Tomorrow subcommittee met and engaged with staff and supervisors to learn more about specific needs of departments and employee groups. Results were reported to the Workplace of Tomorrow team, and following a July 28 meeting, the policy content was confirmed by the group. A flexible work arrangement is a business and workplace strategy, not an employee benefit or employee right, and approval or denial is at the sole discretion of the City. The City seeks to effectively address the needs of the City, the personal needs of employee, the needs of their departments, and strives to provide for a responsibly managed workplace. Following the Workplace of Tomorrow subcommittee's work and team review, staff recommend the City move forward with a pilot flexible work arrangement policy, commencing September 1, 2021. The proposed policy governs work -life opportunities of individuals employed with the City of Stillwater. The City's goal is to maintain or improve employee productivity while providing employees with futuristic scheduling options that foster a productive, healthy and safe workplace. RECOMMENDATION The proposed Flexible Work Arrangement Policy can be implemented on a one-year trial basis effective September 1, 2021, within the approved 2021 budget parameters. Therefore, staff recommends adoption of the resolution entitled, "Approving Flexible Work Arrangement Policy." City of Stillwater Washington County, Minnesota RESOLUTION 2021- APPROVING FLEXIBLE WORK ARRANGEMENT POLICY WHEREAS, the City of Stillwater, complies with Federal and state labor laws; and WHEREAS, a flexible work arrangement is a business and workplace strategy, not an employee benefit or employee right, and approval or denial is at the sole discretion of the City; and WHEREAS, the City's goal is to maintain or improve employee productivity in the delivery of public services while providing employees with scheduling options that foster a productive, healthy and responsibly -managed workplace. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves a one-year pilot program for 2021-2022 offering a flexible work arrangement option to individuals employed by the City of Stillwater pursuant to the attached flexible work arrangement policy. Adopted by the Stillwater City Council this 10th day of August, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk City of Stillwater, Minnesota August 10, 2021 CITY OF STILLWATER Flexible Work Arrangement Policy Scope This policy governs work -life opportunities of employee groups with the City of Stillwater. All City of Stillwater employees (union or non -union, full time or part-time) may be considered for a flexible work arrangement with the following considerations: • Must be employed with the City for six or more months • Must have satisfactory performance Goal The City's goal is to maintain or improve employee productivity while providing employees scheduling options that foster a productive, healthy and safe workplace; and helps employees effectively integrate and manage their work and personal life responsibilities, and can enhance their overall well-being and improve job satisfaction. A flexible work arrangement is a business and workplace strategy, not an employee benefit or employee right, and approval or denial is at the sole discretion of the City. The City seeks to effectively address the personal needs of employees and the needs of their respective units and strives to provide for a responsibly managed workplace through careful selection, preparation, and accountability of supervisors, managers and leaders. Definitions Core Hours: A fixed block of time when staff are expected to be available. For the City of Stillwater, those hours are Monday through Friday between 9:00 a.m. and 3:00 p.m. Employees must be available during their normal work hours. Employees should be reachable by telephone, video conferencing or some other form of live communication during the workday, as per their arrangements with their supervisor and coworkers. Employee Responsibility: The City expects employees to contribute to a welcoming, inclusive and positive workplace; and support each other in effectively managing work and life responsibilities. Employees shall be held accountable for workplace behaviors consistent with all applicable City administrative policies, rules and collective bargaining agreements. Employer Responsibility: Leaders, managers and supervisors shall be held accountable (and recognized) for efforts that address the business needs of the City and promote employee well-being. Flexible Work Arrangements: Flexible work arrangements shall mean alternatives to the standard schedule for individual positions, including flex time and remote work arrangements. Well -Being: The physical, mental, psychological and emotional health of the employee. 1 City of Stillwater, Minnesota August 10, 2021 Types of Flexible Work Arrangements Flextime: An arrangement in which an individual's total number of hours worked over the course of a workweek (non-exempt employees) or a two -week pay period (exempt employees) does not change, but there is flexibility in an individual's scheduled starting and ending times. Flextime options can include: • Fixed starting/ending times that change periodically • Starting/ending times that vary by day (e.g. Four 9-hour days and one 4-hour day) Remote work arrangement: A regular, routine arrangement that allows the employee to perform a portion of their job outside of the City office. This type of arrangement specifies the number of hours to be worked outside of the office and the specific days on which the work will occur. Employees must be self-disciplined, self -motivated, and comfortable working away from the office and without direct oversight. Positions suited for remote work arrangements are those that can be performed successfully with minimal supervision and limited face-to-face contact. There are three types of remote work arrangements (telecommuting): • Intermittent - usually unplanned. Time is taken in separate blocks of time, or a reduced schedule, for a planned reason. An intermittent schedule is set at 12 occurrences per year. Permission should be documented and can be granted via e-mail exchange. Intermittent remote work does not require a formal written agreement and is dependent upon the mutual consent of the employee and their supervisor • Short -Term - an arrangement that is for two weeks or less and may not require a formal written agreement and is dependent upon the mutual consent of the employee and their supervisor • Long -Term - an agreement that lasts for more than two weeks, requires approval by supervisor and department head and meets all requirements as defined in this policy Process for Requesting a Flexible Work Arrangement 1. An employee must complete a flexible work arrangement request form and submit the form to their supervisor. 2. The supervisor will arrange a time with the employee to discuss the flexible work arrangement request. 3. Both the supervisor and the employee should use the meeting as an opportunity to ask clarifying questions and ensure that both the supervisor and the employee have the same mutual understanding about how the arrangement may work. 4. The request should be modified as necessary based on the discussion. 5. The supervisor makes a determination as to whether the request is approved. 6. If approved, the request will be submitted to the department head for final approval. The determination of the department head is final. 7. The department heads can submit an exception request to the City Administrator for review and approval. 2 City of Stillwater, Minnesota August 10, 2021 8. The approved request is routed to Human Resources who places it in the Personnel file. 9. Approved requests expire after 12 months. Each year thereafter, the employee can request renewal and approval of same or modified request for another 12 months. Guidance for All Flexible Work Arrangements 1. A flexible work arrangement is intended to formalize a short-term or long-term arrangement. 2. Flexible work arrangements must comply with State and Federal employment laws that apply to all City employees. This includes, but is not limited to, the Fair Labor Standards Act (FLSA), which regulates payment of overtime for exempt and non-exempt employees and which, for non-exempt employees, governs matters such as required breaks. 3. Employees requesting a flexible work arrangement will evaluate: • How the proposed schedule will sustain or enhance the ability to get the job done and the ability of the work unit to maintain productivity and customer service What potential challenges, including potential additional costs, could the requested alternative work schedule raise with: a. External or Internal Customers b. Co-workers c. Supervisor • What reasonable measurement would the employee propose for the employee and the supervisor to constructively monitor the alternative work schedule and assess performance (e.g., productivity and service) is meeting or exceeding expectations? 4. The supervisor will review and discuss request with employee ensuring that all aspects of the agreement are addressed. Factors to consider when determining if the employee is a candidate for telecommuting include but is not limited to: • Ability for the supervisor to maintain an office presence during normal business hours without the employee. • Ability to perform job duties from a remote location, e.g. not customer facing, does not provide office coverage, etc. • Ability to perform job duties during approved work schedule and be available during normal work hours. • Ability to monitor or measure employee's work product. • Availability of tools for remote work, i.e., VOIP, collaborative work forums such as Zoom, etc. The employee must be reachable by telephone, e-mail, and camera -on videoconferencing at a minimum. • Employee's past and current job performance. • Employee's work skills such as time management, organizational skills, self -motivation, ability to work independently, etc. 5. Flexible work arrangements must comply with all applicable City rules and regulations as well as any 3 City of Stillwater, Minnesota August 10, 2021 applicable departmental rules, policies and procedures. 6. The job duties, responsibilities and obligations of the position are not affected by a flexible work arrangement. 7. All employees with a flexible work arrangement must comply with overtime procedures as outlined in the Employee Handbook (non -union employees) or Labor Agreement (union employees). 8. Those with flexible work arrangements will be held to the same performance standards as they would if they did not have a flexible work arrangement. 9. Department heads are responsible for determining the job -related criteria that will be used to evaluate and approve employee requests for flexible work arrangements. Not all positions may be appropriate for flexible work arrangements. Seniority is not a basis for selecting employees for a flexible work arrangement. 10. Supervisors may need to temporarily adjust work schedules to meet the operational needs of the division. Employees must be able to report to work accordingly with little or no notice. 11. If an employee needs to temporarily deviate from their flexible work arrangement, the employee should seek and receive prior approval from their supervisor. Any changes to work hours should be reviewed and approved by the supervisor in advance. 12. If a holiday falls on a day when an employee is generally scheduled to work more than eight hours, the employee may either make those additional hours up elsewhere in the week (non-exempt employees) or pay period (exempt employees) or use vacation to supplement the rest of the scheduled workday. 13. Flexible work arrangements are not guaranteed or permanent. If the needs of the employer or the employee change, either party can request adjustments. The Supervisor/Department Head or the employee may cancel the arrangement by providing written notice up to 10 working days in advance, with a review and a determination occurring within the timeframe. Approved flexible work arrangements can be canceled at any time for any reason, by either party. 14. Those who are non-exempt (hourly) must report actual hours worked and may not work overtime or additional hours that generate night or weekend differentials, without advance approval. Differentials are not available if the employee chooses to work into the evening or weekend of their own benefit. 15. Approved requests must be reviewed and renewed annually. 16. Family Medical Leave Act (FMLA) and Americans with Disabilities Act (ADA): This policy is not intended to cover situations in which an employee is requesting FMLA leave for qualifying reasons or is requesting that the employer provide an accommodation under the ADA due to a qualifying disability. Such requests must be directed to the Human Resources manager and appropriate procedures and paperwork completed. Remote Work Arrangement - IT Equipment and Work Supplies 1. Supervisors are responsible for determining the type of equipment and supplies needed to support a 4 City of Stillwater, Minnesota August 10, 2021 remote worker. The City will neither provide nor pay for remote connectivity, whether in whole or in part. 2. The City assumes responsibility for the maintenance and repair of all City -owned equipment, except in cases where damage occurs through an employee's gross negligence. 3. Equipment, hardware and software furnished by the City remains the property of the City and is subject to the same business use restrictions as if the equipment were located in the main business office. City - owned software should not be installed on employee hardware unless authorized by the City. Employee -owned software should not be installed on City -owned equipment. 4. All City -owned hardware, software, supplies, documents and other information or property remains the property of the City no matter where it is located, and shall be returned prior to termination of employment or at the request of the City. 5. Remote workers will be responsible for promptly notifying their manager of an equipment malfunction, failure, theft or damage of City -owned equipment. If the equipment malfunction prevents the remote worker from performing assigned tasks, they must notify their supervisor immediately. They may be assigned to perform different tasks or to return to the City office depending on their particular circumstance. 6. City -provided equipment, software, data, and supplies and other equipment are solely for the purposes of conducting City business. 7. Office supplies needed for remote work will be obtained from the City office or through the normal supply procurement process. Reimbursement for supplies purchased outside of this process will not normally be allowed unless there has been prior agreement between the employee and their supervisor regarding the necessity for purchase outside the City process. Remote Work Arrangement - Data Privacy/Information Security 1. Provisions of the Minnesota Government Data Practices Act and program data privacy policies must be followed when performing work away from the City office. 2. Physical files and/or documents with private data (e.g. client files) may not leave the City office. 3. Remote workers must provide security for the data and information that is used outside the City office. 4. Access to shared drives will be completed only on City -owned hardware and via a Virtual Private Network (VPN) connection. All electronic work produced shall be saved on the City network. 5. Data created and maintained on a remote worker's personal device, if generated for the purpose of conducting City business, is subject to the City's record management and data privacy rules and regulations. This means that proper retention and disposal procedures as well as data privacy protections are required. Such data remains the property of the City. 5 City of Stillwater, Minnesota August 10, 2021 Remote Work Arrangement - Communication and Travel 1. Remote workers are responsible for having a designated work area that allows them to report to the office with one hour's notice or within the employee's normal commute, in the event an employee's commute is longer than one hour. 2. Travel to and from the main business office for purposes of meetings or other work requirements shall not be considered compensable hours and mileage will not be reimbursed. 3. A remote worker who is scheduled to work at home on a day that is declared to be an emergency closing is expected to work at home as scheduled. 4. Remote workers are expected to develop an effective communication strategy with their supervisor and other team members. It is expected that remote workers will be reachable by telephone or electronic communication during core and/or other agreed -upon work hours and that messages will be returned promptly, just as they would be if the employee were working at the City office. Additionally, employees and supervisors should participate in check -in meetings to ensure that the supervisor is fully apprised of the work that employee is performing, and to give the employee appropriate opportunities to seek guidance on their work. 5. Remote workers are expected to attend all assigned office meetings related to the performance of their job, including those scheduled on a day otherwise assigned for remote work. Remote Work Arrangement - Work Environment, Tax and Insurance Considerations 1. Remote workers are responsible for providing a work area suitable to completing the work assigned. The area should be ergonomically appropriate, safe, free from distraction, and provide sufficient discretion and privacy to carry out necessary tasks. Remote workers are solely responsible for the costs associated with making any designated work space compliant. 2. A remote worker's existing insurance policy may not include coverage for liability arising out of the use of a residence for a business purpose. Remote workers are solely responsible for determining an appropriate level of coverage based on their own circumstances. 3. Federal and State tax implications of remote work and the potential use of a home office are the responsibility of the employee. 4. An employee is covered by all benefits and laws pertinent to the course and scope of employment while working remotely. Any injury that occurs within the course and scope of employment must be immediately reported to the employee's supervisor. If an employee has a designated home workspace, that space is considered an extension of the City's workspace during scheduled remote work hours for purposes of worker's compensation. 5. A remote work arrangement is not a substitute for dependent or childcare. Time spent working cannot also be used for the care of dependents. 6 Flexible Work Arrangement Request Form — City of Stillwater To request a Flexible Work Arrangement, please complete the following request form and submit to your supervisor for review. Employee Name (print clearly): Requested Start Date: End Date: Minimum of 10 working days after submission Criteria for Consideration: ❑ Employee has achieved employment >_ 6 months with the City of Stillwater ❑ Employee Has Satisfactory Performance with the City of Stillwater Type of Flexible Work Arrangement Requested: ❑ Flextime ❑ Remote Work Arrangement (select one of the following): 0 Short -Term (s 2 weeks) 0 Long -Term (> 2 weeks) Reason for Request: List your current schedule & requested schedule: Current Schedule Begin/End Times Sun. Mon. Tues. Wed. Thur. Fri. Sat. Total Work Hours/Wk. Requested Schedule Begin/End Times Sun. Mon. Tues. Wed. Thur. Fri. Sat. Total Work Hours/Wk. By signing below, I attest that I have read and understand the Flexible Work Arrangement Policy and will adhere to the schedule outlined above. I understand that prior approval is required, including any subsequent change to, or discontinuation of, a different alternative work schedule. Final approval is the responsibility of the Department Head and, if approved, my flexible work arrangement can be cancelled at any time for any reason, by either party. Employee Signature: Date: Supervisor Signature: Date: ❑ Approved. The arrangement will be reviewed on: ❑ Denied Comments/Explanation if Denied: Checkpoints: Employee and Supervisor will maintain checkpoints at the following frequency: Dept. Head Signature: Date: ❑ Approved 0 Denied Comments/Explanation if Denied: EXCEPTION REQUEST Department Head describes circumstances that justify the request for an exception: Dept. Head Signature: Date: City Administrator: Date: ❑ Approved ❑ Denied Approved requests expire after 12 months. Each year thereafter, the employee can request renewal and approval of same or modified request for another 12 months. Distribution: Copies to employee and supervisor, route original to Human Resources for p-file Human Resources\HR-Secured June 2021 community thread July 16, 2021 Tom McCarty, City Administrator City of Stillwater 216 North 4th St. Stillwater, MN 55082 Dear Mr. McCarty, We appreciate the past support we have received from the City of Stillwater. The purpose of this letter is to request funding for 2022 that will allow us to continue to provide services that benefit our greater community. Community Thread is proud to be the only community center in the St. Croix Valley offering programs that engage, enrich and connect older adults. Although the Covid-19 pandemic temporarily cancelled our programs last year, we created new activities and opportunities for our participants. As restrictions allowed, we invited guests to attend activities such as our Parking Lot Beach Party where participants socially distanced while enjoying live music. We also offered online AARP Driver Safety classes, moved our walking group outdoors and shared online activities on our website to encourage participants to stay engaged through virtual tours, puzzles, music experiences, fitness opportunities and more. In 2020, Community Thread enrolled volunteers in a variety of innovative ways to meet the increased need for connection and support during the pandemic. Throughout the year, volunteers wrote friendly letters to people in assisted living facilities, picked up and delivered food and medication, and called to check in on older adults in the community. We also deepened our collective impact as we responded to new and emerging needs by partnering with other community agencies. For example, Stuff the Bus (in partnership with United Way) served 50% more students with school supplies to help them succeed in their hybrid and distanced learning environments. Holiday Hope celebrated its 50th year by expanding to serve three new communities, doubling the number of people served thanks to our collaboration with the Christian Cupboard Emergency Food Shelf. Through these programs and services, Community Thread enriches the lives of thousands of residents in the St. Croix Valley each year thanks to the generous support we receive from our community. We appreciate the City of Stillwater's support of our work and are respectfully requesting $16,000 from the City of Stillwater for 2022. Thank you for your consideration. Sincerely, Scaly A w1 e rsaw Executive Director, Community Thread community thread CAyrutteotarifyop July 16, 2021 Tom McCarty, City Administrator City of Stillwater 216 North 4th St. Stillwater, MN 55082 Dear Mr. McCarty, Thanks to the support of the City of Stillwater and other organizations, Community Thread has contracted with Newtrax to provide a community circulator bus serving the greater Stillwater area. The Connector Loop operates one day a week for five hours. The bus is handicap accessible and offers scheduled stops at housing complexes, area retailers, healthcare facilities and the food shelf, among other community destinations. A $3 fare covers the entire day. In its third full year of service, the bus makes scheduled stops at housing complexes including Raymie Johnson, Birchwood Townhomes, Rivertown Commons, Green Twig Apartments, Oak Park Senior Living, and Ann Bodlovick Apartments. In 2020, efficiencies in the route made it possible to add another one -hour loop to the schedule, offering more convenience for riders. The loops are now 1 hour in length, making it easier for riders to know when to expect the bus to return to get them back home. Data shows that people are mostly using the bus to shop for food and other essential items. On behalf of the greater community, we are seeking $5,000 from the City of Stillwater to help fund this expense in 2021. This service is not part of Community Thread's budget; rather, we act as a fiscal agent and support it through staff time directed at promoting visibility and gaining funding. We appreciate the City Council's consideration of this proposal and would be pleased to answer any questions. Thank you for your consideration. Sincerely, Scaly Ly A verso-w Executive Director, Community Thread vow enriching lives SIN!