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Home My WebLink About10-13-2020 Council Packet CITY OF OAK PARK HEIGHTS TUESDAY, OCTOBER 13, 2020 CITY COUNCIL MEETING AGENDA 6:00 PM AT CITY HALL COUNCIL CHAMBERS 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda Estimated times 6:00 p.m. IL Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Johnson D. Councilmember Liljegren E. Councilmember Runk F. Staff • Recycling Award(pg. 3) • Fall Clean Up Report 6:05 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). 6:10 p.m. IV. Consent Agenda(Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes— September 22, 2020 (pg. 5) C. Approve and Appoint Additional Election Judges for the 2020 Elections (pg. 9) D. Adopt Resolution Approving a Gambling Premises Permit Application Made by Washington County Star Trail for Gambling Activity at Joseph's Family Restaurant(pg. 11) E. Adopt Resolution Approving a Gambling Premises Permit Application Made by Washington County Star Trail for Gambling Activity at Carbone's Pizzeria&Pub (pg. 13) F. 2020 Mill& Overlay Project—Approve Change Order 91 (pg. 15) 6:10 p.m. V. Public Hearings 6:10 p.m. VI. Old Business 6:10 p.m. VII. New Business A. Consider Request from Central Automotive—Deferment of Connection &Park Dedication Fees (pg. 23) B. Discussion on Cost Sharing Policies—Washington County 98001 (pg. 27) C. COVID-19 —CRF Spending Plan - REVISION(pg. 37) D. Consider Appointment to Planning Commission (pg. 39) E. City Council Teambuilding& Goal Setting (pg. 43) Please mute or silence any cell phones,computers or other devices during meeting—Thank You. Page 1 of 44 6:45 p.m. VIII. Other Council Items or Announcements 6:45 p.m. X. Adjournment Page 2 of 44 a - Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Agenda Item Recycling Award Time Req. 0 Agenda Placement _ Staff Reports Originating Department/Requestor 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. Page 3 of 44 City of Oak Park Her hts 14168 Oak Park Blvd N.Oak Park Heights,MN 55082.Phone(651)4394439•Fax(651)439-0574 October 9, 2020 Rita and William Fornell 5652 Oak Cove N Oak Park Heights, MN 55082 Dear Mr. and Mrs. Fornell: 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 8, 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. Congratulation Jenne er Pinski City Clerk TREE CITY U.S.A. Page 4 of 44 Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Agenda Item Approve City Council Minutes-- September 22, 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 5 of 44 CITY OF OAK PARK HEIGHTS TUESDAY, SEPTEMBER 22, 2020 CITY COUNCIL MEETING MINUTES 1. Call to Order/Approval of Agenda: Mavor McComber called the meeting to order at 6:00 p.m. Present: Councilinembers Dougherty, Johnson, Liljegren and Runk. Staff present: City Administrator Johnson, City Clerk Pinski, Finance Director Caruso, City Attorney Kevin Sandstrom, City Engineer Mann, and City Planner Richards, Absent: None. Councilmember Dougherty, seconded by Councilmember Liljegren,moved to approve the Agenda as amended. Carried 5-0. Il. Council/Staff Reports: A. Mayor McComber: She reported she attended a Zoom meeting with the Coalition of Utility Cities on September 10, she had a conversation with Audrey Partridge from the Center of Energy and Environment regarding the grant application; she had a Zoom meeting with the East Metro Mayors, she had a Zoom LMC Local Economies meeting, she attended the Bayport Fire Department Advisory Committee meeting:on September 16, she had a Metro Cities Transportation meeting on September 21, she attended a webinar on `Bridging Divides" on September 21, the next JAZB meeting was set for September 23, and she had another meeting. with the Coalition of Utility Cities set for the following week. B. Councilmember Dougherty: He reported the Fall Clean Up was set for Saturday, October 3 from 7:30am— 1:00pm at the Andersen Corporation parking lot. C. Councilmember Johnson: No report. D. Councilmember Lil j'egren: He reported he attended the Planning Commission meeting on September 10, and the next Joint Airport Zoning Board meeting was set for September 23 from 3:30—5:00 pm via telephone only at 612-351-3093 which was open to the public. E. Councilmember Runk: He reported he attended the Middle St. Croix Watershed Management Organization meeting in September. F. Staff. City Clerk Pinski reported that Christina and Scott Mitchell of 5527 Oakgreen Place North and Andrew and Nicole Martens of 14959 571 Street North were chosen as the recycling award winners. IIl. Visitors/Public Comment: None IV. Consent Agenda: A. Approve Bills & Investments Page 6 of 44 City Council Meeting Minutes September 22, 2020 Page 2 of 3 B. Approve City Council Worksession Notes—August 25, 2020 C. Approve City Council Minutes—August 25, 2020 D. Approve Special City Council Minutes— September 11, 2020 E. Approve Salary Adjustment for Accountant F. Approve Redpath and Company, Auditing Services for December 31, 2020. G. Approve Budget Adjustment for Engineering Expenses Related to Washington County's Proposed Extension of 58`t' Street to Manning Ave H. Authorize Staff to Purchase Software/Equipment and Services to Update SCADA Alarm Software Councilmember Runk, seconded by Councilmember Johnson, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None V1. Old Business: None VI 1. NeN}, Business: A. Carol Johnson —Amended Conditional Use Permit—6165 Beach Road: City PIanner Richards reviewed his planning report. He said the request was from Carol Johnson for an amended CUP regarding the principal structure height. He reported the Planning Commission had recommended approval. Councilmember Dougherty, seconded by Councilmember Runk, moved to approve the Resolution. Roll call vote taken. Carried 5-0. B. Discount Tire—ROW-&, Utility Easement—Norell Ave Backage Road: City Attorney Sandstrom recommended preliminary approval of the Right of Way easement concept subject to any final revisions from staff and authorization for staff to pay the $2,000 fee in consideration. Councilmember Runk, seconded by Councilmember Liljegren, moved for preliminary approval subject to staff conditions and authorization for payment of the fee. Roll call vote taken. Carried 5-0. C. Adopt Resolution Approving 2021 Proposed Budget and Proposed Tax Levies: Finance Director Caruso provided a presentation on proposed revenues and expenditures versus the previous year, the tax levy amounts for the previous five years, and the tax impact for the proposed budget. Councilmember Johnson, seconded by Councilmember Liljegren, moved to approve the Resolution. Roll call vote taken. Carried 5-0. Page 7 of 44 City Council Meeting Minutes September 22, 2020 Page 3 of 3 D. Schedule Public Comment/Hearing Meeting for Truth in Taxation: Councilmember Runk, seconded by Councilmember Johnson, moved to set the Truth in Taxation for December 8 at 6:00 p.m. Carried 5-0.. E. Reschedule November 10. 