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HomeMy WebLinkAbout01-09-2024 Council PacketCITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA TUESDAY, JANUARY 9, 2024 AT 6:OOPM CITY HALL COUNCIL CHAMBERS 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda Estimated times 6:00 p.m. IL Swearinu in of Officer Dominic Shelley by the Honorable Helen R. Brosnahan 6:10 p.m. III. Council/Staff Reports A. Mayor McComber B. Councilmember Dougherty C. Councilmember Johnson D. Councilmember Liljegren E. Councilmember Runk F. Staff • City Administrator • Chief of Police • Assistant City Administrator/City Clerk (pg. 3) 6:15 p.m. IV. Visitors/Public Comment This is an opportunity for the public to address the Council with questions or concerns on issues not part of the regular agenda (Please limit comments to 3 minutes in length). 6:15 p.m. V. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Worksession Notes — December 12, 2023 (pg. 5) C. Approve City Council Minutes — December 12, 2023 (pg. 7) D. Approve Resolution Appointing Professional Consultants for 2024 (pg. 10) E. Approve Resolution Designating Stillwater Gazette as Official Newspaper for Publications in 2024 (pg. 12) F. Approve Resolution Authorizing the St. Paul Pioneer Press as the Alternate Newspaper for Publications in 2024 (pg. 14) G. Approve Taxi License for West Central Wisconsin LLC for 2024 (pg. 16) H. Authorize Fat Tire Bike Rally on City Trails — February 18, 2024 (pg. 17) I. Approve a Memorandum of Understanding Between the City and MNPEA (pg. 30) J. Accept Quote from Keys Well Drilling for Well 2 Preventative Maintenance (pg. 32) K. Approve Appointment of Full -Time New Hire Police Officer Chris Gower (pg. 38) 6:15 p.m. VI. Public Hearings 6:15 p.m. VII. Old Business 6:15 p.m. VIII. New Business Pagel of 38 6:15 p.m. IX. Other Council Items or Announcements 6:15 p.m. X. Adjournment Agenda January 9, 2024 Page 2 Page 2 of 38 oto Pte,;._ G TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Recycling Award Date: January 9, 2024 CONSENT BACKGROUND: Each month the City chooses two residents to receive an award for their recycling efforts. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? The City receives a grant from Washington County that covers all costs of this program. ACTION REQUESTED: Receive information ATTACHMENTS: Recycling Award Letter Page 3 of 38 City of Oak Park Heights 14168 Oak Park Blvd, N • Oak Park Heghts, MN 55082 • Phone (651) 439-1439 • Fax (651) 439-0574 January 3, 2024 Brenda Whalen 14220 551h Street N Oak Park Heights, MN 55082 Dear Ms. Whalen: 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 a fire extinguisher and/or smoke detector. Your residence was checked on Wednesday, January 3, 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. Congratul ion . n ifer Pinski Assistant City Administrator TREE CITY U.S.A. Page 4 of 38 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY, DECEMBER 12, 2023 Present: Mayor McComber, Councilmembers Dougherty, Johnson, Liljegren and Runk; City Administrator Rife, Assistant City Administrator Pinski, and Police Chief Hansen. Absent: None. 1. Call to Order: Mayor McComber called the meeting to order at 5:00 p.m. 2. Facilitator Discussion: City Administrator Rife reported the City received four responses to inquiries for teambuilding facilitation services. He asked the Council whether it was the right time to set that meeting up and if it was necessary to involve a facilitator. Councilmember Dougherty said he felt the goalsetting meeting should be tied in with the budget later in the year and asked whether teambuilding was necessary after just going through the process recently. Councilmember Liljegren thought the Council got along fairly well and did not think it was necessary to spend money on a facilitator. He also agreed the goalsetting should align with the budget discussions. Councilmember Runk agreed overall. No action was taken. 3. City Clean Up Events and Curbside Large/Bulk Item Pickup: Council directed staff to look into costs for a yard waste only collection in the fall and directed staff to schedule one clean-up event in 2024 in late May. The Council would like to switch to residents pre paying for extra item pickup. Councilmember Dougherty asked if it was necessary to have dumpsters in City parks. Administrator Rife said he would consult with Public Works and could monitor extra items being dumped in the City. No action was taken. 4. Budget: Finance Director Caruso reviewed the budget adjustments for 2023 that would be on the City Council Agenda. City Administrator Rife suggested it might be worth looking at other vendors for Water and Sewer Rate studies. Mayor McComber suggested the Council talk about the lot purchased by the City off of Osgood Avenue by Fury Motors. No action was taken. 5. 581h Street Intersection Between the High School & Kowalski's: Mayor McComber asked if it was feasible to put pedestrian flashers there. Councilmember Johnson said pedestrians were not to be crossing there. Police Chief Hansen said the school district did not want them crossing there, and they have had officers there to direct pedestrians to the Page 5 of 38 City Council Worksession Notes March 14, 2023 Page 2 Neal Avenue intersection. Councilmember Johnson asked if it was possible to add a trail on the north side of 58h Street to Neal Avenue. Chief Hansen suggested the responsibility for outreach should be pushed to the school. Councilmember Dougherty suggested eliminating the sidewalk next to St. Croix Cleaners. Councilmember Johnson said that might be a private walk. No action taken. 