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HomeMy WebLinkAbout05-22-2018 Worksession Packet 0 City of Oak Park Heights Worksession Date: Tuesday, May 22, 2018 Time: 5:00 p.m. Location: Oak Park Heights City Hall 1. Call to Order 2. Update on Frontage Road Study at Norrell Ave. and Related Storm Water Issues 3. Update on 2018 Goals 4. Discussion on Data Received at Bayport Fire Department Quarterly Meeting 5. Adjourn Page 1 of 24 THIS PAGE INTENTIONALLY LEFT BLANK Page 2 of 24 Y 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 5118118 MEMO TO: Mayor and City Council Me ers FROM: Eric Johnson,City Admi ist RE: Council Worksession 5-22-18- EE Items 1. Staff would like to provide an update on the con cost study for the Norell&60m street re-route.Further we plan to provide an update on a recent discussion with Wal-Ma s to the use of their lands and our discussions with the Told Development Group—(Eagle's site). Lastly, it is vital to dis ss the possible storm water issues that need to be understood relative to the BCWD and their rules.This will require a separate engagement and study and a draft of that is attached for discussion. 2. Check-in on the City's 2018 goals.A spreadsheet in readable form will be supplied at the meeting,however the two items for immediate update are the City's sign entrance matter and the Prairie restoration update.Mayor McComber and Council member Runk both shared some other sign examples—images enclosed.I did also secure an estimate and EXAMPLE from Openwood Studios for a new OPH sign.Openwood is the sign company that has made all the City's park signs. 3. A discussion about the recent issues raised by the Bayport Fire Department is necessary,in short it appears that they might be seeking—or need to seek-some amendments to the current 15-year agreement as they might be realizing their costs are above their predicted capacity.Fundamentally,they seek further cost contributions from their partners.The enclosed spreadsheets we have received outline some possibilities but we are told not proposals per se. I did take a cursory review these figures and generally in-of-themselves they can represent a reasonable approach to addressing potential deficiencies.However,basically,it looks to double the City costs from+/-$280,000 annually to approximately$530,000 annually and likely seeks a much longer commitment than the current version which has approximately 12 years left+/-. Please note, at this time the agreement OPH has signed with Bayport is purely a service contract. It is not a joint powers agreement, nor is it a joint managed public enterprise. Bayport controls it and was one of the key facets to entering into the current Agreement. Essentially OPH has purchased a service for 15 years at a known price that essentially cannot rise more than 3%annually. In short,OPH has a VERY favorable position here. Under this Agreement and rates,Bayport unilaterally agreed to provide fire protection for such stated costs and they are solely responsible to effectuate the necessary equipment,staff and services to provide the expected and agreed upon services. This means Bayport agreed to provide the necessary equipment,training and elements to provide such services,without any further funding being currently committed. Now that said, if Bayport,OPH and the Townships would like to re-negotiate the current Agreement then Bayport might desire to come forward and directly express that desire and outline their rationale with some specific detail.Naturally,this would be a major policy shift and would ultimately require a contract amendment and might begin to open up many other questions about ...should OPH/Bayport and the others be concurrently exploring the merging