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12-08-2020 Council Packet
CITY OF OAK PARK HEIGHTS TUESDAY, DECEMBER 8, 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/j/4786278054 or by calling (312-626- 6799)and entering meeting ID 4786278054#. There is no participant ID needed. Please contact the City at 651-439-4439 or jpinski@cityofoakparkheights.com in advance of December 8, 2020 if you have any questions about access. 6:00 p.m. L Call to Order/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) 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). 6:05 p.m. IV. Consent Agenda(Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Worksession Notes—November 24, 2020 (pg. 5) C. Approve City Council Minutes—November 24, 2020 (pg. 7) D. Approve 2021 Taxi Cab Licenses for F.D.S. Enterprises dba A. Taxi (pg. 11) E. Approve Spring and Fall Clean-up Dates for 2021 —May 1 and October 2 (pg. 13) F. Adopt Resolution Designating the Polling Location for 2021 in the City of Oak Park Heights in the Event of a Special Election (pg. 15) G. Approve Resolution for Certification of Delinquent Taxes (pg. 17) H. Approve Resolution Designating 2021 Checking and Bank Depositories (pg. 23) L Approve 2021 Area Charge for Connection to Water, Sewer and Storm Sewer(pg. 25) J. Adopt Amended CC 102 Master Fee Schedule (pg. 31) K. Approve 2021 Engineer Rates (pg. 35) L. Approve Salary Adjustment for Exempt Employees (pg. 39) 6:05 p.m. V. Public Hearings A. Truth in Taxation Hearing—2021 Budget Presentation (pg. 41) Page 1 of 120 6:15 p.m. VI. Old Business A. Lookout Trial—Cost Estimates—Updates (pg. 47) 6:20 p.m. VII. New Business A. Resolution Approving the 2021 Budget(pg. 51) B. Resolution Approving the 2021 Tax Levy (pg. 55) C. 2021 Water and Sewer Rate Study and Review of Storm Water Rates (pg. 57) D. 2021 Council Appointments (pg. 93) E. Set City 2021 Council Meeting Dates (pg. 95) F. Community Energy Transition (CET) Grant Program (pg. 97) G. Fat Tire—Bike Rally January 23 & 24 (pg. 105) H. Adopt Resolution for 2021 Liquor, Tobacco, and Amusement License Renewals (pg. 117) 7:00 p.m. VIII. Other Council Items or Announcements 7:00 p.m. IX. Adjournment Page 2 of 120 M Oak Park Heights Request for Council Action Meeting Date December 8, 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 120 City of Oak Park Heights 14168 Oak Park.Blvd.N.Oak Park Heights,MN 55082•Phone(651)439-4439.Fax(651)439-0574 December 3, 2020 Heidi Leedom 14265 Oldfield Ave Ct Oak Park Heights, MN 55082 Dear Heidi: 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, December 3, 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! ]e67rifier Pinski City Clerk e TREE CITY U.S.A. Page 4 of 120 Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Approve City Council. Worksession Notes—November 24, 2020 Time Rey. 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 120 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES THURSDAY,NOVEMBER 24, 2020 HELD VIA VIDEO CONFERENCE PER MN STAT. 13D.021 Present: Mayor McComber, Councilmembers Dougherty,Johnson, Liljegren and Runk; City Administrator Johnson, City Attorney Sandstrom, City Planner Richards,City Engineer Mann, and City Clerk Pinski. Absent: None. 1. Call to Order: Mayor McComber called the meeting to order at 5:30 p.m. 2. Lookout Trail: City Engineer Mann showed the initial concept for Lookout Trail.He reported that residents were concerned with the path being on the west side due to parking and movement of mail boxes.Mann showed three options for the path.The Council liked option 3 with the six- foot shoulder allowing for parking on the west side. Mann stated he would bring back information at the next council meeting and will schedule another meeting with the neighborhood before Christmas. No action taken. 3. Adjourn: The meeting was adjourned at 5:57 p.m. Page 6 of 120 Oak Park Heights Request for Council Action Meeting Date December S, 2020 Agenda Item Approve City Council Minutes—November 24, 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 120 CITY OF OAK PARK HEIGHTS TUESDAY, NOVEMBER 24, 2020 CITY COUNCIL MEETING MINUTES HELD VIA VIDEO CONFERENCE PER MN STAT. 13D.021 I. Call to Order/Approval of Agenda: Mayor McComber called the meeting to order at 6:00 p.m. Present: Councilmembers Dougherty, Johnson, Liljegren, and Runk. Staff present: City Administrator Johnson, Finance Director Caruso, City Clerk Pinski, City Attorney Kevin Sandstrom, City Engineer Mann and City Planner Richards. Absent: None. City Administrator Johnson requested.New Business Item B be removed from the Agenda. Councilmember Liljegren, seconded by Councilmember Runk, moved to approve the Agenda with that change. Roll call vote taken. Carried 5-0. IL Council/Staff Reports: A. Mayor-McComber: She reported she attended the NLC Summit virtually, including the following committee meetings: transportation infrastructure, small cities, Women in Municipal Government, and the advisory council for new board members. She said the NLC meeting in March was also planned to be virtual. B. Councilmember Dough ertX: He reported he attended the Cable Commission meeting on November 16. C. Councilmember Johnson: No report. D. Councilmember LiFegren: He reported he had received calls regarding winter parking and suggested the policy be discussed at the goal setting meeting. E. Councilmember Runk: He reported he attended the virtual CVB meeting. F. Staff. City Clerk Pinski reported that David Beaudet of 6400 Lookout Trail was chosen as the recycling award winner. III. Visitors/Public Comment: Willy Tennis and Angela Hamann from Tennis Sanitation requested to meet with staff or council to look over the waste hauling contract. Mayor McComber suggested setting up a meeting with City Administrator Johnson and City Attorney Sandstrom. IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Minutes—November 13, 2020 C. Approve Home Occupation Permit Renewals for 2021 Page 8 of 120 City Council Meeting Minutes November 24, 2020 Page 2 of 2 Councilmember Dougherty, seconded by Councilmember Johnson, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: None VI. Old Business: A. 2020 Budget Update and Possible Chan gs to 2021 Budget: Finance Director Caruso reviewed possible budget changes. She said she would bring the budget for approval to the next meeting. No action taken. B. City Council Teambuilding & Goal Setting: Councilmember Dougherty, seconded by Councilmember Liljegren, moved to set the teambuilding and goal setting for January 8. Roll call vote taken. Carried 5-0. VII. New Business: A. Lowe's Home Center— PIanned Unit DeveIopment Amendment—5888 Nava Scotia Ave— Garden Center Expansion: City Planner Richards reported that Lowe's applied for a PUD amendment to allow expansion of the garden center and to add a gate. He reviewed his planning report. Councilmember Runk, seconded by Councilmember Dougherty, moved to approve the Resolution. Roll call vote taken. Carried 5-0. B. Approve Joint Powers A rgreepment— Mutual Aid w/St. Paul: REMOVED FROM AGENDA VIII. Other Council Items or Announcements: Mayor McComber wished everyone a Happy Thanksgiving. IX. Adiourn: Councilmember Liljegren, seconded by Councilmember Runk, moved to adjourn at 6:31 p.m. Roll call vote taken. Carried 5-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski Mary McComber City Clerk Mayor Page 9 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 10 of 120 �l• Oak Park Heights Request for Council Action Meeting Date December S, 2020 Agenda Item Approve 2021 Taxi Cab Licenses for F.D.S. Enterprises dba A. Taxi Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature I-P Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). I recommend approval pending passage of inspections with the City of Oak Park Heights Police Department, submission of required materials, and payment of the license fee. Page 11 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 12 of 120 F Oak Park Heights Request for Council Action Meeting Date December S, 2020 Agenda Item Approve Spring and Fall Clean-up Dates for 2021 May l and October 2 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Background/JustiPication (Please indicate any previous action has been taken or if other public bodies have been advised). Saturday, May 1 and Saturday, October 2 have been reserved with the City's garbage hauler and Andersen Corporation for the Spring and Fall Clean-up events. The time would remain the same as last year: 7:30am to 1:00pm. I request approval of those dais. Page 13 of 120 I THIS PAGE INTENTIONALLY LEFT BLANK Page 14 of 120 i s Oak Park Heights Request for Council Action Meeting Date December S, 2020 Agenda Item Adopt Resolution Designating the Polling Location for 2021 in the Cit of Oak Park Heights in the Event of a Special Election Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature --- -'y Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached. Page 15 of 120 RESOLUTION 20-12-49 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION DESIGNATING THE POLLING LOCATION FOR 2021 ELECTIONS IN THE CITY OF OAK PARK HEIGHTS WHEREAS, there was a change made during the 2017 legislative session to State Statute 204B.16 which discusses polling place designations; and WHEREAS, state law now requires municipalities to designate precinct polling places for all elections for the year by December 31 of the prior year; and, NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Oak Park Heights hereby designates one precinct polling location for 2021 elections in the City of Oak Park Heights at the following location: Oak Park Heights City Hall, 14168 Oak Park Boulevard North Passed by the City Council of Oak Park Heights this Sh day of December, 2020. Mary McComber ATTEST: Mayor Eric A. Johnson City Administrator i Page 16 of 120 el- Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Time Required: 1 minute Agenda Item Title Certification of Delinquent Utility Billing Agenda Placement Consent Originating Department/Requestor Finance —Betty Caruso Finance Director Requester's Signature Action Requested Approve the attached Resolution Approving Certification of Delinquent Utilit Charges to the County Auditor for Collection With the 2021 Tax Bills Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In accordance with MS 444.075 subd 3e and the city ordinance of 1001.04 1 am requesting that the council approve the listing of delinquent bills as a lien against the property and authorize that they be sent to the County Auditor for collection with the 2021 tax billing. Due to scheduling of December council meetings, the list has been prepared as of December S, 2020, however, in accordance with policy, the City will accept payments on the delinquent amounts through December 18, 2020. Therefore, I request that Council adopt the list and give me authority to adjust the amounts for payments or corrections that may be received prior to certification to the County Auditor. Page 17 of 120 CITY OF OAK PARK HEIGHTS COUNTY OF WASHINGTON AND STATE OF MINNESOTA RESOLUTION 20-12-50 A RESOLUTION APPROVING CERTIFICATION OF DELINQUENT UTILITY CHARGES TO THE COUNTY AUDITOR FOR COLLECTION WITH THE 2021 TAX BILLS WHEREAS, the following properties have delinquent utility bills as of December 8, 2020 and require collection; SEE ATTACHED LIST WHEREAS, the City Staff for the City of Oak Park Heights has complied with the collection procedures for the utility billing and the above accounts remain delinquent as of December 18, 2020; and, WHEREAS,the City is allowed by statute to use certification to the County for inclusion on the real estate tax collection system as the collection mechanism. NOW, THEREFORE,BE IT RESOLVED, by the City Council of the City of Oak Park Heights that delinquent utility charges included on the list supplied by the Finance Director and as reduced for payments between December 8, 2020 and December 18, 2020, be certified to the County Auditor for Collection with the 2021 Tax Bill. Passed by the City Council of Oak Park Heights this 8th day of December, 2020. Mary McComber Mayor Attest: Eric A. Johnson City Administrator Page 18 of 120 DELINQUNT UTILITY BILLS AT 12/3/2020 CUSTOMER NUMBER PARCEL ID BALANCE FINAL BILL DATE 101-02700-03 34-030-20-32-0035 270.02 101-04330-02 34-030-20-32-0092 236.21 101-05030-14 34-030-20-32-0065 107.95 101-05150-03 34-030-20-32-0067 584.01 8/1/2020 101-05150-04 34-030-20-32-0067 102.23 102-11500-01 34-030-20-32-01.46 141.12 102-12000-02 34-030-20-32-0151 559.20 102-12100-04 34-030-20-32-0139 210.02 102-13100-04 34-030-20-33-0139 175.22 1/30/2020 102-13100-06 34-030-20-33-0139 135.01 102-13700-07 34-030-20-33-0017 303.53 102-15100-05 34-030-20-34-0067 375.75 103-15400-05 04-029-20-23-0016 529.77 103-15600-04 04029-20-24-0027 244,54 103-15900-03 04-029-20-21-0036 790.54 103-16700-02 04-029-20-21-0019 126.10 103-17400-08 04-029-20-21-0026 736.40 103-18100-02 04-029-20-24-0034 529.77 103-19500-03 04-029-20-23-0018 511.95 103-21800-04 34-030-20-23-0024 263.66 104-11100-01 33-030-20-44-0029 488.76 104-14100-07 04-029-20-21-0075 511.95 104-15500-02 04-029-20-21-0051 536.77 10417600-03 04-029-20-21-0083 188.84 104-22730-02 04-029-20-22-0014 472.22 105-14750-01 03-029-20-24-0014 135.01 105-15000-05 03-029-20-24-0020 284.02 105-15450-00 03-029-20-24-0044 520,19 105-16200-10 03-029-20-24-0017 511.95 105-16900-05 03-029-20-24-0032 252.20 105-17300-06 03-029-20-13-0010 149,01 105-18000-02 03-029-20-13-0022 511.95 105-18100-13 03-029-20-13-0024 272.35 105-18550-04 03-029-20-21-0035 529.77 106-10300-02 04-029-20-13-0083 147.77 106-10900-03 04-029-20-13-0070 172.21 106-11000-08 04-029-20-13-0069 252.20 106-12800-05 04-029-20-24-0083 346.90 106-13800-04 04-029-20-24-0099 229.77 106-14300-02 04-029-20-24-0093 283.82 106-15500-07 04-029-20-24-0069 500,00 1.06-16300-02 04-029-20-24-0064 508.42 106-16500-04 04-029-20-240062 126.10 106-16600-04 04-029-20-24-0061 511.95 107-10400-02 04-029-20-14-0012 115,10 o, Page 19 of 120 i 107-10700-02 04-029-20-14-0053 553.95 107-11100-02 04-029-20-14-0049 434.12 107-12700-05 04-029-20-14-0033 967.15 107-13700-06 04-029-20-14-0023 126.10 107-13800-07 04-029-20-14-0022 511.95 107-14000-02 04-029-20-14-0020 522.61 107-15100-06 04-029-20-14-0059 567.54 107-15300-05 04-029-20-14-0061 200.00 107-15800-05 04-029-20-14-0066 529.77 107-16100-04 04-029-20-14-0069 515.45 107-16800-07 04-029-20-14-0004 550.45 107-17000-03 04-029-20-14-0002 575.27 107-17150-03 04-029-20-14-0215 396.12 107-18000-04 04-029-20-11-0013 145.95 107-18200-15 04-029-20-11-0013 617.22 107-18900-06 04-029-20-11-0013 628.77 107-19000-07 04-029-20-11-0013 297.72 3/13/2020 107-19600-09 04-029-20-11-0013 154.88 7/21/2020 107-19900-10 04-029-20-11-0013 610.95 107-22100-04 04-029-20-13-0044 541.43 107-22200-02 04-029-20-13-0043 526.04 107-23100-01 04-029-20-23-0028 135.01 107-23200-04 04-029-20-23-0030 587.14 107-25100-07 04-029-20-11-0099 378.30 107-25900-01 04-029-20-14-0205 511.95 107-26200-02 04-029-20-14-0199 311.95 107-26450-05 04-029-20-14-0194 126.10 107-27100-03 04-029-20-14-0154 423.80 107-27960-01 VARIOUS 5,089.79 107-29430-14 04-029-20-11-0071 529.77 108-07500-05 04-029-20-23-0089 126.10 108-11300-04 04-029-20-32-0079 511.95 108-11400-03 04-029-20-32-0078 200.00 108-11700-04 04-029-20-32-001.2 429.14 108-13700-01 04-029-20-32-0027 2,550.72 108-14100-01 04-029-20-32-0031 378.30 108-15900-04 04-029-20-32-0058 234.62 108-16900-02 04-029-20-32-0053 634.04 108-17300-03 04-029-20-32-0057 236.77 108-18000-05 04-029-20-32-0065 270.02 108-18600-03 04-029-20-32-0076 399.74 108-19300-02 04-029-20-32-0088 425.25 108-19600-03 04-029-20-23-0079 140.00 109-10500-00 05-029-20-14-0082 915.06 109-11200-02 05-029-20-14-0075 452.11 109-11365-00 05-029-20-11-0055 311.38 109-11500-03 05-029-20-14-0101 2,374.00 Page 20 of 120 109-12600-03 05-029-20-14-0088 584.21 109-13100-01 05-029-20-14-0093 189.27 109-13800-02 05-029-20-14-0100 170.01 