6. Adjourn: The meeting was adjourned at 5:44 p.m. Page 6 of 38 CITY OF OAK PARK HEIGHTS TUESDAY, DECEMBER 12, 2023 CITY COUNCIL MEETING MINUTES I. Call to Order/Pledge of Allegiance/Approval of Agenda: Mayor McComber called the meeting to order at 6:00 p.m. Present: Councilmembers Dougherty, Johnson, Liljegren, and Runk. Staff present: City Administrator Rife, Police Chief Hansen, Assistant City Administrator/City Clerk Pinski, Finance Director Caruso, City Engineer Mann, City Planner Richards, and City Attorney Sandstrom. Absent: None. Councilmember Runk, seconded by Councilmember Johnson, moved to approve the Agenda. Carried 5-0. II. CounciUStaff Reports: A. Mayor McComber: She reported she attended the Senate Bonding Tour at City Hall on November 30, and she would be attending the Xcel Energy Stakeholder meeting on December 15 and the Lake Elmo Airport Committee meeting via Zoom on December 20. B. Councilmember Dou hg erty: He reported the Parks and Trails Commission meeting was cancelled, and he would be attending the Xcel Energy meeting on December 15. C. Councilmember Johnson: She reported she attended the gingerbread building contest and would be attending the Middle St. Croix Watershed Management Organization meeting. D. Councilmember Liljegren: No report. E. Councilmember Runk: He reported he attended the gingerbread building contest along with Councilmembers Liljegren and Johnson, and he would be attending the CVB meeting. F. Staff: City Administrator Rife reported he attended the gingerbread building contest. Police Chief Hansen reported the Toys for Tots drive was completed, the Shop with a Cop event was set for that evening and the following day at Walmart, and the new officer was set to start the upcoming Monday. He also reported that winter parking regulations were in effect. Assistant City Administrator Pinski reported that Clark and Vicki Nyberg of 14566 57t` Street North were chosen as the recycling award winners. III. Visitors/Public Comment: None IV. Consent Agenda: Page 7 of 38 City Council Meeting Minutes December 12, 2023 Page 2 of 3 A. Approve Bills & Investments B. Approve City Council Minutes — November 28, 2023 C. Approve Resolution Authorizing Receipt of Donation and Directing the Donation be Used for Shop with a Cop Event D. Approve Appointment of Full -Time New Hire Police Officer E. Adopt Resolution for 2024 Liquor, Tobacco, Amusement, and Cannabinoid License Renewals F. Approve 2024 Taxi Licenses for FDS Enterprises d/b/a A Taxi G. Approve Resolution Designating the Polling Location for 2024 Elections in the City of Oak Park Heights H. Approve Memorandum of Understanding for VOTER Account Fund Allocation to the City of Oak Park Heights I. Approve 2024 Area Charge for Connection to Water, Sewer, and Storm Sewer J. Approve 2024 Engineering Rates K. Approve 2024 Legal Services Rates L. Approve 2024 Planning Services Rates M. Approve 2024 Home Occupation Permits N. Approve Salary Adjustment for Non -Represented Employees O. Approve Redpath and Company, Auditing Services for year ending December 31, 2023 P. Authorize Release of Temporary Construction Easements Q. Approve Security/Screening Fencing at Northern Natural Gas Substation, 55a' Street and Oakgreen Avenue North R. Approve Resolution for Certification of Delinquent Utility Bills S. Approve Resolution Designating 2024 Checking and Bank Depositories T. Approve Resolution for the Closure of the TIF #3 Oakgreen V U. Approve Resolution for the Closure of the Fiscal Recovery ARPA Fund and the Related Transfer of Funds Remaining V. Approve Resolution Adjusting 2023 Budget W. Approve Earned Sick and Safe Time Employment Policy Councilmember Dougherty, seconded by Councilmember Johnson, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearings: A. Truth in Taxation — 2024 Budget Presentation: Finance Director Caruso presented the 2024 budget of $7,348,640 and 2024 tax levy of $6,676,680. Councilmember Runk, seconded by Councilmember Liljegren, moved to close the Public Hearing. Carried 5-0. B. Public Hearing to Consider Issuance of a License to Allow Sales of Cannabinoid Products and Related Devices at Tobacco and Vane Co: Mayor McComber opened the Public Hearing. No public comments. Page 8 of 38 City Council Meeting Minutes December 12, 2023 Page 3 of 3 Councilmember Runk, seconded by Councilmember Johnson, moved to close the Public Hearing. Carried 5-0. Councilmember Dougherty, seconded by Councilmember Liljegren, moved to approve the license. Carried 5-0. VI. Old Business: None VII. New Business: A. Resolution Approvingthe 2024 Budget: Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Resolution. Roll call vote taken. Carried 5-0. B. Resolution Approving the 2024 Tax Levy: Councilmember Johnson, seconded by Councilmember Dougherty, moved to approve the Resolution. Roll call vote taken. Carried 5-0. C. Adopt Amended CC 102 Master Fee Schedule: Councilmember Liljegren, seconded by Councilmember Runk, moved to adopt the amended fee schedule. Roll call vote taken. Carried 5-0. VIII. Other Council Items or Announcements: Councilmember Runk requested staff contact the County asking about the status of signage for the south frontage road for business access. Councilmember Dougherty requested staff talk to the County about hash lines where the trail crosses the frontage road near the Holiday gas station. Mayor McComber asked to also include a request for double turn lanes at Osgood Avenue. IX. Adiournment Councilmember Runk, seconded by Councilmember Dougherty, moved to adjourn at 6:29 p.m. Carried 5-0. Respectfully submitted, Jennifer Pinski City Clerk Approved as to Content and Form, Mary McComber Mayor Page 9 of 38 ,°t OakPs'*,%;� - G Date: January 9, 2024 CONSENT TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Approve Resolution Appointing Professional Consultants for 2024 BACKGROUND: Each year, the City passes a Resolution appointing the professional consultants for the City. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution ATTACHMENTS: Resolution 24-01-01 Page 10 of 38 CITY OF OAK PARK HEIGHTS RESOLUTION 24-01-01 A RESOLUTION APPOINTING PROFESSIONAL CONSULTANTS FOR THE CITY OF OAK PARK HEIGHTS IN 2024 BE IT RESOLVED, that the City Council for the City of Oak Park Heights hereby appoints the following consultants for 2024: City Engineer: Stantec, Inc. City Auditor: Redpath and Company City Planner: The Planning Company, LLC City Attorney - Civil: Eckberg Lammers, P.C. City Attorney — Criminal Prosecution: Eckberg Lammers, P.C. Passed by the City Council of Oak Park Heights this 9th day of January, 2024. Mary McComber, Mayor ATTEST: Jacob Rife, City Administrator Page 11 of 38 . , °tom p - G Date: January 9, 2024 CONSENT TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Approve Resolution Designating Stillwater Gazette as Official Newspaper for Publications in 2024 BACKGROUND: Each year, the City passes a Resolution designating the official newspaper for publication FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution ATTACHMENTS: Resolution 24-01-02 Page 12 of 38 CITY OF OAK PARK HEIGHTS RESOLUTION 24-01-02 A RESOLUTION DESIGNATING THE STILLWATER GAZETTE AS THE CITY OF OAK PARK HEIGHTS OFFICIAL NEWSPAPER WHEREAS, the City of Oak Park Heights must designate an official newspaper for publications; and WHEREAS, the Stillwater Gazette meets legal publication requirements under state statute and offers a high number of paid circulation newspapers distributed within the City. NOW THEREFORE, BE IT RESOLVED, that the City Council for the City of Oak Park Heights designates the Stillwater Gazette as the official newspaper for publications in 2024. Passed by the City Council of Oak Park Heights this 9'11 day of January, 2024. Mary McComber, Mayor ATTEST: Jacob Rife, City Administrator Page 13 of 38 of Oak Pu*AL .. 6 Date: January 9, 2024 CONSENT TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Approve Resolution Authorizing the St. Paul Pioneer Press as the Alternate Newspaper for Publications in 2024 BACKGROUND: Each year, the City passes a Resolution designating an alternative newspaper for publication in the event there is a timing issue as the primary paper only publishes once per week. FINANCIAL IMPACT: O DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution ATTACHMENTS: Resolution 24-01-03 Page 14 of 38 CITY OF OAK PARK HEIGHTS RESOLUTION 24-01-03 A RESOLUTION AUTHORIZING ALTERNATE NEWSPAPER FOR PUBLICATION IN 2024 WHEREAS, the City of Oak Park Heights designated the Stillwater Gazette as the official newspaper for publications in 2024 in Resolution 24-01-02; and WHEREAS, the Stillwater Gazette is published and circulated one time per week; and WHEREAS, the City Council recognizes that there may be instances in which the Stillwater Gazette, as a one-time per week publication, is unable to meet the time limitations imposed upon any required publication of the City so that an alternative publication may be required; and WHEREAS, the Pioneer Press is a newspaper circulated on a daily basis in the City and meets the publication requirements set forth by state law; NOW THEREFORE, BE IT RESOLVED, that the City Council for the City of Oak Park Heights authorizes the Pioneer Press as an alternative publication in any instances in which publication on other than a weekly basis is required to comply with the requirements of the City. Passed by the City Council of Oak Park Heights this 9"` day of January, 2024. Mary McComber, Mayor ATTEST: Jacob Rife, City Administrator Page 15 of 38 Qty PAa*j45;' G Date: January 9, 2024 CONSENT TO: Mayor and City Council FROM: Jennfer Pinski, Assistant City Administrator AGENDA ITEM: Approve Taxi License for West Central Wisconsin Taxi LLC for 2024 BACKGROUND: West Central Wisconsin Taxi LLC would like to renew their taxi license for 2024. The applicant has submitted an application, paid the fee, and provided proof of insurance, and his vehicle has passed inspection by the Police Department. