HomeMy WebLinkAbout03-11-2025 Council PacketCITY OF OAK PARK HEIGHTS
CITY COUNCIL MEETING AGENDA
CITY HALL COUNCIL CHAMBERS
TUESDAY, MARCH 11, 2025 AT 6:00 P.M.
6:00 p.m. L
Call to Order/Pledge of Allegiance/Approval of Agenda
Estimated
times
6:05 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)
6:10 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.
Presentation of the New Oak Park Heights Coordinated Response Team with
Washington County Clinical Services Supervisor Traci Thompson, Embedded
Social Worker Kibbie Claflin, and Sergeant Brian Zwach
B.
FY2026 Community Project Funding Presentation by Office of Congresswoman
Betty McCollum
6:20 p.m. IV. Consent Agenda (Roll Call Vote)
A.
Approve Bills & Investments
B.
Approve City Council Worksession Notes — February 11, 2025 (pg. 5)
C.
Approve City Council Minutes — February 11, 2025 (pg.7)
D.
Award the Spring 2025 Boulevard Tree Planting Project to Hoffman & McNamara
Nursery and Landscape (pg. 9)
E.
Approve Proclamation for 2025 City of Oak Park Heights Arbor Day and Arbor
Month (pg. 11)
F.
Approve License for Sale/Storage of Consumer Fireworks at Menards 93129 (pg.
13)
G.
Authorize the Brain Tumor 5k Race on May 18, 2025 (pg. 15)
H.
Authorize Permit for the Stillwater Sunrise Notary 2025 Bridge the Valley -Bike
Rally (pg. 27)
I.
Approve May 17, 2025 as City Clean Up Day (pg. 35)
J.
Set Party in the Park for June 5, 2025 at Brekke Park from 4:30 — 6:30 p.m. (pg.
37)
K.
Approve Resolution Authorizing the Submittal of a Community Energy Transition
Grant Application (pg. 39)
L.
Approve Purchase and Replacement of Police Officers Badges (pg. 41)
6:20 p.m. V. Public Hearings
6:20 p.m. VI. Old Business
Pagel of 66
Agenda
March 11, 2025
Page 2
6:20 p.m. VIL New Business
A. Valley View Park Mountain Bike Trails — Request to Add Features (pg. 43)
B. Approve an Agreement with Stantec Consulting Services, Inc. for the Completion
of a Multi -Year Water and Sewer Utility Rate Study (pg. 49)
C. Trail Reclaim Maintenance Project Award (pg. 61)
D. Replace Easement Trail Fence Between 57th Street North and Swager Park (pg.
65)
6:35 p.m. XIII. Other Council Items or Announcements
6:35 p.m. IX. Adjournment
Page 2 of 66
City of
Oak Park Heights
14168 Oak Park Blvd. N • Oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax (651) 439-0574
March 4, 2025
Emily Schmidt
14872 Upper 551h Street N
Oak Park Heights, MN 55082
Dear Ms. Schmidt:
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, March 4, 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.
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0
CITY OF OAK PARK HEIGHTS
CITY COUNCIL WORKSESSION NOTES
TUESDAY, FEBRUARY 11, 2025
Present: Mayor McComber, Councilmembers Johnson, Liljegren, and Runk; City Administrator
Rife, Assistant City Administrator Pinski, Police Chief Hansen, Public Works Director Kegley,
City Attorney Sandstrom, and City Engineer Mann. Absent: Councilmember Dougherty.
1. Call to Order: Mayor McComber called the meeting to order at 5:00 p.m.
2. 581b Street Extension:
a. Temporary Access: City Administrator Rife reviewed the request from Washington
County for temporary access for Century Power Equipment in the area of the
County's project. No concerns from the City Council.
b. New Fire Hydrant: City Administrator Rife said the existing fire hydrant in the area
would be in conflict with the new road. He reported that Washington County would
be installing a new hydrant in an adjacent location with all work and costs covered by
the County. No concerns from the City Council.
The City Council stated they were comfortable giving staff authority to work through
issues related to the project at a staff level. No action was taken.
3. Adjournment: The meeting was adjourned at 5:44 p.m.
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CITY OF OAK PARK HEIGHTS
TUESDAY, FEBRUARY 11, 2025
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 Johnson,
Liljegren, and Runk. Staff present: City Administrator Rife, Police Chief Hansen,
Assistant City Administrator/City Clerk Pinski, Public Works Director Kegley,
City Engineer Mann, and City Attorney Sandstrom. Absent: Councilmember
Dougherty.
Councilmember Johnson, seconded by Councilmember Liljegren, moved to
approve the Agenda. Carried 4-0.
II. Summary of January 28, 2025 City Council Closed Session: City Attorney
Sandstrom reported that the City completed a 360-degree review of City
Administrator Rife, and during the closed session he provided the City Council
with a summary, the City Administrator was invited in, and the review was very
positive.
III. Council/Staff Reports:
A. Mayor McComber: She reported she participated in several zoom
meetings and phone calls.
B. Councilmember Dou _gheM: Absent.
C. Councilmember Johnson: She reported she would be attending the Middle
St. Croix Watershed Management Organization meeting on February 13.
D. Councilmember Liljegren: He reported he would be attending the Bayport
Fire Department Advisory meeting the following week.
E. Councilmember Runk: No report.
F. Staff: City Administrator Rife reported that there was a tentative plan to
cancel the next City Council meeting.
Police Chief Hansen reported that the social worker program at City Hall
started on February 10. He also reported that Sandy Kruse-Roslin had just
celebrated 38 years of service with the City on February 10, and the new
police department squad patrol truck was scheduled to be delivered soon.
Assistant City Administrator Pinski reported that Doug Monson of 15015
651h Street North was chosen as the recycling award winner.
