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HomeMy WebLinkAbout09-27-16 Council Packet CITY OF OAK PARK HEIGHTS TUESDAY, SEPTEMBER 27, 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 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). A. St. Croix River Crossing Update— Terry Zoller from MNDOT 7:15 p.m. IV. Consent Agenda_ (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Worksession Notes— September 13, 2016 (pg. 5) C. Approve City Council/Parks Commission Joint Worksession Notes — September 19, 2016 (pg. 7) D. Approve City Council Minutes— September 13, 2016 (pg. 9) E. Approve Engineering Proposal for Memorial Avenue Traffic Study (pg. 15) F. Approve 2016-2017 Snow Plowing Agreement (pg. 17) G. Approve Amendments to Purchase Policy and Give Authority to Finance Director with City Administrator Review and Approval to Make Minor Changes to the Finance Policies and Procedures (pg. 31) 7:15 p.m. V. Public Hearings None 7:15 p.m. VI. Old Business A. Sanitary Sewer SCADA Project Award (pg. 51) B. Consider City Ordinance Amendments to Sec. 404— Stormwater Drainage and Development Practices for MIDS (pg. 55) 7:25 p.m. VII. New Business A. Adopt Resolution Approving 2017 Proposed Budget and Proposed Tax Levies (pg. 65) B. Schedule Public Comment/Hearing Meeting for Truth in Taxation (pg. 73) C. Conditional Use Permit for a Memory Care and Assisted Living Buildin Page 1 of 58 Agenda September 27,2016 Page 2 Expansion, and Conditional Use and Variances for Setbacks and Building Height at 6060 Oxboro Avenue (Oak Ridge Place) (pg. 75) D. Osgood Ave—CSAH 24—Improvements RFP (pg. 141) E. Consider Amendments to City Ord 601.14 (pg. 145) 7:50 p.m. XIII. Other Council Items or Announcements 7:50 p.m. IX. Closed Session A. City Administrator Annual Performance Review (closed pursuant to MN Stat. 13D.05, Subd. 3.(a)) 8:00 P.M. X. Adjournment Page 2 of 158 Oak Park Heights Request for Council Action Meeting Date September 27, 2016 Agenda Item Recycling Award Time Req. 0 Agenda Placement Staff Reports Originating Department/Requestor Administration/Jennifer Pinski 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 158 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 September 15, 2016 Tom Houle 5676 Novak Avenue North Oak Park Heights, MN 55082 Dear Tom: 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, September 15, 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. Cong atulations! , ]enni er Pinski City Clerk TREE CITY U.S.A. Page 4 of 158 R Oak Park Heights Request for Council Action Meeting Date September 27, 2016 Agenda Item Approve City Council Worksession Notes— September 13, 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 5 of 158 i, CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY,SEPTEMBER 13,2016 AT 6:00 P.M. Present: Mayor McComber, Councilmember Dougherty, Councilmember Runk,Councilmember Swenson, City Administrator Johnson, Police Chief DeRosier, Finance Director Caruso, City Engineer Mann, City Attorney Vierling,and City Clerk Pinski. Absent: Councilmember Liljegren. 1. Call to Order: Mayor McComber called the meeting to order at 6:00 p.m. 2. 2017 Budget Discussion: Finance Director Caruso provided budget notes and reviewed worksheets. The Council discussed use of the fund balance. Councilmember Swenson stated he would like to see the funds allocated. Mayor McComber suggested it be put into street reconstruction for mill and overlays. Caruso stated she would move$480,000 into budgeted projects. Councilmember Swenson suggested staff create a plan for which trails would not be plowed in the winter. McComber requested staff create an analysis on funding for lift station replacement. No action was taken. 3. Osgood Ave Reconstruction RFP: City Administrator Johnson reported that the Washington County RFP for Osgood Avenue North was included in the meeting packet. Mayor McComber suggested sending a letter to the County expressing support for and to see if they wanted to discuss median closure. City Administrator Johnson stated he would draft a letter and bring it back to the City Council. No action was taken. 4. Drone Policy: Council discussed whether or not they wanted to adopt a policy for drone use in City parks. No action was taken. 5. Ordinance 601 Relating to Dangerous and Potentially Dangerous Dogs: Mayor McComber requested City Council review Ordinance 601 to determine a second chance procedure for potentially dangerous dogs. Councilmember Swenson suggested an appeal be to the City Administrator, and if he cannot make a determination, send it to the City Council. City Administrator Johnson stated he would revise language and bring the amendment to the City Council for adoption. No action was taken. 6. St. Croix River Crossing—Opening Celebrations: Councilmember Runk suggested City Council should participate in discussion on a grand opening for the bridge. Councilmember Swenson suggested the City Administrator contact MNDOT. No action was taken. 7. Adjourn: The meeting was adjourned at 7:15 p.m. Page 6 of 158 Oak Park Heights Request for Council Action Meeting Date September 27, 2016 Agenda Item Approve City Council/Parks Commission Joint Worksession Notes— September 19, 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 7 of 158 CITY OF OAK PARK HEIGHTS CITY COUNCIL JOINT WORKSESSION WITH PARKS COMMISSION NOTES MONDAY,SEPTEMBER 19,2016 AT 6:00 P.M. Present: Mayor McComber, Councilmembers Dougherty, Liljegren, Runk, and Swenson; Parks Commissioners Bye,Chirhart,Johnson,Norton,and Weyer; City Administrator Johnson; Public Works Director Kegley; Arborist Danielson; and City Clerk Pinski. Absent:None. 1. Call to Order: Parks Commission Chair Aaron Bye called the meeting to order at 6:00 p.m. 2. Cover Park Shelter: City Administrator Johnson provided the group with a packet of information including estimated costs,funding sources,maps,and photos. Public Works Director Kegley reported that Cover Park costed about$22,000 per year to run, including staff. City Administrator Johnson stated that the City Council took action with Stantec for a design-build plan. Councilmember Dougherty suggested that the group discuss whether the rink was going to stay or go because that would change the needs of the shelter. Mayor McComber suggested reducing the size of the rink and putting a shelter where the existing warming house was. Councilmember Runk questioned whether the hockey boards were needed and suggested that if the boards were removed, it would open up space for a variety of uses. Councilmember Swenson suggested getting rid of the hockey boards. Public Works Director Kegley confirmed the rink could still be flooded and used as a pleasure rink even if the boards were removed. It was the consensus of the group to remove the hockey boards and not replace them. Commissioner Weyer suggested that a facility with bathrooms be placed where the current parking lot was and shift the parking lot north. McComber suggested that if the rink size was reduced,parking could be placed to the south of the existing lot. She also suggested the bathroom facility be placed into the hillside near the hydrant. City Administrator Johnson stated he would put together a plan and come back with it. Councilmember Swenson thought the existing warming house should be demolished as soon as possible. McComber and Dougherty suggested flooding the rink in the coming winter and posting signage that it may be the last year of flooding. Swenson suggested Kegley look into the cost of a pleasure rink membrane. No action was taken. 3. Adjourn: The meeting was adjourned at 6:30 p.m. Page 8 of 158 �P, Oak Park Heights Request for Council Action Meeting Date September 27, 2016 Agenda Item Approve City Council Minutes— September 13, 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 9 of 158 CITY OF OAK PARK HEIGHTS MONDAY, SEPTEMBER 13, 2016 CITY COUNCIL MEETING MINUTES I. _Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber called the meeting to order at 7:24 p.m. Present: Councilmembers Dougherty, Runk, and Swenson. Staff present: City Administrator Johnson, City Attorney Vierling, Finance Director Caruso, Public Works Director Kegley, Police Chief DeRosier, City Engineer Mann, and City Planner Richards. Absent: Councilmember Liljegren. Mayor McComber removed Item A. under Closed Session. Councilmember Swenson, seconded by Councilmember Dougherty, moved to approve the Agenda. Carried 4-0. II. Council/Staff Reports: A. Mayor McComber: She reported the next Parks Commission meeting was set for September 19 at 7:00 p.m. and there was a joint worksession scheduled for 6:00 p.m. on that date at Cover Park, a Fire Prevention Week open house was set for October 15 from 9:00 a.m. to noon at the Bayport Fire Hall, and Fall Clean-up was scheduled for October 1 from 7:30 a.m. to 1:00 p.m. B. Councilmember Dougherty: No report. C. Councilmember Liljegren: Absent. D. Councilmember Runk: He reported he attended the CVB meeting and the Planning Commission met on September 1 and will meet again on September 15. E. Councilmember Swenson: The next Cable Commission meeting was set for the following week and there was still an opening for a cable commission citizen representative from Oak Park Heights. F. Staff: City Clerk Pinski reported that Thomas Gray of 14295 58th Street North was chosen as the recycling award winner. III. Visitors/Public Comment: None IV. Consent Agenda: A. Approve Bills& Investments B. Approve City Council Worksession Notes—August 15, 2016 C. Approve City Council Minutes—August 15, 2016 D. Approve Change Order-Water Main Offset—Paris Ave—CSAH 23 E. Approve Master Subscriber Agreement and MGA Request Form Page 10 of 158 City Council Meeting Minutes September 13, 2016 Page 2 of 4 F. Approve renewal of Safe Assure Contract for 2016-2017 G. Approve Resolution Providing for an Extension of the Suspension of the Temporary Signage Regulation thru 12/31/16 Councilmember Runk, seconded by Councilmember Dougherty,moved to approve the Consent Agenda. Roll call vote taken. Carried 4-0. A. Public Hearings: None VI. Old Business: A. Set Date and Approve Notice for Assessment for Public Hearin 65th and Ozark Ave Streets and Improvements: City Administrator Johnson stated that a Resolution was approved at the August meeting which had an incorrect date on it. He requested approval of the revised Resolution. He stated notices were sent and published with the correct date. Councilmember Swenson, seconded by Councilmember Runk, moved to approve the Resolution. Roll call vote taken. Carried 4-0. VII. New Business: A. Set Date, Time, and Location for 2017 Party in the Park/1601h Anniversary Celebration: Councilmember Dougherty, seconded by Councilmember Swenson,moved to set Party in the Park for June 8,2017 at Autumn Hills Park. Carried 4-0. B. Set 2017 City Council Meeting Dates: The City Council reviewed the 2017 calendar of proposed dates according to the regular schedule of 2"a and 4th Tuesdays of each month. Mayor McComber suggested cancelling the first meetings in June, July,August, and November. Councilmember Runk suggested cancelling the December 26 meeting and rescheduling the February 14 meeting to February 15. Councilmember Runk, seconded by Councilmember Dougherty, moved to approve the calendar with the changes suggested. Carried 4-0. C. Police Department—Sergeants Positions and Promotions: Police Chief DeRosier recommended Jon Givand and Chris Vierling for the two sergeant positions. Councilmember Swenson, seconded by Councilmember Runk,moved to approve the recommendation. Carried 4- 0. D. Police Department—Authorize the Hiring of Full Time Officer: Police Chief DeRosier recommended the hiring of Lee Schroeder. Page 11 of 158 City Council Meeting Minutes September 13, 2016 Page 3 of 4 Councilmember Swenson, seconded by Councilmember Runk, moved to authorize the position as recommended. Carried 4-0. E. Menards—5800 Krueger Lane—Design Guidelines and Performance Review: City Planner Richards reported the request was for an addition to a warehouse. Councilmember Runk, seconded by Councilmember Dougherty, moved to approve the Resolution. Roll call vote taken. Carried 4-0. F. 5527 Oakareen Place N. — Storage Building Conditional Use Permit: City Planner Richards reported that the request was for a CUP to allow a storage building in the side yard setback. Councilmember Runk, seconded by Councilmember Swenson, moved to approve the Resolution. Roll call vote taken. Carried 4-0. G. CSAH 26—Stormwater Main Installation: City Administrator Johnson reported that the City was approached by Washington County to approve an amendment to the CSAH 26 project for a stormwater line to be installed under the new roadway. A draft agreement was enclosed in the City Council meeting packet for that evening. Councilmember Swenson, seconded by Councilmember Runk, moved to approve the amendment, subject to final City approval and City Engineer required alternations and conditions. Carried 4-0. H. Finance Department and Policy Updates—Including Snow Plowing Funding Reserve Policy and Purchasing: Finance Director Caruso reviewed proposed changes to the policies. Councilmember Runk, seconded by Councilmember Dougherty,moved to approve the proposed changes to the finance policies as presented. Carried 4-0. I. Public Works—Authorize Full-time Public Works Hire: Public Works Director Kegley recommended Jaryd Marks for the position pending a background check. Councilmember Dougherty, seconded by Councilmember Runk,moved to authorize staff to offer the Public Works Operator position to Jaryd Marks pending a background check. Carried 4- 0. J. Cover Park Redevelopment: City Administrator Johnson reviewed a memo that was included in the City Council meeting packet for that evening which also included a proposal from Stantec. Councilmember Swenson, seconded by Councilmember Runk, moved to approve the proposal submitted by Stantec. Carried 4-0. VIII. Other Council Items or Announcements: Page 12 of 158 City Council Meeting Minutes September 13, 2016 Page 4 of 4 None IX. Closed Session City Attorney Vierling reported that the City Council would go into closed session regarding two matters under Minnesota Statute 13D: the Bell Property, property ID 0302920310002 and matters of pending litigation with MNDOT. He stated the matter relating to the Bell Property would be tape recorded and kept for two years under statute. Councilmember Swenson, seconded by Councilmember Runk, moved to go into closed session at 8:06 p.m. Mayor McComber called the meeting back into open session at 8:24 p.m. A. REMOVED FROMAGENDA B. Bell Property(closed pursuant to MN stat 13D.05, Subd. 3(c)(3): City Attorney Vierling Vierling reported that there was discussion, City Council gave direction, and no motions were made during the closed session. C. Per Minnesota Statute 13d.05, subd. 3(b) relative to matters of pending litigation of the City of Oak Park Heights vs. the Minnesota Department of Transportation and Minnesota Statute 13D.05 subd. 2(4)(b) individuals subject to council authority: City Attorney Vierling reported that updates were provided, information was reviewed, and no motions were made during the closed session. X. Adiournment Councilmember Swenson, seconded by Councilmember Dougherty, moved to adjourn at 8:26 p.m. Carried 4-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber City Clerk Mayor Page 13 of 158 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 14 of 158 0, Oak Park Heights Request for Council Action Meeting Date September 27th,2016 Time Required: 1 Minutes Agenda Item Title: Kwik Tri —Memorial Av aluations of IMpacts Agenda Placement Consent A en Originating Department/Req to on. Qjjy Administrator Requester's Signature Action Requested �'0-000vi6ve Regineering Proposal for Memorial Ave Traffic Study. Background/Justificatio (P ase indicate if any previous action has been taken or if other public bodies have advised): As part of the continuing evolution of the Kwik Trip proposal,the approved CUP did include a caveat that the City may apply costs to Kwik Trip for impacts related necessary improvements to Memorial Ave and/or its interface with County Highway 15. Please see the attached proposal from STANTEC to perform the base evaluations which would be necessary for any subsequent findings"post construction".It is possible the City may bill a portion of these evaluations cost to Kwik Trip. Staff would recommend moving forward with the Phase I elements totaling$2,950.00 Page 15 of 158 5 Stantec Memo To: City of Oak Park Heights From: Mark Powers, EIT Eric Johnson,Administrator Lee Mann, PE Stantec Consulting Services 651-967-4595 Mark.Powers@stantec.com File: 193800151 Date: July 11,2016 Reference: Evaluation of Traffic Impact by Kwik Trip INTRODUCTION The purpose of this memo is to outline a plan of evaluation for the traffic impact by the proposed Kwik Trip development on the intersection of Stillwater Boulevard and 58th Street. This memo will give the detail of steps that could be taken and a reasonable estimate of hours to accomplish them. METHODOLOGY The following steps are recommended: Obtain Existing Counts-Stantec will go to the site and take 2 hour counts in the AM and PM peak hours (7 hours+ mileage) Estimated Fee:$800 ISS a 2nd Set of Counts (Optional)-Repeat the first action to ensure that there is not a large 2'ISO discrepancy between the two dates (7 hours+ mileage) Estimated Fee:$800 Simulation Model (Optional/Recommended)-Use the counts to develop a Synchro model of the intersection for the two peak hours. This will establish a baseline Level of Service for the intersection (6 hours) Estimated Fee:$675 Memo-Brief memo summarizing results of existing conditions (6 hours) Estimated Fee:$675 • Repeat 1 year+/-later-Repeat the chosen actions a year later to see the changes in the intersection after the developments have been completed. (Same hours as year prior) N A31F .a Estimated Fee:$2,275 qpo • Tube Counters at business entrances (Optional/Recommended)-The tube counters will "! establish the amount of vehicles each business is attracting each day (4 hours+ mileage) Estimated Fee:$475 Final Memo-Full analysis of the impact of the new developments (12 hours) Estimated Fee: $1,350 P Total Estimated Fee for all Options: $7,050 Design with community in mind ml r.\cifent\munkipal\oaltpark heights cLmn\55 private\kwlk trip\traffic Issues\minnesota avenue\kwlk trip traffic Impac1-07112016.docu Page 16 of 158 Oak Park Heights Request for Council Action Meeting Date: September 27th,2016 Time Required: 1 minute Agenda Item Title: A rove 2016-2017,%Zw.Mwing Agreement Agenda Placement: Consent Ag Zdel�l�l Originating Department/R sric J ' Administrator Requester's Signature 7 Y/Z///Il Action Requested rove -2017 Snow Plowing Agreement Bac und/Justification ease indicate if any previous action has been taken or if other public bodies have advised): Please see the attached memo from Andy Kegley, DPW. Requested Action: Upon final review by the City Attorney and the City Administrator,authorize the City Administrator and the Mayor to finalize and execute the 2016-2017 Agreement for Roadway Snow Removal and Sanding with Raleigh Tracking. Page 17 of 158 r4 1 nu City of Oak Park Heights 14168 Oak Park Blvd N.•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax 439-0574 Memorandum To: Eric Johnson,Administrator Cc: Mayor and Council From: Andrew Kegley, Public Works Director Dam 09/22/2016 Re: 2016-2017 Snowplowing Contract Raleigh Trucking has requested a 2%increase in all fees,materials and supplies for 2016-2017 plowing services. The impact of the requested cost increase is shown on the attached EXHIBIT B. Generally terms within the contract remain the same as in 2015 including the added provision of the City to reserve the right to change or amend the plowing or sanding policies with no penalty or additional cost. A plowing priority map is attached as EXHIBIT A. Generally,the prioritized routes are the main streets leading in and out of the City, and major hills. There were essentially no changes in terms of plowing priority from the 2015 -2016 contract. Page 18 of 158 CITY OF OAK PARK HEIGHTS AGREEMENT FOR ROADWAY SNOW REMOVAL AND SANDING Snowplowing Season: Approx.October 2016 through April 2017 1. PURPOSE/INTENT A. Roadway Sanding and Snowplowing The purpose of this agreement provides the City of Oak Park Heights(hereinafter City)and M.J. Raleigh Trucking,Inc.(hereinafter called Contractor)with a mutually acceptable agreement to provide planned and emergency scheduled roadway sanding and snowplowing operations on local City streets and roadways within the City of Oak Park Heights,Minnesota. B. Routes "A"Priority Routes(which only includes IIt Priority Areas-See Exhibit A)identify high priority roads and slopes of concern.`B"routes identify all other streets and areas including both 2nd and 31 Priority routes.All routes become the Contractor's responsibility for sanding and snowplowing operations under the terms and conditions of this agreement. (All routes are depicted in"Exhibit A"as attached are provided only as a reference to the location and approximate scope of the services required under this agreement.) The City reserves the right to expand,decrease or modify the designated routes without prior written notice to the Contractor and without affecting any condition or provision contained within this agreement,including rates or compensation.Additional services shall be based on established rates. C. Administration This agreement shall be entered into with the City of Oak Park Heights,administered by the Public Works Director and under the direct operational supervision of the Public Works Director or his assigns. D. Roadway Sanding and Snowplowing Policies (1)The City's policy requires the sanding of all local streets,roads and cul-de-sacs whenever weather conditions make driving conditions hazardous. Sanding will be required during storms to maintain passable roadways and safe intersections.Following winter storms sanding operations will be coordinated with snowplowing operations. (2)The City's snow removal policy requires the removal of snow from face of curb(F-F)of ALL local streets,roads and cul-de-sacs after the accumulation of two(2)or more inches of snow.All Routes are to be completed within approximately 8 hours of notification. "A"routes are always a priority and also shall be completed by 6:00 a.m.following an overnight storm.Per City Ordinance,no parking is allowed on public streets between 1:00 a.m.and 6:00 a.m. Page 1 of 12 2016-2017 Snowplowing Contract Page 19 of 158 (3)Cul-de-sac snow removal will be by"wasting"to all properties within the cul-de-sac and leading to the cul-de-sac. Stock piling for later removal will only be performed under the direction of the City,when snowfall conditions are extreme. (4) Sanding operations shall normally utilize a minimum of 15%salt/sand mixture. (5)The City reserves the right and may at no penalty or additional cost,amend the City's snowplowing and/or sanding policies that may result in reduced or increased time and/or materials required by the Contractor.Hourly rates and materials cost would remain in effect. E. Scope of Operations The Contractor shall provide a minimum of one(I)piece of equipment to perform the entire sanding operation.Minimum equipment required is a single axle dump hock with a 5 yard capacity sand spreader.Additional pieces of appropriate equipment may be used by the Contractor for any or all sanding operations with prior written approval of the City. The must Contractor provide a minimum of two(2)pieces of equipment to perform the entire snow removal operation.Wheel loader type equipment is preferred for"wasting"snow on cul-de- sacs.Additional pieces of equipment appropriate for each Route shall be used by the Contractor for any or all snow removal operations with prior written approval of the City. In all cases the Contractor shall provide adequate equipment to meet the specific scope and parameters as stated in this agreement including completing full snow removal within the 8-hour requirement. 2. LENGTH OF AGREEMENT A. This agreement shall be a singular annual agreement limited to the snow removal season commencing October 2016 through April 2017 inclusive.The Contractor shall be prepared for snow events during these months. B. This agreement may be terminated for good cause,including failure to perform in accordance with paragraphs agreement,by the City during the agreement period,subject to written notice being delivered by registered mail sent to the Contractor at the address referenced on the Proposal form. C. The City does not guarantee a minimum number of work hours for any sanding or plowing operation or duration of the agreement. 