HomeMy WebLinkAbout01-12-2016 City Council Packet CITY OF OAK PARK HEIGHTS
TUESDAY, JANUARY 12, 2016
CITY COUNCIL MEETING AGENDA
7:00 P.M.
7:00 p.m. I. Call to Order/Pledge of Allegiance/Approval of Agenda
Estimated
times
7:05 p.m. IL Council/Staff Reports
A. Mayor McComber
B. Councilmember Dougherty
C. Councilmember Liljegren
D. Councilmember Runk
E. Councilmember Swenson
F. Staff
• Recycling Award (pg. 3)
7:10 p.m. III. Visitors/Public Comment
A. Presentation by David Unmacht, Executive Director of the League of Minnesota
Cities (pg. 5)
B. Presentation by Stillwater School District—Possible School Closings (pg. 7)
This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda(Please
limit comments to 3 minutes in length).
7:20 p.m. IV. Consent Agenda_ (Roll Call Vote)
A. Approve Bills & Investments
B. Approve City Council Minutes—December 8, 2015 (pg. 9)
C. Adopt Resolution Authorizing Professional Consultants for the City of Oak Park
Heights in 2016 (pg. 15)
D. Adopt Resolution Designating the Stillwater Gazette as the City of Oak Park
Heights Official Newspaper for Publications in 2016 (pg. 17)
E. Approve Redpath and Company, Auditing Services for December 31, 2015 (pg.
21)
F. Approve 2017-2019 Contract Amendment(s)— City Administrator(pg. 31)
G. Approve Three City Job Position Amendments (pg. 33)
H. Summer Park Programming—2016 —Position & Events (pg. 53)
I. Approve Home Occupation Permit Renewals (pg. 59)
7:25 p.m. V. Public Hearings
None
7:25 p.m. VI. Old Business
A. Consider Ordinance Amendments to 1401 —Regulating Wagon Vendors—Food
Trucks (pg. 61)
7:35 p.m. VII. New Business
A. Walgreens Variance for Parking Setback and Landscape Review—6061 Osgood
Page 1 of 272
Agenda
January 12,2016
Page 2
Avenue (pg. 67)
B. Boutwells Landing—Village Green—Planned Unit Development 5600 Norwich
Parkway (pg. 89)
C. Consider Pedestrian Crossing Signalization Proposal —at 581h Street and Krueger
Avenue (pg. 113)
D. Consider Ordinance Amendment— CC Ord 1109.04F —Relating to Depositing of
Snow Removal and Storage in City Right of Ways (pg. 115)
E. Goalsetting— Set Continuation Date (pg. 119)
F. Consider Adoption of Policies—January 2016 Update (pg. 121)
8:00 P.M. VIII. Other Council Items or Announcements
8:05 p.m. IX. Closed Session (closed pursuant to MN Stat. 13D.01)
A. Review Potential Litigation with the Minnesota Department of Transportation
Commenced on Behalf of the City
8:15 p.m. X. Adjournment
Page 2 of 272
Oak Park Heights
Request for Council Action
Meeting Date January 12,2016
Agenda Item Recycling Award
Time Req. 0
Agenda Placement Staff Re arts
Originating Department/Requestor Adininistration/Jennifer Pinski
e�
Requester's Signature
Action Requested__ Receive Information
Background/Justification (Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 3 of 272
City of
Oak Park Hei hts
14168 Oak Park Blvd. N+Box 2007+Oak Park Height,MN 55082•Phone(651)439-439+Fax(651)439-0574
January 7, 2016
Eric and Sarah Anderson
5511 Oakgreen Place North
Oak Park Heights, MN 55082
Dear Mr. and Mrs. Anderson:
Thank you for participating in the City's recycling program. As an incentive to
recycle and to increase fire prevention awareness, the City rewards two
residents each month with their choice of an award of $25.00 or a fire
extinguisher and/or smoke detector(s).
Your residence was checked on Thursday, January 7, 2016, to determine if
you had your recycling bin out with your regular garbage. Your recycling was
out and ready for collection; therefore, you are one of this month's winners.
Please contact me at 439-4439 to let me know your choice of award.
On behalf of the Oak Park Heights City Council, thank you for participating in
the City's recycling program.
Congratulations!
if r Pinski
Deputy Clerk
TREE CITY U.S.A.
Page 4 of 272
Oak Park Heights
Request for Council Action
Meeting Date Jan 121 2016
Time Required: 5 Minutes
Agenda Item Title: n vi .v r fthe
f
Minnesota Cities.
Agenda Placement Visitor's Section
Originating Department/Re stor Ma or McComber
Requester's Signature
Action Requested. To antici ated action.
Background/Justification(PIease indicate if any previous action has been taken or if other public
bodies have advised):
Mr.David Unmwht,the new Executive Director of the League of Minnesota Cities would like to appear at the City
Council meeting to introduceit himself and provide a general update on the League.Below is his short`BIO"as
copied from the LMC website.
Ei n Ib
David Unmacht: NeW LMC Executive Director
Dayid Unmacht,preciously a senior vice president for 5pringsted Incorporated,is the
League's new executive director.Starting on Aug.3,2315,he replaced Jim Miller,who
retiree!in July fallowing 22 years of service.Unmacht brings an extensive amount of
knowk Jge and local government experience to the position.
Unmacht worked for 5pringsted,ecce of r:1-e!arasest pub;c-sector advisory firms in the
country,from 2009 to 2015.:Tier€,he was heavily involved in executive recruitment,
Organizational de-velopmem facilitation services,and strategic planning,ar tong other
duties.Over the past six yews,Unrriacht worked with marry local governments codes and
mundes)throughout the state and region.
Jim Miller has done a tremendous lob over the past two,decades,and se:s an honor to
f011Ow his tenure at t e League,"Unmachr said,."I haft forward to workng with the steff anti
`�Iz Obrcl;,¢DireC:-:,➢s tv cinrinuethe L--g e rrOrlit'on of previdin_hien Cif ty sgr::_>>
for a;I of our member cities."
Prior to,his employment with 5pringr.md,Unrnatht served as county administrator for star.
County,deputy county administrator for Dakota County,city menager fer prior Lake,and
city administrator for Belle Plaine.He holds a bachelors degree in political science and
business administratz.,n from Wartburg College in Waverly.bora,and a Master of public
Admfnistratlor,degree from Drake University in Des Moines.love.
Page 5 of 272
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Page 6 of 272
Oak Park Heights
Request for Council Action
Meeting Date ran 12� 2016
Time Required: 10 Minutes
Agenda Item Title: Presentation b Still School District—Possible School Closings
Agenda.Placement Visitor's S on
Originating Department/Re a hnso Ci 'strator
Requester's Signature
Action Requested Rece' e form tion
Background/Justification ease indicate if any previous action has been taken or if other public
bodies have advised):
The School District has reached out to the various communities that may be impacted by the possible closing of
three elementary schools(Oak Park;Marine and Withrow)and would like to present information to various public
entities as to why these options are being considered.
The District Staff would like to make a brief presentation to the City Council on 1/12/16 and answer any relevant
questions.
Page 7 of 272
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Page 8 of 272
R'
W�,v
,
Oak Park Heights
Request for Council Action
Meeting Date January 12, 2016
Agenda Item Prove City Council Minutes—December S, 2015
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor Administration/Jennifer Pinski
Requester's Signatur
Action Requested Approve
Background/Justification(Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 9 of 272
CITY OF OAK PARK HEIGHTS
TUESDAY, DECEMBER 8, 2015
CITY COUNCIL MEETING MINUTES
I.
Canto®rder/Pled a of Alle 'ance/A royal of A enda:
called the meeting to Mayor McComber
order at 7:00 p.m. Present: Councilmembers Dougherty,
Liljegren,Runk, and Swenson. Staffpresent: City Administrator Johnson, City
Attorney Vierling, Public Works Director Kegley, Finance Director Caruso, City
Planner Richards, City Arborist Danielson, Police Chief DeRosier, and City
Engineer Mann. Absent: None.
Mayor McComber added three items to the Agenda:New Business I. "2016 City
Council Appointments;"New Business J. "Ordering the Razing of a Hazardous
Building— 15105 63rd St. N.;"and New Business Item K. "Speed Study 581h
Street."
Councilmember Swenson, seconded by Councilmember Liljegren, moved to
approve the Agenda as amended. Carried 5-0.
II. CouncWStaff Reports:
A. Ma or McComber: She reported she attended the Bayport Fire Advisory
Meeting and the retirement service for Pastor John at Calvary Assembly of
God Church. She also reported that the next Parks Commission meeting
was set for December 21 at 7:00 p.m., and the prison and Conservation
District holiday open houses were scheduled for December 9.
B. CouncilmerMber Dou ert : He reported that the Middle St. Croix
Watershed Management Organization's December meeting was cancelled,
and the next CVB meeting was set for December 9 at 10:30 a.m. at the
Americlnn.
C. Councilmember Life en: He reported that the next Planning Commission
meeting was set for December 10 at 7:00 p.m.
D. Councilmember Runk; He reported that the two items from the last
Planning Commission meeting were on the Council Agenda that evening.
E. Councilmember Swenson: He reported that Breakfast with Santa was set
for December 12 from 9 a.m.— 12 p.m. at the Valley Ridge Mail
sponsored by the Valley Access Center.
F. Staff: No report.
III. Visitors/Public Comment:
None
Page 10 of 272
City Council Meeting Minutes
December 8,2015
Page 2 of 5
1V. Consent Agenda:
A. Approve Bills &Investments
B. Approve City Council Minutes—November 10, 2015
C. Approve 2016 Cab Licenses for F.D.S. Enterprises dba A. Taxi/Stillwater
Taxi
D. Adopt Resolution for 2016 Liquor, Tobacco, and Amusement License
Renewals
E. Approve Resolution Granting the Application of Spring Lake Park Lions
Club to Conduct a One-Day Gambling Event at Heights Hall and Club on
December 13, 2015
F. Approve 2016 Area Charge for Connection to Water, Sewer and Storm
Sewer Systems
G. Approve Resolution Designating 2016 Checking and Bank Depositories
H. Approve Resolution for Certification of Delinquent Utilities
1. Adopt Sanitary Sewer Maintenance Policy Update and Response Policy
J. Approve Resolution—Summary of Ordinance Amendments to 401.15 G
and 401.02 B—Relating to Signage
K. Approve A-1 Excavating, Inc. 50'Payment for 2015 Street and Utility
Reconstruction
L. Approve Home Occupation Permit Renewals for 2016
M. Authorize Rink Attendant Hire
N. Adopt Amended CC 102 Master Fee Schedule
Councilmember Liljegren, seconded by Councilmember Runk,moved to approve
the Consent Agenda. Roll call vote taken. Carried 5-0.
1V. Public Hearings:
A. Proclamation of Achievement—Patrick Balfanz: Mayor McComber read.
the Proclamation.
B. Truth in Taxation—2016 Bud et Presentation: Finance Director Caruso
provided a presentation of the 2016 proposed budget of$5,648,560. She
reviewed proposed budget expenditures and proposed budget revenues.
She reported the proposed tax levy was $5,191,593. No public comments.
Councilmember Swenson, seconded by Councilmember Runk,moved to
close the Public Hearing. Carried 5-0.
V1. Old Business:
None
VII. New Business:
Page 11 of 272
City Council Meeting Minutes
December 8, 2015
Page 3 of 5
A. MAACO Conditional Use—5956 Os pod Avenue—Conditional Use
Permit Review: City Planner Richards reviewed his planning report which
was included in the meeting packet. Councihnember Runk, seconded by
Councilmember Dougherty, moved to approve the Resolution. Roll call
vote taken. Carried 5-0.
B. St. Croix ValleV Wastewater Treatment Plant—6163 St. Croix Trail North
—Expansion of Existin Vehicle Stora a Buildin —Conditional Use
Permit: City Planner Richards reviewed his planning report which was
included in the meeting packet. Councilmember Runk, seconded by
Councilmember Liljegren,moved to approve the Resolution. Roll call
vote taken. Carried 5-0.
C. Resolution A covin Y the 2016 Tax : Councilmember Swenson,
seconded by Councilmember Dougherty,moved to approve the
Resolution. Roll call vote taken. Carried 5-0.
D. Resolution Approving the 2016 Budget: Councihnember Runk, seconded
by Councilmember Liljegren,moved to approve the Resolution. Roll call
vote taken. Carried 5-0.
E. No-Fault Insurance Covera e: City Administrator Johnson reported that
there were three levels of coverages offered through LMCIT and the cost
ranged from $1.79 to $2.63 per connection. He said the City had
approximately 1,300 connections. A draft Resolution was included in the
meeting packet. Johnson stated a piece was added to the Resolution to
attempt to address any outstanding issues at that time.
Councilmember Swenson, seconded by Councilmember Dougherty,
moved to approve the Resolution. Roll call vote taken. Carried 5-0.
F. Consider Ado tion of Cost Partici ation Polic on Contribixl Flows to
City Sanit a Sewer and Storm Water Systems: Councilmember
Dougherty, seconded by Councilmember Liljegren, moved to approve the
Policy. Carried 5-0.
G. Consider Ordinance Amendments to 1401 —Re atin Wa on Vendors—
Food Trucks: Councilmember Swenson suggested item be tabled and
requested staff contact Fury Motors, Stillwater Motors, and Ames Lunda
to see if there were any food trucks visiting their sites. Mayor McComber
tabled the item to the January 12, 2016 meeting.
H. Ordinance 1302 and Boulevard Tree Removal/Re-Plantin Polic
U dates: City Arborist Danielson reported that Emerald Ash Borer(EAB)
was identified in Washington County. She stated she reviewed the City's
Ordinance and Policy and EAB was not addressed. Danielson provided a
PowerPoint presentation on proposed Ordinance and Policy updates.
Page 12 of 272
City Council Meeting Minutes
December 8, 2015
Page 4 of 5
Councilmember Libegren, seconded by Councilmember Swenson, moved
to approve the Ordinance change. Carried 5-0.
Councilmember Dougherty, seconded by Councilmember Runk,moved to
approve the Policy changes. Carried 5-0.
I. 2016 CiIy Council Aointments: The City Council reviewed the 2015
appointments and made some changes.
Councilmember Swenson, seconded by Councilmember Liljegren,moved
to approve the 2016 council appointments. Roll call vote taken. Carried
5-0.
J. Ordering the Razing of a Hazardous Building— 15105 63rd St. N.: City
Attorney Vierling reported that the Resolution was the initial process to go
forward with a judicial response having exhausted the community
outreach efforts with the property owner. City Administrator Johnson
reported that staff received contact from two potential buyers.
Wayne Hellerman, the property owner, was present at the meeting and
stated he was going through some things and needed help. He confirmed
that he had been approached by parties interested in purchasing the
Property. City Attorney Vierling reported that the City could access the
Property with the consent of the homeowner to demolish it and assess the
costs back to the property. Mayor McComber encouraged Mr. Hellerman
to communicate with City Administrator Johnson.
Councilmember Runk, seconded by Councilmember Liljegren,moved to
approve the Resolution. Roll call vote taken. Carried 5-0.
K. Seed Study 58ffi Street: City Administrator Johnson stated the City
Council discussed at a goal-setting meeting possibly seeking a speed study
for 58h Street from Oakgreen Avenue to Highway 5. He stated there were
two possibilities for a speed limit change: one was seeking authority from
the MNDOT Commissioner after a speed study, and the other was the
roadway could be identified as an urban district, if eligible, and the City
could pass a Resolution setting the speed limit. He stated staff s
recommendation was to approve both possibilities, and staff would pick
the best one and get it back to the City Council for submission to the
Commissioner.
Councilmember Swenson, seconded by Councilmember Liljegren,moved
to push the project forward. Carried 5-0.
VIII. Other Council Items or Announcements:
Page 13 of 272
City Council Meeting Minutes
December 8,2015
Page 5 of 5
None
X. Ad'ournment
Councihnember Swenson, seconded by Councilmember Liljegren,moved to
adjourn the meeting at 8:12 p.m. Carried 5-0.
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
Deputy Clerk Mayor
Page 14 of 272
SAdENCOL
Oak Park Heights
Request for Council Action
Meeting Date January 12, 2016
Agenda Item Adopt Resolution Approvin Professional Consultants for the City of Oak Park
Heights in 2016
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor Administration/Jennifer Pinski
Requester's Signature ,
Action Requested Approve
Background/Justification (Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 15 of 272
CITY OF OAK PARK HEIGHTS
RESOLUTION 16-01-01
A RESOLUTION APPOINTING PROFESSIONAL CONSULTANTS
FOR THE CITY OF OAK PARK HEIGHTS IN 2016
BE IT RESOLVED,that the City Council for the City of Oak Park Heights
hereby appoints the following consultants for 2016:
City Engineer: Stantec, Inc.
City Auditor: Tautges, Redpath, Inc.
City Planner: The Planning Company, LLC
City Attorney: Eckberg, Lammers, Briggs, Wolff&Vierling
Passed by the City Council of Oak Park Heights this 12th day of January, 2016.
ATTEST: Mary McComber, Mayor
Eric A. Johnson, City Administrator
Page 16 of 272
Oak Park Heights
Request for Council Action
Meeting Date January 12,2016
Agenda Item Adopt Resolution Design9gM the Stillwater Gazette as the City of Oak Park
Heicris Official Newspaper for Publications in 2016
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor dministration/Jennifer Pinski
Requester's Signator
Action Requested_ Approve
Background/Justification(Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
Page 17 of 272
CITY OF OAK PARK HEIGHTS
RESOLUTION 16-01-02
A RESOLUTION DESIGNATING THE
STILLWATER GAZETTE AS THE CITY
OF OAK PARK HEIGHTS OFFICIAL NEWSPAPER
WHEREAS,the City of Oak Park Heights must designate an official newspaper
for publications; and
WHEREAS,the Stillwater Gazette meets legal publication requirements under
state statute and offers a high number of paid circulation newspapers distributed within
the City.
NOW THEREFORE,BE IT RESOLVED,that the City Council for the City of
Oak Park Heights designates the Stillwater Gazette as the official newspaper for
publications in 2016.
Passed by the City Council of Oak Park Heights this 12 'day of January, 2016.
ATTEST: Mary McComber, Mayor
Eric Johnson, City Administrator
Page 18 of 272
—"Offa3ette
1931 Curve Crest Blvd W,Stillwater,MN 55082
651-439-3130
www.stillwatergazette.com
January 7, 2016
City of Oak Park Heights
14168 Oak Park Boulevard North
P.O. Box 2007
Oak Park Heights, MN 55082
Dear City of Oak Park Heights:
We appreciate the opportunity to quote the City of Oak Park Heights'2016 publication of legal notices.
We also request consideration that The Gazette be named the City's legal newspaper
The Gazette, published on Friday each week, provides the city government a timely manner for
presenting legal advertising to the public. Our legal pages are also available online at
www.stillwatergazette.com.
The proposed legal rate for 2016 is$4.50 per column inch.Submission deadline is 10 a.m.Wednesday
for Friday's edition. Please email notices to sunlegals@ecm-inc.com.
I look forward to The Gazette continuing to serve the city and its citizens in this capacity. Please call me
at 952-846-2019 or email me at mike.jetchick@ecm-inc.com if you have any questions.
Sincerely,
Mike Jetchick
Zone Sales Manager
Page 19 of 272
P41"re
Publications
4779 Bloom Ave., White Bear Lake, MN 55110• Phone:651-407-1200• Fax:651-429-1242
December 23, 2015 RECEIVFp
DFS
Ms. Jennifer Pinski 3 J 2015
City of Oak Park Heights CRY oroa*p.,k Ittim
P.O. Box 2007
Stillwater, MN 55082PU
Dear Ms. Pinski:
The Lowdown -St. Croix Valle
newspaper for 2016. y Area would like to be considered as your official
We meet all the legal publication requirements under state statutes. Our circulation is
audited by Verified Audit Circulation, an independent firm.
We offer submittal of legal notices by mail, fax at(651) 429-1242, or a-mail to
le als ress ubs.com -please clearly identify them as ',Legal Notices.,,
There will be a slight increase in the rate for your legal notices this year due to increased
health care costs. We are asking for$7.98 per column inch, in 7 point type at 9 lines per
inch.
Our deadline for legal notices is Monday by 12:00 noon for that Friday's publication.
We look forward to the opportunity to serve you. We welcome any questions or
concerns you may have.
Sincer y,
isa Graber
Legal Notice Coordinator
LG:mp
Mise: 0akParkHeights2016.doc
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ts Press•Quad Community Press•shoreview Press•The Citizen•The LowdownP•North( Oaks News
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Oak Park Heights
Request for Council Action
Meeting Date: January 12 2016
Agenda Item Title -Approve Redpath and Comony, Auditing Services for December
31 2015 Time Required 1 min
Agenda Placement Consent
Originating Department/Requestor Finance-Betty Caruso Finance Director
Requester's Signature
Cal
Action Requested Approve auditing services contract with Redath and Company.
For December 31 2015
Background/Justification (Please indicate any previous action, financial
implications including budget information and recommendations).
I have received the standard engagement letter for auditing services for the year
ending December 31, 2015, from Redpath and Company.
Redpath and Company is proposing a 3% increase ($1,100) in fees for completing
the audit for 2015, a total contract of$38,000. This fee is split between the General
Fund, Water Utility Fund, and Sewer Utility Fund.
There will be additional work required due to GASB 68 Accounting and Financial
Reporting for Pensions which requires the City to include a portion of the PERA
Pension Liability in our financial statements and extensive footnote disclosures
pertaining to that liability. We anticipate a listing of fixed assets to be added to the
City's accounting records this year based on the infrastructure from the Bridge and
the street reconstruction. This may be a large undertaking depending upon the
information that we receive from MnDot and developing street costs for the 2014-
2015 Street reconstruction. The auditors are scheduled as usual to begin the audit
in March. If the asset reporting is not complete then, they will look at it separately
when it is finished. This may delay the 2015 audit report past the usual April
issuance. We will know more after we receive the data from MnDot.
Page 21 of 272
CLIENT COPY
A N Q M A N Y
December 8, 2015
City of Oak Park Heights
14168 Oak Park Boulevard
P.O. Box 2007
Oak Park Heights, MN 55082-2007
We are pleased to confirm our understanding of the services we are to provide the City of
Oak Park Heights, Minnesota(the City) for the year ending December 31, 2015. The scope
of services includes the following:
Audit and Related Services
• We will audit the financial statements of the governmental activities, the business-
type activities, each major fund, and the aggregate remaining fund information,
including the related notes to the financial statements, which collectively comprise
the basic financial statements of the City of Oak Park Heights, Minnesota as of and
for the year ending December 31, 2015. Accounting standards generally accepted in
the United States of America provide for certain required supplementary information
(RSI), such as management's discussion and analysis (MD&A), to supplement the
City's basic financial statements. Such information, although not a part of the basic
financial statements, is required by the Governmental Accounting Standards Board
who considers it to be an essential part of financial reporting for placing the basic
financial statements in an appropriate operational, economic, or historical context. As
part of our engagement, we will apply certain limited procedures to the City's RSI in
accordance with auditing standards generally accepted in the United States of
America. These limited procedures will consist of inquiries of management regarding
the methods of preparing the information and comparing the information for
consistency with management's responses to our inquiries, the basic financial
statements, and other knowledge we obtained during our audit of the basic financial
statements. We will not express an opinion or provide any assurance on the
information because the limited procedures do not provide us with sufficient evidence
to express an opinion or provide any assurance. The following RSI is required by
generally accepted accounting principles and will be subjected to certain limited
procedures, but will not be audited:
1. Management's discussion and analysis
2. Budgetary comparison schedules presented as RSI
3. Pension Related RSI (GASB 68)
2310527.14810 White Bear Parkway, St. Paul, MN, 55110 651.426.7000 www.redpathcpas.com
Page 22 of 272
City of Oak Park Heights
Contract for Auditing Services
Page 2
We have also been engaged to report on supplementary information other than RSI
that accompanies the City's financial statements. We will subject the following
supplementary information to the auditing procedures applied in our audit of the
financial statements and certain additional procedures, including comparing and
reconciling such information directly to the underlying accounting and other records
used to prepare the financial statements or to the financial statements themselves, and
other additional procedures in accordance with auditing standards generally accepted
in the United States of America and will provide an opinion on it in relation to the
financial statements as a whole in a report combined with our auditors report on the
financial statements:
1. Combining and Individual Fund Statements and Schedules
The following other information accompanying the financial statements will not be
subjected to the auditing procedures applied in our audit of the financial statements,
and our auditor's report will not provide an opinion or any assurance on that other
information:
o Introductory section
o Statistical section
The following other reports will be issued in conjunction with the financial audit:
• State Legal Compliance Audit
Nonaudit Services
• Preparation of draft financial statements document.
• Processing the financial statements.
Audit Obiectives
The objective of our audit is the expression of opinions as to whether your financial
statements are fairly presented, in all material respects, in conformity with U.S. generally
accepted accounting principles and to report on the fairness of the supplementary information
referred to in the second paragraph when considered in relation to the financial statements as
a whole. Our audit will be conducted in accordance with auditing standards generally
accepted in the United States of America and the standards for financial audits contained in
Government Auditing Standards, issued by the Comptroller General of the United States, and
the minimum procedures for auditors as prescribed by MS 6.65, and will include tests of the
accounting records of the City and other procedures we consider necessary to enable us to
express such opinions. We will issue a written report upon completion of our audit of the
City's financial statements. Our report will be addressed to the Honorable Mayor and
2310527.1
Page 23 of 272
City of Oak Park Heights
Contract for Auditing Services
Page 3
Members of the City Council of the City of Oak Park Heights, Minnesota. We cannot
provide assurance that unmodified opinions will be expressed. Circumstances may arise in
which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter
paragraphs. If our opinions on the financial statements are other than unmodified, we will
discuss the reasons with you in advance. If, for any reason, we are unable to complete the
audit or are unable to form or have not:Formed opinions, we may decline to express opinions
or issue reports, or may withdraw from this engagement.
We will also provide a report (that does not include an opinion) on internal control
related to the financial statements and compliance with the provisions of laws, regulations,
contracts, and grant agreements, noncompliance with which could have a material effect on
the financial statements as required by Government Auditing Standards. The report on
internal control and on compliance and other matters will include a paragraph that states (1)
that the purpose of the report is solely to describe the scope of testing of internal control and
compliance, and the result of that testing, and not to provide an opinion on the effectiveness
of the entity's internal control on compliance, and (2)that the report is an integral part of an
audit performed in accordance with Government Auditing Standards in considering the
entity's internal control and compliance. The paragraph will also state that the report is not
suitable for any other purpose. If during our audit we become aware that the City is subject
to an audit requirement that is not encompassed in the terms of this engagement, we will
communicate to management and those charged with governance that an audit in accordance
with U.S. generally accepted auditing standards and the standards for financial audits
contained in Government Auditing Standards may not satisfy the relevant legal, regulatory,
or contractual requirements.
Man_ agement Responsibilities
Management is responsible for establishing and maintaining effective internal controls,
including evaluating and monitoring ongoing activities,to help ensure that appropriate goals
and objectives are met; following laws and regulations; and ensuring that management is
reliable and financial information is reliable and properly reported. Management is also
responsible for implementing systems designed to achieve compliance with applicable laws,
regulations, contracts, and grant agreements. You are also responsible for the selection and
application of accounting principles, for the preparation and fair presentation of the financial
statements in conformity with U.S. generally accepted accounting principles, and for
compliance with applicable laws and regulations and the provisions of contracts and grant
agreements.
Management is also responsible for making all financial records and related information
available to and for the accuracy and completeness of that information. You are also
responsible for providing us with(1) access to all information of which you are aware that is
relevant to the preparation and fair presentation of the financial statements, (2) additional
2310527.1
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City of Oak Park Heights
Contract for Auditing Services
Page 4
information that we may request for the purpose of the audit, and(3) unrestricted access to
persons within the government from whom we determine it necessary to obtain audit
evidence.
Your responsibilities include adjusting the financial statements to correct material
misstatements and for confirming to us in the written representation letter that the effects of
any uncorrected misstatements aggregated by us during the current engagement and
pertaining to the latest period presented are immaterial, both individually and in the
aggregate, to the financial statements taken as a whole.
You are responsible for the design and implementation of programs and controls to
prevent and detect fraud, and for informing us about all known or suspected fraud affecting
the government involving (1) management, (2) employees who have significant roles in
internal control, and (3) others where the fraud could have a material effect on the financial
statements. Your responsibilities include informing us of your knowledge of any allegations
of fraud or suspected fraud affecting the government received in communications from
employees, former employees, grantors, regulators, or others. In addition, you are
responsible for identifying and ensuring that the entity complies with applicable laws,
regulations, contracts, agreements, and grants and for taking timely and appropriate steps to
remedy fraud and noncompliance with provisions of laws, regulations, contracts or grant
agreements, or abuse that we report.
You are responsible for the preparation of the supplementary information in conformity
with U.S. generally accepted accounting principles. You agree to include our report on the
supplementary information in any document that contains and indicates that we have reported
on the supplementary information. You also agree to include the audited financial statements
with any presentation of the supplementary information that includes our report thereon.
Your responsibilities include acknowledging to us in the written representation letter that(1)
you are responsible for presentation of the supplementary information in accordance with
GAAP; (2)you believe the supplementary information, including its form and content, is
fairly presented in accordance with GAAP; (3)the methods of measurement or presentation
have not changed from those used in the prior period (or, if they have changed, the reasons
for such changes); and(4) you have disclosed to us any significant assumptions or
interpretations underlying the measurement or presentation of the supplementary
information.
Management is responsible for establishing and maintaining a process for tracking the
status of audit findings and recommendations. Management is also responsible for
identifying for us previous financial audits, attestation engagements,performance audits or
other studies related to the objectives discussed in the Audit Objectives section of this letter.
This responsibility includes relaying to us corrective actions taken to address significant
2310527.1
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City of Oak Park Heights
Contract for Auditing Services
Page 5
findings and recommendations resulting from those audits, attestation engagements,
Performance audits, or other studies. You are also responsible for providing management's
views on our current findings, conclusions, and recommendations, as well as your planned
corrective actions, for the report, and for the timing and format for providing that
information.
With regard to the electronic dissemination of audited financial statements, including
financial statements published electronically on your website, you understand that electronic
sites are a means to distribute information and,therefore, we are not required to read the
information contained in these sites or to consider the consistency of other information in the
electronic site with the original document.
You agree to assume all management responsibilities relating to the financial statements
and related notes and any other nonaudit services we provide. You will be required to
acknowledge in the management representation letter our assistance with preparation of the
financial statements and related notes that you have reviewed and approved the financial
statements and related notes prior to their issuance and have accepted responsibility for them.
Further, you agree to oversee the nonaudit services by designating an individual,preferably
from senior management, with suitable skill, knowledge, or experience; evaluate the
adequacy and results of those services; and accept responsibility for them.
Audit Procedures - General
An audit includes examining, on a test basis, evidence supporting the amounts and
disclosures in the financial statements; therefore, our audit will involve judgment about the
number of transactions to be examined and the areas to be tested. An audit also includes
evaluating the appropriateness of accounting policies used and the reasonableness of
significant accounting estimates made by management, as well as evaluating the overall
presentation of the financial statements. We will plan and perform the audit to obtain
reasonable rather than absolute assurance about whether the financial statements are free of
material misstatement, whether from (1) errors, (2) fraudulent financial reporting, (3)
misappropriation of assets, or(4)violations of laws or governmental regulations that are
attributable to the entity or to acts by management or employees acting on behalf of the
entity. Because the determination of abuse is subjective, Government Auditing Standards do
not expect auditors to provide reasonable assurance of detecting abuse.
Because of the inherent limitations of an audit, combined with the inherent limitations of
internal control, and because we will not perform a detailed examination of all transactions,
there is a risk that material misstatements may exist and not be detected by us, even though
the audit is properly planned and performed in accordance with U.S. generally accepted
auditing standards and Government Auditing Standards. In addition, an audit is not designed
to detect immaterial misstatements or violations of laws or governmental regulations that do
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City of Oak Park Heights
Contract for Auditing Services
Page 6
not have a direct and material effect on the financial statements. However, we will inform
the appropriate level of management of any material errors, any fraudulent financial
reporting, or misappropriation of assets that come to our attention. We will also inform the
appropriate level of management of any violations of laws or governmental regulations that
come to our attention, unless clearly inconsequential,and of any material abuse that comes to
our attention. Our responsibility as auditors is limited to the period covered by our audit and
does not extend to later periods for which we are not engaged as auditors.
Our procedures will include tests of documentary evidence supporting the transactions
recorded in the accounts, and may include tests of the physical existence of inventories, and
direct confirmation of receivables and certain other assets and IiabiIities by correspondence
with selected individuals, funding sources, creditors, and financial institutions. We may
request written representations from your attorneys as part of the engagement, and they may
bill you for responding to this inquiry. At the conclusion of our audit, we will require certain
written representations from you about the financial statements; compliance with laws,
regulations, contracts, and grant agreements; and other responsibilities required by generally
accepted auditing standards.
Audit Procedures--Internal Controls
Our audit will include obtaining an understanding of the entity and its environment,
including internal control, sufficient to assess the risks of material misstatement of the
financial statements and to design the nature, timing, and extent of further audit procedures.
Tests of controls may be performed to test the effectiveness of certain controls that we
consider relevant to preventing and detecting errors and fraud that are material to the
financial statements and to preventing and detecting misstatements resulting from illegal acts
and other noncompliance matters that have a direct and material effect on the financial
statements. Our tests, if performed, will be less in scope than would be necessary to render
an opinion on internal control and, accordingly,no opinion will be expressed in our report on
internal control issued pursuant to Government Auditing Standards.
An audit is not designed to provide assurance on internal control or to identify significant
deficiencies or material weaknesses. However, during the audit, we will communicate to
management and those charged with governance internal control related matters that are
required to be communicated under AICPA professional standards and Government Auditing
Standards.
_Audit Procedures--Compliance
As part of obtaining reasonable assurance about whether the financial statements are free
of material misstatement, we will perform tests of the City's compliance with the provisions
of applicable laws, regulations, contracts, agreements, and grants. However, the objective of
our audit will not be to provide an opinion on overall compliance and we will not express
2310527.1
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City of Oak Park Heights
Contract for Auditing Services
Page 7
such an opinion in our report on compliance issued pursuant to Government Auditing
Standards.
The Minnesota Legal Compliance Audit Guide for Local Government requires that we
test whether the auditee has complied with certain provisions of Minnesota Statutes. Our
audit will include such test of the accounting records and other procedures as we consider
necessary in the circumstances.
Enaa-ciement Administration Fees and Other
We may from time to time, and depending on the circumstances, use third-party service
providers in serving your account. We may share confidential information about you with
these service providers, but remain committed to maintaining the confidentiality and security
of your information. Accordingly, we maintain internal policies,procedures, and safeguards
to protect the confidentiality of your personal information. In addition, we will secure
confidentiality agreements with all service providers to maintain the confidentiality of your
information and we will take reasonable precautions to determine that they have appropriate
procedures in place to prevent the unauthorized release of your confidential information to
others. In the event that we are unable to secure an appropriate confidentiality agreement,
you will be asked to provide your consent prior to the sharing of your confidential
information with the third-party service provider. Furthermore, we will remain responsible
for the work provided by any such third-party service providers.
We understand that your employees will prepare all cash or other confirmations we
request and will Iocate any documents selected by us for testing.
We will provide copies of our reports to the City, however, management is responsible
for distribution of the reports and the financial statements. Unless restricted by law or
regulation, or containing privileged and confidential information, copies of our reports are to
be made available for public inspection.
The audit documentation for this engagement is the property of Redpath and Company,
Ltd. and constitutes confidential information. However, subject to applicable laws and
regulations, audit documentation and appropriate individuals will be made available upon
request and in a timely manner to a federal agency providing direct or indirect funding, or the
U.S. Government Accountability Office for purposes of a quality review of the audit, to
resolve audit findings, or to carry out oversight responsibilities. We will notify you of any
such request. If requested, access to such audit documentation will be provided under the
supervision of Redpath and Company, Ltd. personnel. Furthermore, upon request, we may
provide copies of selected audit documentation to the aforementioned parties. These parties
may intend, or decide,to distribute the copies or information contained therein to others,
including other governmental agencies.
2310527.1
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City of Oak Park Heights
Contract for Auditing Services
Page 8
The audit documentation for this engagement will be retained for a minimum of five
years after the report release date or for any additional period requested by the federal
agency. If we are aware that a federal awarding agency or auditee is contesting an audit
finding, we will contact the party(ies) contesting the audit finding for guidance prior to
destroying the audit documentation.
David J. Mol, CPA is the engagement partner and is responsible for supervising the
engagement and signing the report.
Our standard hourly rates vary according to the degree of responsibility involved and the
experience Ievel of the personnel assigned to your audit. Our invoices for these fees will be
rendered each month as work progresses and are payable on presentation. Unless additional
work is requested, or circumstances require additional work, we estimate the basic audit fees
will be $38,000.
The above fee is based on the anticipated scope of services and the completion of
accurate special assessment work papers by City personnel. An increase in the scope of
service will necessitate an addendum (change order)to this agreement. Examples of items
that may result in an increase in the scope of service include additional audit procedures
resulting from certain accounting issues or events, significant change in the level of
activity/number of transactions, if there is an indication of misappropriation or misuse of
public funds, or difficulties encountered due to lack of accounting records, incomplete
records, inaccurate records or turnover in the City's staff.
We appreciate the opportunity to be of service to the City of Oak Park Heights,
Minnesota and believe this letter accurately summarizes the significant terms of our
engagement. If you have any questions,please let us know. If you agree with the terms of
our engagement as described in this letter,please sign the enclosed copy and return it to us.
Sincerely,
REDPATH AND COMPANY, LTD.
David J. Mol, CPA
2310527.1
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City of Oak Park Heights
Contract for Auditing Services
Page 9
Response
This letter correctly sets forth the understanding of the City of Oak Park Heights,
Minnesota:
Management signature: Governance signature:
By:_
Title:, Title:
Date:
Nonaudit Services
The employee(s) assigned to oversee the nonaudit services is as follows:
❑ Finance Director
❑ ❑ Other employee (name and title)
2310527.1
Page 30 of 272
0,
Oak Park Heights
Request for Council Action
Meeting Date ran 12"' 2016
Time Required: 1 Minute
Agenda Item Title: App-rove 2017-20 o t Amendment s - Ci Administrator
Agenda.Placement Consent en
Originating Departmen ue ohnso Ci Administrator
Requester's Signature:
Action Requested: A r e Contract Amendments - Ci Administrator
Background/Justification lease indicate if any previous action has been taken or if other public
bodies have advised):
Authorize the following amendments(see items below)to the City Administrator's current contract and
authorize the City Attorney to finalize any negotiations.
L Amend Contract Dates: Effective through 12/31/2019
2. Wage Adjustments:
2017 shall be 01%o adjustment;
2018- 1.0%increase;
2019-3.0%increase
Page 31 of 272
CITY OF OAK PARK HEIGHTS
CITY ADMINISTRATOR'S EMPLOYMENT AGREEMENT
AMENDMENT NO.
On August 9, 2012, the City of Oak Park Heights and Eric Johnson entered into an
Employment Agreement for the period of time August 1,2013 until December 31,2016.
In aaeordanoe with paragraph 9.5 of the Employment Agreement, providing for
Amendment by joint consent of the parties to be reflected in writing, the parties herewith pFn
d the
terms and provisions of paragraph 3.1,as follows:
2.1 Term
The Term as defined in Section 2.1 shall be extended from December 31 st 2016 to I)ecembe.r 31
20I 9.
3.1.. Salary
The City agrees to pay the Employee for services rendered pursuant hereto an annual salary payable
in installments at the same time as other employees of the City are paid. Employee's salary through
the term of this contract is as follows:
From the commencement of this contract through the date of termination of this contract,
the employee's salary will be based upon an annual base wage of$98,445.96 per
year(2012) paid in established payroll periods as set forth by the City Council from time
to time for all employees.
The Employee shall receive on January 1, of each year of this contract a cost of living
in4MM Cquaf tQ 3.0 pec nt in 2013, 3.0 pe-rcent in 2014 1,0 percent ins 201 and 3.0
percent in 2016 and 0.0 percent in 201'7 1 0 percent in 2018 and 3.0 ercent in 2019
1
I All of the balance of the terms and provisions of the parties'Agreement dated August 9,
2012, shall remain as is.
IN WITNESS WHEREOF, the City of Oak Park Heights on a vote of its City Council as caused
this EMPLOYMENT AGREEMENT to be signed and executed in its behalf by its Mayor and duly
attested by its Deputy CIerk and the Employee has signed this EMPLOYMENT AGREEMENT, both in
duplicate,day and years first written above.
Mary McComber,Mayor
Eric Johnson,
Employee/City Administrator
ATTEST:
Made J.Vie-ling
City Attorney
Page 32 of 272
Oak Park Heights
Request for Council Action
Meeting Date jqgmW 12ah 2016
Time Required: 1 Minute
Agenda Item Title: Consider tbree City Position Ad'ustments
Agenda Placement Consent A&endqg4 41
. y
Originating Department/Requestor ric J-91don. City Administrator
Requester's Signature
Action Requested _ApDrove Thr �/.itiyJobPosition Amendments: City Cler
&Accountant
II and Public Works Team Lead.
