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HomeMy WebLinkAbout04-09-2024 Council PacketCITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA CITY HALL COUNCIL CHAMBERS TUESDAY, APRIL 9, 2024 6:00 PM 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda Estimated times 6:00 p.m. II. 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) 6:05 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. Bayport Fire Department Operational Update — Allen Eisinger 6:10 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Minutes — March 26, 2024 (pg. 5) C. Adopt Proclamation for April 2024 as Fair Housing Month (pg. 7) D. Adopt Proclamation for May 2024 as National Cities, Towns and Villages Month (pg. 11) E. Approve Updates to the City's Purchasing Policy (pg. 13) F. Adopt Resolution Approving the Transfer of Public Safety Funds from the General Fund to the Budgeted Projects Fund (pg. 27) G. Adopt Resolution Opposing State Preemption of Local Zoning Authority and State Mandated Zoning Standards (pg. 29) 6:10 p.m. V. Public Hearings 6:10 p.m. VI. Old Business A. Citywide Residential Street Speed Limit Reduction (pg. 31) 6:25 p.m. VII. New Business 6:25 p.m. VIII. Other Council Items or Announcements 6:25 p.m. IX. Adj ournment Page 1 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 2 of 36 City of Oak Park Heights 14168 Oak Park Blvd. N • Oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax (651) 439-0574 April 2, 2024 Edwin Andera 14935 57th Street N Oak Park Heights, MN 55082 Dear Mr. Andera: 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 Tuesday, April 2, to determine if you had your recycling bin out with your regular garbage. Your recycling was out and ready for collection; therefore, you are one of this month's winners. Please contact me via phone at 439-4439 or email at jpinski@cityofoakparkheights.com to let me know your choice of award. On behalf of the Oak Park Heights City Council, thank you for participating in the City's recycling program. Congratulations! Jennifer Pinski Assistant City Administrator TREE CITY U.S.A. Page 3 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 4 of 36 CITY OF OAK PARK HEIGHTS TUESDAY, MARCH 26, 2424 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, and City Attorney Benson. Absent: Nome. Councilmember Dougherty, seconded by Councilmember Johnson, moved to approve the Agenda. Carried 5-0. II. Counci!/Staff Reports: A. Mavor McComber: She reported she attended a two-day strategic planning meeting with the Energy Transition Advisory Committee through the Department of Employment and Economic Development and she attended the Xcel Energy quarterly stakeholder meeting. and she would be attending the National League of Cities Women in '.Municipal Government meeting. B. Councslsnember Dougghe_ t : He reported attended the Parks and Trails Conlniission mcet.ing, the Xcel Energy quarterly stakeholder meeting, and a ribbon cLitting meeting for Midwest Landscaping asld Excavating. C. Councilmember Johnson: No report. D. Councilmember Life ren: No report. E. Councilmember Runk: He reported he attended the Stillwater City Council meeting vd)ei,e they recognized Officer Lindsey Paradise with a Medal of Merit. F. Staff: City Administrator Rife reported Washington County would be hosting open houses for the proposed Emergency Housing: Services building project. He indicated one of the open houses would be at Oak Park Heights City Hall on April 16 from 6:00 to 8:00 p.m. Police Chief Hansen reported winter parking would be ending March 31. he also rcported the department was participating in crime mapping software which was available to the public at w�'��.crimemapping.corn. He also said they would be conducing interviews for the sergeant position. Assistant City Administrator/City Clerk Pinski reported that Kelsey Berger of 5582 Osgood Avenue North was chosen as the recycling award winner. She also reported clean up day was scheduled for May 18. Page 5 of 36 City Council Meeting Minutes March 26. 2024 Page 2of3 III. Visitors/Public Comment: None IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Worksession Notes —March 12, 2024 C. Approve City Council Minutes — March 12, 2024 D. Approve National League of Cities City Summit Registration E. Approve Resolution Authorization for a Loan Application to the Minnesota Public Facilities Authority F. Approve Replacement of 2017 Bobcat Toolcat G. Approve Proposals from Pearson Brothers and A+ Seal Coating for 2024 Street Seal Coating. Project H. Approve Proposal from Mauer Company LLC to Replace Swager Park Fence L Approve Street Sweeping Contract with St. Croix Sweeping J. Award the Spring 2024 Boulevard and Park Tree Planting Project to Hoffman & McNamara Nursery and I-andscape K. Appoint Taylor Pass to the Parks and Trails Commission through 2026 Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Consent Agenda. Roll call vote taken. Carried 5-0. V. Public Hearinp-s: None VI. Old Business: None VII. New Business: A. Adopt Citv of Oak Park Heights Conflict of Interest Policy: City Administrator Rife reported a conflict of interest policy was required by the Economic Development Administration for the grant the City was awarded for the Well 43 project. Councilmember Runk, seconded by Councilnicmber Liljegren, moved to adopt the policy. Roll call vote taken. Carried 5-0. B. Authorize the City EnLineer to Review the 58`h Street Extension Traffic Analysis Prepared by SRF Consultin : City Administrator Rife reported that Washington County and their consulting engineer stated that a traffic analysis would be pro\-ided to Oak Park Heights and Stillwater. He recommended the City Council authorize the City Engineer to review the traffic analysis at a cost not to exceed $1,500. Councilznember Johnson, seconded by Councilmember Dougherty, moved to authorize the review. Carred 5-0. Page 6 of 36 City Council. Meeting Minutes March 26, 2024 Page 3 of 3 VIII. Other Council Items or Announcements: None IX. Adiourn: Councilmember Runk, seconded by Councilmember Dougherty, moved to adjourn at 6:14 p.m. Carried 5-0. Respectfully submitted, Jennifer Pinski Assistant City Administrator/City Clerk Approved as to Content and Form, Mary McComber Mayor Page 7 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 8 of 36 CITY OF OAK PARK HEIGHTS FAIR HOUSING MONTH PROCLAMATION WHEREAS The Fair Housing Act, enacted on April 11, 1968, enshrined into federal law the goal of eliminating racial segregation and ending housing discrimination in the United States: and WHEREAS The Fair Housing Act prohibits discrimination in housing based on race, color, religion, sex, familial status, national origin, and disability, and commits recipients of federal funding to affirmatively