3. EQUIPMENT A. Dump Truck Trucks shall be a minimum single-axle,dual rear wheel drive,26,000 G.V.W.vehicle equipped with a minimum 5 yard capacity sander and a front-end plow with a minimum length of 10.0'.If the optional wing plow is used,it shall have a combined moldboard width of 18.0'. Page 2 of 12 2016-2017 Snowplowing Contract Page 20 of 158 B. Wheel Loader Wheel loaders shall be a rubber tired,articulated type having all-wheel drive and powered by an engine with a manufacturer's rating of at least 95 brake horsepower. It shall be equipped with a front bucket with a minimum of 2.5 cubic yards or a plow with a minimum width of 10.0 feet.An optional wing plow shall be equipped with"floating"down pressure. C. Motor Grader Motor graders shall be an articulated type with a minimum 4-wheel drive powered by an engine with a minimum manufacturer's rating of at least 125 horsepower.It shall be hydraulically operated with a moldboard of 14.0'in length. If used in conjunction with the optional wing plow, it shall have a combined minimum width of 21.0'. D. Accessories&Safety Equipment All vehicles shall be properly equipped and outfitted to meet all local,county,state or federal laws required for on-the-road emergency snow removal operations.They shall provide the operator with full visibility in all directions and shall have a back-up warning system.The operator's cab shall be fully enclosed and property equipped with all equipment necessary to allow the efficient and safe operation of that vehicle.The City reserves the right to reject at any time, without notice to the Contractor,any vehicle that does not appear to comply with all rules or regulations required for over-the-road snow removal operations.Rejection of vehicle acceptability will also take into consideration the condition and limitations of operation of the vehicle or its accessory equipment. E. Vehicle Desiggation/Replacements Upon request,the Contractor shall provide to the City a copy of their certificate of title which includes the vehicle identification number(if available)and license plate number to the City within ten days of the request.After inspection by the City,those vehicles acceptable for performance under this contract will be verified by the City.Except for emergencies,any planned substitution or replacement of previously approved equipment shall require prior written approval by the City. 4. OPERATION&MAINTENANCE A. Operator The Contractor shall ensure that the operator provided with each piece of equipment is fully trained and properly licensed with the State of Minnesota to operate the bid vehicle or any anticipated replacement.The Contractor shall make every effort possible to ensure that the same operators perform the sanding and plowing operations during the length of the agreement. Page 3 of 12 2016-2017 Snowplowing Contract Page 21 of 158 B. Parts&Fuel The hourly rates contained herein shall cover all costs,all operation and maintenance expenses including but not limited to fuel,lubricants,supplies and support services,taxes,surcharges,etc. It shall also include depreciation on the vehicle and related equipment including the repair, maintenance and replacement of all materials and supplies including cutting edges and tire chain cross links.It shall also include all labor,tools and equipment necessary for making any and all repairs or replacements which may be necessary to keep and maintain the machine and all parts thereof in proper and safe working order and serviceable repair. C. Storage The Contractor shall assume all responsibility and costs associated with maintaining proper and necessary protection/shelter/storage for both the vehicle and operator. 5. HOURLY RATES A. Operators All hourly rates quoted shall include full operation by a qualified operator. B. Qpantities All rates quoted shall be on an hourly basis and shall be rounded to the nearest 0.25 (quarter) hour. C. Premium/Overtime No premium calculation or additional adjustment shall be given to the rates quotes for any hours worked regardless of day,date,time of day or consecutive hours worked in any given sanding operation or calendar week unless specifically provided for in the agreement under Section 7C. D. Nonproductive/Downtime The hourly rate shall be paid for the actual number of hours the machine is operated under the direction of the City.The City shall not be responsible for payment for any time taken for rest or meal breaks.However,the City will recognize payment for routine maintenance and emergency repairs or adjustments necessary to keep the machine properly operating.However,limited accumulated delay time for which payment will be made shall not exceed ten(10.0)percent of the actual working time required for any single snow event.This allowance shall be provided for only those pieces of equipment previously approved by the City for required sanding and snowplowing operations under this agreement. 6. PERFORMANCE REQUIREMENTS A. Personnel The Contractor shall provide the City with the name,address and active cellular telephone number(s)for at least two designated contact personnel responsible for insuring response to the City's request for services.The Contractor shall ensure that at least one of the contact persons is available and accessible 24 hours per day,seven days per week. Page 4 of 12 2016-2017 Snowplowing Contract Page 22 of 158 B. Response Time The Contractor shall be able to respond and begin sanding operations within one(1)hour and no later than three(3)hours from the start time requested by the City for any given sanding or plowing request. The Contractor shall be able to respond and begin snow removal operations within two(2)hours and no later than four(4)hours from the start time requested by the City for any given snow removal request.The Contractor shall ensure that the equipment and operator are ready and able to continuously provide snow removal services through the completion of the routes designated in the attached exhibits as directed by and to the satisfaction of the City. In all cases,the Contractor shall ensure that the equipment and operator are ready and able to continuously provide services through the completion of the routes designated in the attached exhibits and as directed by and to the satisfaction of the City.The Contractor shall not allow any given operator to work more than 16 consecutive hours without an eight hour break.The contractor is responsible for providing replacement personnel if operations require more than 16 consecutive hours of operation.The 16 consecutive hours shall include all operations by the equipment operator,whenever under the City contract,operations under other contracts held by the Contractor,or by other employees of the operator. C. Down Time The Contractor shall ensure that all equipment provided is maintained in a proper manner and condition to minimize required maintenance or emergency repairs during the performance of sanding operations. If,once commencing a sanding operation,a piece of equipment becomes disabled and non-functioning for a period of three(3)consecutive hours,the Contractor shall provide a satisfactory replacement vehicle and operator if necessary at no additional cost to the City.The Contractor shall immediately notify the City if it cannot meet the requirements of this agreement due to disabled equipment or for any other reason. D. Communications The Contractor will maintain communications with the City through cellular phones at no cost to the City.The Contractor shall ensure that the operator maintains full availability for communication at all times during the operations.The Contract will maintain continuous communications with their operators such that directions from the City can be passed to the operators in a timely fashion. E. Authority/Direction The Contractor and his designated operators shall respond to all directions given by the City in a positive,courteous and timely manner during the sanding and snow removal operations.The City reserves the right to reject any piece of equipment or operator from continued or further engagement of services due to incompetence or insubordination or inability of the piece of Page 5 of 12 2016-2017 Snowplowing Contract Page 23 of 158 equipment to function properly for the requested services. The Contractor shall begin the sanding and snow removal operations at a designated point and follow a specific progression as direction by the City. F. Law Obedience The Contractor and his designated operator shall be responsible for their actions and compliance with all regulatory laws and ordinances governing the operation of the machine while performing sanding operations for the City. G. Performance Bond or Cash Deposit The Contractor shall provide and maintain a performance bond or cash deposit in a manner acceptable to the City in the amount of$5,000 for the duration of this agreement.The City shall not file against or use this performance bond or cash deposit for any issue or matter not relating to nonperformance or noncompliance with this agreement. H. Non Performance The Contractor shall waive any and all objections,rights to objections and claims for additional compensation,damages or loss of revenue resulting from work performed by the City either prior to,during or after any scheduled or emergency operation in lieu of these contractual services as may be necessary due to non-performance or excessive delays of the Contractor. I. Property Damage The Contractor shall be responsible for any and all damages to private as well as public property (including public utilities)due to its own or its employee's negligence in performing of this contract operations. 7. COMPENSATION A. Payment Schedule All pay requests must be prepared and submitted by the Contractor as verified and approved by the Public Works Director.All pay requests so received and approved by the Public Works Director shall be processed and payment made by the City not less than 15 nor more than 30 days after receipt. B. Down Time No payment shall be made for any nonproductive or down time exceeding 10%of any singular operation.Compensable time shall include all time spent performing the sanding and snow removal operations subject to the exclusions identified herein and shall include travel time to and from the Contractor's base of operations or City limits,whichever is the shorter distance. C. Penalties and Bonuses A premium adjustment of$10.00 per hour per piece of equipment will be made for each hour worked between the hours of 12:00 a.m.to 12 midnight on Sundays and the holidays of Thanksgiving,Christmas,and New Year's Day. Page 6 of 12 2016-2017 Snowplowing Contract Page 24 of 158 8. INSURANCE/LIABILITY/CLAIMS A. Indemnification The Contractor indemnifies,saves and holds harmless the City and all of its agents and employees of and from any and all claims,demands,actions or causes of action of whatsoever nature or character arising out of or by reason of the Contractor's performance under this agreement.It is hereby understood and agreed that any and all employees of the Contractor and all other persons employed by the Contractor in the performance of services under this agreement,required or provided for hereunder by the Contractor shall not be considered employees of the City and that any and all claims that may or might arise under the Workers Compensation Act of the State of Minnesota on behalf of said employees while so engaged in any and all claims made by any third parties as a consequence of any act or omission on the part of said Contractor's employees while so engaged in the performance of these services,to be rendered herein by the Contractor shall,in no way,be the obligation or responsibility of the City. B. Insurance The Contractor shall,at his sole cost and expense,carry and maintain general and public liability and property damage insurance coverage of$600,000 for any one accident and$1,000,000 aggregate protecting the Contractor,his employees and the City against any and all claims of any kind or character whatsoever arising from damage,injury(including bodily injury or death) caused by or arising from the operation and use of the machine at the request of the City. Such insurance shall be in full force and effect during the time that the machine is operated at the request of the City. Such insurance policy shall provide for a minimum of 30 days written notice to the City Clerk of cancellation,non-renewal or material change of the required insurance coverage.The requirement and approval of this insurance by the City shall not in any way relieve or decrease the liability of the Contractor.It is expressly understood that the City does not in any way represent that the specified limits of liability or coverage or policy forms are sufficient or adequate to protect the interest or liabilities of the Contractor.Copies of the insurance certificates shall he filed with the City on execution of this agreement. C. Legal Compliance The Contractor agrees to comply with all State and Federal laws and local ordinances governing the employment of personnel including,but not limited to,Minnesota Statute Section 181.59 relating to discrimination in employment,and Section 290.07 requiring the certification of income tax withholding. D. Claims The Contractor agrees to process and resolve all claims submitted by affected property owners of the City of Oak Park Heights in a timely manner. Page 7 of 12 2016-2017 Snowplowing Contract Page 25 of 158 9. AGREEMENT APPROVAL CONSIDERATIONS A. Selection The City reserves the right to retain the services of the Contractor who,in the opinion of the City, can best provide the services requested under this agreement.Consideration shall be given to hourly rates,availability and condition of equipment,competency of operators,previous experience,response time and specific pieces of equipment so quoted. B. Combination of Ouotations The City reserves the right to select any combination of equipment quoted for services requested in entering into this agreement.Only one hourly rate will be considered for each machine,but consideration will be given to any other rate or combination of rates not called for in this proposal if it is in the best interest of the City. 10. PROPOSED RATES The"Schedule of Prices",attached as Exhibit B for each machine the Contractor proposes to furnish and such quotation shall be an hourly rate and it shall constitute a formal agreement between the Contractor and the City with no further revisions,addenda or exceptions acknowledged unless previously noted in writing and agreed upon.All required performance bonds,insurance certificates and additional requested information shall be submitted in a form acceptable to the City prior to the execution of the agreement by the City. 11. ADOPTED BY REFERENCE OF PROPOSAL The attached proposal of"schedule of prices"and description arc adopted by reference as part of this agreement. 12. RECORD DISCLOSUREIMONITORING PROCEDURES Pursuant to Minnesota Statues§ 1613.06,Subd.4(1990),the books,records,documents and accounting procedures and practices of the Contractor relevant to the Contract are subject to examination by the contracting agency and either the Legislative Auditor or the State Auditor as appropriate.Contractor agrees to maintain these records for a period of three(3)years from the date of the termination of this Agreement. 13. EQUAL EMPLOYMENT OPPORTUNITY-CIVIL RIGHTS A. During the performance of this Agreement,the Contractor agrees to the following:No person shall,on the grounds of race,color,religion,age,sex,disability,marital status,public assistance status,creed,or nation of origin,be excluded from full employment rights in,participation in,be denied the benefits of or be otherwise subjected to discrimination under any and all applicable federal and state laws against discrimination including but not limited to the Civil Rights Acts of 1964.Upon request the Contractor will furnish the City all reports required by the Secretary of Labor,the Minnesota Department of Human Services for the purposes of investigation to ascertain compliance with such rules,regulations and orders.The provisions of Minnesota Statutes § 181.59,(or subsequent amendments)regarding non-discrimination and violations Page 8 of 12 2016-2017 Snowplowing Contract Page 26 of 158 related there from are incorporated in this paragraph by reference as an obligation of the Contractor. B. If during the term of this contract or any extension thereof,it is discovered that the Contractor is not in compliance with the applicable statues and regulations or if the Contractor engages in any discriminatory practices,then the City may cancel this agreement as provided by the cancellation clause. IN WITNESS WHEROF,the parties have set forth their hands and seals this day of ,2016. CONTRACTOR—M.J.RALEIGH TRUCKING,Inc. By: Mr.Mike Raleigh Notary for Contractor's Signature: CITY OF OAK PARK HEIGHTS By: Mary McComber-Mayor Date By: ._.. Eric Johnson—City Administrator Date Notary for City: Page 9 of 12 2016-2017 Snowplowing Contract Page 27 of 158 Exhibit A — Snowplowing Routes "A" Routes only include "1" &Priority Streets "B" Routes include "T' & "Y' Priority Streets (see next page) Page 10 of 12 2016-2017 Snowplowing Contract Page 28 of 158 O I � � � U U y "J .• .i-. � +« .. 'arm.�. r. tD D h� I• o.w . �.,r.,+ cl n ..- � T - 1 I a m A ^ to ur l`' rt a. r Pae 110 - -- — — — _. - Page 29 of 158 Exhibit B — Schedule of Fees 2016/2017 Snowplow Schedule of Fees Propcsed 2X increase Unit 2015 Htly 2016 Hrly Equipment V Fee Na T of Equip—t yew Rate Rate 12G Cat grader w/vAng 1986 $137.29 $140.04 Limited to 5 Months Only: 720A Champion gragerw/%Vong 1991 $137.29 $140.04 120 Cat grader 1998 $137.29 $140.04 November 950G Cat Loader w/12'plow 1999 $130.70 $133.31 December 9508 Cat Loader w/12'plow 1989 $130.70 $133.31 January 980F Cat Loader w/7 yd bucket 1979 $130.70 $133.31 February 9808 Cat Loader w/6 yd bucket 1977 $130.70 $133.31!'larch 545 Ford Tre.to 11'pr3u4 1998 $114.23 S116.51 2%increase 97 Mack Tandem 4v/12°plow,and sander 1994 $91.16 $92.98 Monthly Fee:$1,938 93 Mack Tandem w/12°plow and sander 1993 $9L16 $92.98 Total Stand fee:$9Aft for Contract Pro 296 Increase Materials Can 2015 2016 Type won $/Ton Sand Only(No Salt) Salt/Sand @ 15% $20.06 $20.46 Salt/Sand @ 20% $22.17 $22.61 Soft/Sand l ie 25% $25.34 $25.85 Salt Only @ low. $73.90 $75.38 Salt iizd+5%1 Liquid @ 10'.5 $25.34 $2S.SS Page 12 of 12 2016-2017 Snowplowing Contract Page 30 of 158 Oak Park Heights Request for Council Action Meeting Date September 27. 2016 Time Required: i min Agenda Item Title: Finance Policy Changes Agenda Placement Consent Originating Department/Requestor Finance— Betty Caruso F� Requester's Signature Action Requested Approve the amendments to the Purchase Poliogive authoft to the Finance Director with the City Administrators review and approval to make minor changes to the finance policies and procedures. Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): PURCHASING POLICY At the September 13th council meeting I requested approval of changes to various finance policies. In reviewing the changes made I found that I had omitted some changes to the purchasing policy. These were minor changes,however needed to clean up the policy for position changes or actual practices. The policy is linked to the MN Statutes for purchasing and uniform contract law. Procedures that are not needed to comply with the statutes or if they were not needed to insure internal control are proposed to be eliminated. Finance Policies and Procedures are developed and practiced to insure that the City is in compliance with the MN Statutes and for guidelines in order to protect internal controls. Both of these areas are reviewed by the Auditors every year with the legal compliance audit and a test of internal controls. As the legal requirements change with legislative action or changes to the MN Statues,policies and procedures for finance may need to change. Policies should be updated on a regular basis in order to comply. Therefore, as long as the changes that may be required are minor, such as position titles, amounts or MN Statute reference numbers, I request that these changes may be made by the Finance Director and approved by the City Administrator. Major changes such as $limits or splitting of duties would still be brought to council for final approval. 1 Page 31 of 158 PURCHASING POLICY Section 1. Purchasing Guidelines 1.1 Policy Statement The City desires that all purchasing of equipment and supplies be conducted in compliance with Minnesota State Statutes and in a manner that is consistent with ensuring adequate cost control. The standards in this policy are minimum standards to ensure fiscal responsibility. Departments may set more restrictive procedures to meet their own budgetary accountability. 1.2 ADA Compliance The City of Oak Park Heights is subject to the provisions of the Americans with Disabilities Act (ADA). In general, the city will consider the needs of people with disabilities as it purchases equipment and configures work and public areas. 1.3 City Purchases of Goods or Contractual Services City purchases will be made in accordance with the MN Statute 471.345. See guideline following the policy for guidance. Section 2. Purchasing Practices 2.1 Ethics/ Relations with Vendors The City of Oak Park Heights holds its employees to the highest ethical standards. Purchases shall be conducted so they foster public confidence in the integrity of the city's procurement system, and open and free competition among prospective suppliers. In keeping with this value, employees shall comply with MN Statutes. Section 3. Authorization The City of Oak Park Heights has a decentralized purchasing program where individual departments are responsible for making their own purchases. There are a few exceptions including the supplies maintained in the general office supply closet, paper and stationery products. The Receptionist or City Clerk will assist staff members who need help with research or purchase of items in cases where staff are not familiar with particular products. Payment Authorization Process 1. Determine the need for commodities and services. 2. Research the cost of the purchase and determine proper purchasing alternative. 3. Forward request to Department Head or designee for approval. 4. Department Head determines the appropriate account coding and whether there are sufficient funds available in that budget line item. 5. Invoices are forwarded to the Department Head or City Administrator for approval. Page 32 of 158 - 1 - 6. Department Head or City Administrator forwards invoices to the Finance Department Accountant for coding and input into the accounts payable system. 7. Finance Director reviews all invoices and statements for accuracy and coding and required approvals. 8. Accountant produces checks and check register for review and approval by the City Administrator or his/her designee and the City Council. 9. Payment is made by the Finance Department. Section 4. Purchasing Alternatives 4.1 Sealed Bids • A formal sealed bid procedure is required for all purchases in excess of$100,000 except professional services, or as stated in the MN Statues regarding purchasing (Sec 471.345). City Council approves all bids.. • A published notice of bid must follow MN Stautes. • All bid openings are to be administered by the City Administrator and/or the originating department. • The preparation of all specifications are to be the responsibility of the City Administrator and/or the originating department. • Required authorization for plans and specifications is the responsibility of the City Administrator and/or the originating department. • The City Council must formally approve the bid contract. 4.2 Quotes Following MN Statutes,if a purchase is estimated to exceed $25,000 but not to exceed $100,000, the purchase may be made either by sealed bids or by direct negotiation or by obtaining two or more quotations.Contracts under $25,000 may be made by either quotation or in the open market. 4.3 Professional Services Contracts: The city retains outside professional services in the area of: Legal Services Planning Services Auditing Services Assessing Services Engineering Services The City Council will approve professional service contracts annually. Page 33 of 158 -2 - 4.4 Emergency Emergency situations may arise where the normal purchasing process cannot be followed for the procurement of goods and services. An emergency must be a situation arising suddenly and unexpectedly which requires speedy action essential to health, safety, and welfare of the community, and not just an inconvenience. 4.5 Request for Proposals (RFP) RFPs may be used to solicit proposals for professional and/or contractual services. 4.6 Leases/Purchases All lease agreements need approval through the City Administrator, City Council and/or legal counsel prior to initiating a lease. 4.7 On-Line Purchases The following guidelines are recommended for purchasing products over the Internet: • Only purchase from vendors that use secure servers for e-commerce. Most sites will have a disclaimer, but some do not have the disclaimer language. If in doubt, either send an e-mail to the vendor or call them. • When using an account charge card, follow the standard purchasing guidelines that are used when paying by charge card on the telephone. It is generally safe to use a charge card on the Internet, but be cautious -see the first item in this subsection. 4.8 Reverse Auction Purchases Minnesota Statute § 471.345, subd. 16 authorized a municipality to contract to purchase supplies, materials and equipment (but not services), using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest price in an open and interactive environment. Section 5. Payment The City of Oak Park Heights uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used only when required by the vendor to acknowledge the City's request for goods and services. A copy of the purchase order will be sent to the vendor when requested. • Obtain purchase order numbers from Finance Department. • Once the invoice is received and the purchase order is complete, return completed purchase order with invoice attached and authorization for payment to the Finance Department. 5.2 Check requests Page 34 of 158 - 3 - • Used for processing payment for immediate pay. • If travel advance is needed, a check request may be processed with submittal of appropriate documentation, i.e. written request, e-mail, confirmation. Examples of travel advance– motel reservation, airline ticket. • Once invoice is received, submit to Finance Department to be filed with check stub and original request. 5.3 Immediate Payment The Finance Department policy is for bills to be paid on the accounts payable invoice list. For certain exceptions, immediate pay may be used under the following guidelines: • Immediate pay is for payments that need to be made prior to Council meeting approval date. Such items include getting discounts, avoiding late charges, purchases requiring payment with order, etc. • Immediate pay checks will be issued upon one day notice. Exceptions to the one day notice is for investments and emergency purchases. • Checks will be issued, mailed, or returned to appropriate department. Requests for immediate pay may be submitted on a purchase order, check request, or expense voucher. Return completed documentation and invoice with authorization for payment, to the Finance Department. 