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HomeMy WebLinkAbout05-09-2017 City Council Packet6:00 p.m. I. Estimated times 6:00 p.m. II. 6:05 p.m. III. 6:05 p.m. IV. CITY OF OAK PARK HEIGHTS TUESDAY, MAY 99 2017 CITY COUNCIL MEETING AGENDA 6:00 P.M., or upon completion of preceding worksession Call to Order/Pledge of Allegiance/Approval of Agenda Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Liljegren D. Councilmember Runk E. Councilmember Swenson F. Staff 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). Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes — April 25, 2017 (pg. 3) C. Waive LMCIT Statutory Tort Limits for City Liability Insurance for 2017 (pg. 7) D. Approve Purchase of Small Business Server (pg. 9) 6:05 p.m. V. Public Hearings 6:05 p.m. VI. Old Business 6:05 p.m. VII. New Business A. 59th Street Reconstruction (Cover Park Entrance) (pg. 13) B. Accessory Structures — Ordinance Amendments (pg. 15) C. Approve Proclamation — Municipal Clerks Week May 7th — 13th, 2017 (pg. 19) 6:20 p.m. VIII. Other Council Items or Announcements 6:20 p.m. IX. Adjourn Please mute or silence any cell phones, computers or other devices during meeting — Thank You. Page 1 of 20 THIS PAGE INTENTIONALLY LEFT BLANK Page 2 of 20 4!0 - Oak Park Heights Request for Council Action Meeting Date May 9, 2017 Agenda Item A e City Comicil Minutes — April 25, 2017 Time Req. 0 Agenda Placement Consent Originating Department/Requester Administration/Jennifer Pinski Requester's Signature Action Requested Approve Background/Justification (Please indicate any previous action has been taken or it other public bodies have been advised). See attached. Page 3 of 20 CITY OF OAK PARK HEIGHTS TUESDAY, APRIL 25, 2017 CITY COUNCIL MEETING MINUTES I. Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber called the meeting to order at 6:00 p.m. Present: Councilmembers Dougherty, Liljegren, Runk, and Swenson. Staff present: Cite Administrator Johnson, Cite Attorney Vierling, City Planner Richards, Finance Director Caruso, and Public Works Director Kegley. Absent: City Engineer Mann. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the Agenda. Carried 5-0. II. Council/Staff Reports: A. Mayor McComber: She reported she attended the Minnesota Association of Small Cities Board of Directors and legislation reception the previous week; the retirement party for Sheriff Hutton was set for April 26; there was a worksession scheduled with the City Council and the St. Joseph Town Board on April 26; she would be attending the bridge celebration planning meeting on May 9; and clean-up day was scheduled for Mai 6 from 7:30 a.m. to 1:00 p.m. at the Andersen Corporation parking lot. B. Councilmember Dougherty: He reported he attended the Planning Commission meeting. C. Councilmember Liljegren: No report. D. Councilmember Runk: He reported he attended the Middle St. Croix Watershed Management Organization meeting and they approved the Cover Park project. E. Councilmember Swenson: No report. F. Staff: City Clerk Pinski reported that Arthur and Geraldine Ulness of 5858 Oakgreen Court North and Douglas Dixon of 14201 57'h Street North were chosen as the recycling award winners for the month of April. III. Visitors/Public Comment: A. 2016 — Cite Annual 1= inancial Statement — Review by Auditor David Mol: David Mol reported a clean opinion on the 2016 financial statements, no findings on internal controls over the financial report in 2016, and no items of noncompliance noted. Councilmember Liljegren, seconded by Councilmember Dougherty, moved to accept the report. Carried 5-0. IV. Consent Agenda: Page 4 of 20 City Council Meeting Minutes April 25, 2017 Page 2 of 2 A. Approve Bills & Investments B. Approve City Council Minutes — Apr] 1 11, 2017 C. Authorize Staff to Contract with Fahrner Asphalt for 2017 Trail Sealing D. Award the Spring 2017 Planting Project to Hoffman & McNamara Nursery and Landscape E. Approve License for Sale/Storage of Consumer Fireworks at Wal-Mart Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearines: None VI. Old Business: None VII. New Business: A. Conditional Use Permit — Garage — 14151 601h Street North: City Planner Richards reported that Timm Bookman made an application for a CUP to allow a garage at 14151 60th Street North. Richards reviewed his report. Councilmember Runk, seconded by Councilmember Dougherty, moved to approve the Resolution. Rall call vote taken. Carried 5-0. B. Conditional Use Permit — Midstate Landscaping and