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve taxi license for West Central Wisconsin Taxi LLC for 2024 ATTACHMENTS: None Page 16 of 38 of Oak Paj*,%�. G Date: January 9, 2024 CONSENT TO: Mayor and City Council FROM: Jennfer Pinski, Assistant City Administrator AGENDA ITEM: Authorize Fat Tire Bike Rally on City Trails — February 18, 2024 BACKGROUND: The City has been requested to consider the use of City trails for the purposes of a Fat Tire Bike Rally to be held on Sunday, February 18. Please see the attached communication. This event has been held for the past three years on City trails without any issues. This event is sponsored by Chilkoot Velo Cycling Club with proceeds benefiting SASCA. FINANCIAL IMPACT: ® DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Authorize the event and execution of a Final Agreement (draft attached) consistent with past practices but waiving fees and financial securities as there are no planned on-site events in the City, such as tents or formal staging. ATTACHMENTS: Draft Agreement with Exhibits Page 17 of 38 CITY OF OAK PARK HEIGHTS --FAT TIRE EVENT AGREEMENT 2024 THIS AGREEMENT is made this 9' day of January, 2024 between the CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and Chilkoot Velo Cycling Club, ("EVENT HOLDER") Whereas the EVENT HOLDER, via the Contractor has approached the City — see letter dated in "Exhibit A — Route Maps and Request Letter" - regarding the desire to have the Fat Bike Rally in Stillwater event. (the "Event") to allow the event and its participants stage and move through the City of Oak Park Heights on Sunday, February 18' 2024 between the hours of 9:00am and 3:00pm. The City does hereby approve such event subject to the execution of this document by the City and the EVENT HOLDER and which requires the full compliance with all provisions. RECITALS 1. The City hereby authorizes the EVENT HOLDER to organize and conduct the Event within the statutory limits of the City of Oak Park Heights subject to the terms and conditions found herein. This shall be a singular event on the specified date(s). No date or route deviations shall occur in the City without the prior approval of the City. "Exhibit A" additionally contains the route map. a. The City expressly states to the EVENT HOLDER that the routes chosen will be under traffic, including possible construction traffic or other public projects and the City will not provide any staff or police officers that will be charged with any traffic management at any area. This Agreement does not convey sole, primary or priority use of any public infrastructure, roads, trails or any such related item. All City controlled facilities shall also be used by the general public. b. The EVENT HOLDER has an explicit duty to inform all participants that they must fully comply with all laws associated with the use of public property including the use of roads, trails and other City properties. At all times participants will additionally and strictly obey traffic laws. c. The EVENT HOLDER shall make extensive, proactive efforts to communicate protocols to all its participants that they may not block or interfere public roadways, trail -ways or other public spaces. Page - 1 of 12 Page 18 of 38 2. Limitations. EVENT HOLDER agrees that the number of EVENT participants for all EVENTS will be limited to an estimated total of 200 individual participants through the course of the day. 3. Fees. EVENT HOLDER shall pay a City impact fee of $500.00 and $1,000.00 security escrow to the City 1 month prior to the event (see item 15). The EVENT HOLDER may seek a waiver of the City's impact fee from the City Council through 12/31/24. [NOTE. In prior years the City Council has waived these fees and escrow, and no fees are due.] 4. Parking Control. No parking is expected to occur within the City that relates directly to this Event. Should such circumstances change, the Event Holder shall promptly provide a parking plan for review by the City, so that the City can understand where all parking may be planned to occur and/or if other permitting is necessary. 5 Garbage and Rubbish Removal. All garbage and refuse generated by the EVENT and their participants, including that left by participants and/or spectators, will be removed and properly disposed of by sundown on the approved day(s) by EVENT HOLDER. The EVENT HOLDER will be responsible to reimburse the City for any subsequent cleaning determined to be necessary by the City as a result of the EVENT. 6. Portable Toilets. Portable toilets will not be set-up in the City. Participants or spectators will be ticketed should they be viewed utilizing inappropriate toilet facilities. 7. Water Stops and First Aid Stations. If desired by the EVENT HOLDER, the EVENT HOLDER shall be permitted to establish water and first aid stations at locations on the route in keeping with National Event Standards for similar events. Should the EVENT HOLDER desire to place a station(s) in the City the EVENT HOLDER shall explicitly supply information to the City as to the exact locations and set-up plans to the City not later than 1 month prior to the event. The City may not unreasonably withhold such permissions. 8. Emergency Plan. The EVENT HOLDER shall provide to the City a copy of their Emergency Plan and will then be affixed hereto as "Exhibit B — Event Medical Plan". Failure to provide an Emergency Plan does not release the EVENT HOLDER from ensuring the protection of its participants. The City is not dedicating any additional resources to the Page - 2 of 12 Page 19 of 38 EVENT and shall provide emergency services only as traditionally held during regular duty hours. 9. Food, Liquor and Vending. The EVENT HOLDER will not sell commercial food, liquor or vending, nor will they license others to provide these services to EVENT participants in the City. This provision does not prevent EVENT HOLDER from providing food and nonalcoholic beverages to EVENT participants only and shall be consistent with the intent of this Agreement. 