HomeMy WebLinkAbout05-12-2020 City Council Packet CITY OF OAK PARK HEIGHTS
TUESDAY, MAY 129 2020
CITY COUNCIL MEETING AGENDA
6:00 PM
This meeting will be conducted by video/telephone conference due to the ongoing COVID-19 health
pandemic. The meeting will follow the provisions of Minnesota Statute § 13D.021. If practical,members of
the public may be permitted to remotely listen to the meeting as provided in 13D.021, Subd. 3, subject to
such person paying for any added cost incurred by the City as a result of the additional connection. The
open meeting can be viewed remotely online at https://us02web.zoom.us/i/85019863829 or by calling(312-
626-6799)and entering meeting ID 85019863829#. There is no participant ID needed.
Please contact the City at 651-439-4439 or jpinski@cityofoakparkheights.com in advance of May 12, 2020
if you have any questions about access.
6:00 p.m. I. Call to Order/Approval of Agenda
Estimated
times
6:00 p.m. II. Summary of Closed Session from April 28, 2020 City Council Meeting
6:05 p.m. III. Council/Staff Reports
A. Mayor McComber
B. Councilmember Dougherty
C. Councilmember Johnson
D. Councilmember Liljegren
E. Councilmember Runk
F. Staff
• Recycling Award (pg. 3)
6:10 p.m. IV. 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).
6:10 p.m. V. Consent Agenda_ (Roll Call Vote)
A. Approve Bills & Investments
B. Approve Payment of Legal Fees for Confidential Matter from Council
Contingency Fund (pg. 5)
C. Approve City Council Minutes—April 28, 2020 (pg. 7)
D. Approve Stantec Construction Services Agreement(pg. 13)
E. Accept Donation to Police Community Outreach Fund (pg. 19)
6:10 p.m. VI. Public Hearings
6:15 p.m. VII. Old Business
A. Chief of Police Hiring Process (pg. 21)
Please mute or silence any cell phones,computers or other devices during meeting—Thank You.
Page 1 of 40
Agenda
May 12,2020
Page 2
6:15 p.m. VIII. New Business
A. Consider Resolution Outlining Further City COVID-19 Responses to Aid City
Residences and Businesses (pg. 29)
6:20 p.m. IX. Other Council Items or Announcements
6:20 p.m. X. Adjournment
Page 2 of 40
Oak Park Heights
Request for Council Action
Meeting Date May 12, 2020 _
Agenda Item Recycling Award
Time Req. 0
Agenda Placement Staff Reports
Originating Department/Requcstor 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).
Sec attached.
Page 3 of 40
City of
Oak Park Heiahts
14168 Oak Park Blvd.N•Oak Park Heights,MN 55082.Phone(651)439-4439•Fax(651)439-0574
May 7, 2020
Jim Sprenger
15015 65th Street North
Oak Park Heights, MN 55082
Dear Mr. Sprenger:
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, May 11, 2020, 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
via phone at 439-4439 or email at jpinski@cityofoakparkheights.com 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_!
i`
�nlfer Pinski
City Clerk
TREE CITY U.S.A.
Page 4 of 40
SO-
Oak Park Heights
Request for Council Action
Meeting Date May 12, 2020
Agenda Item Approve Payment of Legal Fees for Confidential Matter from Council
Contingency Fund
Time Req. 0
Agenda Placement Consent
Originating Department/Requestor Mayor Mary McComber
Requester's Signature
Action Requested Approve
Background/Justification (Please indicate any previous action has been taken or if other public
bodies have been advised).
The City Council received bills for additional legal fees due to a confidential issue. I recommend
payment of the bills from the Council Contingency Fund.
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SO-
Oak Park Heights
Request for Council Action
Meeting Date May 12, 2020
Agenda Item Approve City Council Meeting Minutes—April 28, 2020
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 40
CITY OF OAK PARK HEIGHTS
TUESDAY, APRIL 28, 2020
CITY COUNCIL MEETING MINUTES
HELD VIA VIDEO CONFERENCE PER MN STAT. 13D.021
L Call to Order/Approval of Agenda: Mayor McComber called the meeting to
order at 6:02 p.m. Present: Councilmembers Dougherty, Johnson, Liljegren and
Runk. Staff present: City Administrator Johnson, City Clerk Pinski, Finance
Director Caruso, City Attorney Kevin Sandstrom, City Planner Richards and City
Engineer Mann. Absent: None.
Councilmember Dougherty, seconded by Councilmember Johnson, moved to
approve the Agenda. Roll call vote taken. Carried 5-0.
II. Council/Staff Reports:
A. Mayor McComber: She reported she attended multiple meetings through
Zoom with the League of Minnesota Cities, the Minnesota Mayor's
Association, Washington County, the White House, the Governor's
Office, and the National League of Cities. She also reported she had
received several calls from residents and businesses over the last few
weeks.
B. Councilmember Dougherty: He reported he had also received several calls
over the last few weeks.
C. Councilmember Johnson: She reported she attended the Parks and Trails
Commission meeting, and she attended the video conference with
Governor Walz through the League of Minnesota Cities.