109-14100-04 05-029-20-14-0120 232.59 110-00450-03 05-029-20-23-0042 603.15 110-03000-02 05-029-20-23-0011 529.77 110-03100-03 05-029-20-23-0010 226.91 110-03700-03 05-029-20-23-0030 537.79 110-03800-03 05-029-20-23-0029 329.60 110-03900-04 05-029-20-23-0028 651.15 110-06200-04 05-029-20-23-0059 582.69 110-07600-02 05-029-20-23-0043 385.20 110-32000-01 05-029-20-21-0039 105.78 3/31/2020 110-63400-01 06-029-20-12-0018 168.23 112-00155-00 VARIOUS 1,253.82 102-10600-11 34-030-20-32-0115 84.99 11/20/2020 102-1.3100-05 34-030-20-3-0139 11.57 6/5/2020 103-17000-03 04-029-20-21-0022 49.34 11/5/2020 103-18000-02 04-029-20-24-0033 36.50 9/4/2020 103-18500-09 04-029-20-24-0043 10.42 6/1.7/2020 106-13600-03 04-029-20-24-0113 16.82 10/16/2020 107-22300-01 04-029-20-13-0042 20.03 8/21/2020 TOTAL 50,928.52 Page 21 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 22 of 120 Oak Park Heights Request for Council Action Meeting Date: December 8, 2020 Agenda Item Title: Approve Resolution Designating 2021 Checking and Bank Depositories Time Required 1 minute Agenda Placement Consent Originating Department/Requestor Betty Caruso. Finance Director Requester's Signature Action Requested : Approve Resolution deli mating 2021 chcckinf-,, and bank depositories Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). The City currently has its checking and some investments with MidWestOne Bank. The remaining institutions hold the other city investments: First State Bank and Trust, First Resource Bank, RBC Wealth Management, Wells Fargo Advisors, LLC and the 4M Fund. There are some institutions that I have included on the list that I am not presently investing with, however, I may be using them in the future depending upon the rates offered and if they are willing to pledge securities for any deposits above FDIC limits. If we were to invest with any new financial institution, Finance would review bank ratings and financial criteria before investing, along with consulting with other cities regarding the broker. The list of depositories is as follows: MidWestOne Bank First State Bank and Trust Wells Fargo Advisors, LLC US Bank (Bank used by 4M for transactions) First Resource Bank Oppenheimer& Co. Inc (not presently used) RBC Wealth Management Bremer Bank (not presently used) Minnesota Municipal Money Market Fund (4M) Page 23 of 120 CITY OF OAK PARK HEIGHTS RESOLUTION 20-12-51 A RESOLUTION DESIGNATING 2021 CHECKING & BANK DEPOSITORIES MidWestOne Bank—Checking and Investments First State Bank and Trust—Investments US Bank—Investments Bremer Bank - Investments Minnesota Municipal Money Market Fund- 4M Fund—Investments Wells Fargo Advisors, LLC—Investments First Resource Bank—Investments RBC Wealth Management—Investments Oppenheimber & Co, Inc - Investments Passed by the City Council of Oak Park Heights this 8th day of December 2020. Mary McComber, Mayor ATTEST: Eric A. Johnson Administrator Page 24 of 120 TA Oak Park Heights Request for Council Action Meeting Date December.8, 2020 Agenda Item Title Approve 2021 Area Charge for Connection to Water, Sewer and Storm Sewer Systems Time Required 1 min Agenda Placement Consent Originating Department/Requestor Finance— Betty Caruso Finance Director Requester's Signature Action Requested Approve Resolution for 2020 Area Charge for Connections to Municipal Water Systerns. Sanitary Sewer Systems and Storm Sewer Systems Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). The City Engineer has calculated the City's utility area charges for 2021 and is recommending a 1.7% increase in the area charges for water, sanitary sewer, and storm sewer. This increase percentage is based on the Construction Cost Index. I recommend approval of the area charges for sanitary sewer, water main, storm sewer and TSMP area storm sewer as of January 1, 2021 per the attached recommendation from the City Engineer. i 4 Page 25 of 120 F 2335 Highway 36 West,St. Paul MN 55113-3814 October 26, 2020 File: 193801828 Attention: Eric Johnson City of Oak Park Heights 14168 Oak Park Blvd. N. Oak Park Heights, MN 55082 Reference: Utility Area Charges Dear Eric, The City has established a system of area charges to assist in financing trunk utility improvements. These charges should be adjusted from time to time to recover additional costs incurred as a result of inflation, capitalized interest, or revisions/updates to trunk facilities. The table on the following page is a tabulation of the current area charges and those proposed for development initiated after January 1, 2021. Adjustments to the City's utility area charges are tied to the ENR national Construction Cost Index (CCI), which is a benchmark of the current cost of materials and labor in the construction industry. The City's utility area charges were last updated in November 2019. From the third quarter of 2019 to the third quarter of 2020, the CCI has increased 1.7%, which is the current increase we are recommending to the City's area charges. If you have any questions or require further information, please call me at (612) 712-2085. Regards, Stantec Consulting Services Inc. Lee M. Mann, P.E. Principal Phone: 612-712-2085 lee.ma n n @sta ntec.com Attachment: Utility Area Charge Updates for 2021 ENR CCI Partial History c. Betty Caruso, Julie Hultman —City of Oak Park Heights Kevin Sandstrom — City Attorney Design v✓ith community in m1mi Page 26 of 120 4 � oho. N n m oai. N N N m M N N u O M '1D� m kn m n W co ur m DCi rn o 0 0 i N N H H H a rn U-? cq L a rn m ry N r-i m H m iD N OD p m cD m m m C) o Q w rn m a m o a o n ct m rn m N N m m co n oo M0)M .n-i W N M O m Ol O r1 m LO O O O � 11 p m m o v O N m n ri ry m v m li .4 +• N O Ln m rj O H rn vLrs n ° o N � m a yr m o cj W -4 m Chcn rn m H off ❑ H N o v v �a n m N m H OO N Irl ID Ln m W V N m LO Q m rn � O o O N �--f ?p as o o � m ri m ri In ri M T N Ul) m m r- Oo ID N m ❑ n n er 4 �n a � � N N (V m m m H H 1. C7 K g g my o oD m C - m D1 m H o O N � a� ❑ v, rn rn c n 4 o n N N H m m m N o r9 G1 H O1 Cl H a) H N W O Ql D1 (3) C71 c o H Q m m cn m n re) m cD N N N N m N N H oo N Q h R n N H Q N a h m o o 0 .N-i aa-� _ [J1 m m � f0 4 O �Q OQ n M a N N N N O lb U U ` N Wog co n Q) N q M pC? Ul a O� m CT Ci H 14 O U d Oo V N O CT) O lD C N N N N r-i In m e l O y H N M m LD locD Da00 1 cn N WOO N m rn Ol Dl CT 4 O O O V N p 0� M 6 n m --! Q� D h LO N N N Do lD N G n m lD n m m n O D1 ara V 4D OY O o bo. N-i H m Q1 D1 H N N W H C N m V V1 to n Oo m 4 N U o O o O O 4 0 o 4 o v N N N N N N N N N N C co 9 C Oi w } Page 27 of 120 k /L Do �k o a w C4 CJ o g i q n - k \ CL / / - 2 # e 9 « o & w _o LUe / a 6c> to T- Z, -Z0 04 CL o k E e4 n § a E $ _ 64 60- 44 § / \ \ � \ CL m \ & _a - 6 / LU 6-, e m 4a C 2 00 . V) �7MT U) - - 0 :5 1 § k @ ) £ 2 ~ J 3 $ a- 4a4am40 CN ƒ LO . _ Lo g � 9 / 9 m 0 ca N ■ N ■ o C) kf CC4 7C ` (1) o M o U < @ ~ \ CL c k $ Co c t M 0 E - R / \ \ \ 2 f \ ® ƒ % O 2 _ 6 6 6 § < � » m e � G b n co R E E \ « § 0 0 / C'4 0 Page 28yge T4 ENWs 20-cite average cost indcves, wages and material prices, ifistorie'al data and details for ENWs 20 cities can be found at I{. :R.ccmi/ec°onftrtr ivt � I Construction ui9s Ing Materiafs Cost Indere ICost Index } � Cost Index �Y BATF I 1913=i OO INDEX VALUE MONTH YEAR 1913=10U INDEX VALUE MONTH YEAR 1913=100 INDEX VALUE MONiH YEAR CONSTRUCTION COST 11498.81 +0.4% +1.7% BUILDING COST 6300.30 +0.5*A +2.5% MATERIALS COST 3586.31 41.3% +3.4% COMMON LABOR 24037.06 +0.1% +0.9% SKILLED LABOR 10690.14 +0.1% +1.5% CEMENT$/TON 148.52 +0.1% +6.1% WAGE$IHR. 46.20 +0.1% +0.9% WAGE$/HR. 59,15 +0.1% +1.5% STEEL$/CWT 55.70 +D.4% +11.3% LUMBER$/MBF 641.52 +3.5% +9.4% The Bald no Cosi Index:s up 2.5%on an annual The Construction Cost index's annual escalation is basis,while the monthly component increased The MCI rose 1 3%on a monthly basis,while the up 1.7%,while the monthly component rose 0.4%. 0,5%, annual esca xlor rate increased 3.4%. 11111II1111111111111111111111f1111111,'JIIIIIIIIIIIIIIIIIIIfIl�1111111f11111111111Illlllllflllllllll111llflllllllilllllll�ll�l,'l�i'17,'Ill,''I,LIr'Ilili11111�11.lllllrll'��'li;li,�'YL�'1'l,',',h�'I�IIIIIIIIIIllll111111111fflllll1111111I/Ilfll�lll The dollar,%iduc oftotal construction put-in- TOTAL CONSTRUCTION placeslunwxlaseasonallN-ac justedmonthly Seasonally adjusted ate in ($) biilions c-i'c:alation I-ate of0.1%in July,according to 1380 the U.S. Dept. of Commerce's seasonally adjusted data. On a yearly basis, total construction was 0.1% lower than in July 2019. The private sector experienced a 1.8% ' fall from a.year ago, while public construction - - experienced a 5.1% increase. Non-residential construction in the private market fell 4.3% over the past year, while non-residential work --� ,t Mar.119 April May June July.'20 In the public market rose 4.4%. PERCENT CHANCE JUIY'20VS.JULY 20. SOURCE;DEPT OF COMMERCE Total xb, ,' '_l olgc '�e'r,(Qki � J�C6'.�f (6T'4U1llLr t �� m,i � f` I + O. 9MONTHI +4 a %CHG s YEAR CONSTRUCTION VALUE 2020 2C79 MCHC- %CHC. CUIRSTRUCTIOnLrh,I.CE 2020 2019 %CHG. %CHG. YEAR-TO-DATE,S K. Jul JUL I fvSUM1�7H 1 YEAR YEAN-TD DATE,$BrL. JUL I JUL M0N7H YEAR -J J Y97KE PR119t'ATE :.iub.�) 577.50 +6.4 +.T"R Yl r°a.' ...__...u.._ 13TA6 •'�1�6G; 196.33 184.36 +2,2 +6.5 RESIDENTIAL BUILDINGS 321.58 304.26 +2.6 +5.7 RESIDEUTIAL BUILDINGS 4.62 3.43 -2.1 +34,9 LODGING 16.87 18.61 -4.2 _9,3 OFFICE 6.44 5.60 -3.8 +7.4 OFFICE 40.33 41.86 -0.8 -3.7 COMMERCIAL 2.26 2.32 -3.1 -2.5 HEALTH CARE 5.26 5.27 T+7.2 +1.4 .2 COMMERCIAL 45.71 42.89 -5.0 +6.6 - - EDUCATIONAL 49.86 47.54 .9 HEALTH CARE 21.91 20.26 --4.4 +8.1 PUBLIC SAFETY 8.14 5.34 .4 EDUCATIONAL 10.21 12.71 -2.2 -19.7 AMUSEMERlT RELIGIOUS i.75 2.05 -3.6 -14.8 AND RECREATION 8A6 7.56 .5 AMUSEMENT TRANSPORTATION 23.09 21.94 .2 AND RECREATION 7.74 8.70 -1.7 -11.0 POWER 4.01 3.47 .7 TRANSPORTATION 8.89 9.84 -0.1 -9.7 1416HVJAY AND STREET 54.03 53.26 .4COMMUNICATION 12.77 12.31 +1.3 +3.7 SEWAGEAND 14.60 13.91 .0 WATER DISPOSAL POWER 65.79 57.76 -1.9 +13.9 WATER SUPPLY 10.21 8.44 -1.9 +21.0 MANUFACTURING 41.97 45.21 -0.8 -7.2 CONSERVATION AND - - DEVELOPMENT 4.90 4.97 1 +4,8 -1.5 SOURCE:DEPT OF COMMERCE.NON-SEASONALLY ADJUSTED CONSTRUCTION PUT-114-PLACE.VETXLS MAY NOT ADD UP TO TOTAL SINCE ALL TYPES OF CONSTRUCTION ARE NUT SHOW SEPAPATELY. 28 ENR G September 14121,2020 enr.com Page 29 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 30 of 120 r Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Approve Changes to City Ordinance 102—Master Fee Schedule Time Req. 5 Agenda Placement Consent Originating Department/Requestor dministrationAennifer Pinski Requester's Signature``� __,___, Action Requested Consider and Adopt Amended CC 102 Master Fee Schedule Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). In May of 2006, the City Council reviewed and adopted City Ordinance CC 102—Master Fee Schedule which was created in such a manner that it could be revised on an as needed basis without re-adoption of the City Code and/or publication. The schedule was last updated, with changes adopted, December 10, 2019. Changes being proposed: 1. Area Connection Charges as approved at the December S, 2020 City Council meeting. 2. Adding a$75.00 minimum base permit fee to the Fire Protection Permit fees section, I recommend that the summary of fee amendments to CC 102 Master Fee Schedule be adopted as proposed, with any amendments made by the City Council. Page 31 of 120 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA ORDINANCE NO. 2020-102-01 AN ORDINANCE AMENDING CHAPTER 102 CODE OF ORDINANCES OF THE CITY OF OAK PARK HEIGHTS SPECIFICALLY RELATED FEE CHANGES THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY, MINNESOTA, DOES ORDAIN: Section 1. Amendment. That Chapter 102 of the Code of Ordinances of the City of Oak Park Heights is hereby amended to add the following changes in fees: Schedule of Fee Amendments: Fire Protection Stens Installation& Remodeling Based on job value(see valuation table below), (Includes wet, dry, alarm &monitoring systems). $75.00 minimum base permit fee. State Surcharge will be charged.Plan Review Fee will be charged, if applicable. Area Connection Charges: For Undeveloped/Unconnected Land(Utility Area Charge) Land Use: Commercial/Industrial & Retail/Business Centers: Sanitary Sewer From $2,804 per acre to $2,852 per acre Water Main From $14,571 per acre to $14,819 per acre Storm Sewer From$2,273 per acre to $2,312 per acre Storm Sewer-TSMP Area From $10,598 per acre to $10,778 per acre Land Use: Low Density Residential: Sanitary Sewer From$2,673 per acre to $2,718 per acre Water Main From$13,899 per acre to$14,135 per acre Storm Sewer From $1,251 per acre to$1,272 per acre Storm Sewer-TSMP Area From $9,577 per acre to $9,740 per acre Land Use: Medium Density Residential: Sanitary Sewer From $3,566 per acre to $3,672 per acre Water Main From $18,532 per acre to $18,847 per acre Storm Sewer From $1,815 per acre to $1,846 per acre Storm Sewer-TSMP Area From $10,139 per acre to $10,311 per acre Land Use: High Density Residential: Sanitary Sewer From $6,241 per acre to $6,347 per acre Water Main From $32,436 per acre to $32,987 per acre Storm Sewer From $2,273 per acre to $2,312 per acre Storm Sewer-TSMP Area From $10,598 per acre to$10,778 per acre Section 2. Effective Date. This Ordinance shall be in full force and effect January Page 32 of 120 1, 2021, after its passage and publication according to law. Passed and adopted by the City Council of the City of Oak Park Heights, Washington County,Minnesota, on this 8'day of December, 2020. CITY OF OAK PARK HEIGHTS Mary McComber, Mayor Eric A.Johnson, City Administrator Page 33 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 34 of 120 r Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Approve 2021 Engineer Rates Time Req. 0 Agenda.Placement Consent Originating DepartmentJRequestor Administration/Jennifer Pinski , Requester's Signature _.. Action Requested Approve engineering rate schedule for 2021 Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Attached is the 2021 Rate Schedule for Stantec Consulting which is used for the City and for private development review and inspection services. It is an average increase of 3.5% over the 2020 rates. Page 35 of 120 Stantec Consulting Services Inc. 733 Marquette Avenue Suite 1000 Minneapolis MN 55402-2309 Tel: (612) 712-2000 December 3, 2020 File: 193801828 Attention: Eric Johnson City of Oak Park Heights 14168 Oak Park Boulevard N Oak Park Heights, MN 55082 Reference: 2021 Stantec Rates Dear Eric, We wish to thank the City of Oak Park Heights for allowing us to partner with you in planning and implementing your municipal projects.To help you prepare for projects next year, we are enclosing our 2021 hourly rate schedules for municipal services and for standard (private development) review and inspection services. Stantec is committed to employing excellent people; keeping our technical capabilities innovative and effective to serve you best. As such, we are proposing to hold your Stantec team's rates in Oak Park Heights to an average increase of 3.5%. We continue to strive internally to minimize cost increases and look for cost saving measures in our day to day operations with staff to provide the greatest value for your engineering investment. We are very grateful for our relationship with Oak Park Heights, Your Stantec Team is dedicated to providing the City with high quality service while working within your budget constraints. We look forward to continuing to partner with you in 2021. It you have any questions or require further information, please call me at (612) 712-2085. Regards, STANTEC CONSULTING SERVICES INC. Lee M. Mann, P.E. Principal Attachments: Municipal Rate Table Standard Rafe Table (for Private work) Page 36 of 120 2021 RATE SCHEDULE (Municipal) Classification 2021 Senior Principal $ 162.00 - $ 200.00 Principal $ 155.00 - $ 189.00 Specialist* $ 143.00 - $ 267.00 Project Manager $ 151.00 - $ 198.00 Senior Engineer I Scientist I Architect I Landscape Architect f Planner $ 145.00 - $ 191.00 Architect I Landscape Architect $ 131.00 - $ 159.00 Land Surveyor $ 115.00 - $ 171.00 Engineer Planner I Scientist $ 112,00 - $ 159.00 Designer I GIS I Landscape Designer I Graphics I Senior Technician $ 712.00 - $ 160.00 Engineering Technician $ 89.00 - $ 130.00 Project Technician $ 60.00 - $ 85.00 Field Supervisor $ 121.00 - $ 189.00 Inspector $ 92.00 - $ 125.00 1-Person Survey Crew $ 758.00 2-Person Survey Crew $ 225.00 * Specialist: Experts in highly technical disciplines including Principal Planners, Market Analyst and Certified Industrial Hygienist These rates are adjusted annually in accordance with the normal review procedures of Stantec. Page 37 of 120 2021 STANTEC RATE SCHEDULE (Standard) Classification 2021 Senior Principal $ 212.00 - $ 246.00 Principal $ 200.00 - $ 234.00 Specialist* $ 200.00 - $ 256.00 Project Manager $ 158.00 - $ 212.00 Senior Engineer I Scientist ` Architect I Landscape Architect I Planner $ 172.00 - $ 212.00 Architect I Landscape Architect $ 138.00 - $ 241.00 Land Surveyor $ 138.00 - $ 172.00 Engineer I Planner I Scientist $ 127.00 - $ 181.00 Designer I GIS I Landscape Designer Graphics Senior Technician $ 127.00 - $ 181.00 Engineering Technician $ 127.00 - $ 172.00 Project Technician $ 101.00 - $ 138.00 Field Supervisor $ 148.00 - $ 212.00 Inspector $ 101.00 - $ 172.00 1-Person Survey Crew $ 158.00 2-Person Survey Crew $ 225.00 *Specialist: Experts in highly technical disciplines including Principal Planners, Market Analyst and Certified Industriaf Hygienist These rates are adjusted annually in accordance with the normal review procedures of Stantec. Page 38 of 120 Oak Park Heights Request for Council Action Meeting Date December 8th, 2020 Time Required: 1 minute Agenda Item Title: Approve Salary Adjustment for Exempt Employees Agenda Placement Consent Agenda Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Approve Salary Adjustments for Exempt Employees for 2021 —effective 1/1/21. Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Typically, the City Council considers a wage adjustments on an annual basis for exempt (non- represented employees). The Action requested at this time is to approve a 3.0% wage increase for the City Clerk and the Accountant II positions. The 2021 Budget as currently proposed does have adequate funding for 3.0% increase and is expected to mirror increases for other employees found in Unions. In addition,these positions would similarly follow the health care contribution increases and cost sharing by the represented employees. Based on 2020 LMC Salary Survey data., these positions are generally above the average of their metro peers, but are not unreasonably out of line with the current market conditions and—I believe-what is commensurate with their total roles the City expects them to continue to perform. 2011 was 0.0% 2012 was 1.5%. 2013 was 3.0% 2014 was 3.0% 2015 was 2.75% 2016 was 2.75% 2017 was 2.75% 2018 was 2.75 % 2019 was 2.75% 2020 was 3.00% 20213.0 is proposed. Page 39 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 40 of 120 vze:�- Oak Park Heights Request for Council Action Meeting Date December 8 2020 Agenda Item Title Truth in Taxation — 2021 Budget Presentation Time Required 10 min Agenda Placement Public Hearin Originating Department/Requestor Finance-Betty Caruso Finance Director Requester's Signature Action Requested Hold Public TNT Hearing for Taxpayers Comments and Information Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). TNT Hearing Notices were mailed to taxpayers in the city on November 19'h, giving them notice of their proposed property taxes for 2021. The TNT hearing is scheduled for December 8, 2020, 6:00 p.m. City Hall, 14168 Oak Park Blvd. N., for public input and information. The city council adopted a proposed budget $5,691,012 on September 22, 2020 and the information given to the taxpayers is based on that budget. Changes to the budget can be made through adoption, however the Council cannot make changes to exceed the preliminary TAX LEVY of $5,691,012. Action Request Hold the Public Hearing Page 41 of 120 12/3/2020 C In7 OF OAK PARD. HEIGHTS 2021 Truth-In-Taxation Budget ?Meeting December 8, 2020 2021 Budget Son*"Prooded ml'r"Ory: Punli'Work, General Govemment • Sneer Mamttr+ante • Mayo+and Council Snow Removal • Administration and Finance Street Lighting and Signs • Planning,Zoning and Engineering Tree Removal • ln,urance • Sanitation(Gargagell Parks and Recreation T'°------- •°rnrectloa Capital Impso.ementf • �n .>rorr�uon Street Maintenance Program.Seal Coating/Mill and Overlay ����imnFnspecn�+nrPe+�+„rs Storm Sewer Replacement i anima+ Dora, Equipment and Vehicle Replacement • Emergency MI.�.V Parks Buildings and fquipmeni F Page 42 of 120 1 x.2/3/2020 2021 Lxpc tiditure Budget GENERAL GOVERNMENT S 1,504,000 S 1,583,000 S 79,000 RouNow To S2,t10P! PUBLIC SAFETY 1,968,000 1,963,000 (5,000) PUBLIC WORKS 391,000 394,000 3,000 PARke ANCA PFCREArfnN �4,Jn� 186,000 1,000 ti.r;i eF,r,L v 227,000 235,000 8,000 TOTAL GENERAL OPERATIONS $ 4,2'/5,000 $ 4,361,000 $ 66,000 v 1;;'0 1,167,000 217,000 arv5 F.R ,r�iT 5�a'000 5/5,000 - TOTAL EXPENDITURES $ 5,804,000 $ 6,107,000 $ 303,000 2021 Revenue � REVENUE ,1 CATEGORY Budget ROUNDEOTO$1.000 TAXES-PROPERTY 55,263,000 $ 5,691,000 S 428,000 TAXES-OTHER 68,000 66,000 (2,0001 BCSiNESS LICENSE-PERMITS 45,000 45,000 0 vt7N8i SINESS'1 FNSES- aFRM r5 45,000 45,000 0 FINES&FORFEITS 45,000 4`,000 0 INTERGOVERNMENTAL REVENUES 98,000 10-''00 9,000 CHARGES FOR SERVICES 34,000 34 j 0 M15C REVENUES 106,000 74,000 (32,000) FUND BALANCE USED 10-0 TOTAL REVENUES $ 5,804,000 $ 6,107,000 $ 303,000 A Page 43 of 120 2 12/3/2020 2021 PROPOSED TAX LEVY 2021 2020 PROPOSED INCREASE %CHANGE LEVY TAX LEVY TAX LEVY OVER 2020 2021 OPERATIONS $ 3,734,559 $ 3,9 1,562 $ 210,00.-16)l/n TRANSFERS $ 949,035 $ 1,167,450 $ 217, J5 DEBT SERV!(-E $ 579,OCKi $ 579,000 $ TOTAL.TAX I.EVv $ 5,263,194 $ 5,691,012 $ 427,818 3 L3% T, VN I -,S - Wl f? \YS B. �,S 1 1 ) OX V. 1 ,L I qJS lF'l"HETA-X..Lh\'YWAlS $100,00: WHO PAYS: VALUES rCJR TFAI 2020 TAX LEVY • PUBLIC UTILITY(XCEL) $35.00 • COMMERCIAL $29.00 • RESIDENTIAL $35.00 • ALL OTHER $ 1.00 TOTAL $100.00 Page 44 of 120 12/3/2020 PROPERTY VALUES - CHANGES FROM 2020-2021 • FINAI.N�Al.tIRSFC)R2021'r,-�XES.AVA11,ABI,I-- INFFBRUARN' 2021 • COUNTY ESTIMATES • RESIDENTIAL INCREASES 1.1% • COMMERCIAL INCREASE 2.8% • PUBLIC UTILITY VALUES OVERSTATED BY 8.7% • TNT NOTICE—COUNTY USE OF OVERSTATE VALUE UNDERSTATES TAXES • TAX RATE 48.882 VS 50.176 • ACTUAL 2.5%INCREASE PROPOSED 2021 BUDGET 2021 TAX INIPACT FOR -RESIDENTI.,U- PROPEW17V ESTIMATED CITY TAXES HOMEVALLIE .2020 ACI U Ai 2021ACILiAL INCREASE iluc �iLlClget �,.LHANUF' 252,000 S - Lit; 5 30.00 -1137c4 2 5 108,000 s 411 Os 11.00 -35 It, 2. 150,000 s 2' Y 5 t-a" ou 17.00 -56 )( 2 1 400,000 S 402 )n S 49.00 -181 Page 45 of 120 4 12/3/2020 SUMMARY BUDGET • 202- -3I)GET EXPENO'I uRLNCREASH) SM3,,sU-, JK TOTAL )021 6,;DGF' X6,1(37 32.) TAX LEVY '1„,[AiFF 1) REVFN,,FS 01 tiFR "]AN !AXES L)uVvN �124,,)1 IAX F%l� $5,691,012-INCREASE $421,81 OP?5 1 PROPERTY VALUES • SHl1 'ti `WW RESIDENTIAL'[.)I OMMLfii(,A, 'Du� '(,!NF1 'l_ON7RI j(-'t]ON) • OVFRA; - !N( RLASE A qFS1f)-WIAL 'AXES Page 46 of 120 5 Oak Park Heights Request for Council Action Meeting Date December 8th, 2020 Time Required: 10 Minutes Agenda Item Title: Lookout Trail—Cost Estimates -Updates Agenda Placement Old 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 Council held a Worksession with the City Engineer in November and provided feedback related to roadway, trails and drainage layouts. The City Engineer was given some preferences as to layouts to accommodate desires and was directed to prepare some further cost estimates to bring back to the Council for discussion. Please see the attached documentation; some additional cost data may not be available until the evening of the Council Meeting on 12/8. Also note: • There is a planned neighborhood meeting on 12/17 where these concepts and costs can also be shared. This will be held via ZOOM.https://us02web.zoom.us/i/84808266181 • The general plan is that if the cost estimates and layouts are all reasonably workable to Council and hopefully others... we can be out for bids in early 2021. Page 47 of 120 --Z OPINION OF PROBABLE COST BREA OWN LOOKOUT TRAIL-OPTION 3 PROJECT NO. 193805070 OAK PARK HEIGHTS, MN DECEMBER, 2020 No. Item Units Qty EE Unit Price EE Total Price STREET CONSTRUCTION 1 MOBILIZATION LS 1 $45,000.00 $45,000.00 2 TRAFFIC CONTROL LS 1 $10,000.00 $10,000.00 3 STREET SWEEPER WITH PICK UP BROOM WITH OPERATOR HR 20 $130.00 $2,600.00 4 CLEARING AND GRUBBING LS 1 $17,000.00 $17,000.00 5 SILT FENCE, MACHINE SLICED LF 2650 $4.00 $10,600.00 6 REMOVE STREET SIGN EA 5 $70.00 $350.00 7 REMOVE EXISTING CULVERT LF 230 $14.00 $3,220.00 8 REMOVE INTEGRANT CURB LF 1900 $7.00 $13,300.00 9 REMOVE BITUMINOUS CURB LF 1700 $3.50 $5,950.00 10 REMOVE ROADWAY PAVEMENT SY 5630 $11.00 $61,930.00 11 REMOVE DRIVEWAY PAVEMENT SY 390 $7.00 $2,730.00 12 SAWCUT CONCRETE PAVEMENT LF 180 $5.00 $900.00 13 SAWCUT BITUMINOUS PAVEMENT LF 50 $4.00 $200.00 14 REMOVE RIPRAP CY 3 $120.00 $360.00 15 SALVAGE AND REINSTALL MAILBOX EA 9 $200.00 $1,800.00 16 COMMON EXCAVATION CY 2260 $20.00 $45,200.00 17 COMMON BORROW CY 3780 $8.00 $30,240.00 18 ROCK EXCAVATION-HARD CY 100 $130.00 $13,000.00 19 ROCK EXCAVATION-WEATHERED CY 350 $65.00 $22,750.00 20 AGGREGATE BASE,CLASS 5, 100%CRUSHED TN 2800 $21.00 $58,800.00 21 CONCRETE CURB&GUTTER,8624 LF 4450 $33.00 $146,850.00 22 TYPE SP 12.5 WEARING COURSE(3,C) TN 1400 $87.00 $121,800.00 23 TYPE SP 12.5 WEARING COURSE(3,C), DRIVEWAY TN 90 $160.00 $14,400.00 24 CONCRETE PEDESTRIAN CURB RAMP SF 100 $15.00 $1,500.00 25 TRUNCATED DOME PANEL SF 20 $62.00 $1,240.00 26 BITUMINOUS MATERIAL FOR TACK COAT GAL 300 $3.50 $1,050.00 27 TOPSOIL BORROW(LV) CY 500 $35.00 $17,500.00 28 ROCK DITCH CHECK EA 15 $350.00 $5,250.00 29 EROSION CONTROL BLANKETS CATEGORY 3 SY 4510 $2.50 $11,275.00 30 RESTORATION SY 7000 $4.00 $28,000.00 31 FILTER LOG TYPE WOOD FIBER FILTER LOG LF 2200 $4.00 $8,800.00 32 4"SINGLE SOLID LINE,WHITE EPDXY LF 4800 $0.50 $2,400.00 33 4" DOUBLE SOLID LINE,YELLOW EPDXY LF 2200 $1.00 $2,200.00 34 PAVEMENT MARKING-ZEBRA CROSSWALK-WHITE SF 200 $8.00 $1,600.00 35 SIGN PANEL,TYPE C SF 60 $65.00 $3,900.00 STREET CONSTRUCTION SUBTOTAL $713,695.00 STORM SEWER CONSTRUCTION 36 ROCK EXCAVATION-HARD CY 300 $130.00 $39,000.00 37 ROCK EXCAVATION-WEATHERED CY 1200 $65.00 $78,000.00 38 12" RC PIPE SEWER DES 3006 CL V LF 55 $58.00 $3,190.00 39 15" RC PIPE SEWER DES 3006 CL V LF 100 $61.00 $6,100.00 40 18" RC PIPE SEWER DES 3006 CL V LF 370 $68.00 $25,160.00 41 24" RC PIPE SEWER DES 3006 CL III LF 1450 $78.00 $113,100.00 42 15" RC PIPE APRON EA 0 $500.00 $0.00 43 18" RC PIPE APRON EA 0 $550.00 $0.00 44 24" RC PIPE APRON EA 2 $1,300.00 $2,600.00 45 CONSTRUCT DRAINAGE STRUCTURE CBMH EA 3 $2,700.00 $8,100.00 46 CONSTRUCT DRAINAGE STRUCTURE MH EA 10 $2,500.00 $25,000.00 47 CONSTRUCT DRAINAGE STRUCTURE CB EA 4 $2,200.00 $8,800.00 48 CONSTRUCT DRAINAGE STRUCTURE BEEHIVE INLET EA 4 $2,500.00 $10,000.00 49 CONSTRUCT DRAINAGE STRUCTURE DES 48-4020 LF 0 $290.00 $0.00 50 RANDOM RIPRAP CLASS III CY 30 $89.00 $2,670.00 STORM SEWER CONSTRUCTION SUBTOTAL $321,720.00 SUBTOTAL $1,035,415.00 10%CONTINGENCY $103,541.50 25%ENG/LEGAL/ADMIN $284,739.13 TOTAL $1,423,695.63 Page 48 of 120 EX. CL B618 C&G OPTION 1: 61 11' 11' MAIL 0 6' Walk on CONC. West Side WALK UI of � I OPTION 2: 11' I 11' 6' MAIL CONC. 6' Walk on o I WALK East Side B618 C&G FOG B618 LINE �C&G OPTION 3: 6' Shoulder/ Mo 6' 10, Parking on SHLD. West Side /PARK SURMOUN -TABLE C&G N I 8 TYPICAL SECTION OPTIONS s£ �a CITY OF OAK PARK HEIGHTS FIGURE 1 LOOKOUT TRAIL RECONSTRUCTION Stantec ¢o„ DATE 11/24/2020 PROD.NO. 193805070 .nama�.�om ) / ) m | ® | ® \ \ \ » > LE .2 � .2 \ \ 2 \ \ M \ ( / { / { $ § { ) { ) LE i / § ) ( / \ \ � \ ( / $ \ \ § \ 3 ! ! / -0/ /- \ \ \ //! \�\ u c - ) \ \ \\ \ } \ \ \ \ \ > _ ) ) ! § 2 y k / ! § 2 y k / ] § § ) ) § ) / / ) Ln E / \ CL - j / k f f ! } \ � \ > / [ 2 ° G ) \ z Ln \ \ ) \ $ \ \\ � j � $ § bD \ \ \\\ / \ \ ° E E � ( \ � \ \ \ ) x } \ ) 2 ! [ & \ _ 2 _ 2 / } =0 } § } am bD - / = ID # / [ & 9 \ _ 0 E ~ a % 0 \ z y u 327 / ) ] o \ ƒ - r / j } / ) Page 50¥20 P,. - Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Title _Resolution Approving the 2021 Budget Time Required 1 Minutes Agenda Placement New Business Originating Department/Requestor Finance-Betty Caruso Finance Director Requester's Signature ZAIL Action Requested Approve Resolution for 2021 Budget Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). Attached is: • Resolution Approving the 2021 Budget • Summary of the 2021 Budgeted Revenues • Summary of the 2021 Budgeted Expenditure A full copy of the 2021 Budget is in your council mailbox at City Hall. The total General Fund Budget as Proposed is $6,107,32.2. 2021 General Fund Budgeted Expenditures increased by$303,802, or 5.23% compared to 2020. • $85,987 or 2.01% increase in Operations (Revenue decrease and Expenditure increases) • $217,815 or 14.25 % increase in the Transfer of funds for capital projects • $ 0 change in the Debt portion of the levy Information regarding this and the changes in revenue mix are included in the 2021 Annual Budget. The proposed tax levy for the City is $5,691,012 for the General Levy and $0 for the Debt Levy. This Levy is a $427,818 increase as compared to 2020 levy a 8.13% increase. The levy increase is due to $303,802 increase in expenses and $124,016 of loss in other 2021 revenues. have prepared the resolutions for the 2021 Budget Adoption based on the present budget. If during the TNT hearing any changes are made by the council, I will change the resolution accordingly. Action Request Adopt the Resolution for the 2021 Budget for General Fund of$6,107,322 or as adjusted 4ageW6020 C RESOLUTION 20-12- CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE 2021 BUDGET WHEREAS, the City Staff has prepared and submitted to the City Council the proposed budget for calendar year 2021; and, WHEREAS, the City Council for the City of Oak Park Heights has determined that the proposed budget as submitted by the City Staff is in the best interests of the citizens of the City of Oak Park Heights. NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Oak Park Heights: That the 2020 budget is hereby approved as presented by the City Finance Director in the total General Fund amount of 6,107,322 Passed by the City Council for the City of Oak Park Heights this 8th day of December 2020. Mary McComber, Mayor Attest: Eric A. 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Page 54 of 120 Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Title Resolution Approving the 2021 Tax Lev Time Required 1 Minutes Agenda Placement New Business Originating Department/Requestor Finance-Betty Caruso Finance Director Requester's Signature Action Requested Approve Resolution for 2021 Tax Levies Background/Justification (Please indicate any previous action, financial implications including budget information and recommendations). The Proposed 2021 Tax Levy is $5,691,012. This represents a 8. 