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HomeMy WebLinkAbout08-26-2025 Council PacketCITY OF OAK PARK HEIGHTS CITY COUNCIL MEETING AGENDA TUESDAY, AUGUST 26, 2025 AT CITY HALL 6:00 P.M. 6:00 p.m. L Call to Order/Pledge of Allegiance/Approval of Agenda Estimated times 6:05 p.m. IL Council/Staff Reports A. Mayor Dougherty B. Councilmember Johnson C. Councilmember Liljegren D. Councilmember Runk E. 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). 6:10 p.m. IV. Consent Agenda (Roll Call Vote) A. Approve Bills & Investments B. Approve City Council Worksession Notes — July 22, 2025 (pg. 5) C. Approve City Council Minutes — July 22, 2025 (pg. 7) D. Approve Special Event Permit for Homecoming Carnival at Stillwater Area High School with Food Trucks (pg. 9) E. Approve Resolution Authorizing Receipt of Donation from Walmart (pg. 19) F. Resolution Supporting the Submission of a Capital Budget Request to the Minnesota Management and Budget Office for the 2026 Legislative Session (pg. 21) G. Authorize an Agreement with Valley Concrete for the City Hall West Stair Case (pg. 23) H. Approve Trade in and Purchase of Public Works Vehicles (pg. 29) I. Accept Resignation by Jim Kremer from the Planning Commission and Adopt Resolution Thanking him for his Service (pg. 35) J. Appoint Carissa Stimpfel to the Planning Commission to Fill Vacancy (pg. 39) K. Approve Amendments to the Planning Commission Bylaws (pg. 41) 6:15 p.m. V. Public Hearings 6:15 p.m. VI. Old Business 6:15 p.m. VIL New Business A. Conditional Use Permits for Accessory Building — 14899 Upper 55th Street North (pg. 49) B. Resolution Approving an Extension of a Conditional Use Permit and Design Guidelines/Site Plan Review at 5963 O'Dell Avenue North (pg. 57) Page 1 of 61 6:25 p.m. VIIL Other Council Items or Announcements 6:25 p.m. IX. Adjournment Page 2 of 61 City of Oak Park Heights 14168 Oak Park Blvd. N • Oak Park Heights, MN 55082 • Phone (651) 439-4439 • Fax (651) 439-0574 August 19, 2025 Jeff Anderson 14224 57th Street N Oak Park Heights, MN 55082 Dear Mr. Anderson: 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, August 19, 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 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 4 of 61 0 CITY OF OAK PARK HEIGHTS CITY COUNCIL WORKSESSION NOTES TUESDAY, JULY 22, 2025 Present: Mayor Dougherty, Councilmembers Johnson and Liljegren, Councilmember Runk (arrived late); City Administrator Rife, Assistant City Administrator Pinski, Police Chief Hansen, and City Attorney Sandstrom. 1. Call to Order: Mayor Dougherty called the meeting to order at 5:00 p.m. 2. City Council Vacancy: The City Council discussed process and decided they would likely not conduct interviews. The discussion will continue at the August 26, 2025 Worksession. No action was taken. 3. Fiscal Year 2026 Budget: Staff provided the City Council with a tour of the reception area and the police squad room and requested authority to quotes from architects for reconfiguring those areas. No action was taken. 4. Adjournment: The meeting was adjourned at 5:49 p.m. Page 5 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 6 of 61 CITY OF OAK PARK HEIGHTS TUESDAY, JULY 229 2025 CITY COUNCIL MEETING MINUTES L Call to Order/Pledte of Allegiance/Approval of Agenda: Mayor Dougherty called the meeting to order at 6:00 p.m. Present: Councilmembers Johnson, Liljegren and Runk. Staff present: City Administrator Rife, Police Chief Hansen, City Planner Richards, City Attorney Sandstrom, and Assistant City Administrator/City Clerk Pinski. Absent: None. Councilmember Johnson, seconded by Councilmember Liljegren, moved to approve the Agenda. Carried 4-0. II. Council/Staff Reports: A. Mayor Dou _gheM: He reported he attended a meeting with representatives from Xcel Energy regarding the King Plant and that he attended a Zoom meeting regarding the Stillwater prison closing. B. Councilmember Johnson: She reported she chaired the League of Minnesota Cities Improving Service Delivery Policy Committee meeting where they discussed safety of elected officials, cannabis, and PFAS. C. Councilmember Liljegren: He reported he attended the Planning Commission Meeting where they held a public hearing on New Business Item A. D. Councilmember Runk: He reported there was no Convention and Visitors Bureau meeting and that there was a flood at the Valley Access Channels office so public meetings were not going out live. E. Staff: City Administrator Rife reported that he reached out to get a Fire Advisory Committee meeting set up. Police Chief Hansen reported that Night to Unite was set for August 5. Assistant City Administrator Pinski reported that Nicole Dwyer of 14521 Upper 56th Street north was chosen as the recycling award winner. III. Visitors/Public Comment: None IV. Consent Agenda: A. Approve Bills & Investments B. Approve City Council Worksession Notes — June 24, 2025 C. Approve City Council Minutes — June 24, 2025 D. Authorize Permit for the Ride to End Alzheimer's Bicycle Ride Councilmember Runk, seconded by Councilmember Liljegren, moved to approve the Consent Agenda. Roll call vote taken. Carried 4-0. Page 7 of 61 City Council Meeting Minutes July 22, 2025 Page 2 of 2 V. Public Hearings: A. Public Heariniz on Reauest Reszardiniz Noise Ordinance for Concert at Stillwater Bowl on August 1, 2025: Assistant City Administrator Pinski reported that Stillwater Bowl had requested a deviation from the noise ordinance for a concert to be held in their parking lot on August 1. She recommended approval with various conditions. Mayor Dougherty opened the public hearing. No written or oral comments. Councilmember Runk, seconded by Councilmember Johnson, moved to close the Public Hearing. Carried 4-0. Councilmember Johnson, seconded by Councilmember Liljegren, moved to approve the request with conditions as noted. Carried 4-0. VI. Old Business: None VIL New Business: A. Conditional Use Permit for a Cannabis Retail Dispensary — 14729 601h Street North: City Planner Richards provided his report. Councilmember Runk, seconded by Councilmember Johnson, moved to approve the Resolution. Roll call vote taken. Carried 4-0. B. 2025 Ragnar Relay Event Permit and Request for Food Trucks: Councilmember Johnson, seconded by Councilmember Liljegren, moved to approve the event permit. Carried 4-0. Councilmember Johnson, seconded by Councilmember Liljegren, moved to approve the request for food trucks. Carried 4-0. VIII. Other Council Items or Announcements: None IX. Adiournment: Councilmember Liljegren, seconded by Councilmember Johnson, moved to adjourn at 6:17 p.m. Carried 4-0. Respectfully submitted, Approved as to Content and Form, Jennifer Pinski City Clerk Chuck Dougherty Mayor Page 8 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator/City Clerk AGENDA ITEM: Approve Special Event Permit for Homecoming Carnival at Stillwater Area High School with Food Trucks BACKGROUND: Stillwater Area Public Schools filed an application for a special event permit to host the 2025 Homecoming Carnival on September 12, 2025. Per the application, the event expects an attendance of up to 5,000 people, and set up would be in the afternoon with operation between 4:30 and 6:30 p.m. This event has occurred in the past, and there have not been any significant concerns. However, as there would be more than one food truck, the permit must be approved by the City Council. Staff has reviewed the application and recommends approval, with conditions. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Special Event Permit for Homecoming Carnival at Stillwater Area High School with Food Trucks ATTACHMENTS: 1. Special Event Permit Application with attachments 2. Draft Permit Page 9 of 61 City of Oak Park Heights 14168 Oak Park Blvd. N • Oak Park Heights, MN 55082 Phone (651) 439-4439 • Fax (651) 439-0574 www.cityofoakparkheights.com Temporary "Special Event" Sign/Banner & Temporary Outdoor Sales Tent Permit Application PLEASE TYPE OR PRINT Applicant's Name: Pete Heldstab Title: Coordinator of Athletics & Facility Use Business Name: Stillwater Area Public Schools Address: 5701 Stillwater Blvd. Oak Park heiahts. MN 55082 Phone: 651-351-8454 Applicant Email Address: heldstabp(a-)stillwaterschools.ora Type: Check All Applicable Banner _ Sign _ Balloon _ Tent _ Other: Homecoming Carnival Description of Item(s): Include message content, location, exact dimensions of item(s) and how it/they will be erected (e.g. banner attached to building wall). Please use the back of this application if you need additional room. For tent placement a site plan must be submitted with this application, showing location, number of parking spaces, if any displaced, etc. Homecoming Carnival before football game, 4:30-6:30pm. Free inflatables and games for kids. 6 food trucks around the island near the Admin entrance. No sians or rental tents. Date Item(s) Will Be Erected: 9/12/25 Dated Item(s) Will Be Removed: 9/12/25 • 50 Days Maximum Per Calendar Year By signature below, the applicant hereby agrees to work in accordance with the