HomeMy WebLinkAbout10-25-16 Council Packet CITY OF OAK PARK HEIGHTS
TUESDAY, OCTOBER 25, 2016
CITY COUNCIL MEETING AGENDA
7:00 P.M. (or upon completion of preceding worksession)
7:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda
(Estimated)
7:05 p.m. 11. 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 Meeting Minutes —October 11, 2016 (pg. 7)
C. Approve Resolution Approving Master Subscriber's Agreement for Minnesota
Court Data Services for Governmental Agencies (pg. 11)
D. Adopt Resolution Rescinding Bid Award and Rejecting Bids for the SCADA
Systems (pg. 13)
E. Approve Amendment 41 to City/ESR Cleaning Agreement for City Hall (pg. 17)
7:15 p.m. V. Public Hearings
None
7:15 p.m. VI. Old Business
None
7:20 p.m. VII. New Business
A. Design Guidelines/Plan Amendment— Simonet's Furniture (pg. 19)
B. SCRCP —Opening Events— Consider a Worksession (pg. 27)
7:30 p.m. XIII. Other Council Items or Announcements
7:30 p.m. IX. Adjournment
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Oak Park Heights
Request for Council Action
Meeting Date October 25, 2016
Agenda Item Recycling Award
Time Req. 0
Agenda Placement Staff Reports
Originating Department/Requester Administration/Jennifer Pinski
Requester's Signature
Action Requested Receive Information
Background/Justification (Please indicate any previous action has been taken or if other public
bodies have been advised).
See Attached.
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A
{` City of
i
E Oak Park Heiahts
14168 Oak Park Blvd. N•Box 2007.Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
October 18, 2016
Matt and Stephany Wieland
5649 Ozark Avenue North
Oak Park Heights, MN 55082
Dear Mr. and Mrs. Wieland:
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, October 13, 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.
Co77(:
Jen4r Pinski
City Clerk
TREE CITY U.S.A.
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(: City of
J .
4 .. oak Park Heights
14168 Oak Park Blvd. N.Box 2007.Oak Park Heights,MN 55082.Phone(651)439-4439*Fax(651)439.0574
October 18, 2016
Rachel Torres
14864 56th Street North
Oak Park Heights, MN 55082
Dear Ms. Torres:
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, October 13, 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!
le r Pinski
City Clerk
TREE CITY U.S.A.
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Z4�, _
Oak Park Heights
Request for Council Action
Meeting Date October 25, 2016
Agenda Item Approve City Council Minutes October 11, 2016
Time Req. 0
Agenda Placement Consent
Originating Department/Requesto Ad ministrationAerinifer Pinsk'
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.
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CITY OF OAK PARK HEIGHTS
TUESDAY, OCTOBER 11, 2016
CITY COUNCIL MEETING MINUTES
L Call to Order/Pledge of Allegiance/Approval of Asenda: Mayor McComber
called the meeting to order at 7:12 p.m. Present: Councilmembers Dougherty,
Liljegren, Runk-, and Swenson. Staff present. City Administrator Johnson, City
Attorney Vierling, Finance Director Caruso, and City Engineer Mann. Absent:
City Planner Richards.
Mayor McComber added New Business Item B: "Change the Start Time of
Council Meetings to 6:00 p.m."to the Agenda. Councilmember Swenson,
seconded by Councilmember Liljegren, moved to approve the Agenda as
amended. Carried 5-0.
City Attorney Vierling reported that the City Council met in a closed session prior
to that evening's council meeting. He stated the meeting was closed pursuant to
Minnesota Statute 13d in the matter of Brunckhorst versus the City of Oak Park
Heights. He reported the City Council was briefed by counsel, input was
obtained, and no motions were made or voted on during the session.
II. Council/Staff Reports:
A. Mayor McComber: She reported the next Parks Commission meeting was
set for October 17 at 7:00 p.m., the City Council would be doing a bridge
tour on October 13, and there was an emergency management meeting
scheduled for October 13.