5.4 Blanket Purchase Orders, Charge Accounts, and House Accounts The city uses blanket purchase orders, charge accounts, and house accounts for frequently used vendors. This process requires submission of receipt with an account code and department approval. All new open accounts must be authorized by the requesting Department Head and Finance Department. 5.5 Invoices • Invoices, purchase order, or expense form along with proper authorization must be returned to the Finance Department to be processed on invoice list. 5.6 Statements • The Finance Department tracks all statements—reviewing for old invoices or credits. The Finance Department matches invoices to the statement. • All statements are to be mailed directly to the Finance Department. 5.7 Account Coding All requests for payment including invoices, check request, purchase order, or expense form must have an eleven digit code to process payment. Department Head will indicate the fund and department from which payment will be expensed. Finance Department will code invoice for object code. Refer to department budget for reference of line item code. Page 35 of 158 -4 - Helpful hints for completing payment process: • Eleven digit code— 10 1 (fund) 40000 (department) 303 (object-office supplies) • Description -specific description of purchase. • Invoice containing vendor name and address 5.8 Petty Cash • Finance Director shall be the custodian of the petty cash. • Petty cash shall not exceed $100.00 • Used for reimbursement to employees for items $20 or less for expenditures made on behalf of the City. • Receipt and/or expense form must be submitted with proper departmental authorization obtained prior to reimbursement. 5.9 Purchase Card Use Employees may use their City purchase card for purchases where vendors accept purchase cards. When using City purchase cards the employee must adhere to the City's Purchase Card Policy. Purchases made using a City purchase card must still follow the City's Purchasing Policy as described within this document. 6.0 Payment Processing • Invoices, check request, purchase orders or expense forms must be submitted to the finance department. • Receipts must be submitted with expense forms. • Immediate pays are due to the finance department at least one day in advance of the payment day. • Department directors must have fund and department code to process payment. Refer to department budget line item codes for proper coding. • All statements must be sent to the finance department. • Blank check stock is to be maintained in a secure location. • Checks may not be made out to cash or bearer. • The Accountant shall prepare checks after thoroughly reviewing supporting documentation and review by the Finance Director. The Mayor and City Administrator signatures are required on all checks. The Finance Director is authorized to sign when the City Administrator is absent or unable to sign. • Review of check sequence is to be conducted by the Finance Director as part of the bank reconciliation process. Page 36 of 158 - 5 - Void checks are stamped void and maintained in the Bank Statement file. 6.1 Electronic Funds Transfer Electronic Funds Transfer may be required in some cases to complete a business transaction. The funds are transferred electronically from the cities bank accounts. Some instances may include transactions with the State of Minnesota, a federal agency, another local government or investment transactions. These transactions need to follow the same guidelines for payment processing in Section 6.0. 6.2 Expense Reimbursement Expense forms are required for reimbursement to employees of city-related expenses on a monthly basis. (Sample expense voucher attached) If larger expenses are incurred, more than one voucher may be reimbursed in one month. All expense forms must contain proper account codes, department approval, and receipts must be attached where applicable. Section 6. Capital Outlay and Fixed Assets 7.1 Capitalization Threshold Capital outlay purchases are for items costing more than $5,000, are a tangible asset, and have a life expectancy of more than one year. These items must be included in each department budget. If the individual purchase is greater than $5,000 the item is a capital outlay purchase and now should become a recorded fixed asset. The amount to record for that fixed asset would be any charge "to place the asset in its intended location and condition for use." For example if the city were to purchase a street vehicle, all of the following would be considered part of that asset: the vehicle, warning lights, decals, sales tax, licensing, and any other costs to put the asset into its usable condition. Like items that are used together, for example—meeting room chairs, that are used together. Capital outlay purchases less than $5,000 may be inventory assets. (see VII- Fixed Assets) . Example of inventory assets—computers, printers, furniture, calculators, cameras. 7.2 Acquisition When a fixed asset or inventory asset is purchased, a fixed asset form should be filled out by the department making the purchase. The forms are kept in the finance department. The form should be completed when the entire cost of the asset can be supported by vendor invoices. The total of these vendor invoices should be the amount recorded for that asset. It should also be noted that all acquisitions should follow the city's Fixed Asset Policy capital replacement schedule when applicable. 7.3 Tracking and Transfer Once the asset is recorded on the city's financial accounting system, it is the responsibility of the assigned department to notify the finance department of any assets that have been transferred to a different department. This needs to be done by filling out a fixed asset form with the required information. In addition, at the end of the year, a physical count of all fixed assets and inventory assets will need to be done by each department assigned assets. This count will be done at or near the end of the calendar year. Each department will be provided a list of assigned assets by the finance department. The count will then be made by the department with any discrepancies noted on the list provided. Page 37 of 158 - 6 - 7.4 Deletion or Disposal of Fixed Assets When an asset is sold or disposed of the assigned department should complete a fixed asset form with the required information in order for the finance department to remove the asset from the financial accounting system. This includes items that are disposed of with no sale or trade value. Once again disposals should follow the capital replacement policy of the city. Section 7. Disposal of Surplus Property 8.1 Auction The city disposes of surplus equipment through public sale in accordance with council policy. On occasion, the city collects items to be sold at public auction and sends them to an auctioneer with a description and number of items to be sold, and makes arrangements for those items to be transported. The auction house will forward a tabulation of the bids received along with payment. The information is reviewed by the department directors and then the payment is forwarded to the finance department. A fixed asset removal form should be filled out when an item sold at auction was listed on the fixed asset system. 8.2 Electronic Sales The City may sell supplies, materials, and equipment which is surplus, obsolete, or used, using an electronic selling process in accordance with Minnesota Statute § 471.345, subd. 17.8.3 Computer Equipment When a piece of computer equipment has reached the end of its useful life with the city it will be cleaned of all data and may be disposed of in one of the following ways: • Sealed bids; • Donation to non-profit or governmental agency(City Administrator approval required); • Sell through auction; • Recycle through computer recycling vendor; • Dispose of as waste (unless it contains hazardous material) • There may be costs associated with recycling or disposal of certain computer equipment such as CRTs in which case purchasing guidelines should be followed. Adopted by the City Council: September 13, 2016 Amended 9/27/16 Page 38 of 158 - 7 - Quick Reference Guide Value of Purchase Quotations Needed Payment Request Options Approvals Needed Prior to Purchasing Less than $100 None Petty Cash Department Yes Check Request City Administrator No City Council No $100-$5,000 Departmental Check Request Department Yes Discretion City Administrator City No Council No $5,001-$25,000 Two Written Quotes Check Request Department Yes Administrator City Administrator Yes Discretion City Council No $25,001-$100,000 Two Written Quotes Check Request Department Yes or RFP's or Sealed City Administrator Yes Bids City Council No Greater than Sealed Bids Check Request Department Yes $100,000 City Administrator Yes City Council Yes Notes: If a cooperative purchasing agreement is in place, quotations are not needed. Page 39 of 158 - 8 - PURCHASING POLICY Section 1.Purchasing Guidelines 1.1 Policy Statement The City desires that all purchasing of equipment and supplies be conducted in compliance with Minnesota State Statutes and in a manner that is consistent with ensuring adequate cost mntrni_ The standards in this policy are minimum standards to ensure fiscal responsibility.Departments may set more restrictive procedures to meet their own budgetary accountability. 1.2 ADA Compliance The City of Oak Park Heights is subject to the provisions of the Americans with Disabilities Act (ADA). In general, the city will consider the needs of people with disabilities as it purchases equipment and configures work and public areas. 1.3 City Purchases of Goods or Contractual Services City purchases will be made in accordance with the MN Statute 471.345. See guideline following the policy for guidance. Section 2.Purchasing Practices 2.1 Ethics/Relations with Vendors The City of Oak Park Heights holds its employees to the highest ethical standards. Purchases shall be conducted so they foster public confidence in the integrity of the city's procurement system,and open and free competition among prospective suppliers. In keeping with this value, employees shall comply with MN Statutes. `""" Formatted:Justified 6mamples Gf this and,We- Splitting puFshases so that they saR be FRade thmugh seveFel small pwrihasw. ,_.__.- Formatted:Justified, No bullets or numbering ------ Formatted:Justified 9*aFRplas of Ws ind,We- ----- Formatted:Justiried, No bullets or numbering Removing eempaRies ftm a biddeFs Ii let without just Gauss-. ------ Formatted:Justified -"'- Formatted:Justified, No bullets or numbering -1 - Page 40 of 158 '"'""" Formatted:Justified ------- Formatted:Justified, No bullets or numbering __---- Formatted:Justified,Indent:Left: 0" Section 3.Authorization The City of Oak Park Heights has a decentralized purchasing program where individual departments are responsible for making their own purchases.There are a few exceptions including the supplies maintained in the general office supply closet,paper and stationery products.The will assist staff members who need help with research or purchase of items in cases where staff are not familiar with particular products. Payment Authorization Process 1. Determine the need for commodities and services. 2. Research the cost of the purchase and determine proper purchasing alternative. 3. Forward request to Department Head or designee for approval. 4. Department Head determines the appropriate account coding and whether there are sufficient funds available in that budget line item. 5. Invoices are forwarded to the Department Head or City Administrator for approval. 6. Department Head or City Administrator forwards invoices to the Finance Department Accountant for coding and input into the accounts payable system. 7. Finance Director reviews all invoices and statements for accuracy and coding and required approvals. 8. Accountant produces checks and check register for review and approval by the City Administrator or his/her designee and the City Council. 9. Payment is made by the Finance Department. Section 4,Purchasing Alternatives 4.1 Sealed Bids • A formal sealed bid procedure is required for all purchases In excess of$100,000 except professional services, or as stated in the MN Statues.. regarding purchasing (Sec _471.345 ,,City Council approves all bids.and spesi€+satieas. • A published notice of bid must follow MN STAT-,TES Stautes. ;A.Fht-;kr4a-the bad OPSAiRS will be held—The rmtirs Fnay also be published on the rfty's effirial -2- Page 41 of 158 i • All bid openings are to be administered by the City Administrator and/or the originating department. • The preparation of all specifications are to be the responsibility of the City Administrator and/or the originating department. • Required authorization for plans and specifications is the responsibility of the City Administrator and/or the originating department. • The City Council must formally approve the bid contract. . 4.2 Quotes Following MN Statutes,�if a purchase is estimated to exceed $ 5,000 but not to exceed $100,000,the purchase may be made either by sealed bids or by direct negotiation or by based upe+tobtaining two or more quotations. if a PLIFGhaSe;6 Made i �,^ `"is range, s'^"rnernbeF6 required to ObtaiR at least NYG writteR quetes and the quetatiens rnust be kept E)R file fGF at leas er desera Contracts under$25.000 may be made by either quotation or in the open market. 4.3 Professional Services Contracts: The city retains outside professional services in the area of: Legal Services Planning Services Auditing Services Assessing Services Engineering Services The City Council will approve professional service contracts annually. •3- Page 42 of 158 4.4 Emergency Emergency situations may arise where the normal purchasing process cannot be followed for the procurement of goods and services.An emergency must be a situation arising suddenly and unexpectedly which requires speedy action essential to health,safety,and welfare of the community,and not just an inconvenience. 4.5 Request for Proposals(RFP) RFPs may be used to solicit proposals for professional and/or contractual services. Eisai Formatted: No bullets or numbering,No The PFGj8Gt'6 budget te enswe that the prapesals stay within that range. widow/orphan control,Don't adjust space between Latin and Asian text Don't adjust space between Asian text and numbers int • DeSie."e+:ve Bf a fiFFR PFIRSip8l...1...will be in GhaFge of the a er% Gity' a ._1vi:e .:4e ..L...L.toi lly may 7 . van �v' �aravc ------- Formatted:Indent:Left: 0",First line: 0" nese lFenees Gest estimate. ----- Formatted:Indent Left 0",First line: 0" all iateres� ' SubmMal deadlinv date,time,pMeet name,and . Formatted:Justified,Indent:Left: 0",First line: 0" b8fawa thA deadline.Any PFOpesal Feeelved afteF the deadline will net be sensideFed and will be Formatted:Indent Left: 0",First line: 0" e4.. Ad, ~------" Formatted:Justified,Indent:Left: 0",First line: 0" •----- Formatted:Justified,Indent First line: 0" FspeFtant that they see the affeement up kent. it is suggested that the RPP he submitted te the 4.6 Leases/Purchases All lease agreements need approval through the City Administrator, City Council and ­ legal counsel prior to initiating a lease. 4.7 On-Line Purchases -4- Page 43 of 158 The following guidelines are recommended for purchasing products over the Internet: • Only purchase from vendors that use secure servers for e-commerce. Most sites will have a disclaimer,but some do not have the disclaimer language.If in doubt,either send an e-mail to the vendor or call them. • When using an account charge card,follow the standard purchasing guidelines that are used when paying by charge card on the telephone. It is generally safe to use a charge card on the Internet,but be cautinus-see the first item in this subsection. 4.8 Reverse Auction Purchases Minnesota Statute § 471.345, subd. 16 authorized a municipality to contract to purchase supplies,materials and equipment(but not services), using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest price in an open and interactive environment. Section 5.Payment The City of Oak Park Heights uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used only when required by the vendor to acknowledge the City's request for goods and services.A copy of the purchase order will be sent to the vendor when requested. • Obtain purchase order numbers from Finance Department. • Once the invoice is received and the purchase order is complete, return completed purchase order with invoice attached and authorization for payment to the Finance Department. 5.2 Check requests • Used for processing payment for immediate pay. • If travel advance is needed, a check request may be processed with submittal of appropriate documentation,i.e.written request,e-mail,confirmation. Examples of travel advance—motel reservation,airline ticket. • Once invoice is received,submit to Finance Department to be filed with check stub and original request. 5.3 Immediate Payment The Finance Department policy is for bills to be paid on the accounts payable invoice list. For certain exceptions,immediate pay may be used under the following guidelines: • Immediate pay is for payments that need to be made prior to Council meeting approval date. Such items include getting discounts, avoiding late charges, purchases requiring payment with order,etc. • Immediate pay checks will be issued upon one day notice. Exceptions to the one day -5- Page 44 of 158 notice is for investments and emergency purchases. • Checks will be issued, mailed, or returned to appropriate department. Requests for immediate pay may be submitted on a purchase order, check request, or expense voucher. Return completed documentation and invoice with authorization for payment, to the Finance Department. 5.4 Blanket Purchase Orders,Charge Accounts,and House Accounts The city uses blanket purchase orders,charge accounts,and house accounts for frequently used vendors.This process requires submission of receipt with an account code and department approval.All new open accounts must be authorized by the requesting Department Head and Finance Department. 5.5 Invoices • Invoices, purchase order, or expense form along with proper authorization must be returned to the Finance Department to be processed on invoice list. 5.6 Statements The Finance Department tracks all statements—reviewing for old invoices or credits. The Finance Department matches invoices to the statement. All statements are to be mailed directly to the Finance Department. 5.7 Account Coding All requests for payment including invoices, check request, purchase order, or expense form must have an eleven digit code to process payment.Department Head will indicate the fund and department from which payment will be expensed. Finance Department will code invoice for object code. Refer to department budget for reference of line item code. Helpful hints for completing payment process: • Eleven digit code—101 (fund)40000(department)303(object-office supplies) • Description-specific description of purchase. • Invoice containing vendor name and address 5.8 Petty Cash • Finance Director shall be the custodian of the petty cash. • Petty cash shall not exceed$100.00 • Used for reimbursement to employees for items$20 or less for expenditures made on behalf of the City. -6- Page 45 of 158 • Receipt and/or expense form must be submitted with proper departmental authorization obtained prior to reimbursement. 5.9 Purchase Card Use Employees may use their City purchase card for purchases where vendors accept purchase cards. When using City purchase cards the employee must adhere to the Citys Purchase Card Policy. Purchases made using a City purchase card must still follow the City's Purchasing Policy as described within this document. 6.0 Payment Processing • Invoices, check request, purchase orders or expense forms must be submitted to the finance department. • Receipts must be submitted with expense forms. • Immediate pays are due to the finance department at least one day in advance of the payment day. • Department directors must have fund and department code to process payment. Refer to department budget line item codes for proper coding. • All statements must be sent to the finance department. • Blank check stock is to be maintained in a secure location. • Checks may not be made out to cash or bearer. • The Accountant shall prepare checks after thoroughly reviewing supporting documentation and review by the Finance Director. The Mayor and City Administrator signatures are required on all checks. The Finance Director is authorized to sign when the City Administrator is absent or unable to sign. • Review of check sequence is to be conducted by the Finance Director as part of the bank reconciliation process. • Void checks are stamped void and maintained in the Bank Statement file. 6.1 Electronic Funds Transfer Electronic Funds Transfer may be required in some cases to complete a business transaction. The funds are transferred electronically from the a#ies-cities bank accounts. Some instances may include transactions with the State of Minnesota, a federal agency, another local government or investment transactions.These transactions need to follow the same guidelines for payment processing in Section 6.2 Expense Reimbursement Expense forms are required for reimbursement to employees of city-related expenses on a monthly basis. (Sample expense voucher attached) If larger expenses are incurred, more than one voucher may be reimbursed in one month.All expense forms must contain proper account codes,department approval,and receipts must be attached where applicable. -7- Page 46 of 158 Section 6.Capital Outlay and Fixed Assets 7.1 Capitalization Threshold Capital outlay purchases are for items costing more than$5,000,are a tangible asset,and have a life expectancy of more than one year. These items must be included in each department budget. It Gh is ti Reted that sales + must be i d a , + of the item p Frha ea If the individual purchase is greater than$5,000 the item is a capital outlay purchase and now should become a recorded fixed asset. The amount to record for that fixed asset would be any charge"to place the asset in its intended location and condition for use."For example if the city were to purchase a street vehicle,all of the following would be considered part of that asset:the vehicle,warning lights,decals,sales tax, licensing,and any other costs to put the asset into its usable condition. Like items that are used together,for example—meeting room chairs,that are used together. Capital outlay purchases less than$5,000 may be inventory assets. (see VII-Fixed Assets) Example of inventory assets—computers,printers,furniture,calculators,cameras. 7.2 Acquisition When a fixed asset or inventory asset is purchased,a fixed asset form feeds-tsshould be filled out by the department making the purchase.The forms are kept in the finance department.The form should be completed when the entire cost of the asset can be supported by vendor invoices. The total of these vendor invoices should be the amount recorded for that asset. It should also be noted that all acquisitions should follow the city's Fixed Asset Policy capital replacement schedule when applicable. 7.3 Tracking and Transfer Once the asset is recorded on the city's financial accounting system, it is the responsibility of the assigned department to notify the finance department of any assets that have been transferred to a different department.This needs to be done by filling out a fixed asset form with the required information. In addition,at the end of the year,a physical count of all fixed assets and inventory assets will need to be done by each department assigned assets.This count will be done at or near the end of the calendar year. Each department will be provided a list of assigned assets by the finance department.The count will then be made by the department with any discrepancies noted on the list provided. 7.4 Deletion or Disposal of Fixed Assets When an asset is sold or disposed of the assigned department+must-should complete a fixed asset form with the required information in order for the finance department to remove the asset from the financial accounting system. This includes Items that are disposed of with no sale or trade value.Once again disposals should follow the capital replacement policy of the city. Section 7. Disposal of Surplus Property 8.1 Auction The city disposes of surplus equipment through public sale in accordance with council policy. -8- Page 47 of 158 ThFeughout the n occasion the city collects items to be sold at public auction and sends them to an auctioneer with a description and number of items to be sold, and makes arrangements for those items to be transported. The auction house will forward a tabulation of the bids received along with payment. The information is reviewed by the department directors and then the payment is forwarded to the finance department. A fixed asset removal form 'ust-shou be filled out when an item sold at auction was listed on the fixed asset system. 8.2 Electronic Sales The City may ee•e a eF..Stet„te§471.346, ubd 17 awtheFiaes a munmempality re AtFa t•e Sell supplies, materials, and equipment which is surplus, obsolete, or used, using an electronic selling process' at the highest PUFGhase pFiee in an open and inteFaetive envirapment n accordance with Minnesota Statute&471.345.subd.17. 