Ordinances of the Local Municipality, State Building Code, and the requirements enforced by the City of Oak Park Heights. The applicant further agrees to place and remove temporary signage as approved and notify Code Enforcement of any change to design, location or placement duration. Peter Heldstab Dated: 6/17/25 Applicant's Signature Page 10 of 61 For Office Use Only: Julie Hultman, Building Official Date Issued: Planning & Code Enforcement Duration: Direct: (651) 351-1661 Accumulated Duration: FAX: (651) 439-0574 Permit Fee: None Email: jhultman@cityofoakparkheights.com Permit Granted/Denied by: denied): Temporary "Special Event" Sign/Banner & Temporary Outdoor Sales Tent Permit Application Page 2 Continued Description (from page 1): Reason for Denial (if The number and size of inflatables are still being determined. A map will be provided no less than two weeks prior to the event. Food Trucks Truck Contact Phone email address Linda/Oscar 651-231-5266 / Tacqueria Los Paisanos Hernandez 651-278-0835 GoBBQ (Street Eats Grill) Sean 651-964-9266 sean@goconcessions.com Pete's Fresh Cut Potato Blossoms Khin 651-373-5917 pete@usfamily.net Roxys Waffles Eva Stafne 651-318-8103 roxyswafFles@gmail.com Natalie and Ryan Kona Ice Thiesen rnthiesen@kona-ice.com The American Dream karli@theamericandream Machine Karli Spahr 651-242-8333 machine.com Page 11 of 61 Stillwater Area Public Schools - Emergency Operation Plan for Homecoming Carnival Homecoming Carnival Committee Annette Sallman - Community Education Director 612-554-6734 Carissa Keister- Community Engagement Director 651-210-8796 Chris Kriesel - Marketing Coordinator 651-235-3366 Rob Bach - SAHS Principal 651-278-6965 Dusty Dennis - Homecoming Advisor 612-382-5480 Becky Mazzara - NHS Advisor 651-271-0001 Pete Heldstab - Community Education Coordinator 651-351-8454 SAHS Administrative Team Rob Bach - SAHS Principal 651-278-6965 Nate Cox - Activities Coordinator 651-442-9337 Dr. Aaron Drevlow - Asst. Principal 651-248-0759 Matt Kraft - Asst. Principal 651-600-4044 RE: Stillwater Area Public Schools Homecoming Carnival September 12, 2025 Operational Period: 4:30-6:30 pm, Approximate set up 1:OOpm-4:00 pm Location: SAHS 5701 Stillwater Blvd N, Oak Park Heights, MN 55082 Overview/Synopsis: SAHS will be hosting a Homecoming Carnival before the football game. The carnival will celebrate: 1) Stillwater Area Homecoming Week and celebrate Pony Pride. 2) Bring the Community together The following is a timeline of a list of items that will take place: 1. 4:30-6:30 Homecoming Carnival available for Community families and students to use inflatables, visit sponsor booths or district booths. - Carnival will consist of 10-12 inflatables located on the interior grass portion of the Pony Plaza in front of the Admin Entrance and interior portions of the grass along the front of the school and island. The inflatables will be clear of the sidewalks and roads per Fire Page 12 of 61 Chief. 1. Pete Heldstab (Coordinator of Athletics & Facility Use) and Bayport Fire Chief Allan Eisinger will review and agree to the plans. 2. 2:30-3:30 set up for food trucks. (appropriate paperwork will be received by all vendors and submitted to Washington County.) 3. 4:30-6:30 PM- Carnival open to the community and younger students - inflatables and kiddy games. - Carnival and 6 Food Trucks located around the island near the Main Gym and Admin entrance. 4. In the event of inclement weather, the plan is to move the carnival inside using the cafeteria, HS Gyms 1-4, PAC Gyms, Wrestling and Auxiliary gyms. Estimated Number of people attending: A football game can have 500-5000 people depending on the night. Due to this being the Homecoming Game with events before the game, it is expected that we will have a good showing from the community. Duty Assignments: 1. There will be a volunteer check in table at the PAC entrance. 2. We will have adult volunteers and student volunteers working shifts with the a. inflatables b. in the SAHS PLAZA for supervision c. on the PAC Plaza d. There will be assigned workers at specific gates and doors to prevent carnival participants getting into the game on the south and east side of the building. 3. The School Resource Officer will be present for the carnival Communication: 1. Word of mouth will be used to inform attendees of important information and provide direction. Page 13 of 61 2. Access to school PA system can be heard outside in the event that information is needed to be portrayed to the public. The Homecoming Committee and High School Administrative staff will be present. 3. Cell Phone communication will be used for sensitive information not to be overheard over the radio speaker. 4. Cell numbers have been provided above for individuals involved in the event. Weather and Emergency Evacuation: Pete Heldstab will monitor weather for storm related conditions. He will consult with the Homecoming Carnival Committee and SAHS Administration in the event of conditions requiring evacuation or cancellation of the event. He will monitor the event location for possible hazard conditions to attendees such as trip hazards, evacuation route blockage due to cars or other objects, congested events or areas and any other possible hazardous conditions. Any hazardous conditions or emergency evacuation situations will be determined by Pete and addressed at the time with the officers and SAHS Administration Staff. Fire/EMS: There will be a high school athletic trainer on site if needed. Incidents needing Fire or EMS services will be called to have Lakeview EMS or Bayport Fire respond as the situation dictates. This request will be done using police radio or cell phone. Dignitary or Persons attending attracting high attention or large gathering of people: In the event someone of this nature attends the event and it appears the person or circumstances surrounding the person attending require additional security of an officer presence OPH will be notified as soon as possible of the dignitary. Non -emergency Evacuation: In the case of a non -emergency evacuation of the carnival due to a power failure or other non -emergency reason: 1. We will utilize word of mouth to provide direction. 2. We will utilize the school PA system to make announcements, time permitting. . 3. Use of SRO Squad Car PA System if needed. 4. Daylight hours for the event. Emergency Evacuation: Immediate dangerous weather, Bomb Threat, Active Shooter, Hostage, Chemical Spill, etc. 1. In the event of an emergency evacuation all attempts will be made to do so in an orderly manner while providing safety and security to civilians and officers. Page 14 of 61 2. SAHS Administrative Staff and Homecoming Carnival Committee will assist with the process. 3. Officers and SAHS Staff will direct all attendees to the gymnasiums or best location at SAHS. Homecoming Carnival Committee Members will make sure the gymnasium doors are open and lights are on. 4. Attendees will be directed to go into the High School gyms 1-4 or PAC gyms 5-8 whichever is closest. 5. SRO will be called upon to be positioned in the gymnasium for security. 6. OPH Police will be called up to assist with evacuation of the carnival area and parking lot if required. 7. Assistance from Stillwater Police, Bayport Police, WCSO and State Patrol may be required to assist with evacuation of the stadium and parking lot. 8. Officers will secure any crime scene ASAP. Emergency Access or Egress: In the event of need to evacuate or for the access of emergency vehicles to the area the following routes will be used as available: 1. Primary: Main entrance/58th St N 2. Secondary: Bus entrance 58th Street N - East of SAHS 3. Third Option: Highway 5/West entrance - 4. These access and egress points will also be used by emergency personnel as needed and available. Annette Sallman, Community Education Director will make final emergency decisions. Once the emergency evacuation process has begun, it is likely that only authorized personnel will be allowed to enter on to the property and OPH or other Emergency Personnel will provide direction going forward . Page 15 of 61 CITY OF OAK PARK HEIGHTS SPECIAL EVENT PERMIT — TERMS AND CONDITIONS THIS PERMIT is made this day of July, 2025 between the City of Oak Park Heights, Washington County, Minnesota ("City"), and the Stillwater Area Independent School District #834 ("ISD834). Event. The City hereby authorizes ISD834 to organize and conduct a SPECIAL EVENT on September 12, 2025 being the Homecoming Carnival at the Stillwater Area High School. A listing of anticipated attendees and general scope of the Event is attached as Exhibit A. City Costs. ISD834 is responsible to ensure that the City is reimbursed for all costs incurred by the City that may result due to the event, including but not limited to costs from the City Police Department, Public Works Department, and Fire Department as needed to safely respond to such event. City Police. Any City Police staff assigned during the event are there as a general law enforcement presence. The number of