2020 City Council Meeting Date for Canvassin<-, Election ReSldts: City Clerk Pinski reported that Washington County notified her that resLilts would not be available for canvassing until after noon on November 12. Councilmember Johnson, seconded by Councilmember Runk, moved to reschedule the November 10 City Council meeting to November 13 at 6:00 p.m. Carried 5-0. F. City Council Chambers-Digital &Remote Enhancements--CARES Act Funding: Jordan Simkins of Valley Access Channels provided a presentation on technology needs to accommodate hybrid virtual/in-person meetings and provided a proposal on necessary upgrades. City Administrator Johnson provided a summary of CARES Act funding guidelines on uses and the City's expenditures to date. Councilmember Dougherty, seconded by Councilmember Liljegren, moved to proceed with the audio/video proposal as presented. Carried 5-0, G. City Council-Team Building & Goal Setting: Mayor McComber said she was working with Pain Whitmore of the League of Minnesota Cities to get dates for a team building session with the City Council. She said she would bring dates back to the City Council at the next meeting. Councilmember Runk, seconded by Councilmember Johnson, moved to table the discussion to the next City Council meeting. Carried 5-0. Vlll. Other Council Items or Announcements: City Administrator Johnson reported the King Plant Advisory Panel held their first meeting on September 16. IX. Adjourn: Councilmember Runk, seconded by Councilmember Liljegren, moved to adjourn at 6:49 p.m. Carried 5-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber City Clerk Mayor Page 8 of 44 Off,A Ir L-L Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Agenda Item Approve and Appoint Additional Election Judges for the 2020 Elections Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Appoint Election Judges Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). In addition to the 2020 Election Judges approved by the City Council on June 23 and trained on August 6, staff recommends appointment of Kim Munson, Graham Arntzen, Patrocinio Schweickart, Patricia Norton, and Eric Welshons as additional 2020 Election Judges pending satisfactory completion of required training—scheduled for October 29. Election Judge pay is $10 per hour for judges and $12 per hour for Head Judges. Listed below is the complete list of 2020 Election Judges with those additional recommendations. Marie Goebel Donna Hoeppner Joseph Carufel Thomas Houle Emilie Carlson Brandy Sokola Norma Erickson Barbara Jo Choiniere Wayne Kassera Allan Stevens Dennis Scheel Patricia Johnson Tom Martin Karen McQuillan Mary Spencer Ann Lemon Mark Zempel Penny Eberhart Kim Munson Graham Arntzen Patrocinio Schweickart Patricia Norton Eric Welshons Plus any additional qualified and trained persons as needed to ensure adequate coverage of roles/shifts on Election Day. Page 9 of 44 THIS PAGE INTENTIONALLY LEFT BLANK Page 10 of 44 Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Agenda Item Adopt Resolution Approving a Gambling Premises Permit Application Made by Washington County Star Trail for Gambling Activity at Joseph's Famil Restaurant 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). Washington County Star Trail, a snowmobile club, as made an application with the State of Minnesota for a Premises Permit for gambling activity at Joseph's Family Restaurant in Oak Park.Heights. As part of that permit, they need City approval. Staff recommends approval. Please see attached Resolution for adoption. Page 11 of 44 RESOLUTION 20-10-41 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA RESOLUTION APPROVING A GAMBLING PREMISES PERMIT APPLICATION MADE BY WASHINGTON COUNTY STAR TRAIL FOR GAMBLING ACTIVITY AT JOSEPH'S FAMILY RESTAURANT WHEREAS, John Udstead, on behalf of Washington County Star Trail has applied with the State of Minnesota Gambling Control Board for a permit to conduct lawful gambling activity at the site of Joseph's Family Restaurant, 14608 600' Street North in Oak Park Heights; and WHEREAS, the City of Oak Park Heights has reviewed the application and finds that its purposes meet the necessary community standards; and WHEREAS, the City of Oak Park Heights has solicited the input of the public and there have been no objections to the granting of the application for the permit as applied for by Washington County Star Trail with the State of Minnesota Gambling Control Board. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS AS FOLLOWS: That the application of Washington County Star Trail with the State of Minnesota Gambling Control Board for a permit to conduct lawful gambling activity at the site of Joseph's Family Restaurant, 14608 60th Street North, within the City of Oak Park Heights and is hereby approved. Passed by the City Council of Oak Park Heights this 13th day of October, 2020. Mary McComber ATTEST: Mayor Eric A. Johnson City Administrator Page 12 of 44 Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Agenda Item Adopt Resolution Approving a Gambling Premises Permit Application Made by Washington County Star Trail for Gambling, Activity at Carbone's Pizzeria and Pub 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). Washington County Star Trail, a snowmobile club, as made an application with the State of Minnesota for a Premises Permit for gambling activity at Carbone's Pizzeria and Pub in Oak Park Heights. As part of that permit, they need City approval. Staff recommends approval. Please see attached Resolution for adoption. Page 13 of 44 RESOLUTION 20-10-40 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA RESOLUTION APPROVING A GAMBLING PREMISES PERMIT APPLICATION MADE BY WASHINGTON COUNTY STAR TRAIL FOR GAMBLING ACTIVITY AT CARBONE'S PIZZERIA AND PUB WHEREAS, John Udstead, on behalf of Washington County Star Trail has applied with the State of Minnesota Gambling Control Board for a permit to conduct lawful gambling activity at the site of Carbone's Pizzeria & Pub, 5988 Osgood Avenue North in Oak Park Heights; and WHEREAS, the City of Oak Park Heights has reviewed the application and finds that its purposes meet the necessary community standards; and WHEREAS, the City of Oak Park Heights has solicited the input of the public and there have been no objections to the granting of the application for the permit as applied for by Washington County Star Trail with the State of Minnesota Gambling Control Board. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS AS FOLLOWS:. That the application of Washington County Star Trail with the State of Minnesota Gambling Control Board for a permit to conduct lawful gambling activity at the site of Carbone's Pizzeria & Pub, 5988 Osgood Avenue North, within the City of Oak Park Heights is hereby approved. Passed by the City Council of Oak Park Heights this 13th day of October, 2020. Mary McComber ATTEST: Mayor Eric A. Johnson City Administrator Page 14 of 44 Oak Park Heights Request for Council Action Meeting Date October 13t' 2020 Time Required: 5 Minutes Agenda Item Title: 2020 Mill& Overlay Project—Approve Change Order 91 Agenda Placement Consent Agenda Originating Department/Requestor: Eric Johnson, City Administrator Requester's Signature; Action Requested _Approve Change Order 91 and Payment 92—2020 Mill & Overlay Projects / Oakgreen Ave. Rehabilitation. Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): The City is generally complete with the 2020 Mill& Overlay Project; there remains necessary action on the approval of a CHANGE ORDER 91 and Payment 92. Change Order #1 The enclosed document outlines the elements of the Change Order—it includes the additional costs of 736 feet of curbing repairs added and additional culvert repairs; As well as credits to the City for incorrect oil mix. The NET Change Order is an additional $40,294.56 to the initial contract of $866,791.45. Payment#2 Payment 92 totals: $388,148.65 and is due to be paid by the City to the Contractor for completed work. Page 15 of 44 Owner:City of Oak Park Heights, 14168 Oak Park Blvd.Oak Park Heights,MN 5508: Date October 7,2020 ®Stantec Contractor:OMG Midwest,Inc.dba Minnesota Paving&Materials, 14475 Quirman Dr., Rogers,MN 55374 Bond Co.:Fidelity and Deposit Co.of Maryland, 1299 Zurich Way,Schaumburg,IL 60196 Bond No:9341875 CHANGE ORDER NO. 1 2020 MILL AND OVERLAY/OAKGREEN AVENUE REHABILITATION STANTEC PROJECT NO. 193804872 Description of Work Part 1:This Change Order provides compensation to the Contractor for removal and replacement of damaged storm sewer structure. This Change Order provides for all compensation for this adjustment,no additional compensation will be provided for this adjustment. Part2:This Change Order provides compensation to the Contractor for the removal and replacement of a CMP Culvert and the regrading of the adjacent ditch on Oakgreen Avenue.This Change Order provides for all compensation for this adjustment,no additional compensation will be provided for this adjustment. Part 3:This Change Order provides compensation to the Contractor for the removal and replacement of additional curb and gutter in the Mill and Overlay sections above the contract quantity. This Change Order provides for all compensation for this adjustment,no additional compensation will be provided for this adjustment. Part 4:This Change Order provides for the reduction in unit price for the bituminous wear course paving,as well as providing the Owner with a credit to cover the future cost of crack repair on Oakgreen Avenue associated with the placement of the incorrect bituminous mixture.This Change Order provides for all compensation for this adjustment,no additional compensation will be provided for this adjustment. Part 5:This Change Order provides a credit to the Owner to compensate for additional engineering time to address the bituminous damage after the contractor paved a small portion of 55th Street in the rain,as well as to address the placement of the incorrect bituminous mixture on Oakgreen Avenue. This Change Order provides for all compensation for this adjustment,no additional compensation will be provided for this adjustment. Contract Unit Total No. Item Unit Quantity Price Amount CHANGE ORDER NO.1,PART 1 1 REMOVAL AND REPLACEMENT OF DAMAGED STRUCTURE LS 1 $2,112.00 $2,112.00 TOTAL CHANGE ORDER NO. 1,PART 1: $2,112.00 CHANGE ORDER NO. 1,PART 2 2 GRADING CREW DEMOB&MOBILIZATION LS 1 $715.00 $715.00 3 GRADING CREW HR 10 $385.00 $3,850.00 4 15'CMP CULVERT W/APRON AND DELIVERY LS 1 $935.00 $935.00 5 PAVING CREW MOBILIZATION LS 1 $1,650.00 $1,650.00 TOTAL CHANGE ORDER NO. 1,PART 2: $7,150.00 CHANGE ORDER NO.1,PART 3 6 REMOVE AND REPLACE CONCRETE CURB AND GUTTER LF 736 $56.10 $41,289.60 TOTAL CHANGE ORDER NO.1,PART 3: $41,289.60 CHANGE ORDER NO.1,PART 4 7 REDUCTION IN UNIT PRICE FOR INCORRECT ASPHALT TN 594 ($10.66) ($6,332.04) 8 CREDIT FOR FUTURE CRACK REPAIR-OAKGREEN AVENUE LS 1 ($2,800.00) ($2,800.00) TOTAL CHANGE ORDER NO. 1,PART 4: ($9,132.04) CHANGE ORDER NO. 1,PART 5 9 CREDIT FOR ENGINEERING FEES FOR PAVEMENT LS 1 ($1,125.00) ($1,125.00) PATCHING AND INCORRECT ASPHALT BINDER TOTAL CHANGE ORDER NO.1,PART 5: ($1,125.00) TOTAL CHANGE ORDER NO. 1, PART 1: $2,112.00 TOTAL CHANGE ORDER NO. 1, PART 2: $7,150.00 TOTAL CHANGE ORDER NO. 1, PART 3: $41,289.60 TOTAL CHANGE ORDER NO. 1, PART 4: ($9,132.04) TOTAL CHANGE ORDER NO. 1, PART 5: ($1,125.00) TOTAL CHANGE ORDER NO. 1: $40,294.56 Page 16 of 44 193804872CHOL.h. Original Contract Amount $866,791 .45 Previous Change Orders $0.00 This Change Order $40,294.56 Revised Contract Amount (including this change order) $907,086.01 CHANGE IN CONTRACT TIMES Original Contract Times: Substantial Completion (days or date): Ready for final Payment (days or date): Increase of this Change Order, Substantial Completion (days or date): Ready for final Payment (days or date): Contract Time with all approved Change Orders: Substantial Completion (days or date): Ready for final Payment (days or date): Recommended for Approval by: STANTEC Date: 10 1-7 Approved by Contractor: Approved by Owner: OMG MIDWEST DBA MN PAVING AND MATERIALS CITY OF OAK PARK HEIGHTS Date Date cc: Owner Contractor Bonding Company Stantec 193804872cHOl.xlsm Page 17 of 44 Owner. City of Oak Park Heights, 14168 Oak Park Blvd,Oak Park Heights,MN 55062 Date: October 7,2020 Stantec For Period: 7/21/2020 to 10/7/2020 Request No: 2 Contractor: OMG Midwest DBA MN Paving&Materials,Inc, 14475 Quiram Dr.,Rogers,MN 55374 CONTRACTOR'S REQUEST FOR PAYMENT 2020 MILL AND OVERLAY/OAKGREEN AVENUE REHABILITATION STANTEC PROJECT NO. 193804872 SUMMARY 1 Original Contract Amount $ 866,791.45 2 Change Order-Addition $ 40,294.56 3 ChangeOrder-Deduction $ 0.00 4 Revised Contract Amount $ 907,086.01 5 Value Completed to Date $ 835,325.52 6 Material on Hand $ 0.00 7 Amount Earned $ 835,325.52 8 Less Retainage 5% $ 41,766.28 9 Subtotal $ 793,559.24 10 Less Amount Paid Previously $ 405,410.59 11 Liquidated damages- $ 0.00 12 AMOUNT DUE THIS REQUEST FOR PAYMENT NO. 2 $ 388,148.65 Recommended for Approval by: STANTEC App kv- by Contractor: ! 71.)AAfE!R Approved by Owner: OMG 19WESTDB-AAN ,AVIN , INC. CITY OF OAK PARK HEIGHTS Specified Contract Completion Date: Date: 19380d872REQ2.xlsm Page 18 of 44 Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date BASE BID: PART A:MILL AND OVERLAY 1 MOBILIZATION LS 1 $15,000.00 0.5 1 15,000.00 2 TRAFFIC CONTROL LS 1 $10,000.00 0.5 1 10,000.00 3 MILL BITUMINOUS PAVEMENT(2"DEPTH) SY 49000 $1.02 0.62 43595 44,466.90 4 REMOVE AND REPLACE CONCRETE CURB AND GUTTER LF 500 $56.10 -736 500 28,050.00 5 REMOVE AND REPLACE CONCRETE VALLEY GUTTER LF 20 $85.61 0.00 6 PATCH BITUMINOUS PAVEMENT, INCL REMOVALS,3"DEI SY 400 $30.00 300 850 25,500.00 7 ADJUST EXISTING CATCH BASIN CASTING, INCL NEW HD EA 20 $128.95 17 2,192.15 8 ADJUST EXISTING MANHOLE CASTING,INCL NEW HDPE I EA 50 $566.81 50 28,340.50 9 ADJUST GATE VALVE BOX EA 8 $214.78 8 1,718.24 10 BITUMINOUS MATERIAL FOR TACK COAT GAL 2500 $1.60 2700 3550 5,680.00 11 TYPE SP 9.5 WEARING COURSE MIXTURE(2,B) TN 6000 $68.09 4320.2 5684.93 387,086.88 12 24"SOLID LINE-WHITE EPDXY LF 200 $6.02 95.5 95.5 574.91 13 PAVEMENT MESSAGE,3'X 6'CROSSWALK BLOCKS-EPC SF 240 $6.02 0.00 14 HYDROMULCH WITH SEED MIX 25-131,INCL 4"LOAM TO SY 350 $0.20 37.68 232.6 46.52 TOTAL PART A: MILL AND OVERLAY 548,656.10 PART B: OAKGREEN AVENUE REHABILITATION AND TRAIL 15 MOBILIZATION LS 1 $15,000.00 0.5 1 15,000.00 16 TRAFFIC CONTROL LS 1 $10,000.00 0.5 1 10,000.00 17 TEMPORARY MAILBOXES LS 1 $2,500.00 0.00 18 CLEARING AND GRUBBING LS 1 $5,200.00 1 5,200.00 19 SILT FENCE LF 2000 $0.01 0.00 20 BIOLOG LF 2000 $0.01 340 3.40 21 INLET PROTECTION EA 14 $50.16 1 12 601.92 22 CULVERT PROTECTION EA 24 $20.06 1 10 200.60 23 WATER FOR DUST CONTROL TGAL 25 $51.14 11 11 562.54 24 SALVAGE AND REINSTALL SIGN EA 12 $315.98 1 1 315.98 25 SALVAGE AND REINSTALL MAILBOX EA 12 $80.25 0.00 26 FULL DEPTH RECLAMATION SY 7200 $3.00 7200 21,600.00 27 REMOVE BITUMINOUS TRAIL SF 1000 $3.00 94.2 821 2,463.00 28 REMOVE CONCRETE