( 1967 = di aZ. ir "My family and I are so grateful for the additional help provided by Community .4". Thread throughout the pandemic. The gift card for groceries alleviated financial stress and helped us to make ends meet." community thread Dear Friends of Community Thread, As eternal optimists, we tend to find the silver lining that comes out of difficulty and 2020 is no exception. Last year when our world began shutting down, Community Thread stepped up to serve those most impacted by the pandemic. Thanks to overwhelming support from our community, this is how Community Thread responded: - We connected 80 volunteers who assisted 120 individuals with special requests at the height of the pandemic. These community -minded volunteers shopped for and delivered essential items such as food and prescriptions, made check -in calls, and helped set up computers so people could stay connected. - We collaborated with other organizations to help meet community needs; for example, we recruited volunteers to help distribute meals from the Stillwater Area Public Schools and partnered with Stillwater Cares and Washington County to assist with mask -making and mask -distribution efforts. - We expanded our Holiday Hope program to double the number of individuals served, thanks to generous gifts from local foundations, individual sponsors, and volunteers. By partnering with the Christian Cupboard Emergency Food Shelf, we reached additional individuals and families who were experiencing an even greater need for support. A community thrives when people have a sense of belonging, whether they are giving or receiving. Last year our Volunteer Center coordinated the efforts of 2,078 volunteers who generously donated the equivalent of $239,000 in labor, making our community stronger. In spite of the pandemic, our volunteers gave rides to medical appointments, assisted with household tasks and projects that kept people independent, and distributed school supplies to almost 100 more children than the prior year. These silver linings happened because of the collective resilience and goodwill of our comunity - a place where people care about one another and offer their gifts of time, talent, and financial resources to improve overall wellbeing. Special funding from the Fred C. and Katherine B Andersen Foundation, Margaret Rivers Fund, The Otto Bremer Trust, and the St. Croix Valley Foundation made it possible for Community Thread to serve as an essential need nonprofit during 2020. Even in the most challenging of times, our community spirit sees us through. Community Thread connects this spirit of caring to people who need it most and we couldn't do our work without the support of our community partners, volunteers, and donors. In 2020, we were honored to be selected as Nonprofit of the Year from the Greater Stillwater Area Chamber of Commerce - an honor we attribute to your unwavering support and commitment. Thanks for helping us continue to make a difference. With gratitude, Ruth and Sally Ruth Hjelmgren President, Board of Directors Sally Anderson Executive Director scIti 04-"'—• i 2020 Financials 2020 BOARD OF DIRECTORS Grants & Contributions 77% Fundraising & Investment Incomes 1% i In Kind Support 20% Support & Revenue $927,469 Program & Rental Fees 2% Fundraising 6% Management & General 16% Total Functional Expenses $676,472 Direct Program Services 78% Statement of Financial Position December 31, 2020 & 2019 2020 2019 Cash Accounts Receivable Prepaid Expenses Net Property and Equipment Other Assets Total Assets $258,216 $79,201 $1,219 $438,040 $192,032 $2,510 $6,677 $505,315 $24,629 $801,305 $706,534 LIABILITIES AND NET ASSETS Accounts Payable Accrued Expenses PPP Loan Total Liabilities $6,540 $3,287 $53,088 $20,630 $79,600 $139,228 $23,917 NET ASSETS Total Unrestricted Temporarily Restricted Total Net Assets $655,897 $6,180 $662,077 $651,841 $30,776 $682,617 TOTAL NET AS ET & LIABILITIES $801,305 $706,534 Audited financial statements can be found at www.CommunityThreadMN.org. Financials do not include $238,355 as valued by the Independent Sector for 8,096 volunteer hours at $29.44 per hour. 2020 BUSINESS PARTNERS AFTON BAYPORT LAKELAND LIONS ANASTASI JELLUM P.A. ANDERSEN CORPORATION ANDERSEN WINDOWS AND DOORS ARTIS SENIOR LIVING BLUESTONE PHYSICIAN SERVICES CATES FINE HOMES CCF BANK COMFORT KEEPERS CORTRUST BANK COTTAGE GROVE LIONS CLUB CDO EDGE TEAM DIASORIN, INC. DICK PEARSON PROPERTIES FIRST STATE BANK AND TRUST GALOWITZ OLSON PLLC KIWANIS CLUB KRUEGER'S TREE FARM LAKE ELMO BANK MIDWESTONE BANK OUR SAVIOR'S LUTHERAN CHURCH PONY PREESCHOOL CHILD DEVELOPMENT CENTER ROYAL CREDIT UNION SRI ST. CROIX VALLEY ATHLETIC ASSOCIATION ST. CROIX VALLEY FRIENDS MEETING ST. PAUL REGIONAL LABOR FEDERATION STILLWATER ELKS LODGE 179 STILLWATER LIONS STILLWATER SUNRISE ROTARY TRINITY LUTHERAN CHURCH WOODBURY LIONS CLUB Fred Anderson Board Treasurer Community Volunteer Chris Dressel Past Board President First State Bank & Trust Aaron Drevlow Stillwater Area High School Josiah Hill Stillwater Area High School Ruth Hjelmgren Board President Artis Senior Living Sharon King Andersen Corporation Rachel Kozlowski Demand Quest Richard McDonough RM Realty Terry Misraish Healthcare Solutions Pro Renae Pominville Board Secretary Lake Elmo Bank Eric Salman Midwest Spine & Brain Institute Samantha Schindler DiaSorin, Inc. James P. Schoenecker Strategic Insurance Agency Alliance Sarah Stivlanc Community Volunteer Julie Swedback Swedback Law, PLLC Gina Zeuli City of Oak Park Heights STAFF Sally Anderson Executive Director Kathryn Bolinder Associate Director Allissa Obler Development & Communications Director Hannah Erickson Development & Communications Coordinator Rachel Presslein Thrive Program Director Kim McRunnel Older Adult Program Director Lynn DeCorsey Older Adult Program Assistant Jennifer Kmecik Volunteer Center Director Leanna Miller Volunteer Center Coordinator Cathy Dyball Chore Services & Transportation Program Manager Jenny Hutchins Farrell Administrative Coordinator Our Locations Stillwater 2300 Orleans Street West Stillwater, MN 55082 Bayport 243 Fifth Avenue, Suite 108 Bayport, MN 55082 Phone: 651-439-7434 Fax: 651-789-4193 www.CommunityThreadMN.org Chore Services & Transportation Program Our Chore Services and Transportation program provides critical services that help people maintain their health, mobility, dignity, and independence. Due to the pandemic, our program experienced a decrease in transportation requests when non -essential medical appointments were cancelled; however, our volunteers stepped up to fulfill the increased demand for chore service requests, helping to inform us of even greater needs for support. As programs evolve at Community Thread to meet our community's needs, we are excited to continue the development of Thrive, a joining of the social and educational activities of our Older Adults Program and the ride and at-home services of our Chore and Transportation Program. By combining - and expanding - the activities and services of both of our programs through Thrive, we will honor the dignity of older adults, leverage their strengths, and help make aging in community an exceptional and fulfilling experience. 114 requests 281 volunteer hours 256 trips 636 volunteer hours 66 Thank you for connecting my parents with rides to their medical appointments. Community Thread and their volunteers go the extra mile., 9 community thread Co-wvtectoi Loop Allina Health COURAGE KENNY REHABILITATION INSTITUTE GREATER STILLWATER `CHAMBER. f COMMERCE Rotary Stillwater Rotary Club Stillwater, MN Thank you Community Thread Connector Loop Sponsors! ANDERSEN" WINDOWS & DOORS M City of Oak Park Heights • Lakeview Hospital 6 6 The circulator bus is a gift! Thank you for offering personal transportation to and from my errands. Our community is so lucky to have such an amazing and dedicated organization! 9 9 Older Adult Program • ••••••..... Community Thread is proud to be the only community center in the St. Croix Valley offering programs that engage, enrich, and connect older adults at our Stillwater and Bayport locations. Although the Covid-1 9 pandemic temporarily cancelled our programs, we created new activities and opportunities for our participants. As restrictions allowed, we invited our guests to attend activities such as our Parking Lot Beach Party where participants socially distanced while enjoying live music. We also offered online AARP Driver Safety classes, moved our walking group outdoors and shared online activities on our website to encourage participants to stay engaged through virtual tours, puzzles, music experiences, fitness opportunities, and more. 40 different activities offered 7,184 visits 754 participants 6 6 I am so happy that Community Thread is still open! It is so great that they are finding new ways to help our community stay connected. > 9 Volunteer Center . . . . . In 2020, Community Thread engaged volunteers in a variety of innovative ways to meet the increased need for connection and support during the pandemic. Throughout the year, volunteers wrote friendly letters to people in assisted living facilities, picked up and delivered food and medication, and called to check in on older adults in the community. We also deepended our collective impact as we responded to new and emerging needs. For example, Stuff the Bus served 50% more students with school supplies to help them succeed in their hybrid and distanced learning environments. Holiday Hope celebrated its 50th year by expanding to serve three new communities, doubling the number of people served. sePRO community thread 136 hours of service V044 community thread 14 hours of service AXE-#—E community thread 256 homeowners 66Thank you for connecting us with volunteers to help with the spring clean-up that I was unable to do myself. The volunteers came out and did a wonderful job!» - Spring into Service Recipient 011.1oliday llope community thread 2,369 individuals served community thread 2300 Orleans Street West Stillwater, MN 55082 OUR VISION A community where all people are engaged, enriched and connected. OUR MISSION To leverage resources and volunteers to improve the quality of life for adults and their families in our local community. Charities Council' MEETS STAND smartgivers.org United Way of Washington County -East Thank you for your support in 2020! community thread connecting people. enriching lives. City of Stillwater From: Washington County Historical Society Update of past year's activities: Dear Mr. McCarty, Preserving Tomorrow's 4 HISTORY + Below please find an update of past activities of the Washington County Historical Society [WCHS]. Even with the pandemic, the historical society has been there to collect, preserve and disseminate the history of Washington County and the state of Minnesota. Through social media, printed history and a source of local history, the WCHS has kept up with our mission and will continue to provide an opportunity for local citizens and schoolchildren to learn from the past. The Historical Society continued to inspire others with history which includes the historic winter ice cream social that we partnered with the Stillwater Area Chamber of Commerce to hold this past January. Our newsletter, the Whisperings, covers local Stillwater history and had recently published articles on the Lily Lake Brickyard, Chinese Laundries in Stillwater, WWI Protective League. We also were able to mark the unmarked grave of former enslaved Stillwater resident James Carter. The WCHS received two PPP loans and both have been forgiving. These loans helped to fill in the gap for lost revenue during 2021. The city of Stillwater also provided $5,000 for operations, which helped to maintain the organization and preserve our records and artifacts through the pandemic. The WCHS appreciates the continued support of the City of Stillwater for the organization and its history. We would like to request from the city of Stillwater a grant of $7,500 to the Washington County Historical Society for 2022. If you have any questions please let us know. Most sincerely, Brent Peterson Executive Director Washington County Historical Society History of the Historical Society: The Washington County Historical Society (WCHS) is 87 years old! Founded in 1934 as a private, nonprofit educational organization, it has about 750 individual, family, and business members. The Warden's House Museum in Stillwater was acquired by the Society in 1941, making it the state's second oldest continuously operating house museum. The Society leased the Hay Lake School for a museum in 1972 and purchased it from the Forest Lake school district in 1978. The school's neighbor, the Johannes Erickson Log House, was donated to the Society in the late 1970s, moved to the site, and restored. All three buildings are on the National Register of Historic Places. In 1996, the Society reconstructed a Carriage House that originally stood behind the Warden's House Museum, to use for collections storage, archives, and a research facility. In 2013, the Society purchased a building in Stillwater for a Washington County Heritage Center, scheduled to open this October. In April 2016, the Society took over Oakdale -Lake Elmo Historical Society collections and began programming at the Eder School in Oakdale. Since May 2020, our facilities have been closed due to the pandemic, but have now reopened to the public. Warden's House Museum —Stillwater. One of the state's oldest buildings, the Warden's House was built in 1853 as a dwelling for the wardens of the Territorial Prison. The Warden's House is the only public building surviving from Minnesota's territorial days and is one the National Register. It has been a WCHS museum for 80 years! Hopefully, WCHS will be able to celebrate this milestone by opening the museum to guided tours and especial events later in the season. A grant from the Jeffris Family Foundation enabled a Historic Structures Report consisting of onsite condition assessment, chronology development and architectural review for the Warden's House. The Warden's House opened in July after being closed due to the pandemic. The Warden's House is celebrating 80 years as a museum. We have served thousands of visitors, including schoolchildren from the local schools, visitors from out of state and genealogists looking for their roots in Stillwater. Washington County Heritage Center — Stillwater. In 2013, the Society purchased a building in Stillwater near Highway 36. The building was rented to the Minnesota DOT while plans for renovation were being made. Phase one construction started in 2020 and public areas with displays will be open this October. After more than fifteen years of planning and waiting, the new Heritage Center is beginning to take shape. New exhibits featuring John Runk photos and the lumbering industry in the St. Croix Valley are being built, and artifacts that have been in storage for 50 or more years will finally be seen — hopefully, at a grand opening this October. Vintage clothing will also be on display with an exhibit contrasting styles and fashions of the 1860s and 1960s. Another display exhibit will feature Black baseball history in the county. Continuing to collect our history: Recently, the Washington County Historical Society Board received several donations of important artifacts: an oak desk and chair from the Stillwater Prison site that belonged to former Stillwater City Attorney David Magnuson. A desk that belonged to Edward Simonet, III, A series of paintings, oil & water color, by Mildred Newman showing images from around Washington County including the Stillwater Public Library and Wildwood Park in Mahtomedi. Items that belonged to Dr. George E. Clark [1852-1935] of Stillwater that included many of his fraternal hats, sashes and badges. Photographs of the Schulenburg Lumber mill, saloon interiors and a group of men standing outside a polling place in Stillwater. Strategic Planning. The WCHS board's long-range Blueprint for Action was updated in 2014 with MAP strategic planning sessions that have enabled the board to plan for the new Heritage Center as well as ongoing operations. Out of these sessions came a new vision statement and three over- arching goals designed to bring it into being. The Vision: WCHS will continue to be an integral part of the communities' education and culture, encourage people to learn from the past, develop a sense of place for the communities, and provide innovative programs on county heritage through its new facility. The Goals: 1) Enhance critical operations through offering mission -focused programs and exhibits, effectively using community resources, and updating organizational resources; 2) Plan for tomorrow through action plans for building organizational capacity, for financing and designing the new Heritage Center, and 3) Increase financial sustainability and capacity through capital campaigns and developing a comprehensive fundraising plan to diversity revenue streams. The strategic planning is on going, centering on milestones. Partnerships. With History Organizations. WCHS collaborates with other county organizations to help them preserve county history and artifacts. WCHS staff and board members regularly attend, host, make presentations and for several years have facilitated meetings of the History Network of Washington County, an informal organization of about 25 historical organizations from Washington and nearby counties. Within the Network, WCHS produces a guide to Washington County historic sites and markers, state and county parks, and National Register properties. With Schools. WCHS staff and volunteers work with teachers to provide programs both in and out of the classroom, especially to elementary students studying Minnesota history. School groups tour WCHS museums, and staff members and volunteers go into the classroom. The Hay Lake School can present students with a pioneer life experience, including old schoolbooks, maps and recess games. The new Washington County Heritage Center in Stillwater will give schools even more flexibility when it comes to teaching local history. With Government. WCHS continues to offer storage space to communities around Washington County. Currently we hold records from Baytown Township, Cottage Grove, Grant, and Stillwater. The WCHS also has records from Washington County government. With Organizations. WCHS has been the fiscal agent to several groups including the Stillwater armory history group. This allows these groups to have people or funding groups such as American Legions & VFWs to donate to the group since it is going to WCHS, a 501C3 organization. The WCHS also has some of its artifacts on long-term loan to Boutwell's Landing Senior Complex, the Stillwater Fire Department and the Historic Courthouse. Schulenburg Mill Ca. 1885 f Schulenburg Mill & Crew Schulenburg Crew Ca. 1885 youth service bureau July 2, 2021 City of Stillwater Attn: J. Thomas McCarty, City Administrator 216 North 4th Street Stillwater, MN 55082 Dear Tom, Helping youth and families learn the skills they need to be more successful at home, in school and throughout the community. www.ysb.net Thank you for Stillwater's past support of $11,000 for Youth Service Bureau's (YSB) mission to help youth and families learn the skills they need to be more successful at home, in school and throughout