City Police Officers, times, and their exact roles remains in the sole discretion of the Chief of Police. The City Police is not responsible for general security at the event. Insurance, Hold Harmless, and Indemnity. ISD834 agrees to and shall indemnify, release, and hold harmless the City with regard to any claims, causes of action or demands that are brought against the City arising out of the events authorized by this Permit. ISD834 shall also indemnify and hold harmless the City with regard to any claims, causes of action, or demands that may be brought against the City from any participants or attendees of this event as contemplated in the Permit. ISD834 shall provide the City proof of liability insurance in an amount not less than $1,000,000 and such document shall name the City as an additionally insured. This document shall be supplied to the City not later than September 2, 2025. Emergency Plan. ISD834 has supplied to the City a comprehensive emergency plan that addresses issues related to injury, evacuation, communication, and other relatable emergency protocols for the event and shall be applicable to all spectators, participants, coaches, and staff. This plan is included in Exhibit A. City Commitments. The City has not committed any specific resources to benefit or assist in this event. ISD834 takes and assumes full responsibility for any and all site operations. STILLWATER AREA INDEPENDENT SCHOOL DISTRICT 9834 Pete Heldstab, Facility Use Coordinator Page 16 of 61 CITY OF OAK PARK HEIGHTS Chuck Dougherty, Mayor Attest: Jacob Rife, City Administrator Page 17 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 18 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Steve Hansen, Police Chief AGENDA ITEM: Approve Resolution Authorizing Receipt of Donation from Walmart BACKGROUND: The Oak Park Heights Police Department received a donation of various merchandise items totaling $221.30 from Walmart to be used for Night to Unite and community events. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution 25-08-22 ATTACHMENTS: Resolution 25-08-22 Page 19 of 61 RESOLUTION 25-08-22 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION AUTHORIZING RECEIPT OF A DONATION TO THE POLICE DEPARTMENT WHEREAS, the following donation was made to the City of Oak Park Heights Police Department for Night to Unite: Wal*Mart Merchandise items totaling $221.30 WHEREAS, the City of Oak Park Heights is grateful for the donation. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Oak Park Heights shall accept the donation and that the City is authorized to use the donation for Night to Unite and other community events. Passed by the City Council of Oak Park Heights on this 26th day of August, 2025. ATTEST: Jacob Rife City Administrator Chuck Dougherty Mayor Page 20 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Jacob Rife, City Administrator AGENDA ITEM: Resolution Supporting the Submission of a Capital Budget Request to the Minnesota Management and Budget Office for the 2026 Legislative Session BACKGROUND: 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. The City wells are also close to exceeding the federal drinking water standards for PFAS. In response, City staff has been aggressively seeking funding opportunities to assist the City with addressing PFAS. The City has received over $800,000 in grant funding to begin the PFAS design process for Well #1 and Well #2. This request of $1.6M would allow the City to complete the design work for Well #1 and Well #2. Additionally, and if needed, this request would also allow for PFAS design work for our new Well #3. As previously mentioned, we should know the PFAS results for Well #3 later this year. FINANCIAL IMPACT: • Does action require expenditure of funds? No. ACTION REQUESTED: Approve Resolution 25-08-23 ATTACHMENTS: Resolution 25-08-23 Page 21 of 61 RESOLUTION NO. 25-08-23 CITY COUNCIL CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION SUPPORTING THE SUBMISSION OF A CAPITAL BUDGET REQUEST TO THE MINNESOTA MANAGEMENT AND BUDGET OFFICE FOR THE 2026 LEGISLATIVE SESSION WHEREAS, the City recognizes the need for capital investment to maintain and enhance public infrastructure and services for its residents; and WHEREAS, the Minnesota Management and Budget provides a process for local units of government to request state bonding and capital funding for eligible projects; and WHEREAS, the City has identified PFAS Water Treatment as a priority for funding in the upcoming legislative session with the City seeking $1,600,000 for the design and engineering of improvements to our water treatment infrastructure for the remediation and removal of per- and polyfluoroalkyl substances (PFAS) from the City's municipal water supply; and WHEREAS, PFAS water treatment is consistent with the City's long-term capital improvement plan and will address critical infrastructure needs within the City; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Oak Park Heights supports the bonding and capital funding for PFAS Water Treatment. Approved by the City Council of the City of Oak Park Heights this 26m day of August, 2025. Chuck Dougherty, Mayor ATTEST: Jacob Rife, City Administrator Page 22 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Authorize an Agreement with Valley Concrete for the City Hall West Stair Case BACKGROUND: The Police Department uses squad camera video transferring equipment affixed to the west wall of City Hall. Police vehicles must park on the west side of the building for the antennas to pick up footage from squad car computers. Currently, to access parked vehicles or to meet generator maintenance contractors, officers and Public Works crew must walk down a steep incline that becomes dangerously slippery, especially in winter. This staircase would primarily be used by Police Department and Public Works staff to access the garage and generator enclosure areas. For staff safety, we are proposing a permanent concrete staircase from the west entrance/exit door to the west parking area. The most favorable quote came from John Heinlein of Valley Concrete. John has previously completed work for the City and has also donated time and materials for concrete work at Brekke Park. He is a seasoned concrete contractor. City Hall West Stair Case Construct concrete Stairs $10,300.00 Railings (Required by Code) $6,376.45 Alternate 2 -Paint galvanized Railings $720.00 Total $17,396.45 FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? YES. • IF YES, TOTAL COST: $17,396.45 • BUDGET LINE ITEM: Budgeted Projects BUDGET AMOUNT: $50,000 • WITHIN BUDGET? YES. ACTION REQUESTED: Approve project and authorize staff to enter into an agreement with Valley Concrete to build a concrete staircase on the west side of City Hall. ATTACHMENTS: Valley Concrete Quote St. Croix Concrete Quote Page 23 of 61 v 7755 Leeward Ave. N. Stillwater, MN 55082 MN #BC634554 Name / Address Proposal Project Date City of Oak Park Heights 14168 Oak Park Blvd. N. P.O. Box 2007 8381 7/l /2025 Oak Park Heights, MN 55082 Description Cite Hall Oak Park 1.4eights, MN *Handrail not in bid but could be added if desired. Sidewalk & Lawn Steps from West Door Down to Drivelane - Excavate existing soil as needed for new walk and steps. - Form new sidewalk and steps. - Pour and finish sidewalks 4" thick, steps no taller than 7", broom finish. - Remove and replace existing sidewalk next to existing stoop that has settled, approximately 48 sq. ft. NOTE: No money in bid for any utility relocation. **WE PRELEIN ALL iOBS** **ENVIRONMENTALLY RESPONSIBLE CONTRACTOR** *By signing this proposal, you agree with our "Terms and Conditions". *This proposal is valid for 10 days, thereafter prices are subject to change without notice. *We recommend that a sealer be applied to concrete surfaces for further protection due to MN/W1 weather conditions, we can't guarantee against concrete cracking. *No salt or deicing products should be used on concrete. This will cause deterioration. *We must be allowed time to 4vash brick before windows are installed, or there could be an extra expense. E-Mail: vciusa@aol.com Phone: 651-439-471 I Website: valleyconcretemn.com Signature Print Name Bid Price $109300.00 Page 24 of 61 MN #BC634554 7755 Leeward Ave. N. Stillwater, MN 55082 Name / Address Proposal Project Date City of Oak Park Heights 14168 Oak Park Blvd. N. P.O. Box 2007 842-' 8/20/2025 Oak Park Heights, MN 55082 I?escription City Hall Oak Park Heights, MN Handrail - Fabricate and install (2) railings at Oak Park City Hall. Approx. 