8.3 Computer Equipment When a piece of computer equipment has reached the end of its useful life with the city it will be cleaned of all data and may be disposed of in one of the following ways: • Sealed bids; • Donation to non-profit or governmental agency(City Administrator approval required); • Sell through auction; Recycle through computer recycling vendor; • Dispose of as waste(unless it contains hazardous material) • There may be costs associated with recycling or disposal of certain computer equipment such as CRTs in which case purchasing guidelines should be followed. Adopted by the City Council: September 13,2016 Amended 9/27/16 Quick Reference Guide Value of Purchase Quotations Needed Payment Request Options Approvals Needed Prior to Purchasing Less than$100 None Petty Cash Department Yes Check Request City Administrator No City Council No $10045,000 Departmental Check Request Department Yes Discretion City Administrator City No Council No $5,001425,000 Two Written Quotes Check Request Department Yes Administrator City Administrator Yes Discretion City Council No $25,001-$100,000 Two Written Quotes Check Request Department Yes or RFP's or Sealed City Administrator Yes Bids City Council No -9- Page 48 of 158 Greater than Sealed Bids Check Request Department Yes $100,000 City Administrator Yes City Council Yes Notes: If a cooperative purchasing agreement is in place,quotations are not needed. - 10- Page 49 of 158 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 50 of 158 Oak Park Heights Request for Council Action Meeting Date: Tuesday September 27,2016 Agenda Item : Sanitary Sewer SCADA Project Award Time Req. 3 Minutes Agenda.Placement: Old Business Originating Department/Requestor: Pudc Works Andy Keglgy,Public Works Director Requester's Signature �Iowbidder Action Requested: Award SCADA P "ect to Kilmer Electric Co Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). See attached memo. Page 51 of 158 C Stantec Consulting Services Inc. Jta 2335 Highway 36 West,St.Paul MN 55113 September 22,2016 Honorable Mayor and City Council City of Oak Park Heights 14168 Oak Park Boulevard Oak Park Heights, MN 55082 Re* Oak Park SCADA System Upgrade Stantec Project No. 193803582 Bid Results Dear Honorable Mayor and City Council: Bids were opened for the Oak Park SCADA System Upgrade on September 20,2016. Transmitted herewith is a copy of the Bid Tabulation for your information and file. Copies will also be distributed to each Bidder once the Project has been awarded. There was a total of three (3) bids. The bid received by from Telemetry and Process Control is considered non-responsive as they did not use the base bid control supplier(Automatic Systems) in their bid.The following summarizes the results of the two responsive Bids received: Contractor Total Base Bid Killmer Electric Co., Inc. $151,800.00 NEO Electrical Solutions LLC $167,000.00 The low responsive Bidder on the Project was Killmer Electric Co., Inc.with a Total Bid Amount of $151,800.00. This compares to the Engineer's Opinion of Probable Costs of$175,000.00. These Bids have been reviewed and found to be in order. If the City wishes to award the Project to the low Bidder,then Killmer Electric Co., Inc.should be awarded the Project on the Total Bid Amount of$151,800.00. Should you have any questions, please feel free to contact me. Sincerely, STANTEC CONSULTING SERVICES INC. Chuck Oehrlein Enclosure Page 52 of 158 � ■7 � �f � ■■ 2 ■ MAE § ■ ■ Ln § - ek3--\ a a §- B 16 j < @ §k§ - \ _ �{ � z�_ �� § 12 I k2 52 in a■ m■ � �§ �a $ � Wjm ( ■ § l cd � ■1X$` 3 §�§}���I § MII � � $ I � � ■ ■ f I � � 9 I f ■ . a § A � �©§ § ■ §�) � � 7 �kk � § Page 53ysa THIS PAGE IS INTENTIONALLY LEFT BLANK Page 54 of 158 jT. Oak Park Heights Request for Council Action Meeting Date September 27th,2016 Time Required: 5 Minutes Agenda Item Title; Consider City Ordinance Amodineab to Sec,404—Stormwater Drainage and Development Practices for MIDS. Agenda Placement Old Businesse//Z7 Originating Department/Re e • E ' John Ci Administrator Requester's Signature Action Requested Discussio ossible Action Background/Justification(Ple indicate if any previous action has been taken or if other public bodies have advised): In 2015 the Middle St.Croix Watershed Management Organization(MSCWMO)introduced City Council to an opportunity to update stormwater management in the community,through the voluntary Minimal Impact Design Standards(MIDS)program.MIDS are simplified standards developed to replace outdated standards that most municipalities currently have in place for managing stormwater runoff.The intent of implementing MIDS is to encourage better stormwater management practices for new and redevelopment projects. As discussed at the council meeting,the MSCWMO applied for and received a Clean Water Fund Grant to provide assistance to communities in Washington County to implement MIDS.The City adopted Resolution 15-05-28 on May 26,2015 declaring its commitment to review and revise ordinances to integrate MIDS standards,with funding provided through the MSCWMO by the Clean Water Fund Grant. The MSCWMO and city staff have reviewed Chapter 48-stormwater Management and recommend revisions to align city ordinance with existing requirements for stormwater management as found in City Ordinance 404.The proposed revisions clarify permitting requirements and process. The ordinance modifications do not place any additional burdens on the City and is intended to make compliance more streamlined and flexible for developers. Attached,please find the 404 ordinance with proposed revisions. Page 55 of 158 SWMP and shall indicate any significant departures from the watershed delineation of the SWMP. 2. Delineation of existing on-site wetlands as defined in the Wetland Conservation Act,lakes,streams,shoreland,and/or floodplain areas. 3. For waterbodies and channels, a listing of normal runout and calculated ten(10)year and one hundred(100)year elevations on site for both existing and proposed conditions. 4. Storm water runoff volumes and rates for existing and proposed conditions. 5. All hydrologic and hydraulic computations completed to design the proposed storm water management facilities. Reservoir routing prowlu_ros and critico1 duretion ru-n-off events s_h_�11 be uW for design of water storage areas and outlets. 6. a on s+,..,,.tum Best M., nt n,..,e fiees dese&ibed in the book A checklist of Best Management Practices to demonstrate that,to the maximum extent practical, the plan has incorporated the structural, on-structure, and on-site Best Management Practices t meet the stormwater quality and volume control standards of MIDS and the Minnesota Stormwater Manual. 7. A grading plan incorporating overflow routes along streets or drainage easements designed to protect structures from damage due to: a. Storms in excess of the design storm, or b. Clogging, collapse or other failure of the primary drainage facilities. 8. An assessment of the potential for construction or contribution to regional detention basins, as opposed to the construction of on-site basins. The SWMP identifies potential regional pond areas for control of rate and nutrient loading. The following criteria shall be 2 Page 56 of 158 used to determine whether on-site storage is required for within the subdivision: a. If the runoffwater management plan indicates construction or enlargement of a storage site or water quality storage in a wetland or other waterbody,the facility or its equivalent shall be constructed to meet the goals of the SWMP. b. If a proposed subdivision will be directly tributary to a waterbody without intervening detention storage, additional on-site pond construction for water quality treatment will be required if the waterbody is in one of the following classifications: Category I: Water bodies supporting direct body contact recreation such as swimming, skin diving,or water skiing. Category la.: Waterbodies capable of supporting a trout fishery. Category II:Waterbodies supporting non-contact recreational activities such as sailboating, motor boating, canoeing, and fishing. Category III: Waterbodies supporting aesthetic viewing and wildlife habitat functions,providing open space,scenic vistas, and opportunities for wildlife observation or warm water fishing. Category IV:Nutrient Trans. Waterbodies functioning mainly to reduce downstream loading of phosphorus and other pollutants. C. If a proposed subdivision is indirectly tributary to a Category I, II or III waterbody and intervening regional detention storage is inadequate,in the opinion of City staff,to meet the water quality goals for downstream waterbodies as described in the SWMP, additional on-site pond construction will be required to meet these goals. d. If a proposed subdivision will increase rates of runoff and where downstream storm water storage or conveyance facilities are inadequate to protect downstream riparian 3 Page 57 of 158 owners from effects of these increases, then on-site storm water storage must be constructed to restrict storm water rates to the pre-development rates. 9. Where on-site water quality detention basins are required, copies of the calculations determining the design of the basins. The size and design considerations will be dependent on the receiving waterbody's water quality category,the imperviousness of the development,and the degree to which on-site infiltration of runoff is encouraged. Design of on-site detention basins, as described in the site's Runoff Water Management Plan, shall incorporate recommendations from the Nationwide Urban n l•t in r r i an n ftgtj,Minnesota Stormwater Manual publishedby the Minnesota Pollution Control Agency_--mac �� pubheafiens. The following design considerations are required for on-site water quality detention basins based on the receiving water's water quality category. These designs include permanent detention for water quality treatment; extended detention designs may be substituted provided that they provide treatment equivalent to the requirements below: a. Basins Tributary to Category I and Ia Waterbodies. 1) Permanent pool ("dead storage") volume below the normal outlet shall be greater than or equal to the runoff from a 2.5 inch twenty-four (24) hour storm over the entire contril�> tinn ina$e �re� s�uning full development 2) A permanent pool average depth(basin volume/basin area)which shall be greater than four(4)feet,with a maximum depth of less than ten(10)feet. 3) An emergency spillway(emergency outlet)adequate to control the one hundred (100) year frequency critical duration rainfall event. 4) Basin side slopes above the normal water level should be no steeper than three to one (3:1) when possible, and preferably flatter. A basin shelf with a minimum width of ten feet and a maximum slope of ten to one (10:1)below the normal water level is recommended to enhance wildlife habitat, reduce potential safety 4 Page 58 of 158 hazards, and improve access for long-term maintenance. 5) To prevent short-circuiting,the distance between the major inlets and normal outlet shall be maximized. 6) A flood pool (temporary storage)volumes above the principal outlet spillway shall be adequate so that the peak discharge rate from the ten(10)and two hundred (200) year frequency, critical duration storm is not greater than the peak discharge for a similar storm and predevelopment watershed conditions. 7) Extended detention of runoff from the more frequent (one year to five year) storms shall be achieved through a principal spillway design which shall include a perforated vertical riser, a small orifice outlet, or a compound weir. 8) Effective energy dissipation devices which reduce outlet velocities to four (4) feet per second or less shall consist of rip rap, stifling pools, or other such measures to prevent erosion at all storm water outfalls into the basin and at the detention basin outlet. 9) Trash and floatable debris skimming devices shall be placed on the outlet of all on-site detention basins to provi4k treatment up to the critical_duration ten(10) year storm event. These devices can consist of baffled weirs, submerged inlets, or other such measures capable of restricting the outflow of floatable materials, including litter, oil and grease. Computations for the design of such devices shall be included. 10) For purposes of erosion control,vegetation protection and wildlife habitat enhancement, the ten year flood level of the basin shall be no more than two (2) feet above the normal level of the basin. b. Basins Tributary to Category II Waterbodies. 1) A permanent pool("dead storage")volume below the normal outlet which shall be greater than or equal to the runofffrom a 5 Page 59 of 158 two (2) inch twenty-four (24) hour storm over the entire contributing drainage area assuming full development. 2) All other requirements as listed in Items 2 through 10 for Category I and Ia watrbodies. C. Basins Tributary to Category III Waterbodies. 1) A permanent pool("dead storage")volume below the normal outlet which shall be greater than or equal to the runofffrom a one-and-one-half(1.5)inch twenty-four(24)hour storm over the entire contributing drainage area assuming full development. 2) All other requirements as listed in Items 1 through 10 for Category I and Ia waterbodies. d. Basins Tributary to Category IV Waterbodies. 1) Any practical measures needed to maintain the function and character of the Category IV watrbodies. e. Basins Tributary to Wetlands. 1) Sedimentation capacity capable of protecting the wetland from filling due to water borne silt and sand. Where feasible,appropriately sized sump manholes or other in-line treatment capable of being cleaned via manholes shall be preferred. 2) All other requirements as listed in Items 2 through 10 for Category I and Ia Water bodies. 404.02 Flexible treatment alternatives for sites with restrictions applicant shall fully attempt to comply with the appropriate performance goals described in section 404.02(D) above. Options considered and presented shall xamine the merits of relocating project elements to address varying soil conditions _nd other constraints across the site. If full compliance is not possible due to any of lie factors listed below, the applicant must document the reason. If site constraints or estrictions limit the full treatment goal,the following flexible treatment options may ie considered: plicant shall document the flexible treatment options sequence starting with Iternative#1. If Alternative#1 cannot be met,then Alternative#2 shall be analyzed. 6 Page 60 of 158 Applicants must document the specific reasons why Alternative#1 cannot be met based on the factors listed below. If Alternative#2 cannot be met then Alternative#3 shall be met. Applicants must document the specific reasons why Alternative#2 cannot be met based on the factors listed below. When all of the conditions are fulfilled within an alternative,this sequence is completed. Volume reduction techniques considered shall include infiltration,reuse&rainwater harvesting, canopy interception&evapotranspiration, and additional techniques included in the MIDS calculator and the Minnesota Stormwater Manual. Higher priority shall be given to BMPs that include volume reduction. Secondary_preference is to employ filtration techniques, followed by rate control BMPs. Factors to be considered for each alternative will include: 1. Karst geology 2. Shallow bedrock. 3. High groundwater 4. Hotspots or contaminated soils 5. Drinking Water Source Management Areas or within 200 feet of drinking water well 6. Zoning, setbacks or other land use requirements 7. Poor soils (infiltration rates that are too low or too high,problematic urban soils) 8. Cost Analysis. B. Alternative#1: Applicant attempts to comply with the following conditions: 1. Achieve at least 0.55 inch(0.55")volume reduction from all impervious surfaces if the site is new development or from the new and/or fully reconstructed impervious surfaces for a redevelopment site. 2. Remove 75% of the annual TP load from all impervious surfaces if the site is new development or from the new and/or fully reconstructed impervious surfaces for a redevelopment site. 3. Options considered and presented shall examine the merits of relocating project elements to address,varying soil conditions and other constraints across the site. C. Alternative#2: Applicant attempts to comply with the following conditions: 1. Achieve volume reduction to the maximum extent practicable. 2. Remove 60%of the annual TP load from all impervious surfaces if the site is new development or from the new and/or fully reconstructed impervious surfaces for a redevelopment site. 3. Options considered and presented shall examine the merits of relocating project elements to address,varying soil conditions and other constraints across the site. D. Alternative#3: Off-site Treatment. Mitigation equivalent to the performance of 1.1 inches (1.1") of volume reduction for new development or redevelopment, including banking or cash) can be performed off-site to protect the receiving water 7 Page 61 of 158 aody. Off-site treatment shall be achieved in areas selected in the following order of preference: 1 Locations that yield benefits to the same receiving water that receives runoff from the development activity. 2 Locations within the same Dqpartment of Natural Resource (DNR) catchment area(Hydrologic Unit 08) as the development activity. 3 Locations within the next adjacent DNR catchment area upstream. 4 Locations anywhere within the community's jurisdiction. Other Design Standards A Minnesota Stormwater Manual. All volume control for water quality and quantity and site design specifications shall conform to the current version of the Minnesota Stormwater Manual. B Site erosion and sediment control requirements. All erosion and sediment control requirements shall conform to the current requirements of NPDES/SDS Construction Stormwater General Permit. C WMO/WD requirements All stormwater management and erosion and sediment control activities shall comply with all applicable requirements of the Watershed Management Organizations or Watershed Districts in which the project is located. In case provisions in this ordinance and requirements of watershed district or watershed management organizations overlajp or conflict the strictest provisions shall apply to the activities. D MIDS calculator. Final site design and choice of permanent stormwater volume reduction practices shall be based on outcomes of the MIDS Calculator(or other City gapproved model that shows the performance goal can be met) and other requirements of the applicable watershed district or watershed management organization. 404.02 404.03 Severability. If any section, clause, provision, or portion of this Ordinance is adjudged unconstitutional or invalid by a Court of competent jurisdiction,the remainder ofthis Ordinance is not affected. 404.04-3 Interpretation. This Ordinance is intended to be applied and interpreted in conjunction with the existing ordinances of the City of Oak Park Heights. To the extent that there is any conflict in interpretation between the various provisions thereof,the more restrictive interpretation shall apply. 404.04 The Provisions are Accumulative. 8 Page 62 of 158 The provisions of this Ordinance are accumulative to all other laws,ordinances,and regulations heretofore passed by the City of Oak Park Heights which may hereinafter be passed covering any subject matter in this ordinance. 9 Page 63 of 158 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 64 of 158 Oak Park Heights Request for Council Action Meeting Date September 27, 2016 Agenda Item Title Adopt Resolution Approving 2017 Proposed Budget and Proposed Tax Levies Time Required 5 Minutes Agenda Placement New Business Originating Department/Requestor Finance - Betty Caruso, Finance Director Requester's Signature At - G Action Requested Adopt Resolution to Approve 2017 General Fund Proposed Budttet and Proposed General Fund Tax Le Background/Justification : Attached are the Resolution, and worksheets summarizing the Proposed 2017 budget and tax levy. Worksheet: Summary of Revenue and Expenditures Pages 1 and 2(charts included) The total General Fund Budget Expenditures as Proposed is$5,639,646 2017 General Fund Budgeted Expenditures decreased by$8,914 or.16%under 2016. • $-59,264 or-1.48%is due to decreases in Operations • $ 94,350 or 9.43%is due to the total increase in the Transfer of funds for capital projects • $-17,000 or-2.74% is for the decrease in Debt portion of the levy, The proposed tax levy for the City is$5,193,661 for the General Levy and$0 for the Debt Levy. The Proposed Levy is$2,068 or a .04%increase over 2016's levy. Included in the proposed General Fund Levy amount of$5,193,661 is the debt service amount of$603,000. A budgeted transfer to the related debt funds is reflected in the expenditures as well. The scheduled debt levy is equal to$592,000 and an additional debt levy of$11,000 is needed to meet the projected cash shortfall for the 2014 GO Bonds. Worksheet B: Tax Impact Worksheet The Tax Rate for 2016 and estimated 2017 is 57.725%and 56.289% respectively. This is a 2.5%decrease. Due to the 2%average increase in residential property taxes and the-2.5%change in tax rate a residential property would see a minimal change in the taxes paid to the city. Recommendation: Adjustments can be made to this budget between now and adoption of our final budget in December, however the tax levy cannot be increased to a greater amount than what is proposed and adopted at this meeting. The proposed 2017 General Fund Levy must be adopted, approved and certified to Washington County by September 30, 2016. The final budget and levy must be submitted to the County by December 28, 2016. 1 recommend approval and adoption of the Resolution for the proposed 2017 General Fund Budget and the 2017 General Fund Levy. Page 65 of 158 RESOLUTION #16-09- CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE 2017 PROPOSED BUDGET AND GENERAL FUND LEVIES WHEREAS, the City Staff has prepared and submitted to the City Council it' s proposed budget for calendar year 2017; and, WHEREAS, the City Council for the City of Oak Park Heights has determined that the proposed budget as submitted by the City Staff is in the best interests of the citizens of the City of Oak Park Heights. NOW, THEREFORE, BE IT RESOLVED by the City Council for the City of Oak Park Heights as follows: 1. That the 2017 proposed budget is hereby approved as presented by City Administration in the total General Fund amount of $5, 639, 646. 2 . That the City Administrator is hereby authorized and directed to certify to Washington County the Proposed General Fund levy for the City of Oak Park Heights for the calendar year 2017 in the amount of $5, 193, 661 . Passed by the City Council for the City of Oak Park Heights this 27th day of September 2016. Mary McComber, Mayor Attest: Eric Johnson Administrator Page 66 of 158 W N a v vii �n b �v a N Ve � n 0 n 0 N e-I O O o0 01 O lD rl a O N O 00 N N N w rj Oj p Z O O W v oc W d 00 O 00 ui O O O Ln Ln (D mLn O O OM1 O O `~ OI d H W aM-t eni N N O n ry 00 O N .. u 0 Z P% N O N � O N O a-I 1P1O O O O O Ln LO W ID O CD tell N INO 00 W CD to W N O M M iF 00 N O W N 00' Of 0 N Ln tD " n N M O1 M 00 M m � of LK W tff V} V} An N r� 0 rl M W M O n 0 lD n n J OO COD O ntD -4 00 O1 to coil tD mO rM N M n N ' 00M ^ N tD tp 64 O M 00 nNN 01 N N M oo p a fV N N M VI. V? 4-11• VL V1• VL V> V? -tn Om1 C On O m n 0 0 0 0 0 0 p F u1 O 1!1 OM1 Vr1 ani 1pA O O tM0 to O i Ln C H LYU' n N O1 ^ to Ln M M O n .-f O I� 06 Ln to eq v M 00 Cf1 w N N C� N m M M llf = IL h C w W F y V? 