the community. We hope to continue our partnership in support of today's youth and are requesting $11,500.00. For 44 years, YSB has provided youth and families the support they need at the first sign of challenges; early intervention helps avoid significant future consequences and costs, benefitting the youth and communities they live in. By accessing YSB's programs, youth and families learn strategies to better handle life's challenges and learn from their mistakes. YSB's programs are based on promoting prevention and early intervention strategies. YSB's program areas: • Military Family Support Program — provides educational presentations to military families to help them develop resilience and proactive strategies to cope with the stresses of deployment and ongoing military service. • Youth -Focused Family Counseling (Mental Health) services help youth and families who are just beginning to struggle with challenges in their lives and provides support to parents and caregivers. We offer group and individual counseling sessions in some local schools. • School -Based Chemical and Mental Health specialists are a critical resource for students, families and school staff. We provide direct student support services and prevention services as well as educational presentations in classrooms. • Diversion Programs are early -intervention programs that hold youth accountable for inappropriate actions, such as theft, curfew violation, fighting, and chemical use, without creating a juvenile record. YSB involves parents and caregivers in the process, giving families needed support. • Youth and Family Education program provides current, relevant, and supportive information to families and the wider community. We also provide schools with staff and classroom presentations to educate them about anxiety, chemical use, and social media use. Referrals to all our services are welcome from anyone concerned about a youth's behaviors, choices and/or mental health. This includes parents, teachers, school administrators, social workers, school officer liaisons, law enforcement and youth themselves. Last year, YSB provided over 6947 hours of services to over 9359 youth and families through YSB's program areas to make a real difference in their lives by improving school performance and healthy outcomes, reducing truancy and court costs, educating youth and parents, and providing needed social services. COTTAGE GROVE STILLWATER WOODBURY 7064 W. Point Douglas Road, Suite #201 Cottage Grove, MN 55016 651-458-5224 6120 Oren Avenue N Stillwater, MN 55082 651-439-8800 7876 Hudson Road, Suite #1 Woodbury, MN 55125 651-735-9534 With your continued support YSB can ensure that families never have the extra supports they need when facing challenges. Working together we show that when young people and their families are provided accurate information and effective support, they can make better choices, improving their lives and benefitting the entire community. If you would like to schedule a short presentation about our work in the community at an upcoming City Council meeting, please contact me at 651-458-5224. Thank you for your ongoing support in finding local solutions that help youth and their families make better choices and have brighter futures. We appreciate your consideration of our request and look forward to your response. Sincerely, .1,-4.12,4 )4u,, Michael Huntley, M.A., LP Executive Director COTTAGE GROVE STILLWATER WOODBURY 7064 W. Point Douglas Road, Suite #201 Cottage Grove, MN 55016 651-458-5224 6120 Oren Avenue N Stillwater, MN 55082 651-439-8800 7876 Hudson Road, Suite #1 Woodbury, MN 55125 651-735-9534 Youth Service Bureau, Inc. Stillwater - 55082 Covid-19 Youth Served 2019 2020 Diversion Services 41 28 School -based Services 102 76 Therapy Services 52 27 TOTAL 195 131 Hours/Sessions of YSB service provided Diversion Services 121 94 School -Based Services 1173 655 Therapy Services 492 230 TOTAL 1786 979 Restitution paid by youth $0.00 $0.00 CWS hours completed by youth 70 25 Number of Presentations in 55082 Area Number of Attendees 43 7 2059 325 Organization Youth and Family Presentations (Community) 153 27 Number of Attendees 18359 3976 School -Based Presentations 40 Number of Attendees 1530 Military Family Attendees 12 209 Podcasts/Virtual/Utube 52 4111wa ter The Birthplace of Minnesota 216 4th Street N, Stillwater, MN 55082 651-430-8800 www.ci.stillwater.mn.us CITY COUNCIL MEETING MINUTES July 20, 2021 REGULAR MEETING 7:00 P.M. Mayor Kozlowski called the meeting to order at 7:04 p.m. Present: Mayor Kozlowski, Councilmembers Collins, Junker, Odebrecht, Polehna Absent: None Staff present: City Administrator McCarty City Attorney Land City Clerk Wolf Community Development Director Gladhill Finance Director Provos Fire Chief Glaser Police Chief Mueller Public Works Director Sanders Assistant Public Works Director Abdullah PLEDGE OF ALLEGIANCE Mayor Kozlowski led the Council and audience in the Pledge of Allegiance. RECOGNITIONS OR PRESENTATIONS Proclamation - Stillwater Area High School Softball Player Allison Benning Mayor Kozlowski read a proclamation honoring Allison Benning for her accomplishments as a member of the Stillwater Area High School Girls Fast Pitch Softball team, and the 2021 Star & Tribune and Pioneer Press East Metro Softball Player of the Year. Proclamation - North Carolina State Baseball Player Austin Murr Mayor Kozlowski read a proclamation recognizing Stillwater Area High School graduate Austin Murr, junior first baseman for the North Carolina State University baseball team and 2021 Gold Glove 1st base winner for the American Baseball Coaches Association/Rawlings. Council Service Award to Carla Severson for Donation of Automatic External Defibrillators (AED's) Mayor Kozlowski presented Carla Severson with a certificate of appreciation for donating three AEDs to the City. After witnessing a person being helped by a defibrillator last year, Ms. Severson decided to take donations instead of birthday presents this year and contributed $3,700 to purchase defibrillators. Oath of Duty Presentation for Officer Brandon Crosbie Police Chief Mueller gave the oath of duty to Officer Brandon Crosbie with his family present. City Council Meeting July 20, 2021 Minnesota Recreation and Park Association Award of Excellence for North Aiple Park (Lumberjack Landing) Master Park and Vegetation Management Plan JJ Williams of the Minnesota Recreation and Park Association presented the 2020 Award of Excellence to the City for the North Aiple Park plan. He explained the work of the MRPA. Resolution 2021-093, Resolution Supporting Designation of the City of Stillwater as a Donate Life City in Partnership with LifeSource Councilmember Odebrecht recognized Susan Larson, strategy lead for LifeSource. He spoke of his family's experience of losing a brother/son to a tragic accident in Stillwater a number of years ago and the choice to donate his organs. Six recipients are alive today because of receiving his organs. He noted also, Doug Lacher of Stillwater is a heart recipient. Jim and Marilyn Opp spoke of the benefits of organ donation. Brenda Welch, LifeSource, gave background information on organ donation. Mayor Kozlowski encouraged everyone watching to choose organ donation. Councilmember Odebrecht read the resolution noting Stillwater is the first city in the nation to become a Donate Life City. Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to adopt Resolution 2021-093, Resolution Supporting Designation of the City of Stillwater as a Donate Life City in Partnership with LifeSource. All in favor. Resolution 2021-094, Stillwater Human Rights Award - Dr. Peter Ulland Mayor Kozlowski read a proclamation summarizing the activities of Dr. Peter Ulland benefitting many of the less fortunate in the immigrant/refugee community since 1979 when he became Stillwater's first OB-GYN physician. Dr. Ulland shared his thoughts on being inspired to help others and how the Anuak community has enriched his life. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt Resolution 2021-094, Stillwater Human Rights Award - Dr. Peter Ulland. All in favor. OPEN FORUM There were no public comments. STAFF REPORTS Public Works Director Sanders gave construction project updates. The Utilities Commission is discussing a possible water restriction policy. Councilmember Junker praised the public works team on the completion of the Pioneer Park stairs and railing replacement project. Police Chief Mueller gave updates on Department duties and community engagement. Thefts have increased significantly. He reminded residents to call 911 about suspicious activity. The Department continues to address handling of mental health crises. Fire Chief Glaser reported there was a structure fire on Oak Street West. Burning restrictions may be implemented soon. Finance Director Provos stated the American Rescue Act funding request has been submitted. First distributions are anticipated starting next week. Page 2 of 5 City Council Meeting July 20, 2021 Community Development Director Gladhill stated he continues to visit businesses and get acquainted with the community. The Tax Committee will meet to review a tax increment financing request by 200 Chestnut Street. The Central Commons Tax Abatement application is before Washington County. The plan for the Chestnut Street Plaza should be completed soon. City Clerk Wolf stated the next Council meeting will be August 10. She reminded the Council of the Boards and Commissions picnic August 11. City Administrator McCarty informed the Council the budget process is underway. The Council budget workshop is August 17. CONSENT AGENDA July 6, 2021 Recessed Meeting Minutes Payment of Bills Resolution 2021-095, Resolution Approving Amendment to Legal Services Agreement between the City of Stillwater and Kelly & Lemmons, P.A. Resolution 2021-096, Resolution Approving Amendment to Legal Services Agreement between the City of Stillwater and LeVander, Gillen & Miller, P.A. Our Community Kitchen Outdoor Market Event at Ascension Church Cafezinho New On -Sale with Sunday Sales Liquor License Ordinance 1169, Zoning Text Amendment and Historic Use Variance at 626 4th St N. (CPC Case No. 2021-37) Resolution 2021-097, A Resolution Ending the Covid-19 Local Emergency Gambling Premise Permit for VFW Post 323 Auxiliary at Mad Capper Greeley Street Lift Station Improvements Project Final Payment Parking Lot Project Correction Sanitary Sewer Adjustments Councilmember Odebrecht congratulated the Council and staff on handling of the COVID emergency. Motion by Councilmember Junker, seconded by Councilmember Polehna, to adopt the Consent Agenda. All in favor. PUBLIC HEARINGS There were no public hearings. UNFINISHED BUSINESS There was no unfinished business. NEW BUSINESS Council Meeting Date Change Due to Election City Clerk Wolf stated that, due to a special school district election this year, the Council must change its meeting date from November 2 to November 9, 2021. Motion by Councilmember Collins, seconded by Councilmember Odebrecht, to change the November 2, 2021 meeting to November 9, 2021. All in favor. Page 3 of 5 City Council Meeting July 20, 2021 Fire Department Paid -On -Call Salary Proposal Fire Chief Glaser presented a proposed pay increase for paid on -call firefighters, who have not received an hourly pay increase for over eight years. The proposed adjustment equates to a 3% increase per year for the last eight years. It is equitable to the salary adjustments received by other City staff annually. A budget increase will not be required. City Administrator McCarty added that staff recommends approval of the request. Motion by Councilmember Polehna, seconded by Councilmember Collins, to approve the Fire Department Paid On -Call Salary increase. All in favor. 2021 Sidewalk Rehabilitation Project Feasibility Report and Call for Hearing Assistant Public Works Director Abdullah reviewed the feasibility report for 2021 sidewalk rehabilitation. 27 properties are proposed for sidewalk repair. The estimated construction cost of the sidewalk portion is $45,540. It is proposed to assess 50% of the sidewalk costs at an assessment rate of $8.05 per square foot. The remaining share would be paid for by the City. If the feasibility report is approved, construction would occur in September/October 2021. Staff requests approval and authorization to proceed with the project. Motion by Councilmember Odebrecht, seconded by Councilmember Junker, to adopt Resolution 2021-098, Resolution Receiving Report and Calling Hearing on 2021 Sidewalk Rehabilitation Project (Project 2021-06). All in favor. Councilmember Polehna asked staff to look into a citywide sidewalk and trail replacement program. 2021 Street Improvement Project Maryknoll Drive Update Mr. Abdullah stated that the City Council directed engineering staff to look into traffic calming options for Maryknoll drive. The City hired a consulting firm (SEH) to help prepare options, conduct a survey, and obtain input from residents about the proposed options. Two options were discussed in a public meeting with the residents. Option One would leave the street at 32 ft. wide, add traffic circles at the intersections with Bayberry and Interlachen, add chokers along Maryknoll and add two feedback speed signs. Option Two would reduce the street width to 28 ft., add traffic circles at the intersections with Bayberry and Interlachen, add chokers along Maryknoll and add two feedback speed signs. Most of the residents support option two. Traffic speed was one of the main concerns for residents along Maryknoll Drive. Traffic measurements show motorist speeds to be within the acceptable speed limits on the street. Staff recommends that following items be included as part of Maryknoll Drive Improvement: 1) Narrow road to 28 ft. width. 2) Add traffic circles at Bayberry and Interlachen. 3) Add two speed display signs between County Road 12 and Oakridge Road. 4) Place chokers as directed by the Engineer. 5) Add a sidewalk on the east side of Maryknoll between Interlachen and Oakridge, in a future project. 6) Consider a study of lowering speed limits on residential streets citywide to 25 mph. Public Works Director Sanders added that sidewalk on Maryknoll may not be included in the current project because it was not included in the feasibility study, so it would require another public hearing. Regarding speed limits, a few years ago the Minnesota Legislature Page 4 of 5 City Council Meeting July 20, 2021 gave cities the authority to lower speed limits to 25 mph on residential roads. The City could lower the speed limit to 20 mph but further study would need to be done in order to do so. Staff feels speed limits should be consistent throughout the City. If the Council wishes to consider 25 mph, staff may work toward that goal in 2022 after further study. Late today, staff received information that fire code requires that streets between 26-32 ft. wide must be designated no parking on one side. He would like to pass that info on to the Maryknoll residents and have further discussion with the Fire Department on which way to go because that is not how the project was presented to the residents. The residents favor the traffic circles, chokers and speed display signs, and staff is recommending a sidewalk on Maryknoll be considered for the future. It would be nice to have a sidewalk continue to the south to Croixwood Boulevard, which would require adding sidewalk not only to Maryknoll but also to Oakridge Drive at some point in the future. COUNCIL REQUEST ITEMS City Administrator Review Mayor Kozlowski acknowledged that the City Administrator's annual review was held earlier today and the review was excellent. He also thanked staff, Councilmembers, and volunteers for their tremendous efforts during the pandemic. ADJOURNMENT Motion by Councilmember Polehna, seconded by Councilmember Junker, to adjourn. The meeting was adjourned at 8:40 p.m. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Resolution 2021-093, Resolution Supporting Designation of the City of Stillwater as a Donate Life City in Partnership with LifeSource Resolution 2021-094, Stillwater Human Rights Award - Dr. Peter Ulland Resolution 2021-095, Resolution Approving Amendment to Legal Services Agreement between the City of Stillwater and Kelly & Lemmons, P.A. Resolution 2021-096, Resolution Approving Amendment to Legal Services Agreement between the City of Stillwater and LeVander, Gillen & Miller, P.A. Resolution 2021-097, A Resolution Ending the Covid-19 Local Emergency Resolution 2021-098, Resolution Receiving Report and Calling Hearing on 2021 Sidewalk Rehabilitation Project (Project 2021-06) Ordinance 1169, Zoning Text Amendment and Historic Use Variance at 626 4th St N. (CPC Case No. 2021-37) Page 5 of 5 Page 1 CITY OF STILLWATER LIST OF BILLS 1ST Line/Leewes Ventures LLC Abdullah Reabar Ace Hardware Action Rental Inc. Advance Auto Parts Advanced Sportswear American Test Center AMI Consulting Engineers PA Aspen Mills Batteries Plus Bulbs BCA Training BHE Community Solar Bolton & Menk Inc. Bryan Rock Products Inc. Cash-Darvell Sarah Central Wood Products Century Link Century Power Equipment Cintas Corporation CivicPlus Clifton LarsonAllen LLP Coca-Cola Distribution Core & Main Corval Constructors Cummins Sales & Service Dalco ECM Publishers Emergency Apparatus Maintenance Emergency Medical Products Eng Michael Erenberg Sarah Farrar Holly Ferguson Waterworks #2518 FleetPride Fleischhaker Dave Flexible Pipe Tool Co. Foremost Promotions Frontier Ag & Turf Golden Expert Services Gopher State One Call Inc. Grainger Granicus Inc Greater Stillwater Chamber of Commerce Greiner Michael Guardian Supply Haussner Plumbing LLC Hisdahl Inc Hoisington Koegler Group Inc Snacks for concessions Reimburse for plotter paper & ink Supplies Concrete & trailer rental Equipment repair supplies Polos & embroidery Vehicle repair Riverbank Stabilization Freight on invoice 273930 Paid 5/18 Batteries TAC workshop Solar Energy Lift stations Red ball Refund of dog license Northland Park playground mulch Telephone & SCADA System Supplies Uniforms & mat cleaning service HR Software Audit Beverages for concessions Repair Equipment repair supplies Equipment repair supplies Supplies Publications Vehicle repairs Heartstart battery Reimburse for Work Boots Mileage reimbursement Park Fee Refund Water meters Equipment repair supplies Reimburse for work boots Sewer equipment Fire education materials - hats Equipment repair supplies Janitor Service Locates Supplies Qtrly web streaming service Leadership in the Valley tuition Reimburse for work boots Uniforms Install grate cap on roof vent pipe Bronze plaque Design guidelines 226.15 294.57 219.36 684.00 1,592.79 315.00 1,535.00 13,652.50 9.89 73.44 25.00 7,056.00 7,264.00 718.87 20.00 1,820.00 1,198.52 113.70 1,504.53 7,025.64 2,000.00 278.18 958.94 456.00 3,073.39 2,261.97 274.55 6,637.00 226.90 160.00 27.75 85.00 2,111.40 66.51 191.24 1,040.40 1,940.56 580.57 3,700.00 31.05 1,171.87 1,984.40 1,990.00 131.88 3,696.79 200.00 2,738.00 2,235.00 Page 2 Holiday Companies Vehicle washes 270.00 Holiday Credit Office Fuel 36.23 Hugo Equipment Company Equipment rental 115.97 Huelsmann Mary Park Fee Refund 50.00 Innovative Office Solutions LLC Paper 224.99 Jefferson Fire and Safety Inc. TFTvalves 1,069.48 Kelly & Lemmons PA Prosecution 8,333.00 Kermits Disposal of Forest Lake 30 Yard Construction 468.00 Kirvida Fire Inc. Vehicle repair 2,317.25 Kodiak Power Systems Wellhouse repairs 383.20 Lake Country Door LLC Equipment repairs 230.00 Lakeview Hospital Legal blood draws 50.00 Lano Equipment Equipment repair supplies 318.15 League of MN Cities Harassment prevention 170.00 LeVander Gillen Miller PA Professional Services 12,475.50 Life Safety Systems Inspection 975.00 Loffler Companies IT Professional services 1,440.00 Lone Oak Companies Inc Utility Bill Processing 1,729.08 MacQueen Equipment Inc. Equipment repair supplies 247.76 Madden Galanter Hansen LLP Labor Relations Services 162.00 Mansfield Oil Company Fuel 9,804.17 Marshall Electric Company Electrician services 2,873.00 Menards Supplies 2,517.74 Metro Sales Inc. Copier Lease 88.00 Metropolitan Council Monthly SAC 14,760.90 Metropolitan Council Environmental Wastewater Charge 169,535.87 Midway Ford 2021 Ford F150 D84904 27,550.91 Miller Excavating Watermain repair 4,656.55 MK Mechanical Inc Police locker room 490.00 MN Dept of Labor and Industry License renewal 10.00 MN Ice Arena Mgr Assoc Registration 175.00 Multi -Regional Training Center Membership 100.00 NAPA Auto Parts Equipment repair supplies 24.51 National Reprographics LLC Scan & email 799.47 Nutritional Weight & Wellness Good Foods Good Moods webinar 450.00 Office Depot Office supplies 250.85 OnSite Sanitation Portable Restroom 4,040.06 Pearson Bros. Inc. Seal Coat Project 44,713.79 Pepsi Beverages Company Beverages for concessions 1,052.04 Praxair Ditribution Cylinders 59.88 Quill Corporation Office supplies 246.35 Rehn Code Consulting Services Plan Review 3,791.43 River Valley Printing Inc. Business cards 552.00 Rogness Chad Reimbursement for Leadership in the Valley fees 25.00 Roof Tech Roof maint. 