50 ft. each. Alternate #1: - Paint w/ no galvanizing. Add to Bid Price = $480,00 Alternate #2: - Galvanized finish, best finish for rust. Can be scuffed and painted. Add to Bid Price = $720.00 **WE PRELEIN ALL JOBS** **ENVIRONMENTALLY RESPONSIBLE CONTRACTOR** *By signing this proposal, you agree with our "`l'emts and Conditions". *This proposal is valid for 10 days, thereafter prices are subject to change without notice. *We recommend that a sealer be applied to concrete surfaces for further protection due to MN/Wl weather conditions, we can't guarantee against concrete cracking. *No salt or deicing products should be used on concrete. This will cause deterioration. *We must be allowed time to wash brick before windows are installed, or there could be an extra expense. E-Mail: vciLN-,Vd aol.com Phone: 651-4 a 9-4711 Website: valleyconeretemn.com Signature Print Name Bid Price $6,376.45 Page 25 of 61 CONCRETE Big PROPOSAL OWNER INFORMATION Company City of Oak Park Heights Name Andrew Kegley Address 14168 Oak Park Blvd. City, State ZIP Oak Park Heights, MN 55082 Phone 651-334-5140 Email akeeley@cityofoakparkheights.com Date 6/23/2025 SCOPE OF WORK 1) New Concrete Garage, Apron, Walk and Steps: ECC) `=T= - 9 `=T= CONTRACTOR INFORMATION Company St. Croix Concrete, Inc. Name Dustin Dahlblom Address 3303 Lake Elmo Ave. N. City, State ZIP Lake Elmo, MN 55042 Phone 612-213-9637 Email dustindpstcroixconcretemn.com PO NIA Demo and properly dispose of existing Concrete. Sub cut current base and make way for new class 5 base roughly 4" thick as needed. Grade and compact new class 5 base. Form and pour new concrete. Concrete will consist of: 4" thick concrete with 3/8" repar every 3 feet on center Steps will vary from 10-12" Thick. 4500 PSI concrete with air entrained agent. Proper control joints to reduce the risk of cracking. Sealed with one coat of a cure and sea] sealer. Based on 257.5 sq. ft. at $25.00 per sq. ft — Total: $6,437.50 (5'x51.5' of walk) 13 Risers at $550 each - Total: $7,150.00 Black dirt if needed -- Total: $450.00 Concrete pump to place the concrete — Total: $900.00 Total: $14,937.50 + No (C 1J .% J s NOT INCLUDED - Additional square feet above and beyond what is quoted in this proposal will be billed out at the same price - Although St. Croix Concrete does our best not to disturb our customer's property too much while working to place our concrete, sometimes additional landscaping is needed to compliment the new concrete and to repair any wear that occurs by our machines. Landscaping is not included in this bid. COMPANY PROPOSAL 5t. Croix Concrete, Inc. 1 3303 Lake Elmo Ave. N. I Lake Elmo, MN 55042 1 612-213-9637 Thank you for your business! Page 26 of 61 Notice to property owner: Any person or company supplying labor or materials for this improvement to your property may file a lien against your property if that person or company is not paid for the contributions. Under Minnesota law you have the right to pay persons who supplied labor or materials for this improvement directly and deduct this amount from our contract price, or withhold the amounts due them from us until 120 days after completion of the improvement unless we give you a lien waiver signed by persons who supplied any labor or materials for the improvement and who gave you timely notice. All material is guaranteed to be as specified. All work to be completed in a workmanlike manner according to standard practices. Any alteration or deviation from above specifications involving extra costs will be executed only upon written orders, and will become an extra charge over and above the estimate. All agreements are contingent upon strikes, accidents or delays beyond our control. Projects are bid at normal wage rates unless specified as prevailing wage or other on this proposal. Due to climate, soil conditions, shrinkage and other relative issues, cracking of concrete is common and typically not a structural concern. Control joints are placed within industry standards to help control cracking but may not prevent it; therefore, cracking is not a warrantable item. If cracks of over 3/8" in width occur, they will be addressed per circumstance and warranted as applicable. Furthermore, cracking or displacement due to settling of soils whether from lack of compaction or presence of frost is also not a warrantable item. From time to time, SCC may sub some of their work to qualified and experienced Subcontractors, The work performed by the Subcontractor shall be at the risk of the Subcontractor exclusively. Customer hereby indemnifies and holds SCC, its parent and affiliates and their respective officers, directors, employees and agents, harmless from and against any and all claims, actions, losses, judgments, or expenses, including reasonable attorneys fees, arising from or in any way connected with the work performed, materials furnished, or services provided to SCC during the term of this Agreement. SCC recommends sealing all concrete with approved sealers to help prevent damage and to keep concrete looking it's best. SCC does not recommend the use of deicers on concrete whether the manufacturer states that it is safe to use or not. Damage to concrete from direct use of deicers or indirect tracking of deicers onto concrete (by a vehicle, etc.) is considered to be beyond our control and is not warrantable. Color, whether integral or not, may differ in appearance from truck to truck and pour to pour. Heated ready -mix material charges to be applied to all pricing between November 1st and April 15th and will be above and beyond the proposal pricing (typically 7% additional) unless stated as included or specified differently in this bid on the previous pages. Protection of concrete from freezing temperatures is recommended by SCC per ACI specifications and is to be the contractor's responsibility unless noted otherwise in this bid. Furthermore, SCC does not recommend the use of un-vented heaters due to the probability of dusting occurring. Dusting or damage due to freezing are not warrantable items. Road postings begin in the spring of each year dependent upon temperatures and ground thaw. Due to the volatility in beginning and ending dates, charges for additional trucks during road postings will be billed at the current rate and will be above and beyond the proposal price unless stated as included in this bid on the previous pages. We hereby propose to furnish material and labor — complete in accordance with these specifications, for the sum of: Dollars (per square footage above) Payable as follows: 50% paid up front, balance paid upon completion. 10% 'interest thereafter. Legal fees to be additional if applicable. This Proposal 1 Contract become binding by acceptance on signature page or scheduling of work. It may be withdrawn by SCC if not accepted within 30 days. SCC may require this Proposal / Contract to be signed, dated and returned prior to commencement of work. OWNER ACCEPTANCE ACCEPTANCE OF PROPOSAL BY CUSTOMER: Signature: Date. The prices, specifications and conditions are satisfactory and are hereby accepted. You are authorized to do the work as specified. Payment will be made as outlined above. SCC AUTHORIZED SIGNATURE: Signature' Date: St. Croix Concrete, Inc. 13303 Lake Elmo Ave. N. I Lake Elmo, MN 55042 1 612-213-9637 Thank you for your business! Page 27 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 28 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Andrew Kegley, Public Works Director AGENDA ITEM: Approve Trade in and Purchase of Public Works Vehicles BACKGROUND: In accordance with the Public Works department vehicle replacement schedule, two of the City's Ford F350s are due for replacement. The 2017 vehicles will be replaced with 2026 Ford F350s with the same features as our current vehicles. Midway Ford holds the state purchasing contract and is offering Oak Park Heights a $43,000 trade in value for both 2017 vehicles and to sell two fully equipped 2026 Ford F350s including toolboxes, beacon lights and plows for $106,943.99. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? YES. • IF YES, TOTAL COST: 106,943.99 • BUDGET LINE ITEM: Budgeted Projects -Public Works Vehicles BUDGET AMOUNT: $130,000 • WITHIN BUDGET? YES. ACTION REQUESTED: Approve trade in and purchase of two (2) Ford F350s ATTACHMENTS: Midway Ford Quote Crysteel Quote Grafix Shoppe Quote Page 29 of 61 Midway Ford Commercial Fleet and Government Sales 2777 N. Snelling Ave. Roseville MN 55113 MF 34 2026 F350 4X4- Regular Cab- 8' Box Automatic Transmission Dual Front Air Bags AM/FM Radio Tow Hitch Tilt Wheel Sync 40/20/40 Vinyl Front Seat Standard Base Upholstery 4-Wheel ABS Brakes Air Conditioning LT245175r17 E All Season Tires Shift on Fly 4x4 Power Windows Options Code Price Select Cloth 40/20/40 Seat is $91 x LT275170r18E AT Tires TDX $241 x 4.30 E-Locker X4M $392 x Pro Power Onboard 43K $897 x Snow Plow/Camper Pkg 47B $277 x Upfitter Switches 66S $210 x 410 Amp Alternators 67B $104 x Spray -In Bedliner 85S $569 x Dual Batteries 86M $191 x XL Chrome Package 96V $296 x Brake Controller 52B $273 x LED Box Lights 66L $54 x WeatherGaurd Toolbox 19K $960 x WeatherTech mats $135 x Crysteel(See Attached) $21,885 x Luverne Wheel to Wheel Grip Steps $1,025 x Option Total $27,600 Base Price Totals Options Price Totals Trade In HEE05926 Transit Impr Excise Tax Tax Exempt Lic 6.875% Sales Tax Document fee Sub total per vehicle Number of Vehicles $43,105.84 $27,600.00 ($22,000.00) $20.00 $63.25 $3,348.53 $350.00 $52,487.62 1 Grand Total for all units $52,487.62 Acceptance