Excavating — 5750 Memorial Avenue North: City Planner Richards reviewed his report. Councilmember Swenson, seconded by Councilmember Liljegren, moved to approve the Resolution. Roll call vote taken. Carried 5-0. C. Schedule Worksession — May 9, 2017 — Comprehensive Plan: Councilmember Swenson, seconded by Councilmember Dougherty, moved to set the worksession for 5:00 p.m. on May 9. Carried 5-0. IX. Other Council Items or Announcements: None X. Recess to Worksession Set for April 26, 2017 at 5:30 p.m.: Councilmember Liljegren, seconded by Councilmcnlber Dougherty, moved to recess to April 26 at 5:30 p.m. Carried 5-0. Respectfully submitted, Jennifer Pinski City Clerk Approved as to Content and Form, Mary McComber Mayor Page 5 of 20 THIS PAGE INTENTIONALLY LEFT BLANK Page 6 of 20 Oak Park Heights Request for Council Action Meeting Date MaV 9 2017 Time Required 1 min Agenda Item Title: Liability Coverage - LMCIT Waiver of Statutory Tort Limits Agenda Placement Consent Originating Department/Requestor Finance -- Betty Caruso' �? Requester's Signature Action Requested Waive the statutory tort limits for City liability insurance as offered by the LMCIT for 2017. Background/ Justification (Please indicate if any previous action has been taken or if other public bodies have advised) : The City's statutory tort limits for liability are $500,000 per individual, $1,500,000 per occurrence/ aggregate. If the City chooses to "waive the tort limits to the extent of the insurance coverage purchased" the limits would then become $2,000,000 per individual and $2,000,000 per occurrence/ aggregate. The increase in premium cost to the city for "waiving the limits" is estimated to be $1600. (same as last year as minor increase in overall expense is expected.) In effect, the City is purchasing increased insurance coverage. The City has typically made this choice of "waiving the limits" and acquiring more coverage. Staff does recommend the "waiving of the limits" as expressed above as it provides addition liability coverages for minimal cost. Page 7 of 20 0 j EAGU E of MINNESOTA CITIES CONNECTING &- INNOVATING SINCE 1913 LIABILITY COVERAGE — WAIVER FORM LMCIT members purchasing coverage must complete and return this form to LMCIT before the effective date of the coverage. Please return the completed form to your underwriter or email to pstech@lmc.org This decision must be made by the member's governing body every year. You may also wish to discuss these issues with your attorney. League of Minnesota Cities Insurance Trust (LMCIT) members that obtain liability coverage from LMCIT must decide whether to waive the statutory tort liability limits to the extent of the coverage purchased. The decision has the following effects: If the member does not waive the statutory tort limits, an individual claimant would be able to recover no more than $500,000 on any claim to which the statutory tort limits apply. The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000. These statutory tort limits apply regardless of whether the city purchases the optional excess liability coverage. If the member waives the statutory tort limits and does not purchase excess liability coverage, a single claimant could potentially recover up to $2,000,000 for a single occurrence. (Under this option, the tort cap liability limits are waived to the extent of the member's liability coverage limits, and the LMCIT per occurrence limit is $2 million.) The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited to $2,000,000, regardless of the number of claimants. If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant could potentially recover an amount up to the limit of the coverage purchased. The total all claimants would be able to recover for a single occurrence to which the statutory tort limits apply would also be limited to the amount of coverage purchased, regardless of the number of claimants. Claims to which the statutory municipal tort limits do not apply are not affected by this decision. LMCIT Member Name Check one: ❑ The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minnesota Statutes, Section 466.04. ❑ The member WAIVES the monetary limits on municipal tort liability established by Minnesota Statutes, Section 466.04 to the extent of the limits of the liability coverage obtained from LMCIT. Date of city council/governing body meeting Signature 145 UNIVERSITY AVE. WEST ST. PAUL, MN 55103-2044 Positio PnoNE: (651) 281-1200 FAY (651) 281-1249 TOLL FREE: (800) 425-1122 WEB: W%A/WLMC.ORG Page 8 of 20 z4r�,- Oak Park Heights Request for Council Action Meeting Date May 9, 2017 Time Required: 1 Minutes Agenda Item Title: Purchase Small Business Server Agenda Placement Consent j Originating Department/Requestor Betty Caruso. Finance Director Requester's Signature Action Requested Approve purchase of Small Business Server as recommended by Consultant TR Computer Sales Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In 2011 The City purchased a server for our Exchange email and storing our share files/mapped drive data. This is the city's main server. The server (hardware) for this system has reached the end of its useful life and was scheduled to be replaced in 2016 but it was postponed to 2017. We have set aside $38,000 in the 2017 Budgeted Projects Fund for this purchase. The attached quote from TR Computer Sales is for $31,521. A major portion of the cost is the labor for transferring the data and setting up each individual pc to the new server along with the email accounts/profiles. It is important to stay up to date and replace the equipment prior to problems developing as this is our main work horse. Recommendation: To purchase a server and installation from TR Computer Sales to replace the original server from 2011. Page 9 of 20 Dell PowerEdge 8430 Server, Dual Xeon Processor, 1 $9,634.00 $9,634.00 128 GB RAM, Qty 6 800 GB SAS HQ's, Dual PS, 5 4 $145-00 $580.00 year Dell Pro Support 26 $135.00 $3,510.00 Windows 2016 Server (core license pack) 16 $111.00 $1,776.00 Windows 2016 Server Client Access Licenses 26 $38.00 $988.00 Exchange 2016 server (Standard) 1 $708.00 $708.00 Exchange Standard 2016 CAL's 32 $88.00 $2,816.00 SmartUPS 1500 VA (rack mount) 1 $599.00 $599.00 HWISW TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX: $16,521.00 Estimated Labor: Network File Server Installation 20 $145.00 $2,900.00 Microsoft Exchange Setup (Server) 4 $145-00 $580.00 Transfer E-mail to Exchange and reconfigure 26 $135.00 $3,510.00 mailbox profiles and mobile devices. *** Maximum mailbox size 2 GB *** (estimate 1 hour per PC) Join workstations to the domain and copy profiles 26 $135.00 $3,510.00 (estimate 1 hour per PC) Applications transfer to the File Server 6 $145.00 $870.00 (Permitworks, Laserfiche, Caselle) Transfer data from the old server (ESTIMATE) 5 $145.00 $725.00 Configure Network Printer 3 $135.00 $405.00 Configure Network, File system & training 5 $145.00 $725.00 Reconfigure Backup Device 2 $145.00 $290.00 Labor to setup Securence and Certificate 1 $135.00 $135.00 Reconfigure computers with multiple profiles (Police) 5 $135.00 $675.00 Reconfigure Copier scan to server / e-mail 1 $135.00 $135.00 Configure Datto Drive to replace police sharepoint 4 $135.00 $540.00 LABOR TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX: $15,000.00 ENGAGEMENT TOTAL NOT INCLUDING OPTIONAL PURCHASES AND TAX: $31,521.00 The prices quoted above are at today's market value. Prices and availability will be verified at time of purchas MN State tax laws require us to charge you tax an all purchases as well as service to install any new hardware or software. This tax will be assessed on all purchases and only the appropriate services provided. All faxes will be added and included on the invoice. Our estimate is based on our prior experience multiplied by our standard hourly charges for these services, as summarized on the System Specification section. Any unusual disruption in the implementation process may result in higher fees. On-going support will be provided on an "as needed" basis, at your request. Consider purchasing telephone technical support contracts with the software vendors that offer them, if you require immediate response or guaranteed call back times. The terms for any additional hardware or software not specifically listed in this engagement are due upon receipt of invoice, if the order total is less than $1,000. Pre -payment is required for orders exceeding $1,000. We invoice our labor monthly, separate from computer hardware and software, and expect payment within thirty (30) days. We expressly reserve the right to assess a finance charge at the rate of 1.5% per month on any balance on your account that is older than thirty (30) days. You agree that in the event it becomes necessary for this account to be referred to an attorney for collection (whether or not suit is commenced), you will be responsible for payment of all reasonable costs of such collections, including reasonable attorneys' fees. Each