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
Approve the following position changes:
Suspend the Deputy Clerk-Position and Approve City Clerk Position-Assign J. Pinsk!to City Clerk
Position.At a 2016 base rate of$61,650. (Includes a 2.75° adjustment over 2015)
Suspend the Accountant Position and Approve the Accountant II Position-Assign J. TetrJaff to Accountant
II Position.At a 2016 base rate of$69,870(includes a 2.75%adjustment over 2015)
Create the Public Works Team Lead-Assigned Position.At an additional rate pay for such assignment of
$2,800.
SEE Enclosed MEMO.
Page 33 of 272
City of Oak Park Heights
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
12-30-15
MEMO
TO: Mayor and City Council Members
FROM: Eric Johnson,City Administrator
RE: 2016 City Employee Classifications and Positions
Dear Mayor and City Council Members:
I would request the City Council approve the following three potential job description and position changes.Namely;
1. Amend the City's Deputy Clerk to a City Clerk. +$3,788
2. Amend the City's Accountant to Accountant II. +$6,203
3. Create job lead Position in Public Works. +$2,800
TOTAL $12,791
Summary of Need:
These items stem from the City's need to consider some of the recent personnel changes that have occurred over
the past few years as well as to better define and classify what roles are being performed. Each role and concept is
discussed below.
The total cost annual for all changes is estimated at$ 16,000 +1- annually when full salary benefrts and taxes are
applied. Please note however the City has eliminated two full-time positions(the Senior Accountant and Public Works
Foreperson and the Arborist Consultant) over the past two years saving an estimated $125,000+1- 1 annually, but
does result in the need to at the very least consider these changes.
Staff has analyzed comparable job positions, percentage of duties and average wages of comparable communities
so as to better scale such wages with the market. Full details are attached for each position and are in 2015 value
comparisons.
1) This is a revision downward from earlier estimate of$160,000;while the City did not replace the public works FOREPERSON
speclfically,the City did back fill with a base public works position; In addition,the City will save expenses and generate some
revenues from the Arborist position being an in-house staff member and not a consultant.
Page 34 of 272
CITY OF OAK PARK HEIGHTS
POSITION TITLE: CITY CLERK
DEPARTMENT: ADMINISTRATION
REPORTS TO: CITY ADMINISTRATOR
SUMMARY OF POSITION:
The City Clerk performs managerial and administrative work relating to the daily business
activities of the City. Work includes statutory clerk functions and duties, maintaining official
records,administration of elections,and issuing licenses on behalf of the City.Work involves a
variety of duties and responsibilities ranging from routine activities to the handling of public
questions and problems as they arise from day to day. Prepares and mails public notices.
Performs skilled clerical tasks; special projects as assigned,Maintain confidentiality of sensitive
information, etc. -additional below. This position has access to private employee data and is to
be classified as a"confidential" employee.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Completes statutory duties of the City Clerk
• Receives petitions on public improvement projects,arranges for public bearings, and
drafts legal notices;
• Arranges and publishes legal notices of meetings,ordinances, and other notices as
requested and required by law;keeps legal records of such;
• Attests the Mayor's signature on official documents when required and maintains
responsibility for the City Seal;performs Notary Public services;
2. Coordinates election processes
* Administers elections in accordance with Federal, State, County and City requirements;
* Serves as Chief Election Official: recruits elections judges,manages absentee ballots,
arranges polling places and voting machines, accepts nominating petitions,prepares
ballot information,prepares notices, obtains supplies, oversees elections,prepares related
reports,and maintains records associated with elections;
* Certifies any change of regular city election date and complies with immediate
notification to the Secretary of State and the County Auditor:
* Prepares and manages election budget as directed by the City Administrator.
3. Oversees records management and retention for the City.
• Serves as Responsible Authority for all city documents according to the Minnesota Data
Practices Act; administers all record retention and destruction according to the adopted
schedules;
• Maintains records of City Council minutes;proceedings,ordinances, and resolutions;
Page 35 of 272
• Attends City Council and other board and commission meetings as needed to ensure
accurate records;
• Provides certified copies of documents,proceedings and records of the City upon request;
• Maintains accurate database of City's records and storage boxes;
• Keeps and maintains inventory records of municipal properties.
4. Coordinates licensing function for the City.
• Accepts applications,processes, and maintains records for all licenses including liquor,
tobacco, ,gambling,and other miscellaneous licenses and permits; ensures that
background checks are completed as required for license applications;
• Sends out annual notices to renew licenses as needed; ensures that payment is received
and recorded accurately for all licenses.
5. Prepares City Council packets; including coordinating and reviewing agenda material, and
overseeing distribution of packets;oversees or performs follow-up activities resulting from
council meetings.Publish and post notices at appropriate times. Draft resolutions or
ordinances in proper form. Publish ordinances after adoption. Produce and send copies to
appropriate departments.
6. Assists general public with questions and problems
• Responds to citizen inquiries and develops responses to reduce conflict and increase
understanding of city policy,procedures,and ordinances.
• Receives and/or handles requests,complaints,and information from the public; resolves
issues and/or transmits to staff or Council as directed by the City Administrator.
7. Performs web page/social media maintenance.
8. Performs the Utility Billing functions for the City.
9. This position is also responsible for direct public contact and must perform work from City
Hall.
OTHER DUTIES AND RESPONSIBILITIES;
Performs other related duties as directed by City Administrator or apparent.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES
• Ability to read and comprehend detailed instruction, correspondence and procedural
manuals. Ability to effectively answer questions and present information in one-on-one
and small group situations to customers and other employees of the organization. Ability
to read and provide information for reports.
• Ability to take initiative and work independently.
Page 36 of 272
• Ability to maintain effective working relationships with staff, council,and members of
the public.
• Ability to maintain accurate and complete records.
• Knowledge of ordinances,resolutions,polices, and state statutes.
• Excellent organizational and attention to detail.
MINIMUM QUALIFICATIONS:
The job requires an Associate's Degree in a related field. Minimum of two (2) years' experience
in office management; or an equivalent combination of education and experience with Microsoft
Office Suite.
PREFERRED QUALIFICATIONS:
A Bachelor's degree in finance, accounting,business administration,public administration,or
related field and five years of related experience, or an equivalent combination of education and
experience. Possession of a Minnesota Certified Municipal Clerk certificate.
MINIMUM TRAINING AND EXPERIENCE: See Above.
SUPERVISION OF OTHERS: Oversees work of Receptionist
OTHER ITEMS: NA
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this,job. While performing the duties of
this job, the employee regularly works indoors in office conditions and settings but may be
required to attend or perform outside functions or assignments including site visits. The above
examples and elements are intended only as an illustration of various types of work performed
and related skill sets needed by the City and is not all-inclusive. The job description is subject to
change as the needs of the employer and requirements of the job change.
ESSENTIAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the duties
of this job,the employee is regularly required to use hands to finger,handle or feel objects,tools,
or controls. The employee is frequently required to stand; walk; reach with hands and arms;
climb or balance; stoop; kneel,crouch or crawl; use a telephone or equivalent. The primary tasks
and functions of the position also may consist of typical office functions such as sitting at a desk,
answering phones, data entry, filing, sorting, faxing, copying, etc. the employee is regularly
required to use hands to finger, handle, or feel objects or materials; and talk and hear. The
employee is frequently required to stand, walk, sit, and reach with hands and arms. Tasks may
require extended periods of time at a keyboard.
Page 37 of 272
While performing the duties of this position, the employee may need to climb, balance, stoop,
kneel, crouch or crawl. The employee may occasionally be required to extend for a period of
time and may occasionally be required to lift and/or move up to 40 lbs.
EQUAL EMPLOYMENT POLICY:
It is the policy of the City of Oak Park Heights to provide equal employment opportunities to all
persons. All employment policies and practices shall be non-discriminatory, in compliance with
federal laws, statutes and local ordinances.
All positions shall be required to work from the City Hall or City
designated location(s) so as to meet the City's regular customer service
and staffing needs.
Page 38 of 272
Chan a from Deputy Cleric to City Clerk
In comparing the tasks of what the position is required to perform such role better matches what other cities are
defining as a CITY CLERK and include elections, meeting minutes, special projects and other tasks that do require
independent action and decision making. In addition, as the City'staff has reduced in size, (and overall cost)some
staff have also been asked to take over more roles;this includes the shifting of utility billing to the position.
Beyond these organization and job role obligations, Ms. Jenni Pinski has perfomled well for the City and some
additional incentivisation might be beneficial. Staff would propose a job shift to a City Cleric position and salary
adjustment from the current base wage of$56,222 to$60,000 based on the percentage of job duties allocated and
attempting to meet METRO averages and comparable cities. k--,
2arg �A��E
Please note the City would need to amend certain ordinances that outline roles of the City Cleric as it may have been
conceptualized some years ago and would clarify such roles typically consistent with the outlines provided herein.
A proposed Job description enclosed.
AVG I Avg.
)f DUTI ES/T1 ME TITLE Range Min Range Max SALARY 1/2015
45% CITY CLERK $ 51,554 $ 67,889 $ 62,229
1896 DEPUTYCITYCLERK $ 39,622 $ 53,115 $ 47,751
13% DEPUTY/ASSISTANT MANAGE-ADMINISTRATOR $ 62,331 $ 77,721 $ 72,549
8% ACCOUNTING TECHNICIAN $ 42,800 $ 54,218 $ 51,701
3% RECORDS MANAGEMENT/OFFICE TECH $ 41,299 $ 54,829 $ 51„223
OFFICE MANAGER ADMINISTRATOR-SUPERVISOI $ 6101$ $ 61,01$ $ 61.018
100% AVERAGE $ 49,771 $ 61,465 $ 57,745
MrRO C)TiE5 JNDER 10.640
St.Francis 7453 Ci`;Clerk
$ 6.�J.S.E.'. }` ,'.,Sl:.i7 5 51.411.23
5i�_,rer,xcd 7613?'Aetrc "e?utvCt_i 77.743.00
DaYron 5072 Metra Cdty Clerk $ 5C,C_2._5 5 76,036.22 $ 74.545.31
St.-S�lP&A 52;_'Wstc cityverk $ 55,941.62 $ 69,617.60 $ 691617.67
IDaf:2w.1 e 8579 Metro City, -k is 67,373.00
6727 Metro Cat"Ve..'k S 53;'.:,¢; $ 67.66240 $ 61'W9.0:)
St Anthony Village _.. £4_7i4etro city clerk $ -
$ a2.03a.➢➢
Excelsior 2360 Metro City Cierk $ 5%03D.0➢
AVERAGE 45,591.65 $ 64,134,0a I:; +'` 57,867.$2
L2Fe ce.....-C iX 6>9_5 _1F:?�2'rG .!'i rim te"'9•Orl�IE't "ffi~'® ",Lvks'i 03
1VorrvoodyoungAmerica d637C,;et� C!1CIrT-east..*er $ ;44,595.
57 $ 5i.I36.0'
Leuingtcr, 2,017 Metro C.e;:c;ty 0tl Cle i 5 x 4 S 5 5J750.44
ake3a:: v-8951�-etrc C;t.Cierk,r2a:: 47,554.84
Orono 7980 Metro Ci.yC�ea,c $ 59.446.40 $ 45,486.W
-te- 3391 Metro citrC'erk ���. .$ ,Fye 6601920 5 43,139.20
C K-, :ske pau k 5755 Metro $ 4;... $ . ;1,542.40 $ 41,=25.67
'`ai:eElric *32pir'etre DePutyClerk
Page 39 of 272
Comparable Job Summaries-From LMC
Accounting Technician
Job Level: Entry-to-Intermediate level accounting position. Minimum Qualifications: Less than flour years of general accounting
experience.
Duties: Performs basic routine posting or balancing, filing, calculating, and other bookkeepinglaccounting operations on one
segment of a complete and systematic set of records or accounts. Also performs more complex checking, balancing, and
calculating operations on one or more segments in a complete and systematic set of records or accounts. Judgment may be
required in applying and/or occasionally interpreting policy or procedures. May reconcile accounts, bills, prepare monthly
statements,and generate routine computer reports,etc.(Accounting Clerk)
City Clerk
Job Level:Duties are a combination of clerical support,record-keeping,administrative detail,and inter-function organizing.
Minimum Qualifications:Varies
Duties: Personally performs or directs the performance of duties associated with voter registration, election arrangements,
minutes of council meetings,other official records,licenses,etc.,as required by law.
Deputy Clerk
Job Level:Duties are a combination of clerical support,record-keeping,administrative detail,and inter-function organizing.
Minimum Qualifications:Completion of accounting or records maintenance course from business school and 2 or more years of
experience in municipal setting.
Duties: Performs technical and support work assisting the City Clerk and elected officials with city government administrative
operations, acts as back-up to Clerk. May perform payroll, accounts receivable, and/or accounts payable work. Job requires
considerable judgment and is typically perforated under general or minimal supervision.
Deputy/Assistant ManagerlAdministrator
Job Level:Experienced professional position in public administration below the top administrative official.
Minimum Qualifications: Bachelor's degree in Business Administration, Public Administration or equivalent and five years of
supervisoryladministrative experience in a governmental unit OR equivalent.
Duties:Performs specialized duties as assigned by top Administrator of government unit.May act as the Administrator during the
Administrator's absence.
Office ManagerlSupervisor.
Job Level:Supervises non-exempt staff'engaged in any of the functions. May use and direct outside resources to assist with
some of the job functions. This job class is distinguished from a clerical supervisor by three criteria: (1) min qual's include a
degree,(
Minimum Qualifications: Bachelor's degree; three years related accounting experience with governmental accounting preferred;
one to three years supervisory experience;or equivalent combination or education and experience.
Duties: Supervisory administrative job with responsibility for multiple support functions for a department. Typical responsibilities
extend to all, or some, of the following functions: oto support, telecommunications, mail, copy center, security, facllities,
purchasing,computer support,payroll,bookkeeping,human resources and customer service.
Records ManagementfOffice Technician
Job Level:Performs a variety of detailed and responsible technical clerical work in support of law enforcement activities.
Minimum Qualifications: Nigh school graduate or equivalent. Ability to obtain MN Bureau of Criminal Apprehension Terminal
Operators Certification and one to two years of responsible clerical experience,preferably within a law enforcement agency.
Duties:Responsible for a variety of office support activities including: Completing and coding initial complaint and arrest reports;
enters information into the computer system;transcribes narratives,statements,correspondence,etc.used for investigation and
prosecution purposes;conducts and reviews criminal history and background checks in conjunction with processing permits and
licensing documents and ensures proper management of such documents.
Page 40 of 272
CITY OF OAK PARK HEIGHTS
TITLE: ACCOUNTANT H
DEPARTMENT: FINANCE
REPORTS TO: FINANCE DIRECTOR
SUMMARY OF POSITION:
Under the general direction of the Finance Director,the Accountant is a professional full-time positon
responsible for maintaining the city's financial system, including the reconciliation of general ledger
accounts,reporting and administering payroll and associated benefit functions. This position has
access to private employee data and is to be classified as a"confidential"employee.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Accounting/Finance Duties
• Operates the integrated Finance/Payroll/Human Resources computer system.
• Reconciliation of general ledger accounts including bank accounts.
• Processes monthly journal entries.
* Assists in the preparation of the monthly closing process.
• Under the direction of the Finance Director prepares reports for auditors at year-end.
Examples include utility revenues/receivables, accounts payable/accounts receivable summary and
detail, etc.
• Under the direction of the Finance Director Assists in the preparation of the Annual Financial
Report.
• Reviews invoices and related accounting codes and enters into the computer system for payment
• Prepares checks for payment and electronic cash disbursements for Council approval of
claims.
• Enters and reconciles cash receipts and electronic payments into the accounting system.
• Prepares bank statement.
o Bilis general receivables monthly and maintains developer account records.
• Provides backup support for the Utility Billing function.
• Performs internal auditing procedures as assigned by the Finance Director.
Maintains daily cash flow summary
• Prepares 1099's for vendor payments.
• Reviews sales Mx compliance matters.
Fixed Assets
• Under the direction of the Finance Director, maintains the city's fixed asset system (record
purchases, disposals, transfers).
• Prepares reports for department to perform periodic inventories offixed assets in their department.
+� Makes adjustments to the accounts and reconciles for year end.
+ Under the direction of the Finance Director prepare year-end financial work papers for fixed assets
including depreciation reports.
Payroll/Human Resources Duties:
Page 41 of 272
• Operates integrated/computerized City payroll system. Includes the establishment of direct
deposits, accruals for vacation and sick leave,and recurring entries for deductions and
benefits.
• Processes Public Employee Retirement Association(PERA)deductions and files
deduction/benefit report as well as the demographic changes.
• Computes and reports deductions and benefits for annual repetitive leave for participating
employees.
• Produces and files the annual PERA exceptions report.
• Reviews and processes bimonthly,special and monthly payroll for city employees. Reviews
employer benefits, employee deduction, prepares direct deposit stubs for distributions.
• Finalizes payroll,processes payments to vendors,and makes appropriate journal entries to
the general ledger.
• Ensures compliance to State and Federal reporting standards including the new hire
reporting.
• Provides customer service to employees with questions related to pay,deductions, benefits,
and leave accruals.
• Updates the HR/PR system with new pay and benefit rate changes and updates information
related to the Benefit Enrollment Form,which is processed annually with benefit,insurance,
and flexible spending amount changes.
• Processes %2's and 1099R's for employees and retirees.
• Sets up yearend compensated absence and accrued payroll entries for the
Annual Financial Statement.
• Produce payroll reports, as requested by the City Administrator or Finance Director.
Other Duties and Responsibilities:
• Makes financial related decisions and department workflow decisions in the absence of the
Finance Director.
• Provides internal support for the financial/payroll/human resources software.
• Maintains records of confidential nature related to payroll and employee benefits.
• Provides backup supportwithin the department as needed.
• Creates and updates forms, as necessary,to aid in the collection of financial related data.
• Performs all other related duties and responsibilities as may be required as defined by the City
Finance Director.
REQUIRED KNOWLEDGE, SKILLS,ABILITIES:
• Knowledge in spreadsheet creations and use (preferable MS Excel).
• Knowledge in Federal and State laws in relation to payroll (taxes,garnishments,etc).
+ Knowledge of governmental fund accounting. (GASB)
• Knowledge of effects and reporting requirements of pretax deductions created through
payroll.
• Proven excellent customer service skills via phone and in person.
• Knowledge of City ordinances and other legal requirements governing municipal operations.
+ Ability to read and interpret financial documents and invoices.
• Ability to use ten-key for data entry.
• Ability to work independently and
Page 42 of 272
• Ability to establish and maintain effective working relationships and communications with
supervisors, co-workers, and members of the public.
MINIMUM QUALIFICATIONS:
• Two year accounting degree plus a minimum of five years ofexperience in accounting/payroll.
• Extensive Experience constructing complex spreadsheets(MS Excel preferred).
PREFERRED QUALIFICATIONS:
• Four year degree in Accounting and two years of govemmental accounting experience.
Experience constructing complex spreadsheets(MS Excel preferred) and use of governmental
accounting software.
Two years payroll processing experience.
IVD MM UMTRAINING AND EXPERIENCE:
• Two years of governmental accounting software.
• Tmu years of experience with integrated payroll system.
• Two years of experience analyzing general ledger accounts and preparing journal entries for
a public agency.
• Two years or more preparing audit work papers.
• Advanced knowledge of spreadsheet and database applications (tables,complex formulas,
database creation).
• Experience using Internet and email systems.
SUPERVISION OF OTHERS:NA
OTHER ITEMS: NA
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. While performing the duties of this job,
the employee regularly works indoors in office conditions and settings but may be required to attend or
perform outside functions or assignments including site visits. The above examples and elements are
intended only as an illustration of various types of work performed and related skill sets needed by the
City and is not all-inclusive. The job description is subject to change as the needs of the employer and
requirements of the job change.
ESSENTIAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to
successfully perform the essential functions of this job. While performing the duties of this job,the
employee is regularly required to use hands to finger,handle or feel objects,tools, or controls. The
employee is frequently required to stand;walk;reach with hands and arms; climb or balance; stoop;
kneel,crouch or crawl;use a telephone or equivalent. The primary tasks and functions of the position
also may consist of typical office functions such as sitting at a desk, answering phones, data entry,
filing, sorting, faxing,copying,etc. the employee is regularly required to use hands to finger,handle, or
feel objects or materials; and talk and hear. The employee is frequently required to stand,walk, sit,and
reach with hands and arms. Tasks may require extended periods of time at a keyboard.
Page 43 of 272
While performing the duties of this position, the employee may need to climb, balance, stoop, kneel,
crouch or crawl. The employee may occasionally be required to extend for a period of time and may
occasionally be required to lift and/or move up to 40 lbs.
EQUAL EMPLOYMENT POLICY:
It is the policy of the City of Oak Park Heights to provide equal employment opportunities to all
persons. All employment policies and practices shall be non-discriminatory, in compliance with
federal laws, statutes and local ordinances.
All positions shall be required to work from the City Hall or City designated
location(s) so as to meet the City's regular customer service and staffing
needs.
Page 44 of 272
Change from Accountant to Accountant II.
With separation between the City and its former Senior Accountant and the elimination of the position as it was
previously comprised, remaining City Staff-namely the City Accountant position has been relied upon to complete
those roles, the main item being payroll processing with benefits administration - these were in addition to the
Accountants current job duties of Cash receipting and depositing, amounts payable, accounts receivable, and
overseeing Utility billing. Staff is proposing to create the position of Accountant 11 that would incorporate all of the
above duties (except utility billing) as well as continuing to provide deep assistance on Fixed Asset Accounting for
reporting and audit preparation which requires reconciling of accounts and making the proper adjustments.
Additionally Judy Tetzlaff has gone beyond expectations through this most recent transition period and she is highly
committed to her work and accuracy. With the added responsibilities and Betty Caruso's reliance upon her for limited
independent decision making, a salary adjustment from $61,797 to $68,000 is recommended based on the
percentage/scope of job responsibilities and meeting the Metro averages of comtarable cities under 10,000.
Full job description enclosed. ��, ZOI s V P LUe
AVG Avg.
4 of DUTIES/TI M TITLE Range MIN Range Max SALARY 1/2015
29% Accountant Senior $ 48,371 $61,366 $ 58,273
30% Deputy.Assistant-Finance Director $ 63,613 $78,580 $ 71,019
10% Payroll Clerk(no data for payroll manager) $ 43,699 $55,252 $ 52,687
3096 Accountant Experienced $ 52,794 $66,762 $ 62,184
1% Utility 8illin s Clerk $ 40,560 $51,200 $ 49,656
100%Ave $ 49,807 $ 62.632 $ 58,764
MERO CMES UNDEc3 50.000
Range Range Ac*.ua;
51ln um 'Waximum A,.erage
?cpu1aticn P.7vmlcJr�aSiR7: Region O^ga'�:a'�cr's:c:Tt+e
9797.`Fc::-c C'e.:c- A=L-tart 5 56,178 $ 70,364 5 7.7354
5026 Medfra _ Sie^o Ass:s`alt F;-arca 01-e.-ter $ 35,314 $ 77,085 $ 63,578
7980 Orono t'etrc AwoL.-ar: $ 53,672 $ 57,301$ 57,563
4.5:3 Dais=arxHe[g`ts ,�e:v_ Sr,AcceLntan• $ 45,55- $ 66,4 1$ , 63,446
76:55:ore:rocd 'f.e=-e Sr.Aocountent _.. .... 6315"
nt�nA�i $ 4"M $ „�'..a S WK
6768 SpKng:eie?ark 1'e:-cA®untant $ 45,654
_ $ 55,875 $ 59,900-
2499
4,8032499 Osseo Wet o Finance Of9ce• $ %.5,6?- 59:554 $ 57.345
3594 Newport e'r: Aocountan' $ $ 53 36, 5 53,365
3027 Carver _ IML-cc A=untant $ ',6.464 $ 6:.403
--. _.. $ 49.837
8326 Lace Deno V etro s:a`€A,-.,,.�.,.� .. ".,495 $ 5:,.''03 $
42,056
Page 45 of 272
Comparable Job Summaries—from LMC
Accountant-Experienced
Job Level: Intermediate-level professional accounting position.
Minimum Qualifications: Bachelor's degree in Accounting, Finance, Business Administration or equivalent plus two to
four years of accounting experience OR equivalent
Duties: Performs accounting work with a minimum of supervision involving evaluation and judgment in planning and
carrying out assignments. May direct work of accounting clerics.
Accountant-Senior
Job Level:Top non-supervisory accounting work.
Minimum Qualifications: Bachelor's degree in Accounting, Finance, Business Administration or equivalent plus at
least five years of experience OR equivalent. Typically possesses a CPA.
Duties: Performs high-level accounting work in all areas of the department Also performs more complex checking,
balancing, and calculating operations on one or more segments in a complete and systematic set of records or
accounts.Judgment may be required in applying and/or occasionally interpreting policy or procedures. May reconcile
accounts, bulls, prepare monthly statements, and generate routine computer reports, etc. Requires broad operations
knowledge and ability to work independently. Directs special projects as scheduled or assigned.
Finance Director-AssistantlDeputy
Job Level:This is the level of management immediately below the top finanoe/acoounting position.
Minimum Qualifications:Bachelor's degree in Accounting,or equivalent,and broad finance/accounting experience.
Duties: Performs advanced-level accounting duties in the control of municipal or county finance operations, including
disbursements, insurance,and tax. May be solely responsible for budgetary functions or treasury functions in smaller
jurisdictions.May supervise professional and clerical staff.
Payroll Clerk
Job Level:Senior-level position involving all phases of payroll preparation,validation,security,and distribution.
Minimum Qualifications: Bookkeepinglaccounting coursework at the high school level with a minimum of two years of
office experience and an additional one to two years of experience with financial records/payroll.
Duties: Ensures that the payroll is processed in a timely and accurate manner, assuring accounting distribution,
governmental reporting/compliance, and the preparation of necessary deductions. Updates payroll system by adding
new employee and terminated employee information, and salary, tax, and voluntary deduction changes. Maintains
vacation and sick leave seconds. Coordinates and processes any irregular payments. Communicates with employees
and supervisors on all matters regarding payroll. May provide training and work oversight to entry-level clerical
personnel. May coordinate with an outside payroll processing agency.
Utilities Billing Cleric
Job Level:Top clerical-level position in the Utilities Billing function.
Minimum Qualifications: One year of post-high school training in accounting principles and two to four years of
accounting experience.Does NOT include college accounting majors.
Duties: Top clerical-level position in Utilities Billing. Performs the most complicated details of reconciling accounts
and transactions where judgment must be used. Compiles financial billing statements and generates and reviews
computer reports at regular intervals. May direct or check work of lower-level billing personnel. Typically, much of
work performed is by operation of a personal computer.
Page 46 of 272
CITY OF OAK PARK HEIGHTS
TITLE: PUBLIC WORKS LEAD OPERATOR
(THIS IS AN ASSIGNED POSITION-subject to rotation,deletion or change at any time)
DEPARTMENT: PUBLIC WORKS
REPORTS TO: PUBLIC WORKS DIRECTOR
SUMMARY OF POSITION
Primary responsibilities of this position include taking on a leadership role in the maintenance of
City utilities, streets,and parks recreational and public facilities. The position acts as an
additional conduit and interface between the Director and Public Works Operators. The Position
is expected to demonstrate leadership,a positive working attitude and keep the Director informed
of progress on various duties and obligations.
The person so assigned must meet all qualifications,standards and licensure requirements
for a Public Works Operator position.
ESSENTIAL JOB FUNCTIONS:
1. Initiate and lead daily crew discussions regarding job assignments,tasks and projects.Assist
the Public Works Director by planning and organizing resources for field work including but
not limited to assigning tasks and maintenance responsibilities to public works staff for
assigned tasks and projects.
2. When necessary, lead and provide direction to P.W. staff on jobsites,especially during
hazardous and or emergency situations.
3. Initiate field maintenance and operation tasks and project progress updates and concerns to
the Public Works Director in a timely manner.
4. Lead and coordinate water meter reading,replacement,repairs and all associated activity
related to water meter reading and maintenance.
OTHER DUTIES AND RESPONSIBILITIES:
5. Lead and coordinate all hydrant flushing and maintenance activity.
6. Assists in the maintenanceloperation of the public drinking water system including routine
inspection,preventative maintenance,routine testing,cleaning,repairing,rebuilding and
installation,repair and testing of water meters.
7. Assists in the maintenance/operation of sanitary and storm sewers including routine
inspection,preventative maintenance and cleaning,repairing,rebuilding,unclogging and
deicing.
Page 47 of 272
8. Maintains and repairs City streets, including patching, sealcoating, sanding, and sweeping
streets,repairing and replacing curbing,and painting curbing, crosswalks and parking stalls
as needed; or provides liaison assistance to contractors hire to complete such repairs or
improvements.
9. Responsible for snow plowing and removal of snow from City streets, City parking lots,and
trails as needed; or provides liaison assistance to contractors hire to complete such repairs or
improvements.
10.Installs,repairs and replaces street signs and mailboxes
11.Responsible for planting,removing,and trimming boulevard trees as needed.
12.Maintains the appearance of City parks,trails and parking lots, including clearing snow,
deicing and sanding,and placing, emptying, and removing trash containers.
13.Performs overall maintenance of City parks,their facilities and equipment.
14.Builds,maintains, and repairs City ball fields.
15.Installs,maintains,and removes recreational equipment.
16. Builds, installs,repairs and paints skating rinks and warming houses.
17.Floods and maintains skating rinks, including removal of snow.
18.Know and adheres to City, State,and Federal safety rules and OSHA requirements.
19. Operate standard power equipment relative to position, including but not limited to:chain
saws,weed eaters,lawn mowers,tractors, snow plows, snow blowers, sanders,power broom,
skid-steer,etc.
20.Acquires information,performs cost analysis to make informed recommendations regarding
maintenance,repair and or replacement of City utility infrastructure components.
21. Performs other duties as apparent or assigned.
KNOWLEDGE,SKILLS,AND ABILITIES
• Knowledge of mechanical equipment and its preventative maintenance.
• Knowledge of safe operation of vehicles and equipment.
• Ability to make minor repairs and maintenance to equipment.
Page 48 of 272
• Ability to operate various types of equipment including: forklifts, skid loader, air
compressors,routers,dump trucks, sweepers,plow trucks, flush trucks, snow blowers, sand
trucks, chippers,backhoes,front-end loaders,jetters,bucket trucks, and lawnmowers,etc.
• Knowledge of plumbing,the plumbing code(MN), including backflow prevention.
Knowledge of general repair including carpentry,painting,etc.
• Considerable knowledge of methods,techniques,tools,meters,measuring equipment,repair
procedures,etc.
MINIMUM QUALIFICATIONS:
• High School diploma or equivalent.
• Demonstrated experience in public water supply systems,waste collection systems,public
street management and turf management.
• Some experience in janitorial,painting, landscaping, and general maintenance.
• Valid Class S-D or Higher wastewater operator's license.
• Valid Class D or higher water system operator's license.
• Valid Class C Minnesota Driver's License as well as have an ability to attain a Class B.Must
possess a Class B within six(6)months of hire.
PREFERRED QUALIFICATIONS:
• Previous municipal experience&customer service experience.
• Minimum of Associates Degree in related field.
MWEVIUM TRAINING AND EXPERIENCE: See Above.
SUPERVISION OF OTHERS: See Above.
OTHER ITEMS: NA
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. While performing the duties of
this job, the employee regularly works in outside weather conditions, (from extreme cold to
extreme heat). The above examples and elements are intended only as an illustration of various
types of work performed and related skill sets needed by the City and isnot all-inclusive. The
job description is subject to change as the needs of the employer and requirements of the job
Page 49 of 272
change.
ESSENTIAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the
duties of this job,the employee is regularly required to use hands to finger,handle or feel
objects,tosyls,or controls. The employee is frequently required to stand; walk;reach with hands
and arms; climb or balance; stoop;kneel,crouch or crawl;use a telephone or equivalent.
The employee must regularly lift and/or move up to twenty-five (25) pounds, frequently lift
and/or move up to fifty (50) pounds, and occasionally lift and/or move more than one hundred
(100)pounds. Must regularly shovel heavy snow loads. Specific vision abilities required by this
job include close vision, distance vision, color vision, peripheral vision, and depth perception,
and the ability to adjust focus.
EQUAL EMPLOYMENT POLICY:
It is the policy of the City of Oak Park Heights to provide equal employment opportunities to all
persons. All employment policies and practices shall be non-discriminatory, in compliance with
federal laws, statutes and local.ordinances.
All positions shall be required to work from the City Hall or City
designated location(s) so as to meet the City's regular customer service
and staffing needs.
Page 50 of 272
Create Public Works-Lead Worker Assigned Position
Maintenance demands are increasing;that is to be expected as infrastructure ages and new infrastructure
is added. The increased demand for maintenance equates to an increased demand for the Public works
director's time which is limited without having some clear assistance to cavy out administrative and
supervisory functions in the office and in the field.
A possible solution is to create an assigned leadership position within the department that has a greater
level of responsibility and is accountable to fulfill that responsibility, but not as extensive as the former
position of Foreperson. This new position would be titled Public Works Lead Operator. The benefit to the
City by creating the position is twofold: creating and assigning the position will help meet a need to free
some of my time and it also encourages and incentivizes the assigned staff to accept more responsibility in
carrying out service to residents and utility customers in OPH.
The title itself would be an assigned position,and the person assigned to it would remain in such capacity
until such time as the Director would deem necessary or possibly reassigned on a rotating basis. The
supplemental wage increase would be a 5% adjustment or$2,800 annually and would be similar to other
communities in the metro area with similar job duties and obligations.
Full job description enclosed;as is a more detailed memo from Andy Kegley on this matter.
PoIErRo cmES UNDER 10.000 Rarge Range A&uaj.
341rMURaRty Job TMe Minimum Majelm'" Average
SC26 lteLZna Fvt1.5c"I T"Foreman $ 56,514 $ 7_,359 r$ 71.583
9,7693'prig Lake Paris Lead1+Worke, $ 54,745 W6819 $ 60,813 J
-
3575 Da°Grove Lead Heavy'Eq'.;iamen1 DoeraYcr $ SD'C-69 $ 66,'58 $ 63,738
5762.Falcon He%hts Pu"Nt Vg,OTks Lead Wcrxe-i S 58115,5
9787 NfIeund ead i'torce: $ 55,224 $ 57.348 $ 57,346 ..—__._... ,.....
AVERAGE $ 45.906 $ S'Rjo9 $ S7,03B
57274fctcr,a Lead : c.aer-Public'Nor.s $ 42,515 $ 5a;58: $ 53,581
36=4 Deepsauen Mec"rI874C I SeWer Ted ir9efian $ 42,910 $ MASI $ 53,435
2727 Ya, Rj!)4jc',Nc,-xsS:.icerm-iscr $ 46,550 $ 6:1838 $ 49,650
2499 45sec Lad RLIbiJt ih'arks $ 42,120 $ 54,852
$ 47,611
Cissert Base Wage tmr P,4'CRerater $ 55.548:0Z
Prc.csec lrcer*ive�orLead,l4crker+;,80u;'Yui c 59,3480
-r
crecersc. ;20 5";S4°mss=:ll)exSsec•r
Page 51 of 272
Comparable Job Summaries—from LMC
Lead Worker-Public Works
Job Level: Performs technical work in the operation and maintenance of light to heavy duty equipment and other
specialized equipment and in the lead supervision of one or more other workers and/or performance of skilled
construction,maintenance and repair work.
Minimum Qualifications: Four years of joumey-level experience in public works and a High School diploma OR any
equivalent combination of experience and training.
Duties- Coor dna s
and participate6 in skilled and semi-skilled construction, maintenance,and repair work of pUbIIC
works services including streets, park,facilities,and equipment maintenance and operation as assigned. Oversees
and performs landscaping and gardening duties by diagnosing problems and prescribing proper treatment or
solutions.Coordinates and participates in the operation of small engine equipment and light and heavy equipment in
the maintenance of city streets and parks as assigned.
Maintenance Supervisor
Job Level:First-level supervision over work crews.
Minimum Qualifications:Three to five years of experience in a Street,Highway, Utilities,or Maintenance department
OR equivalent.
Duties:Assigns,supervises,and directs the work of a crew in various departments such as Street,Highway, Utilities,
Paris,or Maintenance. Inspects work. Keeps records of time and materials used.Work leaden;who do not perform
true supervisory duties should be excluded.(Public Works Maintenance Supervisor)
Page 52 of 272
Oak Park Heights
Request for Council Action
Meeting Date_ January 12,2016
Time Required: I Minute
Agenda.Item Title: Summer Park Pro 'r 2016--Position&Events
Agenda Placement Consent A end
Originating Department/Reques t;cjCfty Administrator
42
Requester's Signature
Action Requested Approve SMM,4 Park ProgLamming for 2016 including Staff hiring.
more detail b ow
Background/Justification (Pleaa indicate R any previous action has been taken or if other public
bodies have advised):
The 2016 budget for Summer Park Programming is $17,000; $5,000 proposed for wages($500 of
which for other staff help)with the balance of$9,000 for operations and events. Because this is a
"salary"the City would not specifically monitor hours required to complete the events,rather the
Event Coordinator is required to input the necessary hours to successfully execute these events. (There
are not anticipated PER.A contributions with this position).
I have enclosed a DRAFT agreement with Ms. Gina.Zeuli, for final execution for Proposed Summer
Events Coordinator.
Recommendation: Authorize the holding of the Summer Park Programming for 2016 with the
final event schedules to be determined by the Park Commission and authorize the City
Administrator to negotiate and finalize a salary rate with Ms. ZeulL
Page 53 of 272
C{ktN M.�
City of Qak Park Heights
14168 Oak Park Blvd N•Box 2007+Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
January,,2016
TO: Ms.Gina Zeuli
FROM: Eric Johnson,City Administrator
RE: Position Offer—(TENTATIVE-PENDING COUNCIL APPROVAL Planned for 1112M 6)
Dear Ms.Zeuli:
At this time,the City is extending to you an offer of temporary employment for the Summer of 2016,as the Summer
Park Events Coordinator extending from June 1st thru approximately October 1,2016
(Also pending a traditional Background Check by the City Police Department).
The duties anticipated are generally found in the attached fob description and require you pian and execute a minimum
of six(6)°Family Focused"Events and a minimum of eleven(11)'Children's Events",to be held in the City Park
systems consistent with the Oak Park Heights Proposed Summer Programming documents—(See Appendix A when
finalized).As in previous years,you will work with the Park Commission directly to finalize actual events,budgets,
locations,dates,etc
For compensation,the City will issue to you seven(7)equalized bi-weekly paychecks on the 15h and 30th of each
month for work completed based on the salary stated below.It is unclear exactly how many hours will be required to
fulfill the programming requirements,thus the position is based on a total gross salary and you would simply provide
the necessary time to successfully execute each event
Position Title: Temporary Summer Park Events Coordinator(See Job Description—
enclosed as Appendix B)
Total Gross Salary: $7,600 (2015 was$6,500)
Fringe Benefits: None
Approx.Start 1 End Date: June 1,2016—October 13,2016
Please sign below(and return to my attention)acknowledging your receipt and acceptance of this position and its
general scope.
Date
Ms.Gina Zeuli _
Please additionally complete the documents found in Appendix C and return to my attention.
Page 54 of 272
APPENDIX A:
Oak Park Heights Summer Programming—2015
TBD
Page 55 of 272
APPENDIX B: Jab Description
Page 56 of 272
APPENDIX C: Additional Employment Documents
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THIS PAGE IS INTENTIONALLY LEFT BLANK
Page 58 of 272
Oak Park Heights
Request for Council Action
Meeting Date January 12 2016
Time Required: 1 minute
Agenda Item Title: 2Q16 Home Occupation Permit Renewals
Agenda Placement Consent
Originating Department/Requestor Administration/Julie Hultman
Requester's Signature
Action Requested A Droa Home Occu ation Permit Renewals for 2016
Background/Justification: (Please indicate if any previous action has been taken or if other public bodies have advised)
Home Occupation Permits require annual renewal.
The following home occupation permit renewals were received later. Each'of those below did hold
Home Occupation Permits in 2015 and seek renewal for 2016:
1. Sarah Bell, Chromal-ox Salon
2. Aaron Bye, Acer Home Inspections
3. Shaunee Olson, Shawnee's Imagination Garden (Child Daycare)
Page 59 of 272
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Page 60 of 272
Oak Park Heights
Request for Council Action
Meeting Date Lq&uM 121 2Q 16
Time Required: 5 Minutes
Agenda Item Title: Consider Ordinance Amendments to 1441 =Regulating Wagon Vendors—
Food Trucks.
Agenda Placement d
Business
Originating Department/Req t4
'iC hnson- City Administrator
Requester's Signature
f
Action Requested sio ossible Action
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
CONTINUED l 12/8/13-REVISED PROPOSED ORrgNANCE ENCLOSED—See- 1401.02 C 7P
City Staff has explored the issue of a possible prohibition of FOOD TRUCKS operating in the City.The enclosed
ordinance amendments(140 1)would implement such prohibition with some limited exceptions for private catering
events and limited non-profit sales events.Many cities have explored this issue and have taken various approaches
of not regulating such operations,Wallowing some limited areas as well as prohibiting them.(see next page)
In short,some criteria to consider to permit Food Trucks would be if there would be a food void(where there is
limited to no local food options)or where there is a viable pedestrian-based demand that is potentially underserved
such as in a downtown or more urban setting as these can help such areas retain shoppers.However,Oak Park
Heights would not seem to readily fall under either of these criteria—as there are numerous retail food
establishments and tate City is not akin to a large or focused pedestrian base.Moreover,the City would have an
interest in preserving its"brick and mortar"business base for which limiting food trucks can be such a tool.