Signature Print Name and Title Date error Looiors on Blue Met' ~Gate Travis Swanson 651-343-5212 tswanson(c)rosevillemidwayford.cam Fax # 651-604-2936 Front Tow Hooks Rubber Floor Covering Black Bumpers w/Rear Step Matching Full Size Spare Tire 6.8L V8 Rear View Camera Power Locks ode I Se Carbonized Gray Metallic M7 Avalanche DR Oxford White Z1 Extended Service Contracts Cost 7 year175,000 mile PremiumCare Warranty Snow Plow Prep Charge Diesel Upcharge $2,970 $795 r $1,295 You must nave a active HN cone to participate in tnis purchase contract : FIN code # Purchase Order required prior to order placement PO # s o `"' r�� �'' A- CiI � L� J , C 0-. Name Addre� Lib+oC) ty©5 Contac Contac e x Page 30 of 61 Midway Ford Commercial Fleet and Government Sales 2777 N. Snelling Ave. Roseville MN 55113 MF 34 2026 F350 4X4- Regular Cab- 8` Box Automatic Transmission Dual Front Air Bags AM/FM Radio 40/20/40 Vinyl Front Seat Standard Base Upholstery 4-Wheel ABS Brakes Tow Hitch Air Conditioning Tilt Wheel LT245/75r17 E All Season Tires Sync Shift on Fly 4x4 Power Windows Travis Swanson 651-343-5212 tswansonCa-)rosevillemidwayford.com Fax # 651-604-2936 Front Tow Hooks Rubber Floor Covering Black Bumpers wlRear Step Matching Full Size Spare Tire 6.8L V8 Rear View Camera Power Locks Options Code Price Select Cloth 40/20/40 Seat is $91 x LT275/70r18E AT Tires TDX $241 x Exterior Colors Code Select 4.30 E-Locker X4M $392 x Argon Blue Metallic E9 Pro Power Onboard 43K $897 x Race Red PQ Snow Plow/Camper Pkg 476 $277 x Agate Black UM Upfitter Switches 66S $210 x Carbonized Gray Metallic M7 410 Amp Alternators 67B $104 x Avalanche DR Spray -In Bedliner 85S $569 x Oxford White Z1 x Dual Batteries 86M $191 x XL Chrome Package 96V $296 x Brake Controller 52B $273 x LED Box Lights 66L $54 x Extended Service Contracts Cost Select WeatherGaurd Toolbox 19K $960 x 7 year/75,000 mile PremiumCare Warranty Snow Plow Prep Charge Diesel Upcharge $2,970 WeatherTech mats $135 x Crysteel(See Attached) $21,885 x $795 Luverne Wheel to Wheel Grip Steps $1,025 x $1,295 Option Total $27,600 You must have a active FIN code to participate in this purchase contract : FIN code # 1 Purchase Order required prior to order placement PO # Base Price Totals Options Price Totals Trade In HEE05927 Transit Impr Excise Tax Tax Exempt Lic 6.875% Sales Tax Document fee Sub total per vehicle Number of Vehicles $43,105.84 $27,600.00 ($21,000.00) $20.00 $63.25 $3,417.28 $350.00 $53,556.37 1 Name of Organization Address Grand Total for all units $53,556.37 City, State, Zip Acceptance Signature Contact Person/ Phone # Print Name and Title Date Contact's e-mail address and fax # Page 31 of 61 �s 1130 731d Avenue NE Highway 60 East ! 1167FridleTEFL' (763) 571-1902432 (507) 26-6041 56055 +Lake TRUCK EQUIPMENT 1-800-795-1280 1-800-722-0588 OF TRUCK EQUIPMENT, PARTS & ACCESSORIESFax # (763) 571-5091 Fax # (507) 726-2984 www.crysteeltruck.com AN Fe2 AL EMPLOrER 8/1 /2025 Travis Swanson Midway Ford Company 2777 North Snelling Ave Roseville, MN 55113 Dear Travis: Crysteel Truck Equipment is pleased to submit this quote for your approval. Tommy Gate Model G2-60-1342 EA38 - Pickup application - 1300 lbs. capacity (2) Piece extruded aluminum platform with 55" load width and 38" load depth + 6" taper The main frame box contains the electrical & hydraulic systems, which includes a full size pump and motor unit, pressure relief valves and cylinder mounted flow -control valves which prevent rapid, uncontrolled platform descent in the event of a hose failure Hard chrome pins and composite bushings reduce maintenance requirements The lift gate platform can be dropped down for direct access to the truck bed Compatible with factory hitch Price $ 4,007.00 Installation $ 900.00 Ford rear camera — sensor bar $ 375.00 Weatherguard 174-0-04 side box installed — each $1,010.00 Whelen mini edge freedom IV F4MAAAAP installed on Buyers 8895560 Drill free light bar mount $ 3,725.00 Plow options Boss 8' 2" Power-V DXT (Mild Steel) — trip edge Blade width: 98" (straight) Blade width: 88" (V position) Blade width: 81" (scoop) Blade width: 85" (@30 degree angle) Blade height: 37-1/2" at end, 30" at center Blade thickness: 11 gauge steel Cutting edge: 1/2" X 6" Hardox Reinforcement ribs: 6 vertical, 2 diagonal Plow shoes: optional Trip springs: 4 extension springs (moldboard) Trip springs: 3 torsion springs (cutting edge -per blade half) Page 32 of 61 Angle cylinders: 1-1/2" X 10" (SmartLock-standard) Lift cylinder: 2" X 1-1 /8" X 10" Attachment system: Smart Hitch 2 Plow weight: 868 lbs. Plow lights: SU L.E.D. With Ice Shield TechnologyTm Plow control: SmartTouch 2 Installed Complete $ 10,889.00 Options to DXT: Snow deflector (MSC01565) DXT Caster Dolly Kit (MSC01141) Sincerely, Dave Berndt Inside Sales Crysteel Truck Equipment Fridley • All prices are subject to applicable taxes • Quotes are good for 30 days J 1 1 Page 33 of 61 GRAFIX SHOE::.-•: Estimate �Di? F Oak Park Heights Public Works Attn: Lisa Danielson 14168 Blvd N. Oak Park Heights, MN 65082 2026 Ford F350 Reg Cab Pickup Oak Park Heights Public Works Lisa Danielson 14168 Oak Park Blvd. N. Oak Park Heights, MN 55082 Grafix Shoppe 3225 NeifArmstrcng Blvd Ste 606 Eagan, MN 55121 (65 1 ) 683-9665 grafixshoppe.com INSTALL Shawn Donovan spawn@graflxshoppe.com 153200 07/30/2025 DESCRIPTION OTY PRICE EACH TOTAL Oak Park Heights PW Set of Non -Reflective Oak Park Heights City Logos & Lettering for a 2026 2 250.00 500.00 White Ford F350 Regular Cab Pickup Truck Front Doors SET CONSISTS OF: 2 Each 8" Tall x 38" Long Overall Size Logo & Lettering 8" Tall Logo with 2 1/2" Tall Blue Letters Oak Park Heights Public Works in 2 Lines Small Format Print All onto 3M White 180 Install TBD 2 225.00 450.00 950.00 0.00 $950.00 Page 34 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Accept Resignation Submitted by Jim Kremer from the Planning Commission and Adopt Resolution Thanking him for his Service BACKGROUND: Planning Commissioner Jim Kremer submitted a letter to the Planning Commission resigning from his appointment with a term ending May 2026. Mr. Kremer served on the Planning Commission from 2013 — 2020 and then again in 2023 — 2025. A Resolution has been prepared to thank him for his service. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Accept Resignation and Adopt Resolution thanking him for his service. ATTACHMENTS: Resignation Letter Resolution 25-08-24 Page 35 of 61 TO: Mr. Blake Van Denburgh, Chair of th G3 k Park Heights Planning Commission FROM: Jim Kremer DATE: August 14, 2 25 SUBJECT: Resignation This is meant to be my formal resignation from my position on the Oak Park Heights' Planning Commission. This is effective September 12, 2025, or as soon as my replacement is appointed by the City Council. thank the Mayor, City Council and the Planning Commission members for the confidence and support they have shown in me over the years. I shall miss both the personal and professional relationships I have developed with all of you. Thank you all. Julie Hultman Jake Rife Page 36 of 61 RESOLUTION 25-08-24 CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION RECOGNIZING THE CONTRIBUTIONS OF JIM KREMER AS OAK PARK HEIGHTS PLANNING COMMISSIONER 2013— 2020 AND 2023-2025 WHEREAS, Jim Kremer has served as an appointed member of the Planning Commission for the City of Oak Park Heights from February 2013 through May of 2020 and September 2023 through his resignation in August 2025; and WHEREAS, during his appointment on the Commission, Jim Kremer served as Chairman from April 2014 to March 2018. WHEREAS, the City Council of the City of Oak Park Heights relies upon the recommendations of the Planning Commission to assist in shaping the vision of the City's development and growth; and WHEREAS, Jim Kremer's contributions of time, effort and dedication to the Planning Commission have been valuable and sincerely appreciated, resulting in positive planning and outcomes for the City; NOW, THEREFORE, BE IT RESOLVED, that the City of Oak Park Heights commends and thanks Jim Kremer for his service, dedication and commitment to the interests of the citizens of the City of Oak Park Heights. Passed by the City Council of the City of Oak Park Heights this 26th day of August, in the year 2025. Chuck Dougherty, Mayor ATTEST: Jacob Rife, City Administrator Page 37 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 38 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Jennifer Pinski, Assistant City Administrator AGENDA ITEM: Appoint Carissa Stimpfel to the Planning Commission to Fill Vacancy BACKGROUND: A vacancy exists on the Planning Commission after Mr. Jim Kremer submitted his resigation. The Planning Commission conducted interviews and made a recommendation at their August 14 meeting for Carissa Stimpfel to be appointed to the Commission. The term would be effective immediately through May 2026. