HomeMy WebLinkAbout05-28-2024 Council PacketCITY OF OAK PARK HEIGHTS
CITY COUNCIL MEETING AGENDA
CITY HALL COUNCIL CHAMBERS
TUESDAY, MAY 289 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. Resolution Recognizing Tim Freeman for Service on the Planning Commission
(pg. 4)
6:10 p.m. IV. Consent Agenda (Roll Call Vote)
B. Approve Bills & Investments
C. Approve City Council Minutes — May 14, 2024 (pg. 5)
D. Adopt Proclamation for Small Cities Month (pg. 9)
E. Approve Hire of Annie Berres as 2024 Summer Park Program Coordinator (pg.
11)
F. Approve Park Attendant Hires (pg. 12)
G. Appoint Brandon JB Nelson to the Planning Commission through May 2027 (pg.
13)
H. Appoint Tyler Husby to a Second Term on the Planning Commission through May
2027 (pg. 14)
I. Authorize Mayor McComber to Submit a Letter of Support as Part of the City
Administrator's Application for the Chamber's Leadership in the Valley Program
(pg. 15)
J. Authorize Permit for the Stillwater Sunrise Rotary 2024 Bridge the Valley Bike
Rally (pg. 16)
K. Authorize Permit for the 2024 Ragnar Relay Event (pg. 27)
L. Waive Statutory Tort Limits for City Liability Insurance for 2024-2025 (pg. 47)
6:10 p.m. V. Public Hearings
6:10 p.m. VI. Old Business
6:10 p.m. VII. New Business
A. Conditional Use Permits for a New Garage at 6320 Lookout TrailP(D� o lag
B. Approve the Fiscal Year 2025 Budget Calendar (pg. 59)
C. Set City Council Worksession for June 25 (pg. 61)
6:25 p.m. X. Other Council Items or Announcements
6:25 p.m. XI. Adjournment
City Council Agenda
May 28, 2024
Page 2
Page 2 of 62
City of
Oak Park Heights
14168 Oak Park Blvd. N • Oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax (651) 439-0574
May 21, 2024
David and Wendy Flynn
14174 Upper 54th Street North
Oak Park Heights, MN 55082
Dear Mr. and Mrs. Flynn:
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, May 21, 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 62
RESOLUTION 24-05-17
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY, MINNESOTA
A RESOLUTION RECOGNIZING THE CONTRIBUTIONS
OF TIM FREEMAN AS OAK PARK HEIGHTS
PLANNING COMMISSIONER 2017 — 2024
WHEREAS, Tim Freeman has served as an appointed member of the
Planning Commission from April 2017 to May 2024; and
WHEREAS, during his time as a Planning Commissioner, Tim Freeman
served as a Chairperson of the Commission; and
WHEREAS, Tim Freeman also served as a liaison for the Planning
Commission on the King Plant Advisory Panel from 2019 — 2022; and
WHEREAS, the City Council of the City of Oak Park Heights relies on
the recommendations of the Planning Commission to assist in shaping the vision
of the City's development and growth.
NOW, THEREFORE, the City of Oak Park Heights hereby recognizes and
commends Tim Freeman on his distinguished service to the Planning Commission
and his overall service to the City of Oak Park Heights and thanks him for his
dedication and commitment to the interests of the citizens of the community.
Adopted by the City Council this 28th day of May, 2024.
Mary McComber, Mayor
ATTEST:
Jacob Rife, City Administrator
Page 4 of 62
CITY OF OAK PARK HEIGHTS
TUESDAY, MAY 149 2024
CITY COUNCIL MEETING MINUTES
L 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, City Engineer Mann, and
City Attorney Sandstrom. Absent: None.
Mayor McComber added "Adopt Public Works Week Proclamation" to the
Consent Agenda as Item I, and "Xcel Energy King Plant Stakeholder Meetings"
to Old Business as Item A.
Councilmember Runk, seconded by Councilmember Liljegren, moved to approve
the Agenda as amended. Carried 5-0.
II. Law Enforcement Ceremonies
A. Law Enforcement Week Proclamation: Councilmember Dougherty,
seconded by Councilmember Johnson, moved to adopt the Proclamation.
Roll call vote taken. Carried 5-0.
B. Oath of Office — Officer Fundine: Oath taken.
C. Oath of Office — Sergeant Paradise: Oath taken.
D. Oath of Office — Sergeant Zwach: Oath taken.
III. Summary of Closed Session from April 23, 2024 City Council Meeting
City Attorney Sandstrom reported that the City Council held a closed session for
the City Administrator review. He said the remarks were positive, and the City
Administrator passed the probationary period.
IV. Council/Staff Reports:
A. Mayor McComber: She reported she attended two Energy Transition
Advisory Committee meetings, the Xcel Energy Stakeholder second
quarter meeting, and the NLC Small Cities committee meeting; she would
be attending the Lake Elmo Airport meeting and the Minnesota
Association of Small Cities meeting; the Public Utilities Commission
would be having several meetings regarding the Integrated Resources Plan
and she would get the calendar to the Council; the King Plant was hosting
a public tour on May 30; and she had received a lot of phone calls on
Washington County's proposed Emergency Housing Services Building
proj ect.
B. Councilmember Dougherty: He reported the Parks and Trails Commission
was hosting a ribbon cutting at Brekke Park on May 20 at 5:00 p.m. for
Page 5 of 62
City Council Meeting Minutes
May 14, 2024
Page 2 of 4
the updates at the ballfield through a grant from the Minnesota Twins, and
the regular meeting was to follow.
C. Councilmember Johnson: No report.
D. Councilmember Liljegren: He reported he attended the Planning
Commission meeting the previous week.
E. Councilmember Runk: He reported the Board of Water and Soil Resources
adopted a new program called Habitat Friendly Utilities, and they asked
the City for information on the City's project under the power lines as a
resource for other cities. He also reported he attended a meeting in
Hastings regarding PFAS where there were presentations from the State of
Minnesota Health Department, the Minnesota Pollution Control Agency
and Hastings staff. He said thankfully the City of Oak Park Heights did
not currently have wells with levels above the guidelines.
F. Staff: City Administrator Rife reported staff was beginning to work on the
budget and capital projects. He asked that council requests be submitted.
Police Chief Hansen reported there was a Law Enforcement Memorial
Service set for May 15 at noon at the Courthouse. He also reported the
emergency siren at City Hall was not working, and they replaced the
batteries which appeared to solve the issue.
Assistant City Administrator/City Clerk Pinski reported that Matthew
Leinonen of 5675 Oren Avenue North was chosen as the recycling award
winner. She also reported clean up day was scheduled for May 18.
V. Visitors/Public Comment:
Jackie Garofalo, resident of Sunnyside and Vice President of the Association,
came forward on behalf of many residents of Sunnyside I and II with complaints
about the trees that were removed from the wastewater treatment plant property
adjacent to the Sunnyside property for the installation of the road for the boat
launch. She said the trees worked as noise and odor abatement, and the absence of
the trees also affected aesthetics and real estate sales. She said they were
requesting the City Council ask the Minnesota Department of Natural Resources
for an environmental impact study and tree replacement plan.
A. DNR Boat Ramp: Kent Skaar, Facilities Development Manager for the
Department of Parks and Trails with the Minnesota Department of Natural
Resources, and Nathan Moe, Acquisition and Development Specialist with
the Minnesota Department Natural Resources provided a presentation on
the public water access project background and plan.
Page 6 of 62
City Council Meeting Minutes
May 14, 2024
Page 3 of 4
Mayor McComber asked whether it was MNDOT or the DNR that
removed the trees for the boat launch road. Mr. Moe responded it was a
collaborative effort, and it was DNR staff that removed the trees.
McComber asked if there was a plan to replace the trees to block the noise
and view. Mr. Moe said the trees were not on Minnesota Department of
Natural Resources property and were on the treatment plant property. Mr.
Skaar said tree replacement would be the decision of the treatment plant.
He said he would bring the concern to their attention.
Mayor McComber asked about an environmental impact study, and Mr.
Skaar said the boat launch was not included in the study done for the
bridge. He said there was a federal environmental document that went
along with the project.
Mayor McComber asked about trash mitigation and clean up, and Mr.