To date,to the best of my knowledge there is not a food truck regularly operating in the City—FOR SALE OF
ITEMS TO THE GENERAL PUBLIC- but some inquires have beta received over the past fvv months,Moreover
those operations that serve a private catering function to local businesses and their staff would be permitted with no
supplemental City issued permit required.
Page 61 of 272
1401
AN ORDINANCE REGULATING WAGON VENDORS,ESTABLISHING PERMIT FEES AND
PROVIDING PENALTIES FOR VIOLATION.
THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY,
MINNESOTA,DOES ORDAIN:
1401.01 Purpose and Intent.
This Ordinance is adopted for the purpose of protecting the public health, safety,
morals,comfort,convenience,and general welfare of the citizens of the City of Oak
Park Heights,by regulating the ivities of wagon vendors on the,public,$ ets of
the City of Oak Park Heights. It is not intended by the provisions of this Ordinance
to abrogate,in any way,the provisions of Minnesota Statutes regarding the licensing
of the sale of food,but it is deemed essential for the Oak Park Heights City Council
to require the issuance of a permit in order to control the hours and routes of
operation of vehicles dispensing or vending confections and to assure that insurance
and other safety requirements, as set forth herein,have been complied with.
1401.02 Permit Required.
\ No owner or operator of any vehicle which is used for the purpose of offering
for sale,dispensing or vending goods directly from such vehicle shall carry on such
dispensing or vending activity on the public streets of the City of Oak Park Heights
unless such vehicle is licensed by the State of Minnesota and unless the provisions of
this ordinance have been met. ,
or-vending aetivity on the publie streets of the Gity of Oak Park Heights unless sueb
vehicle is licensed by the State of MiRnesota and tialess the pi:avisieiis of this
ordinance have been met. No other.vehicle, trailer or mobile food unit based_ 1=ood
sales other than as permitted in this Ordinance may operate in the City_
B..... .. This Ordinance shall not apply to persons using vehicles for the delivery of,
as distinguished from offering for sale, goods or services directly to homes or
establishments where the goods are taken by the operator of the vehicle onto private
or public property for delivery. The permit shall be required, however, to assure
compliance with the provisions of this Ordinance for any mobile unit being used on
the public streets for the purpose of vending or dispensing as aforesaid.
C. A mobile food unit mgy operate on VLnvate property with the written consent
Q�YISED of the private proe owner for tem or rivate catering oses and servin
fttC" qWy the owners of the pmpeijy and/or their direct em to ees and shall not be open
for nor engage in sales to the general public,visitors to the site or to any other party
Ani rivate property owner may host up to one mobile food unit at one time A
I
Page 62 of 272
mobile food unit may not o erate on Qiy propprlywithout the prior written aroval
by the City Council.Mobile food units are otherwise prohibited in all other locations
and may not operate at lame in the City or on City_right of ways For the purposes of
this Ordinance a"mobile food unit"is: 1 A self-contained food service operation-,
located in a readily movable motorized wheeled or towed vehicle that is readil ,
movable without disassembling and that is used to store prepare, display or serve
food intended for individual portion service;or(2)A mobile food unit as defined in
Minnesota Statutes,_section 157.15, subdivision 9
D. Mobile food units fully compliant with Section C of 1401.02 and operating on
rivate propga are not required to secure any further permits from the Ci
E. On lands zoned B-2 or B-4, private property owners may apply for a
temporary mobile food,unit permit from the CjV for the placement of mobile food
units for the sole purposes of the sale of food items to the general public however
such operations must be exclusively operated by a IRS recognized 501 c.3 charitable
organization where a maiori - of all funds collected are for the sole purposes of
directly benefitting such organization or its charitable Dumoses.Food sales shall on1
occur on Saturdays and Sundays between 10 am and 6 pm No propertmay_host
more than one mobile food unit at one time up to a total of ten(10)days per calendar
year.A se crate permit shall be secured by the pLoj2Lgy owner from the City pn to
the commencement of any operation of a mobile food unit under this section. Proof
of the 501 c. 3 designation and liability insurance will be required
F. All mobile food units must comply with all other County or State
requirements or laws relative to those respective agencies licensures and/or
inspections and all operators must be prepared to produce documentation of such
compliance while in operation.
1401.03 Application for Permit.
A. Application for a wagon vendor's permit shall be made to the City Clerk on a
form to be provided by the City. The application shall describe the vehicle
from which said vending operations will be carried on and shall give the
names of the persons interested in said business. It shall describe the types of
confections or other goods which will be sold from said vehicle.
B. The applicant shall also set forth the names of the insurers providing liability
coverage on the vehicle and the amount of coverage carried and shall contain
the proposed hours and routes of operation. The application shall be for a
specific vehicle and shall contain the name, signature and address of the
owner, a description of the vehicle including the serial number, the
Minnesota vehicle license number,the make and model of the vehicle, and
2
Page 63 of 272
the number of the license issued by the Commissioner of Agriculture for the
sale of food.
1401.04 Permit Fee.
The applicant applying for a wagon vendor's permit shall, before being issued a
permit, pay to the City Clerk such sum as shall be established by City Council
resolution. The application shall be approved by the City Council. The permit shall
be nontransferable and all permits shall be for a period of one year and shall expire
on the 31 st day of December of each year.
1401.05 Hours and Routes
No owner or operator issued a permit for vending and dispensing as
aforesaid shall carry on such activities in the City of Oak Park Heights except
between the hours of 1:00 P.M.to 4:00 P.M.and 6:30 P.M.to 9:30 P.M. More than
ten (10) days before the commencement of his operations, the applicant shall file
with the Chief of Police a proposed route or routes over which the vehicle will travel
each day within the City. The applicant shall follow such route while operating
within the City. Proposed changes shall be filed with the Chief of Police at least ten
days in advance of making such changes. If the Chief of Police shall disapprove of
such routes,the applicant may appeal the ruling of the Chief to the City Council for
determination. Only such routes shall be approved as will minimize the hazard to
persons who may be customers to such vehicle and which will minimize traffic
difficulties which may arise out of such operations.A Wagon Vendor may only sell
confections and novelties limited to prepackaged goods such as popcom soft drinks
and ice cream.
1401.06 Safety Requirements.
Every applicant shall maintain liability insurance in the amount of at least
$100,000.00 for single injuries and$300,000.00 for each accident,together with at
least $10,000.00 property insurance. Vehicles must be parked at the curb while
engaging in vending operations and vending shall be done only at the curb side of the
vehicle. Each vehicle must be equipped with flashing lights on both the front and
rear of the vehicle clearly visible to oncoming traffic in full daylight.
1401.07 Revocation.
Every such permit may be revoked by the City Council for violation of any provision
of this Ordinance if the permittee has been given reasonable notice and opportunity to
be heard.
1401.08 Severability of Invalid Provisions.
If any provision of this Ordinance shall be held invalid,its invalidity shall not affect
any other provisions of this Ordinance that can be given effect without the invalid
3
Page 64 of 272
provision,and for this purpose the provisions of this ordinance are hereby declared to
be severable.
1401.09 Pte.
Violation of this Ordinance shall be a misdemeanor and may be punishable by a fine
not to exceed Seven Hundred Dollars ($700.00) or imprisonment not to exceed
ninny (90) rays, or both, Ewh scp to day such woIudon is contin shad
constitute a separate offense.
4
Page 65 of 272
B0181 ountp
Blaine In industrial areas only to sereve workers By ordinance and I icense we only al I ow them In industrial areas to
serve workers.CA
Burnsville Notprohibited. No.Wehaveanordinanceinplacetoallowthem.-Weonlyhave
two
Faribault Notprohibited. We don't regulate the four or so food trucks that we have in
Faribault
Because Mounds View lacks pedestrian density,none ofthe
restaura nis were overly concerned abt food trucks—it was anon
Mounds View Notprohlbited. issue i n their opinion.We've had twodifferenttacotrucks over the
last couple years,peoplesay the food is good though i don't think
thev net much business
North Oaks No Ordinance We don't have any such ordinance
Savage Generally prohibited with limited special events Ordinance basically states they are not allowed unless in
coniunction with a special events permit
Our ordinances do not al low the conduct of business on our City
Waconia Not an City Streets/On Private Property with Streets.This ordinance prevents food trucks.We do allaw food
Permission from Owner trucks on private property.So if a business owner wishes to host
one,weallow that
Page 66 of 272
r
Oak Park Heights
Request for Council Action
Meeting Date Jan 12'h 2016
Time Required: 5 Minutes
Agenda Item Title; ki -6061
Osizood Ave. // /
Agenda Placement New Bus' s
Originating DepartmentllRe est on Administrator
Requester's Signature
Action Requested Discussio P sible Action
Background/Justification(Ple cate if any previous action has been taken or if other public
bodies have advised):
Please see the attached from City Planner Scott Richards:
1- Planning Report dated Dec 2nd 2015,
2. Planning Commission Resolution-Unsigned
3. Proposed City Council Resolution
Page 67 of 272
TPC3e01 Thurston Avenue N.Suite 100 &VALf WM
Anoka. MN 55303
Phone:763.231.6640
Facsimile: 763.427.0520
TPC@P1annin9Co.00m
PLANNING REPORT
TO: Eric Johnson
FROM: Scott Richards
DATE: December 2, 2015
RE: Oak Park Heights—Walgreens—Variance for Parking Setback and
Landscape Plan Review— 6061 Osgood Avenue North
TPC FILE: 236.02- 15.10
BACKGROUND
Dennis Russel on behalf of Holmen Office Associates has made application for a
parking setback variance from Osgood Avenue. The application consists of requests for
a setback variance from Osgood Avenue related to a property taking from the
Minnesota Department of Transportation and for a landscape plan review.
The Site Plan and Conditional Use Permit approvals for the Walgreens was approved in
March 2002 and amended July 2002. At that time, a 10 foot setback from Osgood
Avenue to the parking area was provided. 'This summer, the Minnesota Department of
Transportation (MnDOT) acquired, through condemnation, a strip of land from Holmen
Office Associates on the west side of their property as a result of improvements to
Highway 36. The acquisition eliminated most of the setback between Osgood Avenue
and the parking area on the west side of the property. Additionally, the Applicant
requests a review of the existing landscaping to determine if it meets City requirements.
The parcel is zoned B-2 General Business District.
EXHIBITS
The review is based upon the following submittals:
Exhibit 1: Project Narrative, October 22, 2015.
Exhibit 2: Existing Conditions (1 of 2)
Exhibit 3: Existing Landscape(2 of 2)
Page 68 of 272
PROJECT DESCRIPTION
Please find an excerpt of the project narrative as follows. The narrative also contains a
review of the variance criteria which can be found in its entirety as Exhibit 1.
We, Holmen Office Associates own the building In the northeast quadrant of Osgood
Avenue and State Trunk Highway (STH) No. 36. The site is occupied by a Walgreens
Drug store. As a result of the updating of STH No. 36 the Minnesota Department of
Transportation acquired, in condemnation, a strip of land from out site along ifs western
side. That parcel taken is known as Parcel 93 as shown on the MnDOT Right of Way
Plat No. 82-120. Prior to the taking the site contained 59,251 square feet or 1.36 acres
Atter that taking the parcel contains 57,661 square feet or 1.32 ages. The parcel is
currendy zoned B-2, General Business.
In order to portray the conditions existing on the site after MnDOrs acquisition a Partial
Existing Conditions survey was performed by Loucks dated October 20 & 23, 2015.
This surrey shows the existing conditions west and southwest of the existing building.
Loucks has also prepared a Partial Existing Landscape Conditions plan, dated October
20, 2015 showing the existing landscape features along the west and southwest
boundaries.
This request Is being made as a result of impact on the site of that acquisition of Parcel
93. This request has two parts.
1. Variance Request
The first part of this request is for the granting of a variance form the required 10 foot
setback from the west property line for parking curb. As a result of the acquisition by
MnDOT of Parcel 93 the curb along the west boundary of the site does not meet the
10.00 foot setback required by City Ordinance Section 401.15.C(1)(d). The resulfing
setbacks to the curb range from one-tenth of a foot to 6.4 feet and are shown on the
Loucks'"Partial Existing Conditions"plan submitted with this request.
The resultant effect of this acquisition is that the curb on the west side of the site does
not meet the required setback Typically a variance is requested prior to the condition
requiring the variance faking place. On this case the variance is being requested after
the fact for the following reason: the Ordinances of the City of Oak Park Heights do not
contain the provision that automatically grandfather's in parcels that become non-
conforming due to the action of a condemnation. For that reason we are asking that the
parcel is a legal non-conforming use subsequent to the impact of the condemnation.
Variance condition review—see Exhibit 1.
11. Landscape Features Request
2
Page 69 of 272
The second part of the request relates to the status of the remaining, existing landscape
features along the west side of the site. As a result of the MnDOT acquisdan of Parcel
93, the reconstruction of Osgood Avenue adjacent to the site, changes were made to
the street, sidewalk and other features on the site and in Osgood Avenue adjoining the
site to the west. We are requesting that the City of Oak Park Heights examine the
"Partial Existing Landscape Conditions"plan submitted with this request and determine
if the remaining landscape features, following the condemnation of Parcel 93, meet the
City's landscape requirements for the site.
ISSUES ANALYSIS
Comprehensive Plan. The property is designated as Commercial on the Proposed
Land Use Map of the Comprehensive Plan. The use of the building for a retail
pharmacy is compatible with this land use designation.
Zoning. The property is zoned B-2 General Business District. The Walgreens is a
permitted use in the District. A variance is required in that the City, in Section
401.15.F.4.h.17 of the Zoning Ordinance, requires that the curb barrier of the parking lot
be no closer than ten feet to any lot line or right of way line. As a result of the MnDOT
acquisition, the resulting setbacks to the curb range from one-tenth of a foot to 6.4 feet.
Some of the landscaping that was previously on the Walgreen's lot is now part of the
right of way.
A review of the variance criteria for the setback is found as follows:
Setback Variance. Variance criteria are provided in Section 401.04 of the Oak Park
Heights Zoning Ordinance. The Planning Commission and the City Council should
review the following criteria and conditions to determine if the variance is justified.
Review Criteria. The Planning Commission and City Council should make a finding of fact that the
proposed action will not•.
a. Impair an adequate supply of light and air to adjacent property.
b. Unreasonably increase the congestion in the public street.
c. Have the effect of allowing any district uses prohibited therein, permit a lesser degree of flood
protection than the flood protection elevation for the particular area or permit standards which are
lower than those required by State law.
d. Increase the danger of fire or endanger the public safety.
e. Unreasonably diminish or Impair established property values within the neighborhood, or in any
way be contrary to the intent of this Ordinance.
f. Violate the intent and purpose of the Comprehensive Plan.
g. Violate any of the terms or conditions of Item 5, below.
GDndNans for Approval. A variance from the terms of this Ordinance shall not be granted unless It can
be demonstrated that:
a. Undue hardship will result if the variance is denied due to the existence of special conditions and
circumstances which are peculiar to the land, structure, or building involved and which are not
applicable to other lands,structures or buildings in the same district.
1) Special cases may include exceptional topographic or water conditions or, in the case of an
existing lot or parcel of record, narrowness, shallowness, insufficient area or shape of the
property.
3
Page 70 of 272
2) Undue hardship caused by the special conditions and circumstances may not be solely
economic in nature, If a reasonable use of the property exists under the terms of this Title.
3) Special conditions and circumstances causing undue hardship shall not be a result of lot size
or building location when the lot qualifies as a buildable parcel.
b. Literal interpretation of the provisions of this Ordinance would deprive the applicant of rights
commonly enjoyed by other properties in the same district under the terms of this ordinance or
deny the applicant the ability to put the property In question to a reasonable use.
c. The special conditions and circumstances causing the undue hardship do not result from the
actions of the applicant.
d. Granting the variance requested will not confer on the applicant any special privilege that is
denied by this Ordinance to other lands, structure or buildings n the same district under the same
conditions.
e. The request is not a result of non-conforming lands, structures or buildings in the same district.
f. The request is not a use variance.
g. The variance requested is the minimum variance necessary to accomplish the intended purpose
of the applicant.
h. The request does not create an inconvenience to neighboring properties and uses.
The Applicants have requested the variance in that the acquisition by MnDOT has
created a nonconforming setback between the right of way line and the parking lot curb.
When installed, the curb was conforming to the required 10 foot setback. The narrow
setback will not have an impact on neighboring properties; increase the congestion on
the adjacent street, impact public safety, affect property values or conflict with the
Comprehensive Plan. The Applicant did not create this situation; it was by the actions
of MnDOT that the variance is now requested.
Due to the fact that the additional right of way was necessary for the improvements to
Highway 36, and the Applicant did not create the need for the variance, City Staff has
no issues with approving the variance as requested.
Landscaping. The Applicant has provided the existing landscape conditions on the
west and south side of the subject site. Some of the landscape materials on the west
side are now part of the MnDOT right of way. The Applicant is asking if this affects the
conformity with the landscape requirements of the Zoning Ordinance. In that most of
the landscape plantings are still on the Applicants parcel, City Staff does not have an
issue with the current plan. A condition will be added that the Applicant shall be
required to maintain the landscape materials that are currently on the MnDOT right of
way.
Freestanding Sign. The plan indicates that a portion of the existing freestanding sign
is now extending over the right of way line into MnDOT right of way. Section
401.15.G.5.m. requires a five foot setback from the property line for signs. With the
MnDOT acquisition, the sign extends over the line approximately two feet. City Staff
has concluded that the sign can remain as a nonconformity until such time that MnDot
may require it to be removed.
4
Page 71 of 272
CONCLUSION 1 RECOMMENDATION
Upon review of the request for a setback variance from Osgood Avenue related to a
Property taking from the Minnesota Department of Transportation and for a landscape
plan review, City Staff would recommend the project with the conditions as follows:
I. The Planning Commission should discuss the request and determine
whether the request for the setback variance is justifiable.
2. The Applicant shall be required to maintain the landscape materials that
were previously on the subject site but are currently on the MnDOT right of
way.
3. The freestanding sign can remain as a nonconformity until such time that
MnDOT requires it to be removed. If the sign is replaced, it shall be
constructed to comply with City Zoning standards.
Pc: Julie Hultman
5
Page 72 of 272
EXHIBIT
Holmen Office Associates
6061 Osgood Ave., Oak Park Heights, MN
PID No. 33.030.20.44.0020
Narrative of Request to the City of Oak Park Heights
October 22, 2015
We, Holmen Office Associates own the building in the northeast quadrant of Osgood
Avenue and State Trunk Highway (S.T.H.) No. 36. The site is occupied by a Walgreens
Drug store. As a result of the updating of S.T.H. No. 36 the Minnesota Department of
Transportation acquired, in condemnation, a strip of land from our site along its
western side. That parcel taken is known as Parcel 93 as shown on the MnDOT Right
of Way Plat No. 82-120. Prior to the taking the site contained 59,251 square feet or
1.36 acres. After that taking the parcel contains 57,661 square feet or 1.32 acres. The
parcel is currently zoned B-2, General Business.
In order to portray the conditions existing on the site after MnDOT's acquisition a
Partial Existing Conditions survey was performed by Loucks dated October 20 & 23,
2015. This survey shows the existing conditions west and southwest of the existing
building.
Loucks has also prepared a Partial Existing Landscape Conditions plan, dated October
20, 2015 showing the existing landscape features along the west and southwest
boundaries.
This request is being made as a result of impact on the site of that acquisition of Parcel
93. This request has two parts:
I. Variance Request
The first part of this request is for the granting of a variance from the required 10
foot setback from the west property line for parking curb. As a result of the
Page 73 of 272
acquisition by MnDOT of Parcel 93 the curb along the west boundary of the site
does not meet the 10.00 foot setback required by City Ordinance Section
401.15.C(1)(d). The resulting setbacks to the curb range from one-tenth of a foot to
6.4 feet and are shown on the Loucks' "Partial Existing Conditions" plan submitted
with this request.
The resultant effect of this acquisition is that the curb on the west side of the site
does not meet the required setback. Typically a variance is requested prior to the
condition requiring the variance taking place. In this case the variance is being
requested after the fact for the following reason: the ordinances of the City of Oak
Park Heights do not contain the provision that automatically grandfather's-in
parcels that become non-conforming due the action of a condemnation. For that
reason we are asking the City for the grant of a variance to the setback in order to
confirm that the parcel is a legal non-conforming use subsequent to the impact of
the condemnation.
Following are the justifications, as we see them, for the granting of the variance,
listed here in correlation with the variance conditions listed in City Ordinance No.
401.04.A (5). (Italics represent wording from the city ordinance; bold represents our
response):
a. Undue hardship will result if the variance is denied due to the existence of
special conditions and circumstances which are peculiar to the land, structure, or
building involved and which are not applicable to other lands, structures or
buildings in the same district. The unique condition here is that Parcel 93 was
taken by MnDOT after approval and development of the property, causing the
non-conforming setbacks.
V Special conditions may include exceptional topographic or water conditions
or, in the case of an existing lot or parcel of record, narrowness, shallowness,
insufficient area or shape of the property. The special condition here is the
change in the parcel boundary due to the MnDOT taking.
2) Undue hardship caused by the special conditions and circumstances may not
be solely economic in nature, if a reasonable use of the property exists under
the terms of this Title. The variance is being requested in order to affirm that
the reasonable use of the property will be allowed to continue.
Page 74 of 272
3)Special conditions and circumstances causing undue hardship shall not be a
result of lot size or building location when the lot qualifies as a buildable parcel.
This request is not related to lot size or building location.
b. literal interpretation of the provisions of this Ordinance would deprive the
applicant Of lights commonly enjoyed by other properties in the same district
under the terms of this Ordinance or deny the applicant the ability to put the
Property in question to a reasonable use. Denial of the variance request would
make the parking non-conforming and possibly impede future use or sale of the
property.
C. The special conditions and circumstances causing the undue hardship do not
result from the actions of the applicant. The cause of the insufficient parking
setbacks was completely out of the control of the applicant and was due solely
to the unavoidable condemnation by MnDOT.
d. Granting the variance requested will not confer on the applicant any special
Privilege that is denied by this Ordinance to other lands, structures or buildings in
the same district under the same conditions.This condition is unique to this
parcel due to the condemnation which took place after the site development
was approved and constructed.
e. The request is not a result of non-conforming lands, structures or buildings in the
same district. No other lands are involved in this condition. It exists solely
between this parcel and the public right-of-way of Osgood Avenue.
f. The request is not a use variance. This request does not involve a use variance.
It is solely a parking setback variance.
g. The variance requested is the minimum variance necessary to accomplish the
intended purpose of the applicant. The variance dimensions here represent the
only dimensional request that can be made. The resulting setbacks represent
the condition created by the MnDOT taking which moved the west property
line and its relation to the existing, already constructed parking stalls.
h. The request does not create an inconvenience to neighboring properties and
uses This variance request will not affect any other properties. The physical
conditions that necessitate this variance are already in existence and are
functioning, in regard to the pedestrian and vehicular traffic in and adjacent to
Osgood Avenue.
Page 75 of 272
II. Landscape Features Request
The second part of the request relates to the status of the remaining, existing
landscape features along the west side of the site. As a result of the Mn DOT
acquisition of Parcel 93, and the reconstruction of Osgood Avenue adjacent to the
site, changes were made to the street, sidewalk and other features on the site and
in Osgood Avenue adjoining the site to the west. We are requesting that the City
of Oak Park Heights examine the "Partial Existing Landscape Conditions" plan
submitted with this request and determine if the remaining landscape features,
following the condemnation of Parcel 93, meet the City's landscape requirements
for the site.
Respectfully Submitted,
Holmen Office Associates
Page 76 of 272
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Page 78 of 272
A RECOMMENDING RESOLUTION
OF THE
PLANNING COMMISSION
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
A RESOLUTION ESTABLISHING FINDINGS OF FACT AND
RECOMMENDING TO THE CITY COUNCIL THAT THE
REQUEST BY HOLMEN OFFICE ASSOCIATES FOR A PARKING
SETBACK VARIANCE FROM OSGOOD AVENUE AT 6061
OSGOOD AVENUE NORTH (WALGREENS) SHOULD BE
APPROVED WITH CONDITIONS
WHEREAS,the City of Oak Park Heights has received a request by Holmen Office
Associates for a parking setback variance from Osgood Avenue at 6061 Osgood Avenue
North(Walgreens); and after having conducted a public hearing relative thereto,the
Planning Commission of Oak Park Heights makes the following findings of fact:
1. The real property affected by said application is legally described as
fellows, to wit:
SEE ATTACHMENT A
and
2. The applicant has submitted an application and supporting documentation
to the Community Development Department consisting of the following items:
SEE ATTACHMENT B
and
3. The property is zoned B-2, General Business District. The use of the site
for a retail Walgreens location is a permitted use; and
4. A variance is required in that the City, in Section 401.15.F.4.h.17 of the
Zoning Ordinance requires that the curb barrier of the parking lot be no closer than ten
feet to any lot line or right of way line. This summer the Minnesota Department of
Transportation acquired, through condemnation, a strip of land from Holmen Office
Associates on the west side of their property for improvements to Highway 36. The
acquisition eliminated most of the setback between Osgood Avenue and the parking area
on the west side of the property; and
5. As a result of the Minnesota Department of Transportation acquisition, the
resulting setbacks to the curb range from one-tenth of a foot to 6.4 feet; and
6. Holmen Office Associates also requests a review of the existing
landscaping to determine if it meets City requirements; and
Page 79 of 272
7. City staff prepared a planning report dated December 2, 2015 reviewing
the request; and
8. Said report recommended approval of the variance subject to the
fulfillment of conditions; and
9. The Planning Commission held a public hearing at their December 10,
2015 meeting, took comments from the applicants and public, closed the public hearing,
and made the following recommendation:
NOW,THEREFORE,BE IT RESOLVED BY THE PLANNING
COMMISSION OF THE CITY OF OAK PARK HEIGHTS THAT THE
PLANNING COMMISSION RECOMMENDS THE FOLLOWING:
A. The application for a request by Holmen Office Associates for a parking setback
variance from Osgood Avenue at 6061 Osgood Avenue North(Walgreens) and affecting
the real property as follows:
SEE ATTACHMENT A
The Planning Commission of the City of Oak Park Heights recommends the setback
variance subject to the following findings of fact:
1. The variance criteria in Section 401.04 of the Zoning Ordinance have been
reviewed and it has been determined by the Planning Commission that the
variance is justified.
2. The applicants have requested the variance in that the acquisition by
Minnesota Department of Transportation has created a nonconforming
setback between the right of way line and the parking lot curb. The
applicant did not create this situation; it was by the actions of the
Minnesota Department of Transportation that the variance is now
requested.
3. The resulting narrow setback will not have an impact on neighboring
properties, increase the congestion on the adjacent street, impact public
safety, affect property values or conflict with the Comprehensive Plan.
The Planning Commission recommends the application the subject to the conditions as
follows:
1. The Planning Commission discussed the request and determined that the
request for the setback variance is justifiable.
2
Page 80 of 272
2. The Applicant shall be required to maintain the landscape materials that
were previously on the subject site but are currently on the Minnesota
Department of Transportation right of way.
3. The freestanding sign can remain as a nonconformity until such time that
the Minnesota Department of Transportation requires it to be removed. If
the sign is replaced, it shall be constructed to comply with City Zoning
standards.
Recommended by the Planning Commission of the City of Oak Park Heights this 10th
day of December, 2015.
Jim Kremer, Chair
ATTEST:
Eric A. Johnson, City Administrator
3
Page 81 of 272
ATTACHMENT A
y.
Variance—Parking Setback
Holmen Office Associates
For Walgreen's
6061 Osgood Ave.N.
Washington County GEO Code: 34.030.20.44.0020
Physical Address: 6061 Osgood Ave. N.
Page 82 of 272
ATTACHMENT B
Aft
Variance—Parking Setback
Holmen Office Associates
for
Walgreen's
6061 Osgood Ave.N.
Application Materials
• Application Form
• Fees
• Written Narrative and Graphic Materials Explaining Proposal
• Mailing List from Washington County (500' from subject property)
• Proof of Ownership or Authorization to Proceed
• Property Tax Statement(s)/Legal Description(s)
Planning Commission Public Hearing&Recommendation: December 10, 2015
Variance—Lapse of Approval:
Unless the City Council specifically approves a different time when action is officially taken on
the request, the variance shall become null and void twelve(12)months after the date of
approval, unless the property owner or applicant has substantially started the construction of any
building structure, addition or alteration, or use requested as part of this variance. The property
owner shall have the right to submit an application to extend the approval of a variance to the
Zoning Administrator not less than thirty(30)days before the expiration of said approval.
(401.4.0 .1 —401.4.C.2)
Page 83 of 272
RESOLUTION NO.
CITY COUNCIL
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
A RESOLUTION ESTABLISHING FINDINGS OF FACT AND
RESOLUTION OF THE CITY COUNCIL THAT THE REQUEST BY
HOLMEN OFFICE ASSOCIATES FOR A PARKING SETBACK
VARIANCE FROM OSGOOD AVENUE AT 6061 OSGOOD AVENUE
NORTH (WALGREENS) BE APPROVED WITH CONDITIONS
WHEREAS,the City of Oak Park Heights has received a request by Holmen Office
Associates for a parking setback variance from Osgood Avenue at 6061 Osgood Avenue
North(Walgreens); and after having conducted a public hearing relative thereto, the
Planning Commission of Oak Park Heights recommended that the application be
approved with conditions. The City Council of the City of Oak Park Heights makes the
following findings of fact and resolution:
1. The real property affected by said application is legally described as
follows,to wit:
SEE ATTACHMENT A
and
2. The applicant has submitted an application and supporting documentation
to the Community Development Department consisting of the following items:
SEE ATTACHMENT B
and
3. The property is zoned B-2, General Business District. The use of the site
for a retail Walgreens location is a permitted use; and
4. A variance is required in that the City, in Section 401.15.F.4.h.17 of the
Zoning Ordinance requires that the curb barrier of the parking lot be no closer than ten
feet to any lot line or right of way line. This summer the Minnesota Department of
Transportation acquired,through condemnation, a strip of land from Holmen Office
Associates on the west side of their property for improvements to Highway 36. The
acquisition eliminated most of the setback between Osgood Avenue and the parking area
on the west side of the property; and
5. As a result of the Minnesota Department of Transportation acquisition, the
resulting setbacks to the curb range from one-tenth of a foot to 6.4 feet; and
6. Holmen Office Associates also requests a review of the existing
landscaping to determine if it meets City requirements; and
Page 84 of 272
7. City staff prepared a planning report dated December 2,2015 reviewing
the request; and
8. Said report recommended approval of the variance subject to the
fulfillment of conditions; and
9. The Planning Commission held a public hearing at their December 10,
2015 meeting,took comments from the applicants and public, closed the public hearing,
and recommended the application with conditions.
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL FOR
THE CITY OF OAK PARK HEIGHTS THAT THE CITY COUNCIL APPROVES
THE FOLLOWING:
A. The application for a request by Holmen Office Associates for a parking setback
variance from Osgood Avenue at 6061 Osgood Avenue North(Walgreens) and affecting
the real property as follows:
SEE ATTACHMENT A
The City Council of the City of Oak Park Heights approves the setback variance subject
to the following findings of fact:
1. The variance criteria in Section 401.04 of the Zoning Ordinance have been
reviewed and it has been determined by the Planning Commission and
City Council that the variance is justified.
2. The applicants have requested the variance in that the acquisition by
Minnesota Department of Transportation has created a nonconforming
setback between the right of way line and the parking lot curb. The
applicant did not create this situation; it was by the actions of the
Minnesota Department of Transportation that the variance is now
requested.
3. The resulting narrow setback will not have an impact on neighboring
properties, increase the congestion on the adjacent street, impact public
safety, affect property values or conflict with the Comprehensive Plan.
The City Council approves the following subject to the conditions as follows:
L The City Council has determined that the request for the setback variance
is justifiable.
2. The Applicant shall be required to maintain the landscape materials that
were previously on the subject site but are currently on the Minnesota
Department of Transportation right of way.
2
Page 85 of 272
3. The freestanding sign can remain as a nonconformity until such time that
the Minnesota Department of Transportation requires it to be removed. If
the sign is replaced, it shall be constructed to comply with City Zoning
standards.
Approved by the City Council of the City of Oak Park Heights this 12th day of January,
2016.
Mary McComber,Mayor
ATTEST:
Eric A. Johnson, City Administrator
3
Page 86 of 272
ATTACHMENT A
Variance—Parking Setback
Holmen Office Associates
For Walgreen's
6061 Osgood Ave.N.
Washington County GEO Code: 34.030.20.44.0020
Physical Address: 6061 Osgood Ave. N.
Page 87 of 272
ATTACHMENT B
r�.
Variance—Parking Setback
Holmen Office Associates
for
Walgreen's
6061 Osgood Ave.N.
Application Materials
• Application Form
• Fees
• Written Narrative and Graphic Materials Explaining Proposal
• Mailing List from Washington County(500' from subject property)
• Proof of Ownership or Authorization to Proceed
• Property Tax Statements)/Legal Description(s)
Planning Commission Public Hearing&Recommendation: December 10, 2015
Variance—Lapse of Approval:
Unless the City Council specifically approves a different time when action is officially taken on
the request,the variance shall become null and void twelve(12)months after the date of
approval,unless the property owner or applicant has substantially started the construction of any
building structure, addition or alteration, or use requested as part of this variance. The property
owner shall have the right to submit an application to extend the approval of a variance to the
Zoning Administrator not less than thirty(30)days before the expiration of said approval.
(401.4.C .1 —401.4.C.2)
Page 88 of 272
0
Oak Park Heights
Request for Council Action
Meeting Date _ January 120',2016
Time Required: 5 Minutes
Agenda Itc-a Title, BoubmIls Landing— QE=—Plamed 9mmIoDment
5600 Norwic a .
/.//I
Agenda,Placement New Bus' e
Originating Department/Re uei Administrator
Requester's Signature 0�/
Action Requested Discussion P ssible Action
Background/Justification(Pie indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached from City Planner Scott Richards:
1. Planning Report dated Dec 2nd 2015,
2. Planning Commission Resolution-Unsigned
3. Proposed City Council Resolution
Page 89 of 272
3501 Thurston Avenue N.Suite 100
Anoka, MN 55303 FWLIZE
Phone:763.231.5840
Facsimile:763.427.0520
TPCTFC6F4anningCo.00m
PLANNING REPORT
TO: Eric Johnson
FROM: Scott Richards
DATE: December 2, 2015
RE: Oak Park Heights— Boutwells Landing Village Green
Improvements— Planned Unit Development—General Plan
TPC FILE: 236.02- 15-09
BACKGROUND
Kirk Velett of Insite Architects, on behalf of Valley Senior Services Alliance, has filed an
application for a Planned Unit Development, General Plan approval for improvements to
the Boutwells Landing Village Green at 5600 Norwich Parkway. The improvements
include the construction of a historic church structure and gazebo adjacent to the
existing school house. Other improvements include an expansion of an existing nearby
parking lot and additional landscaping.
The plans for the historic Village Green were conceptually approved by the City Council
in November of 2005. Those plans included the school, church and the gazebo. The
General Plan for the historic school was approved in May of 2008. Those plans did not
Include approvals for the remaining portions of the Village Green.
EXHIBITS
The review is based upon the following submittals:
Exhibit 1: Project Narrative
Exhibit 2: Subject Site Survey
Exhibit 3: Site Plan on Aerial
Exhibit 4: Site/Grading Plan
Exhibit 5: Landscape Plan (L9of1)
Exhibit 6: Utility Plan
Exhibit 7: Building Plans/Elevations
Page 90 of 272
PROJECT DESCRIPTION
The Project Narrative from Kirk Velett, found as Exhibit 1, describes the project. The
narrative is as follows:
The Boutwells Landing Village Green will serve as a visual icon and as an attractive,
functional space to be used in a variety of ways that complement the warm, small-town,
values-based symbolism it represents.
A Historic Symbol of Goodness and Values
Boutwells Landing has been built with a design that intentionally honors the historical
significance of the area. Photos, design elements, and various displays throughout the
campus help tell the story of the birthplace of Minnesota and the decades that followed.
A natural extension of the historical theme of Boutweils Landing was the history of small
towns in the Midwest where so many Boutwells residents were raised. Just the sight of
a town square - comprised of a one-room schoolhouse, a gazebo, and a small church -
could evoke in the minds of residents and guests a wann remembrance of their
childhood and the values with which they were raised: honesty, integrity, doing one's
best, goodness, kindness, and the golden rule. This gave rise to the Village Green
concept of Boutwells Landing that blended the town square concept with local historical
landmarks. the one-room McKean Schoolhouse (built in 1860) and the First
Presbyterian Church of Stillwater(built in 1857).
One-room Schoolhouse
The McKean School was restored in large part by Boutwells Landing residents who
volunteered to repair, restore, and furnish the school to the way it looked in the early
1900's. Shortly atter its re-dedication in 20008 the schoolhouse was used for a unique,
lively, week-long summer camp for 6-12 year-olds who wanted to experience what it
was like attending a one-room schoolhouse. Open house tours, field trips for local
schools, and experiential learning collaborations with local schools are all activities that
are expected to develop and grow once resbvoms become available in the neighboring
historic church.
Historic First Presbyterian Church
Lacking a local historic church to move to Boutwells Landing, the ideal solution for the
Village Green was to use pictures of the historic First Presbyterian Church of Stillwater
to create an architectural replica. Reverend William Boutwell, after whom Boutwells
Landing is named, was instrumental in starting and leading the congregation in its early
days. It was a natural choice for a replica addition to the Village Green. The interior
design will be open and flexible. Stacking chairs and folding tables will be used to
accommodate various types of meetings and events, creating a multi-functional space.
Resident meetings and various Boutwells presentations and events will be the most
prevalent use of the church's indoor space. As with other spaces at Boutwells, people
or groups from the community at large will be welcome to use the space for a modest
fee. The church Is expected to be used by residents for religious purposes, though not
as a congregation or a place used exclusively for worship. Semi-regular use is expected
by residents for prayer groups, bible study, and spiritual life activities. An occasional
2
Page 91 of 272
t
wedding of a couple who are residents or a resident's family member is possible.
Likewise, a memorial service for a resident may take place, though most of them are
expected to be held in the existing chapel.
Gazebo
The third structure for the Village Green will complete the town square appearance.
While acting as a visual anchor to create the town square image, an occasional
performance by a small ensemble may occur. Another use may be as a stage for a
speaker at an occasional outdoor event held at Boutwells Landing. An employee picnic,
a Boutwells neighborhood social, or a presentation to residents are examples of events
where a speaker may step up to the gazebo to be seen or heard.
ISSUES ANALYSIS
Comprehensive Plan. The property is designated as High Density on the Proposed
Land Use Map of the Comprehensive Plan. The historic Village Green, as planned, is
part of the overall Boutwells Landing development and consistent with the land use
plan.
Zoning. The site is zoned PUD, Residential PUD District in which the historic Village
Green is a permitted use with PUD approvals. In that the principal use is a mixture of
residential and business use, the underlying zoning has been designated as R-B
Residential Business Transitional District. The overall historic Village Green has
received Concept Plan approval, and the School has received General Plan approval.
The current application is for General Plan approval for the church, gazebo, parking lot
expansion and final landscaping.
Setbacks. The Zoning Ordinance under the R-B District requires 30 foot front and rear
yards and 10 foot side yard setbacks. The school, chapel and gazebo are all setback at
least 30 feet from the Norwich Parkway right-of-way and the chapel will be 10 feet from
the east property line.
Parking. The Boutwells Landing Campus has been constructed with 483 parking stalls,
which includes the parking lot north of 58"' Street. The campus requires 377 parking
spaces.
The school building would accommodate 30 pentons, and the chapel 49 persons. At
three persons per parking stall, the school would require 10 parking spaces and 16
spaces for the chapel. The parking lot to the east of the historic Village Green will be
expanded by 12 parking spaces. The Boutwells Landing Campus has adequate stalls
to meet the parking requirements. With the significant on-street parking adjacent to the
site and the parking lot to the east that will have 20 spaces (after the addition of the 12),
there is adequate parking close to the historic Village Green. The parking lot is
connected to the historic Village Green by the sidewalk on the south side of Norwich
Parkway.
3
Page 92 of 272
Restrooms. In order to accommodate the restroom requirements for the two buildings,
the chapel will be constructed with male and female disability facilities. The design of
the building allows for a separate entrance to the restrooms, even if the chapel is not
being used.
Curb Cuts/Disability Parking. The plans indicate a drop off curb realignment in front
of the historic Village Green. The drop off will be subject to review of the City Engineer.
To facilitate access, City Staff suggests that one disability space be signed on Norwich
Parkway adjacent to the drop off area.
Landscaping. The landscape plans indicate the trees that will be removed to
accommodate the chapel structure and gazebo. Additional landscaping will be added to
the site. The submitted landscape pian is subject to City Arborist review and approval.
Lighting. The Project Architect has indicated that there are no exterior lights, poles or
bollards proposed as part of the application. If any new fixtures are to be added, they
shall comply with the Zoning Ordinance requirements.
Mechanical Screening. If any mechanical equipment is ground or roof mounted it
shall be consistent with Section 401.15.E.10.e. of the Zoning Ordinance as it relates to
screening.
Grading, Drainage, Erosion Control and Utilities. Grading, drainage, erosion
control, and utility plans are subject to review and approval by the City Engineer.
Signage. No signage has been proposed. If any additional signage is proposed, it
shall comply with Section 401.15.G.
Design Guidelines. The buildings are subject to Design Guideline review. The chapel
building will be wood construction with Hard!-Plank lap siding with an asphalt shingle.
