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08-15-16 Council Packet
CITY OF OAK PARK HEIGHTS MONDAY, AUGUST 15, 2016 CITY COUNCIL MEETING AGENDA To begin upon conclusion of preceding worksession 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). 7:15 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes—July 26, 2016 (pg. 7) C. Approve City Council Worksession Notes—July 26, 2016 (pg. 9) D. Approve Redpath and Company Auditing Services for December 31, 2016 (pg. 13) E. Approve Resolution Authorizing Ducks Unlimited, St. Croix Valley Chapter, to Conduct a One-Day Raffle at Heights Hall & Club on September 16, 2016 (pg. 23) F. Approve Non-Budgeted Fund Transfers (pg. 27) G. Authorize Expenditure for Perkins Ave Storm Sewer Extension (pg. 29) H. Approve Pay Request 99 FINAL—Hardrives—in the Amount of$74,804.63 (pg. 37) 7:15 p.m. V. Public Hearings None 7:15 p.m. VI. Old Business A. 7:15 p.m. VII. New Business A. Approve Resolution Accepting Donations for 2016 Party in the Park (pg. 45) B. Set Date and Approve Notice for Assessment Pubic Hearing— 64th, 65th, and Ozark Ave. Streets and Improvements (pg. 49) C. Historic District Signage —Letter to MNDOT (pg. 61) D. Oak Park Crossing—Pavilions (pg. 67) Pagel of 88 Agenda August 15,2016 Page 2 7:30 p.m. XIII. Other Council Items or Announcements 7:30 p.m. IX. Adjournment Page 2 of 88 Oak Park Heights Request for Council Action Meeting Date August 15, 2016 Agenda Item Recycling Award Time Req. 0 Agenda Placement Staff Reports Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature A 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 88 F. } City Of Oak Park Heiahts 14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 August 5, 2016 Thomas Hosek 6208 Osgood Avenue North Oak Park Heights, MN 55082 Dear Mr. Hosek: 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, August 4, 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. Congratulation . Jenne er Pinski City Clerk TREE CITY U.S.A. Page 4 of 88 City of a' Oak Park Heights 14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 August 5, 2016 James Hall 15024 62nd Street North Oak Park Heights, MN 55082 Dear Mr. Hall: 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, August 4, 2016, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me at 439-4439 to let me know your choice_of award. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! 6 Je r Pinski City Clerk TREE CITY U.S.A. Page 5 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 6 of 88 0' , Oak Park Heights Request for Council Action Meeting Date August 15, 2016 Agenda Item Approve City Council Worksession Notes—July 26, 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 88 p A^t^tY CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY,JULY 26,2016 AT 6:00 P.M. Present: Mayor McComber, Councilmember Swenson,Councilmember Dougherty, Councilmember Liljegren, Councilmember Runk,City Administrator Johnson, City Engineer Mann, Finance Director Caruso, Public Works Director Kegley, and City Clerk Pinski. 1. Call to Order: Mayor McComber called the meeting to order at 6:00 p.m. 2. Temporary Signage Ordinance-Update: City Administrator Johnson stated that the City Council had approved suspension of the temporary sign ordinance through December 31,2015. Councilmember Dougherty suggested that staff send a letter to businesses that they needed to be compliant with the ordinance by the end of the year. Johnson stated he would check with City Attorney Vierling for a final resolution and bring it back to the City Council. 3. Street Maintenance: Finance Director Caruso reviewed spreadsheets outlining proposed costs. She stated that seal coating was not included in the spreadsheets because it was a minor cost compared to a mill and overlay and reconstruction. Caruso reviewed three options for funding: option 1 was an additional levy of$250,000 per year, option 2 was an additional levy of$185,000 plus a twenty-five percent assessment of project costs; and option 3 was an additional levy of $100,000 plus a twenty-five percent assessment of project costs over a 10-year period. She recommended the City Council evaluate funding after five years. Mayor McComber stated she preferred not to do an assessment because homeowners could write off taxes on their tax return but could not write off assessments and because everyone uses the streets. Councilmember Swenson stated he was in favor of assessments if the City found a way to keep it fair for those who would otherwise pay double for a wider street. Councilmember Dougherty stated he would rather see a tax levy than assessments. Johnson stated the City Council could also look at a franchise fee option. Caruso stated she would check with the City of Stillwater on their franchise fee. Caruso reviewed a memo on the 2015 general fund surplus. City Administrator Johnson suggested the City Council keep the surplus amount in mind for the upcoming budget discussions. He stated staff would prepare a memo with recommendations on use of those funds. 4. Adjourn: The meeting was adjourned at 6:45 p.m. Page 8 of 88 Oak Park Heights Request for Council Action Meeting Date August 15, 2016 Agenda Item Approve City Council Minutes—July 26, 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 88 CITY OF OAK PARK HEIGHTS TUESDAY, JULY 269 2016 CITY COUNCIL MEETING MINUTES I. Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber called the meeting to order at 7:00 p.m. Present: Councilmembers Dougherty, Liljegren, Runk, and Swenson. Staff present: City Administrator Johnson, Public Works Director Kegley, City Engineer Mann, City Planner Richards, and City Attorney Vierling. Absent: None. Mayor McComber removed Old Business Item A. and the Closed Session from the Agenda. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the Agenda. Carried 5-0. II. CounciUStaff Reports: A. Mayor McComber: She reported the next Parks Commission meeting was set for August 15 at 7:00 p.m. and she attended the policy meetings for LMC and Metro Cities the previous week. B. Councilmember Dou hg erty: No report. C. Councilmember Liljegren:No report. D. Councilmember Runk: He reported that there were three items on the City Council Agenda from the Planning Commission meeting. E. Councilmember Swenson: No report. F. Staff: City Clerk Pinski reported that Christa and John Lindahl of 5801 Oldfield Avenue North and Barb Quinlan of 14210 Upper 54th Street North were chosen as the recycling award winners for the month of July. III. Visitors/Public Comment: A. St. Croix River Association—Update on Activities:Natalie Warren of the St. Croix River Association reported that she was working with realtors, land owners, and local agencies regarding regulations in the riverway. She stated the goal was to create a riverway guide for landowners and to work with cities on transparency and consistency in the variance process. IV. Consent Agenda: A. Approve Bills &Investments B. Approve City Council Minutes—June 27, 2016 C. Approve Resolution Relating to County State Aid Highway Designations —CSAH 26 Page 10 of 88 City Council Meeting Minutes July 26, 2016 Page 2 of 3 D. Approve Resolution Renaming Portions of the North Frontage Road to 61" Street North E. Approve Election Judge Appointments for 2016 Primary Election F. Authorize Expenditure for Trail Sealing G. Approve Stantec Liquidated Damages Request—July 2016 Update H. Award August 2016 Boulevard Tree Planting Project to Hoffman& McNamara Nursery and Landscape Councilmember Liljegren, seconded by Councilmember Runk, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None VI. Old Business: A. REMOVED FROMAGENDA B. Temporary Health Care Dwellings—Consider O> t-Out: City Administrator Johnson stated that staff recommended the City Council opt-out. Councilmember Swenson, seconded by Councilmember Runk, moved to pass the Ordinance Opting-Out. Carried 5-0. C. Transient Housing Ordinance Amendments (Air BnB-type): Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Ordinance Amendment. Roll call vote taken. Carried 5-0. VII. New Business: A. Celebrating Homecoming 2016—Concept Idea from School District 834: Carissa Keister from Stillwater Area Public Schools was present at the meeting with Stillwater Area High School Principal Robert Bach. They stated they were interested in holding a Homecoming Parade on Friday, October 7 on 58th Street starting between 4:00 and 5:00 p.m. Mayor McComber stated there would be police overtime expenses and recommended they contact the Chief of Police. Councilmember Swenson suggested the City Council could consider using council contingency funds to cover those costs. Councilmember Swenson, seconded by Councilmember Dougherty, moved to offer support for the parade. Carried 5-0. B. Request for a Conditional Use Permit for a Detached Accessory Structure — Sunview 4 Association— 14820 57th Street North: City Planner Richards reviewed the planning report included in the meeting packet that evening. Councilmember Runk, seconded by Councilmember Dougherty, moved to approve the Resolution. Roll call vote taken. Carried 5-0. Page 11 of 88 City Council Meeting Minutes July 26, 2016 Page 3 of 3 C. Xcel Energy Substation—Amended Conditional Use to Allow Expansion —Nova Scotia Avenue: City Planner Richards reviewed the planning report included in the meeting packet for that evening. Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Resolution. Roll call vote taken. Carried 5-0. D. Approve July 2016 Job Descriptions: Councilmember Liljegren, seconded by Councilmember Dougherty, moved to approve. Carried 5-0. E. Discuss Metropolitan Council Governance Form and Possible Sup ort for Amendments: Councilmember Dougherty questioned whether the City Council wanted to offer support. Councilmember Runk stated he did not want to get involved. No action was taken. F. Reschedule November 9, 2016 City Council Meeting: Councilmember Swenson, seconded by Councilmember Liljegren, moved to continue the November 9, 2016 City Council meeting to November 15, 2016 to take care of canvassing. Carried 5-0. Councilmember Runk, seconded by Councilmember Liljegren, moved to reschedule the August 23, 2016 City Council meeting to August 15, 2016. Carried 5-0. VIII. Other Council Items or Announcements: Councilmember Runk suggested the City Council invite Michael Beer from MNDOT to the August meeting to provide an update. City Administrator Johnson stated he would contact MNDOT. IV. Closed Session REMOVED FROMAGENDA V. Adjournment Councilmember Liljegren, seconded by Councilmember Swenson, moved to adjourn at 7:47 p.m. Carried 5-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber City Clerk Mayor Page 12 of 88 Oak Park Heights Request for Council Action Meeting Date: August , 2016 Agenda Item Title Approve Redpath and Company, Auditing Services for December 31, 2016 Time Required 1 min Agenda Placement Consent Originating Department/Requestor Finance-Betty Caruso Finance Director Requester's Signature Action Requested Approve auditing services contract with Redpath and Company. For December 31, 2016 Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). I have received the standard engagement letter for auditing services for the year ending December 31, 2016, from Redpath and Company. Redpath and Company is proposing a 2.4% increase ($900) in fees for completing the audit for 2016, a total contract of$38,900. This fee is split between the General Fund, Water Utility Fund, and Sewer Utility Fund. We anticipate a listing of fixed assets to be added to the City's accounting records this year based on the infrastructure for the Bridge and the 2015 street reconstruction. The auditors are scheduled as usual to begin the audit in March and should issue the report in April. I recommend to approve this contract with Redpath and Company, the consistency of the high level of service they provide is a benefit to both council and staff. Page 13 of 88 December 8, 2015 City of Oak Park Heights 14168 Oak Park Boulevard P.O. Box 2007 Oak Park Heights, MN 55082-2007 We are pleased to confirm our understanding of the services we are to provide the City of Oak Park Heights, Minnesota(the City) for the year ending December 31, 2016. The scope of services includes the following: Audit and Related Services • We will audit the financial statements of the governmental activities,the business- type activities, each major fund, and the aggregate remaining fund information, including the related notes to the financial statements, which collectively comprise the basic financial statements of the City of Oak Park Heights, Minnesota as of and for the year ending December 31, 2016. Accounting standards generally accepted in the United States of America provide for certain required supplementary information (RSI), such as management's discussion and analysis (MD&A), to supplement the City's basic financial statements. Such information, although not a part of the basic financial statements, is required by the Governmental Accounting Standards Board who considers it to be an essential part of financial reporting for placing the basic financial statements in an appropriate operational, economic, or historical context. As part of our engagement, we will apply certain limited procedures to the City's RSI in accordance with auditing standards generally accepted in the United States of America. These limited procedures will consist of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management's responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements. We will not express an opinion or provide any assurance on the information because the limited procedures do not provide us with sufficient evidence to express an opinion or provide any assurance. The following RSI is required by generally accepted accounting principles and will be subjected to certain limited procedures, but will not be audited: 1. Management's discussion and analysis 2. Budgetary comparison schedules presented as RSI 3. Pension Related RSI (GASB 68) 2483216.14810 White Bear Parkway, St. Paul, MN, 55110 651.426.7000 www.redpathcpas.com Page 14 of 88 City of Oak Park Heights Contract for Auditing Services Page 2 We have also been engaged to report on supplementary information other than RSI that accompanies the City's financial