IV. Visitors/Public Comment: None
V. Consent Agenda:
Page 7 of 66
City Council Meeting Minutes
February 11, 2025
Page 2 of 2
A. Approve Bills & Investments
B. Approve City Council Worksession Notes — January 28, 2025
C. Approve City Council Minutes — January 28, 2025
D. Approve Resolution Granting the Application of Whitetails Unlimited
Metro Area to Conduct a One -Day Raffle at St. Croix Event Center on
April 10, 2025
E. Approve Resolution Granting the Application of Stillwater Area Fastpitch
Association to Conduct a One -Day Raffle at Stillwater Area High School
on May 10, 2025
F. Award the Winter 2025 Ash Tree Removals & Stump Grinding Project to
Willow River Company
G. Approve 2025 Joint Powers Agreement Fuel Contract with Washington
County Sheriff's Office
H. Approve Replacement of Check Valves at Sunnyside Lift Station
I. Approve Trade in of 2012 Ford F550 and Purchase of 2025 Ford F550
J. Approve TruGreen Lawn Care Proposal for Weed prevention at City Parks
Councilmember Runk seconded by Councilmember Liljegren, moved to approve
the Consent Agenda. Roll call vote taken. Carried 4-0.
VL Public Hearings: None
VIL Old Business:
A. Approve a Construction Services Agreement with Stantec Consulting
Services, Inc. for Construction Services Associated with the Well 93 and
Pumphouse Project in an Amount Not to Exceed $160,000:
Councilmember Liljegren, seconded by Councilmember Runk, moved to
approve the Agreement. Carried 4-0.
VIII. New Business: None
IX. Other Council Items or Announcements: None
X. Adiournment: Councilmember Liljegren, seconded by Councilmember Johnson,
moved to adjourn at 6:06 p.m. Carried 4-0.
Respectfully submitted, Approved as to Content and Form,
Jennifer Pinski
City Clerk
Mary McComber
Mayor
Page 8 of 66
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Lisa Danielson, City Arborist
AGENDA ITEM: Award the Spring 2025 Boulevard Tree Planting Project to Hoffman &
McNamara Nursery and Landscape
BACKGROUND: The City received a grant award from the MN DNR 2023-2027 Shade Tree
Program Bonding Grant. Part of the grant project includes planting (57) trees. Quote requests
were sent out to (2) two tree services for the Spring 2025 Boulevard Tree Planting project and
both tree services submitted a quote by the deadline.
• Hoffman & McNamara Nursery and Landscape $19,488.00
• Willow River Company $19,829.00
Trees included on the list to be planted are located along City boulevard rights -of -way. Trees to be
planted will be marked with a white flag and white painted "X" on the lawn. Residents having a
boulevard tree planted along the City boulevard right-of-way of their address will be sent a
notification letter with details indicating when work will take place.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: $19,488.00
• BUDGET LINE ITEM: 2023-2027 MN DNR Shade Tree Program Bonding Grant Award
Funds
BUDGET AMOUNT: $94,228.25
• WITHIN BUDGET? Yes
ACTION REQUESTED: Approve quote from Hoffman & McNamara Nursery and
Landscape for the Spring 2025 Boulevard Tree Planting Project
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Page 10 of 00
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Lisa Danielson, Arborist
AGENDA ITEM: Approve Proclamation for 2025 City of Oak Park Heights Arbor Day & Arbor
Month
BACKGROUND:
Arbor Day is recognized in all 50 states as well as in many other countries. Many communities
have special Arbor Day events and activities such as tree plantings. This year, Arbor Day is on
Friday, April 25, 2025. On Arbor Day and throughout Arbor month, the benefits of tree care and
the importance of tree plantings are expressed. Arbor Day and Arbor Month are a great way to get
the community active outdoors and make a difference in the appearance of their property and city
parks. The City of Oak Park Heights has been named a Tree City USA for 42 years and the award
is valued greatly by the community. One of the many eligibility requirements for receiving the
Tree City USAAward again this year includes this Proclamation.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Proclaim Friday, April 25, 2025 as Arbor Day in the City of Oak Park Heights and the month of
May 2025 as Arbor Month in the City of Oak Park Heights
ATTACHMENTS:
2025 City of Oak Park Heights Arbor Day & Arbor Month Proclamation
Page 11 of 66
CITY OF OAK PARK HEIGHTS
PROCLAMATION
WHEREAS: Minnesota is home to many of our nations natural resources, foremost
among them are our beautiful and abundant forests; and
WHEREAS: Trees are an increasingly vital resource in Minnesota today, enriching our
lives by purifying the air, conserving soil, water and energy, creating jobs
through a large forest products industry, serving as recreational settings,
providing habitat for wildlife of all kinds, and creating beautiful
landscapes to make our communities more livable; and
WHEREAS: Human activities such as construction damage, pollution and neglect, as
well as climatic extremes, disease and insects threaten our trees, creating
the need for concerted action to ensure the future of community and rural
forests in our state and throughout the country; and
WHEREAS: Each individual can act locally to improve the environment by planting
trees and ensuring that these trees are protected and receive proper
maintenance in the years ahead; and
WHEREAS: Each year on the last Friday in the month of April and throughout the
month of May, the people of Minnesota pay special tribute to the vital
natural resource that our trees represent and dedicate themselves to the
continued vitality of our state's community and rural forests;
NOW, THEREFORE I, Mary McComber, Mayor of the City of Oak Park Heights, do
hereby proclaim Friday, April 25, 2025 to be
ARBOR DAY
and the month of May, 2025 to be ARBOR MONTH in Oak Park Heights, Minnesota.