B. Councilmember Dougherty: He reported the next Middle St. Croix
Watershed Management Organization meeting was set for October 13 at
6:00 p.m. at the Bayport Library.
C. Councilmember Liljegren: No report.
D. Councilmember Runk: He reported the CVB meeting was scheduled for
October 12 and the October Planning Commission meeting was cancelled.
E. Councilmember Swenson: He reported the cable franchise agreement was
expected to be executed within two weeks for a five-year franchise.
F. Staff: City Clerk Pinski provided the tonnage and load report for the Fall
Clean-up event held October 1,
III. Visitors/Public Comment: None
I V. Consent Agenda:
A. .approve Bills & Investments
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City Council Meeting Minutes
October 11, 2016
Page 2 of 3
B. Approve City Council Meeting Minutes- September 27, 2016
C. Approve JPA with Police Dept. and State of MN
D. Approve and Appoint Election Judges for 2016 General Election
E. Approve Summary of Ordinance 404 Amendment for Publication 2016-
2017 Snow PIowing Agreement
F. Approve Summary of Ordinance 601 Amendment for Publication
Councilmember Liljegren, seconded by Councilmember Runk, moved to approve
the Consent Agenda. Roll call vote taken. Carried 5-0,
IV. Public Hearings:
A. Hold Assessment Hearin-, and Consider Resolution Adopting Special
Assessments-Street and Utility Improvements- 64th65"' and Ozark
Ave: Finance Director Caruso provided a presentation which showed the
map of areas affected, a cost summary, financing sources, and proposed
assessment rates. No public comments were made. City Attorney
Vierling reported no written objections were received. Councilmember
Runk, seconded by Councilmember Liljegren, moved to close the Public
Hearing. Carried 5-0.
Councilmember Swenson, seconded by Councilmember Runk, moved to
approve the Resolution. Roll call vote taken. Carried 5-0.
VI. Old Business: None
VII. New Business:
A. Review Application- for Kennel Permit from Shari Innes: Councilmember
S\h enson, seconded by Councilmember Runk, moved to approve the
kennel permit application.
Councilmember Dougherty, seconded by Councilmember Swenson,
moved to amend that a limit of six dogs at a time be allowed. Carried 5-0.
Main motion carried 5-0.
B. Change the Start Time of Council Meetings to 6:00 .m.: Councilmember
Swenson, seconded by Councilmember Liljegren, moved to change the
official start time of City Council meetings to 6:00 p.m. on the second and
fourth Tuesdays of the month. Carried 5-0.
VIII. Other Council Items or Announcements: None
IX. Adjournment
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City Council Meeting Minutes
October 11, 2016
Page 3 of 3
Councilmember Swenson, seconded by Councilmember Liljegren, moved to
adjourn at 7:28 p.m. Carried 5-0.
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
City Clerk Mayor
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s.
Oak Park Heights
Request for Council Action
Meeting Date October 25, 2016
Agenda Item Approve Resolution Approving Master Subscriber Agreement for Minnesota
Court Data Services for Governmental Agencies
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor _ Administration/Jennifer Pinski
I%
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.
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RESOLUTION NO. 16-10-48
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY, MINNESOTA
RESOLUTION APPROVING MASTER SUBSCRIBER AGREEMENT FOR MINNESOTA COURT DATA
SERVICES FOR GOVERNEMENTAL AGENCIES
WHEREAS, the City of Oak Park Heights desires to improve efficiencies through participating in a
more efficient court process with the Minnesota Judicial Branch; and,
WHEREAS, the City Attorney for the City of Oak Park Heights has reviewed the Master Subscriber
Agreement for Minnesota Court Data Services for Governmental Agencies; and,
WHEREAS, as the Minnesota Judicial Branch moves towards a more efficient court process, the
eCourtMN initiative is committed to ensuring that non-court governmental agencies have
appropriate access to court records and documents, and,
WHEREAS, the City of Oak Park Heights desires to subscribe to Minnesota Court Data Services
Program.
NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Oak Park Heights, Minnesota as
follows:
1. The MASTER SUBSCRIBER AGREEMENT FOR MINNESOTA GOVERNEMENTAL AGENCIES AND
MASTER SUBSRIBER AGREEMENT AMENDMENT is approved and the Mayor and City Administrator
are authorized and directed to execute and deliver said documents.
Passed and Adopted by the Council on this 25th day of October, 2016,
CITY OF OAK PARK HEIGHTS
By: Mary McComber
Its Mayor
ATTEST:
By: Eric A. Johnson
Its City Administrator
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Oak Park Heights
Request for Council Action
Meeting Date October 25th, 2016
Time Required: 1 minute
Agenda Item Title: SCADA System
Agenda Placement Consent Agenda
Originating Department/Requestor Eric hnson City Administrator
Requester's Signature — -
Action Requested Adopt Res ` tion Rescindin s Bid Award and Rejecting Bids for the
SCADA Systems.
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
The City did have a irregularity in its Bid Specifications for the SCADA systems and moving
forward with the contract with the previously awarded bidder would likely conflict with certain
statutory requirements. Accordingly, so as to avoid any prospective issues, Staff is
recommending that the bid award to Kilmer Electric Company is rescinded as outlined in the
attached resolution and that all bids are further rejected.
Following this action, as the SCADA system is necessary in the long-term, Staff will be revising
its specifications and timelines for the Project and will bring these to the Council in the next 60
to 90 days.
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RESOLUTION NO.
CITY OF OAK PARK.HEIGHTS
WASHINGTON COUNTY, MINNESOTA
A RESOLUTION RESCINDING BID AWARD AND REJECTING BIDS
WHEREAS, the City of Oak Park Heights (hereinafter, the "City") directed its
Public Works Department to consider an upgrade to its SCADA systems, and the City authorized
plans and specifications be prepared for same by its consulting engineers,and;
WHEREAS, the City proceeded with competitive bids on the project with bids
being submitted by Kilmer Electric Company, Inc., Neal Electrical Solutions, and TPC on
September 20, 2016, as required within the project specifications, and;
WHEREAS, based upon the bid receipts, it appeared that Kilmer Electric
Company, Inc. was the lowest responsible bidder, with TPC's bid being disqualified as being non-
responsive, and;
WHEREAS, TPC has submitted a bid protest claiming errors in specification upon
which the bid was predicated, and;
WHEREAS,the City has had its legal counsel review the bid specifications,and;
WHEREAS, it appears that irregularities within the bid format did produce a bid
result that voids any contract, and;
WHEREAS, the City had previously awarded the contract to Kilmer Electric
Company, Inc., and;
WHEREAS, voiding of the contract for non-compliance with statutory
requirements and bid specifications required by law negates any bid award under the specifications
used.
NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of
Oak Park Heights,as follows:
I. That the City hereby rescinds the bid award made to Kilmer Electric
Company,Inc. on September 20, 2016;
2. All bids submitted relative to the City's SCADA upgrade project are hereby
rejected.
3. That the City Public Works Department is directed to reassess its project
needs and determine how it wishes to proceed with upgrades to its SCADA systems.
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Passed and adopted by the City Council for the City of Oak Park Heights this 25'
day of October,2016.
Mary McComber, Mayor
ATTEST
Eric Johnson
City Administrator
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Oak Park Heights
Request for Council Action
Meeting Date October 25"', 2016
Time Required: 1 Minute
Agenda Item Title: Approve Amendment #I to City/ESR Cleaning Agreement for Citv Hall
Agenda Placement Cad s e N r. .A 6 A
Originating Department/RequeW c Johnson Ci1y Administrator
Requester's Signature �l
Action.Requested Autho ' e Amendment#1 to City Hall Cleaning Agreement with ESR.
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
ESR - (Employment & Services for Adults with Disabilities) is seeking a cost adjustment from
$450/month to $490/month. This price would be for a period of not less than 1$ months.
Overall their service is adequate and offers some local employment opportunities for their staff.