13% increase to the 2020 tax levy. The Tax Levy will be Certified as follows: The General Fund Tax Levy - $5,691,012 The General Obligation Debt Levies for 2021 are: • 2012 G O Capital Improvement Bonds - $0. ($460,000 Scheduled- paid for by General Fund Levy) • 2014 GO Capital Improvement Bonds - $0 ( $41,000 Scheduled-paid for by General Fund Levy) (Scheduled Bonded Debt Levies are Cancelled and are levied for in the General Fund Tax Levy and transferred to the Debt Funds). Attached is a copy of the Resolution for the 2021 General Fund Levy, and the cancellation of the Bonded Indebtedness Levy For General Obligation Capital Improvement Bonds as listed above. I have prepared the resolutions for the 2021 Tax Levy based on the present budget. If during the TNT hearing any changes are made by the council, I will change the resolution accordingly. Action Request Adopt Resolution for the 2021 Tax Levy with the Corresponding Budget Resolution and include any changes as directed by council. Page 55 of 120 RESOLUTION 20-12- CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING THE 2021 GENERAL FUND LEVY, AND THE CANCELATION OF THE BONDED INDEBTEDNESS LEVY FOR GENERAL OBLIGATION CAPITAL IMPROVEMENT BONDS OF 2012 AND GENERAL OBLIGATION CAPTIAL IMPROVEMENT BONDS OF 2014 WHEREAS, the City Staff has prepared and submitted to the City Council the proposed general fund levy for calendar year 2021; and, WHEREAS, the City Council for the City of Oak Park Heights has determined that the proposed general fund levy as submitted by the City Staff is in the best interests of the citizens of the City of Oak Park Heights. NOW, THEREFORE, BE IT RESOLVED by the City Council for the City of Oak Park Heights: 1.That the City Administrator is hereby authorized and directed to certify to the Washington County Tax Accounting and Research Department the General Fund levy for the City of Oak Park Heights for calendar year 2021 in the amount of $5,691,012. 2.That the City Administrator is also authorized and directed to cancel the scheduled tax levy of $460,000 for the General Obligation Capital Improvement Bonds of 2012; and $41,000 of the General Obligation Bonds of 2014. Passed by the City Council for the City of Oak Park Heights this 8th day of December, 2020. Mary McComber, Mayor Attest: Eric A. Johnson Administrator E Page 56 of 120 Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Title 2021 Water and Sewer Rate Study and review of Storn7 Water Rates Time Required 5 Minutes Agenda PIacement New Business Originating Department/Requestor Finance-Betty Caruso, Finance Director Requester's Signature Action Requested I)Al2prove Rate Stud 2)Approve Recommendations for No Rate Change for Water Sewer and Storm Sewer Utility and fund the budgeted deficits with Unrestricted Utility Funds Background/Justification(Please indicate any previous action, financial implications including budget information and recommendations). See attached memo and rate study. Page 57 of 120 City of Oak Park Heights, &A Memo December 3, 2020 To: Mayor and Council From: Betty Caruso, Finance Director Re: 2021 Water and Sewer Rate Study and Storm Water Update For December 8, 2020 Council Meeting Attached is the 2021 Water and Sewer Rate Study. The rate study is based on estimated revenue and expenses for 2020 and budgeted revenues and expenses for 2021. Included is also a review of the Storm Water Rates. Findings of the study include: Water Fund: 2020 is an unusual year....inutility services too. COVIDI9 impacted the use of water during 2020 and is probable it may continue into 2021 usage too. The billed gallons are 176,000,000 as compared to the budgeted estimate for 2020 of 182,000,000. The reduction in billing was mostly incurred in the highest billing tier and resulted in an approximate loss of $35,000 in revenue for 2020. This was due to a shift in usage as Commercial businesses were closed or at a reduced capacity. At this time it appears that there will be sufficient revenues to meet 2020 expenditures and they are estimated to be under budget. 2021 Budget is presently estimated to have a $36,349 deficit. This is due to increases in expenses and estimating revenue on 180,000,000 gallons being billed. Because 2020 and 2021 are impacted by the pandemic, to change the water rates based on this unusual usage is not recommended. There is a sufficient Unrestricted Fund Balance available to fund this deficit should there be one for 2021. Sewer Fund: Water usage has an impact on the Sewer Fund as well as the Water Utility. The shift if usage, especially closing of commercial businesses, impacted the Sewer Billings. The estimated revenues for 2020 will be $37,100 than budgeted. However, due to reductions in expenditures, there should be sufficient revenues to meet the 2020 expenditures. 2021 Budget is presently estimated to have $16,350 deficit. This is due to an estimated reduction in revenues for 2021, based on a reduced amount of gallons billed. 2021 is estimating 145,000,000 gallons billed. Prior history has had revenues based on 150,000,000 billed. Because 2020 and 2021 are impacted by the pandemic,to change the sewer rates based on this unusual usage is not recommended. There is a sufficient Unrestricted Fund Balance available to fund this deficit should there be one for 2021. 1 Page 58 of 120 Storm Water Utility: Storm Water Utility Rates have been reviewed. It is not an in depth study a summary of but the 2020 budget and a 2021 Budget for Storm Water which reflects a deficit of$4,770. This is due to expenses for engineering services for the MS4 requirements and an increase in the permit fees. As we know the criteria for MS4 will be established and the city will need to incur additional expenses to be in compliance. Once a plan is implemented the City will need a funding plan with either tax revenue and/or storm sewer utility fees. The Strom Water Rates were increased for 2020. Continuation at this rate is recommended, funding the deficit with Unrestricted Fund Balance, should it occur. 2 Page 59 of 120 12/3/2020 CITY OF OAK PARK HEIGHTS 2021 UTILITY RATE STUDY UTILITY RATES ► Water ►Sewer ► Storm Sewer Page 60 of 120 1 12/3/2020 WATER UTILITY BUDGET ROUNDED TO$1,60a 4 d 141 .,..w rr41 , 23. REVENUES USING CURRENT RATES Customer Billings $ 799,000 $ 819,000 S 844,000 Other Revenues 60,000 5,000 5,000 Total Revenues $ 859,000 S 824,000 S 849,000 EXPENDITURES '177117 14' , a7, e ,8^._. .._,....,«.� 7 '} Operation& Maintenance $ 343,000 $ 375,000 $ 439,000 Renewal & Replacement 248,000 253,000 255,000 Debt Service 104,000 105,000 106,000 Capital Outlay 87,000 87,000 85,000 Total Expenditures $ 782,000 $ 820,000 $ 885,000 NET REVENUE $ 77,000 $ 4,004 $ (36,000) WATER USAGE WATER USAGE GILLED BY YEAR ► Average annual usage 180,000,000 gallons ► 2020 ACTUAL 179,000,000 gallons 10 ► 2018 Usage is higher than nor I 1` 191 ,000,000 o s 170 ;y,;j I 60 2016 2017 20M 2019 2020 0-7 LO-NS 8LLED 180.647 186,957 1 191,643 177,006 179,284 Page 61 of 120 2 12/3/2020 WATER - SUMMARY ® Last Increase in Rates was 2020 ► Budget Shortage for 2021 estimated at $36,000. ►Surplus Funds available from prior years. ► Usage shifts due to COVIDI9-loss of revenue projected 1 1 ,000 1 to be $ o- No rate increase and review for 2021 /2022 SEWER UTILITY BUDGET ROUNDED"c,; 00 ------------- REVENUES USING CURREN t RATES Customer Billings $ 975,000 $ 956,000 $ 974,000 Other Revenues 49,000 10,000 10,000 Total Revenues $ 1,024,000 $ 966,000 $ 984,000 EXPENDITURES Personnel $ 127,000 $ 131,000 $ 136,000 Contractual 129,000 130,000 157,000 MCES 446,000 460,000 474,000 Material and Supplies 8,000 10,000 15,000 Capital Outlay 48,000 48,000 46,000 Renewal and Replaceme 183,000 169,000 172,000 Total Expenditures $ 941,000 $ 948,000 $ 1,000,000 NET REVENUE $ 83,000 $ 18,000 $ (16,000) Page 62 of 120 3 12/3/2020 SEWER SUMMARY ► Revenues and Expenditures for 2020 less than expected but still expecting $18,000 surplus. ► Billing flows reduced due to COVIDI9, similar to Water consumption ► Revenues using current rate for 2021 insufficient to fund expenditures. Estimated loss of $16,000. Surplus funds available from prior years. ► Last rate change was 2018 --- sewer rate decrease. ► No rate increase and review for 2021 /2022 STORM SEWER UTILITY BUDGET A REVENUES ,;l NG r , r:s Customer Billings $ 83,000 $ 98,000 $ 98,000 Other Revenues 6,000 - - Total Revenues $ 89,000 $ 98,000 $ 98,000 10-16600i—mi n. T s a EXPEND rMMJRFS' t Personnel $ 39,000 $ 35,000 $ 46,000 Contractual 24,000 40,000 43,000 Material and Supplie 2,000 2,000 2,000 Administrative Fee 5,000 5,000 6,000 Capital Outlay 37,000 6,000 6,000 Total Expenditures $ 107,000 $ 88,000 S 103,000 NET REVENUE $ (18,000) $ X0,000 s Page 63 of 120 4 12/3/2020 STORM SEWER SUMMARY ► Estimated Loss for 2021 $5000 - Sufficient funds from prior year to fund loss should it happen. ► Last rate change was 2020 ► No rate increase and review for 2021 /2022 l Page 64 of 120 5 WATER AND SEWER RATE STUDY AND STORM SEWER UPDATE TABLE OF CONTENTS Table of Contents Introduction 1 Water User Charges 2 General 2 Water Usage Estimates 2 Customer Base 3 Consumption 6 Water department expenditures g Water rates 11 Summary 13 Sewer User Charges 15 General 15 System flow estimates 15 Sewer department expenditures 18 Sewer rates 20 Summary 22 Storm Sewer User Charges 23 General 23 CONCLUSIONS AND RECOMMENDATONS 25 Water 25 Sewer 25 Storm sewer 25 Page 66 of 120 INTRODUCTION Introduction The City of Oak Park Heights annually reviews the water and sewer rate schedule to assure receipt of adequate funding for the operation of the utility systems. This report represents the results of a study undertaken to review the costs to operate and maintain the water and sewer systems in the City of oak Park Heights and the revenue needed to support the costs. The purpose of the study is to determine the user rates required to adequately and equitably finance the proposed 2021 operating budgets of the Water and Sewer Funds. This report contains an update to the analysis of the past and projected flows, usages, and system connections as well as a review of costs and projected expenditures for operation and maintenance. In summary, this report contains a review of the past and present schedules and practices relating to water and sewer user charges in the City and recommendations for rates which will produce the required revenues in a fair and equitable manner. While the report focuses on the Water and Sewer Utilities, a review of the Storm Sewer Utility Charges is also included for 2021. Page 1 i Page 67 of 120 WATER r CHARGES Water User Charges GENERAL It is necessary to periodically review the water user rates to determine if adequate revenue is being generated to operate the water supply and distribution system and to meet other financial obligations for capital improvements and for the renewal and replacement of infrastructure. The following sections of this report reviews projected water sales as well as budgeted expenditures and other financial obligations. Using this information, rates are computed to produce sufficient revenue to operate and maintain the water system for the coming year. The City bills its customers based on the amount of water that is consumed during a calendar quartet. The amount consumed is billed on a tier system. The base rate for all customers is the same for all customers who use under 16,000 gallons per quarter. The tiers rates increase with the usage. The customers are varied and a small percentage utilize the highest tier rate. The following analysis will explain in more detail each of these aspects of the billing system. WATER USAGE ESTIMATES Each dwelling and structure connected to the City water system is equipped with a water meter to measure water usage. Each well supply is also equipped with a water meter to measure water produced. These two sources are then used to verify and estimate water consumption. It can be difficult to predict water usage with great accuracy for a given year because usage will vary greatly depending upon climatic conditions during the summer growing season. Billed consumption for the last 10 years is reflected in CHART A. The gallons billed over these 10 years fluctuate from 172,000,000 to 191,000,000. Variations from year to year can be due to individuals practicing conservation, climate conditions and possible malfunctioning water meters. In 2020 the reduction in use can partially be attributed to the COVID 19 Pandemic and the "Stay at Home" executive order from the governor. The closing of commercial businesses and occupancy reductions had an impact on the amount of water consumed. Actual consumption billed for 2019 was 177,000,000 while 2020 is Page 2 Page 68 of 120 WATER USER CHARGES estimated at 176,000,000 gallons, not a significant change for these two years, but 2018 billed 191,000,000 gallons. The budget estimates of gallons billed for 2019 and 2020 were projected at 185,000,000 and 182,000,000 respectively. The actual reduction in usage has a significant impact on the revenue from billings. A conservative estimate of 180,000,000 gallons is the amount that will be used for calculating the estimated 2021 rates. This is based on the last 5 years of consumption, ignoring the high and low as abnormalities. CHART A - NATER USAGE BILLED 200 195 190 185 z C7 180 U z Q 175 .:a a_ 170 165 160 2011 2012 2013 2014 2015 2016 2017 2018 2019 2020 ■GALLONS BILLED 187,985 194,315 196,398 172,288 184,453 180,950 185,202 191,643 177,006 176,122 CUSTOMER BASE The city's customer base consists of residential, commercial/industrial, public institution and sprinkler-irrigation accounts. The total of the regular accounts is approximately 1305 and 40 for the irrigation accounts,which are generally billed June through September. For the purpose of the study 1300 customers are used. 1150 Residential users are 87% of the water customers, 143 Commercial users are 11% while 7 Public Institutions are 1%, and 40 Irrigation (Sprinklers) accounts are 1% of the total customers billed. (CHART B) Page 3 Page 69 of 120 WATER USER CHARGES CHART B - CUSTOMER TYPE PUBLIC SPRINKLER INSTITUTION 1% 1% COMMERCIAL 11©/0 RESIDENTIAL 87% ■ RESIDENTIAL ■ COMMERCIAL ■ PUBLIC INSTITUTION ■ SPRINKLER While residential users are 87% of the water customers, they generate 52% of the water usage billings. The other users Commercial, Public Institution and Sprinkler generate the remaining 48% of the water billings. (CHART C). CHART C - REVENUE BY CUSTOMER TYPE SPRINKLER 8% PUBLIC INSTITUTION 19% RESIDENTIAL 52% COMMERCIAL 21% ■ RESIDENTIAL ■ COMMERCIAL ■ PUBLIC INSTITUTION ■ SPRINKLER Page 4 Page 70 of 120 WATER USER CHARGES The customer shares of billing revenue for 2020 as compared to 2019 shows a shift between the customer types. Because of the COVID19 pandemic, commercial business were closed and re-opened under reduced capacity rules and many residents were working from home. This change caused more consumption of water by residential customers and lower consumption by the commercial customers. Commercial users usually consume larger quantities of water and are billed on the higher rate tier levels. This shift caused a reduction in the expected revenue for 2020. A summary of the 2019 and the 2020 customer type and gallons/revenues billed per type is reflected in the tables below: COMPARISON OF 2019 AND 202000NSUMPTION AND BILLINGS Consumption : Million Gallons Billings Customer Type 2019 2020 2019 2020 Residential 91,289 98,129 $ 381,951 $ 422,128 Commercial 42,128 36,757 S 189,779 $ 174,470 Public 30,457 27,255 $ 167,024 $ 156,619 Sprinkler(avg) 13,431 13,981 $ 60,643 $ 65,296 Total 177,305 176,122 $ 799,397 '$ 818,513 Consumption :% Million Gallons %Billings Customer Type 2019 _.. 