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05-25-2021 Council Packet
CITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA TUESDAY, MAY 259 2021 AT 6:OOPM This meeting will be conducted by video/telephone conference due to the ongoing COVID-19 health pandemic. The meeting will follow the provisions of Minnesota Statute § 13D.021. If practical,members of the public may be permitted to remotely listen to the meeting as provided in 13D.021, Subd. 3, subject to such person paying for any added cost incurred by the City as a result of the additional connection. The open meeting can be viewed remotely online at: https://us02web.zoom.us/i/4786278054 or by calling (312- 626-6799)and entering meeting ID 4786278054. Please contact the City at 651-439-4439 or jpinski@cityofoakparkheights.com in advance of May 25,2021 if you have any questions about access. 6:00 p.m. I. 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). A. 2020— City Annual Financial Statement—Presentation by Auditor Dave Mol (pg. 5) 6:10 p.m. IV. Consent Agenda_ (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes—May 11, 2021 (pg. 6) C. Set Public Hearing for June 22, 2021 for Request by Stillwater Bowl Regarding Noise Ordinance for a Concert at Stillwater Bowl to be Held on July 16, 2021 (pg. 9) D. Approve Resolution for Summary Publication of Amendments to Ordinance 1409 and the Repeal of Ordinance 1404 (pg. 10) E. Designate the Finance Director as the Business Administrator for Electronic Fund Transfers (pg. 13) F. Approve Probationary Status and Vacation Hour Changes for Chief of Police Steve Hansen (pg. 14) G. Appoint Mayor Mary McComber as City Voting Delegate to LMC Conference (pg. 15) 6:10 p.m. V. Public Hearings 6:10 p.m. VI. Old Business A. Consider Possible Repealing Elements of the City's Emergency Declaration Due to COVID-19 (pg. 16) Pagel of 90 6:15 p.m. VII. New Business A. Authorize Finance Director to Prepare Preliminary 2022 Budget and Adoption of the Proposed Budget Schedule (pg. 40) B. Vet IQ— Conditional Use Permit& Design Guidelines Review—5815 Norell Ave N(located inside Walmart) (pg. 42) C. Assistant City Administrator/City Clerk Position (pg. 75) D. Phone System and Provider Change (pg. 81) E. $3,000 Budget Reallocation from Party in the Park Funds to Other Community Events (pg. 84) F. Set Worksession—American Recovery Act and Goals Update (pg. 89) G. Manning Ave/Hwy 36 Project and Proposed Frontage Road Extension (pg. 90) 6:55 p.m. VIII. Other Council Items or Announcements 7:00 p.m. IX. Adjournment Page 2 of 90 IVA Oak Park Heights Request for Council Action Meeting Date May 25, 2021 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 90 City of Oak Park Height 14168 Oak Paris Blvd.N.Oak Park Heights,MN 55082•Phone(651)439-0439.Fax(651)439-0574 May 21, 2021 Jack Williams III 15157 631-d Street N Oak Park Heights, MN 55082 Dear Mr, Williams;. Thank you for participating in the City's recycling program. As an incentive to recycle and to increase fire prevention awareness, the City rewards two residents each month with their choice of an award of $25.00 or a fire extinguisher and/or smoke detector(s). Your residence was checked on Thursday, May 20, 2021, 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. Congratulati ]emit r Pinski � City Clerk TREE CITY U.S.A. Page 4 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Time Required: 10 Minutes Agenda Item Title: 2020—City Annual Financial Statement—Review by Auditor David Mol. Agenda Placement Visitor's Section Originating Department/Reque�sttor Eric Johnson, City Administrator Requester's Signature: J Action Requested —See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Mr. David Mol, Senior Partner with Redpath and Co. Ltd. (the City's Auditing firm)will be present to provide a review of the City's 2020 Annual Financial Statement. Council Members:Full copies of the 2020 Audit Reports have been place in your mailboxes at City Hall and will also available on the City's Website after Council acceptance. Page 5 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Agenda Item Approve City Council Minutes—May 11, 2021 Time Req. 0 Agenda Placement Consent Originating Department/Reques --`Administration/Jennifer Pinski Requester's Signa Action Requested Approve Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). See attached. Page 6 of 90 CITY OF OAK PARK HEIGHTS WEDNESDAY, MAY 11, 2021 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: Counciimembers Dougherty, Johnson, Liljegrcn, and Runk. Staff present: City Administrator Johnson, City Clerk Pinski, City Attorney Kevin Sandstrom, and Police Chief Hansen. Absent: City Engineer Mann and City Planner Richards. Councilmember Dougherty, seconded by Councilmember Johnson, moved to approve the Agenda. Roll call vote taken. Carried 5-0. II. Couneil/Staff Reports: A. Manor MCComber: She reported she sent off letters to various committees regarding the omnibus bill, and she also attended a meeting with the local mayors, administrators and the Chamber the previous week. B. Councilmember Dougherty: He reported he would be attending the Cable Commission meeting via Zoom on May 17. C. Councilmember Johnson: No report. D. Councilmember Liljegren: He reported he attended the Planning Commission meeting on May 13, and the Lake Elmo airport committee meeting was set to meet on May 26. E. Councilmember Runk: He reported he would be attending the CVB meeting on May 12 and the Middle St. Croix Watershed District meeting on May 13. F. Staff. City Clerk Pinski reported that Jonathan Ehresmann of 14191 6011 Street North was chosen as the recycling award winner. Pinski also provided a report on the Spring Clean-up which was held on May 1. 111. Visitors/Public Comment: None 1V. Consent Ap-enda: A. Approve Bills &Investments B. Approve City Council Minutes—April 28, 2021 C. Approve Resolution Granting the Application of Ducks Unlimited St. Croix Valley Chapter to Conduct a One-Day Raffle at Heights Hall and Event Center on June 24, 2021 Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. Page 7 of 90 City Council Meeting Minutes May 11, 2021 Page 2 of 2 V. Public Hearings: None V 1. Old Business: None VII. New Business: A. Consider Proposed Amendments to Ordinance 1409 Relating to Sale Possession and Use of Tobacco by Minors and Repeal Ordinance 1404: Councilmember Dougherty, seconded by COunCilmember Johnson, moved to approve the Ordinance 1409 amendments, repeal Ordinance 1404, and direct staff to bring a publication summary to the next City Council meeting on the Consent Agenda. Roll call vote taken. Carried 5-0. VIII. Other Council Items or Announcements: Councilmember Runk reported that he, Councilmember Dougherty, City Administrator Johnson and City Clerk Pinski met with representatives from Kowalski's Market regarding their concerns with the proposed connection between Manning Avenue and Stillwater Boulevard that Washington County and City of Stillwater were discussing. He suggested the City Council schedule a worksession before the next meeting so the City Council can be updated and discuss a course of action from the City. Councilmember Runk, seconded by Councilmember Johnson, moved to set a worksession for 5:30 p.m. on May 25, 2021. Roll call vote taken. Carried 5-0. IX. Adjourn: Councilmember Dougherty, seconded by Councilinember Runk, moved to adjourn at 6:14 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 8 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Agenda Item Set Public Hearing for June 22, 2021 for Request by Stillwater Bowl Regarding Noise Ordinance for a Concert at Stillwater Bowl to be Held on July 16, 2021 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Set Public Hearing to Consider Outdoor Concert Request for June 22, 2021 at 6:00 p.m. Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Randy Urtel from Stillwater Bowl has filed an application for an outdoor concert on July 16, 2021 and is requesting the City Council consider authorizing an extension of one hour allowing the concert to go until 11:00 p.m. on July 16 and allow a deviation from the noise "audibility" matter. Per City Ordinance 1.109.04.F.6.a., any sound system cannot be "operated in which it is plainly audible, at a distance of 50 feet or more from its source between the hours of 10:00 p.m. and 6:00 a.m." and any sound system cannot be "operated in which it is plainly audible from its source at a distance of 100 feet or more between the hours of 6:00 a.m. and 10:00 p.m." Following past procedure (2019), I request this matter be set for a Public Hearing on June 21, 2021 at 6:00 p.m. A Notice of Public Hearing will be published and mailed to neighbors within a 500-foot radius of Stillwater Bowl. Page 9 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Agenda Item Approve Resolution for Summary Publication of Amendments to Ordinance 1409 the Repeal of Ordinance 1404 Time Req. 0 Agenda Placement Consent Originating Department/Requestor Administration/Jennifer Pinski Requester's Signature Action Requested Approve Background/Justifcation (Please indicate any previous action has been taken or if other public bodies have been advised). The attached Resolution allows for the Publication of a summary of amendments made to Ordinance 1409 and the repealing of Ordinance 1404 which the City Council approved at the May 11, 2021 City Council meeting. Page 10 of 90 RESOLUTION 21-05-20 CITY OF OAK PARK HEIGHTS WASHINGTON, COUNTY,MINNESOTA A RESOLUTION APPROVING AND DIRECTING SUMMARY PUBLICATION OF TOBACCO LICENSING ORDINANCES AMENDING CHAPTER 1409 AND REPEALING CHAPTER 1404 Councilmember offered the following Resolution, Seconded by Councilmember , and moved its adoption: WHEREAS, the City of Oak Park Heights is a political subdivision, organized and existing under the laws of the State of Minnesota; and WHEREAS, City has enacted Ordinance No. 2021-1409-02 relating to amending provisions of chapter 1409 regarding tobacco sales, licensing and regulation to conform to recent state law raising the age of purchase to 21 and adding provisions relation to sale of electronic cigarettes, and Ordinance No. 2021-1404-03 relating to repealing redundant code chapter 1404; and WHEREAS, the new ordinance is lengthy and the Council finds that publication of the title and a summary of the ordinance will clearly inform the public of the intent and effect of this ordinance. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL OF CITY OF OAK PARK HEIGHTS, MINNESOTA, AS FOLLOWS: 1. The Council hereby approves the following summary of Ordinances 2021-1409-02 and 2021-1404-03 for purposes of legal publication in the City's official newspaper: To Whom It May Concern: NOTICE IS HEREBY GIVEN that on the May 11, 2021, the City Council of Oak Park Heights adopted Ordinance No. 2021-1409-02, entitled "An Ordinance Amending Chapter 1409 Code of Ordinances of the City of Oak Park Heights" and Ordinance No. 2021-1404- 03, entitled "An Ordinance Repealing Chapter 1404 Code of Ordinances of the City, of Oak Park Heights." NOTICE IS FURTHER GIVEN that said Ordinance 2021-1409-02 amends existing Code Chapter 1409 regarding city licensing of tobacco retailers to raise the legal age for purchase and sale of tobacco products from age 18 to age 21 in accordance with recent changes to Minnesota law. The ordinance further adds new definitions and regulations regarding sale of"e-cigarettes" and other electronic nicotine delivery devices and products, also in conformance with Minnesota law. Ordinance 2021-1404-03 repeals Code Chapter 1404 in its entirety for consistency because it was a similar tobacco licensing ordinance that was deemed redundant to Chapter 1409. 1 Page 11 of 90 The foregoing summary is provided per statutes in lieu of publishing the entire ordinances. A full copy of the ordinances is available for inspection at City Hall during regular office hours, and may be provided via mail or email upon written request. Approved Councilmember Johnson Councilmember Liljegren Councilmember Dougherty Councilmember Runk Mayor McComber WHEREUPON, said Resolution was declared duly passed and adopted. I certify that the City of Oak Park Heights adopted the above Resolution on this 25`h day of May, 2021. Mary McComber, Mayor Eric Johnson, Administrator 2 Page 12 of 90 VtTe�, - Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Time Required: 1 min Agenda Item Title: Business Administrator designation for Electronic Funds transfers Agenda Placement Consent Originating Department/Requestor Finance—Betty Caruso Requester's Signature Action Requested Designate the Finance Director as the "Business Administrator" for electronic fund transfers in accordance with the city's Purchasing Policy. Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In accordance with the legal compliance for claims and disbursements and as referenced in the city's purchasing policy there needs to be an annual designation by the council of the financial officer to have the authority to make electronic funds transfers. This is referenced in our purchasing policy as the "Business Administrator". Electronic funds transfers are used in the city for payments of payroll and related benefits and a vendor payment for our utility payment processing service. Finance Policies and Procedures are developed and practiced to insure that the City is in compliance with the MN Statutes and for guidelines in order to protect internal controls. Both of these areas are reviewed by the Auditors every year with the legal compliance audit and a test of internal controls. Therefore,please designate the Finance Officer, Betty Caruso as the Business Administrator as defined in the purchasing policy and giving authority to make electronic funds transfers. 1 Page 13 of 90 Oak Park Heights Request for Council Action Meeting Date May 25th, 2021 Time Required: 1 Minute Agenda Item Title: Consider Chief of Police—Probationary Status and Vacation Hour Changes. Agenda Placement Consent Agenda Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature 441— Action Requested Approve Probationary Status and Vacation Hour Changes for Chief of Police Steve Hansen. Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Chief of Police Steve Hansen commenced his employment with the City on November 30t1,2020 and is approaching a six(6)month mark. The City's Labor Agreement with the TEAMSTERS Supervisors Group outlines a 12-month probationary period,but does allow for other incentive -pay elements to start at six months. Looking back over the last six months and in communicating with hiring committee, some Police Staff,external entities(and my own interactions), all have found Steve to be approachable,willing to be a partner with other City staff,willing to perform public outreach and putting in the necessary time to get the job done. His probationary performance review was excellent. As this six-month period is concluding,I was hoping the City Council would consider the following: • REMOVE THE PROBATIONARY STATUS OF CHIEF STEVE HANSEN effective June 1St, 2021: This step will further demonstrate the City's confidence in this employee and protect its investment. • MAKE A ONE-TIME ALLOCATION OF 60 HOURS TO HIS VACATION LEAVE BALANCE: New employees typically start with the City with two weeks of vacation,but they must first accrue such time prior to it being utilized and cannot use it while on probation. The City did start Chief Hansen with a total of three-weeks,but he too must first accrue it before it can be used. Considering the above reviews and demonstrated ethic,I would like to ask the Council to consider a one-time 60-hour allocation to Chief Hansen's vacation leave time bank. If this would be approved, Chief Hansen would still only be allocated (through subsequent accrual)up to a total of 120 additional hours per year but which means there could be some vacation used immediately and/or could be carried over year-to year subject to the contractual limit of a total hard cap of 320 hours. Page 14 of 90 Oak Park Heights Request for Council Action Meeting Date May 25th, 2021 Time Required: 1 Minute Agenda Item Title: Appoint Mayor Mary McComber as City Voting Delegate to LMC Conference Agenda Placement Consent Agenda Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature 441— Action Requested Appoint Mayor Mary McComber as the City's Voting Delegate to LMC Annual Conference Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): It is expected that the LMC will be holding its regular elections to its Board of Directors at the June—Virtual -Annual Meeting. This includes voting by City attendees, but only one person per city and this person should be officially designated. I would request that the City Council appoint Mayor McComber as that designated voting representative for 2021. Page 15 of 90 Oak Park Heights Request for Council Action Meeting Date May 25th 2021 Time Required: 5 Minutes Agenda Item Title: Consider Possible Repealing Elements of the City's Emergency Declaration Due to COVID-19. Agenda Placement Old Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Discussion and Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): In April 2021 the City Council requested that staff look at options related to getting City meetings back to an in-person format and/or lifting other restrictions. As Staff was exploring this matter,both the CDC and Gov. Walz issued guidance and orders that essential lifted the mask requirement (for vaccinated individuals) and loosened parameters associated with meeting groups sizes for both indoor / outdoor events. These State and Federal actions, in most respects made City's analysis largely moot, but the City did still need to revisit its opening plan to incorporate such updated rules— attached. However, please note that the Gov. State of Emergency and the City Issued State of Emergency- 20-03-19 still remain in effect—AND that Section 5 of the City's Order could be amended or revised to state— subject to final revisions: 5. In consideration of the recent(May 2021)guidance by the State of Minnesota and the US Centers for Disease Control (CDC) the City shall resume "in-person" meetings of the City Council, Planning Commission, and other advisory commissions as of July lst 2021 until such time as it may again be impractical or imprudent because of the COVID-19 health pandemic to continue "in-person"meetings. All such meetings shall continue to follow such guidance and any related updates as may be issued by the State. Attached is the MAY 17th City Opening City Council, Planning Commission, Parks Commission Events: Plan with updates. Excerpted is the In light of the events of the Week of May 1C',2021 with issued guidance by Gov.Walz and the CDC,the CitywilI section (see inset) on City Council and resume standard"in-person"meetings(City Counal,Parks and Planning Commission)commencingiuIV11, other committee meetings with the 2021.Therefare,all lune 2021 meetings will continue to he held remotely. The May 251 and/or June 22n,City Council meetings-will attempt a hybrid-format made possible due to new target for returning all meetings to In- technology;however thereafter(post July e,2021)all meetings shall be"in-person'and fallowing the guidance Person events is July 1St. found in this document and other statutoryrequirements. Any other Ad-hoc or other advisory commissions shall additionally follow this guidance. Page 16 of 90 DECLARATION. 2"3-01 RESOLUTION. 2Q-03-1 94 CITY OF OAK PARI{HEIGHTS-DECLARATION OF CryV EMERGENCY DUE 10 COVID 19 WHFRFAS, the virus named "SARS-CoV-2" is a new strain of coro:,n irus that has riot prcvivusiy been identified in humans and can easily spread from porsm to person and iwhit•I c-11-vs il diycaSc named%oronavirtrs disease 2019,"commonly known as"COVID-19,"which is a resp[r£[t�.r% Ji�FL::nasi, r-ar icsPl[ in serious inj.Ury or death;and WHEREAS,on January 21, 2f?"'i' rite first ease orCOVID-19 was detected in the United States; on March fi 2020 the first case of CQVIII Irl +las detected in the State of hdinnc „[a: avk; as of March 16, 2020, there are thirty-five known cases of C(j%:l) 19 in Minnesota,including cases in Dal,uta('[,[:Pty;and WHEREAS,on January 31,2020,the United States Department or Health and Human Services Secretary Alex Azar declared a public health emergency for COVID-19,beginning on January 27,2020;and WHEREAS,on March I3,2020, President Donald Trump declared that the COVID-19 outbreak in the United $tabes constitutes a National Emergency;and WHEREAS,on March 13,2020,Governor Tim Walz declared a Peacetime State of F,anergeney to authorize a]I neeessary resources to be used in support ofthe CQVID-19 response;and WHEREAS,as of March 15,2020 the World Health Organisation Situation Report confa med a total of 153,517 cases of COVID-19 in over 135 countries,including 5,735 deaths;and as of.March 15,2020,a total of35 ca:scg of COVID-19 have been reported in Minnesota including two in Dakota County and one in Washington Counh•;and WHEREAS,COVID-19 has been idcntiCcd b� the 'v'1°nrld I fealth 019anization as a pandemic. aad thr I'rrtcd States Centers for Dry,%LA:( ;,nmol has pr n idCJ--jiil.-o!lor:i:ciii:<li:rl,, heallheare profes.'J; els.mil H1"ir1V-&S to Sl,--the spread of G')% ID-1'1. which mc: is •ancellinb or p to triiaaltg iii-,,er,.Dn ekcr,[- [I':;;t in4,ti;tie mere!�mn 1111% pcoplr 1,01,C:�Ihi wccks;a ld WHEREAS,the City has been preparing for we:ks, working diligently waith local,state,and federal partners tit inaintain situational awareness and respond to COVID-191 and WHEREAS, additkiinal local cases will trigger a more aggressive public health response and are predicted to impact residents ofthe City ofOek Fork Heights and those who work in or traNul through;he City,including City employees; and the need for social distancin& school closings, and quamntine methods to slo%4 rhe spread of COV[D-I4 is expected to cause significant challenges;and WHEREAS,the City Administrator and Emergency Management Director find that this situation threatens The health, safety, and welfare of the citizens of the community and will cause a significant impact on the ability of pab[ic safetk•personnel to address any immediate dangers to the public es a result of COVID-19;and WHF.RFAS, 6o Cit} ,hdrninistrwcr and Emergency Managemeat Director find that traditional sources of Financial aid, assistance and relief will nor be able to compensate for the potential impact of COVll7-19,and have detCrnL[I[Cd that the necessat}'resources to respond to and rccovcr From this pandemic will exceed those resources available within the City of Oak.Park I leights,and additional resources will be needed from Washington County and slate and federal sources. NOW, THEREFORE, MAYOR MARY MCCOMSER OF THE CITY OF OAK PARK HEIGHTS - PROCLAIMS,DECLARES,REQUESTS,AND DIRECTS AS FOLLOWS! 1. Under the authority given by Minnesotan Statutes, Section 12.29, declares that a local emergency exists within the City effective March 21, 2020, with all the powers and responsibilities attending Page 17 of 90 thereto as provided by Mirtrescxa Statutes, m Chapter 1 , and further pcl7ints that 5ucly CIIC'jLIcrrc)' constitutes a declared emergency pursuant to City Code Section 1 118 ` 2. Direct, City Staff to review ordinance and reguiatory requirements. operations. Citi it ind IP, pniceedings. events, and resources to detcrminc whether dic fiorce Ging Nhould be aditi tcA1',ii snsperided_ and to make recommendations regarding additional emergency regulations to supp,,, rh: emplcoyecs and res idms of the City. 3. Directs all City dcpnrtmcnts and offices to operant:and support the re5prrEut to this incident,under the direction and coordination of the Frnergencv Management Director arxJ Citta Adnimistt'.nmr including impicruenting new employee protocols, strategies, and processes 10 ensure tJ)A: l:i�li: .,c,-vices are maintained also including the reasonable implernenttttitm of tale ['it.°< .r:in-•trd l'autdemic Preparedness Plan. 4, Directs the City's Emergortcy Mlanagcment Director and other appropriate City stall to retlttefa and coordinate appropriate aid and resnurecs finny surro-anding jurisdictions, Washington County, the Stute of Minnesota,and the Federal government,as neoded, 5. Dechm, under Mimtesoto Statues, Section 13D.02I, that in-person meetings of the City Counci6, Planning Commission,and other advisory commissions of the City of are not practical or prudent due Iv the Co VID-I9 health pandernic and the pcmetiine cairrgency declared by Governor wala pursuant to MinnCsota Statutes, Chapter 12, and herehy directs that meetings of the City Council, Planning Commission,and other ads i ory commissions of the City A0,11 be conducted by telephone or other ciectrunic means, and herebti directs City Staff tO take such action as may be necessary to triable such m tiugs:ta:occur via telcphonc orothcr clectronicmaam pursuant to Minnesota Statutes, Section 13D.021, until such time as it i5 ria Inrfger unpractical or irnpruderit for the City Council, Planning Cammimion,and other advisor} corltrrn is.>ions to resume in-person Ineetings. 6. bequests that the City Council copvenc at its earliest convenience to discuss the situation and Considcr extending this declaration, This enlergemeN declaration shall continue fur u period of thrEq, (3)does from its effective date of March 21, 2020,unlcsti I-Iller extended by or wadi the cunsent or the City Council pursuant io Minncwla`5lalurL's,S=usan ;=."').subd- I- 7. Orders that this dcclarad-on be jgven prompt and general publicity and chat it be filed promptly by the City Clerk. D- ] atialr 4- 01 7�,[mwed and Signed-Daled this 17 day orMarch,2020 Mayar,Alary McCom4pr - h � Attu �"titT,�Cleek � ` yt inn:�flirnrirl�DE'rl{iraflim^_.fl-M-ni -.ApprnvPd by rhe city c ouch on Rlarch 24th,2220 Mayor pry Mc amber t i f" pitta /k ?--Iw Clerk -- Page 18 of 90 s - COVID-19 Preparedness Plan for the City of Oak Park Heights — MAY 14th 2021 UPDATE *** TO BE IN EFFECT ON May 17th, 2021 ***Subject to Further Revisions*** The City of Oak Park Heights is committed to providing a safe and healthy workplace for all our workers, citizens and customers. To ensure we have as safe and healthy workplace, we have developed the following COVID-19 Preparedness Plan in response to the COVID-19 pandemic. This Plan is not a City-wide mandate or rule, rather it provides guidance for City Officials, Staff,Visitors and related City events. The City of Oak Park Heights Declaration of Emergency- 20-03-01 (March 2020) as well as Gov. Walz's Emergency Order(s) still remain in effect as of May 17th, 2021, however: This document is being revised as of May 17th 2021 in response to new CDC Guidance and Gov. Tim Walz's announcements that that fully vaccinated people no longer need to wear a mask or physically distance in any setting, except where required by federal, state,local, tribal, or territorial laws,rules, and regulations, including local business and workplace guidance,see the attached links: https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated-guidance.htmI https://m n.gov/governor/covid-19/news/#/detai I/appld/l/id/482065 All City Employees remain responsible for implementing and continuation of this plan. Our goal is to mitigate the potential for transmission of COVID-19 in our workplaces and communities, and that effort requires full cooperation among everyone. Only through this cooperative effort can we establish and maintain the safety and health of our workers and workplaces. The City is implementing and ensuring compliance with all aspects of this COVID-19 Preparedness Plan. The City of Oak Park Heights staff have full support in enforcing the provisions of this policy. Our workers are our most important assets. We are serious about safety and health and keeping our workers working in the City of Oak Park Heights. Worker involvement is essential in developing and implementing a successful COVID-19 Preparedness Plan. We have involved our workers in this process by seeking their feedback towards developing this Plan.Our COVID-19 Preparedness Plan follows Centers for Disease Control and Prevention (CDC) and Minnesota Department of Health (MDH) guidelines, federal OSHA standards related to COVID-19 and Executive Order 20-48, and addresses: • hygiene and respiratory etiquette; • engineering and administrative controls for social distancing; • cleaning, disinfecting, decontamination and ventilation; Page 19 of 90 • prompt identification and isolation of sick persons; • communications and training that will be provided to managers and workers; and • management and supervision necessary to ensure effective implementation of the plan. • protection and controls for pick-up, drop-off and delivery; • communications and instructions for customers. Appendix A outlines a number of links and resources related to the terms and goals found in this Preparedness Plan. Screening and policies for employees and officials exhibiting signs and symptoms of COVID-19: Workers have been informed of and encouraged to self-monitor for signs and symptoms of COVID-19. The following policies found in Attachment B are being implemented to assess workers' health status prior to entering the workplace and for workers to report when they are sick or experiencing symptoms. Employees are expected to critically evaluate their personal health and make sound judgements before they come to the City Hall. The City of Oak Park Heights has also implemented a policy for informing workers if they have been exposed to a person with COVID-19 at their workplace and requiring them to quarantine for the required amount of time. In addition, to protect the privacy of workers' health status and health information and generally consists of HIPPA regulations, used of confidential communication protocols and limited access to personnel files. These are common practices and shall be followed. The City of Oak Park Heights has implemented leave policies consistent with Federal and/or State Laws that promote workers staying at home when they are sick, when household members are sick, or when required by a health care provider to isolate or quarantine themselves or a member of their household. Accommodations for workers with underlying medical conditions or who have household members with underlying health conditions have been implemented consistent with Federal and/or State Laws.See Attachment C—and note that there likely are other additional Federal or State Updates. Handwashing & Respiratory etiquette: Cover your cough or sneeze See Attachment D - Basic infection prevention measures are being implemented at our workplaces at all times. Workers are instructed to wash their hands for at least 20 seconds with soap and water frequently throughout the day, but especially at the beginning and end of their shift, prior to any mealtimes and after using the toilet.All customers and visitors to the workplace will be required to wash or sanitize their hands prior to or immediately upon entering the facility. Hand-sanitizer dispensers(that use sanitizers of greater than 60%alcohol)are at various locations in the workplace so they can be used for hand hygiene in place of soap and water, as long as hands are not visibly soiled. Workers, customers and visitors are being instructed to cover their mouth and nose with their sleeve or a tissue when coughing or sneezing and to avoid touching their face, in particular their mouth, nose and eyes, with their hands. They should dispose of tissues in provided trash receptacles and wash or sanitize their hands immediately afterward. Respiratory etiquette will be demonstrated on posters and supported by making tissues and trash receptacles available to all workers, customers and visitors. Page 20 of 90 Social distancing: Social distancing of six feet will be implemented and maintained between workers, customers and visitors in the workplace through the following engineering and administrative controls: The following shall be required until notice is provided: 1. All Visitors to the City Hall (including but not limited to: residents, non-city employees, consultants, elected officials or hired contractors) may wear a FACEMASK and should follow CDC and State Guidelines. 