Skaar responded that there would not be trash receptacles, but their staff
would be out there at least once per week monitoring the site.
Councilmember Johnson suggested there was concern in the past about
wakes, and she asked about controlling speed of boats taking off from the
launch. Mr. Skaar responded that the bridge pillars being in the vicinity
would naturally cause boaters to take it slow.
Councilmember Runk asked whether they ever gave consideration into
including the City of Oak Park Heights as a partner in the project. He said
if someone had come to the City last fall, the City could have had
representatives from Sunnyside come in to at least express their concerns.
City Attorney Sandstrom reported that the City was denied the ability to
have oversite on the project. Mr. Skaar responded it was not the intention
to exclude the City, and that opportunities for the City to participate were
there, but that the City turned those down. Councilmember Runk said the
only opportunity he was aware of to participate was in the form of a
request to maintain the road, which the City declined.
Mayor McComber expressed concern with people parking their trailers on
City streets. Mr. Skaar said the road leading to the boat launch was a
MNDOT road, and they would have no parking signs there.
Councilmember Runk questioned with all parking spots being sized for a
truck and trailer, where were guests of those boating expected to park.
VI. Consent Agenda:
A. Approve Bills & Investments
B. Approve City Council Worksession Notes — April 23, 2024
C. Approve City Council Minutes — April 23, 2024
D. Authorize Permit for Special Olympics at Stillwater Area High School
E. Approve Purchase of Rader Speed Trailer
Page 7 of 62
City Council Meeting Minutes
May 14, 2024
Page 4 of 4
F. Accept Police Body Worn Camera Independent Audit Report
G. Approve the Appointment of Alison Egger as Finance Director
H. Authorize Request for Bids for Well 93 Project for 2025
I. Adopt Public Works Week Proclamation
Councilmember Runk, seconded by Councilmember Liljegren, moved to approve
the Consent Agenda. Roll call vote taken. Carried 5-0.
VII. Public Hearings: None
VIII. Old Business:
A. Xcel Energy King Plant Stakeholder Meetings: Mayor McComber
reported that there may not be enough topics to require quarterly meetings.
Councilmember Runk, seconded by Councilmember Johnson, moved to
keep the requirement at quarterly, but meetings could be cancelled if no
topics. Carried 5-0.
IX. New Business:
A. Technology pgrades at Cites: Assistant City Administrator Pinski
reported the various planned upgrades. She recommended the City
Council move forward with the upgrades with ProVision.
Councilmember Johnson, seconded by Councilmember Doughtery, moved
to authorize staff to work with ProVision for technology upgrades. Carried
5-0.
X. Other Council Items or Announcements: Assistant Administrator Pinski
reported that Party in the Park was set for Thursday, June 6 from 4:30 — 6:30 at
Brekke Park.
XI. Adiourn
Councilmember Runk, seconded by Councilmember Liljegren, moved to adjourn
at 7:15 p.m.
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski Mary McComber
Assistant City Administrator/City Clerk Mayor
Page 8 of 62
City of Oak Park Heights
Proclamation
National League of Cities
Small Cities Month
June 2024
Whereas small cities and towns under 50,000 population are the home to millions
of Americans and constitute the vast majority of municipalities across the United
States; and
Whereas small cities and towns strive to strengthen their communities through the
provision of services and programs to improve the quality of life for all citizens;
and
Whereas the federal government is an essential partner in the success of small cities
and towns, and must be encouraged to continue to support programs and legislation
that strengthen small communities; an
Whereas state governments are partners in the success of small cities and towns,
and must be encouraged to continue to support key programs and legislation that
strengthen communities; and
Whereas organizations, businesses, and citizens are partners in the success of small
cities and towns, and must be encouraged to continue to grow their efforts to make
small communities a viable choice for people to live in; and
Whereas during these challenging economic times, the need for a renewed
intergovernmental partnership to support essential public services is more
important than ever to ensure the safety and growth of small town America; and
Whereas the National League of Cities President and the Small Cities Council of
the National League of Cities have declared June 2024 as Small Cities Month;
Now therefore, the Council of Oak Park Heights does hereby proclaim June
2024, as Small Cities Month, and encourages President Biden, Congress,
state governments, organizations, businesses, and all citizens to recognize
this event, and to work together this month and throughout the year to invest in
small cities and towns to better the lives of all citizens.
Mary McComber, Mayor
Page 9 of 62
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Page 10 of 62
a� Oak Park,%._
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Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator
AGENDA ITEM: Approve Hire of Annie Berres as 2024 Summer Park Program Coordinator
BACKGROUND:
Annie Berres has worked as the City's Summer Park Program Coordinator for the previous two
years and has done an outstanding job with the program. Ms. Berres has expressed interest in
working again in 2024. Staff recommends the City approve the hire.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: $8,500
• BUDGET LINE ITEM: 101-44010-108
BUDGET AMOUNT: $9,000
• WITHIN BUDGET? Yes
ACTION REQUESTED:
Approve Hire of Annie Berres as 2024 Summer Park Program Coordinator
ATTACHMENTS:
None
Page 11 of 62
., 0 Osk P e l
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TO: Mayor and City Council
FROM: Andy Kegley, Public Works Director
AGENDA ITEM: Hire PT Summer Park Workers
Date: May 28, 2024
Consent
BACKGROUND: The PW department hires part time Park workers (Park Attendants) each year
to assist with light duty work in the parks. This year, we welcome back John Sortedahl and
welcome Andy Campeau, an OPH resident and retired custodian for Washington County. The pay
rate for new park attendants is $15/hr. Because John has been working for OPH for 30+ years as a
park attendant and rink attendant and Andy has extraordinary experience in this field, the City
should compensate them accordingly. I propose a $20/hr pay rate for each.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes.
• IF YES, TOTAL COST: TBD ($16,000 -$20,000)
• BUDGET LINE ITEM: 101-44010-102- Salary of Part Time Employee
BUDGET AMOUNT: $41,250
• WITHIN BUDGET? Yes.
ACTION REQUESTED: Approve hire of recommended Park Attendants, pending a background
check at a pay rate of $20/hr.
ATTACHMENTS: None.
Page 12 of 62
a� Oak Park,%._
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Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator
AGENDA ITEM: Appoint Brandon JB Nelson to the Planning Commission through May 2027
BACKGROUND:
A vacancy was left on the Planning Commission after Mr. Tim Freeman served two consecutive
terms plus an additional year per the Bylaws. The Planning Commission interviewed Brandon JB
Nelson for the vacancy and made a recommendation at their May 9 meeting for him to be appointed
to the Commission. The term would be June 2024 — May 2027.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Appoint Brandon JB Nelson to the Planning Commission through May 2027
ATTACHMENTS:
None
Page 13 of 62
a� Oak Park,%._
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Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator
AGENDA ITEM: Appoint Tyler Husby to a Second Term on the Planning Commission through
May 2027
BACKGROUND:
Per the Bylaws, a Planning Commissioner may serve two consecutive terms. Mr. Tyler Husby has
served one full term, and the Planning Commission recommended the appointment of Mr. Husby
to a second full term through May 2027.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Appoint Tyler Husby to a Second Term on the Planning Commission through May 2027
ATTACHMENTS:
None
Page 14 of 62
a� Oak Park,%._
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Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Authorize Mayor McComber to Submit a Letter of Support as Part of the
City Administrator's Application for the Chamber's Leadership in the Valley Program
BACKGROUND:
The Greater Stillwater Chamber of Commerce offers their Leadership in the Valley Program which
"gives participants the opportunity to better understand our community and to prepare for the
challenges it faces by meeting with and learning from today's leaders." City Administrator Rife is
planning to submit an application to participate in the Leadership in the Valley Program. As part
of the application requirements, a letter of support is needed from "a direct supervisor."
FINANCIAL IMPACT:
Does action require expenditure of funds? Not at this time, but if the City Administrator's
application is approved, there will be program costs.
ACTION REQUESTED:
Approve the submittal of the letter of support
Page 15 of 62
a� Oak Park,%._
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Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Authorize Permit for the Stillwater Sunrise Rotary 2024 Bridge the Valley
- Bike Rally
BACKGROUND:
The Stillwater Sunrise Rotary has requested approval for their annual bike rally event on Sunday,
August 11. There will be a 45 -mile route and a 25 -mile route (see attached map) with riders
expected to pass through the City between 8:OOam - noon. The Rotary will utilize Cover Park as a
rest stop for the bike participants.