2020 2019 2020 Residential 51.49% 55.72% 47.78% 51.57% Commercial 23.76% 20.87% 23.74% 21.32% Public 17.18% 15.48% 20.89% 19.13/0 Sprinkler 7.58% 7.94% 7.59% 7.98% Total 100,W% 100.00% 100.00% 100.00°/ The chart includes % of Total comparisons, which reflects more accurately the changes in the Consumption and the Billings for 2019 compared to 2020. There was a rate increase in 2020 which averaged 4% and accounts for a portion of the change in billings from 2019 to 2020. As the table shows, in 2019 51.49% of the water was consumed by Residential customers, and in 2020 55.72% of the water was used by the Residential customer. The consumption for Commercial was 23.76% and 20.87% for 2019 and 2020 respectively. This shift in consumption from Commercial to Residential is also reflected as a shift in billings. Residential customers paid 47.78% of the total revenue in 2019 as compared to 51.57% in 2020. Commercial shifted from 23.74% of the billings in 2019 to 21.32% of the billings in Page 5 Page 71 of 120 WATER r CHARGES 2020. The total projected revenue for 2020 based on 2019 data was estimated at $859,941, while actual revenue may be closer to $818,000 a shortfall of$42,000. During 2019 the residential customers consumed 51% of the gallons billed but actually generate 47% of the total revenue from billings. This is due to an accelerated tiered rate structure and residents tend to use less gallons than commercial or public institution customers. The vulnerability in the division of customers is that 170 customers or 13% (those other than residential) use 49% of the water and when a large user (Commercial/Public Institution/ Sprinkler) has a change in usage such as what happened in 2020 due to the COVID19, there is large drop in revenue. If the trend continues, this could cause an increase in water rates to meet the expenses. CONSUMPTION Presently water billings are based on tiers of consumption. The higher the usage the higher the rate per gallon. Consumption can vary in the rate tiers during quarterly billing periods. The graph shows how the gallons billed by rate tier can vary from year to year. Gallons Billed by Tier 80,000 70,000 60,000 50,000 40,000 cn 30,000 C 20,000 5 C� 10,000 2016 2017 2018 2019 2020 ■0-15 56,093 55,311 56,034 54,166 55,122 ■16-50 27,627 27,806 28,768 26,288 28,381 ■51-99 14,505 15,954 15,666 15,255 14,760 ■100-200 17,550 19,022 20,011 1.9,520 18,064 ■>200 65,175 67,109 71,164 61,777 59,795 ■ 0-15 ■ 16-50 ■ 51-99 ■ 100-200 ■ >200 Page 6 Page 72 of 120 ' WATER USER CHARGES The current consumption tier levels per quarter are; • 0-15,000 gallons • 16,000-50,000 gallons • 51,000-99,000 gallons + 100,000-200,000 gallons • >200,000 gallons Projected consumptions are used to project revenues for funding the current year budget. The projected consumption for 2019 was 185,000,000 and for 2020 was 182,000,000. The actual consumption in 2019 was 177,000,000 that is 8,000,000 gallons less than the estimated budgeted consumption. While consumption in 2020 is estimated at 176,000,000, which is 6,000,000 gallons less than estimated budgeted consumption. This overestimating the consumption for budget purposes results in less revenue being generated to cover the budgeted expenditures for those years. The amount of loss of revenue depends upon the consumption by rate tiers. If the highest rate tier had the greatest overestimate of consumption, then there would be a greater loss of revenue. The following tables reflect Projected usage and revenues compared to Actual usage and revenues for 2019 and 2020. 2019 ACTUAL PROJECTM ACTUAL WATER USAGE WATER BILLING Rate Tier /1,000 gal usage REVENUE 0-15,999 55,000 54,465 $201,882 $200,500 16,000-50,999 28,000 26,288 $93,800 $88,065 51,000-99,999 15,000 15,255 $58,500 $59,495 100,000-200,999 19,000 19,520 $92,340 $94,867 201,000-999,9999 68,000 61,777 $393,040 $356,470 Total 185,000 177,305 $839,562 $799,397 2020 - !"` ACTUAL ACTUAL Rate Tier WATER USAGE WATER BILLING /1,000 gal usage REVENUE 0-1519" 55,000 55,122 $215,691 $213,487 16,000-50,999 26,000 28,381 $91,000 $99,334 51,000-99,999 15,000 14,760 $60,750 $59,778 100,000-200,999 19,000 18,064 $95,150 $90,501 201,000-999,9999 67,000 59,795 $397,350 $355,413 Tota! 182,000 176,1.22 $859,941 $818,513 Page 7 Page 73 of 120 WATER USER CHARGES -J The tiered revenue amounts in the tables show the greatest amount of revenue is generated from the X200,000,000 gallons. This is due to two reasons, the rate charged for this tier is 118% greater than the lowest tier, and the usage in this tier is the highest. The revenue generated is approximated 46% and 43% of the total revenue for 2019 and 2020 respectively. Shifts of usage from this tier have the greatest impact on revenue generated. The $42,000 loss of expected revenue ($8S9,941 projected compared to the $818,513 estimated) in 2020 is from the loss of revenues related to the > 200,000 tier. The following chart shows the billed usage by year from 2016-2020 for the various customer types. WATER CONSUMPTION BY CUSTOMER TYPE FOR 2016-2020 N cf7 � Ot � Ot Z 61 00 OG p W N M n O Mon M N N N1 M O u1 ~ O N pNj 01 M .--i r-t H M (n RES Comm PUBLIC SPRINKLER ■ 2016 ■ 2017 ■2018 ■ 2019 ■2020 Though the chart reflects the Residential Customer uses the most water the average quarterl-y-water usage per customer account for 2020 is: • Residential 21,300 gallons (includes apartments, duplexes, condo, and individual) • Commercial 64,300 gallons Page 8 I Page 74 of 120 WATER USER CHARGES • Public Institution 973,400 gallons • Sprinkler (seasonal) 162,600 gallons Because of the limited number of customers, such as 7 Public Institution customers and 40 Sprinkler customers,and the disparity in the average usage,changes incurred by this small group will have the largest financial impact to water revenue. WATER DEPARTMENT EXPENDITURES To determine a water usage rate schedule, it is necessary to estimate the amount of the expenditures anticipated and revenue required. Expenditures can be generally classified in the following categories: a. Operation and maintenance b. Capital Outlay c. System renewal and replacement d. Debt Service Operation and maintenance costs are to be included in the rate calculation and are taken directly from the City Budget. The City presently plans for current and future improvements within the current budget. Funds for current capital outlay are transferred to the Budgeted Projects Fund. Funds for capital improvements are transferred to the Capital Project Funds for Tower, Well and Renewal and Replacement to fund the future improvements and replacement of facilities and infrastructure. The following is a financial statement of the Water Fund. WATER FUND 2016 2017 2018 2019 2020 2020 2021 ACTUAL ACTUAL ACTUAL ACTUAL BUDGET ESTACTUAL BUDGET REVENUES CUSTOMER BILLINGS $ 750,552 $ 773,617 $ 873,146 $ 799,397 $ 853,800 $ 818,513 $ 843,900 OTHER REVENUES 41,472 33,494 26,564 59,859 5,000 5,000 5,000 TOTAL REVENUES $ 792,024 $ 807,111 $ 899,710 $ 859,256 $ 858,800 $ 823,513 $ 848,900 EXPENSES PERSONNEL 5 185,037 $ 180,730 $ 184,085 $ 202,563 $ 215,600 $ 210,000 $ 221,750 CONTRACTUAL 126,227 138,583 119,329 118,504 163,100 140,000 182,320 MATERIAL AND SUPPLIES 15,685 26,419 25,407 22,614 35,000 25,000 35,000 CAPITALOUTLAY 91,934 95,900 90,100 86,600 87,100 87,100 85,000 TRANSFER CAPITAL IMP 238,979 250,815 252,002 247,905 252,579 252,579 255,179 TRANSFER FOR DEBT 101,000 102,000 103,000 104,000 105,000 105,000 106,000 TOTALEXPENSES $ 758,862 $ 794,447 $ 773,923 $ 782,186 $ 858,379 $ 819,679 $ 885,249 NET REVENUE $ 33,162 $ 12,664 $ 125,787 $ 77,070 $ 421 $ 3,834 $ (36,349) Page 9 Page 75 of 120 WATER USER CHARGES Based on estimated consumption of 180,000,000 gallons and 2020 water rates, 2021 reflects a revenue of $843,900 and Net Revenue loss of$(36,349). The projected loss is based on the 2021 Budgeted Expenses. The increase in expenses of$26,870, (2021 budget over the 2020 budget) is partially due to an increase of$13,000 in the Utilities Expense. The allocation of energy costs for Well 1 have been charged primarily to the General Fund because the cost, based on usage, is included with the City Hall utility bill. After reviewing, a method of allocation based on Well 2's usage will be implemented for allocating Well 1's cost to the Water Fund instead of the General Fund beginning in 2021. Expenditures for capital improvement transfers is budgeted in 2021 based on the depreciation expense. It has been City policy to transfer funds, equal to infrastructure depreciation,to the Renewal and Replacement Fund for future construction. A continuing analysis of the policy helps to determine what would be an appropriate amount to set aside for replacement within an acceptable fee base for the users of the system. The City did a street reconstruction project during 2014 and 2015 that utilized the funds in the Utility Renewal and Replacement Fund to partially fund the water infrastructure replacement that was required. The total amount needed to fund the water improvement portion of the project was also funded with a utility revenue bond. The future debt service of this bond is $100,000-$110,000/year for 2015-2025 (Total of$1,155,000). The water utility rates have included this expenditure into the rate structure for 2015 and forward for the term of the bond issue. Since 2012 Council directed that the Administrative Charge (7% of current expenditures) be allocated to the Renewal Replacement Fund. In prior years this was transferred to the General Fund for the Utility's share of administration, accounting and billing. This reallocation of funds does not increase the expenditures of the water fund. This amount is still calculated and transferred out to the Renewal and Replacement Fund instead of the General Fund. The actual financial activity of 2019 even though the revenue was less than expected resulted in Net Revenue of$77,070. This was due to expenditures being less than budgeted too. The 2020 Budget indicates the year to be a breakeven year. The estimated actual for 2020 with a reduction in revenues will still provide a Net Revenue of an estimated. $3,834. The expenditure for contractual services fluctuates from year to year. This is primarily due to the repairs of water main breaks which is a result of the weather. Harsh winters can Page 10 Page 76 of 120 WATER USER CHARGES drive the frost deep and as the thaws come in the spring, the breaks occur. $30,000 is included in the 2021 Budget as was in the 2020 Budget. WATER RATES The estimated unit cost to produce and supply water in the City of Oak Park Heights can be determined by dividing the estimated operating expenditures by the assumed flow. The budgeted expenditure cost per unit is summarized in the following chart: 2021 BUDGETED EXPENDITURES PER UNIT COST (180,000 gallons) (1300Cust) /1,000 GALLONS LCUSTOMER Operation & Maintenance $ 439,070 $ 2.44 $ 337.75 Renewal &Replacement 255,179 $ 1.42 $ 196.29 Debt Service 106,000 $ 0.59 $ 81.54 Capital Outlay 85,000 $ 0.47 $ 65.38 Total $ 885,249 $ 4.92 $ 680.96 Calculated Minimum quarterly bill 15,000 gallons/ or based on per customer cost $ 73.77 S 170.24 Actual minimum quarterly bill-volume base $ 40.67 $ 40.67 A per unit cost is $4.92/1,000 gallons ($885,249/180,000,000 gallons) or $680.96 per customer. This would result in a minimum quarterly bill based on 15,000 gallons of usage of$73.77 or a minimum quarterly bill "per customer" of$170.24. Our current minimum bill based on 15,000 gallons is $40.67. The difference as to the cost per 1,000 gallons per the chart ($73.77) and the actual amount charged for a minimum quarterly bill ($40.67) is funded by the tiered rate structure which incorporates volume billing rates. In addition to the unit cost,the City is also required to submit$9.72 per water connection per year to the State of Minnesota for water connection service fees. The Current established water rates for are as follows: $2.43/quarter for State Water Connection Fee- Per Connection Minimum Charge $40.67/quarter for up to 15,000 gallons $3.50/1,000 gallons for usage from 16,000 to 50,000 gallons/qtr. $4.05/1,000 gallons for usage from 51,000 to 99,000 gallons/qtr. Page 11 Page 77 of 120 WATER r CHARGES $5.01/1,000 gallons for usage from 99,000 to 200,000 gallons/qtr. $5.93/1,000 gallons for usage over 200,000 gallons/qtr. The 2021 Revenue is estimated in the present tier billing rates as indicated in the following chart based on the 3 year average usage in the individual tiers. Water Rates were last increased in 2020 by an average of 4%. 2021 REVENUES FROM PRESENT RATES 2021 Rate Tier 1 000 al Rate Estimated Revenue 0-15,999 55,000 40.67 $211,484 16,000-50,999 26,000 $3.50 $91,000 51,000-99,999 15,000 $4.05 $60,750 100,000-200,999 19,000 $5.01 $95,190 201,000-999,999 65,000 $5.93 385,450 Total 180,000 $843,874 For budget 2021, $843,874 is not sufficient to fund the 2021 estimated expenditures. Using the estimated revenue of$843,874 for 2021 based on the tier usage, a shortfall of $36,349 is estimated. 2020 REVENUES (ESTIMATED) BASED ON ACTUAL VOLUMES 2020 Rate Tier 1000 gal Rate Estimated Revenue 0-15,999 55,000 40.67 $213,500 16,000-50,999 28,000 $3.50 $98,000 51,000-99,999 15,000 $4.05 $60,750 100,000-200,999 18,000 $5.01 $90,180 201,000-999,999 60,000 $5.93 $355,800 Total 176,000 $818,230 2020 Revenues are $35,287 less than budgeted. Consumption was budgeted at 182,000,000 while actual is 176,000,000. Page 12 Page 78 of 120 ' WATER USER CHARGES SUMMARY 2020 is not the typical year for the City's water consumption. Due to the COVID19 pandemic fluctuations in usage and billing occurred. The Governor's "Stay at Home" order changed the normal consumption due to residents working from home and businesses being closed or offering services at reduced capacity. This caused less water to be used and therefore less revenue generated. Overall,there is a $35,287 reduction in revenue for 2020. Fortunately it was matched with a reduction in expenditures of an estimate of $23,000 in contractual expenses not used for water main breaks and $10,000 savings in materials and supplies. It is estimated that there is enough revenue to cover the expenses for 2020. Because 2020 was an unusual year,it should not be used as a standard for developing rates for the Water Utility. However it should be seen as a source for an analysis of the volatility of the tiered rate structure. 2021 may also prove to be unusual in how water is consumed, depending upon the outcome of how the pandemic may change the way people do things, such as work, shop and seek entertainment. The projected shortage of$36,349 for 2021 is based on consumption returning to a normal. amount including the allocation of the amount consumed in the rate tiers. Therefore, if 2021 follows 2020, there may be a greater shortage. Currently the $36,349 is 4% of the budget. Increasing the rates to try and meet this need could be done as follows: To Fund this deficit for 2021 there are a few of options to consider: 1) No increase in water rates is for 2021 water operations. a) Cut expenditure budget for Contractual Expenses by$25,000 b) Cut expenditure budget for Supplies $10,000. If the expenditures for these accounts exceeds this amount, then the use of Unrestricted Funds could be utilized or determine if billings are going to fund the added expenditure. This would utilize excess funds collected in prior years such as the $77,070 in 2019. 2) Leave the 2021 Budget as is and fund the deficit with fund balance. a) The fund balance is in a strong position and is approximately 125%of the annual budget. 3) Increase the minimum rate by $7.00/qtr. Present rate is $40.67. Raise it to $47.67. By raising the minimum, it would generate $36,500. Raising the Mage 13 Page 79 of 120 WATER USER CHARGES individual tiers would be not as stable of a rate increase due to the change in the amount used in each tier is unpredictable. 