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All counties, school districts, cities over 500 population,and metropolitan special taxing districts are required to hold a single meeting in which the public is allowed to speak and the budget and levy is discussed. This meeting may be a part of a regularly scheduled meeting. The hearing must be between November 25 and December 28 and be held after 6:00 PM. If a regular meeting is not scheduled then it will be necessary to schedule a special meeting for this purpose. The meeting date does not need to be coordinated with the home county auditor to avoid conflicting with meetings occurring in overlapping taxing authorities. At the meeting in which the proposed levy is adopted,the City is required to announce the meeting time and location of the subsequent meeting at which the budget and levy will be discussed and at which the public will be allowed to speak. The time and place of the meeting must also be included in the summary of proceedings published in the official newspaper. The City must also provide the county auditor with the time and place of the public hearing at the same time the proposed levy is certified. The budget and levy must be discussed and the final levy determined at the TNT hearing. Council may adopt a final budget at this meeting, but is not required to do so. There is one regularly scheduled meeting between November 25 and December 28. The regularly scheduled meeting date is December 13.We have tentatively set the TNT hearing for December 13,2016. At the TNT hearing we should adopt the budget and levy that night. If you wish to have a separate date for the adoption of the budget and levy,you will need to schedule a special hearing date for the TNT hearing or subsequent adoption hearing. Recommendation: Formally set the TNT Public Hearing for December 13, 2016, 7:00 p.m. at the City Hall location. Page 73 of 158 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 74 of 158 Oak Park Heights Request for Council Action Meeting Date September 271,2016 Time Required: 10 Minutes Agenda Item Tine. CONDITIONAL USE PERMIT FOR A MEMORY CARE AND ASSISTED LIVING BUILDING EXPANSION AND CONDITIONAL USE AND VARIANCES FOR SETBACKS AND BUILDING HEIGHT AT 6060 OXBORO AVENUE— OAK RIDGE PL E Agenda Placement New Business Originating Department/Requestor. is on - Administrator Requester's Signature Action Requested Discussion, ss' Action Background/Justification(Please 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 September 7te,2016 2. Planning Commission Resolution-Unsigned 3. Proposed City Council Resolution Page 75 of 158 TPC3801 Thurston Avenue N.suite 100 ENCLOSUREAnoka, MN 5F5303 2 Phone:763.231.6640 Facsimile: 763.427.0520 TPC*MannlngCo.00m PLANNING REPORT TO: Eric Johnson FROM: Scott Richards DATE: September 7,2016 RE: Oak Park Heights—Oak Ridge Memory Care and Assisted Living— Conditional Use Permit for Memory Care and Assisted Living, Conditional Use Permit for Building Setback, and Variances for Building Height and Driveway Setback — 6060 Oxboro Avenue North TPC FILE: 236.02 16.10 BACKGROUND Michael Hoefler of HAF Architects LLC, representing TIC Properties I, LLC, has submitted an application for a Conditional Use Permit for memory care and assisted living facility building expansion, and Variances for setbacks and building height to allow for the construction of a 16 room memory care facility and 26 additional assisted living units at Oak Ridge Memory Care and Assisted Living. The plans include a three story addition to the west of the existing facility and changes to the site plan to accommodate access. The plans also include an exterior facelift on the entire existing building Including siding, windows and roofing. This update will allow for the new and old portions of the building to appear as one new structure. The City Council approved the same applications on April 281', 2015. The Planning Commission had recommended the project at their November 13, 2014 meeting. The Applicants-did not ask the City Council for an extension of approval in time, requiring the Applicant to come back through the entire process. The plans have not changed from what was approved by the City Council In 2015. Prior to the approval in 2015, the Applicants and City realized issues with an existing City drainage easement and ponding area in the southeast comer of the site. The Applicants plans have shown a new driveway in this location and an underground storm water system. The Applicants worked with MnDOT to determine if the pond area could be moved south onto MnDOT right of way. Karen Schering from MnDOT Indicated on January 15, 2015 that moving the ponding area and retaining walls onto the right of way was unacceptable. Page 76 of 158 The Applicants have proposed constructing the improvements as planned with the City retaining the full easement. They have agreed that they are doing this at their own risk if the City, at some time In the future, requires access to the drainage improvements or if a ponding area is required in this area. The City will reserve the right to require the Applicant, at their expense to remove any and all of the improvements from the easement area, if ordered by the City Council. The City shall not be responsible for any costs related to the Applicant's improvements in the drainage area. The resolution that was prepared for the City Council in 2015 and now in 2016, approves the application with conditions added related to the drainage easement. The project is identical to what was approved in 2015. The report has been updated to reflect the drainage issues. EXHIBITS The review is based upon the following submittals: Exhibit 1: Project Narrative—Michael Hoefier August 9, 2016 Exhibit 2: Title Sheet(T1) Exhibit 3: Site Information Sheet--USGS and Soils Exhibit 4: Drainage Maps Exhibit 5: Existing Conditions Exhibit 6: Final Erosion and Sediment Control Plan Exhibit 7: Final Grading and Drainage Plan Exhibit 8: Final Utility Plan Exhibit 9: Tree Protection and Replacement Plan Exhibit 10: Details Exhibit 11: Architectural Site Plan (AS1.0) Exhibit 12: Landscaping Plan(L1) . Exhibit 13: Landscape Plan Details(1-2) Exhibit 14: Lower Level Plan (Exhibit B) Exhibit 15: First Level Plan (AIA) Exhibit 16: Second Level Plan(A1.2) Exhibit 17: Third Level Plan(A1.3) Exhibit 18: Roof Plan (A1.4) Exhibit 19: Elevations(A2.0) Exhibit 20: Elevations(A2.0) Exhibit 21: Elevations(A2.1) Exhibit 22: Elevations(A2.2) Exhibit 23: Phasing Plan (PHI) Exhibit 24: Photometric Plan Exhibit 25: Light Fixture Specifications Exhibit 26: Building Light Locations and Specifications (Exhibit C) Exhibit 27: Report from City Engineer Exhibit 28: Report from City Arborist 2 Page 77 of 158 P PROJECT DESCRIPTION Mr. Hoefler has provided the following narrative related to the request for the Conditional Use Permits and Variances: 'Our proposed approval we are seeking is for the construction of a 16 room memory care facility and 26 additional assisted living units This proposal is for a three story addition located just west of the existing facility. In addifion,we are also seeking approval for both the remodeling (intemal) and for the exterior facelift on the entire existing building. This will consist of new siding, windows and roofing. This movement will allow for an architectural tie-in to the proposed addition. The existing and proposed units are as follows: Existing Assisted Living 84 dwelling units Minus one existing unit due to the remodel 83 New Memory Care Units 16 New Assisted Living Units 26 Total 125 dwelling units ISSUES ANALYSIS Adjacent Uses. Uses adjacent to the subject site are listed below: North of Site: Present Zoning—R-3, Residential/Business District Present Use—Oak Park Heights Apartments South of Site: Present Zoning—O, Open Space Present Use—Highway 36 West of Site: Present Zoning—B-2, General Business District Present Use—Walgreens East of Site: Present Zoning—City of Stillwater Present Use—Washington County Courthouse and parking lots Comprehensive Plan. The 2008 Comprehensive Plan designates this area as high density residential. The existing and proposed use is consistent with this land use classification. 3 Page 78 of 158 f Zoning. This property has been designated as R-B Resldentlal/Buslness Transitional in which nursing homes and similar group housing is a listed conditional use. A Conditional Use Permit for a building setback is also required. Variances for driveway setbacks and building height are also required to allow for the construction of a 16 room memory care facility and 26 additional assisted living units. A review of the criteria for nursing homes and group housing as found in Section 401.28.E of the Zoning Ordinance is found later in this report. Subdivision. No subdivision or lot combinations are required. Project Density/Open Space. Section 401.15.C.3 of the Zoning Ordinance establishes the density thresholds for residential properties. Memory care and assisted living housing requires 1,000 square feet of land area per unit excluding right-of-way and wetlands. The multiple family requirements are 2,500 square feet per unit. The total property currently under control of the owner is 144,574 square feet. With a total of 125 units proposed, the resulting density is 1,156 square feet per unit. As long as the project stays as a memory care and assisted living facility it would meet density requirements of the Zoning Ordinance. The approvals will need to include a provision to assure that the project remains as senior housing and is not converted to non restricted rental housing. Proposed Street Access. The project currently accesses from Oxboro Avenue North which is a Washington County roadway. One access point is currently provided for the property. A second access at the south end of the property will be added with a driveway and turnaround that will provide direct access to the building addition. An access permit will be required from Washington County. Discussions with the County have indicated there will no issue with obtaining the access. The new driveway and turnaround area have been reviewed by the Bayport Fire Department. The driveway will be 27 feet in width and the radius of the turnaround is 49 feet 6 inches. This will satisfy the Department requirements for emergency vehicle access. The circle in the middle of the turnaround will have surmountable curb and a paved surface. The applicants have asked if the center circle could be landscaped. Sidewalks. The proposed pian provides adequate access from the parking lots via sidewalks to the building entrance. There is a proposed walking path and patio that is internal to the site that will provide outdoor areas for residents. Setbacks. The R-B District specifies setback requirements as follows; 30 feet front yard, 30 feet rear yard, and 20 feet side yard. Additionally, driveways and turnaround areas must be set back 10 feet from the property line. The conditions for approval of nursing homes and similar group house state that building side yards are to be double the minimum requirements 1br the district. 4 Page 79 of 158 The plans indicate that the existing and proposed building will have a front yard setback of 84 feet a rear yard setback of 46 feet and side yard setbacks of 56 feet on the south and 25 feet on the north. The building setbacks are all compliant with, the Zoning Ordinance except for the northerly side yard setback that should be 40 feet. A Conditional Use Permit for this building setback is required. Staff does not see an issue with this request. The new southerly access road to the rear of the building will be at least 10 feet except for a portion of the turnaround is five feet from the property line. A Variance from the required 104bot setback is required. The radius of the turnaround is required by the Bayport Fire Department for access of equipment. For this reason, City Staff does not have an issue with recommending the Variance in that the practical difficulty in achieving the setback is necessitated for emergency vehicle access. Tree PresenradonlLandscaping. The applicant has provided a general landscaping plan and plans for tree removal. The plan shall be subject to the final approval of the City Arborist. Grading and Drainage. Detailed grading and drainage plans have been provided as part of the development submittals. As indicated in this report, the Applicant has proposed placing the southerly driveway and storm water in a City drainage easement. The City will reserve the right to require the Applicant, at their expense, to remove any and all of the improvements from the easement area, if ordered by the City Council. The City Engineer and the Middle St. Croix Watershed Management Organization shall review and approve all of the grading and drainage plans. Utilities. A detailed utility plan has been submitted. The final utility plan is subject to review and approval of the City Engineer. Lighting. A lighting plan has been provided that includes details for lighting the new driveway, locations of fixtures on the building and a photometric plan. The photometric pian is compliant and all of the proposed fixtures are full cut off utilizing LED fixtures. The heights of the freestanding light fixtures are also compliant with the 25-foot height limit. Signage. The plans indicate a monument sign at the new south driveway. The sign is compliant in height and size. No details are provided as so how the sign will be lit. The sign will need to comply with the sign lighting standards of the Zoning Ordinance when the sign permit is issued. The monument sign will be required to be five feet from the property line. There are no wail signs proposed for the structure. Wall signs would require a sign permit and would need to comply with the standards of the Zoning Ordinance. Parking. The Zoning Ordinance requires the following for elderly or assisted living housing: 5 Page 80 of 158 M. Elderly (Senior Citizen) Housing. Reservation of area equal to one (1) parking space per unit. Initial development is, however, required for only one- half(1/2)space per unit and said number of spaces can continue until such time as the City considers a need for additional parking spaces has been demonstrated. The following required for nursing home or memory care: ea. Sanitariums, Convalescent Home, Rest Home, Nursing Home or Day Nurseries. Four (4) spaces plus one (1) for each three (3) beds for which accommodations are offered and one space designated for emergency vehicles. The plans indicate that there are 86 existing parking stalls, 65 that are underground and 21 that are exterior. Five additional parking spaces are to be added in the turnaround 11 more at the front of the building making the overall total at 102 spaces. The parking standards of the Zoning Ordinance require one formula for elderly or assisted living and another for nursing or assisted living. The parking calculations are as follows: 109 Assisted Living Units / Requires one space per unit or % space per unit If agreed to by the City=55 spaces required. 16 Memory Care Units/ Requires four spaces plus one space for each three beds 9 spaces required. Total Parking Required = 64 spaces Snow Storage. The plans should be updated to indicate areas for snow storage. The City Engineer should comment on the adequacy of these areas. Mechanical Equipment The applicant's architect has indicated that the mechanical equipment is located within the buildings. Any mechanical equipment that is ground mounted or visible from adjacent streets shall be screened as required by the Zoning Ordinance. Trash/Recycling. All of the trash storage and recycling will be internal to the buildings. Unit Types. The memory care and assisted living facility will have the following unit types: Existing: 1. A 1 bedroom =637(square feet) 2. B 1 bedroom = 770 3. C-2 bedroom =866 4. D- 1 bedroom + Den=702 5. E-2 bedroom =889 6. F-2 bedroom =877 7. HC- 1 bedroom=637 6 Page 81 of 158 Proposed: (All are Assisted Living unless noted otherwise) 1. New Studio =411 (square feet) 2. Unit A— 1 bedroom = 696 3. Unit B — 1 bedroom = 808 4. Unit C— 1 bedroom = 758 (2 Memory Care) 5. Unit D—Studio =544 6. Unit D—Custom = 720 7. Unit E—Studio= 340 (Memory Care) 8. Unit F—Studio =280(Memory Care) 9. Unit G—Studio =401 (Memory Care) The Zoning Ordinance indicates that Elderly Housing must have a minimum floor area of 440 square feet for efficiency units and 520 square feet for one bedroom units. The building as proposed will be compliant with these requirements. Architectural Appearance. The application materials include detail elevations and color elevations. The existing building exterior will be updated to match the new construction. The building will feature a stone veneer base with shake siding. The gable roof ends will feature a vertical siding. The plans indicate the material types and specify colors. The project architect will provide a building materials board for review at the Planning Commission meeting. The residential units are not required to be reviewed under Design Guideline requirements. Building Height. The building height of the new structure will be 42 feet to the mid- point of the gabled roof. The R-B District specifies a maximum building height of 35 feet. A Variance is required to vary from the maximum building height. Variance criteria are provided in Section 401.04 of the Oak Paris Heights Zoning Ordinance. The Planning Commission and the City Council should review the following criteria and conditions to determine if the height 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 anowing 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. h. Conditions 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. 7 Page 82 of 158 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. 2) Undue hardship caused by the special conditions and circumstances may not be solely economic in nature, If a reasonable use or 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 quplifies 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 oonfer on the applicant any special privilege that is denied by this Ordinance to other lands,structure or buildings in the some 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 applicarrL The request does not create an Inconvenience to neighboring properties and uses. City Staff does not see any negative impact created by the request for this Variance. The existing .building was constructed over the 35-foot maximum of the R-B District. The structure is not adjacent or visible to low density residential properties and exists In an area that Is primarily commercial, high density residential or government uses. The other senior facilities in the community such as Boutwells and Oakgreen Village have been granted building height variances to accommodate structures that are typical of this type of residential facliity. R-B, Residential/Business District Standards Section 401.28.E.3 of the Zoning Ordinance provides the CUP standards for allowing this residential use in the R-B District. The standards are as follows: 3. Nursing homes and similar group housing. a. Side yards arae double the minimum requirements established for this district and are screened in compliance with Section 40 9.9 5.E. of this Ordinance. Comment: The building setbacks are compliant with this requirement except for the north side-yard setback. The turnaround area requires a setback variance. b. Only the rear yard shall be used for play or recreational areas. Said area shall be fenced and controlled and screened in compliance with Section 409.95.E. of this Ordinance. Comment: There is a center courtyard area is mostly surrounded by buildings and features a patio and walking path. C. All signing and informational or visual communication devices shall be in compliance with Section 409.03.G. of this Ordinance. S Page 83 of 158 Comment: The signage will be compliant. d. The site shall be served by an arterial or collector street of sufficient capacity to accommodate treffrc which will be generated. Comment: Oxboro Avenue North will accommodate the anticipated traffic. e. All State laws and statutes governing such use are strictly adhered to and all required operating permits are secured. Comment All State licensing and permits shall be required for opening. f. Adequate off-street parking is provided In compliance with Section 401.15.F of this Ordinance. Comment: The parking standards are met. g. One (1) off-street loading space in compliance with Section 401.15.F. of this Ordinance is provided. Comment: There is adequate space on site for off street loading and an emergency vehicle space is provided In the turnaround. h. The provisions of Section 401.03.A.8 of this Ordinance are considered and satisfactorily met. Comment: The Planning Commission and City Council should review Section 401.03A.7 related to Conditional Use Permit criteria and determine if there are any issues with issuing the permit. City Staff' has reviewed the criteria and has determined the request is complaint. Development Agreement. The applicant will be required to enter into a development agreement with the City ff required by the City Attorney. The development agreement shall be subject to review and approval of the City Attorney and City Council. Conditions have been added related to payment in lieu of taxes and emergency services costs via the Bayport Fire Department. These arestandard conditions that have also been placed on Boutwell's Landing and Oakgreen Commons seninr housing facilities. CONCLUSION 1 RECOMMENDATION Subject to the preceding review, City staff recommends approval of the following listed requests subject to the conditions that Inflow. The conditions below are the same conditions approved by the City Council in April 2015. • Conditional Use Permit—Memory Care'ard Assisted Living 9 Page 84 of 158 • Conditional Use Permit—Building Setback • Variances—Roadway Setback and Building Height 1. The Oak Ridge Memory and Assisted Living shall remain as senior rental and shall not be converted to non-restricted rental housing. 2. The Applicant shall obtain and access permit from Washington County for the new driveway. 3. All tree removal and landscape plans shall be subject to review and approval of the City Arborist. 4. The grading and drainage plans shall be subject to City Engineer and the Middle St. Croix Watershed Management Organization for review and approval. 5. All utility plans shall be subject to review and approval of the City Engineer. 6. All lighting shall be full cut off and be compliant with the lighting standards of the Zoning Ordinance. 7. The signage shall be compliant with the Zoning Ordinance and shall be set back at least five feet from the property line. 8. The Fire Marshal and Police Chief should review the plans and determine the accessibility of emergency vehicles throughout the development. 9. A snow storage plan shall be provided and shall be subject to review and approval of the City Engineer. 10. Any mechanical equipment that is ground mounted or visible from adjacent streets shall be screened as required by the Zoning Ordinance. 11. The Planning Commission should comment on the final building appearance, colors and materials. 12. To the extent that Developer's project contains tax exempt facilities, lands or buildings, Developer will execute an agreement with the City to make a payment in lieu cf taxes to the City for the life of the project. A payment in lieu of taxes agreement shall be in a form prepared and approved by the City Attorney. 10 Page 85 of 158 13. The Applicant knowingly is installing its infrastructure upon lands that are encumbered by a City drainage easement, located at the southeast comer of the property. At this time the City and Applicant concur that the modifications as proposed will not materially disrupt the City ability to use such easement and water that drains and will continue to drain to such easement area from areas not under the control of the Applicant. Should the Applicants activities or actions materially impair the City's ability to utilize its drainage easement, the Applicant shall make any corrections as directed by the City at its sole expense. 14. The City reserves the right to require the Applicant, at their expense, to remove any and all of the improvements located within the existing drainage easement if ordered by the City Council. Should the Applicant fail to make such changes as directed by the City, the City may make all necessary changes as required and assess all such costs back to the applicant. The City shall not be responsible for any costs related to the Applicant's improvements in the City's drainage area. 15. The Applicant shall provide a revised description for the drainage easement at the southeast comer of the property that removes the existing building from said easement. The revised easement shall be subject to review and approval of the City Attomey and City Engineer. 16. The terms and conditions listed above for the drainage easement shall be set forth in a Permissive Use Agreement between the City and the Applicant as drafted by the City Attorney to be executed prior to the issuance of any building permits. 17. The applicant shall be required to enter into a development agreement If required by the City Attorney. The development agreement shall be subject to the review and approval of the City Attomey and City Council. 11 Page 86 of 158 H t*14 F' 0I A R C N I T E C T S xeer:ee..vexco :-:ce August 9,2016 Julie Hultman,CBO City of Oak Park Heights 14168 Oak Park Blvd. Oak Park Heights,MN 55082 RE: Oak Ridge Place Memory Care Addition and facelift Our proposed and approvals we are seeking is for the construction of a 16 room memory care facility and 26 additional assistant living units. This proposal is for a 3 story addition located just west of the existing facility. In addition we are also seeking approval for both the remodeling(internal)and for the exterior facelift on the entire existing building. This will consist of new siding,windows and roofing. This movement will allow for an architectural tie-in to the proposed addition. Sincerely, Michael G. Hoefler,NCARB HAF Architects,LLC 233 MAIN STREET SOUTH, STILLWATER, MN 55082 PH.- 651-351-1760 FAX: 631-430-0180 W W W.HAFARCHITECTS.COM Page 87 of 158 Ll Q 0 Zo: , i 1 �■ FO -. a9- Fr :. as � a r r � I t e .o w TWI `w !t ■� d Y • o o � h w V Ir coil0 v 0 ., Lg Yrm , 1111 1. Page 88 of 158 SIM�lS SYi�191�/ KOUTRMM=5 '�1 1Alm xarr�aar= am xvo i7 V" o 3 •' CL _ .-.. �F ON IE3 i• Ab �. ��!i� � it��� •• � •w _ Y S y,••-Y�',��: .dSf+�� '`�. Aye a --'j/ ���•.j� .• .> y, >�± �`;.� • - � ".+ •.;..."`.�.Vic. .�w S : •"_• .t, '^ -.� .. eZM-. "t., .. . •..r•s�a-x.+•-tie.•�j.Y_ =� '�,..• •�s. "�;••.M+•'. rte' _•� w .. ���,• /� t Q i.��• ��" -i'R`i^ ..x..w.x�'.�.Y c. � 'K•- '..d•... rfS•a...•-+e 4.�• __... .....r_ ....,K•-. 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The Galleon's LED luminaire delivers exceptionai performance in a C� highly scalable,low-profile design.Patented,high-efficiency AocuLED i Opticam system provides uniform end energy conscious Illumination to walkways,Parking lots,roadways,building areas and security lighting applications.IP66 rated. r SPECIFICATIG FEATURES Construction be field or factory installed.The easy positioning of fixture during Extruded aluminum driver house side shield is designed to assembly.Designed for pole or enclosure thermally isolated from sonnihmly Integrate with the SI-2, wall mounting.When mounting Light Squares for optimal thermal SL3,SL4 orAFL option. two or mora luminaires at 1101 or performance.Heavy wall,dis- 120'apart,the EA extended arm cast aluminum and caps enclose Electrical may be required.Refarto the arm h housing and die-cast aluminum LED drivers are mounted to mounting requirement table on heat sinks.A unique,patent removable tray assembly for ease page 3.Round pole top adopter _ pending interlocking housing and of maintenance.120-2M 50/60Hz, included.For wall mounting, heat sink provides scalability with 34N 60Hz or 4WV 60Hz operation. sPOCKY well mount bracket option. superior structural rigidity.3G Standard with 0-10V dimming. 3G vibration rated. vibration tested.Optional tool- Shipped otendard with Cooper lose hardware available for was Lighting proprietary circuit module Finishpa G�O� of entry Into electrical chamber. designed to withstand t DIN of Housingfinished in super durable polyester Housing is IP66 rated. transient line surge.The Galleon TOIL yester powder Coat kit, LED luminaire Is suitable for 2.6 mil nominal thickness for GALLEON LED Optics operation 1n-WC:to 401C ambient superior protection against fads Choice of 16 potanted,high- environments.For applications and wear.Heal sink is powder efficiency Accul-ED Optics.lire with ambient temperatures coated black.Standard colors optics are precisely designed to exceeding 40°C,spm*the HA include black,bronze,gray, 7-10 Llghd Squares shape the distribution maximizing (High Ambient)option.Light white,dark platinum and graphite Solid Stop LED efficiency and application spacing. Squares are INS rated.Greater metallic.RAL and custom color AccuLEO Optics create Consistent then 50%lumen maintenance matches available.Consult the distributions with the amiability expected at 60,000 hours.Available McGrew-Edison Architectural AREWINTE LUFt01"E to meet customized application In standard 1A drive current and Colors brochure for the complete requirements.Offered standard In optional 5WmA and 7OOmA drive selection. 