2. Staff are not required to wear a facemask in City Hall or other City properties if they are fully- vaccinated; however if they are not fully vaccinated, they are encouraged to wear a mask and that all Staff, Officials and Visitors follow State and CDC Guidelines. 3. Staff may attend off-site meetings and are not required to wear a mask to such meetings if they are fully-vaccinated, but shall honor the site requirements of such location (when on official business) and always consider their personal health and wellness to be sure they are comfortable in any setting.Staff should let their Department Heads know of any concerns relate to this subsection or any element of this document. 4. To the extent reasonable, social distancing of 6 feet is encouraged. 5. Use of the COMMON AREA BREAK ROOM should be limited to not more than SIX PERSONS at any one time and such persons should follow sound social distancing practices. 6. Police and Public Works staff will additionally follow their own Departmental Policies for the Public Works Garage and Police Department Areas and their related field operations. 7. Consistent with past guidelines, Employees shall not come to City Hall when ill. 8. 7/24/20 Update: In the event any State Order, Rule or Statute that conflicts with provisions of this Plan,the City shall follow the State guidance;including,but not limited to recent Gov.Order 20-81 issued on 7/22/20 relating to face coverings. Cleaning, disinfection, and ventilation: Regular housekeeping practices are being implemented, including routine cleaning and disinfecting of work surfaces, equipment, tools and machinery, delivery vehicles and areas in the work environment, including restrooms, break rooms, lunch rooms, meeting rooms, checkout stations, fitting rooms, and drop-off and pick-up locations. Frequent cleaning and disinfecting will be conducted in high-touch areas, such as phones, keyboards, touch screens, controls, door handles, elevator panels, railings, copy machines, credit card readers, delivery equipment, etc. Public Works staff will be generally responsible for routine cleaning operations of public areas; however, the City asks all staff to monitor that effort and pitch-in if time allows. Each employee shall be responsible for regular cleaning and implementation of hygienic practices at their workstation in the office. Page 21 of 90 Appropriate and effective cleaning and disinfectant supplies have been purchased and are available for use in accordance with product labels, safety data sheets and manufacturer specifications and are being used with required personal protective equipment for the product. These are available in CLEANING CLOSET and or can be placed at your desk or work areas. The maximum amount of fresh air is being brought into the workplace, air recirculation is being limited and ventilation systems are being properly used and maintained. Steps are also being taken to minimize air flow blowing across people. Communications and training: This COVID-19 Preparedness Plan is to be all communicated to all workers on or before June 1". 2020 along with prompt updates when alternations are made and necessary training is to be provided if needed. Additional communication and/or training will be ongoing. Instructions will be communicated to vendors and visitors about: how drop-off, pick-up, delivery and permits will be conducted to ensure social distancing between the customers and workers; required hygiene practices, etc. Customers and visitors will also be advised not to enter the workplace if they are experiencing symptoms or have contracted COVID-19. SIGNS will be posted. All staff are to work through this new program together and update the training as necessary. This COVID-19 Preparedness Plan has been certified by The City of Oak Park Heights management and was posted throughout the workplace on or before June 1". It will be updated as necessary. City Council, Planning Commission, Parks Commission Events: In light of the events of the Week of May 10th, 2021 with issued guidance by Gov. Walz and the CDC, the City will resume standard "in-person" meetings (City Council, Parks and Planning Commission) commencing July 151 2021.Therefore, all June 2021 meetings will continue to be held remotely. The May 25th and/or June 22nd City Council meetings will attempt a hybrid-format made possible due to new technology; however thereafter(post July 1", 2021) all meetings shall be "in-person" and following the guidance found in this document and other statutory requirements. Any other Ad-hoc or other advisory commissions shall additionally follow this guidance. May 17th Update and All Elements-Certified by: 441— Date 5/17/21 Eric Johnson City Administrator Page 22 of 90 Appendix A — Guidance for developing a COVID-19 Preparedness Plan General Centers for Disease Control and Prevention (CDC): Coronavirus (COVID-19)—www.cdc.gov/coronavirus/2019- nCoV Minnesota Department of Health (MDH): Coronavirus—www.health.state.mn.us/diseases/coronavirus State of Minnesota: COVID-19 response—https://mn.gov/covidl9 Businesses CDC: Resources for businesses and employers—www.cdc.gov/coronavirus/2019- ncov/community/organizations/businesses-em plovers.htmI CDC: General business frequently asked questions—www.cdc.gov/coronavirus/2019-ncov/community/general- business-fag.html CDC: Building/business ventilation—www.cdc.gov/coronavirus/2019-ncov/community/guidance-business- response.html MDH: Businesses and employers: COVID-19—www.health.state.mn.us/diseases/coronavirus/businesses.htmI MDH: Health screening checklist—www.health.state.mn.us/diseases/coronavirus/facilitvhlthscreen.pdf MDH: Materials for businesses and employers—www.health.state.mn.us/diseases/coronavirus/materials Minnesota Department of Employment and Economic Development (DEED): COVID-19 information and resources—https://mn.gov/deed/newscenter/covid/ Minnesota Department of Labor and Industry(DLI): Updates related to COVID-19—www.dli.mn.gov/updates Federal OSHA—www.osha.gov Handwashing MDH: Handwashing video translated into multiple languages—www.youtube.com/watch?v=LdQuPGVcceg Respiratory etiquette: Cover your cough or sneeze CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/prevention.html CDC: www.cdc.gov/healthvwater/hygiene/etiquette/coughing sneezing.html MDH: www.health.state.mn.us/diseases/coronavirus/prevention.html Page 23 of 90 Social distancing CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-business-response.html MDH: www.health.state.mn.us/diseases/coronavirus/businesses.html Housekeeping CDC: www.cdc.gov/coronavirus/2019-ncov/community/disinfecting-building-facility.html CDC: www.cdc.gov/coronavirus/2019-ncov/prevent-getting-sick/disinfecting-vour-home.html CDC: www.cdc.gov/coronavirus/2019-ncov/community/organizations/cleaning-disinfection.html Environmental Protection Agency(EPA): www.epa.gov/pesticide-registration/list-n-disinfectants-use-against- sa rs-cov-2 Employees exhibiting signs and symptoms of COVID-19 CDC: www.cdc.gov/coronavirus/2019-ncov/if-vou-are-sick/steps-when-sick.htmI MDH: www.health.state.mn.us/diseases/coronavirus/basics.html MDH: www.health.state.mn.us/diseases/coronavirus/facilitvhlthscreen.pdf MDH: www.health.state.mn.us/diseases/coronavirus/returntowork.pdf State of Minnesota— https://mn.gov/covidl9/for-minnesotans/if-sick/get-tested/index.isp Training CDC: www.cdc.gov/coronavirus/2019-ncov/community/guidance-small-business.html Federal OSHA: www.osha.gov/Publications/OSHA3990.pdf MDH: www.health.state.mn.us/diseases/coronavirus/about.pdf Page 24 of 90 Appendix B — Guidance for developing a COVID-19 Preparedness Plan YF Oak Park Heights Employee Guidance—FAQ and Illness Information. This document will continue to evolve as we receive additional questions and guidance. We recognize that there is a heightened sense of concern across our workforce. The City is doing everything we can at this time to ensure the safety of our workforce and the safety of our community. We are continuing to develop additional policies and guidance to address the changing nature of COVID-19.Please visit the CDC website for the most up-to-date information regarding the virus. 1. What to do if you are showing symptoms or feeling ill? Employees are expected to stay home if sick. At the first sign of illness, notify your supervisor and leave work immediately to avoid exposing coworkers. Employees should stay home until completely recovered or the virus has been ruled out. Employees who have symptoms of illness are expected to communicate with their department head and stay home and not come to work until they are: -free of fever(100.4° F [37.8° Q or greater using an oral thermometer, -free of signs of a fever, cough, sore throat or other symptoms, AND -free of any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). 2. When can you return to work after an illness? Employees who have symptoms of illness are expected to stay home and not come to work until they are: -free of fever(100.4° F [37.8° Q or greater using an oral thermometer, -free of signs of a fever, cough, sore throat or other symptoms, AND -free of any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). The City may require a physician's note stating you may safely return to work. 3. What if another employee is exhibiting COVID-19-like symptoms in the workplace? Page 25 of 90 Employees should refrain from discussing a co-worker's health condition due to data privacy and HIPAA laws. If you have concerns you should speak privately with your supervisor. Employees should be treated the same as any other employee who displays symptoms of a contagious disease. Supervisors should not ask employees about a medical diagnosis,but employees may choose to voluntarily share this information.If the employee is displaying symptoms of a contagious disease, Supervisors should speak privately with the employee. Supervisors do have the authority to require an ill employee to leave the workplace as a safety consideration for the health of other employees. While the supervisor should not make judgments about a medical diagnosis,they may rely on symptoms to make a determination to send an employee home. 4. What to do if you believe you have been exposed to the virus? If you have been in contact with someone who is suspected of having the virus,report this information to your supervisor and discuss options. The CDC provides further guidelines if you suspect you are infected with the virus 5. What if an employee needs to be tested for COVID-19? We understand that the City's health insurance provider,HealthPartners,will cover testing costs for employees who carry the City's insurance. This coverage includes no member cost-share for administration of the COVID-19 laboratory test(regardless of where the test is performed) for the City's health plan members. In addition, there will be no member cost-share related to an in-network office or urgent care visit associated with the test. Members with questions about their benefits and coverage should call Member Services at the number on the back of their member ID card. Members who are concerned that they may have been exposed to COVID-19 can take screening assessments available online at Doctor on Demand or should call their primary care clinic. Dedicated site from your health plan for related information: HealthPartners.com/coronavirus. 9. What responsibilities do employees have to report that they have been diagnosed with COVID-19? An employee's diagnosis of any type of illness is considered protected health information. Employees do not have to disclose their diagnosis. However, employees do need to follow proper call in procedures if they are not able to report to work. Please consider your fellow staff and their families. Page 26 of 90 10. What if an employee is exhibiting COVID-19 like symptoms in the workplace, what protocol should I follow? The employee should be treated the same as any other employee who displays symptoms of a contagious disease.If an employee becomes ill at work, supervisors should speak with the employee privately and ask them to consider going home. Employers can require employees to stay home from work if they have signs or symptoms of a communicable disease that poses a credible threat of transmission in the workplace, or if they have traveled to high-risk geographic areas, such as those with wide-spread or sustained community transmission of the illness. Employers may send employees home if they are displaying symptoms of contagious illness. Supervisors should refrain from announcing to employees that a coworker is at risk of or actually has a disease. Instead, supervisors should focus on educating employees on best practices for illness prevention. Employees who have symptoms of illness are requested to stay home and not come to work until they are: • free of fever(100.4° F [37.8° C] or greater using an oral thermometer, • free of signs of a fever, AND • free of any other symptoms for at least 24 hours, without the use of fever-reducing or other symptom-altering medicines (e.g. cough suppressants). Page 27 of 90 Appendix C — Guidance for developing a COVID-19 Preparedness Plan Page 28 of 90 0UNITED STATES DEPARTMENT OF LABOR WAGE AND • •EMPLOYEE PAID LEAVE RIGHTS10 I I FAMILIES FIRST C0R0N"IRV%R1= PNSE Ar-T: The Families First Coronavirus Response Act(FFCRA or Act) requires certain employers to provide employees with paid sick leave or expanded family and medical leave for specified reasons related to COVID-19. The Department of Labor's(Department)Wage and Hour Division (WHD)administers and enforces the new law's paid leave requirements. These provisions will apply from the effective date through December 31, 2020. Generally, the Act provides that employees of covered employers are eligible for: • Two weeks(up to 80 hours)of paid sick leave at the employee's regular rate ofpaywhere the employee is unable to work because the employee is quarantined(pursuant to Federal, State, or local government order or advice of a health care provider), and/or experiencing COVID-19 symptoms and seeking a medical diagnosis; or • Two weeks(up to 80 hours) of paid sick leave at two-thirds the employee's regular rate of pay because the employee is unable to work because of a bona fide need to care for an individual subject to quarantine (pursuant to Federal, State, or local government order or advice of a health care provider), or to care for a child (under 18 years of age)whose school or child care provider is closed or unavailable for reasons related to COVID-19, and/or the employee is experiencing a substantially similar condition as specified by the Secretary of Health and Human Services, in consultation with the Secretaries of the Treasury and Labor; and • Up to an additional 10 weeks of paid expanded family and medical leave at two-thirds the employee's regular rate of pay where an employee, who has been employed for at least 30 calendar days, is unable to work due to a bona fide need for leave to care for a child whose school or child care provider is closed or unavailable for reasons related to COVID-19. Covered Employers:The paid sick leave and expanded family and medical leave provisions of the FFCRA apply to certain public employers, and private employers with fewer than 500 employees.