4) Increase the tiers by approximately $.20/1.000 gallons. The comparison of rates follows: 2017 2018-2019 2020 2021 POSSIBLE Rate Rate Rate Rate 0-15,999 $36.60/acct $38.41/acct $40.67/acct $43.50/acct 16,000-50,999 $3.05 $3.35 $3.50 $3.70 51,000-99,999 $3.55 $3.90 $4.05 $4.25 100,000-200,999 $4.42 $4.86 $5.01 $5.21 201,000-999,9999 $5.24 $5.78 $5.93 $6.13 Page 14 Page 80 of 120 SEWER USER CHARGES Sewer User Charges GENERAL The City of Oak Park Heights regularly reviews,adopts,and/or modifies its sewer user rate schedule to assure that sufficient revenue is being generated for the payment of all expenditures associated with the operation and maintenance of the sewage collection system and treatment facilities. This review is also undertaken to verify that all classification of sewer users are charged for service in a manner which is fair and equitable as defined in State and Federal regulations. The following sections of this report will describe the system usage, financial obligations, and budgeted expenditures as well as a suggested rate schedule to provide adequate revenues to operate and maintain the system in 2021. SYSTEM FLOW ESTIMATES Utility user rates can be established by equating the amount of service sold to the estimated expenditures anticipated by the utility. In the case of a sanitary sewer system, the use or service can be measured by sewage flow with projections for future use being dependent upon growth by number and type of connections to the system. The Metropolitan Council Environmental Services (MCES) maintains flow-measuring devices which are used to total all sewage flows from the entire City. The MCES utilizes a "firm flow" allocation method in order to stabilize the flow revenue for the MCES and the charges to the municipalities. This means instead of estimating a system flow, the MCES uses the last known flow numbers to allocate their budget for the coming year. To determine the 2021 annual billing amount, the calculation is based on flows from January 1, 2019 and ending December 31, 2019. The annual charge is a flat rate and billed to the city in equal monthly installments. The sewer flow of 191,000,000 gallons is the MCES measurement for the city during 2019 and is used for the calculation of the 2021 charges due the MCES. The total amount of water billed for 2019 was 165,000,000 (Excludes Sprinkler Billed). The difference can be attributed to unbilled water,such as broken meters, unmetered usage (use of winter water usage to calculate summer sewer bills) and if the city has any Inflow and Infiltration of storm/ground water. During 2017-2018 major repairs and construction was incurred for the Sunnyside lift station and a related sewer pipe that had I & 1. Page IS Page 81 of 120 SEWER r CHARGES r The total amount of water pumped for 2019 was 214,744,000. The MCES flows are 89% of the water pumped. The amounts of MCES Flow compared to Well Pump amounts are being compared periodically. The MCES has a lag of about 3 months in the data being provided which makes it harder to catch discrepancies on a timely basis. The MCES is working to shorten the data lag. The MCES daily flow calculations will continue to be monitored by city staff and compared to the City's water pump reports. Assumptions and estimates must be used to apportion flows and resulting costs to the various types of users on the system. The budgeted billable flow for sewer for 2020 is 150,000,000 gallons. 2020 billed flow is estimated at 141,000,000. For 2021, 145,000,000 will be used for calculating the rates. Historical billing flows of 150,000,000 was a based on 10 years of consistent billing of 150,000,000 through 156,000,000. However 2019 billed flow was 145,000,000 and the current year of 141,000,000 merits a new estimate of 145,000,000 gallons. Sewage flows from residential connections are assumed to be equal to the quarterly water usage experienced during the winter months when no lawn sprinkling occurs. Actual quarterly water meter readings are used for sewage discharge billing for all commercial, industrial, institutional and high end residential connections (> 3 units). The following chart reflects the billed million gallons (mg) of sewer for each type of user for the 2020 year. 2020 ESTIMATED SEWER FLOWS BY CUSTOMER (mg) ■ RES]DENTIAL>3 UNITS 34,117 47,494 24% COMMERCIAL/PUBLIC ■ RESIDENTIAL Page 16 Page 82 of 120 SEWER r CHARGES r Water meters exist at each connection which measures the water purchased, but does not provide information on the quantity discharged to the sewer. Generally, almost all water purchased enters the sewer system with the exception of that water used for lawn irrigation. Lawn sprinkling is primarily confined to single family, townhouse, and similar land uses. Where large institutional facilities or other users have high irrigation demands, separate meters are becoming common so that sewer billing is limited to the non-sprinkler water usage only. There is an approximate total of 1300 customers, 200 commercial, residential >3 units and public institution who are billed on actual water usage and 1,100 billed on winter water usage. Due to the COVID19 pandemic there was a shift in sewer usage billed which was similar to the shift in water. This is reasonable as the sewer usage for commercial,who services were temporarily closed or reduced, is billed on water usage. Residents billed on winter usage(prior to the pandemic) remained similar to prior years, while in reality it should have increased as during the months of March-current more residents are at home and working from their residents. The following graph reflects the change in usage. USAGE (FLOW)BILLED ACTUAL AND FIXED 120,000 100,oao z 80,000 O J J Q z 60,000 0 J 40,000 20,000 2020 2019 2018 BILLED USAGE BY YEAR AND CUSTOMER TYPE ■RESIDN>3 COMM/PUB-VARIABLE ■RESIDENTIAL FIXED Commercial/Residents >3 units/ Public Institutions billed usage dropped 5% from 2019 to 2020. Page 17 Page 83 of 120 SEWER r CHARGES r SEWER DEPARTMENT EXPENDITURES In addition to estimating the volume of sewage flow, the other basic factor required in establishing user rates is the amount of expenditures anticipated and revenue required. Expenditures can be generally classified in the following categories: a. Metropolitan Council Environmental Services billing b. Local operation and maintenance c. Capital Outlay d. System renewal and replacement The Sewer Utility Budgets for 2020 and 2021 along with actual expenditures for 2017- 2019 and estimated 2020. are in the following table. SEWER FUND 2017 2018 2019 2020 2020 2D21 ACTUAL ACTUAL ACTUAL BUDGET ESTIMATE BUDGET REVENUES CUTOMER BILLINGS $ 972,017 $ 1,030,293 $ 974,950 $ 993,000 $ 955,900 $ 973,750 REBATE (103,275) OTHER REVENUES 45,398 20,548 49,047 10,000 10,000 10,000 TOTAL REVENUES $ 1,017,415 $ 947,566 $ 1,023,997 $ 1,003,000 $ 965,900 $ 983,750 EXPENSES PERSONNEL $ 118,289 $ 121,371 $ 127,532 $ 132,100 $ 131,100 $ 136,000 CO N TRACUTA L 102,075 123,452 128,792 154,110 130,000 156,875 MCES 498,930 421,608 445,828 460,043 460,043 473,500 MATERIALAND SUPPLIES 13,853 7,962 7,555 15,450 10,450 15,450 CAPITALOUTLAY 49,725 51,725 47,777 47,625 47,625 46,525 TRANSFER CAPITAL IMP 171,303 173,061 183,085 169,140 169,140 171,750 TOTAL EXPENSES $ 954,175 $ 899,179 $ 940,569 $ 978,468 $ 948,358 $ 1,000,100 NET REVENUE $ 63,240 $ 48,387 $ 83,428 $ 24,532 $ 17,542 $ (16,350) The 2018 revenues reflect a rebate given by the City for the credit that was received from MCES for 2018. This was a onetime $80.00 reduction in each sewer customer's bill. Revenues have provided sufficient amounts to fund the expenditures for 2016 and projected 2020. Page 18 Page 84 of 120 S EWER USER CHARGES The Budget for 2021 reflects a deficit of$16,350 or (1.6%) based on the proposed budget expenditures of$1,000,100. Revenues are based on billed flows of 145,000,000 gallons as compared to 2020 budget of 150,000,000 gallons. This reduction of flow billing results in a reduction of $19,250 in estimated revenue for 2021. Budgeted Expenditures are increased by$21,632 or 2.2% over the 2020 Budget The Metropolitan Council Environmental Services fee will be $473,500 for 2021 as compared to $460,043 for the year 2020. This represents a 2.9% increase in the MCES fee. The MCES charges since 2011 are in the following chart. MCES CHARGES BASED ON FLOWS AND BUDGET CHANGES OPH%of /o MCES OPH TOTAL %INC IN MCES INCREASE Years TOTAL FLOW FLOWS FLOWS MCES BUDGET BUDGET ANNUAL CHG (DECREASE) 2011 85,293.98 201.05 0.23571% 172,784,609 3.21% $ 407,277.81 4.40% 2012 93,680.78 194,90 0.20805% 173,649,000 0.50% $ 361,271.44 -11.30% 2013 88,133.97 176.84 0.20065% 178,823,786 2.98% $ 358,808.28 -0.68% 2014 86,007.24 160.68 0.18682% 184,188,500 3.00% $ 344,103.68 -4.10% 2015 91,494.90 154.69 0.16907% 190,710,000 3.54% $ 322,432.51 -6.30% 2016 85,601.13 163.99 0.19157% 201,013,000 5.40% $ 376,143.46 16.66% 2017 85,298.36 166,36 0.19503% 211,941,538 5.44% $ 413,35606 9.89% 2018 90,747.95 174.11 0.19186% 219,749,756 3.68% $ 421,614.26 2.00% 2019 89,991.18 176.40 0.19602% 227,440,997 3.50% $ 445,828.05 5.74% 2020 87,891.72 171.60 0.19524% 235,629,000 3.600/c $ 460,042.61 3.19% 2021 96,967.05 191.00 0.19697% 240,342,000 2.001/16 $ 473,411.56 2.91% The chart shows an increases in the MCES budget for 2021 of 2.0%, however the percentage increase in the annual MCES charge for the city for 2021 is 2.91%. This is due to the City's flow increase and the total City's portion of the MCES flow percentage to .19697%. Local operation and maintenance costs for sewer are incorporated into the rate structure and have been taken directly from the City Budget or from actual expenditures when available.The City presently plans for current and future improvements within the current budget. Since 2012 Council directed that the Administrative Charge (7% of current expenditures) be allocated to the Renewal Replacement Fund. In prior years this was transferred to the General Fund for the Utility's share of administration, accounting and billing. This Page 19 Page 85 of 120 SEWER USER CHARGES r reallocation of funds does not increase the expenditures of the sewer fund. This amount is still calculated and transferred out to the Renewal and Replacement Fund instead of the General Fund. Like the Water Utility Fund, it has been City policy to transfer funds equal to depreciation to the Renewal and Replacement Fund for future construction. This amount is reviewed and analyzed on occasion along with policy to determine if funding for future renewal and replacement of infrastructure is sufficient to achieve the expected capital improvement. SEWER RATES Sewer costs can be computed by simply dividing the various operating costs by the estimated flow. This generates a per unit cost. The present rates based on per unit and volume billing are calculated in the chart. SEWER 2021 BUDGETED EXPENDITURES PER UNIT COST (145,000 gal Ions) 1300 /1,000 GALLONS CUSTOMER Operation & Maintenance $ 308,325 $ 2.13 $ 237.17 MCES 473,500 $ 3.27 $ 364.23 Capital Improvements 171,750 $ 1.18 $ 132.12 Capital Outlay 46,525 $ 0.32 $ 35.79 Total $ 1,000,100 $ 6.90 $ 769.31 Minimum quarterly bill 15,000gallons based on per unit cost $ 103.46 $ 192.33 Actual minimum quarterly bill-volume base $ 78.50 $ 78.50 A per unit cost is $6.90/1,000 gallons ($1,000,100/150,000,000 gallons) or $769.31 per customer ($1,00100/1300 customers). This would result in a minimum quarterly bill based on 15,000 gallons of usage of$103.46 or a minimum bill "per customer" of$192.33. Our current minimum bill based on 15,000 gallons is $78.50 The current established quarterly sewer rates are as follows. Minimum Charge $78.50/quarter for up to 15,000 gallons Page 20 r t Page 86 of 120 SEWER USER CHARGES $5.70/1,000 gallons for usage over 15,000-50,000 gallons $5.95/1,000 gallons for usage above 50,000 gallons The projected revenue for 2020 is estimated to be at $955,900, the budgeted amount was $993,000. The estimate actual for 2020 is due to the decrease in the gallons billed. The budget was based on 150,000 mg while the projected 2020 is 141,000mg. Even though this decrease of$37,100 in revenues for 2020, it is estimated that 2020 expenditures are $30,110 less than budget and therefore enough revenue will be generated to cover the 2020 expenditure budget, with an approximate $17,500 surplus. The following tables reflects the actual rates and revenue for 2020 based on the estimate of 141,000,000 gallons of flow and 2021 estimate utilizing the current rates with the projected billed flow of 14.5,000,000. 2020 PROJECTED Rate Tier 1 000 al Rate Estimated Revenue 0-15,999 48,000 $78.50/acct $407,300 16,000-50,999 19,000 $5.70 $108,300 51,000-999,999 74,000 $5.95 $440,300 Total 341.,003 $955,900 2021BUDGET Rate Tier /1,000 gal Rate Estimated Revenue 0-15,999 49,000 $78.50/acct $407,300 16,000-50,999 19,000 $5.70 $108,300 51,000-999,999 77,000 $5.95 $458,150 Total 1'r'5'00:3 $973,750 If rates for 2020 were to remain the same as 2019 there would be an approximate loss of $16,350 for the 2021 budget. Page 21 Page 87 of 120 SEWER USER CHARGES SUMMARY Budgets are an estimate of income and expenses for a set period of time. The estimated Budget for 2021 is based on a reduction in normal billing flows of 3% and a 2% increase over 2020 Budgeted Expenses. Expenditures can vary based on large expenses planned for backups and maintenance that may be required to the infrastructure and equipment. The City has a sound policy on renewal and replacement of both, but occasionally there may be an unexpected major expense. The contractual budget which includes sewer cleaning, televising and pumping expenses, is expected to be $20,000 under budget for 2020, and is the reason that 2020 reduced revenues will still meet the expenses. 2020 is not a typical year due to the COVID19 pandemic. Usages changed due to closures of businesses and "stay at home"and working from home. To make changes to the present rate structure based on changes that are occurring in 2020 and 2021 based on a major pandemic would be difficult to assume based on how and when things will return to a "normal". The estimated loss of$16,350 can be absorbed with excess funds from prior years. The Unrestricted Funds that Sewer has available are $1,387,687. This is 138% of the budget and can be utilized should 2021 incur a loss as expected. After 2021, it should be better understood how the sewer flows will be impacted and if rates need to be adjusted. Page 22 Page 88 of 120 ' STORM r SEWER r CHARGES Storm Sewer User Charges GENERAL Storm Sewer Charges were established by the City in 1999. The purpose of all funds derived from the storm water drainage utility is to pay for all or part of the construction, reconstruction, repair, enlargement, improvement, regulatory response, maintenance, operation and use of the storm sewer utility as established by the City of Oak Park Heights. The following is 2017-2019 Actual Revenue and Expenditures, along with 2020 Budget, Estimate and 2021 Budget: STORM SEWER FUND 2027 2018 2019 2020 2020 2021 ACTUAL ACTUAL ACTUAL BUDGET ESTIMATE BUDGET REVENUES CUSTOMER BILLINGS $ 82,732 $ 83,907 $ 83,469 $ 92,300 $ 97,600 $ 97,600 OTHER REVENUES 3,454 3,668 6,002 500 500 500 TOTAL REVENUES $ 86,186 $ 87,575 5 89,471 $ 92,800 $ 98,100 $ 98,100 EXPENSES PERSONNEL $ 21,568 $ 21,934 $ 39,271 $ 45,000 $ 35,000 $ 45,700 CONTRACTUAL 26,299 46,255 24,284 40,165 40,165 42,845 MATERIAL AND SUPPLIES 1,754 1,360 2,357 2,150 2,150 2,050 ADM FEE 5,350 5,350 5,500 5,500 5,500 6,350 CAPITAL OUTLAY 13,850 36,6W 36,600 5,750 5,750 5,925 TOTALEXPENSES $ 68,821 $ 111,499 $ 108,012 $ 98,565 $ 88,565 $ 102,870 NET REVENUE $ 17,365 $ (23,924) $ _ (18,541) $ (5,765) $ 9,535 $ (4,770) The fees are established as: Residential $4.50 per quarter per unit (up to 4 units) Vacant Land $2.0 per quarter Developed Commercial, Industrial & High Density Residential $33.00 per acre per quarter Undeveloped Commercial, Industrial & High Density Residential $5.00 per acre per quarter Presently the fees generate $98,100 revenue, and the budgeted expenses for 2021 are $102,870 causing a $4,770 deficit. The actual expenses for 2020 is and $88,565, while revenue is estimated at $98,100, providing a surplus of $9,535. Actual expenses have historically been under budget. Page 23 Page 89 of 120 STORM SEWER USER CHARGES No changes are recommended as there are sufficient funds available to meet this deficit, should it occur. Unrestricted Balance for Storm ,Sewer is $196,428. Rates were last adjusted in 2020. Page 24 Page 90 of 120 CONCLUSIONS AND RECOMMENDATONS CONCLUSIONS AND RECOMMENDATONS WATER Based on the study and review of rates, it reflects that a rate increase could