The gazebo will be also constructed of wood. Both structures will be white to match the
existing school. The Planning Commission and City Council will need to discuss this
deviation from the Design Guidelines which specify that structures are not to be clad
totally in lap siding. Due to the historical character of the structures, and the fact they
were originally constructed with lap siding, a deviation seems justified. A material
sample board will be provided for review at the Planning Commission meeting
CONCLUSION 1 RECOMMENDATION
Upon review of the application for a Planned Unit Development, General Plan approval
for improvements to the Boutwells Landing Village Green at 5600 Norwich Parkway,
City Staff would recommend the project with the conditions as follows:
1. The drop off curb realignment in front of the historic village green will be
subject to review of the City Engineer.
4
Page 93 of 272
2. To facilitate access, one disability space be signed on Norwich Parkway
adjacent to the drop off area.
3. All tree removal and landscape plans shall be subject to review and
approval of the City Arborist.
4. All lighting proposed for the site shall be in compliance with Section
401.15.13.7 of the Zoning Ordinance.
5. Any mechanical equipment installed outside of the building shall be
screened in accordance with Section 401.15.E.10.e of the Zoning
Ordinance.
6. Any signage proposed for the site shall be in compliance with Section
401.9 5.G of the Zoning Ordinance and will require a sign permit.
7. The grading and drainage plans shall be subject to review of the City
Engineer and the applicable watershed district.
8. All utility plans shall be subject to the review and approval of the City
Engineer.
9. The Planning Commission and City Council shall comment on the
deviation from the Design Guidelines as it relates to the lap siding exterior.
10. Any other conditions of City staff, the Planning Commission and the City
Council.
Pc: Julie Hultman
5
Page 94 of 272
BOUTWELLS LANDING VILLAGE GREEN
Description and Uses IMMIT
The Boutwells Landing Village Green will serve as a visual icon and as an attractive, functional
space to be used in a variety of ways that complement the warm, small-town,values-based
symbolism it represents.
A Historic Symbol of Goodness and Values
Boutwells Landing has been built with a design that intentionally honors the historical
significance of the area. Photos, design elements, and various displays throughout the campus
help tell the story of the birthplace of Minnesota and the decades that followed.
A natural extension of the historical theme of Boutwells Landing was the history of small towns
in the Midwest where so many Boutwells residents were raised. Just the sight of a town square-
comprised of a one-room schoolhouse,a gazebo,and a small church- could evoke in the minds
of residents and guests a warm remembrance of their childhood and the values with which they
were raised: honesty,integrity, doing one's best, goodness,kindness, and the golden rule. This
gave rise to the Village Green concept of Boutwells Landing that blended the town square
concept with local historical landmarks: the one-room McKean Schoolhouse (built in 1860)and
the First Presbyterian Church of Stillwater(built in 1857).
One-room Schoolhouse
The McKean School was restored in large part by Boutwells Landing residents who volunteered
to repair,restore,and furnish the school to the way it looked in the early 1900's. Shortly after its
re-dedication in 2008 the schoolhouse was used for a unique, lively,week-long summer camp for
6-12 year-olds who wanted to experience what it was like attending a one-room schoolhouse.
Open house tours, field trips for local schools,and experiential learning collaborations with local
schools are all activities that are expected to develop and grow once restrooms become available
in the neighboring historic church.
Historic First Presbyterian Church
Lacking a local historic church to move to Boutwells Landing,the ideal solution for the Village
Green was to use pictures of the historic First Presbyterian Church of Stillwater to create an
architectural replica. Reverend William Boutwell, after whom Boutwells Landing is named,was
instrumental in starting and leading the congregation in its early days. It was a natural choice for
a replica addition to the Village Green. The interior design will be open and flexible. Stacking
chairs and folding tables will be used to accommodate various types of meetings and events,
creating a multi-functional space. Resident meetings and various Boutwells presentations and
events will be the most prevalent use of the church's indoor space. As with other spaces at
Boutwells,people or groups from the community at-large will be welcome to use the space for a
modest fee. The church is expected to be used by residents for religious purposes,though not as
a congregation or a place used exclusively for worship. Semi-regular use is expected by residents
for prayer groups,bible study, and spiritual life activities. An occasional wedding of a couple
who are residents, or a resident's family member is possible. Likewise, a memorial service for a
resident may take place,though most of them are expected to be held in the existing chapel.
Gazebo
The third structure for the Village Green will complete the town square appearance. While acting
as a visual anchor to create the town square image,an occasional performance by a small
ensemble may occur. Another use may be as a stage for a speaker at an occasional outdoor event
held at Boutwells Landing. An employee picnic, a Boutwells neighborhood social,or a
presentation to residents are examples of events where a speaker may step up to the gazebo to be
seen or heard.
Page 95 of 272
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Page 101 of 272
A RECOMMENDING RESOLUTION
OF THE
PLANNING COMMISSION
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY,MINNESOTA
A RESOLUTION ESTABLISHING FINDINGS OF FACT AND
RECOMMENDING TO THE CITY COUNCIL THAT THE
REQUEST BY VALLEY SENIOR SERVICES ALLIANCE FOR A
PLANNED UNIT DEVELOPMENT, GENERAL PLAN FOR A
HISTORIC CHURCH STRUCTURE, GAZEBO, AND SITE
IMPROVEMENTS INCLUDING A PARKING LOT EXPANSION AT
5600 NORWICH PARKWAY SHOULD BE APPROVED WITH
CONDITIONS
WHEREAS, the City of Oak Park Heights has received a request from Valley Senior
Services Alliance for a Planned Unit Development, General Plan for a historic church
structure, gazebo, and site improvements including a parking lot expansion at 5600
Norwich Parkway, and after having conducted a public hearing relative thereto, the
Planning Commission of Oak Park Heights makes the following findings of fact:
1. The real property affected by said application is legally described as
follows, to wit:
SEE ATTACHMENT A
and
2. The applicant has submitted an application and supporting documentation
to the Community Development Department consisting of the following items:
SEE ATTACHMENT B
and
3. The property is zoned Planned Unit Development (PUD), Residential
PUD District in which the historic Village Green is a permitted use with PUD approvals.
The historic Village Green has received Concept Plan approval, and the existing school
has received General Plan approval. The current application is to allow General Plan
approval for the remaining portions of the Village Green including the church, gazebo,
parking lot expansion and final landscaping; and
4. City staff prepared a planning report dated December 2, 2015 reviewing
the request; and
Page 102 of 272
5. Said report recommended approval of the PUD General Plan subject to the
fulfillment of conditions; and
6. The Planning Commission held a public hearing at their December 10,
2015 meeting, took continents from the applicants and public, closed the public hearing,
and made the following recommendation:
NOW, THEREFORE, BE IT RESOLVED BY THE PLANNING
COMMISSION FOR THE CITY OF OAK PARK HEIGHTS THAT THE
PLANNING COMMISSION RECOMMENDS THE FOLLOWING:
A. The application submitted from Valley Senior Services Alliance for a Planned
Unit Development, General Plan for a historic church structure, gazebo, and site
improvements including a parking lot expansion at 5600 Norwich Parkway; and affecting
the real property as follows:
SEE ATTACHMENT
Be and the same as hereby recommended to the City Council of the City of Oak Park
Heights for approval with the following conditions:
1. The drop off curb realignment in front of the historic village green will be
subject to review of the City Engineer.
2. To facilitate access, one disability space be signed on Norwich Parkway
adjacent to the drop off area.
3. All tree removal and landscape plans shall be subject to review and
approval of the City Arborist.
4. All lighting proposed for the site shall be in compliance with Section
401.15.B.7 of the Zoning Ordinance.
5. Any mechanical equipment installed outside of the building shall be
screened in accordance with Section 401.15.E.10.e of the Zoning
Ordinance.
6. Any signage proposed for the site shall be in compliance with Section
401.15.G of the Zoning Ordinance and will require a sign permit.
7. The grading and drainage plans shall be subject to review of the City
Engineer and the applicable watershed district.
8. All required utility plans shall be submitted and shall be subject to the
review and approval of the City Engineer.
2
Page 103 of 272
9. The Planning Commission was favorable to the deviation from the Design
Guidelines as it relates to the lap siding exterior in that the proposed siding
is historically correct for the structure.
Recommended by the Planning Commission of the City of Oak Park Heights this
10th day of December, 2015.
Jim Kremer, Chair
ATTEST:
Eric A. Johnson, City Administrator
3
Page 104 of 272
ATTACHMENT A
Planned Unit Development(PUD) General Plan
Historic First Presbyterian Church& Gazebo
Boutwell's Landing—Historic Village
Located at
Norwich Parkway Ave. N.,
South of 5600 Norwich Parkway Ave.N.
PropertyID: 05.029.20.31.0011 &05.029.20.31.0012
Legal Description: Lots 1 &2,McKean Square
Page 105 of 272
ATTACHMENT B
d
Planned Unit Development(PUD) General Plan
Historic First Presbyterian Church & Gazebo
Boutwell's Landing—Historic Village
Located at
Norwich Parkway Ave.N.,
South of 5600 Norwich Parkway Ave. N.
Application Materials
• Application Form
• Fees
• Plan Sets
• Written Narrative and Graphic Materials Explaining Proposal
• Mailing List from Washington County (500' from subject property)
• Proof of Ownership or Authorization to Proceed
• Property Tax Statement(s)/Legal Description(s)
Planning Commission Public Hearing& Recommendation: December 10, 2015
Page 106 of 272
RESOLUTION NO.
CITY COUNCIL
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY, MINNESOTA
A RESOLUTION ESTABLISHING FINDINGS OF FACT AND
RESOLUTION OF THE CITY COUNCIL THAT THE REQUEST BY
VALLEY SENIOR SERVICES ALLIANCE FOR A PLANNED UNIT
DEVELOPMENT, GENERAL PLAN FOR A HISTORIC CHURCH
STRUCTURE, GAZEBO, AND SITE IMPROVEMENTS
INCLUDING A PARKING LOT EXPANSION AT 5600 NORWICH
PARKWAY BE APPROVED WITH CONDITIONS
WHEREAS, the City of Oak Park Heights has received a request from Valley Senior
Services Alliance for a Planned Unit Development, General Plan for a historic church
structure, gazebo, and site improvements including a parking lot expansion at 5600
Norwich Parkway, and after having conducted a public hearing relative thereto, the
Planning Commission of Oak Park Heights recommended that the application be
approved with conditions. The City Council of the City of Oak Park Heights makes the
following findings of fact and resolution:
1. The real property affected by said application is legally described as
follows,to wit:
SEE ATTACHMENT A
and
2. The applicant has submitted an application and supporting documentation
to the Community Development Department consisting of the following items:
SEE ATTACHMENT B
and
3. The property is zoned Planned Unit Development (PUD), Residential
PUD District in which the historic Village Green is a permitted use with PUD approvals.
The historic Village Green has received Concept Plan approval, and the existing school
has received General Plan approval. The current application is to allow General Plan
approval for the remaining portions of the Village Green including the church, gazebo,
parking lot expansion and final landscaping; and
4. City staff prepared a planning report dated December 2, 2015 reviewing
the request; and
Page 107 of 272
5. Said report recommended approval of the PUD General Plan subject to the
fulfillment of conditions; and.
6. The Planning Commission held a public hearing at their December 10,
2015 meeting, took comments from the applicants and public, closed the public hearing,
and recommended the application with conditions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL FOR
THE CITY OF OAK PARK HEIGHTS THAT THE CITY COUNCIL APPROVES
THE FOLLOWING:
A. The application submitted from Valley Senior Services Alliance for a Planned
Unit Development, General Plan for a historic church structure, gazebo, and site
improvements including a parking lot expansion at 5600 Norwich Parkway; and affecting
the real property as follows:
SEE ATTACHMENT
Be and the same as hereby approved by the City Council of the City of Oak Park Heights
with the following conditions:
1. The drop off curb realignment in front of the historic village green will be
subject to review of the City Engineer.
2. To facilitate access, one disability space be signed on Norwich Parkway
adjacent to the drop off area.
3. All tree removal and landscape plans shall be subject to review and
approval of the City Arborist.
4. All lighting proposed for the site shall be in compliance with Section
401.15.B.7 of the Zoning Ordinance.
5. Any mechanical equipment installed outside of the building shall be
screened in accordance with Section 401.15.E.10.e of the Zoning
Ordinance.
6. Any signage proposed for the site shall be in compliance with Section
401.15.G of the Zoning Ordinance and will require a sign permit.
7. The grading and drainage plans shall be subject to review of the City
Engineer and the applicable watershed district.
8. All required utility plans shall be submitted and shall be subject to the
review and approval of the City Engineer.
2
Page 108 of 272
9. The City Council was favorable to the deviation from the Design
Guidelines as it relates to the lap siding exterior in that the proposed siding
is historically correct for the structure.
Approved by the City Council of the City of Oak Park Heights this 12th day of
January, 2016.
Mary McComber,Mayor
ATTEST:
Eric A. Johnson, City Administrator
3
Page 109 of 272
ATTACHMENT A
3.
Planned Unit Development(PUD) General Plan
Historic F rst Presbyterian Church & Gazebo
Boutwell's Landing—Historic Village
Located at
Norwich Parkway Ave.N.,
South of 5600 Norwich Parkway Ave.N.
Property ID: 05.029.20.31.0011 & 05.029.20.31.0012
Legal Description: Lots 1 &2, McKean Square
Page 110 of 272
ATTACHMENT B
[[++ A
LC
Planned Unit Development(PUD) General Plan
Historic First Presbyterian Church & Gazebo
Boutwell's Landing—Historic Village
Located at
Norwich Parkway Ave.N.,
South of 5600 Norwich Parkway Ave.N.
Application Materials
• Application Form
• Fees
• Plan Sets
• Written Narrative and Graphic Materials Explaining Proposal
• Mailing List from Washington County(500' from subject property)
• Proof of Ownership or Authorization to Proceed
• Property Tax Statement(s)/Legal Description(s)
Planning Commission Public Hearing&Recommendation: December 10, 2015
Page 111 of 272
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Page 112 of 272
0
Oak Park Heights
Request for Council Action
Meeting Date_ January 12� 2016
Time Required: 5 Minutes
Agenda Ikon Title: Consider Pedestrian Crossing Sign jution rn osa
At 58h Street&Krueger Ave.
Agenda Placement New Business
Originating Department/Requestor Mike&unk, Cgy Council Member
Requester's Signature
Action Requested _ Discussion,Possible action
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
At the City Council Goal Setting meeting on Dec 7m,2015 there was some discussion regarding the trail ways
connectivity in the area and a crossing of 58th street at Krueger Ave. I would like to see the City Council discuss the
installation of a flasher/activated beacon set up at this intersection similar to those we have installed at Nova Scotia
and along Osgood Ave.As i recall these costs are+1$12,000 with installation.
See map on next page.
Page 113 of 272
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Page 114 of 272
Oak Park Heights
Request for Council Action
Meeting Date Jan 12!,2016
Time Required: 1 Minute
Agenda Item Title: Consider Qidimncc Awkn-4mot—Co Ord 110904 F—Edtm to
D9po4jILng of Snow R and Storage in Chy Right of Ways.
Agenda Placement New Businese-///
Originating Department/Re s �o�hson City Administrator
Requester's Signature
Action Requested Discussion- ossible Action
Background/Justification(Pie a indicate if any previous action has been taken or if other public
bodies have advised):
Another item discussed at the Council's goal setting was a possible ordinance amendment
that would preclude the pushing of snow from private properties snow across a City Street.
Staff would propose the following language —to be added to the City Ordinance 1109.04
Public Nuisances Affecting Peace and Safety:
1.109.04 F.2. —INSERT Snow, ice or any other debris may not be placed into or upon a
City street surface by arty party without a Permit issued from the City. Snow, ice or other
debris generated from private lands may not be plowed or dragged across a City street for
purposes of snow storage and/or snow wasting. Depositing of snow generated from
private lands upon a public right of way that is not immediately adjacent, contiguous
and/or on the same side of the street is also prohibited
Page 115 of 272
M. The distribution of sample or medicine or drugs unless such samples are placed
in the hands of an adult person by someone properly licensed;
N. All other acts, omission of acts, occupations, and uses of property which are
deemed by the City Council and the City Health Officer to be a menace to the
health of the inhabitants of the City or a considerable number thereof;
O. It shall be a nuisance for any person to cause or permit a domesticated animal to
be on any property,public or private,not owned or possessed by such person,
unless such person has in his/her immediate possession a device for the removal
of excrement to a proper receptacle located upon property owned or possessed
by such person;
P. It shall be a nuisance for any person in control of, causing or permitting any
domesticated animal to be on any property, public or private, not owned or
possessed by such person,to fail to remove excrement left by such domesticated
animal to a proper receptacle located on the property owned or possessed by
such person.
Q. The provisions of Subparagraphs O and P of this Section shall not apply to the
ownership or use of seeing eye dogs by blind persons,dogs when used in police
activities by the City or County Sheriffs Department, or tracking dogs when
used by or with the permission of the City.
1109.04 Public Nuisances Affecting Peace and Safety.
The following are declared to be nuisances affecting public peace and safety:
A. All snow and ice not removed from public sidewalks twelve(12)hours ager the
snow and ice have ceased to be deposited thereon;
B. All wires which are strung less than fifteen(15)feet above the surface of any
public street or alley;
C. All buildings, walls, and other structures which have been damaged by fire,
decay or otherwise as to an extent exceeding one-half(%s)of their original value
or which are so situated so as to endanger the safety of the public;
D. All explosives,inflammable liquids and other dangerous substances or materials
stored or accumulated in any manner or in any amount other than that provided
by law or ordinance;
E. All use of display or fireworks except as provided by law or ordinance;
F. All of the following activities are hereby declared to be public nuisances:
3
Page 116 of 272
c
1 --Any snow removal activities on private property located within 500
feet of any residential district of the city, using plows, dump trucks,
payloaders or any mechanized equipment between the hours of 10:00
o'clock. p.m. and 6D0 o'clock a.m.This provision shall not apply for
any time period in which the City has declared a snow emergency.
2. Snow, ice or any other debris may not be placed into or upon a City
street surface by an without a Permit issued from the CLty.
Snow, ice or other debris ggnerated from private lands ma=y not be
lowed or draimed across a City street for purposes of snow storage
and/or snow wasting. Dgpositing of snow gmgrated fromrivate
lands upon a public right of Kay that is not immedigtply adjacent
contiguous and/or on the same side of the street is also prohibited.
740. Any parking lot sweeping, paving, or seal coating activities
occurring between the hours of 10:00 o'clock.pm.and 6:00 o' clock
a.m.
4.
All concoction activities where the use of power naiiers,
power saws, earth moving equipment, bulldozers, or any power
equipment is being used between the hours of 10:00 o'clock p.m. and
7{00 o'clock a.m.
The owning,keeping,cdiarboring ofany animal which shall,by any
noise,
unreasonably and./or excessively disturbs the peace and quiet of
any person in the vicinity. The phrase "unreasonably and/or
excessively disturb the peace and quiet" shall include, but is not
limited to, the creation of any noise by an animal which can be
heard by any person, including an Animal Control Officer or
law enforcement officer,from a location off the dog or cat
owner's Property where the animal is being kept, a-Rd which
noise occurs repeatedly over at least a five (5)minute period of
time with one (1) minute or less lapse oftimebetweeneach animal
noise duringthe five(5)minute period,This provision shall not apply
to dogs and cats which are regulated under Chapter 601 Section
601.13 A. (5).
-5-.6. The removal of commercial waste and refuse, emptying
or removal of dumpsters and drop boxes from any non-
residential zoned area within the city between the hours of 10D0
o'clock pm.and 6.00 o'clock am.
4 €z7.No person shall use or operate, or permit the use or operation of
any electronic sound system or audio equipment including but not
limited to any compact disc player, cassette tape player, a.m. FM
radio, citizen band radio, paging system, musical instrument,
4
Page 117 of 272
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Page 118 of 272
�P-
Oak Park Heights
Request for Council Action
Meeting Date January 12'x, 2016
Time Required: 5 Minutes
Agenda Item Title: _ Goalsetting-Set Continuation Date
Agenda Placement New Business
Originating Department/Reque won, Ci Administrator
Requester's Signature }
a
Action Requested (e-e BeY
Background/Justifica#io lease indicate if any previous action has been taken or if other public
bodies have advised):
The City Council did meet on Dec 7d'2015 for a goalsetting session;some additional items remain for discussion.
Does the City Council desire to a date/time for a continuation?
Page 119 of 272
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Page 120 of 272
Oak Park Heights
Request for Council Action
Meeting Date J
mmM 1P 2016
Time Required: 10 Minutes
Agenda Item Title: Consider Ado tion of Poli 'es -January 2016 Update
Agenda Placement New Busines
Originating DepartmentlReque City Administrator
Requester's Signature
Action Requested See Belo
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached set of City Polices—Undated thru January 42&! 2045
All policies have been previously adopted by the City Council over years-except for two proposed additional policies:
]. A policy relating to City Council Meeting Cancellations:
The purpose of this policy is to adopt a more formalized process for considering a continuation(cancellation)of a
planned City Council meeting when agenda items may be limited,reasonably delayed and/or not warrant the
convening of Council Members and/or City Staff.
2. A policy relating to Data Breach: (personal information)
The purpose of the policy is to outline a process under which the City shall investigate a suspected data breach,
assess risk,potential losses,what parties are informed and how process and polices could better prevent future
losses.Adoption of the policy would not affect data to day operations as they currently are situated,but would be a
guide should an incident occur.
It is valuable to note that these policies are not laws or ordinances,rather they are generally meant to guide the day to day or
Emergency dons of City representatives,reduce ambiguity and establish processes for City actionskbnsiderations.
Page 121 of 272
CITY OF OAK PARK HEIGHTS
POLICY BINDER
ADOPTED JANUARY 12, 2016
Page 122 of 272
CITY OF OAK PARK HEIGHTS
POLICY BINDER
INTRODUCTION AND PURPOSE
Introduction:
The City Council for the City of Oak Park Heights is charged with the responsibility of establishing
municipal policies to guide the various functions of the City and, where necessary, to establish
procedures by which functions are performed. Regulatory policies established by the City Council
usually are adopted by ordinance and included in the Municipal code. However,other policies also
are established which by their nature do not require adoption by ordinance. These policies are
consolidated in this reference document for easy access. Policies included in this binder are subject
to change by order of the Oak Park Heights City Council.
P ose:
It is the purpose of this policy to clearly state and compile policies of the City Council not covered
by ordinance and to provide for the distribution of these policies to all concerned.
Page 123 of 272
r w CITY OF OAK PARK HEIGHTS
e
POLICY BINDER
TABLE OF CONTENTS
Policy
1 Professional Fees
2 Internet Policy
3 Policy on Retention of Videotapes Resulting from Council, Planning
Commission, and Park Commission Meetings
4 Business Subsidy Policy (Council)
5 Business Subsidy Policy (EDA)
6 Policy Regarding Removal of Boulevard Trees (amended December 2015)
7 Agenda Item Acceptance Policy
8 Fixed Asset System Policy and Procedure Manual
9 Commission Appointment Policy
10 Investment Policy
11 Data Practices Procedures
12 Tax Increment Financing Policy
13 Municipal Sewer Collection System Maintenance Standards
14 Cellular Phone Policy
15 Parks and Recreations Donations
16 Geocaching Policy
17 Hand Washing Policy and Procedures
18 Utility Policy on Vacant and Abandoned Properties
19 Snow Removal Policy
20 Field and Rink Reservation Policy
21 Computer Use Policy
22 Annexation, Detachment, and Utility Extension Policy
23 CODE RED Community Notiflcation Use Policy
24 Deduct Meter Use Policy
25 Policy on Use of City Letterhead and Representative Actions by City
Officials
26 Public Purpose Expenditure Policy
27 Street Sweeping Policy
28 Damage Caused by Snow Plows in City Right-of-Ways
29 Policy on Removal of Material from City Property
30 Policy on "Dumpster Diving" at City Clean-up Events
Page 124 of 272
31 Social Media Policy
32 City Hall Use Policy
33 Sign Retroreflectivity Policy
34 Community Award Policy and Form
35 Policy on Video Recording of City Council Meetings and Work Sessions
36 Policy on City Acceptance or Takeover of Roadways from Other
Jurisdictions
37 Policy on City Communications to Other Public Agencies
38 Cost Participation Policy on Contributing Flows to City Sanitary Sewer
and Storm Water Systems
39 Sanitary Sewer Maintenance Policy
40 Sanitary Sewer Emergency Response Policy
41 Policy on Water Service Line Freeze-Up
42 City Council Meeting Cancellation Policy
43 Data Breach Policy
Page 125 of 272
c;.
CITY OF OAK PARK HEIGHTS
POLICY ON PROFESSIONAL FEES
The City of Oak Park Heights will charge a $3,000 up-front fee for projects and/or
proposals requiring a detailed analysis by City staff, such as special assessment projects,
tax increment financing projects, tax abatement projects, special service district projects,
and annexation requests.
The fee is non-refundable. Any other costs involved in analysis by City staff will be the
responsibility of the developer.
Page 126 of 272
�s
. 1 5
CITY OF OAK PARK HEIGHTS
INTERNET POLICY
I. PURPOSE
A. The City of Oak Park Heights has access to the Internet through the City's
computer system. Users of the City of Oak Park Heights computer system
agree to be bound by the Policies of the City of Oak Park Heights
affecting use of the City's computer systems; therefore, the following
Computer Code of Conduct is adopted.
II. SCOPE
A. All employees of the City of Oak Park Heights shall have the following
privileges regarding access to the Internet:
1. Privilege to access the Internet to facilitate official City business,
personal growth in technology, information gathering skills, and
communication skills;
2. Privilege to use the following methods of retrieving information:
a. File transfer protocol (FTP)
b. Telnet
C. Electronic mail (e-mail)
3. Privilege to request newsgroups from the Internet in order to
facilitate real-time learning with members of the network;
4. Privilege to sign up for listsery on the Internet;
5. Privilege to send e-mail to any member on the Internet.
B. All employees shall have the following responsibilities regarding access to
the Internet:
1. Shall accept the responsibility for all material received. Only those
employees with prior experience or instruction shall be authorized
to use the Internet.
2. Responsibility to monitor all material received via the Internet.
Page 127 of 272
3. Responsible for keeping copyrighted software of any kind from
entering the City's computer system via the Internet.
4. Responsible for keeping all pornographic material, inappropriate
text files, of files dangerous to the integrity of the network from
entering the City's computer system via the Internet.
5. Responsibility to maintain the integrity of the private electronic
mail system. Employees have the responsibility to make only
those contacts related to official City business. The user is
responsible for making sure all e-mail received by him/her does
not contain pornographic material, inappropriate information, or
text-encoded files that are potentially dangerous to the integrity of
City hardware or software.
6. Responsibility to avoid disrupting services to others. Large files
should be downloaded only when network traffic is low, and users
should refrain from transmitting large files.
7. Employees using the City of Oak Park Heights network are
expected to abide by all City Personnel Policies and Practices.
III. DEFINITIONS
A. Internet: A worldwide network of computer networks that exchange
information.
B. File Transfer Protocol (FTP): A common method of moving files between
two Internet sites.
C. Telnet: The command and program used to login from one Internet site to
another.
D. Electronic Mail (e-mail): Messages, usually text, sent from one person to
another via computer. E-mail can also be sent automatically to a large
number of addresses(mailing list).
E. Newsgroups: The name for discussion groups on Usenet, a worldwide
system of discussion groups, with comments passed among hundreds of
thousands of computers.
F Listserv: The most common kind of maillist, a system that allows people
to send e-mail to one address, whereupon their message is copied and sent
to all of the other subscribers to the maillist.
Page 128 of 272
IV. ACCEPTABLE USE
All traffic originating from or being received from the City of Oak Park Heights
computer system shall be for the purpose of or in support of
A. Research;
B. Education;
C. State, local, or national government affairs;
D. Economic development;
E. Public service.
V. UNACCEPTABLE USE
A. It is not acceptable to use the City of Oak Park Heights' computer system
for any purpose which violates U.S. or state laws or other City of Oak
Park Heights policies.
B. It is not acceptable to use the City of Oak Park Heights' computer system
so as to interfere with or disrupt other users, services, or equipment. Such
interference includes, but is not limited.to:
1. Distribution of unsolicited advertising;
2. Propagation of computer worms or viruses;
3. Using the network to make unauthorized entry to other
computational, information, or communications devices or
resources.
VI. ENFORCEMENT AND VIOLATIONS
In the case of an alleged violation of this Policy, the nature of the violation and
supporting evidence shall be submitted to the appropriate department head or the
City Administrator. If there is found to be need for further information, the City
Administrator shall then take further action as deemed appropriate to determine
the extent and nature of the violation. Suspension of network privileges may
result from unauthorized or inappropriate use of the City's computer system.
VII. DISTRIBUTION
A. All City employees
B. City Council
VIII. MODIFICATIONS
The City of Oak Park Heights reserves the right to amend and/or modify this
policy at any time without prior notice. Employees will receive notification of all
such amendments and modifications within thirty(30) days of their effective date.
Page 129 of 272
1, , have
received a copy of the City of Oak Park
Heights' Internet policy as adopted by the
City Council of the City of Oak Park
Heights on December 15, 1998. I have
read the policy and agree to follow it as an
employee of the City of Oak Park Heights.
Dated:
Page 130 of 272
n�
CITY OF OAK PARK HEIGHTS
POLICY ON THE RETENTION OF RECORDINGS RESULTING
FROM COUNCIL, PLANNING COMMISSION, AND PARKS
COMMISSION MEETINGS
As it affects the establishment, use and re-use of recordings used in recording of meetings
of the City Council, Planning Commission, Parks Commission, and related government
bodies and advisory commissions of the City of Oak Park Heights, all such recordings
shall be retained by the City offices for a period of no more than sixty (60) days and
thereafter resubmitted for purposes of re-recording and re-use by technical staff of the
City of Oak Park Heights and others who are cable casting and/or recording such
meetings and/or conferences.
The City shall charge a $15.00 duplication fee for video recordings that are retained by
the City under its sixty(60) day recording retention policy.
Page 131 of 272
CITY OF OAK PARK HEIGHTS
BUSINESS SUBSIDY POLICY (COUNCIL)
This Policy is adopted for purposes of the business subsidies act (the "Act"), which is
Minnesota Statutes, Sections 116J.993 through 116J.995, as amended. Terms used in
this Policy are intended to have the same meanings as used in the Act, and this Policy
shall apply only with respect to subsidies granted under the Act if and to the extent
required thereby.
While it is recognized that the creation of good paying jobs is a desirable goal which benefits
the community, it must also be recognized that not all projects assisted with subsidies
derive their public purposes and importance solely by virtue of job creation. In addition,
the imposition of high job creation requirements and high wage levels may be unrealistic
and counter-productive in the face of larger economic forces and the financial and
competitive circumstances ofan individual business.
The granting of subsidies shall be guided by the following principles and criteria:
• Each project shall be evaluated based on its perceived importance and
benefit to the community from all perspectives deemed relevant,
including created or retained employment positions,where applicable.
The Act now provides that, after public hearing thereon, if the creation or
retention of jobs is determined not to be a goal of a business subsidy, the
wage and job goals may be set at zero. Where creation or retention of jobs
is a goal, the specific number of jobs to be created or retained shall be
stated in the subsidy agreement. Where creation of new jobs is required,
those jobs shall have awage floor of$8.00 per hour.
• The specific minimum requirements under Section 116J.994, Subdivision
2,ofthe Act that a recipient must meet in return for the business subsidy
shall be, where applicable:
• The retention of existingjobs;
• The creation of the specified number of new jobs at or exceeding
the wage floor; and/or
• Where the subsidy relates to the acquisition of personal
property or the acquisition and/or physical development of real
Page 132 of 272
property, the substantial completion of the acquisition or
development thereof
Where applicable, the foregoing shall also be the state measurable, specific and tangible
goals for the subsidy under the related subsidy agreement, as provided in Section
116J.994, Subdivision 3(3), of the Act.
• It is recognized that a particular project which does not include as a goal
the creation or retention of jobs may nonetheless be worthy of support and
subsidy in respect of other perceived benefits.
• In cases where the objective is the retention of existing jobs, the recipient
of the subsidy shall be required to provide reasonably specific
demonstrable evidence of the job loss, absent the subsidy.
Subject to the wage floor, where applicable, the setting of wage and job
goals must be sensitive to prevailing wage rates, local economic
conditions, external economic forces over which neither the grantor nor
the recipient of the subsidy has control, the individual financial resources
of the recipient and the competitive environment in which the recipient's
business exists.
• Because it is not possible to anticipate ever type of project which may in
its context and time present desirable community building or preservation
goals and objectives, the governing body must retain the right in its
discretion to approve projects and subsidies which may vary from the
principles and criteria of this Policy, as may be permitted by but subject to
the procedural and other requirements of the Act.
• As provided in the Act, deviations from the criteria of this Policy are
permitted by documenting in writing the reasons for the deviation and
attaching a copy of the document to the next annual report to the
Minnesota Department of Trade and Economic Development(DTED).
This Policy is intended to conform to the requirements of the Act, including the year
2000 amendments thereto. A copy of this Policy (and any amendments hereto) shall be
submitted along with the first annual report to DTED following its adoption.
Page 133 of 272
CITY OF OAK PARK HEIGHTS
BUSINESS SUBSIDY POLICY (EDA)
This Policy is adopted for purposes of the business subsidies act (the "Act"), which
is Minnesota Statutes, Sections 1161993 through 116J.995, as amended.. Terms used in
this Policy are intended to have the same meanings as used in the Act, and this Policy
shall apply only with respect to subsidies granted under the Act if and to the extent
required thereby.
While it is recognized that the creation of good paying jobs is a desirable goal which
benefits the community, it must also be recognized that not all projects assisted with
subsidies derive their public purposes and importance solely by virtue ofjob creation. In
addition, the imposition of high job creation requirements and high wage levels may be
unrealistic and counter-productive in the face of larger economic forces and the financial
and competitive circumstances of an individual business.
The granting of subsidies shall be guided by the following principles and criteria:
0 Each project shall be evaluated based on its perceived importance and
benefit to the community from all perspectives deemed relevant,
including created or retained employment positions, where applicable.
0 The Act now provides that, after public hearing thereon, if the creation or
retention ofjobs is determined not to be a goal of a business subsidy, the
wage and job goals may be set at zero. Where creation or retention of jobs
is a goal, the specific number of jobs to be created or retained shall be
stated in the subsidy agreement. Where creation of new jobs is required,
those jobs shall have a wage floor of$8.00 per hour.
7 The specific minimum requirements under Section 116J.994, Subdivision
2, of the Act that a recipient must meet in return for the business
subsidy shall be, where applicable:
• The retention of existing jobs;
• The creation of the specified number of new jobs at or exceeding
the wage floor; and/or
Where the subsidy relates to the acquisition of personal
property or the acquisition and/or physical development of real
property, the substantial completion of the acquisition or
Page 134 of 272
development thereof
Where applicable, the foregoing shall also be the stated measurable, specific and
tangible goals for the subsidy under the related subsidy agreement, as provided in
Section 116J.994, Subdivision 3(3), of the Act.
• It is recognized that aparticular project which does not include as a goal the
creation or retention of jobs may nonetheless be worthy of support and
subsidy in respect of other perceived benefits.
• In cases where the objective is the retention of existing jobs, the
recipient of the subsidy shall be required to provide reasonably specific
and demonstrable evidence of the job loss, absent the subsidy.
• Subject to the wage floor, where applicable, the setting of wage and job
goals must be sensitive to prevailing wage rates, local economic
conditions, external economic forces over which neither the grantor nor the
recipient of the subsidy has control, the individual financial resources of
the recipient and the competitive environment in which the recipient's
business exists.
• Because it is not possible to anticipate every type of project which may in
its context and time present desirable community building or preservation
goals and objectives, the governing body must retain the right in its
discretion to approve projects and subsidies which may vary from the
principles and criteria of this Policy, as may be permitted by but subject
to the procedural and other requirements of the Act.
• As provided in the Act, deviations from the criteria of this Policy are
permitted by documenting in writing the reasons for the deviation and
attaching a copy of the document to the next annual report to the
Minnesota Department of Trade and Economic Development (DTED).
This Policy is intended to conform to the requirements of the Act, including the year
2000 amendments thereto. A copy of this Policy (and any amendments hereto) shall be
submitted along with the first annual report to DTED following its adoption.
Page 135 of 272
r5
CITY OF OAK PARK HEIGHTS
POLICY REGARDING REMOVAL/RE-PLANTING OF
BOULEVARD TREES
Trees growing in the boulevard right-of-way will be removed by the City under the
following conditions:
1. The tree is dead;
2. The tree is diseased (with a fatal disease such as oak wilt, Dutch elm disease or an
invasive trunk canker);
3. The tree is an Ash(Fraxinus spp.) in poor condition
4. The tree is hazardous due to decay, storm damage or poor branch/trunk unions;
5. The tree blocks sight lines of a driveway or intersection and cannot be pruned to
correct the situation;
6. The tree has Iarge roots which are interfering with curbing, driveway, sidewalk,
sewer/water lines and corrective work needs to be done to the disturbed hardscape
or utility;
7. The tree's roots are causing major damage to the property owner's lawn and all
other remedies have failed to correct the problem. (Property owner should submit
a Boulevard Tree Removal Request Form to the City Arborist)
In some circumstances, a property owner may want to have a boulevard tree removed and
conditions 1-6 do not apply. In these situations the following will apply:
1. The property owner(s) should submit a Boulevard Tree Removal Request Form to
the City Arborist stating the reasons.why they want the tree removed;
2. The City Arborist will assess the situation and determine whether or not the tree
should be removed;
3. If, at the Arborist's discretion, a removal permit is granted, the City will have the
tree removed and the property owner will pay a fee of$200.00 to share the cost of
removal and re-planting.
In cases where a boulevard tree is dead or dying due to damage caused by a lawnmower,
weed whip/other tool or vehicle run either by the property owner, or a lawn care firm
hired by the property owner, the boulevard tree will be removed and replaced by the City
and the property owner will pay a fee of x`$200.00 per tree to share the cost of removal
and re-planting.
In all cases where boulevard trees have been removed, a replacement tree will be planted
in accordance with the following provisions:
Page 136 of 272
1. There is adequate space on the boulevard for a new tree to grow to a healthy
maturity;
2. The tree species will be chosen based on the City of Oak Park Heights Tree
Species List and is listed as a City Boulevard Tree Option;
3. The adjoining property owner will be responsible for watering the new tree and
keeping the mulch ring in place/maintained for at least one year after planting.
*In cases where a tree has died due to lawnmower or weed whip damage and a
replacement has been requested within a two year time span after the previous tree has
died from this cause; cost share will increase with each removal/re-placement request by
$100 for each request.
Policy Amended by the City Council on 12/8/2015
Page 137 of 272
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1
CITY OF OAK PARK HEIGHTS
AGENDA ITEM ACCEPTANCE POLICY
The City of Oak Park Heights finds that in order to give adequate review to Council
agenda items, the following policies apply.
The policies apply to all elected officials and to individuals requesting items to be placed
on a City Council Meeting Agenda.
1. Council agenda packets will be prepared on the last business day of the week
prior to the Council meeting and delivered to Councilmembers that day unless
they request alternate arrangements.
2. Once the Council agenda packet has been delivered to the Councilmembers it
becomes public information and the public may review it or have portions copied
at the City's copy rate.
3. All applications must be complete and all information that is required must be
received before being officially accepted and placed on the Council Agenda to
establish a public hearing, if needed.
4. All agenda items requiring a staff report must be received by noon on the last
business day of the week prior to the week Council packets are prepared.
5. All agenda items not requiring a staff report must be received by noon the day
prior to the day the agenda packet is prepared.
6. All agenda item requests must be submitted in writing and/or submitted on a form
supplied by the City.
7. Any agenda items received between noon on the last business day of the week
when agenda packets are completed and the following noon of the day prior to the
Council meeting require a simple majority vote of Council in order to be placed
on the agenda and discussed at the Council meeting.
8. Any agenda items received after noon the day prior to the Council meeting
following the last business day of the week that agenda packet preparation
completed require a super majority vote of Council in order to be placed on the
agenda.
Page 141 of 272
9. Any staff, consultant, or commission items which require a vote must be placed
under the Consent Agenda, New Business or Old Business as a separate agenda
item.
Page 142 of 272
CITY OF OAK PARK HEIGHTS
FIXED ASSET SYSTEM POLICY AND PROCEDURE MANUAL
ADOPTED DECEMBER 11, 2001
AMENDED NOVEMBER, 27, 2007
TABLE OF CONTENTS
I. INTRODUCTION
Goal
Management
II. GENERAL SYSTEM DESCRIPTION
Capital Asset Definition
Valuation of Capital Assets
Acquisition of Capital Assets
Treatment of Subsequent Costs
Retirement
Changes
Inventory Check
Major Function and Benefits
III. POLICIES AND PROCEDURES
General
User Department Responsibility
New Acquisitions
Finance Department Responsibility
Capital Asset System Maintenance
Retirements and Transfers Out
IV. ASSET DESCRIPTIONS
V. SOURCE OF FUND DEFINITIONS
VI. LOCATION CODES
VII. ASSET IDENTIFICATION CODES
VIII. ASSET AQCUISTION CODES
IX. ASSET DISPOSAL CODES
Page 143 of 272
I. INTRODUCTION
Oak Park Heights City officials have a stewardship responsibility for the City's resources
in provision of Government stewardship, it is essential that the City establish and
maintain a capital asset system which incorporates specific capital assets to individual
public officials, and serve as a prerequisite to the preparation of satisfactory and complete
financial reports.