with others?At the very least it is a question that might be engaged here?Are there other choices? I did offer that perhaps all parties may desire to participate in a study that would visit Possible concepts of what a new organization structure miaht be,such as a true joint powers district andlor re-evaluatina how costs may be calculated All members at the meetina seem amenable to a concept study at this time and perhaps this is done by resolution committing funding to hire an independent consultant to lead that process Page 3 of 24 Stantec Stantec Consulting Services Inc. 2335 Highway 36 West,St.Paul MN 55113-3819 May 10,2018 Eric A.Johnson City Administrator City of Oak Park Heights 14168 Oak Park Blvd N P.O.Box 2007 Oak Park Heights,MN 55082 Reference:Norell Avenue and Highwy 36 Drainage and Water Quality Study Dear Eric, It is our understanding that the City of Oak Park Heights would like to develop a stormwater feasibility study for the proposed Norell Avenue roundabout and potential redevelopment along the Highway 36 corridor(see attached figure for study area). The feasibility report will be comprised primarily of technical data that details how the project site will need to be designed to comply with Brown's Creek Watershed Distict(BCWD)requirements.The report will also use the City and NPDES Construction General Permit requirements and compare the two designs and impacts they will have to the study area.The purpose of this letter is to provide the City with a scope and cost for Stantec to create a feasibility study that will compare the design requirements for the study area to meet the BCWD and the City's stormwater rules. i.Scope of Services The scope of services to assist the City in completing the Feasibility Study is divided into four tasks,as described below. Task 1:Project Data Collection,Meetings,and Project Management The main component of this task is collecting the data necessary to complete the study. In regard to data collection,Stantec should have most,if not all of the information needed to conduct the study. In the event more information is needed,we will work with the city to obtain the necessary information needed to conduct our feasibility study. In terms of meetings,we are proposing one meeting with staff to present the results and discuss the impacts the different rules have on one another. Deliverables:Monthly invoicing,and one staff meeting. City StaffResponsibilities:Responsibilities:City staff will assist in identifying available data and assist in obtaining data from outside entities. Design with community in mind Page 4 of 24 5 May 10,2018 City of Oak Park Heights Page 2 of 4 Reference: Norell Avenue and Highway 36 Drainage and Wafer Qualify Study Task 2:Hydrologic and Hydraulic Analysis Comparison Stantec will use the information obtained in Task i to analyze the historic,existing,and the proposed conditions of the project.This will allow a comparison of peak flow rates and water volume produced for the various design storms that are required by BCWD.Maps will be created to help identifv the historic.existine.and proposed watersheds and drainage patterns on site. Deliverables:Historic,existing,and proposed conditions Hydro-CAD models,and mapping that supports the outcomes of the H&H modeling. City Staff Responsibilities:Assist Stantec by providing additional information if needed to prepare the H&H modeling and mapping. Task 3:Waier Quality Analysis Comparison Stantec will use the Hydrologic and Hydraulic models from task 2 to determine the facilities needed to meet the BCWD volume control and water quality requirements.The analysis will also be performed to meet the City and NPDES CGP standards to determine the difference between