monthly invoice will include a detailed description of the services provided. Our fees are based on the hourly rates of the various staff level and are adjusted annually for general economic factors. We schedule staff to serve your company based on the level of tasks to assure that you receive cost-effective service. Page 10 of 20 TRCS HOURLY RATES Our hourly rates are $135 for level 1 and $145 for level 2 labor performed Monday through Friday from 8 a.m. to 5 p.m. Labor performed after 5 p.m, or on the weekends will be billed at time and a half. WARRANTIES AND LIMITATIONS It is your sole responsibility to comply with software copyright laws. Our liability for damages with respect to the services provided shall in no event exceed the charges previously paid to us for these services. All items returned for exchange or refund must be accompanied by the box and manuals in original condition. Most software can not be returned or exchanged. Warranties for the computer software and hardware products installed as part of this engagement are provided by the manufacturer of those products. We offer no warranties, expressed or implied, regarding the functionality or capabilities of the software or hardware products installed as part of this engagement, except for a one year limited warranty on TR Computer Systems. Our warranty on the TR System covers hardware components and the operating system. Data and software restoration is not covered under this warranty. CLOSING We would like to meet with you to discuss this proposal before you make your final decision. We sincerely appreciate the opportunity to serve you. If the foregoing is in accordance with your understanding, please sign this letter and return the signed letter to us. You will receive an invoice for the hardware prior to the delivery. Payment of hardware is due upon delivery. Upon receipt of the authorization, we will contact you to arrange delivery and installation schedules. We look forward to working with you on this project. ACKNOWLEDGEMENT I (we) hereby agree to the terms of this engagement by completing the sections below and by signing this letter and returning it to TR Computer Sales, LLC. I have retained a copy for my records. Legal Name of Entity: Officer Signature: Title: Sincerely, Dale Deters TR Computer Sales Consultant Dated: Page 11 of 20 THIS PAGE INTENTIONALLY LEFT BLANK Page 12 of 20 Oak Park Heights Request for Council Action Meeting Date May 9`b 2017 Time .Required: 5 Minutes Agenda Item Agenda Place Originating D Requester's S Action Reque: Background/Justification (P ease nd irate if any previous action has been taken or if other public bodies have advised): Please see the attached MEM from Lee Mann of STANTEC relating to 59h Street Reconstruction; This is estimated at S 12,000 would be funded by the Cite Street Replacement Fund which has a current balance of 81,883.426, (Fund 565). Starter Memc To: Eric Johnson, City Administrator From: Lee M Mann. PE City of oak Park Heights St. Paul MN Office File: 193EIW74. pate: May 4, 2017 Reference: Cover Park Site Improvements -59e St N Recon:huction Dear Mr. Johnson. Construction has begun on the Cover Park Site Improvements protect. 59, St. N was planned to be lett in place with some minor patching for sewer and woo=r services to the new build€ng. As removal work has progressed, the condition of tI— - t—t has deteriorated beyond what was expected and it has become apparent that rehab .:,;:, _,r or reconstruction is necessary, We have spoken with the Contractor (Hardrives) and they have indicated that they would be willing to complete the reconstruction of 59+x+ St. N of their original bid unit prices. We recommend full reconstruction of the street due to its condition. The cost of the additionat reconstruction of 59w St. N is estimated to be $12,000. This work could be paid for by over -running bid quantities or by a Change Order to the Contract, Please let us know if the City would like to move forward with the additional reconstruction and what method of compensation to the Contractor is preferred. Sincerely. STANTEC CONSULTING SERVICES INC. Lee M. Mann, PE Principal Phone: 1651) 604-4850 Fax-' (651) 636-1311 Le e.Ma n n a^s t a ntec. con, C. Jeremy Hauser Page 13 of 20 THIS PAGE INTENTIONALLY LEFT BLANK Page 14 of 20 w.. R Oak Park Heights Request for Council Action Meeting Date May 9", 2017 Time Required: 5 Minutes Agenda Iter Agenda Play Originating Requester's Action Regi Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): As