3,357.00 Safety Signs Patching Myrtle 1,274.40 Sherwin Williams Painting supplies 112.05 Sign Solutions Sign supplies 725.73 Simplifile LC Filing Fees 301.50 SiteOne Landscape Supply Supplies 24.95 Springbrook Software St. Cloud State University St. Croix Recreation Fun Playgrounds Stillwater Medical Group Streichers T.A. Schifsky and Sons Taylor Electric Thomson Reuters Toll Gas and Welding Supply Total Parking Solutions Inc. Tri-State Bobcat True North Consulting Group Verizon Wireless Waldron Compnay Walmart Community Washington Conservation Distr Water Conservation Services Inc Wausau Tile WSB & Associates Inc. Zep Sales & Service LIBRARY Abbott Paint Amazon Business Artistry ArtStart Baker and Taylor Blick Art Materials Brodart Co Carpenter St. Croix Valley Nature Center Cintas Corporation Culligan of Stillwater Faurot Kimberly Hedin Sue Infogroup Jacobsen Aurora KidCreate Studio/Get Messy Madden Galanter Hansen LLP Menards Office of MN IT Services Per Mar Security Services Regents of the U of M Serendipity Art & Design Uline Inc Washington County Library Monthly UB web payments Training Burke playground Gas mask testing questionaires review Ammo Street Improvement projects Equipment repair supplies Information Charges Cylinders Riverview repairs Equipment repair supplies Operations review for IT Dept Wireless Service Strategic planning session Supplies Shared Educator 418 Hanson PI Equipment MS4 Services Supplies Paint Programs Programs Programs Programs Programs Materials Programs Towels & Rugs Water Programs Programs Materials Programs Programs Legal Services Janitorial Supplies Phone - June Security Monitoring Programs Programs Janitorial Supplies Q2 Notices Page 3 343.00 215.00 44,412.00 782.00 4,647.90 64,774.82 1,260.00 158.12 194.89 1,075.00 46.28 3,727.50 3,667.26 1,783.40 39.96 675.00 316.10 591.95 196.50 111.74 38.74 94.63 330.00 425.00 14.00 131.25 6,967.66 162.32 178.20 27.95 145.80 86.97 390.00 30.00 300.00 90.00 41.88 143.70 178.20 100.00 51.00 407.07 86.80 WASHINGTON COUNTY CDBG AND HOME PROGRAMS INFORMATION What are CDBG and HOME? The Community Development Block Grant (CDBG) and Home Investment Partnerships Program (HOME) are federal funding programs, administered through the Department of Housing and Urban Development (HUD). Washington County is eligible to receive a direct allocation of CDBG funds due to having a population over 200,000. Washington County has participated in a multi -county consortium to be eligible for HOME funds. The consortium includes Anoka, Dakota, Ramsey, and Washington counties and the City of Woodbury. Funded activities are generally targeted to households with incomes at or below 80% of the area median income ($78,500 for a family of four). The primary objective of the CDBG Program is to develop viable communities through the provision of decent housing, a suitable living environment, and expanded economic opportunities. Eligible CDBG spending activities include public services, community and economic development, capital improvement projects, public facilities/infrastructure, and housing rehabilitation. Public service projects provide social services and/or other direct assistance to individuals or households, including those experiencing or at risk for homelessness. Community and economic development projects primarily include site assembly, infrastructure improvements and may also include assistance provided to businesses and organizations, such as small business loans and facade improvements. Capital improvement projects include substantial rehabilitation of existing buildings. Public facilities/infrastructure projects include improvements such as sewer or sidewalk projects. Housing rehabilitation projects refers to those that complete housing rehabilitation improvements to single housing units and/or multi -unit housing units. What does it mean to participate in the Washington County CDBG and HOME programs? Cities within Washington County can participate, or "Opt In", to receive entitlement funds. That community's demographics are then used in the formula to determine the County's annual funding allocation. HUD determines the amount of each grant by using a formula comprised of several measures of community need, including the extent of poverty, population, housing overcrowding, age of housing, and population growth lag in relationship to other metropolitan areas. There is no cost or other commitment for a community to participate. Participation of a city means that that community and/or residents have access to funds or funded programs. In 2020, Washington County received approximately $1.2 million between the two programs and received an additional $1.1 million in CDBG funding through the CARES Act. What benefits? The most widely recognized benefit is access to the Washington County Home Improvement Loan program. Income qualified residents may apply for up to $24,500 in a no -interest, deferred loan to bring their home up to code and make other renovations. The loans are repaid when the household sells or transfers the home. The other county -wide program is the Washington County Crisis Assistance fund. Washington County offers services and assistance to households experiencing or at risk for homelessness to maintain current housing or find stable housing. These programs are available to residents of participating jurisdictions. In addition to the programs operated by the County and CDA, cities and townships, developers, and nonprofit agencies may also directly access CDBG and HOME funds to support local needs. What has been funded? Cities across Washington County have used CDBG and HOME funds to ensure their residents have decent and safe living conditions. In the past seventeen years, funding has been provided to areas such as Cottage Grove, Landfall, and May Township for public improvements to their streets, sidewalks, curbs and gutters. Lake Elmo used CDBG funds to assist low/mod-income homeowners with the cost of replacing the deteriorating gas lines in order to become code compliant. Funding has also been provided for installation of public improvements and facilities; for example, Afton used funding to install a handicapped door at their City Hall in order to ensure their space was accessible to all citizens and Hugo used funds to create a permanent space for a community food shelf. Forest Lake, Saint Paul Park, Scandia and Stillwater were allocated funds in order to bring their housing buildings into code compliance. The City of Hugo through Saint Andrew's Community Resource Center converted a church rectory into a five -bedroom emergency Shelter in Hugo as a public facility project serving homeless. CDBG funds have been used for acquisition of real property for various purposes benefiting Low - Moderate Income families. For example, vacant property and buildings have been purchased to provide parks and playgrounds in neighborhoods or to build or preserve affordable housing units in cities such as Cottage Grove, Forest Lake, and Oakdale. Some cities have used funding to construct or rehabilitate neighborhood facilities such as firehouses, public schools, and libraries. CDBG and HOME funds have provided cities across Washington County the ability to identify solutions in order address physical, economic, and social deterioration in lower -income neighborhoods and communities. The following progress was achieved through the provision of Washington County's CDBG and HOME funds from 2001 through 2020: Activity Number Assisted Homeowner units constructed and/or rehabilitated 444 Rental housing units constructed and/or rehabilitated 1,536 Households assisted with down payment assistance loans 93 Homeless person assisted or provided services 26,157 Households served by public improvements 13,537 What has been funded? The 2021 Annual Action Plan has identified the following projects to meet the objectives and outcomes of the consolidated plan in the second year. PROJECTS CDBG HOME GOAL NAME GOAL OUTCOME INDICATOR Twin Cities Habitat for Humanity- New Construction $300,000 Affordable Housing Homeowner Units Added: 4 Units Two Rivers Community Land Trust- Scattered Site $76,288 $89,462 Affordable Housing Homeowner Units Rehabilitated: 3 unit Home Improvement Loan Program $387,583 Affordable Housing Homeowner Housing Rehabilitated: 10 units Washington County Community Services -Family services worker and Crisis Fund $106,872 Homeless Prevention Homelessness Prevention: 540 Persons Assisted Community Housing Development Organization (CHDO) set aside $45,332 Affordable Housing Administration $142,496 $33,971 Total $712,481 $468,765 What are the timelines? Every five years, HUD requires the creation of a Five -Year Consolidated Plan to assist Washington County in determining community needs and provide a community -wide dialogue regarding affordable housing and community development priorities. Washington County is currently in its first year of the 2020-2024 Consolidated Plan. On an annual basis, Washington County creates an Action Plan to report funding determinations that will further the goals outlined in the Consolidated Plan and a Consolidated Annual Performance and Evaluation Report (CAPER) to report Washington County's goal accomplishments. The Annual Action Plan is due to HUD on or before May 15th and the CAPER is due September 15th each year. For more information about these programs, please visit our website at https://washingtoncountycda.org/ or the HUD Exchange at https://www.hudexchange.info/programs/cdbg-entitlement/ and https://www.hudexchange.info/programs/home/ DocuSign Envelope ID: 14650958-64ED-4998-AE49-4BE8CB040BB3 AMENDMENT NUMBER TWO AGREEMENT #1148 WASHINGTON COUNTY COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) COOPERATION AGREEMENT This Amendment Number Two is entered into and by the County of Washington, State of Minnesota, 14949 62nd Street North, PO Box 30 Stillwater, Minnesota, hereafter referred to as the "County" and the City of Stillwater, hereafter referred to as the "Cooperating Community", is to amend CDBG Contract #1148. WITNESSTH: WHEREAS, Title II of the Cranston — Gonzales National Affordable Housing Act of 1990 (42 U.S.C. 12701 et seq. as amended) provides for a program known as the HOME Investment Partnership Program; and, WHEREAS, Washington County, Minnesota qualifies under said law as a member of the HOME Consortium formed by Anoka, Dakota, Ramsey and Washington Counties, and the Cities of Coon Rapids in Anoka County and Woodbury in Washington County; and, WHEREAS, part 92 of Title 24 of the Code of Federal Regulations sets forth regulations governing the applicability and use of funds under Title II; and WHERAS, the governing regulations require that units of local government enter into a cooperation agreement with the County for participation in the HOME Program, which shall be the same cooperation agreement participation in the Community Development Block Grant Program; NOW, THEREFORE, the parties mutually agree to the following terms and conditions. 1. Section I. A. shall hereby be deleted and restated to read: A. "The Act" means the HOME Investment Partnership Act, Title II of the Cranston - Gonzales National Affordable Housing Act, 42 U.S.C. 12701 et seq., as amended. B. "Regulations" means those regulations found at 24 CFR Part 92, as amended. 2. Section V. is hereby deleted and restated to read: A. Nothing in this Agreement shall be construed to prevent or otherwise modify or abrogate the right of the Cooperating Community or the County to submit individual applications for discretionary funds in the event County does not receive designation as an urban county entity under the Act. B. The Cooperating Community and the County mutually agree to indemnify and hold harmless each other from any claims, losses, costs, expenses or damages resulting from the acts or omissions of their respective officers, agents and employees relating to activities conducted by either under this Agreement, the Act or the Regulations. C. In the event that there is a revision of the Act, Regulations, and/or the provisions of the Urban County Qualification Notice in effect at the time of renewal of this Agreement which would make this Agreement out of compliance with the Act, Regulations, or Urban County Qualification Notice, both parties will review this Agreement to renegotiate those items necessary to bring the Agreement into compliance. D. Both parties understand and agree that the refusal to renegotiate this Agreement will result in effective termination of the Agreement as of the date it is no longer in compliance with the Act and/or Regulations as amended. E. All funds received by the County under the Act shall be deposited in the County treasury. DocuSign Envelope ID: 14650958-64ED-4998-AE49-4BE8CB040BB3 F. The Cooperating Community and the County shall maintain financial and other records and accounts in accordance with requirements of the Act and Regulations. Such records and accounts will be in such form as to permit reports required of the County to be prepared therefrom and to permit the tracing of grant funds and program income to final expenditure. G. The Cooperating Community and the County agree to make available all records and accounts with respect to matters covered by this Agreement at all reasonable times to their respective personnel and duly authorized federal officials. Such records shall be retained as provided by law, but in no event for a period of less than three years from the date of completion of any activity funded under the Act or less than three years from the last receipt of program income resulting from activity implementation. The County shall perform all audits of the basic amounts and resulting program income as required under the Act and Regulations. H. The parties mutually agree to take all required actions to comply with the provisions of the National Environmental Policy Act of 1969, Title VI of the Civil Rights Act of 1964, Title VIII of the Civil Rights Act of 1968, Executive Order 11988, Section 109 of the Housing and Community Development Act of 1974 and all other applicable requirements of the Act and Regulations in the use of basic grant amounts. Nothing in this Article shall be construed to lessen or abrogate the County's responsibility to assume all obligations of an applicant under the Act, including the development of applications pursuant to 24 CFR 570.300 et seq. I. The parties further agree to take all actions necessary to assure compliance with the County's certification required by Section 104 (b) of Title I of the Housing and Community Development Act of 1974, as amended, regarding Title VI of the Civil Rights Act of 1964, the Fair Housing Act, 24 CFR part 100, and affirmatively furthering fair housing. They also agree to assure compliance with section 109 of Title I of the Housing and Community Development Act of 1974 (which incorporates Section 504 of the Rehabilitation Act of 1973 and the Age Discrimination Act of 1975), the Americans with Disabilities Act of 1990, and the implementing regulation at 24 CFR part 146, and Section 3 of the Housing and Urban Development Act of 1968 and other applicable laws. They also agree that the County shall not fund activities in, or in support of, a unit of general local government that does not affirmatively further fair housing within its own jurisdictions or that impedes the County's actions to comply with its fair housing certification. J. The parties further agree that pursuant to 24 CFR 570.501 (b), the Cooperating Community is subject to the same requirements applicable to subrecipients, including a written agreement as set forth in 24 CFR 570.503. Such agreements are only entered into when a Cooperating Community chooses to propose a project and actually will receive funds from the County's entitlement allocation. K. A policy prohibiting the use of excessive force by law enforcement agencies within its jurisdiction against any individuals engaged in non-violent civil rights demonstrations; and L. A policy of enforcing applicable State and local laws against physically barring entrance to or exit from a facility or location which is the subject of such non-violent civil rights demonstrations within jurisdictions. M. The parties further agree that the Cooperating Community may not sell, trade, or otherwise transfer all or any portion of such funds to a metropolitan city, urban county, unit of general local government, or Indian tribe, or insular area that directly or indirectly receives CDBG funds in exchange for any other funds, credits or non -Federal considerations, but must use such funds for activities eligible under title I of the Housing and Community Development Act of 1974, as amended. 3. All other terms and conditions of the Agreement, unless specifically amended herein, remain in full force and effect. DocuSign Envelope ID: 14650958-64ED-4998-AE49-4BE8CB040BB3 The parties have caused this Agreement to be duly executed. APPROVED AS TO FORM: /s/ Susan Steffen Tice Dated: 7/23/21 For County Attorney WASHINGTON COUNTY, STATE OF MINNESOTA By: Dated: Chair, Washington County Board of Commissioners By: Dated: Administrator, Washington County CITY OF STILLWATER By: Its: Dated: By: Dated: Its: City of Stillwater Washington County, Minnesota RESOLUTION 2021-XXX RESOLUTION ESTABLISHING HOURLY PAY RATES FOR PAID ON -CALL FIRE PERSONNEL BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the hourly pay rates for paid on -call fire personnel, effective September 1, 2021 are as follows: Firefighter $16.25 Firefighter/Engineer $17.50 Lieutenant $18.75 Captain $19.75 Assistant Chief $20.75 Adopted by the Stillwater City Council this 20th day of July, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk City of Stillwater Washington County, Minnesota RESOLUTION 2021-xxx APPROVING CONTRACT WITH RES PYROTECHNICS FOR STILLWATER FIREWORKS AT THE STILLWATER LIFT BRIDGE & LOOP TRAIL CELEBRATION ON AUGUST 14, 2021 WHEREAS, RES Pyrotechnics has submitted a proposal to provide fireworks for the Stillwater Lift Bridge & Loop Trail Celebration on August 14, 2021 at a cost of $42,000; and WHEREAS, RES Pyrotechnics will provide all materials, equipment, licensed operators, obtain all necessary permits and obtain required liability insurance for the event. NOW THEREFORE BE IT RESOLVED, that the City Council of the City of Stillwater hereby approves the contract between RES Pyrotechnics and the City of Stillwater, for fireworks for the Stillwater Lift Bridge & Loop Trail Celebration on August 14, 2021 as on file with the City Clerk. BE IT FURTHER RESOLVED, that the City Council of the City of Stillwater authorizes the Mayor and City Clerk to sign the contract. Adopted by the Stillwater City Council this 10th day of August, 2021. CITY OF STILLWATER Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk Ulu; RES PYRO- # DISPLAY CONTRACT AGREEMENT THIS AGREEMENT, made and entered into on this 2nd day of August, 2021 between RES Pyro hereafter referred to as the SELLER and City of Stillwater, hereafter referred to as the BUYER. IT IS MUTUALLY AGREED BETWEEN THE SELLER AND THE BUYER AS FOLLOWS: Service Provided Outdoor Fireworks Display Date(s) Saturday, August 14, 2021 Time 10:00 PM (approximately) Duration 17-18 minutes (depending on intensity) Location Legion Beach, Stillwater, MN Event Sponsor City of Stillwater OBLIGATIONS OF SELLER: SELLER shall provide all materials, equipment and personnel necessary to perform the above -mentioned display. SELLER is required and will comply with NFPA 1123, Code for Outdoor Display of Fireworks, 2010 edition and NFPA 1126, Pyrotechnics before a Proximate Audience, 2006 edition. SELLER shall provide a Certificate of Liability Insurance in the amount of $5,000,000.00 to cover the fireworks display and cleanup. BUYER shall be listed as Certificate Holder on the Certificate of Liability Insurance. All individuals/entities listed on the certificate of liability insurance will be deemed an additional insured per this contract. OBLIGATIONS OF BUYER: BUYER shall provide a suitable location for firing of the fireworks display. BUYER shall provide and cover all costs for security of the display site and cleanup beyond the launch area of the display site. TERMS AND CONDITIONS: The terms of this agreement shall begin on the day of the signing of this agreement and shall conclude upon the completion of the display. However, if before the date of the scheduled performance, the BUYER has not performed fully its obligations under the terms of this agreement or that the financial credit of the BUYER has been impaired, the SELLER may cancel this agreement at any time. In the event the BUYER does not perform fully all of its obligations herein, the SELLER shall have the option to perform or refuse to perform hereunder, and in either event the BUYER shall be liable to the SELLER for any damages, compensation or costs incurred including but not limited to attorney and court fees in addition to the compensation herein. The SELLER shall retain the right to stop or interrupt the display at any time if, in the opinion of the SELLER, conditions have become unsafe. In event of rain, fireworks may be rescheduled at a mutually agreeable date. 21595 286TH STREET I BELLE PLAINE, MN I P: 952-873-3113 I INFO@RESPYRO.COM I WWW.RESPYRO.COM PAYMENT: Contracted amount: $42,000.00 inclusive of sales tax, if applicable. This amount includes $4,000.00 for the sound from Icabod Productions. Contracted amount includes fire watch and permit fee. All payments shall be paid by BUYER to and in the name of RES Pyro in the form of a company check, certified bank check, money order, or cash. CANCELLATION: In the event the BUYER cancels this agreement any time during the contract period, the SELLER shall be entitled to and receive 35% of the contracted fee for the remainder of the contract period plus compensation for any pre- and post -production costs incurred. THIS AGREEMENT is the whole agreement of the parties' above named. No representation inducement or agreement has been given by one to the other to enter into this agreement other than expressly set forth herein. This agreement shall not be altered, modified, or amended except in writing by a duly authorized officer of each party. IN WITNESS WHEREOF, the parties hereunto set their names on the day and year listed below. CONTRACT VALID WHEN SIGNED BY AUTHORIZED PERSONS. BUYER: Title: Signature: Date: SELLER: Ery Haman - RES Pyro Title: Director of Business Development Signature: Date: 8/4/2021 MINNIMOTA OrPAIiTMYNT i.IT Pt!III It: ti•III I♦ Alcohol & Gambling Enforcement Name of organization Minnesota Department of Public Safety Alcohol and Gambling Enforcement Division 445 Minnesota Street, Suite 1600, St. Paul, MN 55101 651-201-7507 Fax 651-297-5259 TTY 651-282-6555 APPLICATION AND PERMIT FOR A 1 DAY TO 4 DAY TEMPORARY ON -SALE LIQUOR LICENSE Greater Stillwater Chamber of Commerce Address 333 Main Street North #202 Name of person making application City Date organized 4/22/21 Stillwater Robin Anthony, Executive Director Date(s) of event October 2-3, 2021 Organization officer's name Robin Anthony, Executive Director Organization officer's name Organization officer's name State RECEIVED APR,02021 CifY of Stiavater Administration Tax exempt number `A 1 - Icrio5t MN Business phone 651-439-4001 Zip Code 55082 Home phone Type of organization ❑ Microdistillery ❑ Small Brewer ❑ Club ❑ Charitable ❑ Religious 171 Other non-profit City State Zip Code Stillwater City City (MN State MN State IMN Location where permit will be used. If an outdoor area, describe. The Rivertown Fall Art Festival will take place in North Lowell Park & surrounding city lots- Stillwater Minnesota 55082 Zip Code Zip Code If the applicant will contract for intoxicating liquor service give the name and address of the liquor license providing the service. If the applicant will carry liquor liability insurance please provide the carrier's name and amount of coverage. McGarry Kearny Agency Inc. APPROVAL APPLICATION MUST BE APPROVED BY CITY OR COUNTY BEFORE SUBMITTING TO ALCOHOL AND GAMBLING ENFORCEMENT -S—W I \ ty or County approving the license Date Approved Fee Amount Permit Date *hp°. \b-lt(e)Ftie3Dpaid City or County E-mail Address City or County Phone Number Signature City Clerk or County Official Please Print Name of City Clerk or County Official CLERKS NOTICE: Submit this form to Alcohol and Gambling Enforcement Division 30 days prior to event. ONE SUBMISSION PER EMAIL, APPLICATION ONLY. PLEASE PROVIDE A VALID E-MAIL ADDRESS FOR THE CITY/COUNTY AS ALL TEMPORARY PERMIT APPROVALS WILL BE SENT BACK VIA EMAIL. E-MAIL THE APPLICATION SIGNED BY CITY/COUNTY TO AGE.TEMPORARYAPPLICATION@STATE.MN.US Supplemental Letter Agreement In accordance with the Master Agreement for Professional Services between City of Stillwater ("Client"), and Short Elliott Hendrickson Inc. ("Consultant"), effective January 14, 2019, this Supplemental Letter Agreement dated July 13, 2021 authorizes and describes the scope, schedule, and payment conditions for Consultant's work on the Project described as: 2021 Telecommunication Services. Client's Authorized Representative: Reabar Abdullah, PE Address: 216 4th Street N. Stillwater, MN 55082 Telephone: 651.430.8834 email: rabdullah@ci.stillwater.mn.us Project Manager: Daniel J. Zienty Address: 3535 Vadnais Center Drive St. Paul, MN 55110 Telephone: 651.490.2160 email: dzienty@sehinc.com Scope: The Basic Services to be provided by Consultant: Telecommunication: Review I Observation - Small Cell 1. Review tenant provided drawings, antenna information, and specifications. (Assumes 1 iteration) • Consult with the Landlord and tenant representative (As applicable), considered as project administration, for the purpose of identifying that the planned installation will meet with the Landlord's requirements per its Permitted Terms and Conditions 2. Review related structural and associated construction documents, calculations. (Part of Item No.1) 3. Conduct a preconstruction meeting (Assumes - Video conference) with the contractor, subcontractors, and the Landlord prior to the commencement of construction to ensure that all parties understand the Landlord requirements and coordinate the construction schedule. 