Signed this, , 2025
Mary McComber, Mayor
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator/City Clerk
AGENDA ITEM: Approve License for Sale/Storage of Consumer Fireworks at Menards #3129
BACKGROUND:
Menards in Oak Park Heights submitted an application for a permit to sell fireworks. The license fee
has been paid and proof of insurance has been submitted, and the file has been sent to the Police
Department for background investigation. I recommend approval of the permit pending passage of
the background check.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Approve License for Sale/Storage of Consumer Fireworks at Menards #3129
ATTACHMENTS:
None
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a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator/City Clerk
AGENDA ITEM: Authorize the Brain Tumor 5k Race on May 18, 2025
BACKGROUND:
As in the past, the City has been approached by representatives from the MN Brain Tumor 5k for
their event to be held in the City on May 18, 2025. The 5k event will start at the High School and
utilize City paths around Boutwells Landing before finishing back at the High School. The race
organizers have received support and approval from Boutwells for the race. As far as staff is aware,
the event has been well managed in the past. The City is requiring a $250 escrow deposit to ensure
any costs incurred by the City (Police, Public Works, etc.) will be covered.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Authorize the Brain Tumor 5k in the City, subject to execution of the Race Agreement
ATTACHMENTS:
2025 Race Agreement
Race Map
Page 15 of 66
CITY OF OAK PARK HEIGHTS - MN BRAIN TUMOR 5K AGREEMENT 2025
THIS AGREEMENT is made this _ day of _
OAK PARK HEIGHTS, Washington County, Minnesota ("City"),
Tumor Research and Information, Inc. ("RACE HOLDER")
2025 between the CITY OF
and Musella Foundation for Brain
Whereas the RACE HOLDER seeks to host the MN Brain Tumor 5K (the "Event") through the
City of Oak Park Heights on May 18, 2025. The City does hereby approve such event subject to the
execution of this document by the City and the RACE HOLDER and which requires the full
compliance with all provisions.
RECITALS
1. The City hereby authorizes the RACE HOLDER to organize and conduct the Event within
the statutory limits of the City of Oak Park Heights subject to the terms and conditions found
herein. This shall be a singular event on the specified date. No date or route deviations shall
occur in the City without the prior approval of the City. "Exhibit A" additionally contains the
route map.
The City expressly states to the RACE HOLDER that the routes chosen will be under traffic
and the City will not provide any staff or police officers that will be charged with any traffic
management at any area.
At all times participants will strictly obey traffic laws and utilize in place pedestrian crossing
systems. The RACE HOLDER shall make extensive, proactive efforts to communicate these
protocols to all its participants and may NOT block or interfere with public roadways, trail -
ways or other public spaces. This Agreement does not convey sole, primary or priority use of
any public infrastructure.
Limitations. RACE HOLDER agrees that they will provide the Chief of Police with a
estimated number of race participants by May 12, 2025.
3. Fees. RACE HOLDER shall pay a $250 security escrow to the City.
4. Garbage and Rubbish Removal. All garbage and refuse generated by the Event, including
that left by participants and/or spectators, will be removed and properly disposed of by
sundown on the day of the Event. The RACE HOLDER will be responsible to reimburse the
City for any subsequent cleaning determined to be necessary by the City as a result of the
Race.
5. Restrooms.
6. The RACE HOLDER shall make arrangements for restroom facilities to be accessible for
spectators, officials and race participants.
7. Emergency Plan. The RACE HOLDER shall provide to the City a copy of their Emergency
Plan and will then be affixed hereto as "Exhibit B". Failure to provide an Emergency Plan
does not release the RACE HOLDER from ensuring the protection of
Page 16 of 00
8. its participants. The City is not dedicating any additional resources to the Event and shall
provide emergency services only as traditionally held during duty hours.
Insurance. Hold Harmless. and Indemnity. The RACE HOLDER does agree to fully
indemnify, defend, and holds harmless in totality the City with regard to any claims, causes
of action or demands that might be brought against the City arising out of the events,
activities, and occurrences arising out of or relating to this Agreement or activities hereunder
including any claim brought by any participant or any other impacted party. Further, the
RACE HOLDER shall provide to the City evidence of insurance coverage of at least
$1,500,000 of combined single limits covering claims that might be brought against them
that arise out of the events authorized by this Agreement; and to name the City as an
additional insured on their policy "as their interest may appear." This proof of insurance shall
be provided to the City Administrator not later than May 15, 2025 and affixed here to as
"Exhibit U.
10. The RACE HOLDER have been made specifically aware by the City that runners and
participants may be moving across surfaces that are un-even, unpaved, not regularly
maintained for running, are not solely dedicated for pedestrian traffic and/or are impacted by
construction or other hazards. The City does not warrant that any such surface is maintained
in a condition that is suitable for the purposes of the RACE HOLDER and their participants.
The RACE HOLDER shall inform all participants of these conditions and to use utmost
caution, and cause participants to sign a waiver that releases the City from any responsibility
or liability arising from their participation.
11. Police Power. The RACE HOLDER shall maintain and monitor their personal cell phone at
all times on the day of the race.
12. City Costs. RACE HOLDER is jointly responsible to ensure that the City is reimbursed for all
costs incurred by the City to allow such Race, including but not limited to City Police
Department, Public Works Department, and Fire Department and as needed to safely conduct
and maintain the event. A refundable cash deposit of $250 must be made to the City. This
$250 amount shall serve as a security to the City and shall be reimbursed to RACE HOLDER at
such time RACE HOLDER pays to the City all costs incurred by the City and/or penalties due.
The City shall invoice RACE HOLDER within 60 days of the Race for all final City costs
incurred for the Race, if any. If City is required to take legal action to enforce this
Agreement or collect penalties from RACE HOLDER, then RACE HOLDER shall be
responsible to pay the City's costs of enforcement, including reasonable attorneys' fees and
court costs, in doing so.