A. Goal
The establishment and maintenance of a capital asset system is essential to
provide management with data for the physical and dollar value control of assets.
B. Management Objectives
The management objectives of the capital asset system are:
I. To assign responsibility for the custody and proper use of specific assets to
individual officials or department heads.
2. To substantiate valuations of capital assets in accordance with Generally
Accepted Accounting Principles (GAAP) for fiscal reporting.
3. To control retirements of capital assets by type of retirement, i.e. sales,
trade-ins, thefts and items scrapped.
4. To assist in providing depreciation computations for Federal and State
Government reporting purposes.
5. To serve as a basis for valuation for insurance purposes and to provide a
record of assets insured.
6. To encourage transfer of surplus equipment to area of need.
7. To aid in budget preparation, analysis and approval.
II. GENERAL SYSTEM DESCRIPTION
A. Capital Asset Definition
According to Governmental Accounting, Auditing and Financial Reporting(GAAFR)
a capital asset is defined as a specific piece of property, which meets the following
attributes:
1. It is tangible in nature in that the physical substance does not materially
change its form through use.
Page 144 of 272
2. Its expected useful life is greater than one year.
3. It has significant value. In Oak Park Height's financial system, significant
value means that it has a cost of more than$5,000.00.
4. All other capital equipment purchases (non-computer/video) from $500.00 to
$4,999.99 will be recorded as "insurable" and maintained for insurance
purposes only. The benefits of tracking items such as desks and large table
does not equal or exceed the cost and, therefore, will not be capitalized nor
audited for financial reporting purposes.
B. Valuation of Capital Assets
Capital assets should be accounted for at cost or, if cost is not practical to determine,
we will estimate the cost or use fair value.
l.. Cost.
Capital assets should be recorded at cost or fair value. The cost of a capital asset
includes not only its purchase price or construction cost,but also ancillary charges
necessary to place the asset in its intended location and condition of use.
Ancillary charges include costs such as freight and transportation charges, site
preparation expenditures, professional fees, legal claims, and legal claims directly
attributable to asset acquisition.
2. Estimated Cost.
Initial costs of capital assets usually are readily ascertainable from contracts,
purchase orders, and other transaction documents at the time of acquisition or
construction. Oak Park Heights was faced with the task of establishing
appropriate capital asset accounting records and valuation after many years of
operation without such records. Therefore, the original purchase documents may
not have been available, and Oak Park Heights has estimated the original cost of
such assets recognizing that this practice introduces some margin of error into the
Capital Asset Accounts as compared with proper recording at the time of
acquisition. However, such error will have only shortrun significance because, as
older assets are retired and replaced, estimated costs are replaced by properly
recorded actual cost amounts. The extent to which capital asset costs have been
estimated, and the methods of estimation, will be disclosed in the notes to the
financial statements.
3. Fair Value
Capital assets that are donated or acquired should be recorded at fair values at the
time of donation or acquisition.
4. Depreciation.
Depreciation on acquired assets for the first year shall be pro-rated based on the
month of acquisition through the calendar year end, then annually there after.
Page 145 of 272
Depreciation will be calculated using a straight-Zine method over the estimated
useful lives of the asset.
Standard estimated useful lives are as follows:
Building and Structures 20-50 years
Equipment and Machinery 5-15 years
Distribution and Collection System 50 years
Computer Equipment 3-5 years
Water Meters 20 years
Streets 25 years
Storm Sewers 50 years
Land Not Depreciable
C. Acquisition of Capital Assets.
1. Purchase.
A purchase is an acquisition through direct outlay of cash and or other
consideration for the capital asset. The book value of an older capital asset traded
in for a new one does not affect the basis of the new asset except for trade-in of
similar assets in Enterprise Funds as follows:
The fair value, which usually is the invoice cost (i.e., the amount before the
reduction in cost resulting from the trade-in) on an outright purchase of a new
item, should be the carrying value in the fixed asset system.
The purchase could be reported under either a net method or a gross method.
When using the net method for reporting asset purchases on the governmental
fund type operating statement, the capital outlay expenditures reported would not
agree with the total additions to the fixed asset system by the amount of any trade-
in allowances.
However, when using the gross method for reporting the asset purchases on the
governmental fund type operating statement, the flow of resources reported would
recognize both the financial resources represented by the trade-in of the asset
being replaced and the cash boot. With the gross method, capital outlay
expenditures reported in the governmental fund,type operating statement usually
should agree with the total additions to the fixed asset system. The City will be
using the gross method for purchases with trade-ins.
Page 146 of 272
EXAMPLES:
Journal Entries: DR CR
Net Method:
Fixed Asset System
Investment in general fixed assets $8,000
Machinery and equipment $8,000
(To remove the carrying value of the traded-in asset.)
Machinery and equipment $10,000
Investment in general fixed assets $10,000
(To record carrying value of purchased general
fixed asset.)
Governmental Fund
Expenditures $4,000
Accounts payable $4,000
(To record purchase of a general fixed asset
at cost, net of trade-in allowance.)
Or
Gross Method.•
Fixed Asset System
Investment in general fixed assets $8,000
Machinery and equipment $8,000
(To remove the carrying value of the traded-in asset.)
Machinery and equipment $10,000
Investment in general fixed assets $10,000
(To record carrying value of purchased general
fixed asset.)
Governmental Fund
Expenditures $10,000
Other financing sources-proceeds from
General fixed asset disposition $6,000
Accounts Payable $4,000
(To record purchase of a general fixed asset and
disposition of the traded-in asset.)
Page 147 of 272
2. Construction.
Construction includes buildings actually constructed by the City. The labor,
materials, equipment and overhead costs are all part of the construction cost.
3. Lease-Purchase and Installment Purchase.
Lease-purchase agreements are contractual agreements which, in substance,
amount to purchase contracts. General capital assets acquired via lease-
purchase agreements are capitalized in the Capital Asset System at the
inception of the agreement in the account of the item as if it had been
purchased outright. Multiple-year installment contracts are accounted for in
the same manner as lease-purchase agreements.
4. Eminent Domain.
This is the power of Government to acquire private property for public
purpose, and it is frequently used to obtain real property which cannot be
purchased from owners in a voluntary transaction. Where the power of
eminent domain is exercised, owners are compensated by the Government in
an amount determined by the courts. General capital assets acquired by
eminent domain should be capitalized in the Capital Asset System in that
amount.
5. Foreclosure.
Closely related to eminent domain as an involuntary judicial procedure, but
used much less frequently as a means of acquiring capital assets for
Government retention and use, is the foreclosure of tax or special assessment
hens. Ordinarily, property foreclosed is resold to liquidate delinquent tax or
special assessment obligations, but on occasion, Governments retain
possession for their own needs. General capital assets acquired by tax or
special assessment foreclosure which are to be resold in the near future are
generally accounted for by the Government to which the taxes or assessments
are owed and offset there with a fund balance reserve account. Assets that are
not sold are capitalized in the Capital Asset System at their fair value on the
date of foreclosure.
5. Gift.
Governments may acquire properties by gift. Donated capital assets should be
recorded to the fund to which they relate or in the Capital Asset System, as
appropriate, at their estimated fair value at time of acquisition.
D. Treatment of Costs Subsequent to Acquisition
Expenditures on capital assets which are incurred after their original acquisition are
defined and recorded as follows:
1. Maintenance.
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Maintenance costs are those that neither materially add to the value of the property
nor appreciable prolong its life, but merely keep it in ordinary efficient operating
conditions. Maintenance costs are not charged to capital asset capital accounts,but
to maintenance and repair expenditure accounts.
2. Betterments.
Betterments consist of the replacement of a unit of an existing asset by an
improved or superior unit, usually resulting in a more productive, efficient or
longer-lived asset. Significant betterments are considered to be capital asset
additions and are added to the value of the property. I.e.; printer added to a
personal computer.
The decision as to whether betterment has been effected is made by an evaluation of
engineering,physical, or other relevant factors apart from cost. Replacement of a part
of an existing asset by another of like quality is not betterment, even though the
useful life of the asset is maintained or extended.. These costs are charged to
expenditure accounts.
E. Retirements
The term retirement is used to describe the removal of a capital asset from the capital
asset system. The various types of retirement are defined below and must be reported
to the Finance Department to ensure that changes are entered in the system and that
the master file is updated.
1. Surplus Property.
Surplus property is used to describe a capital asset or non-expendable supply,
which is operable, but no longer usable to a particular department. If the surplus
property cannot be transferred, the City pursuant to Minnesota State Statues will
dispose of the property.
2. Sale of a Capital Asset.
Capital assets and/or non-expendable supplies, which are to be sold, are subject to
the requirements, described in Minnesota State Statue. The Finance Department
will retire items that are sold from the capital asset system.
3. Trade-In.
A department head retiring a capital asset as a trade-in for a new acquisition will
inform the Finance Department of the retirement on a capital asset input form.
4. Obsolescence.
Capital assets or non-expendable supplies that have lost their usefulness resulting
from invention, change of style, legislation, or other causes having no physical
relation to the object affected are included in this category. The asset may still be
operable, but it has lost its usefulness to a particular department. Since the
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obsolete capital asset may be of use to another department, the capital asset is first
retired from a department by transferring the capital asset to surplus property.
5. Lost, Stolen or Damaged Beyond Repair.
When a capital asset or non-expendable supply is retired from the capital asset
system through one of these unexpected methods, the incident will be reported to
the appropriate law enforcement personal (if applicable) and to the Finance
Department for risk management purposes. The department head must also notify
the Finance Department on a Capital Asset Input form so that changes can be
entered into the capital asset system.
F. Changes
Other changes occurring subsequent to the acquisition of a capital asset and a non-
expendable supply, such as betterment or a transfer, must be reported to the Finance
Department on a capital asset input form.
I. Betterments.
As described in Section II. D. 2., Betterments have the effect of extending the
useful life of an existing asset and are expenditure other than normal maintenance
and upkeep. For a betterment, the department head must submit a complete
Capital Asset Input Form to the Finance Department.
2. Transfers.
When a capital asset and/or non-expendable supply item is transferred to a
different department, the department head who is responsible for the item must
inform the Finance Department of the changes in ownership and location on the
Capital Asset Input Form. The Finance Department will enter these changes into
the Capital Asset Systems so that the master file is updated.
G. Inventory Check
To verify that the information in the Capital Asset System is up to date, the Finance
Department will provide the department heads with yearly printouts of the assets
charged to their departments. The department heads should review their list to
determine that all capital assets are identified properly and that the proper adjustments
have been made. Any discrepancies should be reported immediately to the Finance
Department.
H. Major Function and Benefits.
The major function of the system is to build, update and maintain a capital asset
master file. The major benefits of the system are that it provides all departments with
a centralized and automated system to process their capital asset activity. This
provides management with the information needed to account for the investment in
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capital assets, and assist individual departments in controlling the capital assets they
have in their possession. The major objectives of the system are discussed in the
"Introduction Section".
III. POLICIES AND PROCEDURE
A. General
The capital asset system maintains a complete record of individual capital assets for
all Departments. The maintenance of capital asset records is the joint responsibility
of the department, which is purchasing the item and thereby, has control of the assets,
and is tagging the item, and Finance, which is entering it into the capital asset system.
The capital asset system is operated and maintained as a separate system from the
financial system. Source documents for the financial system, such as purchase
orders, are not automatically input forms.
B. User Department Responsibility
All capital assets with a value of$5,000.00 or more must have a record in the Capital
Asset System. Each department head or designee is accountable for the furnishings
and equipment of the department and is responsible for:
1. Initiation and submission of input forms to the Finance Department for
additions,retirements, transfers or other changes.
2. Insuring that the capital assets in the custody of his/her department
are not transferred from the department without following proper
procedures.
C. New Acquisitions
I. The department head or designee who places an order for a capital asset must
submit a Capital Asset Input Form to the Finance Department along with a copy
of the purchase order. It should include the following information: Department
Number; Location Number; Date Received; Acquisition Method code (Purchase,
lease, etc.); Funding Source; Vendor Name; and Disposition Code/Date. Form
should be signed and dated by the department head.
2. The individual department is responsible for the following:
a. Obtaining an inventory number for the item and physically tagging the
item.
b. Completion of the following information; Asset Description (detailed-
including year, model, serial or VIN number, make, color, type); Asset
Identification Code; Location Code; Miscellaneous Comments.
C. Forward Capital Asset Input Form to the Finance Department.
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D. Finance Department Responsibility
L The Finance Department is responsible for completing the following
information upon processing the purchase order for payment: Asset Account
Number; Invoice Number and Invoice Date; Life expectancy, Purchase Price
(including freights, preparation costs, installation, etc.) and for checking
accuracy of the information provided by the Department. The Finance
Department will verify purchase and cost with general ledger.
E. Capital Asset System Maintenance
The Finance Department is to perform Capital Asset Maintenance.
a. Input of information to the Capital Asset System.
b. Proofing input against edit list.
F. Retirements and Transfers Out
When a department retires or transfers out an asset the Department
Head is responsible for completion of an "Asset Retirement Form". The
Department Head should sign and date the form. The Finance Department
must receive the original.
The Asset Retirement Form should be completed no later than one
week after the asset is retired or transferred and include the following
information:
1. Date of retirement,transfer, trade-in, and disposal.
2. Department retiring or transferring the asset.
3. Account number assigned by the Finance Department when the
asset was acquired.
4. Tag number affixed to the asset.
5. Asset description(detailed).
6. Method of Disposition,i.e. traded, transferred, retired.
7. If transferred, name of department that is responsible for the asset
after the transfer.
8. Sale or trade-in value.
9. Indicate whether the property identification tag is enclosed.
The Finance Department is responsible for the input of the Asset Retirement
form information.
1V. ASSET DESCRIPTIONS
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The following will serve as definitions in determining what is to be capitalized
as fixed asset. The fixed asset system is grouped into eleven categories for
reporting purposes. They are as follows:
1. OFFICE EQUIPMENT
Assets that are designed for functional use by people in any City Facility.
This category includes desks, chairs, couches, file cabinets, calculators,
etc.
2. COMPUTER
Includes all computer components and accessories and software.
3. PARK/PLAYGROUND EQUIPMENT
Includes equipment and fixtures used in City parks. This category
includes drinking fountains, trash receptacles, signs, picnic tables, stoves,
benches, playground equipment, etc.
4. VEHICLES
Includes motorized and non-motorized equipment that has a primary
function of city street, park, utility maintenance and police vehicles. Also
includes equipment that hauls a payload greater than 4,000 pounds. This
includes transportation charges, painting and installation costs of
additional equipment necessary for intended use. This category also
includes any fixed asset that is material in value, but does not fit a
previous category will be accounted for under equipment. Examples
would include tool sets, sirens, gun locks, light bars.
5. PUBLIC WORKS EQUIPMENT
Includes equipment used by the Public Works Department for water,
sewer, parks, and streets. Examples are post driver, water meters,
hydrants, meter readers, mowers, and saws.
6. POLICE OFFICER EQUIPMENT
Includes equipment used by the City Police Department officers.
Examples are weapons, radios, dictaphones.
7. CIVIL DEFENSE EQUIPMENT
Includes equipment used for the civil defense of the City such as sirens
and warning lights.
8. BUILDING AND STRUCTURES
Includes structures that are City owned. Also includes fixtures and any
other necessary elements for the proper function of the building. This
includes architect fees, legal fees, appraisers, costs of fixtures, damage
claims, insurance premiums for construction, interest and unrelated costs
during construction.
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9. LAND IMPROVEMENT AND IMPROVEMENTS
Any parcel of land that is City-owned whether developed or undeveloped.
This includes legal fees, appraisal and negotiation fees, surveying fees,
site preparation costs, demolition of unwanted structures and damage
payments.
10. STREET IMPROVEMENTS
Includes streets that are City owned. This includes legal fees, appraisal
and negotiation fees, surveying fees, site preparation costs, interest and
unrelated costs during construction.
11. STORM SEWER IMPROVEMENTS
Includes storm sewer systems that are City owned. This includes legal
fees, appraisal and negotiation fees, surveying fees, site preparation costs,
interest and unrelated costs during construction. This also includes storm
water holding ponds.
V. SOURCE OF FUNDS DEFINITIONS
The following will serve as definitions of types of actual funding sources that finance
the assets. Funding sources in the fixed asset system will be determined by the fund
in which the project is paid from i.e., (General, Special Revenue, Capital Project or
Donations).
A. BONDS OR NOTES
Proceeds from the issuance of serial bonds, statutory installment bonds,
anticipation notes or capital notes. This includes General Obligation Debt.
B. CURRENT BUDGET APPROPRIATION
Funds provided from specific, budgeted operating funds. Identifying the
specific generic fund type is appropriate here. This includes General Fund
and Utility Fund distributions.
C. GIFTS AND DONATIONS
Monies or property received from donors
D. SPECIAL ASSESSMENT DEBT
Funds provided by property owners and government in connection with a
special assessment project.
E. STATE AID GRANTS
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Grants provided to the government by state government and used for the
purchase or construction of fixed assets.
F. FEDERAL.AID GRANTS
Grants provided to the government by federal government and used for the
purchase or constriction of fixed assets.
G. OTHER
Other fixed asset financing received, which cannot be classified in one of the
previous classifications.
VI. LOCATION CODES
01 City Hall
02 Police Department
03 Public Works Garage
04 Brekke Park
05 Valley View Park
06 Cover Park
07 Swager Park
08 Water Department
09 Sewer Department
10 Community Development Department
11 Pathways/Trails
12 Autumn Hills Park
13 Streets
14 Linear Park
VII. ASSET IDENTIFICATION CODES
1. Office Equipment
2. Computer Equipment
3. Park/Playground Equipment
4. Vehicles
5. Public Works Equipment
6. Police Officer Equipment
7. Civil Defense Equipment
S. Street Improvements
9. Building& Structures Contributed
10. Building& Structures
11. Land Improvement
12. Land-Property
13. Land Improvement—Contributed
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14. Storm Sewer Improvements
15. Street Lighting
VIII. ASSET ACQUISITION CODES
SOURCE OF FUND CODES
101 General Fund
200 Special Revenue Funds
Forfeiture Seizure
Economic Development
400 Capital Project Funds
Budgeted Projects&Equipment
General Obligation Debt
Revenue Debt
Special Assessment Debt
Other Debt
600 Grants
State Grants
Federal Grants
Other Agency Grants
700 Enterprise Funds
800 Gift&Donations
DEPARTMENTS
40000 General Management&Building
40100 Mayor&Council
40200 Legal
40300 Elections
40400 Administration
40500 Planning
40600 Finance
40650 Computer
40700 Assessor
41000 Engineering
41200 Community Development
41510 Police Department
41520 Fire Protection
41530 Building Inspection
42010 Street Maintenance
42020 Snow and Ice Removal
42030 Street Lighting
42040 Tree Inspector
44010 Parks
46000 Contingency
47000 Miscellaneous
48100 Water Department
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48200 Sewer Department
48300 Storm Sewer Department
49100 Sanitation Department
ACQUISITION METHOD
1 Purchase
2 Construction
3 Leases—Purchase and Installment—Purchase
4 Eminent Domain
5 Foreclosure
6 Gift
7 Trade
8 Other
IX. ASSET DISPOSAL CODES ISPOSITION METHOD
DISPOSITION CODES
1 Surplus Property
2 Sale of a Capital Asset
3 Trade-in
4 Obsolescence
5 Lost, Stolen or Damaged Beyond Repair
6 Cannibalized
7 Transferred
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�d
CITY OF OAK PARK HEIGHTS
COMMISSION APPOINTMENT POLICY
The City of Oak Park Heights Parks and Planning Commissions shall conduct interviews
of applicants when a vacancy occurs on the commission. After interviews are conducted
the Parks or Planning Commission shall make a recommendation of appointment to the
City Council.
Adopted: December 27,2001
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r
8,
CITY OF OAK PARK HEIGHTS
INVESTMENT POLICY
Policv
It is the policy of the City of Oak Park Heights to invest in public funds in a manner which
will provide the highest investment return with the maximum security while meeting the daily
cash flow demands of the City and conforming to all state and local statutes governing the
investment of public funds.
Scope:
This investment policy applies to all financial assets of the City of Oak Park Heights. These
funds are accounted for in the City's annual financial report. These funds include but are not
limited to:
General Fund
Special Revenue Funds
Capital Project Funds
Enterprise Funds
Debt Service Funds
Trust and Agency Funds
Any new finds created by the governing body, unless specifically exempted by the
governing body
Prudence:
Investments shall be made with judgment and care —under circumstances then prevailing
which persons of prudence, discretion and intelligence exercise in the management of their
own affairs, not for speculation, but for investment, considering the probable safety of their
capital as well as the probable income to be derived.
The standard of prudence to be used by investment officials shall be the "prudent person"
standard and shall be applied in the context of managing an overall portfolio. Investment
officers acting in accordance with written procedures and the investment policy and exercising
due diligence shall be relieved of personal responsibility for an individual security's credit risk
or market price changes, provided deviations from expectations are reported in a timely
fashion and appropriate action is taken to control adverse developments.
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Objective:
The primary objective, in priority order, of the City of Oak Park Heights' investment activities
shall be:
1. Safety: Safety of principal is the foremost objective of the City Council.
Investments of the City shall be undertaken in a manner that seeks to ensure the
preservation of capital in the overall portfolio.
2. Liquidity: The City's investment portfolio will remain sufficiently liquid to
enable the City to meet all operating requirements which might be reasonably
anticipated.
3. Return of investment: The City's investment portfolio shall be designed with
the objective of attaining a market rate of return throughout budgetary and
economic cycles, taking into account the City's investment risk constraints and
the cash flow characteristics of the portfolio.
Delegation of Authori :
Subject to the requirements of the above priority objectives, it is the policy of the City of Oak
Park Heights to offer financial institutions within the St. Croix Valley area the opportunity to
bid on investments; however, the City of Oak Park Heights will seek the best investment yields.
Authority to manage the investment program is derived from Minnesota Statute 118A.02.
Management responsibility for the investment program is hereby delegated to the Deputy
Clerk/Finance Director, who will assure compliance with this policy and further develop and
maintain adequate controls, procedures and methods assuring safe and accurate accounting on
a day-to-day basis, with the approval of the Oak Park Heights City Council. In the absence of
the Deputy Clerk/Finance Director, this responsibility will be assumed by the City
Administrator.
Officers and employees involved in the investment process should refrain from personal
business activity which could conflict, or give the appearance of a conflict, with the impartial
administration of the investment program.
Authorized Financial Dealers and Institutions:
The Deputy Clerk/Finance Director will maintain a list of financial institutions authorized to
provide investment services. In addition, a list will also be maintained of approved security
broker/dealers selected by credit worthiness who maintain an office in the State of Minnesota.
No public deposit shall be made except in a qualified public depository as established by state
laws.
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Authorized and Suitable Investments:
Minnesota Statute, Section 118A.04 provides authorization for cities to invest idle public funds
in certain specified obligations and to make interest bearing deposits of such funds in state or
national banks, savings and loan associations, or credit unions. Permissible investments
include:
1. Direct U.S. Government Obligations:
a. Treasury Bills
b. Certificates of Indebtedness
C. Treasury Notes
d. Treasury Bonds
2. Federal Agency Issues (Not directly guaranteed by U.S. Government)
a. Federal Home Loan Banks
b. Federal National Mortgage Association
C. Federal Land Banks
d. Federal Intermediate Credit Banks
e. Banks for Cooperatives
f. Federal Farm Credit System Wide Bonds
3. General obligations of the State of Minnesota or Minnesota municipalities.
4. Bankers' acceptances of United States Banks eligible for purchase by the Federal
Reserve Systems.
5. Commercial paper issued by United States corporations or their Canadian
subsidiaries that has the highest rating (A-1, P-1) and matures in 270 days or less.
6. Savings accounts or certificates of deposit in designated depositories which are
fully insured or collateralized.
7.Repurchase agreements permissible under Minnesota Statute I I8A.05.
8. League of Minnesota Cities Money Market Fund.
Collateralization:
Interest-bearing deposits in authorized depositories must be fully insured or collateralized. If
the designated depository is a member of FDIC or FSLIC an amount may be deposited which
does not exceed the amount of insurance. If he governing body desires to deposit a greater
amount, the excess must be protected by collateral furnished by the depository. If collateral is
furnished, the total amount of the collateral computed at its market value shall be at least ten
percent (10%) more than the amount of the excess deposit. When the pledged collateral consists
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of notes secured by First Mortgages, the market value must be at least forty percent (40%) more
than the amount of the excess deposit.
Permissible types of collateral include:
1 Obligations which are legally authorized investments for debt service
funds under Minnesota Statutes, Section 118A.03 (See items 1- 8 under permissible
inves 1 ments).
2• Municipal General Obligation Bonds, rated "A" or better by Moody's
Investors Service, Inc. or Standard & Poor's Corporation.
All collateral shall be deposited with the Chief Financial Officer of the City of Oak Park Heights
or placed in safekeeping for the City in a financial institution approved by it or its designated
representative. The collateral shall not be redeposited in the bank, trust company or thrift
institution furnishing it
Any collateral so deposited must be accompanied by an assignment to the City of Oak Park
Heights from the depository. The assignment shall require the depository to pay to the City
Finance Officer or his/her order, on demand, all money deposited free of exchange or other
charges, except for early withdrawal penalties on time deposits, as well as all interest when due
at the agreed upon rate. The assignment shall also state that, in case of any default upon the part
of the depository, the City of Oak Park Heights or its designated representative may sell as
much of the collateral as needed to cover the uninsured deposit, with any excess to be paid over
to the depository.
Diversifications and Maturities:
Itis the policy of the City of Oak Park Heights to diversify its investment portfolio. Investment
funds shall be diversified to eliminate the risk of loss resulting from over concentration of assets
in a specific maturity.
To the extent possible the City will attempt to match its investments with anticipated cash flow
requirements. For the purpose of making the maximum amount of funds available for
inveslment, the cash for all City funds is pooled in an investment account. Interest earnings are
allocated among the various funds based upon their average cash balance.
The City's investment portfolio shall be invested in certificates of deposit or other instruments
through banks or other financial institutions which are designated depositories by the City
Council, provided adequate insurance and conforming pledging is available in conformance with
authorized securities. These investments may be scheduled maturities, or they may be part of
the investment strategy of securing maximum interest rates for part of the investment portfolio.
After the liquidity needs, and scheduled maturity needs are satisfied, the balance of the funds
available for investment may be placed with institutions that offer the greatest
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safety and highest rate of return consistent with the maturities as determined by the City.
Quotations or telephone bids are normally taken for all investments whether they are short
term or long term.
Re o�rtiing:
The Deputy Clerk/Finance Officer will submit a report each month to the City Council
summarizing the investment activity. This report should contain details relating to all
investment transactions for the period including types of investments, institutions in which
funds are invested, interest rates and maturity dates.
An annual report on the investments shall be presented to the City Council in the annual
financial report.
Investment Policy Adoption;
The City Council shall review and approve the investment policy each year and designate
depositories at the first regular meeting of January. Any modifications made thereto must be
approved by the City Council.
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CITY OF OAK PARK HEIGHTS
DATA PRACTICES PROCEDURES
I. Introduction
These procedures are adopted to comply with the requirements of the Minnesota Data
Practices Act (the "Act"), specifically Minn. Stat. Sec. 13.03, Subd. 2 and 13.05, Subd. 5
and 8.
U. Responsible Authority
The person who is the responsible authority for compliance with the Act is the City
Administrator(also referred to as the City Clerk-Treasurer). The responsible authority has
designated certain other City employees to assist in complying with the Act. These
designees are listed on attached Exhibit 1.
M. Access to Public Data
All information maintained by the City is public unless there is a specific statutory
designation which gives it a different classification. Categories of classification are as
follows:
Data on Individuals Data Not on Individuals Degree of Accessibility
(Natural Persons)
Public Public Accessible to anyone
Private Nonpublic Accessible to data subjects
and to government officials
whose duties reasonably
require access
Confidential Protected Nonpublic Accessible only to
governmental officials whose
duties reasonably require
access
The City General Records Retention Schedule lists data series maintained by the City
and their classifications.
A. People Entitled to Access. Any person has the right to inspect and copy
public data. The person also has the right to have an explanation of the
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meaning of the data. The person does not need to state his or her name or
give the reason for the request.
B. Form of Request. The request for public data may be verbal or written.
C. Time Limits.
Requests. Requests will be received and processed only during normal
business hours.
Response. If copies cannot be made at the time of the request, copies must
be supplied as soon as reasonably possible.
D. Fees. Fees may be charged only if the requesting person asks for a copy or
electronic transmittal of the data. Fees will be charged according to the
City's standard photocopying and fee schedule,attached as Exhibit 2,unless
significant time is required. In that case, the fee will include the actual cost
of searching for, retrieving, and copying or electronically transmitting the
data. The fee may not include time necessary to separate public from non-
public data.
The responsible authority may also charge an additional fee if the copies
have commercial value and are a substantial and discrete portion of a
formula, compilation, program, process, or system developed with
significant expenditure of public funds. This additional fee must relate to
the actual development costs of the information.
IV. Access to Data on Individuals.
Information about individual people is classified by law as public, private, or
confidential. A list of the private and confidential information maintained by the City
is contained in Appendix A.
A. People Entitled to Access.
• Public information about an individual may be shown or given to
anyone.
• Private information about an individual may be shown or given to:
• The individual, but only once every six months, unless a
dispute has arisen or additional data has been collected.
• A person who has been given access by the express written
consent of the data subject. This consent must be on the form
attached as Exhibit 3, or a form reasonably similar.
- People who are authorized access by the federal, state, or
local law or court order.
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People about whom the individual was advised at the time the
data was collected. The identity of those people must be part
of the Tennessen warning described below.
People within the City staff, the City Council, and outside
agents (such as attorneys) whose work assignments or
responsibilities reasonably require access.
• Confidential information may not be given to the subject of the data,
but be shown or given to:
• People who are authorized access by federal, state, or local
law or court order.
People within the City staff, the City Council, and outside
agents (such as attorneys) whose work assignments or
responsibilities reasonably require access.
B. Form of Request. Any individual may request verbally or in writing if
the City has stored data about that individual and whether the data is
classified as public,private, or confidential.
All requests to see or copy private or confidential information must be in
writing.An Information Disclosure Request, attached as Exhibit 4,must be
completed to document who requests and who receives this information.
The responsible authority or designee must complete the relevant portions
of the form. The responsible authority or designee may waive the use of
this form if there is other documentation of the requesting party's identity,
the information requested, and the City's response.
C. Identification of Requesting Party. The responsible authority or designee
must verify the identity of the requesting party as a person entitled to access.
This can be through personal knowledge, presentation of written
identification, comparison of the data subject's signature on a consent form
with the person's signature in City records, or other reasonable means.
D. Time Limits.
• Requests. Requests will be received and processed only during
normal business hours.
• Response. The response must be immediate, if possible, or within
10 days of the date of the request,excluding Saturdays, Sundays,and
legal holidays,if immediate response is not possible.
E. Fees. Fees may be charged in the same manner as for public information.
F. Summary Data. Summary data is statistical records and reports derived
from data on individuals but which does not identify an individual by
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name or any other characteristic that could uniquely identify an
individual. Summary data derived from private or confidential data is
public. The responsible authority or designee will prepare summary data
upon request, if the request is in writing and the requesting party pays
for the cost of preparation. The responsible authority or designee must
notify the requesting party about the estimated costs and collect those
costs before preparing or supplying the summary data. This should be
done within 10 days after receiving the request. If the summary data
cannot be prepared within 10 days,the responsible authority must notify
the requester of the anticipated time schedule and the reasons for the
delay.
Summary data may be prepared by "blacking out" personal identifiers,
cutting out portions of the records that contain personal identifiers,
programming computers to delete personal identifiers, or other
reasonable means.
The responsible authority may ask an outside agency or person to
prepare the summary data if(1)the specific purpose is given in writing,
(2)the agency or person agrees not to disclose the private or confidential
data, and (3) the responsible authority determines that access by this
outside agency or person will not compromise the privacy of the private
or confidential data. The responsible authority may use the form attached
as Exhibit 5.
G. Juvenile Records. The following applies to private (not confidential) data
about people under the age of 18.
• Parental Access. In addition to the people listed above who may
have access to private data, a parent may have access to private
information about a juvenile data subject. "Parent"means the parent
or guardian of a juvenile data subject, or individual acting as a parent
or guardian in the absence of a parent or guardian. The parent is
presumed to have this right unless the responsible authority or
designee has been given evidence that there is a state law,court order,
or other legally binding document which prohibits this right.
• Notice to Juvenile. Before requesting private data from juveniles,
city personnel must notify the juveniles that they may request that the
information not be given to their parent(s). This notice should be in
the form attached as Exhibit 6.
• Denial of Parental Access. The responsible authority or designee
may deny parental access to private data when the juvenile requests
this denial and the responsible authority or designee determines that
withholding the data would be in the best interest of the juvenile.
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This request from the juvenile must be in writing stating the reasons
for the request. In determining the best interest of the juvenile, the
responsible authority or designee will consider:
L Whether the juvenile is of sufficient age and maturity to explain
the reasons and understand the consequences;
Whether denying access may protect the juvenile from
physical or emotional harm;
Whether there is reasonable grounds to support the juvenile's
reasons; and
Whether the data concerns medical, dental, or other health
services provided under Minnesota Statutes Sections 144.341
to 144.347. If so, the data may be released only if failure to
inform the parent would seriously jeopardize the health of the
minor.
The responsible authority or designee may also deny parental
access without a request from the juvenile under Minnesota
Statutes Section 144.335.
V. Denial of Access.
If the responsible authority or designee determines that the requested data is not
accessible to the requesting party, the responsible authority or designee must inform
the requesting party orally at the time of the request or in writing as soon after that as
possible. The responsible authority or designee must give the specific legal authority,
including statutory section, for withholding the data. The responsible authority or
designee must place an oral denial in writing upon request. This must also include the
specific legal authority for the denial.
VI. Collection of Data on Individuals.
The collection and storage of information about individuals will be limited to that
necessary for the administration and management of programs specifically authorized
by the state legislature, City Council, or federal government.
When an individual is asked to supply private or confidential information about the
individual, the City employee requesting the information must give the individual a
Tennessen warning. This warning must contain the following:
• The purpose and intended use of the requested data,
• Whether the individual may refuse or is legally required to supply the
requested data,
Any known consequences from supplying or refusing to supply the
information, and
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The identity of the other persons or entities authorized by state or federal
law to receive the data.
A Tennessen warning is not required when an individual is requested to supply
investigative data to a law enforcement officer.
A Tennessen warning may be on a separate form or may be incorporated into the form
which requests the private or confidential data. See attached Exhibit 7.
VII. Challenge to Data Accuracy.
An individual who is the subject of public or private data may contest the accuracy or
completeness of that data maintained by the City.The individual must notify the City's
responsible authority in writing describing the nature of the disagreement. Within 30
days, the responsible authority or designee must respond and either (1)correct the data
found to be inaccurate or incomplete and attempt to notify past recipients of inaccurate
or incomplete data, including recipients named by the individual, or (2) notify the
individual that the authority believes the data to be correct.
An individual who is dissatisfied with the responsible authoritv's action may appeal
to the Commissioner of the Minnesota Department of Administration, using the
contested case procedures under Minnesota Statutes Chapter 14. The responsible
authority will correct any data if so ordered by the Commissioner.
VIII. Data Protection.
A. Accuracy and Currency of Data.
• All employees will be requested,and given appropriate forms,to provide
updated personal information to the appropriate supervisor, City Clerk
Treasurer, or Finance Director, which is necessary for tax, insurance,
emergency notification,and other personnel purposes. Other people who
provide private or confidential information will also be encouraged to
provide updated information when appropriate.
• Department heads should periodically review forms used to collect data
on individuals to delete items that are not necessary and to clarify items
that may ambiguous.
• AlI records must be disposed of according to the City's records retention
schedule.
B. Data Safeguards.
• Private and confidential information will be stored in files or databases
which are not readily accessible to individuals who do not have
authorized access and which will be secured during hours when the
offices are closed.
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• Private and confidential data must be kept only in City offices, except
when necessary for City business.
• Only those employees whose job responsibilities require them to have
access will be allowed access to files and records that contain private or
confidential information. These employees will be instructed to:
• not discuss, disclose, or otherwise release private or confidential
data to City employees whose job responsibilities do not require
access to the data,
• not leave private or confidential data where non-authorized
individuals might see it, and
shred private or confidential data before discarding.
• When a contract with an outside party requires access to private or
confidential information,the contracting party will be required to use and
disseminate the information consistent with the Act. The City may
include in a written contract the language contained in Exhibit 8.
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Exhibit 1
LIST OF DESIGNEES
The Minnesota Data Practices Act establishes a system for compilation and distribution
of data gathered by government agencies. All data collected and maintained by the CITY
OF OAK PARK HEIGHTS ("City") is presumed public and is accessible to the public
for both inspection and copying, unless classified as Private, Confidential, Nonpublic or
Protected Nonpublic in accordance with federal law, state statute or a temporary
classification. (Minn. Stat. 13.01).
The CITY OF OAK PARK HEIGHTS has appointed the following positions to administer
this system.
Responsible Authority City Administrator
Oak Park Heights City Hall
14168 Oak Park Heights Blvd.
Oak Park Heights, MN 55082
(651) 439-4439
Positions appointed as Designees assisting in system administration are as follows:
Police Records Chief of Police
Oak Park Heights Police Department
14168 Oak Park Heights Blvd.
Oak Park Heights, MN 55082
(651) 439-4439
Records Center/Electronic Data Storage City Administrator
Oak Park Heights City Hall
14168 Oak Park Heights Blvd.
Oak Park Heights, MN 55082
(651) 439-4439
Official Records Clerk Deputy City Clerk
Oak Park Heights City Hall
14168 Oak Park Heights Blvd.
Oak Park Heights, MN 55082
(651) 439-4439
Data Practices Compliance Official City Administrator
Oak Park Heights City Hall 14168
Oak Park Heights Blvd.
Oak Park Heights, MN 55082
(651) 439-4439
Other positions responsible for maintenance of City records are as apparent or assigned.
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Exhibit 2
CITY OF OAK PARK HEIGHTS
DATA REQUEST COST CALCULATION FORM
Fees charged are in accordance with Minn. Statutes Section 13.03 (3).
Date of Request:
Description of Information Requested(please be specific):
Costs for duplication of standard materials are included on the next page. Please use this
section to calculate fees for other data requests.
Estimated Cost Actual Cost
A. LABOR x
#of hours Hourly rate
X
#of hours Hourly rate
B. PHOTOCOPY x
rate #of pages
C. MAILING
D. PRINTING COSTS
E. OTHER COSTS
2.
1.
3.
4.
5.
TOTAL CHARGES
AMOUNT TO BE PREPAID
(50%of Est. Total if exceeds $50)
AMOUNT DUE UPON COMPLETION
PREPARED BY:
DEPARTMENT:
DATE:
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The following rates as well as any other rates established by city ordinance or
resolution shall apply for requests of standard materials:
STANDARD PHOTOCOPY CHARGES
Copied by City Staff $0.03 per page
Accident Report $10.00
Offense Report $10.00
Arrest Report $10.00
Incident Report $10.00
Zoning Ordinance $35.00
Maps $5.00
Subdivision Ordinance $10.00
Comprehensive Plan $105.00
Videotape Reproduction $15.00
Assessment Search $10.00
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Exhibit 3
CONSENT TO RELEASE PRIVATE DATA
I, authorize the CITY OF OAK PARK
HEIGHTS to release the following private data about me:
to the following person or people:
The person or people receiving the private data may use it only for the following purpose
or purposes:
This authorization is dated and expires on
The expiration cannot exceed one year from the date of the authorization, except in the
case of authorization given in connection with applications for the life insurance or non-
cancelable or guaranteed renewable health insurance identified as such,two years after the
date of the policy.
I agree to give up and waive all claims that I might have against the City, its agents and
employees for releasing data pursuant to this request.
IDENTITY VERIFIED BY:
Witness: X
Identification: Driver's License, State ID, Passport, other:
Comparison with signature on file
Other:
Responsible Authority/Designee:
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Exhibit 4
CITY OF OAK PARK HEIGHTS
INFORMATION DISCLOSUR REQUEST
Minnesota Government Data Practices Act
A. Completed by Requestor
REQUESTER NAME (Last,First,Ml): DATE OF REQUEST:
STREET ADDRESS: PHONE NUMBER:
CITY, STATE,ZIP CODE: SIGNATURE:
DESCRIPTION OF THE INFORMATION REQUESTED: (attach additional sheets if necessary)
B. Completed by Department
DEPARTMENT NAME: HANDLED BY:
INFORMATION CLASSIFIED _ ACTION:
AS-
NON-PUBLIC APPROVED
PUBLIC PROTECTED NON-PUBLIC APPROVED IN PART(Explain Below)
PRIVATE DENIED (Explain Below)
CONFIDENTIAL
REMARKS OR BASIS FOR DENIAL INCLUDING STATUTE SECTION:
CHARGES: IDENTITY VERIFIED FOR PRIVATE INFORMATION:
NONE IDENTIFICATION: DRIVERS LICENSE, STATE ID, Etc.