This event has occurred in the past and the City is not aware of any issues relating to the event.
Staff recommends approval subject to final staff review.
FINANCIAL IMPACT:
• Does action require expenditure of funds? No
ACTION REQUESTED:
Approve Permit for the 2024 Bridge the Valley — Bike Rally
ATTACHMENTS:
1. Permit
2. Request Letter & Supporting Documentation
Page 16 of 62
CITY OF OAK PARK HEIGHTS — STILLWATER SUNRISE ROTARY BICYLE RIDE
AGREEMENT — 2024
THIS AGREEMENT is made this day of , 2024 between the
CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and the
STILLWATER SUNRISE ROTARY CLUB, a non-profit corporation, hereafter referred to
"SUNRISE ROTARY."
RECITALS
1. The City hereby authorizes SUNRISE ROTARY to route the "2024 Bridge the
Valley — Bike Rally" ("Ride") through the city in order to foster and promote tourism/commerce
within the City and the St. Croix River Valley. The Ride route will be signed on August 10th, 2024
and held on August 11th, 2024.
2. Ride Routes. (See Map — "Exhibit A")
No route deviations shall occur in the City without the prior approval of the Chief of Police.
3. Rider/Traffic Control. The identified critical route intersections within the City
of Oak Park Heights will be controlled by Sheriff Personnel or forces of the Sunrise Rotary. There
shall be no City Police involved in the management or monitoring of the race route. In addition,
homes on the course shall receive a direct mailing from SUNRISE ROTARY, not later than
August 1st, 2024 informing them of specific Ride times and will be given a direct "Rideline"
number to reach on Ride day; such number will be staffed from 6:30am through 5:00pm on the
day of the event.
4. Signage Removal: All route signs will be removed by SUNRISE ROTARY no
later than 10:00pm. the day of the Ride.
5. Garbage and Rubbish Removal. All garbage and refuse generated by the Ride,
including that left by spectators, will be removed properly and disposed of by sundown bmlV ekf�
of the Ride by SUNRISE ROTARY staff and volunteers. SUNRISE ROTARY will be responsible
to reimburse the City for any subsequent cleaning determined to be necessary by the City as a
result of the Ride.
6. Insurance, Hold Harmless, and Indemnity. SUNRISE ROTARY agrees to
indemnify and hold harmless the City with regard to any claims, causes of action or demands that
might be brought against the City arising out of the events authorized by this Agreement; and
further, SUNRISE ROTARY agrees to 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. This proof of insurance shall be provided to the City Administrator not later than
August 1st, 2024.
7. Ci . Costs. SUNRISE ROTARY must reimburse the City for all costs (if any)
incurred by the City to allow such Ride, including but not limited to City Police Department, Public
Works Department, Fire Department and as needed to safely conduct the Ride as agreed herein.
A refundable escrow deposit of $250 shall be made to the City by SUNRISE ROTARY no later
than August 1, 2024. This amount shall serve as a security to the City and shall be reimbursed to
SUNRISE ROTARY at such time SUNRISE ROTARY pays to the City all fees or costs incurred
by the City and/or penalties due. The City shall invoice SUNRISE ROTARY within 30 days of
the Ride for all City costs incurred for the Ride.
8. Term. The term of this Agreement is for six -months from the date of signing unless
terminated earlier by the City in its sole discretion for cause. In the period immediately following
the Ride, the City agrees to meet and confer with SUNRISE ROTARY, in order to evaluate the
2
Page 18 of 62
impact of the Ride on the community. If the evaluation reveals a positive impact on the
community, the City agrees to consider subsequent contracts.
9. MNDOT / Washington County. This Agreement shall become immediately void and
SUNRISE ROTARY may not hold the Ride in the City unless and until it provides a copy of its
written permission / agreement document from both the State of Minnesota and Washington
County. Copies of these documents must be provided to the City not later than 4:00 pm August 1,
2024. Failure to provide these documents by such date and time will result in the automatic
revocation of this permit. Upon the receipt of these documents, these documents shall be affixed
to this Agreement as "Exhibit B".
10. Penalties. Failure on the part of SUNRISE ROTARY to comply with any specific
or general provisions of this Agreement, including the providing of the required documents and
actions may result in the City implementing monetary penalties in the amount of $200.00 for each
violation and/or the City revocation of SUNRISE ROTARY's permission to hold this Ride within
the City. The City will provide written notice to SUNRISE ROTARY for each violation and will
bill SUNRISE ROTARY for such violation, holding any escrow as security until payment is made
in full. The City may also conclude, through the decision of the Chief of Police that SUNRISE
ROTARY has not provided the required documentation and in the required timelines and the City
may then revoke the permission to hold the Ride within the City limits, as determined by the Chief
of Police. It remains SUNRISE ROTARY's responsibility to provide the required documents in a
fashion wholly consistent with the dates stated in this Agreement.
11. Joint -Use. This Agreement does not provide SUNRISE ROTARY with sole
permission to utilize the City streets and right-of-ways along the approved route. SUNRISE
3
Page 19 of 62
ROTARY and its event participants are obligated to use extreme caution while participating and
executing this event. Unless explicitly stated herein, no authority is granted to SUNRISE
ROTARY to preclude any other use of public thoroughfares by the traveling public.
12. Emergency Operations Plan. SUNRISE ROTARY shall have a written Emergency
Operations Plan and shall be provided to the City not later than August 1st, 2024. Failure to provide
the City with a reasonable and professional Emergency Operations plan shall result in the City not
permitting the ride to move through the City. The Emergency Operations Plan shall be affixed here
to as "Exhibit C."
13. The City makes no warranty that the route and/or roads selected by SUNRISE
ROTARY are in a condition that best suits this planned event. The City maintains its roadways
consistent with the minimum standards as required by law. The use of all such roadways is non-
exclusive and all riders shall obey all traffic laws. SUNRISE ROTARY is obligated to address
any roadway conditions that it may deem unsafe for its riders and correct such deficient or re-route
its riders to a safe alternative.
IN WITNESS WHEREOF, the parties have set their hands effective the day and year first
written above.
SUNRISE ROTARY
Rick Heidick
Stillwater Sunrise Rotary Club
ATTEST:
City Administrator
M
City of Oak Park Heights
Mary McComber, Mayor
Page 20 of 62
Exhibit A:
ROUTE MAPS
Page 21 of 62
BRIDGE THE VALLEY — Bike Rally
Sunday, August 111h, 2024
Sponsored by: Stillwater Sunrise Rotary Club
Event info. For Oak Park Heights
Jacob,
There are two routes that go through Oak Park Heights this year. The route maps for Oak Park Heights are
shown below. The routes go CCW from downtown Stillwater, going through north Stillwater and eventually
connecting to the Gateway trail. Then goes back east through Lake Elmo and Oak Park Heights. The 25 -mile
route then links up with the new Crossing Bridge, going over the St. Croix where it links with the new Loop Trail
and comes back over the Lift Bridge into Stillwater, while the 45 -mile route splits with the 25 and goes south
before the river.
I do not envision that there is any need for police support from Oak Park Heights. We are working with
Washington County to address all the major county road crossings. I also do not anticipate any road closings.
We believe that the roads chosen through Oak Park Heights are roads that bicyclists use frequently, and we
will be relying on our participants to remain safe and observe all traffic laws.
There are two rides using this same route this year. They are:
The 45 -mile route: Riders will be registering from 7-8 AM on Sunday, August 11th. The riders will enter Oak
Park Heights approximately 17 miles from the start, so I would envision the riders to pass through OPH
between 8AM and noon.
The 25 -mile route: Riders will be registering from 8-9 AM on Sunday, August 11th. These riders will also enter
Oak Park Heights approximately 17 miles from the start, so I would envision the riders to pass through OPH
between 9AM and noon.
This is our third year for the event, and we had 564 riders total for the 2022 event, and 640 for last year's
event. We are hoping for some growth in participation this year and would envision approximately 800 riders
(or approx. 20% increase) but are capping the ride at a maximum of 1000. Last year (2023), the 25 -mile had
198 riders, and our 45 -mile route had 185 riders. With a 20% increase, these estimated combined number of
riders for these two rides through OPH would be approx. 460 riders. Since the two ride starts are staggered, I
would envision the largest contingent of riders to be between 9AM to 11AM.