13. Term. The term of this Agreement is for the dates noted in the Agreement.
14. Non -Compliance. Failure on the part of RACE HOLDER to comply with specific provisions of
this Agreement, including the providing of the preparatory documents and actions may result
in the City implementing monetary penalties in the amount of
Page 17 of 00
$200.00 for each violation and/or the City's revocation of permission to hold this race within
the City. The City will provide written notice to RACE HOLDER for each violation and will
bill RACE HOLDER for such violation. The City may also conclude, through the decision of
the Chief of Police that RACE HOLDER has not provided the required documentation in the
required timelines the City may then revoke the permission to hold the race within the City
limits, as determined by the Chief of Police. It remains RACE HOLDER'S responsibility to
provide the required documents in a fashion wholly consistent with the dates stated in this
Agreement.
IN WITNESS WHEREOF, the parties have set their hands effective the day and year first
written above.
("RACE HOLDER")
LM
Title:
City of Oak Park Heights ("City")
Mayor
ATTEST:
City Administrator
Page 18 of 66
Exhibit A
Route Maps & Course Support
Page 19 of 66
MNBT5k Route 2025
https:llwww.mapmyrun.com/routes/view/5813483083
Note we will start participants out by going around the track, then out of pony stadium, going to the left
out to the sidewalk that runs alongside of Stillwater Blvd, to the corner taking a right on 58th St N and
staying on the sidewalk all the way down to Norwich Ave N, taking a right (remaining on the sidewalk)
around Boutwells Landing back up to 58th St N, taking a left, making their way back to the HS grounds.
Turning left at the East entrance and back on the sidewalk around the south side of the school, back into
Pony stadium to the finish line.
We will have route safety at all intersections (marked in images on the following pages), you will also
see where the water station will be on route and water bars and bananas will be handed out after the
finish.
Page 20 of 66
MNBTSk Route 2025
Inflatable start/finish line: (we will use a generator to avoid cords running to building)
Route Markers: (16x5 inches and can be placed in the grass or zip tied to trees/posts)
We will use blue arrows to mark the route for participants to easily see where to go. These will be
placed the evening before (if approved) and removed immediately after the last walker/runner is
complete. We will have a caboose (2 volunteers that will be behind the last participant to remove
markers, ensure safety of final participants and will be the alert for when the water station can be taken
down.
v
Roll over image to zoom in
r•
Page 21 of 66
MNBT5k Route 2025
Course Marshall Area 2: ME at lights (north entrance to school) ensure traffic stops and participants
can safely cross
i
Course Marshall Area 3: East entrance of school, ensure traffic stops and participants can cross
safely
Parking Attendants: 0Will be here early on to let handicap participants park and VIPs, then can
help with route as needed
Legend (continued)
Course Marshall Area 4: at street corner to ensure traffic stops and participants can cross safely
Course Marshall Area 5: at street corner to ensure traffic stops and participants can cross safely
Course Marshall Area 6: at street corner to ensure traffic stops and participants can cross safely
and direct them appropriately
Water station: Flocated on the grass by the sidewalk, near the parking lot of the parks parking lot
Page 22 of 66
Exhibit B
The Emergency Plan
Page 23 of 66
2025 MN Brain Tumor 5K Event Emergency Plan
Description
The MN Brain Tumor 5K is a fun run/walk. There are competitive runners, however, most
participants walk the event. Participants usually are with their family and friends and have
strong ties to a brain tumor survivor who may be in attendance with them, or they may be
participating in honor of a loved one that has been lost (in other words, it's usually somewhat
of an emotional day).
Date of the Event
Sunday, May 18, 2025
Time of the Event
Volunteers will be onsite starting around 6:30 am until approximately noon. Participants will
be onsite starting around 8:00 am until approximately 11:30 am.
High Level Plan
The event will have one volunteer EMT onsite. All volunteers (approximate 75 including the
event planning team) will have direction on who to call if they see a medical issue. Event
volunteers will use cell phones for communication. Key planning team individuals will have
earpiece radios for communication and cell phones. We will also have a table marked with a
First Aid Banner with a first aid kit, that is easily seen by all participants and have a CPR
certified volunteer near by to assist, as needed.
Event Emergency
Melissa Dickhausen
Contact
Logistics Coordinator/ Co -Director
651-210-9068
Backup Event
Nikki Carter / Co -Director / 651-442-2512
Contact(s)
Kelly LaPlante/ Logistics 651-500-8284
Detailed Information
Will there be an EMT on site?
Yes
Are there event staff/volunteers with First
Yes
Aid Training?
Melissa Dickhausen — CPR/First Aid Training
Kelly LaPlante — CPR/First Aid Training
Morgan Stovall — CPR/First Aid Training
Chastity Thompson— CPR/First Aid Training
Is there a First Aid kit on site?
Yes — via the EMT and first aid kit (table and banner)
Will police or security be on site?
No
Will emergency medical staff at the event
Yes
be clearly identified?
Will first aid and emergency medical
Yes
stations identified?
Page 24 of 66
Does the course allow easy access for
Yes
emergency vehicles?
City/Location of nearest hospital?
Lakeview Hospital
927 Churchill St W
Stillwater, MN 55082
Hospital distance from the event?
2.7 miles — 8 minutes *route below
Has the hospital been notified of the
Yes (Toni at Lakeview 651-439-5330)
event?
Has the local police station been notified
Yes
of the event?
Is emergency air transportation available?
No
What is the plan for postponing or
The event will continue, perhaps in a modified minimal way,
canceling the event if a serious injury
depending on the injury.
occurs?
What is the emergency plan for inclement
We will have access to the SHS in the event we needed to get
weather?
participants inside due to severe weather. Will have communication
with the route safety crew to notify them of any emergency, to help
participants get to safely.