[1] Most employees of the federal government are covered by Title I I of the Family and Medical Leave Act,which was not amended by this Act, and are therefore not covered by the expanded family and medical leave provisions of the FFCRA. However, federal employees covered by Title 11 of the Family and Medical Leave Act are covered by the paid sick leave provision. Small businesses with fewer than 50 employees may qualify for exemption from the requirement to provide leave due to school closings or child care unavailability if the leave requirements would jeopardize the viability of the business as a going concern. Eligible Employees:All employees of covered employers are eligible for two weeks of paid sick time for specified reasons related to COVID-19. Employees employed for at least 30 days are eligible for up to an additional 10 weeks of paid family leave to care for a child under certain circumstances related to COVID-19. [2] Notice:Where leave is foreseeable, an employee should provide notice of leave to the employer as is practicable.After the first workday of paid sick time, an employer may require employees to follow reasonable notice procedures in order to continue receiving paid sick time. ► Qualifying Reasons for Leave Under the FFCRA, an employee qualifies for paid sick time if the employee is unable to work(or unable to telework)due to a need for leave because the employee: 1. is subject to a Federal, State, or local quarantine or isolation order related to COVID-19; 2. has been advised by a health care provider to self-quarantine related to COVID-19; 3. is experiencing COVID-19 symptoms and is seeking a medical diagnosis; 4. is caring for an individual subject to an order described in (1)or self-quarantine as described in (2); 5. is caring for a child whose school or place of care is closed (or child care provider is unavailable)for reasons related to COVID-19; or 6. is experiencing any other substantially-similar condition specified by the Secretary of Health and Human Services, in consultation with the Secretaries of Labor and Treasury. Under the FFCRA, an employee qualifies for expanded family leave if the employee is caring for a child whose school or place of care is closed (or child care provider is unavailable)for reasons related to COVID-19. [1]Certain provisions may not apply to certain employers with fewer than 50 employees.See Department FFCRA regulations(expected April 2020). [2]Under the Act,special rules apply for Health Care Providers and Emergency Responders. Page 29 of 90 UNITED STATES DEPARTMENT OF LABOR I WAGE AND HOUR DIVISION CURRENT AS OF 3/2020 1 ,- DURATION OF LEAVE For reasons(1)-(4) and (6):A full-time employee is eligible for 80 hours of leave, and a part-time employee is eligible for the number of hours of leave that the employee works on average over a two-week period. For reason(5):A full-time employee is eligible for up to 12 weeks of leave(two weeks of paid sick leave followed by up to 10 weeks of paid expanded family&medical leave)at 40 hours a week, and a part-time employee is eligible for leave for the number of hours that the employee is normally scheduled to work over that period. ,- CALCULATION OF PAY [3] For leave reasons(1), (2), or(3): employees taking leave are entitled to pay at either their regular rate or the applicable minimum wage,whichever is higher, up to$511 per day and $5,110 in the aggregate(over a 2-week period). For leave reasons(4) or(6): employees taking leave are entitled to pay at%their regular rate or%the applicable minimum wage, whichever is higher, up to$200 per day and$2,000 in the aggregate(over a 2-week period). For leave reason (5): employees taking leave are entitled to pay at%their regular rate or%the applicable minimum wage, whichever is higher, up to$200 per day and $12,000 in the aggregate(over a 12-week period). [4] ,- RESOURCES For additional information or to file a complaint: 1-866-487-9243 1 TTY: 1-877-889-5627 dol.aov/aaencies/whd [3]Paid sick time provided under this Act does not carryover from one year to the next.Employees are not entitled to reimbursement for unused leave upon termination, resignation,retirement,or other separation from employment. [4]An employee may elect to substitute any accrued vacation leave,personal leave,or medical or sick leave for the first two weeks of partial paid leave under this section. Page 30 of 90 UNITED STATES DEPARTMENT OF LABOR I WAGE AND HOUR DIVISION CURRENT AS OF 3/2020 2 4-23-21- OPH UPDATE TO CITY EMPLOYEES Employees Request for Public Health Emergency Leave (Emergency FMLA Expansion Act) under the Families First Coronavirus Response Act (FFCRA) "Updated for the 2021 American Rescue Plan Act making state and local governments eligible for the paid leave reimbursable tax credits under the Families First Coronavirus Relief Act (FFCRA) for the period April 1, 2021, and ending on September 30, 2021 You may be eligible for a partially paid leave of absence under the expanded Family Medical Leave if you are unable to work or telework due to: • caring for your minor child whose school or child care provider is closed or unavailable due to the COVID-19 pandemic; or • you are obtaining a COVID-19 vaccination; or • you are suffering or recovering from side effects related to the COVID-19 vaccination; or • you are seeking or waiting the results of a COVID-19 test if you have either been exposed to COVID-19 or the city has requested the COVID-19 test. In these situations, you may be eligible for a partially paid leave of absence through the Public Health Emergency Leave (expanded Family Medical Leave). This paid leave provided by the City is optional for cities in 2021 and for those electing it, (Oak Park Heights is ELECTING to provide such benefits) the leave is in addition to other leave provided under Federal, State, or local law; an applicable collective bargaining agreement; or the city's accrued leave benefits. This leave benefit is from April 1, 2021 through September 30, 2021. The American Rescue Plan Act of 2021 includes a measure that, effective April 1, 2021, makes state and local governments eligible for the paid leave reimbursable tax credits under the Families First Coronavirus Relief Act (FFCRA). Due to this tax benefit, the City has opted to provide this benefit to city eligible employees. If eligible, you may be eligible for up to 12 weeks of leave for this reason (providing you have not already exhausted the "traditional" FMLA or the additional Family Medical Leave under the expanded leave benefit, you may be entitled to throughout the 12-month period. To be eligible for this expanded FMLA leave, you must: • have worked for the City for at least 30 days (i.e., for an eligible employee requesting leave on April 1, the employee would have to be on the city's payroll as of March 2, 2021); • be unable to work or telework because you are caring for your minor child since your child's school or daycare closed or your childcare is unavailable due to COVID-19; and • there is no other suitable person available to care for your child/children during the period of leave. Page 31 of 90 Employee Name: PLEASE SELECT ANY THAT APPLY: 0 I certify I am unable to work or telework at this time due to the need to care for my minor child/children who do not have school or childcare due to the COVID-19 pandemic. This situation makes me: Completely unable to work my normal schedule. Dates of leave requested: From (date): to (date): Able to work only a portion of my normal schedule. (Please describe the hours you are able to work on a separate piece of paper and attach. This will be reviewed with your supervisor and a response provided as to whether the City can reasonably accommodate the requested schedule.) Child / Children I must care for: Child's Name: Age: Relationship to Employee: Name and City of School or Child Care Center/Provider the child is enrolled at: ............................................................................... Child's Name: Age: Relationship to Employee: Name and City of School or Child Care Center/Provider the child is enrolled at: ............................................................................... Child's Name: Age: Page 32 of 90 Relationship to Employee: Name and City of School or Child Care Center/Provider the child is enrolled at: ............................................................................... Please Note: With the care of a child older than 14 during daylight hours, you must include a statement that special circumstances exist requiring the employee to provide care. 0 I am obtaining a COVID-19 vaccination or suffering or recovering from side effects relating to the COVID-19 vaccination. Name of Health Care Provider providing vaccine: From (date): to (date): 0 I am seeking or waiting the results of a COVID-19 test as I have either been exposed to COVID-19 or my employer has requested the COVID-19 test. Name of Health Care Provider providing COVID-19 test: From (date): to (date): 0 I am subject to a Federal, State or local quarantine or isolation order related to COVID-19. I have attached to this form a copy of Governor Walz's Stay at Home Executive Order should there be one put into place in 2021. From (date): to (date): 0 I have been advised by a health care provider to self-quarantine due to concerns related to COVID-19. Name of Health Care Provider who advised me to self-quarantine for COVID-19 related reasons: From (date): to (date): Page 33 of 90 0 I am experiencing COVID-19 symptoms and am seeking a medical diagnosis. Name of Health Care Provider I am contacting: From (date): to (date): I certify that the above information is true and accurate to the best of my knowledge. • 1 further certify that no other suitable person is available to care for the child(ren) during this period of time for leave relating to school or daycare closure. Employee Signature Date NOTICE TO EMPLOYEES: • Employees qualifying for the optionally provided City expanded FMLA leave due to school or child-care closures as well as the COVID-19 related situations outlined on this form will be paid for two-thirds of their normal wage for the work hours missed, up to a maximum of$200/day. • The maximum hours available for regular part-time employees will be determined by normally scheduled hours. For example, a part-time employee who is scheduled to work 25 hours per week would be eligible for two-thirds of their normal wage for those hours, up to the maximum of$200/day. • The maximum hours available for limited part-time, temp and seasonal employees will be determined by calculating the average hours worked over the last six months to calculate the average daily hours. • As of April 1, 2021 through September 30, 2021, and assuming I have not used any/ exhausted my FMLA already, for COVID-related qualifying events outlined in this form, I may use up to these 12 weeks of benefit plus two week of paid Emergency Paid Sick Leave for a total of up to 14 weeks. • The use of FMLA leave for this purpose counts towards an employee's total FMLA leave eligibility of 12 weeks per 12-month period. Page 34 of 90 Appendix D— Guidance for developing a COVID-19 Preparedness Plan Page 35 of 90 Germs are everywhere! They can get onto hands and items we touch during daily activities and make you sick. Cleaning hands at key times with soap and water or hand sanitizer is one of the most important steps you can take to avoid getting sick and spreading germs to those around you. 9 There are important differences between washing hands with soap and water and cleaning them with hand sanitizer. For example, alcohol-based hand " sanitizers don't kill ALL types of germs, such as a stomach bug called norovirus, some parasites, and Clostridium difficile, which causes severe diarrhea. Hand sanitizers also may not remove harmful chemicals, such as pesticides and heavy metals like lead. Handwashing reduces the amounts of all types of germs, pesticides, and metals on hands. Knowing when to clean your hands and which method to use will give you the best chance of preventing sickness. When should I use? Soap and Water Alcohol-Based Hand Sanitizer Before, during, and after preparing food Before and after visiting a friend or a loved Before eating food one in a hospital or nursing home, unless the person is sick with Clostridium difficile Before and after caring for someone (if so, use soap and water to wash hands). who is sick Before and after treating a cut or wound If soap and water are not available, use an alcohol-based hand sanitizer that contains After using the bathroom, changing at least 60% alcohol, and wash with soap diapers, or cleaning up a child who has used the bathroom and water as soon as you can. After blowing your nose, coughing, Do NOT use hand sanitizer if your hands are visibly or sneezing dirty or greasy: for example, after gardening, After touching an animal, animal food or playing outdoors, or after fishing or camping treats, animal cages, or animal waste (unless a handwashing station is not available). After touching garbage Wash your hands with soap and water instead. If your hands are visibly dirty or Department of Health and Human Services DiseaseCenters for Prevention Page 36 of 90 CS270631 How should I use? Soap and Water Alcohol-Based Hand Sanitizer Wet your hands with clean running water Use an alcohol-based hand sanitizer that (warm or cold) and apply soap. contains at least 60% alcohol. Supervise Lather your hands by rubbing them young children when they use hand sanitizer together with the soap. to prevent swallowing alcohol, especially in schools and childcare facilities. Scrub all surfaces of your hands, including the palms, backs, fingers, between Apply. Put enough product on hands to your fingers, and under your nails. Keep cover all surfaces. scrubbing for 20 seconds. Need a timer? Rub hands together, until hands feel dry. Hum the "Happy Birthday" song twice. This should take around 20 seconds. Rinse your hands under clean, running water. Note: Do not rinse or wipe off the hand Dry your hands using a clean towel or sanitizer before it's dry; it may not work as well against germs. air dry them. —aw JAI +1k For more information, visit the CDC handwashing website, www.cdc.gov/handwashing_ _j Page 37 of 90 Spreadmingis out 0 0 Handwashingis IN '. IIII�III Handwashing is one of the most important things we can do to avoid getting sick and spreading germs to others. Centers for Disease I+ Control and Prevention Irrri National Center for Emerging www.cdc qw/handwashing Page 38 of 90 and Zoonotic Infectious Diseases CS267337-A I:overlO I:ough Stop the spread of germs that can make you and others sick! Cover your mouth and nose with a tissue when you cough or sneeze. �\ Put your used tissue in the 1 waste basket. i 001, P v 140000� . 