10. Insurance, Hold Harmless, and Indemnity. The EVENT HOLDER does agree to fully and unilaterally indemnify, defend, and hold harmless in totality the City with regard to any claims, causes of action or demands that might be brought against the City arising out of the events, activities, and occurrences arising out of or relating to this Agreement or activities hereunder including any claim brought by any participant or any other impacted party. Further, the EVENT HOLDER shall provide to the City evidence of insurance coverage of at least $1,500,000 of combined single limits covering claims that might be brought against them that arise out of the events authorized by this Agreement; and to name the City as an additional insured on their policy "as their interest may appear." This proof of insurance shall be provided to the Assistant City Administrator not later than January 19'x', 2024 and affixed here to as "Exhibit C Proof of Insurance". [NOTE: In prior years the City Council has approved a reduction in the combined single limit to $1,000,000.1 d. The EVENT HOLDER has been made specifically aware by the City that participants will be moving across surfaces that are un -even, unpaved, not regularly maintained for running, are not solely dedicated for pedestrian traffic and/or are impacted by construction. The City does not warrant that any such surface is maintained in a condition that is suitable for the purposes of the EVENT HOLDER and their participants. The EVENT HOLDER shall inform all participants of these conditions to use utmost caution, and cause participants to sign a waiver that releases the City from any responsibility or liability arising from their participation. ]I. Public Information. EVENT HOLDER shall make extensive, deliberate, affirmative and documented efforts to notify property owners and businesses along the EVENT course of any restrictions that might be placed upon their movements or activities during the EVENT. Page - 3 of 12 Page 20 of 38 12. Community Participation. The City shall work in good faith with EVENT HOLDER to encourage community participation in EVENT preparation and EVENT conduct. The City however shall not be required to perform any specific action or provide any funding or service. The City and EVENT HOLDER shall not be deemed partners, a joint venture or any other similar affiliation merely by the City's encouragement of community participation. 13. Police Power. The EVENT HOLDER shall maintain and monitor his/her personal cell phone at all times on the day(s) of the EVENT, and such phone number shall be provided to the City Police Department prior to January 19, 2024 in order to enable the City to immediately reach EVENT HOLDER in the event of any emergencies or safety issues during the EVENT. 14. Term. The term of this Agreement is for the dates noted in the Agreement. 15. Non -Compliance. Failure on the part of EVENT HOLDER to comply with specific provisions of this Agreement, including the providing of the preparatory documents and actions may result in the City implementing monetary penalties in the amount of $200.00 for each violation and/or the City's revocation of permission to hold this EVENT within the City. The City will provide written notice to EVENT HOLDER for each violation and will bill EVENT HOLDER for such violation. The City may also conclude, through the decision of the Chief of Police that EVENT HOLDER has not provided the required documentation in the required timelines the City may then revoke the permission to hold the EVENT within the City limits, as determined by the Chief of Police. It remains EVENT HOLDER'S responsibility to provide the required documents in a fashion wholly consistent with the dates stated in this Agreement. 16. Additional Permits. Not later than 1 month prior to the event the EVENT HOLDER shall provide a copy of the City of the Washington County and/or the State of Minnesota permit(s) (to be incorporated herein as "Exhibit D - Washington County and State of MN Permits:") if necessary to hold such EVENT along or upon the St. Croix Crossing, STH 95 or other State or County roadways. Failure to provide this information may result in the City revocating this permit. [The St Croix River Crossing Loop Trail is managed and maintained 50% by the City of Stillwater on the Minnesota side of Page - 4 of 12 Page 21 of 38 the river, and 50% by A Croix County Parks Department on the Wisconsin side of the river, both of which a trail use permit application has been sought. Hence, no additional Washington County, State of MN or Wisconsin permits should be necessary.] Page - 5 of 12 Page 22 of 38 IN WITNESS WHEREOF, the parties have set their hands effective the day and year first written above. ("EVENT HOLDER") By Date: PRINT NAME: Michael R Lyner Title: President, Chilkoot Velo Cycling Club STATE OF COUNTY OF The foregoing instrument was acknowledged before me this —day of 20_, by , the the duly authorized agent for (the EVENT Holder). Notary Public City of Oak Park Heights ("City") ATTEST: STATE OF MINNESOTA ) ) ss COUNTY OF WASHINGTON ) Its Mayor Its City Administrator The foregoing instrument was acknowledged before me this day of , 20_, by Mary McComber Mayor, and Jennifer Pinski, Assistant Administrator, for the City of Oak Park Heights. Notary Public Page -6of12 Page 23 of 38 Exhibit A Route Maps and Letter: To: Jennifer Pinski From: Mike Lyner Date: 11th December 2023 Jennifer: We would like to once again promote the Fat Bike Rally, 9am - 3pm on Sunday, 18th February, 2024. Please find attached a copy of our live "Fact Sheet" plus a detailed "Route Map" which form our PROPOSAL REQUEST for the City of Oak Park Heights' permission to use both the