discussed on March 28"', 2017 City Council Worksession, the Council did affirm that it desired to explore some amendments to the City's Accessory Structure ordinances. Attached is that fol lov,-up proposal from Scott Richards, City Planner, Possible Action: Authorize the approval of the proposal and its related timelines; funding for such Pr01ject - $1,800 -would be available fi-orn the Planning and Zoning Budget Acct: 101-40500-103. Page 15 of 20 TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763.231 .5840 Facsimile: 763.427.0520 TPC@P1annin9Co,com May 3, 2017 Eric Johnson City Administrator City of Oak Park Heights 14168 Oak Park Blvd. N. Oak Park Heights, MN 55082 RE: Oak Park Heights — Planning Services — Accessory Building Amendments TPC FILE: 236.11 Dear Mr. Johnson: We pleased to submit this schedule and budget for amendments to Section 401.15.D Accessory Buildings, Uses and Equipment of the Zoning Ordinance. The City Council has determined that amendments should be made to this section as it relates to the size limits for accessory buildings. Additionally, Julie Hultman, the Building Official, has requested that changes be made to clarify certain provisions for easier interpretation and enforcement. TPC, Inc proposes to complete this work for a not to exceed fee of $1,800.00. This would include drafting the changes, working with the Planning Commission on the recommended language and final City Council approval. The fee would include the recommending Resolution and Ordinance. The proposed schedule for this work is as follows: May 9, 2017: City Council acceptance of proposal and budget. June 8, 2017: Planning Commission discussion of City Council direction and issues with the current accessory building regulations. July 13, 2017: Planning Commission review of draft language changes and recommendation. July 25, 2017: City Council review of Planning Commission recommendation and approval of the amendment Ordinance. This signed letter shall serve as the contract for the accessory building amendment planning services. Page 16 of 20 Eric Johnson Accessory Building Amendments Page 2 Signed: Scott D. Richards Planning Consultant THE PLANNING COMPANY LLC Signed: Eric Johnson City Administrator City of Oak Park Heights Page 17 of 20 THIS PAGE INTENTIONALLY LEFT BLANK Page 18 of 20 4' Oak Park Heights Request for Council Action Meeting Date May 9"'. 2017 Time Required: S Minutes Agenda Item Title: APPROVE PROCLAMATION - MUNICIPAL CLERKS WEEK MAY 7T"" - 13TH, 2017 A(-,enda Placement New Business Originating Department/Requestor: Ma or M McComber Requester's Signature Action Requested Discussion Possible Action Background/.luStiflCation (Please indicate if any previous action has been taken or if other public bodies have advised): Please consider and adopt the attached Proclamation for Municipal Clerks Week and which recognizes Jennifer Pinski the Oak Park Heights City Clerk. Page 19 of 20 ProcCamation ?Alunic pal CCerks ")Week '►play 7 -13, 2017 -Whereas, the Office of the .Municipa[CCerk, a time honoredandvitaCpart of Coca[ government exists throughout the wor" and `)Whereas, ?he Office of the AunicxpaCC[erk is the oCdest among pubCic servants, and 'Whereas, The Office of the -Vunic pa[Clerk provides the professionaClink between the citizens, the localgoverning bodies andagencies of government at other levels; and ')Whereas, JftnicipaCClerks have pCedged to be ever mindfulof their neutraCity and impartiality, rendering equaCservice to a[l: `Whereas, The MunicipaCClerk serves as the information center on functions of Coca[ government and community. 'Whereas, Nfunic paCClerks continually strive to improve the administration of the affairs of the Office of the-AfunicipaCC[erk through participation in education urograms, seminars, workshops and the annualmeetings of their state, provincial, county and internationa[professionaCorganizations. Whereas, It is most appropriate that we recognize the accomplishments of the office of the tunic pal clerk. Notiv, Therefore, I, _ Mary_McComber-- .Mayor of -OakPark Heights---- do recognize the week of 'Way 7 through .May 13, 2oi7, as JklunicipaCC[erks -Week, and further extend appreciation to our WunicipaCCCerk, _ Jennifer Pinski, CMC------------� and to aC[.Munic paCC[erks for the vitalservices they perform and their exemplary dedication to the communities they represent. Dated this __- g __________________day of ... May ------___----------- 2017 Mayor: Attest: Page 20 of 20