statements. We will subject the following supplementary information to the auditing procedures applied in our audit of the financial statements and certain additional procedures, including comparing and reconciling such information directly to the underlying accounting and other records used to prepare the financial statements or to the financial statements themselves, and other additional procedures in accordance with auditing standards generally accepted in the United States of America and will provide an opinion on it in relation to the financial statements as a whole in a report combined with our auditors report on the financial statements: 1. Combining and Individual Fund Statements and Schedules The following other information accompanying the financial statements will not be subjected to the auditing procedures applied in our audit of the financial statements, and our auditor's report will not provide an opinion or any assurance on that other information: o Introductory section o Statistical section The following other reports will be issued in conjunction with the financial audit: • State Legal Compliance Audit Nonaudit Services • Preparation of draft financial statements document. • Copying and binding of financial statement document. Audit Objectives The objective of our audit is the expression of opinions as to whether your financial statements are fairly presented, in all material respects, in conformity with U.S. generally accepted accounting principles and to report on the fairness of the supplementary information referred to in the second paragraph when considered in relation to the financial statements as a whole. Our audit will be conducted in accordance with auditing standards generally accepted in the United States of America and the standards for financial audits contained in Government Auditing Standards, issued by the Comptroller General of the United States, and the minimum procedures for auditors as prescribed by MS 6.65, and will include tests of the accounting records of the City and other procedures we consider necessary to enable us to express such opinions. We will issue a written report upon completion of our audit of the City's financial statements. Our report will be addressed to the Honorable Mayor and 2483216.1 Page 15 of 88 City of Oak Park Heights Contract for Auditing Services Page 3 Members of the City Council of the City of Oak Park Heights, Minnesota. We cannot provide assurance that unmodified opinions will be expressed. Circumstances may arise in which it is necessary for us to modify our opinions or add emphasis-of-matter or other-matter paragraphs. If our opinions on the financial statements are other than unmodified, we will discuss the reasons with you in advance. If, for any reason, we are unable to complete the audit or are unable to form or have not formed opinions,we may decline to express opinions or issue reports, or may withdraw from this engagement. We will also provide a report(that does not include an opinion) on internal control related to the financial statements and compliance with the provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a material effect on the financial statements as required by Government Auditing Standards. The report on internal control and on compliance and other matters will include a paragraph that states (1) that the purpose of the report is solely to describe the scope of testing of internal control and compliance, and the result of that testing, and not to provide an opinion on the effectiveness of the entity's internal control on compliance, and (2)that the report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the entity's internal control and compliance. The paragraph will also state that the report is not suitable for any other purpose. If during our audit we become aware that the City is subject to an audit requirement that is not encompassed in the terms of this engagement, we will communicate to management and those charged with governance that an audit in accordance with U.S. generally accepted auditing standards and the standards for financial audits contained in Government Auditing Standards may not satisfy the relevant legal,regulatory, or contractual requirements. Audit Procedures - General An audit includes examining, on a test basis, evidence supporting the amounts and disclosures in the financial statements; therefore, our audit will involve judgment about the number of transactions to be examined and the areas to be tested. An audit also includes evaluating the appropriateness of accounting policies used and the reasonableness of significant accounting estimates made by management, as well as evaluating the overall presentation of the financial statements. We will plan and perform the audit to obtain reasonable rather than absolute assurance about whether the financial statements are free of material misstatement, whether from(1) errors, (2) fraudulent financial reporting, (3) misappropriation of assets, or(4)violations of laws or governmental regulations that are attributable to the entity or to acts by management or employees acting on behalf of the entity. Because the determination of abuse is subjective, Government Auditing Standards do not expect auditors to provide reasonable assurance of detecting abuse. 2483216.1 Page 16 of 88 City of Oak Park Heights Contract for Auditing Services Page 4 Because of the inherent limitations of an audit, combined with the inherent limitations of internal control, and because we will not perform a detailed examination of all transactions, there is a risk that material misstatements may exist and not be detected by us, even though the audit is properly planned and performed in accordance with U.S. generally accepted auditing standards and Government Auditing Standards. In addition, an audit is not designed to detect immaterial misstatements or violations of laws or governmental regulations that do not have a direct and material effect on the financial statements. However, we will inform the appropriate level of management of any material errors, any fraudulent financial reporting, or misappropriation of assets that come to our attention. We will also inform the appropriate level of management of any violations of laws or governmental regulations that come to our attention,unless clearly inconsequential,and of any material abuse that comes to our attention. Our responsibility as auditors is limited to the period covered by our audit and does not extend to later periods for which we are not engaged as auditors. Our procedures will include tests of documentary evidence supporting the transactions recorded in the accounts, and may include tests of the physical existence of inventories, and direct confirmation of receivables and certain other assets and liabilities by correspondence with selected individuals, funding sources, creditors, and financial institutions. We may request written representations from your attorneys as part of the engagement, and they may bill you for responding to this inquiry. At the conclusion of our audit, we will require certain written representations from you about the financial statements; compliance with laws, regulations, contracts, and grant agreements; and other responsibilities required by generally accepted auditing standards. Audit Procedures—Internal Controls Our audit will include obtaining an understanding of the entity and its environment, including internal control, sufficient to assess the risks of material misstatement of the financial statements and to design the nature,timing, and extent of further audit procedures. Tests of controls may be performed to test the effectiveness of certain controls that we consider relevant to preventing and detecting errors and fraud that are material to the financial statements and to preventing and detecting misstatements resulting from illegal acts and other noncompliance matters that have a direct and material effect on the financial statements. Our tests, if performed, will be less in scope than would be necessary to render an opinion on internal control and, accordingly, no opinion will be expressed in our report on internal control issued pursuant to Government Auditing Standards. An audit is not designed to provide assurance on internal control or to identify significant deficiencies or material weaknesses. However, during the audit, we will communicate to management and those charged with governance internal control related matters that are required to be communicated under AICPA professional standards and Government Auditing Standards. 2483216.1 Page 17 of 88 City of Oak Park Heights Contract for Auditing Services Page 5 Audit Procedures—Compliance As part of obtaining reasonable assurance about whether the financial statements are free of material misstatement, we will perform tests of the City's compliance with the provisions of applicable laws, regulations, contracts, agreements, and grants. However,the objective of our audit will not be to provide an opinion on overall compliance and we will not express such an opinion in our report on compliance issued pursuant to Government Auditing Standards. The Minnesota Legal Compliance Audit Guide for Cities requires that we test whether the auditee has complied with certain provisions of Minnesota Statutes. Our audit will include such test of the accounting records and other procedures as we consider necessary in the circumstances. Management Responsibilities Management is responsible for establishing and maintaining effective internal controls, including evaluating and monitoring ongoing activities,to help ensure that appropriate goals and objectives are met; following laws and regulations; and ensuring that management is reliable and financial information is reliable and properly reported. Management is also responsible for implementing systems designed to achieve compliance with applicable laws, regulations, contracts, and grant agreements. You are also responsible for the selection and application of accounting principles, for the preparation and fair presentation of the financial statements in conformity with U.S. generally accepted accounting principles, and for compliance with applicable laws and regulations and the provisions of contracts and grant agreements. Management is also responsible for making all financial records and related information available to and for the accuracy and completeness of that information. You are also responsible for providing us with(1) access to all information of which you are aware that is relevant to the preparation and fair presentation of the financial statements, (2) additional information that we may request for the purpose of the audit, and(3)unrestricted access to persons within the government from whom we determine it necessary to obtain audit evidence. Your responsibilities include adjusting the financial statements to correct material misstatements and for confirming to us in the written representation letter that the effects of any uncorrected misstatements aggregated by us during the current engagement and pertaining to the latest period presented are immaterial, both individually and in the aggregate,to the financial statements taken as a whole. 2483216.1 Page 18 of 88 City of Oak Park Heights Contract for Auditing Services Page 6 You are responsible for the design and implementation of programs and controls to prevent and detect fraud, and for informing us about all known or suspected fraud affecting the government involving(1)management, (2) employees who have significant roles in internal control, and(3) others where the fraud could have a material effect on the financial statements. Your responsibilities include informing us of your knowledge of any allegations of fraud or suspected fraud affecting the government received in communications from employees, former employees, grantors, regulators, or others. In addition, you are responsible for identifying and ensuring that the entity complies with applicable laws, regulations, contracts, agreements, and grants and for taking timely and appropriate steps to remedy fraud and noncompliance with provisions of laws, regulations, contracts or grant agreements, or abuse that we report. You are responsible for the preparation of the supplementary information in conformity with U.S. generally accepted accounting principles. You agree to include our report on the supplementary information in any document that contains and indicates that we have reported on the supplementary information. You also agree to include the audited financial statements with any presentation of the supplementary information that includes our report thereon. Your responsibilities include acknowledging to us in the written representation letter that(1) you are responsible for presentation of the supplementary information in accordance with GAAP; (2) you believe the supplementary information, including its form and content, is fairly presented in accordance with GAAP; (3)the methods of measurement or presentation have not changed from those used in the prior period(or, if they have changed, the reasons for such changes); and (4) you have disclosed to us any significant assumptions or interpretations underlying the measurement or presentation of the supplementary information. Management is responsible for establishing and maintaining a process for tracking the status of audit findings and recommendations. Management is also responsible for identifying for us previous financial audits, attestation engagements,performance audits or other studies related to the objectives discussed in the Audit Objectives section of this letter. This responsibility includes relaying to us corrective actions taken to address significant findings and recommendations resulting from those audits, attestation engagements, performance audits, or other studies. You are also responsible for providing management's views on our current findings, conclusions, and recommendations, as well as your planned corrective actions, for the report, and for the timing and format for providing that information. With regard to the electronic dissemination of audited financial statements, including financial statements published electronically on your website, you