further fair housing in their communities; and WHEREAS Oak Park Heights is committed to the mission and intent of Congress to provide fair and equal housing opportunities for all; and WHEREAS Our social fabric, the economy, health, and environment are strengthened in diverse, inclusive communities; and WHEREAS More than fifty years after the passage of the Fair Housing Act, discrimination persists, and many communities remain segregated; and WHEREAS Acts of housing discrimination and barriers to equal housing opportunity are repugnant to a common sense of decency and fairness. NOW THERLFORE BE IT RESOLVED that the City Council of Oak Park Heights does hereby declare the month of April 2024 as Fair Housing Month In Oak Park Heights as an inclusive community committed to fair housing, and to promoting appropriate activities by private and public entities to provide and advocate for equal housing opportunities for all residents and prospective residents of Oak Park Heights. Dated this 9th day of April, 2024 Attest: Jacob Rife, City Administrator Mary McComber, Mayor Page 9 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 10 of 36 CITY OF OAK PARK HEIGHTS NATIONAL CITIES, TOWNS AND VILLAGES MONTH PROCLAMATION WHEREAS, the National League of Cities was founded in 1924 in Lawrence, Kansas, as the American Municipal Association by state municipal leagues seeking more coordination and national representation as cities, towns, and villages expanded rapidly; WHEREAS, the nonpartisan National League of Cities is the oldest and largest organization representing municipal governments throughout the United States, representing the interests of more than 19,000 cities, towns, and villages across the country; WHEREAS today, the National League of Cities works in partnership with 49 state municipal leagues across the country to strengthen local leadership, drive innovation, and influence the federal policies that impact local programs and operations; WHEREAS, as the voice of cities, towns, and villages in Washington, DC, the National League of Cities has successfully championed federal legislative solutions that support municipalities and has worked closely with. Congress and the Executive Branch to educate policymakers on the realities of local implementation; WHEREAS, Oak Park Heights is a proud member of the National League of Cities, and has benefited from the organization's research, technical expertise, federal advocacy and opportunities to learn from other local governments; WHEREAS, local governments are the bedrock of American democracy, providing 336 million residents with the most accountable, responsive, inclusive, ethical, and transpai-ent government in the world; WHEREAS, from the nation's smallest villages to its largest cities, America's local governments have been essential in transforming the United States of America into the greatest, most influential nation in world history; WHEREAS, Oak Park Heights was first incorporated in 1959 and is proudly served today by Mayor Mary McComber and Councilmembers Chuck Dougherty, Carly Johnson, Mike Liljegren, and Mike Runk and a municipal workforce of 23 dedicated public servants; NOW, THEREFORE, BE IT RESOLVED that Oak Park Heights hereby proclaims May 2024 as National Cities, Towns, and Villages Month in celebration of America's local governments and the National League of Cities' historic centennial anniversary. Dated this 91 day of April, 2024 Attest: Jacob Rife, City Administrator Mary McComber, Mayor Page 11 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 12 of 36 a� Oak Park,%._ G Date: April 9, 2024 Consent TO: Mayor and City Council FROM: Jacob Rife, City Administrator AGENDA ITEM: Approve Updates to the City's Purchasing Policy BACKGROUND: With the assistance of Finance Director Caruso and Finance Consultant Mol, the City has been reviewing various financial policies and procedures. We completed a review of the purchasing policy and staff is proposing various updates to the policy. Several updates are being proposed to ensure we are compatible with State and Federal guidelines. FINANCIAL IMPACT: • Does action require expenditure of funds? No ACTION REQUESTED: Approve Updates to the City's Purchasing Policy ATTACHMENTS: 1. Purchasing Policy Page 13 of 36 PURCHASING POLICY Section 1. Purchasing Guidelines 1.1 Policy Statement The City desires that all purchasing of equipment and supplies be conducted in compliance with Minnesota State Statutes and in a manner that is consistent with ensuring adequate cost control. The Minnesota Public Purpose Doctrine permits a governmental entity to expend public funds only when the primary purpose of the expenditure is public and the expenditure relates to the governmental purposes for which the entity was created. There must also be statutory authority allowing for the expenditure of such funds and there must be a benefit to the community. Proper documentation must be maintained by the City to establish that all expenditures serve a public purpose. The standards in this policy are minimum standards to ensure fiscal responsibility. Departments may set more restrictive procedures to meet their own budgetary accountability. For purchases made under Federal or State grant funded programs, additional restrictions are identified within the uniform grant guidance regulations (2 CFR 200.318). All federal grant expenditures must be reasonable, necessary, and adequately documented. All federal grant expenditures must be deemed to be allowable under specific grant agreements and in accordance with 2CFR200, subpart E. 1.2 ADA Compliance The City of Oak Park Heights is subject to the provisions of the Americans with Disabilities Act (ADA). In general, the City will consider the needs of people with disabilities as it purchases equipment and configures work and public areas. 