D. Councilmember Liljegren: He reported he attended the Planning
Commission meeting.
E. Councilmember Runk: He reported he attended the Middle St. Croix
Watershed Organization where they accepted the annual report, and that
there was no CVB meeting held that month.
F. Staff: City Clerk Pinski reported that Joseph Allenspach of 5472
Stagecoach Trail North and Julie McPherson of 14452 57th Street North
were chosen as the most recent recycling award winners. Pinski also
reported that Spring Clean up had been rescheduled from May 2 to June
27.
III. Visitors/Public Comment: None
IV. Consent Agenda:
Page 8 of 40
A. Approve Bills & Investments
B. Approve City Council Minutes —March 24, 2020
C. Approve Acceptance of the 2019 City Annual Financial Statement and
Related Reports
D. Designate the Finance Director as the"Business Administrator" for
Electronic Fund Transfers
E. Approve LMCIT Waiver of Statutory Tort Limits—Liability Coverage
F. Approve Renewal of Consumption and Display Permit for St. Croix Yacht
Club
Councilmember Runk, seconded by Councilmember Liljegren, moved to approve
the Consent Agenda. Roll call vote taken. Carried 5-0.
V. Public Hearings: None
VI. Old Business: None
VII. New Business:
A. Menards—Extension Requested Amended Conditional Use Permit—Yard
Entrance: Councilmember Dougherty, seconded by Councilmember
Johnson, moved to approve the extension as recommended by staff. Roll
call vote taken. Carried 5-0.
B. Zephyr Group LLC (Pony Express Car Wash) 5970 Neal Ave Site
Guidelines and Site Plan Review: City Planner Richards reviewed his
planning report. Councilmember Liljegren, seconded by Councilmember
Runk, moved to approve the Resolution. Roll call vote taken. Carried 5-0.
C. Approve Letter of Support for the Center for Energy and Environment
(CEE)to Just Transition Fund(JTF): Mayor McComber reported that she
received correspondence from Audrey Partridge with the Center for
Energy and Environment that there was another grant opportunity for an
economic impact study.
Councilmember Dougherty, seconded by Councilmember Johnson, moved
to approve a letter of support for the grant application. Roll call vote
taken. Carried 5-0.
D. Manning & STH 36 SOUTH Frontage Road: Councilmember Runk
reported that Washington County established what they called an
approved layout for a connection between Manning and Stillwater
Boulevard that the City had not been involved in. He said the City did not
have a lot of information on the layout.
Page 9 of 40
Councilmember Runk, seconded by Councilmember Liljegren, moved to
allow staff to continue to communicate with Washington County on the
matter, and that Stantec report back to the City Council any traffic and
financial impacts to the City and how it may affect businesses in the City,
and send a letter to Washington County that the City had not taken a
position and was not taking a position until such time as they received
more information and a report back from the professionals. Roll call vote
taken. Carried 5-0.
E. Consider Resolution Outlining Possible City COVID-19 Responses to
Aid: Convention and Visitors' Bureau and Temp. Suspension of Banner
Regulations & Actions Related to Liquor Licensing: Councilmember
Runk stated that the City received a request from the CVB to delay the
submittal of taxes to allow flexibility for hotels and Airbnbs. Mayor
McComber suggested businesses be allowed to put up temporary signage
letting people know they were open and to prorate the on-sale liquor
license fees for license holders for the time they were closed due to the
pandemic.
Councilmember Johnson, seconded by Councilmember Dougherty, moved
to approve the Resolution. Roll call vote taken. Carried 5-0.
F. Rate Increase Request- Tennis Sanitation: City Administrator Johnson
reported that Tennis Sanitation was seeking a$1.07 per unit per month
rate increase for recycling fees. Councilmember Liljegren opposed the
increase because they bid a certain amount to get the contract and then
continue to ask for increases. Mayor McComber was in favor of the
request. Councilmember Dougherty was not in favor for the same reason
as Councilmember Liljegren.
Councilmember Johnson, seconded by Mayor McComber, moved to
approve half of the recycling fee increase request for$0.53 per unit per
month. Roll call vote taken. Failed 2-3, opposed by Dougherty, Liljegren,
and Runk.
G. Consider Appointments to Xcel Energy Advisory Panel: City
Administrator Johnson said the City had received several appointments for
representatives from the various invited organizations as well as seven
citizen applications for the advisory panel. Mayor McComber indicated
Shane Zahrt was appointed from the Coalition of Utility Cities with Greg
Pruszinske as an alternate. She also said she spoke with Gina Zeuli and
Tim Freeman, and they indicated they would be interested in co-chairing
the panel.
Page 10 of 40
Councilmember Runk, seconded by Councilmember Dougherty, moved to
accept the membership from the invited agencies plus the addition of
Shane Zahrt and also the co-chair recommendations. Roll call vote taken.
Carried 5-0.
Councilmember Liljegren, seconded by Councilmember Runk, moved to
table the appointments of citizen representatives until it was conducive to
meet with the applicants. Roll call vote taken. Carried 5-0.