4. Perform final observation of the installation in accordance with the Landlord's approved project plans and pre -construction meeting minutes 5. Develop and distribute final closeout documentation *It should be noted that Additional Services include, but are not limited to foundation, shop painting of the pole and component installation on the pole, as well as line and antenna, punch list development and completion follow up. (As may be required or as directed by the City) City Responsibility Consultant requests that the Client provide all necessary application and or permitting documentation and corresponding direction (referencing intent), as deemed applicable. In addition, Consultant will require contact information for all staff identified as being involved in the process for approval. Schedule: Upon your authorization we can begin this work immediately. Specific to this project, it would be our intent to complete plan review, review of structural calculations and shop drawing review, as applicable within seven (7) business days after receipt and authorization. Inspections would be performed based on the project scope, and the agreed upon schedule (determined at the preconstruction meeting, with the contractor providing 48 hours' notice). Short Elliott Hendrickson Inc. Supplemental Letter Agreement - 1 City of Stillwater Affirmative Action, Equal Opportunity Employer (Rev. 04.04.14aa) Payment: SEH estimates the following fee as based on the outlined scope and the Table below: Task Description Telecommunication: Review ( Inspection 1. Documentation Review $1,160.00 2. Structural Review** 3. Administration — Individual (Application/Permit) $300.00 4. Preconstruction Meeting $1,050.00 5. Final Observation $620.00 6. Project Closeout $600.00 Total $3,730.00 *Additional Services: Plan Review Iterations $700.00 Shop Painting Observation (Assumes IPS) $350.00 • Field Observations (As directed by the City) $600.00 360 Video $500.00 Fees associated with Observation are per site *Note: Above fees for Additional Services are Lump Sum per Task representing services outside the scope of this agreement. **Fee included with Documentation Review SEH proposes to provide General Services and as referenced in the Table above on an hourly basis including reimbursable. Fees are based on single permit. Additional Services, as identified in the Table above, will be completed as a Lump Sum per event unless otherwise noted. Should circumstances arise that require additional effort on the part of SEH staff, we will request authorization from the City to perform these services. An estimate of time and associated fee will be provided prior to commencement of the additional work. The payment method, basis, frequency and other special conditions are set forth in attached Exhibits A-1 and A-2. Other Terms and Conditions: Other or additional terms contrary to the Master Agreement for Professional Services that apply solely to this project as specifically agreed to by signature of the Parties and set forth herein: None. s \pt\s\still\common\telecom\small cell\2021\2021 telecom services suppl It agreement docx Short Elliott Hendrickson Inc. By: City of Stillwater By: Greg F > derson, PE (MN) Title Client Service Manager Title: Short Elliott Hendrickson Inc. Supplemental Letter Agreement - 2 City of Stillwater (Rev. 04.04.14aa) Exhibit Al - to Supplemental Letter Agreement Between City of Stillwater (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated July 13, 2021 Payments to Consultant for Services and Expenses Using the Hourly Basis Option The Agreement for Professional Services is amended and supplemented to include the following agreement of the parties: A. Hourly Basis Option The Client and Consultant select the hourly basis for payment for services provided by Consultant. Consultant shall be compensated monthly. Monthly charges for services shall be based on Consultant's current billing rates for applicable employees plus charges for expenses and equipment. Consultant will provide an estimate of the costs for services in this Agreement. It is agreed that after 90% of the estimated compensation has been earned and if it appears that completion of the services cannot be accomplished within the remaining 10% of the estimated compensation, Consultant will notify the Client and confer with representatives of the Client to determine the basis for completing the work. Compensation to Consultant based on the rates is conditioned on completion of the work within the effective period of the rates. Should the time required to complete the work be extended beyond this period, the rates shall be appropriately adjusted. B. Expenses The following items involve expenditures made by Consultant employees or professional consultants on behalf of the Client. Their costs are not included in the hourly charges made for services and shall be paid for as described in this Agreement but instead are reimbursable expenses required in addition to hourly charges for services: 1. Transportation and travel expenses. 2. Long distance services, dedicated data and communication services, teleconferences, Project Web sites, and extranets. 3. Lodging and meal expense connected with the Project. 4. Fees paid, in the name of the Client, for securing approval of authorities having jurisdiction over the Project. 5. Plots, Reports, plan and specification reproduction expenses. 6. Postage, handling and delivery. 7. Expense of overtime work requiring higher than regular rates, if authorized in advance by the Client. 8. Renderings, models, mock-ups, professional photography, and presentation materials requested by the Client. 9. All taxes levied on professional services and on reimbursable expenses. 10. Other special expenses required in connection with the Project. 11. The cost of special consultants or technical services as required. The cost of subconsultant services shall include actual expenditure plus 10% markup for the cost of administration and insurance. The Client shall pay Consultant monthly for expenses. Short Elliott Hendrickson Inc. (Rev. 02.06.14) Exhibit A-1 - 1 City of Stillwater C. Equipment Utilization The utilization of specialized equipment, including automation equipment, is recognized as benefiting the Client. The Client, therefore, agrees to pay the cost for the use of such specialized equipment on the project. Consultant invoices to the Client will contain detailed information regarding the use of specialized equipment on the project and charges will be based on the standard rates for the equipment published by Consultant. The Client shall pay Consultant monthly for equipment utilization. s:\pt\slstill\common\telecom\small celI\2021Vexhibit a1 docx Short Elliott Hendrickson Inc. (Rev. 02.06.14) Exhibit A-1 - 2 City of Stillwater Exhibit A-2 to Supplemental Letter Agreement Between City of Stillwater (Client) and Short Elliott Hendrickson Inc. (Consultant) Dated July 13, 2021 Payments to Consultant for Services and Expenses Using the Lump Sum Basis Option The Agreement for Professional Services is amended and supplemented to include the following agreement of the parties: A. Lump Sum Basis Option The Client and Consultant select the Lump Sum Basis for Payment for services provided by Consultant. During the course of providing its services, Consultant shall be paid monthly based on Consultant's estimate of the percentage of the work completed. Necessary expenses and equipment are provided as a part of Consultant's services and are included in the initial Lump Sum amount for the agreed upon Scope of Work. Total payments to Consultant for work covered by the Lump Sum Agreement shall not exceed the Lump Sum amount without written authorization from the Client. The Lump Sum amount includes compensation for Consultant's services and the services of Consultant's Consultants, if any for the agreed upon Scope of Work. Appropriate amounts have been incorporated in the initial Lump Sum to account for labor, overhead, profit, expenses and equipment charges. The Client agrees to pay for other additional services, equipment, and expenses that may become necessary by amendment to complete Consultant's services at their normal charge out rates as published by Consultant or as available commercially. B. Expenses Not Included in the Lump Sum The following items involve expenditures made by Consultant employees or professional consultants on behalf of the Client and shall be paid for as described in this Agreement. 1. Expense of overtime work requiring higher than regular rates, if authorized in advance by the Client. 2. Other special expenses required in connection with the Project. 3. The cost of special consultants or technical services as required. The cost of subconsultant services shall include actual expenditure plus 10% markup for the cost of administration and insurance. The Client shall pay Consultant monthly for expenses not included in the Lump Sum amount. s:\pt\s\still\common\telecom\small cell\2021\exhibit a2 docx Short Elliott Hendrickson Inc. (Rev. 10.21.10) Exhibit A-2 - 1 City of Stillwater STAFF REQUEST ITEM Department: St. Croix Valley Rec Ctr Date: 07/29/2021 DESCRIPTION OF REQUEST (Briefly outline what the request is) To purchase a Zamboni 552 to resurface the ice FINANCIAL IMPACT (Briefly outline the costs, if any, that are associated with this request and the proposed source of the funds needed to fund the request) Funding has been budget through Capital Outlay $113,066.35 + trade ADDITIONAL INFORMATION ATTACHED Yes x No ALL COUNCIL REQUEST ITEMS MUST BE SUBMITTED TO THE CITY CLERK A MINIMUM OF FIVE WORKING DAYS PRIOR TO THE NEXT REGULARLY SCHEDULED COUNCIL MEETING IN ORDER TO BE PLACED IN THE COUNCIL MATERIAL PACKET. Submitted by: Douglas Brady Date:07/29/2021 FutJt't IN cjLOo ,'J aOR )2,,e0,14frixmAJz,ArozokAL, frif ri iittAyispeArlr& .713olocal ZAMBONI COMPANY USA, INC. April 14,2021 Doug Brady St. Croix Valley Rec Center 1675 Market Drive Stillwater, MN 55082 PROPOSAL "The principal product you have to sell is the ice itself." — Frank J. Zamboni Maintaining an ice surface presents a multitude of challenges. Having efficient and reliable resurfacing equipment should not be one of them. Driven by our founder's commitment to innovation, we put our product to the test in the harsh environment it will call home. Every feature is deliberately designed to make resurfacing easier and to ensure that the end result is an exceptional sheet of ice. Built by hand. One at a time. The result is an ice resurfacing machine legendary for its quality, durability and superior performance. MODEL 552AC: Clean ice. Clean air. Clear choice. Building upon the solid reputation of its predecessor, the Model 552AC features worry -free AC motors and controls, introducing new efficiencies and virtually eliminating associated maintenance. The battery package is easy to access and maintain. Proven and dependable controls built for tough industrial applications. Microprocessor controlled smart chargers deliver long battery life. The Model 552AC provides a low maintenance option for your high maintenance surface. MODEL 552AC LITHIUM -ION (OPTIONAL): Zero battery maintenance and lithium -ion power combine for the ultimate upgrade to the world's most popular electric ice resurfacer. Lithium -ion batteries charge quickly between resurfacings, eliminating overnight charging. Sealed zero maintenance batteries are truly emission -free. Charging is controlled by battery management system to optimize charging and balancing. Strong conveyor performance at any speed. Our unrivaled down pressure system ensures that all you leave behind is perfect. INNOVATION: Our commitment to constant innovation is an investment in the end product. We apply decades of experience working with facility owners and operators into every decision we make. Automated processes provide a consistent end result and reduce the chance for operator error. Opportunities to retrieve and display data from the machine provide a new tool in rink management. The incremental and continued introduction of new and better technologies to our ice resurfacing machines facilitates savings of time and valuable resources. znmBonu Larnboni 552AC Proposal QUALITY: Zamboni sets the standard of quality to which the industry is held. The Zamboni Company holds itself to an even higher standard with ongoing assessment and meticulous quality control, resulting in products which consistently produce the finest sheet of ice even after many years of use. Our rugged four-wheel drive chassis is hand -built using strong all -welded steel tubing. Premium materials and components are used throughout. We continually collaborate with our customers to ensure the products that will ultimately end up in their facility exceed the high expectations of quality associated with our brand. VALUE: Zamboni has a well -deserved reputation as the Industry Leader. One which we don't take for granted. Our products have the lowest cost of operation and maintain the highest residual value. A network of Zamboni Authorized Distributors and our own Customer Service teams provide local service and support for our products. In the world of ice, time is money and unreliable equipment can be a show -stopper. Yet another reason that worldwide, more facility operators choose Zamboni for their ice resurfacing needs. Nothing else is even close. MACHINE SPECIFICATIONS: Machine specifications are also available online. Please copy the web links below into your browser https://zamboni.com/wp-content/uploads/specs/552AC_specs.pdf https://zamboni. com/wp-content/up loads/specs/552AC_Lithium-ion_specs. pdf MANUFACTURER'S STATEMENT: This machine is proudly designed and manufactured in Paramount, California by Zamboni Company USA, Inc., a United States company. WARRANTY: Twenty Four (24) months or 2,000 hours, whichever comes first, parts replacement only SAFETY STANDARDS: This machine is engineered to meet or exceed OSHA and ANSI safety labeling requirements. In addition to digital safety information, operating instructions and service manuals being provided with the delivery of the machine, all owners/operators have access to all of these materials online at www.zamboni.com to view and download at any time. FOR ADDITIONAL INFORMATION: zamboni.com/options zambonl.com/machines/model-552ac zamboni.com/machines/model-552ac-lath lum-ion D_brady552AC4-21 proposal Page 2 of 3 Zamboni 552AC PFoposal Zamboni 552AC STANDARD EQUIPMENT INCLUDES: 510 AH Lead Acid Battery with Charger, Aluminum Wheels, Guide Wheel, Black Powder Coated Conditioner, Parking Brake, Conditioner Poly Side Plate ADDITIONAL EQUIPMENT: Back Up Alarm Board Brush Wash Water System w! Poly Tank Single Point Watering System for Batteries Integrated Auger Wash Out System Total of (10) Blades $ 126, 250.00 $ 725.00 $ 5,975.00 $ 5,000.00 $ 1,650.00 $ 1,2750.00 $ 2,080.00 SUBTOTAL LESS SOURCEWELL DISCOUNT LESS TRADE IN: ZAMBONI 552-9391 TRANSPORTATION TO STILLWATER, MN $ 142, 955.00 $-4,288.65 $-29,500.00 $ 3,900.00 NET TOTAL $ 113,066.35 F.O.B: Paramount, California USA TERMS: Net 30 days on approved credit. Shipment 210 days or sooner from receipt of order. Pricing firm for 30 days. Pricing does not include any applicable sales tax. THANK YOU: Doug Peters, Regional Sales Manager Zamboni Company USA, Inc. 15714 Colorado Ave. Paramount, Califomia 90723 USA Phone: +1 562 633 0751 Fax: +1 562 633 9365 April 14, 2021 Date D_brady552AC4-21 proposal Page 3 of 3 StIllr Administration Date: August 4, 2021 TO: Mayor and Council FROM: Beth Wolf, City Clerk SUBJECT: Waste Management Revised Amendment Agreement On May 18, 2021 City Council approved amending the Waste Management Contract for July 1, 2021- June 30, 2026. During final review of the contract by Waste Management one item was requested to be revised. After their attorney and our City Attorney reviewed the revisions, the following was determined: 9. NET DISPOSAL COST The net disposal cost is $84.00 per ton as of the effective day, July 1, 2021. If there is an increase or decrease in tipping fees from the Ramsey/Washington Recycling & Energy Center, either party may request an adjustment in the net disposal cost, which shall be discussed and agreed upon in writing between the City and Contractor prior to implementation or any adjustment. Any adjustments in the net disposal cost shall be negotiated between the City and Contractor. Neither party shall request more than one adjustment per 12-month period. If the parties are unable to reach an agreement on the adjustment, either party has the right to terminate the agreement by providing 30 days written notice. ACTION REQUIRED: If Council concurs, they should pass a motion approving the revised Amending Agreement with Waste Management effective July 1, 2021 - June 30, 2026. SECOND AMENDMENT TO MUNICIPAL SOLID WASTE AND RECYCLING SERVICE AGREEMENT BETWEEN THE CITY OF STILLWATER AND WASTE MANAGEMENT OF MINNESOTA, INC. THIS AGREEMENT ("Agreement") effective as of the 1st day of July, 2021, by and between the City of Stillwater, Minnesota ("City") and Waste Management of Minnesota, Inc. ("Contractor"). WHEREAS, the City entered into a 5-year Municipal Solid Waste And Recycling Service Agreement ("Agreement") with Contractor on July 1, 2016; and WHEREAS, City and Contractor desire to extend the Agreement for an additional 5-year term as set forth herein. NOW, THEREFORE, in consideration of the mutual covenants herein contained, the parties agree as follows: 1. Section 1 of the Agreement is hereby removed and replaced in its entirety as follows: The term of this Agreement shall be July 1, 2021 through June 30, 2026. 1.1 The Agreement may be extended upon mutual agreement with the City or Contractor notifying the other party ninety (90) days in advance of the end of the Agreement. The Agreement terms and conditions, with the exception of the end date, shall not change or be modified. 1.2 The City reserves the right to terminate this Agreement for material breach or unsatisfactory performance by Contractor. Termination shall not affect the City's right to make a claim against Contractor or its Performance Bond for the damages on account for such a breach. 2. Section 4.2 of the Agreement is hereby removed and replaced in its entirety as follows: 4.2 Residential Solid Waste & Recycle Material Collection (Fees). The Contractor's service fees for residential and multi -family complexes using Carts for solid waste and recycle material collection shall be determined in accordance with the fee schedule attached hereto as Appendix "A". This schedule will be in effect during the period of July 1, 2021 until June 30, 2026. The fees will be adjusted by 2.5% each year effective July 1. In the event the Contractor should incur any actual increases in government taxes/fees, the City agrees to negotiate with the Contractor to rectify the inadequacies. Both parties must agree upon these adjustments. 1 Multi -family residences of three (3) or more units, Bed and Breakfasts, and businesses operated out of a residence shall be entitled to choose the MSW Cart size at the normal rate, or in lieu of Carts, a dumpster of similar capacity. If a dumpster is provided in lieu of a Cart, refer to Section 8.2 for more information. 