WALK/PEDESTRIAN RAMP SF 500 $2.84 310 880.40 29 REMOVE BITUMINOUS PAVEMENT SY 1200 $3.00 248.5 745.50 30 REMOVE AND REPLACE CONCRETE CURB&GUTTER LF 50 $40.53 33 1,337.49 31 SAWING BITUMINOUS PAVEMENT LF 500 $2.00 40 311 622.00 32 COMMON EXCAVATION-TRAIL (P) CY 100 $180.00 100 18,000.00 33 SUBGRADE EXCAVATION (EV) CY 250 $42.89 0.00 34 COMMON BORROW (CV) CY 300 $1.50 0.00 35 AGGREGATE BASE,CLASS 5 TN 800 $6.15 157.12 157.12 966.29 36 AGGREGATE SHOULDERING,CLASS 2 TN 325 $34.45 232 232 7,992.40 37 GRANULAR BORROW TN 250 $0.01 269 269.26 2.69 38 TYPE SP 12.5 NONWEARING COURSE MIXTURE(2,B) TN 1300 $64.00 31.57 1083.53 69,345.92 39 TYPE SP 9.5 WEARING COURSE MIXTURE(2,C) TN 700 $78.75 594.32 594.32 46,802.70 40 SP 9.5 WEARING COURSE MIXTURE,TRAIL TN 100 $120.00 70 70.31 8,437.20 41 BITUMINOUS MATERIAL FOR TACK COAT GAL 325 $1.60 400 400 640.00 42 BITUMINOUS DRIVEWAY PATCH SY 250 $32.55 151.8 303.58 9,881.53 43 CONCRETE PEDESTRIAN CURB RAMP SF 500 $10.63 619.06 6,580.61 44 TRUNCATED DOME SURFACE SF 64 $70.22 66 4,634.52 45 ADJUST EXISTING MANHOLE CASTING, INCL NEW HDPE RINGS EA 10 $767.80 10 7,678.00 46 ADJUST GATE VALVE BOX EA 5 $429.56 3 1,288.68 47 4"DOUBLE SOLID LINE,YELLOW EPDXY LF 2300 $0.80 2138 2138 1,710.40 48 PAVEMENT MESSAGE,3'X 6'CROSSWALK BLOCKS- EPDXY SF 432 $6.02 432 432 2,600.64 49 HYDROMULCH WITH SEED MIX 25-131,INCL 4"LOAM TO SY 6000 $0.20 1402 1402.24 280.45 TOTAL PART B: OAKGREEN AVENUE REHABILITATION AND TRAIL 246,374.86 Page 19 of 44 193804951REQ1 Contract Unit Current Quantity Amount No. Item Unit Quantity Price Quantity to Date to Date CHANGE ORDER NO. 1 1 REMOVAL AND REPLACEMENT OF DAMAGED STRUCTURE LS 1 $2,112.00 1 1 2,112.00 2 GRADING CREW DEMOB&MOBILIZATION LS 1 $715.00 1 1 715.00 3 GRADING CREW HR 10 $385.00 10 10 3,850.00 4 15'CMP CULVERT W/APRON AND DELIVERY LS 1 $935.00 1 1 935.00 5 PAVING CREW MOBILIZATION LS 1 $1,650.00 1 1 1,650.00 6 REMOVE AND REPLACE CONCRETE CURB AND GUTTER LF 736 $56.10 736 736 41,289.60 7 REDUCTION IN UNIT PRICE FOR INCORRECT ASPHALT BINDER TN 594 -$10.66 594 594 (6,332.04) 8 CREDIT FOR FUTURE CRACK REPAIR-OAKGREEN AVENUE LS 1 -$2,800.00 1 1 (2,800.00) 9 CREDIT FOR ENGINEERING FEES FOR PAVEMENT PATCHING AND INCORRECT ASPHALT BINDER LS 1 -$1,125.00 1 1 (1,125.00) TOTAL CHANGE ORDER NO. 1 40,294.56 TOTAL BASE BID TOTAL PART A: MILL AND OVERLAY 548,656.10 TOTAL PART B: OAKGREEN AVENUE REHABILITATION AND TRAIL 246,374.86 TOTAL CHANGE ORDER NO. 1 40,294.56 TOTAL WORK COMPLETED TO DATE 835,325.52 Page 20 of 44 193804951REQ1 PROJECT PAYMENT STATUS OWNER CITY OF OAK PARK HEIGHTS STANTEC PROJECT NO. 193804872 CONTRACTOR OMG MIDWEST DBA MN PAVING & MATERIALS, INC. CHANGE ORDERS No. Date Description Amount 1 10/7/2020 This Change Order provides adjustments to this project. $40,294.56 See Change Order. Total Change Orders $40,294.56 PAYMENT SUMMARY No. From To Payment Retainage Completed 1 07/01/2020 07/20/2020 405,410.59 21,334.70 426,747.99 2 07/21/2020 10/07/2020 388,148.65 41,766.28 835,325.52 Material on Hand Total Payment to Date $793,559.24 Original Contract $866,791.45 Retainage Pay No. 2 41,766.28 Change Orders $40,294.56 Total Amount Earned $835,325.52 Revised Contract $907,086.01 Page 21 of 44 193804872REQ2.xlsm THIS PAGE INTENTIONALLY LEFT BLANK Page 22 of 44 Oak Park Heights Request for Council Action Meeting Date: October 13th, 2020 Agenda Item Title: Consider Request from Central Automotive—Deferment of Connection & Park Dedication Fees Time Required: 5 minutes Agenda Placement: New Business Originating Department/Requeestor: Eric Johnson, City Administrator Requester's Signature 'I— Action Requested: Discussion/Possible Action Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). Please see the attached memo and related documents. Page 23 of 44 IVA .. .- City of Oak Park Heights 14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 1019120 MEMO TO: Mayor and City Council Members FROM: Eric Johnson,City Administrator RE: Central Automotive—Connections 1 Park Dedication Fees Summary: As part of the continuing effort to amass financing for the Central Automotive construction, the City has received the attached request from First State Bank and Trust, on the behalf of Central Automotive; they are requesting delayed payments of the required Utility Connection and Park Dedication Fees over a period of 36 months. In this instance the fees total $109,215.38 as shown in the figure and would typically be due and payable at the time of the final plat and signatures of the Development Agreement. The total project cost is approximately$2,000,000 and to date Central Automotive has secured all Zoning Permits necessary to construct the facility as presented. 2020 Rates Connection Charges and Park Dedication Fees: Rate Per"Acre"1 Total Acres Connection Fee As we know, the City collects these Fees as they support the necessary Water $ 14,571.00 $ 2.60 $ 37,884.60 long-term utility infrastructure in the City and is a method by which the City Sanitary $ 2,804.00 $ 2.60 $ 7,290.40 Storm $ 2,273.00 $ 2.60 $ 5,909.80 can apportion associated costs for access to such infrastructure. In other Total Utility Connection $ 51,084.80 words, as development occurs these are benefitted by such systems and also have a duty to share in the cost of such systems. Park Dedication 1 The rate per acre also includes adensity value based ontype oflanduse-commerical,fesiderial multifamily,etc works in a similar fashion,as development proceeds—along with it comes Park Dedication density,traffic, noise,etc.so cities may implement efforts to mitigate these Fair Market vane impacts including the establishment of parks or in lieu of this apply costs to of Property 10%of FMv Park Dedication Fee benefit current systems. Of course, no one desires to pay these taxes, but $ 581,300.00 10.00% $ 58,130.58 they do correlate to the development and seeks to not burden other taxpayers for the subsidy of others. Fundamentally it is a Loan: Perhaps for lack of a better classification the delay requested, in-effect would be a three-year loan. The City's policy on Financial Assistance typically requires an application fee of$3,000, closing fees and annual servicing fees. However,the City has not engaged in loan parameters in this "small" magnitude—typically they have been multi-million issuances (Nolle, VSSA revenue bonds)where these fees are comparatively small and where the City has continuing reporting obligations. As this is a COVID-19 year and many cities are exploring ways to induce business operations, the application of a lower interest rate would seem reasonable. And, considering the request for a delay or partial deferral, the City does not have an immediate need for the payment and a limited delay would not cause a cash-flow burden to the City's Parks or Utility Operations. At this time the City is earning around .01%for its one or two-year securities. EXAMPLE:A three-year loan at 5.0%with no early payments would result in total interest payments of approximately$11,099.Of course, 0.0%interest would be zero;and points in-between with varying interest rates or payment dates... But at least that is the scale. Recommendation: Authorize an amendment of the Developer's Agreement to waive any application fees and allow up to a 36-month payment timeline at zero (0%) interest with three equal