We are also planning to have a supported rest stop for participants at Cover Park again this year. The event
rest stop sub -committee has already contacted OPH Parks to reserve the facilities at Cover Park and coordinate
the use of the park on the day of the event.
All proceeds from this event go to the Stillwater Sunrise Rotary Club. Rotary is a service organization with over
1.2 million members worldwide, and whose commitment is "service above self". The proceeds from this event
go towards a number of local and international service projects.
We have had great support from Oak Park Heights and I am not aware of any issues or complaints that we
have had in your community in the last three years that we have had the event.
Page 22 of 62
I am assuming that you will provide a copy of the OPH contract for this year's event. In past years, Stillwater
Sunrise Rotary has paid the $1,000 refundable deposit, but the city of OPH has waived the $500 impact fee in
all previous years.
Please let me know if you need any other information for this event.
Thanks.
Rick Heidick
Stillwater Sunrise Rotary Club
Bridge the Valley— Bike Rally (co -lead)
artvhide@gmail.com
651-274-6351
25 MILE ROUTE DETAILS:
Full 25 mile Route Oak Park Heights segment of 25 mile route
Page 23 of 62
45 MILE ROUTE DETAILS:
Full 45 mile Route
0
e
LO/
Page 24 of 62
Exhibit B:
MNDOT (STATE) / Washington County Approvals
MnDOT: Being finalized and will be forwarded separately prior to August 1st, 2024
Washington County: Completed, approved permit is to be attached separately
City of Stillwater: Completed, signed contract is to be attached separately
0
Page 25 of 62
Exhibit C:
Emergency Operations Plan
Page 26 of 62
a� Oak Park,%._
G
Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Authorize Permit for the 2024 Ragnar Relay Event
BACKGROUND:
The City received a request to allow the 2024 Ragnar Relay Event to move through the City on
Friday, August 9. Ragnar is a 200 -mile relay race that will begin at the State Capitol and will end
in Duluth on Saturday, August 10. This event has occurred in the past and the City is not aware of
any issues relating to the event.
The event is requesting the closure of a right-hand turn lane leading into Stillwater High School
from 58m Street. As in previous years, the City will not permit this road closure. The applicant
has been advised that the road closure will not be permitted.
Staff recommends approval subject to final staff review.
FINANCIAL IMPACT:
• Does action require expenditure of funds? No
ACTION REQUESTED:
Approve Permit for the 2024 Ragnar Relay Event
ATTACHMENTS:
1. Permit
2. Ragnar Request Letter & Supporting Documentation
Page 27 of 62
CITY OF OAK PARK HEIGHTS — STILLWATER SUNRISE ROTARY BICYLE RIDE
AGREEMENT — 2024
THIS AGREEMENT is made this day of , 2024 between the
CITY OF OAK PARK HEIGHTS, Washington County, Minnesota ("City"), and the
STILLWATER SUNRISE ROTARY CLUB, a non-profit corporation, hereafter referred to
"SUNRISE ROTARY."
RECITALS
1. The City hereby authorizes SUNRISE ROTARY to route the "2024 Bridge the
Valley — Bike Rally" ("Ride") through the city in order to foster and promote tourism/commerce
within the City and the St. Croix River Valley. The Ride route will be signed on August 10th, 2024
and held on August 11th, 2024.
2. Ride Routes. (See Map — "Exhibit A")
No route deviations shall occur in the City without the prior approval of the Chief of Police.
3. Rider/Traffic Control. The identified critical route intersections within the City
of Oak Park Heights will be controlled by Sheriff Personnel or forces of the Sunrise Rotary. There
shall be no City Police involved in the management or monitoring of the race route. In addition,
homes on the course shall receive a direct mailing from SUNRISE ROTARY, not later than
August 1st, 2024 informing them of specific Ride times and will be given a direct "Rideline"
number to reach on Ride day; such number will be staffed from 6:30am through 5:00pm on the
day of the event.
4. Signage Removal: All route signs will be removed by SUNRISE ROTARY no
later than 10:00pm. the day of the Ride.
5. Garbage and Rubbish Removal. All garbage and refuse generated by the Ride,
including that left by spectators, will be removed properly and disposed of by sundown bm4@ e f�
of the Ride by SUNRISE ROTARY staff and volunteers. SUNRISE ROTARY will be responsible
to reimburse the City for any subsequent cleaning determined to be necessary by the City as a
result of the Ride.
6. Insurance, Hold Harmless, and Indemnity. SUNRISE ROTARY agrees to
indemnify and hold harmless the City with regard to any claims, causes of action or demands that
might be brought against the City arising out of the events authorized by this Agreement; and
further, SUNRISE ROTARY agrees to 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. This proof of insurance shall be provided to the City Administrator not later than
August 1st, 2024.
7. Ci . Costs. SUNRISE ROTARY must reimburse the City for all costs (if any)
incurred by the City to allow such Ride, including but not limited to City Police Department, Public
Works Department, Fire Department and as needed to safely conduct the Ride as agreed herein.
A refundable escrow deposit of $250 shall be made to the City by SUNRISE ROTARY no later
than August 1, 2024. This amount shall serve as a security to the City and shall be reimbursed to
SUNRISE ROTARY at such time SUNRISE ROTARY pays to the City all fees or costs incurred
by the City and/or penalties due. The City shall invoice SUNRISE ROTARY within 30 days of
the Ride for all City costs incurred for the Ride.
8. Term. The term of this Agreement is for six -months from the date of signing unless
terminated earlier by the City in its sole discretion for cause. In the period immediately following
the Ride, the City agrees to meet and confer with SUNRISE ROTARY, in order to evaluate the
2
Page 29 of 62
impact of the Ride on the community. If the evaluation reveals a positive impact on the
community, the City agrees to consider subsequent contracts.
9. MNDOT / Washington County. This Agreement shall become immediately void and
SUNRISE ROTARY may not hold the Ride in the City unless and until it provides a copy of its
written permission / agreement document from both the State of Minnesota and Washington
County. Copies of these documents must be provided to the City not later than 4:00 pm August 1,
2024. Failure to provide these documents by such date and time will result in the automatic
revocation of this permit. Upon the receipt of these documents, these documents shall be affixed
to this Agreement as "Exhibit B".
10. Penalties. Failure on the part of SUNRISE ROTARY to comply with any specific
or general provisions of this Agreement, including the providing of the required documents and
actions may result in the City implementing monetary penalties in the amount of $200.00 for each
violation and/or the City revocation of SUNRISE ROTARY's permission to hold this Ride within
the City. The City will provide written notice to SUNRISE ROTARY for each violation and will
bill SUNRISE ROTARY for such violation, holding any escrow as security until payment is made
in full. The City may also conclude, through the decision of the Chief of Police that SUNRISE
ROTARY has not provided the required documentation and in the required timelines and the City
may then revoke the permission to hold the Ride within the City limits, as determined by the Chief
of Police. It remains SUNRISE ROTARY's responsibility to provide the required documents in a
fashion wholly consistent with the dates stated in this Agreement.
11. Joint -Use. This Agreement does not provide SUNRISE ROTARY with sole
permission to utilize the City streets and right-of-ways along the approved route. SUNRISE
3
Page 30 of 62
ROTARY and its event participants are obligated to use extreme caution while participating and
executing this event. Unless explicitly stated herein, no authority is granted to SUNRISE
ROTARY to preclude any other use of public thoroughfares by the traveling public.
12. Emergency Operations Plan. SUNRISE ROTARY shall have a written Emergency
Operations Plan and shall be provided to the City not later than August 1st, 2024. Failure to provide
the City with a reasonable and professional Emergency Operations plan shall result in the City not
permitting the ride to move through the City. The Emergency Operations Plan shall be affixed here
to as "Exhibit C."
13. The City makes no warranty that the route and/or roads selected by SUNRISE
ROTARY are in a condition that best suits this planned event. The City maintains its roadways
consistent with the minimum standards as required by law. The use of all such roadways is non-
exclusive and all riders shall obey all traffic laws. SUNRISE ROTARY is obligated to address
any roadway conditions that it may deem unsafe for its riders and correct such deficient or re-route
its riders to a safe alternative.