the two designs.Maps will be created to identify the preliminary footprint or facility needed to construct the two different water quality and volume control devices. Deliverables:Stantec will provide documentation and approximate sizing or needs required to meet the BCWD water quality requirements and the City standards. City Staff Responsibilities:Assist Stantec by providing additional information if needed to prepare water quality analysis. Task 4: Report Preparation A Stormwater Feasibility Report will be prepared for the City that presents our analysis,results,and recommendations to meet the BCWD and City requirements.It will provide preliminary hydraulic engineering to adequately locate and size drainage improvements necessary for the study area.The report will consist of a concise narrative along with technical appendices and mapping that will support our recommendations. Deliverables:A Stormwater Feasibility Report that the City can use to compare the BCWD and City and NPDES CGP requirements. City Staff Responsibilities:Assist Stantec by providing additional information if needed to prepare the Stormwater Feasibility Report. Design with community in mind Page 5 of 24 May 10,2018 City of Oak Park Heights Page 3 of 4 Reference: Norell Avenue and Highway 36 Drainage and Wafer Quality Study 2.Modifications to the Scope of Services Any additions or reductions to the Scope of Services and associated fee changes,initiated by either Stantec or the City of Oak Park Heights,will be documented in writing,dated,and acknowledged by both parties prior to commencement of additional work. 3.Schedule Stantec will work with the City of Oak Park Heights to complete the scope of work defined above and have a working draft report completed within io business days subsequent to the City's authorization to start the work and a final report within two weeks of receipt of comments from the City. 4.Compensation The following table presents our proposed not-to-exceed fee to complete Tasks 1-4 described above.These Tasks will be billed on an hourly basis in accordance with our current Master Services Agreement with Oak Park Heights.The fee amount for these Tasks is outlined in the following table: Task Task Name Estimated Task Number Fee Amount 1 Project Data Collection,Meetings,and Project Management $1,400 2 Hydrologic and Hydraulic Analysis Comparison $3,400 3 Water Quality Analysis Comparison $2,600 4 Report Preparation $3,100 Expenses $100 Total Proposed Task Fee: $10,700 The tasks outlined above will be prepared by or under the supervision of Tyler Johnson,PE.If you have questions about any of the information contained in this letter,please contact Tyler directly.We appreciate the opportunity to continue to provide services to the City of Oak Park Heights. Regards, STANTEC CONSULTING SERVICES INC. Tyler K.Johnson Associate Phone:(651)604-4767 tyler.johnson@stantee.com Design with community in mind Page 6 of 24 May 10,2018 City of Oak Park Heights Page 4 of 4 Reference: Norell Avenue and Highway 36 Drainage and Wafer Quality Study c.Lee Mann,Stantec *********************************************** STANTEC ACCEPTED BY OAK PARK HEIGHTS: By Print Name Tyler Johnson,Associate DateMay 10,2018 Sign Name By CYCC311 ' [ Date Lee Mann, Principal Date May 10,2018 Design with community in mind Page 7 of 24 i a I q � u 6'S ii d. �i s , x �qy r�F• "fir '"`•t f� 01 A o Wji w Lj JA AV • s, d Y " f 6 " r' I t r � • " r , 11 d^ d'.,l"i',.• r 1 baa m?r'"�h � ��' �{ ", ,,d '. y , y r �.S •.��."� - c 1� - ,*rya � /� �k ',+� � w ra. ,F + ASw , r q: wl , " f` r r _ f w. e I a. u ` Liz i - YAP' w s r: " w . L 7 s a a _ � ". � ����w, � '�►o a��'� � - -. 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COeb . § © � a ' @ §!