1.3 City Purchases of Goods or Contractual Services City purchases will be made in accordance with the MN Statute 471.345. See guideline following the policy for guidance. Section 2. Purchasing Practices 2.1 Ethics / Relations with Vendors The City of Oak Park Heights holds its employees to the highest ethical standards. Purchases shall be conducted so they foster public confidence in the integrity of the City's procurement system, and open and free competition among prospective suppliers. In keeping with this value, employees should avoid the following practices when making purchases on behalf of the City: Circumventing competitive bidding requirements. Examples of this include: • Splitting purchases so that they can be made through several small purchases. • Using the emergency procedure process when no true emergency exists. • Using a `sole source' exemption when competition is available. Denying one or more vendors the opportunity to bid on a contract when they have no history of default or failure in performance Examples of this include: • Using unreasonably restrictive specifications. Page 14 of 36 -1- • Pre -qualifying bidders on a discriminatory basis. • Removing companies from a bidders list without just cause. • Requiring unnecessarily high bonding. Giving favored vendors an unfair advantage. Example of this include: • Providing vendors with non-public information regarding their competition's offers in advance of a bid opening. • Making information available to favored vendors and not to others. • Giving un -favored vendors inaccurate or misleading information. Accepting gifts from vendors. • Minnesota Statutes §471.895 prohibits government employees from receiving gifts except where they are included as part of the cost of a product, good, or service provided (such as a meal provided as part of a conference). Section 3. Authorization The City of Oak Park Heights has a decentralized purchasing program where individual departments are responsible for making their own purchases. There are a few exceptions including the supplies maintained in the general office supply closet, paper and stationery products. The Administrative Secretary/Deputy Clerk will assist staff members who need help with research or purchase of items in cases where staff are not familiar with particular products. Payment Authorization Process 1. Determine the need for commodities and services. 2. Research the cost of the purchase and determine proper purchasing alternative. 3. Forward request to Department Head or designee for approval. Department Head determines the appropriate account coding and whether there are sufficient funds available in that budget line item. exrtaed $1,509 Ge, 1PA01 rpr S-reGI64ed f9F P61F4Ta6e.SeeSer-tion 4 ? Qwirk Ooforonno %`i4619 5. Invoices are forwarded to the Department Head or City Administrator for approval. 6. Department Head or City Administrator forwards invoices to the FinanGe DepaF+mon+ Accountant for coding and input into the accounts payable system. 7. Finance Director reviews all invoices and statements for accuracy and coding and required approvals. 8. €+naAr_e The Senior Accountant produces checks and check register for review and approval by the City Administrator or his/her designee and the City Council. 9. Payment is made by the Finance Department. Section 4. Purchasing Alternatives-Meth— The lternativesMeth.,.,.. The Uniform Municipal Contracting Law, Minnesota Statutes Section 471.345 outlines certain bid and quotation requirements based on the amount of the purchase. In addition, when a purchase is funded through federal dollars, there are different dollar thresholds for Page 15 of 36 -2- bids/quotations. Usual and customary purchases must have sufficient funds available within the approved department budget. City purchases will not be divided into smaller amounts for the purpose of avoiding state, federal, or City procurement requirements that are based on purchase amounts 4.1 Micro Purchases a. Procurements valued at less than $5,000 can be made on the open market without obtaining competitive quotations or proposals at Department discretion. b. Procurements valued more than $5,000 and less than 25,000 ($10,000 for federally funded) can be made after obtaining at least two (2) quotes. 4.2 Small Purchases Procurements valued between $25,000 and $175,000 will be considered Small Purchases, and will be made after obtaining at least two (2) quotes or proposals from qualified sources, in accordance with City procurement procedures. 4.3 Maior Purchases Procurements valued at greater than $175,000 will be considered Maior Purchases, and will be made by publicly soliciting bids or proposals in accordance with City procurement procedures and as required by Minnesota Statutes 471.345. For Federally funded projects, the value is higher than the State limit, as such the City will follow the State limit of $175,000 for federally funded purchases as well. • A formal sealed bid procedure is required for all purchases in excess of $480,088 $175,000 except professional services. City Council approves all bids and specifications. A published notice of bid is required in the official City newspaper at least ten days in advance of bid opening. The published notice must state where the plans and specifications can be obtained by bidders and specifically, where the bid opening will be held. The notice may also be published on the City's official web site or in a recognized industry trade journal if certain steps are followed: Minnesota Statute § 331A.03, subd. 3 If a political subdivision designates an alternative method to newspaper notice: i. The political subdivision must continue to publish solicitations and requests in the newspaper for six months in addition of the alternative method. ii. The publication in the newspaper must indicate where to find the designated alternative method. iii. Alternative methods of publication must be in substantially the same format and for the same time period as is required for the newspaper publication. Minnesota Statute § 331A.02, Subd. 5 2. If, in the normal course of its business, a qualified newspaper maintains a web site, then as a condition of accepting and publishing public notices, the Page 16 of 36 -3- newspaper must agree to post all the notices on its web site during the notice's full publication period. • All bid openings are to be administered by the City Administrator and/or the originating department. • The preparation of all specifications are to be the responsibility of the City Administrator and/or the originating department. • Required authorization for plans and specifications is the responsibility of the City Administrator and/or the originating department. • The City Council must formally approve the bid contract. • The contract is then filed with the Administration Department. Accepted bids for services and supplies will be retained for a minimum of 10 years. Accepted bids for capital improvements will be retained permanently. Rejected bids will be retained for one year. 4-2 4.4 Quotes If a purchase is estimated to exceed $5,000 but not to exceed $489-989 $175,000, the purchase may be made either by sealed bids or by direct negotiation based upon quotations. If a purchase is made in this range, staff members are required to obtain at least two written quotes and the quotations must be kept on file for at least one year. All such quotes must be #eP A ardAd to the CiRaRGe P' epaFt.mfta t ;nn4h the P FGhasiRg ,BGG HMeRt& will be kept by the department. 