3. Section 4.3 of the Agreement is hereby removed and replaced in its entirety as follows: 4.3 Certification of Unpaid Bills. City will certify to Washington County, on an annual basis, all delinquent Municipal Solid Waste and Recycling charges. These amounts will be payable with the owner's property taxes. As required by Minnesota Statutes to assess Solid Waste delinquent billing amounts, the Contractor must conplete the following certification process: • Send Notices/Certification Letters to Account Holders/Property Owners of the properties no later than September 30th each year to meet Minnesota Statute requirements of 45 days to pay before certification (November 15th each year). • Letter must include the certification amount for Unpaid Balances for July 1st of previous year thru June 30th of current year and must not consist of delinquent charges for any other period. • Letter must include Due Date of November 15th for payment of Unpaid Balance to avoid certification. • Letter must provide a contact name and telephone number to answer questions regarding certification letters, amounts of certifications, etc., to ensure that Customer Service does not refer them back to the City. • Provide a copy of all Notices/letters sent to Account Holders/Property Owners to the City no later than September 30th in electronic form (i.e. flash drive or CD) for the City's records. • Contractor will not accept any further delinquent payments from customers after November 15th. • Create Certification list with verified Property ID numbers formatted as ##.###.##.##.#### (County requirement) and amounts for certification by the 3rd Friday of October. • The Contractor shall provide the City with the list to be certified in an electronic format. • Any changes in Property ID numbers that were corrected and emailed to the Contractor by the City the previous year need to be reflected in the current year. • Contractor understands that should any part of the above Certification Process as described above is not completed, the City will not certify any delinquent billings to the County until the following year in order to meet Minnesota Statute assessment requirements. 2 4. Section 8 of the Agreement is hereby removed and replaced in its entirety as follows: 8 VOLUME BASED MSW SYSTEM. Volume/Weight-based MSW fees must be offered to each residence, in compliance with Minn. Stat. §115A.93 subd. 3. 8.1 The Contractor shall furnish and deliver Carts for MSW in small, medium, and large sizes to residents. Residents shall be allowed to choose the number and size of the Cart(s) for their residence and will be billed according to the Rate Schedule as established by resolution of the City Council. If the Contractor chooses to supply Carts that are slightly larger than the sizes listed above, it shall be considered in compliance with this provision. Carts will remain the property of the Contractor. 8.2 The purpose of this section is to ensure that all dumpster accounts are equally charged by size and number of service days. Multi -family residences of three (3) or more units, Bed and Breakfasts, and businesses operated out of a residence shall be entitled to choose the MSW Cart size at the normal rate, or in lieu of Carts, a dumpster of similar capacity. If a dumpster is provided in lieu of a Cart, the rate charged for the dumpster shall be at the rate shown in "Appendix B" as adopted and amended by the City Council. Multi -family complexes currently using dumpsters rather than carts will be charged by size and number of service days (See Appendix `B"). Bulk Rates for multi -family residents of three (3) or more units, Bed and Breakfasts, and businesses operated out of a residences shall be $15.00 per item. The Contractor will notify the multi -family complexes affected by the changes in this section before the change in rates are implemented. 8.3 Except that for multi -dwelling units containing 50 or more units which are rented exclusively to persons whose head of household is 62 years of age or older, the rate shall be as per unit as listed under "Senior Accounts" in the Rate Schedule as adopted and amended by the City Council. 8.4 In the event a resident desires collection of waste in excess of the Cart size it has selected, the Contractor shall pick up the excess waste and bill the resident directly on the resident's quarterly invoice in the amount of $1.50 for each additional 30-gallon bag or equivalent of excess household waste. 8.5 The Contractor shall not be obligated to change Cart size at intervals of less than two (2) billing quarters and upon less than thirty (30) days' notice. 8.6 The rate for collection per month shall be as stated on the Rate Schedule as, "Adopted and amended by resolution of the City Council." 3 8.7 Residents who will be continuously absent from the City for more than 90 days shall be entitled to a reduced rate to $0.00 per month during the period of their absence. Notification shall be made by the Resident that they will be absent for more than 90 days. 5. Section 9 is hereby removed and replaced in its entirety as follows: 9 NET DISPOSAL COST The net disposal cost is $84.00 per ton retroactive to the effecitve date of July 1, 2021. If there is an increase or decrease in tipping fees from the Ramsey/Washington Recycling and Energy Center, either party may request an adjustment in the net disposal cost, which shall be discussed and agreed upon in writing by the parties prior to implementation of any adjustment. Any adjustments in the net disposal cost shall be negotiated between the City and Contractor. Neither party shall request more than one adjustment per 12-month period. If the parties are unable to reach an agreement on the adjustment, either party may terminate the agreement by providing 30 days' written notice to the other party. 6. Section 15 is hereby removed and replaced in its entirety as follows: 15 MUNICIPAL FACILITIES COLLECTION REQUIREMENTS. 15.1 Contractor shall collect and dispose, without additional charge, such MSW and Recycling as is the responsibility of the City, or which is accumulated by the City, or for the City, such as street cans and park barrels and Recycling containers, including Recycling and MSW from all City -owned facilities: • City Hall, 216 4th Street N. • City Parks • Public Works Building, 3225 Boutwell Road including: o Two (2) 30 yard demolition roll -offs two (2) times a year when requested by the Public Work Superintendent • St. Croix Recreation Center, 1675 Market Drive • Lily Lake Arena, 1208 Greeley Street S • Stillwater Public Library, 224 3rd Street N. • Police Department, 216 4th Street N. • Fire Station, 250 Maryknoll Drive • Annual Lumberjack Days and 4th of July Special Events • Water Department Facility, 204 3rd Street N. 15.2 In the event of a natural disaster within the City, the Contractor shall make dumpsters available as necessary for the cleanup at a price to be negotiated at the time the service is rendered. 4 7. Section 19.1 is hereby removed and replaced in its entirety as follows: 19.1 Contractor shall provide a 96 gallon Cart for Yard Waste if requested by Resident for $2.00 per month. For a one-time user fee of $48.00, Contractor will provide a 96 gallon Container for Yard Waste. The Carts and Containers furnished by Contractor shall remain property of Contractor. Only compostable bags are permitted to be used in the Containers for Yard Waste. 8. Appendix A is hereby removed and replaced in its entirety as attached hereto. 9. Appendix B is hereby removed and replaced in its entirety as attached hereto. 10. The remaining terms and conditions of the Agreement shall remain unchanged and continue in full force and effect. IN WITNESS WHEREOF, the parties hereto have signed and executed this Agreement on the day and year first written below. CITY OF STILLWATER Mayor Ted Kozlowski City Clerk Beth Wolf WASTE MANAGEMENT OF MINNESOTA, INC. By: Its: 5 Project: Andiamo Electric Service Relocate Bid.- $54, 550.00 W1L THE 6 I q T N P I A I: E OF MINNESOTA AGREEMENT FOR SERVICES THIS AGREEMENT ("Agreement") is made and executed this 23rd day of July , 20 21 by and between the City of Stillwater, 216 4th Street North, Stillwater, Minnesota 55082, ("City") and Vinco, Inc (name), Po Box 907, Forest Lake, MN 55025 (address) ("Contractor"). WHEREAS, the City has accepted the proposal of the Contractor for certain 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 ("Services"), as defined in the following documents: i. A proposal dated 7/22/21 , incorporated herein as Exhibit A; ii. Other documentation, incorporated herein as Exhibit B. (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. 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. 1 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. 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 Tim Moore 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 Mark Jay to be the primary contacts for the City in the performance of the Services. They shall be assisted by other staff members as necessary to facilitate the completion of the Services in accordance with the terms 2 established herein. Contractor may not remove or replace these designated staff without the approval of the City. 10. INDEMNIFICATION. 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: If to Contractor: Vinco, Inc. PO Box 907 Forest Lake, MN 55025 Attention: Mark Jay Or e-mailed: tmoore@ci.stillwater.mn.us Or emailed: 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. 3 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. CITY OF STILLWATER STATE OF MINNESOTA COUNTY OF WASHINGTON By: Ted Kozlowski, Mayor By: Beth Wolf, City Clerk ) ss. The foregoing instrument was acknowledged before me this of , 2021 by Ted Kozlowski, Mayor and Beth Wolf, City Clerk for the City of Stillwater. CONTRACTOR STATE OF MINNESOTA COUNTY OF Notary Public Commission Expires: / / Commissioned At: COMPANY NAME By: By (Please Print): Title (Please Print): ) ss. The foregoing instrument was acknowledged before me this of , 2021 by , its for Notary Public Commission Expires: _/_/ Commissioned At: 4 City of Stillwater 216 N. 4th Street Stillwater, MN 55082 651-275-4100 Public Works Department 651-275-4112 Fax Andiamo Electric Service Relocate Item ff Item Unit Quantity Unit Price Total 1 Mobilization LS 1 / (94P 0 /GOO. 2 Remove/Reconstruct Wall LS 1 700C> 7000, 3 Install Concrete Pad LS 1 1 Soo 2 oO, 4 Install Conduit, Wire, Weather Head, Splice box LS 1 2, $ff $DO ; , gr �Up; 7S0, 5 Patch Bituminous as needed LS 1 ']5p 6 Furnish & Install new Electric Panels/Box's LS 1 -C,So0 65b0. 7 Reconnect all Electric (Various Locations) LS 1 reco S&UO , 8 Contingencies LS 1 $3,000.00 $3,000.00 Total Add/Alternate relocate existing Service cabinets Contractors Anticipated Start Date Contractors Anticipated Completion Date Notes At yQ 144 lL z wctK.s IC 134 must be submitted prior to final payment Bids due to the City of Stillwater 7/22/2021 at 2:00 PM All bids must be submitted on the City's proposal form and be a complete proposal. Bids may be submitted by mall, email, fax or in person to City Hall at above address Attn: Tim Moore Questions contact Tim Moore at 651-275-4102 or tmoore@ci.stlllwater.mn.us Bids should be labeled Andiamo Electric Service Relocate The City reserves the right to add or subtract quantities. Contractor resposlble for design and installation of a complete functional system Contractor resposlble for coordination with St.Croix Boat and Packet and XCEL Energy for electric switch over Note: Splice Box and Cover shall be designed for HS 20 Loading Note: Remove and Relocate wall may involve leaving a course or 2 of block on the bottom along the parking lot. Note: Contractor will be responsible for obtaining any permits Please provide any additional comments, modifications, or suggestions to the proposal prior to quote due date. Date: ? /22 / 2 / Company Name: V C o'. Zf Print Name: _ t'ic, .4 JA `1f Address: 0 p,oK ?07 Signature: t `r,c- cse S fl.a/fa, Mn1 fSC.Z.r Title: p /4 �� Phone: 4 S/. 2Y''/702 TO: FROM: DATE: SUBJECT: MEMORANDUM Mayor and City Council Reabar Abdullah, Assistant City Engineer August 5, 2021 2021 Sidewalk Rehabilitation Project Project 2021-06 DISCUSSION The public hearing for the 2021 Sidewalk Rehabilitation Project is scheduled for Tuesday, August 10th at 7:00 pm. Attached is a copy of the feasibility report, the public hearing notice sent to the affected property owners and a copy of the preliminary assessment roll. RECOMMENDATION It is recommended that Council hold the required public hearing. If desired, Council should pass a resolution ordering the improvement and directing the engineer to prepare plans and specifications. It should be noted that the resolution to order the improvement requires a 4/5ths majority vote. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting RESOLUTION 2021- ORDERING IMPROVEMENT AND PREPARING OF PLANS AND SPECIFICAATIONS FOR THE 2021 SIDEWALK REHABILITATION PROJECT (PROJECT 2021-06). City of Stillwater Washington County, Minnesota RESOLUTION 2021- ORDERING IMPROVEMENT AND PREPARATION OF PLANS & SPECIFICATIONS FOR THE 2021 SIDEWALK REHABILITATION PROJECT (PROJECT 2021-06) WHEREAS, a resolution of the City Council adopted on July 20, 2021 fixed a date for a council hearing on the proposed 2021 Sidewalk Rehabilitation Project; and WHEREAS, ten days mailed notice and two weeks published notice of the hearing was given, and the hearing was held thereon on the 10th day of August, 2021, at which time all persons desiring to be heard were given an opportunity to be heard thereon; NOW, THEREFORE, BE IT RESOLVED BY THE COUNCIL OF THE CITY OF STILLWATER, MINNESOTA: 1. Such improvement is necessary, cost-effective, and feasible as detailed in the feasibility report. 2. Such improvement is hereby ordered as proposed in the council resolution adopted the 10th day of August 2021. 3. City of Stillwater Engineering Department is hereby designated as the engineer for this improvement. They shall prepare plans and specifications for the making of such improvement. Adopted by the Council this 10th day of August 2021. Ted Kozlowski, Mayor Attest: Beth Wolf, City Clerk TO: FROM: DATE: MEMORANDUM Mayor and City Council Reabar Abdullah, Assistant City Engineer July 15, 2021 SUBJECT: Feasibility Report for 2021 Sidewalk Rehabilitation Project (Project 2021-06) DISCUSSION A sidewalk rehabilitation project is proposed for the 2021 construction season. The criteria for inclusion in the project is sidewalks that are severely cracked, heaved, settled, or misaligned, such that they may cause people to trip. Inspection for this year focused along Main Street, with other areas added. There are 27 properties with sidewalk repair proposed (see attached map). The proposed sidewalk repair area is approximately 2,834 square feet. The estimated construction cost of the sidewalk portion including removal, replacement, and restoration is $45,540. It is proposed to assess 50% of the sidewalks costs. This amounts to an assessment rate for the sidewalks at $8.05 per square foot. The remaining share would be paid for by the City. If the feasibility report is approved, the timeline for the project would be as follows: Public Hearing Award Contract Construct Assessment Hearing RECOMMENDATION August 10, 2021 September 7, 2021 September - October October 2021 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 Sidewalk Rehabilitation Project and order a public hearing to be held on August 3, 2021. ACTION REQIRED If council concurs with the recommendation, they should pass a motion adopting RESOLUTION NO. 2021- RECEIVING REPORT AND CALLING HEARING ON 2021 SIDEWALK REHABILITATION PROJECT (PROJECT 2021-06). MULBER'Y ST VV. WILI KINS HIC KOR Y ORVH RI CE ST. H OLIVE W. OAK ST. co co PINE ABBOT WILLA RD GNP ©©�\NG ON'GBER 0 U J LAKE O O ke ST W. CHU RCH ST. W. AN H r- < w oi 1 ¢ 1 W. w 2 Q vi = \ T 0 y 6 TROTTER CIRcK n O Z�U w RLEANS S .R W. ORLEANS SHELTON DER =SON UPPER COCK Q LI TO T. LO UIS 64th ER 63rd ST. N. • Sidewalk Locations 2021 Sidewalk Improvent Project Feet 0 500 1,000 2,000 LIBER H NEW ENGLAND PLACE Fti Ci ° GREEN( Q Q GRE, N las 1- TALLPINE O AV/Tq�E • oo�N°vs� SIN G\� HARVEST GR KIN�A8 .7-4 VE0TY� ADELINE 0 OMESTEAD GREEN 71 EBEN CT LIBEN GRN REEN GADIENT WKY Q' SUMMER FIELDS COORT O RUTH ERF • O 0 STAPLES Z�©PLACE Sidewalk Locations 2021 Sidewalk Improvent Project r BRIDGGEWATER (WAY SUMMER FIELDS GREEN CC 72nd ST. CRT 1 Long Lake N Feet 0 270 540 1,080 iliwater THE BIRTHPLACE OF MINNESOTA July 29, 2021 RE: 2021 Sidewalk Rehabilitation Project (Project 2021-06) Dear Resident: This letter is to inform you that your property is part of the 2021 Sidewalk Rehabilitation Project. The sidewalk along your property has been selected because it is a potential tripping hazard or is badly deteriorated. Sidewalk rehabilitation work consists of removing and replacing sidewalk panels and associated restoration. Areas of sidewalk that are scheduled for repairs will be painted by a City representative prior to the public hearing. You have the option of repairing the sidewalk yourself at your own cost, but you will have until the time the project is awarded to complete the work or it will be done by the City. There are 28 properties identified for this project for a total of 2,869 square feet of sidewalk rehabilitation. The City has estimated that the entire cost of the project $45,540.00. Based on the square foot, sidewalk repair costs amount to $15.88 per square foot. It is proposed to assess 50% of the sidewalks costs or $7.94 per square foot to the property owner. The attached feasibility report says $8.05 per foot but this has been updated to $7.94 per square foot. Assessments are generally added to your taxes over a five-year period at the City's current interest rate. A Public Hearing date is set for August 10, 2021 (see notice on reverse side) for you to voice your opinions or concerns about the project. At the hearing, City Council will decide if the sidewalk improvements will be ordered. Please call me at (651) 430-8834 if you have any question regarding repairs to your sidewalk. Sincerely, Reabar Abdullah, Assistant City Engineer CITY HALL: 216 FOURTH STREET NORTH • STILLWATER, MINNESOTA 55082 PHONE: 651-430-8800 • WEBSITE: www.ci.stillwater.mn.us CITY OF STILLWATER WASHINGTON COUNTY, MINNESOTA NOTICE OF HEARING ON IMPROVEMENT 2021 SIDEWALK REHABILITATION PROJECT PROJECT 2021-06 July 30, 2021 Notice is hereby given that the City Council of Stillwater, Washington County, Minnesota, will meet in the Council Chambers of the Stillwater City Hall, 216 N 4th Street, Stillwater, MN 55082 at 7:00 p.m. or as soon as possible thereafter, on Tuesday August 10, 2021 to consider sidewalk improvements. The following properties are proposed to be assessed for such improvement: 1346 6th Ave S., 1112 6th Ave S., 1106 6th Ave S., 1010 3rd St. S., 120 3rd St. S., 118 3rd St. S., 116 3rd St. S., 114 3rd St. S., 112 3rd St. S., 110 3rd St. S., 108 3rd St. S., 106 3rd St. S., 104 3rd St. S., 102 3rd St. S., 129 Liberty Pkwy., 113 Main St. S., 106 Main St. S., 115 4th St. N., 228 Martha St. N., 610 Main St. N., 3550 Settlers Way., 286 Country Rd., 342 Country Rd., 501 Main St. N., 282 Country Rd., 547 Adeline Grn., 132 Main St. S., 323 Holcombe St. S. The estimated cost of the improvements is $45,540.00. A reasonable estimate of the impact of the assessment will be available at the hearing. Such persons as desire to be heard with reference to the proposed improvement will be heard at this meeting. Beth Wolf City Clerk Published in Stillwater Gazette on July 30 and August 6, 2021. PRELIMINARY ASSESSMENT ROLL 2021 SIDEWALK REHABILITATION PROJECT PROJECT 2021-06 Assesed cost per square foot: $7.94 $7.94 GEOCODE Taxpayer Taxpayer Address Taxpayer City Area Sidewalk Assessment Property Address 3303020140075 NELSON SAMUEL J & BETHANY L 1346 6TH AVE S STILLWATER MN 55082 40.0 $317.60 1346 6TH AVE S 3303020140003 EASY LIVING PROPERTIES LLC 1317 HILLCREST DR STILLWATER MN 55082 20.0 $158.80 1112 6TH AVE S 3303020140002 LACOSSE CYNTHIA K 1106 6TH AVE S STILLWATER MN 55082 20.0 $158.80 1106 6TH AVE S 3303020110078 TRAVIS EDYE L 1010 3RD ST S STILLWATER MN 55082 28.0 $222.32 1010 3RD ST S 2803020420041 SJOBERG BENJAMIN J 16 HOLLY LN THIEF RIVER FALLS MN 56701 31.5 $250.11 102 3RD ST S 2803020420042 MERGENS-HASEL LYNN M & ROBERT W HASEL 104 3RD ST S STILLWATER MN 55082 31.5 $250.11 104 3RD ST S 2803020420043 LAUBSCHER ROBERT H & STACY L 108 3RD ST S # 3 STILLWATER MN 55082 31.5 $250.11 108 3RD ST S 2803020420044 SJOBERG RICHARD J & HOLLY J 16 HOLLY LN THIEF RIVER FALLS MN 56701 31.5 $250.11 106 3RD ST S 2803020420045 CONNORS PATRICK & ELAINE 116 3RD ST STILLWATER MN 55082 31.5 $250.11 116 3RD ST S 2803020420046 HERBERT JAMES & TERI NELSON 114 3RD ST S STILLWATER MN 55082 31.5 $250.11 114 3RD ST S 2803020420047 WALLACE SCOTT D 112 3RD ST S STILLWATER MN 55082 31.5 $250.11 112 3RD ST S 2803020420048 SCHENDEL VINCENT D 110 3RD ST S STILLWATER MN 55082 31.5 $250.11 110 3RD ST S 2803020420049 MICHAEL BRIAN T 120 S 3RD ST STILLWATER MN 55082 31.5 $250.11 120 3RD ST S 2803020420050 GUSE ROGER D 118 S 3RD ST STILLWATER MN 55082 31.5 $250.11 118 3RD ST S 3003020320032 SHARRATT TODD W 129 LIBERTY PKWY STILLWATER MN 55082 120 $952.80 129 LIBERTY PKWY 2803020410010 ST JOHN'S HOME CORP PO BOX 475 STILLWATER MN 55082-5212 15 $119.10 113 MAIN ST S 2803020410002 RHR INVESTMENTS LLC 7650 EDINBOROUGH WAY STE 725 EDINA MN 55435 224 $1,778.56 106 MAIN ST S 2803020420073 TRINITY EVANGELICAL LUTHERAN CHURCH 115 4TH ST N STILLWATER MN 55082 188 $1,492.72 115 4TH ST N 2803020310045 DOBSON STACY L 228 MARTHA ST N STILLWATER MN 55082 130 $1,032.20 228 MARTHA ST N 2803020120106 TERRA SPRINGS MASTER ASSN 8100 OLD CEDAR S SUITE 300 BLOOMINGTON MN 55425 604 $4,795.76 610 MAIN ST N 3003020320101 CONVENIENCE STORE INV 1626 OAK ST LA CROSSE WI 54603 860 $6,828.40 3550 SETTLERS WAY 3003020330058 KRAKER MICHAEL & ANN 286 COUNTRY RD STILLWATER MN 55082 25 $198.50 286 COUNTRY RD 3103020220018 CHAVARRIA GREIVIN J & SHANA 547 ADELINE GRN STILLWATER MN 55082 50 $397.00 547 ADELINE GRN 3003020330048 FINBERG SUSAN L & SCOTT E 342 COUNTRY RD STILLWATER MN 55082 78 $619.32 342 COUNTRY RD 2803020140173 LOFTS OF STILLWATER CONDO ASSOC 105 NEW ENGLAND PL STE 280 STILLWATER MN 55082 76 $603.44 501 MAIN ST N 3003020330059 CHRISTENSON DAVID J & JILENE D 282 COUNTRY RD STILLWATER MN 55082 25 $198.50 282 COUNTRY RD 2803020410006 GARTNER PROP LLC 220 MYRTLE ST STILLWATER MN 55082 21 $166.74 132 MAIN ST S 2803020430105 VAIL KRISTIN N & MICHAEL D 323 HOLCOMBE ST S STILLWATER MN 55082 30 $238.20 323 HOLCOMBE ST S 2869.0 $22,541.66 2021-06 Page 1 7/29/2021 iliwater ,---.., Administration TO: Mayor & City Council FROM: Tom McCarty, City Administrator DATE: August 6, 2021 SUBJECT: City of Stillwater Strategic Plan Update BACKGROUND: The City Council conducted its annual Strategic Plan work session on July 8, 2021 at the Stillwater National Guard Readiness Center. The work session was facilitated by Dr. Craig Waldron and participants included the Mayor, City Council members and city department managers. The group reviewed the City's 2020 Strategic Plan results and accomplishments, discussed immediate burning issues, significant challenges, five year vision for the City and next year's priorities and additions to the Strategic Plan — see attached summary report of the July 8, 2021 Strategic Plan work session. Based on the results of the strategic plan work session, the City Strategic Plan Summary 2020- 2025 has been updated to incorporate next year's priorities/additions to the Plan as shown on the attached document. The City's Mission Statement, Core Values and major Strategic Plan goals of Develop Organizational Excellence, Develop Our Community and Sustain Strategic Planning and Implementation, all remain consistent moving forward. RECOMMENDATION: Staff recommends City Council approval of the updated Stillwater Strategic Plan Summary for 2020-2025. 