Even with the increase in pricing,their fees are below previous contractors and their level of
service is very comparable.
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ADDENDUM#1
TO: City Hall Cleaning–Operating Agreement
Section IV of the Operating Agreement states:
IV. COMPENSATION
a. CITY OF OAK PARK HEIGHTS shall pay ESR at the total rate of$4501 month.Any alterations or adjustments of this
contract will be subject to the mutual agreement of both parties hereto with a written amendment.Any alterations or
adjustments of this contract may be reviewed annually and subject to the mutual agreement of both parties hereto
with a written amendment.
Section IV(above)is rescinded and replaced in total with the following:
IV. COMPENSATION
a. CITY OF OAK PARK HEIGHTS shall pay ESR at the total rate of$495/month. This rate of$495.00 shall remain in
effect through at least April 3011, 2018. Any other alterations or adjustments of this contract will be subject to the
mutual agreement of both parties hereto with a written amendment. Any alterations or adjustments of this contract
may be reviewed annually and subject to the mutual agreement of both parties hereto with a written amendment
All other language, terms and conditions remain unaltered and in-force.
IN WITNESS WHEREOF, the parties have hereunto set their hand and/or seal to the above commitments
this day and year above written.
City of Oak Park Heights ESR
Signature: Signa#ure
—
Title: Title: — C)
Date: Date: t b
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I
Oak Park Heights
Request for Council Action
Meeting Date October 25'h. 2016
Time Required: 5 minutes
Agenda Item Title: Design Guidelines/Plan Amendment— Simonet's Furniture
Agenda Placement New Business-7
Originating Department/Re e r E 'c ohnson Cily Administrator
Requester's Signature Az,
r`f
Action Requested Vteasesb'elow
J
Background/Justificati (Please indicate if any previous action has been taken or if other public
bodies have advised):
Please see the attached memo dated 10/21/16 from Scott Richards, City Planning Consultant and
the related submitted information from the SIMONET'S Furniture Store.
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TPC3601 Thurston Avenue N, Suite 100
Anoka, MN 55303
Phone: 763.231.5840
Facsimile: 763.427.0520
TPCi�c)tPlariningCo.com
PLANNING REPORT
TO: Eric Johnson
FROM: Scott Richards
DATE: October 21, 2016
RE: Oak Park Heights - Oak Park Heights Furniture
Ware house/Simonet's — Proposed Elevation and Sign Changes -
Memorial Avenue North, Southwest of 581h Street.
TPC FILE: 236.02 — 15.04
REQUEST
The applicant has requested minor building changes to the plans for the Simonet's
building first approved by the City Council at their June 27, 2016 meeting. The request
is to change building colors and provide more detailing to the building. The applicant
has also requested to increase the size of the monument signs. The request from Doug
Feickert, the project architect, is as follows:
1. Building Color:
The building is to be completely enclosed by precast concrete wall panels with an
exposed aggregate finish/texture.
During the planning approval process, the precast concrete panels were
presented with primarily a buff/tan color, and a brown color on accent panels.
We are currently proposing precast concrete panels primarily in a warm
gray/beige color; and a charcoal gray for the accent panels.
2. Monument Signs:
At the time of planning approval; the proposed site development included (2)
freestanding monument signs. The signs were illustrated at a height of 8 feet,
and a sign area of 48 square feet each (4 feet high x 12 feet long).
At this time, we are proposing (2) monument signs; with a height of 8 feet, and a
sign area of 64 square feet each (4 feet high x 16 feet long).
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3. Precast Panel Texture:
The current design includes an 8x96 stamped pattern in three horizontal bands
running across the precast concrete wall panels. This pattern is being added to
provide additional texture and character to the building.
4. Window Locations:
The quantity and size of the windows is the same as previously approved. In the
current design the windows are located one foot higher in the wall. As currently
proposed, the windows are 8 feet tall and the window sills will be 36 inches
above the floor.