4.3 Professional Services Contracts: The City retains outside professional services in the area of: Legal Services Planning Services Auditing Services Assessing Services Engineering Services The City Council will approve professional service contracts annually 4.4 Emergency Emergency situations may arise where the normal purchasing process cannot be followed for the procurement of goods and services. An emergency must be a situation arising suddenly and unexpectedly which requires speedy action essential to health, safety, and welfare of the community, and not just an inconvenience. If an emeraencv Durchase is reauired durina normal business hours. the Finance Deaartment should be made aware. If an emergency item is required after normal business hours, the Department Head or their designee on duty may procure the item immediately. Proper receipts must be sent to the Finance Director within three workina days after the emeraencv. so that the proper paperwork can be initiated. 4..5 4.7 Request for Proposals (RFP) RFPs may be used to solicit proposals for professional and/or contractual services. Typical Page 17 of 36 -4- information to address in RFPs includes: • Background and scope of the project • The project's budget to ensure that the proposals stay within that range. • Proposal requirements should include adequate information to allow for proper review and evaluation including: • Description of firm and qualifications, including any specialized experience related to the project. • A list of similar projects the firm has completed. • Project timetables including: estimate of hours, breakdown of hours by phase, and the city's expectation for a completion date. • Designation of a firm principal who will be in charge of the project. • Statement that either no subcontractors are allowed or that all subcontractors will be identified and are subject to the City's approval. • Estimate of cost to provide the service, outline of fee schedule and payment schedule. • Description of city's selection process. • City's evaluation criteria, which typically may include: Quality and thoroughness of the proposal. Similar past experience and/or expertise. References Cost estimate • The following statement must be included: - "The City reserves the right to reject any and all proposals, waive all technicalities and accept any proposal deemed to be in the city's best interest." • Submittal deadline: date, time, project name, and addressee. • Statement: "Proposers are solely responsible for delivery of their proposals to the city before the deadline. Any proposal received after the deadline will not be considered and will be returned." • Information about where questions should be directed. Note: Staff should make sure that all proposers are given the same information. Attach a copy of the agreement proposed to be used for the project, including the City's insurance certificate. The agreement includes provisions to which the firm must agree, so it is important that they see the agreement up front. It is suggested that the RFP be submitted to the city attorney for review prior to distribution. 4.-6 Leases/Purchases All lease agreements need approval through the City Administrator, City Council and legal counsel prior to initiating a lease. Copies of leases need tc be submitted to finance for ecording in the financial statements. 4-74.9 On -Line Purchases The following guidelines are recommended for purchasing products over the Internet: Only purchase from vendors that use secure servers for e-commerce. Most sites will have a disclaimer, but some do not have the disclaimer language. If in doubt, either send an e-mail to the vendor or call them. • When using an account charge card, follow the standard purchasing guidelines that are used when paying by charge card on the telephone. It is generally safe to use a charge card on the Internet,h-;-, tbe, t+AFs - 16 e e +ho fire+ i+orr, in +hie ihcon4inn Page 18 of 36 -5- 4.4 Reverse Auction Purchases Minnesota Statute § 471.345, subd. 16 authorized a municipality to contract to purchase supplies, materials and equipment (but not services), using an electronic purchasing process in which vendors compete to provide the supplies, materials, or equipment at the lowest price in an open and interactive environment. 4. 1 Reviewing for Contractors under Suspension or Debarment In all cases the City will review the excluded parties list (https://www.sam.gov), to ensure that no tentative parties, suspended and/or debarred contractors are contracted with when using federal or City dollars. 4.12 Joint Purchasing/Cooperative Purchasing Agreements The City has the authority to enter into Joint Purchasinq or Cooperative Purchasing Agreements with other governmental units as provided for in Minnesota Statutes. Procurements made through Joint Purchasing or Cooperative Purchasing Agreements will satisfy the City's competitive procurement requirements. City employees are authorized to obtain goods and services using the State of Minnesota Cooperative Purchasing Venture. When available through the State program, it is not necessary for City employees to obtain quotes or to competitively bid the goods or services which are sought. Employees shall be responsible, however, for ensuring that the goods or services are of a quality sufficient to meet the City's needs and that pricing is competitive. Minnesota's Cooperative Purchasing Venture (CPV), established by Minn. Stat. � 16C.03, subd.10, allows eligible entities to purchase goods, certain services, and utilities from contracts established by the Office of State Procurement (OSP) for Minnesota state agencies. OSP contracts with vendors to provide goods, services and utilities to state agencies. This program creates a legal relationship so that eligible governmental entities can use these contracts iust like state agencies. The National Joint Powers Alliance (NJPA) is a government -managed, public, national municipal contracting agency that facilitates the bidding and contracting process on behalf of its members. The NJPA contracts are solicited, awarded and monitored by a public agency with a Publicly elected board of directors. As a result, the NJPA offers its members the opportunity to purchase equipment through nationally leveraged contracts. Minnesota statute #123A.21 identifies the NJPA as a "Public corporation and agency" with the specific directive to provide "cooperative purchasing services" to its members. Minnesota statute #471.345 identifies the NJPA as a "Municipal Agency" and Minnesota Statute #471.59 defines the ability of two government agencies to enter into an agreement to contract in common through the action of each of the governing bodies. Subd. 10 of that statute expands on the abilitv to enter into cooaerative aareements. 