216 4th Street N, Stillwater, MN 55082 651-430-8800 Website: www.ci.stillwater.mn.us MISSION STATEMENT To provide the community with a quality living environment, quali- ty public services and facilities while protecting cultural, histori- cal and natural resources through fair and open government, careful planning, effective management and efficient fiscal policy CORE VALUES *Respect* Honor the diverse contributions of all to the betterment of the or- ganization and community; treat all parties equitably. *Integrity* Ethical and principled approach dealing with issues, individuals and community; Earns others' trust and respect through con- sistent honesty and professional- ism in all interactions. *Trust* Truthful, open and accountable in all interactions *Quality* Excellence, pride and stewardship in delivery of best possible cus- tomer service with effective and efficient outcomes. *Competence* Strives for continuous improve- ment in self, community assets and management of resources. 1 4 4 Strategic Plan Summary 2020-2025 Revised August 2021 How can the City of Stillwater 1 itiliwater,... THE BrRTHPLACE OF MINNESOIA Develop Organization Excellence • Maintain High Quality, Efficient Public Service Delivery Standards • Develop Leadership Training and Succession Planning and a Learning Culture • Implement Organization Study Recommendations • Support Partnerships for Collaboration/Joint Services with other Communities & Organizations • Implement Software Integration and Update City Facilities 1 Develop Our Community • Define Economic Development and Branding and Communications Strategies • Promote Economic Development and Housing Affordability • Become a Year Round Destination City with a Sustainable and Balanced Downtown • Foster Community Engagement; Recognize Diversity, Inclusion and Equity • Update City Infrastructure, Including Parks and Recreation Facilities • Enhance City Policies/Ordinances • Meet the Health, Safety and Well -Being needs of Our Citizens Sustain Strategic Planning and Implementation • Develop Sustainable Funding Mechanisms for Operating and Capital Budgeting • Commit to Annual Strategic Planning • Develop a Legislative Agenda Develop Organization Excellence Develop Community Strategic Planning Implementation Develop Performance Measures for program/service delivery Create a learning culture and continue Leadership and Succession Training Pro- grams Develop transition plans to implement Organizational Study Recommendations; ad- dress Public Safety staffing needs Build Partnerships with Communities and Organizations for collaborative / joint service delivery Develop strategy for software integration and efficiency and continue to update City facilities Conduct class/comp system market update to enhance staff recruitment & retention Implement Economic Development Authority and initiate a Business Visitation Program. Develop Branding Strategies Develop & implement Community Engagement & Communication Practices; including recognition of Diversity Equity and Inclusion Elements Update ordinances to align with 2040 Comprehensive Plan Work with Sustainable Stillwater to develop attainable tasks Develop outdoor recreation properties that includes the river and plan for the parks and trails in Downtown Explore sustainable funding to continue updating City infrastructure and operations Develop a Housing Strategy Plan, Housing Rental & Building Maintenance Ordinance and review the Leasing Policy Conduct annual Strategic Planning Sessions & provide semi-annual reports Continue to review Department vision and goals Develop a Legislative Agenda for high priority City issues including potential sales tax -4 Review revenue enhancement sustainability City of Stillwater Strategic Planning Workshop Stillwater National Guard Readiness Center July 8, 2021 SUMMARY OF THE SESSION Attendees: Mayor Ted Kozlowski, Councilmembers Ryan Collins, David Junker, Larry Odebrecht and Mike Polehna, City Administrator Tom McCarty, City Clerk Beth Wolf, Community Development Director Tim Gladhill, Finance Director Sharon Provos, Fire Chief Stu Glaser, Human Resources Manager Donna Robole, IT Manager Rose Holman, Police Chief Brian Mueller, Public Works Director Shawn Sanders and Facilitator Dr. Craig Waldron. Facilitator Dr. Craig Waldron provided the general outline for the day. • Introductions • General Municipal Trends • Immediate & Burning Issues • 2020 Strategic Plan Results and Accomplishments • Discussion of Significant Challenges • Five-year Vision for Stillwater • Next year's priorities and additions to the Strategic Plan. Introductions: The participants discussed their respective backgrounds. Waldron also discussed his background as a City Council Member, city administrator/manager, as well as a faculty member at Hamline University. General Municipal Trends: Waldron discussed a number of municipal trends: 1. More and more cities are undertaking strategic planning efforts. It is the consultant's opinion that with limited time and resources, communities are finding that they need to get on the same page and establish priorities. There also seems to be an uptick in these efforts following elections where new members have been elected to a respective Council 2. More cities are undertaking aggressive economic development efforts to ensure their future. Cities are no longer sitting back and waiting for important developments to occur. They are becoming more aggressive both in terms of staffing and formulating major development program enhancements. 3. Cities are grappling with the post Covid environment. There have been discussions and some problems with respect to reopening City Halls, particularly were individuals have become accustomed to remote learning and thus question the need to return. This has been a tough issue for a number of communities and can also be complicated by union considerations. Additionally, cities are grappling with how to most effectively utilize the Page 1 of 5 Federal funding that is flowing into their coffers. There is also some concern and questioning with respect to what the new normal is going to look like. 4. Cities continue to experience aging infrastructure. They face the challenge of how to meet all of the infrastructure needs that are becoming more prevalent as the structures age over time. 5. Cities are concerned with respect to their housing stock. They sense the challenge of how to protect the existing, aging housing stock as well as how they can effectively develop more supply, including more affordable housing. 6. Cities continue to be concerned with the stewardship of the environment and general sustainability issues . 7. Cities are continuing to have a discussion with respect to diversity and inclusiveness. There are continual discussions on how city staff can better reflect the racial composition of the respective community. 8. Communities still struggle with how to utilize and respond to social media. Communication always seems to be a concern with respect to the residents and particularly in terms of outreach to the more diverse segments of the community that aren't easily reached. Immediate & Burning Issues: This element was added to the agenda as cities often have critical/immediate issues that are of concern. As long as the primary participants are in the room together for strategic planning session, it can be appropriate to briefly discuss immediate issues of concern. What follows is a depiction of the burning issues that were brought forth this session: • Targeted protests can be difficult. The City needs to be better prepared for future events. • There is an ongoing mental health crisis within the City . The Human Rights Commission could help address this issue. • The appropriate police response is very important should Stillwater experience an incidents similar to other communities. • There is a concern whether the Fire Department has the appropriate staffing level. • Customers want and expect on line access and responses. • How is the City going to pay for all of its needs, particularly new staffing. • Communications and marketing are at the tipping point. This represents a number of needs potentially involving a full-time staff member as well as an overall strategy which includes crisis management. It was also referenced that such a strategy would help people understand how important taxes are and the positive services and activities that the those taxes fund, in effect, connecting the dots. Accomplishments and Results: The City Administrator talked about the significant accomplishments that had occurred over the last year. These were particularly significant in light of the covid situation as the actions that were put in place to address all the difficulties that Covid created were quite significant . Page 2 of 5 Waldron also pointed out of the positive comments that he had heard, from other chambers of commerce/communities where he has been working, how quickly and aggressively the City of Stillwater positively helped local businesses during this crisis. Significant Challenges: Each participant was asked to discuss the items that were major concerns to them. What follows is a listing of the respective items of significant concern: • How do we properly manage the downtown activities, including parking. How do we stay properly prepared. (The statement was made that Stillwater is essentially the state fair, every day.) • Are we properly set up to address the influx of visitors. • The housing rental situation is a concern. How do we protect the renters, as well as the neighbors adjacent to problem properties. • We have many significant projects in process. Do we have enough resources in place to make sure that they are properly and effectively completed. • We need more job growth locally. • As a city staff, how do we embrace more of a learning culture. • How do we keep frontline staff happy. • The potential of a policing emergency is always a concern. • How do we balance out development. Are we able to just say no. • Target picketing is a concern. • How do we pay for all that we want to accomplish . • How do we address the demand for an increase in services. • Again ,the concern for keeping up with a multiplicity of significant demands that are placed on the City was brought up • How do we protect our IT security. • We are concerned for the safety of our officers as well as our community members. • Mental health and homelessness are an issue. • Stillwater is unique city —how do we reimagine our policing effort. • Recruitment of staff has been a challenge given the pay structure. (Stillwater is not your typical Minnesota City which makes comparisons difficult.) • How do we protect our assets and the infrastructure, some of which have experienced deferred maintenance and investment. • The potential of a violent issue happening is a concern. • There is a concern with respect to sustainability. The City has so much going on that it could become overwhelmed and the `wheels `could fall off. To meet the sustainability concern it could be time to consider enhanced taxation. • Meeting all the demands of the citizens is very difficult. • Can the City continue to take on any more projects. • Does the City have the capacity and the resources available to meet its future needs. • It may be time to look at new approaches and new, appropriate operational models for the respective City departments. • There is a need for more creative financing. Page 3 of 5 Five-year Vision for Stillwater: The Council and Staff were asked to provide their five-year vision as it relates to the City. The responses were as follows: • All of the plans and and amenities have come to fruition. The downtown is very successful with all of the respective nuances having been properly addressed. • The City has been able to obtain the funding to meet all of its needs. • The City is experiencing proper balance between competing demands paired with its respective assets and has all of the plans in place to address present and future demands . • The City has ensured the same quality or improved the quality of life for the citizens. • Stillwater has a mindful, creative Police Department that is founded on trust. • The City has a new integrated software system in place. • The fire staffing is stable with a respectable response time . • The City has balanced its demands with its assets. • The City eliminated parochialism as multiple cities and jurisdictions are working together. • A new downtown parking garage is in place. • The City has analyzed fee modifications across the board . • The City has completed a branding effort. • Internally the City has streamlined its services. • Internally the City exhibits a learning culture. • There are improved connections with the business community. • A new, revised project review process is in place. • All the large projects have been completed. • The City is able to effectively meet the health, safety, and the well-being of all of its citizens. This is done both proactively and reactively. • Stillwater is a very safe community as a result of its police and fire services. • Stillwater continues to have a very vibrant downtown. • Balance has been achieved in the downtown. • The City is effectively using its TIF funds as well as user fees. Strategic Plan Additions for 2022 The participants were asked to list the participants to list the most important priority for the next year that should be included in the strategic plan. Those priorities are depicted as follows: • Special legislation is needed on a sales tax. • The EDA needs to be in place. • Consider hiring a communications/PR person who could also be available to assist the commissions. • A comprehensive staffing plan needs to be prepared for police and fire • The City should issue an RFP for integrated software. • The issue of staff retention needs to be addressed. • The City needs to complete another comp worth comparison with respect to other cities and counties. This is particularly difficult as Stillwater is a very unique community and comparability can be difficult to ascertain. Page 4 of 5 • It is critical that the City address special legislation (funding) and review its fee schedules. • The City needs to review the leases on its City owned property. • The branding effort should be completed. • The update on the pay structure needs to be completed • The business visitation program needs to be implemented. • The City needs to find additional revenue streams to meet important expectations. • The City should move forward to develop a plan to add new staff. • The City should develop a communication strategy. • The City needs to continue to make progress in terms of the Council and the police being on the same page. • The City needs to update its respective ordinances. Closing Thoughts by the Consultant: Waldron ascertained a number of important items that he wanted to share with the participants before closing out the meeting. They are depicted as follows: 1. Stillwater has effectively used the strategic planning process. Many cities still debate if they should even work on a plan whereas Stillwater has made the strategic planning process part of its DNA. This effort by Council and Staff is clearly one of the reasons that Stillwater is such a successful community. Strategic planning has become an automatic process for the City which is extremely positive, and should continue. 2. The City Staff and Councilmembers show great respect and openness toward each other. There is clear, open communication between all parties. This makes for a very positive environment which ensures a very successful and productive working environment. 3. It is very positive that the City is moving forward with its EDA. This will provide Stillwater other opportunities and tools that will allow the City to continue and improve on the development success that it is currently experiencing. 4. Last but not least, Stillwater is clearly a great place to work. As Waldron pointed out, Stillwater has become a very positive place to work. The Council's support for staff is outstanding and that support is really important and meaningful to the staff. -Craig Waldron, Consultant Page 5 of 5 RE ERHPLACE OF MIMEITA Memo To: Mayor and City Council From: Jason Grode, Parks Superintendent Meeting Date: August 10, 2021 Re: Summer Tuesdays Event Makeup Date Request BACKGROUND: Summer Tuesdays, Inc. has had to cancel 3 of their event dates this year due to weather and they are requesting to add one more additional makeup date for their event on Tuesday, August 17, 2021. They have also requested to have the $500 event fee waived by the City Council, but would still pay for city services/fees for parking in lot #5 ($10.50), trash service ($24.00), electrical box service ($20.00) and use of the amphitheater stage ($125.00) for a total of $179.50. ACTION REQUIRED: The City Council should consider approving the request by Summer Tuesdays to add an additional event date for use of North Lowell Park on Tuesday, August 17th, 2021, which is currently available for use and consider approving to waive their event base fee. Attachment: Email Request from Summer Tuesdays, Inc. City of Stillwater Washington County, Minnesota RESOLUTION 2021- APRROVING AMENDMENT TO THE 2021 SUMMER TUESDAYS SPECIAL EVENT CONTRACT WHEREAS, the 2021 Summer Tuesdays Special Event and Contract was approved on May 18, 2021; and WHEREAS, the Organizer wishes to extend the event an additional day. NOW THEREFORE, BE IT RESOLVED by the Stillwater City Council hereby approves adding an additional day to the event and amending item number 5 of the contract to read as follows: 5. Dates and Hours of Event. Operations are limited as follows: June 29 and July 6, 13, 20, 27 and August 3, 10 (7 dates) and August 17 from 5:00 p.m. to 11:00 p.m. Adopted by the Stillwater City Council this 10th day of August, 2021. ATTEST: Beth Wolf, City Clerk 1 CITY OF STILLWATER Ted Kozlowski, Mayor Water THE BIRTHPLACE OF M I N N E S O 1 A PLANNING REPORT TO: MEETING DATE: APPLICANT: LANDOWNER: REQUEST: LOCATION: DISTRICT: REPORT BY: City Council August 10th, 2021 Marilyn Gustafson Marilyn Gustafson Consideration of a permit to keep chickens 1201 Lecuyer Circle RA- One Family Residential Graham Tait, City Zoning Administrator INTRODUCTION The City received a complaint about the resident at 1201 Lecuyer Circle keeping chickens without a permit. Verifying the complaint, City staff spoke with Mrs. Gustafson, who admitted she had three chickens, but put forth that she didn't know a permit was needed. About a week later a fully completed chicken keeping permit packet was submitted to the Community Development Department. As part of the permitting process neighborhood notices were sent, to which the City received three objections. In the event the City receives an objection, the permit must be considered by City Council. 1 SPECIFIC REQUEST The applicant is requesting City Council to approve a permit to keep chickens at 1201 Lecuyer Circle, within the RA (One -Family) District. RESULTS Three objections to the permit were received from the properties at 1201 Lecuyer Circle, 1221 Lecuyer Circle and 1241 Lecuyer Circle. The house on the property at #1211 lies approximately 111 feet north-northwest of the chicken coop, and #1241 is one property further north (see Chicken Permit Map on the last page). However, the chicken coop is 55' from the south neighbor (which is in compliance with City Code), and the chicken coop is only feet from the property line, ' "City Code Section 31-514. Subd. 6. (1). viii. a). If there are objections received within ten days of mailing the notices, then the permit application must be considered by the city council." 7/30/2021 Page 2 possibly within the side yard setbacks. 