Hospital Route:
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Page 25 of 66
Exhibit C
Proof ofInsurance
Page 26 of 66
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator/City Clerk
AGENDA ITEM: Authorize Permit for the Stillwater Sunrise Rotary 2025 Bridge the Valley -
Bike Rally
BACKGROUND:
The Stillwater Sunrise Rotary has requested approval for their annual bike rally event on Sunday,
August 10. There will be two routes, but only the 25-mile route (see attached map) will go through
Oak Park Heights. Riders are expected to pass through the City between 8:00 a.m. and 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 2025 Bridge the Valley -Bike Rally, subject to the execution of the
Agreement
ATTACHMENTS:
2025 Permit
Page 27 of 66
CITY OF OAK PARK HEIGHTS — STILLWATER SUNRISE ROTARY BICYLE RIDE
AGREEMENT — 2025
THIS AGREEMENT is made this day of , 2025 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 "2025 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 9, 2025
and held on August 10, 2025.
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, 2025 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 on the day
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 1 st, 2025.
7. Cijy 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
Page 28 of 66
than August 1, 2025. 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
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,
2025. 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
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 1 st, 2025. 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-
2
Page 29 of 66
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 Rotary Club — President -Elect
Bridge the Valley -Bike Rally - Chair
ATTEST:
City Administrator
City of Oak Park Heights
Mary McComber, Mayor
Page 30 of 66
Exhibit A:
Route Maps
Page 31 of 66
25 MILE ROUTE DETAILS:
Full 25 mile Route
Oak Park Heights segment of 25 mile route
Page 32 of 66
Exhibit B:
MNDOT (STATE) / Washington County Approvals
MnDOT: Being finalized and will be forwarded separately prior to August 1, 2025
Washington County: Completed, approved permit is to be attached separately
City of Stillwater: Completed, signed contract is to be attached separately
5
Page 33 of 66
Exhibit C:
Emergency Operations Plan
Page 34 of 66
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator/City Clerk
AGENDA ITEM: Approve May 17, 2025 as City Clean Up Day
BACKGROUND:
Staff has reserved Saturday, May 17 with the City's garbage hauler and Andersen Corporation for
Clean-up Day from 8:00 a.m. to 12:00 p.m.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: $30,000
• BUDGET LINE ITEM: Sanitation and Solid Waste: Cleaning & Waste Removal
BUDGET AMOUNT: $375,000
• WITHIN BUDGET? Yes
ACTION REQUESTED:
Approve May 17, 2025 as City Clean Up Day
ATTACHMENTS:
None
Page 35 of 66
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Page 36 of 66
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator
AGENDA ITEM: Set Party in the Park for June 5, 2025 at Brekke Park from 4:30 — 6:30 p.m.
BACKGROUND:
The City's annual Party in the Park is typically scheduled for the first Thursday after school lets
out. This year, the last day of school is June 3, 2025. The event is usually held at Brekke Park
from 4:30 p.m. — 6:30 p.m. and includes food, music, and a prize raffle.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: $5,000 (offset with donations)
• BUDGET LINE ITEM: 101-40100-910 Miscellaneous Expense (annual picnic)
BUDGET AMOUNT: $4,000
• WITHIN BUDGET? Yes, the City receives donations from area businesses to bring the
cost within budget
ACTION REQUESTED:
Set Party in the Park for June 5, 2025 at Brekke Park from 4:30 — 6:30 p.m,
ATTACHMENTS:
None
Page 37 of 66
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Page 38 of 66
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Approve Resolution Authorizing the Submittal of a Community Energy
Transition Grant Application
BACKGROUND:
As the City Council is aware, the City has two drinking water wells and both wells produce water
that exceeds the Minnesota Department of Health's (MDH) Health Based Guidance Values for
PFAS. Addressing PFAS contamination is a complex and costly endeavor that requires advanced
treatment technologies and substantial financial resources. Given these factors, City staff have been
aggressively seeking funding opportunities to assist the City with addressing PFAS.
In 2024, the City applied for and received a $440,000 grant through DEED to assist the City with
PFAS feasibility and pre -design work. The goal of the PFAS feasibility and pre -design work is to
help the City get to approximately 30% design.
City staff has been made aware of additional grant funding that is potentially available through
DEED. Staff will be requesting additional grant funds in the amount of $499,750. If awarded,
these funds will again assist the City with our PFAS design work.
FINANCIAL IMPACT:
• Does action require expenditure of funds? No
ACTION REQUESTED:
Approve Resolution
EXHIBITS
1. Resolution
Page 39 of 66
CITY OF OAK PARK HEIGHTS
WASHINGTON COUNTY, MINNESOTA
RESOLUTION NO. 25-03-10
AUTHORIZING SUBMISSION OF A COMMUNITY ENERGY TRANSITION (CET)
GRANT APPLICATION TO THE DEPARTMENT OF EMPLOYMENT AND
ECONOMIC DEVELOPMENT
WHEREAS, the City of Oak Park Heights is a Community under Minnesota Statute § 116J.55;
NOW THEREFORE BE IT RESOLVED that the City of Oak Park Heights acts as the legal
Sponsor for projects(s) contained in the Community Energy Transition Grant Program to be
submitted on July 24, 2024 or before and that Mayor Mary McComber is hereby authorized to
apply to the Department of Employment and Economic Development for funding of this project
on behalf of the City of Oak Park Heights;
BE IT FURTHER RESOLVED that the City of Oak Park Heights has the legal authority to
apply for financial assistance, and the institutional, managerial, and financial capability to ensure
adequate project administration.
BE IT FURTHER RESOLVED that the City of Oak Park Heights has not violated any Federal,
State, or local laws pertaining to fraud, bribery, graft, kickbacks, collusion, conflict of interest or
other unlawful or corrupt practice.