4.13 Noncompetitive Purchases Noncompetitive Purchases can be made under the following circumstances: • When the City Council has declared an emergency, in accordance with State Statute, City Policies and Procedures. • When a sole source of the good or service exists and has been verified by City Page 19 of 36 -6- Administrator. • When the procurement is for goods or services not available competitively, such as utilities, subscriptions, professional dues and memberships, insurance, conference and seminar registration, permits and licenses, advertisements in publications, taxes, required federal, state and local fees and charges, etc. Section 5. Payment The City of Oak Park Heights uses various processes in making payments for goods and services. 5.1 Standard Purchase Orders Purchase orders are used only when required by the vendor to acknowledge the City's request for goods and services. A copy of the purchase order will be sent to the vendor when requested. • Obtain purchase order numbers from Finance Department. • Once the invoice is received and the purchase order is complete, return completed purchase order with invoice attached and authorization for payment to the Finance Department. 5.2 Check requests • Used for processing payment for immediate pay. • If travel advance is needed, a check request may be processed with submittal of appropriate documentation, i.e. written request, e-mail, confirmation. Examples of travel advance — motel reservation, airline ticket. • Once invoice is received, submit to Finance Department to be filed with check stub and original request. 5.3 Immediate Payment The Finance Department policy is for bills to be paid on the accounts payable invoice list. For certain exceptions, immediate pay may be used under the following guidelines: • Immediate pay is for payments that need to be made prior to Council meeting approval date. Such items include getting discounts, avoiding late charges, purchases requiring payment with order, etc. • Immediate pay checks will be issued upon one day notice. Exceptions to the one day notice is for investments and emergency purchases. • Checks will be issued, mailed, or returned to appropriate department. Requests for immediate pay may be submitted on a purchase order, check request, or expense voucher. Return completed documentation and invoice with authorization for payment, to the Finance Department. 5.4 Blanket Purchase Orders, Charge Accounts, and House Accounts Page 20 of 36 -7- The City uses blanket purchase orders, charge accounts, and house accounts for frequently used vendors. This process requires submission of receipt with an account code and department approval. All new open accounts must be authorized by the requesting Department Head and Finance Department. 5.5 Invoices • Invoices, purchase order, or expense form along with proper authorization must be returned to the Finance Department to be processed on invoice list. 5.6 Statements • The Finance Department tracks all statements—reviewing for old invoices or credits. The Finance Department matches invoices to the statement. • All statements are to be mailed directly to the Finance Department. 5.7 Account Coding All requests for payment including invoices, check request, purchase order, or expense form must have an eleven digit code to process payment. The Department Head will in,-;^a+o the code the invoices with assistance from the Finance Department if need. Refer to department budget for reference of line item code. Helpful hints for completing payment process: • Eleven digit code — 101 (fund) 40000 (department) 303 (object -office supplies) • Description - specific description of purchase. • Invoice containing vendor name and address 5.8 Petty Cash • Finance Director shall be the custodian of the petty cash. • Petty cash shall not exceed $100.00 • Used for reimbursement to employees for items $20 or less for expenditures made on behalf of the City. • Receipt and/or expense form must be submitted with proper departmental authorization obtained prior to reimbursement. 5.9 Purchase Card Use Employees may use their City purchase card for purchases where vendors accept purchase cards. When using City purchase cards the employee must adhere to the City's Purchase Card Policy. Purchases made using a City purchase card must still follow the City's Purchasing Page 21 of 36 -8- Policy as described within this document. 6.0 Payment Processing • Invoices, check request, purchase orders or expense forms must be submitted to the finance department. • Receipts must be submitted with expense forms. • Immediate pays are due to the finance department at least one day in advance of the payment day. • Department directors must have fund and department code to process payment. Refer to department budget line item codes for proper coding. • All statements must be sent to the finance department. • Blank check stock is to be maintained in a secure location. Checks may not be made out to cash or bearer • The Senior Accountant shall prepare checks after thoroughly reviewing supporting documentation and review by the Finance Director. The Mayor and City Administrator signatures are required on all checks. The Finance Director is authorized to sign when the City Administrator is absent or unable to sign. • Review of check sequence is to be conducted by the Finance Director as part of the bank reconciliation process. • Void checks are stamped void and maintained in the Bank Statement file 6.1 Electronic Funds Transfer Electronic Funds Transfer may be required in some cases to complete a business transaction. The funds are transferred electronically from the parties bank accounts. Some instances may include transactions with the State of Minnesota, a federal agency, another local government or investment transactions. These transactions need to follow the same guidelines for payment processing in Section 5.9. 6.2 Expense Reimbursement Expense forms are required for reimbursement to employees of city -related expenses on a monthly basis. If larger expenses are incurred, more than one voucher may be reimbursed in one month. All expense forms must contain proper account codes, department approval, and receipts must be attached where applicable. Section 6. Capital Outlay and Fixed Assets 7.1 Capitalization Threshold Capital outlay purchases are for items costing more than $5,000, are a tangible asset, and have a life expectancy of more than one year. These items must be included in each department budget. It should be noted that sales tax must be included as a cost of the item purchased Page 22 of 36 -9- when determining if the purchase is a capital outlay item If the individual purchase is greater than $5,000 the item is a capital outlay purchase and now should become a recorded fixed asset. The amount to record for that fixed asset would be any charge "to place the asset in its intended location and condition for use." For example if the City were to purchase a street vehicle, all of the following would be considered part of that asset: the vehicle, warning lights, decals, sales tax, licensing, and any other costs to put the asset into its usable condition. Like items that are used together, for example — meeting room chairs, that are used together. Capital outlay purchases less than $5,000 may be inventory assets. (see VII- Fixed Assets) Example of inventory assets — computers, printers, furniture, calculators, cameras. 