0 0 Ifyou don't have a tissue, cough or sneeze into your upper sleeve or ° elbow, not your hands. a You may be asked to put on a facemask to protect others. d 1 N 35ERVIc:Ps-f`r9 r Wash hands often with soap and I�/A warm water for 20 seconds. 1(+ If soap and water are not Y available, use an alcohol-based Page 39 of 90 hand rub. V CS208322 r « Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Agenda Item. Authorize Finance Director to Prepare Preliminary 2022 f LIdl et 'Ind ado tio« of the Proposed Budget Schedule Time Req. 2 Agenda Placement New Business Originating Department/Requestor_ Betty Caruso, Finance Director Requester's Signature Action Requested. Authorize the Finance Director to proceed with re aration of the 2022 Bud et with guidelines for its preparation and the adoption.of the Proposed Budget Schedule Background/Justif cation: In June the budget worksheets will be distributed to the Department Heads with a request for them to be submitted by June 30th. The information will be compiled by the Finance Department during July for future work session discussions with the Council. Staff offers that the following items will be of important note: • Legislative Impacts for the 2022 Budget - Unknown at this time. Regular Session concluded with most work unfinished. • American Rescue Plan Funding will be available for COVIDI9 expenditures for the period 3/1/21 through 12/31/24. Uses are very limited to Public Health and Economic Recovery. • Implicit Price Deflator from I"qtr 2020 as compared 1St qtr 2021 is 2.79% • No useable information available for Xcel Values • At this time County Preliminary Values reflect a total 4.77% increase in market value. This is reflective of 1%new construction, other 4%. Considering this information, I would request the Council to review and take action on three items. 1. Offer any direct preliminary 2022 budget guidelines. 2. Adopt a 2022 Budget Schedule - Listed is 2022 Budget Schedule including possible work sessions. Please review, keeping in mind that a Preliminary Budget and a Proposed Tax Levy must be filed with the County by September 30, 2021. If there are no conflicts or alternative dates required, please consider adoption of this schedule. IIl' age Page 40 of 90 2022 Proposed Budget Schedule July 27Th Prior to Scheduled Council Meeting Work session 5:00 Budget sufntnar) Meet with Department Heads Or May Require a Special Meeting August 24th Prior to Scheduled Council Meeting Work session 5:00 Updated Budget document and Tax Impact If values are available from Wash County. (2021 values were available 8124/20) September 14th Prior to Scheduled Council Meeting Work session 5:00 Updated Budget document and Tax Impact Estimated Values of Xcel Property- hopefully September 28" Prior to Scheduled Council Meeting Work session 5:00 Budget Summary with changes Proposed Tax Levy/Adoption of Preliminary Budget(Due to County September 3011) If it becomes difficult to meet these dates, we may need to schedule special meetings during July and/or August. 3. If Council members have new or continued items for consideration, could these please be submitted by June 30th? 21Page Page 41 of 90 Oak Park Heights Request for Council Action Meeting Date May 25th, 2021 Time Required: 5 Minutes Agenda Item Title: VET IQ - Conditional Use Permit& Design Guidelines Review- 5815 Norell Ave. N. (located inside Walmart) Agenda Placement New Business Originating Department/Requestor: Eric Johnson, City Administrator Requester's Signature Action Requested _Discussion, Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Please see the attached from Scott Richards, City Planner 1. Planning Report—Dated May 6th, 2021 2. Approved Planning Commission Resolution—Unsigned 3. Proposed City Council Resolution. Page 42 of 90 TPC3601 Thurston Avenue N, Suite 100 Anoka, MN 55303 Phone: 763.231.5840 Facsimile: 763.427.0520 TPC(«,1P1anningCa.cor-n PLANNING REPORT TO: Eric Johnson FROM: Scott Richards DATE: May 6, 2021 RE: Oak Park Heights — Walmart/Vet IQ — Conditional Use Permit for Signage and Design Guidelines/Site Plan Review — 5815 Norell Avenue North TPC FILE: 236.02 — 21.05 BACKGROUND Ryan Sexton, representing Vet IQ, has made application for a Conditional Use Permit (CUP) to allow for additional tenant signage and Design Guidelines/Site Plan review for an exterior storefront door at the Walmart, located at 5815 Norell Avenue North. Vet IQ is a veterinary quick service clinic to be located within the Walmart store. Access to the clinic will be through a dedicated exterior storefront door and not through the interior of the stare. The request is to add two signs totaling approximately 14 square feet. The CUP is required to increase the amount of signage in that Walmart is at the maximum allowed number and total square footage of signs. The site is zoned B-2, General Business District in which the retail business is a permitted use. Animal care services, such as Pet IQ are an accessory use in the B-2 District. EXHIBITS The review is based upon the following submittals: Exhibit 1: Project Narrative Exhibit 2: Vet IQ Location Map (SSM-1) Exhibit 3: Demolition and Construction Plan (SECP -1) Exhibit 4: Location of Vet IQ (A-1) Exhibit 5: Pictures of Interior and Exterior Doors and Signage (3 sheets) Exhibit 6: Interior Space Build Out Plans (9 sheets) Page 43 of 90 PROJECT DESCRIPTION Mr. Sexton of Vet iQ, Inc. has provided a narrative found as Exhibit 1. In addition, he has provided the following information about the business: Overview: Our Wellness Centers are permanent veterinary clinic locations operated within leased space at retail and pet specialty stores. These clinics offer annual wellness (preventive) and minor medical service options for cats & dogs, including physical exams, vaccinations, ear and eye flushes, nail trims, skin scrapes, health panels and more. • Parent Company is PetlQ — veterinary service brands are VetIQ, PetVet and VIP Petcare • Our focus is preventive pet health and minor illness care, • We have community clinics and permanent wellness centers across the US. • Walk-in service. No appointments. • Non-emergency veterinary care, no x-rays, no surgeries, no dental, etc. • Services offered are - vaccinations, microchips, rabies shots, flea & tick testing and treatment, exams, testing, minor skin, ear and GI evaluation and treatment. • Extremely affordable. Well priced. • Service completed in 10— 20 min. • Max of 35 pets per day. • Licensed veterinarians. ISSUES ANALYSIS Comprehensive Plan. The Comprehensive Plan designates this area as Commercial on the Proposed Land Use Map. The use of the property for retail, and services is consistent with the Comprehensive Pian. Zoning Ordinance. The property is zoned B-2, General Business District in which animal care service is an accessory use and subject to the following conditions: 4. Animal care services to include daycare, grooming and other related services, and limited overnight boarding of animals as a yearly administrative permit subject to review and approval of the Zoning Administrator and subject to the following conditions.- a. onditions:a. Overnight boarding of an animal is limited to no more than fourteen consecutive nights. b. Adequate analysis and provisions are made to resolve issues related to provision of water and electricity to the site and the demand for City services. No use shall be allowed that will exceed the City's ability to provide utility, police, fire, administrative or other services to the site. 2 Page 44 of 90 C. The facility shall not be open to the public between the hours of 90:00 PM and 5:00 AM unless otherwise allowed by formal action of the City Council. d. Provisions are made to control and reduce noise in accordance with Section 409.95.8.9 9 of this Ordinance. Animal noise shall not create issues for adjacent properties or for tenants within a multi-tenant building. e. All animal waste shall be immediately disposed of in sealed containers and removed from the site on a regular basis so as not to create issues with odor. Odor from the business shall not create issues for adjacent properties or tenants within a multi-tenant building. f. Animals shall be leashed at all times they are outside of the building. g. The owner of the property must additionally approve the placement of the facilities by co-signing any required application; if such vendor is not directly related to the owner, the owner shall also be subject to additional enforcement actions should the vendor not comply with requirements herein or within this Ordinance. h. The City may revoke the Animal Care Services Permit at any time should the operations become a public nuisance or hazard as defined by the City. i. All signing and informational or visual communication devices shall be minimized and shall be in compliance with Section 401.15.G of this Ordinance. j. The provisions of Section 401.03.A.7 of this Ordinance are considered and satisfactorily met. Comment: The proposal from Vet IQ will meet the criteria and all conditions will need to be met with this business. There will be no overnight boarding of animals. Walmart has co-signed the application. Proper waste management and control of the animals will be required. The applicant will need to apply for and receive an administrative permit prior to opening. Signage. A conditional use permit for signage is required in that Walmart is currently at the limit of number and square footage of signage. Based upon previous approvals, Walmart is limited to a total of 10 wall signs (directional signs not included) and 484 square feet of sign face. Walmart updated its signage in March of 2020 with a total of 10 wall signs and 482.35 square feet of signage. Vet IQ is proposing two wall signs, one 5.5 square feet and another 8.3 square feet for a total of approximately 14 square feet of signage. The signs will be located at their exterior entrance. They have also requested the use of a removeable temporary sign that would be used only when the store is open. The City has allowed these for other Page 45 of 90 businesses if they are removed when the store is not open. This sign would not be counted in the limits of permanent signs. A CUP review would be required to allow the additional sign number and area to a total of 12 wall signs with no more than 500 square feet of sign area. A review of the criteria within the Zoning Ordinance is as follows. Any signage allowed for the development shall require a sign permit. One wall sign is to be internally lit. The sign plans do not provide sign lighting details. Staff will approve the lighting specifications for the signs at the time of permitting. Conditional Use Permit. The Planning Commission should consider the following issues and impacts of the proposed project in making its recommendation. The conditional use permit criteria, found in Section 401.03.A.7 of the Zoning Ordinance, are found as follows: 1. Relationship to the specific policies and provisions of the municipal comprehensive plan. 2. The conformity with present and future land uses in the area. 3. The environmental issues and geographic area involved. 4. Whether the use will tend to or actually depreciate the area in which it is proposed. 5. The impact on character of the surrounding area. 6. The demonstrated need for such use. 7. Traffic generation by the use in relation to capabilities of streets serving the property. 8. The impact upon existing public services and facilities including parks, schools, streets, and utilities, and the City's service capacity. 9. The proposed use's conformity with all performance standards contained herein (i.e., parking, loading, noise, etc.). Comment: The expansion of the number and area of signs should not create any issues with the above listed criteria. The signs are limited in size and are necessary to direct the customer to a separate exterior entrance for this business. A condition will be placed on the approval that if the Vet IQ leaves the Walmart space, the signs will be removed and the allowance of 10 wall signs and a total of 484 square feet of sign area for the Walmart will be restored. City Staff sees no issues with the request as proposed. The Planning Commission and City Council shall comment on the conformance with the CUP criteria. Design Guidelines. An existing exterior exit door is being is being replaced with a store front door for the building, and changes are being made to pedestrian access and signage, requiring a Design Guidelines/ Site Plan Review. The applicable design criteria are reviewed as follows: 4 Page 46 of 90 Architectural Guidelines Ground Level Expression The facade, with visibility from Highway 36, will be altered. The store front door will improve ground level expression. Entries The entry door and signage will be visible from the parking area and will be placed under one of the architectural arches of the facade. The entrance is framed by the architectural features to help define the entry. Site Design Guidelines Parking Areas The parking area will not be changed. Pedestrian and Common Space The plans indicate the changes to crosswalks and signage for the Walmart and Vet IQ. The door will be disability accessible. The City Engineer should comment, if necessary, regarding the pedestrian access, crosswalks and signage. Landscaping No changes to the landscape plan are proposed. Lighting An existing light fixture is above the door and will not be changed. Signage Addressed elsewhere in the planning report. CONCLUSION / RECOMMENDATION Upon review of the request for a Conditional Use Permit to allow for additional tenant signage and Design Guidelines/Site Plan review at the Walmart for Vet IQ, located at 5815 Norell Avenue North, City Staff would recommend the project with the conditions as follows: 1. Vet IQ shall apply for and be subject to a yearly administrative permit subject to review and approval of the Zoning Administrator. 2. Overnight boarding of animals is not allowed in the Vet IQ space. 