$| § 2 § !grL � $ "g k #� k / §\ CL r FIs e § � I7 § \ m IL 3212 §J! 2A / Page 12«24 Eric Johnson From: Adam Bell <abell@ci.bayport.mn.us> Sent: Monday, May 14, 2018 11:39 AM To: Susan St Ores, marymccomber@aol.com;dschultz6816@comcast.net; john.hall@baytowmmn.org Cc: Allen Eisinger, Eric Johnson;APratt@eckberglammers.com Subject: Bayport Fire Advisory Group Q2 Meeting Agenda Attachments: Fire Department Advisory Group meeting agenda - May 2018.docx; Bayport Fire Department Funding 2018-2040.xlsx Good morning everyone, Please find attached the agenda for tomorrow's meeting. I will have hard copies for everyone at the meeting. I have also attached a preliminary cost worksheet.This document has several worksheets: 1) Fire Equipment Replacement Schedule—This includes all the vehicles and large equipment from 2018-2040. These figures are based on the current fleet and expected remaining life of the equipment. 2) FD Staffing estimates—This includes beginning full-time staffing in 2019.Obviously,this is not a foregone conclusion by any means, but is a starting point for our discussion.The estimate includes a full-time chief and one other firefighter/engineer/inspector. I have also included two options regarding starting pay(where I estimate on our current pay scale a FD chief would start and an alternate option to allow a prior years of service credit).Again,all of this is very preliminary and speculative, but there needs to be a discussion starting point. I have also included a couple of the neighboring fire departments(Stillwater and Lake Elmo)staffing situations and pay for comparison.As instructed at the last meeting,this is basically a "worst-case(highest cost)scenario." 3) 2019 Pre-Preliminary FD Budget—this is very preliminary and basically a carryover of 2018 figures. 4) FD Fair Share worksheet—These figures are using last year's share breakdown. 5) Municipal Shares Breakdown—These are the various portions of the expenses broken down by type of cost for each community for 2019: a. Operating—these are the remainder of expenses after removing the wages,equipment replacement costs,and fire relief funds from the total department budget. b. Equipment replacement—this is the total equipment costs spread out equally over the 22 year period to 2040.This method still creates a cash shortfall in 2029 for 5 years with the large$1.4 Million vehicle purchase,so that will have to be addressed.This happens because the costs vary year to year based on the vehicle. c. Staffing—this includes both starting rate and with possible credit step increase. Please let me know if you have any questions about any of the data. I look forward to discussing it all with you and finding an effective way forward. See you all tomorrow, Adam Adam R. Bell City Administrator City of Bayport 294 North 3rd Street Page 13 of 24 00 00 00 Ln 00 00 M M N oo r ri 4.6 r4 ni 00 Ln 00 r-f M t0 � lD In N e-I L 00 N a4 M O m C 0) cri I� N rq Ln M H 00 00 r4 Q LD^ O N W N .5 14 rl N d n N eN-i M N Rt N m � L cu � f6 co rq Ln O f0 N 00 M O O 'CA M N O 00 Ln H 00 M UD '1 0) _Q- N � m O rr n N 00 O D1 N lD 0o d O m 0 Vi- V} in V) V�- L Ln Ln I* ei 01 Ln Ln H N C1 L m LL 00 r-I O N C m w a Y Mc 3 -j x CL a :. v o m co 3 c 0 .0 •L c 0 u 4A c d E 4a 0 o 0 0. O1 m d It mt 41 Ln 6 ci -a n Ln C cn Ln Ln Ol Ln N NN N E 6I 1 4 00 00 LO 41 N t a �3 s *' _ � CD .0 tu m v Y.I C ei U 0r H N H Ln Page 14 of 24 �2 3 4 �t 1 V V 41 tio D � en oa c c "a Mm . a) oa ._ au m � w w O m a� u 0 3 � W o 0r0 0�0 V-1 `-,1 0-0 r-I r-Ir�-1 V-1r-Ir�-I O N N N N N N N N N O O O O It0 0 qzt 0 r-I O O C r-I r-I C O r-I O O O O O O tD 111 O O r-I N r-I O O ri I- N O I� 00 r- a 0 00 d 00' ri O P. cr M N I� O M q* w I� M I� 111 r-I M lD ri M