Photocopy: x cents= COMPARISON WITH SIGNATURE ON FILE
Special Rate: (attach explanation) PERSONAL KNOWLEDGE
Other: (attach explanation)
AUTHORIZED SIGNATURE: DATE:
Page 175 of 272
Exhibit 5
GOVERNMENT DATA ACCESS AND NONDISCLOSURE AGREEMENT
1. AUTHORIZATION. CITY OF OAK PARK HEIGHTS ("City") hereby
authorizes , ("Authorized Parry")
access to the following government data:
2. PURPOSE. Access to this government data is limited to the objective of creating
summary data for the following purpose:
3. COST. (Check which applies):
The Authorized Party is the person who requested the summary data and
agrees to bear the City's costs associated with the preparation of the data which has
been determined to be$
The Authorized Party has been requested by the City to prepare summary
data and will be paid in accordance with Exhibit
4. SECURITY. The Authorized Party agrees that it and any employees or agents
under its control must protect the privacy interests of individual data subjects in
accordance with the terms of this Agreement.
The Authorized party agrees to remove all unique personal identifiers which could
be used to identify any individual from data classified by state or federal law as
not public which is obtained from City records and incorporated into reports,
summaries, compilations, articles, or any document or series of documents.
Data contained in files, records, microfilm, or other storage media maintained by
the City are the City's property and are not to leave the City's custody. The
Authorized Party agrees not to make reproductions of any data or remove any data
from the site where it is provided, if the data can in any way identify an individual.
No data which is not public and which is irrelevant to the purpose stated above will
ever be disclosed or communicated to anyone by any means.
The Authorized Party warrants that the following named individual(s) will be the
only person(s)to participate in the collection of the data described above:
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5. LIABILITY FOR DISCLOSURE. The Authorized Party is liable for any
unlawful use or disclosure of government data collected, used, and maintained in
the exercise of this Agreement and is classified as not public under state or federal
law. The Authorized Party understands that it may be subject to civil or criminal
penalties under those laws.
The Authorized Party agrees to defend, indemnify; and hold the City, its officers
and employees harmless from any liability, claims, damages, costs,judgments, or
expenses, including reasonable attorneys' fees,resulting directly or indirectly from
an act or omission of the Authorized Party, its agents, employees or assignees
under this Agreement and against all loss by reason of the Authorized Party's
failure to fully perform in any respect all obligations under this Agreement.
6. INSURANCE. In order to protect itself as well as the city,the Authorized Party
agrees at all times during the term of this Agreement to maintain insurance
covering the Authorized Party's activities under this Agreement. The insurance
will cover $1,000,000 per claimant for personal injuries and/or damages and
$1,000,000 per occurrence. The policy must cover the indemnification obligation
specified above.
7. ACCESS PERIOD. The Authorized Party may have access to the information
described above from to
S. SURVEY RESULTS. (Check which applies):
If the Authorized Party is the requester, a copy of all reports, summaries,
compilations, articles,publications, or any document or series of documents which
are created from the information provided under this Agreement must be made
available to the City in its entirety.
_ If the Authorized Party is a contractor of the City, all copies of reports,
summaries, compilations, articles, publications, or any document or series of
documents which are created from the information provided under this Agreement
must be provided to the City. The Authorized Party may retain one copy for its
own records but may not disclose it without City permission, except in defense of
claims brought against it.
AUTHORIZED PARTY:
By: Tate:
Title(if applicable):
CITY OF OAK PARK HEIGHTS:
By: Date:
Its:
Page 177 of 272
Exhibit 6
NOTICE TO PERSONS UNDER AGE 18
Some of the information you are asked to provide is classified as private under State law.
You have the right to request that some or all of the information not be given to one or both
of our parents/legal guardians. Please complete the form below if you wish to have
information withheld.
Your request does not automatically mean that the information will be withheld. State law
requires the City to determine if honoring the request would be in your best interest. The
City is required to consider:
• Whether you are of sufficient age and maturity to explain the reasons and
understand the consequences,
• Whether denying access may protect you from physical or emotional harm,
• Whether there is reasonable grounds to support your reasons, and
• Whether the data concerns medical, dental, or other health service provided under
Minnesota Statutes Sections 144.341 to 144.347. If so, the data may be released
only if failure to inform the parent would seriously jeopardize your health.
NOTICE GIVEN TO: DATE:
® _
® -----------------------------------
REQUEST TO WITHHOLD INFORMATION
I request that the following information:
for these reasons:
Date: Print Name:
Signature:
Page 178 of 272
Exhibit 7
DATA PRACTICES ADVISORY
(Tennessee Warning)
Some or all of the information that you are asked to provide on the attached form is
classified by State law as either private or confidential. Private data is information which
generally cannot be given to the public but can be given to the subject of the data.
Confidential data is information, which generally cannot be given to either the public or
the subject of the data.
Our purpose and intended use of this information is:
You are/are not legally required to provide this information.
If you refuse to supply the information, the following may happen:
Other persons or entities authorized by law to receive this information are:
By:
.m._........................ .www._.....................____
Aa: bj,"� t i erteent
Page 179 of 272
Exhibit 8
SAMPLE CONTRACT PROVISION
Data Practices Corn liance. Contractor will have access to data collected or maintained
by the City to the extent necessary to perform Contractor's obligations under this
contract. Contractor agrees to maintain all data obtained from the City in the same
manner as the City is required under the Minnesota Government Data Practices Act,
Minn. Stat. Chap. 13 (the "Act"). Contractor will not release or disclose the contents of
data classified as not public to any person except at the written direction of the City.
Contractor agrees to defend and indemnify the City from any claim, liability, damage or
loss asserted against the City as a result of Contractor's failure to comply with the
requirements of the Act or this contract. Upon termination of this contract, Contractor
agrees to return data to the City, as requested by the City.
Page 180 of 272
APPENDIX A
PRIVATE AND CONFIDENTIAL DATA MAINTAINED BY CITY
1. PERSONAL DATA(PRIVATE) Minn. Stat. § 13.43
Generally, all data about people who are or were an employee,applicant for employment,
volunteer, independent contractor, or member of or applicant for a board or commission
is private, with the exceptions noted below:
Public Data—Applicants
Veteran status
• Relevant test scores
Rank on eligible list
Job history
Education and training
Work availability
• Name, after being certified as eligible for appointment to a vacancy or when
considered a finalist for a position of public employment(which occurs when the
person has been selected to be interviewed by the appointing authority)
0 Names and addresses of applicants for and members of an advisory board or
commission
Public Data—Employees
The following data on current and former employees,volunteers,independent contractors,
and members of advisory boards and commissions are public:
• Name
• Actual gross salary
• Salary range
• Contract fees
• Actual gross pension
• Value and nature of employer paid fringe benefits
• Basis for and amount of added remuneration, including expense reimbursement
• Job title
• Job description
• Education and training background
• Previous work experience
• Date of first and last employment
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• The existence and status (but not nature)of any complaints or charges against the
employee, whether or not resulting in discipline
• Final disposition of any disciplinary action, with specific reasons for the action
and data documenting the basis of the action, excluding data that would identify
confidential sources who are employees
• Terms of any agreement settling any dispute arising from the employment
relationship including a"buyout" agreement
• Work location
• Work telephone number
• Badge number
• Honors and awards received
• Payroll time sheets and other comparable data that are only used to account for
employee's work time for payroll purposes, except to the extent that release of
time sheet data would reveal the employee's reasons for the use of sick or other
medical leave or other non-public data
• City and county of residence
Undercover Law Enforcement Officer
All personnel data about an undercover law enforcement officer is private until no longer
assigned to those duties. Then the officer is subject to the same rules applicable to other
employees unless the law enforcement agency determines that revealing the data would
threaten the officer's safety or jeopardize an active investigation.
Access by Labor Organizations
Personnel data may be given to labor organizations or the Bureau of Mediation Services
to the extent this is necessary to conduct elections, notify employees of fair share fee
assessments, or to implement state labor laws.
Employee Assistance Programs
All data associated with employee assistance programs is private.
Harassment
When there is a harassment complaint against an employee, the employee may not have
access to data that would identify the complainant or other witnesses if this would threaten
the personal safety of the complainant or witness, or subject them to harassment.
However, this information will be provided to the employee in order for him/her to
prepare for a disciplinary proceeding that has been initiated.
Peer Counseling Debriefing
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Data acquired by a peer group member in a public safety peer counseling debriefing is
private data on the person being debriefed.
Protection of Employee or Others
If it is reasonably necessary to protect an employee from harm to self or to protect another
person who may be harmed by the employee, information that is relevant to the safety
concerns may be released to(1)the person who may be harmed or to the person's attorney
when relevant to obtaining a restraining order, (2) a prepetition screening team in the
commitment process, or(3) a court, law enforcement agency, or prosecuting attorney.
2. PROPERTY COMPLIANT DATA (CONFIDENTIAL) Minn. Stat. § 13.44
The identities of individuals who register complaints concerning violations of state laws
or local ordinances concerning the use of real property.
3. PLANNING QUESTIONNAIRSE (PRIVATE) Minn. Stat. § 13.59
Names, addresses, and legal descriptions of property, that are collected in questionnairm,
or surveys of individuals and businesses for the purposes of planning, development, or
redevelopment.
4. SECURITY INFORMATION (PRIVATE/NONPUBLIC) Minn. Stat. § 13.37
Data which if disclosed would be likely to substantially jeopardize the security of
information, possessions, individuals or property against theft, tampering, improper use,
attempted escape, illegal disclosure, trespass, or physical injury. This includes crime
prevention block maps and lists of volunteers who participate in community crime
prevention programs and their home addresses and telephone numbers, but these may be
disseminated to other volunteers participating in crime prevention programs.
5. ABSENTEE BALLOTS (PRIVATE/NONPUBLIC) Minn. Stat. § 13.37
Sealed absentee ballots before opening by an election judge.
6. SEALED BIDS (PRIVATE/NONPUBLIC) Minn. ,Stat. § 13.37
Sealed bids, including the number of bids received,prior to opening.
7. LABOR RELATIONS INFORMATION Minn. Stat. § 13.37
(PRIVATE/NONPUBLIC)
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Management positions on economic and non-economic items that have not be presented
during the collective bargaining process or interest arbitration, including information
collected or created to prepare the management position.
8. FIREARMS DATA(PRIVATE) Minn. Stat. § 13.87
Data about the purchase or transfer of firearms and applications for permits to carry
firearms.
9. EXAMINATION DATA Minn. Stat. § 13.34
Completed versions of personnel and licensing examinations are private, unless the
responsible authority determines that they should be confidential because access would
compromise the objectivity, fairness, or integrity of the examination process.
10.ELECTED OFFICIALS CORRESPONDENCE(PRIVATE)Minn. Stat. § 13.601
Correspondence between individuals and elected officials,but either may make it public.
11. BENEFIT DATA (PRIVATE) Minn. Stat. § 13.462
All data about individuals participating in the City's housing rehabilitation program.
12. CIVIL INVESTIGATIVE DATA Minn. Stat. § 13.39
(CONFIDENTIAL/PROTECTED NONPUBLIC)
Data collected as part of an active investigation undertaken to commence or defend
pending civil litigation, or which are retained in anticipation of pending civil litigation is
confidential, except that a complainant's statement is private.
13. APPRAISAL DATA(CONFIDENTIAL) Minn. Stat. § 13.44, subd. 3
Appraisals made for the purpose of selling or acquiring land.
14. ASSESSOR'S DATA (PRIVATE/NONPUBLIC) Minn. Stat. § 13.51
Data on sales sheets from private multiple listing service organizations.
Income information on individuals used to determine eligibility of property for
classification 4c under Minn. Stat. § 273.13, Subd. 25(c).
The following data regarding income properties:
• Income and expense figures for current year and past three years,
• Average vacancy factors for the past three years,
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• Not rentable or useable areas,
• Anticipated income and expenses for current year,
• Projected vacancy factor for current year, and
• Lease information
Social Security numbers (Minn. Stat. § 13.49).
15. TRANSPORTATION SERVICE DATA (PRIVATE) Minn. Stat. § 13.72, subd. 10
Personal,medical,financial,familial or locational information,except name,of applicants
or users of transportation services for the disabled or elderly.
16. RECRATION DATA (PRIVATE) Minn. Stat. § 13.57
For people enrolling in recreational or other social programs: name, address, telephone
number, any other data that identifies the individual, and any data which describes the
health or medical condition of the individual, family relationships, living arrangements,
and opinions as to the emotional makeup or behavior of an individual.
17. LAW ENFORCEMENT DATA Minn, Stat, § 13.82
Data collected under the domestic abuse act is confidential.
The audio recording of a 911 call is private regarding the individual making the call,but
a written transcript is public.
Certain arrest data,request for service data, and response or incident data is public under
Minn. Stat. § 13.82. Otherwise, investigative data collected to prepare a case against a
person for the commission of a crime or civil wrong is confidential while the investigation
is active. Photographs which are part of inactive investigation files are private if they are
clearly offensive to common sensibilities. Booking photographs are public.
The identity of a victim of child abuse or neglect is private. The identity of a reporter of
child abuse or neglect is confidential. Inactive investigative date which relates to the
alleged abuse or neglect of a child by a personal responsible for the child's care is private.
Videotapes of child abuse victims may not be released under any circumstance without a
court order.
The following are private:
• The identity of undercover law enforcement officers.
• The identity of criminal sexual conduct victims.
• The identity of certain informants.
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• The identity of victims,witnesses,people making a 911 call whose personal safety
or property would be threatened by disclosure.
• The identity of a person malting a 911 call to receive help in a mental health
emergency.
Unique descriptions of stolen, lost, confidential, or recovered property are private.
Identities of customers of licensed pawnshops and secondhand goods dealers are private.
Detention data which would disclose personal, medical, psychological, or financial
information or endanger an individual's life is private(Minn. Stat. § 13.85).
Criminal history data is private, except convictions of crimes within the past 15 years
(Minn. Stat. § 13.87).
Deliberative processes or investigative techniques are confidential.
18. CITY ATTORNEY RECORDS Minn. Stat. § 13.393
The use, collection, storage, and dissemination of data by the city attorney is governed by
statutes, rules, and professional standards concerning discovery, production of
documents, introduction of evidence, and professional responsibility. Data which is the
subject of attorney-client privilege is confidential. Data which is the subject of the"work
product"privilege is confidential.
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CITY OF OAK PARK HEIGHTS
TAX INCREMENT FINANCING (TIF)
POLICY AND APPLICATION FORM
Summary:
It is the policy of the City of Oak Park Heights to consider the judicious use of Tax
Increment Financing (TIF) for those projects which demonstrate a substantial and
significant public benefit by constructing public improvements in support of
developments that will: create new jobs, significantly benefit the City's fiscal fixture,
retain existing employment, eliminate blight, strengthen the economic base of the City,
increase property values and tax revenues, reduce poverty, create economic stability,
stabilize and upgrade current neighborhoods and areas, and implement projects that are
consistent with the City's Comprehensive Plan.
Policy Consideration:
The City of Oak Park Heights will consider providing Tax Increment Financing(TIF) for
projects that achieve the following:
1. Demonstrate long-term benefits to the community;
2. Provide quality employment opportunities;
3. Will significantly add to the City's commercial and industrial tax base by
providing a high-quality development.
Policy Statements:
1. The City intends to use TIF to provide the developer assistance and to provide
direct funding for public improvements.
2. The use of TIF shall be in accordance with Minnesota law. Because changes
are frequently made to state law regarding the use of TIF, conflicts in the
regulations may arise. If a conflict does arise between this policy and
Minnesota law, the more restrictive language shall apply.
3. Projects must be consistent with the City's Comprehensive Plan as determined
by the City Council.
4. Projects that promote the completion of major public improvement projects
within the City, such as major trunk sanitary or water lines, and major
transportation projects are preferred.
5. The level of assistance provided to developers will be determined on a case-
by-case basis. When determining the level of assistance, the City will judge
Page 187 of 272
the quality of the development and/or the quality of the employment
opportunities generated.
Based on the extent to which the project achieves the policy consideration(I —
3 above), the City will consider providing TIF assistance to projects falling in
the following categories:
• Commercial or residential projects that encourage substantial
redevelopment of substandard properties
• Research and development; educational entities
• Manufacturing companies
• Major office,production, and warehouse facilities
• Multi-family affordable housing projects that meet all of the requirements
for tax credits under Section 42 of the Internal Revenue Code of 1986 as
amended.
6. TIF assistance will be allocated for appropriate statutorily authorized uses,
including but not limited to:
• Land acquisition
• Loans
• Site preparation and improvement
• Public improvements
• Demolition
• Bonding costs
Capitalized interest
• Specifically stated actual costs of legal and engineering fees
Additional Requirements:
Application for TIF Assistance must be accompanied with a signed "Development
Application"and the payment of a$3,000 non-refundable Application Fee. Additionally,
a $10,000 escrow payment must accompany Application for TIF Assistance; these
escrow funds are utilized to ensure payment of bond counsel, financial consultants,
attorney's fees, etc. The Applicant is responsible to pay for all fees related to the
Application and development of the TIF plan and its implementation.
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A. PROJECT
L Applicant Name:
Address:
Telephone No.:
Fax No..
Contact Person:
2. Brief description of Applicant:
3. PID#s, Legal Description, address, and size of project site:
4. Proposed Project(description of building(s), including square footage,
materials,proposed use, etc.): Attach site plan.
5. If property is be subdivided, describe division planned:
6. Estimated Project Costs (please enclose construction proformas, if
available):
a. Land Acquisition
b. Public Improvements
C. Site Improvements
d. Demolition
e. Building(s)
f. Equipment
g. Architectural &Engineering Fees
h. Legal Fees/Other Consulting Fees
i. Financing Costs
j. Contingencies
k. Other
1. Other
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TOTAL
7. Source of Financing
a. Equity $
b. Bank Financing
C. Tax Increment Assistance
d. Other
e. Other _
8. Form of financing project costs: Pay-as-You-Go
Or
Bonds
9. Name and address of architect, engineer, and general contractor:
10. Project Construction Schedule:
a. Construction start date
b. Construction completion date
C. If phased project:
Year Complete
Year Complete
11. Total estimated market value of project upon completion: $
12. Estimated real estate taxes on project upon completion of project(please
show calculations):
13. Projected number of new jobs created:
Full-time
Part-time
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Seasonal
B. TAX INCREMENT FINANCING REQUEST
I. Describe the amount and purpose for which tax increment financing is
required (please include proforma):
2. Statement of necessity for use of tax increment financing for project:
3. Municipal Reference (if applicable). Please name other municipalities
wherein the applicant, or other corporations the applicant has been
involved with, has completed development within the Iast five years.
4. The following documents must accompany the Application:
a. A Project Pro-Forma;
b. Parcel Maps depicting the proposed TIF area;
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C. A written statement from your attorney that the TIF proposal has
the general capacity to meet applicable TIF standards under
Minnesota Law;
d. SIGNIFICANT ADDITIONAL INFORMATION MAY BE
REQUESTED AT ANY TIME BY THE CITY AND MAY BE
IN ADDITION TO THE MATERIALS OUTLINED IN THIS
APPLICATION. THE APPLICANT SHALL BE REQUIRD TO
SUBMIT ANY AND ALL INFORMATION AS REQEUSTED
BY THE CITY.
S. Applicant acknowledges and agrees to pay the $3,000 TIF Application
Fee which is non-refundable. Additionally, the Applicant acknowledges
and agrees to pay all fees and expenses incurred by the City in
connection with this application or establishment of the TIF District,
whether or not approved. The City does require a minimum deposit of
$10,000 to cover such fees. That amount may be adjusted upward on a
project-by-project basis. The Applicant shall hold the City, its officers,
consultants, attorneys, and agents harmIess from any and all claims
arising from or in connection with the Project or TIF Application,
including but not limited to, any legal or actual violations of any State or
Federal securities laws.
Applicant recognizes and agrees that the City reserves the right to deny
any Application for Tax Increment Financing at any state of the
proceedings prior to adopting the resolution approving the district, that
the Applicant is not entitled to rely on any preliminary actions by the
City prior to the final resolution, and that all expenditures, obligations,
costs, fees, or liabilities incurred by the Applicant in connection with the
Project are incurred by the Applicant in connection with the Project are
incurred by the Applicant at his/her/its sole risk and expense and not in
reliance on any actions of the City.
The undersigned, a duly authorized representative of the Applicant,
hereby certifies that the foregoing information is true, correct, and
complete as of the date hereof and agrees that the Applicant shall be
bound by the terms and provisions herein.
DATE: Applicant:
By:
Its:
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CITY OF OAK PARK HEIGHTS
MUNICIPAL SEWER COLLECTION SYSTEM
MAINTENANCE STANDARDS
The City of Oak Park Heights owns 123,018 feet of gravity sewer lines of assorted type
and sizes, five lift stations, and 8,157 feet of related pressurized force mains as its
wastewater collection system. Wastewater Treatment is performed by the Metropolitan
Council Environmental Services (MCES). The City of Oak Park Heights is responsible
for development of and adherence to standards to be used to maintain the City
wastewater collection system. City staff is directed to provide for the maintenance of
the collection system under the following guidelines:
Staff shall arrange for cleaning the collection system using high pressure
jetting. Approximately 32,000 feet (one-quarter of total sewer collection line
footage) shall be maintained each year. Staff shall identify problem areas that
have poor slopes, excessive roots, grease problems, or problem pipes that
require additional maintenance. These areas shaft be cleaned more frequently,
depending on the severity of the problems, up to and including yearly. Staff
shall request appropriate ordinance changes, if needed, to protect the city
infrastructure. Estimated costs for jetting operations are $25,000 per year.
The entire system shall be completely cleaned at a minimum of every five
years.
Staff shall arrange for televising the collection system for defects including
failures, joint separations, excess roots, and service intrusions, and have the
problems documented and rated for maintenance and repair options.
Televising shall be conducted to verify the acceptability and efficiently of
cleaning and root removal operations. A record shall be made of all lines
analyzed and recordings shall be kept to allow verification of conditions.
Indications of excess inflow and infiltration shall be documented, as well as
indications of improper discharges to the City of Oak Park Heights sewer
collection system. Approximately 32,000 feet shall be televised the first year
at an estimated cost of$19,000 and an additional 23,000 feet televised in each
the following four years at an estimated cost of$14,000 in each of those four
years. This will allow the entire system to be televised in five years.
The budget will remain constant for the five year period and the $5,000
decrease in costs of televising in years two through five shall be dedicated for
repairs identified in the previous year televising report. At the end of the five
year period, the system evaluation shall be used to determine adequacy of the
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cleaning program, adequacy of the repair program, and the future needs. It is
believed the televising shall not be a major ongoing expense after the system is
completely documented and will only be used for specific problems or areas
that indicate changes. It is anticipated the cleaning program will be an ongoing
maintenance cost for the life of the system.
• Preventative maintenance at the City of Oak Park Heights two lift stations
shall continue to be conducted on a bi-weekly basis. The staff shall continue
to provide daily checks at each site. Weekly pump records shall be
maintained to help identify excess pump hours or bypass or check valve
problems. The pump control system shall be evaluated on a monthly basis
for verification of pumps start, stop and alarm set points. Corrective
maintenance on the system is a high priority and shall be made as
discovered.. The wet wells shall be evaluated on alternating months and clean
outs and repairs implemented on a minimum of yearly basis and more often
as indicated by the condition of the structure. The policy shall be to have
two pumps available at each lift station during normal operations and to
have repairs implemented within 48 hours if one pump becomes inoperable.
Failure of a lift station shall be considered an emergency and pump or
transport equipment shall be brought in to allow the continued use of the
facility for sewer conveyance.
• The City of Oak Park Heights shall evaluate the cost and availability of
back up power at each of the lift stations. The current generator plug in at
the Kern Center station shall be used as the standard for the remaining
stations. It is the intent of the City of Oak Park Heights to have a plug in
generator receptacle available at each lift station. We intend to add one new
generator receptacle to a Iift station each year. If budget allows, the
purchase of a potable back up generator capable of operating all stations
shall be investigated and a comparison of ownership costs/availability of
rental units shall be made.
The City of Oak Park Heights' existing alarm system shall be evaluated for
future upgrades. Backup power during power failures should be installed to
run the exterior warning lights. Cost evaluations shall be made regarding
the benefit of a Supervisory Control and Data Acquisition system (SCADA)
central alarm and control system that would provide dedicated notification
of potential problems as well as alarm conditions during any failure
condition. Information on dedicated communication (radio or telephone)
shall be investigated. A report on options shall be submitted to the Council
for consideration.
The staff shall evaluate existing data and new televising records to address
excess inflow and infiltration (I&I) discovered in the system in order to save
excess treatment costs from clean water entering the system for treatment. The
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City of Oak Park Heights shall implement a plan to address T&T, if required
by MCES.
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CITY OF OAK PARK HEIGHTS
CELLULAR PHONE POLICY
The following items contribute to the expected protocols (policy) for Cellular Phone use
as they related to the City of Oak Park Heights' employees:
1. City issued Cell Phones are dedicated for business use. They should not be used
for non-work related communications, except in special circumstances as
described herein, especially during normal work hours.
2. The City reserves the right to establish which employees are to be issued Cell
Phones or are to receive a reasonable stipend. Should the City pay a stipend, the
employee's Cell Phone shall be in proper working order and the employee shall
be reachable.
3. Cell Phones should not be used, even for a business purpose, when a less costly
communication alternative is safe, convenient, and readily available.
4. When working for the City, Cell Phones (City-issued or personal) shall not be
used while operating a motor vehicle. In some jurisdictions where the Employee
may travel, laws prohibit the use of Cell Phones while operating a motor vehicle.
It is the City's intent and expectation that all Employees shall abide by the law.
5. Employees in possession of a City-issued Cell Phone are required to take
appropriate precautions to safeguard the Cell Phone from damage, loss,
unauthorized use, and theft.
6. Cell Phones are not secure devices and can be easily monitored; consequently,
confidential information should not be discussed over a Cell Phone.
7. Employees must document all personal use of a City-issued Cell Phone, whether
outgoing or incoming calls, at, or as close as possible to, the time the call occurs
so personal use can be billed to the Employee.
S. Employees should use appropriate communications etiquette with Cell Phones,
including setting Cell Phones to be silent when the Employee is in a situation
where audible use would disrupt business.
9. In no instance will it be deemed acceptable for an Employee to use a Cell Phone
to make harassing, threatening, or intimidating cells,personal or otherwise.
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10. Release of the City-issued Cell Phone number to persons other than for
employment related use and immediate members of the employee's family is
prohibited.
11. Personal use of a City-issued Cell Phone is not wholly barred; however, personal
use must be limited and reasonable and is subject to reimbursement to the City
by the Employee. However, the Employee is expected to exercise good
judgment and professionalism, including adherence to the following criteria:
• Personal calls should be limited to a few minutes in duration. The Cell
Phone is a business phone, and it should be open for business calls,
especially during the business day
• Personal calls shall not be made or received while operating a motor
vehicle
Personal calls to "phone datelines," "psychic hotlines," etc. or similar
numbers is prohibited.
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CITY OF OAK PARK HEIGHTS
PARKS AND RECREATION DONATIONS
POLICY AND APPLICATION
POLICY
Thank you for considering the City of Oak Park Heights as a recipient of your donation.
Donations to the park system help provide service and amenities beyond that possible
within our allocated budgets.
Your donation to the park is an opportunity for you to pay tribute to or recognize
someone or an accomplishment, or just simply expressing an interest in the keeping our
parks top-notch.
Donation possibilities are unique and diverse as the donor; some donations that have been
made include: benches. plantings (i.e. shrubs, trees, and flowers), labor, and financial
support.
All proposed donations must be presented, in writing, to the City Administrator for
review and consideration of the Parks Commission and City Council approval prior to
any donation activity occurring. City staff, advisory boards and elected officials will to
their best to accommodate donation requests within a reasonable period of time, subject
to the proposed donations suitability to the City park system.
The City of Oak Park Heights desires to encourage donations while at the same time
maintain aesthetic impacts and mitigate ongoing maintenance costs.
GUIDELINES
1, Appearan_ce and Aesthetics: In maintaining aesthetics to the park system, physical
donations should reflect the character of their proposed location of placement and
must be installed in such a manner or location that will not substantially change the
character of the areas intended use.
2. Maintenance: Donated items become City property. Accordingly, the City has a
duty to maintain the donation for the expected life cycle of the donation. The City
reserves the right to remove, alter or discontinue the use of a donated (physical or
funded)item,based upon needs assessment for the park system or if the item is in state
of condition beyond repair or found to be unsafe for public use.
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PROCESS
I. Complete the application for proposed donation and submit to City Administrator to
begin review/consideration process.
2. Upon receipt, City Administrator will review application and request any
supplementary information needed. Once application is deemed complete it will be
conveyed to the Parks Commission for their review/consideration at their first
regularly scheduled meeting following application being deemed complete. Applicant
will be notified of this date and is encouraged to attend the meeting to address any
questions that may arise during the Commission review/consideration of the
application.
3. The Parks Commission will make a recommendation to the City Council, on the
application to for their review and consideration. The City Council will make a make
a final decision at the first timely meeting following the Parks Commission meeting
and recommendation. City Staff will proceed to follow through with the applicant,
based upon the directive provided by the City Council.
If you have any questions regarding making a donation or this process, please
contact the City Administrator at 651-439-4439.
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APPLICATION
Donor Name:
Donor Address:
Telephone No.: Fax No.:
E-mail Address:
Description of Donation:
Proposed Location of Donation:
Memorial/Acknowledgment Plaque& Style, if proposed:
Donor Signature: Date:
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CITY OF OAK PARK HEIGHTS
GEOCACHING GUIDELINES AND POLICY
Geocaching is an outdoor adventure game for owners of Global Positioning Systems
(GPS). The basic idea is for individuals to set up a cache and share the location on the
website www.geocaching.com. The caches are generally waterproof containers filled
with small treasures and typically a logbook. When visitors find them, they may take or
leave a small item and sign the log. The game encourages physical activity and also
introduces non-traditional park users to the park system.
Currently, caches are known or are believed to be located in City Parks. At this time the
City will allow the activity to continue as long as certain guidelines are followed:
• Park visitors must abide by City Parks Ordinance No. 802, including Park Hours.
• Tread lightly; do not place a cache in an environmentally sensitive or dangerous
area.
• Caches are not to be buried.
• Caches are not to contain offensive, dangerous or illegal items.
• Individuals placing caches are responsible for monitoring and maintaining them.
• The City retains the right to remove a cache for any reason.
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CITY OF OAK PARK HEIGHTS
HAND WASHING PROCEDURES & POLICIES
All City employees shall thoroughly wash their hands under these minimum
circumstances:
After touching bare human body parts other than clean hands and clean, exposed
portions of arms;
After using the toilet room;
After caring for or handling support animals or aquatic animals;
After coughing, sneezing, using a handkerchief or disposable tissue, using
tobacco, eating, or drinking;
After handling soiled equipment or utensils;
During food preparation, as often as necessary to remove soil and contamination
and to prevent cross contamination when changing tasks;
When switching between working with raw food and working with ready-to-eat
food; and
After engaging in other activities that may contaminate the hands.
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M A
CITY OF OAK PARK HEIGHTS
UTILITY POLICY AND PROCEDURES FOR FORCLOSED,
VACANT, AND ABANDONED PROPERTY
Recognizing the effect of the current economic recession and impacts on housing,
vacancies foreclosures and related needs for utility shutoffs and emergency measures
to be implemented to secure the safety of the public water and sanitary sewer systems
the City Administrator has implemented the following policy for City staff
implementation.
In Minnesota, most foreclosure proceeding are done by advertisement may typically
take at least a year. During these proceedings, the defaulting owner of the property
shall remain responsible for utility charges. Even at the late stages of a foreclosure,
when a property is sold at a sheriff's sale the defaulting owner has six months to
redeem the property. At all times the owner (defaulting or otherwise is responsible
for delinquent utility charges and their property. The City will certify delinquent
charges to the County at any time throughout the year. Once the charges are certified
to the county,they are a valid lien against the property and will be collected through the
property tax system. The City will not release its lien until payment in full has been
obtained. Also the City will not re-establish water service for any property that has been
shut off until all delinquent billings have been paid in full and water service re-
establishment fees have been paid.
In some situations, the foreclosure proceeding may take only five weeks from the date
of the sheriffs sale, rather than six months, i.e. if a judge finds that a property has been
abandoned. City officials (building inspector,zoning administrator,police and or other
municipal official having jurisdiction) may cooperate with mortgage holders to
establish that a particular property is not actually occupied and therefore determined to
be abandoned.
The City may periodically check the Washington County foreclosed property updates
and take the necessary steps to assure payment of delinquent bills.The City may also
attempt to take steps to notify property owners to protect the home from water line
failure. However, at all times the owner (defaulting or otherwise) is responsible for
the maintenance, condition and care of their property including water and sewer
service lines from the curb to the dwelling.
Under the 2008 Session Law Chapter 253, public utility companies are required to
provide notice to cities of utility disconnections initiated by the utility company on
October 15 and November 1.
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For the benefit of internal city processes only, the City may implement the following
steps to identify and protect its service lines from failure:
• Finance Department shall monitor the Washington County website for
foreclosed property updates on a monthly basis.
Finance Department shall request list of utility disconnections initiated by Xcel
Energy as of October 15 and November 1 of every year.
• Finance Department shall cross reference the foreclosed property list with the
Xcel Energy utility disconnection list.
• Finance Department shall notify the property owner by first class mail of the
City's attempt to identify properties that are vacant or have the potential to
become vacant and the possibility of damage to homes resulting from loss of
water due to broken lines or frozen plumbing and how to protect themselves
from line failures.
• Finance Department shall notify Public Works Department of all properties that
may be in foreclosure, vacant or abandoned.
Despite these steps, it is not the responsibility of the City to identify vacant/abandoned
homes. It remains the property owner's responsibility to maintain and care for their
property.
PUBLIC WORKS WILL PROCESS UNITS OF CONCERN IN THE FOLLOWING
MANNER:
Water utilities are not normally shut off due to concerns about health and
sanitation.
Public Works will continue to process Utility Disconnects for unpaid bills when
notified by Finance. This typically occurs upon a final attempt to encourage payments
by hand delivering or posting a final notice of utility shutoff and marking the curb stop.
• Water utilities are not preferred to be shut off during the winter since it is
possible to disrupt some types of heating systems.
• Public Works reviews all water readings for unusual use patterns and does
typically revisit a site after an unusual reading (no use or excessive use) to
discuss it with the homeowner. A note is typically what is left if no one is home.
Public Works may shut off any service line if requested by the property owner.
The owner is responsible for all water and sewer use in the building. Sewer
charges for the remainder of the year may be adjusted if a leak is discovered in the
winter read period that is subsequently repaired, and demonstrated use returns to
normal, all subject to the review and approval of the City. Winter readings are
used to set the sewer rates for the year.
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• Public works does not normally shut off utilities unless a problem that could
impact remaining City services is discovered. In this situation, the utilities are
normally shut off at the curb stop. If no curb stop is installed or if the curb stop
is inoperable, Public Works may assist by shutting the water off in the dwelling
basement at the meter. This does not guarantee there will not be a frozen pipe
on the street side of the meter and does not protect the meter or internal
plumbing that may still have water in the lines and/or damages that have already
occurred.
• The owner of a non-existent or failed curb stop is notified that repairs must be
made in a timely manner. The owner is responsible for the repair.
• Public Works will attempt to make occasional visits to properties that are of
concern. We will attempt to visit any resident that is located in a unit that we
have been notified of both a foreclosure and an Xcel energy shut off notice. We
will also notify Finance and the owner of record if we find a unit that we believe
may have been abandoned.
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CITY OF OAK PARK HEIGHTS
SNOW REMOVAL POLICY
I. Snow Removal Policy:
The Public Works Director shall decide when to begin snow and ice control
operations for the City of Oak Park Heights.
Snow removal, at the present time, is contracted between an outside contractor
and the City of Oak Park Heights. It shall be the duty and obligation of the Public
Works Director to supervise the performance and efficiency of the contracted
service. The Public Works Director shall be allowed discretion in making
decisions as far as calling out snowplow services; however, the following
guidelines shall be used in exercising discretion:
A. Amount of snowfall: It is generally believed that a snowfall should be at
least two inches (2") deep on bituminous roads and three inches (3") deep
on gravel roads before snowplows will be dispatched. Notwithstanding
this guideline, the following factors shall also be considered:
I. Drifting and blowing snow that causes problems for travel;
2. Icy conditions, which seriously affect travel and traffic control; and
3. Time of snowfall in relationship to the use of major roads and
streets within the City.
B. Duration of snowfall: Except in cases of projected heavy and continuous
snow, the City will not usually dispatch snowplows until such time as the
snowfall has stopped for that occasion.
C. If the snowfall stops during regular working hours, the plows may be
dispatched at that time. If the snowfall stops during the night or early
morning hours, the plows will be dispatched between 3:00 a.m. and 5:00
a.m. Weekend plowing will be handled in a similar manner.
D. Snow plows will not be sent out in situations that may be hazardous due to
limited visibility or extreme cold or dangerously high winds.
Notwithstanding any of the above, the Chief of Police or designated deputized officer
shall have the authority and power to call out the contract provider for snowplow
services. He may do so at any time he feels a particular section of the City or the City in
whole is in need of snowplowing and/or salt/sanding services to alleviate or remove a
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clear and present danger or hazard to the public.
11. Road Clearing Procedure:
Generally the clearing of roads will consist of three phases (1) making the road
passable, (2) widening and sanding, and (3) clean up. Depending upon the
situation, more than one phase may be accomplished at one time.
A. Making the road assable: This will involve removing the ice and snow
from the center of the roadway in an attempt to clear one lane of traffic in
each direction. Generally a snowplow and a wing will be used for this
procedure.
B. Widening and sanding: Widening shall be done to the edge of the
shoulders of the road. Sanding shall be done as needed with the sand/salt
mixture as is most appropriate given the weather and road conditions.
Care should be taken in applying the sand/salt mixture to provide for the
maximum safety of the public and minimal impact upon the environment
as envisioned by Minnesota Statues Section 160.215.
C. Clean uQ: Snow, ice and slush shall be removed from the roadway after
the sun and sand/salt mixture has been allowed to work. This may include
removing accumulations of snow and ice from piles if the piles create a
hazardous condition. Any snow so removed shall be removed to a snow
storage area approved by the Public Works Director. The snow storage
area shall be located so as to minimize environmental problems. Snow
removal operations will not begin until all other snowplowing operations
have been completed.
D. Bridges: When a snowplow travels over a bridge, the driver shall slow
down so that snow does not go over the bridge embankment, if possible.
III. Road and Street Priorities:
The City classifies roads and streets, based upon the function of the road, traffic
volume, and importance to the welfare of the community. The roads are
described on the snowplow priority map, which shall be on filed with the City
Clerk as prepared by the Public Works Director. Those classifications are
follows:
A. First priority road: These are high volume roads, which connect major
sections of the City. They also provide primary access for emergency,
fire,police and medical services.
B. Second Priority road: These roads are providing access to schools
and commercial businesses. These roads also lead to higher density
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suburban-residential areas.
C. Third priority road: These are low volume roads, generally leading to
lower density suburban developments.
IV. Interaction With Private Citizens:
A. City vehicles and/or vehicles used by the private contractor on city
business, shall not be used to plow private property. The only exception
to this is in the event of a bonafide emergency situation, authorized by the
Chief of Police.
E. The City will not attempt to remove stuck vehicles from ditches, snow
banks or other impediments.
C. City residents shall not plow or blow snow into the roadway and shall
remove parked vehicles from the roads to assist in the orderly clean up of
snow and ice accumulations. City residents may be reminded by the
Public Works Director that Minnesota Statute 160.27, Subdivision 5 (1)
makes it a misdemeanor to obstruct any highway or deposit snow or ice
thereon.
V. Plowing Restrictions
School children waiting for buses and snowplows are not compatible. The
following are times that children are waiting for school buses each school day and
plow operators shall use extra caution:
7:00 a.m. until 9:15 a.m. Elementary, Middle, High, and St Croix private schools
11:00 a.m. until 12:30 p.m. Kindergarten drop-off and pick-up
2:30 p.m. until 4:15 p.m.Afternoon drop-off
After school activities buses for older students could be throughout the City until
6:30 p.m. Ice rinks are open until 9:00 p.m. People have been observed jogging
and walking along streets during the evening hours. Extra care should be taken if
plowing is required during the evening. On street parking is permitted between
6:00 a.m. and 1:00 a.m.
VI. Operations Between Storms
Following a storm the City crew will perform touch-up and maintenance of all
routes. Touch up may consist of plowing areas in which parked vehicles blocked
the streets, areas missed by contractors. The Oak Park Heights Public Works
Department is also responsible for snow removal on City trails, well houses,
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towers, lift stations, paths leading to maintain City infrastructure, and the City
Hall Campus parking lots.
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Aft
CITY OF OAK PARK HEIGHTS
FIELD AND RINK RESERVATION POLICY
In an effort to maximize the use of the City's Baseball, Softball, Hockey and Soccer
fields the City Parks Commission has adopted the following polices:
1. At no time shall hockey or pleasure rinks nor their adjacent warming houses be
`reserveable'. At all times these facilities remain open to the public for general
use during normal operating hours as specified by the City. Any `pick-up games'
shall be a11 —inclusive to anyone desiring to participate and subject to the review
of the City and its assigned staff. There shall be no "team-practices" held on City
rinks. (Note: During summer months park shelters that also serve as skating
warming houses may be reserved)
2. Baseball / Softball fields / Soccer fields are available on a "first come-first serve
basis", however these fields are `reserveable' by organizations that serve a
collective and public function promoting youth team sports/activities. Those
organizations must meet ALL of the following minimum criteria in order to
reserve a field(s):
• The organization must solely serve/act as a youth organization.