7.2 Acquisition When a fixed asset or inventory asset is purchased, a fixed asset form needs to be filled out by the department making the purchase. The forms are kept in the finance department. The form should be completed when the entire cost of the asset can be supported by vendor invoices. The total of these vendor invoices should be the amount recorded for that asset. It should also be noted that all acquisitions should follow the city's Fixed Asset Policy capital replacement schedule when applicable. 7.3 Tracking and Transfer Once the asset is recorded on the City's financial accounting system, it is the responsibility of the assigned department to notify the Finance Department of any assets that have been transferred to a different department. This needs to be done by filling out a fixed asset form with the required information. In addition, at the end of the year, a physical count of all fixed assets and inventory assets will need to be done by each department assigned assets. This count will be done at or near the end of the calendar year. Each department will be provided a list of assigned assets by the finance department. The count will then be made by the department with any discrepancies noted on the list provided. 7.4 Deletion or Disposal of Fixed Assets When an asset is sold or disposed of the assigned department must complete a fixed asset form with the required information in order for the finance department to remove the asset from the financial accounting system. This includes items that are disposed of with no sale or trade value. Once again disposals should follow the capital replacement policy of the city. Section 7. Disposal of Surplus Property 8.1 Auction The City disposes of surplus equipment through public sale in accordance with council policy. Throughout the year the City collects items to be sold at public auction and sends them to an auctioneer with a description and number of items to be sold, and makes arrangements for those items to be transported. The auction house will forward a tabulation of the bids received along with payment. The information is reviewed by the department directors and then the payment is forwarded to the finance department. Page 23 of 36 - 10- A fixed asset removal form must be filled out when an item sold at auction was listed on the fixed asset system. 8.2 Electronic Sales Minnesota Statute § 471.345, subd. 17 authorizes a municipality to contract to sell supplies, materials, and equipment which is surplus, obsolete, or used using an electronic selling process in which purchasers compete to purchase the supplies, materials, or equipment at the highest purchase price in an open and interactive environment. 8.3 Computer Equipment When a piece of computer equipment has reached the end of its useful life with the City it will be cleaned of all data and may be disposed of. Certificates of disposal shall be obtained from the vendor responsible for cleaning the drives of the computers prior to disposal.ine-A-f t"ti fG"GWORg ways: Adopted by the City Council: September 13, 204 April 8, 2024 Quick Reference Guide Value of Purchase Quotations Needed Payment Request Options Approvals Needed Prior to Purchasing Less than $100 None Petty Cash Department Yes Check Request City Administrator No City Council No $100-$5,000 Departmental Check Request Department Yes Discretion City Administrator No City Council No $5,001-$25,000 Two Written Quotes Check Request Department Yes Administrator City Administrator Yes Discretion City Council No $25,001-$100,000 Two Written Quotes Check Request Department Yes $175,000 or RFP's or Sealed City Administrator Yes Bids City Council No Greater than - Sealed Bids Check Request Department Yes V 80-800 City Administrator Yes $175,000 City Council Yes Page 24 of 36 - 11 - Notes: If a cooperative purchasing agreement is in place, quotations are not needed. Page 25 of 36 - IZ - THIS PAGE INTENTIONALLY LEFT BLANK Page 26 of 36 a� Oak Park,%._ G Date: April 9, 2024 Consent TO: Mayor and City Council FROM: Finance — Betty Caruso AGENDA ITEM: Resolution Approving the Transfer of Public Safety Funds From The General Fund to The Budgeted Projects Fund BACKGROUND: In December 2023, the City received $211,362 from the State to be used for Public Safety expenditures. Chief Steve Hansen has outlined the uses of the funds within the guidelines from the state and the funds are expected to be spent over multi -years, estimated 2023-2025. In order to track the multiyear expenditures and the possibility that the state may require reporting of the uses, it would be best to remove the funds from the General Fund and transfer them to the Budgeted Projects Fund. In 2023, the City spent $12,131 of the Public Safety Funds towards the Fire Study. The remaining balance of the funds as of December 31, 2023 was $199,231. Attached is a resolution that would allow the transfer of the remaining public safety funds and amend the budget to reflect an increase in the General Fund transfer out. This is a transfer of the December 31, 2023 Public Safety Committed Fund Balance. The Finance Department recommends approval amendment and transfer of Public Safety Funds. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No • IF YES, TOTAL COST: • BUDGET LINE ITEM: 101-44444-920 Transfers Out • BUDGET AMOUNT: Original Budget $2,065,500 Amended to $$2,264,731 • WITHIN BUDGET? No,(A transfer of committed fund balance.) ACTION REQUESTED: Approve the Resolution Approving the Transfer of Public Safety Funds. ATTACHMENTS: Resolution Page 27 of 36 RESOLUTION 24-04-14 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING TRANSFER OF PUBLIC SAFETY FUNDS FROM THE GENERAL FUND TO THE BUDGETED PROJECTS FUND WHEREAS, In December 2023, the State of Minnesota distributed a one-time public safety aid of $211,362 to the City which is limited to expenditures to provide public safety; WHEREAS, the funds have been preliminary budgeted to be used for various public safety expenditures over a multiyear period; WHEARAS, the tracking of the expenditures and designation of remaining funds will be required to be in compliance with the restrictions of the funds as imposed by the state; NOW, THEREFORE, BE IT RESOLVED, by the City Council for the City of Oak Park Heights to approve amending the 2024 General Fund - Transfer Out Budget and transfer the remaining amount of $199,231of Public Safety Funds from the General Fund to the Budgeted Projects Fund for the purpose of tracking the use of the funds. Passed by the City Council for the City of Oak Park Heights this 9th day of April 2024. Mary McComber, Mayor Attest: Jacob Rife, City Administrator Page 28 of 36 RESOLUTION NO. 24 - RESOLUTION OPPOSING STATE PREEMPTION OF LOCAL ZONING AUTHORITY AND STATE MANDATED ZONING STANDARDS WHEREAS, a series of legislative bills, including HF 4009, HF 4010, HF 3168, HF 2235, SF 3964, SF 3303, SF 3080 and SF 3980, among others and hereinafter referred to as "the Bills", proposes to preempt local zoning authority to direct the development of housing by mandating broad and blunt State zoning standards for all cities in the metropolitan area, including Oak Park Heights, and many cities in greater Minnesota; and WHEREAS, the Bills remove resident participation in the democratic process by imposing administrative approval of significant subdivision and development applications and thereby eliminating the ability of residents to petition their local or any elected officials in a public forum regarding the impacts of an application on them or their community; and WHEREAS, land development has significant and wide-ranging implications on the local and regional environment, transportation facilities, public and private utilities, schools, and public safety operations, among many other systems; and WHEREAS, the development standards mandated by the Bills are unreasonable, impractical, and fail to comprehensively consider the environmental, social, and economic impacts of its mandates; and WHEREAS, Oak Park Heights supports providing a range of housing options for people of all incomes and at all stages of life; and WHEREAS, the City of Oak Park Heights recognizes that local control and public input are critical democratic attributes that should not be infringed upon; and WHEREAS, zoning decisions are hyper -local and cities engage their residents to develop unique and innovative development and infrastructure that reflect local attributes, values, conditions, and goals, as well as comprehensively consider and plan for infrastructure investments to support planned and managed development; and WHEREAS, the Oak Park Heights City Council finds that the broad and blunt statutory requirements in the Bill fail to consider or address such development and public improvement patterns, and if imposed, will result in unintended and negative outcomes for residents; and WHEREAS, the Oak Park Heights City Council finds that no analysis has been conducted to understand how the Bills' mandates will impact the environment, transportation facilities, public and private utilities, schools, local government finances, and public safety operations; and Page 29 of 36 WHEREAS, the Oak Park Heights City Council rinds the Bills infringe on the democratic rights ofresidents to participate in decisions that directly impact their properties, neighborhood, and quality of life; and WHEREAS, the Oak Park Heights City Council rinds the Bills infringe upon resident input and engagement which is crucial to the democratic process, and where resident access to government happens most frequently and effectively at the local level; and NOW, THEREFORE, BE IT RESOLVED, BY THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS, that the City of Oak Park Heights opposes the Bills, any future versions ofthe Bills, and any bills which preempt a local unit of government's decision-making authority, eliminates resident participation in the democratic process, and imposes State mandated zoning standards. This resolution was adopted by the City Council of the City of Oak Park Heights on the day of April, 2024. Mary McComber, Mayor ATTEST: Jacob Rife, City Administrator Page 30 of 36 a� Oak Park,%._ G TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Citywide Residential Speed Limit Reduction Date: April 9, 2024 Old Business BACKGROUND: At the September 26, 2023 City Council meeting, the Council requested that staff look into the cost and the process to reduce the residential speed limit to 25MPH citywide. It was presented to the City Council at the February 13, 2024 Worksession that the process would require an Ordinance Amendment and an expenditure of approximately $6,500 for signage. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes • IF YES, TOTAL COST: Approximately $6,500 • BUDGET LINE ITEM: 101-42010-313 Street Signs BUDGET AMOUNT: $6,500 • WITHIN BUDGET? Yes ACTION REQUESTED: Should the City Council desire to move forward with a Citywide residential speed limit reduction, the following steps would need to take place: 1. Approve the amendment to City Ordinance 1101 2. Approve Ordinance 2024-1101-01 for publication 3. Authorize the expenditure for the replacement of signs ATTACHMENTS: Red -lined Ordinance 1101 Ordinance Amendment 2024-1101-01 Page 31 of 36 1101 REGULATION OF MOTOR VEHICLES AN ORDINANCE REGULATING THE OPERATION OF MOTOR VEHICLES UPON THE STREETS AND HIGHWAYS OF THE CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY, MINNESOTA, AND PROVIDING FOR PENALTIES FOR VIOLATION THEREOF. THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY, MINNESOTA, DOES ORDAIN: 1101.01 Regulation of Operation. Except for Sections 169.02, 169.10, 169.11, and 169.66, Minnesota Statutes 1967, Chapter 169, known as the Highway Traffic Regulation Act as amended by the laws of 1976 is hereby adopted as the Traffic Regulation Ordinance of the City of Oak Park Heights, Washington County, Minnesota. Every provision contained in the said statute is hereby adopted and made a part of this Ordinance by reference as if fully set forth herein. 1101.02 Speed Regulations. No vehicle shall be driven thereon at a speed in excess of dirt 94twent -five 25 miles per hour on any street on which a different speed has not been established by the Commissioner of Highways under Minnesota Statutes, § 169.14. On any street where a different speed zone has been so established, and signs have been posted calling attention to such zone, no vehicles shall be driven in the City of Oak Park Heights at a speed greater than that indicated on such signs. 