understand that electronic sites are a means to distribute information and,therefore,we are not required to read the 2483216.1 Page 19 of 88 City of Oak Park Heights Contract for Auditing Services Page 7 information contained in these sites or to consider the consistency of other information in the electronic site with the original document. You agree to assume all management responsibilities relating to the financial statements and related notes and any other nonaudit services we provide. You will be required to acknowledge in the management representation letter our assistance with preparation of the financial statements and related notes that you have reviewed and approved the financial statements and related notes prior to their issuance and have accepted responsibility for them. Further, you agree to oversee the nonaudit services by designating an individual,preferably from senior management, with suitable skill, knowledge, or experience; evaluate the adequacy and results of those services; and accept responsibility for them. Engagement Administration, Fees and Other We may from time to time, and depending on the circumstances, use third-parry service providers in serving your account. We may share confidential information about you with these service providers, but remain committed to maintaining the confidentiality and security of your information. Accordingly, we maintain internal policies, procedures, and safeguards to protect the confidentiality of your personal information. In addition, we will secure confidentiality agreements with all service providers to maintain the confidentiality of your information and we will take reasonable precautions to determine that they have appropriate procedures in place to prevent the unauthorized release of your confidential information to others. In the event that we are unable to secure an appropriate confidentiality agreement, you will be asked to provide your consent prior to the sharing of your confidential information with the third-party service provider. Furthermore, we will remain responsible for the work provided by any such third-party service providers. We understand that your employees will prepare all cash or other confirmations we request and will locate any documents selected by us for testing. We will provide copies of our reports to the City, however, management is responsible for distribution of the reports and the financial statements. Unless restricted by law or regulation, or containing privileged and confidential information, copies of our reports are to be made available for public inspection. The audit documentation for this engagement is the property of Redpath and Company, Ltd. and constitutes confidential information. However, subject to applicable laws and regulations, audit documentation and appropriate individuals will be made available upon request and in a timely manner to a federal agency providing direct or indirect funding, or the U.S. Government Accountability Office for purposes of a quality review of the audit, to resolve audit findings, or to carry out oversight responsibilities. We will notify you of any such request. If requested, access to such audit documentation will be provided under the 2483216.1 Page 20 of 88 City of Oak Park Heights Contract for Auditing Services Page 8 supervision of Redpath and Company, Ltd. personnel. Furthermore, upon request, we may provide copies of selected audit documentation to the aforementioned parties. These parties may intend, or decide, to distribute the copies or information contained therein to others, including other governmental agencies. The audit documentation for this engagement will be retained for a minimum of five years after the report release date or for any additional period requested by the federal agency. If we are aware that a federal awarding agency or auditee is contesting an audit finding, we will contact the party(ies) contesting the audit finding for guidance prior to destroying the audit documentation. David J. Mol, CPA is the engagement partner and is responsible for supervising the engagement and signing the report. Our standard hourly rates vary according to the degree of responsibility involved and the experience level of the personnel assigned to your audit. Our invoices for these fees will be rendered each month as work progresses and are payable on presentation. Unless additional work is requested, or circumstances require additional work, we estimate the basic audit fees will be $38,900. The above fee is based on the anticipated scope of services and the completion of accurate special assessment work papers by City personnel. An increase in the scope of service will necessitate an addendum (change order)to this agreement. Examples of items that may result in an increase in the scope of service include additional audit procedures resulting from certain accounting issues or events, significant change in the level of activity/number of transactions, if there is an indication of misappropriation or misuse of public funds, or difficulties encountered due to lack of accounting records, incomplete records, inaccurate records or turnover in the City's staff. We appreciate the opportunity to be of service to the City of Oak Park Heights, Minnesota and believe this letter accurately summarizes the significant terms of our engagement. If you have any questions,please let us know. If you agree with the terms of our engagement as described in this letter,please sign the enclosed copy and return it to us. Sincerely, REDPATH AND COMPANY, LTD. ,a01 David J. Mol, CPA 2483216.1 Page 21 of 88 City of Oak Park Heights Contract for Auditing Services Page 9 Response This letter correctly sets forth the understanding of the City of Oak Park Heights, Minnesota: Management signature: Governance signature: By: By: Title: Title: Date: Date: Nonaudit Services The employee(s) assigned to oversee the nonaudit services is as follows: ❑ Finance Director ❑ ❑ Other employee (name and title) 2483216.1 Page 22 of 88 Oak Park Heights Request for Council Action Meeting Date July 26, 2016 Agenda Item Approve Resolution Authorizing Ducks Unlimited, St. Croix Valley Chapter,to Conduct a One-Day Raffle at Heights Hall & Club on September 16, 2016 Time Req. 1 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Resolution Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). Page 23 of 88 RESOLUTION 16-08-36 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY,MINNESOTA RESOLUTION GRANTING THE APPLICATION OF DUCKS UNLIMITED, ST. CROIX VALLEY CHAPTER, TO CONDUCT A ONE-DAY RAFFLE AT HIEGHTS HALL & CLUB ON SEPTEMBER 16, 2016 WHEREAS, Mike Dvorak, on behalf of Ducks Unlimited, St. Croix Valley, has applied with the State of Minnesota Gambling Control Board for a permit to conduct a one-day raffle on September 16, 2016 at the site of Heights Hall & Club, 5880 Omaha Avenue North; and WHEREAS, the City of Oak Park Heights has reviewed the application and finds that its purposes meet the necessary community standards; and WHEREAS, the City of Oak Park Heights has solicited the input of the public and there have been no objections to the granting of the application for the raffle permit as applied for by Ducks Unlimited, St. Croix Valley, with the State of Minnesota Gambling Control Board. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS AS FOLLOWS: That the application of Ducks Unlimited, St. Croix Valley, with the State of Minnesota Gambling Control Board to conduct a one-day raffle on September 16,2016 at the site of Heights Hall & Club, 5880 Omaha Avenue North, within the City of Oak Park Heights and the same are hereby approved with no waiting period. Passed by the City Council of Oak Park Heights this 15a'day of August,2016. Mary McComber ATTEST: Mayor Eric A. Johnson City Administrator Page 24 of 88 MINNESOTA LAWFUL GAMBLING 5/15 LG220 Application for Exempt Permit Page 1 of 2 An exempt permit may be issued to a nonprofit Application Fee (non-refundable) organization that: Applications are processed in the order received. If the application conducts lawful gambling on five or fewer days, and is postmarked or received 30 days or more before the event,the • awards less than $50,000 in prizes during a calendar application fee is$100; otherwise the fee is$150. year. If total raffle prize value for the calendar year will be Due to the high volume of exempt applications, payment of $1,500 or less,contact the Licensing Specialist assigned to additional fees prior to 30 days before your event will not expedite your county by calling 651-539-1900. service, nor are telephone requests for expedited service accepted. ORGANIZATION INFORMATION Organizationf Previous al ng_ Name: g u e/L s aly /�+3,.����� < Gc) -014-tL Permit Number: Minnesota Tax ID Federal Employer ID Number, if any: Number(FEIN), if any: Mailing _ Address: S `71/ �Z,, d,44 a4rr• ✓U J City: `� �c /G!� di State-.IVZip:,�J�b� County Name of Chief Executive Officer(CEO): �I uC Daytime Phone: 1 Tei-J Email: -.16--di.- _n NONPROFIT STATUS Type of Nonprofit Organization (check one): aFraternal Religious Veterans0Other Nonprofit Organization Attach a copy of one of the following showing proof of nonprofit status: (DO NOT attach a sales tax exempt status or federal employer ID number, as they are not proof of nonprofit status.) A current calendar year Certificate of Good Standing Don't have a copy? Obtain this certificate from: TT MN Secretary of State, Business Services Division Secretary of State website, phone numbers: 60 Empire Drive,Suite 100 www.sos.state.mn.us St. Paul, MN 55103 651-296-2803,or toll free 1-877-551-6767 F1IRS income tax exemption (501(c)) letter in your organization's name Don't have a copy? To obtain a copy of your federal Income tax exempt letter, have an organization officer contact the IRS toll free at 1-877-829-5500. IRS-Affiliate of national,statewide,or international parent nonprofit organization (charter) If your organization falls under a parent organization, attach copies of both of the following: 1. IRS letter showing your parent organization is a nonprofit 501(c) organization with a group ruling, and 2. the charter or letter from your parent organization recognizing your organization as a subordinate. GAMBLING PREMISES INFORMATION Name of premises where the gambling event will be conducted (for raffles, list the site where the drawing will take place): Address(do not use P.O. box): S �U City or A Township: Uf Z&iGx ���1�r/eff Zip: t D�Y County: sA/, V, Date(s) of activity (for raffles, indicate the date of the drawing): Check each type of gambling activity that your organization will conduct: ❑Bingo* ❑Paddlewheels* ❑Pull-Tabs* ❑Tipboards* Raffle (total value of raffle prizes awarded for the calendar year:Leag $ ) * Gambling equipment for bingo paper, paddlewheels, pull-tabs,and tipboards must be obtained from a distributor licensed by the Minnesota Gambling Control Board. EXCEPTION: Bingo hard cards and bingo number selection devices may be borrowed from another organization authorized to conduct bingo. To find a licensed distributor,go to www.mn.gov/gcb and click on Distributors under List of Licensees,or call 651-539-1900. Page 25 of 88 5/15 LG220 Application for Exempt Permit Page 2of2 LOCAL UNIT OF GOVERNMENT ACKNOWLEDGMENT (required before submitting application to the Minnesota Gambling Control Board) CITY APPROVAL COUNTY APPROVAL for a gambling premises for a gambling premises located within city limits located in a township The application is acknowledged with no waiting period. The application is acknowledged with no waiting period. The application is acknowledged with a 30-day waiting The application is acknowledged with a 30-day waiting period, and allows the Board to issue a permit after 30 days period,and allows the Board to issue a permit after (60 days for a 1st class city). 30 days. The application is denied. The application is denied. Print City ' ; Print County "d n Signature of City Personnel: Signature of County Personnel: Title: Date: Title: Date: TOWNSHIP (if required by the county) On behalf of the township,I acknowledge that the organization is applying for exempted gambling activity within the township The city or county must sign before limits. (A township has no statutory authority to approve or submitting application to the deny an application, per Minn. Statutes, section 349.213.) Gambling Control Board. Print Township Name: Signature of Township Officer: Title: Date: CHIEF EXECUTIVE OFFICER'S SIGNATURE (required) The information provided in this application is complete and accurate to the best of my knowledge. I acknowledge that the financial report will be completed and returned tote Boar within d ofth event date. Chief Executive Officer's Signature: '� Date: _ ( ature must be CEVs signature;designee may not sign) Print Name: Xf IleG, C REQUIREMENTS MAIL APPLICATION AND ATTACHMENTS Complete a separate application for: Mall application with: • all gambling conducted on two or more consecutive days,or a copy of your proof of nonprofit status, and • all gambling conducted on one day. application fee(non-refundable). If the application is Only one application is required if one or more raffle drawings are postmarked or received 30 days or more before the event, conducted on the same day. the application fee is$100; otherwise the fee is$150. Financial report to be completed within 30 days after the Make check payable to State of Minnesota. gambling activity is done: To: Minnesota Gambling Control Board A financial report form will be mailed with your permit. Complete 1711 West County Road B,Suite 300 South and return the financial report form to the Gambling Control Roseville, MN 55113 Board. Questions? Your organization must keep all exempt records and reports for Call the Licensing Section of the Gambling Control Board at 3-1/2 years(Minn. Statutes,section 349.166,subd. 2(f)). 