IN WITNESS WHEREOF, the parties have set their hands effective the day and year first
written above.
SUNRISE ROTARY
Rick Heidick
Stillwater Sunrise Rotary Club
ATTEST:
City Administrator
M
City of Oak Park Heights
Mary McComber, Mayor
Page 31 of 62
Exhibit A:
ROUTE MAPS
Page 32 of 62
7 VIP— MI,
ROUTE MAP: Oak Park Heights
Turn by Turn Runner Directions:
Leg 6: Stillwater Evangelical Free Church to Stillwater High School
• Depart Stillwater Evangelical Free Church running on the path next to Manning Ave
• Left to run on the sidewalk with traffic on 75 Street N
• 1.8 Right to run on the sidewalk with traffic on Deer Path
• 2.0 Right to stay on the sidewalk with traffic on Stillwater Blvd - you will cross Stillwater
• Blvd after 1 mile at Curve Crest Blvd to run on the sidewalk against traffic
• 3.8 Arrive at Exchange 6 - Stillwater High School
Leg 7: Stillwater High School to pass out of city limits:
• Depart Stillwater High School running on the sidewalk with traffic on 58 St N
• 1.4 Left to cross 58th St N and run along the path next to Oakgreen Ave —
• use caution when crossing 60th St N to stay on the path next to Oakgreen Ave -
Oakgreen Ave becomes Greely Street.
• Continue on Greely Street and out of Oak Park City Limits
*Vehicles will follow runner path.
Page 33 of 62
V",- M11s
EXCHANGE MAP: Stillwater High School Exchange Layout
Ex
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Location: �t Irvatcf Nigh SchL�
Contact:
Rngrw Race Command -TEXTONLY I f4WM 11aw Houn
RAGNAR-1 661.724.6271 7:30pm -6!30a
Max Parking Spa[ c*
Vof untce Shift Time
Key: sum
Is
E Orange Ragnar Tent Chute
Peak Parking Needs
Stift Start End
Irl -,t
Parking ,rte. Arch
PeakTme
Shiftl 7:15AM 10:45AM
Incoming Runner's Path Van Path.
Shift 2 10:15 AM IAS PM
Wgoing Runner Path
Shih3 1:15 PM 4:45 PM
Iriannn R.
inner 0.stance
' h
4-t c, nZ Run ner Di st ance
Overview
Vans signs placed to
direct vans to southwest
parking lot entrance and
m avoid runner crossing
from 58th street
entrance.
Event area contained to
northernmost parking
.,
lot as depicted.
M
GEAR I GEAR I GEAR
~y.
nirect nl inm to run
on grass
R
Tent 1: Gear Check / OCI
Check
Tent 2 Safety Briefing
(Procrastinarians Only)
Tent 3: Flags & Bibs
Tent 4: Goodie Bags
Tent 5: Tshirts
Tent 6: Water Station
Tent 7: Announcer
Page 34 of 62
Exhibit B:
MNDOT (STATE) / Washington County Approvals
MnDOT: Being finalized and will be forwarded separately prior to August 1st, 2024
Washington County: Completed, approved permit is to be attached separately
City of Stillwater: Completed, signed contract is to be attached separately
0
Page 35 of 62
Exhibit C:
Emergency Operations Plan
Page 36 of 62
April 26, 2024
Oak Park Heights City Offices
14168 Oak Park Blvd. N
Oak Park Heights, MN 55082
To whom it may concern:
This letter is to request approval of the Ragnar Minnesota 2024 race passing through the City of
Oak Park Heights. Ragnar is a 200 -mile relay race that begins at the Minnesota State Capitol and
continue north to end in Duluth on Saturday, August 10, 2024. We anticipate runners in city
limits from approximately 7:15 AM to 5:00 PM on Friday, August 9, 2024.
There will be approximately 230 teams consisting of 6 to 12 people on each team. Additionally,
each team includes 1 to 2 support vehicles. Both runners and support vehicles are instructed to
obey all local traffic laws.
Ragnar proposes to have one major stop within city limits at Stillwater High School, designated
as "Exchange 6". A proposed layout use of the high school lot is attached to this email.
Due to the nature of the event, Ragnar does not typically close any roads and runner and van
traffic follow regular traffic flows. However, we are requesting the closure of the right-hand
turn lane leading into Stillwater High School from 58th street. Please see attached map for
further details.
Ragnar is working with the County, State, and neighboring cities as well.
Please let us know if any further information is needed at this time.
Thank you,
Erin Houg
Race Director
Ragnar Relay Series I Ragnar Events, LLC
5570 W 1730 S Suite 1000
SLC, Utah 84104
425-941-2640
ehoug@runragnar.com
Runragnar.com
Page 37 of 62
Oak Park Heights City Special Event Information
Ragnar Minnesota
The Ragnar Relay Minnesota has been an annual tradition for more than a decade through the
beautiful scenery and wonderful communities of northern Minnesota. Please see below for
more information regarding the details of Ragnar Relay Minnesota 2023 race.
1. Event Description
2. Date and Hours of Event
3. Exchange Points
4. Safety, Emergencies and First Aid
5. Traffic Impact/ Traffic Control
6. Waste Receptacles
7. Signage Plan
EVENT DESCRIPTION
The Ragnar Relay Minnesota is a long-distance running relay race that will start in Minneapolis
on Friday, August 9, 2024, and finish in Duluth on Saturday, August 10, 2024.
• We anticipate 230 teams to participate in the event. Each team is comprised of 6-12
individuals and 1-2 vehicles. We anticipate about 2,500 participants and 400 vehicles to
be involved in the race.
• During the relay, each team member runs three legs. Only one person from each team
will be running on the course at a time. There will only be 230 runners on the course at
any given time, spread out over several miles.
• Start times are staggered, beginning at 5:00 AM and will continue until 1:00 PM. The
objective for the staggered start time is to spread the participants out so that the impact
on local traffic will be minimal to avoid large groups of runners clustering together.
• The entire group of runners will typically be spread out over a span of 30-40 miles.
• Runners are instructed to obey all traffic laws and regulations. The relay course will
utilize sidewalks, running paths, bike lanes, and road shoulders.
Ragnar Minnesota is a 200 -mile -long distance running relay race proposed to start in Minneapolis and
end in Duluth August 9-10, 2024. Runners will experience "Minnesota Nice" on a scenic course that runs
north on miles and miles of roads and trails! We anticipate 230 teams comprised of 12 individuals and 2
vehicles ("Ultra" teams have 6 participants and 1 vehicle), therefore we expect about 2,500 participants
in total, but only 230 or less runners spread over 30-50 miles of course at any given time. Teams take
turns running relay style to complete the course, picking up a runner and dropping off the next runner at
each of the 36 exchange points along the course.
Page 38 of 62
V",- M111A
Parking/Traffic Flow:
• Ragnar teams start in waves from the Minnesota State Capitol. Start times are staggered from
5:00 am — 1:00 pm to spread participants along the course, allowing about an 8 to 10 -hour time
frame to pass through communities.
• We anticipate less than 300 parking spots during our peak hours for Ragnar vehicles at major
exchanges. Throughout most of the race, you can expect only 30-60 vehicles onsite.
• Each team is responsible for providing two support vehicles, with six runners in each vehicle.
The first vehicle will drop off the first runner at the start, and then proceed to the first exchange
point. At the first exchange, the vehicle will drop off the second runner and pick up the first
runner when that runner's leg is complete. Teams will repeat this pattern for six legs until they
hand off to their second vehicle. This leapfrogging pattern will continue all the way to the finish
line.
Race Personnel Onsite:
• Ragnar will have an exchange manager and volunteers present during the entire race at each
exchange point. Additionally, Ragnar staff will be present throughout the event to ensure
everything is running smoothly.
Sanitation and Garbage Disposal:
• Ragnar will provide portable toilets at all exchanges.
• Ragnar staff and volunteers will manage all trash clean up. A trash dumpster will be provided to
collect team trash and will be removed after the event.
Safety, Emergencies and First Aid
Runner safety is of foremost concern. Before entering course, teams must go through a safety gear
check and training. All runners sign waivers acknowledging that the course includes areas where there
may be traffic congestion and that they must obey race rules, which require observance of all applicable
traffic rules and regulations.