H. 2020 Party in the Park: City Clerk Pinski reported that Party in the Park
was scheduled for June 4 and requested the City Council consider whether
they wanted to reschedule or cancel the event due to the pandemic. Mayor
McComber suggested many businesses would be reopening after a long
closure and may be struggling.
Councilmember Runk, seconded by Councilmember Dougherty, moved to
cancel the 2020 Parry in the Park. Roll call vote taken. Carried 5-0.
I. 2020 Goal Setting: Councilmember Liljegren, seconded by
Councilmember Runk, moved to table until the City Council could meet in
person. Roll call vote taken. Carried 5-0.
VIII. Other Council Items or Announcements: Mayor McComber reminded
everyone to follow CDC recommendations and stay safe.
IX. Closed Session
A. Discussion on Land Acquisition for Backage Road Project(closed
pursuant to MN Stat. 13D.05, Subd. 3(c)(3)): City Attorney Sandstrom
reported that the City Council would go into a closed session to discuss
negotiation regarding land acquisition for a road right away in the rear
parking lot area of Michaels, Pier 1, TJ Maxx and Kohl's. He reported the
meeting would be recorded per statute, and the summary of the meeting
would be given at the beginning of the next City Council meeting.
Councilmember Liljegren, seconded by Councilmember Johnson, moved
to go into closed session at 7:00 p.m. Roll call vote taken. Carried 5-0.
X. Adiourn: Councilmember Runk, seconded by Councilmember Liljegren, moved
to adjourn at 7:39 p.m. Roll call vote taken. Carried 5-0.
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
City Clerk Mayor
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Page 12 of 40
Oak Park Heights
Request for Council Action
Meeting Date May 12th, 2020
Time Required: 1 Minute
Agenda Item Title: Approve STANTEC Construction Services Agreement
Agenda Placement Consent Agenda
Originating Department/Requestor�: Eric Johnson, City Administrator
Requester's Signature: ✓�"
Action Requested Approve STANTEC Construction Services Agreement—Dated 5/7/20
Background/Justification (Please indicate if any previous action has been taken or if other public
bodies have advised):
In September 2019, the City approved two elements of the needed STANTEC contracts to move
the 2020 projects forward—generally being design and bidding $77,557 +/-. At that time, it was
unknown if the project was going to be moving forward and/or if the City was able to find and
agreement with Baytown Township.
Now that this Project is known to be moving forward to construction, STANTEC is seeking
approval for costs associated with Construction Services totaling between $71,300 and $77,300
(including final testing costs). Please see the attached PROPOSAL dated 5/7/20.
Staff would recommend final approval and would execute the Project with effective oversight,
testing and close-out.
Page 13 of 40
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Page 14 of 40
May 7, 2020
File: 193804872
Attention: Mr. Eric Johnson
City of Oak Park Heights
14168 Oak Park Boulevard
Oak Park Heights, MN 55082
Reference: Proposal for Construction Services—2020 Mill and Overlay and Oakgreen Avenue
Dear Eric:
This letter constitutes the Scope of Services for Professional Services between the City of Oak Park Heights
and Stantec Consulting Services Inc. for providing construction services for the 2020 Mill and Overlay and
Oakgreen Avenue project.
The total estimated hourly not-to-exceed fee for construction services is $67,300, including expenses.
Additional services by others have been identified for geotechnical testing services. See the fee summary
following the task descriptions.
Construction services
Stantec will provide construction observation, administration, and management services including:
• Preconstruction meeting
• Construction staking for trail and as/if needed on Oakgreen Avenue.
• Coordination with the Contractor and observation of the Work
• Provide construction notice to affected properties along the project streets at the following
intervals:
✓ Prior to curb replacements/patching if driveways are affected
✓ Prior to final paving
• Documentation of materials and quantities
• Coordination with an independent material testing firm and review of testing reports and invoices
• Process Contractor pay applications and contract modifications if necessary
• Complete record drawings following project completion, updates to City's GIS basemap as
applicable
• Final project closeout and documentation
Page 15 of 40
Additional services
Construction Material Testing:
If the City chooses to do so, an independent material testing firm will complete bituminous mixture and
concrete sampling and testing at a rate of one sample per day.
The estimated fees for the tasks outlined above are as follows:
1. Construction Services $59,100 - $65,100
2. Expenses $2,200
Total Estimated Fee: $61,300 -$67,300
Estimated Additional Services—
Construction Material Testing Services $10,000
This letter and Scope of Services described above represent the understanding between the City and
Stantec in respect to the Project and may only be modified in writing signed by both of us and is subject to
the current Master Services Agreement between the City and Stantec.
If this letter satisfactorily sets forth conditions of our Agreement, please sign in the space below and
return one copy to our office. Thank you for the opportunity to provide these services.
CITY OF OAK PARK HEIGHTS
By
Print Name and Title
Date
Page 16 of 40
If you have any questions, need additional information, or wish to discuss this matter in greater detail,
please contact me.
Regards,
Stantec Consulting Services Inc.