• The organization, its teams and their members participating shall have
formal non-profit status. Proof of such non-profit status and minimum
general liability insurance shall be provided to the City naming the
City as an additionally insured.
• The organization nor its respective teams may hold "tryouts" as a pre-
requisite to full participation, any youth who wishes to participate
must be fully accommodated by such organization at no additional cost
or requirements and shall be allowed to be a full participant.
• The organization may be required to complete required field
maintenance at their expense as directed by the City. Cash deposit may
be required.
• The organization shall fully indemnify and hold harmless the City
from loss or injury incurred while participating in such activity. Forms
shall be provided.
The City does not allow the reserving of fields for individual team
practices or games. Any and all field reservations requests shall be
communicated to the City solely by the managing organization.
All requests to reserve a field shall be made not less than 60 days in advance and
in writing and copy of the organizations non-profit Federal ID number shall also
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be provided. No requests shall be considered without such required timeline being
met. The City reserves the right to limit number of days, hours and participants a
particular organization may use the field.
In the event there is a competing interest in fields by qualified organizations, the
City(though City Staff)may consider a first-come first serve basis and/or the City
may award the field(s) at its sole discretion and may take into account any other
factors or conditions it deems reasonable. Any appeals to decisions made by the
City Staff in awarding fields may be appealed to the Park Commission.
3. The City makes no commitment on the condition or quality of the available
facilities. The City performs only basic grass cutting maintenance as budget and
time allow. The City does not `drag' ball fields, does not "line" soccer fields nor
any other field or park.
4. Basketball courts, playgrounds, tennis courts, disc-golf courses may not be
reserved and are used on a first-come-first-served basis.
5. The City does have a separate policy on renting of Park Shelters, typically applied
during non-winter months. Contact City hall for this information. 651-439-4439.
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CITY OF OAK PARK HEIGHTS
COMPUTER USE POLICY
Purpose
This policy serves to protect the security and integrity of the City's electronic
communication and information systems by educating employees about appropriate and
safe use of available technology resources.
The City reserves the right to inspect any data, e-mails, social media content, files,
settings or any other aspect or access made by a City-owned computer or related system
and will do so on an as-needed basis as determined by the City administrator.
All employees are responsible for reading and following information that may be
distributed from time-to-time by the City about appropriate precautions to protect City
systems.
An employee who violates any aspect of this policy may be subject to disciplinary action.
Personal Use
The City recognizes that some personal use of City-owned computers and related
equipment will occur. Controls are necessary, however, to protect the City's equipment
and computer network and to prevent abuse of this privilege.
Only City employees/Officials may use City-owned equipment. Family members
or friends are not allowed to use City equipment or technology resources.
Personal use must take place during non-work hours (breaks, lunch hour, before
or after work). Personal use shall never preempt work use.
Reasonable use of City e-mail systems for personal correspondence is allowable,
provided it does not interfere with an employee's normal work and is consistent
with all provisions in this policy. Employees should treat this privilege as they
would the ability to make personal phone calls during work hours.
Reasonable use of the City's access to the Internet for personal reasons is
allowable, provided it does not interfere with workloads as set forth by the City
and is consistent with all provisions in this policy. No personal transactional
business will be allowed, such as ordering merchandise with a credit card,
engaging in auction transactions, etc.
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If an employee wants to use or connect their own peripheral tools or equipment to
City-owned systems (such as digital cameras, PDAs, disks, cell phones, mp3
players or flash drives), they must have prior approval from their Department
Head, City Administrator and the MIS Coordinator and must follow provided
directions for protecting the City's computer network.
• Files from appropriate personal use of the City's equipment may not be stored on
your computer's local hard drive or on any City systems. The City may inspect
any data or information stored on its equipment or network, even if the
information is personal to the employee.
• Use of City equipment or technology for personal business interests, for-profit
ventures, political activities or other uses deemed by the City Administrator to be
inconsistent with City activities is not allowed. If there is any question about
whether a use is appropriate it should be forwarded to the City Administrator for a
determination.
The City reserves the right to inspect any data, e-mails, social media content, files,
settings or any other aspect or access made by a City-owned computer or related system
and will do so on an as-needed basis as determined by the City administrator.
Software Hardware Games and Screen Savers
In general, all software and hardware required for an employee to perform his or her job
functions will be provided by the City. Requests for new or different equipment or
software should be made to your supervisor or City Administrator.
The following is approved software that may be downloaded by employees without prior
approval:
• Microsoft updates as provided in automatic updates to the user.
• Microsoft chpart and photo files.
Licensed Software
The City of Oak Park Heights complies with all software copyrights and terms of all
software licenses. City employees may not duplicate licensed software or related
documentation. Any such duplication may subject employees and/or the City to both
civil and criminal penalties under the United States Copyright Act. Personal software
may not be installed. City-owned software may not be loaded on external systems unless
the license agreement allows such use and the MIS Coordinator/City Administrator
approves.
Unapproved software or downloads (free or purchased), hardware, games, screen savers,
toolbars, clipart, music and movie clips, other equipment, software or downloads that
have not been specifically approved by the MIS Coordinator or City Administrator may
compromise the integrity of the City's computer system and are prohibited.
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The City Administrator may direct staff, without notice, to remove all unauthorized
programs or software, equipment, downloads, or other resources if they could harm
systems or technology performance.
If there is any question about whether software or hardware, downloads, etc. are
appropriate it should be forwarded to the MIS Coordinator or City Administrator for a
determination.
Electronic Mail
The City provides employees with an e-mail address for work-related use. The City email
account should be restricted to city business. Emails sent from the City provided email
account will be thought of as a representation of the City's view and authority and thus
no personal use of city email address should be used.
The City allows employees to access personal email accounts via the Internet provided
such access fully complies with this computer use policy.
An employee's personal e-mail (and other personal documents) accessed via a City
computer could be considered "public" data and may not be protected by privacy laws.
Personal e-mail and computer use may be monitored as directed by the City and without
notice to the employee. Employees sball not expect privacy in any activity conducted on
a City-owned computer.
The following policies relate to both business and personal e-mail content sent from a
City computer:
• Use common sense, business courtesy and focus primarily on using e-mail for
City business.
• To the extent practical do not open e-mail attachments or links from an
unidentified sender. Delete obvious junk or "spam" e-mail without opening it if
possible. Do not respond to unknown senders.
• Do not include personal information about yourself or others in an e-mail.
• Do not use harassing language, including sexually harassing language or any
remarks including insensitive language or derogatory, offensive or irsulting
comments or jokes in an e-mail.
• All emails must comply with all City policies, including those related to
respectful workplace, harassment prevention and workplace violence.
Day Long Absence: For absences of one day or longer the "Out of Office Assistant"
(OOA) should be used for the e-mail system. The OOA is found under the "Tools"menu
when using the "in-box." When leaving a message in the OOA,please remember to state
what day or days you will be gone and leave the name of someone who can be contacted
in your absence. Remember to make arrangements with your alternate contact on days
when you will be gone.
Instant Messasine
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The City does not provide employees with resources or tools to communicate by Instant
Messaging (IM) when conducting City business. Employees are not allowed to download
or install any IM software on their City computer.
Some departments may utilize instant messaging as a tool to facilitate city business. This
is at the discretion of the department head. Instant messaging used for this purpose
should be limited to brief messages to conduct business in a specific department. Longer
messages should utilize other means of communication.
Instant messaging in not tracked by the City. Records are not routinely maintained.
Social Media
Unless first approved by the City Administrator, the City shall not utilize social media
outlets to disseminate information. Any electronic communication shall be through direct
email or website posting consistent with past-practice.
Web Site
The City of Oak Park Heights has developed a web site on the Internet. The Internet
address is www.Cityofoakparkheights.com. The web site contains information about
various departments, community events and City meeting information. It will also allow
people to e-mail the City regarding any issue they choose. The City of Oak Park Heights
web site is a fast, convenient way to communicate information to people.
Information Format
Each department will be required to review their information at least quarterly to
ensure it is accurate and current. If information changes between the quarterly
reviews, it should be updated immediately by submitting the updates to the
individual maintaining the Web page.
Responsible Parties
It will be the responsibility of the Deputy Clerk to act as Web Master (Deputy
Clerk). The Web Master will review information and format it for the web site
however any and all information posted is subject to the review and discretion of
the City Administrator. The Web Master will not create in-formation fnr the weh
site without prior authorization by the City Administrator. Individual departments
are responsible for creating and updating information and submitting it to the Web
Master in a timely manner.
• Links to Other Sites
The City of Oak Park Heights' web site is for informational purposes only. It is
not intended to be a venue for advertisements or endorsements. Our web site will
provide links to other web sites only if the web site is for a governmental or quasi-
governmental entity. Quasi-governmental organizations include libraries, license
bureaus, etc. The City will not create a link to other businesses or non-profit
organizations, with the exception of those bona fide businesses included in the
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Business Directory or who are directly affiliated with city business and/or
operator
• Web Space to Other Organizations
The City of Oak Park Heights will not provide web space to other businesses or
organizations. The web site is leased on an annual basis, from an outside vendor.
To allow others access to this space would be logistically difficult and opens the
City information up to security issues and additional costs.
• E-mail
The City's web site provides visitors e-mail addresses of employees and
responses shall be made to e-mail requests in a timely manner.
General Data
Storage of Data-All City data shall be stored on the network server. All network drives
are backed up on the network system - this does not back-up the workstation hard drives
[the "C" drive]. The process of re-configuring workstations as the environment changes
may at any time result in the loss of data stored on the workstations hard drive.
Storine and Transferring Documents
City related electronic documents, including e-mails, electronic communication and
business-related materials created on an employee's home or personal computer, should
be transferred and stored on the City's network in accordance with City records retention
policies and the Minnesota Data Practices Act. The following are general guidelines:
• Electronic communication that is simple correspondence and not an official
record or transaction of City business should be deleted as soon as possible and
should not be retained by employees for more than three months.
Electronic communication that constitutes an official record of City business must
be kept in accordance with all records retention requirements and should be
copied to appropriate network files for permanent storage.
• City-related documents that an employee creates on his or her home computer or
any other computer system shall be transferred to the appropriate City network
file(s).
• Similar to paper documents, documents or electronic communications that may be
classified as protected or private information under data practices requirements
should be stored separately from other materials.
If you are unsure whether an electronic communication or other document is a
government record for purposes of records retention laws, or is considered protected or
private under data practices, check with the City Administrator for data practices.
Transferring data and documents between computer systems requires information to be
stored on a CD-ROM, flash or USB drive, cloud or domain server, or other storage
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media. These items can also be used to transmit computer viruses or other items harmful
to the City's computer network.
The City has installed anti-virus software on each computer to protect against these
threats by automatically scanning storage media for viruses and similar concerns but
cannot be relied upon to catch all threats to the City's systems.
The anti-virus software automatically updates. If you have any questions about your anti-
virus software or checking your storage media before you use it, check with the MIS
Coordinator.
Internet
The City provides Internet access to employees for work on City business. Employees
may use this access for work-related matters in a professional manner.
Occasional personal use of the Internet is acceptable within the bounds of all City
policies. The following considerations apply to all uses of the Internet whether business
related or personal:
* There is no quality control on the Internet. All information found on the Internet
should be considered suspect until confirmed by another source.
• Internet use during work hours must be limited to subjects directly related to job
duties.
• Personal use of the Internet during non-work hours (breaks, lunch hour, before or
after work) is permitted. However, employees may not at any time access
inappropriate sites. Some examples of inappropriate sites include but are not
limited to adult entertainment, sexually explicit material, or material advocating
intolerance of other people, races or religions, or in manners that otherwise violate
City policies related to respectful workplace and harassment prevention. If you
are at all unsure whether a site may include inappropriate information, you should
not visit it.
• No software or files may be downloaded from the Internet unless approved in
advance by the MIS Coordinator or City Administrator. This includes but is not
limited to free software or downloads maps, weather information, toolbars, music
or photo files, clipart, screensavers and games.
• Employees may not participate in any Internet chat room — an online meeting
place to discuss a particular topic, sometimes in semi-privacy — unless the topic
area is related to City business.
•
Exqml tion: The police department may find it necess@a to review internet sites
that do not Drnply with this otic . This would be for investigative Durpose only.
This exem tion will be under the direction of the Police Chief's dppartment
policy.
The City may monitor any employee's use of the Internet for any purpose without prior
notice, as deemed appropriate by the City Administrator.
Passwords and Physical Security of Equipment
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Employees are responsible for maintaining computer passwords and following these
guidelines:
fry Your passwords should not be shared or told to anyone other than the MIS
Coordinator If it is necessary to access an employee's computer when he or she is
absent, contact the City Administrator for approval.
0 Passwords should not be stored in any location on or near the computer. If
necessary, store your password in a document or hard copy file that is locked
when you are absent from your desk. Do not store it electronically in a palm pilot
or cell phone system.
• If you wish to change your password request the MIS Coordinator to make the
change.
Lock your workstation (press Ctrl-Alt-Del keys) if you will be away from your desk or
office for more than five minutes. Unlock your computer by doing the same and typing in
your password.
Use caution if you leave equipment unattended because it is generally small and portable.
Do not leave City computer equipment in an unlocked vehicle or unattended at any off-
site facility(airport, restaurant, etc.). If your office or desk area is in a high-traffic public
area, check with the technology department about appropriate security measures.
Before leaving work, users must log off (or shut down) the network their individual
workstations.
Remote Access
Certain employees may be given the ability to access the City's computer systems from
remote locations or from home, using either personal equipment or City-owned
equipment.
Remote access is limited to staff classified as exempt and who frequently work
independently on City business. Non-exempt staff may be given temporary access from
time to time as needed, but only with the approval of their supervisor, the City
Administrator or the MIS Coordinator.
Employees with remote access privileges will be given specific instructions from the
technology department about how to protect City equipment and information resources. If
you have any questions about remote access to the City's network, check with the MIS
Coordinator.
Notice of Computer Problems
Employees are responsible for notifying the technology department about computer
problems or odd computer behavior. Employees should err on the side of caution when
reporting issues because small problems may indicate a more serious network or
computer system issue.
Portable Deices
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• Defined
Portable Devices are laptops, netbook,notebooks, IPADs and Smart phones, etc.
• Use
Devices that are owned by the City are to conform to all of the applicable policies
as outlined in this computer policy. City owned portable devices are to be used in
a fashion consistent other City hardware to facilitate your job or position in the
City.
• Access to Data
The user's ability to view, add or modify information in the network files will be
solely coordinated through the MIS Coordinator
• Electronic Mail
Where practicable, electronic mail or e-mail communication for City owned
devices should utilize the @cityofoakparkheights.com e-mail system to assure
that all communication by employees and or City officials conform to proper data
practices and records management. Personal email accounts may be accessed with
City supplied devices, but no documents should be downloaded into City systems
or hardware.
• Additional Requirements
All users of portable computing devices that are City owned, shall also comply
with the following requirements:
• To physically protect the portable device when away from a secure
location;
• Properly and immediately notify the City Administrator when a
portable device is lost or stolen, including notifying the City prior to
notifying a third party(e.g. AT&T, Verizon, etc.)
• A separate sign-out agreement will be required by the City prior to any
City devices being supplied for use outside of the City Hall.
• Users of City owned portable devices, understand and agree to the
terms in a personal use agreement, which gives the City authority to:
1. Monitor activities conducted on the equipment,
2. Confiscate devices to conduct investigations,
3. Confiscate devices to obtain official records and respond to
data practices request,
4. Confiscated devices due to litigation
Audit of Use
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The City Administrator may authorize the periodic audit of the use of the computer or
portable devices owned by the City.
Employee/City Official Signature
I have received and read the above policies and have had an opportunity to ask any
questions. I understand that my failure to follow these policies may result in disciplinary
action including revocation of system privileges or termination.
Print Name Print Department Name/Title
Signature Date
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CITY OF OAK PARK HEIGHTS
ANNEXATION/DETACHMENTIUTILITY EXTENSION POLICY
Backstround:
The policy and position statements that follow are intended to be general in scope and are
meant to serve as guiding principles for the City in addressing certain annexation issues.
The City Council, however, in approving such policies expressly recognizes that
annexation law may change over time and annexation issues tend to arise in the context
of unique and fact-specific circumstances.
The City Council therefore will, and reserves the right in the future to, analyze all
annexation matters on a case-by-case basis. Nothing herein should be construed or
interpreted as limiting the City Council's discretion with respect to considering specific
annexation matters or to take a position that is not contained herein or is contrary to a
position contained herein, should unforeseen circumstances warrant in a particular case or
should such position be deemed in the best intere-t-z of the City as determined by the City
Council based on the circumstances at the time.
General Annexation Policies and Princi les:
Annexation will be guided based on the principle of opportunity primarily in response to
a request from a property owner or others where the requested annexation would be
expected to meet one, or more, of the following factors:
1. Assist in the implementation of and be generally consistent with the
Comprehensive Plan;
2. Advance the potential to protect or enhance an environmental resource or abate an
existing or potential environmental problem;
3. Enhance the efficient and cost-effective extension of infrastructure, municipal
services, and transportation systems;
4. Result in a significant economic development, tax base, or job creation potential;
5. Accomplish another identified policy, goal, or strategy of the City Council.
In addition to achieving one or more of the foregoing factors, the City regards
annexations with the following context, although subject to specific circumstances:
• Annexation fundamentally involves a change in the governmental jurisdiction of a
piece of property from the township to the City or from city to city consistent with
State law.
• Annexation should be evaluated from both a regional context and City perspective
and a decision to annex will involve the consideration of the effects of annexation
on the applicable city, township, or other government jurisdictions. This may
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include joint meetings with neighboring jurisdictions as the direction of the City
Council.
The City's preference is for annexation to be initiated by property owner petition
and supported by the current jurisdiction.
The City will strive to accomplish annexations under the orderly annexation
procedures established in state statute whenever possible.
• The City will strive to accomplish annexations in areas contiguous to City
corporate limits, unless there is a compelling reason to consider a non-contiguous
annexation.
Annexation decisions will be additionally guided by an analysis of infrastructure
capacity, ease of infrastructure extension, and cost effectiveness of extending
infrastructure.
Annexation should consider the impact of annexation on economic and
environmental resources and the impact of potential transportation improvements
on economic and environmental resources.
Annexation analyses should include, where applicable, such matters as an
accurate projection of tax base expansion, housing units created,job creation, and
salary and wage creation.
Res onsibiUdes of Requesting Party Seekinst Annexation:
In the event an annexation is requested on the part of a property owner(s), the property
owner(s) must initiate such request in writing, provide detailed maps and legal
descriptions of parcels to be annexed and she additionally submit a $10,000 cash
deposit. Upon the receipt of such request and deposit, the City will initiate a review
process for such annexation consistent with State Statute and the policies stated herein.
The requesting party shall be responsible for all City costs associated with the
annexation request, whether or not the request is granted by the City or successful.
In the event the request is contested annexation, the property owner shall provide an
additional cash deposit to the City in an amount necessary as deemed by the City
Council to cover all related costs and expenses of the City should the City desire to
proceed with the proposal.
ZoninsE of Lands to be Annexed:
All lands annexed to the City shall enter the City as with a zoning classification of"0"
Open Space. Should land become annexed into the City, the property owner may
subsequently seek a rezoning of their lands subject to the processes as established by
the City.
Circumstances in the Event of Detachment Request from the Citv:
In the event there is a request for a detachment from the City, the City will seek a joint
meeting with the property owners seeking such detachment and the jurisdiction to
which the lands are proposed to be annexed to. Such meeting shall be held so as to gain
meaningful information on the nature of the proposal, reason for the detachment
request and to ensure all statutory provisions are followed.
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In the event the City does not satisfactorily agree to continue services outside of its
jurisdictional boundaries as proposed under a detachment of City lands to another
jurisdiction the City shall terminate all utility services within 30 days of the effective
date of detachment.
Extension of Provision of City Udlity Services — Outside of Jurisdictional
Boundaries:
It is the formal policy of the City not to extend its utilities beyond its municipal
boundaries. The singular exception to this policy has been in exchanged service areas
with the City of Stillwater where both communities have agreed to serve properties in
areas where the other cannot lying north of STH 36 and east of Osgood Ave.
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CITY OF OAK PARK HEIGHTS
COMMUNITY NOTIFICATION SYSTEM (CODE RED)
USE POLICY
P_ uraose
This policy serves to protect the security and integrity of the of Oak Park Heights use of
Community Notification Systems that implements the use of auto-dialed phone
messaging, auto text messaging and/or emailing; hereafter referred to as the "System"
Security access to the System and integrity in the use and content of the System ensures
the Citizens of Oak Park Heights have trust and confidence in the System and do not
become discouraged with the system defeating efficient and successful use of the system.
The City may at any time use different notification systems deemed necessary by the City
Council or in the event of dissolution of the group contract in place with Washington
County. At the time of this policy adoption the has contracted as a county wide
participant of all government jurisdictions in Washington County providing continuity for
citizens and emergency service agencies. The current system being utilized is: CODE
RED.
All City employees, contractual emergency service personnel, and council persons are
responsible for reading and following this policy and any supplemental information or
directions in the future that are relevant to this policy. An employee who violates any
aspect of this policy may be subject to disciplinary action.
Primary and Secondary Uses
The System's primary purpose is for use by emergency services to notify residents and
business owners of possible and specific dangers in the community or to request
assistance from the community to take action in an emergency. The System is not
intended to provide general information to the community regarding an emergency
situation that requires no action or involvement of non-impacted parties.
The secondary use of the system is by City Administration to provide notices to residents
or business in a non-emergency capacity. However, such non-emergency use of the
System shall be solely limited to situations where for all practical purposes traditional
public information tools would prove incapable of relaying necessary and timely
information. Only the City Administrator may authorize the use of the System for non-
emergency uses.
System Oversight
The City Administrator and Chief of Police will have overall responsibility for
monitoring, implementation, and conformance to this policy with the use of the system.
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The City Administrator will be responsible for security and distribution to users deemed
to be in need, of the login and password to access to the system for administrative uses.
The Chief of Police being the Emergency Manager will have responsibility for
monitoring, implementation, and conformance with this policy for departments providing
emergency services within the City to include the police and fire departments. The Chief
of Police will be responsible for security and distribution to users deemed to be in need of
the login and password access to the system for emergency services.
Types of Notifications
Notification systems can provide messages to community members in several manners to
include: Phone Calls, Email, and Text Messaging. The system can be used to notify the
entire City or specific geographical areas around or in the path of an incident.
1. Administrative Notifications —Non emergency notifications may include such
things as public works notification of sewer and water interruptions, road closures
for maintenance, and other interruptions to normal services for residents and
businesses; ongoing information in the aftermath of a Natural Disaster for residents
to receive services or relevant immediate information on public services or
assistance, boil water notices and sewer outages.
All administrative notifications will be approved by the City Administrator prior to
deployment. An exception may be made by the Public Works Director for public
works notifications for unanticipated and emergency service interruptions in the
event the City Administrator is unavailable for approval. The use of the notification
system is only to be considered an added means of contact to affected residents and
follow up door to door contact shall also be attempted.
Administrative notices are not intended to replace standard mailing or other written
notices and those required by law for legal publication. The notification system is
not to be considered to be 100% effective in contacting or notifying all affected
persons at all times simply due to the manner of delivery.
2. Emergengi Notifications — Emergency notification can be made to residents
and businesses by the police department under direction of the Chief of Police or
their designee. The City contracts for fire protection and the contracting entity will
notify the Chief of Police of all activations of the system in Oak Park Heights prior
to use or as soon a practical after the initiation of the notification if the Chief of
Police is not on scene or a police officer is not on scene to relay the notification
information to the Chief of Police.
Emergency services personnel may initiate a notification directly in the system or
request the WC Public Safety Answering Dispatch Center to make the notification
in conformance with the set procedures to initiate a notification.
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Emergency services personnel should use discretion in the activation of the system
to reduce unneeded alarm in the citizens, not using it in situations that do not pose
an expected danger to the public or require an articulated specific response and
assistance from the public. Discretion should be used in setting the criteria/size of
the notification area to prevent unneeded alarm to the citizens that would not be
expected to be affected by the incident.
Some expected emergency services possible uses of the system could be but are not
limited to:
a) Armed or Dangerous Suspect at large—notification of the public to shelter
in place with a description of the suspect. Do not confront the suspect —
call 911 if seen.
b) Missing Child — description of the child and other relevant information.
Caution should be given to ensure persons are notified not to respond to
the area and search on their own.
C) Missing Vulnerable Adult believed to be in an area — see missing child
information.
d) Area residences or businesses surrounding an active police incident
involving a specific residence or business with a dangerous suspect.
Shelter in place notices. Notices not to leave until a uniformed police
officer arrives to escort them away from the area if applicable.
e) Natural Disasters—shelter in place or emergency evacuation notices.
f) Fire or Hazardous Materials incidents to include possible hazards due to
gas leaks, smoke hazard, chemical spills. The Fire personnel will develop
a "plume" or required evacuation distance in conformance with published
hazmat protocol.
Not all incidents in the above descriptions will require notifications and emergency
personnel need to weigh the expect results gained against the possible negative
impact to the community such as fear, panic, unwanted calls to the 911 system
asking questions, or unwanted attention/on lookers at the incident scene.
Personnel are not to rely on the notification system to provide the only means for
evacuation notices. Emergency personnel shall endeavor to also provide audible
notification via amplified public address equipment if relevant and or door to door
personal contact if possible.
Unpermitted Uses — The system may not be used for personal messages, political
messages, or notices that may cause undue panic and reaction from the public if
reasonably foreseeable.
The System is not expected nor anticipated to be used in typical weather related
emergency notifications, such as a tornado warning where the siren protocols are
established
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Cautions Caution should be used to not over use the system for routine information
which would cause the public to Iose confidence that the system is providing important
information. Over use with routine information may cause citizens to then ignore the
notices or become frustrated with the system and request to have their information
removed from the system. An unintended consequence may also be over reliance on the
system by the public believing that they will be notified every time there is an incident.
Citizen Information — a Iink to the sign up information for citizens may be kept on the
City web site. Basic information of what the system is used for by the City, information
that the system will not notify them of every incident, how to sign up for the system, and
how to have their information removed from the system if they wish should be posted
with the link.
Citizens without access to the internet may contact the police reception during normal
business hours to be provided with assistance in registering contact phone Ws for their
residence or business. Citizens requesting their information be removed from the system
may also contact the police reception with the request.
No identifying information such as name, phone number, email addresses, text contact
information,being provided by citizens will be disclosed except by legal requirement.
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CITY OF OAK PARK HEIGHTS
DEDUCT METER POLICY
Policy Statement:
Deduct water meters are provided as a service to Oak Park Heights water and sewer
customers to meter non-sewered water usage. Deduct meters shall be used to measure
non-sewered water usage for irrigation applications and boiler system applications only.
The following policies shall apply to current and prospective deduct meters:
A. The customer is responsible for all costs incurred to install or replace a deduct
meter, including the cost of the meter and all appurtenances. All meters installed
shall be finnished only by the City and shall remain the property of the City of
Oak Park Heights. It remains the customers responsibility to ensure accurate
readings of the deduct meter are reported to the City and to maintain the meter in
proper order.
B. All deduct meters shall be installed in conjunction with a RPZ back-flow
prevention device. The customer shall cause the back-flow prevention device to
be inspected and/or tested once per year by a qualified licensed individual and in
compliance with the Minnesota State Plumbing code sections 4715.2161 and
4715.2162 or as may be amended or revised. In addition, the customer is
responsible to maintain a required rebuild interval, not exceeding five (5) years
for such RPZ devices. The customer is responsible to submit a copy of the back-
flow prevention device inspection and test report to the City on a yearly basis, and
report of rebuild a minimum of every five (5) years. Failure to submit inspection
and rebuild reports may result in the loss of the non-sewer use deduction and/or
termination of water service where applicable.
C. The City will not make estimations on deduct meters for billing purposes. It
remains the customers responsibility to ensure the deduct meter is working
properly. Under no circumstances shall the customer attempt to make repairs or
perform maintenance to the water meter. If the deduct meter is not working
properly, the customer shall contact the City Public Works Department as stated
in City Ordinance 1001.03 subsection B. Any repairs shall be paid for by the
customer.
D. The City of Oak Park Heights reserves the right to inspect the property at anytime
to ensure that the installation and use of the deduct meter is in compliance with
this policy and any applicable codes and regulations. The Customer shall provide
plumbing as-builts of the systems using and that are tied into the deduct meter to
the City prior to final installation and activation. Failure to provide these as-built
drawings will result in a revocation of use of the meter and permission to operate
a deduct meter will be withdrawn.
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E. No deduct meters shall be permitted without first securing a permit from the City.
F. The City of Oak Park Heights reserves the right to terminate the use of a
customer's deduct meter for any violation of this Policy.
G. Deduct meters shall be permitted only to measure non-sewered water usage for
irrigation applications and boiler system applications, no other purposes are
permitted.
H. All existing deduct meters in place at the time of approval of this Policy are
required to conform to this Policy.
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P7
CITY OF OAK PARK HEIGHTS
POLICY ON USE OF CITY LETTERHEAD AND
REPRESENTATIVE ACTIONS BY CITY OFFICIALS
Purpose: In order to clarify protocols necessary to convey a succinct purpose and actions
on the part of the City Council as a collective deliberative body, the following policies
shall be implemented to ensure that communications to outside entities by public officials
are wholly consistent with City Council actions and positions.
1. An elected official may use the City's name, letterhead, logo, or seal only
when:
a. It is to be directed as representing the City of Oak Park Heights or the
body as a whole and only following a formal council action directing
same.
b. On behalf of the City to respond to official inquiries as directed to the
Office of the Mayor and only with the prior consent of Council.
c. It provides routine correspondence considered Iargely ceremonial,
community based or philanthropic within established City Council actions
and protocols.
d. This Policy will not prohibit the Mayor or Councilmembers from
using City letterhead and resources to write personal congratulatory
letters, personal (non-city) letters of recommendation, references,
endorsements, and such may be written by on City letterhead, with a
copy being provided to each councilmember through the office of the City
Administrator.
e. An elected official shall not utilize the City's name, letterhead, logo,
or seal for the purpose of endorsing any political candidate, business,
commercial product,or service.
2. Elected officials shall represent the official policies or positions of the City
Council, board, commission, or committee to the best of their abilities
when designated as delegates for this purpose. When presenting their
individual opinions and positions, officials shall explicitly preface their
comments by stating that they do not represent the position of the City of
Oak Park Heights,nor give the inference that they do.
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p,
CITY OF OAK PARK HEIGHTS
PUBLIC PURPOSE EXPENDITURE POLICY
POLICY
Consistent with Minnesota State laws that permit and require the expenditure of public
funds for public purposes, the Oak Park Heights City Council hereby adopts the
following policy and guidelines to provide assistance and clarification to officials and
employees for determinations of when public funds may be spent. The over-riding
principle is that public funds must be spent for a public purpose. The City Council
recognizes that the determination of a valid public purpose is an evolving concept that is
somewhat subjective and therefore feels thoughtful discussion and guidance in the form
of a policy and guidelines is appropriate. The City Council authorizes the City
Administrator and department heads to establish additional administrative policies and
procedures and to interpret appropriate use of public funds consistent with this policy and
guidelines.
Definitions:
Public P ose Expenditure — An expenditure of funds related to the purpose for which
the City of Oak Park Heights exists, including the mission, goals, functions, and
responsibilities of elected and appointed officials, employees and other City
representatives.
Employee—For purposes of this policy, the word `employee' shall include all employees,
elected officials, and appointed officials.
PUBLIC PURPOSE GUIDELINES
1. Training and development programs for Oak Park Heights elected and
appointed officials and employees serve a public purpose when those training
and development programs are related to the employee's job performance and
to the programs and services provided by the City to its residents.
2. Payment of employee work-related expenses, including travel, lodging,
telephone, and meal expenses serve a public purpose when those expenses are
necessarily incurred by Oak Park Heights employees in connection with their
official duties and/or work assignments and those expenses are directly related
to the performance of the governmental function for which Oak Park Heights
has responsibility.
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3. Safety, health and wellness programs for Oak Park Heights employees serve a
public purpose because they result in healthier and more productive
employees and reduce certain costs to the City and taxpayers, including
various costs related to worker's compensation, health insurance premiums,
disability benefit claims, and lost time due to employee absences.
4. Public expenditures to recognize contributions made by employees are part of
an overall compensation program offered to employees for work performed.
It serves a public purpose because formally recognizing employees who make
contributions and demonstrate their commitment during the performance of
their duties results in higher morale and increased employee cooperation,
understanding and productivity and therefore assists the City in providing
efficient and cost-effective services to its citizens. Including all employees in
events to recognize service and commitment encourages other employees to
work harder and make additional contributions and builds greater teamwork
among employees in different departments.
Employee productivity is directly related to employee satisfaction and that
satisfaction depends on much more than just a paycheck. Employee
satisfaction is directly and closely tied to the entire compensation package and
the work environment. Recognizing employees' efforts and talents is a key
factor in a good work environment and is accomplished several ways, both
structured and unstructured. Examples of structured events include the annual
employee recognition event, employee retirement and farewell events, years
of service recognition, and swearing-in ceremonies for law enforcement.
These events are an integral part of our employee compensation program and
are directly related to employee satisfaction, which in turn leads to greater
productivity and enhanced service to the community.
5. Public expenditures for appropriate community and customer outreach
activities serve a public purpose when those expenditures are necessary to
ensure efficient operation of the City's programs or services, promote the
availability or use of services or City resources, or to promote coordinated,
cooperative planning activities among and between the City and the private
sector or other public sector jurisdictions for the benefit of the public.
6. Public expenditures for food and refreshments associated with official City of
Oak Park Heights functions, employee training, and meetings to discuss City
business serve a public purpose when the provision of food or refreshments
helps to ensure meaningful participation by those attending. These functions
serve a public purpose to receive or provide information of concern to the
City, recognize individuals for their service to the City, or provide a forum to
discuss City business. These meetings should be limited to meetings where
the primary purpose is to discuss City business.
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7. Expenditures for membership in professional and community organizations
and attendance at meetings and professional conferences serve a public
purpose by keeping employees informed of state and federal laws and
proposed legislation, rules, regulations, court and arbitration decisions, risk
management, effective employee and labor relations strategies and issues,
availability of grants and other funding sources, community concerns, and
public-private partnership opportunities that are directly related to the
performance of city-related governmental functions and to the service
provided to the residents.
S. Expenditures for educational reimbursement serve a public purpose when the
coursework is directly related to the job duties or performance needs of the
employee and therefore improve the knowledge, skills and abilities needed to
provide effective and efficient services to the residents.
9. Public expenditures for volunteer recognition serve a public purpose because
formally recognizing volunteers who contribute their time and expertise
promotes a positive relationship with the community and encourages
volunteerism. Increased volunteerism increases the City's ability to provide
cost-effective services to the community.
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CITY OF OAK PARK HEIGHTS
STREET SWEEPING POLICY
1. Introduction
The City of Oak Park Heights, Minnesota finds that it is in the best interest of the
residents for the city to assume basic responsibility of sweeping city streets. Reasonable
sweeping is necessary for vehicle and pedestrian safety, water quality issues, and
environmental concerns. The city will provide such service in a cost-effective manner,
keeping in mind safety,budget, personnel, and environmental concerns. The city will use
city employees, equipment and/or private contractors to provide this service. Completion
dates are dependent on weather conditions, personnel, and equipment availability. The
Public Works Director or his/her designee will be responsible for scheduling of personnel
and equipment.
2. When Will the City Perform Street Sweeping Operations?
A. Spring sweeping of snow and ice control aggregate will begin when streets
are significantly clear of snow and ice, usually late March or early April, after the
risk of later snowfall has passed. Spring sweeping is typically completed by May
31, 2013.
B. Sealcoating is a surface application of an asphalt emulsion followed by a
layer of small rock that protects the pavement from the deteriorating effects of sun
and water, plus it provides increased surface friction. Sealcoat sweeping will
commence days after application of sealcoat and will be completed within days of
application.
C. Fall sweeping will commence and typically is completed by October 31,
2013. Areas with extensive foliage will be swept after most of the leaves have
fallen.
D. Storm Water Quality areas will be swept on a priority basis throughout the
year.
E. Environmental/general sweeping will be performed on a routine/as needed
basis.
F. Bituminous milling recovery sweeping will be performed within days of a
grinding, milling, or cracksealing operation.
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G. Erosion/siltation dirt & debris cleanup from construction projects is the
responsibility of the developer, contractor, or property owner. Except in cases of
emergency, the streets shall be cleaned and swept within days of notification. if
the streets are not swept within the specified time allowed, or in the case of an
emergency, the city may sweep the street and the responsible party will reimburse
the city for all associated costs.
H. Tree trimming and pruning areas will be swept within days of the
operation.
1. Citizen requests for sweeping will be evaluated and the Public Works
Director will determine the priority.
3. How Will Streets be Swept?
Sweeping is a slow process with average gutter line speeds for the first sweeping in
spring that can be as slow as 2 to 3 miles per hour. The city will sweep with its own
equipment and personnel or contract services. Normally centerlines are swept after gutter
lines are cleaned. Equipment may include mechanical, vacuum or regenerative air
sweepers.
4. Priorities
The city has classified priorities for certain city streets based on the street function, traffic
volume, impact on water quality and the environment and the importance to the welfare
of the Community. Accordingly, sweeping routes will be designed to provide the
maximum possible benefit to higher volume and water quality sensitive areas.
5. Weather Conditions
Sweeping operations will be conducted when weather conditions permit. Factors that may
delay sweeping operations include: temperatures below 32°F, wind,rain, snow and frozen
gutter lines.
6. Work Schedule
Sweeping operations are performed in conjunction with and can be impacted by other
maintenance operations. Sweeping operations will normally be conducted Monday
through Friday, from 7:00 a.m. to 4:30 p.m. Extended workdays and shift changes may
be utilized for spring cleanup or emergency sweeping to provide maximum efficiency.
For safety reasons, no operator shall work more than a twelve-hour shift in any twenty-
four hour period.
7. Sidewalks and Trails
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The city will sweep trails and sidewalks on collector and arterial streets once in the spring
after the risk of snow has passed and they are clear of snow and ice, or on an as-needed
basis.
8. Safety
Sand, sealcoat rock or other dirt and debris on the street can create a potentially
dangerous condition for vehicles, motorcyclists, bicyclists, and pedestrians. It would not
be practical or effective to sign all streets for potential dangerous conditions. During
sealcoat or milling operations, warning signs indicating loose rock will be placed on each
end of collector and arterial streets or other appropriate areas where needed. These signs
will remain in place until the street has been swept. Employees will follow all work rules,
OSHA regulations, and Federal and State laws to ensure a safe sweeping operation.
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.n_
CITY OF OAK PARK HEIGHTS
DAMAGE CAUSED BY SNOW PLOWS IN CITY RIGHT-OF-WAY
1. The City of Oak Park Heights is not responsible for damage to, repairing, or
replacing private property including, but not limited to, signs, vehicles,
landscaping, sprinkler heads, fences, and other structures placed within City
owned road right-of-ways (ROW). The City owns the roadside right-of-ways
(i.e., the land areas adjacent to the road pavement) and must retain all rights to
maintain these areas for clear visibility, snow storage and public safety or public
need purposes.
2. The City of Oak Park Heights is not responsible for grooming or repairing grass
lawns, sod or other roadside vegetation damaged by routine snow plowing and
removal operations.
3. If a resident or property owner feels extensive amounts of lawn damage has
occurred due to City performed snow plowing or removal operations, a report can
be sent to the City of Oak Park Heights Public Works Department for repair
consideration in the spring season.
4. The City will reimburse residents for damages caused by snow plows to private
mailboxes. Residents have two options, they may request the City replace the
mailbox in the spring or the resident should obtain replacement materials and do
their own installations. They then may send their receipt for materials and
supplies to City Hall for reimbursement.
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t
CITY OF OAK PARK HEIGHTS
POLICY ON REMOVAL OF MATERIAL FROM CITY PROPERTY
Individuals and organizations are not allowed to dig or remove any sand, soil, rock, stone,
tree, shrub, plant, downed timber, wood, or other materials from City property without
prior approval from the City of Oak Park Heights. Individuals are not allowed to
excavate by tool, equipment, blasting, or other means on City property without first
obtaining approval from the City of Oak Park Heights.
Page 238 of 272
w
Is�
i'
CITY OF OAK PARK HEIGHTS
POLICY ON "DUMPSTER DIVING" AT CITY CLEAN-UP EVENTS
"Dumpster diving" refers to the practice of sifting through residential and commercial
waste to find items that have been discarded by their owners.
The City of Oak Park Heights holds semi-annual clean-up events in order to provide
residents of the City an opportunity to dispose of unwanted items and general household
trash.
Due to the potential liability and time delays, the City of Oak Park Heights prohibits
individuals and organizations from the practice of"dumpster diving" at the City clean-up
events. This includes taking items off of residents' trailers and from residents' vehicles
while in line at the event, as well as removing items from the dumpsters, bins, and
surrounding areas.
Page 239 of 272
CITY OF OAK PARK HEIGHTS
SOCIAL MEDIA POLICY
olicn:.
The City of Oak Park Heights will determine, at its discretion, how its web-based social
media and online community presence will be designed, implemented and managed as
part of its overall communications and information technology strategies and functions.
City government social media and other web-based resources may be modified or
removed by the City at any time and without notice, as necessary to maintain the integrity
of both communications and information technology functions.
It is the intent of the City of Oak Park Heights to represent itself appropriately,
consistently and positively on the internet. Collaborative technologies are fundamentally
changing how information is provided, received and how the City can engage its citizens.