651-539-1900. Data privacy notice: The information requested application. Your organization's name and ment of Public Safety;Attorney General; on this form(and any attachments)will be used address will be public information when received Commissioners of Administration,Minnesota by the Gambling Control Board(Board)to by the Board. All other Information provided will Management&Budget,and Revenue; Legislative determine your organization's qualifications to be private data about your organization until the Auditor,national and international gambling be involved In lawful gambling activities in Board issues the permit. When the Board issues regulatory agencies;anyone pursuant to court Minnesota. Your organization has the right to the permit,all information provided will become order; other individuals and agencies specifically refuse to supply the information; however, if public. If the Board does not issue a permit,all authorized by state or federal law to have access your organization refuses to supply this information provided remains private,with the to the Information; individuals and agencies for information,the Board may not be able to exception of your organization's name and which law or legal order authorizes a new use or determine your organization's qualifications and, address which will remain public. Private data sharing of information after this notice was as a consequence,may refuse to Issue a permit. about your organization are available to Board given;and anyone with your written consent. If your organization supplies the information members,Board staff whose work requires requested,the Board will be able to process the access to the information; Minnesota's Depart- This form will be made available in alternative format(i.e. large print, braille) upon request. An Equal opportunity Employer Page 26 of 88 Oak Park Heights Request for Council Action Meeting Date August 15, 2016 Time Required: 1 Min Agenda Item Title: Approve Non-budgeted Fund Transfers Placement: Consent Originating Department/Requestor Finance-Betty Caruso, Finance Director Requester's Signature - Action Requested Approve transfer of funds from the General Fund to the Budgeted Projects Fund for total of$56,108 ( $54187 Street- Mill and Overlay, $1,921 Police Donations). Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In 2015 the city received a Small Cities Assistance of$54,187. This money was restricted for use on street maintenance or construction. The transfer of the funds to the Citie's Budgeted Projects Fund (401) and added to the Mill and Overlay balance would assure compliance with this restriction. In addition to this transfer, I have reviewed the Police Donations in the Budgeted Projects Fund with the Chief and found that some of the police donations and expenditures were accounted for in the General Fund. The unspent balance of donations in the General Fund is $1,921. It would be easier to account for the funds if they were consistently accounted for in the Budgeted Projects Fund. Therefore I am requesting that the remaining balance of$1921 be transferred to Fund 401- Budgeted Projects. Page 27 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 28 of 88 Oak Park Heights Request for Council Action Meeting Date: Monday August 15,2616 Agenda Item : Perkins Ave Storm Sewer Extension Time Req. 1 Minute Agenda Placement: Consent Originating Department/Requestor: biic Works Apdy Keglgy,Public Works Director Requester's Signature Action Requested: Authorize an Jxpenditure of$11,495 to correct drainage and erosion issues Background/Justification(PleaseIndicate any previous action has been taken or if other public bodies'have'been advised). See attached memo. Page 29 of 88 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 paten 8/11/16 Re: Perkins Ave Storm Sewer Extension for Erosion Correction In the spring of 2016 a resident notified the City of slow drainage and erosion at the terminating end of a storm sewer pipe on Perkins Ave in a City owned drainage and utility easement. To fix the drainage and erosion issue, staff obtained quotes to extend the storm sewer pipe approximately 75 ft.to carry the storm water beyond flat ground and add rip rap at the outlet.Miller Exc. and Bell Trucking submitted quotes to complete the work: Miller Excavating $11,495 Bell Trucking $14,050 Understandably,Miller has scheduling conflicts until after Labor Day,but will honor the quote for$11,495. The erosion problem needs to be addressed,but it can be corrected in September. Funding for the proposed work could be paid from the storm sewer utility fund(estimated $170,000 balance). I recommend that Council authorize staffto proceed with the project to correct the erosion issue in the City's drainage and utility easement and award the work to Miller Excavating for $11,495. Page 30 of 88 c N V c c 6 ~ 1 ~ _ Ol n 3! 0ti n CLO -0g D a y 3 FA 0 D W p n z H Q _ (D � � N m �. 0 70 z -p N C m CA 0 av, m M 70 m CA 0 rn C = - 3 O z $ o '° Q UQ N p� Ooo � Q O G 40 (� {o 1 o ..o. $ �y fA 30► i* N N W N O NO O O O O $ 00 � r .tea -W 4*9 40 W 4A 4A �1 0� U 10 U N O O 40�O cn O O O O 8 O O w Page 31 of 88 Bell's Trucking Inc Estimate P.O.Box 775 Stillwater,MN 55082 Date Estimate# 7/7/2016 6931 Customer City of Oak Park Heights 14168 Oak Park Blvd North P.O.Box 2007 Oak Park Heighs,MN 55082 Project Perkins Ave Storm Sewer Description QtY Rate Total Remove existing FES.Install 75 feet of 15"RCP.Install type II 14,050,00 14,050.00 fabric.Place 40 yards rip rap.Fill old retaining area 20 yards black dirt Hydro seed area. Total $14,050.00 Page 32 of 88 wr.�iw'w � D1011�f17U$Y10�3a1�i115YIQL 4 t �}� V1OS9NNIW'UHOGH)1SVd)1VO40AL0 B U ® I ! r s fill 8 ay 'IIIi 8. 1S NV IH Oe 0 �ewa R 3 Z w,s�wowr Gm: R LU 8, hZ Z > ,Q w N .= fdowmv Ms E R Page 33 of 88 > �,♦..- } is r v N d yy , I r h a , AV a;r y 6 x,''. m� ` Ile c ,4 � r #� � r' Via•°.'' Pi� edt � �.� � r2• rw � � �_ ,y r 21 re �{ ...r7�,��'^ ,'fi•, •wry ��' � ��,�'"�, Pr. �.ey �S r�'y � �"d e.Y ^ k� "� I !r^�*)�.�p(,�.�":.:�.p 1. � � Y 1•r d� . . .�r,.�.Awa,• �i° a��ami .: :p.r,, w a �,a � i ' t L 77 a rINA, d ti c ,c �� ►�� _ 9 eM - ✓^ - rC.ti r: f�'•'ry+��,r 't���i�y���Y �°�� k •``* ems,. � , � w"f� •/�, 4 �a ���� '��.+ �„A r� �''3,1r�f'�L@ i��'q 4 4 A� M1 i i ;if lri`irs. •e. a 17 fit" - �`� ;� ��`r irate 3.�7t. ar,� ��.'� �'� ' a �•.� N ° L i It 9 � � .jA 7,� • N,•� �• r. , l 4 f �Y ►. .. Vii; •'S -. I vi G�� � a r��y- 1. y I� y 5 .*f. ^"� dye i ��t�1 Yr �wY��1.� '. ! - •1 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 36 of 88 Oak Park Heights Request for Council Action Meeting Date Aagust 15 2016 Time Required: I Minute Agenda Item Title: _Approve__Pay request#9 FINAL_Hardrives-in the Amount of $74,804.63. Agenda Placement Consent Originating Department/Requestor Betty Caruso, Finance Director._ Requester's Signature ______________ _.._____________________________________________________________________ Action Requested Approve Pay request#9 Final—Hardrives—in the Amount of$74,804.63. Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): See enclosed from the City Engineer As noted in Lee Mann's letter dated August 12, 2016,the total contract with change orders was $3,415,116.70. The final construction amount was $3,268,382.95. This is $119,348.71 less than the original contract and $146,733.75 less than the final contract with change orders. The city also has reduced the final payment $93,501.74 due to $93,000 of liquidated damages and $501.74 of a damage claim. Page 37 of 88 Stantec Consulting Services Inc. 2335 Highway 36 West St.Paul MN 55113 Tel:(651) 636-4600 Stantec Fax: (651)636-1311 August 12, 2oi6 File: 193801994 Eric Johnson,City Administrator City of Oak Park Heights 14168 Oak Park Blvd.N.,P.O. Box 2007 Oak Park Heights,MN 55082-2007 Reference: 2oi4 Street Reconstruction Project—Final Payment Dear Eric, Enclosed find the final pay request and the IC-134 forms for the 2014 Street Reconstruction project.The contractor,Hardrives,Inc.,has completed this work in accordance with the contract plans and specifications;therefore,it is recommended that final payment of$74,804.63 is made and the City of Oak Park Heights accepts the project. The Original Contract Amount as indicated on the Contractor's Request for Payment is $3,387,731.66.The contract included two change orders in the total amount of$27,385.04, resulting in a revised contract amount of$3,415,116.70.These change orders included changed watermain and sanitary sewer work. The Final Construction Amount is$3,268,382.95,which is $119,348.71 less than the Original Contract Amount.The under run was primarily due to less rock excavation required than was anticipated to complete the project and other minor underruns. Actual payment to the contractor is reduced by$93,501.74 due to the imposition of liquidated damages and a damage claim. If you have any questions please do not hesitate to contact me. Sincerely, STANTEC CONSULTING SERVICES INC. OY4071 �;I ._ Lee M. Mann,P.E. City Engineer Phone: 651-604-4850 lee.mann@stantec.com cc: file Lucas Miller,Stantec Design with commur Page 38 of 88 Owner: City of Oak Park Heights,P.O.Box 2007,Stillwater,MN 55082 Date: August 9,2016 ®Starttec For Period: 4/25/2015 to 8/9/2016 Request No: 9/FINAL Contractor: Hardrives,Inc.,14475 Quiram Dr.,Rogers,MN 55374 CONTRACTOR'S REQUEST FOR PAYMENT 2014 STREET RECONSTRUCTION STANTEC PROJECT NO. 193801994 SUMMARY 1 Original Contract Amount $ 3,387,731.66 2 Change Order-Addition $ 27,385.04 3 Change Order-Deduction $ 0.00 4 Revised Contract Amount $ 3,415,1 16.70 5 Value Completed to Date $ 3,268,382.95 6 Material on Hand $ 0.00 7 Amount Earned $ 3,268,382.95 8 Less Retainage 0% $ _.I I I- 9 Subtotal $ �3,268,382.95 10 Less Amount Paid Previously $ 3,100,076.58 11 Liquidated damages-@$1500 per day for 62 days $ 93,000.00 12 Deduct for Damage Claim $ 501.74 13 AMOUNT DUE THIS REQUEST FOR PAYMENT NO. 9/FINAL $ 74,804.63 Recommended for Approval by: STANTEC Approved by Contractor: Approved by Owner: HARDRIVES, INC. CITY OF OAK PARK HEIGHTS Specified Contract Completion Date: Date: 1938 D1994REWI NAL.A s m Page 39 of 88 Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date PART 1 -STREETS 1 MOBILIZATION LS 134263.29 1 $134,263.29 2 TRAFFIC CONTROL LS 5882.43 1 $5,882.43 3 TEMPORARY MAIL LS 1 4812.90 1.15 $5,534.84 4 INLET PROTECTION EA 34 69.52 73 $5,074.96 5 SILT FENCE,TYPE MACHINE SLICED LF 1400 2.04 555 $1,132.20 6 REMOVE LANDSCAPING LS 1 5347.67 1 $5,347.67 7 REMOVE SIGN EA 50 32.09 8 $256.72 8 REMOVE STREET SIGNS EA ?1 53.48 26 $1,390.48 9 SALVAGE AND REINSTALL SIGN EA 55 64.17 33 $2,117.61 10 REMOVE TREE EA 45 320.86 87 $27,914.82 11 REMOVE RETAINING WALL LS 1 3208.60 $3,208.60 12 REMOVE BOLLARDS LS 1 1497.35 1 $1,497.35 13 CLEARING AND GRUBBING,INCLUDING LARGE STUMP REMOVAL LS 1 6951.97 $6,951.97 14 REMOVE BITUMINOUS PAVEMENT SY 41300 1.39 40157.7 $55,819.20 15 SAWING BITUMINOUS PAVEMENT-STREET LF 720 2.26 430.34 $972.57 16 REMOVE CONCRETE CURB 8,GUTTER LF 8480 1.87 7297 $13,645.39 17 REMOVE BITUMINOUS DRIVEWAY PAVEMENT SY 2100 3.21 3451.52 $11,079.38 18 REMOVE CONCRETE DRIVEWAY PAVEMENT SY 480 3.21 814.31 $2,613.94 19 REMOVE CONCRETE WALK SF 1000 0.53 117.67 $62.37 20 REMOVE GRAVEL DRIVEWAY SY 260 1.07 173.19 $185.31 21 COMMON EXCAVATION (P) CY 22270 7.78 22270 $173,260.60 22 SUBGRADE EXCAVATION (CV) CY 4800 7.78 2691.18 $20,937.38 23 AGGREGATE BASE,CLASS 5 TN 24900 7.91 19736.51 $156,115.79 24 SELECT GRANULAR BORROW(MODIFIED) TN 9500 6.95 4892.94 $34,005.93 25 4'PVC PERFORATED DRAIN TILE,WITH COARSE FILTER AGGREGATE AND FILTER FABRIC LF 2500 4.76 1820 $8,663.20 26 BITUMINOUS MATERIAL FOR TACK COAT GAL 1775 2.52 1985 $5,002.20 27 TYPE SP 12.5 NON-WEARING COURSE MIXTURE(2,B) TN 3220 62.00 3362.29 $208,461.98 28 TYPE SP 12.5 WEARING COURSE MIXTURE(2,C) TN 3220 71.00 3115.64 $221,210.44 29 TYPE SP 9.5 BITUMINOUS MIXTURE FOR DRIVEWAYS(2,B) TN 365 145.00 827.65 $120,009.25 30 TYPE SP 9.5 BITUMINOUS MIXTURE FOR TRAIL(2,B) TN 60 75.00 69.91 $5,243.25 31 6"CONCRETE DRIVEWAY SF 3050 5.29 1576.7 6652.8 $35,193.31 32 B618 CONCRETE CURB AND GUTTER LF 1480 9.89 1443 $14,271.27 33 SURMOUNTABLE CONCRETE CURB AND GUTTER LF 23980 9.14 23333.86 $213,271.48 34 CONCRETE WALK SF 2000 4.76 378.32 1067.95 $5,083.44 35 CONCRETE PEDESTRIAN RAMP SF 200 5.29 545.11 $2,883.63 36 TRUNCATED DOME SURFACE SF 60 32.09 64 $2,053.76 37 SEEDING,INCLUDING SEED,FERTILIZER,AND WOOD FIBER BLANKET SY 900 2.37 1494.51 $3,541.99 38 HYDROSEED WITH MULCH SY 28600 1.08 34247 $36,986.76 39 SELECT TOPSOIL BORROW CY 1570 19.04 2645.5 $50,370.32 40 SIGN PANELS SF 58 37.43 56.5 $2,114.80 41 STREET NAME BLADE SIGNS EA 21 336.90 19 $6,401.10 42 12"SOLID WHITE STOP BAR LF 215 6.42 $0.00 43 STREET SWEEPER (WITH PICKUP BROOM) HR 115 151.14 25.25 $3,816.29 TOTAL PART 1 -STREETS $1,613,849.26 PART 2-WATERMAIN 44 TEMPORARY WATER SERVICE LS 15508.24 $15,508.24 45 REMOVE WATERMAIN LF 7150 5.88 6017 $35,379.96 46 ABANDON WATERMAIN LF 950 12.30 1750 $21,525.00 47 REMOVE WATER SERVICE LF 2425 2.67 1599.7 $4,271.20 48 REMOVE HYDRANT EA 14 213.91 18 $3,850.38 49 REMOVE VALVE AND BOX EA 31 106.95 16 $1,711.20 50 ROCK EXCAVATION-WEATHERED CY 60 106.95 $0.00 51 ROCK EXCAVATION-HARD CY 30 133.69 $0.00 52 SAND CUSHION LF 700 2.67 $0.00 53 IMPROVED PIPE FOUNDATION LF 815 3.74 $0.00 193801994REQ9FIMALAGM Page 40 of 88 Contract Unit Current Quantify Amount No. Item Unit Quantity Price Quantlty to Date to Date 54 CONNECT TO EXISTING WATERMAIN EA 11 962.58 9 $8,663.22 55 6"DIP WATERMAIN,CLASS 52 LF 6010 35.83 5308 $190,185.64 56 S"DIP WATERMAIN,CLASS 52 LF 2840 42.78 2691 $115,120.98 57 DIRECTIONAL DRILL 6"PVC,C900 WATERMAIN, INCLUDING DUAL TRACER WIRE LF 620 55.62 1548.94 $86,152.04 58 6"GATE VALVE AND BOX EA 38 1229.96 39 $47,968.44 59 8"GATE VALVE AND BOX EA 9 1657.78 10.27 $17,025.40 60 WATERMAIN OFFSET-6" EA 4 3369.03 $0.00 61 WATERMAIN OFFSET-8" EA 3 3957.27 $0.00 62 HYDRANT EA 21 3689.89 21 $77,487.69 63 ADJUST HYDRANT EA 5 732.63 2 $1,465.26 64 DUCTILE IRON FITTINGS LB 4160 7.33 3433 $25,163.89 65 INSULATION-4"THICK SY 240 45.46 106.7 $4,850.58 66 1"CORPORATION STOP EA 99 197.86 96 $18,994.56 67 1"CURB STOP AND BOX EA 99 315.51 96 $30,288.96 68 1"TYPE"K"COPPER PIPE LF 2750 26.36 2410.2 $63,532.87 69 2"CORPORATION STOP EA 2 481.29 4 $1,925.16 70 2"CURB STOP AND BOX EA 2 641.72 4 $2,566.88 71 2"TYPE"K"COPPER PIPE LF 130 35.83 187 $6,700.21 72 CONNECT TO EXISTING WATER SERVICE EA 92 267.38 92 $24,598.96 73 DIRECTIONAL DRILL 1"COPPER WATER SERVICE LF 500 49.20 602 $29,618.40 74 WATER SERVICE CONNECTION INSIDE HOME EA 8 1604.30 6 $9,625.80 75 REPLACE WATER METER EA 8 855.63 6 $5,133.78 TOTAL PART 2-WATERMAIN $849,314.71 PART 3-SANITARY SEWER 76 REMOVE