4000K 1+1-276Ki CCT and minimum currents. A 70 CRL Optional 6DWK CCT end Warranty WWKCCT.For the ultimate level Mounting Five-year warranty. of spill Ilght control,an optional Extruded aluminum arm includes house side shield accessory can internal bolt guides allowing for DIMENSIONS MOLE UCLW 3.15118' p00nun1 } r .A ! :,��•16e3mm1 •e•J li '��,"�ilj�luir,° f' N(Illi: WALL MOUNT '+�titititl�l»z��Rll��; CERTIFICATION DATA UUCUL Wat Laeetion Lkad ISO Baal 10 P32' .21-aW(353mm1��117 LMna11MaoComplkwrt 129ft") BG Vibradon Rated IPee RaIW CE IU ConeortiumAQudieed• LI1I7..r4 2-7118" Rltmml ENERGY DATA DiMg1310N DATA Bleofraak LED Driver aU Lower iPbotm Number of '9`e4mdud `W OpUmM vvW t web Arm EPA wah ArmdOtL Told Harmonic Dhowti m Licht SquawA'WFdth Arm Largrh Arm ft PL) 120V-277V a7/801h 1.4 15-it2 Is""2r� 7'(17&" 1CF 04rtrN 83(15.0 h0a.) OAS I a 01C Mint onVe �4e'C Min.Tempsrawre e4 21-W454*" rhTartlnt 10't26ft" 44f U1" 1A0 MM Mee.Tampwaium 7 6 27-W(roan" r p7acrn) it psornpo 54 to�J 1 Ar on Max.Tearparatura(HA Option) ono 33-W4'067mm}I r(171oart 10'(40&" 1 030"IW4 1.12 IMUMtEatw.dodamraoranvwrbemwkwvaneevanerptwowmwaII Damaraa[W'arleo'.Rubraam+moaeana raeirema*j*iv.2EPA :abWna VAMCPU"am t brV Cooper Lighting f AM14HO `wwwdeslgrraahnarg �+ 2e14a8.2715.:04�1 Page 112 of 158 OLSON GALLEON LEO OPTIC ORIENTATION DRILLING PATTERN Saw Edo sum" BYrI swe TYPE'N" '119mmj 2' Hole Diameter 151mm) 1.27A' 71B'122mm1 1 m1 l21 BN°'I74mmj Diameter Holes How ends Haw 11ka Hour 61de Ittaadard aptiea notaird larch i BD`lLS01 Option Rotated Itipht!BO.111N01 OPTICAL DISTRIBUTIONS AWnmarbb Area Dieblbuthas - T2 SL! T3 BLt TW TAV MA (Type Iq (Type n with Spa Conlroll IType(N1 (Type III with Spin Conal) Hype N ForwardTArowl (Type N Widal ITyoe lV with!spill Control) s Aaymmebk Roadway Dtstrihutionsi� Symmarble Db&NMOmr Rip 72R T3RSNQ 1111110 'ANO (ReetanpalerWideType l) (lypa 11 Roadway! (Type IN Roadway) (iyp.V square Ntrn w) (TypaV square Medium) fiWaV SquereVAde) ED -El- 7ci C) .�..,_�,...,............u,.�.�,,.,.,,,,,,.,.......,��Speci11nd BxMtrbutlers AFL sLL SUt lAuh motive Fomvdbw) jiny Soil Ligbt Qimminetor tail! (90'61dN I ipM EOmhrtor Rlphq 1 ARM MOUNTING REQUIREMENTS _ -- a®eD' Comnpurallmm 00'Apiad 120'Apart GLEON-AE-M I'Alm ?'Arm 2 O 1110' TMWa' piMnderd) pltenawq GLEON,AM ?'Arm 7'Arms (awndanl) (stwoad GLEDH,AE-OB 7'Aum 7'Arm LSlarmdad) or-dard) BLEOW,AE 94 7*Am 71 Arm Mundbd) pltandarO GLEold E-05 10"Fide WW Arm 7'Arm T"uh" 0-404 GLEOW A6an 1W� ' 71 km ! GL.EON-AE-07 1 N'Emdwwed Amt 13'Mckended Arm 2 9 BO' TriplsP 2!120' required) ptaqutrarq GLEONd1E-0 10'Eldended Abs 7B'Extended Ann psegeiYA pTequiredl GLEON-AE-00 16'bdemdedArm IV EmdeldedArm (Requiradl pirgmired) OMN-AE40 IVFxmmldedArm IVExteraMAtm paegldleG pTequtrrtq cape Fatemre aoeva Itaaeaa eusMwe 1000 Elbe BOUIMPd 1121 HOMW 1t Samam Cooper Lights ng CIMNsd OH 44122 Pwddna Clgs G11=W Saee7bWmc and ADH14DM teNod ahtr P.77a4B64Wa dirrwar eetesr to by FX40 Esoonmm wwwaoopa*hft.ran do vdMm mdse. 2074a9 sr lNoa'Lt Page 113 of 158 OLEON GALLEON LEO NOMINAL POWER AND LUMENS(1A) Number of L ISM BWam 1 2 3 4 1 E 6 7 8 9 10 D1WeOtumm 1A TA 1A TA 1A 1A 1A to 1A 1A Nom)nN Powu road:) 58 107 167 218 261 815 $TO 421 475 so Input Cement 0120V(A) CAT 0.90 1.31 1.70 2.21 2.64 3.09 3.61 9.9s 4.41 brA cwrow s weV(A) a.29 0.51 0.74 1.02 1.25 1.43 1.70 130 222 2.50 tnpat Cum-O 240V() OZS 0.45 0.65 0.90 1.10 1.80 I 1.55 1.75 1 AS 220 !opal Ctmant O 277V(N 028 041 069 0.02 1.00 1.18 1 Al 1.58 1.77 200 optics Lammrs 5,272 1a,808 16.378 20,313 26.195 30.118 35.818 40.337 45,016 49,842 72 BUG RsBnp 814)0-01 8211042 824)0.02 534)0{48 88410-04 6541484 63UO-64 834)0.66 844!0146 B44)0{46 Lurmr* 6,597 1008 10,821 21A85 28.719 31,974 37,613 42.844 47.792 52,914 T2Fi BUG Ratlnp 51410-01 82410832 BZ00-02 8941048 88410-08 8910414 89-1*04 B9-)0444 B4410434 844)0[45 Lumsm 6,374 10,501 15.09 20,700 25" fAM7 38.808 41,134 45.884 60.802 81K3 Rst)np 61-I10.C+2 921)0•(42 82110.09 88410-09 BB4)0-04 HS{JO.04 BS-UO-G6 B3-L0495 BA-� L.umene 5.490 10.735 18.817 21,16! 28= 31,979 $7,110 42.816 46.904 aim 1811 ffi1B Retltg B7•I10•G2 61-UO.0 82110-09 82-UO-64 654J0.04 03-Lf044 834U0406 86410-06 83410-05 133-U066 )mans 6.405 10,552 150700 20.824 25AM 80.875 80,514 41.372 46,150 51,090 T4FT BUORsom9 81410-02 82410-02 82110.83 63•UO.04 83-UO-04 63-LK60 13501-65 83410-05 B8110i35 85410-05 LLmms 6385 10,426 16,656 20.555 25,465 30,470 80042 ' 40.088 4SA54 SOA39 T4YY SU0"Oft 81-UO-G2 92•UD-W B2-10433 84U0-04 B3-0004 58.10436 8811005 B4110-06 84A*eS 84110.06 Lunn 5868 10,206 15447 20,278 25.124 30AM WAS 40.200 44,840 49.758 �2 mend" 814j0•G2 B24M42 824JO-08 83410G3 03-UO.84 8$-110434 88110[45 sstle- 5 B4-U"S 0444-05 Lunena 6573 10,600 15,867 20,701 25,809 30,0833k= 41.128 43.878 50.194 SLS BUG RsOnp 01-UD-02 1324{0-08 8241003 9341004 08-11004 83-UO434 53-W-GS 83-1045 B31A436 B&U"S Lumen 5.105 9.970 14,806 19.688 24,370 29,103 84AGO 39,078 43461 46,282 BLA BW RaOnp 81410-02 81-U0-03 B7-I10•G3 B24J004 82410-34 924"6 854{0-05 534)005 08410835 04410!45 Us"" 5,542 10,980 1tl,10D 2135. 26AS6 81.868 MASS 42,421 47.320 52.062 6NO BL*Rm" 82-U001 B-1m.61 B3-U002 84-!1032 B4-U082 8811002 B$UD-03 as4JO43 86410413 B6110W Lim"m 8.644 lima 164S7 21.745 28.942 32,941 58.128 4344 48191 68.558 61060 8L1G Roos B3-L06.G1 84•)0.02 844)0.32 054J033 BO-UO•BB 90110-04 64 WkJO-04 86-U004 8511005 Lvffmu 5,069 11.069 is" 210M 27,014 32,827 38830 4DA17 48.020 53.498 6YYYsi WO Ragryl B34JJ 01 W-L18.62 64-Lo-M 85.110.03 85,U044 85110434 6641004 135410-{06 B6•U0.06 B&110as L.emsm 4.722 9527 13.707 18.191 22,669 28.971 81,097 30.141 40,315 44,336 SLUILR 8{10 Rating 81410 G2 !.1, 02-LV-62 82-110 G3 B2-UO 08 88 UD{34 634)0-64 B$-)005 139 LIb05 83-)005 88 UO-05 furans SAN 78014 21.158 20.216 31572 37.101 42MM 40,693 611918 RW BW FbWng 82-U041 S&VO-M 94-)002 04410-02 85410-03 8&)000 B5-UD48 06-L"4 86)0-04 Llanan• 5,612 10,072 21.298 26,311 31,466 37$89 42.191 47,003 82,107 AfL am FA&V B1410-01 B2410G2 W-W43 I 83-UO.W BB-U0-G3 B&UO-03 83410-W WUO-G4 -Nwdndd6•11r40=CCC Erion 5061ft Codw UDh*.v suwwo J� • �./. 1090 Eamn enww,wd 1121 HWney 14 Swth CwperUghting CMsfnd.am44122 PmKtkftsCiy,OA3UN 6pKfts swd ADH140420 by WNW .aro d new, 8014 Deaa1 Page 114 of 158 158 GLEON GALLEON LED NOMINAL POWER AND LUMENS(700MA1 NtantarofUphtBquws 1 2 3 4 i 8 7 B 9 10 onus c nwR 700niA 700rnA 700mA 700m4 700rnA 700MA 7MffA MOM. 700MA 700rI A 7kxrdrul Power(I t" 38 72 105 138 178 210 248 276 314 348 hodoemrrt0120V(N 0.82 0.59 OAS 1-14 1.45 1.72 2 228 2.58 2.96 kaput Currant O 208V W 021 0.36 0.51 0.81 0.87 1A2 1.18 1.84 1.58 1.88 lnput Curmrn 0 240V(A} 0.10 0.82 OAS 0.60 0.77 GAO 144 1.18 185 1.40 IWA 0~0 277V W 020 029 DAD Odic 089 080 091 1.08 120 131 000- U nens 8,654 74587 11. 7 14,647 18,805 22,013 28A08 29,487 32.04 30A90 7R MR MUM 8141041 B1•UO.62 824UO•fi2 924-0-02 83-U0-M 034UO-G3 B34JOM-G4 834JO-64 684U0-04 B31)0'Q4 Lumem 4AM 7.995 MUM 15.782 1909 28,970 27ASS 81,316 84,988 36.878 T2R BUB RAV 91410-01 Bt-110.64 52410-02 82-M-82 89410438 69-UD433 8944-.08 B34MM B34 D 04 1934JO.04 LOmuu 3.25 7,879 11,46,1 15,138 18.750 22AW 26,654 80,G85 98.697 37,132 T8 BUO Re90p 81-UO-01 01-LM62 924JO.02 02-UO.03 8340433 BSJJG-04 89410-04 SOURM 83-UG-64 88410.06 Lurnene 4,015 7.46 11,701 16,480. 19,188 22.68 27,124 30.788 94,288 87.067 18A BUG Re" B14"l B7-110-02 9540.02 02410433 B2470.08 B3-M-04 88410-04 981104ie B9 10425 89.110-05 Lumsm SA61 T.720 11,519 16,221 164% 22,667 281180 30.240 33.782 37,847 T4FT ow"112 81410.61 814UO•f6L B24-0{32 024U408 82.11044 BsJUG-GI 89-110-04 8SAAMM BS-UO�GS 884104'6 Nrµ 3A00 7,920 11,870 15024 15,815 22278 MA43 29,949 992M 68,864 T4VY 8UG RsIMp B74-0-61 81410-62 92--0468 621JOdiS B34U0.04 BS-LJD•04 83•-0.134 88•-0-06 BB4-0.06 08--0436 Lumens 8,047 7,616 11,217 14,021 16,884 9%M 26,989 29#T 82,647 MANS 8L2 flUG Re1Mp 81-U0-09 81410. 2 824!a{39 82dOD{i8 0341D-Ca9 8340-04 88"U0434 E!3"UO'64 694-0-04 MkUO-M Lumens 3,927 7,875 11,461 15.131 16.747 22,484 26.681 90,761 3805 37.126 SLS 3w"no Bt-LDQI 81-470.02 82410.118 92-UD-M 3240-0 x-110.64 03AM4 34 93-UG-84 68410495 UE=M 9731 7,282 10.680 14,376 17,912 21,816 254.206 28.682 31881 35275 SL4 Mia AcWrg 814!0-02 81-U"2 011P0.6S 81-U0139 82--0434 624-0.64 62-UO434 B24A•B5 82-U"3 B3410-M Llermw 4,051 7,918 11,011 15,606 10,958 23.136 27,305 91,006 34.5B7 98294 wo BUG ft" 924J0.G1 63-UOG1 634JG-61 88410-02 044 0-02 64d1D-02 04-U0-0 B$M-02 B64J0139 BSUO-08 Lunme 4.125 8,1182 12.028 16,604 19.PL 2505 27,869 91077 35,224 38,989 5MO RM PS" B24J0-M 63-VO-02 94-10-02 84AM-82 84-UG-M 654J0.06 B54JO- 3 as-MG3 B&UDIC4 as-M-04 Lumank 4,186 8.8 9411 3 12JEl 16.36 19,745 28.25 27, 21,681 56.918 39,103 6x110 BU8 ROV 334X-Gi M-L(D-M 84110-02 0441D.G2 95-M-63 B54J0.08 B%Ab-G4 M4X-i4 854UOd34 86-UC-64 LUMOM 8451 6.746 laws 19,208 10,474 19.714 RU14 26,416 MAT 82,825 SLUSLR BUG Ra" Bi-U04G1 81-042 91410-03 924/0433 82410-08 B2AX M 68410-04 OSAM-34 694-0-G5 B9 Uo-05 Llerrrs 4014 7844 11.704 15,406 19.162 1 22.990 27.118 4725 NAM 3741" RW BUGRe8rg 824"1 "34"1 68410.02 BCUG-02 8441042 84-110.62 84-UD42 85110.03 641.0043 654-0.89 LLEMM 4,029 TIPS 11,747 16,522 19,261 29.014 27216 30,898 84.886 86,088 AFL BU6 Ratkrp 814-0.81 B7-UO-Cat 82110-02 62-1,4}.62 824.-02 834-0-02 89-010408 684O-G3 03'UO'08 834J0-G9 "Namkrl deers tar 40000 CCf. Won 94wr4 Coopw Llek6nl Emb- 1000 ban M.AWAid 1121 Homw 74 South Cooper Lighting �44122 p 13A 20=1 .gym ADH140428 by P:T M rsxn m aw3"e-0wn duras VAOMe nota. 2014-08-V 161>42i Page 115 of 158 3 OLSON GALLEON LED NOMINAL POWER AND LLJMENB(530MA) Rmnberof U9M 1 2 3 4 5 6 7 8 9 10 Drive Cu and 530MA 530MA 530mA 5som 530M 520MA 530WA MUM 53" 530MA NaminelPower Me" 30 54 80 105 130 158 154 2113 234 258 tWA Curord 0120V W 0.25 0.46 0.66 0.86 1117 122 1.52 1.72 1.93 2.14 bW t;tfr vK•206V W 0.17 am 039 851 0.63 0.76 0.9 1.02 1.14 126 Input cW,wd 0 240V W 0.17 P.M 026 0.45 0.56 770 0.10 890 1.00 1 1.10 in"Cmmt 0 gm 40 0.19 0.24 0.32 0.40 0.49 0.64 0.72 0.80 0.69 026 gAka Lunerm SJ179 6.017 6,976 11,802 14,987 17.688 20.600 23.367 28389 28.105 72 BUG Raft el-LJO-01 61-110.02 B2-LJD-G2 82-LID-02 B24J0.32 83-10.69 138-UO-G3 B34JG43 83-110.34 83-115-04 Lunona 3209 6,888 SAM 12,693 15,605 16.672 22,062 25.020 27,BM 30.908 '[2A 1SlKiRattrq 61410.01 131-UD.il 81•Ua-G2 13.7-110-62 132.110.62 82418.67 B8•iJ0•G3 88.110.69 133-U0-69 133-110.64 Lunares 3.138 6.133 9.150 1$091 14.960 17.926 21,20D 24.021 26,795 28,067 TS BLJGRating 61-UO-01 1314110-02 924JD.02 B2-UD-62 824JO.0 63-Uo-G3 984J0-m 85410-G4 WLID-64 B94UO•G4 LUMWIS &208 6,269 8,854 12,080 15,319 18,x85 21,671 24,355 27130 38326 T3R BUG PA" 61-mal B1-UD-G2 B14JO-G2 82-UD•G2 624U-GB 82-UD-WS 82-10-64 B8k*434 BS-110-04 33-UO-G4 Lunona 31156 5.166 8,208 12,161 15.087 16,080 21,923 24,160 204830 29ASO T4Ft BUG Rating 51-LJ0.OS 61�G2 61-tm-G2 82-JO-M 62.110-08 132-U0�7 B&-110.64 askm-G4 92-UO-W4 03-110-04 Lmmm 3,116 6,088 9,084 12=4 11,872 17.797 21.047 23,945 281602 29,458 Tow BUGR+On9 81-110-3t 131.110.62 92-U6= 1324110.62 B2-U0-W3 93-110-69 B8-uWG4 B34JO-G4 BS-LJod4 88-.JO-WS LunMta 3.074 GAS 6,982 11.542 14,672 171559 20.784 23,627 2630 29.056 Su BUG Raring )3y4J0.O1 Bt-110E+2 824JDM 8246233 824110-G3 B3-Ug-GB 88-uo-m 1334.1244 634JD.G4 854064 Ere®rte 3,138 0.182 9.149 12,689 14.970 17,924 21;197 24,016 26.791 29,682 813 BW Rating 81-110-01 Bt-UO-02 81-UO-02 82-119.33 62-1A-G3 92-110.03 05-VO-OA O1 Cunene 2,981 5,528 8,893 11AN 14,231 17,03D 20.140 22.820 25.450 26.154 814 BUGAstln9 BD-UO-09 131-110.02 131-110.03 B1^�J0-W8 131-L10-L� 82.110-84 132-UD{�24 ;i1U0•G4 132-llR-04 132-LJOA6 um ma 3.236 6.324 NAW 12.4W 15.448 16.007 MAW 1 24,775 27034 30585 6m am Rating Bi-W-GO B2-UO43t W-110.61 B3-UD{i2 B3dJ0.02 84-UG-M 344UD432 34.00.32 B4-UO-G2 054JO.02 L LWWW $AN 6.441 9.510 man 18,733 18,928 22 288 26.229 28,142 31.168 5W OM PAMM 1324.10.01 83-UO41 B84UO•02 84410{12 34 64.110.02 8549.83 85.110.68 ad-U4>•G8 55-UD- LuaMa 313% 60456 9AW 1$732 15.775 181176 22686 25386 28.217 81341 51114 BUG Rd% 89-1.10.61 BS-60-M B4-110- 34-UD-02 84dM-62 Wum USAID-GS B61J0-133 &5-LQ-G4 BSUO-G4 Lurtans &WIT 5,308 0,040 10.673 13,182 15,751 18,627 21.105 28,60 26.082 SSLUSLR BUG Rating Bi4xW Bt-LM•12 814110432 91410-63 W-O4i3 824JO-03 82-Lo-ea 02-U0-04 634JG434 08-LID-04 Lunana 3,207 6128. 91351 1240 15,809 18.220 21.666 24,549 27,384 30.319 FW BUG Rating 132-L"l 88-W-01 BS110-01 53-110112 64-LA0432 84-110.02 134-110-62 B4-UO432 644UD.G2 25-LJo-83 Cunene 3,219 8,280 9,386 12AM 15,8a5 13,357 21,745 24AN 27.464 80.429 AFL BLDG Rating "W041 Bt;110.31 137 UO-01 02-W-02 BE 110-G2 62110 Sit 62dW2 L�LJO 02 B3.J0 G3 133 UO-03 •1188101 dna Aar 4eeat CGT. 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Page 116 0 2014 :04:21 of f 158 NLEON GALLEON LED LUMEN MULTIPLIER LUMEN MAINTENANCE brat Atrl Lumen MuBipNw Ambient M-1 Lar n n Theoretical L70 tA2 paee eb (800001foure) IHorarel IMC 101C 101 211-C 1194% >3110,000 211°06 100 40'C >99% a 25CAM 4WC 0.99 I&C a 90% a 170,000 W*C 0.97 ORDERING INFORMATION SampM Nwnbee GLEC&AE-04-LED-Ei43-SM-700 PmdnatFMmllyr UshtEtglne �Y : LonpTyps Vaftoge Distribution cora MauEt nw ti.EON.GsNeon AEa7A Orlva 0701 LED.SoIid Sleto !1■170.27711 T2-Type 1 AP-Grey VftnW.Arm for Round or Current 02a4 Light Emhting 3147-N47V' TNA.TV011 Roadway s-Brarw Square Pole 02.3 Dloda 480.480V'' 730yp in B1r.Btm* EA-Entarxled Arms 04.4 T7R-Type 111 Roadway DP.Di rk Platinum MA-Mast Arm Adopter' 98.8 T4Ft-Type N Forward Throw GM-Grophks Metallic wM.wall Mount 064 T4w TypaNwlde WH-whits 04 §MQ.Typpe V Square Medium a" 6W(I"Type V Square Wlde 1o<t0 SL2.Type I vdSpl1 Control NLSNTyPS IN w111pm Control DIuk.Typs N vWSpBI Control I;U■W SPIN Light EliminOtor Left gul w Spill Light Eliminator Riots NW-Rettar pler wide TWO i AFLrsAutomlatWe Frontline Option IAdd as Suffix) Aseesaoled,{Order Separately) 2L.Two Crcults10 OAIRA101N■NEMA Ph000mntrol Multi-TOP-10&286V 76N0.70 Cil 2000K' OAIRAIW NEMA Phoeocowol-4WV 7080-70 CRi 8D00K• OAM12M.1&MA Pholoeontral-347V 8110.Driw Current Factory Set to 836nW" OA/RA7018.Phoboaontrol Shorting Cap 7M.Drlve Current Factm Set to 700mA" OAIRAIOU-120V Phokwuntrol F Singh Fuse(120,277 or 347V.Must SpocNV VOM26) MAIZU.10W Surge Module Replaeemam FF.Double Frena(209.240 or 48W.Must SpocKV Vohegd) fMAIM401.Single Tenon Adaptor for 2-VII,O.D.Tenon P■Button Typo Phmocontrof 4120,208,240 or 277%1 MA1087 W,.2*18g'Tenon Adapter for 2-SIS'O.D.Tenon PER7■NEMA 744n TwriWock Photoeomrol Receptacle MA71A XX.Sl1ZPTenon Adapter for I-3W.0 D.Tenon RaNEMA Twistiock Phatocomrol Receptacle Ng1T111a01-1100'Tenon Adaptor for 2,W'0-1).Tenon HAwWC Higlr Amblenta MAIIWXX.201W Tenon Adaptarfor 2401 MD.Tenon WAUD*A42e4btion Sensor for Dimming OperatioM Maximum II'Mounding Height%%n" MA111040(S080'Tenor Adopter far Z,="O.D.Tenon MS(DIIH 20.Motbe Sensor for Dimming Operon,11'.or Mounting Haight",a-*" MA11g14OWel20-Tenon Adaptor for 2.818"OA X Tenon WWOlho"0■MotlonSemeorferDimming Operation.21'-40'Mounting Hsight"ns"" MAINS40cogriglaTenon Adaptor for 3.11 MIL Tenon RWX-LM.Bi-LwA Motion Sensor,MwImum 8'Mounting Helght 1%14a1'a MA10WICIr.7/lIW Tenon Adopter for 3-me O.D.Tenon 10111=10=81-Leval Motion Sauer,e'-20'Mounting Height m"74 MAI 1 bXK*301206 Tenon Adopter for 3-12.O.D.Tenon MS/X-1,401wil1-Lwel Motion boner.21'-40'Mounting Height IL"L's."• 1MAIIWX%.4@Bv Tenon Adapter for 8.12.0.0.Tenon M84ABdMot w Sensor far OWOFF Operation,Maximum e'Mounting Height It t%" MAI 194 CX40W Tenon Adopter fora-12'O.O.Tenon M8120-Motion Sensor few OWOFFOpernlon,8'-20,Mounting Haight%,an" MAI 191I(Kw8080'Tenon Adaptor for&12'9.D.Tenon 9194,40-Motion Sensor for ONIOFF Operatic rL 21'-40'Mounting Haight%%sow POWID&Mfolsas Codipuredon Tool for Occupancy,Sorer�• iNMRP.LW-Lum~WIr@I"3 Sensor,We Lens for 8'-1lC Motmting Height" GLEON411NT1.Fieid Installed Meeh Top for 1-4 Light Squares DIMRRLMAumnWatt WkWam Sensor.Narrow Loa for 18'-40'Mounting Haight" GLEDMAMR1e•Fleld Installed Mesh TOP for 54 L1ghtSquares L90.Optkt Rotated 60"Left GL1:ON4AT3.FWd Installed Meeh Top for 74 Light Squ arm R90■Optica Rotated go-Right GLEON40 4-Rleld Installed Mesh Top for 8-10 Light Squared, MT.Feotory Installed Meeh Top Lsnt&%Fleld Installed House Side Shloldx' TH.TooWoss Doan Hardware LEF-LWhl Square Trim Plate Pointed to Match Housing" H110-Factory Installed House Side Shield' wase: 1.0adafd.ghe txrradkmr-Ou.nnae.Aa1WHosrw,dad0e00htl.era 0uelnaa t'raeuele ua uraler Furey Modelo rordale0a. 2.el nhird 40M CCTand mlNerre 7D CAL i Ragteraareoarerewpdmm "r.farmw- comblmdwier AeslmIS&MNlXar Oa4RE 4.Netto be nod woh angwnded awwwos. 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L Not valisblewak WroaWan wirelaaaamn e.Babaded lad dna sppl$Wso dadsaad NES film ler 3000K and fi000xwher PaFamMe layeti.Thaataa ata pvMmhW en ere gullet Wmlatre Padua pop on thenaalol", 0.1Ampslm1ard.11a1dall0al d[801at'w a20mA and 70tanAwhenparbefdne leyoeu.Trsr4AMsare publWr-dWthe Genas Wrdnaln prodrra Paas Wrho wahelle. ri Conerdt Frattrgfar mon Ifdormatls% 72.Iltlasairrlarrrd slePdo.atraabmnr when 8r17V wdaaV k saleaad. 10.71wF11R•1011eereaanr In ragaI toadbm Psfernle.. 1R Nat awrnable wpb HA option. 16.11-1 KwRbmnrhsrof11gMgquwwop-ro**InbwauWxmala. 10.LumeWem wrfrsrat tarreote an faaa7 kraalled a^hl+-quhh4 fetaark oanpaem RFOdt.FIRM and AP40M M appropA-a quantlrin Ban wwtn nvirmOsirtl-e fan for W rAftDoWl,dory MformMWn. 12 Na avallebhwhh kause dols"Id IHB% It Onyfor uawmb SIX SW SM and AFL dWAbU na.Tin lght B*mmtdm pbwh PsIMW Mad*when th-06 option Is adaaMd. y�arapmardatlaMaddNmd duras. 17.Tiesl sables adimfmanof Peraffa•r•10011411119 biota and dea,bw-oase0a,411,alma duty.dldfand mom CwAVee Ealen'sCopper!V9Wne 20,Otto mpkad for wak Light egvaa. Eakin Eafoe-a Cooper Lwdwlg 9alnea woo&lea Boulevard 1121 HipbW 1a loath Cooper Lighting SON 44122 Pr dao to GAMO onvosions ,w �.ma-o�-AaDM4042g byrF.r-M Edon.tom www.woparliot"0a+ da"0°"Rt'°°tna°a Page 11 7 of Ib80421 LL." Q om did _ a Von sl a ! sl o I to ®0�o, -- tt 0o t9 Z Page 118 of 158 � 27 Stadec ComulltiQ Services Inc. 2335 Highway 36 West St.Paul MN 55113 Tel:(651)636-4600 I=(651)636-1311 September i,2o16 Mr.Eric Johnson,Administrator City of Oak Park Heights W68 Oak Park Blvd.N P.O.BOX 2007 Oak Park Heights,MN,55o82 Reference.- Oak Ridge—Memory Care Addition—Plan Review Dear Eric, We have reviewed the drainage calculations for the Oak Ridge Memory Care Addition submitted on August 11,20x6 and the site development plans submitted on August 16,2m&Following are our comments and/or recommendations that need to be addressed: Sheet 2.io—Existing Conditions 1. Clearly identify existing sewer service locations from the mains to the building. 2. F.xos ft 4"water services have been replaced within the ROW. See attached As-Built shut. Sheet 4.10—Final Grading and Drainage Plan 1. Coordinate with Washington County the proposed driveway entrance connection to the OxboroAvenue N.alignment. Construct per City standard detail. 2. Construction of the westerly retaining wall must not to encroach on the adjacent storm water easement. Sheet 4.20—Final Utility Plan t. The City's inspector shall be present onsite for the connection to the 0Ws storm water manhole in the Hwy 36 right-of--way. 2. The proposed Storm Sewer facilities will be considered private and shall be owned and maintained by the owner,including those facilities within the drainage easements. Any future changes required because of a status change with the permitted use of the storm sewer in the MnDOT right-of-way will be the responsibility of the owner. Sheet 6.xo—Details x. Add the following City Standard Detail:STR—3o/CONCRETE CURB REPLACEMENT DRIVE LOCATION(CONCRETE D/W APRON) 2. Revise Storm sewer catch basin manhole detail to be consistent with City Standard Detail Plate STO-5. 3. Revise RIPRAP AT OUTLETS detail to require Type IV Geotextile fabric. 4. Revise HYDRANT DETAIL to be consistent with City Standard Detail PlateWAT-8. Page 119 of 158 Mr.Eric Johnson Page 2 of 2 Reference: Oak Ridge—Memory Care—Plan Review StormWater 1. See attached Memo. General Comments i. The City reserves the right to inspect the construction of the project. The City or its designee shall be present for connections to City utilities. The aty reserves the right to require additional erosion control measures as determined/necessary during the construction of the project. 2. The Owner shall be responsible for obtaining all required permits. The approval letter from the MSCWMO will need to be provided prior to construction. g. Review of issues related to parking,lighting,landscaping,retaining walls or the buildings is by others. 4. Utility construction and improvements in the right-of-way need to conform to the City's Standard Detail Plates. g. Record plans or as-built drawings shall be provided at project completion. If you have any questions or require further information,please do not hesitate to contact me. Regards, STANTEC CONSULTING SERVICES INC. Lee M.Mann,PE City Engineer Phone: 651-604-4850 lee.mann@stantee.com Attachments: Oak Ridge Memory Care Stormwater Review Memo Osboro Avenue North As-built ee. Andy Kegley,Public Works Director Julie Hultman,Building Official Scott Richards,City Planner Mark Vierling,City Attorney Lasa Danielson,aty Arborist D6S�$i�Wuucv Gwrecouvuurw�oyuuY uvuuruea Page 120 of 158 (3 Stantec Memo To: Lee Mann From: Dan Edgerton St.Paul MN Office St.Paul MN Office File: 193800151 Date: August 25,2016 Reference: 5tormwater Review,Oak Ridge Memory Care,Oak Park Heights,MN This memo summarizes the review of materials initially submitted on 10/16/14 and revised on 3/20/15 and 8111116 by James R.HiD,Inc.,for the Oak Ridge Memory Care Addition. The submittal was reviewed for compliance with the stormwater policies of the City of Oak Park Heights Local Surface Wafer Management Plan (LSWMP). The site will need to comply with the runoff rate,runoff volume, and water quality policies of the Middle St.Croix Watershed Management Organization.The site proposes 0.72 acres of new impervious area;therefore, permanent stormwater management is not required by the NPDES Construction Stormwater General Permit. The following materials were reviewed as part of the submittal: • Site Plans • 6dsting and Proposed Drainage Maps • HydroCAD Drainage Summary Runoff Rate 1. The peak runoff rate for proposed development must not exceed the existing rate for the 2, 10,and 100-year rainfall events.The proposed development meets this requirement based on the previous submittal. Runoff volume 1. The site is not located within the City's Drinking Water Supply Management Area(DWSMA); therefore,infiltration is allowed for the site. 2. Infiltration standards for proposed projects are based on the Noddle St.Croix Watershed Management Organ¢ation's Watershed Management Plan.The applicant.needs to work through the review process with the MSCWMO to ensure standards are being met. Water Quality 1. Per MSCWMO standards,stormwater must be treated prior to discharging into o waterbody. A grassed swale and underground storage french are used to provide water quality treatment on the site.The applicant needs to work through the review process with the MSCWMO to ensure standards are being met. Daren whh con as*In mind e\clW\mWdPci\oC.P cLmn\55P&ate\cc*rk1 eadMm\2D16Vmvm_deOWanAoabkiaomemal'caro-Owwwa*msmo 16082&cb= Page 121 of 158 Stantec August 25,2016 Lee Mann Page 2 of 2 Reference: Stomnvater Review,Oak Ridge Memory Care,Oak Park Heights,MN Erosion and Sediment Control 1. The proposed erosion and sediment control plans are acceptable,however,Lee Mann rather than Chris Long should be listed as the LGU Contact. STANTEC CONSULENG SERVICES INC. Dan Edgerton Senior Associate Phone:(65 T)604-4820 Don.Edgerton@stantec.com Design wlih community In mind r.\ \mwiclpd\-k p-k-lghkcL.mn\55 gwcm\odc ridge odMon\2016\knonn_detlpe MAouMdosmemoryca"armwc wmmo_16082s doac Page 122 of 158 N� � ���� sueia�muwwxaeurlyiraeuwieuex � ��E d illl�i W I 7 13 _ 1 W � R FB g cis is TZ 0-u Jill 9b 01.0 d i V-6 0 b #i Ry is b K� nc i .E W40 V'ALI bib .. WO co NNW x` LW a gig Tlit e� act b 7R 0 RigSULI _m dm till 1 i 1!mil 11 Nil ap a fill 111i val I R I . 116 t wwro°NyMrt■Rn•wi Page 123 of 158 u .r City of Oak Park Heights 14168 Oak Park Blvd N.•Box 2007.Oak Parrk Heights,MN 55082•Phone(651)439-4439•Fax 439-0574 Memorandum To: Eric Johnson,City Administrator Ce: Scott Richards, City Planner,Julie Hultman, Building Official Friom: Lisa Danielson,Arborist Datat 08111/2016 Re: Oak Ridge Addition-Senior Memory Care &Senior Housing, Landscape Plan Review I have reviewed the landscape plans submitted by HAF Architects for the Oak Ridge Addition. The following includes my comments and/or recommendations: Landscape Plan (1-1) The overall design of the plan is attractive and will complement the site well. The plan includes an acceptable species selection of deciduous trees, coniferous trees, ornamental trees, shrubs and perennial plants to be installed ((151) total). All plants included in the plan are hardy under local growing conditions, tolerant or resistant to major insects and disease problems and fairly low maintenance. All plant sizes, root and container classes included in the plans conform to the City of Oak Paris Heights zoning ordinance requirements. The final plans must include tree sizes in caliper inches to apply toward credit for tree replacement. Planting Specifications (1-2) The landscape notes and planting detail submitted is acceptable, however, the City of Oak Park Heights does not recommend staking of trees. Any twine or rope which is tied around of the base of the trunk should also be removed, this should be included in the plans. The landscape contractor is required to plant trees and shrubs according to the approved planting detail diagrams and landscape notes submitted with the final approved landscape plan. This will be checked after planting and any deviations from the plans must be corrected before the landscaping will be approved by the City,this needs to be noted in the final plans. Tree Protection & Replacement Plan The tree inventory submitted is acceptable. Tree tag #2039 must be added to the removed caliper inches column which then changes the total number of caliper inches removed to 637. TREE CITY U.S.A. Page 124 of 158 The Tree Replacement Calculation Requirement for the project (Ordinance 1307) is 579 caliper inches without any tree replacement credits or $28,950 ($50/cal.in) if all trees cannot be planted on site. A tree protection plan and diagram must also be included with the final plans. Please contact me if you have any questions regarding this landscape plan review. Please feel free to forward my comments to the development team for this project. 