be necessary to generate adequate revenue for the Water Fund for 2021. The projected loss for 2021 is $36,349. This is due to a reduction in revenues, based on reducing the gallons billed. Even though 2020 had a significant decrease in revenues actually billed in comparison to the budgeted amount,there will be sufficient funds to meet the 2020 expenditures. With 2020 and 2021 being unusual years to base a rate increase on, the recommendation is to meet the needs for 2021 budget with funds available in the Unrestricted Balance. Which presently is $1,125,510. Recommend to address the budget shortfall: 1) Leave the 2021 Budget as is and fund the deficit with fund balance. The fund balance is in a strong position and is approximately 125%of the annual budget. The Unrestricted Fund Balance is $1,125,510. SEWER An increase for 2020 is NOT necessary to generate enough revenue for the operations of the Sanitary Sewer Fund. There maybe a projected loss of$16,350, 1.6% of the budget. There are sufficient funds available to fund the deficit should it occur, Unrestricted Fund. Balance is $1,387,687. Recommend to address the budget shortfall: 1) Leave the 2021 Budget as is and fund the deficit with fund balance. The fund balance is in a strong position and is approximately 138%of the annual budget. The Unrestricted Fund Balance is $1,387,687. STORM SEWER No change in rates recommended. The budgeted loss of $4,770 is fundable with unallocated funds available of$196,428. Recommend to address the budget shortfall: 1) Leave the 2021 Budget as is and fund the deficit with fund balance. Page 25 Q Page 91 of 120 CONCLUSIONS AND RECOMMENDATONS The fund balance is in a strong position and is approximately 196% of the annual budget. The Unrestricted Fund Balance is $196,428. When the future brings a better understanding of the utility systems use, it would be important to re-analyze the consumptions, flows and customer bases to determine future rates. Changing rates based on 1 to 2 years of uses during a pandemic could cause rates to change a good deal. The Utility Funds are in good position to absorb some of this contingency budgeting should the Utility need them. Page 26 Page 92 of 120 Oak Park Heights Request for Council Actium Meeting Date December S, 2020 Agenda Item 2021 Council Appointments Time Req. 5 Agenda Placement New Business Originating Department/Requestor Mayor Mazy McComber Requester's Signatureq��Ac Action Requested Review, make any changes, and approve the 2021 appointments Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Attached is a list of appointments in 2020 for discussion and review. Page 93 of 120 CITY OF OAK PARK HEIGHTS RESOLUTION 19-12-55 A RESOLUTION APPROVING APPOINTMENTS FOR THE CITY OF OAK PARK HEIGHTS IN 2020 BE IT RESOLVED,that the City Council for the City of Oak Park Heights hereby appoints the following for 2020: Deputy Mayor(Mayor Pro-tern): Chuck Dougherty Civil Defense Director: Brian DeRosier Parks Commission Liaison: Carly Johnson Parks Commission Liaison Alternate: Mike Liljegren Planning Commission Liaison: Mike Liljegren Planning Commission Liaison Alternate: Chuck Dougherty Cable Commission—Council: Chuck Dougherty Cable Commission—Alternate: Mike Liljegren Cable Commission—Citizen: Graham Arntzen Middle St. Croix WMO: Mike Runk Middle St. Croix WMO Alternate: Carly Johnson Brown's Creek WD: Carly Johnson Brown's Creek WD Alternate: Mike Runk CVB Liaison. Mike Runk CVB Alternate: Mary McComber Coalition of Utilities Cities: Mary McComber Coalition of Utilities Cities Alternate: Chuck Dougherty Data Compliance: Betty Caruso Lower St. Croix River Advisory: Carly Johnson Lower St. Croix River Advisory Alternate: Mike Runk JAZB —Lake Elmo Airport: Mary McComber and Mike Liljegren JAZB —Lake Elmo Airport Alternate: Jim Kremer Passed by the City Council of Oak Park Heights this 10th day of December, 2019. Mary McComber, Mayor ATTEST: Eric A. Johnson, City Administrator Page 94 of 120 Oak Park Heights Request for CouiueH Accton Meeting Date December 8, 2020 Agenda Item Set 2021 City Council Meeting Dates Time Req. 5 Agenda Placement New Business Originating Department/Requestor (Administration/Jennifer Pinski Requester's Signature`-._ Action Requested Set dates for 2021 meetings Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Please review the regular meetings dates, make any changes, and approve the dates. Keep in mind that the NLC summer meeting will likely be July 12-16 and the NLC fall meeting will likely be November 17-21, and if they are in person, travel may be required if attending. Page 95 of 120 2021 -JANUARY- -FEBRUARY- -MARCH- S M T W T F S S M T W T F S S M T W T F S 1 2 1 2a 3 4 5 6 1 2 3 4 5 6 3 4 5 6 7 8 9 7 8 "9,, 10 11 12 13 7 8 9 � 10 11 12 13 10 11 12, 13 14 15 16 14 15 16 17 18 19 20 14 15 16 17 18 19 20 17 18 19 20 21 22 23 21 22 (23: 24 25 26 27 21 22 '23': 24 25 26 27 24 25 ?26, 27 28 29 30 28 28 29 30 31 31 -APRIL- -MAY- -JUNE- S M T W T F S S M T W T F S S M T W T F S 1 2 3 1 1 2 3 4 5 4 5 6 7 8 9 10 2 3 4 5 6 7 8 6 7 �a, 9 10 11 12 11 12 13 14 15 16 17 9 10 a`110 12 13 14 15 13 14 15 16 17 18 19 20 21 °',22.;` 23 24 25 26 18 19 20 21 22 23 24 16 17 18 19 20 21 22 25 26 27; 28 29 30 23 24 X25 26 27 28 29 27 28 29 30 30 31 -JULY- -AUGUST- -SEPTEMBER- S M T W T F S S M T W T F S S M T W T F S 1 2 3 1 2 3 4 5 6 7 1 2 3 4 4 5 6 7 8 9 10 8 9 X10`; 11 12 13 14 5 6 7 8 9 10 11 11 12 ;w13; 14 15 16 17 15 16 17 18 19 20 21 12 13 ''14; 15 16 17 18 18 19 20 21 22 23 24 22 23 424;` 25 26 27 28 19 20 21 22 23 24 25 25 26 X27,; 28 29 30 31 29 30 31 26 27 28, 29 30 -OCTOBER- -NOVEMBER- -DECEMBER- S M T W T F S S M T W T F S S M T W T F S 1 2 1 2 3 4 5 6 1 2 3 4 3 4 5 6 7 8 9 7 8 9, 10 11 12 13 5 6 7 8 9 10 11 10 11 t12 13 14 15 16 14 15 16 17 18 19 20 12 13 r'14; 15 16 17 18 17 18 19 20 21 22 23 21 22 23, 24 25 26 27 19 20 21 22 23 24 25 24 25 '26.; 27 28 29 30 28 29 30 26 27 ' 2$ 29 30 31 31 Page 96 of 120 Oak Park Heights Request for Council Action Meeting Date December 8th, 2020 Time Required: 10 Minutes Agenda Item Title: Communi , Energy Transition (CET) Grant Program Agenda Placement New Business Originating Department/Requestor: Eric Johnson, City Administrator Requester's Signature 441— Action Requested _Discussion, Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): PLEASE SEE ATTACHED MEMO Page 97 of 120 I TUN . City of Oak Park Heights 14168 Oak Park Blvd. N•Oak Park Heights,MN 55082•Phone(651)439-4439•Fax(651)439-0574 12-3-20 MEMO TO: Mayor and City Council Members FROM: Eric Johnson, City Administrator RE: DEED—CET Grant Application The Minnesota Department of Employment and Economic Development, (DEED)has established a grant program Community Energy Transition (CET) Grant Program focused on assisting communities facing transitions from the closure of power-plants; typically, which are significant taxpayers to the local community. $2,000,000 is available to eligible communities with a maximum allocation of$500,000. The CET grant program assists eligible communities with developing a plan to address the economic and social impact associated with the closing of a local electric generating plant. Plans may include, but are not limited to, researching,planning, and implementing activities designed to: 1. Assist workers at the plant find new employment, including worker retraining and developing small business start-up skills; 2. Increase the eligible community's property tax base; and 3. Develop alternative economic development strategies to attract new employers to the eligible community. Based on the scoring criteria, the City has a reasonable chance to secure some of these funds for some further planning efforts namely two concepts: ELEMENT l: Perform a Feasibility Study for water and sanitary sewer to the A.S.King Plant site. The current Plant site operates on well and a single 4"sanitary force main constructed in 1960s.With the expected closure of the Plant, most (if not all) future uses of the area will require modern and secure utilities.Extensions of water and sewer to the site would be critical to any reuse of the site by subsequent users—such as manufacturers, commercial enterprises, offices or even recreational uses such as park development. ELEMENT 2: Prepare a detailed Economic Transition Plan for the City of Oak Park Heights As the Allen S. King Plant accounts for approximately 40% of the City's tax base $2.2 million in property tax revenue annually,the preservation and strengthening the balance of the City's remaining commercial,industrial and residential tax base will be critical. This other tax base is also anticipated to be in some flux as the regional economy may also be transitioning from away"brick&mortar" Page 98 of 120 tax base, the City must develop concurrent strategies to prepare for possible closure of big-box or strip centers. Further, to date the City does not qualify for local government aid due the Plant and its impact on established State-aid formulas,with the Plant closure,the Plan must also include analysis of current and prospective local government aids that may be applicable to the City post closure. Some aid might require further legislative action. As these realities will be coinciding, a Transition Plan is vital to establish clear policies associated with how the City expects to move forward in the next decade to fund its operations which rely almost entirely on property taxes—much of which from the A.S. King Plant. Some cautions: Please note, a key element to project scoring is the timing of the plant closure and employment impacts. In the City's case the closure is not immediate (2028) which may hamper scoring and the employment levels may be viewed as comparatively small and any actual job displacement would not be for several more years. Staff did consider the addition of a third element being the possible scoping or cursory planning for the TRANMISSION LINE CORRIDORS that run through our City. We offer that this should not be included at this time as it likely involves a larger grid analysis by Xcel Energy as to if they should reduce or remove such footprint—with or without the A.S. King Plant. Perhaps most importantly, Staff speculates that Xcel Energy would not presume such abandonment in the near future as these lands once gone,would be extremely expensive to re-establish. Certainly,this should be revisited in the future. Requested Action: I did reach out to STANTEC to inquire if they could provide cost estimates for ELEMENT 1 and see if they have capacity to perform ELEMENT 2. Their response was positive and they did provide a cost estimate which would be the basis of the City grant application totals. Finally,the City would be responsible to fund some percentage of the Projects so as to better garner points in the grant application ranking—such percentage should be considered at minimum is 20%. ELEMENT 1 —(Utilities) $ 37,750 ELEMENT 2—(Econ. Transition Plan) $ 68,000 TOTAL $105,750 (20% is $21,150) The City's 20016 share would be derived from its established A.S. King Plant Fund which has a current available balance of$62,500.00 If the City Council is amenable with these concepts, it is required that the City Council adopt a resolution outlines this position and is enclosed. Page 99 of 120 RESOLUTION A RESOLUTION AUTHOPRIZING AN APPLICATION TO THE DEPARTMENT OF EMPLOYMENT AND ECONOMIC DEVELOPMENT, COMMUNITY ENERGY TRANSITION GRANT PROGRAM. WHEREAS, the City of Oak Park Heights, (the City) is a Community under Minnesota Statute §116J.55; NOW THEREFORE BE IT RESOLVED that the City act as the legal sponsor for project(s) contained in the Community Energy Transition Grant Program to be submitted on (or prior to) January 4th, 2021 and that the City Administrator is hereby authorized to apply to the Department of Employment and Economic Development for funding of this project on behalf of the City. BE IT FURTHER RESOLVED that the City has the legal authority to apply for financial assistance, and the institutional, managerial, and financial capability to ensure adequate project administration. BE IT FURTHER RESOLVED that the City has not violated Federal, State or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or other unlawful or corrupt practice. BE IT FURTHER RESOLVED that upon approval of its application by the state, the City may enter into an agreement with the State of Minnesota for the above referenced project(s), and that the City certifies that it will comply with all applicable laws and regulation as stated in all grant contract agreements. BE IT FURTHER RESOLOVED that the City shall allocate a 20% match of the estimated project costs as outlined in the Application. NOW, THEREFORE BE IT FINALLY RESOLVED that the Mayor and City Administrator are hereby authorized to execute such agreements as are necessary to implement the project on behalf of the applicant. I CERTIFY THAT the above resolution was adopted by the City Council, of the City of Oak Park Heights, MN, On December 8th, 2020 SIGNED: WITNESSED: (Authorized Official) (Signature) (City Clerk) (Date) (Title) (Date) Page 100 of 120 To: Oak Park Heights City Council, From: Lee M. Mann, PE City Administrator City Engineer File: 193885119 Date: December 3, 2020 Reference: Community Energy Transition Grant Element—King Plant Water/Sewer/Storm Sewer Feasibility Study Cost Estimate As requested, we have formulated a draft scope of services and an estimated cost to conduct a study to determine the feasibility of serving the King Plant Site with City Water, Sanitary Sewer and Storm Water utilities. It is understood that this information will be in support of the City's application for a Community Energy Transition Grant. This overview summary of the scope and fee is provided for the Council's information for the December 8th City Council meeting. A formal proposal will be completed to be included as an attachment to the grant application that is due in early January 2021. The scope of the study includes the following: • Coordination Meetings with the City, Property Owner • Data Collection • Identification of potential site uses (for modeling purposes only) • Sewer, Water, Storm Water Analysis— Modeling, Layouts, Cost Estimates • Report Preparation The estimated cost to perform the proposed scope is $35,750. Please do not hesitate to contact me with any questions. Stantec Consulting Services Inc. Lee M. Mann, PE MN,WI,CA Principal Phone: 612-712-2085 Fax: Lee.Mann@stantec.com Attachment: Attachment c. C.C. Page 101 of 120 U� N O O 21I (5 (5 d d 'I a Fq r r_. n I res v i .A ate' • ^ IN , n HE -l. I 7�- i . a 8 y I r r m y ® Stantec Memo To: Oak Park Heights City Council, From: Tom Leighton, City Administrator Economic Development Specialist File: 193885119 Date: December 4, 2020 Reference: Community Energy Transition Grant—Economic and Fiscal Impact Analysis and Recommended Strategies As requested, we have formulated a draft scope of services and an estimated cost to conduct a study to understand the plant closure related economic and budgetary impacts on Oak Park Heights. Anticipating those impacts to the City, and understanding the extent to which those impacts might be mitigated under different redevelopment scenarios, sets a foundation for strategic actions that can be taken to weather the economic transition. And it establishes an information base to support future land use and redevelopment planning of the King Plant property. The core of the work plan is the development of a fiscal model for Oak Park Heights utilizing Stantec's FAMS (Financial Analysis and Management System) model. Utilizing FAMS, we would create a high level analytical model of the City budget that allows for a realistic understanding of the plant closure's impact to the City's budget, including its impact on the general fund and relevant enterprise funds. With that as a base case, FAMS will allow us to model the fiscal impacts of