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Appoint Carissa Stimpfel to the Planning Commission through May 2026 ATTACHMENTS: None Page 39 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 40 of 61 a� Oak Park,%._ G Date: August 26, 2025 Consent TO: Mayor and City Council FROM: Jacob Rife, City Administrator AGENDA ITEM: Approve Amendments to the Planning Commission Bylaws BACKGROUND: The Planning Commission made recommendations at their August 14, 2025 meeting to update the Bylaws related to training and representation at City Council meetings. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Amendments to the Planning Commission Bylaws ATTACHMENTS: Planning Commission Bylaws with Edits Page 41 of 61 CITY OF OAK PARK HEIGHTS PLANNING COMMISSION BYLAWS ARTICLE 1 - ORIGIN AND POWERS A. Authorization. The City is authorized and empowered to establish a Planning Commission by the provisions of Minnesota State Statutes 462.354. B. Establishment. The Planning Commission was created in an advisory capacity by action of the Oak Park Heights City Council on April 14, 1998 by the adoption of Ordinance 210 and the amendment of Section 401, the Oak Park Heights Zoning Ordinance. ARTICLE 2 — DUTIES AND OBJECTIVES A. Advisory Capacity. The Planning Commission is designed to serve in an advisory capacity to the Oak Park Heights City Council. B. Objectives. The objectives of the Planning Commission are to make recommendations to the City Council which will guide the development of land, services and facilities within the City, so as to promote the public health, safety and general welfare. C. Public Hearings. The Planning Commission shall hold public hearings for variances, conditional use permits, subdivisions, PUD permits, and other applications to the City in accordance with the City Zoning Ordinance and shall make recommendations on said applications to the City Council. D. Special Public Hearings. The Planning Commission may hold such public information hearings as the City Council deems necessary and may make recommendations on applications for building permits or site plan review when requested by the City Council. ARTICLE 3 — MEMBERSHIP A. Voting Members. The Planning Commission shall consist of five citizen members who are eligible voters residing within the Oak Park Heights City limits and who are appointed by the City Council. Page 42 of 61 B. Ex-Officio Members. There shall be a City Council person designated by the Mayor, with the consent of the City Council, to be a liaison to the Planning Commission. Such City Council person shall serve without voting power and in a capacity as ex-officio to the Planning Commission. The Mayor, with the consent of the City Council may also appoint non -voting, ex-officio members to represent other groups or organizations from the community. C. Terms. The five members of the Planning Commission shall be appointed by the City Council. All such appointments shall initiate and be established by resolution of the City Council. The term of each member shall be for three years with initial terms being staggered by the City Council resolution of appointment. Unless extended by special order of the City Council for a period of one year; no member shall serve more than two consecutive terms on the Planning Commission. D. Absenteeism. If any voting member fails to attend three consecutive meetings or a total of four meetings (or 25 percent) during the calendar year, the City Council shall be notified with a recommendation by the Planning Commission. Planning Commissioners shall notify the Chairperson or City staff when an absence is anticipated. E. Removal. Any member of the Planning Commission may be removed at any time by a four -fifths (4/5) vote of the City Council with or without cause. F. Compensation. Compensation of Planning Commission members as selected by the City Council shall serve without compensation except as otherwise established by resolution of the City Council. G. Training. he Gha+rpeFeeR--aRGJ the City staff shall meet with each new Planning Commissioner to explain Planning Commission procedures. t,� 44 the H. Resignation. A member who wishes to resign shall submit a written resignation to the Chairperson, who shall in turn forward the same to the City Council. Vacancies. Vacancies occurring within the Planning Commission shall be filled for the balance of the appointment by the City Council. 2 Page 43 of 61 ARTICLE 4 — OFFICERS, DUTIES AND ELECTION OF OFFICERS A. Officers. The officers of the Planning Commission shall be Chairperson and Vice -Chairperson. B. Duties of the Chairperson. The Chairperson shall preside at all meetings, appoint Planning Commission members to committees, appoint Planning Commission representatives, rule on procedural questions (subject to reversal by a two-thirds (2/3) vote of those members in attendance), meet with all newly appointed members, exercise the same voting rights as other Planning Commissioners and carry out such other duties as are assigned by the Planning Commission or by the City Council. C. Duties of the Vice -Chairperson. The Vice -Chairperson shall act in the absence or inability to act of the Chairperson, and in such instances, shall have the powers and functions of the Chairperson. D. Terms. The Planning Commission officers shall be elected from among its appointed members for the term of two years. No member shall serve as Chairperson or Vice -Chairperson for more than two consecutive terms. The election shall occur at the Planning Commission's annual meeting. E. Vote. Candidates for office receiving a majority vote of the entire membership (three -fifths (3/5)), shall be declared duly elected. F. Date of Office. Newly elected officers shall take office at the annual meeting in March. G. Vacancies. Vacancies occurring in the offices of the Planning Commission shall be filled immediately by the above election procedure. ARTICLE 5 — MEETINGS A. Annual Meeting. An annual organizational meeting shall be held the second' Thursday in March of each year. Election of officers shall be conducted at that time. B. Regular Meetings. Regular meetings of the Planning Commission shall be held at 6.00 PM on the second Thursday of each month in the City Hall Council Chambers. The regular meeting date of the Planning Commission may be changed by resolution of the City Council. C. Special Meetings. Special meetings may be called at the discretion of the Chairperson, after consultation with City staff. 3 Page 44 of 61 D. Notice of Meetings. Notice in writing of all regular and special Planning Commission meetings, setting forth the time, place and agenda of such meetings, shall be mailed by the City staff to all Planning Commission members at least five days in advance of each meeting. E. Site Investigation. Prior to each meeting, all Planning Commission members shall endeavor to visit any properties to be discussed at the meeting. F. Planning Commission Representative at City Council Meetings. If there is a Planning Commission item before the City Council, it is recommended that a Planning Commission member represent the Planning Commission at the City Council meeting. €'^h Dlarir ORg GGmmiSS09P��or 6h.411 r, i+i r, r. irroroSGRt t�hG DIaRRiRg CnmmiSSiGR at regular Git i Gni iTRGiilT llmf ectiRgS_. ARTICLE 6 — PRE -MEETING PROCEDURES A. Agenda. The agenda for each meeting of the Planning Commission shall be developed in writing by the City staff and shall be available at the City Hall prior to each meeting. B. Withdrawal. If a petitioner or applicant desires to withdraw a matter from an agenda, such request must be submitted to the City staff in writing, and if any public notice has been given, all persons appearing at the noticed hearing on said petition or application shall be entitled to be heard. ARTICLE 7 — PUBLIC HEARING PROCEDURE A. Time. The time of each public hearing shall be stated on the agenda, and no hearing may begin before this time. Each hearing shall begin as soon as possible after this time. B. Presentation. If a public hearing is required for a request by a petitioner, the petitioner or an appointed representative shall state the request, explain the proposal and answer questions of the Planning Commissioners. If no petitioner is involved, the Chairperson or the City staff member shall explain the purpose of the hearing. The Chairperson may impose reasonable restraint upon the number of times one individual may speak. C. Termination of Hearing. The Chairperson may close a public hearing after hearing those present who care to speak, or any member may move to continue the public hearing until a specified date. If a hearing on the petitioner's request is closed, the Planning Commission shall make a recommendation to the City Council within 30 days following the close of the hearing. If a hearing is 4 Page 45 of 61 continued, mailed notices of the continuation may be requested by any voting member. ARTICLE 8 — MEETING PROCEDURES A. Rules of Order. Unless otherwise specifically designated, Roberts Rules of Order, as most recently revised, shall govern the meeting procedure. B. Quorum. A majority of the voting membership (three -fifths (3/5)) shall constitute a quorum for meeting purposes. C. Conflict of Interest. Whenever a Planning Commission member shall have a direct or indirect personal or financial interest in an application or petition before the Planning Commission, that member shall declare such interest and excuse himself/herself from the discussion and vote. D. Agenda. The order of business at regular meetings generally shall be as follows.. 