Lee M. Mann, PE MN,WI,CA
Principal
Phone: 612-712-2085
Lee.Mann@stantec.com
c. file
Andrew Kegley, Director of Public Works
Kellie Schlegel, Stantec
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._
Oak Park Heights
Request for Council Action
Meeting Date: Time Required: 1 min
Agenda Item Title: Accept Donation to Police Community Outreach Fund
Agenda Placement: Consent
Originating Department/Requestor• ak Park Heights Police Dept., Chief Brian DeRosier
Requester's Signature
Action Requested: Accept Donation to Police Community Outreach Fund
Background/Justification:
The police department has received a generous donation from Bob and Rosemary Knutson of$100.00.
This donation to be accepted and placed into the police community outreach fund for future use in
community education and outreach efforts.
A personal thank you has been sent.
Chief DeRosier
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Oak Park Heights
Request for Council Action
Meeting Date May 81h , 2020
Time Required: 5 minutes
Agenda Item Title: Chief of Police Hiring Process
Agenda Placement Old Business
Originating Department/Requestor Mayor Mary McComber
Requester's Signature
Action Requested Discussion, Possible Action
Background/Justification (Please indicate if any previous action has been taken or if other public
bodies have advised):
Please recall the City Council has appointed a SUB COMMITTEE to begin the more detailed process
of the recruitment/hiring process of the new Chief of Police. Recall, the City Administrator did email
out the Job Description and various other related documents on May 5th.
Before the Sub-Committee moves forward in earnest, does the City Council as a whole or its Members
have any initial perspectives, guidance or desires to offer the Sub-Committee relative to preferred
TRAITS, STYLES OR SKILL SETS or other comments it may view as valuable at this time?
The documents sent on May 5th are again attached.
Page 21 of 40
CITY OF OAK PARK HEIGHTS
POLICE DEPARTMENT
14168 Oak Park Blvd. N.,
Oak Park Heights, MN 55082
February 26,2020
To: City Administrator Johnson
From: Chief DeRosier
Re:New Chief Hiring Process—Issues Trending and Persisting in Law Enforcement
As council asked, I have put together a list of some issues facing law enforcement and communities.
1. Use of Force vs Officer Safety vs De-escalation Requirements vs Mental Health Response
The subject of Officer's using force against persons has been heavily discussed in the media and
politically placated in recent years. Times when officers have had to use force in protection of
themselves or others with a negative outcome for the suspect have become political and societal"cards"
including misinformation on training or tactics. There has been and continues to be discussed more
legislative regulations and requirements for departments regarding training and policy to "end"these
incidents.
*Do you feel this is a reasonable expectation?
*What at a department level has been done?
*What more if anything do you see can be done with what goal in mind?
2. Employee Wellness and Retention
*Thoughts and goals to deal with employees and their families wellness including PTSD and Suicide
rates in LE?
*Issues facing agencies with different generational ideations of the work place affecting retention and
satisfaction of those employees.
3. Rapidly Changing Technology/ Expectations of the Public vs Reality
The public routinely demands use of technology"in particular video" as the answer to critical incidents.
*What is your position?
*Reality of use and costs associated with this technology "specifically for a department this size".
*Real limitations of the video as hard evidence? "distortion,not capturing audio,limited view,etc."
*Private vs. Public data?
*Constant recording entire shifts vs. incident recording with regard to employee privacy,working
conditions?
4. Active Shooter Response
5. Drug issues in society and what have we seen in community and how affecting community?
6. Unfunded—Legislative Mandates /Policies / Community Expectations / Law Enforcement
Operational Expectations from the Community and Officers.
Page 22 of 40
CITY OF OAK PARK HEIGHTS
TITLE: POLICE CHIEF
DEPARTMENT: POLICE
REPORTS TO: CITY ADMINISTRATOR
SUMMARY OF POSITION:
This position is a member of the City's senior management team and is responsible for managing
and directing police work involved in the protection and safety of the citizens of Oak Park
Heights. These objectives are met through crime control and prevention, maintenance of
emergency warning systems, and the development and enforcement of department policies and
procedures.
ESSENTIAL JOB FUNCTIONS:
1. Plans the staffing, organization, and functioning of department personnel to assure law
enforcement, crime prevention, civil defense, and public services are being provided within
the City which will command respect and confidence of the citizens; preserve law and order,
and protect life and property.
2. Oversees and directs daily operations of the police department and its personnel.
3. Demonstrates, by example, the desire standard of the department for personal appearance and
conduct; defines and communicates department rules , regulations, and operating policies.
4. Plans and conducts/assists with in-service training session on work methods and techniques.
5. Enforces the law,patrols in squad cars or by other means suitable to the task; issues tickets,
citations, and warnings to persons violating federal, state, or local laws/statutes/ordinances;
responds to calls of criminal activity and assists citizens whenever possible; apprehends,
arrests, and books individual suspected of violating federal, state or local
laws/statutes/ordinances; maintains the public peace.
6. Develops the department budget, oversees control of expenditures, reviews and approves
purchases and allocates and assigns all resources used by department personnel.
7. Developes, maintains, and implements policy and procedures for the efficient operation of
the department.
8. Develops and maintains a public safety system to include emergency sirens;prepares and
implements civil defense policies and procedures; serves as Emergency Management
Coordinator for the City, directing the police, fire district,public works, state, or federal
agencies in case of manmade or natural disasters.