BE IT FURTHER RESOLVED that upon approval of its application by the State, the City of
Oak Park Heights may enter into an agreement with the State of Minnesota for the above
referenced prof ect(s), and that certifies that it will comply with all applicable laws and regulation
as stated in all grant contract agreements.
NOW, THEREFORE BE IT FINALLY RESOLVED that Mayor Mary McComber and the
City Clerk Jennifer Pinski are hereby authorized to execute such agreements as are necessary to
implement the project on behalf of the applicant.
I CERTIFY THAT the above resolution was adopted by the Oak Park Heights City Council of
the City of Oak Park Heights on March 11, 2025.
Signed:
Date:
Witnessed:
Mary McComber, Mayor Jennifer Pinski, City Clerk
Date:
Page 40 of 66
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Steve Hansen, Chief of Police
AGENDA ITEM: Approve Purchase and Replacement of Police Officers Badges
BACKGROUND:
The State of Minnesota adopted a new flag and state seal on December 19, 2023. Both were
officially retired on May 11, 2024. Per state law 1.135 state agencies and departments using the
seal, its impression, or likeness currently fixed to a permanent object must discontinue use in
accordance with this section by January 1, 2025.
Oak Park Heights Police Department has the state seal only on our chest badges and Class A dress
hats that will need to be removed or changed out. The police department along with many other
agencies have looked into new custom design badges specific to their city landmarks or logos.
OPHPD Command staff have completed this design process and now wish to move forward with
purchasing said new badges for our officers. At the November meeting, the Council approved
funds for the new badges which covered design and die casting mold. We now have that process
completed and would like to move forward with the chest badge order.
We have selected the vendor ITL Patch Co, whom we have used for several years for our shoulder
patch productions and now have worked on the new badge design process. This unexpected cost
of purchasing our new chest badges should not exceed $4,500.00.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? Yes
• IF YES, TOTAL COST: Not to Exceed $4,500
• BUDGET LINE ITEM: Public Safety Aid Money
BUDGET AMOUNT: $211,362
• WITHIN BUDGET? Yes
ACTION REQUESTED:
Approve Purchase and Replacement of Police Officer Badges
Page 41 of 66
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Page 42 of 66
a� Oak Park,%._
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Date: March 11, 2025
Consent
TO: Mayor and City Council
FROM: Jennifer Pinski, Assistant City Administrator/City Clerk
AGENDA ITEM: Valley View Park Mountain Bike Trails — Request to Add Features
BACKGROUND:
Matt Lehmann from SASCA will be attending the meeting to give a presentation on the Valley View
Park Mountain Bike Trail System. SASCA is requesting approval from the City to add some trail
features. As you know, the mountain bike team uses the trail system for practice, and part of the
requirement to be on the team is to assist with trail building and maintenance. All the features they
are requesting to be added would be done by that group and not using City resources.
The presentation was also made to the Parks and Trails Commission at their January 27, 2025
meeting, and they made a recommendation to the City Council to approve the request for the trail
features.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No
ACTION REQUESTED:
Approve Request by SASCA
ATTACHMENTS:
Presentation Slides
Page 43 of 66
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a� Oak Park,%._
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Date: March 11, 2025
New Business
TO: Mayor and City Council
FROM: Jacob Rife, City Administrator
AGENDA ITEM: Approve an Agreement with Stantec Consulting Services, Inc. for the
Completion of a Multi -Year Water and Sewer Utility Rate Study
BACKGROUND:
The proposed agreement with Stantec will allow the City to complete a multi -year water and sewer
utility rate study. The purpose of this study is to evaluate the adequacy of the City's water and
sewer rates to fund the costs of the City's utility service, operation and maintenance expenses, debt
service and annual capital investment.
Based on staff's understanding, the City has generally completed utility rate studies based on a one-
year forecast. Similar to our multi -year Capital Improvement Plan, staff feel strongly about
completing a multi -year financial plan for our utilities. This is especially important given the large
capital projects that are planned in the utility division, such as Well #3 and potential future PFAS
work.
The timing of the water and sewer rate study was planned to ensure that this project is completed
prior to the final FY2026 budget being approved. As you will notice in the Stantec proposal, the
rate study is planned for final approval in October.
FINANCIAL IMPACT:
• Does action require expenditure of funds? Yes
• If yes, total cost: $49,125
• Budget line item: Water/Sewer Fund
• Budget amount: $60,000
• Within budget? Yes
ACTION REQUESTED:
Approve Agreement with Stantec
EXHIBITS
• Stantec Agreement
Page 49 of 66
(� Sta ntec
City of Oak Park Heights, MN
Water and Sewer Utility Rate Study
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Page 50 of 66
Stantec Attention: Jacob Rife
Stantec Consulting Services Inc.
777 S Harbour Island Boulevard, Suite 600
Tampa FL 33602-5729
Dear Jake,
Reference: The City of Oak Park Heights Water and Sewer Utility Rate Study
It was a pleasure discussing the above referenced Study with you recently. As discussed, this proposed
Agreement presents Stantec's proposed scope of services and fee proposal to perform the Water and
Sewer Utility Rate Study (Study) for the City of Oak Park Heights (City).
Industry Leader and Authority. Stantec's Financial Services Practices specializes in providing financial
management services for local government, with a strong emphasis in ratemaking and financial services for
water resources. Our holistic understanding of utility management provides our clients with implementable
solutions to the challenges facing local governments. We are home to an impressive amount of experience
and offer 50 professional consultants with over 600 years of combined experience and value to share with
the City. This combination of diverse backgrounds and experiences has made us who we are today — a
trusted source to our local government and utility clients in providing independent and objective ratemaking
consulting services. You can be assured that our team will utilize experience gained with similar
communities to evaluate your current rates and fee structure and develop the right solutions to support your
long-term sustainability goals and overall vision.