1. Call to order. 2. Roll call of members. 3. Approval of the minutes of the previous meeting. 4. Public hearings. 5. Informational hearings. 6. Old business. 7. New business. 8. Adjournment. E. Appearance of Petitioner. No application or petition shall be given final app�qyai recommendatioi, unless the applicant or petitioner appears personally or by representative at the hearing called thereon, or unless he/she makes satisfactory explanation or presentation in lieu thereof. F. Tabling. A tabling motion, if passed, has the effect of laying a matter over until the next regular meeting, unless otherwise specified. G. Reports. Any matter may be tabled for a technical report or study which the Planning Commission may make or request of the petitioner, the City staff, the City Attorney, the City Engineer or other sources. Such report shall be presented to the City staff for forwarding to the Planning Commission at least five days prior to the meeting at which said matter will be heard again. H. Non -Agenda Matters. No binding or final action may be taken on any matter not on the written agenda except by unanimous vote of the members in attendance or four -fifths (4/5) vote of the entire membership. 5 Page 46 of 61 ARTICLE 9 — COMMITTEES A. Planning Commission Committees. The Planning Commission may establish committees of its own membership for a specific purpose and duration. B. Ad Hoc Committees. The Planning Commission may request that the City Council appoint other members of the community to Ad Hoc Commission committees, which may be created by the Planning Commission for a specific purpose and duration. At least one voting member of the Planning Commission also shall be appointed to each such committee. ARTICLE 10 — RECORDS A. Minutes. The City shall supply a secretary at all regular and special meetings of the Planning Commission who shall be responsible for taking full and complete minutes and record all such meetings. The City staff shall be responsible for keeping a record of all Planning Commission resolutions, transcriptions, minutes and findings. B. Open Meetings. All meetings shall be a matter of public record. Updated: ^^*2, 2August 14, 2025 6 Page 47 of 61 THIS PAGE INTENTIONALLY LEFT BLANK Page 48 of 61 a� Oak Park,%._ G Date: August 26, 2025 New Business TO: Mayor and City Council FROM: Scott Richards, City Planner AGENDA ITEM: Conditional Use Permits for Accessory Building — 14899 Upper 55th Street North BACKGROUND: Robert and Lisa Benson (Applicants) have submitted an application for Conditional Use Permits (CUP) to allow for construction of an accessory building. The application is for three Conditional Use Permits, to allow a reduced setback from what is required, for a second accessory structure, and for construction in a side yard for an accessory building at 14899 Upper 55th Street North. The proposed accessory building is 160 square feet. The property is zoned R-1 Single Family Residential District. The Planning Commission, at their August 14, 2025, meeting, held a public hearing and recommended the application for the Conditional Use Permit with conditions. FINANCIAL IMPACT: • DOES ACTION REQUIRE EXPENDITURE OF FUNDS? No ACTION REQUESTED: Approve Resolution 25-08-21 ATTACHMENTS: Planning Report Resolution 25-08-01 Page 49 of 61 3601 Thurston Avenue N. Suite 100 Anoka, MN 55303 Phone: 763.231.584❑ Facsimile 763.427.052❑ TPCTPC@T-Plannin9Cc.com MEMORANDUM TO: Jacob Rife FROM: Scott Richards DATE: August 19, 2025 RE: Oak Park Heights — Conditional Use Permits for Accessory Building — 14899 Upper 55th Street North — City Council TPC FILE: 236.05 — 25.02 BACKGROUND Robert and Lisa Benson (Applicants) have submitted an application for Conditional Use Permits (CUP) to allow for construction of an accessory building. The application is for three Conditional Use Permits, to allow a reduced setback from what is required, for a second accessory structure, and for construction in a side yard for an accessory building at 14899 Upper 55th Street North. The proposed accessory building is 160 square feet. The property is zoned R-1 Single Family Residential District. The Planning Commission, at their August 14, 2025, meeting, held a public hearing and recommended the application for the Conditional Use Permit with conditions. EXHIBITS The review is based upon the following submittals: Exhibit 1: Planning Report with Exbibits — August 6, 2025 PROJECT DESCRIPTION The project description and justification for the application is as follows and found as Exhibit 1. We would like to build a shed next to our deck, not by our back property line as there is no room. We would like to use this new shed to store our lawn mower and other yard equipment because of the fumes they produce, and we use our garage for family gatherings. Page 50 of 61 Due to the landscape already in place, there is no room for a shed. Please see the pictures included with the development application. As you can see, there is only one small area for us to gain access to our backyard. The area for the shed is already in place from where we took down the bunny shed/hutch. Accessory building will not exceed 20 feet in height. Accessory building will be closer than 5 feet from the side lot line and closer than 6 feet from other buildings. The structure will meet fire code on the inside to be closer than the 6 feet. Accessory building will not be located within a utility and/or drainage easement. Current detached garage is 916 square feet. Accessory building is 160 square feet with a total of 1076 square feet, which is under the 1200 square feet allowed. CONCLUSION/RECOMMENDATION The City Council should consider the application for Conditional Use Permits to allow for construction of an accessory building at 14899 Upper 55th Street North. If the City Council is favorable to the request, it should consider the following conditions found below and in the draft Resolution: The final grading for the proposed structure shall be subject to approval of the City Engineer. If the proposed structure creates any adverse water runoff impact to the adjacent property, the Applicant/Owner shall take measures to mitigate the issues subject to review and approval of the City Engineer. 2. Any exterior mechanical equipment associated with the shed shall be screened. 3. The exterior of the proposed shed shall be finished with siding and in a color to match the current principal building exterior. 4. No kitchens or bathrooms shall be allowed in the proposed shed. 5. The Applicant shall apply for and receive a building permit for the structure. All applicable Building Code requirements shall be met. PC: Julie Hultman 2 Page 51 of 61 RESOLUTION NO.25-08-21 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 ROBERT AND LISA BENSON FOR A CONDITIONAL USE PERMIT TO ALLOW FOR CONSTRUCTION OF A SHED IN THE SIDE YARD, FOR A REDUCED SETBACK, AND TO ALLOW A SECOND ACCESSORY STRUCTURE AT 14899 UPPER 55TH STREET NORTH BE APPROVED WITH CONDITIONS WHEREAS, the City of Oak Park Heights has received a request by Robert and Lisa Benson (Applicants) for Conditional Use Permits to allow for construction of a shed in the side yard, for a reduced setback, and to allow a second accessory structure at 14899 Upper 55th Street North; and after having conducted a public hearing relative thereto, the Planning Commission of Oak Park Heights recommended that the application be approved 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-1 Single Family Residential District in which single family dwellings and accessory structures are a permitted use; and 4. Section 401.15.D.2 of the Zoning Ordinance requires that all accessory buildings be located in the rear yard except by Conditional Use Permit; and 5. The Applicants have proposed placing the 160 square foot structure in the side yard in that with topography and existing trees and landscaping, there is limited space for the shed in the rear yard; and Page 52 of 61 6. Section 401.15.D.3 of the Zoning Ordinance requires a five foot side yard setback, eight foot rear lot line setback, and six foot separation from any other building unless requirements of the Building Code are met; and 7. The Applicants have proposed the shed to be set back two feet from the house and two feet from the east property line; and 8. The shed shall be constructed to meet Building Code requirements and drainage issues will be addressed with the narrow setback; and 9. Section 401.15.D.5 of the Zoning Ordinance requires a Conditional Use Permit for more than one detached accessory structure on a lot; and 10. There is an existing garage on the property; and 11. The Applicant's have requested three Conditional Use Permits, one to allow for construction of a shed in the front yard, one for a reduced setback, a third to allow a second accessory structure at 14899 Upper 55th Street North; and 12. City staff prepared a planning reports dated August 6, 2025, and August 19, 2025, reviewing the request; and 13. The Planning Commission held a public hearing at their August 14, 2025, meeting, took comments from the applicants and public, closed the public hearing, and recommended that the application be approved 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 Robert and Lisa Benson for Conditional Use Permits to allow for construction of a shed in the side yard, for a reduced setback, and to allow a second accessory structure at 14899 Upper 551h Street 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: The final grading for the proposed structure shall be subject to approval of the City Engineer. If the proposed structure creates any adverse water runoff impact to the adjacent property, the Applicant/Owner shall take measures to mitigate the issues subject to review and approval of the City Engineer. 