1101.03 Parking Regulations. A. No vehicle shall be parked on any street for the purpose of displaying it for sale. B. There is hereby established a district to be known as the congested district within which the rules set forth in this section shall be in force. The congested district shall be designated by resolution of the City Council from time to time. C. The Chief of Police may establish "No Truck Parking" zones in the congested district and shall mark by appropriate signs any zones so established. Such zones shall be established in the congested district where heavy traffic by commercial vehicles or other traffic congestion makes parking by commercial vehicles a hazard to the safety of vehicles or pedestrians. No person shall park a commercial vehicle of more than one ton capacity between 8 o'clock a.m. and 6 o'clock p.m. on any week day upon any street in Page 32 of 36 any "No Truck Parking" zone, but parking of such vehicles for a period of not more than thirty (30) minutes shall be pennitted in such zone for the purpose of having access to abutting property when such access cannot conveniently be secured from an alley or from a side street where truck parking is not so restricted. D. The Chief of Police may designate certain blocks within the congested district as thirty- (30) minute, one- (1) hour or two- (2) hour limited parking zones and shall mark by appropriate signs any zones so established. Such. zones shall be established in the congested district wherever necessary for the convenience of the public or to minimize traffic hazards and to preserve a free flow of traffic. No person shall park any vehicle in any limited parking zone between the hours of 8 o'clock a.m. and 6 o'clock p.m. of any week day for a longer period than is specified on the signs marking such zone. E. The Chief of Police may establish in each block in the congested districts one or more loading zones and shall mark by appropriate signs any zone so established. Such zones shall be located at places most convenient for the use of the public with regard to traffic conditions in the block. leo person shall, between the hours of 8 o'clock a.m. and 6 o'clock p.m. of any week day, park any vehicle in any loading zone except for the purpose of receiving or discharging passengers or freight and then only for a period no longer than is necessary for the discharge or receipt of such passengers or freight. F. No person shall turn a vehicle on any street in the congested district so as to reverse its direction. G. The Chief of Police may, whenever necessary to preserve a free flow of traffic or to prevent accidents, designate any intersection within the congested district as one where the turning of vehicles to the left or to the right, or both, is to be restricted and shall mark by appropriate signs any intersection so designated; but no intersection on a trunk highway shall be so designated until the consent of the State Commissioner of Highways to such designation is obtained. No person shall turn a vehicle at any such intersection contrary to the directions on such signs. H. Winter Parking Prohibition. Between the 1 st day of November and the 31 st day of March of the following year, no motor vehicle shall be left standing or parked on the streets of the City of Oak Park Heights during the hours of 1:00 o'clock a.m. and 6:00 a.m. Any vehicle which shall be left parked or standing in violation of the provisions hereof shall be removed without notice to the owner or operator by the Oak Park heights Police Dept. Or persons employed by them with said N Page 33 of 36 vehicle being stored in any appropriate place. All necessary costs and expenses of towing, removing, and storing of such vehicles shall first be paid by the person claiming the vehicle bet before the release of same. 1101.04 Through Streets. Every driver of a vehicle shall bring his vehicle to a full stop before entering any through street or stop intersection properly designated and posted as such. Through streets and stop intersections shall be designated by resolution of the City Council from time to time. 1101.05 Equipment - Use of. No person shall drive or operate a motor vehicle on any street within the City, unless such motor vehicle is equipped with amuffler in good working order and in constant operation to prevent excessive or unusual noise. It shall be unlawful to use a "muffler cut-out" on any motor vehicle upon any such street. 1101.06 Jumping Rides. No person shall ride in or jump into or upon any vehicle without the consent of the driver; and no person shall, when riding, allow any part of the body to project beyond the limits of any motor vehicle, except when signaling as required by law, nor shall any person board or alight from, nor hang onto any motor vehicle, when such motor vehicle is in motion. This provision shall not apply to any person whose employment makes it necessary to ride in or on a vehicle otherwise than herein provided, when engaged in the necessary duties of such employment. 1101.07 Emergency Vehicles. The speed limitations of this Ordinance shall not apply to vehicles when operated with due regard for safety, under the direction of peace officers in the chase or apprehension of violators of the law or persons charged with or suspected of any such violation, or to fire departments or fire patrol vehicles when traveling in response to a fire alarm, or to public ambulances in emergency use or service. 1101.08 Penalty. Any person convicted of violating any of the provisions of this Ordinance shall be guilty of a misdemeanor and shall be punished by a fine not to exceed One Thousand Dollars ($1,000.00) or imprisonment not to exceed ninety (90) days or both; but if a minimum fine or imprisonment is prescribed by the State Highway Traffic Act for an offense, such penalty shall apply to a person convicted of the same offense under this Ordinance. Amended: Section 1101.08. Passed and adopted October 23, 2007. Section 1 101.02. Passed and adopted April 9, 2024. Page 34 of 36 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA ORDINANCE NO. 2024-1101-01 AN ORDINANCE AMENDING SECTION 1101.02 OF CHAPTER 1101 OF THE CODE OF ORDINANCES OF THE CITY OF OAK PARK HEIGHTS RELATING TO SPEED REGULATIONS THE CITY COUNCIL OF THE CITY OF OAK PARK HEIGHTS, WASHINGTON COUNTY, MINNESOTA, DOES ORDAIN: Section 1. Anjendmcnt. That Section 1101.02 of Chapter 1101 of the Code of Ordinances of the City of Oak Park Heights is hereby amended to delete "thirty (30)" and replace with "twenty-five (25)" in the first sentence, relating to miles per hour. Section 2. Effective Date. This ordinance shall be in full force and effect from and after its passage and publication according to law. Passed by the City Council of the City of Oak Park Heights, Washington County, Minnesota, on this 0 day of April, 2024. CITY OF OAK PARK HEIGHTS Mary McComber, Mayor Attest: Jacob Rife, City Administrator Page 35 of 36 THIS PAGE INTENTIONALLY LEFT BLANK Page 36 of 36