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9. Stays current on the theories,principles, and practices of modern law enforcement science
and practices.
10. Receives, coordinates for investigation of, and disposes of complaints; advises the public on
their legal rights and privileges with regard to police department activities.
11. Represents the department in court, at public meetings and functions.
12. Promotes a cooperative work effort with other City departments, community groups, and
law-enforcement agencies.
13. Maintains ties to the community in order to develop favorable public relations and image.
14. Informs the City Administrator of all developments necessary to function effectively as the
City's Chief Executive Officer.
15. Disciplines and oversees discipline of all department employees.
16. Conducts reviews and performance appraisals of all department employees.
17. Performs other duties as assigned or apparent.
KNOWLEDGE, SHILLS,AND ABILITIES:
• Knowledge of state and federal constitutional law, City ordinances and knowledge of the
functions and jurisdictions of various county, state, and federal law enforcement agencies;
knowledge of Community Policing, Neighborhood Watch, DARE and related programs, and
trends in law enforcement.
• Knowledge of police policy and procedures to include rules of evidence, arrest, search and
seizure to assure admissibility of evidence in court, and to assure approved procedures are
followed.
• Ability to make decisions with limited information, to take command of a critical or
emergency situation, to remain composed under emotional stress, to avoid inappropriate
risks.
• Knowledge of policies and procedures related to personnel management and development to
include work assignments,performance reviews, and disciplinary procedures.
• Ability to carry out oral and written instructions; ability to deliver reports and make
presentations to elected bodies and members of the public.
• Knowledge of legislation affecting the maintenance and distribution of data.
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• Knowledge of computer software to include Microsoft Word, Excel, and PowerPoint.
• Knowledge of types and use of firearms, communications, and automotive equipment used in
modern police work.
• Knowledge of 1st Aid and ability to provide aid in emergency situations.
• Ability to communicate effectively and professionally with co-workers and members of the
public.
• Ability to establish and maintain effective working relationships with supervisors, co-
workers, and members of the public.
MINIMUM QUALIFICATIONS
• POST Licensed or the ability to be licensed in the State of Minnesota
• Associate's degree (2yr) in Criminal Justice, Police Science, Public Administration, or
related field.
• Valid Minnesota Class C drivers license.
• Ten (10) years of broad-based police or related law enforcement experience.
PREFERRED QUALIFICATIONS
• Bachelor's degree in Criminal Justice, Police Science, Public Administration, or related field.
• Two (2) years experience as chief, or member of the senior management of a police
department or related agency.
• Advanced work at the FBI National Academy or similar executive management school.
MINIMUM TRAINING AND EXPERIENCE: See Above.
SUPERVISION OF OTHERS: NA
OTHER ITEMS: NA
ESSENTIAL PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. While performing the duties
of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools,
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or controls. The employee frequently is required to sit. The employee is frequently required to
stand; walk; reach with hands and arms; climb or balance; stoop; kneel, run, crouch or crawl; and
talk/hear.
The employee must regularly lift and/or move up to twenty-five (25) pounds, frequently lift
and/or move up to fifty (50) pounds, and occasionally lift and/or move more than one hundred
(100) pounds. Specific vision abilities required by this job include close vision, distance vision,
color vision, peripheral vision, and depth perception, and the ability to adjust focus. The
employee must have the physical capability and capacity to exercise the full range of the
Essential Job Functions, as required by the City and as may be tested.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. While performing the duties of
this job, the employee regularly works in outside weather conditions, from extreme cold to
extreme heat.
The nature of the position is that of a sworn police officer in the State of Minnesota. Such
position carries responsibilities and duties commensurate with maintaining public order,
enforcing the laws of the City and other acting on behalf of other authoritative agencies where
applicable. The position is inherently dangerous as the employee will through their position,
engage criminal elements, enter crime scenes, act as a first-responder to emergencies and
numerous other situations too extensive to be listed herein.
The above examples and elements are intended only as an illustration of various types of work
performed and related skill sets needed by the City and is not all-inclusive. The job description
is subject to change as the needs of the employer and requirements of the job change.
EQUAL EMPLOYMENT POLICY:
It is the policy of the City of Oak Park Heights to provide equal employment opportunities to all
persons. All employment policies and practices shall be non-discriminatory, in compliance with
federal laws, statutes and local ordinances.
All positions shall be required to work from the City Hall or City
designated location(s) so as to meet the City's regular customer service
and staffing needs.
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Oak Park Heights
Request for Council Action
Meeting Date February 25, 2020
Time Required: 1 Minute FROM FEBRUARY 2020 - COUNCIL
PACKET
Agenda Item Title: Chief of Police
Agenda Placement New Business
Originating Department/Requestor Eric Johnson, City Administrator
Requester's Signature
Action Requested Discussion, Possible Action.
Background/Justification (Please indicate if any previous action has been taken or if other public
bodies have advised):
In discussing with Chief Brian DeRosier and anticipated retirement dates,the time is now appropriate for the City
to begin to initiate the process for identifying his replacement. This process will take significant time and
consideration on the part of the City identify an appropriate pool of candidates—both internal and/or external and
to make the Council's preferred selection.