Runners and community residents can notify Ragnar through the Ragnar Race Command number, 661-
RAGNAR-1 (661-724-6271), with any concerns of problems along the course. Medical personnel are at
each Major Exchange point, approximately every 25-35 miles of the course. If a runner encounters a first
aid issue at a minor exchange, they are to proceed to the closest major exchange to be treated. In the
event of an emergency, runners are directed to contact 911 and then notify Ragnar staff.
Volunteers
Exchanges are staffed by a combination of team required volunteers and community groups and
charities trained on site by Ragnar Staff. Groups and charities are given a donation for providing
volunteers to manage logistics such as parking, exchange chute details, team tracking and general
runner directions. Volunteers are released by a staff member once the last runner has come through.
Page 39 of 62
V"'_ M11s
Community Impact
Communities directly benefit economically from money spent by participants for food, lodging and
other services. Additionally, Ragnar partners with regionally based charities and groups for each event
to encompass an even more positive impact on the local communities.
These overnight relays benefit both participants and the communities where they are presented.
Participants have been unfailingly enthusiastic about their experiences and there are always a wide
variety of human -interest stories associated with these events. These range from the experienced
runner finding special meaning through participation in a running event as a member of a team, to the
first-time runner who participates at the urging of a friend and discovers previously unknown abilities
and a love for running; to families, businesses, old friends and other groups who enhance their
relationships as they individually and collectively test their limits; to teams who simply run for a cause,
whether in honor of a deceased friend or relative, or to raise money for local charities or another charity
of special importance to the team.
Insurance
We are sanctioned under USA Track and Field. If you would like a Certificate of Liability Insurance for $1
Million in coverage, we are happy to provide that upon request. Please inform us what entity to have
listed on that certificate.
Proposed Route in Washington County
Teams are expected in Maplewood between the hours of 5:00 am and 3:00 pm. Signs
will be set up prior to runners.
• Neighboring towns and exchange points pending approval.
• 3 ft coroplast directional signs placed on road shoulders and paths away from traffic and
pedestrian walkways. Signs are on traffic cones and are placed prior to the race and
removed immediately after.
ROUTE MAPS
Interactive maps can be found here: https://www.runragnar.com/event-
detail/relay/minnesota#course
Leg 3: John Glenn Middle School to Castle Elementary School
Page 40 of 62
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Details: Leg 3
Exchange Address
Castle Elementary
6675 50th Street
Oakdale, MN 55128
(45.020374857,
-92.971510147)
17th Awe E un
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14th Ave
13th Ave a
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.arth Saint Paul
z z +
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40th St N
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Holloway Ave
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Distance: 3.7 miles Elevation Gain: 164.21 Elevation Loss: -46.36
Difficulty Level: Easy
Turn by Turn Directions
Depart John Glen Middle school
running south on the sidewalk
against traffic
0.2 Left to run on the Gateway
State Trail
2,5 Wave at the St. Paul Snowman
perched on Margaret Street!
3.2 Right to exit the trail, then left
to run on the sidewalk with traffic
on 50th Street
3.7 Arrive at Exchange 3 - Castle
Elementary
Van Directions:
Depart John Glenn Middle School
left on Hazelwood Street
0.2 Right on County Road B
0.6 Right to merge onto MN 36 E
3.1 Right onto 50th Street
3.7 Arrive at Exchange 3 - Castle
Elementary
Leg 4: Castle Elementary School to Mahtomedi High School
Leg Notes
Runners will be seperate from
vans while on the scenic Gateway
State Trail. Please respect local
runners and bikers and remember
to use your trail manners! This leg
is approved for handcycles and
adaptive wheelchairs.
Page 41 of 62
7 Will MI,
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8
60th St N
4
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Details: Leg 4 Distance: 4.6 miles Elevation Gain: 220.92
Difficulty Level: Moderate
Exchange Address
Mahtomedi High Soccer Fields
8358 75th St N
Stillwater, MN 55082
(45 05B952975, -92.934390844)
Turn by Turn Directions
Depart Castle Elementary runnitng on
the sidewalk with traffic on 50th Street
0.2 Left to run on the sidewalk with
against traffic on Hadley Avenue
0,6 Left to enter the trail and follow
signs to run west on the Gateway State
Trail
4.1 Left to exit the trail and run on the
path north of 75th Street
4.6 Arrive at Exchange 4 - Mahtomedi
High Soccer Fields
Van Directions
Elevation Loss: -172.98
Depart Castle Ftementary left on 50th
St N
0.2 Right to stay on 50th St N. then
merge right onto MN -36 E
2.1 Left to take the County Rd
29fHiltcn Tail exit
2.3 Left onto Hilton Trail tat the rotary,
take the second exit to continue
straight on HiltanTrail)
3.9 Right on Stillwater Rd/75th St N
4.2 Left into Exchange 6 - Mahtomedi
High School. Follow signs to the
soccer fields and DO NOT block
entrance into Ihe school
Leg Notes
Runners will bean sidewalks and trails.
Support vehicles pay attention to
directions out of the exchange as you
will not be able to follow your runner
onto the trail.
Page 42 of 62
Oak Park Heights City Special Event Information
Ragnar Minnesota 2024
The Ragnar Minnesota has been an annual tradition for more than a decade through the
beautiful scenery and wonderful communities of northern Minnesota. Ragnar proposes a route
through the city of Oak Park Heights in 2024. Please see below for more information regarding
the details of Ragnar Relay Minnesota 2024 race.
1. Event Description
2. Date and Hours of Event
3. Exchange Points
4. Safety, Emergencies and First Aid
5. Waste Receptacles
6. Signage Plan
7. ROUTE MAP: Oak Park Heights
8. EXCHANGE MAP: Stillwater High School Exchange Layout
EVENT DESCRIPTION
The Ragnar Minnesota is a long-distance running relay race that will start in Minneapolis on
Friday, August 9, 2024, and finish in Duluth on Saturday, August 10, 2024.
• We anticipate 230 teams to participate in the event. Each team is comprised of 6-12
individuals and 1-2 vehicles. We anticipate about 2,500 participants and 400 vehicles to
be involved in the race.
• During the relay, each team member runs three legs. Only one person from each team
will be running on the course at a time. There will only be 230 runners on the course at
any given time, spread out over several miles.
• Start times are staggered, beginning at 5:00 AM and will continue until 1:00 PM. The
objective for the staggered start time is to spread the participants out so that the impact
on local traffic will be minimal to avoid large groups of runners clustering together.
• The entire group of runners will typically be spread out over a span of 30-40 miles.
• Runners are instructed to obey all traffic laws and regulations. The relay course will
utilize sidewalks, running paths, bike lanes, and road shoulders.
Date and Hours of the Event:
Page 43 of 62
W RAGNAR
August 91", 2024
We anticipate runners in Oak Park Heights from 7:00 AM until 5:00 PM.
Exchange Points
Teams pass the baton from one runner to the next at minor and major exchange points. An
exchange includes portable toilets, an exchange area, and traffic cones used for crowd control.
A minor exchange is where a single van from each team will briefly stop to switch runners.
There are 30 minor exchanges along the course. A major exchange occurs every 6 exchanges
and is where teams will pass the baton to the next van. There are 5 major exchanges along the
course.
Ragnar is in the process of obtaining permission from the various locations for the use of
exchanges.
There is one exchange point in Oak Park Heights — Major Exchange 6 at Stillwater High School.
Safety, Emergencies, and First Aid
Safety is our top priority. Runners are educated prior to the race concerning event and safety
rules as follows:
• Each team must have at least six reflective vests and two flashlights. Runners starting
their legs during designated night hours must be wearing a reflective vest, tail/butt light
and holding a flashlight or headlamp.
• Any team -member spectator must wear a reflective vest during these hours when
outside their vehicle.
• Runners are required to obey all traffic laws and we instruct them to use the sidewalk
when available.
• Ragnar provides a Race Command number during the race. Runners may text Race
Command for any concerns or problems out on the course.
• In case of emergency all runners and staff will call 911. Then contact our Race Command
number (661-Ragnarl) to let race staff know of the emergency.
• We always have 8-12 Ragnar Staff and trained volunteers on the course monitoring the
course.