V> V>- V} V). Vt 4^ in V} V} � 00) � 11 A lD 111 ri 111 UN ONO -t � N r-I I� 00 00 CN ^ Ln 00 0 01 111 I- 00 01 G1 M Q1 ri mt >+ It M I- r-I Il 4' N UD H M M U -4 mr N N r-1 r, 111 -q 00 H N I� 111 l0 CL f0 12 V} V} V} V} V? M 00 O r-I N M d' mt 00 O OJ LD O M r-I N mm r-1 00 mt N b,O M N O r-I M "' Vf M M I'. tD 01 }, N N lD M Il M bo 01 'C O .0 00 00 oo Ln 00 + W M M N 00 l0 Ql Ict r-1 ri � 00 UD qt M M O O n d N m LD O f� lD ri Vf Ol M r-I M 00 ei m N V>• V} VZ- V>- Vl- Page 15 of 24 1N�l 01 q0 :A CHANGE \ FROM 2017 Final 2018 Final 2019 2018 Budget Budget Proposed CHANGE BUDGET FIRE DEPARTMENT Expenses Description WAGES AND SALARIES $ 27,100 $ 29,100 190,350 161,250 554.12% DRILL, FIRE, MEDICAL RUNS $ 141,500 $ 141,500 $ 1 $ 5,660 4.00% FICA $ 10,336 $ 10,700 $ 12,000 $ 1,300 12.15% UNEMPLOYMENT COMP $ - $ - $ - WORKERS COMP $ 17,187 $ 25,297 $ 25,000 $ (297) -1.17% MEDICARE $ 2,124 $ 2,500 $ 2,800 $ 300 12.00% OFFICE SUPPLIES $ 1,000 $ 900 $ 1,000 $ 100 11.11% UNIFORMS $ 10,300 $ 11,000 $ 12,000 $ 1,000 9.09% MOTOR FUEL $ 13,000 $ 9,750 $ 10,000 $ 250 2.56% MATERIALS/PROGRAMS $ 3,250 $ 3,000 $ 3,000 $ - 0.00% OPERATING SUPPLIES $ 2,500 $ 2,800 $ 3,000 $ 200 7.14% SMALL TOOLS $ 13,000 $ 13,000 $ 13,000 $ - 0.00% PROF SER-OTHER $ 10,000 $ 16,583 $ 15,500 $ (1,083) -6.53% COMMUNICATIONS $ 4,000 $ 4,000 $ 4,000 $ - 0.00% RADIO REPAIR $ 4,500 $ 4,500 $ 4,500 $ - 0.00% P&L INSURANCE $ 17,832 $ 17,471 $ 17,500 $ 29 0.17% ELECTRIC SERVICE $ 4,000 $ 6,000 $ 6,000 $ - 0.00% FUEL FOR HEAT $ 5,500 $ 6,600 $ 6,750 $ 150 2.27% SHARED AUTOMATION $ 16,500 $ 16,500 $ 16,500 $ - 0.00% CONFERENCES/SCHOOLS $ 13,000 $ 13,500 $ 14,000 $ 500 3.70% REPAIR/MAINT VEHICLES $ 40,000 $ 15,000 $ 25,000 $ 10,000 66.67% REPAIR/MAINT OFFICE EQUIP $ 3,250 $ 2,500 $ 2,500 $ - 0.00% REPAIR/MAINT BLDGS AND EQUIP $ 3,000 $ 4,000 $ 4,000 $ - 0.00% EQUIPMENT RENTAL $ 1,000 $ 1,000 $ 1,000 $ - 0.00% DUES/MEMBERSHIPS $ 1,000 $ 1,000 $ 1,000 $ - 0.00% TRSF OUT/EQUIP REPLACEMENT $ 80,000 $ 108,000 $ 37,701 $ (70,299) -65.09% TRSF OUT/BUILDINGS $ 2,500 $ - $ 2,500 $ 2,500 CAPITAL OUTLAY $ - $ - $ - OFFICE EQUIPMENT $ 4,000 $ 1,000 $ 1,000 $ - 0.00% RELIEF FUND $ 70,000 $ 70,000 $ 70,000 $ - 0.00% $ 521,379 $ 537,201 $648,761 $ 111,560 20.77% Page 16 of 24 GO eN9 nnO �Qp G n N ^ Q � N 8 8 $ 8 8 .r w p#1 pN pN pN b m � w 8 $ � N q w pw pw pw N 10 ~ q N pp O p N co N Y N N w w w N O 8 8 N � N m w VF w N 888' $ 8 8 O 8 p pp N O g ey yy�� jy� N �y N N N pp w w w w N O O 8 8 8 8 ; .. @ N m ,Q .nrN, w w w pw m m q' O' N161� q LL 9 A N ppp ?L g d and t- n $�s W E E of � p'' E rY E Jill 11 I = A I aJ W ist- Page 17 of 24 § 7 \ e a m i� /y co , $ § : m , $ K @ § 2 § � \ \ $ \ ƒ\ § § B \ k # # # \ \ \ meg . § § § \ e— a ■ K $ \ K S 14 vN § 7 � $ \ m ■ o # & g .2■; :e1 : ■: m� ■ - ■ ■ � 2� §km$■$ ■$Bq ak; G � � � 2 ■ � ® 3 �2 ! , � ■ 3 12 ■2 2■\ km ■ ■«■ s §\ §\�. §) (§ §■ £\ /fid E: ' §$■ ■ )\ �:1 ! ^ , z■ <:!< ■2 « � ■\!\ ; | f |\ �rr M §\ �! ! ■: �■: #a - ■�■\§� §\ �B\ B: :■ ■ « � 2\ :\ � . ? a# 18 of 24 °¥8888 #¥8 .8 M M ■ kkk \ K/§2 §k§§ k § \ � 2 _ © ■ ■ § 8 8 § VI B \ m $ @ ■ ■ ■, �■» � ■} k\ ■\a ■ ■ ■ | ■ka}/§� ■k■: : ■t ,■ ■ � maGal : . 3 222 ■ E c ? 2 . ? <: < � - - ■ ■ ■ ■ a ■�■2�2 � #d ■\,# § £ §\l§\ §\§ $■} £2 \. § \ «■ ■ �°- - mcg ■ ! » | E E : \ - ■ « � � E : a, .a /\ s/ �� ! \J\ m �\ ■ ,■� ■; §� � � §\ :2/ �§\2 ! s2=1 '§� §\B\ Bim■ _§\§\ § § > } ? as 19 of 24 ; ;+a » , r m gym = O 00 01 M Nr14 O1 0a1 r^-I N 4- CO N Ln M co N Nl O N L6 t6 r .4rm m O Ln O O Ct O M N rn M 111 p E E Y 14 M O 06 ; Cf O rl t' t N Orl � 00 00 NN M M Q CL 3 th to ih i� i/} tn ih iJ> ❑ ❑ m m en y NO M LLA f_ -4 -4 mr cn O1 -p n Nin rq O1 O M O LL oon 00n RT'N ? 06 Iz k6 rq rq C4. 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