To begin this process, enclosed is a proposed timeline and which includes the creation of a Search and Review
Committee. If this enclosure is acceptable, Staff would request two actions:
1. Approve the enclosed timeline and its related concepts.
2. Create a Search and Review Committee consisting of:
• Appoint TWO Members of the City Council.
• City Administrator
• City Attorney
• City Clerk(or other Senior Staff Member)
• Possible Consultant or Former Chief from MN City.
NOTE: Costs associated with this process are unknown and will depend on the City's ability to find assistance
from a former chief and/or are other consultants necessary. Some final testing and background reporting will
also be necessary for both internal and external candidates.
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I
4•
City of Oak Park Heights
14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574
February 19,2020
TO: City Council Members
FROM: Eric Johnson,City Administrator
RE: Chief of Police—Retirement 2020
In discussing with Brian DeRosier and anticipated retirement dates,the time is now appropriate for the City to begin to
initiate the process for identifying such replacement. This process will take significant time and consideration on the
part of the City identify an appropriate pool of candidates—both internal and/or external and to make your preferred
selection.
The Chief has indicated to me two items which are pertinent to any process:
1. That his timeline is to leave the City in late 2020,but certainly not later than Dec 313t,2020.
2. That he would like very limited input into any process.
Accordingly:To layout a possible timeline/process,certainly subject to revision, here is a plan:
Feb 2020 Formally initiate the replacement search;direct staff to prepare general position description and
announcements. City Council appoints Chief of Police`Search&Review(S&R) Committee',
This Committee could also include a qualified Chief from another city and/or a CONSULTANT with
the roles and duties of the position.
Mar 2020 Review Committee meets to discuss and finalizes job description and items noted below;posts
position for applications to be received—numerous locations LMC/MCA,etc.S&R Committee to
establish scoring criteria for received applications. This will of course depend on process or
internal versus external candidates.
April-May 2020 Solicit and Receive all applications; S&R Committee members score and rank applications
independently;Committee meets to select candidates for interviews.Schedule Interviews.A written
test should also be developed.
June-July 2020 Hold interviews,review test scores and determine top two or three candidates. Initiate in-depth
background check process and psychological report.City Council and S&R Review Committee
hold final joint interview with top candidates.Review Committee makes final recommendation to
City Council.City Council selects its preferred candidate and job offer is extended—possible
contingencies.
Aug-Sept 2020 New"Chief"takes position as"Deputy Chief"as an interim position and works with Brian DeRosier
for defined period of time.This length can certainly vary if internal or external hire.
Jan 1 st 2021 Brian DeRosier leaves the City;New Chief assumes full role.
FURTHER THINGS TO CONSIDER BY THE S&R Committee-TBD:
1. Does the City want to first ONLY consider internal candidates or open up to all internal and external?
2. Does the City desire to hire a outside Consultant to facilitate this+/-$10,000 or perhaps a Local former Chief as a guide?
3. Should a patrol officer be part of the Search and Review Committee?Or other Staff Input such as a SURVEY?Both?
4. Other items?
Page 28 of 40
Oak Park Heights
Request for Council Action
Meeting Date May 12'', 2020
Time Required: 10 minutes
Agenda Item Title: Consider Resolution Outlining Further City COVID-19 Responses to Aid
City Residents and Businesses .
Agenda Placement NEW BUSINESS
Originating Department/Requestor Chuck Dou _gheM, CityCity Council Member
Requester's Signature
Action Requested Consider Resolution Outlining Possible City COVID-19 Responses to Aid
City Residents and Businesses.
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 please consider the attached resolution outlining some possible
steps to aid City residents and businesses as they look to respond and react to the COVID-19
matter.
Perhaps this needs some editing and/or additions or deletions of various ideas.
Page 29 of 40
RESOLUTION
A RESOLUTION BY THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS
OUTLINING FURTHER POLICIES AND REQUESTS RELATED TO ASSISTING IN
ECONOMIC RECOVERY FOLLOWING THE COVID-19 OUTBREAK.
Whereas, the State of Minnesota and numerous communities have been impacted by the outbreak of
COVID-19 virus forcing the slow down and, in some cases, shuttering of businesses creating significant
unemployment; and,
Whereas, many individuals have also been impacted by the COVID-19 outbreak with the loss of
employment and critical income; and,
Whereas,the State and Federal Governments have begun to implement various tools to aid in the recovery
of businesses and employment;the City of Oak Park Heights may also consider responsible actions to aid
effected businesses and their staff as well as its general population; and,
Whereas,the City has previously approved resolutions outlining certain City responses,it has continued to
evaluate its options related to any continued assistance it may be able to offer as well as explore other
public-private partnerships to advance solutions to address these matters stemming from COVID-19 matter.