2 TREE CITY U.S.A. Page 125 of 158 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 MICHAEL HOEFLER, REPRESENTING TIC PROPERTIES I, LLC FOR A CONDITIONAL USE PERMIT FOR A MEMORY CARE AND ASSISTED LIVING BUILDING EXPANSION, AND CONDITIONAL USE AND VARIANCES FOR SETBACKS AND BUILDING HEIGHT AT 6060 OXBORO AVENUE NORTH SHOULD BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from Michael Hoefler for a Conditional Use Permit to allow for a memory care and assisted living building expansion, and Conditional Use Permit and Variances for setbacks and building height at Oak Ridge Memory Care and Assisted Living, 6060 Oxboro Avenue North, 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 R-B Residential/Business Transitional District in which nursing homes and similar group housing, to include memory care and assisted living, is a conditional use; and 4. TIC Properties I, LLC has requested a Conditional Use Permit to allow the addition of memory care and additional assisted living units to this location; and 5. TIC Properties I. LLC has requested a Conditional Use Permit to allow for a 25-foot building setback on the north where a 40-foot setback is required; and Page 126 of 158 6. TIC Properties I, LLC has requested a Variance to allow a five-foot setback for a driveway turnaround where a ten-foot setback is required; and 7. TIC Properties I, LLC has requested a Variance for a building height of 42 feet where a 35-foot maximum building height is allowed; and 8. City staff prepared a planning report dated September 7, 2016 reviewing the request; and 9. Said report recommended approval of the Conditional Use Permits and Variances subject to the fulfillment of conditions; and 10. The Planning Commission held a public hearing at their September 15, 2016 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 FOR THE CITY OF OAK PARK HEIGHTS THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The application submitted by Michael Hoefler for a Conditional Use Permit to allow for a memory care and assisted living building expansion, and Conditional Use Permit and Variances for setbacks and building height at Oak Ridge Memory Care and Assisted Living, 6060 Oxboro Avenue North, and affecting the real property as follows: SEE ATTACHMENT A The Planning Commission recommends to the City Council of the City of Oak Park Heights approval of the Variances for the driveway turnaround setback and building height subject to the following findings of fact: Driveway Turnaround Setback: 1. The applicants have proposed a five-foot setback for a driveway turnaround where a ten-foot setback is required. 2. There is no adverse impact to adjacent property in that it is roadway right of way. 3. There is no impact to the service capacity resulting from this request. 4. The radius of the driveway turnaround is required by the Bayport Fire Department for access of emergency equipment. The practical difficulty results from what is required by the Fire Department and not by the applicant. 2 Page 127 of 158 Building Height: 1. The applicants have proposed a building height of 42 feet where a 35 foot maximum building height is allowed. 2. The structure is not visible to low density properties and exists in an area that has primarily commercial,high density residential or government uses. 3. There is no impact to the service capacity resulting from this request. 4. A building height of over 35 feet for a three story elderly care residential facility is not an unusual request. The City has approved building height variances for other elderly care residential buildings. 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 Oak Ridge Memory and Assisted Living shall remain as senior rental and shall not he converted to non-restricted rental housing. 2. The Applicant shall obtain and access permit from Washington County for the new driveway. 3. All tree removal and landscape plans shall be subject to review and approval of the City Arborist. 4. The grading and drainage plans shall be subject to City Engineer and the Middle St. Croix Watershed Management Organization for review and approval. 5. All utility plans shall be subject to review and approval of the City Engineer. 6. All lighting shall be full cut off and be compliant with the lighting standards of the Zoning Ordinance. 7. The signage shall be compliant with the Zoning Ordinance and shall be set back at least five feet from the property line. 8. The Fire Marshal and Police Chief should review the plans and determine the accessibility of emergency vehicles throughout the development. 9. A snow storage plan shall be provided and shall be subject to review and approval of the City Engineer. 3 Page 128 of 158 10. Any mechanical equipment that is ground mounted or visible from adjacent streets shall be screened as required by the Zoning Ordinance. 11. The Planning Commission was favorable to the proposed building appearance, colors and materials. 12. To the extent that Developer's project contains tax exempt facilities, lands or buildings, Developer will execute an agreement with the City to make a payment in lieu of taxes to the City for the life of the project. A payment in lieu of taxes agreement shall be in a form prepared and approved by the City Attorney. 13. The Applicant knowingly is installing its infrastructure upon lands that are encumbered by a City drainage easement, located at the southeast corner of the property. At this time the City and Applicant concur that the modifications as proposed will not materially disrupt the City ability to use such easement and water that drains and will continue to drain to such easement area from areas not under the control of the Applicant. Should the Applicants activities or actions materially impair the City's ability to utilize its drainage easement, the Applicant shall make any corrections as directed by the City at its sole expense. 14. The City reserves the right to require the Applicant, at their expense, to remove any and all of the improvements located within the existing drainage easement if ordered by the City Council. Should the Applicant fail to make such changes as directed by the City, the City may make all necessary changes as required and assess all such costs back to the applicant. The City shall not be responsible for any costs related to the Applicant's improvements in the City's drainage area. 15. The Applicant shall provide a revised description for the drainage easement at the southeast comer of the property that removes the existing building from said easement. The revised easement shall be subject to review and approval of the City Attorney and City Engineer. 16. The terms and conditions listed above for the drainage easement shall be set forth in a Permissive Use Agreement between the City and the Applicant as drafted by the City Attorney to be executed prior to the issuance of any building permits. 17. The Applicant shall be required to enter into a development agreement if required by the City Attorney. The development agreement shall be subject to the review and approval of the City Attorney and City Council. Recommended by the Planning Commission of the City of Oak Park Heights this 15th day of September, 2016. 4 Page 129 of 158 Jim Kremer, Chair ATTEST: Eric A. Johnson, City Administrator 5 Page 130 of 158 V ATTACHMENT A Conditional Use Permit For Memory Care & Assisted Living Expansion And Variances For Setbacks and Building Height At Oak Ridge Place Washington County Property ID: 33.030.20.44.0025 Legal Description: Lot 1, Block 1, Oak Park Heights Garden Physical Address: 6060 Oxboro Ave. N. Page 131 of 158 ATTACHMENT B NWI- Conditional Use Permit For Memory Care & Assisted Living Expansion And Variances For Setbacks and Building Height At Oak Ridge Place 6060 Oxboro Ave. N. Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Proof of Ownership or Authorization to Proceed Planning Commission Review & Recommendation: September 15, 2016 Conditional Use Permit -Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit 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 the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30)days before the expiration of said approval. (401.03.C.4.a and b) 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 A.0 .1 —401.4.C.2) Page 132 of 158 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 MICHAEL HOEFLER, REPRESENTING TIC PROPERTIES I, LLC, FOR A CONDITIONAL USE PERMIT FOR A MEMORY CARE AND ASSISTED LIVING BUILDING EXPANSION, AND CONDITIONAL USE PERMIT AND VARIANCES FOR SETBACKS AND BUILDING HEIGHT AT 6060 OXBORO AVENUE NORTH BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from Michael Hoefler for a Conditional Use Permit to allow for a memory care and assisted living building expansion, and Conditional Use Permit and Variances for setbacks and building height at Oak Ridge Memory Care and Assisted Living, 6060 Oxboro Avenue North, and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended 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 R-B Residential/Business Transitional District in which nursing homes and similar group housing, to include memory care and assisted living,is a conditional use; and 4. TIC Properties I, LLC has requested a Conditional Use Permit to allow'ihe addition of memory care and additional assisted living units to this location; and 5. TIC Properties I, LLC has requested a Conditional Use Permit to allow for a 25-foot building setback on the north where a 40-foot setback is required; and Page 133 of 158 6. TIC Properties I, LLC has requested a Variance to allow a five-foot setback for a driveway turnaround where a ten-foot setback is required; and 7. TIC Properties I, LLC has requested a Variance for a building height of 42 feet where a 35-foot maximum building height is allowed; and 8. City staff prepared a planning report dated September 7, 2016 reviewing the request; and 9. Said report recommended approval of the Conditional Use Permits and Variances subject to the fulfillment of conditions; and 10. The Planning Commission held a public hearing at their September 15, 2016 meeting, took comments from the applicants and public, closed the public hearing, and recommended the application be approved 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 by Michael Hoefler for a Conditional Use Permit to allow for a memory care and assisted living building expansion, and Conditional Use Permit and Variances for setbacks and building height at Oak Ridge Memory Care and Assisted Living, 6060 Oxboro Avenue North, and affecting the real property as follows: SEE ATTACHMENT A The City Council of the City of Oak Park Heights approval of the Variances for the driveway turnaround setback and building height subject to the following findings of fact: Driveway Turnaround Setback: 1. The applicants have proposed a five-foot setback for a driveway turnaround where a ten-foot setback is required. 2. There is no adverse impact to adjacent property in that it is roadway right of way. 3. There is no impact to the service capacity resulting from this request. 4. The radius of the driveway turnaround is required by the Bayport Fire Department for access of emergency equipment. The practical difficulty results from what is required by the Fire Department and not by the applicant. 2 Page 134 of 158 Building Height: 1. The applicants have proposed a building height of 42 feet where a 35 foot maximum building height is allowed. 2. The structure is not visible to low density properties and exists in an area that has primarily commercial,high density residential or government uses. 3. There is no impact to the service capacity resulting from this request. 4. A building height of over 35 feet for a three story elderly care residential facility is not an unusual request. The City has approved building height variances for other elderly care residential buildings. Be and the same as hereby approved by the City Council of the City of Oak Park Heights with the following conditions: 1. The Oak Ridge Memory and Assisted Living shall remain as senior rental and shall not be converted to non-restricted rental housing. 2. The Applicant shall obtain and access permit from Washington County for the new driveway. 3. All tree removal and landscape plans shall be subject to review and approval of the City Arborist. 4. The grading and drainage plans shall be subject to City Engineer and the Middle St. Croix Watershed Management Organization for review and approval. 5. All utility plans shall be subject to review and approval of the City Engineer. 6. All lighting shall be full cut off and be compliant with the lighting standards of the Zoning Ordinance. 7. The signage shall be compliant with the Zoning Ordinance and shall be set back at least five feet from the property line. 8. The Fire Marshal and Police Chief should review the plans and determine the accessibility of emergency vehicles throughout the development. 9. A snow storage plan shall be provided and shall be subject to review and approval of the City Engineer. 3 Page 135 of 158 10. Any mechanical equipment that is ground mounted or visible from adjacent streets shall be screened as required by the Zoning Ordinance. 11. The Planning Commission was favorable and the City Council approves the proposed building appearance, colors and materials. 12. To the extent that Developer's project contains tax exempt facilities, lands or buildings, Developer will execute an agreement with the City to make a payment in lieu of taxes to the City for the life of the project. A payment in lieu of taxes agreement shall be in a form prepared and approved by the City Attorney. 13. The Applicant knowingly is installing its infrastructure upon lands that are encumbered by a City drainage easement, located at the southeast corner of the property. At this time the City and Applicant concur that the modifications as proposed will not materially disrupt the City ability to use such easement and water that drains and will continue to drain to such easement area from areas not under the control of the Applicant. Should the Applicants activities or actions materially impair the City's ability to utilize its drainage easement, the Applicant shall make any corrections as directed by the City at its sole expense. 14. The City reserves the right to require the Applicant, at their expense, to remove any and all of the improvements located within the existing drainage easement if ordered by the City Council. Should the Applicant fail to make such changes as directed by the City, the City may make all necessary changes as required and assess all such costs back to the applicant. The City shall not be responsible for any costs related to the Applicant's improvements in the City's drainage area. 15. The Applicant shall provide a revised description for the drainage easement at the southeast corner of the property that removes the existing building from said easement. The revised easement shall be subject to review and approval of the City Attorney and City Engineer. 16. The terms and conditions listed above for the drainage easement shall be set forth in a Permissive Use Agreement between the City and the Applicant as drafted by the City Attorney to be executed prior to the issuance of any building permits. 17. The Applicant shall be required to enter into a development agreement if required by the City Attorney. The development agreement shall be subject to the review and approval of the City Attornev and Citv Council. Approved by the City Council of the City of Oak Park Heights this 27'day of September,2016. 4 Page 136 of 158 Mary McComber,Mayor ATTEST: Eric A. Johnson, City Administrator 5 Page 137 of 158 ATTACHMENT A Conditional Use Permit For Memory Care & Assisted Living Expansion And Variances For Setbacks and Building Height At Oak Ridge Place Washington County Property ID: 33.030.20.44.0025 Legal Description: Lot 1, Block 1, Oak Park Heights Garden Physical Address: 6060 Oxboro Ave. N. Page 138 of 158 ATTACHMENT B Conditional Use Permit For Memory Care& Assisted Living Expansion And Variances For Setbacks and Building Height At Oak Ridge Place 6060 Oxboro Ave. N. Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Proof of Ownership or Authorization to Proceed Planning Commission Review & Recommendation: September 15, 2016 Conditional Use Permit -Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit 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 the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30) days before the expiration of said approval. (401.03.C.4.a and b) 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 139 of 158 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 140 of 158 yr Oak Park Heights Request for Council Action Meeting Date September 27th, 2016 Time Required: 5 Minutes Agenda Item Title: Osgood-CSAH 24 -Ave Improvements RFP Agenda Placement New Business Zf / Originating DepartmenVRequ o c Johnson Ci Administrator Requester's Signature - Action Requested rscusaforLPossible Action Background/Justification lease indicate if any previous action has been taken or if other public bodies have advised): Please see the attached. Page 141 of 158 AdEft p. 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 September 23,2016 MEMO TO: City Council Members FROM: Eric Johnson,City Administrator RE: Council Work Session Item—Follow-up Osgood Ave. At the September 130,2016 City Council work session the Council did engage in discussion about the issued RFP by Washington County for various improvements to Osgood Ave. Per the Council's request,Staff did prepare the attached communication that outlines those concerns stated and which should be conveyed to County Staff as they begin to develop their programming. Staff would recommend the attached communication be supplied. Page 142 of 158 Mr.Allen Brandt, EIT Washington County—Public Works PO Box 6 Stillwater,MN 55082 '**Also Via email: *` RE: Issued RFP-CSAH 24—Osgood Ave. The City has been made aware of the RFP as issued for the Osgood Ave project.Overall,the work will be positive for the community and is needed in most respects.The City wanted to provide feedback as early possible as it relates to the following as it may assist in the development of your project and your work with a selected firm based on the as issued RFP 1. The City does observe that the County has labeled for ^- possible closure the frontage road's east-west movement " nrrsiN►edr��dcras� EXlst�n4 Raad across Osgood Ave.(Please note that the westem leg is a State "' t} To$e Ren)oved,n<1016 j facility) It is understandable why this matter might be explored as this area has some challenges. However, until the new bridge opens and there is some deep experience with the new ' traffic patterns— including the rerouted CSAH 26 suggesting jam. such closure may be premature. And absolutely premature without an altemative being defined and funded. If and when that possible closure may be considered,the City ' ' T " at this juncture would be conceptually supportive of a joint process with the State and/or the County to explore opportunities to improve this route or to find a workable , altemative and secure outside funding. That stated, Section a 2.5.1 of the RFP(below)seeks to have a cost split by"agency . cost participation"for a number of geometric layouts and likely ` for improvements in this area. This cost participation .. New South.Fronfage Raad.Alignrnenf methodology is concerning especially d such data is presented - - To Be Gompieree,n?016 in a public forum indicating a given agency's(the City)financial - - --= burden without such commitment being first affirmed. Thus,it is vital that the County(and State)note that until there is altemative for this area and comprehensively funded by parties other than the City,the City would not likely be supportive of this median closure. And to be transparent in the City's message at the outset of these studies,the City will not consider a take-over of this south frontage roadway from the State of Minnesota for the foreseeable future as the City does not have the resources to assume 3,000 linear feet of roadway in perpetuity.Recall that Oak Park Heights does not receive State Road Aid and current City roadways are already receiving the maximum resources available. For your reference, appended to this letter is a copy of the City policy on roadway takeovers and which outlines the minimum elements necessary before such a concept is further considered. 2.5.1. FREHM"A TERNAT E GEONET tc LAYOUT Up= selmaca of a prrfimd altemate, tie CDnmkw will a n=nwW21h- geonxftic Uyvot in amwd2we nith the gm&hw3 and Fob=&The hy0a W&wdu&kawsw ahvmemr,wffk--, - imy cauftmfim> and saw-ofd`nqpwm fiw�y ey�e�ay� A pmjed cost (" soft crow, pbhr Ntffid,"co a8M17 1a7M95 cots) sphl by Apary coo paucipaftnk wtu k pr ,for fe wed gramehic oat. Page 143 of 158 2. The City does also note that there continues to be a perspective of connecting Oren Ave to 62nd Street and with subsequent improvements to 62nd Street lying west of Osgood Ave. (See Section 2.3.2 in the RFP). From the City's perspective,the concept does not appear to have any necessity at this time. The City invested over$400,000 for the project at the North Frontage Road with additional investments by the County and the State of Minnesota and such facilities appear to be operating satisfactorily. If it is available,the City would like to be provided information as to why this is of continued interest to the County and with a dear statement as to an exact need. Considering the above comments,the City will likely not have resources to dedicate to this connection or its related elements. If the County would like to take over 62nd Street and its possible connection to Oren Ave from the City so it may perform such expansion at its sole expense,is something the City would consider promptly. 2.3.Z. L'4ULMCT1O ANALYSIS CSAi3 24 has maW access connections to residential drivema s, publir roads sening medium to high density residential areas; several commercial properties,parks,rlllit hes and an elementary school. The Consultant shall perform traffic operations anah sis Acq,2 the CSAH 24 corridor at all intersections as specified below. Particular attention should be given to the iutersectious at 6 and Street North, 61"Street l�ortiz. 541 Street-:orth a-nd 5S Street Forth. 33e Consultant shall evaluate the need for signals and intersection controls. In addition-,the Consultant shall evaluate key access points and perform a tic studs;to make recommendations for traffic safety and operational improvements such as turn lanes and access modifications- Existing right-of-way should be considered along iNrith the impacts of arquiring additional right-of-lz av, in determining opportunities for modification of existing intersections. The County would likte to realign the nrest approach' to the 62°a Street intersection so brant it aligns with the east approach. 621,�Street nuly also be widened from CSAR 24 to its western terYoEmi.ion to accoara-vtodate a tenti-R!nature refah,wuuent of the North Frontage/toad. The follcrix= intersecting roadways should be evaluated for tum lanes, intersection contrails,and geometry to develop concepts to address ioperational.and safety issues_ + 5$11 Street North • 591 Street North • 60 Street North South Frontage lid) + 611 Street Neth Frontage Rd) • 62111 Street North • 651'Street Nortlr'Orleans Street East 3. The trail linkages shown along Osgood Ave suggest to close the gaps in the localized trail systems and which appear favorable.While there are challenges with these and available ROW,the City would significantly encourage these be accomplished as it will remove pedestrians from dirt paths, walking on roadway surfaces and will enable proper(and very much needed)east-west links. The City will look forward to developing this element of the plan and may consider joint funding of trails proposed that are also congruent with City needs. 