3. Provisions are made to control and reduce noise in accordance with Section 401.15.13.11 of this Ordinance. Animal noise shall not create issues for adjacent properties or for tenants within a multi-tenant building. S Page 47 of 90 4. All animal waste shall be immediately disposed of in sealed containers and removed from the site on a regular basis so as not to create issues with odor. Odor from the business shall not create issues for adjacent properties or tenants within the multi-tenant building. 5. Any animal waste generated at the exterior of the property shall be the ultimate responsibility of the applicant and property owner to address in a timely fashion; should the applicant and owner not address this condition after reasonable notice the City reserve the right to rescind this CUP. 6. Animals shall be leashed at all times they are outside of the building. 7. Total signage for the site shall be allowed a total of 12 wall signs with no more than 500 square feet of sign area as long as Vet IQ is a tenant of Walmart. If Vet IQ leaves the Walmart space, the signs will be removed and the allowance of 10 wall signs and a total of 484 square feet of sign area for the Walmart shall be restored. 8. All proposed signage shall require a sign permit and shall be in compliance with Section 401.15.6 of the Zoning Ordinance. 9. The sign panels shall be illuminated in conformance with Section 401 .15.G.4.K of the Zoning Ordinance. 10.All light fixtures shall be full cut off and be consistent with Section 401.15.8.7 of the Zoning Ordinance as it relates to lighting requirements. c: Julie Hultman 6 Page 48 of 90 PETIG, Conditional Use Permit Executive Summary We are seeking approval to allow for a simple veterinary quick service clinic to be located in the Walmart store located at 5815 Norell Ave N, Oak Park Heights, MN 55087. We have opened these in several locations in Wal Marts across the nation. Our clinics do low cost vaccinations, well checks, and nail trims. We do not do any overnight stays, surgeries, or boarding. Webpage: htt s: veti etcare.com Hours of operation:Tuesday—Saturday 10am-7pm Full time employees:4 Common questions 1. How are the pets kept from going inside the Wal Mart? A) We build an entrance from the outside and do not allow customers to enter from inside the store, only the exterior entrance. 2. What do you do if more services are needed? A) Our team works with local animal hospitals to refer services out of our scope. 3. Does the health department allow these clinics? A) Yes they do, we go through a use process and permitting process with them as well when required. We use signage to direct our customers to our front door and not through the store. Developer Contact Information RYAN SEXTON Real Estate Project Manager U. 208.939.8900 ext 369 . 503.890,4542 923 South Brkigeway Place, Eagle,Idaho 83616 Page 49 of 90 F ! 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'Him yT ----- ��„"w L, m ------------------------- U )cl !eg Yt 1 og — 1e. 41j� f v G — a o-- I ZD o b �n (z 0 1 �� Y Ul Yb5gib g m"eg4 Y - b .O MY H2 c6°„ x Tsai 3€Pe3 �2 'F. 8 k Page 52 of 90 )3ff/Q, Conditional Use Permit Oak Park MN 3. We have no signage on the interior denoting our entrance, our only signage and customer entrance is on the outside of the building, The interior exit is always locked with a key pad lock and is for employee use only. Please see representative example of another location. MM� yy v r ^", I 1 � 4. It's and ADA door leading to an ADA sidewalk to Handicapped parking spots. Our Casework is ADA compliant as well as our entrance. 5. We are requesting to add one small lit sign and one enclosed poster board sign. Developer Contact Information RYAN SEXTON Real Estate Project Manager o. 208.939.8900 ext 369 503.890.4542 a.923 South Bridgeway Place, Eagle,Idaho 83616 Page 53 of 90 Conditional Use Permit BACKLIT 9 .. 30"x44'P057ER ' • - • Developer Contact Information � II I RYAN SEXTON Real Estate Project Manager ,. 208.939,8900 ext 369 503.890.4542 923 South Bridgeway Place, Eagle,Idaho 83616 Page 54 of 90 PEI,r)Q, Conditional Use Permit 6. No new lighting will be added, we will be using the exiting fight. 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LU 'g §"�3 age° `ac� 3we`�ogoQ8sssagpa< ga _ `su� es_� sa Page 63 of 90 k . \ . 2 § \ 0 0 , \ o \ s ! ! $ ]§ § 7 \ k > \ ) \ \ ) g = - § 2 ) ) 0 ) � 2 - s § 0a, § ® Q!\ Page 64,m A RECOMMENDING RESOLUTION OF THE PLANNING COMMISSION CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RECOMMENDING TO THE CITY COUNCIL THAT THE REQUEST BY RYAN SEXTON REPRESENTING VET IQ FOR A CONDITIONAL USE PERMIT RELATED TO SIGNAGE AND DESIGN GUIDELINES/SITE PLAN REVIEW FOR AN EXTERIOR STOREFRONT DOOR AND SITE CHANGES AT 5815 NORELL AVENUE NORTH SHOULD BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request from Ryan Sexton representing Vet IQ for a Conditional Use Permit for the number and amount of signage and Design Guidelines/Site Plan Review for an exterior storefront door and site changes at 5815 Norell Avenue North; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights makes the following findings of fact: I. The real property affected by said application is legally described as follows, to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned B-2 General Business District in which retail uses are a permitted use. Animal care services, such as Vet IQ are an accessory use in the B-2 District; and 4. A Conditional Use Permit is required to increase the allowable number and square feet of signage; and 5. Based upon previous approvals, Walmart is limited to a total of 10 wall signs and 484 square feet of sign face. Walmart updated its signage in March of 2020 with a total of 10 wall signs and 482.35 square feet of signage. Vet IQ is proposing two Page 65 of 90 additional wall signs, one 5.5 square feet and another 8.3 square feet for a total of approximately 14 square feet of signage. 6. Change to the exterior of the building to add an exterior storefront door and site changes require Design Guidelines/Site Plan review; and 7. City staff prepared a planning report dated May 6, 2021 reviewing the request; and 8. Said report recommended approval of the Conditional Use Permit to allow for a total of 12 wall signs and 500 square feet of sign area and Design Guidelines/Site Plan review in that the project is in conformance with the criteria for Conditional Use Permit and Design Guidelines/Site Plan approval. Said recommendation was subject to the fulfillment of conditions; and 9. The Planning Commission held a public hearing at their May 13, 2021 meeting, took comments from the applicants and public, closed the public hearing, and made the following recommendation: NOW, THEREFORE, BE IT RESOLVED BY THE PLANNING COMMISSION FOR THE CITY OF OAK PARK HEIGHTS THAT THE PLANNING COMMISSION RECOMMENDS THE FOLLOWING: A. The application submitted by Ryan Sexton representing Vet IQ for a Conditional Use Permit for the number and amount of signage and Design Guidelines/Site Plan Review for an exterior storefront door and site changes at 5815 Norell Avenue North and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby recommended to the City Council of the City of Oak Park Heights for approval with the following conditions: 1. Vet IQ shall apply for and be subject to a yearly administrative pen-nit subject to review and approval of the Zoning Administrator. 2. Overnight boarding of animals is not allowed in the Vet IQ space. 3. Provisions are made to control and reduce noise in accordance with Section 401.15.13.11 of this Ordinance. Animal noise shall not create issues for adjacent properties or for tenants within a multi-tenant building. 4. All animal waste shall be immediately disposed of in sealed containers and removed from the site on a regular basis so as not to create issues with odor. Odor from the business shall not create issues for adjacent properties or tenants within the multi-tenant building. 2 Page 66 of 90 5. Any animal waste generated at the exterior of the property shall be the ultimate responsibility of the applicant and property owner to address in a timely fashion; should the applicant and owner not address this condition after reasonable notice the City reserve the right to rescind this CUP. 6. Animals shall be leashed at all times they are outside of the building. 7. Total signage for the site shall be allowed a total of 12 wall signs with no more than 500 square feet of sign area as long as Vet IQ is a tenant of Walmart. If Vet IQ leaves the Walmart space, the signs will be removed and the allowance of 10 wall signs and a total of 484 square feet of sign area for the Walmart shall be restored. 8. All proposed signage shall require a sign permit and shall be in compliance with Section 401.15.E of the Zoning Ordinance. 9. The sign panels shall be illuminated in conformance with Section 401.15.E.4.K of the Zoning Ordinance. 10. All light fixtures shall be full cut off and be consistent with Section 401.15.13.7 of the Zoning Ordinance as it relates to lighting requirements. Recommended by the Planning Commission of the City of Oak Park Heights this 13'day of May 2021. Timothy Freeman, Chair ATTEST: Eric A. Johnson, City Administrator 3 Page 67 of 90 ATTACHMENT A .w Conditional Use Permit Design Standards/Site Plan Review Vet I.Q. (Within Walmart) Washington County Property Identification Number: 05.029.20.12.0048 Physical Address: 5815 Norell Ave., N. Page 68 of 90 ATTACHMENT B Conditional Use Permit Design Standards/Site Plan Review Vet I.Q (Within Walmart) Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Mailing List ftom Washington County (350'/l 50' from subject property) • Proof of Ownership or Authorization to Proceed Planning Commission Public Hearing& Recommendation: May 13, 2021 Required Approvals: Conditional Use Permit City Council 4/5 Conditional Use Permit- Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit shall become null and void twelve(12) months after the date of approval, unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty(30) days before the expiration of said approval. (401.03.C.4.a and b) Page 69 of 90 RESOLUTION NO. CITY COUNCIL CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION ESTABLISHING FINDINGS OF FACT AND RESOLUTION OF THE CITY COUNCIL THAT THE REQUEST BY RYAN SEXTON REPRESENTING VET IQ FOR A CONDITIONAL USE PERMIT RELATED TO SIGNAGE AND DESIGN GUIDELINES/SITE PLAN REVIEW FOR AN EXTERIOR STOREFRONT DOOR AND SITE CHANGES AT 5815 NORELL AVENUE NORTH BE APPROVED WITH CONDITIONS WHEREAS,the City of Oak Park Heights has received a request from Ryan Sexton representing Vet IQ for a Conditional Use Permit for the number and amount of signage and Design Guidelines/Site Plan Review for an exterior storefront door and site changes at 5815 Norell Avenue North; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended the application with conditions. The City Council of the City of Oak Park Heights makes the following findings of fact and resolution: 1. The real property affected by said application is legally described as follows, to wit: SEE ATTACHMENT A and 2. The applicant has submitted an application and supporting documentation to the Community Development Department consisting of the following items: SEE ATTACHMENT B and 3. The property is zoned B-2 General Business District in which retail uses are a permitted use. Animal care services, such as Vet IQ are an accessory use in the B-2 District; and 4. A Conditional Use Permit is required to increase the allowable number and square feet of signage; and 5. Based upon previous approvals, Walmart is limited to a total of 10 wall signs and 484 square feet of sign face. Walmart updated its signage in March of 2020 with a total of 10 wall signs and 482.35 square feet of signage. Vet IQ is proposing two Page 70 of 90 additional wall signs, one 5.5 square feet and another 8.3 square feet for a total of approximately 14 square feet of signage. 6. Change to the exterior of the building to add an exterior storefront door and site changes require Design Guidelines/Site Plan review; and 7. City staff prepared a planning report dated May 6, 2021 reviewing the request; and 8. Said report recommended approval of the Conditional Use Permit to allow for a total of 12 wall signs and 500 square feet of sign area and Design Guidelines/Site Plan review in that the project is in conformance with the criteria for Conditional Use Permit and Design Guidelines/Site Plan approval. Said recommendation was subject to the fulfillment of conditions; and 4. The Planning Commission held a public hearing at their May 13, 2021 meeting, took comments from the applicants and public, closed the public hearing, and recommended the application with conditions. NOW, THEREFORE,BE IT RESOLVED BY THE CITY COUNCIL FOR THE CITY OF OAK PARK HEIGHTS THAT THE CITY COUNCIL APPROVES THE FOLLOWING: A. The application submitted by Ryan Sexton representing Vet IQ for a Conditional Use Permit for the number and amount of signage and Design Guidelines/Site Plan Review for an exterior storefront door and site changes at 5815 Norell Avenue North and affecting the real property as follows: SEE ATTACHMENT A Be and the same as hereby approved by the City Council of the City of Oak Park Heights with the following conditions: 1. Vet IQ shall apply for and be subject to a yearly administrative permit subject to review and approval of the Zoning Administrator. 2. Overnight boarding of animals is not allowed in the Vet IQ space. 3. Provisions are made to control and reduce noise in accordance with Section 401.15.13.11 of this Ordinance. Animal noise shall not create issues for adjacent properties or for tenants within a multi-tenant building. 4. All animal waste shall be immediately disposed of in sealed containers and removed from the site on a regular basis so as not to create issues with odor. Odor from the business shall not create issues for adjacent properties or tenants within the multi-tenant building. 2 Page 71 of 90 5. Any animal waste generated at the exterior of the property shall be the ultimate responsibility of the applicant and property owner to address in a timely fashion; should the applicant and owner not address this condition after reasonable notice the City reserve the right to rescind this CUP. 6. Animals shall be leashed at all times they are outside of the building. 7. Total signage for the site shall be allowed a total of 12 wall signs with no more than 500 square feet of sign area as long as Vet IQ is a tenant of Walmart. If Vet IQ leaves the Walmart space, the signs will be removed and the allowance of 10 wall signs and a total of 484 square feet of sign area for the Walmart shall be restored. 8. All proposed signage shall require a sign permit and shall be in compliance with Section 401.15.G of the Zoning Ordinance. 9. The sign panels shall be illuminated in conformance with Section 401.15.G.4.K of the Zoning Ordinance. 