Stantec has enclosed a Project Work Plan and Fee Estimate Schedule indicating that the Utility Rate Study
can be completed within 215 labor -hours for a fixed fee of $49,125 inclusive of expenses, invoiced monthly
based upon the percentage of each task completed. We can begin work on this assignment within 15 days
upon receiving a notice to proceed and all required data and estimate that it can be completed within
approximately 270 days.
Stantec appreciates the opportunity to present this proposal and look forward to working with the City on
this assignment. If you have any questions, please do not hesitate to call me at (813) 204-3331.
Regards,
Andrew Burnham
Vice President
Direct: (813) 204-3331
Andrew.burnham@stantec.com
Page 51 of 66
Scope of Services
Based on our current understanding of the requested scope of services, we propose the following tasks
as part of the Water and Sewer Utility Rate Study. This section outlines the general tasks that Stantec
proposes in order to conduct the study, while the level of effort for each task is outlined in the cost
schedule included at the end of this document.
Task 1 Project Initiation and Data Collection
1.1 Prepare preliminary work plan, timeline for tasks, and initial data request list prior to kick-off
meeting.
1.2 Conduct conference call meeting with all necessary City staff to confirm study objectives,
identify fiscal objectives/constraints, financing strategies, establish communication protocols,
discuss approach, establish schedule, discuss data request. [Virtual Meeting]
1.3 Perform a detailed review of all data as it is received. Prepare supplemental data request list
after review with staff in prior subtask.
Task 1 Summary $3,200
Deliverables Data Request List
Meetings Project Kickoff Meeting (Teams Meeting)
Task 2 Develop Multi -Year Financial Management Plan
2.1 Prepare water and wastewater customer and demand analysis to determine projected growth,
trends in usage patterns and total projected water and wastewater system customers, ERCs
and usage.
2.2 Verify and input financial and billing data into three separate versions of our financial planning
model (i.e. one for water and sewer, respectively), run the model, and produce preliminary
output, including a five and ten-year financial management program that will include the
following:
➢ Capital Improvements Program and Capital Financing Plan
o Project listing by year, including integration of specific scenarios as requested.
o Alternative funding sources for capital projects.
o Development of a capital financing plan, including identification of timing and amount
of borrowing requirements.
➢ Borrowing Program
o Borrowing required (by source) to fund CIP projects not funded by other sources to
include but not necessarily be limited to revenue bonds, State or other programs or
bank loans.
o Timing of bond issue(s)/loan(s) to provide required borrowed funds.
o Annual debt service of bond issue(s)/loan(s)
➢ Revenue Sufficiency Analysis
o Annual revenue projections
o Feasibility that alternative indexing can be applied to rates.
o Annual operations and maintenance expense projections.
Page 52 of 66
o All other annual revenue requirements such as R&R minor capital transfers to other
funds, current debt service/loan payments, replenishment of reserves, etc.
➢ Sources and Uses of Fund Analysis
➢ Fund Analysis
o Feasibility of establishing a Rate Stabilization Fund.
o Spend down limits (minimum reserve requirements) by fund.
o Beginning and ending funds balances by fund by year.
2.3 Review preliminary results with consulting team, make adjustments, and create alternatives
scenarios of rate adjustments and/or specific financial dynamics.
2.4 Make adjustments and re -run models.
2.5 Prepare alternative scenarios for interactive review session with City staff.
2.6 Conduct an interactive review session with City staff to review the preliminary results of the ten-
year projection of revenue sufficiency of the water and sewer enterprise funds. Using the
financial planning model developed in Task 2.2. [Virtual Meeting]
➢ Review financing plans for the utility's capital improvement program under each identified
level of service.
➢ Run alternative scenarios for debt versus cash funding, including alternative debt financing
terms.
➢ Monitor reserve levels and other key metrics of financial performance with each alternative
scenario to meet all existing and potential bond covenants.
2.7 Make adjustments per input from City staff in the prior sub -task and distribute workbook of
assumptions, inputs, and preliminary results for staff review.
2.8 Conduct a second interactive review session with City staff to review the adjusted results of the
ten-year projection of revenue sufficiency of the water and sewer enterprise funds and make
any final adjustments. [Virtual Meeting]
2.9 Conduct a water and sewer rate survey for up to 10 neighboring communities.
Task 2 Summary $17,800
Deliverables Assumptions & Results Workbook(s)
Meetings Interactive Work Sessions (Teams Meeting)
Task 3 Cost Allocation Analysis
3.1 Identify all test year costs/revenue requirements associated with the provision of water and sewer
service from the preferred financial forecast alternative identified in Task 2 into the cost allocation
model.
3.2 Analyze the City's billing consumption records, service area, existing agreements, and existing
customer classes for cost allocation and rate design.
3.3 Conference call with City staff to discuss customer classes, system functional components, and
appropriate cost of service allocation methodology.
3.4 Using industry standard cost allocation approaches, allocate costs/revenue requirements to
specific rate structure components.
3.5 Compare allocated costs/revenue requirements by customer class to revenue generated by
existing rates.
3.6 Review results with consulting team, make required adjustments and identify key discussion
points for review with City staff.
3.7 Meet with City staff in an interactive work session to review preliminary results. [Virtual Meeting]
4
Page 53 of 66
3.8 Make adjustments as required based upon input from City staff and distribute workbooks of
preliminary results.
3.9 Meet with City staff in a second interactive work session to review the revised results and finalize
the cost of service analysis. [Virtual Meeting]
Task 3 Summary $9,450
Deliverables Assumptions & Results Workbook(s)
Meetings Interactive Work Sessions (Teams Meeting)
Task 4 Conduct w Rate Structure Analysis & Develop Recommended Rates
4.1 Conduct a diagnostic analysis of the current water and sewer rate structure for all customer
classes to identify strengths and weaknesses in terms of but not limited to the following criteria:
➢ Compliance with legal precedent and generally accepted industry practice (national and local)
➢ Fair and equitable distribution of costs to customers in proportion to the benefit received
and/or demand placed on the system.