4. Naturally the concepts proposed imply significant impacts on the business community in proximity to the roadways impacted. The City expects that the County will take the lead on communications with the public including commercial tenants and land owners and will conduct neighborhood meetings to explore options and mitigation of impacts. I would certainly stand for any questions you may have on these comments and/or provide some follow-ups.The City does look forward to the various improvements to the project corridor. Kind Regards, Eric Johnson, City Administrator Page 144 of 158 4k Oak Park Heights Request for Council Action Meeting Date September 27th,2016 Time Required: 5 Minutes Agenda Item Title: Consider Amendment City Ord 601.14 Agenda Placement New Business z/,,--7 Originating Department/Reque or Erni Ci Administrator Requester's Signature Action Requested Dis sio o s' le Action Background/Justification(Pleas 'tate if any previous action has been taken or if other public bodies have advised): Please see the attached. Page 145 of 158 00 ash 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 September 22,2016 MEMO TO: City Council Members FROM: Eric Johnson,City Admi i RE: Follow-up on'Potential Dang s D Following-up on the 9113 work session ttached for Council consideration are possible amendments to City Ordinance 601.14—relating to Dangerous Dogs and Potentially Dangerous Dogs. This stems from a recent finding by the Police about the removal of a Potentially Dangerous Dog from the City and a desire by the property owner to allow the dog back into the City.The concept being to establish a process—via amending the 601.14 Ordinance-by which the dog could be returned.There currently is not a methodology by which the dog may be returned to the City. The process outlined is administrative in nature and defaults to an approval if the required items are definitively supplied and met by the property owner. Page 146 of 158 601 AN ORDINANCE REGULATING DOGS AND CATS WITHIN THE CITY, INCLUDING THE KEEPING THEREOF AND PROVIDING FOR THEIR LICENSING THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS,WASHINGTON COUNTY, MINNESOTA,DOES ORDAIN: Sec. 601.01 Definitions. The following words, terms, and phrases, when used in this article, shall have the meanings ascribed to them in this section, except where the context clearly indicates a different meaninc_ A. "Abandoned" means to leave a dog or cat at large within the City without intending to return to or recover it. It shall also mean to purposefully leave a dog or cat in the possession of the Animal Warden to avoid paying impoundment and/or boarding costs. B. "Altered" means any female dog or cat that has been spayed or any male dog or cat that has been castrated. C. "Animal Control Officer" means the City Council and/or any persons or agencies designated by the City Council. D. "Animal Warden" means any person or agency designated by the City Council to house, hold, confine, or board dogs or cats seized and/or impounded herein. The Animal Warden shall be appointed and serve at the pleasure of the City Council. The Animal Warden shall also be construed to include the City Police Department and any other law enforcement agency routinely engaged in law enforcement within the City. E. "At Large" means off the premises of the owner and not under control by leash affixed to the dog's collar, designef or that type of animal, and held by the owner or other person entrusted tohave custody of the animal off the owner's premises. F. "Bona Fide Livestock" operation means a farm (of forty (40) acres or more in size)on which horses, cows, swine,poultry, sheep, goats, or other common farm animals are kept, raised bred, or sold as a part of a business enterprise. G. "Cat"means any animal wholly or in part of the species Felis Domesticus. H. "Dog"means any animal wholly or in part of the species Canis Familiaris. I. "Commercial Kennel"means a kennel where dogs are bred and/or sold for resale, individually or in litter lots, whether or not any of these animals Page 147 of 158 are also kept for personal use and where the business may be a primary source of income. Commercial kennels are also places where dogs are boarded, groomed, or trained for a fee. J. "Dangerous Dog" and "Potentially Dangerous Dog" have the meaning ascribed to those terms by M. S. §347.50,and specifically as follows: 1. "Dangerous Dog"means any dog that has: a. Without provocation, inflicted substantial bodily harm on a human being on public or private property; b. Killed a domestic animal without provocation while off the owner's property; or, C'. ]been found to be potentially dangerous,and after the owner has noticed that the dog is potentially dangerous, the dog aggressively bites, attacks, or endangers the safety of humans or domestic animals. 2. "Potentially Dangerous Dog"means any dog that: a. When unprovoked, inflicts bites on a human or domestic animal on public or private property b. When unprovoked, chases or approaches a person upon the streets, sidewalks, or any public property in an apparent attitude ofattack; or, C. Has a known propensity, tendency, or disposition to attack, unprovoked, causing injury or otherwise threatening the safety of humans or domestic animals. 3. The terms "Dangerous Dog and "Potentially Dangerous Dog" shall also be construed to include similar classifications from other statutes or ordinances which are substantially in conformity with Minnesota Statutes §347.50, whether or not the same words are used. K. "Hobby Kennel" means a kennel where dogs are kept primarily for personal companionship, for recreational use, or for performance events in addition to the purpose of improving the physical soundness and temperament of such dogs, and where the breeding and selling of animals is incidental to occupancy of the premises for residential purposes, and is not a primary source of income. Page 148 of 158 L. "Kennel" means any place where three (3) dogs or more (or up to the number of dogs permitted as an accessory use within the City's Zoning Codes and within the limitations therein provided) over four(4)months of age are kept,raised, sold,boarded,bred, shown, treated, or groomed. M. "Owner" means any person or the parents or guardians of a person under eighteen (18) years of age who owns, harbors, keeps, or has custody of a dog or cat. N. "Person" means any individual, partnership, corporation, firm, or group, however organized. 601.02 Exemptions. Except where duties are expressly stated, this article does not apply to hospitals, clinics, and other premises operated by licensed veterinarians exclusively for the care and treatment of dogs or cats. 601.03 Animal Control Officer. The Animal Control Officer shall have police powers necessary for enforcement of this Chapter,including authority to issue complaints for violations. 601.04 Animal Warden. The City Council may appoint an Animal Warden and establish compensation for said position. Such person or agency shall serve at the pleasure of the City Council. The City Council shall annually review the work and compensation of the Animal Warden. No person or agency shall be appointed Animal Warden unless that person or agency has a microchip scanner for use in the identification of animals using such means of identification. 601.05 Interference with Enforcement. No unauthorized person shall break open the Animal Warden's pound or attempt to do so, or to take or let out any animals therefrom, or to take or attempt to take from any Animal Control Officer or Animal Warden any dog or cat taken up by him in compliance with the City ordinance or statute, or in any manner to interfere with or hinder such officer or warden in the discharge of their duties. 601.06 Dog or Cat License. A. No person shall own, keep, or harbor any dog or cat of more than six (6) months of age without first securing a license from the City Clerk, who shall keep a record of all licenses issued and shall issue a durable identification tag for such licenses. Upon receipt of an application reciting the name and address of the owner, the address where the dog or cat will be kept, and the sex, breed, age, color, and markings of the dog or cat for which a license is sought, and upon payment of the license fee established by resolution, the City Clerk shall issue a license in the form of a metal identification tag for each animal. Page 149 of 158 B. The terms of a license shall run concurrently with a dog's or cat's rabies vaccination schedule. Specifically, a dog or cat license expires (and must be renewed) when a new rabies vaccination is needed. Failure to renew the license within thirty(30)days of a new rabies vaccination will result in a late license penalty fee being owed to the City in the amount established by resolution. C. Failure to purchase a license within sixty (60) days of establishing residence in the City, within sixty (60) days of acquiring a dog or cat, or within sixty (60) days of a dog or cat reaching the age of six (6) months during any calendar year will result in the late license penalty fee being owed to the City. D. Dog or cat licenses are not required for dogs or cats that are kept in the City for thirty (30) days or fewer. Such dogs or cats shall be known as "visiting dogs"or"visiting cats". Visiting dogs or cats must be kept in an enclosure or on a leash at all times. 601.07 Reserved For Future Use. 601.08 Kennels. It shall be unlawful to operate any kennel unless a permit to operate the same has been secured from the City Council in advance. 601.09 Rabies Inoculation of Doss and Cats. A. TAIL dogs and cats in the City over the age of six (6) months shall be inoculated for rabies and shall be re-inoculated according to standard veterinary practices thereafter. Such vaccination must be performed by or under the direct supervision of a veterinarian duly licensed to practice veterinary medicine in the state in which the vaccine is administered. A certificate from the veterinarian inoculating said dogs or cats shall be exhibited to the Animal Control Officer upon demand, and will be required as written proof of such vaccination at the time a dog or cat license is obtained from the City. B. Each dog or cat shall wear a sturdy collar for aid in identification with the veterinarian's metal tag showing proof of said current rabies vaccination. At the owner's discretion, a tattoo or implanted microchip may be used in lieu of the collar and tag if the tattoo and chip identification numbers are placed on file at the City at the time of license application. 601.10 Animal Bites and Animals E_xnosed to Rabies. A. Any law enforcement officer or the Animal Control Officer may enter upon the private property of any person while in pursuit of any dog or cat under probable cause to believe that such dog or cat has bitten a person or animal,or that such dog or cat is rabid. Page 150 of 158 B. Subsection (A) notwithstanding, whenever any person who owns, possesses, or harbors any dog or cat within the City learns that the dog or cat has bitten any human Ding, such person shall immediately quarantine such dog or cat for a period of at least ten(10) days, keeping it apart from other animals until it is determined whether the dog or cat has rabies. The quarantine may be by the person owning the dog or cat if such dog or cat has a current license and rabies vaccination at the time the bite occurred. If the dog or cat does not have a current license and rabies vaccination at the time the bite occurred,the dog or cat must be impounded at a licensed pound or with a licensed veterinarian at the owner's expense. After the required ten (10) day quarantine, the dog or cat shall be examined by a licensed veterinarian to insure that there are no clinical signs of rabies. If the dog or cat is found to be rabid,it shall be humanely euthanized. C. If the dog or cat owner cannot be located or advised of the dog or cat bite within two (2) hours of the occurrence, or if the owner fails to quarantine the dog or cat as required by this Ordinance,the Animal Control Officer or Animal Warden shall cause the dog or cat to be impounded and so quarantined. After the required ten(10)day quarantine, if the dog or cat is still unclaimed,the dog or cat shall be humanely euthanized and tested for rabies; if claimed, the dog or cat shall be examined by a licensed veterinarian to insure there are no clinical signs of rabies. If no signs of rabies are observed, the dog or cat can be released to the owner as specified in Section 601.18 of this Ordinance. If the dog or cat is found to be rabid, it shall be humanely euthanized. D. The Animal Warden, Animal Control Officer, or other designate of the City shall have the authority to verify if the dog or cat is properly quarantined. Any veterinarian quarantining an animal shall notify the Animal Warden before the release of such animal. E. Any dog or cat to have been bitten by a rabid dog or cat or to have been exposed to rabies shall be impounded. If, however, the dog or cat is at large and cannot be apprehended after reasonable effort, the dog or cat may be immediately destroyed. After impoundment, if proof of rabies immunization is furnished and booster injections are given by a licensed veterinarian at the expense of the owner,the dog or cat may be released to the owner as specified in Section 601.18 of this Ordinance. If it cannot be proven that the animal has a current rabies immunization, the owner may, at his discretion, make provision for a suitable quarantine for a period of not less than six(6)months. 401.11 Runnin at t Large Prohibited, A. No person shall allow a dog or cat to run at large at any time. All dogs and cats off the premises of the owner must be under restraint by leash, designed for that type of animal, affixed to the animal's collar and held by Page 151 of 158 the owner or other person entrusted to have custody of the animal off the owner's premises. Every owner or custodian of a dog or cat must exercise reasonable care and take all necessary steps and precautions to protect other people, property, and animals from injuries or damage which might results from the dog's behavior, regardless of whether such behavior is motivated by playfulness or ferocity. B. Subsection (A) notwithstanding, this provision shall not apply to dogs used as a necessary element of a bona fide livestock operation. Dogs used in bona fide livestock operations shall be issued license tags of a different color than regular licensed dogs. Said tags shall be called "farm dog licenses"and shall he wnm at all time-_ C. No person shall apply for a farm dog license unless their dog(s) is(are) a necessary element of a bona fide livestock operation. 601.12 Abandonment Prohibited. No person shall abandon any dog or cat within the City. 601.13 Nuisances. A. The following are public nuisances and unlawful: 1. Any dog or cat that damages property (that is not the property of the owner), including plantings, lawns or structures, or that deposits fecal matter off of the owner's property that the owner fails to remove promptly. 2. Any dog or cat that, without provocation, chases, molests, or approaches pedestrians or bicyclists in a threatening manner upon the streets, sidewalks, right-of-way, or any public property, or habitually chases automobiles on the public streets or highways. 3. Any dog or cat that is kept under unsanitary and/or inhumane conditions such that the maintenance or keeping of the animal creates odors to the annoyance of the public in the vicinity. 4. Any dog or cat that kills or attacks another domestic animal or livestock without provocation while off the owner's property. 5. The owning, keeping, or harboring of any dog or cat which shall, by any noise, unreasonably and/or excessively disturb 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 a dog or cat 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 dog or cat is being kept, and which noise Page 152 of 158 occurs repeatedly over at least a five (5)minute period of time with one (1) minute or less lapse of time between each animal noise during the five (5)minute period. This provision shall not apply to dogs or cats that are responding to trespassers or to dogs or cats that are teased or similarly provoked to bark or meow. B. Any person seeking immediate relief may, by telephone, notify the City Clerk, Animal Control Officer, or law enforcement officer of an alleged violation of this Ordinance. A telephone call does not,however, constitute a formal complaint to initiate the citation process. All formal complaints shall be submitted in writing to the attention of the City Clerk and shall describe the dog or cat, state the acts committed by the dog or cat, the name and address of the person owning or harboring the dog or cat, and the name and address of the person making the complaint. The City Clerk shall then promptly notify the person owning or harboring the dog or cat of the acts complained of, either by letter or door tag, and shall request that the nuisance be abated or eliminated within a specified time period. The City Clerk shall also cause the Animal Control Officer or law enforcement offer to investigate and file a report on the complaint. C. Upon receipt of a second complaint of a violation of this Ordinance, the City Clerk shall cause the Animal Control Officer or law enforcement officer to investigate and file a second report on the complaint. If the offense is corroborated by the investigation, the City Clerk shall, by certified letter, notify the person owning or harboring the dog or cat of the violations complained of, and require that the nuisance be abated or eliminated within twenty-four (24) hours or some other reasonable time specified in the letter. A copy of the letter shall be mailed to the Animal Control Officer and a copy shall be mailed to the person making the complaint. D. If the owner fails to take corrective action within twenty-four (24) hours (or within the time specified in the letter), the City Clerk shall contact the appropriate law enforcement agency and/or the City Attorney, inform them of the alleged violation,and request that the owner be cited. 601.14 Dangerous Dog Provision. A. It shall be illegal for any person to own, keep, possess, or harbor any dog that has been declared a dangerous dog or potentially dangerous dog. This prohibition shall apply whether said declaration has occurred in the City or in some other jurisdiction. This prohibition shall also apply whether said declaration was made pursuant to M.S. §347.50 or pursuant to another statute or ordinance which is substantially similar to M.S. §347.50. 1. If a dangerous dog or potentially dangerous dog has bitten a person, then the dog shall first be quarantined according to the Page 153 of 158 provisions of Section 601.18. Following said quarantine period, then the provisions of paragraphs (2)and(3) shall apply. 2. The Animal Control Officer or law enforcement officer shall immediately seize and impound any dangerous dog or potentially dangerous dog that is found within the City. The dog will be kept no fewer than ten(10) calendar days. The owner has until the end of this time period to provide written verification that the dog will be legally removed from the City, or that the dog will be euthanized. The owner must pay all associated impounding and boarding costs prior to the release of the dog. Upon its release,the dog shall be immediately transported to a location outside the City. 3. Any such dog that is not properly claimed within ten(10) calendar days shall be humanely euthanized. The owner of the dog that is euthanized shall be responsible to pay the impounding, boarding, and euthanization costs. 4. The owner of any dog declared a "potentially dangerous dog shall cause the removal of the dog from the City as outlined in 601.14 A. After a minimum of ten days following the removal of the dog, the owner may appeal to the City Administrator toa ain keep or maintain the dog in the City. Such appeal shall include the ollowin : a. Provide in writing to the CLtE the request to return the dog to the City. This letter must be sited (or cosi ned) by the property owner. b. Provide veterinarian documentation on all required vaccinations being complete and up to date for such dog. c. Provide documentation that the dog (and any other dog or cat in the home) is duly licensed. d. Provide detailed third party written certification that the dog has passed a "Canine Good Citizen" obedience training test and program as approved by the American Kennel Club; which must be taken (or retaken) after the "potentially dangerous dog"finding has been made. Such certification will include written and signed documentation showing the professional entity the examiner is representing along with proof of liability insurance. The examiner and certi &ingLentiU will attest that the dog has shown no signs of aggression or similar behavior, and the Page 154 of 158 dog does not chase or otherwise leave the homeowners property or act in an g=essive manner. This certi cation will include the credentials of the examiner from the AKC showing current standing and type of certification. e. Provide documentation from the property owner's insurance provider that such homeowner's (or other) policy does for liability purposes cover the dog residing in the residence. f. Provide a written signed statement that the dog has not been kept in the City during this appeal process. g. Provide a $50.00 fee payable to the City to the cover City costs for review of the appeal and its related elements. h. Provide verification that dog will be kept inside a fenced yard capable of containing the animal at all times while outside of the residence. Electronic control fences will not meet the criteria of this ordinance. ff the dog is taken outside the home and fenced area or removed from the property within this City; the dog will be under control by static leash and muzzle by a person competent to control the animal. B. The City Administrator shall consider this submitted documentation and if all items are complete and in satisfactory condition, the City Administrator shall issue a written finding that the dog may be returned to the City. C. Should the dog subsequently be found as a potentially dangerous dog for a second event the dog shall be removed from the City consistent with this ordinance and the City shall not afford a secondary Opeal process to again return the dog to the City. D. Notwithstanding the provisions found in this Section, in all circumstances the dog owner and property must be compliant with all other rules and ordinances of the Cit,. H. This Section(60 1 ',1) shall not apply to police dogs under the control of a licensed law enforcement officer during the performance of official police activities. 601.15 Females in Heat. Every female dog or cat in heat shall be confined in a building or other secure enclosure in such manner that such female cannot come in contact with another Page 155 of 158 dog or cat, respectively, except for the express purpose of planned breeding, and shall be controlled on a leash while being exercised. 601.16 Sanitation. Any person who owns, keeps, or harbors any dog or cat is responsible to keep his property clean of all fecal matter from the dog or cat. All dog or cat waste shall be removed daily so as to keep the surrounding area free from obnoxious odors. 601.17 AMointing of an Animal Warden. The City Council may appoint an Animal Warden and establish compensation for said position. Such person shall serve at the pleasure of the City Council. The City Council shall annually review the work and compensation of the Animal Warden. 601.18 Seizure of Dogs and Cats—Impounding. The Animal Warden, any law enforcement officer, the Animal Control Officer, or any other person may seize, impound, or restrain any dog or cat found running at large, any dog or cat without a veterinarian's metal tag attesting to its rabies vaccination and/or any dog or cat without its City license tag. Any person or officer(other than the Animal Warden)impounding or restraining such dog or cat shall immediately deliver the same to the Animal Warden. If the animal is collarless,the Animal Warden shall immediately ascertain whether the dog or cat has a tattoo or embedded microchip as a means of identification. The Animal Warden shall thereupon give notice of the impoundment to the owner or, if the owner is unknown, shall post notice of the impoundment at the City Hall (and at such other places as may be designated by the City Council). If such dog or cat is not claimed within ten (10) calendar days of such posted notice and all fees and charges paid, the Animal Warden shall place the dog or cat in the custody of a suitable person or shall humanely euthanize the animal. Any dog or cat restrained or impounded shall receive humane treatment and sufficient food, water, and shelter. 601.19 Impounding and Boarding_Fees. A. The Animal Warden may charge such reasonable impounding fees for the care and board of any dog or cat restrained or impounded and any and all such fees imposed shall be paid to the Animal Warden at the time of reclamation of the dog or cat. The City Council shall annually review all fees so imposed by the Animal Warden to determine their reasonableness and may, by resolution, impose such additional fees reasonably related to the necessary and reasonable expenses incurred by the City for the capture, transportation, and/or care of impounded dogs or cats. All such fees must be paid to the Animal Warden prior to the release of the animal. The Animal Warden shall issue a receipt to the owner evidencing such payment. Additionally, the Animal Warden may not release any dog or cat until the owner provides written proof that the dog or cat is currently vaccinated against rabies and that the dog or cat has received a current license from the City. Page 156 of 158 B. In the case where any dog or cat has been impounded whose rabies vaccination and dog or cat license are not current, said dog or cat shall not be released unless the, owner first obtains a City dog or cat license and provides written evidence, from a licensed veterinarian, that arrangements have been made to have the dog or cat vaccinated upon its release. Any written evidence submitted pursuant to this provision shall be deemed inadmissible in any criminal court action against the owner of the dog or cat. 601.20 Coordination with Veterinarians. The Citv may enter into Agreements with veterinarians to assist in the administration of the provisions of this Ordinance. Said agreements shall insure that an orderly system is set up to coordinate the licensing, vaccination, impoundment, quarantine, and/or euthanization, as needed, of dogs or cats within the City. Said agreement shall also provide for a reasonable method of compensating veterinarians for the service that they provide to the City. 601.21 Constitutionality. If any portion of this Ordinance is for any reason held invalid or unconstitutional, such portion shall be deemed a separate, distinct, and independent provision, and such holding shall not affect the validity of the remaining portions thereof. 601.22 Penalty. Any person, firm or corporation violating any of the provisions of this Ordinance shall be guilty of a misdemeanor. 601.23 Effective Date. This Ordinance shall be in full force and effect from and after its passage and publication, according to law, and licenses required herein must be secured within thirty (30) days thereafter by persons owning, harboring, or keeping dogs or cats at the time of such passage and publication. 601.24 AgMa1. The former Chapter 601, dated October 28, 1997 is hereby repealed in its entirety and replaced by this Ordinance. Page 157 of 158 Amended 11/11/2014 by the Citv Council as to Section E of 601.01 and Section A of 601.11 Page 158 of 158