payments, the first payment due at building occupancy and one-half remaining balance being due on the first anniversary of such first payment (occupancy) and the total balance due on the second anniversary.Any amounts not paid to the City would be enforceable under the general terms of the Developer's Agreement, but would be clarified to also be assessable against the property with interest penalties of applied retroactively at 5.0%APR and associated City costs to enforce. Page 24 of 44 11...Loan Amount Required bythe City $ 109,218.00 «-Alterable uing Fees(3%) $pitalized Interest(added to Base Loan Amount(5%) $tal Bond $ 109,218.00 timated Bond Interest rate-Annual 0.00%«-Alterable yments Peryear 1 rm(years) 3«-Alterable nual Payment $36,406.00 <-Frmula-do not alter tal Payments $109,238.00 <-Formula-do not altertal Interest $0.00 <-Formula-do not alter Payment# Balance Total Payment Interst Component Principal Component Cumulative Principal Cumulative Interest Cumulative Payment 1 $ 109,218.00 $ 36,406.00 $ - $ 36,406.00 $ 36,406.00 $ 2 $ 72,812.00 $ 36,406.00 $0.00 $ 36,406.00 $ 72,812.00 $ 3 $ 36,406.00 $ 36,406.00 $ - $ 36,406.00 $ 109,218.00 $ $ 109,218.00 Base Loan Amount Required bythe City $ 109,218.00 «-Alterable Issuing Fees(3%) $ Capitalized Interest(added to Base Loan Amount(5%) $ Total Bond $ 109,218.00 Estimated Bond Interest rate-Annual 5.00%«-Alterable Payments Peryear 1 Term(years) 3«-Alterable Annual Payment $40,105.79 <-Formula-do not alter Total Payments $120,317.36 -Formula-do not alter Total Interest $11,099.36 <-Formula-do not alter II Payment# Balance Total Payment Interst Component Principal Component Cumulative Principal Cumulative Interest Cumulative Payment ' 1 $ 109,218.00 $ 40,105.79 $ 5,460.90 $ 34,644.89 $ 34,644.89 $ 5,460.90 $ 40,105.79 ' 2 $ 74,573.11 $ 40,105.79 $3,728.66 $ 36,377.13 $ 71,022.01 $ 9,189.56 $ 80,211.57 3 $ 38,195.99 $ 40,105.79 $ 1,909.80 $ 38,195.99 $ 109,218.00 $ 11,099.36 $ 120,317.36 C ity of Oak Park Heights - Financialissistanse— Listing of Fees Application Fee Any conduit revenue bond financial note or other financial assistance tool.including TIF assistance.requested to be prrnrided by the City shall require the payment of an Application Fee of$3,040.This fee is payable at the time of the formal submission of any financial assistance request.This fee is not refundable. Escrow Deposit In addition to Application Fee,the applicant shall also pro%ide the City necessary cash to be deposited into an escrow fund and in an amount estimated to adequate to secure all City out-of--pocket expenses including but not limited to-attorney's fees-auditing fees,planning fees,etc., to complete the project-This amount will be determined by the City at the time of the submission of any application.Any unused funds shall be returned to the Applicant- Closing Fee Prior to the City executing any final resolutions authorizing the sale of bonds,notes or other financial assistance tools,a Closing Fee payable to the City shall be determined and incorporated into the project.The Closing Fee shall be a maximum 1.0 percent of gross proceeds.The Cin Council may determine a lower amount but may not be less than 0.5 percent.Closing Fees shall be due and payable at closing. Annual Serncing Fee The Applicant shall also pay to the City an Annual Servicing Fee and is equal to 0.1%of the average balance of all outstanding funds as calculated on Jan 1 of each year following the issuance of any financial tool or obligation-The fust year Sen-icing Fee shall be pro-rated. Page 25 of 44 sayport oak Perk Heights Boue"IS Landing Hud'spn 990 N.ftwy 95 'SF:41 Neal R.ve.N. j&X M&-rwich ParKAay 219 2nd Sbret Bap vrL.MN 55CQ6 Oak Park!lei Fls.MN 508? Oak Park HNpnif,NIV 950H2 HLds 'nq-xO16 FIRST STATE P e+51 9.99 9(y7 11 651.51;?.5a S 5A dr" '. P}7'�80@ 8189 fl 4i91 A39.a61Q7 fl t51 x51 774"S f;rh.BllR.81T4 34 AndYe�r's Yilg,�p r f T—Ft Services Stillwater 240 Ease A�+r Woodland Hill BK� �I l,�T 47 P1 65-.,A.Lm HI' 125 Nm,EnparA Fl. M'Harww VO4`,5715 441, tagOre RC' f}E-N 435 3835 StiIh&IW.LIMY 5,5062 Hudson..WI 5V1G Pj WAD.Ma ' EST 1914 _ _ ..._ _ r?6512,5 060 September 22,2020 Mayor and City Council McMbers C/o Erk Johnson,City Administrator Re: Central Au OMOUve,LLC Project: develop the property known as Lot 1, Block 1,Oak Park Heights Auto Plata Z"d Addition Dear Mayor and City Council Members, First State Bank and Trust and another financial institution are working toward a financing package for the above-mentioned project(development)_ D::e to extra project costs(excavating, SaC/Waer park dedication),financing has been very difficult tf,v:ed ren the recent appraised value. Ta secure financing,Mr, Triemert is asking the City of Oak Par r k -ieights to spread the fees over a period of 36 months, Mr.Triemert has made similar requests to other parties associated with the project so that it can become a reality. While approving same form of payment plan will not guarantee flnal approval,it will help towards achieving the goal of getting the property developed. Should you have any questions, please do not hesitate to call the undersigned or Mr.Triemert with questions. Since , ott W Faust, Sr.Vice President of First State Bank and Trust On behalf of David C.Triernert TOLL ikl�c 8t G.M.489? WWb'WY hbt.cNm taus HaFSINg Lfhare T WWER F41G rFSt,v� Page 26 of 44 Oak Park Heights Request for Council Action Meeting Date October 13t' 2020 Time Required: 5 Minutes Agenda Item Title: Discussion on Cost Sharing Policies—Washington Coun1y 98001 Agenda Placement New Business Originating Department/Requestor: Mike Runk, City Council Member 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 light of the numerous engagements the City (and other cities) has had with Washington County where there has been plain expectation that the City must contribute funds to Regional or County projects, I would like the City Council to please discuss and possibly consider action on the enclosed resolution that outlines a general position on Washington County Cost Sharing Policies and asks they revisit their methods and practices. Specifically,the resolution asks that the County suspend its current practices and take the necessary time to address the elements noted such as applicability, equity, double-taxation and material benefit. Page 27 of 44 RESOLUTION A RESOLUTION RELATING TO THE WASHINGTON COUNTY COST SHARING POLICY#8001 Whereas the City has responsibilities for delivery of services to its citizens,businesses and other entities including but not limited to city streets,city utilities,police,fire, and parks with these services being funded in large part by the application of a City Property Tax; and, Whereas, Washington County also has responsibilities for delivery of services to its citizens, businesses and other entities including but not limited to county roads,county parks,county sheriff and other county-wide and regional functions with these services being funded in large part by the application of a County Property Tax; and, Whereas,the taxpayers who reside in the City also reside in Washington County and pay property taxes to both entities; and, Whereas,Washington County maintains a Cost Share Policy 98001 between the County and other agencies for Cooperative Highway Improvement Projects; (Policy#8001 