a set of site redevelopment scenarios. Stantec has a specialized team that offers budget modeling services, with a focus on supporting strategic decision making given impacts to the fiscal environment. The FAMS model created for Oak Park Heights will have ongoing value for the City, as it can continue to analyze development scenarios and potential municipal responses as the time of plant closure approaches. The work plan also encompasses economic impact analysis, development scenario analysis and strategic recommendations that would build on the work that is being undertaken through Allen S King Plant Reuse Advisory Panel. The outline of the proposed scope of services and budget is below. It is understood that this information will be in support of the City's application for a Community Energy Transition Grant. This overview summary of the scope and fee is provided for the Council's information for the December 8th City Council meeting. A formal proposal will be completed to be included as an attachment to the grant application that is due in early January 2021. The scope of the study includes the following: • Fiscal modeling, utilizing the FAMS model • Economic impact analysis • Development scenario analysis • Strategic recommendations • Community engagement The estimated cost to perform the proposed scope is $68,000. Page 103 of 120 Please do not hesitate to contact me with any questions. Stantec Consulting Services Inc. TT- Q Tone I-ei0ton, AICP, EDFP Senior Urban Planner, Economic Development Specialist Phone: 612-712-2154 tom.leighton(d.)stantec.c om Design with community in mind Page 104 of 120 Oak Park Heights Request for Council Action Meeting Date December 81h, 2020 Time Required: 5 Minutes Agenda Item Title: Fat Tire -Bike Rally Jan 23 & 24 Agenda Placement New Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Authorize the Fat Tire Bike Rally with Conditions Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): The City has been requested to consider the use of City Trails/MTN Bike Areas for the purposes of a FAT TIRE BIKE RALLY to be held the weekend of Jan 23rd and 24th. Please see the attached communication. They are hoping for approximately 200 participants. This is to be sponsored event—with the promoter anticipated to be the Greater Stillwater Area Chamber of Commerce and/or Summer Tuesdays and the beneficiary being SASCA. THE CONCEPT IS THAT THIS WOULD BE A SELF-TIMED EVENT WHERE RIDERS WOULD SHOW-UP OVER THE WEEKEND INDIVDUALLY AND RIDE ESTABLISHED LOOPS. IPHONE OR SIMIALR TRACKING WOULD LOG TIMES. WE ARE ADVISED THAT THERE WOULD NOT BE ANY STAGED RACES OR OTHER GATHERINGS. The City does allow grooming of the current MTN Bike trails by SASCA for fat tire bikes and that did commence in 2019/20 season and there were no known issues. Further, considering the individual nature of this event it is exactly not-clear on how sponsor/promoter differs from— simply saying to riders—"...go use the established public trails"; so.... we will have to evaluate that from a perspective of liability and establishing some ground rules or expectations. Staff does recommend this authorization of the event with the final approval being held by the City Staff with input by the Park Commission and the execution of a Final Agreement consistent with past practices but waiving fees and financial securities if there are no planned on-site events in the City—such as tents or formal staging. Page 105 of 120 A 0 Z&t, MEMNEMONN% la 0-10 ■ ■ ■ ■ ONE ■ ■ ■ II �� ■ ■ ■ ■ _ ` ■ o n Ono �p � FAT BIKE RALLY®��Gr IIS.�., � ■� � � ® � k ��:..._.��.�.,��. ,��dhku�i 8arn - 5prn , January 23 & 24 Wintertime in Stillwater "Fat Bike Rally" Fact Sheet (Last Update: 18-Nov-20) • Basic Purpose/Concept: o To encourage tourism year-round in the greater Stillwater Area. o A 10-mile fat bike (mountain bike?) `ride', with only 3 `safe-zone' virtual time trial segments that can be `raced' by those wanting to compete for prize money. (Non racers will be able to by-pass the race segments.) o Created to eventually be an annual event, but with COVID precautions in 2021, including: ■ Online registration ■ Individual rider start, self-distanced ■ No spectators ■ Masked mechanical/logistics assistance at start/finish area • Dates/Time(s): o Sat& Sun, 23-24 January 2021, 8am-Noon (or 8am-5pm?) each day Page 106 of 120 • Beneficiary: • SASCA (Stillwater Area Scholastic Cycling Advocates) https://www.sasca-mn.or-a/. • One of their purposes is to support the Stillwater Area Schools Mountain Bike Team, a St. Croix Valley competitive co-ed riding program for students in 6th-12th grades. • Contacts: • Promoter: Chamber of Commerce - Sara Jaspersen , 651-308-3552m, sara(a)thelumberjackmn.com • Event Day Coordinator: Jenny Wilcox, 651-343-8660m, iennywilcoxa-me.com • Course Logistics: Mike Lyner, 612-360-1533m, mike.lyner amail.com • City of Stillwater: City Council (Ward 4 & Parks & Recreation) - Mike Polehna, 652-490-7659, mpolehna&-ci.stillwater.mn.us • City of Oak Park Heights: ■ Councilmember: [VERIFY with Eric Johnson] ■ City Administrator: Eric Johnson, eajohnsona-cityofoakparkheiahts.com ■ Parks & Recreation: [VERIFY with Eric Johnson] • MNDoT: [VERIFY] ■ [VERIFY with Mike Polehna] • WIDoT: [VERIFY] ■ [VERIFY with Mike Polehna] • SASCA/Stillwater Mountain Bike Team: ■ Calvin Jones: Director, 651-472-7187m, stillwatermtb(a—amail.com ■ Matt Lehmann: Trails, 651-387-8508,trail sasasca-mn.orq • Valley View Park Trail Groomer: ■ Derek Van De Velde, derek.vandeveldea-amail.com Page 2 Page 107 of 120 • Course: • 10-miles long, on both snow-groomed (blacktop and mountain based) bike trails. Starting at the north end of Stillwater's Riverfront/Lowell Park, over the old historic lift bridge on the St Croix Crossings Loop Trail, up to Houlton in Wisconsin, then return via new St Croix Crossing (MN Hwy 36/WI Hwy 64) bridge, Oak Park Heights' Valley View Park, and back to the Loop Trail along the Minnesota side of the St Croix River. Race `segments' proposed up Houlton Hill (where a one-way cycle path exists) and Oak Park Heights' Valley View Park mountain bike trails in Oak Park Heights... both of which should not have pedestrians on them! o Map: Ride with GPS link- https:Hridewithaps.com/routes/34489221 (See separate PDF Map F/le with detailed route, including intersections and points of interest.) ST I L LWAT.E it z 9 �j 3 5 4 7 o Signage: Plastic lawn sign type (similar to politician signs) with arrows directing riders. Set up by end of day Friday 22 January 2021 by volunteers from Stillwater Mountain Bike Team o Start/Finish Banners: Wing-type banners erected for entire weekend. o Timed Segment Start/Finish markers: Flags, cones, etc. o Race Day HQ: (Possibly in the center of`round-about' at north end of Lowell Park by PD Pappy's bar/restaurant.) [VERIFY by Mike Polehna] Includes: ■ Pop-up tent with ride info and mobile phone reception/response ■ Mechanical assistance by Bike Shop sponsor [VERIFY by Jenny] • Liability Insurance: o Provided by the City of STillwater, in conjunction with other Wintertime in Stillwater and Winterfest activities. [VERIFY Mike Polehna] Named Insureds to include: ■ City of Stillwater ■ City of Oak Park Heights ■ Stillwater Chamber of Commerce ■ SASCA ■ Mike Lyner (individual) Page 3 Page 108 of 120 • Emergency Management Plan: • Notify Lakeview Hospital - of event type, location and typical injury types to be expected. • Notify local police - of event (although no police assistance at intersections should eb needed due to all major intersections covered by pedestrian/bike crossing signals. • Provide a mobile phone number- for participants to call in case of non-emergency assistance needed. • Provide roving course marshalls to periodically (hourly?) check out entire course length for signage removal or other mishaps. • Provide simple first aid kit to all rovers. • Publicity: • Discover Stillwater(website): https:Hevents.discoverstillwater.com/categories/winter-events/ • Facebook: • Chamber of Commerce: • Graphics (if necessary): Robbi Strandemo? [VERIFY, Mike] • Sponsors: • First State Bank ($1,000) [for Prizes or Marketing? VERIFY with Sara] • Now Bikes? [VERIFY with Jenny] • Registration: • Pre-Registration Only: Online via ? [VERIFY with Jenny] • Entry Fee: $10 adult, $5 youth • Sway Bag: Electronic to participants with printable coupons and freebies at local businesses with registration. • Prizes: • Competition: ■ Adults (age 18+) - Women 1/2/3, Men 1/2/3 ($100/$75/$50 x 2 = $450) ■ Youth (age 12-17) - Girls 1/2/3, Boys 1/2/3 ($50/$30/$10 x 2 = $180) • Ride: ■ Random drawing ($200) ■ Raffle (cost in addition to registration fee) [VERIFY] Page 4 Page 109 of 120 • Timing: o Strava app (www.strava.com): Enables automatic GPS timing of racers between pre-determined `segment' start and finish locations. Racers would be required to have a $5/mth Strava `subscription' not `free') app membership, which most serious cyclists have, in order to be timed in `Segment Competitions'. (Current non-paying Strava members can get a 60-day trial before having to hand over any cash). Racers would also need to join the event's temporary Strava `Club', to tabulate their times (vs. all possible Strava users covering the same segments on those 2 days). [VERIFY- Mike Lyner to see if any Strava promotion free trial periods exist?] Club Features Free Subscription Activity Recording Ge to strava.comicluba to change your cover or profile photo. Device Support Social Network Route Planning Wintertime Fat Bike Rally 2021 Segment Competition •Stillwater,Minnesota•Public Training Dashboard Proposed Fat Bike Rally'r dc-'23-24 January 2021,but With eurn—lat yr segments for'racers'. HR&Power Analysis Share the Club Advanced Metrics 1 1 0 Goal Setting cvoust Actlmr+ ._ w Krr Pkockess Training Log Compare Efforts Beacon Personal Heatmaps _ n moos OO co-) Partner Perks -A9a F-pion kecom woale rer� Premium Support ■ Timed Segments: • #1 - Houlton Hill • #2 - Valley View Park (North Section) • #3 - Valley View Park (South Section) ■ Club Name: Wintertime Fat Bike Rally 2021 (https://www.strava.com/clubs/783652) Page 5 Page 110 of 120 • Volunteers Needed: • Publicity: ■ Logo/Graphics? ■ Posters? ■ Flyers? • Course Set-Up and Tear Down: Stillwater Mountain Bike Team • Pre-Registration: [VERIFY with Jenny] • Timing: Mike Lyner • Awards: (To be emailed?) [VERIFY with Sara] • Sponsorship: Sara Jaspersen • Trail Grooming: (Snow compaction with snowmobile and pull-behind groomer) ■ St Croix Crossings Loop: Mike Polehna ■ Oak Park Heights (Blacktop Trails): Mike Polehna ■ Valley View Park (Mountain Bike Trails): Derek OTHER • Fat Bike Trail Groomer (possible?) 011 1 A Page 6 Page 111 of 120 Stillwater Fat Bike Rally 2021RIDE WITH GPS A. Houlton Hill (Segment Start) G. Valley View Park (North Section Segment B. Houlton Hill (Segment End) End) C. Tunnel H. Valley View PArk (South Section Segment Start) D. Light controlled crossing I. Valley View Park (South Section Segment E. Light controlled crossing End) F. Valley View Park (North Section Segment) J. Light controlled crossing K. Light controlled crossing L. Restrooms L, ', �' 10.0 miles, + 605/ 605 feet a STILLWAT,ER� 2 +e.S[reel Wes' - i oak ,mc �r. I .o-- oq dr(4v' 1� �''St- , 6J2na Str,et Nw1h rj^f?'.tfSC lit r 20000 ft� aaa 700 baa ele 1 2 3 4 5 6 7 S 9 (feet) distance in miles Page 112 of 120 Stillwater Fat Bike Rally 2021 Num Dist Prev Type Note Next 1. 0.0 0.0 Sharp L 0.2 onto ' Brown's Creek pop State Trail Y 2. 0.2 0.2 ♦ L onto 1.3 Chestn ut Street East r+ - r J i i i i i U% D d 0.2 miles. +1/-0 feet SE Open5treetMap - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Num Dist Prev Type Note Next 3. 1.5 1.3 ♦ L 0.2 4. 1.7 0.2 Slight R 2.4 Houlmn School Circle i N i s i i i { 3 1.5 miles. +0/-0 feet 4 apenstreetMap Page 113 of 120 Num Dist Prev Type Note Next t 5. 4.1 2.4 ♦ R 0.4 3` Q 6. 4.4 0.4 Slight L 0.1 - I ter'- onto 56th -_ Street I North a. 7. 4.5 0.1 Slight L 2.8 `,8th S'rr.et IN 8. 7.32.8 ti Sharp 0.3 F.,v R onto Oak OAK °nR-< Park HEIGHTS I Heights Trail ; { System - I � Minnesota Correctional ^+ I G Facility =-� I -5gillwafer I I Minnesota orrectional Facility I -Oak `a,t I ark Heights 5.6 miles. +288/-223 feet w 4� OpenstreetF%;,. - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Num Dist Prev Type Note Next 9. 7.6 0.3 JR Keep R 0.3 3 'l 7 ro 10. 7.9 0.3 ♦ L onto 0.0 z S. ti Frontag e Road ; eet North:r TrailI 4 11. 7.9 0.0 ♦ R onto 0.3 r I S. _ Frontag =r _ e Road I:I t t:t Trail I - 12. 8.2 0.3 1 Continu 1.8 I e 58th S,rr.ct N(W." OAK PAR I GIEIGHTS I I I Minne Correct I 0.9 miles. +14/-85 feet 4� OpenstreetPMap Page 114 of 120 Num Dist Prev Type Note Next 13. 10.0 1.8 Q End of 0.0 route CP r�a�E`}4. C'�SEw a x r i i i River MIrkc 1.8 miles. +0/-0 feet : r,.� dpei75treetr•,a,� - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - Page 115 of 120 THIS PAGE INTENTIONALLY LEFT BLANK Page 116 of 120 SO- Oak Park Heights Request for Council Action Meeting Date December 8, 2020 Agenda Item Adopt Resolution for 2021 Liquor, Tobacco, and Amusement License Renewals Time Req. 5 Agenda Placement New Business 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 Resolution. All fees have been paid. I recommend approval pending satisfactory passage of background checks by the Oak Park Heights Police Department. Page 117 of 120 CITY OF OAK PARK HEIGHTS RESOLUTION 20-12-48 A RESOLUTION APPROVING PROPOSED ANNUAL LIQUOR, TOBACCO,AND AMUSEMENT LICENSES WHEREAS, the City Council for the City of Oak Park Heights has received applications for the year 2021 liquor, tobacco, and amusement licenses from businesses located within the City limits. NOW, THEREFORE, BE IT RESOLVED, by the City Council of the City of Oak Park Heights that the licenses outlined in Exhibit A are hereby approved. Passed by the City Council of Oak Park Heights this 8th day of December, 2020. Mary McComber Mayor Attest: Eric A. Johnson City Administrator Page 118 of 120 EXHIBIT A CITY OF OAK PARK HEIGHTS 2021 LICENSES Off-Sale Liquor Licenses Kowalski Companies Inc. dba Kowalski's Market LaPalao Companies LLC dba Liquor Time Wal-Mart Stores, Inc. dba Wal-Mart Store#1861 On-Sale Liquor Licenses Apple Minnesota LLC dba Applebee's Neighborhood Grill & Bar Dailey Incorporated dba Carbone's Pizzeria& Pub Phil's Tara Hideaway Inc. dba Club Tara Hideaway Letru Inc. dba Stillwater Bowl & Lounge Lo, Inc. dba Joseph's Family Restaurant Muddy Cow Oak Park Heights dba Muddy Cow Edgar Alexis Gomez Alcocer dba Fiesta Cancun Stillwater On-Sale Sunday Liquor Licenses Apple Minnesota LLC dba Applebee's Neighborhood Grill & Bar Dailey Incorporated dba Carbones Pizzeria& Pub Phil's Tara Hideaway Inc. dba Club Tara Hideaway Letru Inc. dba Stillwater Bowl & Lounge VFW 323 dba Greeder-Hinds Comfort Post Lo, Inc. dba Joseph's Family Restaurant Muddy Cow Oak Park Heights dba Muddy Cow Edgar Alexis Gomez Alcocer dba Fiesta Cancun Stillwater Club Liquor License VFW 323 dba Greeder-Hinds Comfort Post On-Sale Wine License Tan's, Inc. dba Golden Crown Restaurant On-Sale Non-Intoxicating Liquor License Tan"s, Inc. dba Golden Crown Restaurant Page 119 of 120 City of Oak Park Heights 2021 Licenses Page 2 Off-Sale Non-Intoxicating Liquor License Kowalski Companies Inc. dba Kowalski's Market Northern Tier Retail LLC dba Speedway#7036 Kwik Trip Inc. dba Kwik Trip#111 LaPalao Companies LLC dba Liquor Time Northern Tier Retail LLC dba Speedway#4549 Wal-Mart Stores Inc. dba Wal-Mart Supercenter#1861 Amusement Licenses Letru Inc. dba Stillwater Bowl & Lounge Wal-Mart Store#1861 Tobacco Licenses Northern Tier Retail LLC dba Speedway#7036 Holiday Stationstore#237 Kwik Trip, Inc. dba Kwik Trip#111 LaPalao Companies LLC dba Liquor Time LRS Enterprises dba Sodie's Cigar& Pipe Northern Tier Retail LLC dba Speedway#4549 Wal-Mart Stores, Inc. dba Wal-Mart Store#1861 Walgreens#06916 Keep it Growing LLC dba Keep it Growing Page 120 of 120