blacktopped and park's multi-purpose dirt trails. This is our 4th year running this event and the course and event logistics will be similar as in the past, with Chilkoot Velo Cycling Club being the official "promoter' of the event. The event is being permitted and insured through USA Cycling. Chilkoot Velo Cycling Club will be donating ALL of the net proceeds of the event to the Stillwater Area Scholastic Cycling Advocates (SASCA), a 501(c)3 non-profit. I believe that the attachments should answer most of the questions you might have. However, please feel free to email or phone me if you have any further questions or concerns. Wintertime in Stillwater - Fat Bike Rally Mike Lyner (President, Chilkoot Velo Cycling Club) 612-360-1533 Attachment A-1: Fact Sheet Attachment A-2: Route Map Page - 7 of 12 Page 24 of 38 (ATTACHMENT A-1) STILLWATER FAT BIKE RALLY - 2024 FACT SHEET ( BikeReg.com/stillwater-fat-bike-ralIv) fl;( As part of the Wintertime in Stillwater festivities, the Fat Bike Rally is the perfect outdoor activity to look forward to! All participants will get a virtual swag bag to local shops & restaurants plus cash prizes for the winners. The event will be held on Sunday 18th February 2024 in Downtown Stillwater. It can be contactless, and will have a large window of time during the day to self -space and complete the course (more than once if you choose). Participants can either 'ride' or'race' the course; with the 3 designated timed racing segments along the course being the only portions that should be raced! There is no prize for the fastest completion of the entire course! Both fat -bikes and mountain bikes will be allowed, but should the course be soft, fat bikes may be your only rideable choice! Event Schedule and Details: Dates/Times: Sunday 18th February 2024. Earliest start is 10am, and all need to finish by 2pm. Location/Course:(hftDs://ridewithqr)s.com/routes/4488151 0) Starting (and finishing) at River Siren Brewing at the north end of Stillwater's RiverFront/Lowell Park, over the old historic lift bridge on the St Croix Crossings Loop Trail, up to Houlton in Wisconsin, then return via new St Croix Crossing (MN Hwy 36 / WI Hwy 64) bridge, Oak Park Heights' Valley View Park, and back to the Loop Trail along the Minnesota side of the St Croix River. Race 'segments' proposed up Houlton Hill (where a one-way cycle path exists) and Oak Park Heights' Valley View Park mountain bike trails in Oak Park Heights... both of which should not have many (but possibly some) pedestrians on them!. Participants can choose to 'ride' the entire 11 -mile course (including the Houlton Hill 0.5 mile) segment, or by-pass the 2 technical 'racing' segments in Valley View Park (1.2 miles & 1.7 miles) shortening their course to 8.1 miles. 3.1 mxe', • 1 -1 Parking: Early -bird free parking available for the first 20 riders in River Siren's parking lot (immediately north of the brewery), but also available on streets and in many surrounding parking lots. Racers: The timed segments will be tracked using Ride with GPS' app. Rides must be tracked and/or downloaded onto Ride with GPS within 1 day, following completion of the ride. The course may be 'ridden' or'raced' as many times as each participant wants during the event day at no additional cost, but racing segments must be completed in order, and as a part of each 10 -mile complete course. Registration Fees: - Adults (19+) $25.00, Youth (18-) $15.00. It is not recommended that children (11-) attempt this ride. Pre -registration is strongly encouraged (COVID recommendation), and fees will increase to $30 and $20 respectively for onsite/day-of registrations. No refunds. Beneficiary: Sustainable Stillwater MN www.sustainablestillwatermn.org. To provide elementary school basic bicycling instruction, helping Stillwater to upgrade their recent Bicycle -Friendly Community certification from 'bronze' to 'silver'. Stillwater Mountain Bike Team, via Stillwater Area Scholastic Cycling Advocates (SASCA) hftps://www.sasca-mn.or-q a 501(c)3 non-profit organization; supporting St. Croix Valley competitive co-ed riding programs for students in 6th -12th grades. Kids learn mountain biking skills, develop teamwork and gain confidence, all the while engaging in an activity that will provide them a lifetime of fun and fitness. Questions/Updates: "Stillwater Fat Bike Rally" Facebook page, or contact Event Director. Page - 8 of 12 Page 25 of 38 (ATTACHMENT A-2: ROUTE MAP) Stillwater Fat Bike Rally 2024 0 w �a a W LA --sem • { M � treet West Boo 700 600 ete {feet;, r R+IDE 10.7 mites + 575 r' 575 fleet d 0 .n y - 2 a 6 r, distance in miry_ Page - 9 of 12 Page 26 of 38 Exhibit B - The Emergency Plan r_•. {1 {J fi k EVENT MEDICAL PLAN EVENT: STILLWATER FAT BIKE RALLY 2023 DATE: 2024 e. Will there be an EMT or ambulance on site? Yes _ No If not on site, how will emergency medical staff be notified? Pay Phone Cell Phone Radio Other: f. Are there event staff or certified volunteers with Red Cross First Aid training? Yes X _ No If yes, what training? X Basic _advanced - Identify staff: QL UNTEER MCA MOUNTAIN BIKE COACHES MAY BE IN ATTENDANCE g. Is there a First Aid kit on site? Yes No h. Will police or security services be on site? Yes „_. No i. Will emergency medical staff at event site be clearly identified? Yes No j. First aid and emergency medical stations identified? Yes No k. Does course design allow easy access for emergency vehicles? _ I. Describe emergency medical transportation? 