10. All light fixtures shall be full cut off and be consistent with Section 401.15.13.7 of the Zoning Ordinance as it relates to lighting requirements. Approved by the City Council of the City of Oak Park Heights this 25"' day of May 2021. Mary McComber, Mayor ATTEST: Eric A. Johnson, City Administrator 3 Page 72 of 90 ATTACHMENT A Conditional Use Permit Design Standards/Site Plan Review Vet I.Q. (Within Walmart) Washington County Property Identification Number: 05.029.20.12.0048 Physical Address: 5815 Norell Ave., N. Page 73 of 90 ATTACHMENT B Conditional Use Permit Design Standards/Site Plan Review Vet LQ (Within Walmart) Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Mailing List from Washington County(350'/150' from subject property) • Proof of Ownership or Authorization to Proceed Planning Commission Public Hearing & Recommendation: May 13, 2021 Required Approvals: Conditional Use Permit City Council 4/5 Conditional Use Permit- Lapse of Approval: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit shall become null and void twelve (12) months after the date of approval, unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty (30) days before the expiration of said approval. (401.03.C.4.a and b) Page 74 of 90 SO- Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Agenda Item Assistant City Administrator/City Clerk Position Time Req. 10 Minutes Agenda Placement New Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature Action Requested Approve Job Description and Salary for Ms. Jennifer Pinski effective June 1, 2021 Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). At the January 21, 2021 goalsetting meeting, the City Council discussed creating an Assistant City Administrator position for City Clerk Pinski in order to incentivize her to stay, and for her to take on more responsibilities. Ms. Pinski has worked for the City of Oak Park Heights for 14 years, and has amassed valuable knowledge of various issues affecting the City as well as developed relationships with local officials, business owners,residents, and neighboring city staff members. Through review of job descriptions, staff has developed a job description that outlines Ms. Pinski's current responsibilities as well as assigning additional responsibilities as part of the updated position, including serving as staff representative to the City's Parks and Trails Commission,participating in discussions and meetings relating to the King Plant closure, assisting with labor negotiations/agreements, assisting with drafting RFPs for City services as needed (i.e. sanitation, office equipment, technology, snow plowing), and other special projects as assigned by the City Administrator. After review of salary data for surrounding communities with similar positions and considering the level of additional responsibilities, staff is proposing a base salary increase of$9,755.85 annually from $73,035.24 to $82,791.09 plus incentives outlined in City Ordinance 203. For 2021, that would be $6,260.00 with funding to come from Undesignated Fund Balance which currently holds approximately $674,000. Funding for 2022 would need to be addressed in the upcoming 2022 budget process. Page 75 of 90 Organization Pop Region Job Title Actual High Reports To Entry Date Lauderdale 2,456 Metro Assistanttothe City Administrator $73,881.60 City Administrator 3/1812021 Newport 3,582 Metro Assistanttothe City Administrator $69,049.00 City Administrator 3/17/2021 Independence 3,739 Metro Assistant City Administrator $62,402.08 City Administrator 3/1012020 Wayzata 4,561 Metro Administrative Services Director $103,657.84 City Manager 1/22/2021 Oak Park Heights-PROPOSED 4,897 Metro Assistant city Admi nistrator/City clerk $87,791.04 city Administrator Elko New Market 4,920 Metro Assistantto City Administrator $34,819.20 City Administrator 3/29/2021 Circle Pines 5,057 Metro Assistant City Administrator for Public5ervices $121,368.00 City Administrator 3/2412021 Medina 6,996 Metro Assistant City Administrator $87,530.40 City Administrator 4/9/2021 St.Anthony Village 9,234 Met,. Assistanttothe City Manager $94,510.00 City Manager 5/15/2020 Mound 9,787 Metro Administrative Services Coordinator $122,176.00 City Manage r/Public Works Director 3/1512021 Victoria 10,144 Metro Assistanttothe City Manager $62,452.40 City Manager 3/2912021 East Bethel 11,626 Metro Administrative Coordinator $G5,249.60 City Administrator 312312021 Mendota Heights 11,756 Met,. Assistant City Administrator $126,186.00 City Administrator 5/3/2021 North St.Paul 12,338 Metro Administrative and Community5ervice5 Director $106,204.80 City Manager 3/3012020 Waconia 13,500 Metro Assistant City Administrator $118,654.00 City Administrator 4/2712021 Vadnais Heights 13,507 Metro Assistant City Administrator $103,553.20 City Administrator 5/5/2021 ,Robbinsdale 14,512 Metro Human Resources Coordinator City Clerk $82,929.60 City Manager 7/16/2019 Hopkins 18,382 Metro Assistant City Manager $123,156.80 City Manager 3/22/2021 Average $91,149.53 REQUESTED ACTION: Approve Assistant City Administrator/City Clerk job description and salary increase for Ms. Jennifer Pinski effective June 1, 2021. Page 76 of 90 CITY OF OAK PARK HEIGHTS POSITION TITLE: ASSISTANT CITY ADMINISTRATOR/ CITY CLERK DEPARTMENT: ADMINISTRATION REPORTS TO: CITY ADMINISTRATOR SUMMARY OF POSITION: The Position performs managerial and administrative work relating to the daily business activities of the City. Work also includes statutory clerk functions and duties, maintaining official records, administration of elections, and issuing licenses on behalf of the City. Work involves a variety of duties and responsibilities ranging from routine activities to the handling of public questions and problems as they arise from day to day. Prepares and mails public notices. Performs skilled; special projects as assigned, Maintain confidentiality of sensitive information, etc. - additional below. This position has access to private employee data and is to be classified as a"confidential" employee. ESSENTIAL DUTIES AND RESPONSIBILITIES: PART A—Assistant City Administrator 1. Acts as primary Staff Liaison to City Parks and Trails Commission and coordinates all park improvements and activities including the preparation of the annual budgets and coordination with Public Works and temporary staff. 2. Oversees and responsible for the solicitation of bids, management and execution of all contractual interpretations of City solid waste and recycling collections as well as all Washington County interface related to these elements. 3. Shall act as the City Government Data Practices Act Officer and shall be the primary point of contact and responsible for all requests. 4. Serves as Acting City Administrator when the City Administrator unavailable or the position is vacant; assists the City Administrator in day-to-day operations of the City; 5. Serves as a member of the City's leadership team; provides information and recommendations regarding operations; assists in making decisions related to various facets of municipal government; 6. Supports City Administrator with hiring and evaluation of department heads and labor negotiations; 7. Works with department heads, employees, advisory commissions, various governmental, and community agencies in program development and public relations; 8. Provides leadership and assists the City Administrator in setting the strategic direction of the organization to achieve outcomes and in the day-to-day administration and operations of the City government; Page 77 of 90 PART B: City Clerk 1. Completes statutory duties of the City Clerk • Receives petitions on public improvement projects, arranges for public hearings, and drafts legal notices; • Arranges and publishes legal notices of meetings, ordinances, and other notices as requested and required by law; keeps legal records of such; • Attests the Mayor's signature on official documents when required and maintains responsibility for the City Seal; performs Notary Public services; 2. Coordinates and Oversee all election processes • Administers elections in accordance with Federal, State, County and City requirements; • Serves as Chief Election Official: recruits elections judges, manages absentee ballots, arranges polling places and voting machines, accepts nominating petitions,prepares ballot information,prepares notices, obtains supplies, oversees elections,prepares related reports, and maintains records associated with elections; • Certifies any change of regular city election date and complies with immediate notification to the Secretary of State and the County Auditor: • Prepares and manages election budget as directed by the City Administrator. 3. Oversees records management and retention for the City. • Serves as Responsible Authority for all city documents according to the Minnesota Data Practices Act; administers all record retention and destruction according to the adopted schedules; • Maintains records of City Council minutes; proceedings, ordinances, and resolutions; • Attends City Council and other board and commission meetings as needed to ensure accurate records; • Provides certified copies of documents, proceedings and records of the City upon request; • Maintains accurate database of City's records and storage boxes; • Keeps and maintains inventory records of municipal properties. 4. Coordinates licensing function for the City. • Accepts applications,processes, and maintains records for all licenses including liquor, tobacco, gambling, and other miscellaneous licenses and permits; ensures that background checks are completed as required for license applications; • Sends out annual notices to renew licenses as needed; ensures that payment is received and recorded accurately for all licenses. 5. Prepares City Council packets; including coordinating and reviewing agenda material, and overseeing distribution of packets; oversees or performs follow-up activities resulting from council meetings. Publish and post notices at appropriate times. Draft resolutions or ordinances in proper form. Publish ordinances after adoption. Produce and send copies to appropriate departments. Page 78 of 90 6. Assists general public with questions and problems • Responds to citizen inquiries and develops responses to reduce conflict and increase understanding of city policy,procedures, and ordinances. • Receives and/or handles requests, complaints, and information from the public; resolves issues and/or transmits to staff or Council as directed by the City Administrator. 7. Performs web page/social media maintenance. 8. Performs the Utility Billing functions for the City. 9. This position is also responsible for direct public contact and must perform work from City Hall. OTHER DUTIES AND RESPONSIBILITIES: Performs other related duties as directed by City Administrator or apparent. REQUIRED KNOWLEDGE, SHILLS AND ABILITIES • Thorough knowledge of the principles and practices of public administration,human resources,and elections;thorough knowledge of City objectives,procedures,and organization;ability to devise detailed procedures and methodology;competent in computer operations and relevant software packages(including but not limited to word, spreadsheets and presentations);ability to communicate ideas effectively,both orally and in writing;ability to effectively plan and supervise the work of administrative staff;ability to establish and maintain effective working relationships with officials, subordinates and other employees, and the general public. • Ability to read and comprehend detailed instruction, correspondence and procedural manuals. Ability to effectively answer questions and present information in one-on-one and small group situations to customers and other employees of the organization. Ability to read and provide information for reports. • Ability to take initiative and work independently and Ability to maintain effective working relationships with staff, council, and members of the public. • Ability to maintain accurate and complete records. • Knowledge of ordinances, resolutions,polices, and state statutes. • Excellent organizational and attention to detail. MINIMUM QUALIFICATIONS: The job requires a Bachelor's Degree in a related field. Minimum of two (2) years' experience in office management; or an equivalent combination of education and experience with Microsoft Office Suite. Page 79 of 90 PREFERRED QUALIFICATIONS: A Master's degree in finance, accounting, business administration,public administration, or related field and five years of related experience, or an equivalent combination of education and experience. Possession of a Minnesota Certified Municipal Clerk certificate. MINIMUM TRAINING AND EXPERIENCE: See Above. SUPERVISION OF OTHERS: Oversees work of Receptionist OTHER ITEMS: NA WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works indoors in office conditions and settings but may be required to attend or perform outside functions or assignments including site visits. The above examples and elements are intended only as an illustration of various types of work performed and related skill sets needed by the City and is not all-inclusive. The job description is subject to change as the needs of the employer and requirements of the job change. ESSENTIAL PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel objects, tools, or controls. The employee is frequently required to stand; walk; reach with hands and arms; climb or balance; stoop; kneel, crouch or crawl; use a telephone or equivalent. The primary tasks and functions of the position also may consist of typical office functions such as sitting at a desk, answering phones, data entry, filing, sorting, faxing, copying, etc. the employee is regularly required to use hands to finger, handle, or feel objects or materials; and talk and hear. The employee is frequently required to stand, walk, sit, and reach with hands and arms. Tasks may require extended periods of time at a keyboard. While performing the duties of this position, the employee may need to climb, balance, stoop, kneel, crouch or crawl. The employee may occasionally be required to extend for a period of time and may occasionally be required to lift and/or move up to 40 lbs. EQUAL EMPLOYMENT POLICY: It is the policy of the City of Oak Park Heights to provide equal employment opportunities to all persons. All employment policies and practices shall be non-discriminatory, in compliance with federal laws, statutes and local ordinances. All positions shall be required to work from the City Hall or City designated location(s) so as to meet the City's regular customer service and staffing needs. Page 80 of 90 �OqTr . e Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Avenda Item Phone System and Provider Change Time Req. 10 Minutes Agenda Placement New Business Originating Department/Requestor Administration/Jennifer Pinski Requester's SignatleNj Action Requested Approve purchase of new phone system and change of service provider Background/Justification (Please indicate any previous action has been taken or if other public bodies have been advised). Our current phone system (Panasonic) is over ten years old and we have had multiple phones fail during that time and parts are no longer available to repair hardware problems. Additionally, the pandemic helped us realize that the technology of our phone system is outdated, and the City is in need a system that can work for us in situations where we may need to work remotely. Staff has reached out three vendors: • Coordinated Business Systems, • Central Telephone, • RingCentral The specifics requested was a system that was easy to program, would work with a remote option, included phone hardware that is durable, and that had service provided by a reputable service provider. In addition, the City's current service provider is AllStream, and we have received deteriorating service from them; including outages, long hold waiting times, and delayed technical assistance. All three vendors recommended Comcast for phone service as a replacement for AllStream, as Comcast is a well-known and reliable provider, and the City currently has cable and internet services through them. Both Coordinated Business Systems and RingCentral provide cloud-based systems which do not require system hardware or cabling. Central Telephone' system is a premise-based system similar to what the City has now which would require installation of hardware in the server room downstairs and would use existing cabling and wires. Page 81 of 90 With the cloud-based systems, the City would not purchase new phones— instead it would pay a monthly license fee to use the phones (essentially a rental fee). With the premise-based system, there is an initial capital investment in the purchase of the phones and no monthly phone trental fee. To compare apples to apples, the costs for all options based Coordinated RiagCezztz°al Central Current on a ten-year period Business Systems Telephone System (assuming no increase in monthly recurring fees over one-time that period for all vendors) charges for 51;8517.82 5200.00 S17:445 00 are outlined below. The quotes setup,install and training are for 32 phones and monthly One-time charge phone service charges. Also for internet included in the table below a bandividth 5149.95 5149.95 5149.97 -- comparison to our current increase charges with AllStream. One-time charge S179.94 5179.94 5179.94 for analog lines Please note, there is no Monthly recurring S821.56 5911.68 S289.00 5782.00 difference between the actual charges for phones amongst the vendors. phone sen-ice All phones offer the ability to Monthly plug into our home internet recurring jack to work as an office charges for S'9 95 $79.95 579.95 -- phone from home, should we increase in need to do that. They also bandwidth 1lanthlr offer the ability to use your recurring cell hone as our office 5149."0 5149.70 5149.70 -- p Y charges for phone. All systems also offer analog lines ease of programming which Total over ten would allow us to be able to years make changes to speed dial (assuming no Sl,S.3_ .91 Si .