SANITARY SEWER CASTING AND RINGS EA 50 101.61 48 $4,877.28 77 REMOVE SANITARY SEWER PIPE LF 380 5.35 381.78 $2,042.52 78 ABANDON SANITARY MANHOLE EA 3 625.68 1 $625.68 79 ABANDON SANITARY SEWER PIPE LF 200 13.37 115 $1,537.55 80 BULKHEAD SANITARY SEWER PIPE EA 1 481.29 1 $481.29 81 REMOVE SANITARY MANHOLE EA 22 588.24 20 $11,764.80 82 8"PVC SANITARY SEWER PIPE-SDR 26 LF 215 32.35 215.33 $6,965.93 83 10"PVC SANITARY SEWER PIPE-SDR 26 LF 190 35.46 164.65 $5,838.49 84 CONNECT TO EXISTING SANITARY SEWER PIPE EA 39 855.63 31 $26,524.53 85 8"X4"PVC WYE EA 9 278.08 8 $2,224.64 86 4"PVC SANITARY SEWER SERVICE PIPE LF 310 25.88 253 $6,547.64 87 CONNECT TO EXISTING SEWER SERVICE EA 9 336.90 8 $2,695.20 88 IMPROVED PIPE FOUNDATION LF 70 4.28 335 $1,433.80 89 4'DIAMETER SANITARY SEWER MH EA 23 4545.52 19.51 $88,683.10 90 4'DIAMETER SANITARY SEWER MH WITH OUTSIDE DROP EA 1 10240.78 1 $10,240.78 91 SANITARY MANHOLE OVERDEPTH LF 77 294.12 60.05 $17,661.91 92 FURNISH &INSTALL NEW SANITARY MH CASTING AND RINGS EA 26 641.72 30.26 $19,418.45 93 SEWER REHABILITATION WITH CIPP,8" LF 1580 28.23 1580 $44,603.40 94 SEWER REHABILITATION WITH CIPP,9" LF 1574 26.60 1469 $39,075.40 TOTAL PART 3-SANITARY SEWER $293,242.38 PART 4-STORM SEWER 95 REMOVE STORM SEWER CASTING AND RINGS EA 41 101.61 36 $3,657.96 96 REMOVE STORM SEWER MH OR CATCH BASIN EA 29 374.34 25 $9,358.50 97 REMOVE STORM SEWER PIPE LF 647 12.30 751.5 $9,243.45 98 17'RCP STORM SEWER,CL 5 LF 800 26.74 783 $20,937.42 99 15"RCP STORM SEWER,CL 5 LF 1065 28.34 1150 $32,591.00 100 18"RCP STORM SEWER,CL 5 LF 1590 31.82 1528.5 $48,636.87 101 21"RCP STORM SEWER,CL 4 LF 95 37.27 70 $2,608.90 102 24"RCP STORM SEWER,CL 4 LF 70 42.25 88 $3,718.00 103 4'DIAMETER STORM SEWER MH OR CBMH EA 44 1871.68 38.00 $71,123.84 104 5'DIAMETER STORM SEWER MH OR CBMH EA 2 2085.59 3 $6,256.77 105 6'DIAMETER STORM SEWER MH OR CBMH EA 2 2780.79 2 $5,561.58 193601994REQ9FINALASM Page 41 of 88 Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 106 2'x3 CATCH BASIN EA 32 1764.73 30 $52,941.90 107 18"RCP FLARED END SECTION EA 1 561.51 0.98 $550.28 108 24"RCP FLARED END SECTION EA 1 802.15 1 $802.15 109 FURNISH&INSTALL NEW STORM SEWER CASTINGS-MH EA 6 727.28 5 $3,636.40 110 FURNISH 8,INSTALL NEW STORM SEWER CASTINGS-CB EA 6 828.89 7 $5,802.23 111 CONNECT TO EXISTING STORM SEWER PIPE EA 18 411.77 14 $5,764.78 112 CONNECT TO EXISTING STORM STRUCTURE EA 7 614,98 9 $5,534.82 113 CONNECT TO STRUCTURE(DRAINTILE) EA 92 315.51 92 $29,026.92 114 DRAINAGE SWALE GRADING LS 2 1283.44 2.24 $2,874.91 115 CLASS Ill RIP RAP CY 30 77.01 15.56 $1,198.28 TOTAL PART 4-STORM SEWER $321,826.95 PART 5-STAGECOACH TRAIL NORTH-WATERMAIN IMPROVEMENTS 116 TEMPORARY WATER SERVICE-STAGECOACH TRAIL WATERMAIN IMPROVEMENTS LS 1 1336.92 1 $1,336.92 117 TRAFFIC CONTROL-STAGECOACH TRAIL WATERMAIN IMPROVEMENTS LS 1 3101.65 1 $3,101.65 118 REMOVE BITUMINOUS PAVEMENT SY 2000 1.39 1719 $2,389.41 119 SALVAGE AND REINSTALL AGGREGATE BASE SY 2000 1.39 1719 $2,389.41 120 AGGREGATE BASE,CLASS 5 TN 250 8.98 574.31 $5,157.30 121 REMOVE WATERMAIN LF 1025 5.88 497 $2,922.36 122 ABANDON WATERMAIN LF 930 12.46 1180 $14,702.80 123 REMOVE WATER SERVICE LF 200 2.67 $0.00 124 REMOVE HYDRANT EA 4 213.91 $0.00 125 ABANDON HYDRANT EA 2 213.91 3 $641.73 126 REMOVE VALVE AND BOX EA 7 106.95 2 $213.90 127 ROCK EXCAVATION-WEATHERED CY 20 106.95 $0.00 128 ROCK EXCAVATION-HARD CY 20 133.69 $0.00 129 SAND CUSHION LF 200 2.67 $0.00 130 IMPROVED PIPE FOUNDATION LF 40 3.74 $0.00 131 CONNECT TO EXISTING WATERMAIN EA 2 962.58 2 $1,925.16 132 6"DIP WATERMAIN,CLASS 52 LF 330 35.83 109.4 $3,919.80 133 8"DIP WATERMAIN,CLASS 52 LF 720 42.78 560 $23,956.80 134 6"GATE VALVE AND BOX EA 4 1229.96 2 $2,459.92 135 8"GATE VALVE AND BOX EA 1 1657.78 1 $1,657.78 136 HYDRANT EA 2 3689.89 1 $3,689.89 137 ADJUST HYDRANT EA 1 732.63 $0.00 138 DUCTILE IRON FITTINGS LB 500 7.33 379 $2,778.07 139 INSULATION-4"THICK SY 0 50.00 16 $800.00 140 1"CORPORATION STOP EA 5 197.86 5 $989.30 141 l"CURB STOP AND BOX EA 5 315.51 5 $1,577.55 142 1"TYPE"K"COPPER PIPE LF 225 26.47 7 $185.29 143 CONNECT TO EXISTING WATER SERVICE EA 5 267.38 5 $1,336.90 144 SEWER REHABILITATION WITH CIPP,9" LF 400 26.60 400 $10,640.00 TOTAL PART 5-STAGECOACH TRAIL NORTH- $88,771.95 WATERMAIN IMPROVEMENTS ALTERNATE T -VALLEY VIEW PARK ENTRANCE ROAD 145 MOBILIZATION LS 1 3000.00 1 $3,000.00 146 TRAFFIC CONTROL LS 1 534.77 1 $534.77 147 REMOVE STORM SEWER LF 160 12.30 186 $2,287.80 148 RECLAIM BITUMINOUS PAVEMENT SY 4801 1.18 5062.25 $5,973.46 149 SAWING BITUMINOUS PAVEMENT-STREET LF 115 2.66 103 $273.98 150 AGGREGATE BASE,CLASS 5 TN 650 8.56 122.79 $1,051.08 151 BITUMINOUS MATERIAL FOR TACK COAT GAL 275 2.25 200 $450.00 152 TYPE SP 12.5 NON-WEARING COURSE MIXTURE(2,B) TN 410 61.00 459.87 $28,052.07 153 TYPE SP 12.5 WEARING COURSE MIXTURE(2,C) TN 410 71.00 432.75 $30,725.25 154 15"RCP STORM SEWER,CL 5 LF 70 28.34 64 $1,813.76 155 18"RCP STORM SEWER,CL 5 LF 30 31.82 48 $1,527.36 156 21"RCP STORM SEWER,CL 4 LF 60 37.27 60 $2,236.20 193801994REQ9FINALAGM Page 42 of 88 Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date 157 15"RCP FLARED END SECTION EA 2 550.81 2 $1,101.62 158 18"RCP FLARED END SECTION EA 2 561.51 2 $1,123.02 159 21"RCP FLARED END SECTION EA 2 614.98 2 $1,229.96 160 SEEDING,INCLUDING SEED,FERTILIZER,AND WOOD FIBER BLANKET SY 2500 1.52 $0.00 161 SELECT TOPSOIL BORROW CY 300 19.04 146.8 $2,795.07 162 SIGN PANELS SF 13 37.43 $0.00 163 12"SOLID WHITE STOP BAR LF 25 16.04 $0.00 164 STREET SWEEPER(WITH PICKUP BROOM) HR 5 151.14 $0.00 TOTAL ALTERNATE 1 -VALLEY VIEW PARK ENTRANCE ROAD $84,175.40 ALTERNATE 2-STAGECOACH TRAIL NORTH TO PERKINS AVENUE NORTH-WATERMAIN IMPROVEMENTS 165 MOBILIZATION LS 2540.00 $2,540.00 166 TRAFFIC CONTROL LS 534.77 $534.77 167 REMOVE TREE EA 3 320.86 2 $641.72 168 REMOVE WATERMAIN LF 250 5.88 196.5 $1,155.42 169 IMPROVED PIPE FOUNDATION LF 25 4.28 8 $34.24 170 6"DIP WATERMAIN,CLASS 52 LF 250 35.83 196.5 $7,040.60 171 DUCTILE IRON FITTINGS LB 200 7.33 96 $703.68 172 PATCH GRAVEL ACCESS/DRIVEWAY SY 315 3.74 67 $250.58 173 SEEDING,INCLUDING SEED,FERTILIZER,AND WOOD FIBER BLANKET SY 800 2.11 200 $422.00 174 HYDROSEED WITH MULCH SY 800 1.44 222.2 $319.97 175 SELECT TOPSOIL BORROW CY 150 19.04 186.94 $3,559.34 TOTAL ALTERNATE 2-STAGECOACH TRAIL NORTH TO PERKINS $17,202.31 AVENEU NORTH-WATERMAIN IMPROVEMENTS CHANGE ORDER NO.1 1 MOBILIZATION LS 1 1500.00 $0.00 2 6"DIP WATERMAIN,CLASS 52 LF 700 -35.83 $0.00 3 DIRECTIONAL DRILL LF 700 55.62 $0.00 TOTAL CHANGE ORDER NO. 1 $0.00 CHANGE ORDER NO.2 1 MOBILIZATION LS 1 1213.91 $0.00 2 SALVAGE SANITARY MANHOLE EA 1 1089.50 $0.00 3 8"PVC SANITARY SEWER PIPE-SDR 26 LF 100 66.00 $0.00 4 CONNECT TO EXISTING SANITARY SEWER PIPE EA 1 855.63 $0.00 5 8"X4"PVC WYE EA 2 278.08 $0.00 6 4"PVC SANITARY SEWER SERVICE PIPE LF 20 25.88 $0.00 7 CONNECT TO EXISTING SEWER SERVICE EA 2 336.90 $0.00 8 4'THICK INSULATION SY 50 45.46 $0.00 9 8"X4"PVC WYE EA 2 -278.08 $0.00 10 CONNECT TO EXISTING SEWER SERVICE EA 2 -336.90 $0.00 11 4"PVC SANITARY SEWER SERVICE PIPE LF 20 -25.88 $0.00 TOTAL CHANGE ORDER NO.2 $0.00 TOTAL PART 1 -STREETS $1,613,849.26 TOTAL PART 2-WATERMAIN $849,314.71 TOTAL PART 3-SANITARY SEWER $293,242.38 TOTAL PART 4-STORM SEWER $321,826.95 TOTAL PART 5-STAGECOACH TRAIL NORTH-WATERMAIN IMPROVEMENTS $88,771.95 TOTAL ALTERNATE 1 -VALLEY VIEW PARK ENTRANCE ROAD $84,175.40 TOTAL ALTERNATE 2-STAGECOACH TRAIL NORTH TO PERKINS AVENUE NORTH $17,202.31 WATERMAIN IMPROVEMENTS TOTAL CHANGE ORDER NO. 1 $0.00 TOTAL CHANGE ORDER NO.2 $0.00 TOTAL WORK COMPLETED TO DATE $3,268,382.95 193801994REQBFIWAL-Om Page 43 of 88 PROJECT PAYMENT STATUS OWNER CITY OF OAK PARK HEIGHTS STANTEC PROJECT NO. 193801994 CONTRACTOR HARDRIVES, INC. CHANGE ORDERS No. Date Description Amount 1 5/30/2014 This Change Order provides for adjustments to this $15,353.00 project.See Change Order. 2 8/18/2014 This Change Order provides for adjustments to this $12,032.04 project.See Change Order. Total Change Orders $27,385.04 PAYMENT SUMMARY No. From To Payment Retainage Completed 1 05/01/2014 05/30/2014 $346,667.81 $18,245.67 $364,913.49 2 06/03/2014 06/27/2014 $72,200.48 $22,045.70 $440,913.99 3 06/28/2014 08/19/2014 $547,109.46 $50,840.93 $1,016,818.69 4 08/20/2014 09/02/2014 $736,388.49 $89,598.22 $1,791,964.47 5 09/03/2014 09/27/2014 $562,865.36 $122,854.29 $2,457,085.90 6 09/28/2014 12/08/2014 $495,287.96 $61,418.77 $3,070,938.33 7 12/09/2014 03/20/2015 $160,752.16 $64,699.42 $3,234,971.14 8 03/21/2015 04/24/2015 $178,804.86 $65,164.83 $3,258,241.40 9/FINAL 04/25/2015 08/09/2016 $74,804.63 $3,268,382.95 Total Payment to Date $3,174,881.21 Original Contract $3,387,731.66 Retainage Pay No. 9/FINAL Change Orders $27,385.04 Liquidated Damages $93,000.00 Deduct for Damage Claim $501.74 Total Amount Earned $3,268,382.95 lRevised Contract j $3,415,116.70 Material on Hand 193801994RE09FINALASM Page 44 of 88 Oak Park Heights Request for Council Action Meeting Date July 26, 2016 Agenda Item Approve Resolution Accepting Donations for 2016 Party in the Park Time Req. 1 Agenda Placement New Business Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Resolution Background/Justification(Please indicate any previous action has been taken or if other public bodies have been advised). The City of Oak Park Heights received several donations for the 22nd Annual Party in the Park. Attached is a Resolution accepting the donations. In addition to the Oak Park Heights City Council, staff, Police Department, and summer park program, the following businesses/organizations participated in Party in the Park by setting up a booth for residents to obtain information,play a game, or participate in an activity: Artful Indulgence Bayport Fire Department Farrell's Extreme Bodyshaping Lakeview Hospital Mathnasium Minnesota Department of Corrections Pizza Ranch Stillwater Motors Warm World Child Care Washington County Attorney's Office Page 45 of 88 RESOLUTION 15-08-32 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY,MINNESOTA A RESOLUTION AUTHORIZING RECEIPT OF DONATIONS AND DIRECTING THE DONATIONS BE USED FOR PARTY IN THE PARK WHEREAS, the following donations were made to the City of Oak Park Heights for the Party in the Park: Anastasi Jellum, P.A.: $100.00 Donation Andersen Corporation: $250.00 Donation Artful Indulgence: Paint and Sip gift certificate for two for raffle Cover Park Manor: $100.00 Donation Croix Oil Company: Ten bags of ice for snow cone machine; five $10 gift cards for raffle Dahl-Tech, Inc.: $50.00 Donation Eckberg Lammers Law Firm: Four-pack of Twins tickets for raffle; eight cases of water for residents Farrell's Extreme Body Shaping: Gift basket for raffle First State Bank & Trust: $100 donation Fred's Tire: Two $30 gift certificate for raffle Joseph's Family Restaurant: Five $10 gift cards for raffle Kowalski's: Pasta gift basket for raffle Lake Area Bank: Golf gift basket for raffle Liquor Time: Ten bags of ice for snow cone machine Menards: Grilling tools and camping lantern for raffle McDonalds: Ten gift certificates for raffle Page 46 of 88 Party on Stillwater: Table rental for under tent Pizza Man: $100.00 Donation; four$20 gift certificates for raffle Phil's Tara Hideaway: $100.00 Donation; $50 gift certificate for raffle Pony Express: Two express wash gift certificates for raffle Regis Hair Salon: Gift bag of hair products for raffle Shear Hair: $50.00 Donation Sport Clips: Hair product and gift certificate for raffle St. Croix Cleaners: Two $40 gift certificates for raffle WHEREAS,the City of Oak Park Heights is grateful for the donations. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Oak Park Heights shall accept the donations and that the City is authorized to use the donations for the Party in the Park. Passed by the City Council of Oak Park Heights this 15th day of August, 2016. Mary McComber ATTEST: Mayor Eric A. Johnson City Administrator Page 47 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 48 of 88 Oak Park Heights Request for Council Action Meeting Date August 15a`, 2016 Time Required: 1 Minutes Agenda Item Title; Set Date and Aptam Notice for Assessment Public Hearing—64t" 65" and Ozark Ave. Streets aM Improvements. Agenda Placement New Busine Originating Department/Re est X* Johnson. Ci Administrator Requester's Signature � 41-110, Action Requested General Discussion Background/Justification ease indicate if any previous action has been taken or if other public bodies have advised): The City is required to hold an ASSESSMENT HEARING regarding the planned assessments slated for the Street reconstruction project elements on 64*,651 and Ozark Ave. These are the streets and elements the City is collectively performing with the City of Stillwater. Attached is a resolution that calls for such an Assessment Hearing to be held on October 1^2016. Two items to note: 1. The City is not required to pass a resolution to call for this hearing,however it establishes a more transparent process.The City would provide subsequent notices to all impacted parries with a detailed cost for their assessment. 2. The City held its Improvement Hearing on this project in 2013 and ordered such improvements in Resolution 13-11-16 and requires them to be completed by 12/31/16.This resolution is enclosed. Page 49 of 88 RESOLUTION CALLING A HEARING ON ASSESSMENTS FOR STREET AND UTILTIY IMPROVEMENTS WHEREAS,the City Clerk,with the assistance of the City consulting engineer, has prepared an assessment roll for the Street and Utility Improvements being various street full reconstruction projects,including the installation of concrete curbing, and associated storm water infiastructure improvement and replacement(collectively,the "Improvements'),in and along portions of the following streets 64th Street, 65th Street and Ozark Avenue North, (collectively,the"Assessment Area"and further defined as shown on the map included herein and as defined in the Feasibility report dated October 2013 and as approved within the Improvement Hearings actions as found in City. Resolution 15-04-24);and, said proposed assessment roll shall be on file with the City Clerk and open to public inspection; (Map Depicting Assessment Area) -_--�--�- kx'^l r'IT VOL9 NOW THEREFORE,BE IT RESOLVED by the City Council of the City of Oak Park Heights,Minnesota, as follows: 1. The Clerk shall publish notice that this Council will meet to consider the proposed assessments on October 13th,2016 ,at 7:00 o'clock P.M.in the City Hall of said City of Oak Park Heights,Minnesota. The published notice shall be is substantially the form set forth on Exhibit A attached hereto. Page 50 of 88 2. A copy of the notice in substantially the form set forth in Exhibit B attached hereto shall be mailed to the owners of each parcel of property described in the assessment roll. 3. Said notice attached as Exhibit A hereto shall be published by the City Clerk in the official newspaper at least two weeks prior to the hearing and the notice attached hereto as Exhibit B shall be mailed by the Clerk to the owners of each parcel described in the assessment roll. 4. If the adopted assessment differs from the proposed assessment as to any particular lot,piece or parcel of land,the Clerk shall mail to the owner a notice stating the amount of the adopted assessment. Owners must also be notified by mail of any changes adopted by the Council in interest rates or prepayment requirements from those contained in the mailed notice of the proposed assessment. 