1KtJ1 ANS M. City/Location of nearest hospital: Yes No n. Distance from event: Miles Minutes Yes No o. Has hospital been notified of the event? Yes No Response time: Minutes p. Is emergency air transportation available? q. How will air transport be notified? Phone Radio EMT r. What is the plan for suspending or postponing the event if a serious injury occurs? WE HAVE nVIHGJBICy l INN MFCHA TCS ON COi iRSF WHO CAN CAI I FOR ASSISTANC /ADVI . s. Who will compile and submit USA Cycling First Reports of Occurrence for all injuries at the event to the Chief Referee? Event Director EMT/Medical Staff Other (specify): NOTES: HOSPITAL PHONE NUMBER: Stillwater Lakpvmpw Hospital = Emerges 911, Non -Emergency 651-430-8535 AMBULANCE PHONE NUMBER: —65t -4N-8535 POLICE/SHERIFF PHONE NUMBER: Stillwater Police = Emergency 911 Non -Emergency (651) 351-4900• Oak Park Heights PolAcc- rmergen 911, Non -Emergency 651-4'14-()3R1 Page - 10 of 12 Page 27 of 38 Exhibit C Proof of Insurance (See attached) [NOTE. For City Council approval a Schedule of Insurance able to be provided is attached, and will be replaced with the actual Named Insured Certificate once received from USA Cycling.] Page - 11 of 12 Page 28 of 38 Exhibit D Washington County and State of MN Permits [NOTE. The event does not utilize any roads, but only the blacktopped bike/pedestrian St Croix River Crossing Loop Trail, plus blacktopped bike/pedestrian trails alongside Oak Park Heights roads, and the Valley View Park multi-purpose bike/pedestrian dirt trails. The St Croix River Crossing Loop Trail is managed and maintained 50% by the City of Stillwater on the Minnesota side of the river, and 50% by St Croix County Parks Department on the Wisconsin side of the river, both of which a trail use permit application has been sought. Hence, no additional Washington County, State on MN or Wisconsin permits should be necessary.] Page - 12 of 12 Page 29 of 38 . .took Paik o,, Ci TO: FROM: AGENDA ITEM: Date: January 9, 2024 CONSENT Mayor and City Council Jacob Rife, City Administrator Approve a Memorandum of Understanding Between the City and MnPEA BACKGROUND: As the City Council is aware, Finance Director Betty Caruso originally planned to retire on December 31, 2023. Director Caruso graciously extended her retirement date to February 29, 2024 due to the challenges the City has faced in hiring a Finance Director. Given that a replacement for Director Caruso has still not been identified, Director Caruso has offered to continue with the City until April 30, 2024. This continued service will allow the City to ensure the timely and uninterrupted completion of all necessary audit work as Finance Director Caruso preps for Redpath and Company to complete the City's financial audit. In discussing the continued service to the City, Director Caruso and I have agreed on the following work parameters that would apply for Director Caruso during the period of March 1 -April 30: • Director Caruso would only be completing work associated with the City's audit • Director Caruso would set her own work schedule • Director Caruso would not accrue any benefit time • Director Caruso would continue to receive her same compensation, health benefits, PERA and social security/medicare Please understand that staff is supportive of the arrangement with Director Caruso. I have full confidence in her work and she is a great steward of the City's financial resources. Without having Director Caruso for March and April, the City would need outside consultant assistance to complete all of the audit prep work. This would be in addition to needing consultant assistance to help us with certain Finance Director tasks. Having an outside consultant complete the audit prep work would be an expensive undertaking. The attached memorandum of understanding (MOU) formalizes this arrangement and staff recommends approval. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes • IF YES, TOTAL COST: Continued wage/salary for Finance Director • BUDGET LINE ITEM: 101-40600-101 BUDGETAMOUNT: $231,300 • WITHIN BUDGET? Yes ACTION REQUESTED: Approve the Memorandum of Understanding ATTACHMENTS: 1. Memorandum of Understanding Page 30 of 38 Memorandum of Understanding City of Oak Park Heights and Minnesota Public Employees Association Finance Director WHEREAS, the City of Oak Park Heights (the "City") and Minnesota Public Employees Association (the "Union") are parties to a collective bargaining agreement which contains the working terms and conditions for the Finance Director, Betty Caruso; and WHEREAS, the Finance Director has expressed her intent to retire early in 2024, and as of the date of this MOU, the City has been unable to hire a qualified candidate for the position, and WHEREAS, the City will be audited beginning in mid-March with a final report to be completed and presented to the council in April, and it will be beneficial to the City to have a Finance Director in place during the audit; and WHEREAS, the current Finance Director is willing to extend her retirement date to a date beyond the completion of the audit if there are certain changes to the terms and conditions of her employment, NOW THEREFOR, it is agreed 1) Caruso will extend her expected retirement date to April 30, 2024. 