• A Medic Station and Medical Staff will be located at each major exchange location.
These Medic Stations will be equipped to handle heat exhaustion, and all minor sport
injuries. We hire EMT intermediate personnel or above, either through a medical
staffing agency or directly through local hospitals or emergency service personnel.
• In the event of a major medical emergency (i.e. any life threatening condition or injury
that requires immediate medical attention) we instruct runners/volunteers to first call
911.
Page 44 of 62
0 In addition to our own first aid services on the course, we list the local emergency rooms
near the course, along with their address and phone number in our race app.
Waste Receptacles
Dumpsters will be placed at each of our major exchange locations. All trash is taken to the
majors. Volunteers and staff will sweep in exchange and make sure they are left clean.
Signage Plan
Along the course there will be course signs that communicate to the runners which direction to
go, on what side of the road to run, which exchange they are at, etc. Directional signs are only
placed at change of direction intersections. The signs are 42" High, 18" Wide, .25" Thick and are
made of corrugated plastic. Each sign will be secured to a delineator post barricade. An
example of such a sign can be seen in the picture below.
Page 45 of 62
THIS PAGE INTENTIONALLY LEFT BLANK
Page 46 of 62
a� Oak Park,%._
G
Date: May 28, 2024
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator
AGENDA ITEM: Waive Statutory Tort Limits for City Liability Insurance for 2024-2025
BACKGROUND:
The City's statutory tort limits for liability are $500,000 per individual, $1,500,000 per
occurrence/aggregate. If the City chooses to waive the tort limits to the extent of the insurance
coverage purchased, the limits would then become $2,000,000 per individual and $2,000,000 per
occurrence/aggregate. In effect, the City is purchasing increased insurance coverage.
The City has typically made this choice of waiving the limits and acquiring more coverage.
Staff recommends waiving the limits as expressed above as it provides addition liability coverages
for minimal cost.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: Approximately $14,500
• BUDGET LINE ITEM: Insurance 101-40690-418
BUDGET AMOUNT: $3 5,700
• WITHIN BUDGET? Yes
ACTION REQUESTED:
Waive Statutory Tort Limits for City Liability Insurance for 2024-2025
ATTACHMENTS:
Waiver Form
Page 47 of 62
LIABILITY COVERAGE - WAIVER FORM
Members who obtain liability coverage through the League of Minnesota Cities Insurance Trust
(LMCIT) must complete and return this form to LMCIT before the member's effective date of
coverage. Return completed form to your underwriter or email to pstech(&lmc.org.
The decision to waive or not waive the statutory tort limits must be made annually by the
member's governing body, in consultation with its attorney if necessary.
Members who obtain liability coverage from LMCIT must decide whether to waive the statutory tort
liability limits to the extent of the coverage purchased. The decision has the following effects:
• If the member does not waive the statutory tort limits, an individual claimant could recover no more
than $500,000 on any claim to which the statutory tort limits apply. The total all claimants could
recover for a single occurrence to which the statutory tort limits apply would be limited to $1,500,000.
These statutory tort limits would apply regardless of whether the member purchases the optional
LMCIT excess liability coverage.
If the member waives the statutory tort limits and does not purchase excess liability coverage, a single
claimant could recover up to $2,000,000 for a single occurrence (under the waive option, the tort cap
liability limits are only waived to the extent of the member's liability coverage limits, and the LMCIT
per occurrence limit is $2,000,000). The total all claimants could recover for a single occurrence to
which the statutory tort limits apply would also be limited to $2,000,000, regardless of the number of
claimants.
• If the member waives the statutory tort limits and purchases excess liability coverage, a single claimant
could potentially recover an amount up to the limit of the coverage purchased. The total all claimants
could recover for a single occurrence to which the statutory tort limits apply would also be limited to
the amount of coverage purchased, regardless of the number of claimants.
Claims to which the statutory municipal tort limits do not apply are not affected by this decision.
Page 48 of 62
LMCIT Member Name:
City of Oak Park Heights
Check one.-
The
ne:The member DOES NOT WAIVE the monetary limits on municipal tort liability established by Minn.
Stat. 466.04.
F]The member WAIVES the monetary limits on municipal tort liability established by Minn. Stat. §
466.04, to the extent of the limits of the liability coverage obtained from LMCIT.
Date of member's governing body meeting: May 28, 2024
Signature:
Position: Mayor
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Date: May 28, 2024
New Business
TO: Mayor and City Council
FROM: Scott Richards, City Planner
AGENDA ITEM: Conditional Use Permits for a New Garage at 6320 Lookout Trail
BACKGROUND:
David Carpenter and Jenifer Doherty have made an application for Conditional Use Permits (CUP)
to allow for construction of a garage at 6320 Lookout Trail. The application is for two Conditional
Use Permits, one to allow for placement of the structure in a front yard and the second to exceed
the allowable size, 1,200 square feet maximum for accessory buildings. The property has two
frontages/front yards, on Lookout Trail and on Peacan Avenue North. There is an existing attached
garage of 441 square feet. The proposed accessory building will be 980 square feet for a total of
1,421 square feet.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Approve Resolution 24-05-18
ATTACHMENTS:
1. City Planner Report
2. City Council Resolution 24-05-18
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3601 Thurston Avenue N. Suite 100
Anoka, MN 55303
Phone: 763.231.5840
Facsimile 763.427.0520
TPCTPC@T-Plannin9Co.com
MEMORANDUM
TO: Jacob Rife
FROM: Scott Richards
DATE: May 21, 2024
RE: Oak Park Heights — Conditional Use Permits for a New Garage —
6320 Lookout Trail — City Council Report
TPC FILE: 236.05 — 24.01
BACKGROUND
David Carpenter and Jenifer Doherty have made an application for Conditional Use
Permits (CUP) to allow for construction of a garage at 6320 Lookout Trail. The
application is for two Conditional Use Permits, one to allow for placement of the
structure in a front yard and the second to exceed the allowable size, 1,200 square feet
maximum for accessory buildings. The property has two frontages/front yards, on
Lookout Trail and on Peacan Avenue North. There is an existing attached garage of 441
square feet. The proposed accessory building will be 980 square feet for a total of
1,421 square feet.
The property is zoned R-2 Low and Medium Density Residential District. The accessory
building requirements in Section 401.15.D of the Zoning Ordinance require that the
structures be in a rear yard, be five or more feet from side lot lines, eight feet from the
rear lot line and six feet from any other structure on the same lot, unless requirements
of the Building Code are addressed. Additionally, the limit for attached and detached
accessory building size on a lot is 1,200 square feet and the accessory buildings cannot
exceed 25 percent of the total area of the rear yard. Exceptions to these provisions can
be made by Conditional Use Permit.
The subject property is a double frontage lot, with access to both Peacan Avenue and
Lookout Trail. As indicated, accessory buildings are to be in the rear yard and no front
yard setback is specified in the ordinance. In this case, the required setback from either
Peacan or Lookout Trail would need to comply with the principal building front yard
setback of 30 feet. The proposed accessory building will be set back 20 feet from
Peacan Avenue and would comply with the five foot side yard setback. A Conditional
Use Permit would be required for the setback distance and that the proposed structure
is in the front yard.
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RESOLUTION NO. 24-05-18
CITY COUNCIL
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY, MINNESOTA
A RESOLUTION ESTABLISHING FINDINGS OF FACT AND
RESOLUTION OF THE CITY COUNCIL THAT THE
REQUEST BY DAVID CARPENTER AND JENIFER DOHERTY
AT 6320 LOOKOUT TRAIL NORTH FOR CONDITIONAL USE
PERMITS TO ALLOW CONSTRUCTION OF A GARAGE, BE
APPROVED WITH CONDITIONS
WHEREAS, the City of Oak Park Heights has received a request from David Carpenter
and Jenifer Doherty for Conditional Use Permits related to placement of a garage in the
front yard and to exceed the allowable size for accessory buildings at 6320 Lookout Trail
North; and after having conducted a public hearing relative thereto, the Planning
Commission of Oak Park Heights recommended the application with conditions. The
City Council of the City of Oak Park Heights makes the following findings of fact and
resolution:
The real property affected by said application is legally described as
follows, to wit:
SEE ATTACHMENT A
and
2. The applicant has submitted an application and supporting documentation
to the Community Development Department consisting of the following items:
SEE ATTACHMENT B
and
3. The property is zoned R-2 Low and Medium Density Residential District
in which single family dwellings and accessory structures are a permitted use; and
4. The subject property is a double frontage lot, with access to both Peacan
Avenue and Lookout Trail. Accessory buildings are to be in the rear yard and no front
yard setback is specified in the ordinance. In this case, the required setback from either
Peacan or Lookout Trail would need to comply with the principal building front yard
setback of 30 feet. The proposed accessory building will be set back 20 feet from Peacan
Avenue and would comply with the five foot side yard setback. A Conditional Use
Permit would be required for the setback distance and that the proposed structure is in the
front yard; and
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5. The existing attached garage is 441 square feet. The proposed accessory
building is 980 square feet for a total of 1,421 square feet. The ordinance allows for a
maximum of 1,200 square feet of the combined size of the attached and detached garage.