To aid in meeting the goals of the City, the purpose of this policy is to establish
procedures for creating and maintaining a social media and online community presence
which is in accord with policies and directives established by City management. It also
provides guidelines and standards for individual employees regarding the use of social
media for communication with citizens, colleagues and the world at large.
33. Scope
This policy applies to any existing or proposed social media web sites and online
community accounts created by City employees during the course and scope of their
employment.
w Definitions
"City Social Media" — Those social media web sites established for the benefit of the
City of Oak Park Heights with authority granted as outlined in this policy. Includes all
employee social media accounts established at the request of or with the approval of City
management. City Social Media does not include employee's personal social media
accounts.
"Social Media Web Sites" —Focus on creating and fostering online social communities
for a specific purpose and connect users from varying locations and interest areas.
"Social Networking" —Offer a way for registered users to communicate with each other
on the internet, usually offering many ways to connect to other registered users.
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5. General Standards
The City of Oak Park Heights social media web site and online community accounts and
their associated content should focus on significant City interest areas and be organized
in a manner that avoids duplication, ambiguities and/or conflicting information.
6. Social Media Web Site Responsibility
• All postings to City of Oak Park Heights social media site may be subjected to
review by the Deputy Clerk and/or the City Administrator and may be deleted
without notice.
• Administration of all social media web sites and online community accounts must
comply with applicable laws, regulations and policies as well as proper business
etiquette.
• City of Oak Park Heights social media and online community web site accounts
are considered a City asset and logins to these accounts must be securely
administered in accordance with City computer security policies. The City
reserves the right to shut down any of its social media sites or accounts for
any reason without notice.
• A social media web site shall not be used by the City or any City employee or
representative to disclose sensitive and/or confidential information without the
prior written approval of the City Administrator.
• All social media web sites and online community accounts created and utilized
during the course and scope of an employee's performance of his/her job duties
will be identified as belonging to the City of Oak Park Heights, including the City
logo, as well as a link to the City's official web site.
• Inclusion of the following disclaimer, as approved by the City Administrator, is
required on all social media giteq-
"The City of Oak Park Heights's use of external social media web sites is
provided as a public service. The City of Oak Park Heights disclaims liability
for ads, videos, promoted content or comments accessible from any external
web site. The responsibility for external content or comments rests with the
organizations or individuals providing them. Any inclusion of external
content or comments does not imply endorsement by the City of Oak Park
Heights. The City reserves the right to delete any postings that are obscene,
vulgar, threatening, contain profanities or show the City or its residents in a
negative manner."
7. Social Media Guidelines
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Post meaningful, respectful comments that promote collaboration and sharing.
Do not spam, inflame or make comments that are offensive.
• Posting may include:
o City events
o City partner events
o Not-for-profit fundraisers held in the City
Posting not allowed:
o Sales at retail stores
o Garage sales, etc, for individual profit
o Events hosted entirely or primarily for a private gain
o Political Commentary
• Always think before posting; if it causes you to pause or question if it is
appropriate, it most likely should not be posted.
• Respect proprietary information, content and confidentiality. Give credit to
appropriate persons when required or appropriate.
• Reply to comments in a timely manner, when a response is appropriate.
Understand that quality communication is important, so engage appropriately.
• Be transparent as to who you are and who you represent. Be clear about your role
for the City of Oak Park Heights so as to identify your vested interest in the
information you share.
Be aware that just by identifying yourself as a City of Oak Park Heights employee
you are creating perceptions about yourself and about the City. Be sure all content
associated with you is consistent with your work and the City's professional
standards.
• Know and follow the City's rules for conduct, Internet Policy and the Social
Media Policy.
Be aware that some information is confidential and/or sensitive until deemed
available for public release. Employees are expected to maintain this
confidentiality.
Add value and excitement to the online community. Your statements and posts
should provide the community with information to improve their knowledge,
skills, solve problems, or to understand City government and community
activities better.
Social media is a conversation, so talk to the community as you would a real
person in a professional situation. Be a leader while communicating and do not
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create incendiary statements to inflame others. Be careful and considerate of
other points of view.
Posting guidelines:
o No more than for 2 posts per day on the site
o Please keep sites updated
o Post events close to the event or people will forget it. At the
very least,post a reminder close to the event
Guidelines for responses to posts:
o The City will delete any responses containing profanity,
vulgarity, or which are demeaning or inflammatory to other
people
o Document deleted posts (save thread to a file), along with
specific reason for deleting
o Use Facebook as a photo repository for City events—gives
fans a reason to join and something to look at.
8. Violations of the Policy
Violations of this Policy shall be reported to the Deputy Clerk and/or the City
Administrator. Employees violating this policy may be disciplined in accordance with
the provisions of the City of Oak Park Heights' Personnel Policy or employee's labor
contract.
9. Exc tions/Chan es
This policy replaces all previous policies covering the same or similar topics except as
provided for in the City of Oak Park Heights Personnel Policy. Exceptions to this policy
may be granted only by the City Administrator. This policy may be reviewed and
changed at any time.
Page 243 of 272
CITY OF OAK PARK HEIGHTS
POLICY ON CITY HALL USE
1. To the extent meeting rooms adjacent to the City Hall entrance rotunda may be
unoccupied the City will make such rooms available for use by the public. However,
in all situations Non-city meetings shall always remain subordinate to the use of any
and all spaces being required for use the City Council, its Commissions,
Subcommittees or use by City staff.
2. Meeting rooms may NOT be utilized by firms, individuals or organizations that are
"for-profit" in nature, for sales of goods or services or for private celebrations or
parties. Use of rooms shall be for the sole purposes of conducting a meeting. Use of
rooms, by political parties, condominium organizations, religious organizations or
other non-profit entities may use a meeting room. No party may use the room more
than once quarterly, subject to availability.
3. The maximum group size is limited to 12 total persons.
4. Any party wishing to utilize the City Hall for a meeting shall first contact the City
Deputy Clerk to discuss availability and permissions. Please coordinate with the
Deputy Clerk not less than 24 hours in advance of the proposed meeting to determine
availability. Unless special arrangements are pre-approved by the Deputy Clerk no
meetings may begin prior to 9:00 am and shall cease, with all participants leaving the
City Hall by 4:00 pm.
5. During evening and specific time periods when there is a regularly scheduled City
Park Board Meeting or a Planning Commission meeting, (excluding City Council
meetings) a group may utilize an available meeting room. However, such use shall be
subject to the conditions found in this policy and shall cease, with all participants
leaving the City Hall premises at the closure of the City function.
6. At no time may any meetings interfere with the business to be carried out by the City
and as determined solely by the City. Should this occur, the City may terminate the
use of a meeting room by an outside party immediately and for any reason.
7. Food or refreshments may be brought in, but the group is solely responsible to clean-
up all materials and dispose of any garbage or recyclables including their removal
from the building. No food or refreshments may be brought in that could disturb the
proper functioning of the City.
8. The City does not provide sinks, coffee makers, cups, dishes, utensils, phones,
printing, copying, etc. for use; each group must supply all their own materials.
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9. Any chairs and tables that are moved shall be relocated to their original position prior
to the party's use.
10. The Party will be held liable for damages should any occur as a result of their use.
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t„
CITY OF OAK PARK HEIGHTS
SIGN RETROREFLECTIVITY POLICY
The purpose of this policy is to establish how the City will implement an assessment or
management method, or combination of methods, to meet the minimum sign
retroreflectivity requirements in the Minnesota Manual on Uniform Traffic Control
Devices (MN MUTCD).
Substantial conformance with the MN MUTCD is achieved by having a method in place
to maintain minimum retroreflectivity levels. Conformance does not require or guarantee
that every individual sign in the city will meet or exceed the minimum retroreflective
levels at every point in time.
The goal of this polia is to improve public safety on the Ci 's streets and roads and
prioritize the city's limited resources to replace si ng_s.
Article H. Applicable Signs.
This policy applies to all regulatory, warning, and guide signs as set forth in the MN
MUTCD.
Pursuant to Section 2A.8 of the MN MUTCD the city excludes the following signs from
the retroreflectivity maintenance guidelines:
A. Parking, Standing, and Stopping signs (R7 and R8 series)
B. Walking(Hitchhiking/Crossing signs (R9 series, RI0-1 through R10-4b)
C. Acknowledgment signs, including Memorial signs
D. All signs with blue or brown backgrounds (Indicating Private Streets)
E. Bikeway signs that are intended for exclusive use by bicyclists or pedestrians]
Article M. Resource Materials
The City has reviewed and relied on numerous resources in adopting this policy. These
resource materials include,but are not limited to the following:
• Methods for Maintaining Traf}`ce Sign Retroreflectivity, Publication No. FHWA-
HRT-08-026, U.S. Department of Transportation, Federal Highway
Administration(November 2007).
• Sign Retroreflectivity Guidebook, Publication No. FHWA-CFL/TD-09-005, U.S.
Department of Transportation, Federal Highway Administration(September
2009).
Page 246 of 272
Sign Retroreflectivity:A Minnesota Toolkit,Minnesota Department of
Transportation, Local Road Research Board (June 2010).
Traffic Sign Maintenance/Management Handbook, Report No. 2010RIC10,
Version 1.1,Minnesota Department of Transportation(October 2010).
LMCIT Sign Retroreflectivity Memo and Model Policy, League of Minnesota
Cities (Final Edition, March 2014).
Article IV. Sign Inventory
To meet the City's goal of maintaining sign retroreflectivity above certain levels, the City
will maintain a sign inventory of all new or replacement signs installed after the effective
date of this policy. The inventory shall indicate the type of sign, the location of the sign,
the date of installation or replacement, the type of sheeting material used on the sign face,
the expected life of the sign, and any maintenance performed on the sign.
As to existing signs, the City will perform an inventory of all signs covered by this
policy. The City recognizes this process will occur over time and subject to the city's
monetary and labor force resources. Oak Park Heights expects to complete its sign
inventory by 2020. The City shall record the above information related to new signs to
the extent that such information is known and shall also include a statement on the
general condition of the sign.
Article V. Removal of Signs
In recognition of the fact that excess road signs have been shown to reduce the
effectiveness of signage, as well as impose an unnecessary financial burden on road
authorities, it is the City's policy to remove signs determined to be unnecessary for safety
purposes and which are not required to comply with an applicable state or federal statute
or regulation. The removal of signs shall be based on an engineering study and the MN
MUTCD.
Article VI. Approved Sign Evaluation Method.
After reviewing the various methods proposed for sign maintenance, Oak Park Heights
will use the following methods to meet the minimum sign retroreflectivity requirements
in the MN MUTCD:
Initial Blanket Replacement
All signs determined to not meet applicable retroreflectivity standards shall be given
priority for replacement. At installation or replacement each City owned sign post
location shall be added into the City's spatial geodatabase system. Attribute information
Page 247 of 272
of each sigh including but not limited to sign type, date of installation or replacement,
sign sheeting material grade and expected sign life.
Replace Based on Expected Sign Life.
Attribute information about replaced signs shall be recorded into the City's geodatabase
including but not limited to date of install so that sign age may be compared to the
expected sign life. The expected sign life is based on the experience of sign
retroreflectivity degradation in Oak Park Heights. Signs older than the expected life shall
receive replacement priority and will be replaced based on available resources and in
accordance with established sign rereplacement methods.
Article VII. Sign Replacement Method
The City hereby establishes the following priority order in which road signs will be
replaced:
• First priority shall be given to replacing all signs determined not to meet
applicable retroreflectivity standards. Top priority shall also be given to replacing
missing or damaged signs determined to be of a priority for safety purposes.
• Second priority shall be given to signs determined to be marginal in their
retroreflectivity evaluation.
Third priority shall be given to all remaining signs as they come to the end of their
anticipated service life,become damaged, etc.
In addition, within each category above, further priority shall be given to warning and
regulatory signs on roads with higher vehicle usage.
After the initial replacement of signs as provided for in this Article or the installation of
new signs, the City shall, for the purpose of complying with the requirements of the MN
MUTCD,maintain minimum retroreflectivity standards, as budgetary and labor resource
factors allow,by replacing signs as they reach the end of the latter of their expected life
expectancy for the sheeting material used on the sign.
Damaged, stolen, or missing signs shall be replaced as needed.
Article VIII. Modification and Deviation from Policy.
The City reserves the right to modify this Sign Retroreflectivity Policy at any time if
deemed to be in the best interests of the City based on safety, social, political and
economic considerations.
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The Director of Public Works, or his or her designee, may authorize a deviation from the
implementation of this policy in regard to a particular sign when deemed to be in the best
interests of the City based on safety, social, political and economic considerations. Such
deviation shall be documented, including the reason for the deviation and other
information supporting the deviation.
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t City Of
Oak Park Hel hts
14168 Oak Park Blvd. N•Box 2007.oak Park Heights,MN 55082.Phone(651)4NA439•Fax(651)439-0574
Community Award Nomination Form
The City of Oak Park Heights recognizes exceptional businesses and distinguished
residents of our community who have made a significant impact on the City. To
nominate someone for this award, please complete this form and submit it to the City of
Oak Park Heights with supporting documentation.
Nominations are due by 4:30 p.m. on August 15. Nominations will be reviewed by the
City Council and will be announced by the mayor at the City's annual Party in the Park
event on the first Sunday after Labor Day in September.
You may submit your nomination either by mail or in person. No faxed or e-mailed
nominations will be accepted. Oak Park Heights City Hall, ATTN: City Administrator,
14168 Oak Park Boulevard North, PO Box 2007, Oak Park Heights, MN 55082.
Please complete a separate nomination form for each person or organization you are
nominating. If you have any questions, please call (651)439-4439.
Who are you nominating?
Name:
Address:
Phone:
E-mail:
Information about you:
Name:
Address:
Phone:
E-mail:
Supporting documentation:
Please attach to this nomination form a statement that answers the following questions:
1. What contributions has the nominee made to the community that are beyond the
scope of normal civic responsibilities?
2. How have those cont6butions impacted this community?
3. Discuss the time and energy devoted to community projects.
4. How would you describe the examples set by the nominee?
5. What challenges has the nominee met?
Page 250 of 272
Community Policy
Guidelines
Oak Park Heights Residents and local businesses are eligible for consideration
of a community award presented each year at the City's annuai Party in the Park
event. The nominator need not be a resident of the City of Oak Park Heights;
however, the nominee must be an Oak Park Heights resident or an owner,
manager, or employee of a business located in Oak Park Heights.
II. Criteria
The purpose of the Community Award is to recognize individuals or local
businesses who have made a positive impact on the community. Contributions
to the community need not have been within a certain time period.
III. Procedure
For consideration of the Community Award, applicants must complete the
nomination form and attach the supporting documentation by the deadline. The
entry must be submitted by mail or in-person. No faxed or e-mailed entries will
be accepted.
IV. Winner Selection
A review committee will be appointed by the City Council. All nominations
received by the deadline will be reviewed by the committee, and a
recommendation will be made to the City Council. Winner will be selected based
on best match to the criteria.
V. Award Presentation
The award winner will be notified by the end of August. The award winner will
receive a plaque which will be presented by the mayor at the City's Annual Party
in the Park which is held the first Sunday after Labor Day. Details of the event
will be provided to the award winner prior to the event. The award winner need
not be present at the event. If the award winner cannot be at the event, the
plaque will be mailed to the award winner the week following the event.
Photographs may be taken at the event, and the photographs may appear in the
City's newsletter or on the City's website and/or Facebook page.
TREE CITY U.S.A.
Page 251 of 272
CITY OF OAK PARK HEIGHTS
POLICY ON VIDEO RECORDING OF
CITY COUNCIL MEETINGS AND WORK SESSIONS
The City Council does believe that the creation of a formal audio-visual record of
the proceedings of the City Council adds transparency and helps to engage and
inform the public regarding local governance. And further, that many policy items
and actions are required to be discussed, debated and or vetted prior to a City
Council decision being made. And from time to time, some discussions are better
initiated in a round table forum and/or a more informal format such as a City
Council Work Session where preliminary and collegial discussions may be held but
are not readily conducive to audio-visual recording.
Considering the foregoing, the following shall be followed:
1. In general the City Council shall video record all City Council Meetings but shall
not video record work session meetings.
2. The City Council shall not take any formal actions during a work session.
3. Subject to existing legal privileges allowing for confidentiality, work sessions
shall be duly posted, open to the public and the Council should approve a final
summary of the discussions held at a regularly scheduled City Council meeting.
4. Any Work sessions where State Agency Staff are anticipated to be present shall
be held in the Council Chambers and shall be video recorded. Should State
Agency Staff arrive to an untelevised work session and are requested to
participate, such meeting shall be suspended and the meeting shall be reconvened
in the Council Chambers but only at such time as a video recording can be
implemented.
5. If there is a planned work session with external agency, such as a watershed
district Washington County, etc. where only a portion of the governing body or
only a representative staff person is to be present , such meeting shall held in (or
transitioned to) the Council Chambers and video recorded.
b. If there is a proposed work session with another external agency where the entire
governing board is to be present, such as a joint meeting with another city council
Page 252 of 272
or watershed board, such meeting shall not be video recorded unless expressly
approved by the City Council,
7. So as to provide City Staff with a clear direction, deviation from the above
policies shall only be directed by formal City Council action during a regularly
scheduled City Council meeting. Further, in the event of any conflicts of the
above policies, the default position of the City shall be to video record the
meeting and the meeting shall be held in the Council Chambers.
Page 253 of 272
CITY OF OAK PARK HEIGHTS
POLICY ON CITY ACCEPTANCE OR TAKEOVER OF
ROADWAYS FROM OTHER JURISDICTIONS
The City currently has a deficit in its ability to fully fund the long-term care and
maintenance of its current roadway systems. The consideration of the acceptance of
additional roadways from other jurisdictions places even greater and unsustainable
burden on the City's ability to fund and maintain such infrastructure.Accordingly,
the City will not accept the "turn back" or consider the acceptance of any roadways
from the other government entities until such time as the following conditions are
met:
1. Any public entity that desires the City to assume a roadway shall make that
request in writing not less than 12 months prior to any potential action.
2. Any public entity that desires the City to consider a roadway takeover shall
provide the City detailed study{justification and analysis) regarding the proposed
transfer. This study shall be performed by an independent engineering firm
capable of performing such task and shall include traffic studies, history of repairs
and maintenance, cost-benefit analyses to the City and other impacted parties as
well the anticipated results of the proposed project. This study shall be undertaken
by the City at the expense of the proposing agency and which shall be paid for
upfront by the proposing agency.
3. Public meetings shall be held and convened by the agency proposing to impact or
transfer such roadways to the City; affected parties that are reasonably anticipated
to be impacted by the proposal (both public and private) shall be invited to the
meeting(s).
4. At a minimum, prior to the City assuming any roadways, all such roadways that
are proposed to be conveyed to the City shall fully reconstructed (or recently
reconstructed) by the proposing agency at their sole expense to the standards as
may be minimally required by the City Engineer; including all curb and gutters
and drainage systems inclusive of downstream control structures. All proposed
street reconstruction subject to a proposed conveyance to the City shall comply
with the in-effect watershed and MS4 rules.
5. The City shall not be required to fund any portion of such proposed reconstruction
or secure needed right of ways of any roadways to be conveyed to the City. If
City lands are proposed to be used, these shall first be purchased by the proposing
Page 254 of 272
agency; or the City shall be compensated for such value as determined by the City
Council.
6. Prior to any acceptance of a roadway, the City shall first be supplied with an
upfront payment of not less than one-half of the second "life-cycle" cost of the
street surface and its appurtenances including but not limited to: curb and gutter
and pond maintenance. This shall generally include, two "seal-coatings", one
"mill and overlay" and one full reconstruction of the street surfaces and curb &
gutters and minor and major pond maintenance. This calculation shall be
performed by the City Engineer subject to applicable Construction Cost Indexes.
7. The City shall not assume any roadways from another jurisdiction until such time
as the City becomes fully eligible for State Road Aids as defined in h N STAT
162.09
S. The City Council may deviate from these policies for good cause and should
make that finding in any related City Council resolution.
Page 255 of 272
i
CITY OF OAK PARK HEIGHTS
POLICY ON CITY COMMUNICATIONS
TO OTHER PUBLIC AGENCIES
At all times City Elected Officials and Appointed Staff must be cognizant of
presenting clear positions and intentions of the City to other units of government.
To aid in that capacity, having multiple points of contact can create confusion or
selective discussions. The following protocols shall henceforth govern City
communications.
1. Unless expressly authorized by the City Council - Appointed Officials shall not
communicate directly with elected officials from other cities,public agencies such
as the State of Minnesota, Washington County, and/or any other public
jurisdiction regarding any matters that pertain to items between the City and such
governmental agency. The appropriate communication channel is from elected
official to elected official. .
2. Unless expressly authorized by the City Council—City Elected Officials shall not
communicate directly with staff or consultants from other cities, public agencies
such as the State of Minnesota, Washington County and/or any other public
jurisdictions regarding any matters that pertain to items between the City and such
governmental agency. The appropriate communication channel is from staff to
staff, so that City Staff may then uniformly relay information to all City Council
members and to present the established City position(s)to outside agencies.
3. In general the protocol for official communication is: elected officials
communicate with elected officials, staff communicates with staff. Nothing in this
policy precludes the discussion or general interaction between such parties that
does not relate directly to City business or actions.
4. City Council Members, staff or other persons who are appointed to serve as the
City's official representative on various public bodies or agencies, such as a
watershed board, a LMC policy committee or cable commission, should
communicate and interact with such agency, other appointed members and their
respective staff to the best of their ability subject to the rules of such organization,
the polices set forth by the City Council and any multi-agency agreements that
may be in place. Dialogue by a City representative at such meetings or with such
related persons should be solely germane to the policies and issues specifically
before such public body, agency and/or its staff and not other matters that may be
directly related to City business or actions.
Page 256 of 272
5. From gime to time, there may be an urgent need for a short, succinct inter-
governmental communication between elected officials and/or staff that addresses
an emergency response need and/or that directly relates to a public safety or an
emergency matter. Those communications should be limited in duration and
directed specifically to the given event. Should such communication occur, the
elected official or staff member shall inform the City Administrator so that the
nature of the communication can be shared to all, and such protocol shall also
apply to the Office of the City Administrator who shall inform the Council of the
nature of the discussion.
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1"w
CITY OF OAK PARK HEIGHTS
COST PARTICIPATION POLICY ON CONTRIBUTING FLOWS TO
CITY SANITARY SEWER AND STORM WATER SYSTEMS
If the City determines that it will permit access to City Utilities by outside public/private
agencies (State / County/ Watershed) the following minimum cost sharing policies shall
apply:
1. The City shall require prior payment of a portion of the capital costs of the City's
constructed facilities (storm water or waste water) to which a public/private agency
proposes to connect and utilize. Such capital costs shall be equivalent to the percentage
of contributing flow for utilized infrastructure plus an additional 35 percent for any
directly related engineering, legal and administrative costs. If actual costs for engineering
and legal costs are available, the amounts shall be similarly prorated. Administrative
costs shall always be one percent or$500 whichever is higher.
a Continuing maintenance costs shall also be paid by the requesting public/private agency,
including repairs and replacements for utilized infrastructure, downstream maintenance
or any directly related cost. Such costs shall be based on contributing flow as calculated
by the City Engineer.
3. Engineering costs to review a proposal to contribute or connect to City systems may be
required to be paid by the requesting party. Such engineering review costs shall be
estimated by the City Engineer and an escrow shall be paid by the requesting party prior
to any formal evaluation of the proposal being further considered by the City.
4. Prior to any connections made to the City's systems, a final cost sharing agreement,
incorporating the above capital and maintenance cost responsibilities shall be fully
executed between the City and the contributing party as annroved by the Citv F.noineer
and City Attorney.
5. Pursuant to other City Policies; the City will not accept connections from or with projects
lying outside of the jurisdictional borders of the City.
For private agencies participating in any such agreements their cost participation shall be
secured or collateralized by consent to assessment and collection with property taxes, if
applicable
Policy Approved by the City Council 12/8/2015
Page 258 of 272
M �
CITY OF OAK PARK HEIGHTS
SANITARY SEWER MAINTENANCE POLICY
m
Purpose
It is the policy of the City of Oak Park Heights to comply with all applicable state and
federal regulatory requirements.
The City intends to provide effective and efficient maintenance to its sanitary sewer
system by evaluating political, social, safety, and economic concerns, among others.
Procedures identified in this policy are intended to maintain the sanitary sewer system to
prevent sewer backups. These procedures, when implemented, may also extend the
service life of various components of the sanitary sewer system.
The City has 147,296 feet of public sanitary sewer mains, 693 manholes and four (4)
lift/pump stations within its sanitary sewer system. Procedures identified in this policy
are intended to maintain the City's sanitary sewer system to prevent sewer backups and to
extend the life of the system. The City has developed and implemented this policy that
takes into consideration public safety, the City's budget and personnel, environmental
concerns, and the cost of implementation versus the benefit to be achieved. The City will
use its employees, equipment and/or private contractors to provide this service.
While the City (ally intends to meet the guidelines established in this policy, there may
be times when this is not feasible. Issues including, but not limited to, budget constraints,
critical equipment failure, or weather and other emergencies may prevent the City from
meeting the guidelines established herein. The Director of Public Works may override
provisions established within this policy. Deviations from the goals established in this
policy will be documented.
The City will use this policy to guide any sanitary sewer maintenance activities that are
provided by a contractor or a party other than the City.
2. Routine Maintenance and Inspection Goals
A. Sanitary Sewer Mains
Scope of City's Responsibility - The City will maintain the components of the public
sanitary sewer system. This includes sanitary sewer mains, manholes, lift stations and
other related components. Private property owners are responsible for the maintenance
of sanitary sewer components from their property to the sewer main connection.
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Schedule — The City's goal is to inspect and maintain the components of its sanitary
sewer system according to the attached schedule.
Equipment — The equipment used to perform maintenance will depend upon the
equipment available and its effectiveness as determined by qualified staff. The City of
Oak Park Heights contracts for sewer system cleaning and televising services.
Television Inspection — The City's sanitary sewer mains will be inspected by television
camera in accordance with the attached schedule. Any sewer mains located on a street
where a street maintenance project is planned will be inspected before and after such a
project. Sanitary sewer mains in a new development must be televised before said mains
are turned over to the City. Television inspection may also be used to inspect the system
where there are possible problems. In addition, the City may require any main near a
construction site to be televised before and after the construction (i.e., near blasting,
digging, other activities that might disrupt the main, etc.)
Visual recordings of sewer main televising will be required of any vendor performing this
service for the City. A written report summarizing and interpreting the findings of the
televising will also be required. These records will be kept by the City for a minimum of
12 years.
B. Problem Areas
The sanitary sewer mains and facilities identified as Category 1 will receive ordinary
routine maintenance as noted on sewer maps. The sanitary sewer mains and facilities
identified on the sewer map as Category 2 will receive more frequent maintenance and
those identified as Category 3 will receive less frequent maintenance. When a sewer
main or facility is identified as anything other than Category 1, the reasons why
maintenance is needed on a different schedule will be documented. Sewer mains and
facilities will receive maintenance according to the attached schedule.
The Public Works Director will determine whether a main or facility is Category 1,
receiving routine sewer maintenance, Category 2, receiving more frequent maintenance
or Category 3, receiving less frequent maintenance. Based on periodic assessment,
maintenance will be adjusted and a sewer main may be moved from one category to
another.
C. Sanitary Sewer Lift Stations
The City maintains lift stations using specific maintenance that is reasonable and
recommended. The number of lift stations, location, and capacity of each lift station is
kept on record. Maintenance for each lift station is reflected in Standard Operating
Procedures (SOP) and Standard Maintenance Procedures (SMP).
Components of SOP and SMP include:
• Easy availability of original manuals with manufacturers' recommended
maintenance schedules for all lift station equipment
Operating procedures for manipulating pump operations (manually or
automatically) during wet weather to increase in-line storage of wet weather flows
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Setting wet well operating Ievels to limit pump start/stops
Cleaning wet well
0 Regular rotation of lead, lag, and backup pumps
Regular inspections of lift station, alarm systems and electrical components
a Maintenance of operation logs and general records for all lift station activities,
including inspections
Identify problem areas/components
3.
Inflow and infiltration occur when clear water gets into the sanitary sewer system. This
may occur through cracks or leaks in the sewer pipes and manholes or through sump
pumps incorrectly connected to the sanitary sewer system. Inflow and infiltration can
lead to backups, overflows and unnecessary and expensive treatment of clear water.
City employees will periodically inspect manholes to identify any that contribute to this
problem. Sanitary sewer mains will be maintained and inspected pursuant to the City's
Sanitary Sewer Maintenance Policy.
4. Personnel Responsibilities and Re uirements
A. Exercise of Professional Judgment
It is expected that City employees, in accordance with their job duties and
responsibilities, will exercise their professional judgment in the implementation of this
policy. Further, it is expected that in emergency situations (see Emergency Response
Policy) City employees will be required to exercise their discretion and weigh political,
social, and economic considerations including but not limited to public and employee
safety, the potential for damage to private property and the City sanitary sewer system,
and environmental concerns.
B. Training and Education
The City will provide funding for training to employees responsible for maintenance of
and emergency response to issues with the sanitary sewer system. Training of employees
will include education necessary to earn and maintain appropriate operator certifications.
Training will also address standard operating procedures, proper use of equipment,
emergency response and other topics required by state and federal regulatory agencies.
C. Work Schedule
Full-time City employees in the Public Works department will be expected to work eight-
hour shifts. In emergencies, employees may be required to work in excess of eight hours.
Budget and safety concerns may limit the length of time an employee is permitted to
work.
D. Weather Conditions
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Regular sewer maintenance operations will be conducted only when weather conditions
do not endanger the City employees and equipment. Factors that may delay sewer
maintenance operations include, but are not limited to: severe cold, severe heat, flooding,
and other severe weather events.
5. Documentation
The City will document all of its inspection and maintenance activities and emergency
responses for its sanitary sewer system. The City will also document circumstances that
limit its ability to comply with this policy. A report should be prepared periodically for
the purpose of evaluating maintenance activities and for determining goals for the future.
These records will be kept in accordance with the City's records retention schedule.
6. Public Education
Periodically, the City will inform residents of their responsibilities related to sanitary
sewer service from the City of Oak Park Heights.
7. Other Sanitary Sewer System Policies
The City has a number of other policies and/or ordinances that are important to the
ongoing operation of the City's sanitary sewer system. The following documents are
available on the City's web site and in the public works department.
• Emergency Response Policy
• Public Sanitary Sewer Use Ordinance
Policy Approved by the City Council 12/8/2015
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CITY OF OAK PARK HEIGHTS
SANITARY SEWER EMERGENCY RESPONSE POLICY
1. Procedure
It is the City's policy to respond to sewer backups, lift station problems or failures, or
other system problems or failures 24 hours a day, 365 days a year. During normal
business hours, all calls and reported problems will be routed to the Public Works
Department. Normal business hours are from 8:00 AM a.m. to 4:00 P.M., Monday
through Friday, excluding legal holidays. At all times other than normal business hours,
emergency calls will be routed to the Public Works Department Emergency On Call
Phone Line (651) 485 - 2304. The Public Works Director will designate one or more
employees as "on call"during non-business hours.
2. Response
It is the goal of the department to answer or return all calls for emergency service
immediately and provide an initial response within one (1) hour or as soon as possible
under the circumstances of receiving a report of a problem or an emergency call. The
time necessary to remedy a problem will vary depending on the number of calls, the
nature and seriousness of the problem, weather, and other factors that may impact the
department's ability to respond and to find and correct a reported problem.
When appropriate, a City employee will check the City's sanitary sewer main at the point
of the problem. Corrective action will be taken if the City's sanitary sewer main is found
to be blocked or obstructed or a lift station is found to be malfunctioning.
When a blockage found in a sanitary sewer main is causing a backup into a private
portion of the system, the first priority will be to address the problem in the City's
sanitary sewer main.
After a sanitary sewer backup is remedied, efforts to determine the cause of the blockage
or backup will be undertaken by those responding to the emergency. A written report of
the emergency response will include all relevant information including but not limited to
documentation of action taken related to the request for emergency service, photographs
and the responder's perspective concerning the cause(s) or possible cause(s) of the
blockage or backup.
When investigation of a backup determines that the problem is within the private portion
of the sanitary sewer system, the sewer customer will be informed of possible corrective
action they may have to perform on their portion of the system.
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3. Reporting
The State Duty Officer (1-800-422-0798 or 651-649-5451 in the metro) must be notified
when bypassing the City's sanitary sewer system or otherwise discharging sewage
anywhere other than to the City's sanitary sewer system.
All sewer backup claims must be referred to the League of Minnesota Cities Insurance
Trust (LMCIT) for determination of liability. City employees are instructed to not admit
or mislead residents about City liability for backups in the municipal sanitary sewer
system.
Policy Approved by the City Council 12/8/2015
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e
"3
CITY OF OAK PARK HEIGHTS
POLICY ON WATER SERVICE LINE FREEZE-UP
1. In the City of Oak Park Heights, water service lines run from the main line to the
home and are private property; the water shut-off box (curb stop) is also owned by
the property owner and is their responsibility to locate it and maintain it in proper
working order.
2. The City does not have the capacity to provide a service of thawing frozen service
laterals to owner occupied residences, owner-occupied residential condominiums
and owner-occupied co-operative housing nor to any other residence or
establishment. Any such services should only be provided by licensed plumber or
other firm capable of safely thawing a water service line. The City does not
recommend any particular methodology to thaw a service line.
3. While the City cannot directly thaw a water line, it will as resources are available,
aid in whatever way it can, such as assisting in locating curb stop. The City will
respond to calls in order of calls received. The City shall establish a listing of
possible firms and their contact information that could aid in any thawing
activities and which shall be supplied to individuals seeking assistance.
4. Calls received during regular working hours shall be responded to as resources
permit. Calls received after regular working hours will be responded to within
sixteen hours of receipt of the call, or as soon as possible after sixteen hours of
receipt of the call in the event that other emergencies tie up resources and make it
impossible to deal with the thawing request.
5. The City asks that residents who do run water to carefully track this water use and
proactively inform the City that they are running water to preclude a frozen water
line.
6. The City reserves the right to deviate from this policy at any time if deemed to be
in the general public interest and the protection of the health, safety and welfare
of the public.
7. The City will make appropriate adjustments to water and sewer billings for homes
that do run water to prevent freeze-up. The City will examine previous billings to
determine averages and will off-set bills accordingly and/or will establish an
alternative protocol that provides a standard unit of credit.
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Water Line Freeze Ups-Guidance to Residents
• The most likely spot for water lines to freeze is where it enters the housebuilding.
• Make sure to clear the area of storage items so warmer room air can reach the
pipes. This may mean removing items from a vanity cabinet or in a utility room.
• Use heat tape.
• Use a warm hair dryer,but do not leave unattended.
• Make sure the roof vent is not covered with snow or is otherwise blocked. Snow
build up over the vent will cause the sewer drain to slow down. This prevents the
warmer air in the sewer system from venting up the house line and keeping the
line above freezing.
• Monitor water flow in the nearest (to the outside) fixture closely. Run your cold
water for a couple minutes and then take the temperature of the water. If it is
below 40 degrees Fahrenheit as a last resort, you can let your cold water run from
this faucet at a pencil thickness. (Source Minnesota Rural Water Association)
o You should run it non-stop when there is no one home or no water is being
used for a period of time. Ensure that there are no sewer blockages.
o Watch for unintended consequences of sewer or septic backups if running
water continuously.
o If a home's thermostat isn't hardwired and relies on a battery, property
owners should make sure that battery is fresh.
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1
CITY OF OAK PARK HEIGHTS
CANCELLATION POLICY
During course of the year the City Council typically meets twice per month in addition to
other occasions where necessary and/or time sensitive City business must transpire. To
facilitate this, the City Council outlines an official meeting calendar at the beginning of
each year. However, on occasion it is possible that the holding of a regularly scheduled
meeting can be delayed and its routine agenda items continued to the next available
meeting. The purpose of such delay would be to enable the effective use of time for
elected officials and/or to preclude requiring paid staff and consultants from attending
meetings when not economically efficient.
The policies below shall be utilized and followed if there is there is consideration to
cancel a scheduled City Council meeting for the purposes outlined herein.
1. The City Administrator may recommend, via email, to the Mayor and all
members of the City Council to continue the meeting and shall include comment
if theme are any time-sensitive matters pending. Such continuance under this
policy should be utilized not less than four days prior to the planned meeting.
1 if the Mayor or any member of the Council desire to hold the meeting at the
regularly scheduled time for any reason the meeting shall be convened as
planned.
3. The underlying purpose of this Policy shall be to efficiently allocate City
resources as well as the time of its elected and appointed officials. This Policy
shall not be utilized to unreasonably delay decisions or City Council actions.
4. As a matter of practice, the City Council typically considers to cancel the first or
second meetings in June, July and August of each year and to address schedule
conflicts around holidays as celebrated in November and December. These
cancellations are usually determined at the commencement of each year with the
passage of the City Council's official meeting calendar.
5. As a matter of practice, bills and investments must continue to be paid and
processed during those times when the City Council does determine that a
meeting is to be cancelled; in such instances these decisions shall jointly revert to
the Office of the Finance Director and the City Administrator to determine what
can be paid,processed and/or delayed.
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6. There may be alternative or other necessary reasons to cancel or continue a
planned City Council meeting but these shall be evaluated as they arise based on
circumstances,policies and applicable laws.
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CITY OF OAK PARK HEIGHTS
DATA BREACH RESPONSE POLICY
The following policy establishes a process and protocol to better protect private
information that may be held by the City. And, what processes the City would follow to
affirmatively respond should a data breach occur so as to further reduce any loss.
WHAT CONSTITUTES A DATA BREACH
A data breach is an incident in which sensitive, protected or confidential data has
potentially been viewed, stolen or used by an individual unauthorized to do so. Data
breaches may occur due to loss or theft of data or equipment on which data is stored,
inappropriate access controls allowing unauthorized use, equipment failure, human error,
unforeseen circumstances such as a fire or flood, purposeful and malicious criminal
attacks, or a system failure that compromises security and leads to data loss.
MANAGING A DATA BREACH
Identify the breach:
The City Administrator should be informed in writing immediately. The communication
should outline the nature of the incident and those involved and the type of data
potentially unlawfully accessible/accessed and should include the date and time when the
breach was discovered. The City Administrator may then choose to investigate the breach
directly, or delegate to an appropriate member of staff who will be the alternate
investigating officer.
Contain any continuing issue:
The designated investigating officer must establish if the breach is current, and therefore
if it can be halted or the effects minimized by taking systems offline but not shutting
them down, revoking access or informing staff responsible for the continuing cause of a
breach, and securing the premises.
Recovery and Damage limitation:
The designated investigating officer must act promptly to identify the extent of the
problem, what data has been at risk, and take appropriate steps to recover data and
minimize risk. This could include:
1. Informing the Police of stolen equipment
2. Reporting and attempting to recover lost equipment
3. Briefing staff as to the nature of the breach and to be mindful should they
receive inquiries using said data
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4. Informing the Communications Officer should inquiries from the press be
received
5. Accessing of back-ups to replace lost or damaged data
6. Contacting the bank or banks of account holders if account holder details have
been unlawfully shared to prevent fraudulent use
7. If the data breach included entry codes or passwords, then these must be
changed immediately, and involved users (members of staff or volunteers)
informed.
8. Inform the City Attorney and LMCIT of the incident.
Investigation
The designated investigating officer should ascertain whose data was involved in the
breach, the potential effect on the data subject and what further steps need to be taken to
remedy the situation.
The investigation should (at a minimum) consider:
• Type of data and its sensitivity
• What protections are in place(e.g. encryption)
• What has happened to the data
• Whether the data could be put to any illegal or inappropriate use
a How many people or organizations are affected
• Whether there are wider consequences to the breach.
A clear record should be made of the nature of the breach and the actions taken to
mitigate it. The investigation should be completed promptly and wherever possible within
72 hours of the breach being discovered / reported. A further review of the causes of the
breach and recommendations for future improvements can be done once the matter has
been resolved.
Notification
Some people/agencies may need to be notified as part of the initial containment, i.e. the
Police, Banks, Server administrators, etc.
The decision about whether to inform those whose data may have been unlawfully shared
will normally be made once an investigation has taken place and risks are better known.
The City Administrator should, on seeking legal advice, decide whether anyone should be
notified of the breach.
Every incident should be considered on a case by case basis. The following points
provide guidance on whether notification is advisable:
Arc there any legal/contractual requirements to notify?
• Will notification help prevent the unauthorized or unlawful use of personal
data?
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• Could notification help the individual could they act on the information to
mitigate risks?
• Consider the dangers of over-notifying. Not every incident warrants
notification and over-notification may cause disproportionate enquiries,
concern and use of staff time.
• The notification should include a description of how and when the breach
occurred and what data was involved. Include details of what you have
already done to mitigate the risks posed by the breach.
When notifying individuals, give specific and clear advice on what they can
do to protect themselves and what you are willing to do to help them. You
should also give them the opportunity to make a formal complaint if they
wish.
REVIEW AND EVALUATION __
• Once any containment, investigation and, if appropriate, notification of the breach
is over, the investigating officer should provide a report to the City Administrator
considering both the causes of the breach and the effectiveness of the response to
it.
• If systemic or ongoing problems are identified, then an action plan must be drawn
up to address any apparent deficient areas. If the breach warrants a disciplinary
investigation, this matter must be taken up by the City Administrator in
compliance with employee contracts or volunteer agreements.
This policy may need to be reviewed after a breach or after legislative changes,
and as a matter of best practice.
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