2) Caruso will complete the audit as she has in the past with the auditors, prepare and assist in the financial reporting, and answer the questions required. Caruso will also do a final close on the 2023 year end records, balance the months of Jan -March 2024, and close those periods so the city will be up to date in its financial information through March 2024. During the months of March and April, Caruso's duties will be limited to only those listed here. 3) Caruso will not be expected to work traditional business hours from 8:00 am to 4:30 pm, but will flex her time and perform the work as needed to complete the tasks listed. In exchange for this flexibility, there will be no additional accrual of vacation, sick leave or comp time during the months of March and April, 2024. 4) The benefit and leave balances that are accrued as of 2/29/24 will be the time that will be used for the calculation of termination payout at the end of April 2024. 5) All other terms and conditions of employment will remain the same through her retirement date, including but not limited to monthly salary, health and other insurance benefits, retirement contributions, and social security and Medicare contributions. IN WITNESS WHEREOF, we agree on this date, 2024 For the City Finance Director For the Union Page 31 of 38 oat P�ff* Date: January 9, 2024 qq CONSENT TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Well 2 Preventative Maintenance BACKGROUND: The City's drinking water wells require preventative maintenance, recommended every seven (7) years. It has been eight (8) years since the last maintenance at well 2. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes. • IF YES, TOTAL COST: Unknown, but not more than $82,845. Likely $40,000-$50,000 • BUDGET LINE ITEM: Well Rehab Fund BUDGETAMOUNT: $181,000 • WITHIN BUDGET? Yes. ACTION REQUESTED: Authorize staff to accept the quote from Keys well drilling to perform preventative maintenance on well 2. ATTACHMENTS: See attached Memo and quotes. it City of Oak Park Heights 14168 Oak Park 13]vd Me Box 2007 . Oak Park Heights, MN 55082 • Phone (651) 439-1439 • Fax 439-0574 Memo To: .Jacob Rife, City Administrator Cc: Mayor and Council From: Andrew Kegley, Public Works Director . Date: 01/04/2024 Re: Well # 2 Maintenance / Rehabilitation Well 2 is due for preventative maintenance. Well maintenance generally consists of removing and inspecting the well motor, pipe casing and shaft and pumping equipment. While the pump equipment is removed, the well is televised and inspected to ensure adequate water flow and continued drinking water quality. I have received cost estimates to perform maintenance including a full well rehabilitation if necessary. Because well components are not visible and can only be inspected by performing the maintenance, I am requesting funding for $82,845, but hopefully the well cavity does not need to be completely rehabilitated and the project costs less as it has with past well rehab projects. It is likely the actual project will cost between $37,000 -$50,000 I've reviewed quotes from Keys Well Drilling Company and from Traut Companies. I requested a quote from E.H. Renner Well Drilling Company, but they could not get OPH on their schedule until fall 2024. Based on the itemized ESTIMATED quotes, I recommend accepting the quote from Key's Well Drilling. A summary of the quotes is attached. Well maintenance is budgeted; the fund has a balance of $181,000. 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LL H rn LL Lu 0 Q CJ LL H F- m F- f— H U F- 12 Page 37 of 38 G TO: FROM: AGENDA ITEM: BACKGROUND: Date: January 9, 2024 CONSENT Mayor and City Council Steve Hansen, Chief of Police Appointment of full-time new hire Police. Officer Chris Gower I am requesting the appointment of Chris Gower as a new hire full-time Police Officer. Gower has successfully completed the hiring process approved by council. This position is to fill the vacancy created by the retirement of Sgt. Joe Croft in January 2024. Gower was selected as one of the top four applicants that made it into the final selection round in the hiring process; after the 2"d interview with City Admin staff and Council members Johnson and Liljegren. After final review of background information along with employment reference, Gower is selected as the final candidate. Gower is a college graduate with an associates degree in Law Enforcement from Fond du lac Tribal & Community College. He has a Bachelors Science degree in Product Design Engineering Technology from Ferris State University Michigan and an Associate's degree in Auto Body Technology from Lake Superior College. Gower also served 6 years in the MN National Guard as a Cavalry Scout with deployments to Kuwait and Iraq. Gower and his family recently moved from Duluth to the Stillwater area. He is excited for the opportunity to work for the City and I feel he will be a good fit for this community. Gower has successfully completed the physical and psychological exam as required by POST licensing. Third and final conditional hire of employment would be council approval at the January 9`h City Council meeting. Gower's expected start date would be on January 16th 2024. With an appearance before council for swearing in ceremony at the date TBD upon completion of supervised field training program. FINANCIAL IMPACT: • Does action require expenditure of funds? Yes • If yes, total cost: Per the patrol union (LELS) contract, their starting wage for 2024 will be $5,699.68/month. • Budget line item: 101-41510-101 • Budget amount: $1,435,700 • Within Budget? Yes ACTION REQUESTED: Appointment of full-time new hire Police Officer Chris Gower Page 38 of 38