2 Page 53 of 61 2. Any exterior mechanical equipment associated with the shed shall be screened. 3. The exterior of the proposed shed shall be finished with siding and in a color to match the current principal building exterior. 4. No kitchens or bathrooms shall be allowed in the proposed shed. 5. 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 26th day of August 2025. Chuck Dougherty, Mayor ATTEST: Jacob Rife, City Administrator Page 54 of 61 ATTACHMENT A Conditional Use Permit To Allow For Construction of A Shed In The Side Yard, For A Reduced Setback, And To Allow For A Second Accessory Storage Structure At 14899 Upper 55th St. N. Washington County Property Identification Number: 04.029.20.14.0050 Physical Address: 14899 Upper 55th St. N., Oak Park Heights, MN 55082 Page 55 of 61 ATTACHMENT B Conditional Use Permit To Allow For Construction of A Shed In The Side Yard, For A Reduced Setback, And To Allow For A Second Accessory Storage Structure At 14899 Upper 55th St. N. Application Materials • Application Form • Fees • Plan Sets • Written Narrative and Graphic Materials Explaining Proposal • Proof of Ownership or Authorization to Proceed Planning Commission Review & Recommendation: August 14, 2025 Conditional Use Permit: Unless the City Council specifically approves a different time when action is officially taken on the request, the conditional use permit shall become null and void twelve (12) months after the date of approval, unless the property owner or applicant has substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use. An application to extend the approval of a conditional use permit shall be submitted to the Zoning Administrator not less than thirty (30) days before the expiration of said approval. (401.03.C.4.a and b) Page 56 of 61 a� Oak Park,%._ G Date: August 26, 2025 New Business TO: Mayor and City Council FROM: Jacob Rife, City Administrator AGENDA ITEM: Resolution Approving an Extension of a Conditional Use Permit and Design Guidelines/Site Plan Review at 5963 O'Dell Avenue North BACKGROUND: On August 27, 2024, the City Council adopted Resolution 24-08-27 approving the CUP and design guidelines/site plan review for the office/warehouse building at 5963 O'Dell Avenue. Per the zoning ordinance, the CUP shall become null and void 12 months after the date of approval, unless substantial construction has occurred. The applicant has the right to apply for an extension. In this situation, the applicant has submitted a request for a 1-year zoning extension of the CUP. In making its determination on whether an applicant has made a good faith attempt to utilize the CUP, the Council shall consider such factors as the type, design, and size of the proposed construction, any applicable restrictions on financing, or special and/or unique circumstances beyond the control of the applicant which have caused the delay. The applicant's letter states that the progress has been impacted by the scope and design of the planned buildout and SBA loan requirements. FINANCIAL IMPACT: • Does action require expenditure of funds? No. ACTION REQUESTED: Approve Resolution EXHIBITS • Resolution • Letter and email from the petitioner Page 57 of 61 RESOLUTION NO. 25-08-25 CITY COUNCIL CITY OF OAK PARK HEIGHTS WASHINGTON COUNTY, MINNESOTA A RESOLUTION APPROVING AN EXTENSION OF A CONDITIONAL USE PERMIT AND DESIGN GUIDELINES/SITE PLAN REVIEW AT 5963 O'DELLAVENUE NORTH WHEREAS, the property at 5963 O'Dell Avenue North, legally described on Attachment A of the Resolution, (the "Property") received approval of a conditional use permit ("CUP") and design guidelines/site plan review in connection with an office/warehouse building pursuant to City Council Resolution 24-08-27 on August 27, 2024; and WHEREAS, under Sec. 401.03.C.4. of the Zoning Ordinance, the conditional use permit shall become null and void twelve (12) months after the date of approval, unless the property owner substantially started the construction of any building, structure, addition or alteration, or use requested as part of the conditional use unless an extension of such permit is approved by the City Council prior to the date of cancellation; and WHEREAS, an application to extend the CUP shall be submitted to the Zoning Administrator not less than thirty (30) days before the expiration of said approval, which states the facts of the request, showing a good faith attempt to utilize the CUP, and state the additional time being requested to begin the proposed construction; and WHEREAS, in making its determination on whether an applicant has made a good fatih attempt to utilize a CUP, the City Council shall consider such factors as the type, design, and size of the proposed construction, any applicable restrictions on financing, or special and/or unique circumstances beyond the control of the applicant which have caused the delay; and WHEREAS, the applicant has submitted a request seeking an extension for the CUP due to progress being impacted by factors beyond their immediate control including the scope and design of the planned buildout and the SBA loan requirements. NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Oak Park Heights hereby approves the extension requested for the CUP for the Property which shall run until August 27, 2026, subject to all conditions of the City Council Resolution 24-08-27 on August 27, 2024 that are not expressly superseded by this Resolution. Adopted by the City Council this 26m day of August 2025. Chuck Dougherty, Mayor ATTEST: Jacob Rife, City Administrator Page 58 of 61 Attachment A Address: 5963 O'Dell Ave. N., Oak Park Heights, MN Washington County Property PIN: 04.029.22.14.011 Legal Description: Lot 1, Block 1, Gregory, Garin and Grays Addition Page 59 of 61 Paul Larson Alchemy Sound and Vision 2112 Broadway St NE, Suite 115 Minneapolis, MN 55413 Phone: 612-723-2790 Email: paul@alchemysoundandvision.com July 16, 2025 City of Oak Park Heights 14168 Oak Park Blvd N Oak Park Heights, MN 55082 RE: Request for Extension of Conditional Use Permit and Placement on Upcoming City Council Agenda To the Oak Park Heights City Council and Planning Staff, I hope this letter finds you well. I am writing to formally request an extension of the Conditional Use Permit (CUP) currently granted for the property located at 5936 O'Dell Ave N, Stillwater, MN 55082. As the permit's expiration date approaches, we wish to emphasize that our progress has been impacted by factors beyond our immediate control. Specifically, the scope and design of the planned buildout, combined with SBA loan requirements, have created unavoidable delays. These circumstances have required additional time to coordinate contractors, secure necessary resources, and ensure the project is completed to the standards originally presented to the City. We remain fully committed to utilizing the CUP in good faith and moving forward with the approved plans. An extension will allow us to complete the buildout responsibly, ensuring our operations align with both city regulations and the positive contribution we intend to bring to the Oak Park Heights community. Additionally, we respectfully request that this extension request be placed on the agenda for the next scheduled City Council meeting for review and consideration. Thank you for your time and understanding. Please let us know if there are any additional documents or requirements needed to process this request. We greatly appreciate your continued support and partnership. Sincerely, Paul Larson Alchemy Sound and Vision Page 60 of 61 Jacob Rife Subject: FW: Voice mail From: Paul Larson Sent: Tuesday, August 19, 2025 3:13 PM To: Jacob Rife<JRife@cityofoakparkheights.com> Subject: Voice mail Hey Jake, I got your voice maiI, and yes a 1 year extension will be fine. My goal is to start late fall but if that doesn't happen then it will be early spring Paul Larson Owner Alchemy Sound & Vision Page 61 of 61