A Conditional Use Permit would be required for the new structure. In that the existing
garage is a tuck under and does not contribute to the overall size of the house, the
additional detached structure should not be an issue for mass and scale in the
neighborhood; and
6. City staff prepared a planning report dated May 2, 2024, reviewing the
request for placement of a garage in the front yard and to exceed the allowable size for
accessory buildings at 6320 Lookout Trail North; and
7. Said report recommended approval of the Conditional Use Permits. Said
recommendation was subject to the fulfillment of conditions; and
8. The Planning Commission held a public hearing at their May 9, 2024.
meeting, took comments from the applicants and public, closed the public hearing, and
recommended the application with conditions.
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL FOR
THE CITY OF OAK PARK HEIGHTS THAT THE CITY COUNCIL APPROVES
THE FOLLOWING:
A. The application submitted by David Carpenter and Jenifer Doherty for
Conditional Use Permits related to placement of a garage in the front yard and to exceed
the allowable size for accessory buildings at 6320 Lookout Trail North, and affecting the
real property as follows:
SEE ATTACHMENT A
Be and the same as hereby approved by the City Council of the City of Oak Park Heights
with the following conditions:
Conditional Use Permit to allow for placement of the accessory structure in the
front yard and with a 20 foot setback.
Conditional Use Permit to exceed the allowable size, 1,200 square feet maximum
for accessory buildings.
The City Engineer will review the drainage for the site. The final grading
for the proposed structure shall be subject to approval of the City
Engineer.
2. Any exterior mechanical equipment associated with the garage shall be
screened.
2
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3. The exterior of the proposed garage shall be finished with siding and in a
color to match the current principal building exterior.
4. The upper level of the proposed garage shall be used for storage and not
for habitable space.
5. No kitchens or bathrooms shall be allowed in the proposed garage.
6. A survey shall be submitted prior to issuance of a building permit and
comply with the approved site plan.
7. The applicant shall apply for and receive a building permit for the
structure. All applicable Building Code requirements shall be met.
Approved by the City Council of the City of Oak Park Heights this 28th day of
May 2024.
Mary McComber, Mayor
ATTEST:
Jacob Rife, City Administrator
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The accessory building will occupy 14.5 percent of the yard between the house and
Peacan Avenue. There is no issue with the size of the structure in relation to the area
of the yard.
The building height of the accessory structure to the midpoint of the highest gable is 18
feet. The height to the midpoint of the highest gable of the house is approximately 19
feet. Although the accessory building will be at a higher elevation than the house and
appear taller, the building height will be less and in conformance with the ordinance.
The existing attached garage is 441 square feet. The proposed accessory building is
980 square feet for a total of 1,421 square feet. The ordinance allows for a maximum of
1,200 square feet of the combined size of the attached and detached garage. A
Conditional Use Permit would be required for the new structure. In that the existing
garage is a tuck under and does not contribute to the overall size of the house, the
additional detached structure should not be an issue for mass and scale in the
neighborhood.
The Planning Commission, at their May 9, 2024 meeting, held a public hearing, took the
Applicant's testimony, and after consideration of the application, unanimously
recommended approval with conditions. There were no other members of the public
present at the public hearing. The recommended conditions are found below and the
City Council resolution.
EXHIBITS
The review is based upon the following submittals:
Exhibit 1: Planning Report with Exhibits — May 2, 2024
CONCLUSION/RECOMMENDATION
The Planning Commission recommended approval of a Conditional Use Permit to allow
for construction of a garage at 6320 Lookout Trail subject to the conditions as follows.
A resolution has been provided to the City Council for their consideration.
• Conditional Use Permit to allow for placement of the accessory structure in the
front yard and with a 20 foot setback.
• Conditional Use Permit to exceed the allowable size, 1,200 square feet maximum
for accessory buildings.
The City Engineer will review the drainage for the site. The final grading
for the proposed structure shall be subject to approval of the City
Engineer.
2
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2. Any exterior mechanical equipment associated with the garage shall be
screened.
3. The exterior of the proposed garage shall be finished with siding and in a
color to match the current principal building exterior.
4. The upper level of the proposed garage shall be used for storage and not
for habitable space.
5. No kitchens or bathrooms shall be allowed in the proposed garage.
6. A survey shall be submitted prior to issuance of a building permit and
comply with the approved site plan.
7. The applicant shall apply for and receive a building permit for the
structure. All applicable Building Code requirements shall be met.
PC: Julie Hultman
3
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Date: May 28, 2024
New Business
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Approve the Fiscal Year 2025 Budget Calendar
BACKGROUND:
As reported at the last Council meeting, City staff have started planning for the 2025 budget. To
assist us with the budget process, staff developed a 2025 budget calendar. There are several dates
held for preliminary budget workshop discussions. We may not need all the workshop discussions,
but we want to ensure we have dedicated dates to discuss the preliminary budget as needed.
Staff welcomes any feedback on the budget calendar.
FINANCIAL IMPACT:
• Does action require expenditure of funds? No
ACTION REQUESTED:
Approve the 2025 Budget Calendar
ATTACHMENTS:
1. Budget Calendar
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CITY OF OAK PARK HEIGHTS, MINNESOTA
FY 2025 Budget Calendar
Item Date Action
1 I June 4, 2024 I Finance Distributes Budget Worksheets to Department Directors
2
June 4 - June 18, 2024
Finance Develops Revenue Projections
3
Prior to June 21, 2024
City Council Provides Budget Priorities/Projects to Staff
4
June 28, 2024
Budget Worksheets Backto Finance from Department Directors
5
July 1 -July 12, 2024
Finance Inputs Draft Revenue and Expenditures
6
July 12, 2024
Preliminary Budget Draft to City Administrator and Department Directors
July 23, 2024
7
City Council Workshop on 5 -Year CIP Summary & Budget Summary
City Council Workshop
8
July 24 -August 23, 2024
Finance Updates Preliminary Budget & CIP As Needed
August 27, 2024
9
City Council Workshop on Preliminary Budget
City Council Workshop
10
August 28 -Sept. 6, 2024
Finance Updates Preliminary Budget As Needed
September 10, 2024
11
City Council Workshop on Preliminary Budget
City Council Workshop
12
Sept. 11- Sept. 20, 2024
Finance Updates Preliminary Budget As Needed
September 24, 2024
13
City Council Adopts Preliminary 2025 Budget and Property Tax Levy
City Council Meeting
14
Prior to September 30, 2024
Preliminary 2025 Budget and Property Tax Levy Sent to Washington County
15
Prior to September 30, 2024
Schedule Truth in Taxation Meeting and Submit Date to Washington County
December 10, 2024
16
City Council Holds Public Hearing, Adopts Budget, CIP and Tax Levy
City Council Meeting
17
Prior to December 26, 2024
Final 2025 Budget and Property Tax Levy Sent to Washington County
18
Prior to December 26, 2024
File certificate of compliance with MN Department of Revenue
19
Prior to December 26, 2024
File Property Tax Levy Report with MN Department of Revenue
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TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Set City Council Worksession for June 25
Date: May 28, 2024
New Business
BACKGROUND:
Staff has items to follow up on with the City Council and would like to have a Worksession prior
to the next City Council meeting, June 25.
FINANCIAL IMPACT:
N/A
ACTION REQUESTED:
Set Worksession for June 25
ATTACHMENTS:
None
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