attached as Exhibit A to this Resolution); and, Whereas,the current Policy states that its purpose is to determine a division of costs in funding "cooperative"projects,but the Policy does not define the term or outline applicability of when there is not a cooperative goal or an agreed upon need between the County and impacted local unit(s)of government; and Whereas,the County should not presume that its projects are de facto"cooperative;"and, Whereas,when a proposed project does not hold clear agreement on cooperative goals,or is contrary to current local plans or policies,the application of the Washington County Cost Share Policy#8001 can result in dialogue between the County and local units of government that is challenging for all parties. Whereas,the current Policy lacks provisions that requires the County to identify a material benefit to a local community that is wholly distinct from a regional or County benefit which may aid in justifying a local cost share; and Whereas,the current Policy implements a position where City taxpayers pay for a significant local cost subsidy for county- wide or regional projects through paying both City and County taxes resulting in double taxation; and, Whereas,if the County determines that a given project is necessary for the benefit of the County as a whole,it has the ability to levy necessary County-wide taxes for project costs. Whereas,the current"cost participation table"utilized in the Policy lacks clarity on how costs are divided between the County and other units of government and when or what criteria the County Board may use to provide certain variances to this Policy; and, Whereas the Policy lacks clarity in its definitions, which could lead to inequalities in its application between city and non- city entities (such as townships) and could influence County priorities depending on a local unit of government's ability to participate; and, THEREFORE,BE IT NOW RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS,that the City Council does request that the County Board acknowledge these ambiguities and suspends the further application of the current Cost Share Policy until such time the County convenes and completes a clear public dialogue that addresses the above concerns of applicability,equity,double taxation and material benefit. Passed by the City Council for the City of Oak Park Heights this 13th day of October,2020 Mary McComber,Mayor Attest: Eric Johnson, City Administrator Page 28 of 44 COST PARTICIPATION BETWEEN WASHINGTON COUNTYAND OTHER AGENCIES FOR COOPERATIVE HIGHWAY IMPROVEMENT PROJECTS Purpose To establish policies for determining appropriate division of cost participation to be used by Washington County in funding cooperative roadway, traffic signal, and bridge construction projects with the Minnesota Department of Transportation, municipalities, and other agencies. Scope The establishment of cost policy is consistent with Minnesota Statutes, Sections 162.17, 373.01 , 469.175, 471 .59, and amendments. General Policies A. A greater degree of county participation is afforded municipalities having a population of less than 5,000, because of the absence of direct state aid allocations to these municipalities. B. It is recognized that there may be occasional differences between these policies and written participation policies of the Minnesota Department of Transportation. In those cases, participation will be negotiated by the county engineer. C. When federal aid highway funds are utilized on a county highway project, these cost participation policies will be applied to the non-federal share of any specific item of work. In the event federal or state grant funds are made available to a project on a lump sum basis, the county will determine the items for which those funds will be utilized. Definitions County: Washington County. County Engineer: The county engineer of Washington County or designated representative. Over 5,000: A city of 5,000 population or more. Page 29 of 44 Permanent Traffic Signal: A traffic control signal system normally consisting of metal signal poles with mast arms and underground electrical systems with conduit, cable, and access-hole installations. Priority Factor: A number which reflects the sum of the various factors in the county's Intersection Control Ranking System (ICRS). Street Lighting: All components normally installed by a municipality for the purpose of street illumination. Street lighting shall not include luminaires on signal poles. Standard Specifications: Minnesota Department of Transportation Standard Specifications for Highway Construction, latest edition, and/or supplement thereto. State Highway: A highway under jurisdiction of the State of Minnesota. Temporary Traffic Signal: A traffic control signal system normally consisting of wood poles with signal indications suspended on span wires and overhead electrical systems. Under 5,000: A city under 5,000 population or township. Contract Items: All line item costs in a project bid proposal. Construction Items: All line item costs in a project bid proposal except mobilization, traffic control, field office, and erosion control measures. Serviceable Condition: The facility has a useful life estimated to be similar to project proposal. Non-Programmed Projects: Any project not identified in the Washington County Capital Improvement Program. Approved System: A bike path system which has been adopted by a local unit or Washington County. Roadways The county's participation in roadway projects is shown on the next page. Page 30 of 44 COST PARTICIPATION POLICY FOR COUNTY HIGHWAY PROJECTS Items County Share City > 5000 City < 5000 or Share Township Share Grading (Roadbed) 100 0 0 Base & Surfacing of Roadway 100 0 0 Storm Sewer& Stormwater Management' % Eligible State Aid Remaining Remaining Concrete Curb & Gutter 50-100 50 0 Curb & Gutter for Median Construction 100 0 0 Concrete Medianz 100 0 0 Multi-use Path and/or Sidewalk3 50 50 50 Multi-use Path and/or Sidewalk Replacement 100 0 0 Mobilization % of Const. Cost % of Const. Cost % of Const. Cost Construction Traffic Control % of Const. Cost % of Const. Cost % of Const. Cost Right of Way4 100-0 0-100 0-100 Sound/Noise Barrier 0 100 100 Retaining Wall to Minimize Impacts 50 50 50 Retaining Wall in Lieu of ROW Acquisitions 0 100 100 Bridge By Negotiation Roundabout By Leg By Leg By Leg Traffic Signal Systems By Leg or 100% By Leg 0 Intersection Lighting By Leg By Leg By Leg Traffic Control Signs & Devices 100 0 0 Erosion Control % of Const. Cost % of Const. Cost % of Const. Cost State Aid Eligible Landscaping, Amenities & Match up to 3% of Remainder of Remainder of Costs Aesthetics6 construction cost Costs Engineering Services % of Const. Cost % of Const. Cost % of Const. Cost Construction/Adjustment of Municipal Utilities 0 100 100 1. Includes storm sewer and storm water treatment construction. Land acquisition for storm water treatment shall be considered right-of-way. In the event no state aid is being used, or in the event the state aid letter does not determine cost split percentages, drainage cost shares will be computed by the proportion of contributing flow outside the county right-of-way to the total contributing flow. 2. The county pays for 100% of a standard median design, such as plain concrete or sod. If a municipality requests decorative median, such as red brick, stamped concrete or exposed aggregate, the local unit will pay the additional cost above the cost of a standard median. 