5. Canopy Color.
The metal canopy over the main entrance would be clad in prefinished metal
panels, in a color matching the Simonet's logo, instead of a tan/gray color shown
during the planning process.
REVIEW
The changes to the color scheme for the building are not significant and the added
detailing to the facades of the building is positive. The changes are consistent with the
Design Guidelines.
The applicants provided revised monument sign pians. The Zoning Ordinance would
allow two monument signs at 20 feet in height and 100 square feet in size. The signs
as now proposed are consistent with the Zoning Ordinance.
EXHIBITS
The review is based upon the following submittals:
Exhibit 1: Approved Elevation
Exhibit 2: Proposed Elevation
Exhibit 3: Proposed Elevation with Materials Description.
Exhibit 4: Building Material Sample Pictures
CONCLUSION I RECOMMENDATION
Subject to the preceding review, Citysta recommends approval of the building
elevation changes and the final sign plans.
pc: Julie Hultman
2
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VIII
October 17, 2016
To: Mr. Eric A. Johnson Ms. Julie Hultman
City Administrator Planning & Code Enforcement
City of Oak Park Heights
14168 Oak Park Blvd. N
Oak Park Heights, MN 55082
Re: Simonet's Furniture Building / Oak Park Heights Furniture Warehouse
Memorial Avenue North
Lot 2, Block 1, Oak Park Station Second Addition
TPC File: 236.02 — 15.04
Mr. Johnson:
I am writing to request that the City of Oak Park Heights consider alterations to the
previously approved design for the Simonet's Furniture Company building.
The building is to be constructed at Memorial Avenue North and 58", Street. The project
was reviewed by the Planning Commission on June 9, 2016; and subsequently
approved by the City Council on June 27, 2016.
At this time, we are proposing the following modifications:
1. Building Color:
The building is to be completely enclosed by precast concrete wall panels with an
exposed aggregate finish / texture.
During the planning approval process; the precast concrete panels were
presented with primarily a buff/tan color; and a brown color on accent panels.
We are currently proposing precast concrete panels primarily in a warm gray /
beige color; and a charcoal gray color for the accent panels.
2. Monument Signs:
At the time of planning approval; the proposed site development included (2)
freestanding monument signs. The signs were illustrated at a height of 8 feet,
and a sign area of 48 square feet each (4' high x 12' long).
At this time, we are proposing (2) monument signs; with a height of 8 feet, and a
sign area of 64 square feet each (4' high x 16' long).
Page 22 of 28
3. Precast panel texture:
The current design includes an 8x16 stamped pattern in three horizontal bands
running across the precast concrete wall panels. This pattern is being added to
provide additional texture and character to the building.
4. Window locations:
The quantity and size of windows is the same as previously approved. In the
current design the windows are located one foot higher in the wall. As currently
proposed, the windows are 8 feet tall and the window sills will be 36 inches
above the floor.
5. Canopy color:
The metal canopy over the main entrance would be clad in prefinished metal
panels, in a color matching the Simonet's logo — instead of a tan/gray color
shown during the planning process.
Drawings that illustrate the approved building elevation / design; AND the proposed
design changes — are being provided along with this letter.
Also, samples of the precast concrete wall panel colors (earlier design option, AND
proposed option) are being provided for your review.
We appreciate your consideration of this request. Please let me know if you have any
questions or if you need additional information.
Sincerely,
Ow, "
Douglas Feickert, AIA
ika r."J 3
Copy:
2
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Page 26 of 28
Oak Park Heights
Request for Council Action
Meeting Date October 25'n 2016
Time Required: 5 minutes
Agenda Item Title: SCRCP—Opening Events„Consider a Work session
Agenda Placement New Business
Originating Department/Requestor _Mike Runk, Cijy Council Member
Requester's Signature
Action Requested Please see below
Background/Justification(Please indicate if any previous action has been taken or if other public
bodies have advised):
I would like the Council to discuss holding a work session with the Chamber of Commerce Staff
(or possibly others)regarding the upcoming planning of the SCRCP opening events.
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