NOW, THEREFORE, BE IT RESOLVED that the City Council for the City of Oak Park Heights enacts
the following actions and requests:
1. In consideration that the Washington County Economic Development Agency did not as of this
date yet establish a specific operational grant or loan program related to COVID-19 recovery,the
City will reallocate $50,000 of the total $96,000 of such funds to a GRANT PROGRAM for City
business directly dedicated to assist preparing for necessary infrastructure or operational changes
to respond to the COVID-19 crisis and the pending re-opening which will require significant
investment. The final grant program and funding sources shall be best determined by the City
Administrator and Finance Director. Exhibit A of this Resolution outlines the general scope of the
anticipated program,subject to final review and approval of City Staff.
2. From the date of adoption of this Resolution through September 30t1 2020 in Zoning Districts of
B-2, B-3 and B-4, when businesses follow best practices guidelines that are in effect for the
COVID-19 matter,the City supports and will non-unreasonably cause the closure or suspension of
the opening and operation of restaurants and retail sales by established firms upon on-site outside
areas not otherwise already approved. Alcoholic beverages may only be served in established and
approved outside seating areas that have been approved prior to the date of this Resolution; all
necessary pedestrian and sanitation provisions must made to accommodate safe practices for all
patrons and staff and such responsibility remains with the property owner(s)to maintain and verify.
Be It Further Resolved,that City Staff shall actively implement these goals to the extent authorized under
Minnesota law and provide the necessary communications to related offices and entities.
The Resolution has been duly considered and adopted by the City Council this day of ,2020.
Mayor Mary McComber
Attest: Eric Johnson, City Administrator
Page 30 of 40
EXHIBIT A to RESOLUTION:
OF
*Oka r
City of Oak Park Heights
Economic Assistance for Recovery -
COVID-19 Response
INFORMATION PACKET
*Rules & Requirements
*Application Form
Submissions Due May 22nd 2020
Page 31 of 40
Oak Park Heights Economic Assistance for
P Recovery
Grant Program Description
Applications Must Be Submitted By 5:00 PM, May
22, 2020
The Need for Assistance
The City Council has determined that the encouragement and the financial support of economic
development and redevelopment in the City is vital to the orderly development and financing of
the City and in the best interests of the health, safety, prosperity and general welfare of the
citizens of the City. . In 2020,the critical economic development issue are the impacts of the
Coronavirus.
In March 2020,the World Health Organization declared the worldwide outbreak of
Coronavirus to be a pandemic (the"Pandemic" or"COVID-19"). The Governor of Minnesota
has issued a series of executive orders to help limit the spread of the Pandemic, including
declaring a peacetime public emergency, directing the closure of all schools, and ordering the
closure of bars, restaurants and other places of public accommodation (the"Executive
Orders"). The U.S. Center for Disease Control and Prevention (the"CDC") has issued a series of
directives to limit personal interaction to slow the spread of the Pandemic. These actions have
had significant adverse effects on local businesses, including closure, significant reduction in
revenues, and loss of employees. The continuation of these events will have devastating short-
term and long-term effects on the well-being of the community.
After evaluating alternative means of assistance to help local businesses adapt business
practices to protect the health of customers and employees and thereby establishing the means
for successful operation,the City has determined that this assistance conforms with state law
governing business subsidies and advances the general health, safety and welfare of the
community as a whole.
Page 32 of 40
Program Description
Qualifying businesses are eligible to receive a grant in an amount not to exceed $2,500 to pay
for changes in business practices for customer and employee safety due to COVID-19. The
total amount of grant funds available is $50,000.
Eligible Activities
The grant may only be used for costs directly related to activities needed to
adapt the business to operations related to COVID-19.Eligible activities
include:
• Building improvements, equipment and furnishings
• Personal protective equipment
• Sanitizing supplies
• Signage
• Employee training
• Transition to online sales
• Printing
• Advertising
• Supplies needed to restart operations
• Other extraordinary costs directly related to COVID-19 -provide data.
Grant funds maybe used to reimburse for expenditures made for the activities after March 25,
2020 (Governor's Stay at Home Order) and prior to the receipt of the grant.
Grant funds may not be used to pay for regular business expense including payroll, rent,
utilities, and taxes.
The grant application will include a description of the plan for operating under the restrictions
of COVID-19,the proposed use of grant funds and the relationship to COVID-19.
Documentation of expenses requested for reimbursement must accompany the application.
In submitting the application,the business will commit to using the grant funds only for these
uses.
The City Council will make the final determination of eligibility and the amount of the
requested grant to approve.
Eligible Businesses
Businesses that meet the following criteria are eligible to submit grant applications:
1. The business must be in operation at the current location within the City at the time of
application.
2. The business must be registered with the Minnesota Secretary of State unless it is a sole
proprietorship or partnership that is not required to file with the Secretary of State's Office
to do business in Minnesota.
Page 2
Page 33 of 40
3. The business cannot be delinquent on any fees or charges with the City.
The business must have employed the equivalent of 20 or fewer full-time employees (FTE)
on March 1, 2020. (A full-time employee= 1 FTE. Each part-time employee= 0.5 FTE.)
5. The grant application must be signed by the business owner.
Reporting
Grant recipients must agree to complete and submit the Grant Report Form provided by the
City.The report will include documentation of activities paid for with grant funds and a
description of how these activates affected operations and the response to COVID-19.