3. Costs associated with multi-use path and/or sidewalk construction include grading, pedestrian tunnels, pedestrian ramps and bituminous trails. 4. Right-of-way costs incurred because a municipality did not acquire the width of right-of-way required in the county Comprehensive Plan at the time of the platting or redevelopment process, shall be paid by the municipality. Right-of-way purchased in addition to that needed for the road project, shall be the responsibility of the requesting agency. In locations where platting or redevelopment has not occurred, right-of-way shall be split 45% county, 55% city. Availability of other funding sources (federal, state, etc.) may change these percentages. 5. In the event a municipality has not acquired the required width of right-of-way during the platting process, any retaining walls used to reduce or eliminate right of way purchases, will be the responsibility of the municipality. 6. County Construction Costs. Includes, but not limited to: decorative street lighting, decorative signing, railroad quiet zones, fencing, trees, shrubs, grasses, decorative poles, banners, hanging Page 31 of 44 baskets, irrigation. Page 32 of 44 Intersection Control The county has developed an Intersection Control Ranking System (ICRS) (Policy #8002) which analyzes traffic volumes and accident susceptibility and severity. The ICRS also determines whether the intersection meets traffic control signal warrants as established in the MMUTCD. The ICRS utilizes these factors to develop a priority list for the installation of intersection control, including roundabout or a new traffic signal (either temporary or permanent). The county shall determine the type of control recommended for an intersection. Traffic Signals The construction cost of a traffic signal includes all design and construction engineering, and the total cost of the construction work including, but not limited to, interconnect, lighting, and emergency vehicle pre-emption equipment. Traffic Signal Maintenance Costs Maintenance for all traffic signals on county roads and county state aid highways, will be furnished by Washington County. The county will own and maintain the control equipment, electrical wiring, including conduit and bases, replace knocked down equipment, and re-lamp, clean, and paint the traffic control system. Traffic signals at intersections with trunk highways will be maintained in accordance with Minnesota Department of Transportation policies. The participating city/township in which the traffic signal is to be located shall provide for the installation of an adequate electrical power supply to the service equipment or pole, including any necessary extension of power lines at no cost to the county. The city/township shall maintain the integral street lighting, including relamping and cleaning of luminaries. The city/township shall pay for electrical energy to operate both the signal system and the integral street lighting. If the traffic signal is located within more than one city/township, the costs shall be apportioned in accordance with the construction cost participation factor. Flashing Beacons The participation for flashing beacons shall be the same as traffic signals. Roundabouts The construction cost of a roundabout is split by approach leg and shall include all components associated with that leg of approach, including the center raised median, curb, truck apron and roadway markings. Maintenance of Roundabouts and the responsibilities for various components shall be determined through the use of a maintenance agreement. Page 33 of 44 Utilization of Tax Increment Financing The county's participation in a project where tax increment financing is utilized by a municipality will be as follows: A. PROJECTS NOT IN THE CURRENT CAPITAL IMPROVEMENT PROGRAM (CIP) At the time a municipality is requested to approve the preliminary plans for a project, the municipality must identify, by resolution, whether it intends to use tax increment financing for any portion of the project cost. If the municipality elects to use tax increment financing from any Economic Development District for any portion of the project cost, municipal participation could be 100% of the total engineering and construction cost and 100% of the right-of-way cost for any portion of the project within that municipality. The County Board of Commissioners will review and approve county participation, if any. B. PROJECTS IN THE CURRENT CIP Participation will be as set forth in this policy. Jurisdictional Transfer (Turnbacks) Washington County identifies candidates for jurisdictional transfer in the County Comprehensive Plan. The county does consider that it has an obligation to insure that a turnback does not constitute an immediate maintenance problem for the local government. Therefore, turnback roads should be in a condition so as to require only normal maintenance work for a five (5) year period following turnback. The philosophies are reflected in the following turnback policy: A. Bituminous pavements shall be in generally good condition. If they have not been overlaid within the previous ten years or seal coated within the previous four years, they should be overlaid or seal coated prior to turnback. B. Widening, curve correction, vertical curve correction would normally not be considered as part of the county's obligation in turn backs. There may be isolated instances where turn lanes and bypass lanes would be considered. These would have to be justified by recent major changes in traffic generation or high accident history. C. It shall be possible for the local government to receive funds from the county in lieu Page 34 of 44 of any work the county would do to put the road in turnback condition. These funds would reflect the estimated cost of the county work. D. The county, in taking over an existing local road, would essentially take it over in its current condition, except that: a. If gravel, it should be well graveled. b. If paved, all holes should be patched. c. Isolated drainage problems should be corrected. d. Right-of-way must be provided for future county improvements to the roadway. E. In regard to bridges or major drainage structures, the obligation should be the same for county and local governments. Prior to turnback, the present "owner" should insure that the structures are in a good state of repair. This would include such things as a sound pavement, tight bolts, railings sound and reasonably painted, and erosion correction. It would not mean strengthening an under-designed structure for current loads or enlarging for inadequate hydraulic capacity. Variances Any variance from this policy must be approved by the Washington County Board of Commissioners. Source County Board Motion, September 5, 1995 County Board Motion, March 9, 1999 Policy #1901 renumbered to #8001 Page 35 of 44 THIS PAGE INTENTIONALLY LEFT BLANK Page 36 of 44 Oak Park Heights Request for Council Action Meeting Date October 13th, 2020 Time Required: 5 Minutes Agenda Item Title: COVID-19 —CRF Spending Plan - REVISION 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): The