2 The objectors are requesting that the permit be denied by the City for the following reasons: ➢ The chickens begin making noise very early in the morning. ➢ There is a foul odor. ➢ They use unsightly tarps draped over the chicken area. ➢ Doubt that the chicken area will be maintained. ➢ Do not take care of the droppings properly. Additional complaints were made, that did not directly relate to the chickens: ➢ The backyard is approaching the status of a "junk yard". ANALYSIS Staff finds that the application submitted by Mrs. Gustafson meets all the requirements of the City Code Section 31-514. Subd. 6. Keeping of Chickens. The Council has, in the past, debated the appropriateness of chickens in residential areas and it was determined that chickens may be kept in RA and RB districts provided that a permit is obtained. As previously stated, this property is located in the RA district. The subject property is a large half acre lot, that has allowed for more than adequate spacing between the chicken area and neighboring dwellings. City Code requires that the chicken area be separated from adjacent dwellings by at least 20 feet; however, in this situation the chicken area is able to maintain distances of 111', 57' and 55' (respectively, from the north property clockwise) from the adjacent dwellings. That being said the chicken coop is very close to the south property and possibly within the required setback. And even though a distance of 55' is maintained from the neighboring dwelling, this distance could be much greater if the coop were pushed back and centered. RECOMMENDATION While reviewing this application, staff took heavy consideration of the three letters of objections, which is reflected in the recommended conditions of approval. Staff recommends approval of the permit to keep chickens for Marilyn Gustafson at 1201 Lecuyer Circle, subject to the following conditions: 1) Permittee agrees to abide by all provisions of Section 31-514. Subd. 6. 2) The permit expires on December 31, 2022. When the permit expires a new permit will have to be applied for, provided the chickens are still being kept. 2 "Section 31-514. Subd. 6.(2), vii. The roofed structure and required fencing for the chickens may only be located in a rear yard and must meet setback and building separations as established in city zoning and building codes, except that the roofed structure and fencing must maintain a 20-foot separation from dwellings on adjacent properties;" 7/30/2021 Page 3 3) This permit is for no more than five chickens and does not allow for roosters, or any other animals prohibited by Chapter 27 or Section 31-514. Subd. 1. of the Zoning Code, to be kept. 4) The City may refuse to grant or may revoke a permit if the chickens become a nuisance, as evidenced by a second substantiated violation (within 12 months of a first substantiated violation). 5) Prior to the issuance of a permit, the fencing being used as roofing for the coop must either be replaced or fixed so it is flat and does not have a messy appearance. The Community Development Director will review the new roofing for approval. 6) Relocate the coop/pen into the center of the rear yard and further back towards the rear than currently is (See "Proposed Location" in Chicken Permit Map below) by September 10th, 2021. 7) Submittal, review and approval of a waste containment system or removal plan by September 10th, 2021. 8) Property must be in compliance with all Zoning Code Chapter 38 (Nuisances) regulations by September 10th, 2021. This includes, but is not limited to, outdoor storage, grass height, weeds, and odors. Any violations could result in, but not limited to, citations and/or revocation of the chicken keeping license. 9) Property is subject to inspections. Attachments: Site Location Map Site Plan Photo of Coop Public Objections (three pages) cc: Marilyn Gustafson 7/30/2021 Page 4 Chicken Keeping Permit 1201 Lecuyer Circle 0 25 50 8±5..+2021 100 Feet Existing Chicken Coop and Run 0 Parcel Boundaries Subject Property Distance to Neighboring Dwellings Properties in Objection ='rfT Proposed Relocation 5 Wood Fence , s ,k .'f'R_M 1.` `d n ,r, .i.,= P il (water rt4 [[4; 1PhD. •;,.: \ +y�1 /\ d pyX, i , .3 p /" "' }' 4 Z�if , + 4 r j . .. �.. ( y� k 1.off __*it �I, r' The Birthplace of Minnesota td• fM .t �. .,, ,,T,$. 4 `y f. x� •; 18,. �� 1�1 'v - +i. * c' � - Site Location 1201 Lecuyer 0 75 150 Circle 300 Feet 1.1 `1 1General Site Location , /V� tit rilliii.tipmillItilirs-7.01,,,M,P1.... ��..� � �' i,.._. • VIII , NY./ -11200 t3'ti; o I. II `. ,- ,N« �A . Q i • `�� � 1 1 14, 3f ®\ a40 , p. i pi i rt . 1 /4c, -7 rt1}�• :x. ••• I • • "1.. .}..15.. - • 4 From: Tschida, Maggie M. (DOC) Sent: Thursday, July 29, 2021 8:45 AM To: Graham Tait Subject: 1201 Lecuyer Circle - Permit to have Chickens [CAUTION] *** This email originated from outside the organization. *** Do not click links or open attachments unless you recognize the sender and know the content is safe. I appreciate the notification regarding 1201 Lecuyer Circle requesting a chicken permit. I am writing to object to the permit. The neighbor's chickens are loud and we cannot open our windows or sit on our deck, because they squawk and make loud harsh noises. Also, they begin squawking very early in the morning between 5:30-6:00 am which is upsetting. This is a cul de sac situation, so the yards are very close to one another. They don't clean the coop, so there is a foul odor. The odor is especially bad in the summer. They use unsightly tarps draped over the chicken area. According to the father, the daughters kept the chickens in their bedroom last winter along with their snakes, rats, guinea pigs, cats, Great Dane and Labrador Retriever. Thank you for giving us an opportunity to submit objections to the request for the chickens to reside next door. We request that the permit be denied. Joseph & Mary (Maggie) Tschida 1221 Lecuyer Circle 651-260-5393 This email is intended to be read only by the intended recipient. This email may be legally privileged or protected from disclosure by law. If you are not the intended recipient, any dissemination of this email or any attachments is strictly prohibited, and you should refrain from reading this email or examining any attachments. If you received this email in error, please notify the sender immediately and delete this email and any attachments. Thank you. Jenn Sundberg From: Graham Tait Sent: Monday, August 2, 2021 10:01 AM To: Tim Gladhill; Abbi Wittman; Jenn Sundberg Subject: FW: Permit to Keep Chickens We got another complaint about the chicken permit.... Mr. Tait, I am objecting to the request to the Permit to Keep Chickens, based on the following opinions and facts. #1The property has been in gradual decline in regards to appearance and tidiness since their purchase of the house and property. #2The current state of the backyard, as viewable in plain sight from the cul-de-sac, is approaching the status of a "Junk Yard." Items would include: boat, mower, old couch, old garage doors. (This unsightliness has caused a neighbor to build a fence.) #3Based on this decline, it is a struggle to believe, based on the continued decline, that the specifications needed to maintain the chickens will be all met. #4Cities develop and write ordinances for the greater good of it's citizens. In summary, I object to the Request to Keep Chickens. Respectfully, Tom Rooker 1241 Lecuyer Circle 1 Jenn Sundberg From: Graham Tait Sent: Thursday, August 5, 2021 7:59 AM To: Jenn Sundberg; Tim Gladhill; Abbi Wittman Subject: FW: Stillwater Attachments: 20210802_170236.jpg; 20210804_180256 jpg Third objection. Neighbor immediately to the south. From: Greg Montanari [mailto:gregmontanari@gmail.com] Sent: Wednesday, August 4, 2021 6:17 PM To: Graham Tait <gtait@ci.stillwater.mn.us> Subject: Re: Stillwater [CAUTION] *** This email originated from outside the organization. *** Do not click links or open attachments unless you recognize the sender and know the content is safe. This letter is in response to the Permit to Keep Chickens on our neighbor's property - 1201 Lecuyer Circle. We are officially objecting to their request for the reasons stated below. 1. There has been a noxious smell emanating from the chicken coop since last year. We are unable to enjoy our back yard, and especially cannot have an outdoor meal because of the nauseating odor. The wind blows the smell towards our house. Will they only take care of the chicken droppings properly when they know an inspection is due? They've had the chickens since last year - why didn't they apply for a permit in 2020? 2. An exterminator comes to their property on a regular basis (could it be a rodent problem; are animals attracted to the chicken feed?) 4. They also have at least one goat. It's small and I believe the goat is inside their home. Attached is a picture of what I believe is where the chicken droppings are. Also attached is a picture of the goat. Thanks for your consideration. Greg Montanari 1191 Lecuyer Circle On Wed, Aug 4, 2021 at 10:44 AM Graham Tait <gtait@ci.stillwater.mn.us> wrote: i MEMORANDUM TO: Mayor and City Council FROM: Shawn Sanders, Director of Public Works DATE: August 5, 2021 RE: St. Croix River Riverbank Stabilization and Riverwalk Project Project 2016-06 DISCUSSION The bid opening for the St. Croix River Riverbank Stabilization and Riverwalk Project was Thursday August 5th. The City received four bids with the low bid submitted by Sunram Construction Inc. in the amount of $2,911,041.00. The Engineer's Estimate for the project was $2,850,000. Sunram Construction has not worked in the City in the past, but we checked their references listed in the bid submittal and those that responded spoke favorably of their work performed and timeliness of their work. The budget for the project is $3.6M of which $1.65M is from a DNR Grant, and the remaining coming from City funds. With engineering and construction, the total cost of the project is estimated at $3.9M. An additional $300,000 would be needed for the project. It is possible the difference could come from 2021 or 2022 capital projects bonding. In talking to the City Administrator, this seems workable. RECOMMENDATION It is recommended that the City accept the bids submitted for the St. Croix River Riverbank Stabilization and Riverwalk Project and award the contract to Sunram Construction Inc. ACTION REQUIRED If Council concurs with the recommendation, they should pass a motion adopting the Resolution 2021- ACCEPTING BID AND AWARDING THE CONTRACT FOR ST. CROIX RIVER RIVERBANK STABILIZATION AND RIVER WALK PROJECT (Project 2016-06). City of Stillwater Washington County, Minnesota RESOLUTION 2021- ACCEPTING BID AND AWARDING CONTRACT FOR 2016 RIVERBANK STABILIZATION AND RIVERWALK PROJECT (Project 2016-06) WHEREAS, pursuant to an advertisement for bids for the 2016 Riverbank Stabilization and Riverwalk Project, four bids were received, opened and tabulated according to law, and the following bids were received complying with the advertisement; BIDDER Sunram Construction, Corcoran, MN Meyer Contracting, Maple Grove, MN Urban Companies, St. Paul, MN Veit, Minneapolis, MN Engineer's Estimate and BID AMOUNT $2,911,041.00 $3,598,621.90 $3,842,593.65 $4,032,726.75 $ 2,850,000.00 WHEREAS, it appears that Sunram Construction, Corcoran, Minnesota is the lowest responsible bidder. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF STILLWATER, MINNESOTA, the Mayor and Clerk are hereby authorized and directed to enter into a contract with Sunram Construction, Corcoran, Minnesota in the name of the City of Stillwater for the Riverbank Stabilization and Riverwalk Project according to the plans and specifications therefore approved by the City Council and on file in the office of the City Clerk. Adopted by the City Council this 10th day of August 2021. Ted Kozlowski, Mayor ATTEST: Beth Wolf, City Clerk I INN I\ MIN r ESOTA, WISC L1 .1� NSIN • LIFT&LOOP Stillwater Lift Bridge & Loop Trail CE mt3RATION Saturday, Aug. 14, 2021 10 -11 a.m. Join us on the west end of the Stillwater Lift Bridge to celebrate the one year anniversary of the Lift Bridge and Loop Trail opening! For more information on the day's festivities, please visit www.greaterstillwaterchamber.com. m� DEPARTMENT OF TRANSPORTATION Washington County ST. CRQIX C-91 :!ITY Project website: mndot.gov/metro/projects/Iiftbridge 1 Sehtduit of Evtnts (All events on Chestnut west of the bridge (All events on Chestnut Plaza, west of the bridge unless noted) 10 a.m. — 11 a.m. Ribbon Cutting Ceremony 11 a.m. — 3 p.m. Park exhibits - Lowell Park Stillwater, Minn. 11:30 -a.m. — 3:30 p.m. Park exhibits - St. Croix Trailhead Houlton, Wisc. 1 p.m. — 1:30 p.m. Mascot Dance Off 1:30 p.m. — 2 p.m. Curio Dance Group 2 p.m. — 3 p.m. Zephyr/Phipps Theater 3 p.m. — 5:30 p.m. Broken Spoke Band Sponsored by the Water Street Inn 6 p.m. — 9:30 p.m. Tim Sigler Band 9:30 p.m. — 10 p.m. Fireworks NOTE: The Stillwater Lift Bridge will be closed to bicycle and pedestrian traffic from 9 p.m. to 11 p.m. Washington County FYI BOARD AGENDA August 10, 2021 - 9:00 AM 1. 9:00 Washington County Regional Railroad Authority A. Roll Call Pledge of Allegiance 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 B. Approval of the Regional Railroad Authority minutes from June 1, 2021. C. Approval of contract with the Metropolitan Council to permit the use Newport Transit Station and the adjacent lot as a 2021 State Fair Park -and -Ride. 9:20 D. Adjourn Washington County Board of Commissioners Meeting Convenes 2. 9:20 Roll Call 3. 9:20 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 4. 9:30 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 July 27, 2021, County Board meeting minutes. B. Adopt a resolution to acquire right-of-way, permanent roadway easements, and temporary easements as a part of the construction of the County State Aid Highway (CSAH) 13 Corridor Management and Safety Improvement Project (RB-2623) in the Cities of Oakdale and Lake Elmo, MN. C. Adopt a resolution to acquire right-of-way, permanent roadway easements, and temporary easements as a part of the construction of the County State Aid Highway (CSAH) 12 Corridor Management and Safety Improvement Project (RB-2664) in the City of Mahtomedi, MN. D. Approve Grant Agreement No. 14216 between the Homeland Security and Emergency Management Division of the Minnesota Depai intent of Public Safety and Washington County, in the amount of $234,000 for the period of July 1, 2021, through June 30, 2023. 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 Washington County 5. 9:30 Public Health and Environment - Lowell Johnson, Director A. Adopt a resolution to approve the 2022-2023 Ramsey/Washington Recycling & Energy Board (R&E Board) Joint Activities Budget as recommended by the R&E Board. 6. 9:45 Board Correspondence 7. 9:45 Executive (Closed) Session - Human Resources A. Executive (closed) session for the purposes of discussing labor relations strategy, per Minnesota Statute 13D.03. 8. 10:45 Adjourn 9. 10:45-10:55 Break 10. 10:55 2022 Recommended Budget Workshops 10:55-11:40 A. Review the 2022 recommended budgets for the Internal Services Departments - Administration, Commissioners, Accounting & Finance, Human Resources, and Information Technology. 11:45-12:15 B. Review the 2022 recommended budget for the Community Corrections Department. 11. 12:15-12:35 Break - Lunch 12. 12:35 2022 Recommended Budget Workshops (continued) 12:35-1:20 A. Review the 2022 recommended budget for the Community Services Department. 1:25-2:10 B. Review the 2022 recommended budget for the Department of Public Health & Environment and University of Minnesota Extension. 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 Washington - — County 1. 9:00 Roll Call Pledge of Allegiance BOARD AGENDA August 3, 2021 - 9:00 AM 2. 9:00 Comments from the Public 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 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities. 3. 9:10 Consent Calendar - Roll Call Vote Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. A. Approval of county comments on the creation of Tax Increment Financing (Housing) District 1 in the City of Oakdale and direction to submit comments in a letter. B. Approve the Community Development Block Grant (CDBG) Amended Cooperation Agreement between Washington County and the Participating Cities, and adopt the resolution authorizing the County Board Chair and County Administrator to sign the Cooperation Agreement Amendments without further board action. C. Approval of abatement for property located at 13912 Lower 59th Street North in Oak Park Heights. D. Approve Lease Agreement No. 14162 with the Carnelian -Marine -St. Croix Watershed District, to lease office space at the Public Works North Shop location, through June 30, 2022. E. Approve a grant agreement between the Federal Emergency Management Agency (FEMA) and Washington County for the period of July 2021, through October 2022, for the purchase and installation of a tornado siren at Big Marine Park Reserve in the amount of $18,062.25. F. 1. Approve Encroachment Agreement, Contract No. 14203, with Magellan Pipeline Company, L.P. for the County State Aid Highway (CSAH) 19 (Woodbury Drive) Mobility and Safety Improvement Project. 2. Approve Reimbursement Agreement, Contract No. 14204, with Magellan Pipeline Company, L.P. in the amount of $192,000 for the County State Aid Highway (CSAH) 19 (Woodbury Drive) Mobility and Safety Improvement Project. 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 Washington County 4. 9:10 General Administration - Kevin Corbid, County Administrator A. Presentation of the 2020 Performance Measures and Indicators Report. 9:30 B. Review National Association of Counties (NACo) Awards received by Washington County. 5. 9:45 Commissioner Reports - Comments - Questions This period of time shall be used by the Commissioners to report to the full Board on committee activities, make comments on matters of interest and information, or raise questions to the staff. This action is not intended to result in substantive board action during this time. Any action necessary because of discussion will be scheduled for a future board meeting. 6. 10:00 Board Correspondence 7. 10:00 Adjourn 8. 10:05 2022 Recommended Budget Workshops A. Review the 2022 recommended budget for the Attorney's Office. 10:50 B. Review the 2022 recommended budget for the Sheriffs Office. 9. 11:40 Board Workshop with Public Works A. Review the Household Hazardous Waste North (CIP#PHE-003)/Northern Yard Waste (CIP#PHE-004) facility project. 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 Washington County BOARD AGENDA July 27, 2021 - 9:00 AM 1. 9:00 Roll Call Pledge of Allegiance 2. 9:00 Comments from the Public 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 Visitors may share their comments or concerns on any issue that is a responsibility or function of Washington County Government, whether or not the issue is listed on this agenda. Persons who wish to address the Board must fill out a comment card before the meeting begins and give it to the County Board Clerk or the County Administrator. The County Board Chair will ask you to come to the podium, state your name and city of residence, and present your comments. Your comments must be addressed exclusively to the Board Chair and the full Board of Commissioners. Comments addressed to individual Board members will not be allowed. You are encouraged to limit your presentation to no more than five minutes. The Board Chair reserves the right to limit an individual's presentation if it becomes redundant, repetitive, overly argumentative, or if it is not relevant to an issue that is part of Washington County's responsibilities. 3. 9:10 Consent Calendar - Roll Call Vote Consent Calendar items are generally defined as items of routine business, not requiring discussion, and approved in one vote. Commissioners may elect to pull a Consent Calendar item(s) for discussion and/or separate action. A. Approval of the July 6, 2021, County Board meeting minutes. B. Adopt a resolution accepting the 2021 2nd quarter donations. C. Approval to appoint Chris Loth, Forest Lake, to a partial first term as Manager on the Comfort Lake - Forest Lake Watershed District expiring September 23, 2022. D. Approval to appoint Peter Koerner, Cottage Grove Police Chief, to a partial first term expiring December 31, 2021, as the Law Enforcement Representative on the Community Corrections Advisory Board. E. Approval to appoint Kelly Ammerman, Stillwater, to the Disabled Veterans Rest Camp Association Board to a partial first term expiring December 31, 2022. F. Approval of Administration Policy #1300 - Washington County Guidelines and Procedures for Minnesota Government Data Practices Act. G. Adopt a resolution authorizing the Community Corrections Director to renew the Joint Powers Agreement (JPA) between the State of Minnesota, acting through its Commissioner of Corrections, Sentence to Service program, and Washington County. H. Approve an amendment between the Department of Human Services and Washington County Community Services to extend Grant Contract No. 12563 by three years, and add $360,000 to the Project for Assistance in Transition from Homelessness (PATH) Services, through June 30, 2024. I. Adopt a resolution appointing Neng Lor as the county Drivers License Agent and Deputy Registrar. 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 Washington County Consent Calendar continued J. Approval of Change Orders 1 through 4 totaling $16,617.76 with Valdes Lawn Care and Snow Removal, LLC, to Contract No. 13561 for the Trunk Highway 36 and Hadley Avenue Landscaping Project. K. Approval of Change Order No. 5 in the amount of $20,071.48 and Change Order No. 6 in the amount of $3,705.01 with Minnesota Paving and Materials, Inc. for the County State Aid Highway (CSAH) 27 Resurfacing Project. L. Approval to transfer microwave radio equipment to other government agencies, pursuant to Minnesota Statute 471.85. 4. 9:10 Public Works - Sandy Breuer, Parks Director A. Accept two Awards of Excellence from the Minnesota Recreation and Park Association (MRPA). 5. 9:25 General Administration - Kevin Corbid, County Administrator 9:25 A. Presentation of 2020 Audit Advisory Committee Report. 9:45 B. Adopt a resolution proclaiming July 27, 2021, as County Staff Appreciation Day. 6. 9:55 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. 10:10 Board Correspondence 8. 10:10 Adjourn 9. 10:15 2022 Recommended Budget Workshop A. Presentation to introduce the Administration's Recommended 2022 Budget 10. 10:45 Board Workshop with Accounting and Finance/Administration A. American Rescue Plan Act (ARPA) Program Planning 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