5. An owner may appeal an assessment to district court pursuant to Minnesota Statutes, Section 429.081, by serving notice of the appeal upon the Mayor or City Administrator within 30 days after the adoption of the assessment. The notice must also be filed with the district court within ten days after service upon.the Mayor or the City Administrator, Under Minnesota St tes, Sections 435,193 to 435,195,the City may,at its discretion, defer the payment of assessments for any homestead property owned by a person(i)65 years of age or older or retired by virtue of a permanent and total disability for whom it would be a hardship to make the payments, or (ii) who is a member of the Minnesota National Guard or other military reserves who is ordered into active military service, as defined by state law and as stated in the person's military orders, for whom it would be a hardship to make the payments. The notice of p>;Nic hearing mwiicd to afff-cMd property owners contains additional information which is individual to each property. ADOPTED by the City Council this th day of 2016. Mary McComber,Mayor ATTEST: Eric Johnson, City Administrator Page 51 of 88 EXHIBIT A NOTICE OF HEARING ON ASSESSMENTS FOR STREET AND UTILTIY IMPROVEMENTS TO WHOM IT MAY CONCERN: TIME AND PLACE: Notice is hereby given that the City Council of the City of Oak Park Heights,Minnesota, will meet in the City Hall in the City of Oak Park Heights,Minnesota,on the 13th day of October,2016 at 7:00 o'clock P.M.to consider objections to the proposed assessments for the Street and Utility Improvements heretofore ordered by the City Council. GENERAL NATURE OF IMPROVEMENTS: Water, Sanitary, Storm Water Utility Improvements and Street Improvements: including street surfaces and curb&gutter. ASSESSMENT ROLL OPEN The proposed assessment roll is on file with TO INSPECTION: the City Clerk and open to public inspection. AREA PROPOSED The area proposed to be assessed consists of TO BE ASSESSED: every lot,piece or parcel of land benefitted by said improvement, which has been- ordered, eenordered,made and is as follows: in the City of Oak Park Heights, Minnesota. TOTAL AMOUNT The total amount proposed to be assessed is OF PROPOSED $ ASSESSMENT- Page 52 of 88 WRITTEN OR ORAL OBJECTIONS: Written or oral objections will be considered at the hearing. RIGHT OF APPEAL: An owner of property to be assessed may appeal the assessment to the district court of Washington County pursuant to Minnesota Statutes, Section 429.081 by serving notice of the appeal upon the Mayor or Clerk of the City within 30 days after the adoption of the assessment and filing such notice with the district court within ten days after service upon the Mayor or Clerk. LIMITATION ON APPEAL: No appeal may be taken as to the amount of any assessment adopted by the City Council unless a written objection signed by the affected property owner is filed with the Clark-prior to the assessanont hearing or presented to the presiding officer at the hearing. All objections to the assessments not received at the assessment hearing in the manner prescribed by Minnesota Statutes, Section 429.061 are waived,unless the failure to object to the assessment hearing is due to a reasonable cause. DEFERMENT OF Under the provisions of Minnesota Statutes, ASSESSMENTS: Sections 435.193 to 435.195,the City may, at its discretion,defer the payment of assessments for any homestead property owned by a person 65 years of age or older for whom it would be a hardship to make the payments. MAILED NOTICE: The notice of this hearing mailed to property owners contains additional information. DATED: y 2016. BY ORDER OF THE CITY COUNCIL /s/ Eric Johnson, City Administrator Page 53 of 88 EXHIBIT B NOTICE OF HEARING ON ASSESSMENTS FOR STREET AND UTILTIY IMPROVEMENTS TO:[Specify owner, address and parcels] TIME AND PLACE Notice is hereby given that the City Council of the City of Oak Park Heights, Minnesota, will meet in the City Hall in the City of Oak park Heights,Minnesota, on the 13th day of October,2016 at 7:00 o'clock P.M.to consider objections to the proposed assessments for Strut and Utility Improvements heretofore ordered by the City Council. GENERAL NATURE OF IMPROVEMENTS: Water, Sanitary, Storm Water Utility Improvements and Street Improvements: including street surfaces and curb&gutter. ASSESSMENT ROLL OPEN TO INSPECTION: The proposed assessment roll is on file with the City Clerk and open to public inspection. AREA PROPOSED The area proposed to be assessed consists of TO BE ASSESSED: every lot,piece or parcel of land benefitted by said improvement,which has been ordered,made and is as follows: in the City of , Minnesota. Page 54 of 88 TOTAL AMOUNT OF The total amount proposed to be assessed is PROPOSED ASSESSMENT: $ WRITTEN OR ORAL OBJECTIONS: Written or oral objections will be considered at the hearing. RIGHT OF APPEAL: An owner of property to be assessed may appeal the assessment to the district court of Washington County pursuant to Minnesota Statutes, Section 429.081 by serving notice of the appeal upon the Mayor or Clerk of the City within 30 days after the adoption of the assessment and filing such notice with the district court within ten days after service upon the Mayor or Clerk. LIMITATION ON APPEAL: No appeal may be taken as to the amount of any assessment adopted by the City Council unless a written objection signed by the affected property owner is filed with the Clerk prior to the assessment hearing or presented to the presiding officer at the hearing. All objections to the assessments not received at the assessment hearing in the manner prescribed by Minnesota Statutes, Section 429.061 are waived,unless the failure to object to the assessment hearing is due to a reasonable cause. DEFERMENT OF Under the provisions of Minnesota Statutes, ASSESSMENTS: Sections 435.193 to 435.195,the City may, at its discretion,defer the payment of assessments for any homestead property owned by a person 65 years of age or older for whom it would be a hardship to make the payments. SPECIFIC AMOUNT TO BE ASSESSED: The amount to be specifically assessed against your particular lot,piece of parcel of land is$ Page 55 of 88 PREPAYMENT: You may prepay the entire assessment to the Treasurer of the City until the assessment roll is certified to the County Auditor; after certification to the County Auditor, prepayments of the entire amount remaining due may be made to the Treasurer at any time prior to November 15 of any year. NO PARTIAL PREPAYMENT The City Council has not authorized the partial prepayment of assessments prior to certification of the assessment or the first installment thereof to the County Auditor. PREPAYMENT WITHOUT INTEREST, OR WITH INTEREST TO END OF YEAR: No interest shall be charged if the entire assessment is paid within 30 days from the adoption of the assessment roll. At any time prior to November 15 of any year,the owner may prepay to the Treasurer the whole assessment remaining due with interest accrued to December 31 of the year in which the prepayment is made. INTEREST RATE: If the assessment is not prepaid within 30 days from the adoption of the assessment roll, interest will accrue on the assessment at the rate of %. Interest accrues from the date to be specified in the resolution levying the assessment,but not earlier than the date of such resolution. DATED- ,2016. BY ORDER OF THE CITY COUNCIL /s/ Eric Johnson, City Administrator Page 56 of 88 STATE OF MINNESOTA ) COUNTY OF WASHINGTON) ss CITY OF OAK PARK HEIGHTS ) I, the undersigned, being the duly qualified and acting City Administrator of the City of Oak Park Heights, Minnesota, DO HEREBY CERTIFY that I have carefully compared the attached and foregoing extract of minutes of a meeting of the City Council of said City held on the date therein indicated with the original thereof on file in my office, and the same is a full, true and complete transcript therefrom insofar as the same relates to a resolution calling a hearing on assessments for the Street and Utility Improvements of 2014 in the City. WITNESS my hand as such City Administrator and the seal of said City this day of 92016. Eric, Johnson, City Administrator (SEAL) Page 57 of 88 REVISED 11-6-13 RESOLUTION NO. 13-1 1-4 6 EXTRACT OF THE MINUTES OF MEETING OF THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS,WASHINGTON COUNTY,MINNESOTA HELD NOVEMBER 6,2013 Pursuant to due call and notice therefor,a special meeting of the City Council of the City of Oak Park Heights, Minnesota was duly held at the Oak Park Heights City Fall in said municipality on the 6th day of November,2013,at 7:00 p.m. The following members were present: Mayor McComber, Councilmembers Dougherty, Runk, and Swenson The following members were absent:Counci lmember Li lj egren Councilmember Runk _ introduced the following resolution and moved its adoption: RESOLUTION ORDERING IMPROVEMENTS TO VARIOUS AREAS WITHIN THE CITY OF OAK PARK HEIGHTS,MINNESOTA,AND AUTHORIZING THE PREPARATION OF PLANS AND SPECIFICATIONS FOR SUCH IMPROVEMENTS BE IT RESOLVED by the City Council (the "Council") of the City of Oak Park Heights, Minnesota(the"City"),as follows: WHEREAS, on October 8, 2013, the Council authorized the holding of a public hearing (the "Hearing") under Minnesota Statutes, Chapter 429, as amended (the "Act"), to discuss and consider various street full reconstruction projects, including the installation of concrete curbing, and associated storm water infrastructure improvement and replacement(collectively,the"Improvements"),in and along portions of the following streets: 56th Street Circle, 56th Street North, Upper 55th Street North, Ozark Avenue North, Oren Avenue, Omaha Avenue North, Olene Avenue North, Olinda Avenue North, 58th Street North,59th Street North,Osman Avenue North,Ozark Avenue North,Panama Avenue North,65th Street North, 64th Street North, Upper 63rd Street North, 63rd Street North, 62nd Street North, Paris Avenue North, Paul Avenue North, Upper 61st Street North, Peabody Avenue North, Peacan Avenue North, Peller Avenue North, Penrose Avenue North, Penfield Avenue North, 57th Street North, Upper 56th Street North,Hillman Street,and Perkins Avenue North(collectively,the"Assessment Area');and WHEREAS, also on October 8, 2013, the Council received a feasibility report on the Improvements from the City Engineer(the"Feasibility Report'),which report explored the feasibility and estimated costs to provide the Improvements under the Act;and WHEREAS, the estimated costs of the Improvements, as detailed in the Feasibility Report, is $6,261,412, and will be financed from a combination of available City revenues and tax-exempt general obligation improvement bonds;and WHEREAS, the City is additionally proposing to construct water main improvements and sanitary sewer improvements in the Assessment Area, but at this time these improvements are not proposed to be assessed to benefiting properties, nor will they be financed through general obligation improvement bands;so such improvements are not subject to the Hearing; and Page 58 of 88 WHEREAS, the Council has held neighborhood informational meetings throughout October, to give each neighborhood in the Assessment Area a summary of the Improvements, and the necessity of such Improvements to the general overall health of the City;and WHEREAS,ten days' mailed notice and two weeks' published notice of the Hearing was given, as required by the Act,and the Hearing was held on the date hereof,at which time all persons desiring to be heard were given an opportunity to be heard thereon;and WHEREAS, a reasonable estimate of the total amount to be assessed, and a description of the methodology used to calculate individual assessments for affected parcels within the Assessment Area, has been made available for the Hearing. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Oak Park Heights, Minnesota,as follows: 1. The Improvements are necessary, cost-effective and feasible as detailed in the Feasibility Report. Specifically, the Improvements are necessary to update the City's street infrastructure system, as many streets were originally constructed more than 40 years ago, and contain pavement that has been continually patched, overlaid, seal coated, and slurry sealed,but now is in need of full reconstruction. The repair of associated aging storm water infrastructure concurrently with the street reconstruction is additionally recommended for project efficiency. Finally,the Im rovements are feasible from an en Ir. dpoint. 2. The Improvements are hereby ordered. The Council shall let the contract for all or part o the Improvements, as authorized by Section 429.041, Subdivision 1 of the Act, no later than December 31,2016. 3. The port' a Im men o sociated n tructure are instituted under the Act, and this portion of the Improvements can be more economically completed if consolidated and joined as one project with the Improvements, as allowed pursuant to Minnesota Statutes, Section 435.56, as amended. Therefore, all subsequent proceedings under the Act related to the Improvements shall be conducted in all respects as if the various separate proceedings had originally been instituted as one proceeding. The actions of City staff and consultants to consolidate the storm water infrastructure portion of the Improvements with the remainder of the Improvements are approved and ratified. 