➢ Consistency with policies and management objectives regarding such things as affordability,
conservation, economic development, etc.
➢ Fiscal stability/risk of the utility.
➢ Ease of administration and understanding to City staff and customers.
4.2 Develop Rates:
➢ Load billing history data into our rate model and create a bill frequency.
➢ Conduct a revenue test to ensure accuracy of billing data.
➢ Set up the rate model in conformance with the rate design evaluation in Task 4.1 and the cost
allocation results of Task 3.
➢ Run the model and evaluate potential rate structure modifications that are consistent with the
City's objectives and rate principles.
➢ Prepare a customer impact analysis to compare alternative rate schedules to the existing
rates.
➢ Review results with consulting team and adjust as required.
➢ Meet with City staff in an interactive work session to review preliminary results. [Virtual
Meeting]
➢ Make adjustments based upon input from City staff in the prior sub -task and distribute
workbook of preliminary results.
➢ Meet with City staff in a second interactive work session to review adjusted results and finalize
analysis. [Virtual Meeting]
4.3 Assist City staff in preparing easy -to -understand water and sewer rate schedules for inclusion in
the City Ordinances or Resolutions.
Task 4 Summary $9,200
Deliverables Assumptions & Results Workbook(s) & Rate
Schedules
Meetings Interactive Work Sessions (Teams Meetings)
Page 54 of 66
5
Task 5 Deliverables & Meeti,,6z,
5.1 Prepare a Draft Report of the initial results and recommendations of the Study according to the
specifications and format desired by the City.
5.2 Adjust analysis per staff comment and incorporate edits. Submit Final Report.
5.3 Prepare presentation to communicate results to City Council.
5.4 Present assumptions and final results in one (1) in -person presentation to the City Council.
5.5 Integrate City staff comments into a Final Report.
Task 5 Summary $7,975
Deliverables Draft Report, Final Report, Council Presentation(s)
Meetings 1 Presentation to City Council
X
Page 55 of 66
Project Team
City of Oak Park Heights
Project Director Quality Control
Andrew Burnham Eric Grau
Project Manager
Danica Katz
Project Analyst
Katelyn Greer
30 + Consultants and Analysts
Financial Modeling, Data Analysis, Funding, GIS, etc.
Page 56 of 66
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(3 Stantec
Stantec is a global leader in sustainable
architecture, engineering, and environmental
consulting. The diverse perspectives of our
partners and interested parties drive us to
think beyond what's previously been done on
critical issues like climate change, digital
transformation, and future -proofing our cities
and infrastructure. We innovate at the
intersection of community, creativity, and
client relationships to advance communities
everywhere, so that together we can redefine
what's possible.
Page 59 of 66
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Page 60 of 66
a� Oak Park,%._
G
Date: March 11, 2025
New Business
TO: Mayor and City Council
FROM: Andy Kegley, Public Works Director
AGENDA ITEM: Trail Reclaim Maintenance Project Award
BACKGROUND:
The 2025 trail reclaim maintenance project will replace the trails within Autumn Hills Park and
trail segments north of the City Hall building leading through Swager Park. We also sought
alternate pricing to replace the asphalt on the easement trail leading from 57m St., North into
Swager Park. The City received five responses from qualified contractors, with Minnesota Paving
and Materials submitting the lowest bid of $139,484.50 for the main work and $9,271 to replace
the easement trail for a total of $148,755.50.
If the City accepts the alternate, the failing fence along the easement trail also needs to be replaced.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? YES
• IF YES, TOTAL COST: $148,755.50
• BUDGET LINE ITEM: Trail Maintenance
BUDGET AMOUNT: $285,872
• WITHIN BUDGET? YES
ACTION REQUESTED: Award the 2025 trail reclaim maintenance contract to Minnesota
paving and materials, accepting the alternate to replace the easement trail asphalt for a project
total of $148,755.50
ATTACHMENTS:
1. Bid Tab
2. Project area map
3. Image of easement trail and fence.
Page 61 of 66
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Date: March 11, 2025
New Business
TO: Mayor and City Council
FROM: Andy Kegley, public Works Director
AGENDA ITEM: Replace Easement Trail Fence between 57th St N and Swager Park
BACKGROUND: We requested a bid alternate for the 2025 Trail reclaim project to replace the
easement trail between 57th St N and Swager Park as both the asphalt and the fence need
replacement. The low bidder MN Paving and Materials proposed replacing the easement trail for
$9,271, which was also the lowest alternate price, so with good pricing, now is the best time to
replace the failed trail and fence. In order to do this, the failed fence will need to be removed. We
focused on two options:
1. OPH staff removes and rebuilds the fence for the cost of materials and supplies for an
estimated $8,000-$10,000
2. Obtain quotes to have a fence contractor do the work.
Mauer Fence Company provided a quote to remove and install about 300 LF of fence along the easement
trail that will match and tie into the cedar fence they built along the S border of Swager Park in 2024 for
$16,500. Due to timing, we currently have only one quote, but in our past dealings with Mauer Fence,
they consistently provide the lowest quote. This likely has to do with the fact that they do a significant
amount of fence work for the Stillwater School District and will be working to replace more fencing at
the high school again in 2025.
FINANCIAL IMPACT:
• DOES ACTION REQUIRE EXPENDITURE OF FUNDS? YES
• IF YES, TOTAL COST: $16,500
• BUDGET LINE ITEM: Park and Trail Improvements
BUDGET AMOUNT: $551,679
• WITHIN BUDGET? YES
ACTION REQUESTED:
Authorize staff to enter into a contract to remove and replace the easement trail fence for a not
to exceed amount of $16,500
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