�S9 49 $84,012.$9 S93,840.00 numbers, phone naives, and 1nCre35e!Ilmonths Zees) functionality. — REQUESTED ACTION: Based on Staffs review of the systems and options, the review of the proposals, and the above-outlined cost comparison, our recommendation would be to move forward with the proposal from Central Telephone. The Central Telephone proposal does require the largest one-time up-front fee, but would result in a significant cost-savings to the City over a ten-year period of approximately $13,000 compared to current systems and at least a $40,000 savings compared to cloud- based systems. Funding; for the phone system as requested, $17,500 could be achieved with utilizing funds from the Budget Projects Fund. Though the phone system was not a funded item. for 2021, there are some amounts remaining in some past purchases or other projects that have been delayed. Thirty percent, or $5,250, of the system should be funded by the Utility Funds. Page 82 of 90 Funding could be made available by the following: Tennis Court Resurfacing 58.525 (Remaining funds from completed project) Copy Machine 55.725 (Postponed as not necessary at this time) Total from Budgeted Projects S12.250 Water Fund $2,625 Sewer Fund $1,575 Storm Water Fund $1,050 Total Funding $17,500 Funding for the phone system may possibly meet the criteria for the Fiscal Recovery Funds that the City will be receiving in the future. The guidance is not clear at this time and once it becomes available funding could be updated, however at this time the funding as stated would be recommended. Page 83 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Time Required: 10 Minutes Agenda Item Title: $3,000 Budget Reallocation from Party in the Park Funds to Other Community Events. Agenda Placement New Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature: 441— Action Requested _See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): This memo anticipates that the City will not be holding the traditional Party in the Park for 2021 and so, Staff is Requesting a Budget Adjustment moving a total of$3,000 from the allocated cost of Party in the Park budget of$4,000 to two separate purposes; both of which are targeted to provide opportunities for the public to get outside, meet their neighbors and take part in a community event. Item #1: $2,000 to the Police Department Supporting Night to Unite and other events: (Summary from Chief Hansen)After several years of combining National Night Out with Party in the Park,these two events now have separate dates and the Police Department will be hosting the event National Night Out event now called Night to Unite (NTU)on August 3,d 2021. This NTU event is primarily sponsored by local law enforcement in the effort to foster partnerships with local residents and businesses to focus on crime prevention.The goal is to have several neighborhood gatherings throughout the City on the evening of August 31d and then each registered group will have a visit by police officers along with the fire department. The gatherings will be a great community outreach opportunity to not only have neighbors interact with each other,but also to have officers hear specific concerns or answer questions they might have. These funds will allow us to purchase OPH personalized items such as coloring books,magnets with our contact information,water bottles,frisbees,plastic junior badges,police stickers,key chains,pencils,pens,glow sticks/necklaces etc. These items will be handed out during community outreach programs such as(NTU)Night to Unite otherwise known as National Night Out as well as other crime prevention presentations to various community clubs, facilities and businesses as well as during Department Tours and visitors, school related events,Halloween and daily patrol officer contacts. Item #2: $1,000 to the#2: $1,000 to the Ci�Parks to fund establishment of the Community Garden Concept fund establishment of the Community Garden Concept The City received six(6)raised garden beds from a local Eagle Scout for the purposes of attempting to establish some form of Community Garden effort. Council Member Johnson did spearhead a discussion with the Park Commission where these would be located in a central location at City Hall and that park Commissioner Randy Thoreson would manage and oversee the use of the planters and implement and policies. (Policies Attached)This effort likely will need some funding for—perhaps for tools,soil and some plants for the community planter,materials, signage,etc.— but should certainly not exceed $1,000.00 Page 84 of 90 Pictures of the Garden Beds: s „ k 4. W r Likely Garden Bed Location: ,w Page 85 of 90 Community Garden Beds Policy (DRAFT) The community garden beds are for personal and community use. Individuals are allowed to grow plants for their own personal consumption, fruits and vegetables may also be donated to food shelves. Produce grown in the garden beds may not be sold. Lease. Every year, depending on availability, the City leases a garden bed to a"gardener." Garden beds are given out on a first-come first-serve basis and the gardener will be given a garden bed number that corresponds with a number on the garden bed. Every year, the gardener must renew their interest to secure a garden bed and renewal is not guaranteed. Garden beds can be shared. but they may not be transferred to another individual without the City's approval. Community Garden Bed. One community garden bed is to be designated a"community garden bed" with herbs and vegetables for public consumption. Gardeners of other beds are asked to monitor and water the community garden bed, and the City may choose to assign periods where a gardener is responsible for watering and maintaining the community garden bed. Use. The gardener is allowed to grow produce in the garden bed fi-om March-November of that year. At the end of the year, the gardener is responsible for removing all plant material from the garden bed and performing a yearly clean-up of the bed. Gardeners shall notify the City of any damages or repairs that may be needed to a raised bed. It is the gardener's responsibility to plant, water, and harvest the plants in their bed. The garden beds are open and accessible from 8 AM to 9 PM. Gardeners are allowed to bring guests to the garden, provided they comply with the rules, but gardeners may not bring any pets or animals to the community garden space. Plants. Gardeners may plant fruits, vegetables, herbs, or flowers. Gardeners may not grow marijuana or tobacco plants in the garden beds. Gardeners are also prohibited from growing noxious weeds. Gardeners may not grow any plants above 4 feet in height or maintain plants or plant-supporting structures that impede adjacent gardener's access to sunlight. No plants that are considered illegal under state or federal law may be grown. Fertilizer. Gardeners may not use synthetic fertilizers in the garden beds. Garden Equipment& Personal Property. Gardeners are solely responsible for the planning and management of their own beds, including providing seeds, plants, fertilizer, and any tools. Garden equipment should not be left out, except for if stored underneath or inside the garden bed. Gardeners shall maintain equipment in a way that is safe to all members of the public. The City is not responsible for any lost or stolen garden equipment or personal property. Maintenance of the Garden Bed. The garden bed is the sole responsibility of the gardener. The gardener has the sole responsibility for planning, setup, management, maintenance, and carrying out the operations of the garden bed. The City has no obligation to make any alterations, improvements, or repairs to the garden beds, or to provide any services or support. Gardeners are not permitted to make any alterations to the garden bed structure without City approval. Gardeners are responsible for hauling and disposing of their own trash, such as weeds,bags, packets, and similar items. Respecting Others Property. Outside of the designated community garden bed. Gardeners may not touch other gardener's beds, supplies, tools, or harvest another gardener's produce without the explicit permission of the other gardener. Compost & Beekeeping. Gardeners may not compost material onsite or engage in beekeeping. Page 86 of 90 Management. The Parks and Trails Commission J` Commission"] of the City of Oak Park Heights shall oversee the Community Garden and may advise the City on how to interpret rules or make decisions. The Commission shall also designate two of its members as "Garden Coordinators" to be the official points of contact for (lie gardeners, these persons shall be Park Commissioners and these appointed individuals shall be over-see all aspects of the plan. The City will also provide all gardeners with contact information of the other gardeners to facilitate gardening. Gardeners shall tell the Coordinators when there is a change in their contact infonnation. Any disputes about the Garden or with fellow Gardeners shall be resolved in the best interest of the Garden by the Commission. Gardeners' Input. Gardeners are encouraged to provide suggestions about the Community Garden's operations to the Coordinators. Once a year, in September or October, the Commissioners will invite all gardeners to a Commission meeting to discuss any issues or concerns with the Community Garden. Comply with Laws. Gardeners will use and operate the garden bed with all applicable zoning,, environmental, and other laws and regulations. Removal of the Bed. Garden beds cannot be moved from the assigned location at City Hall unless the gardener receives express permission from the City Administrator or Public Works Director to move the garden bed. Individuals with limited mobility or of limited means, who prefer to have the garden beds at their place of residency or at another location at City Hall, can be accommodated depending on availability, they can request the garden beds be moved or can move them to their place of residency in the spring and return them by October 31'and the security deposit of$50.00 may be waived depending on certain income capacity. Termination. The garden bed lease may be terminated at any time by either the gardener or the City. If a gardener violates any of its duties to maintain the garden bed or violates other rules, the agreement may be terminated. A gardener's plot/bed can also be reassigned if a gardener appears to abandon their bed and fails to maintain the bed for two weeks, unless the gardener informs the City in advance, such as an extended vacation. Liability. The City is not liable for any injuries that may occur. The City is also not liable for any damages that may occur during the lease, such as (a) loss or death of plants, (b) vandalism, or(c)theft. The City does not provide any security for these beds and/or will not maintain these beds. Changes of the Rules.The City may amend the Rules in its discretion without advance notice. The City will provide all Gardeners with a copy of the current rules at the start of each year. No Discrimination. The City will not discriminate on the basis of race, color, national origin, religion, sex, disability, age, mental condition, ancestry, marital status, citizenship, sexual orientation, gender identity or veteran status in assigning garden beds. Page 87 of 90 Proposed 1 1 1 Spread the Word &is aw to RESERVE YOUR GARDEN BED THE CITY OF OAK PARK HEIGHTS NOW COMMUNITY r • • • �• . . • Reserve your The City of Oak park Heights has six Page 88 of community garden beds that wilt be community housed near City Hatt with access to water anti sunlight garden bed questions?Call.us at{6571 439-4439 90 Oak Park Heights Request for Council Action Meeting Date May 25th, 2021 Time Required: 3 Minutes Agenda Item Title: Set Worksession–American Recovery Act and Goals Update Agenda Placement New Business Originating Department/Requestor Eric Johnson, City Administrator Requester's Signature 444—,/ Action Requested Please see below–Discussion/Possible Action Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Staff would like to inquire about setting up a short Worksession with the City Council to touch base on the goal-setting items from February and share a more complete update on expected rules related to the American Recovery Act and discuss possible priorities. If the Council is amenable, would a meeting at 5:30 PM on Tuesday June 22, 2021 fit your schedules? Page 89 of 90 Oak Park Heights Request for Council Action Meeting Date May 25, 2021 Time Required: 10 Minutes Agenda Item Title: Manning Ave/Hwy 36 Project and Proposed Frontage Road Extension Agenda Placement New Business Originating Department/Requestor Mike Runk, City Council Member Requester's Signature: Action Requested See Below Background/Justification (Please indicate if any previous action has been taken or if other public bodies have advised): Discussion and possible actions in regard to discussion of development issues from workshop related to this matter held immediately prior to this Council Meeting. Page 90 of 90