Application Process
The application form for the Grant will be available on the City website
beginning on May 13th, 2020
Completed applications must be submitted via email to
eajohnson@cityofoakparkheights.com not later than 5:oo PM CDT on May 22,
2020. The City will extend this timeline and consider further applications if
there are remaining funds. Only complete grant applications will be considered
for funding.
The applications will be reviewed and evaluated by a Grant Review Committee established
by City Council (and or may be the City Council).The Committee will decide the recipients
and amounts of the grants. Businesses receiving grants will be contacted via email on June
1st, 2020. Grant funds will be available for disbursement promptly thereafter.
The Grant Review Committee will assign a score to each application based on the following
factors:
• Overall completeness of grant application (maximum 15 points).
• Explanation of impact of COVID-19 on business practices (maximum 25 points).
• Description of plan to address these impacts (maximum 25 points).
• Effectiveness of proposed activities to be undertaken with grant funds (maximum 25
points).
• Lack of other financial assistance from Federal, State and City sources (maximum 10
points).
This score will be used to allocate grant funds in the event that the total amount
of applications exceeds the established limit as outlined above.
Page 3
Page 34 of 40
Oak Park Heights - Economic Assistance for Recovery
Grant Application Form
Please read the Grant Program Description
Applications Must Be Submitted By 5:00 PM, May 22,
2020
Applicant Information
Business Legal Name:
Business Operating Name (if different):
Street Address:
City: State: Zip Code:
Mailing Address (if different):
Primary Contact Information
Name:
Phone: Email:
Legal Structure of Business: ❑ Limited Liability Entity ❑ Corporation
❑ Sole Proprietorship ❑ Partnership
Federal EIN: State Tax ID Number:
Number of Employees on March 1, 2020 Full-time Part-time
Please provide a brief description of your business:
Page 35 of 40
How has COVID-19 affected your business?
Briefly, what is your plan to reopen/recover when the Governor lifts the current restrictions?
What changes to your business practices and facilities are needed to provide a safe
environment for employees and customers and to otherwise operate in this environment?
Grant Application Page 2
Page 36 of 40
Amount of grant requested (not more than the
$2,500.00) How will you use the Grant?
Provide estimated costs and source of estimate. If any of the Eligible Activities are to reimburse
for expenses made after March 25, please enter"Reimbursement" in the Source of Estimate
column and attach appropriate documentation to this application.
Eligible Activities Estimated Cost Source of Estimate
Building improvements,
equipment and furnishings
Personal protective
equipment
Sanitizing supplies
Signage
Employee training
Transition to online sales
Printing
Advertising
Supplies needed to restart
operations
Other extraordinary costs
directly related to COVID-19
Other
Explain Purpose of Other:
Grant Application Page 3
Page 37 of 40
Have you applied for any Federal or State assistance? If Yes, please complete the table.
Program Use of Program If Submitted
El Not aware of program Amount requested $
Payroll
Protection ElChose not to apply
Program (SBA) ❑ Not eligible
E] Submitted application Amount received $
❑ Not aware of program Amount requested $
Economic Injury ❑ Chose not to apply
Disaster Loan
(SBA) ❑ Not eligible
El Submitted application Amount received $
❑ Not aware of program
Amount requested $
Economic Injury
E] Chose not to apply
Disaster Loan
Advance (SBA) ❑ Not eligible
El Submitted application Amount received $
❑ Not aware of program
Amount requested $
Small Business
[I Chose not to apply
Emergency Loan
(DEED) El Not eligible
❑ Submitted application Amount received $
E] Not aware of program
Small Business Amount requested $
Loan Guarantee ❑ Chose not to apply
(DEED) ❑ Not eligible
El Submitted application Amount received $
Have you received any other financial assistance related to COVID-19? ❑ Yes ❑ No
If Yes, please describe.
Grant Application Page 4
Page 38 of 40
Certification
By signing below, I certify that:
1. I have read the Grant Program Description and I agree to abide by all of the terms and
conditions of the Program.
2. Grant funds will only be spent on the eligible activities described in this application and I will
provide a report to the CITY on the use of grant funds no later than October 31, 2020.
3. The information provided in this application and in any supporting material that
accompanies this application is true and complete to the best of my knowledge.
4. The CITY and its staff have the right to verify any information contained in this application,
including credit reports on the individuals and the business, and may contact any individuals
and institutions involved with the proposed project.
Signature: Date: _
Printed Name:
Title:
Completed applications must be submitted via email to
eajohnson@cityofoakparkheights.com no later than 5:00 PM CDT on May 22,
2020. Only complete grant applications will be considered for funding.
Grant Application Page 5
Page 39 of 40
• • INTERNAL USE ONLY
Application Number:
Application Received Date: Time:
Applicant is not delinquent on any City fees or charges. ❑ Yes ❑ No
Comments
Applicant is registered with Minnesota Secretary of State. ❑ Yes ❑ No
Comments
Amount requested: $ Amount awarded: $
Date notified of award:
Date grant funds disbursed:
Date report received:
Grant Application Page 6
Page 40 of 40