4. The Improvements have no relationship to the City's Comprehensive Plan. 5. Stantec, the City's engineering firm, is hereby designated as the engineer for the Improvements. The City Engineer shall prepare plans and specifications for the making of such Improvements, which plans and specifications shall be placed on file at the City upon completion. 6. The Council declares its official intent to reimburse itself for all or a portion of the costs of the Improvements from the proceeds of tax-exempt bonds. The City has a reasonable expectation that it will issue one or more series of tax-exempt bonds in the estimated maximum principal amount of$3,000,000 to finance the Improvements, and the City will make reimbursement allocations with respect to such original expenditures for the Improvements from the proceeds of the Bonds. Page 59 of 88 This Resolution is adopted by the City Council of the City of Oak Park Heights, Minnesota,this 6th day of November,2013. r `Marry MdCom'6er,Mayor ATT T: Eric JF ,City Administrator Page 60 of 88 P.- - Oak Park Heights Request for Council Action Meeting Date August 151',2016 Time Required: 5 Minutes Agenda Item Title: Historic District Signage—Letter to MNDOT Agenda Placement New Business Originating Department/Requestor Chuck Dougherty,City Council Member Requester's Signature Action Requested General Discussion/possible action Background/Justification(Please indicate if any previous action has been taken or if other public bodies have advised): I would like the City Council to discuss and please consider the crafting of a letter to U NDOT that would advocate for the installation of HISTORIC DISTRICT signage on the St.Croix River Crossing. Please see the attached draft letter and request from the Convention and Visitors Bureau. Page 61 of 88 aow& Mir I 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 August 12,2016 Ms.Josie Taylor MNDOT- Metro-Signing Engineer X X X RE:Historic District Signage Dear Ms.Taylor: The City has received a request by the Stillwater/Oak Park Heights Visitors and Convention Bureau to support the installation of signage that would highlight a Historic District—generally lying in downtown Stillwater.Essentially such signage would appear as affixed to the top of the signs currently planned to be installed on the eastbound and westbound lanes of the St.Croix River Crossing or its approaches.Images below represent these concepts. Oak Park Heights is aware of the MNDOT signage policy generally precluding the placement of signage in one city to a facility in another city.Given these circumstances and the nature of the tourism and commercial partnership between the City of Oak Park Heights and the City of Stillwater this letter conveys our support for such limited signage and is something perhaps MNDOT might consider as a reasonable deviation from policy. 98b- 6-�r9. 1[4 I� DOWNTOWN u " I -� Stillwater e NEXT RIGHT X28A a 87.2 2B.— �ms 8 P Rai w 1.4 Samar,w",m a— YSSTCRIC G'STRCT'R GH 9&77;12.P Radia 2.0"Such,,Ma.m Cm 'OOWNfOWN°E Mad.'SW~E Mod;NM RIGHT'E Mad; Please let me know if you have any questions. Kind regards, Eric Johnson City Administrator Page 62 of 88 August 12, 2016 TO: Mayor Mary McComber Councilmember Mike Liljegren Councilmember Chuck Dougherty Councilmember Mike Runk Councilmember Mark Swenson City Administrator Eric Johnson FROM: Cory Buettner, Leo's Grill& Malt Shop Christie Rosckes,Stillwater/Oak Park Height Convention and Visitors Bureau RE: "Historic District" Brown Sign for the new St.Croix Crossing Bridge PROBLEM: The St. Croix River Crossing signage plan currently does NOT include a BROWN SIGN to direct travelers to Stillwater's Commercial Historic District. SOLUTION: We have recently found a possible solution after meeting with MNDOT.Together,we propose an additional brown sign stating'Historic District' be attached above the planned 'Downtown Stillwater'green exit sign (see Photo below). The signs would be installed for both eastbound and westbound exits to Stillwater.The signs are in the municipality boundaries of Oak Park Heights. We are requesting that Oak Park Heights draft a letter of support for the addition of the Brown Sign. Our contacts at MNDOT are: Josie Tayse(Metro Signing Engineer) Eric Peterson (North Metro Signing Engineer) Todd Clarkowski (Project Commissioner) Current Sign Proposed Sign u 9Mr-59.9 •r-III��S&S 9A HISTORI DISTRICT o A 4 DOWNTOWN Stillwater_ 1 I. . n q NEXT RIGHTi L-29.A .L 97.2 -1 29A—� L-29.2 1 199.9 29s� L-21.7 I 99-�10 155 1 9.9'RnIkK 1.4 S-W.WNb m 5—: 'HISTORIC DISTRICT'O; ON 3&77,12.W Rada 2.0'9a.dw,www an G— MOWNTOWN'E Mod:'SdMzW E Nott'NEXT RrHr E Mott Page 63 of 88 BACKGROUND Downtown Stillwater organizations and business owners have been wondering what type of signage is planned for directing and welcoming traffic from the new highway 36 bridge and exits to ensure that local and tourist traffic know how to find the historic downtown business district. We have been in discussion for more than a year and recently had this breakthrough solution. WHAT IS A BROWN SIGN? "A historical marker or historic marker is an indicator such as a plaque or sign to commemorate an even or person of historic interest and to associate that point of interest with a specific locale one can visit." According to the U.S. Department of Transportation and Federal Highway Administration, brown is an indicator of'recreation'when used on highway signage. A tourist sign, often referred to as a brown sign, is a traffic sign whose purpose is to direct visitors to tourist destinations,[1] such as historic buildings,tourist regions, caravan or camp sites, picnic areas, sporting facilities and cultural places such as museums. By international convention, brown signs with white lettering and white pictograms are often used for this purpose. In the mid-1970s,tourist signs were introduced into France.[2] Since that time,the idea of directing tourists to sights and attractions using a uniform type of signage has spread around the world. A brown sign for downtown signifies that Stillwater is a destination and captures the attention of out of town guests. WHY THIS AFFECTS STILLWATER and OAK PARK HEIGHTS: For years,travelers were automatically routed through downtown historic Stillwater on Highway 36 over the lift bridge. Once the new bridge opens in fall of 2017, in order to visit Stillwater,they will be required to exit onto highway 95.Without proper signage,tourism (one of our City's largest economic drivers)could suffer. This will not only affect the cities in the Stillwater tourism area,but Washington County's Leisure&Hospitality Industry Sales($477,244,735 gross sales in 2014)as well as the State of Minnesota's tourism sales(A$13.6 billion dollar industry, Source: Explore Minnesota 2014 gross sales). Furthermore, clear directions will reduce the occasions of people driving through Oak Park Heights' neighborhood looking for downtown Stillwater. We want travelers to be properly directed how to visit the Birthplace of Minnesota. Let's work together to keep tourism dollars in Minnesota! HOW OAK PARK HEIGHTS CAN HELP: Draft a letter of support for the"Historic District" Brown Sign and send it to MNDOT. The City of Stillwater will be applying for and funding the proposed signage. However,we have a few hurdles to jump over. One being that MNDOT's "Historic District Signs" policy(see document on next page)states that: "I Signing shall not be permitted within the corporate limits of one city directing motorists to a facility located in another city. With your support we hope to successfully appeal to MNDOT's External Sign Variance Committee. Page 64 of 88 (Resource A.) Historic District Signs Listing in the National Register of Historic Places means that the district has been judged by professional historians to be worthy of preservation because its significance speaks to the broad themes of human history and because it retains enough integrity to accurately document that experience.Historic Districts so listed are worthy of public attention and serve the useful purpose of cultural heritage education. The following criteria must be met to obtain a sign on MnDOT roadways: Historic Criteria: 1. Requests for signs will be accepted from a local government agency 2. Requests for directional signage shall include: a. Location:Historic District boundaries must be distinguishable through local street signage.The application must include a map of the district and photographic evidence of distinguishing signage. b. Interpretation:Historic Districts shall provide information regarding the district in a publicly accessible location within the district such as a self-service kiosk or welcome center.A copy of that information must be included with the application.The information must supplement the National Register with new information. 3. Requests for signing of Historic Districts shall be submitted to the State Signing Engineer.These requests shall be forwarded to the Minnesota Historical Society(MHS)for recommendations.The MHS recommendations shall govern the MnDOT approval or denial of requests. 4. The Historic District shall be listed in the National Register of Historic Places,a federal program of the National Park Service. The MHS will confirm whether a district is listed. Sianina Method: 1. A city could potentially qualify for a Downtown or Business District sign and a Historic District sign.The Historic District may or many not include the whole city.Therefore,directions to different locations may be required.Signing for both would be accepted if both qualify and there is space.If spacing is an issue,both requests could be combined on the same sign if signed at the same trunk highway intersection. 2. Three sizes of Historic District signs have been developed and included in the Standard Signs Manual. 3. Optional guide signs(other than the standard sign design)may be used: a. "[City Name] Downtown&Historic District"with directional arrow(s) b. "[City Name}Historic&Business District"with directional arrow(s) Sianinn Locations: 1. Signs may be installed on conventional highways,at at-grade intersections on expressways and on rural bypasses that have interchanges at non-trunk highways. 2. The facility must be located within 1 mile of the signed intersection in urban areas and within 10 miles of the signed intersection in rural areas. a. Urban Environment—typical characteristics are highly developed areas having slower speeds,higher proportion of local traffic,increased difficulty in finding acceptable locations for traffic signs,and a more complicated driving environment. b. Rural Environment—typical characteristics are relatively undeveloped or agricultural land,higher speeds,higher proportion of non-local traffic,easy ability to find acceptable locations for traffic signs and relatively uncomplicated driving environment.Small cities in otherwise rural areas are included in this definition. 3. Signing shall not be permitted within the corporate limits of one city directing motorists to a facility located in another city. 4. The local governing body(ies)shall prioritize which facilities may be signed when MnDOT determines that the number of qualifying generators that a community is requesting signing for cannot all be accommodated on signing at the same intersection due to driver information overload and sign spacing guidelines. 5. Signs shall only be allowed from the nearest trunk highway intersection.Signs directing motorists from one trunk highway to another trunk highway shall not be allowed. Page 65 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 66 of 88 P". Oak Park Heights Request for Council Action Meeting Date August 15u`, 2016 Time Required: 5 Minutes Agenda Item Title: Oak Park Crossing—P ilio Agenda.Placement New Business Z-//// Originating Department/Reque r som Ci dministrator Requester's Signature Action Requested General Disc Lion/possible action Background/Justification(Pleas indicate if any previous action has been taken or if other public bodies have advised): The City anticipated the construction of the two small park pavilions in 2017 following the completion of the trail and slab along the Oak Park Crossing ridge in 2016.That trail project did wrap-up recently and staff did solicit for price quotes if the Council/Commission was interested in accomplishing this earlier.The proposal called for two shelters to be similar in design and scope to the shelter already constructed,only with a smaller diameter.Please see the attached RFQ and submitted bid documents. The City did receive one quote from Minnesota Wisconsin Playground with various pricing on shape,cupola and detailing.A maximum pricing for both shelters,including all details and installation is$58,084 if an 8-sided shelter is used/and$50,658 if a 6-sided shelter is utilized. Eliminating the cupola and the horizontal detail can save additional dollars. Oak Park Crossing- Two Shelters-Cost Est. Hexagon-6 sided Octagon-8 sided One Unit Two Units One Unit Two Units Base Cost $13,863.00 $25,064.00 $ 15,909.00 $ 29,206.00 Cupola $ 4,125.00 $ 8,250.00 $ 4,008.00 $ 8,016.00 Horizontal Detail $ 2,025.00 $ 4,050.00 $ 2,025.00 $ 4,050.00 Installation $ 6,647.00 $13,294.00 $ 8,456.00 $ 16,912.00 Total $26,660.00 $50,658.00 $ 30,398.00 $ 58,084.00 Base Cost W/Install-NO CUPOLA or Horz.Detail $20,510.00 $38,358.00 $ 24,365.00 $ 46,018.00 MN/N Playground was the supplier/contractor for the current 6-sided facility and has provided shelters and facilities to the City in the past— for which there have been not material concerns. Ordinarily the Park Commission would be offering a prior recommendation,however due to the change of meeting dates this prior action is necessary and would save+/-30 days in the process.The Commission will be meeting on August 16th. Delivery and construction time is in the 8 to 10-week range from the date of order.That said,if the Council is amenable with moving forward at this time,would the Council consider approving a maximum expenditure subject to the final Park Commission