enclosed resolution outlines an Amendment action to the adopted SPENDING PLAN for the $361,709 the City approved in July 2020. Fundamentally,the major shifts relate to allocating public health and safety payroll costs as permissible and presumed COVID-19 payroll expenses. This action has been clarified in official guidance by the US Treasury (issuance 9/21/20 OIG- CA-20-028—Part 70, a&b) on how to use the "presumed payroll" instructions for public safety, public health, and other impacted groups of employees. This updated guidance is clear in allowing this presumption without having to over-substantiate; rather some reasonable assumptions and calculations can be made for all department's actions and related personnel costs to engage COVID-19. Page 37 of 44 RESOLUTION A RESOLUTION AMENDING THE CITY OF OAK PARK HEIGHTS- CORONAVIRUS CARES ACT-RELIEF FUND CITY SPENDING PLAN Whereas,the City Council did adopt Resolution 20-07-32 that outlined anticipated expenses for funds received under the Federal CARES Act; and, Whereas,the City has a desire to ensure the use of these funds is efficient and effective towards addressing City needs in response to the COVID-19 pandemic and does not carry long-term financial burdens; and, Whereas, since the initial receipt of such funds there has been significant additional Federal and State guidance issued with directives as to how recipient cities may implement the use of such funds; and, Whereas,the City has incurred expenses as permitted by the applicable guidance,however remaining funds are necessary to be reallocated to within the established categories to better reflect the City's anticipated needs and final response costs. NOW,THEREFORE BE IT RESOLVED by the City Council for the City of Oak Park Heights that it does approve the amendment of the CARES ACT funding from those amounts allocated in Resolution 20-07-32 to the following —Expected Final Allocation, with any minor final allocation amendments subject to the final approval of the City Administrator to ensure complete use of all available funds: City of Oak Park Heights - CARES ACT - City Allocation of Funds Expected Final Allocated to Date Allocation Approved Expenses Initial Allocation 9/30/20 (estimated) Business Assistance $ 50,000.00 $ 52,500.00 $ 52,500.00 Elections Costs $ 10,000.00 $ 1,829.00 $ 4,000.00 Support for City teleworking/Public Meetings&Facility Alodfications $ 75,000.00 $ 19,258.74 $ 58,000.00 Payroll Expenses $ 150,000.00 $ 167,667.65 $ 233,709.00 Personal Protection Equipment: $ 10,000.00 $ 4,353.98 $ 13,500.00 Unallocated: $ 66,709.00 $ 402.50 $ - Totals $ 361,709.00 $ 246,011.87 $ 361,709.00 Passed by the City Council for the City of Oak Park Heights this 13te day of October,2020 Mary McComber,Mayor Attest: Eric Johnson, City Administrator Page 38 of 44 Oak Park Heights Request for Council Action Meeting Date: October 13th 2020 Agenda Item Title: Consider Appointment to Planning Commission—Tyler Husby. Time Required: 1 minute Agenda Placement: New Business Originating Department/Requestor: Eric Johnson, City Administrator Requester's Signature moi` Action Requested: Discussion/Possible Action Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). An interview was held by the Planning Commission at their Oct 8t1 meeting to fill a remaining (and long- term) vacancy as Mr. Jim Kremer had served all available terms and Ms. Jennifer Giovinazzo has moved away from the City. Following the interview, it was moved and recommended by the Planning Commission that the City Council appoint applicant Mr. Tyler Husby for three-year term - commencing for the November 2024 meeting and to culminate on May 31st,2024. Mr.Husby Note: The Commission did not specifically define a term timeline as this is up to the Council. The attached listing offers a proposed staggered timeline. Staff would additionally recommend the appointments noted above and with the schedule attached that seeks to stagger appointments to better ensure some long-term continuity. Chair: Timothy Freeman 2020-2023 (2"d term) Vice Chair David White 2018-2021 (1 a1 Term) Commissioners: Blake Van Denburgh 2020-2023 011 Term) Jennifer VanDyke 2017-2022 f1¢-TermJ PROPOSE❑ Tyler Husby 2020-202411" -All terms run front. Pay 37 to May 37 andare 3-year appoinimenis; Except Tyler Husby. this terry is stained seven(7)months early to account for a long-term vacancy on the Commission ands to streamline term conclusion dates to coincide with May 31=t. Page 39 of 44 RECEIVED SE P 1 7 ?020 6 C NY Of 00k fink htl i Pm CITY OF OAK PARK HEIGHTS PLANNING COMMISSIONER APPLICATION Vier Husby 1-4-Sept-2020 NAME DATE To provide the City Council with aro understanding of you. your background and Your interestslease answer+.ter the following questions- (You may attache an extra sheet if necessary,) 6283 Paris Ave N.,Stillwater,MN 55082 ADDRESS 6055 PHONE HOW LONG H"E YOU LIVED IN OAK PARK HEIGHTS? 15 months OCCUPATION, Preieci Manager EMPLOYER,, Daktronics,Inc PHONE: (Based ir1 Brookings,S ,i PRIOR EXPERIENCE ON CITY COMMISSIONS, CITY BOARDS, ETC. Na Prior es erience ars city commissions or boards. \IV comparaL-le exptrience comes frons drtici adon in multi le governance hoards over three jear.x while attending South Dakota State Universim These boards Crovided me the opportune tolearn parliamentary procedure. Page 40 of 44 PLEASE PROVIDE A SUMMARY OR WHY YOU WOULD LIKE TO EE APPOINTED TO THE OAK PARK HEIGHTS PLANNING COMMISSION. I havehad a desire to be invtrlved in my communitysince Moving back to Minneso(a in 2015, but never had an opportunity until recently,since my wife and I are establishing roots in Oak Parte Heights.I believe this Commission will be an oppt)r[ijnity to serve my neighbors and giveback to the city as well,I believe my degree in Construe tion Managemea[,career in Project Management,understanding building codes,and a harkground in parliamentary procedure males the an ideal appointee for this Commission. IS THERE ANY OTHER INFORMATION YOU WOULD UKE US TO CONSIDER REGARDING THIS APPOINTMENT? I have discussed the Planning Corrunission Mition with flake Van Dcnburghwtich helped provide a detailed background on the Commission itself,as well as the roles& responsibilities of an appointee_My wife and I relocated to Oak Park Heights in June 2019 and look fort wd to being a art of this communi Ear decades to come. Please return to: Date Received-, Arlie Hultman {For office use only} City of Oak Park Heights 14168 Oak Park Boulevard PO Box 2007 Oak Paris Heights, MN 55082 Page 41 of 44 THIS PAGE INTENTIONALLY LEFT BLANK Page 42 of 44 Oak Park Heights Request for Council Action Meeting Date October 13, 2020 Time Required: 5 Minutes Agenda Item Title: City Council—Team Building & Goal Setting Agenda Placement New 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): I would like the Council to discuss the possibility of setting a teambuilding/goal setting event; preferably this could be held on an evening when there was not any other Council meetings or events. NOTE: This matter was tabled in September pending more information on facilitator availability (being possibly Pam Whitmore from LMC) . Possible dates are Dec 2nd, 9th and 16th - all are Wednesdays. Page 43 of 44 THIS PAGE INTENTIONALLY LEFT BLANK Page 44 of 44