approval of final design/details? Perhaps the Council prefers the 6 or 8-sided version?All versions are reasonably priced and the structures should last decades with minimal maintenance and would complement the area well. Funding for this project would be derived from the committed park development funds received from Xcel Energy which has an estimated uncommitted fund balance of$289,095.78.Please recall these funds may only be utilized in this Park or in adjacent parks,and these shelters are consistent with elements the general plan. Page 67 of 88 c rt. City of Oak Park Heighfs REQUEST FOR QUOTES- TWO PARK SHELTERS Summary: The City of Oak Park Heights (the City) is seeking QUOTES from firms to provide and construct two (2) 20' diameter park shelters. Both shelters would be identical and in an octagonal or hexagonal shape with a cupola fixture and horizontal detail. The shelters must generally match the existing shelter at the Oak Park Crossing Park in design, materials and color—including the cupola and horizontal detail found at the eave--Exhibit A contains an image of the existing shelter. Exhibit B contains a site map and location. The slab for each shelter has already been constructed. Requirements for the Project: A. The Contractor shall provide all materials,equipment and labor to construct each shelter,including the cupola and horizontal detail. B. All shelter materials shall be metal,including the roof elements. C. All support columns, beams and plates shall be structural steel grade. Columns shall be a minimum of 37/16"wall thickness. All steel elements shall be powder coated(not painted). D. Vertical support columns shall be anchored into the pre-existing 25'diameter slab via installation of anchor bolts and appropriate epoxy. Exhibit C contains the current slab specification as actually constructed and currently in place and are identical. No footings shall be installed. E. All vertical support columns shall have a minimum height of 8 feet to the eave, (clearance under the shelter to the slab floor shall be 8 feet,but not more than 10 feet). F. The roof shall have a 6/12 pitch — matching current structure and shall be of a minimum 24 gauge material with finished coating impregnated into the material or powder costed(not painted). G. Shelter shall be centered upon the slab. H. Colors and design shall match the shelter found at the existing site as shown in Exhibit A. I. All fasteners shall be of structural grade nuts,bolts and washers. J. All major roofing materials,posts and beams shall be manufactured and/or fabricated in the United States—subject to verification. K. Provide a minimum of a one-year warranty on all materials and installation defects. L. There shall be no price changes or alterations based on color selections of any element. M. A final Written Contract,consistent with this request for quotes,will be developed by the City upon the selection of a prevailing contractor. N. The Contractor is not required to warranty the slabs nor their foundational elements: 0. Payment will be made at the completion and acceptance of the project by the City. P. Proof of insurance will be required by the City by the prevailing contractor. Q. The contractor is requested to visit the site prior to submitting a quote. Along with the Quote Submission Page,provide in your submission packet the follovAna materials: 1. The name of the manufacturer of the materials proposed as well as detailed specification on the materials to be utilized. 2. A full color photographic representation of the proposed shelter(s)(not dimensional drawings) 3. Detailed project specifications and schematic drawings. 4. Your bid submission must inculde a$500.00 bid security—cashier's check only- to the City of Oak Park Heights.These funds would be returned to the non-prevailing bidder once a contract was complteted with the prevailing bidder.These funds would be returned to the pravailing contractor upon completeion and acceptance of the project. RFQ Park Shelters 1 of 6 Page 68 of 88 City of Oak Park Heights QUOTE SUBMISSION PAGE- TWO PARK SHELTERS Please provide pricing and values for each of the following, please'read the NOTES that additionally guide your submitted prices.The City is seeking options for both an 8-sided shelter or a 6-sided shelter at each location. Prices/Values for Prices/Values for MUST USE INK OR TYPEDI 8 Sided Shelter 6 Sided Shelter ii. ruur unculu rur une biiuitui.mbt;it uuwe here: $ $ 2. YOUr pricing for ivy o shelters.Insert naure � $ 3. Deduct value for the Cupola and Horizontal Detail(materials and installation) on each shelter.Note this is a deduct tom the pricing submitted above.Insert $ $ figure here: 4. Deduct value for the installation of each shelter.The Citywould perform its own installation Note this is a deductfrom the pricing submitted above.Insert $ $ figure here: NAME OF FIRM SUBMITTING: SIGNATURE OF PARTY ABLE TO BIND FIRM: ADDRESS: PHONE* NOTES: • Your submission must inculde a$500.00 bid security—cashiers check only to the City of Oak Park Heights.These funds would be returned to the non-prevailing bidder once a contract was compkated with the prevailing bidder. • Your sumbission and its pricing shall remain valid through October 1d,2016 and the City must issue a notice to proceed on or prior to that date. • All submitted prices shall include all materials, equipment, installation, labor, clean-up, taxes, fees, insurances, etc for a complete finished job. • Once notice to proceed is issued by the City the project must be completed within 90 days.Do not bid unless you can comply with this and all provisions. • Additional documentation outing bid pricing is permitted,but may not be in conflict with the above prices submitted.The City shall review any submitted documentation to determine conflicts.Only the City can make the determination if the submitted materials match the current shelter found in Exhibit A QUOTES and submissions are due July 18th,2016— not later than 2 pm—Submit to Eric Johnson, City of Oak Park Heights, PO Box 2007 Stillwater, MN 55082 or hand deliver to City Hall 14168 Oak Park Blvd N., Oak Park Heights, MN 55082. Emailed or faxed submissions will not be accepted. RFQ Park Shelters 2 of 6 Page 69 of 88 Exhibit A-Exisiting Park Shelter NOTE:This is a hexagonal structure-the current proposal calls for a octogonal or a hexagonal structure-see quote submission page. s n. t y wR � a. A r d _ _ fr' r u r RFQ-Park Shelters 3 of 6 Page 70 of 88 Exhibit B-Site Map and Location. r r �i J� .-._._ T� 9EA f"PC1 o.r�E7H71{';• tih i w a • � vv y� RFQ-Park Shelters 4 of 6 Page 71 of 88 LinoLafcr' I*w • �p •�1�— Circk Pin 7� OV r 4 et ♦ `'y Lexington a Withrow anc Arcola Somerset w North oaksWhite ■ ■ fa Shoreview I ear o>e �tl a • ss wqi on + 61 tomedi stigwatcr Arden Hills FU vq4 1 t � 0 ■kPa Lktk r aneda Herta ry M.aj • Burkhardt No1h St Paul + 9P :River r Rasevrlk State Park yaw. L�.eke Elmo Hu of h 0 Sono Junction as r fn. fIo t t-6frw loon ® (D Oakdple Pard:@eservM-lew . _�....a �, ,. Lake lRhsass;r n Ititin ora River Sol62 F ^dcr eueion1N dbufy w 01409.t CAft � + a • ar, Men a Hgnfs .tta S pew ,■ S ? _Srnuf'St Raul 'k + L ..� t r Dileans St E T Sunnyside MrAtCA N 64th St N Port-Sung.}•side Club • a w � Wtd St N 63rd St N C9 rrD 62nd St N rP 60th Sr N Washington Courthouse tN y ° z Phil's Tara Hideaway IM 59th St N La CL 2 2 Z D o 64pSt N z n z 95't St 571hStN Oak Park Heights Tt 4,F4 Ve!'Fy stN V*w Pour — 661h SO RFQ-Park Shelters 5 of 6 Page 72 of 88 Exhibit C—Slab Specifications SLABS have been Constructed. s � , u � d ay Afft f •L \\ i I i O h \ j a RFQ-Park Shelters 6 of 6 Page 73 of 88 i City of Oak Park Heigh QUOTE SUBMISSION PAGE- TWO PARK SHELTERS Please provide pricing and values for each of the following,please read the NOTES that additionally guide your submitted prices,The city Is seeking options for both an 8-slded shelter or a 64ded shelter at each location. Prices/Values for Prices/Values for MUST USE INK OIZTYPED 1 8 Sided Shelter 651dedshelter 1. Your pricing for one shelter.Insert figuie here: ` $ '30,m�^ $ Z(�,G 60-00 - - -12, Your pricing for shelters.JrSsert figure here: '` . S �.�° $ 5�, ("Y' .Do 3. Daduct value for the Cupola and Horizontal Detail(materials a�d Installation) _.. orl each shelter,Note this is a deduct from the pricing submitted above.Insert �_ `�, °°_ $- {I, 12.i• `"' - figufe bore: 4; Deduct value for the Installation of each shelter.The Clty would perform its own lristaUstion Note this Is a deduct from the pricing submitted above.Insert $ t6f 4A� to s_ (�r 6 q7.e° figure here: --- - --- NAME OF FIRM SUBMITTING: r ujA j SIGNATURE OF PARTY ABLE TO BIND FIRM: ADDRESS: Vo( c1lf�h �M .o�,�C A� .J3 �c>� PHONE P (3V /Jm NOTES: • Your subrdWid h must Inculde a$500.00 bid seaway—cashier's dwd aiy to thou ply of Oek Park HetBhts.These rands would be mtumed b Ore non wevaft bidder once a conbed was=Mlteted Wth tre pr Wing bidder. • yawaft and Its ptidn shall mmEin valid trough October f+2016 and Ota Clly_m d Issue a noece to on a rW to Ohat data. • Once nolce to proceed b Woo by the Cly the proed must be omnpleted waft 90 days,Do rout bid unkrss you can amply wkh this and ad prmdslans. • AdcWd dommente6ar oudkrg bid priding Is pemilted,but may not be In CMW with thou above prices submided.The Cly shat reulew anyabrrdlted dmmer bmm to detarmine waft Only the Clly an make he det ink ft Oft WmkM materials metdr Ore ma lent sheler found In F.rdribft A. QUOTES and submissione.are dueJuly 1.810,2019—not later than.2 pm»-Submit to Eric Johnson,City of Oak.Park Heights,'PO Box 2007 Stillwater;MN 55082 or hand deliver to-City Hall 14168 Oak Park Blvd'N., Oak Park Heights,MN 55052.Emailed or faxed submissions will not be accepted. RFQ-Park Shelters 2 of e Page 74 of 88 eir—y e xu Y - l � •1 A S u 1 P �r 1 v. Y � O � •p�aaO�,lbld• o N O1 z I J3;jgi4s ej3.jn w cl SMBIA ivdnioBiIHOHV _'— ai t wwwru wwww xxx NNNN X 'I �J 7 I ? 5 � W LLI / W 1J f,I Cl) ° ss� Y. aap ZZs p I ;Q92 O0o� i WWO U WKWW KZ Z FF.. r aJQ Q � JLL LgE.��T. 30 0 N pF w� L W N pN gFn LL KW d} LLO fA aN Z �Q7 F Q'O pr WZ b FU Wz ZO a u? p N U 00 OLL� ry z 6 p Q 92 0 z J� LL W F N] FP z � ' rgm�na z wa Ts �- z z0 SmZ Om Np FWZ LL Z C-0 LLxw- a W- Zz ,o Q $cN -Hm3 Ww Zf- ZNZ rc F LL G IJ QD W- p-< w Z Dm WW F W of F �n W CL LL' GWF IL y i3X �oJ oQZ Oz gf] a O ZS, TZOaoZ p Q5na kZ [LOU w NQ c 0 a� iso F U w1 ? a s aaz 3 x a x d Z Z N O a 9 Z. W Q 6 5 D ? Z f f W m �p m N n Page 76 of 88 0 O N ti c Ndld JNIWb'�Id "�q�I= n N K i0 t c c j CL 0. c a. a TO 14'A.r f' i e � F E m d m _n 2 m c c o c m E W :3 LD O CL U E E m _a 2 U 0 N n Page 77 of 88 0 o m c Ndld JNIIOOd J��=r n N 5 W 5 O m w� L �aU 00Z— C.) a a' E ��� �' x f .r W rn c 0 0 d d U ca 0 U,0 � v co m I° Ii d `pgy fJfB I - -1 O N n Page 78 of 88 2 10mizi00u �� c § o� / 2:5 -a 0 (ik\ ooe@ , k; a^ kg]\ ' | ) Ez kk J) � #-£rl- LLI k � CO)- k k f 7 D ! - � /{k ; ! . a % (k §_| ! }2f) §, 2 , # , o, 5I 7 : 0. ;§10 0 � ;% ? � §!z C CN��� �1a � t �� . ! z M. § I� ¢� : > z� i o © \� w�\ \ a, @ ^� ) ! u. .� Page 79yS� hEltEr A PLA.YCORE company SPECIFICATION 23'-1" Hexagon SHELTER with Multirib Roof .Structure: ..All.steel.tubing to be A500 structural steel. Columns to be a minimum 3/16"wall thickness. All plate to be A36 steel. Base plate to be minimum 3/4"thick steel. Coating: Steel to be sandblasted to near white condition. TGIC electrostatic oven baked powdercoat application over Zinc Rich primer. Roof: 24 gauge galvalume Multirib roof with Kynar 500 coating. All panels to be precut. Roof panels to be 36"wide with 1-3/16"tall ribs spaced at 12" oc. Trim to be 24 ga. galvalume with Kynar 500 coating. Hardware: All hardware to be A325 structural grade nuts,bolts and washer. Fasteners will be completely concealed inside tubing. Concrete anchors to be included Dimensions: 23'-1"overall dimensions. Eave height to be 9'. 6:12 roof pitch. Page 80 of 88 f uu Hill Swa In y. 4. I low i .. i 4 Page 81 of 88 0 m ,....�aaoatvld• � m - �3413t4s ej4n W N W SM31A ivunIO311HOMV ai e�lV O/Y F fF F WWW W WWW W SS2S NNNN L11 W ' W W N ss= / - zz5 Q�QFLL 1aHO J O W WO U K W yz S < a wLL (p� N W SOdW' OJ>=6 W p Z Q N F Za 3�s 0 y w LL 7 Z a J W O 3 ❑F Wa °°= z vi �wF0 LL OW awZ, QNN H WD prWz °tl �U K2 Zp� i zui N 00 Oar- . Z 0� pONa� ww' M z wYl wy FWO z J zm �> gW p o pO E09 I 000 aO aWz W z jai LLFm3 mQm om ZQO ZWZ F ZQO **Mp E—�n< w z LU W n KW pW ILL UZ N F w Stan pp z G a �- U a ZS, TOL aF a N K a r"3W kO0 IL C.)Q y Z �t1 co z O 3 SJ�Ou Q7Z7�.LL zr 8 p rc rW- a�5 Gaz F = z o $ a z z g S Q F � < a � o z n z o � I f �z I z io F N m �O C, N Page 82 of 88 0 O N m ww.m BLiOJ C`v�d• F NW �q;jgi4sejjjn 0. Z t/ld JNIWb21d h S w z .a � an a t � .W H E m m m o. 2 rn c c c o � N 7 d � n E U 0m o m U n_ 2 m J N n Page 83 of 88 0 o v � wrm 32l02�.V�d• F N J3��3L�5 EEJal p W a z lno�en=100N _= 0 CD N �$N (=j omati t U ..—':to aY`i 8 a d c y w` N p U- 0 ao� a `- zF $�m� c a OZ a° 16 U o'1 or W OCUo ON `m xN 0 c Oo V Latta a IL N d Nw `S } y C1N O 2 NW.-m a 0 L C_ L 3 f� CL 0 O _ m m Q� NR�N a `1• f O NN0 1.1. m ri tj c w F a.1 m emi �— •7 a7 fa 0I xmr N Rx E z F J _L 0. Ix S �Mr y x zZ O d% CO L� ` Y Y 4WC C oO O R Page 84 of 88 0 o co o Nb'ld JNIlOOd :13413i4:eilln N 0 T 2 o^ `o LsU v c0Z 0 / Q ULL� K. 1 6. ..� CE �t r I " = LLI r � 0 LL d U cm U- f0 o? U U m o vU m rn c g a� cU c ?yam\ -0)"", N n Page 85 of 88 hr=ltr=r A P LAYCORE company SPECIFICATION 21'-8" Octagon Shelter with Multirib Roof Structure: All steel tubing to be A500 structural steel. Columns to be minimum 3/16"thick. All plate to be A36 steel. Base plate to be minimum 3/4" thick steel. Coating: Steel to be sandblasted to near white condition. TGIC electrostatic oven baked powdercoat application over Zinc Rich primer. Roof: 24 gauge galvalume Multirib roof with Kynar 500 coating. All panels to be precut. Roof panels to be 36"wide with 1-3/16"tall ribs spaced 12" o.c. Trim to be 24 ga. galvalume with Kynar 500 coating. Hardware: All hardware to be A325 structural grade nuts,bolts and washer. Fasteners will be completely concealed inside tubing. Concrete anchors to be included. Dimensions: 21'-8"overall dimensions. Eave height to be 6'. 6:12 roof pitch. Page 86 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 87 of 88 THIS PAGE IS INTENTIONALLY LEFT BLANK Page 88 of 88